Opportunity Budgets Tab

This section includes the fields and descriptions for the Opportunity Budgets tab.

Opportunity Island

Field	Description
Opportunity	This field shows the description and number of the current opportunity.
Status	This field shows the status of the current opportunity. The value is taken from the corresponding field in the window Opportunities.
Phase	This field shows the current phase of the current opportunity. The value is taken from the corresponding field in the window Opportunities.
Probability %	In this field, you can specify the success probability percentage of the current opportunity. For further information about the probability percentage, see the description of the corresponding field in the window Opportunities.
Currency	In this field, you can select the currency in which the figures in the opportunity budget are to be displayed and entered. If you change the currency after entering budget figures, the figures will be converted automatically. Please note that amounts are rounded when converted into a new currency. This means that changing the currency and subsequently returning to the original currency may cause the amounts to differ slightly from the original ones.
Budget Created	This field shows whether a budget has been created for the current opportunity. It is only possible to enter information in the table part if a budget has been created. Budgets are created using the action “Create Budget.”
Sent to People Planner	If the People Planner integration add-on is enabled and the “Integration Status Note Type” system parameter is set, this field will show when the opportunity was last sent to People Planner.

Template Job Island

Field

Description

Job

In this field, you can select a template job. When you select a template job, you can preview the budget of the job in question to determine whether the budget of the template job matches the opportunity in question. Once you have selected a template job and pressed Return, you can view the different budgets of the template job using the field “Show Budget” in the island Budget Type. Maconomy suggests the budget type marked as the standard opportunity budget type (see “Job Budget Types” in the Set-up module). If no budget type is marked as standard opportunity budget type, the baseline budget of the template job is suggested. When you select the action “Create Budget,” the budgets of all budget types for the template job are copied to the new opportunity budget. However, until the action is selected, the window shows budgets as a preview only.

Contact Company Island

Field	Description
Contact Comp. No.	This field shows the number of the contact company to which the current opportunity pertains.
Name	This field shows the name of the contact company to which the current opportunity pertains. You can change the name here, causing it to be updated accordingly in the window Opportunities.
Customer No.	This field shows the number of the customer assigned to the contact company of the current opportunity.

Budgeting Island

Field

Description

Hours Per Man Day

In this field, you can specify how many hours are in a man day. In the table part, quantities for time activities can be specified either as a number of hours or a number of days. There are separate fields for specifying hours and days. When you specify a number of days, the corresponding number of hours is automatically calculated by multiplying the number of days by the value in this field. Similarly, when you specify a number of hours, the corresponding number of days is calculated by dividing the number of hours by the value in this field. The field is also used for calculating prices per day from hour based prices.

Limit Island

The functionality of the fields in this island corresponds to that of the fields in the island Limit in the window Job Budgets.

Budget, Base Island

The functionality of the fields in this island corresponds to that of the fields in the island Budget, Base in the window Job Budgets.

