Project Management Training Guide
P200 Project Management: Basic
Certification Course Prerequisites
IMPORTANT: Before beginning the combined P200 Project Management course, you must first take the P130 Employee Management: Basic course.
The P200 course consists of a hands-on guide that will walk you through the specifics of Acumatica’s Project Management (PM) module. The guide is intended for a two-day on-site training session.
While many have completed this course online, you might encounter some challenges that you would otherwise not face when done in our classroom setting.
You will perform the exercises in your installed copy of Acumatica, using the “Template” data provided with the Acumatica installation package version 4.2.
To begin, activate all the features of the application using the Common Settings:
1. Open the Enable/Disable Features form (screen ID CS100000): Configuration > Common Settings > Licensing > Enable/Disable Features
2. Click the Modify button on the toolbar.
3. Confirm that the features are enabled/disabled as follows: (When you come to a field not specified in the table below, either populate it as you see fit or leave it as is.)
Field Value Organization {checked} Customer Management {checked} Project Management {checked} Time Reporting on Activity {checked} Finance {checked} Multi-Branch Support {checked} Inter-Branch Transactions {checked} Multi-Currency Accounting {unchecked} Deferred Revenue Management {unchecked} Subaccounts {checked} Fixed Assets Management {checked} VAT Reporting {unchecked} Invoice Rounding {unchecked} Support for Expense Reclassification {unchecked} Contract Management {checked} Tax Entry from GL Module {unchecked} ROT & RUT Deduction {unchecked} Consolidated Posting to GL {checked} Volume Pricing {unchecked} Distribution {checked} Inventory Subitems {checked}
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Automatic Packaging {unchecked} Warehouses {checked} Warehouse Locations {checked} Blanket Purchase Order {unchecked} Drop Shipments {unchecked} Multiple Unit of Measure {checked} Misc {checked} Row-Level Security {unchecked} Field-Level Audit {unchecked} Avalara Tax Integration {unchecked} Address Validation {unchecked} Notification Module {checked}
4. Save your changes.
5. Click the Enable button on the toolbar.
6. Since branch accounting is enabled, verify that you are working in the MAIN branch and that it is configured correctly:
a. Verify that you are connected to the MAIN branch. The information is located at the top of the screen:
b. It is important that you work in the MAIN branch throughout this certification class.
7. In the General Ledger module, generate all necessary financial periods in order to be able to activate the January 2014 to December 2014 period: Finance > General Ledger > Work Area > Manage > Financial Periods: Generate Periods button
Important Note:
Training Documentation was tested with build 4.20.0935
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Table of Contents
Certification Course Prerequisites ...... 2
Business Scenario ...... 7
Project Management Module Overview ...... 7
Preparation for Project Management Module Implementation ...... 8
Collect and Analyze the Information ...... 8
Project Management Module Preparation for Implementation Checklist ...... 8
Project Management Module Configuration Checklist ...... 15
Integration ...... 18
Project Scenario: Time and Materials (T&M) Project ...... 18
Summary of the T&M Project Scenario ...... 18
Verify the Employee Management Configuration ...... 19
Create a Stock Item ...... 19
Receive Stock Items in Your Client’s Warehouse ...... 20
Create a Reason Code for Issuing Material to the Project ...... 21
#1: Define Auto-Numbering Sequences ...... 21
#2: Define the Structure of PM Identifiers ...... 23
#3: Maintain Valid Values for Validated Segments ...... 26
#4: Configure PM Module Preferences ...... 26
#5: Create PM Module Attributes ...... 31
#6: Configure PM Module Attributes ...... 31
#7: Create Account Groups ...... 32
#8: Create Rate Tables ...... 33
#9: Create Rate Types ...... 34
#10: Create Rate Lookup Rules ...... 35
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#11: Maintain Rate Tables ...... 37
#12: Create Allocation and Billing Rules ...... 40
T&M Project Process Flow ...... 49
Create a T&M Project and Project Tasks ...... 49
T&M Project Scenario: Update 1 ...... 69
Project Scenario: WIP Project ...... 70
Summary of the WIP Project Scenario ...... 70
#7: Create Account Groups ...... 72
#9: Create Rate Types ...... 73
#10: Create Rate Lookup Rules ...... 74
#11: Maintain Rate Tables ...... 75
#12: Create Allocation and Billing Rules ...... 77
WIP Project Process Flow ...... 87
Create a WIP Project and Project Tasks ...... 87
WIP Project Scenario: Update 1 ...... 94
Issue Material to the WIP Project ...... 96
WIP Project Scenario: Update 2 ...... 97
WIP Project Scenario: Update 3 ...... 98
Project Scenario: Attribute Allocation Project ...... 100
Complex Project Calculations: Incentive Compensation by Project ...... 100
Incentive Compensation Exercise Overview ...... 100
#5: Create PM Module Attributes ...... 101
#6: Configure PM Module Attributes ...... 105
#7: Create Account Groups ...... 105
#12: Create Allocation and Billing Rules ...... 107
Attribute Allocation Project Process Flow ...... 111
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Project Scenario: Fixed Price Project ...... 116
Summary of the Fixed Price Project Scenario ...... 116
#12: Create Allocation and Billing Rules ...... 117
Fixed Price Project Process Flow ...... 119
Create a Fixed Price Project and Project Tasks ...... 119
Fixed Price Project Scenario: Update 1 ...... 122
Fixed Price Project Scenario: Update 2 ...... 123
Fixed Price Project Scenario: Update 3 ...... 125
Project Scenario: Cost Plus Project ...... 127
Summary of the Cost Plus Project Scenario ...... 127
#7: Create Account Groups ...... 128
#12: Create Allocation and Billing Rules ...... 129
Cost Plus Project Process Flow ...... 139
Create a Cost Plus Project and Project Tasks ...... 139
Adjust the Employee Cost for the Cost Plus Project ...... 141
Cost Plus Project Scenario: Update 1 ...... 142
Project Templates, Project Template Tasks, and Common Tasks ...... 146
Project Templates ...... 146
Project Template Tasks ...... 147
Common Tasks ...... 148
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Business Scenario
Your client, Michael Scott, runs a consulting firm and wants to track his consulting projects. He currently has the Acumatica Financial Management Suite, Distribution Management Suite, Customer Management Suite, and Employee Management module configured for his business, and he would now like to implement the Project Management (PM) module. This training material will walk you through how to configure the Project Management module for your client, through the use of multiple hands-on project examples.
Prerequisites to Project Management Module
Setup
Learning Objects
Learn the prerequisite steps necessary for the successful implementation of your client’s Project Management module.
The Configuration Settings and General Ledger modules must be set up and configured before you can implement the Project Management module. Although the other modules—Accounts Payable, Accounts Receivable, and Employee Management—are not “prerequisites” for the configuration of the Project Management module, you will most likely need to configure one or more of them.
Project Management Module Overview
Learning Objects
Understand the capabilities and features of Acumatica’s Project Management module.
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The Project Management module allows you to manage projects of any complexity, across different project types and industries. You can define project settings and project tasks; populate projects with employees, resources, and equipment; and track project costs, budgets, and revenue.
The PM module seamlessly integrates with other Acumatica modules—General Ledger, Accounts Payable, Accounts Receivable, Inventory Management, Purchasing Management, Sales Order Management, and Employee Management. Thanks to this integration, you can associate documents posted in these other modules with specific projects, ensuring that all project-related activities are accounted for.
Preparation for Project Management Module Implementation
Learning Objects
Master the preparatory steps for Project Management module configuration.
Collect and Analyze the Information
The implementation of any Acumatica module should begin with your collecting and analyzing all necessary information.
Project Management Module Preparation for Implementation Checklist
Execute the following steps before configuring the Project Management module. You do not need to complete these steps in the listed order; many can be done in parallel. Because this is the preparation phase of implementation, do not enter any data into the system.
Item Description
Develop PM Each project in Acumatica is assigned a unique project ID. This ID can be composed numbering of multiple segments, with optional validation for each segment. Plan the structure convention of the project ID: the number of segments; the length of the segments; whether and how the segments should be validated; and whether auto-numbering should be used.
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Prepare a list of valid entries for segments that should be validated, and design a numbering sequence for auto-numbered segments, if needed.
Plan the structures for the task ID and account group ID as well.
The task ID is unique only within a project. Two different projects can have tasks with the same identifier, and they will be different tasks. For this
reason, auto-numbering would not typically be used for the task ID.
For additional information, see Identifier Segmentation.
Define auto- The Project Management module requires numbering sequences for batches and numbering PM transactions. sequences Acumatica is installed with predefined, ready-to-use numbering sequences:
• BATCH: a shared numbering sequence for batches in all modules, ranging from 0000000001 to 9999999999 • PMTRAN: a numbering sequence for PM transactions, ranging from PM00000001 to PM99999999
If the project identifier is configured with auto-numbered segments, define a numbering sequence for those segments as well.
For additional details, see Numbering Sequences.
Define a non- Once the Project Management module is activated, transactions in all Acumatica project code modules will require a project ID. However, this does not mean that each transaction needs to be linked to a project. For transactions not related to any project, you can enter a non-project code. For convenience, this code should be distinctly different from regular project IDs and should be short: For example, the single character “X” would be an appropriate non-project code.
Define global The Project Management module has two global options that control how all PM processing transactions are processed: options • If checked, Automatically Post on Release indicates that PM transactions will be automatically posted to the General Ledger immediately after they are released. • If checked, Automatically Release Allocations indicates that PM allocation transactions will be automatically released immediately after they are generated. An unreleased allocation transaction can be deleted or edited, which can create inconsistency; it is recommended to select the auto-
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release option.
Define PM The Project Management module can be integrated with other Acumatica integration modules—General Ledger (GL), Accounts Payable (AP), Accounts Receivable (AR), Sales Order Management (SO), Purchasing Management (PO), Employee Portal (TE), Inventory Management (IN), Cash Management (CA), and Customer Management (CR). You can configure this integration within the Visibility Settings section of the Projects Preferences screen during PM module setup. If a module check box is selected, users can enter project-related transactions in that particular module.
Specific projects and tasks also have visibility settings, which control the availability of the project or task in other Acumatica modules.
Visibility settings do not restrict the PM module from posting project transactions to the General Ledger or creating AR invoices.
Define PM Review the standard options, parameters, and settings of Acumatica projects, and attributes decide whether additional custom project attributes are needed. For each custom attribute define:
• Attribute ID • Description • Control Type: “Text,” “Combo,” “Multi Select Combo,” “Checkbox,” or “Datetime” • Required or optional • Entry Mask: To validate entry for text or combo • Regular Expression: For advanced validation of entry in text or combo (optional) • A list of valid values (for “Combo” only); each value has a description and a sort order.
Similarly, define additional custom attributes for Tasks and Account Groups. Projects, tasks, and account groups can have identical attributes. In such cases, define only one attribute and share it between the projects, tasks,
and account groups.
For additional details, refer to the Attributes and Projects Attributes help topics.
Define account The role of account groups in the Project Management module is similar to the groups role of accounts in the General Ledger: In the PM module, all transaction processing and reporting is done by account group. When defining account groups, first identify the accounts that will be used in project-related transactions; AR accounts (accounts debited by project billing) and
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AP accounts (accounts credited by supplier bills) are excluded. Consider the following:
• An account group should include accounts of only one type (e.g., only expense or only income). • Allocation and billing rules are applied to transactions by account group. If the transactions of two separate accounts should follow different rules, the two accounts should be included in different account groups. • The account group is most frequently used as a key to billing rates (for burden, overhead, etc.). If transactions usually use the same rate, consider including their accounts in one group. If transactions generally use different rates, consider including their accounts in different groups.
The account group is not the only key to allocation rates. Rates can also depend on employees, inventory items, projects, and tasks.
Additionally, consider off-balance account groups—accounts that are not linked to GL accounts and hold amounts not posted to GL. An example of an off-balance account group is “unrecognized revenue”: You may want to see the amount in your project reporting, but you do not want to post it to GL until actual billing is done, and thus revenue is recognized. The usage of such account groups is covered in greater depth later in this guide, in the attribute allocation project scenario.
For each identified group, record the following:
• Account Group ID: A unique identifier of the account group • Type of account group: “Assets,” “Liability,” “Income,” “Expense,” or “Off- Balance.” The group type should be the same as the type of GL accounts included in the group. The off-balance group cannot include any GL accounts. • A short description of the account group • A list of GL Accounts included in the group • Values for custom attributes
For additional details, refer to the Account Groups help topic.
Define allocation The Project rate is used as a parameter in allocation rule formulas. It can mean… and billing rates • Billing unit rate: The original transaction quantity is multiplied by the rate to determine the billable amount. For example, if you charge $100/hour for consulting work, the rate is 100. • Billing factor: The original transaction amount is multiplied by the rate to determine the billable amount. For example, if you re-invoice subcontractor bills to a customer with a 10 percent surcharge, the rate is 1.1.
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• Overhead rate: The original transaction amount is multiplied by the rate to determine the amount of billable overhead. For example, if you charge a project with $20 in admin overhead for every $100 of direct labor cost, the rate is 0.2.
Rates are not restricted to these three options. Rates can be used in allocation rule formulas wherever numeric values are incorporated.
Considerations:
• Different types of rates should be maintained in separate rate tables. For example, billing unit rate and billing factor should not be grouped together under one rate code. • A rate code produces only one rate figure for a particular transaction that is being allocated. If you need to calculate two different amounts for the same original transaction (e.g., admin burden and billing amount), you should use two different rate codes in two separate allocation steps. • A rate code can group rates by parameter—“Account Group,” “Project,” “Task,” “Employee,” “Inventory”—or any combination of parameters. For example, if the billable rate for senior consultants is different from the billable rate for junior consultants, you should use one rate code with the parameter “Employee.”
For each identified rate code, enter the rate code (identifier of the rate table) and a short description.
Define lookup rules for each rate table and customer price class:
• Sequence determines the order in which the applicability of the lookup rule to the original transaction is checked. • The five parameter check boxes—Account Group, Project, Project Task, Employee, and Inventory—indicate the fields of the original transaction that will be checked for applicability to the rule. • A short description of the order rule is optional.
You can select any combination of the parameters mentioned above: one or some, all or none. Allocation tries to match the lookup rule with the original transaction: If the lookup parameter fields are different, the rule is skipped and the next rule is tried. The more specific the rule (more parameters), the smaller the assigned sequence number; the less specific
the rule (fewer parameters), the greater the sequence number. Rules with no parameters should be given the biggest sequence number, because such rules apply to any transaction. These rules should be tried only after all other rules.
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For each sequence of each rate table, input the following:
• The rate • A list of applicable account groups, projects, tasks, employees, and/or inventory items, according to the parameters defined in the lookup rule sequence
Rates are date-sensitive: It is possible to create a “schedule” indicating when one rate will supersede another. However, for the purposes of this implementation, the rates you enter into the system should have a start
date equivalent to the first operational date of the PM module and a blank end date.
For examples of rate definitions, see “Projects Allocation and Billing Rate Examples.” For further details, refer to the Rate Codes, Rate Lookup Rules, and Rate Tables help topics.
Design allocation Analyze your business needs and practices and design your own allocation and billing rules. and billing rules For each rule, write down the definition:
• Rule ID • Description • Allocation Rule steps o Step ID o Description o Sum (yes/no) o Post (yes/no) o Rate Code ID o Formulas for Quantity, Billable Quantity, Amount, Description of allocation transaction. o Range Start/End (for sum step only) o Account Group From/To (for non-sum step only) o Method (Budget/Transaction) o Update GL (yes/no) o Debit of allocation transaction: Project, Task, Account Group, Account, Subaccount o Credit of allocation transaction: Project, Task, Account Group, Account, Subaccount o Grouping (Full Detail or any combination of by Item/by Employee/by Date/by Vendor) o Allocation to include Non-Billable transactions (yes/no), Zero Amount (yes/no), Zero Quantity (yes/no) o Copy Notes (yes/no) o Reverse: On Invoice Release, On Project Billing, Never • Billing Rule steps o Account Group - source of billable amounts o Invoice Description o Settings for Accounts Receivable invoice revenue account: Account Source, Subaccount Mask, Account, Subaccount o Include Non-Billable transactions (yes/no)
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o Limit billed Quantity (yes/no) o Limit billed Amount (yes/no) o Limits Account Group - source of amount/quantity limits o WIP Account Group o Copy Notes (yes/no)
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Project Management Module Configuration Checklist
This section walks you through the process of configuring Acumatica’s Project Management module.
# Task / Form Deliverables
1 Define auto-numbering Create numbering sequences for: sequences • PM batches (if not shared with other modules); • PM transactions (using the predefined sequence PMTRAN); Configuration > Common • Auto-numbered segments of the PROJECT segmented key Settings > Common Settings (if needed). > Numbering Sequences (screen ID CS201010) 2 Define the structure of PM Define the segmented structure of the following keys: identifiers • PROJECT Configuration > Common • PROTASK Settings > Segmented Keys • ACCGROUP > Segmented Keys (screen ID CS202000) 3 Maintain valid values for Enter permitted values for validated segments of the following validated segments keys:
• PROJECT Configuration > Common • PROTASK Settings > Segmented Keys • ACCGROUP
> Segment Values (screen ID CS203000) 4 Configure PM module Configure the following: preferences • Batch Numbering Sequence • Transaction Numbering Sequence Organization > Projects > • Non-Project Code Configuration > Setup > • Automatically Post on Release Projects Preferences • Automatically Release Allocations (screen ID PM101000) • Visibility Settings • Account Settings 5 Create PM module Create attributes to hold custom configuration and parameters for: attributes • Projects
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• Project tasks • Account groups Configuration > Common Settings > Common Settings > Attributes (screen ID CS205000) 6 Configure PM module Configure attributes for use with their respective entities: attributes • Projects • Project Tasks Organization > Projects > • Account Groups Configuration > Setup > Attributes (screen ID PM202000) 7 Create account groups Create account groups and assign GL accounts to them as planned.
Organization > Projects > Configuration > Setup > Account Groups (screen ID PM201000) 8 Create rate tables Create planned rate tables.
Organization > Projects > Configuration > Setup > Rate Tables (screen ID PM204200) 9 Create rate types Create planned rate types.
Organization > Projects > Configuration > Setup > Rate Types (screen ID PM204100) 10 Create rate lookup rules Create lookup rules for the rate tables.
