Project Setups
To get started, you will need to configure Project Setup and other setup pages related to Project management. For more information on Setups, see: Project Setups
Create Projects
When you start a new Project, you must create a Project Card with integrated Project Tasks.
Create at least one Project Task per Project because all posting refers to a Project Task.
The Task layer enables you to divide the Project into smaller sections, to specify more details in budgeting and quotes. In addition, it gives insight into how a Project is progressing. For example, tracking by milestones indicates if the Project is on target to meet budget expectations.
How to Create a Project Card
The Project Card is created and then Project Task Lines are added. If the Project Card is created manually, go to Role Center > Projects > Projects, click on the Project No., and the Project Plan page will open. The Tasks are created by selecting Tasks > Create Tasks from Template process or by manually typing in each Task line.
The recommended method to create a new Project is to use the Create Project Wizard or Quick Project Guide. Project Wizard guides the user through the steps to set up the Project. The process enables the user to select the Invoice Template and Task Template for the Project. If the templates are not added through the wizard, they can be added later from the Project Plan page. The template for Quick Project Guide has preselected Invoice and Task templates.
Training Video - Create Projects and Tasks
In this Advanced Projects by Progressus video, we’ll cover creating Projects and Tasks manually, using Templates, and by using the Create Project Wizard.
Creating Projects and Tasks in Progressus
Difference between a Project Card and the Project Plan
Use the Project Card to configure Project Setup options. The fields on the Project Card impact entry posting, Project starting and ending dates, currency options, invoicing, budget setup, WIP, and Project Permissions in the system. To access the Project Card, from the Role Center select Projects > Projects, highlight the Project, and from the Projects menu, select Project Card. Alternately, click on the Project on the list, and the Project Plan page will open, then select Project > Project Card.
To access the Project Plan, from the Role Center select Projects > Projects and then click on a Project from the list. Use the Project Plan page to view settings and fields related to the Project and Task configuration. Specifics by default, include Tasks, budget and usage amounts, scheduled payments, and total usage price. Additional fields can be added through Personalization. This is one of the primary pages that managers and accountants use to review the status of the Projects.
Create a Project using Quick Project Guide
Access the Quick Project Guide by either using the search feature or by navigating to the Role Center > Actions > Create > Quick Project Guide.
To search for Quick Project Guide, Use the
icon to navigate to Quick Project Guide and select the link.
| Field Name | Description |
|---|---|
| Choose a Number Series |
Select either a Number Series or you can manually type a Project Number. |
| Description | Specifies information about the new Project. |
| Project template | Select a Project Template to complete the fields. If a template is not selected, the fields must be completed manually. |
| Customer | Specifies the Customer for the Project. |
| Project Manager | Specifies the person who is assigned to manage the Project. |
Note
The following fields (Global Dimension 1, Global Dimension 2) are only displayed if Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation.
| Global Dimension 1 |
Specifies the code for Global Dimension 1. |
| Global Dimension 2 | Specifies the value for Global Dimension 2. |
| Change Task Template | Specifies, if selected (true), that the system will present the ability to select a Task Template for the new Project. |
| Change Invoicing Setup | Specifies, if selected (true), that the system will present the ability to select a different invoicing template for the new Project. |
- Select Finish to create the new Project.
Note
If either the Change Task Template or Change Invoicing Setup option was selected, the associated setup page displays after you click Finish, to select a Task Template or an Invoice Setup Template.
Create a Project using Project Wizard
To create a new Project with the Project Wizard, navigate to the Role Center (logged in with a Project Manager or Project Executive role) and choose Actions > Create > Create Project Wizard. An assisted setup guide launches to create a Project with integrated Tasks.
The Create Project Wizard can be accessed in different ways:
Use the search icon to navigate to Create Project Wizard and select the link.
From the Role Center > Actions > Create > Create Project Wizard
From the Role Center > Projects | Projects | Project > Create Project New
Once you launch the Create Project Wizard, fill in the fields to create a new Project.
| Field Name | Description |
|---|---|
| Choose a Number Series |
Specifies the assigned Number Series. Optionally, you can type a number in the Project No. field to create the Project Number. |
| Project No. | Specifies the Project number. If populated, the value, which must be a unique alphanumeric entry, will be used instead of the Number Series. |
| Description | Specifies information about the new Project. |
| Contract No. | Specifies the Contract No., if this Project is to be associated with an existing Contract. Project Wizard is not used to create Contracts. |
| Contract Task No. | Select the number to which the Project will be assigned in the Contract Subform. |
| Project Template | Select a Project Template to populate the Status and Customer, as well as several other fields. |
| What is the status of the Project? | Specifies the status of the new Project. Options: |
| - Planning | |
| - Quote | |
| - Open | |
| - Completed | |
| Create for Customer or Contact? | Specifies if the Project is created on a Customer or a Contact. |
| Choose Customer/Contact | Specifies the Customer or a Contact for the Project. Use the lookup to view and select from a list of Customers or Contacts, depending on the option selected in the previous step. |
| Project Posting Group | Specifies the Project posting group for the Project. Defaults to Project Setup > Invoicing > Gen. Prod. Posting Group value. To change, select a Project Posting Group from the lookup. |
| Project Starting Date | Specifies the starting date of the Project. |
| Project Ending Date | Specifies the ending date of the Project (optional). |
| Resource Discount % | Specifies the discount percentage used to calculate Resource pricing. |
| Item Discount % | Specifies the discount percentage used to calculate item pricing. |
| Expense and Sched. Billings Discount % | Specifies the discount percentage used to calculate Expense pricing. |
| Resource Group Discount % | Specifies the discount percentage used to calculate Resource Group pricing. |
| Pipeline | Specifies the pipeline for the Project, e.g., Lead, Contact, Email, Proposal, Sold. |
| Active Budget Version | Specifies the Active Budget Version for the Project. |
| Sales Order Invoiced | Specifies the options for billing when a sales order is created. Options allow for invoicing at shipment or to invoice through normal Project billing. |
| Sales Order Creates Usage | Specifies if true usage will be created on the Project through a Project Ledger Entry. |
| Sales Invoice Creates Usage | Specifies if true then usage will be created on the Project through a Project Ledger Entry. |
| Planning Integration | Specifies the default budget version to be linked to Planning Lines. Leaving this field blank will result in no link to Planning Lines. |
| Purchase Receipt Posting | Specifies how and where purchase receipt costs should post. The user can select to reserve the cost in the Purchase not Invoiced (LCY) field on the Project Plan. They can also choose to post it as usage cost to the Project or directly to inventory but reserved to the Project. |
Note
For more information on Sales Order Invoiced, Sales Order Creates Usage, Sales Invoice Creates Usage, Planning Integration and Purchase Receipt Posting, see: Inventory Management.
| Project Manager |
Specifies the person who is assigned to manage the Project. |
| Person Responsible | Specifies the name of the person who is assigned as a secondary person to oversee the Project. |
Tip
If you select any of the next three options: Use Task Template, Create Scheduled Billing, or Create Invoicing Setup, once the Project Wizard is completed, when you click Finish, additional pages open to allow you to select the parameters for the options you enabled.
| Use Task Template |
Specifies if a Task Template should be used to create Project Tasks. If selected, the Task Templates page will be displayed at the end of the Project Wizard |
| Create Schedule Billing | Specifies if a Schedule Billing should be created. If selected, the Scheduled Billing page will be displayed at the end of the Project Wizard. |
Caution
Scheduled Billings can only be setup for Tasks with a Contract Type of "Fixed".
