QBudget 2000 - Documentation
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| Introduction | More... | |
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In September 2002, The Rocket Shop purchased QBudget from its previous owners and developers. An all-new version - designated QB3 - is under development and will run on all modern Windows, Mac and Linux computers. This documentation covers the existing version - designated QB2000 - only.
QBudget offers a number of very useful features designed to make the preparation, and the modification, of a budget very simple and straightforward. These include:
- The Schedule Wizard.
- The Rates Database.
- Multiple currencies
- Budget totals with decimal breakdowns.
- Totals inclusive of or, exclusive of mark-up.
- Complete control of the depth of detail when printing.
Starting
the Installation of QBudget 2000
Insert the QBudget 2000 CD-ROM into your CD-ROM / (DVD compatible drive), if your system is set to run CDÌs automatically the setup procedure will start itself.
If your
system does not automatically run CDÌs then click on the start button in the
buttom left hand corner of your Windows:
On the menu which pops up choose the run command.
When the Run box appears type "d:\setup" (without the quotes, where d is the the letter of your Cdrom drive)
To check the letter of your CD-ROM drive double click on the My Computer icon on the desktop and find the CD-ROM disk icon. Identify drive letter associated with this icon, this is your cd-rom drive letter.
Please read the information on the screen to assist you to install QBudget 2. It is recommended that you install your QBudget 2000 program into the the q-b2000 directory and not into a directory called QBudget. This will keep any existing QBudget (Version1) installations intact.
QBudget 2000 contains pre-set formats or templates for UK Television, UK (AFVPA), USA (AICP) and European (CFP) commercials film production.
In addition to the provided pre-set formats QBudget 2000 offers a Blank template(s) for the user to build a budget layout from the ground up. We hope you will enjoy using QBudget 2000 and would welcome your comments and ideas for future releases of the product.
Designed to make maximum use of MicrosoftÌs Windows 98 and later operating systems, QBudget offers the user the ability to quickly and accurately compile a budget for any type of film production.
QBudget 2000 is structured in three levels
- Cost Centres
- Budget Lines
- Detail Lines
Data entered into the detail line(s) are accumulated back to the Budget Line and in turn to the Cost Centre. A budget total is permanently maintained to keep the producer fully informed whilst the budget is being compiled.
QBudget 2000 contains many features to make budgeting quick and accurate. Multiple currencies may be used within the budget at budget line level. Variable mark-up rates may be applied to costs. The Schedule Wizard allows pre-defined schedules to be applied quickly and conveniently to the budget with the ability to apply a "what if" to the entire budget. Using defaults set up in your budget will enable budgets to be prepared quickly based on standard rates for your company. You will discover these features as you use QBudget 2000. Once mastered they will be invaluable to your budgeting techniques.
This chapter explains the way to load QBudget 2000 software into your computer and to register your licence to use the software.
Hardware and
operating system Requirements
QBudget has been written to run with the Microsoft Windows operating system. It is suitable for Windows 9X in 16 Bit versions including ME, and all 32 bit versions such as NT, 2000 and XP.
You must have one of the versions of Windows described above installed and running on your computer before attempting to install QBudget.
QBudget 2000 requires 40MB hard disk space available on the hard drive for successful program installation.
Mac users may well be able to run QBudget under VirtualPC - please consult The Rocket Shop for further details.
QBudget 2000 software is supplied on CDROM and should auto-run upon loading. If not...
1 Click on the Run Command
2 Type D:\SETUP in the Command Line, where d:\ is the letter for your CD-ROM drive
3 Press OK
This will then prompt you for an installation directory. The default is C:\Q-B2000 - this need only be changed if you already have software, which will conflict with this directory.
4 Follow onscreen instructions.
The installation process will fail if there is not enough disk space remaining on your hard disk. In these circumstances you should attempt to release a sufficient amount of disk space (as indicated) on your hard disk, and repeat the installation process.
Licensing procedure will commence as soon as installation of the QBudget files is completed.ð If you are re-installing and the license program states it has found a license then the license program can be quit using the X in the top right hand corner.
Once the software has been installed, you will be prompted to insert your "Licence Name" by the QBudget Licence Manager. This will appear over the top of the set-up program.
This will be the name you want the software to be licensed to. Click on the Authorise button and you will be asked to telephone your supplier to obtain the authorisation code to run QBudget 2000. See "Getting Further Assistance" in this chapter.
Shown on the screen is the following
- Licence Name
- Serial Number
- Spelling Proof
- System ID
Prior to authorisation all of these details are needed by you supplier.
To make it helpful to us to support and contact you will also be asked for the following information.
- Name, Address, Telephone number(s)
- Email Address
- Your version of Windows - if you're running XP make sure you tell us!*
Please supply these details as they are requested. They will enable us to keep you informed of new releases and new facilities with the ongoing development of QBudget 2000.
You will now be issued with an authorisation code, which you will type in the appropriate box on your screen. Next click on "Licence" to complete the licensing of your software.
Finally remove the CDROM and if necessary close the File Manager. QBudget 2000 will now be available to use by double clicking on the icon in the Program Group you selected. You should also find (unless you changed the default options) that there is a new Q-B2000 folder in the Programs list and you can start QBudget from there too.
Optimising for
best Performance
To get the best performance from QBudget a number of pointers are listed below. It is not essential to do as suggested, merely if you wish to increase the operating speed. You should use the software for a while before deciding whether or not to follow these instructions.
Each copy of QBudget 2000 may be used on one computer only, as per the terms and conditions of the licence printed on the diskette envelope.
Should you wish to transfer the software from one PC to another, you will be required to erase it (using the QBudget 2000 de-installer) from the old PC before installing on the new PC. Please call your supplier for details. Re-installation will also be required if you need to re-format your hard disk for any reason.
*Important Note for XP users
The default installation sets up a shortcut in the Programs menu on the Start bar to run C:\Q-B2000\START.EXE.
When running Windows XP it is better to set this shortcut to point to C:\Q-B2000\MAIN.EXE. This may be done by
right-clicking the shortcut, choosing properties and manually editing the link.
Should you have any problems when installing your software, please telephone your supplier who will advise you what to do. If you need to contact us please have the following details ready. This information may help us help you in solving your problem.
- The operating system you are running.
- The machine type you are using.
- The current configuration of your printer.
- The version of QBudget 2000.
- Your Authorisation code, serial number, company name.
The Rocket Shop provides Telephone Hot-Line support to all users with valid support contracts.
The Telephone and EMail details are provided below:
- Tel: 07050 660 014
- support@qbudget.com
Before attempting to compile your first budget it helps to know the following:
Cost Centre: Cost Centres are comprised of a cost centre code and a corresponding description.
Budget Lines: Within each Cost Centre you may have as many Budget Lines as you want which together form a breakdown of the cost centre. Each Budget Line comprises of a code and description.
Detail Lines: Within each Budget Line you may enter as many Detail Lines as required. Each line of detail is governed by a "calculation type", which shows the make-up of the costs you enter. Each line of detail accumulates back to form a total in the Budget Line, which in turn accumulate back to make up the Cost Centre total. The total of the Cost Centres is the total of your budget.
You will see in Chapter 6 how to enter detail into your budget.
A budget is created from one of the templates held on the system, which will set up the "design" of the budget. See Chapter 4 under the File menu how to "open" a budget.
You will see later how you may set up defaults for each budget line. If you take the time to set these up correctly it can save you hours of input. Default settings allow you to pre-set how a budget line will react in terms of its calculation type, units description, standard rate, registers etc. See Chapter 5 "Setting up Defaults".
A template is the design, or format of a budget you will use when creating a new budget. The template contains all the Cost Centre codes and descriptions and Budget Line codes and descriptions that make up a particular design. Included within Release 1 of QBudget 2000 are the following templates.
- EURO - European commercials
- AFVPA - UK commercials (APA suggested rates etc.)
- UKTV - UK television
- AICP - USA commercials
- BLANK - Build your own, or use for transfers/backup etc.
You may not remove these master templates from the system as they are "read only". You may however create variations of the master templates or using the BLANK template create your own format or layout. See Create Template section in Chapter 4.
Please note: Using one of the Templates will create a Blank Budget but ALL NI fields are inactive. You will find Blank Budgets based upon these Templates create a new Budget with NI field activated.
3.
Understanding the Screen Layout
The QBudget 2000 screen layout is designed to keep you informed as you move through the different levels of your budget and is divided into the following sections.
The Top Line displays the Budget Code you are working on., serial number and Authorisation code of your version of QBudget
The Menu Line displays the menu options that are available to you. Selecting one of the menus will offer a drop down box with relevant commands.
The Tool Bar consists of a line of buttons, which will provide fast access to some of the more commonly used Menus.
The Header Line tells you what level you are at in your budget (i.e. Cost Centre Summary, Cost Centre Code, or Budget Line Code). As you move between levels the Header Line will alter accordingly.
The Title Line displays the totals of your budget. At the top level (i.e. Cost Summary) the total of the budget as a whole is displayed. Moving down the levels to a particular Cost Centre the Total Budget and the Cost Centre total is displayed. Where you have chosen to run the whole of a particular Cost Centre in an alternative currency, the home currency and the currency used will be displayed.
Note: If you have used different currencies within the Cost Centre (i.e. for individual budget lines) only the home currency will be displayed in the Title Line.
Whether you have chosen to run the Cost Centre in an alternative currency or the home currency, you may use any currency for any budget line. Both the currency total and the home currency total will be displayed in the Budget Line total in the Title Line.
The
"Grid" holds the breakdown of your budget template at Cost Centre,
Budget Line and Detail Line levels, as well as the command buttons that are
associated with each level of your budget. It is within the Grid that all the
calculations take place.
The Grid at Cost Centre Level
Col 1: The small box against each Cost Centre
changes to an arrow when the Cost Centre Code is highlighted.
Col 2: Cost Centre Code
Col 3: Cost Centre Description
Col 4: This will display the alternative
currency total if you have elected to run the whole of a Cost Centre in an
alternative currency.
Col 5: The Home currency total for the Cost
Centre.
Col 6: This is the "Notes"
indicator. If there is an "N" displayed in this column against a
particular Cost Centre, this signifies that Notes have been entered against the
Cost Centre.
Commands: At this level you may Add a new Cost Centre to the end of an existing list, or Insert a new Cost Centre.
Status Line: The Status line at this level will show the Cost Centre code and the time only.
Col 1: The small box against each Budget Line
changes to an arrow when the Budget Line is highlighted.
Col 2: Budget Line Code.
Col 3: Budget Line Description.
Col 4: This will display the alternative
currency total for the Budget Line if used.
Col 5: The Home Currency total for the Budget
Line.
Col 6: The "Notes" indicator. If an
"N" is displayed in this column against the Budget Line this
indicates that notes have been entered.
Commands: You may add or insert Budget Lines at this point in the same way as Cost Centres.
Use the "Lines only" button, (the system default) to show only the totals against each budget line. Alternatively you may show a summary of the Detail entered in the detail lines for all the Budget Lines using the "Show Detail" setting.
To use the Schedule Wizard press the large button (See Chapter 8, Using the Schedule Wizard).
Status Line: At Budget Line level the Status line shows the following.
- Budget Code
- Cost Centre Code Active
- Time
Col 1: The small box on the left hand side of
the grid converts to an arrow to point to the line of detail which you are
entering against. At this level, this box is also used to highlight a line for
deletion or insertion of new Detail Lines.
Col 2: The detail line description.
Col 3: The No. column is used for entering a
quantity if the A x B x C calculation type is used and designates the
"A" field.
Col 4: The Quantity Column is used for
entering a quantity in either the A x B x C calculation type, or the A x B
calculation type.
Col 5: The Units column details the type of
cost (e.g. Weeks, Days, Sessions etc.) A selection of units descriptions are
provided and accessed via the drop down box.
Col 6: The Rate Column holds the charge per
unit.
Col 7: The Amount column is the result of the
calculation.
Col 8: The Sub-total by each Analysis code
used in the detail lines.
Col 9: This column is used to display either
the analysis code against each detail line or the schedule code (See Commands
section below).
Col 10: The small column on the right hand
side of the grid displays the calculation type that is set in the default and
is displayed in half tone when you first go into the detail line. The actual
calculation type used for each line of detail is displayed in full tone in this
column.
Commands: The sub-total column described above
can be substituted with a display of the Tax, Int, and Mark-Up settings for
each line of detail. Changing the display will enable you to check and change
these settings if necessary.
You may select the type of information to be shown in the Analysis column. Either the Analysis code will be shown, or the schedule code selected (if any).
The Calculator symbol becomes active wherever there is a numeric field to be entered. This means that you are then able to enter numeric fields with the mouse rather than the keyboard. A single click on this icon will display a calculator Keyboard, which is mouse, controlled. Click on the numeric keypad and press OK to confirm your entry.
The Registers command allows you to check and/or allocate the Register(s) to which each line of detail is to be allocated, in order that the amount in the detail line may be carried down to their budget lines in your budget (See Registers - Chapter 4)
Adding a schedule is initiated by pressing the Add Schedule button (See Entering Detail - Chapter 6).
Status Line: The Status Line at the Detail Line level displays the Budget Code the Cost Centre Code, the Detail Line code and the time.
Note: The Status Line will also display varying information from time to time if an execution is taking place within the software. (I.e. Copying Budget, Creating Template etc.)
You will see an explanation of the action that is taking place and a marker with the estimated time to finish that process.
The Menus at the top of your screen in QBudget 2000 are described fully below.
Where a menu item or function is commonly used it will also have a tool bar
button. Example: Within the View menu there is a "Rates File Lookup"
command. This menu is also represented on the toolbar
.
Within the File menu there are a number of commands which relate to opening, closing, deleting and saving budgets and templates. These are described below.
The "new" command allows you to create a new budget from a template. Select the File menu and then click on the new command. You will then see a list of the templates you have on the system. Select the one you want to use for this budget by highlighting the template code. The template title, notes, the date created, and initials will be displayed. Click on OK if this is the one you want or CANCEL if you have selected the wrong one. When you click on OK you can enter a code for the budget you want to create and type in a title and any notes you wish to make.
If you have selected a template, which has multiple languages, choose the language you wish to work in by clicking on the Alternative. Next set the currency code you wish the budget to use as its home currency.
Note: The currency codes and rates are held in the Tables Menu (see later in this chapter).
The budget layout will now be displayed ready for you to enter detail. (see Chapter 6 - Creating a budget).
The open command in the File menu lets you open a budget you already have on the system. Simply highlight the code to display the title and when it was created and last amended, then click on OK or CANCEL.
Note: A double click on the code will take you straight into the budget.
The copy command from the file menu lets you make a copy of an existing budget. Select the budget code you wish to copy, confirm it is the right one and enter a new budget code, title and notes. You now have your original budget plus a duplicate under the new code you have entered. This useful feature will enable you amend the copy whilst retaining the original for comparison.
You can clear out old budgets that are no longer required by using the delete command. Select the budget code you wish to delete and confirm by clicking on OK, or CANCEL if you have selected the wrong one. You will then be asked to confirm again to delete the budget.
Note: The status line on the bottom of your screen shows the budget being deleted.
When you have finished working on a budget and wish to close it down simply select the close command.
You may wish to save the budget you are working on a different code to the one it was created with. This will retain the original at this point under the old code and create the same budget under a new code.
Whilst entering or amending a budget, you may have made some alterations to the format or changed some default settings. If you want to store those changes so you can use the same budget layout again you may "create a template". With the budget on the screen select the File Menu and the Create Template command. Type in a code, title and any notes you may want to hold and the system will create a new template for you which is a mirror image of the budget layout but without any of the detail lines you have entered.
You may now use this template for creating other budgets. Keep as many different templates as you wish and select the one that is appropriate for the budget you wish to create when you use the new command.
Any unwanted templates can be deleted using the delete template command from the file menu. Simply highlight the template you want to delete and confirm.
Whilst you are working on one budget you may wish to compare it with another budget on the system. Select the Compare 2nd command from the File Menu, and select the 2nd Budget. Two budgets are now active. Wherever you move to in one budget will be mirrored in the second. Toggle between the budgets to get a visual comparison of both budgets.
The exit command takes you out of the QBudget 2000 software and returns you to Program Manager.
The EDIT Menu contains commands for adding or changing Cost Centres and Budget Lines within the budget and to amend the Budget Title and Header Page(s).
Using this command you may change the cost centre description, currency, language or notes.
Use this command to add a new cost centre to your budget.
This command will insert a cost centre in sequence within your budget. Highlight the line below the position you want the new line to be inserted.
To delete a cost centre that is no longer required, highlight the line and use this command to delete it.
Note: A warning will be displayed prior to deleting the line. Deleting a cost centre will automatically delete all budget and detail lines and notes held within that cost centre.
You may also Add and Insert Cost Centres using the command buttons displayed at the bottom of the screen when you are in the Cost Centre Summary. These commands have the same affect as described above. Please note that when Inserting a new cost centre, you must highlight a line, and the new cost centre will be inserted immediately above the highlighted line.
Edit, New, Insert
& Delete Budget Lines
These commands have an identical effect to the Cost Centres in their function and you also can use the buttons at the bottom of the screen for Add, and Insert.
Note: You must have selected a cost centre in order to effect these commands.
When a new budget line is created,(either adding or inserting) there are a number of fields that must also be created, as explained and illustrated below.
First, select the Cost Centre within which you wish to add or insert a budget line; a list of the existing budget lines is displayed. If you are "adding" a new budget line it will be positioned at the end of the existing list. If you are inserting you need to highlight the line below the new line you are going to insert.
In the example illustrated below we have inserted a budget line "2nd Clapper Loader" above the line "Grips".
To
achieve this, a highlight was placed on the "Grips" line, and the
Insert button pressed giving the following display.
You will see that the Budget Title is
displayed (CARLTON) together with the Cost Centre code (11) within which we are
creating our new budget line.
You may now enter the following:
Budget Line Code: 5 A/N Characters If you are inserting a line, it makes sense to keep the codes sequential. e.g. if you are inserting below code 6 why not call the code for your new line 6A.
Press the tab key to move to the next field which is:
Description: 30 A/N Characters. This is a 30-character field to describe or name the new budget line (2nd Clapper Loader).
Sub-Total Header 20 A/N characters. You may wish to have a section-total and sub-header description before this line.
Display Only: Y/N If you wish to use the line as a description only and for it not to be an active line, type Y in the Display Only field. If you wish this to be an active budget line type N.
Helpful Tip: Double Click on the mouse changes the N to Y and vice versa.Currency: A budget line may be held and run in a different currency to other budget lines. The usual currency for the budget will be shown in this field. If you wish to change it for this budget line press the arrow and a drop down box will appear with the currency codes you have set up for the budget. Simply select the one you want. (See "Currencies" in the Tables Menu).
Alternative Languages(s): When the budget was first created, you may have elected to have alternative languages for display and/or printing purposes. In this example we elected to have French and German as alternative languages, and will therefore need to enter a French and German description for this line. If this is not done the system will display and print the English or Main language description, even if an alternative language is chosen. (See Options Menu)
Rates file Section: Later in this chapter you will see how you may set up your own rates file for crew charges, camera, accommodation etc. The file is grouped in sections (e.g. Camera, Crew etc.) Enter here the Section that applies to this line. When entering the line, only the relevant section will be displayed.
Notes: Any notes you may wish to make against this line can be typed in at this point if you wish. Alternatively you can use the notes procedures described on page XX.
Note: You have now completed the entries necessary for the new budget line. You may now complete the defaults for this line if you wish (see Chapter 5). If defaults have not been set up, a warning will be displayed.When the command is accessed the appropriate Header Page for the budget active on the screen will be displayed.
The menus and button bar at the top of the screen are similar to those you will find in a word processing system. Their functions are not detailed in this manual as they are common WP functions.
The Insert command however is essential to collecting data from the budget for inclusion in the Header Page text, and is described below.
Click the Insert menu and the Data Fields command. Displayed on the right hand side of the screen under "Insert Fields" you will see the budget detail.
Position the cursor in the Header Page document at the position you want to insert a field from the budget, and click on that position.
You may now select the field you wish to carry over from the budget by selecting either the Budget Total, Cost Centre, Budget Line or a user defined field.
Budget Total: To insert the Budget Total at the position you have set your cursor in the document, press this button, and then the Insert button.
Cost Centre: To display the list of Cost Centres from your budget, press this button and then select the Cost Centre total you require to be inserted in your document, by highlighting the line and pressing the Insert button.
Budget Line: To select a Budget Line, press the Budget Line button which will display all the Budget Lines in the active budget. Select the one required and press the Insert button for the amount contained within that Budget Line to be carried into the position you want in the Header Page.
User: The User entry is there to allow you to put your own data or text into the Header Page at the position you have placed your cursor.
Note: The positions and the data that will be carried across from your
budget to the Header Pages have been pre-set in the standard Templates provided
with QBudget 2000.
Whenever data is to be carried across from a budget, QBudget 2000 allows
the width of the data to be either Variable or Fixed. Use Variable width if you
are typing text under the User Field type. Use the Fixed Field width for
inserting figures.
Note: Whilst pre-set header pages have been included in the standard
QBudget 2000 templates, you may design your own using the word processing
commands in the Header Page Layout. You may also save the document for
inclusion in any other Windows based applications.
The View menu contains commands to allow you to look at a variety of options within your budget.
Use this command from anywhere in the budget to return to the cost centre screen.
This command allows you to display the header page(s) or front sheets for the budget active on the screen.
