Project Info
This page describes the Project Info 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 an individual Project by opening the record and clicking the Printer icon (Windows/macOS) or selecting 'Print' from the File menu (all platforms). To print the Project Info form to screen, click the Preview icon (Windows/macOS only). The form will be printed as though the Only Projects with Transactions option is not selected and with a blank period.
- 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 Project Info form. Please refer
here for details about the Projects 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. In addition, 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.
- 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 Info 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 Info" |
| Invalid Invoice | Prints the phrase "Document not valid as an invoice" |
| 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 Sum | Sum/Retn % from the last row on the 'Down Payments' card |
| 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 Name | Description (i.e. Project Description) |
| Project Number | Code |
| Salesman | Salesman |
| Salesman Name (salesmanname) | Name from the Salesman's Person record |
| Start Date (startdatum) | Start Date |
| Supplier Telephone | Prints the Telephone of the Contact Person in the Project. This Contact Person must be connected to the Project's Customer in the Contact Relations register (i.e. the name of the Contact Person must appear in the list at the bottom of the window when you are looking at the Contact record for the Customer). Otherwise, if the Contact Person in the Project is also the Primary Contact in the Contact record for the Customer, prints the Telephone of the Customer. |
| 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 quantity, calculated by adding the Qty from each row in the Project Budget. Rows whose Type is Internal will not be included. |
| Cost for Project | Prints the cost of the work carried out, calculated by adding the cost Sum from each Project Transaction. |
| Difference with Budget | Prints the difference between the total budgeted quantity and the total quantity that is invoiceable or invoiced. |
| The total budgeted quantity is calculated by adding the Qty from each row in the Project Budget. Rows whose Type is Internal will not be included. |
| The quantity that is invoiceable or invoiced is calculated by adding the Qty from each row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the Qty 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 quantity that is invoiceable or invoiced is greater than the total budgeted quantity. |
| Difference with Cost | Prints the difference between the total value that is invoiceable or invoiced and the cost of the work carried out. |
| 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). |
| The cost of the work carried out is calculated by adding the cost Sum from each Project Transaction. |
| All Project Transactions will be included in both calculations, not just those from the period in the specification window. |
| A negative figure indicates that the total cost is greater than the value that is invoiceable or invoiced. |
| Invoiceable for Project | Prints the total invoiceable quantity, calculated by adding the Qty from each uninvoiced row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the Qty 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 quantity, calculated by adding the Qty from each invoiced row in the Project Budget (for Items that are invoiceable on an "As Budgeted" basis) and the Qty 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 |
Row Fields
Row fields will be printed once per row, so remember to specify a Line Height in each one and to set the Format to "Matrix".
| Field in Form Template | Prints (from Project row (on the 'Down Payments' card)) |
| |
| Invoice Amount | Sum/Retn % |
| Invoice Signature | Sign |
| Last Invoice Comment | Comment |
| Last Invoice Number | Inv. No. |
| Planned Date | Date |
Please refer
here for details of the standard fields that you can also include in the Form Template.
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