Skip to main content

Budget Planner

The Budget Planner module allows you to plan, allocate, and monitor budgets across defined financial periods. It includes the following sections: Budget Periods, Budget, Budget Allocations, and Budget Monitoring.

15.1 Budget Periods​

  • Click “Create” to create a new budget period, which will open the Create Budget Period form. In this form, you need to enter the Period Name (e.g., “Q1 2024 Budget”), Financial Year (e.g., 2024), Start Date, and End Date.
  • The Manage Budget Periods page displays all defined budget periods, showing Period Name, Financial Year, Start Date, End Date, Status, and Approved By.
  • Use the Search bar or filters (Financial Year, Status, Date Range) to locate specific periods. Click Apply to filter and Clear to reset.
  • Budget period statuses include: Active (currently open for budget entries) and Closed (period has been finalized and no further changes are allowed). For Active periods, the Close action is available in the Actions column to formally close the period once it ends.

15.2 Manage Budget​

  • Click “Create” to create a new budget, which will open the Create Budget form. In this form, you need to enter the Budget Name, Budget Period (select the relevant period this budget belongs to), and Budget Type (select either Operational or Capital).
  • The Manage Budget page displays all budgets created in the system, showing Budget Name, Period, Type, Amount, Status, and Approved By.
  • Use the Search bar or filters (Budget Period, Type, Status) to locate specific budgets. Click Apply to filter and Clear to reset. Budget types are displayed as color-coded badges: Operational (purple) and Capital (orange).
  • Budget statuses include: Draft (created but not yet submitted), Active (submitted and in use), and Approved (reviewed and finalized). For Draft budgets, available actions are: Approve (submit the budget for activation), Edit, and Delete. For Active budgets, the Close action is available to finalize and lock the budget. Approved budgets can only be Activated using the play icon.

15.3 Budget Allocations​

  • Click “Create” to create a new budget allocation, which will open the Create Budget Allocation form. In this form, you need to enter the Budget (select the budget this allocation belongs to), Account (select the account to which funds are being allocated), and Allocated Amount (the total funds assigned to this account).
  • The Manage Budget Allocations page displays a breakdown of how each budget’s funds are distributed across different accounts, showing Budget Name, Account, Allocated Amount, Spent Amount, and Remaining Amount.
  • Use the Search bar or filters (Budget, Account) to locate specific allocation records. Click Apply to filter and Clear to reset.
  • The Remaining Amount column reflects the unspent balance for each allocation in real time. All allocation records can be Edited or Deleted using the action icons.

15.4 Budget Monitoring​

  • The Budget Monitoring page provides a time-based view of budget performance, showing how each budget’s spending has progressed over time. Each record displays the Budget Name, Date, Allocated Amount, Spent Amount, Remaining Amount, and Variance Percentage.
  • Use the Search bar or filters (Budget, Date Range) to monitor specific budgets over a defined period. Click Apply to filter and Clear to reset.
  • The Variance % column indicates the difference between the allocated and spent amounts as a percentage. A positive variance means the budget has unspent funds remaining, while a negative variance indicates overspending beyond the allocated amount.
  • This page is read-only and is automatically updated as expenses are recorded against the budget; no manual entries are required.