Project management mode: Configure costs, workloads and budgets

Related module:

This interface is useful in several situations:

• When the workload must be split by employee (for example, 10 days of workload including 3 for employee A and 7 for employee B),
• When the selling price is defined based on a combination of two analytical accounts from two different axes (for example, the selling price of a consulting day for client A is €500 while the selling price of a consulting day is €800 for client B),
• When all prices / workloads must be defined and viewed on a single screen.

Similarly, you might need to activate this feature if you wish to integrate valuations other than time spent. For example:

• If you wish to track an expense report budget (forecast / actual)
• If you wish to track an additional expense budget (forecast / actual)

In this article:

• Definition of workloads and budgets
  • Step 1: Activate the option in the company record
  • Step 2: Define the budget variables to associate with the various analytical accounts

Definition of workloads and budgets

Step 1: Activate the option in the company record

Access: Admin Area > Time & Activities > Gestion des activités > Axes analytiques

• Check the 'Mode gestion de projet' checkbox

Once the checkbox is checked, you will see the following options appear:

By checking this box:

• The definition of workloads and budgets must be carried out at the employee level, which makes workload entry more complex.
• It will not be possible to mix the method of defining the workload in the workload and budget interface. It will be exclusive to the employee.

If you wish to mix the workload definition with the one performed on accounts, check the “conserver par défaut les coûts / prix de vente des comptes analytiques (s’ils ne sont pas définis dans l’interface de définition des budgets)” box. This will provide new settings in analytical axes.

Step 2: Define the budget variables to associate with the various analytical accounts

Access: Admin Area > Time & Activities > Définition des charges et budgets

• The planned work 'Charge' is in days.
• Unit 'Coûts de revient' and unit selling prices are daily. Where applicable, these will be pre-filled with the costs and prices defined in the employee records or analytical accounts.
• The 'Budget' to invoice, corresponding to the workload multiplied by the selling price (this result can be edited).
• The 'Marge' corresponds to the difference between the budget to invoice and the overall cost price (workload 'x' unit cost price).
• The 'Statut' drop-down list allows you to enter the progress status of the project, job site or business (En cours, Clôturé, A facturer, Facturé).

It is necessary to populate this data by calling the relevant analytical accounts through the creation of a tree structure:

• Click the '+' icon:

• Select the account for the first analytical axis in the drop-down menu
• Confirm the line

• Click the '+' icon again and choose the account for the second analysis axis associated with the one previously selected
• And so on until selecting the account for which budget variables need to be defined.

Note: It is possible to populate data at the client, project, task, or employee level.

The icon allows you to edit elements.
The icon allows you to delete an element or cancel it during entry.
The icon allows you to associate the analytical account(s) of the following analytical axis, and to continue creating the tree structure.

Note: It is possible to export the entire tree structure by clicking the 'Exporter les données au format Excel' icon located at the top right of the 'Liste des axes analytiques' table.

A client report is directly available in the 'Analyse des temps et activités' menu.

Keywords: Time & Activities · timesheets · time tracking · activity tracking · analytical axes · analytical accounts · client · projects · tasks · managers · costs · workloads · budgets