Chapter 3. Budgets. Sage 2016

Chapter 3. Budgets

Time+Billing 2016 enables you to allocate budgets to staff members, clients and jobs. You can also create an organisation structure and then allocate budgets to the individual levels.

Time+Billing 2016 uses the budget figures you enter to provide comprehensive budget and productivity reporting .

Your organisation structure

Time+Billing 2016 enables you to set up the following structure. You can remove levels to suit your requirements.

The first step on setting up your organisation structure is to decide how many levels you require.

For example, you may only want to enter budget figures for individual staff members. You might want to group your staff under your partners, and then enter budget figures for each partner.

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Chapter 3. Budgets

Selecting your organisation structure levels

1. From the View menu, click Budgets to open the “Budgets Entry” window.

Time+Billing 2016

Figure 34: The "Budgets Entry (Staff)" window

2. Click

Options, and then OK on the “Attention” window. The “Budget Options” window will open.

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Figure 35: The "Budget Options" window

3. On the “Budget Options” window, select the check boxes for the required levels for your organisation structure. For example, if you only want to enter budget figures for your individual staff members, clear all the check boxes.

Caution: If you clear any check boxes, any structure and budget information you have entered for those levels will be deleted.

4. Click OK to return to the “Budgets Entry” window.

The number of tabs across the top of the window depends on your settings on the “Budget

Options” window. If you selected all the check boxes, there will be the following tabs.

Note: If you cleared all the check boxes, only the tabs shown in bold will be available.



Staff Budgets



Team Budgets



Manager Budgets

 Partner Budgets

 Office Budgets



Job Budgets



Client Budgets

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Time+Billing 2016 Your organisation structure

Importing teams from groups

If you have set up groups in Time+Billing 2016, you are given one chance to import those

groups as teams when you first set up your organisation structure.

1. From the

View menu, click Budgets to open the “Budgets Entry” window.

2. Click the

Team Budgets tab.

If you have not yet set up any teams, the “Add Teams” window will open.

Figure 36: The "Add Teams" window

3. Under Options, select Import groups as teams.

The groups that you have created will be imported as teams. You can now add, remove and change teams as required.

Setting up your organisation structure

Now that you have selected the levels in your organisation structure, you can allocate members

to them. The procedure described here is for the full structure as shown in Your organisation structure on page 53.

Add staff members to teams

1. If you have not yet done so, from the View menu, click Budgets to open the “Budgets

Entry” window.

2. Click Structure to open the “Organisation Structure” window.

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Figure 37: The "Organisation Structure" window

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Chapter 3. Budgets Time+Billing 2016

3. Click the

Teams/Staff tab. The upper pane of the window lists the teams in your organisation, while the lower pane lists the members of the highlighted team.

Note: The Teams/Staff tab will not be available if you have set up your organisation structure so that it does not have a team level. (The

Use Team Budgets check box on the

“Budget Options” window is cleared.)

4. To add a team, click Teams to activate the top row of buttons, and then click New.

5. On the “Team Name” window, type the name of your new team and click OK.

Figure 38: The "Team Name" window

6. Repeat the previous steps to add your other teams.

7. On the upper pane, highlight the team to which you want to add members.

8. Click

Staff to activate the lower row of buttons, and then click Add.

9. On the “Staff” window. highlight a staff member to add to the team, and then click Select.

Figure 39: The "Staff" window

Tip: If necessary, you can click New or Edit to add or edit staff members before selecting them.

10. Repeat the previous steps to add more staff members to the teams.

Assign managers to the teams

1. On the “Organisation Structure” window, click the Managers/Teams tab.

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Time+Billing 2016 Your organisation structure

Figure 40: The "Organisation Structure (Managers/Teams)" window

The upper pane lists the staff members who have been designated as managers on the

“Users” ( View / Users) window. The lower pane shows the highlighted manager’s team.

Note: The Managers/Teams tab will not be available if you have set up your organisation structure so that it does not have a manager level. (The

Use Manager Budgets check box on the “Budget Options” window is cleared.)

