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Actual cost in P6

Filter each activity, export to excel format and inset budgeted unit values from calculated maydays for
each resources that will gives you budgeted cost , and during updates of program will give you actual
cost, if you are consuming more than the budgeted units insert actual values in the column then
update will give you actual cost, budgeted cost, if you insert cost variance column then you get that
also. Hope you understand the scenario. if you have more doubt kindly msg me.. have a great day..:)
"Actual regular units" are actual units minus overtime units. If you dont track overtime units they
will always be identical.
You define periods and then store actual units and costs in a period (monthly, weekly, whatever).
Very good post. What happens if the activities have already those resources assigned? Ticking
the option 'calculate cost from units' at the resource level does not update the same field for all
activities where that resource is already assigned.
The clumsy solution is to go at each activity and tick the field which might take some time if you
have thousands of activities or do a global change and modify that field from 'no' to 'yes'.

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Tue, 2011-09-13 13:12


R. Catalan
Joined: 15 Aug 2005
Posts: 314
Groups: Building Services / E&M,Building Works, GPC United Arab Emirates,Schedule Cracker
Actuals should come from your actual projects costs (timesheets, POs, Invoices, etc). It would be
easy if your programme activities are mirrored with BOQ items and your QS/Cost Controllers are
very cooperative in sharing this info. An excel sheet can be utilize for updating and
exporting/importing to/from P6.

Kind regards,
R. Catalan

Tue, 2011-09-13 12:15


thaer ghanim

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Joined: 13 Sep 2011

Posts: 19
Groups: None
hi Marwin

Since when you imoprt again to another computer the Unit /Price will be 0 and all manuall cost u
add it it will become zero ,
but you can apply global change ,by taking all the cost to custmized coloum by using global
change ,and after import you need to apply global change again to get the value in your cost .


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Tue, 2011-09-13 12:07


Marwin U
Joined: 9 Dec 2009
Posts: 7
Groups: Civil Engineering, GPC Qatar,Pinoy Planning Planet Community

Just a followup question regarding this thread, if i manually input the budgeted cost and actual
cost (having no price/unit) and run the program. I'm having what I need. But upon exporting the
XER file to another computer, all the Costs became zero. Is that an implication due to manually
inputing of costs?

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Mon, 2011-09-12 10:59


Utku il
Joined: 7 Jun 2011
Posts: 29
Groups: Civil Engineering, Middle East Planning and Controlling, Mining Works
I'm having the same problem but in the opposite manner. Among the resources I have assigned,
some has the option "Auto compute actuals" checked and the others does not. However, when I
update the schedule, I am getting actual costs for both checked & unchecked resources as I
expect to see "0" for unchecked resources.
Thanks in advance.


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Mon, 2011-05-09 02:56


Haitham Khaireldin
Joined: 15 Jan 2007
Posts: 41
Groups: GPC United Arab Emirates, Heavy Civils, Oracle
The program has a resource which is "Cost" and the budgeted cost is loaded without unit price.
Thats why i have only "Auto Compute Actuals" turned on
Does that mean, I should update the cost manually? then what are the actuals which are auto
I just figured out that when I change the activity % complete, the budgeted/actual/remaining
units change but the cost does not change!!!

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Sat, 2011-05-07 21:53


Roland Tannous
Joined: 15 Oct 2009
Posts: 84
Groups: None
Are you assigning a budget manually?
or you're using resources?
If you're using resources.
Go to ----> Enterprise Menu----> Resources
Find your resource in the upper part of the window. Once you find it , click on its name.
In the lower part of the window click the "Details" tab. Turn on both "Auto Compute Actuals" and
Calculate "Costs from Units" for this resource.
I think you need to have a Price/Unit under the "Unit & Prices" tab as well.
Once done assign your resource to your activity...etc.

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Sat, 2011-05-07 17:13


Haitham Khaireldin
Joined: 15 Jan 2007
Posts: 41
Groups: GPC United Arab Emirates, Heavy Civils, Oracle

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Sat, 2011-05-07 15:43


Haitham Khaireldin
Joined: 15 Jan 2007
Posts: 41
Groups: GPC United Arab Emirates, Heavy Civils, Oracle
Hi Simon,
Can you please re-upload the pictures as i am not able to see them. Actually i am facing the same
problem. I have budgeted cost without unit rates thats why i am only using the auto compute
actuals option but after updating schedule the actual cost is not updated accordingly.. Am i
missing something??!! Please this is very urgent

Sun, 2011-01-23 13:12


Dev Tamboli
Joined: 3 Jun 2007
Posts: 28
Groups: GPC United Arab Emirates, Roads & Infrastructure
Hi Simon,
It was clear and great help to me.
I have changed my settings now and it works.
thanks for the support.

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Wed, 2011-01-19 05:20


Simon Willson
Joined: 1 Dec 2006
Posts: 56
Groups: Accreditation Editors, Building Services / E&M, Mott MacDonald, Pending Guild Members
Hi Dev,
I think your problem is down to the way your resource dictionary is configured (depending upon
your set up, may need system administrator to sort out - you will at least need admin rights to
If your resource doesn't have the 'auto compute actuals' box checked in the dictionary, it will not
be possible to calculate actual costs from the number of units progressed.
I have enclosed a couple of screen shots which hopefully explains what is happening.


Each resource has 2 calculation settings embedded with the resource. Auto Compute Actuals and
Calculate Costs from Units. Auto Compute Actuals does exactly what it says; P6 will calculate the
actual price based upon the number of units used. The second tick box is Calculate Costs from
Units. This will calculate the Budgeted Total Cost for the resource assignment based upon the

resource unit price and the number of units assigned (note, if this is selected with a zero unit
price, each time you reschedule, the BTC for the resource will default to zero even if you have
manually input a price).

The second screen above now shows 2 activities. Both are for the same duration but one has the
resource assigned with both Calculate Costs from Units and Auto Compute Actuals selected.
For the purpose of this demonstration I have created 2 resources, one with a unit cost and the
other without.
The project has been scheduled to the latest data date.

The screen shot above shows the starting point with the new resources assigned.

Now, for arguments sake, I have manually assigned a budget to the resource with the zero unit
The next screen shot shows what happens when progress is assigned. For this example, I have
used the update progress tool.

Note activity A1000 has calculated the actual cost based upon the number of units burned in the
progress update. The other activity A1010 has not assigned any actual cost.

For the next example (below), I have manually assigned a budgeted total cost of $10,000.

I will also have to manually assign the actual cost as well (see below).

For the final part of the demonstration, I am going to check the Calculate Costs from Units box
for activity A1010. Remember, this activity has a zero unit cost.
The following warning will appear.


Note now the budget which I manually assigned to be $10k has reset to zero as the resource unit
price is $0 (80 hours x $0 = $0).
I hope this clears things up?


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Wed, 2011-01-19 04:44


Amit Parmar (PMP)

Joined: 12 Nov 2010
Posts: 94
Groups: Asta Powerproject, GPC India, Oracle
You have to "check" the option "Auto compute Actuals" against the resource name, where you
want the actuals to be updated automatically. You can find it under "details" when you make a
new resource or add a column in the resources view.