Back to P120: Project Accounting Basic Scenarios

Lesson 13: Tracking Employee Work in Projects

Part 6: Time Tracking

This lesson describes how to track billable hours and employees’ work time on projects, and how to bill projects based on this time.

Employee Time Billing: General Information

In Acumatica ERP, you can use the time reporting functionality to give employees the ability to report the time that they spend for the project. During project billing, you can bill customers for this time.

Learning Objectives

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

Enter a billable time activity related to a project, and log the time spent for the project
Enter a billable time card related to a project, and log the time spent for the project
Bill a project for employees’ time spent working on it

Applicable Scenarios

You may want to learn more about employee time billing if you are an employee who needs to log work time spent on particular project. This information is also useful if you are a project accountant, and you need to bill the customer for employee time that was spent for a particular project and logged by using time cards.

Entry of Time Tracking Documents

In Acumatica ERP, employees can report their work time by creating time cards that include separate detail records associated with diﬀerent projects or project tasks. A time card, which an employee enters on the Employee Time Cards (EP305000) form, is a weekly report on the time an employee has spent on each activity. In each line of a time card, the following information is specified:

The earning type, which defines whether the reported work should be billed
The project and project task related to the reported hours
The labor item assigned to the employee who performed the work

The time spent on each day of the week for which the time card is prepared For each time duration reported in the time card, the system creates a time activity linked to the project; the activity is assigned the Completed status. You can review the list of time activities related to a project on the Activities tab of the Projects (PM301000) form.

        If time tracking with time activities is configured, on the Activities tab, you can add an individual
        project-related activity to the selected project by clicking Create Activity on the table toolbar and
        selecting the type of activity to be created. Then you enter the details of the time activity on the
        Activity (CR306010) form, which opens. To indicate that the time activity is related to a project,
        you select the Track Time and Costs check box and specify the project-related information in the
        Summary area of the form. Finally, you complete the activity to submit it. The reported data from the
        time activity becomes available in the employee time card; the time activity can be released within
        this time card or individually.

When the time card is released, the related project transaction is created and released, so that the logged employee time is tracked in the related project and can then be billed. Also, on release of the time card, for each day of the week with reported time, a separate time activity is released.

Workflow of the Submission of a Time Card

For a project-related time card, the processing involves the actions and generated documents shown in the following diagram.

Billing Employee Time in Projects

Once time tracking is configured for projects and the system is configured to generate transactions from time activities, the working time reported by employees is tracked in the related projects and can be billed automatically during the project billing procedure. Each line of a time card is a time activity. On release of a time card with project-related lines, the system processes these lines as follows:

Generates project transactions for each time activity within a time card that is associated with a project. This extra step between the release of the time-tracking document and the updating of balances of general ledger accounts makes it possible to define labor costs and bill customers based on these costs and the quantity of working hours reported by employees for the project. The system further processes the project transactions originating from a time card based on the allocation or billing rules assigned to the project tasks of the project to which this transactions relates.
Generates general ledger transactions (and does not generate project transactions) for each time activity within a time card that is associated with a non-project code.

Employee Time Billing: To Enter a Project-Related Time Activity

In this activity, you will enter a time activity for work related to a project.

Story

Suppose that the HM's Bakery and Cafe customer has contacted the SweetLife Fruits & Jams company to order
training on operating juicers for the company's new employees. The project accountant has created a project to
account for the provided services.
Further suppose that Todd Bloom has spent four hours training the customer's employees on Monday. Acting as
Todd Bloom, you need to enter a time activity to log the time spent working on the project.

Configuration Overview

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

The following features have been enabled on the Enable/Disable Features (CS100000) form:
Project Accounting, which provides support for the project accounting functionality
Time Management, which provides support for tracking the time that employees spend on activities
On the Projects (PM301000) form, the HMBAKERY7 project has been created and the TRAINING project task has been added to the project.
On the Activity Types (CR102000) form, the Track Time check box is selected for the Work Item activity type.
On the Non-Stock Items (IN202000) form, the CONSULTSR labor item has been created; on the Employees (EP203000) form, this item is assigned to the EP00000002 – Todd Bloom employee.

Process Overview

On the Activity (CR306010) form, you will enter and complete a time activity for the project on which the employee
has worked. Then on the Projects (PM301000) form, you will make sure that the time activity has appeared in the
project details.

System Preparation

Sign in to the system as an employee by using the bloom username and the 123 password.

Step: Entering a Time Activity for the Project To log the four hours that Todd Bloom has spent training the customer's employees as part of the project, enter a time activity as follows:

On the Projects (PM301000) form, open the HMBAKERY7 project.
On the table toolbar of the Activities tab, click Create Activity > Create Work Item to add an activity to the project. The system opens the Activity (CR306010) form with the new activity created.
On this form, specify the following settings:

Summary: A 4-hour training session
Start Date: Current business date
Owner: Todd Bloom (selected automatically)
Project: HMBAKERY7 (selected automatically)
Project Task: TRAINING (selected automatically)
Cost Code: 00-000 (selected automatically)
Labor Item: CONSULTSR (selected automatically)
Track Time and Costs: Selected
Earning Type: RG (selected automatically)
Time Spent: 04:00
Billable: Selected
Billable Time: 04:00

On the form toolbar, click Complete to complete the activity. The system creates and saves the activity with the Work Item type, closes the Activity form, and returns to the project on the Projects form.
On the Activities tab, make sure the time activity you created has appeared, as shown in the following screenshot.
```
    Figure: The time activity related to the project
```
You have entered the time activity for the work performed by the employee for a project.

Employee Time Billing: To Enter a Project-Related Time Card

In this activity, you will enter a time card for work related to a project.

Story

Suppose that the HM's Bakery and Cafe customer has contacted the SweetLife Fruits & Jams company and ordered training on operating juicers for the company's new employees. The project accountant has created a project to account for the provided services. Further suppose that project accountant (who also provides employee training services) has spent eight hours training the customer's employees on January 28, 2025. Acting as Pam Brawner, you need to enter a time card to log the time spent working on the project.

Configuration Overview

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

The following features have been enabled on the Enable/Disable Features (CS100000) form:
Project Accounting, which provides support for the project accounting functionality
Advanced Financials, which provides the functionality of time cards
On the Projects (PM301000) form, the HMBAKERY7 project has been created, and the TRAINING project task has been added to the project.
On the Non-Stock Items (IN202000) form, the CONSULTPM labor item has been created; on the Employees (EP203000) form, this item is assigned to the EP00000001 – Pam Brawner employee. For an example of configuring a labor item and assigning it to an employee, refer to Labor Items: To Configure a Labor Item.
On the Labor Rates (PM209900) form, a labor cost rate has been configured for the EP00000001 – Pam Brawner employee.

