Declining Balance Support Guide

Watch the step-by-step video here.

Using Declining Balance, where budgets have been set and warnings applied by Head Office, users can better visualise and manage their spend by purchasing category.

1. To set up the Declining Balance option, choose Outlet Access from the menu bar

2. Now click on Set Up

3. Then click on Allocate Budgets

4. You will see a list of all of your Outlets, click on the "Edit Budget" button next to the outlet you want to apply the settings to.

5. You can see that this outlet has budgets in place for some purchasing categories. If you need to set budgets, please click on the link to view the guide. How do I add Purchasing Budgets – IndiCater

6. Here you can Apply the budget by ticking the boxes

7. And/or set it to Warn Only, by ticking the boxes

8. Click the Save button to save your changes. If there are no Budgets or they are incomplete budgets set up you will see the warning at the bottom of the page.

9. A summary of the Declining Balance will be displayed on the Outlets today page.

10. Click on the Show Breakdown button to see more detail.

11. The summary will only show the top 7 purchasing category budgets by spend value, but the breakdown will show all that you have set. The budget is based on order delivery date. Click on the Close button to close the breakdown pop up.

12. Use the < > arrows to move either back or forward by week.

13. The Declining Balance will also be displayed on the Orders page.

14. Here is an example of an order being created over the set liquor budget, notice a red warning that the budget has been exceeded.

15. Once you click to Confirm the order, the Warning box below will pop up advising that further approval is required before the purchase order can be confirmed as you have reached your (Liquor) budget limit. Click on the Proceed button, the order will go for Head Office to approve or decline. If approved the exceeded value will show in Show Breakdown in the Declining Balance area. 

To set up an Approver see the Managing User Access guide. To get the option to set an approval level against a user, a requisition level needs to be set in Managing Requisition Levels, this link contains a guide on this Setting Up Requisition Levels  If you don't require requisition levels for all order purchasing category types, set 1 level with a high value so that only orders that exceed the budget applied to a specific category go for approval, if they go over that set budget.