Check transactions against a project budget

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Follow this guide to use budget mappings and enforcement settings to compare proposed project spending with approved category limits.

What you’ll accomplish

Use budget mappings and enforcement settings to compare proposed project spending with approved category limits. It forms part of Pixie CRM 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 it 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.

Follow these steps

1. Verify the project has an approved active budget.
2. Select the project and budget category on the transaction.
3. Use the available budget check.
4. Check 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. Check actual spending in project budget detail.

Settings to check

Check it worked

After the action is saved, Pixie CRM 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.

Common mistakes to avoid

• Do not change category merely to avoid a limit.
• Do not treat a notification as approval.
• Check 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.

Related guides