Purpose: This guide helps you monitor your available budget balance and check invoice and payment status from your landing page.
Before you begin:
1) You are logged into ESM Purchase™ ESM Consumer Role™ (see How to Log Into ESM).
2) The Available Spend card is visible on your landing page (budget owners and managers only).
3) The Invoices & Payments card is visible on your landing page (Invoice Viewers only).
Steps — Monitoring Budget & Available Spend
Figure 1: Available Spend card – budget breakdown view
The Available Spend card is visible to budget owners, budget managers, and department heads. It shows real-time budget usage across all budget lines under your responsibility.
| Note: Having the Available Spend card means <insert institution name> has designated you as a budget owner, manager, or department head. Contact <insert institution business office contact name> for policy questions. |
To view budget details:
1. Select the Available Spend card from the landing page.
2. Select a budget line to view: Total Budget, Encumbered/Spent, On Reserve, and Available Spend.
| Note: All figures are pulled in real time from your institution's ERP system via direct integration. |
Steps — Checking Invoice & Payment Status
The Invoices & Payments card is available to users with Invoice Viewer permissions. Check payment status without contacting Finance.
| Note: ESM Purchase™ ESM Consumer Role™ displays invoice and payment information only — it does not allow invoice entry or payment processing. |
To check payment status:
1. Select the Invoices & Payments card from the landing page.
2. Locate the purchase order you want to check.
3. Select it to view: invoice receipt status, payment status, and invoice and payment dates.
| NOTE ✓ You're done when: You can view your current available budget balance and check invoice and payment status for any purchase order. |
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