Back to P100: Project Implementation and Processing

Lesson 15: Reviewing Project Balances

Part 4: Budget and Balances

This lesson explains how you can review the project balances to become familiar with the project and gather the

needed information about the work that has been performed.

Learning Objectives

In this lesson, you will learn how to do the following:

Review the actual income and actual expenses of a project
Understand whether the project has amounts that are pending billing
Review the list of project commitments
Review the project budget broken down by account group

Project Budget: To Review Project Balances

In this activity, you will review project balances by using Acumatica ERP reports and forms.

Suppose that the HM's Bakery and Cafe customer has ordered juicers, along with the following services: site review, installation, and employee training on operating the juicers from the SweetLife Fruits & Jams company. SweetLife's project accountant has created a project to handle the tracking and billing of the provided materials and services. The juicers have been delivered. The installation has been performed by Squeezo Inc. Then, SweetLife's consultant has provided the training. The project accountant of SweetLife has created purchase orders, entered project transactions, and partially billed the customer. When the project accountant has got a sick leave, another SweetLife's project accountant continues working on the project. The first accountant has no possibility to hand over the project to the new accountant. Acting as the new project accountant, you need to review the project balances to become familiar with the project and gather all the information about performed work.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

On the Enable/Disable Features (CS100000) form, the Project Accounting feature has been enabled to support the project accounting functionality.
On the Projects (PM301000) form, the HMBAKERY6 project has been created and the PHASE1, PHASE2, PHASE3, and PHASE4 project tasks have been created for the project.
On the Purchase Orders (PO301000) form, the 000020 and 000021 purchase orders (which are related to the project) have been created and billed.
On the Project Transactions (PM304000) form, the PM00000009, PM00000010, and PM00000011 batches of project transactions related to the project have been created and released. Project transactions related to the PHASE1, PHASE2, and PHASE4 tasks of the project have been billed—that is, a pro forma invoice and the corresponding accounts receivable invoice have been created and released on the Pro Forma Invoices (PM307000) form and the Invoices and Memos (AR301000) form, respectively. Also, on the Pro Forma Invoices form, a pro forma invoice for project transactions related to the PHASE3 task has been created.

Process Overview

You will review a project's cost and revenue budget on the Projects (PM301000) form along with the corresponding project transactions on the Project Transaction Details (PM401000) form. You will review the list of invoices prepared for the project to understand if it has amounts pending billing. Then you will review the list of project commitments on the Commitments (PM306000) form. Finally, you will review the project budget broken down by account group on the Balances tab of the Projects form.

System Preparation

To prepare to perform the instructions of the activity, on the Projects Preferences (PM101000) form , select the Internal Cost Commitment Tracking check box, and save your changes to the project accounting preferences. This exposes the committed values of the budget, which you will need during the process of the budget review.

Step: Reviewing the Project Balances To review project reports, do the following:

On the Projects (PM301000) form, open the HMBAKERY6 project. In the Summary area, notice that the actual income is $5,700 and the actual expenses are $8,000.
On the Revenue Budget tab, pay attention to the values in the Actual Amount and Dra Invoice Amount columns, as shown in the following screenshot. The lines with the PHASE1, PHASE2, and PHASE4 tasks have nonzero actual amounts ($1,850, $2,950, and $900, respectively), which means the work performed within these tasks have been billed. You can compare the actual amount and the revised budgeted amount of the lines to estimate the completion of the revenue budget. The line with the PHASE3 task has a nonzero dra invoice amount ($4,300), which means a pro forma invoice has been already prepared for this line but the corresponding AR invoice has not been created or has not been released yet.
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   Figure: Revenue budget lines with actual and revised values
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On the Invoices tab, review the invoices created for the project. Notice that the second pro forma invoice has not been released yet and has no related accounts receivable invoice.
On the Commitments tab, review the purchase orders related to the project. Notice that both purchase orders have been processed and assigned the Closed status.
On the Cost Budget tab, pay attention to the values in the Revised Budgeted Amount, Revised Committed Amount and Actual Amount columns, as shown in the following screenshot. Notice the following:

