Manage Budget Templates - Template Details

As a System Administrator, you can edit budget templates. On the Template Details sub-page of the Manage Budget page, you can add and edit budget line items.

Contact your Professional Services representative or Customer Success Manager about our recommended naming conventions for budget groups and line items.

You can only apply one budget template to an entity.

Important!

If you change a budget template that is in use, every budget using that template changes. A warning message displays when you are about to do so.

To navigate to the Manage Budget Templates - Template Details page:

Click Admin in the toolbar in the upper-right corner of the window.

The System Administrator Dashboard page opens.
Click Manage Budget Templates link in the Company Administration column.

The Manage Budget Templates page opens.
Select the Template Details tab.

The Template Details page opens.
Follow a procedure below.

Budget Component Hierarchy

Budgets are broken down into parts to make them easy to manage. These are the components from the highest point to the lowest point in the hierarchy:

Budget Template: Where your budget line items are configured.
Budget Type: Displays as a column in your budget. When you add values to a line item in your budget, you enter a value in a Budget Type column.
Budget Summary: The Budget page displays a snapshot of the budget information and is a sub-module of each module except the Contract and Equipment Contract modules. You can select a template that determines the columns or types that display.
Budget Views: Limits the line items that display by user class.
Budget Index Variables: Use to modify the default value of one or more budget line items based upon a predefined variable condition. For example, if you know that your typical construction costs are less for projects in a certain region, you can create a Construction Costs variable that allows your project managers to adjust certain budget columns by a percentage value.

Best Practices for Budget Templates

We highly recommend creating a singular top-level Budget root group.

The reason we recommend creating a singular root group is because doing so simplifies reporting, meaning that you will not have to create math fields in order to get a quick budget total.
If you will be using GC bidding in your workflows, we recommend making a group titled GC Bidding.

This will simplify the creation of Budget Views, which are used to limit the line items seen by your general contractors.
Line item names should capture the purpose of your costs.

Make your line item names simple enough for your average user to understand.
Line item codes can include numbers, letters, and special characters. The line item code usually corresponds to codes in your ERP system. If you are integrating with your ERP system, ensure that your line item codes have a line-to-line match with the budget in your ERP system.
If you are not planning to integrate with your ERP system, establish a numbering convention for your line item codes. This is important because it simplifies the process of reporting on a line item, because each line item will have a unique code that is easily determined.
If you create your budget template using a spreadsheet, work from the bottom (line items) up to the top (root groups).

Root Groups are the parents of groups and line items. They are a type of folder used to organize similar items. For example, the Construction root group could have a child group titled Supplies that contains line items for Nails, Concrete, and Drywall. The Default Amount of a root group is the sum of the default amounts of its child groups and child line items.

Important!

We highly recommend creating a singular top-level Budget root group. The reason we recommend creating a singular root group is because doing so simplifies reporting, meaning that you will not have to create math fields in order to get a quick budget total.

Add a Root Group

To add a root group to a budget template:

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Click <Add Root Group> link at the bottom of the Template Details table.

A dialog box opens.
Enter the group name in the Group Name field.
Enter the line item code in the Line Item Code field.

Line item codes can include numbers, letters, and special characters. The line item code usually corresponds to codes in your ERP system. If you are integrating with your ERP system, ensure that your line item codes have a line-to-line match with the budget in your ERP system.

If you are not planning to integrate with your ERP system, establish a numbering convention for your line item codes. This is important because it simplifies the process of reporting on a line item, because each line item will have a unique code that is easily determined.
Enter the category code in the Category Code field.
Enter a description of the group in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the CSI division from the CSI Division field.

CSI divisions are part of the MasterFormat standard created by the Construction Specifications Institute and Construction Specifications Canada. According to www. CSIresources. org, Masterformat is used to "organize project manuals and detailed cost information, and to relate drawing notations to specifications" (2018). This standard is used in North America and Canada. A CSI division is a category in the Masterformat standard used to organize information about a facility’s construction requirements and other activities.
Select the CSI code from the CSI Code field.
Enter the overrun percentage in the Overrun Percent field.