Process Overview

On the Employee Time Cards (EP305000) form, you will enter a time card for an employee related to the particular project on which the employee has worked. Then you will submit the time card and release it. Finally, on the Projects (PM301000) form, you will make sure that the time card has appeared in the project details.

System Preparation

Sign in to the system as project accountant by using the brawner username and the 123 password.
In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure that the business date in your system is set to 1/30/2025. If a diﬀerent date is displayed, click the Business Date menu button and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step: Entering a Time Card for the Project To log the eight hours that Pam Brawner has spent training the customer's employees as part of the project, enter a time card as follows:

On the form toolbar of the Employee Time Cards (EP406000) form, add a new record. The system opens the Employee Time Cards (EP305000) form with the new time card. In the Summary area, 2025-05 (01/26 - 02/01) is specified in the Week box. This is the work week to which the current business date belongs. Also, notice that the system has automatically selected the employee who is currently signed in (Pam Brawner) as the Employee.
On the Summary tab, add a row, and specify the following settings:

Earning Type: RG
Project: HMBAKERY7
Project Task: TRAINING (inserted automatically)
Cost Code: 00-000
Labor Item: CONSULTPM (inserted automatically)
Tue: 08:00
Billable: Selected (selected automatically based on the settings of the selected earning type)
Description: An 8-hour training session
Approval Status: Not Required (selected automatically) When you enter hours in the columns representing the days of the week for any row, the system calculates the Time Spent in the Summary area as the sum of all these columns.

Save the time card.
On the form toolbar, click Submit to submit the time card. The status of the time card is changed to Approved.
On the form toolbar, click Release to release the time card. The time card is assigned the Released status.
On the Projects (PM301000) form, open the HMBAKERY7 project, and on the Activities tab, notice that the time activity you have entered by using the time card is shown on the tab, as shown in the following screenshot.
```
Figure: Time card information tracked in the project
```

You have submitted and released the time card related to the project. Additional Materials | 86

Additional Materials

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

Appendix 1: Creation of Projects

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

Project Quotes: Related Report and Inquiry Forms

In the following section, you can find details about the report form you may want to review to gather information about project quotes.

          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.

Printing of a Project Quote

On the Project Quotes (PM304500) form, you can print the selected project quote by clicking Print on the form toolbar. For the printing of project quotes, the system uses the Project Quote (PM604500) report. This report includes estimation lines, the header-level note, and the detailed description of a project quote.

Project Quotes: Creation of a Project from a Project Quote

This topic describes the rules that the system uses during the creation of a project based on a project quote, as well as some specific settings that the system inserts.

Summary Information

To create a project based on a project quote, the user clicks the Convert to Project command on the Project Quotes (PM304500) form and specifies the needed settings in the Convert to Project dialog box. When the system creates a project based on a project quote, the settings of the created project in the Summary area of the Projects (PM301000) form are populated as follows:

Project ID: If auto-numbering has been configured for projects, the project identifier is assigned automatically. If auto-numbering has not been configured, the system fills this box with the New Project ID value that was specified for the project quote on the Project Quotes form.
Template: The project template selected in the project quote. If the project template has attached files or notes, these files and notes will be copied to the created project. If a project template task has attached files or notes, these files and notes will be copied to the project tasks.
```
               The project tasks and budget may be structured diﬀerently for a project created based on a
               project quote than for a project created based on a project template.
```

Additional Materials | 87

Status: The system sets the status of the new project to Active if the Activate Project check box was selected in the Convert to Project dialog box during the conversion process. If the check box was cleared, the status of the project is In Planning.
Customer and Description: The system copies the values from the project quote settings (in the Business Account and Description boxes, respectively, of the Project Quotes form) to these boxes.
Summary tab: The system copies the settings of the project template that have been specified in the project quote to this tab.

Project Tasks

When the system creates a project based on the project quote on the Project Quotes (PM304500) form, it populates the project tasks on the Tasks tab of the Projects (PM301000) form using the following rules:

If the project quote has two or more tasks, these tasks are copied to the project. In this case, if the project quote does not have a default task, the created project does not have a default task either.
If the project quote has only one task, this task is copied to the project. It is also marked as the default task of the project, even if the task has not been marked as the default task of the project quote.
If the project quote has no tasks, the system creates a default project task for the project—that is, a task with an identifier of 0 and a description of Default.
The system sets the status of all project tasks to Active if the Activate Tasks check box was selected in the Convert to Project dialog box during the conversion process. If the check box was cleared, the system sets the status of the project tasks to In Planning.
The location of the created tasks is the location of the project quote, as specified on the Financial tab of the Project Quotes form.
If the project quote has only one task or does not have any tasks and if any of the estimation lines of the project quote have no project task assigned, the system assigns the default task of the project to the cost budget and revenue budget lines of the project that it creates based on these estimation lines. The system specifies the default sales, cost, and accrual accounts and subaccounts as follows:
In the created project, the system inserts the default accounts and subaccounts specified for the template on the Project Templates (PM208000) form.
If a project task is created based on a project template task, the system populates the default accounts and subaccounts with those specified for the project template task on the Project Template Tasks (PM208010) form. If the accounts and subaccounts are not specified in the project template task, the system inserts the default values specified for the project template.
If a project task is created based on the common task, the system populates the default accounts and subaccounts with those specified for the common task on the Common Tasks (PM208030) form. If the accounts and subaccounts are not specified for the common task, the system inserts the default values specified for the project template.
If a project task has been added to the project quote manually, the system inserts the default accounts and subaccounts specified for the project template.

