Costs/Income

Under this tab you can in a list get a financial overview of the project. The costs and income records in the project are divided into Budget, Planned, Result, Expected result, and Forecast. The rows are sorted with income records at the top of the list. At the bottom of the tab you see totals for each column and you can also see CM, CR %, result, and result in %, for each column.

Drilldown

If there is underlying details for a cost or income record you can expand the row using the drilldown button and view the record in detail. For each such detail record it is possible to see planned cost, planned income, result cost, result income, expected cost, expected income, remaining cost, and remaining income.

Linking

Cost can come from the accounting, customer orders, manufacturing orders, purchase orders, direct reporting items, or from different activities in the project. Income can come from customer orders, vouchers, or from direct reporting items. You can access customer orders, vouchers, manufacturing orders, and direct reporting items, by using the button Go to procedure which you find on the underlying rows. For vouchers you can by using the button Show invoice also see the invoice documents.

With the records loaded for the C/I type you have selected, you can link your way to the procedure Project follow-up (periodical result). The purpose of this is to see additional details about the records, for example which dates they are booked/registered on. Read more in the topic Report and follow-up on income, costs, and time.

It is possible to configure the financial overview by selecting which columns to show in the list and you can also change the order of the columns. For example, if the company never registers a budget, then you can drag that column away and then save the layout. Read more about this in the topic Move and hide columns.

Compile costs/income from multiple projects

For a main project it is possible to compile costs/income from the sub-projects. By default, only records from the main project are loaded, but by using the button Select project it is possible to select additional records.

Values in this column are loaded from the Budget/Forecast tab.

Planned reflects what has been ordered on the project. Income and costs in this column are loaded from customer orders, manufacturing orders, purchase orders, and activities. Costs can alternatively be loaded from a budget. This is dependent of the setting Planned is loaded from for the cost in the procedure Basic data – Project.

Planned income is loaded from customer order rows which have a sales account posted on the project. In order for an account to be possible to post on project, the dimension Project must be set to Yes in the chart of accounts.

Planned cost is loaded from customer order rows which have a cost account posted on the project. The loaded cost is according to the system setting Price alternative for cost of goods sold, that is, the cost of goods sold (COGS) which is planned to be booked.

Yet another planned cost which can be loaded by direct reading is material cost from customer order rows. This is applicable if COGS is not recorded on project and customer order rows have parts which are taken from stock. This can for example be spare parts and such which should be carried as an expense on the project, but that they have not been posted on the project at the time of the purchase or they have a manufacturing order which is linked to the project. This material cost is the part's standard price × ordered quantity on the customer order row. In order for direct reading of material costs from customer order to take place, the project type must have the setting Load material cost from customer order activated. Also, the part cannot have the setting Purchase on project activated.

Please note! If you activate direct reading of material cost from customer order, and at the same time post COGS on project, then the planned cost might become doubled.

Planned cost is loaded from manufacturing orders for materials, subcontract, and work, regardless of the project type's settings regarding these costs for manufacturing order. The cost for material on manufacturing order will in this case be according to the selected price alternative for material cost on the project type. This according to the same principle as you can configure price alternatives for material cost in the Post-calculation procedure. If purchased parts and stock driven manufactured parts have the setting Purchase on project or Manufacturing on project activated, then no reading of material cost from manufacturing order will be made for these parts.

Planned cost is loaded from purchase order rows posted on the project in question where the account is directed to the cost type in question. It also depends on the selected cost type for the dimension applied for project on the cost account in the chart of accounts. The loaded cost is row amount (in the company currency) × ordered quantity.

Planned cost is loaded form activities if there are planned hours for project activities and the activity in its turn is linked to a cost type. Furthermore, the should be an hourly cost registered for the cost type in order for the planned cost to be calculated.

Result refers to what has been booked/reported on the project. Income and costs in this column are loaded from the accounting, direct reporting items, manufacturing orders, and customer orders. Loading of result supports period data loading, that is, not only a total balance but also a balance within a certain time interval, for example in Project follow-up and other procedures.

Result is loaded from the accounting both for costs and income. The costs are totals of the value of bookkeeping transactions for the accounts which on the project row has been set to apply in the Dimensions box in the Chart of accounts procedure. The cost type selected for the account in the column C/I type is loaded.

