Project
The Project is the record every other Project Accounting document names. It says who funds the project (a customer, or the company itself), when it should start and end, who runs it, which cost and revenue categories may be used on it, and what stage it is at. Its Timeline tab shows every document raised against it.
What it is for
A project gathers its documents under one number. Cost reaches it from outside the module, when a stock issue, a purchase receipt or an expense submission names the project. Revenue reaches it through the Billing Proposal. The lists compare the two.
The rule people get wrong: a customer-funded project can only be put on a Project Contract for the customer named in Project Funding No. Pick the funding first.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Project | The project's code | Required, and must not already exist |
| Name | The project's name | Required |
| Project Group | The group it is sorted under | Pick from Project Group |
| Project Funding | Who pays for the project | Customer, or Legal Entity for an internal project |
| Project Funding No. | The customer or the legal entity | The list changes with Project Funding. Cleared when Project Funding changes |
| Estimate Start Date, Estimate End Date | The planned dates | The board tile Projects past their estimated end reads the end date |
| Actual Start Date, Actual End Date | The real dates | Typed when they happen |
| Quotation | The project quotation it came from | Pick from Project Quotation. A reference only |
| Customer Order No., Customer Order Date | The customer's own order | Free text and a date, for reference |
| Project Manager, Project Supervisor | Who runs it | Pick from the responsible list |
| Posting Profile for Vendor, Customer Posting Profile | Posting profiles for the project | Nothing reads them |
| Project Stage | How far it has come | Created, Estimated, Scheduled, In Progress, Finish. Typed by hand: no document moves it |
Tabs
| Tab | What it holds |
|---|---|
| Category Assignment | The categories (cost and revenue types: workers, machines, items, expenses, fees) that may be used on this project. The contract's billing lines offer only these |
| Movement | Order Journal and Journal For Issuance lines. Each line must name an order journal. Nothing else reads this tab: the automatic issue to projects reads the Movement tab of Project Accounting Setting |
| Address | The project's addresses, each with a purpose sub-grid |
| Contact | The people to contact on the project |
| Timeline | Read-only. A row of five boxes (quotation, estimation, contract, time sheet, billing proposal) with how many of each exist and their total, then every document and the project's own dates in date order. A document number opens the document |
How to configure it
- Make the project groups first.
- Mark the categories the projects use as usable in projects, on the category setup. Then add them to each project's Category Assignment tab.
- For a customer project, pick Project Funding Customer and the customer.
Scenarios
- A contractor wins a fit-out job for a customer. Project with funding Customer and that customer, estimated dates, manager. Then estimate it, contract it, bill it.
- An internal IT upgrade. Funding Legal Entity. No contract or billing; cost is followed on the Project Profitability list.
- Cement and steel bought for the project should be charged to it on receipt. Name the project on the purchase order and switch on Auto Issue for Project. See Project Accounting Setting.
What it is connected to
- Project Estimation, Project Quotation, Project Contract, Time Sheet and Billing Proposal all name the project.
- Stock issues and receipts, and expense submissions, that name the project are its actual cost. See Inventory screens and Expense Submission.
- Project lists and reports.
If something looks wrong
- "Project cannot be Duplicate". The code is used. Pick another.
- "Movement Lines - Line ID: ... - Required Order Journal". A line on the Movement tab has no order journal. Fill it or delete the line.
- Delete is refused: "Project '...' cannot be deleted because it is already associated with your dimensions." A sales document or a posted voucher carries the project. It stays.
- Delete is refused: "Project '...' cannot be deleted because an estimation, quotation, contract, time sheet or billing proposal uses it." Delete those documents first, or keep the project.
- The project is not offered on the contract. Its Project Funding No. is not the contract's customer, or it is already on another contract.