Estimated Final Cost Report

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The Estimated Final Cost Report [efcrpt] is a detailed analysis that identifies costs to date and weekly costs, as well as estimates the final costs to complete the Production.  The Estimated Final Cost Report [efcrpt]summarizes all costs recorded in the General Ledger as of the date range you specify listed by account number.  The report can be ran by a range of Expense Accounts and combine or display the balances separately for all Series, Location and/or Set Codes in addition to other selection criteria to tailor the report based on your preference.  Please note you are able to run the Estimated Final Cost Report [efcrpt] with selecting multiple budgets.

 

 

Open:

 

To access the Estimated Final Cost Report [efcrpt], click on Tab #7 or press 'ALT' and the number '7' Key simultaneously to open the screen.

 

The Estimated Final Cost Report [efcrpt] is also accessible if you click the 'Cost' module from the menu tree (see following screen shot) as well as the 'Report' folder under the 'Budgeting/Cost' and 'Weekly' sub-folders.

 

You can also access this report by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

To select criteria, press the F2 Key or right click in most fields to make your selection.  You can also simply type in the criteria in the allotted fields. If you wish to include all criteria information, leave all fields blank except for any white colored fields as white fields are required before proceeding in PSL3.

 

 

Budget Information:

 

Budget - Name of the budget.  For each account number, the Estimated Final Cost will be compared to the Budget Amount to determine the Variance.  To choose multiple budgets, press the F2 Key or right click in this field and hold down the Control Key while simultaneously using your mouse to select.  Please note you must select a Budget Name in order to run the report as it is a white required field.  If you don't have a budget input yet, you can create a Zero dollar budget in the Create a Budget [bdgl] screen.

 

Production - Production Code for the Budget Name. The Production Code defaults when the budget is input.  Please note you are not able to access this field.

 

Overage - Name of the Overage Budget selected to compare against the original budget.  If an Overage Budget is selected, the report includes an 'Approved Overage' and 'Total Budget' column in addition to the original 'Budgeted' column.

 

 

Period:

         

Period - System-assigned Period Number that indicates the Accounting Period in which these costs were entered.  If you chose to run the report by Period Number, then the Start Date and End Date fields default for the period chosen.

 

Start Date and End Date - Transaction Effective Dates to include in the report as PSL3 is date-driven.  Current Period Start and End Dates default. You can always change the date by typing over the defaulted date or by right clicking in that field for the calendar selection to appear. To restrict the report to only include information for a single date, input the same date in both the Start Date and End Date fields. To select all dates from inception to future, leave both fields blank.

 

 

 

 

Format:

 

Type - Report format type determining the report columns and their order of appearance.  The default type for the majority of Independent Studios is the 'PSL Standard' format which includes the following columns: Account Number, Account Description, Previous Cost To Date, Actual Cost This Period, Committed, Total Cost To Date, Cost to Complete, Estimated Final Cost, Budgeted and Variance.  If the database is associated with a major studio, than that studio's format type defaults instead.  To view the list of additional format types (if any), click the drop down arrow to select from the list.  PSL3 also provides the option of a Detail, Summary (or Both) Report.

 

Summary Sub-total Level - Indicate the account number detail level to include in the Summary Report; the default is '1'.  An example of this is if your database is setup with an account mask of XXX-XXX-XXX-XXX, it has four levels.  Please note this option only becomes accessible when you select either the 'Summary' or 'Both' type option.

 

 

Note

NOTE:

 

Please note PSL3 offers many different style formats of the Estimated Final Cost Report [efcrpt] besides the default type 'PSL Standard'. Please email a request to support@castandcrew.com if you would like the format type implemented from a previous PSL3 database or would like to implement another format from another accounting software (an emailed or a scanned copy of the report will suffice).

 

 

Include:

 

Inactive Accounts - Check mark to include accounts that had no activity/distributions posted to them during the period or date range selected or have a zero dollar balance.

 

Budgeted Amount as Activity - Check mark to indicate if you want to display accounts that had no distributions posted to them, but do have a non-zero amount budgeted.  If checked, the report  displays these account numbers in the distribution lines.

 

Open Items as Actual Costs - Check mark to indicate if you want Open Items (items posted but not yet paid) displayed in the Actual Cost column.  Only P/O's will be treated as Commitments.

 

Committed Costs - Check mark for the report to display a column for Committed Costs (items entered in the database, but not yet paid) which consist of P/O's and Open Items.

 

Sub-totals - Check mark this option for the report to display Sub-total amounts.

 

 

Selections:

 

Press the F2 Key or right click in any of these fields (Company, Series, Location, Set, Insurance and Free Field(s)) to choose the necessary codes if they don't already default. To choose multiple codes for a particular field, press the F2 Key or right click in that field and hold down the Control Key while simultaneously using your mouse to select.  By making a selection, this isolates the report to only display items based on the code(s) selected.  To display an additional detail column on the report for either the Company, Series, Location and/or Set Code, leave these fields blank and check mark the 'Detail' option; PSL3 will print a separate line for each account number and code combination selection.  Please note if you enter in a Company, Series, Location and/or Set Code, you are not able to access the Detail field.

 

 

Accounts:

 

From and To - Account numbers to include in the report. To restrict the report to only include information for a single account number, input the same account in both the From and To fields. To multi-pick certain accounts, press the F2 Key or right click in either field and hold down the Control Key while simultaneously using your mouse to select. To select all account numbers, leave both fields blank.

 

Additional Report for all Expenses - Check mark this option to generate a second report that includes all Expense Accounts.  Please note this option only becomes accessible when an account number is input in either the From and/or To Account fields.

 

 

Printing:

 

Shading - Check mark this option to shade every other line on the report; this allows the report to be easily read.

 

 

Multi-Currency:

 

Source - If you have more than one currency in your database, you can choose to include only transactions denominated in one currency, two, three, etc., or all currencies.  To choose multiple Currency Codes, press the F2 Key or right click in the field and hold down the Control Key while simultaneously using your mouse to select.  Each currency in your database and its conversion rate are listed in the report heading.

 

Target - Base currency set up in the System Control Information Entry [suctrl] screen located in the 'Setup' module defaults.  This Currency Code is what all transactions are converted to on the report.  Each currency in your database and its conversion rate are listed in the report heading.

 

 

Print/Preview the Report: Located in the top right hand corner of the screen, you can choose the following options to generate the report:

 

Print Combined Report - Opens the Print Dialogue box and sends the report (combining all Series, Location and Set Codes onto one report) directly to the printer.

 

Print Individual Report - Opens the Print Dialogue box and sends the report (separating each Series, Location and Set Codes into separate reports) directly to the printer.

 

Preview Combined Report - Generates a PDF format report (combining all Series, Location and Set Codes onto one report) and appears instantly on your screen.  You are still able to print from the PDF format.

 

Preview Individual Report - Generates a PDF format report (separating each Series, Location and Set Codes into separate reports) and appears instantly on your screen.  You are still able to print from the PDF format.

 

Spreadsheet - Generates an Excel format report and appears instantly on your screen.  You are still able to print from the Excel format.  Please note if you select this option, you are able to have additional sorting options within Excel.

 

*Below is a sample of the first page of a Combined Estimated Final Cost Report [efcrpt] in the 'PSL Standard' format.