Track Expenditure (including Spend Limits)

When using the DirectP2P (DP2P) Module, there are various ways to track spend limits & expenditure relating to your Requirements/ Purchase Items.

For more information on setting up and managing Spend Limits, please see here.

TABLE OF CONTENTS

• 1. Purchase Items Breakdown Report
• 2. High-level view in Requirement Dashboard
• 3. Expenditure Tab in a Requirement

1. Purchase Items Breakdown Report

Under Reports > Purchase Items Breakdown - Key Users can filter and report on all Purchase Items on the system. Access to this report can be given at Section/Department/Organisation/All level - please contact support@panacea-software.com if access needs to be given/amended.

Please see here for more information on this report.

2. High-level view in Requirement Dashboard

Under Sourcing > Requirements, there are the column headers that show the following for each Requirement for a high-level snapshot of Expenditure

• Spend Limit Total = Total of all Spend Limits set for All Suppliers in this requirement
• Spend Limit Balance Total = Total of all Spend Limit Balances for All Suppliers in this requirement 
• Total Expenditure (exc. VAT) = Total of all approved expenditure (planned and actual)

This allows users to see a high-level snapshot for each requirement. This information can also be downloaded into Excel/PDF/ Print Friendly format as needed.

The figures will display as red if they are higher than the Requirement Value (£) in order to flag where the values have acceded the expected Requirement/Contract Value.

3. Expenditure Tab in a Requirement

Users can also find more detailed information on Expenditure spending, by going into a Requirement and navigating to the "Expenditure Tab"

From here you can see:

• Requirement £ Lowest or Actual Value
• Requirement £ Highest Value
• Spend Limit Total = Total of all Spend Limits set for All Suppliers in this requirement
• Spend Limit Balance Total = = Total of all Spend Limit Balances for All Suppliers in this requirement 

Then under "Expenditure (exc. VAT)

• Approved = Total of all Purchase Items for Cost Categories in this Requirement with status "Approved" but not yet Ordered/ Sent
• Ordered = Total of all Purchase Items for Cost Categories in this Requirement with status "Order Sent"
• Receipted = Total of all Purchase Items for Cost Categories in this Requirement with status "Receipted"
• Invoiced = Total of all Purchase Items for Cost Categories in this Requirement with status "Invoiced Submitted" or "Invoice Paid"
• Paid* = Total of Paid Invoices submitted via API if using to share Expenditure from a third party solution
• Total Expenditure (exc. VAT)** = Total of all approved expenditure (planned and actual) 

**Total Expenditure (exc. VAT) - If a user clicks this, they will see a full breakdown of Expenditure which can be exported to Excel. This details each Purchase Item (Pi), the status and the cost associated.