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actual cost in P6

18 replies [Last post]
Dev Tamboli
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Hi,

when I am updating the schedule I am not getting the actual cost updated even thought the activity is 100% complete. kindly advise whether I have to select any option to update the actual cost with the activitiy % complete or it can be done only manually?

cheers,

Dev

 

Replies

Aneeqa Malik
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Mr. Simon Willson

Good Evening!

I cannot see the pictures, can you please share on email?

Zoltan Palffy
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budget costs dates will not change the actual costs and the remaining costs wil change

if you have link actual units and costs to duration % complete. And you update the duration % complete

this is done at the project level make sure that your project is open 

Aneeqa Malik
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My Program contains only Material Cost.

I have updated the progress manually, and the program dates have been changed to new dates.

 

But the dates for Budgeted Units did not change.

 

Can anyone please help, I have to submitt my project Tomorrow.

Zoltan Palffy
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actual costs will not update automaticaly unlesss you are using clacualte costs from units.

units will update actuals based on percent complete if you have the link checked. 

farah khan
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Hi Simon Willson,

Pictures are not visible to me can you please check this problem.... Thank you for such wonderful knowledge and help.
YILMAZ UCAR
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Hello Simon Willson,

I am not able to see these pictures what you uploaded on web site.

Would you send my e-mail please?

alpertunga_2601@hotmail.com

Regards

Bogdan Dumitrache
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Very good post. What happens if the activities  have already those resources assigned? Ticking the option 'calculate cost from units' at the resource level does not update the same field for all activities where that resource is already assigned.

The clumsy solution is to go at each activity and tick the field which might take some time if you have thousands of activities or do a global change and modify that field from 'no' to 'yes'.

R. Catalan
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Dev,

Actuals should come from your actual projects costs (timesheets, POs, Invoices, etc). It would be easy if your programme activities are mirrored with BOQ items and your QS/Cost Controllers are very cooperative in sharing this info. An excel sheet can be utilize for updating and exporting/importing to/from P6.

 

Kind regards,

R. Catalan

thaer ghanim
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hi Marwin 

 

Since when you imoprt again to another computer the Unit /Price will be 0 and all manuall cost u add it it will become zero ,

but you can apply global change ,by taking all the cost to custmized coloum by using global change ,and after import you need to apply global change again to get the value in your cost .

 

Marwin U
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Hi,

 

Just a followup question regarding this thread, if i manually input the budgeted cost and actual cost (having no price/unit) and run the program. I'm having what I need. But upon exporting the XER file to another computer, all the Costs became zero. Is that an implication due to manually inputing of costs?

Utku Çil
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I'm having the same problem but in the opposite manner. Among the resources I have assigned, some has the option "Auto compute actuals" checked and the others does not. However, when I update the schedule, I am getting actual costs for both checked & unchecked resources as I expect to see "0" for unchecked resources.

Thanks in advance.

Haitham Khaireldin
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The program has a resource which is "Cost" and the budgeted cost is loaded without unit price. Thats why i have only "Auto Compute Actuals" turned on

Does that mean, I should update the cost manually? then what are the actuals which are auto computed?

I just figured out that when I change the activity % complete, the budgeted/actual/remaining units change but the cost does not change!!!

Roland Tannous
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Haitham,

Are you assigning a budget manually?

or you're using resources?

If you're using resources.

Go to ----> Enterprise Menu----> Resources

Find your resource in the upper part of the window. Once you find it , click on its name. 

In the lower part of the window click the "Details" tab. Turn on both "Auto Compute Actuals" and Calculate "Costs from Units" for this resource.

I think you need to have a Price/Unit under the "Unit & Prices" tab as well.

Once done assign your resource to your activity...etc.

Haitham Khaireldin
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Anyone?....
Haitham Khaireldin
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Hi Simon,

Can you please re-upload the pictures as i am not able to see them. Actually i am facing the same problem. I have budgeted cost without unit rates thats why i am only using the auto compute actuals option but after updating schedule the actual cost is not updated accordingly.. Am i missing something??!! Please this is very urgent

Dev Tamboli
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Hi Simon,

It was clear and great help to me.

I have changed my settings now and it works.

thanks for the support.

cheers,

Dev

 

Simon Willson
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Hi Dev,

I think your problem is down to the way your resource dictionary is configured (depending upon your set up, may need system administrator to sort out - you will at least need admin rights to configure). 

If your resource doesn't have the 'auto compute actuals' box checked in the dictionary, it will not be possible to calculate actual costs from the number of units progressed.

I have enclosed a couple of screen shots which hopefully explains what is happening. 

 

191
picture1.png

 

Each resource has 2 calculation settings embedded with the resource.  Auto Compute Actuals and Calculate Costs from Units.  Auto Compute Actuals does exactly what it says; P6 will calculate the actual price based upon the number of units used.  The second tick box is Calculate Costs from Units.  This will calculate the Budgeted Total Cost for the resource assignment based upon the resource unit price and the number of units assigned (note, if this is selected with a zero unit price, each time you reschedule, the BTC for the resource will default to zero even if you have manually input a price).

 

193
picture2.png

The second screen above now shows 2 activities.  Both are for the same duration but one has the resource assigned with both ‘Calculate Costs from Units’ and ‘Auto Compute Actuals’ selected.  

For the purpose of this demonstration I have created 2 resources, one with a unit cost and the other without.  

The project has been scheduled to the latest data date. 

185
picture3.png

The screen shot above shows the starting point with the new resources assigned. 

 

Now, for arguments sake, I have manually assigned a budget to the resource with the zero unit cost.

The next screen shot shows what happens when progress is assigned.  For this example, I have used the update progress tool.

Note activity A1000 has calculated the actual cost based upon the number of units burned in the progress update.  The other activity A1010 has not assigned any actual cost. 

186
picture4.png
For the next example (below), I have manually assigned a budgeted total cost of $10,000. 

187
picture5.png

I will also have to manually assign the actual cost as well (see below). 

188
picture6.png

For the final part of the demonstration, I am going to check the ‘Calculate Costs from Units’ box for activity A1010.  Remember, this activity has a zero unit cost. 

The following warning will appear.

189
picture7.png

 

190
picture8.png

Note now the budget which I manually assigned to be $10k has reset to zero as the resource unit price is $0 (80 hours x $0 = $0).

I hope this clears things up?

Cheers

 

Simon

Amit Parmar (PMP)
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Hi,

You have to "check" the option "Auto compute Actuals" against the resource name, where you want the actuals to be updated automatically. You can find it under "details" when you make a new resource or add a column in the resources view.

Regards

Amit