The following article overviews how costs are allocated to Budgets within Procurify, starting from when a request is submitted, Approved, Purchased, and finally Billed.
Pending
When a user submits a Request, it impacts the Pending Budget. The Budget date of the Pending Approval is dynamic. The date updates as long as the Request remains in the Pending Approval state. For example, if the Request is submitted for the budget timeframe May 1st- May 30th, but it continues to sit in the Pending Approval queue until June, the Pending Budget date will update to the June timeframe. Costs are allocated based on the active Budget timeframe regardless of when the Order was submitted for Approval.
Approved
Once Approved, the Order will impact the Approved section of the Budget based on the date that the Order was fully Approved. The Budget will always allocate the Budget date when the Approval occurs.
Billed & Purchased
The Billed and Purchased Budgets will always be allocated to the Budget date when the Original Order Approval occurs. The actual day the Bill is created or paid does not impact the Budget allocation. The behaviour is the same for expense reports, but expense reports go directly to the Purchased Budget once approved since there is no purchasing of expenses.
Exceptions to the Rules
- Miscellaneous costs, which are added at the Purchase Order creation stage, are added to the Budget based on the day the Bill is created.
- Items created at the Accounts Payable level are added to the Budget based on the day they are created.