Projects

8:27

Create a Project v23.01

There are multiple ways in which a Project can be created and set up

Create a Project from an approved Order

When an Order record with a specific option set in the Sales Type field is moved to APPROVED status, a Project can be automatically generated

1. From the Order record click the Process icon
2. Click the Approved button, and click OK to confirm
3. When prompted, enter the Start Date and End Date, then click OK

A new Project record will open containing information from the Order record, with Order Items carried over to the Materials tab for the Project

Create a Project from a Customer record

1. Open the Customer record you want to view, and click the Projects tab
2. Click the Add icon located in the Projects grid
3. In the new Project form, manually enter the Project attributes, including
   • Project Title
   • Start Date
   • End Date
   • Project Leader
   • Project Type
   • Comments
4. Click the Save icon

Copy a project from an existing project

1. Open the Project record that you want to copy and from the Extended Menu icon, select one of the following options:
   • Copy This Project By Start Date
   • Copy This Project By End Date
2. In the new Project record, click the Edit icon and make any necessary changes to the Project
3. Click the Save icon

Copy a project from a project template

1. Go to Projects > Template List and open a template
2. From the Extended Menu icon, select Copy Template to Project
3. Click the Edit icon, and make any necessary changes to the Project
4. Click the Save icon

3:09

Project Reports

There are key reports in the system that provide useful insight into the status and financial details for Projects

Project Status Report

This report displays real time details such as Status and basic financial details, for multiple Projects at once

• Located in Projects > Quick Views > Project Status
• Use the side Filter tab to define and narrow your report criteria

Project WIP

This report displays financial information that is useful for determining the Status and profitability of open Projects, and Projects closed in the current Period.  The information that displays is based on a nightly SQL job, so the data reflected is not in real time

• Located in Live Data > BI > Project WIP
• PROJ_GM – Projected gross margin
  • green cells indicate the projected value is greater than the budgeted value (margin has increased since sale)
  • Red cells indicate the projected value is less than the budgeted value (margin has decreased since sale)

Notable columns in this report include the following:

• DGM – Delta Gross Margin (percentage) during the period
• DGP – Delta Gross Profit (dollars) during the period
• PROJ_WARR – Indicates Projected Warranty specifically, and does not factor into Project Revenue
• PROJ_GPHR – Details about Projected Gross Profit Per Hour. The higher the number, the more you can get from current staffing
• ICO – Displays value of Internal Change Orders (cost only).  May be be positive or negative
• OVER_BILL and UNDER_BILL – Indicate if the Customer has been invoiced more (over billed) or less (under billed) than the Revenue Earned

1:37

Assign a Project Leader v23.01

Assign a Project Team Leader or Project Manager (PM) v23.01+

1. Go to Workflow Menu > Projects Overview
2. Drill into Projects with No PM bucket.  The grid will display a list of Projects in DATAENTRY Status with no assigned PM
3. Drill into a Project and put the form into EDIT mode
4. Select a PM from the Project Leader drop down menu
5. SAVE the form
6. An automatic email may be sent out to the person assigned to be the Project Team Leader.  This option may be configured by navigating to the Maintenance Menu > Email Template Admin.  Search for Project Email Templates.  Drill into and configure the template called Project Lead Assigned.

1:14

Create Project Team Members v23.01

Teams within a Project allow you to assign Tasks to specific Users and to designate Team Roles

1. Open a Project and click the Team / Events tab
2. From the Team grid, click the Link icon.  Select one of the following options:
   • Select Employee
   • Select Contact
   • Add Subcontractor
3. In the Select Team search form that displays, highlight the names that you want to add, then click the Select button

2:39

Create a Project Task v23.01

1. Open the Project record and click the Tasks tab
2. From the Tasks grid, click the Add icon, and in the new Task form, fill in all the mandatory fields, including Task Title, WBS, Priority, Responsible person, Scheduled Date / Time and End Date / Time, Estimated Effort, Status, Time Bill Category and Sub Cat, and Comments
3. Click the Save icon

