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Procore

Reading a Budget

Objective

To understand how to read and interpret the 'Procore Standard Budget' view, which is the default budget view setting for new Procore projects.

Background

In Procore, the project's Budget tool is setup to use the 'Procore Standard Budget' view. This is a pre-configured view that contains data columns that have been determined to be helpful to project teams that want to develop and design a budget for most construction projects. In addition to the 'Procore Standard Budget' view, companies have the ability to apply other pre-configured views to their project's budget or to design custom views to meet their specific budgeting needs. For details, see Which budget views should I add to my projects? and Set Up a New Budget View

To help you get started, this tutorial describes how to read and interpret the 'Procore Standard Budget' view. Keep in mind that your project may use a different view, so the columns described in this tutorial may be different that the ones being used in your project environment. 

Things to Consider

  • Required User Permissions:
    • 'Read-only' and higher on the project's Budget tool.
  • Additional Information:
    • Procore displays a line item in RED when any calculated column value is negative. 

Steps

  1. Navigate to the project's Budget tool.
  2. Click the Budget tab. 
  3. Select Procore Standard Budget in the View menu. 
    This updates the columns in your project's budget table to use the column layout defined in the 'Procore Standard Budget' view. 

    procore-standard-budget.png

    Below you will find explanation for each budget column in the 'Procore Standard Budget' view: 
    • Description
      This field shows the descriptive text for each budget line item. By default, an autocomplete feature shows the description associated with each budget line item's cost code (or sub job, if the feature is enabled). 
    • Sub Job
      sub job gives team's the ability compartmentalize job costs within a project. For this column to appear, the sub job feature must be enabled on the project. See Enable Sub Jobs
    • Division
      division refers to the divisions of construction that are defined by the CSI MasterFormat. A division is a widely-used grouping standard that helps to organize construction specifications, cost codes, and other documented information on a project. Examples of divisions include Division 01-General RequirementsDivision 02-Site ConstructionDivision 03-Concrete, and so on. 
      Note: Not all companies or projects include divisions. 
    • Cost Code
      cost code is a code that defines the specific type of work being completed on a construction project. See What are Procore's default cost codes?
    • Category
      A cost type is associated with a cost code to further categorize the cost for work being completed. For example, Labor, Material, Equipment, Subcontract, and so on. See What are Procore's default cost types?
    • Original Budget Amount
      The value in this field indicates the original budget amount for the line item. Users can click the vertical ellipsis (⋮) next to the original budget amount will take you to the history of all snapshots for that item. See Create a Budget Snapshot.
    • Budget Modifications
      Once a budget is locked, the values in the 'Original Budget Amount' column of a budget line item can no longer be edited. However, users can make iterative changes to keep the project's budget balanced by creating a budget modification to transfer allocated funds from one line item on the budget to another. For details, see Create a Budget Modification. This column lists the amount associated with budget line item modifications. Amounts displayed in parentheses (for example ($1500.00)) indicate a negative amount. 
    • Approved COs
      The value in this column shows the total amount that change orders in the 'Approved' status are expected to result in increase cost. The valued here are derived from Potential Change Orders and NOT Prime Contract Change Orders (PCCOs). 
    • Revised Budget (= Original Budget + Approved Change Orders + Budget Modifications)
      The value in this column is calculated by adding any PCCOs in the 'Approved' status plus any budget modification amounts to the value in the 'Original Budget Amount' column.
    • Pending Budget Changes (= Potential Prime Contract Change Orders)
      The value in this column reveals the amount for any changes that are 'Pending' from a PCCO. In Procore, PCCOs are classified as 'Pending' when they are in one of the following statuses: In Review, Not Pricing, Not Proceeding, Pricing, Proceeding, or Revised
    • Projected Budget (=Revised Budget + Pending Budget Changes)
      Includes all PCCOs that are classified as 'Pending.'
    • Committed Costs (= Approved Commitments + Approved Potential Commitment Change Orders
      Aggregates all approved commitments and approved Commitment Change Orders (CCOs). You can see all of the items that make up this number, and any other underlined number by clicking on it to drill down to the details. Values are only derived from the lowest tier and not higher tiers.
    • Direct Costs
      All costs that are not associated with your purchase orders and subcontractors. Typically, the costs displaying in this column are associated with 'General Conditions' and self-performed work. Note: If your company has enabled the ERP Integrations tool and it is configured on your project, this value is imported from your integrated ERP system and cannot be modified in Procore. See How do I add a 'Direct Costs' column to a configurable budget view for use on an ERP-integrated project?
    • Pending Cost Changes (=Pending Commitments + Pending Potential Commitment Change Orders
      This column calculates its value from 'Pending' CCOs, subcontracts in an 'Out for Signature' status, and purchase orders in a 'Pending' status. Values are only derived from the lowest tier (e.g. PCOs and not higher tiers (e.g. PCCOs.)
    • Projected Costs (= Committed Costs + Direct Costs + Pending Cost Changes)
      The sum of all known costs.
    • Forecast to Complete
      This column allows you to forecast the budget line item's projected costs. Users can choose to automatically calculate the value or to add it using manual data entry. A lightening bolt icon next . to the value indicates that it has been automatically calculated. See Use the 'Forecast to Complete' Feature.
    • Estimated Cost at Completion (= Projected Costs + Forecast to Complete)
      Sum of all known and expected costs that may be required to bring the item to completion.
    • Projected Over/Under (= Projected Budget - Estimated Cost at Completion)
      The net difference between what you expect to be the total cost of completion and the projected budget amount.

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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