Expenses

To keep track of your budget and associated expenses at all times, you can manage POs, invoices, and other costs for each planning element.

  • Planned expenses: You map the expenses that you plan but have not yet incurred through POs. You can create any number of POs for each element, either as a standard order or as a blanket order and associated release orders. POs have a calculation status that can be open and closed. If a PO is open, the Planner calculates that expenses can still be incurred from it. For more information, see chapter POs.

  • Actual expenses: You manage actual expenses through invoices. You can create as many invoices as you want for each element.
    Invoices can be assigned to POs; this assignment allows you to cross-calculate planned and actual expenses for a correct overall picture in the budget load.
    For more information on invoices, see chapter Invoices.

  • Overall spending picture: The budget load summarizes the planned and actual expenditures and provides you with an overall view. The budget load totals the following parts:

    • Invoices that are not assigned to a PO

    • Invoices that are assigned to closed POs

    • The value of opened POs if the assigned invoice amounts are smaller than the PO value

    • Invoices assigned to opened POs, if the invoice amounts are greater than the PO value

    The chapter Example of Calculation of Budget Load provides you with a detailed and illustrative example.

  • Other budget data

    • Fees: Fees are percentage or absolute amounts that are incurred as costs for activities in specific channels. Flagging these fees lets you create a net requirements plan. For more information, see chapter Fees

    • Charges: Fees are percentage or absolute amounts that are incurred as costs on activities in specific channels. You apply for the marketing development funds for a set invoice and assign them to a correspondingly authorized user, an approver. For more information, see chapter Marketing Development Fund (MDF).

Note

To learn how to display the different data in the budget view, see chapter Presentation of Budget Data.

In the budget view, you can display the following data from the above information:

Name

Description

Committed

Budget data of the Committed type is calculated from the respective sum of the values of the standard POs, the remaining values of the blanket orders and the values of the release orders. Note that you manage the POs in the detailed view of an element. For more information, see chapter POs

Actual

The total of the invoices. Note that you manage the invoices in the detailed view of an element. For more information, see chapter Invoices

Projected

The projected budget is calculated from the open orders (Committed) and invoices (Actual). The exact rule is explained in chapter Example of Calculation of Budget Load.

Remaining

This is calculated by subtracting the projected budget value from the planned value.

MDF

The total of the received marketing development funds. For more information, see chapter Marketing Development Fund (MDF)

You can access the budget to create your own budget calculations based on formulas and display them in a column. For more information, see chapter Customized Budget Calculations.