Field	Description
Hours	This field shows the amount of employee hours you estimate will be spent on the job. The “Time” field shows the total of the budgeted hours, which have been entered for time activities in the “Quantity” field in the table part. Since the budget figure for amount activities cannot be estimated in hours, there is no figure in the “Amount” and “Total” fields. The “Total per” field shows the unit given in the Unit Analysis island. The field “Limit” displays the total number of employee hours you expect to use on the job. You can have a value displayed in this field by entering the value in the field “Hours” in the island Limit. See the description of this island for further information. Only users for whom the field “Can Change Job Budget” in the window Actions in the Set-Up module is marked may change this field.
Cost	In these fields the budgeted cost of the job in the base currency of the job’s responsible company. The “Time,” “Amount” and “Total” fields show three totals of costs from the budget lines entered in the table part of the window. They are the cost totals of time activities, amount activities and a total for all budget lines. If the user does not have access to see cost for time, as specified in the window Actions in the Set-Up module, the cost shown next to “Time” and “Total” will be zero. The “Total per” field shows the quantity in the “Total” field immediately above it, divided by the quantity given in the Unit Analysis island. The field “Limit” displays the estimated or agreed billing price of the job. You can have a value displayed in this field by entering the value in the field “Hours” in the island Limit. See the description of this island for further information.
Billing Price	These fields show the budgeted cost of the job in the base currency of the job’s responsible company. The “Time,” “Amount” and “Total” fields show three totals of billing prices from the budget lines entered in the table part of the window. They are the billing price totals of time activities, amount activities and a total for all budget lines. The “Total as of” field shows the quantity in the “Total” field immediately above it, divided by the quantity given in the Unit Analysis island. The field “Limit” displays the estimated or agreed billing price of the job. You can have a value displayed in this field by entering the value in the field “Billing Price, Currency” in the island Limit. See the description of this island for further information. The budget Limit can either be compared to the total of budgeted costs in the “Total” field, or you can use it in a subsequent budget control calculation, in which you compare budget with actual figures. If you create a quote from a job budget, by choosing “Transfer to Quote” in the Action menu, or if you change quotes in the window Quote Editing, the billing price in this field will automatically be changed to the total of the quote lines. It is then not possible to change it here. When you create invoice selections in the window Invoice Selection, you can transfer the quote price from this field to the total amount of the invoice.
GM	These three fields show the job’s budgeted gross margin (GM) in the base currency. Gross margin is calculated by subtracting the cost in the “Cost” field from the billing price in the “Billing Price” field. Gross margin is calculated for the job’s time activities, amount activities and total. The “Time” field shows the budgeted gross margin total for all time activities. The “Amount” field shows the budgeted gross margin total for all amount activities. The “Total” field shows the budgeted gross margin for the whole job. If the user does not have access to see cost for time, as specified in the window Actions in the Set-Up module, the cost shown next to “Time” and “Total” will be zero. The “Total as of” field shows the quantity in the Total field immediately above it, divided by the quantity given in the Unit Analysis island.
GM %	These three fields show the job’s budgeted gross margin percent (GM %). Gross margin percent is calculated as the gross margin percentage of the billing price in the “Billing Price” field. Gross margin is shown in the “GM” field. Gross margin percent is calculated for the job’s time activities, amount activities and total. The “Time” field shows the average budgeted gross margin percentage for all time activities. The “Amount” field shows the average budgeted gross margin percentage for all amount activities. The “Total” field shows the average gross margin percent for the whole job budget. If the user does not have access to see cost for time, as specified in the window Actions in the Set-Up module, the cost shown next to “Time” and “Total” will be zero.
Time	This is the total of the budgeted hours, costs, billing prices and gross margin, which have been entered in the table part for time activities. It also shows the average gross margin percent for the budget’s time activities.
Amount	This is the total of the budgeted costs and billing prices entered for amount activities in the table part. It also shows the average gross margin for all amount activities. Since the budgeted amount for amount activities does not correspond to a number of hours, the “Time” field is empty.
Total	This is the total of all the budgeted costs and billing prices entered in the table part of the window. Since it is not possible to enter hour estimates for amount activities, the “Hours” field is empty. The total of budgeted hours is shown in the “Time” field.
Hereof Outlays	These fields show the budgeted costs for all amount activities, for which the cost type has been set to “Outlays.” This means that the field only shows the cost part of the relevant outlays, whereas the below field “Excluding Outlays” also includes the gross margin from the outlay. For more information about outlay activities, please see the description of the window Activities.
Excluding Outlays	These fields show the sum of the budgeted prices for all activities in the table part of this window, less the cost price for any amount activities for which the cost type has been set to “Outlays.” Furthermore, the resulting gross margin and GM % are shown excluding outlays.
Total Per	This shows the unit given in the Unit Analysis window, as well as the values in the “Total” row, divided by the quantity given in the Unit Analysis island. If, for example, the job is for two advertisements, three houses, or ten meters of cable, you can use this row to check cost and billing prices per unit.
Limit	In this field, you can enter a budget limit for the job. You can, for example, register how much money you expect to use on the job. You can also enter how many hours you expect to use, as well as estimated cost and billing price. Maconomy alerts you if you exceed one or more of the three budget limits, when you enter the detailed budget in the table part. You can use the budget limit to make a comparison with the total of the individual budget lines in the table part, and you can use it to make a manual budget control after you have the actual amount of hours used and the actual cost and billing prices of the job. In the Print Job Report window, you can print a job report, specifying the contents yourself. You can use the report to make a budget control, which compares the number of hours and the budgeted sales and costs at the activity level with actual figures. The budget limit is not printed in the report.

Budget, Currency Island

The fields in this island correspond to the fields in the island Budget, Base. The only difference is the fact that in this island, the amounts are shown in the currency selected for the opportunity.

Line Creation Island

The functionality of the field in this island corresponds to that of the field in the island Line Creation in the window Job Budgets.

