Projects

7:57

Create a Project

There are multiple ways in which a Project can be created and set up

Create a Project from the Project form

From a blank Project form (Path: Projects Main Menu > Projects)

1. Click the Add icon
2. Fill in all the details you have including Title, Site, Type, Category, Sales Reps, Start and End Dates, etc.
3. Click the Save icon

Create a Project from an approved Order

When an Order record with a specific option set in the Sales Type field is moved to APPROVED status, a Project can be automatically generated

1. From the Order record click the Process icon
2. Click the Approved button, and click OK to confirm
3. When prompted, enter the Start Date and End Date, then click OK

A new Project record will open containing information from the Order record, with Order Items carried over to the Materials tab for the Project

Create a Project from a Customer record

1. Open the Customer record you want to view, and click the Projects tab
2. Click the Add icon located in the Projects grid
3. In the new Project form, manually enter the Project attributes, including
   • Project Title
   • Start Date
   • End Date
   • Project Leader
   • Project Type
   • Comments
4. Click the Save icon

Copy a Project from an Existing Project

1. Open the Project record that you want to copy and from the Extended Menu icon, select one of the following options:
   • Copy This Project By Start Date
   • Copy This Project By End Date
2. A new window will open with options that allow you to select which Project items you would like to carry over to the new Project
3. In the new Project record, click the Edit icon and make any other necessary changes to the Project
4. Click the Save icon

Copy a Project from a Project Template

1. Go to Projects > Template List and open a Template
2. From the Extended Menu icon, select Copy Template to Project
3. Click the Edit icon, and make any necessary changes to the Project
4. Click the Save icon

Create Internal Admin Projects for a Calendar or Fiscal Year

2:27

Create an Internal Admin Project

Q360 will automatically create an Internal Admin Project for each combination of Company, Branch and Department.  Each Internal Admin Project will display a Primary Resource (User ID) that corresponds with the associated Department

1. Navigate to HR Menu > Admin Projects.  The Admin Projects window will open
2. Checking or unchecking the Active Only checkbox will display either only Active Admin Projects, or all Admin Projects
3. To create a new or update an existing Internal Admin Project, from the Extended Menu, select Create or Update Project.  A pop up Filters window will open
4. Select desired filters from the drop down menus provided and click OK
5. Confirm new Project creation in the pop up window that appears.  If a Project exists for the selected filters, it will be used and new Tasks will be created.  Any duplicate Tasks will be ignored.
6. Click OK.  Newly created Projects will now be visible in the Admin Projects grid
7. Drill into a Project and click on the Tasks tab to view all Employees assigned to a Task

2:08

Assign a Project Leader

Assign a Project Team Leader or Project Manager (PM) v23.01+

1. Go to Workflow Menu > Projects Overview
2. Drill into Projects with No PM bucket.  The grid will display a list of Projects with no assigned PM
3. Drill into a Project and put the form into EDIT mode
4. Select a PM from the Project Leader drop down menu
5. SAVE the form
6. An automatic email may be sent out to the person assigned to be the Project Team Leader.  This option may be configured by navigating to the Maintenance Main Menu > Email Template Admin.  Search for Project Email Templates.  Drill into and configure the template called Project Lead Assigned.

1:56

Add Project Team Members

Teams within a Project allow you to assign Tasks to specific Users and to designate Team Roles

1. Open a Project record and click the Team / Events tab
2. From the Team grid, click the ADD icon.  Select one of the following options:
   • Link a User
   • Link a Contact
3. To Link a User, in the Select Team Members search window that appears, select the name(s) that you want to add, then click the OK button
4. To Link a Contact, in the Select Team Members search form that appears, use the Company, Contact and / or Contact No. fields to narrow your search and click the Search button.  Highlight a Contact in the results grid and click the Select button

Delete a Team Member

1. Open a Project record and click the Team / Events tab
2. Highlight a Team Member in the Team grid and click the DELETE (trash) icon.  In the confirmation window that appears, click the OK button

3:30

Create a Project Task

From a Created Project

1. Open the Project record and click the Tasks tab
2. From the Tasks grid, click the Add icon, and in the new Task form, fill in all the mandatory fields, including Task Title, WBS, Priority, Responsible person, Scheduled Date / Time and End Date / Time, Estimated Effort, Status, Time Bill Category and Sub Cat, and Comments
3. Click the Save icon

