ERP 2.50:User Manual/Project and Service Management

Contents 1 Transactions 1.1 Multiphase Project 1.1.1 Multiphase Project 1.1.2 Project Phase 1.1.3 Project Task 1.2 Service Project 1.2.1 Service Project 1.2.2 Project Line 1.2.3 Supplier 1.2.4 Proposal 1.2.5 Proposal Line 1.2.6 Followup 1.3 Expense Sheet 1.3.1 Header 1.3.2 Lines 1.4 Invoiceable Expenses 1.4.1 Customer 1.4.2 Lines 1.5 Create Sales Orders from Expenses 1.6 Employee Expenses 1.6.1 Employee 1.6.2 Lines 1.7 Create AP Expense Invoices 2 Setup 2.1 Project Type 2.1.1 Project Type 2.1.2 Standard Phase 2.1.3 Standard Task 3 Analysis Tools 3.1 Project Progress 3.2 Project Profitability 3.3 Service Project Report 3.4 Project Proposal Tracker 3.5 Expense Report

Transactions

Multiphase Project

Create and edit projects with phases and tasks potentially requiring sales invoicing.

Multiphase Project

Create and plan a project with multiple phases and tasks.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner:	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Change Project Status:	Changes the status of the project from Open to Order to be able to create orders and from Order to Order closed to close the project.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users to follow the project.
Contract Amount:	The maximum legal monetary price a project may be billed for.
Contract Date:	Date promised by contract.
Contract Quantity:	The maximum legal quantity for a project.
Copy Details:	Button to copy phases and tasks from other multiphase projects.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Current Phase:	A means to track the current phase of the project.
Description:	A space to write additional related information.
Ending Date:	The date that the project is to be completed or delivered by.
Expenses Margin %:	Margin for the expenses.
Form of Payment:	The method used to pay the request.
Invoice Amount:	The monetary sum that is invoiced for a specified item or service.
Invoice Quantity:	The total number of a product included in an invoice to a business partner.
Legally Binding Contract:	A means to know if the contract is legally binding.
Name:	Name of the multiphase project.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	The location of the selected business partner.
Payment Terms:	The setup and timing defined to complete a specified payment.
Person in Charge:	The person in charge of leading the project.
Planned Amount:	The monetary sum expected to be involved in this project.
Planned Expenses:	Planned expenses for this project.
Planned Margin:	The expected or provisional margin to be earned due to this transaction.
Planned Quantity:	The expected or provisional quantity to be involved for a transaction line.
Price Ceiling:	An indication that the highest possible contract amount and quantity are being charged (may depend on government regulations.
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Project Balance:	Total Project Balance
Project Status:	Current status of the project (Open, Order or Order closed)
Project Type:	Type of the current multiphase project, if any, defined using Set project Type button.
Reinvoiced Expenses:	Amount of the reinvoiced expenses.
Sales Representative:	The person in charge of selling the project.
Search Key:	A fast method for finding a particular record.
Service Cost:	Project cost.
Service Margin %:	Margin of the project.
Service Revenue:	Revenue of the project.
Set Project Type:	Sets a project type to the project, filling automatically phases and tasks.
Starting Date:	Starting date of the project.
Summary Level:	A means of grouping fields in order to view or hide additional information.
User/Contact:	An acquaintance to reach for information related to the business partner.
Warehouse:	The location where products arrive to or are sent from.

Project Phase

Register new phases for the current project, edit standard ones and generate sales orders for the current phase

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Contract Amount:	The maximum legal monetary price the product may be billed for.
Contract Date:	Date promised by contract.
Description:	A space to write additional related information.
Ending Date:	Ending date of the phase.
Create Sales Order from Project Phase:	Button to create a sales order from the current phase.
Help/Comment:	A comment that adds additional information to help users to follow the project phase.
Name:	Name of the project phase.
Organization:	Organizational entity within client
Phase Complete:	A means to know if the phase has been completed.
Price Ceiling:	An indication that the highest possible contract amount and quantity are being charged (may depend on government regulations.
Product:	Product required for this phase.
Project:	A defined task or undertaking
Quantity:	Quantity of product required for this phase.
Sales Order:	Reference of the Sales Order created for this project.
Sequence:	The order of this phase inside the project.
Standard Phase:	Standard phase corresponding to the current phase, if any.
Starting Date:	Starting date of the phase.
Unit Price:	Unitary price of the product.