Field	Description
Default Line Type	In this pop-up field, you can select a default value for the field “Line Type” in the table part of the window. Every time you create a line, the value selected here will be selected on the new line, and you may then change it to something else. Please see the description of the field “Line Type” in the table part for a description of the options in this field.

Unit Analysis Island

Field	Description
Quantity	If the job is for several similar units, for example, two advertisements, three houses, or ten meters of cable, the quantity of these units can be given here. You can then use the Budget island in this window and the Summary island in the Job Card window to see the “Total” values per unit.
Unit	If there is a value in the “Quantity” field, you can enter the unit here.

Company Island

Field	Description
Company	This field shows the name and number of the company to which the opportunity is assigned.
Base Currency	This field shows the currency used as base currency in the company shown in the field “Company No.” above.

User Island

See the chapter “Getting Started” for a description of the fields in the island User.

Budget Type Island

Field

Description

Show Budget

In this field, you choose the budget you wish to preview, if no budget has been created for the opportunity, or the budget you wish to work with if a budget has been created. Once you have selected a template job in the field “Template Job No.” and pressed Return, you can view the different budgets of the template job using this field. Maconomy suggests the budget type marked as standard opportunity budget type in the window Popup Fields. If no budget type is marked as standard opportunity budget type, the baseline budget of the template job is suggested.

Employee Category Prices Island

The functionality of the fields in this island corresponds to that of the fields in the island Employee Category Prices in the window Job Budgets.

Field	Description
Employee Category No.	In this field, you can select an employee category.
Employee Category Name	This field shows the name of the current employee category.
Billing Price, Hour	In this field, Maconomy shows the default billing price of the employee category when you select it manually in the field “Employee Category No.” above or by specifying it in a job budget line. However, you can enter a new billing price per hour for employees of the current employee category. When you enter a new price, any job budget lines and job specific price list lines on which the current employee category is selected will be updated to reflect the new price, unless the field “Line Specific Billing Price” is marked in the table part.
Billing Price, Day	The functionality of this field is similar to that of the field “Billing Price” above, but concerns the billing price per day. The relation between this amount and the amount per hour is defined in the field “Hours per Man Day.”
Cost Price, Hour	This field shows cost price for the selected employee category.
Cost Price, Day	This field shows cost price for the selected employee category per day. The relation between this amount and the amount per hour is defined in the field “Hours per Man Day.”
Price Control Budget Type	Only the baseline budget is used for controlling budget prices. This field shows the type of the baseline budget, as selected in the job parameter attribute “Baseline, Budget Type” of the type “Planning.”
Price Control from Budgets	Maconomy marks this field if the current job is set up to control prices from the budget, that is the job parameter attribute “Price Control from Budgets” of the type “Budgeting” is true for the current job.

Billing Price Deviations Island

The functionality of the fields in this island corresponds to that of the fields in the island Billing Price Deviations in the window Job Budgets.

Field	Description
Standard Billing Price, Base	This field shows the total budgeted standard billing prices in the company’s base currency.
Billing Price, Base	This field shows the total budgeted billing prices in the company’s base currency.
Budgeted Up/Down	This field shows the difference between the budgeted billing price and the standard billing price. The amount in this field is the write-up or write-down of the budgeted billing price compared to the standard billing price. For more information about standard billing price, please see “Appendix A: Price Calculation in the Job Cost Module.”

Copy Budget Island

The functionality of the fields in this island corresponds to that of the fields in the island Copy Budget in the window Job Budgets.

Field	Description
Copy from Job No.	In this field, you enter a job number if you wish to copy a job budget from another job than the job currently shown. See the description of the action “Copy Budget” for more information about budget copying.
Copy from Budget	In this field, you select the budget from which you wish to copy. If you have entered a job number in the field above, the budget will be copied from that job. If not, Maconomy copies the job budget shown in the window when you use the action “Copy Budget.”
Copy From Revision No.	In this field, you can select which revision of the job budget entered above you wish to copy. If the revision number is “0” or the field is blank, the latest revision of the budget will be copied.
Copy from Actuals (Job No.)	In this field, you can enter a job number. When you use the action “Copy Budget,” the latest approved revision of the working budget of the specified job will be copied. If there are no approved revisions of the working budget of the job, the latest non-approved revision of the working budget is copied instead.
Copy from Opportunity No.	In this field, you enter an Opportunity number if you wish to copy a job budget from another opportunity than the opportunity currently shown. It is not possible to enter an opportunity number if you have entered a job number.
Overwrite Duplicate Lines	If this field is selected, lines from the copied budget will replace existing lines with the same task and activity combination.