Budget Concepts
Core concepts that power Rahal's budget management system
Budget Concepts
Understanding these core concepts is essential for configuring and using Rahal's budget system. Each concept builds on the others to create a flexible spending control framework.
Configuration Concepts
These concepts determine how budgets are structured and behave:
Allocation Types
Per User vs Shared Pool - How budget amounts are distributed among assigned users. Per User gives each person their own allocation; Shared Pool creates a common fund for everyone.
Budget Periods
Monthly, Quarterly, or Yearly cycles - Time-based windows when budgets are active. Each period tracks spending independently and resets according to your schedule.
Rollover Policies
None, Partial, or Full - What happens to unused budget at period end. Control whether funds expire, partially carry forward, or fully accumulate.
Enforcement Modes
Track, Warn, Require Approval, or Block - Actions taken when spending exceeds budget. Range from passive monitoring to complete blocking.
Runtime Concepts
These concepts determine how budgets behave during actual booking:
Budget Resolution
User → Role → None - How the system determines which budget applies to a user. Follows a priority hierarchy with user overrides taking precedence.
Consumption Lifecycle
Pending → Spent → Refunded - How transactions flow through budget states. Understand reservations, confirmations, cancellations, and refunds.
How Concepts Work Together
Example: Sales Team Budget
Let's see how these concepts combine for a real scenario:
Configuration:
- Allocation: Per User ($3,000/month each)
- Period: Monthly, starting on day 1
- Rollover: Full, max $1,500
- Enforcement: Warn When Exceeded
At Runtime:
- Resolution: Sales rep Alice is assigned via role "Sales Representative"
- Period Check: Current period is January 1-31, Alice has $3,500 available ($3,000 + $500 rollover)
- Booking: Alice books $4,000 flight
- Enforcement: System warns "Exceeds by $500" but allows her to proceed
- Consumption: $4,000 moves to pending, then spent on confirmation
- Rollover: At month end, no remaining balance to roll over
Concept Decision Matrix
| Question | Relevant Concept |
|---|---|
| Should each person get their own limit? | Allocation Types |
| How often should budgets reset? | Periods |
| What happens to unused funds? | Rollover |
| What if someone exceeds their limit? | Enforcement |
| How does the system pick which budget? | Resolution |
| How is spending tracked in real-time? | Consumption Lifecycle |
Reading Order
For the best understanding, we recommend reading concepts in this order:
- Allocation Types - The fundamental choice
- Periods - How time cycles work
- Rollover - Period transitions
- Enforcement - What happens when exceeded
- Resolution - Connecting budgets to users
- Consumption Lifecycle - Transaction flow
Next Steps
Once you understand these concepts:
- Admin Guide - Configure budgets step by step
- Reference - Look up specific fields and values