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Budget

The Budget tab of the workspace defines the financial rules inherited by every project: currency, cut-off date, budget versions, information displayed in budget tables and default resource rates.

Settings → Workspace → Budget

It is made of three sub-tabs: General, Presentation and Resource rates.

Saving

Unless stated otherwise, changes are only kept once the workspace has been saved.

General tab​

Currency​

Choose the workspace currency (EUR, USD, GBP, XOF…). It applies to every budget valuation: envelopes, costs, revenues and margins.

The field lists all currencies with a filter by code or by label.

Budget cut-off date​

The budget cut-off date (month/year) marks the end of the last closed month. It does not block data entry: it drives the reading of budget tables, where cells are highlighted according to their position relative to that cut-off.

RowOn or before the cut-off dateAfter the cut-off date
Plannednormal displayflagged in orange (planned over a closed period)
Actualgreyed out (closed period)normal display
Forecastgreyed outflagged in orange

Moving this date forward at each month end makes it possible to tell consolidated past from still-forecast future at a glance.

Budget versions​

Budget versions let you keep several states of the same budget: baseline validated in a steering committee, approved version, work-in-progress version, archives.

The Add a budget version button creates a new version for every project of the workspace. Each row of the table holds:

  • Name — label displayed in budget views
  • Description — free-form detail
  • Status — In progress, Baseline, Approved or Archive
Save before adding a version

A budget version can only be created on an already saved workspace. On a workspace that has not been saved yet, the application displays an error asking you to save it first.

Cloning a version​

The Clone to button offers two modes:

  • New — creates a new version from the source version, without further confirmation.
  • An existing version — overwrites the target version with the content of the source version. Because this operation is destructive, a confirmation dialog asks for your e-mail address and the exact name of the source version. The clone only runs if both values match.

Deleting a version​

Deleting an already saved version follows the same safeguard: your e-mail address and the exact name of the version to delete. A version that has been added but not yet saved is simply removed from the table.

Detailed budget line statuses​

These statuses make up the list of values offered on the detailed budget lines of projects (and on tasks and tickets attached to a budget). They are free-form: committed, ordered, invoiced, to be validated… depending on your procurement process.

Each status is made of:

  • a key — stable technical identifier, stored on budget lines
  • a value — displayed label, editable in each language of the workspace

The language selector above the table sets which language the label is edited in. Switch languages to complete every translation; the key itself stays the same.

Do not change a key already in use

Budget lines reference a status through its key. Renaming an existing key loses the status on every line using it — change the label instead.

Presentation tab​

This tab controls which budget information is visible in the budget views of projects, portfolios and the synthesis. It aligns the tool with your budget maturity: steering on costs alone does not require revenue or margin columns.

Three families are available:

FamilyContent
Costexpenses (internal charges, purchases, subcontracting…)
Revenueamounts invoiced to the client
MarginRevenue − Cost gap, computed from the two above

For each family, four kinds of amount can be enabled independently:

  • Budget — initial approved envelope
  • Forecast — latest estimate at completion
  • Planned — amounts derived from planning (allocations, valuation of workload)
  • Actual — amounts effectively recorded

The checkbox in front of the family name acts as a master switch: ticking it enables all four kinds, unticking it disables them all. Conversely, enabling a single kind automatically re-enables the family.

Locked options

Some kinds may be mandatory depending on your workspace configuration: their checkbox is then greyed out and cannot be unticked.

Resource rates tab​

This tab defines the default daily rates of every resource of the workspace. They value allocations and workload in budgets automatically when no rate is set on the budget envelope — a rate entered at budget level always takes precedence.

Two rates are managed per resource:

  • Billable cost rate — cost of the resource, feeding cost lines
  • Billable revenue rate — amount invoiced to the client, feeding revenue lines

The grid​

The grid lists all workspace members (members, administrators, portfolio managers and readers, contributors) with their organisational attributes: Last name, First name, Company, Department, Team, Position, Profile, then the two rate columns.

Every column offers sorting and filtering (numeric filter on rate columns), which makes it easy to isolate a population — for instance every resource of a department, or every resource whose rate is still zero.

Editing rates​

  1. Select one or several rows using the checkboxes (the header checkbox selects every filtered row).
  2. Click Edit rates (selection).
  3. Enter the billable cost rate and the billable revenue rate (up to 4 decimals).
  4. Confirm: both values are applied to the whole selection.
Save the workspace

Edited rates are only persisted once the workspace has been saved. Leaving the page without saving discards the entries.

Editing a resource profile

Clicking the avatar at the start of a row opens the full resource profile without leaving the tab: handy to fix a department or a company before filtering on that value.

See also​