For each of the standard templates there is a header page layout, which receives data from a budget for inclusion in the header page.
The header page layout and the data it receives is set up in the Edit Menu under the "Header Page Layout" command.
This command in the View menu simply allows for you to view the header page for your budget and under the "Preview" command allows you to set the paper size and margins you require for the paper it is to be printed on.
If there is more than one header page, you may view the other pages using the arrows in the Preview command.
You may attach "sticky" Notes to any budget, cost centre or budget line which can be viewed using the Notes command.
Notes for the Budget: These are entered at the time you create the budget. To view or amend the notes simply select the cost centre summary in your budget and select the Notes command from the View menu. The yellow note box will be displayed for you to enter or amend your notes for the budget.
Notes for the Cost Centre: Select (double click) the Cost Centre and enter your Notes.
Notes for the Budget Line: Select (double click) the Budget Line and enter your notes.
Note: Notes entered for the Budget as a whole will be printed on the summary page. Cost centre and budget line notes are not printed at any time.
You may use this command at any stage in the budget to go directly to another Cost Centre without having to exit back to the Cost Summary screen. You may either enter the cost centre code or select from the drop down box.
The Find Line command enables you to search for a budget line by typing in as much of the description of the budget line as you want. All lines that meet the criteria you enter will be displayed for you to select from. Again this can be selected from any point in the budget. Alternatively you may wish to search for a line of detail you have entered (e.g. Actors name); enter a few characters of the name in the text box and the qualifying lines will be displayed
Show Mark up
If you are using mark-ups in your budget (See Tables Menu, Mark-Up Rates) the Show Mark-Up command will display the mark-ups for the level you are at. For example: if you are at the cost summary page the mark-up display will be for the whole budget. If you are at budget line level it will be for the cost centre to which the budget line belongs, or if you are at detail line level it will be for that budget line only.
The Show Analysis command works in exactly the same way as mark-ups. If you have used analysis codes (See Tables Menu, Analysis Codes) when compiling your budget, the totals for each analysis code will be displayed for the corresponding level of the budget.
QBudget 2000 provides a unique facility to carry down amounts entered on one budget line to other budget lines (e.g. Crew costs totals are automatically added to N.I. and Insurance budget lines). The Destination command in the View menu can be selected when you are at budget line level, and will display a list of budget lines that will automatically be altered by entries to the current budget line. (See Destination Registers under the Tables Menu to see how this happens. See also Chapter 5 "Setting Up Defaults").
The Origins command works similarly to the Destinations command, but in reverse. When selected at budget line level, a list is displayed of lines that add into the current budget line.
Note: A double click on any line in the displayed list will take you to that line, enabling you to amend it (See Chapter 6)
In order to easily check the budget line default settings, QBudget 2000 provides a display/print facility. Double click on any line in the display will take you to the maintenace program for that line to make any changes or additions.
This command lets you access the rates you may have set up in QBudget 2000. When you have selected a budget line you may use this command to display your rates file. You will see later in Chapter 5 - "Setting up defaults" how you may set the default in the budget line to show you only the section of the rates file that applies to the budget line you selected.
QBudget 2000 stores a range of tables which are accessed by the software whilst the budget is being compiled Each of these tables is described below.
The templates supplied with QBudget 2000 already have these created. Destination Registers create a temporary register, which will capture any amounts entered into a budget line that should subsequently be added into other budget lines. (E.g. Camera Hire Costs into Production Insurance) This should only occur where a percentage calculation of the cost from the originating line may need to be applied to the target line. The table need only be set up once for each template as each time a budget is created from that template, the registers are carried over into the new budget.
Analysis Codes and descriptions are maintained using this command in the Tables Menu. When entering detail into the budget lines you are able to attribute each line to a particular analysis code. For example for Television you may want to analyse each line entered to Development, Pre-Production, Production and Post Production (or more if necessary). For commercials you may wish to set up codes for Pre-Light, Build, Shoot and Strike for both Studio and Location. If you use the analysis feature this will then give you the facility to show your budget broken down by each of the codes you have used. The Analysis Code command lets you set up the codes you are likely to use when preparing budgets.
When preparing a UK commercials budget, where Crew Overtime can play a significant part in the budget costs, a table of the "rules" governing the allocation of overtime is held under the Crew Rates command. This is only used where daily start and finish times are entered in the detail line (see calculation type 6 below). The AFVPA crew rules are already set up in QBudget 2000. For other countries the table needs to be set up as appropriate. An example is shown below of the detail that needs to be entered or amended, when the rules change.
The currency command in the Tables menu lets you setup the following for each currency you wish to hold on the system
Description ððððð - 24A/N
Symbol ððððððððððð - 4 A/N
Digits ðð - zero or 2
Conversion Rate ððððððððð - (back to home currency)
Should you wish to change the rates at any time and re-apply
the new rates to the budget - simply change the rate in the currency file and
run the "Re-calculate whole budget" from the Tools Menu, (see page
48) or use the 
button.
If you are using Mark-ups in your budget you will need to set up the Rates that will apply to that budget. Use the Show mark-up Rates command in the View menu with the budget active on the screen. You simply enter a description in codes 1-9 and then the percentage you want that code to be marked up by. You may change the mark-up percentage at any time; your budget will then be recalculated based on the new rates. If you create a template from your budget the mark-up rates and Descriptions will be carried across to the template.
In the Edit section in this Chapter we described how a Rates file of hire or purchase costs is accessed. First, allocate a "Section" title (e.g. CAMERA) and then within that section type a Description, Units (e.g. Days, 3 days, Weeks etc.) and the charge rate for the item based on the unit. As this file will differ from company to company and country to country no rates have been set up for you. To see how the Rates file is accessed when entering details into your budget see Chapter 6. One rates file will serve all the budgets in a database.
Nearly all users will receive notification of our latest rates updates automatically via email. These may then be downloaded and installed into your software from www.qbudget.com. Instructions accompany the download.
However if you don't subscribe to this service then please remember to review the rates you have set up as they are fundamental to producing an accurate budget!
You will see that your QBudget 2000 software contains most of the "Unit" descriptions you are likely to require in entering a budget. You may add more descriptions if you wish using this command in the Tables Menu or, when you are completing a budget and you type in a new description you will be asked if you wish to add this to the list. QBudget 2000 provide the facility for up to 12 different language conversions for Units Descriptions.
Schedules play a major role in compiling budgets and can save hours of time. There are two commands in the Schedule menu :
Full: This command lets you set up your schedules for the budget using all of the Calculation types available
Daily: The Daily Command is used where you only want to set up schedules using calculation type 6 for entering crew daily start and finish times for each day of your production (i.e. Commercials productions)
A full explanation of the use of Schedules is provided in Chapter 7 of this manual.
The Print Menu offers two commands.
Printer Options: Allow you to select what you want to be printed out on your budget form
Print: This Command also offers additional selections and initiates the printing and print preview. These commands are described in Chapter 10, printing a budget.
There are 4 commands in the tool menu described below.
With the many options that have been provided within QBudget 2000 for entering detail, deleting, editing and applying schedules etc. a safeguard has been built into the software with this command which will automatically go through each and every line in the budget and re-calculate the entire budget. It is recommended that you run this command from time to time and before printing, to ensure the integrity of your budget.
If you suffer a hardware problem or the system is closed down incorrectly in the middle of running a budget, use this command to repair any possible faults in the database.
