Welcome Procurify Users!
Use this guide to make sure that your budgets are ready for the new month/year, and avoid workflow interruptions.
In Procurify, once the budget closes, the account code that you set will no longer be available for usage (after the end date). This article will show you exactly how you can set future budgets after your current one closes (or extend your budgets to a later date).
In this article, you will learn how to change your budget through the Manage Budgets feature in the Settings module (non-csv version).
Just to set the scene: You have a budget that started in November 21st 2017, and end date is January 1st 2018. On January 2nd 2018, if you do not have your budget set up for renewal, hence you will not be able to order anything under that account code/department starting from that date.
See below for example budget set up.
As you can see above, the budget ends on January 1st, 2018.
If you check scheduled budgets, nothing is set up for a future date either. View your own scheduled budgets by selecting [...] icon available to the right of your budget and selecting Schedule Budget:
To make sure that we can still use this account code after it closes, we are going to set up the schedule to renew the budget starting from January 2nd 2018!
Setting Up Your Future Budgets:
Step 1: Go to Settings → Manage Budgets
Step 2: Select your Location, Department you want to set future budgets
Step 3: On the account code you want to select, click on the option button [...] on the right
Step 4: You will now see an option drop-down. There are 2 ways you can go from here:
- Option 1: Select Edit Budget to extend the current budget or
- Option 2: Keep existing end date, and schedule a new budget once the existing budget ends.
1. If you want to extend current budget to a later date (in this example scenario, changing January 1st 2018 as end date to JANUARY 31st 2018), select EDIT Budget and set a new end date for that account code.This will allow this budget to extend and keep the spent to date amount. You can also increase or decrease the budget amount as well. If you go with Option 1 and want to implement the same to others, continue to apply the same settings with other account codes from other departments. See below:
2. If you want to keep the existing end date, and want to renew spent to date amount with a new start date, click on SCHEDULE BUDGETS.
If you go with Option 2, you can set future budget dates by adding new start dates/end dates.
- Click on + New Schedule
- Add your Start Date, End Date, and Budget you want to have for that timeframe.
- You can add either monthly amount, or yearly amount.
- Add more Future Budgets by clicking on + New Schedule again.
If you added new future budgets, it might look like below:
That will be it for updating your budgets! Just make sure that you apply the new budgets to all of the account codes, locations, departments that you would like to update. It's not necessary to apply it to all of them if it is not required. Make sure to use the exported budget data to ensure that you can see all existing budgets but also avoid the risk of typo or any other errors.
- Remember, that was just making changes to 1 account code for 1 department! If you'd like to make more changes like this through this method, make sure to apply the same changes to other departments and account codes from Step 2 and 3.
- Alternatively, you can also have the budgets close if you feel that your domain will no longer need that account code by that end date. If that is the case, make sure that those account codes do not have any future budget dates!
- To verify the changes that are made, go to Settings → Manage Budgets → Click on a department. You will see the reflected change such as Budget, Effective date.
- If you want to see its future budgets, click on OPTION on the and click on SCHEDULE BUDGETS