The Project record is used to record details of a Project, such as the Customer it is for, and among other features, it provides a means of specifying the Cost Centres to be used. These fields can also be used to update costing on the currency transfer window, and the Purchase Requests window.

The Project Record consists of two windows; a Search window where you can set the criteria to search for particular projects, and a Project Record where you enter/ edit the actual project details.

Settlement Discounts are excluded from the calculation of VAT on SOP detail lines created by Invoicing from a Costing Project so that VAT can be correctly calculated on the actual amount paid. See VAT on Settlement Discounts.

Any functions not listed below can be found elsewhere in this help system.

The key search fields are Code, Name, Sort Key, User Keys and/or Customer Code. You can further refine your search by using the Project Status filter checkboxes.

Status (unlabelled) - This pull-down menu allows you to set the status of the Project. The System will automatically assign either Estimate or Active status depending on your selection in Costing Options. The Status can be changed when inserting or editing Records. Records can only be deleted if they are not Active, and then only if their Transactions are purged first. This Status is independent of the Transaction Status. See also: Costing Transaction Status menu

Code/Name - Allows you to enter the Project Code and Name for this Project. Click the adjacent lookup button to re-open the Project search window.

Description - Enter free text over multiple lines, as required.

Duration - This allows you to indicate the likely duration of the Project. In the first field enter a numeric value up to 9999, and then select the duration unit from the pull-down menu where your choice is Hours, Days, Weeks, Months, or Years.

Customer - It is not essential to allocate a Project Record to a Customer, but if you are going to Invoice the Project (and other) Costs, this will be required. If you wish, you may raise one Invoice for the same Customer for multiple Projects. Clicking the adjacent lookup button opens the Customers List.

Caution! Once a Project has been flagged as being a Contract, and the Contract Number has been assigned to one or more sub Projects, the Contract Project cannot be deleted and the Contract Number cannot be changed.

Additional fields may be available where other Access products are linked with Accounts, e.g. FocalPoint.

Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.

The three figures at the bottom of the window reflect the total of Estimate Transactions while the Project has Estimate Status, and change to reflect the total of Live Transactions when the Project has Active Status.

Estimate/Actual Costs - This displays the total Turnover Costs and each Period's costs posted to this Project for This Year, Last Year and the Previous Year. The total will be the actual cost, without uplift, unless you have the System Option to Include uplift in Project Turnover switched on. Click the adjacent drill button to open the Costing Project Transaction Enquiry window.

Estimate/Actual Sales - The total of all Transactions Invoiced from this Project. Click the adjacent drill button to open the Costing Project Transaction Enquiry window.

Difference - Clicking the adjacent drill button displays the Difference window, which provides a matrix of information for this Project. See below for more information.

See: Sort Keys

When in edit mode, clicking the Notes tab displays a window that allows entry of detailed text.

The Dates tab displays details of dates which are important to the project. This information is maintained automatically by the system, except for the Date Required and the User Dates.

Date Required - This date is used by the Scheduling report.

Date Estimated - The date entered on an Estimate or Quotation printed through Sales Order Processing.

Date Last Invoice - Tracks Invoices posted for SOP or Sales Ledger.

Date Last Payment - Tracks entry of Payments in the Sales Ledger.

Date Completed - Updated by changing the Project Status to Complete.

Date Status Changed - Updated every time you change the Status of the Project.

User Dates 1- 3 - The three User Dates can prompt for any date you choose. These can be given any title you require in Costing Options. The User Dates can be used to store any dates that you wish to record, such as Next Review Date or Next Invoice Date.

See: Custom

This displays a window that provides a matrix of information for the current Project.

The top section of the Difference window summarises Estimate Transactions for Costs and Sales:-

The upper middle section of the Profit window summarises Active Transactions from Costing and Transactions from other Modules. Other Modules can only update Active Status Projects.

The lower middle part of the Profit window shows Un-recoverable and Extra Work, which are the two user definable fields.

Below this the details of Work-in-Progress are shown.

Costs - reflects all of the Time Sheet and Miscellaneous Costing Transactions and includes any uplift entered at either Resource or Cost Centre level.

Sales - reflects all of the Sales Costing Transactions.

Difference - is calculated as (Sales - Costs).

These figures are updated by Estimate Transactions posted to Active Projects.

The first time an Estimate Transaction is posted to an Active Project, the Original Budget figures are copied into the Revised Budget fields and the Original figures are frozen.

Costs - reflects Purchase Orders that have not yet been Invoiced. Entering an Order increases the value and Invoicing from an Order decreases the value. If the Order is edited, or a detail line is deleted, this value will change to reflect this.

Sales - reflects orders that have not yet been Invoiced. Updated for Costs as above. Committed costs can be searched for by Cost Centre using the O/S POP icon from the Project ribbon window.

Costs - reflects Time Sheet and Miscellaneous Transactions within Costing, plus Cost Transactions from the other Ledgers, plus Uplift calculated from Resources or Cost Centres.

Sales - represents the value of Active Sales Transactions from Costing, plus Invoices entered in the Sales Ledger or raised through SOP.

The Total now combines Committed and Actual figures together for each column.

This represents an analysis of Un-recoverable Active Cost Transactions.

This represents an analysis of Extra Work Transactions that should be charged to a Customer.

This represents an analysis of Actual Cost Transactions. This is updated by the cost of all Transactions that are converted to Sales Orders.

This represents another analysis of Actual Cost Transactions and is updated in the same way as WIP, however the values updated include any uplift.

This represents an analysis of Timesheets that have been converted to Sales Orders.

This represents an analysis of other non-Timesheet Costs that have been converted to Sales Orders.

Note: The sum of WIP + Timesheets Invoiced + Others Invoiced should equal Actual Costs.

Clicking the drill button adjacent to Original Budget, Revised Budget, or Actual displays a popup window which shows the relevant breakdown detail between uplift calculated from Resources, and the uplift calculated on Cost Centres.