Copyright...4. Overview Configuration Overview...7. Prerequisites and Preparation... 7 Configuration Flow Planning Projects...

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2 Contents 2 Contents Copyright...4 Overview... 5 Configuration Overview...7 Prerequisites and Preparation... 7 Configuration Flow...10 Planning Projects Integration with Other Modules...14 Account Groups in Projects Templates for Projects and Tasks Project Security Managing Pricing in Projects Rate Tables: Usage and Configuration Examples To Configure a Rate Table Managing Allocation and Billing Rules Labor and Revenue Allocation...29 Project Billing Managing Projects...33 Projects and Project Tasks...33 Project Life Cycle Approval of Projects and Project-Related Activities Calculation of Task Completion Percentage Managing Project Budgets Project Budgets...39 Actual Quantity: Calculation Examples...41 Projects Form Reference...44 Account Groups...45 Allocation Rules...46 Attributes Billing Rules...54 Common Tasks...56 Project Budget Project Budget by Period Project Tasks Project Template Tasks Project Templates...73

3 Contents 3 Project Transactions...78 Project Transactions...81 Projects...83 Projects Preferences Rate Lookup Rules Rate Types Rate Tables Rate Tables Release Transactions Reverse Unbilled Transactions Run Allocations by Projects Run Allocations by Tasks Run Project Billing Tasks by Employee Validate Project Balances Project Reports Employee Hours Employee Hours by Project and Task Project Balance Project Profitability Project Tasks Project Transactions Projects Appendix Reports Report Form Report Form Toolbar Table Toolbar Glossary Form Toolbar Table Toolbar Glossary

4 Copyright 4 Copyright 2017 Acumatica, Inc. ALL RIGHTS RESERVED. No part of this document may be reproduced, copied, or transmitted without the express prior consent of Acumatica, Inc SE 6th, Suite 140 Bellevue, WA Restricted Rights The product is provided with restricted rights. Use, duplication, or disclosure by the United States Government is subject to restrictions as set forth in the applicable License and Services Agreement and in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS or subparagraphs (c)(1) and (c)(2) of the Commercial Computer Software-Restricted Rights at 48 CFR , as applicable. Disclaimer Acumatica, Inc. makes no representations or warranties with respect to the contents or use of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Acumatica, Inc. reserves the right to revise this document and make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes. Trademarks Acumatica is a registered trademark of Acumatica, Inc. HubSpot is a registered trademark of HubSpot, Inc. Microsoft Exchange and Microsoft Exchange Server are registered trademarks of Microsoft Corporation. All other product names and services herein are trademarks or service marks of their respective companies. Software Version: 6.1 Last updated: July 20, 2017

5 Overview 5 Overview The Projects module helps you monitor and manage costs, revenues, and budget for projects. You can define projects and specify their settings, including defining tasks and populating projects with employees, resources, and equipment. By using the Projects module, you can manage projects of any complexity across different project types and industries. The Projects module is seamlessly integrated with other Acumatica ERP modules, so you can automatically track project costs and budget and predict future revenue. Once you integrate the Projects module with another Acumatica ERP module, you can associate any document posted in the module with a specific project, which ensures that any project-related activity will be accounted for. You can integrate the Projects module with the General Ledger, Accounts Payable, Accounts Receivable, Inventory, Purchase Orders, Sales Orders, and Time and Expenses modules. You can use the Projects module to maintain complete, structured information about projects, including tracking their costs, budget, and expected revenues. In Acumatica ERP, a project is defined as a onetime effort planned for execution within specific time and cost limits, and with an expected budget and revenue. A project can consist of one task or multiple tasks, and you can associate individual projects and tasks with workgroups. The primary features of the Projects module are described briefly below and in more detail in other topics. Integration with Other Modules Integration between the Projects module and other Acumatica ERP modules makes it possible to maintain complete project information as the project-related data is entered into other modules: Integration with the Accounts Payable, Purchase Orders, and Inventory modules allows users to track costs and re-invoice them with or without a premium. This integration includes the following benefits: Integration with the Accounts Receivable and Sales Orders modules makes it easy to manage billing information. By using integration with the Time and Expenses module, managers can track labor costs related to specific projects. For more information, see Integration with Other Modules. Labor Time and Cost Accounting Acumatica ERP supports labor accounting through the attribution of labor hours to specific projects and tasks within projects. To this end, the time that employees spend on projects is recorded in time cards. The time-tracking information transparently flows in the Projects module. Flexible Budget Tracking You can easily compare actual project costs with the original and revised budgets. As a project progresses, you can also continuously track budget execution, including whether actual costs match the budget, and act appropriately by either adjusting expenditures or revising the budget. In Acumatica ERP, you can also implement continuous budgeting. Fixed-Price and Cost-Plus Projects Acumatica ERP supports two types of projects: fixed-price and cost-based. With fixed-price projects, the price for the project is defined at the beginning of the project and is not changed until the end of the project. With cost-based projects, the final price of the project depends on the overall cost of fulfilling

6 Overview 6 the project, and the costs may be invoiced again with or without a premium. You can also run projects with a cap. Work in Progress Accounting When maintaining project accounting in Acumatica ERP, you can track the work in progress performed in the project. Work in progress (WIP) is the amount of work that was performed but not yet invoiced. By using this functionality, you can use for billing only those project expenses that are relevant for specific billing periods. External and Internal Projects By using the Projects module, you can manage both external and internal projects. Generally, the scope of internal projects is limited to the physical and organizational boundaries of an organization; these projects serve the needs of the organization and never produce any revenue. On the other hand, an external project is revenue-driven, and the key objective is balancing costs and income to make sure the organization remains profitable, while meeting project goals and maximizing customer satisfaction. Flexible Rate Calculation By using the flexible rate calculation engine in Acumatica ERP, you can implement complex pricing and accrual models that require the consideration of a large number of parameters. With this project management engine, you can differentiate rates, depending on project, task, account group, and employee class. You can even define different rates for specific dates or date ranges. Billable Revenue Tracking You can track future revenues as a project progresses from task to task. By using Acumatica ERP, you can accommodate complex pricing models with a high level of granularity. Templates for Projects and Tasks If your company routinely performs standardized projects (for instance, the building of standard houses), you do not need to create these projects from scratch and each time go through the entire procedure of defining a new project and its tasks. Instead, you can create templates for standard projects and tasks and use them each time you start a new project. For details, see Templates for Projects and Tasks. Automated Project Billing and Invoicing As a project progresses from milestone to milestone or when it is completed, you can define the project to automatically generate billing information and generate invoices for customers. This saves time, reduces errors, and helps you improve the cash flow in your organization. Project Security Acumatica ERP provides you with the variety of options that can be used to set up security of specific projects. For more information, see Project Security.

7 Configuration Overview 7 Configuration Overview The Projects module supports and automates the process of managing the organization's projects in four main areas: Collecting the project-related transactions (primarily expenses) as they are processed in other Acumatica ERP modules Allocating the costs and calculating the burdens, overheads, and billable amounts Billing the customers for work performed for projects Reporting This chapter describes the process of implementing the Projects module in Acumatica ERP and guides you through the preparation steps and then through the actual implementation of the Projects module. In This Chapter Prerequisites and Preparation Configuration Flow Prerequisites and Preparation This topic covers the prerequisites and preparatory steps needed before you begin configuring the Projects module. Prerequisites and Dependencies 1. The license for Acumatica ERP should include the Projects feature, and the feature should be enabled on the Enable/Disable Features (CS ) form. For details, see Enabling Features. 2. The initial system configuration must be completed and the General Ledger module must be configured before you implement the Projects module. The Projects module can be tightly integrated with many Acumatica ERP modules, including General Ledger, Accounts Payable, Account Receivable, Inventory, Purchase Orders, Sales Orders, Time and Expenses, and Customer Management. These modules do not require any change in their configuration when Projects is implemented; however, the modules to be integrated with Projects should be implemented first. 3. If you plan to track employee time spent on activities related to projects, make sure the Time Reporting on Activities feature is included in your license and enabled on the Enable/Disable Features (CS ) form. Preparation You should start the implementation of the Projects module with collecting and analyzing the necessary information. Perform the following steps before you actually configure the Projects module; these steps do not need to be done in the listed order and many can be done in parallel. : Because this is the preparation phase of implementation, enter no data into the system at this time. Item Develop a naming Each project in Acumatica ERP is assigned a unique project ID. Project identifiers can be comprised of segments with optional validation of each segment. Plan the

8 Configuration Overview 8 Item convention for projects and tasks structure of the project ID based on the segmented key PROJECT: number of segments, length of segments, whether and how they should be validated, and whether auto-numbering should be used. Note that the PROJECT segmented key is also used for project templates, so decide whether you want the identifiers of projects to differ from the identifiers of templates. Prepare a list of valid entries for segments that should be validated. Design a numbering sequence for an auto-numbered segment, if one will be used. Plan also the structure for the identifiers of tasks (the segmented key PROTASK). : The task ID should be unique only within a project. Two different projects can have tasks with the same identifier, and they will be different tasks. For this reason, you should not use auto-numbering for task IDs. For additional information, see Identifier Segmentation. Define nonproject code Define account groups Once the Projects module is enabled, the system will require project IDs and project task IDs for every transaction in all the integrated modules of Acumatica ERP. This does not mean that each transaction must be linked to a project; the user can enter the non-project code (which you define) for a transaction that is not related to any project. For convenience, the non-project code should be distinctly different from project IDs and should be short, such as the single character X, which is used by default. The role of account groups in Projects is similar to the role of accounts in General Ledger: All transaction processing and all reporting in Projects are done by using account groups. When defining account groups, first identify the accounts that will be used in project-related transactions. Accounts Receivable accounts (accounts debited by project billing) and Accounts Payable accounts (accounts credited by vendor bills) should be excluded. For each identified group, write down the following: A short of the account group. The Type of account group: Asset, Liability, Income, Expense, or Off- Balance. The type of the group should be the same as the type of General Ledger accounts included in the group. An off-balance group cannot include any General Ledger account. The list of GL Accounts associated with the group. The Account Group ID (which should comply with the ACCGROUP segmented key). For details, see Account Groups (PM ). Develop a naming convention for account groups Plan labor items Plan the structure of identifiers to be used for account groups. The structure is defined by the ACCGROUP segmented key. The account group identifiers can mimic the GL account numbers or be text identifiers, such as BUDGET, REVENUE, and EXPENSE. If needed, the identifiers can be defined with multiple segments. Use similar identifiers for similar account groups to be able to specify ranges of account groups (arranged alphabetically) when defining allocation rules. Labor items provide information on hourly rates, GL accounts, and tax categories to be used to account for labor on projects. : The GL accounts used for labor items should be mapped to appropriate account groups; otherwise, the transactions related to labor on projects will not be visible in the Projects module.

9 Configuration Overview 9 Item Decide what different types of labor are involved with projects and how they differ (thus, how their settings will differ). Decide how many labor items you will need for these types of labor. Create a list of non-stock items to be used in projects Define equipment to be used for projects Plan reason codes Plan attributes Plan on integrating Projects with other modules Write down all non-stock items to denote services, miscellaneous expenditures that may be used for projects, and various types of labor. Select the GL accounts to be used for those items and note that the accounts should be mapped to the defined account groups. For details, see the #unique_13 (IN ) form. If you plan to use specific equipment for projects, write it down on the list. For each piece of equipment, specify runtime, suspend, and setup rates and respective rate items. Also, write down the accounts (and subaccounts) to be used to record costs of using the equipment for projects; map the accounts to appropriate account groups. To issue a stock item from a warehouse for a project, you have to specify a reason code that would provide appropriate accounts for the transaction. The accounts specified for the reason codes should be mapped to appropriate account groups. For details, see Reason Codes (CS ). Attributes can be used to store additional information about projects. You can define the types of UI controls to be used for attributes and the lists of possible values; you can even make them required elements on the forms. For more information, see Attributes. The Projects module can be integrated with the General Ledger, Accounts Payable, Accounts Receivable, Order Management, Purchase Orders, Organization Structure, Inventory, Cash Management, and Customer Management modules. Integration with a specific module means that projects are visible in this module, and the users can enter project-related transactions in this module. Particular projects and their tasks can have their own (more narrow) visibility scopes. : Whether or not the Projects module is integrated with the General Ledger and Accounts Receivable modules, the system will post the Projects transactions to the General Ledger module and generate Accounts Receivable invoices. Define integration with Time and Expenses Decide whether you need to track time on activities Create a list of employees who will work for projects Design roles If you are going to track the time your employees work on specific projects or bill customers for equipment involved in projects, integrate the Projects module with the Time and Expenses module. With this integration, the Time and Expenses module will initially release the employee and equipment time cards to the Projects module; then, on allocation, the Projects module will post them to General Ledger. Enabling the Time Reporting on Activities feature will allow you to track the work time and overtime your employees spend on the activities related to projects. This feature should be included in your license. Also, plan the activity types for which you want to track time. Make sure that all the employees who will work for projects have employee and user accounts; also, make sure that their hourly rates are specified and the appropriate labor items are defined. Design the roles you need for users who will configure rate tables, set up allocation and billing rules, manage projects, and enter the data for projects.

10 Configuration Overview 10 Item The steps below can be done later when you will be configuring project templates or creating particular projects. (Rate Tables) In is a parameter used in formulas of the allocation and billing rules. Different rates can be applied to different transactions based on many related factors, such as particular tasks or projects, account groups, equipment used, inventory items involved, particular employees participating, and the particular step of the allocation or billing. For example, you can charge customers for consultant work differently depending on the particular consultant involved in a project. : Do not confuse the term rate in rate tables with other rates in Acumatica ERP, such as employee hourly rates or equipment run rates. In the context of rate tables, rate is a number that you can use in allocation rules as a multiplier, an addend, or a constant value. For instance, to implement a price model that estimates the project price as total costs plus 10 percent, you can define of 1.1 in the appropriate rate table and calculate the project price as the total cost multiplied by this rate. For more information on rates, see Rate Tables: Usage and Configuration Examples and To Configure a Rate Table. Write down the rates to be used for different sets of factors. Define earning types Design allocation rules You will need non-stock items to account for labor on projects. You can define earning types on a per-project basis. Allocation rules define how to: Re-allocate costs between account categories, tasks, and projects. Calculate burdens, overheads, unbilled, and unearned revenues. Select and group transactions for posting. Calculate billable amounts and generate Accounts Receivable invoices. Analyze your business needs and practices and design your own allocation rules. For further details, see Allocation Rules (PM ). Design billing rules Consider creating templates for projects and tasks Billing rules define how to bill the customers for work performed by your company on specific projects. For further details, see Billing Rules (PM ). Review the planned projects, group them by similar properties, and decide on creating project templates. Review the project tasks, and write down a list of the tasks that are common for most projects (common tasks). Also, create the lists of tasks specific for each group of projects you will include them in respective project templates. Configuration Flow This section will help you configure the Projects module in Acumatica ERP. No. Action 1 Define the structure Use the Segmented Keys (CS ) form in the Common Settings module to define the segmentation of the following identifiers: Project ID (by using the PROJECT key)

11 Configuration Overview 11 No. Action of Projects identifiers Project Task ID (by using the PROTASK key) Account Group ID (by using the ACCGROUP key) 2 Enter segment values for validated segments 3 Define autonumbering sequences Use the Segment Values (CS ) form in the Common Settings module to enter allowed values for segments of the project ID, task ID, and account group ID that are configured as validated. Use the Numbering Sequences (CS ) form in the Common Settings module to create or review numbering sequences to be used for batches and transactions originating in the Projects module. Acumatica ERP is installed with the following predefined, ready-to-use numbering sequences: BATCH: Shared numbering sequence for batches of all modules, ranging from to PMTRAN: Numbering sequence for Projects transactions, ranging from PM to PM You can use these sequences or design other ones to better fit your organization's needs. If needed, create a sequence for the auto-numbering segment of the PROJECT segmented key. For details, see Numbering Sequences. 4 Specify Projects preferences Use the Projects Preferences (PM ) form to configure the Projects module. Specify the following settings: Batch Numbering Sequence Transaction Numbering Sequence Non-Project Code Automatically Post on Release: With this check box selected, a Projects transaction is automatically posted to General Ledger after it has been released. Automatically Release Allocation: With this check box selected, a Projects allocation transaction is automatically released after it has been generated. Because an unreleased allocation transaction can be deleted or edited, which can cause inconsistency, we recommend that you select this option. Visibility Settings: Select the check boxes for the modules where the projects should be visible. Also, select the sources for the expense account and expense subaccount if you plan on integrating the Projects module with the Time and Expenses module. Expense Account Source can be one of the following: Expense account of the Labor Item of the employee, or the Rate Item of the equipment Expense account of the Employee or default account of the Equipment Default account of the Project Default account of the Task Expense Subaccount can be combined segment by segment from:

12 Configuration Overview 12 No. Action The expense subaccount of the employee's labor class, or of the equipment rate class (placeholder I) The expense subaccount of employee or default subaccount of equipment (placeholder E) The default subaccount of the project (placeholder P) The default subaccount of the task (placeholder T) 5 Create account groups Use the Account Groups (PM ) form to create the designed account groups and map them to General Ledger accounts. 6 Create roles Create roles by using the User Roles (SM ) form, and for roles, assign the proper levels of access to the Projects forms. 7 Attributes Create attributes, which are defined on the Attributes (CS ) form of the Common Settings module. The definition of an attribute includes: 1. Attribute ID Control type: text, combo (selection from predefined list), check box (yes/no), or date and time. 4. Required or optional 5. Entry mask to validate entry for text or combo. 6. Regular expression for advanced validation of entry in text or combo (optional) 7. List of valid values for combo only; each value has a description and a sort order Finally, create the lists of attributes on the respective forms: For account groups: Account Groups (PM ) form For common tasks: Common Tasks (PM ) form (when common tasks will be created) For task templates: Project Template Tasks (PM ) form (when template tasks will be created) 8 Create rate types Use the Rate Types (PM ) form to create rate types to be used in the rate tables for different steps of allocation rules. For an example of configuring a rate type, see To Configure a Rate Table. 9 Create rate tables Use the Rate Tables (PM ) form to create empty rate tables. Define rates in the rate tables by using the Rate Lookup Rules (PM ) and the Rate Tables (PM ) forms. For details, see To Configure a Rate Table. 10 Create sequences Use the Rate Lookup Rules (PM ) form to create sequences (that is, lookup rules for factors defining the rates). 11 Fill in Rate Tables Use the Rate Tables (PM ) form to enter current rates for all defined combinations of factors. : Rates are date-sensitive. You can define date ranges when one rate supersedes another. However, for the purpose of implementation, all rates

13 Configuration Overview 13 No. Action should have the start date as the first operational date of the Projects module and a blank end date. 12 Create allocation rules 13 Create billing rules 14 Create project templates 15 Create template tasks and common tasks Use the Allocation Rules (PM ) form to create the rules for project allocation. Use the Billing Rules (PM ) form to create the rules for project billing. Use the Project Templates (PM ) form to create project templates. Use the Project Template Tasks (PM ) form to create template tasks and the Common Tasks (PM ) form to create common tasks.

14 Planning Projects 14 Planning Projects Projects represent a different way to manage corporate activity and account for it in the company. Before you create and manage projects, you should plan how projects will be integrated with other Acumatica ERP modules. With this integration, information about transactions related to projects can transparently flow into the Projects module and be available for tracking budgets, costs, and future revenues for projects as balances of appropriate account groups that are mapped to GL accounts. If your organization plans to perform similar projects with similar tasks, you can expedite the process of creating projects by using project and task templates. You can create any number of templates that include all the boilerplate parameters for all types of projects and for all types of tasks. In This Chapter Integration with Other Modules Account Groups in Projects Templates for Projects and Tasks Project Security Integration with Other Modules You can seamlessly integrate the Projects module with other modules of Acumatica ERP. With this integration, information about transactions related to projects can transparently flow into the Projects module and be available for tracking budget, costs, and future revenue for projects. You can integrate the Projects module with the following modules: General Ledger Accounts Payable Inventory Accounts Receivable Sales Orders Purchase Orders Time and Expenses Visibility Settings If you integrate the Projects module with other modules, the active projects defined in the Projects module become visible in those modules. All data entry forms of any integrated module include two additional elements Project and Task. Each time you enter a transaction that relates to a specific active project in the Projects module, you can associate the transaction with this project by selecting the appropriate project and task. Non-Project Code The non-project code, which is specified on the Projects Preferences (PM ) form, is a code that you can use to indicate that specific transactions are not associated with any project. By default, this code is X, but you can specify a different non-project code. Once you activate the Projects module and integrate another Acumatica ERP module with it, users must specify Project and Task values when they enter transactions on the data entry forms of that module.

15 Planning Projects 15 If a user does not want to associate a particular transaction with any project, the user must select the non-project code as the Project. With this code selected, no information will be transferred to the Projects module and no project balances will be updated. Integration with the General Ledger Module With the integration between the Projects and General Ledger modules, in the General Ledger module, you can directly enter transactions related to specific project tasks. : If you plan on integrating the Projects module with any of the Acumatica ERP modules, we recommend that you integrate it with the General Ledger module too. Even if the Projects module is not integrated with the General Ledger module, by using account groups that are mapped to GL accounts, you will be able to view the transactions that are generated in other integrated modules and eventually posted to General Ledger. Integration with Accounts Payable, Inventory, and Purchase Orders When you integrate the Projects module with the Accounts Payable, Inventory, and Purchase Orders modules, the mandatory Project and Task columns are added to data entry forms in the integrated module so that purchases of stock items, non-stock items, and services can be associated with specific project tasks, as can inventory transactions. Each time a user enters a document in any of these modules, the user must either specify the project and task to associate with the current transaction or select the non-project code. Integrated modules do not post transactions to Projects directly. A transaction originating in the Purchase Orders module, on release, generates transactions in the Inventory module and in the Accounts Payable module. The transactions related to projects in the Accounts Payable and Inventory modules are first released and then posted to the General Ledger module; then from the General Ledger module, they are copied to the Projects module. You can reduce the time required for processing transactions by configuring integrated modules in the following ways: Select the Release AP Documents Automatically and Release IN Documents Automatically check boxes on the Purchase Orders Preferences (PO ) form. Select the Automatically Post on Release check boxes on the following forms: Accounts Payable Preferences (AP ) and Inventory Preferences (IN ). To update the General Ledger module with the full details of the original transactions, clear the Post Summary on Updating GL check boxes on the following forms: Accounts Payable Preferences (AP ) Inventory Preferences (IN ) Integration with the Accounts Receivable and Sales Orders Modules When you integrate the Projects module with the Sales Orders and Accounts Receivable module, on the forms of these modules, the Project box is added to the Summary area and the Task column is added to the Details area. If a user selects a specific project, the user must also specify a particular task of this project. Transactions originating in the Sales Order module, on release, generate transactions in the Inventory and Accounts Receivables modules. The Accounts Receivable and Inventory modules do not post transactions to Projects directly. The original transaction is first released and then posted to General Ledger, and then from General Ledger it is copied to the Projects module. You can reduce the time required for the processing of transactions by configuring the integrated modules as follows: Select the Release IN Documents Automatically option on the Sales Orders Preferences (SO ) form.

16 Planning Projects 16 Select the Automatically Post on Release check boxes on both the Inventory Preferences (IN ) and Accounts Receivable Preferences (AR ) forms. To update the Projects module with the full details of the original transactions, clear the Post Summary on Updating GL check boxes on the following forms: Accounts Receivable Preferences (AR ) Inventory Preferences (IN ) Integration with the Time and Expenses Module When you integrate the Projects module with the Time and Expenses module, the Project and Task columns are added on all data entry forms. These columns are mandatory. If your employees work on projects managed by using the Projects module, you can use the Time and Expenses module to track the time they spend on projects, including regular time and overtime. By default, you use time cards for this purpose, but you can instead use expense claims. Once released, a time card or an expense claim associated with a specific project does not directly generate General Ledger transactions; instead, Acumatica ERP generates one or more transactions in the Projects module. By using the options located on the Time and Expenses Preferences (EP ) form, you can select whether the transactions from the Projects module will be posted to an account group of the Off-Balance type or to account groups of standard types: Asset, Liability, Expense, and Income. The General Ledger will be updated through the transactions generated based on the transactions posted to account groups of standard types. To reduce the time required for transaction processing, select the Automatically Release PM Documents on the Time and Expenses Preferences form. : In the Time and Expenses module, notes and attached documents from a Time and Expenses transaction can be copied to a Projects transaction if the Copy Files to PM Documents and Copy Notes to PM Documents check boxes on the Time and Expenses Preferences form are selected. You can use expense claims to track the expenses your employees incur when they work on specific projects. Once released, an expense claim associated with a specific project does not generate Accounts Receivable transactions; instead, Acumatica ERP generates transactions in the Projects module that, in turn, will generate the Account Receivable transactions. If equipment is used in projects managed by using the Projects module, you can use the Time and Expenses module to track the time the equipment was used for projects, including run time, standby time, and suspend time. Once released, a time card associated with a specific project does not generate General Ledger transactions. Instead, Acumatica ERP generates transactions in the Projects module. Account Groups in Projects An account group is an entity in Acumatica ERP that you can define by using the Account Groups (PM ) form and map to a subset of General Ledger accounts. In projects, the account group plays the same role as the General Ledger accounts do in the General Ledger ledger: it is used to track the project budget and balances. Account groups facilitate aggregation, tracking, control, and management of information related to the project budget, costs, and future revenues. Because they are mapped to General Ledger accounts, account groups provide transfer of the project-related financial information between the General Ledger and Projects modules. For instance, on the Balances tab of the Projects (PM ) form, you can view the budget, revised budget, and actual balance of each account group in the selected project. Account Group Identifiers To configure the identifiers of account groups in Acumatica ERP, you use the ACCGROUP segmented key on the Segmented Keys (CS ) form. By default, this segmented key specifies that the account

17 Planning Projects 17 group identifier is an alphanumeric string of up to 10 characters. If needed, you can divide account group identifiers into segments with specific values. For more information, see Identifier Segmentation. In most cases, you do not need to change the default configuration of the ACCGROUP key. For clarity, we recommend that you assign user-friendly identifiers to account groups. For instance, you can use LABOR as the name of the account group to track labor costs or TRAVEL as the name of the account group to track travel costs. Types of Account Groups An account group can belong to one of the following types: Asset, Liability, Expense, or Income. An account group of a particular type can be mapped to specific General Ledger accounts of only certain types that is, an account group of the Asset or Liability type may include only asset and liability accounts and an account group of the Income or Expense type may include only income and expense accounts. You can use account groups of the Off-Balance type to collect and track for projects statistical and other information that is unrelated to finance. Account groups of the Off-Balance type are not mapped to any General Ledger accounts. The transactions posted to account groups of this type will not update the General Ledger. For example, you can create an off-balance group to record all work hours spent by employees on the project. You may want to know the total of work hours, but you do not want to post those amounts to General Ledger. Account Groups and General Ledger You can create account groups to be used in the Projects module by using the Account Groups (PM ) form. When you define account groups, first identify the accounts that will be used in project-related transactions. : Accounts Receivable accounts (accounts debited by project billing) and Accounts Payable accounts (accounts credited by vendor bills) should be excluded. Use the following rules to create account groups: Any single account group may include one or more General Ledger accounts; however, you cannot map any General Ledger account to more than one account group. An account group should include accounts of only certain types (for instance, an account group of the Income type may include only income and expense accounts). When you map the accounts to account groups, consider the billing and allocation rules. For billing and allocation, if the transactions of two accounts should be processed differently, these two accounts should be included in different account groups. If the transactions usually use the same rate, consider including their accounts in one group. If for specific transactions usually different rates are used, consider including their accounts in different groups. Consider whether you need the Off-balance account groups that are not linked to General Ledger accounts and that would hold amounts not posted to General Ledger. For information about using account groups in this way, see the examples of allocation and billing rules further in the article. By using account groups, you can view specific balances by project. For example, the EXPENSE account group was created for customization projects and includes the following accounts: 4010 Travel Expenses 4030 Accommodation 4050 Car Rent 4113 Office Supplies 4115 Miscellaneous Expenses

18 Planning Projects 18 As the customization group arrives to the client location and the employees start working on the customization project, they record their expenditures related to the project to appropriate General Ledger accounts. The project manager can view the project's expenses as the balance of the EXPENSE account group, which is the total of all expenses recorded to all the expense accounts included in the EXPENSE account group. Account-Task Mapping for Automatically Added Transactions When you create a document, you specify a project task for each transaction where it is applicable. For an automatically added transaction, however, there is no project task specified, and this causes an error. For instance, the system can add a freight transaction for an AR invoice. You have to provide mapping for the accounts that may be automatically added to project tasks by using the Account-Task Mapping tab on the Projects (PM ) form. If the same mapping should be used for multiple similar projects, specify the rules by using the Project Templates (PM ) form. Attributes for Account Groups You can create attributes to store additional properties of account groups that can be used in billing and in allocations. You can create attributes by using the Attributes (CS ) form, and by using the Attributes (PM ) form, you can specify which of the attributes can be assigned to account groups. To assign attributes to a specific account group, use the Account Groups (PM ) form. For more information on using attributes in projects, see Attributes. Templates for Projects and Tasks In Acumatica ERP, you can create project templates from scratch by adding every detail that you think will be required for a typical project of specific type. Alternatively, you can create a template based on an existing project which you think is a typical representative of projects of specific type. When users create projects based on the templates, they can change any settings for particular projects templates are used only to provide the default settings, thus making the project creation easier for users. Templates Created from Existing Projects You can create a template based on an existing project. On the Projects (PM ) form, select a project that is a typical project of specific type and click Create Template from the Actions menu. A template will be created with all the tasks that were included in the project. You can modify the created template as you want. You can delete some of the tasks and add new tasks. Templates from Scratch You can create project templates from scratch by using the Project Templates (PM ) form. When you create a project template, you can specify as many settings as you want, including the following: General information: The broad information about the projects, including the default account and subaccount, default accrual account and subaccounts, and billing period. In the Status box, you can specify whether the specific project template is available for creating new projects. You can create projects only by using project templates with the Active status. Visibility settings: The list of the modules where the projects based on this template will be visible. Template tasks: The tasks to be included in the projects based on this template. Tasks for the project template can be added by using the Project Template Tasks (PM ) form.

19 Planning Projects 19 List of employees: The employees who will work on the projects and the project manager who will be monitoring projects of the type. You also specify labor items and hourly rates for employees working on this project. Also, you can specify whether only the listed employees can work for the project. List of equipment: The equipment to be used for the projects with appropriate non-stock items designating setup, run, and suspend rates and respective hourly rates (prices) specific for projects of the type. You can specify whether only the listed equipment can be used for these projects. Template Tasks and Common Tasks A project template may include tasks that are actually templates of tasks that can be included in projects based on the template. You can add task templates to the project template. You add the tasks to the project template and specify the settings for these tasks by using the Project Template Tasks (PM ) form. When you create a new template task, you can specify whether it is automatically included in all projects based on the project template. Template task settings include the following: General settings are overall information about the task, including approver, tax category, default subaccount, and billing period. The general settings also include Visibility Settings, the list of the modules in which this project task must be visible. You can make tasks visible only in the modules in which the parent project is visible the scope for the task cannot be wider than the scope for the project. Budget includes typical budget figures for the task. You can specify the default budget for typical project expenses, revenues, or both. You can specify budget for as many account groups as you want. Recurring billing can be used to implement the flat-price scenario with recurring payments when your future project uses flat rates for services or products you provide to your customer regularly. For more information about recurring billing, see Project Billing. When a user creates a new project based on a project template, the user can add to the new project any of the tasks associated with this project template and any of the existing common tasks. Common tasks are also templates of tasks, but they are not linked to any specific project template and, as such, can be added to any new or existing project. You can create common tasks with the help of the Common Tasks (PM ) form. Generally, you provide the same types of settings for common tasks as for the template tasks: general, budget, and recurring billing settings. Project Security Many organizations use projects to achieve their business objectives efficiently. An organization may have multiple projects in progress. 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 according to employees' responsibilities and restriction groups to configure the visibility of particular projects only to a responsible team, as described in this topic. : In Acumatica ERP, you can configure groups with direct and inverse restriction. In this topic, groups with direct restriction are used in examples for simplicity. 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 managing the security of projects are the following:

20 Planning Projects 20 Managing access to forms based on functional role: Each employee involved with a project has his or her specific tasks. You can configure user roles that will provide employees access to forms of the Projects module according to their responsibilities. For details, see Access to Forms Based on Roles. Managing the visibility of particular 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 Users. Managing the visibility of projects by module: If a project should be associated with transactions in a particular module (such as Accounts Payable), you can make it visible only within this module. For details, see Visibility of Projects by Modules. Access to Forms Based on Roles By using the forms of the User Security module, you can configure access rights to the forms of the Projects module for each employee in accordance with the employee's typical responsibilities. For more information about user roles, see Role-Based Access. 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 the project 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 forms on the Configuration tab in the Projects module. Also, this role may have access to the Approvals (EP ) form so that the 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 forms on the Processes tab of the Projects module. Project Accountant: A role for an employee who plans and executes the project budget and enters project transactions. This role should have access to forms on the Work Area tab of the Projects module. Project Team Member: A role for an employee who works for a project and enters time sheets and time cards. This role should have access to the forms on the Work Area tab of the Projects module and to the forms on the Work Area tab of the Time and Expenses module. Visibility of Projects by Users By using the forms of the Row-Level Security module, you can configure the system to hide or display particular projects for employees, in addition to implementing task-based roles. Employees who have access to the Projects (PM ) form will be able to view or edit all the projects available in your organization. You may need to use restriction groups to restrict the visibility of specific projects to only employees of the project team. For details on restriction groups, see Restriction Groups in Acumatica ERP. For example, suppose that you need to restrict the visibility of projects to employees in your organization considering 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. User AC is an accountant who plans budgets and performs 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.

21 Planning Projects 21 To configure the visibility of projects according to the listed statements, you would do the following on the Project Access (PM ) form: 1. You create two restriction groups of type A (with direct restriction): Group 1 for Project Y and Group 2 for Project Z. 2. In Group 1, you include Project Y, User PM, User AC, Users E1 and E2. 3. In Group 2, you include Project Z, User PM, User AC, Users E3 and E4. With the settings you have made, the 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 Modules After you have created a project in Acumatica ERP, the project is available system-wide by default. You can control the visibility of projects within modules in the following ways: Display or hide the Project boxes and columns on forms: If you use projects in a particular module (for example, Accounts Receivable), you can configure the system to display the boxes and columns where a user can select a project on forms only within this module. In the Visibility Settings section of the Projects Preferences (PM ) form, you can select all such modules. Display or hide a project: If the project transactions should be performed within a particular module (for example, Inventory), you can make the project visible only in this module so that users can select only appropriate projects when they are preparing documents. You can select modules in the Visibility Settings section of the General Info tab on the Projects (PM ) form. After you have selected a module, users can select the project in documents generated on the module forms, and the release of these documents automatically updates the project data. Display or hide tasks of a project: If employees need to process documents related to a project in multiple modules, but the users perform particular tasks of a project in a certain module (for example, the Warehouse operations task is performed in the Inventory module and the Customer payments task is performed in the Accounts Receivable module), you can select the modules where the task will be displayed. You select these modules in the Visibility Settings section of the General Info tab on the Project Tasks (PM ) form. 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 tasks that you can solve by using each form. Forms for Project Security Task To initially configure the visibility of a project to users To change the visibility of a project in multiple restriction groups To change the visibility of projects to a user in multiple restriction groups Form Project Access (PM ) Restriction Groups by Project (PM ) Restriction Groups by User (SM ) For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.

22 Managing Pricing in Projects 22 Managing Pricing in Projects In Acumatica ERP, you can implement virtually any pricing model for projects by using rate tables and rate types. In This Chapter Rate Tables: Usage and Configuration Examples To Configure a Rate Table Rate Tables: Usage and Configuration Examples Because pricing is so important in managing projects, you can use the functionality of the Projects module to properly balance project revenues and costs. To ensure that business outcomes are met and the project budget is used effectively, you must establish an adequate pricing model. Rate Table A rate table is a mechanism the system uses to determine a specific value, rate, for a particular transaction to be processed with the help of allocation rules. The table includes rates for all combinations of factors that might affect the rate, such as particular tasks, account groups, equipment used, inventory items involved, employees participating, and dates. Also, you can define separate rate sets for specific steps in allocation rules where the rates will be used (by using different rate types for different steps). The rate that is, the value returned by the rate table for each transaction can be referred to in the formulas of the allocation rules and can be used as a multiplier, addend, or constant. For instance, to implement a price model that estimates the project price as its total costs plus 10 percent, you can define a rate of 1.1 in the appropriate rate table and calculate the project price as the total cost multiplied by this rate Also, you can define a rate as the hourly rate of an employee to be applied for a specific task only. You can create one rate table to be used for all projects or multiple tables to be used for different projects. : If you want to define rates of different types such as expressed as factors (1.2, 1.0, 0.2), defined as amounts ($1000), or defined as hourly rates ($100 per hour) create a separate rate table for each type. Rate Table Configuration You fully configure a rate table in four stages by using the following forms: 1. Rate Tables (PM ): To create a rate table. Initially, you just create an empty container for a new rate table; later, on another form, you will specify the rates and date ranges. 2. Rate Types (PM ): To create rate types; during this stage, too, you are actually creating empty containers for the rate types. Consider a rate type as a new dimension in the same table. Typically, different rates are used to allocate labor costs, revenues, and expenses. At this stage, you plan only how many and which rate types you will need; later, when you create allocation rules, you will assign different rate types to different steps of allocation rules, so that you can define step-specific rates. 3. Rate Lookup Rules (PM ): To create sequences, each of which is a set of factors. Any combination of the following factors can be specified for a sequence: Project, Project task, Account group, Inventory item, and Employee. For instance, if you include Project in a sequence, you will be able to define a special rate for a particular project or group of projects in the rate table. If you have two or more projects (or groups of projects) with different rates, create the

23 Managing Pricing in Projects 23 same number of sequences or consider using different rate codes with the same sequence. For details, see Rate Tables: Usage and Configuration Examples. 4. Rate Tables (PM ): To actually specify the rates (with their date ranges) for each sequence that is, for each combination of particular factors. You can define rate codes on the fly to define multiple rates for the same sequence. Rate Lookup Sequences For rate tables, sequences include multiple factors that may affect the rates. You define sequences by using the Rate Lookup Rules (PM ) form as follows: A sequence defines which of the factors affect the rate: projects, project tasks, employees, account groups, or inventory items. If, for example, tasks are a factor, special rates can be applied to particular tasks, or to particular tasks of particular projects if particular employees work on the tasks. The numeric identifiers of the sequences are important because they define the order in which the system uses the sequences to find the rate. Starting with the first sequence (the one with the smallest number), the system matches the factors specified on the transactions to the factors defined by a current sequence, and if the factors match, assigns the rate to parameter. If the factors do not match, the system applies the next sequence (by its number). If the system doesn't find matching factors for the last sequence, it will operate according to the option selected for the particular step of the allocation rules. (You can select from the following options: to 1, to 0, Raise Error, and Do not allocate.) A rate table may include different sets of sequences for different rate types. Rate Codes A rate code is an additional dimension in a rate table that you can use to more easily configure a rate table. By using rate codes, you can reduce for each rate table-rate type pair the number of sequences you would otherwise create to specify all the required different rates. For example, suppose that you want to define a specific rate for each employee working on a project. You have two possible ways to create such rates: Create as many sequences with the Employee check box selected as there are employees to have a separate rate. In the rate table, enter one rate code for all these sequences. For each sequence, select a particular employee and enter the rate. Create only one sequence with the Employee check box selected. In the rate table, for each employee with a specific rate, enter a separate rate code, select the employee, and enter the rate for this employee. The total number of code-sequence combinations are the same with both ways; however, with the second way (by using rate codes), you can reuse the same sequence to define multiple rates. Notice that even with different rate codes, combinations of particular factors should be unique within a sequence. When searching for rates, the system looks through all rate codes. Rate Specification By using the Rate Tables (PM ) form, you can finally fill in the rate table for each rate type that you are going to use in the allocation rules. Enter rates with the date range during which the rates are effective and, on tabs for different types of factors (that appear if they were defined in the rate lookup rules), specify particular factors, such as projects, tasks, employees, items, or account groups. : The rate application condition is defined as follows: Conditions on particular projects, items, employees, or account groups are joined by OR operators, while conditions on different rate factors are joined by AND

24 Managing Pricing in Projects 24 operators. For instance, a special rate is valid for tasks 1, 2, 3 of Project 1 and Project 2 if employees JOHN or JACK are involved. The resulting condition is expressed as follows. ((Project=Project1) OR (Project=Project2))AND ((Employee=JOHN) OR (Employee=JACK))AND ((Task=Task1) OR (Task=Task2)OR(Task=Task3)) : You can use value as a multiplier, an addend, or a constant. However, be consistent when you specify rates for different sequences for the same rate type the meaning of all the rates should be the same, because all values are used in the same way in the same formula in allocation rules. Example of Rate Table Definition (One Rate Code) In this example, we will define the rates to be used to allocate labor costs in various projects. We will define sequences and rates for the rate type LABORRATE, which is intended for labor cost allocations. Suppose that company employees Tom and John install home ventilation systems in a new house that was built by a construction company. The default hourly rate for Tom, a senior specialist, is $45 per hour, while for John, a junior specialist, the rate is $30. For the New House project (which is currently a standard project for the company), the rates of both employees do not change. In allocations, we will use the multiplier 1.0. The rate sequence is defined as follows. Sequence Account Group Project Task Inventory Employee 999 False False False False True Default Rates (New House) The rate table will include one row, as follows. Sequence Employees Start 999 Tom, John 1 Feb With this sequence defined, the system will on allocation of all labor transactions on and after February 1, In allocation rules, we will use the rate as a multiplier for employees' default hourly rates. Project-Specific Rates Imagine that the company discussed in the previous section takes on a new project, installing a ventilation system in a new office building. The project should be completed in a month, although it is the coldest time of the year and the building has no heating system. To take into account these uncomfortable working conditions, the project manager will increase employee rates by 50%. The rate sequences will be defined as follows. Sequence Account Group Project Task Inventory Employee 500 False True False False True Office Building 999 False False False False True Default Rates (New House) The rate table is as follows.

25 Managing Pricing in Projects 25 Sequence Project Employees Start Date Rate 500 Office Building Tom, John 1 Nov New House Tom, John 1 Feb Imagine that the company later gets a contract for installing the ventilation system for an old brick house. For this project, employee experience and skills are important. Tom, as a more experienced worker, will have twice his usual rate. The following sequence should be added. Sequence Account Group Project Task Inventory Employee 200 False True False False True Old House 500 False True False False True Office Building 999 False False False False True Default Rates (New House) Sequence Project Employee Start 200 Old House Tom 13 Nov Office Building Tom, John 1 Nov Default Rates (New House) Tom, John 1 Feb Thus, the system will apply a rate of 2.0 to transactions based on Tom's time card if they are related to the Old House project or a rate of 1.5 if they are related to the Office Building project, while the system will apply a rate of 1.0 to John's transactions unless they are related to the Office Building project (with rate of 1.5 for John). According to sequence 200 in the rate table, on the Old House project, the system will use a rate of 2.0 for Tom. On this project, according to sequence 999, the system will use a rate of 1.0 for John. : Notice that the reference number of sequences is important, because sequences are applied in the order of their numbers, from low to high. Sequence 999 does not check for projects, and if it exchanges numbers with the sequence 500, on the Office Building project, the system would use a rate of 1.0 for both Tom and John, because the system would stop on the sequence 500 and would not check the sequence 999. Example of Rate Table Definition (Multiple Rate Codes) In this example, we will define rates to be used in various projects and demonstrate how to use rate codes. We will define sequences and rates for the rate type LABORRATE, which is intended for labor cost allocations. Suppose that company employees Tom and John again install home ventilation systems in new and old houses and in office buildings. These employees have different rates on all projects. There are three projects: one for a new house, one for an old house, and one for an office building. We need to create six sequences (specified in the following table) because for each project, we need to specify two different rates: one for Tom and another for John. Sequence Account Group Project Task Inventory Employee 150 False True False False True Office Building, Tom 200 False True False False True Office Building, John 350 False True False False True Old House, Tom

26 Managing Pricing in Projects 26 Sequence Account Group Project Task Inventory Employee 400 False True False False True Old House, John 550 False False False False True New House, Tom 600 False False False False True New House, John The rate table will include the following six rates. Sequence Projects Employees Start 150 Old House Tom 1 Feb Old House John 1 Feb Office Building Tom 13 Nov Office Building John 1 Nov New House Tom 1 Feb New House John 1 Feb With this many similar sequences, it would be easy to make a mistake and specify incorrect rates. By using rate codes, we can simplify the table setup. We will create only two sequences (indicated in the following table). Sequence Account Group Project Task Inventory Employee 150 False True False False True Tom 200 False True False False True John When creating the rate table, we will use the same two sequences with three different rate codes HIGH, MEDIUM, and STANDARD that designate the three different levels of rates for both employees. Rate Code Sequence Projects Employees Start HIGH 150 Old House Tom 13 Nov HIGH 200 Old House John 1 Nov MEDIUM 150 Office Building Tom 1 Feb MEDIUM 200 Office Building John 1 Feb STANDARD 150 New House Tom 1 Feb STANDARD 200 New House John 1 Feb To Configure a Rate Table In Acumatica ERP, you can implement virtually any pricing model by using rate tables and rate types. For more information on the functionality, see Rate Tables: Usage and Configuration Examples. You fully configure a rate table by completing each of the following stages.

27 Managing Pricing in Projects 27 To Create a New Rate Table 1. On the Organization tab, click Projects. In the left pane, navigate to Configuration > Setup > Rate Tables. 2. On the table toolbar, click Add Row. 3. In the Rate Table column, type the identifier for the new rate table. 4. In the column, provide a description for this new rate table. 5. Click Save on the form toolbar. To Create Rate Types 1. On the Organization tab, click Projects. In the left pane, navigate to Configuration > Setup > Rate Types. 2. On the table toolbar, click Add Row. 3. In the Rate Type column, type the identifier for the new rate type. We recommend that you specify identifiers in accordance with the type of allocation to be performed with this rate type, such as LABOR for labor cost allocations and BURDEN for allocating costs. 4. In the column, provide a description for this new rate table. 5. Click Save on the form toolbar. To Create Sequences 1. On the Organization tab, click Projects. In the left pane, navigate to Configuration > Setup > Rate Lookup Rules. 2. In the Rate Table box, select the rate table that you want to configure. 3. In the Rate Type box, select one of the rate types to be used with this rate table. 4. For each planned sequence, do the following: a. On the table toolbar, click Add Row. b. In the Sequence column, type the sequence reference number. You can enter only digits in this box. : Leave a gap between reference numbers if you want to be able to insert additional sequences if needed without renumbering the existing sequences. c. In the column, provide a description for this new sequence. d. Select which types of factors affect the rate by selecting the check boxes in the respective columns: Project, Project Task, Account Group, Inventory, and Employee. 5. Review the reference numbers of sequences and adjust them if needed, keeping in mind that the numbers define the order in which the system will be applying the sequences to find the rate. 6. Click Save on the form toolbar. 7. If you plan to use the rate table with more than one rate type (that is, in more than one allocation step), perform Steps 3 through 6 for each remaining rate type. To Enter Rates 1. On the Organization tab, click Projects. In the left pane, navigate to Work Area > Manage > Rate Tables. 2. In the Rate Table box, select the rate table you are going to fill in.

28 Managing Pricing in Projects In the Rate Type box, select the rate type for which you are going to define rates in the selected rate table. 4. In the Sequence box, select one of the sequences defined for this rate table and this rate type, which you created by using the Rate Lookup Rules (PM ) form, as described in the previous section. For the factors selected for this sequence, the respective tabs appear. 5. In the Rate Code box, type the new rate code. 6. In the box, provide a description of the rate code to be used for a new set of factors. 7. On the Rate tab, click Add Row. 8. In the Start Date column, select the date when the rate will become (or has become) effective. 9. In the End Date column, select the date that ends that date range when the rate is effective. 10. In the Rate column, enter the rate. 11. On each tab with a factor defined by this sequence, create the list of particular factors for which this rate is applicable as follows: a. On the table toolbar, click Add Row. b. In the first column, select the particular factor of the specified type. (For instance, select an employee if this is the Employee tab. c. Repeat the two previous substeps until you have selected all the particular factors of the type for which this rate is applicable. d. Click Save on the form toolbar. 12. If you want to specify a rate for another rate code, repeat Steps 5 through Repeat Steps 4 through 12 until you have specified rates for all of the sequences defined for this rate table and this rate type. 14. Click Save on the form toolbar. 15. If you plan to use the rate table in more than one allocation step, repeat Steps 3 through 14 for another rate type.

29 Managing Allocation and Billing Rules 29 Managing Allocation and Billing Rules With the allocation functionality in the Projects module, you can track direct project costs, recognize and process the costs to be reimbursed, process statistical information for projects, and track future revenues as they accumulate over time. In This Chapter Labor and Revenue Allocation Project Billing Labor and Revenue Allocation In Acumatica ERP, allocation is the process of allocating amounts to specific accounts, account groups, or both to acknowledge expenses and revenues. For instance, each month you can allocate amounts of the actual expenditures entailed by the project and the future revenues calculated based on those expenditures. The allocation process is governed by allocation rules you specify by using the Allocation Rules (PM ) form. The allocation process consists of two basic stages: Selection of transactions: By using allocation rule settings, Acumatica ERP selects only those transactions that conform to the rule settings. These are used as underlying transactions for allocating amounts and quantities. For instance, you can use as an underlying transaction a bill your employee paid when providing service to a customer. Allocation: Acumatica ERP generates one or more allocation transactions with the amounts and quantities calculated based on those of the underlying transactions. You can specify rules that generate any transactions involving any accounts and posting; however, you normally use allocation to account for your current reimbursable costs (based on the completion percents of project tasks) and future revenues from the project. For instance, if you use a cost-based pricing model that implies a 15 percent uptick, you can specify an allocation rule that adds up all the cost transactions' current amounts, multiplies the sum by 1.15, and debits the resulting amount to the account you use for tracking your unbilled revenue. Tracking Current Revenue You may want to view future revenues as they are accumulated during project execution, regardless of when they will be actually recognized, charged to the customer, or both. For instance, the project may be billed monthly but you may need to track the amount you will bill to the customer weekly or even daily. This way, you can continuously monitor how the actual revenues align with the projected revenues for the project. In Acumatica ERP, you can track future project-related revenues as they are accumulated by allocating the corresponding amounts to special account groups. To track future revenues, you need to create the following account groups: Unbilled Revenue: This is an account group of the Asset type used to accumulate future revenue. When you view the allocation rule on the Billing Rules (PM ) form, this account group appears in the Debit column. This way, each time you run allocation, you post to this account group the amounts that you plan to bill to the customer. This account group may include multiple accounts to enable allocating different amounts for different allocations for instance, allocating amounts for travel, labor, and services. Alternatively, you can use different accounting groups for each of these categories.

30 Managing Allocation and Billing Rules 30 Unrecognized Revenue: This account group of the Liability type is used to accumulate unrecognized revenue. When you view the allocation rule on the Allocation Rules form, this account group appears in the Credit column. This way, each time you run allocation, you post the amounts that you plan to recognize as revenue to this account group. This account group may include multiple accounts to enable allocating different amounts for different allocations. Each time you run allocation, you debit the account group used for unbilled revenue and credit the account group used for unrecognized revenue for the same amount. Later, you will recognize this amount as revenue and charge it to the customer when you run billing for the project. Multiple Steps of the Allocation Rules For allocation purposes, you normally use the cost transactions. In Acumatica ERP, this method is called Transaction and is defined in the allocation rule for the project. This method can be used in multiple steps of an allocation rule. With this method, the pricing for the project is based on direct costs associated with the project. Using multiple steps of the Transaction type, you can allocate future revenues for different activities. For example, the first step can allocate reimbursable travel expenses, while the second step can allocate labor time. Allocating Labor in Projects If the Projects module is not enabled, the release of a transaction in the Time and Expenses module generates the corresponding transactions in the Accounts Payable module. Enabling the Projects module in Acumatica ERP changes the way transactions are released in the Time and Expenses module. When non-project transactions are released, Acumatica ERP generates regular Accounts Payable transactions. If you enable the Projects module functionality, the release of a transaction associated with a specific project does not generate an Accounts Payable transaction, but instead generates the corresponding Projects module transactions. The further processing of the Projects transactions originating in the Time and Expenses module is handled in the Projects module using allocation and billing rules. This workflow with the extra stage allows you to use costs in allocating and billing for projects and implement a cost-driven pricing model. Once you have all direct labor costs for the project entered in the Projects module, you can use the transaction information to allocate for the project any amounts and quantities enforced by your pricing model. Project Billing If you need to bill customers for the services provided as a part of a project, you can generate invoices based on the information collected in the Projects module. The billing procedure is available only for external projects that is, for projects associated with customers. You can run the billing procedure automatically, manually, or on a schedule. Also, you can choose whether to post any amounts to the General Ledger when you run the billing procedure. Billing Procedure In Acumatica ERP, you perform project billing by using the Run Project Billing (PM ) form. You can select projects for billing and specify the invoice date that will serve as a cutoff date for project transactions in one of the following ways: If the On Demand billing period is selected for the underlying project template on the Project Templates (PM ) form, transactions with dates ranging from the last billing date up to the invoice date are billed. If any other billing period is selected, transactions with dates ranging from the last billing date up to the date before the invoice date are billed (but not transactions generated on the invoice date or later).

