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Add the Columns for the 'Budget Changes' Feature to a Budget View

 Phased Release
The new Budget Changes feature is designed to replace the existing budget modifications feature. Starting in October 2022, Procore will be working with Procore customers to migrate from budget modifications to the Budget Changes feature by October 16, 2023. Once you migrate, you will no longer have access to the budget modifications feature. If you have any questions before your company starts the migration, contact your Procore point of contact. To learn more about the timeline for migration, see: Common Questions.

Objective

To add the recommended columns for the 'Budget Changes' feature to a Procore budget view

Background

Procore's 'Budget Changes' functionality provides project managers with greater control and insight into changes that impact your budget. Whether it's an increase, decrease or net zero (0) budget change, this feature eliminates the need to create a separate budget line item in Procore. It also allows you to reflect the true cost and revenue of your change on a project's budget.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the Company level Admin tool.
  • Additional Information:

Prerequisites 

Steps

Step 1: Add or Modify a Budget View

When adding the columns detailed in this article, you have these choices:

After choosing the preferred option for your budget view, add all of the recommended columns using the steps detailed below.  

Example

For the next steps, we created a new budget view based on the Procore Standard Budget view, which is at the top of the list under 'Standard Views'. 

create-procore-standard-budget.png

We also named our new view 'Budget Changes'. However, you can name your budget view as you want. When you are ready to continue, click the Configure Columns button. Then proceed by adding the recommended source and calculated columns. 

configure-columns-budget-changes.png

Step 2: Add the Source Columns for the Budget Changes Feature

You will begin by adding the recommended source columns as follows:

Add the 'Budget ROM' Source Column

In the 'Configure Columns' window, follow these steps to add a new source column named 'Budget ROM'. This column allows your team to forecast the potential impact that a change may have on your budget. Depending on the 'Budget ROM' settings in the Configure Settings page of the Change Events tool, you can configure this column to reflect the Rough Order of Magnitude value in your budget as Cost or Revenue. To learn more, see Configure Settings: Change Events and What is the 'Budget ROM' column in Procore's Budget tool?

Steps from the Configure Columns window in the Company Admin tool… Settings
  1. Choose one of these options:
    • Click Create Source Column in the centre of the window. 
      OR
    • Click the Create button and choose Source from the drop-down list.
  2. In the Column Name field, type: Budget ROM
  3. From the Column Source drop-down list, select Change Events.
  4. Mark the Budget ROM (Rough Order of Magnitude) tickbox. 
     Note
    In the following steps, the Procore-recommended settings for the tickboxes to select are marked with an asterisk (*). However, you can tailor your settings to suit your environment. 
  5. Under Budget Changes, mark the desired tickboxes: 
    • With Budget Change
      This option includes budget change amounts in the 'Budget ROM' column. 
    • Without Budget Change * 
      This option excludes budget change amounts from the 'Budget ROM' column. 
  6. Under Scope, mark all of the desired tickboxes: 
    • In Scope *
    • Out of Scope *
    • TBD *
    • No Scope Associated *
  7. Under Change Event Status, mark all of the desired tickboxes: 
    • Open *
    • Closed *
    • Pending *
    • Void
  8. Click Create.
    Procore adds the new column to the Source list on the left. 
source-column-budget-rom.png

Add the 'Budget Changes' Source Column

In the 'Configure Columns' window, follow these steps to add a new source column named 'Budget Changes'.

Steps from the Configure Columns window in the Company Admin tool… Settings
  1. Choose one of these options:
    • Click Create Source Column in the centre of the window. 
      OR
    • Click the Create button and choose Source from the drop-down list.
  2. In the Column Name field, type: Budget Changes
  3. From the Column Source drop-down list, select Budget Changes.
  4. Mark the Budget Change Adjustments tickbox. A Budget Change Adjustment represents a formal change to your budget. 
     Note
    In the following steps, the Procore-recommended settings for the tickboxes to select are marked with an asterisk (*). However, you can tailor your settings to suit your environment. 
  5. Under Scope, mark all of the desired tickboxes: 
    • In Scope *
    • Out of Scope *
    • TBD *
    • No Scope Associated *
  6.  Under Status, mark all of the desired tickboxes: 
    • Draft *
    • Under Review
    • Approved *
    • Void
  7. Click Create
    This adds the new column to the Source list on the left. 
source-column-budget-changes.png

Step 3: Modify the Calculated Columns for the Budget Changes Feature

Next, you will modify the existing calculated columns (or add new ones) to include the new source columns in the calculated columns formulas. 

Add or Modify the 'Revised Budget' Calculated Column

In the 'Configure Columns' window, follow these steps to modify the existing 'Revised Budget' column for the budget changes feature. Adding this column allows your project team to see the impact of the change on your budget. 

Steps from the Configure Columns window in the Company Admin tool… Settings
  1. Choose one of these options:
    • Click Create Calculated Column in the centre of the window. 
      OR
    • Click the Create button and choose Calculated from the drop-down list.
  2. Under 'Calculated' on the left, highlight the Revised Budget column to reveal the 'Show Formula' section. 
  3. Click Edit
  4. In the Column Name field, choose from the options:
    • Keep the existing column name: Revised Budget
      OR
    • Create a new column name: Revised Budget (+Changes)
  5. In the Format drop-down list, make sure Currency is selected.
  6. Keep Original Budget Amount selected in the top drop-down list. 
  7. Click the Remove links. 
  8. Select these calculation settings as shown in the drop-down lists:
    • Original Budget Amount
    • Plus (+) sign
    • Budget Changes
  9. Optional. Keep the mark in the Allow Subtotals and Grand Totals tickbox. 
  10. Depending on your choice in step 4 above:
    • Click Update. This updates the formula for the calculated column in the budget view.  
      OR
    • Click Save as New. This adds a new calculated column to the budget view. 
calculated-column-revised-budget.png

Add the 'Projected Cost Budget' Calculated Column

In the 'Configure Columns' window, follow these steps to add a calculated column named 'Project Cost Budget'. Adding this column allows you to include budget changes so your team can track the projected cost to completion on the project's Budget tool. 

Steps from the Configure Columns window in the Company Admin tool… Settings
  1. Choose one of these options:
    • Click Create Calculated Column in the centre of the window. 
      OR
    • Click the Create button and choose Calculated from the drop-down list.
  2. Under 'Calculated' on the left, highlight the Revised Budget column to reveal the 'Show Formula' section. 
  3. Click Edit
  4. In the Column Name field, type: Projected Cost Budget
  5. In the Format drop-down list, make sure Currency is selected.
  6. Keep Original Budget Amount selected in the top drop-down list. 
  7. Click the Remove links. 
  8. Select these calculation settings as shown in the drop-down lists:
    • Original Budget Amount
    • Plus (+) sign
    • Budget ROM
    • Plus (+) sign
    • Budget Change
  9. Optional. Keep the mark in the Allow Subtotals and Grand Totals tickbox. 
  10. Depending on your choice in step 4 above:
    • Click Update. This updates the formula for the calculated column in the budget view.  
      OR
    • Click Save as New. This adds a new calculated column to the budget view. 
projected-cost-budget-calculated-column.png

Step 4: Preview the Budget View

Next, you can preview your new columns in the 'Column Configuration' area and by selecting different projects in the 'Preview with Project' drop-down list. The new columns appear on the right side of the budget. Finally, you can assign the budget view to one or more Procore projects in your company's account using the options in the 'Assign to Projects' drop-down list. 

Example

Below is an example of the new columns that you can add to a Procore budget view, after it has been assigned to a project. 

preview-column-configuration.png

Step 5: Assign the Budget View to Your Projects

When you are ready to proceed, assign the budget view to one, multiple or all projects. Simply select the options in the 'Assign to Projects list. 

assign-budget-changes-view-to-project.png