How do I create a project record?

Solution Properties

Solution ID:

200427112323075

Last Modified Date:

Wed Jan 03 11:25:16 UTC 2024

Taxonomy Path:

Case category//How do I...//processing

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How do I create a project record?

Description

When your customer accepts a quotation and places an order, or you start a new internal project, you can create a project record to hold all of the relevant information for the project in Sage 50 Accounts Professional. As your project progresses, you can refer to the project record to keep track of costs and any sales invoices issued for the project.

NOTE: The Projects module is available in Sage 50 Professional. If you'd like to speak to someone about upgrading, you can contact our sales team on 0191 479 5955 (UK) or 014 470 806 (Republic of Ireland). Alternatively, if you'd prefer us to call you back about upgrading, submit your details >

Cause

Resolution

Create a project record

Go to Projects and click New.

Enter the relevant details - Read more >

Details tab
Project Ref	Enter a unique reference for the project.
Name	Enter a name for the project.
Description	Enter a description for the project.
Start Date / End date	Enter the start date and end date for the project.
Status	Choose the current status for this project.
Customer Details	Choose the relevant customer and if required, enter an order number.
Site Details	If required, complete the Site Details.
Analysis tab
Budget	Enter the total budget for the project.
Price quoted	Enter the net price you've quoted the customer for the project.
Analysis Types	Complete these boxes as required.
Budgets tab
Budget column	Enter the budget for each Cost Code.

Click Save and Close.

TIP: For further help creating a project record you can use the New Project Wizard.

Information in a project record

The project record contains the following tabs:

Details - Read more >

Project Details	Enter a unique project reference, name and description for your project. From the Status drop-down list, choose the required project status. You can also set the expected start date and end date for your project.
Customer Details	Enter the account reference, name and order number of the customer to whom the project relates. If the project is internal or not connected with a customer, leave this section blank. If you link the project to a customer, a summary of the project information appears on the customer record > Projects tab.
Site Details	If required, enter the address and contact details of the site where the project is taking place.

Analysis - Read more >

Billing Totals	This read-only section shows the amount you've billed your customer for the project so far and the last billed date.
Budget Totals	This read-only section shows the Total budget value taken from the Budgets tab. The Actual Variance is the Total budget minus the Actual cost. The Total Variance is the Total budget minus the Actual cost minus the Committed cost.
Revenue Totals	In the Price quoted box, enter the net price quoted for the project. The Profit to date and the Outstanding to bill values are based on the price you quote and the invoices you raise for the project.
Analysis Types	If required, enter up to three extra pieces of information relating to the project. You can use this information for reporting purposes.
Cost Totals	This read-only section shows the date of the last cost and the net total of all Actual costs and Committed costs relating to the project.

Activity - Read more >

The Activity window shows all transactions posted to a project. If you've set up sub-projects using the structure tab, to show all transactions, including those of the sub-projects, select the Include Rolled Up Transactions check box. The following transaction types may appear in the activity window:

CC	Costing Credit	Relates to project only cost postings.
CD	Costing Debit	Relates to project only cost postings.
AI	Adjustment In	Relates to a stock transaction posted to the project.
AO	Adjustment Out	Relates to a stock transaction posted to the project.
PI	Purchase Invoice	This is a purchase invoice posted to the project.
PC	Purchase Credit	This is a purchase credit posted to the project.
BP	Bank Payment	This is a bank payment posted to the project.
BR	Bank Receipt	This is a bank receipt posted to the project.
SI	Sales Invoice	Represents a billing transaction created when you enter and update a sales invoice.
SC	Sales Credit	Represents a billing transaction created when you enter and update a sales credit.

Budgets - Read more >

The Budgets window lists all cost codes and you can enter a budget for each.

The information you enter here updates the project record > Analysis tab > Total budget value.

To analyse and compare budgets to costs, please refer to this guide.

Structure - Read more >

You may have a project that's made up of a number of smaller projects. In the Structure window you can view and amend the structure of your project and any associated sub-projects.

You can set up your project structure using the following options:

Add Existing	Adds an existing project record to the project structure.
Add New	Creates a new project record and adds it to the structure.
Expand All	Displays all sub-project records associated with the structure.
Collapse All	Rolls up the project records so sub-projects don't appear.
Remove	Removes a project record, including its sub-projects within the structure.
Arrows	Use these buttons to move the position of a sub-project within the structure.
View Type	This determines the order of the Name and Reference columns within the Structure window.
Analysis for	Displays a summary of the project costs. To include the costs of sub-projects, select the Rolled up totals check box.

Memo - Read more >

In the Memo tab you can enter text on the record and attach document shortcuts and filing system references using the Document Manager facility.

In the upper Attachments pane, use the Document Manager functionality to add, view or delete shortcuts to electronic documents, or enter filing system references. Read more >
In the memo pad, enter or edit the text as required. The text automatically wraps around onto the next line as you type.

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