Budgets
Understanding Budgets
If your organization has budgets enabled, Syncor tracks spending against configured limits at the site and/or contract level.
Budget Scope
Budgets can be configured at two levels:
- Site budgets -- Spending limits for a specific site/location
- Contract budgets -- Spending limits for a specific contract
When both site and contract budgets apply to a Purchase Request, Syncor evaluates both and displays the worst-case status.
Budget Period Types
Budgets operate on a recurring period cycle. Your administrator configures one of these period types:
| Period | Description |
|---|---|
| Monthly | Budget resets each calendar month |
| Quarterly | Budget resets each calendar quarter |
| Annually | Budget resets each calendar year |
The current period label (e.g., "March 2026" or "Q1 2026") is shown wherever budget information is displayed.
Budget Components
- Committed -- Value of orders already in progress
- Pending -- Value of other purchase requests awaiting approval
- This Order -- Value of the current purchase request
Budget Used % = (Committed + Pending + This Order) ÷ Budget Limit × 100
Over-Budget Policies
When spending exceeds the budget limit, the system's behavior depends on the over-budget policy configured by your administrator:
| Policy | Behavior |
|---|---|
| No Action | Budget is tracked but exceeding it has no effect on submissions. |
| Warn | You can still submit, but an amber warning is displayed. Approvers also see the warning. |
| Block | Submission is prevented entirely when the budget is exceeded. |
| Block (Overridable) | Submission is blocked, but authorized users (typically approvers with override permission) can approve the request anyway. |
Status Levels
| Status | Color | Meaning |
|---|---|---|
| Within Budget | Green | Total spending within the limit |
| Over Budget | Gray | Over budget, but no policy action (info only) |
| Warning | Amber | Over budget with warning policy |
| Blocked (Overridable) | Red | Over budget and blocked, but can be overridden by authorized users |
| Blocked | Red | Over budget and blocked. Cannot proceed. |
For Requesters
When creating or editing a request, budget status appears in the footer bar:
- Warning (amber banner): Check "I acknowledge and authorize this requisition" before submitting.
- Block (red banner with shield icon): Submission is prevented. Reduce the order amount or contact your budget administrator.
For Approvers
The Budget tab on the requisition detail page provides a full budget impact analysis. This tab only appears when you're the current approver and budget data is available.
What You See
For each affected budget (Site and/or Contract):
- Header -- Budget type label and status (✓ Within budget / ⚠ Over budget)
- Budget Used % -- Large percentage figure
- Remaining / Over amount -- Green if remaining, red if over
- Progress Bar -- Shows Committed, Other Pending, and This Order amounts relative to the limit
- Breakdown Grid -- Detailed figures for all three components
Budget Alerts
| State | What Happens |
|---|---|
| Warning (amber border) | You can still approve. Check the acknowledgment checkbox: "I acknowledge the budget overage of $X." |
| Block (red border) + Override permission | Acknowledgment checkbox appears. You can approve. |
| Block (red border) + No override permission | "Approval blocked until budget is addressed." |