Administration & finance
Review budgets, assign funding, file contracts, request missing documents and evaluate working times
You work in accounting, controlling, contract administration or HR administration. Productions create their budgets, contracts and working times in artwork; you review, approve, assign funding and evaluate – without figures having to be copied back and forth between spreadsheets.
Your most important pages
| Page | What for |
|---|---|
| Project → Budget | Costs and revenue per production, verification, Sage reconciliation – Project budget |
| Sources of funding | Grants and funds, their projects and remaining amounts – Sources of funding |
| Documents → Contracts | Contracts with access only for authorised people, filters and Excel export – Managing contracts |
| Documents → Document requests | Request missing paperwork internally and follow it up – Document requests |
| Projects → Export project list | Budget export by deadline, project role overview – Exports from the project overview |
| Users → Person | Contracts, work time patterns, time account and overtime – Profiles & work data |
| BI Dashboard | Compare revenue, audience and effort per production – BI Dashboard |
The first tasks
Define the budget structure: names of the first columns, centrally maintained accounts and cost centers, a budget template from a clean project budget. Budget settings
Review budgets – have items verified or verify them yourself, lock columns, mark the budget-relevant column. Verifying & committing
Assign Sage bookings if the interface is active: drag booked invoices into the budget rows and use the Sage invoice overview in the project. Sage integration
Create funding and release it to the funded projects, then assign budget items to the source; set reminders for expiry and remaining budget. Projects & budgets
File contracts with contract type, amount, artists' social security (KSK) and tax details and targeted access; pass missing paperwork to the production as a document request. Uploading a contract
Evaluate: budget export by deadline for the premieres of a period, BI dashboard for the season, contract list as Excel.
If you also manage staff
- Assign contracts and work time patterns to each person under Contract & working hours; only then are there target hours, actual hours and overtime. Contract & working hours
- Book hours retroactively, credit or deduct them, and check the time account. Work times
- Pay out overtime. Paying out overtime
- Keep track of substitute days off and rule violations. Rules & violations
Settings that help you
- In the project list, the filter Only productions with BI data or Project status, to see only projects relevant for settlement.
- Saved filters in the contract list for recurring evaluations, such as "subject to KSK, current season".
- Have the budget deadline requested when projects are created, so the export by deadline is complete.
- Notifications for budget verifications and document requests by e-mail, so nothing gets left lying. E-mail & push
Permissions you need
Role presets Accounting / controlling (budgets and sources of funding), Contract & document administration (contracts and document requests) and HR administration (profiles, contracts, working times). Access to all project budgets requires Global budget access; otherwise budget access in the respective project team. Sage data has its own permissions. Details under Budget & funding, Documents & contracts and Staff.
Typical pitfalls
- A budget is missing from the list: budget access is a separate checkbox in the team per project, or Global budget access is required.
- The remaining amount of a source is wrong: only assigned items count – Why does the remaining amount differ from what I expected?
- The budget export is empty: the projects have no budget deadline.
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