OneSite Purchasing Budget Controls

The OneSite Purchasing purchase order approval process includes a flexible budget control system that allows companies to control purchasing activities at the property. These controls include general ledger (G/L) account budget controls and user spending limit controls. Only users with the approver role (the security right to approve purchase orders) will be able to approve purchase orders in OneSite. The system will also record which user approved each purchase order and when it was approved.

G/L Account Budget Controls

The OneSite Purchasing budget control system allows the company to decide what action the system takes when a purchase order will cause a G/L account budget to be exceeded. The control monitors both the month-to-date (MTD) and the year-to-date (YTD) budget for each G/L account. When either an MTD or a YTD budget is exceeded, OneSite will provide the user with a list of accounts, the monthly budget amount, and the MTD and YTD variance. When a budget is exceeded, the variance will be presented in parentheses in red. OneSite will also show which conditions require approval. According to your company’s wishes, when an MTD or YTD G/L account budget is exceeded, OneSite can notify the user, require approval, or take no action.

Spending Limit Controls

The OneSite Purchasing spending limit control system will allow your company to assign a per-order spending limit for each user with the purchasing role. Only users with purchasing roles will be able to create purchase orders. When a user submits a purchase order that exceeds his or her spending limit, the system can be configured to do nothing, to notify the user, to notify an approver, or to require approval.