March 22, 2020
Information on how to manage financial information.
This tutorial shows you how to enter and maintain financial information. Before financial information can be entered, you need to configure your organisation’s financials. See Tuning the Finances for how to do this.
This tutorial covers the following topics:
- Resource costs
- How to manage non resource costs manually
- How to import non resource costs from your financial system
Resource costs are calculated automatically from hourly rates, planned time added to tasks or initiatives and approved time from timesheets. Planned time is used to calculate budget resource costs and approved timesheet data is used to calculate actual resource costs.
Resource hourly rates
Resource hourly rates are entered when someone is added to the application. There are two types of rates:
1. Cost per hour: The cost of the resource to the organisation. Your organisation decides what cost to add. It could be a standard rate applied to all resources or resources of a certain type. Or your organisation could work out an hourly rate based on their salary. Note that the application’s security settings will control who is able to see someone’s hourly rate.
2. Billable per hour: The rate charged for the resource’s time to an external third party. This is likely only to be added to resources whose time is charged out in this way. Again your organisation could decide to add standard rate or one specific to the individual. Note that the application’s security settings will control who is able to see someone’s billable rate.
If your organisation allows this, then Project Managers are able to modify these costs in relation to the Project someone is working on.
Resource costs can be edited from an individual’s resource view, provided the person doing this has the required security settings. We recommend you use the New button rather than the Edit button to do this as this method will track changes that have been made to these costs more clearly. Use the Edit button to correct mistakes such as the wrong amount being entered.
Planned time information is sourced from time allocations to tasks or initiatives. See below for examples of where this information is sourced from.
Actual time information is sourced from approved timesheet data. See below for example views of this information.
Manage non resource costs manually
You can add non resource costs manually, if your organisation doesn’t import costs from your financial management system.
Add non resource costs
See the screenshots below for how to add account lines to an initiative.
Edit non resource costs
See the screenshots below for how to edit account lines.