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Unlock a Budget with Budget Modifications

Objective

To unlock a project's budget while preserving or deleting all budget modifications. This article refers to the process of unlocking a budget with budget modifications. If you want to unlock a budget does not have any budget modifications, see Unlock a Budget.

Background

The ability to unlock a budget with budget modifications allows users to update their Original Budget Amounts throughout the course of a project and track how the Original Budget has evolved. For certain projects, the Original Budget may continue to change and update after construction has begun. This is particularly common for projects with Guaranteed Maximum Price (GMP) contracts, and large-scale projects in general, where construction is underway even as the owner(s) are approving additional phases or work packages. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the project's Budget tool
  • Prerequisites:
    • The budget must be locked. See "Lock a Budget" in the See Also section below.
  • If your company has enabled the ERP Integrations tool, the 'Unlock Budget' button is only available for use when:
    • QuickBooks®:
      • The budget is locked.
      • The export from Procore to QuickBooks® is complete. 
      • The job cost data (i.e., exported budget amounts) from QuickBooks® must be synced into Procore. 
    • Sage 100 Contractor®:
      • The budget is locked.
      • The export from Procore to Sage 100 Contractor® is complete.
      • The exported entries have been manually posted to Sage 100 Contractor® using its Job Cost function.
      • The Sage 100 Contractor® data has been synced with the hh2 Cloud Service and Procore. 
    • Sage 300 CRE®:
      • The budget is locked.
      • The export from Procore to Sage 300 CRE® is complete.
      • The exported entries have been manually posted to Sage 300 CRE® using its Job Cost function.
      • The Sage 300 CRE® data has been synced with the hh2 Cloud Service and Procore. 
    • Viewpoint® Spectrum®:
      • The budget is locked.
      • The export from Procore to Viewpoint® Spectrum® is complete.
      • The job cost data (i.e., exported budget amounts) from Viewpoint® Spectrum® must be synced into Procore. 
    • Integration by Ryvit:
      • The budget is locked.
      • The export from Procore to Integration by Ryvit is complete.
      • The Integration by Ryvit data must be synced into Procore.

Steps

  1. Navigate to the project's Budget tool.
  2. Click Unlock Budget.
    Notes:
    • The Unlock Budget label is only visible when the project's budget is locked. See "Lock a Budget" in the See Also section below.
    • If the Unlock Budget is grayed out and unavailable and your company has enabled the ERP Integrations tool, you will need to click the Retrieve from ERP button first. See "Retrieve a Budget from ERP" in the See Also section below. 
  3. Choose from these options:
    • To preserve all budget modifications, click Preserve and Unlock in the Unlock the Budget window.
      OR
    • To delete all budget modifications, place a checkmark in the Delete All Budget Modifications (Not Recoverable) box. Then click Delete and Unlock
      Note: If your company has enabled the ERP Integrations tool and the project's budget modifications have previously synced with your integrated ERP system, the Delete and Unlock button will be grayed out and unavailable. Budget Modifications can only be preserved and unlocked.

      unlock-the-budget.png

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.