Requisitions & Budget Management

Overview

Energy CMMS provides comprehensive budget planning, tracking, and material requisition workflows integrated with maintenance operations.

Budget Structure

Budgets are organized hierarchically:

Budget Components

Budget Lines

Major categories (disciplines) like Electrical, Mechanical, Civil

Items

Specific expense concepts within each line

Monthly Details

Projected spending distribution across months

Creating Annual Budgets

Navigate to Budgets

Go to Budgets > Annual Budgets

Create Budget

Click “Add Annual Budget”:

Year: Fiscal year
Name: Descriptive name (e.g., “2024 Maintenance Budget”)
Currency: Default currency

Add Budget Lines

Create lines by discipline:

Link to Discipline (auto-creates from Asset Categories)
Or use Description for custom lines
Set Projected Amount (optional, calculated from items)

Define Items

Within each line, create specific expense items:

Concept: What you’re budgeting for
Frequency: How often this expense occurs
Is Recurring: Auto-distribute across months

Distribute Across Months

For each item, set monthly projections:

Manual entry per month
Or use recurring patterns
Total validates against yearly amount

Budget Item Configuration

# Example: Creating recurring monthly expense
item = ItemPresupuesto.objects.create(
    partida=partida,
    concepto="Electrical Spare Parts",
    frecuencia='MENSUAL',
    es_recurrente=True
)

# Distribute equally across 12 months
for mes in range(1, 13):
    DetallePeriodico.objects.create(
        item=item,
        mes=mes,
        monto=1000.00  # $1,000 per month
    )

Budget Cronogram View

Visualize budget execution over time:

Single Budget
Group Analysis

View one budget’s performance:

Monthly projected vs actual
By discipline breakdown
Item-level detail
Cumulative spending curves

Key Features

Interactive Editing

Edit projections directly in the cronogram:

Click any cell to modify
Real-time total recalculation
Instant validation

Visual Indicators

Color-coded status:

🟢 Under budget
🟡 On target
🟠 Approaching limit
🔴 Over budget

Drill-Down Analysis

Click any value to see:

Contributing expenses
Related work orders
Material consumptions
Invoice details

Executing Against Budget

Record actual expenses:

Link to Budget Line

When creating expense, select:

Budget year
Budget line (discipline)
Specific item (if applicable)

Record Expense

GastoEjecutado model captures:

Date of expense
Amount
Description
Supporting documents

Automatic Tracking

System updates:

Monthly execution totals
Budget vs actual variance
Remaining balance
Alerts if over budget

Expense Recording

# Record an executed expense
gasto = GastoEjecutado.objects.create(
    partida=partida,
    fecha=date.today(),
    monto=850.50,
    descripcion="Motor repair parts",
    orden_trabajo=orden  # Optional link to work order
)

Expenses can be linked to work orders, material movements, or purchase orders for full traceability.

Material Requisitions

Request materials needed for maintenance:

Requisition Workflow

Creating Requisitions

Initiate Request

From work order or standalone:

Requestor
Delivery location
Required date
Priority level

Add Items

For each material:

Material/part number
Quantity required
Purpose/work order
Alternative options

Submit for Approval

Routing based on value:

Low value: Automatic approval
Medium: Supervisor approval
High: Manager approval

Warehouse Fulfillment

Once approved:

Generate pick list
Reserve stock
Prepare items
Schedule delivery

Receive & Consume

At delivery:

Technician confirms receipt
System records consumption
Updates work order costs
Reduces inventory

Requisition States

Draft
Pending Approval
Approved
Fulfilled

Being prepared:

Can add/remove items
Not yet submitted
No approvals started

Integration with Work Orders

Automatic material requisitions:

# Work order triggers requisition
orden = OrdenTrabajo.objects.get(id=123)

# System checks routine for required materials
if orden.rutina:
    materiales_necesarios = orden.rutina.materiales_requeridos.all()
    
    # Create requisition automatically
    requisicion = MaterialRequisition.objects.create(
        orden_trabajo=orden,
        solicitante=orden.tecnico,
        ubicacion_entrega=orden.ubicacion
    )
    
    # Add materials
    for item in materiales_necesarios:
        requisicion.items.create(
            material=item.material,
            cantidad=item.cantidad * orden.activos.count()
        )

Configure routine templates with standard materials to automatically generate requisitions when work orders are created.

Budget Reports

Standard Reports

Monthly Summary

Month-by-month analysis:

Projected vs actual
Variance analysis
Trending indicators

Discipline Breakdown

By category performance:

Each budget line
Item-level detail
Top expense drivers

Efficiency Metrics

Budget utilization:

% spent to date
Burn rate
Projected year-end

Variance Report

Over/under analysis:

Significant deviations
Root cause tracking
Corrective actions

Export Options

Excel - Matrix Format
Excel - Pivot Format
PDF Report

# Standard cronogram export
response = exportar_cronograma_excel(request, pk=budget_id)

Contains:

Disciplines as rows
Months as columns
Projected and actual values
Visual formatting

# Flat format for pivot tables
response = exportar_cronograma_grupal_excel_pivot(request, pk=group_id)

Structure:

One row per item per month
All dimensions as columns
Ready for pivot analysis

# Formatted PDF with charts
response = exportar_cronograma_pdf(request, pk=budget_id)

Includes:

Executive summary
Visual charts
Detailed tables
Variance commentary

Budget Grouping

Consolidate multiple budgets:

Create Budget Group

Go to Budgets > Grouped Budgets:

Name (e.g., “All Sites 2024”)
Description

Add Budgets

Select individual budgets to include:

Different locations
Different departments
Different years (for comparison)

View Consolidated Analysis

Group view shows:

