Create and link variations on invoice costs; view or edit variations from Cost Codes and Projects.
Overview
Where you have costs that create a budget variation, you can allocate those costs to a variation code that will flow through to the Cost Code and Project variation.
Where the cost has come in on and invoice, you can add a variation for the invoice or invoice line via the Cost Code field.
Users with the Security Role Cost Code View are able to link costs to a variation using the V icon on the Cost Code lookup.
These allocations will be accumulated together with a full audit trail and drill-down ability.
Users with the Security Role Cost Code Maintenance are also able to create and edit Variations using the V icon.
If a variation has been linked, the Cost Code field label will change to be orange. The variation in use will also be displayed in brackets.
If you need to add a new invoice line for a variation, refer to Add a new Invoice Line for a Variation.
You can also view and add variations from the Cost Code and Project menus.
Variation on an invoice
In the Check or Approve invoices:
- Start at Invoice Automation > Check or Approve, and select the invoice you want.
- Click the V above the Cost Code field to add or view variations.
In the Select variation for invoice screen:
To add a variation:
The Project and Cost Code for this invoice will be displayed.
To add a variation:
- Amount: Enter the amount for this variation.
- Code: Enter the Variation code and Notes.
- Click Add, then click Finish.
When you have added any variations, these are displayed in the lower section of this screen.
- Tick the checkbox at the left of the line to assign the variation to the Cost Code.
To see details of the budget and variation amounts:
- Click the Eye icon
at the top of the Select Variation screen.
- Click Close to close this screen.
To view the audit trial of variation updates for any variation code:
From the Select Variation screen:
- Click the larger Eye icon
at the right of any variation line.
This shows you the audit trail of this variation.
- Click Cancel to close this screen.
- Click Finish to return to the Invoice screen.
Now on the front screen of the invoice, the Cost Code field label shows in orange, and the variation code is displayed.
You can access the variation summary screen from the front screen of the invoice by clicking on the Eye icon beside the Cost Code field to view the Budget and Variation to date.
Variations for the Cost Code
Variations that have been added for the Cost Code can be viewed on the Cost Code screen. All variations for this Cost Code will be shown here, whether they have been added via an invoice or via the Cost Code screen.
- From Administration > Cost Code, select the Cost Code line that you want to view.
- Click Variations.
All variations for the Cost Code will be displayed.
- To view the Details and Budget, click the small Eye icon at the top, middle of the window.
- To view the audit log, click the Eye icon on the right of any variation line.
- Click Finish to return to the previous screen.
Variations for the Project
Variations that have been added for the Project now can be viewed on the Project screen. All variations for this Project will be shown here, whether they have been added via an Invoice, via the Project screen or in Time Sheets.
- From the Administration > Project menu, select the Project that you want to view.
- Click the Variations tab.
-
To view the audit log for any variation, click the Eye icon on the right of that line.
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Last updated: 31 July 2024