Record Usage for Projects
On the Project Plan page, you can review and record usage and sales on various Tasks of your project, which are automatically updated as you modify and transfer information between projects and project journals or project invoices. This requires that you have set up a project so that the Apply Usage Link by Default is enabled on the Project Card > General tab.
Usage can be recorded for resources in four different methods:
Timesheet Entry - users can add a line to their timesheet for a specific project and task. When posted, the line updates the project usage.
Expense Sheet Entry - users can add a line to their expense sheet for a specific project and task. When posted, the line updates the project usage.
Project Journal Entry - users can add a line to the Project Journal for a specific project and task. When posted, the line updates the project usage.
Purchase Invoice - a user can create a Purchase Invoice for a specific project and task. When posted, the line(s) update the project usage.
Note
An entry on a Purchase Order does not update project usage. However, when you add a line to a Purchase Order for a specific project and task, the project is updated for a purchase commitment or "reserve". If you review the Project Plan for the task that the Purchase Order was entered against, you will see the amount of the commitment or reserve from the Purchase Order appear in the Purchase Reserve (LCY) field. Once the Purchase Order is received, and a Purchase Invoice is created the Purchase Reserve (LCY) field in the Project Plan > Task > Purchase Reserve (LCY) is reduced and the project actual cost (Total Usage Cost field) increases.
To create usage in Timesheet Entry
For more information about creating usage in Timesheet Entry see Use Timesheets for projects
To create usage in Expense Sheets
For more information on creating usage with expense sheets, see Enter and Approve Expense Sheets
To create usage in the Project Journal
- CFrom the Role Center, select Journals > Project Journal.
- Select the Project Journal Template.
- On a new line, enter document number, job number, job task number, type, and the quantity of the type being consumed.
- When the project journal lines are complete, choose the Post action.
To review project usage entries
After you have posted project usage entries, you can see the entries and updates to the project in the project ledger and the project journal.
To review entries from a posted timesheet
Navigate to the project plan > sub-form and the task to which the time was posted.
Scroll to the Resource Usage Qty field and select the amount in the field to view the entry in the Project Detailed Ledger Entry page.
To review the entries for the document, from the Project Detailed Ledger Entry page, select Navigate > Navigate.
From here, you can drill down into more details from the G/L Entry, the Resource Ledger Entry, the Job Ledger Entry (or Project Ledger Entry), and the Project Detailed Ledger Entry for the Timesheet document.
To see entries from a posted expense sheet
Navigate to the project plan > sub-form and the task to which the expense was posted.
Scroll to the Expense Usage Cost (LCY) field and select the amount in the field to view the entry in the Project Detailed Ledger Entry page.
To review the entries for the document, from the Project Detailed Ledger Entry page select More Options > Actions > Functions > Navigate.
From here, you can drill down into more details from the G/L Entry, the Job Ledger Entry (or Project Ledger Entry), the Project Detailed Ledger Entry, the Purchase Line and the Expense Sheet Line for the Expense Sheet document.