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Procore

(BETA) Add Cost ROM and RFQ Source Columns to a Budget View

This documentation details alpha, beta, and other pre-release software, and its accuracy and reliability is not guaranteed by Procore Technologies, Inc. It is being provided online for internal use and evaluation by authorized Procore Beta Participants only. To determine if your company is a Procore Beta Participant, please contact your Procore Procore point of contact. Procore is not responsible for and expressly disclaims all warranties of any kind with respect to this documentation and will not be responsible for any harm, loss, costs, or damages incurred due to its use.

 

 

Objective

To add a Cost ROM (Rough Order of Magnitude), RFQ (Request for Quote), and NCC (Non-Commitment Cost) columns as source columns to your budget view.

Things to Consider

  • Required User Permission: 'Admin' on the company-level Admin tool.

Steps

  1. Create a Budget View
  2. Add a ROM column
  3. Add an RFQ column
  4. Add a Non-Commitment Cost column
  5. Update Pending Cost Changes column
  6. Update Project Costs column

Create a Budget View

  1. Navigate to the company's Admin tool. 
    This reveals the Company Settings page. 
  2. Under "Tool Settings," click Budget. 
  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 (Custom Reporting View). This view allows you to run a budget report at the Company level, thus enabling data to populate in budget reports like the Health Dashboard in the Company level Portfolio tool. It will also enable the Budget as a tool in the Company level Reports tool. See Create Custom Budget Reports.
      • 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
      • (Multi-Level) Procore Standard Budget: This view supports up to five (5) cost code levels (a.k.a., tiers, levels of detail, codes, and so on). This hierarchical structure provides Procore's clients with a significant amount of flexibility for defining company and project cost code structure(s).On the right side of the Set Up New Budget View window, note that each Cost Code Level in Procore has a corresponding Column Name
      • Non-Budgeted Source View. This view shows all financial sources that are connected to a cost code and cost type and allows users to easily locate unbudgeted items. 
    • 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 Projects. Select one or more Procore projects from the drop-down list. You can then choose from the following defaults: All Projects, All Projects Using ERP Direct Costs, and All Projects Using Procore Direct Costs.  
  7. To configure columns, complete the following actions:
    • 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" section 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, 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" in the section at the bottom of the page.

Add a Cost ROM Column

Note: You would configure this column as follows to show Cost ROM not yet associated with a change order or a non-commitment cost.

  1. Click Configure Columns.
  2. Click + Create Source Column or click Create in the top right corner and choose Source from the drop-down menu.
  3. Type a name for the column heading in the Column Name box (e.g. Cost ROM).
  4. From the Column Source list, select Change Events so that your budget view will use that tool as the source for the new column's data.
  5. Mark the box next to ROM (Rough Order of Magnitude) and apply the filters listed below. 
  6. To show Cost ROM in Budget (for In Scope Change Events) use the following filters:
    1. Under ROM Prime PCO, deselect Without Price. No filters should be selected.
    2. Under ROM Commitment Cost, select Without Cost.
      • Note: These options will be selected by default upon entering the ROM source column configuration.
      • Note: Marking the box next to "Without Cost" will ensure that only values that do not have RFQs or CPCOs (2-tier) or CCOs (1-tier) associated with them are included in the column value.
    3. Under ROM Non-Commitment Cost, select Without Cost.
      Note: Selecting the box next to "Without Cost" will ensure that only amounts that do not have a Non-Commitment Cost associated with them are included in the value. 
    4. Under Scope, select In Scope and TBD as a filter.
      Note: If you choose to add Out of Scope costs, you should also consider adding additional columns that will capture the Budget/Revenue associated with these Change Events as well. 
      Note: You can also filter by Change Event Status; all statuses that are not considered "Void" will be checked by default. Custom statuses will not be shown by name, but will be included by default if they are considered "Open," "Closed," and "Pending." For more information on custom statuses, see "Customize Change Event Statuses" in the See Also section below.  
    5. Click Create to save your column.
      Note: You must add a RFQ column to your budget view. See Add a Cost RFQ Column below. 

      editsourcecolumn.png

Add a Cost RFQ Column

Note: If you add a ROM column to your budget view, you must also add a RFQ column to your budget view.

