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Cost Summary

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The cost summary gives us a consolidated view of a large amount of financial information found in other Aidi screens, including the budget, invoices, purchase orders, operating expenses and risks. The Cost summary page updates automatically as budget and financial items are entered from other Aidi screens.

This article will help you understand the different elements presented in the cost summary and how they are calculated.

List view of the Cost summary

The list view of the Cost summary tab shows a global view of a project's financial elements by component. Selecting a component provides a more detailed view of it.

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.

A Project : Project code followed by its title.
B Component : All the project's components (one line per component).
C Financing : Total amount of financing sources, including revisions, used in an approved budget, by component. The total financing amount used for the project appears in the column header. If a financing is not associated with an approved budget, it does not appear in the cost summary.
D Budget : Amount of the approved budget by component. The total approved budget amount for the project appears in the column header.

E Committed : Amount of approved purchase orders and billable contractual changes, as well as operating expenses, by component. The total amount of approved committed costs for the project appears in the column header.
F To come : Amount of the approved budget for which no expense has been committed, plus amounts related to purchase orders and contractual changes in preparation, as well as risks for which the Cost Summary Integration field is set as To come.
G (E+F) Trend : Sum of the Committed amount (E) andTo come amount (F) by component. The total trend amount for the project appears in the column header.
H (D-G) Budget gap : Difference between the Budget (D) and the Trend (G). If the amount is negative, it is displayed in red.
I (C-G) Financing variance : Difference between the Financing (C) and the Trend (G). If the amount is negative, it is displayed in red.

Cost summary details by component

By double-clicking on the line for the desired component, a new page opens in a new tab.

  1. The project and component title, as well as the status of the selected project, are shown at the top of the page.
  2. All budget line items from the latest approved budget are displayed. Click the arrows next to the budget line items to expand all the lines included in your budget and see the detailed sub-items.
    1. You can also open/close all budget lines by clicking the arrow next to the Order column.
    2. You can adjust the size of the Order and Description columns by clicking and dragging with the mouse.
  3. For each column, the total amount including all budget line items for the component is shown below the title.
  4. Hover over the ℹ️ icons in the columns with the mouse to see a description of the column.
  5. Click on a budget line item's row to open the detailed side panel (screenshot below).

The side panel

  1. You can get the list of the following entities linked to the budget line item:
    1. Purchase Orders
    2. Invoices
    3. Contractual Changes
    4. Payment Requests
    5. Operating Expenses
    6. Risks
    7. Information: The financing and financing accounts linked to the budget item from the budget screen
  2. See list redirects to the page associated with the entity (in this case, purchase order)
  3. The amount displayed represents the amount in the entity for this budget line item only
  4. The button redirects the user to the item's detailed page
  5. You can enter a comment on the line and save it afterward.

Filters and view configuration

  1. In the cost summary overview, you can filter the rows using the search bar. The search is performed on the following elements:

    1. Sort order
    2. Description
    3. All displayed amounts

  2. You can display the cost summary in full-screen mode.

  3. You can show/hide columns to customize the view according to your needs. The displayed column configuration is saved locally for each user.

  4. You can filter the displayed budget line items and the committed amounts, actual costs, and upcoming amounts based on a selected purchase order:

    1. You can filter for only one purchase order at a time, or for all purchase orders
    2. The purchase order filter applies across all associated entities (payment request, invoice, and PO modification)

  5. You can also filter by a start date and an end date. The filtering logic uses the Date field documented in each entity.

Info

When a filter is set on a purchase order and a period (start/end date) is also selected:

  • If the purchase order has no date, it will be displayed (it cannot be filtered)
  • If the purchase order has a date, it will be displayed only if its documented date falls within the filtered period.

Column descriptions

A Budget : Amounts from the latest approved budget version, by budget line item. The total approved budget amount for the component appears in the column header.
B (C+D) Committed : Sum of purchase orders (C) and contractual modifications (D) as described below.
C Purchase Order : Amounts of purchase orders with an Approved status.
D Contractual change : Amount of billable contractual modifications with an Approved status. Contractual modifications that are step 1 of a 2-step modification, such as change directives (CDs), are included in this amount.
E (F+G) Real Costs : Sum of operating expenses (F) and invoiced amounts (G) as described below.
F Operating expenses : Total amount of operating expenses with an Active status.
G Invoiced : Total amount of approved invoices.

H (I+J+K+L) To come : Amounts related to pending purchase orders (I) and contractual modifications already entered but not yet approved (K), as well as reserved budget (J) and risks (L), as described below.
I P.O. To Come : Amounts of purchase orders with a status of In preparation or In approval.
J Reserved budget: Amount of the approved budget for which no expense has been committed. As soon as a committed or upcoming amount is linked to this budget line item — whether in a purchase order (C or I), a contractual modification (D or K), or an operating expense (F) — the amount goes to 0, even if the committed amount is lower than the budgeted amount. ✏️Note: A purchase order created for a parent line when child lines exist for a budget line 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 was originally budgeted.
K Contractual change : Amount of contractual modifications with a status of In preparation or In approval. This amount also includes approved contractual modifications that are step 1 of a 2-step modification, if they are not yet associated with step 2 (change order).
L Risks : Probable monetary impact of risks. Includes risks with the status Under assessment, Monitored, and Confirmed for which the cost summary integration field indicates Upcoming. *Available only for customers subscribed to the Advanced or Enterprise plan of the Aidi platform.

M (B+F+H) Trend: Total amount of Committed expenses (B) plus the amount of Operating expenses (F), as well as the total of Upcoming expenses (H).
N (B-M) Gap : Budget amount (B) minus the Trend (M).
O Total projected costs : Allows the user to manually define the project's forecasted cost, overriding the trend automatically calculated by Aidi. (See the Updating Projected costs section below)
P (B-O) Projected gap : Budget amount (B) minus the forecasted costs (O)

Updating projected costs

Info

Note that the projected costs feature is available only for customers subscribed to the Advanced or Enterprise plan of the Aidi platform.

The projected costs column allows the user to manually define the project's forecasted cost, overriding the trend automatically calculated by Aidi.

  1. To add an amount to this column, click Update. The column fields then become editable, and you can enter the forecasted cost amount, which can be used as an alternative to the amounts calculated in the trend.

  2. To exit editable mode without making any changes, click Cancel.

  3. Once you have finished entering the forecasted costs, click Save.

  4. When saving, give a title to this version of projected costs.

  5. Click Save.

  6. This allows you to keep the history and manage the different versions afterward by clicking on the icon.

  7. Click the eye icon to display the desired version in the cost summary. A blue eye means that version is displayed in the cost summary. To remove the version from the table display, click the eye icon again; it will turn black again.

  8. Click the trash icon to permanently delete the version.

  9. The selected version is displayed in a new column in the cost summary table.

  10. The most recently created version is always visible in the original column of the cost summary.

Info

At any time, you can create a new version by clicking Update, and hide or show a previous version by clicking the eye icon.

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