2. On the upper pane, highlight the manager you want to assign to a team.

3. Click Teams to activate the lower row of buttons, and then click Add.

Figure 41: The "Select Team" window

4. On the “Select Team” window, highlight the required team and click Select

5. Repeat the previous steps to assign more managers to the teams.

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Chapter 3. Budgets

Group managers under partners

1. On the “Organisation Structure” window, click the Partners/Managers tab.

Time+Billing 2016

Figure 42: The "Organisation Structure (Partners/Managers)" window

The upper pane lists the staff members who have been designated as partners on the

“Users” ( View / Users) window. The lower pane shows the managers reporting to the highlighted partner.

Note: The Partners/Managers tab will not be available if you have set up your organisation structure so that it does not have a partner level. (The

Use Partner Budgets check box on the “Budget Options” window is cleared.)

2. On the upper pane, highlight the partner to whom you want to assign managers.

3. Click Managers to activate the lower row of buttons, and then click Add.

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Figure 43: The "Select Manager" window

4. On the “Select Manager” window, highlight the required manager and click Select

5. Repeat the previous steps to allocate more managers to the partners.

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Time+Billing 2016 Your organisation structure

Group partners into offices

1. On the “Organisation Structure” window, click the Offices/Partners tab.

Figure 44: The "Organisation Structure (Offices/Partners)" window

The upper pane lists your offices created on the “Offices” ( View / Offices) window. The lower pane shows the partners grouped under the highlighted office.

Note: The Offices/Partners tab will not be available if you have set up your organisation structure so that it does not have an offices level. (The

Use Office Budgets check box on the “Budget Options” window is cleared.)

2. On the upper pane, highlight the office to which you want to assign partners.

3. Click

Partners to activate the lower row of buttons, and then click Add.

Figure 45: The "Select Partner" window

4. On the “Select Partner” window, highlight the required partner and click Select

5. Repeat the previous steps to allocate more partners to the offices.

Once you have completed your organisation structure, you can allocate budgets to the levels.

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Chapter 3. Budgets Time+Billing 2016

Allocating organisation budgets

You are able to allocate budgets to your staff members, clients and jobs.

If you have set up an organisation structure, depending on the levels you have included in your organisation structure, you can also allocate budgets to your teams, managers, partners and offices.

Staff budgets

This procedure shows how you allocate budgets to your individual staff members.

1. From the View menu, click Budgets to open the “Budgets Entry” window.

2. Click the Staff Budgets tab.

3. Highlight the staff member to whom a budget is to be allocated.

4. You can type budget values for each month in the Billable Time (Units) and Fees ($) columns.

Alternatively, click to open the “Monthly Units & Fees Calculator” window.

Tip: As a shortcut, you can click on a month to open the “Monthly Units & Fees

Calculator” window with that month already selected.

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Figure 46: The "Monthly Units & Fees Calculator" window

If

Charge Rates and Units To Enter have been set up for the staff member on the “Staff

Detail” (

View / Staff / Edit) window, the monthly budget figures will already be calculated.

See “Entering staff details” in Chapter 1, “Installing and configuring Time+Billing”.

5. On the calendar pane, select the month for which the budget is being calculated. You can click the arrows to move to the previous and next months, or you can click on the month title bar and select the required month.

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Time+Billing 2016 Allocating organisation budgets

The days shown in green are work days. You can change a day by double-clicking on it or by right-clicking on it and selecting Work Day or Non-work Day.

Tip: If you have the Practice Manager program installed, public holidays and annual leave days entered there will already be shown as non-work days.

6. Under Charge Rates, select the applicable rate, and then, under Units Worked per Day, enter the number of units the staff member is to work on weekdays, Saturdays and Sundays for the selected month.

Note: If you select Saturdays and Sundays as work days, make sure that you enter values in the Units per Saturday and Units per Sunday fields.

7. The Monthly Fees field will display the calculated dollar value for the month. You can adjust it by editing the amounts in the Units for Month and Charge Rate fields.

8. If desired, select other months and repeat the process.

9. Click OK to accept the values and return to the “Budgets Entry” window.

10. Edit the Billable Time (Units) and Fees ($) fields as required.



To copy budget values from one month to the following month, highlight the first month and click Repeat.