A check is made of the current year's chart of accounts settings. Costs are calculated according to debit and credit on the voucher rows. When using period reading it is the voucher date which determines the loading of data.

Loading of income is done in the same way as for costs, but where C/I type on the account is set to Income. Income is created by taking credit – debit on the transactions.

Results for direct reported costs and income are loaded from the log/table where they are saved. Each log record has saved information regarding if the record concerns cost or income, and also which C/I type it concerns. When using period reading it is the date of the log record which determine the loading of data.

Results for manufacturing orders are loaded from reported cost for material, subcontract, and work. This is done dependent of how the project type is configured under the Costs button in the Basic data – Project procedure.

If the setting Purchase on project is activated for purchased parts, no cost will be read for those parts. The same applies for the corresponding setting for stock driven manufactured parts.

Costs are also loaded from customer orders. This takes place via a direct reading of costs on the order rows. This is applicable if COGS is not recorded on project and when parts on the customer order have been taken from stock. This can for example be spare parts which should be carried as an expense on the project, but have not been posted on the project at the time of the purchase or they have a manufacturing order linked to the project.

In order for this type of reading to take place, the part cannot have the setting Purchase on project activated. The project type must also be configured to load the material cost from customer orders under the Costs button in the Basic data – Project procedure.

Primarily, the reading is done of the saved standard price of the order row. If this has not been entered/saved, the standard price will be loaded from the part register. The value is based on the invoiced quantity.

The expected result is a type of automatically calculated forecast which is a mix between planned/ordered and result. This is used to be able to draw conclusions about which way the project is heading. This conclusion is based on the result you have had so far in combination with what is left in the order backlog. When the project is just recently started, the expected result shows the same amount as what is planned/ordered. When you start getting results for the project the expected result shows: result + remaining part of the order backlogs. For customer orders with invoicing plans the system also takes the remaining actions in the invoicing plan into consideration when calculating expected result.

The Planned column loads the ordered quantity on the customer order rows with accounts linked to the project cost type Income. Result is loaded from the accounting with accounts linked to the project cost type and direct reporting items. Expected result loads result and adds the value of remaining quantity on the customer order rows + delivered quantity on invoice rows where the invoice status is less than 8, that is, the value of the order list + invoice bases + accounting.

Expected result for material cost on manufacturing order loads result for material on manufacturing order + remaining material on the manufacturing order. This reading takes place regardless if the setting Load material cost has been configured for the project type or not.

If the setting is not activated the expected result for material on manufacturing order will only show the value of what is left to report on the manufacturing order. If the setting is activated, then what has been reported on the manufacturing order + the remaining material, will be shown. The definition of remaining material is the value of the material left to report on a manufacturing order, that is, the planned cost for the remaining quantity on the material row.

If the setting Purchase on project is activated on the purchased part, no reading of the cost for that part will be made.

The same applies for stock driven manufactured parts if the corresponding setting (Manufacturing on project) is activated, the material cost will not be read.

Expected result for subcontract cost on manufacturing order loads result for subcontract on manufacturing order + remaining subcontract on the manufacturing order. This reading takes place regardless if the setting Load subcontract cost has been activated or not.

The value of the subcontracts is what is left to report on a manufacturing order is the planned cost for the remaining quantity on the operation.

Expected result for work cost on manufacturing order loads result for work on manufacturing order + remaining work on the manufacturing order. This reading takes place regardless if the setting Load work cost has been activated or not.

The definition of remaining work is the planned cost for the remaining quantity of the operation. There will be a difference dependent of the quantity being less than or greater than zero.

If no quantity is reported: remaining time = planned time – reported time.

If a quantity is reported: remaining time = planned time for the remaining quantity.

Expected result for material on customer order loads result from material on customer order + the value of the remaining quantity on customer order/invoice basis which has not been approved.

For this type of reading the part cannot be configured with Purchase on project. Furthermore, the project type must be marked to read material cost from customer order.

If reading takes place it is primarily the saved standard price from the order row. If this has not been entered/saved, the standard price from the part register will be loaded instead.

The other cost types have own settings in the Basic data – Project procedure. In the column Expected result is loaded from you can configure what to be loaded to expected result for these cost types. Please note! This only applies for records concerning costs and not income. Result + remaining means that the remaining refers to remaining value on purchase order and cost for remaining time on activities.

Values in this column are loaded from the Budget/Forecast tab.