Finance & Control

Paid add-on

Budget Releases & Liquidation

Release company funds with a clear purpose, track submitted spending and receipts, review remaining balances, record returned cash, and route approved liquidation items to the correct project or company expense.

Controlled fund release

Record who receives company funds, how much was released, its purpose, and when the release occurred

Accountable liquidation

Require submitted spending, supporting receipts, project tags, and review before treating released funds as approved cost

Accurate cost routing

Approved project-tagged items become project costs. Approved untagged items remain company-level expenses. Returned cash is not treated as cost

Overview

Budget Releases & Liquidation separates two financial events:

Budget Release — company funds released to a person, team, project, site, or operating purpose.

Liquidation — the later accounting of how those funds were spent, returned, or settled.

This distinction prevents the full released amount from automatically becoming project cost.

The final accounting effect depends on the approved liquidation items and their project or company classification.

Approval of a release does not by itself prove that the money has already been spent correctly.

Who can use it

Role	View releases	Create or edit	Approve or reject	Submit liquidation
Admin	Company-wide	Create, edit, add funds, and cancel where supported	Yes — release and liquidation	Yes
Manager	Permitted records only	Can request a release; cannot edit existing releases	No	Own assigned releases where supported
Supervisor	Permitted records only	Can request a release; cannot edit existing releases	No	Own assigned releases where supported
Employee / Recipient	Own or assigned records	No release administration	No	Submit own liquidation where supported

Role
Admin
View releases
Company-wide
Create or edit
Create, edit, add funds, and cancel where supported
Approve or reject
Yes — release and liquidation
Submit liquidation
Yes
Role
Manager
View releases
Permitted records only
Create or edit
Can request a release; cannot edit existing releases
Approve or reject
No
Submit liquidation
Own assigned releases where supported
Role
Supervisor
View releases
Permitted records only
Create or edit
Can request a release; cannot edit existing releases
Approve or reject
No
Submit liquidation
Own assigned releases where supported
Role
Employee / Recipient
View releases
Own or assigned records
Create or edit
No release administration
Approve or reject
No
Submit liquidation
Submit own liquidation where supported

Only authorized Admin users should approve, reject, cancel, or formally settle company fund releases.

Budget Release vs Liquidation

Budget Release

Purpose:

records funds leaving company control
identifies recipient or holder
records purpose
records released amount and date
establishes the amount available for liquidation

Liquidation

Purpose:

records actual spending
stores receipts or proof
classifies items
identifies project-tagged versus company-level costs
records returned funds
determines the final approved accounting effect

Budget Release — financial effect

A release is a cash-control event. It does not automatically become project or company expense.

Liquidation — financial effect

Approved liquidation items become the relevant costs. Returned cash reduces the unsettled amount and is not treated as expense.

Budget Release workflow

Follow these steps from request through settlement.

1
Create the release
Select the recipient, purpose, amount, budget type, project or company context, and release details.
2
Review and approve
An authorized Admin reviews the request and approves or rejects it. Approval opens the release for liquidation.
3
Release the funds
On approval, Prospeno records the release as Open with released date and actor. Admins may add funds later when top-ups are enabled.
4
Monitor available balance
Track submitted liquidation, approved spending, and returned funds against the released amount.
5
Settle the release
Complete the release after supported spending and return requirements are satisfied. Status moves to Fully Liquidated or Closed when balanced.

Budget Release details

Release record fields

A release may contain:

recipient or fund holder
budget type (Project, Office, Executive, Salaries, Miscellaneous)
project or company purpose
requested amount
released amount (including supported top-ups)
release date
purpose notes
status
submitted liquidation
approved liquidation
returned funds
available remaining balance
related receipts or proof
audit history

Budget Release statuses

Status	Meaning	Available behavior
Pending	Waiting for Admin review	Approve or reject
Rejected	Request was not authorized	Preserve history; create a corrected request where supported
Open	Funds were released and remain open for liquidation	Submit spending, returns, and supported top-ups
Partially Liquidated	Some funds have been accounted for	Continue liquidation or return
Submitted for Review	Liquidation items are waiting for Admin review	Approve or reject submitted items
Fully Liquidated	Supported spending and returns account for the released amount	Preserve history; release is settled
Closed	Release was closed through the supported workflow	Preserve audit history
Cancelled	Release was stopped through the supported cancellation workflow	Preserve audit history

