Creating a department budget
Audience: Budget administrators, finance teams and department heads
Use a department budget when an approved allocation belongs to a department and should cover that team's operating spend. Do not use it for a temporary project; create a project budget instead.
BEFORE YOU START
- Confirm the approved total amount and currency.
- Confirm the start and end dates and the fiscal year.
- Make sure the department is active and has the correct head of department.
- Confirm the location and the person responsible for monitoring the budget.
- Prepare any monthly breakdown required by your organisation.
CREATE THE BUDGET
1. Open Budget from the Spendive sidebar.
2. Select Create Budget.
3. Under Budget Type, select Department.
4. Enter a clear Budget name. Include the department and period, for example Marketing Q2 Budget.
5. Enter the Total Budget Amount.
6. Select the Budget Period / Date Range.
7. Confirm the Fiscal Year.
8. Select the Location.
9. Select the department and complete the allocation or monthly breakdown shown by your organisation.
10. Review the Budget Overview panel and select Save Budget.
AFTER SAVING
The budget may enter an approval workflow. Track it from Overview or Action Required. Do not treat a Pending budget as available until the required approvals are complete.
MONITORING THE BUDGET
Review Total Allocation, Total Spent and Available Budget. Investigate requests that are not linked to the expected department and confirm that transactions fall inside the budget period.
COMMON PROBLEMS
- Department is missing: confirm that it is active and available in the selected organisation and location.
- Approval appears stuck: check that the department has an assigned head and that the approval workflow is active.
- Amount cannot be allocated: confirm that the breakdown does not exceed the Total Budget Amount.
- Spend is not reflected: check that the transaction is approved, dated inside the budget period and linked to the department budget.
RELATED GUIDES
- Creating a project budget
- Budgets in Spendive: overview
- How to review budget utilisation
Screen guide
Department budget form showing the budget type, amount, period, location, and description.
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