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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/cost type combination that's currently not represented in the budget.

Background

partial budget line item is a new line item that includes a budget code that was NOT included on the original budget. In Procore,  a partial budget line item is:

  • A new budget line item that can be added after a project's original budget is locked.
  • An 'unbudgeted line item' because it is NOT part of the project's original planned expenditures.

When you add a partial line item to a budget,  Procore displays a popup message asking you to click OK to confirm that you want to add it. Once added, a question mark (?) appears next to it so you can find it later. 

Example

The illustration below shows you what an unbudgeted line item looks like.

ubli-tooltip.png

Things to Consider

  • Required User Permissions:
    • 'Standard' or above on the project's Budget tool.
  • Additional Information:
    • You can create missing budget line items on a locked or unlocked budget.
    • Notes about unbudgeted line items:
      • A question mark (?) denotes that the budget line item's budget code was not included in the original budget. See What is a budget code?
      • When working with unbudgeted line items, users are NOT permitted to perform the following actions:
        • Users may NOT edit the Budget Unit Qty, Budget UOM, or Budget Unit Cost.
        • Users may NOT edit the Original Budget Amount. 
        • Users may NOT edit the Forecast to Complete value. See Use the 'Forecast to Complete' Feature.
        • Users may NOT create budget modifications to transfer funds into or out of unbudgeted line items.
      • To include only unbudgeted line items in the Budget tab, add the 'Budget Row Type' filter and then place a checkmark in the 'Unbudgeted' box. 
      • To exclude unbudgeted line items from the Budget tab, add the 'Budget Row Type' filter and place a checkmark in the 'Budgeted' box. 
      • To learn more about applying filter to a budget view, see Apply the View, Snapshot, Group, and Filter Options on a Budget View.
      • If an unbudgeted line item has not been assigned a cost code or cost type, the word 'None' appears in place of the missing cost code or cost type and the line item is considered to be a partial line item. This is also true when a division is selected as a cost code. Partial line items cannot be added to the budget.
        • If the financial item associated with the partial line item is still editable, you can return to the point of creation to add the missing cost code or cost type/category.
        • If the financial item is NOT editable, the partial line items remain in the budget with the question mark (?) symbol.
        • To view unbudgeted line items with no cost code assignment in the Budget tab, add the 'Cost Code' filter and place a checkmark in the 'None' box.
        • To view unbudgeted line items with no cost type assignment in the Budget tab, add the 'Category' filter and place a checkmark in the 'None' box.
  • If your company is using an ERP Integration:

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 the mouse cursor over the left column until a check box appears. Then place checkmark in the box.
    Note: You may select as many line items as necessary.

    add-budgeted-line-items.png
     
  4. Click Add Line Items to Budget
     Tip
    • If the Budget is unlocked (see Unlock a Budget), edit the Original Budget Amount inline to assign it a value.
    • If the Budget is locked (see Lock a Budget), you can transfer funds from another line item into this one by creating 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, place a checkmark in 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
 Tips
  • If the Budget is unlocked (see Unlock a Budget), edit the Original Budget Amount inline to assign it a value.
  • If the Budget is locked (see Lock a Budget), you can transfer funds from another line item into this one by creating a budget modification. See Create a Budget Modification.

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.