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Configure 'Actuals' and 'Budgeted' views

To be able to correctly report and compare Budgeted vs. Actuals vs. Invoiced, it is important to set up and define different Project View Filters.

Typically, the 'To Invoice / Invoiced' view is already set up to show the Actuals (Bookings, Work Orders, Media Orders, Extras), but when you need to invoice what you Budgeted, this view must be modified to contain the Budget Details from the Active Budget instead.

For this reason, it is recommended that you have separate Project Views: one for 'To Invoice / Invoiced', one for 'Actuals', one for 'Current Quotes' and one for 'Active Budgets'.

These views are defined in the Projects tab of Server Setup:

Budget Actuals View

The view names used in this manual are the ones typically set up in the demo database and the ones typically set up by your farmerswife Project Manager when helping configure your system. You can give each of these views the name you prefer. What is important is that they are set up correctly.

  • Final / Invoice view: Depending on your workflow, this view will display Budget Details (from Active Budgets), or else Actuals (Bookings, Work Orders, Media Orders, Project Materials / Services / Expenses / Objects, and Price Operators ).
  • Current Quote / Budget view: This view is intended to display the latest version of the Quote / Budget presented to your client, in case you save versions to track history. See more details in chapter Quote Versioning & Current Quote.
  • Approved Quote / Budget: This view will display the Active Quote / Budget, that is the one that your client approved. See more details in chapter Active Budget.
  • Actuals: This view will display Bookings, Project Work Orders, Media Orders, Project Materials, Project Services, Project Expenses, Project Objects and Price Operators.

Finally, select the corresponding view name under Quote View and Budget Actuals View, as displayed in a red square in the picture above. These settings are used by the Financial Reports to define from which view financial data will be collected. See more details in the Financial Reports manual.

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