Table of Contents
- 3. Budget Master Module Overview
- 4. Key Features & Capabilities
- 5. Module Dependencies & Integrations
- 6. User Roles & Permissions
- 7. Configuration & Setup
- 8. Business Workflow & Process Flow
- 9. Core Functionalities
- 10. Analysis Tool (What-If Modeling)
- 11. Notifications & Automation
- 12. Reports & Analytics
- 13. Best Practices & Notes
- 14. Common Errors & Troubleshooting
- 15. Security & Compliance Notes
- 16. FAQs
- 17. Change Log
- 18. Appendix
- 19. Document Status
Info: Use the Table of Contents above to navigate this Knowledge Base article. Each section heading is anchor-enabled for quick access.
3. Budget Master Module Overview
3.1 Purpose
The EstateFlow Budget Master (BudgetMaster) Module provides a centralized and structured framework for planning, allocating, tracking, and analyzing project budgets across construction and real estate projects within the EstateFlow ERP ecosystem. It enables organizations to maintain financial control, improve cost transparency, and proactively manage budget risks throughout the project lifecycle.
3.2 Scope
The Budget Master Module covers:
- Budget planning and allocation by project, sub-project, milestone, task, and sub-task
- Real-time budget utilization tracking
- Automated actual cost capture via expense integration
- Budget variance analysis and “what-if” modeling
- Automated notifications for budget threshold breaches
- Budget performance reporting and analytics
Out of scope:
- Direct accounting ledger postings (handled by FinMaster)
- Creation or modification of system-defined budget categories
3.3 Target Users
- Business Users: Project Managers, Finance Officers, Quantity Surveyors
- Supervisors / Managers: Project Directors, Finance Managers
- System Administrators: ERP configuration and access control
- ERP Implementers / Consultants: System setup, training, and optimization
4. Key Features & Capabilities
- Multi-level budget planning (Project → Sub-project → Milestone → Task → Sub-task)
- Fixed system-defined budget categories
- Real-time actual cost tracking via Expense integration
- Budget vs. Actual vs. Balance computation
- Profitability and revenue deviation analysis
- Scenario-based “what-if” financial modeling
- Automated budget threshold alerts (Email & SMS)
- Role-based access and visibility
- Reporting and analytics for budget performance
5. Module Dependencies & Integrations
5.1 Dependent Modules
| Module | Dependency Type | Description |
|---|---|---|
| Construction Projects | Mandatory | Source of projects and sub-projects |
| FinMaster (Finance) | Mandatory | Expense creation and cost capture |
| HR Essentials | Optional | Project ownership and notifications |
| CRM | Optional | Revenue context (where applicable) |
5.2 External Integrations
- Email service (SMTP)
- SMS Gateway (Africastalking)
- Cron Job Service (for automated notifications)
6. User Roles & Permissions
6.1 Role Definitions
| Role | Description |
|---|---|
| Administrator | Full configuration and operational access |
| Manager | Review, approve, and monitor budgets |
| User | Budget entry and operational updates |
| Viewer | Read-only access to budget data |
6.2 Permission Matrix
| Function | Admin | Manager | User | Viewer |
|---|---|---|---|---|
| Create Budget | ✔ | ✔ | ✔ | ✖ |
| Edit Budget | ✔ | ✔ | ✔ | ✖ |
| Approve Budget | ✔ | ✔ | ✖ | ✖ |
| View Reports | ✔ | ✔ | ✔ | ✔ |
| Delete Analysis Models | ✔ | ✔ | ✖ | ✖ |
7. Configuration & Setup
7.1 Initial Setup Requirements
- Projects and Sub-projects must be created
- Expense Categories must be configured in: Setup → Settings → Finance → Expense Categories
- Project Owners must be assigned
- Email and SMS services must be configured
- Cron job must be enabled
7.2 Budget Categories (System-Defined)
The following budget categories are fixed and cannot be created, edited, or deleted:
- Labor
- Materials
- Travels
- Equipment
- Fixed
- Miscellaneous
Info: These categories ensure consistency and standardization across all projects.
8. Business Workflow & Process Flow
8.1 Process Overview
The Budget Master workflow starts with budget planning and continues through real-time monitoring, variance analysis, and automated alerts when thresholds are exceeded.
8.2 High-Level Workflow
- Create and allocate planned budgets
- Track actual costs via expense entries
- Monitor budget utilization and balances
- Perform analysis and scenario modeling
- Receive automated alerts for threshold breaches
- Review reports and take corrective actions
9. Core Functionalities
9.1 Budget Management (Manage Screen)
The Manage screen displays all projects and sub-projects with real-time budget summaries.
Navigation Path: Budget Master → Manage
- View budget status by milestone, task, and sub-task
- Drill down into detailed budget views
[Screenshot Placeholder: Budget Master – Manage Screen]
9.2 Budget Detail Screen
The Budget Detail screen provides a granular view of planned and actual costs.
