KBA-01730: Adding Budget Entry Rows to a Change Item

Spitfire Client Services > Documentation > KBA-01730: Adding Budget Entry Rows to a Change Item

April 24, 2018

Documentation, Knowledge Base

Question:

I have a Change Item on a Change Order document. How do I enter revenue and expense amounts for this Item?

Answer:

There are two ways to enter budget entries for a Change Item: the manual way and the import way.  Below are instructions for manual budget entries. For information on how to import budget entries, see KBA-01732: Adding CI Budget Entries from an Import Workbook.

Budget Entries can be of various cost types: Self-Perform, Revenue, RFQ, CCO and Commitment. One Change Item can have any number of budget entries, mixed and matched with any of the cost types.

  • To begin, click the “budget entries” icon, found either in grid view or in detail view.

To enter a Revenue budget entry:

Note: you can enter Revenue budget entries only until you post Revenue.

  1. In the Budget Entries window, either
    1. Click * on the default Self-Perform row to edit it, then select Revenue as the Cost Type or
    2. Select Revenue as the Cost Type on the last row, then click the “add new” icon.
  2. Enter a Description for the row.
  3. (optional) Lookup or enter an Account Category if the one listed is not the one desired.
  4. Enter a Revenue Amount
  5. Accept the row.
  6. Remember to save.

To enter a Self-Perform budget entry:

Note: you can enter Self-Perform entries only until you post Expenses.

  1. In the Budget Entries window, either
    1. Click * on the default Self-Perform row to edit it, or
    2. Select Self Perform as the Cost Type on the last row, then click the “add new” icon.
  2. Enter a Description for the row.
  3. Enter, look up, or add a new Cost Code.
  4. Look up or enter an Account Category.
  5. Enter Units, Rate, Expense, Markup and Revenue as appropriate.
    Note: if you will be running the Allocation engine (see KBA-01736) leave the MU field blank.
  6. Accept the row.
  7. Remember to save.

To enter a CCO budget entry:

Note: you can enter CCO entries only until you post Expenses.

  1. In the Budget Entries window, either
    1. Click * on the default Self-Perform row to edit it, then select CCO as the Cost Type or
    2. Select CCO as the Cost Type on the last row, then either
      1. Click the “add new” icon or
      2. Enter an existing CCO in the field.
  2. Enter a Description for the row, if appropriate.
  3. If creating a new CCO, look up the corresponding Commitment.
  4. (optional) Enter Estimate, Quote, Expense, Markup and Revenue as appropriate. (See step 6.)
    Note: if you will be running the Allocation engine (see KBA-01736) leave the MU field blank.
  5. Accept the row.
  6. Click the icon to open the CCO, if you wish to enter information directly in the CCO.
  7. Remember to save the CCO (if changed) and the Budget Entries window.

To enter a Commitment budget entry:

Note: you can enter Commitment budget entries only until you post Expenses.

  1. In the Budget Entries window, either
    1. Click * on the default Self-Perform row to edit it, then
      1. Select Commitment as the Cost Type
      2. Accept the row
      3. Click the “add new” icon.
    2. Select Commitment as the Cost Type on the last row, then either
      1. Click the “add new” icon or
      2. Enter an existing Commitment in the field. (Click in the field for possible Commitments.)
  2. (If you click the “add new” icon)
    1. The new Commitment document will open.  Enter your information on the Commitment
    2. Save the Commitment document.
    3. You may need to reopen the Budget Entry window on your Change Item if you need to add more entries.
  3. (If you select an existing Commitment)
    1. Click the icon to open the Commitment, then enter your information on the Commitment.
    2. Save the Commitment document.
  4. Back on the Budget Entries window, save to update the Expense and Revenue columns.

To enter an RFQ budget entry:

Note: if your intention is to create several RFQs based on existing project Commitments, see the workflow in KBA-01733 and KBA-01734 instead.  RFQs can be entered only until Expenses are posted.

  1. In the Budget Entries window, either
    1. Click * on the default Self-Perform row to edit it, then
      1. Select RFQ as the Cost Type
      2. Enter or lookup the corresponding Commitment.
    2. Select RFQ as the Cost Type on the last row, then either
      1. Click the “add new” icon or
      2. Enter an existing RFQ in the field. When you start typing, a list of possible RFQs will appear. Select one.
  2. (If you click the “add new” icon)
    1. Enter a Description for the row.
    2. Enter or look up a corresponding Commitment.
    3. (optional) Enter Estimate, Quote, Expense, Markup and Revenue as appropriate (see step 4).
      Note: if you will be running the Allocation engine (see KBA-01736) leave the MU field blank.
    4. Accept the row.
      Note: if you enter information on the Budget Entries window, you need not open the RFQ document. The information will appear on the RFQ document also.
  3. (If you are using an existing RFQ)
    1. Click the icon to open the document.
    2. Add information.
    3. Save the document.
  4. Remember to save the Budget Entries window.

Additional Comments:

In budget entries, if you enter a Markup percentage, the Revenue amount will be calculated and if you enter a Revenue amount, the Markup percentage will be calculated. For information about setting up Allocations, see Setting Up Allocations and Markups for a Project.

KBA-01730; Last updated: May 29, 2018 at 10:07 am

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