From an Approved Order via Project Template

1. Open an approved Order
2. Create a Project from the Extended Menu of an Approved Order
3. You will be prompted to create this Project from a Project Template
4. Select the Project Template closest to the desired format of your new Project – that is, that contains Project Tasks closest to what you are looking for
5. All Tasks on the Project Template will transfer onto the new Project and may be edited as necessary

From an Existing Project Task

1. From an existing Project to which you wish to add a similar Task, click on the Extended Menu and select “Copy Selected Task.”  You will be prompted in a new window to select the Task aspects you wish to copy
2. Select whichever aspects you wish to copy to the new Task and click OK
3.  The new Task will appear in the Tasks grid.  Click the EDIT icon and make necessary edits directly in the grid
4. Click the SAVE icon

For detailed information on Project Task Grid Header Fields and columns, please see article Project Task Grid Header Field and Column Definitions

4:15

Create a Project Sub-Task

There are multiple ways to create a Project Sub Task

Create a Sub Task from the Project Task grid

1. Open a Project and click the Tasks tab.  A Tasks grid will appear listing all Tasks associated with the Project
2. To add a Sub Task, click the Add button next to the Task for which you wish to create a Sub Task.  An Add Task form will open
3. Complete or update all fields for which you have information.  Note: if the Parent Task has a WBS Number listed, the Sub Task WBS field will auto populate with a related WBS Number (typically, the Parent Task WBS Number followed by a decimal and two additional digits (this can be controlled using a config data setting)
4. Click the Save icon.  The Sub Task will appear in the Project Task grid nested beneath the Parent Task as well as on the Sub Task tab of the Parent Task

Create Sub Task from a Project Task

1. Open a Project Task, click the Sub Tasks tab, and click the Add button on the Sub Tasks grid.  The Sub Task form will open
2. Make any necessary changes to Sub Task fields including Primary Resource, Priority, Estimated Duration, Start and End Dates, etc.
3. Click the Save icon.  The Sub Task will appear in the Project Task grid nested beneath the Parent Task as well as on the Sub Task tab of the Parent Task

Create Sub Task by copying an existing Sub Task

1. Open the Sub Task you want to copy, click the Extended Menu icon, then select Copy Task
2. Make any necessary changes, such as editing the Title, Priority, Assignee, Scheduled Date / Time and End Date / Time, Estimated Effort
3. Click the Save icon

Create Sub Task from the Resource Console

1. Go to Projects > Resource Console, and click the Edit icon
2. From the Project Tasks tab, highlight the Task related to the Sub Task you want to create
3. In the Calendar grid, click and drag your cursor across the scheduled time for which you want to create the Sub Task
4. Click the Save icon.  A new Sub Task is displayed on the Calendar grid as well as in the Project Tasks grid, immediately below the parent Task

2:25

Create a Project Invoice Task

Invoice tasks for Projects should be created, scheduled, and kept up to date for the following reasons:

• Information is used in the Cash Flow Forecast report which estimates Project Accounts Receivable over a given time frame
• Information displays in the Accounts Receivable Workflow as an advanced reminder that Projects must be invoiced, and contains additional details including how much and when to invoice Customers

When creating a Project from a Project Template, it will likely include Invoice Task placeholders.  In this case, edit the Invoice Task attributes as required for the Project

1. Open the Project and click the Tasks tab
2. In the Tasks grid, click the ADD icon, and in the new Task form, fill in all the mandatory fields, including
   • In the Task Control drop-down box, select the INVOICE option
   • In the Invoice Type field, select an option, and fill in the subsequent applicable fields
   • Set the Scheduled Date for which this Invoice is to be generated.  Note: there is no End Date attribute for an Invoice Task
   • Set the Status field to an active Status, such as OPEN, ready to be invoiced by User listed in the Responsible field when the time comes.  Note: you may leave this Task in DATAENTRY Status if you are not ready for this Task to be invoiced, however, you will not see it on the Project Task list unless you uncheck the Active Only checkbox
3. Click the SAVE icon