Project Task

Register new tasks for the current phase or edit standard ones.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Contract Amount:	The maximum legal monetary price the product may be billed for.
Contract Date:	Date promised by contract.
Description:	A space to write additional related information.
Ending Date:	Ending date of the task.
Help/Comment:	A comment that adds additional information to help users to follow the project task.
Name:	Name of the project task.
Organization:	Organizational entity within client
Price Ceiling:	An indication that the highest possible contract amount and quantity are being charged (may depend on government regulations.
Product:	Product required for this task, if any.
Project Phase:	Current project phase.
Quantity:	Quantity of product required for this task.
Sequence:	The order of this task inside the phase.
Standard Task:	Standard task corresponding to the current task, if any.
Starting Date:	Starting date of the task.
Task Complete:	A means to know if the task has been completed.
Unit Price:	Unitary price of the product.

Service Project

Create and edit projects that do not follow phases nor tasks but only require a list of materials. These projects can be associated to biddings of your business partners. Manage proposals and create both sales and purchase orders.

What is a Service Project?

Helps companies to manage the profitability of their services and offerings. It can be thought of as a cost center allowing managers to track expenses, employee hours and efforts, purchases, etc. Companies will be in a better position to manage and correctly invoice clients.

Service Project

Create and edit projects potentially requiring purchase and sales invoicing as well as bids and proposals.

Fields:

Account No:	Account Number
Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Change Project Status:	Changes the status of the project from Open to Order to be able to create orders and from Order to Order closed to close the project.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users to follow the project.
Contract Amount:	The maximum legal monetary price a project may be billed for.
Contract Date:	Date promised by contract.
Contract Quantity:	The maximum legal quantity for a project.
Copy Details:	Copy Lines from other service projects.
Create Sales Order from Project:	Button to create a Sales Order from the project.
Create Temporary Price List:	A flag that indicates if a temporary price list needs to be created for the current service project. This price list is created while changing project status to Order and takes prices defined in lines for each product.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Description:	A space to write additional related information.
Ending Date:	The date that the project is to be completed or delivered by.
Expenses Margin %:	Margin for the expenses.
Form of Payment:	The method used to pay the request.
Initiative Type:	A means to know which type of initiative launched the project (Public or Private).
Invoice Amount:	The monetary sum that is invoiced for a specified item or service.
Invoice Quantity:	The total number of a product included in an invoice to a business partner.
Invoice to Project:
Legally Binding Contract:	A means to know if the contract is legally binding.
Location / Address:	A specific place or residence where the project takes place.
Name:	Name of the service project.
Number of Copies:	The number of copies of each document that will be printed.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	The location of the selected business partner.
Payment Terms:	The setup and timing defined to complete a specified payment.
Person in Charge:	The person in charge of leading the project.
Phase:	A means to know in which phase the project is (Awarded a contract to, Project or Tender).
Planned Amount:	The monetary sum expected to be involved in this project.
Planned Expenses:	Planned expenses for this project.
Planned Margin:	The expected or provisional margin to be earned due to this transaction.
Planned Quantity:	The expected or provisional quantity to be involved for a transaction line.
Price Ceiling:	An indication that the highest possible contract amount and quantity are being charged (may depend on government regulations.
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Project Balance:	Total project balance.
Project Status:	Current status of the project (Open, Order or Order closed)
Reinvoiced Expenses:	Amount of the reinvoiced expenses.
Sales Representative:	The person in charge of selling the project.
Search Key:	A fast method for finding a particular record.
Service Cost:	Project cost.
Service Margin %:	Margin of the project.
Service Revenue:	Revenue of the project.
Standard Phase:	One section or part of a project.
Starting Date:	Starting date of the project.
Summary Level:	A means of grouping fields in order to view or hide additional information.
User/Contact:	An acquaintance to reach for information related to the business partner.
Warehouse:	The location where products arrive to or are sent from.
Work Type:	A means to know which is the project work type (Reinforcement, Road or Wall).

Project Line

Lines of products that will be used in the service project.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Line No.:	The order of this line inside the project.
Organization:	Organizational entity within client
Planned Amount:	Planned amount paid (planned price x planned quantity).
Planned Margin:	Planned margin for the transaction.
Planned Price:	Planned sales price for the product.
Planned Purchase Price:	Planned purchase price for the product.
Planned Quantity:	Planned quantity of product.
Product:	Product of this line.
Product Description:	Description of the product.
Product Identifier:	An identifier for the product.
Product Name:	An name for the product.
Project:	Current project.
Tax:	The percentage of money requested by the government for this specified product or transaction.

Supplier

Add suppliers from whom you will buy products if necessary.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner :	Business partner that will supply the products needed for the project.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users to follow the purchase.
Create Purchase Order from Project:	Button that generates a Purchase Order for the current supplier with the list of all the materials needed for this project.
INCOTERM description:	Description of international commercial terms.
Incoterms:	Select international commercial terms, if any.
Organization:	Organizational entity within client
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Project:	Current project.

