Budget on orders/projects
On sales orders and projects, you can create a budget by cost type. With the Extended Invoicing app, you can also create a budget per task.
Budget on sales orders
The budget on a sales order is an overall financial plan for all tasks on the order. On the sales order, you create your budget lines under the Budget tab. For each line, you select a cost type, from which an expected contribution ratio is suggested. If you click the three dots after the last column and select Create standard, a budget line is created automatically for each cost type you have set up in your accounts.
You can change the budget at any time by clicking the edit icon.
Add a description to the budget line, if relevant.
Enter the expected number of hours, if relevant.
Enter the budgeted cost. The estimated sales price is calculated from CR %.
You can adjust the estimated sales price. A new CR % is then calculated, and finally the entered sales price is recalculated.
In some cases, you may notice that the sales price you have entered is automatically adjusted by small amounts when the system recalculates it. This happens especially if there is a large difference between the cost price and the sales price on the budget line.
You can edit or delete budget lines as needed and add extra budget lines as you wish. To delete a budget line, you can use the shortcut Ctrl+minus key. You can read more about shortcuts here:
On the Statistics tab on the order, the statistics also include budget figures and compare them with the actual values from the tasks that have been invoiced.
Remember to reload the page (press F5 on the keyboard) if you have changed your budget figures, so the statistics are updated.
Budget per task
With the Extended Invoicing app, you can create a budget for each task on the order instead of one overall budget for the whole order.
You choose the budget model in the Budget model field on the Invoicing tab on the order. There are two options:
Order: One overall budget for the whole order, as described above.
Task: A budget for each task.
When you select Task, the Budget tab shows a row for each task on the order, which shows the total of the task's budget lines. Click the arrow next to a task to expand it. Under the task, you create budget lines with Create new line, in the same way as for an overall budget. If you want to create the standard lines for a task, click the three dots next to the task and select Create standard. Total at the bottom is the sum of all the tasks.
In the order statistics, the budget is shown under each task, and the difference between actual and budget is shown for each cost type. If costs or hours are higher than the budget, the figure is shown in red text.
Budget on projects
⚠️ Note: To use budgets on projects, you need access to one of the following apps: EG Pro+, EG Pro or EG Pro Light. You can find them in the Xena App Store.
Budget figures for projects are entered in the same way as for orders. When you want to use a budget on a project, you must decide which budget model to use on the Details tab of the project. You can choose between two models: Project-based and Summed order budget. Remember that the selected model is used in the statistics and the reports.
Project-based: Enter the budget directly on the project on the Budget tab. Budget figures on associated orders are ignored in this case.
Summed order budget: Enter the budget on the associated orders. Budget figures on the project itself are ignored in this case.
On the Statistics tab for the project, budget figures are shown according to the selected budget model. A comparison between actual and budgeted values is also shown. In this case, the actual values are from the associated orders that have been invoiced.
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