User Budgets

User Budgets allow admin staff to set up and maintain budget limits against individual Customer Users for a defined period. It is useful for those Customers that may want to allocate an amount per user for the purchase of certain items on your site, e.g., uniforms. User budgets override any default Customer level budgets that are active. A user will not be able to submit an order if the amount will breach their allocated budget in the set period or their budget period has expired.  

Step-by-step guide

1. Enable and Configure Customer Budgets for Users

1. In the CMS, navigate to Settings → Feature Management → Payment & Checkout. 
   
   
2. Toggle on Customer Budgets, then click Configure.
   
   
   
3. In the 'Customer Budgets Management Settings' screen, toggle on Enable Customer Budgets.
   
   
4. Toggle on Enable Customer Budgets for User.
   
   
5. If you want a Customer user with a blank Budget Amount to be treated as an unlimited budget, toggle on Treat Undefined Budget Amount as Unlimited Budget. If this toggle is off and the Budget Amount is left blank, any Customer level budget set will serve as the limit; if there is no budget limit set at the Customer level, a blank field will be treated as a limit of $0.00.    
   
   
6. To save your configurations, click Save or Save & Exit.
   
   

2. Set and Maintain User Budgets

Once Customer User Budgets is enabled, budget limits can be set against users (against their email addresses) on the Customer account. There are two ways of doing this: (i) set a budget for a single user in their Edit User screen, or (ii) bulk import budgets for multiple users. 

i. Set a Budget for a single user

To manually set a budget for one user,

1. Navigate to Users → Website Users.
   
   
2. Use the User Search tool to find a particular user.
   
   
3. Click Edit for the User.
   
   
4. In the Customer Details section, click the Budget button for the Customer Account you want to add the budget limit to. (Note - there may only be one Customer account.)
    
   
   
5. In the 'User Budget Management' popup, enter budget limit details. Budgets are set to a period defined here. Once the period has ended, the system will reset the budget (until it is deleted).  
   
   Budget Amount: Budget amount for the period. If left blank and the Treat Undefined Budget Amount as Unlimited Budget is enabled in Settings, then this user's budget is unlimited. If 
   Used Budget: (Display field only.) Amount from the set budget used up in the period is automatically calculated from online orders made by the user.  
   Budget Period: select from the dropdown list  
   Budget Period End Date: End date for the first period. The Budget will be reset after this date. 
   Notification Email: User's email address where budget notification emails ('budget remaining' and 'budget expiring soon') are sent
   Email Frequency: How frequently the 'remaining budget' email will be sent to the User 
   
   
6. To save this budget, click the Update Budget button.
   
   

ii. Bulk Import (and Export) User Budgets

To use the bulk import function to set budgets for multiple users, a valid CSV file must be prepared first.

To set or update budgets for multiple users, 

1. Navigate to Users → Website Users.
   
   
2. Hover over Options at the top right corner of the screen to display the 'Export' and 'Import' budget functions. retest
   
   
   
3. To access the 'User Import Function' screen, click Import Budgets.
   
   
4. In the File Upload section, for Import Type, select either Append or Overwrite.
   Append: only users with no existing budgets will be added. Note - if there are errors in the file or a user already has an existing budget, the entire import will fail. 
   Overwrite: adds budgets to users that do not have budgets set up and overwrites users with any pre-existing budgets   
   
   
5. Click Select Files and upload the prepared CSV file. The system will automatically import the file. 
   
   
6. If there is an error notification message 'Import Failed', check the Import Log for specific issues with the upload. Otherwise, you will see the 'Import Successful' message.
   

3. Delete a User's Budget

1. Navigate to Users → Website Users.
   
   
2. Use the User Search tool to find a particular user.
   
   
3. Click Edit for the user.
   
   
4. In the Customer Details section, click the Budget button for the Customer Account you want to add the budget limit to.
    
   
   
5. In the 'User Budget Management' popup, click the Delete Budget button at the bottom.  A popup message will display to let you know the deletion was successful, and Budget details will be deleted from the fields.  
   

4. Schedule Budget Notification Emails to Users

You can schedule Budget Remaining and Budget Expiry Warning emails to be sent to users via notification email addresses entered in the User Budget Maintenance screen.

i. Budget Remaining Message

The default Budget Remaining email provides information about the user's budget details, for instance, the amounts used and remaining. What is included in the message can be customised in the Budget Remaining Message widget. Budget Remaining emails can be set to be sent just once or regularly on a set schedule, e.g., daily or weekly. 

Scheduling the Budget Remaining email is a website function available to website Administrators. If your site already has Customer Budget Emails scheduled, the users will receive budget notifications. Otherwise, set up the Customer Budget Emails task in Scheduler Maintenance.  

To add Budget notification emails as a scheduler task,

1.  Login to your website, and navigate to Settings → Scheduler Maintenance. 
   
   
2. Select New.
   
   
3. In Begin the task, select whether the email is to be sent 'At Startup' or 'On a Schedule' you set up here.
   
   
4. In Name, enter a descriptive name for this task.
   
   
5. Tick the Active checkbox if this task is to start immediately after saving it.
   
   
6. In Task, select Customer Budget Emails from the list.
   
   
7. In Schedule, enter the required details, e.g., start/end dates and times. Note - If task type is 'On a Schedule ', enter the frequency details.
   
   
8. In Error Notification CC Emails, enter an email address of the person to be notified of any errors when sending these emails.
     
9. Click Save to save this task.
         

ii. Budget Expiry Warning message

The default Budget Expiry Warning email alerts the user that their budget period is expiring soon, and includes details about the amounts used and remaining. What is included in the message can be customised in the Budget Expiry Warning widget. 

You can specify the number of days before budget expiration this email is to be sent.

1. In the CMS, navigate to Settings → Settings (or on your site, zSettings.aspx).
   
   
2. Click the Notifications tab.
   
   
3. Find the field Days before budget expire, and enter the number of days before expiry.
   
   
4. To save this change, click the Update Budget button.

Related help

• Page:
  Custom Catalogue Access
• Page:
  Custom Catalogue Maintenance
• Page:
  MS Active Directory Setup Guide
• Page:
  Microsoft Azure AD SSO
• Page:
  Users & Roles