Church Cashbook Data Schema Manual

Annual budget lines per church/FY/category for variance reporting.

Purpose

The budgets table stores annual budget amounts used for variance reporting (Budget vs Actual) by church and financial year.

How it relates to the system

• Budgets are compared against actual totals derived from transactions (excluding voided items).
• Budgets are typically entered/edited by authorised Treasurers only (governance rule).

Columns

• id — int UNSIGNED NOT NULL
• church_id — int UNSIGNED NOT NULL
• fy_start_year — int NOT NULL
• church_category_id — int UNSIGNED NOT NULL
• amount — decimal(12 ,2) NOT NULL DEFAULT '0.00'
• created_by_user_id — int UNSIGNED DEFAULT NULL
• created_at — datetime NOT NULL DEFAULT CURRENT_TIMESTAMP
• updated_by_user_id — int UNSIGNED DEFAULT NULL
• updated_at — datetime NOT NULL DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP

Indexes

• PRIMARY KEY `id`
• idx_budget_church_fy (`church_id`,`fy_start_year`)
• idx_budget_cat (`church_category_id`)
• idx_budget_created_by (`created_by_user_id`)
• idx_budget_updated_by (`updated_by_user_id`)

Constraints

• fk_budgets_church: church_id → churches.id ON DELETE RESTRICT ON UPDATE CASCADE, ADD CONSTRAINT `fk_budgets_church_category` FOREIGN KEY (`church_category_id`) REFERENCES `church_categories` (`id`) ON DELETE RESTRICT ON UPDATE CASCADE, ADD CONSTRAINT `fk_budgets_created_by_user` FOREIGN KEY (`created_by_user_id`) REFERENCES `users` (`id`) ON DELETE SET NULL ON UPDATE CASCADE, ADD CONSTRAINT `fk_budgets_updated_by_user` FOREIGN KEY (`updated_by_user_id`) REFERENCES `users` (`id`) ON DELETE SET NULL ON UPDATE CASCADE
• chk_budgets_cat_xor — CHECK constraint: cat_category_id and cat_heading_id are mutually exclusive; at most one may be non-NULL on any row. Enforced at DB level (MySQL 8.0.16+ / MariaDB 10.2.1+); the application also enforces this invariant in the budgets save path. Added: migration SCH-02.

Operational notes

• Invariant: budgets are annual and category-level; they do not affect balances.
• Governance: edits should be logged (activity + audit where appropriate).
• Data quality: keep category wording stable over time to preserve comparability.

DDL

-- phpMyAdmin SQL Dump
-- version 5.2.1
-- https://www.phpmyadmin.net/
--
-- Host: localhost:8889
-- Generation Time: Feb 24, 2026 at 08:00 PM
-- Server version: 8.0.40
-- PHP Version: 8.3.14

SET SQL_MODE = "NO_AUTO_VALUE_ON_ZERO";
START TRANSACTION;
SET time_zone = "+00:00";


/*!40101 SET @OLD_CHARACTER_SET_CLIENT=@@CHARACTER_SET_CLIENT */;
/*!40101 SET @OLD_CHARACTER_SET_RESULTS=@@CHARACTER_SET_RESULTS */;
/*!40101 SET @OLD_COLLATION_CONNECTION=@@COLLATION_CONNECTION */;
/*!40101 SET NAMES utf8mb4 */;

--
-- Database: `church_accounts`
--

-- --------------------------------------------------------

--
-- Table structure for table `budgets`
--

CREATE TABLE `budgets` (
  `id` int UNSIGNED NOT NULL AUTO_INCREMENT,
  `church_id` int UNSIGNED NOT NULL,
  `fy_start_year` int NOT NULL,
  `cat_category_id` int UNSIGNED DEFAULT NULL,
  `cat_heading_id` int UNSIGNED DEFAULT NULL,
  `church_category_id` int UNSIGNED NOT NULL,
  `amount` decimal(12,2) NOT NULL DEFAULT '0.00',
  `created_by_user_id` int UNSIGNED DEFAULT NULL,
  `created_at` datetime NOT NULL DEFAULT CURRENT_TIMESTAMP,
  `updated_by_user_id` int UNSIGNED DEFAULT NULL,
  `updated_at` datetime NOT NULL DEFAULT CURRENT_TIMESTAMP ON UPDATE CURRENT_TIMESTAMP,
  CONSTRAINT `chk_budgets_cat_xor` CHECK (
    `cat_category_id` IS NULL OR `cat_heading_id` IS NULL
  )
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4 COLLATE=utf8mb4_unicode_ci;

--
-- Indexes for dumped tables
--

--
-- Indexes for table `budgets`
--
ALTER TABLE `budgets`
  ADD PRIMARY KEY (`id`),
  ADD UNIQUE KEY `uq_budget_church_fy_cat` (`church_id`,`fy_start_year`,`church_category_id`),
  ADD KEY `idx_budget_church_fy` (`church_id`,`fy_start_year`),
  ADD KEY `idx_budget_cat` (`church_category_id`),
  ADD KEY `idx_budget_created_by` (`created_by_user_id`),
  ADD KEY `idx_budget_updated_by` (`updated_by_user_id`);

--
-- AUTO_INCREMENT for dumped tables
--

--
-- AUTO_INCREMENT for table `budgets`
--
ALTER TABLE `budgets`
  MODIFY `id` int UNSIGNED NOT NULL AUTO_INCREMENT;

--
-- Constraints for dumped tables
--

--
-- Constraints for table `budgets`
--
ALTER TABLE `budgets`
  ADD CONSTRAINT `chk_budgets_cat_xor` CHECK (`cat_category_id` IS NULL OR `cat_heading_id` IS NULL),
  ADD CONSTRAINT `fk_budgets_church` FOREIGN KEY (`church_id`) REFERENCES `churches` (`id`) ON DELETE RESTRICT ON UPDATE CASCADE,
  ADD CONSTRAINT `fk_budgets_church_category` FOREIGN KEY (`church_category_id`) REFERENCES `church_categories` (`id`) ON DELETE RESTRICT ON UPDATE CASCADE,
  ADD CONSTRAINT `fk_budgets_created_by_user` FOREIGN KEY (`created_by_user_id`) REFERENCES `users` (`id`) ON DELETE SET NULL ON UPDATE CASCADE,
  ADD CONSTRAINT `fk_budgets_updated_by_user` FOREIGN KEY (`updated_by_user_id`) REFERENCES `users` (`id`) ON DELETE SET NULL ON UPDATE CASCADE;
COMMIT;

/*!40101 SET CHARACTER_SET_CLIENT=@OLD_CHARACTER_SET_CLIENT */;
/*!40101 SET CHARACTER_SET_RESULTS=@OLD_CHARACTER_SET_RESULTS */;
/*!40101 SET COLLATION_CONNECTION=@OLD_COLLATION_CONNECTION */;