Revenue Budget

When the system creates a project based on the project quote, to populate the revenue budget, the system groups the estimation lines of the project quote depending on the revenue budget level (Task, Task and Item, or Task and Cost Code) of the project template specified for the project quote; the revenue budget level of the project template is specified on the Summary tab (Project Properties section) of the Project Templates (PM208000) form. For each group of estimation lines, on the Revenue Budget tab of the Projects (PM301000) form, the system creates a revenue budget line with the following settings:

Project Task: The system uses the project task of the aggregated estimation lines.
Inventory ID: The system uses the inventory ID of the aggregated estimation lines. Estimation lines without an inventory item specified are aggregated into a revenue budget line with this column populated with the Additional Materials | 88
```
    empty item code, which is N/A by default. You can change the default empty item code in the Empty Item
    Code box on the Projects Preferences (PM101000) form.
```
Account Group: The system uses the revenue account group of the aggregated estimation lines.
Description: Depending on the number of aggregated estimation lines in the group, the system assigns the description to the revenue budget line as follows:
If the group consists of one line, the description of this line is copied to the revenue budget line.
If the group consists of two or more lines, the description of the revenue budget line is Aggregated: Account Group Description, where Account Group Description is the description of the account group by which the group of estimation lines has been aggregated.
Original Budgeted Quantity: The system inserts the total quantity of the aggregated lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the quantity is 0.
UOM: The system uses the UOM of the aggregated estimation lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the UOM is empty.
Unit Rate: The calculation of the unit rate of the revenue budget line depends on the number of aggregated estimation lines in the group as follows:
If the group consists of one line, the system calculates the unit rate based on the values in the estimation line by using the following formula: Unit Rate = Amount / Quantity, where Amount = Ext. Price – Discount Amount.
If the group consists of two or more lines and each of these lines has the same UOM or a UOM that can be converted, the system calculates the unit rate as the total amounts of the lines minus the total discount and divided by the total quantity of the lines.
If the group of aggregated estimation lines consists of two or more lines and the lines have diﬀerent UOMs, the unit rate of the revenue budget line is 0.
Original Budgeted Amount: The system inserts the total amount of the aggregated lines.
Tax Category: The tax category of the revenue budget line depends on the tax category of the aggregated estimation lines in the group as follows:
If the group consists of one line, the tax category of this line is copied to the revenue budget line.
If the group consists of two or more lines and all the lines have the same tax category, this tax category is copied to the revenue budget line.
If the group consists of two or more lines and the lines have either the same tax category or no tax category specified, the specified tax category is copied to the revenue budget line.
If the group consists of two or more lines and the lines have at least two diﬀerent tax categories, the tax category of the revenue budget line is empty.

Cost Budget

When the system creates a project based on the project quote, to populate the cost budget, the system groups the estimation lines of the project quote depending on the cost budget level of the project template specified for the project quote; the cost budget level of the project template is specified on the Summary tab (Project Properties section) of the Project Templates (PM208000) form. For each group of estimation lines, on the Cost Budget tab of the Projects (PM301000) form, the system creates a cost budget line with the following settings:

Project Task: The system inserts the project task of the aggregated estimation lines.
Inventory ID: The system uses the inventory ID of the aggregated estimation lines. Estimation lines without an inventory item specified are aggregated into a cost budget line with this column populated with the empty item code, which is N/A by default. You can change the default empty item code in the Empty Item Code box on the Projects Preferences (PM101000) form.
Account Group: The system inserts the cost account group of the aggregated estimation lines.
Description: Depending on the number of aggregated estimation lines in the group, the system assigns the description to the cost budget line, as follows:
If the group consists of one line, the description of this line is copied to the cost budget line. Additional Materials | 89
If the group consists of two or more lines, the description of the cost budget line is Aggregated: Account Group Description, where Account Group Description is the description of the account group by which the group of estimation lines has been aggregated.
Original Budgeted Quantity: The system inserts the total quantity of the aggregated lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the quantity is 0.
UOM: The system uses the UOM of the aggregated estimation lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the UOM is empty.
Unit Rate: The calculation of the unit rate of the cost budget line depends on the number of aggregated estimation lines in the group as follows:
If the group consists of one line, the unit cost of this estimation line is copied to the cost budget line.
If the group consists of two or more lines, the system calculates the unit rate as the sum of the Ext. Cost values of lines that have a nonzero quantity divided by the total quantity of these lines. The lines of the group with a quantity or Ext. Cost of 0 are ignored in the calculation.
Original Budgeted Amount: The system calculates this amount as the total extended cost of the aggregated lines.
Unit Price: The calculation of the unit price of the cost budget line depends on the number of aggregated estimation lines in the group as follows:
If the group of aggregated estimation lines consists of one line, the system calculates the unit price based on the values in the estimation line of project quote by using the following formula: Unit Price = Amount / Quantity, where Amount = Ext. Price – Discount Amount.
If the group of aggregated estimation lines consists of two or more lines and each of these lines has the same UOM or a UOM that can be converted, the system calculates the unit price as the total amount of the lines minus the total discount and divided by the total quantity of the lines.
If the group of aggregated estimation lines consists of two or more lines and the lines have diﬀerent UOM values, the unit price of the cost budget line is 0.
Revenue Task: The system inserts the revenue task based on the type of the project task in the line as follows:
If the project task has the Cost and Revenue Task type, the system inserts this project task in this column automatically. You can override this value, if needed.
If the project task has the Cost Task type, the system leaves the column empty. You should select the corresponding revenue task manually.

Project Addresses

When the system creates a project based on the project quote on the Project Quotes (PM304500) form, the system copies the settings from the project quote to the project by using the following rules:

The address information in the Project Address section on the Addresses tab of the Project Quotes form is copied to the same section and tab of the Projects (PM301000) form.
The contact information in the Bill-To Contact section on the Addresses tab of the Project Quotes form is copied to the Bill-To section of the same tab of the Projects form.
The address information in the Bill-To Address section on the Addresses tab of the Project Quotes form is copied to the same section and tab of the Projects form.

Other Project Settings

The project settings on the following tabs of the Projects (PM301000) form are copied from the listed sources:

Activities: The project quote if the Link Activities to Project check box was selected in the Convert to Project dialog box during conversion
Equipment, Defaults, and Mailing & Printing: The project template specified for the project quote Additional Materials | 90
Attributes: The project quote

Appendix 2: Advanced Billing

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

Billing Rules: Progress Billing

For a billing rule defined on the Billing Rules (PM207000) form, you specify the sequence of steps in the le pane
and the settings of each step in the right pane. The following sections list the settings that you can specify for a
billing rule step of the Progress Billing type, and describes the process of billing a project for progress by using a
simple one-step billing rule.

Configuration of a Billing Rule Step

Each billing rule can include only one step of the Progress Billing type. For the billing rule step of this type, you can
define the following settings:

A formula to define the description of the invoice and another formula to define the description of each invoice line, to make the system compose these descriptions dynamically during the billing process.
The source of the sales account and the source of the destination branch for each invoice line. The billing process uses the originating branch from the project settings on the Projects (PM301000) form and the destination branches from the sources according to the billing rules. When an accounts receivable invoice is released, the accounts receivable account is updated under the originating branch of the invoice, while the revenue amounts are recorded to the destination branches of the invoice lines.
The invoice group of the steps of the billing rules to which the project tasks refer.

