Manual project cost reporting with EU
Contents
1. This way the coordinator can see your data is final Please save your input frequently After saving all totals in the actual column will be automatically updated 3 2 Other options o Adjustments to previous periods only relevant from period 2 onwards After a period has been closed by your coordinator you can still correct the budget of the previous period s Enter the correction and press lt enter gt or click on lt save gt Page Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 4 Explanation of major cost items and resources To start the explanation click on lt Write gt behind the right type of expenditure the following page will appear Write explanation Period Period 1 Work package Work package 1 Type of expenditure Personnel costs Explanation Jean Jean team leader researcher 1 17 pn Pierre Vaclavik PhD student researcher analyst 1 11 Pil Vladimir Cositsz researcher quality manager 1 53 pn Jan Post researcher 0 86 pm Thomas Caika researcher analyst 0 63 pm Jan Pulling researcher analyst 0 7 pm Total 6 pm The procedure for entering explanation o Select a period You can select the right period from the drop down menu After choosing the period the project costs for this work package and period are shown o Select a work package Select the work package in the navigation panel on the left You can only select t2. Amount Adjustment Indirect costs 2000 2000 0 Person months Planned Actual In months 2 241 The planning of the budgets per work package has been entered in EU fin by your coordinator These budgets and the planning of the person months per work package is shown in the budget column 3 1 The procedure for the project cost reporting per work package o Select a period You can select the right period from the drop down menu After choosing the period the project costs for this work package and period are shown gt Enter the receipts for this period o Select a work package Select a work package by clicking on this name in the navigation panel on the left You can only select the work package s which you have been assigned to by the coordinator You can select and update only one work package at a time o Update actual costs and person months The actual costs and person months can be updated by selecting the figure that needs to be changed enter the new amount and press lt enter gt or click on lt save gt o Enter explanation The explanation of the use of resources is part of the periodic report Write a short explanation for each type of expenditure Click on Write to write a short explanation click lt Save gt to save the text Page 6 Project cost reporting with EU fin Version 4 02 07 12 2009 o Submit data When you are sure your data are correct and final you can tick Submit period
3. manual Click on the titles to navigate through the beneficiary menu You can access the user manual from every page in the beneficiary menu 2 2 Session time EU fin will automatically close after 1 hour of inactivity all non saved data will then be lost Therefore it is important to save the information you updated regularly 2 3 Back up s After clicking the lt save gt button the overwritten data cannot be restored Back ups can be made if desired by making a query of the entered data Making reports and queries is explained in chapter 5 Queries and Reports Page 5 Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 3 Project cost reporting To start the project cost reporting click on lt Project costs gt in the navigation panel The following page will appear Beneficiary B Demo Financial planning I Reports Documents Beneficiary User manual Status Project Costs Work package 1 Open Period Period 1 v Submit period n a Receipts 2000 Form C Direct costs Adjustment Expenditure Budget Actual prev per Explanation EH RTD 32 525 00 25 672 50 Personnel costs Write Work package z 1 18 507 00 Subcontracting Write n Package 14 018 00 Travel Write E Demonstration 8 000 00 4 800 00 Consumables Write Aj A 5 ie package 8 000 00 Other direct costs Write Total direct costs Indirect costs Advice Expenditure Budget
4. Project cost reporting with EU fin Version 4 02 07 12 2009 W fin Manual Project Cost Reporting with EU Tin Project cost reporting with EU fin Version 4 02 07 12 2009 Index Manual Project Cost reporting Index Manual Project Cost reporting s scscsssscssssrescssseccsssscccensscncusssscacssescessncsssseveessencusens 2 CTV GO UG BI ana E sean sacaceaewercses A E EEA OA EEA E EEE 3 N Ee a E A E E E E E E E E E A E T 3 T2 CINE AS NO E EN EE E EI EAE EE 4 Lo Recover VY OU DAS SW OF O aeania aee EEEE EE EE EE EE E 4 Chapter 2 The EU fin beneficiary MENU ssssesssessseesssrrsssrrssreresseroseereserreseeesseeresesseeroseersseersseee 5 LLEN aO Sere O TE 5 Di SSSI OWN A E E E A te rcs E E E A E E 5 RS BI UD A EEE once sure E EOE EE NEA E EEE AEE 5 Chapter o Project Cost Fe ON cresieneiisiiriii r n nE E A E E EA 6 3 1 The procedure for the project cost reporting per work package c c cssecceeesseeeeeees 6 SLOMPE EE E A E 7 Chapter 4 Explanation of major cost items and reSourceS sssssssssreserrrerresreeerresrersrresrrseeeses 8 4 1 Procedure for entering explanation esssesssesesserssreessreessrerssrressreesseresseressrenrresseeessereses 8 Chapter 5 Form Cand other reports cccccssscccsssccccsseccceseceeceececeeneeeeeecessuaeceseceseeecesseeeeesens 9 de OU ING a E I E E E A E cau E E E tends E E E 9 Chapter 6 Update payment info beneficiary eesssssessesseesserssrresrersrrssrersreesrersr
5. age 3 Project cost reporting with EU fin Version 4 02 07 12 2009 1 2 Change password You can change your password by clicking on the button lt Change login information gt on the log in page 2O Fin Login Information Contact Navigator Change login information Usermame Test001 Change password eeeeeeeeees eeecece Change Password Enter your user name old password and then your new password and confirmation of your new password Click on lt Change Password gt to save your entry 1 3 Recover your password You can recover your password by clicking on the button lt Recovery password gt Information Contact Navigator ation Change Password Change E mail Old E mail address Test1 email domain com New E mail address Test domain com Confirm new E mail address Test domain com Change E mail Cancel Enter your old e mail address new e mail address and confirmation of your new e mail address Click on lt Change E mail gt to save the entered information Page 4 Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 2 The EU fin beneficiary menu 2 1 Navigation You will enter the beneficiary menu on the financial planning page of the beneficiary menu On top of each page you can find the navigation panel i Project costs Reports Documents Beneficiary User
