Project Control User Guide

Transcription

Project Control
User Guide
Version 10.0.13
Table of Contents
Project Control
PRIOR TO THE SETUP OF PROJECT SUITE .................................................................................... 5
SETUP – PROJECT ................................................................................................................................... 8
PROJECT SETUP ....................................................................................................................................... 10
DIVISION SETUP ...................................................................................................................................... 20
DEPARTMENT SETUP ............................................................................................................................... 24
PRODUCTIVITY SETUP ............................................................................................................................. 27
CATEGORY SETUP ................................................................................................................................... 29
CLASS SETUP ........................................................................................................................................... 33
RESOURCE SETUP .................................................................................................................................... 35
RESOURCE BANK SETUP ......................................................................................................................... 41
FEES INVOICING METHOD SETUP............................................................................................................ 44
EXPENSE INVOICING METHOD SETUP ..................................................................................................... 49
INTERNAL EXPENSE METHOD SETUP ...................................................................................................... 51
TERRITORY SETUP................................................................................................................................... 54
BRANCH SETUP ....................................................................................................................................... 55
PROJECT TYPE SETUP .............................................................................................................................. 56
SERVICE TYPE SETUP .............................................................................................................................. 57
PRODUCTIVITY ID GROUP....................................................................................................................... 58
PARAMETERS OF THE BUSINESS UNITS .................................................................................................... 59
MARKET PARAMETERS ........................................................................................................................... 60
LEVEL MANAGEMENT ............................................................................................................................. 60
LEVEL MANAGEMENT ............................................................................................................................. 61
VACATION AWARD MANAGEMENT ........................................................................................................ 62
TEDI SETUP ............................................................................................................................................. 63
TIME & EXPENSE DEFINITION SETTINGS ................................................................................................ 64
TEDI GROUP MAINTENANCE.................................................................................................................. 85
GROUP COORDINATOR ............................................................................................................................ 87
UNLOCK AN EMPLOYEE’S TIMESHEET AND EXPENSE REPORT .............................................................. 88
EMPLOYEE TIMESHEET AND EXPENSE REPORT STATUS ........................................................................ 89
REPRINT TIMESHEETS ............................................................................................................................. 90
TIMESHEET STATUS BLOCKING .............................................................................................................. 92
TEDI RESTRICTIONS ............................................................................................................................... 93
CARDS – PROJECT ................................................................................................................................ 94
PROJECT MAINTENANCE ......................................................................................................................... 95
Project Maintenance: Billing ............................................................................................................ 104
Fees ................................................................................................................................................... 105
Expenses............................................................................................................................................ 107
Internal Expenses (expenses, equipment, tests) ................................................................................ 109
PROJECT MAINTENANCE: LEVEL 1 ....................................................................................................... 111
PROJECT MAINTENANCE: LEVEL 2 ....................................................................................................... 116
BUDGETS ............................................................................................................................................... 121
Budget Detail Maintenance .............................................................................................................. 123
PROJECT COPY ...................................................................................................................................... 125
PROJECT ESTIMATE ............................................................................................................................... 127
COST ITEMS ........................................................................................................................................... 129
COST ITEMS COPY ................................................................................................................................. 134
BUDGETS – COST ITEMS ........................................................................................................................ 136
© 2010 JOVACO Solutions inc. – Version 10.0.13
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FEES SPECIFIC RATE ............................................................................................................................. 138
EXPENSE SPECIFIC RATE ....................................................................................................................... 142
INTERNAL EXPENSE SPECIFIC RATE ..................................................................................................... 145
PROJECT ACTIVATION ........................................................................................................................... 148
CLOSING/ RE-OPENING PROJECTS ......................................................................................................... 149
MASTER PROJECTS ................................................................................................................................ 151
TEDI TRANSACTIONS ........................................................................................................................ 152
TEDI TRANSFER ................................................................................................................................... 153
IMPORT TO TEDI ................................................................................................................................... 155
TIME & EXPENSE JOURNAL TRANSFER................................................................................................. 156
TRANSACTIONS – PROJECT ............................................................................................................ 158
UPDATE DATES ..................................................................................................................................... 159
BATCH ENTRY ....................................................................................................................................... 160
TIMESHEETS TRANSACTION ENTRY ...................................................................................................... 164
EXPENSE REPORT TRX ENTRY .............................................................................................................. 169
INTERNAL EXPENSE TRANSACTION ENTRY .......................................................................................... 175
IMPORT - INTERNAL FEES...................................................................................................................... 179
ADJUSTMENT MASS ENTRY .................................................................................................................. 180
ADJUSTMENT TRANSACTION ................................................................................................................ 183
REVENUE CALCULATION ...................................................................................................................... 188
REVENUE RECOGNITION ....................................................................................................................... 190
ITEM TRANSFER .................................................................................................................................... 192
ITEM RETURN ........................................................................................................................................ 196
PROJECT PURCHASE ORDERS ................................................................................................................ 200
PROJECT PURCHASE RECEIPT ............................................................................................................... 201
CORRECTION TRANSACTIONS ............................................................................................................... 202
PROJECT PROGRESS............................................................................................................................... 204
INVOICING DETAIL MAINTENANCE....................................................................................................... 206
TRANSFER OF PROCUREMENT DOCUMENTS ......................................................................................... 209
PAYROLL CANADA - RATE TABLE ENTRY ............................................................................................ 210
DYNAMICS GP SUBSTITUTE WINDOWS ................................................................................................ 211
General Ledger Transaction Entry to Project .................................................................................. 212
Receivable Transaction Entry to Project .......................................................................................... 213
Entering collection charges to projects ............................................................................................ 214
Payables Transaction Entry to Project ............................................................................................. 215
Sales Transaction Entry to Project ................................................................................................... 216
REPORTS - PROJECT .......................................................................................................................... 217
PROJECT SETUP REPORTS ..................................................................................................................... 223
PROJECT REPORTS ................................................................................................................................. 226
TRANSACTION REPORTS ....................................................................................................................... 228
COST CONTROL REPORTS ..................................................................................................................... 231
CONTROL REPORTS – BY PROJECT ........................................................................................................ 233
CONTROL REPORTS – BY PROJECT EXECUTIVE .................................................................................... 236
CONTROL REPORTS – BY COORDINATOR .............................................................................................. 239
PRODUCTIVITY REPORT ........................................................................................................................ 242
HISTORY REGISTER ............................................................................................................................... 244
INVOICING REPORT ............................................................................................................................... 246
INACTIVE PROJECTS REPORTS .............................................................................................................. 248
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INACTIVE PROJECT CONTROL REPORTS – BY PROJECT ........................................................................ 250
INACTIVE PROJECT TRANSACTION REPORTS ........................................................................................ 252
CONTROL REPORTS OF INACTIVE PROJECTS – BY MANAGER ............................................................... 254
CONTROL REPORTS – MASTER PROJECTS ............................................................................................. 255
INQUIRY – PROJECT .......................................................................................................................... 256
BUDGET TRACKING INQUIRY ................................................................................................................ 257
PROJECT STATUS INQUIRY .................................................................................................................... 259
PROJECT TRANSACTION INQUIRY ......................................................................................................... 260
EMPLOYEE TRANSACTION INQUIRY ..................................................................................................... 261
VENDOR TRANSACTION INQUIRY ......................................................................................................... 262
RESOURCE TRANSACTION INQUIRY ...................................................................................................... 263
INVOICING TRANSACTION INQUIRY ...................................................................................................... 264
BILLABLE RATE BY EMPLOYEE ............................................................................................................ 265
PURCHASE ORDER TRANSACTION ........................................................................................................ 267
PROJECT VIEW ...................................................................................................................................... 268
ROUTINES - PROJECT ........................................................................................................................ 269
BANK UPDATE....................................................................................................................................... 269
YEAR-END CLOSING ............................................................................................................................. 270
RE-EVALUATION OF THE PROJECTS IN THE INVOICING CURRENCY THAT IS DIFFERENT FROM THE
FUNCTIONAL CURRENCY. ...................................................................................................................... 271
MILEAGE RATE UPDATE ....................................................................................................................... 272
UTILITIES - PROJECT ........................................................................................................................ 274
RECALCULATE COMMITMENTS ............................................................................................................. 274
INACTIVE PROJECT TRANSFER .............................................................................................................. 275
PROJECT CONTROL INSTALLATION ....................................................................................................... 276
ANNEXES ................................................................................................................................................... I
INTEGRATED SOLUTION ............................................................................................................................. I
GENERAL OVERVIEW ............................................................................................................................... II
PROJECT STRUCTURE .............................................................................................................................. III
PROJECT RESPONSIBILITIES .................................................................................................................... IV
ACCOUNTING RELATIONSHIP ................................................................................................................... V
INTER-DEPARTMENT ............................................................................................................................... VI
RELATIONSHIPS ......................................................................................................................................VII
ANNEXES ..............................................................................................................................................VIII
GLOSSAIRE .............................................................................................................................................XI
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Project Setup
Project Control
Prior to the Setup of PROJECT SUITE
Prior to setting up Project Suite, it is important to have the following information regarding your
company’s project structure defined and available. For each level of information, you will need to
determine a coding structure (i.e. numeric or alphanumeric) that your employees will use consistently
across the organization.
1. Chart of Accounts –Define which accounts will be used to charge projects, resources, billable and
non-billable time. You will need to understand this Chart of Accounts to successfully set up your
project structure. (Note: JOVACO can provide a sample Chart of Accounts that you can use as a
model).
2. Division – The number of divisions (or cost centres) if any that exist in your company.
a. Division ID and name
b. Account distribution IDs
3. Department within a Division – Define the departments within each division.
a. Department ID and name
b. Account distribution IDs
4. Productivity ID group –Classify the productivity IDs in step 5 into ten (10) groups for productivity
ID reporting.
5. Productivity IDs – Define the IDs used by your company’s resources to classify the billable time,
non billable time, non productive time, and employee benefits.
6. Categories – The different service and expense categories that your resources will charge for their
time and expenses. For example…
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7. Classes – Define the resource professional classifications within your organization.
8. Resources within Department/Division
a. Employees and Contract workers
i. Hourly rates, Department, Class ID
ii. Account IDs
iii. Decide whether to allow inter-department lending of resources and if yes,
whether to include benefits and a mark-up.
b. Equipment (i.e. Specialized equipment in which usage needs to be recorded for internal
use or charged to clients)
i. Hourly rates
ii. Account IDs
iii. Decide whether to allow inter-department lending of resources and if yes,
whether to include benefits and a mark-up.
9. Territories – For reporting purposes, identify the geographical regions you wish to classify your
work.
10. Branches – For reporting purposes, identify the different branches within your organization that you
may need to report to. Normally, the branch identifies the office and/or resource responsible for the
project’s administrative management (e.g., project invoicing).
11. Project types – For reporting purposes, identify how you wish to classify the types of projects you
will undertake. This information is used to classify the project as a whole.
12. Service types – For reporting purposes, identify how you wish to classify your services. These are
used to determine levels 1 and 2 of your projects.
13. Fees Method – For invoicing purposes, identify your fee structure by resource class or individual
resource for Time and Material projects
14. Projects
a. Billable projects as well as Administrative Non-billable projects
b. Phases (level 1) and sub-phases (level 2) of each project
c. Budgets for each phase
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Project Suite – Project control structure
Project
1st Sublevel like Phase or Deliverable
Sublevel 1
Sublevel 1
Sublevel 1
2nd Sublevel like Change Order or
Deliverable (Optional)
Sublevel 2
Department A
Department B
Sublevel 2
Sublevel 2
Budget by Department
Department A
Department C
Department D
Labor Activities and/or Direct Expenses
Cost Item
Cost Item
Cost Item
Project XYZ
Level 1
Level 1
Division
XXX
Dept A
XXX
XXXX
Department
Category
Category
Category
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Setup – Project
(Tools >> Setup >> Project)
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The Project Setup palette regroups the functions that define the elements used for opening projects and
entering project transactions.
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Projects – Defines default information when a project is opened, as well as labour cost
distribution options
Divisions - Defines the divisions within the company and their leads
Departments – Defines departments within each division of the company and their leads
Productivity IDs – Defines the IDs used to analyze staff productivity
Categories – Defines standard project categories for customer projects
Classes – Defines employee classes and for internal classes as well for customer invoicing
purposes
Resources – Identifies employees and assets with internal project expenses
Fees Methods – Defines labour invoicing protocol for projects (normally per customer or
group of customers)
Expenses Methods – Defines expense invoicing protocol for projects
Internal Expense Methods – Defines internal expense invoicing protocol for projects
Regions – Defines regions where projects are completed for statistical purposes
Project Type – Defines project types for statistical purposes
Service Type – Defines professional service types for statistical purposes
Productivity Group – Establishes 10 productivity clusters for reporting purposes
Business Units - defines business units that will be associated with the target markets
Markets - defines the markets in which the projects are completed
Level Management - defines levels of employment for personnel
Vacation Award Management - defines the number of vacation days based on seniority of
personnel
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Project Control
Project Setup
(Tools >> Setup >> Project >> Projects)
In the Project Setup window, complete the fields that will allow you to configure the default values for a
project. These default values will be used when new projects are created and can be modified at any time
for specific project needs.
To follow the company’s management rules, select the Employee Benefits Distribution and Include
Employee Benefits in Inter-department Calculation boxes to enter mark-up costs for Employee
Benefits. By selecting these options, you will be able to take into account the ensemble of directs
costs, including benefits, can be attached to labour costs.
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Depending on the policies within the organization, check the box Enter Social Benefits and Include social
benefits in the interdepartmental calculation charges if you would like to transfer the mark-up related to social
benefits. By selecting these options, you are aware of the direct costs, including benefits linked to labour.
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Segments Used
Divisions/Departments:
Divisions and departments must be linked with segments in the chart of accounts. Segment names are
defined in the Accounts Structure Setup window Setup >> Financial >> Account Segments Setup or on
SBM Accounting >> Accounts. These segments represent company characteristics: Site, Division, Profit
Centre, etc. This option creates a link between the General Ledger and Project Control accounts. Note
that divisions and departments can be linked to the same chart of account segment if only one is used.
WARNING: Once saved, these fields cannot be modified.
Level 1/Level 2 Definitions:
Enter the field name associated with Levels 1 and 2 in the Project Control structure. Follow the
company’s management rules to determine how to identify a project’s Levels 1 and 2. The projects can
have one or several Level 1. Each Level 1 can have one or more Level 2. Example: sub-project or phase,
modification or deliverable …
Last Project No.
If you wish to use the automatic numeration in the software at the creation of a project, enter the last
project sequence number; the system will automatically assign numbers to subsequent projects.
Employee Benefit Distribution
Check this box to calculate benefit distribution to GL according to the employee or project rate. This rate
is defined in the Resource Setup – Labour Type window. If the box is not checked, and the project/level
rate is 0 and the employee rate is not 0, Employee Benefits costs are calculated but are not distributed. It
is preferable to check this box to obtain the most accurate cost possible. See also Employee Benefits
accounts defined in the Department Setup and Categories/Cost Items Setup windows.
Include Employee Benefits in Inter-department Calculations
Check this box to include Employee Benefits expenses when employees from one department work for
another. If this box is not checked, inter-department staff costs are calculated on the applicable hourly rate
only.
The box should not be checked if the staff-lending rate (Inter-department Rate) already includes an
Employee Benefits mark-up.
Overtime Bank at the overtime rate
Check the box to calculate overtime hours at an overtime rate. If this box is not checked, overtime hours
will be calculated at a normal rate. This option can be modified for each employee.
Revenue Category Distribution
To associate a project-invoicing distribution to specific cost categories, this box must be checked. This
option is required only when projects are operated by cost, and revenue is only calculated or reported at
invoicing.
This element controls the availability of the Category field in the Project Invoicing Distribution Zoom
window: (Transactions >> Sales >> Transaction Entry >> Allocate Projects button).
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If the Revenue Category Distribution box in the Project Setup window is checked, the Category field is
active and available in the Project Invoicing Distribution Zoom window. If this box is not checked, the
Category field is inactive.
Display Cost Salary
You can choose to display or not to display the salary costs (employee’s hourly rate) of posted
transactions in the adjustment transactions and in the project inquiry windows. This option affects various
windows but not the reports.
Project Required in Purchase transactions
You can choose all the transactions in the Accounts Payables to be applied to the projects.
Transfer Expenses to AP
Check this box if you want to transfer, by default, the expense reports in the Accounts Payables. Note
that in the case, the TEDI transfer function will indicate automatically a transfer to AP. If the opposite is
true, the expense reports will be transferred to be reimbursed by payroll.
Use requisitions to suppliers
Check this box if you use the Web Requisitions module. Activates the functions for receiving and
handling orders (commitments to projects) generated by this product.
Payroll Integration
When using Great Plains’ Payroll (Canadian or US), it is possible to distribute project costs from Payroll
entries, usually when distribution rates vary and distribution frequency is frequent enough (for example,
the construction sector or custom manufacturing). Projects can be distributed from Project Control
module and distributions can be automatically transmitted to Payroll for processing (For example: in the
professional services sector). In the case of the a transfer from Payroll to Project, you will need to
indicate whether the project costs transaction date will correspond to the date on the cheque or to the date
of the end of the period for the timesheets.
Use the information from the supplier for purchase orders and approvals
Check this box if you would like to use the supplier’s name as the project cost description instead of the
description within the order.
Default Values
The options in this section correspond with default values that are defined when a project is opened.
These values can be modified at any time for a specific project and/or level. Default values accelerate the
creation of new projects.
Standard Categories: If this option is checked, standard categories defined in the Cost Categories
Setup window will be used by the projects, Levels 1 and/or Level 2. It is not necessary to create
specific categories individually, as with cost items. Cost items must be created (Cards >> Project
>> Cost Items) for each department of a project, Level 1 and/or Level 2.
Inter-department: If this option is checked, staff lending between departments is permitted.
Otherwise, only the employees of departments budgeted at the corresponding project/level can
allocate time to the project.
Salary Account: If this option is checked, labour costs will be applied to the Salary Account
defined in the employee card, rather than the Salary Account attached to the cost category.
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Accrued Revenue: If this option is checked, the calculated revenues at the entry of the transaction
are at the same time distributed to GL and debited to the WIP accounts according to the
corresponding cost types. Otherwise, the calculated revenues are not distributed to GL and serve
only for reference purposes. In this case, the revenues are distributed to GL only at the moment of
the processing of the revenue recognition. Professional Services firms generally choose to check
this option.
WIP Costs: If this option is checked, the accrued cost (rather than the revenues) is debited to the
WIP accounts. In this case, you do not need to check the Accrued Revenue box.
Charge to the level’s department: It is possible to ensure that charges are always made to the
department indicated in the level corresponding to the project charged, even if another budgeted
department is charged. If this option is checked, the user may choose this option in the selected
project/level. On the other hand, if this option is not checked, the user will not have that choice
available in the project/level entered.
Language: You will need to select a Principal Language, in other words, your main language (for
example, English) and your second language (for example, French) in your language choices
defined in the software (Tools >> Setup >> System >> Language)
Inter-department Rate: Enter the mark-up cost rate of a resource belonging to a department not
budgeted under the project. A rate of 1.0 indicates that an employee’s salary rate will be applied to
the department; a value of 1.5 indicates that a mark-up rate of 50% will be added to the distribution.
Labour Cost Mark-up
Check this box if you want the labour cost to increase by the Employee Benefits.
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Mark-up Rate: 0% indicates that the employee card percentage is used as the Employee
Benefits mark-up percentage. Anything other than 0% indicates that this percentage is
used as the Employee Benefits mark-up percentage. A 10% mark-up is entered as 1.10.
Percentage for the Overhead Mark-up
Check this box if you want to have the overhead calculated, by default, as a percentage of the
labour cost mark-up. If the box is not checked, the overhead will be calculated as a fixed amount
by hour allocated to project.
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Overhead Mark-up Rate: If you want to include overhead in the project costs analysis,
indicate in this field either the default overhead percentage or amount per hour. Note that
this corresponding amount is not allocate to the General Ledger, but serves only for a
project costs analysis.
Hourly Basis: When there is no specific rate or billing method indicated in the project and that the
project productivity ID and cost category ID are identified as billable time (00), it is possible to
calculate the billable value according the number of hours annually indicated here and multiply it
by the appropriate mark-up rate indicated below.
Invoicing – Fees Account: Enter the account for labour revenue (fees); this account will be used as
a default value in the Project Management: Invoicing window.
Mark-up Rate: Enter the hourly cost percentage representing the invoice mark-up cost for:
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Regular Time – A value of 2.5 indicates the hourly rate, calculated based on the hourly
basis indicated above, is multiplied by 2.5. Charging $20 will result in an invoicing rate
of $50.
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Overtime – The overtime invoicing mark-up value is calculated from the regular rate, not
from the overtime rate
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Special Time – Identical to overtime, the Special Time invoicing mark-up is always
calculated from the regular rate, not from the special rate.
Project Copy
Use the department of the destination project: The corresponding box in the Projects - Copy window
will have the default value selected here. It allows the department indicated for the destination levels to
be used in the destination project rather than the source levels.
Use source parameters: The box corresponding to the window Projects – Copy will have the default
value selected. It will allow you to use the default setup (check the different boxes for the level and
window corresponding to invoice management), the elements configured in level 1/level 2 from the
source rather than those defined in the project. The system does not refer to the invoicing methods in this
procedure.
Vacation Button: Click on this button to open the window that will allow you to define the set up
regarding vacation banks.
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Generate timesheet transactions: mark this box if you wish to generate timesheet transactions,
during the Bank Update, for all employees with accrued hours for the projects, the levels and the
categories selected in this window. Depending on the employee vacation counter, this function will
decrease or increase the vacation banks.
Increase Employee Banks Vacation: mark this box if you want the vacation banks to be updated
during the Bank Update Processing.
(Tools >> Routines >> Project >> Banks Update)
Apply amounts to current vacations: mark this box if you want to allocate, during the posting of
timesheets, the vacation hours to the hours of the current year, rather than to those of the previous
year.
Use previous vacation: check this box if you want to save the information on the number of
accumulated vacation hours at the time of processing year-end vacation.
Maximum allowed carried over vacation hours: Enter the maximum number of hours that can be
posted into the vacation bank of the previous year at the moment of the closing exercise in the
Project Control module.
Vacation Accrual Project: Select the project for which you wish to generate timesheet
transactions for the posting of vacation.
Automatic Numbering button: Click this button to open a window that will automatically generate
sequential project numbers.
Prefix
Enter an ID (maximum 5 alphanumeric characters).
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Prefixes are useful for identifying the projects by department, branch, client or project
manager. These distinct prefixes facilitate the research and consultation when a company
manages a great number of projects with numerous employees processing such projects.
Prefixes correspond to a company’s management rules.
Last Project Number
If the prefix has a specific project number sequence, enter the project number from which you
would like to begin numbering. If the prefix does not have any specific project number sequence,
leave this field blank. The system will then use the last project number entered in the Project
Setup window.
User-Defined button: Project Suite provides the following User-Defined Fields that are used to capture
any additional information that you require at each level of the project definition. In this screen, enter the
Field Labels that you want to see each user-defined fields at all project levels. There is no implied
relation between Text Field 1, Amount Field 1 and Date Field 1 etc. unless you create a relation between
them. These values affect all project levels and collect statistical data and other information on the
project(s). For this version of the user manual, these fields will only be displayed during project definition
and will not appear on any other standard system screen or report. Custom reports will need to be defined
if you wish to view this information on a regular basis.
Text Field 1 to 3
The field label may be entered in any or all three Text Fields (maximum 15 alphanumeric
characters).
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Amount Field 1 to 3
The field label may be entered in any or all three Amounts Fields (maximum 15 alphanumeric
characters).
Date Field 1 and 2
The field label may be entered in either or all Dates Fields (maximum 15 alphanumeric
characters).
Types of bonuses - French & English
When you are integrated with Payroll, you can define up to 5 types of hours in addition to 10
types of base hours (1-Regular, 2-Overtime, 3-Special, 4-Sickness, 5-Leave, 6-Vacation 7-Time
Bank, 8-Overtime Bank, 9 Paid Time Bank, 10-Special Time Bank). Here you define the titles of
these types of hours in the main language and second language of your operations. Thereafter,
you can combine cost/category items for these types so that your employees can enter the
quantities to be reimbursed to them through the time sheet. Note that these charges will not be
considered as hours and will not therefore be able to generate revenue (i.e. cannot be used by the
billing method).
Trx ID button: Click on this button to define the ID associated with each transaction entered in the
Project Control module. Each transaction entered has a unique transaction ID.
Seven (7) transaction types can be entered in the Project Control module:
 Cost Adjustments
 Timesheets
 Internal Expenses
 Expense Report
 Earnings recognition
 Transfer of Inventory to projects
 Return of Inventory from projects
Other transaction types available in Project Suite are:
 Transactions >> Purchasing >> Transactions Entry (Payables Invoicing)
 Transactions >> Sales >> Transactions Entry (Receivables Invoicing)
 Transactions >> Sales >> Sales Transactions Entry (Orders/Invoicing)
 Transactions >> Sales >> Cash Receipts (Receivables Cash Receipts)
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Cost Type button: Click this button to define the types of cost and revenue. The cost types can regroup
costs and associate distribution accounts with the corresponding revenue. Project Suite can define eight
(8) specific cost types and two (2) specific revenue types. Revenue is allocated to the General Ledger, and
costs are assigned to subsidiary ledgers. The accounts Revenues – InterCo. And Costs – Interco. Are
required if you are using the module Intercompany Invoicing (see the corresponding documentation).
WARNING: THE FOLLOWING COST TYPES are defined in the software and CANNOT be
modified by the user: Posted income (0), labour (1), material – internal expenses (2), subcontract
(3) and invoicing gain & losses (9).
*** Deferred income corresponds to the amount invoiced in advance for projects with costs not yet
incurred. This replaces a work in progress credit. Invoicing profits/losses correspond with the
difference between a project’s invoiced revenue and recorded revenue. ***
Cost Type 4 to 8
You can define up to five (5) cost types can be defined: for example, they can be direct expenses,
equipment, software, rental expenses, etc.
Distribution accounts can be different for each cost type. Default accounts appear for invoicing
distribution.
Cost Type 9
For invoice distribution, the income from a fees account will show up by default at a corresponding
level. This account can be modified.
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Division Setup
(Tools >> Setup>> Project >> Divisions)
Divisions are used for regrouping departments and/or sharing project management between companies.
Divisions are linked to a segment of the chart of accounts (defined in the Project Setup window) and
create a link between accounting and projects. In the Professional Invoicing module, divisions also
identify the person invoicing the customer. You can also define divisions that have only one distinct
invoicing ID.
From this window, you can add divisions, modify division data or delete divisions.
Division
Define an ID (maximum 3 alphanumeric characters) for each division created. This ID may or may not be
identical to the division account segment.
Once created, the division ID is no longer modifiable, although the data associated with this ID can be
modified. To delete a division, click on the DELETE button.
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Once defined, the division ID must be attached to an existing company number in the system if this
division is used in the definition of the department(s). It is not necessary to make this association if the
division is only for the billing module.
Company ID
Click on the magnify glass to open the window Companies and choose a company. You may directly
enter a company number that will belong to that division. The company selected will need to be created
within the system (Setup >> System >> Company).
Name
Enter a text, up to 30 alpha-numeric describing the division. This is a mandatory field.
Address, City, Province (State), Postal Code (Zip code), Country, Telephone 1 and 2, Fax
Enter these fields that match this division.
Logo
This field is used when creating documents within the Professional Invoicing module and this will allow
you to include a logo when printing documents.
Accounts:
Wage payable
Define the account for payable gross earnings. Only one account can be defined per division. This
account is the counterpart of the salary expense generated by the timesheets. By clicking on the field
label, the window Account Management opens: you can add an account or modify/delete the data within
an existing account.
Payable Contract
Define the account for consultant gross earnings. Only one account is defined per division. This account
is the counterpart of the expense generated from the consultant timesheet entries. By clicking on this field
label, the Account Management will open: you you can add an account or modify/delete the data within
an existing account.
Payable expenses
Define the account to pay expenses. Only one account can be defined per division. This account includes
the expenses generated by entering the expense reports. When clicking on the field, the window Account
Management opens: you may add an account or modify/delete the information on an existing account.
Due To & Due From
It is possible to generate journal entries with Due To and Due From when charges are generated between
the two divisions. The system will replace the segment within the division of the destination account Due
From identified in the original division and the original account Due To identified in the division of the
destination.
Account Segment ID
Division
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Identify the segments corresponding to the division that you are in the process of defining. It will be used
for journal entry transactions which will be entered for this division.
GST No.
Enter the tax number which is linked to this division.
QST No.
Enter the secondary tax number which is linked to this division.
Emploi-Québec
Acreditation No.
If this division holds a number as a recognized trainer, enter this number. It will appear on invoices
which are generated within the invoicing module.
Margin
This field is used for the creation of documents within the Professional Invoicing module and let you
determine in centimetres the header margin for the paper used within this division.
Coordinators button: Click this button to open the Division Manager Maintenance window.
Resource:
Choose the resource or resources responsible for the selected division.
Rank:
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Choose a rank (from 0 to 9) of the responsibility level of the resource, 0 is the highest level and 9 is the
lowest. These ranks could be used within the approval rules configured within the product (ex.: Web
Requisitions)
Department Button:
Click on this button to open the department setups.
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Department Setup
(Tools >> Setup >> Project >> Departments)
The departments will allow you to define and the responsibilities between the different resource groups
within a project. Often, the departments are divided by service sectors by different professional services.
The departments are linked to a segment within the chart of accounts (that were defined within Project
Setup) and this will enable the link between accounting and the projects.
From this window, you could add departments, modify the data on the departments or delete the
department.
Division
Enter the division of a department you wish to define, or click the lookup button to select one from the
Divisions window. By clicking on the field prompt, the Division Setup window will open. From this
window, you can enter a new division or modify/delete the data in an existing division.
Department
Enter an ID (maximum 7 alphanumeric characters) for each department created, or click the lookup
button to select one from the Departments window.
The Department ID consists of two parts: the first part that corresponds to the Division ID and the second
part that corresponds to the Department ID. E.g. 00-005 signifies Division 00, Department 005.
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Once created, the Department ID can no longer be modified, although the data associated with this ID can
be modified or the department can be deleted.
Note: We recommend that the Department ID be the same as the corresponding Account Segment ID.
Description
You can enter a description for the department (maximum 30 alphanumeric characters). This field is
optional.
Revenue
Check this box if this department generates revenues. This box lets you filter the departments available
for opening the project via the Web Projects Sheet application. In this product, only the revenue
departments can be used to request a project to be opened. The administrative projects should instead be
opened directly in Dynamics.
Minimum Budget
Indicate, if applicable, the minimum budget of the projects managed in the backlog management.
Account Segment ID
Segment1
Identify the segment corresponding to the service defined in the department. It will be used for entries of
transactions which will be charged to this department.
Employee Benefits Account
Enter the department’s Employee Benefits Account. This account will be used by default in the Resources
file associated with this division/department. Click the field prompt to open the Account Maintenance
window. Refer to this window to add an account or modify/delete the data in an existing account.
Employee Benefits Account CR
Enter the liability account to be credited when the Employee Benefits generate an accounting entry. This
account will be the default account in the Resources file associated with the division/department. Click
the prompt field to open the Account Maintenance window. Refer to this window to add an account or
modify/delete the data in an existing account.
Inter-department
This feature lets you know the profitability of each department and accounts for revenues and full costs of
each department taking into account the transactions that the resources can charge to different
departments than their own. When staff-lending is permitted in the distributed level and the employee
does not belong to a department with a defined budget at that level, it is mandatory to:
Revenue Account
Define the Revenue Account to be generated in the employee’s department.
Salary (Cost) Account
Define the Salary Account to be generated in the employee’s department.
Define the Employee Benefits Account to be generated in the employee’s department.
Cost Mark-up Account
Define the Additional Mark-up Account, which will be generated in the department responsible for
the project/level, when the staff-lending mark-up rate is greater than 1.
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Coordinators Button:
Click on this button to open the window Department Manager Maintenance.
Resource: Select the resource(s) responsible for the selected department.
Rank:
Select the rank (0 to 9) of the resource’s responsibility, 0 being the highest and 9 the lowest level.
These ranks can be used in the approval rules configured in various products (e.g. Web Requisitions,
project files, etc.).
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Productivity Setup
(Tools >> Setup >> Project >> Productivity ID)
IDs should be entered to classify staff time according to productivity: productive time, non-productive
time and non-worked time. Productivity of resources is defined by billable time. By creating Productivity
IDs, it is possible to know what an employee’s non-billable and/or non-customer time is used for.
Productivity IDs are associated with categories, cost items and Fees Invoicing methods at a project level.
Refer to this window to add/delete productivity IDs and modify productivity data.
Productivity: Time devoted to working on projects for customers.
 Billable Time
 Non-billable Time
Non-productive Time: Time devoted to projects other than customer projects
(e.g., time devoted to internal projects).
 Administration
 Business Development
 Research and Development
Time Not Worked: This is the time corresponding to the various benefits. The hours charged to these
productivity IDs will not be used in calculating the productive time of a resource for a given period.
 Employee Benefits
 Vacation
 Holiday
 Sick
 Timesheet adjustments
 Paid overtime
 Overtime at regular rate
 Overtime at mark-up rate
 Pay to Subcontractors
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ID
Enter a productivity ID (maximum alphanumeric 10 characters), or click the lookup button to select one
from Productivity IDs window. The productivity ID 00 is created by default and is used for the billable
time (i.e. time worked, Client and Billable time).
Once created, the Productivity ID is not modifiable, although the data associated with this ID can be
modified and the Productivity ID can be deleted, except for the 00 ID.
Description
Enter a description (maximum alphanumeric 30 characters) for the Productivity ID. This field is optional.
Check Boxes:
Customer: the Customer box must be checked when the defined Productivity ID corresponds to the
productive time (billable or non-billable).
Billable: The Billable box must be checked so that the time charged generates accountable revenue.
If not checked, the transactions associated with a billing method will have a billable value (and may
thus be billed) but it will not be recognized at the accounting level. This type of transaction is
typically used to calculate a loss of profits attributable to a particular situation on client projects.
Worked: the Worked box must be checked when the defined Productivity ID corresponds to time
worked. It is not checked for adjustment IDs, overtime bank IDs or Employee Benefits IDs.
Groups
Groups are defined for report creation purposes only: They organize Productivity IDs that will appear
under one of the 10 report columns. Enter a group ID associating the Productivity IDs to one of the
columns in the productivity report.
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Category Setup
(Tools >> Setup >> Project >> Categories)
The Category Setup defines tasks, activities and expenses normally found in standard customer projects.
The category will produce invoice-related project cost details.
Unlike project-specific cost items, a category follows particular standards and is generally applied to all
regular customer projects (aside from large projects). Among other things, they allow you to open
projects faster and ensure consistency across client projects.
Category Features:
 Identify costs connected with project activities and expenses
 Determine the cost (Salary Account) to be distributed to a General Ledger account
 Analyze employee productivity for labour categories
Refer to this window to add or delete categories, and modify category data.
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Category
Enter a category ID (maximum 10 characters), or click the lookup button to select one from the
Categories window.
Once created, the category cannot be modified, although the data associated with this category can be
modified and the category can be deleted.
Main
Enter a description for the category, maximum 50 alphanumeric characters, describing the category in the
main language. This field is optional.
Second
Enter a description for the category, maximum 50 alphanumeric characters, describing the category in the
second language. This field is optional.
GroupID
For customized reports, you can select a group category ID. This ID must have been predefined in the
function Cost Category Groups.
Cost Type
Enter the cost type number (1 to 9) corresponding to the category, or click the lookup button to select one
from the Cost Type Setup window (Project Setup window >> Cost Type button).
Type
For all cost types other than labour, define whether it is an amount or a unit. If the cost type entered is
Labour, this field is greyed and inactive.
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Unit Rate
If the type entered is unit, define the return rate by unit as authorized to the employee. If it is another type,
the field is greyed and inactive.
Hours Type
If the cost type entered is Labour, specify the type of hours connected with this category. Eight choices
are offered by default: Regular, Overtime, Special, Sick Leave, Holiday, Vacation, Time Bank (at regular
rate), Overtime Bank (at overtime rate). You can also associate categories to the types of bonuses, defined
in the configuration window of the defined fields. For all cost types other than labour, this field is greyed
and inactive.
Unit
This field indicates the measurement unit: hour, kilometre, kilogram, dollar, etc. (maximum 5 characters).
This field is optional.
Warning message TEDI
You can associate a warning to a standard category so that it appears in TEDI at the time of a charge.
This warning will be displayed in the language used by TEDI. This warning is only informational, it does
not trigger validation.
Revenue Account
An account must be entered in this field for all cost types except Labour. The division and department
connected to this category do not have an effect on the choice made for this field: when the category is
used in a particular level, the system will generate the division and department from the departments
defined in the budgets.
Salary (COST) Account
This field is mandatory. For Labour type, this account is used if the Use Standard Categories box is
checked and if the Use Salary Account box is not checked in the Project card (Project Maintenance,
Project Maintenance: Level 1 and Project Maintenance: Level 2 windows).
*** Important ***
The productivity ID is no longer used in processing the accounting entry of the labour transaction. Thus,
even if your productivity is not identified as billable, the cost account will be within the parameters of the
resource if the salary account box is checked.
When using a category in a particular level, the system will generate the division and department from
departments defined in the budgets.
This account is used if the Use Standard Categories box is checked and if the Use Salary Account box is
not checked in the Project Level.
Inter-department – Cost:
Mark-up Account: enter the Expense Account generated by a mark-up being applied when the stafflending rate is greater than 1. This account is used if, in the project level, you checked the Standard
Categories box and you did not check the Salary Account box.
Employee Benefits Account: enter the Employee Benefits Expense distribution account generated by
staff-lending. This account is used if, in the project level, you checked the Standard Categories box and
you did not check the Salary Account box.
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Productivity
This field is mandatory for Labour Type. The Productivity associated with this category must be entered.
Tax Schedule Number
This field is mandatory for all cost types except Labour. Enter data here to associate a tax schedule with
the category. Taxes will be extracted automatically by the system while charging an expense statement.
In terms of transactions from the procurement module, taxes will be calculated according to the fee
schedule associated with the supplier.
You can associate several tax schedules to the same category with a cost type greater than 3. To do
this, click on the arrow to access the additional “tax schedule allocation” window and insert schedules
that can be used for transactions which will be entered in the category.
Employees can thus themselves enter the tax schedule by TEDI which must be applied to their expense
(according to where the expense was made). If no tax schedule is entered into the tax schedule allocation
window, only the default will be applied and employees will not be able to change the value.
*** Important *** On the time sheet, only the description of the tax schedule is shown. Make sure you
have representative descriptions for your employees (Quebec vs. CTI-RTI Km)
Pay ID
It is now possible to link a pay ID to a standard expense type category (cost type = 4). This change
allows for processing an expense as taxable (e.g. the bonus payment through the expense statement). If
no pay ID is associated with the category, the one configured to the employee’s class will be used.
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Class Setup
(Tools >> Setup >> Project >> Class)
Classes will categorize employees according to their function within the organization, as well as their
invoicing rate (for customer invoicing purposes).
Classes with different invoicing rates can be defined and regrouped when invoiced under the
same rate by defining a specific class. For example, three (3) classes are defined: “novice
engineers”, “intermediate engineers” and “senior engineers”. A unique invoicing rate can then
be defined for these three (3) classes, which will be applied to the specific class “engineers”.
In this window, classes can be added or deleted, and class data can be modified. Once saved, the class ID
cannot be modified; only the description can be modified. Enter a new description and click on the SAVE
button.
To delete a class and the data associated with it, click on the DELETE button.
Calculate Button (top of screen)
When you hit the calculate button, the average rate for the resources (in the resource table) within the
chosen class is calculated and displayed in the Average Rate field (below).
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Class
Define a class ID (maximum 10 characters), or click the lookup button to select a class in the Classes
window.
Main & Second
Enter a description for the class (maximum 30 characters). A description can be typed in the main
language on the first line; a description in the second language can be typed on the second line.
Average Rate
Enter the average employee cost rate for each class or use the Calculate function to define the employee
cost rate of the corresponding class. The value is used to calculate the cost rate for project estimation.
Pay ID
In the integration of Canadian Payroll, for each class, indicate a profit ID corresponding to the hours:
 Regular
 Overtime
 Special
 Sick
 Holiday
 Vacation
 Time Bank
 Overtime Bank
 Expense Refund ID
New possibilities for calculating vacation:





