• The calendar displays an aggregated view of project-level dates.
• Use the arrows to scroll or the drop-downs to navigate between different months and years.
• Click “Day” or “Week” to toggle between the different views.
• Select the hyperlink within the listed item to open it (permission permitting).

• Dates are managed by Admins within Settings.
• In Settings navigate to the Dates section in each component (e.g., Cost).
• For editable dates, select the three-dot menu.

• Non-editable system generated dates – Are not displayed 
• Editable system generated dates – Display can be turned on or off
• Custom dates created within Custom Attributes – Display can be turned on or off

• Leverage the relative date option for cases where an activity is relative to the date of another activity (e.g., creating a procurement schedule).
• The relative date option is only available for editable system generated dates and custom dates.

• This section contains several pie charts that display the percentage of money in each budget relative to the total project amount. Click a budget name to show or hide it from the chart. Click the  icon to check when the chart was last updated. The available views in this section are:
  • Original Budget – This chart shows the budgets in your project based on their original value, which was added when the budget was created. This data is collected from the Original Budget column in the Budget tab.
  • Revised Budget – This chart shows the sum of the Original Budget, Internal Budget Transfer, and Approved Owner Changes columns for each budget in the project and how it relates to the total project. This data is collected from the Revised column in the Budget tab.
  • Projected Budget – This chart shows the sum of the original budget, approved, and pending changes for each budget in the project, presented as a percent. This data is collected from the Projected Budget column in the Budget tab.
  • Original Commitment – This chart shows either the anticipated or contracted amount for the relevant supplier scope. This data is collected from the Orig. Commitment column in the Budget tab.
  • Forecast Final Cost – This chart shows the final projected cost as the sum of the projected costs and forecast adjustments. This data is collected from the Forecast Final Cost column in the Budget and Contract tables.

  Each pie chart presents the amount of money in each budget as a percentage of the whole project, where several budgets exist.

  Note: This chart is only visible to members with Budget View All or Full Control permission.

• The Budget and Cost Trend Chart provides a quick and easy way to track changes in your project’s budgets and cost over time.
• Toggle items in the chart legend (Original Budget, Revised Budget, Original Commitment, Forecast Final Cost) of a bar chart or pie chart to choose what to display in the card.
• To permanently save a view of the card, modify it in the Customize mode and click Save.

The Reviews Chart displays current active workflows, review step, reviewer, and due date for all custom approval workflows.

• You can expand the view of the chart, via the expand arrow on the right.
• Quickly access Items in the chart via a hyperlink, permission pertaining.  
• To keep track of all items by the same reviewer, filter by reviewer via the filter icon on the right.  
• If the due date appears in red color, it means an item is past due.

• A Project Admin needs to activate the Cost Management module for project members.
• Within the Project Admin module, select the Services tab, then the Activate button for Cost Management.

• Project Admins are the only individuals who have permission to access and edit the settings for Cost Management.
• In the Project Admin module, select the “Services” tab. On the left sidebar select Cost Management to access the general settings and settings for each tool (e.g. Change Order).

• Document and Attachments: Allows users to choose to store generated documents and uploaded attachments in both Cost and Autodesk Docs. Choosing to store the files in Autodesk Docs creates a single repository of all generated documents specific to each company for future audit purposes. If desired, the folder can be shared with other project members to access the information.
• Work Schedule: Allows users to set a default number of hours worked per day and days of the week.
• Tab Names & Order: Allows users to customize the names of the main tabs (Budget, Cost, Change Order) and the subtabs within each (e.g. Cost Item, PCO, RFQ, etc.) to better suit users’ needs. To change the display order of the subtabs in each section, select the three dots.

• Document Templates: Use to create standard Budget Payment Application and main contract template formats, the templates are created using fields that automatically populate with data from the system. Refer to the Document Templates section to learn how to create Document Templates.
• Custom Attributes: Use to customize portions of the details flyout panel for items in each subtab within the Budget tab. Refer to the Custom Attributes chapter to learn how to create Custom Attributes.
• Default Email Message: Use to create custom default email messages for when a Budget Payment Application is sent.

• How It’s Done:
  1. Select “Add new”.
  2. Update the column name.
  3. Choose the column group.
  4. From the left side panel, drag and drop to add the formula item.
  5. On the right side panel, select the value type and enter a value to preview.
  6. Drag additional formula items as needed and update values.
  7. Update the column position and visibility option.
  8. Select “Save”.

