Expenses

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

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

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

• Overall spending picture: The budget load summarizes planned and actual expenditures to provide you with a comprehensive view. The budget load totals the following:

  • 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

  • Marketing Development Fund (MDF): You can apply for marketing development funds for a set invoice and assign them to an authorized user, an approver. For more information, see chapter Marketing Development Fund (MDF).