01What it is
Site costs is the register of spending on one site. Every cost belongs to a site and, where needed, to a specific project on that site. A cost without a project counts for the whole site.
Costs arise in two ways. You enter by hand the invoices and expenses that are not in other modules. Labour from timesheets, stock issues, purchase invoices and subcontractor settlements arrive by themselves and are changed where they came from.
A manual cost goes through an approval flow: draft, submitted, then approved or returned for correction. The decision is made by someone other than the person who entered it.
- ON THE SITE
- A cost belongs to a site, optionally to one project.
- TWO SOURCES
- Manual entries and automatic costs from other modules.
- FORECAST
- How much the site will cost to the end, against the budget.
02What it is for
Overruns show earlier
When the forecast exceeds the budget, a warning with the overrun amount appears above the list.
A second pair of eyes
Nobody approves or rejects their own cost. The decision is recorded with a date.
An invoice with a number
The document number is unique in the company, so the same invoice cannot go in twice.
Cost at the source
You do not retype labour, stock, purchases or subcontractors. They arrive by themselves.
03Main options
The costs screen always shows one site: tiles with the budget and forecast, the cost list, the cost form and the forecast panel.
Four figures for the selected site
The tiles above the list count the selected site.
- Site budget
- Approved costs
- Cost to complete: what is left to spend on the projects plus subcontractor commitments
- Forecast, highlighted when it exceeds the budget
The costs of one site
You choose the site in the filter and the list shows its costs, newest first.
- Columns: date, title, project, supplier, amount, review
- Filters: site and review state
- Search by title and document number
- An automatic cost shows its source under the title
- CSV export
A cost starts as a draft
It counts towards the forecast at once, towards the remaining budget only after approval.
- Required: title, site and amount
- A project or the whole site
- Date, category, supplier and document number
- Description
How much this will cost to the end
The forecast is the sum of what someone actually entered, with no rule-of-thumb factors.
- Approved costs
- Submitted costs awaiting approval
- Cost drafts
- Subcontractor commitments
- Left to spend on the projects
- Retentions due, with their dates
04Tasks step by step
- STEP 1Open Modules › Finance › Site costs and choose the site in the filter.
- STEP 2Click New cost. Enter the title and amount, choose a project or leave The whole site.
- STEP 3Fill in the date, category, supplier and document number, for example the invoice number, and save. The cost is a draft.
- STEP 1Open the cost record from the list.
- STEP 2Choose Submit for approval. The cost is now submitted.
- STEP 3Another person with the finance permission approves it or returns it.
- STEP 1Open the record of a submitted cost entered by someone else.
- STEP 2Choose Approve cost and add a note if you wish.
- STEP 3If something does not add up, choose Return cost for correction and write the reason. A return without a reason does not go through.
- STEP 1Choose the site on the cost list.
- STEP 2Compare the Forecast tile with the Budget tile. On an overrun, a warning with the amount appears above the list.
- STEP 3The Budget forecast panel shows what the forecast is made of.
05Actions
The most common tasks around site costs.
New cost
An invoice, material or subcontractor on a site.
Submit for approval
The draft goes to another person for a decision.
Approve cost
The cost joins the approved ones and can no longer be changed.
Return cost for correction
With a reason, so the author knows what to fix.
CSV export
The costs of the selected site in one file.
06What it connects to
Choose a module to see where costs come from and where they show.
Sites
The site budget is the reference for the forecast, and the site record shows its costs.
Go to the topicSitesProjects
A cost can belong to a project, and what is left to spend on the projects goes into the forecast.
Go to the topicProjectsTimesheets
Labour from timesheets arrives as an automatic cost.
Go to the topicTimesheetsOrders
An order for a project with an invoice number becomes a Purchase invoice cost.
Go to the topicOrdersSubcontractors
A settled subcontractor milestone becomes a cost, and open subcontracts count as commitments.
Go to the topicSubcontractorsCost categories
Cost categories organise the manual entries.
Go to the topicCost categoriesDaily dashboard
The Budget in progress tile on the dashboard shows how much of the budget of sites in progress the approved costs take up.
Go to the topicDaily dashboard