The line with the TRAINING inventory item is the only line with the actual amount less than the revised budgeted amount, which means that the planned training has not been provided fully.
The remaining lines have an actual amount that is equal to the revised budgeted amount and the performance is 100%, which means that all the budgeted materials and services have been provided.
The lines with the INSTALL inventory item have nonzero committed values, which means these lines have related purchase orders. The Revised Committed Amount shows the amount of the purchase ($240 in Phase 1, $320 in Phase 2 and $400 in Phase 3). The Committed Invoiced Amount amount shows the amount on the purchase that has been already billed.
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 Figure: Cost budget lines with actual and revised values
```

Click the line with the PHASE4 project task and the TRAINING inventory item, and on the table toolbar, click View Transactions to review the project transactions that correspond to the cost budget line on the Project Transaction Details form that opens. Make sure that three project transactions correspond to the cost budget line.
Close the browser tab with the form, and return to the project on the Projects form.
Click the line with the PHASE2 project task and the INSTALL inventory item, and on the table toolbar, click View Commitments to review the list of commitments that correspond to the cost budget line.
On the Commitments (PM306000) form that opens, make sure that two commitments correspond to the cost budget line. 10.Close the browser tab with the form, and return to the project on the Projects form. 11.In the selection area of the Cost Budget tab, select the Group by Task check box. The system groups the cost budget lines by task. You can review the total budgeted values by task. Notice that the PHASE4 has the performance of 75%, which means not all the budgeted expenses have been incurred within the task. 12.On the Balances tab, review the project budget broken down by account group. Notice that the Actual Amount in the line with the REVENUE group is $5,700, while the original budgeted amount is $10,300, which means that not all the budgeted revenue has been billed.

You have finished revising information for the project. Additional Materials | 90

Additional Materials

This part provides supplemental information related to the processes and examples in the course.

Appendix 1: Project Implementation

This appendix provides additional materials for the lessons of Part 1.

Account Groups: Related Reports and Forms

In the following sections, you can find details about report and inquiry forms that provide users with project information broken down by account groups.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Viewing a Budget Summary by Account Groups

If you want to view a budget summary broken down by account groups, you can use the Budget Summary by Account Group (PMPV0010) form, which is a pivot table. On this form, you can explore the particular amounts of project budgets; the pivot table uses data provided by the Budget Details (PMGI0010) generic inquiry form. The amounts are grouped by types of account groups and then by account groups. You can edit the pivot table to reorganize and summarize the data of the underlying generic inquiry, so that you can view the data from diﬀerent perspectives. You can also click any link in the table to explore the details of the budgets on the Drilldown Filter Applied filter tab of the Budget Details generic inquiry form.

Viewing Project Budget Amounts by Account Groups

If you want to view the account group balances for project tasks grouped by project, use the Summary report format of the Project Balance (PM621000) report. For each account group, this report shows the total of all amounts posted to all the accounts included in this account group for a particular project. The balances in this report are listed along with their budgeted, revised, and actual quantities and amounts. To view project balances at the project task level, you can use the Detailed report format of the report. Also, you can view the budgeted, revised budgeted, and actual balance of each account group for a particular project on the Balances tab of the Projects (PM301000) form.

Project Creation and Processing: Project Security Configuration

Many organizations use projects to achieve their business objectives eﬀiciently. An organization may have multiple projects in progress at a given time. By limiting users' access to and visibility of information about particular projects and related transactions, managers can properly organize the work on each project. In Acumatica ERP, you can use roles to provide access to forms based on employees' responsibilities and restriction groups and to limit the visibility of particular projects to only the responsible team, as described in this topic. Additional Materials | 91

          In Acumatica ERP, you can configure groups with direct and inverse restriction. In this topic, for
          simplicity, groups with direct restriction are used in examples. You can use inverse restriction groups
          in the same way as you use direct restriction groups. For details on the types of restriction groups, see
          Types of Restriction Groups.

Usage Scenarios

The most common scenarios of securing projects are the following:

Managing access to particular forms based on users’ roles: Each employee involved with a project has specific tasks. You can define user roles that will give employees access to project-related forms based on their responsibilities. For details, see Access to Forms Based on Roles.

Managing the visibility of particular groups of projects: For more information, see Visibility of Project Groups.

               The non-project code specified on the Projects Preferences (PM101000) form (which is X by
               default) does not represent an actual project and thus cannot be added to any restriction
               group.

Controlling the visibility of sensitive projects by user: If your organization has multiple project teams and multiple employees have the same functional responsibilities in diﬀerent projects, you can make particular projects available to employees of only a particular project team by using restriction groups. For more information, see Visibility of Projects by User.
Controlling the visibility of projects by area of the system: If a project should be associated with transactions in a particular functional area of the system (such as accounts payable), you can make the project visible only within this area. For details, see Visibility of Projects by Area.
Managing the visibility of project transactions by account group: If you need to limit the visibility of sensitive project transactions so that only particular users can see and work with these transactions, you can configure access to the project transactions by account group. For details, see Visibility of Project Transactions by Account Group.

Access to Forms Based on Roles

By using the user security forms, you can configure access rights to the project-related forms for each employee, in accordance with the employee's typical responsibilities. For more information about user roles, see User Roles: General Information.

For example, you can create the following roles for employees of your organization who work with projects:

Project Manager: A role for an employee who coordinates projects and is responsible for achieving the project goals. In the system, this person sets up pricing in projects, creates tasks, and configures projects and project templates. This role should have access to project-related forms—that is, the forms in the Projects workspace—including those listed in the Preferences category. Also, this role may require access to the Approvals (EP503010) form so that users with this role can approve projects.
Project Controller: A role for an employee who controls project transactions, performs allocations, and runs project billing. This role should have full access to project-related forms—that is, the forms in the Projects workspace—including those listed in the Processes category.
Project Accountant: A role for an employee who plans and executes the project budget and enters project transactions. This role should have access to project-related forms—that is, the forms in the Projects workspace—including those listed in the Transactions and Profiles categories. Users with this role may also create project groups.
Project Team Member: A role for an employee who works on a project and enters time sheets and time cards. This role should have access to project-related forms—that is, the forms in the Projects workspace— Additional Materials | 92
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     including those listed in the Transactions and Profiles categories. It should also have access to the forms
     listed in the Time Tracking category of the Time and Expenses workspace.
```

Visibility of Project Groups

By default, employees who have access to the Projects (PM301000) form can view or edit all the projects available
in your organization. You may need to limit the visibility of specific projects to only employees of a particular
project team. You can organize projects into project groups: groups of projects to which you configure access for a
particular set of users by using restriction groups. You can define project groups on the Project Groups (PM202500)
form. By using the row-level security forms of Acumatica ERP, you can configure the system to hide or display
particular project groups for particular employees.
For example, you could configure a project group that includes internal projects and then configure restriction
groups to make these projects available only for particular users. Alternatively, you could organize projects into
project groups, with each project group managed by a particular project manager so that no project manager has
access to the projects that belong to other project managers.
As another example, suppose that you are a system administrator for an organization that works with construction
projects, internal projects that have been created for financial purposes, and other miscellaneous projects. You
have to configure the visibility of project groups to the appropriate users as follows:

You will configure project visibility for three users: user AM, user PM, and user SC.
User AM, the accounting manager, is allowed to see any project, including internal projects, which should not be visible to other users.
User PM, the project manager, is allowed to work with any projects except for the internal projects.
User SC, the service consultant, does not work with the projects related to construction and cannot see internal projects, but should be able to work with any other project. To configure this security, the system administrator performs the following general steps in the system:

On the Project Groups form, configures the INTERNAL and CONSTR project groups.
On the Projects form, assigns the created project groups to projects whose visibility should be controlled (that is, to internal projects and to construction-related projects).
On the Project Access (PM102000) form, creates a new restriction group with the A type and adds user AM and the INTERNAL project group to this restriction group.
On the same form, creates a second restriction group with the A type and adds user PM, user AM, and the CONSTR project group to this restriction group.
With this configuration, user AM can work with all projects, including the construction and internal ones. User PM can work with all projects except for the internal projects. User SC can work with the company's miscellaneous projects: the projects that are not assigned to the INTERNAL or CONSTR project group. As a system administrator, you can further narrow the visibility of particular projects by user, as described in the next section.

