Historical Costs & Draws
Use the job budget to review costs and draws that have already been recorded against a job. The Actual costs to date and Drawn to date columns help you see which transactions are tied to each budget line and recategorize them when needed.
1. Open the Job Budget
To review historical costs and draws:
Go to Jobs.
Open the job.
Click the Budgets tab.
The budget table shows cost-side and revenue-side activity for the job. If a budget has not been imported yet, the budget amount may be blank, but Adaptive can still show approved transactions that are already tied to the job.
2. Understand Actual Costs to Date
Actual costs to date shows approved cost activity for the job.
This can include:
Bills
Receipts
Time activities
Vendor credits
Journal entries, when applicable
The Actual costs to date column is in the Costs section of the budget table. It shows the total approved cost activity for each budget line.
To view the transactions behind actual costs:
Click the Actual costs to date column header to view cost transactions for the job.
Or, click an amount in a budget line to view transactions for that specific line.
Adaptive opens a transaction table where you can review details such as vendor or employee, account or cost code, status, type, cost, price, ref number, and date.
3. Understand Drawn to Date
Drawn to date shows the amount that has already been included on draws.
The Drawn to date column is in the Revenue section of the budget table. It shows the total amount drawn for each budget line.
To view the transactions behind drawn amounts:
Click the Drawn to date column header to view invoice lines for the job.
Or, click an amount in a budget line to view invoice lines for that specific line.
Adaptive opens an invoice line table where you can review details such as vendor or employee, cost code or account, status, type, date, cost, price, ref number, draw number, and draw status.
4. Filter, Configure, or Download Transaction Details
The transaction and invoice line tables include tools to help you review historical activity.
Use these options as needed:
Filters: Narrow the table by date, transaction type, vendor, account, cost code, status, draw status, or billable status where available.
Clear filters: Remove active filters from the table.
Table settings: Show, hide, or reorder available columns.
Download: Export the table data for review outside Adaptive.
Click a Ref # to open the original transaction, such as the bill, receipt, time sheet, invoice, or vendor credit.
5. Move or Reclassify Cost Transactions
Use Actions to update selected transactions from the transaction table.
To update cost transactions:
Open Actual costs to date from the job budget.
Select the transactions you want to update.
Click Actions.
Choose the update you want to make.
Available actions can include:
Set job: Move selected transactions to a different job.
Set cost code or Set account: Reclassify selected transactions to a different cost code or account.
Set billable status: Update whether selected transactions are billable, when available.
Set cost rate: Update cost rates for time activities, when available.
After a job move, Adaptive shows a confirmation and may offer Undo or View job.
Note: Some actions may not be available for all transaction types. For example, time activities and journal entries can have different editing rules than bills or receipts.
6. Move or Reclassify Drawn-to-Date Lines
You can also update selected lines from the Drawn to date view.
To update drawn-to-date lines:
Open Drawn to date from the job budget.
Select the lines you want to update.
Click Actions.
Choose the update you want to make.
Available actions can include:
Set job: Move selected lines to a different job.
Set cost code or Set account: Reclassify selected lines to a different cost code or account.
If the selected line is linked to an underlying cost, Adaptive may ask whether you want to update the linked cost as well.
7. Keep Linked Draws and Costs in Sync
When you move or reclassify transactions that are already linked to a draw, Adaptive may ask whether to update the related draw line.
Choose the option that matches your intent:
Update line on draw: Update the linked draw line so it stays aligned with the transaction change.
Don't update line on draw: Leave the linked draw line unchanged.
For drawn-to-date lines linked to an underlying cost, Adaptive may instead ask whether to update the cost.
Review these prompts carefully before confirming changes.
8. Delete or Archive Source Transactions
The budget transaction tables are primarily for reviewing, moving, and reclassifying transaction lines.
To delete or archive a source transaction:
Open the transaction from the Ref # link.
Review the source record.
Delete, archive, or edit the transaction from its source page if that action is available for the transaction type and your permissions.
After changes are made, return to the job budget to confirm the Actual costs to date or Drawn to date totals updated as expected.
If you have any questions or want to share feedback, feel free to reach out at [email protected].