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Accounting & Bookkeeping · How-to guide

Submit, approve, reject or void a project budget

Move a project budget through the configured approval chain and preserve the decision history.

Audience: Project managers and approversFeature: Project budget approvalModule v1.4.5
Feature pathAccounting → Project Budgets → open budget
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Project Budgets: Edit; assigned approval authority. 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

Move a project budget through the configured approval chain and preserve the decision history. 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 submit_project_budget_for_approval and change_project_budget_status, and interface text includes confirmation for voiding an approved budget.

Approval steps use the module's configured approval mechanisms. One-person approval can be enabled where organisational policy allows it.

A status change affects governance; it does not itself post a ledger transaction.

Step-by-step workflow

  1. Open the budget detail.
  2. Review project, dates, manager and category values.
  3. Use Submit for Approval.
  4. Each assigned approver reviews and approves or rejects.
  5. Record a reason for rejection or void.
  6. After approval, verify transaction-control behaviour.
  7. For a material change, follow the approved revision process.

Important fields and decisions

DraftBudget can be edited before submission.
Submitted or pending approvalBudget is awaiting configured approvers.
ApprovedBudget is available for control and reporting.
RejectedRequires correction or closure with a reason.
VoidEnds an approved budget through a controlled action.
ApproverCan be staff, direct manager or department manager according to setup.

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 self-approve where segregation is required.
  • Do not bypass the configured chain.
  • Do not void without reviewing linked transactions.
  • Retain reasons and timestamps.
  • 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
Configure Accounting approval workflows →Understand Accounting approval statuses →Check transactions against a project budget →Export a project budget →Accounting budgets overview →Create an Accounting budget →