Procurify has two major buckets for classifying spend. Approved Spend and Purchased Spend.
When a Request is approved, the budget is immediately tracked in Procurify and labeled as Approved Spend.
We can see that there is $1,899.85 of approved spend, and $0 purchased for the account code 7777.
After Approved items are added to a Purchase Order, Approved Spend becomes Purchased. We can see that there is $1,899.85 of Purchased spend, and $0 approved spend for the account code 7777. This is the same $1,899.85 from the Approved Spend example above, but since it has now been added to a Purchase Order, the Approved Spend is converted into Purchased Spend.
For both, we can see that the total amount taken out of the budget is the same, and both are sitting at $1,899.85 / $10,000.00. Procurify displays budgets in this way to prevent overspending.
For example, if several orders are approved throughout the month, but not purchased, Procurify must represent Approved and Purchased spend in the same way, or else Approvers may see an empty bar, and approve over their allocated budget.
If approved items are not purchased in the same month they were approved in, Procurify accounts for this, as well. The budget will still be taken from the month they were approved in, making sure that Approvers will always see the current budget for the month they are in.