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Adding an revenue

To budget an revenue, either click the Create Revenu button or hit the "a" (for add) shortcut key. This brings the revenue edition dialog. Check the "create another" box at the bottom of the dialog in order to create many revenues in sequence.

The following table describes the various fields of the revenue edition dialog.

Name	The name of the revenue as it will be displayed on the left side of the budget. Examples: Rent for 222 Main Street, IDE licenses, Printer toner, Web hosting fee
Amount	The amount of this revenue. Note that in the case of a recurrent revenue, the amount of the revenue will depend if it is amortized or not. If the revenue is amortized, the amount entered here will be evenly split on the number of payments defined in the recurrence definition (see Recurring field below). Otherwise, the amount of each payment will be the amount entered in this field.
Category	The category of the revenue. See section Categories for more details on each option.
Type	A type for the revenue is used to group revenues. While typing in this field, types entered previously for other revenues that match what you type will be suggested to you for completion to help you avoid typos and duplications. Examples: Rent, Office furniture, Licenses, etc.
Recurring	By default, an revenue occurs only once. To change the date of occurrence of that revenue or to make the revenue recurrent (and possibly amortized), click the edit link. This brings up a dialog allowing you to define the recurrence for that revenue. As you change the values in that dialog, you will be presented with a phrase explaining the recurrence, in the text area located just above. See section on revenue recurrence for more details on the Recurrence dialog.
Amortized	If the Repeat value in the Recurrence dialog is changed to something else than Once, then an amortized checkbox appears under the Recurring field. Check this box if you want the Amount of this revenue to be evenly split in payments occurring on dates defined in the Recurring field.
Description	An optional, free form description of the position.

Revenue recurrence

When editing an revenue, you can define the dates of its payments using the Recurrence dialog that appears when clicking the edit link of the Recurring field in the revenue edition dialog. The recurrence dialog gives you great flexibility on defining when the payments should occur. A recurrent revenue can occur Daily, Weekly, Monthly or Yearly. Furthermore, each of these frequencies brings other options to further specify dates of occurrence.

Daily revenue

Select "Daily" in "Repeat" field to specify a daily revenue. A daily revenue can occur at some interval, for example, every 3 days.

The following table describes the various fields of the daily revenue dialog

Repeats every

The interval in days separating payment occurrences.

Example: Every 3 days.

Starts on

The date the first payment will occur for that revenue.
That date can be specified outside of the folio's time frame.
In that case, no payment (and thus no cost) will be calculated for that revenue in the budget and a warning will be displayed next to the revenue's name.

See Expenditures and Portfolio Time Frame for more details.

Ends

One of three options:

Never, means it will end at folio's end date; it will also be considered in the forecasts if the Estimated date to completion is later than the folio's end date.
After a specified number of occurrences;
On a specified date.

Weekly revenue

Select "Weekly" in "Repeat" field to specify a weekly revenue. A weekly revenue can occur at some interval, for example, every 3 weeks. It can also occur on more than one specified days of the week for each period

Repeats every	The interval in weeks separating payment occurrences. Example: Every 3 weeks.
Repeat on	Check the days of week the payments will occur for the revenue.
Starts on	The date on or after which the first payment will occur for that revenue. If the date entered does not match the other criteria, then the first payment will occur on the first date matching the definition occurring after that date. The date can be specified outside of the folio's time frame. In that case, no payment (and thus no cost) will be calculated for that revenue in the budget and a warning will be displayed next to the revenue's name. See Expenditures and Portfolio Time Frame for more details.
Ends	One of three options: Never, means it will end at folio's end date; it will also be considered in the forecasts if the Estimated date to completion is later than the folio's end date. After a specified number of occurrences; On a specified date.

Monthly revenue

Select "Monthly" in "Repeat" field to specify a monthly revenue. A monthly revenue can occur at some interval, for example, every 3 months. It can also be specified to occur on a given day of the month (e.g. Every 7th day of the month) of on a given day of week (e.g. Every second Monday of the month).

The following table describes the various fields of the monthly revenue dialog.

Repeats every

The interval in months separating payment occurrences.

Example: Every 3 months.

Repeat by

One of two options:

Day of the month: the payments will occur on the day of the month specified by the date entered in "Starts on" field. (e.g. Every 7th day of the month)
Day of the week: the payments will occur on the day of the week specified by the date entered in "Starts on" field. (e.g. Every second Monday of the month)

Starts on

The date on or after which the first payment will occur for that revenue.
If the date entered does not match the other criteria, then the first payment will occur the first date matching the definition occurring after that date.
The date can be specified outside of the portfolio's time frame. In that case, no payment (and thus no cost) will be calculated for that revenue in the budget and a warning will be displayed next to the revenue's name.

See Expenditures and Portfolio Time Frame for more details.