Proposal

Create a proposal for a business partner trying to win the bid for the current project.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:	Client for this installation.
Copy Lines From Project:	Button that copies the lines of the project to proposal lines.
Date Sent:	Date of sending of the proposal to the business partner.
Footer:	Lines written in the footer of the proposal sheet.
Form of Payment:	The method used to pay the request.
Header Note:	Lines written in the header of the proposal sheet.
Organization:	Organizational entity within client
Partner Address:	The location of the selected business partner.
Payment Terms:	The setup and timing defined to complete a specified payment.
Process a Winning Bid:	Button to process a winning bid and declare the current business partner as winner in the header of the project.
Project:	Current project.
Sales Transaction:	A flag indication that a transfer of goods and money between business partners is occurring.
User/Contact:	An acquaintance to reach for information related to the business partner.

Proposal Line

Add products to be included in your proposal for this business partner. Each product is added on its own line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Line No.:	The order of this line inside the project proposal.
Organization:	Organizational entity within client
Price:	Sales price for the product.
Product:	Product of this line.
Product Description:	Description of the product.
Product Identifier:	An identifier for the product.
Product Name:	An name for the product.
Project Proposal:	Current project proposal.
Quantity:	Quantity of product.

Followup

Register and track significant events or thoughts of each one of the proposals.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users to follow the project proposal.
Organization:	Organizational entity within client
Project proposal:	Current project proposal.
User/Contact:	Person making the followup.

Expense Sheet

Register time and products spent on projects, both reimbursable expenses to employees and billable charges to customers.

The following table summarizes all the possibilities of expenses.

	NO re-invoiced expense	Re-invoiced expense
NO time expense	A This expense associates a physical product with its quantity and price to a particular project. This expense permits: To generate a purchase invoice to the employee. To report project profitability.	B This expense associates a physical product with its quantity and price to a particular project. This expense will be billable to customers. This expense permits: To generate a purchase invoice to the employee. To report project profitability. To generate a billable sales order to the customer.
Time expense	C This expense associates products in hours to a particular project. This expense permits: To report project profitability.	D This expense associates products in hours to a particular project. This expense will be billable to customers. This expense permits: To report project profitability. To generate a billable sales order to the customer.

After processing the expense sheet:

• A and B expenses will lead to purchase invoices to the employee.
• B and D expenses will lead to billable sales orders to the customer.
• A, B, C and D expenses are included in project profitability report.

Header

Create and process an expense sheet.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Document No.:	Number of the expense sheet.
Employee:	Employee of the current expense sheet.
Organization:	Organizational entity within client
Process Expenses:	Button to process the current expense sheet in order to generate invoiceable expenses and employee expenses.
Report Date:	Date of data entering.

Lines

Add time and regular expense lines to your expense sheet. Each expense is added to an individual line and may or may not be invoiced to your customers.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner:	Business Partner the expense sheet will be billed to.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users track the expense line.
Converted Amount:	The monetary sum at which one unit of measure is changed to another.
Currency:	Currency of the transaction.
Description:	A space to write additional related information.
Expense Amount:	Amount of the expense line (Quantity x Invoice Price).
Expense Date:	Date of the expense.
Expense Sheet:	Current expense sheet.
Invoice Price:	The price at which something may be invoiced, shown in the currency of the invoiced business partner.
Line No.:	The order of this line inside the expense sheet.
Organization:	Organizational entity within client
Product:	Product of this expense line.
Project:	Project the expense line is associated to.
Project Phase:	Project phase the expense line is associated to.
Project Task:	Project task the expense line is associated to.
Quantity:	Quantity of product.
Reinvoicing:	A means to bill the current expense sheet line to a customer.
Time Sheet:	A means to associate expenses in hours to a particular project. Since that charge is due to time, it is not typically justifiable by receipt.
UOM:	A non monetary unit of measure.

Invoiceable Expenses

Track billable expenses before invoicing them to customers.

Customer

Select the customer who will be receiving the sales invoice.

Fields:

Customer:	A means to know if the business partner is a customer.
Name:	A identifier for a document which can be used as a search tool.
Name 2:	Additional space to write the name of a business partner.
Payment Terms:	The setup and timing defined to complete a specified payment.
Price List:	Prices defined for the business partner.
Search Key:	A fast method for finding a particular record.

Lines

View each expense line to be included in the sales invoice.

