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Budget Line Items (Phases)

Visual Mapping​

Procore and Spectrum Budget Line Item Visual Mapping

Video Tutorials​

Procore to Spectrum​

Spectrum to Procore​

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
  3. JC_PHASE_PROJECTED_TOTAL_MC
  4. JC_PHASE_ESTIMATE_TOTAL_MC

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

Common Errors and FAQs​

Price Methods​

Agave Sync will default to the Price Method Code (e.g. Fixed Price, Unit Price) of the Project Type when syncing Budget Line Items from Spectrum to Procore (and vice-versa).

Labor Hours Setting​

By default, when syncing Spectrum budget line items to Procore, the quantity is set based on Spectrum's Quantity column. If you prefer to sync Hours for labor cost types instead, please contact your Agave account representative to have the Labor Hours setting enabled.

Once enabled, any budget line items with a Labor cost type will use Hours as the quantity in Procore.

WBS Code ID: This Budget Code Already Exists​

If you see the error [Procore Error] wbs_code_id: This Budget Code already exists, it means a Budget Line Item with this Sub Job, Cost Code, and Cost Type combination (i.e. WBS Code) already exists in this Procore Project.

To resolve this error, press Link to Existing and link the Budget Line Item to the existing Budget in Procore.

tip

If the Budget Line Item is not appearing in the "Link to Existing" list, trying pressing Fetch Latest Data to confirm you are seeing the latest list of WBS Codes in your Procore Project.

Unlocking Budget Line Items in Procore​

If you see the error [Procore Error] The original_budget_amount cannot be updated for a locked budget., it means the Budget in Procore is locked, and no changes can be made to its original amounts.

Why is the Budget Locked?​

A Budget is usually locked after the original budget is finalized. Locking ensures that:

  1. Users cannot modify the original budget data.
  2. Your team maintains a clear historical record of Budget Modifications and Change Orders affecting the budget.

How to Unlock the Budget​

If you need to make changes, go to the Budget page in Procore Project and press Unlock Budget:

Prime Contracts

Budget View Configuration - Commitment Balance​

Procore's default Committed Cost calculation will include all "Approved" or "Complete" Subcontracts and Purchase Orders. However, many ERPs also factor in Subcontract Invoices when calculating Committed Costs, effectively reducing the balance by the invoiced amount.

For example, in the below screenshot, for the first Budget Line Item, the Budget view shows:

  1. Committed Costs of $56,100, and
  2. Job to Date Costs for $12,500

But there is no column displaying the remaining balance on the Commitments:

Budgets

To update your Budget view so it displays a column showing the remaining balance on your Commitments:

  1. From your Budget, go to Configure budgeting views:

    Budgets

  2. Select an existing Budget View or add a new one, then press Configure Columns:

    Budgets

  3. Selet Create Calculated Column:

    Budgets

  4. Add a Column Name, then have the Committed Costs column subcontract the Subcontractor Invoices column. Then press Save.

note

If Subcontractor Invoices are not synced from your ERP to Procore, you may want to create a custom field that references Direct Costs with the type Subcontractor Invoice instead.:::

Budgets

  1. Return to the Budget View page. Make sure you apply the new view to the Project if you haven't already. You may also want to drag the column to be next to the Committed Costs columnm.

    Budgets

  2. Return to your Budget. A new column should appear for the Commitment Balance with the correct calculation.

    Budgets