• Custom Attributes: Use to customize portions of the details flyout panel for items in each subtab within the Cost tab. Refer to the Custom Attributes section to learn how to create Custom Attributes.
• Default Email Message: Use to create custom default email messages for when Contracts and Cost Payment Application are sent from the system.

• Custom Attributes: Use to customize portions of the details flyout panel within the Change Order tab. Refer to the Custom Attributes section to learn how to create Custom Attributes.
• Default Email Message: Use to create custom default email messages for when PCOs, RFQs, RCOs, OCO, and SCOs are sent from the system.

• Select the “Permissions” tab. Designate user-, role-, or company-based permissions for each tab within Cost Management. Auto permissions for each tab using role-based settings can also be set. Permission levels are:
  • No Access: can’t access the tab
  • Collaborate: can view and edit limited attributes of items assigned to them in the tab
  • View All: can view all items within the tab
  • Full Control: can view and edit all attributes on all items within the tab

1. Use the search field to find the desired user, company, or role.
2. Click “Add”.
3. Hover over the permission level and click to access the menu drop-down. Set the appropriate permission level for each column.

• To help streamline workflows and enhance collaboration with Owners and Suppliers, give them Collaborate access to view and interact with certain information.
• The Collaborate permission is available for specific components within Cost and allows them to only view and edit limited attributes on items assigned to them. Note, an Autodesk Build license is required.

Project Admins are the only individuals who have permission to access and edit the Budget Code.

• In the Project Admin Module, select Services and then Cost Management on the left sidebar.  
• The Budget tab is where the Budget Code is set up. 

Budget codes are generally made up of individual segments of information, such as a work classification, sub job, cost type, etc. Some companies have only one segment, and some have multiple. Cost Management does not have limits. During the budget setup process, define the number of segments for your codes (see section 3) and each segment’s length. The sum of the segment lengths equals the total length of the budget code.

• Within the Budget tab, you can either build the Budget Code format from scratch, import an Excel list from an accounting system, or integrate it directly into the system via API from ERP/Estimating system or similar.
• This informs the system how the Budget Code should appear in Cost Management. 

Budget Import 

• The imported budget should not include summary groups of other budget items, as shown in the left screenshot below. Grouping is managed by using master lists for each segment, allowing the budget to be sliced and diced in many different ways, as described in sections 3–6 on the following pages.  
• There is a concept of sub-items in the budget, which allows for a budget item to have cost build-ups. But they should only be build-ups relative to the actual budget item. 

Importing Special Characters

• When importing budget codes the system allows the import of special characters (e.g, hyphen), known as a delimiter within the actual imported code.
• Any special characters will be counted in the # of digits in the segment. For example:
  • 03.00.00 = 8 digits
  • 030000 = 6 digits

• Users can add delimiters between complete segments. For example, if CSI was a segment (8 digits) and cost type another (3 digits) then there might be a delimiter between 03.00.00-LAB. This example will be 11 total digits (8+3) when imported.
• This means both the group headers which are driven by the segment master list and the actual budget line items will be shown with special characters.

• In the Segment section, double-click to rename the sample segments and select Add new to add additional segments.  
• At a minimum, there must be least one segment, but multiple segments can be created as required. 
• Click and drag the segment tabs to rearrange.  

• “Where” informs the system how to show the segment: 

• • Code – as part of the whole Budget Code. 
  • Column – in a separate column from the Budget Code. 
  • Info only – purely for information and not shown in the budget columns. 

• “# of digits” informs the system how many digits are expected for that segment. 
  • For irregular structures, choose Variable Length for the segment’s # of digits.
  • Variable Length can be applied to multiple segments and the max # of digits per individual segment is 20.
• “Delimiter” informs the system how to separate the segments, if at all. When importing budget codes the system allows for the import of special characters (e.g, hyphens, periods, etc), which is known as a delimiter.

• Segment values can be added individually by selecting “Add” or by importing a master list.

• To delete a segment value, select the checkbox next to the line item. Under “Segment code master list”, the “Add” button will turn into “Delete”. Select “Delete”.  
• To delete all items, select the checkbox in the header row. 

