Expense SOV Breakdown

Unlike many cost apps, SOV Breakdowns are not created directly from the SOV Breakdown application tab. To create a new SOV Breakdown record, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Expense Contracts application and open the appropriate contract record.

3. Select the Use SOV Breakdown check box.

   Note SOV Breakdown can be enabled only if there are no existing pay requests for the contract.

4. Route the contract for approval, if it is not already approved.

5. After approval, select Process to SOV from the action bar. This opens the SOV Breakdown app with a newly created, editable SOV Breakdown record for the associated contract.

6. In the SOV Breakdown record, review the Items section to see the activity codes and amounts pulled from the source contract. Use the More Info icon to open the detailed commitment items window and select the contract line item you want to break down.

   

7. On the left side of the users screen a log view of the contract line items will appear in a new window. On the right side of the new window, the user will have a record view of the SOV Breakdown for individual Contract and Change Order line items. If the icon next to a specific line item is selected, the detailed commitments item window will initially retrieve and display the given line items SOV record.

8. Select the line item to add SOV line items from the log view. The system will retrieve the associated SOV Breakdown record.

9. Review the Allocation Summary section to understand Original Amount, Net Change, Total Committed, Allocated, and Unallocated amounts.

10. In the SOV Items section, select Insert to add SOV line items for the selected contract line item. Optionally, select Auto Allocate to adjust totals so allocated funds equal the committed amount.

    

    SOV Item Status controls whether the SOV Item appears on the Pay Request and, therefore, if it can be billed or progressed.

    For a given contract line item, all related SOV Items must use the same activity code or a child of that activity code. Also, the sum of the allocated Amounts for all related SOV items must be between 0 and the contract line item amount. Initially, the line item from the approved contract will have the full amount allocated to itself, so to reallocate amounts to new SOV line items, the user will need to subtract the amount being reallocated from the Contract line item.

    If different branches of the WBS need to be segregated inside the contract, use different contract line items with different activity codes to do this.

    

11. Complete the record fields as appropriate:

    Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

    Field	Description
    SOV Breakdown record
    Document Type	Identifies the source type of the record (for example, Contract).
    Document	Identifies the associated source document (for example, the contract number).
    Item	The selected source contract line item that is being broken down.
    Description	The description of the selected contract line item (can update from contract edits, if allowed).
    Activity Code	Defines the cost structure for the item. SOV items must use the same activity code as the contract line item or a child of that activity code.
    Allocated	The total amount allocated to SOV line items for the selected contract line item.
    Unallocated	The remaining amount not allocated to SOV line items.
    SOV Items
    Item Number	Controls how the item is numbered for readability and how it appears on the pay request.
    Activity Code	Must match the contract line item activity code or be a child activity code. Ensure activity code formatting is consistent with your WBS structure.
    Description	Description of the SOV line item (can be adjusted to improve readability on the pay request).
    Status	Controls whether the SOV item appears on the pay request and therefore whether it can be billed or progressed.
    Amount	Allocated amount for the SOV line item. The sum of allocated amounts for all related SOV items must be between 0 and the contract line item amount.
    Used on Pay App	Indicates whether the item is available for inclusion on a pay request.
    Progress	Tracks progress/billing status as the pay request is prepared and submitted.

12. Attach supporting documents, if needed, in the References section. You can use options such as Upload, Add Kahua Doc, or Add Approval Doc (as applicable).

13. Click Save/Close. After saving, select Approve All Items (as appropriate) so SOV line items are available for the pay request.

    Note If edits to the contract line items are a) allowed and b) made, some edited values, such as item number and description, will automatically be updated on the SOV Breakdown. Other edited values, such as Activity code and Total Amount, may be refreshed on the SOV Breakdown.

    Note The activity code of a Contract line item can only be changed to another value where all the sub activity codes on the related SOV breakdown line item are still child items of the revised activity code, otherwise the data in the SOV cannot be refreshed.

If you need to enter many codes against multiple contract items, it may be easier to use the Import/Export tool within the SOV Breakdown app.

1. Complete steps 1-5 in the previous section.

2. Add one SOV line item to each contract line item so the excel template is easier to follow and understand.

3. Select Export to generate an export of an existing record to access the correctly formatted spreadsheet file for the import.

4. Notice the column headers are similar to the columns within Kahua. Fill in the remaining SOV Breakdown line items you would like to enter. Ensure the formatting for each column remains consistent for the spreadsheet .

   Example When typing in the activity code, ensure there are the proper amount of zeroes for each level. Also for SourceItemType, ensure input CONTRACTITEM remains capitalized. You can source your SOV Breakdown line items to the Contract Line Items with the SourceItemNumber column.

5. Once complete, save the document and return to Kahua.

6. Select Import and import the file .

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, select the report icon . If your log view contains more than 10,000 records, the report icon will be disabled and you can select to download the records to a CSV file instead. For more information, refer to Generate a report from a log view.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are part of application configuration and are specific to this application: