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1. 3 Make sure it is pointing to the correct printer and click OK Print The report will print REVIEW You should now be able to e Print a standard budget report e Print a special report from the Setup screen Printing Special Reports Lesson 7 Reports Part Il Reference 48 Movie Magic Budgeting 49 Chapter 1 Getting Started The Budgeting application is an estimating tool Getting started in Movie Magic Bud geting is as easy as selecting the appropriate budget form and plugging in the appro priate numbers You can then get a good idea of the cost of your project More ambitious people may want to create a budget from scratch This chapter will provide a basic overview of the application launching and exiting Movie Magic Budgeting and an overview of the elements of Budgeting and how to navigate between them GENERAL SETUP Installing Budgeting e See the Installation and Release Notes Guide Launching Budgeting Windows 98 1 Click on the Start menu 2 Choose Programs Movie Magic Budgeting Movie Magic Budgeting The application launches Macintosh 1 Double click on your Hard Drive icon 2 Double click on the Movie Magic Budgeting folder 3 Double click on the Movie Magic Budgeting file icon The application launches Getting Started 50 Reference Guide Exiting Budgeting From the File Menu choose Exit e If you have made changes and haven t saved the
2. cone 5 Click on Range in the lower left The bracket around the lines of detail breaks into two brackets one around the lines you selected and one around the remaining lines There are now two ranges in this account boot DI Viso tine 5 day weet Overtme 6 Now click on Indiv in the lower left next to Range Notice that each selected line now has its own bracket ranges define the cutoff point for your fringes In this Lesson 4 Using Fringes Using Fringe Ranges 28 Tutorial case each line would have to reach the cutoff indi vidually before the fringe stopped being applied voot Time 5 d e Wrap time 5 day week Overtime Total Fringes Every line of detail will be part of a range even if it is a range consisting only of that line 7 All of these lines of detail should be one range Select them by clicking in the left margin by Studio and drag ging your mouse to Overtime Click on Range 8 Close the Apply Fringes window by double clicking in the small box at the upper left and selecting Close 9 Save the Tutorial APPLYING A FRINGE Up to the cutoff point the entire Production Manager s salary will be subject to FICA taxes You will now add the FICA fringe to his salary 1 Since we want to fringe the entire salary not just Shoot or Wrap time select the entire STUDIO range of detail Dou ble click in the left margin beside the word Studio All the lines
3. Hiding Empty Accounts or Accounts with a Zero Total In addition you can hide any lines that have no information entered or a total of zero This will avoid conversations such as the following H3 None of 2 these options will change the on screen display of your budget You will always be able to see everything including those subgroups that have been excluded PRINTING REPORTS Why is the stunts area blank There aren t any stunts Then why is it there From the File menu choose Print In the upper right of the Miscella neous area there is a menu The d Print Al Accounts Suppress Empty Accounts Sappiezi Zero Total Accounts default sus is Print all Fai Header Accounts Page Footer Footer Print all Accounts prints everything regardless of whether there are lines of detail included Suppress Empty Accounts hides all Accounts that have no lines of detail Suppress Zero Total Accounts hides all Accounts with a Zero total amount regardless of whether they have lines of detail You can always print any of these reports from the File menu Print selection Reports Printing Reports 152 Reference Guide 1 From the File Menu choose Print The Reports Dialog displays to gt oe Piro Fom tm Mocsiewon Pamawas EN z 2 In the upper left is a list of reports After you set up how you want your budget to print See Sett
4. Introduction Welcome to Movie Magic Budgeting Movie Magic Budgeting is a powerful estima tion tool that will enable you to quickly create change and compare budget estimates for your production How TO USE THIS BOOK This book is divided into two parts The first is a tutorial to walk you through the basic use of Budgeting and point out many of the features of the application The second part is a general reference guide to Movie Magic Budgeting Tips and Cautions In this book when there is information outside of main text we have placed that information in the left margin and pref aced it with one of two icons R This icon appears beside either a tip or an alternative method of performing the task This icon appears with a caution Pay spe cial attention to the note when you see this in the margin Differences between the PC and Macintosh Interfaces Movie Magic Budgeting works equally on the PC and the Macintosh However there are some details that you will want to note In general actions and commands are performed in the same way with the following exceptions Introduction xii Movie Magic Budgeting e The Control key on the PC is replaced by the Com mand 38 key on the Macintosh Any additional items will be pointed out as we work our way throughout this book Because this book was written on the PC certain conventions have been used The screen illustrations show Movie Mag
5. General Tab On the General tab there are several options that refer to the general look of your budget and control how it reacts to com mands Budget Preferences Setting Up the Budget Movie Magic Budgeting 71 as Using this option will over ride any of your custom margin and column width set tings Be sure you want to do this before selecting this option Set Font e Click on Set Font The Set Font window displays Font HE Thes in a TrueType font Ths carne font wil be used on both printer and your screen e Choose the font and font size you wish to see on screen in your budget The default size and font is 8 pt Arial 9 pt Geneva on the Mac You may find a larger size or a different font easier to read Changing this preference will not change the font or size Movie Magic Budgeting uses to print your budget To change the print size see Reports Setting the Print Font on page 147 Reset Default Column widths Clicking this button resets all column widths to their default values When selected a dialog will display Ave you SURE you mani to reset column sidha Al custom sang vill be bit t e e Click Yes to reset your widths e Click No to cancel Show Toolbar e Select this checkbox and Movie Magic Budgeting will display the Toolbar beneath the Menu bar e Deselect the checkbox to hide the toolbar DOS Version MMB Function key compatibility mode When this option is checke
6. From the Tools menu select Compare or type Ctrl K d6 K The Comparison Options window displays The first time you use the Compare feature you will need to click Update Compare Totals This sets the current fig ures in your budget as the Original figures Two new columns one entitled Original and one entitled Vari ance will be added to your budget on the Topsheet and Account levels As you make changes to the budget the Original column will not change but will continue to reflect the totals from the point when you updated the compare totals The Total column will change as you make changes and the variance column will display the difference between your cur rent totals and the originals Negative differences will be dis played in parentheses 23 500 Comparing Budgets Putting it All Together Movie Magic Budgeting 137 Every time you select the Update Compare Totals button from this point out your Original totals change to your current totals Showing or Hiding the Comparison Columns 1 From the Tools menu select Compare or type Ctrl K 36 K The Comparison Options window displays 2 Click Hide or Show Comparison Column If the col umns were displayed they are now hidden If they were hidden they display Hints for using the Compare Command Selecting the Update Compare Totals button always causes the current figures to replace the original figures If you want to conti
7. Minenum Call per Gay Muniber of Dally cr Weekly hours worked balore Overtime ix due Por complete scrigison of overtime refer to The industry on This shouk be based gt Each column covers a different aspect of the rate information for this position Pay Type Rates come in different shapes and sizes Some rates are daily some are flat some are weekly others are per centages of something else All pay types available for a rate card will appear in this column This includes items such as overtime and pensions Rate Each pay type will have its corresponding pay rate located in this column Unit Each rate has a corresponding unit of measurement for example week day flat percent etc Notes Notes are used to clarify any particular pay rate s use It can also indicate restrictions on the pay rate that might not be obvious Reading the Rate Card Information Table Labor Rates Database Movie Magic Budgeting 127 ENTERING A RATE INTO THE BUDGET Once you ve found the Pay Rate you need you can enter it into your budget without copying or re typing 1 Begin at the Detail level where you want the pay rate to be inserted 2 Find the pay rate you want to use See Finding a Rate for a Specific Position on page 124 3 Inthe Rate Card Information Table double click in the column to the left of the Pay Type of the row with the pay rate you want Number of Daty or Weekly hours wor
8. You will probably want to start your budget by adding infor mation that is project specific Configuring this information now will save you the trouble of printing a budget later only to discover that the hard copy does not have the Project Title Lesson 1 Getting Started Selecting Lines amp Moving Between Fields Tutorial as You can change the header and footer text for the entire budget as well For informa tion on this see Adjusting the Header and Footer on page 149 of the Refer ence Section producer etc on it 1 2 From the File menu select Print The Reports Dialog window displays Prenas iS Maam Sonae Zra m FP Toprheehesder Topshoet Totals Spacing F Pagebieade Header tousposseen uT F Papoon Feste Une Humbers Colum Aggiegase Fringe Pesem sye Column Column Tee ee Beta re Mri i I Sa um ps nw Fame pet m oed iate Cetemm z In the Miscellaneous area of the Reports window click the Topsheet button The Topsheet Header Dialog dis plays Koster Exsrole Budget Deriyed S pecdically for Movie Mage Charts Enter the information into the grid that you will want peo ple to know about your budget Click in the first field of the grid and type Tutorial Budget Center this title by selecting Center from the menu to the right of the grid Click in the check box next to Bold to make the Title boldface Press Tab to move to the
9. y Cancel 2 Enter the name you want to give the copy in the File name field and then click Save The copy is saved with the new name and the budget on your screen retains the old name Automatic Save Movie Magic Budgeting will automatically ask you if you want to save your file every 30 minutes If you work very quickly you may want to shorten this time in order to make sure you lose as little of your work as possible in the case of a power outage If you habitually save your doc ument anyway you may want to turn it off altogether 1 From the Setup menu choose Preferences 2 Click on the Open Save tab The Open Save Preferences dialog displays Setting Up the Budget Saving your Budget 84 Reference Guide Geners opensave cust F Fast Save AutoBackup F Aino Save every eme menos Allow oriy one OPEN budget at atime F Use only ONE Window per Budget Duttent Fatebook Select Ratebook Morie Mage tabor Mates Demorth a OK 3 Inthe field titled Auto Save every minutes enter the correct number of minutes 4 Click OK to return to your budget Creating a Backup Budget Version Control H3 See Com paring Budgets on page 135 for more information on electronic com parisons You should create a backup copy of your budget at least daily Keep it in a location other than your hard drive It only takes a moment or two to copy your budget to a fl
10. 101 332 i 11 Save your work VIEWING FRINGE IDS Atthe upper left of the Detail window is a toolbar of small icons B test mmb This is called the View toolbar By hav 3 FI sl ing the application display your fringe Viewing Fringe IDs Lesson 4 Using Fringes Movie Magic Budgeting 31 IDs you can tell at a glance what fringes are applied to which lines of detail 1 REVIEW If you have left the Detail window return to the detail level for Account 2001 Production Manager Click on the F Fringe icon on the View toolbar The icon appears depressed and a new column displays at the left of the description column This column contains the I D s for the fringes that are applied to the lines of detail in this account Click on the icon again to hide the Fringe column from your budget At the end of this lesson you should have a basic idea of Fringes and their use in the budget Specifically you should be able to Create a Fringe Definition for both a percentage and a flat fringe Create a Fringe range in your account both for individual line items and a group of items Apply fringes to a group of accounts Copy and paste lines of detail into your budget View the I D s of applied fringes and return to regular view Lesson 4 Using Fringes Review 32 Tutorial Review Lesson 4 Using Fringes Movie Magic Budgeting 33 Lesson 5 Using Subgroups Subgroup
11. 107 or Applying Fringes Individu ally on page 108 and click on the Range or Indiv button at that time specific range all details you add will be part of this first range Not all details should be fringed together Some need to be fringed individually some need to be grouped as described above To set a Fringe Range 1 Select the lines of detail you want to fringe with a com mon cutoff e 2 Click the Fringe Button on the toolbar En 3 The Apply Fringes palette displays 4 Click Range in the bottom left The selected details are now grouped together with a bracket 5 From this point you can close the Apply Fringes window click on the close window box in the upper right X Select different lines of detail and range them You do not need to close the Apply Fringes palette e apply fringes See Applying Fringes to a Range of Detail on page 107 To set Individual Fringe Ranges 1 Select the lines of detail that each need to be a fringe range in and of themselves e 2 Click the Fringe button on the toolbar En Applying Fringes Fringes Movie Magic Budgeting 107 3 The Apply Fringes window displays Click on Indiv in the lower left Each line of detail has its own range denoted by a bracket in the left margin Fringes FICA FU SUL Workmen s Cone Payrol Sve Medicare J 1426 e Fu 5 Pwed Sve 115 Medicare 4 From this point you can close the App
12. 5 2 Press Tab Enter 5 again Continue until all margins are changed 3 We ll print the Fringe abbreviations on this budget report as well Check the box to the left of Fringe Set tings Column in the table in the lower right Docume Mangas T Te pe emm fio Meme e I im ro po fn ese l 4 We won t put a header on this budget Click the check mark beside Page Header to remove it PRINTING REPORTS Now we re just about ready to print a report H3 If Top 1 Select Budget Report Full by putting a check in the box sheet is not next to it and making sure Full is selected from the drop checked one will down menu Then place a checkmark beside Topsheet not print even if you have selected a full budget report Lesson 7 Reports Setting the Print Preferences 46 Tutorial 2 Since we ve changed the margins click on Repaginate This will ensure that the page numbers are correct on the topsheet 3 Click Print The Print dialog displays Click OK and your report prints PRINTING SPECIAL REPORTS Any of the Table reports Fringe Globals Subgroups etc can also be printed directly from their setup windows As an example 1 From the Setup menu select Subgroups The Setup Sub groups window displays evt mb x Deta stu o al unmasked Biner ine 7 Pim Remove When there is a status conflict abwaps Eso T Cancel 55 rx Obce MD LS rix Occu NEN
13. 7 Press Tab to move to the Units field Type the letter w an abbreviation for Weeks Press Tab and the w you entered automatically expands to the word Weeks 8 Leave the P for decimal precision field blank See Changing Decimal Precision on page 94 for more infor mation about decimal precision 9 Press Tab to add the next global Globals Lesson 3 Working with Accounts and Details Movie Magic Budgeting 19 H3 Please 10 Add the following globals notice that the shoot global has Name Description Equation Units an equation that consists of two glo loc Local Shoot 3 Ww bals added f together Any time dis Distant Shoot 4 w you change the shoot Total Shoot loc dis w value of loc or dis shoot will automat wrap Wrap time 2 w ically be updated OT Overtime at 20 20 When you have finished the Setup Globals window will look like this D Setup Globals for untitled 1 as Remove mne Deta stabia for geben Soper er wr o mame Besripion Equation unts p vate 4 D Prep ih Pre production time 2 V sz D be Local Shoot 3 Vecis 3 D ds Distart Shoot 4 Voce 4 D shoot Total Shoot lc dis V beks D wrap Wrap Time 2 V ssks Da Overtime at 20 20 20 11 Close the Setup Globals window 12 Save your work ADDING DETAILS After you have some or all of your globals set up it is time to add lines of detail to the various accounts Let s
14. Subgroups window displays test pnb Aas Detegtotsetoralmateioee Gu Pm OY Remove When there is a status conthot aways vo Cancel 2 Double click on the color box in the Subgroup that you want to change 3 Choose a new color from the color palette and then click OK The color changes in the box and in any lines of detail where the Subgroup is applied 4 Click OK to leave Setup Deleting a Subgroup You can delete a Subgroup from the list if you later decide you do not want to use it Creating Subgroups Subgroups Movie Magic Budgeting 115 O ifthe Sub group is set at Exclude and applied to lines of detail deleting it will permanently exclude those lines of detail from the budget Always Include an applied Subgroup before deleting it 1 Select the Subgroup you want to delete by clicking to the left of the Name field Add Dufau status for aif unmarked inox ro v Pant ok Remove When thew iz a status conflict alwape Fue y Cancel m us Ore NEN 338 156 403 ncuse O Exciude um NENNT 294 448 2 Click Remove in the upper left 3 If you have not applied the Subgroup to any lines of detail it is deleted immediately 4 Ifyou have applied the Subgroup to lines of detail a dia log displays Ths Subgroup is apphed to 345 details are pou sure pou mart to remove ce 5 Choose Yes to delete the Subgroup or No to leav
15. TION 3 On the Toolbar click the Subgroups icon The Apply Subgroups palette displays Lesson 5 Using Subgroups Applying a Subgroup to Lines of Detail 36 Tutorial 4 Click the selection button beside the word local The subgroup is applied to the selected lines 5 Click on an unselected line of detail Notice that the stu dio details are now displayed in the color you set up for the subgroup 6 Apply the Distant subgroup to the lines of detail under the heading LOCATION 7 Close the Apply Subgroups palette Click on the close box in the upper left corner and select Close INCLUDING AND EXCLUDING SUBGROUPS Now that you have subgroups defined and applied you can start estimating in earnest One of the best ways to use subgroups is to include and exclude them from the budget until you can arrive at the mon etary amounts you want Because excluding them from the budget doesn t delete them you can save quite a bit of time in this manner Manipulating what is excluded and included allows you to get a better idea of what different scenarios will cost For exam ple you may have the choice of three different camera pack ages an inexpensive a moderate and an expensive unit By including each of them in your budget as a separate subgroup you can include them individually to see what the result on your budget will be Excluding a Subgroup 1 From the Setup menu select Subgroups The Setup Sub gr
16. The menu for this option allows you to choose the fields to automatically carry down as you enter new data in the detail level Budget Preferences Setting Up the Budget Movie Magic Budgeting 73 None the default You must enter all information Amount the amount is carried to the new line You may change it if necessary Rate the rate is carried to the new line You may change it if necessary All all information except the description is carried into the new line You can adjust any of it and will probably want to change at least the description line When Inserting Detail Sometimes you may add a new line of detail after you have fringed the previous ones This feature allows you to choose how the new line of detail is automatically fringed Open Save Tab Copy fringes from the detail above All fringes applied to the previous line of detail are applied to the new line of detail This can be very useful if you are entering a large list of something like employees all their appropriate FICA pensions dues etc can be entered once and then filled down automatically as you add each new detail Insert new detail with no fringes The new line of detail is created with no fringes applied The options on the Open Save tab control how Movie Magic Budgeting saves and opens documents Genera pensare Sub F Fast Gave Auto Bass V Anno Saee moy med D m Mew ond one OPEN bedient V tr
17. Units printing 153 setting up 59 V Version Control 84 Index Notes 171 172 Notes Notes 173 174 Notes Notes 175 176 Notes Notes 177 178 Notes
18. budget from scratch see Creating a Blank Budget on page 59 you are more likely to be working with a pre defined bud get form A budget form includes a chart of accounts and all of the Glo bals Fringes and Subgroups For the purposes of this tutorial we will create a budget in the Enterprise format which is a basic budget If you were creating one for one of the other stu dios you would of course use their budget form Launching Movie Magic Budgeting Lesson 1 Getting Started Movie Magic Budgeting 5 as All budget forms have an extension of mmf From the File menu choose New The Select a MM Bud get Form File window displays Select a MM Budget Form File Look in a Movie Magic Budgeting e File name Files of type wwe Windows 5 0 Forms Cancel Select the Forms folder and click Open Select the Enterprise Form file and click Open A new budget opens using the Enterprise budget form as a skele ton structure NAVIGATING Movie MAGIC BUDGETING Starting at the Topsheet When you first open a new file you begin at the level of the Topsheet The Topsheet is also sometimes known as a Sum mary sheet because it summarizes all of the totals that have been entered into the rest of the budget No information is added to the Topsheet Everything presented is a summary or Lesson 1 Getting Started Navigating Movie Magic Budgeting 6 Tutorial roll up of data f
19. will allow you to see at a glance which fringes are applied to what lines of detail See Displaying Applied Fringes on page 110 Enter the rate This is the amount of money the fringe costs per unit For example Teamsters dues are charged at a flat 2 3625 an hour In this case you would enter 2 3625 in the rate field Press Tab Enter the unit For example for the Teamsters dues above you would enter hours Press Tab to enter a new flat rate fringe Fringes Defining Fringes 104 Reference Guide Editing Fringes If a rate for a fringe changes before you have finalized your budget you may need to edit the applicable fringe 1 From the Setup menu select Fringes The Setup Fringes window displays 2 Click in the field you wish to change The contents are highlighted 3 Enter the new information The contents of that field are changed and the budget is updated 4 Click OK to close the Setup Fringes window Printing a List of Fringes Hj You can 1 From the Setup menu select Fringes The Setup Fringes also print this list window displays from the Print Screen See Print ing Reports on page 151 Defining Fringes Fringes Movie Magic Budgeting 105 2 Click on Print in the upper right The print dialog box appears Comment Pittore Part range Copes Fa Nute dige 2j fog gS Met ES rim RW 3 Make sure your printer is selected and click OK to print APP