• The “Segment code preview” field allows users to input example data to confirm the segment code details are accurate.  
• “Budget code preview” displays a preview of the entire Budget Code as it will be shown in Cost.  
• Hover over the “Budget code preview”. A “Full code preview” pops up to display the code as it might look when imported into the system from your accounting system. 

• Project Admins are the only individuals who have permission to create and edit Custom Attributes.  
• Within the Project Admin module, select Services then Cost Management on the effete side bar. You will now be able to access the settings for the different components within Cost.  
• Custom Attributes can be created in the following tabs for each component: 
  • Budget: Budget, Main Contract, and Budget Payment Application 

• • Cost: Contract, Cost Payment Application, Expense, Expense Subitem 
  • Change Order: Cost Item, PCO, RFQ, RCO, OCO, and SCO 

• Note, the main tab and component names can be customized within General Settings. 

• To create a Custom Attribute, hover over the component and select “Add”.

• Either click to add, or drag and drop the attribute from the left sidebar into the center preview panel.
• Select the attribute to define it in the properties panel on the right. 
• Rearrange the attributes by clicking then dragging and dropping the field. Select “Finish” when done. 
• The attributes will appear in the component. Like adding, click to edit. 

• Some custom attributes generate a custom variable that can be referenced in documents. Not all custom attributes create custom variable entries. The following support custom variables:

• • Cost contract custom attributes
  • Change order custom attributes

• The format for these custom attributes is {xxx.properties[“Attribute Title”]}.

• • For example: A date custom attribute for an RFQ titled “Required on Site” would be {rfq.properties[“Required on Site”]} would return the date specified.

• Copy the variable from the custom attribute edit and paste it into the desired document template.

• Project Admins are the only individuals who have permission to create and edit Document Templates.
• Within the Project Admin module, select Services and then Cost Management on the left side bar. You will now be able to access the settings for the different components within Cost.
• Document Templates can be created in the following tabs for each component:

• • Budget: Main Contract, and Budget Payment Application
  • Cost: Contract, and Cost Payment Application
  • Change Order: Potential Change Order (PCO), Request for Quotation (RFQ), RCO, OCO, and SCO
• Note, the main tab and component names can be customized within General Settings.

• Within the Document Templates section, select the component to add a template to.
• Select “Download sample template” to automatically download a template. Depending on the component, you will have the option to download a Word or Excel template.

• The downloaded template can be customized to suit the user’s needs.
• Note, the content within the brackets must stay the same for the module to recognize and to auto-populate it when generating the document.

Document template variable details

• Payment application document templates include additional rows in the payment details table to allow users to define hierarchy and parent node background color and font.
• Summaries can be at the top or bottom of a document. Increasing the visibility of summary items within generated payment applications.

• There are two ways to upload a document template:

• • Option 1: Drag and drop the file, or click “Browse” to locate the file on your computer for upload.
  • Option 2: Select a document from Autodesk Docs by clicking “Select files Autodesk Docs” and navigating to the correct folder.
• Select “Finish” to save and exit.

• Project Admins are the only individuals who have permission to create and edit financial Markups.
• Within the Project Admin module, select Services and then Cost Management on the left side bar. You will now be able to access the settings for the different components within Cost.
• Financial Markups are created in the Change Order tab.
• Multiple Markup formulas can be created, and any existing formulas will be available in the list.
• Use the drop-down to choose if the markups will be used in Budget or Cost changes. When Cost change is selected, it will enable the markups to display on the supplier change order page.
  • Budget change markups can be applied to either PCOs, CORs, or OCOs.
  • Cost change markups can be applied to either PCOs, RFQs, or SCOs.
• Note, the main tab and component names can be customized within General Settings.

• Scroll to the Financial Markup Formulas section, and select “Add”.
• Select the top “New formula” field to title the formula.
• To add a description, select the pencil icon next to “New financial markup formula.”
• To enter a sample cost basis, which will allow you to check the calculation as you start building the formula, select the pencil icon next to “Sample cost basis”.

• 8: Add a subtotal by selecting “Subtotal” or by dragging it into the center preview panel.

• • Name the subtotal (e.g. Contingency and Fee).
  • Select the appropriate “Cost basis revising” option.
    • “Revise cost basis” (default), if revising the cost basis for all subsequent Markups, will be included.
    • “Info only” to summarize any Markups above for information.

• 9: Select “Save”.

