Projects (PM301000)
The window toolbar
| Element | Description |
|---|---|
| Run project invoicing | Initiates invoicing for the currently selected project. You can run invoicing for an Active, Completed, or Suspended project that is not an internal project. |
| Create change order | 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. |
| Actions | Provides the following menu commands:
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 |
| Reports |
Opens the Project balance (PM621000) report report for the selected project. |
The top part
You can use this area to add a new project or to select an existing project and view its details.
| Element | Description |
|---|---|
| Project ID | The unique ID for the project. |
| Customer | 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. |
| Template ID | The template used for creating this project, if applicable. |
| Description | 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 |
| Status | The status of the project, which can be one of the following options:
|
| Hold | 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. |
| Completed % | Manually enter the percentage of finished work. This value is only used in certain reports. |
| Assets | The actual assets for the project. |
| Liabilities | The actual liabilities for the project. |
| Income | The income expected from the project. |
| Expenses | The total of the current expenses incurred by the project. |
The Summary tab
This tab includes general information about the project.
The Project properties section
| Element | Description |
|---|---|
| Revenue budget level | 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:
|
| Start date | The date when the project starts. |
| End date | The date when the project is expected to end. |
| Project manager | The person who is responsible for managing the project and authorised to approve the project task and task activities. |
| Last revenue change no. | The last revenue change number on the project. |
| Change order workflow | When this check box is selected, the creation of change orders is enabled. |
| Restrict employees | 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. |
| Track production data | 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. |
| Webhook notifications | When this check box is selected, 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. |
The Invoicing and allocation settings section
| Element | Description |
|---|---|
| Invoicing period | The frequency of invoicing, which can be one of the following options:
For projects with the Active status, the Invoicing period field is read-only. |
| Next invoicing date | 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. |
| Last invoicing date | The date when the latest invoicing was performed for the project. A value is displayed in this field only for active projects. |
| Terms | The type of credit terms used for invoices in the project. You define credit terms in the Credit terms (CS206500) window. |
| Allocation rule | The default allocation rule that is used for the tasks created for the project. |
| Run allocation when you release project transactions | When this check box is selected, allocation is run automatically during the release of the documents associated with this project. |
| Invoicing rule | The default invoicing rule that is used for the tasks created for the project. |
| Rate table | The rate table to be used with the allocation rules, if applicable. |
| Create a pro forma at the time of invoicing | When this check box is selected, a pro forma invoice is created automatically for the project when you run project invoicing. |
| Use the revenue budget limits for time and material | 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. |
| Automatically release customer documents | When this check box is selected, invoice documents are released automatically after the project invoicing is completed. |
The Invoice to section
| Element | Description |
|---|---|
| Customer location | 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. |
The Invoice contact section
This section contains the contact information of the customer for invoicing purposes. These settings are initially populated with the information specified on the Invoicing settings tab of the Customers (AR303000) window, but you can override any of the default settings.
| Element | Description |
|---|---|
| Override contact | When this check box is selected, the contact information provided by the customer’s settings can be overridden. |
| Business name | The name of the business. |
| Attention | The department or person to be noted on the attention line, if this line is used by your company. |
| Phone 1 | The phone number of the contact person. |
| The email address of the contact person. |
The Invoice address section
This section contains the invoicing address of the customer for invoicing purposes. These settings are initially populated with the information specified on the Invoicing settings tab of the Customers (AR303000) window, but you can override any of the default settings.
| Element | Description |
|---|---|
| Override address | When this check box is selected, the invoicing address provided by the customer’s settings can be overridden. |
| Address 1 | The first line of the invoicing address. |
| Address 2 | The second line of the invoicing address. |
| City | The city of the invoicing address. |
| Country | The country of the invoicing address. |
| County | The county of the invoicing address. |
| Postcode | The postcode for the invoicing address. An input mask for the postal code can be set in the Countries/counties/postcodes (CS20400S) window. |
The 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
On this tab, you can view and modify project tasks, delete project tasks, and add new tasks to the project.
| Button | Description |
|---|---|
| Add common tasks | 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 |
| Activate tasks | Assigns the Active status to all the project tasks. |
| Complete tasks | Assigns the Completed status to all the active project tasks and sets 100.00 as the value of the Completed (%) column for all of them. |
| Set as default | Use this button to set a project task as the default for a project. |
| Task ID | The ID of the task. |
| Description | The description of the task. |
| Rate table | 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. |
| Allocation rule | 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. |
| Invoicing rule | 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. |
| Status | The status of the task, which can be one of the following:
|
| 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:
For more information, see: About the calculation of task completion percentage |
| Start date | The date when the task was actually started. |
| End date | The date when the task actually ended. |
| Approver | The employee who is authorised to approve the time activities related to the task. |
| Invoicing option | The way the task becomes eligible for invoicing, which can be one of the following:
|
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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 projectchase 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. |
| 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. |
| 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. |
The Add tasks dialog box
| Column | Description |
|---|---|
| Included | A check box that you select for the tasks that you want to add to the project. |
| Task ID | The ID of the task. |
| Description | The description of the task. |
| Approver | The employee assigned to approve time activities associated with the task. |
| Is global | When this is checked, the task is in global use. |
| Add common tasks (button) | Adds the common tasks that you have selected to the current project and closes the dialog box. |
| Cancel (button) | Closes the dialog box without adding any tasks to the current project. |
The Revenue budget tab
This tab lists all the project revenues that can be created manually or generated by the project transactions and commitments—that is, generated for the corresponding project, project task, stock item or cost code, and account group.
| Element | Description |
|---|---|
| Project task | A task on the project. If a task is selected, the table lists the revenue budget lines for only this task. |
| Task description | The free-form description of the task you can enter. |
| Group by 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. |
| View commitments (button) | 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. |
| View transactions (button) | Opens the Project transactions (PM304000) window in a pop-up window. This window shows the list of project transactions that correspond to the selected revenue budget line. |
| Project task | A task on the project. |
| Item ID | 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. |
| Account group | The income account group of the revenue budget line. |
| 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. |
| Description | The description of the revenue budget line. |
| Original budgeted quantity | The budgeted quantity of the revenue budget line. |
| UoM | 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. |
| Unit rate | The price of the specified unit of the revenue budget line. |
| Original 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. |
| Revised budgeted quantity | 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. |
| Revised budgeted amount | 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. |
| Budgeted CO quantity | The budgeted change order quantity of the line. This is available, if the Change order workflow check box is selected on the project. |
| Budgeted CO amount | The budgeted change order amount of the line. This is available, if the Change order workflow check box is selected on the project. |
| Amount limit | 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. |
| Maximum amount | 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. |
| Committed quantity | 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. |
| Committed amount | 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. |
| Committed received quantity | 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. |
| Committed invoiced quantity | 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. |
| Committed invoiced amount | 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. |
| Committed open quantity | 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. |
| Committed open amount | 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. |
| Amount for draft invoices | 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. |
| Actual quantity | 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. |
| Actual amount | The total amount of the lines of the released sales invoices that correspond to the revenue budget line. |
| Actual + open committed amount | The sum of the Actual amount and Committed open amount values. |
| Variance amount | The difference between the Revised amount and Actual + open committed amount values. |
| Completed (%) | 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: |
| Pending invoice amount | 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: |
| Performance (%) | The task performance measure, which the system estimates as the ratio (expressed as a percentage) of the actual amount to the revised budgeted amount. |
| VAT category | 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. |
The Cost budget tab
This tab lists all the project costs that can be created manually or generated by the project transactions and commitments or that can be generated for the corresponding project, project task, stock item, and expense account mapped to the account group.
The Cost budget update setting in the Project accounting preferences (PM101000) window determines whether the system generates a cost budget line for each item or generates a single line with the empty item code for multiple cost transactions that have the same task and account group but different items.
| Element | Description |
|---|---|
| Project task | A task on the project. If a task is selected, the table lists the revenue budget lines with only this task. |
| Task description | The free-form description of the task you can enter. |
| Group by 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. |
| View commitments (button) | 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. |
| View transactions (button) | Opens the Project transactions (PM304000) window in a pop-up window. It shows the list of project transactions that correspond to the selected cost budget line. |
| Project task | A task on the project. |
| Item ID | 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. |
| 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. 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. |
| Description | The description of the cost budget line. |
| Original 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. |
| UoM | 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. |
| Unit rate | The price of the specified unit of the cost budget line. |
| Budgeted quantity | The budgeted quantity of the task and optionally the stock item. |
| Budgeted amount | The budgeted amount of the task and optionally the stock item. For the Budgeted quantity, UoM, and Unit rate specified for the line, the amount is calculated as Budgeted amount = Budgeted quantity * Unit rate. |
| Revised quantity | The revised quantity if the budget quantity has been revised for the project after the initial budgeting. |
| Revised amount | The revised amount if the budget amount has been revised for the project after the initial budgeting. |
| Budgeted CO quantity | The budgeted change order quantity of the line. You can use this is available, if the Change order workflow check box is selected on the project. |
| Budgeted CO amount | The budgeted change order amount of the line. You can use this is available, if the Change order workflow check box is selected on the project. |
| Committed quantity | 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. |
| Committed amount | 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. |
| Committed received quantity | 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. |
| Committed invoiced quantity | 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. |
| Committed invoiced amount | 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. |
| Committed open quantity | 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. |
| Committed open amount | 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. |
| Actual quantity | 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. |
| Actual amount | The total amount of the released project transactions that correspond to the cost budget line. |
| Actual + open committed amount | The sum of the Actual amount and Committed open amount values. |
| Variance quantity | The difference between the Revised budgeted quantity and Actual quantity. |
| Variance amount | The difference between the Revised amount and Actual + open committed amount values. |
| Performance (%) | The task performance measure, which the system estimates as the percentage of the actual amount to the revised budgeted amount. |
| Automatically completed (%) | When this check box is selected, the Completed (%) of the corresponding task is calculated automatically, based on the completion method of the task, which is specified in the Project tasks (PM302000) window. |
| Performance (%) | The task performance measure, which the system estimates as the percentage of the actual amount to the revised budgeted amount. |
| Automatically completed (%) | When this check box is selected, the Completed (%) of the corresponding task is calculated automatically, based on the completion method of the task, which is specified in the Project tasks (PM302000) window. |
| Revenue task | The task for which the revenue budget is specified for the cost budget line. |
| Revenue item | 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. |
The Balances tab
You use this tab to view the budget broken down by account groups.
| Button | Description |
|---|---|
| View transactions | 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. |
| View commitments | 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. |
| Account group | The group of accounts for which the actual and budgeted amounts are specified. |
| Description | The description of the account group. |
| Original budgeted amount | The amount budgeted for the project with respect to this account group. |
| Current budgeted amount | The revised budgeted amount for the project with respect to this account group. |
| Actual amount | The actual amount spent on the project with respect to this account group. |
| Performance (%) | The project completion measure, estimated as the ratio (expressed as a percentage) of the actual amount to the revised budgeted amount. |
| Budgeted CO quantity | The budgeted change order quantity of the line. You can use this is available, if the Change order workflow check box is selected on the project. |
| Budgeted CO amount | The budgeted change order amount of the line. You can use this is available, if the Change order workflow check box is selected on the project. |
| Committed amount | 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. |
| Committed open amount | 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. |
| Committed invoiced amount | 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. |
| Actual + open committed amount | The sum of the Actual amount and Committed open amount values. |
| Variance amount | The difference between the Revised amount and Actual + open committed amount values. |
The Commitments tab
You use this tab to view purchase orders that have at least one line related to the project.
The top part
| Element | Description |
|---|---|
| Show purchases | When this check box is selected, you will see the purchase orders connected with the projects, which have purchases order types with the Commitment check box selected. |
| Show sales | When this check box is selected, you will see the sales orders connected with the projects, which have sales order types with the Commitment check box selected. |
The table
| Column | Description |
|---|---|
| Workspace | The workspace connected with the transactions. |
| Type | The type of the purchase order. |
| Order no. | The unique reference number of the purchase order. |
| Date | The date the purchase order was created. |
Customer/ supplier | The number of the customer/supplier to/from which the items are sold/purchased. |
| Account name | The name of the customer/supplier. |
| Order qty. | The total quantity of the item that has been ordered, expressed in the unit of measure of the purchase order line. |
| Open qty. | The quantity of the ordered items yet to be received for the purchase order. |
| Order total | The total sum for the purchase order. |
| Currency | The currency of the purchase order. |
| Status | The status of the purchase order. |
| Line total | The total amount of the line. |
| Order description | The description of the sales or purchase order. |
The Customer invoice tab
This tab lists all the invoices generated during various stages of project execution. If the invoicing workflow of the project includes the creation of pro forma invoices or the Create pro forma on invoicing check box is selected for the project and the sales invoices are listed in the same row with the pro forma invoice they were created based on.
| Column | Description |
|---|---|
| Invoicing number | The serial number of the invoice that is being assigned to the invoices of the project in order of the creation of the invoices in accordance with the numbering sequence specified in the Pro forma number series field in the Project accounting preferences (PM101000) window. |
| Pro forma date | The date of the pro forma invoice. |
| Pro forma ref. no. | The reference number of the pro forma invoice. |
| Pro forma net amount in base currency | The net amount of the pro forma invoice in the base currency. |
| Pro forma gross amount in base currency | The gross amount of the pro forma invoice in the base currency. |
| Pro forma customer currency | The customer currency of the pro forma invoice. |
| Pro forma gross amount in customer currency | The gross amount of the pro forma invoice in the customer currency. |
| Pro forma net amount in customer currency | The net amount of the pro forma invoice in the customer currency. |
| Description | The description provided for the pro forma invoice. |
| Status | The status of the pro forma invoice. |
| Invoice total | The total amount of the pro forma invoice. |
| Doc. type | The type of the customer ledger document. |
| Ref. no. customers | The reference to the customer ledger document. |
| Doc. date | The date of the customer ledger document. |
| Doc. status | The status of the customer ledger document. |
| Doc. description | The description of the customer ledger document. |
| Doc. amount | The total amount of the customer ledger document. |
| Currency | The currency of the invoice. |
| Open CL balance | The current open balance of the invoice. |
| Customer doc. net amount | The net amount of the customer document. |
| Open balance in currency | The open balance of the invoice in currency. |
The Supplier invoices tab
This tab displays the list of supplier documents associated with the project.
| Column | Description |
|---|---|
| Supplier | The ID of the supplier of the invoice assigned to the project. |
| Supplier name | The name of the supplier. |
| Supplier ref. | The supplier reference on the connected supplier document. |
| Invoice no. | The invoice number of the supplier document. |
| Description | The description of the supplier document. |
| Date | The date of the supplier document. |
| Type | The type of supplier document. |
| Amount | The amount of the document. |
| Status | The status of the document. |
| Gross amount | The gross amount of the document. |
| Net amount | The net amount of the document. |
| Open balance | The open balance of the document. |
| Currency | The currency of the document. |
| Open balance in currency | The open balance of the document in currency. |
The Change orders tab
This tab lists change orders connected with the project. If the invoicing workflow of the project includes the creation of pro forma invoices or the Create pro forma on invoicing check box is selected for the project and the sales invoices are listed in the same row with the pro forma invoice they were created based on.
| Column | Description |
|---|---|
| Ref. no | The reference number of the change order. |
| Class | The class of the change order, which is defined in the Change order classes (PM203000) window. |
| Revenue change no. | 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. |
| Status | The status of the change order, which can be one of the following:
|
| Description | The description provided for the change order. |
| Change date | The date on which the changes made with the change order should be recorded in the project balances. |
| Approval date | The date that is communicated to the customer as the approval date of the agreed-upon changes. |
| External reference no | The external reference number of the change order. |
| Revenue budget change total | The total amount of the changes of the change order to the revenue budget of the project, which is the total of the Amount column on the Revenue budget tab of the Change orders (PM308000) window. |
| Commitments change total | The total amount of the changes of the change order to the commitments of the project, which is the total of the Amount in base currency column on the Commitments tab of the Change orders (PM308000) window. |
| Cost budget change total | The total amount of the changes of the change order to the cost budget of the project, which is the total of the Amount column on the Cost budget tab of the Change orders (PM308000) window. |
| Reverse status | The reverse status of the change order, which can be one of the following:
|
| Orig. CO ref. no | The reference number of the original change order that the current change order reverses. |
The Activity history tab
This tab displays the list of the activities that are associated with the project.
If the Restrict employees check box is selected for the project on the Summary tab of this window, only the employees listed on the Employees tab of this window can add activities to the project. Activities cannot be added to a project with the Completed or Cancelled status. If activities have been added to a project that has the In Planning status, any related transactions cannot be released until the project status is set to Active.
The activity type buttons
| Button | Description |
|---|---|
| Add task | Opens the Task (CR306020) window in a pop-up window; you can use the window to create a new task associated with the project. |
| Add event | Opens the Event (CR306030) window in a pop-up window; you can use the window to create a new event associated with the project. |
| Add email | Opens the Send (CR306015) window in a pop-up window; you can use the window to create and send an email associated with the project. |
| Add activity | Includes the following predefined menu commands:
|
The table columns
In addition to the columns described below, the tab includes columns (labelled with icons) that you can use to attach notes and files to the activity, to check what priority level is specified for the activity, and whether the activity is completed.
| Column | Description |
|---|---|
| Type | The type of the activity. |
| Summary | The description provided for the activity. Click the link in this column for a specific activity to open the activity in a pop-up window. |
| Status | The status of the activity. |
| Start date | The start date and time of the activity. |
| Category | The category of the activity. |
| Invoiceable | A check box that indicates (if selected) that the time spent on the activity is invoiceable. |
| Time spent | The total time spent on the activity. |
| Overtime | The time in excess of normal work hours spent on the activity. |
| Invoiceable time | The number of invoiceable hours spent on the activity. |
| Invoiceable overtime | The invoiceable time in excess of normal work hours spent on the activity. |
| Work group | The work group to which the activity is assigned. |
| Owner | The employee to whom the activity is assigned. |
| Created by | The user who has created the activity. |
| Project | The project connected with the activity. |
| Project task | The project task connected with the activity. |
| Released | This check box is selected if the activity has been released. |
The Employees tab
The tab contains a list of the employees assigned to the project and the relevant details about each employee.
If the Restrict employees check box is selected for the project on the Summary tab of this window, only the listed employees can create activities and documents associated with the current project, which includes creating activities on the Activity history tab of this window, time cards in the Employee time card (EP305000) window, or project transactions in the Project transactions (PM304000) window.
| Column | Description |
|---|---|
| Employee ID | The ID of the employee assigned to the project. |
| Employee name | The name of the employee assigned to the project. |
| Department | The department of the employee. |
| Type of hour | The hour type determines the labour cost of this employee with respect to the current project. You can create a new hour type by using the Type of hours (EP102000) window. |
| Description | The description of the earning type. |
| Labour item | The non-stock item of the Labour type used to account for the labour effort of the employee for this project. |
| 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 project is selected as the source of a particular account.
The Default values section
| Element | Description |
|---|---|
| Default account | 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. |
| Default subaccount | 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. |
| Accrual account | The default accrual account to be used in project transactions for the project; also, this account is used as the default expense accrual account for transactions if the Project accrual option is selected in the Expense accrual account source field in the Project accounting preferences (PM101000) window. |
| Accrual subaccount | The default accrual subaccount to be used in project transactions for the project; also, this subaccount is used as a source of segment values for the expense accrual subaccount (to be used for project transactions) for the segments with the P option selected in the Expense accrual sub. source field in the Project accounting preferences (PM101000) window. |
The Default task for the general ledger account table
When you create a document, you specify a project task for each transaction where it is applicable. However, no project task is specified for an automatically added transaction (such as a freight transaction added to an Customer ledger invoice), which causes an error. You use this table to map project tasks to the accounts that may be used in transactions automatically added to documents. If the same mapping should be used for multiple similar projects, you specify the corresponding rules by using the Project templates (PM208000) window.
| Column | Description |
|---|---|
| Account | The General ledger account that may appear in a transaction that is automatically added by the system to the documents associated with this project. |
| Default task | The task of this project to be associated with the account. |
The Attributes tab
On the Attributes tab, you can view, add, change, or delete attribute values for the project. The project-related attributes are selected in the Project attributes (PM202000) window.
| Column | Description |
|---|---|
| Attribute | The attribute used for the project. |
| Required | A check box that indicates (if selected) that this attribute is required for the project. |
| Value | The value of the attribute for the project. |
The Mailing settings tab
The Mailing settings tab contains the list of predefined mailings that can be used for electronically (by email) sending the customer pro forma invoices and other documents related to the project. When a new project is created, the system copies to the project 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 ID of the mailing. |
| Branch | The branch of your company with which this mailing is associated. |
| Email account | The email account to be used for as the sender of 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 to be used by default for printing an invoice for the project and as the body or attachment of the email. The report you select here must be a report in the Projects workspace |
| Notification template | The email template, which is defined in the Notification templates (SM204003) window, to be used by default to generate personalised 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 | When this check box is selected, 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:
|
| Contact ID | The specific contact. A particular recipient can be selected only if you have selected Employee or Contact as the Contact type. The selected employee or contact will receive the emails. |
| The email address associated with the contact. | |
| Format | The format in which the report (if applicable) will be sent to recipients. Select one of the following options: HTML, Excel, or PDF. |
| Active | A check box that indicates (if selected) that the contact is active. Only active recipients receive the emails generated for this mailing. |
| Bcc | A check box that indicates (if selected) that the contact will receive a bcc of the emails. |
The Webhook notifications tab
The Webhook notifications tab is visible only if the Webhook notifications check box is selected. In this tab you can see all triggered events from the Project window. Every time you make change in this window and save, a new notification will be created and sent to the recipient.
The top part
| Element | Description |
|---|---|
| View notification feedback | Opens the Webhook notification feedback window where the message from the third-party integrator is visible. |
| Resend notification | Is used to resend the notification. |
The table
| Column | Description |
|---|---|
| Success | Indicates if the message has been sent successfully or not. |
| Event | Represents the event category indicating if an entity has been created or updated. |
| Status | Indicates the status of the message. If the source is Visma Net, the status can be sent or resent. If the source is an API, the status is available meaning it is ready to be sent to third party integrators. If the source is Third party-integrators, the status is Consumed meaning that the customer confirms receiving the message. |
| Source | Indicates the source of the event: VNE, API, or Third Party-Integrators. |
| User | Indicates which user made a change to the entity. |
| Date | Indicates the date when the change was made. |
| Message | Indicates the detailed message identifier that has been sent. |
Related pages
Concepts
- About allocating transactions
- About the calculation of task completion percentage
- About project invoicing
- About templates for projects and tasks
Tasks
- Save a project as a template
- Create fixed-price projects
- Create a project
- Create a project template task
- Create a project task