Configure project budget categories
Follow this guide to create the approved category list used to structure project budgets, imprests and claims where applicable. 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
Create the approved category list used to structure project budgets, imprests and claims where applicable. 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 module includes budget category list, table, create/edit, data lookup and delete actions. Categories support project budget detail and can also be selected on imprest and claim forms.
Category consistency allows requested amounts, actual spending and claims to be compared.
Changing category meaning after use can distort reports; create a new category for a genuinely new purpose.
Follow these steps
- Define the category framework with finance and project teams.
- Go to Budget Categories.
- Search for duplicates.
- Create each category with clear name and description.
- Save and test it in a project budget, imprest or claim.
- Map it where the budget-control workflow requires.
- Deactivate or retain historical categories rather than deleting them casually.
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
- Keep categories mutually understandable.
- Do not create a category for every individual purchase.
- Review mapping before use.
- Protect categories already used by approved records.
- 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.