• Project Admins are the only individuals who have permission to create and edit tax formulas.
• Within the Project Admin module, select Cost Management on the left side. You will now be able to access the settings for the different components within Cost Management.
• Tax formulas are created and managed in the General Settings tab.
• Multiple tax formulas can be created, and any existing formulas will be available in the list.
• The tax formulas created here can then be applied to contracts, payment applications, and change orders.

• Note, the main tab and component names can be customized within General Settings.

• For situations where tax on tax is needed, create a single formula that includes multiple taxes by adding subtotals.
• Add a subtotal by selecting “Subtotal” or by dragging it into the center preview panel.
• In the Subtotal edit panel, select the appropriate “Cost basis revising” option.
  • “Revise cost basis” (default), creates a subtotal and recalculates the sample “Cost Basis” for subsequent taxes.
  • “Info only,” creates a subtotal for information purposes without recalculating the “Cost basis” for subsequent taxes.
• Select “Save”.

• To show tax in the generated cost documents, the document template will need to be updated with the new template available in settings.

• Tax can be applied to contracts, payment applications, and change orders via the details-flyout panel.
• In the details-flout panel scroll to Tax and select “Apply Tax”.
• All tax formulas will appear in the drop-down, select the appropriate formula.

• Editing tax details allows you to remove tax from specific line items (e.g. tax exempt items).
• In the edit tax details dialog box, click the check mark next to the item to remove the tax.
• Select “Done”.
• The change will automatically update in the Tax summary table.

• In General Settings scroll to the Tax Formula drop-down.
• To edit a formula, select the formula name.
• For additional options select the “More” menu to access the following options:

• • Duplicate: to make a copy of the formula.
  • Deactivate: to deactivate the formula so it won’t be used.
  • Delete: to permanently delete the formula

• Note, tax formulas that have been applied to items can not be edited, deactivated, or deleted.

• Project Admins are the only individuals who have permission to create and edit approval workflows.
• Within the Project Admin module, select Services and then Cost Management on the left side bar. Users are able to access the settings for the different components within Cost.
• Navigate to the following tabs for:

• • Budget: Budget (Owner) Payment Application Approval Workflows
  • Cost: Contract Approval Workflows and Cost (Subcontractor) Payment Application Approval Workflows
  • Change Order: Owner Change Orders and Supplier Change Orders Approval Workflows

• Note, the main tab and component names can be customized within General Settings.

• 5: In the General Info section, name the workflow. When an item meets the defined conditions of a workflow, the workflow name will appear in the system as it progresses through the review process.
• 6: In the Steps section, specify the details for each step in the workflow:
• • For each step, specify either single or multiple reviewers. Reviewers can be a user, role, or company. The reviewer must have Full Control or Admin permissions to the component (e.g. SCO tab) to participate in the review.
  • If multiple reviewers (a group approval step), specify whether every member of the group must review, or select the minimum number of reviewers required.
  • Note: When an approval workflow template is selected, the Reviewer Type field is filled in by default. For reviews with more than one step, this can be customized as required. For example, if a Three Step Approval template is selected, one of the single review steps should be changed to a group review step.
  • Specify the time allowed for each step.
  • Optionally, enter a name for each review and approval step. The step name will appear in the system as it reaches each review step.

• 7: Click “Save”.

• When an item satisfies the conditions of an approval workflow, a dialog box will appear, detailing the approval workflow it will be progressing through and enabling you to add a comment.
• As an item progresses through each step in a workflow, the designated reviewer for that step will be alerted via email.
• The reviewer can click “Open in cost management” to be directed to the item for review in the email. Respond appropriately and select submit.
• The final reviewer submits the item to the external party for their approval and signature.
• If using the SignNow integration for e-signature, documents will be sent to signers defined in the signature template.
• The workflow bar in the details flyout panel displays the item’s status, ball-in-court, and expected due date as it moves through the workflow.
• Activity is captured in the item’s activity log.

