Budget Release workflow
- 1
Create the release
Record the amount, recipient or purpose, and project context when the funds are project-specific.
- 2
Approve the release
Authorized review makes the funds available for the supported operating workflow.
- 3
Use the released funds
The release can be referenced by supported expenses, materials fulfillment, or liquidation activity.
- 4
Track the remaining amount
Use Available Remaining to see how much of the released amount has not yet been reserved through liquidation or returned.
Liquidation workflow
- 1
Add liquidation items
Record the supported purchases or costs against the release and attach the correct project tag when the cost belongs to a project.
- 2
Submit for review
Submitted liquidation reserves the amount while it is being reviewed.
- 3
Approve or reject
Approved project-tagged liquidation follows the canonical expense path for that project. Approved untagged liquidation follows the company-level expense path.
- 4
Return unused funds
Record cash returned to the company when part of the release was not spent.
- Returned funds — Not cost. They reduce the unreconciled cash held against the release.
- The same supported cost must not be routed twice through duplicate expense records.
Available Remaining
Submitted Liquidation includes pending and approved liquidation items under the current reservation logic. Rejected liquidation items release their reserved amount back to Available Remaining.
Statuses you may see
| Record | Statuses |
|---|---|
| Budget release | Pending, Rejected, Open, Partially Liquidated, Submitted for Review, Fully Liquidated, Closed, Cancelled |
| Liquidation review | Submitted for Review, Approved, Rejected |
More details
Why does project tagging matter?
Project-tagged approved liquidation is routed to the project context; untagged approved liquidation stays company-level. This keeps the canonical expense path clear and avoids recording the same cost twice.
What happens if the module is cancelled or expires?
Existing history remains preserved. Cancelling or expiring the module does not delete financial or audit records.
This workflow supports internal fund control and does not replace formal accounting.
Important notes
- A Budget Release is not an expense by itself.
- Only approved supported liquidation should become recognized cost through the canonical expense path.
- Returned funds are not project or company cost.