Budget Maintenance is used to enter and maintain any budgets (which are also known as your targets or plan) you want to use in the Spectra Dashboard. Spectra gives you ability to define hundreds of budgets or just a couple, it’s up to you. To open Budget Maintenance, you can either select Budgets from the main Maintenance > Studio menu or you can select Set Up Your Budgets from the Options menu on the Dashboard toolbar.
Budget Maintenance
Here is a list of all the different types of budgets you can track in Spectra. Each Data Type (also known as a "Key Performance Indicator" or KPI) can be broken down into multiple Group By categories.
Data Type |
Group By Options |
Average Sales By Initial Order Invoices - Paid in Full Percentage Receipts Sales - In-Studio Sales - Total Sales - Web
|
None Photographer Assistant Sales Rep Booker General Session Type Your Session Type Promotion Session Status Lead Source Client Group Client Status Organization Organization & Grad Year Product Line |
Appointment Turnaround Days Average Sales By Session Conversions - Bookings to Actual Sessions - Actual Sessions - All Sessions - Booked Sessions - Cancelled Sessions - No Show Sessions - Placed On Hold Sessions - Rescheduled Sessions with Zero Dollar Invoice Sessions with No Initial Order |
None Photographer Assistant Booker General Session Type Your Session Type Promotion Session Status Lead Source Client Group Client Status Organization Organization & Grad Year |
Conversions - Leads to Actual Sessions Conversions - Leads to Bookings Conversions - Leads to New Clients New Leads New Clients |
None Lead Source Client Group Client Status Organization Organization & Grad Year |
Appointments - Actual Appointments - Booked |
None Lead Source Client Group Client Status Organization Organization & Grad Year Appointment Type Appointment User |
Phone Calls |
None Lead Source Client Group Client Status Organization Organization & Grad Year Phone Call Type Assigned to User Assigned to Department |
Production Orders - All Production Orders - Completed Production Orders - Open by Due Date Production Orders - Past Due by Due Date Production Orders - Re-Dos |
None Week Month Year Assigned To Order Type Order Status Vendor Reorder Reasons |
Tasks - All Tasks - Completed Tasks - Created Tasks - Open by Due Date Tasks - Past Due by Due Date |
None Week Month Year Assigned To User Assigned to Department Task Type Task Status |
You will need to create monthly budgets for each year, data type, and group by option you want to be able to run budget comparison reports for.
Select the Year, Data Type, and Group By from the toolbar.
In the grid, enter the Group By Sub option. If you are grouping by Session Type for example, select the session type here that you are creating a budget for.
Enter the budget number for each month. This amount will either be a sales amount or count, depending on the data type you are using.
Note: You may want to export your budget numbers to Excel for review and verification purposes.
First, change the options on the ribbon to the desired year and data type in order to find the existing record that you wish to modify. Once you are viewing the record in the data grid you want to modify, you can simply edit the budget values directly in the grid.
To delete a budget for a particular month, simply change that monthly budget value to 0 (zero). To delete a budget for an entire year, place your cursor anywhere in the row that you wish to delete and click Delete on the ribbon.
To print your budget, simply click Print on the ribbon. To export your budgets to Microsoft Excel, click Export to Excel on the ribbon.