For detailed information on Project Task Grid Header Fields and columns, please see article Project Task Grid Header Field and Column Definitions

5:41

Create Project Sub Tasks v23.01

There are multiple ways to create a Project Sub Task

Create Sub Task from a Project Task

1. Open a task, click the Sub Tasks tab, and select one of the following:
   • Add Sub Task
   • Add by Team Member
2. Open the Sub Task and make any necessary changes, including Assignee and Estimated Effort
3. Click the Save icon.  The created Sub Task will now be visible in the Project form Tasks tab, immediately below the parent Task and prefixed with ‘…’

Create Sub Task by copying an existing Sub Task

1. Open the Sub Task you want to copy, click the Extended Menu icon, then select Copy Task
2. Make any necessary changes, such as editing the Title, Assignee, Scheduled Date / Time and End Date / Time, Estimated Effort
3. Click the Save icon

Create Sub Task from the Resource Console

1. Go to Projects > Resource Console, and click the Edit icon
2. From the Project Tasks tab, highlight the Task related to the Sub Task you want to create
3. In the Calendar grid, click and drag your cursor across the scheduled time for which you want to create the Sub Task
4. Click the Save icon.  A new Sub Task is displayed on the Calendar grid as well as in the Project Tasks grid, immediately below the parent Task

1:20

Create a Project Invoice Task v23.01

Invoice tasks for Projects should be created, scheduled, and kept up to date for the following reasons:

• Information is used in the Cash Flow Forecast report which estimates Project Accounts Receivable over a given time frame
• Information displays in the Accounts Receivable Workflow as an advanced reminder that Projects must be invoiced, and contains additional details including how much and when to invoice customers

When creating a Project from a Project Template, it will likely include Invoice Task placeholders.  In this case, edit the Invoice Task attributes as required for the Project

1. Open the Project and click the Tasks tab
2. In the Tasks grid, click the Add icon, and in the new Task form, fill in all the mandatory fields, including
   • In the Task Control drop-down box, select the INVOICE option
   • In the Invoice Type field, select an option, and fill in the subsequent applicable fields
   • Set the Scheduled Date for which this Invoice is to be generated.  Note: there is no End Date attribute for an Invoice Task
   • Set the Status field to an active state, ready to be invoiced by User listed in the Responsible field when the time comes
3. Click the Save icon

A Check List may be used to define steps or instructions on a Project Task

3:07

Add a Checklist to a Project Task

Add a Check List to a Project Task:

1. On a Project form, click on the Check List tab
2. From the Check List Def drop down menu, select which Check List you would like to use
3. Click the Add Definition icon (the Check List steps will appear in the Check List grid

Important: You may at any time select a different Check List from the Check List Def drop down menu, but this action will delete any existing Check List items

Mark Check List Items Complete:

Method 1:

1. Open a Project form (in EDIT mode or not) and click on the Check List tab
2. On any Check List grid item, click the check box in the Compl. column (the Actual and Comp by columns will auto-fill)
3. Select a Result option from the drop down in the Result column (must be in EDIT mode)
4. Category and Sub Category may be selected from the drop down menu in their respective columns

Method 2:

1. With the Project form NOT in EDIT mode, highlight any Check List grid item
2. From the Extended Menu, select “Mark Item(s) Complete”

Note: Any Check List item may be edited by drilling into that item.  Additional information may be added in this way including Instructions, Comments, and / or notes

