Lesson9.6.Updating Actual Costs

Lesson 9.6. Updating Actual Costs

Figure 9-9. The Calculation tab in the Options dialog box.

Figure 9-10. The Act. Cost field in Task Usage view.

Even though Project automatically updates costs as tasks progress, there are times when you might want to update your costs manually, such as when the project is done and you want to enter the actual costs of tasks. Be cautious about updating costs. Once you turn the automatic updating option off, you can't turn it back on again. If you do, all the actual cost values you enter will be removed.

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Tip: To update actual costs on a daily basis, select Format

First, turn off the automatic updating option.

1. Select Tools Calculation tab.

   The Calculation tab of the Options dialog box appears, as shown in Figure 9-9.

2. Uncheck the Actual costs are always calculated by Microsoft Office Project checkbox, and click OK.

   We're already in Task Usage view, but we need to look at the right table from this view.

3. Select View Update the cost for the "Write lessons" task.

4. Scroll down to the Write lessons task.

   This task is completed, but as it turns out, the resource for this task worked extra hours that she didn't report. Better pay her for the extra hours she worked.

5. Press Tab until you get to the Act. Cost field.

   Add another $2,000 to the cost of the task.

6. Type 14000 and press Enter.

   The actual cost for the task is updated, as shown in Figure 9-10.

   Turn the automatic calculation feature back on.

7. Select Tools Calculation tab. Check the Actual costs are always calculated by Microsoft Office Project checkbox, and click OK.

   A dialog box appears, warning you that if you turn on automatic calculating again, the value you just entered will be removed.

8. Click OK.

QUICK REFERENCE

TO TURN OFF AUTOMATIC COST UPDATING:

1. SELECT TOOLS CALCULATION TAB.

2. UNCHECK THE ACTUAL COSTS ARE ALWAYS CALCULATED BY MICROSOFT OFFICE PROJECT CHECKBOX, AND CLICK OK.

TO MANUALLY UPDATE ACTUAL COSTS:

1. SELECT VIEW

   SELECT VIEW

   SELECT THE ACT. COST FIELD FOR THE TASK OR RESOURCE YOU WANT TO UPDATE.

2. ENTER THE ACTUAL COST AND PRESS ENTER.