• 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. Learn more about importing or entering budgets.
  • 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. To better understand how data is automatically collected and calculated, see the Budget and Contract Tables article.

  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 Cost Management for project members.
• Within Project Admin, select the Member tool, then the member. In the fly-out panel, toggle on Cost Management.
• Select “View all tool permissions” to assign appropriate permission levels for the different components of Cost Management.

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

• Unit of Measure: Select imperial or metric.
• Unit of Measure List: Set specific dimension as default or deactivate certain units from the list. Click “Add” to manually add additional dimensions.
• Companies Setup: Identify the project Owner, General Contractor, and Architect. Use the drop-down to select the correct contact or add a new contact.

• Budget and Contract Allocation: Allows the ability for project members to allocate a budget to multiple contracts but also limit adding multiple budget codes to a Contract by selecting “One budget to one Contract” for Budget and Contract allocation. This setting ensures any of the accounting integrations are not affected.
• Round Settings: Select the “Rule” (Half up, Round up, Round down) and “Accuracy” (1, 0.1, 0.01, 0.05). In the example field, users can test the settings. Under Sum, choose your rounding preference. 
• Materials in Payment Applications: There are two options for calculating materials on site in payment applications. Materials on site option is the default option that follows AIA logic. Materials Billed option, allows users to treat materials on site as ‘previously billed’ and eliminates the need to manually move them if the user needs to show them as work completed the following month regardless of whether complete or still in storage.
  Note: The Setting cannot be changed once any payment application is created.
• Retention: Allows users to put in a default retention percent for completed work and materials on site. This will automatically be added to every line item, but can be edited/removed per line.

• Document and Attachments: Allows users to choose to store generated documents and uploaded attachments in both Cost Management 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.
• Dates: Use to manage dates for Contracts and Budget Payment Applications.
• 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”.

• Select the “Cost” tab.
• Number Format: Ability to configure the expense code format by customizing the prefix, suffix, number of digits, and start number. Ability to also include the type in the prefix.

• 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, CORs, OCO, and SCOs are sent from the system.

• Project Admins are the only individuals who have permission to access Multi-Currency.
• Within Cost Management, select the Settings tool. Multi-Currency is under the General Settings tab within the Currency section.
• Multi-Currency needs to be turned on to utilize it. To do so, under Foreign Currencies, toggle it on.
• To add a foreign currency, select Add. From the drop-down, select the currency you would like to add. Then input the current exchange rate.

• Important Note:
• • The exchange rates set are used by default and can be updated in Settings as required throughout the project lifecycle. The default exchange rates can also be overwritten by users with the latest rates every time a transaction is made, as shown in later sections of this guide.

• The system has no limitations to currency type or the number of currencies that can be used on a project.
• If you are using hedge rates, you can enter the validity date range in the valid from and valid to fields and these will be automatically used as a base on transaction date.

• To change the currency for foreign supplier contracts from the base project currency, select the contract to open the flyout panel. 
• Within the Details section of the flyout, select the Currency drop-down, and choose the appropriate currency. 
• The exchange rate set in Settings for that currency will appear in the Exchange Rate field. It can be edited from here if the rate has since changed. 
• The Schedule of Values are entered in the foreign currency. The system automatically converts it to the base currency. 
• You can easily toggle between the two currencies to view the Unit Cost and Amount change in either currency.

• Change orders can be entered and managed in the currency of the foreign supplier as the project progresses.
• The system will automatically recognize the currency set for a supplier within their contract, so when a potential change order (PCO) arises, you or the supplier (with the appropriate permission level) can generate a PCO. 
• The Proposed and Committed amounts are entered in the supplier’s local currency then the system auto-converts it to the base currency. 
• Arrow icon displays to indicate the change order information is converted. To view the information in both currencies, hover over the field. The Exchange Rate can be edited from here by selecting the pencil to override what was defined in Settings.

• You can also manage this information within the Cost Item’s flyout panel. First, select the item to open the flyout panel, then scroll to the Cost Summary section. 
• There select the Proposed or Committed columns. Toggle between the two currencies and edit the exchange rate if needed. 

• Payment applications can also be entered and managed in foreign currencies. 
• Within the Cost tool, select the Cost Payment Application tab and open the details view for the appropriate supplier.
• The system will automatically recognize the currency set for a supplier within their contract, so Work Completed will be entered in the local currency. And the system will auto-convert it back to the project’s base currency.

• In the Add Expense from Contract box, choose the Contract that you would like to assign the expense to from the drop-down and click Add.

• The system will automatically recognize the currency set for a supplier within their contract, so the Unit Cost and Amount are entered in the local currency. The system will auto-convert it back to the project’s base currency. 
• Like Change Orders, an arrow icon displays to indicate the information has been converted. To view the information in both currencies and exchange rate used, hover over the field. 
• Exchange rate can be overridden via the flyout panel. Once an expense is “Approved” the field will be locked and rate can’t be changed.

