Manage Budget Summary Page

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.

To add a budget summary page:

1. Click Add button in the lower-right corner of the Page Layout Name table.

   A pop-up window opens.

2. Enter the name of your budget summary page in the Page Layout Name field.

3. Enter a description of the budget summary page 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.

4. Select the check boxes next to the entity types for which you want this budget summary page to be valid.

5. Click Add.

   The window closes. The budget summary page record appears in the Page Layout Name table.

To edit the details of a budget summary page:

1. Find the budget summary page you want to edit.

2. Click Edit in the Actions column of the record.

   A pop-up window opens.

3. Make your changes.

4. Click Update.

   The window closes. Your changes are saved.

To delete a budget summary page:

1. Find the budget summary page you want to delete.

2. Click Edit in the Actions column of the record.

   A pop-up window opens.

3. Clear all the entity type check boxes.

4. Click Update.

   The window closes. Your changes are saved.

5. Click Delete in the Actions column of the record.

   A dialog opens, asking you to confirm your choice.

6. Click Yes.

   The dialog box closes. The budget summary page is deleted.

To build a budget summary page layout:

1. Find the budget summary page whose layout you want to build.

2. Click Build Layout link next to the budget summary page title.

   The Page Layout Editor opens. By default, it opens to the List Layout tab.

3. Follow a procedure below.

   Budget Fields

   This section teaches you how to manage the budget fields in your budget summary page layout.

   Add a Budget Field to the Layout

   To add a budget field to your budget summary page layout:

   1. Open the Available Fields folder in the Fields menu.

      Three sub-folders appear:

      • Budget Types: Contains your budget columns.

      • Budget Comments : Contains comments columns associated with your budget columns.

      • Budget Line Item Fields : Contains fields associated with your line items such as the default amount, line item code, and description.

   2. Select the field you want to add to the layout.

   3. Drag the field to the layout.

   4. Drop the field on a icon in the layout.

      The field is added to the cell.

   5. Repeat steps b - d to add additional fields to your layout.

   Add and Configure Bidder Columns

   You will need to configure your GC Bid columns to display each bidder's bid submission.

   To configure a GC bid column:

   1. Open the Available Fields > Budget Types folder in the Fields menu.

   2. Select your General Contractor (GC) Bidding budget type.

      See our Common Budget Type Configurations article to learn more.

   3. Drag the budget type to the layout.

   4. Drop the budget type on a icon in the layout.

      The budget type field is added to the cell.

   5. Click in the field cell.

      The Edit Field window opens.

   6. Enter Bid 1 in the Field Label field.

   7. Select 1 from the Bid Number field.

   8. Click Set Options.

      The Edit Field window closes.

   9. Repeat steps b - h for each additional bidder column.

   Modify the Appearance or Behavior of a Budget Field in the Layout

   To edit a field in your layout:

   1. Find the field you want to modify.

   2. Click in the field cell.

      The Edit Field window opens.

   3. If you want to change the field label, enter your preferred label in the Field Label field.

   4. Select or clear the following check boxes:

      • Show Selected Status Only?: Display only the budget type with the Selected status in this column. The Selected status is the "Final" status. For example, the "Approved" status. You can configure the Selected status for a budget column by following the Select Status Values procedures. This setting is typically used in GC Bidding or in "estimate" scenarios.

      • Display Bidder?: Show the vendor name.

        If you have not enabled unsealed bidding, the bidder name will not display until the Bid Close Date has passed.

      • Display Budget Status?: Show the budget status.

      • Rollup Capital Project Values?: Applies to capital programs only. When selected, this column sums the line item values from associated capital projects.

   5. Click Set Options.

      The window closes. Your changes are saved.

   Math Fields

   This section teaches you how to manage math fields in your budget summary page layout.

   Add a Math Field to the Layout

   You can use Lucernex's math field functionality to create custom math columns in your budget summary page such as a variance column.

   To add a math field to your budget summary page layout:

   1. Click icon in a field cell.

      A menu opens.

   2. Select Math Field from the field that appears.

      The Mathematical Operations Builder window opens.

   3. Enter the name of the field in the Field Name field.

      Note:

      The Table Association defaults to Budget Column Type. Do not change the value in this field.

   4. Select the field type from the Field Type field.

      The available field types are:

      • Number

      • Currency

      • Percentage

      • Total

   Note:

   The Data Group defaults to Budget Types. Do not change the value in this field.

   The value of this field is the group on the Admin > Manage Data Fields page that this Math will be added to. Refer to this group to find this field later.

   5. Enter a unique database field name in the Accessor Name field.

      Note:

      Our best practice recommendation is not to create an accessor name, because the system will create a unique name for you. If you do decide to create an accessor name, the name must be unique from other field names, it must not contain spaces, and it must not contain special characters.

   6. Build your mathematical operation.

      You can build your mathematical field using three components: fields, numeric constants, and operations.

      • As you use fields and numeric constants, click the operations buttons to add them to the Current operation field.

      • To move a field from the Fields pane to the Current operation field:

        1. Select the field you want to use in the Fields pane.

           Note:

           You can also search for a field using the Search field.

        2. Click > > in the center of the window.

           The field is moved from the Fields pane to the Current operation field.

      • To add a numeric constant to your operation:

        Note:

        A numeric constant is a number that does not change.

        1. Enter the number value you want to add to your current operation in the Numeric Constant field.

        2. Click > > to the right of the Numeric Constant field.

           The number is moved from the Numeric Constant to the Current operation field.

   7. Click Submit once you have completed your mathematical operation.

      The Mathematical Operations Builder window closes. The Math appears in your layout. If you need to make changes to your math field, follow the Edit a Math Field procedures below.

   Edit a Math Field

   To edit a math field in your budget summary page layout:

   1. Click F(x) in the field cell on the layout.

      The Mathematical Operations Builder window opens.

   2. Make your changes.

   3. Click Submit.

      The window closes. The Math is updated.

   Move a Field in the Layout

   To move a field in your layout:

   1. Click and drag the of the field you want to move.

   2. Drop the field on the of the cell where you want the field.

      As you hover your cursor over the + button, a small dialog box will open with a green check mark icon.

   3. Click of the cell where you want the field once more.

      The field moves to the cell.

   Remove a Field from the Layout

   Important!

   Only click Delete or Remove if you are sure you want to delete the item. The system does not prompt you to confirm the deletion.

   To remove a field, click in the field cell.

4. Once you are satisfied with your layout, click Save Layout.

   The window closes.Your changes are saved.

To export a budget summary page for import into another environment:

1. Find the budget summary page you want to export.

2. Click Download link next to the budget summary page title.

   A dialog box opens. The system prompts you to same the budget summary page as an XML file.

3. Name the XML file with a descriptive title, so that you will know what the file is.

4. Save the XML file in a location you will remember.

5. Follow the best practice procedures outlined in the Configuration Backups and Migrations Guide when importing your budget summary page into another environment.