1. Grant Users access to the Budgeting Module
Only Advanced Users with the appropriate User Permission get access to the Budget module:
- Can See Budgets
Task Users can have the Can See Budgets permission enabled. They are then allowed to see which Details and Quantities are in the Budgets, but not which Rates or Totals they have.
- Can Edit Budgets
A Task/Booking/Rates User needs to have the Can Edit Budgets enabled in order to do any change in the Budget, including the use of the Scheduling Mode or attaching Actuals.
These permissions control whether a User can edit Budgets or only view them.
Combined with Project Permissions, you can control that a User can only edit Budgets on those Projects where they have Project Permission.
2. Build and import your Budget structure
In order to use the Budgeting you need a global Budget Structure that all Budgets will follow. Think through your budget structure and prepare a CSV file for import.
Commonly you might have already a fixed structure for your quotations. This can serve as first idea for your budget structure.
3. Prepare your Objects to be used with the Budgeting
When starting with the Budget module it's useful to revise the object structure to see if you have all the services/resources/activities/rooms in the Object Manager. Please consult with support / your PM for the best approach depending on your needs.
Map your objects to Budget Accounts.
New in 6.8: Added Object Class support on Budget Details.
Until now, all Objects in a Budget implicitly used their Primary Class. There was no way to select a different Object Class and use rates or Activities from that Class.
Now Budget Details have full support for Object Classes, which means that:
- When you add a new Budget Detail, the previous "Choose Activity Or Cancel For None" dialog is now replaced by an "Object Class And Activity" dialog. Note that pressing Cancel in this will actually abort adding the Budget Detail instead of continuing without any Activity.
- You can select a Budget Detail, right-click and select "Change Object Class / Activity..." which will bring up the same "Object Class And Activity" dialog.
- When using Scheduling Mode, it will try to book the Object using the selected Object Class instead of just the Primary Class.
4. Import/Prepare your Budget Print outs
After you've build a quotation you can print it with your CI. To print budgets the Financial Report Designer is used.
You can download some Budget Template exampled here.
5. Setup for attaching your Actuals
To be able to compare what was budgeted/ quoted with the actual usage, the Actuals have to be attached to their corresponding lines in the Active Budget(s).