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Version: Current

Using the Budget Card View

Gain immediate visibility into how a transaction affects your budgets using the Budget Card View. This feature provides a real-time snapshot of budget allocation and remaining funds directly within the document viewer.

Best practices​

  • Use the Budget Card View during coding and approval to understand the financial impact of a transaction.
  • Pay attention to the Remaining Amount to proactively identify potential overspending.
  • Review the breakdown of spend categories (Actual, Committed, Pending, New) for a complete picture.
  • Ensure budgets are active and correctly configured for the card view to populate accurately.

Accessing the Budget Card View​

  1. Open a transaction document (e.g., Purchase Invoice, Purchase Order, Requisition) that has been coded with dimensions linked to an active budget.
  2. Click the Budget icon (often looks like a bar chart or piggy bank) in the action menu at the top right of the document viewer. (Example: Budget Icon)
  3. A sidebar or modal will open displaying the Budget Card(s) relevant to the transaction lines.

Understanding the Budget Card​

Each Budget Card typically displays information for a specific budget line impacted by the transaction:

(Example: Budget Card View)

  • Budget Name: Identifies the overall budget.
  • Budget Line Dimensions: Shows the specific dimension combination this card represents (e.g., Department: Sales, GL Account: 4000).
  • Budget Period/Interval: Indicates the relevant time frame (e.g., "July 2025" for a monthly interval, or the full budget period).
  • Budget Amount: The total amount budgeted for this specific line and period (calculated based on the budget's evaluation method - Current, Rolling, or Total).
  • Spend Breakdown Bar: A visual representation showing:
    • Actual Spend: Finalised costs.
    • Committed Spend: Approved POs not yet invoiced.
    • Pending Spend: Documents currently in approval.
    • New Spend: Documents coded but not yet submitted.
    • (Hovering over sections may show exact amounts).
  • Allocated Amount: The total amount currently allocated across all spend categories.
  • Remaining Amount: The calculated remaining budget (Budget Amount - Allocated Amount). A negative value indicates the budget has been exceeded.
  • (Optional) Budget Line Owner: May display the user assigned as the owner for this budget line.

Multiple Cards: If a transaction has lines coded to different budget dimension combinations, multiple Budget Cards will be displayed, one for each impacted budget line.

Real-Time Updates​

The Budget Card View updates dynamically as you code the transaction lines. Changing dimension values, line amounts, or the transaction date will trigger recalculations, allowing you to see the immediate impact on the relevant budgets.

Budget Exceptions​

If the transaction causes a budget exception (e.g., exceeds the remaining amount), the Budget Card may visually highlight this (e.g., Remaining Amount turns red), and a Validation Warning/Error might also appear on the document.

Need help?​

If the Budget Card View is not displaying as expected, ensure:

  • Budgets are configured and active for the relevant dimensions and dates.
  • The transaction lines are coded correctly with the appropriate dimensions.
  • You have the necessary permissions to view budget information.

Contact your organisation administrator or Zudello support for further assistance.