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Bidding Setup: Budget Types

Budget types are columns in your budget. For example, your Bidding, Conditioning, and Estimate columns. When a bidder or bid manager enters values for a line item, the value is entered in the appropriate budget type column. When you configure security for Bidding, configure the security for budget types your bid managers and bidders use.

In the Manage Budget Types page, you can add Bidding and Conditioning budget types that are required for the Bidding sub-module and the optional Estimate budget type:

  1. Select Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Budget Types in the Company Administration column.

ClosedAdd Budget Type for Bidding

A bidding budget type is the budget column used to store the bidder's bid.

  1. In the Manage Budget Types page that opens, click Add Budget Type in the lower-right corner of the Budget Types table.

  2. In the Add Budget Type window that opens, Complete the form with these options and fields:

    • Name: Example budget types include Approved or Submitted. Each budget type must have a unique name.

    • Are budget values editable?: Allow editing of the budget from the Budget tab of the entity. This also allows budget versioning.

    • Allow multiple instances with Selected status: Allow multiple budget versions with a status of Selected.

      • When selected, if multiple budget versions have the same status the most recently updated budget version displays on the Budget Summary page. If one budget version has the Default status and one budget version has the Selected status, the budget version with the Selected status displays on the Budget Summary page.

      • When cleared, the budget type that has a status of Selected displays on the Budget Summary page.

    • Used for Bidding: Budget type is to be updated from the bid process. The budget values for a bid budget type will be updated via work flow.

      Clear this option on the Estimated column.

    • Bid Template: Link budget types that are used for bidding with budget types that are used for bid conditioning.

      Clear this option on the Estimated column. .

    • Bidding Type: Link your bid conditioning budget type to your bidding budget type.

    • Use this Budget View: Select the budget view you want to use. With budget views, you can control the line items that bidders can update.

      Always make sure the budget view you select from this field is the same budget view selected on your Bid Package Template.

    • Valid for Portfolio?

    • Valid for Capital Program?

    • Valid for Prototype?

    • Valid for Location?

    • Valid for Parcel?

    • Valid for Site?

    • Valid for Opening Project?

    • Valid for Facility?

    • Valid for Capital Project?

    • Description: Enter a description of the budget type.

      Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.

    For bid options, review the System Administrator Bidding Sub-Module Setup guide.

  3. Select Add.

ClosedAdd Budget Type for Bid Conditioning

The bid conditioning budget type is the budget type used when negotiating a bid.

Create a bidding budget type before you create a bid conditioning budget type.

  1. Click Add Budget Type in the lower-right corner of the Budget Types table.

  2. In the Add Budget Type window that opens, Complete the form with these options and fields:

    • Name: Example budget types include Approved or Submitted. Each budget type must have a unique name.

    • Are budget values editable?: Allow editing of the budget from the Budget tab of the entity. This also allows budget versioning.

    • Allow multiple instances with Selected status: Allow multiple budget versions with a status of Selected.

      • When selected, if multiple budget versions have the same status the most recently updated budget version displays on the Budget Summary page. If one budget version has the Default status and one budget version has the Selected status, the budget version with the Selected status displays on the Budget Summary page.

      • When cleared, the budget type that has a status of Selected displays on the Budget Summary page.

    • Used for Bid Conditioning: Budget type will be used for adjusting submitted bids through the bidding work flow.

      For example, if a bidder submits a bid for $200,000, the bid condition budget type will copy the values from the bid but allow the user to submit a counteroffer.

      When creating bid-related budgets, you should always have at least one bidding budget column and at least one bid conditioning budget column for each type of bidding. For example, you can have general contractor (GC) bidding and architect bidding.

      Clear this option on the Estimated column.

    • Bid Template: Link budget types that are used for bidding with budget types that are used for bid conditioning.

      Clear this option on the Estimated column. .

    • Bidding Type: Link your bid conditioning budget type to your bidding budget type.

    • Use this Budget View: Select the budget view you want to use. With budget views, you can control the line items that bidders can update.

      Always make sure the budget view you select from this field is the same budget view selected on your Bid Package Template.

    • Use this Budget View for Edit Control: If you use budget view controllers, select the budget view controller you want. Only budget views that are configured as budget view controllers are available for selection. Budget view controllers control the groups or line items that are editable in a budget column.

    • Valid for Portfolio?

    • Valid for Capital Program?

    • Valid for Prototype?

    • Valid for Location?

    • Valid for Parcel?

    • Valid for Site?

    • Valid for Opening Project?

    • Valid for Facility?

    • Valid for Capital Project?

    • Description: Enter a description of the budget type.

      Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.

    For bid options, review the System Administrator Bidding Sub-Module Setup guide.

  3. Complete the form with these options and fields:

  4. Select Add.

ClosedAdd Estimate Budget Type

The Estimate budget type is the budget type used on the Bid Line Items and Conditioning pages to enter your estimated or budgeted values for your line items. It is not required for bidding.

  1. Click Add Budget Type in the lower-right corner of the Budget Types table.

  2. In the Add Budget Type window that opens, Complete the form with these options and fields:

    • Name: Example budget types include Approved or Submitted. Each budget type must have a unique name.

    • Are budget values editable?: Allow editing of the budget from the Budget tab of the entity. This also allows budget versioning.

    • Allow multiple instances with Selected status: Allow multiple budget versions with a status of Selected.

      • When selected, if multiple budget versions have the same status the most recently updated budget version displays on the Budget Summary page. If one budget version has the Default status and one budget version has the Selected status, the budget version with the Selected status displays on the Budget Summary page.

      • When cleared, the budget type that has a status of Selected displays on the Budget Summary page.

    • Valid for Portfolio?

    • Valid for Capital Program?

    • Valid for Prototype?

    • Valid for Location?

    • Valid for Parcel?

    • Valid for Site?

    • Valid for Opening Project?

    • Valid for Facility?

    • Valid for Capital Project?

    • Description: Enter a description of the budget type.

      Add descriptions to every template, layout, or field you create in Lucernex, so future administrators understand the purpose and context of each item.

    For bid options, review the System Administrator Bidding Sub-Module Setup guide.

  3. Select Add.

ClosedBudget Type Statuses

For each of your budget types, manage your status lists and select status values.

Set the default status of your Bidding budget column to Default Status.