Organization > Projects > Configuration > Rate Lookup Rules (screen ID PM205000) 11 Maintain rate tables Maintain current allocation and billing rate values in the defined rate tables. Organization > Projects > Work Area > Manage > Rate Tables (screen ID
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PM206000) 12 Create allocation and Create planned allocation and billing rules. billing rules
Organization > Projects > Configuration > Allocation Rules (screen ID PM207500)
Organization > Projects > Configuration > Billing Rules (screen ID PM207000)
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Integration
Acumatica modules integrated with the Project Management module do not require any change in their configuration once PM is implemented.
There are two points, however, you may wish to consider:
1. Integrated modules do not post transactions to PM directly: The original transaction is first posted to the General Ledger, and is then copied from GL to PM. This means, for example, that if the Post Summary on Updating GL box is checked on the Accounts Payable Preferences form, PM projects will receive summaries of AP transactions. To update PM with the full details of the original project transactions, deselect the Post Summary on Updating GL option on the AP Preferences (screen ID AP101000), AR Preferences (screen ID AR101000), and IN Preferences (screen ID IN101000) forms. 2. Transactions from integrated modules reach PM only after they are released and posted. Manual processing time can be reduced by configuring the integrated modules to release and post transactions automatically: a) Select the Automatically Post on Release option on the AP Preferences (screen ID AP101000), AR Preferences (screen ID AR101000), and IN Preferences (screen ID IN101000) forms. b) Select the Automatically Release IN Documents option on the SO Preferences form (screen ID SO101000). c) Select the Release AP Documents Automatically and Release IN Documents Automatically options on the PO Preferences form (screen ID PO101000). d) Select the Automatically Release PM Documents option on the Time & Expenses Preferences form (screen ID EP101000). Project Scenario: Time and Materials (T&M) Project Summary of the T&M Project Scenario Your client, Michael Scott, runs a consulting firm and wants to track his consulting projects. He currently has the Acumatica Financial Management Suite, Distribution Management Suite, Customer Management Suite, and Employee Management module configured for his business, and he would now like to implement the Project Management module.
Specifically, your client wants to track a budget for his projects, and he would like his employees’ time cards to bill the appropriate project(s) automatically. His projects are strictly time and materials projects, but once in a while he hires subcontractors to execute project tasks. When he does need subcontractor help, he uses the firm KRK Consulting Service, which charges him $150 per hour. On occasion, he sells servers to his clients; when he does so, he puts a 20 percent markup on the equipment he is selling.
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Your client employs two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. If traveling is required, travel expenses are re-invoiced with no markup to the customer.
His first project has budgeted resources for the following tasks:
Task Hourly Sales Price Budget Hours Database Administrator Tasks $180/hr. 8 hours Senior Consultant Tasks $140/hr. 5 hours Junior Consultant Tasks $100/hr. 16 hours Server (1) Cost + 20%
Since your client does not employ a database administrator, he will be contracting with KRK Consulting Service to execute the necessary 8 hours.
IMPORTANT: Jim Halpert is a recent hire. Since he is very new to his position, your client anticipates that he will need some help from Andy. Jim is expected to execute 12 hours of the junior consultant tasks, with Andy pitching in on the 6 remaining hours.
Here is a breakdown of the actual hours, as described above:
Task KRK Consulting Service Andy Bernard Jim Halpert - Actual Hours - - Actual Hours - - Actual Hours - Database Administrator Tasks 8 hours Senior Consultant Tasks 4 hours Junior Consultant Tasks 6 hours 12 hours Server (1) Cost: $1,000
Verify the Employee Management Configuration You should have already configured your client’s Employee Management module—and his employees— as part of the P130 Employee Management Configuration certification course, which is a prerequisite for this course. Per the project scenario, verify that your client’s employees have the correct labor class and correct employee cost. Create a Stock Item As part of your client’s Project Management module configuration, you will need to bill a stock item— the server. To do so, you must first create a server as a stock item.
Hands on: Create a Stock Item
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1. Open the Stock Items form (screen ID IN202500): Distribution > Inventory > Work Area > Manage > Stock Items
2. Create the following stock item:
Form Section Field Value Stock Item Summary Inventory ID SERVER Stock Item Summary Description Server General Settings tab Default Subitem 0 General Settings tab Use on Entry {checked} Subitem tab 0 – Default {checked} GL Accounts tab COGS Account 50000 GL Accounts tab COGS Sub. 000-OPS Other sections and tabs All fields {accept default}
3. Save your changes.
4. If you are using “UNIT” as the unit of measure for your stock item, open the Units Of Measure form (screen ID CS203100) to verify that UNIT is configured. If not, add it in this screen. If it is not created, you will not be able to receive or issue the stock item. Receive Stock Items in Your Client’s Warehouse In order to have stock items available for this project management scenario, you will need to receive SERVER items in your client’s warehouse at a cost of $1,000 per server. Make sure your client has received at least 20 servers as of 01/01/2014.
Hands on: Receive Stock Items
1. Open the Receipts form (screen ID IN301000): Distribution > Inventory > Work Area > Enter > Receipts
2. Create the following stock receipt:
Form Section Field Value Summary Reference Nbr.
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Transaction Details tab Warehouse MAIN Transaction Details tab Location L01 Transaction Details tab Quantity 20 Transaction Details tab UOM UNIT Transaction Details tab Unit Cost 1,000.00 All other fields {accept default}
3. Release your document. Create a Reason Code for Issuing Material to the Project In order to be able to issue stock items (the servers) to your client’s project, you need to establish a reason code for issuing material to project. This reason code will “force” the appropriate GL accounts for the project.
Hands on: Create a Reason Code
1. Open the Reason Codes form (screen ID CS211000): Finance > Accounts Receivable > Configuration > Setup > Reason Codes
2. Configure a reason code as follows:
Form Section Field Value Reason Code Reason Code PROJECT Reason Code Description Material for Project Reason Code Usage Issue Reason Code Combine Sub from RRR-RRR Reason Code Account 50000 Reason Code Subaccount 000-OPS Reason Code Sales Account 40000 Reason Code Sales Sub. C00-000
3. Save your changes.
Now that you have completed the necessary stock items configurations, you can begin the Project Management Module Configuration Checklist.
#1: Define Auto-Numbering Sequences
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Learning Objects
Learn how to configure numbering sequences—automatically generated IDs—for Acumatica objects and transactions, such as GL batches, invoices, bills, and PM transactions.
Hands on: PM Transaction Numbering Sequence
Use the Numbering Sequences form to define a numbering sequence that will be used to uniquely identify transactions generated in the Project Management module.
1. Open the Numbering Sequences form (screen ID CS201010): Configuration > Common Settings > Common Settings > Numbering Sequences
2. Verify the PMTRAN sequence as follows:
Form Section Field Value Summary Numbering ID PMTRAN Summary Description PM Transaction Numbering Summary Manual Numbering {unchecked} Summary New Number Symbol
3. Save your changes.
Hands on: Project Numbering Sequence
Use the Numbering Sequences form to define a numbering sequence that will be used to uniquely identify projects created in the Project Management module.
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1. Open the Numbering Sequences form (screen ID CS201010): Configuration > Common Settings > Common Settings > Numbering Sequences
2. Verify the PROJECT sequence as follows:
Form Section Field Value Summary Numbering ID PROJECT Summary Description Project Numbering Summary Manual Numbering {unchecked} Summary New Number Symbol
3. Save your changes.
#2: Define the Structure of PM Identifiers
Learning Objects
Learn how to structure segmented keys for projects, project tasks, and account groups. Segmented keys are used as templates when creating a new project, project task, or account group.
Hands on: Set Size and Mask for Project Codes
Use the Segmented Keys form to define the size, segmentation, and edit mask for the codes that will be used to identify your client’s projects. For the purposes of this scenario, you will implement the system default, which dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined “segments.”
1. Open the Segmented Keys form (screen ID CS202000): Configuration > Common Settings > Segmented Keys > Segmented Keys
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2. Select “PROJECT” in the Segmented Key ID field, and confirm that the Key Definition fields are populated as follows:
Form Section Field Value Key Definition Segmented Key ID PROJECT Key Definition Parent {accept default} Key Definition On-The-Fly Entry {unchecked} Key Definition Specific Module {blank} Key Definition Numbering ID PROJECT Key Definition Description Project Key Definition Length {accept default} Key Definition Segments {accept default}
3. Confirm that the fields in the Segment Definition section (i.e. the “grid”) contain the following values. Double-click on the Segment ID line to make any changes.
Form Section Field Value Segment Definition Segment ID 1 Segment Definition Description Main Segment Definition Length 10 Segment Definition Align Left Segment Definition Edit Mask Unicode Segment Definition Case Conversion No Change Segment Definition Validate {unchecked} Segment Definition Auto Number {checked} Segment Definition Separator -
4. Save your changes.
Hands on: Set Size and Mask for Project Task Codes
Use the Segmented Keys form to define the size, segmentation, and edit mask for the codes that will be used to identify your client’s project tasks. For the purposes of this scenario, you will implement the system default, which dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined “segments.”
1. Open the Segmented Keys form (screen ID CS202000): Configuration > Common Settings > Segmented Keys > Segmented Keys
2. Select “PROTASK” in the Segmented Key ID field, and confirm that the Key Definition fields are populated as follows:
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Form Section Field Value Key Definition Segmented Key ID PROTASK Key Definition Parent {accept default} Key Definition On-The-Fly Entry {unchecked} Key Definition Specific Module {blank} Key Definition Numbering ID {blank} Key Definition Description Project Task Key Definition Length {accept default} Key Definition Segments {accept default}
3. Confirm that the fields in the Segment Definition section (i.e. the “grid”) contain the following values. Double-click on the Segment ID line to make any changes.
Form Section Field Value Segment Definition Segment ID 1 Segment Definition Description Main Segment Definition Length 10 Segment Definition Align Left Segment Definition Edit Mask Alphanumeric Segment Definition Case Conversion Uppercase Segment Definition Validate {unchecked} Segment Definition Auto Number {unchecked} Segment Definition Separator -
4. Save your changes.
Hands on: Set Size and Mask for Account Group Codes
Use the Segmented Keys form to define the size, segmentation, and edit mask for the codes that will be used to identify your client’s account groups. For the purposes of this scenario, you will implement the system default, which dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined “segments.”
1. Open the Segmented Keys form (screen ID CS202000): Configuration > Common Settings > Segmented Keys > Segmented Keys
2. Select “ACCGROUP” in the Segmented Key ID field, and confirm that the Key Definition fields are populated as follows:
Form Section Field Value Key Definition Segmented Key ID ACCGROUP
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Key Definition Parent {accept default} Key Definition On-The-Fly Entry {unchecked} Key Definition Specific Module {blank} Key Definition Numbering ID {blank} Key Definition Description Account Group Key Definition Length {accept default} Key Definition Segments {accept default}
3. Confirm that the fields in the Segment Definition section (i.e. the “grid”) contain the following values. Double-click on the Segment ID line to make any changes.
Form Section Field Value Segment Definition Segment ID 1 Segment Definition Description Main Segment Definition Length 10 Segment Definition Align Left Segment Definition Edit Mask Alphanumeric Segment Definition Case Conversion Uppercase Segment Definition Validate {unchecked} Segment Definition Auto Number {unchecked} Segment Definition Separator -
4. Save your changes.
#3: Maintain Valid Values for Validated Segments
Learning Objects
Learn how to define, view, and edit a list of values for a segmented key.
The PROJECT, PROTASK, and ACCGROUP segmented keys are not configured to be validated; it is not necessary to define acceptable values for them.
#4: Configure PM Module Preferences
Learning Objects
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Learn how to configure your Project Management module preferences, as well as understand the impact of each option.
You use the Projects Preferences form (screen ID PM101000) to initialize the PM module and establish appropriate project management settings.
Section Field Description
General Transaction The numbering sequence the system uses to automatically number Settings Numbering project-related transactions Sequence
General Batch The numbering sequence the system uses to number project-related Settings Numbering batches Sequence
General Non-Project The project ID code that indicates that a specific transaction or task is Settings Code not related to any project. The default value is “X.” When the PM module is integrated with other modules, the data entry forms in those modules display a mandatory Project column, where the user must specify the project associated with the transaction. The user can enter the non-project code when the transaction is not associated with any project.
General Project The approval map for projects Settings Assignment Map
General Automatically A check box that determines whether PM transactions will be Settings Post on Release automatically posted to GL once they are released
General Automatically A check box that indicates whether PM allocation transactions will be Settings Release automatically released immediately after they are generated. Even if Allocations this check box is not selected, you will still be able to release PM allocation transactions manually—via the Release Transactions form (screen ID PM501000).
Visibility GL If selected, a check box that integrates the General Ledger (GL) module Settings with projects in the PM module. With this option is enabled, users can select the associated project and task when entering a GL document.
Visibility AP If selected, a check box that integrates the Accounts Payable (AP) Settings module with projects in the PM module. With this option is enabled, users can select the associated project and task when entering an AP document.
Visibility AR If selected, a check box that integrates the Accounts Receivable (AR) Settings module with projects in the PM module. With this option is enabled,
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users can select the associated project and task when entering an AR document.
Visibility SO If selected, a check box that integrates the Sales Order Management Settings (SO) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering an SO document.
Visibility TE If selected, a check box that integrates the Employee Portal (EP) module Settings with projects in the PM module. With this option enabled, users can select the associated project and task when entering an EP document.
Visibility PO If selected, a check box that integrates the Purchasing Management Settings (PO) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a PO document.
Visibility IN If selected, a check box that integrates the Inventory Management (IN) Settings module with projects in the PM module. With this option enabled, users can select the associated project and task when entering an IN document.
Visibility CA If selected, a check box that integrates the Cash Management (CA) Settings module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a CA document.
Visibility CR If selected, a check box that integrates the Customer Management (CR) Settings module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a CR document.
Account Expense The source of the account for the debit side of the project transactions. Settings Account Source The following options are available:
• “Labor Item”: Select this option to have the system use the same debit account in the project transaction as in the labor item for the time card. • “Project”: Select this option to have the system use the same debit account in the project transaction as in the underlying project. • “Task”: Select this option to have the system use the same debit account in the project transaction as in the underlying task. • “Resource”: Select this option to have the system use the same debit account in the project transaction as the one associated with the employee specified in the time card.
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Account Expense Sub. The subaccount mask that defines the rule for choosing segment values Settings Source for the expense subaccount to be used for project transactions. To set up the rule, select a segment, press F3, and choose the source of the segment value:
• E: The subaccount associated with the employee specified in the time card • I: The subaccount associated with the non-stock item (labor item) used in the time card • P: The subaccount associated with the project • T: The subaccount associated with the project task
The character designating the chosen option is repeated as many times as there are characters in the segment. For more details, see Combined Subaccounts.
Account Expense Accrual The source of the account for the debit side of the projects transaction, Settings Account Source to be generated on release of the time cards. The following options are available:
• “Labor Item”: Select this option to use by default the same debit account in the project transaction as in the labor item for the time card. • “Project”: Select this option to use by default the same debit account in the project transaction as in the underlying project. • “Task”: Select this option to use by default the same debit account in the project transaction as in the underlying task. • “Resource”: Select this option to have the system use the same debit account in the project transaction as the one associated with the employee specified in the time card.
Account Expense Accrual The subaccount mask that defines the rule for choosing segment values Settings Sub. Source for the expense subaccount to be used on data entry forms in the Project Management module. To set up the rule, select a segment, press F3, and choose the source of the segment value:
• E: The subaccount associated with the employee specified in the time card • I: The subaccount associated with the non-stock item (labor item) used in the time card • P: The subaccount associated with the project • T: The subaccount associated with the project task
The character designating the chosen option is repeated as many times there are characters in the segment. For more details, see Combined Subaccounts.
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Hands on: Complete the Projects Preferences Form
You have discussed the meaning and implications of each of the Projects Preferences form fields with your client, and he has decided on values and settings that will best meet his company’s needs. Complete the Projects Preferences form with those agreed-upon values and settings, as defined below.
1. Open the Project Preferences form (screen ID PM101000): Organization > Projects > Configuration > Setup > Projects Preferences
2. Populate the form as follows:
Form Section Field Value General Settings Transaction Numbering Sequence PMTRAN General Settings Batch Numbering Sequence BATCH General Settings Non-Project Code X General Settings Project Assignment Map {blank} General Settings Automatically Post on Release {checked} General Settings Automatically Release Allocations {unchecked} Visibility Settings GL {checked} Visibility Settings AP {checked} Visibility Settings AR {checked} Visibility Settings SO {checked} Visibility Settings PO {checked} Visibility Settings TE {checked} Visibility Settings IN {checked} Visibility Settings CA {unchecked} Visibility Settings CR {checked} Account Settings Expense Account Source Labor Item Account Settings Expense Sub. Source III-III Account Settings Expense Accrual Account Source Labor Item Accrual Account Settings Expense Accrual Sub. Source III-III
3. Save your changes.
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#5: Create PM Module Attributes
Your client would like to track the project burden percentage as a text field on each project. This information will not be used for his company’s T&M projects, but he may decide to use it for WIP projects at a later date.
Hands on: Create PM Attributes
1. Open the Attributes form (screen ID CS205000): Configuration > Common Settings > Common Settings > Attributes
2. Populate the form as follows:
Form Section Field Value Summary Attribute ID BURDEN Summary Description Project Burden Percentage Summary Control Type Text Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid All fields {blank}
3. Save your changes.
#6: Configure PM Module Attributes
Now that you have created an attribute for your client’s projects, it is necessary to add the attribute to the PM module’s Attributes form.
Hands on: Configure PM Attributes
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1. Open the Attributes form (screen ID PM202000): Organization > Projects > Configuration > Setup > Attributes
2. Populate the form as follows:
Form Section Field Value Summary Name Project Grid Attribute ID BURDEN Grid Description {accept default} Grid Sort Order {blank} Grid Required {unchecked} Grid Control Type Text
3. Save your changes.
#7: Create Account Groups
Learning Objects
Learn how to define and configure your client’s account groups to meet his company’s project billing and allocation requirements.
Per your client project scenario, you will have to define multiple account groups. Remember that the allocation and billing rules select transactions by account group. If transactions of two separate accounts need to follow different rules, those two accounts should be included in different account groups. Below are the seven account groups you’ll need to create:
Account Group Rule LABOR Labor rate by task SUBCON Labor rate by task MATERIAL Cost + 20% TRAVEL Cost UNBILLED No rule, but unbilled amounts will affect this account group UNRECREV No rule, but unrecognized revenue will affect this account group REVENUE No rule, but revenue information will affect this account group
Hands on: Create Account Groups
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You have discussed the meaning and implications of each account group with your client, and he has decided on the values and settings that will best meet his company’s needs. Complete the Account Groups form with those agreed-upon values and settings, as defined below.