20. 152 IDs viewing 30 110 individual ranges 106 percentage 24 102 printing 104 153 range 26 105 G Globals 17 93 creating 17 93 decimal precision 94 deleting 96 display 95 editing 17 95 entering in detail 97 foreign currency 98 multiple in details 97 printing 99 153 using 97 within globals 95 H Host Country 67 Installation 49 L Labor Rates Database 123 entering rates 127 finding rates 124 opening 123 reading the rate card 126 Landscape Printing 145 Launch 4 49 Level Breaks 13 52 61 Level Indicator 55 Libraries 87 adding to 91 copying from 89 creating 87 90 importing from 87 opening 87 removing entries 90 Index Movie Magic Budgeting 169 Magic Keys printing 153 remove 140 Menu 54 N Navigation 5 54 menu bar 54 toolbar 55 New Budget 4 57 O Open budget 85 recent files 85 Opening recently used files 85 Order of Work 41 58 P Paste 29 133 Portrait Printing 145 Preferences account numbering 72 allow open budgets 75 amount entry 72 auto backup 74 auto save 74 budget 69 Budget Tab 75 budget tab account for fringes 77 account width 78 aggregate fringe calculation category width 77 comparison display 76 lock comparison 76 password protect 78 percentage fringe cutoff 77 post fringes 76 precision below 78 rate column 78 recap lines 78 separator 78 carry down 72 current ratebook 75 DOS function keys 71 eliminate blank lines 72 fast save
21. A CATEGORY 6 If you change the number of a Category that contains accounts you may have to go in and change all the account num bers to maintain continuity You might find that one of the Categories in the pre set budget form doesn t quite describe the accounts you are including or that you have misspelled something in a Category you have created If this happens you will have to modify the Category description or even the number 1 From the topsheet select the Category we just created 6400 Tutorials 2 Press Tab to move into the Acct field Press Tab again to move to the description field 3 Type Tutorial Consultants The description is replaced with the new name 6400 Tutorial Consultants 6500 Publicity ADDING LEVEL BREAKS as You could also type Ctrl B 3 B to create this level break Like Categories some level breaks are automatically created when you create a budget from a budget form Again how ever you may find you need to add one or more Level breaks are subtotal lines that divide your Topsheet into logical parts You will always have a level break called Total Above the Line Other level breaks are optional depending on the budget you are creating 1 Select Category 6500 Publicity by clicking in the nar row column to its left 2 From the Edit menu select Level Break A new line titled Untitled Level Break is added above the selected Category 6400 Tutorial Consu
22. Ctrl 4 36 4 Setup Subgroups Ctrl 6 36 6 Setup Currency Ctrl 7 36 7 Setup Units Ctrl K 36 K Setup Compare Ctrl 1 3 1 Show Apply Fringes Ctrl R 36 R Make Fringe Range Ctrl 2 36 2 Show Apply Subgroups Ctrl E 36 E Ratebook Ctrl L 36 L Get Library Ctrl Shift L 3 Shift L Store in Library Ctrl Y 36 Y Show Apply Library Ctrl T T Goto Topsheet Ctrl U 36 U Go Up from Selection Ctrl D 36 D Go Down into Selection Ctrl 9 36 9 Previous Ctrl 0 36 0 Next Ctrl J 36 J Goto Account Ctrl M 36 M Apply Magic Key Appendix A Keyboard Shortcuts for Commands Movie Magic Budgeting 159 Windows Macintosh Command Ctrl Shift M 36 Shift M Define Magic Key Appendix A Keyboard Shortcuts for Commands 160 Appendix A Keyboard Shortcuts for Commands Movie Magic Budgeting 161 Appendix B Function Keys These function keys are useable when the DOS Version MMB Function Key Compat ibility Mode is selected from Setup Preferences Function Key Function F1 Apply Fringes Shift F1 Apply Fringes F2 Apply Subgroups Shift F2 Apply Subgroups F3 Get Library a library must be open to use this key Shift F3 Li in library a library must be open F4 Select Shift F4 Select all Details FS Reset Cume Shift F5 Compare F6 Global Display toggles between view by Name or Value Shift F6 Set Local Global Display this feature is not avail able in th
23. Deleting a Global Very rarely you may wish to delete a global you have set pre viously 1 From the Setup menu choose Globals The Setup Glo bals window displays 2 Highlight the global you want to delete by clicking in the margin to its left Setting Up Globals Globals Movie Magic Budgeting 97 Deleting a global that is being used in a detail can do strange things to your budget fig ures 3 Click Remove A confirmation dialog appears If the glo bal is used in any lines of detail the dialog will warn you Movie Magic Budgeting 2 Aye you Sue you with lo pemarenify remove the shoot gebai wich i being used in 1 expresion within 2 ines of Gelo USING GLOBALS IN LINES OF DETAIL Entering a global into a line of detail is an easy way to make your budget more flexible Any time you change the value of the global the value will automatically change in all the appropriate lines of detail Entering a Global in a Line of Detail 1 Enter your line of detail as you would normally 2 When you come to the place where you want the global enter the name of the global for example loc or dis or shoot instead of a value Using Globals in Combinations Globals can be used anywhere in the budget just as though they were numbers Simply enter them into the line of detail where you want them You can use them alone or in equations You can use two globals togeth
24. Description field Untitled Sum mation Line is highlighted e rag time 5 Gay weet Untied Summetton Line 4 Type Overtime Untitled Summation Line is replaced 5 Press Tab to move to the Amount field Lesson 3 Working with Accounts and Details Using a Summary 22 Tutorial 6 Type the letter o and then press Tab twice The cursor moves to the X field The o in the Amount field is replaced by the number 20 and the sign appears in the Units field This is the percentage you set up for OT when creating your globals STUDIO d Prep Tine 5 day week Shoot Tine 5 day week Vrap time 5 Gary week Overtime Movie Magic Budgeting totals all of the amounts in the Studio area and puts the total in the rate field This is then multiplied by the overtime percentage 20 you set up with a global and the estimated overtime is added to your budget REVIEW At this point in the Tutorial you should be able to e Add accounts to Categories e Create globals e Add basic lines of detail to an account e Use globals in lines of detail e Create a summation line Review Lesson 3 Working with Accounts and Details Movie Magic Budgeting 23 Lesson 4 Using Fringes Fringes also called Fringe Benefits are the extra costs that get added to the cost of an item Sales tax is an example of a fringe So are guild and union pensions FICA etc In this chapter you will learn about
25. Directors Guild Press Tab Enter an ID for the fringe This is optional Entering an ID will allow you to see at a glance which fringes are applied to what lines of detail See Displaying Applied Fringes on page 110 Enter the percentage value For example the Directors Guild Association dues are 13 of salary For this you would enter 13 Press Tab Enter the cutoff amount This is the amount above which this fringe no longer applies For example the Directors Guild cutoff is 250 000 This means that anything the director earns above that is not subject to the fringe If the amount paid is over 250 000 you fringe the 250 000 and no more Enter the number only with no punctuation 250000 Press Tab to enter a new percentage fringe Defining Fringes Fringes Movie Magic Budgeting 103 Adding New Flat Rate Fringes 1 From the Setup menu select Fringes The Setup Fringes window displays Ati Remove Fringe Benefits by Flat Rate per Unit The flat rate fringes area fills the bottom half of the win dow Click on Add in the upper left of the area A new line will appear at the bottom of the current list and a cur sor will appear in the first field Enter the name of the fringe For example Team for Teamsters Union Press Tab If necessary enter a description of the fringe For exam ple Teamsters Union Dues Press Tab Enter an ID for the fringe This is optional Entering an ID
26. Fringes see eee 102 Adding New Flat Rate Fringes cece eee ee eee 103 Editine EEIBEOS itinere MENGE Danes 104 Printing Listof PHIUEeS iex ue er wENEX Gar uad e d 104 Applying Ermpes z eek ua m RERO Vi Nata ie M 105 Setting a Fringe Range ic dead eh AE pe HEY SON eC P alia 105 To set a Fringe Ranger ooa eA eer ead dra CM MMC 106 To set Individual Fringe Ranges 00 0 ee eee eee 106 Applying Fringes to a Range of Detail LL 107 Applying Fringes Individually cee ee ee eee eee 108 Method E assiste x axe tex ure sd e Pace x NU M GR I 108 Method 2 gna dor eet aaa ROUES 109 Displaying Applied Fringes cc cece cece wee eee eee 110 Displaying Fringes in the Budget LL 110 Displaying Fringes in the Apply Fringes Palette 111 Chapter 6 Subgroups c4 ra ey e kas cha ie 113 Creating Subgroups ve prr ex Ue EK Eins hr Vor Va 113 Adding SUuDSrOUD Gunite area ee vd e toe a a tma 113 Changing Subgroup Color us udecu x e RARUS Gee ERE ERE 114 Deleting a Subgroup s Ludus ove hee ou RI eec ISO 114 Using S bBFONDS a c CE OPE OU CO EO ER ed EA SUN E ROO 115 Applying a Subgroup co 2 4 24 E Id PAL iaia 115 Overlapping Subgroups 20 e cee eee 116 Resolving an Exclusion Conflict 0 0 0 0 000000 116 Clearing a Subgroup sc sea eo tee MED Ur Ol ER 117 If you want to remove one applied Subgroup 11
27. Globals make your budget flexible By setting a number of globals and using them in your budget you can easily change for example your total shoot duration the num ber of weeks shooting local the number of weeks shooting distant planned number of post production weeks etc If any of the values for these change while you are prepar ing your budget your shoot time is extended from five to six weeks for example all you have to do is change the definition in the global rather than searching out every use of that shoot time in the budget itself SETTING UP GLOBALS Creating a New Global 1 From the Setup menu choose Globals The Setup Glo bals window displays ee v 2 Click on the Add button in the upper left corner A new line will appear in the table structure Globals 94 Reference Guide 3 Enter the name of the Global and then press Tab e For example s for shoot Or shoot for shoot The fewer letters you enter the fewer you will have to type later But remember to keep global names unique and easy to remember 4 Enter a more detailed description of the Global and then press Tab e For example if you have used the letter s for shoot you will want to enter shoot in the description field 5 Enter the Equation This can be either a full equation or it can be a number For example e You might have a distant shoot global for shooting on location This global would probably only h
28. Library Using Libraries Movie Magic Budgeting 91 Select Name for New Library 24 x Save in Q Movie Magic Budgeting J c R File name Demo Save as type mme Library Cancel 2 Enteraname for the library and select a directory you will be able to find again Click OK The Library palette displays You now have a new library You can add infor mation to this library and copy it to your budget as you wish ADDING INFORMATION TO THE LIBRARY You can if you want store additional information in an old or new library Method 1 1 Open the library so that the Library palette displays 2 Select the lines of detail you want to save and click Store A new line is created with the selected lines of detail included H3 Library 3 Press Tab and then enter the Name you want to call this entries are stored group of detail in and removed Method 2 from the last library opened 1 Select the lines of detail you want to save whether it was a part of the current budget or not Using Libraries Adding Information to the Library Reference Guide From the Library menu select Store The Store Library Entry dialog appears Store Library Entry x Name Lox re Enter a name for your library entry Click OK The new library entry is saved to the library that was last open Adding Information to the Library Using Libraries Movie Magic Budgeting 93 Chapter 4 Globals
29. Magic Budgeting 57 Chapter 2 Setting Up the Budget Setting up your budget is probably the first thing you will do after launching Movie Magic Budgeting There are several ways to set up the budget all of which are designed to make your job easier You can use a pre designed budget form start from scratch import information from Movie Magic Scheduling and customize any bud get The budgeting process consists of three main steps Identifying and Inputting ele ments Manipulation of elements and Reporting In many ways it goes hand in hand with the Scheduling process CREATING A BUDGET FROM A BUDGET FORM The Budget Form The budget form includes a chart of Accounts but it is much more It also includes pre set fringes globals and subgroups It is a template for you to use to make budgeting easier You can create a budget form yourself See Creating a Budget Form on page 64 or a range of pre designed budget forms are provided with Movie Magic Budgeting In addition a growing library of forms and additional resources can be found at the Movie Magic website www moviemagicpro ducer com Choosing a Budget Form When choosing a budget form pay attention to what you want from your budget Will it be submitted to one of the major stu dios If so choose the format used by that studio Will it be for your use only Perhaps the SuperBudget or one you have designed yourself is better suited Setting Up the Bu
30. Rate If any of those fields equals zero the Subtotal will be zero As you make changes to the Detail numeric fields the Subtotal automatically recalculates to reflect the changes SETTING BUDGET INFORMATION Information about the budget can be quite useful later in the budgeting process It can be used to include information in the Headers and Footers to track the revision number of the bud get and to keep track of notes about each saved version of the budget that you have created Setting Up the Budget Setting Budget Information 64 Reference Guide Hj The bottom half of the Budget Information win dow includes some statistics for your budget including the date the budget was created and the number of Accounts and Cate gories included 1 From the File menu choose Info The Budget Informa tion window displays Budget Information For example mmb Notes Fi hkoumaion Budget Data Dodget Form Lrarrpie Tots Categories Total Accounts Civazion Dare JAN 26 1937 Total Dotate Modited Date MAY 7 1997 Tots Fringes Modified Time 10 10 34 AM Total Globals Total Subgroups 2 Enter your Project Title Project Number and Revision Number Press Tab to move between fields Not all projects will have all three of these items We highly rec ommend that you keep track of revisions using this fea ture 3 Enter any notes you want to make about this budget in the Notes field For example
31. This version does not include any CGI costs IMPORTING INFORMATION FROM SCHEDULING One of the advantages of Movie Magic Budgeting is that you can import information from Movie Magic Scheduling to be included in your budget This is done using the Library feature of Movie Magic Budgeting Full details for using the library feature can be found in Using Libraries on page 87 CREATING A BUDGET FORM After you have created a budget from scratch you may want to save it as a budget form so that any new budgets you build can have the same format The budget form contains the Chart of Accounts from the bud get and the lists of Globals Fringes and Subgroups as well as any preferences you have created for these budgets 1 Openthe budget you have created Importing Information from Scheduling Setting Up the Budget Movie Magic Budgeting 65 2 From the File menu select Create Form The Save as MM Budget Form window displays Save jc 23 Mowe Mage Budgeting z al ej Ir mj Save ai pe wv 5 0 toon Cancel 3 The standard budget forms are saved in the Forms folder in the Movie Magic Budgeting directory You can con tinue to keep your files here or create a new directory for them e Touse them in the current Forms file double click on the Forms folder e To save your form file in your own directory select that directory from the list 4 Click in the File Name field and type the name of your for
32. Topsheet Category A listing of all the categories and accounts in the bud get A chart of accounts has no details it is simply a listing of what account number goes with what infor mation Chart of Accounts A contractual insurance policy that covers the contin B bal Completion Bond gency that the project is not actually completed Appendix C Glossary 164 Contingency Contractual Charge Coversheet Cume Currency Fringe Global Host Country Level Break Level Indicator Library Magic Key Overtime Rate Book Usually defined as 10 12 of the total budget the Contingency line covers any unforeseen costs of the project A charge that is contracted to cover the entire cost of the project Contractual charges are usually a per centage of the cost of the project though there are some exceptions See Topsheet The cumulative change in a budget Displayed on the Movie Magic Budgeting Toolbar The type of cash used for the budget In the United States this will be US Dollars In France French Francs etc An extra cost applied to an incurred cost Taxes and dues are two of the major fringes used A variable or placeholder that can be used anywhere in a budget and changed easily The country and type of currency the budget is set to use A subtotal line added to the Topsheet to divide the categories into more readable sections The bar on the toolbar that indicat
33. a budget and just want to print out a copy on the fly as it were you can do that too 1 From the Magic menu select Define Keys The list of current keys will display from Selection Remove Pim f Action Wrap Distant Agi OSa WFCA B stant Wrap Local Agi OSa merca W Local Weekly Daiy 2 Click Print The standard Printer dialog displays and allows you to print your list of Magic Keys m BE Pinder une M Dee Statue Ready Type HPLatesiet 4050 Senes PS where NPIZB1280 Comment Pittore Pret range Copies Nuvtercigepes 3 Cem pe P ae eh BEBE Putting it All Together Magic Keys 142 Reference Guide EXPORTING TO ACCOUNTING SOFTWARE Movie Magic Budgeting is a powerful estimation tool How ever it does not do the final accounting It can interface with several industry accounting systems through the export com mand In addition the Export command also supports several spread sheet formats Export File formats The left column of the following table shows what applica tions Movie Magic Budgeting currently supports The right column is how those formats were designated in the old export formats Tab and comma delimited formats allow you to export to a spreadsheet database or word processing file Corresponds to Current Export Format this Pre 5 0 export format New in version Action Payroll 5 5
34. any Scheduling information in your bud get you need to put it in a format that Movie Magic Budgeting can read You need to export it from Scheduling From Movie Magic Scheduling export the file follow ing the instructions in the Movie Magic Scheduling User s Guide Remember what you called the library file and where you saved it Creating and Opening the Library 1 Return to Movie Magic Budgeting from Movie Magic Scheduling 2 From the Library menu choose Open The Open a MM Library File window displays Using Libraries 88 Reference Guide Open a MM Library File 2fx ceci Windows amp DOS Libraries M 3 Find and select the library you exported and click OK The Select Name for New Library window displays This gives you the opportunity to put the library in your library file or closer to the Budget Select Name for New Library 2fx Q Movie Magic Budgeting ic ek GE pm loci at Importing from Movie Magic Scheduling Using Libraries Movie Magic Budgeting 89 4 Click OK The Library palette displays You can now copy information into your budget I Library C Program Files ScreenPlay Systems Movie Magic Budgeting Demo bl Humber Of Items Cast Members Cast 59 Details Prop Props 100 Details Eddy Extras 41 Details Mala Vehicles 11 Details Set 101 Details a Remove Store 5 Entries COPYING INFORMATION FROM THE
35. are the built in headings that display on the screen of your budget and print on the various reports Using the Setup Captions command you can change them to suit your own needs or restore them to the default headers if you prefer Changing Budget Captions There are two sets of captions one for the on screen headings and one for the Printed reports You can modify both of these Changing the Captions can be useful if you are printing a bud get for a foreign crew you can change the captions to read in the appropriate language Setting Up the Budget Using Captions 80 Reference Guide 1 From the Setup menu select Captions The Setup Cap tions window displays Setup Captions Total Above The Line Total Above The Line Total Below The Line Total Below The Line Total Above and Below The Line Total Above and Below The Line Total Fringes Total Fringes Grand Total Grand Total Account Capbons On this screen the black header lines contain the title of the screen or the report where the captions are located If the title is preceded by Print the captions below are located on a printed report 2 Click on a caption in the right hand column Current Captions to highlight it 3 Type the new caption replacing the old 4 Change as many as you need and then click OK to save your changes Click Cancel to discard your changes and return to the budget Restoring Default Captions If you are using al
36. click Remove the key is gone Sometimes you might want to remove a Magic Key from your budget 1 From the Magic Menu select Define Keys The Magic Key settings window displays Add OSa BFA m Octant Adi OS4 BFCA B Local Weekly Daiy 2 Click anywhere in the Magic Key Definition you want to remove 3 Click Remove in the upper part of the window The Magic Key is removed from the list Using a Magic Key Using a Magic Key to apply a group of Fringes and or Sub groups to a line of Detail is much easier than applying them one by one using the Apply palettes 1 Select the line or lines of Detail where you want to apply the key s fringes or subgroups 2 Apply the Magic Key s Fringes or Subgroups using one of the following methods e Type Ctrl M 3 M and then press the key A Z you want to apply e Under the Magic menu select the Key s name Magic Keys Putting it All Together Movie Magic Budgeting 141 The fringes and subgroups are applied Viewing a list of Magic Keys Magic Keys can be viewed in their entirety with their defini tions From the Magic menu select Define Keys The list of current keys will display i a wn grey A Wrap Distant Add Te C B etant B Wrap Local Add OSet BFA B Local Weekly Daiy R Printing a list of Magic Keys You can print a list from the Reports Dialog as described in Printing Reports on page 151 If you are in the middle of
37. field Enter SS for Studio Shoot This is optional but as with the Fringe ID entering one now will allow you to tell which subgroups are attached to any line of detail later Press Tab to move to the Status field Leave Include selected In the Color field double click on the Black box A color palette displays We will use red to denote the Stu dio Shoot Click on the red color Click OK to exit the Color Palette The box in the Color column is now red Press Tab OR Click Add to add another subgroup Creating a Subgroup Lesson 5 Using Subgroups Movie Magic Budgeting 35 10 Create a subgroup called Distant Use Location Shoot as the description LS as the ID and Green as the color The window should now look like this ha Dat tt eae inne ie tm OY Remove When there is a status contict aways vv T Cancel Deseription ua 11 Click OK or press Enter to exit the Setup Subgroups win dow APPLYING A SUBGROUP TO LINES OF DETAIL Now that we have two subgroups defined we will apply them to the lines of detail that we created We will mark the Studio lines of detail as a Local subgroup and the Location lines of detail as a Distant subgroup If you are not still on the detail level for the Production Man ager account navigate to that point 1 Category 2000 Production Staff Account 2001 Pro duction Manager to detail level 2 Select the lines from STUDIO to just before LOCA
