Job Actuals

Job Actuals are a comprehensive worksheet for balancing the job’s financial status. In addition to a general financial overview, Job Actuals include Job Projections for projecting costs during production, the Actualization worksheet to balance hard costs and expenses, and summations of time and expenses categorized by Task and by Crew.

To open Job Actuals, click on the Production / Actuals item from the Job Menu.

The Job Actuals panel is divided into two sections:

  • Job Actuals Dashboard
  • Job Actuals Tabs:
    • Overview
    • Projection
    • Actualization
    • Tasks
    • Crew
_images/nim_actuals_job_overview.png

Job Actuals Dashboard

The Job Actuals Dashboard displays summarized information related to the job financial calculations for the estimated, projected and actual totals.

  • Bid Subtotal / Total - The sum total of awarded bid’s amounts excluding or including tax respectively

  • Bid Cost - The sum total of awarded bid’s hard costs

  • Bid Profit - Estimated total minus the estimated cost

  • Bid Margin - Estimated profit divided by the estimated total

  • Projected Cost - The total projected hard costs

  • Projected Profit - The actual total minus projected cost

  • Projected Margin - The projected profit divided by the actual total

  • Actual Subtotal / Total - The total of all awarded bid amounts, additional billed amounts, and adjusted reconciliation amounts excluding or including tax respectively

    Note

    Actual Total is used in Invoices to determine the final billing amount

  • Actual Cost - The total of all actual hard costs

  • Actual Profit - The actual total minus the actual cost

  • Actual Margin - The actual profit divided by the actual total

  • Include Tax - Check this box to display the total values including tax.

    In the example below the tax is labeled as VAT.

_images/nim_actuals_job_dashboard.png

Note

When a user has access to this section but does not have the “View Financial Details” permission, Projected Cost / Profit and Actual Cost / Profit are removed.

_images/nim_actuals_job_dashboard_nofinancial.png

Hide Dashboard

To hide the dashboard click on the arrow button at the top right of the Job Actuals Dashboard.

Click the button again to reveal the dashboard.

The dashboard visibility setting will be remembered between NIM logins.

_images/nim_actuals_job_dashboard_hide.png

Job Actuals Overview

The Overview tab is selected by default when opening Studio Actuals.

There are three sections presented on this page:

  • Actual Cost Per Location
  • Timecard RT / OT / DT
  • Bid Item / Locations / Users bar charts for RT/OT/DT

In Actual Cost Per Location pie chart, clicking on an item in the legend will hide and unhide that value in the chart.

In the Timecard chart, hovering the cursor over points in the graph will display the total for that point in time.

The default bar graph display RT/OT/DT grouped by Bid Items.

_images/nim_actuals_job_overview_tab.png

Clicking on the Location or Users tab will load the corresponding bar charts for RT/OT/DT

Hovering over the bar chart will show the total for the item under the cursor.

LOCATION

Clicking on the Locations tab displays RT/OT/DT grouped by Location.

_images/nim_actuals_job_overview_locations.png

USERS

Clicking on the Users tab displays RT/OT/DT grouped by Users.

_images/nim_actuals_job_overview_users.png

Projections

Projections allow users to update and estimate time and expenses during production based on the job crew and expenses allocated to the job.

There are five main sections to Projections:
  • Crew - The list of users assigned to the Job Crew
  • Bid Items - All bid items on awarded bids that are NOT flagged as 3rd Party Costs
    • Note: Projected costs entered on bid items should be costs that are NOT associated with paying the crew. Crew costs are taken into account in the Crew section.
  • Expenses - All expense items on awarded bids that are NOT flagged as 3rd Party Costs
  • Third Party Costs - All items flagged as 3rd Party Costs on awarded bids
  • Additional Projected Items - User defined additional expenses to factor into projections
_images/nim_actuals_job_projection.png

Projection Period

The Projection Period dropdown defines the time frame to estimate crew hours and expenses.

Projections can be calculated in 3 different time frames:
  • Daily
  • Weekly
  • Full Term
Changing a projection time frame will retain any information from the currently selected timeframe.
  • eg. Users can start by projecting the Full Term of the job and during production switch to a Weekly or Daily method without loosing the information already entered.
  • Information entered into a projection time frame will only apply to that particular time frame.
_images/nim_actuals_job_projection_time.png

When using a Daily or Weekly projection period a time range appears to the right of the Projection Period dropdown. Use the left and right arrows to navigate to the desired dates to enter projection information.

