To see how a Project is doing, it is important to be able to compare what was budgeted/ quoted with the actual usage. To be able to do this, the Actuals have to be attached to their corresponding lines in the Active Budget.
Actuals created and attached using the Scheduling Mode
Bookings created by drag & drop through the Scheduling Mode, get automatically attached to the corresponding Budget line.
Once Bookings are added using the Scheduling Mode, the new Bookings get automatically attached to the corresponding Budget Detail. Use the Arrow icon to the left of the corresponding Budget Detail to expand or collapse the Actuals details.
If the Booking Global Status is not set to Confirmed, the Actuals will not be attached to the Budget lines. Only once they are Confirmed, they will appear in the Actuals pane at the bottom of the Budget window waiting to be attached to the corresponding Budget Detail.
Therefore IF you use a default PRELIMINARY Global Status, you can include "Preliminary" Bookings to the "Budget Actuals" view so they are auto attached when using the Scheduling Mode!
Booking Lines Attached To Budget Details
The orange and turquoise columns show the numbers for two different Time Report Modes:
- The To Date numbers (orange columns) are from the To Invoice / Used mode.
- The Forecast numbers (turquoise columns) are from the To Invoice / Used / Booked mode.
- The To Date holds the already used and time reported Actuals; and the Forecast shows a projection of where the Actuals will end up if all time reports are filled out as Booked.
In this example, no Time Reports are filled out yet, so the To Date numbers are still 0.
Actuals from all Sources (Bookings, Media Orders, Work Orders, Project Objects, Extras, Time Reported Extras)
Actuals created in the traditional mode are added to the Actuals pane, at the bottom of the Budget window.
Manually Drag and Drop Actuals to a Budget Detail
Select the Actuals manually (by clicking on them) and drag & drop onto the corresponding lines in the Budget:
Drag-and-drop Actuals onto Budget Details
The 'DigiBeta 6 min' Budget Detail now gets an arrow icon next to it, showing that it can be expanded. When clicking on this icon, the Actual is revealed with the To Date and Forecast columns now filled with the data from the Actual. It is now easy to see that 2 pieces of this material were budgeted, but only 1 has been used so far.
A Budget Detail with attached Actuals
As more time reports are filled in, the Actuals table gets more numbers in the To Date column.
Multi-Attach Actuals by selecting Accounts first
Another way of attaching Actuals is to type the appropriate account number in the Account (Entry) column, or choose an Account in the selector of the Account column:
To commit to attached to the selected accounts, press the Attach Actuals button.
farmerswife will then pair up the Actuals and Budget Details by looking inside each of the specified Accounts and trying to match the Actuals with the same Object or Object Class in that Account, using the same Activity.
For example, if the Actual (in the Booking) is 'Flame 1' with Activity 'Compositing SD - Hour' and goes into Account '302 Online' where there is a Budget Detail with Object Class 'VFX' and Activity 'Compositing SD - Hour' in that Account, then it is a good guess that the Object will be attached to that Object Class Budget Detail.
Auto Assignment Steps
After creating some more Auto Assignment Steps, more of the Actuals in the Budget window have an auto-populated Account number and can be attached to the budget/s in a bulk action.
(Select Active Budget, then press "Attach Actuals")
To configure Auto Assignment Steps click on the fourth icon at the top left of the Budget window, and select Edit Global Budget Settings.
Note that this can also be configured in the Server Setup > Financial Tab > Budget Settings.
There is a green plus icon under the label Auto Assignment Steps. Click on it to add a new one.
The Auto Assignment Step window contains the following combine options:
- Object Class: You can select one or more Object Class that will be affected by the rule.
- Activity Name: You can select one or more Activities that will be affected by the rule.
- Object Name: Click on Add Objects to add one or more Objects that will be affected by the rule; use the Remove Objects to remove selected ones.
- Binder and Sub Binder Name: You can select to which Binder and/or Sub Binder, the Booking containing the Object / Object Class should belong to, for the rule to apply.
- Next at the bottom of the window, select to which Account the items from the combination above are to be attached.
Here some example rules:
All Objects belonging to a specific Object Class are to be attached to a specific Account, regardless the Activity.
In this example, all Sound Studios belonging to this Object Class are always to be attached to Account '304 Sound'.
Auto Assign Step for all Sound Studios
Only certain Objects belonging to a specific Object Class are to be attached to a specific Account, depending on the Activity.
In these examples, two rules were needed: one for all Editors (Object Class) with Activity Offline to be attached to Account '301 Offline'; and another one for all Editors (Object Class) with Activity 'Online' to be attached to Account '301 Online'.
In this case, what decides the appropriate Account is the Activity that the Editor is booked with.
Auto Assign Step for Editors when doing Offline jobs
Some Objects are to be attached to a specific Account, regardless their Object Class or Activity, if any.
Here an example of a rule applying on many Objects, in this case a combination of Services and Media Orders that are to be attached to Account '306 Deliverables - Files'.
Auto Assign Step for all Services and Media Orders related to file deliverables
Some Object Classes are to be attached to a specific Account, if the Booking they belong to is part of a specific Binder.
In these examples, two rules were needed: one for all Producers included in Binder "Pre Production" to be attached to Account "101 Producer", in Category "1 Pre Production"; and another one for all Producers included in Binder "Production" to be attached to Account "201 Producer", in Category "2 Production".
In this case, what decides the appropriate Account is the Binder where the Producer is booked in.
Auto Assign Step for Producers when booked on Pre Production phase
Auto Assign Step for Producers when booked on Production phase
After creating some steps, the Budget Settings window looks like this:
Auto Assignment Steps in Budget Settings window
The order of the Auto Assignment Steps is important, which is why there is a green plus between every Auto Assignment Step. For example, consider the difference between these two examples:
0.) Assign To Account 401 (Administration) If Object Class Is Any Of: “Producer” And Activity Name Is Any Of: “Administration”.
1.) Assign To Account 201 (Producer) If Object Class Is Any Of: “Producer”.
In this example, the Producer is only attached to Account 401 (Administration) if she is doing Administration. In all other cases, she goes into 201 (Producer). However, if the order is reversed, the behavior is different:
0.) Assign To Account 201 (Producer) If Object Class Is Any Of: “Producer”.
1.) Assign To Account 401 (Administration) If Object Class Is Any Of: “Producer” And Activity Name Is Any Of: “Administration”.
In the second example, the Producer is always attached to Account 201 (Producer), even if doing Administration.
After creating some more Auto Assignment Steps, more of the Actuals in the Budget window have an auto-populated Account number and can be attached to the budget/ s.