Budgets and grants need the Advanced finance level. Without it the pages open but say "This needs the Advanced finance level". The owner sets the level under Organisation > Legal entities. Everything is marked "For CA review".
Budgets
Open Books > Budgets. Each year has an Original budget and numbered Revisions.
- Make the budget and open Lines. Each line is an account head, with a year amount. Open the phasing to change months. The dialog shows the sum of the months. Spread evenly restores the even split. Confirm sets the year amount to the sum.
- A head can appear twice only if the fund or cost centre differs. Otherwise it says "appears twice".
- Press Send for approval. Another person presses Approve with a reason. The original then shows "Replaced by a revision" once a revision is approved.
- An approved budget cannot be edited. Make a revision (a reason of at least 5 characters).
Against actuals
Open Against actuals. Choose a date, then group by head, cost centre or fund. Budget to date follows the months passed. Variance is actual less budget to date. Heads with money but no budget line show as "Not in the budget". Over-budget lines have a red bar and the words "Over budget".
When spending goes over
The setting accounting.budget.overspend is WARN by default: the voucher is accepted and the page lists the overspend. Set it to BLOCK and a payment that takes a head over its year is refused with the head named.
Print the budget in English, Marathi or Hindi.
Grants
Open Books > Grants. A grant is held as a restricted fund.
- Add the grant with its sanctioned amount and instalments. The register shows sanctioned, received, spent and unspent.
- On an instalment press Record receipt: date, bank head and reference. It waits for approval, and then a receipt voucher is made in the grant's fund.
- Payments tagged with the grant's fund are limited to what the fund holds ("would go below zero").
- Utilisation data sheet (print) lists instalments, spending by head and unspent. It says "For CA review. Not a filed certificate."
Salary grant (aided institutions)
An aided institution sees a salary grant journal by month. Enter the month's amounts (teaching, non-teaching, headcounts). After approval a journal "Salaries paid by the government" is posted. If the setting accounting.grants.salary_booking is OFF_BOOKS, entries stay "Memorandum only" and post nothing. A non-aided institution has no salary section.
Common questions
The pages open but I cannot add anything.
The finance level is Standard, or your role can only read. Ask the owner.
Who approves?
Another person than the maker, by default. The institution rule decides.