BTHelp for BTLead	© BuildTopia 2008

Manage Proforma Budgets

Revised October 24, 2008

Description

When a project is associated to a plan, a proforma budget is created by copying over the template budget that exists for related activities at that time.

Budget updates - Proforma Budgets are established at the beginning of the project; they should be reviewed on a quarterly basis and updated accordingly.

Notes

Taxable Activities:

Activities can be flagged 'taxable' in two locations:

in the Data Library, where selecting 'taxable' status will flow to all locations where these activities are housed.
at the Bids and Contracts level.

Do NOT include tax for taxable activities in the Proforma Budget. Tax is automatically calculated and included when Original / Current Budgets are generated, which would resulting in double-taxing budgeted amounts if included.
Be sure the taxable status is consistent in BOTH the Data Library AND the Contract level, or Job Cost Reporting may reflect unwanted variances. [When reports are generated, they pull the taxable status for activities from the Data Library, since the Proforma Budget has no taxable status. In the event the Data Library does not reflect 'taxable' status but the Contract does reflect 'taxable' status, this may create an unwanted variance in your job cost reports.]

Primary Task	Associated Task
Add/Edit Proforma Budget UM Activities	Search and Filter Proforma Budget Fields
Add/Edit Proforma Budget TK Activities
Copy Template Budgets
Update Proforma Budget with Primary Contracted Costs
Compare Costs to Proforma Budgets

Tasks

Steps

Add/Edit Proforma Budget UM Activities

Navigation Path

BC > Pro Forma Budgets > Unit of Measure

Notes

Unit-of-Measure proforma budgets are maintained at the activity code level and include all UM activities because they are plan independent. Unit-of-measure activities multiply the current pro forma budget unit amount times the quantity specified in the plan definition.

Steps

Enter the Revised Pro Forma Budget in the text box
Select Save button to save the change [Budget change will apply in every location the activity appears [base or option current proforma budget,
or Select Cancel button to return to previous screen.

Add/Edit Proforma Budget TK Activities

Navigation Path

BC > Pro Forma Budgets > Base tab > Plan name

Notes

Base activity budgets display both turnkey and unit-of-measure activities. The proforma amounts can be edited only on turnkey activities at this tab.

Steps

Select the Plan Name
Enter the amount in the Revised Proforma text box
Select Save button to save the change, or
Select Cancel button to return to previous screen, or
Select Choose Plans checkbox to apply the pro forma budget for the turnkey activity to other plans in the project.

Select Save button
Select checkbox beside appropriate plan[s] to apply proforma turnkey activity budget within
Select Save button to apply the change across multiple plans, or
Select Cancel button to return to previous screen

Navigation Path

BC > Pro Forma Budgets > Option tab > Plan name

Notes

Option activity budgets display both turnkey and unit-of-measure activities. The proforma amounts can be edited only on turnkey activities at this tab.

Steps

Select the Plan Name
Enter the amount in the Revised Proforma text box
Select Save button to save the change, or
Select Cancel button to return to previous screen, or
Select Choose Plans checkbox to apply the pro forma budget for the turnkey activity to other plans in the project.

Select Save button
Select checkbox beside appropriate plan[s] to apply proforma turnkey activity budget within
Select Save button to apply the change across multiple plans, or
Select Cancel button to return to previous screen

Copy Template Budgets

Navigation Path

BC > Pro Forma Budgets > Copy Template Budgets

Notes

This function updates the current pro forma budgets [by project] with the current template budget for all plans, options, and unit of measure activities stored in the data library for those plans.

Steps

Select Copy Template Budgets link
The prompt appears: 'Are you sure you wish to overwrite the current Proforma budget with the Activity Template Budget? This will update all of the Proforma budget information in the project.'
Select OK button to proceed with copying, or
Select Cancel button to return to current screen.

Update Proforma Budgets with Primary Contracted Costs

Navigation Path

BC > Pro Forma Budgets > Update with Primary Contracted Costs

Notes

This function will update the current pro forma budgets with the current finalized contracts for the project. This will only update activities that have a finalized primary contract for the project.

Steps

Select Update with Primary Contracted Costs link
The prompt appears: 'Are you sure you wish to overwrite the current Proforma budget with the Activity Primary Contracted Costs? This will update all of the Proforma budget information in the project.'
Select OK button to proceed with copying, or
Select Cancel button to return to current screen.

Compare Costs to Proforma Budgets

Navigation Path

BC > Pro-Forma Budgets > Compare Budgets

Notes

This function compares bids or contracted costs to proforma budgets for both unit-of-measure and turnkey activities. The Total Budget for Trades amount updates to reflect the total budget amount for contracted trades.

Steps

Select Compare Budgets link.
Select the Plan from the pull-down menu.
Select Yes/No for Show Bid/Contract with Tax
Select the company name of the trade partner[s] with contracts or bids to be compared to the budgeted amounts. The screen initially pre-selects the TP Name of trade partners with finalized contracts.
- To change the trade partner contract being compared, select the desired trade partner from the Company Name magnifying glass icon .
As desired, select the Save Selections button to save the selections for use with additional plans and/or future budget comparisons.

Search & Filter Proforma Budget Fields

Navigation Path

BC > Proforma Budgets

Notes

Proforma budget screens may be searched by activity code at all tabs.

Proforma budget screens may be sorted by trade, plan, type, category, or option at selected tabs within the proforma budgets tab.

Back to Budget and Job Cost Management Process

Back to Budget Creation

Contact Customer Support: 1-800-411-2020 Option 4 or support@buildtopia.com