• To edit/manage a specific workflow, next to the workflow select the “More” menu and choose from the following options:

• • Configure: to edit the workflow settings
  • Duplicate: to make a copy of the workflow. Tip: This is useful when creating a new workflow using settings similar to an existing one. Configure the copied workflow to give it a unique name, and change other settings as required.
  • Deactivate: to deactivate the workflow so it won’t be used
  • Move Up: to move the position of the workflow up in the list
  • Move Down: to move the position of the workflow down in the list
  • Delete: to permanently delete the workflow

• 4: Select the Control icon to control the visibility and order of columns within the table. Select the column headers to sort in ascending or descending order.
• 5: Select the chart icon to view budget and cost trend charts.
• 6: Select the Plan icon to open a set of capabilities that allows users to plan schedule-related allowances such as General Conditions in a Gantt type view. More details are in the Method-Related Planning chapter.
• 7: Select the edit icon to enable edit mode. If the user has “view only” permission, they can’t make edits.

• 10: Select the checkbox next to a budget item or the three-dot menu to access additional actions for that specific budget item; for example, make a Change Order Transfer or delete the item.

• 11: Create a Main Contract SOV or Contract by selecting one or more items. The ability to compile them into one contract is also available.

• • There is no restriction on hierarchy levels, and the totals from all child items are rolled up to the parent and divided by the parent quantity to provide a unit cost, allowing visibility into how the budget number was derived.

• Select the Export button to export formatted contract summary reports.
• Select the filter icon to filter/group the contract view based on multiple conditions.
• To save a filter and switch between saved views, select the “Default view” button.

• Select the Control icon to control the visibility and order of columns within the table. Select the column headers to sort in ascending or descending order.
• Select the chart icon to view budget and cost trend charts.
• Select the edit icon to enable edit mode. If the user has “view only” permission, they can’t make edits.

• Select the contract name to open the details flyout panel. The details flyout panel provides more information such as Supplier details, scope of work, schedule of values, documents, billing periods, etc.

• • Documents – Automatically generate the contract, package the contract with associated documents, and email from the system.
  • Billing Periods – Create and manage billing periods for payment applications.
  • Custom Attributes – Project Admins can customize the type of information that needs to be captured for contracts. Steps for creating a Custom Attribute can be found in the Custom Attributes chapter.

• Next step, go to the Main Contract tab within the Budget tool and expand all. Navigate to the contract and open the contract’s flyout panel. Select the three-dot menu to copy subitems to Main Contract.
• The new SOV subitems will now display the next Owner payment application.

• When the Contract SOV root nodes exceed hundreds of items, having the full-screen view makes it easier to visualize the data.
• There are two ways to expand the SOV section of a specific Contract to full-screen. 

1. 1. Hover over the contract row and select the expand icon. 
   2. Open the contact flyout and select the “View Schedule of Values in full page” button within the Schedule of Values section. 

• Once in full page view, select the filter icon to group by budget code segment. Also, custom views can be saved for later for quick referencing within this view. 

• The total adjustments will appear in the Forecast Adjustments and Forecast Variance column. The Forecast Cost to Complete and Forecast Final Cost will now reflect the change.

• Within the Forecast tab, under the Cost & Time tab you can access the method-related planning capabilities. Note, tab names can be customized by the Project Admin within Settings.
• With this capability set, teams can add key schedule milestones and associate budget items to them to visually plan their budgets in a Gantt view.

• Select the “Create schedule task” button to manually create schedule tasks.
• Add the task name (e.g Foundation), start date, and end date. The duration will auto populate.
• Choose a color from the drop-down to identify it in the Gantt view.

• To delete a task, change the order, add subitems, or link to a budget item, select the three-dot menu.
• Use the control icon to edit the visibility and order of the columns in the table.

• All budget items automatically pull into the budget section underneath the schedule tasks .
• To link a schedule task and budget item, select the three-dot menu next to the schedule task, then “Link to budgets”.

• Check the box next to the budget item(s) to link.
• Once linked, the bar color of the task and budget item(s) will be the same.

• To rename a budget item select the pencil icon next to the budget name.
• To add subitems, calculate annual increases, or create a recast distribution, select the three-dot menu.

• Within Settings Admins can set preferred forecast periods; weekly or monthly. Once a forecast distribution is created on any budget item this setting cannot be changed.

• Perform forecast distributions for each budget line item with four built-in forecast distribution curves, including front-loaded, rear-loaded, typical, and linear (when required, you can manually override).
• There are three ways to access the distribution curve functionality.

• • OPTION 1: Via the Forecast Distribution section of the budget item’s details flyout panel.

• • OPTION 2: Within the Forecast Tool via the more menu (three-dot menu) of a budget line item in the Cost & Time view.
    • From this view you can also select multiple budge items and batch create forecast distributions.
    • If you use a grouped view (via. filters) you can multi-select by the group header.

