Universals & Data References

Universals

Universals are custom variables that store a value once and allow it to be reused throughout the budget. This ensures consistency and makes updates simple, since a single change automatically applies everywhere the variable is used.

They may include:

• Reusable constants such as standard labor rates, daily allowances, or fixed fees.
• Shared references that appear in multiple calculations or line items.
• Unit-linked values, where a measurement (e.g., "Days" or "Hours") is automatically carried along with the value.

For example, if a Universal SL1 is defined with a value of 5 and a unit of Days, then every Line Item using SL1 will automatically include Days as the unit.

The Universals screen in Element Manager is where you create and maintain these variables. Once a Universal is updated, the system will instantly refresh every cell or calculation where it is in use across the budget.

Working with Universals

Once a Universal has been added to the Universals element table, it can be applied to lines in a budget by entering the name of the Universal in a Details level field.

Universals can be used in the following columns:

• Amount
• Rate
• User Defined Columns (U1–U5)

Universals can also be used in formulas—either by including them directly in the value of the Universal itself, or by referencing them in a formula entered into a cell.

Example:

• Universal1 = 10
• Universal2 = 15

If you use them in a formula inside a cell, like:

Universal1+Universal2

The result displayed in the cell will be 25.

Figure: Example of Universal application in the Sidebar

No Universals are included by default in a budget.

• You can import existing Universal Groups or individual Universals from your Element Library.

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Group Manager

The Group Manager lets you organize elements into custom groups for better structure and reuse. You can save groups to your Element Library, and import individual elements or entire groups from the library into your budget as needed.

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Universals Table

Universals can be created, edited and removed from the Universals table.

Adding a New Universal

To create a new Universal, follow these steps:

1. Click the Add button at the bottom of the table.
2. A new Universal is automatically assigned a default name (e.g., UNIVERSAL1). Additional custom Universals follow the same pattern: UNIVERSAL2, UNIVERSAL3, etc.
3. Update the new Universal with a custom Name.
4. Enter a Description (optional).
5. Enter a Calc for the Universal. This can be a numerical value or a formula calculation, including referencing other Universals.
6. Assign a Unit for the Universal.

Editing a Universal

• Click into any cell to update the data. Changes are saved automatically when you click out of the cell and values are updated immediately throughout the budget.

Universals Table Details

Column	Description	Data Type
Order	Drag the handle icon to reorder items in the table.	Draggable Icon
Name	Set the name of the Universal for use in the budget.	Text
Description	Optional field to provide additional context for the Universal.	Text
Calc	Enter the value or formula for this Universal. This field is required.	Numerical
Unit	Select the unit for this Universal. Options are populated from the Budget Units table.	Dropdown
Total Value	Displays the calculated result of the Calc field. If a formula is used, the computed result appears here.	Numerical
In Use Lines	Shows the number of budget lines assigned to this Universal. Click the report icon to see a detailed breakdown.	Numerical
Options (Three-Dot Icon)	Opens a dropdown menu with additional actions for the Universal, including renaming and deleting.	Dropdown

Options Menu

Clicking the three-dot icon in the Options menu reveals additional actions available for the selected element.

• Copy to Library - copies the selected Universal to the Element Library.
• Rename - renames the selected Universal.
• Delete - deletes the selected Universal from the budget.

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Deleting a Universal

Rules: Universals are fully deletable from a budget, even if they are currently in use.

• The user is prompted with a deletion action message when a Universal is triggered for deletion.
• Since deleting the universal variable from the budget would result in errors, the user must decide what happens upon deletion:
  • Delete and Convert to value (hard code): The Universal is removed, and any cell or formula using it will be updated with its last calculated numeric value (e.g., if the Universal was 150, the cell will now contain 150).
  • Delete and Convert to zero: The Universal is removed, and its value is replaced with 0 in any cell or formula that used it.

Deleting a Universal

You can delete a Universal from a budget at any time. Because Universals are variables used in cells and formulas, you must choose how to replace the variable to prevent errors.

When you initiate a deletion, you will be prompted to select one of two options:

• Replace with Value: The Universal is deleted, and any cell or formula that used it is replaced with its last calculated numeric value. For example, if the Universal's Calc value is 150, all cells or formulas will now contain the hard coded number 150 after deletion.
• Replace with Zero: The Universal is deleted, and any cell or formula that used it is replaced with a hard coded 0 value. For example, if the Universal's Calc value is 150, all cells or formulas will now contain the hard coded value 0 after deletion.

Data Deletion Notice

Deleting a Universal and converting its value is permanent. This action cannot be undone. You must confirm to proceed.

