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Add a Partial Budget Line Item

Objective

To add new line items to the budget that are associated with financial line items with a sub job/cost code/category combination that's currently not represented in the budget.

Background

During a construction project's lifecycle, the need to add financial line items that were not include on the original budget might arise. When adding a new line item that includes a cost code/cost type/sub job combination that is not included on the original budget, Procore displays a popup message so you can confirm that you want to add the new line item to the budget. If you click OK, Procore adds the line item and a question mark (?) appears on the line item so you can review the unbudgeted line item. The question mark (?) icon visually alerts you to the presence of an unbudgeted cost code/cost type/sub job combination so you can verify that the combination was not inadvertently selected. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or higher on the project's Budget tool.
  • Additional Information:
    • You can create missing budget line items on a locked or unlocked budget.
    • Line items with a "?" will appear for all available budget sources and filters, even if that source or filter is not used in your Budget view. See "Set up a New Budget View" in the See Also section below for available sources and filters.
    • Line items with a "?" 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.
    • You can use the Filter of Budget Row Type = Non-Budgeted to view only line items with a "?". See "View a Budget View on a Project" in the See Also section below.
    • You can use the Filter of Budget Row Type = Budgeted to exclude line items with a "?". See "View a Budget View on a Project" in the See Also section below.
    • If the line item with a "?" is missing a cost code or cost type/category, it will show "None" in place of the missing cost code or cost type/category. This includes line item that have a Division selected as the cost code. These line items cannot be added to the budget as they are considered partial line items. If the financial item associated with the line item is still editable, you can return ot the point of creation to add the missing cost code or cost type/category. If the financial item is not editable, these line items will remain in the budget with the "?". You can use the Filter of Cost Code = None, or Category = None to view only these line items.  See "View a Budget View on a Project" in the See Also section below.
  • If your company is using an ERP Integration:
    • After adding Budget line items as detailed below, they can be exported to an integrated ERP system. See "Export a Budget to an Integrated ERP System" in the See Also section below.

Steps

There are two ways to add partial budget line items, individually or in bulk. 

Add Line Items Individually

  1. Navigate to the project's Budget tool
  2. However the mouse cursor over the unbudgeted line item.
    Note: Procore displays a question mark (?) next to line items that are associated with unbudgeted cost code/cost type/sub job combinations. 
  3. hover until a check box appears. Then mark the checkbox.
    Note: You may select as many lines as necessary.

    add-budgeted-line-items.png
     
  4. Click Add Line Items to Budget
    Optional: If the Budget is unlocked (see Unlock a Budget), inline edit the Original Budget Amount to assign a value. If the Budget is locked, you can transfer money into this line item via a budget modification. See Create a Budget Modification.

Add Line Items in Bulk

  1. Navigate to the project's Budget tool. 
  2. To the left of the Description header, select the box. This will select all the line items that can be added to the Budget.

    bulk-add-budgeted-line-items.png
     
  3. Click Add Line Items to Budget
    Optional: If the Budget is unlocked (see Unlock a Budget), inline edit the Original Budget Amount to assign a value. If the Budget is locked, you can transfer money into this line item via a budget modification. See"Create a Budget Modification" in the See Also section below. 

See Also

If you would like to learn more about Procore’s budget management software and how it can help your business, please visit our construction budgeting software product page here.

 

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