17.6. Project Processes

Update Project - Invoiced Amounts

The Update Project - Invoiced Amounts process, located in the Project Management menu, is used to update the invoiced amounts (for sales and purchases) on projects and their phases based on the customer/vendor invoices (processed). If the currency on the invoice is different from the one on the project, a conversion rate between the two currencies must be defined at the invoice date. Before running the process you can specify the following parameters:

• Organization, Business Partner, Project Type, Project - selection filters for the projects for which the process will run;

• Project - if you enter a value in this field, then all the other parameters will be ignored;

• Date Invoiced (interval) - only projects that have invoices with their date within the selected interval will be updated;

• Updated > - only projects that have invoices or invoice lines updated after the selected date will have their invoice ate updated;

The process will update both the invoices and ordered quantities on the projects and their phases. Only the active and unprocessed projects will be updated:

• Project window - invoiced amount and quantity invoiced;

  • Project Line tab - invoiced amount, quantity invoiced and ordered quantity.

Update Project - Realised Amount

The Update Project - Realised Amount process, located in the Project Management menu, is used to update, at project level, for each separate line, the actual/registered amount at "Activity" level:

• • all the expenses registered on Debit (Expense account type);

  • on the current project;

  • on the activity from the project lines;

  • as per the account date in the filters;

  • on the organization on the master project;

  • on the accounting schema linked to the organization (Info Organization).

Note: The amount will be registered in the Realized Amount field in the Project Line tab, and the sum of the realized amounts from all project lines in the Realized Amount field in the Project window.

The running parameters for the process are: Organization, Project Type, Project, Account Date, Reporting Hierarchy.

Update Project - Planned Amount

The Update Project - Planned Amount process, located in the Project Management menu, is used to recalculate the planned amount on projects based on the planned values for phases, subphases and/or project lines. Before running the process you can specify the following parameters:

• Organization, Project - selection filters for the projects for which the process will run;

• Include Contracts

Note: when calculating the planned amount for the project, the values entered at phase level will be used first and only if they are all "0" the values for the next level will be used (subphase and/or respectively project line).

Generate PO from Project

The Generate PO from Project process, located in the Project Management menu, is used to generate purchase orders based on project lines (product, vendor) and the project price list. Before running the process you can specify the following parameters:

• Project, Project Line - selection filters for the project lines for which the process will run;

• Consolidate to one Document - if checked, a single purchase order will be generated for each vendor.

Generate Orders

The Generate Orders process, located in the Project Management menu, will generate a sales order for each project, based on project lines.

The Generate Orders from Phase process, located in the Project management menu, will generate a sales order for each project, based on project phases and subphases. If a product has been defined at phase level, the the phase information will be used, otherwise the subphase information will be used.

A business partner, price list version and warehouse need to be defined for the project. The system will not generate orders from projects belonging to the "Project Services (expenses)" category.

Details in Generate Orders from Projects.

Print Consumption per Project

The Print Consumption per Project process (Print Issue to Project), located in the Project management menu, is used to print all the products, resources and expenses issued to projects for a specific interval. After running the process, a Zip archive will be generated containing an issue to project report in pdf format (business partner, date, etc.). Before running the process you can specify the following parameters:

• Project, Project Phase, Document Date - selection filters for the projects or project phases for which the process will run;

• Print Format - print format used to display the issue to project information

• Reprint

Project Phases To Invoice Notification

The Project Phases To Invoice Notification process, located in the Project Management menu, allows user notifications to be sent via email containing information about the project phases closed in the previous day. Before running the process you can specify the following parameters:

• Email destination - email addresses, separated by ";" or ",", where to send the notification. If not completed will be used the current user address.

• Project Type - selection filters for the projects for which the process will run.

Project Notification - Closing Coming Date

The Project Notification - Closing Coming Date process, located in the Project management menu, allows user notifications to be sent via email when service type projects are due. Before running the process you can specify the following parameters:

• Limit Days - is the number of days until expires projects

• Email destination - email addresses, separated by ";" or ",", where to send the notification. If not completed will be used the current user address.

• Project Type - selection filters for the projects for which the process will run.