Budget Change Details Page

This page is displayed when a budget change is selected on the Budget Details page. From here you can obtain detailed information about the selected budget change and take action on Draft status changes. If the budget change is in any status other than Approved', the page will display multiple statuses that you can move the budget change through. Once a budget change has been approved, the page will change to show only Mail Merge, Void and Edit action buttons. A quick cost summary as well as attached budget change items can be viewed from this page.

Regardless of the status of the budget change, you are always able to access the following:

  • Custom Fields
  • Notes
  • Documents
  • Forms
  • Processes

Fields and Buttons

The fields and buttons located on this page are:

  • 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.
  • Controlling Process: Displays only if a cost process exists for the budget change. If the process is not yet completed (not in the approve or void status) it can only be updated in the process and not in the Cost module; in which case the action buttons (Make Pending, Make Projected, Edit, etc.) will not display.
  • Rescind Approval Req: Click to negate a budget change approval request. This button will only display for the originator of the approval request after the request has been sent and before the approval has been granted.
  • Make Pending: Click to change the status of the budget change to pending. This status is used to indicate when there is a likely change to an existing commitment or line item in the budget. By entering these items the team can gain visibility into any anticipated changes before they occur.
  • Make Projected: Click to change the status of the budget change to projected. Projected is a status indicator that is available for commitment and budget changes. It is used to indicate when there is a possible change to an existing commitment or line item in the budget. By entering these items the team can gain visibility into any anticipated changes before they occur.
  • Request Approval: Click to request a budget change approval.
  • Approve: Click to approve a budget change request.
  • Edit: Click to open the Add/Edit Change Details page and edit the details of the budget change.
  • Delete: Displays for draft budget changes only. Click to delete the budget change.
  • Void: Click to void an approved budget change. Approved changes cannot be deleted. To remove a change from the budget information, it must be voided.

The Quick Cost Summary details information about the Budget.

  • 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 Costs 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.

This tab lists the budget line items linked to the budget change. Click the change number to open the Edit Budget Change Item page to modify details of the budget change item.

  • Add all line items: Click to add all of the budget line items to this change.
  • Add Item: Click to add specific budget line items to this change.
  • Microsoft Excel Icon ®: Click this icon to export budget change line items to a Microsoft Excel® spreadsheet.

This tab lists all recorded budget changes in all available statuses. Click a budget change number to open the Budget Change Details page and access additional information about the budget change.

  • Show: Click to select an option to narrow budget changes in the results table below.
  • Mail Merge: Click to open a mail merge document after making a selection.

    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 Change: Click to add a budget change. For more information about this procedure, see Add Budget Changes.
  • Microsoft Excel Icon ®: Click this icon to export the budget line item to a Microsoft Excel® spreadsheet.

If budget change custom fields have been created on the account, they display on this tab.

Click this tab to view and add notes to the budget change.

Click this tab to view, as well as attach any supporting files associated with the budget change. Once attached, other users can view and download these files.

  • View: Click this link to view the file.
  • Download: Click this link to download the file.
  • Redline: Click this link to markup the file as you see fit.
  • Attach Documents: Click to attach documents. For more information on this procedure, see Attach Documents to Budget/ Line Items.
  • Remove: Click to remove file association after making a selection.

Forms can be attached to the budget change details for additional backup information. From this tab you are able to view, fill out new forms, as well as attach any supporting forms associated with a change.

Forms are permission driven. If a user does not have the permission level to view the form in the Forms module, they will not be able to view the Form attached to the Budget Details.

  • Fill Out Form: Click to open the Fill out form on [Project Name] dialog box and select a form to complete. Posted forms also display on this tab for easy access.
  • Attach Forms: Click to open the Attach Form on [Project Name] dialog box and attach existing form to the budget change.
  • Remove: Click to remove file association after making a selection.
  • Attach Processes: Click to open the Attach Processes from [Project Name] dialog box and attach an existing process to the budget change.
  • Remove: Click to remove file association after making a selection.