• To view the budget overview, select the Budget tool.
• With the release of Multi-Currency, three new columns are available: Realized Currency Gain or Loss, Unrealized Currency Gain or Loss, and Forecast Exchange Rate.
• Use the gear icon to turn them on.
• Realized costs are calculated based on whatever the exchange rate was set at on the day each actual cost was approved.
• Unrealized (projected) costs are based on anything not yet claimed for.

• Recalculating/editing exchange rates are done within the Forecast Exchange Rate column you’ve turned on via the gear icon.
• To edit the rate, hover over the field and click Edit.

• In the Edit Forecast Exchange Rates box, to update the rate click into the field to directly edit it. Or select Fetch from settings to use the rate within Settings.
• When done, select Save.

• To make a forecast adjustment based on currency gain or loss select the more-menu (three-dots) next to the item name.
• Then select Forecast Adjustments. An Edit Forecast Adjustment box will appear.
• From the “Add from currency gain or loss” drop-down menu, choose one of the following options:
  • Realized Currency Gain or Loss
  • Unrealized Currency Gain or Loss
  • Total Currency Gain or Loss
• When done, select the “X.”

• 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.

• Permission levels need to be set to allow collaborators to view, upload, and download files to relevant folders.
• Select Build from the product picker, then the Files tool.
• Select the three dot icon next to the desired folder, then click Permissions.

• In the Permissions flyout panel select Add.
• Search by name, email, role, or company.
• Select the drop-down and choose the appropriate permission level.
• Click Add
• Note; Permissions set to the main folder (parent folder) will be carried through to any sub-folders (children folders).

• When Cost opens, only the information pertaining to the Owner will be visible.
• Click the change order name to open the details flyout panel.
• Scroll to review details, including any documents.
• With the Owner given ‘Collaborate’ access, they can review, accept, reject, or request a revision.
• Select Respond in the workflow bar.

• Review the Scope of Work and attached documents. To add attachments, select Add Document.
• Respond by clicking the drop-down in the Response section and selecting Approved, Revise and Resubmit, or Rejected.
• Include a comment before hitting Submit.

• Once submitted, the General Contractor will be notified.
• If approved by the Owner they can trigger the eSignature process. The document will be sent to the required parties for signature based on a configured order. This process utilizes an integration with SignNow.
• The Owner will be notified by email that documents are awaiting their review and signature.
• Open the email and select View Document.

• When the document opens, select your language before getting started.
• Select the Signature Field in all required places to populate your electronic signature. 
• When complete select Done. Once the last party has signed the system will notify the General Contractor for their signature. 
• The completed document will automatically upload into Cost as an attachment.

• When Cost opens, only the information pertaining to the Supplier will be visible.
• Select the contract name to open the details flyout panel.
• Scroll to review details, then select respond in the workflow bar.

• If importing from Excel, select ‘download template’ to download an Excel template.

• Once the SOV information is complete, add comments for further context and select Submit.

• Once submitted, the system will notify the General Contractor by email.
• They can review and request revisions with comments.
• If a revision is required, the process will continue as outlined above once it is submitted back to the Supplier.
• Once approved, the General Contractor can compile the contract document package and send it over for signature.

• The Supplier will be notified of the cost payment application for review by email.
• Open the email and select Open in Cost Management.

• When Cost opens, only the information pertaining to the Supplier’s cost payment application will be visible.
• Scroll to review details. In the columns within This Period, click on the fields to enter the completions. The information will auto-populate based on the Amount or % entered. 
• To auto-populate data based on the item being 100% complete, select the three-dot icon next to a line item and choose % mark as completed. 

• Once the payment application information has been populated, select Submit.
• Include a message in the Submit dialog box.

• Once submitted, the system will notify the General Contractor by email.
• They can review line-by-line and accept, reject, and leave comments.

• If a revision is required, they can request it. 
• The Supplier can respond directly to the comment left by the General Contractor and make necessary updates. 
• When done, the Supplier submits the payment application back to the General Contractor.  
• Once the General Contractor is happy, they can accept all line items. The system will notify the Supplier by email.

• The Supplier will be notified of the quotation request by email.
• Open the email and select Open in Cost Management.

• When Cost opens, only the information pertaining to the Supplier will be visible.
• Click the Request for Quotation name to open the details flyout panel.
• Scroll to review information and access any associated documents.
• When ready, select Respond in the workflow bar.

• Under the Scope of Work section, click to add the appropriate unit cost. The amount will auto-populate.
• Include a comment within the Comment section and select Submit.

• Once submitted, the system will notify the General Contractor by email.
• They can either accept it or request a revision.
• If a revision is required, the process will continue as outlined above once it is submitted back to the Supplier.
• If necessary, a formal quotation can be attached by the Supplier when responding. 
• Once accepted by the General Contractor, the system will notify the Supplier by email. 

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

• In Cost Management, select the Settings tool to access the settings for the different components within Cost Management.  
• 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. The Cost tool 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 the Cost tool. 

