Overview
- View & filter options
- Manage columns and add new columns
- Save and share views
- Access historical data
- Export function
- Explanation of key columns in cost controlling
The cost controlling is the heart of Alasco. All entered data flows together here in one table, which you can use for your customized reporting. This table provides an overview of a single project, several grouped projects, or even your entire account (multi-project controlling).
You can access cost controlling by clicking on the “Costs” menu item and then selecting “Cost controlling” — either on the multi-project level or within a specific project. This will open the Cost controlling table.
View & filter
On the multi-project level, the table is organized by projects or their properties. You can also display one of your previously created project groups. To do so, click “View & filter” above the table and select the desired project group under filters.
On the project level, you can display costs based on contract units and cost elements. Additionally, you can view costs based on a predefined cost allocation. To do this, click “View & filter” and, in the menu on the right side of the screen, select “Other groupings” under “View by”.
In the pop-up window that appears, select the cost allocation you want to display, and choose whether cost elements, contract units, and/or contracts should be shown underneath.
The Filter function allows you to define which cost groups or contract units are displayed in your current view. Simply check or uncheck the relevant boxes in the right-hand menu — the table will update instantly. The total row always adapts dynamically to your selection.
This allows you to analyze a specific cost group or focus on selected contract units in your table view.
In the “View & filter” menu, you can also switch between net and gross values or use the “Show zero value lines” option to toggle rows that contain only 0.00 in all columns.
Manage and Add Columns
You can fully customize your cost controlling table. Under “Manage columns”, you can enable or disable specific columns and reorder them via drag and drop. Use the search bar above the column list to find the column you need more quickly.
With the “Add column” button, you can create your own columns by combining or calculating existing columns or project data. If certain information is missing from your cost controlling, you can easily generate it yourself.
For more details on this feature, see our Help Center article on creating custom KPIs in cost controlling.
Basic Functions
Saving and Sharing Views
In the cost controlling table, you can save any number of different views and share them with your colleagues. To do this, click the downward arrow next to the name of your current view below the title Cost controlling.
Here, you can switch between created views or save the current one as a "+ New View".
Note:
Saved views apply per user. When you save a view, it will appear in all projects you are involved in. Other users cannot see your saved views and must create their own.
You can also use the three dots next to each view to share, duplicate, rename, or delete existing ones.
Tip:
As an admin, you can share your created views with other users to ensure all project participants always see the same figures.
To do this, select the view you want to share and click the three dots next to the view name. Using the "Share" option, you can decide whether the view should be visible only to you or to all users in the account.
Warning:
If you make changes (e.g., to columns or filters) in a shared view and then save them, these changes will apply to all users. This may cause the view to become unavailable for others. Therefore, make sure not to save changes within a shared view.
Accessing Historical Data States
Using the calendar below the Cost controlling heading, you can filter data by time and view historical data states. Click on the calendar and select the desired date.
You will then see all columns and data as of that date, along with a Historical data banner and the selected date shown in the calendar.
Export Function
Once you have saved a view, you can export it as a CSV, Excel, or PDF file. To do so, click the "Export" button on the right-hand side of the table header.
Note:
Please note that only the data visible in Alasco will be exported. This means that only rows that are expanded before export will be included.
Tip:
When you create a cost controlling export, it is processed asynchronously. This means you can start an export and continue working elsewhere in Alasco. When you return to cost controlling later, your export will be ready for download.
Using this feature, the last 50 Excel or PDF exports are stored, and you can re-download them anytime.
Key Columns in cost controlling
1. Initial budget
The initial budget defined for planned awards. The budget is created by cost group (e.g., according to DIN 276) and then allocated fully or partially to awarding units. This enables consistent cost controlling by cost elements and contract unit.
2. Current budget
The current budget represents the budget after all changes, including increases, reductions, and shifts. Budget shifts can be made at the contract unit level.
