How to work with non-rooms Budget and forecast
Summary
This article explains how to work with and maintain your budgets and monthly forecasts for departments other than Rooms. Please see this article for how to work with Rooms.
Intended Users
PMI profit and cockpit owners
Instructions
Depending on what department you are looking at, there are different views and options. Both the tools menu and the view options menu will vary. Please see under Tools and View Options below.
- The view is divided into different columns. All departments have Month, Cost driver, Productivity, Hours and Rates. There may be a Revenue column, however this is not for all departments. Last year’s hours are calculated using the SMART calculation.
- Under each column, you can view what you have selected. You can select this in the View Options menu. Please see instructions below under View Options.
- You can adjust the budget and forecast directly in this module. It is recommended that you use the Live forecast module when calculating and submitting the Forecast.
- You can choose what period to view by using the date selecter and you can choose to see months or years.
Food & Beverage Outlets
There is a possibility to activate Food Revenue in the outlets. Food Revenue has always been calculated in the respective kitchen, however now the calculation can be done per outlet. Especially if you have segments in the outlet you will now see the calculation of food revenue per segment.
By setting the cost driver in kitchen with the correct outlet you are able to connect several kitchens to the correct food revenue. Please see Cost Driver Tab in Cockpit.
Depending on the setting in Live Forecast for the specific outlet, the food revenue is calculated out of the total revenue. There are 3 ways to calculate this, based on last year info, percentage or number of days back in the past. Please see Live Forecast.
The calculation (A) is done as soon as the revenues are updated in the revenue column (B). You may click on the calculator to enter an amount manually and the symbol will then change to a hand.
Tools
Submit Several
This is one way to submit your Live forecast to Forecast. You can also do it from the Live forecast module.
Cost Driver
This is where you set the cost driver, i.e. what drives your labor hours, for a specific department. This may vary from department to department. Housekeeping has Room Nights (previous day) as the cost driver, while Kitchen would have Food Revenue as the cost driver. One department may have several cost drivers. The Cost Driver is usually set in the start up phase and not changed.
Revenue Driver
A factor that causes a change in the forecast revenue for the department; i.e. what drives the revenue. For example, Breakfast – Guest Nights (previous day). More staying guests typically increase breakfast revenue. Or Minibar – Room Nights. An empty room does not generate any minibar revenue.
Export
You can export to Excel or PDF.
Settings
Here you have different choices depending on what department you are dealing with. Basically, it depends on whether the department has revenue or not. Please read more about these settings under Room Budget and Forecast.
View Options
You may choose to see Budget, Forecast, Actual and Last Year in the View Options. Under Kitchen Cockpit you may also change how to view the Food Cost column.
Recommendations
It is highly recommended that you work with Live Forecast module and do all calculations and forecasting there. Then submit it to Forecast at the end of every month.
Troubleshooting tips
This section provides additional troubleshooting advice for readers experiencing specific issues. While it’s packed with useful insights, you may skip it if you’re not facing any related problems.
Why is PMI showing hours instead of FTE in Budget (Target) & forecast?
If you’ve selected FTE in the Budget & Forecast module but the system still shows Hours under productivity, here’s what to check:
Possible Reasons:
- FTEs are centrally managed: In some cases, FTE values are uploaded or controlled by a central team (e.g., head office), which overrides local FTE input and forces the view to show hours.
- Toggle was not applied correctly: Double-check that the FTE toggle is selected. If needed, refresh the view after toggling.
- Permissions or configuration: Some user roles or property setups may not allow FTE input locally. Instead, the interface defaults to hours.
What to do:
- Confirm that the FTE toggle is selected.
- Try refreshing the page after changing the toggle.
- If it still shows hours, check internally if your FTEs are managed centrally.
- If unclear, contact your administrator or controller for confirmation.
Why does the column in the P&L module not say “Budget” even though I’m working with the Budget version?
You’re using the Budget version in the P&L module, but the staff-related column shows a different label—perhaps “Scheduled” or something entirely custom. Here’s why that happens and how to fix it.
The Real Reason: This setting isn’t controlled in the P&L module—it’s actually configured in the Cockpit. To make the column reflect Budget hours rather than another value (like Scheduled), follow these steps:
- Go to the Cockpit.
- Find the setting that defines whether the P&L module uses Scheduled hours or Budget hours.
- Switch the setting to use Budget hours.
- Save your changes and return to the P&L module.
Once done, the column will update to reflect the correct data type—Budget—instead of the previously displayed label.
Need help finding the setting? This article has the details: Use Forecast/Budget Hours from Cockpit in P&L Staff Module
How to enter hours for last year in PMI
If you need to add or adjust historical hours in PMI (e.g. for last year), manual entry is not done in Budget & Forecast. Instead, you can use one of these two methods:
Option 1: Upload hours via template (recommended)
- Go to Administration > Data Upload Centre.
- Click on Download Templates.
- Select and download the hours upload template.
- Fill in the template with your data (make sure to use the correct year and department codes).
- 'Go to Import Files and upload your completed template.
- Map the fields correctly, validate, and resolve any errors.
- Click Update PMI to apply the changes.
Note: If the period is locked, it must be unlocked first via Advanced Settings > Period Locking. Only d2o or designated admins can unlock past periods.
Option 2: Manual entry in Cockpit (if allowed)
- Navigate to the Cockpit for the department in question.
- Use the date selector to switch to the previous year.
- If editable, enter the hours directly in the relevant rows.
- Save your changes.
Manual entry for historical hours is only possible if the period is unlocked and your role has the appropriate permissions.
How can I manually enter hours for last year?
You can manually enter last year’s hours in the Timesheet Cockpit by clicking the pencil icon next to the relevant day and department. This is useful when historical data is missing or needs adjustment for benchmarking purposes.
Steps:
- Go to the Timesheet Cockpit.
- Navigate to the correct department and date.
- Click the pencil icon to edit hours.
- Enter the value and click Save.
Important:
- Ensure the hours you enter are accurate and reflect actual staffing for the given date.
- If you are benchmarking or reprocessing historical productivity, make sure the correct cost drivers are in place.
Note on Timekeeping Integration:
If you are using an external timekeeping system, hours should only be added manually in PMI if they cannot be entered in the source system. Examples include outsourced staff or call-in employees that are not recorded in the timekeeping system.
Forecast discrepancies in cockpits
If the forecast data in the cockpit does not match the actuals, showing discrepancies in the Monthly To Date (MTD) usage, a potential cause is that a cost driver was not forecasted, leading the system to calculate zero forecast and only display actuals.
Steps to Resolve:
1. Verify Cost Drivers: Ensure all relevant cost drivers have been forecasted for the period in question.
2. Update Forecasts:
• Navigate to the forecast module.
• Ensure all cost drivers are included.
• Resubmit the forecast for the affected month(s).
3. Verify Correction: Check that the cockpit now displays the correct forecast and actual hours.
Changing revenue for today & tomorrow in PMI
Key Points to Remember:
- Budget & Forecast Module changes totals on a monthly basis only.
- Flash Report allows you to edit historical values.
- Live Forecast allows you to edit future values (including today and tomorrow) by switching to “manual.”
Steps to edit revenue for historical dates (Past)
- Open the Flash Report.
- Expand or select the past date you want to edit; click the plus icon.
- Click the pencil icon (if available) to override the revenue value.
Steps to edit revenue for future dates (Today & Tomorrow)
- Go to the Live Forecast.
- Expand or select the specific date (e.g., today, tomorrow).
- Switch the date to “manual” if required.
- Enter the new revenue value in the editable field.