It is now possible to calculate vacation according to a time accumulation rate rather than a fixed
value by period. To use this new procedure, you must:
Indicate for the concerned classes the types of time to be included in the calculation by checking the
box next to each type of time.
Insert a pay ID for paid vacation
o vacation calculated on the mark-up factor for overtime and special hours will be paid
automatically (e.g. for 1 hour of overtime, 1 hour will be accumulated and the mark-up (0.5)
will be paid immediately).
By resource, you must indicate that the calculation method is based on a rate rather than fixed and the
accumulation factor should correspond to this rate (see the parameters of the resources’ banks).
The hours of vacation calculated on overtime will accumulate in a new counter (overtime vacation time
banks)
o At year end processing, these hours will be added to the CY vacation bank to transfer to the PY
vacation bank
IDs defined by the user
For each type of additional time that you have defined (see Tools>> Parameters>> Project>> Projects>>
defined fields), you must indicate the profit ID for the Pay.
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Resource Setup
(Tools >> Setup >> Project >> Resources)
This function defines the human and/or physical resources distributed to the project.
Human Resources:
 Employees
 Contract Employees
Physical Resources:
 Tests
 Equipment
 Internal expenses (other internal resources)
In this window, resources can be added or deleted, and data can be modified. Once saved, the resource
ID cannot be modified; only the data in other fields may be modified. Enter the modifications and click
the SAVE button.
To delete a resource ID, click the DELETE button.
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Resource
Define a resource ID (maximum 15 characters), or click on the lookup button to select a resource in the
Resources window.
Project Manager
Mark this box to identify this resource as project manager. This identifier is used in the Project Initiation
Sheet product to identify the individuals who can apply for a project initiation.
Web access reports
Check this box to give this resource access to the web resources (if you have this product).
Description
Enter a description (maximum 30 characters) for this resource. In the case of a physical resource, a
second line is available for a French description of the resource. If you are connected to the payroll
module, the description will be the last name of the individual followed by a comma and the first name as
configured in the Payroll module.
Email
Enter the email address of the corresponding resource. It is used to subscribe to the web reports that can
send the selected reports automatically.
Domain Name
Enter the domain name (internal network) to which the resource is identified. This information,
combined with Windows authentication of the resource, is used by web applications to identify the
resource, via network access, and make a link with its identifier in the management system.
Windows Authentication
Enter the ID from the network on the domain to which it is saved (internal network). This information,
combined with the domain name, is used by web applications to ensure identification of the resource, via
the network access, and link with its identifier in the management system.
Type
Choose the Resource Type:
 Labour
 Consultant
 Tests
 Equipment
 Internal Expenses
Social benefits related
Check the box Social benefits related for the calculation of social benefits, configured within the project
or resource, within the project, for the labor resource type. This box will be checked by default.
By Project
Check the box by project so that the credit account (resource’s charge account) uses account segments of
the division and the department for projects in which resources are charged. If this box is unchecked, the
division and the department of the credit account will correspond to that of the resource. This rule works
only with the internal costs type resources (internal costs, equipment, testing). Human resources (labour
and contractual) will always be considered according to their department.
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Productive resource
Check this box to indicate that the resource generates revenue. The resources thus identified will appear
on the “Employee Performance” report of the suite of web reports (separate product). The resources not
identified will be excluded from this report.
Distribution Account
For human resource type: enter the account corresponding to the distribution account (salary or contract
employee) if the Use Salary Account box was checked at the project level. Normally, we use this
configuration to enter the direct cost account since the Salary Account projects are normally production
projects. The indirect cost accounts will be configured in the cost items involved.
For other resource types: enter the credit account if the cost is associated with the resource. The account
charged will be that of the assigned category.
The availability of the other fields depends on the resource type that is to be entered:
Labour and Contractual Types
Rate
Enter the regular hourly cost rate to be associated with the resource and invoiced to the customer. This
field is greyed out if you are integrated with payroll. The information in this field will be updated based
on the resource’s rate in payroll associated with the pay ID configured in the resource’s class.
Overtime Rate
Enter the hourly overtime-cost rate to be associated with this resource and invoiced to the customer. This
field is greyed out if you are integrated with payroll. The information in this field will be updated based
on the resource’s rate in payroll associated with the pay ID configured in the resource’s class.
Special Rate
Enter the special time cost rate to be associated with this resource and invoiced to the customer. This field
is greyed out if you are integrated with payroll. The information in this field will be updated based on the
resource’s rate in payroll associated with the pay ID configured in the resource’s class.
Employee Benefits
Enter the Employee Benefits percentage to be associated with this resource.
Department
Enter the department to be associated with this resource, or click the lookup button to select one.
Class
Enter the class to be associated with the resource or click the lookup button to select one.
Define the resource’s Employee Benefits Account. This account will be used if the Use Salary Account
box has been checked in the Project Level. By clicking on the prompt field, the Account Maintenance
window will open. Here an account can be added and data can be modified/deleted from an existing
account.
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Employee Benefits Account CR
Define the credit account when Employee Benefits generate an accounting entry. This will be the default
account if in the project level the Salary Account box has been checked. By clicking on the prompt field,
the Account Maintenance window will open. Here, an account can be added, and data can be
modified/deleted from an existing account.
Inter-department – Cost:
Mark-up Account: enter the expense account generated by a mark-up distribution when the staff-lending
rate is greater than 1. This account will be used if, in the project level, you have checked Salary Account.
Employee Benefits Account: enter the Employee Benefits Expenses distribution account generated by
staff lending. This account will be used if, in the project level, you have checked Salary Account.
Date – Inactive
Enter the date from which the resource will be inactive. It will be entered automatically if the resource is
inactive in the Payroll module (if you are integrated with this module).
Annual Hours
Enter the number of hours worked annually for calculation purposes in projects. This value is used to
calculate the annual salary if you use the billing method based on adjusted annual salary. This value may
be different from the employee’s actual hours and their configuration in the payroll.
You can calculate a billable value on a standardized basis (i.e. 1950 hours) and set up your temporary
resources with annual hours equal to the standardized basis. This procedure avoids calculating a rate that
is too low for a part-time resource (e.g. an employee paid $10 an hour based on 1000 hours annually will
claim $ 5.13 an hour if one considers a base of 1950. By entering the annual hours in its resource’s
parameters to 1950 hours, it will be considered at $10 an hour for the calculation methods of the billable
based on the hourly basis).
Date – Hired
Enter the date in which this resource was hired.
Credit Card
When a resource is provided with a company credit card and in which the expenses are paid by the
company, select the appropriate credit card. This credit card must have been configured in the Dynamics
GP financial module. See Tools >> Setup >> Company >> Credit Cards.
Initialize password
Initialize the password of the Time & Expense Report (TEDI) application. When you press this button,
the password of the resource will be changed to an empty value. It must be changed at the next login in
TEDI.
Other Types (Physical Resources – internal expenses, equipment or tests)
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Rate
Enter the cost rate associated with the resource which will serve in the calculation of its cost. This rate
may be zero if you do not want to recognize cost in projects for this resource’s charges. In this way, only
a billable value will be recognized during transactions of this resource
Date – Inactive
Enter the date when the resource will become inactive.
Additional Info
You can save additional information to ensure more thorough time monitoring in TEDI.
Pay Status
This field allows you to differentiate between different types of resources. It is not associated
with any process.
Remuneration Method
Used to specify the rules of remuneration for the resource.
Fixed: the timesheet of the resource cannot be completed if the number of hours surpass
the “regular pay hours per week” configured in the “employee monitoring” window of
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the payroll module. Moreover, these resources cannot enter hours of additional or special
types.
Simple: These resources cannot enter hours of additional or special types. However,
they can complete a time sheet with an unlimited number of regular hours.
Half time: These resources cannot complete their time sheet if they have more regular
hours than the number defined in the Regular Week field.
Regular Week
In this field, enter the number of hours per week stipulated for the resource if his payment
method is “Half time”.
Assign TEDI Groups
When using TEDI, you can assign groups under the Resource’s responsibility. See this topic in the
section on the TEDI Parameters.
Simply insert each group (available Groups) that is associated with the resource. Once inserted, the
groups appear in the Assignments.
Initialize Password
When using TEDI, you can reset the resource’s password (to empty) by pressing this button. A
confirmation message will then appear.
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Resource Bank Setup
(Tools >> Setup >> Project >> Resources >> Banks Button)
Banks Button: click this button to open the Resource Bank Setup window.
Use the Banks window to ENTER or VIEW the number of hours accumulated and/or the corresponding
financial value for this resource:
Level
Indicate the level ID of the resource. This ID allows you to follow the different professional levels of
resources by validating their months of experience. A report shows the resources that are associated with
a level that is lower than these months of experience. See the definition window for this purpose
(Parameters>> Project>> Level Management).
Months of Experience
Indicate the number of months of experience recognized for the resource. See the definition window for
this purpose (Parameters>> Project>> Level Management). Once established, this value is automatically
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increased whenever the levels are updated. See the window for this purpose (Routines>> Project>>
Updating Levels)
Seniority Year
Indicate the seniority start date of the resource.
Number of vacation days
Indicate the number of days of annual vacation to which the resource is entitled. See the definition
window for this purpose (Parameters>> Project>> Vacation Award Management).
Calculation method: Fixed, Seniority or Rate
If vacation hours are accumulated periodically by the software, you must indicate whether the calculation
is fixed, based on the resource’s seniority (i.e. the number of vacation days) or if it is based on an
accumulation rate on the hours. If it is a rate, the resource’s class must indicate what types of hours the
calculation must be based on.
Unit
Check the Hourly or Monetary box for each bank. This will determine whether the bank is managed with
an hourly or monetary value.
Hourly / Monetary
This field indicates the number of accumulated hours/or the corresponding monetary value:
 For time banks (accumulated hours worked)
 For sickness
 For previous year’s vacations (PY)
 For the current year vacation (CY) (i.e. the hours that are accumulated during the year)
 For earlier vacation banks if the option was selected in the project parameters. These hours
correspond to the balances of vacation hours from the previous year (PY) at the time of the last
year end processing period, derived from the consumption of the current year.
 For accumulated vacation time on overtime if you use the calculation method based on an
accumulation rate. However, these hours are consumed manually.
The vacation hours must be consumed in the following order: Previous vacations > PY Vacations. The
deductions are never made on the current year. The balance of the previous year may however be
negative (i.e. showing the anticipated consumption of hours).
Vacation rate
Enter the percentage of accumulation for the vacation if you use the calculation method based on a rate.
Overtime Conversion Rate
If the accumulated hours are defined as overtime, the rate defined in this field will be used to calculate the
accumulation (normally, it is a rate of 1 or 1.5).
Special Time Conversion Rate
If the accumulated hours are defined as special time, the rate defined in this field will be used to calculate
the accumulation.
Calculation method: Fixed, Senority or Rate
If vacation hours are accumulated periodically by the system, you need to indicate if the calculation is
fixed, or if it is based on the senority of the resource (for example, the number of vacation days) of if it is
related to the accumulation of hours rate. If it requires a rate, the resource class must establish which type
of hour calculations.
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Average vacation rate
Check this box Average vacation rate, if during the year-end close of the project module (see
Routines>Project>Project>Closing Exercises), you would like to adjust the earnings rate code in the
payroll module that allows you to pay vacation in accordance to the accumulated value in the payroll
module and number of hours accumulated in the project module. This box is check by default. This
procedure normally implies the vacation provision calculated within the payroll module. In this case, the
number of hours previous years is adjusted according to the average calculated rate.
Accumulation Rate
Enter the factor for calculating sickness and vacation banks only if you use the fixed calculation method.
The rate will depend on how frequently you will run the Banks Update routine
(Routines>Project>Banks Update). For example, if the resource has a right to 2 weeks vacation per year
and the banks are updated every week, then the rate is 0.038 (i.e. 2/52).
Status
This field is optional and for reference only. It defines the resource’s status. Some companies use it to
simplify the verification of timesheets in the Timesheets Transactions Entry window. For example, a parttime employee has no banked hours. The data entered is specific to each company (maximum 10
characters).
Level
This field is optional and for reference only. It defines the level of the resource. Some companies use it to
simplify the verification of timesheets in the Timesheets Transactions Entry window. The data entered is
specific to each company (maximum 10 characters).
Carry over from last year
This field allows the display of the number of vacation hours from the previous year is the maximum
number of carried over vacation hours (see Tools >> Setup >> Project >> Projects >> Vacation Button) is
more than 0.
Vacation Entitlement
This field is optional and is a reference only. This field is not used by the software but can serve to enter
data specific to vacations.
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Project Setup
Project Control
Fees Invoicing Method Setup
(Tools >> Setup >> Project >> Fees Method)
Use this function to define the methods for calculating fee-invoicing rates for projects from the same
customer. These rates are normally negotiated with each customer.
Rates can be defined by class, category or a combination of these different factors for internal control. If a
specific class is defined, it will appear on the invoice. It is also possible to define a specific class to be
displayed on the invoice.
Classes can be defined (in the Class Setup window) with a different invoicing rate each,
and can be grouped when invoiced under the same rate by defining a specific class. For
example, three classes are defined: “novice engineers”, “intermediate engineers” and
“senior engineers”. A unique invoicing rate can then be defined for these three classes,
which will be applied to the specific class “engineers”, and affect employees from the
three defined classes (see the Specific Class field for details).
In this window, invoicing methods can be added or deleted, and data can be added, modified or deleted.
Once saved, invoicing methods data can be modified, except for the Class, Resource and Category fields.
Enter new data, then click the SAVE button. When modifying a transaction method, previous transactions
in a project that use the method will not be affected, unless they are adjustment transactions and
calculation factors have been changed.
To copy a Fees Invoicing method, click the Copy button: a box will appear where the name of the new
method (maximum 10 characters) can be entered. Lines can then be modified or added. Again, the Class,
Resource and Category fields in the copied method cannot be modified. Enter new data and click the
SAVE button.
You can have more than one version of the same method to know the different rate changes that occur over
time (see Start Date). By doing this, you will always be assured that these transactions will be evaluated on
the rate in effect when it was entered and not the latest rate.
*** Important*** You may now use invoicing methods to pay your resources according to a rate specific
to the project where the resource’s time is being entered. It is then possible to manage cost rates other
than those pay codes outlines in the payroll module.
To delete an invoicing method or a line of an invoicing method, as well as the data associated with it,
click the DELETE button.
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Project Control
Fees
Enter a ID (maximum 10 characters) to identify the Fees Invoicing method.
Description
Enter a description (maximum 50 characters).
Starting Date
Enter a start date for the use of a method. If there are changes in rates that come into effect at a specific
date, it is possible to define several start dates for use for the same method. It is possible to duplicate the
billing methods to reflect rate increases over the years. To do this, you must copy a billing method by
keeping the same identification ID, but indicating a new start date. In this way, if you make an
adjustment transaction on a history transaction, it will be reassessed according to the method
corresponding to the date indicated.
Inactive
Check this box to de-activate an invoicing method. If this box is checked, the method can no longer be
associated with projects.
Additional Mark-up
Check this box to generate a budget agreed upon by the customer to cover expenses (e.g. mileage, meals,
etc.) that are chargeable to the project, but that are not directly billable. (e.g.: fixed administrative costs
for each hour worked).
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If the box is checked, click the Additional Information button to enter data relevant to the mark-up. See
screen Fee Invoicing Method Setup – Mark-up Supplementary below. If the box is not checked, the
fields associated with the mark-up are not available.
Category
Enter the category to which the additional mark-up is applied.
Resource
Enter the physical resource to which the additional mark-up is applied. If you do not enter a
resource, the transaction will be identified with the (human) resource that generated the
transaction.
Mark-up Type
 Mark-up % corresponds to an invoicing rate percentage (enter 105.00 for 105%)
 Rate/hr corresponds to a fixed hourly rate
Mark-up Rate
Enter the mark-up rate
If this box is not marked, all the fields related to Mark-up are greyed out.
A Fees Invoicing method establishes an invoicing system from a specific class or resource, with or
without a specific category.
Class
If the billing rate is defined by employee class, enter the employee class affected by the selected invoicing
method.
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Resource
If the employee defines the billing rate, enter the resource ID affected by the invoicing method.
Category
Enter the Category ID where the fees invoicing method is applied, or leave the field blank to apply the
method by default to all categories.
Type
Select the type connected with the fees invoicing method:
Invoicing Basis Unit Cost
In the case of mark-up cost invoicing: if this type is selected, enter a unit cost – but not the actual
cost – in the Regular, Overtime and/or Special fields, which will calculate invoicing rates
according to the project’s mark-up rate.
Monetary Mark-up
The monetary mark-up is calculated by adding the rate paid to an employee, the employee
benefits rate defined in an invoicing method and the fixed mark-up rate determined by the user.
Restated Annual Salary
In the case of mark-up cost invoicing: if this type is selected, the employee’s hourly rate –
multiplied by his number of annual hours (entered in the Resources Setup window) and divided
by the Hourly Basis (field at left side of screen) – will be used to calculate the invoicing rate
according to the mark-up rate (i.e. a multiplier such as 2.5) specified in the Regular field. If there
is no mark-up rate, the system will calculate from the mark-up rate specified in the project level.
If there is a mark-up rate in both areas, the invoicing method’s mark-up rate will have priority.
Invoicing Unit Rate
In the case of invoicing at invoicing unit rate: if this type is selected, enter a billable hourly rate in
the Regular, Overtime and/or Special fields.
Time Basis
If the Adjusted Annual Salary type is selected, enter the basic hourly rate to calculate the invoicing rate.
Fields connected exclusively with the Restated Annual Salary type
Rounding
If this box is checked, the calculated cost rate will be rounded to the closest five cents (5 ¢).
Maximum
This field is mandatory if the Annual Adjusted Salary method is used. It determines the maximum
hourly rate before mark-up. Enter a rate of 99999 if there is no maximum.
Employee Benefits
Enter the hourly rate percentage before the mark-up associated with Employee Benefits.
Specific Class
This field can allocate employees to a class different from their initial class for this specific invoicing
method.
ID Specific
This field can allocate a resource to a specific invoicing method replacing the Resource ID in the
invoicing software.
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Fixed rate
In the case of a definition of base unit cost or adjusted annual salary, used to set a cost plus billing rate, it
is possible to add a fixed mark-up amount over the stipulated mark-up factor.
Regular, Overtime, Special
If the selected type is Invoicing Unit Rate, enter the invoicing rate for Regular, Overtime and Special
Time. If the type is Annual Adjusted Salary, enter specific mark-up rates (other than those entered in the
project).
Regular ID régulier, Overtime ID, Special ID
You may configure a reference number depending on the type of hours entered by the resource. This
reference could be used in modified reports on transactions or within personalized invoices.
Regular Cost, Overtime Cost, Special Cost
If you have checked “Paid Cost”, you need to enter into the field the anticipated cost rates for each type of
hours used. The resources are identified by invoicing method (via the class or resource number) and will
then be paid according to this rate rather than the one entered in the payroll module.
Paid
If this box is checked, the anticipated cost rates within the fields Regular Cost, Overtime Cost and
Special Cost will be used as the base salary for the resource classes or resources defined by the field.
This option will then take precedence over the rates defined in the Payroll module and/or within the
Resource card (Projects>Parameters>Project>Resource).
***Important*** If the paid cost box has been checked and the value within the Regular Cost, Overtime
Cost or Special Cost fields is equal to zero (0.00), this value will be used as the cost rate for the affected
transactions. Therefore, the resources will not be paid for the hours entered according to these
parameters.
Buttons Display/Hide
You may use the Display/Hide button, placed on the right hand side to scroll through the window,
to view the addition details available. By default, only the first line is displayed.
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Expense Invoicing Method Setup
(Tools >> Setup >> Project >> Expense Methods)
This feature allows you to define methods for calculating the billing rate of applicable expenses at the
levels of the concerned projects. The rates will be used to calculate employee expense reports and
customer invoices. Invoicing methods are normally created per customer.
In this window, invoicing methods can be added or deleted, and data can be modified or copied. Once
saved, invoicing methods data can be modified, with the exception of the Category field. Enter new data
and click the SAVE button.
To copy an expense invoicing method, click on the COPY button: a box will open requesting a name for
the new method (maximum 10 characters). Lines can then be modified or added. Again, the Category
field in the copied method cannot be modified. Enter new data, then click the SAVE button.
To delete an invoicing method and the data associated with it, click on the DELETE button.
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Expense
Enter a ID (maximum 10 characters) to identify this expense invoicing method.
Description
Starting Date
date, it is possible to define several start dates for use for the same method. It is thus possible to duplicate
the billing methods to reflect rate increases over the years. To do this, you must copy a billing method by
keeping the same identification ID, but indicating a new start date. In this way, if you make a adjustment
transaction on a history transaction, it will be reassessed according to the method corresponding to the
date indicated.
Inactive
Check this box to deactivate an invoicing method. If this box is checked, the method cannot be used.
Type
Select the type connected with the expense invoicing method:
Mark-up Rate
If this type is selected, enter a rate that increases the applied cost; for example, a mark-up rate of
1.05 corresponds to 105% of applied costs.
Invoicing Unit Rate
If this type is selected, enter a unit rate that calculates the corresponding billable value; for
example, a rate of 0.35 corresponds to 35 cents (35 ¢) per applied unit.
Paid
If this box is checked, the cost rate will surpass the amount payable under the corresponding category
when the expenses are paid to the resource. This function is used to manage exceptions to company
policy due to a client’s request or client’s contract.
Billing Rate
If Mark-up Rate is selected in the Type field, enter the rate to establish the mark-up percentage.
If Invoicing Unit Rate is selected in the Type field, enter the rate to calculate the billable value per unit.
Cost Rate
Cost rate can be entered to calculate costs for invoicing purposes or for reimbursement to the resource.
Regular ID
You may configure the reference number to expense category that is being used. This reference could be
used within modified reports on transactions or within templates for personalized invoices.
Gross Amount
Check this box to indicate that the calculation is made on the total including taxes. If the box is not
checked, the calculation is made on the net amount (before taxes).
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Internal Expense Method Setup
(Tools >> Setup >> Project >> Int. Expense Method)
This feature allows you to define methods for calculating the billing rate of expenses incurred at all the
levels of the projects concerned. Normally invoicing methods are created per customer. Internal expenses
are: rent, equipment rental, user licenses, photocopies, etc.
In this window, invoicing methods can be added or deleted, and invoicing methods can be modified or
copied. Invoicing methods data can be modified even a save, except for the Resources and Category
fields. Enter new data, then click the SAVE button.
To copy an invoicing method, click on the COPY button: a box will open requesting a name for the new
method (maximum 10 characters). Then lines can be modified or added. Again, the Resources and
Categories fields in the copied methods cannot be modified. Enter new data, then click the SAVE button.
To delete an invoicing method and the data associated with it, click the DELETE button.
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Project Setup
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Int. Expenses
Enter a ID (maximum 10 characters), identifying this internal expense invoicing method.
Description
Starting Date
date, it is possible to define several start dates for use for the same method. It is possible to duplicate the
billing methods to reflect rate increases over the years. To do this, you must copy a billing method by
keeping the same identification ID, but giving a new start date. In this way, if you make an adjustment
transaction on a history transaction, it will be reassessed according to the method corresponding to the
date indicated.
Inactive
Check this box to deactivate an invoicing method. If this box is checked, the method cannot be used.
Type
Select the internal expenses type among the following three options: equipment, tests and internal
expenses.
Category
Enter the category ID to which this internal expense invoicing method is applicable, or leave the field
blank to apply it by default to all categories.
Type
Select the type connected with the invoicing expenses method:
Mark-up Rate
If this type is selected, enter a rate that increases the applied cost; for example, a mark-up rate of
1.05 corresponds to 105% of applied costs.
Invoicing Unit Rate
If this type is selected, enter a unit rate that calculates the corresponding billable value; for
example, a rate of 0.35 corresponds to 35 cents (35 ¢) per applied unit.
Paid
If this box is checked, the cost rate will calculate the payable amount.
Billing Rate
If Mark-up Rate is selected in the Type field, enter the rate that establishes the mark-up percentage.
If you have selected Invoicing Unit Rate in the Type field, enter the rate that calculates the billable value
per unit.
Cost Rate
Cost rate can be entered to calculate costs if the Paid box is checked.
Regular ID
You may configure the reference number to expense category that is
being used. This reference could be used within modified reports on
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Project Setup
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transactions or within templates for personalized invoices.
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Project Setup
Project Control
Territory Setup
(Tools >> Setup >> Project >> Territories)
Territories define the zones in which projects are executed.
Once saved, the territory ID cannot be modified; only the description can be modified. Enter the
modifications, then click the SAVE button.
To delete a territory ID and the data associated with it, click the DELETE button.
Territory
Identify a territory ID (maximum 10 characters), or click the lookup button to select one from the
Territories window.
Description
Enter a description for the territory (maximum 50 characters).
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Project Setup
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Branch Setup
GP: (Setup >> Project >> Branches)
Branches usually identify the territories in which projects are executed, from where reports are sent, and
usually, where project invoicing is performed.
Once saved, the branch ID cannot be modified; only the description can be modified. Enter the
To delete a branch ID and the data associated with it, click the DELETE button.
Branch
Identify a branch ID (maximum 10 characters), or click on the lookup button to select a branch from the
Branches window.
Description
Enter a description for the branch (maximum 50 characters).
A branch can also identify the person in charge of preparing the invoice for the project manager.
Resource
Enter the resource responsible for the invoicing of the branch.
You can create several Branch ID for the same physical branch.
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Project Setup
Project Control
Project Type Setup
(Tools >> Setup >> Project >> Project Type)
A project type defines the frame in which projects are to be executed. Thus they allow for grouping
similar projects for analysis purposes.
Once saved, the project type ID cannot be modified; only the description can be modified. Enter the
To delete a project type ID and the data associated with it, click the DELETE button.
Project Type
Identify a project type ID (maximum 10 characters), or click the lookup button to select a project type in
the Project Types window.
Description
Enter a description for the project type (maximum 50 characters).
Group ID
It is possible to group several project types by associating them to the same Group ID. This group is not
used in the various reports. It is only informational, but can be used in the definition of customized
reports.
Coordinator
You can identify a coordinator by project type. Select the appropriate resource.
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Project Setup
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Service Type Setup
(Tools >> Setup >> Project >> Service Types)
The service types allow you to define the nature of professional services to be provided under the various
levels of the projects.
Once saved, the service type ID cannot be modified; only the description can be modified. Enter the
To delete a service type ID and the data associated with it, click the DELETE button.
Service Type
Enter a service type ID (maximum 10 characters), or click the lookup button to select a service type from
the Service Types window.
Description
Enter a description for the service type (maximum 50 characters).
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Project Setup
Project Control
Productivity ID Group
(Tools >> Setup >> Project >> Prod. Id Group)
Groups are defined for report creation purposes only: they group together productivity IDs that appear
under one of the report columns. Enter a description for each group to allow productivity IDs to be
associated with a column appearing on the productivity report. This description will be used as a column
header.
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Project Setup
Project Control
Parameters of the business units
(Tools>> Parameters>> Project>> Business Units)
It is possible to define markets for business development and associate a specific business unit to each.
This window allows you to define each business unit and to associate a leader or leaders to them.
Business Unit
Enter the identification ID of the business unit.
Description
Enter the appropriate description of this unit.
Then by pressing the Coordinators Button, it is then possible to identify the resources that are the
coordinators for this business unit.
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Project Setup
Project Control
Market Parameters
(Tools>> Parameters>> Project>> Markets)
In the business development context, it is generally useful to identify the contracts associated with
projects. This window allows you to define different markets of projects completed.
Market
Description
Enter the market’s identification ID.
Enter a description for this market.
Business Unit
Division
Select the business unit in this market.
If you wish, select the division responsible for this market
Then by pressing the Coordinator Button, it is then possible [to assign] the resource or resources that are
responsible for this market.
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Project Setup
Project Control
Grade Maintenance
(Tools >> Setup >> Project >> Level Management)
It is possible to identify the specific grade for each resource (like Senior Engineer). This window allows
you to identify the different grades and the maximum number of months of experience associated to this
grade.
The grades help you monitor the professional progress of your resources according to the different
professional orders. After each update of the resource’s experience (see the process for “Level Updates”),
a report lists the resources that are associated to a level less than their number of months of experience.
Level
Description
Nb. of Months limit
Enter the Level ID
Enter the level description
Enter the maximum number of months experience for this level
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Project Setup
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Vacation Award Management
(Tools>> Parameters>> Project>> Vacation Award Management)
It is possible to calculate the annual number of vacation days depending on the seniority of the resource.
Seniority
From ... to ...
The interval of months of experience which gives the annual number of vacation days
must be indicated. Depending on the number of corresponding months of experience,
resources will be entitled to that number of days.
Number of days Indicate the number of days of annual vacation to which the resource is entitled.
Type of Period
The calculation period type must be indicated.
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TEDI Setup
The Time and Expense module (TEDI) allows employees to complete their timesheet and expense report
on a weekly basis. The module is completely integrated with the Project Control module, hence
accounting departments will no longer have to manually enter data from each employee.
The application has various features allowing the module to be customized for more efficiency.
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Time & Expense Definition Settings
(Tools >> Setup >> Project >> Configuration)
In a multi-company project environment, it is now possible to have the time sheets parameters by
company. To do this, you must press the Make Specific button in the company that must have particular
processing in TEDI. Companies that are not configured in this way will use all the common parameters.
General Options
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Period Type
You can choose a weekly, bi-monthly, or monthly time period.
1. Weekly
2. Bi-monthly (1-15, 16-[28-31])
3. Monthly
Ending Period
For weekly time-sheets, use this drop-down list to choose the day of the week
that ends the week for control purposes for employee time and expense. Any day
may be chosen; usually Friday, Saturday or Sunday is selected as the day to end
the week.
Productivity
You can display the productivity rate (Client Rate) of resources. For this
purpose, choose either to display the % of productivity or the % of nonproductivity or Display No Productivity.
It is possible to display the client or non-client rate in the Time Sheet. This rate is based on the
productivity ID of each charge and is calculated as follows:

