Service Manager - Projects

Buttons Explained: Top Row

ℹ️ When a Task (Transaction) is created from a Project, the Project Task is checked to ensure the Resource is not blank and the Status is not in a Complete or Cancelled group.

• Output: Options to print, email, or preview templates (e.g. Project Plan or Project Progress).

• Email: Options to email internal or all subscribers.

• New: Creates a new service ticket.

• Edit: Allows the ticket to be edited.

• Delete: Deletes the ticket.

• Save: Saves any changes.

• Actions: See SM Edit Views for details. The following functions apply to Projects and Components:

  • • Create Transaction: 

      • Quotation: Transaction items are created from the root level as follows:

        • Project Milestone Items are added to the Quotation as Items and include the Description and Note.

        • Qty = The number of hours.

        • Unit Price = Hourly Rate of the resource (Setup Service Manager > Project Resources (tab))

    • Create Progress Invoice from Components > Customer Invoice: This function generates an invoice for the difference between the percentage complete and the percentage invoiced as follows:

      • Components are added to the invoice as items.

      • Qty = The percentage of the component that is completed.

      • Completion % = Percentage complete less the percentage invoiced so far.

      • Fixed Price = Total value of the project multiplied by the percentage completion as calculated above.

• Start / Stop: Starts or Stops timekeeping.

• Menu: 

  • Refresh: Updates the ticket with any changes.

  • View/Edit Subscribers: Edits the email recipients.

  • View Changelog: Displays a list of changes made to the ticket.

  • Open Timekeeping: Opens the timekeeping module.

  • Layout & Grids

Project (tab)

Buttons Explained

ℹ️ These are the buttons on the Project tab.

• View: Lists the tasks.

• Actions: 

  • Batch Update: Changes all the selected entries when Update (button) is clicked and the updates are confirmed.

    • Status: Changes the status for the selected entry or entries and Project Template.

    • Tags: Adds or Removes the selected tags.

    • Resource: Allocates the task to the select resources.

    • Start: Sets the start date for the selected entries to the one selected from the calendar.

    • End: Sets the end date for the selected entries to the one selected from the calendar.

    • Days: Changes the entries' durations to the number of days entered in the adjacent block.

    • Est Hrs: Sets the estimated hours to the number typed in the adjacent block.

    • Billing: Sets the billing options to the one selected from the dropdown list. The options are: None, Fixed, Variable, or Out of Scope.

    • Required Date: Sets the required date for the selected entries to the one selected from the calendar.

    • Move Dates by Days: Moves the Required, End, or Start Days (as selected from the dropdown list) by the number of days typed in the adjacent block.

  • Update Status from Template/s: Updates the Status options from the templates. (Changes to templates are not automatically applied to existing tickets.)

  • Delete: Deletes the selected entries.

• Add: Provides a dropdown list of templates for one to be added.

• Edit: Allows the project to be edited.

• Schedule: Works in conjunction with the Scheduling Fields (see below) and provides the following options:

  • ASAP (From Project Start Date): Sets the start date to be as soon as possible. Does not affect dates that are fixed. The End date is automatically calculated. Works from the Start date and schedules the selected level based on one of these selections:

    • • Every day

      • Exclude Sundays

      • Exclude Weekends

  • ALAP (From Project End Date): Sets the start date to be as late as possible.  Does not affect dates that are fixed. The Start Date is automatically calculated. Works from the End Date and schedules the selected level based on one of these selections:

    • • Every day

      • Exclude Sundays

      • Exclude Weekends

  • Set Start-to-Finish (SF) Predecessor: Creates all the predecessors based on the hierarchy.

  • Clear Predecessor: Clears any predecessors.

  • Set Audit Dates to Start Dates: Sets the audit dates (original planned dates) to match the start dates.

  • Change the Scheduling Level: Sets a different scheduling level.

• Show Notes (Icon): Toggles displaying or hiding notes.

• + -: Collapses or expands the tree view. 

Scheduling Fields:

• • Start: Sets the start date for the schedule i.e. the date on which the project will start or restart.

  • End: Sets the end date for the schedule which should be the due date for the project.

  • Level: Schedules at the selected level (None, Tasks, Groups, Milestones)

ℹ️ Scheduling is set by days.

 - When a template is added to a Project, the days on the levels that are not used for scheduling are cleared.

- The Level can be updated by clicking the Scheduling (button) > Change the Scheduling Level. A confirmation message displays that the days missing from the new Level are cleared (e.g. if tasks were scheduled, and the level is changed to Groups, the days next to tasks are cleared).

Filters Explained

• Milestone: A dropdown list of milestones for users to select one or all.

• Levels: Allows users to select specific levels or a combination of certain levels from the dropdown list.

• Show Hrs: Checkbox. If checked the hours are displayed.

• Status Checkboxes: Only shows entries with the selected statuses. If none of the boxes are checked, all the entries are displayed. Hover your mouse over the checkboxes to see the name of the respective statuses. The filter works on the fixed status groups and not the statuses created for the project template.

Fields Explained

ℹ️ The level indicator is colour-coded as follows: 

- Grey: Milestones

- Blue: Groups

- Green: Tasks

Tasks can be rearranged by drag and drop.

