Projects
This page describes the Projects form in the Job Costing module.
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There are three forms that you can use when you need to print a Project or range of Projects: Project Info, Project Transactions and Projects. The advantages of each one are as follows:
- Project Info
- Includes the following fields that will print calculated values (quantities) for the Project: "Budget for Project", "Difference with Budget", "Invoiceable for Project" and "Invoiced for Project" and the following fields that will print calculated values (amounts): "Cost for Project" and "Difference with Cost".
- Includes fields that will print each row on the 'Down Payments' card of each Project.
- Can be printed from a Project record.
- Project Transactions
- Includes the following fields that will print calculated values (quantities) for the Project: "Budget for Project", "Difference with Budget", "Invoiceable for Project" and "Invoiced for Project" and the following fields that will print calculated values (amounts): "Cost for Project" and "Difference with Cost".
- Includes fields that will print information from Project Transactions connected to each Project.
- Projects
- Includes the following fields that will print calculated values (amounts) for the Project: "Budget for Project", "Difference with Budget", "Invoiceable for Project" and "Invoiced for Project".
- Includes fields that will print information from Time Sheet rows connected to each Project.
This page describes the Projects form. Please refer
here for details about the Project Info form and
here for details about the Project Transactions form.
- Project
- Paste Special
Project register, Job Costing module
- Range Reporting Alpha
- If you need to print a particular Project, enter its Project Code here. You can also enter a range of Project Codes separated by a colon (:).
- For a Project to be printed, its End Date must be blank or later than the beginning of the Transaction Period specified below, and its Status must not be Finished.
- Project Class
- Paste Special
Project Classes setting, Job Costing module
- If you need to print the Projects that belong to a particular Project Class, specify that Class here.
- Transaction Period
- Paste Special
Reporting Periods setting, System module
- For a Project to be printed, its End Date must be blank or later than the beginning of the Transaction Period specified here.
If you have selected the Only Projects with Transactions option immediately below, a Project will only be printed if it has at least one Time Sheet row whose Date falls within the period specified here.
If you have added fields to the Form Template to list the Time Sheet rows that are connected to the Project, only those Time Sheet rows from the period specified here will be included. These fields are listed towards the end of this page.
- Only Projects with Time Sheet rows
- Select this option if you only wish to print a Project if it has at least one Time Sheet row whose Date falls within the period specified here.
You can use the fields listed below when you design the Form Template to be used by the Project form.
Header Fields
Header fields will be printed once per Project.
| Field in Form Template | Prints (from Project record) |
| |
| Class | Class |
| Contact Person | Contact |
| Customer Name | Cust. Name |
| Customer Number | Cust. Code |
| Description | Text (from the 'Terms' card). All three Text fields will be printed on separate lines, so you should specify a Line Height for this field |
| Description 2 | Description (i.e. Project Description) |
| Document Type | Prints the phrase "Project". This field will only be printed if the VAT Law in the Company Info setting is set to "Portuguese" |
| Invalid Invoice | Prints the phrase "Document not valid as an invoice". This field will only be printed if the VAT Law in the Company Info setting is set to "Portuguese" |
| End Date 3 | End Date |
| Last Invoice Comment 2 | Comment from the last row on the 'Down Payments' card |
| Last Invoice Date | Date from the last row on the 'Down Payments' card |
| Last Invoice Serial Number | Inv. No. from the last row on the 'Down Payments' card |
| Last Invoice Signature | Sign from the last row on the 'Down Payments' card |
| Last Invoice Sum | Sum/Retn % from the last row on the 'Down Payments' card |
| Name | Project Manager 1 Name |
| Name 2 | Project Manager 2 Name |
| Name 3 | Project Manager 3 Name |
| Name 4 | Project Manager 4 Name |
| Name 5 | Project Manager 5 Name |
| Project Manager | Project Manager 1 |
| Project Manager 2 | Project Manager 2 |
| Project Manager 3 | Project Manager 3 |
| Project Manager 4 | Project Manager 4 |
| Project Manager 5 | Project Manager 5 |
| Project Number | Code |
| Salesman | Salesman |
| Salesman Name (salesmanname) | Name from the Salesman's Person record |
| Start Date (startdatum) | Start Date |
| Tag/Object Text | Name from the first Tag/Object alphabetically in the Project |
| Text | Text (from the 'Text' card). All ten Text fields will be printed on separate lines, so you should specify a Line Height for this field |
Calculated Values
The following fields print various calculated values:
| Field in Form Template | Prints |
| |
| Budget for Project | Prints the total budgeted value, calculated by adding the Sum from each row in the Project Budget. Rows whose Type is Internal will not be included. |
| Difference with Budget | Prints the difference between the total budgeted value and the total value that is invoiceable or invoiced. |
| The total budgeted value is calculated by adding the Sum from each row in the Project Budget. Rows whose Type is Internal will not be included. |
| The value that is invoiceable or invoiced is calculated by adding the Sum from each row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the sales Sum from each Project Transaction (for Items that are invoiceable on an "Actual" basis). All Project Transactions will be included, not just those from the period in the specification window. |
| A negative figure indicates that the total budgeted value is greater than the value that is invoiceable or invoiced. |
| Invoiceable for Project | Prints the total invoiceable value, calculated by adding the Sum from each uninvoiced row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the sales Sum from each uninvoiced Project Transaction (for Items that are invoiceable on an "Actual" basis). Invoiceable Project Budget rows and Project Transactions are those without Invoice Numbers. Project Budget rows whose Type is Internal will not be included. |
| Invoiced for Project | Prints the total invoiced value, calculated by adding the Sum from each invoiced row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the sales Sum from each invoiced Project Transaction (for Items that are invoiceable on an "Actual" basis). Invoiced Project Budget rows and Project Transactions are those with Invoice Numbers. |
Customer Information
The following fields print information from the record in the Contact register for the Customer specified in the Project:
| Field in Form Template | Prints (from the Contact record for the Customer) |
| |
| Address | Name (if you are using the Organisation name option in the Form Settings setting) and Invoice Address. This information will be printed on separate lines, so you should specify a Line Height for this field. Use the Form Settings setting to set the format of this field (e.g. to specify whether blank lines will be printed, whether parts of the address will be printed on the same line, etc.) |
| Customer Fax Number | Fax |
| Customer Telephone Number | Telephone |
| Customer VAT Reg. Number | VAT Reg. No. |
Time Sheet information
The following fields will print information from any Time Sheets connected to the Project. Only Time Sheets created during the specified Transaction Period will be included. Specify a Line Height for these fields and set the Format to "Header".
| Field in Form Template | Prints (from Time Sheet row) |
| |
| Description 1 | Description |
| Employee | Empl. |
| Employee Name | Name from the Employee's Person record |
| Item Code | Item |
| Project Number, row | Project |
| Transaction Date | Date |
Please refer
here for details of the standard fields that you can also include in the Form Template.
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