2:23

Schedule a Project Task

Schedule a Project Task or Sub Task

1. Open a Project and click on the Tasks tab.  A list of Tasks and Sub Tasks will open
2. Put the form in EDIT mode and edit the Start Date and Time of a Task directly in the grid.  The End Date and Time will adjust automatically based on the listed Duration
3. Alternatively, Tasks and Sub Tasks may be scheduled using the Project form Extended Menu.  Highlight one or more grid lines, and from the Extended Menu select ‘Change Selected Start Dates,’ ‘Change Selected End Dates,’ or ‘Shift Dates for Selected’
4. Alternatively, Users may drill into an individual Task or Sub Task and make Start or End Date edits there
5. Finally, Start and End Dates may be changed using the Project > Extended Menu > Gantt Chart.  Place the chart in EDIT mode and then click and drag Tasks and Sub Tasks to desired positions.  Dependent (linked) Tasks and Sub Tasks will move with each other
6. Note: Target Effort and / or Scheduled Effort may be similarly edited using any of the above methods

2:23

Assign a Project Task or Subtask

Assign a Project Task or Sub Task

1. From the Project form, click on the Tasks tab
2. Highlight the Task or Sub Task you would like to assign
3. Click on the Tasks grid Extended Menu and select ‘Assign by Team Member.’  The Select Assignee window will open
4. On any Team Member line, edit the Est Effort column directly in the grid and then click the Select button.  Note: multiple Assignees may be selected at the same time
5. Alternatively, Assignees may be added via drilling into the Task or Sub Task.  Open a Task or Sub Task, click on the Assignments / Time Bill tab, click the ADD button and select a Team Member from the Resource drop down menu on the Add Assignment form.  Click the SAVE button

10:26

v23.02.002 Manage Project Task List

Task management for Projects is a useful overview of work where you can make changes to multiple Tasks at once. To see all Project Tasks, manage metrics and make changes:

1. Open the Project and click the Tasks tab
2. Observe four key metrics for the Tasks on this Project:
   • Sold Hrs – Total quantity of Labor (labour) (L type items) sold on approved Sales Orders linked to the Project
   • Scheduled Hrs – Combined total number of Estimated Effort for parent Tasks within the Project
   • Assigned Hrs – Combined total number of Estimated Effort for Sub Tasks within the Project
   • Time Billed Hrs – Combined total or actual Time Bills against the Project
3. To change the status of multiple Tasks and / or Sub Tasks at once, highlight the specific rows and select an option in the Task grid Extended Menu. The options include the following:
   • Task Start Date
   • Task End Date
   • Shift Dates
   • Change to COMPLETED Status
   • Add a Sub Task to the Selected Task
4. Open a Task from the Project Task tab to view and / or update the Task details not available from the Task tab grid

For detailed information on Project Task Grid Header Fields and columns, please see article Project Task Grid Header Field and Column Definitions

2:04

Schedule a Task via Resource Console v23.01

1. Go to Projects > Resource Console and click the Edit icon
2. In the My Tasks tab, highlight the Task you want to schedule
3. In the Calendar grid, click and drag over a time frame to schedule an employee
4. Click the Save icon

A new Sub Task is created for the selected Task, with time period spanning Start Date / Time to End Date / Time, and employee as the selected Assignee

2:12

Time Bill via the Resource Console

Tasks, Assignments, Service Calls and Opportunities may all be time billed to via the Resource Console

Time bill to a Task or Assignment via the Resource Console:

Method 1: May be used in any Q360 version

1. Go to Projects > Resource Console
2. Drill into a Task and from the Project Task click the Time Bill icon (clock)
3. Confirm your choice in the pop up window that appears
4. A Time Bill form will open where you may make edits / stop the Time Bill when you are finished

Method 2: May be used in Q360 versions 24.01+

1. Go to Projects > Resource Console
2. In the Calendar grid, locate the Task you want to bill against
3. Right click on the Task and select Start / Stop Time Billing
4. Confirm your choice in the pop up window that appears

1:07

Create a Time Bill from My Tasks Grid v23.02

1:10

Create a Time Bill from My Tasks Grid v23.01

Time billing can be done from multiple locations, however users are encouraged to do most time billing from the My Tasks form since there is the benefit of automatically stopping and starting a time bill on a subsequent Task with one click

