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Practice Manager Accountants Enterprise only


Employee budgets can be set up for each employee so you can track actual chargeable time against budgeted chargeable time. In some cases, you may want to budget billable time, which you can also enter. Employee budgets can be setup on each employee individually or can be auto filled based on the employee category they're linked to.

The new accounting year must be setup before new employee budgets can be added. See Add new accounting years and periods.

Recommended methods

To update the employee budget individually
  1. In the toolbar, click Contacts drop-down and choose Employees. The Find Employees screen appears.
  2. In the Search for field, type the employee code and click Search. The Employee record appears.
  3. Double click the Employee name to open the record. The Employee record appears.
  4. Click the Budget tab. The Budget tab appears.
  5. From the drop-down, select the Budget Year. The Budget Year displays.

  6. Click Add. The data entry fields appear for the 1st month of the accounting year.

  7. Enter the budget amounts for the employee for the 1st month.

  8. Click Add to add the next month.

  9. Enter the budget amounts for the employee for the next month.

    Refer to the Budget Amount fields table below for an explanation of each field.
  10. Repeat Steps 8-9 until budgets are entered for the full accounting year.

  11. Click OK to close the employee record.

Budget Fields

Field Name

Description

Std Hrs

The budgeted standard working hours per month for the employee

Chg Hrs

The budgeted number of hours which are chargeable for the month

N/Chg Hrs

The budgeted number of non-chargeable hours for the month - calculated automatically based on the Std Hrs less the Chg Hrs entered

W/O Hrs

The budgeted number of expected write off hours for the month

Bill Hrs

The budgeted number of billable hours for the month - calculated automatically based on other values entered but can be over-written

Rec Amt

The budgeted amount to be receipted each month - available only for employees who are partners, ie the receipts to be collected from the clients belonging to the partner

Importing budget figures

Another way to create budgets is to use the Employee Budget Export / Import utility.

With this option, you can:

  • Add some budgets figures for 1 specific employee.
  • Export the employee's budget data.
  • Edit the exported data in Excel; adding budget figures for other employees.
  • Once the changes are saved, import the data from updated file.

 

Follow these steps:

  1. In AE/AO, add budget data for the first 2 months for an employee, following the steps above in To update the employee budget individually.
  2. Export the budget data, noting the location of the saved file.

    The employee reference in the export file is based on the U/Name field which is located in the Employee > Main tab. The value in this field is case sensitive.

  3. Open the file in Excel.
  4. Remove the total line from the export file.
  5. Add budget data for the original employee as well as for other employees. (In this case, we added 4 months of data for ds and added 6 months of budgets for lr).
  6. In Excel, select File > Save As and change the type to either 97_2003 workbook (*.xls) or Comma delimited file (*.xls).
  7. In AE/AO, import the budget data.
  8. To check the imported data, open the employee record and click the Budget tab.

  9. Repeat Step 8 for other employees (if applicable).
  10. Click OK to close the employee record.

 

 

 

Alternate methods

To update the employee budget using Autofill
  1. In the toolbar, click Contacts drop-down and choose Employees. The Find Employees screen appears.
  2. In the Search for field, type the employee code and click Search. The Employee record appears.
  3. Double click the Employee name to open the record. The Employee record appears.
  4. Click the Budget tab. The Budget tab appears.
  5. From the drop down, select the Budget Year. The Budget Year displays.

  6. Select Auto Fill. A message Do you wish to populate the current Budget with default figures for the Employee's Category? appears.


  7. Click Yes at the message prompt. The employee budget figures are auto filled from those entered against the employee category.

  8. Modify the amounts if the values should vary month to month (if applicable).

    Refer to the Budget Amount fields table below for an explanation of each field.
  9. Once finished, click OK to close the employee record.

Budget Fields

Field Name

Description

Std Hrs

The budgeted standard working hours per month for the employee

Chg Hrs

The budgeted number of hours which are chargeable for the month

N/Chg Hrs

The budgeted number of non-chargeable hours for the month - calculated automatically based on the Std Hrs less the Chg Hrs entered

W/O Hrs

The budgeted number of expected write off hours for the month

Bill Hrs

The budgeted number of billable hours for the month - calculated automatically based on other values entered but can be over-written

Rec Amt

The budgeted amount to be receipted each month - available only for employees who are partners, ie the receipts to be collected from the clients belonging to the partner

To update the budget for the employee category

Perform the following steps in AE PM:

  1. From the main menu, go to Maintenance > Employee > Employee Category Timetables. The Employee Category Timetables window appears.
  2. From the Employee Categories drop- down, select the relevant Employee Category. The Employee Category is selected.
  3. On the Tasks pane, select Define. The Default Budget Figures <employee category> window appears.

  4. Enter the budget values required for the employee category and click OK.

Budget Amount Fields

Field Name

Description

Std Hrs

The budgeted standard working hours per month for the employee

Chg Hrs

The budgeted number of hours which are chargeable for the month

N/Chg Hrs

The budgeted number of non-chargeable hours for the month - calculated automatically based on the Std Hrs less the Chg Hrs entered

W/O Hrs

The budgeted number of expected write off hours for the month

Bill Hrs

The budgeted number of billable hours for the month - calculated automatically based on other values entered but can be over-written

Rec Amt

The budgeted amount to be receipted each month - available only for employees who are partners, ie the receipts to be collected from the clients belonging to the partner