Budget Ordering

Budget ordering allows you to set budgets by stock category for a given fiscal period, for example a site location will not be able to order more than £350 worth of ancillary items for a given period. For sites to be able to use budget ordering by stock category the setup must be completed for the fiscal calendar, setting the budget per category and order authorisations.

Fiscal Calendar Setup

Follow these steps to setup fiscal calendars:

1. Select Enterprises

   The current fiscal period will be displayed, to view past or future Fiscal Calendars, select the Year drop down

2. Click Add New

3. Select the Year Start Date

   This can only be the date after the previous fiscal year

4. Select the Year End Date

5. Enter the Fiscal Year Name

   This can only be numbers and cannot include any characters or letters

6. Enter the number of Fiscal Periods within the fiscal date range entered

   Based on the dates you have entered the system will display how many weeks are within this range

7. Enter the number of weeks within each period

   Once all periods are completed and the correct number of weeks are entered for the year

8. Click Submit Fiscal Calendar, confirm the dates displayed on screen by clicking Save

9. Click OK

Set Budgets by Stock Category

Follow these steps to set stock categories which will have a budget set:

1. Select Categories

2. Set the be Budget check box for the required categories

Update / Import the Budget

Once the fiscal calendar and the stock categories are set up, you can then set each site to have a budget for each category by fiscal period.

Follow these steps to update and import the budget:

1. Select Budget Ordering

2. Select the required Fiscal Year

3. Click Export Budget Template

   The file will be downloaded to your downloads folder

4. Complete the budget template in Excel for each Period against a profit centre and category

5. Within the Importer click Budget Template and search for the file to import, the system will validate the template, once completed click Import

Order Authorisation for Budget Ordering

When working with budget ordering there are different settings that can be configured if an order goes over the set budget amount.

1. Select Budget Ordering

2. Select the required Fiscal Year

3. Select Authorisation Settings

4. Set the required setting per site

   • No Action – nothing happens to the order, so it can still be sent

   • Prevent if Over – the order cannot be sent, the operator must edit the order to be within the budgeted amount

   • Send Email Request – an email will be sent to the Operations Manager for them to accept or reject the order

   • Send Email Notification – the order can still be sent but the Operations Manager will be notified via email

Additional Information

• Any budget amount that is not used will not move over to the next period

• Budgets are set for a profit centre therefore if you have more than one cost centre they will share a budget

• The order amount is recorded against the period the delivery date lies within

• Only sent orders will count towards your used budgets

• When using max and min order authorisation and the budget ordering together, the budget ordering settings will take precedence