1. Open the Account Groups form (screen ID PM201000): Organization > Projects > Configuration > Setup > Account Groups
2. Populate the Account Group Summary section as follows:
Form Section Field Value Account Group Summary Account Group ID LABOR Account Group Summary Type Expense Account Group Summary Description Labor Account Group Summary Active {checked}
3. Populate the Grid section as follows:
Form Section Field Value Accounts tab Account 51200 Accounts tab Type Expense Accounts tab Account Class COGS Accounts tab Description Cost of Goods Sold, Salaries and Wages Attributes tab Attribute {blank} Attributes tab Value {blank}
4. Save your changes.
5. Repeat the same configuration for the other account groups. Note: If the GL accounts “11020 – Project Unbilled” and “20300 – Unrecognized Revenue” are not created, please create both prior to executing this task.
Account Group ID Type Description Account SUBCON Expense Subcontractors 51000 MATERIAL Expense Project Material 50000 TRAVEL Expense Travel & Accommodations 63100 & 63200 UNBILLED Asset Unbilled AR 11010 & 11020 UNRECREV Liability Unrecognized Revenue 20300 REVENUE Income Project Revenue 40000
6. Save your changes.
#8: Create Rate Tables
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Learning Objects
Learn how to define and configure your client’s rates tables according to his company’s project billing requirements.
Per to your client project scenario, you will need to configure multiple billing rates—for project tasks and for material and travel expenses. For the time being, however, you only need to use a standard rate table. Define the standard rate table as follows:
Rate Table Description STANDARD Standard Rate Table
Hands on: Create a Rate Table
1. Open the Rate Tables form (screen ID PM204200): Organization > Projects > Configuration > Setup > Rate Tables
2. Populate the form with the following values:
Rate Table Description STANDARD Standard Rate Table
3. Save your changes.
#9: Create Rate Types
Learning Objects
Learn how to define and configure your client’s rate types according to his company’s project billing requirements.
Per your client project scenario, you do not need to configure special rates per customer; a default rate type will suffice at this point in time, since another price dimension is unnecessary.
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Hands on: Create Rate Types
1. Open the Rate Types form (screen ID PM204100): Organization > Projects > Configuration > Setup > Rate Types
2. Populate the form with the following values and settings:
Rate Type Description LABORTASK Rate code by Labor Task (for T&M projects) MATERIAL Billing rate for material TRAVEL Billing Rate for travel expenses SUBCON Billing Rate for subcontractor
3. Save your changes.
#10: Create Rate Lookup Rules
Learning Objects
Learn how to define and configure your client’s rate lookup rules according to his company’s project billing requirements.
In order to add a billing rate, you have to define the billing sequence. Your client’s labor will have different billing rates by project task, therefore you will need to establish separate billing sequences for those rates. You will also need to define billing sequences for material and travel expenses. Below are the billing sequences needed for the T&M project scenario:
Labor Material Travel Subcontractor DBA Tasks Material billing rate Travel billing rate DBA tasks SR Consultant Tasks SR Consultant Tasks JR Consultant Tasks JR Consultant Tasks
Hands on: Create Rate Lookup Rules
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1. Open the Rate Lookup Rules form (screen ID PM205000): Organization > Projects > Configuration > Setup > Rate Lookup Rules
2. Populate the form with the following values and settings:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type Labor Task
Fill the Grid section as follows:
Sequence Description Project Project Account Inventory Employee Task Group 100 DBA Tasks {unchecked} {checked} {unchecked} {unchecked} {unchecked} 200 Senior {unchecked} {checked} {unchecked} {unchecked} {unchecked} Consultant Tasks 300 Junior {unchecked} {checked} {unchecked} {unchecked} {unchecked} Consultant Tasks
3. Save your changes.
4. Repeat the same operation in order to complete the Rate Lookup Rules form for “MATERIAL”:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type MATERIAL
Fill the Grid section as follows:
Sequence Description Project Project Task Account Inventory Emplo Group yee 100 Material {unchecked} {unchecked} {checked} {unchecked} {uncheck Billing Rate ed}
5. Save your changes.
6. Repeat the same operation in order to complete the Rate Lookup Rules form for “TRAVEL”:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type TRAVEL
Fill the Grid section as follows:
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Sequence Description Project Project Account Inventory Employee Task Group 100 Travel {unchecked} {unchecked} {checked} {unchecked} {unchecked} Billing Rate
7. Save your changes.
8. Repeat the same operation in order to complete the Rate Lookup Rules form for “SUBCON”:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type SUBCON
Fill the Grid section as follows:
Sequence Description Project Project Account Inventory Employee Task Group 100 DBA Tasks {unchecked} {checked} {unchecked} {unchecked} {unchecked} 200 Senior {unchecked} {checked} {unchecked} {unchecked} {unchecked} Consultant Tasks 300 Junior {unchecked} {checked} {unchecked} {unchecked} {unchecked} Consultant Tasks
9. Save your changes.
#11: Maintain Rate Tables
Learning Objects
Learn how to define and configure your client’s rate tables according to his company’s project billing requirements.
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Now that you have established your client’s billing sequences, you can insert the rates for each sequence.
Code Sequence Rate LABOR 100 - DBA Tasks $180/hr. LABOR 200 - SR Consultant Tasks $140/hr. LABOR 300 - JR Consultant Tasks $100/hr. MATERIAL 100 - Material Billing Rate Cost + 20% TRAVEL 100 - Travel Billing Rate Cost SUBCON 100 - DBA Tasks $180/hr. SUBCON 200 - SR Consultant Tasks $140/hr. SUBCON 300 - JR Consultant Tasks $100/hr.
Hands on: Maintain Rate Tables
1. Open the Rate Tables form (screen ID PM206000): Organization > Projects > Work Area > Manage > Rate Tables
2. Populate the form with the following values and settings:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence 100 - DBA Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 180.00
3. Save your changes, then populate the form as follows:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence 200 - SR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 140.00
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4. Save your changes, then populate the form as follows:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence 300 - JR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 100.00
5. Save your changes.
Since your client’s billing rule is defined by project tasks, you will need to add each project task
to the Rate Tables form Tasks tab—after you’ve created the project.
6. Repeat the same operation for the MATERIAL rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type MATERIAL Summary Sequence 100 – Material Billing Rate Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Material Rate Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 1.2 Account Groups Account Group MATERIAL Account Groups Description Material
7. Save your changes.
8. Repeat the same operation for the TRAVEL rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type TRAVEL Summary Sequence 100 - Travel Billing Rate Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Travel Rate Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 1.0 Account Groups Account Group TRAVEL
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Account Groups Description Travel & Accommodation
9. Save your changes.
10. Repeat the same operation for the SUBCON rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence 100 - DBA Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 180.00
11. Save your changes, then populate the form as follows:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence 200 - SR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 140.00
12. Save your changes, then populate the form as follows:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence 300 - JR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it’s free text} Summary Description Labor Task rates Rate Start Date 01/01/2014 Rate End Date {blank} Rate Rate 100.00
13. Save your changes.
#12: Create Allocation and Billing Rules
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Learning Objects
Learn how to configure rules for your client’s allocation transactions according to the billing rate table defined in step 11.
The following hands-on exercise will walk you through the creation of allocation and billing rules for time and material (T&M) projects, per your client’s needs.
For further examples of allocation and billing rules, please reference “Projects Allocation and Billing Rules Examples,” located in the “Acumatica ERP Implementation Checklists” section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the “Preparation” section of the Implementing Projects guide and the “Allocation Rules” section of the Projects user guide.
Hands on: Create Allocation and Billing Rules
1. Open the Allocation Rules form (screen ID PM207500): Organization > Projects > Configuration > Setup > Allocation Rules
2. Populate the Summary section as follows:
Form Section Field Value Rule Summary Allocation Rule TMR Rule Summary Description Time & Material
3. Click the “+” button to add a step ID, and populate the fields as follows:
Form Section Field Value Allocation Rule grid Step ID 10 Allocation Rule grid Description Calculate billable labor Calculation Rules: Summary Allocation Method Allocate Transactions Calculation Rules: Summary Create Allocation Transaction {checked} Calculation Rules: Selection Select Transactions Not Allocated Transactions Criteria Calculation Rules: Selection Account Group From LABOR Criteria Calculation Rules: Selection Account Group To {blank} Criteria Calculation Rules: Selection Range Start {blank} Criteria Calculation Rules: Selection Range End {blank}
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Criteria Calculation Rules: Rate Rate Type LABORTASK Settings Calculation Rules: Rate If @Rate is not defined Raise Error Settings Calculation Rules: Quantity Formula =[PMTran.Qty] Calculation Settings Calculation Rules: Billable Qty. Formula =[PMTran.BillableQty] Calculation Settings Calculation Rules: Amount Formula =[PMTran.BillableQty]*@Rate Calculation Settings Calculation Rules: Description Formula =IsNull([EPEmployee.AcctName],[PM Calculation Settings Tran.Description]) Allocation Settings: Post Transaction to GL {checked} Transaction Options Allocation Settings: Reverse Allocation On Invoice Release Transaction Options Allocation Settings: Date Source Original Transaction Transaction Options Allocation Settings: Create Transaction with Zero {unchecked} Transaction Options Qty. Allocation Settings: Create Transaction with Zero {unchecked} Transaction Options Amount Allocation Settings: Create Non-Billable Transaction {unchecked} Transaction Options Allocation Settings: Debit Transaction Branch Use Source Transaction Allocation Settings: Debit Project Use Source Transaction Allocation Settings: Debit Task Use Source Transaction Allocation Settings: Debit Account Group {blank} Transaction Allocation Settings: Debit Account Origin Replace: 11020 Transaction Allocation Settings: Debit Subaccount AAA-AAA: 000-000 Transaction Allocation Settings: Credit Transaction Branch Use Source Transaction Allocation Settings: Credit Account Group {blank} Transaction Allocation Settings: Credit Account Origin Replace: 20300 Transaction Allocation Settings: Credit Subaccount AAA-AAA: C00-000 Transaction Allocation Settings: By Date {checked} Aggregate Transactions Allocation Settings: By Employee {checked}
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Aggregate Transactions Allocation Settings: By Vendor {checked} Aggregate Transactions Allocation Settings: By Item {checked} Aggregate Transactions
4. Click the “+” button to add a second step ID, and fill the fields as follows:
Form Section Field Value Allocation Rule grid Step ID 20 Allocation Rule grid Description Calculate billable material Calculation Rules: Summary Allocation Method Allocate Transactions Calculation Rules: Summary Create Allocation Transaction {checked} Calculation Rules: Selection Select Transactions Not Allocated Transactions Criteria Calculation Rules: Selection Account Group From MATERIAL Criteria Calculation Rules: Selection Account Group To {blank} Criteria Calculation Rules: Selection Range Start {blank} Criteria Calculation Rules: Selection Range End {blank} Criteria Calculation Rules: Rate Rate Type MATERIAL Settings Calculation Rules: Rate If @Rate is not defined Raise Error Settings Calculation Rules: Quantity Formula =[PMTran.Qty] Calculation Settings Calculation Rules: Billable Qty. Formula =[PMTran.BillableQty] Calculation Settings Calculation Rules: Amount Formula =[PMTran.Amount]*@Rate Calculation Settings Calculation Rules: Description Formula =IsNull( [InventoryItem.Descr], Calculation Settings [PMTran.Description]) Allocation Settings: Post Transaction to GL {checked} Transaction Options Allocation Settings: Reverse Allocation On Invoice Release Transaction Options Allocation Settings: Date Source Original Transaction Transaction Options Allocation Settings: Create Transaction with Zero Qty. {unchecked} Transaction Options Allocation Settings: Create Transaction with Zero {unchecked} Transaction Options Amount Allocation Settings: Create Non-Billable Transaction {unchecked} Transaction Options
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Allocation Settings: Debit Transaction Branch Use Source Transaction Allocation Settings: Debit Project Use Source Transaction Allocation Settings: Debit Task Use Source Transaction Allocation Settings: Debit Account Group {blank} Transaction Allocation Settings: Debit Account Origin Replace: 11020 Transaction Allocation Settings: Debit Subaccount AAA-AAA: 000-000 Transaction Allocation Settings: Credit Transaction Branch Use Source Transaction Allocation Settings: Credit Account Group {blank} Transaction Allocation Settings: Credit Account Origin Replace: 20300 Transaction Allocation Settings: Credit Subaccount AAA-AAA: C00-000 Transaction Allocation Settings: By Date {checked} Aggregate Transactions Allocation Settings: By Employee {checked} Aggregate Transactions Allocation Settings: By Vendor {checked} Aggregate Transactions Allocation Settings: By Item {checked} Aggregate Transactions
5. Click the “+” button to add a third step ID, and fill the fields as follows:
Form Section Field Value Allocation Rule grid Step ID 30 Allocation Rule grid Description Re-invoice travel expenses Calculation Rules: Summary Allocation Method Allocate Transactions Calculation Rules: Summary Create Allocation Transaction {checked} Calculation Rules: Selection Criteria Select Transactions Not Allocated Transactions
Calculation Rules: Selection Criteria Account Group From TRAVEL
Calculation Rules: Selection Criteria Account Group To {blank} Calculation Rules: Selection Criteria Range Start {blank} Calculation Rules: Selection Criteria Range End {blank} Calculation Rules: Rate Settings Rate Type TRAVEL
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Calculation Rules: Rate Settings If @Rate is not defined Raise Error Calculation Rules: Calculation Quantity Formula {blank} Settings Calculation Rules: Calculation Billable Qty. Formula {blank} Settings Calculation Rules: Calculation Amount Formula =[PMTran.Amount] Settings Calculation Rules: Calculation Description Formula =[PMTran.Description] Settings Allocation Settings: Transaction Post Transaction to GL {checked} Options Allocation Settings: Transaction Reverse Allocation On Invoice Release Options Allocation Settings: Transaction Date Source Original Transaction Options Allocation Settings: Transaction Create Transaction with Zero {unchecked} Options Qty. Allocation Settings: Transaction Create Transaction with Zero {unchecked} Options Amount Allocation Settings: Transaction Create Non-Billable Transaction {unchecked} Options Allocation Settings: Debit Transaction Branch Use Source Transaction Allocation Settings: Debit Project Use Source Transaction Allocation Settings: Debit Task Use Source Transaction Allocation Settings: Debit Account Group {blank} Transaction Allocation Settings: Debit Account Origin Replace: 11020 Transaction Allocation Settings: Debit Subaccount AAA-AAA: 000-000 Transaction Allocation Settings: Credit Transaction Branch Use Source Transaction Allocation Settings: Credit Account Group {blank} Transaction Allocation Settings: Credit Account Origin Replace: 20300 Transaction Allocation Settings: Credit Subaccount AAA-AAA: C00-000 Transaction Allocation Settings: Aggregate By Date {checked} Transactions Allocation Settings: Aggregate By Employee {checked} Transactions Allocation Settings: Aggregate By Vendor {checked} Transactions Allocation Settings: Aggregate By Item {checked}
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Transactions
6. Click the “+” button to add a fourth step ID, and fill the fields as follows:
Form Section Field Value Allocation Rule Step ID 40 Allocation Rule Description Invoice Subcontractor Calculation Rules: Summary Allocation Method Allocate Transactions Calculation Rules: Summary Create Allocation Transaction {checked} Calculation Rules: Selection Select Transactions Not Allocated Transactions Criteria Calculation Rules: Selection Account Group From SUBCON Criteria Calculation Rules: Selection Account Group To {blank} Criteria Calculation Rules: Selection Range Start {blank} Criteria Calculation Rules: Selection Range End {blank} Criteria Calculation Rules: Rate Rate Type SUBCON Settings Calculation Rules: Rate If @Rate is not defined Raise Error Settings Calculation Rules: Quantity Formula {blank} Calculation Settings Calculation Rules: Billable Qty. Formula {blank} Calculation Settings Calculation Rules: Amount Formula =[PMTran.Qty]*@Rate Calculation Settings Calculation Rules: Description Formula =IsNull([Vendor.AcctName], Calculation Settings [PMTran.Description]) Allocation Settings: Post Transaction to GL {checked} Transaction Options Allocation Settings: Reverse Allocation On Invoice Release Transaction Options Allocation Settings: Date Source Original Transaction Transaction Options Allocation Settings: Create Transaction with Zero Qty. {unchecked} Transaction Options Allocation Settings: Create Transaction with Zero {unchecked} Transaction Options Amount Allocation Settings: Create Non-Billable Transaction {unchecked} Transaction Options Allocation Settings: Debit Transaction Branch Use Source Transaction Allocation Settings: Debit Project Use Source Transaction
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Allocation Settings: Debit Task Use Source Transaction Allocation Settings: Debit Account Group {blank} Transaction Allocation Settings: Debit Account Origin Replace: 11020 Transaction Allocation Settings: Debit Subaccount AAA-AAA: 000-000 Transaction Allocation Settings: Credit Transaction Branch Use Source Transaction Allocation Settings: Credit Account Group {blank} Transaction Allocation Settings: Credit Account Origin Replace: 20300 Transaction Allocation Settings: Credit Subaccount AAA-AAA: C00-000 Transaction Allocation Settings: By Date {unchecked} Aggregate Transaction Allocation Settings: By Employee {unchecked} Aggregate Transaction Allocation Settings: By Vendor {unchecked} Aggregate Transaction Allocation Settings: By Item {unchecked} Aggregate Transaction
7. Save your changes.
You can type the allocation formulas directly into each formula field, or you can click the Selector icon to open the Formula Editor window. The Formula Editor window allows you to manually browse through the Projects module tables and select a desired field. You can also use the Formula Editor window to validate your formula: Type directly in the window, and click the Validate button. A “Validation passed” notification appears if the formula syntax is correct. Note: Allocation formulas are case sensitive.
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8. Open the Billing Rules form (screen ID PM207000): Organization > Projects > Configuration > Setup > Billing Rules
9. Populate the Summary section as follows:
Form Section Field Value Rule Summary Billing Rule STANDARD Rule Summary Description Standard billing rule
10. Click the “+” button to add the following line to the Billing Rules grid:
Field Value Account Group UNBILLED Invoice Description Project billing Account Source Billing Rule Subaccount Mask BBB-BBB Account 40000 Subaccount C00-000 Include Non-Billable {checked} Limit Qty. {unchecked}
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Limit Amount {unchecked} Max. Limits Account Group {blank} WIP Account Group {blank} Copy Notes {checked}
11. Save your changes. T&M Project Process Flow
Now that you have executed all the necessary configurations for your client’s T&M projects, you can enter project data.
Create a T&M Project and Project Tasks
Learning Objects
Learn how to create and define a project and project tasks.
