Expenses Tab of the Plan Settings Dialog Box

Use the Expenses tab on the Plan Settings dialog box to specify the planning level, rates, and multipliers for planned expenses on your plans.

This dialog box automatically displays when you create a new iAccess plan or you convert a Vision plan to an iAccess plan.

You can establish the plan settings for expenses under the following conditions:

• The Expenses planning tab is enabled in Vision (Configuration > Planning > Plan Settings.). If you do not have the Vision Resource Planning module, the option is on the main Plan Settings form.
  Note: If you are using Vision Multicompany, the system checks the option's setting in Vision Plan Settings for your project's company.
• Your role has access to the Expenses planning tab on the iAccess tab of the Roles form in Vision (Configuration > Security > Roles).
• Your role has the Allow changes to rate/method tables option selected on the Planning tab of the Roles form in Vision (Configuration > Security > Roles) if you need to change reimbursable expenses rate calculations. If you do not have the Vision Resource Planning module, the Allow changes to rate/method tables option is on the iAccess tab of the Roles form.

Location

To display the Expenses tab of the Plan Settings dialog box, complete the following steps:

1. Select a project that has an iAccess plan.
2. Click Plan Settings in the upper-right corner of the workspace.

   The Plan Settings option does not display if the project does not have a plan, the plan is a Vision plan, or if you do not have appropriate access rights.

   When you click Plan Settings, iAccess automatically checks out the plan if you have appropriate access rights and no one else has the plan checked out.
3. Click the Expenses tab.

Contents

Field	Description
PLANNING LEVEL	Use this drop-down list to select the default WBS level that will be used to plan expenses for the project: Project: Select this option to plan expenses at the project level. Phase: Select this option to plan expenses at the phase level, if the project has phases. Otherwise, expenses are planned at the project level. Lowest Level: Select this option to plan expenses at the lowest level of the WBS. Note: You cannot change the planning level if the project has a baseline plan and planned expense amounts, or if your security access does not allow you to change the baseline. Changing the planning level has multiple implications if the existing plan includes resource rows that are planned under a level that is different than the new level: Any planned resource rows under a WBS level that does not match the new planning level are removed. If any of the planned resource rows to be removed are included in the baseline and you have access rights to change the baseline, the rows will be removed from the baseline. Note that removing rows from the baseline may impact the ETC. If your access rights don't allow you to change the baseline, you cannot change the planning level. Any planned resource rows already at the new planning level remain. Resource rows with JTD will be shown at the new planning level once the change is finished. If the plan is not balanced (where some phases have tasks and some do not) and you select Lowest Level, iAccess will remove the resource rows that are lower than the selected level. If you change the level to a lower one and the project has the lower level and there are resource rows under a higher level, all the resource rows are removed.
Reimb. Expense Billing Markup	Use these fields to define the settings for reimbursable expense planned amounts on Regular projects. Note: If the budget type is set to Cost, or the Use Billing Currency not Project Currency option is selected on the Accounting System Settings form in Vision (Configuration > Accounting > System Settings) and the project currency is not the same as the billing currency, RATE METHOD automatically defaults to None and RATE METHOD, RATE TABLE, Recalculate Planned Billing, and MULTIPLIER fields are display-only.
Recalculate Planned Billing	Select this option to apply the current settings and recalculate the planned bill amounts for reimbursable expenses. The recalculation occurs when you click Save.
RATE METHOD	Select one of the following rate methods: Multiplier Only: The planned billing amount is calculated as Planned Cost x Multiplier. From Account Rate Table: The planned billing amount is calculated using the rate for the expense account from the specified table. If no rate is found, Planned Cost x Multiplier is used. From Category Rate Table: The planned billing amount is calculated using the rate for the expense category from the specified table. If no rate is found, Planned Cost x Multiplier is used. None: The planned billing amount is set equal to the planned cost. The rate method is initially set to the default value that is defined in Vision (Configuration > Planning > Plan Settings). If RATE METHOD is set to None, only billing amounts are visible. If RATE METHOD is set to Multiplier Only, From Account Rate Table, or From Category Rate Table, a PLANNED COST or PLANNED BILLING column displays on the Expenses grid. Use this field to view the planned expense amounts at cost or billing.
RATE TABLE	This option is available if you specify From Account Rate Table or From Category Rate Table in RATE METHOD. Select the rate table that you want to use. This list contains either expense account tables or expense category tables, depending on the selected rate method. Only the tables you have access to display in the list, and they must also be marked as Available for planning in Vision Billing.
MULTIPLIER	Enter a multiplier to apply to all reimbursable expense entries when RATE METHOD is set to Multiplier Only. If RATE METHOD is set to From Account Rate Table or From Category Rate Table, the multiplier is applied to any account that is not found in the selected table.
Direct Expenses: MULTIPLIER	The multiplier is displayed for informational purposes only on Regular projects. The value is always 1.0000 and cannot be changed. The planned cost and planned bill amounts for direct expenses are always equal to one another.
Indirect Expenses: MULTIPLIER	The multiplier is displayed for informational purposes only on Overhead and Promotional projects. The value is always 1.0000 and cannot be changed.