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Budget Administration — Transactions

Overview

Budget Administration is the central screen for managing annual operating budgets per department. Finance and management use it to set, adjust, and monitor how each department's budget is allocated and consumed over the year.

For the record lifecycle, see: Workflow.

Note

For common UI patterns used across SARA (tables, filters, dynamic columns, naming conventions), see: Common Features

Budget Administration

Route: /budget-administration

The screen has two tabs: Budget (the main management view) and Reports (a PO expenditure report generator).

Budget tab

What you will see

The main table lists one row per department per year, showing the full budget picture for that department:

  • ID — Internal budget record identifier.
  • Name — Department name.
  • Manager — The department manager.
  • Initial budget — The original amount set when the budget was created for that year.
  • Actual budget — The current budget after any additions or subtractions made via Modify budget. This is the live working total.
  • Spent — The total amount consumed by approved Purchase Orders charged to this department.
  • Remaining — Actual budget minus Spent.
  • Currency — The currency of this budget record.
  • Status — ACTV for all active records.

Four summary cards at the top of the page aggregate the totals across all departments for the selected year:

  • Initial budget — Sum of all initial amounts.
  • Actual budget — Sum of all current amounts, with a colored indicator showing the net change vs. initial (green if reduced, red if increased).
  • Spent — Total consumed across all departments.
  • Remaining — Total available across all departments. Displayed in red if negative (over budget).

A year selector button (top-right of the table area) filters the entire view — cards and table — to a specific fiscal year. Defaults to the current year.

What you can do here

  • + New Budget — Creates a new budget record for a department and year. Requires selecting a department, an initial amount, a currency, and a year. Only one budget per department per year is allowed.

  • + Create next year's budget — Opens a preview modal showing all current-year budgets and their spent amounts. On confirmation, it bulk-creates budget records for the following year, using each department's current-year spent amount as the new initial budget. If next year's budgets already exist, the modal shows an info notice instead.

  • Custom columns — Toggles which columns are visible in the table.

  • Modify budget (row action — edit permission required) — Opens a modal to add or subtract an amount from a department's Actual budget. The modal shows the current actual budget, unassigned amount (actual minus assigned to items), and assigned amount. A toggle switch selects the operation (Add / Subtract). Subtracting more than the unassigned portion is blocked.

  • Budget per item (row action) — Opens a breakdown modal showing the budget split across the department's line items. Columns: Item, Assigned, Spent, Available, Currency, Year, and a View POs button. The View POs button shows all Purchase Orders charged against that specific line item in a nested table (PO#, PR/LP reference, Created by, Created at, Company, Supplier, Status, Total).

  • Logs (row action) — Opens the audit log panel for the department and its budget record.

Note

Department line items (the breakdown within a budget) are managed from the Departments module (/department-administration), not from this screen. Budget Administration shows the totals and allows modifying the department-level amount; item-level assignments are configured separately.

Reports tab

The Reports tab generates a PO expenditure report filtered by project or department and a date range.

What you can do here

  • Proj/Dept toggle — Switch between filtering by Project or by Department. Selecting Project reveals a project selector and a budget node (item) selector. Selecting Department reveals a department selector and a line item selector.
  • Currency — Select the currency to normalize amounts to for the report total.
  • Year — Select a full fiscal year as the date range.
  • From / To — Alternatively, specify a custom date range.
  • Search — Runs the report and displays a table of POs charged to the selected project/department item in the period. Columns: PO#, PR/LP reference, Created by, Created at, Company, Supplier, Status, Total (converted to selected currency). A grand total row appears at the bottom.

Permissions

Permissions

Access and actions are permission-driven. See: Permissions