_images/nim_actuals_job_projection_time_arrow.png

Show Actuals

The job actuals information can be displayed inline of the projection information in each of the input sections.

To display the current actuals for each item click the Show Actuals box to enable the checkmark.

To hide the current actuals click the Show Actuals box to remove the checkmark.

_images/nim_actuals_job_projection_show_actuals.png

Crew

All users assigned to the job crew will appear in the crew grid.

Crew information is listed as:
  • User - The user’s full name
  • User Type - The user type defined in the user’s profile
  • Rate Type - The rate type defined on the job crew list
  • Rate - The rate defined in the job crew list
  • P&W - The amount of P&W defined in the job crew list
  • Projected RT - Entry for estimation of regular time for the selected projection period
  • Projected OT - Entry for estimation of over time for the selected projection period
  • Projected DT - Entry for estimation of double time for the selected projection period
  • Projected Hardcost - The calculation of projected hardcost based on the users rate, rate type, and P&W factored against the projected RT/OT/DT entered
_images/nim_actuals_job_projection_users.png

Enter Projected RT, OT, & DT in the respective columns for the selected projection period.

Click the nim_save_changes button to save the changes.

The Projected Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Note

When a user has access to this section but does not have the “View Financial Details” permission, Projected Hardcost and Actual Hardcost columns in the Crew grid are removed.

_images/nim_actuals_job_projection_users_nodetails.png

Bid Items

Bit Items displays a grid of all bid items in all awarded bids that are not flagged as a 3rd Party Cost.

_images/nim_actuals_job_projection_bid_items.png

Under the Projected Non-Crew Hardcost column, enter the amount desired for the selected projection period. Note that this amount does not include any costs paid to crew members, since those costs are accounted for in the Crew section.

Click the nim_save_changes button to save the changes.

The Projected Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Expenses

Expenses displays a grid of all expense items in all awarded bids that are not flagged as a 3rd Party Cost.

_images/nim_actuals_job_projection_expenses.png

Under the Projected Hardcost column, enter the amount desired for the selected projection period.

Click the nim_save_changes button to save the changes.

The Projected Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Third Party Costs

Third Party Costs display a grid of items flagged as 3rd Party Costs in all awarded bids.

_images/nim_actuals_job_projection_3rd_party_costs.png

Under the Projected Hardcost column enter the amount desired for the selected projection period.

Click the nim_save_changes button to save the changes.

The Projected Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Additional Projected Items

Additional Projected Items allows users a place to enter unique projection entries that do not fall under the above categories.

_images/nim_actuals_job_projection_additional_items.png

To add a new projected item click the nim_add_button_blue button at the top right of the Additional Projected Items grid.

A blank line item will appear with a Projected Hardcost of $0.

Click the nim_edit_button button at the right of the item row.

_images/nim_actuals_job_projection_additional_items_edit.png

Enter a name for the item as well as a value to be included in the projection expenses calculation.

Click the nim_accept_button at the right of the item row to save the changes.

The Projected Amounts will be updated immediately upon saving the item’s changes.

Save Changes

Any time a change is made to the projections, the save button will turn red. This means there are unsaved changes and clicking off the page will loose any modifications. Click the red save button to save the changes. The save button will be grey when there are no new changes to be saved.

Actualization

The actualization tab provides up to date information for the current financial status of a job. The information here is calculated using the timecards entered for the job as well as any expenses logged in the job. For expenses that exceed the billed amount there is an opportunity to apply a reconciliation amount to be billed back to the client as well as apply markup or discount before adding to the Actual Total.

There are four main sections to Actualization:
  • Timecard Actualization - The bid line items for all awarded bids with associated tasks on entered timecards
  • Bid Items Without Submitted Timecards - Bid line items for all awarded bids that are not marked as 3rd Party Costs and do not have associated tasks on entered timecards
  • Expenses - All expense line items that are not marked as 3rd Party Costs on awarded bids
  • Third Party Costs - All bid items and expenses that are not marked as 3rd Party Costs on awarded bids
  • Additional Billed Items - User defined additional expenses to factor into the Actual Total
_images/nim_actuals_job_actualization.png

Timecard Actualization

Timecard Actualization displays a grid of bid line items for all awarded bids that have associated tasks on entered timecards.