31 Managing Allocation and Billing Rules 31 The billing procedure in Acumatica ERP is rather straightforward: The system selects all the outstanding project transactions for the current project and generates invoices for each customer, based on those transactions and according to the billing rules defined for the project (for details about billing rules, see the section below). The generated invoices are released automatically if the Automatically Release AR Documents check box is selected on the General Info tab of the Project Templates (PM ) form for the template on which the project is based. If you do not want to bill any of the transactions, you can use the Reverse Unbilled Transactions (PM ) form to reverse allocated transactions (either all listed transactions at once or only the selected ones). Billing Rules In each case, the billing procedure is governed by the billing rule specified for the project. Billing rules are defined on the Billing Rules (PM ) form. A billing rule has a variety of settings that you can specify, including the following: Account group: The account group you specify in a billing rule is used as a filter to select the transactions for billing. The system selects all the transactions that are due for billing when the billing procedure is run. Normally, you use for billing the same account group or groups that you use for accumulating the unrecognized revenue. By running billing for these account groups, you generate an accounts receivable transaction (invoice), thus recognizing the revenue. Consolidating invoices: You may want to consolidate invoices for multiple account groups listed in the billing rule. This behavior is governed by the Invoice text on the Billing Rules (PM ) form: The system adds transactions with the same invoice description to one invoice. For instance, suppose that you have three rows in your billing rule with the following descriptions: (1) A, (2) A, and (3) B. During the billing procedure, the system generates two invoices. The first invoice uses the A description and aggregates the transactions selected for the first two rows in the billing rule, while the second invoice uses the B description and includes the transactions selected for the third row of the billing rule. Account and subaccount: You may specify an account and subaccount to be used for billing. If you have not specified them on the Billing Rules form, the system will use the account and subaccount that are specified for the customer associated with the underlying transaction. Non-billable amounts: You may decide to include in the invoice the transactions that do not contribute into the amount billed to the customer. To have the system include this information in the invoice, select the Include Non-Billable check box for the billing rule. : You can mark the transactions for which you do not want to charge customers as Non-Billable in the integrated modules. Restricting by the quantity and amount limits: You can have the system prevent the billable amount or billable quantity (or both) from exceeding the revised budget of the account group specified in the Max. Limits Account Group column on the Billing Rules form. If you select the Limit Qty. or Limit Amount check box (or both check boxes), the system does not allow performing the allocations whose amounts would exceed the budget specified for the account group. Accordingly, the billing procedure will never result in an amount exceeding the budget. The amounts (quantities) in excess of the limits will be allocated to the account group of the Off- Balance type specified in the Over the Limits Account Group column. For instance, suppose that you set the limit for revenue from the project at $700 and charge the customer for works as follows: $100, $500, $200. The last invoice will be generated only for the amount of $100, and $100 will be recorded to the Over the Limits account group. Recurring Billing Your company may provide services to customers regularly for a flat price. For instance, you can lease construction machines to customers for an agreed number of hours per month for a fixed price. If you

32 Managing Allocation and Billing Rules 32 decide to manage this activity as a project, you do not have to manually create a new invoice every month each time you run project billing, recurring transactions are added to the invoice (or to the invoice listed first in the rule if multiple invoices must be generated for the billing rule). Recurring billing is a task-level setting you define on the Recurring Billing tab of the Project Tasks (PM ) form. You can use non-stock items as line items for recurring billing to track employee and equipment work time. For each item, you can specify the following: The flat price charged once each billing period. The number of units included in the item fee. For instance, you may have an agreement with the customer to provide 40 hours of road scraper work at a flat price, while any extra hours are charged on a per-hour basis. The option that determines whether the number of units included in the flat price is to be reset for each billing period or it is a fixed number for the entire project duration. For instance, with the agreement for 40 hours of road scraper work at a flat monthly price, you can use hour as the unit of measure and reset the number of hours each month to ensure that the customer gets their quota of 40 hours each month. In a different scenario, the agreement may imply the lease of one to three road scrapers to the customer at a flat monthly price (here, you use scraper as a unit of measure); in this case, you do not need to reset the number of scrapers each month. The minimum number of units for which billing may be performed. If the amount of services or products you provide is less than this value, you do not charge the customer. For instance, your agreement may stipulate a flat monthly price for 10 to 40 hours of road scraper work. Any scraper time below 10 hours is not charged. The billing period is a project-wide setting that you specify when planning the project at the level of the project template on the Project Templates (PM ) form. The following options are available: Week, Month, Quarter, Year, or On Demand. The On Demand option defines the billing that may be initiated when it is needed. Mapping Accounts to Tasks When running a billing procedure for a project, the system may generate additional transactions for instance, to include a discount or freight charge. Such transactions are automatically associated with the project, but you may also need to automatically associate these transactions with specific tasks in the project. You can have Acumatica ERP automatically assign transactions to specific tasks by mapping specific General Ledger accounts to tasks within the project by using the Projects form. Once you map a General Ledger account to a task, any transactions automatically generated by the system and associated with the account will be linked to this default task.

33 Managing Projects 33 Managing Projects Projects can be used to manage corporate activity and account for it in the company. When you create a project in Acumatica ERP, you can specify the tasks it includes, the employees participating in the project, the equipment involved, and the available budget. Tasks are used to identify different stages or activities within the project. Task completion percent is used to evaluate the revenue earned during the specified period. In This Chapter Projects and Project Tasks Project Life Cycle Approval of Projects and Project-Related Activities Calculation of Task Completion Percentage Projects and Project Tasks The project management functionality in Acumatica ERP offers a new way of handling financial and management accounting in the company. By using projects, you can break corporate activity into separate units of work that are more relevant to the job and less complex. In the process, you gain valuable insight into what is happening within the company. A project in Acumatica ERP is a one-time endeavor with a defined start and end date, usually constrained by time and often limited in funding, deliverables, or both factors. For example, if your company builds residential houses, you might consider the process of building each house a separate project with its own budget, costs, and revenues. Projects A project in Acumatica ERP can be viewed as a container for project tasks. A project provides a unified environment, context, and scope for executing the tasks. For instance, a project specifies the date range, calendar, customer, resources (including employees and equipment), and modules that are integrated with the project. You can view and specify the settings of a particular project on the Projects (PM ) form. You can also track balances for account groups involved in the project, viewing budgeted, revised, and actual amounts. Each account group balance in a project is the total of all the corresponding amounts in the project tasks. That is, the project does not have any balances beyond those in the tasks of the project. You can track project balances by using either the Project Budget (PM ) form or the Project Budget by Period (PM ) form. Type of Projects You can use projects for tracking both in-house work and activities involving interaction with customers. An internal project is used to track activity completed within your company and for your company; for example, you can run an in-house training program as an internal project. Internal projects have budgets, do not include billing settings, and do not refer to any customer. An external project involves providing services and products to customers. An external project can be a fixed-price project or a cost-plus project in which the price is a percentage of the costs.

34 Managing Projects 34 Project Tasks A project task (or simply task) is the smallest identifiable piece of work that is a part of the project. Tasks are used to identify different steps or activities within the project that are easily manageable, separable, traceable, and accountable. Tasks are always defined within the scope and limitations of a specific project. For instance, the task may not extend beyond the start and end dates of the project. Also, you may not make a task visible in the modules in which its parent project is not visible. You can, however, narrow or even disable the visibility of a task in the modules where the parent project is visible. A task includes the following settings, which are specific to each task and do not extend to the project: Billing rule: You can define the allocation and billing procedures for the particular task. Recurring billing: You can stipulate the provision of services and products on a regular basis for a flat price. Budget: For each task, you can track the budgeted amount, revised budget amount, and actual amounts. In Acumatica ERP, the budget is defined, updated, and tracked only for tasks, while the budget for the project is an aggregate figure for all the tasks in the project. Status: You can set the most appropriate status for each task. Thus, there is no correlation between the statuses of individual tasks in a given project. Percent completed: Percent of task completion is used for revenue allocations. This is a unique property of tasks, since a percentage of completion for a project cannot be calculated in the current version. To work around this limitation, you can add a task that is used exclusively to track project progress. For each task, you can select the method of completion calculation: Manual: The percent of task completion is specified manually. Budgeted Quantity: The percent of completion is calculated automatically for the selected cost line (with the Production check box selected). The percent of task completion is calculated as actual quantity divided by the budgeted quantity for the selected line. Budgeted Amount: The percent of completion is calculated automatically for multiple cost lines (with the Production check box selected) as the total actual amount divided by the total budgeted amount. Project and Task IDs As with other identifiers in Acumatica ERP, you can configure the project and task identifiers by configuring the segmented keys: PROJECT and PROTASK, respectively. You can use the predefined configurations of the keys or you can configure the segmented keys as you need by using the Segmented Keys (CS ) form. You can define how many segments each key will include, what values may be used, whether they should be validated, and whether auto-numbering should be used in one of the segments. Project Life Cycle In Acumatica ERP, a project is a separate one-time or recurring endeavor with a specific scope, time frame, and budget. From its inception to completion, a project goes through the following stages: Planning: During this stage, you specify project parameters, define tasks, add activities, and populate the project with employees, resources, and equipment. Each project once created is automatically assigned the In Planning status. Approval: The project passes through this stage only if approval of projects is required in your system. Active: During this stage, the project is executed, and it becomes visible in the integrated modules and available for posting transactions.

35 Managing Projects 35 Completion: Once the project is finished, it is assigned the Completed status. A project with the Completed status is no longer available for posting transactions. This is the final stage in the project life cycle. These stages are described in greater detail below. Prerequisites Before you enter any new project in Acumatica ERP, you must ensure that the following are configured: Account Groups: Create and populate the account groups that will be used in the project. Account groups make it possible to transfer financial and non-financial information between the Projects module and other modules by associating transactions posted in other modules with your project. Rate Tables: If your project uses a pricing model in which price may differ depending on multiple factors, such as task and inventory item, you need to define this model in Acumatica ERP by using rate tables that will provide rates for different sets of factors. Allocation Rules: If your project uses a complex cost accrual model, you must specify appropriate allocation rules to correctly track project expenditures and future revenues. Billing Rules: These rules define which of the transactions should be used for billing and which accounts should be used to record the transactions that are generated in the billing process. Planning Stage Any new project you create in Acumatica ERP is automatically assigned the In Planning status. Before you make any project active or submit it for approval, you must thoroughly plan it and specify all the key properties. You can create a project either from scratch or from a template. Creating a project from scratch requires you to specify all the details. If you use a template, your new project will be populated with the template settings, and you need to enter only information that differs from (or is more specific than) the information in the template. When you are adding a new project by using the Projects (PM ) form, you enter the following information: General Information: This information includes the description, start date, end date, and billing period. You also select one of these billing options: on the date of the customer statement, at the end of each month, at the end of each quarter, or at the end of each year. Visibility Settings: You can specify the modules with which you want to integrate your project. We recommend that you select only those modules that you will use to post documents related to your project. Tasks: You can define the tasks for the project. A task in a project is a separate work unit with its own life cycle, budget, cost, and revenue. Employees: You specify the employees to be engaged in the project. You can override the default labor class specified for specific employees by defining different labor classes for regular working hours and for overtime hours. Equipment: You can list the equipment to be used in the project. You can override the default run, standby, and suspend rates for specific equipment. Attributes: You can specify attribute values for the project if a group of attributes has been assigned to projects on the Projects Preferences (PM ) form and for project tasks if a group of attributes has been assigned to tasks. A project in the planning stage is not available for selection on data entry forms in other modules integrated with the Projects module. To projects and project tasks that are in the In Planning status,

36 Managing Projects 36 you can add activities by using the Projects (PM ) and Project Tasks (PM ) forms. For instance, you can add an employee task for planning budgets for project tasks while at the stage of project planning. However, the transactions generated for completed activities (if any) can not be released until the project gets the Active status. You may move a project to the active stage once such essential preparation steps as the following have been completed: Reaching an agreement with all the stakeholders, including customers and employees Estimating the budget for the project and the expenditures it will entail Preparing the equipment and materials required for the project After preparation has been completed, you can take the project off hold by clearing the On Hold check box on the Projects form and saving it. If approval is not required in your system, the project becomes active. Approval (Optional Stage) If projects in your organization should be approved before they can be used, the project gets the Pending Approval status once it is taken off hold. The project has this status until it is approved or rejected on the Approvals (EP ) form by an assigned employee. If approved, the project gets the Active status. If rejected, the project gets the Rejected status, which changes to In Planning once the project has been edited. For more information on approvals, see Approval of Projects and Project- Related Activities. Active Stage Active projects become available for selection on the forms of the modules you have selected for integration with the Projects module. For more information, see Integration with Other Modules. When users create transactions in the integrated modules, they can link the transactions with a specific project task by specifying the project and task. Also, they can specify whether the transaction is billable for the project task. If users do not want to link a transaction with any project, they can specify the non-project code. Budget changes often occur during the course of the project. In Acumatica ERP, you cannot change the initial budget, although you can enter the revised figures for the project budget. The revised budget appears in a separate column. Completion of Project A project life cycle ends when the project is either completed or closed. The project is considered completed when all its tasks are completed; this is the normal end of a project life. You complete the project by assigning it the Completed status. A project may end prematurely when the customer stops using the services your company provides. In that case, you can close the project before completing all its tasks. You complete the project by assigning it the Closed status. Approval of Projects and Project-Related Activities If projects in your organization must be approved before they can be used to record project transactions and activities, you can easily configure approval of projects and project tasks in Acumatica ERP. : The functionality of project approval is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS ) form.

37 Managing Projects 37 Approval of Projects To make approval required for projects, in the Approval Map box on the Projects Preferences (PM ) form, you must specify the approval map to be used to assign projects to employees for approval. If no value is specified in the box, approval is not required. You can create an approval map by using the Assignment and Approval Maps (EP ) form; in the map, you can specify conditions for assigning projects to specific workgroups and particular employees for approval. If approval of projects is configured, once a user takes a project off hold, the system assigns the project the Pending Approval status and uses the rules defined by the approval map to assign the project to a workgroup or to a particular employee (in the workgroup) for approval. If no assignment occurs, the project gets the Active status. Once the project is assigned to a workgroup, any member of the workgroup can view the project on the Approvals (EP ) form and approve or reject it. If the project is rejected, it gets the Rejected status, which changes to In Planning once the project has been edited. An approved project gets the Active status and becomes visible when users record project-related transactions in the modules that are integrated with the Projects module. Approval of Time Activities To control completion of projects, you can assign a project manager to each project by using the Projects (PM ) form. If the same project manager will be assigned to most projects that are based on the same template, you can assign the project manager to the template on the Project Templates (PM ) form. The project manager is authorized to approve any time activities related to the project by using the Approve Time Activities (EP ) form. Once a project has been activated and approved, users can use project tasks to account for the time they worked on the project. For each project task, you can assign an approver an employee who is authorized to approve time activities filed by employees working on the project. For a common task (a typical task not associated with any particular project template) added to the project, you can assign an approver on the Common Tasks (PM ) form. For project-specific tasks, you can assign an approver to each task by using the Project Tasks (PM ) form. An employee appointed to be the approver of specific tasks can view the time activities associated with these tasks on the Approve Time Activities (EP ) form. On this form, the project manager can view all the activities associated with all tasks of the project. The approver or project manager can apply a filter to the list of activities to find specific activities and to then approve or reject all of the listed activities. Calculation of Task Completion Percentage A project task (or simply task) is the smallest identifiable piece of work that is a part of the project. Some tasks may require more than one financial period to complete and may be billed for on task completion or even on completion of the entire project. Often, the allocation rules for projects are rather straightforward and use the percentage-of-completion scheme to evaluate the revenue earned during a specific financial period. This topic describes the methods that can be used to evaluate or calculate the percentage of task completion. Methods of Calculation of Task Completion Percentage For each task in the project, you can select which method will be used to evaluate the completion percentage for the task by using the Completion Calculation Method box on the Project Tasks (PM ) form. You can select one of the following options: Manual: You can use this method if it is not possible to select one cost line in which the actual amount or quantity would reflect the overall task progress. This may be the case if different cost

38 Managing Projects 38 lines are expressed as quantities measured in different UOMs, or some of the lines have budgets expressed as amounts with other line budgets expressed as quantities. With this method, you evaluate the task progress by using all the available information and manually specify the task completion percentage in the Completed (%) box. You can change the value as often as needed and it is recommended that you update it before you perform an allocation for the project. Budgeted Quantity: You can use this method if a task has a cost line whose actual quantity could reflect the task's overall progress. With this method, the system calculates the task completion percentage based on the quantities specified in the Actual Qty. and Budget Qty. columns for the line marked by a selected check box in the Production column on the Budgets tab. Once the transactions related to the project task have been released, the system updates the task completion percentage in the Completed (%) box. If the original budget was revised at some point in the task progress, the completion percentage is calculated with respect to the revised budgeted quantity. For example, a task has a budget for 100 hours of consulting (with $100 per hour cost) for a customer company and a budget for 25 round trips (with $10 per hour cost) to the customer location. If you select the consulting cost for tracking of the task completion, with 40 hours of consulting completed, the percentage of the task completion is calculated as 40%. Splitting or merging consulting sessions may change the number of required round trips; however, the task progress should be measured by actual hours of consulting performed. : If you want to select the Production check boxes for multiple lines, take into account that the task completion percentage will be calculated as a simple (not weighted) average over all the lines involved. Budgeted Amount: You can use this method for a task if all cost lines have budgeted amounts. With this method selected, the system calculates the task completion percentage based on the total amounts specified in the Actual Amount and Budget Amount columns for the cost lines with the check boxes selected in the Production column on the Budgets tab. If the original budgets were revised at some point in the task progress for any of the cost lines, the completion percentage is calculated with respect to the revised budgeted amounts. Evaluation of Project Completion Percentage With Acumatica ERP, you cannot directly track the completion percentage for the entire project although you can track completion for each of the project tasks. If needed, you can create a separate task (for instance, a task named Progress) and use it exclusively to manually specify the project completion percentage that you evaluate by using all the information available about the progress of project tasks and project-related transactions.

