Budget Module — User Manual

Overview

The Budget module controls the financial ceilings that govern procurement. It manages office appropriations (the budget allocated to each office per expenditure account per year), the fiscal year setting, and the deadlines for PPMP submission and modification. Budget data feeds into PPMP validation — offices cannot submit procurement plans that exceed their appropriation.

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Access

Action	Roles Allowed
View appropriations	All authenticated users
Create / Edit / Delete appropriations	BUDGET, ADMIN
Set fiscal year	BUDGET, ADMIN
Set PPMP submission deadline	BUDGET, ADMIN
Set PPMP modification deadline	BUDGET, ADMIN
Set default reference period	BUDGET, ADMIN
Bypass PPMP submission deadline	BUDGET, ADMIN

• Navigation path: Sidebar → Procurement → Budget

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1. Budget Dashboard (/procurement/budget)

The main budget page shows all office appropriations and system-wide budget settings.

Viewing Appropriations

A table lists every appropriation record. Use the filters at the top:

Filter	Description
Year	Fiscal year to view
Office	Filter to a specific department
Expenditure Type	Filter by expenditure category (PS, MOOE, CO, etc.)

Each row shows:

Column	Description
Office	The department this appropriation belongs to
Expenditure Account	The specific account code and name
Expenditure Type	Category (PS, MOOE, CO, etc.)
Amount	Total appropriation ceiling in pesos
Year	Fiscal year

System Settings on the Budget Page

These settings apply system-wide and can only be changed by BUDGET or ADMIN:

Setting	Description
Fiscal Year	The current default fiscal year. All modules pre-select this year by default.
PPMP Submission Deadline	After this date, offices can no longer submit PPMPs. BUDGET and ADMIN users can still submit after the deadline.
PPMP Modification Deadline	After this date, already-submitted PPMPs can no longer be modified.
Default Reference Period	The reference period pre-selected when creating new Purchase Requests.

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2. Creating an Appropriation (/procurement/budget/allocate)

From the Budget dashboard, click Allocate Budget.

Fill in the form:

Field	Description
Office	Select the department to allocate budget to
Expenditure Account	Select the account from the configured list (e.g., "Office Supplies — MOOE")
Year	The fiscal year this appropriation applies to
Amount	The total appropriation ceiling in pesos

Click Save. The appropriation is immediately active and will be used to validate PPMP submissions from that office.

caution

Each combination of Office + Expenditure Account + Year must be unique. If a record already exists for that combination, edit it instead of creating a new one.

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3. Editing an Appropriation

From the Budget dashboard, click the edit icon on any appropriation row.

You can update the Amount. Office, Expenditure Account, and Year cannot be changed (delete and recreate if these need to change).

Click Save.

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4. Deleting an Appropriation

Click the delete icon on any appropriation row. Deletion is permanent. The system will not prevent deletion even if PPMPs reference this appropriation, so confirm before deleting.

warning

Deleting an appropriation is permanent and cannot be undone. Verify no active PPMPs reference the appropriation before deleting.

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5. How Appropriations Enforce Budget

When an office submits a PPMP:

1. The system sums all PPMP line item amounts per expenditure account.
2. It compares the total against the office's appropriation for that account and year.
3. If the PPMP total exceeds the appropriation, the submission is blocked with a budget exceeded error.
4. BUDGET and ADMIN users can override this validation if needed.

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6. PPMP Submission Deadline

The submission deadline prevents late PPMP submissions.

• Set the deadline date on the Budget dashboard.
• After the deadline, the Submit button on PPMPs is disabled for standard office roles.
• BUDGET and ADMIN can always submit, regardless of the deadline.

To extend the deadline:

1. Go to Budget dashboard.
2. Update the PPMP Submission Deadline date to a later date.
3. Save.

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7. Fiscal Year Setting

The fiscal year is a system-wide setting that:

• Pre-fills the year field when creating PPMPs, WFPs, AIPs, PRs
• Filters default views across the system to the current year

To change the fiscal year at the start of a new budget cycle:

1. Go to Budget dashboard.
2. Update the Fiscal Year field.
3. Save.

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8. Default Reference Period

The default reference period pre-selects a quarter or semester when users create Purchase Requests. This saves time at the start of a procurement cycle.

To set it:

1. Go to Budget dashboard.
2. Select a period from the Default Reference Period dropdown.
3. Save.

Reference periods are configured under Procurement → Settings → Reference Periods.

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Expenditure Account Structure

Budget appropriations are tied to expenditure accounts, which are organized in two levels:

Expenditure Type (Category)
  └── Expenditure Account (specific account code)

Example:

MOOE — Maintenance and Other Operating Expenses
  └── 5-02-03-010 — Office Supplies Expense
  └── 5-02-03-090 — Other Supplies and Materials Expense
  └── 5-02-99-099 — Other MOOE

To manage expenditure types and accounts, go to Procurement → Settings → Expenditure Types / Expenditure Specifications.

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Common Tasks Quick Reference

Task	Where
View all office appropriations	/procurement/budget
Allocate budget to an office	/procurement/budget → Allocate Budget
Edit an appropriation amount	/procurement/budget → edit icon on row
Delete an appropriation	/procurement/budget → delete icon on row
Set the fiscal year	/procurement/budget → Fiscal Year field → Save
Set the PPMP submission deadline	/procurement/budget → PPMP Submission Deadline field → Save
Set the PPMP modification deadline	/procurement/budget → PPMP Modification Deadline field → Save
Set the default reference period	/procurement/budget → Default Reference Period field → Save
Add expenditure account categories	/procurement/settings/expenditure-types
Add expenditure accounts	/procurement/settings/expenditure-specifications
Add reference periods	/procurement/settings/reference-periods