Status
Pending
Meaning
Waiting for Admin review
Available behavior
Approve or reject
Status
Rejected
Meaning
Request was not authorized
Available behavior
Preserve history; create a corrected request where supported
Status
Open
Meaning
Funds were released and remain open for liquidation
Available behavior
Submit spending, returns, and supported top-ups
Status
Partially Liquidated
Meaning
Some funds have been accounted for
Available behavior
Continue liquidation or return
Status
Submitted for Review
Meaning
Liquidation items are waiting for Admin review
Available behavior
Approve or reject submitted items
Status
Fully Liquidated
Meaning
Supported spending and returns account for the released amount
Available behavior
Preserve history; release is settled
Status
Closed
Meaning
Release was closed through the supported workflow
Available behavior
Preserve audit history
Status
Cancelled
Meaning
Release was stopped through the supported cancellation workflow
Available behavior
Preserve audit history

When submitted liquidation exceeds the released amount, the release may move to an over-liquidated state that still displays as Submitted for Review until resolved.

Available Remaining

Available Remaining = Released Amount − Submitted Liquidation − Returned Funds

Submitted Liquidation includes pending and approved liquidation items. Draft and rejected items are excluded from submitted liquidation.

Rejected liquidation items release their reserved amount back to Available Remaining.

Returned funds reduce the amount still held by the recipient.

A remaining balance is not automatically an expense.

Excess submitted spending should be reviewed separately.

Liquidation workflow

Account for spending against an open Budget Release.

1
Open the related release
Select the Budget Release being liquidated.
2
Add liquidation items
Enter the amount, date, purpose, category, project tag where applicable, and supporting proof.
3
Submit for review
Send draft liquidation items for Admin review.
4
Approve or reject items
Authorized Admins verify the amount, evidence, classification, and business purpose.
5
Settle remaining funds
Record additional spending, returned cash, or other supported resolution until the release is settled.

Liquidation item details

Each liquidation item may include

amount
spending date
description or purpose
category
receipt or proof
related project
company-level classification
approval status
rejection reason
linked Project Expense or Company Expense where supported
created and reviewed audit information

Project-tagged vs company-level spending

Project-tagged item

An approved liquidation item with a valid project reference becomes project cost according to the current routing rules.

contributes to actual project expense or supported project-cost reporting
may reduce projected project profit
appears in the related project financial workflow

Company-level item

An approved liquidation item without a project tag remains a company expense or general overhead item.

contributes to company overhead reporting
does not directly affect one project’s profit

Classification controls routing

The Budget Release purpose alone does not decide the final project-cost effect. The approved liquidation item classification controls the final routing.

Office, miscellaneous, executive, or salary-related releases can still fund project-tagged liquidation items when supported.

Liquidation statuses

Status	Meaning	Editing	Approval	Cost recognized	Further action
Pending (draft)	Item is being prepared	Yes — recipient or Admin	Not yet submitted	No	Submit for review or delete draft
Submitted for Review	Waiting for Admin review	No until resolved	Required	No until approved	Approve, reject, or request revision
Approved	Spending is authorized	No ordinary edits	Complete	Yes — routed to project or company cost	Further liquidation only if release balance remains
Rejected	Item was not accepted	No	Complete	No	Correct and resubmit where supported
Pending (needs revision)	Returned for correction	Yes — recipient or Admin	Resubmit after correction	No	Edit and resubmit

Status
Pending (draft)
Meaning
Item is being prepared
Editing
Yes — recipient or Admin
Approval
Not yet submitted
Cost recognized
No
Further action
Submit for review or delete draft
Status
Submitted for Review
Meaning
Waiting for Admin review
Editing
No until resolved
Approval
Required
Cost recognized
No until approved
Further action
Approve, reject, or request revision
Status
Approved
Meaning
Spending is authorized
Editing
No ordinary edits
Approval
Complete
Cost recognized
Yes — routed to project or company cost
Further action
Further liquidation only if release balance remains
Status
Rejected
Meaning
Item was not accepted
Editing
No
Approval
Complete
Cost recognized
No
Further action
Correct and resubmit where supported
Status
Pending (needs revision)
Meaning
Returned for correction
Editing
Yes — recipient or Admin
Approval
Resubmit after correction
Cost recognized
No
Further action
Edit and resubmit

Batch Reject Pending Liquidation requires a rejection reason and only affects submitted or needs-revision items.
Pending liquidation items are not actual costs until approved.

Receipts and proof

Supporting proof may include

official receipt
invoice
payment confirmation
transaction screenshot
expense photo
approved internal document
returned-funds proof

Attach proof where required.
Verify proof before approval.
Do not upload passwords, OTPs, banking credentials, private keys, or unrelated personal data.
Missing or unclear proof should result in review, correction, or rejection—not automatic approval.

Returned funds

may be full or partial
should record date and payment details
may require supporting proof
reduce the amount still held
are not treated as project or company cost
remain part of the audit history

Returned cash is not expense

Do not confuse returned cash with a negative expense. Returned funds reduce Available Remaining and are tracked separately from approved spending.