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.
  • If Variable Length is chosen, the template for import will be updated to support this.
• “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 Cost Management, select the Settings tool. You will now be able to access the settings for the different components within Cost Management.  
• 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, COR, 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 Cost Management, select the Settings tool. You will now be able to access the settings for the different components within Cost Management.
• 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), Change Order Request (COR), Owner Change Order (OCO), and Supplier Change Order (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.

• 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.

• Users with Account Admin permission are the only individuals able to access the Library.
• Select ‘Account Admin’ in the product picker, then select ‘Library.’
• In the Library, click on the ‘Cost’ tab.
• Here is where you manage settings (e.g., Document Templates) for Cost Management.

• Within the ‘Cost’ tab, select ‘Create cost settings.’
• In the next window, select ‘Document Template’ and click next.
• The Settings Builder will open and display a listing of all Cost Management document templates.
• Best practice: create a setting for individual templates or groupings of like templates.

• In the Settings Builder, title the settings (e.g., Budget Pay App).
• Use the drop-down menu or scroll to the desired document template section (e.g., Budget Payment Application). If needed, select the hyperlink to download the sample template.
• When ready to upload a document template, drag and drop the file, or click ‘Browse’ to locate the file on your computer for upload.
• A single section can include multiple templates.
• Select ‘Save’ to save and exit.

• Project Admins are the only individuals who have permission to create and edit financial Markups.
• Within Cost, select the Settings tool. 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 Cost Management, select the Settings tool. 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 Cost, select the Settings tool. 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

• Project Admins are the only individuals who have permission to create and edit Compliance Requirement lists.  
• Within Cost Management, select the Settings tool. You will now be able to access the settings for the different components within Cost Management.
• Compliance requirements can be created within the Cost tab for Contracts and Cost Payment Applications. 

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

• To create Compliance Requirement(s) for Contracts or Cost Payment Applications, select “Add”.
• An “Add requirement” dialog box will open. Fill in the required information.
  • For Contracts:
    • If a document expiration date is required, select the “Requirements to submit Contract” drop-down and check the box.
    • To choose which contract type the document is required for (e.g., All Contract Types, Subcontracts, Purchase Orders, etc.) select the “Applicable to” drop-down.
  • For Cost Payment Applications:
    • If a document expiration date is required, select the “Requirements to submit Cost Payment Application” drop-down and check the box.
• When ready, select “Add”.

• To manage/edit compliance requirement items, select the three-dot menu.
• Option include:
  • Edit: opens the “Add requirement” dialog box where you can make edits.
  • Move Up: Moves the item up the list within the flyout panel.
  • Move Down: Moves the item down the list within the flyout panel.
  • Deactivate: Inactivates the item.
  • Delete: Deletes the item.

• Within the Contract or Cost Payment Application tabs, select an item to open the flyout.
• In the flyout, scroll down to the Compliance Requirement section.  
• This will display the required documents created in Settings. 
• Select the “Add Document” drop-down to upload a document from your computer or attach it from Autodesk Docs.
• If an expiration date is required, select the calendar field and choose a date.

• Users with Contract and Cost Payment Application Full Control permission can mark specific documents as optional within the item’s flyout panel.

• When a document is uploaded, the orange circle turns green with a checkmark.
• Next to the uploaded document, select the three-dot menu to access the following options; open, download, or remove from the requirement.
• If a required document is not uploaded, you will not be able to submit the item.

• 4: Select the Control icon to control the visibility and order of columns within the table.
  • Check the box to make the desired column(s) appear.
  • Hover over an item and select the arrow to lock the column in place. Locks to the left or right based on arrow selection.
  • Change column order by hovering over an item, selecting/holding the dots, then dragging and dropping in the new location.
• 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.

• 12: When budgets have been associated with line items in the Main Contract, they can be hidden to be kept private. Users can temporarily hide & unhide subitems using the option in the context menu.
  • Select a Main Contract item, Click Edit Mode pencil at the top, Click three-dot menu next to the item. Select Hide Subitems.
  • To Unhide subitems, in the Main Contract select line item, Click three-dot menu, Select Unhide subitems.

• 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.

• 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. There are two ways to add schedule milestones:
  • Automatically, by pulling in tasks from the schedule within the Schedule tool in Autodesk Build.
  • Manually

Automatically from the Schedule tool in Autodesk Build

• Select the arrow next to the Create schedule task button, then select ‘Add reference from Autodesk Build’.
• An Add schedule reference dialogue box will appear. Use the drop-down menu to choose the appropriate schedule. 
• Use the check box to select the tasks you want to pull over. 
• Select ‘Add schedule activity’ to automatically bring the tasks into Cost & Time tab in Cost Management. 
• If needed the start/end date can then be updated and color changed.
• To automatically update tasks pulled in from the schedule later on, select the arrow next to the Create schedule task button, then select ‘Update all reference tasks’.

Manually

• 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.

Managing Created Tasks