Commit a total dollar amount to a vendor for a scope of work, then watch orders draw it down.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
Your company must have budget commitments turned on. If Create Budget Commitment is not in the Create menu, ask your Admin, or contact us.
Steps
Open Commitments in the top navigation bar.
Click Create, then Create Budget Commitment.
Select the project, type a name, and select the vendor.
Enter the Allocated Budget. This is the total you are committing.
Set an expiration date and tags if your company uses them.
Click Save to keep it as a draft, or Submit to confirm it.
What happens next
The commitment moves to Confirmed. Its header shows Materials Budget, Total Budget, Invoiced, Budget Utilization and Total Items. Every order you place against the commitment draws the budget down, and these figures update.
Use Budget Utilization to see how close you are to the ceiling before you place the next order.
Notes and limits
Once an order is linked to the commitment you cannot change the vendor.
Close the commitment when the budget is spent. Existing orders stay linked to it, and you can reopen it later.
Best practices
Check Budget Utilization before each order rather than after. It is the figure that tells you how close you are to the ceiling while you can still do something about it.
Settle the vendor before the first order. It is fixed once an order is linked.
Set an expiration date if the price you agreed has one. It shows in the Expiration Date column, so you can see it without opening the commitment.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.