Budgets are used to track and control spending for user groups, suppliers, or purchasing categories. There are two different types of budgets in Purchase:
This article will explain how to configure and use manual budgets.
The user rights are found in P2P Administration > Users > User Roles > Purchase
When user has the budget-related user rights, they can access budget management from P2P > Data management > General > Budgets
Read more about the budget managing and viewing rights from the article P2P Purchase - How to - Budgets (dynamic)
With manual budgets the requester can select a budget from predefined budgets for a requisition in draft phase. Budgets are available if they are active and not expired. The manual budgets are defined with filters on who can use them, in which organization, purchasing category, and for which supplier.
Setting up the manual budget functionality needs Basware consultant work. Budgets functionality can be activated by contacting Basware Support to create a change request.
Creating and editing manual budgets
Budget selection in requisition draft
Manual budgets are selected in requisition draft phase in the Budget panel. They cannot be changed in the later phases of the workflow.
The budget selection dialog lists all the budgets that the user is allowed to select.
When selecting a budget for a requisition, click Show more details to see valid categories and valid suppliers.
If a requisition has the category or the supplier that is not valid from the budget’s perspective, the requisition cannot be sent for approval. Either the requisition needs to be edited or the budget rules need to be changed.
After the budget has been selected, Budget panel will show how much of the budget has been used by the previous and the current requisition and how much there is left in the budget.
If you select a budget where the category or the supplier is wrong, Budget panel will show a warning.
Once the budget has been selected, coding values in all lines of the requisition are replaced by those values that are defined in the budget configuration.
Budget can be Removed from the requisition. That does not bring back the original coding values.
During approval process it is not possible to change or release the manual budget. It is possible to add lines to selected budget.
There is budget approval step that can be stated in the process to do just budget validity check (not limit approve)
To read more about purchase requisition consuming status, see P2P Purchase - How to - Budgets (dynamic) in the Workflow section.
It is possible to set up auto approval for manual budgets. Auto approval can be set in the PR process so that the requisition does not need to be self-approved or approved by other user. To use manual budgets for auto approve, each already existing manual budget needs to be activated so that approver is updated and available for workflow.
Enabling this functionality needs consultant work from Basware's side. Please contact Basware support or request new feature enablement (see instructions below in additional information).
Note that it is not possible to have both dynamic and manual budgets in the same environment at the same time. Organizations use either manual budgets or dynamic budgets in Basware P2P. When managing budgets, users only see budgets of the type that they are using.
Manual budgets cannot be imported.