This command will compress the database to make maximum use of the disk space available by cleaning up any deleted items.
The Manager Command allows you to copy Budgets and Templates, Units Descriptions and the Rates file from one Database to another.
The screen in Manager is split into 2 halves. The left hand side defaults to and displays details of the database currently open on your hard disk. The right hand side defaults to the "A" drive.
The button at the top of the left-hand side of the screen "Select Database" allows you to select the database that you wish to copy from or to. Pressing this button will display the databases you have on your system. Selecting one will then display the budgets or templates you are storing under that database name.
Note: To show the budgets you have in that database click on the Budgets
option at the bottom left of your screen To display the Templates click on the
Templates button option.
With your Budgets or Templates displayed for the database you selected,
the size of that database file on your hard disk is displayed, together with
the amount of space you have left.
Use Select Database (Left and Right) command in the File Menu, to select the source and destination database.
The Copy Menu enables you to copy from left to right or right to left the following:
- Budgets
- Templates
- Units Descriptions
- Rates file
You may also copy Budgets or Templates using the command buttons at the bottom of the screen. First select the Budgets or Templates option, highlight the items to be copied and then select the appropriate Copy command.
Note: The most common use for the copying functions will be to transfer Budgets from your hard disk to a floppy disk. You may also use the copy command in Manager to transfer budgets and templates to your own database created on the hard disk.
If an error occurs whilst copying to a floppy disk. Check the space remaining on your drive. If there is insufficient space, either prepare a new disk or delete old budgets or templates and compress the database before re-using the same disk.
Deleting old budgets is made simple with Manager. Simply select the database you want which will then display either the budget or templates you have held in that database. Highlight the ones you want to delete and click on the relevant Delete button. The option exists to either delete from the right or left-hand side of the screen. When budgets or templates have been deleted the Compress Database option should be used.
The Prepare Disk command must be used to prepare a floppy disk before copying to it for the first time. Place a formatted disk into the drive and click on this command or button. This process will then set up the disk and allow you to copy to it.
Note: To format a disk: Use File Manager command in Windows. 3.x
The Quit command must be used when you have finished copying to or from a floppy disk. It must be used before you take the disk out of the machine.
The Options menu holds the commands for the Language facility and the Budget Database, which are described below.
In the budget you have active on the screen you may have set up alternate languages for each Cost Centre and Budget Line. By selecting the Language command QBudget 2000 will display the Languages you have set up. Click on the language you want and your entire budget will be displayed in that language.
Budgets, Templates, Units Descriptions and the Rates file are stored in an area on the disk called a Database. This should be viewed as a folder in a filing cabinet, where the filing Cabinet holds all of the data within your QBudget 2000 system. You may have several folders or databases in your filing cabinet to make filing simple. Each folder is known by a "Database Name" under which you will store or file your Budgets and Templates. In this release of the QBudget 2000 software we have set-up 5 folders under the following Database Names:
- UKTV for UK Television
- AFVPA for UK Commercials
- CFP for European Commercials
- AICP for USA Commercials
- BLANK for "Build your Own" layouts
Note: You will notice that each Database Name is suffixed by .mdb. This signifies the type of Microsoft Access File that is being used.
You may create your own database(s) if you wish, for example, to hold databases within your QBudget 2000 system by producer or by Client. You may transfer Budgets, Templates, Units Descriptions and your Rates between databases or folders using the Manager software described under the TOOLS Menu.
The Cashflow Menu in QBudget 2000 allows you to break down your budget costs into pre-defined periods. You may allocate up to a maximum of 13 periods.
Cost Centres or Budget Lines may be broken down into the periods selected. This may be done either as the lines are being entered, or when the budget has been completed.
The operation of the Cashflow system is described in Chapter 9 of this manual.
If you use the facilities provided by Budget Line Defaults, you will find that it will save hours of work spent in compiling budgets.
The principle of defaults is exactly as the name implies. You can set up the normal rules and rates that would apply to each budget line.
First call up the budget line you wish to set your defaults for. Using the
Edit, New or Insert Budget Line from the Edit Menu, or by highlighting the line
and pressing the 
button, you will access the budget line
maintenance program.
We have already shown in the Edit Menu how to Create, Edit and Insert a Budget Line. You will also see a box called Default Line Detail in that screen layout. We have used a Lighting Cameraman as an example.
Description: If you want a description to appear in the detail line automatically, enter it here.
Units: Because the Lighting Cameraman in this budget layout is a crew member, a Units Description would not apply, as it will come automatically from the Calculation Type (i.e. No. Of days.) If this line was for example a Casting Director you could use "Sessions" in the Units Descriptions field.
Calculation Type: Calculation Types are described fully in Chapter 6. In the case of a Lighting Cameraman for a UK Commercials format he will be regarded as a crew member with daily start & finish times (Calculation Type 6). You will therefore select type 6 from the drop down box as your default for this line.
Analysis: The Analysis Code can only be used as a default in certain circumstances (e.g. where that line will always be say "Development" and will be carried into the line at the time of entering the detail).
Rate: Enter here the default rate that you would normally allow for a Lighting Cameraman.
Crew Type: From the Crew Codes you set up on the Crew Overtime Rules select the code that will apply to a Lighting Cameraman. This field applies to Calculation Type 6 only (daily start and finish times).
Tax: In the UK, Tax refers to "National Insurance" where you may have to allow for an "employers N.I." payment on top of the amount you budget to arrive at the actual cost of the crew person.
There are two settings Y = Yes N = No. Double click in the, "Tax" to toggle. See also "Registers" in this section.
Int: You can set either a Y (Yes) or N (No) in this box to signify whether the line will normally be an Internal member of staff or item of equipment from the production company, or whether the cost for the line will normally be externally hired or purchased.
MU: This signifies the Mark-Up Rate Code that will normally apply to the line from your Mark-Up Rates set up in the Table Menu. Double Click in the box to display the table and select the
Code you want.
Registers: In the Table Menu you will have set up (or have used the standard formats supplied with QBudget 2000) the Destinations Registers. You can now set in your defaults the Register(s) you want to add into for your Lighting Cameraman. Each budget line can be analysed to three levels of register:-
Value - Select the Value button and allocate the register(s) to which the value for the budget line should be allocated.
Example: You may now want to allocate the amount budgeted for your Lighting Cameraman to Production Insurance. With the Destinations Registers Window open press the value button and select your Production Insurance register from the drop down box. You now have the amount budgeted for your Lighting Cameraman defaulting to your N.I. register under the tax button, and to Production Insurance under the value button
Tax - Click on the tax and register button, and a list of registers will be displayed. Select the line or lines required.
Example: Your Lighting Cameraman is liable for N.I., you have therefore set up your default to Tax = Y. To set up in your defaults the Register that the amount budgeted for your lighting cameraman should go to, press the Registers command button and select the Tax Button. Now click on the drop down box and the registers will be displayed. Select the register to which you want the taxable amount to be allocated.
Note: You may allocate up to 5 different registers for the tax register and 10 for each of the value and quantity registers.
Quantity: The system will also carry down the quantity field in the detail line to a register if you wish to accumulate e.g. the number of people requiring subsistence, travel, or accommodation. Click on the quantity button and select the appropriate register(s).
Note: No "Quantity" registers have been set up in the standard formats.
