Budgets

beadops’s budget module tracks program and project budgets through category types, column types, budget mains, contracts, and change orders. Payment request invoices can be tied to contracts and categories for accurate expenditure tracking.

Budget Structure

Category Types

• Defined at the program level.
• Represent types of expenditure (e.g., Labor, Equipment, Construction).
• Can be marked to include in program-level budget rollups.
• Can have supporting document types (e.g., required backup for a category).

Column Types

• Also defined at the program level.
• Represent additional dimensions (e.g., funding source, fiscal year).
• Contract-level column values store amounts by these types.

Budget Main

• One per budget “container” (e.g., per project or per applicant/project combination).
• Holds totals: budget total, expended, remaining, initial value, and optional projected completion date.
• Contains one or more contracts.

Budget Contracts

• Contracts sit under a budget main (e.g., one contract per award or sub-award).
• Fields include contract name, value, total value, expended, remaining, dates, category, and notes.
• Contracts can be linked to one or more category types and have column type values (amounts per column type).
• Invoices on payment requests can be tied to a contract and optionally to category/column values so that expenditures update contract and category totals.

Change Orders

• Change orders attach to a budget main and optionally a contract.
• Track name, value, dates, notes, and sequence number.
• Can mark original vs. amended budget for reporting.

How Budgets Relate to Payment Requests

• When configuring payment requests, programs often define invoice/line-item fields that reference contract and category (and sometimes column type).
• When a user enters an invoice on a payment request, they select the contract and enter amounts by category (and column if used).
• The system can roll these amounts into contract and category expended/remaining so that:
• Program and project budget views stay accurate.
• Overspend or category violations can be flagged.
• Bulk drawdown and financial reports reflect real expenditure.

Bulk Drawdown and Payment Management

• Bulk drawdown — View or export payment requests and invoices for a period or batch, often with subtotals by project, contract, or category.
• Request period — Define the period (e.g., month/quarter) for a request for funds.
• Payment management — Some workflows support marking requests or batches as paid and tracking payment details.

Summary

Budgets in beadops provide a full hierarchy (program → category/column types → budget main → contracts → change orders) and integrate with payment requests so that every dollar requested and approved ties back to the right contract and category.