Visibility of Projects by User

By using the row-level security forms of Acumatica ERP, you can configure the system to hide or display particular
projects for employees, in addition to implementing task-based roles and access based on project groups. For
details on restriction groups, see Restriction Groups in Acumatica ERP.
As a simple example, suppose that you need to restrict the visibility of projects to employees in your organization
given the following:

There are two projects in your organization: Project Y and Project Z.
User PM is a project manager who controls all projects in your organization. Additional Materials | 93
User AC is an accountant who plans budgets and enters project transactions for all projects in your organization.
Users E1 and E2 are engineers who work on Project Y.
Users E3 and E4 are engineers who work on Project Z. To configure the visibility of projects according to the listed statements, you would do the following on the Project Access (PM102000) form:

Create two restriction groups of type A (with direct restriction): Group 1 for Project Y and Group 2 for Project Z.
Include the following entities in Group 1: Project Y, and users PM, AC, E1, and E2.
In Group 2, include Project Z, and users PM, AC, E3, and E4.
With the restriction groups you have created, the users’ visibility of projects would be the following:

Users PM and AC can see both Project Y and Project Z.
Users E1 and E2 can see only Project Y.
Users E3 and E4 can see only Project Z.

Visibility of Projects by Branch

Restriction groups configured for branches do not aﬀect the visibility of projects that have these branches specified
on the Summary tab of the Projects (PM301000) form. However, you can use the project group functionality to
configure branch-based restrictions for user access to projects and project-related forms.
As a simple example, suppose that you need to restrict the visibility of projects to employees in your organization,
which has the following organizational and project structure:

There are three branches in your organization: HQ, VA, and NJ.
There are three main types of projects in your organization: construction projects, service projects, and internal projects.
Service projects are created and managed only in the HQ branch. The following restrictions should be applied to employees of the company:
User AM, the accounting manager, is allowed to see any project in the system, including internal projects, which should not be visible to any other users. This user works with all the projects of all three branches.
User PM1, a project manager, is allowed to work with construction projects in the HQ branch. This user can also work with service projects.
User PM2, another project manager, is allowed to work with construction projects in the VA and NJ branch. This user can also work with service projects.
User SC, the service consultant, works only with service projects. The following diagram illustrates the structure and restrictions to be configured. Additional Materials | 94

To configure this security, the system administrator performs the following general steps in the system:

On the Project Groups (PM202500) form, configures the following project groups:

HQCONSTR: Construction projects of the HQ branch
HQINTERNAL: Internal projects of the HQ branch
HQSERVICE: Service projects of the HQ branch
VACONSTR: Construction projects of the VA branch
VAINTERNAL: Internal projects of the VA branch
NJCONSTR: Construction projects of the NJ branch
NJINTERNAL: Internal projects of the NJ branch

On the Projects form, assigns the created project groups to projects whose visibility should be controlled based on the type of the project and the branch that is specified for the project on the Summary tab of the Projects form.
On the Project Access (PM102000) form, creates restriction groups, and adds the users and project groups as follows.
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The following table lists the restriction groups to be configured.
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Additional Materials | 95

        Restriction Groups           Type                          Project Groups               Users

        Group 1                      A                             HQCONSTR, HQINTER-           AM
                                                                   NAL,HQSERVICE,VA-
                                                                   CONSTR, VAINTERNAL,
                                                                   NJCONSTR, NJINTERNAL

        Group 2                      A                             HQSERVICE                    PM1, PM2, SC

        Group 3                      A                             HQCONSTR                     PM1

        Group 4                      A                             VACONSTR,NJCONSTR            PM2

       With this configuration, user SC will not be able to see construction and internal projects of any branch. User
       AM is the only user that can see internal projects in all branches. User PM1 can see construction projects of
       the HQ branch and service projects. User PM2 can see construction projects of the VA and NJ branches, as
       well as service projects.
       For the users included in restriction groups, visibility restrictions will result in the following:

The users will not be able to open the restricted projects on the Projects form.
The users will not be able to select the restricted projects on any project-related forms—that is, on the forms that are exclusive for the project and construction functionality, such as the Change Orders (PM308000) form and Pro Forma Invoices (PM307000) form.
The users will still be able to work with existing documents that are related to restricted projects (such as financial documents). For example, if an AP bill is related to a project that is restricted for a user, but the user has access to the Bills and Adjustments (AP301000) form and has access to the branch that is specified on the document level of the bill, the user can see this AP bill.

Visibility of Projects by Area

Aer you have created a project in Acumatica ERP, the project is available system-wide by default. You can control
the visibility of projects within functional areas of the system in the following ways:

Display or hide the Project and Project Task boxes and columns on forms: If you want to track project- related data in particular functional areas (for example, accounts receivable and purchase orders), you can configure the system to display the boxes and columns where a user can specify the project-related data only within these areas. To do this, in the Visibility Settings section of the Projects Preferences (PM101000) form, you select the check boxes for the areas where these elements should be displayed and clear the check boxes for the areas where the elements should not be displayed.
Display or hide a project: If the project transactions of a particular project should be performed within a particular area (for example, inventory), you can make the project visible in this area and hidden in other areas, so that users can select only appropriate projects when they are preparing documents. You can select areas in the Visibility Settings section of the General tab on the Projects (PM301000) form. Aer you have selected an area, users can select the project in documents generated on the related forms, and the release of these documents automatically updates the project data.
Display or hide the tasks of a project: If the users perform particular tasks of a project in a certain area (for example, the Warehouse operations task requires users to enter inventory transactions, and the Customer payments task requires users to enter accounts receivable documents), you can select the areas where the task will be displayed in the settings of the project task. You select these areas in the Visibility Settings section of the General Info tab on the Project Tasks (PM302000) form. Additional Materials | 96

Visibility of Project Transactions by Account Group

By using the Project Transaction Visibility by Account Group (PM103000) form, you can configure the system to hide particular lines of project transactions that contain sensitive information by configuring user access by account group.

          The restrictions configured for project account groups do not aﬀect the visibility of account groups
          on the Balances tab of the Projects (PM301000) form. That is, the system still shows the total balances
          by each account group, regardless of the access rights of the signed-in user. A user with insuﬀicient
          access rights for a particular account group will see the total balance of each account group, but will
          not able to review the detail information for the project transactions that include this account group.

