Financial dashboard: committed, certified, margin

Committed, certified and margin

Once you award work to subcontractors, every line of your budget gets a cost side. BuildColab keeps three figures per budget line and shows them both in the budget (columns switched on in Categories) and in this dashboard:

• Commitments are automatic. A commitment is created when a subcontract is signed and changes when a change order on it is accepted: the old commitment becomes Superseded (Заменен) or Released (Освободен) and the new one is Active (Активен). You never type commitments by hand.
• Each subcontract line counts once. It is attributed to exactly one budget line, so nothing is counted twice.
• Category rows show the sum of their lines.
• Totals also include amounts that are not on a budget line at the moment (unlinked lines and commitments without a live line), because it is still money you owe.
• Only downstream contracts count. Contracts your company awarded to other companies are costs; an investor's contract with itself is not.
• Only the company that owns the budget sees its cost figures.

How a subcontract line finds its budget line

1. Direct link. When you award lines from your budget, BuildColab remembers which budget line each contract line came from.
2. By structure. If there is no direct link, BuildColab looks for the same task in the same place of the bill of quantities (BoQ) structure. Such matches are labeled "by structure" (по структура), with "note differs" (бележката е различна) if the notes are different.
3. Unlinked. If neither works, for example because the contract was built from a separate offer with different lines, the line is Unlinked (Несвързани). It is not lost and not attached to a random line: it is listed in the Unlinked block of the dashboard until you link it.

The dashboard screen

The page title is Financial dashboard with "{project} · budget lines against actual costs". Data reloads when you open the page and whenever you return to the browser tab.

Totals strip

Total (Общо) · Budget (Бюджет) with the budget total · Costs (Разходи) with the committed total · Spent (Усвоено) with committed ÷ budget as a percentage. "Spent" therefore shows how much of the budget is already contracted, not how much has been paid.

Table columns

Each row is a line of the budget BoQ, grouped by its categories.

• "#n" is the real number of the latest approved payment application on that side, for example "Pay App #3". Without one, the group is titled "Pay App · none approved" (Отчет · няма одобрени), executed is 0 and remaining is the full amount.
• Rows are highlighted when nothing is committed on them, when the committed value is higher than the budget value, or when nothing has been executed yet.
• If the budget has no lines: "No work items in this contract" (Няма задачи в договора).
• The floating buttons bottom right: Expand all (Отвори всички), Collapse all (Затвори всички), Full screen (Цял екран) / Exit full screen (Изход от цял екран).

1. The Columns (Колони) button.
2. The totals strip: Total, Budget, Costs, Spent.
3. The notice "There is an open pay app #n" with Go to pay app →.
4. The Budget (Бюджет) column group.
5. The "Pay App · Executed to date" and "Remaining" groups (here "none approved", because no pay app on the client side is approved yet).
6. The Costs (Разходи) column group with the subcontractors in NOTE.

Notices above the table

• "There is an open pay app #{n}" (Има отворен отчет #{n}) with "(draft)" or "(sent for approval)" and the button Go to pay app → (Към отчета →), which opens it for review. The notice follows the payment applications of one of your contracts with subcontractors when you have one, otherwise of the budget. Open payment applications on your other contracts are not announced here; check the Report Register.
• "The costs could not be loaded — the cost columns are incomplete." with Try again (Опитай отново).

How to choose the visible columns

1. Click Columns (Колони) in the page header. The menu Visible columns (Видими колони) opens.
2. Tick or untick:
   • Budget · executed and remaining by pay app (Бюджет · изпълнено и остатък по отчет)
   • Budget · row progress (between executed and remaining) (Бюджет · прогрес по ред (между изпълнено и остатък))
   • Costs · executed and remaining by pay app (Разходи · изпълнено и остатък по отчет)
   • Costs · row progress (between executed and remaining) (Разходи · прогрес по ред (между изпълнено и остатък))
3. The table changes at once. All four are on by default. Your choice is remembered in this browser only; colleagues keep their own.

How to link unlinked contract lines

Below the table, the block Unlinked · {count} (Несвързани · {count}) with its total lists "Signed contract lines with no budget line (no pointer and no structural match)". Each row shows the description, the subcontractor and contract, the amount, the certified amount and the button Link lines (Свържи позиции).

1. Click Link lines (Свържи позиции) on a row. The window Link contract lines to the budget (Свържи позициите с бюджета) opens for that contract: "Lines of this contract that are not linked to a budget line. Confirmed links become commitments and count in the Costs columns."
2. For each Contract line (Позиция от договора) with its Amount (Стойност), BuildColab suggests a Budget line (Позиция от бюджета) with a confidence label:
   • Exact (Точно) — same task and same note;
   • Note differs (Бележката е различна) — same task, different note;
   • Same task (Същата задача) — only the task matches; check it carefully.
3. To choose another budget line, click Other line… (Друга позиция…) and search with "Search the budget by name or section"; your choice is labeled Chosen (Избрана). "No matching budget line" means nothing matches the search.
4. Use Accept all exact ({count}) (Приеми всички точни) to take every exact match at once, or Clear selection (Изчисти избора) to start over.
5. Click Confirm ({count}) (Потвърди). You see "{count} lines linked". The lines move to their budget lines and count in Committed. When nothing is left: "Every line of this contract is linked."

To undo a link you made by hand, open the window again and use Unlink (Премахни връзката) in Linked by hand ({count}) (Свързани ръчно). You see "Link removed". A line that already has a certified amount cannot be unlinked ("{amount} is already certified on this line — it cannot be unlinked"), and links that BuildColab made automatically cannot be removed here.

1. Accept all exact ({count}) (Приеми всички точни) takes every exact suggestion; Clear selection (Изчисти избора) empties the choices.
2. The Contract line (Позиция от договора) with its amount.
3. The Budget line (Позиция от бюджета) column. When BuildColab finds a match it suggests a line with a confidence label; otherwise, as here, choose one with Other line… (Друга позиция…).
4. Confirm ({count}) (Потвърди) saves the chosen links.

Messages in the linking window

Common questions

Related

• Investment budget
• Costs
• Payment applications
• Register, summary and exports
• Change orders and extensions
• Contracting schedule and packages