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Budget & Forecast Snapshots: User Guide

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Table of Contents

Overview

Considerations

Key Features

Manage Access

Create a Snapshot

Create a Snapshot from the Budget Tab

Users can create a Project Status Snapshot or an Ad Hoc Snapshot from the Budget tab. Only Project Status Snapshots are saved.

 did you know?

You can now edit a snapshot's name, type, and description directly from the budget banner without needing to delete and recreate it. To learn more, see Edit a Budget Snapshot.

  1. Navigate to the project's Budget tool.

  2. Click the Budget tab.

  3. Click + Create and select Snapshot.
    This opens the Create Snapshot window.
    Create Project Status Snapshot

  4. In the Create Snapshot modal, configure the following:

    • Snapshot Type. Select one of the following options:

      • Project status. Choose this option for official reporting, such as a monthly report that needs review.

      • Ad hoc. Choose this option for a simple snapshot.

    • Name. Enter a name for the snapshot.

    • Status. Select a status from the drop-down list.
      Note: By default, the default status is selected.

    • View. Select a budget view for the snapshot.

    • Beta Feature Period. Search for or select an open financial period from the drop-down list.
      Note: The Period field is available only when financial periods are enabled.

    • Description. Enter a description of the snapshot.

  5. Click Create.
    When complete, the Snapshot Created banner appears at the top of the page.
    View Snapshot Data

  6. Beta Feature (Optional for Project Status Snapshots) If the selected period is already assigned to another snapshot, a confirmation dialog will appear:

    1. Click Reassign period to confirm.
      Note: This transfers the financial period to your new snapshot and converts the previously assigned snapshot into an Ad Hoc snapshot.

Create a Snapshot from the Forecasting Tab

Users can create an ad hoc snapshot from the Forecasting tab.

  1. Navigate to the project's Budget tool.

  2. Click the Forecasting tab.

  3. Click Create Snapshot.
    This opens the Create Snapshot window.
    Create Forecast Ad Hoc Snapshot

  4. Enter the snapshot information:

    • Name. Enter a name for the snapshot.

    • View. Select a budget view for the snapshot.

    • Description. Enter a description of the snapshot.

  5. Click Create.
    When complete, the Snapshot Created banner appears at the top of the page.

View a Snapshot

There are different ways to view snapshots in the Budget tool. 

View a Project Status Snapshot from the Project Status Snapshots Tab

Any user can view a project status snapshot tab from this tab. Ad-hoc snapshots are not saved and do not appear in this tab. 

  1. Navigate to the Project level Budget tool. 
  2. Click the Project Status Snapshots tab. 
  3. In the Name column, click the snapshot to open. 
  4. The system opens the snapshot in your web browser. A Viewing from Snapshot banner appears. 

    viewing-from-snapshot-callout.png
     
  5. Click the View Current Data button to return to your project's current budget data

View a Project Status Snapshot from the Project Status Snapshots Tab

Any user can view a project status snapshot tab from this tab. Ad-hoc snapshots are not saved and do not appear in this tab. 

  1. Navigate to the Project level Budget tool. 
  2. Click the Project Status Snapshots tab. 
  3. In the Name column, click the snapshot to open. 
  4. The system opens the snapshot in your web browser. A Viewing from Snapshot banner appears. 

    viewing-from-snapshot-callout.png
     
  5. Click the View Current Data button to return to your project's current budget data. 

View a Project Status Snapshots as the Snapshot Creator

Snapshot creators can also view a snapshot immediately after it's created. 

  1. Complete the steps in Create a Budget Snapshot. 
    When saved, the Snapshot Created banner displays.

    view-snapshot-data.png
     
  2. Click View Snapshot Data. 
  3. The label on the banner changes to Viewing from Snapshot. 
  4. Review the snapshot as needed. 
  5. Click the View Current Data button to return to your project's current budget data. 

View an Ad-Hoc Snapshot as the Snapshots Creator

Ad Hoc snapshots can only be viewed after creation. Only project status snapshots are saved. 

  1. Complete the steps for an ad-hoc snapshot in Create a Budget Snapshot. 
    When saved, the Snapshot Created banner displays. 

    ad-hoc-snapshot-created.png
     
  2. Click View Snapshot Data.
  3. (Optional) See Export a Budget Snapshot if you want to save it. 
     Important
    Ad-hoc snapshots aren't saved after the current session. You must export it if you want to see it later. 
  4. Click the View Current Data button to return to your project's current budget data. 

Configure Columns

  1. Navigate to the Project level Budget tool. 
  2. Click the Project Status Snapshots tab.
  3. Click Configure Columns.
    This opens the Table Settings panel. 
    pss-configure-columns.png
  4. Under Configure Columns, you have these choices for each available column:
    • Show columns. Move the toggle switch to the right. The system's default setting is to show all available columns. 
    • Hide columns. Move the toggle switch to the left. 
  5.  When finished, click the Close (x) icon on the panel. 

Apply a Budget View

Navigate to the project's Budget tool. Then click the Budget, Budget Details, or Project Snapshot Status tab and select an option from the View menu. To add views to this menu, see Assign a Budget View to a Project.