Hands on: Create a New T&M Project
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar, and create a new project with the following values:
Form Section Field Value Project Summary Project ID
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General Info tab Restrict Employees {unchecked} General Info tab Restrict Equipment {unchecked} General Info tab All check boxes (GL, AP, AR, SO, PO, TE, IN, CA, CR) {accept default} General Info tab Default Account {blank} General Info tab Default Subaccount C00-000 General Info tab Default Accrual Account {blank} General Info tab Default Accrual Sub. {blank} General Info tab Billing Period Month General Info tab Next Billing Date {accept Default} General Info tab Last Billing Date {accept Default} General Info tab Customer Location {accept default} General Info tab Allocation Rule TMR General Info tab Billing Rule Standard General Info tab Rate Table Standard General Info tab Run Allocation on PM Transaction Release {unchecked} General Info tab Automatically Release AR Documents {unchecked} *If this customer has not yet been created, add it in AR before entering this project.
3. Save your changes.
4. From the Tasks tab, click the “+” button to insert the following task:
Form Section Field Value Tasks tab Task ID 101 Tasks tab Description Project 1 - DBA Tasks Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {blank} Tasks tab Billing Option By Billing Period Tasks tab Default Account {accept default}
5. Save your changes.
6. From the Tasks tab, click the “+” button to insert a second task:
Form Section Field Value Tasks tab Task ID 201 Tasks tab Description Project 1 - Senior Consultant Tasks Tasks tab Location MAIN
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Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {accept default} Tasks tab Billing Option By Billing Period Tasks tab Default Account {accept default}
7. Save your changes.
8. From the Tasks tab, click the “+” button to insert a third task:
Form Section Field Value Tasks tab Task ID 301 Tasks tab Description Project 1 - Junior Consultant Tasks Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {accept default} Tasks tab Billing Option By Billing Period Tasks tab Default Account {accept default}
9. Save your changes.
10. From the Tasks tab, select the 101 line, then click the View Task button to insert detail information for that task. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button on the Budget tab toolbar to insert the following budget amounts:
Form Section Field Value Budget tab Type {accept default} Budget tab Account Group SUBCON Budget tab Inventory ID {accept default} Budget tab Description DBA Task (subcontractor) Budget tab Budget Qty. 8.00 Budget tab UOM HOUR
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Budget tab Rate 150.00 Budget tab Budget Amount {accept default} Budget tab Revised Qty. {blank} Budget tab Revised Amount {blank} Budget tab Production {unchecked} Budget tab Performance (%) {accept default}
Form Section Field Value Budget tab Type {accept default} Budget tab Account Group MATERIAL Budget tab Inventory ID SERVER Budget tab Description {accept default} Budget tab Budget Qty. 1.00 Budget tab UOM {accept default} Budget tab Rate 1,000.00 Budget tab Budget Amount {accept default} Budget tab Revised Qty. {blank} Budget tab Revised Amount {blank} Budget tab Production {unchecked} Budget tab Performance (%) {accept default}
11. Save your changes and close the Project Tasks window.
12. From the Tasks tab, select the 201 line, then click the View Task button to insert detail information for that task. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button on the Budget tab toolbar to insert the following budget amount:
Form Section Field Value Budget Type {accept default} Budget Account Group LABOR Budget Inventory ID SRCONSULT Budget Description Senior Consultant Budget Budget Qty. 5.00 Budget UOM HOUR Budget Rate 50.00 Budget Budget Amount {accept default} Budget Revised Qty. {blank} Budget Revised Amount {blank}
13. Save your changes and close the Project Tasks window.
14. From the Tasks tab, select the 301 line, then click the View Task button to insert detail information for that task. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button on the Budget tab toolbar to insert the following budget amount:
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Form Section Field Value Budget Type {accept default} Budget Account Group LABOR Budget Inventory ID JRCONSULT Budget Description Junior Consultant Budget Budget Qty. 16.00 Budget UOM HOUR Budget Rate 40.00 Budget Budget Amount {accept default} Budget Revised Qty. {blank} Budget Revised Amount {blank}
15. Save your changes and close the Project Tasks window.
Now that you have created your client’s project, you need to update the rate table by adding the project task IDs—in this case, 101, 201, and 301—to the Rate Tables screen. It is necessary
to do this every time you create a new project with task-specific rates.
16. Open the Rate Tables form (screen ID PM206000): Organization > Projects > Work Area > Manage > Rate Tables
17. Add the new tasks to the LABORTASK sequences, starting with “100 - DBA Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type LABORTASK Rate Tables Summary Sequence 100 - DBA Tasks Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
18. From the Tasks tab, click the “+” button to insert the following task:
Form Section Field Value Tasks tab Project Task 101
19. Save your changes.
20. Repeat the same operation for “200 - Senior Consultant Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type LABORTASK Rate Tables Summary Sequence 200 - Senior Consultant Tasks Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
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21. Click the “+” button on the Tasks tab toolbar to add the following task:
Form Section Field Value Tasks tab Project Task 201
22. Save your changes.
23. Repeat the same operation for “300 - Junior Consultant Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type LABORTASK Rate Tables Summary Sequence 300 - Junior Consultant Tasks Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
24. Click the “+” button on the Tasks tab toolbar to add the following task:
Form Section Field Value Tasks tab Project Task 301
25. Save your changes.
26. Repeat the same operations for the SUBCON sequences, starting with “100 - DBA Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type SUBCON Rate Tables Summary Sequence 100 - DBA Tasks Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
27. Click the “+” button on the Tasks tab toolbar to add the following task:
Form Section Field Value Tasks tab Project Task 101
28. Save your changes.
29. Repeat the same operation for “200 - Senior Consultant Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type SUBCON Rate Tables Summary Sequence 200 - Senior Consultant Tasks
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Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
30. Click the “+” button on the Tasks tab toolbar to add the following task:
Form Section Field Value Tasks tab Project Task 201
31. Save your changes.
32. Repeat the same operation for “300 - Junior Consultant Tasks”:
Form Section Field Value Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type SUBCON Rate Tables Summary Sequences 300 - Junior Consultant Tasks Rate Tables Summary Rate Code STANDARD Rate Tables Summary Description Labor Task rates
33. Click the “+” button on the Tasks tab toolbar to add the following task:
Form Section Field Value Tasks tab Project Task 301
34. Save your changes.
Hands on: Run the Auto Budget Process
After entering your client’s budgeted expenses, run the auto budget process to generate the budgeted revenue according to the allocation rules you’ve configured.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select “PR00000001” in the Project ID field.
3. Navigate to the Balances tab.
4. Click the Actions drop-down menu, and select “Auto Budget.”
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Notice that by running the auto budget process, the system automatically enters the budgeted revenue into the Balances tab. This revenue calculation is based on the allocation rules you’ve configured for your client.
5. The total budgeted revenue should equal $4,940.00. If you do not see that amount, please review your allocation rules (see “Troubleshooting” below).
6. Change the statuses of your project and project tasks to “Active.”
7. Save your changes.
Troubleshooting
If your client’s budgeted revenue does not equal $4,940.00 after you’ve run the auto budget process, review your Projects configuration in the following order:
1. Navigate to the Rate Tables form (screen ID PM206000) and confirm that you have entered rates for all rate types and sequences. There are multiple tabs on this screen; it is possible that you neglected to specify the tasks or account groups for the different rate types. 2. Navigate to the Allocation Rules form (screen ID PM207500) and verify that all your formulas are valid. It is possible that you accidentally inserted an extra space in one or more of the formulas, which would cause the validation to fail. Note that the formulas are also case sensitive. 3. If your allocation formulas call for a project attribute, navigate to the Projects form (screen ID PM301000) and confirm that you have entered values for the project attributes. 4. Navigate to the Project Tasks form (screen ID PM302000) and confirm that you entered the correct budgeted quantity and amount—as a labor expense or material expense—for each project task.
Hands on: Enter Time Cards
In this exercise, you will enter Andy Bernard’s time card into the system. In a subsequent exercise, you will enter Jim Halpert’s time card into the system. You will then log in as each of the two time card approvers—Pam Beesly and Michael Scott—to approve and release the time cards.
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In real life, multiple login steps are not necessary, since each employee enters his or her own time card.
1. Log in as Andy Bernard.
2. Open the Employee Time Cards form (screen ID EP305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
3. Create a new time card, using the values in the table below. In order to be able to enter time in the past, change your system business date to 01/06/2014.
Form Section Field Value Document Summary Ref. Nbr.
4. Navigate to the Details tab, and click the “+” button on the Details tab toolbar.
5. Insert the following information:
Form Section Field Value Details tab Date 01/13/2014 Details tab Earning Type RG Details tab Parent {blank} Details tab Project T&M Project – {your name} Details tab Project Task 201 Details tab Time Spent 04:00 Details tab Billable {checked}
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Details tab Billable Time 04:00 Details tab Billable OT {blank} Details tab Summary Andy Bernard - Project 1 – Day 1 (SR consultant tasks) Details tab Day Monday
6. Add a second line with the following information:
Form Section Field Value Details tab Date 01/14/2014 Details tab Earning Type RG Details tab Parent {blank} Details tab Project T&M Project – {your name} Details tab Project Task 301 Details tab Time Spent 06:00 Details tab Billable {checked} Details tab Billable Time 06:00 Details tab Billable OT {blank} Details tab Summary Andy Bernard- Project 1 – Day 2 (JR consultant tasks) Details tab Day Tuesday
7. Save your changes.
8. Change the status to “Open.”
9. Save your changes.
Hands on: Enter an Expense Claim
Prior to entering Jim’s time card into the system, enter Andy’s expense claim.
1. Stay logged in as Andy Bernard.
2. Open the Expense Claims form (screen ID EP301000): Organization > Time & Expenses > Work Area > Enter > Expense Claims
3. Create a new expense claim with the following values:
Form Section Field Value Document Summary Reference Nbr. {accept default} Document Summary Status On Hold Document Summary Hold {checked} Document Summary Date 01/13/2014 Document Summary Description Andy’s Car Expense for project 1
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Document Summary Claimed by Bernard, Andy Document Summary Location MAIN
4. Navigate to the Expense Claim Details tab, and click the “+” button on the Expense Claim Details tab toolbar.
5. Insert the following information:
Form Section Field Value Expense Claim Details tab Date 01/13/2014 Expense Claim Details tab Ref. Nbr. 123456 Expense Claim Details tab Expense ID CARRENTAL Expense Claim Details tab Quantity 1.00 Expense Claim Details tab UOM UNIT Expense Claim Details tab Unit Cost 500.00 Expense Claim Details tab Total Amount {accept default} Expense Claim Details tab Employee Part 0.00 Expense Claim Details tab Transaction Descr. Car Rental Expense Claim Details tab Billable {checked} Expense Claim Details tab Customer Microchip Restaurant Expense Claim Details tab Location MAIN Expense Claim Details tab Project PR00000001 Expense Claim Details tab Task 201 Expense Claim Details tab All other fields {accept default} Expense Claim Details tab Attachment {no receipt to attach}
6. Uncheck the Hold check box. The document status is now “Pending Approval.”
7. Save the document.
Hands on: Enter Time Cards (Cont.)
1. Log in as Jim Halpert.
2. Change Jim’s system business date to 01/06/2014 (you have to repeat this step since you’ve logged in with a new username).
3. Open the Employee Time Cards form (screen ID EP305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
4. Enter Jim’s time card with the following information:
Form Section Field Value Document Summary Ref. Nbr.
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Document Summary Status On Hold Document Summary Week 2014-03 (01/12 – 01/18)
5. Navigate to the Details tab, and click the “+” button on the Details tab toolbar.
6. Insert the following information:
Form Section Field Value Details tab Date 01/13/2014 Details tab Earning Type RG Details tab Parent {blank} Details tab Project T&M Project – {your name} Details tab Project Task 301 Details tab Time Spent 08:00 Details tab Billable {checked} Details tab Billable Time 08:00 Details tab Billable OT {blank} Details tab Summary Jim Halpert Project 1 – Day 1 (JR consultant task) Details tab Day Monday
7. Add a second line with the following information:
Form Section Field Value Details tab Date 01/14/2014 Details tab Earning Type RG Details tab Parent {blank} Details tab Project T&M Project – {your name} Details tab Project Task 301 Details tab Time Spent 04:00 Details tab Billable {checked} Details tab Billable Time 04:00 Details tab Billable OT {blank} Details tab Summary Jim Halpert Project 1 – Day 2 (JR consultant task) Details tab Day Tuesday
8. Save your changes.
9. Change the status to “Open.”
10. Save your changes.
You will now approve the expense claim and both time cards, first as Pam Beesly and then as Michael Scott.
11. Log in as Pam Beesly to execute the first-level approval of the time cards and expense claim.
12. Open the Approvals form (screen ID EP503010): Organization > Communication > Tasks > Approvals
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13. Click the Approve All button to approve the time cards.
14. Log in as Michael Scott to execute the second-level approval of the time cards and expense claim.
15. Open the Approvals form (screen ID EP503010): Organization > Communication > Tasks > Approvals
16. Click the Approve All button to approve the time cards.
17. Open the Release Time Cards form (screen ID EP505010): Organization > Time & Expenses > Processes > Daily > Release Time Cards
18. Click the Release All button to release the time cards.
19. Open Release Expense Claims form (screen ID EP501000): Organization > Time & Expenses > Processes > Daily > Release Expense Claims
20. Click the Release All button to release the expense claim.
Hands on: Enter a Subcontractor Bill
As part of the T&M project scenario, your client subcontracted database administrator tasks to KRK Consulting Service. KRK has completed the work and submitted a bill. It is now necessary to enter the bill in the Accounts Payable module in order to allocate the cost and revenue correctly on the project.
If KRK Consulting Service is not available in the system as a vendor, please create it prior to completing the following exercises.
1. Open the Bills And Adjustments form (screen ID AP301000): Finance > Accounts Payable > Work Area > Enter > Bills And Adjustments
2. Click the “+” button on the toolbar.
3. Create a new bill with the following values:
Form Section Field Value Document Summary Type Bill Document Summary Reference Nbr. {accept default} Document Summary Status {accept default} Document Summary Hold {unchecked} Document Summary Date 01/31/2014 Document Summary Post Period 01-2014 Document Summary Vendor Ref. 123
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Document Summary Description Project Subcontract Document Summary Vendor KRK Consulting Service Document Summary Location MAIN Document Summary Terms NET30 Document Summary Due Date {accept default} Document Summary Cash Discount Date {accept default}
4. In the Document Details tab, click the “+” button on the toolbar:
Form Section Field Value Document Details tab Inventory ID {blank} Document Details tab Transaction Descr. Project 1 DBA subcontract Document Details tab Quantity 8 Document Details tab UOM HOUR Document Details tab Unit Cost 150 Document Details tab Ext. Cost {accept default} Document Details tab Amount {accept default} Document Details tab Account 51000 Document Details tab Subaccount 000-OPS Document Details tab Project PR00000001 Document Details tab Project Task 101 Document Details tab Non Billable {unchecked} Document Details tab Tax Category Exempt
5. Save your changes.
6. Click the Release button.
Hands on: Issue Material to the Project
For the purposes of this certification course, it is assumed that you are familiar with the Inventory Management module. Please execute the necessary steps to ensure your client has at least 20 servers available in his warehouse at the correct cost.
Your client has informed you that a server was sold to his project. You must now issue a server to that project.
1. Open the Issues form (screen ID IN302000): Distribution > Inventory > Work Area > Enter > Issues
2. Click the “+” button on the toolbar.
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3. Create an issue with the following values:
Form Section Field Value Document Summary Reference Nbr. {accept default} Document Summary Status {accept default} Document Summary Date 01/02/2014 Document Summary Post Period 01-2014 Document Summary Description Server for project 1
4. In the Transaction Details tab, click the “+” button on the toolbar:
Form Section Field Value Transaction Details tab Tran. Type Issue Transaction Details tab Inventory ID Server Transaction Details tab Warehouse {default warehouse} Transaction Details tab Location {default location} Transaction Details tab Quantity 1 Transaction Details tab UOM {accept default} Transaction Details tab Unit Price 1200.00* Transaction Details tab Ext. Price {accept default} Transaction Details tab Reason Code PROJECT Transaction Details tab Project PR0000001 Transaction Details tab Project Task 101 Transaction Details tab Description {accept default} * The unit price is irrelevant here; the project unit price will be calculated by the project allocation rule.
5. Save your changes.
6. Release your transaction.
Hands on: Run Project Allocations
In order for the revenue portion of your client’s project to be allocated, you need to run the allocation process.
1. Open the Run Allocations By Projects form (screen ID PM502500): Organization > Projects > Processes > Recurring > Run Allocations By Projects
2. Click the Allocate All button on the toolbar.
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3. If your project is not configured to automatically release allocation transactions, you will need to release them manually, via the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
4. Click the Release All button on the toolbar.
5. If you navigate to the project’s Balances tab, the unbilled revenue amount should equal $5,500.00.
Hands on: Run Project Billing
You use the Projects screen to run project billing. If it is your first time running billing for a project, you will need to populate the Next Billing Date field prior to running billing.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select your client’s T&M project in the Project ID field.
3. In the General Info tab, enter “02/01/2014” in the Next Billing Date field.
4. Click the Actions drop-down menu, then select “Run Project Billing” to produce the project invoice. In general, if a project is not configured to automatically release invoice transactions, it is necessary to release them manually. In this case, however, DO NOT release the invoice you just created.
It is possible to run invoices for ALL the projects in the system using the Run Project Billing screen:
1. Open the Run Project Billing form (screen ID PM503000): Organization > Projects > Processes > Recurring > Run Project Billing
2. Click the Bill All button on the toolbar.
3. If the projects are not configured to automatically release invoice documents, it is necessary to release them manually—via the Release Transactions form (screen ID PM301000).
Correcting Project Documents
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Understanding how to correct project documents is integral to mastering the Project Management module. The following scenarios will guide you through the actions to take to correct specific documents.
Scenario Type A: The Project Invoice Is Not Yet Released
Mistake Example 1: A user neglects to specify the relevant project and project task when issuing goods; he or she enters the non-project code “X” instead of the correct project and project task IDs.
1. Delete the invoice. 2. Navigate to the Project Transactions form (screen ID PM304000) and reverse the allocation transaction for the project. 3. Navigate to the Issues form (screen ID IN302000), and enter two line items. The first line should have a transaction type of “Return,” and all the other fields should contain the same values as the original issue document that needs to be corrected. The second line should have a transaction type of “Issue,” and the fields should contain the corrected data. Here is an example:
4. Release the document. 5. Run and release project allocations. 6. Enter the appropriate date in the Next Billing Date field. 7. Run project billing.
