The Spend Screen provides a high-level summary of institutional expenditure categorized by your specific Chart of Accounts (COA). This allows Community Administrators to see exactly how specific departments, schools, or projects are utilizing their budgets.
Access and Permissions
- Navigation: Go to the Insights module and select Spend.
- Permissions: Currently, this screen is restricted to users with the Community Administrator role.
- Note: Future updates will introduce the "Cost Center Manager" role for more granular access.
Understanding the Data Logic
It is important to understand how "Spend" is calculated on this screen to ensure your reporting is accurate.
- Order vs. Invoice: Spend is calculated based on the Order amount, not the Invoice amount.
- Exclusions: The values shown represent "Net Spend." The system excludes the following:
- Shipping and Shipping Tax
- Sales Tax
- Discounts and Special Handling
- Incomplete requisitions or Blanket Requisitions
- Formula: Spend = Line Item Quantity x Unit Price
Filtering Your View
To get the most out of this screen, you must define the scope of your search using the filter bar.
| Filter | Description |
| Period | If Budgets are OFF, select a date range (e.g., Current Quarter). If Budgets are ON, you must select a specific Budget Period. |
| GL Code | Select your preferred Account Code Format. This is a mandatory single-select field. |
| Account Code Parts | Filter by specific segments of your COA (e.g., specific Department codes or Project codes). |
Key Visualizations
Once the filters are applied, the screen populates several strategic views:
Spend Breakdown
- By Top Suppliers: Identifies which vendors are receiving the most funding within the selected GL codes.
- By Method of Spend: Visualizes monthly trends comparing Catalog vs. Non-Catalog vs. Quote-based purchasing.
Summarized View
- View a total sum for the selected Organization, Department, or School.
- Identify spend patterns for specific workstreams or unique projects identified by your account string.
Pro-Tip: Reconciliation
Because this screen uses Order amounts (the commitment) rather than Invoice amounts (the actual payment), it is best used for Budget Tracking and Forecasting rather than final financial auditing. If you need to see exactly what has been paid out, use the Invoices search or the Invoice Report.