• • OPTION 3: Within the Forecast Tool via the more menu (three-dot menu) of a budget line item in the table in the Cashflow view.

• A Create Forecast Distribution dialog box will appear when creating a forecast distribution, add in the distribution start and end date. When performing distributions to items connected to the schedule, dates automatically pull in. 
• Choose the Curve from the drop-down menu; front-loaded, rear-loaded, typical, and linear. Note, a Budget with a time-based unit can only be distributed with a linear curve.
• Select, Create. 

• The details flyout panel will update to display a graphic representation of the distribution. 
• Choose to display the information by amount or percent. 
• Select the three dot more menu to delete the distribution.
• Use the control icon to access the chart’s settings to display the chart by period, cumulative, or cumulative & by period. 
• Select the arrow icon to expand the chart view. 

• Hover over a specific point on the chart to view detailed information. 

• In the table, scroll to view the distribution periods.
• As projections are made, the system will auto-flag if the distribution total doesn’t match the forecast-final cost and direct you to open the distribution details.

• The distribution details will open in the Cash Flow tab.
• There you can manually make the distribution.

• To customize the distribution further, select the more menu to add periods or delete the last period.

• Once all budget line items are forecasted, teams can access a project-level cash flow analysis to easily visualize the cash flow distribution throughout the project lifecycle.
• This real-time summary enables teams to see planned actual and forecast quickly. It also provides the ability to drill into details if needed.
• To access this, open the Forecast tool via the left sidebar then, select the Cashflow tab.

Time-Versus-Money Chart Navigation

• To display the built-in dynamic time-versus-money chart, select the chart icon.
• Click Revised Budget, Work Completed, Actual Cost, or Forecast Final Cost to switch between views. 
• Choose to display the information by amount or percent. 
• Use the control icon to access the chart’s settings to display the chart by period, cumulative, or cumulative & by period. 
• Hover over a specific point on the chart to view detailed information. 

Table Navigation

• Use the control icon to rearrange columns and hide/show months. 
• Use the filter icon above the cart to filter/group the information within the table. 
• To save views, select Default View, then Save Current Views. 

• To dive deeper, hover to the right of the line item’s name to access the option to open details view. 

• With the details view open, select the name of a budget item to view specific information/make updates within the details flyout panel. The graph will also change to display the information relevant to that item for the particular view you’re in. 
• To delete distribution directly from the table select the three dot more menu.

• When a budget payment application, cost payment application or expense is approved, the ‘Forecast Distribution’ date field within the details flyout panel will display the same date as the ‘Approved’ date.
• However, it can manually be modified manually to meet your needs.

• Depending on the budget and cost statuses when a PCO is selected, the below options will appear.
  • Set to open
  • Ability to generate an RFQ, RCO, OCO, or SCO
  • Ability to delete it

• There are three different ways to generate an RFQ:
  • Option 1: Select the checkbox next to the PCO or specific Cost Item. A “Generate” drop-down menu will appear. Choose “RFQ”.
  • Option 2: Select the three-dot menu next to the PCO or specific Cost Item and scroll to “Generate”. Then choose “RFQ”.
  • Option 3: Select the PCO name to open the details flyout panel, then choose “RFQ” from the “Generate” drop-down menu. This option is available only for generating a single RFQ that includes all associated Cost Items.
• Once an RFQ has been generated, the item moves to the RFQ tab.

• To generate the RFQ documentation, scroll to the documents section of the details flyout panel and select “Add document”. Choose “Generate from document template” and pick the appropriate template. This process utilizes the document templates created in Settings.
• Once the document is generated, select the three-dot menu to view additional options. To email the document(s) directly from the system, choose the three-dot menu next to Document Package, and select “Send by email”.

• There are three different ways to generate an RCO.
  • Option 1: Select the checkbox next to the PCO. A Generate drop-down menu will appear. Choose RCO.
  • Option 2: Select the three-dot menu next to the PCO, and scroll to Generate. Then choose RCO.
  • Option 3: Select the PCO name to open the details flyout panel, and then choose RCO from the Generate drop-down menu.
• Multiple PCOs can be rolled up into a single RCO. Select the checkbox next to the PCOs to generate into a single RCO. The process is the same as generating a single document. However, the RCO will be a combination of the selected PCOs. The Cost Items will be combined, and the scope is auto-populated but can be adjusted.
• Once an RCO has been generated, the item moves to the RCO tab.