If you configure a user to have no access to a particular account group, this user cannot enter and release project transactions that include lines with this account group on the Project Transactions (PM304000) form. Also, on the following forms, the user is not able to view transactions that include the restricted account group in the Debit Account Group or Credit Account Group box:

Project Transactions (PM304000)
Project Transaction Details (PM401000)
Project Transactions (PM633000)

Project Cost History (PM706230)

        On any of these forms, if any transaction lines are hidden because a user is denied access to the
        account group, the system displays a warning and calculates the totals shown on the forms based on
        the visible transaction lines.

For example, suppose that you are a system administrator, and you have to configure the visibility of project transactions to the appropriate users considering the following:

There are two users for which you need to configure the visibility of project transactions in your organization: User A and User P.
User A, the accounting manager who controls work of the accounting department, is allowed to see all financial information. This user enters project expenses related to employee labor.
User P, the project manager who manages the project is allowed to enter and view project transactions for project expenses related to cost of materials and subcontract work. The user must not be able to see sensitive information related to employee labor for the project To configure the described security scenario, the system administrator does the following in the system:

On the Account Groups (PM201000) form, configures the MATERIAL (for material expenses), SUBCON (for subcontract expenses), and LABOR (for employee labor expenses) account groups, and maps the appropriate general ledger accounts to these groups.
On the Project Transaction Visibility by Account Group (PM103000) form, creates a new restriction group with the B Inverse type and adds User P and the LABOR account group to this restriction group.
With this configuration, User A enters project transactions with employee labor related to project and selects the LABOR account group. Access to this account group is restricted for User P, who is able to review the project transaction lines with the MATERIAL and SUBCON account groups but cannot view the lines with LABOR account group on data entry forms and in reports.

Forms for Project Security

In the following table, you can find the list of the forms that you can use to manage restriction groups with projects. The table also includes the task that you can perform by using each form. Additional Materials | 97

For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.

Table: Forms for Project Security

                            Task                                                       Form

 To initially configure the visibility of a project to users   Project Access (PM102000)

 To change the visibility of a project in multiple restric-    Restriction Groups by Project (PM102010)
 tion groups

 To change the visibility of a project group in multiple       Restriction Groups by Project Group (PM102020)
 restriction groups

 To change the visibility of projects to a user in multiple    Restriction Groups by User (SM201035)
 restriction groups

 To change the visibility of project transactions with         Restriction Groups by Account Group (PM103000)
 particular account groups to a user in multiple restric-
 tion groups

Project Creation and Processing: Related Report and Inquiry Forms

In the following sections, you can find details about the reports you may want to review to gather information about projects.

           If you do not see a particular report or form that is described, you may have signed in to the system
           with a user account that does not have access rights to the report or form. Contact your system
           administrator to obtain access to any needed reports or forms.

You can prepare a report with all the projects related to a particular customer on the Projects (PM631000) report form. In the prepared report, the projects are listed, along with their descriptions, statuses, and start dates.

Printing the Project Balance

While you are viewing a project on the Projects (PM301000) form, you can prepare a printable document showing the project balance at the project task level of detail; to do this, you click Print Project Balance on the More menu (under Reports). The system opens the printable document with the project balance on the Project Balance (PM621000) report. Then you can review the project balance, which is grouped by project tasks.

Project Tasks: Related Report and Inquiry Forms

In the following sections, you can find details about the reports and inquiry forms you may want to review to gather information about particular project tasks. Additional Materials | 98

           If you do not see a particular report or form that is described, you may have signed in to the system
           with a user account that does not have access rights to the report or form. Contact your system
           administrator to obtain access to any needed reports or forms.

To find the project transactions that are related to a particular project task, you can view the cost budget lines or revenue budget lines grouped by project task. To do this, you select the Group by Task check box on the Cost Budget tab or Revenue Budget tab, respectively, of the Projects (PM301000) form. Then you click the aggregated line on the tab, and on the table toolbar, click View Transactions. The system opens the Project Transaction Details (PM401000) form with the list of project transactions that are related to this project and project task.

Printing Task Information

To generate a printable report with the project task information, you use the Project Tasks (PM632000) report form. The report provides a list of either all the project tasks, grouped by customer, or only the project tasks for the customer you select. You can also prepare a report with the project tasks of the projects assigned to a particular project manager.

Appendix 2: Capturing Costs for Projects

This appendix provides additional materials for the lessons of Part 2.

Project Transactions: Generated Transactions

The release of project transactions can generate the corresponding general ledger transactions; the release of general ledger transactions can also generate the corresponding project transactions. The generated general ledger transactions and project transactions are described in the following sections.

General Ledger Transactions Generated on Project Transaction Release

When a project transaction with the Debit Account and Credit Account specified on the Project Transactions (PM304000) form is released, if the Amount of the transaction is positive, the system generates a batch of the general ledger transactions shown in the following table.

 Account                     Source of Account           Project Budget Key      Debit              Credit

 Debit account               The project transaction     The project, project    Amount             0.00
                                                         task, and cost code
                                                         in the project trans-
                                                         action line

 Credit account              The project transaction     The project, project    0.00               Amount
                                                         task, and cost code
                                                         in the project trans-
                                                         action line

If the Amount of the project transaction is negative on the Project Transactions form, on the release of this transaction, the system generates a batch of the general ledger transactions shown in the following table. Additional Materials | 99

Account                      Source of Account             Project Budget Key      Debit             Credit

Debit account                The project transaction       The project, project    0.00              Amount
                                                           task, and cost code
                                                           in the project trans-
                                                           action line

Credit account               The project transaction       The project, project    Amount            0.00
                                                           task, and cost code
                                                           in the project trans-
                                                           action line

You can view the details of the batch associated with the release of a project transaction by clicking the link in the GL Batch Nbr. column on the Project Transactions form. The system displays the batch on the Journal Transactions (GL301000) form.

Project Transactions Generated on Release of the General Ledger Batch

When a batch of general ledger transactions is released, the system generates the project transactions shown in the following table.

Project Budget Key      Account Group            Debit       Credit       Amount
                                                 Account     Account

The project, project    The account group        Account     Empty        Amount
task, and cost code     linked to the debit
in the GL transac-      account                                                     The sign of the amount of the
tion line                                                                           created project transaction
                                                                                    depends on the sign of this
                                                                                    amount in the GL transaction
                                                                                    line and on the operation in
                                                                                    this line. For more informa-
                                                                                    tion, see Project Transactions:
                                                                                    GL Transactions Related to
                                                                                    Projects.