| Create Invoicing Setup |
Specifies if invoicing setup should be created. If selected, the Invoice Setup Templates page will be displayed at the end of the Project Wizard |
| Internal Project | Specifies if the Project is an internal Project. |
| Private Project | Specifies if the Project is a private Project. Informational use only. |
| Customer Project | Specifies if the Project is a Customer Project. If a Customer No. has been selected, this option will default to true. |
| Project Type | Specifies the Project Type for the Project . Options: |
| - Fixed: Contract Amount will be billed, regardless of actual usage hours. | |
| - Time & Material: Actual usage will be billed. | |
| Resource Invoice Type | Specifies the Resource Invoice Type for the Project. Options: |
| - Fixed: A Contract Amount will be billed, regardless of actual usage hours. | |
| - Time & Material: Actual usage hours will be billed. | |
| - Use Template: The Invoice Type will be defined based on the template chosen at the end of the Project Wizard. | |
| - Percent Complete: A calculated amount based on budget and usage will be billed. | |
| Item Invoice Type | Specifies the Item Invoice Type for the Project. Options: |
| - Fixed: A Contract Amount will be billed, regardless of actual usage hours. | |
| - Time & Material: Actual usage hours will be billed. | |
| - Use Template: The Invoice type will be defined based on the template chosen at the end of the Wizard. | |
| - Percent Complete: Calculated amount based on budget and usage will be billed. | |
| Expense Invoice Type | Specifies the Expense Invoice Type for the Project. Options: |
| - Fixed: A Contract Amount will be billed, regardless of actual usage hours. | |
| - Time & Material: Actual usage hours will be billed. | |
| - Use Template: Invoice type will be defined based on the template chosen at the end of the Create Project Wizard. | |
| - Percent Complete: Calculated amount based on budget and usage will be billed. | |
| % COMPLETE BILLING | |
| Resources % Complete | Specifies if Resource Usage is to be included in Percent Complete calculation for billing. |
| Items % Complete | Specifies if Item Usage is to be included in Percent Complete calculation for billing. |
| Expenses % Complete | Specifies if Expense Usage is to be included in Percent Complete calculation for billing. |
| % Complete Override | Specifies if the user can override the calculated Percent Complete for billing. |
| % Complete Based On | Specifies the calculation value on which Percent Complete is based on as quantity or cost. Options: |
| - Cost | |
| - Quantity | |
| % Compl. Billing Level | Specifies the default level for % complete billing as on the entire Project or on each Task and at the summary or detail level. Options: |
| - Project Summary | |
| Project Detail | |
| - Task Summary | |
| Task Detail | |
| % Complete Task | Specifies which Task to use when doing Percent Complete billing for Project Summary or Project Detail Billing Levels. Project billing does not get posted to the individual Tasks, just to one designated Task. |
| Contract Amount | Specifies the Contract Amount or Price for the Project . |
| Time & Material > WIP and Revenue Recognition Method | Specifies the revenue recognition method for Time and Material Contract Types. Options: |
| - None | |
| When performed | |
| - When Billed | |
| -Direct Invoice | |
| - User-Defined | |
| For more information, see: Time & Material | |
| Fixed > WIP and Revenue Recognition Method | Specifies the revenue recognition method for Fixed Contract Types. Options: |
| - None | |
| - % Complete | |
| -Direct Invoice | |
| For more information, see: WIP Fixed Settings | |
| Project Shipping Address | Defines the shipping address for the Project. This address populates in the Project Card > Shipping and Billing FastTab > Ship-to subsection > Ship-to > Custom Address. |
Important
The Ship-to information entered here flows to the Ship-to information on the Sales Invoice. If the Project Shipping information is left blank, the Customer Sell-to information is used. For more information on Bill-to defaults and where they are used, see: Bill-to, Sell-to and Ship-to Address Defaults.
| - Address: Specifies the Project Shipping Address used for sales documents. |
|
| Address 2: Specifies an additional line of the Project Shipping Address used for sales documents. | |
| - City: Specifies the city code of the Project Shipping Address. | |
| - State: Specifies the state, province, or county as a part of the Project Shipping Address. | |
| - Post Code: Specifies the postal code of the Project Shipping Address. | |
| - Country/Region Code: Select the Country/Region Code for shipping. | |
| Dimensions | Select additional Dimensions by clicking on the ellipsis… |
Tip
After you select the last page of the Project Wizard, choose Finish to create the Project. If you selected Use Task Template, Create Scheduled Billing, or Create Invoicing Setup in the previous page, additional configuration options will display.
Edit Task - Template:
Select a Template Code.
In the Task Selection field and select either Some Tasks or All Tasks.
If you select All Tasks, click Close and all Tasks from the template are added to the Project.
If you select Some Tasks:
Select the Assist field and click on the ellipsis to display the available Tasks from which to choose.
Choose the Selected checkbox next to the specific Tasks to add them to the new Project.
Select or Deselect any Task options wanted for the Project. Click on the ellipsis on a Task line and Select More to choose all or more than one Task to include from the template.
Click X to exit the Task selection page.
Click the Close button to finish Task selection. Changes are saved.
Edit - Scheduled Billing: If you selected Create Scheduled Billing in the Project Setup Wizard, Edit - Scheduled Billings page opens to add Scheduled Billings to the Project. Fill in the fields, as necessary.
Field Name Description Code Create a code for the Scheduled Billing line .
Description Specify information about the Scheduled Billing Code. Scheduled Billing Type Specify if the Scheduled Billing Type is a Task or ProForma (preliminary bill of sale). Task Code Specifies the code of the Task to be used for Scheduled Billing. Only Fixed Type Tasks can be used. Deferral Code Specifies the code of the deferral template to be used for revenue recognition of this Scheduled Billing. Cost Amount Specifies the cost amount used for this Scheduled Billing. Amount Specifies the price of this Scheduled Billing. Posted Amount (LCY) Specifies the amount that has been posted for this Scheduled Billing line. Type Specifies the Type of the Scheduled Billing line Item. Frequency Specifies the interval or frequency (i.e., 1M = once per month) the Scheduled Billing will be generated. Number of Repetitions Specifies the number of times the Scheduled Billing will be generated with the frequency. Requires Project Setup > Invoicing FastTab > Payment Plan Value to be "Repetition Period". Qty. of Posted Scheduled Billings Specifies how many times the line has been posted. Budget Date Specifies the beginning date of the budget for the Scheduled Billing line Item. Used as the posting date for the billing line. Last Repetition Date Specifies the last date of the Scheduled Billing line Item. System populated based on the Budget Date. Currency Code Specifies the currency code for the Scheduled Billing line Item, if other than the Project Invoice Currency Code. Customer No. Specifies the number of the Customer associated with the Scheduled Billing line Item, if other than the Project Customer. Reference Specifies reference information about the Scheduled Billing line. Free form text. Posted Specifies, if selected (true), that the Scheduled Billing line is posted. Updated by the system. Locked Specifies, if selected (true), that the Scheduled Billing line is locked and cannot be processed. Invoice Setup Template: If you selected Create Invoicing Setup in the Project Wizard, the Invoice Setup Template page displays to add an Invoice format to the Project. Select the Invoice Code from the list for this Project and click OK.|
You will receive a message stating Project XXXXXX was created!. Click OK to close the message.
Create a new Project manually
To create a Project manually, options are:
Navigate to the Role Center > Projects > Projects > New. The Project Plan page will open. Complete the fields needed for the Project, then from the menu select Project > Project Card and complete the fields there.
From the Project Plan of an existing Project, select Create Project New from the ribbon, which will open the Create Project Wizard. For more information, see the section on using the Project Wizard: Create a Project using Project Wizard
Choose the search icon, enter Projects, and then choose the link for Project List. Choose the Project action, then choose Create Project New and then fill in the fields, as necessary.
From the Project List, open a Project Card. Select the + icon at the top of the page or select Project > Create Project New.
Copy Project
Another method for creating a new Project is to use Copy from Project. This option is only visible when starting with a blank page in either the Project Card or the Project Plan.
Navigate to the Project List.
Click New. The Project Plan opens.
No.: Specify a Project No. Or if left blank the system will assign it from the No. Series for Projects.
Select Project > Copy from Project on the menu.
The Copy Project page opens.
Options:
Field Name Description Copy project Specifies the Project to be copied from the drop-down list. Copy project dimensions Specifies if true, to copy the source Project's Dimensions to the new Project. Copy project tasks Specifies if true, to copy the source Project's Tasks to the new Project. Copy Invoice Setup Specifies if true, to copy the source Project's Invoice Setup to the new Project. Copy project Resource Prices Specifies if true, to copy the source Project's Resource Prices to the new Project. These prices may be exceptions to the Resource Price List and exclusive to the source Project. Copy project Expense Prices Specifies if true, to copy the source Project's Expense Prices to the new Project. These prices may be exceptions to the Expense Price List and exclusive to the source Project. Copy project Sales Price Template Lines Specifies if true, to copy the source Project's Sales Price Template Lines to the new Project. The Template Lines may be exceptions to other Sales Price Templates and exclusive to the source Project. Copy project Price Lists Specifies if true, to copy the source Project's Sales Price List to the new Project. The Price List may be an exception to other Sales Price Lists and exclusive to the source Project Copy project milestones Specifies if true, to copy the source Project's Milestones to the new Project. Copy Schedule Billings Specifies if true, to copy the source Project's Scheduled Billings to the new Project. Click OK to copy the selected Project to a new Project.
Note
The Project Plan and Project Card should be reviewed for any changes necessary e.g. Description. The Description is also copied from the source Project, even if you enter a Description before copying. The Description value will be overwritten by the source Project Description, but you can edit it.
