You can enter planned amounts for expenses in specific calendar periods (days, weeks, or months) on the Expenses tab of the Plan form in the Projects hub.
Calendar periods are available on the Expenses tab of the Plan form if you own the Resource Planning module and have
Enable Expense Planning and
Allow Expense Planning in Calendar Periods set to
Yes for the project's company in
. Once set, you can control which project plans its expenses in calendar periods.
If your role has access rights to enable expense planning in calendar periods on a plan-by-plan basis, you can select the
Plan in Calendar Periods checkbox on the Expenses tab of the Plan Settings dialog box in
to plan reimbursable, direct, and indirect expenses in calendar periods for the project.
If you do not plan in calendar periods and want to enter planned expense amounts for the project in summary columns only, see the
Enter Summary Planned Amounts for Expenses help topic.
To enter planned expense amounts in calendar periods:
-
In the Navigation pane, select
.
-
On the Plan form, select the project for which you want to enter planned expense amounts.
-
On the Actions bar, click
Check Out.
-
Click the Expenses tab.
-
Expand the work breakdown structure (WBS) to display the WBS element or the individual expense type assignment for which you want to enter planned amounts.
If the expense type assignment row does not yet exist, hover over the WBS element to which you want to add the assignment, click
+ next to the WBS element name, and enter the assignment information.
-
In the upper-right corner of the Expenses tab, click
.
-
On the Sub-Row Selection dialog box, select
Planned Cost and/or
Planned Billing to enter planned expense amounts in the calendar section of the grid.
The ability to edit
Planned Cost and/or
Planned Billing depends on the plan's budget type, if it has markups, and if the planned currency is different at cost and billing. Therefore, if these options often vary from plan to plan, you may choose to select both
Planned Cost and
Planned Billing to save time.
You can also choose to display actual and baseline cost and billing amounts in the calendar section of the grid. Note that you may be able to select any of the sub-rows or may have only a subset of them available to you, depending on your system administrator's selections in
. You must select at least one sub-row.
The editability of the fields and the amounts that display in the calendar grid depend on the combination of the following settings:
- Whether the currencies shown in the plan differ between cost and billing. If the project's billing currency is different than the project currency, the currencies that appear in the plan at cost and billing are determined by the setting of the
Use Billing (Not Project) Currency for Reporting option in
.
- Whether the plan's budget type is
Cost,
Billing, or
Cost and Billing. This is specified by the
Budget Type selection on the General tab of the Plan Settings dialog box in
.
- Whether a billing markup is selected. This is specified by the
Expenses Rate Method selection on the Expenses tab of the Plan Settings dialog box in
.
-
Click the WBS element or assignment row and enter amounts in any calendar period within the plan start and end dates:
- Only the
Planned Cost field is editable if your budget type is cost, if it is cost and billing and both types use the same currency, or if your budget type is billing and you have a billing markup.
- Only the
Planned Billing field is editable if your budget type is billing and you do not have a billing markup.
- Both the
Planned Cost and
Planned Billing fields are editable if your budget type is cost and billing and the currencies are different between cost and billing in the plan.
If the field you select includes some days that are on or before the Job-to-Date (JTD) through date and some that are after, a drop-down dialog box displays both
Past and
ETC fields where you can enter or change the amounts. The field then displays the updated sum of the past and ETC amounts.
If you are entering amounts at the WBS structure level:
- For a parent level or summary level, if no amount already exists, the entry spreads proportionally into the assignment dates and working days within those dates down to lower and detail levels. If an amount already exists, the entry spreads proportionally based on existing amounts down to lower and detail levels.
- For a child level, the amounts you enter sum up to the amounts at the summary level and the higher WBS levels.
- If the calendar period contains only non-working days, the field is disabled.
If you are entering amounts at an assignment level:
- You can enter planned expense amounts at the assignment level within the remaining plan dates at the project level.
- If the calendar period contains only non-working days, the field is enabled and a pop-up message indicates that the values will spread evenly across the non-working days.
-
To continue completing fields in the calendar section of the grid, you can either click the field or press the TAB key to move to the next editable field to the right in the same row or below the current row.
You can use the
Scale option to display the calendar period columns by
Days & Months,
Weeks, or
Months. If you later change the scale (for example, from
Weeks to
Months),
Vantagepoint adjusts the amounts for the new scale.
As you make entries in the calendar periods, some amounts in the columns and sub-rows may not be updated immediately and instead be marked with a strikethrough. This is the case when you update amounts for a plan that has a billing markup using an account rate or category rate table. When you update the cost amount,
Vantagepoint displays the out-of-date billing amounts with a strikethrough to indicate that they are no longer current. When you move off the current row, all grid cells with out-of-date values are automatically recalculated, and the strikethrough is removed.
> Sub-Row Selection.