A Check List may be used to define steps or instructions on a Project Task

2:37

Add a Checklist to a Project Task

Add a Check List to a Project Task:

1. On a Project record, click on the Check List tab
2. From the Check List Def drop down menu, select which Check List you would like to use (the Check List steps will appear in the Check List grid)

Important: You may at any time select a different Check List from the Check List Def drop down menu, but this action will delete any existing Check List items

Mark Check List Item(s) Complete:

Method 1:

1. Open a Project form (in EDIT mode or not) and click on the Check List tab
2. On any Check List grid item, click the check box in the Compl. column (the Actual and Comp by columns will auto-fill)
3. Select a Result option from the drop down in the Result column (record must be in EDIT mode)
4. Category and Sub Category may be selected from the drop down menu in their respective columns
5. Click SAVE icon

Method 2:

1. With the Project form NOT in EDIT mode, highlight any Check List grid item
2. From the Extended Menu, select “Mark Complete”
3. Note that you will still need to put the record in EDIT mode if you wish to add a Result in the Result column, or a date in the Completed column

Note: Any Check List item may be edited by drilling into that item.  Additional information may be added in this way including Instructions, Comments, and / or notes

1:31

Create a Project Event

Project Events are details that are manually added by Team Members to provide additional information.  Events can be added to both the main Project record and / or Task records

Add Event to Project Record using Team / Events tab:

1. Open a Project you want to view and click the Team / Events tab
2. In the Events grid, click the ADD icon.  A new Project Event record opens with the “Project Event No.” and “Entered By” fields auto-populated
3. Add all relevant information.  Note: the Public Flag checkbox allows you to specify if the Event should be visible to External Users
4. Click the SAVE icon

Add Event to a Project Task:

1. Open a Project you want to view and click the Tasks tab
2. Drill into a Task and open Events tab of the Task
3. Click the ADD icon
4. Add all relevant information.  Note: the Public Flag checkbox allows you to specify if the Event should be visible to External Users
5. Click the SAVE icon

1. On a Project, click on the Material tab and scroll to the Groups 1 – 5 columns (SOV Invoices are created in conjunction with these Group columns).  This is where you may view current Groups if any have already been defined
2. Navigate to the SOV tab of the Project and click the Create SOV button
3. A drop down menu will appear and you may select your Group option for which you would like to create the SOV
4. SOV Line Items will appear in the SOV Items grid.  Use the checkboxes to select all Sales Tax Applicable SOV Line Items
5. From the grid Extended Menu, choose “Set Master for Selected Items”
6. On the form that appears, choose an M-Type Master that has been configured for SOV taxation i.e. SOV-TAXABLE.  Repeat the above steps for non-taxable SOV Items, but for those, choose SOV-NONTAXABLE (or something
7. Put the form in EDIT mode and change the description if desired
8. Note: before you can invoice the SOV, you must fill in the Application Date, Period To, Application Number, and Architect Project No. fields.  The SOV Number is automatically generated

10:26

v23.02.002 Manage Project Task List

Task management for Projects is a useful overview of work where you can make changes to multiple Tasks at once. To see all Project Tasks, manage metrics and make changes:

1. Open the Project and click the Tasks tab
2. Observe four key metrics for the Tasks on this Project:
   • Sold Hrs – Total quantity of Labor (labour) (L type items) sold on approved Sales Orders linked to the Project
   • Scheduled Hrs – Combined total number of Estimated Effort for parent Tasks within the Project
   • Assigned Hrs – Combined total number of Estimated Effort for Sub Tasks within the Project
   • Time Billed Hrs – Combined total or actual Time Bills against the Project
3. To change the status of multiple Tasks and / or Sub Tasks at once, highlight the specific rows and select an option in the Task grid Extended Menu. The options include the following:
   • Task Start Date
   • Task End Date
   • Shift Dates
   • Change to COMPLETED Status
   • Add a Sub Task to the Selected Task
4. Open a Task from the Project Task tab to view and / or update the Task details not available from the Task tab grid

For detailed information on Project Task Grid Header Fields and columns, please see article Project Task Grid Header Field and Column Definitions

12:46

Resource Console Overview v24.01

The Resource Console may be accessed via Projects Menu > Resource Console.  The above video covers many functions of the Resource Console including viewing options, scheduling / dispatching Service Calls, scheduling and assigning Project Tasks, HR reservations, and personalization

