The budget ledger, period close, and rules

Overview

Every budget figure in Arthiva is a sum over an append-only ledger — the ledger is the source of truth, and the totals are just its cached sums. Corrections are new entries that reverse old ones; nothing is ever edited or deleted.

Reading the ledger

A cost centre's Movements list shows every entry, signed and dated: budget allocated, reserved by a requisition, reservation released, committed to a supplier, commitment released, spent (goods received), spend reversed, manual adjustments, and carryover in/out at period boundaries.

• Budget is reserved only when a requisition is approved — submitting shows the impact, approving takes the money.
• Reservations never lapse on their own by default; an org can choose to let idle reservations expire after a set number of days.
• Manual adjustments are finance corrections and always require a written reason.

Closing a period

From Purchasing → Budgets, with an open period selected, click Close period. You choose where unspent budget carries: Carry unspent budget into a later open period. Outstanding reservations settle first, so what carries over is what was genuinely unspent. Money already committed to suppliers is untouched — closing a period never cancels an order.

Budget rules

Settings → Module settings → Purchasing → Budget rules holds the standing, org-wide choices:

• Reporting currency — what company-wide totals are expressed in. Cost centres keep budgeting in their own currency.
• What a requisition asks for — whether the budgeted amount counts tax, freight, and duty on top of goods (all on by default). Changes apply to the next requisition submitted; approved ones keep the amount they were authorised for. Budget settings are never retroactive.
• Unused remainder — when a requisition's leftover authorisation returns to the budget: held until the requisition is closed (default), returned when the first order is raised, or held until the order closes out.
• Exchange rates — budgets convert only at rates you state, each applying from the day it takes effect. There is no external feed, and restating a rate later never moves a balance that was already struck.