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What are the budget warning banner changes?

Currently, a warning banner appears in the Budget when you add a financial line item (i.e. change orders, commitments, direct costs) that uses either: 1) a non-budgeted cost code and/or cost type, or 2) a non-categorized cost code and/or cost type. Non-budgeted items use a cost code and/or cost type that is not already being used in the budget. Non-categorized items use a Division (e.g. 01- General Requirements) in the cost code field, or are missing a cost code and/or cost code type.

 

We are making changes to how these financial line items appear in your Budget. In February, these financial line items will be automatically added to your Budget in lieu of warning banner.

Why is it Changing?

  • Financial Transparency: Our aim is to provide transparency into your project financial data. We have found that many of our clients may not be aware of costs or revenue being incurred on a project as those non-budgeted and non-categorized values are not shown within the budget.

What is changing?

  • For non-budgeted line items: Users will receive a pop-up when creating a financial line item asking to confirm they would like to add this combination to the budget. If the user selects OK in the pop-up, these line items will be added directly to the Budget with a "?" next to the line item. There will also be a tool tip which informs the user that the line item is non-budgeted. This will include a new filter (Unbudgeted) to filter out regular Budget line items and view only non-budgeted and non-categorized line items. In addition to non-budgeted commitment, change order, and (non-ERP) direct cost line items, this will also include:
    • Non-budgeted Change Event line items. If your budget view is not using ROM and RFQ as a source (Add Cost ROM & RFQ Source Columns to a Budget View), the budget will add these as $0 line items.
    • Non-budgeted (Original) Prime Contract line items. If your budget view is not using (Original) Prime Contract as a source, the budget will add these as $0 line items.
    • Non-budgeted, mapped Prime Change Order financial markup.
    • These non-budgeted line items will appear very similar to regular Budget line items, but unlike regular Budget line items, will not allow a user to edit the Original Budget Amount or the Forecast to Complete or create a Budget Modification into/from the line item, as they are considered partial Budget Line items. Users can bulk select the line items to "Add to Budget" to convert the line items to regular Budget line items, and to allow the user to edit the Original Budget Amount or the Forecast to Complete or create a Budget Modification into or from line items.

      budgetpopup.png
       
  • For non-categorized line items: These line items will be added directly to the Budget with a "?" next to the line item and "None" in place of the missing cost code and/or cost type in place of the division selected as a cost code. There will be a tool tip which informs the user that the item is either missing a cost code or cost type. This will include a new filter (Cost Code = None, or Cost Type = None) to filter out all the non-categorized line items to view the Budget as it is today without non-categorized line items. In addition to non-categorized commitment, change order, (non-ERP) direct cost line items, this will include:
    • Non-categorized Change Event line items. If your budget is not using ROM and RFQ as a source (Add Cost ROM & RFQ Source Columns to a Budget View), the budget will add these as $0 line items.
    • Non-categorized (Original) Prime Contract line items. If your budget view is not using (Original) Prime Contract as a source, the budget will add these as $0 line items.
    • Non-mapped Prime Change Order financial markup will no longer be allocated to each change order line item in the budget. If financial markup is not mapped to a cost code and cost type, it will appear on the Budget as Cost Code = None, Cost Type = None, and Division = None.
    • These non-categorized line items will appear very similar to regular Budget line items, but unlike regular Budget line items, will not allow a user to edit the Original Budget Amount or the Forecast to Complete or create a Budget Modification into/from the line item, as they are considered partial Budget line items. If the financial items (contract, change order, etc.) associated with the non-categorized line items are still editable, the user can return to the point of creation to add the missing cost code or cost type in order to convert the line items to a regular Budget line items. 

      non-categorizedbudget.png

What will happen to my existing warning banner items?

  • Non-budgeted line items: Upon logging in after the change, the Budget will provide a pop-up confirming the user will "add all un-budgeted lines to your Budget." The pop-up will list all line items this change will affect, and will automatically convert these warning banner items into Budget line items. Procore will also automatically save a snapshot of your Budget as it was prior to adding these warning banner items to the budget.
  • Non-categorized items: These will be automatically added to the Budget with a "?" next to the line item and "None" in place of the missing cost code and/or cost type or in place of the division selected as a cost code. 
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