The Progress Billing Process

Progress billing is a simple billing workflow for the projects that are gradually billed at a fixed contract amount.
Progress billing does not involve project transactions. To bill a project task by its progress, you need to create a
billing rule on the Billing Rules (PM207000) form and configure a step of the Progress Billing type in this rule. Then
you assign the configured billing rule to project tasks on the Tasks tab of the Projects (PM301000) form.

           If a project is billed with a billing rule that includes only a Progress Billing billing step, during the
           billing process, the system ignores any unbilled project transactions.

The progress billing procedure could be initiated for a project if either of the following is true:

It has at least one revenue budget line with billable project revenue.
It has pending values of 0 if the progress billing step of the billing rule assigned to any project task has the Create Lines with Zero Amount and Quantity check box selected on the Billing Rules form. For more information, see Billing with a Direct AR Invoice: General Information. Each revenue budget line is billed based on amount or quantity, depending on the option selected in the Progress Billing Basis column on the Revenue Budget tab of the Projects form as follows:
For a line billed by amount, you need to specify a nonzero amount, which may be a negative amount, in the Pending Invoice Amount column. For these lines, the Pending Invoice Quantity, Dra Invoice Quantity, and Actual Quantity values are always 0. Additional Materials | 91
For a line billed by quantity, you need to specify a nonzero quantity in the Pending Invoice Quantity column. In this case, the system will calculate the Pending Invoice Amount of the line as the pending invoice quantity multiplied by the unit rate specified in the line. The system will calculate the percentage of line completion (Completed (%)) based on the specified values. You can also specify the Completed (%) value on the Revenue Budget tab for the needed revenue budget lines to indicate that the project tasks are being performed. The system will calculate the pending invoice values by using the following formulas: Pending Invoice Amount = Revised Budgeted Amount * ( Completed (%) / 100 ) - Draft Invoice Amount - Actual Amount Pending Invoice Quantity = Revised Budgeted Quantity * ( Completed (%) / 100 )

Draft Invoice Quantity - Actual Quantity

     Project-related invoices, debit memos, and credit memos that have been created manually on the
     Invoices and Memos (AR301000) form are not included in pending invoice quantities and amounts.

You run billing for one project by clicking the Run Billing button on the form toolbar of the Projects form or process multiple projects on the Run Project Billing (PM503000) form. When you run the project billing, the system prepares a project invoice whose type depends on the state of the Create Pro Forma Invoice on Billing check box on the Summary tab of the Projects form as follows:

If the check box is selected, the system generates a pro forma invoice with a positive or negative amount.
If the check box is cleared, the system generates an accounts receivable invoice (if the billed amount is positive) or credit memo (if the billed amount is negative). For more information about credit memos, see Project Invoice Correction: Credit Memos for Projects. The system creates a project invoice with the unit prices, amounts, and quantities copied from the Unit Rate, Pending Invoice Amount and Pending Invoice Quantity columns of the Revenue Budget tab of the Projects form for the corresponding revenue budget lines. If the project billing is performed by using the pro forma invoice workflow, the pro forma invoice lines that are produced by the progress billing steps are shown in the prepared pro forma invoice on the Progress Billing tab of the Pro Forma Invoices (PM307000) form. During the billing process, the system groups the billable amounts into invoices based on the following:
The invoice group of the steps of the billing rules to which the project tasks refer
The customer
The customer location
The Bill Separately setting of each project task defined on the Project Tasks (PM302000) form For more information, see Grouping of Invoices: General Information. Once an invoice is prepared, the Dra Invoice Amount and Dra Invoice Quantity of the revenue budget lines are updated with the amount and quantity for which the invoice has been prepared. The Pending Invoice Amount and Pending Invoice Quantity values become 0. If you manually adjust the Amount to Invoice of a pro forma invoice line, the system automatically recalculates the Total Completed (%) in this line. This is the percentage of the revised budgeted amount of the revenue budget line of the project that has been invoiced by all the pro forma invoices of the project, including the current one. However, the system does not update the Completed (%) of the corresponding revenue budget line on the Revenue Budget tab of the Projects form accordingly. Also, the system does not update the Completed (%) of the revenue budget line if the related pro forma invoice with the corresponding progress billing line is deleted. When you release a pro forma invoice and the system creates the corresponding accounts receivable invoice, the system copies the values in the Amount to Invoice column from the Progress Billing tab of the Pro Forma Invoices form to the corresponding lines of the accounts receivable invoice on the Details tab of the Invoices and Memos (AR301000) form. Additional Materials | 92

Billing Rules: Time and Material Billing

For a billing rule defined on the Billing Rules (PM207000) form, you specify the sequence of steps in the le pane
and the settings of each step in the right pane. The following sections list the settings that you can specify for a
billing rule step of the Time and Material type, and describes the process of billing a project for time and material by
using a simple one-step billing rule.

Configuration of a Billing Rule Step

For a billing rule step of the Time and Material type, you can specify the following settings:

The account group that is used as a filter to select the transactions for billing by the Time and Material billing steps. When the billing procedure is run, the system selects all the transactions that are due for billing and that have this account group. Normally, you use for billing the same account group or groups that you use for accumulating the unrecognized revenue.
A formula to define the description of the invoice and a formula to define the description of each invoice line, to make the system compose these descriptions dynamically during the billing process.
A formula to calculate the amount of the invoice lines created by the Time and Material billing steps, and another formula to calculate the quantity of these invoice lines. In these formulas, you can use fields and attributes from such entities as the project, project budget, project task, project transaction, customer, vendor, employee, inventory item, and account group. You can also use diﬀerent sources of the project rates: those from rate tables, which can be configured on the Rate Tables (PM206000) form; and those from sales price lists, which are defined on the Sales Prices (AR202000) form.
```
                 If inclusive taxes are configured in the system, the amounts of project transactions are
                 considered gross amounts—that is, already including the inclusive taxes. If the project
                 transaction amounts that you enter in your system are net amounts (that is, it does not
                 include an inclusive tax), you need to configure the line amount formula to include the
                 PMBudget.InclTaxAmount value in the calculations.
```
The source of the sales account and the source of the destination branch for each invoice line. The billing process uses the originating branch from the project settings on the Projects (PM301000) form and the destination branches from the sources according to the billing rules. When an accounts receivable invoice is released, the accounts receivable account is updated under the originating branch of the invoice, while the revenue amounts are recorded to the destination branches of the invoice lines.
The invoice group, which can be used during billing to make the system create separate invoices (either pro forma invoices or accounts receivable invoices, depending on the billing workflow of the project) for particular steps with the same invoice group during the project billing.
Non-billable transactions that do not contribute to the amount billed to the customer and that you may decide to include in the invoice.
Grouping criteria by date, employee, vendor, and inventory item for the invoice lines created by the Time and Material billing steps.

