KAHA software is designed to be simple and easy - yet powerful. Manage your production company’s projects with ease with integrated budgeting, scheduling, booking and real-time reporting.
Getting started is easy – here’s how.
- 1 Importing your Chart of Accounts or General Ledger
- 2 Start a Project
- 3 Importing CSV or Movie Magic XML file to your project
- 4 Inviting other users – collaborators
- 5 Budgeting
- 6 Cashflow
- 7 Scheduling – pre lock
- 8 Auto Scheduling
- 9 PreLock vs PostLock
- 10 Lock a budget
- 11 Scheduling – post lock
- 12 Make budget variance
- 13 Crew Report
- 14 The KAHA real-time bar (post lock)
- 15 Fringes
Importing your Chart of Accounts or General Ledger
Create a CSV file from your company Chart of Accounts or General Ledger and import directly into KAHA. This makes your account codes available for all your projects. Once you have done this, you will never need to do it again, but you can edit the General Ledger, add categories and line items at any time in the future.
You can also import your company Chart of Accounts or General Ledger from a Movie Magic XML file.
An example of the CSV required is here. Note: this has to be in this exact format (but you can use your company codes). Please check your file in Simpletext or Text Edit to reveal the hidden commas that cause errors . These need to be removed.
Once complete you can upload the CSV or Movie Magic file to KAHA and then start your first project.
Alternatively you can use the KAHA generic General Ledger. This contains a comprehensive list of codes, categories and line items that you can use, and if need be change and delete from your company. It’s a great way to get started fast.
To add or remove categories or line items in your General Ledger, click the home button on the top left, this takes you to your dashboard. Click General Ledger and add, delete, or rename line items and categories. Note: the system will not let you delete a line item that has been used in an active project.
Start a Project
To start a project click on the 'ADD PROJECT' icon and enter a name (you can change this name anytime). You will then be displayed 4 options. If this is your first project, the quickest way to get started is to select the first option - 'Import General Ledger Accounts'. You will then be shown your entire Chart of Accounts/General Ledger - At this point you can either select all or select individual line items you wish to add. Once you are happy with the selection click Add.
Your first project has now been created! Initially your project duration will default to 10 weeks (10 being the minimum number of weeks).
To add a logo or image to your project – click the on the dashboard button top left, this will navigate you to your dashboard where you are able to see all your projects. Select the 'Upload Project Image' in the center of your project icon.
Importing CSV or Movie Magic XML file to your project
Users have the ability to import a CSV or Movie Magic XML file into a project. By doing this, all the line items on your CSV or XML will be imported into your project, along with the codes and the amounts (Note. All amounts will default to a Fixed Price). This can be done by creating a project, then selecting the 3rd or 4th option (in the attached screenshot). You will then choose which file you wish to import.
If you do not yet have a Movie Magic XML file, follow these steps to export a file from Movie Magic which can be imported into KAHA. In Movie Magic, Select File -> Export -> EP Vista Accounting (Native) - XML. Then choose a destination to save the file (shown in screenshot).
If the file you choose to import has accounts which DO NOT exist in the general ledger/COA, you will be informed and given the option to add the accounts to the general ledger/COA as well your project. If you select 'Skip', the accounts will not be added into the general ledger/COA or your project.
Please ensure that the CSV or XML file are formatted correctly. This can be done by opening your CSV or MM XML file in Simple Text or Textedit, and removing any commas that cause errors. Doing this will prevent any errors from occurring in the importing process.
Inviting other users – collaborators
To add a Company Manager - Click on the dashboard button at the top left - Click Preferences > Managers > Invite
To add a Project Manager – Click on the dashboard button at the top left - Click on the Project, then Preferences > Managers > Invite
Click on the Budget tab.
Click anywhere on a line item and a side bar will open on the right. Enter the Quantity, Duration and Rate/Fixed Price, click Save.
To change the name of this line item or to move it to a different Category click 'Line Item Details', change as required, then click 'Save' to apply the changes.
As you set up your budget their is an AUTO SAVE functionality in this software so all changes you make are saved automatically for you.
HOT TIP 1: Auto schedule – Enable auto schedule to have the item scheduled on the timeline for you. This enables you to roughly see the schedule and how Cashflow runs over time. You can change the schedule at anytime. Having auto-schedule on will keep the schedule and budgeted totals on the KAHA real-time bar at the bottom of the screen balanced, since any changes made to the Budget will be automatically reflected on the Schedule.
HOT TIP 2 - Click on the eye icon beside the line item to hide from any ‘project managers’ invited to see the project. You and other company managers can see these lines only. Project managers can see above the line and below the line pre lock – but post lock they can only see below the line.
HOT TIP 3 - To delete a line item, click on the trash can at the top right of the side bar.
HOT TIP 4 - POWER SELECT let's you select as many line items as you want.
Cashflow lets you see money coming in and going out, it’s that simple.
Click on Cashflow tab - Choose a start date, select whether you want Monthly or Weekly view, then click 'Create Report'. KAHA will spread the monthly/weekly outgoings over the duration of the project based on your scheduling. Input your own finance/funding numbers and change the names and dates to suit – KAHA will automatically adjust and display in the row/column totals.
