Use Actuals to compare current purchase-order costs with the designer costs in your Working Budget as purchasing progresses.

Manually entered Budget amounts do not automatically become Actuals. Actuals come from eligible purchase-order costs; costs you track elsewhere are not automatically included.

Open your project's Budgets tab and choose the live Working Budget.

In Items, review the Actuals column group alongside the Working values.

Review Designer Price Diff to see the automatically calculated difference between the item's Actuals and Working extended designer costs.

Review freight and supplier tax separately under Additional Costs.

If a value needs investigation, open the related purchase order in Orders and review the contributing line items and charges.

An item's Actuals combines its eligible line-item costs across the project's purchase orders. Draft, Closed and archived purchase orders can contribute. Cancelled purchase orders and removed purchase-order line items are excluded. More than one eligible order for the same item can contribute to its total.

Actuals measures order cost. It does not show cash paid to the supplier, an invoice sent to a client or client revenue. A Draft purchase order can contribute before a payment has been recorded.

Actuals gets item costs, freight and supplier tax from your purchase orders. Enter and keep those amounts up to date on each purchase order so Actuals reflects the costs you have recorded.

Item costs appear in the Items Actuals columns. Freight and supplier tax are totaled from eligible purchase orders and appear in Actuals under Additional Costs, separately from each item's designer cost.

Freight and supplier tax appear separately under Additional Costs.

Gather calculates the difference for you in Designer Price Diff under Actuals, comparing the order cost with the designer cost in your Working Budget.

For example, if an item's Working extended designer cost is $1,000 and its eligible order lines total $1,080, the difference is $80 over. This example excludes freight and supplier tax. The comparison uses Working designer cost, not Preliminary pricing or the amount charged to the client.

A blank item Actuals value means the item has no contributing purchase-order lines. The difference remains blank when Actuals or the Working designer cost is missing.

Reception Desk: $6,000 Working designer cost compared with $5,800 on the purchase order. Gather shows $200 under in green.

Actuals reads current Orders data. Review and correct the underlying order record when needed; you cannot type an override into the Budget's Actuals cells. Closing or archiving an order does not remove its eligible costs from this comparison.