39 Managing Project Budgets 39 Managing Project Budgets Project budgets can be used to provide both a financial plan and cost constraints for a project. That is, you can define the amount of money and resources to be spent on the project, and then you can control project costs throughout the entire project life cycle. In Acumatica ERP, you can compare the actual project costs against the costs in the original and revised budgets. As a project progresses, you can continuously track budget execution and either adjust expenditures or revise the budget. In This Chapter Project Budgets Actual Quantity: Calculation Examples Project Budgets A project budget is an estimate of expenses or revenues for a project or project task. In Acumatica ERP, a budget can be defined, updated, and tracked for only a project task; the budget for a project holds the totals for all the project tasks included in the project. Budget Planning You plan a project budget during the planning stage of the project, before any project transaction occurs. (For information about the project life cycle, see Project Life Cycle.) On the Budget tab of the Project Tasks (PM ) form, you can add, revise, and delete budget lines for any project task that has the In Planning status. A project task can have multiple budget lines. Each budget line has the following: An account group, which determines the category of the expenditure or revenue that you expect to incur during the project execution. A particular inventory item (that is, a resource) needed to complete the task. You can select an inventory item from the list of inventory items associated with the accounts of the specified account group. However, if you want the budget line to include the budget for all transactions associated with the selected account group that are not linked to any particular inventory item, you can select <OTHER> in the Inventory ID column for the particular budget line. Other information that you can specify in a budget line includes the budgeted quantity of the selected inventory item, the rate, and the total budgeted amount, which is calculated automatically as the budgeted quantity multiplied by rate if you haven't specified a value manually. You can modify the data in a budget line until you change the status of the project task to Active; after that, you can specify only a revised amount and quantity in the budget line. : The system allows the modification of original budgeted totals for tasks with all statuses (not just In Planning), so you need to be careful about how you manage project budgets. (For instance, you may want to restrict access to the project budget data by configuring a restriction group in the Row-Level Security module so that only authorized employees can modify budget lines; for more information about restriction groups, see the Row-Level Security chapter.) In Acumatica ERP, you can also use other forms, in addition to the Project Tasks form, to enter, track, or revise a project budget. The forms, which include the same budget data but a different level of detail, include the following:

40 Managing Project Budgets 40 Projects (PM ) form: On the Balances tab of this form, the most general information about project budgets is displayed. The information, which contains the details of all the projectrelated tasks regardless of their status, is broken down into budget lines by account group. On this tab, you can view only the original budgeted amounts, the revised budgets, and the actual budgets calculated based on the project-related transactions that involve the specified account group; you cannot add, delete, or modify budget lines by using this form. If you select a budget line with a particular account group in the table and click View Balance on the table toolbar, the Project Budget (PM ) form opens in a pop-up window, so you can view the detailed balance for the selected account group. Project Budget form: The budget lines are displayed for the selected account group and the selected project, with a breakdown by individual project task. If you add a new budget line by using this form, the entered quantity and amount are automatically distributed in equal parts between all the financial periods that fall within the project task lifespan. (If you want to maintain consistency in the budget data, you need to always enter the planned start and completion dates for your projects and project tasks.) If you select a project task in the table and click View Balance on the table toolbar, the Project Budget by Period (PM ) form opens in a pop-up window so you can view the most detailed information about the selected budget line. Project Budget by Period form: The budget information is presented for a particular project at the most detailed level, broken down by financial period for the selected accounting group, task, and inventory item. By using this form, you can add a new budget line for only a financial period that falls within the lifespan of the project task. On the Projects and Project Tasks forms, you can use the Auto-Budget action to automatically calculate an estimate of future revenue that will be added as a separate budget line for an account group with the Income type. For the calculation to be accurate, the project budget for the expenses, the involved account groups, and the allocation rules must be properly configured. : If you want to track the costs of the budget planning activities, you can add an employee task to the related project or project task by using the Activity History tab on the Projects or Project Tasks form, respectively. However, transactions generated for a completed task cannot be released until the project gets the Active status. In some cases (for instance, if project data has been modified through external tools or import scenarios), you may need to recalculate the project balances to bring them in line with the underlying transactions. You use the Validate Project Balances (PM ) form for recalculating the balances for the selected projects. Budget Tracking For each active project or project task, you can review the budget at any time and decide whether you need to revise it or to adjust expenditures. For tracking a budget, you can use any of the following forms, depending on the level of detail at which you want to view the budget information: Projects (PM ), Project Tasks (PM ), Project Budget (PM ), or Project Budget by Period (PM ). Also, you can run the Project Balance (PM ) report, which shows the balances of all projects that are active during the selected financial period. In Acumatica ERP, account groups are used for aggregation of the information related to project budgets. An account group includes General Ledger accounts of a particular type to which projectrelated transactions are posted. As the project progresses, actual amounts are calculated for each budget line based on the posted transactions; you can track the actual amounts and compare them to the budgeted amounts when reviewing the budget. (For more information about account groups, see Account Groups in Projects.)

41 Managing Project Budgets 41 : Because there is no way to assign an AP bill line for a landed cost to any project task, the purchase price variance amount calculated as the difference between the landed cost specified in the purchase receipt and the landed cost specified in the AP bill is not reflected in the project expenses. Also, you can track the actual quantities of the inventory items included in the budget. An actual quantity is calculated automatically if the following conditions are met: The budget was specified for the project or project task before any project-related transaction occurred. Units of measure were specified for the inventory items before the project was activated. The same unit of measure is used for all inventory items that were used in the transactions posted to the accounts included in a particular account group. The transactions have been released and posted. For examples of how the system calculates actual quantities, see Actual Quantity: Calculation Examples. Budget Revision In some cases (for instance, if you have specified an incorrect value in a budget line or if the project scope has changed), you may want to revise the budget. The original budgeted amounts and quantities should always remain unchanged so that you can later analyze the accuracy of your original estimates. You enter a revised amount or revised quantity for each budget line in a separate column labeled Revised Amount or Revised Qty. The actual progress of the task, which is displayed in the Performance column on the Budget tab of the Project Tasks form, is calculated as a ratio (expressed as a percentage) of the actual amount to the revised budget amount. Also, the system uses the revised values for calculation of the task completion percentage if Budgeted Quantity or Budgeted Amount is selected for the task in the Completion Calculation Method box on the General Settings tab of the Project Tasks form. (For more information about how the task completion percentage is calculated, see Calculation of Task Completion Percentage.) Actual Quantity: Calculation Examples Whether and how the system calculates an actual quantity for a budget line depends on the completeness and consistency of the information that is specified for the particular budget line and in the transactions posted to the accounts of the particular account group. Thus, the calculated actual quantity may appear confusing to the user; the task completion percentage may also seem confusing if Budgeted Quantity is selected for the task in the Completion Calculation Method box on the General Settings tab of the Project Tasks (PM ) form. The sections below include the most common examples of the ways an actual quantity may be calculated in Acumatica ERP. Scenario 1: Budget Lines and Related Transactions Have Matching Units of Measure Suppose that you are managing a large project of building a house, and this project includes a task of installing a ventilation system. For this task, 40 hours of regular labor and 10 hours of overtime labor are budgeted. The budget lines specified for the task on the Budget tab of the Project Tasks form include the following settings. Account Group Inventory ID Budget Qty UOM Rate Budget Amount LABOR PMLABOR Project Labor 40 HOUR LABOR PMLABOROT Project Labor Overtime 10 HOUR

42 Managing Project Budgets 42 One employee has spent 20 hours of regular labor and 6 hours of overtime labor on this task, and another employee has spent 20 hours of regular labor and 2 hours of overtime labor on this task, after which the task has been completed. You bill the project and release the transactions that include the following settings, which you can review on the Project Transactions (PM ) form. Account Group Inventory ID UOM Quantity Billable Quantity Amount LABOR PMLABOR HOUR LABOR PMLABOR HOUR LABOR PMLABOROT HOUR LABOR PMLABOROT HOUR For each budget line, the system calculates the actual quantity as the sum of all relevant quantities with the same unit of measure, and the actual amount as the sum of all relevant amounts, which you can view on the Budget tab of the Project Tasks form. (See the following table.) Account Group Inventory ID Actual Quantity Actual Amount LABOR PMLABOR Project Labor LABOR PMLABOROT Project Labor Overtime Scenario 2: No Unit of Measure Is Specified in the Budget Line Suppose that you have a project task for a business trip. An employee may incur various expenses during a business trip, such as transportation charges and accommodation expenses. You have budgeted all these expenses by specifying a total budgeted amount, but without specifying any particular inventory items or units of measure. The budget line specified for the task on the Budget tab of the Project Tasks (PM ) form includes the following information. Account Group Inventory ID Budget Qty UOM Rate Budget Amount TRAVEL <OTHER> N/A 0 N/A During the business trip, the employee spent three nights in a hotel, had three business lunches, and had a return flight. The involved inventory items have different units of measure. As a result, transactions that include the following settings, which you can review on the Project Transactions form, are generated as the project is billed. Account Group Inventory ID UOM Quantity Billable Quantity Amount TRAVEL HOTEL DAY TRAVEL TRANSPORT EACH TRAVEL MEALS EACH The system doesn't calculate the actual quantity on the Budget tab of the Project Tasks form because no unit of measure is specified for the budget line. However, 1950 is displayed in the Actual Amount column, which is the total of all travel expenses regardless of their units of measure.

43 Managing Project Budgets 43 Scenario 3: Different Units of Measure Are Specified This scenario is similar to the previous scenario, except that a particular unit of measure is specified for the budget line on the Budget tab of the Project Tasks (PM ) form. The budget line includes the following settings. Account Group Inventory ID Budget Qty UOM Rate Budget Amount TRAVEL <OTHER> N/A 0 EACH The resulting transactions (whose settings, which you can review on the Project Transactions form, are shown in the table below) are identical to those in the previous scenario, but the system calculates the actual quantity for the budget line as the sum of all the quantities for the inventory items with the EACH unit of measure. Note that the actual amount is calculated as the total of all travel expenses regardless of their units of measure. Account Group Inventory ID Actual Quantity Actual Amount TRAVEL <OTHER> N/A The actual quantity is calculated this way because the system cannot combine different units of measure, such as days, miles and currency amounts, into a single line.

44 Projects Form Reference 44 Projects Form Reference On the Navigation pane of the Projects module, the forms are grouped into several tabs. Each tab may also include nodes to bring together similar forms. This topic follows this layout when listing the forms of the Projects module. This topic does not include the forms on the Reports tab. For the description of the report forms, see Project Reports. Work Area Tab Enter Project Transactions (PM ) Manage Projects (PM ) Project Tasks (PM ) Project Budget (PM ) Project Budget by Period (PM ) Rate Tables (PM ) Explore Project Transactions (PM ) Tasks by Employee (PM ) Processes Tab Daily Release Transactions (PM ) Reverse Unbilled Transactions (PM ) Recurring Run Allocations by Projects (PM ) Run Allocations by Tasks (PM ) Run Project Billing (PM ) Closing Validate Project Balances (PM ) Reports Tab For the description of the report forms, see Project Reports. Configuration Tab Setup Projects Preferences (PM ) Account Groups (PM )

45 Projects Form Reference 45 Rate Tables (PM ) Rate Types (PM ) Rate Lookup Rules (PM ) Allocation Rules (PM ) Billing Rules (PM ) Attributes (PM ) Manage Project Templates (PM ) Project Template Tasks (PM ) Common Tasks (PM ) Account Groups Form ID: (PM ) On this form, you can define account groups, which you can use to track the budget, expenses, and revenues of projects. For each account group, you specify its type, which can be Asset, Income, Liability, or Expense. An account group of a particular type is mapped to specific General Ledger accounts of only certain types that is, an account group of the Asset or Liability type may include only asset and liability accounts and an account group of the Income or Expense type may include only income and expense accounts. You can also use this form to define account groups of the Off-Balance type, which give you the ability to track statistical information for projects. For more information, see Account Groups in Projects. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area You use the elements in this area to add a new account group or to view the details of an existing group. Element Account Group ID Type The unique identifier of the account group. The structure of this identifier is defined by the ACCGROUP segmented key, which is configured on the Segmented Keys (CS ) form. The type of the account group. You can select one of the following options: Asset: The account group may include asset and liability accounts. Liability: The account group may include liability and asset accounts. Income: The account group may include income and expense accounts. Expense: The account group may include expense and income accounts. Off-Balance: The account group is used to track statistical information. The description of the account group.

46 Projects Form Reference 46 Element Active A check box that indicates (if selected) that the account group is used in projects. If the check box is cleared, the account group is not available for selection on any project forms. Accounts Tab On the Accounts tab, you create a list of General Ledger accounts to associate with the account group, unless the group has the Off-Balance type. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Account Type Account Class Currency The General Ledger account to associate with the account group of the specified type. A General Ledger account can be associated with only one account group. The type of the General Ledger account: Asset, Liability, Income, or Expense. The account class to which the account is assigned. The description of the account, which was provided on the Chart of Accounts (GL ) form. The currency of the account. Attributes Tab On the Attributes tab, you can select attributes for this account group. You can add only attributes defined with the Account Group type on the Attributes (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Attribute Required Value The attribute name. A check box that indicates (if selected) that this attribute is mandatory. The value of the attribute for this account group. Allocation Rules Form ID: (PM ) You can use this form to define the rules to be used for the allocation of transactions. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area By using the elements in this area, you can specify the settings for a new rule or select an existing rule to view or modify its details. Element Allocation Rule The unique identifier of the rule. The description of the allocation rule.

47 Projects Form Reference 47 Left Pane By using the left pane, you can define the sequence of steps for the selected allocation rule. You then define the actual calculation rules and allocation settings for each step by using the tabs in the right pane. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Step ID The identifier of the step in the allocation rule. The description of the step. Right Pane: Calculation Rules Tab In the right pane, for the step selected in the left pane, you can specify which transactions to use as the base of allocation (on the Calculation Rules tab) and how to generate the resulting transactions (on the Allocation Settings tab). Calculation Rules Tab Elements Element Allocation Method The method to be used for allocation. The following options are available: Allocate Transactions: The system calculates the amount to allocate by using the underlying transactions and their amounts. By using this option, you can implement a cost-plus-project scenario in which the project total is calculated as a percentage of its costs. Allocate Budget: The system calculates the amount to allocate as a percentage of the task budget, while any other amounts are ignored and not used in calculations. By using this option, you can implement a fixedprice project scenario in which the project total is predefined by a budget. Create Allocation Transaction A check box that indicates (if selected) that the system should create the allocation transactions resulting from this step. If the check box is cleared, the resulting transactions are placed on a clipboard until they are used by another allocation step. Selection Criteria section Select Transactions The way the system should select the transactions to be used as the basis for generating allocation transactions in this step. You can select one of the following options: Not Allocated Transactions: The step will be applied to original projectrelated transactions that were not allocated yet. If you select this option, the Account Group From and Account Group To boxes become available. From Previous Allocation Steps: The step will be applied to the transactions generated for previous steps and placed to the clipboard. If you select this option, the Range Start and Range End boxes become available.

48 Projects Form Reference 48 Element Account Group From Account Group To Range Start Range End The account group that starts the range of account groups whose transactions are involved in this allocation step. (The account groups are ordered alphabetically.) This box is available only if the Not Allocated Transactions option is selected in the Select Transactions box. The account group that ends the range of account groups involved in this allocation step. (The groups are ordered alphabetically.) This box is available only if the Not Allocated Transactions option is selected in the Select Transactions box. The starting step opening the range of previous steps whose allocation transactions will be used by the current step. This box is available only if the From Previous Allocation Steps option is selected in the Select Transactions box. The step to end the range of previous steps whose allocation transactions will be used by the current step. This box is available only if the From Previous Allocation Steps option is selected in the Select Transactions box. Rate Settings section Rate Type Is Not Defined The rate type to be used for this step of the allocation rule. The default action to be performed if the value for has not been defined after execution of the step. Select one of the following: to 1: To to 1 to 0: To to 0 Raise Error: To show the error message and stop processing Do not Allocate: To skip the generation of the allocation transactions Calculation Settings section Quantity Formula Billable Qty. Formula The formula to be used in this step for calculating the quantity for allocation transactions. To enter the formula, click within this box and then click the Selector icon; this opens the Formula Editor window. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the quantity. The resulting value is normally used to track task or project completion or the total quantity for the task or project. For more information about the functions you can use in the formula, see Functions. The formula for calculating the billable quantity for allocation transactions. To enter the formula, click within this box and then click the Selector icon; this opens the Formula Editor window. In addition to the quantities specified in the underlying transactions, you can use any other transaction parameters to calculate the billable quantity. Generally, you use this box to define the quantity for which you will charge the customer during billing. For more information about the functions you can use in the formula, see Functions.

