Manage a budget

  • Updated

Optimizely Configured Commerce allows website administrators to enforce budget management for their users. Budget management provides the customer the option to manage buyer spending, and enforce an approval once a predetermined budget amount has been reached. To enable Budget Management on your website, an ISC_Administrator needs to update the Budget Management Setting to ON.

Use the Configure menu on the Settings screen, to set these as global or uniquely by website.

For reference, when the Budget Management Setting is set to ON, four additional fields are displayed:

Budgets From Online Orders Only When considering billto/shipto, this Setting lets you indicate whether or not you account for only orders placed on the website, versus all orders, that is orders from both the webiste and the ERP.
Show Cost Codes This field does not provide any actual functionality within Configured Commerce. It is an option field provided for users to submit data for things like GL?or department codes along with the order.
Cost Code Editing Enabling this allows buyers to enter their own cost codes. You can edit or deactivate cost codes, but you cannot delete them.
Carry Over Unused Monthly Balances This setting allows websites with budget management to carry over unused balances when enabled. The default is Yes.

After enabling Budget Management on your website, the Administrator is then responsible for managing the budget setup, maintenance and review. Each of these are described in their own respective articles. See Budget setup, Budget maintenance, and Budget review for more information.

For general reference, the list below identifies the roles and abilities within the budget management process:

  • ISC_Administrator
    • Enables the Budget Management functionality within the Admin Console
  • Administrator:
    • Has full access to the My Account menu
    • Can order over budget
    • Can see invoices and orders for all users that administrator is assigned to
    • Acts as the default Approver if no Approver is assigned to a User
  • Buyer3
    • Can order over budget without approval
    • Can see orders and invoices
    • Cannot access User Administration, Budget Management, or Requisition Approval
  • Buyer2
    • Cannot be assigned as an Approver
    • Can order without approval if under budget
    • Can order over budget with approval
    • Can see orders
    • Cannot see invoices
    • Cannot access User Administration, Budget Management, or Requisition Approval
  • Buyer1
    • Cannot be assigned as an Approver
    • All orders require approval
    • Can see orders
    • Cannot see invoices

    • Cannot access User Administration, Budget Management, or Requisition Approval