You can track how your work orders and proposals relate to the uploaded budget in the following ways:

Via the Work Orders List page
Via the Proposals List page
Via the SC Mobile app
Via the Budget Insights Report dashboard in Analytics

Via the Work Orders List

By clicking the Budget button on the Work Orders List page, you will access budget details.

Via the Proposals List

By clicking the Budget button on the Proposals List page, you will access the budget details.

Via the SC Mobile App

You can view budget-related information on the Proposal Details or Work Order Details screens in the ServiceChannel Mobile app.

Expand the section to learn more about Budget Insights on proposals.

You will see the general information about the budget you currently viewing:

a. The Budget Level section. You can navigate between the calendars and periods to view how the proposal influences your budget at different budget levels.

b. Tracking Number. The tracking number of the work order a proposal linked to.

c. Tracking Number Budget Value. The value of the budget amount work order that the proposal is attached to.

d. The Fiscal Year Name and Fiscal Period at the selected budget level.

e. The Fiscal End date shows the end date when the selected budget level becomes inactive.

f. The Budget Risk Status shows how the proposal relates to the selected budget period or calendar. It may have one of the following 3 statuses:

g. The Remaining Budget Amount in the currency you specified for your budget. The amount changes as you change the fiscal period or fiscal calendar the proposal relates to.

h. NTE. The Not-to-Exceed amount of the work order linked to a proposal.

i. The Amount Types for the selected budget period display the spend types (Incurred, Forecasted, Total Budget for a Certain Period).

Expand the section to learn more about Budget Insights on the work order.

You will see the general information about the budget you currently viewing:

a. The Budget Level section. You can navigate between the calendars and periods to view how the work order influences your budget at different budget levels.

b. Tracking Number. The tracking number of the work order.

c. Tracking Number Budget Value. The value of the work order budget amount the budget is assigned to.

d. The Fiscal Year Name and Fiscal Period at the selected budget level.

e. The Fiscal End date shows the end date when the selected budget level becomes inactive.

f. The Budget Risk Status shows how the work order relates to the selected budget period or calendar. It may have one of the following 3 statuses:

On Track. If a work order NTE amount fits in with your budget and forecasted expenses, you will see this status.
At Risk. Shows that a work order amount may potentially lead you to going beyond the budget, and you should pay attention to it.
Overspend. This status means the work order amount is already beyond your budget for the selected period.

g. The Remaining Budget Amount in the currency you specified for your budget. The amount changes as you change the fiscal period or fiscal calendar the proposal relates to.

h. NTE. The Not-to-Exceed amount of the work order.

i. The Amount Types for the selected budget period display the spend types (Incurred, Forecasted, Total Budget for a Certain Period).

Via the Budget Insights Report Dashboard in Analytics

By viewing the projected and actual budget spending on the Budget Insights Report dashboard in the Analytics module.

Calculating Budget Amounts

Here you will learn how incurred, forecasted, and remaining budgets are calculated.

Incurred Budget

The incurred budget is calculated based on the invoice amounts of Completed work orders for a given fiscal period. The fiscal period is determined by the work order completion date.

Forecasted Budget

There are several ways to calculate the forecasted budget: based on the not-to-exceed amount, based on the invoice average across all locations, and based on the invoice average by region.

Not-to-Exceed Amount	Invoice Average Across All Locations	Invoice Average Based on Region
Approved proposal OR Not enough work orders to calculate the invoice average	At least 5 work orders over the past 12 months No approved proposals The same Trade/Category/Priority combo across locations	At least 5 work orders over the past 12 months No approved proposals The same Trade/Category/Priority combo for each region

Based on the not-to-exceed (NTE) amount:

By default, when there is an approved proposal for a work order assigned to a budget, then we take the work order NTE amount and add it up to the forecasted total.

Should you choose to calculate your forecasted budget based on NTE amounts at all times, contact your Customer Success Manager.

Based on the average invoice amount:

When there are no approved proposals, then we take the average invoice amount. The invoice average is calculated for work orders of the same Trade/Category/Priority combo as the analyzed work order assigned to the budget across all locations for the past 12 months.

The minimum of 5 work orders is required to calculate the invoice average. In case you have fewer work orders, we will add up the NTE of each work order to the forecasted total.

Check the example below illustrating how the forecasted budget calculation works across all locations.

You have 5 work orders created over the past 12 months for the same Trade/Category/Priority combo.

Work order 1: Trade/Category/Priority/Location 1 — $200 invoice total
Work order 2: Trade/Category/Priority/Location 2 — $500 invoice total
Work order 3: Trade/Category/Priority/Location 3 — $800 invoice total
Work order 4: Trade/Category/Priority /Location 4 — $700 invoice total
Work order 5: Trade/Category/Priority/ Location 5 — $200 invoice total

Invoice average for all locations = (200 + 500 + 800 + 700 + 200)/5= $480

Invoice average based on region:

The invoice average can also be calculated at a regional level, allowing you to increase the forecast accuracy even further.

Contact ServiceChannel to set up the regional level calculation for you.

Check the example below illustrating how the forecasted budget calculation works based on region.

You have 5 work orders created over the past 12 months for the same Trade/Category/Priority combo.

Work order 1: Trade/Category/Priority/Region 1 — $200 invoice total
Work order 2: Trade/Category/Priority/Region 1 — $500 invoice total
Work order 3: Trade/Category/Priority/Region 2 — $800 invoice total
Work order 4: Trade/Category/Priority/Region 2 — $700 invoice total
Work order 5: Trade/Category/Priority/no region specified — $200 invoice total

Invoice average is calculated for each region:

Trade/Category/Priority/Region 1 = (200 + 500)/2 = $350
Trade/Category/Priority/Region 2 = (800 + 700)/2 = $750
Trade/Category/Priority/no region specified = 200/1 = $200

Total invoice average = 350 + 750 + 200 = $1300

Remaining Budget

The amount of budget that is still available for spending after deducting the expenses incurred.

Fiscal Period for the Forecasted Budget

To associate a work order with the right fiscal period within the scope of the forecasted budget, ServiceChannel applies the following two methods — depending on the work order status. Note that a work order can be assigned to one fiscal period at a time.

1 For Open and In Progress work orders — based on the scheduled date

2 For Completed work orders — based on the completion date

When a work order is in the Open or In Progress status (and it hasn’t been completed yet), the fiscal period will be determined based on the scheduled date. If the scheduled date falls within the fiscal calendar, the work order will be assigned to the forecasted budget.

By default, only In Progress work orders are included in the forecasted budget calculation. Should you need to include Open work orders as well, contact your ServiceChannel representative.

Important: If a WO is incomplete and its scheduled date has already passed, then we will use the current date (date when the calculation is run, which is every night) to see if it falls within the fiscal calendar. If the current date falls within the existing fiscal calendar, the WO will be linked to the budget. This ensures that Open and In Progress WOs roll over to active periods until they are completed.

Should you want to use the scheduled date for the fiscal period assignment instead of the current date, reach out to your ServiceChannel representative.

When a work order has been completed, and its completion date falls within an existing fiscal period, the work order will be linked to that fiscal calendar.

In this Article

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