To copy the budget values from one month into all the months, highlight the month with the values and click Fill.

Note: The use of the Fill button is not recommended, because the months do not all have the same number of work days. It is preferable to have the budget figures for staff members automatically calculated from the Charge Rates and Units To Enter values entered on the “Staff Detail” (

View / Staff / Edit) window.

11. In the Prod (%) column, enter the percentage of the budget values that the staff member is expected to achieve each month. Time+Billing 2016 uses this information in Staff

Productivity reports.

12. Click Save to save the budget values.

To copy budget values to other staff members

Once you have entered budget values for one staff member, you can copy them to other staff members.

1. On the “Budgets Entry” window, click the Staff Budgets tab.

2. Highlight the staff member with the budget figures you want to copy, and click Copy.

3. Highlight the staff member to whom you want to copy the budget figures, and click Paste.

4. Edit the values as required.

5. Click

Save.

Team budgets

This procedure shows how you allocate budgets to your teams that you have set up as part of your organisation structure.

1. From the View menu, click Budgets to open the “Budgets Entry” window.

2. Click the Team Budgets tab.

Note: This tab will not be available if you have set up your organisation structure so that it

does not have a team level. (The Use Team Budgets check box on the “Budget Options” window is cleared.)

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Chapter 3. Budgets Time+Billing 2016

Figure 47: The "Budgets Entry" (Team Budgets)" window

3. To automatically calculate the team budgets from their team members’ budgets, click

Update.

Caution: If you click Update, any manual changes you have made to any of the team budgets will be lost.

4. Click OK on the “Attention” box.

The Billable Time (Units) and Fees ($) columns will be automatically completed.

Tip: If you change the budget figures for a team member, you can click Update to update the team budgets accordingly. Please note that this will delete any values you have manually entered for all team budgets.

5. If necessary, you can highlight individual teams, and manually edit their budget figures.

6. Click Save.

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Time+Billing 2016 Allocating organisation budgets

Manager budgets

This procedure shows how you allocate budgets to your managers that you have set up as part of your organisation structure.

1. From the

View menu, click Budgets to open the “Budgets Entry” window.

2. Click the

Manager Budgets tab.

Note: This tab will not be available if you have set up your organisation structure so that it

does not have a manager level. (The Use Manager Budgets check box on the “Budget

Options” window is cleared.)

Figure 48: The "Budgets Entry" (Manager Budgets)" window

3. To automatically calculate the manager budget from the lower levels’ budgets, click Update.

Caution: If you click Update, any manual changes you have made to any of the manager budgets will be lost.

4. Click OK on the “Attention” box.

The Billable Time (Units) and Fees ($) columns will be automatically completed.

Tip: If you change the budget figures for a lower level, you can click Update to update the manager budgets accordingly. Please note that this will delete any values you have manually entered for all manager budgets.

5. If necessary, you can highlight individual managers, and manually edit their budget figures.

6. Click Save.

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Chapter 3. Budgets Time+Billing 2016

Partner budgets

This procedure shows how you allocate budgets to your partners that you have set up as part of your organisation structure.

1. From the

View menu, click Budgets to open the “Budgets Entry” window.

2. Click the

Partner Budgets tab.

Note: This tab will not be available if you have set up your organisation structure so that it

does not have a partner level. (The Use Partner Budgets check box on the “Budget

Options” window is cleared.)

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Figure 49: The "Budgets Entry" (Partner Budgets)" window

3. To automatically calculate the partner budgets from the lower levels’ budgets, click Update.

Caution: If you click Update, any manual changes you have made to any of the partners’ budgets will be lost.

4. Click OK on the “Attention” box.

The Billable Time (Units) and Fees ($) columns will be automatically completed.

Tip: If you change the budget figures for a lower level, you can click Update to update the partner budgets accordingly. Please note that this will delete any values you have manually entered for all partner budgets.

5. If necessary, you can highlight individual partners and manually edit their budget figures.

6. Click Save.

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Time+Billing 2016 Allocating organisation budgets

Office budgets

This procedure shows how you allocate budgets to your offices that you have set up as part of your organisation structure.

