Funding Budget

Applicable Packages This article applies to the Kahua for K-12 Education, Kahua for Owners, Kahua for General Contractors, and Kahua for Subcontractors packages. If you are not sure if this is relevant to you, please contact your domain administrator.

The Budget application allows you to establish a project budget.

Key elements of the app include the following:

  • Before setting up the budget, you should set up the activity codes for your project.

  • Budget values appear in the Work Breakdown application.

  • You can create a budget at a high level or build out a detailed Schedule of Values, depending on how you want your project to report cost. Note that costs are committed (through expenses items like contracts, change orders, etc.) at a detailed level even if the budget values are entered at a higher level.

  • You can configure workflows for review and signature processes, or track approvals manually.

  • Users must be assigned a Cost Management license to be able to work on the budget. Refer to Managing user licenses.

How to . . .

To create a new funding budget, complete the following steps:

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

  2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

  3. Click New in the action bar. The budget detail page opens.

  4. Complete the following 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
    Details
    Number

    Allow Kahua to auto-number the record, or enter a different value.

    Note The number format can be configured by your domain administrator. Refer to Number.
    Date By default today's date appears. Modify if appropriate.
    Subject Enter a subject.
    Description Enter a description.
    Type

    Select the appropriate value.

    Note This lookup list is managed in the Configuration app. Refer to Lookups.
    Author Select an author from the list.
    Notes Enter any notes as desired.
    View Template Select the portable view template to apply to this record. For more information on portable views, refer to Portable Views.
    Dates & Workflow
    Workflow Status The current status in the workflow.
    Assigned To User currently assigned an action.
    Sent for Review / Reviewed

    If you are using the Review workflow, these fields will be filled in automatically. Otherwise they can be manually completed.

    Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
    Sent for Signature / Executed

    If you are using the Signature workflow, these fields will be filled in automatically. Otherwise they can be manually completed.

    Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
    Items
    Currency If multi-currency has been configured, available currencies can be selected here.
    Status Select the appropriate status,
    Entry Type

    Select the appropriate value:

    • Unit Price

    • Total Value

    • Unit Price Calculated

    • Lump Sum
    For more information on working with grids, refer to Item Grids.
    Number This field auto-populates and is read only.
    Activity Code Select the appropriate activity code.
    Cost Item Type / Item Category Select the appropriate values.
    Description

    Enter a description of the item.

    Note If Default Description to Activity Code Description is selected in Configuration, the activity code description will be applied by default but can be edited.
    QTY / UOM / Unit Price If the Entry Type is set to "Unit Price" or "Unit Price Calculated", the QTY (Quantity), UOM (Unit of Measure), and Unit Price fields will appear.
    Status The status of the line item appears here.
    Total The total amount for the line item is entered here.
    Currency If multi-currency has been configured, available currencies can be selected here.
    Reviewers

    Reviewer information appears here.

    Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
    Signatures

    Signature information appears here.

    Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
    Comments

    Enter any comments as appropriate.

    Comments are recorded with the author name, and date and time the comment was saved. Comments from other users appear here.

    References

    Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.
  5. Click Save when you are done.

You may want to copy a budget. For example, you may have an original budget that you want to preserve for historical purposes, but need to create a version for modification and approval. To create a copy of a budget, complete the following steps:

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

  2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

  3. On the budget you want to copy, select Process. To do so, either right-click on the budget from the log view and select Process, or open the detail view and select Process from the action bar. You may need to click the More icon to access the Process action.

  4. If not already selected by default, select "Funding Budget" as the Target Application. Click Start Processing.

  5. A copy of the budget is created. The Status of the processed budget is set to "Superseded". The newly created budget can be edited and submitted into workflow.

Note To use the review or signature workflows, the appropriate settings must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Settings tab and Approval configuration.

If configured appropriately, you can submit the budget for review or signature. It is sent as a task to the user designated in the approval configuration.

To do so, complete the following steps:

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

  2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

  3. Select the appropriate budget from the log view and click on it to open the detail view. Select Submit for Review or Submit for Signature from the action bar. You may need to click the More icon to access the appropriate action.

  4. The request for review or signature is sent as a task to the appropriate user and fields in the Dates & Workflow section are updated.

Your project may be configured to require an approval document as part of the approval workflow for creating a budget. Approval documents are created in the References section of the record.

To create an approval document, select Add Approval Doc, name the document and select the appropriate supporting files. These files are then combined into a single PDF that can become part of the approval workflow.

For more detailed information on creating an approval document, refer to Create an approval document.

If not using workflow, the budget status can be updated manually. To do so, complete the following steps:

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

  2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

  3. Select the appropriate budget from the log view and click on it to open the detail view. Select the desired Set to . . . option from the action bar. You may need to click the More icon to access the appropriate action.

  4. The Workflow Status field is updated automatically. To update date fields, click Edit and enter values as desired. Click Save when you are done.

If needed, you can void a budget.

To do so, complete the following steps:

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

  2. Navigate to the Budget application (Apps > Cost Management > Funding > Budget).

  3. Select the appropriate budget from the log view and click on it to open the detail view. Select Void from the action bar. You may need to click the More icon to access the appropriate action.

  4. The Status field is updated to "Void".

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 part of the application configuration and are specific to this application:

Options Description
Settings tab
Use Review Workflow

Select this option to make the Review workflow available.

Note You must also configure the Review approval in Configuration > Approvals. Refer to Approval configuration.
Use Signature Workflow

Select this option to make the Signature workflow available.

Note You must also configure the Signature approval in Configuration > Approvals. Refer to Approval configuration.
Use Manual Status Override

Select this option to allow users with the appropriate permissions to use workflow action buttons to increment status of a record (to Pending, Approved, etc.).

This option is typically used when workflow is not enabled.
Use Manual Approve & Lock  
Cost Status Read Only

Select this option to have the cost status of the contract and line items appear as read-only. The fields cannot be manually edited.

This requires the status field to be updated by only workflow or the selection of action items (e.g. Set to Pending, Set to Approved, etc.), depending on other cost configuration selections.
Default Description to Activity Code Description

Select this option to have the activity code's description applied to the Description field of an item in a cost items grid.

The activity code's description is applied as the default value, but it can be edited.
Settings tab - Cost Unit Settings
Default Entry Type Select a default value.
Can View? If selected, the Entry Type field is visible on the Items section.
Can Change? If selected, the Entry Type field is editable.
Allow Item Entry Type Selection? If selected, the Entry Type field appears in the grid for individual items.
Excluded Entry Types Select entry types to remove them from the drop-down list.
Settings - Tax Settings
Default Tax Entry Type Select None or Separate Line Item.
Can View? If selected, the Tax Type field is visible on the Items section.
Can Change? If selected, the Tax Type field is editable.
Allow Manual Tax Entry?  
Set Taxable on New Items?  
Excluded Entry Types Select tax entry types to remove them from the drop-down list.