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How-to: Managing projects

Introduction

A project is a temporary or non-repetitive attempt that utilizes various resources to achieve a clear and unique objective such as a product or service, within a defined period, scope, and requirement. After a project is created, you can create a budget for the project based on the relevant budget scenario. Once a budget is created, you can allocate it to the child project, periods, items, or resources.

In order to perform the work that needs to be done in a project, tasks need to be created. Tasks can be manually created or automatically generated when creating certain orders or requests. Initially, all tasks are not planned to any resource unless a resource is specified in an order or request line. In order to control the available capacity and to compare the planning with realizations, the tasks have to be planned to resources.

During the course of a project, you need to register the actual time and materials spent on the project. The project or resource manager verifies and authorizes the realizations daily or weekly to ensure that the entries are correct. If you have created a purchase journal entry, the entry needs to be verified and authorized too. After authorizing the realizations or purchase journal entries, you need to generate sales or purchase invoices respectively. Invoicing can be done during the course of a project or after the completion of the project. Once generated, the sales invoices created based on both the sales orders and purchase invoices can be grouped under the same project. Next, you need to authorize, print, and process the invoice. When the budget (planning) costs are equal to the actual revenue (realizations), the project is ready to be completed. The revenues will be recorded in the Financial section in the Basics tab of a project maintenance screen.

Description

The processes involved when generating sales invoices are:

1. Create a Time & Material project and enter a sales order for a standard or an hour item with a sales attribute at Projects ➔ Projects ➔ Maintain projects. For more information, see Creating and maintaining projects.
2. To manually create tasks, go to Projects ➔ Planning ➔ Tasks. For more information see, Creating and maintaining tasks.
3. Plan a task to a resource by defining the resource in an order or request line or at Projects ➔ Planning ➔ Resource Planning. For more information, see Overview of resource planning and tasks.
4. If necessary, create a budget for the project and allocate the budget at System ➔ Finance ➔ Budgets. For more information, see Entering budgets.
5. Perform realizations at Projects ➔ Entries ➔ Realizations, Projects ➔ Entries ➔ Labor hours, Projects ➔ Entries ➔ Hours per cost centre, or Projects ➔ Entries ➔ Additional costs. For more information, see Performing realizations for a resource on daily basis, Performing realizations for a cost center on weekly basis, Performing realizations for a cost center on weekly basis, and Performing additional realizations for a project on weekly basis.
6. Authorize the realization at Projects ➔ Entries ➔ Authorize. For more information, see Overview of realizations and purchase journal entries to be authorized.
7. Generate invoice proposal for the project at Projects ➔ Entries ➔ Invoice proposal. For more information, see Generating invoice proposals.
8. Authorize the invoice at Invoice ➔ Entries ➔ Authorize. For more information, see Authorizing invoices.
9. Print and process the invoice at Projects ➔ Entries ➔ Print invoices, Invoice ➔ Entries ➔ Invoices, or Invoice ➔ Entries ➔ Print/Process. For more information, see Printing and processing invoices.
10. If the project is ready to be completed, go to Projects ➔ Projects ➔ Maintain projects. For more information, see Completing a project or project order and Auto completing projects.

The processes involved when generating purchase invoices are:

1. Create a Time & Material project and enter a sales order for a standard or an hour item with a sales attribute at Projects ➔ Projects ➔ Maintain projects. For more information, see Creating and maintaining projects.
2. To manually create tasks, go to Projects ➔ Planning ➔ Tasks. For more information see, Creating and maintaining tasks.
3. Plan a task to a resource by defining the resource in an order or request line or at Projects ➔ Planning ➔ Resource Planning. For more information, see Overview of resource planning and tasks.
4. If necessary, create a budget for the project and allocate the budget at System ➔ Finance ➔ Budgets. For more information, see Entering budgets.
5. Perform realizations for a resource at Projects ➔ Entries ➔ Realizations, Projects ➔ Entries ➔ Labor hours, Projects ➔ Entries ➔ Hours per cost centre. For more information, see Performing realizations for a resource on daily basis, Performing realizations for a cost center on weekly basis, and Performing realizations for a cost center on weekly basis.
6. Create purchase invoice for the project at Finance ➔ Entries ➔ Purchase. For more information, see Creating and maintaining purchase journal entries.
7. Process the purchase journal entry at Finance ➔ Entries ➔ Process. For more information, see Processing journal entries. Once processed, a new set of data which includes the details of the purchase invoice will be created.
8. Authorize the purchase journal entry at Projects ➔ Entries ➔ Authorize. For more information, see Overview of realizations and purchase journal entries to be authorized.
9. Generate invoice proposals at Projects ➔ Entries ➔ Invoice proposal. For more information, see Generating invoice proposals.
10. Authorize the invoice at Invoice ➔ Entries ➔ Authorize. For more information, see Authorizing invoices.
11. Print and process the invoice at Invoice ➔ Entries ➔ Invoices or Invoice ➔ Entries ➔ Print/Process. For more information, see Printing and processing invoices.
12. If the project is ready to be completed, go to Projects ➔ Projects ➔ Maintain projects. For more information, see Completing a project or project order and Auto completing projects.

Related documents

• Authorizing invoices
• Auto completing projects
• Completing a project or project order
• Creating and maintaining projects
• Creating and maintaining purchase journal entries
• Creating and maintaining tasks
• Entering budgets
• Generating invoice proposals
• Overview of realizations and purchase journal entries to be authorized
• Overview of resource planning and tasks
• Performing additional realizations for a project on weekly basis
• Performing realizations for a cost center on weekly basis
• Performing realizations for a resource on daily basis
• Performing realizations for a resource on weekly basis
• Printing and processing invoices
• Processing journal entries