2:27

Schedule a Task on the Resource Console

1. Go to Projects > Resource Console and select a Sub Tab related to what you are trying to schedule: Dispatch Q, Project Tasks, Opportunity Funnel Items, or HR
2. To schedule a Project Task, use the Filters button on the Project Tasks Sub Tab to narrow your results in the Tasks to Schedule grid.
3. Put the Resource Console in EDIT mode using the EDIT icon, and then use the Calendar icon to select a date range, OR use the Calendar navigational icons (<< or >>).  Select a timeline to view (Day, Week, etc.)
4. Select a User from the User drop down menu
5. In the Tasks to Schedule grid, highlight the item you would like to schedule
6. In the Calendar grid, click and drag over a time frame to schedule an employee
7. Click the SAVE icon.  This action will automatically also create an Assignment for this Task / Employee combination

3:02

Manage Equipment in the Material Grid

The Material tab in the Project form allows Users to view, manage, and procure Line Items associated with Projects

1. Open a Project you want to view and click the Material tab.  This section tracks what Items are needed, when they are needed, and other delivery information
2. Highlight the rows or cells you want to update and click the grid Extended Menu icon to perform one of the following actions:
   • Set PO Release Date
   • Clear PO Release Date
   • Set Request Date
   • Clear Request Date
   • Set Reviewed By / Date
   • Clear Reviewed By / Date
   • Create Product for Selected Item(s)
   • Add Selected Item(s) to Product
   • Split This Line Item
   • Split This Line Item into Singles
   • Create ICO for Selected Item(s)
   • Create CCO Quote for Selected Item(s)
   • Add Selected Item(s) to Existing ICO Order
   • Add Selected Item(s) to Existing CCO Quote
   • Set Ship Release Date
   • Clear Ship Release Date
   • Ship Selected Items
   • Invoice Selected Item(s)
   • Toggle Drop Ship Flag
   • Append Note
   • Set Courier / Waybill
   • Print Packing Slip for Selected Item(s)
   • Update Group Fields
   • Update WBS
   • Update Staging Location for Selected Item(s)
3. If a confirmation window appears, click OK to confirm
4. Once changes are made, verify the details in the grid

2:12

Time Bill via the Resource Console

Tasks, Assignments, Service Calls and Opportunities may all be time billed to via the Resource Console

Time bill to a Task or Assignment via the Resource Console:

Method 1: May be used in any Q360 version

1. Go to Projects > Resource Console
2. Drill into a Task and from the Project Task click the Time Bill icon (clock)
3. Confirm your choice in the pop up window that appears
4. A Time Bill form will open where you may make edits / stop the Time Bill when you are finished

Method 2: May be used in Q360 versions 24.01+

1. Go to Projects > Resource Console
2. In the Calendar grid, locate the Task you want to bill against
3. Right click on the Task and select Start / Stop Time Billing
4. Confirm your choice in the pop up window that appears

3:04

Time Bill a Task from My Tasks

Time billing can be done from multiple locations, however users are encouraged to do most time billing from the My Task List since there is the benefit of automatically stopping and starting a time bill on a subsequent Task with one click

1. Go to View > My Tasks
2. Identify the Task you want to time bill against and click the Time Bill icon in the TB column. A pop up message will appear asking if we want to start a new Time Bill.  When you confirm, a new Time Bill form will open for which a Time Bill is currently running (you may edit if needed).  In the My Task List grid, the new active Time Bill displays at the top of the grid
3. To stop time billing from My Task List, choose one of the following options:
   • Open the Time Bill that is running and click the Time Bill icon
   • To stop work on a Time Bill and simultaneously start a new Time Bill record for another Task, identify the next Task in the My Task List grid, and click the associated Time Bill icon in the TB column

1:03

Time Bill From Project Task

Time billing for Tasks and Sub Tasks is useful when someone not assigned to the Task needs to account for time spent on that Task

From a Task or Sub Task

1. Open the Task or Sub Task you want to bill time to, and click the Time Bill (clock) icon.  A Start Time Bill window will open.  Click OK.  A Time Bill record will open which may be edited if needed
2. To stop time billing:
   • Open the Time Bill record and click the Time Bill (clock) icon.  A Stop Time Bill window will open.  Click OK
   • The system populates the time billed value with the difference (in hours) between the End Time and Start Time