You can review the created transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transactions created on the release of the batch of GL transactions by the reference number of the batch in the GL Batch Nbr. column.

Project Transactions: Related Reports and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information related to project transactions.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Additional Materials | 100

Reviewing Project Transactions and Corresponding GL Batches

You can review the list of all the corresponding transactions of a project on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project, as well as the project task, account group, inventory item, and cost code to narrow the listed project transactions. You can also find the batch of general ledger transactions that correspond to any listed project transaction on this form. In the table, for a particular transaction, you can find the reference number of the corresponding batch of GL transactions in the GL Batch Nbr. column. You click the link in this column to view the details of the batch on the Journal Transactions (GL301000) form.

Printing Project Transactions

You can prepare the printable list of project transactions related to a particular project using the Project Transactions (PM633000) report.

Reviewing the Actual Project Amounts

While you are viewing a particular project on the Projects (PM301000) form, you can quickly get more information about a project budget line. That is, for any line on the Revenue Budget or Cost Budget tab with a nonzero actual amount, you can view the project transactions. To review these project transactions, you click the project budget line; then on the table toolbar, you click View Transactions, and the system opens the Project Transaction Details (PM401000) form.

Reviewing Project Balances

You can review the project balance broken down by account group on the Balances tab of the Projects (PM301000) form. To review the corresponding project transactions of an account group, you click the line; then on the table toolbar, you click View Transactions. The system opens the Project Transaction Details (PM401000) form.

Project Transactions: Mass Processing of Documents

This topic explains how to perform mass-processing operations related to project transactions, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Releasing Project Transaction To mass-release project transactions, you use the Release Transactions (PM501000) form. On this form, you select the unlabeled check boxes in the rows of the transactions to be released and click Release on the form toolbar to process the selected transactions; alternatively, you can click Release All to process all the transactions shown in the table.

Project Inventory Tracking by Warehouse Location: Generated Transactions

The following sections describe the GL transactions and project transactions that are generated for sales and purchases of stock items and non-stock items requiring receipt for projects.

          For the list of transactions that are generated for non-stock items not requiring receipt that are being
          purchased for projects, see Purchasing Services for Projects: Generated Transactions.

Additional Materials | 101

GL Transactions Generated on Release of an Inventory Receipt

On release of a project-related purchase receipt with a stock item, the corresponding inventory receipt is created. When the inventory receipt is released, the system creates the following batch of general ledger transaction.

Account                      Source of Account     Project                Debit                 Credit

Inventory account            Posting class of      X (non-project         Received amount       0.00
                             the item              code)                  (quantity * item
                                                                          price)

PO accrual account           Posting class of      X (non-project         0.00                  Received amount
                             the item              code)                                        (quantity * item
                                                                                                price)

On release of a project-related purchase receipt with a non-stock item requiring receipt, the corresponding inventory receipt is created. When the inventory receipt is released, the system creates the following batch of general ledger transaction.

Account                      Source of Account     Project Budget         Debit                 Credit
                                                   Key

Expense account              Inventory item        Project, project       Received amount       0.00
                                                   task, and cost code    (quantity * item
                                                   in the inventory re-   price)
                                                   ceipt line

Inventory account            Inventory item        X (non-project         0.00                  Received amount
                                                   code)                                        (quantity * item
                                                                                                price)

On the Financial tab of the Receipts (IN301000) form, you can click the link in the Batch Nbr. box to view the details of the general ledger transaction on the Journal Transactions (GL301000) form.

Project Transaction Generated on Release of the Inventory Receipt

On release of the general ledger transaction which was created on release of the inventory receipt with a stock item, the system generates no project transaction. On release of the general ledger transaction which was created on release of the inventory receipt with a non-stock item requiring receipt, the system generates the following project transaction.

Project Budget Key                  Account Group              Debit Account              Amount

Project, project task, inventory    Account group mapped       Expense account of the     Amount
item, and cost code in inventory    to the Expense account     item
receipt line                        of the item

You can review the created project transaction on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. Additional Materials | 102

GL Transactions Generated on Release of an Inventory Issue

On release of an inventory issue with a stock item issued for a project, the system generates a batch of general ledger transactions.

Account                      Source of Account      Project Budget         Debit                  Credit
                                                    Key

PO Accrual account           Posting class of       X (non-project         0.00                   Issued amount
                             the item               code)                                         (quantity * item
                                                                                                  cost)

Expense account              Reason code in the     Project, project       Issued amount          0.00
                             inventory issue        task, and cost code    (quantity * item
                             line                   in the inventory is-   cost)
                                                    sue line

You can view the reference number of the GL batch in the Batch Nbr. box on the Financial tab of the Issues (IN302000) form. You can click the link in this box to view the details of the batch on the Journal Transactions (GL301000) form.

Project Transaction Generated on Release of the Inventory Issue

On release of the general ledger transaction created on release of the inventory issue with a stock item for project, the system generates the following project transaction that updates the project's actual amounts:

Project Budget Key                  Account Group               Debit Account                 Amount

Project, project task, inventory    Account group mapped        COGS account of the           Amount
item, and cost code in inventory    to the GOGS account         item
issue line

You can review the created project transaction on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box.

Purchasing Services for Projects: Generated Transactions

When you process an accounts payable bill with a service item for a project, on release of the AP bill, the system generates the GL and project transactions described in the following sections.

GL Transactions Generated on AP Bill Release

When an accounts payable bill with a service item is released, the system creates a batch of the general ledger transactions shown in the following table.

Account                      Source of Account      Project Budget         Debit                  Credit
                                                    Key

Accounts payable ac-         Vendor                 X                      0.00                   Amount
count

Additional Materials | 103

Account                      Source of Account      Project Budget         Debit                  Credit
                                                    Key

Expense account              Item                   Project, project       Amount                 0.00
                                                    task, cost code

On the Financial tab (Link to GL section) of the Bills and Adjustments (AP301000) form, you can click the link in the Batch Nbr. box to view the details of the batch on the Journal Transactions (GL301000) form.