The Time and Material Billing Process

The time and material billing workflow is provided for project tasks that need to be billed based on project
transactions. Time and material billing can be performed only for project tasks of a project that is pending billing
—that is, if the project has at least one unbilled transaction that is ready to be billed on the invoice date. The Time
and Material billing steps can be run once the project transactions that match the selection criteria have been
processed. Optionally, the allocation process can be executed for these transactions before billing. For more
information, see Billing with a Direct AR Invoice: General Information.

Additional Materials | 93

       If a project is billed with a billing rule that includes only Time and Material billing steps, during the
       billing process, the system ignores any pending invoice amount of the revenue budget lines.

To bill a project task for time and material, you need to create a billing rule on the Billing Rules (PM207000) form and configure a step or multiple steps of the Time and Material type in this rule. Multiple Time and Material steps are used in a billing rule for diﬀerent account groups of transactions that should be used to determine the invoiced amounts by using diﬀerent formulas. Then you assign the configured billing rule to project tasks on the Tasks tab of the Projects (PM301000) form.

       If you configure multiple time and material steps for the same account group, only the last pro forma
       invoice line created based on these steps will be linked to the project transaction that has been used
       as a basis for billing.

You can run billing for one project by clicking the Run Billing button on the form toolbar of the Projects form or process multiple projects on the Run Project Billing (PM503000) form. When you run the project billing, the system prepares a project invoice whose type depends on the state of the Create Pro Forma Invoice on Billing check box on the Summary tab of the Projects form as follows:

If the check box is selected, the system generates a pro forma invoice with a positive or negative amount.
If the check box is cleared, the system generates an accounts receivable invoice (if the total billed amount is positive) or credit memo (if the total billed amount is negative). For more information about credit memos, see Project Invoice Correction: Credit Memos for Projects. The system creates a project invoice based on the unbilled project transactions with amounts calculated by using the billing rules of the project tasks. In the billing, the system includes the transactions with a date that is earlier than the billing date and does not include the transactions with a date that is later than the billing date. If the project billing is performed by using the pro forma invoice workflow, the invoice lines that are produced by the Time and Material billing steps are displayed on the Time and Material tab of the Pro Forma Invoices (PM307000) form. The transactions with the same date as the invoice date are billed if Include Transactions with Billing Date is selected as the Billing Cutoﬀ on the Projects Preferences (PM101000) form; if Include Only Transactions Before Billing Date is selected, the system skips the transactions with the same date as the invoice date. During the billing process, the system groups the billable amounts into separate invoices based on the following:
The invoice group of the steps of the billing rules to which the project tasks refer
The customer
The customer location
The Bill Separately setting of each project task defined on the Project Tasks (PM302000) form For more information, see Grouping of Invoices: General Information. If the status of a pro forma invoice is On Hold, you can change the Amount to Invoice values in the time and material lines of the pro forma invoice. When you release a pro forma invoice and the system creates the corresponding accounts receivable invoice or credit memo, the system copies the values in the Amount to Invoice column from the Time and Material tab of the Pro Forma Invoices form to the lines of the accounts receivable invoice (or credit memo) on the Details tab of the Invoices and Memos (AR301000) form. You cannot change the Amount to Invoice value in the lines of a pro forma invoice with the Open and Closed status.
```
     If the Construction feature is in use, you may need to prepare an American Institute of Architects (AIA)
     report that includes time and material amounts from the prepared pro forma invoice. To do this,
     you include the time and material amounts to be billed in the progress billing amounts. For more
     information, see Construction Reports: Time and Material Amounts in AIA Reports.
```

Additional Materials | 94

Billing Rates: Rate Selection Rules

When a project transaction is billed or an allocation is run, the system finds the applicable rate—that is, the value of the @Rate parameter specified in the billing rule formula. This selection is based on the combination of the rate type assigned to the current step of a billing rule (or allocation rule) and the rate table that is assigned to the project task to which the billed or allocated transaction corresponds. Each combination of rate table code, rate type, and rate code includes one rate sequence or multiple rate sequences, each of which defines billing rates based on a set of factors. The numeric identifiers of the sequences in the table define the order in which the system will search these sequences to find the applicable rate during the project billing or allocation process. Starting with the first sequence defined in the table on the Rate Lookup Rules (PM205000) form, the system compares the settings specified in the project transaction to the factors defined by the rate sequence. If all the settings match, the system stops the search and uses the rate it has found as the value of the @Rate parameter in the formula. If any factor does not match, the system continues searching for the applicable billing rate in the next rate sequence until an applicable rate is found. The system may not find an applicable rate in all sequences defined in the system for the combination of rate table code, rate type, and rate code. In this case, the system performs the action determined by the option selected in the If @Rate Is Not Defined box on the Billing Rules (PM207000) or Allocation Rules (PM207500) form for the step being performed. The system can do one of the following:

Set the @Rate value to 0
Set the @Rate value to 1
Skip billing or allocating for the current project transaction
Throw an error and stops the billing or allocation process The following diagram shows how the system selects the value of the @Rate parameter if the account group specified in the project transaction is the same as the account group of the billing rule step. Additional Materials | 95 Additional Materials | 96

Progress Billing: Mass Processing of Documents

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

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 AR Invoices Multiple accounts receivable invoices can be released at the same time on the Release AR Documents (AR501000) form. On this form, you select the unlabeled check boxes in the rows of the documents to be processed and click Release on the form toolbar to release the selected invoices; alternatively, you can click Release All to release all the invoices shown in the table.

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.

Progress Billing: Related Reports and Forms

This topic describes reports and forms you can review to gather information related to billing projects by progress. The topic also explains how you can print documents related to project billing.

Reviewing the Actual Amounts of the Project

You can review the list of project transactions corresponding to a revenue budget line with a nonzero Actual Amount on the Revenue Budget tab of the Projects (PM301000) form. To review the corresponding project transactions of a line on either tab, you click the line; on the table toolbar, you click View Transactions, and the system opens the Project Transaction Details (PM401000) form with the project transactions displayed. Additional Materials | 97

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.

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 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.

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.

Time and Material Billing: Mass Processing

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

Time and Material Billing: Related Report and Inquiry Forms

This topic describes reports and forms you can review to gather information related to billing projects by progress. The topic also explains how you can print documents related to project billing.

