Financials in list view

Switch to the list view by clicking on the list-icon.

The list view of a project's financial plans and line items provides a powerful table with columns that can be grouped, filtered and sorted. You may also export it to Excel.

PLEASE NOTE You need to have at least reading permissions for project finances in order see them. If you have editing permissions, you may also edit existing plans, create new plans and so on.

Tipps for working with the list view in Financials

• Use the expand-button to see the financials in full screen view for better navigation.
• Activate the Advanced Mode via the three dots to be able to group and filter columns.
• For detailed instruction on how to add columns, group and filter list views, go to the help article List Views.
• For a detailed description of the available columns in this list view, go to the help article Overview Columns in List Views.

The left hand side shows each of the financial plans in this project. Make sure to show the following columns for a better understanding of the list view:

• Planning Type - Shows the labels Plan and Actual for planned and actual financial plans.
• Impact - Shows the labels Cost and Revenue for expenses and revenues.
• Budget Type - Shows the labels OpEx, CapEx, CapEx Tasks, OpEx Time, and Benefit for operational expenses, capital expenses, capital expenses based on the project tasks' effort estimation and the group's costs, operational expenses based on the actual time entries in the project, and planned or actual benefits.
• Automatic - Shows the labels Yes and No for automatically created expenses based on the tasks' effort estimates or time tracked in the project.
• Total - Shows the sum of all the line items in the specific financial plan in the currency that you have chosen for the InLoox account in the InLoox Account Settings under Organization >> General >> Currency Symbol.
• Status - Shows the labels Open, Rejected, and Approved. These statuses can be set in the InLoox Account Settings under Organization >> General >> Financial Plan Staus.

The right hand side shows the line items of a selected financial plan on the right. Make sure to show the following columns for a better understanding of the list view:

• Name - Shows the name of the line item.
• Group - Shows the name of the budget group assigned to the line item. The budget groups can be defined with a purchase and sales price in the InLoox Account Setting under Organization >> General >> Groups.
• Quantity - Shows the amount of this line item. 
• Purchase Price per Unit - Shows the purchasing price of this line item based on the group and the quantity.
• Sales Price per Unit - Shows the resale value of this line item based on the group and the quantity.
• Total - Shows the toal amount of cost/revenue generated by this line item.
• Performed by - Shows the assigned resource to the line time. This is usally the person responsible for the line item. PLEASE NOTE If the line item is of the category Expense (actual, time entries), the resource from the time tracking entry is automatically assigned to the respective line item.

At the bottom of each list, you find the sum total of the financial plans on the left. This sum total is calculated automatically and gives you the overall budget plus or loss in this project. The sum total of the line items at the bottom of the list on the right shows you the number of line items, the overall quantity and sum total of all the line items of the selected financial plan.

Show more columns in the list view of Financials

Simply right-click into the heading of a column and select Choose Columns from the menu.

How to group columns in the list view of Financials

InLoox provides some default groups via the button Group by:

• None
• Planning Type
• Planning Type > Impact
• Planning Type > Category
• Planning Type > Status

In the Advanced Mode, you can simply drag one or more columns into the field Drag a column here to group by that column. InLoox groups depending on the order of the columns in this field.

Filter the folumns in the list view of Financials

Make sure, the Advanced Mode is activated. Then either click on the Filter icon in the column you need to filter. Or click on Create Filter at the bottom of the list of financial plans on the left or the line items on the right. The Filter Builder opens for advanced filter rules.

Create new financial plans in the list view

Simply click on the + Plus Button and select the plan you need to create.

Create new line items in the list view

Select the financial plan for which you need to create a new line item and then either:

• Click on the button New Line Item
• Click on the button Templates to load a line item template
• Mark one line item, click on the copy-Button and then on the paste-Button to create a copy of the line item (works across financial plans)

Turn planned revenue into actual benefits

1. Select a planned revenue plan in the list on the left.
2. Click on Create Actual Benefit above the line item list on the right.

InLoox automatically creates an actual revenue plan from the line items based on their Sales Price per Unit. You may need to refresh your browser for InLoox to display the sum in the column Total.

Export to Excel

You can either export the list of financial plans to Exel, or the list of line items of one financial plan.

Simply click on the three dots and click on Export to Excel.

In this example, the costs and revenues of a new sales office in Antwerp are calculated.

On the left-hand side, all the financial plans generated so far are grouped by planning type and impact. As a result of this grouping, the total amount is highlighted in bold in the Total column for the planning types Plan and Actual, as well as for the impact Costs and Revenues.

This allows you to see at a glance:

• That the expected income from subletting in the amount of $182,700.00 is offset by the planned costs of $45,290.00. This currently results in a positive margin between the planned costs and the planned income of $137,410.00.
• That of the planned costs of $45,290.00 to date, the planned expenses of $6,240.00 stem from the estimated workload of the project tasks. However, only $3,870.00 of this has been recorded as actual expenditure via the time entries. Here it may be necessary to remind the project team to submit the actual expenses via the time recording in the tasks.
• That the margin of planned costs and income to actual costs is currently still positive at €133,490.00. However, this margin will decrease as a result of further tracking of actual working hours and the billing of planned investment costs and operating costs.
• That the planned expenses from the tasks amounting to €6,240.00 have not yet been approved. A follow-up check should be made as to whether further costs are to be expected. If not, approval can be given.