Budget ordering allows you to set budgets by stock category for a given fiscal period.
Example: Site 1 will not be able to order more than £350 worth of ancillary items for a given period.
Setup (Admin Users Only)
For sites to be able to use the budget ordering, ensure the following steps are complete:
Set Up your Fiscal Calendar
A Fiscal calendar must be setup on the Enterprise website. Fiscal Calendars are used for clients that use any of the following Enterprise products:
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Data Cube
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DataMart’s
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Data feeds
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Power BI
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Budget Ordering
Once permission is given to the client it is the client’s responsibility to keep the calendars up to date.
Fiscal Calendars are set up by Enterprise.
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Select ‘Enterprise Admin’
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Select ‘Enterprises’
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The current fiscal period will be displayed. If you wish to view past or future Fiscal Calendars, select the “Year” drop down.
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Select “Add New” to add a new fiscal year
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Select the Year Start Date (this can only be the date after the previous fiscal year)
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Select the Year End Date
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Enter the Fiscal Year name, this can only be numbers and cannot include any characters or letters
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Enter the number of ‘Fiscal Periods’ within the fiscal date range you have entered
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Based on the dates you have entered the system will display how many weeks are within this range
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Enter the number of weeks within each period. Once all periods are completed and the correct number of weeks are entered for the year, you will be able to save the calendar
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Submit the Fiscal Calendar. If everything has been entered correctly the notification message will be removed and the submit button will be displayed
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An overview of the calendar will be displayed, if you are happy with the dates you have entered confirm your entry by selecting “Save”
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Once saved select "OK"
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Set Budgets by Stock Category
Once your fiscal calendar is imported, you will need to flag what stock categories you want to set a budget for.
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Go into ‘Stock Admin’
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Select ‘Stock Items’
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Select ‘Categories’
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Flag the categories that you want to set a budget for
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Update and 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.
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Go into Stock Admin and Select Importer
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Select Budget ordering
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Select the Fiscal year that you want to update
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Select “Export Budget Template”
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The file will be downloaded to your PC
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Fill out the template in Excel
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Within the ‘Importer’ select ‘Budget Template’ and search for the file you want to import. The system will validate the template, once this is done you can select “Import”
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Setting up Order Authorisation for Budget Ordering
Here you will be able to dictate what happens to the order if it goes over the budgeted amount.
If an order goes over the budgeted amount there are 4 settings that can be selected for each division:
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No Action – Nothing happens to the order, so it can still be sent.
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Prevent if over – The order cannot be sent. The user must edit the order to be within the budgeted amount.
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Send email request – An email will be sent to the Operations Manager for them to accept or reject the order.
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Send email notification – The order can still be sent but the Operations Manager will be notified via email.
Email requests and notifications will need to be configured for each site, please contact the Enterprise department to get this configured.
Your settings can be changed in the Importer – Budget ordering by selecting “Authorisation Settings”. Each division can have a different authorisation setting.
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Considerations
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Periods are set within your Fiscal Calendar template
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Any budget amount that is not used will not move over to the next period
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Budgets are set for a profit centre therefore if you have more than one cost centre they will share a budget
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The order amount is recorded against the period the delivery date lies within
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Only sent orders will count towards your used budgets
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When using max and min order authorisation and the budget ordering together, the budget ordering settings will take precedence