Before you start entering budget data for a specific project, review the CSI Categories and CSI Headings help documents. To save time, ensure these tables are up to date before you begin budget data entry.
To get to the Budget Entry form, you must first open the Customers and Projects forms.
1. Customers – Add/Edit customer data as necessary. This is opened from the “Maintenance” drop down menu.
2. Projects – Add/Edit project data as necessary. This form is opened by selecting the “Projects” command button the Customers form.
3. Budget – Add/Edit budget data as necessary. This form is opened by selecting the “Budget” command button on the Projects form.
These are modal forms, meaning they have to be closed before you can navigate out of the form sequence. That is why to add/edit suppliers, you have to close these forms first. See Suppliers Form and Getting Started.
To close forms, see Closing a form on the Data Entry Forms help topic.
Think of a budget line as task or item specific. Budget lines are defined by a supplier and a category for the purpose of tracking and reporting as the project progresses. For example, a master bedroom and bath addition will require multiple trades such as electrician, plumber, frame carpenter, trim carpenter, etc. However, each of these trades may perform multiple tasks, each task represented in a single budget line. The electrician, as an example may break out their bid by hours and material for the bedroom and a separate line on the bid for the bath. The material for the bedroom should be entered into RCC separate from the material from the bathroom. The labor for the bedroom should be entered separately from the bathroom labor. This will allow you can track the actual cost of the work and material in a more granular fashion. Yes, you could enter all of the bid on one line, but as the multiple invoices come in, it will be more difficult to assign those invoices to a single line in the budget and track specifically where overage and underage occur.
The more granular the budget, the better you will be able to track actual costs against it.
Budget Form layout
The Budget form has 3 tabs each serving a specific purpose.
1. Budget – Here you will manage the details of the budget and report on it.
2. Summary by CSI Category – This is a read only grid that allows you to review in summary the budget by category.
3. Images – Documents you have scanned outside of RCC and saved in an accessible location and attached to the budget here.
Entering the Budget
Using a Template
The initial budget can be setup using pre-selected categories. To establish the pre-selected categories, see the CSI Codes form. Once the template is established, and if the currently selected budget is empty, you can click the “Copy Template Categories” command button. This will auto-populate the budget with a beginning list of budget categories. As soon as you have entered at least 1 budget record, this command button is no longer available.
After the template is imported into the budget or when you want to manually enter or edit lines of the budget. This is the command button you will use after the first record is entered into the budget. To add budget records follow these steps:
1. Click the Add Budget Item command button
2. The Supplier Pick List is opened. Select a Supplier. The Supplier value can be left blank if you don’t know who the supplier will be.
3. The CSI Category Pick List is opened. Double Click the appropriate Category line. This can be left blank if you don’t have a category to assign.
4. Tab to and enter the budget item Quantity.
5. Tab to and enter the Unit Price. “Unit Price” meaning a way of determining how a budget line will be subdivided as invoices are added to the budget. If adding labor, commonly calculated in hours, enter the number of hours expected to complete a task. If adding material, enter the number of items expected to be purchased for the line. If adding services, you may want to enter a quantity of 1 or you may want to enter the number of invoices you expect to be submitted by the supplier for the line item. As an example for services consider earthwork. The supplier anticipates it will take 100 hours at 150 per hour for man and machine to complete the budget item. You could enter a Quantity of 1 and a Unit Price of $15,000, anticipating that the supplier will submit a single invoice to bill for the services. Or, you could enter a Quantity of 100 and a Per Unit Price of $150 letting the system calculate a total of $15,000 as the extended price.
But, suppose you enter a quantity of 1 and a Per Unit price of $15,000. If the supplier sends you multiple invoices for the work. When you enter the invoice you will be asked for the quantity delivered for that specific line item. When you enter a quantity of 1 on the second invoice, RCC will remind you that you only budgeted a quantity of one. Not a big deal, really, unless you are considerate of the exact quantity budgeted and invoiced in the system. RCC gives you the flexibility to use either method. With a multiple quantity approach, you can then enter several invoices at some quantity each before RCC starts to nag at you about quantity overruns each time you invoice the budget line.
Our recommendation is that you enter the quantity expected to be consumed or invoiced (or possibly the number of invoices you plan to receive), rather than a lot of 1 for any material or service. You will find that RCC will report more accurately if you enter more accurate information.
6. Tab to and enter the Scope of the line item. This field is virtually unlimited in size. As a result, the form will only display the first few lines of the Scope field.
You can scroll through the data using the spinner arrows and edit data as necessary.
To review the entire field content, right click on the Scope field and select ‘Zoom’.
You can now edit and scroll through the data with greater ease. Click OK to accept the changes or close the form to discard them.
If the record is a Change line, Scope is a required field to reflect the reason for the change. Scope is an optional, but highly encouraged, field on a base budget line. You will find this information extremely useful as you manage and report the budget during the project.
If you add a record to the budget after the Start Date is entered on the Project Details tab, the line will automatically become e a Change Line. After you select the Supplier and CSI Category you will be forced into the Scope field where you must enter something and should enter the reason for the change.
