OVERVIEW |
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**NOTE THESE PAGES ARE CURRENTLY IN DRAFT FORM. PLEASE CHECK BACK FOR UPDATES
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Tool Settings
These settings will be auto setup on your project. The information below is provided for information.
Click on the GEAR ICON within the tool and set the following:
- PRIME CONTRACT TOOL
- CONTRACT CONFIGURATION
- Number of Prime Contract Change Order Tiers: Tier 2
- Allow Standard Level Uses to Create PCO's: YES
- Enable Always Editable Schedule of Values: NO
- CONTRACT INVOICE SETTINGS
- Show Markup on Invoice PDF and CSV: NO
- DEFAULT DISTRIBUTION
- Prime Contract: Director, Manager, Accountant, Project Assistant
- Prime Contract Change Order: Director, Manager, Accountant, Project Assistant
- Prime Contract Potential Change Order: Director, Manager, Assistant
- BUDGET TOOL
- Allow Budget Modifications Which Modify Grand Total: NO
- Auto-calculate Forecast to Complete by Default: YES
- Enable Advanced Forecasting: YES
Brinkmann Standards
- Budget modifications (further details can be found on the Budget Changes page HERE):
- Budget Modifications that happen during LOI are completed in Vista (Viewpoint) and re-imported into Procore as needed.
- Budget Modifications that happen after final budgets are set are completed in Procore and exported to Vista.
- You can keep re-importing the budget from Vista to Procore to update the original budget value as many times as you wan until you do the below steps.
- Once a budget modification is made in Procore - you have to send that back to Vista so that it can reflect properly in Vista
- After a budget modification has been synced, you should now only make changes to the original budget value or further modifications all out of Procore and sync back to Vista.
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NOTABLE CHANGES TO PAST PROCEDURE |
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18000 Phase Codes
- The 18000 phase codes are no longer an option.
- With Procore Financials and the utilization of Cost Types, the 18000 Cost Codes are no longer required and available. Any item that you would have used the 18000 Cost Code previously should be now set up under the appropriate Cost Code and identified with the respective cost type or shown in the forecast to complete column.
- EXAMPLE:
- In VISTA: 18000-1: Misc Drywall for $15,000
- In PROCORE: 9250 Cost Type Other for $15,000
Dashes
- Phase Code dashes will now only be used to represent multiple buildings.
- You will no longer have the option of adding “dashes” to cost codes. The Cost Types will now take the places of dashes
- EXAMPLE
- In VISTA:
- 9250 Drywall
- 9250-1 Misc Drywall
- In PROCORE
- 9250 Subcontract
- 9250 Other
- There is a possible scenario where we have multiple buildings on a project and want to issue subcontracts by building or a scenario where we might have multiple subcontracts by scope of work.
- This may be a scenario where we will add dashes to properly track these separately within the budget tool in Procore.
- If you have this scenario, please reach out to Jared Cox and/or Renee Phelan and they can work through this with you.
Cost Code 17500
- When setting up your project, you will include Cost Code 17500 – Fee in your Budget set up and include as the Original Budget Amount the original fee amount.
- Note: This is different than how we set up projects in Vista as we didn’t include the fee cost code in the original set up.
- When you perform your 1st budget projection, you will make the “Estimated Cost at Completion” equal to “0.”
Misc Changes
- You can now utilize multiple cost codes on a commitment (subcontract). See the commitments walkthrough for further information.
- You can also write multiple contracts to one cost code.
- Numbering in Procore for cost codes will look different due to a difference between how Vista lists code vs. how Procore uses it. This cannot be adjusted.
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COST TYPES |
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With Procore Financials, we will be utilizing Cost Types, which are applied to each Cost Code. Cost Types are a way to identify and classify your project’s job costs and will also generate reports.
- Approved Cost Types are:
- Subcontracts
- Purchase Orders
- Labor
- Equipment
- Material
- Tax
- Other
Here is a general description of what each Cost Type means
- Subcontract: Any commitment that is written
- Purchase Order: Any purchase order that is written (this DOES NOT include miscellaneous purchase orders that are written out of the Procore forms module)
- Labor: This is for Brinkmann labor only (inclusive of all field labor, and management staff)
- Equipment: Examples of this would include any equipment rentals or purchases that occur
- Material: Examples of this would include miscellaneous material purchases such as rock for a temporary road, lumber for safety rails, or other material purchases
- Tax: When issuing a Purchase Order, itemize tax on the PO, and create a Cost Type for this amount. This allows/ensures that we are collecting the appropriate tax for each purchase.
- Other: Use this cost type for any other item not listed above.
- Most general conditions other than management and will fall under this cost type.
- General holds for other misc. cost will fall under this cost type until determined how it will be spent. (i.e., Miscellaneous Drywall)
When setting up your project, you do NOT need to know specifically which cost types each budget line needs to be assigned to for each cost code. Through Budget Modifications, you can transfer money between cost code AND cost type. See Budget Changes page HERE for more information.
