M-18-6-3 Upload Project View Budget Item Rates

Who: Sys Admin
Why: When tight control of Project costing is necessary and the same items are required on many Orders within the Project View.
When: When Project Views are set up for Item Budget Rates, the uploaded Budget Rates are compared against the selected Supplier’s Rates to see if the Order will remain within budget. Over-budget items are highlighted in red.
Before you begin
  • The required Work types and Attributes must be configured for use with budgeted Items. The budgeted quantities must also be uploaded. See Related Topics for more details.
Related topics
Procedure

This procedure is part of a series of tasks that need to be performed in order to configure ConSol so it can create Orders with limits on Item rates and quantities. See topic Configure ConSol for Budget Item Rates (Overview) for an overview of the tasks that need to be performed.

The following procedure describes a three part process to create the Item Budget Rates table which is used to limit the Rate of each item on an Order. It includes:

  • Download the Item Budget Rate table (or Template) from ConSol.
  • Input the Rate information into the Item Budget Rate table (spreadsheet).
  • Import the edited Item Budget Rate table into ConSol.
To download the Budget Rate table (or template) d the following:
12-7-2-1_Create_Item_Budget_Rate_table-menu-LBL.png
  1. On the ConSol menu select Components > Budget Rates.
    The Project View Item Budget Rates screen appears.
    12-7-2-2_Create_Item_Budget_Rate_table-download-LBL.png
  2. Click one of the Download buttons depending on whether you want to:
    1. Download a blank template to enter new Item rates.
      Useful if the existing item Budget Rates table is very large. Instead of downloading all the data, you can just create the few rows that you require to add/edit a few Items. The uploaded data will append to the existing data or update the relevant rows.
      12-7-2-2-b_Create_Item_Budget_Rate_table-download-templateCSV-LBL.png
    2. Download the existing Item Budget Rates table.
      Use this if there are extensive edits to be made to existing Item Budget Rates.
      12-7-2-2-a_Create_Item_Budget_Rate_table-download-existingCSV-LBL.png
    The File Open window appears.
    N1 - Take note of the file name so that you can find it after saving it.
    12-7-2-3_Create_Item_Budget_Rate_table-save_CSV-LBL.png
  3. Select the Open with or Save File option.
    It is recommended to save the file rather than open it.
  4. Click the OK button.
    The Item Budget Rates file/template is either opened or saved to your computer.
  5. Open the file using the default software on your computer (typically Microsoft Excel).
    12-7-2-3_Create_Item_Budget_Rate_table-CSV_edited-LBL.png
  6. Enter the Rate and Effective From Date for each Item within each State/Zone.
    • NOTE: The Rate is a budgeted rate for that Item. It is not the applied rate when the Order is Itemised. The applied rate will be compared to the budgeted rate to indicate whether the Supplier’s rate is within budget or not.
    • IMPORTANT:
      • Do not make changes to the column headings. (Do not edit row 1.)
      • Do not add any rows above the column headings (row 1).
      • Do not add or delete columns.
      If any of these actions are taken, the Rates upload to ConSol will fail.
  7. Once all the Items are defined save and close the spreadsheet.
To upload the Item Budget Rate table into ConSol do the following:
12-7-2-4_Create_Item_Budget_Rate_table-browse-LBL.png
  1. On the Project View Item Budget Rates screen, click the Browse… button.
    The File Upload window opens.
    12-7-2-5_Create_Item_Budget_Rate_table-File_upload-LBL.png
  2. Find and select the Item Budget Rates (CSV format) file that you edited.
    • IMPORTANT: Do not confuse this with the Item Budget Quantity file which must also be uploaded but by a different method. See topic Upload Project View Item Budget Quantities for details.
  3. Click the Open button.
    The File Upload window closes.
    N2 - The name of the selected file is displayed next to the Browse… button.
    12-7-2-6_Create_Item_Budget_Rate_table-submit_upload-LBL.png
  4. Click the Submit button.
    N3 - A message is displayed to indicate if the upload was successful.
    12-7-2-7_Create_Item_Budget_Rate_table-upload_done-LBL.png
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