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Accounting & Bookkeeping · How-to guide

Configure project budget categories

Create the approved category list used to structure project budgets, imprests and claims where applicable.

Audience: Finance administratorsFeature: Budget categoriesModule v1.4.5
Feature pathAccounting → Settings → Budget Categories
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Settings: Create, Edit or Delete. 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

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.

Step-by-step workflow

  1. Define the category framework with finance and project teams.
  2. Open Budget Categories.
  3. Search for duplicates.
  4. Create each category with clear name and description.
  5. Save and test it in a project budget, imprest or claim.
  6. Map it where the budget-control workflow requires.
  7. Deactivate or retain historical categories rather than deleting them casually.

Important fields and decisions

Category nameClear spending classification.
DescriptionExplains eligible use.
Status or applicabilityControls selection where supported.
MappingCan connect category to accounting or budget-control accounts.
Usage historyShould be reviewed before deletion.

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

  • 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.
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 budgetimprestclaimreportpurchaseapprovalmappingdouble-entry
Create and edit a project budget →Create and submit an imprest request →Create, submit and review a claim →Check transactions against a project budget →Accounting budgets overview →Create an Accounting budget →