Reviewing the Actual Amounts of the Project

You can review the list of project transactions corresponding to a project budget line with a nonzero Actual Amount on the Revenue Budget or Cost Budget tab of the Projects (PM301000) form. To review the corresponding project transactions of a line on either tab, you click the line; on the table toolbar, you click View Transactions, and the system opens the Project Transaction Details (PM401000) form with the project transactions displayed.

Reviewing Project Balances

Reviewing Unbilled Project Transactions

You can review the list of all the transactions that correspond to a project on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project to review all its project transactions. The transactions for which the Billed check box is cleared have not been billed yet. You can narrow the range of listed transactions by specifying any of the following in the Selection area: project task, account group, and inventory item.

Printing a Pro Forma Invoice

Printing the Project Balance

Appendix 3: Budgets and WIP Costs

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

Project Budget: Recalculation of the Project Balances

In rare cases, you may need to make the system refresh the project budget to be sure that the project balances match the corresponding transactions and that the documents and all project information is up to date. To do this, you recalculate the project budget. You can run the recalculation of project balances on the following forms:

On the Projects (PM301000) form: You can run recalculation for the selected project unless it has the In Planning status.
On the Recalculate Project Balances (PM504000) form: You can mass-run recalculation for any number of selected projects with the Active or Completed status.

Applicable Scenarios

You run recalculation in the following cases:

Project balances do not seem to match the total amounts of the corresponding project transactions. This may happen, for example, if project data has been modified through external tools or import scenarios. You need to bring the project budgets in line with the underlying project transactions.
You have noticed that a project is not shown on the Run Project Billing (PM503000) form, even though it has project transactions pending billing.
The dra invoice amounts and quantities in the project budget do not seem to match the values in corresponding pro forma invoices.
The project values aﬀected by change orders do not seem to match the values in corresponding documents.
You have noticed that the inclusive taxes accumulated for revenue budget lines do not match the inclusive taxes in the corresponding accounts receivable documents.
You have selected the Internal Cost Commitment Tracking check box on the Projects Preferences (PM101000) form or changed the mapping of accounts to account groups on the Account Groups (PM201000) form. Now you need to recalculate the existing commitments for the projects to make committed values match the quantities and amounts of the purchase orders and subcontracts.
Project balances do not seem to match the total amounts and quantities of the corresponding purchase orders and subcontracts. This may happen, for example, if project data has been modified through external tools or import scenarios. You need to bring the committed values in line with the underlying commitments.
You have noticed that the cost budget of the selected project does not show the lines that have been added to a project during the processing of the progress worksheets. Progress worksheets are available in the system if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
You have imported the cost budget or the revenue budget for a project manually or by using the Import by Scenario (SM206036) form, and you need to restructure imported budgets according to the revenue budget level and cost budget level of the project. Additional Materials | 100

Recalculation of the Actual Values of Projects

To recalculate the actual project budget values, you select the unlabeled check boxes in the rows of the projects to be processed on the Recalculate Project Balances (PM504000) form and then click Process on the form toolbar. Alternatively, you can click Process All to process all the projects shown in the table. The system validates project balances and recalculates the values in the Actual Quantity and Actual Amount columns on the Revenue Budget and Cost Budget tabs of the Projects (PM301000) form.

Recalculation of the Unbilled Transactions

To recalculate project transaction information for a project, on the Recalculate Project Balances (PM504000) form, you need to select the Recalculate Unbilled Summary check box. You then select the unlabeled check box in a row with the project and click Process on the form toolbar. (Alternatively, you can click Process All to process all the projects shown in the table.) The system validates project balance and recalculates the Actual Quantity and Actual Amount on the Revenue Budget and Cost Budget tabs of the Projects (PM301000) form, and also updates the list of unbilled transactions for the project. As a result, the project appears on the Run Project Billing form.

Recalculation of the Cost Budget Lines

During project budget recalculation, the system updates the cost budget lines of a project depending on the following settings:

The Cost Budget Update system-wide setting on the Projects Preferences (PM101000) form, which can be Detailed or Summary.
The Cost Budget Level setting specified for the particular project on the Summary tab of the Projects (PM301000) form. This setting determines the detail level of the cost budget for the project, which can be Task, Task and Cost Code, Task and Item, or Task, Item, and Cost Code. Suppose that a project has the Cost Budget Level set to Task and Item on the Projects form. Also suppose that the cost budget of this project is based on cost transactions with multiple inventory items. The system recalculates the project budget as follows, depending on the Cost Budget Update option selected on the Projects Preferences form:
Detailed: The system increases the level of detail of the project budget. Suppose that before you recalculate this project, on the Cost Budget tab of the Projects form, the project has a single line with the empty item code that represents all the cost transactions. When you recalculate this project, the system clears the values in this cost budget line and updates the cost budget with a separate line for each inventory item of the cost transactions. If some unprocessed cost transactions or progress worksheet lines are found for the project during the recalculation process, the system updates the cost budget line that has the same inventory item as in the cost transaction. If the cost budget has no line that has this inventory item, a new line with the inventory item is added.
Summary: The system maintains the level of detail of the project budget and does not reduce it. Suppose that before you recalculate this project, on the Cost Budget tab of the Projects form, the project has a separate line for each inventory item of the cost transactions. If some unprocessed cost transactions are found for the project during the recalculation process, the system updates the cost budget line with the empty item code selected as the inventory item, regardless of the inventory item of the cost transaction. If the cost budget has no line with the empty item code, a new line with the empty item code is added. For more information on the rules that the system uses to update the amounts and quantities in budget lines, see Project Transactions: Update of the Project Budget Structure. Additional Materials | 101

Recalculation of the Revenue Budget Lines

During project budget recalculation, the system updates the revenue budget lines of a project depending on the following settings:

The Revenue Budget Update setting on the Projects Preferences (PM101000) form, which can be Detailed or Summary.
The Revenue Budget Level setting specified for each project on the Summary tab of the Projects (PM301000) form. This setting determines the detail level of the cost budget for the project, which can be Task, Task and Cost Code, Task and Item, or Task, Item, and Cost Code. Suppose that a project has the Revenue Budget Level set to Task and Item on the Projects form. Also suppose that the revenue budget of this project is based on revenue transactions with multiple inventory items. The system recalculates the project budget as follows, depending on the Revenue Budget Update option selected on the Projects Preferences form:
Detailed: The system increases the level of detail of the project budget. Suppose that before you recalculate this project, on the Revenue Budget tab of the Projects form, the project has a single line with the empty item code that represents all the revenue transactions. When you recalculate this project, the system removes this revenue budget line and updates the revenue budget with a separate line for each inventory item of the revenue transactions. If some unprocessed revenue transactions are found for the project during the recalculation process, the system updates the revenue budget line that has the same inventory item as in the revenue transaction. If the revenue budget has no line that has this inventory item, a new line with the inventory item is added.
Summary: The system maintains the level of detail of the project budget and does not reduce it. Suppose that before you recalculate this project, on the Revenue Budget tab of the Projects form, the project has a separate line for each inventory item of the revenue transactions. When you recalculate this project, the system does not remove the revenue budget lines; it also does not update the revenue budget with a single line with the empty item code for all the revenue transactions. If some unprocessed revenue transactions are found for the project during the recalculation process, the system updates the revenue budget line with the empty item code selected as the inventory item, regardless of the inventory item of the revenue transaction. If the revenue budget has no line with the empty item code, a new line with the empty item code is added. For more information on the rules that the system uses to update the amounts and quantities in budget lines, see Project Transactions: Update of the Project Budget Structure.