Admins can record formal Return Remaining Funds with payment details and proof when supported.

Excess spending

When spending exceeds available balance

Draft liquidation items cannot exceed the current allocatable balance. The form blocks amounts above Available Remaining minus existing drafts.

If submitted liquidation totals exceed the released amount, the release may enter an over-liquidated state for Admin review.

Project or company expenses linked to a Budget Release may warn when the expense amount exceeds the eligible release balance. Submission may still be allowed but requires review.

Prospeno does not silently increase the release amount. Excess spending is not automatically treated as approved reimbursement.

Relationship with Project Expenses

Direct Project Expense

A normal Project Expense may be recorded directly without a Budget Release.
Approval follows the standard project expense workflow.

Budget Release–funded expense

A project expense funded from a Budget Release may select the related release as Payment Source.
Eligible releases are shown according to available balance and project context.
Prospeno may warn when the selected expense exceeds the eligible release balance.

Approval of a project expense and settlement of a release remain related but distinct controls.
Avoid creating duplicate expense cost from both the liquidation item and a separately recorded project expense.
The system uses one canonical expense path for approved project-tagged liquidation items to prevent double counting.

Relationship with Company Expenses

Approved untagged liquidation items may route to Company Expenses.
Company overhead does not directly affect one project’s profit.
Company classification should not be used to hide a genuine project cost.
Direct company expenses and liquidated company spending should not be duplicated.
Company expenses may also select an eligible Budget Release as Payment Source for office, executive, or miscellaneous releases.

Secondary details

Editing and cancellation

Only Admins can edit an existing release.
Releases with liquidation activity cannot be edited.
Cancelled or closed releases cannot be edited.
Pending releases may be cancelled without Admin-only restrictions in some cases.
After release, cancellation is restricted and may require a cancellation outcome and note.
Financial history is preserved; physical deletion of releases or liquidation items is not supported.

Approval and rejection

Admins review amount, recipient, purpose, evidence, and classification.
Rejecting a pending release stops authorization.
Rejecting liquidation items requires a reason for batch reject operations.
Needs-revision items return to the recipient for correction.
Approving a release opens it for liquidation; approving liquidation items recognizes cost.

Payment source

Project and company expense forms may use Budget Release as a payment source when the module is active.
Eligible releases are filtered by release type, project context, and remaining balance.
Payment source selection links spending to the release without replacing liquidation review.
This guide does not describe external accounting or banking integrations.

Partial releases and top-ups

Initial approval releases the requested amount as Open.
When enabled in module settings, Admins may add funds to an open release through supported top-ups.
Total released amount includes the original amount plus approved top-ups.
Available Remaining is calculated against total released amount.

Partial liquidation

Several liquidation items may account for one release over time.
A release may remain Partially Liquidated until spending and returns settle the balance.
Draft items can be added while allocatable balance remains.

Module cancellation or expiry

New creation may be blocked when the module is inactive.
Existing release and liquidation history remains preserved.
Records may become read-only according to current module behavior.
Cancellation does not delete financial or audit records.

Financial effect

Cash control versus recognized cost

Budget Releases affect company cash control when funds leave the company.

Project or company cost is recognized through the approved spending records and routing rules—not merely because a release was created.

Budget Release → Cash leaves company control

Approved project-tagged liquidation → Project cost

Approved untagged liquidation → Company overhead

Returned funds → Not cost

Important limitations

Budget Releases & Liquidation is a paid add-on.
A release does not automatically become expense.
Release approval does not prove the money was already spent correctly.
Final cost routing depends on approved liquidation classification.
Returned funds are not cost.
Project and company spending must not be duplicated through separate records.
Proof requirements depend on company policy and current workflow.
Editing and cancellation are restricted after financial activity begins.
Completed or settled financial history should remain auditable.
This module supports operational fund control and does not replace formal accounting, banking, or statutory systems.
Companies must reconcile Prospeno records with their own cash and accounting controls.

Where to find help

Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.

Budget Releases & Liquidation

Controlled fund release

Accountable liquidation

Accurate cost routing

Overview

Who can use it

Budget Release vs Liquidation

Budget Release workflow

Budget Release details

Release record fields

Budget Release statuses

Available Remaining

Liquidation workflow

Liquidation item details

Each liquidation item may include

Project-tagged vs company-level spending

Liquidation statuses

Receipts and proof

Supporting proof may include

Returned funds

Returned funds

Excess spending

Relationship with Project Expenses

Relationship with Company Expenses

Secondary details

Financial effect

Important limitations

Where to find help

Related links