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Project Budget Configuration

The Project Budget is the fourth and final configuration step in project creation. This comprehensive step-by-step process allows you to create a complete budget by first establishing basic budget details, then adding line items (both material and cash expenses), and finally generating a budget summary.

Step 1: Access Project Budget​

After completing the Project BOQ step:

  1. The Project Budget tab becomes active in the navigation
  2. You'll begin with the budget basic details configuration

Project Budget Initial State

Step 2: Configure Budget Basic Details​

Budget Information Setup​

Start by setting up the fundamental budget information:

Budget Name:

  • Automatically populated based on the project name
  • Format: "[Project Name] - [Extension/Build Type]"
  • Example: "Ntinda - Kiwatule Extensions"
  • Can be edited if a different naming convention is preferred

Budget Type:

  • Default selection is "New Budget", the other type is Supplementary budget.
  • Indicates this is a fresh budget creation for the project

Budget Basic Details

Save Budget Basic Information​

  1. Review the budget name and type settings
  2. Click Save Budget button (top right)
  3. The system will save the basic budget
  4. Upon successful save, you'll proceed to the Budget Line Items section

Step 3: Budget Line Items Management​

After saving the basic details, the Budget Line Items section becomes available for configuring the actual budget content. Follow this sequence to properly build your budget:

3A. Load BOQ Items to Budget​

Purpose:

  • Import BOQ items from the project links into the budget
  • Provides access to all materials defined in the Project BOQ step

Process:

  1. Click the Load BOQ Items button in the Budget Line Items section
  2. Opens a dialog with available BOQ items from the project links

Load BOQ Items

BOQ Item Selection Process:

  1. Browse Available Items:

    • View items organized by categories
    • See details like product codes, specifications, and costs
    • Items show quantity and cost information

  2. Select BOQ Item:

    • Click on the desired item to select it
    • Item details expand to show configuration options

BOQ Item Selection

  1. Configure BOQ Item:

    • Line Item Type: Automatically set as "Material"
    • Quantity: Adjust if different from BOQ specification
    • Days: Set duration (typically 1 for materials)
    • Unit Cost: Pulled from catalog (27.34 USD example)
    • Currency: Display currency for costs
    • Total Cost: Auto-calculated based on quantity

  2. Add to Budget:

    • Click Save To Budget to include the item
    • System shows "Adding To Budget..." processing indicator

Adding BOQ Item to Budget

  1. Success Confirmation:
    • Green success notification: "BOQ Item added to budget successfully"
    • Item appears in the Material Items section of the budget

BOQ Item Added Successfully

3B. Review Material Items Section​

After Loading BOQ Items:

  • All loaded materials are displayed in the Material Items section
  • Shows equipment, cables, and infrastructure components required

Material Items Display

Material Items Information:

  • Item: Product name and category
  • Line Item Type: Shows "Material" badge
  • Quantity: Number of units with measurement (pcs, meters, etc.)
  • Days: Usage duration (typically 1 for materials)
  • Unit Price: Cost per unit in specified currency
  • Total Cost: Calculated total for the material

3C. Add Cash Items to Budget​

Purpose:

  • Add operational expenses, services, and non-material costs
  • Covers labor, transportation, meals, accommodation, and other cash expenditures

Adding Cash Items:

Add New Cash Items

  1. Click Add Line Item button
  2. Select the Cash Items tab in the dialog
  3. Configure the expense item:
    • Expense Item: Choose from predefined categories (e.g., "Meals - Casuals - Kampala")
    • Line Item Type: Set as "Cash" for expense items
    • Quantity: Number of units or occurrences
    • Days: Duration for the expense
    • Unit Price: Cost per unit/day
    • Total Cost: Automatically calculated (Quantity × Days × Unit Price)

Cash Item Configuration

  1. Review calculated costs in the specified currency (USD)
  2. Click Save Cash Item To Budget to add the item

3D. Review Cash Items Section​

Cash Items Display:

Cash Items in Budget

Cash items are displayed in a table format showing:

  • Item: Description of the expense
  • Line Item Type: Shows "Cash" badge
  • Quantity: Number of units
  • Days: Duration period
  • Unit Price: Cost per unit in currency
  • Total Cost: Calculated total expense

Step 4: Budget Summary Generation​

Initiating Summary Generation​

Once all line items are added:

  1. Click the Generate Budget Summary button
  2. System prompts for confirmation with the message: "Are you sure you want to generate the budget summary? This action should be initiated after adding all Line Items."

Generate Budget Summary Dialog

  1. Click Yes, Generate to proceed with summary creation
  2. System shows "Generating Budget Summary..." processing indicator

Generating Budget Summary

Budget Summary Results​

The generated budget summary provides a comprehensive cost breakdown:

Budget Summary Display

Summary Benefits​

The budget summary provides:

  • Categorized Costs: Clear breakdown by expense type
  • Total Project Cost: Complete financial overview for approval
  • Currency Standardization: All costs in consistent currency format

Step 5: Project Completion Options​

After generating the budget summary, you have two completion choices that determine how your project proceeds:

Budget Completion Options

Option 1: Finish - Project Review Mode​

Purpose: Save the project for review and potential modifications before submission for approval

When to Choose "Finish":

  • You want to review all project details before submission for approval
  • You need to modify details of the project before submission for approval

What Happens After "Finish": 2. Draft Status: Project remains in draft/editable status 3. Project Details Access: You're taken to the project details view 4. Review Capabilities: All project information can be reviewed and modified

Option 2: Submit for Approval - Immediate Submission​

Purpose: Immediately submit the project to Line Manager for review and approval

When to Choose "Submit for Approval":

  • All project information is verified and complete
  • You're confident in the project setup
  • Immediate approval processing is desired

Approval Submission Process:

  1. Submission Dialog: Opens with approver selection and comment fields
  2. Approver Selection: Choose the appropriate line manager from dropdown
  3. Submission Comments: Add required context (e.g., "Please Review")
  4. Final Submission: Click Submit to initiate approval workflow
  5. Status Change: Project status changes to "Pending Approval"

Integration with Other ERP Modules​

Upon Project Approval:

Inventory Management:

  • BOQ items feed into Material Resource Plans (MRPs)
  • Stock allocation and reservation for approved projects
  • Procurement workflows initiated for required materials

Finance Management:

  • Approved budgets integrate with expense tracking
  • Cash requisition workflows connect to budget categories
  • Cost control and variance reporting becomes available