Allocate Funds to Work Items

Modified on Wed, 11 Mar at 2:48 AM

Linarc simplifies your project financials by seamlessly connecting your budget directly to your schedule. Distributing funds from individual budget line items to specific scheduled tasks ensures complete financial accuracy from planning through execution.

A single budget item can be progressively distributed across multiple leaf-level tasks to match your actual workflow.
Tasks automatically inherit their designated cost codes, ensuring precise financial linking and effortless cost tracking.
This connected data builds a highly accurate Schedule of Values (SOV) and automates progress billing for your invoices.

To assign the budget to individual schedule items

Ensure that you're in the 'Allocate' screen. If not:
- Click the app launcherand select 'Finance' from the project management console
- Click 'Contract' on top, then select 'Allocate' on the left

The allocation screen is divided into two sections to streamline your workflow:

The upper pane displays your project budget line items along with the funds currently available for distribution.
When you select a specific budget line from the upper pane, the lower pane automatically updates to show all scheduled tasks eligible to receive those funds.

By default, the Budget table displays the funds and quantities still available for distribution. As you progressively assign funds to your scheduled tasks, these values update dynamically in real time to reflect your remaining balances. You can easily customize this view to show more or less detail by right-clicking the table header to add or remove columns.

Cost Code - The standard company-level classification code for the task or deliverable.
Description - The name or label of the budget item.
UOM (Unit of Measure) - The Unit of Measure used to quantify the work.
Remaining Quantity -The unallocated portion of the planned work quantity.
Remaining Budget- The total unallocated funds still available for this line item.
Remaining Labor - The available labor funds remaining after task allocation
Remaining Material - The available material funds remaining after task allocation.
Remaining Equipment - The available equipment funds remaining after task allocation.
Remaining Overhead - The leftover overhead amount available for allocation.
Remaining Other - The leftover funds reserved for miscellaneous expenses.
Remaining Subcontractor - The remaining funds designated for external subcontractor costs.
Remaining Profit - The unassigned profit margin associated with the line item.
Select a budget line to distribute funds from by clicking the serial number

All applicable schedule items from the schedule appear in the lower pane.

Amounts can be assigned in two ways:

By work quantity – Allocate funds to tasks by assigning a portion of the work quantity. This is useful for a unit-rate budget where payment depends on measured quantities.
By lump-sum amount – If no quantity is defined for a line item, allocate funds by entering the monetary value directly. This method is especially useful when costs are set as a lump sum for a work package.

Best Practise:
Avoid allocating the entire budget upfront. 
Keeping a reserve helps maintain financial control throughout the project lifecycle.

Work Quantity

Double-click inside the 'Allocate Quantity' column in the row of the schedule item to which you want to assign funds.
Enter the quantity of work associated with the task.

The system calculates and assigns proportional costs for each cost type, deducts them from the linked budget line item, and automatically updates the remaining balance for that line item. You can still edit the auto-calculated amounts for each cost type.

Repeat this process to allocate quantities from the budget to other applicable tasks. Your changes are auto-saved

Total Amount

Double-click inside the 'Allocated Amount' column in the row of the schedule item.
Specify the total planned amount for the task

The system deducts the corresponding amount from the linked budget line item, assigns proportional costs to each cost type, and updates the remaining balance automatically. You can still edit the auto-calculated amounts for each cost type.

Double-click inside any of the cost type columns—Labor, Material, Equipment, etc.—in the row of the task item. and manually edit specific dollar amounts for each applicable cost type.
Enter ‘0’ for cost types not relevant to the task.
Repeat this process to allocate an amount from the same line item to other applicable tasks.

Each value is deducted from its corresponding cost type in the estimate, with real-time updates to remaining balances.

Repeat this process to allocate an amount from the same line item to other applicable tasks.

Budget line items are color-coded to help you quickly identify their allocation status:

Green indicates that the entire budgeted amount has been fully allocated to your tasks.
Yellow indicates that the budget item still has remaining funds available for distribution.

Link Budget and Schedule items

Once you have finished distributing funds from a specific budget item, you can publish the allocations to finalize them.

Select a line item in the lower pane by clicking the serial number
Click the button

Click 'Yes' to confirm your action.

Your estimated amount is allocated to the scheduled tasks, and you can adjust or reassign it anytime before recording the task progress. See Revise Fund Allocations to Tasks for more details.

Search, filter, and sorting options

Use the 'Search' box located at the top left to find a template 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, create nested groups of entries, and manage personalized and customized views of the table. Use the links below to learn more about these:

Hover over a column header and click the icon to sort the rows in ascending or descending order of entries in that column

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