Spread Expense Amounts on Contract Grid

Depending on how you are planning expenses, Navigator can automatically copy the planned direct or indirect expense amounts from the Expenses planning grid into the Direct Expenses or Indirect Expenses column on the Contract grid.

Contents

Field	Description
Fill Button	If Direct/Indirect Expenses are part of the Compensation amount and you have already planned for your expenses on the Expenses page, you can use the Fill button to populate the Direct/Indirect Expenses column. This copies the direct/indirect expense planned amounts entered on the Expenses planning page into this column for the planned WBS level. You can modify these amounts as needed. If amounts were not planned at the project's lowest WBS level, the amounts are spread to lower levels. The spread is calculated based on the proportion of compensation at each level. You can use the Fill button at any time to replace the amounts in the column. The Fill button displays when the following conditions are true: The project has a Navigator Plan. The Expenses Planning tab is enabled in Vision > Configuration > Planning > Plan Settings. The Expenses Planning Level is set low enough to include all of the project's WBS levels.
Navigator Plans	If the project has a Navigator plan, you can use the Direct/Indirect Expenses column to indicate how much of the WBS element's compensation is either direct expenses or indirect expenses. If expenses are planned on the Expenses page, you can use the Fill button to populate the column. If expenses are not planned on the Expenses page, you can enter a Direct/Indirect expenses contract amount in this field. If you need to modify the amounts, you must do so at the lowest WBS level. If amounts were not planned at the project's lowest WBS level, the amounts are spread to lower levels. The spread is calculated based on the proportion of compensation at each level. You can use the Fill button any time to replace the amounts in that column. Note: This column continues to display when Expenses planning is not enabled. This allows you to identify how much of the compensation amount is expenses. Amounts entered in the Direct Expenses column do not change Planned amounts on the Expenses planning grid. However, as you enter these amounts, amounts on the Labor column on the Contract grid and the Contract charts update immediately without requiring a refresh or save.
Vision Plans	When the project has one or more Vision plans, the Direct Expenses column displays the planned direct or indirect expenses if Compensation is set to include labor and direct expenses. This is determined by the following setting in Vision > Configuration > Planning > Plan Settings. For Vision plans viewed in Navigator, compensation equals: Labor and Direct Expenses: Compensation in Navigator is made up of labor and direct expenses. The direct expense planned bill amount from the Vision plan displays in the Direct Expenses column on Navigator's Contract planning grid. Navigator uses this amount to determine how much of the compensation is labor by applying the following calculation: Labor Contract = Compensation - Direct Expense Contract Labor: Navigator identifies all of compensation as labor. The Direct Expenses column on Navigator's Contract planning grid will equal 0. Note: If you are using Vision Multicompany, you must set this for each company.
Settings that Impact How Amounts are Spread	Refer to the following settings for information on how amounts are spread.
Project Fee Entering Method is Lowest Level	If Expenses Planning Level is not set to the project's lowest WBS level, Navigator checks the Project Fee Entering Method in Vision > Configuration > Accounting > System Settings. If it is set to Lowest Level, Navigator must calculate how to spread the amount down to the lowest level.
Expenses Planning Level = Project	When the project has associated phases or phases and tasks, Navigator calculates the amount to assign to each lowest element of the WBS based on the element's compensation amount and the parent's compensation and planned direct or indirect expense amounts. This amount is then assigned to the lowest WBS element row in the Direct (or Indirect) Expenses column on the Contract planning grid. The amount for each lowest level WBS element is calculated as follows: (Lowest Level WBS ID's Compensation/Parent Level WBS ID's Compensation) * Project's Planned Direct Expenses If all of the lowest level WBS ID's or the parent level WBS ID's compensation is zero. If the compensation is zero for all WBS elements, the planned amount is spread evenly for all lowest level elements. If some lowest level WBS IDs have zero compensation and others have different amounts, the planned amount is split among the lowest level WBS IDs that have compensation using the calculation listed above.
Expenses Planning Level = Phase	When the project has associated phases or phases and tasks, Navigator calculates the amount to assign to each lowest level ID as follows: If the phase or phase's task's compensation is zero, the planned amount is spread evenly among the tasks. If the compensation is zero for all elements in the WBS, the planned amount is spread evenly for all elements. If some tasks have zero compensation and others have different amounts, the planned amount is split among the tasks with compensation using the following calculation: (Task's Compensation/Phase's Compensation) * Phase's Planned Direct Expenses
Project Fee Entering Method is At All Levels	If Expenses Planning Level is not set to the project's lowest WBS level, Navigator checks the Project Fee Entering Method in Vision > Configuration > Accounting > System Settings. If this setting is At All Levels, Navigator looks at the Expenses Planning Levels as follows.
Expenses Planning Level = Project	If Project is the lowest WBS level, click the Fill button to sum the planned amount for each direct expense type at the Project level. However, if Project is not the lowest WBS level, Navigator cannot determine the expense contract for the lowest level and you must enter the amounts manually.
Expenses Planning Level = Phase	If Phase is the lowest WBS level, click the Fill button to sum the planned amount for each direct expense type at the Phase level. However, if Phase is not the lowest WBS level, Navigator cannot determine the expense contract for the lowest level and you must enter the amounts manually.
Expenses Planning Level = Lowest Level	Navigator sums the planned amount for each direct expense type on the lowest WBS element. This amount is assigned to the corresponding row in the Direct (or Indirect) Expenses column on the Contract grid.