Budget Matrix with Capacity
Use the Budget Matrix with Capacity, to manually create Budget Entries or change an existing Budget, with a view of Resource Capacity.
The Budget is used to plan the Resources that are allocated to a Project. The Budget can be either general with few entries or it can contain more entries that are divided into activity levels. The budgeted amounts can then be compared with the actual usage as recorded in the Project Journal. By monitoring differences between Actual Usage and Budgeted Usage, you can control an ongoing Project and improve the quality of future Projects by reducing the risk of underestimating costs.
Navigate to the Budget Matrix with Capacity page from the Role Center > Projects > Projects > Budget > Budget Matrix with Capacity.
complete the following fields in the Budget Matrix with Capacity page.
Basic Filters
Use the filters in the Basic Filters section to narrow down the displayed Resources based on the selected filter(s).
| Field Name | Description |
|---|---|
| Budget Version Filter |
Specifies the Budget Version. Select a Budget Version from the list to display or add or modify Budget items to that specific Budget. |
| Budget Version Filter | Specifies the Budget Version. Select a Budget Version from the list to display or add or modify Budget items to that specific Budget. |
| Type | Specifies the Type for the Budget. Options: |
| - Resource | |
| - Resource Group | |
| - Expense (total cost) | |
| - Expense (qty) | |
| - Item | |
| - Resource Sub Group |
Note
Select a Type from the list to display or add or modify Budget items to that specific Type (see Number field below).
| Number |
Specifies the Type Number from the drop-down list. For example, if Resource is selected as Type, the Number field displays a list of Resource Numbers from which to select. The list changes depending on what value is selected in the Type field. |
| Resource Group No. | Specifies the Resource Group Number from the drop-down list. |
| Resource Sub Group No. | Specifies the Resource Sub Group Number from the drop-down list. |
| View by | Specifies to view the Budget by day, week, month, quarter, year, or accounting period. |
| View by Capacity | Specifies to view the Capacity by day, week, month, quarter, year, or accounting period. |
| Show Column Name | Specifies, if yes/true, Budget dates will show as Names instead of Dates. |
| Show Extra Filters | Specifies, if yes/true, the Extra Filters tab is displayed. |
| Ignore Filters (only for view) | Specifies, if yes/true, the filters in the Budget Matrix will be ignored. All possible values will be shown. |
| Start Date | Specifies the Start Date for the Budget. |
Capacity Filters
Use the filters in the Capacity Filters section to narrow down the displayed Resources based on the selected filter(s).
| Field Name | Description |
|---|---|
| Start Date |
Specifies the Start Date for Capacity. |
| End Date | Specifies the End Date for Capacity. |
| Resource Number | Specifies the Number for the Resource from the drop-down list. |
| Resource Group No. | Specifies the Resource Group Number from the drop-down list. |
| Resource Sub Group No. | Specifies the Resource Sub Group No. from the drop-down list. |
| Capacity Show | Specifies to show Capacity. Options: |
| - Remaining | |
| - Budget | |
| - Capacity | |
| - Usage |
Budget Lines
| Field Name | Description |
|---|---|
| Project Task No. |
Specifies the Project Task Number for the Budget line. |
| Description: | Specifies identifying information about the text that defaults from the Project Task Description. |
| Original Budget | Specifies an amount to enter for the Original Budget. |
| ETC Budget | Specifies an amount to enter for the **ETC (Estimate to Complete) Budget. |
| EAC Budget | Specifies an amount to enter for the EAC (Estimate at Completion) Budget. |
| Date Columns | The headings in the Date columns change, depending on the value specified in the View By field in the header. If the View By value is Day, the column headers display a daily value (i.e., 10/6/2022, 10/7/2022). If the View By value is Month, the column headers display monthly values (i.e., Oct 2024, Nov 2024, etc.). This allows the Budgets to be entered in these columns for the required date value. |
Print Tab
| Field Name | Description |
|---|---|
| Resource planning capacity/budget |
Select to print a report that compares Resource Capacity vs Budget. Report prints Resource No., Resource Name, Capacity, Budget, and Remaining. |
| Resource planning budget/booked | Select to print a report by Resource, of the budgeted versus actuals. The report prints Resource No., Resource Name, Period Start, Period Type, Hours, Resource Booked, and Remaining. |
To add Budget Amounts
- To add a Budget amount, select a Budget from the Budget Version Filter.
- Select the Type to which to add a Budget.
- Select the specific Number for which to add a Budget.
- Select any other filters and select a Start Date for the Budget.
- In the Budget Lines, select a Project Task No. line and enter a Budget amount in the Date columns to the right.
Note
If the associated Project requires approvals for Budget changes, any changes will need to be approved before the Budget amounts are available for processing.
For more information on Budgets, see:
B&R1 - Setting up Budget & Reservations features
B&R2 - Budget & Reservations - Project Card Setup
B&R3 - Setting up Budget & Reservations with Project Wizard
B&R4 - Budgets & Reservations - Creating Job Planning Lines
B&R5 - Budgets & Reservations - Updating Job Planning Lines
B&R6 - Budget & Reservations - Using Job Planning Lines with Purchasing
B&R7 - Budgets & Reservations - Purchase Receipt Posting - Received Not Invoiced
B&R8 - Budgets & Reservations - Purchase Receipt Posting - Usage Cost Option
BR9 - Budgets & Reservations - Purchase Receipt Posting - Inventory Reserved to Project Option
B&R10 - Budget & Reservations - Purchase Receipt Posting - How to Update Costs on Unposted Receipts