Budget allocations - KayanOS Documentation

A budget allocation relates one budget line to one configured target. It can represent a fixed amount or a percentage, a timing/frequency setting, a period, an overview/details field, and a configured status. It is a planning/control record, not a payment, procurement approval, accounting posting, cash reservation, or proof of actual spend. The Syrian Citizen Services Directorate allocates the Regional Adviser Training line to the Digital Citizen Intake Modernization project, then allocates a separate line to a regional service centre. Each allocation starts from the correct budget and budget line.

When to use it

Use an allocation when the directorate needs to associate part of a budget line with a project, plan, goal, output, activity, task, node, location, assignment, position, or another target option shown in the deployed workspace. Choose only targets available in the current form. The underlying model can support a wider set of target types, while older/specialized screens may offer a narrower list. Do not document or select a target solely because it exists in another organization’s configuration.

Configuration

Field	What to configure	Important behavior
Budget	Required budget record	Choose this first. It determines which budget lines are valid.
Budget line	Required line from the selected budget	The line selector is constrained to the chosen budget.
Target type and target	Required configured target category and record	Relates the allocation to work/structure; it does not identify an approval owner or payment recipient.
Allocation mode	Fixed amount or percentage where enabled	Percentage mode uses the selected line’s planned amount as its source in the current allocation metadata.
Amount/percentage	Fixed amount or percentage value	Percentage must be within 0–100 in the supplied form.
Timing	Frequency and start/end dates where enabled	End date cannot be before start date in the supplied form.
Status/details	Deployed configured status and explanatory overview/details	Use only available status values and approved narrative information.

The standard source metadata supports planned, released, committed, in-use, closed, and cancelled allocation states. Treat these as configured operational states. None proves an accounting entry, supplier commitment, public-finance approval, or actual expenditure on its own.

Workflow

Open Budget allocations and identify the target purpose before choosing values.
Select the budget.
Select the budget line that belongs to that budget and represents the intended purpose.
Choose the target type visible in the deployed form, then choose the target record.
Select fixed amount or percentage where the form offers that choice. Enter the reviewed amount/percentage.
Set the frequency and dates if they are enabled. Check that the end date is not earlier than the start date.
Select the configured status and add concise details/overview where needed.
Save, then re-open the allocation and verify budget, line, target, amount mode, dates, and status together.

Worked example

The Directorate assigns part of its regional-training line to the intake-modernization project.

Budget: BUD-INTAKE-2026 Budget line: TRAIN-REGIONAL — Regional adviser training Target type: Project Target: PRJ-DIGITAL-INTAKE-2026 Mode: Percentage Percentage: 40 Period: the approved training period Status: choose the status available in the deployed workspace

If the line’s planned amount is 10,000 in the configured currency, a 40% percentage allocation derives a 4,000 committed amount in the current metadata model. That is a planning calculation. It does not establish that 4,000 is paid, encumbered in an accounting system, or legally committed. For the regional service-centre allocation, choose the Location or Node target only if it accurately represents where the planned use belongs. Do not select an assignment merely because a person is associated with the work.

Testing

Use a temporary budget, line, target, and allocation with non-sensitive values.

Create a temporary budget with two temporary lines.
Select the budget and confirm that only its lines are selectable.
Create one fixed-amount allocation and one percentage allocation for different temporary targets.
Attempt a percentage below 0 or above 100 and confirm validation prevents it.
Attempt an end date before the start date and confirm validation prevents it.
Re-open the saved test allocation to verify the complete relationship, then retire the test data.

Never test allocation status or amount behavior against a live operational budget without the appropriate financial review.

Troubleshooting

Situation	Check	Resolution
No budget line is available	Selected budget	Select/save the intended budget first and verify the line belongs to it.
The target list is different from this guide	Deployed allocation configuration	Use only target types shown in the form and update documentation after a verified configuration change.
The percentage cannot be saved	Percentage range	Enter a value from 0 through 100 and check the selected amount mode.
The date range is rejected	Start/end dates	Make the end date equal to or later than the start date.
A reviewer assumes the allocation is a payment	Record boundary	Check the organization’s separate procurement/accounting/payment process; an allocation is not proof of any of those actions.

Permissions and data-quality limits

Budget allocation access is controlled by the allocation entity capability and potentially the record’s scopes. Budget or project ownership does not automatically grant create/update/delete access. Keep the target relation and narrative details factual. Do not treat an allocation status, amount, or percentage as an approval, actual expense, accounting posting, legal commitment, or citizen-service performance measure. Illustrative KayanOS budget allocation for a representative service-centre activity.

Illustrative KayanOS budget allocation for a representative service-centre activity.

Create the source records in Budgets.
Define the service initiative in Projects.
Review workforce/project time in Shifts and timesheets.

​When to use it

​Configuration

​Workflow

​Worked example

​Testing

​Troubleshooting

​Permissions and data-quality limits

​Related guides