17.2. Entering Projects

Project

The Project window, located in the Project Management menu, is used to manage projects. The following fields are available:

• Search Key, Name, Description, Note

• Project Manager - user responsible for the project;

• Summary Level - indicates that this is a parent project and may have subordinate project, for reporting purposes;

• Line Level - determines the project work breakdown structure detail level: Project, Phase, Subphase;

• Set Project Type button - press to apply to the project all the setting defined for project type. This allows for consistency and standards when using projects. Details in Project Setup;

  • the process will generate phases and subphases based on the phases and subphases defined on the project type;

  • starting with v16.06, the process will generate phases and subphases according to the project detail level;

    • e.g. if the project type has phases and subphases and the project line level is II - Phase, only phases will be generated, and not subphases;

• Standard Phase

• Use Workflow - indicates that the project uses workflows (has document status and is subject to document actions);

• Project Category - is determined by the project type;

• Product Family - classification method used for projects, products, requests, etc. The available options can be defined using the Product Family window, located in the Partner Relations -> Requests window;

• Start Date, End Date - start and end date for the project;

• Asset - asset for which the project is made;

The Reference section contains customer related information:

• Customer, Contact, Location - the customer (and related contact and location information) for which the project was started. The field is becomes non editable if a contact is selected and is updated automatically with the contracted customer;

• Agent, Representative - business partner (employee) and contact responsible for the project. Is initiated automatically with the customer's representative;

• Payment Term - payment term used on the orders generated from the project. Initially updated with the customers payment term;

• Order Reference (informative)

• Warehouse - default warehouse used for project related transactions;

• Campaign - source marketing campaign for the project;

• Price List Version - used on the orders generated from the project;

• Currency - currency used on the project and on documents generated from the project;

• Contract - source contract for the project;

• Activity, Sales Region, Trx Organization - accounting dimensions used for analysis;

  • Trx Organization is taken from the representative's user definition;

The Amount section contains project planning data:

• Planned Amount, Planned Quantity, Planned margin, Planned Date

• Invoicing Rule - determines how invoices will be generated based on the project:

  • • "None" - project is not invoiced;

    • "Daily Average Quantity"

    • "Committed Amount"

    • "Progresive daily quantity"

    • "No limit qty product"

    • "Product Quantity"

    • "Time&Material"

    • "Time&Material Max Committed"

• • Probability - the project completion probability;

  • Invoice Schedule - used for automatic invoicing. The calendar will indicate the invoicing period and invoice generation date;

  • Threshold Amount - if the project amount becomes greater than this value the invoicing process will be started regardless of the invoicing date defined for the invoice schedule;

  • Committed Amount, Committed Quantity - total amount and quantity disposed for project completion;

  • Generate Order Button - generates orders from the project. Details in Generate Orders From Projects;

  • Generate Project Phase button - available starting with v14.07, the process will generate phases corresponding to each invoicing period (defined using the Invoicing Schedule) applicable from start to finish date;

The History section contains system maintained information:

• Invoice Amount, Quantity Invoiced - amount and quantity invoiced for the project customer;

• Invoice Amount, Quantity Invoice Vendor - amount and quantity invoiced by vendors;

• Ordered Amount - total amount on the orders generated from the project;

• Project Amount - total amount not invoiced;

• Copy Details button - is used to copy details from another project;

• Close Project button - closes the project and generates a sales list price for the customer (Business Partner).

Status section:

• Accumulated Total Qty - total time sheet hours entered for the project;

• Progress - issued quantity/committed quantity ratio;

• Generate GL Journal button - is used to generate GL Journals based on the project, to register the planned amounts in the general ledger. Details in Project Accounting;

  • Journal - reference to the last GL Journal generated from the project;

• Document Action button - document actions are available for the following types of projects:

  • standard projects;

  • the details or appendixes of a contract;

  • the offers part of "lead management";

• Processed - indicates that the project has been "Completed";

• Document Status:

  • "Drafted" - the project is in the process of being defined, the form and content are being completed. The definition can be done from:

    • projects;

    • contracts;

    • offers;

    • external sources via offers import (the specific, quotation, external way).

    • "In Progress" - the project awaits validation.

      • the explosion of basket type products is obtained;

      • the prices are obtained;

      • the prices for the components that have resulted from the basket type products explosion are calculated.

    • "Completed" - the project is approved.

      • it generates a new price list version by following the algorithm described later on on this page;

      • it marks the project as having been Processed! (a completed (processed) can no longer be used on documents!)

    • "Closed" - the project has been finished.

      • completed projects, that can be withdrawn from the internal use;

      • the closing status can only be achieved if there are no more unprocessed documents linked to the project;

      • the projects have generated price lists, if necessary;

      • you can no longer modify the content of the project;

      • the closing can be done manually from the project's definition window

    • "Voided" - unapproved, rejected projects;

      • they are obsolete;

      • they do not generate price list versions;

      • the voiding can be done manually and will be realised irrespective of whether there are still unprocessed documents linked to the project.

Project Details

The Project window contains the following secondary windows (tabs and subtabs):

• Project Lines - is used enter the project contents when the line level is "Project";

• Phase -> Phase Line - is used to enter project contents when the line level is "Phase";

• Phase -> Subphase -> SubPhase Line - is used to enter the project contents when the line level is "Subphase";

• Accounting - is used to define the accounts used by the project;

• Capitalisation - is used to define the capitalisation percent and the target project (information used for man/hour capitalization reporting);

• Members - is used to add users who take part in the project and also assign them a project role (Customer, Project manager, Team Member);

• Updated Price lists - displays price list versions generated when the project is used as a price offer and is accepted;

• Requests - displays the requests related to the project;

• Tasks - displays the task related to the project;

• Expense - displays the expense lines related to the project;

• Employee Allocation - pre-calculation information necessary to compare with the effort laid for the project (realised)

  • at project line level, you can enter the personnel list engaged in the project and the corresponding effort.

  • Employee, Project Title (this can be defined in the window with the same name), realization grade (%) and planned number of hours.

Projects - Quotation Works

Starting with v15.05 SocrateCloud offers two functionalities that can be used to effectively send data between the ERP and the software systems used for quotation works:

• generating product, price and vendor lists - necessary for the quotation phase

• importing quotation works - as project/phase lines for the corresponding phase for which the quotation work was done;

The two functionalities can be found in the Project Management -> Quotation Works menu and can be used in the following circumstances:

• SocrateCloud is used to manage the following:

  • products and prices;

  • projects and project types;

  • material transactions and cost allocation per project;

  • financial analysis per project;

• the quotations works system is used to manage the following:

  • specific structures;

  • quotation work processes specific to each branch;

As a result, SocrateCloud is able to provide the work quotation systems with the corresponding products, prices and vendors agreed with the customer. The system then sends the agreed quotation information back to SocrateCloud, which then is loaded as project lines, based on which the procurement, stock and cost operation will take place.

Project Phase Quotation Not Invoiced - report used when the invoicing process starts from the project at phase level and respectively, project line level. The report displays, for the current date all the project lines for each phase not invoiced and evaluates them using the corresponding business partner price policy.