Recalculation of Change Orders

To recalculate budget values aﬀected by change orders, you select the Recalculate Change Orders check box in the Selection area of the Recalculate Project Balances (PM504000) form. 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. The system validates the project balances and recalculates the following values on the Revenue Budget and Cost Budget tabs of the Projects (PM301000) form:

Budgeted CO Quantity
Budgeted CO Amount
Revised Budgeted Quantity

Revised Budgeted Amount

       The recalculation of change orders does not involve the recalculation of the committed values
       that were changed with the change orders. To update the committed values, you need to rebuild
       commitments.

Additional Materials | 102

Rebuilding of Project Commitments

To rebuild commitments (purchase orders, project drop-ship orders, and subcontracts), you select the Rebuild Commitments check box in the Selection area of the Recalculate Project Balances (PM504000) form. 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. The system recreates commitments and recalculates the project balances. That is, it updates the following values on the Cost Budget tab of the Projects (PM301000) form:

Original Committed Quantity
Original Committed Amount
Committed CO Quantity
Committed CO Amount
Revised Committed Quantity
Revised Committed Amount
Committed Received Quantity
Committed Invoiced Quantity
Committed Invoiced Amount
Committed Open Quantity
Committed Open Amount

Recalculation of Pro Forma Invoices

To recalculate pro forma invoices, you select the Recalculate Dra Invoice Amount and Quantity check box in the Selection area of the Recalculate Project Balances (PM504000) form. 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. The system validates the project balances and recalculates the Dra Invoice Amount and Dra Invoice Quantity on the Revenue Budget tab of the Projects (PM301000) form.

Recalculating Inclusive Taxes

To recalculate inclusive taxes, you select the Recalculate Inclusive Taxes check box in the Selection area of the Recalculate Project Balances (PM504000) form. 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.

WIP Labor Costs in Fixed-Price Projects: Generated Transactions

When you allocate projects, the system creates allocation transactions based on the settings of the allocation rules associated with the project tasks. Depending on the settings of the allocation rules and project tasks, the system also can create reversing allocation transactions. These transactions are described in the following sections.

Allocation Transactions Generated on Allocation of a Project

When a project is allocated, the system generates a batch of the allocation transactions shown in the table below. The system assigns the Allocation for description to the generated batch. Additional Materials | 103

The system uses the following accounts as the source accounts in the batch it creates:

The debit account, which is specified in the Account Origin box on the Allocation Settings tab (Debit Transaction section) of the Allocation Rules (PM207500) form
The credit account, which is specified in the Account Origin box on the Allocation Settings tab (Credit Transaction section) of the Allocation Rules form
Debit Account Credit Account Source of Account Orig. Doc Type Amount
Debit account Credit account Allocation rule Allocation Amount
You can review the created allocation transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. You can review allocation transactions in the table on the Allocation Transactions tab.

Reversing Allocation Transactions Generated on Billing of a Fixed-Price Project When a fixed-price project is billed with a progress billing rule and the accounts receivable document is created, the system generates a batch of reversing allocation transactions shown in the following table, which prevents the allocation transactions from aﬀecting the project balance. The reversing transactions copy the original allocation transactions and reverse the sign of the amount. The reversing batch is created with the WIP Reversal description and the Balanced status.

 Debit Account          Credit Account          Source of Account       Orig. Doc Type          Amount

 Debit account          Credit account          Allocation transac-     WIP Reversal            –(Amount)
                                                tion

You can review the created reversing allocation transactions on the Project Transaction Details (PM401000) form. In the Selection area of this form, you select the project in the Project box. You can review only allocation transactions on the Allocation Transactions tab. In the table on the tab, you can find the allocation transactions with the WIP Reversal type specified in the Orig. Doc. Type column.

WIP Labor Costs in Fixed-Price Projects: 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 the allocation process performed for a project.

          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 Allocation Transactions

You can review the list of all the corresponding allocation transactions of a project, including reversing allocation transactions, 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, and inventory item to narrow the listed project transactions. You can review only allocation transactions on the Allocation Transactions tab. The Allocation type in the Orig. Doc. Type column corresponds to allocation transactions. The WIP Reversal type in the Orig. Doc. Type column corresponds to reversing allocation transactions. Additional Materials | 104

          The project transactions that have already been used as a source of allocation transactions have the
          check box selected in the Allocated column.

Printing Allocation Transactions

You can prepare the printable list of project transactions related to a particular project, including allocation transactions and reversing allocation transactions, by using the Project Transactions (PM633000) report.

          The report shows the project transactions that the signed-in user has access rights to view.

Reviewing Project Balances

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

WIP Labor Costs in Fixed-Price Projects: Mass-Processing of Documents

This topic explains how to allocate multiple projects, and how the system generates, changes, or works with projects as a result of the mass processing.

Mass-Allocating Projects You can initiate allocating for multiple projects on the Run Allocations by Projects (PM502500) form; this allocation entails the creation of allocation transactions. On this form, you select the unlabeled check boxes in the rows of the projects to be processed in the table, and you click Allocate on the form toolbar. The system initiates allocation for the selected projects. Allocation transactions will be created for only those projects that have tasks with an associated allocation rule. To initiate processing for all the projects listed in the table of the Run Allocations by Projects form, you click Allocate All on the form toolbar. The system initiates allocating for all the projects listed in the table.

Mass-Allocating Project Tasks You can initiate allocating for multiple project tasks on the Run Allocations by Tasks (PM502000) form; this allocation entails the creation of allocation transactions. On this form, which displays only those project tasks that have an associated allocation rule, you select the unlabeled check boxes in the rows of the project tasks to be processed in the table, and you click Allocate on the form toolbar. The system initiates allocation for the selected project tasks. To initiate processing for all the project tasks listed in the table of the Run Allocations by Tasks form, you click Allocate All on the form toolbar. The system initiates allocation for all the project tasks listed in the table.