The Timecard Actualization grid contains information related to:
  • Bid Item - The name of the bid line item
  • Bid Hours - The sum total of hours bid for all awarded bids
  • Actual Hours - The sum total of hours logged by user timecards associated with this bid line item
  • RT - The sum total of all regular time hours logged by user timecards associated with this bid line item
  • OT - The sum total of all over time hours logged by user timecards associated with this bid line item
  • DT - The sum total of all double time hours logged by user timecards associated with this bid line item
  • Diff - The difference between the Bid Hours and the Actual Hours
    Hours under the amount of Bid Hours are denoted in ()
  • Billed Amount - The sum total of bid line items for all awarded bids
  • Bid Hardcost - The sum total of bid line item hardcosts for all awarded bids
  • Actual Hardcost - The calculated hardcost based on each user’s timecards and their respective rate, rate type, P&W, and RT/OT/DT values entered in the Job Crew
_images/nim_actuals_job_actualization_timecards.png

Note

When a user has access to this section but does not have the “View Financial Details” permission, Billed Amount, Bid Hardcost, and Actual Hardcost columns in the Timecard Actualization grid are removed.

_images/nim_actuals_job_actualization_timecards_nodetails.png

Bid Items Without Submitted Timecards

Bid Items Without Submitted Timecards displays all bid line items for all awarded bids that do not have associated tasks on entered timecards.

The Bid Items Without Submitted Timecards grid contains information related to:
  • Bid Item - The name of the bid line item
  • Billed Amount - The sum total of bid line items for all awarded bids
  • Bid Hardcost - The sum total of bid line item hardcosts for all awarded bids
  • Actual Hardcost - The actual hardcost of the bid item
  • Location - The location to assign the cost
    This defaults to the Assigned Studio location
_images/nim_actuals_job_actualization_bid_items_without_tc.png

To reconcile costs for these items enter a value in the Actual Hardcost field for each line item.

The Save button at the top right of the Actuals Dashboard will turn red denoting changes that need to be saved.

Click the nim_save_changes button to save the changes.

The Actual Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Expenses

Expenses displays a grid of all expense line items for all awarded bids.

The Expense grid contains information related to:
  • Expense Type - The type of the expense
  • Billed Amount - The sum total of expense line items for all awarded bids
  • Bid Hardcost - The sum total of expense line item hardcosts for all awarded bids
  • Actual Hardcost - The sum total of expenses entered on the job that match the expense type
  • Reconciliation Amount - The difference between the Actual Hardcost and the Billed Amount
    Items over the original Billed Amount will be denoted by ()
  • Markup - Markup to be applied to the Reconciliation Amount
  • Discount - Discount to be applied to the Reconciliation Amount
  • Adjusted RA - The adjusted Reconciliation Amount as determined by Markup or Discount
  • Add To Total - Determines if this amount should be applied to the Actual Total
_images/nim_actuals_job_actualization_expenses.png

If an expense during production has exceeded the original billed amount there is an opportunity to recoup the expense cost as a reconciliation amount.

To recoup expenses that have exceeded the billed amount, enter the additional Markup or Discount to be applied to the Reconciliation Amount in the respective columns.

The Adjusted Reconciliation Amount will be automatically calculated.

Additionally the Adjusted Reconciliation Amount may be entered directly in the Adjusted RA column and the applicable Markup or Discount will be automatically calculated.

To add this value to the Actual Total, enable the nim_checkmark_off at the right of the expense line item in the Add to Total column.

When checked nim_checkmark_on, the Adjusted RA will be added to the Actual Total to reflect the new total amount needed to be billed to the client.
This information is used in Invoices when analyzing if the job has been fully invoiced.

Click the nim_save_changes button to save the changes.

The Actual Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Third Party Costs

Third Party Costs displays a grid of all third party cost line items from all awarded bids.

The grid contains information related to:
  • Third Party Cost - The type of the bid item or expense marked as a 3rd party cost
  • Billed Amount - The sum total of 3rd party costs of this type for all awarded bids
  • Bid Hardcost - The sum total of this type of 3rd party cost hardcosts for all awarded bids
  • Actual Hardcost - For bid items: the actual cost of this item, input here manually - For expenses: the sum total of expenses entered on the job that are marked as 3rd party costs and that match this expense type
  • Reconciliation Amount - The difference between the Actual Hardcost and the Billed Amount
  • Markup - Markup to be applied to the Reconciliation Amount
  • Discount - Discount to be applied to the Reconciliation Amount
  • Adjusted RA - The adjusted Reconciliation Amount as determined by Markup or Discount
  • Add To Total - Determines if this amount should be applied to the Actual Total
_images/nim_actuals_job_actualization_third_party_costs.png

If a third party cost during production has exceeded the original billed amount, there is an opportunity to recoup the cost as a reconciliation amount.

