Overhead expenses

The 'Overhead Cost' interface lets you record the payment transactions of indirect and operating expenses pertaining to the tasks in the project. This includes office maintenance, electricity bills, salaries, rents for temporary accommodation, and warehousing etc. 

You can enter the amount every time you make a payment, with details like the task, the expense category, purpose, etc., and also upload attachments like a PDF file of the invoice or the receipt. The system decrements the amount paid every time from the total budget for overheads for the task and shows the remaining amount per your estimate. This helps you monitor the variance of the actual expenses from the estimated overhead cost and plan future expenses to complete the tasks within the budget. The details are used for various statistics and key performance indicators displayed on the dashboards.

The 'Overhead Cost' interface 

• Ensure that you are in the Costs screen, if it is not already opened:
• Click the app launcherand select 'Finance.'

• Hover your mouse over 'Overhead & Others' on the left and select 'Overhead' from the options

The interface shows a chronological list of payments you made and expenses incurred under the accounting head 'Overhead' for various tasks.

• Invoice Date - The date of the payment.
• Task Code - The cost code of the task item for which the expense occurred.
• Task Name - The label of the task as in the contractor schedule.
• Division Code  – The standardized numerical code of the discipline of work as per the CSI MasterFormat. Applicable only if your company's cost codes are inherited from the CSI MasterFormat.
• Division Name – The descriptive name of the discipline of work.
• Planned ($) - The total estimated overhead cost for the task item 
• Actual ($) - The amount of money paid to the vendor in that instance. 
• Remaining ($) - The amount remaining under the head 'Overheads' for the task in the estimate. 
• Attachments - Supporting documents like the PDF version of the invoice, bill or receipt, images of the material, etc. Click on the icon to view and download attachments.

Search and filter options:
Use the 'Search' box located at the top left to find any project using any value from the table as search criteria 
Right-click the column header and customize the display and order of the columns as you wish 
The options at the top right allow you to filter the entries, and manage personalized and customized views of the table. Use the links below to learn more about these:
Customize Columns in List Views
Filter Options in List Views
Manage Custom List Views				
View Groups and Subtotals
You can get totals and subtotals of numerical data for any selected set of records by grouping and applying nested grouping. Use the  icon at the top right to organize the data by column headers.
The system automatically aggregates relevant numerical values, giving a structured breakdown and a clear view of the grand total distribution. See Group and Organize Items in a List View for more details
Download as Excel Sheet
Click the button at the top right to save a local copy of the list in Excel format for sharing and record-keeping. See Download List Views and Logs in Excel Format for more details.

Add an overhead cost entry

• Navigate to the 'Overhead Cost' interface
• Click  on the top right

The 'Add Overhead cost' interface shows the list of your scheduled tasks and the amounts allotted under the head 'Overhead' in your estimate.

• Click thebutton in the row of the task to add an overhead item

• Enter the details of the expense:
  • Type - Choose the category of the purpose of the payment from the drop-down menu.
  • Description - Briefly explain the purpose of the payment or the nature of the expense. Use the options at the top to format your text.
  • Cost - The amount of money paid
  • Invoice Date - Use the calendar to enter the date on which the payment was made
  • Attachments - Click the '+' button and upload the supporting documents like the PDF version of the invoice, bill, or receipt.
• Click 'Save'

The 'Total Cost' value for the task item is updated for the entered amount.

• Click 'Back' at the top right to return to the 'Overhead Cost' interface.

The payment entry is added to the chronological list. Repeat the process to add more overhead expenses.