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Set up a New Budget View

Objective

To set up a new budget view to add to projects in your company. 

Background

With the Configurable Budget & Forecasting (CBF) feature for the project's Budget tool, you can create customized views of your construction project's budget (i.e., a customized visual layout for viewing your budget data). This 'view' can include a wide variety of data columns (e.g., Original Budget Amount, Budget Modifications, Revised Budget, Pending Budget Changes, and many more). You can also create multiple views for a single project, giving you the flexibility to incorporate a variety of different layouts for viewing your budget data in Procore. To set up one or more new budget views for your Procore project, use the Steps below as a guideline. 

Things to Consider

Steps

Add a New Budget View

  1. Navigate to the company's Admin tool. 
    This reveals the Company Settings page. 
  2. In the right pane under 'Administrative Settings', click Budgeting Configuration.
  3. Click Set Up New Budget View.



    This reveals the Setup Budget View window. 
  4. Highlight the desired view to use it as a template for your new view:


     
    • Standard Views:
      • Procore Standard Budget. This is the default view for the Budget tool on all Procore projects. Your new view will inherit all of these columns and you can add or remove columns later: Division, Projected over Under, Category, Original Budget Amount Budget Modifications, Project, Sub Job, Approved COs, Direct Costs, Cost Code, Revised Budget, Projected Budget, Committed Costs, Pending Cost Changes, Projected Costs, Forecast to Complete, Estimated Cost at Completion, and Pending Budget Changes
      • Procore ERP Direct Cost Budget. If your company has enabled the ERP Integrations tool, you can set up a view that includes these columns: Division, Job to Date Costs, Category, Original Budget Amount, Budget Modifications, Project, Sub Job, Approved COs, Direct Costs, Cost Code, Revised Budget, Projected Budget, Committed Costs, Pending Cost Changes, Projected Costs, Forecast to Complete, Estimated Cost at Completion, Projected over Under, and Pending Budget Changes
      • Blank Budget View. This view includes a minimal set of columns. Your new view will inherit these columns and you can add or remove columns later. This view includes these columns: Division, Cost Code, Category, Original Budget Amount, Budget Modifications, Project, Sub Job, and Forecast To Complete
    • My Views:
      • Lists any budget views that you've previously created. Your new view will inherit these columns and you can add or remove columns later. 
  5. Click Create
  6. Fill in the following fields:
    • View Name. Type a name for your new view. 
    • View Description. Type a description for your new view. 
    • Assign to Project. Select one or more Procore projects from the drop-down list. You can also choose All Projects, All ERP Integrated Projects, and All Projects not Integrated.  


       
  7. In the Configure Columns area, complete the following:
    • Configure Columns. If you want to add or remove data columns for the new view, click this button. This reveals the Configure Columns window. For instructions, see Configure the View's Columns below. 
    • Preview with Project. After configuring the columns for your new view, select a project from this drop-down list.

       
  8. Click Done
    The system adds the new view to the Budget Views list on the Budgeting Configuration page:
    • To open the view in edit mode from the Budgeting Configuration page, double-click the view in the Budget Views list.
    • To  see the new budget view in the assigned project, see View Budget View on the Project.

Configure the View's Columns

  1. Click Configure Columns.
  2. Choose from these options:
    • Show and Hide Columns
      • To show a column, place a checkmark in the desired box. You can then edit the column as described below. 
      • To hide a column, remove the checkmark from the desired box. Then click the close (x) box. The system removes the column from the configuration. 
        Notes:
        • The Division, Sub Job, Cost Code, and Category fields are already included in the Description column, so these fields can be hidden.
        • If you selected "Procore Standard Budget", it is recommended that you turn off columns that use a Source (or Calculations off of a Source column) that you don't use.
    • Edit a Column 
      1. Click the column you wish to edit. If you are not using the Prime Contract tool, see How should I adjust my budget view if the Prime Contract tool is disabled?
      2. Click Edit.
        Note: You can also navigate to the Configure Columns window by previewing the budget view, hovering your mouse over the name of the column you want to edit, clicking on the gray arrow that appears to the right of the column name, and clicking Edit
      3. You can edit the column name. If the column is a calculated or source column, you can edit those calculations and source and source filters. 
      4. Click Update to update the column. If you want to save the column as a completely new column, click Save as New
    • Create a Calculated Column
      1. Click + Create Calculated column or click Create in the top right corner and select Calculated.
      2. Type a name for your column.
      3. Select the first column in your calculation.
      4. Click one of the following operators for actions you would like to perform on the columns:
        • + (Add)
        • - (Subtract)
        • * (Multiply)
        • / (Divide)
      5. Select the second column in the calculation. 
      6. Add as many columns as you'd like in the calculation.
      7. Once you are done with your calculation, click Create. Your new calculated column will appear at the top of the list of calculated columns in the left. 
        Notes:
        • Once you exit out of the Configure Columns window, the newly created column will appear as the last column on the budget view. 
        • Calculations will follow the mathematical order of operations (i.e. multiplication and division actions will occur before addition and subtraction).
    • Create a Source Column
      1. Click + Create Source Column or click Create in the top right corner and choose Source from the drop-down menu.
      2. Type a name for the column heading in the Column Name box. 
      3. From the Column Source list, select one of the following Procore tools so that your budget view will use that tool as the source for the new column's data: 
        • Prime
          Place a checkmark in the Prime box to pull the column's data from the project's Prime Contract tool. Then place checkmarks next to the desired Status and Scope filters (Note: The 'Scope' options for Change Orders are sourced from the Change Events tool. If your company has NOT enabled the Change Events tool, these filter selections will not be applied to your view). 
          Note: In order to show multiple tiers for change orders, click Show Advanced Options which will show all available change order tiers available to select.
        • Commitments
          Place a checkmark in the Subcontracts, Purchase Order Contracts, or Commitment Change Orders boxes. Then select the desired filters. 
          Note: In order to show multiple tiers for change orders, click Show Advanced Options which will show all available change order tiers available to select.
        • Direct Costs
          Place a checkmark in the Direct Costs box to pull the column's data from the project's Direct Costs tool (Note: If your project is ERP integrated, see How do I create a Direct Cost column on a configurable budget for ERP integrated projects?)
        • ERP Job Costs
          Place a checkmark in the ERP Job to Date Costs and ERP Commitment Invoiced boxes.
          Notes:
          • If your company has enabled the ERP Integrations tool, you may apply these options to your budget view.
          • If your company has NOT enabled the ERP Integrations tool, these columns will be blank when viewing the budget view in the Budget tool). 
        • Requisitions
          Place a checkmark in the Requisitions boxes. Then select the desired filters.
      4. Click Create. Your new source column will appear at the top of the list of source columns in the left.
        Note: Once you exit out of the Configure Columns window, the newly created column will appear as the last column on the budget view.
    • Rearrange Columns
      1. Once you have made your changes in the Configure Columns window, you can rearrange the order that they appear on the budget view from the Preview display. Start by hovering your mouse over the name of the column you want to rearrange.
      2. Click the column and drag the column to its desired location. 
      3. Release the mouse to drop the column.
  3. Click Done.

Next Steps

For feedback or comments to the product team, please email budget@procore.com

 

 

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Last modified
11:12, 21 Aug 2017

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