Budgets and Spending Controls

What Is a Budget

A Budget is created under a Sub Account to limit spending for a team, project, or purpose. When a Budget is created or increased, the system reserves the Sub Account’s Available Balance. When the limit is decreased or released, the unused portion returns to the Sub Account.

For example, the Marketing Sub Account can have a separate Budget for the “Q3 Exhibition,” limiting the maximum spend for that event without affecting the department’s routine expenses.

Why Budget Management Is Required

ORBSIS Budget controls let an organization set spending caps for different teams, projects, or purposes without changing fund ownership. Limits can be increased, decreased, or released at any time without reallocating funds or creating new accounts. Every limit change leaves a traceable record on both the Budget and Sub Account for finance review and audit.

How to Use Budgets

View the Budget List

Budget List

Create a Budget

Go to [Accounts & Budgets → Budgets] and click Add Budget.

Select the Sub Account that will fund the Budget and select the currency.

Enter the Budget name and limit. The limit cannot exceed the Available Balance shown for the selected currency.

After confirmation, verify the Budget Limit and available amount in the Budget list.

Add Budget

Track Limit Allocation and Release

Budget details track limits allocated from a Sub Account to a Budget and unused limits returned from the Budget to the Sub Account. After an adjustment, verify the values on both sides.

Budget Allocation Details

Increase or Decrease a Budget Limit

Budget Limits can be adjusted at any time as business needs change; there is no need to create a new Budget:

Go to [Accounts & Budgets → Budgets], find the target Budget, and open Edit.

Increase the limit: enter the higher amount. The system reserves the difference from the Sub Account’s Available Balance, so the balance must be sufficient.

Decrease or release the limit: enter the lower amount or release all unused limit. The difference is returned to the Sub Account immediately; verify the return record in Figure 4-3, Budget Allocation Details.

After the adjustment, review both the Budget list and Sub Account details to confirm that the amounts match.

Tip: Increasing or decreasing a Budget Limit takes effect immediately and does not interrupt cards under the Budget. A Dedicated Limit Card’s individual Card Limit does not change automatically with the Budget Limit and must be updated separately.

Set Budget Alerts

To avoid discovering a problem only after a limit is exhausted, set Budget alert conditions to notify relevant people when the Available Limit reaches a threshold. See Chapter 11, “Configure Budget Alerts.”

Tip: Alerts are reminders only; they do not adjust limits automatically. An authorized person must increase or otherwise handle the limit after receiving the notice.

Troubleshoot an Unavailable Budget

Confirm that the Sub Account’s Available Balance is sufficient to allocate or increase the Budget.

Confirm whether the Budget’s Available to Spend has been reserved by card transactions.

Confirm whether the individual Card Limit of the Dedicated Limit Card is too low.

Confirm whether there are authorizations in processing or Frozen Amounts.

Confirm that the organization, account, Budget, and card are all in an available state.