TABLE OF CONTENTS
How Budgets by Department or Project Work
Budgets can be structured using custom fields for documents. Department and Project are common options, but you can use other custom document fields that fit your purchasing structure.
The workflow is simple:
- Set up Department or Project as a custom field for documents and make it available in budgets.
- Include that field when creating a budget and assign the relevant Department or Project to each budget line.
- When a user selects a Department or Project in a purchase order, invoice, or expense, Precoro shows the budget lines available for that selection.
For example, you can create separate budget lines for Marketing, Sales, and Operations within the same budget. When Marketing is selected in a document, users see only the budget lines available for that Department.
✍️ Note: Department- and Project-based budgets are selected at the document level, so only one budget can be assigned to a document.
If you need to allocate one purchase order, invoice, or expense across multiple budget sub-lines, use custom fields for items, such as Chart of Accounts or Cost Centers.
See How to Create a Budget by Custom Fields for Items.
How to Create a Budget by Department or Project
Step 1: Enable Departments or Projects for Budgets
- Go to Configuration → Custom Fields for Documents.
- Open (or create) the Departments or Projects field and check the Budgets checkbox.
For detailed setup of custom document fields, including Departments and Projects, see How to Create and Manage Custom Fields for Documents.
Step 2: Include Departments or Projects When Creating a Budget
- When you create a budget, in What to include section check Departments or Projects.
- Assign the relevant Department or Project to each budget line.
For the rest of the budget setup (periods, deducted sum, locations), see How to Create and Edit a Budget.
Step 3: Select the Budget on a Document
- Open a purchase requisition, purchase order, invoice, or expense.
- Fill out the required fields, including Department or Project.
- Precoro shows you the available budgets that match the document's department or project.
- Select the one you need from the matching list.
To see how the amounts on that budget are calculated and what counts as available, see How Budget Amounts Are Calculated: Total, Used, Reserved, and Available.
To limit which employees can see or select this budget in the first place, see Budget Access Limitation.