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How does the 'Notes' column work on a budget view?

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Background

What is the Budget Notes column in a budget view and how does it work?

Answer

The Budget Notes feature in Procore allows users to add critical information to budget line items. This feature is designed to enhance monthly project reviews, executive communication, and project team collaboration by providing a dedicated space for notes that can be easily viewed and exported.

  • Adding Notes: Users with 'Standard' or 'Admin' level permissions on the Budget tool can add notes (up to 255 characters) to budget line items. These notes provide additional context or details about the budget entries.

     Practice

    To add Budget Notes in Procore, follow these steps:

    1. Navigate to the Project level Budget tool.

    2. Click the Add Notes button from the budget line item you wish to annotate.

    3. Enter your note in the provided text field.

    4. Click Save to store your note.

  • Filtering Notes: The budget can be filtered to display only those line items that contain notes. This filtering capability helps users quickly identify and focus on entries with additional commentary or information.

  • Reporting on Budget Notes: Users can use 360 Reporting to generate reports that include budget notes, providing a comprehensive overview of the financial details and associated commentary for each line item. This feature aids in project analysis and decision-making.

  • Collaboration: Notes in the budget can be created or edited by any user with the appropriate permissions. While there is no way to prevent others from editing a note you have added, the Budget tool’s change history records all changes, including the content and names of users who made modifications. This ensures transparency and accountability in collaborative environments.

  • Deleting Notes: If a budget line item is deleted, any notes associated with that line will also be deleted and lost. It is important to ensure that any necessary information is saved elsewhere before deleting a line item.