Only if a budget has been assigned to a task, the project will appear in the Reports/Budget Dashboard.
Administrators and project managers (see Enterprise Plan: Project leader permissions) can choose between the view of their own projects (Personal) and all projects (Project Leader view) for which they are assigned. You can switch back and forth between your own budget dashboard and the overall view.
1. Budget Dashboard - Personal View
In the view "Personal" only your own tasks and budgets are displayed, this corresponds to the view your employees have available in the Budget Dashboard.
Note: If the "Personal" view is grayed out, please check the setting if the budget view is enabled for employees: Show budget information for users.
2. Budget Dashboard - Project Leader View
In the Project Leader view, administrators can see the budgets of all projects, while project managers can only see the projects for which they are assigned.
Marker 1: In the "Tasks" overview, you can see all the tasks available for you.
Marker 2: In the "Users" area, you can see the users who are assigned to the tasks or are allowed to record for them. The bars show the hours "Used" visually separated into billable (green) and non-billable (orange). Red means, you are already over budget.
Marking 3 and 4: If a budget has been directly assigned to an employee, this is indicated by "Employee Budget" (3). If an employee can access a shared project budget, you will see "Project Budget" (4) here. For more information, see point 2. Project Budget vs. Employee Budget.
Marker 6: Select whether the bar view should be displayed "Absolute" or "Relative".
Marker 7: Activate this selection if you also want to "Include inactive tasks" in the listing.
Marker 8: Print or export the project status report.
To view details about a task or customer, simply click on it, this will take you down one level. In our example we are looking at details about the "Sample Website".
Marker 1: In the "Tasks" block you can see details of tasks and subtasks.
Marker 2: The path shows in which task you are. Selecting "All tasks" will take you back to the list of all tasks.
Marker 3: If a task with subtasks has been selected, you will see the details of the subtasks listed here.
Marker 4: In the "User" area you can find details about the employees and budgets. Here you can see if a budget has been directly assigned to the user (Employee Budget), or if the user can access a shared budget (Project Budget). For more information, see point 2. Project budget vs. employee budget.
2.1. "Hours" View
This view shows the planned as well as the consumed hours. Note: Only billable hours are included in the "Actual" consumption. "Non-billable" hours are only displayed in the bar chart, but are not included in the budget status.
You can change this setting to include the non-billable hours (see configuration of the budget pt. 3).
2.2. "Revenue" View
This view shows the hours multiplied by the applicable hourly rate. The hourly rate depends on the planning type, so it can be a fixed hourly rate per task or an external hourly rate of the employee. This view is therefore especially interesting for projects with planning type "User hourly rate" to see the revenue achieved per task.
Marking 1 and 2: If hourly rates are missing for assigned employees, you will see a red warning triangle at the project. In this case, the revenue cannot be calculated. The values in the overview are therefore not correct (see point 4. Adjust employee hourly rates).
2.3. "Costs" View
In this view you can see if you made a profit or loss with a project. So for example, if the hourly budget was already overdrawn, it's still possible that the project still generates a profit because the hourly rate might be higher than the hourly costs of the employee. This is important to see at a glance in order to make decisions about the project.
Marker 1 and 2: If hourly rates are missing for assigned employees, you will see a red warning triangle at the project. If the internal hourly rate is missing, the costs cannot be calculated. Therefore, the values in the overview are not correct.
Note: The internal hourly rate is always used for the costs (see pt. 4. Adjust employee hourly rates).
3. Project Status Report
As an administrator or project manager, you can create project status reports. To do so, click Project Status Report in the Project Manager view of the Budget Dashboard and select the desired format and date.
For PDF, DOCX and HTML formats, you can choose to print or export the "Budget spent by user", "Budget spent by task" or "Overview" report type.
For the XLSX export, the overview will be exported automatically as described in 3.2.
3.1. Project Status Report "Budget spent"
You can aggregate the budget consumption by user or task.
3.1.1 "Budget spent by user"
"Budget spent by user" shows the status per user at a certain key date, additionally the consumption per month is listed. Depending on the preselection, the hours, turnover or costs are exported or printed here.
3.1.2 "Budget spent by task"
"Budget spent by task" shows the status at a certain key date by task. The consumption per month is listed as well.
3.2 Project Status Report "Overview"
The "Overview" report prints the selected Budget Dashboard view. So the report is basically the same as the current view in the Budget Dashboard, but it has one more key advantage: this report automatically includes the Budget Overview for all subtasks as well. This means that you do not have to click through to each level of the Budget Dashboard.
So, for example, if you want to print the hours from all projects for a meeting, select the Hours view and the All Tasks directory. If you want to print the revenue from a specific project as a report, select the Revenue view and the desired project.
4. Budget Warning-Email
You can activate budget warning emails in the "Administration/Settings/Project time". In the Plus Plan, these mails are sent to the administrator. In the Enterprise Plan or in the package of "Extended Authorizations", the project manager receives a warning email as soon as employees exceed certain budget limits.
Administrators must have project manager status to receive these warning emails as well. Details about budget warning emails can be found here.