Budget Creation Wizard - Admin Guide

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Overview

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Permission Requirements

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Assigning Permissions

1. Navigate to Platform Settings → Roles & Permissions
2. Select or create a role (e.g., “Budget Manager”)
3. Enable the fa.budget.* permissions as needed
4. Assign the role to appropriate users

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Configuration

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Module Settings

• Default Budget Version Type: Set in FA Module Settings
• Fiscal Year Configuration: Required before creating budgets

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Wizard Template

• Module: fa
• Wizard Type: budget_creation
• Steps: 4 steps (header, template, lines, review)

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Customization (Future)

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Monitoring

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Viewing Wizard Drafts

1. Navigate to Platform Admin → Wizards
2. Filter by module: fa
3. View active drafts and their status

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Draft Expiration

• Default expiration: 30 days
• Drafts older than 30 days are automatically cleaned up
• Users will see a resume prompt when returning to the wizard

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Audit Trail

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Best Practices

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Before Budget Season

1. Configure Fiscal Years
   • Ensure next fiscal year is created in FA-01
   • Verify fiscal periods are generated
2. Approve Prior Year Budgets
   • Only approved budgets can be used as templates
   • Review and approve any pending budgets
3. Verify Chart of Accounts
   • Ensure all needed accounts are active
   • Add any new expense/revenue accounts

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Training Recommendations

1. For Finance Controllers
   • Template copying with growth percentages
   • Scenario planning (Best Case / Worst Case)
   • Multi-department budget entry
2. For Department Managers
   • Basic budget line entry
   • Saving and resuming drafts
   • Understanding approval workflow

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Performance Considerations

• Consider using the bulk import feature (FA-08) instead
• Template copying is optimized for large line counts
• Growth calculations happen on the server side

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Troubleshooting

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Common Admin Issues

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Users Can’t Access Wizard

1. User has fa.budget.create permission
2. User is in the correct organization context
3. Route is properly configured in navigation

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Template Budgets Not Appearing

1. Source budgets have status approved
2. Source budgets belong to the same organization
3. RLS policies are correctly configured

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Approval Submission Fails

1. FW-03 approval workflow is configured
2. Budget approvers are assigned
3. User has fa.budget.approve or is in approval chain

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Database Verification

-- Check wizard template exists
SELECT * FROM pf_wizard_templates 
WHERE module = 'fa' AND wizard_type = 'budget_creation';

-- Check approved budgets available as templates
SELECT id, version_name, status, fiscal_year_id 
FROM fa_budgets 
WHERE organization_id = '<org_id>' 
AND status = 'approved';

-- Check recent wizard drafts
SELECT * FROM pf_wizard_drafts 
WHERE module = 'fa' 
ORDER BY updated_at DESC 
LIMIT 10;

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Security Considerations

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Data Access

• All budget queries include organization_id filter (defense-in-depth)
• RLS policies enforce tenant isolation
• Template copying only works within same organization

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PHI/PII

• Budget data does not contain PHI
• User IDs are stored for audit (created_by, approved_by)
• No external data transmission

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Audit Requirements

1. All budget modifications are timestamped
2. Approval chain is documented in fa_budgets
3. Changes after approval require new version

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Integration Points

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FA-01: Chart of Accounts

• Provides accounts, funds, departments, programs
• Fiscal year and period definitions

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FA-08: Budget Management

• useCreateBudget hook for budget creation
• useBulkCreateBudgetLines for line insertion
• useSubmitBudgetForApproval for workflow

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FW-03: Approval Workflows

• Budget submission triggers approval workflow
• Approvers receive notifications
• Status updates flow back to budget

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PF-41: Configurable Wizards

• Step rendering and navigation
• Draft persistence
• Progress tracking

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Related Documentation

• Budget Creation Wizard - User Guide
• FA Module Settings
• Chart of Accounts Guide
• FA Security Considerations