Mistake Example 2: A user releases a project-related AP document that was entered as “billable,” but the AP bill should have been classified as “non-billable” on the project.
1. Delete the invoice. 2. Navigate to the Project Transactions form (screen ID PM304000) and reverse the allocation transaction for the project. 3. Navigate to the Bills And Adjustments form (screen ID AP301000), and enter two line items on the AP document. The first line should have a negative quantity, and all the other fields should contain the same values as the original AP document that needs to be corrected. The second line should have a positive quantity, and the fields should contain the corrected data. Here is an example:
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4. Release the document. 5. Run and release project allocations. 6. Enter the appropriate date in the Next Billing Date field. 7. Run project billing.
Mistake Example 3: A user enters his or her time into the wrong project or project task(s).
1. Delete the invoice. 2. Navigate to the Project Transactions form (screen ID PM304000) and reverse the allocation transaction for the project. 3. The user who made the error must navigate to the Employee Time Cards form (screen ID EP305000) and correct the time card. (The P130 Employee Management Configuration course reviews time card correction.) 4. Run and release project allocations. 5. Enter the appropriate date in the Next Billing Date field. 6. Run project billing.
Mistake Example 4: A user enters his or her expense claim into the wrong project or project tasks(s).
1. Delete the invoice. 2. Navigate to the Project Transactions form (screen ID PM304000) and reverse the allocation transaction for the project. 3. The user who made the error must navigate to the Expense Claims form (screen ID EP301000) and correct the expense claim. (The P130 Employee Management Configuration course also reviews expense claim correction.) 4. Run and release project allocations. 5. Enter the appropriate date in the Next Billing Date field. 6. Run project billing.
Mistake Example 5: An employee time card is entered correctly, but the customer would like to be billed half the time in the next billing period. For example, a customer would like to be billed 4 hours on the current invoice and 4 hours on the next invoice.
1. Navigate to the Invoices and Memos form (screen ID AR301000) and select the appropriate invoice.
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2. In the Document Details tab, change the billable quantity from 8 hours to 4 hours. 3. Select “Bill Later” in the Billing Option column. 4. The remaining 4 hours will be automatically added to the next invoice during project billing.
Mistake Example 6: An employee time card is entered correctly, but the customer is disputing 2 billable hours. For example, a customer believes an employee should’ve billed for 6 hours, not 8.
1. Navigate to the Invoices and Memos form (screen ID AR301000) and select the appropriate invoice. 2. In the Document Details tab, change the billable quantity from 8 hours to 6 hours. 3. Select “Complete Line” in the Billing Option column. 4. The additional 2 hours will not be invoiced.
Mistake Example 7: An employee time card is entered correctly, but the customer is disputing 8 billable hours. For example, the customer would like 8 hours of billable time removed from the invoice.
1. Delete the invoice. 2. Navigate to the Reverse Unbilled Transactions form (screen ID PM505000), and select the transaction that shouldn’t be billed. 3. Click the Process button. 4. Select the appropriate date in the Next Billing Date field. 5. Run project billing.
Note: Although this solution provides a clean means of not billing some of the time assigned to a project, it is not possible to use it to reverse partial transactions. For example, you cannot use this solution to reverse only 4 hours of an 8-hour transaction.
Scenario Type B: The Project Invoice Is Released and Sent to the Customer
Even if an incorrect invoice is sent to a customer, it is still possible to correct it (per the steps outlined above); the correction will be allocated and invoiced during the next billing run.
Scenario Type C: The Project Invoice Is Released, but Not Yet Sent to the Customer
If an incorrect invoice is released but not yet sent to the customer, it is possible to reverse the invoice, reverse the allocation, and amend the incorrect document(s). By reversing the invoice, the system will consider the billable items as “not yet billed.”
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Hands on: Correct Project Documents
As an exception, your client has decided not to bill Andy’s expense claim to the customer. Correct the claim accordingly.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select the appropriate project in the Project ID field.
3. Navigate to the Invoices tab; double-click on the expense claim invoice to open it in the Invoices and Memos screen; and delete the invoice.
4. Navigate to the Project Transactions form (screen ID PM304000) and select the appropriate project allocation transaction in the Ref. Number field: Organization > Projects > Work Area > Enter > Project Transactions
5. Click the Reverse Allocation button.
6. Open the Expense Claims form (screen ID EP301000): Organization > Time & Expenses > Work Area > Enter > Expense Claims
7. Enter a new expense claim to make Andy’s expenses non-billable to the customer. Your document should look like this:
8. Approve and release the expense claim.
9. Run and release Allocation
Prior to re-running billing after making the correction, you will need to enter the correct date in the Next Billing Date field:
10. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
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11. Select the appropriate project in the Project ID field.
12. From the General Info tab, enter “02/01/2014” in the Next Billing Date field.
13. Click the Actions drop-down menu, and select “Run Project Billing” to produce the project invoice.
Your client’s customer has requested that Jim’s hours be billed over the span of two invoices. The customer wants 8 hours billed on the current invoice and 4 hours on the next invoice. Correct the invoice to reflect the customer’s wishes.
14. From the Projects screen, navigate to the Invoices tab. Double-click on the appropriate invoice to open it in the Invoices and Memos screen.
15. Change Jim’s billable quantity from 12 to 8.
16. Select “Bill Later” in the Billing Option column.
17. Save your changes.
18. Release the invoice.
19. Click the Actions drop-down menu and select “Run Project Billing” to produce a second project invoice for the remaining 4 billable hours.
20. Release the invoice.
T&M Project Scenario: Update 1 Your client has realized that there is a possibility this T&M project will be extended. He would like to update the project budget as follows:
Budgeted Item Hourly Cost Revised Budget Hours Revised Budgeted Amount Revenue $3120.00 Senior Consultant $50/hr. 8 hours $400.00 Junior Consultant $40/hr. 20 hours $800.00
The following exercises will walk you through how to update your client’s project budget.
Hands on: Update the Project Budget
1. Open the Project Tasks form (screen ID PM302000): Organization > Projects > Work Area > Manage > Project Tasks
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2. Select “PR00000001” in the Project ID field.
3. Select “201” in the Task ID field.
4. From the Budget tab, adjust the Revised Qty. column as follows:
Form Section Type Account Group Inventory ID Revised Qty. Revised Amount Budget tab Expense Labor SRCONSULT 8 400.00
5. Save your changes.
6. Click the Auto Budget button to update the revised budgeted revenue amount.
7. Select “PR00000001” in the Project ID field.
8. Select “301” in the Task ID field.
9. From the Budget tab, adjust the Revised Qty. column as follows:
Form Section Type Account Group Inventory ID Revised Qty. Revised Amount Budget tab Expense Labor JRCONSULT 20 800.00
10. Save your changes.
11. Click the Auto Budget button to update the revised budgeted revenue amount. Project Scenario: WIP Project
Now that you have successfully completed and billed a T&M project, it is time for you configure a sample work in progress (WIP) project. Summary of the WIP Project Scenario Your client from the previous T&M project scenario would now like to track the work in progress (WIP) on some of his projects. He would like you to implement the WIP project functionality in his Project Management module, which is currently configured for T&M projects only.
Specifically, your client would like to track a budget for his projects and have the projects billed automatically from his employees’ CRM activities. His WIP projects carry a 10 percent burden (burden rate can be different by project; it is kept as a project attribute), which he would like to add to the total cost of his projects.
As is the case with his T&M projects, your client occasionally sells servers to his customers; when he does so, he puts a 20 percent markup on the equipment he is selling.
Your client employs two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. Michael Scott, your client, is acting as
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a project manager on the WIP project you will configure in the following exercises; you will need to confirm his employee cost rate at $166,400 per year. If traveling is required, travel expenses are re- invoiced with no markup to the customer.
Your client’s WIP projects are always billed based on the resource labor category. In other words, the labor category assigned to each employee determines the employee’s consulting sales price; it does not matter what type of task the employee executes on the project.
Your client does not currently have GL accounts to keep track of his WIP projects and his project burden, so you must first add the following two accounts to your client’s chart of accounts:
Account Description Type Account Class 12000 WIP Projects Asset WIP 68000 Project Burden Expense EXOTHER
He has budgeted the following resources for his first WIP project:
Task Hourly Price Budget Hours Project Manager $200/hr. 4 hours Senior Consultant $140/hr. 5 hours Junior Consultant $100/hr. 16 hours Server (2) Cost + 20%
Here is a breakdown of the actual hours:
Task Michael Scott Andy Bernard Jim Halpert - Actual Hours - - Actual Hours - - Actual Hours - Project Manager 2 hours Senior Consultant 5 hours Junior Consultant 16 hours Server (2) Cost: $2,000
Since you have already configured your client’s Project Management module for T&M projects, you will NOT need to execute each step of the configuration checklist, as outlined below:
# Task Comments 1 Define auto-numbering Previously configured; this setting is not related to the WIP project sequences scenario specifically. 2 Define the structure of PM Previously configured; this setting is not related to the WIP project identifiers scenario specifically. 3 Maintain valid values for Previously configured; this setting is not related to the WIP project validated segments scenario specifically. 4 Configure PM module Previously configured; this setting is not related to the WIP project preferences scenario specifically. 5 Create PM module The BURDEN attribute necessary for the WIP project scenario has
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attributes already been created. 6 Configure PM module The BURDEN attribute necessary for the WIP project scenario has attributes already been created. 7 Create account groups Needs to be updated to accommodate the WIP and burden account groups 8 Create rate tables Previously configured; your client will not need a different rate table for his WIP projects. 9 Create rate types Needs to be updated to accommodate rate types by labor category 10 Create rate lookup rules Needs to be updated to accommodate rate types by labor category 11 Maintain rate tables Needs to be updated to accommodate rate types by labor category 12 Create allocation and Need to create a new one for WIP projects billing rules
Complete all of the following checklist task updates:
#7: Create Account Groups Per your client project scenario, you will need to define the following WIP account group:
Account Group Rule WIP No rule, but WIP information will be affecting this account group
Hands on: Create Account Groups
1. Open the Account Groups form (screen ID PM201000): Organization > Projects > Configuration > Setup > Account Groups
2. Populate the Account Group Summary section as follows:
Form Section Field Value Account Group Summary Account Group ID WIP Account Group Summary Type Asset Account Group Summary Description Project WIP Account Group Summary Active {checked}
3. Populate the Accounts and Attributes tabs as follows:
Form Section Field Value Accounts tab Account 12000 Accounts tab Type Asset Accounts tab Account Class WIP
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Accounts tab Description Project WIP Accounts tab Currency {blank} Attributes tab Attribute {blank} Attributes tab Value {blank}
4. Save your changes.
Create another account group for project burden:
5. Populate the Account Group Summary section as follows:
Form Section Field Value Account Group Summary Account Group ID BURDEN Account Group Summary Type Expense Account Group Summary Description Project Burden Account Group Summary Active {checked}
6. Populate the Accounts tab as follows:
Form Section Field Value Accounts tab Account 68000 Accounts tab Type Expense Accounts tab Account Class EXOTHER Accounts tab Description Project Burden Accounts tab Currency {blank}
7. Save your changes.
#9: Create Rate Types Per your client WIP project scenario, you will need to have multiple billing rates configured in the system—for each labor category, as well as for material and travel expenses. The rate types for labor are calculated differently for WIP projects than for T&M projects, but they are not calculated differently for material and travel expenses.
You’ll need to configure the following WIP labor rate type for your client:
Rate Type Description LABORCAT Labor rate by labor category (Project Manager, SR Consultant, JR Consultant)
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Hands on: Create Rate Types
1. Open the Rate Types form (screen ID PM204100): Organization > Projects > Configuration > Setup > Rate Types
2. Click the “+” button on the toolbar and create the following rate type:
Rate Types Description LABORCAT Rate type by Labor Category
3. Save your changes.
#10: Create Rate Lookup Rules In order to be able to insert billing rates, you first have to define billing sequences. Your client’s employees have different billing rates based on labor category, which means you will need to define multiple billing sequences.
Per the WIP project scenario, you also need billing sequences for material and travel expenses. However, since you already created those during the T&M project scenario—and the material and travel billing types are the same for T&M and WIP projects—you won’t need new rate lookup rules for those rate types.
Below are the three billing sequences you’ll need to configure:
Labor Category Project Manager Senior Consultant Junior Consultant
Hands on: Create Rate Lookup Rules
1. Open the Rate Lookup Rules form (screen ID PM205000): Organization > Projects > Configuration > Setup > Rate Lookup Rules
2. Populate the form with the following values:
Form Section Field Value Summary Rate Table STANDARD
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Summary Rate Type LABORCAT Sequences Area Sequence 100 Sequences Area Description Project Manager Sequences Area Project {unchecked} Sequences Area Project Task {unchecked} Sequences Area Account Group {unchecked} Sequences Area Inventory {checked} Sequences Area Employee {unchecked}
3. Save your changes, then add a second sequence:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORCAT Sequences Area Sequence 200 Sequences Area Description Senior Consultant Sequences Area Project {unchecked} Sequences Area Project Task {unchecked} Sequences Area Account Group {unchecked} Sequences Area Inventory {checked} Sequences Area Employee {unchecked}
4. Save your changes, then add a third sequence:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORCAT Sequences Area Sequence 300 Sequences Description Junior Consultant Sequences Area Project {unchecked} Sequences Area Project Task {unchecked} Sequences Area Account Group {unchecked} Sequences Area Inventory {checked} Sequences Area Employee {unchecked}
5. Save your changes.
#11: Maintain Rate Tables Now that your client’s billing sequences have been established, you can insert the rates for each sequence.
Code Sequence Rate LABORCAT 100 - Project Manager $200/hr. LABORCAT 200 - SR Consultant $140/hr.
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LABORCAT 300 - JR Consultant $100/hr.
The material and travel expenses sequences do not need to be changed; you will use the same billing types for material and travel as in the T&M project scenario.
Hands on: Maintain Rate Tables
1. Open the Rate Tables form (screen ID PM206000): Organization > Projects > Work Area > Manage > Rate Tables
2. Populate the form with the following values for the project manager rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORCAT Summary Sequence 100 - Project Manager Summary Rate Code STANDARD Summary Description Project Manager rate Rate tab Start Date 01/01/2014 Rate tab End Date {blank} Rate tab Rate 200.00 Inventory tab Inventory ID PMANAGER
3. Save your changes, then create a second table for the senior consultant rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORCAT Summary Sequence 200 - Senior Consultant Summary Rate Code STANDARD Summary Description SR Consultant rate Rate tab Start Date 01/01/2014 Rate tab End Date {blank} Rate tab Rate 140.00 Inventory tab Inventory ID SRCONSULT
4. Save your changes, then create a third table for the junior consultant rate:
Form Section Field Value Summary Rate Table STANDARD Summary Rate Type LABORCAT Summary Sequence 300 - Junior Consultant
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Summary Rate Code STANDARD Summary Description JR Consultant rate Rate tab Start Date 01/01/2014 Rate tab End Date {blank} Rate tab Rate 100.00 Inventory tab Inventory ID JRCONSULT
5. Save your changes.
#12: Create Allocation and Billing Rules
The following hands-on exercise will walk you through the creation of allocation and billing rules for WIP projects, per your client’s needs.
For further examples of allocation and billing rules, please reference “Projects Allocation and Billing Rules Examples,” located in the “Acumatica ERP Implementation Checklists” section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the “Preparation” section of the Implementing Projects guide and the “Allocation Rules” section of the Projects user guide.
Hands on: Create Allocation and Billing Rules
1. Open the Allocation Rules form (screen ID PM207500): Organization > Projects > Configuration > Setup > Allocation Rules
2. Type “TMWIP” in the Allocation Rule field.
3. Configure the TMWIP allocation rule per the following screenshots:
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Step ID: 10
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Step ID: 20
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Step ID: 30
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Step ID: 100
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Step ID: 200
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Step ID: 210
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Step ID: 300
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Step ID: 310
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Step ID: 320
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4. Open the Billing Rules form (screen ID PM207000): Organization > Projects > Configuration > Setup > Billing Rules
5. Enter “WIPBILLING” in the Billing Rule field.
6. Configure the following WIP billing rule:
WIP Project Process Flow
Now that you have executed all the necessary configurations for your client’s WIP project, you can enter the project data. The following hands-on exercises below will walk you through the creation of project information and how to enter time cards that will affect the WIP project. Create a WIP Project and Project Tasks
Hands on: Create a New WIP Project
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar, and create a new project with the following values:
Form Section Field Value Project Summary Project ID
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Project Summary Status Planned General Info tab Start Date 01/01/2014 General Info tab End Date {blank} General Info tab Project Manager {blank} General Info tab Restrict Employees {unchecked} General Info tab Restrict Equipment {unchecked} General Info tab All check boxes (GL, AP, AR, SO, PO, TE, IN, CA, CR) {accept default} General Info tab Default Account 40000 General Info tab Default Subaccount C00-000 General Info tab Default Accrual Account {blank} General Info tab Default Accrual Sub. {blank} General Info tab Billing Period On Demand General Info tab Next Billing Date {accept default} General Info tab Last Billing Date {accept default} General Info tab Customer Location {accept default} General Info tab Allocation Rule TMWIP General Info tab Billing Rule WIPBILLING General Info tab Rate Table STANDARD General Info tab Run Allocation on PM Transaction Release {unchecked} General Info tab Automatically Release AR Documents {unchecked}
3. Save your changes.
4. From the Tasks tab, click the “+” button to insert the following new task:
Form Section Field Value Tasks tab Task ID 10010 Tasks tab Description Project Inception Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMWIP Tasks tab Billing Rule WIPBILLING Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {blank} Tasks tab Billing Option On Project Completion Tasks tab Default Account {accept default}
5. Save your changes.
6. Create nine additional tasks, all with the same parameters as the first one:
Task ID Description
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10020 Requirements Gathering 10030 Functional Design 10040 Technical Design 10210 Project Plan Coding 10220 Coding 10310 Transition to QA 10320 QA Testing 10410 Beta Testing 10420 Managed Availability
7. Save your changes.
8. To add budget detail information to a task, select the task (in the Tasks tab) and click the View Task button. This will open the task in the Project Tasks screen. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button to insert the budgeted quantity. Do this for the following tasks:
Task ID Description Account Group Inventory ID Budget Qty. Rate 10020 Requirements LABOR PMANAGER 2.00 80.00 Gathering 10030 Functional Design LABOR SRCONSULT 5.00 50.00 10040 Technical Design 10210 Project Plan Coding 10220 Coding LABOR JRCONSULT 16.00 40.00 10220 Coding MATERIAL Server 2.00 1000.00 10310 Transition to QA 10320 QA Testing 10410 Beta Testing LABOR PMANAGER 2.00 80.00 10420 Managed Availability
9. Save your changes and close the Project Tasks window after modifying each task.
10. From the Attributes tab, insert a new attribute value for the project burden:
Form Section Field Value Attributes tab Attribute Project Burden Percentage Attributes tab Value 0.1
11. Save your changes.
Hands on: Run the Auto Budget Process
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After entering your client’s budgeted expenses, run the auto budget process to generate the budgeted revenue according to the allocation rules you’ve configured.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select “PR00000002” in the Project ID field.
