Manage Budget Adjustments and Track Cost Commitments

User Personas: Project Management | Field 

Once your project is configured for job cost reporting, project members are ready to begin documenting change orders, field labor, purchases, and other expenses for the job.

To perform the actions described in this article, a user must have the Daily Reports/Change Order Requests/Purchase Orders - General Permissions permissions.

Use the links below to quickly jump to a topic:

• Manage Budget Adjustments via CORs
  • Use Cost Codes When Creating COR Line Items
  • Approve a COR
• Track Crew Labor Hours and Costs
  • Enable the Crew Tab for Daily Reports
  • Track Crew Labor on Daily Reports
• Track Purchases and Other Cost Commitments
  • Add Cost Commitments through a Purchase Order

Manage Budget Adjustments via CORs

The Change Order Requests (COR) tool enables you to track and manage necessary changes in your project scope. The COR log helps you to monitor outstanding requests and ensure a quick turnaround on approvals to reduce delays on the job as well as track the impact of changes to the overall project budget.

For complete steps and additional guidance on managing CORs, see the Change Order Requests article.

Use Cost Codes When Creating COR Line Items

Although it is optional, using Cost Codes when creating COR line items is highly recommended because of the valuable detail it lends to your project reporting. When building the COR, use the Worksheet tab to add line items under your desired cost category and ensure to make a selection under the Cost Code field for each line item.

Approve a COR

Adjustments to the project budget are made through the approval of change orders in the COR log. A COR will not reflect on the project budget until it is placed into Approved status and the Approved Amount is recorded.

While creating or editing a COR:

1. Select the General Info tab then select Approved in the Status field
   • Enter the Date Approved, Approved Amount, and Approval No. if desired
2. Select Save when finished

Track Crew Labor Hours and Costs

Daily Reports enables you to track the daily progress on the job site. As you complete Daily Reports on your project, data from the Daily Reports populates various reports and widgets, allowing you to get powerful reporting out of a tool you use every day. Daily Reports enables you to track project weather conditions, Keywords, foreman commentary, images from the field, and crew labor. 

For complete steps and additional guidance on managing DRs, see the Daily Reports article.

Enable the Crew Tab for Daily Reports

The Crew tab is used to document the labor hours and shift information of your Crew. The labor hours of the Crew can also populate as a time card in the Time Management module.

To track Crew labor, the Crews tab for Daily Reports must be enabled under Company Settings > Daily Reports. See the Company Settings article for more guidance.

Track Crew Labor on Daily Reports

While creating or editing the Daily Report:

1. Select the Crew tab then select Add Crew
2. Select the desired Crew Members
3. Enter the Cost Codes and Hours information for the Crew
   • Select Add Cost Code to add another Cost Code if desired
   • Select the Delete icon to delete a Cost Code if desired
4. Select Done when finished

If you are tracking labor hours via Daily Reports but still not seeing labor cost commitments in your reports, ensure that your project's labor rate template is configured. See the Set Up Your Project for Job Cost Reporting article for more guidance.

Track Purchases and Other Cost Commitments

Purchase Orders (POs) in eSUB Fusion are used to authorize purchase transactions between a buyer and vendor. The PO tool is robust yet flexible and allows users to track material commitments, vendor correspondence, PO statuses, shipments, and invoice totals against the materials ordered as items are received.

For complete steps and additional guidance on managing POs, see the Purchase Orders article.

Add Cost Commitments through a Purchase Order

The PO tool is primarily used for tracking purchases of materials, but it can also be used to enter expenses of other types to reflect against the project budget. These expenses appear as committed costs in job cost reports. When creating line items on the PO Lines tab of the PO, use the Cost Code field to make a selection under the cost category that best correlates with the expense.

While creating or editing a PO:

1. Select the PO Lines tab
2. Use the input fields at the top of the page to create the line item, then select Add PO Line to commit the line item to the PO
   • Repeat as needed to commit additional line items to the PO
3. Select Save when finished