Budget Tab

Setup required before use	Who can use it?	Where is it?
Budget settings Rates Rates Groups Budget Templates	Assistant project manager Project Manager Director Administrator System Administrator	Project > Budget tab Project > Project Plan > Sub Project > Budget tab Project > Sub Project > Budget tab

1. Select the Add budget button.
2. Each sub project will be displayed in the grid with all your charge out rates including Office Items etc.
3. Click into the Budget units field adjacent to the item you wish to create a budget for.

Click on the image above to view a larger version. Type the number of hours for each budget line and save the entry.

4. For supplier, sub contractors, and cash expenses enter a cost estimate.
5. For travel and office items enter a number of units.
6. Save.

Use Lump Sum budgets to quickly define an overall budget amount for each sub project, without having to define any rates or tasks.

Define the rate, task, and the staff member who will complete the task. Use Tasks in the project budget to outline how the overall Sub Project budget is allocated towards the many tasks involved to complete the work. If you have several staff members involved in a task, then create a budget entry for each staff member and list the number of hours they expect to take to complete the task.

Learn more about Sub Project Tasks setup.

If you have several staff members involved in a sub project or a task, then create a budget entry for each staff member. List the number of hours they expect to take to complete their Sub Project Tasks as part of your project budget.

Sub Project often have a list of tasks that need to be completed for a project that do not require to have time or money included for them in the budget. These items are commonly a checklist of items that must be completed for a Sub Project. The checklist items can be setup as custom task. The custom tasks can then be used as $0 value budget items. The checklist items are marked as completed for the sub project in the Work Breakdown tab.

Add $0 budget items to the budget by:

1. Open the Project > Sub Project > Tasks tab.
2. Add the checklist items as 'custom tasks'. Learn more about Sub Project Tasks.
3. Save the added custom tasks.

Click the image above to see custom and default tasks setup on a Sub Project.

4. Go to the Sub Project > Budget tab.
5. Click the 'Add Budget' button.
6. Add the $0 budget item row by:
   1. Select a rate for the person who should confirm this checklist item is completed.
   2. Select the custom task from the drop down list.
      Note: If the task is not in the list choose 'create new task' to add it now.
   3. (Optional) Select the staff member who is responsible for confirm this work is completed.
7. Repeat for each required checklist item.
8. Save.

Click the image above to view the $0 budget checklist items.

9. After the work has been done use the Work Breakdown tab to mark the work as 'complete. Learn more about using the work breakdown tab.

Click the image above to view completed budget items in the Work Breakdown tab.

Edit budget - 4.9.4 release or higher NEW 4.9.4

The project budget can be amended if the system setting for editing sub project budgets is enabled by your system administrator in Tools > System Settings > Sub projects. If this setting is Off then changes to the sub project budget lines is not supported.

User can update the project budget when a sub project is set to Proposal or Active status. The following changes are supported:

• Edit the rate and task. NEW 4.9.4
• Edit the staff member assigned to complete the task. (* Part of the Resource Management module). NEW 4.9.4
• Edit the units or value of the budget line.
• Delete budget lines.

Use the filter 'Proposal and Active' on the Project Budget tab, to see all the budget lines that can be edited at once. Updates to the budget can be completed when the 'show actuals' view is enabled. NEW 4.9.4

Changes to the sub project on the budget line are not supported. If this change is required please delete the existing row, and enter a new budget row for the right sub project.

Edit budget - 4.9.3 release or prior

The project budget can be edited when the project status is set to proposal, and new budget items can be added when the status is Active.

If the system setting for editing sub project budgets is enabled by your system administrator in Tools > System Settings > Sub projects, then the users make the following changes to the project budget when the sub project status is set to 'active ':

• Edit the units or value of the budget line.
• Delete budget lines.

Changes to the rate, task, or staff* (* Resource Management module feature) are not allowed on any existing lines. If this is required then delete the line and re-enter a new budget line. Changes to the sub project on the budget line are not supported.

By default the budget values are shown using the Rates setup within Practice > Rates List. If you need to discount / mark-up the default rates for a project you can do this using the Project > Rates tab by adding specific rates to the project. This is also possible on the Sub Project > Rates tab, if you only need to discount / mark-up one section of the project work on the invoice.

Update your project budget values to use the specific rates. This will ensure that you project budget reflects the true values that you plan to invoice out each section of the project.

Update the project budget by:

1. Open the Project > Budget tab.
2. The entered budget is shown using the default rate values (setup in Practice > Rates).
3. The Associate Director rate needs to be discounted to $130 from the default value of $150. This discount needs to be applied to all the Sub Projects.

Click the image above to see the Associate Director rate in the budget.

4. Go to the Project > Rates tab.
5. Locate the 'Associate Director' rate in the list and check the 'Specific' rates box.
6. Type the new discounted rate value of $130.
7. Save.

Click the image above to see the specific project rate.

8. Go to the Project > Budget tab.
9. To apply the 'specific rate' to the budget click the 'Refresh Budget ' button in the toolbar.
10. The budget values have all been updated to apply any project or sub project level specific rates. This ensures that your budget is a match for the values you plan to invoice at for the project.

Click the image above to view the updated project budget.

1. Open the Budget or Sub Project Budget Tab.
2. Select the Budget Templates button.
3. Check the box for each of the budget templates that you want to add.
4. Enter the # units required. This defaults to 1.
5. Save.

1. Select Create sheet.
2. Use MS Excel® to nominate the hours for each sub project and staff rate. Enter the units (for inspections, office or travel items) or the cost value (for cash and supplier and sub contract rates).
3. Save the MS Excel® sheet.
4. Select Import sheet. Locate the file saved above. 
5. The budgeted hours and cost estimates will be added to the budget.

1. Open the Sub Project.
2. Select the Budget tab.
3. Select Copy Existing.
4. Select the Project and then the Sub project.
5. Choose whether to include budget Notes.
6. Save.

1. Turn off the Show Actuals by clicking the 'Hide Actuals' button.
2. The Budget hour units or Markup rate / unit value can now be changed.
3. Select 'Add Budget'.
4. The budget already added will appear at the top of the list.
5. Type the budget against the rows shown as greyed out, or enter it into the field next to the .

1. Highlight one of the budget items within the Budget tab.
2. Click the delete button within the Budget tab .
3. The budget list will refresh to show the item has been deleted.

The grey section on the budget tab will display hours and units. The Budget units column is used to add or edit the budget item when hours and items have been added - as these have preset cost and charge figures. Staff Cash, Supplier and Sub contractor rates require a cost value to be entered - with the applicable markup being applied.  

The far right hand side will list actual hours and units allocated to each sub project and item.

1. Within the general tab of the sub project, toward the right hand side of the screen, click the drop down at Practice Staff Rate.
2. Make a selection.
3. Save.

1. Within the sub project, select the Action Menu > Update fee from budget.
2. The sub project fee will be updated to the budget value.
3. Save and close.