Projects - Billing - Budget

See Also

 

Use the options on this screen to specify the budget for all project phases. To access this screen, select Budget from the Action drop-down list on the Projects > Billing screen.

 

 

Project Phases

You can view the project phases and sub-phases by expanding or collapsing the list. These options are available under the Action drop-down.

 

Calendar:

Click to open a calendar and display the Start Date and End Date fields. Use the calendar to select the dates on which the phase will begin and end. This allows you to know that a phase is budgeted at, say, $10,000 and the total time from start to finish is 4 months. In addition, related reports can show revenue forecasting based on the budgets and these dates. For example, if a phase was budgeted at $10,000 and the total time from start to finish is 4 months, the revenue forecast would be $2,500/month.

Hours/Rate:

Choose either option to set the allocated time by either hours or fee per hour. This allows you to budget the amount of hours budgeted for each phase or the anticipated average dollar per hour. Choosing the appropriate budget method will open the corresponding column to enter time budget numbers.

 

Hourly:

Use the hourly check box to designate a phase as being time and materials. All time and expense entries recorded in this phase will be billed as hourly charges, regardless if the project is for a fixed fee or not. Hourly fees are listed in a separate section on the invoice labeled as Hourly Services.

 

Cap:

Select this check box to designate a phase with a not to exceed amount (that is, a Phase Cap). This is the total maximum amount the client will be billed, on this phase, for the life of the project. Any additional time and expense entries logged into the corresponding phase or job code will be billed at an extended value of $0.00.

 

Set Budget By:

Project budgets can be established for each phase either by specifying a percentage of a total contract amount or by entering an actual amount allocated for each phase. Choosing the appropriate budget method will open the corresponding column to enter budget numbers.

Active:

Select this check box to designate which phases are active in your project. Phases that are inactive are not available for users to enter time and expense entries against.

 

Delete:

Click to delete a phase that is not part of a project's scope or contract.

Job Codes

You can view the job codes by expanding or collapsing the list. These options are available under the Action drop-down.

 

Bill Rate:

You can specify a bill rate for a particular job code which takes precedence over a team member's billing rate on any new time and expenses entered with this job code.

 

Basic Service:

Select this check box to have a job code charged against the contract fee. If the job code is to be billed in addition to or on top of the contract fee, then you leave the Basic Service box unchecked and that time or expense will be charged as an additional service (that is, time and material above the contract fee) on the next invoice.

Active

Select this check box to designate which job codes are active in a project. Inactive job codes are not available for users to choose when entering their time and expense entries.

 

Del:

Click to delete a job code that is not part of a project's scope or contract.

Action

 

Create Invoice:

Click to create a new invoice (draft) for the selected project. ArchiOffice remembers the invoice date range and last invoice date of every project. So you don’t have to continually enter the date each time you create an invoice or draft invoice. You can also overwrite the default invoice number and enter a custom invoice number when creating an individual invoice here.

 

Delete Draft:

Select this option to delete a draft copy of an invoice. You can view this option after creating a new draft invoice here.

 

Finalize Draft:

Select this option to finalize a draft invoice and post it. You can view this option after creating a new draft invoice here.

 

Save Phases:

Select this option to save or update the phase information.

 

Expand Phases:

Select to display all phases on the grid.

 

Collapse Phases:

Select to hide all phases on the grid.

 

Save Job Codes:

Select this option to save or update the job code information.

 

Expand Job Codes:

Select to display all job codes on the grid.

 

Collapse Job Codes:

Select to hide all job codes on the grid.

 

Help:

Opens the ArchiOffice Help in the Projects section.

 

Button Panel

Search :

Use this search field to quickly locate projects. The field's predictive search instantly display results as you type in this field

 

Active Only:

Mark this check box to search only active projects.

 

Previous:

Click to display the previous project record.

 

Next:

Click to display the next project record.

 

Help:

Opens the ArchiOffice Help in the Projects section.

 

Action

 

New:

Select to create a new project.

 

Duplicate:

Select to duplicate an active project record.

 

Delete:

Select to delete a project. This is a secure privilege available only when specifically allowed in the Preferences screen.

 

My List:

Select to view projects assigned to you.

 

List

Select to view a list of all projects.

 

Find:

Use this option to locate projects matching specific criteria, with the resulting Found Set displayed in the List View.

 

Re-Find:

Select to return to the last Find criteria so you can modify the requests before executing the search.

 

See Also