Each project in Visma Net is assigned a unique project ID. Project IDs can be comprised of segments with optional validation of each segment.

Plan the structure of the project ID based on the segmented key PROJECT: number of segments, length of segments, whether and how they should be validated, and whether auto-numbering should be used.

Note that the PROJECT segmented key is also used for project templates, so decide whether you want the IDs of projects to differ from the IDs of templates. Prepare a list of valid entries for segments that should be validated. Design a numbering sequence for an auto-numbered segment, if one will be used.

Plan also the structure for the task IDs (the segmented key PROTASK ).

The task ID should be unique only within a project. Two different projects can have tasks with the same identifier, and they will be different tasks. For this reason, you should not use auto-numbering for task IDs.

Once the Projects workspace is enabled, the system will require project IDs and project task IDs for every transaction in all the integrated workspaces of Visma Net.

This does not mean that each transaction must be linked to a project; you can enter the non-project code (which you define) for a transaction that is not related to any project.

For convenience, the non-project code should be distinctly different from project IDs and should be short, such as the single character X, which is used by default.

The role of account groups in Projects is similar to the role of accounts in the General ledger: All transaction processing and all reporting in Projects are done by using account groups.

When defining account groups, first identify the accounts that will be used in project-related transactions. Customer ledger accounts (accounts debited by project invoicing) and supplier ledger accounts (accounts credited by purchase invoices) should be excluded. For each identified group, write down the following:

• A short description of the account group.
• The type of account group: Asset, Liability, Income, Expense, or Off-balance. The type of the group should be the same as the type of general ledger accounts included in the group. An off-balance group cannot include any general ledger account.
• The list of General ledger accounts associated with the group.
• The account group ID (which should comply with the ACCGROUP segmented key).

For more information, see: About account groups

Plan the structure of IDs to be used for account groups.

The structure is defined by the ACCGROUP segmented key.

The account group IDs can mimic the general ledger account numbers or be text IDs, such as BUDGET, REVENUE, and EXPENSE.

If needed, the IDs can be defined with multiple segments. Use similar IDs for similar account groups to be able to specify ranges of account groups (arranged alphabetically) when defining allocation rules.

Labour items provide information about hourly rates, general ledger accounts, and VAT categories to be used to account for labour on projects.

The general ledger accounts used for labour items should be mapped to appropriate account groups; otherwise, the transactions related to labour on projects will not be visible in the Projects workspace.

Decide what different types of labour are involved with projects and how they differ (thus, how their settings will differ). Decide how many labour items you will need for these types of labour.

Write down all non-stock items to denote services, miscellaneous expenditures that may be used for projects, and various types of labour.

Select the general ledger accounts to be used for those items and note that the accounts should be mapped to the defined account groups.

To issue a stock item from a warehouse for a project, you have to specify a reason code that would provide appropriate accounts for the transaction.

The accounts specified for the reason codes should be mapped to appropriate account groups.

Attributes can be used to store additional information about projects.

You can define the types of UI controls to be used for attributes and the lists of possible values; you can even make them required elements in the windows.

The Projects workspace can be integrated with the General ledger, Supplier ledger, Customer ledger, Purchases, Inventory, and Cash management workspaces. Integration with a specific workspace means that projects are visible in this workspace, and the users can enter project-related transactions in this workspace.

Particular projects and their tasks can have their own (more narrow) visibility scopes.

Whether or not the Projects workspace is integrated with the General ledger and Customer ledger workspaces, the system will post the Projects transactions to the General ledger workspace and generate sales invoices.

If you are going to track the time your employees’ work on specific projects, integrate the Projects workspace with the Time and expenses workspace.

With this integration, the Time and expenses workspace will initially release the employee time cards to the Projects workspace; then, on allocation, the Projects workspace will post them to General ledger.

Enabling the Time reporting on activities functionality will allow you to track the work time and overtime your employees spend on the activities related to projects. This functionality should be included in your license.

Also, plan the activity types for which you want to track time.

In Projects, @Rate is a parameter used in formulas of the allocation and invoicing rules.

Different rates can be applied to different transactions based on many related factors, such as particular tasks or projects, account groups, stock items involved, particular employees participating, and the particular step of the allocation or invoicing.

For example: You can charge customers for consultant work differently depending on the particular consultant involved in a project.

In the context of rate tables, rate is a number (@Rate) that you can use in allocation rules as a multiplier, an addend, or a constant value. For instance: To implement a price model that estimates the project price as total costs plus 10 percent, you can define a @Rate of 1.1 in the appropriate rate table and calculate the project price as the total cost multiplied by this rate.

For more information about rates and rate tables, see: About rate tables and Configure a rate table

Allocation rules define how to:

• Re-allocate costs between account categories, tasks, and projects.
• Calculate burdens, overheads, not yet invoiced, and unearned revenues.
• Select and group transactions for posting.
• Calculate invoiceable amounts and generate sales invoices.

For more information about allocation rules, see: Allocation rules (PM207500)

Review the planned projects, group them by similar properties, and decide on creating project templates. Review the project tasks, and write down a list of the tasks that are common for most projects (common tasks).

Also, create lists of tasks specific for each group of projects to include them in respective project templates.

These projects do not use the rate table to calculate the sales rates, but instead use a mark-up percentage for all project transactions.

You must enter the mark-up percentage in the Projects (PM301000) window, on the Attributes tab.

The type of the account group. You can select one of the following options:

Asset

The account group may include asset and liability accounts.

Liability

The account group may include liability and asset accounts.

Income

The account group may include income and expense accounts.

Expense

The account group may include expense and income accounts.

Off-balance

The account group is used to track statistical information.

The method to be used for allocation. Select one of the following options:

Allocate transactions

The system calculates the amount to allocate by using the underlying transactions and their amounts. You use this option to implement a time and materials or cost-plus-project scenario in which the project total is calculated as a percentage of its costs.

Allocate budget

The system calculates the amount to allocate as a percentage of the task budget (other amounts are ignored and not used in calculations). You use this option to implement a fixed-price project scenario in which the project total is predefined by a budget.

If you select this check box, the system will create the allocation transactions resulting from this step.

If you do not select this check box, the resulting transactions will be placed on a clipboard until used by another allocation step.

The way the system should select the transactions to be used as the basis for generating allocation transactions in this step. Select one of the following options:

Not allocated transactions

The step will be applied to original project-related transactions that were not allocated. If you select this option, the fields Account group from and Account group to become available.

From previous allocation steps

The step will be applied to the transactions generated for previous steps and placed on the clipboard. If you select this option, the fields Range start and Range end become available.

The account group that starts the range of account groups whose transactions are involved in this allocation step. (The account groups are ordered alphabetically.)

This field is only available if the From previous allocation steps option in the Transaction options section is selected.

The starting step that opens the range of previous steps,so that their allocation transactions can be used by the current step.

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.

The account group that ends the range of account groups involved in this allocation step. (The groups are ordered alphabetically.)

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.

The step to end the range of previous steps whose allocation transactions will be used by the current step.

This field is only available if, under the Select transactions, you have selected the option From previous allocation steps.

The default action you want the system to perform if the value for the @Rate has not been defined after execution of the step.

Select one of the following options:

Set @Rate to 1

To set the @Rate to 1.

Set @Rate to 0

To set the @Rate to 0.

Raise error

To show the error message and stop processing.

Do not allocate

To skip the generation of the allocation transactions.

The formula you want to use to calculate the quantity for allocation transactions. Click to open the window.

You can also use other transaction parameters to calculate the quantity. The resulting value is normally used to track task or project completion or the total quantity for the task or project.

The formula for calculating the invoiceable quantity for allocation transactions. Click to open the window.

You can also use any other transaction parameters to calculate the invoiceable quantity. Generally, you use this field to define the quantity for which you will charge the customer during invoicing.

The formula for calculating the amount of allocation transactions. Click to open the window.

You can also use any other transaction parameters to calculate the amount. The resulting value is normally used to track task or project completion or the amount for the task or project.

The formula you can use to generate the descriptions for allocation transactions. Click to open the window.

If you use this step of the allocation rule to accumulate invoiceable amounts, the text the formula generates will be displayed on the invoice.

If you select this check box,the allocation transactions will be posted to the general ledger.

If you do not select this check box, the transactions are not posted to the general ledger. Instead, they are only used to track analytical or statistical information for projects, and you can only specify account groups (not accounts) in the Debit transaction and Credit transaction sections.

Indicates when the allocation transactions should be reversed. Select one of the following options:

On invoice release

The allocation transaction is reversed immediately after the release of the invoice generated on the basis of this allocation transaction.

On project invoicing

The allocation transaction is reversed immediately after the invoice is generated on the basis of this allocation transaction.

Never

The allocation transaction is never reversed.

Indicates how the date for the allocation transactions is defined. The following options are available:

Original transaction

Take the date from the original transaction.

Allocation date

Use the date of the allocation.

If you select this check box,the system will create the allocation transaction, even if it has a quantity of zero. As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions with zero quantities.

If you select this check box,the system will create the allocation transaction, even if it has an amount of zero. As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions with zero amounts.

If you select this check box,the system will create the allocation transaction, even if it is not invoiceable. As a result, such transactions will be available in the invoice after you run invoicing.

If you do not select this check box, the system will not create transactions that are not invoiceable.

Two fields that you can use to select the project for the allocation’s debit transactions.

In the left field, choose one of the following options:

Use source

Use the project specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the project for the allocation’s debit transactions.

Two fields that you can use to select the task for the allocation’s debit transactions.

In the left field, choose one of the following options:

Use source

Use the task specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the task for the allocation’s debit transactions.

When the Post transaction to general ledger check box is selected for the current allocation step, you see two fields. If not, you see one.

In the left field, choose one of the following options:

Use source

Use the account group specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the account group for the allocation’s debit transactions.

In the right field, you can (if the above mentioned check box is selected) select the account group for the allocation’s debit transactions.

Two fields that you can use to select the account for the allocation’s debit transactions.

These fields are available only if you have selected the Post transaction to general ledger check box for the current allocation step. In the left field, choose one of the following options:

Use source

Use the account group specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the account group for the allocation transaction. In the field to the right, you can only select an account that is included in an account group.

Credit source

To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction.

Two fields that you can use to select the subaccount for the allocation’s debit transactions.

Use the left field to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, select the source of segment values, which can be one of the following options:

A

The subaccount that is associated with the current allocation step and specified in the right field.

P

The default subaccount of the project.

S

The subaccount from the source transaction.

T

The default subaccount of the project task.

Two fields that you can use to select the project for the allocation’s credit transactions.

In the left field, choose one of the following options:

Use source

Use the project specified in the original transaction.

Replace

Enables the field on the right, where you can select the project for the allocation’s credit transactions.

Two fields that you can use to select the task for the allocation’s credit transactions.

In the left field, choose one of the following options:

Use source

Use the task specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the task for the allocation’s credit transactions.

Two fields that you can use to select the account group for the allocation’s credit transactions.

These fields are only available if the Post transaction to general ledger check box is selected for the current allocation step.

In the left field, choose one of the following options:

Use source

Use the account group specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the account group for the allocation’s credit transactions.

Replace

Do not use an account group.

In the right field, you can (if the above mentioned check box is selected) select the account group for the allocation’s credit transactions.

Two fields that you can use to select the account for the allocation’s debit transactions.

These fields are available only if you have selected the Post transaction to general ledger check box for the current allocation step.

In the left field, choose one of the following options:

Use source

Use the account group specified in the original transaction.

Replace

Enables the field on the right, where you can click to specify the account group for the allocation transaction. In the field to the right, you can only select an account that is included in an account group.

Credit source

To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction.

Two fields that you can use to select the subaccount to be used for the allocation’s credit transactions.

These fields are available only if the Post transaction to General ledger check box is selected for the current allocation step.

Use the left field to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, select the source of segment values, which can be one of the following options:

A

The subaccount that is associated with the current allocation step and specified in the right text field

P

The default subaccount of the project

S

The subaccount from the source transaction

T

The default subaccount of the project task

Use the right field to select the subaccount if the A option is selected at least for one segment.

A set of check boxes that control how the system breaks the underlying transactions into groups when it generates the corresponding project transactions.

You can also group transactions by using multiple criteria.

For instance: If you apply grouping by employee and by item, Visma Net first breaks the underlying transactions by employee and then combines the transactions within the groups by stock items. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup.

By date

Groups the underlying transactions by date

By employee

Combines the underlying transactions by employee

By supplier

Combines the underlying transactions by supplier or customer

By item

Combines the underlying transactions by stock item.

The unique ID for the project.

You can click the link to navigate to the Projects (PM301000) window and view the details of the selected project.

The revised quantity if the budget quantity has been revised for the project after the initial budgeting.

By default, this quantity is equal to the Budgeted quantity value specified for the line.

The revised amount if the budget amount has been revised for the project after the initial budgeting.

By default, this quantity is equal to the Budgeted quantity value specified for the line.

The status of the document, which can be one of the following:

On hold

The user can edit or delete the change order with only this status but cannot release it.

Pending approval

The order is pending approval.

Open

The system assigns this status to the change order if the employee who was assigned to approve the change order has approved it. If no approval is configured for change orders, the system assigns this status to the change order immediately after a user clears the Hold check box. The user can release the change order or save it with the On hold status for further editing.

Closed

The change order has been released and cannot be edited.

Rejected

The change order has been rejected and cannot be edited.

Provides the following menu commands:

Email change order

Sends the selected change order as an email.

Reverse

Invokes the creation of a new change order with lines that reverse the impact of the currently selected change order.

This action is available if the currently selected change order is released.

The status of the document, which can be one of the following:

On hold

You can edit or delete the change order with only this status but cannot release it.

Open

The system assigns this status to the change order if the employee who was assigned to approve the change order has approved it. If no approval is configured for change orders, the system assigns this status to the change order immediately after a user clears the Hold check box. The user can release the change order or save it with the On Hold status for further editing.

Closed

The change order has been released and cannot be edited.

Rejected

The system assigns this status to the change order if the employee who was assigned to approve the change order has rejected it. The change order can be saved with the On hold status for further editing.

Pending approval

The change order has been taken off hold (that is, this status was assigned when the Hold check box was cleared for the change order). If Approval is activated, a change order with this status is visible to the employee who has been assigned to approve it. If the change order is approved, it is assigned the Open status; if the change order is rejected, its status changes to Rejected.The change order can be also saved with the On hold status for further editing.

The number of the change order that can affect the revenue within the project. That is, the change order class has the Revenue budget check box selected on the Details tab of the Change order classes (PM203000) window.

You can manually change the Revenue change no. (duplicate numbers within the project are not allowed, however). If you change this number for the change order, you should respectively change the last revenue change no. of the project in the Project properties section of the Summary tab of the Projects (PM301000) window so that the system continues to assign these numbers correctly.

For the changes orders that cannot affect the project revenue and the reversing change orders, this number is read-only and equal to N/A.

The identifier of the item associated with the cost budget line of the project.

This column is shown if Task and item is selected as the Revenue budget level of the project on the Summary tab of the Projects (PM301000) window.

The cost code associated with the cost budget line of the project. This column is shown if the Cost codes functionality is enabled in the Enable/disable functionalities (CS100000) window and Task and cost code is selected as the Cost budget level of the project

on the Summary tab of the Projects (PM301000) window.

The unit of measure of the cost budget line.

This column is read-only for existing cost budget lines.

The original budgeted quantity of the cost budget line that is associated with the same project, project task, account group, and cost code or item.

This column is read-only.

The original budgeted amount of the cost budget line that is associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency.

This column is read-only.

The total quantity of the released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item.

This column is read-only.

The total amount of the released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency.

This column is read-only.

The sum of the Original budgeted quantity and Quantity values.

This column is read-only.

The sum of the Original budgeted amount and Amount values. The amount is displayed in the base currency.

This column is read-only.

The total revised quantity of the commitments that are associated with the project, project task, account group, and cost code or item.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total revised amount of the commitments that are associated with the project, project task, account group, and cost code or item. The amount is displayed in the base currency.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total received quantity of the commitments that are associated with the project, project task, and account group.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total invoiced quantity of the commitments that are associated with the project, project task, and account group.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total open quantity of the commitments that are associated with the project, project task, and account group.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total invoiced quantity of the commitments that are associated with the project, project task, and account group.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total quantity of the commitment lines of released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item.

This column is read-only and is shown only if the Internal cost commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total amount of the commitment lines of released change orders that were created before the current one and that are associated with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency.

The total quantity of the lines of the released customer invoices that refer to the cost budget line with the same project, project task, account group, and cost code or item.

This column is read-only.

The total amount of the lines of the released customer invoices that refer to the cost budget line with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency.

This column is read-only.

The total amount of the lines of the unreleased change orders (except for the current one) that refer to the cost budget line with the same project, project task, account group, and cost code or item. The amount is displayed in the base currency.

This column is read-only.

The status of the commitment line of the change order, which can be one of the following:

Update

The line updates an existing purchase order line associated with the project and project task.

New line

The line adds a new purchase order line associated with the project and project task to the selected purchase order.

New document

The line adds a new purchase order line associated with the project and project task to a new purchase order.

This column is read-only for an existing commitment.

A task of the project. If you add a new line and the project has the default project task, this task is automatically populated in the column.

This column is read-only for an existing commitment.

The unit of measure of the commitment.

This column is read-only for an existing commitment.

The price of the specified unit of the commitment in the currency of the purchase order.

This column is read-only for an existing commitment.

The expense account associated with the commitment.

This column is read-only for an existing commitment.

The supplier associated with the commitment.

This column is read-only if the supplier is selected for the commitment line.

The reference number of the purchase order.

In this column, you can select any normal purchase order with the On hold, Pending printing, Pending email, or Open status that has at least one non-cancelled or non-completed line. If a supplier is selected for the line, you can select a purchase order associated with only the selected supplier.

The date of the commitment.

For an existing commitment, this is the date of the purchase order associated with the commitment.

For a commitment line with the New document status, this column is empty by default.

This column is read-only.

The currency of the purchase order associated with the commitment.

For a commitment line with the New document status, this is the default currency.

This column is read-only for an existing commitment.

The number of the purchase order line associated with the commitment.

For a commitment line with the New line or New document status, this column is empty by default.

The total amount of the lines of pro forma invoices that refer to the revenue budget line with the same project, project task, account group, and cost code or item and for which the corresponding customer invoices have not been released yet.

This column is read-only.

The description of the purchase order line associated with the commitment.

This column is read-only. For a commitment line with the New line or New document status, this column is empty.

The original quantity of the purchase order line associated with the commitment.

This column is read-only. For a commitment line with the New line or New document status, this column is empty.

The original amount of the purchase order line associated with the commitment. The amount is displayed in the currency of the purchase order.

This column is read-only. For a commitment line with the New line or New document status, this column is empty.

The open quantity of the purchase order line associated with the commitment.

This column is read-only. For a commitment line with the New line or New document status, this column is empty.

The open amount of the purchase order line associated with the commitment. The amount is displayed in the currency of the purchase order.

This column is read-only. For a commitment line with the New line or New document status, this amount is zero.

The amount of the commitment in the base currency.

This column is read-only.

The sum of the Amount and Line amount values. The amount is displayed in the currency of the purchase order.

This column is read-only.

The sum of the Quantity and Order qty. values. The amount is displayed in the currency of the purchase order.

This column is read-only.

The reference number of the purchase order for which you want to view lines.

If you want to see purchase order lines associated with all purchase orders, leave this field blank.

In this column, you can select any normal purchase order with the Pending printing, Pending email, or Open status that has at least one non-cancelled or non-completed line. If a supplier is selected in the Selection area of the dialog box, you can select only a purchase order associated with the selected supplier.

The first cost code of the range for which you want to view purchase order lines. If you want to see the purchase order lines associated with all cost codes, leave this field blank.

This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The last cost code of the range for which you want to view purchase order lines. If you want to see the purchase order lines associated with all cost codes, leave this field blank.

This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The item for which you want to view purchase order lines.

If you want to see the purchase order lines associated with all items, leave this field blank.

The project task for which you want to view purchase order lines.

If you want to see the purchase order lines associated with all tasks, leave this field blank.

The cost code associated with the purchase order line.

This field is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The quantity of the purchase order line.

This column is read-only. For a commitment line with the New line or New document status, this column is empty.

The identifier of the project whose commitments you want to view.

To see the commitments associated with all projects, leave this field blank.

The account group for which you want to view commitments.

To see the commitments associated with all account groups, leave this field blank.

The project task for which you want to view commitments.

To see the commitments associated with all tasks, leave this field blank.

The cost code for which you want to view commitments. If you want to see commitments associated with all cost codes, leave this field blank.

The field is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The item for which you want to view commitments.

To see the commitments associated with all items, leave this field blank.

The type of the commitment, which can be one of the following options:

Internal

The commitment originates from a document created in the system.

External

The commitment has been imported to Visma Net or created manually.

The cost code associated with the commitment.

The field is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The reference number of the commitment of the External type.

You can click the link in this column to open in a pop-up window the External commitments (PM209000) window, which you can use to modify or delete the external commitment.

The original quantity of the commitment that does not include the changes of change orders.

For a the commitment of the Internal type, this quantity is equal to the quantity of the corresponding line of the sales or purchase order from which the commitment originates.

In the Projects (PM301000) window, this quantity is included in the Committed quantity of the budget line associated with the same project, project task, stock item, and account group if the budget line has a UoM that the system can convert to the UoM of the commitment by using the list of unit conversions defined in the Units of measure (CS203100) window.

The original amount of the commitment that does not include the changes of change orders.

For a commitment of the Internal type, this amount is equal to the amount of the corresponding line of the sales or purchase order from which the commitment originates.

For a commitment of the Internal type, this amount is equal to the ext. price of the corresponding line of the sales order or to the ext. cost of the corresponding line of the purchase order from which the commitment originates.

The received quantity of the commitment. The revised quantity of the commitment. For a the commitment of the Internal type, the revised quantity is equal to the quantity of the corresponding line of the sales or purchase order from which the commitment originates.

For a newly created commitment or for a commitment that no change order affects, this quantity is equal to the original committed quantity.

The invoiced quantity of the commitment.

The original amount of the commitment. For a commitment of the Internal type, the revised amount is equal to the ext. price of the corresponding line of the sales order or to the ext. cost of the corresponding line of the purchase order from which the commitment originates

For a newly created commitment or for a commitment that no change order affects, this amount is equal to the original committed amount.

The received quantity of the commitment. For a commitment of the Internal type, this is the received quantity of the purchase order line or the shipped quantity of the sales order line from which the commitment originates. If the commitment originates from a purchase order line, the system updates the received quantity of the commitment depending on the type of the purchase order line as follows:

• If the purchase order line is processed through a purchase receipt, the commitment is updated with the received quantity when the purchase receipt is released.
• If the purchase order line is invoiced directly without a purchase receipt being processed, the commitment is updated with the invoiced quantity when the purchase invoice is released.

If the commitment originates from a sales order line, the system updates the received quantity of the commitment depending on whether a shipment is processed for the sales order as follows:

• If the sales order line is processed through a shipment, the commitment is updated with the shipped quantity when the shipment is confirmed.
• If the sales order line is invoiced directly without shipment processing, the commitment line is updated with the invoiced quantity when the sales invoice is released.

The method of calculating the percentage of completion for the common task when it is added to a project. The following options are available:

Manual

Users manually specify the task completion percentage for each task in the Completed (%) field.

Budgeted quantity

The system automatically calculates the task completion percentage based on the total actual and budgeted quantities of the budget lines for which the Completed (%) column is selected on the Budget tab of this window. We recommend that you select the check box in the Completed (%) column for only one expense budget line of the task if you use this method of calculation or you need to select the most important cost for evaluating the task completion percentage.

Budgeted amount

The system automatically calculates the task completion percentage based on the total actual and budgeted amounts of the budget lines for which the Completed (%) column is selected on the Budget tab of this window. If the original budgets were revised at some point in the task progress for any of the budget lines, the completion percentage is calculated with respect to the revised budget amounts.

For more information, see: About the calculation of task completion percentage

The way the common task becomes eligible for invoicing. You can select one of the following options:

By invoicing period

The task is available for invoicing on demand for the projects with the On demand invoicing period and is available for invoicing at the end of the invoicing period specified for the projects with another invoicing period.

On task completion

You can invoice the task only when it has been completed.

On project completion

The task is available for invoicing on project completion.

A check box that indicates whether transactions in the General ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in general ledger documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in supplier ledger documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Customer ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in customer ledger documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Sales workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in sales documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Purchases workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in purchase documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Inventory workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in inventory documents, and the release of such documents automatically updates the project data.

A check box that indicates whether transactions in the Cash management workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in cash management documents, and the release of such documents automatically updates the project data.

A check box that indicates whether the transactions of the Employee time card (EP305000) and Employee time activities (EP307000) windows (in the Time and expenses workspace) can be associated with the tasks created based on this common task.

If you select this check box, users can select the task in documents, and the release of these documents automatically updates the task data.

A check box that indicates whether transactions of the Equipment time card (EP308000) window (in the Time and expenses workspace) can be associated with the tasks created based on this common task.

If you select this check box, users can select the task in documents in the window, and the release of these documents automatically updates the task data.

The stock or non-stock item. You can select an item from the list of items associated with accounts of the specified account group and specify the budget for this item.

By default, the system populates this field with the empty item code (N/A), which is defined in the Empty item code field in the Project accounting preferences (PM101000) window. For the empty item code, you can specify the budget for all transactions associated with this account group that are not linked to any particular stock item.

A check box that you select to make the system automatically calculate the percentage of task completion for a project based on the selected Completion method.

You can select this check box for any number of lines of the Expense type.

The source of the account for the invoicing transactions, which can be one of the following:

Recurring item

The sales account associated with the non-stock item specified for the row

Project

The sales account associated with the project

Task

The sales account specified for the row in the Account column

Customer

The sales account associated with the customer

The rule for selecting segment values for the subaccount to be used for recurring invoicing transactions.

To set up the rule for selecting segment values, select a segment, press F3, and select a source of the segment value, which is one of the following options:

B

The subaccount associated with the non-stock item specified for the row

P

The subaccount associated with the project

T

The subaccount specified for the row in the Subaccount column

The setting that indicates whether the system resets the quantity of the service or labour, which is specified as the Included value, when invoicing is performed. You can select one of the following options:

Never

Visma Net carries over any used amount to the next period.

On invoicing

The system resets the quantity of the service or labour when invoicing is performed. Any unused hours of service in the current period are not carried over to the next period.

The identifier that is used to group the pro forma invoices generated by the steps of the invoicing rule.

You can enter any symbols in this column. The lines generated by the steps of the invoicing rules of the project tasks with the same Invoice group (except for those for which the Invoice separately check box is selected on the Summary tab of the Project tasks (PM302000) window) are grouped into a single invoice.

A task with the selected Invoice separately check box in the Summary tab of the Project tasks (PM302000) window is invoiced by a separate invoice.

The data source for the project invoicing of the step. The following options are available:

Time and material

The project is invoiced by the time and material spent during its implementation. As the data source for invoicing, the system uses the transactions of the Projects workspace associated with the project tasks within the invoicing period of the project. The transactions are selected by the Account group of the invoicing step they are associated with.

Progress invoicing

The project is invoiced gradually by the percentage of work completion. As the data source for invoicing, the system uses invoiceable project revenue or the revenue budget lines with a non-zero Pending invoice amount listed on the Revenue budget tab of the Projects (PM301000) window.

You can mix both types of steps in a single invoicing rule if needed, but we recommend that you create no more than one Progress invoicing step per invoicing rule.

The default action to be performed on execution of the step if the value for @Rate has not been defined in the Rate table maintenance (PM206000) window. Select one of the following:

Set @Rate to 1

To set @Rate to 1

Set @Rate to 0

To set @Rate to 0

Raise error

To show the error message and stop the invoicing process

Do not invoice

To skip the use of the transaction for invoicing

The formula to be used to generate the description for the pro forma invoice that is created during invoicing.

To enter the formula, click the magnifier icon to open the Formula editor window.

If multiple steps of the invoicing rule are used in the creation of a single pro forma invoice, the formula of the topmost step is used for the invoice description.

The formula for calculating the quantity of a line of the pro forma invoice.

To enter the formula, click the magnifier icon to open the window. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the quantity. If you define no formula in this field, the invoiceable quantity of the transaction will be used.

This field is shown only if the step has the Time and material invoicing type.

The formula for calculating the amount of a line of the pro forma invoice. To enter the formula, click the magnifier icon to open the window. In addition to the amount specified in the underlying transactions, you can use any other transaction parameters to calculate the amount.

This field is shown only if the step has the Time and material invoicing type.

Instead of the @Rate parameter, you can also use the @Price parameter to retrieve the effective sales price to calculate the invoicing amount.

The branch to be used for invoicing as the destination branch. The following options are available:

• Source transaction: The branch of the source transaction.

This option is available only if the step has the Time and material invoicing type.

• Current branch: The current branch selected in the window title bar.

This option is available only if the step has the Progress invoicing invoicing type.

• Invoicing rule: The branch associated with the invoicing rule, specified in the Destination branch field.
• Project: The branch of the project, which is defined on the Summary tab of the Projects (PM301000) window.
• Task: The branch of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window.
• Customer: The branch of the customer location, which is defined on the General settings tab of the Customer locations (CR303010) window.
• Employee: The branch of the employee, which is defined on the General settings tab of the Employees (EP203000) window.

The account to be used for invoicing as a sales account. The following options are available:

• Source transaction: The sales account of the source transaction.

This option is available only if the step has the Time and material invoicing type.

• Account group: The default account of the account group of the revenue budget line, which is defined in the Account groups (PM201000) window.

This option is available only if the step has the Progress invoicing invoicing type.

• Invoicing rule: The account associated with the invoicing rule, specified in the Sales account field.

This option is available only if the step has the Time and material invoicing type.

• Project: The default account of the project, which is defined on the General ledger accounts tab of the Projects (PM301000) window.
• Task: The default account of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window.
• Item: The sales account of the item, which is defined on the General ledger accounts tab of the Stock items (IN202500) or Non-stock items (IN202000) window.

If the empty item code is selected as the stock item, the system uses the sales account of the customer location, which is defined on the General ledger accounts tab of the Customer locations (CR303010). The customer location of the project is defined on the Summary tab of the Projects (PM301000) window.

• Customer: The sales account of the customer, which is defined on the General ledger accounts tab of the Customers (AR303000) window.

This option is available only if the step has the Time and material invoicing type.

• Employee: The sales account of the employee, which is defined on the Financial settings tab of the Employees (EP203000) window.

This option is available only if the step has the Time and material invoicing type.

The subaccount mask to be used for generating sales subaccounts for invoicing.

To set up the rule for selecting segment values, select a segment, press F3, and select the source of the segment value, which is one of the following options:

• B: The subaccount associated with the invoicing rule, specified in the Sales subaccount column.
• C: The sales subaccount of the customer, which is defined on the General ledger accounts tab of the Customers (AR303000) window.
• E: The sales subaccount of the employee, which is defined on the Financial settings tab of the Employees (EP203000) window.

This option is available only if the step has the Time and material invoicing type.

• I: The subaccount associated with the item specified on the General ledger accounts tab of the Stock items (IN202500) or Non-stock items (IN202000) window.

If the empty item code is selected as the stock item, the system uses the sales subaccount of the customer location, which is defined on the General ledger accounts tab of the Customer locations (CR303010) window. The customer location of the project is defined on the Summary tab of the Projects (PM301000) window.

• P: The default subaccount of the project, which is defined on the General ledger accounts tab of the Projects (PM301000) window.
• R: The sales subaccount of the branch, which is defined on the General ledger accounts tab of the Branches (CS102000) window.
• T: The default subaccount of the project task, which is defined on the Summary tab of the Project tasks (PM302000) window.

For a segment, the characters designating each option are repeated as many times as there are characters in the segment.

This field is available only if the Subaccounts functionalities is enabled in the Enable/disable functionalities (CS100000) window.

The account to be used for invoicing if the Invoicing rule option is selected in the Use sales account from field.

This option is available only if the step has the Time and material invoicing type.

The subaccount to be used for invoicing or as a source of segment values for the mask specified in the Sales subaccount field.

This field is available only if the Subaccounts functionalities is enabled in the Enable/disable functionalities (CS100000) window.

A check box that indicates (if selected) that the system will include non-invoiceable transactions in the pro forma invoice. If this check box is not selected, the system will not include non-invoiceable transactions in the pro forma invoice.

This option is available only if the step has the Time and material invoicing type.

A check box that indicates (if selected) that the system will include a line in the pro forma invoice even if the line has an amount of zero.

If this check box is not selected, the system will not add lines with zero amounts to the pro forma invoice.

A check box that indicates (if selected) that the system will include a transaction in the pro forma invoice even if the transaction has a quantity of zero. If this check box is not selected, the system will not process transactions that have quantities of zero.

This check box is shown only if the step has the Time and material invoicing type.

The status of the projects that you want to view in the table:

In planning

This status is automatically assigned to any new project with the Hold check box selected and reflects that the project is a draft and not available for selection in data entry windows.

Active

The project can be associated with documents and activities in data entry windows in the modules integrated with the Projects module.

Completed

All tasks for the project have been completed.

Cancelled

Project is stopped before its completion. A cancelled project can be activated again.

Suspended

All activities on the project are suspended. A suspended project can be re-activated or cancelled.

Releases the document.

• The pro forma invoices of a project can be released only one by one, starting from the earliest one, on the Invoices tab of the Projects (PM301000) window. The only exception is when multiple pro forma invoices grouped by invoice group have been generated during a single iteration of the invoicing process; in this case, these pro forma invoices can be released in any order.
• A pro forma invoice of a particular project can be released only after the sales invoice of the preceding pro forma invoice of the project has been released.

Provides the following menu commands, which you can click to invoke actions:

• Approve: Changes the status of the pro forma invoice from Pending approval to Active.

This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices.

• Reject: Changes the status of the pro forma invoice from Pending approval to Rejected.

This action is available if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and approval is configured for pro forma invoices.

• Email pro forma invoice: Sends the selected document as an email.

The status of the document, which can be one of the following:

• On hold: The user can edit the document but cannot release it.
• Pending approval: The pro forma invoice has been taken off hold (that is, the status was assigned when the Hold check box was cleared for the pro forma invoice). If Approval is activated, a pro forma invoice with this status is visible to the employee who has been assigned to approve the pro forma invoice. Once the pro forma invoice is approved, it is assigned the Open status; if the pro forma invoice is rejected, its status changes to Rejected.

This status is available only if the Approval Workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and pro forma invoice approval is configured.

• Rejected: The system assigns this status to the pro forma invoice if the employee who was assigned to approve the pro forma invoice has rejected it.

This status is available only if the Approval workflow functionality is enabled in the Enable/disable functionalities (CS100000) window and pro forma invoice approval is configured.

• Open: The system assigns this status to the pro forma invoice if the employee who was assigned to approve the pro forma invoice has approved it. If no approval is configured for pro forma invoices, the system assigns this status to the pro forma invoice when the Hold check box is cleared. The user can release the pro forma invoice or save it with the On Hold status for further editing.
• Closed: The document has been released and cannot be edited.

The location of the project related to the pro forma invoice.

This element is available only if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.

The currency of the pro forma invoice.

This element is available only if the Multi-currency accounting functionality is enabled in the Enable/disable functionalities (CS100000) window.

The total Over-limit amount from the Time and material tab that exceeds the invoicing limit. The total is shown only if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.

The validation level of the invoicing limit may vary, from a simple warning that is shown in this field and does not block the processing of the pro forma invoice to an error that prevents the pro forma invoice from being processed further until the invoice amount is within the limit. The desired behaviour is specified in the Validate time and material revenue budget limits field in the Project accounting preferences (PM101000) window.

The branch that sells the item or provides the service.

The branch is provided from the source defined by the Use destination branch from setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.

The cost code associated with the revenue budget line.

The column is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The percentage of the revised amount of the revenue budget line of the project that has been invoiced by all the pro forma invoices of the project, including the current one.

You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to invoice and Current invoiced (%) columns of the line.

The original line amount calculated by the progress invoicing rule.

This column appears only if the Construction functionality is enabled in the Enable/disable functionalities (CS100000) window.

The amount of material stored.

This column appears only if the Construction functionality is enabled in the Enable/disable functionalities (CS100000) window.

The amount to invoice the customer.

By default, this is the Pending invoice amount of the corresponding line of the project on the Revenue budget tab of the Projects (PM301000) window.

You can modify the amount in this column; in this case, the system automatically recalculates the values in the Total completed (%) and Current invoiced (%) columns of the line.

On creation of the sales invoice from the pro forma invoice, the system copies this amount to the Ext. price column of the corresponding line of the sales invoice.

The percentage of the revised amount of the revenue budget line of the project that is invoiced by this pro forma invoice line.

You can modify this percentage; in this case, the system automatically recalculates the values in the Amount to invoice and Total completed (%) columns of the line.

By default, the VAT category of the corresponding revenue budget line of the project on the Revenue budget tab of the Projects (PM301000) window. If no VAT category has been specified for the revenue budget line, the VAT category remains unspecified for the pro forma invoice line.

You can override the default value.

The corresponding subaccount used to record this sale transaction. The sales subaccount is provided according to the Sales subaccount mask setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.

This column appears only f the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The deferral code assigned to the stock item or non-stock item specified in this document line.

Upon release of this document, the system generates a deferral schedule (or multiple schedules) based on the settings defined in this deferral code. You can change the deferral code in this field manually if needed.

This column appears only if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.

If you change an MDA deferral code (which indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.

The sequence number of the line, which is used to sort the lines on the tab.

These numbers are assigned automatically and are changed automatically if you reorder the lines by dragging them to appropriate positions.

The status that defines how to invoice the line, which can be one of the following:

Invoice

To invoice the line in the full amount or a greater amount than was initially invoiced or in the Amount to invoice of the line that is greater than or equal to the Invoiced amount of the line.

Hold remainder

To partially invoice the line in the Amount to invoice of the line that is less than the Invoiced amount of the line, and later invoice the remainder, which is the difference between the Invoiced amount and the Amount to invoice.

Write off remainder

To partially invoice the line in the Amount to invoice of the line that is less than the Invoiced amount of the line, and write off the remainder, which is the difference between the Invoiced amount and the Amount to invoice.

Write off

To write off the line in the full amount or a greater amount than was initially invoiced or in the Amount to invoice of the line that is greater than or equal to the Invoiced amount of the line.

You can also delete a selected line of the pro forma invoice to invoice it later in the full amount.

The branch that sells the item or provides the service.

The branch is provided from the source defined by the Use destination branch from setting of the particular step of the invoicing rule in the Invoicing rules (PM207000) window.

The cost code associated with the corresponding project transaction.

The column is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The quantity to be invoiced. When the sales invoice is created based on the pro forma invoice, the system copies this quantity to the corresponding line of the sales invoice.

By default, this quantity is equal to the invoiced quantity and can be manually modified.

The price of the item or the rate of the service of the corresponding project transaction.

You can modify the unit price.

The amount to invoice the customer.

On creation of the sales invoice from the pro forma invoice, the system copies this amount to the Ext. price column of the corresponding line of the sales invoice.

By default, this amount is equal to the Invoiced amount and can be manually modified. The difference between the calculated Invoiced amount and the corrected Amount to invoice is processed based on the Status of the line.

If you manually modify the Unit price or Quantity to invoice, the system automatically recalculates this amount as follows.

By default, this is the VAT category of the item specified in the pro forma invoice line, or the VAT category of the project task if there is no item in the line or the VAT category of the item is not specified.

If neither the item nor the task has a VAT category specified, the VAT category is unspecified for the pro forma invoice line.

You can override the default value.

The sales account of the corresponding project transaction.

The sales account is provided from the source defined by the Use sales account from setting of the particular step of the invoicing rule.

The sales subaccount of the corresponding project transaction.

The sales account is provided according to the Sales subaccount mask setting of the particular step of the invoicing rule.

This column appears only if the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The deferral code assigned to the stock item or non-stock item specified in this document line. When the document is released, the system generates a deferral schedule (or schedules) based on the settings defined in this deferral code. You can change the deferral code in this field manually if needed.

This column appears only if the Deferred revenue management functionality is enabled in the Enable/disable functionalities (CS100000) window.

If you change an MDA deferral code (the deferral code that indicates that an item is a package) to any non-MDA deferral code, the system will consider the item to not be a package and will ignore its components while generating a deferral schedule. That is, the system will generate the deferral schedule for the item based on the settings of the specified non-MDA deferral code.

The maximum amount available to invoice the customer based on the invoicing limit amount of the corresponding revenue budget line of the project.

If no invoicing limit amount is defined for the revenue budget line of the project or if the Max. limit amount is 0, the max. available amount of each corresponding pro forma invoice line is 0.

This column is shown if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.

The invoicing limit amount ( Maximum amount ) of the corresponding revenue budget line of the project on the Revenue budget tab of the Projects (PM301000) window. If no invoicing limit amount is defined for the revenue budget line of the project, the Max. limit amount of each corresponding pro forma invoice line is 0.

The column is shown if the Use time and material revenue budget Limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.

The amount that exceeds the invoicing limit. The amount is calculated as the difference between the Amount to invoice and Max available amount. If this difference is negative or if the Max available amount is greater than the Amount to invoice, the Over-limit amount is 0. The invoice lines for which the Over-limit amount becomes non-zero exceed the limit.

This column is shown if the Use time and material revenue budget limits check box is selected for the project on the Summary tab of the Projects (PM301000) window.

Uploads the selected transactions to the pro forma invoice and closes the dialog box.

When a pro forma invoice is created, the system orders the lines of the pro forma invoice on the Time and material tab by the invoicing rule steps applied and by the project transaction reference number within each invoicing step. When you upload non-invoiced transactions, they are appended to the end of list of pro forma lines (so that after upload, you can identify them easily).

The VAT zone of the customer location.

By default, the system inserts the VAT zone associated with the Customer location specified on the Summary tab of the Projects (PM301000) window; if no VAT zone has been specified for the customer location, the customer VAT zone is not filled in.

You can override the default value.

The postal code for the invoicing address.

An input mask for the postal code can be set in the Countries/counties/postcodes (CS20400S) window.

The action to be taken when clicking Process or Process all in the window toolbar.

At this time, the Release option is available, which you select to release the pro forma invoices to produce sales invoices.

The start date of the date range for the pro forma invoice dates.

You can leave the box blank to view all pro forma invoices up to and including the End date.

The end date of the date range for the pro forma invoice dates.

You can leave the box blank to view all pro forma invoices starting on the Start date.

The status of the pro forma invoice.

Only invoices of the Open status, which indicates that the user can release these invoices, are listed in this window.

A check box that (if selected) indicates that the restriction group is active. You can clear the check box to make the group inactive, which means that restrictions imposed by the restriction group do not affect the visibility of entities to users.

By default, this check box is selected.

Initiates invoicing for the currently selected project.

You can run invoicing for an Active, Completed, or Suspended project that is not an internal project.

Initiates creating of a change order. A change order is a document for profitability analysis and an audit trial of changes to the project revenue budget, cost budget, commitments, and time and material.

To use the change orders functionality, enable it in the Enable/disable functionalities (CS100000) window.

Provides the following menu commands:

Lock budget

Prevents the Original budgeted quantity, Unit rate, and Original budgeted amount columns from being edited on the Revenue budget and Cost budget tabs of the window. The Unlock budget action reverses the effects of this action.

Unlock budget

Allows the Original budgeted quantity, Unit rate, and Original budgeted amount columns to be edited on the Revenue budget and Cost budget tabs of the current window. The Lock budget action reverses the effects of this action.

Lock commitments:

Prevents the direct creation of purchase orders for this project in the Purchase orders (PO301000) window. This action appears if the Change orders functionality is enabled in the Enable/disable functionalities (CS100000) window and the Internal cost commitment tracking check box is selected on the General settings tab of the Project accounting preferences (PM101000) window.

• Unlock commitments: Allows direct creation of purchase orders for this project in the Purchase orders (PO301000) window.
• Create template: Opens the New project template dialog box, where you can specify an ID for the project template.
• Change ID: Opens the Specify new ID dialog box, where you can specify a new ID for the project.
• Automatic budgeting: Calculates the projected revenue and updates the Balances and Revenue budget tabs of the current window with this revenue.

This action is available only when the project has the In planning, Active, or Completed status. For the calculation to be accurate, the project must be properly configured, with the necessary account groups and allocation rules created, and the projected budget for expenses must be specified.

For more information about tracking future revenues, see: About labour and revenue allocation

Print project balance

:

Opens the Project balance (PM621000) report report for the selected project.

The customer for the project if this project is external.

This value will be used in all invoices generated when you run the invoicing for the project. If you leave this field empty, the project is considered internal and you will not be able to run invoicing for it.

The description of the project.

> [!NOTE] > This field supports the multi-language functionality, where you can translate the entered text to multiple languages. For more information, see: About multi-language support

The status of the project, which can be one of the following options:

In planning

This status is automatically assigned to any new project where the Hold check box is selected. It reflects that the project is a draft and is not available for selection on data entry windows.

Active

Indicates that the project can be associated with documents and activities in data entry windows in the workspaces integrated with the Projects workspace.

Completed

Indicates that all tasks for the project have been completed.

Suspended

Indicates that the project and all underlying activities are suspended. You can reactivate or cancel a suspended project.

Cancelled

Indicates that the project is cancelled. You can reactivate a cancelled project.

A check box that you select to indicate that the project should have the In planning status.

When you clear the check box, the status changes to Active.

The detail level of the revenue budget. Depending on the selected level, which can be one of the following options, the Item ID or Cost code column is shown or hidden on the Revenue budget tab:

Task

The project revenue is budgeted at the task ( Task ID ) level. With this option selected, the Item ID column is hidden on the Revenue budget tab of the window.

Task and item

The project revenue is budgeted at the task ( Task ID ) and item ( Item ID ) level. The option is not available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

Task and cost code

The project revenue is budgeted at the task ( Task ID ) and cost code ( Cost code ) level. The option is available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

When this check box is selected, only the employees listed on the Employees tab of this window can create activities and documents associated with the current project.

These capabilities include creating activities on the Activity history tab of this window, time cards in the Employee time card (EP305000) window, and project transactions in the Project transactions (PM304000) window.

A check box that you select to track the extra values reported by the people at the work site for the project.

If you select this check box, the following columns appear on the Cost budget tab: Cost to complete, Cost at completion, Percentage of completion, Last cost to complete, Last cost at completion, and Last percentage of completion.

The frequency of invoicing, which can be one of the following options:

Week

invoicing occurs once a week.

Month

invoicing occurs once a month.

Quarter

invoicing occurs once a quarter.

Year

invoicing occurs once a year.

On demand

invoicing can be performed at any time.

For projects with the Active status, the Invoicing period field is read-only.

The date for which the next invoicing is scheduled for the project. A value is displayed in this field only for active projects.

For newly created projects, the Next invoicing date is calculated as the Start date plus one Invoicing period. For the projects for which the project invoicing has been successfully performed at least once, the Next invoicing date is calculated as the Next invoicing date plus one Invoicing period. For the projects with the On demand invoicing period, the Next invoicing date is always empty.

The date when the latest invoicing was performed for the project.

A value is displayed in this field only for active projects.

When this check box is selected, the system will validate the limits of the revenue budget of the project when you process pro forma invoices for the project.

The Limit amount and Maximum amount columns are shown on the Revenue budget tab if this check box is selected.

The location of the project’s customer. When the customer is selected, the system populates this field with the customer’s default location.

This element is available if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.

A check box that indicates whether transactions in the General ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in general ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in supplier ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Customer ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in customer ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Sales workspace can be associated with the project based on this template.

If you select this check box, users can select the project in sales documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Purchases workspace can be associated with the project based on this template.

If you select this check box, users can select the project in purchase documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Inventory workspace can be associated with the project based on this template.

If you select this check box, users can select the project in inventory documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Cash management workspace can be associated with the project based on this template.

If you select this option, users can select the associated project and task when they enter a document in the Cash management workspace.

A check box that indicates whether the transactions in the Time and expenses workspace can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

A check box that indicates whether transactions from Expense can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

Opens the Add tasks dialog box, where you can add a common task or a task associated with the template this project is based on.

For more information about common and template tasks, see: About templates for projects and tasks

The rate table to be used in the allocation rules, if applicable.

If the task is created based on the project template selected in the Template field in the top part of this window, the system uses the rate table of the corresponding task of this project template.

If no project template is selected for the project, or no rate table is defined for the corresponding task of the selected project template, the system uses the rate table of the project specified in the Rate table field on the Summary tab of this window.

The rule that Visma Net uses to run allocations for the task.

If the task is created based on the project template selected in the Template field in the top part of this window, the system uses the allocation rule of the corresponding task of this project template.

If no project template is selected for the project, or no allocation rule is defined for the corresponding task of the selected project template, the system uses the allocation rule of the project specified in the Allocation rule field on the Summary tab of this window.

The rule that Visma Net uses to run invoicing for the task.

If the task is created based on the project template selected in the Template field in the top part of this window, the system uses the invoicing rule of the corresponding task of this project template.

If no project template is selected for the project, or no invoicing rule is defined for the corresponding task of the selected project template, the system uses the invoicing rule of the project specified in the Invoicing rule field on the Summary tab of this window.

The status of the task, which can be one of the following:

In planning

The task is a draft and is not available for selection in data entry windows. This status is automatically assigned to any new task.

Active

The task is active and can be selected on data entry windows.

Cancelled

Task execution has been stopped before task completion. A cancelled task can be activated again.

Completed

The task has been completed.

The percentage of the work on the task that has been completed, which is determined as follows based on the value selected in the Completion method field on the Summary tab of the Project tasks (PM302000) window:

Manual

Entered manually by a user.

Budgeted quantity

Calculated automatically as the actual quantity divided by the revised budgeted quantity for the cost budget lines associated with the task that have the Auto completed (%) check box selected on the Cost budget tab.

Budgeted amount

Calculated automatically as the actual amount divided by the revised budgeted amount for the cost budget lines associated with the task that have the Auto completed (%) check box selected on the Cost budget tab.

For more information, see: About the calculation of task completion percentage

The way the task becomes eligible for invoicing, which can be one of the following:

By invoicing period

The task is available for invoicing on demand if the project is assigned the On demand invoicing period, and is available for invoicing at the end of the specified invoicing period if the project is assigned other invoicing periods.

On task completion

The task can be invoiced only when it is completed.

On project completion

The task is available for invoicing when the project is completed.

A check box that indicates whether transactions in the Cash management workspace can be associated with the project based on this template.

If you select this option, users can select the associated project and task when they enter a document in the Cash management workspace.

A check box that indicates whether transactions in the Customer ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in customer ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions from Expense can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

A check box that indicates whether transactions in the General ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in general ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Inventory workspace can be associated with the project based on this template.

If you select this check box, users can select the project in inventory documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Purchases workspace can be associated with the project based on this template.

If you select this check box, users can select the projectchase documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Sales workspace can be associated with the project based on this template.

If you select this check box, users can select the project in sales documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in supplier ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether the transactions in the Time and expenses workspace can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

A task on the project.

If a task is selected, the table lists the revenue budget lines for only this task.

A check box that you select to make the table show all the revenue budget lines with the same task as a single line.

When the budget lines are grouped by task, the system shows the total for each numeric column of the table in the bottom-most row.

Opens the Commitments (PM306000) window in a pop-up window. This window shows the list of commitments that correspond to the selected revenue budget line.

This button is available only if the Internal commitment tracking check box is selected in the Commitments (PM306000) window.

The stock or non-stock stock item that is used for the time and material project invoicing.

By default, the system populates this field with the empty item code, which is initially N/A and can be changed in the Empty item code field in the Project accounting preferences (PM101000) window.

The column is shown if Task and item is selected as the Revenue budget level on the Summary tab of the window for the project.

The cost code that is associated with a revenue budget line. You can change the cost code value for each revenue line.

The column is shown if Task and cost code is selected as the Revenue budget level on the Summary tab of the window for the project.

The unit of measure of the revenue budget line.

If a stock item is selected in the Item ID column, the UoM column is automatically filled in with the base unit of measure of this stock item, which can be changed to another UoM available for the item.

The base unit of measure of the empty item code is HOUR.

If the revenue budget line is created based on the project template selected in the Template field in the top part of this window, the system uses the UoM of the corresponding revenue budget line of this project template. If no UoM is defined for the corresponding revenue budget line of the selected project template, the system selects the UoM by using the logic described above.

The budgeted amount of the revenue budget line.

For the Budgeted quantity, UoM, and Unit rate specified for the line, the amount is calculated as Budgeted amount = Budgeted quantity * Unit rate.

The revised budgeted quantity if the budget quantity has been revised for the project after the initial budgeting.

By default, this quantity is equal to the Budgeted quantity value specified for the line.

The revised budgeted amount if the budget amount has been revised for the project after the initial budgeting.

By default, this amount is equal to the Budgeted amount value specified for the line.

A check box that you select to be able to specify the Maximum amount.

This column is shown if the Use the revenue budget limits for time and material check box is selected on the Summary tab.

The maximum invoiceable amount for the revenue budget line.

This column is shown if the Use the revenue budget limits for time and material check box is selected on the Summary tab.

The total quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total amount of commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total received quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total open quantity of the commitments that are associated with the project, project task, and account group.

This column is available onlyif the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total open amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

If the Create pro forma on invoicing check box is selected for the project, the total amount of the lines of pro forma invoices for which the corresponding sales invoices have not been released yet.

If the Create pro forma on invoicing check box is cleared for the project, the column shows the total amount of unreleased sales invoices.

The total quantity of the lines of the released sales invoices that correspond to the revenue budget line.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The percentage of the work on the task that has been completed.

If the Pending invoice amount is manually changed, the Completed (%) is recalculated as follows: Completed (%) = (Draft invoices amount + Actual amount + Pending invoice amount) / Revised amount \* 100%.

The amount to be invoiced on the next execution of the project invoicing process.

If the Completed (%) value is manually changed, the column values are recalculated as follows: Pending invoice amount = Revised amount \* Completed (% ) / 100 - (Actual amount + Draft invoices amount).

The VAT category for the revenue budget line.

By default, the system inserts the VAT category that has been specified for the item specified in the line.

If no item is selected in the line or the item has no VAT category defined, the system inserts into this column the VAT category of the task specified in the line. If the task also has no VAT category defined, this column is empty.

If the revenue budget line is copied from a template defined in the Project templates (PM208000) window, by default, the system inserts the VAT category defined in the template. If no VAT category is defined at the template level, the system selects the VAT category using the logic described in the previous paragraph.

You can override any default value the system inserts into this column.

If you change the item or task for the revenue budget line, the system changes the VAT category by using the logic described above.

A check box that you select to make the table show all the revenue budget lines with the same task as a single line.

When the budget lines are grouped by task, the system shows the total for each numeric column of the table in the bottom-most row.

Opens the Commitments (PM306000) window in a pop-up window. It shows the list of commitments that correspond to the selected cost budget line.

This button is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The stock or non-stock stock item that is associated with the cost budget line.

The column is shown if Task and item is selected as the Revenue budget level on the Summary tab of the window for the project.

The cost code that is associated with the cost budget line. You can change the cost code value for each line.

The column is shown if Task and cost code is selected as the Revenue budget level on the Summary tab of the window for the project.

The account group to which the corresponding expense account is mapped.

In addition to the account groups of the Expense type, you can select the Off-balance account groups for which the Expense check box is selected in the Account groups (PM201000) window.

The budgeted amount of the revenue budget line.

For the Budgeted quantity, UoM, and Unit rate specified for the line, the amount is calculated as Budgeted amount = Budgeted quantity * Unit rate.

The unit of measure of the cost budget line.

If a stock item is selected in the Item ID column, the UoM is automatically selected as the base unit of measure of this stock item and can be changed to another UoM available for the item.

If the cost budget line is created based on the project template selected in the Template field in the top part of this window, the system uses the UoM of the corresponding cost budget line of this project template. If no UoM is defined for the corresponding cost budget line of the selected project template, the system selects the UoM by using the logic described above.

If the item is not specified, any existing UoM can be selected.

The total quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total received quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total open quantity of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total open amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total quantity of the released Projects transactions that correspond to the cost budget line.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The item for which the revenue budget is specified for the cost budget line.

This column is shown if Task and item is selected as the Revenue budget level on the Summary tab of this window for the project.

Opens the Project transactions (PM304000) window in a pop-up window.

It shows the list of project transactions that correspond to the selected budget line.

Opens the Commitments (PM306000) window in a pop-up window.

It window shows the list of commitments that correspond to the selected budget line.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total open amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

The total invoiced amount of the commitments that are associated with the project, project task, and account group.

This column is available only if the Internal commitment tracking check box is selected in the Project accounting preferences (PM101000) window.

Customer/

supplier

The number of the change order that affect the project revenue within the project, which the system uses for printing.

The Revenue change no. is an integer that the system assigns sequentially, starting from 1 and then 2, 3, and so on. The last assigned number for the change orders of the project is shown in the Last revenue change no. field in the Project properties section of the Summary tab of this window.

The status of the change order, which can be one of the following:

On hold

The change order is a draft that can be edited but cannot be released.

Open

The order is open.

Pending approval

The change order is pending the approval of the employee who has been assigned to approve the change order.

Rejected

The employee who was assigned to approve the change order has rejected it.

Open

The change order is ready to be released.

Closed

The change order has been released.

The reverse status of the change order, which can be one of the following:

None

The change order is a normal change order.

Reversing

The change order is a reversing change order that reverses the impact of the original change order, whose reference number is shown in the Original CO ref. no. column.

Reversed

The change order that has been reversed.

Includes the following predefined menu commands:

Add note

Opens the Activity (CR306010) window, which you can use to create an activity with the Note type, in a pop-up window.

Add chat

Opens the Activity (CR306010) window, which you can use to create a new activity with the Chat type, in a pop-up window.

Add appointment

Opens the Activity (CR306010) window, which you can use to create a new activity with the Appointment type, in a pop-up window.

Add message

Opens the Activity (CR306010) window, which you can use to create a new activity with the Message type, in a pop-up window.

Add phone call

Opens the Activity (CR306010) window, which you can use to create a new activity with the Phone call type, in a pop-up window.

Add work item

Opens the Activity (CR306010) window, which you can use to create a new activity with the Work item type, in a pop-up window.

The account to be used as one of the sources of possible accounts for the invoices and transactions for the project.

This account is used as the expense account in project transactions if the Project option is selected in the Expense account source field in the Invoicing rules (PM207000) window.

This account is also used as the sales account for the invoice lines generated for the project by the invoicing rule with the Project selected in the Use sales account from field in the Invoicing rules (PM207000) window.

The subaccount to be used as one of the sources of possible segment values for subaccounts to be used in the invoices and transactions for the project.

This subaccount is used as a source of segment values (to be used for project transactions) for the segments with the P option selected in the Expense sub. source field in the Project accounting preferences (PM101000) window.

This subaccount is also used as a source of segment values for the sales subaccount for the invoice lines generated for the project by the invoicing rule with the P mask specified in the Sales subaccount mask field in the Invoicing rules (PM207000) window.

The type of contact to receive emails:

Primary

A primary contact of the customer

Employee

An employee of your company who handles documents of the project

Contact

One of the contacts of the customer

The project ID that indicates that a specific transaction or task is not related to any project. The default value is X.

When the Projects workspace is integrated with other modules, data entry windows in those modules include the Project column, where the user must specify the project associated with the transaction. You must enter the non-project code specified here if a transaction is not associated with any project.

The code to be specified as the Item ID to indicate that no specific item is associated with a project transaction, commitment, budget line of a project, or pro forma invoice line. In the Projects workspace, if a window includes the mandatory Item ID column where the user must specify an item, the system automatically populates this column with the empty item code, which the user can replace with the identifier of a particular item.

The default empty item code is <N/A>; you can specify a different code if needed. The default UoM of the empty item code is HOUR. In the windows of the Projects workspace, when the empty item code is selected as the Item ID, you can select any other UoM instead of HOUR.

The empty item code is treated as a real item in the Projects workspace, which gives users the opportunity to use this value in inquiries filtered by item, or to filter the rows in the windows of the Projects workspace by the empty item code you specify.

In other workspaces, the empty item code is not supported and treated as NULL. For example, if a pro forma invoice has lines with the empty item code selected as the Item ID in the Pro forma invoices (PM307000) window, when the pro forma invoice is released, the system creates a sales invoice that has an empty Item ID setting in the corresponding lines in the Sales invoices (AR301000) window.

In the Run project invoicing (PM503000) window, you have specified an Invoice date.

Now, you can choose whether you want to include or exclude the transactions that are created on the invoice date for the automatic invoices. Select one of the following options:

• Include transactions created on invoice date
• Exclude transactions created on invoice date

Defines how the system validates the limits of the revenue budget of a project when you process pro forma invoices for the project. You can select one of the following options:

Ignore

The system shows a warning message when revenue budget limits are exceeded.

Validate

(default): The system shows an error message when revenue budget limits are exceeded.

The way the system updates the cost budget of projects with cost transactions.

When a cost transaction is posted to the Projects workspace, the system updates the corresponding project with this transaction.

If the cost budget of the project has a line with the same project task, account group, and item, the system updates the actual quantity and actual amount of this line on the Cost budget tab of the Projects (PM301000) window with the quantity and amount of the transaction, respectively.

Otherwise, the system adds a new cost budget line.

The account group is the group to which the expense account updated by the transaction is mapped. The item is the item of the cost transaction or the empty item code based on the option selected in the Cost budget update field. You can select one of the following options:

Detailed

(default): The system updates the cost budget line that has the same item as in the cost transaction. If the cost budget has no line that has this item, a new line with the item is added.

Summary

The system updates the cost budget line with the empty item code selected as the item, regardless of the item of the cost transaction. If the cost budget has no line with the empty item code, a new line with the empty item code is added.

A check box that indicates whether Projects allocation transactions will be automatically released when generated.

If you do not select this check box, you will be able to release the project allocation transactions manually by using the Release transactions (PM501000) window.

A check box that indicates whether transactions in the General ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in general ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in supplier ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Customer ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in customer ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Sales workspace can be associated with the project based on this template.

If you select this check box, users can select the project in sales documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Purchases workspace can be associated with the project based on this template.

If you select this check box, users can select the project in purchase documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Inventory workspace can be associated with the project based on this template.

If you select this check box, users can select the project in inventory documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Cash management workspace can be associated with the project based on this template.

If you select this option, users can select the associated project and task when they enter a document in the Cash management workspace.

A check box that indicates whether the transactions in the Time and expenses workspace can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

A check box that indicates whether transactions from Expense can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

The source of the account for the debit side of the project transactions: The following options are available:

Labour item

Select this option to have the system use in projects transactions the default account associated with the labour item specified on the time card. For labour items, the default expense account is specified in the Expense account field on the General ledger accounts tab of the Non-stock items (IN202000) window.

Project

Select this option to have the system use in project transactions the default account associated with the underlying project and specified in the Default account field on the General ledger accounts tab of the Project tasks (PM302000) window.

Task

Select this option to have the system use in project transactions the default account associated with the underlying task and specified in the Default account field on the Summary tab of the Project tasks (PM302000) window.

Resource

Select this option to have the system use in project transactions the default account associated with the employee. For employees, the default expense account is specified in the Expense account field on the Financial settings tab of the Employees (EP203000) window.

The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for project transactions. For a segment, the character designating the needed option is repeated as many times as there are characters in the segment. To set up the rule, select a segment, press F3, and select a source of the segment value, which is one of the following options:

E

The subaccount associated with the employee specified in the time card. For employees, the default expense subaccount is specified in the Expense sub. field on the Financial settings tab of the Employees (EP203000) window.

I

The subaccount associated with the non-stock item (labour item) used in the time card. For labour items, the default expense subaccount is specified in the Expense sub. field on the General ledger accounts tab of the Non-stock items (IN202000) window.

P

The subaccount associated with the project and specified in the Default subaccount field on the General ledger accounts tab of the Projects (PM301000) window.

T

The subaccount associated with the project task and specified in the Default subaccount field on the Summary tab of the Project tasks (PM302000) window.

This element is available only if the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The source of the account for the credit side of the project transaction to be generated on release of the time cards. The following options are available:

Labour item accrual

Select this option to use by default in project transactions the accrual account associated with the labour item on the time card. For labour items, this account is specified in the Expense accrual account field on the General ledger accounts tab of the Non-stock items (IN202000) window.

Project accrual

Select this option to use in project transactions the accrual account associated with the project and specified in the Accrual account field on the General ledger accounts tab of the Projects (PM301000) window.

Task accrual

Select this option to use by default in project transactions the default account associated with the task and specified in the Accrual account field on the Summary tab of the Project tasks (PM302000) window.

The subaccount mask that defines the rule of selecting segment values for the expense accrual subaccount to be used for the Projects transactions generated on release of time cards.

For a segment, the character designating the needed option is repeated as many times as there are characters in the segment. To set up the rule, select a segment, press F3, and select the source of the segment value, which is one of the following options:

E

The default accrual expense subaccount associated with the employee specified in the time card. For employees, the default expense subaccount is specified in the Expense sub. field on the Financial settings tab of the Employees (EP203000) window.

I

The default expense accrual subaccount associated with the non-stock item (labour item) used in the time card. For labour items, the default accrual subaccount is specified in the Expense accrual sub. field on the General ledger accounts tab of the Non-stock items (IN202000) window.

P

The default accrual subaccount associated with the project and specified in the Accrual subaccount field on the General ledger accounts tab of the Projects (PM301000) window.

T

The default accrual subaccount associated with the project task and specified in the Accrual subaccount field on Summary tab of the Project tasks (PM302000) window.

This element is available only if the Subaccounts functionality is enabled in the Enable/disable functionalities (CS100000) window.

The unique identifier of the mailing. Visma Net provides two predefined system mailings:

PROFORMA

The mailing is used to print and email pro forma invoices.

INVOICE

The mailing is used to print and email sales invoices that originate from the Projects workspace.

The system email account to be used by default for sending emails for this mailing.

If no account is specified, the default system account will be used.

The report of the Projects workspace to be used by default for printing and also as the body or attachment of the email, if a report is used rather than an email template. By default, the following reports are used for the predefined system mailings:

PROFORMA

The Pro forma invoices (PM307000) report

INVOICE

The Project invoice (PM641000) report, which is a copy of the Invoice/note (AR641000) report

A check box that indicates (if selected) that this mailing is active.

Emails can be generated only for active mailings. For the PROFORMA mailing, this check box is automatically selected and cannot be cleared.

The type of contact to receive emails:

Primary

A primary contact of the project

Employee

An employee of your company who handles documents of the project

The specific contact.

A particular recipient can be selected only if you have selected Employee as the Contact type.

The format in which the report (if applicable) will be sent to recipients of this type.

Select one of the following options: HTML, Excel, or PDF.

A check box that indicates (if selected) that the contact of this type is active.

Only active recipients receive the emails generated for this mailing.

The entity type for which you want to specify the attribute group. The following options are available:

Project

The listed attributes will be added to the Projects (PM301000) window.

Task

To add the listed attributes to the Project tasks (PM302000) window.

Account group

To add the listed attributes to the Account groups (PM201000) window.

A check box that indicates (if selected) that the attribute is available for all records of a particular type.

You can deactivate an obsolete attribute by clearing the check box.

Opens the Commitments (PM306000) window in a pop-up window. This window shows the list of commitments that correspond to the selected budget line.

This button appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The cost code that is associated with the budget line. You can change the cost code value for each line.

The column is shown if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The total amount of commitments that are associated with the project, project task, and account group.

This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The total received quantity of the commitments that are associated with the project, project task, and account group.

This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced quantity of the commitments that are associated with the project, project task, and account group. This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total invoiced amount of the commitments that are associated with the project, project task, and account group.

This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The total open quantity of the commitments that are associated with the project, project task, and account group.

This column appears if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The quantity is updated only if the UoM is specified in the budget line and if the system can convert the UoM of the document line to the UoM of the budget line by using the list of unit conversions defined in the Units of measure (CS203100) window.

The total open amount of the commitments that are associated with the project, project task, and account group.

This column appears only if at least one of the following check boxes is selected in the Project accounting preferences (PM101000) window: Internal cost commitment tracking or Revenue commitment tracking.

The type of the account group of the budget line that can be one of the following:

Asset

The account group may include asset and liability accounts.

Liability

The account group may include liability and asset accounts.

Income

The account group may include income, expense and liability accounts.

Expense

The account group may include expense and income accounts.

Off-balance

The account group is used to track statistical information.

The status of the projects that you want to view in the table:

In planning

This status is automatically assigned to any new project with the Hold check box selected and reflects that the project is a draft and not available for selection in data entry windows.

Active

The project can be associated with documents and activities in data entry windows in the modules integrated with the Projects module.

Completed

All tasks for the project have been completed.

Cancelled

Project is stopped before its completion. A cancelled project can be activated again.

Suspended

All activities on the project are suspended. A suspended project can be re-activated or cancelled.

The status of the project task, which can be one of the following:

In planning

Use this status, which is automatically assigned to a new task, if the task is a draft. Tasks with this status are not available for selection in data entry windows.

Active

Select this status when the task is active and should be available for selection in data entry windows.

Completed

Assign this status when the task is completed.

Cancelled

Select this status if task execution has been stopped before task completion. A cancelled task can be activated again.

The actual start date of the task.

When the status of the project task is changed to Active, the system automatically specifies the current business date as the task’s start date.

The actual end date of the task.

When the status of the task is changed to Completed, the system automatically specifies this date as the current business date.

The method of calculating the percentage of completion of the task. The following options are available:

Manual

Users manually specify the task completion percentage for each task in the Completed (%) field.

Budgeted quantity

The system automatically calculates the task completion percentage based on the total actual and revised budgeted quantities of the budget lines selected to be used for the calculation.

Budgeted amount

The system automatically calculates the task completion percentage based on the total actual and revised budgeted amounts of the budget lines selected to be used for the calculation. If the original budgets were revised at some point in the task progress for any of the budget lines, the completion percentage is calculated with respect to the revised budget amounts.

For more information, see: About the calculation of task completion percentage

The actual percentage of task completion, which is determined as follows:

• If the Manual option is selected in the Completion method field, the percentage is entered manually by a user.
• If the Budgeted quantity option is selected in the Completion method field, the percentage is calculated automatically as the actual quantity divided by the budgeted quantity for the budget line that has the check box selected in the Production column on the Budget tab.
• If the Budgeted amount option is selected in the Completion method field, the percentage is calculated automatically as the total actual amount divided by the total budgeted amount for the budget lines that have the check boxes selected in the Production column.

The value is set to 100 once the task is completed.

The completion percentage is used in revenue allocations for the project. For more information, see: About labour and revenue allocation

The way the task becomes eligible for invoicing. You can select one of the following options:

By invoicing period

The task is available for invoicing on demand for the projects with the On demand invoicing period and is available for invoicing at the end of the invoicing period specified for the project with another invoicing period.

On task completion

The task can be invoiced only when it is completed.

On project completion

The task is available for invoicing when the project is completed.

A check box that indicates whether transactions in the General ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in general ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in supplier ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Customer ledger workspace can be associated with the project based on this template.

If you select this check box, users can select the project in customer ledger documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Sales workspace can be associated with the project based on this template.

If you select this check box, users can select the project in sales documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Purchases workspace can be associated with the project based on this template.

If you select this check box, users can select the project in purchase documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Inventory workspace can be associated with the project based on this template.

If you select this check box, users can select the project in inventory documents, and the release of these documents will automatically update the project data.

A check box that indicates whether transactions in the Cash management workspace can be associated with the project based on this template.

If you select this option, users can select the associated project and task when they enter a document in the Cash management workspace.

A check box that indicates whether the transactions in the Time and expenses workspace can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

A check box that indicates whether transactions from Expense can be associated with the task based on this template.

If you select this check box, users can select the project in documents, and the release of these documents automatically updates the project data.

The source of the account for the invoicing transactions, which can be one of the following:

Recurring item

The sales account associated with the non-stock item specified for the row

Project

The sales account associated with the project

Task

The sales account specified for the row in the Account column

Customer

The sales account associated with the customer

The rule for selecting segment values for the subaccount to be used for recurring invoicing transactions. To set up the rule for selecting segment values, select a segment, press F3, and select a source of the segment value, which is one of the following options:

B

The subaccount associated with the non-stock item specified for the row

P

The subaccount associated with the project

T

The subaccount specified for the row in the Subaccount column

The setting that indicates whether the system resets the quantity of the service or labour, which is specified as the Included value, when invoicing is performed. You can select one of the following options:

Never

Visma Net carries over any used amount to the next period.

On invoicing

The system resets the quantity of the service or labour when invoicing is performed. Any unused hours of service in the current period are not carried over to the next period.

Includes the following menu commands:

Add chat

Opens the Activity (CR306010) window in a pop-up window so you can create a new activity with the Chat type.

Add appointment

Opens the Activity (CR306010) window in a pop-up window so you can create a new activity with the Appointment type.

Add message

Opens the Activity (CR306010) window in a pop-up window so you can create a new activity with the Message type.

Add note

Opens the Activity (CR306010) window in a pop-up window to let you create an activity with the Note type.

Add phone call

Opens the Activity (CR306010) window in a pop-up window so you can create a new activity with the Phone Call type.

Add work item

Opens the Activity (CR306010) window in a pop-up window so you can create a new activity with the Work Item type.

If you added activities to the project task that is in the In planning status, any related transactions cannot be released until the project task status changes to Active.