Project templates (PM208000)

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The top part

You use the elements in this area to add a new project template, or to select an existing project template and view its details.

Element	Description
Template ID	The unique identifier for the project template. The structure of this identifier is defined by the PROJECT segmented key, which was configured using the Segment keys (CS202000) window.
Status	The status of the project template. You can select one of the following options: Active The project template is active and can be used for creating projects. On hold The template is inactive and cannot be used to create projects.
Description	A detailed description of the template.

Template ID

The unique identifier for the project template.

The structure of this identifier is defined by the PROJECT segmented key, which was configured using the Segment keys (CS202000) window.

Status

The status of the project template. You can select one of the following options:

Active: The project template is active and can be used for creating projects.
On hold: The template is inactive and cannot be used to create projects.

Description

A detailed description of the template.

The Summary tab

You use this tab to provide details for the project template.

Project properties section

Element	Description
Revenue budget level	The detail level of the revenue budget for the projects created by using this template: options: Task The project revenue is budgeted at the task level. Task and item The project revenue is budgeted at the task ( Task ID ) and item ( Stock ID ) level. The option is not available if the Cost code functionality is enabled in the Enable/disable functionalities (CS100000) window.
Project manager	The person who is responsible for managing the project and authorised to approve the project task and task activities (for projects based on this template).
Restrict employees	A check box that you select to allow time cards to be associated with the current project only if the employee is listed on the Employees tab.
Webhook notifications	A check box which (if selected) indicates that the system will send a notification when a project is created or updated. An update can consist of changes made to the following tabs: Summary, Employee, Tasks.

Invoicing and allocation settings section

Element	Description
Invoicing period	The frequency of invoicing in the projects based on this template, 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 is performed when it is needed.
Terms	The type of credit terms used for invoices of the project created based on this template. Credit terms are defined in the Credit terms (CS206500) window.
Allocation rule	The rule that Visma Net uses to run the allocation of transactions for the projects created using this template.
Run allocation on release of project transactions	A check box that indicates (if selected) that allocation is run automatically during the release of the documents associated with the project.
Invoicing rule	The rule that Visma Net uses to run invoicing for the projects created by using this template.
Branch	The branch of your company with which the projects created by using this template will be associated.
Rate table	The rate table to be used for pricing.
Create pro forma at the time of invoicing	A check box that indicates (if selected) that pro forma invoices are created automatically when you run project invoicing for the projects created based on this template.
Use the revenue budget limits for the time and material	A check box that indicates (if selected) that the system will validate the limits of the revenue budget when you process pro forma invoices for the projects created based on this template.
Automatically release customer documents	A check box that indicates whether the system will automatically release invoice documents after invoicing is complete in Projects for the projects based on this template.

Visibility settings section

Option	Description
General ledger	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.
Supplier ledger	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.
Customer ledger	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.
Sales	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.
Purchases	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.
Inventory	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.
Cash management	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.
Time entries	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.
Expenses	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 Tasks tab

You use the Tasks tab to view, add, modify, and delete the tasks that are typical for the projects you will create by using this template.

Column	Description
Set as default	Use this button to set a project task as the default for a project.
Task ID	The task template associated with the project template.
Description	The description of the task.
Rate table	The rate table to be used for pricing.
Allocation rule	The rule that is used to run allocation for the task.
Invoicing rule	The invoicing rule that is used to run invoicing for this project.
Invoicing option	The option that defines how the project task should be invoiced, which can be one of the following options: By invoicing period, On task completion, or On project completion.
VAT category	The VAT category (if applicable) of the task.
Default	This check box is automatically selected on the active line, when you click the Set as default button on the top part of the table.

The Revenue budget tab

This tab lists the revenues that are typical for the projects you will create by using this template.

Button	Description
Project task	A template task of the project template.
Item ID	A stock or non-stock item that is used for the time and material project invoicing. By default, the system populates this box with the empty item code (N/A), which is defined 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 template project.
Cost code	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.
Account group	The income account group of the revenue budget line.
Description	The description of the revenue budget line.
Budgeted quantity	The budgeted quantity of the revenue budget line.
UoM	The unit of measure of the revenue budget line. If an 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. The base unit of measure of the empty item code ( N/A ) is HOUR.
Unit rate	The price of the specified unit of the revenue budget line.
Budgeted amount	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.
VAT category	The VAT category (if applied) for the revenue budget line.

The Cost budget tab

This tab lists the costs that are typical for the projects you will create by using this template.

Button	Description
Project task	A template task of the project template.
Item ID	The stock or non-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.
Cost code	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.
Account group	The account group to which the corresponding expense account is mapped.
Description	The description of the cost budget line.
UoM	The unit of measure of the cost budget line. If an 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 by another UoM available for the item. If the item is not specified ( N/A ), any existing UoM can be selected.
Unit rate	The price of the specified unit of the cost budget line.
Budgeted quantity	The budgeted quantity of the cost budget line.
Budgeted amount	The budgeted amount of the cost 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.
Auto completed (%)	A check box that indicates (if selected) that the system automatically updates the Completed (%) percentage of the work on the tasks.
Revenue task	The task by which the revenue budget is specified for the cost budget line.
Revenue item	The item by which the revenue budget is specified for the cost budget line. The column is shown if Time and item is selected as the Revenue budget level on the Summary tab of the project template.

The Employees tab

By using the Employees tab, you can view, add, modify, and delete the employees for the projects you will create by using this template.

Element	Description
Employee ID	The identifier of the employee who will be assigned to the project created by using this template.
Employee name	The name of the employee who will be assigned to any project created by using this project template.
Department	The department of the employee who will be assigned to the project created by using this template.
Earning type	The earning type that determines how the labour of this employee is costed in projects based on this template. You can create a new earning type by using the Type of hours (EP102000) window.
Description	The description of the earning type.
Labour item	The labour-type non-stock item used to account for the labour effort of the employee in projects based on this template.
Default price	The price associated with the labour item by default.

The General ledger accounts tab

On this tab, you can select general ledger accounts that the system uses if the projects based on this template are selected as the source of a particular account.

Default values section

Element	Description
Default account	The sales account to be used as one of the sources of possible accounts for the invoices and transactions for projects based on this template.
Default subaccount	The sales subaccount to be used as one of the sources of possible segment values for subaccounts to be used in the invoices and transactions for projects based on this template.
Accrual account	The optional account to be used as the debit account (instead of the expense accrual account associated with the Labour non-stock item) in transactions generated based on time cards for projects based on this template.
Accrual subaccount	The subaccount to be used as the debit subaccount (instead of the expense accrual subaccount associated with the labour non-stock item) in transactions generated based on time cards for projects based on this template.

The Default task for General ledger account table

This tab is used to map the accounts that may appear in the transactions automatically added to the transactions generated by the system for specific documents related to the projects based on this template, for instance, the system can add a freight transaction for a sales invoice.

When users will be creating documents associated with the projects based on this template, they will specify project tasks for each transaction, but for transactions automatically added by the system later, there will be no association with projects, and this may cause an error. You should provide mapping for the accounts that may be used in the transactions automatically added by the system.

Column	Description
Account	The general ledger account that may appear in a transaction automatically added by the system to the documents associated with the projects based on this template.
Default task	The task to be associated with the account that may appear in a transaction automatically generated by Visma Net.

The Attributes tab

On the Attributes tab, you can view, add, change, or delete attribute values for the projects based on this template. The project-related attributes are created and edited in the Project attributes (PM202000) window.

Column	Description
Attribute	The attribute used for the project template.
Required	A check box that indicates (if selected) that this attribute is required for the project template.
Value	The value of the attribute for the project template. This value will be used as the default value of the attribute of projects based on this template, but it can be overridden.

Attribute

The attribute used for the project template.

Required

A check box that indicates (if selected) that this attribute is required for the project template.

Value

The value of the attribute for the project template.

This value will be used as the default value of the attribute of projects based on this template, but it can be overridden.

The Mailing settings tab

The Mailing settings tab contains the list of predefined mailings that can be used for printing and electronically (by email) sending the customer pro forma invoices and other documents related to the projects you will create by using this template. When a new project template is created, the system copies to the project template all the default mailing settings from the Mailing settings tab of the Project accounting preferences (PM101000) window. You can override these default settings.

The Mailing table

You use this table to view and modify the list of active mailings that can be used to send emails to the customer. For each mailing, you can select either a report or a email template to be used by default as the body of the email.

Column	Description
Mailing ID	The unique identifier of the mailing.
Branch	The branch of your company with which this mailing is associated.
Email account	The email account to be used for sending emails for this mailing. If no account is specified, the default email account, which is defined in the Email preferences (SM204001) window, will be used.
Report	The report of the Projects module 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.
Notification template	The email template, which is defined in the Notification templates (SM204003) window, to be used by default to generate personalized emails for this mailing, if a template is used rather than a report.
Format	The format in which the report (if applicable) will be sent by default if no preferences have been specified for a particular recipient in the Customers (AR303000) window (for customer contacts). Select one of the following options: HTML, Excel, or PDF.
Active	A check box that indicates (if selected) that this mailing is active. Emails will be generated only for active mailings. For the PROFORMA mailing, you cannot clear this check box.

The Recipients table

You use this table to view and modify the list of default types of recipients for the selected mailing.

Column	Description
Contact type	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 ID	The specific contact. A particular recipient can be selected only if you have selected Employee or Contact as the Contact type. The employee or contact, if one is selected, will receive the emails of the customer.
Format	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.
Active	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.
Bcc	A check box that indicates (if selected) that the contact of this type will receive a blind carbon copy (BCC) of the emails.