Variance Entry

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A Variance is an estimate that deviates from the amount budgeted for that estimate, usually the difference between the actual costs of Production and the budgeted costs.  The Variance Entry [bdve] program allows you to create or modify a Variance transaction.  Once an EFC/Variance change has been created, PSL3 automatically adjusts the Cost to Complete, Estimated Final Cost and Variance amounts on the Estimated Final Cost Report [efcrpt].  Please note Variance transactions do not get posted.

 

Please note Variances are created by one of three ways which are as follows:

 

1.By directly accessing the Variance Entry [bdve] screen and inputting the change(s) here.

 

2.By making the change(s) in the EFC Entry [efcent] screen.  After making and saving the EFC change(s), a Variance is created with the new Variance Entry [bdve] Reference Number appearing directly in the EFC Entry [efcent] screen for your records.

 

3.By making the change(s) in the Cost Report/EFC Worksheet [efcws] screen.  After making and saving the EFC change(s), a Variance is created with the new Variance Entry [bdve] Reference Number appearing directly in the Cost Report/EFC Worksheet [efcws] screen for your records.

 

Although PSL3 allows you to select any of the three previously mentioned options, the result of entering a Variance in either Variance Entry [bdve], EFC Entry [efcent] or in the Cost Report/EFC Worksheet [efcws] screen is exactly the same.

 

 

Open:

 

To access the Variance Entry [bdve] screen, click the 'Budget' or 'Cost' module from the menu tree (see following screen shot).

 

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

 

 

 

The screen then appears.

 

 

 

Reference Information:

Reference Number - System-assigned number that is also referred to as transaction number.  To generate the next sequential Reference Number, press the F4 Key or select the 'Add' icon located on the toolbar.  You can also right click outside a field (in which 'Add' option appears) to add the next record.  If the Variance was created in either the EFC Entry [efcent] or Cost Report/EFC Worksheet [efcws] programs, type in the Reference Number previously assigned in either screen and press Enter, the F7 Key or select the 'Find' icon located on the toolbar; the transaction appears in which you can proceed with the necessary modifications.

 

Effective Date - Date of the transaction that is recorded and affects the Estimated Final Cost Report [efcrpt]; should default with today's date after generating the Reference Number. You can always change the Effective Date by typing over the defaulted date or by right clicking in that field for the calendar selection to appear.  Please note you can not input a date that is in a previously closed period.  If the Variance was created in either the EFC Entry [efcent] or Cost Report/EFC Worksheet [efcws] programs, the Effective Date defaults upon entering the Reference Number with the date previously input in either screen.

 

 

 

         

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction's Effective Date changed and include the Reference Number(s).  Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Description - Explanation of this Variance transaction as a whole which can hold up to 30 alpha/numeric characters.  This Reference Description defaults in the distribution lines.  If the Variance was created in the EFC Entry [efcent] program, the description defaults to "EFC Entry Variance" if none was entered.  If the Variance was created in the Cost Report/EFC Worksheet [efcws] program, the description defaults to "EFC Worksheet VA" if none was entered.

 

 

Batch Information:

Codes that are attached to the transaction.  These fields are pulled from the User Entry [suuser] screen located in the 'Setup' module (if setup beforehand).  To change the defaulted codes, press the F2 Key or right click in any of these fields (Batch, Production, Company and Currency) and make your selection. If the Variance was created in either the EFC Entry [efcent] or Cost Report/EFC Worksheet [efcws] programs, the Batch Information defaults upon inputting the Reference Number with the codes previously input in either screen.

 

 

Total Variance:

 

Sum of all Variance Amounts entered in the distribution lines that is automatically tallied by PSL3.  Please note you are not able to access this field.

 

 

Distribution Lines:

 

If the Variance was created in either the EFC Entry [efcent] or Cost Report/EFC Worksheet [efcws] programs, the distribution lines default upon inputting the Reference Number with the codes previously input in either screen.

 

Account Number - Chart of Accounts number that will be debited or credited on this distribution line. Press the F2 Key or right click to change the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the Variance Entry [bdve] screen.

 

 

Note

NOTE:

 

The Series, Location, Set and Free Field Codes are brought over from the User Entry [suuser] screen located in the 'Setup' module if setup.  Otherwise, press the F2 Key or right click in these fields to make your selection.

 

 

 

Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.

 

Amount - Dollar or other currency amount for this distribution line. If you are entering a negative amount, input the minus sign before the number.  Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.

 

 

 

 

Note

NOTE:

 

Please note Variance Entry [bdve] transactions do not get posted.  Once the transaction is saved, it is recorded in your database.

 

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To add another distribution line, press Enter or Tab where the last line was entered.

 

To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon .  A new line is added beneath.

 

To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon .  A red strike-through line appears which is deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.