From Task List

1.  Open your Task List and click the Time Bill (clock) icon in the TB column next to the Task to which you wish to bill time
2. In the confirmation window that opens, click OK to start billing time
3. To stop time billing against this Task, click the Time Bill (clock) icon in the TB column again

Alternatively, use the Project Team Time Entry to potentially create multiple Time Bills against a Task or Sub Task for Project Team Members with one “save” click action:

1. Go to Projects > Project Team Time Entry
2. Fill in the details for the time
   • Start Date / Time, Project and associated Task
   • Notice the Time Bill Category / Subcategory, Wage Type are pre-filled based on the settings for the Task (if defined).  Otherwise, you may edit
   • For each applicable Team Member in the Time Entry grid, enter the corresponding “Time Billed” value (in hours) directly in the cell
3. Click Save icon

ICO

1. Open the Project and click the Orders / Invoices tab
2. In the Orders grid, click the Extended Menu and select Create ICO Order.  A new Order record displays with the Order Type of ICO
3. In the Line Items tab > Find Products sub tab, find the Items to add and select Add to Order.  The Items will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item Price are set to $0.00, since this is an ICO with no impact on Revenue
5. In the Order record, click the Process icon for these actions:
   • Confirm the Order.  The added Items remain in Status DATAENTRY and are now visible in the Project form > Material tab
   • Approve the Order.  The added Items are ready to be fulfilled

CCO

1. Open the Project and click the Orders / Invoices tab
2. Click the Orders grid Extended Menu and select Create CCO Quote.  A new Quote record displays with the Order Type of CCO
3. On the Line Items tab > Find Products sub tab, find the Items to add and select Add to Quote.  The Item will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item pricing is preserved since this is a CCO with impact to Revenue
5. Process the CCO Quote as you would a regular Quote requiring Customer approval before converting to an Order that can be fulfilled

2:12

Create Product/System from a Project

Assumption: We have a Project (with shipped A/Q Master Item Types) that is nearing substantial completion.

1. Go to the Project record > Material tab
2. On Material grid, highlight the Line Item(s) for which you would like to create a Product
   • Note: system only considers A / Q Master Item Types in SHIPPED status
   • TIP: Group your Project Material Grid Items (e.g. as part of GROUP1, GROUP2, etc.) for easier selection and filtering when creating the Product / System
3. Select the Material grid > Extended Menu > Create Product for Selected Items
   • System prompts for a Product Name and Install Date
4. Once you have entered those values, the following occurs:
   • The Product / System is created and the Product form pops-up, prefilled with:
     • Description and Install Date pre-filled with your previous inputs
     • Product ID: A unique identifier for this Product / System
     • Product > Product Detail sub tab grid: rows represent the SHIPPED A / Q Master Items that make up this Product / System.  Note: “Q” Item Types of same MasterNo are consolidated under one Product Detail row with the corresponding Quantity value
     • Project > Material grid:  System ID column updated with the unique Product ID for the Items linked to the newly created Product / System (above)

Typically, the next step will be to hand off from Projects to Service department: Create a Service Contract from a Project

Assumption: We have a Project with additional shipped A / Q Master Item Types that are nearing ‘substantial completion’

Scenario: Instead of creating a new Product / System record for those, we choose to add them to an existing Product / System record

1. Go to the Project record > Material tab, and highlight the Line Item(s) you would like to add to an existing Product / System
   • Note: system only considers A / Q Master Item Types in SHIPPED status
2. Select the Material grid > Extended Menu “Add Selected Item(s) to Product”
   • In the Select Product window that opens, highlight an existing Product / System and click the Select button
   • Notice the system updates the existing Product / System > Product Detail sub tab grid with additional row(s) representing the recently added SHIPPED A / Q Master Items that NOW make up this Product / System
   • Notice: “Q” Item Types of same MasterNo are consolidated under one Product Detail row with the corresponding Quantity value
3. Project > Material grid > System ID column for the selected Items in Step 1:
   • System populates the column with the Product ID of the existing Product / System (from Step 2)