1. Go to View > My Tasks
2. Identify the Task you want to time bill against and click the Time Bill icon.  A new Time Bill form open for which a Time Bill is currently running (Edit if needed).  In the My Tasks grid, the new active time bill displays at the top of the grid
3. To stop time billing from My Tasks choose one of the following options:
   • Open the Time Bill that is running and click the Time Bill icon
   • To stop work on a Time Bill and simultaneously start a new Time Bill record for another Task, identify the next Task in the My Tasks grid, and click the associated Time Bill icon

2:12

Time Bill Project Task or Sub Task v23.01

Time billing for Tasks and Sub Tasks is useful when someone not assigned to the Task needs to account for time time spent on that Task

1. Open the Task or Sub Task you want to time bill against, and click the Time Bill icon.  A Time Bill record opens which may be edited if needed
2. To stop the time billing:
   • Go back to the Time Bill record and click the Time Bill icon
   • The system populates the Time Billed value with the difference (in hours) between the End Time and Start Time

Alternatively, use the Project Team Time Entry to potentially create multiple Time Bills against a Task or Sub Task for Project Team Members with one “save” click action:

1. Go to Projects > Project Team Time Entry
2. Fill in the details for the time
   • Start Date / Time, Project and associated Task
   • Notice the Time Bill Category / Subcategory, Wage Type are pre-filled based on the settings for the Task (if defined).  Otherwise, you may edit
   • For each applicable Team Member in the Time Entry grid, enter the corresponding “Time Billed” value (in hours) directly in the cell
3. Click Save icon

2:07

Manage Equipment in the Material Grid

The Material tab in the Project form allows Users to view, manage, and procure Line Items associated with Projects

1. Open a Project you want to view and click the Materials tab.  This section tracks what Items are needed, when they are needed, and other delivery information
2. Highlight the rows or cells you want to update and click the Extended Menu icon to perform one of the following actions:
   • Split line items to facilitate the options listed below
   • Set or clear PO release dates
   • Set or clear ship release dates
   • Set or clear request dates
   • Update shipping information, such as drop shipping, append notes, courier / waybill, etc.
   • Initiate change orders, ICO and CCO, for addition and / or removal of items from this project
   • Set or update material details, e.g. Group 1-5 fields, Staging location, and WBS
   • Print packing slip
   • Ship project items
3. Once changes are made, verify the details in the grid

1:31

Add Project Event v23.01

Project Events are details that are manually added by Team Members to provide additional information.  Events can be added to both the main Project record and /  Task records

1. Open a Project you want to view and click the Team / Events tab
2. In the Events grid, click the Add icon.  A new Project Event record opens
3. Add information to the fields.  The Public Flag check box allows you to specify if the Event should be visible to External Users
4. Click the Save icon

2:15

Initiate ICO v23.01

An Internal Change Order (ICO) is used for specifying internally requested changes to the Material list such as a removal, addition, or substitution of one or more Order Items linked to a Project.  ICOs may impact Cost, but have no impact on Revenue.

To create an ICO removal or substitution

1. Open the Project and click the Material tab
2. To remove Items:
   1. Highlight the Item(s) you want to remove
   2. Click the Material grid Extended Menu, and select Create ICO for Selected Item(s).  Alternatively, you can select Add selected Item(s) to Existing ICO Order, if one exists in DATAENTRY status
   3. Click OK to confirm.  A new Order record displays with the Order Type of ICO
   4. Click the Line Items tab.  The selected Items in the Material tab of the Project record display with a negative amount in the Qty column.  This is because the Items are being removed from the Project Materials
3. To substitute Items:
   1. On the ICO, click the Edit icon
   2. On the Line Items tab > Find Products sub tab, find the Items to add and select Add to Order.  The Item will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon.  The Subtotal and Item Price are set to $0.00, as an ICO has no impact on Revenue
5. Process the ICO by clicking on the Order record Process icon for the following:
   • Confirm the order.  Note the following:
     • There is no undo action for removals once ICO is confirmed
     • Removed Items are removed and the Item Status changes from DATAENTRY to ICO
     • Added Items remain in DATAENTRY status
     • ICO Items are visible in the Project form > Material tab
   • Approve the Order.  The added Items are ready to be fulfilled