38. fringes what they are and how to apply them to the budget In addition we will also learn to copy and paste lines of detail in the budget Lesson 4 Using Fringes 24 Tutorial CREATING A FRINGE Fringes are the extra costs that are added to items in your budget Things like FICA social security taxes pension plans from the various guilds sales taxes etc are all examples of Fringes The first step in using fringes in your budget is to define the fringes You will probably have several employees who will have the Directors Guild Pension applied to their salary and all employees will have FICA Setting up your fringes in advance allows you to apply them to the proper lines of detail all at once Add a New Percentage Fringe Do not 1 Fromthe Setup menu select Fringes The Setup Fringes press Enter window will display Return from the Setup Fringes win dow unless you are finished The win dow will close 2 The percentage fringes area fills the top half of the win dow Click on Add in the upper left A new line will appear at the bottom of the current list and a cursor will appear in the Name field 3 Enter FICA Press Tab to move to the Description Field 4 FICA is self explanatory so it does not need a description Press Tab again to move to the LD column 5 Enter FICA This is an optional feature Entering an I D allows you to see at a glance which fringes are applied to wha
39. line 2 From the Edit menu select Insert or press Ctrl I 36 I A new line is added to the budget COMPARING BUDGETS Using the Cume and Change Views The Cume and Change views are located on the right of the toolbar Every time you make a change to the budget these values are updated Cume Reflects the total cumulative change in dollars to the active budget since you either opened the budget or reset the counter Change Reflects the most current change in the budget For example if you have been making changes throughout an hour on your budget and have not reset the counters See Resetting Cume and Change on page 136 then the Cume will show the difference between the budget s starting amount and the budget you have now created by your changes The Change however will only show the change in dollar amount made by the most recent adjustment to the budget Putting it All Together Inserting new lines 136 Reference Guide Resetting Cume and Change Sometimes while working on a budget you may want to reset the cume to reflect the current balance 1 From any point in the budget click Reset on the Toolbar Cume 106 Change 0 2 The Cume value will reset to zero and begin calculating again from the current point Using the Compare Command The Compare command can be used to maintain a running comparison of changes you make to the budget s original fig ures Setting Original Figures
40. start with the Production Manager RI Alternately 1 From the Topsheet select Category 2000 Production select Down into Staff and press Ctrl J 38 1 to move to the Account Selection from the level ae mene 2 Now select Production Manager and click on the DETAIL in the toolbar Detail is now highlighted in red and the Detail window for Production Manager appears with a blank line highlighted Lesson 3 Working with Accounts and Details Adding Details 20 Tutorial untitled 1 2001 Production Manager g as The X field is another multi plier field similar to the Units field We won t use it here For exam ples of how to use it see Adding details individu ally on page 62 10 11 Press Tab to move to the Description field Type STUDIO We are using this line of detail as a title only Press Tab five times to move through the other fields and create a new blank line Type Prep Time 5 day week Press Tab to move to the Amount field We will use the Global we created earlier Type p short for prep You can also type the entire global in this case prep If there is more than one global that use the same first letter you will need to enter more of the word Press Tab to move to the Units field The amount field now displays 2 and the Units field displays Weeks as we told the global to do A blue circle displays in the left mar gin field indicating that a Global is in u
41. upper right corner of the window choose the appropriate display Display by Value Replaces the global name with its value when entered into the budget For example 3 weeks rather than Shoot Display by Name Displays the global name in the budget rather than its value For example Shoot rather than 3 weeks Editing a Global The flexibility of globals lies in the fact that they are easily changed When you edit a global the change you make will be immediately made throughout the budget You edit a global in basically the same way you set it up From the Setup menu click on Global The Setup Glo bals window displays 2 Click in the field you want to change The field is high lighted e You can immediately type new information to replace the old or e You can highlight just the characters you want to change and change those The budget is automatically updated 3 Close the Setup window by clicking on the X in the upper right corner of the window Using Globals within Globals Another of the things that make globals flexible is the way they can work together Globals can be used within other glo bals as if they were numerals in an equation Globals Setting Up Globals 96 Reference Guide e For example if you have a local shoot specified as loc and a distant shoot specified as dis then you could define another global as loc dis or the total of the two
42. you noted earlier 6 Click in the Account field and watch the amounts change The Flat rate has been calculated for the percent age we entered and the amount of the exclusion is dis played to the right of that field as well 7 Click OK The amount is entered into the total field for this contractual charge line RECOMMENDED ORDERS OF WORK as Some of these options are only applicable to creating a budget from scratch rather than using a budget form Do not feel you need to do every step Work in a way that makes life easier for you We worked this tutorial in a manner that made it easy to explain concepts without bouncing about However when you create your own budget you might find it easier to work the order as follows Tell Movie Magic Budgeting who you are In other words enter the information for your production into the Reports window headers and footers See Adding Project Info to Budget on page 7 or the Info window See Adding Revision Information on page 9 or both Tell Movie Magic Budgeting how you want to use it This phase includes setting up your globals subgroups fringes units currencies etc Anything that might be neces sary to make your budget work smoothly Enter all Necessary Categories It can be much easier to create a budget from scratch if you plan ahead Work out all the Categories first Enter all Necessary Accounts Again to make life simpler move from Categ
43. you want for example to lengthen the shooting time from four to six weeks Instead of going through the budget by hand and changing all instances where the shooting length is used you can simply change the value in the global and it will automatically be changed throughout the budget and the budget recalculated Globals need to be set up before you begin adding details to accounts because in many cases they are the details you will be entering Some budget forms have globals pre set for you although you will still want to change the numbers to reflect your production The Enterprise budget form has no globals pre set Lesson 3 Working with Accounts and Details Working with Details 18 Tutorial 1 From the Setup menu select Globals The Setup Globals window displays B Setup Globals for untitled 1 2 To create a new global click Add A new line in the grid will appear with the insertion point located in the first field Name B Setup Globals foe untitted 1 ost meee ee ie n sue m mw de vem 3 Create a global for Pre production time Prep Enter Prep in the Name field 4 Press Tab to move to the Description field You don t need to enter anything here but we ll add a bit more description Type Pre production time 5 Press Tab again to move to the Equation field 6 The prep period for this project is two weeks so type 2 This field will always have a number or an equation in it
44. your budget Printing them allows you to compare different versions of the budget and to keep records of your globals subgroups and fringes TYPES OF REPORTS There are several different types of reports available from Movie Magic Budgeting The major report is the budget itself Also available from various locations are lists of Currencies Fringes Globals Subgroups and Units SETTING PRINT PREFERENCES Choosing your print preferences allows you to customize how your reports appear You can change margins column widths headers and footers and insert your own project information to be printed on the topsheet You can also hide empty entries and set the Movie Magic Budgeting to automatically delete blank lines In general you can make all the adjustments to the print setup select the reports to print and then click print Movie Magic Budgeting will remember your choices the next time you open this budget Choosing Landscape or Portrait Printing The orientation of the budget reports on the paper is controlled from the Print Setup menu You will need to decide whether you want to print your budget landscape wide or portrait vertical Reports 146 Reference Guide 1 From the File menu choose Print Setup The Print Setup window displays 2 Make sure your printer is selected properly and then click on the selection button for either portrait or landscape printing 3 Click OK to close the windo
45. 7 If you want to remove all applied Subgroups 118 Contents Movie Magic Budgeting vii Excluding a Subgroup 2 Rari GOSS ONAN SEES ae OES 118 Including a Suberoup ce es ees exe Tee Ren 119 Excluding Details not in Subgroups 0 0 00 cee ee eee 119 Displaying Applied Subgroups in the Budget 120 Printing a List of Subgroups ccc cece cece ces ce cence 121 Chapter 7 Labor Rates Database 123 Opening the Labor Rates Database eere 123 Finding a Rate for a Specific Position 124 Reading the Rate Card Information Table 126 Entering a Rate into the Budget eeeees 127 Chapter 8 Putting it All Together 129 Working with Movie Magic Budgeting es 129 Creating a Budget from Scratch aliene ata 129 Using a Budget Forms sius Todi sarai dee 129 Contractual Charges sissi reni 130 Adding a Contractual israel 130 Modifying a Contractual sev ARMAR ex a it 131 Summation Lines 350 5 ke yg oss SK e mE aS IS eRe ade w Medea DS oS 132 Manipulating Data aerea ses esas EIE RS E 132 Cur and Paste guod usa CX Mood e ona ida ro piau ed 133 Copy and Paste ces ei Ra OR RIA UR pae 133 Repaginating your Budget 0 0 Li 133 Recalculatng the Budget i i as ccadeaw neti deere evade ine 134 Quick quse ta de ue teal Gta een ee ae V
46. 74 general tab 70 insert detail 73 open save 73 reset column widths 71 return action 72 set font 71 show toolbar 71 use one window per budget 75 Print font 147 Printing budget report 152 chart of accounts 152 currency table 153 fringe summary 152 fringes 104 153 globals 99 153 magic keys 153 preferences 45 145 project information 153 reports 45 151 special reports 46 subgroups 121 153 topsheet 152 units 153 Printing Country 68 Production Info 7 148 Progress Indicator 56 Project Information Index 170 printing 153 Q Quitting 50 R Range fringe 105 Recalculate quick 134 Recently Used Files 85 Reports 145 column width 146 currency table 153 footer 149 frames 146 globals 153 header 149 hiding accounts 151 magic keys 153 margins 146 print font 147 printing 45 145 151 project information 153 special 46 subgroups 153 types 44 145 units 153 Revision Number 9 64 S Save 9 Saving 81 automatic save 83 Saving as Copy 83 Scheduling importing information 64 Selecting 7 line 56 multiple lines 56 Subgroups 113 adding 113 applying 35 115 changing color 114 clearing 117 creating 34 113 deleting 114 displaying applied 120 excluding 36 118 119 exclusion conflicts 116 including 37 119 overlapping 116 printing 121 153 removing applied 117 using 115 Summation Line 21 132 T Toolbar 55 Topsheet 5 51 level breaks 61 Topsheet Header 148 Topsheet Report 152 U
47. AS 11 Acct for Fringe Categories dn e exe ated iii 77 Category Widths rela ew c Let aaa IRAE TI Account Width iade AERA CREER LAGOS LR E E 78 Separator vr sees Ow CM de XN ORA XAR S ex eects 78 Rate Column Display Cutoff 0 0 0 eee eee eee ee 78 Pr cision Below C toff srl een OP E eae a oh 78 Precision Above Cutoff lidia Lnd pa Lat UD e soe 78 Show Recap EIDES 1 ssrsdri cupa io deo G4 Y eR Oe ate oad 78 Password Prot ct ud voi bey pr Re vos Oe mare a Ww edet 78 Using Captions Lo oU eS b COCINA AIR QUERER ER RO es 79 Changing Budget Captions xo evene A XE IRR aaa 79 Restoring Default Captions vs ess o gue dre Iu Re ch lai 80 Restoring All Default Captions 0 000 000 80 Restoring Selected Default Captions 000 81 Saving your Budget ed ree ey EERO RRR EER LA 81 Savine the Budgets ecco ed pe ead LI HE ad Oe date ee oe RES 8l Saving the Budget with a New Name 00 00 eana 82 Saving the Budget as a Copy usu eases cere ee Ex sie es 83 Automatic SA VC cere dics ode ee Oy Gad eset dk ee Fe RS DIS E AC 83 Creating a Backup Budget 4 amp 2 s Ias Bees 84 Version Control ax sess ease E eR NR liane t 84 Opening Closing Budgets leeren 85 Opening B dget iocos re EXIRET aw ON ac Dao tete Y apos a 85 Opening a Recently Used Budget 85 Closinga Window 4o esi 05 asta lla ee RE eee 86 Closnea Budget cuu Lice SS Me Rt ded ees gee ee es 86 Chapter 3 Using Lib
48. All Payments Ultra Cinecom Axium Visual MAX odd ap Rr ae Cast amp Crew PSL Disc A Cine Com Show Auditor Cinecom Entertainment Partners DISC Disc A Vista Accounting A P Enterntainment Partners DISC EON i Disc B Vista Media Services A Disc A Media Services B Disc B Pre 5 0 Other Accounting for Other mat Exporting to Accounting Software Putting it All Together Movie Magic Budgeting 143 Corresponds to Current Export Format this Pre 5 0 export format Comma Delim Comma Deliminated i inated Tab Delimi Tab Deliminated nated Detailed version Comma Delimi New in version nated 5 5 Detailed version Tab Delimi New in version nated 5 5 Exporting Files to Accounting 1 From the File menu select Export and then select the accounting program you use The Export window dis plays Export Budget As L2 x mee BE Save as ype TXT Export File Cesi 2 Name your new file The default is the current name of your budget with the extension of the accounting pro gram 3 Click OK to export The budget is saved as a file ready for import to your program of choice Putting it All Together Exporting to Accounting Software 144 Reference Guide Exporting to Accounting Software Putting it All Together Movie Magic Budgeting 145 Chapter 9 Reports Reports create the paper copy of
49. GSS EU 57 To Open a Budget form 40 0 ool herbs per e ARR dines 58 Creating a Budget from Scratch 0 ccc cece cece eee ees 58 Creating a Blank Budget siue Les eod S ode a lare AY Pts eA 59 set ng Dp Unis riegeri a CS aE eR et eS E 59 Adding Cat gori s Slitta voaG aoe Ute ETE 60 If this is a New Blank budget 0 0 0 2c ee ee eee 60 If this is an existing budget and you wish to add Categories 60 Modifying Categories su prose I VR nat PCR ear Ra S te 60 Contents IV Movie Magic Budgeting Adding Level Breaks sa S Seer ML abba Qe Mas 61 Adding Accounts eed fueka HOS T ETC Ox fee e e Rs 61 If this is a New Blank budget nen oe oV 3edex o RS Y ex eR 61 If this is an existing budget and you wish to add Accounts 62 Adding Details v ceco inie e x RYE S X NAMES NER Ue tesa 62 Adding details individually 0 0 0 cee eee eee eee eee 62 Setting Budget Information 0 ccc cece cece cece cece eens 63 Importing Information from Scheduling 64 Creating a Budget Form ceeeeeeee eer 64 Working with Currency eeeeeeeeeeee nh nnn 65 Adding a New Currency diss ex E EA ARRAY HER Soe Oe rea 65 bormoat rng Currencies ceo vu xy e qM es REESE MER 66 Deleting a Cumeney 50545 Vere eet owes ater ieu Oa Moe T eye dee 67 Changing the Host Country ved o ERR dated bonnes 67 Changing the Printing Country 2 2 sus cibo i to ae u
50. LIBRARY RI All informa tion from each grouping is placed in the same Account You will have to Cut and Paste to put all of the information where it belongs 1 2 Open a Library See Creating and Opening the Library on page 87 The Library window displays 6 Library C Program Files ScreenPlay Systems Movie Magic Budgeting Demo bl Humber Of Items Cast Members Cast 59 Details Prop Props 100 Details Eddy Extras 41 Details Vences Vehicles 11 Details Set 101 Details a Remove Store 5 Entries There are a number of groupings of information listed each with several items included For example Cast which may include the entire cast list and the duration each actor is needed Go to the detail level of the Account where you want to place the first group of detail For example principal roles Click to the left of the Name to select it In the Library palette click Get The entire content of the group of details is placed in the detail level All appropriate information from Movie Magic Schedul ing is included the Amount and Units fields are already filled for you You will have to add the rate either manu ally or using the Labor Rates database see Labor Rates Database on page 123 and if necessary will need to add the appropriate amount for the X field Cut and Paste the information to the correct Accounts and add rates See Cut and Paste on page 133 Using Librar
51. LYING FRINGES Fringes are always applied to lines of detail rather than broad Categories or Accounts You may have an Account called Grips within that Account you are likely to have pre pro duction shoot and wrap activities listed equipment related to that class of employee and possibly more than one grip If adding FICA for example you will only want to apply it to the actual salary for the grip and if there is more than one grip you will want to apply the fringe individually the FICA cutoff applies to one salary at a time Setting a Fringe Range Fringe ranges are groupings of detail where fringes will be applied You can of course apply fringes to any number of selected details However if the details are part of the same range the cutoff is applied to the total dollar amount of the range rather than individually This way if you are fringing one salary but have separated that salary into lines of detail for prep shoot and wrap the cutoff will be applied to the entire salary instead of to each individual section When you first add lines of detail to an Account you will notice that there is a bracket to the left of them encompassing all the details This indicates a fringe range Unless you set a Fringes Applying Fringes 106 Reference Guide H3 Fringe ranges do not have to be set before you apply fringes You can apply fringes as described in Applying Fringes to a Range of Detail on page
52. MOVIE MAGIC BUDGETING TUTORIAL USER S MANUAL FOR USE WITH MICROSOFT WINDOWS amp APPLEe MACINTOSH Copyright 2002 Movie Magic Technologies Inc All Rights Reserved Budgeting is a trademark of Movie Magic Technologies Inc and Movie Magic is a registered trademark of Movie Magic Technologies Inc with the United States and other countries Macintosh is a registered trademark of Apple Computer Inc Win dows is a registered trademark of the Microsoft Corporation All other trademarks are held by their respective owners Movie Magic Budgeting i Contents Introduction sssssssssssssesesesesesesesseesoo X How to Use this Book ccc ccc cece ee ccc cece cece n n n xi Tips dnd Cautlolis vsus oe ie ace CREE S CARE EN NR a xi Differences between the PC and Macintosh Interfaces xi PART I TUTORIAL Lesson 1 Getting Started eere 3 Launching Movie Magic Budgeting eeeeees 4 Windows 98 eter de e wade x EN ae utt a ee UMASS aw REIR 4 Macintosh iv i ae EA qu EA as RA Ste eas RM REA MIT 4 Creating a New Budget c ccceeeee eee err 4 Navigating Movie Magic Budgeting eee 5 Starting atthe Topsheet 2443414 M ERR Geen Sy bee AAR eae ET Rey ens 5 Moving into the Account Level 0 0 ce eee eee eee eee 6 Moving into the Detail Level 0 0 0 eee eee ee ee 6 Moving back to the Top
53. Ratebook MMLRDemo ib 2 The upper half of the window lets you set the parameters for the Position Use one or more of the following fields to look up the rate Position Window Enter the official name or com mon usage name for the position You do not need to enter the entire name Movie Magic can recognize the name with only a few characters entered Finding a Rate for a Specific Position Labor Rates Database Movie Magic Budgeting 125 e Prod Locale Production Locale Many labor rates differ depending on the location of the production You can choose from Studio the production is being shot at the studio or on a local sound stage Location the production is being shot away from the studio Either the rates are the same for both options or this option has not been selected e Prod Type Production Type Different production types often have different rates required Movie Magic Budgeting currently handles the following types Any the rates for all types of production are shown Theatrical the rates are based on those for Feature Length motion pictures Television the rates are based on those for Televi sion production Video the rates are based on those for Video produc tion e Department Job positions are broken into depart ments or groups These departments frequently coin cide with Union designations Any All departments are available A Specific Department selected by na
54. Setting Up the Budget Opening Closing Budgets 86 Reference Guide 1 From the File menu select Recent Files E Setup Took Lib G A list of recently New Chet i New Blerk Budget CtisShit N opened files dis Open Cubo plays Create Eom Close Ctiew 2 Choose the file you Coon Biot QNM want from this list ud The file will open Pr anus displaying the Top Iro sheet Print Setup Birt Cu P Bepagnate CE vie Epit CuO Supe ud mab Closing a Window Sometimes you may have more than one window open at a time You can close them individually and not close the entire budget From the File menu select Close OR Press Ctrl W 36 W Closing a Budget To close the entire budget simply selecting Close will not work Until the last window is closed the budget is still con sidered open From the File menu select Close Schedule Opening Closing Budgets Setting Up the Budget Movie Magic Budgeting 87 Chapter 3 Using Libraries One of the advantages of Movie Magic Budgeting is that you can import information from Movie Magic Scheduling to be included in your budget This saves you the diffi culty of retyping all of the props character etc information into the budget In addi tion Movie Magic Budgeting will also import the number of days that actors will be required for the shoot This makes it much easier to track costs IMPORTING FROM MoviE MAGIC SCHEDULING Before you can use
55. al Production Total Post Production and Total Other Accounts Each Category is a collection of Accounts These Accounts are subsets of the Category and also have an Account number 11 03 or 2012 for example and title associated with them example mmb 2100 Production Staff Und Production Manager First Assistant Director The first portion of the Account number usually reflects the Account s Category An Account numbered 11 03 belongs to the 11 00 Category for example Overview Getting Started Movie Magic Budgeting 53 RI You cannot enter Details in an Account that does not exist there fore you must cre ate an Account before you can add lines of detail to it Account numbers are generally listed in numerically ascend ing order and can have letters intermixed with the numbers 11 03A The Category and Account portions of an Account number like a Category number in some budgets are sepa rated by an optional hyphen Details Details are the specific lines of information contained within an Account In Movie Magic Budgeting Details are where all dollar amounts are entered example mmb 2101 Production Manager Details are made up of several parts the Description the Amount the Units the X field the Rate and the Subtotal All of the parts except the Subtotal are editable The Subtotal reflects whatever changes you have made to the other fields and is calcu
