The Real-time Budgets, located within the bottom left-hand corner of each pending Request, provides Approvers with the tools to review their current Budgets and Committed spend. With the most up to date Budget information, they can be confident in making informed decisions when it comes to approving or denying pending Requests.
Within this article, we are going to breakdown the areas within the Real-time Budgets so that you know where to find the right info at a glance.
Not to be confused with an Account Code Budget, the top container within this tool will provide you with an overview of the Departments entire Budget information across all of its assigned Account Codes. This can include amounts that have been allocated to other Account Codes that may not even be included within the Request you are currently reviewing. However, it is beneficial in providing an accurate representation of how much the Department does have to work with and whether there are funds available that can be used elsewhere.
Account Code Budget
Below the Department Budget, you will find a section for each Account Code that has been assigned to at least one line item within the Request you are currently reviewing. For the sake of simplicity, we are only working with one Account Code in our example above.
To break things down further, let's take a look at what these numbers actually mean...
Billed: Purchased items that have been placed on an approved Bill within the Accounts Payable section.
Committed: The combined total of everything within the Budget period that has been either, Approved, Purchased, or Billed.
Committing: Committing is the amount that will be moved to Committed and deducted from the Budget if the requested items are approved.
Pending: The cost of Expense and Order Request items that are currently pending approval by yourself or another Approver. This is best used to see other costs associated with this Budget that will be coming down the pipeline.
Budget: The amount of your allotted Budget within the current period.
New Committed: This number is a combination of the Committed and Committing amounts.
Remaining: This number will be your remaining Budget after the deduction of the New Committed amount.
Spend Pipeline Bar
The bar itself provides a visual breakdown of the current values. You will also see that there is a marker for the "Budget", which indicates how close you are to meeting or exceeding your budget. The "Budget" marker moving towards the left on the pipeline indicates that you have exceeded your budget.