In this article:
The Cost Summary provides a consolidated view of a wide range of financial information that can be found in other Aidi screens, such as budget, invoice and purchase orders. The Cost Summary page updates automatically as budget and financial items are entered in other Aidi screens.
This article will help you understand the different elements displayed in the cost summary and how they are calculated.
You can access the Cost summary from the Supervision menu.
The list view of the Cost Summary tab displays a global view of a project's financial elements by component. By selecting a component, a more detailed view is available for the selected component.
List View of the Cost Summary
Note that if your project has only one component, or if no component has been defined, only one line per project will be displayed on this page.
|Project: Project code followed by its title.
|Component: All project components (one line per component).
|Financings: Total amount of financing sources, including revisions, used in an approved budget, by component. The total amount of financing used for the project is displayed in the column header. If financing is not associated with an approved budget, it will not appear in the cost summary.
|Budget: Approved budget amount by component. The total amount of budget approved for the project is displayed in the column header.
|Engaged: Amount of purchase orders and contractual changes approved, including operating expenses, by component. The total amount of approved engaged costs for the project are displayed in the column header.
|To come: Amount of approved budget for which no expenditure has been engaged, plus amounts related to purchase orders and contractual changes in preparation, plus risks for which the field Cost Summary Integration is set as To come.
|Trend: Sum of Engaged amount (E) and amount To come (F) by component. The total trend amount for the project is displayed in the column header.
|Budget gap: Difference between Budget (D) and Trend (G). If the amount is negative, it is displayed in red.
|Financing gap: Difference between Financing (C) and Trend (G). If the amount is negative, it is shown in red.
Details of Cost Summary by Component
Double-click on the desired component to open a new page in a new tab.
- The name of the selected component is shown in the page title, below the code and project name.
- All budget items from the last approved budget are displayed. Click on the arrows in front of each budget item to open all the lines included in your budget and see detailed figures.
- For each column, the total amount including all the component's budget items is indicated under the heading.
- You can click on blue numbers to see details of these costs.
|Budget: Each amount of the latest version of the approved budget, by budget item. The total amount of approved budget for the component appears in the column header.
|Engaged expenses: Sum of Purchase orders (C) and Contractual changes (D) as described below.
|Purchase order: Amounts of purchase orders with Approved status.
|Contractual change: Amounts of contractual changes with Approved status.
|Real costs: Sum of Operating expenses (F) and Invoiced amounts (G) as described below.
|Operating expenses: Total amount of operating expenses with Active status.
|Invoiced: Total amount of approved invoices.
|Expenses to come: Amounts related to pending purchase orders (I) and directives already completed, but not approved (K), as well as reserved budget (J) and risks (L) as described below.
|P.O. to come: Amounts of purchase orders with a status of In preparation or Waiting for approval.
Reserved budget: Amount of approved budget for which no expenditure has been engaged. As soon as an engaged amount is linked to this budget item, whether in a purchase order (C) or in operating expenses (F), the amount changes to 0, even if the committed amount is less than the budgeted amount.
✏️Note:A purchase order created for a parent line when child lines exist for a budget item results in an addition to the trend calculation on the parent line. The amount added directly to the parent line is considered an addition to what had been budgeted.
|Contractual change: Amount of contractual changes with a status In preparation or Waiting for approval.
|Risks: Estimated financial impact of risks. Includes risks with statuses of Evaluation, Followed and Occured for which the field Cost Summary Integration indicates To come.
|Trend: Total Engaged expenses (B) plus Operating expenses (F) and plus total expenses To come (H).
|Gap: Budget amount (B) minus Trend (M).
|Projected costs: Allows the user to manually define the projected cost of the project, thus bypassing the trend automatically calculated by Aidi. (See Updating projected costs section below)
|Gap: Budget amount (B) minus projected costs (O).
Updating projected costs
The projected costs column allows the user to manually define the projected cost of the project, thus bypassing the projected costs automatically calculated by Aidi.
- The fields in the column then become editable, allowing you to enter the amount of projected costs, which can be used as an alternative to the amounts calculated in the trend.
- To exit edit mode without making any changes, click on Cancel.
- Click on the 3 lines to add a note related to the projected cost added.
- Click Save.
- When you have completed entering the projected costs, click Save.
- When a note is added, the lines turn blue.
- When saving, give this projected cost version a title.
- Click Save.
- This allows you to keep a history of the different versions and manage them at a later date by clicking on the .
- Click on the eye to display the desired version in the cost summary. The blue eye means that this version is displayed in the cost summary. To remove the version from the table, click on the eye again, and it will return to black.
- Click on the X to permanently delete the version.
- The selected version is displayed in a new column in the cost summary table.
- The last version created is always visible in the initial column of the cost summary.
- The gap represents the difference between the budgeted amount (A) and the last version created (step #14).
✏️Note: At any time, you can create a new version by clicking on Update and hide, or display a previous version by clicking on the .