The actual costs of a project come from three sources: booked hours, materials issued from stock (Houtvoorraad & Materiaalplanning (Timber stock & material planning) add-on) and costs you register yourself. In addition, Beamcore can count production and transport costs automatically. In the post-calculation you put everything next to the budget per cost category. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Registering costs
Under Projectfinanciën → Kostenregistratie (Project finance → Cost registration) you record costs that do not come automatically from hours or stock, such as transport, crane, external crews and hired staff.
- Choose the Project and click Kosten toevoegen (Add costs).
- Fill in the Kostencategorie (Cost category), Omschrijving (Description), Datum (Date) and the Bedrag excl. btw (Amount excl. VAT). A negative amount is a credit note or return, for example -250,00.
- Optionally fill in the Leverancier of vervoerder (Supplier or carrier), the Factuur- of referentienummer (Invoice or reference number) and a Toelichting (Explanation). The same number can only be used once per project, so an invoice is never counted twice.
A cost entry is never deleted. If something is wrong, click Laten vervallen (Void) and give a Reden (Reason). The entry stays visible as voided and no longer counts. Then register the correct entry again if needed.
The post-calculation
Under Projectfinanciën → Nacalculatie (Project finance → Post-calculation) you choose the project. At the top are the Contractwaarde (Contract value), what is Begroot (Budgeted), the costs Werkelijk tot nu toe (Actual so far), the Nog te verwachten kosten (Costs still expected) and the Verwacht eindresultaat (Expected final result) with the margin. For a completed project the last one is called Resultaat (Result).
The table Begroot tegen werkelijk per categorie (Budgeted versus actual per category) shows per main category what was budgeted, what was actually spent and the difference. A difference over budget is shown in red.
- Issued materials are under Materialen (Materials).
- Hours on a part that is linked to a cost category are under that category as "waarvan uren" (of which hours).
- Hours on a part without a link are shown separately as Arbeid zonder kostencategorie (Labour without cost category).
- Automatic costs are under Productie (Production) and Transport as "waarvan automatisch" (of which automatic).
If something is missing for a sound calculation, you see the block Berekening onvolledig (Calculation incomplete), for example if there is no accepted quote or no approved budget yet. For a running project the actual costs are the costs so far, not the final figure.
With Exporteren naar Excel (Export to Excel) and Exporteren naar PDF (Export to PDF) you download the post-calculation with the same figures as on screen.
Hours per cost category
Hours are booked on a project part. Under Projectfinanciën → Instellingen (Project finance → Settings), block Uren per kostencategorie (Hours per cost category), click Onderdelen koppelen (Link parts) and choose a cost category per part name. The link applies to all projects with a part of that name. This is how you count assembly hours under Montage (Assembly).
Production and transport costs automatically
On the same screen, under Kosten automatisch uit andere modules (Costs automatically from other modules), you use Automatische kosten wijzigen (Change automatic costs) to choose which costs Beamcore adds to the post-calculation itself. By default everything is off.
- Productiekosten uit de productieregistratie (Production costs from production registration, Productie (Production) add-on): the time at the production tables times the internal rates, under Production. Choose Alleen machinekosten (Machine costs only) if employees also book their production hours in time registration, otherwise labour is counted twice. Choose Arbeid en machinekosten (Labour and machine costs) if they do not.
- Transportkosten uit geladen transporten (Transport costs from loaded transports, Transport & laden (Transport & loading) add-on): the costs per trip plus the costs per rack of the truck, under Transport, once loading has been confirmed. A load plan alone books nothing. Do not also register the invoice for the same trip as a cost entry.
Assembly has no automatic costs: assembly hours go through Hours per cost category, and you register the rest as a cost entry.
Post-calculation per composition
If you work with compositions (Productie (Production) add-on), you see the Nacalculatie (Post-calculation) block for an opened composition in the Samenstellingen (Compositions) tab of a project. Per element you see the active time, the labour and the estimate, with the assembly of the composition itself below and the Verschil in tijd (Difference in time). Anyone who may see salary and rates also sees the costs: production at the internal rates, additional materials, actual costs, budgeted costs and the difference. With Begroting wijzigen (Change budget) you fill in the Begrote samensteltijd (uren) (Budgeted assembly time, hours), the Begrote kosten (excl. btw) (Budgeted costs, excl. VAT) and the actual costs of additional materials, and click Begroting opslaan (Save budget).