Finance Overview

Finance is where you see whether this year's budget will last, and where you manage the purchases, suppliers and stock behind those numbers.

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How do I get to Finance?

Click Money in the top bar. Along with the Finance landing page, the menu is split into two groups:

• Budget & forecast — Budget, Spending, Budget Planner and Reports
• Buying & stock — Purchases, Suppliers, Stock, New order and Price lists

Every Finance page has the same one-row tab strip under its header. Pick Budget & forecast or Buying & stock, then a page: Budget, Spending, Planner and Reports, or Purchases, Suppliers and Stock.

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What's on the Budget page?

Will the budget last the year?

The green card at the top answers that question with a plain Yes or No, and how much you'll have spare or be over at year-end. A bar shows what's spent, what's on order and what's still to come against how far through the year you are.

Underneath, a sentence names the lines that won't last the year and what covers them. You'll also see the forecast's confidence and what each line's forecast rests on: your phasing, payroll, or this year's pace so far.

Beside it, three counts show Over budget now, Spend with no budget and Won't last to your year-end month. Click a count to jump to those lines in the list below.

The four figures

• Annual budget — the total of your budget lines for the year.
• Spent YTD — actual spend so far, with the percentage used and how much of the year has passed.
• On order — purchase orders sent but not yet invoiced.
• Year-end forecast — where spending is projected to finish, against the year's total budget.

If a figure shows a dash, the note underneath tells you why — for example "awaiting budget setup" or "no projection".

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How do I read "Now and at year-end"?

This list is the heart of the page. Each row is a budget line showing Budget, Spent, On order, Left now and Year-end. In the middle, the bar is what's spent so far and the ring is where the line is forecast to finish.

Lines are sorted so the ones needing a decision come first. Use the filter buttons above the list:

• Needs a decision — anything over, unbudgeted or running out (shown by default when there is one)
• Over — spend plus orders already at or above the budget
• No budget — spending against a line with no budget set
• Running out — on course to pass its budget before year-end, with an estimated run-out date
• All — every line

Each flagged line has a quick fix: Raise budget or Set a budget, and Snooze a week to take it out of Needs a decision for seven days. Click a row to open that line's detail page. Use the search box above the list to find a line by name.

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What do the buttons do?

Next to the search box:

• + New Invoice opens the form to log a supplier invoice.
• + New PO opens New order.
• Export downloads your invoices as a CSV file.
• View Reports opens Reports › Spend & Resources.

In the green card, Adjust the forecast opens the Budget Forecast page and Alert settings opens Budget Alerts. The settings button in the page header opens Finance Settings (VAT rate and payroll costs). Less-used pages such as Budget alerts, Forecast, Finance reports and Compare prices are under More pages in the same menu.

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What if the list says "No budget categories yet"?

You haven't set up a budget year yet. Click Open finance settings, create your financial year, and add your categories. The Budgets article walks you through it.

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Where do the numbers come from?

• Actual spend comes from the supplier invoices you post (and wage costs from Staff).
• On order comes from purchase orders you've sent that haven't been invoiced yet.
• The forecast combines actual spend so far with each line's projection for the months still to come.

So the Budget page is only as good as your invoice entry. Log invoices as they arrive and the page stays honest.