Within many of the Craftable platforms you can set up a budget. Your budget is entered against GL codes, and declines based on orders you place on the platform as well as via invoices. Please see the article Creating / Editing Budgets for information on how to setup your declining budget on the platform.
You do not have to use the Ordering aspect of the system to use the Budget, but if you are only processing invoices (without ordering), the budget will only be impacted once the invoice has been added to the platform and you already owe the vendor that amount. We recommend placing your orders on the platform so that you can see what remains of your budget before placing the order, ensuring more likelihood that you will remain within your budget. But as the order impacts the budget it's very important to link your order to your invoice when you're receiving it, otherwise both the order and the invoice will impact the budget, essentially hitting it twice.
Linking Orders and Invoices
If you do manual invoicing (where you place an order and turn that order into an invoice) then your orders should all be linked to invoices so this is unlikely to be a problem. Users who do electronic invoicing (where you upload images of invoices and these are used to generate your invoice on Craftable) may not always be linking their orders to their invoices, which will cause issues in terms of your budget. You can link orders to invoices in two different ways:
Upon Receiving the Order
From the order click the green Mark Order Received button. This opens a popup that prompts you to enter the invoice number, gives you the option to upload image files, and clicking the green Mark Order Received button confirms that you want to change the order status from Placed to Received. By entering the correct invoice number here you're ensuring that when the invoice is fully generated, it will be linked to the order and only the invoice will impact the budget at that point.
Directly from the Invoice
From an invoice you can tell if it's already linked to an order by looking under the Order No heading at the top. If there is an order number displaying then the invoice is already linked. You can click the link icon to link the invoice to an order, and you'll be able to select either a Placed or Received order from the same vendor.