• To generate RCO documentation, scroll to the documents section in the details flyout panel and select “Add document”.
• Choose “Generate from document template” and pick the appropriate template. This process utilizes the document templates created in Settings.
• Once the document is generated, select the three-dot menu to view additional options. To email the document(s) directly from the system, choose the three-dot menu next to Document Package and select “Send by email”.

• There are three different ways to generate an OCO.
  • Option 1: Select the checkbox next to the RCO. A Generate drop-down menu will appear. Choose OCO.
  • Option 2: Select the three-dot menu next to the RCO, and scroll to Generate. Then choose OCO.
  • Option 3: Select the RCO’s name to open the details flyout panel. Then choose OCO from the Generate drop-down menu.
• Multiple RCOs can be rolled up into a single OCO. Select the checkbox next to multiple RCOs to generate a single OCO.
• The OCO will be a combination of the selected RCOs. The Cost Items will be combined and the scope is auto-populated but can be adjusted.
• Once the OCO has been created, the item moves to the OCO tab.

• To generate the OCO documentation, scroll to documents and select “Add document”. Choose “Generate from document template” and pick the appropriate template. This process utilizes the document templates created in settings.
• Once the document is generated, select the three-dot menu to view additional options. To email the document(s) directly from the system, choose the three-dot menu next to Document Package and select “Send by email”.

• There are a few different ways you can generate an SCO within Cost:
  • From a PCO with a budget status of “Open”, “Approved”, or “Executed”, and cost status of “Open” or “Proposed”.
  • From an RFQ with a status of “Proposed”.
  • From an RCO with the status of “Accepted”.
  • From an OCO with the status of “Approved” or “Executed”.

• To generate a single SCO consisting of all Cost Items associated with a “parent” line item, select the checkbox next to the parent.
• To create individual SCOs for specific Cost Items within a “Parent”, select the box next to the Cost Item.
• You can also select multiple SCOs with multiple “parents” to generate a single SCO.

• In the details flyout panel, selectable workflow-based actions (buttons) will appear to guide the user through the process.
  • For example, when the SCO status is “Open”, a “Send” button will be visible. By selecting it, the status changes and the next option is “Set as executed”.

• To generate the SCO documentation, scroll to documents and select “Add document”. Choose “Generate from document template” and pick the appropriate template. This process utilizes the document templates created in settings.
• Once the document is generated, select the three-dot menu to view additional options. To email the document(s) directly from the system, choose the three-dot menu next to Document Package and select “Send by email”.

Creating a new PCO from an RFI:

• In the Project Management module, in the RFI tab, in both a new RFI or existing RFI, scroll to references and select “Add reference”, then “PCO”.
• In the Add PCO reference dialog box, select “Create”.
• Fill in the PCO name and description, then select “Create”.
• This information will copy over from the RFI to the PCO. It can be altered directly in the PCO record later.

Linking RFIs to PCOs:

• To link RFIs to PCOs, follow the same steps as above. However, when the “Add PCO” reference dialog box appears, simply select the PCO(s) from the list and click “Add PCO”.
• To unlink a PCO from an RFI, hover over it and select the “X”.

Accessing Linked RFIs and PCOs from the list views:

• Only Admins and RFI Managers can view linked PCOs. Within the RFI list view in the linked references column, select the PCO number to open the PCO in Cost.
• In Cost Management within the PCO details flyout panel, select the RFI to be directed to the RFI in the Project Management module.

Cost Items are the individual detailed items for each budget code associated with a potential change. The typical workflow is to create a Potential Change Order (PCO) and add Cost Items to it. However, in the Cost Item tab, easily add Cost Items or edit existing Cost Items.

This works similarly to the edit mode in the Contract tab.

• Open the product picker and select Cost.
• Select the Change Order tab, then the Cost Item tab.

• 4: Budget Status displays the current status of the cost item in the budget request workflow.
• 5: Select the link to open the “container” for whichever part of the process the Cost Item is in.

• 6: Select the pencil icon to edit the Cost Item name
• 7: Select the three dots to delete a Cost Item.
• 8: Select the name of a Cost Item to open the details flyout panel.

