Creating a Budget Items Record

To create a Budget Items record:

  1. Go to your project. Ensure that you are in the User mode.
  2. Expand the Financial Transactions node and expand the Budget node.
  3. Select Budge Items.
  4. From the BP log page, click Create.The Create New Budget Items form opens. Complete the form according to the Upper form table below. You must complete all required fields. You can save the form as a draft at any time. Unifier stores the draft in the Drafts folder.
  5. In the Line Items section, click Add and select Lump Sum or Unit Cost to select the type of cost item. You can also click the Grid button to enter multiple line items. The Line Items form opens.
  6. Complete the Line Items form according to the Line Items table below. You must complete all required fields on each line that you entered before you can save the Line Items form.
  7. Click Add Cost.
  8. Select a cost code to associate with this cost item and click the Select button. You can distribute the total amount across multiple cost codes. Click the Add Remaining button to add the remaining amount to a cost code.
  9. Enter a short description for this line item.
  10. Enter an amount for this line item.
  11. Click Save. The Line Items form closes.

    If you do not click Save before closing the form, you will lose your line item changes.

    The system automatically calculates the aggregate value of the line items and displays the amount in the Budget Information block.

  12. Repeat steps 6 to 12 to add more line items.
  13. In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This action activates Action Details.
  14. In Action Details, select who should receive the record.
    1. Click To... The User/Groups picker opens and displays a list of available task recipients.
    2. Select the user or group who will receive the task on the Review step.
    3. Click Add.
    4. Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipient's Tasks log.
    5. (Optional) Click Cc... and follow steps a - d. The record will appear in the recipient's Home page under Notifications .
  15. Click Send to route the record to the Reviews step. Unifier displays a message stating that the record has been submitted successfully.

Upper Form

In this field

Do this

Record Number

This is a read-only field that Unifier populates.

Title*

This is a required field - Enter a name for the budget item record.

Project Number

This field is auto-populated from the project.

Project Name

This field is auto-populated from the project.

Creator

This is a read-only field that identifies the person who created the record. The field appears as a link to the record creator's contact information.

Creation Date

This is a read-only field that Unifier populates with the record creation date.

Due Date

This is a read-only field.

Due Date is pre-populated to reflect the number of days you have to finish routing the record. If the record becomes late, Unifier displays the record Title in bold red.

Status

This read-only field is blank. The status will change when the task is accepted on the next step in the workflow.

Contract Reference

This is not a required field - Enter a contract reference.

Work Retainage %

Enter the work retainage %.

Transaction Currency

From the drop-down menu, select a currency.

Amount

This value is auto-populated from the aggregate value of line items.

Description

This is not a required field - Enter a description of the budget change.

P6 Activity

Select a P6 activity associated with this record.

P6 Planned Cost

This is a read-only field it is based on the P6 activity you selected.

P6 Planned Start

This is a read-only field it is based on the P6 activity you selected.

P6 Planned Finish

This is a read-only field it is based on the P6 activity you selected.

Line Items Tab

In this field

Do this

Cost Line Item Type

This is auto-populated based on the Line Item Type you selected.

Short Description*

This is a required field - Enter a brief description of the item specified on the line item.

Spend Category

Select a category from the drop-down menu.

Item Quantity*

This is a required field if the Cost Line Item Type is Unit Cost. Enter the number of items specified on the line item.
This is a read-only field if the Cost Line Item Type is Lump Sum.

Unit of Measure*

Select the Unit of Measure for the item specified on the line item line item

Item Unit Cost*

This is a required field if the Cost Line Item Type is Unit Cost. Enter the price of the item specified on the line item.
This is a read-only field if the Cost Line Item Type is Lump Sum.

Amount

If the Cost Line Item Type is Lump Sum, then enter the total amount for this line item.
This is a read-only field if the Cost Line Item Type is Unit Cost. It is auto-calculated using the formula Item Quantity ´ Item Unit Cost.

Costed Quantity

This is a read-only field.

Not costed Amount

This is a read-only field.

Costed Amount

This is a read-only field.

Not Costed Quantity

This is a read-only field.

Description

Enter a short description of this line item.

P6 Activity

Select a P6 activity associated with this item.

P6 Planned Cost

This read-only field is based on the selected P6 activity.

P6 Planned Start

This read-only field is based on the selected P6 activity.

P6 Planned Finish

This read-only field is based on the selected P6 activity.

See Also

Budget Items Business Process

Budget Items Workflow

Routing a Budget Items Record from the Review Step

Routing a Budget Items Record from the Revision Step

Viewing a Budget Items Record on the End Step


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Last Published Tuesday, March 2, 2021