Budget checking
During what period can ApprovalMax sync budget data from Xero?
Xero does not provide any way to find out when a particular budget has started. Therefore, ApprovalMax syncs all budget data from one year back (current date -1 year) to one year from now (current date +1 year).
Does ApprovalMax support checking budgets against 0 lines?
No, ApprovalMax currently does not support Budget Checking against 0 lines. We are considering this for future implementation though. However, no ETA can be provided at present.
What are budget check periods?
On the Budget Checking page, the Organisation Administrator can set a check period for the budget: Let's see how a budget is calculated for each period, taking into account the respective Xero settings. The overall budget is 20 USD per month for the ...
Can I use Budget Checking as a condition in workflows?
No, at the moment, it is not possible to use Budget Checking as a condition in approval workflows.
Does ApprovalMax support Xero Budget Checking in the mobile app?
Yes, ApprovalMax does support Xero Budget Checking in its mobile app. Here is what it looks like: Click on the Budget to open its details:
Video: How to configure and perform Budget Checking
ApprovalMax product walk-through: How to configure and perform Budget Checking https://www.youtube.com/watch?v=XPXwcO1d6E4 You can also have a look at this article: What is the Budget checking feature?
How can I change a Tracking Category for an active budget?
Unfortunately, it is not possible to change a previously set Tracking Category for an active budget in ApprovalMax. You would need to do this in the Xero Budget Manager and then sync/reupload the budget to ApprovalMax.
Budget Checking filters
When you're uploading/adding a budget in Xero, you can set filters for the Tracking Categories that will be applied to this particular budget. You can either select one of the existing tracking options, or use one of the following: Unassigned - Empty ...
Can Budget Checking be used as an additional approval condition in the matrix?
Unfortunately, this is currently not supported. Budgets cannot be used as an approval condition at the moment.
Possible reasons why you cannot see Budget Checking in your Bills/Purchase Orders
The request doesn't match the Account in the budget The request doesn't match the Tracking Category The budget check period doesn't match Budget Checking is not performed against 0 lines in the budget
Does Budget Checking work with requests in a non-default currency?
Yes, it does. Request amounts in a non-default currency are converted to the base currency and taken into account during Budget Checking.
Is it possible to apply a budget to a stand-alone workflow?
No, this is not possible. The Budget Checking feature is only available for Xero-connected Organisations and only Bills and Purchase Orders are being checked.
Is there a limit on the number of budgets available for checking?
No, the number of budgets available for upload and checking is unlimited.
Do Tracking Categories affect how Budget Checking is applied to requests?
Yes, Tracking Categories do have an effect because they are a filtering option. If you upload a budget for a specific Tracking Category, it will be applied against the line with this Tracking Category+Account. Please note: the overall budget, which ...
Negative line items in Budget Checking
Negative amounts are properly displayed in the Budget Checking preview and have a positive impact on the budget (e.g. if a line item value is -500, it will actually increase the budget amount by 500 instead of reducing it). In the example pictured ...
How can I stop syncing budgets?
You can easily deactivate budgets: Or, you can disable budget syncing with Xero any time: If you don’t want to see budgets that are not active in ApprovalMax, you'll need to delete them in Xero (https://central.xero.com/s/article/Delete-a-budget) and ...
Is there a Budget Checking report available?
We are currently working on a Budget Checking report, which we plan to deliver at a later stage. Unfortunately, we cannot commit to a specific ETA now.
Is there a way to hide budgets from the specified Approvers?
No, unfortunately this is not possible. All users who have access to a request also see a list with budget impacts.
Does ApprovalMax take Xero documents into account during Budget Checking?
ApprovalMax tracks Xero Bills and Purchase Orders that were created in/pulled to ApprovalMax with the budgets that were synced/uploaded to ApprovalMax during the approval process. Expenses that got approved directly in Xero and were then pulled to ...
Can I track the Expense approval with a budget from Xero?
Yes, such approved Expenses will be tracked with a budget even if this budget was uploaded/synced from Xero to ApprovalMax after their full approval in ApprovalMax. Budget Checking for requests on approval will consider requests that have been ...
Budget Checking statuses
- if the (Planned Budget - Approved Bills - Bills on Approval - Approved Purchase Orders - Purchase Orders on Approval) amount is higher than or equal to zero - if the (Planned Budget - Approved Bills - Bills on Approval - Approved Purchase Orders - ...
Who can see Budget Checking in the request?
Users who have access to a request also see a list of budget impacts: Only active budgets are taken into account.
How to upload Xero Budgets to ApprovalMax
The new version of our Budget Checking feature is already available, you can try it as a part of the Advanced plan trial. Once the Advanced plan trial has been turned on for your Organisation, you can test how it works: Prepare a budget in Xero ...
How to set up Budget Checking with gross or net amounts
To set up Budget Checking with gross or net amounts, go to the main menu and select your Organisation. Under Workflows And Settings open Budget Checking: Click on the gear icon in the upper right-hand corner and specify whether ApprovalMax is to use ...
How to force a budget sync with Xero
Budgets are synced from Xero on a daily basis. Provided that the budget has been activated, it can be synced right away by clicking on the SYNC BUDGETS WITH XERO button:
How to set up a check period for budgets
To set up a check period for budgets, go to the main menu, select your Organisation and open its Budget Checking section: Click on the next to your budget and select Budget settings: Then select a Budget check period in which ApprovalMax is to check ...
How to sync a budget with Xero
The new version of our Budget Checking feature is already available, you can try it as a part of the Advanced plan trial. Once the Advanced plan trial has been turned on for your Organisation, you can test how it works: First, the Administrator needs ...
How can I as an Approver use the Budget Checking feature?
Approvers can see: Which budgets are affected by a particular Bill/Purchase Order How exactly a particular Bill/Purchase Order affects particular budgets
Who can upload/sync budgets to/from Xero?
An Organisation's Administrator has the authority to: Upload/reupload/delete/download CSV budgets Sync/stop synching budgets from Xero Activate/deactivate budgets Set a check period for budgets Specify if the gross or net budget is to be checked
What is out of scope with the Budget Checking feature v2?
Budget setup / editing in ApprovalMax Adding Approvers in the matrix based on a budget Taking into account other expenses except Bills and Purchase Orders
What is possible with Budget Checking?
With Budget Checking it is possible to: Sync budgets via the Xero API and/or upload budgets as a .csv file Set up budget periods (month, quarter, half-year, year, YTD, year with custom start month, YTD with custom start month) Choose between Gross ...
What is the Budget Checking feature?
The Budget Checking feature makes sure that an Organisation does not overspend, i.e. does not spend more money than intended: Budgets are prepared either in Xero or some other 3rd-party system, and then uploaded/synced to ApprovalMax where Bills and ...
How to upload a budget file to ApprovalMax
It is possible to upload any budget file to ApprovalMax. However, accounts should be taken from your Xero Organisation. Here, you'll find a template .CSV file from a demo organisation. You can manually adjust it with your Xero accounts/months. The ...