Fixed Salary Personnel (not paid for overtime OT)
In this case, the productivity ID associated with the overtime hours adjustment project is
identified as time worked.
Example1:
Example2:
Client checked (Billable or not) 40.00 hours
Client unchecked
10.00 hours
OT adjustment (Worked)
-12.50 Hours
Total time paid
37.50 hours
Client
106.67%
(40/37.5)
- 2.50 hours
Total time paid
37.50 hours
Client
106.67%
(40/37.5)
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TEDI Administrator
Example3:

Project Control
Client unchecked
5.00 hours
2.50 hours
Total time paid
37.50 hours
Client
80.00%
(30/37.5)
Hourly Wage Personnel (paid for overtime)
In this case, the productivity ID associated with the time bank project (Accumulated Overtime or
AOT) is identified as time not worked.
Example1:
Example2:
Example3:
Client unchecked
10.00 hours
Time bank (not worked)
-12.50 hours
Total time paid
37.50 hours
Client
80.00%
(40/50)
Client checked (Billable or not)
Total time paid
Client
40.00 hours
- 2.50 hours
37.50 hours
100.00%
(40/40)
Client unchecked
5.00 hours
2.50 hours
Total time paid
37.50 hours
Client
85.71%
(30/35)
Display
Expense tab
Entry without
decimales
Check this box if TEDI is used to generate employee expense
statements. The Tab will be displayed next to the Time Tab.
Check this box is you would require it to be mandatory to
enter expenses without decimals.
Multi-currency Module
Check this box if the Multi-currency Module is used and it will
allow staff members to create expense statements in various
currencies.
Expense Rate
Check this box if the employee can enter themselves the
conversion rate for expenses.
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Internal Expenses tab
Check this box if TEDI is used to enter internal expenses applied
by staff members.
IN/OUT Hours
Choose whether or not employees will have to indicate their start
and end time at work. The information represents a declaration
based on an honour system basis.
Hours to be completed
Check this box to allow employees to indicate the number of
hours required to complete the work at hand.
Customer Filter
This option enables employees to choose projects sorted by
client order.
Detailed Timesheet Report
Check this box to have the total by hour type printed on the
Timesheet Report.
Send timesheets with entries at zero
Check this box to allow employees to leave entry lines empty
without having to enter hours in their timesheets.
Approver cannot modify timesheet
Check this box if the timesheet approver is not authorized to
modify the employee’s timesheet of which he would normally
approve.
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TEDI Administrator
Approver – Reminder of
verification of expenses
Project Control
Displays a reminder message to the approver to tell him to not
forget to check the expense statements when he does not consult this tab
and give his approval.
To modify transferred timesheet
Check this box to allow the Administrator to modify timesheets
that have been transferred to the Project Control module.
Print modified field by
Check this box to print on employee’s timesheet, the
identification ID of the resource who has modified the timesheets
which is not his/hers.
Display Remaining Hours to Project Check this box to display the remaining hours available to this
project (Hours budgeted – Hours to date)
Display Project Status
Check this box to activate the window on the project status
regarding the billable value for Project Manager. (Menu
Administration)
Language ID Category
Check this box to use a second language for your cost categories.
Use Project Estimation
Check this box to allow resources, who have access to projects,
not to exceed the number of hours established in the estimations
of the project.
Default parameter - Import
hours/expenses at zero
Restrict import/copy change. of
depart.
Print clearly FDT administrative
projects
Print the description
Check this box if you want the line copy of a previous
period to carry over only the coordinates of the project
without the charges.
Check this box so that, in the copy function of the lines of
a previous period, the division is validated so that it
corresponds to the resource’s division (useful when your
resources change a department/division).
Check this box if you want the charges to administrative
projects (i.e. non client productivity ID) to print on a
separate page from client projects.
Check this box if you want the description entered for
each charge to be printed on the report.
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Hours Bank
Choose whether to display any overtime accumulated for future
payment for each employee.
Sick Bank
Choose whether to display the accumulated sick hours by the
employee.
Banks visible by employee
Vacation Hours
VCY, VPY, VOT and VEY
Check this box if you want TEDI Group coordinator
type Resources to see the cumulative of various
resources under their responsibility. You will then need
to specify what kind of responsibility you give this
visibility (Approval Group and/or Validation Group)
Check this box if you want to view the vacation hours of
the current year (CY), the previous year (PY),
accumulated for overtime and for earlier years.
Hours Reconciliation
When you request the employee to enter his start and stop time
and you can select Reconciliation. The system will reconcile the
number of hours entered and verify (equal) these hours at the
moment when the employee sends his/her timesheet.
With overtime hours
With special hours
Reference and Description
you can choose to include overtime hours
you can choose to include special hours
This option will allow each employee to have the possibility to
enter a short reference (30 characters) or description (256
characters) or both on their timesheet and expense report in order
to provide additional information for their allocations.
Mandatory Reference
Check this box to force the resource to type in a description of
the work done for each timesheet entry.
Vacation
To take and accumulated
Check this box to display the table Vacation Banks that is found
in TEDI (Tools >> Vacation Banks)
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Display Vacation by day
Check this box to display vacation by hours and by day.
Conversion Factor Hours by Day
If the Display Vacation by day box is checked, enter the number
that will convert hours to days. For example, if a work
corresponds to 7.5 hours, enter 7.5 in the field.
Custom label - Type of overtime
Special
You can customize the label of the type of
overtime.
You can customize the label of the type of special
time.
Prevent exceeding the time bank
Check this box if you do not allow your employees
to have a negative time bank (i.e., consuming more
hours than those accumulated).
Prevent exceeding the vacation bank
to have a negative vacation bank (i.e., consuming
more hours than those accumulated in previous
years).
Prevent exceeding sick leave banks
to take, in a same period, more hours of sick leave
than provided to the employee annually.
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Input time by quarter-hours
Check this box if you want to force the time to be
entered in a minimum of quarter hour periods.
TEDI rounds the charges of resources to make
them consistent with this rule.
Use the expense date
Check this box if you allow your resources to enter
earlier expenses in the current period by indicating
the date in order to associate it to the project with
the actual date.
If you use the planning function, check this box if
you allow your resources to enter hours through the
time tab (i.e. on projects for which they were not
planned) in addition to the tasks tab.
Display the time tab
Button – CRM
Allows you to create a link to the Microsoft Dynamics CRM
application and to its service incidents.
CRM Integration
Check this box if you are using the Microsoft CRM application and
you would like to enable the interface the incidents within the Service
module.
JTE CRM URL
Within the CRM interface, you need to enter the URL link to the website
Microsoft Dynamics CRM application.
Button – Cost types
This window allows you to specify the types of standard cost items/categories which are available to enter
data from the expense reports (See Project setup: Cost Types).
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Button - Project Progress
TEDI can be used to periodically enter the progress of projects.
For this purpose, you must specify the types of flat rate projects for which this action will be necessary.
Contract Price Pjct. Types
You must check the types of project billing which are subject to entering the progress: Cost plus with
maximum, Contract Price or Cost Percentage. Normally all these types should be checked.
Percentage of mandatory progress
You can indicate whether a percentage of completion is mandatory.
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Minimum billable hours
You can specify a minimum number of budgeted hours to identify the levels in which entering the
progress is mandatory.
And/Or
You must select if one or the other or both the minimums must be verified.
Minimum billable expenses
You can indicate a minimum revenue budget to identify the levels in which entering the progress is
mandatory.
Furthermore, in the project form, you can include specifically designated projects to require entering
Actual Progress, even if it is a cost plus project.
Do not forget that these values (Billing Type and Revenue Type) defined in the project form are default
values for the sub-levels, however, the specific values of the sub-level are actually taken into account
during processing .
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In regards to entering progress, it can be made globally by sub-level (Summary by level) or by budgeted
department in each sub-level (Summary by department).
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One should note that in the case of a Summary by department, the project manager defined in the
budget of the corresponding level will complete the progress entry. While in the case of the Summary
by level, the Execution Coordinator defined in the corresponding level will complete the progress entry.
Thus, once the elements are defined in the projects/sub-levels, it is possible to identify those which are
subject to an entry on the project’s Progress.
The project manager or the execution coordinator, as the case may be, needs to just click on the
appropriate icon
in his time sheet to open the input window for the project’s Progress.
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The window is divided into two sections. The upper part shows in bold the ID and title for
projects whose progress is required. The lower part shows the cumulative hours to date and
amounts as well as their respective budgets and their % of use of the budget.
The user can choose to display only the mandatory projects/sub-levels by checking the box
provided. Otherwise, all projects/sub-levels are displayed.
They can then enter the % of progress at the period end date and, if necessary, an appropriate
comment.
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Note that the % of progress of the previous period is automatically set as the default value for the
current period.
Once all the required projects are completed, the user must specifically Send his project’s
progress. A confirmation message then appears.
Once sent, only the administrative department may amend an already entered percentage. A
window for this purpose is provided within Dynamics GP.
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Button - Comments
Comments
You can enter a comment or a message which will be displayed at the bottom
of the time sheet report page for all employees.
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Button - URL Connection
This window is used to configure the URL connection so that the Group Coordinator can reprint the
employee time sheets and expense reports.
You’ll find most of the information required in the configuration file “.jnlp” of your installation of TEDI.
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Button - Options
Pay stub Options
Print banks
Bilingual Pay ID
Department Format
Department Lending
Inter-Company
If the Pay stub functionality in installed, check this box if you
want to include the employee bank totals on their pay stubs.
Select the language of the first language ID to appear on the Pay
stubs.
Indicate whether employees may choose the department where
they want to apply allocations from projects that allow staff
lending between departments.
When many companies share project data, choose whether to
allow employees to apply their time and expenses to a project
with no budgeted department from the company that they belong
to.
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Format
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When employees are allowed to apply allocations to a project
with no budgeted department from the company that they belong
to, indicate the segments necessary to identify the required
department.
Custom login error message
You can create an error message which is different from the “Non-Valid Authentication” message which
will be displayed when information entered into TEDI are not exact. This personalized message needs to
be configured in both languages, where applicable.
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Personalized labels for banks
VAP Bank
You can configure a different label for the Available Vacation and for Bank of
Hours. This personalized label must be configured in both languages, where
applicable.
Button - Security
Password required
Check this box to make it mandatory to enter a password for
each employee when entering his time sheet and his expense
statement.
Strengthened Validations
Check this box to force the user to follow certain rules when he
defines his password to prevent passwords that are too simple.
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Administrator password
New password
Confirmation
Project Control
This password allows access, without restrictions, to the time
sheets and expense statements for all employees. It also allows
access to the modification function after transferring charges.
If a new password is entered, it must be retyped in this field to
confirm it.
Administrator Payment Statement
The Administrator password does not allow access to employee salary statements. They are protected by
the resource’s password. To gain access to salary statements, you must check this box and enter a general
password protecting access.
New password
This password allows access to salary statements of all
employees.
Confirmation
If a new password is entered, it must be retyped in this field to
confirm it.
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TEDI Group Maintenance
(Tools >> Setup >> Project >> TEDI Groups)
Use this feature to define the person or group that will be responsible for transferring and/or approving
time and expense records to the Project Control module.
For example, groups may correspond to departments, branches or project manager groups in the case of a
display or detailed approval of project distributions.
Group
Enter an ID for the group.
Description
Enter a description appropriate to the group. This can be the department name or branch
name.
Group Options
*** Important *** You must not confuse the functions of the two group types (Resources and Project
Managers). You must therefore create separate groups. A coordinator may however be associated with
several different groups of both types.
Resources
You can create employee/contractor groups to enable “group coordinators” to have access to Time
Sheets and expense statements of the persons selected. For this type of group, you need all the
resources that are under the responsibility of the coordinator as members.
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This selection allows you to complete the time sheet and the expense
statement of the group's employees and to send them on their behalf.
This selection allows you to complete the time sheet and the expense
statement of the group's employees and to send them and reset them, if
necessary.
Check this box if you want the group’s coordinator concerned to
approve the time sheets of employees belonging to this group
Check this box if you want the transfer transactions of this group of
employees into the concerned batches.
Input
Validation
Approval
Transfer
It must also indicate that if no box is checked, the group coordinator may consult the time sheets and
expense statements of the identified personnel without being able to modify or approve them
(consultation only).
Project managers
You can create a group by project manager to enable the group coordinator to monitor and/or
approve the charges made to their projects. Members of these groups must only be the project
manager or managers. The system will enable the group coordinator to use the functions specific to
this type of group on projects associated to Member(s) of the group:
Visualization
Project Status
Detailed Approval
Check this box if you want the coordinator to view the time and
expense details charged to various projects. To access this
function, the coordinator must go to the TEDI menu bar and
choose Administration > Display.
Check this box if you want the group coordinator to have access
to the project status report available through TEDI. To access
this function, the coordinator must go to the TEDI menu bar
and choose Administration > Project Status.
Check this box if you want him to approve, in detail, the time
and expenses charged to the projects and the resource/level for
which the identified resource is the project manager. To access
this function, the coordinator must go to the TEDI menu bar
and choose Administration > Approval.
Inactive Resources
Check this box to also display inactive resources in the user’s window.
Insert
Remove
Click this button to add members belonging to the group.
Click this button to remove members from the group.
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Group Coordinator
(Tools >> Setup >> Project >> Group Coordinator)
This feature is used to identify the group(s) attached to a coordinator. The Group Coordinator can view
and /or approve employee time sheets and expense reports.
Coordinator
Click the lookup button to select a coordinator.
Insert
Click this button to add one or more groups to the coordinator selected.
Remove
Click this button to remove one or more groups previously selected for the
coordinator.
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Unlock an Employee’s Timesheet and Expense Report
(Tools >> Setup >> Project>> Unlock Timesheet)
After an employee has completed a timesheet for a period, it may be necessary to make corrections in it.
This feature is used to identify timesheets and expense reports completed by an employee and to reverse
their status to Not Completed.
However you cannot change the status of time sheets that have been transferred.
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Employee Timesheet and Expense Report Status
(Tools >> Setup >> Project >> Timesheet Status)
This feature displays and prints employee timesheets and expense reports, for a given period, which are:
 Not completed
 Completed
 Under Approval
 Transferred
and, if applicable, to display the corresponding number of hours for each timesheet and expense report.
You can also include or exclude inactive resources.
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Reprint Timesheets
(Tools >> Setup >> Project >> Reprint Timesheet)
Employee timesheets can be reprinted. You have to be sure that the URL configuration (found on the
Time & Expense Definition Settings window) is set properly.
Start Period
End Period
Enter the period’s start date of the timesheets to be reprinted.
Enter the period’s end date for the timesheets to be reprinted.
Customer
Enter the client for which the timesheets are to be reprinted.
Employee
Enter the employee ID or contractual employee ID whose timesheets are to be
reprinted. By default, the timesheets from All employees would be reprinted.
Project
Enter the specific project ID for which the timesheets are to be reprinted. By
default, timesheets from All of the selected client’s projects would be reprinted.
Empl. Department
Enter the department ID of the employees for which you want to reprint the time
sheets; by default, all departments are included in the selection.
Level 1
Enter the selected project’s level 1 for which the timesheets are to be reprinted.
By default, All of the selected project’s level 1 timesheets would be reprinted.
Level 2
Enter the selected project’s level 2 for which the timesheets are to be reprinted.
By default, All of the selected project’s level 2 timesheets would be reprinted.
Include
Check the reports you wish to reprint. You can thus reprint the Time Sheets, the
Expense Statements and/or Internal Fees charged through TEDI corresponding to
the search elements.
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Specific
If this option is checked, selected employees’ reports can be reprinted for the
selected projects /level 1 /level 2 (regardless of which client the projects belong
to). This option will reprint all completed reports that have at least one
transaction and in which the selection corresponds to employee, project, level 1
and level 2 search criteria.
TEDI Completed
If this option is checked, you can print completed reports of selected employees.
Timesheets would print out as appeared in TEDI.
By customer
If this option is checked, timesheet lines for selected employees, projects, level
1s and level 2s can be printed for a specific client. For this option to work, the
Customer TS box must be checked for the project in the Project Maintenance
window.
Language
Timesheets can be reprinted in French or in English.
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Timesheet Status Blocking
(Tools >> Setup >> Project >> Timesheet Status Blocking)
This window allows you to block timesheets to limit access to them.
Period:
Enter the end date of which you want to block the timesheets
Transferred:
Check this box to mark the timesheets not completed as being transferred.
Blocked:
Check this box to stop the access to timesheets during the period indicated and all
previous periods.
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TEDI Restrictions
(Tools>> Parameters>> Project>> TEDI Restrictions)
You can define project restrictions in the TEDI Time Sheet, i.e. to ensure that a project cannot be used or
that a warning is given for a group of employees according to the status or mode of payment thereof.
Project
Type of restriction
Pay Status
Mode of Payment
French Message
English Message
Enter the project ID on which you want to impose a restriction.
Choose the type of restriction between Warning and Block. Warning
will only show the message that you specify whereas Block will not
allow you to select the project
Choose the pay status or mode of payment to which you want to
impose this restriction. You can save as many restrictions as you
want for the same project.
Enter the warning message in French and the warning message in
English corresponding to the restriction.
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Cards – Project
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Project Maintenance
(Cards >> Project >> Projects)
This feature enables the definition of projects that require a specific follow up:
Client Projects
 Billable
 Not billable
Administrative Projects
 Business development projects (Proposal - Representation)
 Administrative service projects (Accounting, Human Resources)
 Support services projects (Secretarial, Computing, Laboratory…)
 Service administration projects
 Corporate administration projects
 Employee benefits projects
 Invoiced-time adjustment projects (Hour bank, Contractual)
Project Suite offers a flexible project structure, making it possible to adopt the structure that works best
with the professional services offered. Moreover, projects can be structured independently from
invoicing; more than one project can also be defined for invoicing in the same invoice format.
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Project Maintenance can be subdivided in two sub-levels. Each level is defined according to how the
project will be managed:






Sub-project
Modification (modification notice)
Batch
Phase
Deliverables
Etc.
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Project
Enter a project ID or select one from the Projects list by clicking the lookup button.
In the case of a new project, enter the project ID directly or click on the NEW button; a project ID
window will open.
Short Title
Enter a project name or summary description (maximum 30 alphanumeric characters).
Full Title
Enter a project name or detailed description (maximum 3 lines of 30 alphanumeric characters).
Resource Distribution
Check this box to limit some employees from applying transactions to a project, in the Time and Expense
Done over the Internet (TEDI) module. By checking the box, the Resources button at the bottom of the
window becomes active. Employees can be selected from the Project Allocated Resources Maintenance
window.
*** Important *** If you check this box, the whole project will be controlled by resource allocation. It is
therefore appropriate to apply this rule only for a project level. Authorized resources may however be
different from one level to another.
If this box is unchecked, all employees who meet the departmental criteria (i.e. associated with one of the
budgeted departments or permitted by the interdepartmental transactions) can charge their time sheets to
the project and the Resources button is disabled. (See below for more details).
Project Language
If the project uses the standard categories, indicate which language is used for project management. The
categories to be used in the project will be saved in the specified language. It is important to note that the
language change during the project does not require the items that have already been used at least once to
be translated. To change the description of these items, see the section on the cost items.
Customer
Enter a client ID or select one from the clients and prospects list by clicking the lookup button. To enter a
new customer, click the Customer prompt field. The Customer Maintenance window will open.
Contact
Enter the name of a contact person at the client company (maximum 30 characters).
Reference
Enter a reference line for the client (maximum 50 characters).
TS Copy to Client
Check this box if the project’s employee timesheet must be provided to the client. In this case, the TEDI
module will automatically print an extra copy of the employee timesheet for each project for which the
box is checked. The printed timesheet will only contain the hours and expenses charged to the client’s
project.
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Department
Enter the department in charge of the client project. Once the department is entered, the division name is
displayed automatically. This department will also be associated by default to different levels of the
project. You can change the levels concerned.
Invoicing Currency
When using Multi-Currency, the invoicing currency must be selected to allow management report
production in either the invoicing or functional currency and to assure that Revenue Recognition will
occur in this currency.
***ATTENTION***: Once the project has been activated, the invoicing currency cannot be changed.
Rate
The conversion rate of project estimates and budgets must be entered in order to identify the estimated
conversion rate and to ensure a normalized conversion of estimates and budgets. The billing methods of
fees as well as the budgets are still considered in the project’s currency. The rate specified here allows
you to show the budget when the reports are requested in the functional currency of the company.
Branch
Enter the branch responsible for invoicing of the project.
Project Manager
Enter, if applicable, the resource ID that will assume the project management.
Project Executive
Enter the project executive ID for the client.
Market
Enter, if applicable, the project market.
Billing Method
Enter the billing method that applies to the project:
 Contract Price – Signed contract with a fixed price.
 Cost Only – For internal projects that are not billed to clients.
 Cost Percentage – Uses the cost grid to determine billing percentage.
 Cost-Plus – Such as time and materials.
 Cost-Plus with Maximum – cost-plus with established maximum.
As a first step, these types are used for information in various reports to remind those concerned how the
project level must normally be charged. It does not, however, prevent another method of billing to be
used.
In a second step, some of these types of billing can be used to identify the levels at which the project’s
progress can or must be entered (see the corresponding section in the TEDI parameters).
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Revenue Type
Enter the project’s revenue recognition type by default. The majority of these types can be used by
the “Recognition of revenues” function of (Transactions>> Recognition of Revenue) to adjust the
revenues of the project according to the determined type:









Labour and Expenses – Revenues are based on labour and expenses charged to the corresponding
level. This type of revenue has no impact on the adjustment functions of the project’s revenue.
Actual Progress – Revenues calculated are adjusted automatically based on the actual progress
percentage entered by the Project Manager.
Maximum Budgeted – Revenue is adjusted to the Maximum budgeted Amount. If Project Revenue
amount exceeds the maximum budgeted Revenue, then the difference is considered a loss and it
cannot be automatically adjusted.
Comprehensive - it is also the Maximum budgeted amount but is comprehensive for all the project’s
comprehensive sub-levels.
Over 90 days - in this case, reduce the revenue of the value of current work in progress which are
older than 90 days from our cut-off date.
Costs Progress – Revenues calculated are automatically adjusted based on the actual cost plus
percentage incurred in relation to the total cost forecasted in the budget of the corresponding level.
Hours Progress – Calculated revenues are automatically adjusted based on the actual hour progress
percentage incurred in relation to the total amount of hours budgeted to the corresponding level.
Time Progress – Revenues calculated are automatically adjusted based on the percentage of the
number of days passed in relation to the number of days planned at the corresponding level. It uses a
standard “S curve” to determine, under normal circumstances, the progress of the project relative to
the budget based on the total hours charged to date.
Project Type
Enter a project type ID or click the lookup button to select one from the Project Types window. To enter
a new project type, click the Project Type prompt field. The Project Type Setup window will open.
Budget Type
Departments can manage budgets in the following ways:


Summary: A budget that is only entered at the department level.
Detailed (By category): A budget must be entered for each cost category of each department. During
the launch, the program will check whether a budget balances with the departments’ categories.
Progress Type
Project progress is always generated by project according to the following choices:
 Summary by Department: Progress that is entered by the managing department.
 Summary by Level: Progress that is fully entered for all departments that are budgeted by the
corresponding level.
 Detailed (By Category): Progress that must be entered for each cost category of each department.
Territory
Enter the Territory ID in which a project will be accomplished or click the lookup button to select one
from the Territories window. To enter a new region, click on the Territory prompt field. A Territory
Setup window will open.
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Status
At a project creation, the default status is “NEW”. This is a project’s initial status in which no transaction
can be charged.
Once all project data have been entered and the budget defined, the project must be activated (Cards >>
Project >> Activation) or in SBM: (Project >> Cards >> Activation) in order to charge transactions to it.
Once activated, the project status changes from “NEW” to “ACTIVE.”
The “NOT RECONCILED” status is assigned to a project for which a new sublevel or a new budgeted
department has been added to a project.
Once the project status changes to “Closed”, it is no longer possible to charge costs, but it is always
possible to make adjustments, invoices and collections.
Other statuses exist, but they are not displayed in this window. In order for them to function, you must
use the “Web Open Project File”. It will display the different statuses of the project prior to the “New”
status (e.g. creation, pending approval, approved, etc.). During this process, the status field in Dynamics
will be empty.
Default values displayed in the fields below originate from the Project Setup window (see Setup section).
They can be modified for a particular project. Moreover, these parameters are mainly used to define
the default configuration of the project’s various daughter levels. Therefore they allow you to open these
levels more quickly without having to configure each of the parameters involved. You can however
modify these settings at each of the various levels.
Labour Costs Mark-up
If this box is checked, the business benefits of the resources will be identified as “Eligible to social
benefits” and saved as costs in the project. You can then evaluate them with or without these costs in
the various reports.
Labour Mark-up Rate
If the rate is 0, the resource rate is used. If a rate other than 0 is entered, this rate takes priority
over the resource rate. This rate is for information purposes and no accounting transaction will be
generated.
Additional window: Social Benefits: Project
You may define a rate to calculate social benefits based on a specific type of hours (regular,
overtime, special). This rate will take precedence over the above general rate, which has
precedence over the resource rate.
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Percentage for the overhead mark-up
A fixed overhead cost can be saved in the project. If you use it, you can then evaluate your project
with or without these costs in the various monitoring reports. It should be noted that this cost is only
indicative, no accounting charge is generated.
If this box is checked, it will indicate that the overhead will be calculated on a labour cost percentage
basis. If it is not checked, it will be calculated on a fixed amount per hour basis allocated to project.
Overhead Mark-up Rate
In the case of a mark-up percentage, indicate the mark up rate calculated on the actual labour
cost. If a rate other than 0 (zero) is entered, the resource hourly rate is multiplied by this rate.
If it does not involve a mark-up percentage, the rate indicated will be the amount by worked
hour that will be allocated as overhead. If you leave this field at zero, no overhead cost will
be recorded in the project.
Standard Categories: if this box is checked, the standard category defined in the cost category
setup will be used by projects, levels 1 and/or 2. Otherwise, specific cost items must be created
(Cards >> Project >> Cost Items) for each budgeted department of a project, level 1 and/or level
2.
Salary Account: if this box is checked, labour costs will be applied to the salary account defined in
the employee card rather than to the cost account related to the cost category. Among other things,
proceeding in this way allows you to associate a direct cost that is different from one resource to
another (for example by resource class) rather than to generate all the costs in the same account.
Normally, this option is used for client projects.
Inter-department: if this box is checked, staff-lending between departments are allowed.
Moreover, the “interdepartmental management” function will be accessible. It allows you to limit
the non-budgeted departments which can charge time in the project.
If this box is not checked, only employees from budgeted departments of a corresponding level may
charge costs to the project.
Inter-department Rate
Enter the inter-department mark-up rate for the labour costs of resources that are applied to a
project maintenance level when the department that they belong to does not have an authorized
budget. For example, a rate of 1 indicates that inter-department mark-up is calculated at the
employee cost rate and that equivalent revenue charges and cost mark-up are generated in the
department to which an employee belongs. A 0 rate indicates that no revenue or cost has been
generated in the employee’s department.
Opening Date
The project’s opening date is automatically registered at project creation.
Modification Date
A project’s last modification date is automatically registered.
Closing Date
A project’s closing date is automatically registered.
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Last Evaluation Date
This date is currently not used by the software.
Button – Interdepartment
Click on this button if you want to control which departments transactions can be allocated through
interdepartmental. The departments identified in this window will the only ones in which the employees
are authorized to allocate to projects without having these departments be responsible for a specific part
of the budget.
Button – User-Defined
Click on this button to enter data in the fields that have been defined by the user in the project setup.
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Button – Level 1
Click on this button to open the Project Maintenance: Level 1 window (see additional details below).
Button – Invoicing
Click on this button to open the Project Maintenance: Billing window (see additional details below).
Button – Resources
This button is accessible only if the Assign Resources box (at the top of the window) has been checked.
If this is the case, select resources that will be distributed to a project by clicking on the lookup button
next to the Resources field. Only selected employees from this window will be authorized to apply their
timesheets to the project.
You can choose to assign a resource to the whole project or just a level 1 or just a level 2 depending on
how you select the WHOLE LEVEL 1 or WHOLE LEVEL 2 boxes next to the top of the screen.
In order for it to be assigned to the whole project, you must click on the “All level 1” box when only the
project is specified. When you define the resources by level 1, you can configure them to have equal
access to all daughter levels 2 of this level 1 by checking the “All level 2” box.
These authorizations are cumulative. Thus, a resource that is entitled to a single branch of the project will
be added to the resources that have access to the whole project for this specific branch.
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Project Maintenance: Billing
(Cards >> Project >> Projects >> Button Invoicing)
This feature allows you to specify the methods to calculate the billable costs charged to each level of a
project. It can also manage which types of transactions are authorized for the corresponding level:





