The following article overviews how costs are allocated to budgets within Procurify, starting from when a request is submitted, approved, purchased, and finally billed.
Requested & Pending Approval
When a request is created and pending approval, it is placed as a pending amount in the current active budget. The current active budget refers to Real-Time Budgets or the Manage Budgets section within Procurify. This budget can be expired in the sense that its end date may have passed, and the request may not yet be approved. The request is still considered active by the system and is applied to the current active budget. In short, costs are allocated to the budget period currently active regardless of when the request was initially submitted for approval. The applicable budget, in this case, is dynamic.
Approved & Purchased
The amounts placed in the approved and purchased buckets are based on the exact time the request was approved. Even if an approved order was initially requested and impacted a previous budget, it would allocate to the budget when the approval occurs. The cost allocation will not progress across time and deduct from both years' budgets. The behavior is the same for expense reports, but they progress directly to the purchased budget once they are approved since there is no purchasing for expenses.
The amounts placed into the billed bucket are based on the exact time a bill was approved. When a Bill approval occurs, the corresponding amount is removed from the purchased bucket and moved to billed. For example, an amount from the approved and purchased bucket of a previous fiscal year can fall into the billed bucket of the current fiscal year. In short, costs allocated to the budget period, start date, and end date of the budget, is based on when the bill is approved.