Using these default settings will help in providing "ball park" budgets and retain continuity of rates charged throughout the production office.
This chapter describes how to enter detail into a new budget or amend one that you have already created. First use the File Menu to display the commands New or Open.
If you are creating a new budget select New from the menu by clicking on the command. This will then display the template codes you have in QBudget 2000. Select the one you want by clicking on the code which will display the title, notes and the date and time the template was created and by whom (initials). If this is the correct template press OK, if not press Cancel.
If you are going to work on a budget you have already created choose the Open Command, which will display the list of budget codes you have on the system. Simply select the one you want which will display the Title, Notes, date and time created, last amended and by whom. Press OK or Cancel.
From the list of Cost Centres now displayed on the screen, select (highlight and double click) on the one you want which will take you into the budget lines for the cost centre selected.
In the example below we selected the cost centre Crew-Camera which then displays the list of budget lines within that cost centre.
You will then see two buttons at the bottom left hand corner of the screen.
- Lines only
- Show Detail
When you have amounts in the budget lines you can select to show the totals for the budget lines in "Lines only" mode, or display the build up or details of the totals within the budget lines in "Show detail" mode.
Tip: Run the budget normally in lines only mode, as it is faster. When you want to see the detail lines however, switch to Show Details and then back to lines only when you have the information you want.
The OK button will return you to the Cost Centres. Add will allow you to add another budget line at the end of the ones you already have. Insert will allow a new line to be inserted above the budget line you highlight. (See "Edit Menu on Inserting Lines").
To delete a detail line, double click on a budget line and highlight the detail line to be deleted. Then press the delete button.
To enter detail, double click on a budget line.
In this example we selected the Producer/Director Cost Centre, which then displays the Budget Lines contained in that cost centre.
From the list we then selected the Producer budget line which displays the following screen.
You will see on this screen that the total for the Budget is zero, the Cost Centre (Producer/Director) is zero and the Budget Line (Producer) is also zero. This will change as we enter the detail.
Click on the Add button to enter a line and the calculation types you may use are displayed (see above).
There are 8 calculation types as
follows
The illustrations and explanations below show how you enter detail against each calculation type.
Type 1: A: Amount only
This allows an entry of a single amount in the Amount column in the detail line.
In this example we selected the Pre-Production Cost Centre and the References Budget Line. In the description we typed "Maps, etc." and entered £200 in the amount column. The Budget, the Cost Centre and the Budget line now all total £200.
Note: We chose not to enter an Analysis code against this line of detail. Also note the calculation type code in the right hand side of the grid.
Type 2: AxB: Quantity x Rate
This allows you to enter a quantity (e.g. No. of days) and a rate in the columns in the detail line.
In this example no description was entered and 160 was entered into the Quantity Column as the total number of miles. The Units description (Miles) either came from the budget line default or was selected whilst entering the line.
Type 3: AxBxC: Number x Quantity x Rate
This allows a number (No. of people) a quantity (No. of days) and a rate in their respective columns.
In the example above 3 lines of detail have been entered against Crew Subsistence, under Location Costs. There were 20 crew members for 3 days at the rates appropriate for the item. The Budget Line and Cost Cenre total being £672, making the Budget Total £926.
Type 4: (Not used in this release)
Type 5: Percentage
If a line is a percentage type calculation it normally means that it is a line which collects amounts from other lines, totals them and applies a percentage rate to the total. (e.g. N.I. or Local Taxes, Insurance, Studio Surcharges etc.).
The entries above under types 1,2 and 3 have been added automatically into the Production Insurance Budget Line. No description was necessary and 3 was entered into the Quantity Column as the percentage rate. £926 was carried down from the Destination Register for Production Insurance and added into this line. 3% is applied to £926 giving an amount of £27.78 rounded to £28 which is then added to the Budget Total.
The Percentage calculation type is always a percentage applied in a budget line to amounts carried into that line from other budget lines. In the example above, £926 came from the Destination Register for Production Insurance. As explained earlier a Destination Register is a temporary file set up to capture amounts that will then be allocated to a particular budget line or lines. In order to load the appropriate register into a line click on the Rate column in the budget line with your percentage calculation type. A list of destination registers will then display in the bottom right of the Window. Highlight the appropriate register and press OK to load the amount into the Rate column.
Note: This only has to be done once. Thereafter any amount will be added into the rate automatically.
See example below
The top section of the Window is used where the figure in a detail line is to be carried to another detail line, and a percentage then applied.
In the example below we have an artist receiving a fee of £47,250. In the next line of detail for the artist there is a 2nd UK Transmission Fee of 35% of the Fee.
The screen below shows the line above the percentage detail line and enables you to carry that amount (£47,250) into the Rate column for the 2nd UK Transmission fee to be calculated.
If there were more than one line of detail above the percentage line then these lines would be displayed and a selection could be made of one or more of these lines to be added into a percentage line.
Type 6: Crew A: Daily start & finish times
This calculation type is used almost exclusively in the advertising industry for television commercials. By entering the start and finish times for each day the crew member works, QBudget 2000 will automatically calculate the overtime hours and therefore the total daily cost of employing different categories of crew members for the days worked. This calculation type uses the Crew Rates Table to work out the actual daily cost. (See Table Menu: Crew Rates)
In the example above of atype 6 line the software has picked up from the defaults the Daily Rate, Crew Type, Tax, Int and MU indicators and has defaulted to Number = 1 in the number column. You may if you wish type a description for the line of detail. Position the cursor over the Start Time for the first day and enter start time, and the same for the end time. If there are any penalty hours enter these in the next column. Enter the day of the week (click on the day of week box to see the choices), and the Analysis code from the drop down box in the Analysis Column, if the line is to be analysed.
If you now want to enter an identical line for the second day press the "Add" line button at the foot of the screen, this will replicate the line above.
You will see that because the first day is a longer day the amount in the value box is greater than the standard daily rate for the Location Shoot. QBudget 2000 has calculated the overtime due on the first day.
When you have finished entering the lines press the OK Button and the following display appears.
This shows that 1.5 hours overtime is due for the Location Shoot at the daily rate divided by 8 to give the hourly rate, @ 1.25 = £37.97.
Press OK and the screen returns to the list of Budget Lines.
Type 7: Crew B: Weekly/Daily/Hourly rates
Calculation Type 7 has two functions. Firstly, you can enter in one line the number of weeks, days and hours you require personnel for, together with the respective rates. The second function is to allow you to enter the number of weeks, the number of days within the week, and the charge at a daily rate, or you may enter the number of weeks and the hours within the day charged at an hourly rate. QBudget 2000 will the calculate the number of hours worked at an hourly rate.
This calculation type for crew is generally used for longer productions such as TV and feature films. It offers the user the ability to enter the time required by Production Staff in multiples of weeks, days and hours at rates for those units of time. In addition the facility exists to calculate costs based on daily or hourly rates even though a number of weeks is entered.
The example below shows the entry of an Artist for the time required broken down by Pre-Production, Production and Post-Production Analysis Codes.
First select the Artists Budget Line by double clicking on the line. Then select add from the next screen which will display the Calculation Types. Click on type 7.
You will then be presented with the detail line screen. Enter the name of the Artist, check the Tax, Int and MU columns and adjust if necessary, and then enter the detail.