Staff time
Staff expenses
Vendor invoices
Internal expenses
Defined at the project level, these parameters will serve as the default in opening its daughter levels and
are used to optimize the deployment of the project structure. Each branch of the project may however
have special parameters.
Project
The project ID displays automatically.
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Level 1
Enter Level 1 or click the lookup button to select one. To enter a new level 1, click on the Level 1 field.
The Project Maintenance: Level 1 window will open.
Level 2
Enter the level 2 or click the lookup button to select one. To enter a new Level 2, click on the Level 2
field. The Project Maintenance: Level 2 window will open.
TEDI Transfer – in Detail used to indicate if you want to transfer the time charged in the TEDI (Time
and Expenses) module on a daily basis instead of the specific period. If the box is checked, the time
charged (Project/Level/ Department/Category) will be transferred to a project day by day. If the box is
not checked, only the total of all the days of the period will be transferred to a project.
TEDI
Mandatory Description Check this box if you want the description to be mandatory when the
corresponding project/level is charged in TEDI. This test will be performed on
all types of transactions charged via TEDI (time, expenses and internal costs).
Mandatory reference
Check this box if you want the reference to be mandatory when the
corresponding project/level is charged in TEDI. This test will be performed on
all types of transactions charged via TEDI (time, expenses and internal costs).
The following boxes only allow exiting lists via SmartList Builder, of various levels of projects that
require providing supporting documentation for billing. They are not associated to any process or test in
the application.
Sending the original documents
Check this box if the documents sent to the client must be originals and not copies.
Print Documents
Check the box of the documents are to be transmitted to the client.
Time sheets, expense statements, internal expenses, CF
Fees
Fees Revenue Account
The default value displayed in this field comes from the Project Setup window (see Setup section). It
can be modified for a particular project.
Enter the account to which fees revenue will be distributed or click on the lookup button to select one
from the Accounts window. To enter a new account, click on the Fees Revenue Account field. The
Account Maintenance window will open.
On TEDI
If the box is checked, this means that hours can be charged to the corresponding level from the Time and
Expense Report Module (TEDI). If not, it will not be possible to allocate time to the corresponding level.
Billing Method
Enter a fees invoicing method or click on the lookup button to select one from the Fees Methods window.
To enter a new method, click on the Billing Method field. The Fees Invoicing Method Setup window will
open. The selected billing method will determine the billing rate calculation and the total billing value.
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If the mark up rate is not specified in the fees method, you can configure it in the “Fees Invoicing
Management” window via the expansion button.
Specific Rates
Click on the button to open the Fees Specific Rate Maintenance window from which the applicable
invoicing rate can be defined for the corresponding level by exception to the selected billing method. (See
below Cards – Fees Rate).
Expand Button
Click on the expand button to enter the discount rate, the productivity id and the mark-up rate connected
to this fees invoicing method for the project level.
If no method is used which involves the calculation of a billable value and your resources are all
considered on the same hourly basis, you can define it in this window. If a billing method is used, it takes
precedence over the hourly base defined here.
On TEDI
This option selected (check or uncheck the box), in the preceding Project Maintenance: Billing window,
is displayed. The choice can be modified; if a modification is made here, it will also affect the preceding
window.
Billing Method
The method selected in the preceding window Project Maintenance: Billing, is displayed. The selection
can be modified. If the change is done here, it will also affect the preceding window.
Productivity
Enter the productivity ID used to register staff time. If the ID is entered 00, or another ID that indicates
that it is time worked, Client and Billable, the time is billable and the revenue will be generated at the
posting of the timesheets.
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If the ID entered indicates the time is not billable, a revenue account will not be generated and an
invoicing deficit will be automatically associated to a transaction if a billable value is calculated for the
transaction.
Discount Rate
If available, enter a discount percentage given to the client that will apply to the subsequent invoices. If
you do not use the “Discount Rate”, the value recognized as revenue will include the discount to the
General Ledger and project reports, but the transaction will indicate the amount before discount. You
must configure your invoice to show the discount on a specific line and make sure that the processing
thereof is in accordance with the recognized discount in the concerned level.
Hourly Rate Discounted
Check this box if you want to present a discounted rate in the Invoicing Module. This option will save
the transaction with the discount included in its billable value. You do not need to configure anything in
the billing module, since the discount will be included in the transaction.
Hourly Basis
When there is no specific rate or billing method indicated in the project and that the project productivity
ID and cost category ID are identified as billable time (00), it is possible to calculate the billable value
according the number of hours annually indicated here and multiply it by the appropriate mark-up rate
indicated below.
Mark-up Rate: If the Fees Billing Method used has no mark-up factor, or if you use the general hourly
basis, enter the hourly cost factor that will represent the cost mark-up for invoicing purposes for:
 Regular Time – a factor of 2.5 indicates that the calculated hourly rate on an hourly basis will be
multiplied by 2.5 for invoicing. Therefore, a cost rate of $20 will give an invoicing rate of $50.
 Overtime Time – the overtime mark-up factor is always calculated from the regular time rate and
not from the overtime rate.
 Special Time – Like Overtime, the special hours mark-up factor is always calculate from the
regular rate and no from the special rate.
Expenses
On TEDI
If the box is checked, this means expenses can be charged to the corresponding level from the Time and
Expense module (TEDI).
PM
If the box is checked, expenses can be distributed to the corresponding level from the accounts payable
(Payable Module) transactions.
Billing Method
Enter an expense invoicing method or click on the lookup button to select one from the Expense Methods
list. To enter a new method, click on the Billing Method field. The Expense Invoicing Method Setup
window will open.
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Specific Rate
Click this button to open the Expense Specific Rates Management window from which you can define the
applicable billing rate, which differs from the billing method, used for the corresponding level. (See
below: Cards – Expense Rates).
Expand Button
Click the expand button to enter the discount rate attached to an expense invoicing method.
On TEDI
The option selected (check or uncheck box) in the previous Project Maintenance: Billing window is
displayed. This choice can be modified. If the change is made here, it will also affect the previous
window.
Billing Method
The method selected in the previous window, Project Maintenance: Billing, is displayed. The choice
made can be modified. If the change is done here, it will also affect the previous window.
Billable
Check this box if you want the revenues corresponding to these expenses be recognized for their
allocation for this project level. If the box is not checked, expenses will not be billable to the client. In
this case, the corresponding Revenue account will be generated and an invoicing deficit will be associated
to the transaction.
Discount Rate
If available, enter the discount percentage given to the customer. The value recognized as revenue will
include the discount to the General Ledger and project reports, but the transaction will indicate the value
before discount. You will need to configure your invoice to show the discount on a specific line and
make sure that the processing thereof is in accordance with the recognized discount in the concerned
level.
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Internal Expenses (expenses, equipment, tests)
On TEDI
If the box is checked, internal expenses can be charged to the corresponding level from the Time and
Expense module (TEDI).
Billing Method
Enter an internal expense invoicing method (fees, equipment and/or tests) or click the lookup button to
select one from the Internal Expense Methods list. To enter a new method, click on the Billing Method
field. The Internal Expense Methods Setup window will open.
Specific Rate
Click this button to open the Internal Expense Specific Rate Maintenance window from which the
applicable invoicing rate for the corresponding level can be defined. (See below: Cards – Internal
Expense Specific Rates).
Expand Button
Click the expand button to enter the discount rate attached to the internal expense invoicing method for
the project.
On TEDI
The choice made (check or uncheck box) in the preceding Project Management: Billing window is
displayed. This choice can be modified; if the modification is done here, it will also affect the preceding
window.
Billing Method
The method selected in the preceding window, Project Maintenance: Billing, is displayed. The selection
can be modified; if the modification is done here, it will also affect the preceding window.
Billable
Check this box to make internal expenses billable at the project level. If the box is unchecked, internal
expenses will no longer be billable to the client. In this case, the corresponding revenue account will not
be generated and an invoicing deficit will be associated to the transaction.
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Discount Rate
If available, enter the discount percentage given to the client. The value recognized as revenue will
include the discount to the General Ledger and project reports, but the transaction will indicate the value
before discount. You will need to configure your invoice to show the discount on a specific line and
make sure that the processing thereof is in accordance with the recognized discount in the concerned
level.
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Project Maintenance: Level 1
(Cards >> Project >> Level 1)
Once project data have been entered, at least one level 1 must be open in order to enter transactions to the
corresponding project. The level 1 enables one or more levels such as sub-projects, phases, production
batches and deliverables to be defined. As long as the project remains open, new level 1s can added.
The same level 1 can be assigned to one or many departments by clicking the BUDGET button. The
button opens the Budget Maintenance window, identifying departments that are financially responsible
for that level, and defining budgets that must be observed.
Project
Enter a project ID or select one from the Projects list by clicking the lookup button. If a project ID has
been entered in the Project Maintenance window and the Level 1 button has been clicked, the project ID
is displayed automatically in this field and is not modifiable.
Click the Project field to open the Project Maintenance window.
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Level 1
Enter a new Level 1 ID or select one from the Levels 1 list by clicking the lookup button. If a new Level
1 ID is entered, the following message is displayed: "Do you want to bring the information from the
previous level?” If the answer is Yes, project data will be displayed by default in the corresponding
fields. This data can be modified.
Short Title
Enter a name or Level 1 summary description (maximum 30 alphanumeric characters).
Complete Title
Enter a name or Level 1 detailed description (maximum 50 alphanumeric characters). This description is
used as a description in the billing module.
Status
When a level is created, the default status is NEW. This is the initial status of a level to which no
transaction can be applied. Once the level data have been entered and the budget defined, the project
must be activated (Cards >> Project >> Activation) in order to apply transactions to it. Once the project
is activated, the Level 1 status changes from NEW to ACTIVE.
The “not reconciled” status is assigned to the level as soon as a budget is updated or when a department is
added. You must reactivate the project to make its status active, so that resources can once again charge
time.
Once a level is CLOSE, it is no longer possible to apply charges to it, but it is possible to make receipts
and modifications.
Department
Enter the department in charge of the budget for that level. Once the department is entered, the Division
Name is displayed automatically.
Branch
Enter the branch from which the level’s invoicing will be made.
Coordinator
Enter the ID of the resource in charge of a particular department’s costs for the execution of a project
level. Coordinators are project managers identified in a project budget. The coordinator identified here
will see all the budgets under his level as well as the level 2s that will be created in the management
reports.
Billing Method
Enter the billing method that applies to this Level 1:
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Contract Price – Signed contract with a fixed price.
Cost Only – For internal projects that are not billed to clients
Cost Percentage – Uses the cost grid to determine billing percentage.
Cost-Plus – Such as time and materials
Cost-Plus with Maximum – cost-plus with established maximum
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As a first step, these types are used for information in various reports to remind those concerned how the
project level should normally be billed. It does not, however, prevent another method of billing to be
used.
Secondly, some of these types of billing can be used to identify levels at which the project’s progress can
or must be entered (see the corresponding section in the TEDI parameters).
Type of revenue
Enter the type of revenue recognition at this level. The majority of these types can be used by the
“Recognition of revenues” (Transactions>> Recognition of revenue) function to adjust the revenues of the
project according to the determined type:








Labour and Expenses – Revenues are based on labour and expenses charged to the
corresponding level. This type of revenue has no impact on the adjustment functions of the
project’s revenue.
Actual Progress – Revenues calculated are adjusted automatically based on the actual progress
Maximum Budgeted – Revenue is adjusted to the Maximum budgeted Amount. If Project
Revenue amount exceeds the maximum budgeted Revenue, then the difference is considered a
loss.
Comprehensive - it is also the Maximum budgeted but Comprehensively for all of the project’s
comprehensive sub-levels
Over 90 days - in this case, reduce the revenue of the value of current work in progress which are
older than 90 days from our cut-off date.
Hours Progress – Calculated revenues are automatically adjusted based on the actual hour
progress percentage incurred in relation to the total amount of hours budgeted to the
number of days passed in relation to the number of days planned at the corresponding level. It
uses a standard “S curve” to determine, under normal circumstances, the progress of the project
relative to the budget based on the total hours charged to date.
Service Type
Enter the type of professional service provided at this level or click the lookup button to select one from
the Service Types window. To enter a new service type, click on the Service Type field. The Service
Type Setup window will open.
Default values displayed in the fields below come from the Project Setup window (see Setup section).
They can be modified for a particular level.
Labour Cost Mark-up
If this box is checked, the cost of the Social benefits for the resources identified as “Social benefits
related” (see Resource parameters) and will be saved in the project. You can then evaluate these with
or without these costs in the various monitoring reports.
Indicates the mark up rate calculated on the actual labour cost. If a rate other than 0 (zero) is
entered, the resource hourly rate is multiplied by this rate. Note that an accounting
distribution can be generated according to the project setup conditions.
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Additional window: Social Benefits: Level 1
A fixed overhead cost can be saved in the project. If you use it, you can then evaluate your
project with or without these costs in the various monitoring reports. It should be noted that this
cost is only indicative, no accounting entry is generated.
If this box is checked, it will indicate that the overhead will be calculated on a labour cost
percentage basis. If it is not checked, it will be calculated on a fixed amount per hour basis
allocated to project.
In the case of a mark-up percentage, indicate the mark up rate calculated on the actual
labour cost. If a rate other than 0 (zero) is entered, the resource hourly rate is multiplied by
this rate. If it does not involve a mark-up percentage, the rate indicated will be the amount
by worked hour that will be allocated as overhead. If you leave this field at zero, no
overhead costs will be recorded in the project.
Standard Categories: if this box is checked, project, level 1 and/or 2 will use standard
categories, defined in the cost Category Setup window. Otherwise, cost items must be created
(Cards >> Project >> Cost Items) for each budgeted department of a Project/level 1 and/or level
2.
Salary Account: if this box is checked, labour costs will be applied to a defined Salary Account
in the employee card instead of the Cost Account attached to the cost category. Among other
things, proceeding in this way allows you to associate a direct cost account that is different from
one resource to another (for example by resource class) rather than generating all the costs in the
same account. Normally, this option is used for client projects.
Inter-department: if this box is checked, staff lending between departments is permitted.
Otherwise, only employees from budgeted departments may charge their time to a project.
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Starting Date
Enter the starting date for this Level 1 activity.
Ending Date
Enter the ending date for this Level 1 activity.
Opening Date
The project’s opening date is automatically generated when a project is created.
Modification Date
The date of the last modification brought to a project is automatically generated.
Closing Date
The closing date of a project is automatically generated.
Button – User-defined
Click on the button to enter data in the fields defined by the user in the project setup.
Button – Level 2
Click this button to open the Project Maintenance: Level 2 window (see details below).
Button – Budget
Click this button to open the Budget Maintenance window (see details below).
Button – Invoicing
Click this button to open the Project Maintenance: Billing window (see details below).
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Project Maintenance: Level 2
(Cards >> Project >> Level 2)
Once the project data is completed, and at least one Level 1 is open, it is possible to open Level 2s
associated to a Level 1. 2 These levels allow you to define the branches at parent level 1, such as
modifications, phases, production batches or deliverables. As long as the corresponding Level 1 is open,
new Level 2s may be added.
A same Level 2 can, as for Level 1, be distributed to one or more departments by clicking the BUDGET
button. This button enables the Budget Maintenance window to open, where departments financially
responsible for that level will be identified.
Project
Enter a project ID or select one from the Projects list by clicking on the lookup button. If a project ID has
been entered in the Project Maintenance window and the LEVEL 1 button has been clicked, this project
ID will be displayed automatically in the field and cannot be modified.
Click on the Project field to open the Project Maintenance window.
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Level 1
Enter a Level 1 ID or select one from the Levels 1 list by clicking on the lookup button. If the project and
Level 1 IDs have been entered in the Project Maintenance: Level 1 window and the LEVEL 2 button has
been clicked, these IDs will display automatically and cannot be modified.
Click on the Level 1 field to open the Project Maintenance: Level 1 window.
Level 2
Enter a new Level 2 ID or select one from the Levels 2 list by clicking on the lookup button.
If a new Level 2 ID has been entered, the message “Do you want to bring the information from the
previous level?” is displayed. If Yes, data from the Level 1 is displayed by default in the corresponding
fields. This data can be modified.
Short Title
Enter a name or summary description of the Level 2 (maximum 30 alphanumeric characters).
Complete Title
Enter a name or a detailed description of the level 2 (maximum 50 alphanumeric characters). This
description is used as a description in the billing module.
Status
At the creation of a level, the default status is New. This is the initial status of a level to which no
transaction can be applied. Once all data of a level is entered and the budget is defined, the project must
be activated (Cards >> Project >> Activation) in order to apply transactions. Once the project is
activated, the level 2 status changes from New to Active.
The “not reconciled” status is assigned to the level as soon as a budget is updated or when a department is
added. You must reactivate the project to make it active, so that resources can once again charge time.
Once the level is closed, it is no longer possible to apply charges to it, but receipts and modifications can
still be made.
Department
Enter the department in charge of the budget for this level. Once the department is entered, the Division
Name will display automatically.
Branch
Enter the branch from which invoicing of this level will be done.
Coordinator
Enter the ID of the resource who is responsible for carrying out the concerned level. The coordinator
identified here will see all the budgets under his responsibility within the management reports.
Billing Method
Reference only. Enter the billing method that applies to the project:
 Contract Price – Signed contract with a fixed price.
 Cost Only – For internal projects that are not billed to clients
 Cost Percentage – Uses the cost grid to determine billing percentage.
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Cost-Plus – Such as time and materials.
Cost-Plus with Maximum – cost-plus with established maximum.
Firstly, these types are used for information in various reports to remind those persons concerned how the
project level should normally be billed. It does not, however, prevent another method of billing to be
used.
Secondly, some of these types of billing can be used to identify the levels at which the project’s progress
can or must be entered (see the corresponding section in the TEDI parameters).
Revenue Type
Enter the type of revenue recognition at this level. The majority of these types can be used by the
“Recognition of revenues” (Transactions>> Recognition of revenue) function to adjust the revenues of the
project according to the determined type:
 Labour and Expenses – Revenues are based on labour and expenses charged to the corresponding
level. This type of revenue has no impact on the adjustment functions of the project’s revenue.
 Actual Progress – Revenues calculated are adjusted automatically based on the actual progress
 Maximum Budgeted – Revenue is adjusted to the Maximum budgeted Amount. If Project Revenue
amount exceeds the maximum budgeted Revenue, then the difference is considered a loss.
 Comprehensive - it is also the Maximum budgeted but comprehensively for all the project’s
comprehensive sub-levels
 Over 90 days - in this case, reduce the revenue of the value of current work in progress which is older
than 90 days from our cut-off date.



Hours Progress – Calculated revenues are automatically adjusted based on the actual hour progress
percentage incurred in relation to the total amount of hours budgeted to the corresponding level.
number of days passed in relation to the number of days planned at the corresponding level. It uses a
standard “S curve” to determine, under normal circumstances, the progress of the project relative to
the budget based on the total hours charged to date.
Service Type
Enter the type of professional service that will be provided for this level or click the lookup button to
select one from the Service Type window. To enter a new service type, click on the Service Type field.
The Service Type Setup window will open.
Default values displayed in the following fields come from the Project Setup window (see the Setup
section). They can be modified for a particular level.
Labour Cost Mark-up
If this box is checked, the resources’ social benefits will be identified as “Eligible for Social
Benefits” (See Resource paramenters) and will be saved as costs in the project. You can then
evaluate these with or without these costs in the various monitoring reports.
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Indicates the mark up rate calculated on the actual labour cost. If a rate other than 0 (zero) is
entered, the resource hourly rate is multiplied by this rate. Note that the accounting
distribution can be generated according to the project setup conditions.
Additional window: Social Benefits: Level 2
A fixed overhead cost can be saved in the project. If you use it, you can then evaluate your
project with or without these costs in the various monitoring reports. It should be noted that this
cost is only indicative, no accounting entry is generated.
If this box is checked, it will indicate that the overhead will be calculated on a labour cost
percentage basis. If it is not checked, it will be calculated on a fixed amount per hour basis
allocated to project.
In the case of a mark-up percentage, indicate the mark up rate calculated on the actual labour
cost. If a rate other than 0 (zero) is entered, the resource hourly rate is multiplied by this rate.
If it does not involve a mark-up percentage, the rate indicated will be the amount by worked
hour that will be allocated as overhead. . If you leave this field at zero, no overhead fee will
be recorded in the project.
Standard Category: if this box is checked, standard categories as defined in the cost Category
Setup will be used by projects, Level 1s and/or Level 2s. Otherwise, specific cost items must be
created (Cards >> Project >> Cost Items) for each budgeted department of a project, level 1
and/or level 2.
Salary Account: if this box is checked, labour costs will be charged to the salary account defined
in the employee card rather than to the cost account attached to the cost category. Among other
things, proceeding in this way allows you to associate a different direct cost from one resource to
another (for example by resource class) rather than to generate all the costs in the same account.
Normally, this option is used for client projects.
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Inter-department: if this option is checked, staff lending between departments is permitted. If
the option is not checked, only employees from budgeted departments at the corresponding level
may charge their time in the project.
Starting Date
Enter the starting date of an activity at this Level 2.
Ending Date
Enter a closing date of an activity at this Level 2.
Closing Date
The closing date of a project is automatically generated when a project is created.
Modification Date
The closing date of the last modification brought to the project is automatically generated.
Closing Date
The closing date of a project is automatically generated.
User-Defined Button
Click on this button to enter data in the fields defined by the user in the project setup.
Budget Button
Click on this button to open the Budget Maintenance window.
Invoicing Button
Click on this button to open the Project Maintenance: Billing window (see details).
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Budgets
(Cards >> Project >> Budgets)
This feature identifies departments and project managers financially in charge of a specific budget of the
corresponding level and see the total value of the budget which is allocated to them.
Project
Enter a project ID or select one from the Projects list by clicking the lookup button. Click the Project
field to open the Project Maintenance window.
Level 1
Enter a Level 1 ID or select one from the Levels 1 list by clicking the lookup button. Click the Level 1
field to open the Project Maintenance: Level 1 window.
Level 2
Enter a level 2 or select one from the Levels 2 list by clicking the lookup button. Click the Level 2 field
to open the Project Maintenance: Level 2 window.
Budgets already entered for this level 1 and/or level 2 are displayed in the box. To modify a budget,
select the line and click the expand button in the Department field. The Budget Detail Maintenance
window will open where modifications can be made.
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If the BUDGET button has been clicked from the Project Maintenance : Level 1 window or from the
Project Maintenance : Level 2 window, the project, level 1 and 2 IDs will display automatically and
cannot be modified. Budget data attached to this level 1 and/or level 2 will also be displayed. These can
be modified by selecting a line and clicking the expand button from the Department field. Click the NEW
button to affect a budget to a department displayed in the previous window.
Button – New
Click the NEW button to access the Budget Detail Maintenance window. You can assign a budget to a
new department.
NOTE:
If no budget has been defined when the corresponding project level, level 1 and/or level 2, is created, the
message "Do you want to reset the budget?" will be displayed.
If Yes, a budget line with all amounts at zero will be added to the Budget Maintenance window for the
department defined at this corresponding level. The default date will correspond to the current date and
the status will be New. To modify this line, select it and click the expand button in the Department field.
This will open the Budget Detail Maintenance window.
If the budget is not reset, no line will be added to the Budget Maintenance window. To add lines to the
budget from the Budget Detail Maintenance window, click on the NEW button.
The status of budgeted departments shown in the Budget Management window affects the status of the
corresponding level (see the Project Management function). If, for a level whose status is Active, you
make a modification to the amounts of budgets in the Budget Details Management window, the status of
the level goes from Active to Not Reconciled. So that the level is again Active and that charges are reauthorized, you must activate the project again.
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Budget Detail Maintenance
(Cards >> Project >> Budgets >> Button New)
This feature allows for a department’s budget lines in a given project to be added or modified.
Project
Enter a project ID or select one from the Projects list by clicking the lookup button. If a project ID has
been entered in the Budget Maintenance window and the NEW button has been clicked, the project ID
will display automatically in this field and it cannot be modified.
Level 1
Enter a level 1 ID or select one from the Levels 1 list by clicking the lookup button. If project and level 1
IDs have been entered in the Budget Maintenance window, and the NEW button has been clicked, these
IDs will be displayed automatically and cannot be modified.
Click the Level 1 field to open the Project Maintenance: Level 1 window.
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Level 2
If available, enter a level 2 ID or select one from the Levels 2 list by clicking the lookup button. If
project, level 1 and level 2 IDs have been entered in the Budget Maintenance window and the NEW
button has been clicked, the IDs will be displayed automatically and cannot be modified.
Department
Enter the Department ID of the department in charge of performing the work, or select one from the
Department list by clicking the lookup button. The corresponding costs and revenues are chargeable to
this department.
Click the Department field to open the Department Setup window.
Project Manager
Enter the project manager ID responsible for performing the work in the department entered above.
Click the Project Manager field to open the Resource Setup window.
Date
Enter the budget authorization date.
Budget Type
Enter the budget type:
 Initial – budget initially approved by the client
 Subsequent Modification –budget modifications that have been approved by the client
 Proposal - these are budget requests submitted to the client. This type of budget will not be shown
in the monitoring reports. It is only informative and can record in the project the value initially
proposed for analysis.
Estimation - this is a budget estimate that has not yet been submitted to the client. This type of
budget will not be shown in the monitoring reports. It is only informative and can save the initially
estimated value for analysis to the project.
 History – past annual budgets for projects managed by cost only