56. as provided with this application e Save and close the tutorial budget if you have not already done so From the File menu select Open and open example mmb It should be located in the Examples folder Adding the Completion Bond Our completion bond for this tutorial is a percentage of 796 of the cost of the project and does not include the Script costs or post production costs 1 From the Topsheet note the cost of the script Continuity amp Treatment Category and scroll down to the post pro duction line Note that amount as well 2 Add the two values together This is what we will exclude from the Completion Bond 3 Select the Completion Bond line at the bottom of the Topsheet and then double click in the left margin beside it The Contractual Charge window displays vane La Charge Type Pecertay V Percentage Lewes Pate F Cen Pert ecane Tante o Asount 2 Excluded from this Contractusi Charge mao o v Display xcluded Total Excludect 0 4 Click in the Percentage field and enter the percentage rate in this case 7 00 Changing Contractual Charges Lesson 6 Finishing Touches and Movie Magic Budgeting 41 H3 Step 6 is optional We have included it so that you can see the amounts as they change 5 In the Amounts Excluded from this Contractual charge area click in the Flat Amount field and enter 109633 which is the total of the two lines
57. as well Saving the Budget Saving your budget is a straightforward process 1 If you have saved the file previously the budget will be saved under the same name From the File menu choose Save 2 If you have not saved the file the Save Command will be greyed out on the file menu Setting Up the Budget Saving your Budget 82 Reference Guide e Choose Save As instead The Save File As window displays Saen arena s fal ESE Save at type MME 50 Cancel Enter the name of your budget in the File Name field and then click Save Saving the Budget with a New Name You might realize you named your budget incorrectly or you may want to save it with a new name 1 From the File menu select Save As The Save As window displays Sae 3 Move Mage Buana f e ES Ez Save at type wwe 50 Cancel 2 Enter the name you want to give the copy in the File name field and then click Save The file is saved with the new name and the title bar on your budget changes to the new name Saving your Budget Setting Up the Budget Movie Magic Budgeting 83 Saving the Budget as a Copy Sometimes you may want to save a copy of your budget as you have changed it but continue working on the original To do this you can Save it as a Copy 1 From the File menu select Save as Copy The Save a Copy of Budget window displays Sawin camem Messenen 2 Go ES men N Smemppee weso O
58. ave a number in the equation field such as 6 for 6 weeks e If you are separating details into location and studio shoots you may also want a total shoot global In this case you would enter the globals location stu dio in the equation field 6 Enter the Units for your equation For example weeks reels etc See also Setting Up Units on page 59 7 f you wish enter a precision number for displaying and printing in your budget See below for details Changing Decimal Precision You can change the way decimals created in globals display This can be useful if you are for example using a global for a currency exchange rate For example you are using a currency exchange rate of 1 123456 The problem is that while you want to use all six decimal places to calculate the amount you only want to display two places on the screen or in a printed report In the P column enter 2 Now the number 1 123456 will be displayed as 1 12 You can enter a precision number of 0 to 6 Zero means dis play only whole amounts 3 4 Entering a six will display up to six decimal points which is the maximum Movie Magic Budgeting can display Setting Up Globals Globals Movie Magic Budgeting 95 Changing how Globals Display in the budget You can change how globals display in your budget either displaying the appropriate numbers or the name of the global From the Default Status for Global Display menu in the
59. budget forms 57 close 86 creating 4 57 58 creating from form 58 creating hints 129 open 85 saving 81 saving as copy 83 saving with new name 82 Budget Form choosing 57 creating 64 hints 129 new budget from 58 Budget Information 63 Budget Report 152 Budgeting exiting 50 launching 49 C Captions 79 changing 79 restoring default 80 Categories 12 52 creating 12 60 level breaks 13 61 modifying 13 60 numbers 52 Chart of Accounts printing 152 Close window 86 Closing budgets 86 Color subgroup 114 Compare 136 change 135 hints 137 set original 136 show hide columns 137 Contractual Charges 14 40 130 Copy 29 133 Currency 65 adding 65 deleting 67 formatting 66 host country 67 in details 69 98 printing country 68 reports 153 Cut 133 D Decimal Precision gobals 94 Detail Level 6 53 Details 17 53 Index 168 adding 19 62 modifying 42 Details Not in Subgroups 119 Direction Control 55 Double click 56 E Exiting 50 Export to accounting 143 Export to Accounting 142 F Fields 7 56 Film Info 7 9 148 Foreign Currency 98 Fringes 101 apply fringes palette 111 applying 28 105 107 108 applying individually 108 applying to range 107 creating flat 103 creating percentage 102 defining 24 101 displaying 110 displaying applied 110 displaying in budget 110 displaying in palette 111 editing 104 flat rate 26 103 fringe range 105 individual 106 setting 106 fringe summary
60. d function keys F1 F10 will operate as they do in Movie Magic Budgeting 3 0 for DOS A Setting Up the Budget Budget Preferences 72 Reference Guide list of these Function Keys is provided in Appendix B Unchecked they behave as your computer operating system dictates The default for this option is checked Eliminate trailing blank lines A trailing blank line is a blank line that has no detail following it e Select this checkbox to delete any trailing blank lines in your budget e Deselect this checkbox to leave blank lines in your budget Auto Account Numbering e Select this checkbox to let Movie Magic Budgeting automatically number new Accounts in the order they are entered e Deselect the checkbox so that you can enter your own Account numbers as you enter information If you are not sure in what order you will be entering informa tion doing this by hand may be your best choice Smart amount entry e Checked this option allows you to move directly from the units field to the rate field by pressing Enter Return You can still move to the X field by pressing Tab e Unchecked Enter Return moves the cursor from field to field including all fields Return action This selection has a menu to allow you to choose one of two options When you press Enter Return in Movie Magic Bud geting the application will do the chosen option e Move to next cell e Go down one row Carry Down Option
61. dget 58 Reference Guide as Budget forms have the extension mmf Some budget forms include settings for globals fringes and subgroups Others require you to set them up yourself To Open a Budget form 1 Select New from the File menu or type Ctrl N d N The Budget Form dialog box appears Select a MM Budget Form File Fiet ol tpe June Windoess 5 0 Fores Cancel 2 Select the budget form you wish to use by clicking on its name Generally budget forms are kept in the Forms folder within the Movie Magic Budgeting folder If you installed your application differently or moved this folder you can use the tree structure to locate it 3 Click OK to open the budget form A new budget opens using the settings in the form CREATING A BUDGET FROM SCRATCH It is much easier to create a budget from a previously created Budget Form as the entire chart of Accounts and many of the globals fringes and subgroups have already been created However if you need a tailor made budget beginning with a blank budget may be your best choice When creating a new budget it is often much easier to begin at the Topsheet level and move down Create your Categories and level breaks then move on to the Account level creating Accounts for all your Categories and then your globals fringes and subgroups Only then should you move to adding the actual details Creating a Budget from Scratch Setting Up the Budg
62. dget form to begin and you will not have to create a chart of accounts units globals fringes subgroups etc Putting it All Together 130 Reference Guide 1 From the File menu choose New The Select a MM Bud get Form window appears Select a MM Budget Form File Plerelbpe NNB windcer 5 0 Fors hd Cancel 2 Select the appropriate form either from the Forms direc tory or from the location where you store your budget forms if it is different Click OK The new budget opens 3 Setup any new globals units fringes subgroups or currencies that you are going to need These will proba bly be minimal 4 Enter your lines of detail applying appropriate fringes and subgroups as you go Use globals in appropriate places CONTRACTUAL CHARGES Contractual charges are generally applied as a percentage of the entire direct cost of the project There are certain excep tions Since sometimes a contract will require you to exclude something such as post production or script costs contractu als are usually added or at least finalized after you have entered the rest of the information on your budget Adding a Contractual You can add a contractual to your budget topsheet 1 On the Topsheet level select the line you want your Con tractual to appear before Contractual Charges Putting it All Together Movie Magic Budgeting 131 2 From the Edit menu select Contractual Charge The Contractual Charge w
63. e FO Ure cri OME Vindow per Dutger Cures Fisboct Select Ratebook j Movie Mage Labor Mater Demo bb Cancel DK Setting Up the Budget Budget Preferences 74 Reference Guide RI Selecting this option auto matically turns Fast Save off Fast Save The default setting is selected e Selecting this checkbox will save only changes you have made to the budget e Deselecting this will save the entire budget It is a slower method but should be done every so often to avoid corruption Auto Backup The default is deselected e Selecting this option will save a backup of your bud get whenever you save This should NOT be used as an alternative to the instructions for Creating a Backup Budget on page 84 This allows you to maintain version control If it is selected you will always have the last version you saved in a separate file if you find you need to discard changes Auto Save every minutes The default setting is set at every 30 minutes e Selecting this automatically prompts you to save your budget at the time increment you have chosen This way if the power fails for some reason you will only lose some of your changes not all of them e Ifyou deselect it and the power fails you may lose much of your work If you save regularly this may not be a problem Verify budget on Open This runs a budget verification check to make sure all calcula tions are complete and there are no circular refere
64. e budget tab contains options that apply strictly to the bud get currently open in the active window Gereral OpenSwe Budget Fivdget Oprionr For testati Conpwiece Dici Lock Conpwiece Torak Apep Faros N Camden Fi Total Line Toral Pow Fringes by Perventage Fringe Caron Factor Aet ice Frege Categonter Cue I Rurale neiace o Acecum Vito m Prio Boe Caci sourr Precision tooss Osot FJ ShcePecap La Password Protect Setting Up the Budget Budget Preferences 76 Reference Guide Comparison Display This option toggles the comparison display for the Topsheet and Account levels the variance column This option can be overridden at any level by using the comparison display but tons on the Window Tools Menu See Using the Compare Command on page 136 The default for this option is unchecked Lock Comparison Totals e Checked keeps the budget s original totals from being updated When you make changes and compare the totals you cannot update the changes to the amounts originally in the budget e Unchecked Allows you to change totals as you update your budget The default for this option is unchecked Aggregate Fringe Calculation Aggregate fringes can be calculated in Fringe Total Line Total two ways Select one from this list e Fringe Total Line Total Calculates by dividing the Total Fringe Contribution by the Line Total This is the default
65. e current release F7 Go up one level F8 Go down into selection F9 Previous Appendix B Function Keys 162 Function Key Function Shift F9 Find Account F10 Next Shift F10 Find Detail Appendix B Function Keys Movie Magic Budgeting 163 Appendix C Glossary A traditional level break that generally puts all artis Above the line tic sections above the line and mechanical or crafts sections below the line The subdivision of the budget that contains details It Account is considered the middle layer of a three dimensional budget A traditional level break that generally puts all artis Below the line tic sections above the line and mechanical or crafts sections below the line A right pointing arrow to the left of a line of detail Black A 04 i i i acce indicates that fringes have been applied to that detail A blue circle to the left of a line of detail indicates POME CIRIE OU that a global is in use in that detail The entire budget file Includes the Topsheet B 5 udeet Accounts and Details The major headings of a budget as defined by Movie Magic Budgeting Captions are defined by the appli cation and can be changed See Changing Budget Captions on page 79 Caption The major division of the budget Categories are broad collections of accounts Examples could be Art Direction Set Production etc They are displayed on the
66. e it USING SUBGROUPS Subgroups can be a very useful tool for checking different sce narios in your budget For example if you have one Subgroup that includes expensive camera packages one that includes medium price packages and one that includes the inexpensive packages you can exclude two of them to see the difference in the cost of your budget with any of them Applying a Subgroup 1 Navigate to the detail level 2 Select the lines of detail you want to make part of the same Subgroup 3 On the toolbar click the Subgroups icon Ss Subgroups Using Subgroups 116 Reference Guide as In a large list of Subgroups you may find it eas ier to find the one you need by dis playing more col umns Choose the appropriate num ber of columns from the Columns menu at the bottom right of the win dow 4 The Apply Subgroups window displays 155403 Datart 5 Click the selection buttons or the Names of the Sub E cast groups you want to apply to these lines The selection buttons will appear filled The Subgroup has now been applied to those lines of detail 6 You may continue adding Subgroups to different lines of detail The Apply Subgroups window will float on top of the main windows allowing you to navigate as you wish Overlapping Subgroups Sometimes you want to apply different Subgroups to the same lines of detail These can be either the same or only partially overlap Whene
67. e word Grip Notice how all the words in the field are highlighted If you type Assistant now the entire field will be replaced Creating a New Account Lesson 3 Working with Accounts and Movie Magic Budgeting 17 2 Click again after the word Grip Now you can hit the Backspace Delete key 4 times to remove the word Grip 3 Type Assistant WORKING WITH DETAILS GLOBALS Details are the meat of your budget They are where you will enter all of the numbers and dollar amounts for your produc tion If you need three grips for local production this is where you will put them The first tool used in details are Globals These are characters used to replace a number such as s or shoot instead of 6 weeks You can change the number associated with the word in one place and it will be changed everywhere you have used it in a line of detail If you were to do this by hand hours could be added to the budgeting process Not to mention the possibility of missing one or two of the changing numbers Creating and Modifying Globals Globals are created from their own creation window You can create them all at once or one at a time as you need them A global is a variable a numerical value assigned to a name It s not as confusing as it sounds What a global allows you to do is enter a word like shoot into a line of detail and have the number associated with it applied automatically This becomes useful when
68. eld and choose a standard currency Alternatively make adjust ments to each field individually At the bottom of the dia log is a sample of how the currency will display for both positive and negative figures 4 Close the window by clicking OK or Cancel Deleting a Currency In some cases you may want to delete a currency setting From the Setup menu select Currency The Currency Setup window displays U United States R 2 Click anywhere in the line of currency you wish to remove 3 Click the Remove button at the top left of the window 4 Close the window by clicking OK or Cancel Changing the Host Country The host country is the underlying currency for the budget Unless specifically told otherwise Movie Magic Budgeting displays and prints all currency information in U S Dollars Changing the host country will change the currency for the entire budget Setting Up the Budget Working with Currency 68 Reference Guide Remember that any exchange rates you set up in the Setup Currency window see Add ing a New Cur rency on page 65 are relative to the host country So if you change host countries those rates become invalid Changing the host country will replace all the globals in rate fields with values They will be static If you want to be able to keep your globals intact change the printing country instead When you change the host country all of the globals
69. en move on to the Amount Units X and Rate The Subtotal will be calculated for you Description The reason you are budgeting this amount of money In the above example Mrs Potts is the character Amount The numeric value for the quantity of items or units For example 3 for 3 days 10 for 10 weeks 1 for 1 allowance etc Creating a Budget from Scratch Setting Up the Budget Movie Magic Budgeting 63 The amount field is also the field where you will most often use Globals Simply enter the global instead of a number See also Using Globals in Lines of Detail on page 97 Units What the amount field represents Days weeks hours months allow flat feet meals etc You may leave this field blank if desired If you are using a global it will be filled in for you X An extra multiplier field The default for this field is 1 However if the description is something like extras you may need more than one In this case if you are paying 4 extras for 5 weeks at 1 014 unit you would enter the line of detail as follows Total Fringes o Total 20 300 Rate The rate is the numeric value of the monetary cost of an item It is multiplied by the numbers in the amount and X col umns to arrive at the subtotal You may also use Globals in this field See also Using Globals in Lines of Detail on page 97 Subtotal The subtotal is automatically calculated It multi plies the Amount X and the
70. er you never need to enter punctuation or currency sym bols 4 From the Edit menu select Paste A copy of the STUDIO lines of detail is added above the selected line Notice that these new lines of detail also have the blue cir cles denoting globals and the right facing triangles that denote Fringes When you copy and paste information all of the applied features are pasted with it 5 Now we will edit these new lines Click on the second word STUDIO to highlight it Type LOCATION Studio is replaced by the new word 6 In the Prep time line of detail beneath the LOCATION title click on 3 013 in the Rate field Type 4218 7 Press the Down Arrow key on your keyboard to move to the Rate field of the Shoot time line Again type 4218 8 Repeatthis with the Wrap time line of detail 9 Alsochange the descriptions of the Prep time Shoot time and Wrap time to read 6 day week instead of 5 day week 10 Notice how the totals have changed in the subtotals col umn and in the Total Fringes row 1 0 Prep Tene 5 day week 1 13 028 Shoot Time 5 cay week 7 ees 1 3013 om rap time 5 day wee 2 Wieees 1 3013 028 Overtime 21 1 39 143 829 gt STUDIO 1 1 0 0 Prop Tere 6 day week 2 Weets 1 4218 A36 Shoot Time 6 deny week 7 ees 1 428 29 52 Vrap time 6 doy weet 2 Weees 1 4218 438 Overtime 21 1 45 396 0 MI 1 0 Total Fringes D 52 Total gt
71. er if for example you are hir ing someone for both the shoot and the wrap periods you would enter the globals for shoot plus wrap in the Amount column as shown below Classicaty Trained Batet dancer Total Fringes LJ Total L Or you might want to hire someone to start one week into the shoot period In this case you would be budgeting for the glo Globals Using Globals in Lines of Detail 98 Reference Guide bal shoot but you would want to subtract one unit week from that amount You would enter it in the amount column as shoot 1 Cliassicaty Trained Batet dancer 1 Total Fringes L Total L Using Globals to Define Foreign Currency The best way to handle foreign currency throughout your bud get is simply to change the Printing Country see Changing the Printing Country on page 68 However you may need to use a foreign currency on only a small number of details For example you may want to hire part of your crew in Canada and pay them in Canadian dol lars The great majority of your crew will be hired in the US however and your budget still has to total in American Dol lars 1 Set up a global called CDN with the exchange rate For example 71 US for 1 CDN D Setup Globals for example mab 2 When you enter a line of detail that has to be in Canadian units enter the description and units as usual 3 Enter the global for your cu
72. es where you are in your budget topsheet account or detail levels A storage facility for details Used to make cutting pasting and importing information easier A key set up to apply fringes or subgroups to selected lines of detail with a keystroke Work performed over the contracted amount An add on database that allows you to easily find the rates of pay for various job positions Appendix C Glossary Movie Magic Budgeting 165 In Movie Magic Budgeting the account Sub account refers to the fact that Categories are a broader mubaccount account than those found on Movie Magic Budget ing s Account level Subero p A grouping of lines of detail that can be included or excluded from the budget at will A special line of Detail that sums the subtotal fields of the details above it and puts the total into the Rate field It is often used for overtime and deferral calcu lations Summation Line The top level of the budget It summarizes the costs Topsheet into respective categories provides the above the line and below the line subtotals and can be formatted A division of labor parts etc Units can be weeks Unit days months hours reels of film etc Appendix C Glossary 166 Appendix C Glossary Movie Magic Budgeting 167 Index A Accounts 6 52 adding 16 61 categories 12 modifying 16 numbers 16 52 Automatic Save 83 B Backing up 84 Budget backup 84
73. et Movie Magic Budgeting 59 Creating a Blank Budget From the File menu select New Blank Budget OR e Type Ctrl Shift N 36 Shift N A new blank budget opens This budget has no Categories Accounts globals subgroups or fringes created It will be up to you to populate it Setting Up Units Units are the definitions that support each line of detail They include things like weeks reels of film possibly hours etc Some standard Units are already set up in Movie Magic Bud geting These include Allow Day Week Flat Hour and Month To set up additional units follow the instructions below This can be done from anywhere in your budget 1 From the Setup menu choose Units The Setup Units window displays 2 Inthe upper left click Add A new unit line displays 3 Enter the Key for the unit This is the letter you will type to enter the unit into your budget Press Tab 4 Enter the singular name of the unit For example Reel Press Tab Note that when you press Tab the name appears in the conversion formula Enter the plural of the unit Reels Press Tab 6 Ifthere is an equivalent to the unit in Hours enter that number If not leave the default of No 7 Press Tab to begin another new unit or OK to leave the window Setting Up the Budget Creating a Budget from Scratch 60 Reference Guide Adding Categories Categories are added to the Topsheet level of the budget They are the all
