Q: How are expenses deducted from a Budget - “Spent” vs. “Upcoming” budget?
For every budget you create the total amount is broken down into:
Available: You can see what amount is still available
Spent: This amount has already been spent
Upcoming: This amount is already planned to be spent
Card transactions
Card transactions are considered spent when the transactions are effectively completed (Authorised and paid).
Card transactions are considered upcoming when the transaction is pending.
The date of the payment is used to allocate the transaction to the correct budget period.
Invoices
Invoices are considered spent when approved, paid or marked as paid. If available, the payment date is used to allocate the invoice to the correct budget period. When the payment date is not available, the due date is used. If that is also missing, the invoice date is used.
Invoices are considered upcoming when they are submitted to Moss. If available, the due date is used to allocate the invoice to the correct budget period. If not, the invoice date is used.
Reimbursements
Reimbursements are considered spent once it’s been moved to Ready for Export state, if available, the Payment Date is used to allocate the reimbursement to the correct budget period, otherwise the submitted date is used.
Reimbursements are considered upcoming if they have been submitted for review and approval but are not yet ready to export. The submitted date is used to allocate the reimbursement to the correct budget period.
Any reimbursement that is in draft, rejected, withdrawn or deleted states are excluded from the budget.