User Budget Management

What This Page Is For

A user budget limits how much one person can order in your company, no matter which location they order for.

Use it when:

  • a user orders for several locations and you want one limit for that person
  • you want to control spending per person as well as per location

User budgets are set per company. If a user belongs to more than one company, each company sets its own budget for that user.

Who Can Manage User Budgets

  • Company Admin: can manage user budgets for all users of the company.
  • Budget Admin: can manage user budgets for all users of the company. The user does not need to share a location with the Budget Admin.
  • Other roles cannot see or change user budgets.

How to Add a User Budget

  1. Go to Users.
  2. Click the user you want.
    • A Company Admin opens the user's edit page.
    • A Budget Admin opens the user's view page.
  3. Scroll down to the Budgets tab.
  4. Click New Budget.
  5. Select the year and enter the budget amounts.
  6. Save.

Important:

  • A user can have only one budget per year in the same company.
  • If a budget for that year already exists, the system shows a message and does not save a second one.

Yearly, Quarterly and Monthly Amounts

  • Yearly amount is required.
  • Quarterly amounts are optional.
  • Monthly amounts are optional.

If you enter quarterly or monthly values:

  • the total of the monthly values cannot be greater than the yearly amount.
  • the total of the quarterly values cannot be greater than the yearly amount.
  • if a total is too high, the system shows a validation message.

If a quarter or month is left empty, there is no limit for that quarter or month. Only the yearly amount (and any other amounts you filled in) apply.

How Spending Is Counted

  • All orders the user placed in the company count, from every location.
  • An order counts as spent once it is confirmed and sent to Shopify.
  • Draft orders and orders waiting for approval do not count as spent yet.
  • If an order is refunded in Shopify, the refunded amount is given back to the user budget.
  • The order's net amount (before tax) is used, the same as for location budgets.

Good to know:

  • Only orders confirmed after the user budget was created count against it.

How User Budgets Affect Orders

The system checks each order against the budget of the user who placed it.

Where you can see it:

  • Draft Orders list: the User Budget Exceeded column shows Yes or No.
  • Order details: the User Budget Status panel shows the yearly, monthly and quarterly status, with the remaining amount or how much the order is over.
  • Order emails: the User Budget Exceeded line shows Yes or No.

When the user budget is exceeded:

  • a Requester cannot submit the order for approval.
  • an Orderer cannot confirm the order.
  • an Orderer Admin or Company Admin can still confirm the order.

If the user has no user budget for the current year, nothing is blocked because of the user budget.

User Budget and Location Budget Together

The user budget does not replace the location budget. Both are checked separately:

  • the location budget checks spending for the location.
  • the user budget checks spending for the person.

If either one is exceeded, the same actions are restricted.

Delete and Restore User Budgets

If a user budget is deleted by mistake:

  • it can be restored by a Company Admin or Budget Admin.

Tips for Users

  • Set user budgets at the start of the year, so all orders of the year are counted.
  • Use quarterly or monthly amounts only when you need tighter control.
  • If an order is blocked but the location budget looks fine, check the User Budget Status panel on the order.
  • If you cannot see the Budgets tab on a user, check your role with your Company Admin.