74. f units as shown in the Units Setup Window This can also be printed directly from the Print button in Units Setup Magic Keys Table Prints the list of Magic Keys that have been assigned to this budget See Magic Keys on page 138 Project Information Prints the information about the budget found under the File menu Info selection See Setting Budget Information on page 63 Reports Printing Reports 154 Reference Guide Printing Reports Reports 155 Part Ill Appendices 156 Movie Magic Budgeting 157 Appendix A Keyboard Shortcuts for Commands Windows Macintosh Command Ctrl N 36 N New Budget from Form Ctrl Shift N 3 Shift N New Blank Budget Ctrl O 3 O Open Ctrl W 36 W Close Ctrl Shift W 36 Shift W Close Budget Ctrl S d S Save Ctrl P 36 P Print Ctrl Q 36 Q Quit Ctrl Z 36 7 Undo Ctrl X X Cut Ctrl C 36 C Copy Ctrl V 36 V Paste Ctrl A 3 A Select All Ctrl 38 Select Row Ctrl F 36 F Find Ctrl Shift F 36 Shift F Find Again Ctrl H 36 H Replace Appendix A Keyboard Shortcuts for Commands 158 Windows Macintosh Command Ctrl Shift H 36 Shift H Replace and Find Again Ctrl I 36 I Insert Ctrl B 36 B Level Break Ctrl 3 Summation Line Ctrl d Subtotal Ctrl G 36 G Setup Globals Ctrl 3 36 3 Setup Fringes
75. footer dia log displays Reports Setting Print Preferences 150 Reference Guide 3 Make adjustments to the text you want to display You can use the following codes to insert and align text The character is generally created by pressing Shift 6 although it may be located differently on your machine These commands will insert pre set information into your header or footer as follows C Inserts the first date and time you saved this budget D Inserts the current date and time F Inserts the name of the budget file M Inserts the time the budget was last modified N Page Number R Revision Number T Title used in the Budget Info file V nserts the Version of Movie Magic Budgeting used to create this budget You can format this text using the following commands These commands should be entered directly after the text or com mand you want to align lt Align with the left margin Align in the center of the page Note this is the vertical slash mark not a numeral one or capital I Align with the right margin Examples In the following examples the title of the budget is My Bud get and the revision is 5 as entered into the File Information fields ATA lt ADAIANA gt Will print the following My Budget 3 10 99 4 00p m 4 T R D Will print the following My Budget Rev 5 3 10 99 4 00p m Setting Print Preferences Reports Movie Magic Budgeting 151
76. ge will be totaled before it is compared to the fringe cutoff amount There are two methods to apply fringes individually You can highlight each item individually and fringe them Method 1 Or you can highlight a group of details that will have the same fringes and apply them individually Method 2 Method 1 1 2 Navigate to the Detail level of your budget Select the line of detail you want to fringe by clicking in the far left column example met n p Produchon Manage e Click on the Fringe button g Applying Fringes Fringes Movie Magic Budgeting 109 The Apply Fringes palette displays Hj In a large 4 Click the option buttons to select fringes You can select list of fringes you more than one may find it easier The button will to find the one you appear filled if FICA 1496 need by displaying the fringe is more columns applied Choose the appro priate number of e The button will AT 0 columns from the appear clear if e ees i Columns menu at the fringe is not the bottom right of applied the window 5 Close the Apply Fringes window by click ing in the box in the upper left corner and selecting close 6 The fringes are applied to the detail you selected and a black triangle appears to the left of that detail Method 2 1 Navigate to the Detail level of your budget as You can 2 Select the lines of detail you want to fringe select lines that are not ad
77. hapter 7 Labor Rates Database Movie Magic Budgeting offers a plug in database called Movie Magic Labor Rates The Labor Rates database is a table of salary rates Unlike the Library which stores Category Account and Detail information the Labor Rates database stores informa tion on rate cards based on job position The database provides easy access to much valuable information It is also a quick way to put that information into your budget A demo version of the Labor Rates Database is included with Movie Magic Budgeting To obtain the full version please see the www moviemagicproducer com website OPENING THE LABOR RATES DATABASE You will in general only want to open the database when you will be including a rate in your budget although it can be opened and browsed at any time 1 Goto the line of Detail immediately after the point where you want to insert the rate 2 Select the row by clicking to the left of it 3 Open the Labor Rates Database e From the Tools menu select Labor Rates OR e Click on the Labor Rates icon on the Toolbar Labor Rates Database 124 Reference Guide The Labor Rates window displays Ratebook MMLRDemo ib FINDING A RATE FOR A SPECIFIC POSITION Most likely you will be using the Labor Rates Database to search for the pay rate for a specific position on your project There are several ways to do this 1 Open the Labor Rates Database The Ratebook displays
78. hat will I be spending if we don t shoot on location Or if we do shoot on location CREATING SUBGROUPS Before you can apply Subgroups to your budget they must be defined Adding a Subgroup When you first open the Setup Subgroups window unless you have used a budget form with subgroups already created it is empty To use Subgroups you will have to create some 1 From the Setup menu choose Subgroups The Setup Subgroups window displays J p w Nest aun Detak status fo all unmarkod ine Foie v Punt Remove When these is a status conflict always Eene r Cancel 2 From the Setup Subgroups window click Add A new line appears in the Subgroup grid Subgroups 114 Reference Guide 3 Enter the Name of the Subgroup This should be a short name that you can remember easily Press Tab 4 Enter the Description of the Subgroup This can be longer and more explanatory than the Name Press Tab 5 Optionally enter the ID for the Subgroup Entering an ID can make it easier to track what Subgroups are applied to which lines of detail Press Tab 6 Change the Subgroup color if you wish see Changing Subgroup Color below 7 Continue adding Subgroups in this way or click OK to exit the Setup window Changing Subgroup Color Color makes it easier to track your Subgroups You can change the color of a Subgroup after you have set it up 1 From the Setup menu choose Subgroups The Setup
79. ic Budgeting on the PC rather than the Macintosh So if you are using a Mac you will see slightly different although almost identical screens In addition all keyboard commands are written with the PC in mind Macintosh commands are provided in parentheses after the command has been given Introduction Part Tutorial Movie Magic Budgeting 3 Lesson 1 Getting Started Movie Magic Budgeting is a flexible tool that allows you to easily estimate budget costs and prepare your budget in almost no time The important thing to remem ber as you work with this application is that Movie Magic Budgeting is not an accounting program It is an estimating tool All computations are estimated and will not be exact figures In this Lesson we will launch Movie Magic Budgeting create a new budget file look at some of the ways to move around in the application and save our file Lesson 1 Getting Started 4 Tutorial LAUNCHING Movie MAGIC BUDGETING Windows 98 1 Click on the Start menu 2 Choose Programs Movie Magic Budgeting Movie Magic Budgeting The application will launch Macintosh 1 Double click on your Hard Drive icon 2 Double click on the Movie Magic Budgeting folder 3 Double click on the Movie Magic Budgeting file icon ame CREATING A NEW BUDGET The first thing to do once you have opened Movie Magic Bud geting is to create a new budget Although you can create a
80. ies Copying Information from the Library 90 Reference Guide REMOVING INFORMATION FROM THE LIBRARY As you move the information into your budget you may want to remove it from the library to keep track of your progress This can be risky If you are going to remove library informa tion remember that it cannot be replaced without importing the entire library again 6 There is no 1 Click to the left of the group of information you want to verification when delete The group is highlighted your remove infor Library C Program Files ScreenPlay Systems Movie Magic Budgeting Demo bl mation from the Hame comments Mumberoritems lib Iti i l Cast Members Cast 59 Details rary ls SIMPY Props Props 100 Details gone Extras Extras 41 Details Vehicles Vehicles 11 Details Set Set 101 Details 2 Click Remove The group of information is deleted from the Library CREATING A LIBRARY Sometimes if you are going to be copying and pasting a lot of lines of detail into many different locations you may find it easier to create a library file for this than to simply use the cut or copy and paste feature You can create a library and the information will remain even if you cut something else out of the budget in the meantime or if you need to leave your com puter in the middle of the process 1 From the Library menu choose New The Select Name for New Library window displays Removing Information from the
81. in the Apply Fringes Palette Another way to see an overview of your fringes is from the fringe palette itself e 1 Click on the Apply Fringes icon ES The Fringe Palette displays 2 Change the Display menu at the Display ispla bottom of the palette to Total Fringe Rates 3 Youcan now adjust the View By menu to see the totals for various a aese combinations of fringes The dollar Range amount for each individual fringe in the combination you select dis plays beside that fringe e Budget totals the dollar amount of the fringe for the entire budget Category totals the dollar amount of the fringe for the current Category e Account totals the dollar amount for the current Account Fringes Displaying Applied Fringes 112 Reference Guide e Range totals the dollar amount for the range con taining the selected details e Selection totals the dollar amount for the selected lines of detail only Displaying Applied Fringes Fringes Movie Magic Budgeting 113 Chapter 6 Subgroups Subgroups are used in Movie Magic Budgeting to exclude or include various items in the budget They can be displayed in different colors so they can be seen at a glance and they can overlap one detail may be part of several Subgroups Subgroups provide an easy way to answer questions like what will I be spending if I use the expensive camera package rather than the inexpensive one Or w
82. in use will be replaced with appropriate values You will no longer be able to change them globally Any globals you apply after changing the host country will work as usual Changing the host country is therefore better done before you enter informa tion into the budget Or before you change the host country save a copy of the budget so you can revert to it if necessary If you want to keep your budget in the original currency and print a copy in a different currency type see Changing the Printing Country on page 68 1 From the Setup menu choose Currency The Setup Cur rency window displays U United States k 2 At the top of the window choose the appropriate coun try from the Host Country menu A warning dialog dis plays Click Yes to continue Are you iure you wart to change the Host counti hom Unded States to United Kingdom 7 Doing so wil icece all values in delal tate Sakit to be NOTE Ary giobsis used n datai rate Fk veil be removed and converted to viles 3 Aconfirmation dialog displays Click Yes to change the host country Movie Magic Budgeting n 737 Ate pou realy sue pou mart to change fe host county Changing the Printing Country If you need to print the budget with a different currency rate but do not want to change the entire budget to that currency you can change just the printing country This leaves the host country as originally set but allows the budget to be printed en
83. inclusive accounts that are later broken down into sub accounts and details e Go to the Topsheet level of your budget If this is a New Blank budget 1 Press the Tab key and enter a Category Number For example 2100 2 Press the Tab key again Enter the Category Title For example Talent 3 Press Tab to move to the next Category OR click any where in the Topsheet to leave the Add Category mode If this is an existing budget and you wish to add Categories 1 Click on the Category you wish to insert a new Category above 2 From the Edit menu select Insert A new Category line appears above the Category you selected in step 1 3 Press Tab to move to the Acct field Enter the Category Number For example 2100 4 Press Tab again Enter the Category Title For example Talent Modifying Categories If you change the number of a Category that contains Accounts you may want to go in and change all the Account num bers to maintain continuity as well You might find that one of the Categories in the pre set budget form doesn t quite describe the Accounts you are including or that you have misspelled something in a Category you have created If this happens you will have to modify the Category description or even the number 1 From the topsheet select the Category you want to change 2 Press Tab to move to the field you want to change or click in that field 3 Type the new informat
84. indow displays roe Cx Charge Type re v Percentage cae mate 5 F dgr Pecenoge acconti Teacher I Amourt s xcluded from this Contractual Charge Fist Amount 0 e 0 Display Excladed Total Excluded o 3 Enter the Name of the charge This will appear in the Description column of the line Press Tab 4 Choose Percentage or Flat fee from the menu The default is percentage e If you choose percentage enter a percentage rate in the Percentage field for example 20 for 20 e f you choose flat fee enter the flat fee in the Flat Fee field for example 10000 for 10 000 5 If you want the charge to reflect an account number enter the account number in the Account Number field This will be displayed in the Acct column of the Top sheet line 6 Some percentage contractuals require you to exclude some charges Movie Magic Budgeting allows you to enter the amount to be excluded If you are excluding an amount enter it in the Flat Amount field with no punc tuation 7 Ifyou want to display the amount excluded from this con tractual on the Topsheet check the box next to the word Display Modifying a Contractual 1 Toopena contractual for modification double click in the narrow margin to the left of the line The contractual charge window for the selected charge opens Quarta 208 8 exchudet LI Putting it All Together Contractual Charges 132 Reference Guide 2 E
85. ing Print Prefer ences on page 145 choose the reports you want to print from this list Descriptions of the reports follow See Available Reports below 3 Click Print Available Reports Budget Full report or summary Check the box for Budget and select from the menu which form you want it to take Topsheet Prints only the Topsheet Summary Page of the Budget Chart of Accounts Prints a list of the Accounts in the order they are included in the budget So if your account numbers are out of order so will your chart of accounts Fringe Summary Prints a list of fringes and their total current cost This report can give you an idea of what fringes are costing the most in the current budget Printing Reports Reports Movie Magic Budgeting 153 Fringe Table Prints the list of fringes as shown in the Fringe Setup Window This can also be printed directly from the Print button in Fringe Setup Globals Table Prints the list of globals as shown in the Globals Setup Win dow This can also be printed directly from the Print button in Globals Setup Subgroup Table Prints the list of subgroups as shown in the Subgroup Setup Window This can also be printed directly from the Print but ton in Subgroup Setup Currency Table Prints the list of currencies as shown in the Currency Setup Window This can also be printed directly from the Print but ton in Currency Setup Units Table Prints the list o
86. ion to replace the old or click again in the area you want to add info to and add it with out deleting the old Creating a Budget from Scratch Setting Up the Budget Movie Magic Budgeting 61 Adding Level Breaks Adding Accounts Like Categories some level breaks are automatically created when you create a budget from a budget form Again how ever you may find you need to add one or more Level breaks are subtotal lines that divide your Topsheet into logical parts You will always have a level break called Total Above the Line Other level breaks are optional depending on the budget you are creating 1 Select the line above which you want the level break 2 From the Edit menu select Level Break A new line titled Untitled Level Break is added above the selected Category Untitled Level Break Publicity 6400 Tutorial Consutarts 3 Press Tab and then press Tab again Type the name of your break to replace Untitled Level Break Tutorial Consutants TOTAL TUTORIAL CHARGES Accounts are added to the Account level of the budget All Accounts are attached to a Category 1 Select the Category in which to add Accounts 2 Double click in the margin beside that Category The Account window for the Category displays If this is a New Blank budget 1 Press the Tab key and enter an Account Number For example 2101 2 Press the Tab key again Enter the Account Title For example Princi
87. ise eg eMe 134 Complete uis NA M SOUS Bu te Ne OUO a 134 Inserting new lines aera Ree ERG ARR ENG RENTUR oe OHS 135 Comparing Budgets cceeeeeeee eee ehh n 135 Using the Cume and Change Views 0 000 e eee eaee 135 CUME eo Rips EY HRS NOV Pack be ae ee obe Ves 135 Chambers iso A a a ee Le A eost nn a Nace dae 135 Resetting Cume and Change sre ROTER Gt eR Bees a dae 136 Using the Compare Command 136 Setting Original Figures ee esata we E RAE OR bee RAE 136 Showing or Hiding the Comparison Columns 137 Hints for using the Compare Command 137 Budget Information asia ER ECUTRGAG OOS ala 137 Magie Keys cesses es Okie ak S ao ses RES EE a ERE E o 138 Defining a Magic Key xan coh sk eet HSE eat eS eee ee 139 Removing a Magic Key soa esa dk be d Per e ep CR 140 Contents viii Movie Magic Budgeting Using a Magic Key cuu cada pede oM ba QR 140 Viewing a list of Magic Keys 0 0002 cece eee eee eee 141 Printing a list of Magic Keys e 0 cee eee eee eee 141 Exporting to Accounting Software leere 142 Export File formats rst wv S ONS IA AS CAGES CUERO 142 Exporting Files to Accounting LL 005 cece eee eee eee 143 Chapter 9 Reports cir 145 Types oE Renor s o ov RE LEER OS ee ROS EX NIC ERE YR 145 Setting Print Preferences cceeeee eee err 145 Choosing Landscape or Portrait Printing LL 145 Setting Column Wid
88. jacent by holding down the Ctrl 3 key and clicking them indi vidually 3 Click on the Fringe button En Fringes Applying Fringes 110 Reference Guide The Apply Fringes window displays 0 e FKA 5 Prad Sve 4 Click the option buttons to select fringes You can select more than one The button will appear filled if FICA 496 the fringe is applied 5 Thebutton wil ca appear clear if FIA E 0 the fringe is not applied 5 Click on Indiv in the bottom left of the Apply Fringes window The lines of detail are broken into separate ranges and fringed with the selections you made A black triangle appears beside the fringed items 6 Close the Apply Fringes window by dou ble clicking in the box in the upper left corner DISPLAYING APPLIED FRINGES Displaying Fringes in the Budget When you have completed fringing your budget you may find you want to see what fringes are applied to which lines of detail There is an easy way to do this You can display the fringe IDs in a new column to the left of the description Displaying Applied Fringes Fringes Movie Magic Budgeting 111 1 Navigate to the detail level of your bud get At the top of the window is a mini zj xi zi 2j toolbar 2 Click on the Display Fringe button The button appears depressed and a new column appears to display the fringe IDs D cxample mmb 2101 Production Manager Displaying Fringes
89. lated automatically Within the detail level you can view or hide various extra columns by clicking the buttons on the mini toolbar at the top of the window You can display The line number EI The aggregate fringe percentage The fringes applied to the line of detail al The subgroups applied to the line of detail For more information see the sections on fringes and sub groups Getting Started Overview 54 Reference Guide NAVIGATION Navigation in Movie Magic Budgeting can be accomplished in several different ways Because the budget can be seen as a multi level three dimensional object you can move down into more detailed levels or up into the more general levels You can also move between different fields and pages in the same level Using the Menu Bar The Goto menu provides various navigational commands we Wore Mac Budgeting File Edit Setup Tools Library Eg no Window Help TiGpsheet ot FT Upton Selection t E Down into Selection Ctrl D First Previous Ctrl 9 Next Ctrl 0 Last Account Ctrl J Topsheet Moves you directly to the topsheet from anywhere in the budget Up Moves you up one level to Account from Detail to Top sheet from Account Down Moves you down one level To Account from Top sheet to Detail from Account The Category or Account which was selected will be the Category or Account shown in the lower level First Moves
90. lp system may not cosplay r function property Move commends that you use a standard AA release of Cagyrignt 2000 by Creatve Fianet ix Mat Help Version 12 3 The tabs on the left side of the screen give you the choices of browsing the table of contents the default search key words in the index or search all the words in the help file for a particular word Online Help Getting Started Movie Magic Budgeting 51 OVERVIEW Contents Choose the book you want and double click it to open it Then double click the page within that book Help will display in the left window Index On this tab you can browse the index by scrolling up and down or you can enter a keyword to search for it The list will scroll as you enter letters Click on the entry you want to read If there is more than one entry for that word a menu displays allowing you to choose the entry you want Search The search tab allows you to enter the word you want Type the word in the Search field and press Enter Return A list of topics containing that word displays Click on the topic you want to see The topic displays to the right The Three Dimensional Budget To Movie Magic Budgeting a budget is a collection of Cate gories Accounts and Details These three types of entries are organized into a three dimensional budget with each level down becoming more detailed The Topsheet shows the main Categories major Accounts used in the b
91. ly Fringes window click on the close window box in the upper left select different lines of detail and range them You do not need to close the Apply Fringes palette e apply fringes See Applying Fringes to a Range of Detail on page 107 Applying Fringes to a Range of Detail 1 Navigate to the Detail level of your budget 2 Select the lines of detail you want to fringe 3 Click on the Fringe button En The Apply Fringes palette displays FICA FU SUI Workmen s Camp Payrol Sve Medicare 1426 e Fu 915 Pujol Sve 115 Medicare Fringes Applying Fringes 108 Reference Guide Hj In a large list of fringes you may find it easier to find the one you need by displaying more columns Choose the appro priate number of columns from the Columns menu at the bottom right of the window 4 Click the option button beside the fringe name to select fringes You can choose more than one e The button will appear filled if FICA 496 the fringe is applied The button Will ss appear clear if a FICA i 0 the fringe is not applied Close the Apply Fringes window by clicking in the box in the upper left cor ner and selecting Close The fringes are applied to the range of detail you selected and an arrow appears to the left of those lines of detail Applying Fringes Individually Hj Remember that even if you fringe individual lines of a fringe range the entire ran
