Following is a step by step guide with some practical tips on preparing the project budget for uploading on .
PS: If you are still in the role of preparing the budget for your project, you may find the following resources useful:
Short video overview
Getting the budget template
You can download an example project budget template by clicking "Download Template" when creating a new project from a file upload.
Basic requirements of the spreadsheet
The number of line items in your budget is not limited. You can import as many as you need.
Note that the spreadsheet can also contain formulas - Planyard will import the values only.
NB: There shouldn't be any empty lines in the budget. As a minimum there needs to be at least a cost code and line-item name in any given row.
NB: What matters is the order of columns. Planyard doesn't look at column names but rather the position of columns in the spreadsheet. So, if you, for example, don't use categories, you still need to have that column included in the spreadsheet (with empty values in that case).
The budget template sections explained
Different colors indicate different groups of data.
This is how the same budget spreadsheet would look like after importing it to Planyard:
Notice how the categories and subcategories are automatically summed up.
Planyard automatically also creates a column called "Revised budget" based on "Target budget". Revised budget contains forecasted cost by the project manager (committed costs + costs not yet entered into the system). It's essentially a running forecast that's constantly being updated by the project manager as the project progresses.
Category level (optional) - BLUE
You can have as many categories and subcategories in Planyard as you need. Mark the highest level category with "1" and the subcategory as "2" (and the next subcategory as "3" and so on).
The rows which don't have a number in front, are considered subitems to the previous category.
Cost code (required) - BLUE
You can use your own custom cost codes in Planyard. As you begin to have more projects, Planyard automatically lets you see historical prices across projects based on cost codes.
Line-item (required) - BLUE
This is the name of the job/article.
Unit (optional) - BLUE
Not required but for most line-items you probably will have units. Units are shared across all the other columns. You can change them later if you need to.
Net estimated costs (optional) - YELLOW
The cost for the main contractor without taxes and markup. Specify quantity, unit prices and the total.
Budget submitted to client (optional) - GREEN
Net estimated cost + markup. This is the total sum in the main contract (with the client).
It will be used in calculating the project profitability forecast. If you don’t fill it in, you’ll just be able to track the project costs forecasts without profitability.
Target budget (optional) - PURPLE
Internally set target for the project manager that might differ from the net estimated cost. Sometimes bonuses, for example, are paid to the project manager if he delivers the project considerable under the net estimated cost.
Planyard also automatically creates a running forecast column called "Revised budget" based on the target budget.
Comment (optional) - BLUE
You can also add comments next to line-items. The comments are visible in the estimation view and also in net estimated cost pop-up in the budget view.