Navigation Path: Budget Master → Manage → View
Key Rules:
- Actual costs are captured automatically from Expenses
- Expenses must be created against: Project → Sub-project → Budget Category → Milestone → Task → Sub-task
Column Definitions:
| Column | Description |
|---|---|
| Planned | Manually entered planned allocation |
| Actual | Auto-populated from related expenses |
| Budgeted | Total planned amount |
| Balance | Budgeted – Actual |
Tip: Always complete budget planning before expense posting.
[Screenshot Placeholder: Budget Detail Screen]
9.2.1 Expense Recording (Actual Cost Capture via Expense Integration)
Purpose
The Expense Recording sub-section explains how actual project costs are captured automatically in the Budget Detail Screen through seamless integration with the Expense Management functionality of the EstateFlow ERP system. This process ensures that all real-world project expenditures are reflected accurately, consistently, and in real time within the Actual column of the budget.
Overview of Expense-to-Budget Integration
In EstateFlow ERP, actual costs are not entered manually within the Budget Detail Screen. Instead, they are system-derived values calculated from approved and recorded expenses that are correctly linked to:
- Project
- Sub-project (where applicable)
- Milestone or Task / Sub-task
- Budget Category
Once an expense is saved, the system automatically aggregates the expense amount and updates the corresponding Actual values at:
- Sub-task level
- Task level
- Milestone level
- Overall project budget
Info: This approach enforces data integrity, auditability, and alignment between operational spending and budget controls.
Expense Recording – Add New Expense
Navigation Path: Finance → Expenses → New Expense
[Screenshot Placeholder: Add New Expense – Information Section]
1. Information Section (Mandatory for Budget Integration)
Each field below must be completed accurately to ensure correct budget impact.
| Field | Description | Field-Level Tooltip |
|---|---|---|
| Receipt Attachment | Upload one or more supporting documents (e.g., invoices, receipts). Accepted formats depend on system configuration. | Tooltip: Attach supporting evidence for audit, compliance, and verification purposes. |
| Vendor | Select an existing vendor from Purchase → Vendors. Only registered vendors are available. | Tooltip: Vendor selection ensures traceability of project expenditures. |
| Purchase Order (PO) Related | Select an approved Purchase Order, if applicable. Only approved POs appear in the selection list. | Tooltip: Linking expenses to POs strengthens procurement-to-budget traceability. |
| Expense Name | Enter a concise, descriptive title (e.g., Electrical Materials – 3rd Advance Payment | IFO Gonimo Nig. Ltd.). If marked as billable, this name may appear in the invoice description. | Tooltip: Use clear naming for reporting and invoice references. |
| Note | Enter a structured internal description of the expense. If billable, this note may also appear in the invoice long description. | Tooltip: Provide context for internal reviews and financial audits. |
| Expense Category | Select from predefined categories: Setup → Settings → Finance → Expense Categories. Users with sufficient permissions may create a new category inline. | Tooltip: Expense categories drive financial reporting and budget aggregation. |
| Property (Optional) | Select a property if the expense is property-specific. | Tooltip: Useful for property-level cost analysis. |
| Expense Date | Enter the date the cost was incurred. | Tooltip: Expense date determines accounting period and reporting. |
| Amount | Enter the monetary value of the expense (e.g., 500,000.00). | Tooltip: This value directly impacts budget actuals. |
| Customer | Select the related customer. If the property is unsold, select the Property Developer as the customer. Upon selection, additional fields become available. | Tooltip: Customer selection enables project and billing linkage. |
| Billable (Checkbox) | When enabled, the system prepares the expense for invoicing. | Tooltip: Use billable expenses for cost recovery from customers. |
| Project | Select the customer-linked project (e.g., 3-Bedroom Semi-Detached Duplex – Carcass, Sunrise Estate). Only projects associated with the selected customer are available. | Tooltip: Project selection is mandatory for budget integration. |
| Related Type | Choose how the expense links to the project structure: Milestone or Task / Sub-task. The system dynamically adapts the linkage based on the selection. | Tooltip: Accurate selection ensures correct budget-level aggregation. |
| Budget Category | Select one standardized category: Labor, Materials, Travels, Equipment, Fixed, Miscellaneous. These categories enforce consistency across projects. | Tooltip: Budget Category determines which budget line is updated. |
Outcome – Budget Update Logic
Once the expense is saved:
- The system validates all project and budget linkages.
- The expense amount is added to the Actual column of the corresponding:
- Sub-task
- Task
- Milestone
- Overall project budget
- Aggregated totals are recalculated automatically.
Info: No manual intervention is required in the Budget Detail Screen.
