5/11/2019 Cost Category Budgets screen (Project Creation function)

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Cost Category Budgets screen (Project Creation function)

The Cost Category Budgets screen is displayed when creating a new project and the required details are entered in the
main screen of the Create Project/Quotation function.

This screen can also be accessed from the Project Maintenance function. For more information, see Cost Category
Budgets screen (Project Maintenance function).

The format of this screen depends on the setting of the Budget Detail Format major function flag (located in the Project
Procedures (SYS M055) function). This help assumes that this major function flag is set to Amount, Hours, Margin and
Periods.
Purchase orders can be set to a status of Approval Required. If attempting to approve a purchase order that is linked to a
project/cost category that is over budget, a warning message is displayed indicating the reason the order cannot be
approved.

Field Description

Category The cost category code to which the budget figure relates.

Press F2 to open the Project Work Type – JA code table and select from the available list.

When one or more profit categories are entered for budgeting, the system will post sales and costs
profit to the first entered profit category, assuming the intention is to override the default SS and
CS categories (if defined in the Project Profit Rules – JG code table. Should the profit categories of
SS and CS must be budgeted and split between sales and cost profit between SS and CS is still
required, both must be entered as cost categories for the project.

While you can enter an income category, budget figures are notational only and will not be used in
calculating a contract value. Contract value can be created in one of three ways:

budgeted costs plus markup, or

budgeted costs plus budget value entered against a profit category, or

if budget is zero, you will be asked to enter the contract value.

Description (Display only) The description of the cost category entered in the Category field.

Type (Display only) The type of the cost category entered in the Category field.

Budget Amount The total budget cost for this cost category.

If this is left as zero, Pronto Xi assumes you are using the Category Details functionality. The
categories can be set up with no values, that is, solely to store transaction amounts during the life
of the project. Categories which hold profit takeup amounts are an example of this.

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5/11/2019 Cost Category Budgets screen (Project Creation function)

Field Description

Hrs Budget The total budget hours for this cost category.

The hours against the project are informational and can be used when forecasting quantity hours
against the project. They can also be used for analysis of budgeted hours against actual hours from
timesheets.

Qty Produced The quantity produced for the hours specified.

This is useful if managing production control.

Markup % The required percentage markup.

This is a percentage markup against the entered budget amount and is used when invoicing the
project using a time and materials method as well as to calculate the contract value for a contract
type project.

Markup The required markup in dollar value against the entered budget amount.

The default value is calculated from the entered percentage markup.

Both percentage and value are populated by entering an amount in either field. The last
field entered overrides any previous entries.

Total (Display only) The total value for the selected cost category.

This is automatically populated when the budget amount and the markup amounts have been
entered.

A er all budgets are entered for the cost categories, press Esc to exit data entry mode.
The Find, Entry, Correct and Remove modes are available on this screen. The following modes are also available:

When accessing details for contract type projects, these modes are available only as enquiries.

Mode Description

Budget Detail Maintain budget details for a cost category.

For more information, see Cost Category screen.

This mode is not available if budgets have been entered in the Cost Breakdown Structure
screen.

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5/11/2019 Cost Category Budgets screen (Project Creation function)

Mode Description

Markup This is available only to cost categories that have not already had a markup set.

Add a markup (percentage or dollar amount) to any cost category on the project budget that does
not have a markup value, or to the first available invoice cost category.

In the Add Markup to Cost Categories screen, if the Apply to Category field is left blank, the
additional dollar value not already applied to the contract which is nominated in the markup
amount will be apportioned across all cost categories which do not have a markup already applied.

Qty Maintain cost category quantities in the Cost Category Quantity Maintenance screen.

The screen shows, for each cost category, the budget hours, quantity and rate. These values are
also shown for variations and actuals.

The Find and Correct modes are available on this screen.

By Period Maintain the budget detail amounts by period or month.

The Find, Entry, Correct and Remove modes are available. To enter a record, enter the year
required. The default is the current financial year.

The period processing dates are used to find the required dates to display. The current year dates
are displayed even when no transactions are found for the selected cost category.

Specify whether the budget is for the entire year of for a period. If the budget is for an entire year,
the spread factor to use can also be entered. The full amount for the year defaults to the value
entered on the main screen, but can be modified. The value for each period is calculated according
to the selections. There is the ability to modify these if required.

If the budget is being entered by period, each month needs to be entered manually.

Hours By Period Enter budget hours by period / month.

In the Project Hours Budget By Month screen, enter the year and specify whether to enter hours for
the entire year (Y) or by period (P). When budgeting by year, enter the spread factor to use and the
full amount for the year. Then, enter the budget amounts per month/period in the lower area of the
screen.

Exchange Maintain foreign currency budget exchange rates for the current project.

In the Foreign Currency Setup screen, specify the invoice currency and the budget entry/display
currency. The entry is updated in the data grid in the lower section of the screen.

Click Variations to view any variations of the specified exchange rate on the project.

Description Enter an override description for the selected category in the current project.

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5/11/2019 Cost Category Budgets screen (Project Creation function)

Mode Description

Cost Breakdown Create a cost breakdown structure for the current project.

For more information, see Cost Breakdown Structure screen.

In this section

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