Set Up a Labour Budget to Actual Report for the Timesheets Tool

Objective

To import budgeted hours to set up a Labour Budget to Actual Report that shows a comparison of labour hours to budgeted hours for each cost code in the project.

Background

This feature allows users to upload budgeted labour hours from outside the Budget tool. They can view the comparison of 'Timesheet Hours' to the budgeted labour hours in a Labour Budget to Actual Report. The primary value of this report is to see the percentage of hours used for each cost code and includes calculated values like remaining and job to date hours.

Things to Consider

• Required User Permissions:
  • To gain access to the project's Admin tool, 'Admin' on the project's Admin tool. 
    AND
  • To perform the import detailed below in the project's Admin tool, 'Admin' on the project's Directory tool. 
• Supported Import File Type:
  • XLSX
• Additional Information:
  • You do NOT need to have the Budget tool enabled to create or view the Labour Budget to Actual Report.
  • The 'Unit Quantity Based Budget' section in the project's Admin tool is only available to those who have the Timesheets tool enabled.
  • It is recommended that you only import your Budgeted Hours once. However, if you choose to import a newer version of the Budgeted Hours, any new items will be added to the report and changes to the “original” Budgeted Hours will be overwritten with the most recent version.
  • If your project has the Budget tool enabled:
    • Importing a cost code and cost type that doesn't already exist on the budget will create a new Budget Line Item (BLI).

Prerequisites

• If the project's Budget tool is enabled, you must See Unlock a Budget. 

Video

Steps

1. Navigate to the project's Admin tool.
2. Under 'Project Settings' in the sidebar, click Unit Quantity Based Budget.
   
   
3. Under 'Import Budget Excel document', click Download Template.
   
   
   The system downloads a copy of the project-name-import-unit-quantity-based-budget.xlsx file to the download location for your web browser.
   Important!  You must always add your project's budgeted hours into the provided template XLSX file. For compatibility reasons, it's strongly recommended that you only use the provided template (project-name-import-unit-quantity-based-budget.xlsx) for importing your budgeted hours data for the Labour Budget to Actual Report.
4. Before updating the XLSX file, be aware of the following:
   Important! 
   • DO NOT rename any column headings in the XLSX.
   • DO NOT add, remove or change the order of the columns in the XLSX.
   • You do NOT need to delete any unused data rows. Procore will neither import data nor create items for any rows where the Labour Hours field is blank.
5. In the XLSX file, confirm you are on the first tab, Budgeted Time
   
6. Select the cost type from the drop-down menu in the Cost Type column (Column D).
   
7. Enter the number of budgeted hours estimated for each cost code in the Labour Hours column (Column E).
   
8. Save your changes to the XLSX file.
   Important!  Always save the file in the .xlsx file format.
9. Navigate back to your project Admin tool's Unit Quantity Based Budget section.
10. In the "Import Budget Excel document" area, click Choose File.
11. In the window that appears, select your XLSX file. Then click Open.
12. When the file name appears next to the 'Choose File' button, click Import.
    Note:  If your project has the Budget tool enabled, the file will only import if the Budget is unlocked.
    
    
13. Check the import and verify that all budgeted hours entered in the Labour Hours column were properly imported by viewing them on the Unit Quantity Based Budget page or in the Labour Budget to Actual Report.
    
    

Next Steps

• View a Labour Budget to Actual Report
• Import Budgeted Production Quantities

See Also

• View a Labour Budget to Actual Report (iOS)
• View a Labour Budget to Actual Report (Android)