Under Projectfinanciën → Begrotingen (Project finance → Budgets) you create a cost budget per project, excluding VAT. An approved version is locked. A change becomes a new version, so the original budget never changes unnoticed. Viewing requires the View project finance right, changing requires Manage project finance. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Creating a budget
- Choose the Project at the top.
- Click Begroting opstellen (Create budget). If the project already has a budget, the button is called Nieuwe versie maken (Create new version): it takes over the lines of the latest version.
- Click Regel toevoegen (Add line) and fill in the Kostencategorie (Cost category), Omschrijving (Description), Hoeveelheid (Quantity), Eenheid (Unit, pieces by default) and Kostprijs per eenheid (Cost price per unit). Beamcore calculates the Totaal (Total) itself. Under Toelichting (Explanation) you can add a note to the line.
- Optionally add an Opmerking bij deze versie (Note on this version) and click Opslaan (Save).
A project has at most one draft at a time. Concept weggooien (Discard draft) removes a draft. Kopiëren van ander project (Copy from another project) replaces the lines of the draft with those of the latest budget of another project.
The cost categories
Each line falls under a fixed main category: Engineering, Materialen (Materials), Productie (Production), Transport, Montage (Assembly) and Algemene projectkosten (General project costs). Below that you choose the subcategory, for example 2D-tekenwerk (2D drawing work), Constructiehout (Structural timber), Plaatmateriaal (Sheet material), Productie-uren (Production hours), Vrachtwagenkosten (Truck costs), Kraankosten (Crane costs) or Risicoreservering (Risk reserve). At the top you see the budgeted amount per main category and the Totaal begroot (Total budgeted).
Approving and locking
When the budget is right, click Goedkeuren en vastzetten (Approve and lock). The version gets the label approved with the date and who did it, and can no longer be changed. Under Versies (Versions) you click v1, v2 and so on to view an earlier version. The post-calculation and the dashboard always use the latest approved version. A draft does not count yet.
Importing from Excel or CSV
- Open the draft and click Importeren uit Excel of CSV (Import from Excel or CSV).
- Choose the file: Excel (.xlsx) or CSV, at most 5 MB. The columns are Kostencategorie (Cost category, such as "Constructiehout" or "Kraankosten"), Omschrijving (Description), Hoeveelheid (Quantity), Eenheid (Unit), Kostprijs per eenheid (Cost price per unit) and Toelichting (Explanation), with amounts excluding VAT.
- Leave Bestaande regels van dit concept vervangen (Replace existing lines of this draft) on, or turn it off to add the lines after the existing ones.
Beamcore skips headings and a total line without quantity and price. If a line is not right, nothing is imported and you see which line causes the problem.
Exporting
With Exporteren naar Excel (Export to Excel) and Exporteren naar PDF (Export to PDF) at the top you download the version shown. You can import an exported budget again as it is.