1. From the

View menu, click Budgets to open the “Budgets Entry” window.

2. Click the

Office Budgets tab.

Note: This tab will not be available if you have set up your organisation structure so that it

does not have an office level. (The Use Office Budgets check box on the “Budget Options” window is cleared.)

Figure 50: The "Budgets Entry" (Office Budgets)" window

3. To automatically calculate the office budgets from the lower levels’ budgets, click Update.

Caution: If you click Update, any manual changes you have made to any of the offices’ budgets will be lost.

4. Click OK on the “Attention” box.

The Billable Time (Units) and Fees ($) columns will be automatically completed.

Tip: If you change the budget figures for a lower level, you can click Update to update the office budgets accordingly. Please note that this will delete any values you have manually entered for all office budgets.

5. If necessary, you can highlight individual offices and manually edit their budget figures.

6. Click Save.

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Chapter 3. Budgets Time+Billing 2016

Client and Job budgets

You are also able to allocate budgets to your clients and to jobs you have created for them. You can either enter the client budgets manually or have them automatically calculated from budgets you have allocated to jobs for each client.

Job budgets – method 1

This procedure shows how you allocate budgets to jobs you have created for your clients.

1. From the View menu, click Budgets to open the “Budgets Entry” window.

2. Click the Job Budgets tab.

Figure 51: The "Budgets Entry" (Job Budgets) window

3. The window lists the jobs you have created for your clients, and enables you to allocate a budget to each job.

4. On the job list, highlight the job to which you want to allocate a budget.

5. In the Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.

Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.

6. Complete the budget figures for your other jobs.

Tip: You can use the Copy and Paste buttons to copy values from one job to another.

7. Click Save.

Client budgets – method 1

This procedure shows how you allocate budgets to your clients.

1. From the View menu, click Budgets to open the “Budgets Entry” window.

2. Click the

Client Budgets tab.

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Time+Billing 2016 Client and Job budgets

Figure 52: The "Budgets Entry" (Client Budgets)" window

3. On the client list, highlight the client to whom you want to allocate a budget.

4. If you want to automatically calculate the client budget from the job budgets, click Update.

5. On the “Update Client Budgets” window, select whether you want to automatically update the budget for the Highlighted Client only or All Clients.

Caution: This will overwrite any budget figures you have already entered.

6. Click OK.

7. In the Billable Time (Units) and Fees ($) column fields, adjust the budget figures as necessary.

Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.

8. Complete the budget figures for your other clients.

Tip: You can use the Copy and Paste buttons to copy values from one client to another.

9. Click Save.

Job and client budgets – method 2

This is an alternative procedure for allocating budgets to jobs and clients that does not provide automatic calculation of the client budget from the job budgets.

1. If necessary, press

F3 to open the main “Clients View” window.

2. Highlight the required client and, on the Access Panel, click Jobs to open the “Jobs for” window.

3. Highlight the job for which you want enter a budget, and click the

Job Budget tab.

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Chapter 3. Budgets Time+Billing 2016

Figure 53: The "Jobs for" (Job Budget)" window

4. In the

Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.

Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.

5. Click Save.

6. If required, complete the budget figures for the other jobs for the client.

Tip: You can use the Copy and Paste buttons to copy values from one job to another.

7. To enter a budget for the client, click the Client Budget tab.

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Figure 54: The "Jobs for" (Client Budget)" window

8. In the Billable Time (Units) and Fees ($) column fields, enter the budget figures for each month.

Tip: You can speed up your data entry by typing in budget figures for one month and then clicking Repeat to copy the figures into the following month, or clicking Fill to copy the figures to all the months.

9. Click Save.

10. Click Close to exit from the “Jobs for” window.

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Time+Billing 2016 Moving between years

Moving between years

The Previous Year and Next Year buttons enable you to view and edit your budget figures for each financial year.

If you add or edit information in a financial year, you can click Roll to roll it over into the following year.

Caution: If you roll budget figures from one year into the next, any information already entered in that year will be lost.

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