Check transactions against a project budget
Follow this guide to use budget mappings and enforcement settings to compare proposed project spending with approved category limits. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.
What you’ll accomplish
Use budget mappings and enforcement settings to compare proposed project spending with approved category limits. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How the module flow works
The controller includes check_budget_ajax, get_budget_mapping_ajax and change_budget_transaction_approval, and settings include enforce behaviours such as notify, disable or approval.
Budget control depends on complete project and category assignment. An unclassified transaction may not be evaluated as intended.
The control supports governance but does not replace ledger account mappings or source-document approval.
Follow these steps
- Verify the project has an approved active budget.
- Select the project and budget category on the transaction.
- Use the available budget check.
- Check requested amount against available balance.
- Follow the configured notify, disable or approval response.
- If approved, verify the transaction's budget approval state.
- Check actual spending in project budget detail.
Fields and decisions to review
How to confirm it worked
After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Controls, checks and common mistakes
- Do not change category merely to avoid a limit.
- Do not treat a notification as approval.
- Check timing and pending commitments.
- Document exceptions.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.