An order often changes along the way. You keep extra and reduced work separate from the original budget, and with a forecast correction you adjust the costs still expected when you know more than the budget. Both require the Manage project finance right. Amounts exclude VAT. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Recording extra or reduced work
- Go to Projectfinanciën → Meer- en minderwerk (Project finance → Extra and reduced work) and choose the Project.
- Click Meer- of minderwerk toevoegen (Add extra or reduced work).
- Fill in the Omschrijving (Description) and the Bedrag voor de klant excl. btw (Amount for the client excl. VAT). Positive is extra work, negative is reduced work, for example -500,00.
- Optionally fill in the Verwachte kosten excl. btw (Expected costs excl. VAT, empty is unknown), a Referentie (offerte of opdrachtbon) (Reference, quote or order form) and a Toelichting (Explanation).
The entry gets a number, such as MW-01, and is first shown as not yet approved.
Approving or rejecting
Click Goedkeuren (Approve) at the entry, optionally with an explanation. After that the amount counts in the contract value and the expected costs count towards the budget. Approving cannot be undone. With Afwijzen (Reject) and a Reden (Reason) the entry stays visible as rejected and does not count.
At the top you see the Goedgekeurd meerwerk (Approved extra work), the Goedgekeurd minderwerk (Approved reduced work), the Saldo in de contractwaarde (Balance in the contract value) and what is Nog niet goedgekeurd (Not yet approved). An entry that is still open counts nowhere and turns the project orange on the dashboard. An entry is never deleted.
Correcting the forecast
By default the costs still expected are the budget minus the actual costs. If you know it will be more or less expensive, for example a more expensive crane or extra assembly days, adjust it:
- Open Projectfinanciën → Nacalculatie (Project finance → Post-calculation) and choose the project.
- In the Prognosecorrecties (Forecast corrections) block, click Prognose corrigeren (Correct forecast).
- Fill in the Correctie op de nog te verwachten kosten, excl. btw (Correction to the costs still expected, excl. VAT): positive if you expect more costs, negative if you expect less. An Toelichting (Explanation) is required.
A correction only counts while the project is running. For a completed project you can no longer add a correction. If a correction brings the expected final costs above the budget, the project turns orange. If a correction is no longer right, click Laten vervallen (Void) and give a reason. It stays visible as voided.