> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.digitalpurchaseorder.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# How to Set Up Budgets and manage budgets in DPO

The **Budget Management** feature in DPO allows you to set spending limits, assign budgets to P.O.s, and monitor budget usage throughout the purchasing process. You can create main budgets and sub-budgets, define spending limits and tolerances, control whether a budget is required, and determine which users can view or edit budget information. This guide explains how to configure, use, monitor, and manage access to budgets in DPO.

###### Video Tutorial

Prefer a visual walkthrough? Watch our video tutorial to learn **How to Set Up Budgets and manage budgets in DPO**.


${frame}[](https://www.youtube.com/embed/0uDY2l9xd2c)


### Create a Budget

1. Go to the **Settings** → **Budgets** tab
2. Click "**Add Budget"**

 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_csee9i.png =1047xauto)


3. Enter a **name** for the budget.
4. Define the **spending limit**.
5. If required, configure an **over-budget tolerance**:
* As a **percentage**
* As a **fixed amount**
6. Save the budget.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-11144_1tvx7hc.png =1090xauto)

 
###### Add Sub-Budgets (Optional)

Sub-budgets allow you to **divide a top budget into smaller individual budgets** for more detailed tracking.

They can be useful for separating spending by, for example:
* **Project**
* **Department**
* **Cost category**
* **Time period**
Create the required sub-budgets underneath the relevant top budget.

 
 ![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_j0839g.png =1110xauto)


###### Require a Sub-Budget

If users should not be able to assign only the main budget to a P.O., you can **lock the top budget**.

1. Go to **Settings → Budgets**.
2. Open the relevant **top budget**.
3. Enable **“Locked.”**
4. Save your changes.

Once the top budget is locked, users can select it the top budget but are also required to select one of its **sub-budgets**.

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1jaj9r1.png =1120xauto)


###### Make a Budget Mandatory


You can decide whether users are required to assign a budget when creating a P.O.

1. Go to **Settings → Budgets**
2. Enable the option **"Require a budget for each P.O. item"**

*When enabled, a P.O. cannot be created without selecting a budget.*


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-11213_1ju8otn.png =1064xauto)



### Apply Budgets When Creating a P.O.


When creating or editing a P.O.:

1. Select the relevant **budget**.
2. Select a **sub-budget**, if required.
3. Continue creating the P.O.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1mhurmo.png =990xauto)



**If the P.O. exceeds the configured budget limit or tolerance**, DPO will respond according to your budget configuration, for example **by displaying a warning or preventing the P.O. from being submitted**.
 

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-11262_11jodln.png =1036xauto)


### **Monitor Budget Usage**
*Budget information can be reviewed directly from a P.O.*

1. Open the relevant P.O. from the **Purchase Orders** section.
2. Review the displayed budget information, including:
* **Budget usage**
* **Percentage of the budget used**
* **Sub-budget information**, if applicable

This gives users and approvers visibility into the current budget status when reviewing a purchase order.

 
![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-08-21-at-10565_1helymj.png =1082xauto)



###### Budget Overview


For a broader overview, go to **Budget Overview**.
Here you can **review your budgets and their current usage** without opening individual purchase orders.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-13002_dx9bhm.png =1021xauto)


### **Budget Permissions**

User permissions determine whether a user can view all budget values or make changes to the budget assigned to a P.O.

To configure these permissions:
1. Go to **Settings → Users**.
2. Open the relevant **user profile**.
3. Go to **Permissions**.
4. Enable the appropriate budget permissions.

###### Can View All Budget Values

Enable **“Can view all budget values”** if the user should be able to see the values of **all budgets**.
If this permission is not enabled, [access to individual budget values can instead be controlled using Budget Roles.](#6-restrict-budget-visibility-with-budget-roles)

###### Can Edit Budgets

Enable **“Can edit budgets”** if the user should be able to add or change the budget assigned to a P.O.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_1fyqjzp.png =1097xauto)



###### Add or Change a Budget on an Existing P.O.

*A budget can also be added or updated after a P.O. has been created.*

The user must have the **“Can edit budgets”** permission.
1. Open the relevant **P.O.**
2. Click the **edit (pencil) icon**.
3. Select a budget if no budget has been assigned yet, or change the existing budget.
4. Save your changes.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/screenshot-2026-04-28-at-13014_13nwkxy.png =1160xauto)


### 

###### Restrict Budget Visibility with Budget Roles

If a **user should only see the values of** **specific budgets**, you can control access using a dedicated **User Role**.

This is useful when users should **have access to selected budget values without being able to see the values of all** other budgets.

||| Important: In this case, do not enable “Can view all budget values” for the user. Access to the relevant budgets will instead be granted through the assigned role.

**Step 1: Create a Budget Role**

1. Go to **Settings → User Roles**.
2. Create a new role.
3. Enter a name for the role, for example **“Budgets.”**

![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_fg5wic.png =1072xauto)


4. Under **Members**, assign the users who should receive access through this role.
5. Save the role.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_w7pwl5.png =1103xauto)



###### Step 2: Give the Role Access to a Budget


1. Go to **Settings → Budgets**.
2. Open the budget whose values the users should be allowed to see.
3. Go to **Access**.
4. Assign the relevant **User Role**.
5. Save your changes.



![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_18kbl3e.png =1108xauto)



###### Result

**Users assigned to the role will be able to see the budget values** for the budgets to which their role has been granted access.

**They will not be able to see the values of other restricted budgets** unless they have been given access through another role or have the **“Can view all budget values”** permission.


![](https://storage.crisp.chat/users/helpdesk/website/-/7/e/f/8/7ef8b3dbb012a000/image_oalocx.png =1134xauto)


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