1
Click Open on a project
The Contract Projects list shows contract value, budget and margin. The filters are All, Draft, Baseline waiting, Active and Closed.
Want the full chapter? Solution Guide, chapter 2: Sales and tenders (PDF) · All documentation
Open a project and read its numbers
The project shown is SAMPLE-RSC-2026-041.
2
Click the tender link
The link at the top left goes back to the tender the project came from.
3
Read the project path
Draft, Baseline waiting, Active, Handed over, Closed. A tick marks a step reached.
4
Read Key figures
Contract value, Budget and Planned margin. The section collapses.
5
Click Fix
Needs you lists what a person must fix, each with a link. Here: 26 lines without a cost code.
6
Read Where the budget goes
One bar of the contract value: the budget by cost type and the rest, your margin.
Allocate the budget
You decide the budget. The system does not make it for you.
1
Click Allocate by
Choose BOQ line to type a cost on each line, or WBS to type one cost on each bottom-level WBS item. Open the Budget tab first. Once a baseline is approved or waiting for approval, the choice is locked.
2
Read the three figures
Contract value, Allocated and Margin so far. Margin is the contract value less what you allocated, live.
3
Click Allocated cost
Type a cost for each line. Left is the client's amount less your cost. Ordered shows what buy-out has ordered. Save allocation is at the bottom.
4
Click Revision
The list holds Baseline · Approved and later revisions such as Revision 1 · Draft.
5
Type one cost on each WBS item
With WBS chosen, the Budget table lists the WBS items. Type a cost on each bottom-level item. Its lines follow. A parent shows the total of its sub-items and cannot be typed. Left and Margin so far work as before. Switching clears the typed costs and keeps your WBS. Set the WBS up first, as shown in the next section. The demo project has no WBS items yet, so this step has no screenshot.
Group lines into a WBS
A WBS groups budget lines into the parts of work you will run, each with an owner. It is the same tree you build on the tender. Lines are never counted twice.
1
Click WBS
The tab sits next to Budget. The number on it is how many WBS items the project has.
2
Read where the WBS came from
A project made from a tender that has a WBS starts with a copy of it: the items, their owners, the lines in them and any splits. The project keeps its own copy, so a change here never touches the tender. When the tender had no WBS, the tab reads No WBS was copied from the tender. Add the first item.
3
Click New WBS item
A side panel opens. Renumber sits next to the button once the project has items.
4
Type the Name and, if you want, the Code
The name is required. Leave Code empty and it numbers itself: 1, 1.1, 1.1.1. Type your ERP's code and it is kept. Parent nests the item, up to three levels.
5
Choose an Owner
The owner runs this part of the work. Only an employee with a login can own an item. Employees without one are under No login yet. Pick one and the panel offers Create login. The item cannot be saved until the login exists.
6
Tick the Lines
The list holds the budget lines. A line already in another item is greyed and shows which one. A line sits in one item. An item with sub-items holds no lines itself. Add a Note if you want, then click Save WBS item. This guide did not save one.
7
Read Unassigned
Lines in no item are listed in amber. Tick lines, choose an item in the bar that appears and click Group into WBS. A line inside an item has Split, which shares it across items in the same panel as on the tender.
8
Read the tree
Each item shows Owner, Lines, Client amount and Allocated. A parent adds up its sub-items. When several people own items, owner buttons above the tree show one person's items. An amber line counts the items that still have no owner. The demo project has no items, so this step has no screenshot.
9
Read Locked
Once the baseline is approved, the budget is locked and no cost can be typed. When you allocate by WBS, the lines also stay where they are, and the WBS tab says Allocation locked: baseline approved. Names, codes, parents and owners can still change.
10
Start a revision to move lines or costs
Open the Revisions tab and click Start revision. The new revision is a draft, so costs and line moves open up again. It needs its own approval. The demo project already has a draft revision, so this guide did not start one.
Buy out packages
Group budget lines into packages, ask suppliers for quotes and award them.
1
Click Buy-out
The tab lists the packages and the supplier group they are bought from.
2
Read the three tiles
Packages, Ordered vs budget and Needs decision.
3
Read the packages
One row per package: Budget, Best quote, Ordered, Against budget, Status and ePROMIS. Chips above filter by status.
4
Click + New package
Enter a Name, choose the Kind (Supplier or Subcontract) and tick the budget lines. Create package saves it. This guide did not create one.
5
Click a package
The panel shows its budget lines, the quotes in the current round with Award package, the rounds kept for audit and the figures against budget.
6
Click Send a new round
Tick the suppliers, set Reply by and send the request. The form was opened but not sent.
Make a buy-out package from a WBS item
Start a package from the lines an item holds, so you do not tick them one by one. It needs an approved baseline and the Buy-out tab.
1
Open a WBS item
On the WBS tab open the three dots of an item and click Edit. The item opens in a side panel. The demo project has no WBS items, so this step has no screenshot.
2
Click Make buy-out package
The button sits under the Lines list, with an "i". It shows for an item that already exists, on a project you can change and that has Buy-out. The item panel closes and the new package panel opens. If the baseline is not approved yet, the tab says Packages are made from the approved baseline. Approve the baseline first. The demo project has no WBS items, so this step has no screenshot.
3
Check what is ticked
The Name starts as the item's name. The ticked lines are the item's lines in the approved budget, sub-items included. A line split across items goes in whole, because a supplier prices the whole line, and grey text beside it shows the share this item holds, for example 60 % in this WBS item. A line already in another package is listed unticked and names that package. Reserve lines are left out. The demo project has no WBS items, so this step has no screenshot.
4
Click Create package
Change the name, choose the Kind or tick and untick lines first if you want. Create package saves it and opens the Buy-out tab. Go on as in Buy out packages. The demo project has no WBS items, so this step has no screenshot.
Client changes, billing and handover
Record what the client changes after the award, bill in milestones and hand the budget to the ERP.
1
Click Client changes
The tab holds change orders from the client.
2
Read the three tiles
Approved variations, Revised contract value and Waiting for approval. An approved change moves the contract value.
3
Click + Add variation
The panel asks for a Title, the Change in contract value, the Change in cost, a Change request and What changed. This guide did not save one.
4
Click Client billing
The tab shows Contracted, Invoiced and Still to invoice.
5
Click + Add milestone
A milestone has a Title, a Due date and an amount as a percent of contract value or a fixed amount. This guide did not save one.
6
Read the billing schedule
Each milestone shows its amount before tax, its status and its invoice. Create invoice raises the invoice for a planned milestone.
7
Click Handover
The tab holds Hand over to the ERP.
8
Click Download Excel
It downloads the budget file for the current revision. Send to ePROMIS sits next to it, grey here.
9
Read WBS item on the Budget sheet
The workbook's Budget sheet has two columns for where a line sits. Item no. is the client's own item number from their BOQ. WBS item is the project's WBS: the item code for a whole line, a list such as 1.1 60 % · 1.2 15 % · 2 25 % for a split line, and empty for a line in no item. Excel files are not shown in this guide, so this step has no screenshot.
10
Read the WBS sheet
A new WBS sheet comes with the file when the project has WBS items. It has one row for each item in tree order: WBS, Name, Parent, Owner, Client amount, Allocated and Lines, with sub-items rolled up. Under an item, one row for each part of a split line shows its Share %, Qty, Unit and client amount. Whole lines are not repeated, because the Budget sheet already says where they sit. The file is internal and carries cost.