The overrun percent is the value of your budget compared to the overrun percentage set for the Project Budget Status Alert setting on the Alerts page.

Note:
If you do not want to use this functionality, enter 99 in this field and do not select the Alert Enabled check box.
Select the Alert Enabled check box if you want to have an alert sent if your budget runs over the percentage set for the Project Budget Status Alert setting on the Alerts page.
Click Add.

The dialog box closes. The root group appears in your budget template.

Edit Root Group

Root Items

A root item is a line item that does not roll up to a parent group. They are used for simple budgets—for budget lines that don't have sub-lines.

Add Root Item

To add a root item to a budget template:

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Click <Add Root Item> link at the bottom of the Template Details table.

A dialog box opens.
Enter the line item name in the Line Item Name field.

The line item name should capture the purpose of the cost. Make your line item names simple enough for your average user to understand.
Enter the line item code in the Line Item Code field.

Line item codes can include numbers, letters, and special characters. The line item code usually corresponds to codes in your ERP system. If you are integrating with your ERP system, ensure that your line item codes have a line-to-line match with the budget in your ERP system.

If you are not planning to integrate with your ERP system, establish a numbering convention for your line item codes. This is important because it simplifies the process of reporting on a line item, because each line item will have a unique code that is easily determined.
Enter a description of the line item in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the category code in the Category Code field.
Enter the default amount for the line item in the Default Amount field.

Any default amounts for line items will be totaled for the default amount of the parent group the line items belong to.
Select the CSI division from the CSI Division field.

CSI divisions are part of the MasterFormat standard created by the Construction Specifications Institute and Construction Specifications Canada. According to www. CSIresources. org, Masterformat is used to "organize project manuals and detailed cost information, and to relate drawing notations to specifications" (2018). This standard is used in North America and Canada. A CSI division is a category in the Masterformat standard used to organize information about a facility’s construction requirements and other activities.
Select the CSI code from the CSI Code field.
Enter the overrun percentage in the Overrun Percent field.

The overrun percent is the value of your budget compared to the overrun percentage set for the Project Budget Status Alert setting on the Alerts page.

Note:
If you do not want to use this functionality, enter 99 in this field and do not select the Alert Enabled check box.
Select the Alert Enabled check box if you want to have an alert sent if your budget runs over the percentage set for the Project Budget Status Alert setting on the Alerts page.
Click Add.

The dialog box closes. The root line item appears in your budget template.

Edit Root Item

Groups

Groups are the children of root groups. They are used to break root groups into smaller pieces and to organize similar items. For example, the Construction root group could have a child group titled Supplies that contains line items for Nails, Concrete, and Drywall. The Default Amount of a group is the sum of the default amounts of its child line items.

Note:

If you will be using GC bidding in your workflows, we recommend making a group titled GC Bidding. This will simplify the creation of Budget Views, which are used to limit the line items seen by your general contractors.

Add Group

To add a group to a budget template:

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Click <Add Group> link at the bottom of the Template Details table.

A dialog box opens.
Enter the group name in the Group Name field.
Enter the line item code in the Line Item Code field.

Line item codes can include numbers, letters, and special characters. The line item code usually corresponds to codes in your ERP system. If you are integrating with your ERP system, ensure that your line item codes have a line-to-line match with the budget in your ERP system.

If you are not planning to integrate with your ERP system, establish a numbering convention for your line item codes. This is important because it simplifies the process of reporting on a line item, because each line item will have a unique code that is easily determined.
Enter the category code in the Category Code field.
Enter a description of the group in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the CSI division from the CSI Division field.

CSI divisions are part of the MasterFormat standard created by the Construction Specifications Institute and Construction Specifications Canada. According to www. CSIresources. org, Masterformat is used to "organize project manuals and detailed cost information, and to relate drawing notations to specifications" (2018). This standard is used in North America and Canada. A CSI division is a category in the Masterformat standard used to organize information about a facility’s construction requirements and other activities.
Select the CSI code from the CSI Code field.
Enter the overrun percentage in the Overrun Percent field.

