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Cost Types

Agave Sync allows you to link Spectrum Cost Types to Autodesk Build Budget Segment Values.

Video Tutorial​

Common Errors and FAQs​

Are there any pre-requisites to syncing Cost Types?​

Yes:

  1. You need to enable the Info-Link tables (see below),
  2. The associated Project must be synced beforehand, and
  3. Your Budget Code Segments must be set up beforehand (see below).

The following Info-Link tables are required when syncing Cost Types from or to Spectrum:

  1. JC_COST_TYPE_MASTER_MC
  2. JC_PHASE_MASTER_MC

For details on enabling Info-Link tables for your user, see Steps 2.7 in our Spectrum authentication guide.

Common Errors and FAQs​

Error: Unable to Create -- Segment Code Already Exists​

If you see the error [Autodesk Build Error] ValidationException: Unable to create - segment code already exists, it means the Segment Code (such as a Sub Job, Cost Code, or Cost Type) you are trying to sync is already in the Project.

To fix this error, you will need to link the record to the existing Sub Job, Cost Code, or Cost Type in Autodesk Build.

tip

If the Segment Code is not appearing in the "Link to Existing" list, trying pressing Fetch Latest Data to confirm you are seeing the latest list of Sub Jobs, Cost Codes, or Cost Types in Autodesk Build.

Error: The Name Field is Required.​

To sync a Segment Code (i.e. a Sub Job, Cost Code, or Cost Type), Autodesk Build requires a description for it (e.g. "Floor 1", "Concrete Pour", "Material").

To fix this error, add a description to the corresponding Segment Code in your Accounting System and re-sync the record.

If you want to apply Project Templates in Autodesk Build as a default, see our guide on setting up Project Templates.

Configuring Autodesk Budget Codes to Match your Accounting System​

You will want to make sure your Autodesk Build Budget Codes is set up to match the structure of your Sub Jobs, Cost Codes, and Cost Types in your Accounting System. We recommend properly configuring this in your Project Template(s) to ensure all Autodesk Projects use the same Budget Code structure.

The following includes a video walk through and guide to properly configure your Project Template's Budget Code.

To ensure they match:

  1. In your Project Template, go to the Cost Management module.

Budget Code
  1. Select the gear icon or Settings on the left navigation.

Budget Code
  1. Select the Budget tab, select Add New.

Budget Code

Configuring Sub Jobs​

If you plan to use Sub Jobs, complete the following steps. If you do not, feel free to skip this step.

Note, the following Accounting Systems have the concept of Sub Jobs:

  • Acumatica ("Tasks")
  • CMiC
  • Deltek ComputerEase ("Phases")
  • Foundation ("Phases")
  • Sage 100 Contractor ("Phases")
  • Sage 300 CRE ("Extras")
  • Sage Intacct
  • Vista

To configure your Sub Job setup:

  1. Press the pencil icon next to Segment 1, and type in Sub Job.

Budget Code
  1. Below Sub Job:
    • For Where, select "Code"
    • For Number of Characters, select "Flexible"
    • For Delimiter, select "Hyphen"

Budget Code

Configuring Cost Codes​

To configure your Cost Code setup:

  1. Press the pencil icon next to Segment 1, and type in Cost Code.

Budget Code
  1. Below Cost Code:
    • For Where, select "Code"
    • For Number of Characters, select "Flexible"
    • For Delimiter, select "Hyphen"

Budget Code

Configuring Cost Types​

To configure your Cost Type setup:

  1. Press the pencil icon next to Segment 2, and type in Cost Type.

  2. Below Cost Type:

    • For Where, select "Code"
    • For Number of Characters, select "Flexible"
    • For Delimiter, select "None"

Budget Code

Can we change the naming convention of these segments?​

Yes, you can change the naming convention based on your team's preference. However, this should be consistent across every other Project Template created.

Can we have more than three budget segments?​

No, Agave only supports syncing up to three budget segments.

Can we modify each segment detail?​

If you want the segment to appear as part of your Budget Code, then "Where" should always be set to "Code".

"Number of characters" can be changed to match your accounting system. For example, if your Cost Type is always set to 3 characters like "LAB" or "MAT", then this can be set to "3" instead of "Flexible".

"Delimiter" can be set to any option on the drop down list based on preference.

Should we add budget codes to the Project Template?​

We recomemnd leaving these segments empty in the Project Template. The goal is for the accounting system to be the single source of truth so that only one set of budget codes need to be maintained, and Agave can sync them directly from your accounting system to each Autodesk project as needed.

If you must have budget codes in the Project Template, ensure they are an exact match with what is in your accounting system to prevent sync errors due to discrepancy.

Configure Rounding Settings​

Autodesk defaults to accumulating values at 4-decimal precision before rounding the total. Most accounting systems (e.g. Vista) round each line item first, then sum. This mismatch produces small discrepancies that cause reconciliation failures on audited jobs. Ensure that the Currency is set to “Calculate on rounded values”.

Budget Code