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Accounting & Bookkeeping · How-to guide

Check transactions against a project budget

Use budget mappings and enforcement settings to compare proposed project spending with approved category limits.

Audience: Project finance staff and approversFeature: Budget controlModule v1.4.5
Feature pathAccounting → Project Budgets / related transaction
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Project Budgets: View/Edit and related transaction permission. 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 this feature does

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.

Step-by-step workflow

  1. Confirm the project has an approved active budget.
  2. Select the project and budget category on the transaction.
  3. Use the available budget check.
  4. Review requested amount against available balance.
  5. Follow the configured notify, disable or approval response.
  6. If approved, verify the transaction's budget approval state.
  7. Review actual spending in project budget detail.

Important fields and decisions

Related projectConnects the transaction to the budget.
Budget categorySelects the planned limit.
Available amountApproved category budget less recognised activity.
Enforcement actionNotify, disable or require approval according to configuration.
Transaction approvalCan mark a related transaction approved or rejected for budget purposes.

What happens after completion

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.
  • Review 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.
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:expensereconciliationChart of Accountssupplier billcheckbudgetproject budgetreportapprovalmappingdouble-entryvendorimprestclaim
Project budgets overview →Configure project budget categories →Configure Accounting approval workflows →Create and edit a project budget →Accounting budgets overview →Create an Accounting budget →