Import Projects page
Use the Import Projects page to create one or multiple Projects, saving time and effort.
- Navigate to the Role Center > Actions > Processing > Projects > Import Projects.
- Click New to create a new manual project.
| Field Name | Description |
|---|---|
| Record ID |
System assigned unique number to identify the line. |
| Project No. | Specifies the Project number. If populated, the value, which must be a unique alphanumeric entry, will be used instead of the Number Series. |
| Sell-To Customer No. | Specifies the Customer number, populated from the Customer Card. |
| Project Manager | Specifies the No. of the Resource assigned to manage the Project. |
| Person Responsible | Specifies the No. of the Resource assigned as a secondary person to oversee the Project. |
| Project Template | (Required) Specifies the Template to use for Project default values when importing data to create the Project. |
| Project Task Template | Specifies the Template to use for Project Task default values when importing data to create the Project. |
| Invoice Setup Template | Specifies the Template to use for Invoice Setup default values. |
| Sales Price Template | Specifies the Template to use for Sales Price default values when creating Projects. |
Tip
Project information can also be manually added in the Import Projects lines by clicking New and keying in Project information.
How to Import Projects
Create Import Template
Navigate to Import Projects > Actions > Create Import Template.
An Excel file is saved to the Downloads folder of the local machine. The export file does not create sample data but contains the Header description of each column and the correct order to format the imported data.
Important
There are 2 columns – C & D - without headers. This is intended, do not delete them from the template.
Import Projects
From the Import Projects page, select Actions > Import Projects.
The Import Projects Report Request page opens.
Complete the following under Defaults Page section:
- Project Template (required)
- Project Task Template
- Invoice Setup Template
- Sales Price Template
Click Select File ellipsis to choose the Excel file with the import data to create Projects.
Click OK to import the Excel file.The Import Projects page will display the information from the import file.
Important
The Import Projects process does not create the Projects - it imports the Excel file which contains the Project information. Changes can be made to the individual lines. Use the Create Projects process to create the Projects from the data.
Use Import Projects > Actions > Create Projects to create the Projects that were either imported or manually keyed into the Import Projects list.
How to Create Projects from Import Projects lines
Select Actions > Create Projects to create the Projects that were either imported or manually keyed into the Import Projects lines.
Project Card
Navigate to the Projects List from the Role Center > Projects > Projects.
From the ribbon, select Projects > Project Card. Alternately, you can select a Project from the list, then from the Project Plan, select Project > Project Card.
General FastTab
| Field Name | Description |
|---|---|
| No. |
Specifies a unique identifier for the Project. The field is either filled automatically from a defined Number Series, or you enter the number if manual number entry has been enabled in the Number Series Setup. |
| Description | Specifies a short description of the Project. |
| Customer/Prospect | Specifies whether it is a Customer or prospect for the Project. |
| Sell-to Customer No. | Specifies the number of the Customer who will receive the products and be billed by default. For more information on Bill-to defaults and where they are used, see: Bill-to, Sell-to and Ship-to Address Defaults |
| Sell-to Customer Name | Specifies the number of the Customer who will receive the products and be billed by default. |
| Sell-to Address | Specifies the address where the Customer is located. |
| City | Specifies the city of the Customer on the sales document. |
| Postcode/City | Specifies the ZIP Code. |
| State | Specifies the State, Province, or County of the Address. |
| Country/Region | Specifies the Country or Region of the Address. |
| Bill-to Contact No. | Specifies the number of the Contact person at the Customer's billing address. |
| Contact No. | Specifies the number of the Contact person to whom the sales document will be sent. |
| Mobile Phone No. | Specifies the mobile telephone number of the Contact person to whom the sales document will be sent. |
| Specifies the email address of the Contact person to whom the sales document will be sent. | |
| Contact | Specifies the name of the person to contact at the Customer. |
| External Document No. | Specifies a document number that refers to the Customer's or Vendor's numbering system. |
| Your Reference | Specifies the Customer's reference. The content will be printed on sales documents. |
| Opportunity No. | Specifies the opportunity number associated with the Project, if exists. |
| External Project No. | Specifies an external reference number to identify the Project. |
| Search Description | Specifies an additional description of the Project for searching purposes. Defaults to the same information as Description. |
| Status | Specifies the current status of the Project. You can change the status for the Project as it progresses. Final calculations can be made on completed Projects. |
| Person Responsible | Specifies the name of the person who is assigned as a secondary person to oversee the Project. |
| Person Responsible Name | Specifies the name of the person who is assigned as a secondary person to oversee the Project. |
| Project Manager | Specifies the person who is assigned to manage the Project. |
| Project Manager Name | Specifies the name of the person assigned to manage the Project. |
| Salesperson Code | Specifies a code for the salesperson who normally handles the Customer's account and Project. |
| Blocked | Specifies that transactions for this Project are blocked Customer being posted or all transactions are disabled (i.e., budget entries) for example a Customer that is declared insolvent or an item that is placed in quarantine. |
| Last Date Modified | Specifies when the Project Card was last changed. |
| Internal Project | Specifies, if selected (true) that it is an Internal, Company Project. |
| Private Project | Private Project an alternative setting that is used for informational purposes only. |
| Customer Project | Specifies, if selected (true), that it is a Project billable to a Customer. |
| External Time Entry | Specifies, if selected (true), that the Project will use external/integration system for time entry. |
| Integration Project Name | Specifies the name of the Project in integration system. |
| Project Category | Specifies the code for the Project Category. Categories can be added as a way to group Projects for filtering or reporting. |
Tip
For more information on Project Categories, see: Project Categories.
Posting FastTab
| Field Name | Description |
|---|---|
| Language Code |
Specifies the language code for the Project from the standard Dynamics 365 Business Central Language Code List. |
| Application Method | Specifies how to apply payments to entries for this Project. Options include Apply to Oldest or Manual. |
| Contract No. | Specifies the contract no from the contract list if this Project is connected to a contract. This will allow review of budget and actual amounts on the Contract and the individual Project. |
| Location Code | Specifies the Location Code of the Project. |
| Bin Code | Specifies a Bin Code for specific Location of the Project. If the To-Project Bin Code is defined in the Location, theBin Code will be populated when a Location Code is selected. |
Note
The Location Code and Bin Code fields are used as defaults when creating Project Tasks. Changes won't be propagated to already created Project Tasks.
