Actual Costs Page Overview

The Actual Costs page helps you manage your project invoices. This page provides an overview of the project's budget in terms of the invoices that have been paid, those pending and projected. From here you can add/ view invoices and their statuses. The Actual Cost Summary, Quick Cost Summary and All Invoices table are the three sections that make up this page. The Quick Cost Summary is a common component throughout the Cost module and it's an effective way to navigate between various areas of a project's budget including funding sources, invoices, budget commitment details and more.

A detailed description of the sections, fields and buttons located on this page is provided below.

The Actual Costs Summary section gives you a snapshot of the projects invoices to date.

The Quick Cost Summary section offers a more condensed, yet comprehensive view of the budget, providing current status of the original budget, current commitments and invoices paid to date.

  • Current Budget: This is the approved original budget and all approved budget changes.
  • Current Commitments: This is the amount of all approved commitment changes plus original commitments, and approved general invoices. The formula is as follows: (approved commitment changes) + (original commitments) + (approved general invoices).
  • Actuals Approved: This is the amount of all approved invoices.
  • Actual Cost to Complete: This is the total invoice amount needed to fulfill all commitments. The formula is as follows: (projected commitments) (actuals approved).
  • Available Funds: This is the total amount of funds available in your funding sources.

    Funds are not depleted from the funding source until invoices have been approved. This total does not take into account invoices marked received.

  • Forecasted Over/ (Under): This figure represents an amount above or under the forecasted budget. This total is the difference between the estimate at completion and the current budget. The formula is as follows: (estimate at completion) (current budget). For more information on the forecasting utility, see Forecasting.

By default, this table is titled All Invoices, but the title will change according to what is selected in the filter. This results table provides an overview of project invoices.

  • Filter: At any given time, a project's invoice inventory can be vast, making the All Invoices table very compact and difficult to search through. The filter allows you to narrow table results by invoice status and/ or invoice type (all, commitment or general).
    Filter - Invoices

    To use the filter

    • Click the All drop-down arrow to select invoices statuses to filter by.
    • Click the All Invoices drop-down arrow to select invoice types to filter by
    • Click Go to display results in the table below.
    • Click Show All to quickly reset the filter and display all available invoices.
  • Mail Merge: Click to open a mail merge document. In e-Builder, a mail merge document is a Microsoft Word® or PDF® print out of the data currently in view. Mail merge templates can be generic, providing just the data currently in view, or custom. If a template has not been created for your project, a generic printout opens. Custom templates provide additional cost data. These templates are created by your e-Builder Administrator and can be tailored with field mappings to capture very specific cost information. For more information, see Cost Mail Merge Templates.
  • Add Invoice: Click to add invoices. For detailed steps, see Add Commitment Invoices or Add General Invoices.
  • Export to Excel®: Click this icon to send the current table view of invoices to an Excel spreadsheet.
  • Invoice Number: This field displays the invoice number. Click this link to open the Invoice Details page to view detailed information or take action on the invoice. For more information on taking action on an invoice, see Working with Invoices.
  • Description: This field displays the description of the invoice. Click this link to open the Invoice Details page to view detailed information or take action on the invoice. For more information on taking action on an invoice, see Working with Invoices.
  • Commitment #: This field is populated only for commitment invoices and displays the commitment number of the commitment the invoice is associated with. Click this link to open the Commitment Details page.
  • Commitment Description This field is populated only for commitment invoices and displays the description of the commitment the invoice is associated with. At a glance, you are able to determine the commitment item, without having to go any further than this page or do more research.
  • Company: This field displays the name of the company the invoice was or will be paid to. Click this link to open the Company Details page and view more detailed information about the company.
  • Date Received: This field displays the date that the invoice entered into the system.
  • Status: This field displays the status of the invoice.
  • Invoice Amount: This field displays the amount of the invoice.