Budget Tab View Menu

 Note

View a Budget Snapshot

Navigate to the project's Budget tool. Then, click the Budget or Forecasting tab and select an option from the Snapshot menu. To add snapshots to this menu, see Create a Budget Snapshot.

Budget Tab Snapshot Menu

Analyze Variance

Analyze Line Item Variance on the Budget Tab

 In Beta
An enhanced budget table is available for analyzing line item variance between budget snapshots. See Analyze Line Item Variance Between Budget Snapshots (Beta).

This action analyzes variance by comparing a snapshot with the active budget.

  1. Navigate to the project's Budget tool.

  2. Click the Budget tab and select a standard or custom budget view from the View menu.

  3. Click Analyze Variance.
    This opens the Select Comparison Columns to Analyze Variance window.

  4. From the Comparison Snapshot menu, select the snapshot to compare it with your budget data.

  5. Under Columns to Display, choose one (1) option:

    • Comparison Column and Variance Column. Shows both values.

    • Comparison Column Only. Shows the value from the comparison snapshot.

    • Variance Column Only. Shows the variance between the comparison snapshot and active budget.

  6. Under Comparison Columns, mark one or more checkboxes to select the columns to analyze for variance.

    Select Comparison Columns To Analyze Variance

  7. Click Save.
    Procore analyzes the current budget and snapshot for variance.

    Example

    This example shows the Comparison Column and Variance Column option using Estimated Cost at Completion as the comparison column. The blue column label shows the snapshot data. The column labeled Variance shows the difference between the snapshot and your budget.

    Analyze Variance Project Status Snapshot

Analyze Aggregate Variance Between Snapshots on the Project Status Snapshots Tab

This action analyzes the aggregate variance between two snapshots.

  1. Navigate to the project's Budget tool.

  2. Click the Project Status Snapshots tab and select a standard or custom budget view from the View menu.

  3. Click the snapshot Name to open it.

  4. On a column where it's available, click the Variance icon.
    This expands the column to show the Current, Previous, and the Variance between the two snapshots.

    Example

    This example shows the Current, Previous, and Variance columns that appear when you click the Variance icon on a column.

    Pss Variance Icon

Export a Snapshot

  1. Navigate to the Budget tool. 
  2. Click Budget or Forecasting tab.
  3. Create or view a snapshot.
     Note
    Ad Hoc and Project Status Snapshots are available for the Budget tab.  Only Ad Hoc Snapshots are available for the Forecasting tab.  
  4. (Optional) Choose the budget view and apply any filtering or grouping options to the snapshot.
  5. Click Export. 
     export-budget-forecast-snapshot.png
     Note
    Because CSV is a flat file format, any applied grouping options are not included in exports to CSV. 
  6. Choose one of these options from the menu:
    • CSV. This downloads a CSV file to the location configured in your web browser. 
    • PDF.  This opens a PDF version of the file in a new browser window. To download it, use the options available in your web browser's PDF viewer. 

Export a Snapshots List

  1. Navigate to the Project level Budget tool. 
  2. Click the Project Status Snapshots tab.

    export-project-status-snapshots.png
     
  3. Modify the data table as needed. Your choices are:
  4. Click Export and choose CSV from the menu. 
    This downloads a CSV file to the location configured in your web browser. 

View Snapshots

  1. Navigate to the Company level Project Status Snapshots tool.

  2. Locate a snapshot in the list.
    Note: If you want to view the snapshot, click the Open Icon Open In New Tab icon in the Project column.

     Important
    To see project status snapshots in specific Procore projects and their own ad hoc snapshots, grant users access to the Budget tools within those projects.

    Project Status Snapshots

  3. Beta Feature (Optional) Filter by period or comparison period:

    • Period. Select one or more periods from this drop-down list.

       Note
      • You can choose from options such as Current, Last Period, None, or specific financial periods.
      • By default, the Current period is selected until changed.

    • Comparison Period. Select a period from this drop-down list to compare against the primary period. See Analyze Variance Between Snapshots in the Project Status Snapshots Tool.

       Note
      • You can choose from options such as Current, Previous, or specific financial periods.
      • If you select the Previous option from the Comparison Period drop-down list, the prior period is automatically selected based on the period currently chosen in the Period drop-down list.
      • By default, the Previous period is selected until changed.
       Important
      The Period and Comparison Period fields are available only when the Financial Periods setting is enabled. See Enable or Disable Financial Periods for Project Status Snapshots.

  4. To filter the list view, click Filters.
    This opens the Filters panel.
    Pss Filters

  5. Set the available filters to focus on the snapshots you want to view. The filter options are:

    • Created By. Choose one or more snapshot creators.

    • Created On. Set a time frame using the calendar.

    • Project. Select specific projects to view their snapshots.

    • Region. Pick a project region.

    • Stage. Choose a project stage.

    • Status. Select a custom status. For details on how to create a custom status, see Create a Custom Status for Project Status Snapshots.