92. m 5 Click OK Save The budget form has been saved and you can now use it to create a new budget WORKING WITH CURRENCY You can choose the currency you want to use for your budget This can be helpful if you are going to be shooting in a foreign country and need to provide a budget in the currency where you are shooting Or if you are shooting on location some expenses may be in the currency of that location Adding a New Currency The Setup Currency window will only serve to convert all cur rency in your budget If you are planning on having only some details in a different currency you will want to use a global for this purpose Using Globals to Define Foreign Currency on page 98 Setting Up the Budget Working with Currency 66 Reference Guide Hj We recom mend that you choose one cur rency for your host currency and stick with it See Changing the Printing Country on page 68 for information on how to convert cur rency for printing reports only s If you change the host country any other exchange rates you have entered become invalid The default currency for the budget is always U S dollars You can change this by changing the Host country to one of the Currencies that you add in the Setup process If you change the host country you will enter any further amounts in the new currency 1 From the Setup menu choose Currency The Setup Cur rency window will display U Uni
93. m a dialog box will appear asking you if you wish to save your changes Movie Magic Budgeting x 2 Save changes to example mmb e Choose the appropriate response e The application will close ONLINE HELP If you have problems with Movie Magic Budgeting you can access the built in help file 1 From the Help menu select Contents Help opens in your internet browser about This Help System H Qosuuurg cip ary Step Quck Guide This help system was created to provide information Up Pre Budget Magi Budgetng for Windows and Macintosh Amen m png ross s are green froughout these help fies hey se gre P eM ws format followed by the Macintosh shortcut in parentheses T he pictures of Movie Magic Screens in fis guide are taken fron nthe re Windows n of the application The screen displays are wrtuaty ane Sune Conese dentea on both the PC and the Msc b 4 you wil occasions find sbght dfferonces gate through this help system by using the tatle at splayed to t e let or by using the ndex ar search feature trestep guide on how to use the basic features of Mowe Magic Budgeting dick here n Order 30 view the help system Corecty you wil need ether Invemet Explorer 4 0 or higher or Netscape 4 D or higher inszalled on your puter Movie Magic val automaticaly use whichever browser you hyve set as your default browser Note yr ye uong 3 pre release or bets version of Explorer or x the he
94. me you can select the name of the department where you want to look e Occupation Code Some cities give each job posi tion its own unique identification number This is called an Occupation Code If you know this code entering it is one of the fastest ways to get to a specific position s rate card e City Different locations have different rates Use this popup menu to narrow the search to a specific city e Union Rates are different according to the union or guild For example Teamsters IBEW IA DGA etc Labor Rates Database Finding a Rate for a Specific Position 126 Reference Guide Use this popup menu to narrow the search to a spe cific union or guild e Local Union Local Number Some unions are subdivided and given union local numbers Enter the union local number to narrow the search for a specific position even more than by using the Union menu 3 Click Search to find information based on the criteria you entered above It displays in the list to the left of the fields Select the Position you want to see by clicking its name The rate card displays All fields are now completed Con tinue or press Clear to begin your search again READING THE RATE CARD INFORMATION TABLE When you have searched the Database and selected a position by clicking on the name the rate card information table dis plays in the table at the bottom of the window On Call st 5m Venti Mate No overtone rreobvedt
95. n the budget This is useful if you have many windows open at one time Getting Started Navigation 56 Reference Guide e You can click on any of the three bars and you will be taken to that level of the budget Progress Indicator Double Clicking Some operations take time to complete To give you some idea of how they are progressing the progress indicator at the far right of the toolbar fills until the operation is 100 complete Double click in the left margin of a Category or Account to move down one level Doing this on the Detail level will select the fringe range applied to the line of detail you double click Moving Between Fields Selecting a Line Use the Tab key to move forward from field to field in the same level Use Shift Tab to move backward Click in the left margin next to the Category Account or Line of Detail you want to select Selecting a Range of Lines You can select more than one Category Account or Line of detail in more than one way Click and drag either up or down the screen to select multiple lines Double click the small left margin of a fringe range of detail to select the entire range See Setting a Fringe Range on page 5 105 Hold down Ctrl 3 and click in the small left margin of each line individually This command can be used to select lines that are not located directly adjacent to one another in the budget Navigation Getting Started Movie
96. nce Guide 2 At the top of the window there is a menu beside the words Default status for all Unmarked lines Default status for all unmarked lines e Choose include to always include lines that are not part of any Subgroup Choose exclude to always exclude lines that are not part of any Subgroup 3 Click OK to exit the Setup Subgroups window DISPLAYING APPLIED SUBGROUPS IN THE BUDGET You can display your Subgroups in a special column on the detail level This will let you see the actual Subgroup name that has been applied to each detail 1 Navigate to the detail level of your bud get A mini toolbar appears at the top of sia the detail window As 2 Click the Subgroups icon sl on the mini toolbar 3 The Subgroups icon appears indented and a Subgroups column displays at the left side of your budget 4 To close the column click the Subgroups icon again Displaying Applied Subgroups in the Budget Subgroups Movie Magic Budgeting 121 PRINTING A LIST OF SUBGROUPS as You can 1 From the Setup menu select Subgroups also print this list form the Print Screen See Print ing Reports on page 151 2 Click on Print in the upper right The print dialog box appears 3 Make sure your printer is selected and click OK to print Subgroups Printing a List of Subgroups 122 Reference Guide Printing a List of Subgroups Subgroups Movie Magic Budgeting 123 C
97. nces If you are making drastic changes to an existing budget it can be useful The default setting is None e None never verifies the budget unless you manually tell it to do so See Recalculating your budget Recalculating the Budget on page 134 e Quick budget totals only are recalculated Budget Preferences Setting Up the Budget Movie Magic Budgeting 75 Complete the integrity of the budget data is checked fixes are made if necessary and budget totals are recalculated Allow only one OPEN budget at a time e Selecting this option will only allow you to open one budget at a time If you want to work with another budget you must close the first e Deselecting this option will allow you to have as many budgets open as your computer s memory allows Use only ONE Window per budget e Selecting this option will replace an open window with the next window you open For example if you are in the topsheet and open an Account the topsheet will close when the Account opens e Deselecting this option will allow you to have as many windows open as you wish Sometimes this is a good thing as it makes it easier to compare Accounts or details If too many windows are left open it can become confusing Current Ratebook Clicking Current Ratebook option allows you to change the ratebook that displays in Movie Magic Budgeting See Labor Rates Database on page 123 for more information Budget Tab Th
98. nd Subgroup Settings fields are filled in based on the line you selected Press Tab The cursor moves to the Key field Enter a let ter from A to Z This can be either upper or lower case and will be the shortcut key that you will use later to apply the Magic Key Press Tab to move to the Description field Enter a short description of what this key does This description dis plays next to the Key on the Magic menu In the Action field you have two choices Add and Set Click the selection box for the choice you prefer e Add If checked the Fringes or Subgroups applied by the Magic Keys are added to any existing Fringes or Subgroups Set If checked the fringes and subgroups in the Magic Key will replace any in the original budget In the Fringe Settings field you can check or uncheck the box If checked the fringes will be added or set when Putting it All Together Magic Keys 140 Reference Guide you apply the Magic Key If unchecked the fringes will not be added 8 In the Subgroup Settings field you can check or uncheck the box If checked the subgroups will be added or set when you apply the Magic Key If unchecked the subgroups will not be added 9 Click the Close button at the top right of the Define Magic Key window You are returned to your budget and the Magic Key now appears in the Magic menu Removing a Magic Key G6 there is no warning when you delete a Magic Key As soon as you
99. ne you saved To avoid replacing the existing file choose Save As 1 From the File menu select Save The Save Budget File As dialog window displays a Movie Magic Budgeting f ei Save in R File name Save as type wwe 5 0 Cancel 2 Inthe Save in field select the folder where you want to save your budget 3 In the Filename field enter Test Click Save The dialog window closes and your file is saved You should also regularly make backup copies of your work to another hard drive tape drive or floppy disk Nothing is worse than losing all your work because you have hard drive or system problems REVIEW You should now be able to e Create a new budget from a budget form e Move between the levels and fields in a budget Add project information to your budget e Add a revision date e Save your budget Review Lesson 1 Getting Started Movie Magic Budgeting 11 Lesson 2 Working with the Topsheet As mentioned previously the Topsheet is the location in the budget where all the monetary amounts are summarized At this point other than the Categories that were created by the budget form your budget is blank All of the amounts are Zero In this lesson we will look at the topsheet in a bit more detail You will create a new Category and add a level break between Categories Lesson 2 Working with the Topsheet 12 Tutorial WHAT ARE CATEGORIES Movie Magic Budge
100. next field Enter your name and center it Click OK to return to the Reports window Adding Project Info to Budget Lesson 1 Getting Started Movie Magic Budgeting 9 8 Click Cancel to return to the Topsheet without printing The information you have entered will remain with the budget until you change it ADDING REVISION INFORMATION You should also add the information regarding the revision of the budget This becomes very important when you begin cre ating multiple versions of the budget for comparing 1 From the File menu select Info The Budget information for filename displays Note that there is no filename yet This is because we have not saved your budget 2 There are fields to track Project title Project Number Revision Number and Notes Since this is the first budget we ll just enter the Revision number Click in the white box beside Rev Number and type 1 3 Click OK to close the dialog window SAVING YOUR BUDGET You should save your budget regularly There is no worse feel ing than working for hours on a project only to lose power and have to start over again If you save your files regularly you are much less likely to suffer lasting damage from such a loss Save your Test budget now Lesson 1 Getting Started Adding Revision Information 10 Tutorial as If you had previously saved the file the save dialog would not display Your file would simply be saved over the last o
101. nit Field 6 Enter h in the Unit Field Press Tab The H expands to Hours 7 Teamsters dues have no cutoff They are paid on every hour worked Do not enter anything in the Cutoff field 8 Press Enter Return to exit the Setup Fringes window 9 Save your budget USING FRINGE RANGES Fringes can be applied individually or over a group When you create a group of details that will be fringed together we call it a Fringe Range For example the entire salary for the Produc tion Manager will be fringed together with the cutoff applying to the sum of the entries Using Fringe Ranges Lesson 4 Using Fringes Movie Magic Budgeting 27 Perhaps it is easier to see on the budget itself 1 Open the detail level for Account 2001 Production Manager If you have been doing the lessons in order it should look like this 2 Notice the bracket to the left of the details This shows that all of these details are part of the same Range They are all grouped together If we apply the fringe to all of these entries Movie Magic totals them and then adds the fringe to the total amount below the cutoff point 3 Select the first three entries STUDIO Prep time and Shoot Time and click the Fringe Em icon on the toolbar 4 The Apply Fringes window displays If you cannot see the lines of detail you have selected drag the Apply fringes palette down on the screen until you can ee war ee ver icc m dini 1531
102. nter the new information as described in Adding a Con tractual on page 130 SUMMATION LINES A Summation line adds the totals of all the lines of detail between it and any previous summation line and puts the total in the Rate field The subtotal for the summation line of detail is then calculated from this amount It is useful for calculating Overtime and Deferral amounts 1 Create a new blank line on the Detail level 2 From the Edit menu select Summation Line A new Untitled Summation Line is created 2 Weeks 1 3013 60 1 33443 33143 Unttied Summaton Line 1 Vrap time 5 day week 3 Press Tab to move to the Description field Untitled Sum mation Line is highlighted 4 Type a new description for the summary line Untitled Summation Line is replaced 5 Press Tab to move to the Amount field 6 Enter the percentage amount you want to include Press Tab and enter in the units column The total amount appears in the Rate column and the percentage appears in the Subtotal column Prep Time 5 day week Shoot Time 5 day week Wrap fime 5 day week Overtime MANIPULATING DATA You can manipulate your data in many ways You may find that you need to put one or more lines of details in additional or alternate locations in the budget Or you may find you need to insert a line into the budget Summation Lines Putting it All Together Movie Magic Budgeting 133 Cut and Pas
103. nue to compare the original figures entered when you first created the budget you have two options 1 After the first time you press the Update Compare Totals button never use it again ever This will preserve your original budget figures However you will not be able to compare the effect of recent changes to your current bud get 2 Save a Copy of your original budget before making changes This method allows you to preserve your origi nal figures while allowing you to compare current budget figures See Saving the Budget as a Copy on page 83 3 Youcan also use the Cume and Change displays to com pare changing totals as described above Using the Cume and Change Views on page 135 BUDGET INFORMATION Movie Magic Budgeting tracks certain information about your budget for you You can access this information and add some of your own from the Budget information window Putting it All Together Budget Information 138 Reference Guide 1 From the File menu select Info The Budget Information For window displays Medies Tare 10324 AM 2 Youcanenter your own Project Title Project Number Revision Number and Notes in the appropriate fields Later this information can be printed in the header or footer of your budget reports allowing for easy tracking of your budget revisions See Adjusting the Header and Footer on page 149 3 In addition Movie Magic Budgeting tracks specific infor mation fo
104. of detail in the range are selected 2 Click on the red and green Fringe icon on the toolbar The Apply Fringes window displays 3 Click in the empty circle graphic next to FICA or on the word FICA The circle is filled Applying a Fringe Lesson 4 Using Fringes Movie Magic Budgeting 29 204 Other Frege 4 The FICA percentage fringe has now been applied Close the Apply Fringes window by clicking in the close box in the upper left and selecting Close 5 Notice the right pointing triangles to the left of each line of detail These indicate that there is a fringe applied to that line item The total amount of Fringes displays in the Total Fringes row 2 844 STUDIO Prep Time 5 day week Shoot Tene 5 dey week Veep tine 5 day weet Overtine COPY AND PASTE Now we are going to expand this account Our project is shooting both in the studio and on location So a Production Manager will be needed for the Location shoot as well Let s add entries for Location as well To save time we will copy and paste the studio lines and edit them 1 The STUDIO lines of detail should still be selected If not highlight them by double clicking in the narrow col umn on the left 2 From the Edit menu select Copy 3 Click in the column to the left of the 6th line of detail the blank line to highlight it 2001 Lesson 4 Using Fringes Copy and Paste 30 Tutorial as When you enter a numb
105. oppy disk remov able drive or file server Doing this will prevent you from reentering all the data and having to recreate the work you have done It only takes a sec ond to restore a backed up file but possibly many hours to recreate a budget from scratch You can maintain a record of all your different versions of the budget by saving each set of changes with a new name For example Budget Budget1 and Budget2 could be the three versions of the file Budget Although Movie Magic Budgeting only allows you to com pare the most recently saved Budget to the changes you have made since saving using this sort of version control can pro vide you with hard copy budgets that you can later compare manually during the budgeting process Saving your Budget Setting Up the Budget Movie Magic Budgeting 85 Change the Revision number of these budgets see Setting Budget Information on page 63 and even printed copies will be easily identified OPENING CLOSING BUDGETS Opening a Budget 1 From the File menu select Open The Open a MM Bud get File window displays Open a MM Budget Fie HEI Fena J Files of type windows amp DOS Budgets Cancel 2 Select the budget you want to open and click OK The budget opens displaying the Topsheet Opening a Recently Used Budget If you have recently used a budget that you want to open again you can do this without using the open command
106. option All Fringes are included Sum of Fringe Calculates by adding the percent age of all the percentage fringes applied to the line of detail Flat Rate fringes are excluded from this calcu lation Post Fringes by Beige Fringes can be posted in the budget in sev poene eral different ways How you post fringes 4 Account can help you see where the money is located in the budget and help you decide where to shave an hour here or there if you are running over budget e Budget selecting this option posts all fringe totals on the topsheet without breaking them down into Cate gory or Account numbers It gives you an overview of how much of your budget is taken up by fringes e Production Level this option creates a fringe subto tal at each level break on the topsheet The fringes for Budget Preferences Setting Up the Budget Movie Magic Budgeting 77 each level break are gathered together and subtotaled at the level break e Category this option creates an Account or Accounts based on the setting in Setup Fringes See Defining Fringes on page 101 at the end of each Category The fringes in the Accounts are totaled and posted to a Fringe Category A reminder screen prompts you to create an Account Number for Fringe Categories on this screen see below i Renner an accouri number for Fringe Calegoses should be specified x e Account this option adds the total of all fringes into each Acco
107. ories to Accounts and enter all of them next Enter your Budget Details Lastly enter the details into your accounts You can do this individually or add one and copy and paste it into the appro priate locations See Creating one Line of Detail and Modi fying it on page 42 Lesson 6 Finishing Touches and Tips Recommended Orders of 42 Tutorial CREATING ONE LINE OF DETAIL AND MODIFYING IT You may find it easier to create one line of detail or a group of lines of detail and then simply copy and paste them where you need them making adjustments to the details such as rates as necessary Creating one Line of Detail and Modifying it Lesson 6 Finishing Movie Magic Budgeting 43 Lesson 7 Reports The final piece of the Budgeting puzzle is printing reports Output of the budget into a hard copy that you can hand to someone even if it s yourself and say this is the money I need and why is the reason behind this entire exercise Reports in Budgeting are limited but powerful Lesson 7 Reports 44 Tutorial TYPES OF REPORTS There are several different reports available from Movie Magic Budgeting Spend some time getting to know them They are all available from the Reports window From the File menu select Print The Reports window displays rm C CS Printing Font _ Cancel Fom me Repaginate Miscellaneous Pago Bele Account Spacing na SF v TosseeHe
108. otice that this level has no entries This is where all the details about the Stunt play ers will be entered Navigating Movie Magic Budgeting Lesson 1 Getting Started Movie Magic Budgeting 7 It is here on the detail level that you will enter all of the mon etary amounts for your budget Moving back to the Topsheet H3 Although by default you only have one window at a time open you can set Movie Magic Budgeting to display multiple windows See Use only ONE Window per budget on page 75 of the Ref erence Section The level indicator can help you keep track of your loca tion in this case On the tool bar the level indicator indicates the level you are on in red It can also be used to navigate between levels Onthelevel indicator click Topsheet You are returned to the Topsheet of your budget and the level indicator shows this by highlighting Topsheet in red ACCOUNT DETAIL SELECTING LiNES amp MoviNG BETWEEN FIELDS e You can select any line in your budget by single click ing in the narrow column to the left of that line e Double clicking in the same location will move you one level down into the budget e Click in any field on the Detail level to add informa tion From this point you can move through the fields by pressing Tab or Enter Return e Pressing Shift and holding it down while you press Tab will move you backwards through the fields ADDING PROJECT INFO TO BUDGET
