SmartBudget setup checklist

Assign the Cost & Billing Administrator default permission set to the user who will be setting up cost and role data, and adding and committing SmartBudgets

To assign sets to users:

Administration > Users > Roles & Permissions tab

This permission set is based on the Administrator type, and has SmartBudget access enabled, along with all of the other permissions required to set up and use SmartBudget

Ensure all needed billable roles exist

Administration > Projects > Project Roles

At least one role must exist. You don’t need to assign rates.

Ensure you’ve selected Yes for the Billable field.

Ensure all users are assigned the appropriate primary role

Resource Management > Roles field 

Each billable role must be assigned to at least one user before you can add a SmartBudget.

You can assign roles to non-billable users, but it’s not required.

Enter all business costs for your organization

Administration > Company > Business Costs

This might include rent, utilities, insurance, office equipment and supplies, entertainment, travel expenses, etc.

Business costs are typically added as annual amounts.

Business costs will apply to any SmartBudget whose period overlaps the cost effective dates by at least one day. This establishes an amount per day rate, that the SmartBudget will apply to each day in the plan.

If a SmartBudget is created with no overlapping business costs, no business costs will be factored into that plan’s calculations.

Ensure all users have a direct cost assigned

Administration > Users > Billing & Cost tab

This value represents the employee’s total costs to your organization, excluding  costs covered under business costs. It typically includes salary, paid time off, cost of travel, etc., and is usually added as an annual amount.

Ensure all users are assigned an office schedule

To create schedules:

Administration > Schedules > Office Schedules 

To assign them to users:

Administration > Users > Schedule tab

Scheduled hours are used to determine the hours used in cost calculations. If no schedule is in effect, the last hours per day value is used.

Schedule effective dates do not have to overlap with the plan period.