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Project dialog - Budget

When a project is assigned to a client, the project can be budgeted by staff by rate and work code. This section displays totals of hours and amounts budgeted for the project selected. These totals can be calculated from the Budget by Staff window below, or, if the Override button is selected, they can be entered directly in the Budget Hours and Amount boxes here. Two other amounts are displayed. Worked Amount is the total amount of time billed to the project, and % Completed is the difference between the amount worked and the budgeted amount to give a percentage of work completed.

Totals calculated from staff budgets

Budget totals (hours and amount) will be calculated automatically from the entries shown below.

Override calculated totals

Click this box to enter the budget hours and amount directly in this section of the project dialog or to use the totals entered similarly in the Sub project dialog.

Calculate Override From SubProj

When selected in conjunction with the "Override calculated totals", the Budget Totals (hours and amount) will be overridden with any entries made directly in the Budget Totals section of the Sub Project dialog.

Budget Hours

Budget hours for the client project engagement. Any value entered here overrides the template defaults for this client project.

Budget Amount

Budget amount for the client project engagement. Any value entered here overrides the template defaults for this client project.

Budget by Staff

This section will show entries made in the Budget by Staff area of each subproject attached to this project. In addition, entries may be made at the Project level by selecting staff and work codes and entering hours here.

Staff

Click the look-up button to select the name for the staff member. When displaying the staff list, type the first letters of the staff short name or number to scroll to the staff with this name.

Work Code

Click the look-up button to select the work code for the job.

Date

Type or select a date within the period that this job is to be carried out.

SubProj

If applicable, select the subproject to which the transaction is assigned. This entry will be reflected in the Budget by Staff area for the subproject chosen.

Note that the heading of this column may vary depending upon the wording chosen in the Company Profile.

Hours/Qty (of expenses)

Enter the amount of time, in hours, or the quantity of expenses for the job.

Rate

The rate for the work code appears automatically depending upon the work code selected.

Surcharge

For work codes that use surcharge rates, the surcharge amount is calculated automatically when the work code is entered.

Amount

When the time or expense is entered, the amount is calculated automatically from the work code and number of hours entered.

Reference

Enter a description or reference for the job. If it's more than 15 characters long, either:

Keep typing and the extended description dialog will automatically open to allow completion of the memo, OR
Click the $images\extdesc_shg.gif$ button to open the extended description dialog.

For entries with an extended reference the button displays as $images\extdesc1_shg.gif$ . The extended descriptions are independent from the short reference, so modifications to one are not reflected in the other. If used, extended descriptions appear on the Budget entries detail report.

SubProject

If you have activated the use of subprojects in the Company Profile, click this button to set up and assign subproject codes, descriptions and budgets for the active project.