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Forecasted cost vs Purchase orders

Question asked by Wouter.Revenberg on Mar 13, 2015
Latest reply on Mar 20, 2015 by sparc.helpdesk

Hi there,


in our organizations project managers are responsible for an up to date Financial forecast, to be created in a cost/budget plan. We grouped the financial plans according to roles. For non labor cost we use expense type roles.

For non labor cost purchase orders are created. These result into a booking in our financial system and the cost are booked on the project. We have reports in place that compare the actual bookings with the forecast, but it remains cumbersome to compare the forecast with the actuals. The project managers forecast of the cost often differs from the moment the booking or even the reservation for the financial booking is made in the financial system and when the forecast is higher than the actual bookings(+reservations) in the financial system is difficult to see if the project manager has forecasted too much cost or if these cost in his forecast will still come. The linking pin would be to group the financial forecasts in Clarity per Purchase order. Project managers know which Purchase Orders are created for their project and they are referenced in the booking in the financial system. If we know the purchase orders in the financial forecast we can easily see if the actual cost are lower or than foreseen or if a complete purchase order is missing in the financial system/ 


We have been searching if we can group the financial plans in such a way that we can indicate per line in the plan details which Purchase order is linked to those forecasted cost, but we have not found a good way for this. It is possible to add a custom attribute to the cost plan details object to store a Purchase order number, but it is not possible to have to line items of the same kind (e.g. 2 consultants work on the project with 2 different Purchase orders), we can only add the consultant role once in a financial plan.


has anybody an idea how to tackle this?