3:04

Mark Project as Substantially Complete

Mark a Project Substantially Complete

Assuming all Q & A type Items have been shipped on the Project and that all Project Products and Service Contracts have been created, a Project may be marked as Substantially Complete (may be utilized for its intended use)

1. From the Project form, click on the Extended Menu and select ‘Mark as Substantially Complete’
2. Confirm your choice in the window that opens “Are you sure you would like to move the project to substantial completion status?”  If you receive a warning window advising “Shipped A/Q Items found without System ID.  Are you sure?” you may click Ok and continue.
3. Enter the Date of Substantial Completion in the window that opens
4. When the above steps have been taken, the Project Status will be updated to SUBSTCOMPL and the Install Finish date will be set.  Additionally, the Service Overview Workflow ‘Substantially Completed Projects’ bucket count will increase.

1:27

Check Project Close

The Check Project Close option allows the Project Manager to verify that there are no more outstanding Project-related transactions that require attention.  This option may be run multiple times before actually closing a Project.  The results grid will list any outstanding Project items such unprocessed Change Orders or un-posted Time Bills

1. Open the Project you want to close
2. Click the Extended Menu icon
3. Select Check Project Close
4. In the Date window that appears, select a Date and click the OK button.  The Project Close Errors grid will open in a new window.  If no errors are found, a message will appear stating as much.  Click the OK button
5. If the Project Close Errors grid opens, you may drill into any individual Error line to review and resolve.  After all errors have been resolved, run Check Project Close option again to confirm that there are no longer any errors that would prevent Project Close

Note: Check Project Close option may be used at any time during the lifespan of a Project

3:32

Review and Post Time Bills

Posting Time Bills for Tasks and Sub Tasks must be done on a regular basis.  This action results in the creation of journal entries.  There are two methods for posting Time Bills for a Project

From the Time Bill Post Q

1. Go to Projects Menu > Post Time Bill Records.  The Time Bill Post Q will open.
2. Use FILTERS icon to narrow Time Bills grid results
3. Grid row colors indicate specific information:
   • Green: Totals for a specific User on a specific Date
   • Yellow: All Time Bills for a specific User
   • White: individual Time Bills (to be posted)
   • Blue: Grand Total for all records
4. Highlight the Time Bill(s) you wish to post and then click the POST SELECTED TIME BILLS icon above the grid.  A confirmation window will open.
5. Click OK to confirm
6. When the Time Bills have posted, you will receive a “Success” message in a pop up window.  Click OK.  Posted Time Bills will be removed from the grid.  To view all posted and unposted Time Bills, check the “Show All” checkbox above the grid

Time Bill Post Queue Options

Additional Time Bill options are available on the Time Bill Post Queue Extended Menu

• Change Wage Type for SELECTED
• Split Time Bill(s)
• Reject Time Bill(s)

Post an individual Time Bill record

1. Go to the Time Bill record (or search from File > Time Bill or Call / Task / Sales Opportunity the Time Bill is linked to)
2. Select Extended Menu > Post Time Bill
   • Notice the Time Bill record’s Posted Flag is set to “P”; no further edits are possible for this Time Bill
   • System writes a Journal Entry, visible if you have permissions: Extended Menu > View GL Entry

3:35

Post Project COGS and Revenue

Costs of Goods Sold (COGS) and Revenue must be posted in a timely manner to create the necessary journal entries.  Posting Project COGS recognizes Cost such as Materials that are associated with a Project, while posting Project Revenue recognizes all the Revenue earned to date for a Project, based on the percentage of job completion

Post Project COGS

1. Open a Project
2. Click the Extended Menu icon and select Post Project COGS.  A posted Invoice is automatically generated with the Invoice Type field set to PROJ_COGS.  This record can be closed
3. On the Profit tab click the Refresh icon, and note the following:
   • Depending on the costing method used, the Percent Cost Complete field is updated
   • The Actual column, WIP field value is moved to the Actual > Material and the Earned > Material fields
   • Clicking on either the Actual or Earned column > Material hyperlinks allows you to view the GL journal entries

