A budget reminder sends an email when a budget is running low. You set the percentage of budget that should still be available, and TenderBoard alerts the people you choose once the available amount falls below it.
How reminders work
- A reminder watches one or more budget codes.
- When the available amount across those budgets falls below the Reminder Threshold (a percentage of the budget amount), the reminder shows as Threshold Exceeded.
- If Alert is ticked, the people in Send Reminder To receive an email titled "Budget Threshold Warning". They may receive it again when later purchases change the budget while it is still below the threshold.
Example: a reminder with a threshold of 20 on a $100,000 budget sends an alert once less than $20,000 is available.
What counts as used follows your Organisation Settings (Management > Organisation Settings > Budget, "Block creation of PRs when value past the limit of"): either Reserved, Committed and Spent, or Committed and Spent only.
Set up a reminder
- Go to Tools and Reports > Budget Tracking.
- Open the Reminders tab.
- Click Add.
- Fill in:
- Reminder Name
- Budgets: one or more budget codes to watch
- Send Reminder To: at least one user
- Reminder Threshold: a number from 0 to 100, the percentage of budget still available that triggers the reminder
- Alert: tick to send emails
- Click Save.
To change or remove a reminder, click the action icon next to it and select Edit Reminder or Delete Reminder.
Reminders and budget blocking
Reminders only warn. To stop purchase requests that go over budget, a Buyer Admin uses Allow Budget Overrun in Management > Organisation Settings > General. When overrun is not allowed and a request is over its budget, the budget line shows "Amount exceeded" and the request cannot be submitted. See Budget Management: Organization Settings.
If you require further assistance, reach out to us at support@TenderBoard.biz