| Contract Task Code | Specifies the Contract Task Code from the list of Contract Tasks. All the budget and usage for a specific Project roll up on the Contract to one specific Task defined here. Multiple Projects can be linked to the same Task on the Contract. |
| Project Posting Group | Specifies the Posting Group that links transactions made for the Project with the appropriate general ledger accounts according to the General Posting Setup. |
Duration FastTab
| Field Name | Description |
|---|---|
| Creation Date |
Specifies the date on which you set up the Project. |
| Starting Date | Specifies the date on which the Project actually starts. |
| Estimated Delivery Date | Specifies the estimated delivery date of the Project. |
| Ending Date | Specifies the date on which the Project is expected to be completed. |
| Completion Date | Specifies the completed date of the Project. |
Foreign Trade FastTab
| Field Name | Description |
|---|---|
| Currency Code |
Specifies the currency code for the Project. By default, the currency code is empty. If you enter a currency code here and on a Time or Expense entry, and select use posted currency for Resource and Expense on the Project Card, the system will create the Sales Invoice using the currency. If set, the currency will be used as the default currency in Project Journals and on Expense Sheets. If use posted currency is not selected the invoice will be created in LCY (local currency). |
| Timesheet Currency Code | Specifies the non LCY (local currency) code to be used on Timesheets. Select from the standard Dynamics 365 Business Central Currency List. If the Timesheet will use the LCY (Local Currency) leave the field blank. |
| Invoice Currency Code | Specifies the currency code you want to apply when creating invoices for a Project. By default, the invoice currency code for a Project is based on what Currency Code is defined on the Customer Card. If none of the use posted currency selections are set to Yes/true, then all invoices for that Project shall be created in the currency in this field. |
Invoicing FastTab
| Field Name | Description |
|---|---|
| Resource Invoice Type |
Specifies the default Invoice Type on a Resource. |
| -Time and Material: Actual usage hours will be invoiced. | |
| - Fixed - Contract Amount will be invoiced regardless of actual usage hours. | |
| - Percent Complete: A calculated amount based on budget and usage will be invoiced. | |
| Item Invoice Type | Specifies the default Invoice Type on an Item. |
| - Time and Material: Item price as determined by the company will be invoiced. | |
| Fixed: Contract Amount will be invoiced regardless of Item price. | |
| Percent complete: A calculated amount based on budget and usage will be invoiced. | |
| Expense Invoice Type | Specifies the default Invoice Type on an Expense. |
| - Time and Material: Actual expenses will be invoiced. | |
| - Fixed: Contract Amount will be invoiced regardless of actual expense. | |
| Percent complete: A calculated amount based on budget and usage will be invoiced. | |
| Resource Use Posted Currency | Specifies, if true, that the currency on Resource transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Expense Use Posted Currency | Specifies, if true, that the currency on Expense transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Item Use Posted Currency | Specifies, if true, that the currency on Item transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Resource Discount % | Specifies a percentage discount for Resource pricing. The discount percent will apply to the corresponding budget and usage discount columns in the Project Plan and be used for invoicing. |
| Item Discount % | Specifies a percentage discount for Item pricing. The discount percent will apply to the corresponding budget and usage discount columns in the Project Plan and be used for invoicing. |
| Expense and Sched. Billings Discount % | Specifies a percentage discount for expense and Scheduled Billing pricing. The discount percent will apply to the corresponding budget and usage discount columns in the Project Plan and be used for invoicing. |
| Resource Group Discount % | Specifies a percentage discount for Resource Group pricing. The discount percent will apply to the corresponding budget and usage discount columns in the Project Plan. |
| Retention % | Specifies the percentage to withhold from an invoice amount until a specific Project, Task or Milestone is completed. Once the percentage is entered, any invoice generated would retain that percentage until the Retention is manually released. |
| Invoice Chargeable Zero Price | Specifies if all chargeable Usage entries will be included on sales invoices even if the amount is zero. If not selected, only chargeable Usage entries with an amount not equal to zero will be included on Sales Invoices. |
| Std. Mileage to Customer | Specifies the standard mileage charged to the Customer. The mileage amount is used in conjunction with the settings in Project Setup using the amount as the default and not allowing an entry above that limit. |
| Customer Split Percent | Specifies the Customers and the percentage of the total amount to be invoiced to them. The Customers related to Project page will open for entry of the Customer number(s) and percentage(s). The total percentage is calculated by the system and entered into this field. The use Customer Split Boolean must be set to Yes/true. |
| Use Customer Split | Specifies if the invoices will be split among multiple Customers and must be selected (true) for the split percentages to apply to invoicing. |
Note
For more information on Customer Split Billing, see: Customer Split Billing.
| Billing Cycle |
Specifies a code that indicates the Billing Cycle to be used when grouping Projects for billing. A Billing Cycle is the interval of time from the end of one billing, or invoice date to the next billing date. |
| Last Invoiced Date | Specifies the date of the last posted invoice for the Project. |
| Invoice Res. Specification Setup: | Specifies the setup for Invoice Resource Specification Report. |
% COMPLETE BILLING
| Field Name | Description |
|---|---|
| Use Percent Complete Billing |
Specifies, if true, billing will be done based on the percentage of completion of usage versus the budget. |
| IMPORTANT: The following fields are only displayed if the Use Percent Complete Billing field is enabled: | |
| Resources % Complete | Specifies if Resource Usage is to be included in Percent Complete calculation for billing. |
| Items % Complete | Specifies if Item Usage is to be included in Percent Complete calculation for billing. |
| Expenses % Complete | Specifies if Expense Usage is to be included in Percent Complete calculation for billing. |
| % Complete Override | Specifies if the user can override the calculated Percent Complete for billing. |
| % Complete Based On | Specifies the calculation value on which Percent Complete is based, as either quantity or cost. |
| % Compl. Billing Level | Specifies the billing level for Percent Complete billing. Project summary will require a Percent Complete Task and allow a Contract Amount to be specified. If Contract Amount is not specified, the budget entry prices will be used to calculate the Contract Amount. Project detail will require a Percent Complete Task to be specified and budget entries will be required to calculate the Contract Amount. Task summary will allow a Contract Amount to be specified for each Task, otherwise the budget entry prices will be used to calculate the Contract Amount. Task Detail will require budget entries to calculate the Contract Amount for each Task. |
| - Project Summary will require a Percent Complete Task and allow a Contract Amount to be specified. If Contract Amount is not specified, the budget entry prices will be used to calculate the Contract Amount. | |
| - Project Detail will require a Percent Complete Task to be specified and budget entries will be required to calculate the Contract Amount. | |
| - Task Summary will allow a Contract Amount to be specified for each Task, otherwise the budget entry prices will be used to calculate the Contract Amount. | |
| - Task Detail will require budget entries to calculate the Contract Amount for each Task. | |
| % Complete Task | Specifies the Task to use when doing Percent Complete billing for Project Summary Billing Level. Project billing does not get posted to the individual tasks, just to one designated task. |
| Contract Amount | Specifies the Contract Amount or Price for the Project. Contract Amount can only be specified for Project Summary Billing Level. If not specified, budget entries will be used to calculate the Contract Amount. |
| Contract Invoicing Account | Specifies the general ledger account to use when invoicing Percent Complete for billing level of Project Summary. This field is required for Project Summary Billing Level if a Contract Amount has been specified. |
| Sales Order Invoiced | Specifies the options for billing when a sales order is created. Options allow for invoicing at shipment or to invoice through normal Project billing. |
| Sales Order Creates Usage | Specifies, if true, that a Project Ledger Entry will be created for usage, for items only, when the sales order is posted. |
| Sales Invoice Creates Usage | Specifies, if true, that a Project Ledger Entry will be created for usage, for items only, when a manual sales invoice is posted. |
| Hour Budget | Specifies the budgeted hours for the Project, user entry. If hours are entered here, they will display in the Budget Matrix > Project Information FactBox > Hours Budget field. |
| Sold Hours | Specifies the sold hours for the Project, user entry. Informational use only. |
| Sold Unit Price (LCY) | Specifies the sold unit price for the Project, user entry. Informational use only. |
| Sold Hour Amount (LCY) | Specifies the sold hours times the sold unit price in LCY (local currency), system calculated. Informational use only. |
| Remaining Qty. | Specifies the remaining quantity of hours of work, user entry. Informational use only. Informational use only. |
| New Unit Price (LCY) | Specifies the new unit price based on the remaining hours plus actual. The calculation is done using the "update new price per hour" from the Project Plan, navigate, prices, more prices and costs, update "new price per hour". This feature should be used on fixed price Projects. New Resource records will use the new unit price. Informational use only. |
| Hours Updated | Specifies the date the hours were last updated. This is the date the update new price per hour function was run. Informational use only. |
| Hours Updated By | Specifies the user who ran the new price per hour function. Informational use only. |
| Project Type | Specifies the overall Project Type. Informational use only. |
| - Time and Material: actual usage hours will be invoiced. Informational use only. | |
| - Fixed: a Contract Amount will be invoiced regardless of actual usage hours. Informational use only. | |
| Progress Billing ID | Specifies the Progress Billing ID if a progress billing is setup on this Project. |
Shipping and Billing FastTab
Bill-to
| Field Name | Description |
|---|---|
| Bill-to |
Specifies the Customer to whom the sales invoice will be sent. |
| - Default (Customer): The same as the Customer on the sales invoice. | |
| - Another Customer: Any Customer that you specify in the fields below. | |
| - Custom Address: Any address that you specify in the fields below. |
Tip
When the Bill-to setting is Default (Customer), the Project Customer Sell-to Address is used. Since the information is the same as the ell-to information, the address information does not display by default. However, to see the information, change the Bill-to option to Another Customer, and select the Show More option in the top right corner on the FastTab. The information for the Bill-to Address will be displayed.
| Name |
Specifies the name of the Customer who pays for the Project. |
| Address | Specifies the Address of the Customer to whom you will send the invoice. |
| Address 2 | Specifies additional Address information. |
| City | Specifies the City of the Customer on the sales document. |
| State | Specifies the State code of the Customer's billing address. |
| Post Code | Specifies the ZIP Code of the Customer who pays for the Project. |
| Country/Region | Specifies the Country/Region code of the Customer's billing address. |
| Contact No. | Specifies the number of the Contact person to whom the sales document will be sent. |
| Phone No. | Specifies the telephone number of the Customer contact person for the Project. |
| Mobile Phone No. | Specifies the mobile telephone number of the Customer contact person for the Project. |
| Specifies the email address of the Customer Contact person for the Project. | |
| Contact | Specifies the name of the person to contact at the Customer. |
Payment Terms
| Field Name | Description |
|---|---|
| Payment Terms Code |
Specifies a formula that calculates the payment due date, payment discount date, and payment discount amount. |
| Payment Method Code | Specifies how to make payment, such as with bank transfer, cash, or check. |
Ship-to
| Field Name | Description |
|---|---|
| Ship-to |
Specifies the Address that the products on the sales document are shipped to. Options are: |
| - Default (Sell-to Address): The same as the Customer's Sell-to Address. | |
| - Alternate Shipping Address: One of the Customer's alternate ship-to addresses. | |
| - Custom Address: Any ship-to address that you specify in the fields below. |
Tip
When the Ship-to setting is Default (Sell-to Address), the Project Customer Sell-to Address is used. Since the information is the same as the Sell-to information, the address information does not display by default. However, to see the information, change the Bill-to option to Custom Address, and the information for the Sell-to Address will be displayed.
