Within this article: 

• Definition of a un budget and spending lines
• Set up process to
  • create a budget
  • create a spending line
• Adding them to new entities

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Definition of a budget and a spending line 

Budgets and spending lines are resources created with the purpose of enabling you to manage your company's expenses.

Every budget is linked to a specific currency, and you may create several budgets, depending on the use that your company gives the platform. 

Please note that: 

In order to use a new currency, it will be necessary to create a new budget in the desired currency, for this reason, you will not be able to have an entity with spending lines in different currencies. 

It is only possible for the roles of "Company Administrator" and "Buyer" to create and modify any budgets and/or spending lines. 

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Set up process

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Set up of a Budget

First of all, you will need to create a budget which will later on be associated to the spending lines you wish to link it to. 

Steps required: 

1. Access the menu at the Left of the page, click on Company and then on Budgets and spending lines.

2. Once on the new page, click on "Create a new budget".

3. In the first step of this budget creation module, you have to fill in the various details of the budget (name, external id, dates and currency)

4. In a second step, you will have to fill in the person responsible for this budget and his/her deputy. 

   (These managers must be people who have a so-called company account on the platform)

5. The last step of the completion is the parameters’ part. You must enter the budget amount and add an additional budget if desired. You also have the possibility to leave internal notes as comments on this page and to display them on the reports.

Once you have filled in these details, click on Save at the bottom of the form.

You will now see the budget you have just created displayed on the Budgets and spending lines page.

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Set up of a spending line

Once the budget has been created, you now need to create the spending lines that will be associated with that budget. These lines are there to allow you to manage and segment your budget.

1.  Below the budget you have just created, click on Create a budget line

2. First of all, in this module for creating an spending line, you need to fill in the various details of the expense (name, external id, dates and the amount above which the buyer must validate the expense

   • For anything below this amount, the applicant will be directly validated, without going through the buyer. The calculation is made over the duration of the purchase order

3. In a second step, you will need to inform the person responsible for this budget and his/her deputy. These people may be different from the budget in charge. These people will have a business role and can be validators of the platform's purchase orders.

4. You will be asked to fill in the total amounts to finalise the completion of this spending line creation module.

5. Once you have completed these steps, click on save this line and use it on the platform.

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Adding to an entity

Once these two elements have been created, you need to add it to the different entities you want.

Only account administrators can assign spending lines to entities within the platform.

To do so, first click on the menu "Company" and then on the option "Manage entities".

1. Then click on the burger menu of an entity and click on view and edit an entity.
2. Once the entity's general settings are open, click on Spending lines and workflows
3. Then add to it a spending line
4. After saving your changes, you can then select the spending line configured, whenever you are creating your request for proposals