Budget codes

Budget codes track how much money is committed or spent. You can use them to track amounts for the schedule of values (SOV) in committing contracts, for potential change order items, and for subcontract change orders.

A budget code consists of one or more groups that are linked together. You can create a custom budget code structure with predefined options for each group.

  1. Open the record settings.
  2. Click Budget.

The budget code structure applies a standard order of groups and separator values to each budget code in the portfolio or project. After you set up the structure, you can edit the options that are available for each budget group.

After a budget item is created, the Use and Show In Code checkboxes can't be changed in the structure.

  • On the settings menu, click Budget Code Structure.
  1. Edit the default groups.
    • Click the name, and then edit it.
    • To change the separator that follows the group, click the Separator field, and then select an option.
  2. To add a new group, enter the name in an empty row, and then select the separator.

    3. The row order determines the group order in the budget code.

  3. In the Use column, select the checkbox for the groups that are part of the budget code.
  4. In the Show In Code column, select the checkbox for the groups that are visible in the budget code.

    5. The Sample Budget Code under the grid is updated as you select and clear the checkboxes.

You can add and edit the options that are available for each budget group. The groups are set up in the budget code structure.

When a budget item is created, an option must be selected from each group that's used for the budget code. Ensure that each group has at least one option so users can create the budget items.

If you unlock a budget group at the project level:

  • You can't relock that budget group if the project contains any budget items.
  • You can't delete a budget group option if any budget items use that option.

In the portfolio settings, you can export the budget group list to Excel where you can add new items.

Excel button in settings
  1. On the settings menu, click Budget Group Lookups.
  2. Click a group.
  1. Click Add new.
  2. Enter the code, and then press the Tab key.
  3. Enter the description, and then click outside of the field.
  1. In the group list, click a group.
  2. Click the code or description of the option, and then edit it.

    3. The budget code is updated for all budgets that use that option.

  • Click the option, and then drag it to a different position in the list.

    • —Or—

    To sort the options alphanumerically, click sort_by_alpha (Sort) on the toolbar.

  • On the card, click delete (Remove).