How Actual Spend Is Tracked
Where the "actual amount" on a Budget Category comes from.
A Budget Category's actual spend isn't entered by hand — it's calculated automatically from activity happening elsewhere in FMX.
Where the numbers come from
Actual spend can be pulled from any of these sources, depending on what your Budget Category is scoped to:
- Work Requests — costs logged on request actions.
- Work Tasks — costs logged on task occurrences.
- Purchase Orders — amounts from payment splits.
- Invoices — invoice payments.
- Equipment — costs logged against equipment.
- Inventory — adjustments and transfers of stocked items.
Why scoping matters
A Budget Category only counts spend that matches its scope — the buildings, modules, transaction types, request types, and equipment types you've set for it. Two categories can pull from the same underlying activity but show completely different totals if they're scoped differently.
A worked example
Say you set up a "Building A — HVAC" Budget Category scoped to Building A and Work Request transactions of the HVAC request type. When a technician logs a $400 repair cost on an HVAC Work Request in Building A, that $400 counts toward this category's actual spend. The same repair wouldn't count toward a "Building B — HVAC" category, or toward a category scoped to a different request type, even though it's the same underlying transaction.