Entering Transactions
As you enter Purchase order or Credit note transactions, the system accumulates the details from the transactions against your User and the Nominal Budgets. Your current budget position can be viewed at any time by clicking on the Budgets function on the Header or the Detail window. See Budget Details window.
The User's Order Value applies to each single order only, i.e. the value is a limit for any one order.
The User's Current Budget is a cumulative limit for all orders in either the Period or the Year as set in Purchase Orders Options.
The Nominal Budget, for either the Period or Year, has been exceeded when the cumulative value exceeds the Budget value.
When you click OK to save the transaction, if one or more of the budgets has been exceeded, a message will inform you that the transaction has exceeded the budget. If your system options dictate, the transaction may be sent to the batch.
For example: "This order has been batched because the User's order budget has been exceeded" or possibly "This order has been batched because more than one budget has been exceeded".
The message may also state that "authorisation is required".
Your settings in Purchase Orders Options dictate what happens next
If you have selected Force to Batch, the transaction will sent to the batch.
If you have selected Warning Only, you will be permitted to complete the processing.
You will be able to print the order if the Purchase Order option Allow Printing of Orders Awaiting Authorisation has been ticked.
Orders that have been sent to the batch
Within the batch, the order will be marked as:
Authorisation required, User budget for Period / Year exceeded, or
Authorisation required, Nominal budget for Period / Year exceeded, or
Authorisation required, Nominal and User budgets exceeded
This is shown at the bottom of the batch display window and the Authorisation function will be active. The User ID of the person who entered the order is also shown. The order cannot be processed.