49 Projects Form Reference 49 Element Amount Formula Formula The formula for calculating the amount of allocation transactions. To enter the formula, click within this box and then click the Selector icon; this opens the Formula Editor window. In addition to the amount specified in the underlying transactions, you can use any other transaction parameters to calculate the amount. The resulting value is normally used to track task or project completion or the amount for the task or project. For more information about the functions you can use in the formula, see Functions. The formula to be used to generate the descriptions for allocation transactions. To enter the formula, click within this box and then click the Selector icon; this opens the Formula Editor window. If you use this step of the allocation rule to accumulate billable amounts, the text the formula generates will be included in the invoice during billing. For more information about the functions you can use in the formula, see Functions. Right Pane: Allocation Settings Tab On this tab, for the step selected in the left pane, you can specify how to allocate the project amounts to specific accounts and account groups. Allocation Settings Tab Elements Element Transaction Options section Post Transaction to GL Reverse Allocation A check box that you select to indicate that the allocation transactions should be posted to the General Ledger. If this check box is not selected, the transactions are not posted to the General Ledger (they are used only to track analytical or statistical information for projects); in this case, you can specify only account groups (not accounts) in the Debit and Credit boxes. An option that indicates when the allocation transactions generated using this step of the allocation rule should be reversed. The following options are available: On Invoice Release: The allocation transaction is reversed immediately after the release of the invoice generated based on this allocation transaction. On Project Billing: The allocation transaction is reversed immediately after the billing procedure that is, after the invoice is generated based on this allocation transaction. Never: The allocation transaction is never reversed. Date Source An option that indicates how the date for the allocation transactions is defined. You can select one of the following options: Original Transaction: To take the date from the original transaction as the date for the allocation transactions Allocation Date: To use the date of the allocation as the date for the allocation transactions

50 Projects Form Reference 50 Element Can be used as source in another allocation Create Transaction with Zero Qty. Create Transaction with Zero Amount Create Non- Billable Transaction TBD. A check box that indicates (if selected) that the system will create the allocation transaction even if it has a quantity of zero. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not create transactions that have zero quantities. A check box that indicates (if selected) that the system will create the allocation transaction even if it has an amount of zero. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not create transactions that have zero amounts. A check box that indicates (if selected) that the system will create the allocation transaction even if it is non-billable. As a result, these transactions will be available in the invoice after you run billing. If this check box is not selected, the system will not create non-billable transactions. Debit Transaction section Transaction Branch Two boxes that you can use to select the branch to be specified for the allocation's debit transactions. In the left box, you can select one of the following options: Use Source: To use the branch specified in the original transaction Replace: To make available the box on the right, where you can specify the branch for the allocation's debit transactions Project Two boxes that you can use to select the project to be specified for the allocation's debit transactions. In the left box, you can select one of the following options: Use Source: To use the project specified in the original transaction Replace: To make available the box on the right, where you can specify the project for the allocation's debit transactions Task Two boxes that you can use to select the task to be specified for the allocation's debit transactions. In the left box, you can select one of the following options: Use Source: To use the task specified in the original transaction Replace: To make available the box on the right, where you can specify the task for the allocation's debit transactions Account Group Two boxes that you can use to select the account group to be used for the allocation's debit transactions. : These boxes are unavailable when the Post Transaction to GL check box is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group specified in the original transaction Replace: To make available the box on the right, where you can specify the account group for the allocation's debit transactions

51 Projects Form Reference 51 Element Account Origin Two boxes that you can use to select the account to be used for the allocation's debit transactions. : These boxes are available only if the Post Transaction to GL check box is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group specified in the original transaction. Replace: To make the box on the right available. In the rightmost box, you can specify the account group for the allocation transaction; you cannot select an account that is not included in any account group. Credit Source: To have the system generate an allocation transaction that debits the credit account of the underlying (source) transaction. Subaccount Two boxes that you can use to select the subaccount to be used for the allocation's debit transactions. Credit Transaction section : These boxes are available only if the Post Transaction to GL check box is selected for the current allocation step. Use the left text box to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, select the source of segment values, which can be one of the following options: A: The subaccount that is associated with the current allocation step and specified in the right text box P: The default subaccount of the project S: The subaccount from the source transaction T: The default subaccount of the project task Transaction Branch Two boxes that you can use to select the branch to be specified for the allocation's credit transactions. In the left box, you can select one of the following options: Use Source: To use the branch specified in the original transaction Replace: To make available the box on the right, where you can specify the branch for the allocation's credit transactions Project Two boxes that you can use to select the project to be specified for the allocation's credit transactions. In the left box, you can select one of the following options: Use Source: To use the project specified in the original transaction Replace: To make available the box on the right, where you can specify the project for the allocation's credit transactions Task Two boxes that you can use to select the task to be specified for the allocation's credit transactions. In the left box, you can select one of the following options: Use Source: To use the task specified in the original transaction

52 Projects Form Reference 52 Element Replace: To make available the box on the right, where you can specify the task for the allocation's credit transactions Account Group Two boxes that you can use to select the account group to be used for the allocation's credit transactions. : These boxes are unavailable when the Post Transaction to GL check box is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group specified in the original transaction Replace: To make available the box on the right, where you can specify the account group for the allocation's credit transactions Account Origin Two boxes that you can use to select the account to be used for the allocation's credit transactions. : These boxes are available only if the Post Transaction to GL check box is selected for the current allocation step. In the left box, you can select one of the following options: Use Source: To use the account group specified in the original transaction. Replace: To make available the box on the right, where you can specify the account group for the allocation transaction. In the right box, you cannot select an account that is not included in any account group. Credit Source: To have the system generate an allocation transaction that credits the credit account of the underlying (source) transaction. Subaccount Two boxes that you can use to select the subaccount to be used for the allocation's credit transactions. : These boxes are available only if the Post Transaction to GL check box is selected for the current allocation step. Use the left box to specify the subaccount mask to be used to generate subaccounts for this step. To specify the mask, for each segment, select the source of segment values, which can be one of the following options: A: The subaccount that is associated with the current allocation step and specified in the right text box P: The default subaccount of the project S: The subaccount from the source transaction T: The default subaccount of the project task Use the right box to select the subaccount if the A option is selected at least for one segment. Aggregate Transactions section A set of check boxes that control how the system breaks the underlying transactions into groups when it generates the corresponding Projects transactions. You can also group transactions by using multiple criteria. For instance, if you apply grouping by employee and by item, Acumatica ERP first breaks the underlying transactions by employee and then combines the transactions within the groups by inventory items. The amount of each resulting transaction will be a sum of all transaction amounts in each subgroup.

53 Projects Form Reference 53 Element By Date: Groups the underlying transactions by date By Employee: Combines the underlying transactions by employee By Vendor: Combines the underlying transactions by vendor or customer By Item: Combines the underlying transactions by inventory item. Attributes Form ID: (PM ) In the Projects module, an attribute group is a collection of additional elements to gather and store information related to specific entity types: projects, tasks, account groups, or equipment. Only one group of attributes can be defined for each entity type used in the Projects module. By using this form, you can create, view, modify, and delete attribute groups. To define the attributes, you use the Attributes (CS ) form. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. The form toolbar includes standard and form-specific buttons. Selection Area In this area, you can select the entity type for creating, modifying, or deleting its attribute group. If a group is defined for the entity type, the attributes will appear on the Attributes tab of the corresponding form so that users can specify them when they create an entity of the type. Element Name The entity type for which you want to specify the attribute group. The following options are available: Project: To add the listed attributes to the Projects (PM ) form Task: To add the listed attributes to the Project Tasks (PM ) form Account Group: To add the listed attributes to the Account Groups (PM ) form Equipment: To add the listed attributes to the Equipment (EP ) form Table In the table, you can create the list of attributes to be used for the specified entity type. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Attribute ID Sort Order The attribute identifier. A read-only box showing the description that has been provided for the attribute. An integer that defines the position of the attribute in the list of attributes available for the entity type. You should specify 1 for the first attribute you want to be listed, 2 for the second, and so on.

54 Projects Form Reference 54 Column Required Control Type A check box that indicates (if selected) that the user must specify a value for this attribute on the appropriate data entry form. A read-only box displaying the element type of the attribute: Text, Combo, Check box, or Datetime. Billing Rules Form ID: (PM ) You can use this form to define the rules for billing customers. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area By using the elements in this area, you can specify the settings for a new rule or select an existing rule to view or modify its details. Element Billing Rule Active The unique identifier of the rule. The description of the billing rule. A check box that you can select to make the rule available for use in projects and tasks in Acumatica ERP. Table You use the table to specify which allocated transactions in the Projects module should be included in invoices when you run billing according to this rule. You select the transaction by the account group they are associated. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Account Group Invoice The account group for billing. Acumatica ERP uses for billing only allocated transactions that include accounts of this account group. The description of the invoice, which is included in the invoice generated when the system runs billing. : If multiple rows (defined by different account groups) have the same description, all transactions associated with these account groups will be included in one invoice. Account Source The source of the account to be used for billing as a sales account. The following options are available: None: The system selects the sales account for billing by using the standard rules specified in the Accounts Receivable module. Billing Rule: The system uses for billing the account specified in the Account column.

55 Projects Form Reference 55 Column Project: The system uses for billing the default account of the project associated with the underlying transaction. Task: The system uses for billing the default account of the project task associated with the underlying transaction. Inventory Item: The system uses for billing the default account of the inventory item associated with the underlying transaction. Customer: The system uses for billing the default account of the customer associated with the underlying transaction. Resource: The system uses for billing the default account of the employee associated with the underlying transaction. Subaccount Mask The subaccount mask to be used for generating sales subaccounts for billing. To set up the rule for selecting segment values, select a segment, press F3, and select a source of the segment value, which is one of the following options: B: The subaccount associated with the billing rule, specified in the Subaccount column E: The subaccount associated with the employee specified in the time card P: The subaccount associated with the project S: The subaccount that is associated with the original transaction T: The subaccount associated with the project task For a segment, the characters designating each option are repeated as many times as there are characters in the segment. For more details, see Combining Subaccounts Account Subaccount Include Non- Billable Limit Qty. Limit Amount Max. Limits Account Group The account to use for billing if the Billing Rule option is selected in the Account Source column. If you do not enter any value in this column, Acumatica ERP uses the default account specified in the customer account. The subaccount to use for billing, or as a source of segment values for the segments with the Billing Rule option selected. If you do not enter any value in this column, the system uses the default subaccount, as specified in the customer settings. A check box that indicates (if selected) that Acumatica ERP should include in the invoice transactions marked as non-billable. A check box that indicates whether the system should track the quantity to bill against the revised budget of the account group specified in the Max. Limits Account Group column. If the check box is selected, the system does not allow any billing transaction that could entail exceeding the budgeted quantity. A check box that indicates whether the system should track the amount to bill against the revised budget of the account group specified in the Max. Limits Account Group column. If the check box is selected, the system does not allow any billing operation that could entail exceeding the budgeted amount. The account group to track the budgeted amount, quantity, or both. This column is available and the system uses its value only if you select the Limit Qty. or Limit Amount check box (or both check boxes); Acumatica ERP tracks the billing quantity or amount (or both) for the selected accounting group and does not allow any billing transaction that could entail exceeding the revised

56 Projects Form Reference 56 Column Over the Limits Account Group WIP Account Group Copy Notes budgeted quantity or amount (or both limits). If neither the Limit Qty. check box nor the Limit Amount check box is selected, any value in this column is ignored. The account group (of the Off-Balance type) to track the amounts or quantities over the specified limits. You can edit this value, which the system uses only if you select the Limit Qty. or Limit Amount check box (or both check boxes); Acumatica ERP tracks the billing quantity or amount (or both) that exceed the revised budgeted quantity or amount (or both limits) for the selected accounting group. If neither the Limit Qty. check box nor the Limit Amount check box is selected, any value in this column is ignored. An account group for tracking work in progress in the project. Acumatica ERP uses for billing only allocated transactions that include accounts of this account group. A check box that indicates (if selected) that the notes and attachments from the allocation transactions should be copied to the corresponding billing documents. Common Tasks Form ID: (PM ) You use this form to view and edit all the settings of a common task, as well as to add or delete a common task. While a common task is similar to a template task, a common task can be added to any new or existing project, rather than just any project associated with one project template. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Task Summary Area By using this area, you can add a new common task or view the details of an existing one. Element Task ID Allocation Rule Billing Rule The unique identifier of the common task. The structure of this identifier is defined by the PROTASK segmented key, which was configured on the Segmented Keys (CS ) form. The description of the common task. The rule that Acumatica ERP uses to run allocation for this common task. The rule that Acumatica ERP uses to run billing for this common task. General Settings Tab This tab includes general information about the common task. General Settings Section Element Approver The default approver to be assigned to the common task to approve time activities.

57 Projects Form Reference 57 Element Default Account Default Subaccount Billing Option The default account to be used for the common task when it is added to a project. The default subaccount to be used for the common task when it is added to a project. The way the task becomes eligible for billing. You can select one of the following options: By Billing Period: The billing for the task is performed at the end of the billing period specified for the project. On Task Completion: You can bill the task only when it has been completed. On Project Completion: The task is available for billing on project completion. Visibility Settings Section Element GL AP AR SO PO TE IN A check box that indicates whether transactions in the General Ledger module can be associated with tasks created by using this common task. With this check box selected, users can select the task in General Ledger documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Payable module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Accounts Payable documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Receivable module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Accounts Receivable documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Sales Orders module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Sales Orders documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Purchase Orders module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Purchase Orders documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Time and Expenses module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Time and Expenses documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Inventory module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Inventory documents, and the release of such documents automatically updates the project data.

58 Projects Form Reference 58 Element CA CR A check box that indicates whether transactions in the Cash Management module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Cash Management documents, and the release of such documents automatically updates the project data. A check box that indicates whether transactions in the Customer Management module can be associated with tasks created by using this common task. With this check box selected, users can select the task in Customer Management documents, and the release of such documents automatically updates the project data. Budget Tab On the Budget tab of the form, you can specify budgeted amounts for account groups. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Type Account Group Inventory ID Budget Qty. UOM Rate Budget Amount Production A read-only box that displays the type of the selected account group: Asset, Liability, Income, or Expense. The group of accounts for which the budgeted amount and actual amounts are specified. The identifier of the stock or non-stock item (for an item required for the common task), or <OTHER>. You can select an item from the list of items associated with accounts of the specified account group and specify the budget for this item. If you select <OTHER>, you can specify the budget for all transactions associated with this account group that are not linked to any particular inventory item. The description of the budget line. The quantity of the item or service planned for the common task. The unit of measure for the budget line, such as HOUR or BOX. The price of the item or the rate of the service. The total budgeted amount for the budget line. Acumatica ERP automatically calculates the value as the product of the values in the Budget Qty. and Rate columns, but you can override the value in this column by specifying the amount manually as long as the task has the In Planning status. A check box that you select for Acumatica ERP to automatically calculate the percent of project completion by using the Budget Qty. (or the Revised Qty. if specified) and the percent of project completion calculated based on Performance values of all tasks. You can select this check box for only one task budget line (for an account group of Expense type) in the entire project. Recurring Billing Tab By using the Recurring Billing tab, you can implement a regular flat-rate billing model for the common task for example, to provide a certain number of hours of service to a customer for a flat monthly rate. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

59 Projects Form Reference 59 Column Non-Stock Item Item Fee Reset Usage Included Min. UOM Used The non-stock item that designates the service or labor associated with the common task. The description of the service or labor associated with the common task. The flat price for the service or labor. A check box that indicates whether the system resets the quantity of the service or labor when billing is performed. You specify the quantity of the service or labor as the Included value. If you select this check box, any unused hours of service in the current period is not carried over to the next period. If you clear this check box, Acumatica ERP carries over any used amount to the next period. The quantity of the service or labor that is included in the billing period. If the quantity of service or labor provided to the customer exceeds this value for the current billing period, the entire extra quantity is charged at the regular rate. The minimum quantity of the service or labor that can be charged. Any quantity that is less than this value is not charged. The unit of measure used for the service or labor. The quantity of the service or labor that has been used in the billing period. Attributes Tab On the Attributes tab, you can specify attributes for this common task. The attributes on this tab are those with the Task type on the Attributes (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Attribute Required Value The attribute name. A check box that indicates (if selected) that this is a mandatory attribute. The value of the attribute for this common task. Project Budget Form ID: (PM ) On this form, you can view the breakdown of project budgets for specific accounts by project tasks. You can also use this form to update task balances for planned projects and to revise task budgets for active projects. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area You use the elements in this area to select a project and an account group whose balances you want to view. Element Account Group The account group whose balance you want to view.

60 Projects Form Reference 60 Element Project The project whose balance you want to view. Project Balance Tab On this tab of the form, you can view and provide general information about project tasks. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Details View Transactions Opens the Project Budget by Period (PM ) form, where you can view the balance of the selected budget line for the task, in a pop-up panel. Opens the Project Transactions (PM ) form, where you can view the transactions associated with the selected task, in a pop-up panel. Additionally, you can filter transactions by a specific inventory ID, employee, and date. Table Columns Column Project Task Inventory ID Budgeted Qty. UOM Rate Budgeted Amount Revised Qty. Revised Amount Actual Qty. Actual Amount The identifier of a task associated with the project. The identifier of the inventory item associated with the task. Acumatica ERP lists only those inventory items whose sales account or COGS account is included in the selected account group. For instance, you can specify the corresponding nonstock item to account for labor used in the task, or you can specify a stock item (for example, a building material) used in this task. The detailed task description. The budgeted quantity of the inventory item, such as the number of labor hours or the number of boxes of building materials. The unit of measure for the task budget, such as HOUR or BOX. The price of a unit of the inventory item. The total budgeted amount for the task. Acumatica ERP automatically calculates this value by multiplying the values in the Budget Qty. and Rate columns, but you can override the value in this column. You can specify the budgeted amount only for the tasks with the In Planning status. The revised quantity of the inventory item. You can use this column to revise the budget for the task if the status of the task is set to Active. The revised amount of the task. You can use this column to revise the budget for the task if the status of the task is set to Active. The actual quantity of the inventory item used for the task. This column is automatically updated based on the transactions that involve the account group. The actual amount that corresponds to the inventory item used for the task. This column is automatically updated based on the transactions that involve the account group.

61 Projects Form Reference 61 Column Status The status of the project task, which can be one of the following options: In Planning: A task with this status can be modified and its settings, including the budget, can be changed. Tasks that are being planned are not available for selection in other modules when users enter transactions related to the project. Active: A task with this status is available for selection in other modules. The task budget cannot be changed, but you can enter a revised budgeted amount. Canceled: The task has been canceled. You cannot modify a task with this status. Completed: The task has been completed. You cannot modify a task with this status. Project Budget by Period Form ID: (PM ) On this form, you can view the project budget broken down by financial period for a selected accounting group, task, and inventory item. You can also use this form to enter and update task budgets for specific financial periods in planned projects, and to revise task budgets for active projects. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area In this area, you can select the account group, project, task, and inventory item for which you want to view the budget breakdown by financial period. The area also displays read-only quantity and value totals for the selected inventory item. Element Account Group Project Project Task Inventory ID The account group for which you want to view data. The project for which you want to view data. The project task for which you want to view data. The stock or non-stock item for which you want to view data. Quantity Section Element Budgeted Revised Actual The total budgeted quantity for all periods when the project has been active. The revised budgeted quantity if the budget has been revised for the project since the initial budgeting took place. This value is calculated for all periods when the project has been active. The total actual quantity and the total actual amount spent on the project over all the periods when the project has been active.

