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Budgets - Project budget and cash flow

Author: Easy Admin Displayed: 5611
Created: 22 Dec 2017 Updated: 22 May 2020
Version: 35

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Jak používat Rozpočty - Rozpočet projektu a cash flow

Video tutorial#2
What is Budgets - Project Budget and Cash flow
How to get the plugin
What is Budgets on the global level
How to use portfolio overview
How to use cash flow
How to change currency globally and on a project
What is Budgets on the project level
How to change planned income/expense into a real one
How to configure Budgets settings
How to use rate hierarchy
How to use rates by role
How to use rates by activity
How to use rates by user
How to configure other settings on a project
Corner situations
Items in project budget and overviews

 

Co jsou Rozpočty - Rozpočet projektu a cash flow

Rozpočet Projektu a Cash flow (obecně Rozpočtové moduly) jsou součástí modulu pro řízení financí, který poskytuje přehled o toku financí u vašich projektů. Plugin si můžete upravit podle vlastních potřeb. Jeho účelem je rychlý přehled o financích v projektu, na globální i lokální úrovni. Usnadňuje zvýšení ziskovosti projektů

Tento plugin umožňuje lepší kontrolu a řízení rozpočtu každého projektu. Máte celkový plán rozpočtu, který se skládá z příjmů (výnosy), osobních nákladů a dalších nákladů. Díky tomu můžete naplánovat zisk. Tento plán je pak průběžně aktualizován podle reality. Osobní náklady jsou počítány na základě odhadovaného a odpracovaného času, násobeno hodinovou sazbou. Tak můžete snadno odhadnout konečný zisk. Průběžně můžete sledovat i jednotlivé rozpočty podprojektů, ze kterých se počítají souhrnně rozpočty nadřazených projektů. Získáváte tak globální přehled o výkonu a stavu všech vašich projektů.   

 

Jak získat plugin

Pokud už máte aplikaci Easy Project aktivovanou, stačí si zakoupit plugin ve vaší Klientské zóně. Pokud Easy Project teprve plánujete koupit, můžete si zahrnout aktivaci Finančního modulu přímo v objednávce. Ceník je dostupný na našich stránkách. Po zakoupení Finančního modulu se ujistěte, že je modul aktivován - jděte do Menu Další > Administrace > Moduly > Finanční řízení. 

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Co jsou Rozpočty na globální úrovni

Abyste viděli plugin na globální úrovni, postupujte podle obrázku - Menu Další > Rozpočty.

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Klikněte na Rozpočty, tím se vám zobrazí následující stránka, kde jsou dostupné tyto možnosti:

  • Nástěnka - pomocí možnosti "Přizpůsobit stránku" si můžete přidávat nebo odebírat moduly podle svých potřeb a preferencí. Na následujícím obrázku je vidět modul "Celkový výsledek" se souhrnem všech finančních reportů
  • Přehled portfolia - seznam projektů s aktivovaným modulem Rozpočet. Kliknutím na konkrétní projekt se zobrazí detaily rozpočtu daného projektu. Můžete si přidávat různé sloupce pro zobrazení, jako například celkové náklady, či jiné požadované detaily.
  • Cash flow - kompletní finanční reporty ve vybraném období (den, týden, měsíc, čtvrtletí, rok)
  • Další - nabídne další možnosti přehledů, jako například přehled plánovaných výdajů, skutečných výdajů, plánovaných příjmů, skutečných příjmů, cestovní náklady, cestovní výdaje, vyplacené náhrady a podobně. 

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Jak využívat přehled portfolia

Přehled portfolia zobrazuje přehled celého portfolia vašich projektů, shrnutí všech projektů, kde je aktivován rozpočtový modul a které splňují kritéria zadaných filtrů. Kromě filtrů si můžete nastavit i vlastní formát a sloupce k zobrazení - pomocí volby Nastavení. Vyberte si z obsáhlého seznamu různých sloupců k zobrazení, jako třeba výdaje, příjmy, cestovní výdaje, zisk a další detaily. Prohlédněte si tento návod, abyste se lépe naučili, jak pracovat se sloupci a fitry. Kliknutím na název sloupce seřadíte seznam sestupně či vzestupně. Seznamy lze exportovat pomocí nabídky Exporty v pravém dolním rohu (CSV, XLSX, PDF, Tisk).

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Kvůli optimalizaci výkonu celého systému jsou všechna data v Přehledu portfolia automaticky aktualizována pouze jednou denně. Toto výchozí nastavení nelze změnit, ale uživatelé si mohou vynutit aktualizaci manuálním spuštěním služby cron "Přepočet přehledu peněz nad projekty" v sekci "Přehled naplánovaných úloh" (dostupné přes Administraci, vizte obrázek níže).

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How to use cash flow

The statement of cash flows is part of the financial statements issued by a business and describes the cash flows into and out of the organization. Its particular focus is on the types of activities that create and use cash, which are operations, investments, and financing. Though the statement of cash flows is generally considered less critical than the income statement and balance sheet, it can be used to discern trends in business performance that are not readily apparent in the rest of the financial statements. It is especially useful when there is a divergence between the amount of profit reported and the amount of net cash flow generated by operations. You can set various filtering and formatting options, the period of time (days, weeks, months, quarters and years) as well as export cash flow table into XLSX.

People and groups interested in cash flow statements include:

  • Accounting personnel, who need to know whether the organization will be able to cover payroll and other immediate expenses
  • Potential lenders or creditors, who want a clear picture of a company's ability to repay
  • Potential investors, who need to judge whether the company is financially sound
  • Potential employees or contractors, who need to know whether the company will be able to afford compensation
  • Shareholders of the business

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How to change currency globally and on a project

The default global currency for Budgets plugin can be changed in More: Administration: Currency: List of currencies: set one as default. Please note that the project currency settings prevail over the global default settings. The list of all available currencies to select from can be modified in More: Administration: Currency.