Project Transaction Generated on AP Bill Release

When a batch of general ledger transactions is created on release of an accounts payable bill, the system also generates the project transaction shown in the following table.

Debit Account                 Credit Account                Source of Account             Amount

Expense account               Empty                         GL transaction                Amount

You can review the created project transaction on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transaction created on release of the accounts payable bill by the reference number of the AP bill in the Orig. Doc. Nbr. column.

Appendix 3: Project Billing

This appendix provides additional materials for the lessons of Part 3.

Pro Forma Invoices: Manual Creation of Pro Forma Invoices

Typically, the system automatically creates pro forma invoices for a project during project billing. However, you can also manually create pro forma invoices independently of the established billing schedule. For example, you may need to create a manual pro forma invoice to record ad hoc expenses that initially were not planned in the project budget. The following sections describe how you enter and adjust pro forma invoices and how manually created pro forma invoices aﬀect the project budget of the respective project.

Manual Creation of a Pro Forma Invoice

To create a new pro forma invoice, you click Add New Record on the form toolbar of the Pro Forma Invoices (PM307000) form and select the project to which the pro forma invoice is related. Then you add progress billing and time and material lines to the pro forma invoice. When you are entering a line on the Project Billing tab and you specify its project budget key settings, the system searches for the corresponding line of a revenue project budget. If the system finds a line in the budget of the project, it loads the default values from the found budget line. If no such line exists, the system inserts the default values in the pro forma invoice line based on the selected project task and adds a new line with the project budget key from the pro forma invoice line to the revenue budget. For more information on adding new revenue budget lines, see Project Transactions: Update of the Project Budget Structure. Additional Materials | 104

          You can manually add progress billing lines and adjust the progress billing lines in the pro forma
          invoices that have been generated by the billing procedure as well. That is, you can configure a billing
          rule to create zero pro forma invoices (that is, the pro forma invoices with a pending invoice amount
          of zero), and then enter the billed quantities and amounts directly in the lines of the pro forma invoice
          that has been generated by the billing procedure.

As an alternative to manually entering progress billing lines, you can load all applicable lines automatically by clicking Load Lines on the table toolbar of the Progress Billing tab. The system loads the lines from the revenue budget of the project in which an active or completed project task of the Revenue Task or Cost and Revenue Task type is specified and the billing rule assigned to the project task includes the progress billing step. If a line with the particular project budget key already exists in the pro forma invoice, the system will skip adding it. To add time and material lines with unbilled project transactions, on the table toolbar of the Time and Material tab, you click Upload Unbilled Transactions; you then select the lines with project transactions to be billed in the dialog box that opens. The lines will be added to the Time and Material tab and linked to the corresponding project transactions. Alternatively, you can enter a new time and material line manually; this line will not have a link to any project transaction. Aer you have added all lines to the pro forma invoice and saved it, the system shows this pro forma invoice on the Invoices tab of the Projects (PM301000) form for the corresponding project. The amounts and quantities from the pro forma invoice lines update the Dra Invoice Amount and Dra Invoice Quantity columns, respectively, on the Revenue Budget tab.

Processing of a Manual Pro Forma Invoice

The processing of a manually created pro forma invoice has no diﬀerences from the processing of a pro forma invoice that is generated by the billing procedure. The following processes are fully supported for a manual pro forma invoices:

Sequential release of the project invoices. For more information, see Pro Forma Invoices: General Information.
Generation of AR documents on release of the pro forma invoices. For more information, see Pro Forma Invoices: General Information.
Correction of the pro forma invoices. For more information, see Project Invoice Correction: General Information.
Preparation of American Institute of Architects (AIA) reports based on the pro forma invoice. For more information, see Construction Reports: AIA Reports.
Management of retainage in AP and AR documents. For more information, see AR Invoices with Retainage: General Information.

Pro Forma Invoices: Generated Transactions

The release of a pro forma invoice does not generate general ledger transactions or project transactions directly. When you release the pro forma invoice, the system creates a corresponding accounts receivable invoice with all the information copied from the pro forma invoice. On release of the accounts receivable invoice, the system generates the general ledger transactions and project transactions described in the following sections.

GL Transactions Generated on Release of an AR Invoice

When an accounts receivable invoice that has been created based on a pro forma invoice is released, the system generates a batch of the general ledger transactions shown in the table below. The system uses the following accounts as the source accounts in the GL batch it creates: Additional Materials | 105

The asset account, which is specified in the AR Account box on the Financial tab (Link to GL section) of the Invoices and Memos (AR301000) form.
The income account, which is specified for each line in the Account column on the Details tab of the Invoices and Memos form. The system populates the income account from the corresponding pro forma invoice; the income account was determined by billing rules during the creation of the pro forma invoice.
Account Source of Account Debit Credit
Accounts receivable account The asset account Amount 0.00
Sales account The income account 0.00 Amount
You can view the details of the batch associated with the release of an invoice by clicking the link in the Batch Nbr. box on the Financial tab (Link to GL section) of the Invoices and Memos form. The system opens the batch on the Journal Transactions (GL301000) form.

Project Transactions Generated on Release of the GL Batch

On release of the batch of general ledger transactions, the system generates a corresponding batch of the project transactions shown in the following table.

Project and Project Task      Debit Account                 Account Group                 Amount

Project and project task in   Sales account in the GL       Account group mapped to       –(Amount)
the GL batch line             batch line                    Sales account

You can review the created transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. In the table, you can find the project transactions created on release of the accounts receivable invoice by the reference number of the AR invoice in the Orig. Doc. Nbr. column.

Pro Forma Invoices: Related Reports and Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information about pro forma invoices.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing Project Transactions

You can review the list of project transactions that correspond to a pro forma invoice line on the Time and Material tab of the Pro Forma Invoices (PM307000) form. To review these project transactions, you click the line; then on the table toolbar, you click View Transaction Details, and the system opens the Transaction Details dialog box.

Printing a Pro Forma Invoice

You can print a pro forma invoice that you are viewing on the Pro Forma Invoices (PM307000) form by clicking Print on the More menu. The system opens the printable form of the invoice, which is project-specific and specified for Additional Materials | 106

the PROFORMA mailing of the project on the Mailing & Printing tab of the Projects (PM301000) form. By default, this is the Pro Forma Invoice (PM642000) report. You can review the invoice and print it. The contact information of the customer to whom the pro forma invoices should be sent is specified in the Bill- To Contact and Bill-To Address sections of the Addresses tab of the Pro Forma Invoices form. This information is copied to each pro forma invoice related to the project from the Bill-To and Bill-To Address sections of the Summary tab of the Projects form and can be modified at the invoice or project level.

