Budget Type Configuration

As a Bid Manager, you can configure budget types in many ways. Review the settings on this page for each budget type and the way they are used.

Budget Type

When you Add a Budget Type, configure these settings. Review our Bidding Walkthrough.

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

• Allow one instance of this type per project: Allow only one version of this budget type per entity. This is the "indirect" method of populating your budget, used when populating your budget via a custom list in a form or a back-end integration. Once you select this check box and save the budget type, you cannot change this setting.

  If your budget is to be updated using a custom list, integration, or back-end update, you must select this option.

• 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.

• 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. .

• 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.

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

Budget Type Name	Are Budget Values Editable?	Allow one instance of this type per project	Allow multiple instances with Selected Status	Budget View	Used for Bidding	Used for Bid Conditioning	Bid Template	Bidding Type	Notes
Estimate	Yes	No	Yes		No	No	No
GC Bidder	No	No	Yes	General Contractor View	Yes	No	Yes		Lucernex bid functionality is primarily used when multiple vendors of the same type compete for a project bid.
GC Conditioning / Award	Yes	No	No	General Contractor View	No	Yes	Yes	GC Bid	Some clients create Lucernex-to-AP System integrations to requistion purchase orders.
Change Orders	No	Yes	No		No	No	No		Most clients use a single budget type to capture change orders for all vendor types.
Payment Applications	No	Yes	No		No	No	No		Some clients create Lucernex-to-AP System integrations to submit approved payment applications. Some clients combine GC pay apps with non-GC invoices and call the budget column Approved Invoices.
Vendor Bid	No	No	Yes		Yes	No	Yes		To use Lucernex multiple-bid-type bidding, you must set up a separate bidding Bid Template for each vendor type who will be bidding.
Vendor Conditioning / Award	Yes	No	No		No	Yes	Yes	Vendor Bid	To use Lucernex multiple-bid-type bidding, you must set up a separate bidding Bid Template for each vendor type who will be bidding.
Vendor Invoice	No	Yes	No		No	No	No		May be combined with the Payment Applications budget type
Purchase Orders	No	Yes	No		No	No	No		Some clients set up AP System-to-Lucernex integrations to track purchase order information in Lucernex budgets.
Actuals / Paid Invoices	No	Yes	No		No	No	No		Some clients set up AP System-to-Lucernex integrations to track payment information in Lucernex budgets.
Work Order Estimates	No	Yes	No		No	No	No		Usually used for facilities
Work Order Actuals	No	Yes	No		No	No	No		Usually used for facilities

Status List

Use a status list to define the values that appear in the Status field of a budget column. You can also use statuses to lock the budget values. Submitted is a default status that is automatically created when you create a new budget type. You can remove the Submitted status if required.

Create your status list then set your selected and default statuses.

Budget Type Name	Status List	Selected Status	Default Status	Notes
Estimate	Submitted Approved	Approved	Submitted
GC Bidder	Submitted	Submitted	Submitted
GC Conditioning / Award	Submitted Conditioned Awarded Rejected	Awarded	Submitted	The Awarded and Rejected statuses must lock values. Only two statuses are required.
Change Orders	Submitted	Submitted	Submitted	This is the out-of-the-box status. Other commonly used statuses include Default or Open and Closed.
Payment Applications	Submitted	Submitted	Submitted
Vendor Bid	Submitted	Submitted	Submitted
Vendor Conditioning / Award	Submitted Conditioned Awarded Rejected	Awarded	Submitted	The Awarded and Rejected statuses must lock values. Only two statuses are required.
Vendor Invoice	Submitted	Submitted	Submitted
Purchase Orders	Submitted	Submitted	Submitted
Actuals / Paid Invoices	Submitted	Submitted	Submitted
Work Order Estimates	Submitted	Submitted	Submitted
Work Order Actuals	Submitted	Submitted	Submitted