A project is usually initiated from a sales order, production order, purchase order, or internal order. Each project contains its own master data, which you can register and modify in the project card. On this page, you can create a project card. You can also opt to create a child project for an existing project.
The information in this document is applicable to product update 503 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Note: Depending on the type of project you are creating, copying, or modifying, certain fields may not be available.
Summary section
Add picture, New picture
Click Add picture to upload a picture for the project. When an existing project already has a picture uploaded, you can click New picture to replace the picture, or click 
to remove the picture. If you have removed the picture and saved the project without uploading a new picture, the default picture will be used.
Type
Type or select one of the following types to create projects of the corresponding type.
- Internal — Select this option to create projects for cost management within your company. By default, this is pre-selected when creating a non-child project.
- Fixed price — Select this option to create projects which are based on fixed cost. The additional cost, such as the extra time and materials, used in the project will not be charged to the customer of the project. It is mandatory to link an account to this type of project.
- Time & material — Select this option to create projects which are based on the time and material used. All the cost, such as the time and materials, used in the project will be charged to the customer of the project. It is mandatory to link an account to this type of project.
- Training — Select this option to create projects for registering the cost of trainings held within your company. It is mandatory to link an output item to this type of project, for example the labor hours of the trainer.
Note: Changing the project type from any type to Internal is allowed only if all the linked Professional services automation (PSA) request types have been completed (processed or rejected). This does not apply to changing of project type from Internal to another project type.
Register hours & costs on this project
By default, this check box is selected. Clear this check box to configure a project only for managing information. This makes the project an internal, non-PSA project, preventing other users from registering hours or expenses on the project by mistake.
Note: This check box is displayed only if Internal is selected at the Type field.
Code
Type a unique alphanumeric code of up to 20 characters. This is mandatory.
- This field will always be pre-filled if you are creating a child project.
- This field will only be pre-filled when you select a parent project at Parent, when creating a child project. However, if you have defined the code before selecting a parent project, the code will not be overwritten by the system.
Note: The system will pre-fill the code with "PARENTCODE.00X", whereby "PARENTCODE" is retrieved from the code of the parent project and "X" indicates the level of children. For example, if the parent project code is "FIXED", then the child project code is "FIXED.001" when creating the first level child project or "Fixed.002" when creating the second level child project.
Description
Type the description of the project. This is mandatory.
Start date, + end date
Type or select the start date of the project. If you leave this blank, the system will define the current date as the start date.
Click + end date to display the End date field. Type or select the end date of the project. If you leave this blank, the system will define the end date as “31-12-2099”.
The message "Do you want to update the end dates of linked entities also?" will be displayed if you extend the project end date at the End date field. You can select one or both options when you extend the end date of a project:
-
Include linked entities (project member(s), WBS/PBS line(s), budget line(s), project rates) - Select this option to update the end date of the linked entities for the parent project if the status of the parent project is Active or Proposed.
Include child project(s) and its linked entities - Select this option to update the end date of the linked entities for the child project if the status of the child project is Active or Proposed.
When you select both options, the end date of the active or proposed linked entities will be updated. The end dates for blocked or completed entities will not be updated.
Additionally, only deliverables with the New or In progress status will be updated including the WBS lines.
Note: The check boxes in the message will not be displayed if you update the project end date to an earlier date than the previous end date.
Division
Type or select a division to link the division to this project. By default, the division of the person who is currently logged on the system is selected when creating a non-child project.
Assortment
Type or select an assortment to link the output items from this assortment to this project. Leave this blank to link the output items from any assortment to this project.
Manager
Type or select a person to assign the person as a manager for this project. By default, the person who is currently logged on the system is selected when creating a non-child project.
Note: A project manager has total management control of the overall operations of a project. Among his important roles are planning tasks for people, realizing the hours on behalf of the people, authorizing the realizations, and adding or removing project members from a project.
Parent
Type or select a project to link the project as a parent for this project. If you are creating a child project, this field cannot be edited as it will follow the name of the parent project. Once you select a parent project, the Code field will be pre-filled by the system. However, if you have defined the code before selecting a parent project, the code will not be overwritten by the system.
Note: Only Active and Proposed projects can be selected as a parent. By linking the projects, you can gain access to a high-level monitoring which includes all the related projects in a single overview.
General section
Security level
Type or select the description of a security level or type the security level to define the appropriate security level for the project. For example, if you select Customers, security level 1 is automatically displayed and if you type 1, Customers is automatically displayed.
Status
Type or select one of the following statuses if you want to define the project status manually.
- Active — Select this option if this project is still in progress.
- Blocked — Select this option to block this project from being linked to requests.
- Completed — Select this option to complete this project. However, this project can only be completed if:
o All requests linked to it have been completed.
o All requests linked to it are rejected and the current status of this project is not Blocked.
- Proposed — Select this option if this project is still in proposal stage.
Note: The project status is checked and updated accordingly by a background job called HRBGPROJ.EXE. The functions of the background job are to update project statuses based on a set of rules and to add members to the projects.
