PM - Cost Overview

The procurement module contains an overview of costs for the different tenders, agreements and orders. There is also a cost overview for the entire project, available under the tabs for "Financial status" at the top level of the procurement tree (which has the same name as the project). Each tender and agreement also includes this type of overview in a separate tab.

The different totals will have the same name at the different stages of the procurement process, but will have slightly different significance. For example, the field entitled "Budgeted value" is defined as follows:

If the user has opened a tender, the total will be the sum of the price of the plan article times the number of occurrences registered for the tender.
If a user has opened an agreement, the total will be the sum of the price of the planned items times the quantity of occurrences from the tender which have been transferred to the agreement.
If a user has opened an order, the total will be the sum of the price of the planned items times the number of occurrences from the tender from which the order has been placed.

Any total for a previous stage (earlier stage of the process) will therefore only represent the occurrences which have been transferred to the next stage.

NOTE

In the cost overview, the budget price of an item will always refer to the price of the planned item when the occurrence was registered in the tender. This will not be updated, even if the price in the planned item is changed.

For each stage which differs between procurement and option (tender /agreement), each field will have a sum for purchase and option respectively (for certain displays, the user can choose to display options and therefore to show the purchase sum). The table below provides an overview of the definition of the different totals:

Field	Explanation
Tender, budgeted value	Total budget price (plan item price) for items in the tender. This applies to the occurrences in the tender and which have been utilised at later stages in the process (see example above).Buy or Option.
Agreement, budgeted value	Total of budget price for all items included in an agreement. This may vary from the price above as users may change e.g.quantity in an agreement. Buy or Option.
% in agreement	Percentage of the tender which has been procured. This is the budgeted tender % budget agreement x 100
Agreement, value	Total of supplier's unit price for all items included in an agreement. Buy or Option.
Agreement, balance	Sum budget value minus value in agreement (the two previous sums)
Total contract sum	Contract sum is the amount which defines the sum of an actual agreement and can be entered under the tab for "Cost/Budget" for an agreement. For a tender, this sum will be the total of all contract sums linked to the tender displayed.
Orders, budgeted value	Total of budget price for all items included in an order.
Order, value	Total of supplier's unit price for all items included in an order.
Balance orders	Sum budget minus value in orders (the two previous sums)
Additional, value of additional orders	Total of supplier's unit price for all items included in an additional order.
Total order	Sum of values of orders and additional orders
Cost	Cost (total budget) for a tender. Can be filled in by selecting Tender and the "Costs/Budget" tab. Please note that this does not involve item occurrences, but is only for information purposes. It is only displayed in overviews which relate to tenders.
Cost – Tender, budgeted value	This is Cost Limit – Tender (Option). This generates the difference between the limit for the tender and the budgeted value of the items in the tender.
Cost – sum contracts	This is Cost Limit – Total contract sums. This generates the difference between the limit for the tender and the value of the contracts.
Cost – estimated total sum	This is calculated by taking the cost limit – (value agreement + (Budget tender– Budget agreement)). This generates the difference between the cost limit and amount the tender has been stipulated to cost: the provisional value and the residual value in relation to budget.

Example

The best way to explain these differences is by example. Imagine that you have planned an item in three rooms, with one occurrence per room, and the price of the item in the plan was USD 1,000. If you prepare a tender for all the occurrences of this item, the field for "Tender, budgeted value" for the tender will be USD 3,000. Then imagine that when entering into an agreement, you only sign an agreement for two of the occurrences, but change the quantity in these agreements to two per room. In other words, you have signed an agreement for only two of the occurrences from the tender, but changed the quantity of these in the agreement. The " Tender, budgeted value " for the agreement in question will therefore be USD 2,000 (as this is what you planned for the occurrences for which the agreement has been signed), but the "Agreement, budgeted value" will be USD 4,000. Say that the agreement was signed with a supplier who offered a price of USD 800 per FF&E. The "Agreement, value" will therefore be 4 x 800 = USD 3,200.

Users can choose to display or hide a number of columns in the financial overview by clicking on the boxes above the table. You can for example choose to group by owner of equipment or not.