Aimz

Periodic costs such as site setup, salaries and operations, month by month.

Setup and Operation

What Setup and Operation is, how expense items are accrued across months, and how deviations are handled.

It is the amount left to distribute (the field may be called Remaining rev. Cost price estimate). The red warning means something has not been distributed across the months. Distribute…

What does "Remaining Revised Budget" mean in Setup and Operation, and why do I get a warning?

The production code is the budget line from the estimate. The expense item is a sub-item in Setup and Operation that is linked to a production code and used for…

What is the difference between an expense item and a production code?

At start-up both options give the same result: the amount is spread evenly across the months. Later, "Distribute remaining cost price estimate evenly" only distributes what has not yet been…

What is the difference between "Distribute monthly cost price estimate evenly" and "Distribute remaining cost price estimate evenly"?

See planned and actual cost side by side in Setup and Operation — from project start or for a single month.

Triple columns: accrued, posted and diff

Budget is the starting point, Revised budget is adjusted for Change Order Client, Forecast is posted amounts for closed months plus accruals going forward, and Deviation is the difference.

What do the Budget, Revised budget, Forecast and Deviation columns mean in Setup and Operation?

Explains the difference between the «Forecast» and «Highest of budget and forecast» settings for accrued costs, and why the Final Forecast can end up higher than expected.

What is the difference between «Forecast» and «Highest of budget and forecast» for accrued costs?

How to open the dashboard for a single expense item in Setup and Operation — budget, forecast, posted, invoices and attachments.

Detailed view of an expense item

How to manage Setup and Operation from a locked cost price estimate: getting started, forecast settings, distributing and locking, completing months and changing the forecast going forward.

Locked cost price estimate in Setup and Operation

Link financial accounts to an expense item under Advanced, so invoices route themselves for the rest of the project.

Automatic invoice matching with financial accounts

What the module is and how it connects to the rest of AIMZ.

Overview

Bulk-create expense items in Setup and Operation from the production code list, with the budget fetched automatically from the estimate.

Create several expense items at once

Yes. Open the expense item, choose the type Staffing plan and save. Then add each resource with name and employment percentage in the Resources tab.

Can I enter named people on a payroll item in Setup and Operation?

Accrue the payroll in the month it is posted, and add one extra month at the end. Otherwise the final forecast is missing about one month's payroll.

How do I handle payroll that is posted the month after in Setup and Operation?

Click the three dots on the Production Code column header and choose to group by the column. Use the arrow on the left to open and close the groups.

How do I group Setup and Operation by production code?

First distribute the deviation from the months that have passed. Then open each expense item and accrue again according to the new progress.

The project is delayed. How do I move the accrual in Setup and Operation?

Copy monthly amounts straight from an Excel sheet into the accruals on an expense item, without typing them in again.

How do I paste accruals from Excel?

Carry the cost on the Change Order Client forward to the right expense item in Setup and Operation and distribute the amount. This gives a revised budget on the expense…

How do I link a Change Order Client to Setup and Operation?

Move the deviation to the next open month, evenly or proportionally over the remaining months, or offset it via the warning icon. Save to get a new forecast.

How do I handle the deviation after completing a month in Setup and Operation?

How do I remove a production code I have created an expense item from?

Start the period when the first costs arrive, and end it a couple of months after planned completion, so final invoices and late costs are included.

Which period should I choose for Setup and Operation?

Always turn on «Forecast goes to the project forecast», calculate the final forecast from posted values for closed months plus accrued figures ahead, and consider «Unique production code for each…

Which settings should I choose in Setup and Operation?

How to

Preferably not. When you use the Setup and Operation module, it should be the only thing affecting the final forecast on the setup and operation codes.

Should anything other than Setup and Operation affect the final forecast on the site setup codes?

If the item has already been distributed, the amount may stay on the old month. Set the period again in From / To date, redistribute in the Cost price estimate…

Why doesn't the expense item move when I change the start date?

The deviation is calculated from the whole row. To change it, you must change the monthly amounts on the expense item itself.

Why can't I edit the deviation column directly in Setup and Operation?

The invoice must be linked to an expense item. If Invoice Link says "Production code only", or it is posted on an account without an expense item, it does not…

Why does the invoice not appear in the Setup and Operation table?

No, not today. You can leave the month open or adjust the accrual manually on the items where invoices arrive late.

Can I close a month for only some of the expense items?

We recommend considering each new account. That way you adjust the forecast for the whole project, not just the cost that has arrived.

Should I create expense items automatically for all new accounts?

The budget has not been distributed across the months. Open the expense item and distribute it in the Cost price estimate tab, for example evenly over the construction period.

Why is the forecast 0 on an expense item in Setup and Operation?

No. Transactions are made on the production code, and a production code can have several expense items. You have to adjust the budget on the right expense item yourself.

Is the expense item in Setup and Operation updated when I make a transaction?

When an amount is spread evenly over months, each month is rounded. The total can therefore differ from the budget by a few kroner.

Why are there small rounding differences in the accrual?

Yes. When you accrue an expense item, you can describe in words how the cost should be incurred, for example «little at the start, more towards the end».

Can I use AI to accrue an expense item?

AIMZ knows which month you're in. If earlier months haven't been completed, a warning reminds you to run Complete month.

Why do I get a warning about unclosed months in Setup and Operation?

Yes. Edit future months on a single expense item, or click Edit on the whole table to change several items at once.

Can I change the accrual going forward without closing a month?

We recommend one expense item per production code. That way invoices can be routed automatically. Several items on the same code require separate financial accounts per item.

Should I have one or several expense items per production code?

In closed months, posted figures apply — this affects both closing months and moving invoices.

Why does the Final Forecast change when I close a month in Setup and Operation?

When to use Setup and Operation vs. a Payment Plan on a contract, to avoid costs being counted twice.

Should I use Setup and Operation, or a Payment Plan on a contract?

How to reopen a completed month in Setup and Operation

What do I do if I completed the wrong month?

Answers to common questions and what to do when something looks wrong.

FAQ and troubleshooting

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