Ends

One of three options:

Never, means it will end at portfolio's end date; it will also be considered in the forecasts if the Estimated date to completion is later than the portfolio's end date.
After a specified number of occurrences;
On a specified date.

Yearly revenue

Select "Yearly" in "Repeat" field to specify a yearly revenue. A yearly revenue can occur at some interval, for example, every 3 years.

The following table describes the various fields of the monthly revenue dialog.

Repeats every

The interval in years separating payment occurrences.

Example: Every 3 years.

Starts on

The date of the first payment for that revenue. The date can be specified outside of the portfolio's time frame.
In that case, no payment (and thus no cost) will be calculated for that revenue in the budget and a warning will be displayed next to the revenue's name.

See Expenditures and Portfolio Time Frame for more details.

Ends

One of three options:

Never, means it will end at portfolio's end date; it will also be considered in the forecasts if the Estimated date to completion is later than the portfolio's end date.
After a specified number of occurrences;
On a specified date.

Custom fields

If you add Custom revenue fields in the Folio configuration screen they will available in Actual revenues.

Note that you can enter any value up to 255 characters. Also that those values will displayed in the revenue details column under the "Extra Information" section.

Expenditures and Portfolio Time Frame

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Editing revenue

Select an existing revenue to modify by clicking on it and then either click on the drop-down menu on the top-right part of the revenue details view (on righthand side of the screen) and select the Edit option or hit the "e" (for edit) shortcut key. This will bring up the revenue edition dialog. For a detailed description of the revenue edition dialog, refer to Adding an revenue section above.

Deleting an revenue

Select an existing revenue to delete by clicking on it and then either click on the drop-down menu on the top-right part of the revenue details view (on righthand side of the screen) and select the Delete option or hit the "d" (for delete) shortcut key. This will bring up a dialog to confirm revenue deletion. Click the Delete button to confirm the deletion, or Cancel link to abort deletion. Deletion is permanent, thus make sure you really want to delete an revenue before proceeding.

You can delete multiple revenues or even a mix of positions and revenues at once by selecting multiple lines in the budget (by pressing and holding the Control key while clicking the positions and revenues to delete). You can then delete the selected expenditures the same way you delete a single revenue. Note that in this case, the deletion confirmation will inform you of how many items are about to be deleted.

Copying an revenue to actual

Select an existing revenue to copy to actual by clicking on it and then either click on the drop-down menu on the top-right part of the revenue details view (on righthand side of the screen) and select the Copy to actual option or hit the "t" (for to Actual) shortcut key. This will copy the selected revenue to actual, including its attached files.

You can copy multiple revenues to actual at once by selecting them in the budget (by pressing and holding the Control key while clicking the revenues to copy). You can then copy the selected revenues the same way you copy a single revenue. The confirmation message will inform you of how many revenues have been copied.

Revenue costs

The budget page shows the calculated planned cost for each revenue and revenue groups (by type). The cost of an revenue is calculated by multiplying its payment amount by the number of payments.

Cost = Number of payments x Payment amount

The number of payments depends on the recurrence definition for that revenue and the portfolio's time frame. Only payments occurring (inclusively) between the portfolio's start and end dates (see Folio Configuration) are computed.

Note also that non-working days are not taken into account (e.g. a rent payment won't be skipped if the incurrence date is a holiday).

Example 1 - Recurrent expense

Amount: 100$

Cost	4 x 100$ = 400$
Recurrence definition	Monthly on day 1, from 1/Feb/2014
Portfolio time frame	1/Jan/2014 to 1/May/2014
Number of payments	4 (February 1st, March 1st, April 1st and May 1st)
Payment amount	100$

Example 1 - Amortized recurrent expense

Amount: 100$ (amortized)

Cost	4 x 25$ = 100$
Recurrence definition	Monthly on day 1, from 1/Feb/2014
Portfolio time frame	1/Jan/2014 to 1/May/2014
Number of payments	4 (February 1st, March 1st, April 1st and May 1st)
Payment amount	100$ / 4 = 25$

revenue details

When selecting an revenue on the budget page, more information on that revenue is displayed in the details panel on the right. This panel shows the revenue detailed information:

Name
Type
Category
Amount
First and last payment dates
Recurrence definition
Calculated total cost
Reporter (the user who added the position)
Description
Attached files

You can also select multiple revenues or even a mix of positions and revenues at once by selecting multiple lines in the budget (by pressing and holding the Control key while clicking the positions and revenues). This gives you an aggregated view showing the total costs of the selected expenditures.

Attaching files to an revenue

You can attach files to an revenue in order to keep related documents handy (invoices, quotations, etc.). To attach files to an revenue, select it and then click button Attach Files in revenue details panel on the right. This will bring up a dialog where you can pick a file (or multiple files simultaneously, if your browser allows it) and enter an optional comment.

On this page:

Revenue

Related pages:

Folio Budget