In Access Maintain, refurbishment projects can be configured so that the Project Manager authorises orders against a project-specific budget. This budget is drawn from a central refurbishments budget line and cannot be exceeded unless the allocation is increased from that central line. This keeps spending controlled and monitored consistently across all refurbishment projects.
View projects and quotations
To view current refurbishment projects and any quotations ready for review:
From the Admin area, click Refurbishment Projects.
All current projects are listed with the number of quotations received and ready for review.
When you open a new or existing project, you can view the project number, type, description, Project Manager, status, start and end dates, budget pot, project budget, orders raised, balance, and any associated project documents.
📌 Note: Project Managers are automatically notified by email when action is required on project purchase orders
Add a central refurbishment budget line
To add a new capital budget and allocate funds for refurbishment projects:
From the Financial area, select Budget Management.
Click Add New Capital Budget.
Unlock the green padlock
icon.Enter the required details:
Accounting Type
Budget Line Description.
Budget Line Code
Budget Amount (£).
Final Authorisation By.
Budget Line Viewable By
Allocate a portion of the central budget to each project as required.
Click Save.
📌Note: Orders raised against a project are controlled by the budget assigned to that project and cannot exceed the set limit.
Raise a supply-only order
To raise a supply-only order for a project, follow the steps below:
From the Admin area, click Refurbishment Projects.
Select the required project.
Click Project orders.
Select Supply only.
Select the required area and add items.
Click Add To Basket.
Click Checkout.
Click Place Order.
Request a new quotation
To request new contractor quotations for projects, please follow the steps below:
From the Admin area, click Refurbishment Projects.
Select the required project.
Click Project orders.
Select Get Quote.
Select the following details:
Area
Work Type
Equipment Type
Problem Type
Select the contractors and click Next.
Enter the work description and click Next.
Click Raise Quote.
Report on spending across all projects
To monitor spend across all refurbishment projects, please use the following report:
From the Group area, click the Reports
icon.Click the Financial Reports.
Click the Central Budget Commitment report.
Choose the refurbishments Budget Line to view a detailed spend breakdown.
Click the All Orders to export the report.