Enter the Analysis code and detail, and repeat the process for each Analysis Code you may want to apply to the Artist. When you have entered all the detail the screen will display as below.
Note: In the case of Post-Production notice that 2 weeks and 2 days were entered.
Returning to your budget line will display the following screen.
You can also enter the number of weeks, days and
hours at an hourly rate as below.
This shows 1 Chaperone for 3 weeks, 5 days per week, and 2 days for 8 hours per day at an hourly rate of £7.50, giving a total of £1020. First enter the number of weeks to be worked (3) and then in the weekly rate column the number of days within each week (5). Double click in the type column to display the word "days". Then enter the number of days to be worked (2) and the number of hours within each day (8). Double click the type column to display the word "hours". You could if required enter the number of hours worked; although in this example we have just entered the hourly rate.
QBudget 2000 now calculates the number of hours worked and the value in the total as show on the screen below.
Returning to the Budget Line will display the following screen.
Type 8: Crew C: Daily with overtime multiples.
This calculation type may be used for entering Crew daily costs.It gives the ability to enter the hours at standard rate and then to be able to enter the number of hours overtime at one rate (e.g. 1.25) and a second rate (e.g. 2 hours at 2.0 or double time). This can be repeated for each of the days worked
See example below..
First select the Location Manager Budget Line.
Enter a detail line by selecting the Add command or double click on the line displayed.
Now enter a description or the name of the Location Manager if required.
Note: You will see from the screen below that a Default Rate of £256 per day has been carried down, the Tax and Int indicators are set to No and the Mark-Up Rate is 1.
For the 2 Shoot Days we are paying a standard day of 8 hours with 2 hours overtime at 1.25 per hour and 1 hour overtime at 1.5 giving a daily cost of £384. For the Strike Day only 2 hours overtime is being paid.
Press OK and the detail line breakdown is displayed. Now return to the Budget Line.
Using Schedules and the Schedule Wizard in your budget will save a considerable amount of effort in allocating "time" charges to crew and production staff. If you learn to use this facility effectively, budgeting and particularly applying "what ifs" to your budget becomes simple.
The principle of using Schedules is to pre-determine the days or weeks each element of your production will take and set up a schedule for each of those elements. This can be the first day of your studio shoot for a commercial or it could be the 10 weeks shoot of your TV program. You will then have the ability to change your schedule and QBudget 2000 will automatically run through the whole budget and change all those staff or crew to whom you applied that schedule.
A schedule is a line or lines of detail that commonly recur in a budget, and will save you from having to re-enter the same lines time and time again.
Generally schedules are used to break down work periods. For example:-
Commercials: Studio Build - 3 days
08.00 - 19.00 Weekday
08.00 - 19.00 Weekday
08.30 - 19.00 Weekday
T.V.: Pre-Production - 3 weeks
Production - 10 weeks
These examples of time may be used extensively throughout an individual budget, so it is ideal to set up a schedule once and then "apply" the schedule using either the Add Schedule Command or the Schedule Wizard as appropriate.
It is recommended that in the case of a short film or commercial you set up a schedule for each day. For longer productions enter the number of weeks or days for each part of your production.
The Schedules Menu has two commands.
The Full command allows schedules to be created using all calculation types and will generally be used in TV and Features budgeting.
The Daily command has been specifically designed for Commercials productions where the producer will enter Start and Finish times for each day of the production.With this command the schedules for each day are displayed as they are created.
Examples showing how to use schedules effectively are shown below.
First call up or create your budget for which you wish to set up your schedules. With the Cost Summary on the screen use the Schedule Menu to create the Schedule.
In the first example below we shall create a schedule for Development, Pre-Production, Production and Post Production.
First press the "New" Schedule button and enter your Schedule Code (7A/N characters) and a description of the schedule if required.
Now press the "Add" Lines button which will display the calculation types you can use for the detail.
You can now enter the detail into your schedule. In the example above we have entered 2 weeks for our Development Schedule and used the Analysis Code DEVEL. To accept the Schedule detail press the OK button. If you want to add more lines select the Add Lines button.
Repeat the process for each schedule you wish to set up.
You are now ready to apply the schedules you have set up to your budget.
First select the Cost Centre and the Budget Line to which you wish to apply your schedule In the example below we have selected the Producer/ Director Cost Centre and the producer budget line.
Now select the Add Schedule button at the foot of the Screen to display the list of schedules you have set up.
Double click on the Schedule(s) you want to apply to the Producer. We have selected all four schedules for this line, which appear in the Schedules selected box.(see below)
Check the default settings for Tax, Int, Mark-Up and enter a rate if a default rate has not been set up. Then check and adjust if necessary the number you require (crew, equipment etc.) This number will always default to 1.
To load the schedules to the line simply press the "load to line" command button.
The example below shows the schedules loaded into the budget line and the amounts calculated.
Note: If you want to see the schedule codes used rather than the analysis codes in the line simply press the schedules button on the bottom left hand corner of your screen. The right hand column will now change to display the schedules code in place of the Analysis Code.
Having loaded the schedules into the budget line you may wish to check or change the Mark-Up, Tax and Int codes for each line. Press the MU, Tax, Int button at the bottom left hand side of the screen to display the details. Check or make your changes (double click in the Tax box to change from No to Yes, the same with Int., and double click the MU box to display the Mark-Up rates).
The next example of the use of Schedules uses calculation type 6, where crew start and finish times are entered.
In this example we are going to set up schedules for the following Studio Production.
3 Days Studio Build
1 Day Studio Pre-Light
2 Days Studio Shoot
1 Day Studio Strike
Note: For the Studio Build and Studio Shoot you may either create just one schedule with 3 days, or create a schedule for each day.
If you create one schedule for the 3 build days, you could create difficulties if all the crew are not required every day.
For example, if you need 2 plumbers for the first 2 days, and 1 for the final day, you would have to edit the entries to remove a plumber from the last day. Because the default setting has been altered, a change to the schedule would not automatically carry through to the budget line.
Unless you are sure that multiple days within a schedule will apply to every crew member or all Production staff, set up a schedule for each day.
The example below shows each of the days set up as an individual schedule using the Daily Command.
For the example we have called up a budget,and selected the Studio Costs Cost Centre and the Carpenters Budget Line.
For the first Studio Build Day we require 3 Carpenters. We have selected the schedules, checked the Tax etc. entered the rate (or used the default rate) and entered 3 as the Number required.
Repeat this for each schedule you select building up a list of the schedules you are going to apply to the Carpenters Budget Line. When you have entered all the schedules press the load button and the following display appears. The overtime hours for each day have been calculated automatically (See Crew Rates) and the costs of the Build and Strike Days is displayed.
If you want to look in detail at a particular day you can highlight the Line. We have highlighted the second Build Day below
Now Double Click to see the detail of the Second Build Day below
You can now check and adjust any of the entries above.
Warning: If you adjust any item that may affect the original schedule (e.g. the starting time), a warning sign will appear as follows.
You may still make your adjustment to the data set up in the original schedule and accept this by pressing the Remove Schedule button. If you do this you must remember that if you go back to the original schedule and change it (which will apply the changes to the whole budget), it will exclude this line when the recalculation takes place. Obviously this cannot be avoided where you require different times from the main schedule for say Studio Shoot, where you want certain crew for earlier starts or later finishes than the rest. If, when you create your original schedules you feel that you will be changing them substantially, we would suggest setting-up schedules for the exceptions as well.
