Cost Center Budgets

SpendMap offers a number of options for tracking cost center budgets. You view and report on the status of a Cost Center's budget and optionally prohibit transactions from being processed that will exceed the budget.

For full details, see About Cost Center Budgets.

You can access this utility to view the current status of budgets from various areas of SpendMap, such as when entering Purchase Orders and other transactions and when approving requisitions, by clicking the [BUDGETS] button on the applicable screen, or by clicking the green, yellow or red hyperlinks that are displayed in the applicable Document Work Area (the color of the link indicates that the document/transaction is within, over or approaching the budget limit)...

Budgets-on-screen

Budget Summary Screen

Since Purchase Orders, Requisitions and other transactions may include more than one charge-to Cost Center (and, therefore, may affect more than one budget), when viewing budget details from within the various Document Work Areas, you will first be brought to a "Budget Summary" screen, listing all applicable Cost Centers on the document/transaction, including charges for the current transaction (“Doc. Value”).

To view additional details of a particular Cost Center's budget, click the [DETAILS] button to go to the Cost Center Budgets Status Screen.

•The budget features are enabled (turned on) and options can be configured in Cost Center History/Budget Settings.

•You may only be able to view the budget status of your own Cost Center, based on the Document Access setting in the [Permissions] folder of the User Master File.

•Various reports containing related information are available in... PURCHASING > Reports > Cost center information.

•To view a history of specific charges to a Cost Center (which affect the budgets), see View Cost Center History.

•To purge all or some cost center budget data, see Delete Old Cost Center Budget Fiscal Periods.

You can also check the status of cost center budgets on your Smartphone or tablet in the Mobile Web App.

If you have set up budgets for the cost center at the G/L account level (as opposed to budgets at the cost center level), the Budgeted, Used and Remaining Columns will show the rolled-up amount for all established G/L level budgets for that time period. These values are for reference purposes only (so you can see total dollar amounts across all applicable G/L accounts at-a-glance) but these values will not affect budget calculations or restrictions in the system.

To see the G/L account level budgets that have been established for the cost center, use the [DETAILS] button.

Column	Description
Start/End	•Identifies the period for fiscal budgets, for 1 to 12 periods, as configured in Cost Center History/Budget Settings. •Does not apply to overall budgets.
Charged	•Amount actually charged to the cost center’s history to date.
Commit Std.	•Amount committed on open POs and requisitions for the cost center.
Commit Blk.	•Amount committed on open Blanket POs for the cost center.
Total	•Total amount committed and actually charged.
Budgeted	•Budgeted amount, as configured in the Cost Center Master File.
Used	•Amount of budget used
Remaining	•Amount of budget remaining

Button

Description

[BACK]

•Exit the screen.

[REFRESH]

•This button can be used to manually “refresh” (recalculate) the budgets based on all transactions currently in the system. The process may take a few minutes.

•In addition to using this button, budgets will also be refreshed automatically when the system is reindexed.

[DETAILS]

•If you have set up budgets for the cost center at the G/L account level, use this button to “drill” into the highlighted budget period to see the budget values for the individual G/L accounts. Alternatively, you can double-click on the line. This takes you to the G/L Level Budget Status Screen.

SpendMap User Guide (v15)

Questions & Options