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Accounting & Bookkeeping · How-to guide

Create and edit a project budget

Set a project's budget period, owner and detailed category limits before submitting it for approval.

Audience: Project finance staffFeature: Project budgetModule v1.4.5
Feature pathAccounting → Project Budgets → New Project Budget
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Project Budgets: Create or Edit. 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

Set a project's budget period, owner and detailed category limits before submitting it for approval. 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 project_budget action handles both create and edit, and the detail screen presents status and category information.

The module can use budget mappings to compare project transactions against category limits. Missing mapping can make enforcement incomplete.

If project scope changes, document the revised budget and approval rather than silently replacing the original assumptions.

Step-by-step workflow

  1. Choose New Project Budget.
  2. Select project and manager.
  3. Set start and end dates.
  4. Add each budget category and amount.
  5. Check category totals and assumptions.
  6. Save as draft.
  7. Open the detail view and submit only after internal review.

Important fields and decisions

ProjectSelect the correct active project.
ManagerAssign the responsible manager.
Start and end dateDefine the budget validity.
Category detailEnter planned amounts for configured budget categories.
Notes or descriptionExplain assumptions and scope.
StatusKeep as draft until ready for approval.

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 create overlapping duplicate budgets without a scenario label.
  • Confirm category amounts sum to the approved total.
  • Do not edit an approved budget without governance.
  • Keep the project manager informed.
  • 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
Project budgets overview →Submit, approve, reject or void a project budget →Configure project budget categories →Check transactions against a project budget →Accounting budgets overview →Create an Accounting budget →