Budgets
Set an economic limit for an operation and control how it's consumed through quotations and purchase orders.
Create a budget
Access: Finance → Budgets
When you create a budget you define:
- Name and validity period .
- Work area and, optionally, project and subproject .
- Supplier , currency , and exchange rate .
- Associated price lists .
- Parent budget , when applicable.
- Comments and control criteria .
Sytex generates the budget code automatically.
Add the line items
In the Items tab you detail what can be consumed. Each line item can include the service or concept code, description and comments, budgeted quantity, unit cost, and subtotal. The total amount is calculated automatically from the sum of the line items.
Manage approval
The budget moves through a configurable status flow. The standard flow is:
Draft
Sent
Approved
Rejected
Cancelled
In Draft you can edit its data and line items. Once sent, approved, rejected, or cancelled, the information is protected and changes are handled through the available transitions.
Relate it to purchasing
An approved and active budget can be linked to quotations and purchase orders. Sytex can assign it automatically based on matching currency, work area, project and subproject, and supplier. If several options exist, the most specific budget wins.
Control consumption
Consumption is calculated mainly from confirmed purchase orders. You can also set it to include confirmed or approved quotations not yet added to a purchase order. When a quotation becomes part of a confirmed purchase order, Sytex avoids counting the same amount twice.
Set blocking rules
You can configure the budget to:
- Block new quotations when the available amount is exceeded.
- Block new purchase orders when the available amount is exceeded.
- Block operations that exceed the quantities planned per line item.
- Block concepts whose codes aren't included in the budget.
- Allow a tolerance of 0%, 5%, 10%, 15%, or 20% before blocking.
An expired or cancelled budget can't be used for new confirmations. Purchase orders originating from already-approved quotations can continue their process.
Track it
The budget view shows:
- Total , consumed , and available amounts.
- Consumption from quotations and purchase orders.
- Cumulative spend over time.
- Consumption by code , comparing budgeted amount and quantity against what's used.
- Visual alerts for line items at risk or over budget.
- Related quotations and purchase orders, files, and activity history.
Note: only approved, in-period budgets are offered for new assignments. Once quotations or orders are associated, you can't change the work area, project, supplier, or currency. A budget with associated documents can't be deleted, to preserve traceability.