Power automate flows creation

[saurabhyadav]

I'm relatively new to SharePoint Online and Power Automate and am seeking advice on how to achieve the following task:

I manage a single list that includes fields for Purpose, Amount, Status, and other financial details displayed via labels (Total Budget, Balance, Expense, Approved Balance).

I aim to find a method to automatically adjust the list, specifically to deduct the Expense from the Total Budget, and then update the Balance label to reflect the remaining budget.

For instance, if the Total Budget is $10,000 and I incur a $100 expense for a purchase, I want this $100 expense to be subtracted from the $10,000 Total Budget, and then have the Balance label updated to show the new balance.

I would greatly appreciate any tips or step-by-step guidance, as I've been trying to figure out a solution without success.

[RobElliott]

@saurabhyadav In the following solution I've used the classic designer but it works the same in the new designer. I recommend you have 2 lists: 1) one for the Category, Budget and Remaining Balance, and 2) for the expenses:

Your flow will have the trigger when an item is created followed by a get item action:

You then need a get items action to get the relevant category from the budgets list. So you need to add a filter query of Title eq '' and inside the single apostrophes select Category Value from the dynamic content box  (it's Category Value because my category column is a choice column). Even though it will only bring back 1 item you do need to use get items:

Then add 2 Compose controls, the fist to get the ID from the get items action and the other to get the current RemainingBalance from the get items action. The expressions are:

outputs('Get_items')?['body/value'][0]?['ID']
outputs('Get_items')?['body/value'][0]?['RemainingBalance']

In this example the expense request needs to go off for approval, so add a start and wait for an approval action:

Once the request has been decided, update the item in the travel expenses list with the outcome (Approve or Reject) and the today's date:

Finally we want to update the Budgets list with the new remaining balance, so add a condition to the flow. If the outcome is Reject then do nothing so you can leave the red if no channel empty. However if the outcome is Approve, in the green if yes channel add a compose action with an expression to subtract the amount from the remaining balance. This uses the expression:

sub(outputs('Compose_Balance'), outputs('Get_item')?['body/Amount'])

Then add an update item action and select the ID from the Compose ID you created earlier and the remaining balance column from the Compose New Balance action.

When a new item is created in the list an approval will be sent via email (in the form of an adaptive card which the approver responds to inside the email and the card will then close) and also via Teams.

The outcome and the decision date will then be updated in the travel expenses list:

And the new remaining balance will be shown in the Travel Budgets list.

Come back with any questions about this.

Rob
Los Gallardos
Principal Consultant, SharePoint, Forms and Power Platform, WSP Global (and classic 1967 Morris Traveller driver)