How to Assign a Purchase Order to a Specific Budget for Expense Tracking?

Karina Demidenko
Karina Demidenko
  • Updated

Managing budgets effectively is a critical aspect of financial control and accountability for any organization. To ensure that expenses align with allocated budgets, it's essential to assign specific Purchase Orders (POs) to corresponding budgets. This practice enables organizations to monitor budget utilization, track remaining funds, and take prompt action if expenditures are approaching or exceeding budget limits.


Methods for Assigning Purchase Orders to Budgets


Assigning a PO to a budget can be accomplished in different ways based on the order's status within the procurement process. Below, we outline how to assign a PO to a specific budget based on its status.


Assigning a PO in Approval or Approved Status


  • Open the Purchase Order: Begin by accessing the required Purchase Order that you wish to assign to a budget.

  • Navigate to the Information Section: Scroll down the PO page until you locate the Information section, usually found in the left bottom part of the page.



  • Edit Budget Details: In the Information section, find the budget line and click on the "Edit" button next to it.



  • Select the Budget: In the pop-up window that appears, choose the appropriate budget from the dropdown list.

  • Save Changes: After selecting the budget, click the "Save" button to confirm the assignment.


Assigning a PO in Confirmed by Vendor Status


Please note that a PO cannot be altered while it is in the "Waiting for Vendor Approval" status. First, the vendor must confirm the purchase order before any changes become available.

  • Open the Purchase Order: Access the Purchase Order that you want to assign to a budget.

  • Change Budget: On the PO page, locate the dropdown arrow next to the "PDF" button.



  • Select "Change" from the Dropdown: From the dropdown menu, select the "Change" option.



  • Choose the Budget: On the redirected page locate the Budget field and select a specific Budget from the options.

  • Save Changes: After selecting the budget, click the "Save" button to confirm the assignment.



By following these steps, you can accurately allocate Purchase Orders to specific Budgets, ensuring that financial transactions align with your organization's budgetary constraints. This practice enhances financial control and empowers organizations to make informed decisions regarding budget utilization.

Remember that effective budget management is not only about setting limits but also about monitoring and adapting to changing circumstances. Assigning Purchase Orders to budgets is a crucial step in this process, facilitating transparency and accountability in financial management.

For further assistance or inquiries regarding budget management and Purchase Order assignment, please refer to our comprehensive user guides or contact our support team. Your organization's financial health is our priority.

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