Upload Overhead costs in batches

You can journal the payments of indirect and operating expenses incurred for multiple projects as batches. This includes office maintenance, electricity bills, salaries, rents for temporary accommodation and warehousing, etc. The amount paid at each instance is deducted from the overhead cost estimate allocated for that project so that you can see the amount remaining at each stage.

Tip: You can also upload payments made for overhead costs for various tasks/deliverables at different stages of a particular project from the project-specific management console. See Overhead expenses to learn more.

To upload overhead costs

• Login to your Linarc account.

The 'All Projects' screen opens by default.

• Click 'Cost Import' on the left.

• Click on the top right.

• Choose 'Overhead' as the cost type from the drop-down menu.

Step 1- Create the overhead cost data file

• Click 'Download' at the bottom right to obtain a blank Excel file containing the required field headers.

Requirements of the Cost data file

• The Excel file can contain a list of overhead payment records for different tasks in multiple projects.
• Each line in the file should contain one entry.
• Enter the values for the tasks under the following column headers. Enter the monetary values in US dollars.
  • Job ID - The unique alpha-numeric identifier for the project. 
  • Task code -  The cost code of the task item for which the payment was made.
  • Description - Details and the purpose of the payment or the nature of the expense. 
  • Vendor - The supplier, seller, or vendor to whom the payment was made. 
  • Overhead Type - The nature of the expenses like maintenance, bills, salaries, rents, taxes, etc.
  • Invoice date - The date on which the payment was made (mm/dd/yy).
  • Cost - The amount of money paid to the vendor in that instance.
• Save the Excel file with an appropriate name.

Step 2 - Upload the cost data file

• Open the 'Overhead Cost Import' screen as explained above.
• Browse and upload or drag and drop the file.

Your entries are validated and added to the draft list if there are no errors in them. Linarc identifies the task name with its WBS code for the given task code and job ID.

• Review the cost data draft.
  • Click on the entries to edit them.
  • Click the  icon to delete entries.
• Click the 'submit' to upload the cost data.

You can also enter the amount every time you make a payment, with details like the task, the expense category, purpose, etc., for a specific project. Linarc decreases the amount paid every time from the total budget for overheads for the task and shows the remaining amount per your estimate. See Overhead expenses for more guidance.