Project Cost, Fees Revenue, Other Revenue, Hours Budgeted
Enter the budgeted amount for the project/level 1/level 2 and department. It is important to note that the
Revenue Budget should be entered in the Invoicing Currency.
You can enter a reference pertaining to the line of the budget. For example, a customer purchase order ID
can be entered. Space is limited to 30 characters.
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Project Copy
(Cards >> Project >> Project Copy)
To accelerate project creation, levels and budgeted departments can be copied from a project (FROM) to
another project (TO). If the Cost Item box is checked, cost items associated to the source level are
created automatically in the destination project (TO). If the Invoicing box is checked, billing terms for
invoicing source level are also copied into the destination level.
However, it is unnecessary to copy the cost items if the destination level should use the standard
categories.
COPY FROM
Project
COPY TO
Project
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Click the Mark All button to select all levels and all departments. Click Unmark All to deselect all.
Levels and departments may be selected individually by checking the corresponding boxes.
Cost Item
Check this box to copy cost items from levels that will be copied, if the destination levels do not use the
standard categories.
Invoicing
Check this option to copy the billing terms specific to the level of origin (FROM). If the box is
unchecked, the destination project’s billing conditions will be applied to the new copied level(s).
Use destination project’s department
Check this box if you want the department to be that of the destination project instead of the original
project/level. By default, the box is checked or unchecked according to the selection corresponding to the
project parameters.
Use source parameters
Check this box is you would like to you the default setup (check the different boxes for the level and
window corresponding to invoice management) the elements configured in level 1/level 2 from the source
rather than those defined in the project. The system does not refer to the invoicing methods in this
procedure. By default, this box is checked or unchecked accroding to the corresponding selection within
the project setup.
*** IMPORTANT *** The level description, level 1 and 2 ID as well as the department ID and Project
Manager can be modified. The budget for each level or department can also be entered.
When you click the COPY button, the selected levels are created according to the configurations of the
copy.
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Project Estimate
(Cards >> Project >> Project Estimate)
This feature is used to estimate costs, and if applicable, the billable value of a project.
Project
Level 1
Level 2
Department
Category
Enter the project ID.
Enter the level 1 ID.
Enter, if applicable, the level 2 ID.
Enter the department in charge of portion of the budget for the project / level.
When a project’s budget is generated in detail or by cost category, the category to be
estimated must be entered.
Estimation
Enter the estimation element of the project/ level/ department, and if applicable, the
category with a relevant description. Consequently it is possible to define at least one
estimation element, as well as an unlimited number of elements, for each project, level
and department.
Type
The cost type (1 to 8) must be identified.
Resource
For type 1 (Labour), it is an employee or contractual employee ID; for type 2 (Internal
fees), it is a physical resource ID; for type 3 to 7, it is a vendor ID; for type 8, it is an
inventory item ID.
For type 1 (Labour), it is possible to identify a human resource class instead of a
resource.
It is possible to identify at all time an estimated start date for the estimation element.
It is possible to identify at all time an estimated end date for the estimation element.
Class
Start
End
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Qty/Hrs
It is possible to indicate the number of days per week that is expected.
From the number of Day/Week and the start and end date, the total number of days is
then calculated and can be modified.
For type 1, enter a number of hours. For other types, enter a quantity.
Rate
 Cost
 Billable
Enter the unit cost rate.
Enter the billable unit rate.
Budget
Total
 Cost
 Billable
The amount displayed in this window will come from the Budget Maintenance / Budget
Detail Maintenance and corresponds to the addition of the columns Fee revenue and
Other Revenue.
The total cost is calculated according to a quantity or number of hours and corresponding
cost rate.
The billable total is calculated according to a quantity or number of hours and
corresponding billable rate. However it is possible to enter the total billable amount, in
which case the billable unit rate would be recalculated according to this total billable
amount.
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Cost Items
(Cards >> Project >> Cost Items)
If you do not want to use standard cost categories for a particular project, specific cost categories can be
created for the corresponding level from this window.
The information required is the same as defined in the Category Setup feature, except here, instead of
being general, the information is specific to a project/level/department.
A cost item corresponds to a cost category assigned to a particular project. Unlike the
Cost Categories, a cost item is connected to a specific project. A complete list of cost
items of a project is the equivalent of a complete project description of the work and costs
relating to it.
Project
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Level 1
Enter a level 1 ID or select one from the Levels 1 list by clicking on the lookup button.
Level 2
Enter a level 2 ID or select one from the Levels 2 list by clicking on the lookup button.
Department
Enter the department ID or select one from the Budget Departments list by clicking the lookup button.
Click on the Department field to open the Department Setup window.
Category
Enter the category ID or select one from the Categories list by clicking on the lookup button.
Click on the Category field to open the Category Setup window.
Description
Enter or modify the description for this cost item (maximum 50 characters). The field is optional.
Group ID
For customized report purposes, you can select an ID grouping of categories. This ID must be defined
prior in the function Cost Category Groups.
Inactive
Check this box if you want to have the cost item inactive so that employees will not be allowed to
allocated time and expenses to this cost item.
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Cost Type
Enter a cost type ID (1 to 9) corresponding with a category or click the lookup button to select one from
the Cost Type Setup window (Tools >> Setup >> Project -- Cost Type button)
Type
For all cost types other than labour, indicate if it is an amount or unit. If the cost type entered is labour,
this field is greyed and not available.
Unit Rate
If the type entered corresponds to unit, indicate the reimbursement rate by unit granted to the employee.
If it is another type, this field is greyed and not available.
Hours Type
If the cost type entered is labour, indicate the hours type attached to this category. Eight options are
available by default: Regular, Overtime, Special, Sick, Holiday, Vacations, Hours Bank (at regular rate),
Overtime Bank (at overtime rate). You can also associate categories to the types of bonuses defined in the
configuration window of the defined fields. For all cost types other than labour, this field is greyed and
not available.
Unit
This field enables the definition of the unit of measure used: hour, kilometre, dollar, etc. (maximum 5
characters). This field is optional.
TEDI Warning Message
You can associate a warning to a standard category so that it is displayed in TEDI at the time of a charge.
This warning will be displayed in the language used by TEDI. This warning is only informational, it does
not trigger validation.
Revenue Account
An account must be entered in this field for all cost types other than labour. The division and department
attached to a category do not affect the choice made in this field; when a category is used in a level, the
system will generate the division and department from departments defined in the budgets of that level.
Cost Account
This field is mandatory. For the labour type, this account is used if, in the project card (the Project
Maintenance, Project Maintenance: level 1, Project Maintenance: level 2 windows), the Salary Account
option is unchecked.
*** Important ***
The productivity ID is no longer used in processing the accounting entry of the labour transaction. Thus,
even if your productivity is not identified as billable, the cost account will be within the parameters of the
resource if the salary account box is checked.
This account is used if, in the project card (Project Maintenance, Project Maintenance: level 1, Project
Maintenance: level 2 windows), the Standard Categories and Salary Account options are unchecked.
Inter-department Cost:
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Mark-up Account: enter the expense account generated by the application of the mark-up when stafflending rate is over 1. This account is used if, in the project level, you checked the Standard Categories
box and you have not checked the Salary Account box.
Employee Benefits Account: enter the distribution accounts for employee-benefits expenses generated
by staff-lending. This account is used if, in the project level, you checked the Standard Categories box
and you have not checked the Salary Account box.
Productivity ID
This field is mandatory for the labour type. The productivity ID associated with the cost item must be
entered.
Tax Schedule Number
This field is mandatory for all cost types other than labour and enables the association of a tax schedule to
a category. Taxes will be extracted automatically by the system when charging an expense statement. In
terms of transactions from the procurement module, taxes will be calculated according to the tax schedule
associated with the supplier.
You can associate several tax schedules to the same cost item with a cost type greater than 3. To do
this, click on the arrow to access the additional “tax schedule allocation” window and insert schedules
that can be used for transactions which will be charged to the category.
Employees can thus themselves enter the tax schedule through TEDI which must be applied to their
expense (according to where the expense was made). If no tax schedule is entered into the tax schedule
allocation window, only the default will be applied and employees cannot change the value.
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*** Important *** On the time sheet, only the description of the tax schedule is shown. Make sure you
have representative descriptions for your employees (Quebec vs. CTI-RTI Km)
Pay ID
You can assign a pay ID to a specific expense type category (cost type = 4). This change allows for
processing an expense as taxable (e.g. the bonus payment through the expense statements) or if you are
using a different Pay ID than anticipated within that resource class for the hour type for that item . If no
pay ID is associated with the category, the one configured to the employee’s class will be used.
Budget (Billable, Cost, Hours/Qty)
Amounts corresponding to a project, level 1, level 2, department and cost item, and entered in the Cost
Items Budget Maintenance window are displayed, if the project is configured to use detailed budgets.
Project to date (Billable, Cost, Hours/Qty)
Transaction amounts to date corresponding to a project, level 1, level 2, department or cost item are
displayed.
When the cost item of a level is used, the system will generate the division and department from
departments defined in the budgets.
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Cost Items Copy
(Cards >> Project >> Cost Items Copy)
This feature enables the copying of cost items (cost categories defined specifically for a project) from a
project level (FROM) to another level (TO) inside a same project or from one project to another.
COPY FROM
Project
Level 1
Enter a level 1 ID or select one from the Levels 1 list by clicking the lookup button. To select all level 1s
defined for the project, check the option All.
Level 2
Enter a level 2 or select one from the Levels 2 list by clicking the lookup button. To select all level 2s
defined for the project and level 1s, check the option All.
Department
Enter a department ID or select one from the Department list by clicking the lookup button. To select all
departments defined for the project, level 1s and 2s, check the option All.
Category
Enter the category ID or select one from the Categories list by clicking the lookup button. It is possible to
copy only one category by entering the same ID in both fields. To copy a range of categories, enter the
starting category ID and the ending category ID. To select all categories defined for the project, level 1s,
2s and departments, check the option All.
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COPY TO
Project
Level 1
defined for the project, check the option All.
Level 2
defined for the project and level 1s, check the option All.
Department
Enter the department ID or select one from the Department list by clicking the lookup button. To select
all departments defined for the project, level 1s and 2s, check the option All.
Copy Budgets
Check this box to copy budgets from selected projects and departments.
Once the FROM fields are filled out, click the REFRESH button to display in the selection box data
corresponding to the selected options. It is possible to select only a few categories to copy or to select all
by clicking the Choose All button.
The hide and display buttons enable the hiding or viewing of the category/cost item description.
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Budgets – Cost items
(Cards >> Project >> Cost Items - Budgets)
This window allows entry of cost item budgets once the cost items have been created. If, at project
creation, the option Detailed (by category) was selected in Budget Type, the budgets of each department
implicated in the project must be detailed by category/cost item. The activation process will verify if a
budget in balance with categories of related departments.
Project
Level 1
Enter a level 1 ID or select one from the Levels 1 list by clicking the lookup button.
Click on the Level 1 field to open the Project Maintenance: level 1 window
Level 2
Department
Enter the department ID in charge of accomplishing the work or select one from the Budget Departments
list by clicking the lookup button. Corresponding costs and revenues are chargeable to that department.
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Click on the Department field to open the Department Setup window.
Budgets
The total amounts corresponding to a project, level 1, level 2 and department entered in Budget
Maintenance Detail are displayed. These totals don’t include amounts for which the budget type is
Proposition or Estimate.
The first box contains totals from the Fees Revenue and Other Revenue, the second box contains totals
from the Project Cost field and the third box contains the totals from the Hours Budgeted field. If clicked,
the Budgets field will open the Budget Maintenance window.
You must indicate for each category, the budget (cost, billable and/or hours) associated with it. Upon
activation, the sum of the budgets of the categories must be equal to the budget of the concerned
level/department.
Button – Update
Click on this button Update to update the budget of the corresponding budget.
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Fees Specific Rate
(Cards >> Project >> Fees Rate)
Use this function to define invoicing rates of specific fees for a project and/or level. They are mainly
used to manage exceptions to existing billing methods. Thus, a project/level can be configured to use a
billing method and you can define specific rates for certain exceptions. Specific rates take precedence
over the other parameters used to calculate the billable value.
If this rate can be applied to more than one project from a same client, it is best to define a billing method
rather than define specific invoicing rates, since a modification of the agreement with a client requires a
modification to the corresponding specific rates.
This window enables the definition of invoicing rates, such as those from Fees Invoicing Method Setup
window, except the rates apply exclusively to a project and level(s) for which they have been defined.
Project
Enter a project ID or select one from the Projects list by clicking the lookup button. Click on the Project
field to open the Project Maintenance window.
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Level 1
Enter a level 1 ID or select one from the Levels 1 list by clicking the lookup button. Click on the Level 1
Level 2
Enter a project ID or select one from the Levels 2 list by clicking the lookup button. Click the Level 2
Boxes to check: Whole Level 1, Whole Level 2
Check the option Whole Level 1 and/or Whole Level 2 to apply specific invoicing rates to all level 1s
and/or level 2s. If the Whole Level 1 box is checked, the specific rate(s) will apply to the whole project.
The Whole Level 2 box will apply the specific rate(s) to all daughter levels of the specified Level 1.
Class
Enter the ID or click the lookup button to select one from the Class list to identify the employee class
affected by specific invoicing rates, when the rates have been established by employee class.
Resource
Enter the ID or click the lookup button to select one that identifies the resource affected by specific
invoicing rates when the rates have been established per employee.
Category
Enter the ID or click the lookup button to select a category ID for which the specific rate for fees
invoicing is applicable or leave the field blank to apply it by default to all categories.
Type
Select the type associated to the specific rate for fees invoicing:
Invoicing Basis Unit Cost
In the case of a cost-plus invoicing, if this type is selected, enter a unit cost, other than the actual
costs, in the Regular, Overtime and/or Special fields, which will serve to calculate invoicing rates
according to the mark-up rate defined for the project.
Monetary Mark-up
The monetary mark-up is calculated by adding the rate paid to an employee, the employee
benefits rate defined in an invoicing method and the fixed mark-up rate determined by the user.
Restated Annual Salary
In the case of a cost-plus invoicing, if this type is selected, the employee’s hourly rate is
multiplied by the number of Annual Hours (entered in the Resource Setup window) and divided
by the Time Basis to determine the invoicing rate according to the mark-up rate specified in the
Regular field. If there is no mark-up rate, the system will calculate from the mark-up rate
specified at the project level. If there is a mark-up rate in both places, the mark-up rate defined in
billing methods takes precedence.
Invoicing Unit Rate
In the case of a billing at invoicing unit rate, if this type is selected, enter a billable hourly rate in
the Regular, Overtime and/or Special fields.
Regular, Overtime, Special
If you have selected a Unit Rate type of invoicing, enter the billable rate for regular, overtime and special
hours. If you have selected the Adjusted Annual Salary, you may create a specific markup (other than
those entered into the project).
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Hourly Basis
If you have selected Adjusted Annual Salary, enter the base rate by hour which will be used to calculate
the billable rate.
Field only attached to the Adjusted Salary Type
Rounding
If this box is checked, the calculated cost rate will be rounded to the next 5 cents (5¢).
Maximum
This field is mandatory if the Adjusted Annual Salary function is used and this will allow you to
determine the maximum hourly rate before markup. Specify a rate of 99999 if there is no
maximum.
Social Benefits
Enter the percentage of the hourly rate before markup dedicated to social benefits.
Specific Class
This field will affect an employee of a class which differs from their original class for this particular
invoicing method. This configuration will then all you to enter in the invoice, a different resource class
(ex.: your resource is affected at the “Construction” class but you would like to display them within the
“Technician” class).
Specific ID
This field will affect the resources with an identification specific to invoicing and replaces the resource
code in the invoicing module.
Fixed rate
In the case of a definition of base unit cost or adjusted annual salary, used to set a cost plus billing rate, it
is possible to add a fixed mark up amount over the stipulated mark-up factor.
Regular ID, Overtime ID, Special ID
You may configure a reference number specific to the type of hours entered by your resources. This
reference could be used within modified transaction reports or within personalized invoice templates.
Regular Cost, Overtime Cost, Special Cost
If you have checked the box “Paid Cost” you need to enter the fields Cost Rates anticipated for each type
of hours used. The resources are identified by the invoicing method (via the class or their resource
number) they will be then paid at this rate rather than the predetermined earnings code within the Payrroll
module.
Paid Cost
If this box is checked, the hourly rate predetermined within the Regular Cost, Overtime Cost and Special
Cost fields will be used as the base salary for the resources identified by this method. This option will
take precedence over the predetermined rates within the Payroll module and/or by the Resource Card.
(Project>Setup>Project>Resource).
***Important*** If the box Paid Cost is checked and the value of the Regular Cost, Overtime Cost and
Special Cost field is zero (0.00), this value would be used as the cost rate for the transactions affected.
Therefore, the resources will not be paid for the hours entered when using these parameters.
Display/Hide Button
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You may use the Display/Hide button, placed on the right hand side to scroll through the window, to
view the addition details available. By default, only the first line is displayed.
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Expense Specific Rate
(Cards >> Project >> Expense Rate)
Use this function to define the billing rates of specific expenses to a project and/or level. They are mainly
used to manage exceptions to existing billing methods. Thus, a project/level can be configured to use a
billing method and you can define specific rates for certain exceptions. Specific rates take precedence
over the other parameters used to calculate the billable value.
If these rates can be applied to more than one project of a same client, it is preferable to define a billing
method rather than specific invoicing rates.
This window allows billing rates to be defined, as in the Expense Invoicing Method Setup window, except
these rates applied exclusively to a project and levels for which they have been defined.
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Project
Click the Project field to open Project Maintenance window.
Level 1
Level 2
Click the Level 2 filed to open the Project Maintenance: Level 2 window.
Check the Whole Level 1 and/or Whole Level 2 box to apply these specific invoicing rates to all level 1s
and/or level 2s of the project. If the Whole Level 1 box is checked, the specific rate(s) will apply to the
whole project. The Whole Level 2 box will apply the specific rate(s) to all daughter levels of the
specified Level 1.
Category
Enter or click the lookup button to select the category ID for which specific expense invoicing rates are
applicable, or leave the field blank to apply the rates by default to all categories.
Type
Select the type attached to the expense invoicing rates:
Mark-up Rate
If this type is selected, enter a rate to increase the cost applied; for example, a mark-up rate of
1.05 will correspond to 105% of the cost applied.
Invoicing Unit Rate
If this type is selected, enter an invoicing unit rate to calculate the corresponding billable value;
for example, a 0.35 rate will correspond to 35 cents (¢35) per unit charged.
Paid
If this box is checked, the cost rate will be used to calculate the amount to be paid to the resource. This
rate will allow you to pay the resources at a different rate from that provided by the standard category.
Billing Rate
If Mark-up Rate has been selected in the Type field, enter the rate to be used to establish the mark-up
percentage.
If Invoicing Unit Rate has been selected in the Type field, enter a rate to calculate a billable value by unit.
Cost Rate
A cost rate may be entered for use in calculating the billable amount. If the cost paid box [is checked],
the rate will also determine the amount to be paid to resources.
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Regular ID
Gross Amount
Check the Paid box to indicate that calculation has been done on the amount including taxes. If the box is
not checked, the calculation is done on the cost amount (before taxes).
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Internal Expense Specific Rate
(Cards >> Project >> Int. Expense Rate)
Use this feature to define internal expense rates specific to a project and/or level. They are mainly used to
manage exceptions to existing billing methods. Thus, a project/level can be configured to use a billing
method and you can define specific rates for certain exceptions. Specific rates take precedence over the
other parameters used to calculate the billable value.
If these rates can be applied to more than one project of a same client, it is preferable to define a billing
method rather than specific invoicing rates.
This window allows invoicing rates to be defined, as in the Internal Expense Methods Setup window,
except here, rates are applied exclusively to a project and levels for which they have been defined.
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Project
Level 1
Enter a level 1 ID or select one from the Level 1 list y clicking the lookup button.
Click the Level 1 field to open the Project Maintenance L Level 1 window.
Level 2
Enter a level 2 ID or select one from the Level 2 list by clicking the lookup button.
Check the Whole Level 1 and/or Whole Level 2 box to apply invoicing rates specific to all level 1s and/or
level 2s of a project. If the Whole Level 1 box is checked, the specific rate(s) will apply for the whole
project. The Whole Level 2 box will apply the specific rate(s) to all daughter levels of the specified Level
1.
Resource
Enter or click the lookup button to select a ID of a material resource affected by the specific invoicing
rates.
Type
Click the Resource field to open the Resource Setup window. Select the internal expense type from the
following three choices: Equipment, Test, and Internal Expense.
Category
Enter a category ID for which the specific internal expense rates apply, or leave the field blank to apply
the rates by default to all categories.
Type
Select the type attached to specific internal expenses rates:
Mark-up Rate:
If this type is selected, enter a rate increasing the cost applied; for example, a mark-up rate of
1.05 will correspond to 105% of the cost applied.
Invoicing Unit Rate:
If this type is selected, enter a unit rate to calculate the corresponding billable value; for example,
a 0.35 rate would correspond to 35 cents (¢35) per unit charged.
Paid
If this box is checked, the cost rate will be used to calculate the costing.
Billing Rate
If Mark-up Rate is selected in the Type field, enter the rate that will used to establish the mark-up
percentage.
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If Invoicing Unit Rate is selected in the Type field, enter a rate to calculate the billable value by unit.
Cost Rate
A cost rate may be entered for use in calculating the billable rather than the rate provided in the resource
sheet. If the Paid Cost box is checked, this rate will also be counted as cost.
Regular ID
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Project Activation
(Cards >> Project >> Projects – Activation)
Activation allows the project status to change from New or Not Reconciled to Active. To enter or apply
transactions to a project, it must first be activated. This feature also verifies the budget type in the Project
Maintenance window, when the type defined is Detailed (by category), to see whether budgets entered are
in balance. If they are not, the project status will not be changed to Active. Budgets must be detailed by
category/cost item and consistent with data entered in the Budget Maintenance window.
Project
The short title is displayed as well as the full title, if available. Click on the ACTIVATION button. A
message will notify that activation was successful once the process is completed.
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Closing/ Re-opening Projects
(Cards >> Project >> Project – Closing)
This feature allows a project to be closed. A project can be closed in part (only certain levels or
departments) or in full. Once close, it is no longer possible to charge costs to the project or level, but it
remains possible to make invoices, receipts and bring modifications to it.
A closed project/level can be reopened through this feature in order for costs to be applied again.
Closing/Re-opening
Click the option box corresponding to your choice: Closing or Re-opening a project/level/department.
Effective Date
This date is only informative.
Project
Enter a project ID to be closed or re-opened, or select one from the Projects list by clicking the lookup
button.
Level 1, Level 2, Department
Click the option All to select all level 1s, all level 2s and/or all departments attached to the project. Click
the other option to select only one level 1 and/or level 2 and/or department to close or re-open.
Process All
Check this option box to select at once all level 1s, all level 2s and all departments attached to the project.
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Details
Click this button to open the Project Closing/Re-opening – Detail window from which one or more
levels/departments can be selected to be opened/closed. If the option All in the previous window has
been checked, the selection box will show all level 1s, level 2s and departments attached to the project as
well as their status. Check the lines to be closed/re-opened. Once the selection is done, click the OK
button.
In the Project Closing – Re-opening window, click the APPLY button to launch the process. Once
finished, a message will be displayed to notify that the process has been successfully completed.
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Master Projects
(Cards – Project – Master Projects)
This function allows you to group several projects in order to produce reports as if it was one, unique
project. See Reports – Control Master Projects.
You can use this function to follow a framework contract or to split up a major project into several
projects.
Master Project
Enter the Master Project ID, in other words an ID that will represent the group of
projects.
Description
Enter the description of the master project
Customer
Enter the customer ID. This ID is used to diminish the number of projects
displayed in the Project search window. You can still select projects that do not
belong to this client. This field is not mandatory.
Project Executive
Project Type
Enter the ID of the resource responsible for the master project.
Enter the Project Type ID.
Project
Enter or select, with the magnifying glass, each of the projects that will be
grouped in this master project.
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TEDI Transactions
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TEDI Transfer
(Transactions >> Project >> Time v.4 Transfer)
The TEDI transfer function allows you to transfer completed timesheets and expense reports for a period
in order to post them. This function allows you to calculate the costs, billable, and if applicable, the tax
credits on the expenses from the staff.
Note also that all lines of time sheets that have been “Modified after transfer” will be transferred to the
specified batches even if they are of an earlier period(s) than the specified period to be transferred.
Batch ID
Timesheets
If the To Transfer is checked, the timesheet transaction batch ID needs to be
entered.
Expenses
If the To Transfer is checked, the expense transaction batch ID needs to be
entered.
Int. Expenses If the To Transfer is checked, the internal expense transaction batch ID needs to
be entered.
Period
Of
To
Enter the date of the first period to transfer.
Enter the date of the last period to transfer.
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Selection of
All
Selected
Check this button if you want to transfer transactions of all employees.
Check this button if you want to transfer transactions of a specific employee. You
must indicate which employee you wish to transfer in the field provided.
Group
Check this button if you want to transfer transactions of a group of employees.
(See TEDI Groups.) You must indicate which group you wish to transfer in the
field provided for this purpose (Employee).
Employee
If you have selected to transfer either the transactions of a specific employee or a
group of employees, indicated the employee ID or the group ID.
Include Transferred Timesheets
Check this box if you wish to transfer again transactions that have been transferred and that you have
removed before posting. If you have already posted these transactions, you risk posting them a
second time.
Detail
During the transfer, the project allocated lines in TEDI are normally summarized (totalled) by period.
Keep this box checked if you want to have the selected projects (see Project Maintenance:
Invoicing) to be transferred in detail (day by day).
In Detail For All Projects
Check this box if you want to transfer and post all projects in detail (day by day). This option can be
very useful at month or year end.
Include the sheets pending approval
Check this box if you want to transfer the time sheets and expense statements even if they are pending
approval. Normally, only the time sheets and expense statements in the “Completed” status (after
approval) could be transferred. Approvals may be completed by the persons concerned after the
transfer.
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Import to TEDI
(Transactions >> Project >> Import to TEDI)
This function allows you to import timesheets in TEDI, from Comma Separated Values or Tab Delimited
text files.
The text file must correspond to the following format:
File
Resource
Date
Project
L1
L2
Department
Category
Quantity
Amount
Reference
Data Type
Resource Number
Date of day – by work day
Project
Level 1
Level 2
Department
Category
Number of hours or
Quantity of kilometres or expenses
Amount of the expense to be
reimbursed plus taxes
Description of the activity
15
Date
15
10
10
10
10
Whole numbers
with 2 decimals
Whole numbers
with 2 decimals
30
The figure that appears in the Data Type column corresponds to the number of alphanumeric
characters permitted. The date must correspond to the date of the day and not to the date of the
period. The date must be entered according to the format yyyy-mm-dd.
The period date is automatically calculated at the moment of importation.
Status – Completed or Not Completed
Select which status you want the sheets to be in after the import. Once imported, they must be
transferred according to the normal TEDI Transfer procedure.
File format
Select how the columns are delimited in your text file (with commas or tabs).
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Time & Expense Journal Transfer
(Transactions >> Project >> Time & Expense Journal Transfer)
The function Journal Transfer within the Time & Expense module allows the transfer within Project
Control and Payroll and the completed time & expenses through the daily mass entry application (and not
through TEDI). This function allows you to calculate the costs, what is billable and if applicable, tax
credits on expenses.
Batch Number
Timesheet
Expenses
Internal Cost
Period
From
To
If the box Transfer To is checked, a batch ID for the timesheet
transactions must be entered.
If the box Transfer To is checked, a batch ID for expenses
If the box Transfer To is checked, a batch ID for internal cost
Enter the first day within the transfer.
Enter the last day within the transfer.
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Select from
All
Selection
Group
Employee
Project Control
Click this button if you would like to transfer the transactions of all
employees.
Click this button if you would like to transfer the transactions of
specific employees. You must choose which employees you
would like to transfer.
Click this button if you would you like to transfer the transactions
of a group of employees (see TEDI Groups). You must choose
which groups you would like to transfer.
In the case where you have chosen a transfer of transactions for a
specific employee or group, add the Employee ID or Group ID.
Include timesheets already transferred
Check this box if you want to transfer new transaction to timesheets which have already been
transferred and they have been reversed before posting. If you have already posted these
transactions, there is the possibility that you may create a double posting,
***WARNING*** There is no validation done to check if the transaction has already
been posted.
Include timesheets waiting for approval
Check this box if you want to transfer timesheets and expense reports even if they are awaiting
approval. Normally, only timesheets and expense reports with a “Completed” status (after
approval) can be transferred. The approvals can be completed for the employees after the
transfer has been completed.
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Transactions – Project
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Update Dates
(Transactions >> Project >> Date of Update)
Use this window to identify the date of the last update for timesheet, expenses and internal expenses.
These dates will be printed on the Web Reports to indicate the periods that are recorded and thus shown
in the report. The people who consult the projects can also know the transaction cut off date.
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Batch Entry
(Transactions >> Project >> Project Batches)
Use the Batch Entry window to create project batches. Also use this window to configure batch controls,
approve batches for posting, modify batches for transaction groups, delete batches, or print transaction
validations and posted batch lists.
Activate batch approval
Batch approval options will only be activated if the Require Batch Approval option has been checked and
a password has been entered in the Posting Setup window (see the documentation for Microsoft
Dynamics GP). Once Approved has been checked, a batch will have an Approved status in the Series
Posting and Master Posting windows. If the Require Batch Approval option has not been checked and
the password not entered, batches will have an Available or Marked status before being posted and no
password will be required to post batches.
If a batch has been marked for posting before the batch approval option is selected in the Posting Setup
window, these marked batches will not require approval in order to be posted.
Activate Batch Verification
If a batch has been marked for posting before verification options are selected, control totals for marked
batches will not be verified before posting.
Add transactions to approved batches
Transactions may only be added to batches that have an Available or Not approved status. Transactions
cannot be added to batches that have been approved for posting.
Approve a recurring batch
Once a recurring batch is posted, the batch’s status will automatically change to Not Approved. To post a
recurring batch again, the batch must first be approved.
Approve out of balance batches
It is possible to approve a batch in which control totals are out of balance. For example, a batch can be
approved even if the actual number of transactions entered in the batch does equal the control total.
Batch approval and control total verification are two distinct features. A batch cannot be marked for
posting if control totals are out of balance. To post a batch, it must be marked as Not approved, the
control total must be modified to correspond to the total number of transactions, and the batch must be
approved again and then marked for posting.
Batch Restrictions
Even if the General Ledger batches are for a single-user (only one person can enter transactions in a batch
at a time), this restriction does not apply to other modules. For example, in a multiple-user environment,
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one or more people can enter transactions in the same batch at the same time, except in the General
Ledger.
Batch totals for individual posting
Note that for transactions posted through posting by transaction feature, control fields will always display
0. These transactions are posted, even if 0 has been registered. If the transactions have not been posted, a
message will appear in the posting journal to indicate that they have not been posted.
Delete approved batches
Approved batches cannot be deleted. To delete a batch that has been approved, it must first be marked
Not approved.
Recurring Batches
Only documents originating from Internal Expenses may be included in recurring batches. Documents
originating from adjustments, timesheets, expense record, revenue, transfer to projects or return to
inventory must be entered in single-use batches or posted individually.
Verify totals in batches containing errors
If batch totals are being verified and a batch containing transaction errors is posted, control totals are
adjusted to reflect transactions that have not been posted. All erroneous transactions remain in the batch
after posting is done. The actual number of transactions in the batch is re-calculated and the control total
is modified to 0. Once the transaction error is corrected, enter a new control total and post again.
Use the Batch Entry window to create batch to regroup similar transactions when entering data and to
revise transactions before posting them later. Recurring batches and single-use batches can be created.
For example, a recurring batch can be created for all transactions entered monthly, such as revenues from
rent. Transactions can be posted at a pre-determined date without having to be entered again.
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Recurring batches remain in the Project Control module once posted, although they will not be posted
automatically. For example, if a recurring batch has been created for all monthly transactions, these
batches will not be posted automatically. To post a recurring batch, it must be marked and posted
manually. Batches that have been marked as single-use will be automatically deleted once the posting
process is complete.
Batch ID
Enter a batch ID or click the lookup button to select one from the Project Batch IDs window. If this batch
ID lookup window is opened from the transaction entry window, only batches entered in that window will
be displayed.
Origin
Select the batch origin: adjustments, timesheets, internal expense, expense record, revenue, transfer to
projects or return to inventory.
The batch origin will not appear automatically if the Batch Entry window is opened from the Transaction
palette and an existing ID is entered manually. Because batches entered in different windows may have
the same name, the appropriate origin must be selected before information corresponding to the batch can
be displayed.
Comments
Enter comments (maximum 60 characters). This field is optional.
Frequency
This field allows you to create a recurrent batch and is only available for documents originating from
Internal Expense. Choose the appropriate frequency from the drop-down list.
For documents originating from Internal Expense, the default frequency is Single Use and the Number of
Recurring Postings and Days between postings fields are greyed.
Payroll Batch
If you are using the Canadian Payroll module, and you have integrated the Project Control to this module,
you can transfer expense and timesheet batches to Payroll. If you have checked the box Payroll Batch
Transfer, it will be mandatory to enter a payroll batch in this field.
Number of Recurring Postings
Enter the number of recurring postings for the Frequency chosen.
Days between Postings
If Miscellaneous has been selected in the Frequency field and the number of recurring postings has been
entered, choose the number of days between which recurring postings will be performed.
Posting Date
The system date is displayed automatically. You can change it. The date entered must be in the open
accounting period if your posting parameters imply that the journal entry will be made on the batch
posting date. This field may be mandatory depending on your posting parameters.
Data registered in the Project Control module are updated when the document date is entered, regardless
whether a date is entered or not in this field.
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Transactions Button
Click this button to enter transactions into a batch. An entry window corresponding to the batch origin
will open.
Check the accuracy of the transactions by using a transaction validation list by clicking on the printer via
the transaction input window or the batch input window.
Approve the batch and post it.
Batch approval and password entry options are accessible before posting only if the Require Batch
Approval option has been checked and a password has been entered in the Posting Setup window. If the
option is not checked and no password entered, batches will be assigned the status Available or Marked
before posting and no password is required.
Print the posting reports (optional step).
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Timesheets Transaction Entry
(Transactions >> Project >> Timesheets)
This window lets you enter the time sheet for an employee or change a time sheet entered by an employee
in the Internet Expenses and Time module (TEDI) and transferred in a batch (See TEDI Transfer) and
validate accounting entries, which will be generated by the transaction.
Trx
Each transaction entered in the Project Control module has a unique transaction ID created from the ID
defined in the Trx ID Setup window. Each time a timesheet transaction is created, the ID is increased by
1. By default, the system displays the next available ID in this field. The ID can be modified but the field
is no longer modifiable once an ID is entered. If an existing transaction ID is entered, the corresponding
transaction will be displayed.
Period
Enter the end date of the period of the time sheet. This date is by default on the posting date of the time
sheet if your posting parameters involve posting on the transaction date. By default, the system date or
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that of the previous transaction date is displayed. You can click the expansion button to open the Enter
dates window and change the posting date of the transaction (allowing you to defer the entries to a
different date of the transaction). The posting date entered must be in an open accounting period.
Batch ID
To enter more than one timesheet transaction and/or print a validation report before posting all the
transactions together, create a batch. To do this, enter a batch ID or click the lookup button to open the
Project Batch IDs window and select a batch ID with an Available status. Click the expand button to add
a new batch. A batch is a group of transactions identified under the same name or number.
If a timesheet batch is created, the timesheet can be saved but not posted from this window. It can be
posted from the Batch Entry window.
To post only one timesheet transaction, leave this field blank. The timesheet cannot be saved but can be
posted directly from this window.
Employee
Enter an employee number or click the magnifying class to select one from the resource list. Click the
Employee field to open the Resource Setup window.
Once a number is entered, the field is no longer modifiable. The data in the Description (employee
name), Department, Status, Class, Level, Hours Bank, Sick Leave Bank and Vacation Bank fields are
displayed. The resource department must belong to the company in which the user is working.
Once the data is entered, a new timesheet can be entered for the selected employee or timesheets that have
not been posted can be modified.
Project
Enter a project ID that has an Active status or click the lookup button to select one from the project list.
Click the Project field to open the Project Maintenance window. Once entered, the project ID cannot be
modified.
Level 1
Enter a level 1 ID for which the status is Active, or click the lookup button to select one from the level 1
list. Click the Level 1 field to open the Project Maintenance: Level 1 window. Once the level 1 ID is
entered, it cannot be modified.
Level 2
If you have to distribute to a level 2, enter a level 2 ID that the status is Active, or click the lookup button
to select one from the level 2 list. Click the Level 2 field to open the Project Maintenance: Level 2
window. Once the level 2 ID is entered, it cannot be modified. If you charge level 1 directly, leave this
field blank.
Department
The ID of the department chargeable by an employee is displayed. To select another from the department
list, click the lookup button. A department ID other than the one which the employee belongs to can be
entered only if staff-lending is allowed (please see Cards - Project section). The resource department and
the department entered here must belong to the same company.
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Category
Enter the category/cost item number or click the lookup button to select one from the category/cost item
list.
Click the Category field to open the Category Setup or Cost Items window.
Type
Enter the type of hours attached to this category if it is configured to be regular hours. Three choices are
offered: regular, overtime and special. By default, the Regular type is displayed. For categories
associated with other types of hours, it is displayed by default and cannot be changed.
Earnings ID
When you are integrated with the Great Plains Payroll system, you will chose the Earnings ID associated
with the type of hours the employee submitted from the list provided. By default, this ID will correspond
to the one configured in the resource’s class (See class Parameter).
GL Account
The cost account number associated with this category is displayed automatically. This field is not
modifiable.
Date
The period date is displayed automatically after entering the category. This date can be modified. Click
the expand button to open the Date Entry window. The posting date entered must be within an
accounting period of an open fiscal year.
In the case of Multi-Currency Projects, the exchange rate is verified against the available rates and if the
rate is not found, the window, Input Exchange Rate will open automatically allowing you to enter the
appropriate exchange rate.
Hours
Enter or modify the number of hours on this line. Depending on the type of hours entered in the
preceding field, the entry or modification done in this field will affect the corresponding total displayed at
the bottom of the window.
Salary
The hourly rate associated with this resource is displayed after entering the category. Click the expand
button to open the Cost Maintenance – Labour window to modify this field.
Invoicing Currency
The invoicing rate in the project invoicing currency is calculated automatically and displayed. This rate
comes from the billing method used in the concerned level. The billing method is always considered as
being in the project’s currency. So, if the method provides an hourly rate of $100 for a given resource, its
charges will be calculated at $100 an hour for projects in Canadian currency, US $100 for projects in US
dollars and €100 if the project is run in Euros.
Invoicing Rate
By default, this field is calculated according to the corresponding Project/Level invoicing data. In the
case of a project run in a currency other than the company’s functional currency, the rate shown here will
correspond to the resource’s rate in the functional currency at the rate of exchange in effect.
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Click the expand button for this field to open the Billable Maintenance – Labour window. In that
window, enter or modify data in the following fields (by default they will correspond to the parameters in
effect in the concerned level):
Billable Mark-up Rate
Enter the billable mark-up rate of the invoicing cost rate. It is the cost percentage of a transaction
representing a cost mark-up for invoicing purposes. For example, a mark-up rate of 1, 05 is
equivalent to a 105% mark-up of the cost rate or to a multiplier 2.05 times the cost rate.
Invoicing Cost Rate
The cost rate to calculate the current invoicing rate is displayed. It is by default the unit cost rate
of a transaction. It can be modified.
Discount
Enter, if applicable, the discount percentage given to the customer.
Productivity
Enter the productivity ID associated with the transaction if the transaction is considered nonbillable.
Once the above fields are entered, the new calculation for the Billable field is displayed. Click the OK
button to close this window. The invoicing rate is displayed.
Description
Enter a description (maximum 30 characters). This field is optional.
Interco. Rate
When a project/level allows inter-department charges, this rate is automatically calculated according to a
project’s inter-department rate if the department charged is not that of the employee. If the department
charged is that of the employee, the rate is 0.
Class
This field is not accessible and is initially blank. The class is displayed when the category, number of
hours or type of hours is modified.
Once all lines have been entered or modified, the fields at the bottom of the window display the totals for
the timesheet.
Expense Button
Click this button to open the Expense Report Trx Entry window.
Internal Expense Button
Click this button to open the Int. Expense Trx Entry window.
Distribution Button
Click this button to open the Distribution Entry window. Distributions must be in balance before a
timesheet can be posted.
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If distributions are in balance, click the OK button to return to the Timesheets Trx Entry window. The
timesheet can then be saved or posted. If distributions are out of balance, click the DEFAULT button to
return to the timesheet entry window where adjustments can be made to balance distributions.
*** Important *** You can consult the distribution of each line of the time sheets. To do this, you
must select the line you want and press the expansion button
to the right of “GL Account” in the
header of the detail section of the time sheet. This consultation allows you to target the source of
incorrect distributions. Once the error line is found, you must return to the parameters of the
project/level/department and/or cost item used to change the parameter at the source of this error.
Once the parameter is adjusted, simply re-enter the line and delete the line in error.
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Expense Report Trx Entry
(Transactions >> Project >> Expense Report)
This window lets you enter the expense statement for an employee or change an expense statement
entered by an employee in the Internet Expenses and Time module (TEDI) and transferred in a batch (See
TEDI Transfer) and validate the accounting entries that will be generated by the transaction.
Trx
defined in the Trx ID Setup window. Every time an expense report transaction is created, the ID is
increased by 1. By default, the system displays the next available ID in this field. The ID can be
modified but once entered; the field is no longer modifiable. If an existing transaction ID is entered, that
Employee
Enter an employee ID or click the lookup button to select one from the resource list. Click the Employee
field to open the Resource Setup window.
Once the ID is entered, the field is no longer modifiable. Data in the Description (employee name) and
Department fields are displayed. The resource department must belong to the company in which the user
is currently working.
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Once the data is entered, a new expense report can be entered for the selected employee and expense
reports not yet posted can be modified.
Period
Enter the end date of the period of the expense statement. This date corresponds by default to the posting
date of the expense statement if your posting parameters involve a posting on the date of the transaction.
By default, the system date or the previous transaction date is displayed. You can click the expansion
button to open the Enter dates window and change the posting date of the transaction (allowing you to
defer to the entries to a different time than the transaction). The posting date entered must be in an open
accounting period.
Batch ID
To post more than one expense report transaction and/or print a validation report before posting all
transactions together, create a batch. To do this, enter a batch ID or click the lookup button to select one
with an Available status from the Project Batch IDs window. Click the expand button to add a new
batch. A batch is a group of transactions identified under the same name or number.
If an expense report batch is created, it can only be saved but not posted from this window. It must be
posted from the Batch Entry window.
To enter only one expense report transaction, leave this field blank. It can be posted but not saved from
this window.
Transfer to Payroll
Check this box to pay corresponding expenses through the Payroll module. Otherwise payments will be
done by the Payables Management module. For payment by the supplier account to be possible, you must
create a supplier in the procurement module, with the same number as the employee number configured
in the resource’s Parameters.
Project
Click the Project field to open the Project Maintenance window. Once the project ID is entered, it cannot
be modified.
Level 1
Enter a level 1 ID that as an Active status or click the lookup button to select one from the level 1 list.
Click the Level 1 field to open the Project Maintenance: Level 1 window. Once the ID is entered, it
cannot be modified.
Level 2
If you have to distribute to a level 2, enter the level 2 ID that has an Active status or click the lookup
button to select one from the level 2 list. Click the Level 2 field to open the Project Maintenance: Level 2
window. Once the ID is entered, it cannot be modified. If you charge level 1 directly, leave this field
blank.
Department
The number of the department chargeable by the employee is displayed or you can select one by clicking
on the magnifying glass in the list of departments. You can enter a department number other than that
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which belongs to the employee only if a personnel loan is allowed (see the Project Sheet section). The
resource’s department and the one entered here must belong to the same company.
Category
Enter the category/cost item ID or click the lookup button to select one from the category/cost item list.
Click the Category field to open the Category Setup or Cost Items windows.
Profit ID
In case you’ve integrated the Project Costs module to Canadian Payroll, the profit ID associated with the
type of the employee expenses, configured in the resource’s class (See class parameter) or associated with
the category/item of the cost used, is entered or may be selected from the list of profit IDs of the
employee.
Qty
Enter the number of units for this line of expenses if the type of the cost category/item is Unit. This
quantity will be multiplied by the unit rate defined for that cost category/item according to the rules
(billing method with cost paid or the rate specified in the cost category/item) and the total will appear in
the gross amt. field.
If the category/cost item type is Amount, the quantity 1.00 is displayed automatically.
Currency ID
In a multiple currency environment, it is possible to select a currency ID other than the currency normally
used for the company.
Cost Account
The account number associated with the category is automatically displayed. The field is not modifiable.
Taxes
If taxes are applicable to this category/cost item, the amount of taxes is displayed automatically once the
gross amount is entered. Click the expand button to open the PM Expense Tax ID Entry window to view
calculation details or to modify the applicable tax schedule and/or the amounts calculated by the system.
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Credit Card
If a company credit card is associated to this resource, check this case to indicate that the expense is
payable to the credit card rather than the resource.
Type
The type associated with the category/cost item is displayed automatically. It can be an amount or a unit.
Date
The period date is displayed automatically once the category is entered, and it can be modified. Click the
expand button to open the Date Entry window. The posting date entered must be within an accounting
period of an open fiscal year.
Gross Amt.
If the type of the cost category is Unit, the product of the quantity multiplied by the unit rate of the
category will be displayed. If the type of cost category is Amount, enter the amount of the expense
according to the currency selected. The gross amount is the amount of the expense payable to the
employee including taxes.
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Billable Amount (Pjct)
By default, this is calculated according to invoicing data from the corresponding project/level and the
amount is in project currency. Click the expand button in this field to open the Billable Maintenance –
others window. From that window, enter data in the following fields:
Enter or modify the billable mark-up rate of the invoicing cost rate. It is the cost plus percentage of a
transaction, representing cost mark-up for invoicing purposes. For example, a mark-up rate of 0.05 is
Invoicing Cost Rate
The current invoicing cost rate is displayed. This is the unit cost rate of a transaction and can be
modified.
Discount
Enter, if applicable, the discount percentage given to the client.
Billable
Check this option if the expense amount is billable to the customer.
Once the fields have been filled, a new calculation will be displayed in the Billable field. Click the OK
button to close the window. The billable amount is displayed.
Description
Enter a description (maximum 30 characters). This field is optional.
Net Cost
This amount is displayed automatically. It represents the difference between the gross amount and the
taxes.
Expense totals are displayed at the bottom of the window. The first amount is the sum of categories/cost
items of type Amount and the second total is the sum of categories/cost items of type Unit.
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Enter portions of the total that are to be transferred to the Payables Management module and/or Payroll
module. By default, payments will be done by Payroll if the Transfer to Payroll box has been checked.
Otherwise payments will be done by the vendor payment feature. Payments can also be issued by both
modes.
The amount allocated to the resource’s credit card is presented in the last line of the window.
Distribution Button
Click the button to open the Distribution Entry window. Distributions must be in balance before an
expense report can be posted.
If distributions are in balance, click the OK button to return to the Expense Report Trx Entry window.
There, an expense report can be saved or posted. If distributions are out of balance, click the DEFAULT
button to return to the expense report entry window where corrections may be brought to balance
distributions.
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Internal Expense Transaction Entry
(Transactions >> Project >> Int. Expense)
From this window, enter internal expenses for a project, modify project internal expenses entered by an
employee in the Time and Expense Report (TEDI) module, or distribute costs to the General Ledger.
Trx
defined in the Trx ID Setup window. Every time an internal expense transaction is created, the ID is
increased by 1. By default, the system displays the next available ID in this field. It can be modified, but
once the ID is entered the field is no longer modifiable. If an existing transaction ID is entered, that
Resource
Enter the resource ID or click the lookup button to select one from the resource list. Enter a resource type
Tests, Equipment or Internal Expenses. Click the Resource field to open the Resource Setup window.
Once the ID is entered, the field is no longer modifiable. Data in the Description (of the resource) field is
displayed. The resource department must belong to the company in which the user is working.
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Period
Enter the period end date. This date is by default at the posting date of internal charges if your posting
parameters involve a posting on the transaction date. By default, the system date or the previous
transaction date appears. You can click the expansion button to open the Enter dates window and change
the posting date of the transaction (allowing you to defer to the entries on a different date from the
transaction). The posting date must be in an open accounting period.
Batch ID
To enter more than one internal expense transaction and/or print a validation report before posting all
transactions together, create a batch. To do this, enter a batch ID or click the lookup button to select one
with an Available status from the Project Batch IDs window. Click the expand button to add a new
batch. A batch is a group of transactions identified by the same name or number.
If an internal expense batch is created, internal expenses can be saved but not posted from this window.
Internal expenses can be posted from the Batch Entry window.
To post only one internal expense transaction, leave this field blank. Internal expenses cannot be saved
but can be posted from this window.
Employee
Enter an employee ID or click the lookup button to select one from the resource list. Click the Employee
field to open the Resource Setup window. This field is optional and allows you to specify which employee
used the internal resource that is associated with the transaction.
Data from the Description (employee name) and Department fields are displayed.
Once the data is entered, new internal expenses can be entered for the selected resource and internal
expenses not yet posted can be modified.
Project
Enter a project ID that has Active status or click the lookup button to select one from the project list.
Click the Project field to open Project Maintenance window. Once the ID is entered, it cannot be
modified.
Level 1
Enter a level 1 ID that has an Active status or click the lookup button to select one from the level 1 list.
Click the Level 1 field to open the Project Maintenance: level 1 window. Once the ID is entered, it
cannot be modified.
Level 2
If you have to distribute to a level 2, enter a level 2 ID which an Active status or click the lookup button
to select one from the level 2 list. Click the Level 2 field to open the Project Maintenance: level 2
window. Once the ID is entered, it cannot be modified. If you charge at level 1directly, leave this field
blank.
Department
The ID of the default chargeable department is displayed. Click the lookup button to select another one
from the department list.
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Category
Click the Category field to open the Category Setup or Cost items window.
Qty
Enter the number of units for the internal expense line. This quantity will be multiplied by the internal
cost defined for the category/cost item and displayed in the Cost Rate field.
Cost Rate
The unit rate for internal costs is displayed automatically in this field. It is equivalent to the rate
configured in the resource’s sheet unless you use a billing method which involves a “paid cost” for this
resource. Click the expand button to open the Cost Maintenance – Int. Expense window to see the
calculation details.
Cost Account
The account number associated with a category is displayed automatically. This field is not modifiable.
Date
The period date is displayed automatically after the category is entered. This date can be modified. Click
the expand button to open the Date Entry window. The posting date entered must be within an
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Unit
The billable unit mark up rate is automatically displayed in this field.
Billable Rate
The unit rate of billable mark-up in the project Invoicing Currency is displayed automatically in this field
and can not be modified. Click the expand button to open the Billable Maintenance – Int. Expense
window to see calculation details.
Enter or modify the billable mark-up rate of the invoicing cost rate. It is the cost plus percentage of a
transaction, representing the cost mark-up for invoicing purposes. For example, a mark-up rate of 0.05 is
Invoicing Cost Rate
The current invoicing cost rate is displayed. It is the unit cost rate of a transaction and can be
modified if needed.
Discount
Billable
Check this box if the internal expense amount is billable to the client.
Description
Enter a description for this line (maximum 30 characters). This field is optional.
Distributions Button
Click this button to open the Distribution Entry window. Distributions must be in balance before internal
expenses can be posted.
If distributions are in balance, click the OK button to return to the Internal Expense Transaction Entry
window. There, internal expenses can be saved/posted. If distributions are out of balance, click the
DEFAULT button to return to the internal expense entry window where modifications may be brought to
balance distributions.
See Appendix for examples of distributions according to the various parameters.
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Import - Internal Fees
You can use this function to import a file containing the internal transaction costs.
The text file must be in the following format:
File
Resource
Date
Project
L1
L2
Department
Category
Quantity
Resource Number
Transaction Date
Project
Level 1
Level 2
Department
Category
Quantity
Amount
Cost Rate
Reference
Description of the activity
Data Type
15
Date
15
10
10
10
10
Whole numbers
with 2 desimals
Whole numbers
with 2 desimals
30
The figure appearing in the Data Type column corresponds to the number of alphanumeric characters
allowed. The date should correspond to the date of the day and not to the period and should be entered in
the format yyyy-mm-dd.
If the unit rate is zero, the rate shown in the resource’s level will be used.
File format
Select how the columns are delimited in your text file (with commas or tabs).
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Adjustment Mass Entry
(Transactions >> Project >> Adjustment Mass Selection)
Use this function to enter an adjustment transaction range from a project, level, department and/or
category to another project, level, department and/or category. This adjustment feature enables the
correction of mistakes that occurred during the entry of allocations to projects such as erroneous invoicing
rates or erroneous distributions to a project, level or category.
*** Important *** This function does not validate if the destination level/department contains the
required cost category/item. Make sure that for the transactions that you wish to transfer, the parameters
are configured to their destinations. Bad parameters or the absence of required elements can generate
inappropriate entries and/or prevent the posting of transactions.
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Posting Date
The system’s date is displayed by default. Click Enter to keep this date or enter another posting date.
The posting date must be within an accounting period of an open fiscal year.
This date can be used to indicate the day of the accounting entry of the transactions. The transactions
will, however, keep the date of the original transaction in the projects.
Batch ID
Enter a batch ID or click the lookup button to open the Project Batch IDs window. Click the expand
button to add a new batch. A batch is a group of transactions identified by the same name or number. It is
mandatory to be able to use this function.
FROM:
Project
Click the Project field to open the Project Maintenance window. Once the ID is entered, it cannot be
modified.
Level 1
Click the Level 1 field to open the Project Maintenance: Level 1 window. Once the ID is entered, it
cannot be modified.
Level 2
If you have to adjust transactions associated to level 2, enter a level 2 ID that as an Active status or click
the lookup button to select one from the level 2 list. Click the Level 2 field to open the Project
Maintenance: level 2 window. Once the ID is entered, it cannot be modified. If you do not use this level,
leave this field blank.
Department
Enter the department ID or click the lookup button to select one from the department list. Click the
Department field to open the Department Setup window.
Category
Enter the category/cost item ID or click the lookup button the select one from the category/cost item list.
Enter the same ID in both fields to enter only one category or enter the start and end category IDs to
define a category range. If no category is selected, all transactions of the level/department concerned will
be automatically selected.
TO
Project
Enter a project ID that has an Active status or click the lookup button to select one from the project list. It
can be the same project ID, a different ID, or the ID from the FROM column.
Level 1
Enter a level 1 ID or click the lookup button to select one from the level 1 list. It can be the same level 1
ID, a different ID, or the ID from the FROM column.
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Project Control
Level 2
Enter a level 2 ID or click the lookup button to select one from the level 2 list. It can be the same level 2
ID, a different ID or the ID from the FROM column.
Department
Enter a department ID or click the lookup button to select one from the department list. It can be the
same department ID, a different ID or the ID from the FROM column.
Category
Enter the category/cost item ID or click the lookup button to select one from the category/cost item list,
when only one start category has been selected.
If multiple categories are involved, this field will be greyed out and the system will automatically use the
same category as the original for the level/department of the destination project.
Click the Category field to open the Category Setup or Cost Items window. This field is optional.
Empl/Res/Vendor
Click the Employee, Resource or Vendor option to select only one employee, resource or vendor. This
function allows you to limit the number of transactions that will be shown in the bottom section of the
criteria specified.
Include:
Check the appropriate box or boxes. You can include only billed transactions (billing date <>
0000/00/00) or just the unbilled transactions (billing date = 0000/00/00) or you can include both options.
This feature allows you to limit the number of transactions that will be shown in the bottom section of the
criteria specified.
Period
Check the All options to include all periods or enter a period range. This function allows you to limit the
number of transactions that will be shown in the bottom section of those included in the specified date
range.
Once all fields have been filled, click the REDISPLAY button to display in the selection box the data
corresponding to the options selected. Transactions may be checked individually or they can all be
selected by clicking the MARK ALL button. Then click the SELECTION button to start the process.
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Adjustment Transaction
(Transactions >> Project >> Adjustments Trx)
Use this function to enter adjustment transactions from a project, level, department and/or category to
another project, level, department and/or category. Adjustment Trx Entry feature enables the correction
of errors that occurred at the entry of allocations to projects.
*** Important *** The adjustments on expense transactions (cost types greater than 2) will now allow
you to enter quantities of up to 5 decimal places in all times. This allows you to adequately adjust the
receipt on contracts from various procurement solutions.
User ID
The user ID appears by default and is not modifiable. This identifies the user who performed transaction
adjustments to the projects.
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Adjustment ID
defined in the Trx ID Setup window. Each time an adjustment transaction is created, the ID is increased
by 1. By default, the system displays in this field the next available ID. It can be modified, but once the
ID is entered, the field is no longer modified. If an existing transaction ID is entered, that transaction is
displayed.
Batch ID
If you want to post more adjustment transactions and/or be able to print a validation report before posting,
create a batch. To do this, create a batch ID or click the lookup button to select one from the Project
Batch IDs window that has an Available status. Click the expand button to add a new batch. A batch is a
group of transactions identified by the same name or number.
To post only one adjustment transaction, leave this field blank.
Origin:
Project
Click the Project field to open the Project Maintenance window. Once the ID is entered, it cannot be
modified.
Level 1
Click the Level 1 field to open the Project Maintenance: level 1 window. Once the ID is entered, it
cannot be modified.
Level 2
If you have to adjust transactions associated to level 2, enter a level 2 ID that has an Active status or click
the lookup button to select one from the level 2 list. Click the Level 2 field to open the Project
Maintenance: level 2 window. Once the ID is entered, it cannot be modified. If you do not use this level,
Department
Enter the department ID or click the lookup button to select one from the department list. Click the
Department field to open the Department Setup window.
Category
Date
Enter the transaction date.
Data in the Resource, Class, Hours, Deliverables and Costs fields are displayed. Click the expand button
of the Billable field to open the Billable Maintenance – Labour window. Click the expand button of the
Cost field to open the Cost Maintenance – labour window. Details on costs in the above fields can be
viewed from these windows.
You can use the left and right arrows, under the original information, to view one by one all
transactions made in the project and select the one you want.
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Once the transaction to be adjusted is selected, you must, in the bottom section, indicate the destination of
this correction and adjust, if necessary, the quantities or hours to be transferred.
*** Important *** It is not recommended to modify the cost of expense transactions. This will cause
distortions in the projects, particularly in terms of quantity. To adjust costs distributed in the project
without changing the quantities for expenses or purchases, it is suggested to return to the original
transactions (Transactions > Expense or Purchase Statement> Enter supplier account transactions for
projects) to reverse the transaction and reassign it appropriately.
Destination:
You must specify the destination (Project/level 1/Level 2/department/category) of your adjustment. By
default, the data entered above (in the Origin section) appears by default in the corresponding fields. You
can modify it, but only when you go to the concerned field. You cannot change the information entered
once you go to the next field. If you want to repeat this charge, simply click on the
at top of this
section.
Posting Date
The source transaction date is displayed by default. Click on Return to keep the date or enter another
posting date. The posting date should be in an open accounting period.
This date can be used to indicate the day of the accounting entry of the transactions. The transactions
will, however, keep the date of the original transaction in the projects.
Data in the Resources field is displayed.
Class
Enter a class ID or leave the field blank.
Hours
Enter the number of hours where an adjustment is to be made. The number entered cannot be greater than
the number of hours in the source transaction.
Billable
Click the expand button in this field to open the Billable Maintenance – Labour window. The following
window is displayed:
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Project Control
Enter the billable mark-up invoicing cost rate. This is the cost percentage of a transaction representing a
cost mark-up for invoicing purposes. For example, a mark-up rate of 1.05 is equal to a 105% mark-up of
the cost rate.
Invoicing Cost Rate
The current invoicing cost rate is displayed. This is the unit rate of a transaction. It can be modified.
Once both fields are filled, calculation for the Billable field is displayed.
Discount
Enter, if available, the discount percentage given to the customer.
Productivity ID
Enter the productivity ID attached to the billable transaction.
Once both fields are filled, the new calculation in the Billable field is displayed. Click the OK button to
close this window.
Once returned to the Adjustment Trx Entry window, click the expand button in Cost field to open the Cost
Maintenance- Labour window and obtain details of costs displayed in this field.
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Click the DISTRIBUTION button to view adjustment transactions.
Click the OK button to close the window.
Once returned to the Adjustment Trx Entry window, click the POST button to post adjustment transactions
or the Save button if you use a batch. Once adjustment transactions have been entered and posted, the
adjustment transaction posting journal will be printed before this function can be closed.
N.B. If the “Origin” section contains information at the time or you want to exit this function, the system
will ask you if you want to Save the changes made to these adjustments. The question concerns the
elements present at this time in the window. Normally, you just press Delete to close the window.
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Revenue Calculation
(Transactions >> Project >> Revenue Calculation)
This window is usually used at the end of a period to calculate or adjust gained revenues from fixed price
projects since their previous calculation. See Cards - Project for details on different revenue types.
Batch ID
Enter a revenue batch ID or click the lookup button to select one. Click the expand button to open the
Batch Entry window.
Cut-off Date
Enter the date until which revenues will be calculated. By default, the system’s date will be displayed.
Click the expand button to open the Date Entry window. The date must be within an accounting period of
an open fiscal year.
You can limit the projects reviewed with the following intervals:
Start Branch
Enter the Branch ID of the start of the projects to be calculated.
End Branch
Enter the end Branch ID of the projects to be calculated.
Start Department
Enter the department ID for the project (configured in the File> Project) of the Start of projects to be
calculated.
End Department
Enter the department ID for the project (configured in the File> Project) of the end of the projects to be
calculated.
Then by clicking the Process button, it occurs on the cut-off date:
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Project Control
 Real Progress, the adjustment is calculated based on the Budget to date of the project multiplied by
the latest (the date nearest the cut off date) Percentage of Progress of the corresponding Project/Level
to which the sum of billing and the value of Work in progress on that date is subtracted. NOTE: Only
in the case of billing type, Fixed or Percentage of costs.
 Budgeted Maximum or if the billing type is cost plus with a maximum, if the value of Work in
progress on that date is greater than zero, there are two possible cases:
 If the budget to date of the project minus the sum of Billing and value of work in progress on that
date is less than zero, then the calculated adjustment amount is at most the value of work in
progress.
 If the Budget of the project to date minus the sum of Billing and value of Work in progress on
that date is greater than zero and the Surplus/Deficit billing on this date is less than zero, then the
amount of adjustment calculated is at most the absolute value of this Surplus/Deficit billing. In
other words, if a previous recognition of revenue has generated a revenue write off and since then
the budgeted revenue has increased, the write off will be cancelled in whole or in part by
increasing the corresponding budget.
 Comprehensive, in this case, the calculations are the same as those of the Maximum Budgeted
except that the amounts are the sum of all sub-levels of the project which are also Comprehensive.