You can review the project transactions that were created on release of an accounts receivable invoice. To do this, while you are viewing the accounts receivable invoice on the Invoices and Memos (AR301000) form, you click Project Transactions on the More menu (under Inquiries). The system opens the Project Transaction Details (PM401000) form with reference number and type of the accounts receivable invoice specified in the Selection area.

Pro Forma Invoices: Mass-Processing of Documents

This topic explains how to process multiple pro forma invoices, and how the system generates, changes, or works with documents as a result of the mass processing.

Mass-Validating Addresses You can validate addresses for multiple projects and project-related documents (pro forma invoices and project quotes) on the Validate Addresses in Project Documents (PM507000) form. This form is available if the Address Validation Integration feature is enabled on the Enable/Disable Features (CS100000) form and an address provider is configured on the Address Providers (CS103000) form. On the Validate Addresses in Project Documents form, you select the form in which the address records were entered in the Creation Form box, and select the unlabeled check boxes in the rows to be processed in the table. Then you click Validate on the form toolbar. To instead validate all the listed address records, you click Validate All on the form toolbar.

Mass-Billing Projects You can initiate billing for multiple projects on the Run Project Billing (PM503000) form; this billing entails the creation of multiple invoices. A project is listed on the form only if the invoice date is aer its next billing date, which is specified on the Summary tab of the Projects (PM301000) form. To initiate billing for particular projects, you select the unlabeled check boxes in the rows of the projects to be processed in the table on this form, and click Process on the form toolbar. To instead initiate billing for all the listed projects, you click Process All on the form toolbar. During processing, the system generates project invoices for the selected projects. Pro forma invoices will be created for only those projects that have the Create Pro Forma Invoice on Billing check box selected on the Summary tab of the Projects (PM301000) form; AR invoices will be created for projects for which this check box is cleared. The system creates project invoices with the date that is specified in the Invoice Date box in the Selection area of the form.

Mass-Releasing Pro Forma Invoices Pro forma invoices can be mass-released. To release multiple pro forma invoices at a time, you open the Release Pro Forma Invoices (PM506000) form, select the unlabeled check boxes in the rows of the pro forma invoices to be processed, and click Release on the form toolbar. To instead release all the listed pro forma invoices, you click Release All on the form toolbar. Additional Materials | 107

Mass-Recalculating Pro Forma Invoices In some cases, you may need to validate the project balances to make dra invoice amounts and quantities of the project budget match the values of the change orders. To recalculate budget values aﬀected by change orders, on the Recalculate Project Balances (PM5040000) form, you select the Recalculate Dra Invoice Amount and Quantity check box in the Selection area. You then select the unlabeled check boxes in the rows of the projects to be processed and click Process on the form toolbar to process the selected projects. Alternatively, you can click Process All to process all the projects shown in the table. For more information, see Project Budget: Recalculation of the Project Balances.

Grouping Invoices: Related Reports and Inquiry Forms

In the following sections, you can find details about the reports and forms you may want to review to gather information about project billing and grouped invoices.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing Project Transactions

You can review the list of corresponding project transactions of a pro forma invoice line on the Time and Material tab of the Pro Forma Invoices (PM307000) form. To review the corresponding project transactions of a line, you click the line, on the table toolbar, click View Transaction Details, the system opens the Project Transaction Details (PM401000) form.

Printing Invoices

You can print a pro forma invoice by clicking Print on the More menu of the Pro Forma Invoices (PM307000) form. The system opens the printable form of the invoice that is project-specific and specified for the PROFORMA mailing of the project on the Mailing & Printing tab of the Projects (PM301000) form. By default, this is the Pro Forma Invoice (PM642000) form.

Appendix 4: Budget and Balances

This appendix provides additional materials for the lessons of Part 4.

Project Budget: Unit Rate in Budget Lines

The following sections describe the rules that the system uses for selecting the unit rate to be inserted in budget lines.

New Revenue Budget Lines

When you select an inventory item in a newly created revenue budget line—that is, a line with an account group of the income type on the Revenue Budget tab of the Projects (PM301000) form—the system automatically fills in the unit rate of the line with the applicable item price. The system searches for a price of the inventory item that Additional Materials | 108

is eﬀective on the start date of the project. For more details on how the system searches for the price, see Sales Prices: Rules of Price Selection.

If the Multicurrency Projects feature is enabled on the Enable/Disable Features (CS100000) form, the system searches for an applicable sales price in the project currency by using the rate that is eﬀective on the start date of the project. The project currency is specified in the Project Currency box on the Summary tab of the Projects form. For more information, see Multicurrency Projects: Unit Rates in the Project Budget.

New Cost Budget Lines

When you select an inventory item in a newly created cost budget line—that is, a line with the account group of the expense type on the Cost Budget tab of the Projects (PM301000) form—the system automatically fills in the unit rate of the line with the applicable item cost. The system searches for the applicable item cost depending on the type of the item selected in the line:

For a stock item, the system inserts the Average Cost of the item from the Price/Cost tab of the Stock Items (IN202500) form.
For a non-stock item with the Labor type selected in the Type box on the General tab (Item Defaults section) of the Non-Stock Items (IN202000) form, the system searches for the applicable labor cost rate. That is, it searches for a rate of the Labor Item type on the Labor Rates (PM209900) form that is associated with the same inventory item and has an eﬀective date that is aer the document date or the start date of project.
For other types of non-stock items (and for non-stock items with the Labor type if no eﬀective labor cost rate was found), the system specifies the Current Cost of the item from the Price/Cost tab of the Non-Stock Items form. If no applicable price has been found, the system inserts 0 as the unit rate. The following diagram illustrates the logic the system uses to select the cost for an inventory item. Additional Materials | 109

Budget Lines Based on a Project Quote

If the Project Quotes feature is enabled on the Enable/Disable Features (CS100000) form and a project was created based on a project quote, in each created budget line on the Projects (PM301000) form, the system inserts the unit rate as follows:

In a cost budget line, the unit rate is inserted based on the unit cost of the corresponding estimation line of the project quote on the Estimation tab of the Project Quotes (PM304500) form.
In a revenue budget line, the system calculates the unit rate based on the values in the estimation lines of the project quote on the Estimation tab of the Project Quotes form by using the following formula: Unit Rate = Amount / Quantity, where Amount = Ext. Price – Discount Amount.