62 Projects Form Reference 62 Amount Section Element Budgeted Revised Actual The total budgeted amount for all periods when the project has been active. The revised budgeted amount if the budget has been revised for the project since the initial budgeting took place. The value is calculated for all periods when the project has been active. The total actual quantity and the total actual amount spent on the project over all the periods when the project has been active. Project Balance Tab On the Project Balance tab, you can manage the project task budget by adding, viewing, deleting, or updating the rows in the table. Each row in the table represents the project task budget for each of the financial periods that fall within the task lifespan. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Fin. Period UOM Rate Budgeted Qty. Budgeted Amount Revised Qty. Revised Amount Actual Qty. Actual Amount A financial period that falls between the start and end dates of the task. The unit of measure used for the inventory item associated with the task. The rate applicable to the task. The budgeted quantity of the inventory item for the specific financial period, such as the number of labor hours or the number of boxes of building materials. The total budgeted amount for the task for the specific financial period. If you do not enter any value in this column, the system automatically calculates the value by multiplying the values in the Budgeted Qty and Rate columns. You can override the value in this column by specifying it manually if the task has the In Planning status. The revised quantity of the inventory item. You can use this column to revise the budget for the financial period if the status of the task is set to Active. The revised amount (the revised quantity multiplied by the rate) of the inventory item for the task. The actual quantity of the inventory item for the financial period. This column is automatically updated based on the transactions that involve the account group. The actual amount (the actual quantity multiplied by the rate) of the inventory item for the financial period. This column is automatically updated based on the transactions that involve the account group. Project Tasks Form ID: (PM ) You can use this form to do the following: Add new tasks to projects View and modify the settings of existing project tasks Delete tasks from projects

63 Projects Form Reference 63 You do not use this form to add common tasks or tasks from a project template to a project; they can be added on the Common Tasks (PM ) or Project Template Tasks (PM ) form, respectively. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Auto-Budget Calculates the revenue projection by using the planned costs and the allocation and billing rules selected for the project task. You cannot use this action in fixedprice projects; use it only in cost-plus projects for which you have specified a cost-based revenue accrual model by using allocation rules. Summary Area You use the elements in this area to add a new task or to select an existing task and view its details. Element Project ID Task ID Customer Location Rate Table Allocation Rule Billing Rule Status The project to which the task is assigned. The unique identifier of the task. The structure of this identifier is defined by the PROTASK segmented key, whose configuration is defined on the Segmented Keys (CS ) form. The customer associated with the task. The customer location associated with the task. A detailed description of the task. The rate table to be used for this project task. The allocation rule to be used for this project task. The rule that the system uses to run billing for the task. The status of the project task, which can be one of the following: In Planning: Use this status, which is automatically assigned to a new task, if the task is a draft. Tasks with this status are not available for selection on data entry forms. Active: Select this status when the task is active and should be available for selection on data entry forms. Completed: Assign this status when the task is completed. Canceled: Select this status if task execution has been stopped before task completion. A canceled task can be activated again. General Settings Tab This tab includes the general information about the project task. General Settings Section Element Planned Start The date when the task is expected to start.

64 Projects Form Reference 64 Element Planned End Start Date End Date Completion Calculation Method The date when the task is expected to end. The actual start date of the task. When the status of the project task is changed to Active, the system automatically specifies the current business date as the task's start date. The actual end date of the task. When the status of the task is changed to Completed, the system automatically specifies this date as the current business date. The method of calculating the percentage of completion of the task. The following options are available: Manual: Users manually specify the task completion percentage for each task in the Completed (%) box. Budgeted Quantity: The system automatically calculates the task completion percentage based on the quantities specified in the Actual Qty. and Budget Qty. columns for the budget line marked by a selected check box in the Production column on the Budget tab of this form. We recommend that you select the check box in the Production column for only one budget line if you use this method of calculation that is, you need to select the most important cost for evaluating the task completion percentage. Budgeted Amount: The system automatically calculates the task completion percentage based on the total amounts specified in the Actual Amount and Budget Amount columns for the budget lines with the check boxes selected in the Production column on the Budget tab of this form. If the original budgets were revised at some point in the task progress for any of the budget lines, the completion percentage is calculated with respect to the revised budget amounts. For more information, see Calculation of Task Completion Percentage. Completed (%) The actual percentage of task completion, which is determined as follows: If the Manual option is selected in the Completion Calculation Method box, the percentage is entered manually by a user. If the Budgeted Quantity option is selected in the Completion Calculation Method box, the percentage is calculated automatically as the actual quantity divided by the budgeted quantity for the budget line that has the check box selected in the Production column on the Budget tab. If the Budgeted Amount option is selected in the Completion Calculation Method box, the percentage is calculated automatically as the total actual amount divided by the total budgeted amount for the budget lines that have the check boxes selected in the Production column. The value is set to 100 once the task is completed. The completion percentage is used in revenue allocations for the project; for details, see Labor and Revenue Allocation. Default Account The account to be used as the expense account in transactions generated based on time cards for this project task if the Task option is selected in the Expense Account Source box on the Projects Preferences (PM ) form.

65 Projects Form Reference 65 Element Default Subaccount Default Accrual Account Default Accrual Subaccount Billing Option The subaccount to be used as a source of segment values for the expense subaccount (to be used for this project's transactions) for the segments with the T (task) option specified in the Expense Sub. Source box on the Projects Preferences form. The account to be used as an expense accrual account in transactions generated based on time cards for this project task if the Task Accrual option is selected in the Expense Accrual Account Source box on the Projects Preferences form. The subaccount to be used as a source of segment values for the expense accrual subaccount (to be used for this project's transactions) for the segments with the T (task) option specified in the Expense Accrual Sub. Source box on the Projects Preferences form. The way the task becomes eligible for billing. You can select one of the following options: By Billing Period: The task is available for billing at the end of the billing period specified for the project. On Task Completion: The task can be billed only when it is completed. On Project Completion: The task is available for billing when the project is completed. Approver The employee who is authorized to approve the time activities related to this project task. Visibility Settings Section Element GL AP AR SO PO TE A check box that indicates whether transactions in the General Ledger module can be associated with the task. With this check box selected, users can select the task in General Ledger documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Payable module can be associated with the task. With this check box selected, users can select the task in Accounts Payable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Receivable module can be associated with the task. With this check box selected, users can select the task in Accounts Receivable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Sales Orders module can be associated with the task. With this check box selected, users can select the task in Sales Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Purchase Orders module can be associated with the task. If you select this check box, users can select the task in Purchase Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Time and Expenses module can be associated with the task. With this check box selected, users

66 Projects Form Reference 66 Element IN CA CR can select the task in Time and Expenses documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Inventory module can be associated with the task. If you select this check box, users can select the task in Inventory documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Cash Management module can be associated with the task. If you select this check box, users can select the task in Cash Management documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Customer Management module can be associated with the task. If you select this check box, users can select the task in Customer Management documents, and the release of these documents automatically updates the project data. Budget Tab On the Budget tab, you can specify the budget of the task. Normally, you can modify budget lines only if the task has the In Planning status. After you change the status of the task to Active, you can specify only revised totals. However, the system allows such modifications to original budgets for tasks with all statuses (not just In Planning), so you need to manage task budgets carefully. For more information about project budgets, see Project Budgets. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Tables. The table-specific buttons are listed below. Table Toolbar Button View Details View Transactions Opens the Project Budget by Period (PM ) form in a pop-up pane so you can view the balance of the selected budget line of the task, broken down by financial period. Opens the Project Transactions (PM ) form in a pop-up pane so you can view the transactions associated with the selected budget line. By using the elements in the Selection area of this form, you can view transactions for a specific account group, task, inventory item, employee, or date (or any combination of these factors). Table Columns Column Type Account Group Inventory ID Read-only. The type of the selected account group. The group of accounts for which the budgeted amount and actual amount or the budget quantity and actual quantity are specified. The identifier of the stock or non-stock item, for an item required for the task, or <OTHER>. You can select an item from the list of items associated with the accounts of the specified account group and specify the budget for this item. Alternatively, you can select <OTHER> to be able to specify the budget for all transactions associated with this account group that are not linked to any particular inventory item.

67 Projects Form Reference 67 Column Budgeted Qty. UOM Rate Budgeted Amount Revised Qty. Revised Amount Actual Qty. Actual Amount Production Performance The description of the budget line. The quantity of the item or service planned for the task. The unit of measure for the budget line, such as HOUR or BOX. The price of the item or the rate of the service. The total budgeted amount for the budget line. Acumatica ERP automatically calculates the value by multiplying the values in the Budget Qty. and Rate columns, but you can override the value in this column. You can specify a budgeted amount only if the task has the In Planning status. The revised quantity of the inventory item. You can use this column to revise the budget for the task if the status of the task is set to Active. The revised amount of the task. You can use this column to revise the budget for the task if the status of the task is set to Active. The actual quantity of the inventory item used for the task. This column is automatically updated based on the transactions that involve the account group. The actual amount that corresponds to the inventory item used for the task. This column is automatically updated based on the transactions that involve the account group. A check box that you select to include the budget line (for an account group with the Expense type) in calculation of the task completion percentage. If Budgeted Amount is selected in the Completion Calculation Method box on the General Settings tab, you can select multiple lines in this column to automatically calculate the task completion percentage. If Budgeted Quantity is selected in the Completion Calculation Method box, you need to select a check box for only one cost budget line for the task. The actual progress of the task, which is calculated as a ratio (expressed as a percentage) of the actual task amount to the revised budget amount. Recurring Billing Tab On the Recurring Billing tab, you can implement a regular flat-rate billing model. For instance, you can use this tab in the following scenario: Suppose that the project task requires that you provide 100 hours of service to a customer for a flat rate of $500 on a monthly basis. When you run billing for the project, $500 is automatically billed to the customer's account, while any extra hours (beyond 100 hours) are charged at a rate based on your billing rules. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. The following table lists the elements of the tab. Table Columns Column Non-Stock Item Item Fee Account Source The non-stock item that designates a service or labor associated with the task. The description of the service or labor associated with the task. The flat price for the service or labor. The source of the account for the billing transactions, which can be one of the following: None, Recurring Item, Project, Task, Inventory Item, or Customer.

68 Projects Form Reference 68 Column Subaccount Mask The rule for selecting segment values for a subaccount to be used for recurring billing transactions. Account Subaccount Reset Usage Included UOM Used The account to be used in the billing transaction if the account source is set to Task. The subaccount to be used in the billing transaction if the account source is set to Task. A check box that indicates whether the system resets the quantity of the service or labor when performing billing. If you select this check box, any used hours of service in the current period are not carried over to the next period. If you clear this check box, Acumatica ERP carries over any used amount to the next period. The quantity of the service or labor that you plan to provide when executing this task. The unit of measure used for the service or labor. The quantity of the service or labor that was actually provided to the customer when this task was executed. If you select the Reset Usage on Billing check box, the value in this column resets to zero each time you run the billing procedure. Activity History Tab This tab displays the list of activities (including s and events) associated with the project task. : The tab includes, in addition to the columns described below, columns (labeled with icons) that you can use to attach notes and files to the activity, see if it is completed, check its priority level, and note whether there are associated reminders. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Tables. The table-specific buttons are listed below. Table Toolbar Button Add Task Add Event Add Add Activity Opens the Task (CR ) form in a pop-up window so you can create a new task associated with the project. Opens the Event (CR ) form in a pop-up window so you can create a new event associated with the project. Opens the Activity (CR ) form in a pop-up window so you can create and send an associated with the project. Includes the following menu commands: Add Chat: Opens the Activity (CR ) form in a pop-up window so you can create a new activity with the Chat type. Add Appointment: Opens the Activity form in a pop-up window so you can create a new activity with the Appointment type. Add Message: Opens the Activity form in a pop-up window so you can create a new activity with the Message type. Add Note: Opens the Activity form in a pop-up window to let you create an activity with the Note type.

69 Projects Form Reference 69 Button Add Phone Call: Opens the Activity form in a pop-up window so you can create a new activity with the Phone Call type. Add Response: Opens the Activity form in a pop-up window so you can create a new activity with the Response type. Add Work Item: Opens the Activity form in a pop-up window so you can create a new activity with the Work Item type. If you added activities to the project task that is in the In Planning status, any related transactions cannot be released until the project task status changes to Active. Acumatica ERP provides you with a list of predefined activity types; you can add new activity types by using the Activity Types (CR ) form. Table Columns Column Type Summary Status Start Date Category Billable Time Spent Overtime Billable Time The type of activity, which can be one of the following: Event, Task, , or Activity. The description provided for the activity. Click the Summary column of a specific activity to open the activity in a separate dialog box. The status of the activity. The start date and time of the activity. The category of the activity. A check box indicating whether the time spent on the activity is billable. The total time spent on the activity. The time in excess of normal work hours spent on the activity. The number of billable hours spent on the activity. Billable Overtime The number of billable hours spent on the activity in excess of normal work hours. Workgroup Owner The workgroup to which the activity is assigned. The employee to whom the activity is assigned. Attributes Tab On this tab, you can specify attribute values for the project task. The task-related attributes are selected on the Attributes (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Attribute Required Value The attribute used for the task. A check box that indicates (if selected) that this attribute is required for the project task. The value of the attribute for the task.

70 Projects Form Reference 70 Project Template Tasks Form ID: (PM ) You can use this form to create tasks for project templates. If the Automatically Include in Project check box is selected for the template task, it is included in any created project that uses the associated project template. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area You use the elements in this area to add a new template task, or to view the details of an existing template task. Element Template ID Task ID Allocation Rule Billing Rule Automatically Include in Project The identifier of the project template to be associated with the task. Select one of the project templates defined in your system. The unique identifier of the template task. The structure of this identifier is defined by the PROTASK segmented key, which was configured on the Segmented Keys (CS ) form. The description of the template task. The rule that Acumatica ERP uses to run allocation for the tasks created based on this template task. The rule that Acumatica ERP uses to run billing for the tasks created based on this template task. A check box that indicates (if selected) that the system should include this template task in any project created by using the associated project template. General Settings Tab This tab includes general information about the template task. General Settings Section Element Approver Default Account Default Subaccount Billing Option The employee who is authorized to approve all task activities for tasks based on this task template. The default account to be used for the task created by using this task template. The default subaccount to be used for the task created by using this task template. The way the task becomes eligible for billing. You can select one of the following options: By Billing Period: The task is available for billing at the end of the billing period specified for the project. On Task Completion: The task can be billed only when it is completed.

71 Projects Form Reference 71 Element On Project Completion: The task is available for billing at the end of the project. Visibility Settings Section Element GL AP AR SO PO TE IN CA CR A check box that indicates whether transactions in the General Ledger module can be associated with tasks created by using this template task. With this check box selected, users can select the task in General Ledger documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Payable module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Accounts Payable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Receivable module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Accounts Receivable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Sales Orders module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Sales Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Purchase Orders module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Purchase Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Time and Expenses module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Time and Expenses documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Inventory module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Inventory documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Cash Management module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Cash Management documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Customer Management module can be associated with tasks created by using this template task. With this check box selected, users can select the task in Customer Management documents, and the release of these documents automatically updates the project data. Budget Tab On the Budget tab of the form, you can specify budgeted amounts for account groups.

72 Projects Form Reference 72 The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Type Account Group Inventory ID Budget Qty. UOM Rate Budget Amount Production A read-only column that displays the type of the selected account group. The group of accounts for which the budgeted amount and actual amounts are specified. The identifier of the stock or non-stock item (for an item required for the task) or <OTHER>. You can select an item from the list of items associated with the accounts of the specified account group and specify the budget for this item. Alternatively, you can specify the budget for all transactions associated with this account group that are not linked to any particular inventory item. A description of the budget line. The quantity of the item or service planned for the task. The unit of measure for the budget line, such as HOUR or BOX. The price of the item or the rate of the service. The total budgeted amount for the budget line. Acumatica ERP automatically calculates the value as the product of the values in the Budget Qty. and Rate columns, but you can override the value in this column by specifying the amount manually. You can specify the budgeted amount only if the task has the In Planning status. A check box that you select for the system to automatically calculate the percent of task completion by using the values in the Revised Qty. and Budget Qty. columns. You can select this check box for only one task budget line in the entire project. In other words, if you select this check box in one line in a task, you cannot select the check box in any other budget line for the current task or for any other task in the project. Recurring Billing Tab By using the Recurring Billing tab, you can implement a regular flat-rate billing model. For instance, you can use this tab in the following scenario: Suppose that the project task stipulates that you provide 100 hours of service to a customer for a flat rate of $500 on monthly basis. When you run billing for the project, $500 is automatically billed to the customer's account, while any extra hours (beyond 100 hours) are charged at a rate based on your billing rules. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Non-Stock Item Item Fee Reset Usage The non-stock item that designates the service or labor that is associated with the task created by using this template task. The description of the service or labor that is associated with the task created by using this template task. The flat price for the service or labor. A check box that indicates whether the system resets the quantity of the service or labor when billing is performed. The quantity of the service or labor is specified in the Included column. If you select this check box, any unused hours of service in the current period are not carried over to the next period. If you clear this check box, Acumatica ERP carries any used amount over to the next period.

73 Projects Form Reference 73 Column Included Min. UOM Used The quantity of the service or labor that is included in billing period. If the quantity of service or labor provided to customer exceeds this value for the current billing period, all extra quantity is charged at the regular rate. The minimum quantity of the service or labor that can be charged. Any quantity that is less than this value is not charged. The unit of measure used for the service or labor. The quantity of the service or labor that was used during the billing period. Attributes Tab By using the Attributes tab, you can specify attributes for this template task. The attributes on this tab are those with the Task type on the Attributes (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Attribute ID Required Value The attribute ID. A check box that you select to indicate that this is a mandatory attribute. The value of the attribute for this template task. Project Templates Form ID: (PM ) By using this form, you can create project templates, which you can use later to create projects with settings that are typically used. On this form, you can do the following: Add new project templates, either from scratch or by using an existing project View the settings of existing templates Modify existing project templates Delete existing project templates Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area You use the elements in this area to add a new project template, or to select an existing project template and view its details. Element Template ID Status The unique identifier for the project template. The structure of this identifier is defined by the PROJECT segmented key, which was configured using the Segmented Keys (CS ) form. The status of the project template. You can select one of the following options: Active: The project template is active and can be used for creating projects. On Hold: The template is inactive and cannot be used to create projects.

74 Projects Form Reference 74 Element A detailed description of the template. General Info Tab You use this tab to provide details for the project template. General Settings Section Element Project Manager Restrict Employees Restrict Equipment The person who is responsible for managing the project and authorized to approve the project task and task activities (for projects based on this template). A check box that you select to allow time cards to be associated with the current project only if the employee is listed on the Employees tab. A check box that you select to restrict equipment time cards that can be associated with the current project: If you select the check box, time cards can be included only if the specified equipment is listed on the Equipment tab. Defaults Section Element Default Account Default Subaccount Default Accrual Account Default Accrual Sub. The account to be used in allocation rules as one of the sources of possible accounts for the transactions for projects based on this template. The subaccount to be used in allocation rules as one of the sources of possible segment values for subaccounts to be used in project transactions for projects based on this template. The optional account to be used as the debit account (instead of the expense accrual account associated with the Labor non-stock item) in transactions generated based on time cards for projects based on this template. The subaccount to be used as the debit subaccount (instead of the expense accrual subaccount associated with the labor non-stock item) in transactions generated based on time cards for projects based on this template. Billing Settings Section Element Allocation Rule Billing Rule Rate Table Billing Period The rule that Acumatica ERP uses to run the allocation of transactions for the projects created using this template. The rule that Acumatica ERP uses to run billing for the projects created by using this template. The rate table to be used for pricing. The frequency of billing in the projects based on this template, which can be one of the following options: Week: Billing occurs once a week. Month: Billing occurs once a month. Quarter: Billing occurs once a quarter.