3. Navigate to the Balances tab.
4. Click the Actions drop-down menu, and select “Auto Budget.”
Notice that by running the auto budget process, the system automatically enters the budgeted revenue into the Balances tab. This revenue calculation is based on the allocation rules you’ve configured for your client.
5. The total budgeted revenue should equal $5,500.00. If you do not see that amount, please review your allocation rules.
6. Change the statuses of your project and project tasks to “Active.”
7. Save your changes.
Hands on: Enter Project Activities
In this exercise, you will enter activities through both the CRM and Projects modules in order to fill time cards for Michael Scott, Andy Bernard, and Jim Halpert. You will then log in as the time card approvers— Pam Beesly and Michael Scott—to approve and release the time cards.
In real life multiple login steps are not necessary, since each employee enters his or her own activities and time cards.
1. Log in as Michael Scott.
2. Change Michael’s system business date to 01/06/2014.
3. Open the Business Accounts form (screen ID CR303000): Organization > Customer Management > Work Area > Manage > Business Accounts
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4. Select “Microchip Restaurant” in the Business Account field, then navigate to the Activities tab.
5. Click the Add Activity drop-down menu, and select “Add Work Item.” Populate the Activity screen with the following values:
Form Section Field Value Details Summary Requirements Gathering on Project 2 Details Type Work Item Details Internal {checked} Details Date 01/07/2014 {accept default time} Details Workgroup {blank} Details Owner Michael Scott Details Related Entity {accept default} Details Task {blank} Details Project PR00000002 - WIP Project – {your name} Details Project Task 10020 - Requirements Gathering Details Track Time {checked} Details Status Complete Details Approver {accept default} Details Earning Type RG Details Time 02:00 Details Billable {checked} Details Released {unchecked} Details Billable Time 02:00
The field related to tracking time is displayed only if the Track Time check box is checked on the Activity Types screen. To change the configuration of that check box, navigate to the Customer Management Configuration area: Customer Management > Configuration > Setup >
Activity Types (screen ID CR102000)
6. Save the activity and close the Activity window.
7. Enter a second billable work item for Michael Scott, with the following parameters:
Form Section Field Value Details Summary Manage Beta testing on Project 2 Details Type Work Item Details Internal {unchecked} Details Date 01/08/2014 {accept default time} Details Workgroup {blank} Details Owner Michael Scott Details Related Entity {accept default} Details Task {blank}
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Details Project PR00000002 - WIP Project – {your name} Details Project Task 10410 - Beta Testing Details Track Time {checked} Details Status Complete Details Approver {accept default} Details Earning Type RG Details Time 02:00 Details Billable {checked} Details Released {unchecked} Details Billable Time 02:00
8. Save the activity and close the Activity window.
9. In order to create Michael’s time card, navigate to the Employee Time Cards form (screen ID EP305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
10. The time card should be prepopulated with the activities you entered in CRM. Verify the information.
11. Change the time card status to “Open,” and save your changes.
12. Since Michael Scott is the CEO of the company and is assigned to a department in the company tree that is higher than Pam Beesly’s department, he can approve and release his own time card.
a. Approve the time card by selecting “Approve” in the Actions drop-down menu.
b. Release the time card by selecting “Release” in the Actions drop-down menu.
You can now enter Andy Bernard’s activities.
1. Log in as Andy Bernard, and change his system business date to 01/06/2014.
2. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
3. Select “PR00000002” in the Project ID field, then navigate to the Activity History tab.
4. Click the Add Activity drop-down menu, and select “Add Work Item.”
5. Enter Andy’s activity in the Activity screen as follows:
Form Section Field Value Details Summary Functional Design Project 2 Details Type Work Item Details Internal {unchecked} Details Date 01/21/2014 {accept default time}* Details Workgroup {blank}
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Details Owner Andy Bernard Details Related Entity {accept default} Details Task {blank} Details Project PR00000002 - WIP Project – {your name} Details Project Task 10030 - Functional Design Details Track Time {checked} Details Status Complete Details Approver {accept default} Details Earning Type RG Details Time 05:00 Details Billable {checked} Details Released {unchecked} Details Billable Time 05:00 *If you have created multiple time cards for Andy because you made a mistake in the first project exercise, please enter a date that falls within the appropriate time card for Andy.
6. Save the activity and close the Activity window.
7. In order to create Andy’s time card, navigate to the Employee Time Cards form (screen ID EP305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
8. The time card should be prepopulated with the activities you entered in the Projects screen. Verify the information.
9. Change the time card status to “Open,” and save your changes.
You can now enter Jim Halpert’s activities.
1. Log in as Jim Halpert, and change his system business date to 01/06/2014.
2. Open the Customers form (screen ID AR303000): Finance > Accounts Receivable > Work Area > Manage > Customers
3. Select “Microchip Restaurant” in the Customer ID field.
4. Click the Activities button (located in the top right corner of the screen) to create a new activity.
5. Click the Add Activity drop-down menu, and select “Add Note.”
6. Enter two activities as follows (enter the same information twice), with 8 hours spent on each activity:
Form Section Field Value Details Summary Coding Project 2 Details Type Note Details Internal {unchecked} Details Date 01/20/2014 {accept default time}* Details Workgroup {blank}
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Details Owner Jim Halpert Details Related Entity {accept default} Details Track Time {checked; the other fields will appear once this check box is selected} Details Project PR00000002 - WIP Project – {your name} Details Project Task 10220 - Coding Details Status Completed Details Earning Type RG Details Time 08:00 Details Billable {checked} Details Released {unchecked} Details Billable Time 08:00 *If you have created multiple time cards for Jim because you made a mistake in the first project exercise, please enter a date that falls within the appropriate time card for Jim.
7. After entering each activity, save the activity and close the Activity window.
8. In order to create Jim’s time card, navigate to the Employee Time Cards form (screen ID EP305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
9. The time card should be prepopulated with the activities you just entered. Verify the information.
10. Change the time card status to “Open,” and save your changes.
11. Stay logged in as Jim Halpert.
WIP Project Scenario: Update 1 Initially, your client was not planning on using machinery on this WIP project, but it turns out he will need to allocate some equipment cost to the project. In order to allocate this machinery cost, you will need to enter an equipment time card, as detailed in the following hands-on exercise.
Hands on: Enter an Equipment Time Card
1. Open the Equipment Time Cards form (screen ID EP308000): Organization > Time & Expenses > Work Area > Enter > Equipment Time Cards
2. Enter the equipment time card as follows:
Form Section Field Value
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Summary Ref. Nbr.
3. Save your changes.
4. Click the “+” button in the Summary tab toolbar to add the following line to the grid section:
Form Section Field Value Summary tab Project PR00000002 - WIP Project – {your name} Summary tab Project Task 10220 - Coding Summary tab Rate Type Run Summary tab Mon 01:00 Summary tab Tue {blank} Summary tab Wed {blank} Summary tab Thu {blank} Summary tab Fri {blank} Summary tab Sat {blank} Summary tab Sun {blank} Summary tab Time Spent {accept default} Summary tab Billable {checked} Summary tab Description MACHINE1 on WIP project
5. Change the status of the time card to “Open.”
6. Save the time card.
You can now approve and release the employee and equipment time cards.
1. Log in as Pam Beesly.
2. Open the Approvals form (screen ID EP503010): Organization > Communication > Tasks > Approvals
3. Click the Approve All button to approve all the employee and equipment time cards.
4. Log in as Michael Scott.
5. Open the Approvals form (screen ID EP503010): Organization > Communication > Tasks > Approvals
6. Click the Approve All button to approve all the time cards.
7. Open the Release Time Cards form (screen ID EP505010): Organization > Time & Expenses > Processes > Daily > Release Time Cards
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8. Click the Release All button to release all the time cards.
9. Open the Release Equipment Time Cards form (screen ID EP505020): Organization > Time & Expenses > Processes > Daily > Release Equipment Time Cards
10. Click the Release All button to release the equipment time card.
Issue Material to the WIP Project According to the WIP project scenario, you need to issue two servers to your client’s WIP project. The following steps will walk you through how to issue two servers from the Inventory Management module and allocate them to the WIP project.
1. Open the Issues form (screen ID IN302000): Distribution > Inventory > Work Area > Enter > Issues
2. Click the “+” button on the toolbar.
3. Create the following issue:
Form Section Field Value Document Summary Reference Nbr. {accept default} Document Summary Status {accept default} Document Summary Hold {unchecked} Document Summary Date 01/02/2014 Document Summary Post Period 01-2014 Document Summary Description Server for WIP project
4. In the Transaction Details tab, click the “+” button on the toolbar. Enter the following information:
Form Section Field Value Transaction Details tab Tran. Type Issue Transaction Details tab Inventory ID SERVER Transaction Details tab Warehouse {accept default} Transaction Details tab Location {accept default} Transaction Details tab Quantity 2.00 Transaction Details tab UOM {accept default} Transaction Details tab Unit Price 1,200.00* Transaction Details tab Ext. Price {accept default} Transaction Details tab Reason Code PROJECT Transaction Details tab Project PR0000002 Transaction Details tab Project Task 10220 - Coding Transaction Details tab Description {accept default}
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* The unit price is irrelevant here; the project unit price will be calculated by the project allocation rule.
5. Save your changes.
6. Release the transaction.
Hands on: Run Project Allocation
In order for the revenue portion of your client’s WIP project to be allocated, you need to run the allocation process.
1. Open the Run Allocations By Projects form (screen ID PM502500): Organization > Projects > Processes > Recurring > Run Allocations By Projects
2. Click the Allocate All button on the toolbar.
3. If the WIP project is not configured to automatically release allocation transactions, you will need to release them manually—via the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
4. Click the Release All button on the toolbar.
5. Now, if you navigate to the Balances tab of your client’s WIP project, the unbilled revenue should equal $5,740.00, and the WIP should equal $3,740.44.
WIP Project Scenario: Update 2 Your client’s customer, Microchip Restaurant, has noticed that Michael Scott entered 2 billable hours on the Project Requirements Gathering task. The customer would like those billable hours removed from that task. Although the cost of Michael’s 2 hours for that task should still be allocated to the WIP project, Microchip Restaurant should not have been billed for them. The following exercises will walk you through how to reverse an allocation for billable time that should not have been billed to a customer.
Hands on: Reverse Unbilled Transactions
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1. Open the Reverse Unbilled Transaction form (screen ID PM505000): Organization > Projects > Processes > Daily > Reverse Unbilled Transactions
This screen displays all billable transactions that have been allocated and released, but that have not yet been billed.
2. Select the transaction where Michael Scott entered 2 billable hours against project ID PR00000002 and task ID 10020.
3. Click the Process button.
4. Open the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
5. Click the Release All button to release the reversal transaction.
6. Now, if you navigate to the Balances tab of your client’s WIP project, the unbilled revenue should equal $5,340.00. The WIP should still equal $3,740.44.
WIP Project Scenario: Update 3 You have confirmed with your client and his employees that the WIP project is complete. The exercises below will walk you through how to complete the project tasks and bill the customer, Microchip Restaurant, on project completion.
Hands on: Complete Project Tasks
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Open the Tasks tab and change the status of each task to “Completed.”
3. Save your changes.
4. Change the project status to “Completed.”
5. Save your changes.
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Since the project billing option is set to “On Project Completion,” it is not possible to bill the project with an earlier billing date than the project end date. The WIP project end date was
automatically inserted when you changed the status of from “Active” to “Completed.”
Hands on: Run Project Billing
1. Open the Run Project Billing form (screen ID PM503000): Organization > Projects > Processes > Recurring > Run Project Billing
2. Select the project end date in the Invoice Date field.
3. Click the Bill All button.
4. Now, if you navigate to the Invoices tab of your client’s WIP project, the invoice amount should equal $5,340.00.
5. Click the View Invoice button to open it in the Invoices and Memos screen, then release the invoice.
When releasing the project invoice, the system creates a transaction to reverse the WIP account and hit the cost of goods sold account. After you release the invoice, you’ll also need to release this additional transaction. However, if your system is configured to release
allocations automatically, no manual step is necessary.
Since the project is NOT configured to release allocations automatically, you will need to release the WIP reversal transaction manually:
6. Open the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
7. Click the Release All button to release the reversal transaction.
8. Now, if you navigate to the Balances tab of your client’s WIP project, the unbilled revenue should equal $0.00; the project revenue should equal $5,340.00; and the WIP should equal $0.00.
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Project Scenario: Attribute Allocation Project Complex Project Calculations: Incentive Compensation by Project Now that you have successfully completed and billed a WIP project, it is time for you to learn how to use the Projects Management module—and its formula capability—to perform complex calculations with project data. In the following exercises, you will use both allocation rules and the formula editor to calculate incentive compensation based on project transactions for your client’s account managers (Angela Martin, Dwight Schrute, and Kevin Malone) and line of business managers (Ryan Howard, Erin Hannon, and Meredith Palmer).
You will also learn how to create attributes—user-defined fields—for the project, which you will use in your calculations of incentive-based compensation.
The skills you will gain through these exercises will allow you to configure Acumatica’s Project Management module to meet very specific business needs.
Learning Objects
• Learn how to create complex calculations using allocations and custom formulas.
• Learn how to create complex, custom calculations that are otherwise not possible using only allocations and the rate tables.
• Develop an understanding of how attributes can be used in both allocations and custom formulas.
• Gain familiarity with Acumatica’s report writing, generic inquiry, and integrations features, among others.
• Learn how to process transactions from other modules through to the Projects module, and then perform allocations on those transactions.
Incentive Compensation Exercise Overview In this project scenario, you will…
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1. …enter an AR invoice and process it through the Projects module. The revenue transactions will be used to calculate incentive compensation. 2. …set up a project and project tasks—with supporting attributes to manage incentive compensation by project. 3. …process AR invoices with revenue that will post to the Projects module as project transactions. 4. …set up five new attributes to hold the incentive-based compensation values for each project. 5. …create two new account groups to hold the incentive compensation balances. 6. …create a new allocation rule that will include custom formulas—in this case, formulas that use an “if” statement to perform separate calculations for the account managers and line of business managers—to calculate the incentive-based compensation by project.
Since you have already configured the Project Management module for T&M and WIP projects, you will NOT need to execute each step of the configuration checklist, as outlined below:
# Task Comments 1 Define auto-numbering Previously configured; this setting is not related to this project sequences scenario specifically. 2 Define the structure of PM Previously configured; this setting is not related to this project identifiers scenario specifically. 3 Maintain valid values for Previously configured; this setting is not related to this project validated segments scenario specifically. 4 Configure PM module Previously configured; this setting is not related to this project preferences scenario specifically. 5 Create PM module Need to create for use with the incentive compensation calculations attributes 6 Configure PM module Need to configure to attach to the project master data attributes 7 Create account groups Need to create two new account groups 8 Create rate table Not required for this project type 9 Create rate types Not required for this project type 10 Create rate lookup rules Not required for this project type 11 Maintain rate tables Not required for this project type 12 Create allocation and billing Need to create a new allocation rule—using complex formulas—to rules calculate the incentive compensation
Complete all of the following checklist task updates: #5: Create PM Module Attributes According to your client project scenario, you will have to define attributes for:
• The type of incentive compensation • The name of the account manager • The account manager incentive compensation percentage • The name of the line of business manager
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• The line of business manager incentive compensation percentage
Attribute ID Description ICTYPE Incentive Comp Type ICAM Account Manager ICAMPCT Account Manager Percentage ICLM Line of Business Manager ICLMPCT Line of Business Manager Percentage
Hands on: Create PM Attributes
1. Open the Attributes form (screen ID CS205000): Configuration > Common Settings > Common Settings > Attributes
2. Populate the Attributes form with the following values for incentive compensation type:
Form Section Field Value Summary Attribute ID ICTYPE Summary Description Incentive Comp Type Summary Control Type Combo Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid Value ID AM Grid Description Account Manager Grid Sort Order 20 Grid Disabled {unchecked} Grid Value ID BOTH Grid Description Both Grid Sort Order 40 Grid Disabled {unchecked} Grid Value ID HOUSE Grid Description House Grid Sort Order 10 Grid Disabled {unchecked} Grid Value ID LOB Grid Description Line of Business Manager Grid Sort Order 30 Grid Disabled {unchecked}
3. Save your changes.
4. Now configure the account manager attribute:
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Form Section Field Value Summary Attribute ID ICAM Summary Description Account Manager Summary Control Type Combo Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid Value ID AM01 Grid Description Angela Martin Grid Sort Order 10 Grid Disabled {unchecked} Grid Value ID DS01 Grid Description Dwight Schrute Grid Sort Order 20 Grid Disabled {unchecked} Grid Value ID KM01 Grid Description Kevin Malone Grid Sort Order 30 Grid Disabled {unchecked}
5. Save your changes.
6. Now configure the account manager percentage attribute:
Form Section Field Value Summary Attribute ID ICAMPCT Summary Description Account Manager Percentage Summary Control Type Combo Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid Value ID 100 Grid Description 1.0% Grid Sort Order 10 Grid Disabled {unchecked} Grid Value ID 150 Grid Description 1.5% Grid Sort Order 20 Grid Disabled {unchecked} Grid Value ID 200 Grid Description 2.0% Grid Sort Order 30 Grid Disabled {unchecked} Grid Value ID 250 Grid Description 2.5% Grid Sort Order 40 Grid Disabled {unchecked}
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Grid Value ID 300 Grid Description 3.0% Grid Sort Order 50 Grid Disabled {unchecked}
7. Save your changes.
8. Now configure the line of business manager attribute:
Form Section Field Value Summary Attribute ID ICLM Summary Description Line of Business Manager Summary Control Type Combo Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid Value ID RH01 Grid Description Ryan Howard Grid Sort Order 10 Grid Disabled {unchecked} Grid Value ID EH01 Grid Description Erin Hannon Grid Sort Order 20 Grid Disabled {unchecked} Grid Value ID MP01 Grid Description Meredith Palmer Grid Sort Order 30 Grid Disabled {unchecked}
9. Save your changes.
10. Now configure the line of business manager percentage attribute:
Form Section Field Value Summary Attribute ID ICLMPCT Summary Description Line of Business Manager Percentage Summary Control Type Combo Summary Internal {unchecked} Summary Entry Mask {blank} Summary Reg. Exp. {blank} Grid Value ID 100 Grid Description 1.0% Grid Sort Order 100 Grid Disabled {unchecked} Grid Value ID 200 Grid Description 2.0% Grid Sort Order 200
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Grid Disabled {unchecked} Grid Value ID 300 Grid Description 3.0% Grid Sort Order 300 Grid Disabled {unchecked}
11. Save your changes.
#6: Configure PM Module Attributes Now that you have created the necessary PM module attributes, you must configure them for use with the project master data.
