How to View Available Balances for Contracts with an Established Budget

Overview

When users need to review available balances for contracts or other budgeted activities, Microix provides different options depending on whether the user is an approver or a user entering expenses.

The two primary options are:

• Display Account Balance for management/approvers
• Available Budget for users entering expenses

Approvers: Display Account Balance

For approvers, the Display Account Balance feature is primarily used to provide access to approved budgets, including budgets associated with contracts.

This allows managers to review budget activity and available balances in real time based on the accounts they are authorized to view.

Display Account Balance can be configured by workflow so that each manager only has access to the appropriate account segments and budget information.

For setup requirements and instructions, review the following KB article:

Workflow Modules Modern - How to Set Up and Use Display Account Balance - Knowledge base

Users Entering Expenses: Available Budget

For users who are not approvers but are entering expenses against a budgeted account or contract, the Available Budget button can be used during transaction entry.

The Available Budget option allows the user to review:

• Budget amount
• Expenses incurred
• Remaining available balance

This helps the user verify that sufficient budget is available before submitting the transaction.

Which Option Should Be Used?

Use Display Account Balance when management or approvers need to monitor budget or contract balances across the accounts they are responsible for.

Use Available Budget when a user needs to verify the remaining balance while entering an expense against a budgeted line.

The appropriate option depends on whether the user needs ongoing visibility into budget balances or only needs to confirm availability while entering a transaction.