Project Creation and Project Home

Projects Workspace New projects are created in the Projects workspace, which opens with a list of projects. The projects can be created using the action buttons at the top of the workspace. o New Project o Copy Project o Import Import will, if available, open an import program where projects can be imported from TXT files. The Filter list can be closed in two different ways: o Double-click on one of the projects. o Click on Close Filter List. When closed the list can be re-opened with a click on Show Filter List. When closed, the workspace will open the Home tab in Project Details collapsed in the assistant in the bottom of the window. The New Project action will only be available when the filter list is expanded. 2013 Deltek, Inc. Deltek proprietary, all rights reserved.

Projects Filter List The Filter List has a range of predefined lists that can be selected with a click on the radio button New Project Start the project creation by selecting the action New Project. This will open a wizard that includes the fields with information necessary to be entered before a project can be created. The first step in the wizard is to select a template. There are three ways to encode the information in the Template field: 1. Use the drop-down menu. 2. Type in the text (the field has auto fill). 3. Use the CTRL+G search method. It is important to choose the appropriate project type as the project foundation is based on details derived from the template and also forms the basis on how to manage the financial side. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 3

New Project The second step is to determine project ownership. Find the correct Customer by typing in the text (the field has auto fill) or by using the Magnifying glass icon. The Red * asterisk in the number field means that the field is mandatory and must be entered. Although the other fields are not marked as mandatory the information is required in order to create a project. Enter the name of the project in the Project Name field. Enter the employee name or number for the Project Manager. Responsible Department is one of many dimensions that can be included in the wizard to be filled out. If necessary the wizard can have more steps; in that case, click Next to move forward. It is possible to go Back to the previous step in the wizard and change the entry. When all fields are filled out you can select Create to create the project. When all fields are filled out, Create will be active and the project can be created. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 4

Copy Project To copy a project, highlight the project you want to copy from the filter list and then press Copy Project. This will open the wizard Create new project from existing project, displaying the selected project number. Select if you want to include Budget Text and or Item Lines. Press Copy Project. When the new project has been created, a pop-up will display the new Project Number. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 5

Project Home 1 2 When projects have been created, copied, or imported they are added to the All Projects Filter List and any other lists that meet the criteria. An assistant panel at the bottom of the workspace will display an overview of the project when opened. It includes a range of sections and tabs with the project details, actions, and processes. 1 2 Each section has a range of tabs and subtabs. The project information added during creation is stored in the tabs under Home, where some will be included in this guide and other will be covered in separate guides. o o o o Overview Information Customer Information Documents 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 6

Projects Overview The Project Overview is like a dashboard with useful project information and links to other workspaces and reports. The workspace is updated when the project is selected or refreshed. When selecting one of the green links, a new workspace will be opened. Some of the links are included in the projects workspace and can be opened in one of the sections or tabs, but using the link to open a new workspace can be a faster solution. The link to Project profitability and AR transactions will open the respective reports. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 7

1 2 3 Project Information The Information tab is where the basic projects information either added during creation, inherited from the template or from the customer can be reviewed and edited. In the toolbar at the top are Action buttons. Some of the actions cannot be selected, as they depend on other actions to be performed or the user logged in does not have access rights to the action. The main pane is organized with the information grouped together. At the bottom of the tab is an assistant panel with a list of possible derived dimensions. 2 1 3 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 8

Project Information Actions A project is created in either Quote or Order. Budgets can be entered on projects in quote, but before registrations can be entered it must be changed to Order. The status is changed using the Actions o Convert to Order o Convert to Quote When a project is no longer in use the project can be closed using o Close Project Closed projects can be reopened using o Reopen Project When Maconomy is integrated with People Planner, projects can be pushed through using o Send Projects to People Planner 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 9

Basic Information Basic Information contains information either copied from the customer, from the template, or entered during creation. Most project information can be changed at any time after creation. The fields can be changed to read only if changes should not be allowed. Some fields like Customer & Currency cannot be changed once financial entries, such as Time and Expense, have been entered or invoices have been created. The Project number is automatically assigned to a project from a pre-set number list. Customer is a mandatory field on a project and is selected at project creation. If you wish to see the customer detail, the workspace can be opened from the customer details link. The Company Number can be inherited from the template, derived from the user creating the project, or entered at creation. Project Group contains the general account numbers for Work In Progress. Language is used to determine the language that will be used on invoices. A standard Task List is inherited from the template at creation. Learn more about Task List in the Task tab guide. Invoice Layout is where you can select the level of detail that will be displayed on the invoice. The layout can be changed in Invoice Selection before the invoice amount is approved. Detailed Invoice Specification can be used to make further detailed specification such as Task/Employee. The selection can be made all the way down to the individual registration and can be included in the same PDF file as the invoice. Fixed Price will display the budget amount on fixed price projects. Status will either be Quote or Order. Projects can be created in quotes but must be converted to Order before entries can be made. Standard Invoice Text List is a preset list with a range of standard text that can be inserted per line in the invoice. The text lines can be organized in several lists referring to the type of project. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 10