The Schedule Wizard is a fast and easy way of applying schedules you have set up for your budget.
You will see that the Wizard relies on you having set up the default rates, Tax, Int and MU indicators and the registers in the default section of your budget line.
If you have created these defaults, the Wizard will automatically update your budget lines with one click of the mouse.
If defaults have not been set up, the Wizard can still be used, but you will need to "manually" add the rates, registers, and number etc. to each budget line.
First select the cost centre in which you are going to apply your Wizard and you will see the Schedules Wizard Button at the foot of your screen. Press the button and the following screen displays.
You will see the Schedules you have set up on the right hand side of the screen.
At the foot of the screen is the Schedule description you will apply and the number of budget lines and schedules you have selected. To allocate schedules to the appropriate lines simply click on the schedule and the line (or vice versa).
In the example below we will apply the S-Shoot 1 and S-Shoot 2 schedules to 4 of the lines.You may apply the schedule to as many lines as you wish.
When the correct lines and schedules have been highlighted,simply press the Apply button
You now see the schedules that have been applied to each line. If you double click on one of the budget lines you will see the detail.
Should you want to see the make-up of your schedule for e.g. the First Studio Shoot Day double click in the detail line.
"Ball park" quotes using the schedule Wizard with your defaults will provide fast and accurate budgets. Remember, you can easily change your Schedule and re-apply it to your budget in seconds.
The Cashflow system has been designed to allow a budget to be broken down into periods in which the expenditure on a production will be made.
You may allocate expenditure into a maximum of 13 periods. Each period will be given either a number or date or month title to identify it.
Amounts may be allocated to cashflow periods either for the whole Budget, for each Cost Centre or by individual Budget Lines.A print-out of your breakdown is provided through the Print Cashflow command.
Within the Cashflow Menu there are 3 commands.
Cashflow Headers - to enable you to set up the number of periods and their titles.
Cashflow Entry - to allocate budget amounts to the periods.
Print Cashflow - to print a cashflow statement.
These commands are described below.
The Cashflow Header allows you to set up the number of periods you wish to breakdown your budget by and to give each of those periods a title.
In the example below for the budget Carlton TV Demonstration we have set up a Cashflow for 12 periods with the titles January, February etc..
The cashflow entry allows the allocation of costs to the periods you have set up. The allocation depends at the level you are in the budget as follows;
- With the Cost Summary displayed the amount to be allocated will be the whole budget figure.
- Having selected (double click) a cost centre the amount to be allocated will be the total of that Cost Centre.
- If you now select an individual budget line the amount to be allocated will be the budget line you selected.
An example at each level is shown below.
Whole budget
Cost Centre
Budget Line
Taking the last example of Rights/Options Payments you may now allocate the amount of £142,500 either by entry of amounts into their respective periods or automatically allocate all periods, by choosing to "Allocate across all selected periods".
To enter individual amounts into their periods simply click in the amount box beneath the period title and enter the amount. QBudget 2000 will then display the amount yet to be allocated under the "Unallocated Amount".
Note: The "Unallocated Amount" calculation will only take place when you move to the next column.
The example below shows that £90,000 has been allocated to January for Rights/Options Payments leaving £52,500 unallocated.
The next example shows how to allocate over a range of periods.
Note: You may only choose a range, e.g. January to June. Choose the first period in your range by clicking in the period title, (you will see an arrow pointing to the period and the column highlighted). To choose the last period, hold down the shift button on your keyboard and click in the last column to be included in the range.
In the example below we have chosen periods February to June for a 100% allocation of our amount.
The Print command lets you print your Cashflow and offers the following options.
- Periods to Print
Selected the periods you wish to print.
- Start Period
Starting from a particular period.
- Print Language
If your budget contains multiple languages, choose here the language required.
- Cost Centres requiring Cashflow by Line.
If you have broken a budget down by budget lines you may select here whether you want the print to show the budget line breakdown, or just to Cost Centre level. Select All, List below (which you will specify) or none.
The Print Menu offers two commands. Printer Options, which allows you to select items to be printed on your budget form, and the Print Command which also offers additional selections and initiates the printing and print preview.
Select this command from the menu or press the button to allow you to
set up the items you want to print.
Layout: Select from the drop down box the overall layout youwishuse: -BROADCASTERS,AFVPA,AICP,
EUROPEAN,IN-HOUSE
Printer: The printer type displayed in this box gives you the default printer you set up in the Windowsî operating system. To change the printer press the Printer Set-Up button at the foot of the screen.
Summary: The summary page in the budget print is a listing of the totals of the cost centres. You have the choice here of showing the mark-ups against each cost centre if appropriate and also the notes you entered with your budget title. When you selected the "layout" above the software automatically shows the cost centre range from code X to code Y. You may change these codes but only within the range of the codes set up in the budget you are about to print or preview.
Font Selection: Click on the Report Item drop down box which displays the items that make up the budget print. Select the report item you want and by pressing the Change Font button you will be able to select the Font, Font Style and size you prefer for each report item in the budget print.
Sections: Choices exist here to print budget line numbers with your budget, print or suppress any Cost Centres or Budget Lines that have a zero value, show sub-totals for each section and if required print a new page for each Cost Centre.
Breakdown: Within the breakdown box you can select to print or not the make up of the budget line total by selecting Print Breakdown, Mark-Up Rates and Totals for each budget line, and the budget broken down by Analysis Codes. Where it is necessary to show the make-up of any crew overtime in your budget select the Crew Overtime in Full box.
You also have the facility to include, exclude or print only the "internal" costs.
Headers: You have the choice of printing the Cost Centre code on the left or right hand side of the page. You may also choose the wording you want (i.e. Cost Centre, Schedule etc.), and the side of the page on which the description is to be printed.
Footers: If selected the Budget Code and the date & time will print at the foot of each page.
When you have selected all your criteria press OK to accept or CANCEL to reject.
Note: By experimenting you will arrive at the format you prefer. It is worth spending a few minutes trying different options until you get your preferred layout. This of course can be changed from budget to budget.
Please note that your printer must be capable of printing the font you have selected.
Having made your selections in the Printer options, go to the Print command to Print or Preview.
- Check that the default printer is in fact the printer you have connected to your system.
- Choose the orientation (either Portrait or Landscape).
- Check the print layout
- If you have alternate languages set up in the budget select as required.
- If you want to print the Header Page(s) click the box.
- Similarly with the Summary Report.
You may now choose which Cost Centres you want to print as follows:
- All
- Only non-zero
- Enter a list of the cost centre codes you want to print, with a comma after each one.
- No cost centres at all.
Having made your choices you may either Print, or Preview your budget on the screen, or return to the Printer Options by pressing Set-Up.
Note: When using Print Preview the clarity of the fonts selected will be dependent upon your screen resolution.
Using PDF creation software you may send your budgets as "pictures" via email etc. Please note that you will need to send 2 files, one for the header and one for the main budget document.
Note: There are numerous 3rd party PDF creators available. We have had good experience of PDF995 (www.pdf995.com) although others are probably just as good. Most users will not have the full version of Acrobat (the "Reader" is just that!) but if you do have this, use it!
You will generally select the PDF writer from the Choose Printer dialog within Print Options but please read the documentation for your particular PDF writing software to see how it's set up.