Hands on: Configure PM Attributes
1. Open the Attributes form (screen ID PM202000): Organization > Projects > Configuration > Setup > Attributes
2. Populate the form for “Project”:
Form Section Field Value Summary Name Project
3. Populate the Grid section as follows:
Attribute ID Description Sort Order Required Control Type BURDEN {accept default} 10 {unchecked} {accept default} ICAM {accept default} 20 {unchecked} {accept default} ICAMPCT {accept default} 30 {unchecked} {accept default} ICLM {accept default} 40 {unchecked} {accept default} ICLMPCT {accept default} 50 {unchecked} {accept default} ICTYPE {accept default} 15 {unchecked} {accept default}
4. Save your changes. #7: Create Account Groups According to the project scenario, you will have to define incentive compensation account groups for both the account managers and the line of business managers. Below are the account groups needed for the calculation of incentive compensation:
Account Group Description ICOMPAM Incentive Comp Account Manager: This account will hold the final result of the
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incentive compensation calculation for the account managers. ICOMPLM Incentive Comp Line of Business Manager: This account will hold the final result of the incentive compensation calculation for the line of business managers.
Hands on: Create Account Groups
1. Open the Account Groups form (screen ID PM201000): Organization > Projects > Configuration > Setup > Account Groups
2. Populate the Account Group Summary section for the account manager incentive compensation account group:
Form Section Field Value Account Group Summary Account Group ID ICOMPAM Account Group Summary Type Off-Balance Account Group Summary Description Incentive Comp – Account Manager Account Group Summary Active {checked}
3. Populate the Grid section as follows:
Form Section Field Value Accounts tab All fields {blank}
4. Save your changes.
5. Now create the line of business manager incentive compensation account group, populating the Account Group Summary section as follows:
Form Section Field Value Account Group Summary Account Group ID ICOMPLM Account Group Summary Type Off-Balance Account Group Summary Description Incentive Comp – Line of Business Manager Account Group Summary Active {checked}
6. Populate the Grid section as follows:
Form Section Field Value Accounts tab All fields {blank}
7. Save your changes.
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#12: Create Allocation and Billing Rules
The following hands-on exercise will walk you through the creation of an allocation rule for incentive compensation. In this case it will not be necessary to create a billing rule, since the billing will be done through the AR module.
For further examples of allocation and billing rules, please reference “Projects Allocation and Billing Rules Examples,” located in the “Acumatica ERP Implementation Checklists” section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the “Preparation” section of the Implementing Projects guide and the “Allocation Rules” section of the Projects user guide.
Hands on: Create an Allocation Rule
1. Open the Allocation Rules form (screen ID PM207500): Organization > Projects > Configuration > Setup > Allocation Rules
2. Type “INCENTIVE” in the Allocation Rule field.
3. Configure the allocation rule per the following screenshots:
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Step ID: 100
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Step ID: 200
*Since you cannot see the entire amount formula in the screen shot above, here is the formula: =IIF([PMProject.ICTYPE_Attributes] = 'AM', [PMTran.Amount] * CInt([PMProject.ICAMPCT_Attributes])/10000, IIF([PMProject.ICTYPE_Attributes] = 'BOTH', [PMTran.Amount] * CInt([PMProject.ICAMPCT_Attributes])/10000, 0)) * -1
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Step ID: 300
*Since you cannot see the entire amount formula in the screen shot above, here is the formula: =IIF([PMProject.ICTYPE_Attributes] = 'LOB', [PMTran.Amount] * CInt([PMProject.ICLMPCT_Attributes])/10000, IIF([PMProject.ICTYPE_Attributes] = 'BOTH', [PMTran.Amount] * CInt([PMProject.ICLMPCT_Attributes])/10000, 0)) * -1
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Attribute Allocation Project Process Flow
Now that you have completed the necessary configurations for your client’s attribute allocation project, you can enter the project data and AR invoice, and then run the project allocation process.
Hands on: Create a New Attribute Allocation Project
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar.
3. Create a new project with the following values:
Form Section Field Value Project Summary Project ID
4. Save your changes.
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5. From the Tasks tab, click the “+” button to insert the following project task:
Form Section Field Value Tasks tab Task ID TASK01 Tasks tab Description Tasks 01 Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule INCENTIVE Tasks tab Billing Rule {blank} Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {blank} Tasks tab Billing Option By Billing Period Tasks tab Default Account {accept default}
6. Save your changes.
7. From the Attributes tab, insert values for the five new attributes, starting with “Incentive Comp Type”:
Attribute Required Value Project Burden Percentage {unchecked} {blank} Incentive Comp Type {unchecked} BOTH Account Manager {unchecked} Angela Martin Account Manager Percentage {unchecked} 2.5% Line of Business Manager {unchecked} Ryan Howard Line of Business Manager Percentage {unchecked} 2.0%
8. Save your changes.
9. Change the statuses of your project and project tasks to “Active.”
Hands on: Enter AR Invoices
1. Open the Invoices and Memos form (screen ID AR301000): Finance > Accounts Receivable > Work Area > Enter > Invoice and Memos
2. Create a new invoice with the following values:
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Form Section Field Value Document Summary Type Invoice Document Summary Reference Nbr.
Navigate to the Document Details tab, and click the “+” button on the Document Details tab toolbar. Insert the following invoice detail information:
Form Section Field Value Document Details tab Inventory ID {blank} Document Details tab Transaction Descr. TranDesc01 Document Details tab Quantity 0.00 Document Details tab UOM {blank} Document Details tab Unit Price 0.00 Document Details tab Ext. Price 100,000.00 Document Details tab Discount Percent 0.00 Document Details tab Discount Amount 0.00 Document Details tab Amount {accept default} Document Details tab Manual Discount {unchecked} Document Details tab Account 40000 Document Details tab Subaccount 000-000 Document Details tab Project Task TASK01 Document Details tab Salesperson ID {blank} Document Details tab Deferral Code {blank} Document Details tab Tax Category {blank} Document Details tab Commission {unchecked} Document Details tab Billing Option {blank}
Add a second line with the following information:
Form Section Field Value Document Details tab Inventory ID {blank} Document Details tab Transaction Descr. TranDesc02 Document Details tab Quantity 0.00 Document Details tab UOM {blank}
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Document Details tab Unit Price 0.00 Document Details tab Ext. Price 44,000.00 Document Details tab Discount Percent 0.00 Document Details tab Discount Amount 0.00 Document Details tab Amount {accept default} Document Details tab Manual Discount {unchecked} Document Details tab Account 40000 Document Details tab Subaccount 000-000 Document Details tab Project Task TASK01 Document Details tab Salesperson ID {blank} Document Details tab Deferral Code {blank} Document Details tab Tax Category {blank} Document Details tab Commission {unchecked} Document Details tab Billing Option {blank}
3. Save your changes.
4. Release the invoice.
Hands on: Run Project Allocation
In order for the revenue portion of the project to be allocated, you need to run the allocation process.
1. Open the Run Allocations By Tasks form (screen ID PM502000): Organization > Projects > Processes > Recurring > Run Allocations By Tasks
2. Click the Allocate All button on the toolbar .
3. If the project is not configured to automatically release allocation transactions, you’ll need to release them manually—via the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
4. Click the Release All button on the toolbar.
5. Now, if you navigate to the Balances tab of the “Attribute Allocation Project – {your name}” project, you should see the ICCOMPAM and ICCOMPLM balances.
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Project Reporting Using the Analytical
Report Manager
It is possible to use Acumatica’s Analytical Report Manager (ARM) to review the project income statements for the projects you have created. Although this example will not walk you through the creation of a report (with a Row Set, Column Set, and Unit Set), you can see below how selecting the “PM” report type allows you to specify project information.
1. Open the Report Definitions form (screen ID CS206000): Finance > General Ledger > Configuration > Analytical Report > Report Definitions
2. Select “PM” in the Type field drop-down menu.
3. Notice that the Default Data Source Settings change to allow you to define the project data:
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Project Scenario: Fixed Price Project Summary of the Fixed Price Project Scenario Now that you are officially an Acumatica Project Management module subject matter expert, you are ready to tackle some increasingly complex scenarios. In the following exercises, you will learn how to configure a fixed price project.
Your client from the T&M and WIP projects scenarios is at the head of an expanding business: He now needs to be able to create and track fixed price projects—in which revenue recognition is done immediately during the allocation process—in his Project Management module. He also wants to monitor budgets for these projects.
Your client employs the same two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. If traveling is required, travel expenses are re-invoiced with no markup to the customer.
Your client has budgeted the following revenue and resources for his current fixed price project:
Budgeted Item Hourly Cost Budget Hours Budgeted Amount Revenue $1,000.00 Senior Consultant $60/hr. 5 hours $300.00 Junior Consultant $40/hr. 8 hours $320.00
Here is a breakdown of the actual hours:
Resources Andy Bernard Jim Halpert - Actual Hours - - Actual Hours - Senior Consultant 5 hours Junior Consultant 12 hours
Since you have already configured your client’s Project Management module for T&M, WIP, and incentive compensation (“attribute allocation”) projects, you will NOT need to execute each step of the configuration checklist, as outlined below:
# Task Comments 1 Define auto-numbering Previously configured; this setting is not related to the fixed price sequences project scenario specifically. 2 Define the structure of Previously configured; this setting is not related to the fixed price PM identifiers project scenario specifically. 3 Maintain valid values for Previously configured; this setting is not related to the fixed price validated segments project scenario specifically. 4 Configure PM module Previously configured; this setting is not related to the fixed price preferences project scenario specifically.
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5 Create PM module No new attributes are necessary for this project scenario. (You have attributes already created the BURDEN attribute.) 6 Configure PM module No new attribute configuration is necessary for this project scenario. attributes (You have already configured the BURDEN attribute.) 7 Create account groups No new account groups are necessary for this project scenario. 8 Create rate tables No new table codes are necessary for this project scenario. 9 Create rate types No new rate types are necessary for this project scenario. 10 Create rate lookup rules No new rate lookup rules are necessary for this project scenario. 11 Maintain rate tables You do not need to update the rate tables; this is fixed price project. 12 Create allocation and You will need to create a new allocation rule. billing rules
#12: Create Allocation and Billing Rules The following exercise will walk you through how to create an allocation rule for a fixed price project in which revenue recognition is NOT done immediately.
For further examples of allocation and billing rules, please reference “Projects Allocation and Billing Rules Examples,” located in the “Acumatica ERP Implementation Checklists” section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the “Preparation” section of the Implementing Projects guide and the “Allocation Rules” section of the Projects user guide.
Hands on: Create an Allocation and Billing Rule
1. Open the Allocation Rules form (screen ID PM207500): Organization > Projects > Configuration > Setup > Allocation Rules
2. Type “FIXEDPRICE” in the Allocation Rule field.
3. Configure the allocation rule per the following screenshots:
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Step ID: 10
To implement a fixed price project scenario, you must select “Allocate Budget” in the Allocation Method field. This option indicates that the system will calculate the amount to allocate as a percentage of the task budget. Meanwhile, any transaction amounts are treated
as irrelevant and are not used in calculations.
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Now configure the necessary billing rule:
1. Open the Billing Rules form (screen ID PM207000): Organization > Projects > Configuration > Setup > Billing Rules
2. Type “FIXEDPRICE” in the Billing Rule field.
3. Configure the rule per the following screenshot:
Fixed Price Project Process Flow
Now that you have executed all the necessary configurations for your client’s fixed price project, you can enter the project data. The following hands-on exercises will walk you through how to create the fixed price project, and then enter time cards and invoices that affect the project. Create a Fixed Price Project and Project Tasks
Hands on: Create a New Fixed Price Project
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar.
3. Create a new project with the following values:
Form Section Field Value Project Summary Project ID
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name} Project Summary Hold {checked} Project Summary Status Planned General Info tab Start Date 01/01/2014 General Info tab End Date {blank} General Info tab Project Manager {blank} General Info tab Restrict Employees {checked}* General Info tab Restrict Equipment {unchecked} General Info tab All check boxes (GL, AP, AR, SO, PO, TE, IN, CA, CR) {accept default} General Info tab Default Account 40000 General Info tab Default Subaccount C00-000 General Info tab Default Accrual Account {blank} General Info tab Default Accrual Sub. {blank} General Info tab Billing Period On Demand General Info tab Next Billing Date {accept default} General Info tab Last Billing Date {accept default} General Info tab Customer Location {accept default} General Info tab Allocation Rule FIXEDPRICE General Info tab Billing Rule FIXEDPRICE General Info tab Rate Table STANDARD General Info tab Run Allocation on PM Transaction Release {unchecked} General Info tab Automatically Release AR Documents {unchecked} .*Checking this box will allow employee time cards to be associated with the current project, but only if the employee is listed on the form’s Employees tab.
4. Save your changes.
5. From the Tasks tab, click the “+” button to insert the following task:
Form Section Field Value Tasks tab Task ID PMSUMMARY Tasks tab Description Project Management Summary Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule FIXEDPRICE Tasks tab Billing Rule FIXEDPRICE Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start {accept default} Tasks tab Planned End {accept default} Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {blank} Tasks tab Billing Option On Project Completion Tasks tab Default Account {accept default}
6. Save your changes.
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7. Create three additional tasks, each with the same parameters as the first one:
Task ID Description REQSTUDY Requirements Study DEV Development DEPLOY Deployment
8. Save your changes.
9. To add budget detail information to a task, select the task (in the Tasks tab) and click the View Task button. This will open the task in the Project Tasks screen. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button to insert the budgeted quantity. Do this for the following tasks:
Task ID Description Account Group Inventory ID Budget Qty. Rate Budget Amount PMSUMMARY Project REVENUE {accept 0.00 0.00 1000.00 Management default} Summary REQSTUDY Requirements LABOR SRCONSULT 5.00 50.00 {accept Study default} DEV Development LABOR JRCONSULT 7.00 40.00 {accept default} DEPLOY Deployment LABOR JRCONSULT 1.00 40.00 {accept default}
10. Save your changes and close the Project Tasks window after editing each task.
11. From the Employees tab, click the “+” button to insert the following employees:
Form Section Field Value Employees tab Employee ID 100003 Employees tab Employee Name Bernard, Andy Employees tab Department {accept default} Employees tab Position {accept default}
Form Section Field Value Employees tab Employee ID 100004 Employees tab Employee Name Halpert, Jim Employees tab Department {accept default} Employees tab Position {accept default}
12. Save your changes.
13. Change the statuses of the project and project tasks to “Active.”
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14. Save your changes.
Fixed Price Project Scenario: Update 1 Your client has requested that time cards be entered in the Summary tab of the Employee Time Cards form, not the Details tab.
Hands on: Enter Employee Time Cards
1. Log in as Andy Bernard, and change Andy’s system business date to 01/06/2014.
2. Open the Employee Time Cards form (screen ID PM305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
3. Click the “+” button on the toolbar to create a new time card with the following values:
Form Section Field Value Time Card Summary Ref. Nbr.
From the Summary tab, click the “+” button on the toolbar to insert the following time card data:
Form Section Field Value Summary tab Earning Type RG Summary tab Task ID {blank} Summary tab Project PR00000004 {Fixed Price Project} Summary tab Project Task REQSTUDY Summary tab Mon 05:00 Summary tab Tue–Sun {blank} Summary tab Time Spent 05:00 Summary tab Billable {checked} Summary tab Description Andy Bernard
4. Change the status of the time card from “On Hold” to “Open.”
5. Save your changes.
6. Log in as Jim Halpert, and change Jim’s system business date to 01/06/2014.
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7. Open the Employee Time Cards form (screen ID PM305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
8. Click the “+” button on the toolbar to create a new time card with the following values:
Form Section Field Value Time Card Summary Ref. Nbr.
From the Summary tab, click the “+” button on the toolbar to insert the following time card data:
Form Section Field Value Summary tab Earning Type RG Summary tab Task ID {blank} Summary tab Project PR00000004 {Fixed Price Project} Summary tab Project Task DEV Summary tab Mon {blank} Summary tab Tue 08:00 Summary tab Wed–Sun {blank} Summary tab Time Spent 08:00 Summary tab Billable {checked} Summary tab Description Jim Halpert
9. Change the status of the time card from “On Hold” to “Open.”
10. Save your changes.
11. Log in as Pam Beesly and then as Michael Scott to approve and release the two time cards (see either the T&M or WIP project scenario for more detailed instructions).
Fixed Price Project Scenario: Update 2 Your client has informed you that his fixed price project is 75 percent complete. He would like you to change the percentage completion of the PMSUMMARY task accordingly so that he can recognize some revenue immediately. The following exercise will walk you through how to recognize some project revenue by changing the project task completion percentage.
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Hands on: Fixed Price Project Revenue Recognition
1. Open the Project Tasks form (screen ID PM302000): Organization > Projects > Work Area > Manage > Project Tasks
2. Select “PR00000004 - Fixed Price Project – {your name}” in the Project ID field.
3. Select “PMSUMMARY” in the Task ID field, and enter “75” in the Completed (%) field.
4. Save your changes.
5. To recognize the revenue, run the allocation process for the fixed price project: Organization > Projects > Processes > Recurring > Run Allocations By Tasks
6. Click the Allocate All button.
7. Release the allocation transactions: Organization > Projects > Processes > Daily > Release Transactions
8. Click the Release All button.
9. Navigate to the fixed price project’s Balances tab to view the revenue recognition: Organization > Projects > Work Area > Manage > Projects: Balances tab
10. Run the project profitability report to see the margin on the fixed price project: Organization > Projects > Reports > Balance > Project Profitability
11. Select the Include Active Projects check box.
12. Click the Run Report button.
13. Notice that the system now recognizes 75 percent of your client’s budgeted revenue. Because your allocation rule is configured to use the “Allocate Budget” method, changing the completion percentage of the task that is holding the budgeted revenue tells the system to recognize an equal percentage of the budgeted revenue.
