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Creating Project Transactions - from Deliveries and Returned Goods (Project Transactions for Stocked Items)

This page describes creating Project Transactions from Deliveries. Please refer to the following pages for details about creating Project Transactions from other registers:
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You can supply Stocked Items to a Customer as part of a Project. To do this, use the Sales Order and Delivery registers as usual but with one exception: when entering the Sales Order, specify the Project on the 'Terms' card:

If you have entered a Project Budget for a Project, you can create Sales Orders from that Project Budget by selecting 'Sales Order' from the Create menu (Windows/macOS) or + menu (iOS/Android. The Project Code will be brought in to the Sales Order automatically, and prices for the Items in the Sales Order will be copied from the Project Budget, thus preserving any special prices you may have agreed with the Customer for the Project. If you enter an Order directly to the Sales Order register, pricing will not be taken from the Project Budget.

Issue the Delivery from the Order in the usual fashion, by selecting 'Delivery' from the Create or + menu. When you mark the Delivery as OK and save it, separate Project Transactions will be created for each row on the Delivery. These can then be viewed from the Project Transaction register:

The Registered and Invoice Quantities will be taken from the Delivery row, the Price will be taken from the Sales Order and the Cost Price will be the average unit FIFO value from the Delivery row.

You should not use the Automatic delivery for Service and Plain Items option in the Stock Settings setting if you will be creating Project Transactions from Deliveries. If you are using this option, Service and Plain Items on Sales Orders will not be transferred to Deliveries and therefore Project Transactions for those Items will not be created.

If the Customer returns a Stocked Item that has been supplied as part of a Project, you can deal with this in the usual way by creating a Returned Goods record from the Sales Order. Because the Sales Order has a Project Code on its 'Terms' card, Project Transactions will be created when you mark the Returned Goods record as OK and save (one Project Transaction for each row in the Returned Goods record). The quantity in these Project Transactions will be negative. If the Project is to be invoiced on an "Actual" basis, the negative quantities will ensure that the Invoice will be correct. Depending on which Invoice Stocked Items option you have selected in the Project, these negative quantities will be transferred to the Invoice, so to be able to mark the Invoice as OK you will need to be using the Allow Negative Quantities on Invoices option in the Optional Features setting in the System module. The Cost Price in the Project Transaction will be the same as the Unit Price in the Returned Goods record.

Occasionally, you might need to attach an Order to a Project after Deliveries have been made. To do this, enter the Project Code to the 'Terms' card of the Order, and find out the relevant Delivery Numbers. An easy way to do this is to open the Link Manager of the Order. Then, create Project Transactions from these Deliveries retrospectively using the 'Build Project Transactions from Deliveries' Maintenance function. You will not be able to do this if the Order has already been invoiced: in this case, you will not be able enter the Project Code on the 'Terms' card of the Order. This avoids the risk of invoicing twice.

When an Order is connected to a Project, you should follow the usual procedure to create Deliveries, as described above. However, you cannot raise Invoices in the usual way (i.e. you cannot create Invoices from the Order). Instead, Stocked Items supplied as part of a Project will be included in the overall Invoice for the Project, which you can create using the 'Create Project Invoices' Maintenance function or using the 'Invoice' function on the Create or + menu in the Project Budget.

You can use the following methods to post Cost of Sales from Deliveries related to Projects:

  1. You can choose to have Cost of Sales posted as usual. If you have selected One Row Total or By Groups as the Invoice Stocked Items option in any Projects, you should choose to have Cost of Sales postings made from Deliveries. Invoices will not include Item Numbers if you choose either of these options, so it will not be possible to establish or post Cost of Sales values from Invoices. If you have selected By Items or By Transactions as the Invoice Stocked Items option, you can choose to have Cost of Sales postings made from Deliveries or from Invoices with Accruals from Deliveries. Do not choose to have Cost of Sales postings made from Invoices because this will cause Stocked Items in Project Invoices to be removed from stock twice. To specify when Cost of Sales postings will be made, use the Cost of Sales Posting options in the Cost Accounting setting in the Stock module. You will also need to select the Deliveries option in the Sub Systems setting.

  2. You can post Cost of Sales from Project Deliveries to a dedicated Project Materials Usage Account. This can be useful when carrying out long-term Projects (e.g. building or construction Projects) where the Invoices will not be detailed and will not individually list the Items and materials that were used. In this circumstance, it can be desirable to post the costs of the materials to an Account dedicated to materials used for Projects rather than a Cost of Sales Account.

    The Project Materials Usage Account will be chosen as follows:

    1. It will be taken from the Item record.

    2. If you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting in the Stock module, it will be taken from the Item Group to which the Item belongs.

    3. It will be taken from the Account Usage Stock setting.

    If you have not specified any Project Materials Usage Accounts, then Cost Accounts for Items removed from stock using Deliveries that are connected to Projects will be chosen in the same way as in other removals from stock (e.g. normal Deliveries and Invoices) i.e. they will be chosen as mentioned in point (1).

    Note that the Project Materials Usage Account will not be used if you are posting Cost of Sales from Invoices with Accruals from Deliveries. It will only be used if you are posting Cost of Sales from Deliveries (or from Invoices, but using this option is not recommended as mentioned in point (1)).

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The Project Transaction register in Standard ERP:

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