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Attribute PEX Costs to Projects

This process document outlines the complete workflow for attributing PEX credit card expenses to specific projects in Buildertrend. The process involves syncing PEX transactions to Xero, exporting and analyzing transaction data, and finally entering consolidated expense data into Buildertrend for proper project cost attribution.

Process Overview

PEX credit card transactions need to flow through several systems before they can be properly attributed to projects. This document outlines the end-to-end process that connects these systems together, with each procedure represented as a separate swimlane.

Process Visualization

View Swimlane Infographic

Prerequisites

Before beginning this process, ensure you have:

  • Active accounts with administrative access to PEX, Xero, and Buildertrend
  • Completed PEX transactions for the month that need attribution
  • Proper cost codes and project IDs assigned to all PEX transactions
  • Month-end accounting processes initiated

Process Steps

The complete process involves three main procedures that must be performed in sequence:

1. Sync PEX Transactions to Xero

First, synchronize all PEX transactions with your Xero accounting system to ensure financial data consistency across platforms.

Detailed Procedure

For step-by-step instructions on this procedure, refer to PEX - Sync to Xero.

Key outputs from this step: * PEX transactions properly recorded in Xero * Transaction data linked to appropriate accounting categories * Financial data synchronized between platforms

2. Export PEX Transaction Data

Next, export the PEX transaction records for the relevant period (typically the previous month) to analyze and prepare for project attribution.

Detailed Procedure

For step-by-step instructions on this procedure, refer to PEX - Transaction Export.

Key outputs from this step: * CSV file containing detailed PEX transaction data * Transaction records with dates, descriptions, amounts, and cost codes * Data ready for analysis and grouping

3. Reconcile and Attribute Expenses to Projects

Finally, reconcile the PEX expenses in Xero and enter the consolidated expenses into Buildertrend, attributing costs to the appropriate projects and cost codes.

Detailed Procedure

For step-by-step instructions on this procedure, refer to PEX - Reconciliation.

Key outputs from this step: * Verified and reconciled PEX expenses * Consolidated expense entries in Buildertrend * Project costs properly attributed to correct cost codes * Supporting documentation attached to Buildertrend entries

Data Transformation: From Individual Transactions to Project Costs

This process transforms granular transaction data into meaningful project expenses through several stages of data manipulation:

  • Multiple individual credit card transactions
  • Various vendors and purchase dates
  • Different amounts per transaction
  • Each assigned to a project and cost code
  • Transactions consolidated by cost code
  • Sum of all transactions per cost code calculated
  • Project attribution preserved
  • Transaction details still accessible
  • One line item per cost code
  • Total amount for each cost code
  • Linked to supporting documentation (Xero PDF)
  • Properly attributed to project financials

Example Transformation

Consider a scenario with 20 PEX transactions for Project A:

  • 8 transactions totaling $750 for Cost Code 01-100 (General Conditions)
  • 5 transactions totaling $1,200 for Cost Code 06-200 (Finish Carpentry)
  • 7 transactions totaling $450 for Cost Code 09-900 (Painting)

After this process, Project A in Buildertrend would have just 3 expense entries:

  • $750 attributed to Cost Code 01-100
  • $1,200 attributed to Cost Code 06-200
  • $450 attributed to Cost Code 09-900

Each entry would have the Xero expense report attached as documentation.

Critical Considerations

Duplicate Prevention

When entering expenses in Buildertrend, always select "unassigned" in the "pay to" dropdown to prevent duplicate entries in Xero. The expenses are already in Xero from the PEX sync, and they should not be synced back from Buildertrend.

Timing Dependency

This process should only be performed after month-end when all transactions for the period have been completed and approved in PEX. Processing mid-month will result in incomplete data attribution.

Verification Step

Always verify that the totals in your CSV analysis match the totals in the Xero expense reports before entering data into Buildertrend. This ensures financial accuracy across all systems.

Process Checklist

Track your progress through this process with the following checklist:

  • Verify all PEX transactions are approved for the month
  • Sync PEX transactions to Xero
  • Export PEX transaction data as CSV
  • Export project expense reports from Xero
  • Analyze and group transactions by project and cost code
  • Verify totals match between CSV analysis and Xero reports
  • Enter consolidated expenses into Buildertrend projects
  • Attach supporting documentation to Buildertrend entries
  • Verify all projects have received appropriate cost attribution

This process supports the following organizational functions: - Financial record-keeping and reconciliation - Project cost management and tracking - Financial reporting and analysis - Budget vs. actual expense monitoring - Client billing and cost recovery

graph TD
    A[Month End] --> B[Verify All Transactions Approved]
    B --> C[Sync PEX to Xero]
    C --> D[Export Transaction Data]
    D --> E[Export Xero Reports]
    E --> F[Group by Cost Code]
    F --> G[Verify Totals Match]
    G --> H[Enter in Buildertrend]
    H --> I[Attach Documentation]
    I --> J[Process Complete]