Managing Finances for Organizations

Organization administrators can manage finances and budgets for all workspaces belonging to their organization from the organization administration portal. Admins can access these settings through the Financials tab in the portal.

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Viewing organization wide finances

Organization admins will have access to the Financials tab when they login to the organization portal. Through this new tab, they can access the below listed pages:

  • Billing Summaries
  • Budgets
  • Invoices
  • Purchase Orders
  • Deposits
  • Credits
  • AWS Credit Transfer

Billing Summaries

On the billing summaries page, an organization admin will be able to view organization-wide billing summaries. From the filter on the top right side of the page, they can select the level of billing summary they want to look at along with specifying the period. The admin can select the level of billing summary by clicking on the drop down next to the By filter and it will have the following options:

  • Organization – when this option is selected, they see one organization level summary with the ability to download organization billing CSV
  • Workspace – when this option is selected, they see a list of n workspace summaries with the ability to download any of the workspace billing CSV. The first column on this page called ‘Name’ will show the workspace names
  • Member – when this option is selected, they see a list of n member summaries with the ability to download any of the member billing CSV
  • Project – when this option is selected, they see a list of n project summaries with the ability to download any of the project billing CSV
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Budgets

Creating workspace budgets

Workspace budget controls the total amount of money a workspace can spend. This budget applies to all the members within a workspace. This budget can be created and adjusted by both the workspace admin (for their own workspace) and the organization admin.

An organization admin can create and/or modify a workspace level budget by logging into the Organization Portal and going to Financials → Budgets.

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On the budgets page, click on the Create Budget button. A New Budget modal window will open where you can specify the following:

  • Budget Target – select the newly added Workspace option
    • Using the field next to workspace, you can select the workspace in your organization for which you would like to create a budget; Note that only one workspace can be specified for one budget
  • Name – enter the name of the budget
  • Budgeted Amount – the amount of money this workspace can spend
  • Budget Type – Specify whether the budget should renew on the set period or not
    • One-time budgets allow for a fixed range of dates. This budget will not renew after the end date
    • Periodic Budgets can be set to renew Monthly, Quarterly, or Annually
  • Start Date – Specify the month this budget should go into effect
  • End Date – Specify the month this budget should end
  • Strict Budget (optional) – This option lets users enforce a hard limit on the budget
    • If the Strict Budget is set to ON, when the budget is exceeded, actively running jobs or clusters will be terminated immediately. Additional jobs that are submitted will be queued until the budget can support additional jobs.
    • If the Strict Budget is set to OFF, when the budget is exceeded, actively running jobs or clusters will run to completion. Additional jobs that are submitted will be queued until the budget can support additional jobs.
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Modifying workspace budgets

Both organization admins and workspace admins can modify the workspace level budgets created by either. Note that the workspace admin can only modify workspace budgets belonging to their workspace, whereas org admins can modify any workspace budget.

Org admins can go to the Financials → Budgets section where they will see a list of all existing budgets.

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Through the Actions column on the far right, an admin can choose to:

  • Delete – depicted by the cross button, an admin can delete a budget
  • Edit – depicted by the pencil button, an admin can edit a budget. On clicking the edit button, an Edit Budget modal will open where the following can be adjusted:
    • Name
    • Budget Amount
    • Budget Type
    • Start Date
    • End Date
    • Strict Budget

After making the changes, you can click Save and the updated budget will be saved.

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Invoices

On the Invoices page, an organization admin can view the invoices for all the workspaces belonging to their organization. When an org admin gets to this page, they will see invoices for all the workspaces by default, however, using the dropdown on the right side of the page, they can filter for a specific workspace.

If there are multiple invoices for any month, all invoices will be listed under that month.

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Purchase Orders

On the Purchase Orders page, an organization admin can view the purchase orders for all the workspaces belonging to their organization. When an org admin gets to this page, they will see purchase orders for all the workspaces by default along with the Workspace ID, however, using the dropdown on the right side of the page, they can filter for a specific workspace.

The Negative Balance section shows the sum of all negative balances across the organization by month. Charges that are not covered by any purchase order are shown as a negative balance.

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Deposits

On the Deposits page, an organization admin can view the deposits for all the workspaces belonging to their organization. For a specific deposit, the admin can view:

  • Date issued – date when the deposit was issued
  • Type – type of deposit
  • Compatible software (optional) – shows compatible softwares for a deposit; only used for software deposits tied to specific softwares
  • Original amount – original amount deposited
  • Total transferred – amount of deposit transferred to other workspaces
    • In case of deposits with transfers, a dropdown next to the deposit row shows:
      • Date Transferred – date of transfer
      • Target Type – type of deposit
      • Target Environment – Rescale environment targeted
      • Amount Transferred – amount of deposit transferred
  • Amount after transferring – amount of deposit remaining after transferring a part of deposit; note that this does not take deposit usage into account
  • Remaining – amount of deposit remaining after taking into account the transfers and usage
  • Workspace – the workspace ID targeted by this deposit
  • Exclusive to user (optional) – shows the user in case a deposit is exclusive to the user
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Credits

On the Credits page, an organization admin can view the credits for all the workspaces belonging to their organization. For a specific credit, the admin can view:

  • Type – they type of credit issued
  • Workspace – the workspace ID targeted by this credit
  • Compatible Software – shows compatible softwares for a credit; only used for software credits tied to specific softwares. When a software credit is issued, it is required to specify the softwares that credit is applicable to
  • Date Added – date when credit was issued
  • Added by – Rescale user that issued the credit
  • Amount – Amount of credit issued
  • Remaining – Amount of credit remaining
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AWS Credit Transfer (Applicable to accounts that use AWS Credits)

Using AWS Credit Transfer, org admins can request their AWS credits to be transferred to Rescale for consuming AWS infrastructure via the Rescale platform.

Note that this feature is only available to organizations that use AWS Credits.

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FAQs

Q. What is the difference between a deposit and a budget?

A deposit is a financial commitment made by the purchaser to a seller (Rescale, ISV, or Partner) to settle charges that the purchaser incurs with the seller. Deposit can be used to “pay-off” compute, storage, transfer, etc. charges generated in the platform.

A budget is a mechanism in the Rescale platform to cap the spending limit for a user, workspace or project. A budget is not used to settle charges but to control the total amount of charges that can be generated by or under a specific entity.