Post Project Revenue

1. Open a Project and click the Profit tab.  Current un-posted Revenue for a Project is reflected in the Earned column > Un-Post Rev. field
2. Click the Extended Menu icon and select Post Project Revenue
3. Select a Date to post Revenue and click OK.  A “Success” message will appear when the Revenue is successfully posted.
4. From the Profit tab click the Refresh icon, and note the following:
   • The value in the Earned column > Un-Post Rev. field is moved to the Earned column, Revenue field
   • Clicking on the Revenue hyperlink displays the posted journal entries

2:54

Create Closing Entry for Projects

When a Project is ready to be closed, a closing GL journal entry may need to be created in the system to ensure that there are no outstanding records to process such as POs or Invoices

1. Open a Project you want to view
2. Click the Extended Menu and select Create a Closing Entry.  A confirmation window will open asking “This will recognize all revenue.  Are you sure?”  Click OK if you are sure.
3. Enter the closing entry Date and click OK.  If there are any outstanding transactions that require attention, a list will display (per the Check Project Close verification process), including unprocessed Change Orders or Un-posted Time Bills.  Address these items first before re-attempting
4. Once there are no impediments to the Project closure, the system will do the following:
   • Write a closing Journal Entry, if necessary
   • Set the Project Close Date
   • Set the Project Status field to COMPLETED

When the closing entry is created, the Project is no longer ACTIVE, and system will not allow any further transactions that could affect the Project Revenue or Cost

03:19

Monitor Project Profitabilty

Each Project record contains a Profit tab that displays information about Project financials allowing comparisons between Budgeted, Projected, Actual, and Earned details

• Projected – The current budget including Internal Change Orders (ICO) and Customer Change Orders (CCO) that are associated with the Project
• Actual – Values based on invoicing that has occurred and that are costed to the Project
• Earned – The posted amount and current Project Revenue
• Budgeted – The original estimated numbers for the Project when originally created, and serves as a baseline for determining the profitability for a Project
• Remaining Column (v23.01+ only):  Amount left to be earned on an active Project (Projected Values – Earned Amounts)
• Percent Cost Complete – The amount calculated based on the setup of the system and the Project pertaining to Cost and Revenue
• Percent Labor Complete – Calculated Costs for Labor (labour) only
• Deferred Revenue Flag – When checked, Project Revenue is deferred upon posting of Project Invoices, and Project Revenue is recognized on “Post Project Revenue” action
• WIP – When checked, Project Material Costs are posted from Inventory to the Work in Progress (WIP GL) account upon shipping the Material, and subsequently transferred from the WIP GL to Material Cost of Goods Sold (COGS) when the Project’s COGS are posted

Tip: View demonstrations of a) how to leverage the Project > Profit and associated “Project WIP” and “Project Revenue / Cost Forecast” reports, b) how an Internal Change Order (ICO) and Customer Change Order (CCO) affects Project > Profit:

8:55

Q360 Demonstration Project Profit

7:57

Q360 Demonstration Project Change Order

3:09

Project Reports

There are key reports in the system that provide useful insight into the status and financial details for Projects

Project Status Report

This report displays real time details such as Status and basic financial details, for multiple Projects at once

• Located in Projects > Quick Views > Project Status
• Use Filters to define and narrow your report criteria

Project WIP

This report displays financial information that is useful for determining the Status and profitability of open Projects, and Projects closed in the current Period.  The information that displays is based on a nightly SQL job, so the data reflected is not in real time

• Located in Live Data > BI Data > Project WIP
• PROJ_GM – Projected Gross Margin
  • Green cells indicate the Projected Value is greater than the Budgeted Value (margin has increased since sale)
  • Red cells indicate the Projected Value is less than the Budgeted Value (margin has decreased since sale)

Notable columns in this report include the following:

• DGM – Delta Gross Margin (percentage) during the period
• DGP – Delta Gross Profit (dollars) during the period
• PROJ_WARR – Indicates Projected Warranty specifically, and does not factor into Project Revenue
• PROJ_GPHR – Details about Projected Gross Profit Per Hour. The higher the number, the more you can get from current staffing
• ICO – Displays value of Internal Change Orders (cost only).  May be be positive or negative
• OVER_BILL and UNDER_BILL – Indicate if the Customer has been invoiced more (over billed) or less (under billed) than the Revenue Earned