Within the Spend Cloud, you can, based on the settings, choose to create budgets based on cost centers or general ledger accounts. When an order is posted in the Spend Cloud on one of these cost centers or general ledger accounts, it will be deducted from the budget.

When creating an order exceeds a budget, a warning is displayed:

To create a budget, navigate to Application Management > Procurement > Budgets. Click 'Add' to create a budget. Based on the settings, you can choose a budget based on a general ledger account and/or a cost center. Choose the name of the budget, optionally the administration, the cost center or general ledger account on which you want the budget to be deducted, and the budget amount.

When creating the budget, you also have the option to enter an amount for external depletion. This amount represents costs not processed in the Spend Cloud. The amount entered here is subtracted from the total budget. For example, if you set a budget amount of €5000 and an external depletion amount of €500, purchase orders can deduct €4500 from the budget before the warning is given.

Specify whether the budget should be spread over a year, four quarters, or twelve months. For example, if you set a budget of €12,000 (without external depletion) and distribute it over quarters, a notification will be given in the first quarter when more than €3000 is posted on the respective general ledger account or cost center.

Finally, indicate whether you want to include the current month in the deduction calculation (select 'Up to period') or up to the previous month (select 'Period').