6. he work package s which you have been assigned to by the coordinator o Select a type of expenditure A brief description of the work performed by your organisation in the reporting period can be entered per type of expenditure Click Write to open the explanation field for this type of expenditure After typing the explanation click on lt Save gt Please save your input frequently Page 8 Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 5 Form C and other reports In EU fin you can find a number of programmed reports that are automatically generated Click on lt Reports gt in the navigation panel the following page will appear Financial planning Project costs Explanation costs Contractor reports Financial planning report Financial planning report total Actual costs report Actual costs report total Costs Followup Justivication Period Form C Year 1 Form C Person months Person months report 5 1 Form C This report can be used to fill the Form C table Declaration of eligible costs lump sum flat rate scale of unit Select the right period from the drop down menu and click on lt Form C gt The report will open in a new screen The report can be exported to Word or Excel click on the wi icon in the upper left corner 1 1 MainReport v 100 v Management of the consortium Page 9 Project cost reporting with EU fin Version 4 02 07 12 2009 The follo
7. roject cost page Page 10 Project cost reporting with EU fin Version 4 02 07 12 2009 o Actual costs total This report shows the actual cost aggregated for all work packages o Cost Follow up This report shows the budgets assigned to you by your coordinator versus the actual costs reported on the project cost page In the remaining budget column the difference between these two is shown Page 11 Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 6 Update payment info beneficiary In the beneficiary menu you can update the payment information of your organisation click on contractor in the navigation panel The following page will appear Jax f gt A in Demo_Work Package Financial planning Project costs Explanation costs i Reports Contractor User manual Update Contractor Information Contractor information Contractor type v E Submitted by contractor Contractor legal name A Contractor short name Cost model Legal registration number Legal status VAT number Payment information Bank Account no IBAN code S W I F T ode Contact person Account Copyright 2007 Navigator Co Ltd All Rights Reserved Navigator Co Ltd Hosting F ormation feel free to Contact Us SSite Design 2007 For more int 7 On this page you can update or insert the necessary payment information After entering the information tick the box submitted by beneficiary This wa
8. rseeresersrersrerseee 12 Page 2 Project cost reporting with EU fin Version 4 02 07 12 2009 Chapter 1 Login 1 1 Log in You have received your login information username and password and the link to EU fin by email Use the link in this e mail or go to the EU fin website by using the link http www eufin fp7 com Click on lt beneficiary menu gt a pop up screen will appear Information Contact Navigator Username Project v Contractor v Password Change login information Recovery password User Manual login The log in procedure To log in you have to fill in and or choose from the drop down menu o User name or email adress Your user name is sent to you by e mail by your coordinator Enter or copy and paste your user name Then press lt enter gt The project s and beneficiary ies to which you are linked will appear automatically If you have lost your e mail about your user name please ask you coordinator for a new e mail o Project If you work for more than one project select the right project from the drop down menu o Beneficiary If you work for more than one beneficiary select the right beneficiary from the drop down menu o Password You have received your password by e mail from your coordinator Enter or copy and paste your password Press lt enter gt or click on the button lt Login gt You will enter the beneficiary menu at the financial planning page P
9. wing pop up will appear Check the settings of your browser if the pop up does not appear lg al Eva 2 w 7 Pp iO To w oe Costs reports Expo rt the Report Windows Internet Explorer SS E 8 dail dl lat wd SB 4 File Edit View Favorites Tools Help Actual costs report B Internet Protected Mode Off D l S 3 Select the required format from the list of possible formats for example MS Word MS Excel 97 2000 for a table in excel with lay out or MS Excel 97 2000 data only without the EU fin lay out Click on lt ok gt to export to the chosen format 5 2 Other reports Click on the name of the report you want to make and the report will pop up in a new screen These reports also can be exported to word or excel in the way described above The following reports are available o Financial planning report This report shows the financial planning of budgets per work package The information is shown per type of expenditure per period Use this report if you want to make a back up of all the information entered on the financial planning page o Financial planning report total This report shows the financial planning of budgets aggregated for all work packages o Actual costs report This report shows the actual costs per work package The information is shown per type of expenditure per period Use this report if you want to make a back up of all the information entered on the p
10. y the coordinator will know the information is submitted by you Click on lt save gt to save the entered information Page 12
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