Edit Direct Costs on the Uploads Tab

Before you submit documents for review, you can edit the direct costs details in the Uploads tab. This ensures your data is accurate before it moves to the Direct Cost tab for final review and approval process.

• Required User Permissions:

  • 'Admin' or ‘Standard’ level permissions on the Company level Direct Costs tool.

  • 'Standard' or 'Admin' level permissions on the project's Direct Costs tool with the 'Edit Direct Cost Uploads in Uploads Tab' granular permission enabled on your permissions template.

• Additional Information:

  • Ensure the direct cost to edit is visible on the list in Uploads tab.

  • Once a direct cost is submitted for review, it can no longer be edited directly within the Uploads tab unless reverted.

1. Navigate to the Company level Direct Cost tool.

2. Locate the Direct Cost to Edit.

3. Click the check box next to the direct cost entry and Click Edit button.
   Note: Use the Search bar to find the direct cost you want to edit.
   Alternatively, click the direct cost’s name to open the Edit Direct Cost page.

4. Edit the following information in the General Information section:
   

   Field Name	Description
   Vendor Direct Cost Number	Specify the Vendor Direct Cost Number.
   Vendor	Select the Vendor from the drop-down list.
   Direct Cost Type	Select the Direct Cost Type from the drop-down list.
   Received Date	The date the invoice was received or uploaded.
   Invoice Date	The date from the Invoice PDF will be displayed in the Date field when viewing the direct costs details within the Budget Tool.
   Accounting Date	The accounting date the invoice was received or uploaded.
   Description	Enter the description.

5. Complete the entries in Line Items section:
   

   Field Name	Description
   Billed Amount	Specify the total amount billed for the invoice. Note: The total value of the Line Items must equal the billed amount for the request to be approved
   Project	Selecting the project from the drop-down list determines the available budget codes for the line items, ensuring costs are accurately assigned to the correct project for review.
   Budget Code	Select the appropriate budget code from the drop-down list or Search by entering the unique budget code identifier and choose the appropriate budget code from the drop-down list.
   Units	Enter the number of units to bill. This field defaults to 1.Specify the number of units being billed.
   UOM	Select the Unit of Measure (UOM) for the item. This field defaults to each. Select the Unit of Measure that applies to the item.
   Unit Cost	Enter the cost per individual unit.
   Amount	The amount is calculated based on the units and unit cost.
   Description	Enter details related to this line item entry.
   Line Items Total	The total amount calculated for this item.
   Amount to Allocate	Enter the portion of the total amount you want to distribute.

6. The Attachments section displays the uploaded file; click Attach File to upload any relevant files required for review or approval. 

7. Edit the following information in the Payments section:
   

   Field Name	Description
   Payment Terms	Enter the agreed conditions under which the payment should be made.
   Payment Due Date	The final date by which the payment must be completed.
   Discount Date	The date by which the payment must be made to take advantage of any vendor discounts. The date by which the payment must be made to avail any discount..
   Payment Status	Select the current status of the payment. Options include Unpaid, Partially Paid, or Paid. Indicate the current status of the payment (Unpaid, Partially Paid, Paid)
   Payment Date	Enter the date of the most recent payment. The date on which the payment was actually made.

8. Click Save & Close, saves your changes and closes the window.

9. Click Submit for Review to send the direct cost record to the reviewer for approval.