Budget Management overview
Optimizely Configured Commerce lets you create and enforce budgets for your users to manage buyer spending. When a user reaches a predetermined budget amount, you can require approval before they can place the order.
Dropdown behavior by enforcement level
The User and Ship-To dropdowns on the Budget Management page are enabled or disabled based on the selected enforcement level:
Enforcement level | User dropdown | Ship-To dropdown |
|---|---|---|
None | Enabled | Enabled |
Customer | Disabled | Disabled |
Ship-To | Disabled | Enabled |
User | Enabled | Disabled |
Disabled dropdowns prevent selecting values that do not apply at the current enforcement level.
To enable budget management, go to Settings in the Admin Console and search for Budget Management, or go to Order Management > Budgets & Order Approval. Toggle Budget Management to On. This displays the following settings:
- Budgets From Online Orders Only – Calculate budgets only from online orders. The default value is Yes. If set to No, budgets also count orders from the ERP.
- Show Cost Codes – Display and use cost codes during checkout. The default value is No.
- Cost Code Editing – Let buyers enter their own cost codes during checkout. The default value is Off.
- Carry Over Unused Monthly Balances – Lets websites carry over unused balances. The default value is Yes.
When you enable budget management, administrators must manage budget creation, maintenance, and review. See Configure a budget, Maintain a budget, and Review a budget for information.
The list below identifies the roles and abilities within the budget management process:
- ISC_Administrator
- Enables the Budget Management functionality within the Admin Console.
- Administrator:
- Has full access to the My Account menu.
- Can order over budget.
- Can see invoices and orders for all users they are assigned to.
- Acts as the default Approver if no Approver is assigned to a user.
- Buyer3
- Can order over budget without approval.
- Can see orders and invoices.
- Cannot access User Administration, Budget Management, or Requisition Approval.
- Buyer2
- Cannot be assigned as an Approver.
- Can order without approval if under budget.
- Can order over budget with approval.
- Can see orders.
- Cannot see invoices.
- Cannot access User Administration, Budget Management, or Requisition Approval.
- Buyer1
- Cannot be assigned as an Approver.
- Require approval for all orders.
- Can see orders.
- Cannot see invoices.
- Cannot access User Administration, Budget Management, or Requisition Approval.