At any point, you are able to Export to CSV/PDF in the 'Tools' dropdown.
HOT TIP – Get an instant daily or weekly breakdown of how much is being spent by clicking on the day or week box in the schedule – the side bar will not only give you the total but breakdown the individual items
Scheduling – pre lock
To modify, select the 'Schedule' tab, click on the line item to modify, choose the required options on the sidebar and add to schedule or remove from entire schedule. Note: the timeline will not show dates until budget is locked. By using 'Power Select', you can select and modify multiple line items to save time. Click on a single day/cell or shift select multiple days to add or remove
If you schedule over the budgeted amount the KAHA real-time bar will show a variance. To remedy this overage, either reduce the schedule to match the budget or click the variance (which will now be displayed with a badge and amount) and the following arrow to increase the budget to match.
To navigate to a different week, you can use the week panel located above the schedule. You can either click the arrows to increase/decrease the weeks, or click on the panel and type in the week number you wish to navigate to.
Remember auto schedule is the fasted option to get your line items on the timeline!
Auto Scheduling is a feature which is unique to KAHA. This allows users to save time on the budget and schedule as everything will be in sync. This means that any change made on the budget will automatically be reflected on the schedule. When using Auto Schedule, a user will be presented with three options to choose from. Anchor to Top, Anchor to Tail, and anchor to Top and Tail.
Top: Anchoring to top is the default option. This means that the first scheduled week of the line item will always maintain the same distance from the start of the project regardless of what you do.
Tail: Anchoring to Tail means the last week of the scheduled line item will always maintain its distance to the end of the project regardless of what you do. For example, if you anchor a line item to top and set the starting week to week 10, then increase the number of weeks in the project by 10, the starting week on that line item will now be week 20. If you then reduce the project by 10 weeks, the starting week for the line item will go back to week 10.
Top/Tail: Anchoring to top and tail is a combination of both. This means that the starting week will always maintain its distance from the beginning of the schedule, and the last week will always maintain its distance from the end of the schedule. Therefore, increasing the number of weeks in the project will cause the line item which is anchored to top and tail to expand, increasing the budgeted and scheduled amount for the line item.
PreLock vs PostLock
We refer to PRELOCK as the first phase of a project. A user can budget, schedule, add/remove accounts, and generate an interactive Cashflow report. POSTLOCK is when the budget is locked. Once locked these features in the PRELOCK stage will be removed, and replaced by the following features; ability to add bookings, actual costs, budget variations, and cost report.
Lock a budget
Once you are happy with the budget you can click ‘lock budget’. After clicking 'lock budget', a box will appear asking you to choose a starting date. This means that your project will no longer be in weeks, but in actual dates.
This cannot be undone but a company manger can make variations in the ‘cost report’ formally called Cashflow report.
Scheduling – post lock
After you have locked a project the scheduled line items will stay blue until you turn these into bookings by clicking on the line item, clicking on the side bar and choosing booking, add booking - using scheduled days. This line item will turn red indicating a booking has been made.
To send an offer of work to a contractor, click on the line item and select assign a contractor from the sidebar. Type in the email address, name, and whether they need daily timecards or not… they will be sent an email inviting them to work on the project at the budgeted rate and for the days/weeks booked. They can choose to accept or decline the offer.
Make budget variance
The KAHA real-time bar will notify budget overages with a red alert above ‘budget variance’. A company manager can instantly see how much the budget is over by clicking on this budget variance. If need be, budget variances can be made…. Go to COST REPORT ,click on the line you want to transfer funds from, click make budget variance, click on the line you want to make a transfer to – enter the amount and reason – click TRANSFER.
A list of all the BUDGET VARIANCES can be viewed in COST REPORT – click VARIATION REPORT
If you have multiple projects on the go and you want to find out who’s assigned on what project (or who is available) – click the home button top left, go to REPORTS, add CREW REPORT, choose a date range and click create report to view
The KAHA real-time bar (post lock)
The KAHA real-time bar contains the following information:
Budgeted – total amount budgeted including above the line and percentage and cash line items
Actual Cost – This is when an invoice or bill has been paid and has been inputted as an actual cost into the cost report (this is similar to operating a commitment diary)
Estimated cost – the estimated cost of the production to date – at the moment you are logged in based on what has been booked.
Cost Variance – this indicates actual costs that have been input in the cost report but are over budget and unaccounted for
Cost to complete – the remaining cost to complete the project from moment you are logged in to the end
Total Cost - is the cost to complete plus any cost variances
Budget Variance – the overall amount that budget is over
Fringes are additional costs on top of somebodies rate that the employer has to incur when hiring. These additional costs may be taxes or benefits, which can either be a fixed amount, or a percentage of somebodies rate. Common fringes include; SUI, FUI or FICA.
With Kaha Software, a user is able to create Fringes with unique IDs, names, percentage amounts and cash amounts. Certain Fringes (such as SUI) will have a cut off amount meaning that the cash or percentage amount is unable to exceed the cut off.
To begin, ensure you are on the 'Budget' page, and select Tools > Fringes.
Select either Cash or Percentage amount, and fill in the fields.
Once you have created your Fringe, you will then be displayed with a list of Fringes you've created, and the ability to either modify or create new ones.