| Code |
Specifies the Code for another shipment address than the Customer's own address, which is entered by default. |
| Name | Specifies the Name where products on the sales document will be shipped. |
| Address | Specifies the Address where products on the sales document will be shipped. |
| Address 2 | Specifies additional Address information. |
| City | Specifies the City of the Customer on the sales document. |
| State | Specifies the State, Province, or County of the Address. |
| Post Code | Specifies the ZIP Code. |
| Contact | Specifies the name of the Contact person at the Address where products on the sales document will be shipped. |
Project Site FastTab
| Field Name | Description |
|---|---|
| Address |
Specifies the Project Site Address used for sales order shipping address. |
| Address 2 | Specifies an additional line of the Project Site Address used for sales order shipping address. |
| City | Specifies the city code of the Project Site. |
| State | Specifies the state, province, or county as a part of the Project Site Address. |
| Post Code | Specifies the postal code of the Project Site. |
| Country/Region Code | Specifies the Country/Region code of the Project Site. |
Budget FastTab
| Field Name | Description |
|---|---|
| Overall Completion % |
Specifies the Project overall completion percentage. |
| Active Budget Version | Specifies the Active Budget Version currently in use for the Project. When creating a Project, the Active Budget Version chosen in the setup is automatically assigned. In the field Active Budget Version, it is possible to choose another Active Budget Version. |
| Active Budget Version Created | Specifies yes or no, the Active Budget Version has been created. |
| Original Budget Version | Specifies the Original Budget Version to be used for comparison. This is typically the starting budget for the Project. |
| Quote Budget Version | Specifies the Budget Version used to quote the Project from the Budget Version List. A Project Quote can be created from any Budget Version, but this helps clarify for users which Budget Version is the original quote. |
| Include Non-Chargeable Sales in totals | Specifies when non-chargeable sales should be included in sales totals. This allows Fixed Price Contracts to see sales amounts during planning and turn off budgeted sales in totals when done. |
| Planning Integration | Specifies the default Budget Version to be linked to Planning Lines. Leaving this field blank will result in no link to Planning Lines. |
| ETC Budget | Specifies the ETC (Estimate to Complete) Budget Version to be used for comparison. |
| EAC Budget | Specifies the EAC (Estimate at Completion) Budget Version to be used for comparison. |
| Pipeline | Specifies the Pipeline percentage from the Pipeline Lookup List. This indicates the percentage chance of winning this Project. Once the Pipeline for the Project has been defined this will be taken into consideration on the G/L Accounts and allocation of the Resources. |
| Pipeline Description | Specifies information about the Pipeline. |
| Budgets require approval | Specifies, if selected or true, that any budget must be approved before Project totals and reports are updated. Any user with permissions for the Project Card can enable this so long as at least one approver is listed, but only a Project Executive can disable this if budget entries exist for the Project. Enabling Budgets Require Approval will cause all Used Budget Versions with budget entries to be submitted for approval. Any Used Budget Versions without budget entries will be set to an Approval Status of Open and become unlocked. |
Tip
To enable the Budgets require approval Boolean, select at least one approver in the Level 1 Approver, Level 2 Approver or Level 3 Approver fields.
| Level 1 Approver |
Specifies the first approver for budget approval. |
| Level 2 Approver | Specifies the second approver for budget approval. |
| Level 3 Approver | Specifies the third approver for budget approval. |
Note
Budget approvals are done in the Role Center > Activities > Approvals & Activities > Budget Approvals.
| G/L Budget |
Specifies the G/L Budget to which this Project is linked. |
| G/L Budget Description | Specifies the description of the G/L budget to which this Project is linked. |
| Add Project Permissions Based on Budget | Specifies, if true, to automatically add permissions to a Project as a Resource is added to the budget. |
Purchasing FastTab
| Field Name | Description |
|---|---|
| Purchase Receipt Posting |
Specifies how and where purchase receipt costs should post. The user can select to reserve the cost in the Received Not Invoiced field on the Project Plan. They can also choose to post it as usage cost to the Project or directly to inventory but reserved to the Project. Options include: Received Not Invoiced, Usage Cost and Inventory Reserved to Project. |
WIP, Recognition Settings & Allocations
Tip
For information on key terminology used with WIP processing, see: Key WIP Terminology.
TIME & MATERIAL
| Field Name | Description |
|---|---|
| Revenue Recognition Method |
Specifies the revenue recognition method for Time and Material Contract Types. Options: |
| - None | |
| - When Performed | |
| - When Billed | |
| - Direct Invoice | |
| - User-Defined | |
| For more information, see: WIP Time & Material Settings | |
| Use Advanced WIP | Specifies, if selected (true) that you want Resources, Items or Resource handled differently. If all three Usage Types should be treated the same then leave this Boolean unselected. |
| Value Type (Res.) | Specifies the Value Type for Resource (expense) for the WIP calculation. |
| - Cost value will use the cost amount from Project Ledger Entries. | |
| - Sales value will use the sales amount from the entries. | |
| Entry Type Filter (Res.) | Specifies the Project Ledger Entry type(s) for Resources that will be included in the WIP calculation. Options are: |
| - Usage Entries | |
| - Budget Entries | |
| - Sales Entries | |
| - Usage and sales - open entries | |
| Value Type (Exp.) | Specifies the value type for the Resource (expense) for the WIP calculation. |
| - Cost value will use the cost amount from Project Ledger Entries. | |
| - Sales value will use the sales amount from the entries. | |
| Entry Type Filter (Exp) | Species the Project Ledger Entry type(s) for expenses that will be included in the WIP calculation. Options are: |
| - Usage Entries | |
| - Budget Entries | |
| - Sales Entries | |
| - Usage and sales - open entries | |
| Value Type (item) | Specifies the value type for items for the WIP calculation. |
| - Cost value will use the cost amount from Project Ledger Entries. | |
| - Sales value will use the sales amount from the entries. | |
| Entry Type Filter (item) | Species the Project Ledger Entry type(s) for items that will be included in the WIP calculation. Options are: |
| - Usage Entries | |
| - Budget Entries | |
| - Sales Entries | |
| - Usage and Sales - open entries |
Note
If Use Advanced WIP and Revenue Recognition is not selected, the following choices will be available.
| Exclude Resources |
Specifies, if true, that Resources will be excluded from the WIP calculation. |
| Exclude Expenses | Specifies, if true, that expenses will be excluded from the WIP calculation. |
| Exclude Items | Specifies, if true, that items will be excluded from the WIP calculation. |
| Include Non-Chargeable | Specifies, if true, that non chargeable entries will be included in the WIP calculation. |
FIXED
| Field Name | Description |
|---|---|
| Cost Type |
Specifies the cost type of the Project. Use the lookup to select the cost code. |
| Use Contract Amount | Specifies, if selected (true) that the Contract Amount should be used for the fixed portion of the WIP calculation. |
| WIP and Revenue Recognition Method | Specifies the Revenue Recognition Method for Fixed Contract Types. Options: |
| - None | |
| - Percent Complete | |
| - Direct Invoice | |
| WIP Split Type | Specifies how WIP on Fixed Price Task is split. Options: |
| - None: No splitting. | |
| - G/L Posting: A G/L entry is created for each usage entry. | |
| WIP Split Key | Specifies the measure to use weigh amounts, when splitting WIP on fixed price Tasks. |
| -Quantity | |
| - Cost Price | |
| - Sales Price | |
| WIP and Revenue Recognition Method | Specifies the Revenue Recognition method for Fixed Contract Types. Options: |
| - None | |
| - % Complete | |
| - Direct Invoice |
Tip
For more information, see: WIP Fixed Settings.
| Value and Entry Filter | Specifies the base for the WIP calculation for Task lines Fixed Contract Types. Options: |
| - None | |
| - Budget Cost | |
| - Schd. Billing Price | |
| Fixed Price: Use full Contract Value for Basis | Specifies, if Boolean is selected (true), the system will not consider Calculate WIP Until Date for cut off for calculation of Contract Value (Scheduled Billings entry or Budget Cost) for Percent Complete. If this Boolean is not selected (false), the system uses the WIP Until date in the calculation of Percent Complete for the Contract Value (Scheduled Billings entry or Budget Cost) Percent Complete. |
| WIP FP% Complete Calculation Based On | Specifies the calculation value on which WIP Fixed Price Percent Complete calculation is based. Options: |
| - Cost: The BC (Budgeted Completion % FP (Fixed Price) calculation = Total Actual Resource, Item, and Expense Usage/ Total Resource, Item, and Expense Budget Cost. | |
| - Quantity: The BC (Budgeted Completion) % FP (Fixed Price) calculation = Total Actual Resource Usage Quantity/ Total Budget Resource Quantity. | |
| - Milestone: The BC(Budgeted Completion % FP (Fixed Price) calculation = The sum of the Milestone % Complete calculations |
Note
If Milestone is selected, the BC % (FP) calculation is based on the percentage value entered (0-100%). If the Milestone Finished checkbox is selected, the value defaults to 100%.