Mass-Releasing Reversing Allocation Transaction To mass-release project transactions, including reversing allocation transaction, 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. Additional Materials | 105

Appendix 4: Cost Commitments

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

Committed Costs: 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 commitments.

          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 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.

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.

You can review the list of purchase orders from which the project commitments originate on the Commitments tab of the Projects (PM301000) form.

Retrieving Committed Data for Analytical Reports

The commitment data is available in the analytical reports and aggregated by the following key fields of a project budget line:

Project ID: The project
Project Task ID: The project task
Account Group ID: The account group Additional Materials | 106
Inventory ID: The inventory item

Committed Costs: Mass Processing of Documents

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

Mass-Rebuilding Project Commitments In some cases (for instance, if committed values of the project budget have been modified through external tools or import scenarios), you may need to rebuild commitments to make committed values match the quantities and amounts of the purchase orders. To rebuild commitments, you use the Recalculate Project Balances (PM504000) form. On this form, you select the Rebuild Commitments check box in the Selection area. You also 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.

Appendix 5: Single-Tier Change Management

This appendix provides additional materials for the lessons of Part 5.

Single-Tier Change Management: Related Report and Forms

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

          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 Change Orders by Project

You can review the list of change orders related to a particular project on the Change Orders tab of the Projects (PM301000) form.

Printing of a Change Order

You can print a change order with any status by clicking Print on the More menu of the Change Orders (PM308000) form. The system opens the printable form of the change order, which is project-specific and specified for the CHANGE ORDER mailing of the project on the Mailing & Printing tab of the Projects (PM301000) form. By default, the generated report is the Change Order (PM643000) report, which supports the printing of revenue budget lines, header-level and line-level notes, and the detailed description of the change order. You can review the change order and print it. Additional Materials | 107

Single-Tier Change Management: Mass Processing of Documents

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

Mass-Recalculating Change Orders In some cases (for instance, if the project budget has been adjusted with change orders that have been modified through external tools or import scenarios), you may need to validate the project balances to make change order quantities and amounts of the project budget match the values of the change orders. To recalculate budget values aﬀected by change orders, you use the Recalculate Project Balances (PM504000) form. On this form, you select the Recalculate Change Orders check box in the Selection area. You also 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.

Appendix 6: Time Tracking

This appendix provides additional materials for the lessons of Part 6.

Employee Time Billing: Generated Transactions

To be able to bill customers for employee time spent on particular projects, you configure time tracking in projects. When project-related time cards are released, the system generates the transactions described in the following sections.

Project Transaction Generated for a Time Card

When you release a project-related time card, the system generates the following project transaction for each time activity in the time card line.

Project and Project     Account Group      Inventory ID       Billable Quan-    Unit Rate           Amount
Task                                                          tity

Project and project     Account group      Labor item in      Reported bill-    Labor cost rate     Billable quanti-
task in the time card   mapped to Ex-      the time card      able hours in     defined on the      ty * unit rate
line                    pense account      line               the time card     Labor Rates
                                                              line              (PM209900)
                                                                                form

You can review the project transaction that was generated on release of a particular time card by opening a time card on the Employee Time Cards (EP305000) form and clicking View Transactions on the form toolbar.

GL Transaction Generated from a Project Transaction

When a project transaction related to time card is released, the system creates a batch of the following accounting transactions. Additional Materials | 108

Account               Project              Project Task            Debit                           Credit

Expense account       The value in the     The value in the        Billable quantity * unit rate   0.00
defined by the        time card line       time card line
Expense Ac-
count Source
setting on the
Projects Prefer-
ences (PM101000)
form

Expense Accrual       Non-project code     Empty                   0.00                            Billable quantity *
account defined                                                                                    unit rate
by the Expense
Accrual Account
Source setting on
the Projects Pref-
erences form

You can view the reference number of the GL batch in the GL Batch Nbr. box in the project transaction line on the Project Transactions (PM304000) form. You can click the link in this box to view the details of the batch on the Journal Transactions (GL301000) form.

GL Transaction Generated from an AR Invoice

When an AR invoice generated by the project billing procedure is released, the system creates a batch of the following accounting transactions.

Account               Project              Project Task            Debit                           Credit

Accounts Receiv-      Non-project code     Empty                   Invoiced amount                 0.00
able account of
the customer

Sales account of      The value in the     The value in the        0.00                            Invoiced amount
the labor item        time card line       time card line

Project Transactions Generated from GL Transaction

When the batch of GL transactions generated on release of an AR invoice generated by the project billing procedure is released, the system generates the following project transaction for each invoice line.

Project and Project Task     Account Group          Inventory ID            Amount                 Debit Account

The values in the time       Account group          Labor item as-          Amount calculated      Sales account of
card line                    mapped to the          signed to the em-       by billing rule        the labor item
                             Sales account          ployee

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Employee Time Billing: 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 employee time spent on a project.

Reviewing Time-Tracking Documents for a Project You can review the list of all time cards and time activities (if applicable) that relate to a particular project on the Activities tab of the Projects (PM301000) form.

Reviewing Time Cards for an Employee

You can review the list of time cards submitted by a particular employee on the Employee Time Cards (EP406000) inquiry form. You select the employee in the Employee box of the Selection area, and the system groups this employee's time cards by their status.

Reviewing Time Activities for an Employee

You can review the list of time activities on the Employee Time Activities (EP307000) form. In the Summary area of this form, you select an employee and the time range (in weeks) for which you want to review the time activities submitted by the employee. You can also select a particular project (and, optionally, a project task) to review only the time activities that have been performed by the employee for the project. You can review all existing time activities in the system on the Activities (EP404300) form.

Finding Project Transaction Generated for Time Card

Employee Time Billing: Mass Processing of Documents

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

Mass-Releasing Time Activities To mass-release time activities, you use the Release Time Activities (EP507020) form. On this form, you select the unlabeled check boxes in the rows of the documents to be released and click Release on the form toolbar to process the selected documents; alternatively, you can click Release All to process all the documents shown in the table.

Mass-Releasing Time Cards To mass-release time cards, you use the Release Time Cards (EP505010) forms. On this form, you select the unlabeled check boxes in the rows of the documents to be released and click Release on the form toolbar to Additional Materials | 110

process the selected documents; alternatively, you can click Release All to process all the documents shown in the table.