Cost tracking
Cost tracking in scalenow AI allows you to monitor project expenses, including labor and unit costs, directly through work packages.
By linking budgets to work packages, you can log and track costs such as time spent, travel expenses, or other predefined cost types. Costs are automatically calculated based on configured rates and logged units, with options for manual adjustments.
The system provides a clear overview of planned and spent costs, ensuring accurate budget management and transparency throughout the project.
Log Unit Costs
scalenow AI offers various means of logging time.
To log unit costs in scalenow AI, you must first activate the Time and Costs module and the Budget module in the project settings. Once activated, follow these steps:
Link Budget to a Work Package:
- Navigate to the work package details view, select a budget from the dropdown menu, and link it to the work package.
Access Unit Cost Logging:
- Option 1: In the work package details view, click the Log Unit Costs button in the top-right corner.
- Option 2: In the work package table, double-click on the desired work package row. A menu will appear where you can select Log Unit Costs.
Log Unit Costs:
A form will open where you can enter the following details:- Work Package ID: The default ID of the selected work package is pre-filled. You can change this to log unit costs for a different work package.
- Date: Specify the date for the unit costs being logged.
- User: Select a project member from the dropdown menu for whom the unit costs are being logged. Placeholder users cannot be selected.
- Cost Type: Choose from predefined cost types (e.g., consultant days, licenses), configured in the Administration. Each cost type has its own units and associated costs per unit. You’ll need specific permissions to create or edit cost types.
- Units: Enter the number of units to be logged. The costs will be automatically calculated based on the number of units and the defined cost per unit.
- Manual Adjustments: If necessary (e.g., due to discounts or special agreements), manually adjust the calculated costs by clicking the pencil icon next to the sum.
- Comments: Add detailed notes in the comment field to describe the logged costs.
Save the Log:
- Click Save to confirm the unit cost log.
Review Logged Costs:
- The spent unit costs and the total overall costs will be displayed in the Work Package Details view, providing a clear overview of cost tracking for the work package.
This feature in scalenow AI ensures precise tracking and management of unit costs, enhancing budget transparency and project cost control.
Edit ,Delete Logged Costs
To view and edit logged costs for a work package in scalenow AI , follow these steps:
View Logged Costs:
- Navigate to the Work Package Details view.
- The total spent costs for the work package are displayed.
- Click on the total logged costs to access detailed cost information.
Edit Cost Entries:
- The detailed logs are shown in a cost report.
- Click the Edit,Delete icon (pencil) next to the cost entry you wish to modify.
Update Cost Details:
- The cost entry details will open, allowing you to make changes, similar to logging costs for a work package.
- If you need to adjust costs manually (e.g., to account for discounts or special agreements), click the Edit icon next to the cost entry and manually input the desired cost.
Save Changes:
- After making the necessary updates, click Save to apply the changes.
Log Unit Costs
scalenow AI offers various means of logging time.
To log unit costs in scalenow AI, you must first activate the Time and Costs module and the Budget module in the project settings. Once activated, follow these steps:
Link Budget to a Work Package:
- Navigate to the work package details view, select a budget from the dropdown menu, and link it to the work package.
Access Unit Cost Logging:
- Option 1: In the work package details view, click the Log Unit Costs button in the top-right corner.
- Option 2: In the work package table, double-click on the desired work package row. A menu will appear where you can select Log Unit Costs.
Log Unit Costs:
A form will open where you can enter the following details:- Work Package ID: The default ID of the selected work package is pre-filled. You can change this to log unit costs for a different work package.
- Date: Specify the date for the unit costs being logged.
- User: Select a project member from the dropdown menu for whom the unit costs are being logged. Placeholder users cannot be selected.
- Cost Type: Choose from predefined cost types (e.g., consultant days, licenses), configured in the Administration. Each cost type has its own units and associated costs per unit. You’ll need specific permissions to create or edit cost types.
- Units: Enter the number of units to be logged. The costs will be automatically calculated based on the number of units and the defined cost per unit.
- Manual Adjustments: If necessary (e.g., due to discounts or special agreements), manually adjust the calculated costs by clicking the pencil icon next to the sum.
- Comments: Add detailed notes in the comment field to describe the logged costs.
Save the Log:
- Click Save to confirm the unit cost log.
Review Logged Costs:
- The spent unit costs and the total overall costs will be displayed in the Work Package Details view, providing a clear overview of cost tracking for the work package.
This feature in scalenow AI ensures precise tracking and management of unit costs, enhancing budget transparency and project cost control.