Budget Lines Based on a Change Order

If the Change Orders feature is enabled on the Enable/Disable Features (CS100000) form and the Change Order Workflow check box is selected for the project on the Summary tab of the Projects (PM301000) form, in each created budget line of the project, the system specifies the unit rates as follows: Additional Materials | 110

In a cost budget line created based on the change order, the unit rate is copied from the corresponding change order line.
In a revenue budget line created based on the change order, the unit rate is copied from the corresponding change order line.

Project Budget Control: Overrun Notifications During Document Entry

You can configure the system to notify a user if the amount in a line of the document they are entering would exceed the budget of the corresponding project budget line. To do this, you select Show a Warning in the Budget Control box on the General tab of the Projects Preferences (PM101000) form. When a user enters a project-related document, the system will generate a warning if a line amount exceeds the cost budget of the corresponding project budget line. These warnings can be generated when a user is entering any of the following documents:

A purchase order of the Normal or Project Drop-Ship type and the On Hold or Pending Approval status on the Purchase Orders (PO301000) form.
An AP bill with the On Hold, Pending Approval, or Balanced status on the Bills and Adjustments (AP301000) form.
A change order with the On Hold or Pending Approval status on the Change Orders (PM308000) form.
A subcontract with the On Hold or Pending Approval status on the Subcontracts (PO301000) form.
```
               Subcontracts are available in the system if the Construction feature is enabled on the Enable/
               Disable Features form. For more information about the processing of subcontracts, see
               Subcontracts: General Information.
```
The warning message in a document line shows you how much the line amount exceeds the budget. The system compares the document line with the corresponding cost budget line of the project and shows you the following amounts in the warning:

Budgeted: The revised budgeted amount of the budget line.

               If the project budget has no corresponding budget line with the same project budget key, the
               revised budgeted value of the line used in overrun calculation is 0.

Consumed: The amount that has been spent already—that is, the sum of the actual amount and the committed open amount of the budget line.
Document: The total amount (the Ext. Cost minus the Discount Amount) of all the document lines that impact the same budget line, including the current document.
Available: The amount of the budget that is available for the document. The available amount is calculated as the diﬀerence between the Budgeted amount and the Consumed amount.
Remaining: The amount that exceeds the budget. The remaining amount is calculated as the diﬀerence between the Available and Document amounts. For example, suppose that you have budgeted a cost of $400 for the project (the budgeted amount). You have already spent $150 (the consumed amount). When you create an AP bill for the project in the amount of $300 (the document amount) and specify the project budget key in the document line, the system will display the following warning: Budgeted: 400.00, Consumed: 150.00, Available: 250.00, Document: 300.00, Remaining: –50.00 The warning does not prevent you from processing the document; it just informs you that by processing the document, you will exceed the budgeted values. Additional Materials | 111
You can see the list of all document lines that potentially could exceed the budget of a selected project on the Potential Project Budget Overruns (PM404000) form.

Project Budget Control: Budget Locking

When you have decided to prevent any changes to the original budgeted values of the project, you click the Lock Budget command on the More menu of the Projects (PM301000) form. When the project is locked, the following columns on the Revenue Budget and Cost Budget tabs become read-only:

Original Budgeted Quantity
Unit Rate
Original Budgeted Amount You can still edit the budgeted values in the Revised Budgeted Quantity and Revised Budgeted Amount columns. If you decide to again allow changes to be made to the project’s original budgeted values, you unlock the project budget by clicking the Unlock Budget command on the More menu of the Projects form.

Project Budget: Related Reports and Inquiry Forms

In the following sections, you can find details about the reports and inquiry forms you may want to review to gather information about the project budget.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing the Actual Project Amounts

Reviewing Project Balances

Reviewing the Commitments of a Project

You can review the list of a project’s commitments on the Commitments (PM306000) form. In the Selection area of this form, you select the project; you can also filter the selected transactions by selecting a project task, an account group, and an inventory item.

          The form displays the commitments associated with the branches to which your user has suﬀicient
          access rights.

Additional Materials | 112

Reviewing Commitments by Project Budget Line

You can review the commitments corresponding to a project budget line with a nonzero committed value on the Cost Budget tab of the Projects (PM301000) form. To review the corresponding commitments of a line, you click the line; then on the table toolbar, you click View Commitments, and the system opens the Commitments (PM306000) form.

Reviewing Commitments by Account Group

You can review the project budget broken down by account groups on the Balances tab of the Projects (PM301000) form. To review the commitments corresponding to an account group, you click a line; then on the table toolbar, you click View Commitments, and the system opens the Commitments (PM306000) form.

Printing the Project Balance

Reviewing Project Transactions

You can review the list of all transactions corresponding to a project on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project to review all the corresponding project transaction. You can also use the selection criteria to filter the project’s transactions by cost code and inventory ID.

Viewing a Budget Summary by Account Groups

Reviewing Potential Project Budget Overruns

You can review all the amounts that may potentially exceed the budget of a project on the Potential Project Budget Overruns (PM404000) form. In the Selection area of this form, you select the project and the type of the documents to be included in calculations. You then click Calculate on the form toolbar. You can also filter the selected overruns by project task and date range.

Project Budget: Mass Processing of Documents

This topic explains how to perform mass-processing operations related to project budgets, and how the system generates, changes, or works with documents as a result of the mass processing. Additional Materials | 113

Mass-Recalculating Project Budgets In some cases, you may need to validate the project budgets to bring them in line with the underlying transactions. This might be useful, for instance, if project data has been modified through external tools or import scenarios. To recalculate project budgets, you use the Recalculate Project Balances (PM504000) form. On this form, you select the unlabeled check boxes in the rows of the projects to be processed and click Process on the form toolbar to process the selected projects; alternatively, you can click Process All to process all the projects shown in the table. For more information, see Project Budget: Recalculation of the Project Balances.