    • Office. Select an office.

    • Department. Pick a department.

    • Program. Select a program.

Configure Columns

  1. Navigate to the Company level Project Status Snapshots tool. 
  2. Click Configure Columns.
    This opens the Table Settings panel. 

    pss-tool-configure-columns.png
     
  3. Under Configure Columns, you have these choices for each available column:
    • Show columns. Move the toggle switch to the right. The system's default setting is to show all available columns. 
    • Hide columns. Move the toggle switch to the left. 
  4.  When finished, click the Close (x) icon on the panel. 

Apply Filters

  1. Navigate to the Company level Project Status Snapshots tool.

  2. Select a budget view from the View drop-down list.

  3. Beta Feature (Optional) Filter by period or comparison period:

    • Period. Select one or more periods from this drop-down list.

       Note
      • You can choose from options such as Current, Last Period, None, or specific financial periods.
      • By default, the Current period is selected until changed.

    • Comparison Period. Select a period from this drop-down list to compare against the primary period. See Analyze Variance Between Snapshots in the Project Status Snapshots Tool.

       Note
      • You can choose from options such as Current, Previous, or specific financial periods.
      • If you select the Previous option from the Comparison Period drop-down list, the prior period is automatically selected based on the period currently chosen in the Period drop-down list.
      • By default, the Previous period is selected until changed.
       Important
      The Period and Comparison Period fields are available only when the Financial Periods setting is enabled. See Enable or Disable Financial Periods for Project Status Snapshots.

  4. If you want to view the snapshot, click the Open Icon Open In New Tab icon in the Project column.

  5. Click All Filters.
    This opens the Filters panel.
    Pss Filters

  6. Set the available filters to focus on the snapshots you want to view. Options are:

    • Created By. Choose one or more snapshot creators.

    • Created On. Set a time frame using the calendar.

    • Project. Select specific projects to view their snapshots.

    • Region. Pick a project region.

    • Stage. Choose a project stage.

    • Office. Select an office.

    • Department. Pick a department.

    • Program. Select a program.

    • Status. Select a status.

Change Snapshot Status

Change Status from the Budget Tab in the Budget Tool

  1. Navigate to the Project level Budget tool.

  2. On the Budget tab, select the desired snapshot from the Snapshot drop-down list.

  3. Click Edit in the top-right toolbar of the budget view.

  4. In the Edit Snapshot modal, click the Status drop-down list and select a custom status.

  5. Click Update to save your changes.

Change Status from the Project Status Snapshots Tab in the Budget Tool

  1. Navigate to the Project level Budget tool.

  2. Click the Project Status Snapshots tab.

  3. Locate the desired snapshot in the table.

  4. Click the snapshot's Status cell and select a custom status.

Change Status from the Project Status Snapshots Tool

  1. Navigate to the Company level Project Status Snapshots tool.

  2. Locate the desired snapshot in the table.

  3. Click the snapshot's Status cell and select a custom status.
    Project Status Snapshots

Analyze Variance

Analyze Line Item Variance on the Budget Tab

 In Beta
An enhanced budget table is available for analyzing line item variance between budget snapshots. See Analyze Line Item Variance Between Budget Snapshots (Beta).

This action analyzes variance by comparing a snapshot with the active budget.

  1. Navigate to the project's Budget tool.

  2. Click the Budget tab and select a standard or custom budget view from the View menu.

  3. Click Analyze Variance.
    This opens the Select Comparison Columns to Analyze Variance window.

  4. From the Comparison Snapshot menu, select the snapshot to compare it with your budget data.

  5. Under Columns to Display, choose one (1) option:

    • Comparison Column and Variance Column. Shows both values.

    • Comparison Column Only. Shows the value from the comparison snapshot.

    • Variance Column Only. Shows the variance between the comparison snapshot and active budget.

  6. Under Comparison Columns, mark one or more checkboxes to select the columns to analyze for variance.

    Select Comparison Columns To Analyze Variance

  7. Click Save.
    Procore analyzes the current budget and snapshot for variance.

    Example

    This example shows the Comparison Column and Variance Column option using Estimated Cost at Completion as the comparison column. The blue column label shows the snapshot data. The column labeled Variance shows the difference between the snapshot and your budget.

    Analyze Variance Project Status Snapshot

Analyze Aggregate Variance Between Snapshots on the Project Status Snapshots Tab

This action analyzes the aggregate variance between two snapshots.

  1. Navigate to the project's Budget tool.

  2. Click the Project Status Snapshots tab and select a standard or custom budget view from the View menu.

  3. Click the snapshot Name to open it.

  4. On a column where it's available, click the Variance icon.
    This expands the column to show the Current, Previous, and the Variance between the two snapshots.

    Example

    This example shows the Current, Previous, and Variance columns that appear when you click the Variance icon on a column.

    Pss Variance Icon

Export a Snapshots List

  1. Navigate to the Company level Project Status Snapshots tool. 
    project-status-snapshots.png
  2. Click the Export menu and choose CSV. 
    This downloads a CSV file to the configured location for your web browser.

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