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Accounting & Bookkeeping · How-to guide

Project budgets overview

Plan and control project-level spending by category with manager ownership, dates, approval and export workflows. 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.

Audience: Project finance staff and managersFeature: Project budgetsModule v1.4.5
Jump to steps
Where to goAccounting → Project Budgets
Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Project Budgets: View. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What you’ll accomplish

Plan and control project-level spending by category with manager ownership, dates, approval and export workflows. 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 provides project budget list, create/edit, detail, delete, status change, submit for approval, export and budget-check actions.

Project budget controls can be applied to transactions through mapping and approval logic. The exact enforcement behaviour depends on settings such as notify, disable or approval.

Project budgets use the Accounting approval framework and budget categories configured in Settings.

Follow these steps

  1. Go to Project Budgets.
  2. Filter by project, manager, date or status.
  3. Go to the detail view.
  4. Check category amounts and approval history.
  5. Check actual or requested transactions against the budget.
  6. Export the project budget where required.
  7. Use the approved change process for revisions.

Fields and decisions to review

ProjectLinks the budget to a Britixo project.
Project managerProvides operational ownership.
Start and end datesDefine the controlled period.
Budget categoriesBreak planned amount into approved uses.
Status and approvalControl whether the budget is draft, submitted, approved, rejected or voided.
Actual transactionsCan be checked against mapped categories and enforcement settings.

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 confuse a project budget with the ledger-wide Accounting budget.
  • Keep project dates aligned with the project.
  • Require approval before enforcement.
  • Review category mapping for actual transactions.
  • 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.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:reconciliationcheckbudgetproject budgetreportapprovalmappingdouble-entryimprestclaim
Create and edit a project budgetSubmit, approve, reject or void a project budgetConfigure project budget categoriesConfigure Accounting approval workflowsAccounting budgets overviewCreate an Accounting budget