It is possible that you will need to run the validate project balances process. In some rare cases, project balances end up not matching the totals of the amounts in the underlying transactions. In these cases, you need to validate the project balances by having the system
recalculate them, thus bringing them in line with the information in the underlying transactions.
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Fixed Price Project Scenario: Update 3 The project is finally complete, and your client is prepared to invoice his customer, Microchip Restaurant. You can now change the percentage completion of the PMSUMMARY task to 100 percent.
Hands on: Fixed Price Project Revenue Recognition
1. Open the Project Tasks form (screen ID PM302000): Organization > Projects > Work Area > Manage > Project Tasks
2. Select “PR00000004 - Fixed Price Project – {your name}” in the Project ID field.
3. Select “PMSUMMARY” in the Task ID field, and enter “100” in the Completed (%) field.
4. Save your changes.
5. To recognize the revenue, run the allocation process for the fixed price project: Organization > Projects > Processes > Recurring > Run Allocations By Tasks
6. Click the Allocate All button.
7. Navigate to the Release Transactions form (screen ID P501000) to release the allocation transactions: Organization > Projects > Processes > Daily > Release Transactions
8. Click the Release All button.
9. Navigate to the fixed price project’s Balances tab to view the revenue recognition: Organization > Projects > Work Area > Manage > Projects: Balances tab
10. Now that you have recognized the entire project revenue, you can change the statuses of the project and project tasks to “Completed.”
Hands on: Enter a Project Invoice
This exercise will walk you through how to run project billing for your client’s fixed price project.
1. Open the Run Project Billing form (screen ID PM503000): Organization > Projects > Processes > Recurring > Run Project Billing
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2. Check the box next to project PR00000004 in the Grid section, and click the Bill button.
3. Navigate to the Release Transactions form (screen ID PM501000) to release the invoice: Organization > Projects > Processes > Daily > Release Transactions
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Project Scenario: Cost Plus Project
Now that you have successfully completed a fixed price project for your client, it’s time to move on to the final example: a cost plus project. Summary of the Cost Plus Project Scenario Faced with an economic slump, your client from the previous exercises has changed his business vertical, pivoting away from business consulting in favor of government contracting. As a result, most of his projects are now cost plus projects.
Since you have proven yourself to be a valuable Acumatica resource, your client has hired you once again—this time to configure his Project Management module for cost plus projects.
Your client still employs two consultants: Andy Bernard, his senior consultant, earns $55 per hour for cost plus government projects, and Jim Halpert, his junior consultant, is paid out at $45 per hour for cost plus government projects. As was the case with your client’s T&M projects, he occasionally hires subcontractors to execute project tasks. When he does need subcontractor help, he uses the firm KRK Consulting Service, which charges $150 per hour. Your client’s government contracting projects are always billed based on the resource labor category.
Also of note: Your client would like to track budgets for his cost plus projects; the projects will have a 7.25 percent margin rate; and there will be no travel expenses.
Your client does not currently have a GL account to keep track of his cost plus project margin. Before proceeding with this scenario, add the following GL account to your client’s chart of accounts:
Account Description Type Account Class 11030 Cost Plus Project Accrual Asset AR
Your client has budgeted the following resources for his current cost plus project:
Budgeted Item Hourly Cost Budget Hours Budgeted Amount % Margin Rate Senior Consultant $55/hr. 8 hours $440.00 7.25 Junior Consultant $45/hr. 12 hours $540.00 7.25 Subcontractor $150/hr. 4 hours $600.00 7.25
Here is a breakdown of the actual hours:
Resources Andy Bernard Jim Halpert KKR Consulting - Actual Hours - - Actual Hours - - Actual Hours - Senior Consultant 6 hours Junior Consultant 10 hours Subcontractor 8 hours
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Since you have already configured your client’s Project Management module for T&M, WIP, incentive compensation (“attribute allocation”), and fixed price projects, you will NOT need to execute each step of the configuration checklist, as outlined below:
# Task Comments 1 Define auto- Previously configured; this setting is not related to the cost plus project numbering sequences scenario specifically. 2 Define the structure of Previously configured; this setting is not related to the cost plus project PM identifiers scenario specifically. 3 Maintain valid values Previously configured; this setting is related to the cost plus project for validated segments scenario specifically. 4 Configure PM module Previously configured; this setting is not related to the cost plus project preferences scenario specifically. 5 Create PM module No new attributes are necessary for this project scenario. You have attributes already created the BURDEN attribute, which will be used in the cost plus project’s allocation rule. 6 Configure PM module No new attribute configuration is necessary for this project scenario. You attributes have already configured the BURDEN attribute. 7 Create account groups One new account group is necessary for the cost plus project scenario. 8 Create rate tables No new rate tables are necessary for the cost plus project scenario. You will use the labor rate table you created during the WIP project scenario. 9 Create rate types No new rate types are necessary for the cost plus project scenario. You will use the labor rate types you created during the WIP project scenario. 10 Create rate lookup No new rate lookup rules are necessary for the cost plus project scenario. rules 11 Maintain rate tables You do not need to update any rate tables for the cost plus project scenario, since you need to calculate a margin based on the cost. 12 Create allocation and You will need to create a new allocation and billing rule for the cost plus billing rules project scenario.
The following exercises will walk you through the creation of the necessary account group and allocation rule for your client’s cost plus project.
#7: Create Account Groups According to your client project scenario, you will need to define the following cost plus margin account group:
Account Group Description CPMARGIN CP information will be affecting this account group
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Hands on: Create Account Groups
1. Open the Account Groups form (screen ID PM201000): Organization > Projects > Configuration > Setup > Account Groups
2. Populate the Account Group Summary section as follows:
Form Section Field Value Account Group Summary Account Group ID CPMARGIN Account Group Summary Type Off-Balance Account Group Summary Description Cost Plus Project Margin Account Group Summary Active {checked}
3. Since this is a Off-Balance type, the Grid should be left blank.
4. Save your changes.
#12: Create Allocation and Billing Rules The following exercise will walk you through how to configure an allocation rule for a cost plus project.
For further examples of allocation and billing rules, please reference “Projects Allocation and Billing Rules Examples,” located in the “Acumatica ERP Implementation Checklists” section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the “Preparation” section of the Implementing Projects guide and the “Allocation Rules” section of the Projects user guide.
Hands on: Create an Allocation Rule
1. Open the Allocation Rules form (screen ID PM207500): Organization > Projects > Configuration > Setup > Allocation Rules
2. Type “CP725” in the Allocation Rule field.
3. Configure the allocation rule according to the following screenshots:
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Step ID: 10
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Step ID: 20
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Step ID: 30
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Step ID: 40
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Step ID: 100
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Step ID: 300
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Step ID: 310
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Step ID: 320
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Step ID: 330
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Cost Plus Project Process Flow
Now that you have executed all the necessary configurations for your client’s cost plus project, you can enter the project data. The following hands-on exercises will walk you through how to create the project, enter time cards that affect the project, and run project billing. Create a Cost Plus Project and Project Tasks
Hands on: Create a New Cost Plus Project
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar.
3. Create a new project with the following values:
Form Section Field Value Project Summary Project ID
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General Info tab Rate Table STANDARD General Info tab Run Allocation on PM Transaction Release {unchecked} General Info tab Automatically Release AR Documents {unchecked}
4. Save your changes.
5. From the Tasks tab, click the “+” button to add the following task: Form Section Field Value Tasks tab Task ID 101 Tasks tab Description Requirements Gathering Tasks tab Location MAIN Tasks tab Rate Table STANDARD Tasks tab Allocation Rule CP725 Tasks tab Billing Rule STANDARD Tasks tab Status Planned Tasks tab Completed (%) {accept default} Tasks tab Planned Start 01/01/2014 Tasks tab Planned End 03/31/2014 Tasks tab Start Date {blank} Tasks tab End Date {blank} Tasks tab Approver {blank} Tasks tab Billing Option On Project Completion Tasks tab Default Account {accept default}
6. Save your changes.
7. Create two additional tasks, each with the same parameters as the first one:
Task ID Description 102 Development 103 Deployment
8. Save your changes.
9. To add budget detail information to a task, select the task (in the Tasks tab) and click the View Task button. This will open the task in the Project Tasks screen. Navigate to the Budget tab of the Project Tasks screen, and click the “+” button to insert the budgeted quantity. Do this for the following tasks: Task ID Description Account Group Inventory ID Budget Qty. Rate Budget Amount 101 Requirements LABOR SRCONSULT 8.00 55.00 {accept Gathering default} 102 Development LABOR JRCONSULT 12.00 45.00 {accept default} 103 Deployment SUBCON {blank} 4.00 150.00 {accept default}
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10. Save your changes and close the Project Tasks window after modifying each task.
Adjust the Employee Cost for the Cost Plus Project Since the cost rates of your client’s employees are different for this project scenario, you will need to adjust them using the Employees form. The following exercise will walk you through that process.
Hands on: Adjust the Employee Cost
1. Open the Employees form (screen ID EP203000): Organization > Organization Structure > Manage > Employees
2. Select Andy Bernard in the Employee ID field, and navigate to the Employee Cost tab.
3. Add a line to the Overrides section with the following values:
Field Value Project Cost Plus Project – {your name} Task {blank} Hourly Rate 55.00 Compensation Code {blank}
4. Save your changes.
5. Execute the same modification for Jim Halpert, but with an hourly rate of $45.
6. Save your changes.
Hands on: Run the Auto Budget Process
You are now ready to run the auto budget process to calculate your client’s expected revenue based on the cost plus project’s allocation rule.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
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2. Click on the Actions drop-down menu, and select “Auto Budget.”
3. From the Balances tab, you can see that your client’s budgeted revenue should equal $1,694.55.
4. Change the statuses of the cost plus project and project tasks to “Active.”
Cost Plus Project Scenario: Update 1 Your client’s employees and a KRK Consulting Service subcontractor have been working hard on the government cost plus project. Andy Bernard and Jim Halpert are ready to enter their employee time cards, and you are ready to process the subcontractor invoice in AP. The following exercises will walk your through the necessary steps:
Hands on: Enter Employee Time Cards
1. Log in as Andy Bernard, and change Andy’s system business date to 01/06/2014.
2. Open the Employee Time Cards form (screen ID PM305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards
3. Click the “+” button on the toolbar, and create a new time card with the following values:
Form Section Field Value Time Card Summary Ref. Nbr.
From the Summary tab, click the “+” button to insert the following time card data:
Form Section Field Value Summary tab Earning Type RG Summary tab Task ID {blank} Summary tab Project Cost Plus Project – {your name} Summary tab Project Task 101 Summary tab Sat 06:00 Summary tab Time Spent 06:00 Summary tab Billable {checked} Summary tab Description {blank}
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4. Change the status of the time card from “On Hold” to “Open.”
5. Save your changes.
6. Log in as Jim Halpert, and change Jim’s system business date to 01/06/2014.
7. Click the “+” button on the toolbar, and create a new time card with the following values:
Form Section Field Value Time Card Summary Ref. Nbr.
From the Summary tab, click the “+” button to insert the following time card data:
Form Section Field Value Summary tab Earning Type RG Summary tab Task ID {blank} Summary tab Project Cost Plus – {your name} Summary tab Project Task 102 Summary tab Sat 10:00 Summary tab Time Spent 10:00 Summary tab Billable {checked} Summary tab Description {blank}
8. Save your changes.
9. Change the status of the time card from “On Hold” to “Open.”
10. Save your changes.
11. Log in as Pam Beesly and then as Michael Scott to approve and release the two time cards (see either the T&M or WIP project scenario for more detailed instructions).
Hands on: Enter a Subcontractor Bill
1. Open the Bills And Adjustments form (screen ID AP301000): Finance > Accounts Payable > Work Area > Enter > Bills And Adjustments
2. Click the “+” button on the toolbar.
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3. Create a new bill with the following values:
Form Section Field Value Document Summary Type Bill Document Summary Reference Nbr. {accept default} Document Summary Status {accept default} Document Summary Hold {accept default} Document Summary Date 01/31/2014 Document Summary Post Period 01-2014 Document Summary Vendor Ref. 124 Document Summary Vendor KRK Consulting Service Document Summary Location MAIN Document Summary Terms NET30 Document Summary Due Date {accept default} Document Summary Cash Discount Date {accept default} Document Summary Description Project Subcontract
4. In the Document Details tab, click the “+” button on the toolbar:
Form Section Field Value Document Details tab Inventory ID {blank} Document Details tab Transaction Descr. Cost Plus Project Example Document Details tab Quantity 8.00 Document Details tab UOM HOUR Document Details tab Unit Cost 150.00 Document Details tab Amount {accept default} Document Details tab Account 51000 Document Details tab Subaccount 000-OPS Document Details tab Project PR00000005 - Cost Plus Project Document Details tab Project Task 103 Document Details tab Non-Billable {unchecked} Document Details tab Deferral Code {accept default} Document Details tab Tax Category Exempt
5. Save your changes.
6. Click the Release button.
Hands on: Run Project Allocation
In order for the revenue portion of the project to be allocated, you need to run the allocation process.
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1. Open the Run Allocations By Projects form (screen ID PM502500): Organization > Projects > Processes > Recurring > Run Allocations By Projects
2. Click the Allocate All button on the toolbar.
3. If your project is not configured to automatically release the allocation transactions, you need to release them manually—via the Release Transactions form (screen ID PM501000): Organization > Projects > Processes > Daily > Release Transactions
4. Click the Release All button on the toolbar.
5. Now if you navigate to the Balances tab of your client’s cost plus project, the unbilled revenue should equal $2,123.56. Like any good government project, your margin is better than expected!
Hands on: Run Project Billing
You can run billing for the cost plus project via the Projects screen. If it is your first time billing for the project, you will need to populate the Next Billing Date field prior to running billing. Since the cost plus project is configured to bill “On Project Completion,” it is mandatory to change the statuses of the project and project tasks to “Completed” before running project billing.
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select the cost plus project in the Project ID field.
3. Click the Actions drop-down menu, then select “Run Project Billing” to produce the project invoice.
4. If your project is not configured to automatically release invoice transactions, you will need to release the invoice manually. To do so, follow steps 5 and 6.
5. Navigate to the Invoices tab, and double-click on the invoice you just created.
6. Release the invoice.
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Project Templates, Project Template Tasks, and Common Tasks
Project Templates Acumatica allows you to create project templates, which you can use to create projects with commonly used settings.
Learning Objects
Learn how to add new project templates, either from scratch or by using an existing project; view the settings of existing templates; and modify or delete project templates.
The following exercise will walk you through how to create a project template based on the cost plus project you created for your client.
Hands on: Create Project Template
1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Select the “Cost Plus Project – {your name}” project in the Project ID field.
3. Click the Actions drop-down menu, then select “Create Template” to create a new project template. This will open the Project Templates screen.
4. Change the Description field to “Cost Plus Project Template.”
5. Fill the Allocation Rule and Rate Table fields in the Billing Settings section (in the General Info tab) and for the individual tasks (in the Tasks tab).
6. Change the status from “On Hold” to “Active.”
7. Save your changes.
You can now modify the template or use it as is to create a new cost plus project. By following the steps below, you will use the newly created template to create a new project:
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1. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
2. Click the “+” button on the toolbar to create a new project.
3. Select “C000001” in the Customer ID field.
4. Select your new template in the Template ID field.
5. Save your changes.
This new project is currently configured based on your template. You can modify it as desired. Note that the budgeted amounts are also coming from the project template.
Project Template Tasks Acumatica allows you to create project tasks for project templates. If the Automatically Include in Project check box is selected for a template task, that task will be included in any project created using the associated project template.
Learning Objects
Learn how to add new project template tasks to an existing project template; view the settings of existing template tasks; and modify or delete existing project template tasks.
The following exercises will walk you through how to create a project template task within an existing project template.
Hands on: Create Project Template Tasks
1. Open the Project Template Tasks form (screen ID PM208010): Organization > Projects > Configuration > Manage > Project Template Tasks
2. Select “Cost Plus Project Template” in the Template ID field.
3. Create a new template task with the following values:
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Form Section Field Value Document Summary Task ID RESEARCH Document Summary Description Research Document Summary Allocation Rule CP725 Document Summary Billing Rule STANDARD Document Summary Automatically Include in Project {unchecked} General Settings tab All fields {accept default} Budget tab All fields {you will not add a budget for this task in this scenario} Recurring Billing tab All fields {blank}* Attributes tab All fields {blank} *By using the Recurring Billing tab, you can implement a regular flat-rate billing model. For instance, suppose that a project task stipulates that you provide 100 hours of service to a customer on a monthly basis for a flat rate of $500. When running billing for the project, the system will automatically bill $500 to the customer’s account, with any hours beyond the 100- hour base billed at the rate configured in your billing rules.
4. Save your changes.
Common Tasks Acumatica allows you to create common tasks. While a common task is similar to a template task, it can be added to any new or existing project, rather than being associated with just one project template.
Learning Objects
Learn how to create a new common task and assign it to a project.
The following exercise will walk you through how to create a common task and add it to on an existing project.
Hands on: Create a Common Task
1. Open the Common Tasks form (screen ID PM208030): Organization > Projects > Configuration > Manage > Common Tasks
2. Create new common task with the following values. When you come to a field not specified in the table below, either populate it as you see fit or leave it empty.
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Form Section Field Value Document Summary Task ID PMSUMMARY Document Summary Allocation Rule TMR Document Summary Billing Rule STANDARD Document Summary Description Project Summary Task for T&M project General Settings tab Approver {blank} General Settings tab Default Subaccount C00-000 General Settings tab Billing Option By Billing Period Budget tab All fields {you will not add a budget for this task in this scenario} Recurring Billing tab All fields {blank} Attributes tab All fields {blank}
3. Save your changes.
You can now add this common task to an existing or new project. In this case, you will add it to the T&M project you created for your client:
4. Open the Projects form (screen ID PM301000): Organization > Projects > Work Area > Manage > Projects
5. Select “T&M Project – {your name}” in the Project ID field.
6. Navigate to the Tasks tab.
7. Click the Add Common Tasks button on the Tasks tab toolbar. This will open the Add Tasks window.
8. Select your newly created common task in the Add Tasks window, then click the Add Common Tasks button.
9. Save your changes.
The T&M project is now configured based on the common task you just added. You can modify the project as desired. It is important to note that if a budget is defined on the common task, the budgeted amounts are coming from that task,
Congratulations, you have completed Acumatica’s Project Management certification course! Once you pass the Employee Management and Project Management certification exam, you will be a certified Acumatica Project Expert.
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