109. ound in other parts of the budget e Click on the maximize button DI in the upper right of the window to enlarge it Each line on the Topsheet corresponds to a Category major account Movie Magic Budgeting uses the term Category to describe an account that contains sub accounts within it untitled 1 Story amp Other Rights Moving into the Account Level Although there is a lot of information presented on the Top sheet we need to move further into the budget to really use the information Movie Magic Budgeting is constructed in three levels with each successive level holding more detail Move your mouse to the narrow column to the left of Category 1400 Cast Day players stunts The pointer changes direction and becomes a black arrow 1300 Drection amp Supervision 1400 Cast Day Players Stunts 1500 Travel Living 1900 Fringe Benetts TOTAL ABOVI THE LINE elo co 00 e Double click and Movie Magic Budgeting takes you into the account level for this account There are several accounts in Category 1400 Notice that all the account numbers begin with 14 This makes it easy for you to tell immediately where an account fits If the account starts with 12 it is located within the 1200 category Moving into the Detail Level e Again placing the pointer in the left column double click and move down one more level into the detail level of Account 1404 Stunt Players The Detail level displays N
110. oups palette displays 2 In the Local subgroup click the selection button beside the word Exclude Add Detak status tor all unmarked lines ui v Pie ok Remove When there is a status conflict abwaps civ T Lancet Including and Excluding Subgroups Lesson 5 Using Subgroups Movie Magic Budgeting 37 3 Click OK A dialog box displays telling you how much the budget has changed e Budget total changed by 42 515 wah 5 detai changed js This dialog indicates the difference in cost between shoot ing both at the studio and on location and only shooting on location Click OK You are returned to the budget Notice that the STUDIO group of details is now grey What you have just done is effectively hide any lines of detail that have that subgroup applied to them Movie Magic Budgeting will not include any dollar amounts located in this subgroup in calculations or printouts Including a Subgroup When you have excluded one or more subgroups there will come a time when you want to include them again Basically you will reverse the process used to exclude the subgroup 1 From the Setup menu select Subgroups The Setup Sub groups palette displays Next to the subgroup Local select Include Next to the subgroup named Distant select Exclude Add Delaui status tor ali unmarked lines s v Pie ok Remove When there is a status oontlict awape
111. p 2 Click on the Subgroups icon on the toolbar 3 3 The Subgroups that are applied to this line of detail have the selection button filled in Click on the selection but ton or the name of the Subgroup you want to remove The selection button is no longer filled and the Subgroup is removed from the lines you have selected Subgroups Using Subgroups 118 Reference Guide 4 Click the close corner and select Close to close the Apply Subgroups window If you want to remove all applied Sub groups 1 Highlight the lines of detail that shouldn t have any Subgroups 2 Click on the Subgroups icon on the toolbar The Setup Subgroups window displays 3 Click on Clear in the lower left of the Apply Subgroups window All of the selection buttons clear showing that the Subgroups are no longer applied 4 Apply Subgroups if you wish Click OK to close the Apply Subgroups window Excluding a Subgroup To exclude an entire Subgroup from the budget first make sure the Subgroup is applied to all appropriate lines of detail From the Setup menu choose Subgroups The Setup Subgroups window displays Lamb x Detant status tor al unmasked Binon ine Pot Remove When there is a status contlict aways Eoo y Cancel 2 In the Status column there are two selection buttons Click Exclude to exclude this Subgroup from your bud get 3 Click OK to finalize the decision A dialog box stating the amount yo
112. ple sales taxes FICA SAGA dues Directors Guild dues and Teamsters Union dues are all examples of various types of fringes Fringes are generally figured as a percentage of the original expense although there are some flat rate fringes This chapter will show you how to set up fringes modify them and apply them to your budget Movie Magic Budgeting handles all of these transactions in a flexible manner that makes it easy to adjust your budget as changes occur DEFINING FRINGES Defining in advance the fringes likely to apply to your budget can relieve much of the work before you even start inputting information to your budget Later if you find that a fringe should have been a different percentage or had a different cap you can edit it and it will be changed throughout your budget Fringes 102 Reference Guide Adding New Percentage Fringes as Some fringe names may be descriptive enough that you do not need a description 1 From the Setup menu select Fringes The Setup Fringes window will display A44 Remove Fringe Benefits by Flat Rate per Unit The percentage fringes area fills the top half of the win dow Click on Add in the upper left A new line will appear at the bottom of the current list and a cursor will appear in the first field Enter a name for the fringe For example DG for Direc tors Guild Press Tab If necessary enter a description of the fringe For exam ple
113. ple roles 3 Press Tab to move to the next Category OR click any where in the Account window to leave the Add Account mode Setting Up the Budget Creating a Budget from Scratch 62 Reference Guide Adding Details RI You may also type Ctrl 38 1 or select Down into Selec tion from the Goto Menu If this is an existing budget and you wish to add Accounts 1 Click on the Account to follow the new Category 2 From the Edit menu select Insert A new Account line appears above the Category you selected in step 1 3 Press Tab to move to the Acct field Enter the Account Number For example 2101 4 Press Tab again Enter the Account Title For example Principle Roles Details are added to the Detail level of the budget All Accounts are attached to a Category 1 From the Account Level select the Account in which to add details 2 Double click in the margin beside that Account Deecton amp Supervision 1400 Cast Day Players Stunts 1500 Travel Living ejoooo 1900 Fringe Benetts E TOTAL ABOVE THE LINE The Account window for the Category displays You can now enter details individually or Import them from Scheduling See Importing Information from Schedul ing on page 64 Adding details individually e If there are no details in the Account you can simply hit the tab key and begin entering them Start with the description for example Mrs Potts Th
114. r budget is always in a calculated state Normally you do not need to run the Recalculate Command This command verifies that budget totals end data are accurate If f discovers any insccuraciss it wil report and correct them Press QUICK to recalcidate budget totats Press COMPLETE for a tul but slower test of all data integrity Quick Choose Quick to have Movie Magic clear and then recalcu late all of the Detail Account Category and Budget totals Fringes Globals Subgroups and contractual charges are also recalculated This is the fastest method of recalculation It only recalculates the totals and does not perform any tests for errors Complete Choose Complete to e Test the integrity of the data for data errors e Verify the structure of the budget file itself this will test for any circular references etc Manipulating Data Putting it All Together Movie Magic Budgeting 135 e Completely recalculate the budget totals as described under Quick If Movie Magic Scheduling finds any errors it will write them to a text file that you can view with your word processing pro gram This mode is slower but more completely tests your budget for errors INSERTING NEW LINES You can insert new lines into the budget wherever you want You may want to insert a new Category or Account in its cor rect place in the numbering schema to control confusion 1 Select the line below where you want the new
115. r you e File information including The budget form used as a template to create your budget The creation date of the budget The date and time you last modified the budget e Budget Data including Total of Categories Total of Accounts Total of details Total of fringes Total of globals Total of subgroups Magic KEYS Magic Keys are a quick shortcut for applying any combination of Fringes and or Subgroups A Magic Key is like a macro in a word processing program Using Magic Keys bypasses the need to toggle each individual fringe and subgroup by toggling them automatically in groups Magic Keys Putting it All Together Movie Magic Budgeting 139 Defining a Magic Key Hj When you create a Budget Form magic Keys are preserved You can then use them in any budget you create from the form Before you can use a Magic Key it has to be defined Magic Keys are defined and used from the Detail level of the budget l Select the line of Detail containing the appropriate Fringe and Subgroup settings by single clicking in the area to the left of it If you can t find a Detail with the right combination just insert a new Detail and set the appropriate Fringes and Subgroups You can delete it when you have finished defining the Magic Key From the Magic menu select Define Key The Define Magic Key window displays Click Create New Magic Key from Selection The Action Fringe Settings a
116. raries eeeeeee 87 Importing from Movie Magic Scheduling 87 Creating and Opening the Library LL 87 Copying Information from the Library eere 89 Removing Information from the Library eeee 90 Creating a LIDFAEV V S vua das y e rina V rh Nn an Ra CR RR Rn 90 Adding Information to the Library 0 cece eee ee ees 91 Methodi 2 s tte pra d wen abe Gd ase mis wer Pad ed nbus 9 Method 2 use xag od bebe paraggi seitan ii ieri 91 Chapter 4 Globals 15 oe RI hm ara 93 Set ng Up Globals 4 see 4v ER RG ewe VER VE V S Er un omes 93 Creating a New Global Sack Seres la E RP PRESA 93 Contents vi Movie Magic Budgeting Changing Decimal Precision 445 54 ko Se SiG as aa SSK ars 94 Changing how Globals Display in the budget 95 Editing a Global 3 uso poder SEE a CORE Sn E or e ea a qi Dates 95 Using Globals within Globals ssss cece eee eee ee eee 95 Del ung a Global i Laise toast EMEN D 96 Using Globals in Lines of Detail eeeeeeeeee 97 Entering a Global in a Line of Detail LL 97 Using Globals in Combinations LL cece eee eee ee eee 97 Using Globals to Define Foreign Currency 0 000 98 Printing a List of Globals 0 ccc ccc ccc cece cece eens 99 Chapter 5 Fringes ovi rr Rr ELI ERTUERR E 101 Defining Eringes oues i Vik OE OTR eR ORO OS 101 Adding New Percentage
117. rrency CDN in the X field Then enter the rate in Canadian Dollars The subtotafield will display the rate in American dollars as defined by the exchange rate l Now if you hire a grip for 1000 a week Canadian in the total column it will show as 710 which is the American rate for that crew person 4 If your exchange rate changes go into Setup Globals and change the rate there All of your foreign currency for that exchange will be updated Using Globals in Lines of Detail Globals Movie Magic Budgeting 99 5 Create and apply a subgroup for the foreign items so you can isolate them if necessary See Subgroups on page 113 PRINTING A LIST OF GLOBALS as You can 1 From the Setup menu select Globals also print this list 2 Click on Print in the upper right The print dialog box from the Print appears screen See Printing Reports as HE on page 151 eee i Neve LAT Vit Locesser 050N PS 6016 BOL ic Staur Ready Type HP Laseslet 4050 Series PS Where NPI28128D Comment Print to file C a Number of copie Mo 3 Make sure your printer is selected and click OK to print Globals Printing a List of Globals 100 Reference Guide Printing a List of Globals Globals Movie Magic Budgeting 101 Chapter 5 Fringes Fringes or Fringe Benefits are those expenses that are related to another expense and are incurred above and beyond the first expense For exam
118. s are used in Movie Magic Budgeting to group details into sections that are easily included in or excluded from the budget Subgroups provide an easy way to answer questions like what will I be spending if I use the expensive camera package rather than the inexpensive one Or what will I be spending if we don t shoot on location Or if we do shoot on location In the previous lessons we budgeted for both Studio and Location scenarios However they are both included in the calculation for the budget In this lesson we will create and apply subgroups for the two scenarios and see how the budget totals change when we include or exclude them Lesson 5 Using Subgroups 34 Tutorial CREATING A SUBGROUP We will mark the Studio lines of detail as a Local subgroup and the Location lines of detail as a Distant subgroup But before we do that we have to set up the Subgroups as Do not press Enter Return while you are in the Setup Subgroups win dow it will close the window before you are finished 1 From the Setup menu select Subgroups The Setup Sub groups window displays for test amb x pst tt fr imanidine LIE te OJ Remove When these is a status conflict always becuse T Cancel Click Add A new entry is created and the cursor moves to the Name field Type Local Press Tab to move to the Description field Type Studio Shoot Press the Tab key to move to the ID
119. se here Press Tab to move to the X field Leave the amount set to 1 Press Tab to move to the Rate field Adding Details Lesson 3 Working with Accounts and Details Movie Magic Budgeting 21 RI Pressing Tab or Enter Return here also starts a new blank line It will be auto matically removed when you move to another Category account or detail 12 We ll pay the current DGA Director s Guild of America rate for Production Manager Type 3013 in the Rate field and then press Tab The Subtotal field automatically cal culates the value of 6 026 ET 2 Production Manager 13 Create two more lines of detail using the following infor mation Description Amount Rate Shoot time 5 day week s for shoot 3013 Wrap time 5 day week w for wrap 3013 14 Save your work USING A SUMMARY LINE OF DETAIL For the fourth line of detail we will calculate Overtime using a Summation Line A Summation line totals all the lines of detail between it and the previous summation line and puts the total in the Rate field It is useful for calculating Overtime and Deferral amounts Now you will create a summation line for overtime using the overtime global OT we created earlier 1 Create a new blank line by pressing Tab 2 From the Edit menu select Summation Line A new Untitled Summation Line is created 2 Weeks 1 3013 6 026 1 33443 39 143 3 Press Tab to move to the
120. sheet ulti ERES 7 Selecting Lines amp Moving Between Fields 7 Adding Project Info to Budget leere 7 Adding Revision Information eee eene 9 Saving your Budget cose lee eo Ve E eta EE E SERS 9 ROVIEWa cng wd a ae UA HR UAR UE A pa VER RH TURON UA E UR CANO Ewes 10 Lesson 2 Working with the Topsheet 11 What are Categories eus hr xe heen 0 yee UE on o ww wie 12 Creating a New Category ceeeeeeeeeeee ehh n 12 Modifying a Category ioo xev au gx VERIS ERULPCHOCEANS PRG ERES 13 Adding Level Breaks sve ye e o hu hr n 13 Other items on the Topsheet leeren 14 REVIEWS cs erai RANE 14 Lesson 3 Working with Accounts and Details 15 Creating a New Account cc ccc cece ccc cece ehh n 16 Contents ii Movie Magic Budgeting Modifying an Account Description or Number 16 Working with Details cc ccc cece cc cc ccc ccccvccvscseces 17 Globals 6 5 os vss Svea atx whois WS ws aces set wh ES REQUE E ER RON WER RS 17 Creating and Modifying Globals cee ee eee eee eee 17 Adding Details 65 5 5 sev ee oS Rw ali ORO OE WPT VES 19 Using a Summary Line of Detail 0 ce cee ecw cece eee 21 Review Soie Pa epe Va a ae RETTA IRURE CR WAS 22 Lesson 4 Using Fringes eeeeeeeeeee 23 Crea ne dq FrIlg ecciesie uy WES ORE i 24 Add a Ne
121. t p ioca rey eR ERE ex A ERE VENE E ERR ECL EE ET 49 Installing Budgeting orli cere e S Ree Y wee rns ee 49 Launching Budgeting oiu ane WA vafe xl qe e xA A LN 49 Windows 98 olus cate eo a Ra AR a GS 49 Macina hp ea US ENG ERES REPE SR a 49 Exiting Budgeting i sri dae n ER RERO ita i 50 Online Help ys os sep esc SVS COR CP RAE SERA PEU EE EE NORE eR 50 OVET viewen ENS GS EOS WM SE SQUE SES Braise ER C OR RO CR cede 51 The Three Dimensi nal Budget 2 pee koe eae elena wwe Redes 51 TOpsheel xot ee uS Sede XLI MS a eae S BO NR Dip 51 Categories visse eae ee ean NUEVE IR ed ee eed 52 Level Breaks Tiniis thats veces dry ghee Nem ERR 52 ACCOUNTS Oxo ola ee Le LT e a UD MALA eto 52 Detalls 4 ekde ees eee ee eee a e i eee eRe sce 53 Navigati n sanre ro perzza pnfa ciare 54 Using the Menu Bat cerier umegorri kro tten eo rei 54 Using the Movie Magic Toolbar 55 Direction Control ieri Vee oye LEE EN 55 Level Indicatom 5 araire ein ae e aa tavi iem 55 Progress Indicator a eu eec i eal te oR ae eli 56 Double Glickimo c 26 eee me i rela e pie reno Xe SEE 56 Moving Between Fields lle ela ia 56 Selecting Lime iii dh dda ie ta dior deen ilari 56 Selecting a Range of Lines qvis sx oA MES EE CERE E ES EE QU 56 Chapter 2 Setting Up the Budget 57 Creating a Budget from a Budget Form 57 The Budset Pom lt x bass ean Kuh ERO dose REAR PER LAG P 57 Choosing a Budget Form oec SES a Awa
122. t lines of detail IDs should be kept short so they are Creating a Fringe Lesson 4 Using Fringes Movie Magic Budgeting 25 easier to read See Displaying Applied Fringes on page 110 6 Press Tab to move to the Percent column Enter 7 15 7 Press Tab to move to the Cutoff field A cutoff is the amount above which percentage fringes are not applied Fortunately dues and taxes are not taken from every dol lar we earn We ll create a Cutoff of 42 500 8 Type 42500 Enter the number only with no punctuation Now the fringe will be applied to the total only up to 42 500 Any money earned above that amount will not be taxed by this fringe 9 Press Tab to create a new fringe Enter another fringe that is called Other Fringes has an ID of OF at 15 with no cutoff Your Setup Fringes window now should look like this Other Fringes Add Remove Fringe Benefits by Flat Rate pes Unit Lesson 4 Using Fringes Creating a Fringe 26 Tutorial Add a New Flat Rate Fringe 1 Click Add in the Flat rate area of the Setup Fringes win dow A new line will appear at the bottom of the current list and a cursor will appear in the name field 2 Enter Teamsters and then press Tab 3 Enter Teamsters Union Dues Press Tab 4 Enter TUD for the I D Press Tab to move to the Rate field 5 Teamsters dues are charged at a flat 2 3625 an hour Enter 2 3625 in the rate field Press Tab to move to the U
123. tarts I 0 Untitled Level Break o Publicity 0 A 6500 3 Press Tab and then press Tab again Type TOTAL TUTORIAL CHARGES to replace Untitled Level Break Tutorial Consutants TOTAL TUTORIAL CHARGES Lesson 2 Working with the Topsheet Modifying a Category 14 Tutorial 4 Save your changes You have now created a level break These are used to group the Topsheet Categories As we add accounts and details to the Tutorial Category these amounts will change automatically updated by Movie Magic Budgeting OTHER ITEMS ON THE TOPSHEET Contractual charges are listed at the bottom of the Topsheet Because these often entail manually excluding amounts we will walk through them at the end of these lessons when there are amounts in the budget to exclude REVIEW You should now understand the structure of the Topsheet a lit tle better In addition you should be able to e Create a new Category e Modify a Category e Adda Level Break Other items on the Topsheet Lesson 2 Working with the Topsheet Movie Magic Budgeting 15 Lesson3 Working with Accounts and Details The Account level is located directly beneath the Topsheet Each individual Category has a group of accounts asso ciated with it Generally these accounts are numbered to reflect the Category where they belong For example Category 1400 would have accounts numbered 1401 1402 etc Within each account you will have
124. te If you cut or copy another portion of the bud get before pasting the first you will LOSE the informa tion you cut first Copy and Paste Hj Applied Fringes Globals Subgroups etc are also pasted You lose nothing when you apply this com mand You can use the cut and paste functions as you would in any Windows application 1 Simply highlight the lines of detail you want to cut and paste 2 From the Edit menu choose Cut 3 Highlight the line below where you want your cut lines From the Edit menu choose Paste The lines you have pasted appear above the selected line Applied Fringes Globals Subgroups etc are also pasted You can use the copy and paste functions as you would in any Windows application 1 Simply highlight the lines of detail you want to copy and paste in another location 2 From the Edit menu choose Copy Selected lines are not removed from the budget 3 Highlight the line below where you want your copied lines From the Edit menu choose Paste The lines you have pasted appear above the selected line Applied Fringes Globals Subgroups etc are also pasted Repaginating your Budget In general your budget will repaginate automatically How ever there are times when you may want to be sure of the number of pages or the location of certain items For exam ple if you are only printing the topsheet as a reference you may want to repaginate the budget manually so that yo
125. ted before Overtime ts due l or complete dexception of vertere reier to The naustry Howly rate tor Penzion This shoud bekesed fi 4 A new line of detail is created with the position and pay rate completed 5 You can now enter other pertinent information as you would if you were creating or editing a new line of detail Labor Rates Database Entering a Rate into the Budget 128 Reference Guide Entering a Rate into the Budget Labor Rates Database Movie Magic Budgeting 129 Chapter 8 Putting it All Together WORKING WITH MOVIE MAGIC BUDGETING Creating a Budget from Scratch When you are creating a budget from scratch we recommend that you work in the following order creating most if not all of each area before moving on to the next 1 Begin by creating the broad Category Accounts in the Topsheet Hj Steps 4 and 5 can most easily be done together 2 Create your Accounts in the Account level 3 Setup your Units Globals Fringes 4 Setup your Subgroups 5 Define your sub groups and apply Create your lines of Detail and apply Fringes and Sub them go YOU cn eate groups as necessary This step includes importing infor your lines of detail mation from Scheduling if desired Using a Budget Form If you are creating a budget for one of the major studios or have created a budget form for your standard budget creating a new budget becomes much easier You can use a pre designed bu
126. ted States R 2 Click on the Add button in the upper left corner of the window A new line will be added to the list of currencies and the cursor will be placed in the Country field 3 Enter the Country for the currency and press Tab The cursor will move to the Currency field 4 Enter the name of the Currency i e Pound Dollar Franc Press Tab The cursor will move to the Rate field 5 Enter the Rate of exchange relative to the host country In the example below one dollar is equal to 1 75 British pounds so the rate is 1 75 Press Tab The cursor moves over the Format Button See Formatting Currencies on page 66 6 Toenter a Key for this currency click in the Key column This is a single letter abbreviation for the currency Francs could be F British pounds B or P etc Entering a Key is optional Formatting Currencies When you have added a new currency you will want to format how that currency displays 1 Fromthe Setup menu select Currency Working with Currency Setting Up the Budget Movie Magic Budgeting 67 2 From the Currency Setup window click on the Format button The Number Format dialog displays Uned States Number format ES enon Fema Coen _ Lor becma J Srebot cancel rm ey Negative munbes tomat 1 v Samples Positive 1 234 Negative 1 234 3 Many standard currency formats are already defined Click on the arrow in the Number Format fi