Details flyout panel

• Edit the Cost Item’s details within the details flyout panel. To access the details flyout panel, select the Cost Item’s name.
• In the details flyout panel under Cost Summary, the Cost Item can be broken down into a more granular level of detail by selecting “Define hierarchy”.

Assigning Cost Items to a Potential Change Order

• Existing or new Cost Items created directly in the Cost Item tab can be “assigned” to a Potential Change Order (PCO) by:
  • selecting the checkbox next to the Cost Item. Once selected, an “Assign” button appears. Click the drop-down to assign.
  • or the three-dot menu next to the item’s name, hover over Assign.
• An assign window will pop up. Type in search criteria to filter the list. Select the PCO to add the Cost Item.

• Open the module picker and select Cost Management.
• Select the Cost tab, then the Expense tab. This is where users can manage all invoices and expenses outside of pay applications.
• To add an expense, you must have full control permission for this tab. Project Admins control the permission levels within the project admin module.
• There are three ways to add expenses:

1. 1. Add from an existing contract
   2. Manually
   3. Use APIs to build an integration between Cost and the user’s accounting/ERP system to automatically flow data between the two platforms.

• • Amount Paid: Click in the Amount Paid field to add the amount.
  • Date Issued: In the Date Issued column, use the calendar to select the appropriate date. For example, the date the invoice was issued.
  • Reference Number: To include a reference number, click into the Reference Number field.
  • Status: In the Status column, use the drop-down menu to set the appropriate status.
  • Date Paid: When the items status is set to paid, the date will automatically populate in the Date Paid field.

• If Cost is connected to your Accounting/ERP system as changes are made the information will automatically update in both systems.

• • 9: Amount: In the Amount column, click to manually add the amount.
  • 10: Scope: In the Scope column, use the drop-down menu to categorize the payment type, Full or Partial. This will automatically update the contracts scope.

• • 11: Status: In the Status column, use the drop-down menu to set the appropriate status.
  • 12: Date Paid: When the items status is set to paid, the date will automatically populate into the Date Paid field.

• • 5: The associated expense will appear in the details flyout panel.

• For any budget item, if a forecast adjustment, budget transfer, or Change Order transfer needs to be made, select the three-dot menu next to the budget item name.

Open the module picker and select Cost Management. Select the Budget tab, then the Main Contracts tab. To create a contract, users must have full control permission for this tab. Project Admins control the permission levels within the Project Admin module.

• 1: Select the edit icon.
• 2: In edit mode, an “Add” button will appear; select it to create a new main contract(s).
• 3: Type the contract code, name, and select the type drop-down.
• 4: Select the columns you wish to include in the summary view by clicking the gear icon.
• 5: To export the information in the summary view to Excel, select the “Export” button.
• More than one contract can be created. If, more than one contract is created select the three-dot menu after the contract name to set which is default. The three-dot menu also provides addition options (e.g., ability to add sub-items or delete the contract).

• 4: Within the “Create Main Contract SOV” dialog box, select the contract from the list.
• 5: Select what to create the SOV from; when done, click “Create”.

• The Main Contract SOV will now be created automatically and link to the budget. This connection allows users to see what they will be paid and what they need to pay their Suppliers.

From Main Contract details flyout panel:

• Select the main contract to open the details flyout panel. Within the panel, scroll to the Master Schedule section and select the “Manage” button.
• In the “Manage master schedule” dialog box, either copy billing periods from another main contract using the drop-down menu or manually create new periods.
• Once the billing periods are created, manage them easily within the details flyout panel under the “Master schedule” section. In this view, easily see payment application statuses and amounts for each period.

• In the Budget Payment application tab, choose the desired contract.
• Select the “Set up master schedule” button.
• The “Manage master schedule” dialog box will open, follow the same steps as above.

From Budget Payment application tab:

• 1: Use the drop-down menu to select the desired main contract.
• 2: Use the drop-down menu to choose the correct billing period or use the arrows to navigate between periods.
• 3: Select “View associated costs”. This will open the details flyout panel.
• 4: In the Associated Cost Payment Application section, select “Create” to create a new cost payment application. To connect an existing application to the contract select “Add existing”.
• 5: Once created/selected, the cost payment application(s) will appear. To update a Cost Payment Application’s information, select the billing period. This will take you directly to the Cost Payment Application.

From Cost Payment Application tab: