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This text refers to program version 4.2  

Creating Project Transactions - from Purchases and Expenses

Purchases from Suppliers can be registered against Projects automatically from the Purchase Invoice register. This means that you need not register a Purchase twice. In a similar fashion, Expenses can also be registered against Projects from the Expenses register.

Enter the Purchase Invoice in the usual fashion. Then, click flip B and specify an Item, Quantity and Project for each item on the Purchase that needs to be registered against a Project.

Approve the Purchase Invoice and save it. A separate Project Transaction will be created for each row with entries in the fields on flip B. These records can then be viewed from the Project Transaction register:

Note how the information entered to the Purchase Invoice row has been transferred to the Project Transaction: Project, Item and Quantity. In this case, the Price (i.e. the unit price) has been calculated from the Amount and Quantity, but instead it could also be the Base Price from the appropriate Item record. This is controlled using the Project Item Pricing options in the Project Item Handling setting. The Cost (i.e. per unit) has also been calculated from the Purchase Invoice row, but it could have been taken from the 'Costs' card of the Item record. This is controlled using the Use Item Cost Price for Purchases option in the Project Settings setting. The Markup % field from the 'Pricing' card of the Item record is shown as a negative Discount.

Flip B of the Expenses window can be used in the same fashion to register Expenses against Projects.

If you invalidate the originating Purchase Invoice or Expense record, the Project Transaction will be deleted. You will not be able to invalidate the Purchase Invoice or Expense record if the Project Transaction has already been invoiced.

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