Below are the rules applied by the background job when updating a project status:
1. Rule 1 (Status updates from Proposed or Completed to Active)
— The project is linked to at least one active workflow entry. An active request is a request that remains in the workflow of a person and has not been completed. The request type used to create the request must have the Absence or Person attribute defined. You can view or modify request types at .
2. Rule 2 (Status updates from Proposed or Active to Completed)
— All requests linked to the project have been completed.
— All requests linked to the project are rejected and the status of the project is not Blocked.
3. Rule 3 (Status updates from Completed or Active to Proposed)
— The project is linked to at least one open request and the request type does not have the Absence or Person attribute defined. Rule 1 will always override Rule 3, so that if a project is linked to request types with Absence and Person are defined or not defined, it will always have the Active status.
4. Rule 4 (Status updates from Active or Proposed to Blocked)
— The background job does not change the status to Blocked. To change a status to Blocked, type or select Blocked.
Use drag-and-drop planning
Select this check box to use the new planning board to plan for your projects.
Note: This check box is only available when modifying a project. By default, this check box is automatically selected upon project creation. However, this check box will not be displayed if the Register hour & costs on this project check box is not selected when Internal is selected at the Type field.
Use deliverables & WBS
Select this check box to use deliverables and work breakdown structure (WBS) for the project.
Note: Once selected, this check box cannot be cleared.
Allow hour & expense entry for non-members
Select this check box to allow non-members of this project to make hour and expense entries for this project.
Note: This is only available if the status of the project is Active.
Contract section
Account
Type or select an account to link the account to this project. This field is available only when you create or modify a Training or Internal project.
Evaluation
Select a document to link the document to be used for evaluation of this project.
Note: If you have selected an account in the Internal, Fixed price, or Time & material projects, you can only select documents linked to that account.
Confirmation
Select a document to link the document to be used for confirmation of the details of this project.
Note: If you have selected an account in the Internal, Fixed price, or Time & material projects, you can only select documents linked to that account.
Proposal
Select a document to link the document to be sent as a proposal to the customers of this project.
Note: If you have selected an account in the Internal, Fixed price, or Time & material projects, you can only select documents linked to that account.
Invoicing method
Type or select a code to specify the invoice code that will be used when invoices for this project are imported in Exact Globe+. By default, the division code of the division will be displayed. This field is mandatory only if it is a time and material or fixed price project.
Note: This is available only if you have selected Project at Invoicing method in the Professional services automation settings. For more information, see Defining Professional services automation settings.
Remarks section
Type additional notes about the project, if required. You can put a timestamp to this section by clicking Timestamp, or expand the box by clicking Full screen.
Financial section
Warehouse
Type or select a warehouse to link the warehouse to this project.
Cost centre
Type or select a cost center to link the cost center to this project. By default, the cost center of the person who is currently logged on the system is selected when creating a non-child project.
Cost unit
Type or select a cost unit to link the cost unit to this project.
Default currency
This currency is defined at the project division card under the General section and it cannot be edited.
Billing currency
When a new PSA project is created, this currency will be the same as the currency at Default currency and can be edited by people with the Project manager role (with projects assigned). For existing projects, this currency will be based on the Account field under the Contract section of the project card.
Invoice to
Select Account, Parent account, or Reseller to specify where the invoice will be sent to. If no invoice is required. select No invoice.
Note: If you have selected Parent account or Reseller, the following will occur:
- The invoice address of the parent account or reseller will be reflected on the Invoice proposal preview page and in the sales invoice (in Exact Globe Next).
- The contact person reflected is the main contact person of the parent account or reseller.
- The invoice address of the account linked to the project will be reflected on the Invoice proposal page.
Invoice proposal line grouping
Select one of the options to define how the invoice proposal lines are grouped on the Sales invoices: Requests - To be invoiced page. This page is displayed when you click the Invoice proposals hyperlink under the Project monitor section in the project card of a Time & material project.
Note: The default value for this field is None. This applies when your database has been updated to product update 250, and when creating a project or child project. The options available for this field depend on the setting at the Use deliverables & WBS check box on the project card.
Your reference
Type the reference to be used when invoicing billable or invoice term requests. This will be reflected at the Your reference field when you click the Invoice proposals hyperlink under the Project monitor section of a project card.
Invoice proposal description
Type the description that will be used when creating the Invoice proposal request.
Note: This is not available for projects of the Internal type.
Globe Next description line 1, 2, and 3
Type the default description(s) that will be filled in the sales invoice to be generated in Exact Globe Next upon the creation of an Invoice proposal request.
Note: This is not available for projects of the Internal type.
Management section
Item (Ouput)
Type or select an item to link this item as an output of the project. Leave this blank if you do not wish to link any item as an output of the project. This information is mandatory for projects of type Training.
Serial number
Type or select a serial number to link an item with the corresponding serial number to this project. Leave this blank if you do not wish to link any serial number to the project.
Job group
Type or select a job group to link the project to this job group. This is for classification purposes only.