While budget increases and reductions have a direct impact on the total project budget, shifts between contract units do not affect the overall total. You can find an overview of all budget shifts under the "Contract units" menu by selecting the second tab "Budget changes".
3. Variance (Current vs. Initial budget)
The variance shows the difference between the initial and current budget. Variance may result from increases, reductions, or shifts of the current budget within the contract units.
4. Contracts in draft
This column displays the amounts of all contracts that are still in draft or already in tendering. These contracts have the status "Draft" in Alasco.
5. Main contracts
Displays the amounts of all contracts that have already been fully awarded. These contracts have the status "Ordered", "Partial completed", or "Completed" in Alasco.
6. Acknowledged change orders
The total of acknowledged change orders within a contract.
7. Open change orders (unweighted)
The total of all change orders within a contract that are still under review.
8. Open change orders (real-case)
The total of pending change orders within a contract, taking into account the specified probability of occurrence.
9. Contract volume
The total of all main contracts including acknowledged change orders.
10. Planned and realised receivables
The total of all receivables within a contract. A distinction is made between planned and already realised receivables. Receivables can be created at any time within a contract and, depending on your forecast settings, can influence your real-case and worst-case forecasts.
11. Reserves
The total of all reserves created within a contract. These are displayed in cost controlling but do not affect the contract volume. When creating or approving a change order, you can decide whether it should be deducted from existing reserves.
12. Open risks
The total of all risks recorded within a contract. These are displayed in cost controlling but do not affect the contract volume or existing reserves. If a risk occurs, it must be resolved and a corresponding change order created.
13. Project and Contract forecast (real-case)
The real-case forecast at project and contract level represents the most probable cost development at the time of project planning. The project forecast can be displayed at the contract unit level, while the more detailed contract forecast is calculated and displayed directly at the contract level.
As long as a contract unit has not yet been assigned any contracts and has the status "Budgeted", the current budget is included in the forecast calculation (project forecast).
Once contracts exist within a contract unit and the unit status is "Fully awarded" or "Completed", the forecast equals the target costs. By default, these consist of the total of contracts in draft, main contracts, acknowledged change orders, and reserves, minus planned and realised receivables. These settings for real-case forecasts can be adjusted by admins under Master data → Forecast settings.
Note:
Once the actual costs (approved payments plus retentions) exceed the target costs, the actual costs will be used in the cost forecast. This also applies when a contract is (partial) completed.
14. Budget deviation – Project and Contract forecast (real-case)
The difference between the current budget of a contract unit and its calculated real-case forecast. The deviation can be displayed in two columns: one showing absolute values and another showing percentages.
15. Project and Contract forecast (worst-case)
The worst-case forecast at project and contract level represents the most unfavorable potential cost development scenario.
The current budget of each contract unit is generally used for forecast calculations. The worst-case forecast is calculated similarly to the real-case forecast but includes, by default, the total of open change orders (based on probability of occurrence) and risks, while planned receivables are not subtracted. Admins can adjust these settings under Master data → Forecast settings.
If a contract unit has already been completed, the actual costs (approved payments plus retentions) are used in the forecast instead.
16. Budget deviation – Project and Contract forecast (worst-case)
The difference between the current budget of a contract unit and its calculated worst-case forecast. The deviation can be displayed in both absolute and percentage values.
17. Progress reported
The degree of work performed in relation to the ordered contract volume (in percent and absolute).
18. Contractual and Additional retentions
The total of all retentions resulting from invoice approval. A distinction is made between contractual retentions (e.g., general or warranty) and additional manually added retentions during invoice approval.
19. Approved amounts
The total of all approved payments within a contract.
20. Approved amounts (%)
The degree of approved amounts in relation to the ordered contract volume (in percent).
21. Paid amounts
The total of all payments already made within a contract.
22. Paid amounts (%)
The degree of payments made in relation to the ordered contract volume (in percent).
23. Realised cash discounts (approved)
The total of realised cash discount amounts within a contract.