Data References

Like Universals, Data References are powerful, built-in variables that perform automatic calculations in your budget. Think of them as system-level calculators that you can't edit, but which provide useful, dynamic values.

Data References may include:

• Calendar Calculations

  • Calculating the number of workdays for a specific location or phase.
  • Determining the total day count based on different work week schedules (e.g., 1-day, 3-day, or 5-day weeks). Helpful for equipment rentals.
  • Calculate Start and End dates for a line based on location and phase values.

• Rate Conversion

  • These references automatically convert pay rates between different units, saving you from manual calculations.

  For example, a Data Reference can take a daily pay rate and automatically convert it into a weekly total, based on the number of workdays defined for that period.

• Special Functions

  • Count all cast or all labor positions in a budget, helpful for determining catering needs.
  • Pull Hire Rate information from header rows directly into the Rate field of lines.
  • Reference Tax and Incentive totals elsewhere in the budget.

Working with Data References

Budgets can be built with or without Data References automatically included.
By default, they are included at budget creation.

Data References have limitations on which columns they can be used in.
At budget creation, the following references are automatically populated:

Data Reference	Column	Function
Start	Start Date	Returns the start date based on the Project Calendar, considering the Location, Phase, and Day Type of the line.
End	End Date	Returns the end date based on the Project Calendar, considering the Location, Phase, and Day Type of the line.
DateSch	Amount	Calculates the number of designated working Days or Weeks between the start and end dates, according to the Project Calendar, based on the Location, Phase, and Day Type specified on the line.
RateCalc	Rate	Automatically converts pay rates between daily and weekly amounts based on the Days per Week (DpW) of a location and the selected Hire Rate in the header row.

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Data Reference In Action

In this example, the RateCalc data reference is applied to the Rate column.

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Figure: The use of the RateCalc data reference in action.

When a Hire Rate is entered in the header row, RateCalc automatically pulls that value into the Rate column.
If necessary, it also converts the rate into the correct unit format.

For example:

• If the Hire Rate is set as a day rate, but the line’s unit is set to Week, RateCalc converts the daily rate into a weekly equivalent automatically.

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Available Data References Defined

Data Reference	Description	Applicable Column
RateCalc	Automatically converts pay rates between daily and weekly amounts based on the number of Days per Week (DpW) of a location and the selected Hire Rate in the header row.	Rate
Rate	Use "Rate" to pull the "Hire Rate" from header rows for use in the Rate Field of the applicable line.	Rate
Scale	Use "Scale" to pull the "Scale Rate" from header rows, updating all applicable lines with a single entry.	Rate
Start	Returns the Start Date based on the Project Calendar, considering the Location, Phase, and Day Type of the line.	Start Date
End	Returns the End Date based on the Project Calendar, considering the Location, Phase, and Day Type of the line.	End Date
DateSch	Calculates the number of designated working Days or Weeks between the Start and End dates, according to the Project Calendar, based on the Location, Phase, and Day Type specified on the line.	Amount
DateSpan	Calculates the number of Calendar Days or Weeks between the Start and End dates, according to the Project Calendar, based on the Location, Phase, and Day Type specified on the line.	Amount
DateRW	Calculates the number of Days or Weeks between the Start and End dates, according to the Project Calendar, based on the days-per-week value of the Location specified on the line.	Amount
LineSubtotal@	Using the specified Bracket Path ID, return the subtotal value from the referenced line to the designated cell.	Amount, Rate
LineFringe@	Using the specified Bracket Path ID, return the Tax & Fringe total value from the referenced line to the designated cell.	Amount, Rate
LineIncentive@	Using the specified Bracket Path ID, return the Incentive total value from the referenced line to the designated cell.	Amount, Rate
LineTotal@	Using the specified Bracket Path ID, return the Line total value from the referenced line to the designated cell.	Amount, Rate
CountCast	Returns the total number of Cast Positions used in the budget counting Cast Header Rows.	Amount
CountLaborAll	Returns the total number of Labor Crew Positions used in the budget counting Crew and Cast header rows.	Amount
CountLabor@	Returns the total number of Crew Positions used in the budget using the specified Crew Type Affiliation.	Amount
CountTag@	Returns the total number of uses a specified Tag is used in the budget.	Amount
TotalEps	Returns the total number of times an Episode is used in the budget.	Amount

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Insert Data References

Additionally, you can use the right-click menu to quickly insert applicable Data References into columns.

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Deleting a Data Reference

Data References cannot be deleted from the budget itself.
However, they can be removed from an individual line by:

• Deleting the Data Reference directly from the cell, or
• Replacing it with another value or Data Reference, Universal or Bracket Path ID.