127. ternate captions you may at some point want to restore some or all of them to their original form Restoring All Default Captions If you decide that you want to restore all of the captions to their original settings you can do it easily 1 From the Setup menu select Captions The Setup Cap tions window displays Using Captions Setting Up the Budget Movie Magic Budgeting 81 2 Click on Restore Defaults in the upper left corner Restore Defaults Camel OK 3 Allofthe captions in the right hand column are changed to match those in the left column Restoring Selected Default Captions Restoring only selected captions is a little trickier Clicking Restore Defaults will restore all the captions to their original status so you need to change selected captions manually 1 From the Setup menu select Captions 2 Inthe right column click on the caption you want to change and manually type the Default Caption as dis played in the left column SAVING YOUR BUDGET You should save your budget often In addition you should keep backup copies of your budget on floppy disk or another media somewhere away from your hard drive If for some reason your computer crashes and you do not have backups you will lose all the work you have put into your budget Movie Magic Budgeting will automatically prompt you to save your budget for you at regular intervals but you should remember to save it off and on yourself
128. the selection to the first line of the level Previous Moves the selection back one line Next Moves the selection forward one line Last Moves the selection to the last line of the level Navigation Getting Started Movie Magic Budgeting 55 Account calls up the Goto Account Dialog Go to Account x Enter account number OO _ cane Enter the Account or Category number you want to see and click OK The appropriate Account or Detail level for that number appears in a new window The previous window either closes or remains open according to the preferences you have set See Budget Preferences on page 2 69 Using the Movie Magic Toolbar The Movie Magic Toolbar is located at the top of the screen below the Menu Bar Direction Control The direction control is a grey circle with blue arrows Clicking on an arrow moves you through i the budget e Click on the up arrow in the circle to move up a level e Click on the down arrow in the circle to move down a level Click on the right arrow to move to the next Category or Account e Click on the left arrow to move to the previous Category or Account Level Indicator Next to the Direction control is a level indicator account This tool serves two functions it indicates the DETRIL A level of the budget displaying and it allows you to instantly navigate between levels e The bar marked in red is the level you are on i
129. ting uses the term Category to refer to the major accounts found on the topsheet Each Category will contain several accounts located in the account level Categories share the first few digits of their account numbers with all accounts below them allowing for easy tracking CREATING A NEW CATEGORY HI Movie Magic Budgeting will always move to the next available field when you press Tab If you are at the last line and press Tab a new line will be created When you create a new budget from a budget form Cat egories and their inclusive accounts are created for you However once in a while you may still find that you need to create another Category to cover something addi tional 1 Select Category 6500 Publicity by clicking in the left margin The Category row is highlighted We will add a Category just before this one TOTAL EDITING PERIOD 6500 Publicity 2 From the Edit menu select Insert A new Category line appears before the selected Category bi Press Tab You are now ready to enter the information about this Category m Type 6400 and then press Tab to move to the next field 5 Type Tutorial and press Tab again Notice how you have now selected the field for the Category number 6500 If you type anything now that Category number will be replaced 6400 Tutorial 4 6500 Publicity What are Categories Lesson 2 Working with the Topsheet Movie Magic Budgeting 13 MODIFYING
130. tion prints a similar chart to the Original Box but it removes the extra lines underscoring each account number Fully Lined this prints all the grid lines Setting the Print Font The default font is 8 pt Arial 9 pt Geneva on the Macintosh You can change this setting if you want larger or smaller type or prefer a different font 1 From the File menu select Print The Reports Dialog window displays Reports Setting Print Preferences 148 Reference Guide 2 In the Printing Font area click Font The Font selection window displays 3 Select the font and size you want to use in your budget A sample of the font you choose displays in the Sample area 4 Click OK to change the font Adding Project Information to the Topsheet 1 From the File menu select Print The Reports Dialog dis plays TTT TT TTT es n Setting Print Preferences Reports Movie Magic Budgeting 149 2 In the Miscellaneous area click Topsheet The Topsheet Header Dialog displays 2 Ill n Koster Example Budget Designed Spacdicaly for Movie Magic Charis re lea 3 Enter the information you want to appear on your top sheet Generally the project title or budget title appears in the top line and other information as shown in the exam ple above Adjusting the Header and Footer 1 From the File menu choose Print The Reports Dialog displays 2 Click either Header or Footer The header or
131. tirely in a different currency Working with Currency Setting Up the Budget Movie Magic Budgeting 69 1 From the Setup menu choose Currency The Setup Cur rency window displays U United States R 2 Atthe top of the window choose the appropriate coun try from the Printing Country menu No confirmation dialog displays but the Printing country now displays the chosen currency 3 You can now print the budget normally and all values will be printed in the new currency Using Different Currencies in Individual Details You can if necessary use different currencies in different lines of detail An example would be if you were shooting in Germany you might want to enter the salaries and costs in Deutschmarks or the Dollar equivalent for those details While the setup currency option is fine for changing the entire budget you should use a global for the above situation See Using Globals to Define Foreign Currency on page 98 BUDGET PREFERENCES On the setup menu there is an option for Preferences This option allows you to change the way Movie Magic Budgeting displays your budget When you choose Preferences the Setting Up the Budget Budget Preferences 70 Reference Guide Setup Preferences window displays This window is divided by three tabs General Open Save and Budget When you are finished making changes to all the tabs click OK to save them or Cancel to delete them
132. tls iosusai epe AS VOY eae I 146 Setting Margins and Frames 0 002020 cece ee eee eee 146 Setting the Print Font cetere cee tices ee tees eat iaia 147 Adding Project Information to the Topsheet 148 Adjusting the Header and Footer 0 ce eee eee eee ee 149 Examples scratch nee CS o ERU M ROS 150 Hiding Empty Accounts or Accounts with a Zero Total 151 Printing Reports oss ire RETE 151 Available Reports ie eo ii Das aD i leda 152 Buena va vex dut fecu t ael vete 152 Topslieet ie eod epe Chet nde er aa VE Sada UAR GER REA EQUIS 152 Chart of Accounts iii ieri ita i Lebel aes 152 bringe S mmary coe RN ex Sd NR PERSONE IRR AUS ae EN old 152 Fringe Table sa viso Gv he xu v EVA eie NU DUR AO ES 153 Globals Table exc cen Rhe eu ceils Baud xaos eed Hak 153 S broup Mable c eso hse cete hens e etch vedi Rea defer 153 Currency Table ws dee e ate tle pee ee etd dye Sua 153 Units Fable ora ota ete ieee hetero eee eid bes 153 Magie Keys Table wiv dyson endow Dow de ose eA Saw RRA ae 153 Project Informatio 2s ex Vn ee teu oa Ee Mee 153 Contents Movie Magic Budgeting Ix PART III APPENDICES Appendix A Keyboard Shortcuts for Commands 157 Appendix B Function Keys eeeee 161 Appendix C Glossary iscrivi er hne 163 Index 5o uva AR CAGES RES AE dici EVEN EE OS 167 Contents x Movie Magic Budgeting Contents Movie Magic Budgeting xi
133. to y Canoe Dewrpien Studio Shoot Distart Loosten Shoat LS D heua pean 6 55 678 3 Click OK A dialog box shows you the difference in cost between the two settings t Q Budget tots changed by 16 101 wih 11 detis changed ts This dialog indicates the difference in cost between shoot ing distant and shooting local Lesson 5 Using Subgroups Including and Excluding Subgroups 38 Tutorial 4 Click OK to return to the budget 5 Save your budget REVIEW You should now be able to e Create subgroups e Apply a subgroup to details e Exclude a subgroup from the budget e Include a subgroup in the budget Review Lesson 5 Using Subgroups Movie Magic Budgeting 39 Lesson 6 Finishing Touches and Tips There are still a few things you can do to make your budgeting experience easier as well as to complete your budget before you print it This lesson will include adding your contractual charges as well as a recom mended order of work Lesson 6 Finishing Touches and Tips 40 Tutorial CHANGING CONTRACTUAL CHARGES Contractual charges are generally applied as a percentage of the entire direct cost of the project There are certain excep tions Since sometimes a contractual requires you to exclude something such as post production or script costs we do this step when you have completed your budget For these pur poses we will use the Example budget that w
134. tor Rate Column Display Cutoff You may want to limit the number of decimal points that dis play in the rate column Sometimes you might find that you want a different number of decimal points for amounts above a certain amount versus below that amount In this case enter that cutoff amount here and then enter the number of decimal places as described in Precision Below Cutoff and Precision above Cutoff below Precision Below Cutoff Choose the number of decimal points to display if the amount in the rate column is above your set cutoff Precision Above Cutoff Choose the number of decimal points to display if the amount in the rate column is below your set cutoff Show Recap Lines e Checked Total Below The Line and Total Above the Line recap line subtotals display above the Grand Total on the Topsheet e Unchecked no recap lines display The default for this option is checked Password Protect The default is no password This option allows you to set a password for this budget Different budgets can have different Budget Preferences Setting Up the Budget Movie Magic Budgeting 79 passwords When you select this option the Enter New Pass word dialog displays e If you want to use a password enter one using a com bination of up to 30 letters and numbers Press Tab e Verify it by typing it again e Click OK to save your password Cancel to not use or change the password UsiNG CAPTIONS Captions
135. u w Topshveot Toute Spacing F Pow Hower Header TouePomong u P PoFo Footer Reports available include Two forms of the budget report Full and Summary The full budget report includes all details listed beneath their respective account numbers The summary report only prints the totals for each account You must check Topsheet in order to print a topsheet for this report Topsheet Prints only the Topsheet Chart of Accounts Prints the Chart of Accounts without any details Fringe Summary Prints a summary of all percentage fringes their cutoffs and the total amount budgeted for them Fringe Table Prints a list of Fringe definitions Globals Table Prints a list of the globals you have defined Subroups Table Prints a list of the subgroups you have defined Currency Table Prints a list of the currencies you have defined Units Table Prints a list of the units you have defined Types of Reports Lesson 7 Reports Movie Magic Budgeting 45 Magic Keys Table Prints a list of the Magic Keys you have defined Project Info Prints the project info as viewed from the file menu Info window SETTING THE PRINT PREFERENCES There are many options for printing preferences You have already added the production information for the Topsheet For now we ll just reset the margins to 1 2 inch all around 1 In the Document margins area double click in the field labelled Top Type
136. u are assured of accurate page numbers You can repaginate from any location in the budget 1 From the File menu choose Repaginate 2 A progress window will display as Movie Magic Budget ing repaginates your budget You can click Stop to stop in the middle if necessary When the progress window closes the budget has been repaginated and all references are accurate Putting it All Together Manipulating Data 134 Reference Guide Recalculating the Budget Although Movie Magic Budgeting calculates your budget as you work there may be times when you want to force a recal culation or test the integrity of your data When you have made major changes or changed several globals that affect the entire budget for example Another time you will want to recalculate is if you have lost power to your computer while you are working In general although you will lose any information you have entered between the loss of power and the last time you saved your file the files should be intact Running the Recalculate com mand can verify this Recalculating your budget forces Movie Magic Budgeting to run all the calculations within the budget and updates the totals This does two things first it verifies that all of your totals are accurate and second if there are any circular refer ences it will find them e From the Tools menu select Recalculate The Recalcu late window displays Recalculate example mmb ETE TN You
137. ud 68 Using Different Currencies in Individual Details 69 Budget Preferences ccc cccccccccccccccccccscvscvscsecs 69 General Tab iine dee riaeehed tauhotherieeed a DR aii Kee AGEA 70 Setola eran A A Ree Gt 71 Reset Default Column widths LL 71 Sliow Tool Dar srctted gle arido e Deb REC oie 71 DOS Version MMB Function key compatibility mode 71 Eliminate trailing blank lines 72 Auto Account Numbering 0 0 cece eee eee eee eee 12 Smart amount entye s eode vs ASI SES UD A 72 Return action iscrisse iatale signi 12 Carry Down Option visi Ra DEE NR RE ds 72 When Inserting Detail tA mE ARRIERE 73 Open Save Taba s eso xu RE sav SEMEN asd eo M s 73 Fast Save up ek Ria px lele aerea 74 Auto Backup edere A usta ad cat dre Data a e nt Ree d 74 Auto Save every minutes v esso Ele ved E is 74 Verify budget on Open xi fois ia tune UE e eR res 74 Allow only one OPEN budget at a time 00 75 Use only ONE Window per budget 0 0 00 e eee 75 Current Ratebook cose vor iRrU SEE eee 75 B dget LAD sn vagy VR SU HR e at S ne ea Lae ue Uv acis 75 Comparison Display ehe ae REV RE WE EM d 76 Lock Comparison Totals aaa eta A esu ae 76 Aggregate Fringe Calculation 0 0 ce eee eee eee 76 Post Fring s Dy Dose hea haw a eben d Kew NS 76 Contents Movie Magic Budgeting V Percentage Fringe Cutoff Factor 2259 hour hee RA ER EST
138. udget This includes items such as Art Direction and Development Accounts sub accounts are the subheadings of each Cat egory This section will include Accounts such as Art Director Office Costs Sketch Artist etc Details are the lines of information that make up the actual dollar values of the budget This is where you will actually enter numbers Topsheet The Topsheet is also known as the Front Sheet and is a sum mary of your budget It includes totals for all Categories Level Breaks Total Fringes Contingency Completion Bond and of course the Grand Total The topsheet also indicates where each Category can be found in the budget Getting Started Overview 52 R Movie Magic doesn t con trol how you num ber your Categories but if you end your Cate gory Numbers with 00 or 000 they are more easily distin guishable from Account numbers Reference Guide Categories The Category is the main heading of a budget It usually has a number associated with it 11 00 or 2100 for example and a title STORY amp RIGHTS or PRODUCTION STAFF In the budget shown above 2100 is the Production Staff Category The hyphen is optional See Budget Preferences on page 2 69 Level Breaks Level breaks are special rows inserted on the Topsheet They provide Subtotals at strategic points The most common Level Breaks are Total Above the Line Tot
139. unt as a line item To see them go to each line of detail individually Percentage Fringe Cutoff Factor e n this field type the number of calendar years your pro duction is expected to span The Fringe Cutoff is multi plied by that number to give a more accurate estimate for Percentage fringes this does not apply to Flat Rate Fringes As most productions are completed within one calendar year the default value is 1 Acct for Fringe Categories e Ifyou are posting by Category enter the Account number you want to use for Fringes A common choice is 99 Category Width e In this field select the number of digits you wish to allow for the Category portion of the Account number For example in Account 809 01 the Category 809 has a width of 3 In Account 1102 the Category 11 has a width of 2 You may choose any number between 1 and 6 The default for this option is 2 Setting Up the Budget Budget Preferences 78 Reference Guide Account Width e Select the number of digits to allow for the Account por tion of the Account Number For example in Account 809 01 the Account 01 has a width of 2 In Account 203 101 the Account 101 has a width of 3 You may use any number between 1 and 6 The default for this option is 2 Separator e Enter a single character to separate the Category portion of an Account number from the Account portion For example a dash as in 810 01 The default is no separa
140. ur budget has changed displays e Budget total changed by 42 515 wath 5 detai changed ts 4 Click OK to continue The Setup Subgroups window closes and you are returned to your budget Using Subgroups Subgroups Movie Magic Budgeting 119 Including a Subgroup If you have excluded one or more Subgroups and you now wish to include them you can simply reverse the above pro cess 1 From the Setup menu choose Subgroups The Setup Subgroups window displays est mb x Deis status ft ali unmasked tinon i 7 Pm Remove When there is a status conflict abwaps C T Cancel Mame In the Status column there are two selection buttons Click Include to include this Subgroup in your budget Click OK to finalize the decision A dialog box stating the amount your budget changed displays e Budget total changed by 42 515 wah 5 details changed Lx T Click OK to continue The Setup Subgroups window closes and you are returned to your budget Excluding Details not in Subgroups You may need to tell Movie Magic Budgeting whether to include or exclude the lines of detail that you have not marked with a Subgroup The default is to leave these lines included l From the Setup menu choose Subgroups The Setup Subgroups window displays T r j UE T Pim OK I Remove When there is a status conflict aways vv y Cancel esp ia Subgroups Using Subgroups 120 Refere
141. vari ous lines of detail It is in these details that you actually enter numbers The details and the tools you use with them is what gives the budget its greatest flexib lity Lesson 3 Working with Accounts and Details 16 Tutorial CREATING A NEW ACCOUNT Like Categories basic Accounts and their numbers are included in the new budget when you create it from a budget form 1 From the Topsheet highlight Category 6400 Tutorial Consultants This is the Category we created and it will be empty 2 Move down to the Account Level by typing Ctrl J 38 3 The account level displays with a blank line high lighted I untitted 1 5400 Tutorial Consultants RC NRE 3 Press Tab to activate the account number field Type 6401 and press Tab 4 Now you are in the Description field Enter Movie Magic Grip 5 Press Tab again Notice how you skipped the page and total columns and went straight to creating another account This is because Movie Magic Budgeting will add the pages and the Total values for you when there are details 6 Enter one more Account 6402 Movie Magic Budgeting Consultant B untitled 1 5400 Tutorial Consultants 6402 Movie Magic Budgeting Consultant Total MODIFYING AN ACCOUNT DESCRIPTION OR NUMBER Now we realize that it shouldn t have been Movie Magic Grip in account 6401 but rather Movie Magic Assistant We will have to go back and change it Click on th
142. ver Subgroups overlap there is the possibility of con flict Color conflicts are always resolved as the Subgroups are applied The color displayed is always that assigned to the first Subgroup applied to the line of detail However you can decide how a conflict with exclusions is handled Resolving an Exclusion Conflict Sometimes you will have a line of detail that is a member of more than one Subgroup One of these Subgroups may be included and the other excluded from the budget If this is the case you need to tell Movie Magic Budgeting whether to include or exclude the affected lines of detail Using Subgroups Subgroups Movie Magic Budgeting 117 1 From the Setup menu choose Subgroups The Setup Subgroups window displays Detant status trauma er rcuz 7 Pw OK Remove When there is a status conflict abwags Eoo Cancel 55 9 rase Oboe MU LS rcice Oto NEN 2 At the top of the window there is a menu beside the words When there is a status conflict always Choose include to always include lines e Choose exclude to always exclude lines 3 Click OK to exit the Setup Subgroups window Clearing a Subgroup After applying Subgroups you may decide that you do not want them applied to certain lines of detail after all If this is the case you can clear them in one of two ways If you want to remove one applied Subgroup 1 Highlight the lines of detail that shouldn t have the Sub grou
143. w Setting Column Widths Column widths are set automatically depending on the size of your window and the size of the paper you choose to use to print your budget The exception of this is choosing the number of columns you choose to display when viewing the Apply Fringes or the Apply Subgroups window See Applying Fringes to a Range of Detail on page 107 and Applying a Subgroup on page 115 This does not affect the printing of any report however Setting Margins and Frames You can change the margins of your budget at any time 1 From the File menu choose Print The Reports Dialog window displays Setting Print Preferences Reports Movie Magic Budgeting 147 to lt Coe Pateren Lancet lm re Mocelewour Papp Brome Acccun Spacing ES F TopnhweHedn Topiheet 2 Atthe bottom of the window is an area called Document Margins Choose either Inches or Centimeters from the menu on the right and then enter the distances you want to use for margins in the appropriate fields 3 To change the way the lines around your report frames dis rmt PAEST play make the appropriate choice from the menu provided No Frame Lines this will print your report with no dividing lines whatsoever Original Box this is the default It frames each Category placing lines between each detail but open space to more easily distinguish totals and subtotals Simplified Box this op
144. w Percentage Fringe 0 2005 cece eee eee 24 Add a New Flat Rate Fringe cece eee eee tenes 26 Using Fringe Ranges ois doe t enm mh m hme he In we 26 Applying a Finse vo eos t m ROO CRINE AS ORE RU cR ERG OR ES 28 Copy and Paste secos pra CER SAS Soe OES PE EE YEN DELE 29 Viewing Fringe IDS ssi e es m IRR E Ex RAE X EET 30 Reyiew uec TM 31 Creating a Subgroup es 6454 6 pce UC CER AA 34 Applying a Subgroup to Lines of Detail Le 35 Including and Excluding Subgroups eere 36 BExeludinp A Subgroup rr Li orale b eee eem sod a 36 Including a SUbSroUpo o Lud koe ela ca Lari sr etu ire 37 Review 38 Lesson 6 Finishing Touches and Tips 39 Changing Contractual Charges eee eere eee 40 Adding the Completion Bond cece eee eee ee eee 40 Recommended Orders of Work cece cece cs ccecccees 41 Creating one Line of Detail and Modifying it 42 Lesson 7 Reports certo eee dala 43 Types Of Reports resse reedeni eta Ed i 44 Setting the Print Preferences 0 ccc cee cc eee eee e ee ecnees 45 Printing Reports 030036 4 Ark a AT beeen RE 45 Printing Special Reports cc cece cece cw ee ee cece eens 46 Revie iii Sesh nex E eae oO eee E ee eee ome 46 Contents Movie Magic Budgeting iii PART II REFERENCE Chapter 1 Getting Started ccc cece ween eee 49 General Se

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