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.
Bookings created by drag & drop through the Scheduling Mode, get automatically attached to the corresponding Budget line.
Bookings created in the traditional mode, as well as Media Orders, Work Orders, Project Objects and Time Reported Extras, end up in the Actuals pane at the bottom of the Budget window.
Actuals created using the Scheduling Mode
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 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.
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.
Manually attach Actuals
Actuals created in the traditional mode are added to the Actuals pane, at the bottom of the Budget window.
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:
Attaching Actuals by typing Account Number
To commit to the selected accounts, scroll to the bottom of the Actuals list and 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
Auto Assignment Steps are rules to define which Actuals are to connect to which Account.
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.
Forward Budget Details to Actuals
When there is no need to schedule a Budget Line because e.g. it is an outsourced service, you can use the Forward Budget Details To Actuals option. Click on the Budget Line to highlight it in yellow, next right-click on it and from the Budget Details menu select Forward Budget Details To Actuals. This will create a Project Object under your Actuals Project View, with the same price (buy and sell) and quantity, and at the same time will get attached to the Budget Line.
Forward Budget Details To Actuals
Project Object under Actuals View
When using this option on a Budget Detail that already has one or more Actuals attached to it, there is a warning dialog 'An Actual Is Already Attached To This Budget Detail. Are You Sure?'. This is to avoid creating duplicate Actuals by mistake. But you can still click Confirm to get the Actual created again.
If you need to reverse this process and delete that Actual, you can click on the Actual line to highlight it in yellow, next right-click on it and from the Actuals menu select Delete Actuals.
Note that this is different from 'Detach Actuals' which only detaches the Actual from the Budget Line but does not delete the Actual.
"Attach Actuals To Active Budget" when creating a Booking.
This works based on the "Auto-Assignment Steps". If there is no Auto-Assignment Step set for the Object, it will not be attached and will be added to the Actuals pane at the bottom of the Budget window.
Only Actuals can be attached to a Budget Detail: an Actual being what you have configured in the "Budget Actuals View" in fw Server > Setup > Projects > Project Views > Actuals.
To start using this new setting go to: fw Client > Toolbox > Settings > Booking Defaults > "Attach Actuals To Active Budget".
It is a per-user setting and only available for users with "Can Edit Budget" enabled in their "Permission Profile".
These are the three possible values to select from:
- "No": This is the default value, the feature is not active for this user.
- "Yes": As an Object is booked on a Project, it will get automatically attached to the corresponding Budget Detail on the Active Budget, according to the Auto-Assignment Step. If there are multiple Active Budgets, a pop-up window will allow selecting one. This window only has an "OK" button - there is no "Cancel" button because at this point the Booking has already been created.
- "Ask": This has the same behaviour as the previous option, but the window will always pop-up displaying "Don't Allocate" as default option and below display all Active Budgets.
This functionality works when creating a Booking:
- In the Hourline and in the Long Form (in any of the usual ways: drag and drop on the Hourline, any Long Form tree or from Toolbox > Objects or Object Classes);
- By dragging one or multiple Objects to an existing Booking, in the Hourline and in the Long Form;
- By booking an Object Class and selecting to allocate a Member;
- By adding an Object through the Involved pane in the Edit Booking window.
NOTE: This functionality is NOT active when working in "Scheduling Mode".
It is also not applying to "Pre-Defined Services" that are applied to a booking when choosing a Booking Name. (but coming soon!)