Tip
Two fields on the Milestones page result in the Milestone Percent Complete Calculation: Percent Complete Value and Overall Completion Percent. For more information, see: [Milestones].(Projects-how-invoice-projects.md#milestones)
Example calculation for WIP FP% Complete Calculation Based On set to Milestone:
| Milestone | Weighted Value | % Complete |
|---|---|---|
| Milestone 1 |
0 |
100 |
| Milestone 2 | 20 | 100 |
| Milestone 3 | 50 | 30 |
| Milestone 4 | 30 | 10 |
| Milestone 5 | 0 | 0 |
Total % Complete Calculation:
| Milestone | Weighted Value x % Complete | Calc. % Complete |
|---|---|---|
| Milestone 1 |
0 x 1.00 |
0% |
| Milestone 2 | 20 x 1.00 | 20% |
| Milestone 3 | 50 x .30 | 15% |
| Milestone 4 | 30 x .10 | 3% |
| Milestone 5 | 0 x 0 | 0% |
Total % Complete Calculated = 38%
Allocations
| Field Name | Description |
|---|---|
| Allocation Method |
Specifies the first allocation method to be used to calculate allocations for the Project. For more information on Allocations, see: Projects Allocations Overview |
| Allocation Rate | Identifies the Allocation table to be used to determine the rates for calculations. |
WIP Calculation FastTab
| Field Name | Description |
|---|---|
| Calculate WIP Until Date |
Specifies end date for WIP calculation. Change the date filter to view the effect of WIP calculations on Est. WIP Amt. field, based on date entered and WIP % (FP) field. |
Time & Material
| Field Name | Description |
|---|---|
| Date filter |
Specifies the specific date to be used for the calculated values on the Project Tasks. |
| BC % (TM) | Specifies the Budgeted Completion %. Calculated based on BTC Resource Usage Quantity on Task lines of Contract Type :T&M. |
| EC% (TM) | Specifies the Estimated Completion %. Calculated based on ETC Resource Usage Quantity on Task lines of Contract Type: T&M. |
| WIP% (TM) | Specifies the percentage part of the calculated WIP amount. Risk factor can be set in the interval from 0 to 100. |
Fixed Price
| Field Name | Description |
|---|---|
| BC % (FP) |
Specifies the Budgeted Completion %. Calculated based on BTC Resource Usage Quantity on Task lines of Contract Type: Fixed |
| EC % (FP) | Specifies the Estimated Completion %. Calculated based on ETC Resource Usage Quantity on Task lines of Contract Type: Fixed. |
| WIP % (FP) | Specifies the percentage part of the calculated WIP amount. User can enter a risk factor in the interval from 0 to 100. |
| Est. WIP Amt. | Specifies the estimated WIP amount for the Project. The amount in this field is based on: |
| - The setup chosen in Project Card > WIP, Recognition Settings & Allocations > FIXED > Fixed Price: Use full Contract for Basis. | |
| - The Project Card > WIP, Recognition Settings & Allocations > FIXED > Use Contract Amount field True/False. | |
| - The Project Card > WIP, Recognition Settings & Allocations > FIXED > Value and Entry Filter: Scheduled Billings or Budget Cost | |
| - Calculate WIP Until Date filter on the Project Card. |
WIP Postings FastTab
To Post
| Field Name | Description |
|---|---|
| Calc. WIP |
Specifies the amount as per date filter. |
| Calc. WIP Clear | Specifies the amount as per date filter. |
| WIP Entries Exist | Specifies if WIP entries exist for the Project. |
| WIP Checked | Specifies, if true, that WIP is checked for the Project. |
Posted
| Field Name | Description |
|---|---|
| Posted WIP |
Specifies the posted calculated amount as per date filter. |
| Posted WIP Clear | Specifies the posted amount as per date filter |
| Reversed Schd. Billing Inv. | Specifies the payment invoice adjusted amount of the Project if any exists. |
Permission FastTab
| Field Name | Description |
|---|---|
| Limit Time Entry Project List to Permissions |
Specifies, if enabled, that Resources or Resource Groups are prevented from selecting the Project in the lookup from the Timesheet. Only those Resources or Resource Groups added to Project > Permissions with Timesheet rights will be able to choose the Project for time entry. |
| Limit Time Entry Task List to Permissions | Specifies, if enabled, that Resources or Resource Groups are prevented from selecting the Task in the lookup from the Timesheet. Only those Resources or Resource Groups added to Project > Permissions with Timesheet rights will be able to select from the Task list for time entry. Additionally, there is an option to limit choosing individual Task Codes for a Timesheet. |
| Allow Resource Group Change in Timesheet | Specifies, if enabled, that the Resource Group for a Resource can be changed on a time entry to a group of which the Resource is not a member. |
Project Fact Box
The Project Fact Box provides a view of additional information about the Project, such as Project Statistics, Project Comments, Dimensions, Associations, Project Attributes, and Project Team Members.
Tip
For more information on setting up Project Attributes and adding them to Projects, see: Project Attributes.
Project Plan
The Project Plan is accessed from the Project List when you select a Project. The top part of the page provides information on the Project, and the Project Sub-Form section is where the Project Tasks, costs, and billing information are displayed.