Dimensions Dimensions are used for reporting purposes. The island will included all the necessary dimensions used in the set-up. Responsible The Responsible island is a list of employees with specific roles for the project. This is used for reporting purpose. When a Project Manager and a Sales person are assigned in the Responsible workspace, the project will appear on their My Project list making it easier to view the project Filter List. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 11

Project Information fields Project Information contains a range of useful features. Project Year Start and Ending date,which are for information only. The dates will not stop entries from being registered. Invoiceable is a pop-up field and will display if the project is invoiceable, Non-invoiceable or for internal projects. Entries like Time, Amount, Budget, and Invoicing can be Blocked at different times. Allow Proposals will make it possible for project managers and employees to make changes to the invoiceable hours in the time sheet. Blanket invoicing must be selected when projects are invoiced as Main & Sub projects or in Blanket Invoice Selection. Transfer to People Planner can be selected when Maconomy is integrated with the resource management product People Planner. Blanket Invoicing means that all non-invoiced but approved invoice selections to the customer are invoiced together in one invoice, provided that the projects have the same bill to customer and are assigned to the same company, department, company tax code and currency code. Template Project is selected when the project is created as a template. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 12

Project Maintenance To help control the project entries it is possible to Block a project for Budgeting Time Registration Amount Registration Invoicing This way the project can be blocked for time entries but still be open for the last amount entries and for invoicing. Projects can be closed with the action Close Project when there are no open entries. All Invoices on Account must be reconciled and all time and amount entries must be invoiced, reallocated, or written off and appear as closed entries. Open entries can be checked in Project Pending Action. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 13

Project Description The Project Description field is for internal comments or reminders. Time & Expense Approval A project can be created with a set of rules for the Supervisor and/or the Project Manager. For both Time & Expenses there are three options: No approval (None), Optional, or Mandatory. Users In User the date and employee that created the projects and the last to make changes is displayed. All fields in the workspace can be set to read only. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 14

Tax Projects can be marked or unmarked for Tax calculation on invoices. By default the project will inherit the value from the customer but this can be changed for the project in general or for just one invoice. The customers Tax Number can be inserted in the Tax No. field. Company Tax Code is a pop-up field where the applicable tax code can be selected. The code is used for tax calculation and tax reporting. Tax calculation and tax reporting can work in different ways depending on the system set up. The system can, for example, be created with tax tables where the tax calculation on invoices is based on the customer s country code. Derived Dimension The Derived Dimension assistant at the bottom can be expanded and will display the dimension derived on the current project. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 15

Customer Information 1 2 To view or change relevant customer information, go to the Customer Information tab. The main part of the workspace contains the customer s Delivery and Billing Address. In the bottom of the workspace is a Bill to Customer assistant where additional customers can be added to split the billing between customers. 1 2 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 16

Delivery Address The Customer s Delivery Address is derived from the customer entered in the wizard when the project was created. It is not possible to change the customer number but the name and address can be changed. Country code is selected from a preset list of countries. Depending on the system setup the country code can be working with a Tax table to calculate tax on invoices. The customer s E-mail address can be used to mail invoices. The customer s Payment Terms can be changed for invoices created on this project. Invoice Layout is where you can select the level of detail that will be shown on the invoice. The layout can be changed in Invoice Selection before the invoice amount is approved. Detailed Invoice Specification can be used to make further detailed specification such as Task/Employee. The selection can be made all the way down to the individual registration and can be included in the same PDF file as the invoice. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 17

Billing Address The Customer s Billing Address will by default be identical to the Delivery Address, but it is possible to change to a different customer. A different customer can be selected from the customer table and can be used for invoices created on the project. The customer s address fields can be changed, so invoices are issued to the same customer, but to a different address. Once the billing address is changed, the Project Specific Address box will be selected. The changes made in the Billing Address can be changed back and forth before entries are selected in invoice selection. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 18

Bill to Customers The Bill to Customers functionality allows you to split project invoices to more than one customer. The split can be made with a percentage or with fixed amounts per customer. The invoices must be created and approved at the same time and will be posted to the selected customer s AR account. In the Bill to Customer assistant more customers can be added and the amount can be split by either adding a percentage or by adding the invoice amount for each customer. In Bill to Customers Setup a validation date can be entered for the percentage, and if the maximum Billing Price is entered in the assistant, the amount is displayed. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 19

1 2 3 Documents Documents in Word, Excel or PDF can be added to the project, making it fast and easy to find a contract or the budget details when necessary. The tab has a range of actions. This panel lists any added documents. This panel assists in tracking Documents Revisions. Documents Actions An already added Document can be updated in case there have been any changes using the action Update. 2 3 1 Documents can be Exported and saved on the PC. Show will open the added document. Documents can be Locked and Unlocked. New documents are added using New which is like file open 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 20

Document Revision If the project is created with revision, document revisions can be exported using Export Revision. Revision can be displayed using Show Revision. 2013 Deltek, Inc. Deltek proprietary, all rights reserved. 21

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