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The project currency settings can be changed in Project: Settings: Information: Currency.

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Moreover, Budgets plugin (incomes, expenses, personal costs, profit...) is now integrated with Currency. This makes working with currencies even simpler as you can select the required one using an easy drop-down list directly in Budgets, without the need to change the Currency settings on the global or project levels. In addition to that, Budgets plugin has also been integrated with WBS in Cost Breakdown Structure.

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What is Budgets on the project level

To open Budgets on the project level, you need to have Budgets plugin activated on a particular project. You can do it in project's Settings > Modules as illustrated below.

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Immediately after saving the settings, new Budgets tab appears in project's top menu. Click on it and you are on project budget page as illustrated below. You see there are two main entities on the screen - plan and reality - so you can easily compare real incomes, expenses and profits with the planned ones at a glance. As for expenses, you can differentiate wage expenses, expenses, travel costs and travel expenses - reimbursements. Clicking on a specific value will straightly redirect you to the relevant overview, such as planned incomes/expenses and real incomes/expenses.

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It's equally easy to create new income or expense, using the respective green buttons on the right side. Below you find how it looks like when you create New income, resp. New expense. As you can see, all to have to do it to fill in the basic descriptions and numbers such as:

  • Name of the income/expense (optional)
  • Date of the transaction
  • Amount without VAT
  • VAT (in percent, just if any)
  • Total amount
  • Repeating option (daily, weekly, monthly, quarterly, half-yearly, yearly or advanced - custom settings)
  • Description

This is how New real income form looks like.

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This is how New real expense form looks like.

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How to change planned income/expense into a real one

To make planned income/expense a real one, open overview of planned incomes/expenses on a particular project, click on the particular item (income, expense) with the right mouse button and select "Move to real" or "Copy to real" as illustrated below. In the same menu, you can also change project for this particular item.

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How to configure Budgets settings

As for the settings, you can define internal and external hourly rates. The internal rate is used for calculation of personal costs. The external rate is consequently used in the budget sheet to show you how much to invoice your customers. Hourly rates can be set according to a role, activity or individual user. Afterward, you set their priority (hierarchy).

Budgets settings are available both on the project level and the global level. To enter Budgets settings on the project level, click on the "Budgets settings" button in project's budgets or go to project's settings and click on Budgets settings tab. To enter Budgets settings on the global level, go to More > Administration > Budgets. Here you will be able to set different rates and the rates hierarchy. Global settings will be applied to all newly created projects. To apply global settings on the existing projects, find the respective button at the end of the page.

 

How to use rate hierarchy

Rate hierarchy determines which rate will be chosen if the above one has zero value. By drag and drop, you can set which rate is superior to other rates. You can set those rates per individual projects or for all projects by clicking on the "Use rate priorities in all projects" button below. Once you edit all the rates, click on the "Recalculate wage expenses on all projects" button and all the expenses will be recalculated instantly.

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How to use rates by role

Here you can set which role has what hourly rate. The rates can be divided into internal and external as explained previously. You can apply these rates to all projects by clicking on the "Use rate in all projects" button below. Rates may contain any positive number including 0 (zero). If a rate field is empty on a particular project, then the global rate is used instead (i.e. the one entered in global Budgets settings).

What is the difference between zero and the empty rate

  • Zero rate - When you want to purposely multiply spent time by zero. For example, a free service towards your customers.
  • Empty - The same behavior as before, this item is considered as not evaluated and the next evaluated item based on rate hierarchy is used.

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How to use rates by activity

Here you can set what activity has what rate. Again, you can differentiate internal and external rates.

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How to use rates by user

Here you can directly set rates by users. Again, you can separate internal and external rates.

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How to configure other settings on a project

  • Amount is entered as - only total amount / amount without VAT and total amount
  • If showing only total amount, VAT is - enter percentage value of VAT
  • For personal costs use - only one rate / internal and external rate
  • Round values on list - enabled/disabled
  • Count incomes and expenses using - total amount / amount without VAT
  • Count real personal costs using - internal rates / external rates
  • Incomes will act as - detailed list / total income. Warning: When "total income" is set, all income items will be permanently deleted.
  • Expenses will act as - detailed list / total expenses. Warning: When "total expenses" is set, all expense items will be permanently deleted.
  • Planned personal costs are determined by - select one formula from the list
  • Count amounts from subprojects to total project budget - enabled/disabled
  • Use travel costs - enabled/disabled
  • Use travel expenses - reimbursements - enabled/disabled
  • Travel cost - Price per unit
  • Travel expense - Price per day
  • Distance unit - km by default
  • Enable planned budgets - enabled/disabled
  • Use budgets on milestones - enabled/disabled. This option shows budgets on a project's Roadmap page below each particular milestone, thus allowing you to create incomes and expenses linked directly to that milestone. Fur this purpose, "Budgets" module must be enabled in the particular project's Settings → Modules.
  • Use budget on tasks - enabled/disabled
  • Use budget on CRM cases - enabled/disabled
  • Mapping fields for moving -  Enables mapping planned/real revenue/expense to any other entity so that if one value is entered by a user, the same value is filled in automatically within the mapped entity

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Corner situations

To use properly the following option which can be set in More: Administration: Budgets: Other settings (or per project under its Budgets tab), you must have access permissions to the subprojects to see the data from them, otherwise, they will not be included in the total sums per project tree and you will see incorrect data. Therefore, different users might see different results.

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Project price calculations and quotations, Items in project budget and overviews, Currency, CBS - Cost Breakdown Structure
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