| Field Name | Description |
|---|---|
| No. |
Specifies a unique identifier for the Project. The field is either filled automatically from a defined Number Series, or you enter the number if manual number entry has been enabled in the Number Series Setup. |
| Sell-to Customer No. | Specifies the number of the Customer who will receive the products and be billed by default. |
| Active Budget Version | Specifies the Active Budget Version currently in use for the Project. When creating a Project, the Active Budget Version chosen in the setup is automatically assigned. In the field Active Budget Version, it is possible to choose another Active Budget Version. |
| Description | Specifies a short description of the Project. |
| Sell-to Customer Name | Specifies the name of the Customer who will receive the products and be billed by default. |
| Payment Terms | Specifies the discount, if available, and maximum amount of time before the Customer has to pay the invoice. |
| Project Manager | Specifies the person who is assigned to manage the Project. |
| Project Manager Name | Specifies the name of the person assigned to manage the Project. |
| Project Alert % | Specifies the percentage for when an alert is raised. For example, when Project Alert % = 10 and budget amount = 5000, calculated alert level = 5000-500 = 4500. When actual usage reaches 4500 or more, the system will raise an alert. |
| Task Alert % | Specifies the percentage used to calculate the amount to trigger an alert for a Task line in the Project Plan. When the difference field reaches the calculation amount, the number will change to yellow or red, depending on the user specified alert calculation value. Example, when the Task Alert % = 10 and the budget amount = 5000, calculated alert level = 5000-500 = 4500. When actual usage for the Task reaches 4500, the color will change to yellow. When the value reaches 5000 or more the amount will be displayed in red. |
| Email Alerts | Specifies, if true, that email alerts should be sent to the Project Manager and Person Responsible when the yellow alert or red alert status is reached on a Project or Task. |
| Budget Date Filter | Specifies the date filter to be used for the calculated budget values on the Project Tasks. |
| Actuals Date Filter | Specifies the date filter to be used for the calculated actual values on the Project Tasks. |
| Show as Tree | Specifies the view in the detail area that provides the ability to collapse the Project Tasks and show them as a tree. |
Project Subform
| Field Name | Description |
|---|---|
| Project Task No. |
Specifies a unique identifier for work that is done for a job |
| Project Task Type | Specifies a classification of how the data will be used. Selections: |
| - Posting: Line is associated with a posting account. | |
| - Heading: Information only text lines. | |
| - Total: Used to sum Tasks. Noncontiguous Tasks can be selected. | |
| - Begin-Total: Used to enter a starting balance for transactions not recorded in Progressus. | |
| - End-Total: The sum of designated posting accounts. | |
| Contract Type | Specifies if the Task amount is fixed or will be billed as actual usage of time and material. |
| Usage Value Type | Specifies a classification of the amount or units consumed, in time entries, based on the Contract Type. |
| WIP-Total | Specifies the work in progress revenue that has been calculated for the Task. |
| Exclude WIP % Complete | Specifies, if selected (true) that the amount of the Task will be excluded from the calculation of WIP % Complete. |
| Description | Specifies user-defined text information about the field to which it is linked. |
| Project Manager | Specifies the person who is assigned to manage the Project. |
| Resource Chargeable | Specifies, if true, that time for persons doing work on the Project will be available to be billed. |
| Scheduled Billing Budget - Price (LCY) | Specifies the chargeable amount of a planned payment. |
| Total Budget Cost (LCY) | Specifies the sum of the amounts for planned usage, for all types, in local currency. |
| Total Usage Cost | Specifies the sum of the amounts for actual usage, for all types. |
| Difference | Specifies the budget cost minus the usage cost. |
| Reserved Purchase (LCY) | Specifies the amount for items in inventory that have been allocated to the Project. |
| Purchase Not Invoiced (LCY) | Specifies the amount for items that have been received for which payment has not been made. |
| Resource Planning | Specifies the quantity of materials in inventory that have been allocated to the Project. |
| Resource Budget Qty | Specifies the sum of the number of hours for planned time usage. |
| Resource Usage Qty | Specifies the number of actual hours for the person(s) working on the Task. |
| Res. Hours on Work Assignments | Specifies the sum of estimated hours on work assignments for the Task. |
| Resource Budget Cost (LCY) | Specifies the amount for planned hours for the person(s) working on the Task in local currency. |
| Resource Usage Cost (LCY) | Specifies the amount for actual hours for the person(s) working on the Task in local currency. |
| Item Budget Cost (LCY) | Specifies the amount for planned materials, articles, objects for the Task in local currency. |
| Item Usage Cost (LCY) | Specifies the amount for actual materials, articles, objects for the Task in local currency. |
| Expense Budget Cost (LCY) | Specifies the amount for planned expenditures for charges such as travel, hotel, meals, and mileage for the Task in local currency. |
| Expense Usage Cost (LCY) | Specifies the amount for actual expenditures for charges such as travel, hotel, meals, and mileage for the Task in local currency. |
| Total Usage Price (LCY) | Specifies the sum of amounts to be billed, in local currency, for actual activity for the Task. |
| Recognized Revenue | Specifies the amount of income being realized. |
| Subcontract Commitment (LCY) | Specifies the sum of revised Subcontract Amounts less invoiced Payment Requests. |
| Hours Waiting For Approval | Specifies the total time usage submitted by Resources waiting to be approved. |
| Hours in Open Project Journal | Specifies the total time usage in the Project Journal that has not been posted. |
| Hours in Open Time Journal | Specifies the total time usage in the Time Journal that has not been posted. |
How to create Tasks for a Project
A key part of creating a Project is to specify the various Tasks involved in the Project. You do this in a number of different ways:
Create Tasks during Project creation with Create Project Wizard or Quick Project Guide.
When creating a Project using the Create Project Wizard or Quick Project Guide you can add Tasks during Project creation.
The Use Task Template Boolean in the Create Project Wizard, or the Change Task Template Boolean in the Quick Project Guide, if selected (or true), will allow you to choose a Task Template as one of the final steps.
The Edit - Task Template page opens where you can select "All Tasks", or "Some Tasks" from any of the listed templates by selecting the desired option under Task Selection.
| Field Name | Description |
|---|---|
| All Tasks |
Select this option from the Task Selection drop-down. Click Close to complete the selection. |
| Some Tasks | Select this option from the Task Selection drop-down. Click the ellipsis to open the page with the available Task Codes for the template. Click the ellipsis next to one of the Task codes and click on Select More. Each line will have a circle to the left of the code. Choose the circle for each Task code to be used in the Project Plan. When completed, click on the X in the top right corner to close the page. Close the Task Template list page. |
Tip
For more information, see: Create a Project using Project Wizard or Create a Project using Quick Project Guide.
Add new Task to an existing Project
One way to add Tasks to an existing Project is to select Projects > Projects from the Role Center to open the Projects List.
Select a Project from the list to open the Project Plan.
From the Project Subform, select Manage > New Line
Add a Task Code in New Task Code field.
Complete the Project Task No. and Description fields.
Select the information for the remaining fields using the drop downs.
| Field Name | Description |
|---|---|
| Project Task Type |
Specifies a classification of how the data will be used. Selections: |
| - Posting: Line is associated with a posting account. | |
| - Heading: Information only text lines. | |
| - Total: Used to sum Tasks. Tasks that are not next to each other can be selected for totaling. | |
| - Begin-Total: Used to enter a starting balance for transactions not recorded in Progressus. | |
| - End-Total: The sum of designated posting accounts. | |
| Contract Type | Specifies if the Task amount is fixed or will be billed as actual usage of time and material. Options are TM or Fixed. |
| Usage Value Type | Specifies a classification of the amount or units consumed, in time entries, based on the Contract Type. Options are High Value or Low Value. |
Note
The following fields are populated from data entry or posting transactions:
| WIP-Total |
Specifies the total amount of WIP on the specified Task line. |
| Description | Specifies user-defined text information about the field to which it is linked. |
| Project Manager | Specifies the person who is assigned to manage the Project. |
| Resource Chargeable | Specifies, if true, that time for persons doing work on the Project will be available to be billed. |
| Scheduled Billing Budget - Price (LCY) | Specifies the chargeable amount of a planned payment. |
| Total Budget Cost (LCY) | Specifies the sum of the amounts for planned usage, for all Types, in local currency. |
| Total Usage Cost | Specifies the sum of the amounts for actual usage, for all Types. |
| Difference | Specifies the budget cost minus the usage cost. |
| Reserved Purchase (LCY) | Specifies the amount for Items in inventory that have been allocated to the Project. |
| Purchase Not Invoiced (LCY) | Specifies the amount for Items that have been received for which payment has not been made. |
| Resource Budget Qty | Specifies the number of planned hours for the person(s) working on the Task. |
| Resource Usage Qty | Specifies the number of actual hours for the person(s) working on the Task. |
| Res. Hours on Work Assignments | Specifies the total count of hours, in resource planning, allocated for resources, to the Task Number. |
| Resource Budget Cost (LCY) | Specifies the amount for planned hours for the person(s) working on the Task in local currency. |
| Resource Usage Cost (LCY) | Specifies the amount for actual hours for the person(s) working on the Task in local currency. |
| Item Budget Cost (LCY) | Specifies the amount for planned materials, articles, or physical objects for the Task in local currency. |
| - Item Usage Cost (LCY) | Specifies the amount for actual materials, articles, or physical objects for the Task in local currency. |
| Expense Budget Costs (LCY) | Specifies the amount for planned expenditures for charges such as travel, hotel, meals, and mileage for the Task in local currency. |
| Expense Usage Cost (LCY) | Specifies the amount for actual expenditures for charges such as travel, hotel, meals, and mileage for the Task in local currency. |
| Total Usage Price (LCY) | Specifies the sum of amounts to be billed, in local currency, for actual activity for the Task. |
| Recognized Revenue | Specifies the amount of income being realized. |
| Subcontract Commitment (LCY) | Specifies the sum of revised Subcontract Amounts less invoiced *Payment Requests. |
| Hours Waiting For Approval | Specifies the total time usage submitted by Resources waiting to be approved. |
| Hours in Open Project Journal | Specifies the total time usage in the Project Journal that has not been posted. |
| Hours in Open Time Journal | Specifies the total time usage in the time journal that has not been posted. |
Create Tasks from Template
Add Tasks to the Project by using the Create Tasks from Template feature.
From the Role Center select Projects > Projects to open the Projects List.
Open the Project Plan for a relevant Project.
Select Tasks > Create Tasks from Template.
Highlight which Task Template should be used.
From the Task Selection field, select either All Tasks or Some Tasks.
If you select All Tasks, all Tasks from the selected Task Template will be copied.
If you select Some Tasks, click on the ellipsis in the Assist field to open a list of available Tasks.
Click the ellipsis next to one of the Task codes and click on Select More. Each line will have a circle to the left of the code. Choose the circle for each Task code to be used in the Project Plan.