Total across all budgets
Per-budget breakdown
Comparative metrics
Drill-down capability

Group Analysis Features

# Consolidated monthly totals
data = _get_cronograma_data(presupuestos_list)

# Returns aggregated structure:
{
    'presupuestos_data': [...]  # Individual budget details
    'global_proyectado_mes': [...]  # Sum of all projected by month
    'global_ejecutado_mes': [...]  # Sum of all executed by month
    'total_general_proyectado': X  # Grand total projected
    'total_general_ejecutado': Y  # Grand total executed
}

Real-Time Budget Updates

Automatic updates from various sources:

Work Order Completion

When closing work order:

Labor hours recorded
Materials consumed
External services invoiced
All costs hit budget automatically

Inventory Movements

Material withdrawals:

Warehouse issues materials
Costed at average or FIFO
Charged to requisition’s budget line

Purchase Orders

When PO is received:

Accrual against budget
Final cost on invoice
Variance tracking

Manual Entries

Direct expense recording:

Admin records cost
Links to budget line
Includes supporting docs

Forecasting and Projections

Automated Projections

# Extend current spending trends
from django.db.models import Sum
from datetime import date

# Calculate burn rate
meses_transcurridos = date.today().month
total_gastado = partida.gastos.aggregate(
    total=Sum('monto')
)['total'] or 0

burn_rate = total_gastado / meses_transcurridos
proyeccion_anual = burn_rate * 12

# Compare to budget
if proyeccion_anual > partida.monto_proyectado:
    alert_over_budget()

Scenario Planning

Create multiple budget versions to model different scenarios: conservative, expected, and optimistic.

Budget Alerts and Notifications

Automated monitoring:

Alert Types

Threshold Alerts

Notify when:

75% of budget consumed
90% of budget consumed
Budget exceeded

Variance Alerts

Significant deviations:

20% over in any month
Unusual spending pattern
Large single transactions

Approval Alerts

Workflow notifications:

Pending approvals
Rejected requisitions
Awaiting documents

Forecasting Alerts

Projected issues:

Will exceed budget by year-end
Underspending (unexecuted work)
Reallocation opportunities

Budget vs Actual Analysis

Key performance indicators:

# Calculate variance metrics
from django.db.models import Sum, F

analysis = PartidaPresupuestaria.objects.annotate(
    ejecutado=Sum('gastos__monto'),
    varianza=F('monto_proyectado') - F('ejecutado'),
    pct_usado=F('ejecutado') * 100.0 / F('monto_proyectado')
).filter(
    presupuesto_anual__anio=2024
)

Visualization

Monthly Comparison
Discipline Heatmap
Waterfall Chart

Line chart showing:

Projected (dotted line)
Actual (solid line)
Cumulative curves
Variance shading

Best Practices

Regular Reconciliation

Monthly closeout process:

Review all expenses
Verify coding
Identify discrepancies
Accrue pending invoices

Detailed Item Breakdown

Granular tracking:

Don’t lump everything into one item
Separate predictable costs
Track by work type
Enable meaningful analysis

Link to Work Orders

Full traceability:

Always link expenses to work orders
Enables cost-per-asset analysis
Supports labor hour tracking
Justifies budget requests

Historical Comparison

Year-over-year analysis:

Compare to previous years
Identify trends
Justify budget increases
Benchmark performance

CAPEX vs OPEX

Distinguish capital from operational expenses:

OPEX - Operational
CAPEX - Capital

Recurring maintenance costs:

Routine maintenance
Consumables
Labor
Utilities

Expensed immediately, hits budget.

Configure budget lines with tipo field to distinguish CAPEX vs OPEX for proper financial reporting.

Integration Points

With Inventory

Material costs flow automatically
Requisition approval workflows
Stock valuation methods (FIFO, Average)

With Purchasing

Purchase order accruals
Vendor invoice matching
Three-way matching (PO, Receipt, Invoice)

With Maintenance

Work order cost accumulation
Labor hour costing
Equipment downtime costs

Next Steps:

Overview

Getting Started

Core Modules

User Guides

Integration

​Overview

​Budget Structure

​Budget Components

Budget Lines

Items

Monthly Details

​Creating Annual Budgets

​Budget Item Configuration

​Budget Cronogram View

​Key Features

​Executing Against Budget

​Expense Recording

​Material Requisitions

​Requisition Workflow

​Creating Requisitions

​Requisition States

​Integration with Work Orders

​Budget Reports

​Standard Reports

Monthly Summary

Discipline Breakdown

Efficiency Metrics

Variance Report

​Export Options

​Budget Grouping

​Group Analysis Features

​Real-Time Budget Updates

​Forecasting and Projections

​Automated Projections

​Scenario Planning

​Budget Alerts and Notifications

​Alert Types

Threshold Alerts

Variance Alerts

Approval Alerts

Forecasting Alerts

​Budget vs Actual Analysis

​Visualization

​Best Practices

​CAPEX vs OPEX

​Integration Points

​With Inventory

​With Purchasing

​With Maintenance

Build docs developers (and LLMs) love

Overview

Budget Structure

Budget Components

Creating Annual Budgets

Budget Item Configuration

Budget Cronogram View

Key Features

Executing Against Budget

Expense Recording

Material Requisitions

Requisition Workflow

Creating Requisitions

Requisition States

Integration with Work Orders

Budget Reports

Standard Reports

Export Options

Budget Grouping

Group Analysis Features

Real-Time Budget Updates

Forecasting and Projections

Automated Projections

Scenario Planning

Budget Alerts and Notifications

Alert Types

Budget vs Actual Analysis

Visualization

Best Practices

CAPEX vs OPEX

Integration Points

With Inventory

With Purchasing

With Maintenance