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BUDGET VIEWS |
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The main budget view is company-wide, and includes a general financial health of the entire project. Individual budget views can be created on a company-level. To discuss possible revised Budget Views please contact Jared Cox. New budget views will need to be applied to projects on a by-project basis.
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SNAPSHOT |
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A snapshot is a good way to get a single view of how the budget looks at that moment in time. It is a manual function that should be done by the 15th of each month alongside of monthly projections. This allows you to have a captured record of the data the Accounting Dept uses for your reference.
Snapshots can be found by accessing the "Snapshot" field in the filter bar above the budget columns.
Budgets should be sent to the ERP directly following a snapshot.
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COLUMN INFORMATION |
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Think of the budget columns in two large groupings:
- Original Budget Amount through Projected Budget: Represents contractual agreement with client.
- Committed Cost to Estimated Cost of Completion is dollars that is actually spent.
There are two types of column calculations:
- Source Column: Pulling information from another tool (commitments, prime, etc.)
- These items are hyper linked to their source. You can click on the item and open a pop up window to clarify.
- Calculated Column: Calculated Column = Takes information from source columns and does the associated math for the column. (Example: Contract + Approved Change Order = Amount)
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COLUMN DESCRIPTIONS |
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- Description: The Cost Code (Phase) - "Cost Type"
- Cost Types include Subcontracts, Labor, Material, Tax, etc.
- NOTE: The format of the Cost Codes was created from an original setup structure in Vista. Unfortunately, the numbering format cannot be adjusted at this point.
- Original Budgeted Amount: Source Column - This is the original budgeted amount set up with Accounting at the point of set up.
- Approved Budget Changes: Source Column - Budget Change Amounts (ICO's)
- Approved COs: Source Column - All Change Orders in Approved Status
- Revised Budget: Calculated Column - Original Budget amount + Approved Budget Changes + Approved Change Orders
- Pending COs: Source Column - Change Orders in Draft Status
- Projected Budget: Calculated Column - Revised Budget + Pending CO's
- Committed Cost: Source Column - Approved Subcontracts and Purchase Orders + Approved Change Orders
- Direct Cost Details: Source Column - Invoices, expenses, misc invoices in Approved status
- These items are hyperlinked to their source
- Job to Date Costs: Source Column - Overall costs inclusive of Subcontractor Invoices, Payroll, etc (This will be Sub Invoices, Concur, etc only if you are using cost types correctly)
- You should never have a Direct Cost on a phase code that is either Subcontract or Purchase Order.
- Pending Cost Changes: Source Column - This is all commitments and change orders that are out for signature. (If there are items here you need to contact subs to get signed change orders.
- Projected Costs: Calculated Column - Commitment + Expenses + Pending Change Orders (No forecasting) (ignores job to date amounts)
- Forecast to Complete: Calculated Column - Anticipated costs above and beyond projected cost.
- Thunderbolt = automatic logic to determine an amount.
- Click item to adjust amount manually. If you have a single lump sum item you would need to set a singular date, with a singular week and the full amount that applies.
- Estimated Cost at Completion: Calculated Column - Anticipated expenditure amount. Projected Cost + Forecast to Complete
- Projected Over Under: Calculated Column - Projected Budged - Estimated Cost at Completion
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ROM INFORMATION |
ESTIMATED COST AT COMPLETION (ECAC) |
- The ROM column on the budget screen, after projected budget is complete, will include amounts only when a PCO hasn't been created.
- Open status will put it in the column.
- PCO creation will cause the amount to drop off
- The ROM is not reflected in projections. Projection columns include only cost and revenue.
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PRIME CONTRACT TERMINOLOGY |
COMMITTED COST TERMINOLOGY |
Original Budget = comes from Vista based on your SOV breakdown provided at the point of New Project Setup
Budget Modifications = money moved from one phase code to another
Approved Change Orders = pulls from Prime contract tool and includes Prime contract potential change orders with approved status
Revised Budget = Sum of original budget + budget modifications + approved Prime Contract change orders
Pending Budget changes = Prime contract potential change orders with a pending status
Projected Budget = Revised budget + pending budget changes
*Approved change orders and pending budget changes pull from the potential change order status, NOT CO Requests or prime contract CO status
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Committed costs = commitments (subcontracts and purchase orders) with approved status plus commitment change orders with approved status.
Direct Costs = pull from Vista. These are direct costs that hit the project not associated with a commitment.
Job to Date Costs = ERP (Vista) Job cost
Pending Cost Changes = Commitments with a status of “out for signature”, commitment change orders with pending status and Purchase order contracts with status of submitted, received, processing, partially received. *Go over this.
Projected Costs = Committed costs + direct costs + pending cost changes
Forecast to Complete = projected budget – projected costs. **This is auto calculated, can be changed to manually entered when doing forecasting.
Estimated Cost at Completion = Projected costs + forecast to complete
Projected over Under = Projected budget – estimated cost at completion
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