To indent Tasks and create a hierarchy, click on Indent Tasks.
Click the "X" in the upper right corner to save and close the page.
Click Close to close the Task Template.
Tip
If a Project does not currently have a budget and no Tasks, using the Copy Budget from Project feature will copy just the Tasks to the new Project. This is another way to create new Tasks from an existing Project. For more information on copying budgets from a Project, see: Copy budget from another Project.
Task Card
Access the Task Card from the Project Plan by selecting Task from the Project Subform and then Task Card.
Task - General FastTab
| Field Name | Description |
|---|---|
| Project Task No. |
Specifies the number of the related Project Task. This is populated either by a Task Template or user defined. |
| Description | Specifies a description of the Project Task. You can enter anything that is meaningful in describing the Task. The description is copied and used in descriptions on the Project Planning Line and invoicing. |
| Project Task Type | Specifies the purpose of the account. Newly created accounts are automatically assigned the Posting account type, but you can change this. Choose the field to select one of the following five options: |
| - Posting: Line is associated with a posting account. | |
| - Heading: Information only text lines. | |
| - Total: Used to sum Tasks. Noncontiguous Tasks can be selected. | |
| - Begin-Total: Used to enter a starting balance for transactions not recorded in Progressus. | |
| - End-Total: The sum of designated Posting Accounts. | |
| Totaling | Specifies the range of Task numbers to be used to calculate a total amount when the Project Task Type for this Task is Total. |
| Project (Job) Posting Group | Specifies the Project Posting Group of the Task. |
| Contract Type | Specifies if the Task will be billed at a fixed rate or based on time and materials. |
| Resource Chargeable | Specifies, if true, that time for persons doing work on the Project Task will be billed. |
| Item Chargeable | Specifies, if true, that the item being used on the Project Task will be billed. |
| Expense Chargeable | Specifies, if true, that the expense on the Project Task will be billed. |
| Resource Use Posted Currency | Specifies, if true, that the currency on Resource transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Expense Use Posted Currency | Specifies, if true, that the currency on expense transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Item Use Posted Currency | Specifies, if true, that the currency on item transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| External Time Entry | Specifies, if selected (true), the Resource will use external/integration system for time entry. |
| Integration Task Name | Specifies the name of the Task in integration system. |
| New Page: | Specifies whether you want a new page to start immediately after this Project Task when you print the Project Tasks. To start a new page after this Project Task, select the New Page toggle. |
| No. of Blank Lines | Specifies the number of blank lines that you want inserted before this Project Taskin reports that shows Project Tasks. |
| Status | Specifies the status of the Task. Options include Planning, Quote, Open or Completed. |
| Pre-Order | The Pre-Order field is used when a Project is open, but still in the planning or quote phase. There may be work that is done in this phase that needs to be assigned to a specific Task. To be able to assign work in this phase, the Pre-Order type needs to be selected. |
| Blocked | Specifies that transactions for this Project are blocked from being posted or all transactions are disabled (i.e., budget entries) for example a Customer that is declared insolvent or an item that is placed in quarantine. |
| Blocked Invoice | Specifies, if true, that the entries with this Task number cannot be invoiced, and prevents creating invoice suggestions, manual, invoice, Percent Complete. |
| Block Time/Expense | Specifies, if selected (true), it will block posting of all usage entries involving time and/or expense. Included would be Timesheet, Expense Sheet, Time Journal, and Expense Journal entries. |
| Add to Norm Time | Specifies, if true, that the hours on the entries for the Task are to be added or withdrawn from the Norm Time. Used only for internal Projects. |
| Require Comments | Specifies when comments are required on Timesheet or Expense Sheet entries posted to this Task. |
| Email Alerts | Specifies if email alerts should be sent to the Project Manager and Person Responsible when the yellow alert or red alert status is reached on the Task. |
| Retention % | Specifies the percentage to withhold from an invoice amount until a specific Project, Task or Milestone is completed. Once the percentage is entered, any invoice generated would retain that percentage until the retention is manually released. |
Note
The following fields are only displayed Progressus Multi-Company is activated. For more information, see: MEM and Progressus Multi-Company Integration Documentation:
| Global Dimension 1 |
Specifies the code for Global Dimension 1. |
| Global Dimension 2 | Specifies the code for Global Dimension 2. |
Task - Planning FastTab
| Field Name | Description |
|---|---|
| Start Date (Planning) |
Specifies the starting date used for Project planning. |
| End Date (Planning) | Specifies the ending date used for Project planning. |
Task - Discount FastTab
| Field Name | Description |
|---|---|
| Resource Usage Discount % |
Specifies, if true, that the Customer will receive a discount, of the percentage entered, for Resource entries on the Sales Invoice. Used with time and material billing. |
| Item Usage Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for item entries on the Sales Invoice. Used with time and material billing. |
| Expense Usage Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for expense entries on the Sales Invoice. Used with time and material billing. |
| Resource Bud. Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for Resource entries on the Sales Invoice. Used with Percent Complete billing. |
| Item Bud. Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for item entries on the Sales Invoice. Used with Percent Complete billing. |
| Expense Bud. Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for expense entries on the Sales Invoice. Used with Percent Complete billing. |
| Resource Grp Budget Discount % | Specifies, if true, that the Customer will receive a discount, of the percentage entered, for Resource Group entries on the Sales Invoice. Used with Percent Complete billing. |
Task - Invoicing FastTab
| Field Name | Description |
|---|---|
| Resource Invoice Type |
Specifies if the invoice amount for Resources will be fixed, based on time and material or Percent Complete of budget. |
| Item Invoice Type | Specifies if the invoice amount for items will be fixed, based on time and material or Percent Complete of budget. |
| Expense Invoice Type | Specifies if the invoice amount for expenses will be fixed, based on time and material or Percent Complete of budget. |
% Complete Billing options
| Field Name | Description |
|---|---|
| Resources % Complete |
Specifies if Resource Usage is to be included in Percent Complete calculation for billing. |
| Items % Complete | Specifies if Item Usage is to be included in Percent Complete calculation for billing. |
| Expenses % Complete | Specifies if Resource Usage is to be included in Percent Complete calculation for billing. |
| % Complete Override | Specifies if the user can override the calculated Percent Complete for billing. |
| Contract Amount | Specifies the Contract Amount or price for the Project Task. If the Percent Complete Billing Level is Task Summary, this field will be available for entry of an amount for the Task. If the Percent Complete Billing Level is Project Summary, this field will show zero. |
| Change Notice | Specifies if the current Task is a change notice for sorting on reports. |
| Prior % Complete | Specifies the current Task Prior Percent Complete. |
| Prior % Invoice Date | Specifies the current Task Prior Percent Invoice Date. |
Task Card - WIP & Allocations FastTab
| Field Name | Description |
|---|---|
| Include in Allocations |
Specifies if this Task should be included in the allocation process. |
| Exclude WIP % Complete | Specifies, if selected (true) that the amount of the Task will be excluded from the calculation of WIP % Complete. |
Task Card - Posting FastTab
| Field Name | Description |
|---|---|
| Project Posting Group |
Specifies the Project Posting Group of the Task. |
| Contract Type | Specifies if the Task amount is fixed or will be billed as actual usage of time and material. Options are TM or Fixed. |
| Resource Chargeable | Specifies, if true, that time for persons doing work on the Project Task will be available to be billed. |
| Item Chargeable | Specifies, if true, that the item being used on the Project Task will be billed. |
| Resource Use Posted Currency | Specifies, if true, that the currency on Resource transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Expense Use Posted Currency | Specifies, if true, that the currency on Expense transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| Item Use Posted Currency | Specifies, if true, that the currency on Item transactions will be used when creating an invoice. When different currencies are used on transactions, an invoice will be created for each currency. |
| External Time Entry | Specifies if the Resource will use external/integration system for time entry. |
| Integration Task Name | Specifies the name of the task in integration system. |
| Location Code | Specifies the Location Code of the Project. |
| Bin Code | Specifies a Bin Code for specific Location of the Project. If the To-Project Bin Code is defined in the Location, theBin Code will be populated when a Location Code is selected. |
Note
The Location Code and Bin Code fields are used as defaults when creating Project Tasks. Changes won't be propagated to already created Project Tasks.
To create a Contract
A contract can be used to bill multiple Projects together or can be used to group Projects together for reporting. To create a new Contract, navigate to Projects > Contracts and then select New from the ribbon to create a new contract. For more information on Contracts see: Contracts module
Archive a Project
For information on archiving a Project, see: Archive projects