General Information about Register Project

What is a Project?

A project is a comprehensive term that gathers many different orders, income, costs and hours. There are different types of projects, for example development projects, reconstruction projects or manufacturing projects. You enter the project number on the manufacturing order, when coding customer orders, etc. in order to link these to the project.

What Does This Procedure Do?

The Register Project procedure is used to create projects and assigning them a number and a name. You can add other general information to the project, register and report activities as well as register budgets. You will also find information about income and costs that have been ordered and reported. The time used can also be budgeted and followed-up. It is possible to print a project report.

Please note that is it not possible to make any calculations for projects with status 9 (historical).

What Does This Window Contain?

At the top of the window you will find a heading row where you enter the project number and name. Below the heading row, you will find a number of tabs containing different information about the project. These tabs are:

The tabs General, Activities, Budget and Forecast are tabs where information is entered. The other tabs are used to show information about costs, income and hours.

Apart from these tabs, you can also activate the tab called Extra info. This tab consists of a number of fields where you can enter optional information. The tab is activated by the setting called Show Extra info tab in Register Project under the Project Accounting heading under the Accounting tab in the Settings procedure.

You can use the Info menu, by right-clicking, in order to see more detailed information about a project.

By using the button you can link from the tabs Planned, Expected result and Result to the Project Summary procedure where you can see the bases from where an amount has been calculated (order numbers, registrations made directly and vouchers).

Creating Projects from Other Procedures

A project is always created in this procedure. You can start the procedure directly from the menu to create a project but you can also create a project in connection with order registration from the Register Customer Order (Sales) and Register Purchase Order (Purchase) procedures by there entering a new project in the Project number field which thereby opens this procedure.

However, this requires that you have configured a setting for both procedures. The settings are called Ask about creating new projects in purchase order rows? and Ask about creating projects in customer order rows? and can be found under Orders / Inquiries under the Purchase tab and under Orders / Quotes under the Sales tab, respectively, in the Settings procedure. If this setting is checked, a question appears when a new project is entered in connection with the order registration. If you say "Yes" to the question, the procedure will open and the project can be created. Certain information such as Project time and Customer code can be filled in by default.

Create Manufacturing Project

When the project is being created you can also create a manufacturing project with the same number and name. If you activate the setting Create manufacturing project in the Register Project, under Project Accounting under the Accounting tab in the Settings procedure, you can determine whether or not a manufacturing project should be created. The default configuration of this setting is that a question should be displayed when saving in this procedure. The manufacturing project can later be entered on the manufacturing order.

Create Project by Using Save as...

By using the Save as... alternative in the File menu, it is possible to copy an existing project to a new project. Data from the tabs General, Activities, Budget and Forecast will then be copied to the new project. You can then also choose whether or not new text numbers should be generated for comments. If you choose not to, then only the comment text will be copied. There is also an alternative where no texts at all will be copied to the new project.

Delete Project

By using the button called Delete record you can delete a project provided that there are no opening balances and balances. If a project cannot be deleted a message appears informing you why.

The Percentage-of-Completion Method on Projects

When using the percentage-of-completion method on projects, it means that income is registered as the services are being performed and the material being consumed according to the agreement (stage of completion). This means that you perform accrual accounting for the income and the costs are charged to expense at the time when the material is consumed. If the income cannot be established in a reliable way, the income is assumed to be equal to the accrued expenses for which you expect to be compensated. The stage of completion is the percentage portion of a task that is considered to be completed by the date of closing balance. For the project type you select whether or not you want to use the percentage-of-completion method. This is made in the Register Basic Data - Project procedure.

If you have selected to use the percentage-of-completion method on the current project type, you will find additional fields under the General tab. The information is primarily loaded from the Register Basic Data - Project procedure. The fields called Calculation basis stage of completion and Profit are editable in the Register Project procedure. The field Calculation basis stage of completion is set to Costs by default.

The stage of completion is always shown under the tabs Result and Time check. The stage of completion is calculated based on the result in relation to the forecast. The calculation basis you have selected is the basis for the actual revenue calculation made in the Revenue Calculation procedure as well as for the stage of completion shown in the project header.

The stage of completion in the project header is shown in the interval 0 - 100%. If the stage of completion is outside this interval it will be shown in red. When you place your cursor over the amount, the actual stage of completion is shown in a so-called tooltip. The actual stage of completion is always calculated and shown under tabs called Result and Time check.

Please see the section called Percentage-of-completion method in the Using MONITOR Procedures guide for more information.

Window Functions

Recalculate. In order to update the project's costs, income and hours used you must perform a calculation. You start the calculation by clicking on the Recalculate button in the Window functions. The values that have been changed since the last calculation will then be shown in italics. The new values are saved at once, so no separate saving will be necessary.

Insert main activity (above selected row). Use this button to insert a main activity to the activity list. Main activities are inserted above the selected row.

Add main activity (at the end of the list). Use this button to add a main activity to the activity list.

Insert sub-activity (above selected row). Use this button to insert a sub-activity to the activity list.

Add sub-activity (at the end of the main activity). Use this button to add a sub-activity at the end of the main activity.

Read more about the other Window functions under Window Functions in the MONITOR Basics.