[Screenshot Placeholder: Expense Saved Confirmation and Budget Detail “Actual” Update]
2. Advanced Options Section
[Screenshot Placeholder: Add New Expense – Advanced Options]
| Field | Description | Field-Level Tooltip |
|---|---|---|
| Currency | Select from system-configured currencies (e.g., NGN ₦). | Tooltip: Multi-currency support aligns expenses with organizational finance settings. |
| Tax 1 / Tax 2 | Apply relevant taxes where applicable (e.g., 7.5% VAT). | Tooltip: Taxes affect financial reporting but do not alter budget category logic unless configured. |
| Payment Mode | Select from active payment modes (Setup → Settings → Finance → Payment Modes) (e.g., Bank Transfer – Corporate Account). | Tooltip: Supports payment reconciliation and cash flow tracking. |
| Reference Number | Enter an optional internal or external reference ID (e.g., ZBN-26924). | Tooltip: Useful for bank reconciliation and audit trails. |
| Repeat Every (Recurring Expense) | Select recurrence frequency: Weekly, Bi-Weekly, Monthly, Bi-Monthly, Quarterly, Semi-Annual, Annual, Custom. | Tooltip: Recurring expenses automatically update budget actuals on each cycle. |
Tip: Always select the correct Project, Related Type, and Budget Category. Do not attempt to edit actuals directly in the Budget Detail Screen.
Warning: The Actual column in the Budget Detail Screen is a system-controlled field. Its accuracy depends entirely on disciplined expense recording and correct project linkage.
9.3 Budget Calculations & Metrics
Profit (%)
Profit = ((Expected Revenue – Expected Cost) / Expected Revenue) × 100
Revenue Deviation
Measures variability in revenue projections across scenarios.
Info: These calculations support financial forecasting and decision-making.
10. Analysis Tool (What-If Modeling)
10.1 Purpose
The Analysis Tool enables scenario-based financial modeling to evaluate the impact of changes in cost, revenue, contingency, and budget thresholds.
10.2 Create Analysis Model
- Go to Budget Master → Manage → View Project
- Click Analysis Tools
- Enter: Model Name, Budget Threshold, Expected Revenue, Expected Cost, Contingency Funds
- Update Planned and Actual values
- Click Save
[Screenshot Placeholder: Create Analysis Model]
10.3 Edit Analysis Model
- Select Model → View
- Update fields → Save
10.4 Delete Analysis Model
- Select Model → Delete → Confirm
Warning: Deleted models cannot be recovered.
11. Notifications & Automation
11.1 Budget Threshold Alerts
When Actual Cost > Budget Threshold, the system automatically notifies the Project Owner.
Channels: Email, SMS
Info: Notifications are sent after the cron job runs.
11.2 SMS Configuration
Navigation Path: Setup → Settings → SMS → Africastalking
Required Fields: API Key, Username, Sender ID
[Screenshot Placeholder: SMS Configuration]
11.3 Email Template Configuration
Navigation Path: Setup → Email Templates → Projects → Notification for Budget Threshold Breaches
- Select template
- Choose language
- Customize content
- Save
[Screenshot Placeholder: Email Template Setup]
12. Reports & Analytics
12.1 Standard Reports
| Report | Description |
|---|---|
| Budget Summary Report | High-level project overview |
| Budget Detail Report | Line-by-line budget analysis |
| Variance Report | Planned vs Actual deviations |
| Profitability Report | Revenue and cost insights |
12.2 Filters & Export Options
- Project / Sub-project
- Date Range
- Budget Category
- Export: CSV, Excel, PDF
13. Best Practices & Notes
- Complete configuration before operational use
- Enforce consistent expense tagging
- Assign clear project ownership
- Review budget thresholds periodically
- Use analysis models before major decisions
14. Common Errors & Troubleshooting
| Issue | Cause | Resolution |
|---|---|---|
| Actual not updating | Expense not linked correctly | Verify project and category |
| Alert not sent | Cron not running | Enable cron service |
| Budget mismatch | Incorrect planning | Review planned allocations |
15. Security & Compliance Notes
- Role-based access control enforced
- Audit trail available for budget changes
- Compliance with internal financial governance
- Secure handling of notification data
16. FAQs
Q: Can budget categories be customized?
A: No. Budget categories are system-defined to ensure consistency.
Q: Can actual values be edited manually?
A: No. Actuals are derived exclusively from expenses.
17. Change Log
| Version | Date | Description |
|---|---|---|
| 1.0 | YYYY-MM-DD | Initial structured release |
| 1.1 | YYYY-MM-DD | Analysis tool and alerts enhancement |
18. Appendix
- Sample Screenshots (Placeholders)
- Workflow Diagrams
- Field-Level Tooltips Reference
19. Document Status
| Owner | AfriflowSoft ERP Documentation Team |
|---|---|
| Last Updated | [Date] |
| Applicable ERP Version | EstateFlow ERP v[Version] |