7. Optionally check the Revise? box. This field is used expressly to flag the line for later review. It is reported in the Revise Report to facilitate follow up for an item at a later time.
NOTE: budget lines that have the Revise box checked must be update and finalized prior to the project Start Date. After the Start Date they can no longer be edited.
8. Entry date is an information field and reflects the date the line was entered into the budget. It will help you recognize why the line is either part of the base budget or considered a change line.
Continue entering lines until the budget is complete. Recognize that the budget is a worksheet and as such you can enter multiple bids from multiple suppliers for the same thing with the intent to delete those budget lines that you determine will not be a part of the project. That is, suppose you get bids from three electrical contractors. You want to track them, but you know you won’t need all three contractors. Enter all three bids and in the final analysis delete two bids from the budget to create the final version.
Tab 1 (“Budget”)
Additional Command Buttons :
Invoices – Opens the Invoices form to add/edit/delete invoices associated with the currently selected budget. See the Invoice Form for additional information
Delete Budget Item – Deletes the currently selected record from the budget table. The delete button causes a prompt asking if you want to delete the current record. You have 2 choices:
1. Yes – Permanently delete the selected record
2. No – Cancel the delete process and leave the record in the table
Line Color Coding
Base budget lines – After a start date is entered on the project record, all of the existing budget lines at that point are ‘locked’ into the base or beginning budget. After the Start Date is entered, it cannot be changed. Lines that exist at that point will appear with red backgrounds.
Change line – When additional lines are added to the budget after the Start Date is entered, they will appear with green backgrounds.
A legend appears on the form to remind you of this coloring scheme.
Budget Specific Reports
There are several budget specific reports available. Each serves a specific purpose.
Budget – This report lists the currently selected project’s budget in detail.
Application Process – The is a complex series of steps that create a logical ‘layer’ of information when the user starts the process of billing the stakeholder (Bank, owner, etc.). The following must be in place before you can create an Application Layer.
1. First, a date must be entered in the Start Date field on the Project’s Detail tab.
It is highly recommended that the start date coincide with the date of the first Application Layer, or date you enter the first invoice. This approach will give you the most flexibility when entering the budget lines and determining what is part of the base budget and what is considered a change line.
2. At least one invoice must be created for the project before you can create the next layer. See Invoices.
3. If there are budget records that do not have suppliers assigned, an Application Layer cannot be started. When you attempt to create an Application Layer, you will be told if this situation exists. You can either have the system purge the budget lines without a supplier identified or you can cancel the process and either assign suppliers or delete budget lines as appropriate before you create the Application Layer.
The first step of the Application Layer process is to generate a Scheduled Values Report. When the Application Layer process is complete, the ScheduledValues report data is archived into the ScheduledValues folder in the same location where the RCC database is stored. You can always reprint the Scheduled Values from the Reports/Scheduled Values Reprint report at a later time, so long as you don’t rename, move or delete the archived copy of the report data.
After the Scheduled Values report is closed you are asked if you want to print the supporting documentation, if you have set the System Settings values to do so, Supporting documents are reprints of the invoices included in the Scheduled Values report and any attached images you have placed on those invoices. See Invoicefor more information. You can print or just review the supporting documents. At the completion of printing the supporting documents, you are asked if you want to Post the application information to the invoices. If you answer YES, several things happen: The Applications table is updated to reflect the date and application number of this layer, the Scheduled Values report data is archived and the Invoices are updated with the Application number, the Application Layer process concludes and you are returned to the Budget form. If you answer “NO’ the Application Layer process terminates and you are returned to the Budget form.
Revise Report – If budget lines have the Revise? Box checked, they will show up in this report. The Revise? Check box serves as a tickler to remind you that something needs to be followed up for that line. In the Scope field put in comments about what needs to be done. The scope will show up on the report.
Outstanding Lien Release. When you enter a supplier’s invoice against a budget line, you will notice a check box indicating that a signed copy of the release has been received. This report will list those invoices that have outstanding Lien Release documents.
Tab 2 (“Summary by CSI Categories”)
This tab has a read-only grid that summarizes the budget by CSI Category. The grid is updated when invoices are entered or budget lines are modified.
Tab 3 (“Images”)
The Images tab allows you to attach scanned images of documents, drawings, notes, etc. to a specific budget line. There are several command buttons that work specifically with the images.
Delete Image – Removes an image from the list of images for a specific budget line.
Add Image – Attaches an image to the list of images for a specific budget line.
Change Image – replaces the image referenced on the currently selected line with a new image.
Print Image – Generates a preview of the image whereby you can print the document if you choose to do so.
Images are scanned externally to RCC. Once the images are addressable by RCC, you can attach those images to a specific budget line. Click the Add Image command button and browse to the location of the image. Click the ‘Attach’ button and the image will be referenced by RCC for you to review and reproduce at a later date.
It is highly recommended that images are stored along with the data in the folder containing the RCC database. This will ensure they get backed up with the RCC data. It is important to note that the image itself is not stored in the RCC database. The image location is stored in the RCC database but not the image itself.
The attached image of the currently selected line in the grid is displayed on the Images tab. The display changes as the currently selected grid row changes.