Fields:

Business Partner:	Business Partner the expense sheet will be billed to.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users track the expense line.
Converted Amount:	The monetary sum at which one unit of measure is changed to another.
Currency:	Currency of the transaction.
Description:	A space to write additional related information.
Expense Amount:	Amount of the expense line (Quantity x Invoice Price).
Expense Date:	Date of the expense.
Expense Sheet:	Corresponding expense sheet.
Invoice Price:	The price at which something may be invoiced, shown in the currency of the invoiced business partner.
Line No.:	The order of this line inside the expense sheet.
Organization:	Organizational entity within client
Product:	Product of this expense line.
Project:	Project the expense line is associated to.
Project Phase:	Project phase the expense line is associated to.
Project Task:	Project task the expense line is associated to.
Quantity:	Quantity of product.
Reinvoicing:	A means to bill the current expense sheet line to a customer.
Time Sheet:	A means to associate expenses in hours to a particular project. Since that charge is due to time, it is not typically justifiable by receipt.
UOM:	A non monetary unit of measure.

Create Sales Orders from Expenses

Create sales orders from billable charges to customers. This process also allows to complete and process automatically the sales orders created.

Employee Expenses

Track reimbursable expenses to employees before processing them.

Employee

Select the employee who is submitting the expenses.

Fields:

Employee:	A means to know if the business partner is an employee.
Name:	Name of the employee.
Name 2:	Additional space to write the name of a business partner.
Payment Terms:	The setup and timing defined to complete a specified payment.
Purchase Pricelist:	Prices defined for the employee.
Search Key:	A fast method for finding a particular record.

Lines

View each expense line for the employee to be included in the purchase invoice.

Fields:

Business Partner:	Business Partner the expense sheet will be billed to.
Client:	Client for this installation.
Comments:	A comment that adds additional information to help users track the expense line.
Converted Amount:	The monetary sum at which one unit of measure is changed to another.
Currency:	Currency of the transaction.
Description:	A space to write additional related information.
Expense Amount:	Amount of the expense line (Quantity x Invoice Price).
Expense Date:	Date of the expense.
Expense Sheet:	Corresponding expense sheet.
Invoice Price:	The price at which something may be invoiced, shown in the currency of the invoiced business partner.
Line No.:	The order of this line inside the expense sheet.
Organization:	Organizational entity within client
Product:	Product of this expense line.
Project:	Project the expense line is associated to.
Project Phase:	Project phase the expense line is associated to.
Project Task:	Project task the expense line is associated to.
Quantity:	Quantity of product.
Reinvoicing:	A means to bill the current expense sheet line to a customer.
Time Sheet:	A means to associate expenses in hours to a particular project. Since that charge is due to time, it is not typically justifiable by receipt.
UOM:	A non monetary unit of measure.

Create AP Expense Invoices

Create purchase invoices from reimbursable expenses to employees.

Setup

Project Type

Define project types with typical phases and tasks to be used in multiphase projects.

Project Type

Define a project type.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Help/Comment:	A comment that adds additional information to help users work with fields.
Name:	Name of the project type.
Organization:	Organizational entity within client
Project Category:	Project Category of the current project type. Default value is Multiphase Project.

Standard Phase

Define standard phases for the current project type.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Help/Comment:	A comment that adds additional information to help users work with fields.
Name:	A identifier for a document which can be used as a search tool.
Organization:	Organizational entity within client
Product:	Product used during the current standard phase, if any.
Project Type:	Current project type.
Sequence:	The order of records in a specified document.
Standard Duration in Days:	Standard Duration in Days of a Standard Phase or a Standard Task.
Standard Quantity:	Usual quantity of product used in the current standard phase.

Standard Task

Define standard tasks for the current project phase.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Description:	A space to write additional related information.
Help/Comment:	A comment that adds additional information to help users work with fields.
Name:	Name of the standard task.
Organization:	Organizational entity within client.
Product:	Product used during the current standard task, if any.
Sequence:	The order of records in a specified document.
Standard Duration in Days:	Standard Duration in Days of a Standard Phase or a Standard Task.
Standard Phase:	Current standard phase.
Standard Quantity:	Usual quantity of product used in the current standard task.

Analysis Tools

Project Progress

Report the progress of selected projects.

Project Profitability

Report the profitability of selected projects.

Service Project Report

Report incomes of service projects.

Project Proposal Tracker

Track all project proposals in a single view.

Fields:

Business Partner :	Business Partner involved in the proposal.
Client:	Client for this installation.
Date sent:	Date of sending of the proposal to the business partner.
Organization:	Organizational entity within client
Partner Address:	The location of the selected business partner.
Project:	Project associated to the proposal.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
User/Contact:	Contact person of the business partner.

Expense Report

Report a list of expenses of selected projects and employees.