ProcureFlow Docs
Finance

Allocate Budget

Step-by-step guide for adding budget allocations to a cost center, covering both Lifetime and Financial Year budget types.

Last updated 16 July 2026

Who can use this?

Available to Admin only. Other roles do not have access to these settings.

  1. Go to Settings in the top navigation bar.
  2. In the left sidebar under Financial, click Cost Centers.

The page shows a hierarchy of all cost center groups and cost centers.

Step 1 – Cost Center Management page under Settings → Financial, showing the Standard Hierarchy table with cost centers
Step 1 – Cost Center Management page under Settings → Financial, showing the Standard Hierarchy table with cost centers

Open a cost center

  1. Click the expand arrow next to a group to reveal cost centers inside it.
  2. Click the cost center name (shown in blue) to open its detail page.
Step 2 – Cost centers listed in the table; click any name (shown in blue) to open its detail page
Step 2 – Cost centers listed in the table; click any name (shown in blue) to open its detail page
Tip: Cost centers without a group appear directly in the table without needing to expand anything.

Review the cost center overview

The cost center detail page shows four summary cards at the top:

  • Total Budget: the sum of all budget allocated to this cost center (for the current financial year if FY type).
  • Available Budget: total budget minus spending, with a utilisation progress bar.
  • Role Assignments: number of users assigned to this cost center.
  • Current Financial Year: shown only for Financial Year budget type cost centers; displays the active FY period.
Step 3 – Administration cost center detail page showing Total Budget, Utilised Budget, Available Budget, and Current Financial Year summary cards
Step 3 – Administration cost center detail page showing Total Budget, Utilised Budget, Available Budget, and Current Financial Year summary cards

Open the Budget History tab

Click the Budget History tab below the summary cards.

This tab lists all past budget allocations and contains the Add Budget button to create a new one.

Step 4 – Budget History tab showing the Budget by GL Code rollup table and existing allocations; the Add Budget button is at top right
Step 4 – Budget History tab showing the Budget by GL Code rollup table and existing allocations; the Add Budget button is at top right

Open the Add Budget form

Click the + Add Budget button. A dialog opens with the following fields:

  • Reference Name: a label to identify this allocation (e.g. Q3 FY2026 Top-up - Maintenance).
  • Amount: the amount to allocate in the organisation's currency.
  • GL Code: optional. Select a GL code to allocate the budget at the GL code level within this cost center. Leave blank to allocate at the cost center level.
  • Financial Year: visible only for Financial Year budget type cost centers (see Step 6).
Cost center vs GL code level: Allocating at the cost center level sets the overall budget envelope for the cost center. Allocating at a GL code level ring-fences budget for a specific expense category (e.g. Travel, Software) within the same cost center. Both levels contribute to the cost center's Total Budget.
Step 5 – The Add Budget Allocation dialog with Reference Name, Amount, Financial Year, and the GL Code field (leave blank for a cost-center-level allocation)
Step 5 – The Add Budget Allocation dialog with Reference Name, Amount, Financial Year, and the GL Code field (leave blank for a cost-center-level allocation)
Note: Budget allocations are additive: each submission adds to the existing total. There is no upper limit enforced at creation.

Select a Financial Year (FY budget type only)

If the cost center uses the Financial Year budget type, a Financial Year dropdown appears.

Click it and select the year this allocation belongs to.

All financial years configured for your organisation appear in the list.

Step 6 – Selecting "FY 2026 (Jan 2026 - Dec 2026)" as the financial year for this allocation
Step 6 – Selecting "FY 2026 (Jan 2026 - Dec 2026)" as the financial year for this allocation
Important: Selecting a Financial Year is required. The system will show an error and block submission if no financial year is selected.

Fill in the allocation details and submit

  1. Enter a Reference Name.
  2. Enter the Amount.
  3. Optionally select a GL Code.
  4. Confirm the Financial Year is selected (if applicable).
  5. Click Create Budget Allocation.
Step 7 – Form completed: reference name "Q3 FY2026 Top-up - Maintenance", MYR 50,000, GL Code "2345 · Maintenance & Repairs", linked to FY 2026
Step 7 – Form completed: reference name "Q3 FY2026 Top-up - Maintenance", MYR 50,000, GL Code "2345 · Maintenance & Repairs", linked to FY 2026

Budget allocated

The dialog closes and the page refreshes automatically. The summary cards at the top update immediately to reflect the new allocation:

  • Total Budget increases by the amount just allocated.
  • Available Budget updates to match (since no spending has occurred yet).

The new entry also appears in the Budget Allocations table below, showing:

  • the date
  • reference name
  • financial year (if applicable)
  • GL code (if applicable)
  • amount
  • the user who created it
Step 8 – Total Budget updated to MYR 3,091,060.00; the new allocation appears at the bottom of the Budget Allocations table with GL code and financial year
Step 8 – Total Budget updated to MYR 3,091,060.00; the new allocation appears at the bottom of the Budget Allocations table with GL code and financial year
Tip: You can add multiple allocations over time, for example a top-up mid-year at the cost center level or at a specific GL code level. Each shows as a separate row in the Budget History table. GL code-level allocations are labelled with the GL code, making it easy to see how budget is split across expense categories.

GL Codes & Cost Centers

Step-by-step guide for setting up your organisation's financial structure in ProcureFlow.

Top Up a Cost Center

Add a new budget allocation to an existing cost center. This guide walks an admin through navigating to a cost center and recording a budget top-up with a reference name, amount, and financial year.

On this page

Navigate to Cost CentersOpen a cost centerReview the cost center overviewOpen the Budget History tabOpen the Add Budget formSelect a Financial Year (FY budget type only)Fill in the allocation details and submitBudget allocated