More than 90 days, in this case, the function calculates the value of recognized Revenue on the cut
off date minus 90 days and subtracts the sum of Billing on the cut off date. If this value is greater than
zero, the value of the calculated adjustment is at most the value of Work in progress.
 Costs Progress, the calculated adjustment is the budget to date, multiplied by the Costs on the cut off
date divided by the budgeted Costs from which is subtracted the sum of the Billing and value of work
in progress on that date.
 Hours Progress, the calculated adjustment is the Budget to date, multiplied by the Total Hours on the
cut off date divided by the budgeted hours from which is subtracted the sum of the Billing and value
of work in progress on that date.
 Time Progress, the calculated adjustment is the Budget to date multiplied by the number of months
elapsed in the total number of months from which is subtracted the sum of the Billing and value of
work in progress on that date. The months are calculated from the start date and end date defined at
the corresponding level.
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Revenue Recognition
(Transactions >> Project >> Revenue Recognition.)
Use this window to adjust revenue calculated by the revenue calculation feature, or to manually enter and
adjust a project/level’s revenue.
Batch ID
You must enter a batch ID. You must identify the batch ID, used at the calculation or create a new batch
if you want to add transactions. To do this, enter a batch ID or click the lookup button to select one with
an Available status from the Project Batch IDs window. Click the expand button to add a new batch. A
batch is a group of transactions identified by the same name or number.
Cut Off Date
Enter a date. This date corresponds to the revenue posting date. By default, the system’s date is
displayed. Click the expand button to open the Date Entry window. The date entered must be within an
Where there has been a revenue calculation, the result of the calculation is displayed and you can then
identify the amount of adjustment required.
If you want to add a revenue transaction, you must click on the corresponding button. The following
window appears:
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Project Control
You must enter the Project, Level 1, Level 2, Department desired, enter the Date of the estimate,
indicating the amount in more or less Revenue that you wish to recognize on the cut off date and enter, if
necessary, the references appropriate for the adjustment.
For revenue transactions that were generated via automatic calculation, many data items are presented
(Budget, Billed to date, TEC, S/D Billing, Available Budget, % budgetary progress, % of actual progress
entered by the coordinator as well as the name of the various coordinators) in the revenue recognition
window to help you make the right decision. The “$ calculated Adjustment” shows the amount calculated
by the system. The adjustment will however be made according to the “$ Adjustment desired”, which by
default is equal to the automatically calculated amount.
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Project Control
Item Transfer
(Transactions >> Project >> Item Transfer)
If a company uses Inventory module, use this feature to transfer items to projects.
Number
Every transaction entered in the Project Control module has a unique transaction ID created from the ID
defined in the Trx ID Setup window. Each time an item transfer transaction is created, the ID is increased
by 1. By default, the system displays the next available ID in this field. It can be modified but once the
ID is entered, the field is no longer modifiable. If an existing transaction ID is entered, that transaction
will be displayed.
Batch ID
If you want to see more transfer transactions of transfer of items and/or be able to print a validation report
before posting, create a batch. To do this, enter a batch ID or click the lookup button to select one with an
Available status from the Project Batch IDs window. Click the expand button to add a new batch. A
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If an item transfer batch is created, the item transfer can be saved but not posted from this window. It
may be posted from the Batch Entry window.
To post only one item transfer transaction, leave this field blank. In this case, the item transfer cannot be
saved but can be posted directly from this window.
Date
Enter the date of the item transfer. This date corresponds to the transfer document’s date. By default, the
date of the system is displayed. You can click the expansion button to open the Enter dates window to
enter a posting date that is different from the transaction date. The date entered must be within an
Default Site ID
Enter the site ID from which the item will be transferred or click the lookup button to select one from the
site list. Click the Default Site ID field to open the Site Maintenance window.
Project
Click the Project field to open the Project Maintenance window. Once an ID is entered it cannot be
modified.
Level 1
Click the Level 1 field to open the Project Maintenance: level 1 window. Once an ID is entered it cannot
be entered.
Level 2
If you must charge a level 2, enter a level 2 number whose status is Active or select one by clicking on the
magnifying glass in the list of level 2s. Click on the Level 2 field to open the Project Management
window: Level 2. Once entered, the level 2 number cannot be changed. If you charge a level 1directly,
Department
Enter the department ID or click the lookup button to select one from the department list.
Category
Enter a category/cost item or click the lookup button to select one from the category/cost item list. The
selected category must of Cost Type 8; See the Project Setup window.
Item Number
Enter an item number or click the lookup button to select one from the item list in inventory.
Click the Item Number field to open Item Maintenance window.
U of M
Enter a unit of measure in which a selected item is to be transferred or click the lookup button to select
one from the inventory units of measure list.
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Qty
Enter the item quantity to be transferred in the selected unit of measure. This quantity will be multiplied
by the unit cost displayed in the next field.
Unit Cost
This field is displayed automatically after a unit of measure and item number has been entered.
The column displays the current cost of each item. It cannot be modified. The cost that will be credited
to an inventory account will be based on the evaluation method of the item.
Billable
By default, the field is at 0. Click the expand button to open the Billable Maintenance: other window. In
that window, enter data in the following fields:
Enter or modify the billable mark-up rate for the invoicing cost rate. This is the cost percentage of a
transaction representing the cost mark-up for invoicing purposes. For example, a mark-up rate of 1.05 is
equal to a 105% mark-up of the cost rate.
Invoicing Cost Rate
The current invoicing cost rate is displayed. It is the unit cost rate of a transaction. It can be modified.
Discount
Billable
Check this option if the expense amount is billable to the client.
Description
The item description is displayed by default.
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Project Control
Site ID
Enter the number of the location in the site used, from which the article will be transferred or click on the
magnifying glass to select one from the list of locations, if you use the warehouse site. Click the Site ID
field to open the Site Maintenance window.
Distributions Button
Click the button to open the Distribution Entry window. Distributions must be in balance before item
transfers can be posted.
If distributions are in balance, click the OK button to return to the Item Transfers to projects window,
where transfers can be saved or posted. If distributions are not in balance, click the DEFAULT button to
return to the item transfer entry window where corrections can be made to balance distributions.
Serial/Lot Button
Click this button to open the Item Serial Number Entry window or the Lot Number Entry window,
depending on the item type selected in the Item Transfer to Projects window. This button is not
accessible if the follow up for the article has not been done by serial number or batch number.
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Project Control
Item Return
(Transactions >> Project >> Item Return)
If a company uses the Inventory module, use this function to return unused items from a project to
inventory.
Number
defined in the Trx ID Setup window. Every time an item return transaction is created, the ID is increased
by 1. By default, the system displays the next available ID in this field. It can be modified, but once an
ID is entered, the field is no longer modifiable. If an existing transaction ID is entered, that transaction is
displayed.
Batch ID
If you want to defer several item return transactions and/or be able to print a validation report before
posting, create a batch. To do this, enter a batch number or click the lookup button to select one with an
Available status from the Project Batch IDs window. Click the expand button to add a new batch. A
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If an item return batch is created, item returns can be saved but not posted from this window. It can only
be posted from the Batch Entry window.
To post only one item return transaction, leave this field blank. In this case, the item return cannot be
saved but can be posted from this window.
Date
Enter the date of the item return. This date corresponds to the return document’s date. By default, the
system’s date is displayed. You can click the expansion button to open the Enter dates window to enter a
posting date that is different from the transaction date. The date entered must be within an accounting
period of an open fiscal year.
Project
Enter the ID of a project from which an item is to be returned or click the lookup button to select one
from the project list.
Item Number
Enter the number of an item to be returned or click the lookup button to select one from the item list.
The project, and if applicable the selected item, will identify the Project/Level originally charged.
Project
Click the Project field to open the Project Maintenance window. Once an ID is entered, it cannot be
modified.
Level 1
Click the Level 1 field to open the Project Maintenance: level 1 window. Once an ID is entered, it cannot
be modified.
Level 2
If you must charge a level 2, enter a level 2 number whose status is Active or select one by clicking on the
magnifying glass in the list of level 2s. Click on the Level 2 field to open the Project Management
window: Level 2. Once entered, the level 2 number cannot be changed. If you charge a level 1directly,
Department
Enter the department ID or click the lookup button to select one from the department list.
Category
Enter the category/cost item number or click the lookup button to select one from the category/cost item
list. The selected category must be of Cost Type 8. See the Project Setup window.
Document Date
The document date of the original transfer to project is identified.
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Item Number
Enter an item number or click the lookup button to select one from the item list.
Click the Item Number field to open the Item Maintenance window.
U of M
Enter a unit of measure in which a selected item is to be transferred or click the lookup button to select
one from the inventory unit of measure list.
Quantity
Enter the item quantity to be transferred in the selected unit of measure. This quantity will be multiplied
by the unit cost displayed in the next field.
Quantity Returned
Indicate the quantity to be returned to inventory.
Unit Cost
This field is displayed automatically after an item number and a unit of measure are entered.
This column displays the initial cost of each item. It cannot be modified. The cost that will be credited to
the inventory account will be based on the evaluation method of each article.
Billable
By default, this field is at 0. Click the expand button of this field to open the Billable Maintenance –
Others window. In this window, enter data in the following fields:
Enter or modify the billable mark-up rate of the invoicing cost rate. It is the cost percentage of a
transaction, representing the mark-up cost for invoicing purposes. For example, a mark-up rate of 1.05 is
equal to a 105% mark-up of the cost rate.
Invoicing Cost Rate
The current invoicing cost rate is displayed. This is the unit cost rate of a transaction. It can be modified.
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Discount
Billable
Check this box if the expense amount is billable to the client.
Description
The item description is displayed by default.
Document No.
Indicate the document date of the initial transaction charged to a project.
Site ID
Enter the site ID to which an item is to be transferred or click the lookup button to select one from the site
list. Click the Site ID field to open the Site Maintenance window.
Distribution Button
Click the button to open the Distribution Entry window. Distributions must be in balance before item
transfers can be posted.
If distributions are in balance, click the OK button to return to the Project Item Transfer window. There,
transfers can be saved and posted. If distributions are not in balance, click the DEFAULT button to return
to the item transfer entry window where corrections may be made to balance distributions.
Serial/Lot Button
Click the button to open the Item Serial Number Entry window or the Lot Number Entry window,
depending on the item type selected in the Project Item Transfer window. The button is not available if
the item follow up has not been done by serial number or by batch number.
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Project Purchase Orders
(Transactions >> Project >> Project Purchase Order)
If a company uses the Purchase Order Processing module from Microsoft Dynamics GP, it is possible to
enter on each order line the project, level or category concerned.
Project
Level 1
Level 2
Department
Inventory
Category
Enter the project related to the order.
Enter the level 1 related to the order.
Enter, if applicable, the level 2 related to the order.
Enter the department associated to the level affected by the order.
For an item of commercial inventory type, check this box to let the item be
managed by inventory and be distributed to a project only at the desired time
after the merchandise is received. If the box is unchecked, project distribution
will be done immediately upon merchandise receipt. In this case, a commitment
would be registered to the corresponding level.
Enter the cost category related to the order.
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Project Control
Project Purchase Receipt
(Transactions >> Project >> Project Purchase Receipt)
When the delivery or invoicing of a purchase order item is applied to a project, the quantity delivered
must be confirmed by the vendor.
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Correction Transactions
(Transactions >> Project >> Correction Trx)
In project transaction reports, it is preferable not to show transactions that have been corrected, usually by
adjustment functions. Use this window to identify corrected transactions (original transactions and their
reversals) or to remove the identifier for certain adjusted transactions that you still want to appear in
different reports.
The total cost for identified transactions must be 0 before the corresponding ID can be saved.
Project
Enter a project ID or click the lookup button to select one from the project list. Any project can be
selected in this field, regardless of their status.
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Project Control
Coordinator
Once the project is selected, the coordinator ID attached to this project is displayed. It corresponds to the
resource specified as the Project Coordinator in the main sheet of the project (Sheets > Project). This field
is not modifiable.
Level 1
Enter a level 1 ID or click the lookup button to select one from the level 1 list. Any level 1 can be
selected in this field, regardless of their status.
Level 2
If you must charge a level 2, enter a level 2 number or select one by clicking on the magnifying glass in
the list of level 2s. Click on the Level 2 field to open the Project Management window: Level 2. Once
entered, the level 2 number cannot be changed.
If you charge a level 1directly, leave this field blank.
Department
Enter a department ID or click the lookup button to select one from the department list. A department ID
can other than the one to which a coordinator belongs can be entered only if staff lending is permitted (see
Project Setup section).
Category
Click the option box All to select all categories/cost items attached to the project. Click the other option
to select only one category/cost item. Enter the category/cost item ID, or click the lookup button to select
one from the category/cost item list.
Click the Category field to open the Category Setup/Cost Items window.
Resource
Click the option All to select all employees, resources and vendors. Click the Employee, Resource or
Vendor option box to select only one employee, resource or vendor. Enter the resource, employee or
vendor ID, or click the lookup button to select one from the corresponding list.
Periods
Check the All option to include all transactions regardless of their transaction date.
Once all fields are filled, click the REDISPLAY button in the selection box data corresponding to the
options selected. Check only the transactions wanted or click the MARK ALL button to select all
transactions. Then click the SAVE button to save the selection.
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Project Progress
(Transactions >> Project >> Project Progress)
In a project with a fixed price, it is often necessary to evaluate the actual progress of the project. For
example, this feature would let project managers view all projects at any given date for which the costs
have reached 60% while the actual project progress is at 50%. One such evaluation allows us to anticipate
cost overruns and may be combined, if the level is configured for this procedure, with the recognition of
revenue.
This feature is used to evaluate the actual progress percentage and / or to estimate the costs required to
complete a project.
Date
Project
Enter the project progress’ evaluation date.
Enter the project concerned.
For each project, the type of project progress is defined by:
 Summary by Level indicates that progress is evaluated by level for all budgeted departments.
 Summary by Department indicates that progress is evaluated by budgeted department for each
level.
 Detailed by Cost Category indicates that progress is evaluated by department and by cost category
for each project level.
Depending on the selected progress type, details of each required level are displayed as well as the hours
and expenses accumulated up until the evaluation date.
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Progress %
The actual progress percentage is entered for each level displayed.
Time Estimate
Enter an estimated number of hours required to complete all the work for the
Enter the estimated expenses necessary to complete all the work for the
Expenses
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Invoicing Detail Maintenance
(Transactions >> Project >> Invoicing Detail)
When JOVACO’s Professional Invoicing module is not used, this window enables the selection of project
transactions to identify them as Billed or Not billed. Transactions identified as non-billed will appear on
the Billing Details report.
Date billed associated with the transaction, indicating whether it was billed or not. If this date is different
from 0000/00/00, this implies that the transaction is marked as having been billed.
N.B. You can view this date by transaction, you must use the Project Transaction Consultation function
(Consultation> Trx by project).
Billing Date
The day’s date is automatically displayed. You can change it. In the case in which you want to remove
the identification of certain billed transactions, you must specify the Date billed associated with these
transactions.
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Project
Enter a project ID or click the lookup button to select one from the project list. All projects can be
selected in this field, regardless whether the status is Open, Not reconciled or Closed.
Coordinator
Once the project is selected, the number of the project’s coordinator is displayed. This field cannot be
changed. It corresponds to the resource specified as Project Coordinator in the project’s main sheet
(Sheets > Project).
Level 1
Enter a level 1 ID or click the lookup button to select one from the level 1 list. All level 1s can be
selected from this field, regardless of the status.
Level 2
If you must charge a level 2, enter a level 2 number or select one by clicking on the magnifying glass in
the list of level 2s. Click on the Level 2 field to open the Project Management window: Level 2. Once
entered, the level 2 number cannot be changed.
If you charge a level 1directly, leave this field blank.
Department
Enter a department ID or click the lookup button to select one from the department list. A department ID
other than the one to which a coordinator belongs may be entered only if staff lending is permitted (see
Project Setup section).
Category
Click the option box All to select all categories/cost items attached to the project. Click the other option
box to select only one category/cost item. Enter the category/cost item ID or click the lookup button to
select one from the category/cost item list.
Resource
Click the option box All to select all employees, resources and vendors. Click the option box Employee,
Resource or Vendor to select only one employee, resource or vendor. Enter the resource, employee or
vendor ID, or click the lookup button to select one from the corresponding list.
Include
Check the appropriate box(es) to include only transactions billed, only transactions not billed or both
options.
N.B. It is recommended that you include only one of two types of transactions at a time to avoid errors,
since only the date billed differentiates the two types of transactions.
Periods
Check the option All to include all transactions regardless of transaction dates.
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Once all fields are filled, click the REDISPLAY button to display in the selection box data corresponding
to the chosen options. It is possible to check only a few transactions or to select all by clicking the
MARK ALL button. Next, click the SAVE button to save the selection.
If you have selected transactions that were not indicated as having been billed, their billing Date will be
billed for the date indicated at the top of the window. If you have selected transactions that were
indicated as having been billed, their Date billed will be changed for 0000/00/00.
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Transfer of Procurement Documents
This function is used to import transactions that were entered during a day from the JOVACO
procurement Management module. The Transfer will create a batch in the SIFIA project module for
receipt transactions. It will also create a batch in the procurement module for invoices entered for the
receipt in question. Finally, it will automatically transfer items that have been received for stocks in the
inventory module.
You must check the batch(es) you wish to transfer and click the Transfer button. You can select all the
batches available by pressing the Mark All button.
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Payroll Canada - Rate Table Entry
When you’re integrated with Canadian payroll from Payroll to project Costs (see Parameter>Project), the
time must be entered in projects in the window of the next payroll.
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Dynamics GP Substitute Windows
Project Control offers a seamless integrated to various functions in the Microsoft Dynamics GP module.
Due to this integration, you will have quick access to complete and precise information; you will save
time and reduce the risk of error. Certain standard Microsoft Dynamics GP windows were modified in
order to integrate the Project Control module to the financial modules.
To access these substitute windows, you can go to the Extra menu of the windows for which there is a
substitute window and click on the Assign projects link. You can also directly access these windows by
pressing Ctrl and 1 at the same time when you are in one of the windows for which there is a substitute
window.
*** Important *** You can adjust the security of your users so that they use modified windows that
include, for the most part, the Assign projects button (you will then have access to standard Great Plains
windows in which you have changed the security settings).
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General Ledger Transaction Entry to Project
(Transactions >> Financials >> Generals)
Journal entries, allocated to projects, are useful for the costs control of projects by allowing to regulation
of future transactions or for re-allocation to projects.
NOTE: This function must only be used if there is not revenue recognition linked to a record to a project
costs transaction.
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Receivable Transaction Entry to Project
(Transactions >> Sales >> Transaction Entry)
If you produce your DT/CT invoices/notes on the outside of your management system (for example, with
Word or Excel), you can assign the projects in question at the time of entering these transactions in the
Accounts receivable module. In this window you can also change the charges that have been generated
by the Professional Billing module once the invoice is transferred to the Accounts Receivable module
(see the manual on Professional Invoicing).
If the Revenue Category Distribution is marked in the Project Set up, the invoice amount can be
allocated in the field WIP/Revenue – Posted. If the opposite, the accrued revenue amount to project must
be allocated in the field WIP/Revenue – Posted and the amount of Profit/Loss to be recognized, either as a
surplus or write off, should be allocated to the corresponding field.
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Entering collection charges to projects
(Transactions>> Sales>> Collection)
Enter the collections – At the allocation of collections to paid documents, the initial allocations of
invoices for projects can automatically charge collections for the projects concerned. Such integration
makes it possible not only to know the billing and collections in projects, but also to chronologically
classify the accounts receivable by project.
If it is a collection which only partially reimburses the invoice, you can decide how you want to distribute
it in the project according to the allocations of the invoice. By default, the system distributes the
collection in the order of the allocation lines of the invoice.
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Payables Transaction Entry to Project
(Transactions >> Purchasing >> Transaction Entry)
Because many vendor documents represent specific costs to project, it is practical to be able allocated, in
whole or in part, the values of these documents to the corresponding projects.
If the expense method or a specific rate was specified in the allocated project/level, the billable amount
will be calculated automatically.
In the case in which the Use supplier requisitions box has been checked in the Project Parameters
window, the boxes for managing commitments will be available. Thus, if you enter an invoice that is
related to a purchase order coming from the Supplier Requisitions product, you will then be able to reduce
the associated commitments up to the remaining commitment.
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Sales Transaction Entry to Project
(Transaction >> Sales >> Sales Transaction Entry)
When you use the SOP module, you can allocate an invoice that corresponds to a project or a group of
projects through the SOP function.
In the case in which the Charging revenue categories box has been checked in the Project Parameters
window, simply charge the amount in the TEC/Rev box - posted. Otherwise, the amount of revenue
recognized in the project must be charged in the TEC / Rev. - posted box, and the amount of profits/losses
to be recognized, in or deficit or surplus, must be charged in the corresponding box.
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Reports - Project
The Project Control module offers a set of reports and options that enables the user to create complete,
meaningful and detailed reports.
To print a report, click the PRINT button or the Print option from the File menu from the Setup, Cards or
Transaction window. With this feature, all entries for a record can be viewed and a hard copy is created
to view all data entered.
With the Project Control module, report options can be defined and saved in order to print reports again
without having to re-define the options. In addition to accelerating report creation, this functionality
allows continuity in report presentation.
An option can be also created for each report to be printed and these options can be modified at all times.
Steps to create, modify or delete a report option
To define a report option, perform the following steps for each report available in the Project Control
module:
From the Project Report palette, select a report type. From the window that opens, select one among
reports available for this type. Once a report is selected, create a new option or modify an existing one for
this report.
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To create a new option for the selected report, click the NEW button to open the Trx Report Options
window.
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After entering a name in the Options field, select the parameters wanted for the report. The parameters
available in this window depend on the report being created. Once the selection is complete, click the
SAVE button to register the selection (option). It is then possible to print the report at any time simply by
clicking the corresponding option in the preceding window. More than one option with different
parameters each can be created for the same report.
To modify an option, select it in the Options box in the Transactions Reports window, then click the
MODIFY button. In the options window that will open, modify the report parameters. Click SAVE to
register the modifications.
To delete a report option, select it in the Options box in the Transactions Reports window, then click the
MODIFY button. The options window will open. Click the DELETE button.
Data Range
To choose the information that will appear in a report, define the data range to be included in the report.
Items available in the selection list depend on the report being created. Ranges allow the specification
and narrowing of information that are needed from a report.
In the Selections field of the Trx Report Options window, click the arrow from the drop-down list to
display items for which a range can be defined.
Once a range is defined, click the INSERT button to include it in the report. More than one range can be
defined for the same option. To take out a range from a report, select it from the Restrictions box and
click REMOVE.
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Print Output
To select a print output for the report, click the DESTINATION button from the report options window.
Reports can be displayed on screen, printed and/or saved to a file (more than one print output can be
printed at a time).
The selected output(s) for a report can be saved by default by leaving the Ask each time box unchecked.
If the box is checked, a report’s print output can be selected each time.
If the File box is checked, the report will be saved in a file. Five formats are available:

Text file: the report is preserved in text format only, with no formatting. This option must be
used if a file needs to be readable by any application in any platform.

Tab - delimited: this is the ASCII format with tabs. The format is used by spreadsheets such as
Microsoft Excel among others, on any platform.

Comma - delimited: this is the ASCII format with commas. The format is used by database
applications among others.

HTML file: this file format is used for the Web and can be displayed on the Internet and company
Intranet. It is also a universal format that can be read from various platforms.

Adobe PDF file: this file format enables a report’s formatting to be preserved and read from any
workstation with Adobe Acrobat Reader installed.
Once the box is checked, click the FOLDER button in the File Name field, and choose the directory in
which the file is to be saved, type the name and select the file format. If an existing file name is entered,
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it is possible to replace data from the existing file with new report data or to attach the new data to the
existing file data.
Once print outputs have been selected, click the PRINT button to print the report, or simply save the
newly created/modified report option, then close the Trx Report Options window.
From the Transactions Reports window, multiple reports may be printed at the same time. To do this,
select a line from the Options box, then click the INSERT button. Repeat the step for each option wanted.
To remove an option from the Print List box, select it and click REMOVE.

The graphic layout of most reports offers an easy access to information:

Report header includes the company logo and name, the report title, the sorting order and the
options determined by the user who produced the report. The company name and report title
appear on each report page.

Column header includes the name of data fields appearing on the report. This header is printed
on each report page.

Report detail includes the data.

Footer includes the system’s date, the default hour, the date, the name of the user of created the
report and the page number. The footer appears on each report page.
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Example of report layout:
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Project Setup Reports
(Reports >> Project >> Settings)
Project Setup Reports feature enables you to printout the Project Setup settings that were specified in the
windows of the Project Setup palette.
Project Setup List: this report contains information entered in the Project Setup window.
Sort :
None
Ranges :
None
Options :
None
Project Categories List: this report contains information entered in the Category Setup window.
Sort :
By category
Ranges :
Category
Options :
None
Project Classes List: this report contains information entered in the Class Setup window.
Sort :
By class ID
Range :
Class
Options :
None
Productivity List: this report contains information entered in the Productivity ID Setup window.
Sort :
By productivity
Range :
Productivity
Options :
None
Project Divisions List: this report contains information entered in the Division Setup window.
Sort :
By division
Range :
Divisions
Options :
None
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Project Department List: this report contains information entered in the Department Setup window.
Sort :
By department
Range :
Department
Options :
None
Expense Method: this report contains information entered in the Expense Invoicing Method Setup
window.
Sort :
By expense
Range :
Expense
Options :
None
Internal Expense Methods: this report contains information entered in the Internal Expense Invoicing
Method Setup window.
Sort :
By internal expense
Range :
Internal Expense
Options :
None
Fees Methods: this report contains information entered in the Fees Invoicing Method Setup window.
Sort :
By fees
Range :
Fees
Options :
None
Territories List: this report contains information entered in the Region Setup window.
Sort :
By territory
Range :
Territory
Options :
None
Project Resources List: this report contains information on the material resources entered in the
Resource Setup window.
Sort :
By resource
Ranges :
Resource
Options :
None
Employees List: this report contains information on the human resources entered in the Resource Setup
window.
Sort :
By resource
Ranges :
Resource
Options :
None
Branches List: this report contains information entered in the Branch Setup window.
Sort :
By branch
Ranges :
Branches
Options :
None
Project Types List: this report contains information entered in the Project Type Setup window.
Sort :
By project type
Ranges :
Project type
Options :
None
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Service Types List: this report contains information entered in the Service Type Setup window.
Sort :
By service type
Ranges :
Service type
Options :
None
Billable Rate by Employee: this report contains information on billable rates by employee. The
information comes from the Fees Invoicing Method Setup and Resource Setup windows.
Sort :
By fees
Ranges :
Fees
Options :
Mark-up rate
Include only employees gone
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Project Reports
(Reports >> Project >> Projects)
Project Reports enables report creation on all projects defined in the Project Control module.
Project List: this report makes a list of projects defined in the Project Control module. The report is more
or less detailed depending on the options selected.
Sort :
By project department
By executive department
By project
Ranges :
Project departments
Executive department
Projects
Project starting date
Project closing date
Customers
Project Managers
Options :
Include active projects
Include closed projects
Display Level 1/ Level 2/
Department
Display by customer
Display options:
If the Level 1 option is clicked, only the level 1 will be included in the report;
If the Level 2 option is clicked, level 1 and level 2 will be included in the report;
If the Department option is clicked, the level 1, level 2 and department will be included in the report.
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Projects Card: this report contains information entered in Project Maintenance window.
Sort :
By project
Ranges :
Project departments
Projects
Level 1
Project starting dates
Project closing dates
Coordinator
Options :
Include active projects
Projects Estimate: this report contains information entered in Project Estimate window.
Sort :
By project
Ranges :
Project
Level 1
Level 2
Categories
Departments
Options :
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Transaction Reports
(Reports >> Project >> Control-Admin.)
Transaction Reports produces a list of transactions made for the projects. Use the report drop-down list to
sort and display information differently.
Note:
Document Date / Posting Date
In all transaction report options window, Document Date / Posting Date option boxes are accessible.
These boxes are useful only if a date range has been entered in the Period field. For example, if the
October 1st 2002 to October 31st 2002 range has been entered in the Period field:
 To obtain document transactions dated from the month of October 2002, click the Document Date
option box;
 To obtain the list of transactions posted in the month of October 2002, click the Posting Date option
box.
If the All option box in the Period field is checked, the selection made at the Posting Date and Document
Date boxes is no longer in effect because all transactions will appear on the report.
Project Transactions: this report enables all information to be obtained for transactions made in the
projects. The report can be created in graphic format or in text format.
Sort :
None
Ranges :
Periods
Project
Level 1
Level 2
Department
Options :
Invoicing Date
In detail
Show costs
Don’t show department (option
only for reports in text format)
Include employee benefits
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Category
Include overhead
Include correction transaction
Include invoicing transaction
Transactions by Employee: this report produces a list of project transactions by employee.
Sort :
None
Ranges :
Period
Employee
Project
Level 1
Level 2
Department
Category
Options :
In detail
Show costs
Include overhead
Include labour transaction
Include expense transaction
Transactions by Vendor: this report produces a list of project transactions by vendor or human resource.
Sort :
None
Ranges :
Period
Vendor
Resource
Project
Level 1
Level 2
Department
Category
Options :
In detail
Show costs
Transactions by Resource: this report produces a list of project transactions by material resource.
Sort:
None
Ranges:
Period
Resource
Project
Level 1
Level 2
Department
Category
Options:
In detail
Invoicing Transactions: this report produces a list of project invoicing transactions (invoices, returns,
credit notes)
Sort:
None
Ranges:
Period
Project
Level 1
Level 2
Department
Options
In detail
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Project Receipts: this report produces a list of project receipt transactions.
Sort:
None
Ranges:
Period
Project
Level 1
Level 2
Department
Options:
None
Summary by Employee: this report contains the number of hours distributed to projects per employee.
It may or may not contain costs and billable amounts for the hours, depending on the options selected.
Sort :
None
Ranges :
Period
Project
Level 1
Options :
In detail
Include total by date
Display the costing, billable or
do not display any amount
Level 2
Department
Resource
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Cost Control Reports
(Reports >> Project >> Control-Costs)
These control reports provide the user with different views of project costs vs. budget vs. invoiced
amounts by project, level department and cost item.
Items Costs Budget: Use this report to obtain a detailed portrait (including quantity, cost and billable
value) of cost items by project by level, by department.
Sort:
Project
Level 1
Level 2
Category (Cost Item)
Ranges:
Project
Level 1
Level 2
Department
Category (Cost Item)
Options:
Include open projects
Project Results: Use this report to obtain the financial picture of your project including Budgeted and
Actual Cost, Remaining to bill, Invoiced, Cashed and Gross Profit.
Sort:
Project
Ranges:
Project
Posting Period
Options:
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Project Cost Status: Use this report to obtain a detailed portrait of your project including labour,
materials, subcontractor, expenses, other expenses, Inventory, Invoiced, and net amount to Bill
Sort:
Project
Level 1
Level 2
Ranges:
Project
Level 1
Level 2
Posting Period
Options:
Project Status: Use this report to obtain a detailed portrait of your project including Commitment,
Period, To Date, Budget, Variation % and Actual costs.
Sort:
Project
Level 1
Level 2
Ranges:
Project
Level 1
Level 2
Period Date
Options:
Include Posting Date
Ranges:
Projects
Level 1
Level 2
Departments
Categories
Customers
Project Managers
Options:
Social Benefits
General expenses
Customer currency
By customer
Cost performance:
Sort:
Document Date
Report Date
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Control Reports – by Project
(Reports >> Project >> Control-Project)
The control report feature enables the control on active projects while providing information such as the
number of hours allocated to projects, costs, billable amounts, authorized budgets, available budgets, etc.
Reports are produced on a regular basis during projects to ensure an efficient project management while
preventing overruns.
Note:
Document Date/Posting Date:
In all control reports option windows, the Document Date / Posting Date option boxes are accessible.
These options are useful only if a date range has been entered in the Period field. For example, if the

To obtain transactions dated from the month of October 2002, click the Document Date option;

To obtain a list of transactions posted in the month of October 2002, click the Posting Date option.
If the All option in the Period field has been checked, the option selection for Document Date and Posting
Date would have no effect because all transactions will appear on the report.
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Display Option Boxes:
In all control reports option windows, the Project, Level 1, Level 2, Department and Category option
boxes are accessible:
Click the Project option to detail only the project on the report;
Click the Level 1 option to detail the project and level 1 on the report;
Click the Level 2 option to detail the project, level 1 and level 2 on the report;
Click the Department option to detail the project, level 1, level 2 and department on the report;
Click the Category option to detail the project, level 1, level 2, department and category on the
project.
Complete Project Analysis – by Project: use this report to obtain a detailed portrait by project of active
projects. It contains the number of budgeted hours, the number of actual hours for the period and to date,
the hour cost for the period and to date, and the billable amount for the period and to date as well as the
gross profit percentage.
Sort:
None
Ranges:
Period
Project
Level 1
Level 2
Department
Customer
Options:
Include period only
Include costing
Include billable
Include overhead
Display in detail
Display by customer
Project Evolution – by Project: use this report to follow by project the evolution of active projects. The
project information includes: the status, billing method, distribution total for the period, authorized
budget, amount billed to date, work in progress, invoicing surplus/deficit, project costs to date and
available budget.
Sort:
None
Ranges:
Period
Project
Project type
Level 1
Level 2
Department
Customer
Branch
Options:
Include period only
Include negative available budget
Include invoicing surplus/deficit
Include labour supply
Display by customer
Project Profitability – by Project: use this report to view active projects’ profitability to date. The
project information includes: the revenues (labour, others, surplus/deficit, total), costs (labour, others,
total), gross profit, and gross profit percentage on labour.
Sort:
By projects
By project type
Ranges:
Period
Project
Project type
Level 1
Level 2
Options:
Include period only
Include overhead
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Department
WIP Aging – by Project: use this report to view, by project, all work in progress in chronological order
from a cut-off date. The project information includes: the posted revenues, WIP total, credit balances and
works in chronological order.
Sort:
By projects
By project type
Ranges:
Project
Level 1
Level 2
Department
Customer
Options:
Include les closed projects
Display by customer
WIP and RM Aging – by Project: use this report to view, WIP and accounts receivables in
chronological order from a cut-off date. The project information includes: the posted revenues, WIP total,
credit balances and accounts in chronological order.
Sort:
By projects
By project type
Ranges:
Project
Level 1
Level 2
Departments
Customer
Options:
Display by customer
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Control Reports – by Project Executive
(Reports >> Project >> Control – Proj. Exec.)
The control report feature enables the control on active projects while providing information such as the
The control is performed by project. Reports are produced on a regular basis during projects to ensure an
efficient project management while preventing any possible overrun.
Note:
In all control reports option window, the Document Date / Posting Date option boxes are accessible.
 To obtain transactions dated from the month of October 2002, click the Document Date option;
 To obtain a list of transactions posted in the month of October 2002, click the Posting Date option.

If the All option in the Period field has been checked, the option selection for Document Date and
Posting Date will have no effect because all transactions will appear on the report.
In all control reports option windows, the Project, Level 1, Level 2, Department and category option
Click the Level option to detail the project and level 1 on the report;
Click the Category option to detail the project, level 1, level 2, department and category on the project.
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Complete Project Analysis – by Project Executive: use this report to obtain a detailed portrait by
project executive of active projects. It contains the number of budgeted hours, the number of actual hours
for the period and to date, the hour cost for the period and to date, and the billable amount for the period
and to date as well as the gross profit percentage.
Sort:
None
Ranges:
Period
Project department
Project executive
Project
Level 1
Level 2
Department
Customer
Options:
Include la period only
Include costing
Include billable
Include overhead
Display in detail
Display by customer
Project Evolution – by Project Executive: use this report to follow by project executive the evolution of
active projects. The project information includes: the status, billing method, distribution total for the
period, authorized budget, amount billed to date, work in progress, invoicing surplus/deficit, project costs
to date and available budget.
Sort:
None
Ranges:
Period
Project department
Project executive
Project
Project type
Level 1
Level 2
Department
Customer
Options:
Include period only
Include the negative available
budget
Display by customer
Project Profitability – by Project Executive: use this report to view, by project executive, the
profitability to date of active projects. The project information includes: revenues (labour, other,
surplus/deficit, total), costs (labour, other, total), gross profit, and gross profit percentage on labour.
Sort:
By project department de project
By project executive
Ranges:
Period
Project department
Project executive
Project
Level 1
Level 2
Department
Options:
Include overhead
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WIP Aging – by Project Executive: use this report to view by project executive, all work in progress in
chronological order from a cut-off date. The project information includes: posted revenues, WIP total,
credit balances and works in chronological order.
Sort:
Ranges:
Project
Level 1
Level 2
Department
Customer
Project department
Project executive
Options:
Display by customer
WIP and RM Aging – by Project Executive: use this report to view by project executive, WIP and
accounts receivable in chronological order from a cut-off date. The project information includes: posted
revenues, WIP total, credit balances and accounts in chronological order.
Sort:
Ranges:
Project
Level 1
Level 2
Department
Customer
Project department
Project executive
Options:
Display by customer
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Control Reports – by Coordinator
(Reports >> Project >> Control – Project Manager)
The control report feature enables the control on active projects by providing information such as the
The control is performed by project. Reports are produced on a regular basis during projects to ensure an
efficient project management while preventing overruns.
Note:
Document Date / Report Date:

Posting Date would have no effect because all transactions will appear on the report.
Complete Project Analysis – by Coordinator: use this report to obtain a detailed portrait of active
projects by coordinator. It contains the number of budgeted hours, the number of actual hours for the
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period and to date, the hour cost for the period and to date, and the billable amount for the period and to
date as well as the gross profit percentage.
Sort :
None
Ranges :
Period
Coordinator
Project
Level 1
Level 2
Customer
Options :
Include period only
Include costing
Include billable
Include overhead
Display in detail
Display by customer
Project Evolution – by Coordinator: use this report to follow the evolution of active projects by
coordinator. The project information includes: status, billing method, distribution total for the period,
authorized budget, amount billed to date, work in progress, invoicing surplus/deficit, project costs to date
and available budget.
Sort :
None
Ranges :
Period
Coordinator
Project
Project type
Level 1
Level 2
Customer
Options :
include open projects
include period only
Display by customer
Project Profitability – by Coordinator: use this report to view the profitability to date of active projects,
by coordinator. The project information includes: revenues (labour, other, surplus/deficit, total), costs
(labour, other, total), gross profit, and gross profit percentage on labour.
Sort :
By coordinator
Ranges :
Period
Coordinator
Project
Level 1
Level 2
Options :
Include overhead
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WIP Aging – by Coordinator: use this report to view by coordinator, all work in progress in
chronological order from a cut-off date. The project information includes: posted revenues, WIP total,
credit balances and works in chronological order.
Sort :
By coordinator
Ranges :
Project
Level 1
Level 2
Customer
Coordinator
Options :
Display by customer
WIP and RM Aging – by Coordinator: use this report to view by coordinator, all WIP and accounts
receivable in chronological order from a cut-off date. The project information includes: posted revenues,
WIP total, credit balances and accounts in chronological order.
Sort :
By coordinator
Ranges :
Project
Level 1
Level 2
Customer
Coordinator
Options :
Display by customer
Work in Progress: use this report to view work in progress by executive department from a cut-off date.
The project information includes: department, project executive, status, billing (fees –method and markup rate-, expenses – method-), work in progress (fees, expenses, total).
Sort :
Ranges :
Options :
Include by posting date
Include WIP to zero
Display in detail
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Productivity Report
(Reports >> Project >> Productivity)
The productivity report feature helps measure staff productivity in terms of billable and not billable hours.
Hours Billable by Employee: use this report to view the billable hour percentage of employees. The
report details include: productive hours (hours not billable, hours billable, total hours, billable hour
percentage) and amounts (billable amount, amount worked, and billable amount percentage).
Sort :
None
Ranges :
Employee division
Employee department
Employee
Period
Options :
Show costs
Hours Not Billable by Employee: use this report to view the percentage of hours not billable, by
employee, for a period or fiscal year. The report details include: hours not billable associated to
productivity IDs (column headings are defined in the Group Setup window- Setup >>Project>>Prod. ID
Group).
Sort :
None
Ranges :
Employee division
Employee department
Employee
Period
Fiscal year
Options :
none
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Staff Productivity: use this report to view employee productivity. The report details include: hours
associated with productivity IDs (column headings are defined in the Group Setup window –
Setup>>Project>>Prod. ID Group), totals by employee, department and division of hours worked and
corresponding amounts, productivity and corresponding productivity percentage.
Sort :
None
Ranges :
Employee division
Employee department
Employee
Period
Options :
Show costs
Display in detail
Annual Tracking by Employee: use this report to view the number of hours worked by productivity ID,
for each employee, from a cut-off date.
Sort :
None
Ranges :
Employee department
Employee
Period
Options :
Show costs
Display in detail
Bank Time List: use this report to create a list of employee hour banks. The report details include: name
and employee number, number of bank hours for each employee and the corresponding dollar amount.
Sort :
None
Ranges :
Employee department
Employee
Options :
None
Vacation Bank: use this report to create a list of employee vacation hour banks. The report details
include: name and employee number, number of vacation bank hours and the dollar amount for the
previous year, current year and the total of both years.
Sort :
None
Ranges :
Employee department
Employees
Options :
none
Sick Leave Bank List: use this report to create a list of employee sick leave banks. The report details
include: name and employee number, number of sick leave bank hours for each employee and the
corresponding dollar amount.
Sort :
None
Ranges :
Employee department
Employee
Options :
none
Hours by Employee: use this report to create a list of hours by hour types, for each employee in a given
period. The report details include: total hours of regular, overtime, special, sick, holiday and vacation
time, regular hour and overtime bank, and the grand total.
Sort :
None
Ranges :
Employee
Period
Options :
Display in detail
243
Project Reports
Project Control
History Register
(Reports >> Project >> History Register)
The project history register includes information on posted transactions from timesheets, expense reports,
internal expense, adjustments and revenues.
Timesheets Register: use this report to obtain the history of posted timesheet transactions by audit trail
ID, batch ID and/or posting date range. The report details includes: batch ID, audit trail ID, document
number, transaction details (department, date, employee name and number, project, level 1, level 2,
category, hour type, cost, billable, productivity ID, inter-department rate, salary), invoicing type,
distributions as well as totals by department and division.
Sort:
By audit trail ID
By batch ID
By posting date
Ranges:
Audit trail ID
Batch ID
Posting date
Options:
None
Employee Expense Register: use this report to obtain the history of posted expense transactions by audit
trail ID, batch ID and/or posting date range. The report details include: batch ID, audit trail ID, document
number, transaction details (department, date, employee name and number, units, expenses, amount
transferred to accounts payable, amount transferred to payroll, open amount, invoice type, billable,
department, project, level 1, level 2, category, expense, taxes, cost, description, date, quantity/unit,
schedule, cost billable), distributions as well as totals by department and division.
Sort:
By audit trail ID
By batch ID
By posting date
Ranges:
Audit trail ID
Batch ID
Posting date
Options:
None
244
Project Reports
Project Control
Internal Expense Register: use this report to obtain the history of posted internal expense transactions
by audit trail ID, Batch ID and/or posting date range. The report details include: batch ID, audit trail ID,
document number, material resource name and ID, employee, date, quantity, transaction details (invoice
type, billable, department, project, level 1, level 2, category, cost, description, date, and cost billable, by
project), distributions as well as totals by department and division.
Sort:
By audit trail ID
By batch ID
By posting date
Ranges:
Audit trail ID
Batch ID
Posting date
Options:
None
Adjustment Register: use this report to obtain the history of posted adjustment transactions by audit trail
ID, batch ID and/or posting date range. The report details include: batch ID, audit trail ID, document
number, transaction details (productivity ID, project, level 1, level 2, department category, quantity/hours,
cost, billable rate, billable amount, date, posting date, resource, intercompany cost, and discount amount).
Sort:
By audit trail ID
By batch ID
By posting date
Ranges:
Audit trail ID
Batch ID
Posting date
Option :
None
Earnings Register: use this report to obtain the history of posted earnings transactions by audit trail ID,
batch ID and/or posting date range. The report details include: batch ID, audit trail ID, document number,
department, date, transaction details (department, project, level 1, level 2, and amount), distributions and
totals by department.
Sort:
By audit trail ID
By batch ID
By posting date
Ranges:
Audit trail ID
Batch ID
Posting date
Options:
None
245
Project Reports
Project Control
Invoicing Report
(Reports >> Project >> Invoicing Detail)
Invoicing Detail: use this report to obtain details on the hours to bill, by project and level, and for easy
invoice tracking. The report details include: date, resource, resource name, class, quantity/hours, cost,
rate, billable amount, reference, division, department, project executive, project, customer, level 1, level
2, project total, project executive’s total, and project department total.
Sort :
None
Ranges :
Project department
Project executive
Project
Level 1
Level 2
Department
Category
Period
Options :
Display summary table
Display reset table
Process type
Invoicing date
Note:
Process Type: three options are available to produce the invoicing detail report:
Pre-list: used to obtain an overview of invoicing detail. In using this type, the user determines billable
transactions and not billable transactions.
Billed Detail: used to identify all transactions billed.
Detail Cancellation: used to remove tags from billed transactions (cancels the Billed Detail process).
246
Project Reports
Project Control
Intercompany Invoicing detail
Sort:
None
Range:
Project department
Project Manager
Projects
Level 1
Level 2
Departments
Categories
Branches
Options:
Display summary table
Display the table at zro
Project currency
Closed Projects
Note:
Process Type: There are three options available to create detailed invoicing reports:

 Pre-list: allows you to obtain a detailed view of the invoices. By using this type of process,
users choose the billable and non-billable transactions.

 Invoiced detailed: allows you to indentify all transactions which have been invoiced.

 Detail Cancellation: allows you to remove transactions already tagged as invoiced (cancels the
Invoiced Detail process).
247
Project Reports
Project Control
Inactive Projects Reports
(Reports >> Project >> Inactive Project)
Inactive Projects Reports enables the creation of reports on all inactive projects defined in the Project
Control module.
Inactive Projects List: use this report to create a list of inactive projects defined in the Project Control
module. The report will be more or less detailed, depending on the options selected.
Sort :
Ranges :
Project department
By project
Projects
Coordinator
Customer
Options :
Display level 1 / niveau2 /
department
Display by customer
Display options:
Click the Level 1 option to detail the project and level 1 on the report;
248
Project Reports
Project Control
Inactive Project Cards: this report provides information on inactive projects entered in the Project
Maintenance window.
Sort :
By project
Ranges :
Project department
Projects
Level 1
Coordinator
Options :
None
249
Project Reports
Project Control
Inactive Project Control Reports – by Project
(Reports >> Project >> Inactive – Ctrl Project)
Inactive project control reports provide information on past projects such as the number of hours allocated
to projects, costs, billable amounts, authorized budgets, available budgets, etc.
Note:

Posting Date will have no effect because all transactions will appear on the report.
250
Project Reports
Project Control
Complete Inactive Project Analysis – by Project: use this report to obtain a detailed portrait of inactive
projects, by project. It contains the number of budgeted hours, the number of actual hours of the period
and to date, the hour cost for the period and to date, and the billable amount for the period and to date as
well as the gross profit percentage.
Sort :
None
Ranges :
Period
Projects
Level 1
Level 2
Department
Options :
Include period only
Include costing
Include billable
Include overhead
Display in detail
Display by customer
Inactive Project Evolution – by Project: use this report to follow the evolution of inactive projects, by
project. The project information includes: status, billing method, distribution total for the period,
authorized budget, amount billed to date, work in progress, invoicing surplus/deficit, project costs to date
and available budget.
Sort :
None
Ranges :
Period
Projects
Project type
Level 1
Level 2
Department
Options :
Include la period only
include invoicing surplus/deficit
Display by customer
Inactive Project Profitability – by Project: use this report to view the profitability to date of inactive
projects, by project. The project information includes: revenues (labour, other, surplus/deficit, total),
costs (labour, other, total), gross profit, and gross profit percentage on labour.
Sort :
by project
by project type
Ranges :
periods
projects
project type
level 1
level 2
departments
Options :
include les employee benefits
include les overhead
251
Project Reports
Project Control
Inactive Project Transaction Reports
(Reports >> Project >> Inactive – Ctrl admin.)
Inactive Project Transactions Reports creates a list of transactions performed in inactive projects.
Note:
If the All option in the Period field has been checked, the option selection for Document Date and Posting
Date will have no effect because all transactions will appear on the report.
Inactive Project Transaction by Vendor: this report creates a list of inactive project transactions by
vendor or human resource.
Sort :
none
Ranges :
Period
Vendor
Resource
Projects
Level 1
Level 2
Department
Category
Options :
Display detail
Show costs
252
Project Reports
Project Control
Transactions of inactive projects: this report allows you to create a list of Inactive project transactions
Sort:
Project Department
Department Manager
Projects
Ranges:
Project Department
Department Manager
Projects
Project Start Date
Project End Date
Coordinators
Customers
Options:
By Customer
253
Project Reports
Project Control
Control Reports of Inactive Projects – by Manager
(Reports >> Project >> Inactive – Ctrl inactive projects)
Profitability of inactive projects – by manager: This report will allow you to know, in real time, the
profitability of inactive projects by manager. This report provides for a project: the Revenues (labour
others, surplus/deficit, total), Costs (labour, others, total), Gross Profit, and Gross Profit % on labour.
Sort:
Project Department
Project Executive
Ranges:
Project
Level 1
Level 2
Department
Period
Options:
Employee Benefits
Overhead
254
Project Reports
Project Control
Control Reports – Master Projects
(Reports – Project – Control – Master Projects)
These reports will allow you to produce a report on the ensemble of reports that you have grouped in the
Master Project functions (Cards >> Project >> Master Projects).
Transactions by Master Project: This report lists the transactions of all the reports that are part of the
selected master project.
Sort:
Document Date
Posting Date
Ranges:
Period
Master Projects
Options:
Projects
Levels
Modifications
Departments
Transactions Summary by Master Project: This report lists the summary of transactions of all the
reports that are part of the selected master project.
Sort:
Document Date
Posting Date
Ranges:
Period
Master Projects
Options:
Projects
Levels
Modifications
Departments
255
Project Inquiry
Project Control
Inquiry – Project
(Inquiry >> Project)
To view Project Control module data quickly, use the Project Inquiry windows.
Display Arrow
Use the display arrows in the lower left window corner to quickly display data viewable in these
windows. Click the drop down list arrow to select the data’s order of appearance.
The arrow on the extreme left is for viewing the first line of data on the list. The arrow on the extreme
right is for viewing the last line of data. The two arrows in the middle are for viewing the previous or
following entry.
Show/Hide Buttons
Use the Show/Hide buttons on the right corner of the scroll box to view more details on the line being
displayed.
256
Project Inquiry
Project Control
Budget Tracking Inquiry
(Inquiry >> Project >> Budget Tracking)
Use the Budget Tracking Inquiry window to view amounts to date of costs, billable and hours in relation
to budgeted costs, billable and hours. This information is helpful for comparing a project’s actual activity
with budgeted amounts.
Select a line in the scroll box and click the expand button from the Project, Level 1, Level 2 or
Department field to view in more detail actual amounts and budgeted amounts for the project level or
department.
257
Project Inquiry
Project Control
Select a line from the scroll box and click the Budget field to open the Budget Maintenance window and
display the budget of a project level.
Select a line in the scroll box and click the Costs, Billable or Hours field to open the Project Status
Inquiry window to view category, amounts to date of costs, billable and hours in relation to budgeted
costs, billable, and hours for a project department.
258
Project Inquiry
Project Control
Project Status Inquiry
(Inquiry >> Project >> Project Status)
Use the Project Status Inquiry window to view amounts to date of costs, billable and hours in relation to
budgeted costs, billable and hours for each project department category.
Click the Project, Level 1, Level 2 or Department field to open the Project Maintenance, Project
Maintenance : Level 1, Project Maintenance : Level 2 or Department Setup window.
Select a line and click the Costs, Billable, Hours or Budget field to open the Project Transaction Inquiry
window and view transactions from the selected category.
259
Project Inquiry
Project Control
Project Transaction Inquiry
(Inquiry >> Project >> Trx by Project)
The Project Transaction Inquiry window is helpful in viewing project transactions for each category.
Select a project that contains the transactions to be viewed. Different options can be selected in this
window; Display active or inactive project transactions, include or not to include cost-plus and overhead,
define a period or select all, define or not to define a category range.
Click the Project, Level 1, Level 2 or Department field to open the Project Maintenance, Project
Maintenance: Level 1, Project Maintenance : Level 2 or Department Setup window.
260
Project Inquiry
Project Control
Employee Transaction Inquiry
(Inquiry >> Project >> Trx. By Employee)
The Employee Transaction Inquiry window is used to display project transactions for an employee.
Select an employee who is assigned to the transactions to be viewed. Different options can be selected
from this window: display active or inactive project transactions, define a period or select all, define or
not to define project, level 1, level 2, department and category ranges.
In the scroll box, click the Project, Level 1, Level 2, Department or Category field to open the Project
Maintenance, Project Maintenance: Level 1, Project Maintenance: Level 2, Department Setup, or Cost
Items window. Click the Document No. field to open the Timesheets Trx Inquiry or Expense Report
Transaction window to view transaction details.
261
Project Inquiry
Project Control
Vendor Transaction Inquiry
(Inquiry >> Project >> Trx. By Vendor)
The Vendor Transaction Inquiry window displays project transactions for a vendor.
Select a vendor to which belong the transactions to be viewed. Different options can be selected in this
window: display active or inactive project transactions, define a period or select all, define or not to
define project, level 1, level 2, department and category ranges.
Maintenance, Project Maintenance: level 1, Project Maintenance: level 2, Department Setup or Cost
Items window. Click the Document No. field to open the Payables Transaction Entry Zoom window and
view transaction details.
262
Project Inquiry
Project Control
Resource Transaction Inquiry
(Inquiry >> Project >> Trx. By Resource)
Use the Resource Transaction Inquiry window to view project transactions for a material resource.
Select a material resource to which belong the transactions to be viewed. Different options can be
selected from this window: display active or inactive project transactions, define a period or select all,
define or not to define project, level 1, level 2, department and category ranges.
Maintenance, Project Maintenance: Level 1, Project Maintenance : Level 2, Department, Setup or Cost
Items window. Click the Document No. field to open the Int. Expense Account Trx Inquiry window and
view transaction details.
263
Project Inquiry
Project Control
Invoicing Transaction Inquiry
(Inquiry >> Project >> Invoicing Trx.)
Use the Invoicing Transaction Inquiry window to view project invoicing transactions.
Select a project that belongs to the invoicing transactions being viewed. Different options can be selected
from this window: display active or inactive project transactions, define a period or select all, define or
not to define project, level 1, level 2 and department ranges.
In the scroll box, click the Level 1, Level 2 or Department field to open the Project Maintenance, Project
Maintenance : Level 1, Project Maintenance : Level 2 or Department Setup window. Click the Document
No. to open the Receivables Transaction Inquiry Zoom window and view transaction details.
264
Project Inquiry
Project Control
Billable Rate by Employee
(Inquiry >> Project >> Billable Rate by Employee)
In the case of Fee Method based on a mark up, whether it is by base unit cost or adjusted annual salary,
this function allows you to display the fee method that will be calculated according to a specific mark up
rate.
Fees Method
Select all or a specific fee method
Employee
Select all or a specific employee for which a mark up will apply.
Class
Select all or a specific class of employees for which a mark up will apply.
Division
Select all or a range of divisions for which a mark up will apply.
265
Project Inquiry
Project Control
Department
Select all or a range of departments for which a mark up will apply.
Employee Gone
Check this box to include inactive employees.
Mark-up
Enter the required mark-up rate.
266
Project Inquiry
Project Control
Purchase Order Transaction
(Inquiry >> Project >> Purchase Order Transaction)
This function allows you to identify and consult the balance of the commitment of all purchase orders
submitted for a specific project.
Select a project in which you wish to view purchase order transactions. Different options can be selected
in this window: display active or inactive project transactions, define all or a specific period, decide
whether to define or not a range of level 1s, level 2s, departments and categories.
In the scrolling window, click on the field Level 1, Level 2, Department or Category to open the Project
Maintenance window: Level 1, Level 2, Department Setup, and Category Setup. Click on the field Order
to open the Purchase Order Inquiry Zoom in order to view the transaction details.
267
Project Inquiry
Project Control
Project View
This function will allow you to view the project setup. You can then give certain users view-only access
to the Project Card, therefore will not be able to modify any of the information.
Project
Enter a Project ID or select one from the list of project by click on the magnify glass.
268
Project Routines
Project Control
Routines - Project
(Tools>> Routines >> Project)
Bank Update
If your employees have a periodic accumulation factor (see Resource Bank Setup) for their sick or
vacation banks, this processing will allow you include an accumulation factor to their banks. The date of
the last bank update is displayed.
Most Recent Bank Update
Enter the current date of the update
Synchronize
Click on this button to synchronize the amounts that appear in the Canadian Payroll from the amounts that
appear in the Project Control module. This processing is execute once; at the Payroll module
implementation.
Process
This function allows you to add the number of hours from the corresponding bank accumulation factor.
This processing is done typically at each pay period.
269
Project Routines
Project Control
Year-End Closing
For the vacation bank time maintenance, you would normally have to add all the vacation hours
accumulated over the course of the year to the remaining balance of the vacation hours from the previous
year.
For the sick bank time maintenance, you will also assure the re-initialization of these hours once a year.
Closing
All
Sickness
Vacation
Check this box if you want to update both your sick and vacation hours.
Check this box if you want to update only the sick hours.
Check this box if you want to update only the vacation hours.
Sickness Hours
During the annual re-initialization of the sick hours, indicate the number of sick hours the employee has
right to in a year.
Report printed
Check this box if you want to print a report relating to the update executed.
270
Project Routines
Project Control
Re-evaluation of the projects in the invoicing currency that is different
from the functional currency.
(Tools >> Routines >> Project >> Currency Re-evaluation)
For projects in which the invoicing currency (see Project Maintenance) if different from the functional
currency, it is necessary to proceed with a periodic re-evaluation of project to ensure an automatic posting
of foreign exchange gain or loss associated to the concerned project.
Results:
 Post
 Print Report Only
Calculate Gain/Loss:
 Unrealized
 Realized
Currency ID
 Rate Type ID
 Date
 Exchange Rate
Select this option if you wish to proceed with the posting
Select this option if you wish to visualize the re-evaluation amounts of each
project without posting the transactions.
Select this option if you wish to allocate the unrealized foreign exchange
gain/loss account
Select this option if you wish to allocated the realized foreign exchange
gain/loss account
Check the currencies that you wish to re-evaluate. You would typically
choose all currencies available.
Indicate the appropriate cut-off date for each currency.
Once the date has been entered, the rate, pre-defined in the multi-currency
conversion table, is displayed and can be modified.
271
Project Utilities
Project Control
Update Grades
Tools>Routines>Projects>Update Grades
The last Grade update is displayed Click the button Process to generate a list of resources since the last
update that are in a lower grade than their number of months of experience.
272
Project Utilities
Project Control
Mileage Rate Update
Tools>Routines>Projects>Rate update
This function will change the reimbursement total within the Cost Items table.
Example: $0.40 for $0.45
 It is not possible to update the rate to 0
 You can specify is there is a particular category that you would like to update
273
Project Utilities
Project Control
Utilities - Project
Recalculate Commitments
(Tools >> Utilities >> Project >> Recalculate Commitments)
There are times when the current commitment values from purchase orders need to be adjusted. This
function allows you to recalculate and adjust the values from current commitments presented in the
project inquiry windows.
From Project
Enter the ID of the first project to be recalculated
To Project
Enter the ID of the last project to be recalculated
274
Project Utilities
Project Control
Inactive Project Transfer
(Tools >>Utilities >> Project >> Inactive Project Transfer)
Once projects are completed, it is possible to transfer data from these projects to the inactive project data
tables. This function therefore allows you to reduce the volume of data in the active project tables.
Transfer
Select this option if you wish to transfer active project data tables to the inactive project
data tables.
Restore
Select this option if you wish to restore the inactive project data tables and reintegrate
them in the active project tables.
Clear
Once the data has been transfer to the inactive project tables, it is possible to clear the
project data; in other words, eliminate complete the data from the system. It is therefore
no longer possible to access this data.
Once a project has been restored from the inactive projects, it is necessary to reopen the project if you
wish to allocate new transactions to this project.
275
Project Utilities
Project Control
Project Control Installation
Refer to the Project Control installation guide to know the dictionary installation procedures. Once the
installation is complete, you can access the Project Control Installation to register your software and to
proceed with the dictionary update.
Record Button
Click on this button to enter the registration keys of the Project Suite software that you possess.
Initialization Button
Click on this button to create a new company in Project Control to create new empty tables.
276
Project Utilities
Project Control
Posting Update
Click this button, after a version migration, to recreate the audit code trails in Dynamics GP.
Update
Click this button, for the Project Control dictionary after every update in order to have access to the new
fields within the different tables and to create stored procedures in SQL.
You need to check the companies that you would require to update. The buttons Check All and
Uncheck All will enable you to check or uncheck for all available companies. Once you have
completed your selection, you need to click the button Update to start the process. The ststus bar
will display the update’s progress.
Indicator next to the company:
x Red: displays the version of the database is different that the dictionary version;
! Yellow: displays the version of the database is equal to the dictionary version, but the version
date is different that the build date (probably due to an SQL Stored Procedures update);
√ Green: displays the version of the database is equal to the version of the dictionary and the
version date is the same as the build date.
View Trace
Click this button to view the execution report of the update once the process has been completed or
interrupted.
Permission
Click this button to give users the permission to access Project Control tables.
277
ANNEXES
Project Suite
Annexes
Integrated Solution
© 2009 JOVACO Solutions inc. – Version 10.0
I
ANNEXES
Project Suite
General Overview
Customers
Billing Methods
Projects
Labour
Billing
Direct Expenses
Transactions
to
Projects
Payment
Internal Charges
Inventory
Progress
II
ANNEXES
Project Suite
Project Structure
III
ANNEXES
Project Suite
Project Responsibilities
IV
ANNEXES
Project Suite
Accounting Relationship
Project XYZ
Level 1
Level 1
Division
XXX
Dept A
XXX
XXXX
Department
Category
Category
Category
V
ANNEXES
Project Suite
Inter-department
Project XYZ
Level 1
Level 1
Level 1
Level 2
Resources
Dept A
Dept B
Employee 01
Dept A
Employee 02
Dept A
Employee 03
Dept B
Inter-department
VI
ANNEXES
Project Suite
Relationships
PROJECT
Job00101
User defined fields
Job00111
Resources
Job00203
Invoicing Methods
Job40107+108+109
Job40207+208+209
Billing
Job00203
Specific Rates
Job00303+304+305
Level 1
Job00201
User defined fields
Job00211
Invoicing Methods
Job40107+108+109
Job40207+208+209
Billing
Job00203
Specific Rates
Job00303+304+305
Level 2
Job00301
User defined fields
Job00311
Invoicing Methods
Billing
Job00203
Departments Budgets
Job00202 + Job00302
Cost Items
Job40115
Departments Budgets
Job00202 Job00302
Job40107+108+109
Job40207+208+209
Specific Rates
Job00303+304+305
Categories
Job40102
Cost Items
Job40115
VII
ANNEXES
Project Suite
Annexes
VIII
ANNEXES
Project Suite
IX
ANNEXES
Project Suite
X
ANNEXES
Project Suite
Glossary
Adjustment
Operation which allows you to correct an error when entering a project
assignment.
Actual Progress
Percentage of the project based on completed work.
Adjusted annual salary
Hourly rate calculated based on a resource's annual salary divided by the number
of hours annually.
Adjustment Mass Selection
Operation which allows you to simultaneously select several projects
Agreement Number
Number assigned by Emploi-Québec to an organization to encourage the
professional development of their employees (1%) by allowing the organization
to be reimbursed for their training.
Approval Controls
Administrative functions that allow you to identify the external time and material
required, to issue purchase orders and to manage purchases: price lists, payment
and delivery terms, etc.
Available labor
Difference between the available number of billable hours versus the actual
billable transactions per day.
Bank of hours
Number of hours present at work which surpasses the standard daily or weekly
amount which are held to be used at a later date.
Billable
Time, expense or internal transactions which will be invoiced to a customer.
Billable hours
Hours that can be invoiced to the customer for work completed.
Billable rate
Unit rate on a invoice of a value of a transaction.
Billing rate
Billing rate for each expense or internal cost allocated to a particular project.
Branch
Creation of an organization of company, which has a certain autonomy, without
being legally separate.
XI
ANNEXES
Project Suite
Budget
Tool to plan and to control the utilization of a resource on a project. The project
budget includes the estimate of hours as well as the costs and direct revenue
accrued. It is used to determine the objectives of the organization by comparing
it to various elements within a project.
Budget Type
Type of budget control for a project. The possible types are separated by each
category anticipated or by the project's budget summary by department.
Budgeted hours
Estimated number of hours for a project.
Budgeting
Process to create and allocate budgets.
Closing date
Date that a project is closed.
Complete title
Detailed description on a invoice.
Cost Category
A cost category that defines an aspect of the project or project group where the
costs could be entered. The cost categories are defined by a specific activity
completed by the same resource as other direct costs incurred to complete a
project.
Cost items
Cost item corresponding to a cost category linked to a particular project. The
difference from a cost category is that a cost item is linked to a particular project.
A complete list of the cost items within a project has a complete description of
the work and cost to the project.
Cost Rate
Unit cost of a transaction.
Cost type
The cost types are: labor, sub-contracting and up to five others defined by the
organization to define other direct expenses within a project. Each project cost
category is associated to a specific cost.
Cost-based mark-up
Established billing rate based on the mark-up of a cost.
Cut-off date
The saved date (the most recent) corresponding to the selected data
Database relationship
Database organized by function to maintain the relationship between the data.
Deliverable
Phase or level defined by a statement of work or contact with a customer.
Detailed invoicing
Invoicing type based on the detail of costs incurred within the project.
XII
ANNEXES
Project Suite
Direct costs
Expenses which could be directly associated to a project or activity which
normally incurs an expense when purchasing a good or labor cost.
Discount rate
Applicable percentage discounted to a transaction on an invoice.
Distribution
General Ledger account charged
Division
Group of departments or company, etc.
Effective date
Date that the project changes status.
Enterprise Resource Planning system
System that allows you to manage all your organization's processes by
integrating all the functions; accounting, sales, project management, customer
relationship management, etc.
Equipment
Group of machines, equipment or devices necessary to ensure that a site is
functional (local, workshop, factory, workstation, building, etc.) or to assure that
an activity or project can be completed.
Estimate and control
Functions to allow Project Managers to identify their projects through budgeting
and real-time tracking to obtain more information on their incurred costs to date.
Department (or service) responsible for the execution of the project.
Expense reimbursement
Reimbursement of expenses incurred by an employee.
Expenses
Time and materials incurred by suppliers or by employees and are reimbursed by
the organization. Ex.: Representation fees, travel expenses, professional fees.
Fees
Compensation in exchange for services for the person executing a service or
activity for a particular organization.
Financing Fees
Organization's fees with regards to financing its operations.
Fixed fee
Fixed price agreed upon by both parties in advance to supply goods and/or
services.
Fixed fee billing with schedule
Invoicing type based on a fixed fee where invoices are based on a predetermined
schedule.
Fixed fee invoicing with progress
Invoicing type based on a fixed fee therefore the invoices are based on a
percentage of work completed.
XIII
ANNEXES
Project Suite
Fixed rate
Fixed billing rate for a project.
General expenses
General expenses from operations that cannot be directly linked to a particular
project or activity.
Gross amount
Amount including the applicable taxes.
Hourly basis
Number of regular hours which would be calculated for an employee annually
Hourly rate
Value for every hour entered to a project.
Internal cost
Cost incurred by the organization where the labor costs, incurred expenses by
suppliers or employees.
Internal expenses
Entered expenses to the project based on actual costs these charges are usually
initially entered into general expenses.
Invoice
Accounting piece, indicating the quantity, the type and the piece and the selling
price.
Invoicing
Functions to assure that the invoicing to customers for professional services is
done within four types of invoicing: detailed, lump sum with progress, lump sum
with calendar, percentage of costs.
Invoicing method
Rules or procedures set for invoicing labor, expenses and internal expenses to a
client and a project.
Invoicing on a percentage of costs
Invoicing type based on a fixed fee determined by a percentage of total costs of a
project. Example: Total construction costs for a building).
Invoicing schedule
Predetermined dates where a customer would be invoiced in invoices on hold.
Invoicing schedule by percentage
Schedule with the different billable rates.
Invoicing type
Type of invoicing used to identify what needs to be evaluated at the appropriate
invoicing level. The available invoicing types are: cost, cost plus mark-up, cost
plus mark-up with maximum, fixed fee or percentage of costs.
XIV
ANNEXES
Project Suite
Loan rate
Mark-up rate for the time entered into project-department where the resource is
not budgeted at the corresponding level.
Marked-up cost
When invoicing a customer or evaluating a project, the costs incurred will be
marked up by a certain percentage to include indirect costs, general expenses and
for profit.
Mark-up cost with maximum
Mark-up costs have pre-established maximum (like a fixed fee).
Mark-up rate
Percentage increase of the cost of a transaction for billing.
Modified date
Date that the project is modified.
Opening date
Date that the project is opened.
Overtime hours
Hours completed outside standard working hours. Overtime hours can contain a
mark-up or other compensation.
Overtime rate
Fixed rate for every additional hour of work.
Pay stub
Receipt of the reimbursement of labour and expenses incurred by an employee.
Percentage of costs
Method established to calculate the value what was invoiced compared to the
total cost.
Phase
Level within a project frequently defined.
Productive hours
Hours dedicated by a resource within an organization to completing a function
for a customer (Billable or not)
Productivity
Measurement of the hours a resource has dedicated to a customer's project in
comparison to the total number of hours worked.
Productivity code
Cost codes associated to labor and allows you to identify if the work completed
is billable to a customer or not.
Productivity group codes
Up to 10 productivity codes per report
Progress
Project cost progression with regards to their budgets.
Progress based (fixed fee invoicing)
Fixed fee amount which is invoiced based on a percentage completed.
Progress Type
Type of control for the project progress in real-time. The possible types are
separated by each budget category or summary (for all categories) within a
project level.
XV
ANNEXES
Project Suite
Project Control
Primary module with Project Control allows you to follow the projects and
manage its costs.
Project Level
Grouped cost categories or departments with a defined deliverable, phase or
production batch particular to a project.
Project Manager
Person who manages in full or in part the projects budgets.
Project Profitability
Measurement of the profitability of the project by comparing the revenue against
the direct costs of the project.
Receipt
Amount deposited, or the sum deposited, once completing an operation
Region
Area where the project will be situated.
Regular hours
Hours complete during standard business hours.
Regular rate
Fixed rate for every hour at the regular rate.
Reimbursable expenses
Expenses entered by an employee with the request to be reimbursed.
Resource
Required entity in order to complete a task within a project. This can be a
person, equipment or financial resource.
Resource loan
Utilisation of an employee who does not appear in a department's budget at a
particular project level
Schedule based (fixed fee invoicing)
Fixed fee amount which is invoiced on specific dates.
Sequence
The sequence corresponding the grouping of project levels, in part or in its
entirety. This allows you to modify the presentation of the project structure.
Service charges
Fees from the bank to cover the service costs related to a particular account.
Service type
The type of services is defined by the organization and is used to identify the
type of professional services completed within the particular project level.
Short title
Summary description of the project for reports.
Sick Day
Vacation day attributed due to a sickness or accident.
Social benefits
Direct or indirect compensation in addition to the compensation received for
hours worked.
XVI
ANNEXES
Project Suite
Special hours
Hours other than regular or overtime
Special rate
Fixed rate for every hour defined at a special rate.
Specific rate
Specific rate used for billing a particular project or a particular level of a project.
Time and Expense
Function to allow employees to enter remotely or manually themselves their
time, expenses and internal expenses linked to their daily activities.
Transaction ID
ID created for a transaction within the ERP system.
Vacation
Paid or unpaid day where for one reason or another salaried employees within
the organization do not work.
Vacation
Period where salaried employees have the right to paid for time off work.
Work in Progress (WIP)
Work completed but not yet invoiced to a customer.
XVII

Project Control User Guide

Transcription

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