To create an ICO addition only

1. Open the Project and click the Orders / Invoices tab
2. In the Orders grid, click the Extended Menu and select Create ICO Order.  A new Order record displays with the Order Type of ICO
3. In the Line Items tab > Find Products sub tab, find the Items to add and select Add to Order.  The Items will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item Price are set to $0.00, since this is an ICO with no impact on Revenue
5. In the Order record, click the Process icon for these actions:
   • Confirm the Order.  The added Items remain in Status DATAENTRY and are now visible in the Project form > Material tab
   • Approve the Order.  The added Items are ready to be fulfilled

2:35

Initiate Customer Change Order (CCO) v23.01

A Customer Change Order (CCO) is used for specifying Customer requested changes to the Material list such as a substitution, addition, or removal of one or more Items within an original Order that is linked to a Project.  Since such a Change Order potentially affects the Project Revenue and Cost, you must initiate the change as a Quote and seek the Customer’s approval before converting it to a Q360 Order

To create a CCO for removal or substitution

1. Open the Project and click the Material tab
2. To remove Items, complete the following steps:
   1. Highlight the Items you want to remove, then click the Material grid Extended Menu, and select Create CCO Quote for Selected Item(s).  Alternatively, you could select Add selected Item(s) to Existing CCO Quote, if one exists in DATAENTRY status
   2. Click OK to confirm. A new Order record displays with the Order Type of CCO
   3. Click the Line Items tab. The selected Items in the Material tab of the Project record display with a negative amount in the Qty column.  This is because the Items are being removed from the Project Materials
3. For a substitution, complete the following steps:
   1. On the CCO, click the Edit icon
   2. On the Line Items tab > Find Products sub tab, locate the Items to add
   3. Click the Add to Quote button.  The Item will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item pricing is preserved since this is a CCO with impact to Revenue
5. Process the CCO Quote as you would a regular Quote requiring Customer approval before converting to an Order

To create a CCO addition only

1. Open the Project and click the Orders / Invoices tab
2. Click the Orders grid Extended Menu and select Create CCO Quote.  A new Quote record displays with the Order Type of CCO
3. On the Line Items tab > Find Products sub tab, find the Items to add and select Add to Quote.  The Item will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item pricing is preserved since this is a CCO with impact to Revenue
5. Process the CCO Quote as you would a regular Quote requiring Customer approval before converting to an Order that can be fulfilled

Pre v23.01:

2:41

Navigate the Project Profit Tab

v23.01+:

2:45

Project Profit Tab v23.01

Each Project record contains a Profit tab that displays information about Project financials allowing comparisons between Budgeted, Projected, Actual, and Earned details

• Projected – The current budget including Internal Change Orders (ICO) and Customer Change Orders (CCO) that are associated with the Project
• Actual – Values based on invoicing that has occurred and that are costed to the Project
• Earned – The posted amount and current Project Revenue
• Budgeted – The original estimated numbers for the Project when originally created, and serves as a baseline for determining the profitability for a Project
• Remaining Column (v23.01+ only):  Amount left to be earned on an active Project (Projected Values – Earned Amounts)
• Percent Cost Complete – The amount calculated based on the setup of the system and the Project pertaining to Cost and Revenue
• Percent Labor Complete – Calculated Costs for Labor (labour) only
• Deferred Revenue Flag – When checked, Project Revenue is deferred upon posting of Project Invoices, and Project Revenue is recognized on “Post Project Revenue” action
• WIP – When checked, Project Material Costs are posted from Inventory to the Work in Progress (WIP GL) account upon shipping the Material, and subsequently transferred from the WIP GL to Material Cost of Goods Sold (COGS) when the Project’s COGS are posted

Tip: View demonstrations of a) how to leverage the Project > Profit and associated “Project WIP” and “Project Revenue / Cost Forecast” reports, b) how an Internal Change Order (ICO) and Customer Change Order (CCO) affects Project > Profit:

