PLEASE NOTE:
The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.
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Home > Dashboard > Setting up Budgets
Setting up Budgets

    
NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and myStratus Desktop.

Budget Maintenance is used to enter and maintain the budgets (also known as your targets or plan) you want to use on the Dashboard. The software gives you the flexibility to define hundreds of budgets or just a couple, it’s up to you. To open your budgets, you can either select Budgets from the main Maintenance > General (Studio) menu or you can select Set Up Your Budgets from the Options menu on the Dashboard toolbar.

Watch the following video and take a look at the information in this topic to learn how to manage your budgets.

Budget Types

Here is a list of all the different types of budgets you can track in the software. Each Data Type (also known as a "Key Performance Indicator" or KPI) can be broken down into multiple Group By categories.

Data Types and Group By Options

Data Type Group By Options
Average Sales By Initial Order
Estimates
Invoices - Paid in Full Percentage
Receipts
Sales - In-House             
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
Sessions Needing an Appointment
  • 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
Phone Calls - All
Phone Calls - Completed
Phone Calls - Open by Due Date
Phone Calls - Past Due by Due Date
  • 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

Creating New Budgets

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.

  1. Select the Year, Data Type, and Group By from the toolbar.

  2. In the grid, enter the Group By Sub option. If you are grouping by Session Type for example, select the session type you are creating a budget for.

  3. 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.

Modifying Existing Budgets

First, change the options on the ribbon to the desired year and data type in order to find the budget record 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.

Removing Existing Budgets

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.

Printing and Exporting Your Budgets

To print your budget, simply click Print on the ribbon. To export your budgets to Microsoft Excel, click Export to Excel on the ribbon.



See also


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