Budget Management

This article explains how to set, track, and enforce budget limits for purchase orders in Digital Purchase Order (DPO). You'll learn how to configure budgets, connect them to P.O.s, monitor usage in real time, and manage sub-budgets. With built-in warnings and full visibility during the approval process, the Budget Management feature helps ensure spending stays aligned with financial goals.

How to Use Budget Management in DPO

Activate the Budget Feature:

1. Go to the Administration area
2. Select the Budgets tab
3. Click Add Budget

Set Budget Parameters:

1. Give your budget a name
2. Define the spending limit
3. Optional: Enable an over-budget tolerance:

• As a percentage
• Or a fixed amount

Add Sub-Budgets (Optional)

• Create sub-budgets for detailed tracking within a larger budget
• Useful for separating costs by project, department, or time period

Decide if a budget should be mandatory

You can define at any time in your settings under “Budgets” whether a budget is required when creating a P.O.

Apply Budgets When Creating a P.O.

1. Select the relevant budget while editing the P.O.
2. Choose a sub-budget, if needed
3. If the PO exceeds the budget limit:

• DPO will either issue a warning
• Or block the submission, based on your configuration

Monitor Budget Usage

1. Open any P.O. from the Purchase Order section
2. DPO shows:

• The percentage of the budget used
• The sub-budget status, if applicable

3. This allows decision-makers to approve P.O.s with full financial insight

4. Alternatively, the full budget can be viewed under Budget Overview

Is a P.O. missing a budget? Add or update it anytime

1. Make sure you have the “Can edit budgets” permission in your user profile.

2. Open the P.O. and click on the edit (pencil) icon.
3. Then decide whether you want to update the existing budget or, if none has been assigned yet, add a new one.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 18/03/2026