  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 (e.g. Cost RFQ).
  3. From the Column Source list, select Change Events so that your budget view will use that tool as the source for the new column's data.
  4. Mark the box next to RFQ (Request for Quote).
  5. To show Cost RFQs in Budget (for In Scope Change Events), use the following filters:
    1. Under Prime PCO, deselect Without Price. No filters should be selected.
    2. Under Commitment Cost, select Without Cost.
      Note: Marking the box next to "Without Cost" will ensure that only values that do not have CPCOs (2-tier or 3-tier)/CCOs (1-tier) associated with them are included in the column value.
    3. Under Non-Commitment Cost, select Without Cost.
      Note: Selecting the box next to "Without Cost" will ensure that only amounts that do not have a Non-Commitment Cost associated with them are included in the value. 
    4. Under Scope, select In Scope and TBD as a filter.
      Note: If you choose to add Out of Scope costs, you should also consider adding additional columns that will capture the Budget/Revenue associated with these Change Events as well. 
      Note: You can also filter by Change Event Status; all statuses that are not considered "Void," will be checked by default. Custom statuses will not be shown by name, but will be included by default if they are considered "Open," "Closed," and "Pending. For more information on custom statuses, see "Configure Advanced Settings: Change Events" in the See Also section below.
      Note: You can also filter by RFQ status.
    5. Click Create to save your column. 

      costrfq.png

Add a Non-Commitment Cost 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 (e.g. NC Cost).
  3. From the Column Source list, select Change Events so that your budget view will use that tool as the source for the new column's data.
  4. Mark the box next to Non-Commitment Cost.
  5. To show Non-Commitment Costs in Budget (for In Scope Change Events), use the following filters:
    1. Under Scope, select In Scope and TBD as a filter.
      Note: You can also filter by Change Event Status; all statuses that are not considered Void will be checked by default. Custom statuses will not be shown by name, but will be included by default if they are considered Open, Closed, and Pending. For more information on custom statuses, see "Configure Advanced Settings: Change Events" in the See Also section below.
      Important: If you plan to use Non-Commitment Cost in your Projected Cost calculations (and Forecast), you need to make sure to not double count when the relevant Direct Costs hit your budget. We recommend the following:
      • Relieve your budget by managing Change Event Status and set the preceding filter to NOT include Change Events with the status of Closed. Then, as relevant Direct Costs hit your budget, you will mark the Change Event as Closed, and the Non-Commitment Cost will no longer be included in the value.
      • As relevant Direct Costs hit your budget, you can delete the corresponding amount from the Non-Commitment Cost entered in the Change Event.
      • Do not add the cost that you are tracking as a Non-Commitment Cost as a Direct Cost in Procore.
  6. Click Create to save your column. 

    non-commitment-cost.png

Update Pending Cost Changes Column

Add draft Change Orders and draft Subcontracts and Purchase Orders to your Pending Costs Changes column by completing the following steps:

  1. Click Pending Cost Changes in the list of columns.
  2. Click Edit.
  3. Under Subcontracts, select Draft.
  4. Under Purchase Order Contracts, select Draft.
  5. Under Change Orders, select Draft.
  6. Click Update.

Update Projected Costs Column

Add your new Cost ROM and Cost RFQ columns to your Projected Costs column by completing the following steps:

  1. Click Projected Costs in the list of columns.
  2. Click Edit.
  3. Select your Cost ROM from the drop-down menu.
  4. Select your Cost RFQ from the drop-down menu. 
  5. Select your NC Cost from the drop-down menu.
    Important: If you plan to use Non-Commitment Cost in your Projected Cost calculations (and Forecast), be sure not to count amounts more than once when the actual costs hit your budget. We recommend the following:
    • Relieve your budget by managing Change Event Status and set the preceding filter to not include Change Events with the status of Closed. Then, as relevant Direct Costs hit your budget, you will mark the Change Event as Closed and the Non-Commitment Cost will no longer be included in the value.
    • As relevant Direct Costs hit your budget, you can delete the corresponding amount from the Non-Commitment Cost entered in the Change Event.
    • Do not add the cost that you are tracking as Non-Commitment Cost as a Direct Cost in Procore. 
  6. Click Update.

See Also

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