To recoup third party costs that have exceeded the billed amount, enter the additional Markup or Discount to be applied to the Reconciliation Amount in the respective columns.

The Adjusted Reconciliation Amount will be automatically calculated.

Additionally the Adjusted Reconciliation Amount may be entered directly in the Adjusted RA column and the applicable Markup or Discount will be automatically calculated.

To add this value to the Actual Total, enable the nim_checkmark_off at the right of the expense line item in the Add to Total column.

When checked nim_checkmark_on, the Adjusted RA will be added to the Actual Total to reflect the new total amount needed to be billed to the client.
This information is used in Invoices when analyzing if the job has been fully invoiced.

Click the nim_save_changes button to save the changes.

The Actual Amounts will be updated in the Actuals Dashboard once the current changes are saved.

Additional Items

Additional Billed Items allows users a place to enter unique billing entries that do not fall under the above categories.

_images/nim_actuals_job_actualization_additional_items.png

To add a new billed item click the nim_add_button_blue button at the top right of the Additional Billed Items grid.

A blank line item will appear with an Additional Billed Amount of $0.

Click the nim_edit_button button at the right of the item row.

_images/nim_actuals_job_actualization_additional.png

Enter a name for the item as well as a amount to be included in the actualization expenses calculation.

Click the nim_accept_button at the right of the item row to save the changes.

The Actuals Amounts will be updated immediately upon saving the item’s changes.

Save Changes

Any time a change is made to the actualization, the save button will turn red. This means there are unsaved changes and clicking off the page will loose any modifications. Click the red save button to save the changes. The save button will be grey when there are no new changes to be saved.

nim_save_grey nim_save_changes

Excel Export

Click the nim_excel_button button to export the actualization to Excel.

An Excel spreadsheet will be downloaded with tabs for each section of the actuals.

Tasks

The Tasks tab displays information related to the sum total of hours and hardcosts allocated to Tasks logged to the job. If timecards have been allocated directly to specific tasks then the total cost of the associated assets or shots will be displayed.

Note

When a user has access to this section but does not have the “View Financial Details” permission, all Actual Hardcost columns are hidden.

_images/nim_actuals_job_actualization_tasks.png

Task Types

The Task Types grid shows all timecard hours and crew costs organized by task type.

  • Task Type - The name of the task type
  • Estimated Hours - The total estimated hours assigned to tasks of this type on this job
  • RT - The sum total of regular time hours assigned to tasks of this type on this job
  • OT - The sum total of overtime hours assigned to tasks of this type on this job
  • DT - The sum total of double time hours assigned to tasks of this type on this job
  • Actual Hardcost - The sum total of hard costs based on the associated bid line item’s hard cost
_images/nim_actuals_job_actualization_tasks_types.png

Asset/Shot Tasks

The Asset/Shot Task grids show all timecard hours and crew costs organized by task type per asset/shot.

  • Task Type - The name of the task type
  • Description - The description associated with the asset or shot
  • Estimated Hours - The total estimated hours assigned to tasks of this type on this asset/shot
  • RT - The sum total of regular time hours assigned to tasks of this type on this asset/shot
  • OT - The sum total of overtime hours assigned to tasks of this type on this asset/shot
  • DT - The sum total of double time hours assigned to tasks of this type on this asset/shot
  • Actual Hardcost - The sum total of hard costs based on the associated bid line item’s hard cost
_images/nim_actuals_job_actualization_tasks_shots.png

Excel Export

Click the nim_excel_button button to export the task breakdown to Excel.

An Excel spreadsheet will be downloaded with tabs for each section of the actuals.

Crew

The Crew tab displays information related to the sum total of hours and hardcosts allocated to the Crew logged to the job.

Note

When a user has access to this section but does not have the “View Financial Details” permission, all Actual Hardcost columns are hidden.

Crews are grouped by Staff and Freelance then summarized by line item as:
  • User - The user who logged the house
  • User Type - The user type defined in the user’s profile
  • RT - The sum total of regular time hours defined by the users job crew settings
  • OT - The sum total of over time hours defined by the users job crew settings
  • DT - The sum total of double time hours defined by the users job crew settings
  • Actual Hardcost - The sum total of hard costs based on the users rate defined by the users job crew settings
_images/nim_actuals_job_actualization_crew.png