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the entry.

• Component:  The system-generated number for the component.

• Parent ID: The system-generated number for the parent (e.g. Milestone or Group).

• Order ID:  The system-generated number that depicts the order of the tasks.

• Tracker: The system-generated number for the Tracker.

• Description: The description of the tasks.

• Preview: Displays a preview of any notes.

• Milestone: The name of the milestone. Blank if milestones are not used.

• Tags: The tags that were selected for the task.

• Group: The name of the group. Blank if groups are not used.

• Billing: The billing option for the group.

• Work Process (Lookup): The selected Work Process / A dropdown list to select a Work Process. Work Processes is a fixed module that can be added to any Menu (e.g. Main Menu > Office > Processes).

• Work Process:  Description and hyperlink to the Work Process Documentation as filled in on the Work Process.

• Qualified: Lists the Staff who are qualified to perform the task (from Work Processes)

• Resource: The resource the task is assigned to.

• Predecessor:  The task or tasks that first must be completed before this task can start. Predecessors can be applied at the same level in the same group only. They are cleared when tasks are rearranged, and the predecessor ends up below the applicable task or if the task's dates are fixed.

• Required: The date on which the customer wants the project to be complete.

• Start: The start date of the task.

• Due: The date on which production should complete the task.

• Audit: This field contains the first Start Date of an entry and is used to measure the days that the Start Date has been Moved (d) from the original planned Date (hidden by default). Audit dates can be reset to match the Start Dates from Schedule (button).

• Days: The number of days that the task should take.

• Note: Any notes added to the task.

• Est Hrs: The estimate number of hours the task will take.

• Moved (d): The number of days by which the dates were moved up.

• Act Hrs: The actual hours the task has taken. Only displayed if the checkbox Show Hrs is checked.

• Var Hrs: The difference between the estimated and actual hours (variance).

• Status: The status of the task.

• Created: The date on which the task was created.

• Updated: The date on which the task was last updated.

• Created by: The user who created the tasks.

• Updated by: The user who last updated the tasks.

• Clock: Displays a clock if timekeeping is active (has been started) for the task.

• Menu (...): A submenu that can also be accessed by right clicking an entry with the following options:

  • Add Sub-item (Ctrl+Enter)

  • Insert Item Above (Ctrl+Up)

  • Insert Item Below (Ctrl+Down)

  • Duplicate (Shift+Alt+Down)

  • Move Up (Alt+Up)

  • Move Down (Alt+Down)

  • Tasks > Create New Task

  • Add/Remove Tags

  • View/Edit Note

  • Delete

  • Open Timekeeping

Components (tab)

ℹ️ Components can be added directly to the Project or imported from the Items on a transaction that is linked to the Project and linked to the Transaction Setting > Transaction used for Quotations.

Buttons Explained

• Add Component: Adds a new line for a component to be entered.

• Import Components: Opens a dropdown list of available components to import them. Can only be used if there are no components.

• Actions: Updates all the selected entries. The options are:

  • Batch Update: Updates all the selected entries when Update (button) is clicked and the change is confirmed.

    • Group: Changes the name of the group to the one typed in the adjacent block.

    • % Complete: Sets the percentage complete to the number typed in the adjacent block (e.g. 25 for 25% complete).

    • % Invoiced: Sets the percentage invoiced to the number typed in the adjacent block (e.g. 25 for 25% complete).

  • Set % Invoice = % Complete: Sets the percentage invoiced to match the percentage complete.

  • Order by Group > Description: Arranges the entries by group and then by description.

  • Delete: Deletes the entry.

• Edit: Allows the components to be edited.

Fields Explained

• Field Chooser (*): Allows users to add or remove columns.

• ID: The system-generated number for the component entry.

• From: The source transaction

• Order ID: The system-generated number that indicates the order of the entry.

• Description: The component's description (e.g. Wardrobe, Bar Cabinets, Kitchen Units).

• Group: The name of the group that the component is in (e.g. Floor 1, Floor 2)

• Total (exc): The total VAT exclusive amount charged for the component.

• % Complete: The percentage of the component that is completed.

• % Invoiced: The percentage of the component that has been invoiced.

• % Var: The percentage difference between the completed and invoiced amount.

• Total (Var): The amount difference between the completed and invoiced amount.

• Menu (...): A submenu with the following options:

  • Move Up: Moves the entry one line higher.

  • Move Down: Moves the entry one line lower.

  • Delete: Deletes the entry.

Gantt (tab)

• Displays a list of tasks and marks off the days on the calendar.

• The Gantt diagram only displays the levels that are affected by scheduling. 

Data Pipelines for Output

• SM_Components

• SM_ProjectLevel1

• SM_ProjectLevel2

• SM_ProjectLevel3

Related Topics

• Reference: Service Manager (settings and information)

• Reference: SM List Views

• Reference: SM Edit Views

• Reference: SM Assets

• Reference: SM Classes

• Reference: SM Notifications

• Reference: SM Reports

• Reference: SM Setups

• Reference: SM Timekeeping