8:55

Q360 Demonstration Project Profit

7:57

Q360 Demonstration Project Change Order

2:41

Mark Project as Substantially Complete

Mark a Project as Substantially Complete

Assuming all Q & A type Items have been shipped on the Project and that all Project Products and Service Contracts have been created, a Project may be marked as Substantially Complete (may be utilized for its intended use)

1. From the Project form, click on the Extended Menu and select ‘Mark as Substantially Complete’
2. Confirm your choice in the window that opens
3. Enter the Date of Substantial Completion in the window that opens
4. When the above steps have been taken, the Project Status will be updated and the Install Finish date will be set.  Additionally, the Service Overview Workflow ‘Substantially Completed Projects’ bucket count will increase

0:56

Check Project Close

The Check Project Close option allows the Project Manager to verify that there are no more outstanding Project-related transactions that require attention.  This option may be run multiple times before actually closing a Project.  The results grid will list any outstanding Project items such unprocessed Change Orders or un-posted Time Bills

1. Open the Project you want to close
2. Click the Extended Menu icon
3. Select Check Project Close

2:25

Review and Post Time Bills

Posting Time Bills for Tasks and Sub Tasks must be done on a regular basis.  This action results in the creation of journal entries.  There are two methods for posting Time Bills for a Project

From the Time Bill Post Q

1. Go to Project > Post Time Bill Records and use the Filter options to display records related to specific Users, Branches, and time periods
2. Highlight the row corresponding to the Time Bills you want to post
3. Click the Post Selected button

From a Time Bill record

1. Open a Time Bill and click the Extended Menu icon
2. Select Post Time Bill
3. Verify the Posted Flag field for the Time Bill record displays a ‘P’

1:57

Post Project COGS and Revenue

Costs of Goods Sold (COGS) and Revenue must be posted in a timely manner to create the necessary journal entries.  Posting Project COGS recognizes Cost such as Materials that are associated with a Project, while posting Project Revenue recognizes all the Revenue earned to date for a Project, based on the percentage of job completion

Post project COGS

1. Open a Project and click the Profit tab
2. Click the Extended Menu icon and select Post Project COGS.  A posted Invoice is automatically generated with the Invoice Type field set to PROJ_COGS.  This record can be closed
3. On the Profit tab click the Refresh icon, and note the following:
   • Depending on the costing method used, the Percent Cost Complete field is updated
   • The Actual column, WIP field value is moved to the Actual > Material and the Earned > Material fields
   • Clicking on either the Actual or Earned column > Material hyperlinks allows you to view the GL journal entries

Post project revenue

1. Open a Project and click the Profit tab.  Current un-posted Revenue for a Project is reflected in the Earned column > Un-Post Rev. field
2. Click the Extended Menu icon and select Post Project Revenue
3. Select a Date to post Revenue and click OK
4. From the Profit tab click the Refresh icon, and note the following:
   • The value in the Earned column > Un-Post Rev. field is moved to the Earned column, Revenue field
   • Clicking on the Revenue hyperlink displays the posted journal entries

1:08

Create Closing Entry for Projects

When a Project is ready to be closed, a closing GL journal entry may need to be created in the system to ensure that there are no outstanding records to process such as such as POs or Invoices

1. Open a Project you want to view
2. Click the Extended Menu and select Create a Closing Entry
3. Enter the closing entry Date and click OK.  If there are any outstanding transactions that require attention, a list will display (as of the Check Project Close verification), including unprocessed Change Orders or un-posted Time Bills.  Address these items first before re-attempting
4. Once there are no impediments to the Project closure, the system will do the following:
   • Write a closing journal entry, if necessary
   • Set the Project Close Date
   • Set the Project Status field to COMPLETED

When the closing entry is created, the Project is no longer ACTIVE, and system will not allow any further transactions that could affect the Project Revenue or Cost