The overrun percent is the value of your budget compared to the overrun percentage set for the Project Budget Status Alert setting on the Alerts page.

Note:
If you do not want to use this functionality, enter 99 in this field and do not select the Alert Enabled check box.
Select the Alert Enabled check box if you want to have an alert sent if your budget runs over the percentage set for the Project Budget Status Alert setting on the Alerts page.
Click Add.

The dialog box closes. The group appears in your budget template.

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Click <Add Line Item> link at the bottom of the Template Details table.

A dialog box opens.
Enter the line item name in the Line Item Name field.

The line item name should capture the purpose of the cost. Make your line item names simple enough for your average user to understand.
Enter the line item code in the Line Item Code field.

Line item codes can include numbers, letters, and special characters. The line item code usually corresponds to codes in your ERP system. If you are integrating with your ERP system, ensure that your line item codes have a line-to-line match with the budget in your ERP system.

If you are not planning to integrate with your ERP system, establish a numbering convention for your line item codes. This is important because it simplifies the process of reporting on a line item, because each line item will have a unique code that is easily determined.
Enter a description of the line item in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the category code in the Category Code field.
Enter the default amount for the line item in the Default Amount field.

Any default amounts for line items will be totaled for the default amount of the parent group the line items belong to.
Select the CSI division from the CSI Division field.

CSI divisions are part of the MasterFormat standard created by the Construction Specifications Institute and Construction Specifications Canada. According to www. CSIresources. org, Masterformat is used to "organize project manuals and detailed cost information, and to relate drawing notations to specifications" (2018). This standard is used in North America and Canada. A CSI division is a category in the Masterformat standard used to organize information about a facility’s construction requirements and other activities.
Select the CSI code from the CSI Code field.
Enter the overrun percentage in the Overrun Percent field.

The overrun percent is the value of your budget compared to the overrun percentage set for the Project Budget Status Alert setting on the Alerts page.

Note:
If you do not want to use this functionality, enter 99 in this field and do not select the Alert Enabled check box.
Select the Alert Enabled check box if you want to have an alert sent if your budget runs over the percentage set for the Project Budget Status Alert setting on the Alerts page.
Click Add.

The dialog box closes. The root line item appears in your budget template.

Edit Line Item

Activate Item

Note:

Deactivated items are italicized in your budget template.

To reactivate a deactivated item in your budget template:

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Find the item you want to reactivate.
Click <Activate> link to the right of the item's name.

A dialog opens, asking you to confirm your choice.
Click Yes.

Two options appear in the dialog box.
Do one of the following:
- Click the Click to Activate item.
  
  The dialog box closes. The page refreshes, and the item appears as reactivated in your budget template. To deactivate this item, follow the Deactivate Item procedures below.
- Click Click to delete item.
  
  The dialog box closes. The page refreshes, and the item no longer appears in your budget template.

Deactivate Item

To deactivate an item in your budget template:

Select the budget template you want to configure from the Budget Template field.

The Budget Template appears at the upper-right corner of the Template Details page.
Find the item you want to deactivate.
Click <Deactivate> link to the right of the item's name.

A dialog opens, asking you to confirm your choice.
Click Yes.

Two options appear in the dialog box.
Do one of the following:
- Click the Click to deactivate item.
  
  The dialog box closes. The page refreshes, and the item appears as deactivated in your budget template. Deactivated items are italicized in your budget template.
  
  Note:
  Deactivation only impacts budgets created after the record is deactivated. If a deactivated record has been used in a budget previously, it will still be valid.
  
  To reactivate this item, follow the Activate Item procedures above.
- Click Click to delete item.
  
  Important!
  You cannot delete a line item if the line item is in use in a budget.
  
  The dialog box closes. The page refreshes, and the item no longer appears in your budget template.

Manage Budget Templates - Template Details

Budget Component Hierarchy

Best Practices for Budget Templates

Root Groups

Add a Root Group

Edit Root Group

Root Items

Add Root Item

Edit Root Item

Groups

Add Group

Edit Group

Line Items

Add Line Item

Edit Line Item

Activate Item

Deactivate Item

Move Item Up or Down Budget Template List

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