75 Projects Form Reference 75 Element Year: Billing occurs once a year. Statement-Based: Billing occurs once in the statement period. On Demand: Billing is performed when it is needed. Automatically Release AR Documents A check box that indicates whether the system will automatically release invoice documents after billing is complete in Projects for the projects based on this template. Visibility Settings Section Option GL AP AR SO PO TE IN CA CR A check box that indicates whether transactions in the General Ledger module can be associated with the project based on this template. If you select this check box, users can select the project in General Ledger documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Accounts Payable module can be associated with the project based on this template. If you select this check box, users can select the project in Accounts Payable documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Accounts Receivable module can be associated with the project based on this template. If you select this check box, users can select the project in Accounts Receivable documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Sales Orders module can be associated with the project based on this template. If you select this check box, users can select the project in Sales Orders documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Purchase Orders module can be associated with the project based on this template. If you select this check box, users can select the project in Purchase Orders documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Time and Expenses module can be associated with the project based on this template. If you select this check box, users can select the project in Time and Expenses documents, and the release of these documents will automatically update the project data. A check box that indicates whether transactions in the Inventory module can be associated with the project based on this template. If you select this check box, users can select the project in Inventory documents, and the release of these documents will automatically update the project data. A check box you select to integrate the Cash Management module with projects in the Projects module. If you select this option, users can select the associated project and task when they enter a document in the Cash Management module. A check box you select to integrate the Customer Management module with projects in the Projects module. If you select this option, users can select the associated project and task when they enter a document in the Customer Management module.

76 Projects Form Reference 76 Tasks Tab You use the Tasks tab to view, add, modify, and delete the tasks that are typical for the projects you will create by using this template. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Task Opens the Project Template Tasks (PM ) form, where you can view or modify the settings of the project template task. Table Columns Column Task ID Automatically Include in Project Rate Table Allocation Rule Billing Rule Billing Option Approver Default Account Default Subaccount The task associated with the project template. The description of the task. A check box that you select to cause this task to be included in every project created by using this template. The rate table to be used for pricing. The rule that is used to run allocation for the task. The billing rule that is used to run billing for this project. The option that defines how the project task should be billed, which can be one of the following options: By Billing Period, On Task Completion, or On Project Completion. The employee who is responsible for approving the activities for the task. The default account to be used for this project task created using this template. The default subaccount to be used for this project task created using this template. Employees Tab By using the Employees tab, you can view, add, modify, and delete the employees for the projects you will create by using this template. Upper Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Employee ID Employee Name Department The identifier of the employee who will be assigned to the project created by using this template. The name of the employee who will be assigned to any project created by using this project template. The department of the employee who will be assigned to the project created by using this template.

77 Projects Form Reference 77 Column Position The position of the employee who will be assigned to the project created by using this template. Overrides Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Earning Type Labor Item Default Price The earning type that determines how the labor of this employee is costed in projects based on this template. You can create a new earning type by using the Earning Types (EP ) form. The description of the earning type. The labor-type non-stock item used to account for the labor effort of the employee in projects based on this template. The price associated with the labor item by default. Equipment Tab On the Equipment tab, you can view, add, modify, and delete the equipment for the projects you will create by using this template. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Active Equipment ID Run Rate Item Run Rate Setup Rate Item Setup Rate Suspend Rate Item Suspend Rate A check box that indicates whether the equipment is actively involved with the project. If this check box is cleared, the equipment remains assigned to the project, but you cannot post transactions involving this equipment. The identifier of the equipment. A detailed description of the equipment. The run-rate item to be used to account for the run time of the equipment in projects based on this template. The default rate of running the equipment for projects based on this template; you can edit the value. The rate item to be used to account for the time required to set up or launch the equipment for projects based on this template. The rate to be used to set up and launch the equipment for projects based on this template; you can edit the value. The rate item to be used to account for the equipment in suspend mode in projects based on this template. The rate to be used for the equipment in suspend mode in projects based on this template. You can edit the default value. Account Task Mapping Tab This tab is used to map the accounts that may appear in the transactions automatically added to the transactions generated by the system for specific documents related to the projects based on this template for instance, the system can add a freight transaction for an Accounts Receivable invoice. When users will be creating documents associated with the projects based on this template, they will

78 Projects Form Reference 78 specify project tasks for each transaction, but for transactions automatically added by the system later, there will be no association with projects, and this may cause an error. You should provide mapping for the accounts that may be used in the transactions automatically added by the system. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Account Default Task The General Ledger account that may appear in a transaction automatically added by the system to the documents associated with the projects based on this template. The task to be associated with the account that may appear in a transaction automatically generated by Acumatica ERP. Project Transactions Form ID: (PM ) By using this form, you can view particular transactions associated with projects created in the Projects module or other modules, review all the transaction details, and release the transaction or reverse the allocation that generated this transaction. Also, you can use this form to create new simple transactions for instance, when you are testing new allocation rules. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Release Releases the currently selected transaction y. Reverse Allocation Creates a new transaction that reverses (offsets) the currently selected transaction. Summary Area You use the elements in this area, described in the following table, to create a new transaction or select an existing transaction for viewing its details. Element Module Ref. Number Status The module where the transactions have originated. Select a module from the drop-down list, which includes the Projects module and all the modules for which the visibility option is selected on the Projects Preferences (PM ) form. The reference number of the transaction, which the system automatically assigns by using the numbering sequence specified on the Projects Preferences form. The transaction status. The following statuses are possible: Balanced: The transaction is fully balanced and available for release. Released: The transaction has been released. The description provided for the transaction.

79 Projects Form Reference 79 Element Orig. Doc. Type The type of the document the transaction is based on, which is one of the following values: Allocation: The transaction was generated as a result of an allocation procedure. Timecard: The transaction was generated as a result of a time card entry procedure. Case: The transaction was generated as a result of a case being processed. Expense Claim: The transaction was generated as a result of an expense claim being processed. Allocation Reversal: The transaction was generated as a result of an allocation reversal. Reversal: The transaction was generated as a result of the reversal of another transaction. Credit Memo: The transaction was generated as a result of a credit memo being processed. Orig. Doc. Nbr. Total Qty. Total Billable Qty. Total Amount The reference number of the underlying document for the transaction. The total quantity of items in the transactions listed in the table. The total billable quantity for the transactions listed in the table. The total amount for the transactions listed in the table. Table By using this table, you can provide details for a new transaction or view the details of an existing transaction. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Branch Project Project Task Account Group Employee Customer/ Vendor Location The branch in which the transaction was created. The project associated with the transaction. The project task associated with the transaction. The account group of the debit side account of the transaction. The employee associated with the transaction, such as the employee who worked on the project for the customer. The name of the vendor (if the transaction originated in the Accounts Payable module) or customer (if the transaction originated in another module). The location of the customer or vendor. This column is available only if the Business Account Locations feature is enabled on the Enable/Disable Features (CS ) form.

80 Projects Form Reference 80 Column Inventory ID UOM Qty. Billable Billable Qty. Unit Rate Amount Debit Account Debit Subaccount Credit Account Credit Subaccount Date Fin. Period Batch No. Earning Type Multiplier Use Billable Qty. in Amount Formula Allocated Released The identifier of the stock or non-stock item associated with the transaction. The inventory item is the source of expense accounts used for posting the transaction. The description provided for the transaction. The unit of measure used to estimate the quantity for the transaction, such as HOUR or BOX. The quantity for the transaction, such as the number of service hours provided to the customer. A check box indicating whether the transaction is used in calculating the amount charged to the customer for the project task. The quantity that is used for billing the customer. For instance, you can invoice the customer based on the hours of service you have provided to the customer. The price of the item or the rate of the service. In the case of a labor item, the employee's hourly rate is used as the unit rate. The amount of the transaction. For released transactions, the account the transaction debited when it was released; for unreleased transactions, the account the transaction debits if it is released (mainly for the transactions that originate in the Projects module). For released transactions, the subaccount the transaction debited when it was released; for unreleased transactions, the subaccount the transaction debits if it is released. For released transactions, the account the transaction credited when it was released; for unreleased transactions, the account the transaction credits if it is released. For released transactions, the subaccount the transaction credited when it was released; for unreleased transactions, the subaccount the transaction credits if it is released. The date the transaction was created. The financial period associated with the transaction. The batch number of the transaction in the General Ledger module. The earning type specified for the transaction to calculate the labor cost. For more information about earning types, see Time Activities. The multiplier by which the unit rate is multiplied when the labor cost is calculated. The multiplier can differ from 1 only for earning types marked as overtime. A check box that you select so that the system uses the billable quantity (the Billable Qty. column) instead of the overall quantity (the Qty. column) of the transaction when calculating the amount of transaction. A check box that indicates whether the amounts of the transactions were allocated for the project. The transaction amount is allocated if this check box is selected; otherwise, the transaction amount is not allocated. A check box indicating whether the transaction has been released.

81 Projects Form Reference 81 Project Transactions Form ID: (PM ) On this form, you can view the list of transactions associated with a particular project. You can filter the list of transactions by using selection criteria. For instance, you can display only transactions associated with a specific account group, project task, inventory item, employee, or date or any combination of these criteria. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area You use the elements in this area to select transactions for display in the table. Element Project Account Group Project Task Inventory ID From To Employee Show Only Allocation The identifier of the project whose transactions you want to view. The account group for which you want to view transactions. If you want to see transactions associated with all account groups, leave this box blank. The project task for which you want to view transactions. If you want to see transactions associated with all tasks, leave this box blank. The inventory item for which you want to view transactions. If you want to see transactions associated with all items, leave this box blank. The starting date of the range for which you want to view transactions. If you want to see transactions for all dates, leave this box (and To) blank. The ending date of the range for which you want to view transactions. If you want to see transactions for all dates, leave this box (and From) blank. The employee for which you want to view transactions. If you want to see transactions associated with all employees, leave this box blank. A check box that you select to view only allocation transactions; any source transactions are not listed in the table. If you clear this check box, the table displays all transactions, including source transactions and allocation transactions. Table In the table, you can view the transactions that meet your selection criteria. This list includes two types of transactions associated with the project: Transactions created and not yet released in the Projects module Transactions released in all modules Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Document Opens the Project Transactions (PM ) form, where you can view the details of the selected transaction.

82 Projects Form Reference 82 Table Columns Column Branch Module Ref. Number Project Task Date Inventory ID UOM Qty. Billable Billable Qty. Unit Rate Amount Customer/ Vendor Employee Debit Account Group Debit Account Debit Subaccount Credit Account Group Credit Account Credit Subaccount Batch No. The branch in which the transaction was created. The module where this transaction was created or released. The identifier of the transaction in Acumatica ERP. The project task associated with the transaction. The date the transaction was created. The detailed description provided for the transaction. The identifier of the stock or non-stock item associated with the transaction. The unit of measure used for the transaction, such as HOUR or BOX. The quantity for the transaction, such as the number of service hours provided to the customer. A check box that means (if selected) that the transaction is used to calculate the amount that will be charged to the customer. If this check box is not selected, the transaction does not affect the billing for the project. The quantity that is used for billing the customer. For instance, you can bill the customer based on the hours of service that your employees have provided to the customer. The price of the item or the rate of the service. The amount of the transaction. The name of the vendor (if the transaction originated in the Accounts Payable module) or customer (if the transaction originated in another module). The employee associated with the transaction, such as the employee who provided the labor or service to the customer. The account group of the account to be debited in this transaction. For a released transaction, the account the transaction debited when it was released, and for an unreleased transaction, the account the transaction will debit if it is released. For a released transaction, the subaccount the transaction debited when it was released, and for an unreleased transaction, the subaccount the transaction will debit if it is released. The account group of the account to be credited in this transaction. For a released transaction, the account the transaction credited when it was released, and for an unreleased transaction, the account the transaction will credit when it is released. For a released transaction, the subaccount the transaction credited when it was released, and for an unreleased transaction, the subaccount the transaction will credit if it is released. The reference number of the batch generated for the transaction in the General Ledger module.

83 Projects Form Reference 83 Column Earning Type Multiplier Released Allocated Allocation Ref. Number Billed Orig. Doc. Type Orig. Doc. Nbr. Invoice Ref. Number The earning time specified for the transaction to calculate the labor cost. The multiplier to be used with the earning time to calculate the labor cost. A check box that indicates (if selected) that the transaction has been released. If the check box is cleared, the transaction has not been released. A check box that indicates (if selected) that the transaction has been allocated as either an underlying (source) transaction or an allocation transaction. If this check box is cleared, no allocation transaction has been yet generated for the transaction. The reference number of the allocation performed for the transaction. A check box that indicates (if selected) that billing transactions have been already generated for this transaction. If this check box is cleared, this transaction did not yet spawn billing transactions. The type of the document that spawned the transaction. In other words, this transaction has been generated during the release of a document of the type specified in this column, such as Allocation Time card, Case, Expense Claim, Allocation Reversal, Reversal, or Credit Memo. The number of the document that spawned the transaction. That is, this transaction has been generated during the release of a document with the number specified in this column. The reference number of the invoice generated when the transaction was used in billing. Projects Form ID: (PM ) By using this form, you can do the following: Create new projects, either from scratch or by using project templates View and modify the settings of existing projects Delete existing projects Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Form-Specific Buttons Button Actions Provides the following menu commands, which you can click to invoke actions: Approve: Changes the status of the project from Pending Approval to Active. This action is available if the Approval Workflow feature is enabled on the Enable/Disable Features (CS ) form and project approval is configured.

84 Projects Form Reference 84 Button Reject: Changes the status of the project from Pending Approval to Rejected. This action is available if the Approval Workflow feature is enabled on the Enable/Disable Features form and project approval is configured. Run Project Billing: Initiates billing for the currently selected project. You can run billing for an active project that has a customer specified (that is, it is not an internal project). Create Template: Opens the Project Templates (PM ) form with a new project template that the system populates with the settings of the currently selected project. You can save these settings to reuse the project template. Auto-Budget: Calculates the projected revenue and adds it to the Balances tab as a separate line. This action is available only when the project has the In Planning status. For the calculation to be accurate, the project must be properly configured, with the necessary account groups and allocation rules created, and the projected budget for expenses must be specified. For more information on tracking future revenues, see Labor and Revenue Allocation. Change ID: Opens the Specify New ID dialog box, where you can specify a new ID for the project. Specify New ID Dialog Box You use this dialog box to enter a new ID for the selected project. The dialog box includes the elements described in the following table. Element Project ID The new identifier of the project. This dialog box has the following button. OK Changes the project ID to the one you specified, and closes the dialog box. Summary Area You can use the elements in this area to add a new project or to select an existing project and view its details. Element Project ID Customer Template ID The unique identifier for the project. The structure of this identifier is defined by the PROJECT segmented key, whose configuration is defined on the Segmented Keys (CS ) form. The customer for the project if this project is external. The value in this box will be used in all invoices generated when you run the billing procedure for the project. If you leave this box empty, the project is considered internal and you will not be able to run billing for it. The template used for creating this project, if applicable. The description of the project.

85 Projects Form Reference 85 Element Hold Status A check box that you select to indicate that the project should have the In Planning status. When you clear the check box, the system gives the project the Pending Approval status if approval of projects is configured in your system, or the Active status if no approval is required. The status of the project, which can be one of the following options: In Planning: This status, which is automatically assigned to any new project with the Hold check box selected, reflects that the project is a draft and is not available for selection on data entry forms. Pending Approval: This status is assigned to the project once it has been taken off hold (that is, when the Hold check box has been cleared for the project). On the Approvals (EP ) form, a project with this status is visible to the employee who has been assigned to approve the project. If the project is approved, it gets the Active status; if the project is rejected, its status changes to Rejected. This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and project approval is configured. Rejected: The system assigns this status to the project if the employee who was assigned to approve the project has rejected it. This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and project approval is configured. Active: This status indicates that the project can be associated with documents and activities on data entry forms in the modules integrated with the Projects module. If approval of projects is not required in your system, you can select this status to reflect that the project is active. If approval is required, the system assigns this status to the project upon approval. Completed: You assign this status to the project when all tasks for the project have been completed. Suspended: You assign this status to the project to suspend all activities on the project. A suspended project can be activated again or canceled. Canceled: You assign this status to the project to stop the project before its completion. A canceled project can be activated again. Assets Liabilities Income Expenses The actual assets for the project. The actual liabilities for the project. The income expected from the project. The total of the current expenses incurred by the project. General Info Tab This tab includes general information about the project, including its start and end dates, currency, billing requirements, and visibility settings.

86 Projects Form Reference 86 General Settings Section Element Start Date End Date Project Manager Restrict Employees Restrict Equipment The date when the project starts. The date when the project is expected to end. The person who is responsible for managing the project and authorized to approve the project task and task activities. A check box that indicates (if selected) that only the employees listed on the Employees tab of this form can create activities and documents associated with the current project. These capabilities include creating activities on the Activity History tab of this form, time cards on the Employee Time Card (EP ) form, and project transactions on the Project Transactions (PM ) form. A check box that indicates (if selected) that equipment time cards can be associated with the current project for only the equipment listed on the Equipment tab of this form. Visibility Settings Section Element GL AP AR SO PO TE IN A check box that indicates whether transactions in the General Ledger module can be associated with the project. If you select this check box, users can select the project in General Ledger documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Payable module can be associated with the project. If you select this check box, users can select the project in Accounts Payable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Accounts Receivable module can be associated with the project. If you select this check box, users can select the project in Accounts Receivable documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Sales Orders module can be associated with the project. If you select this check box, users can select the project in Sales Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Purchase Orders module can be associated with the project. If you select this check box, users can select the project in Purchase Orders documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Time and Expenses module can be associated with the project. If you select this check box, users can select the project in Time and Expenses documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Inventory module can be associated with the project. If you select this check box, users can select the project in Inventory documents, and the release of these documents automatically updates the project data.

87 Projects Form Reference 87 Element CA CR A check box that indicates whether transactions in the Cash Management module can be associated with the project. If you select this check box, users can select the project in Cash Management documents, and the release of these documents automatically updates the project data. A check box that indicates whether transactions in the Customer Management module can be associated with the project. If you select this check box, users can select the project in Customer Management documents, and the release of these documents automatically updates the project data. Defaults Section Element Default Account Default Subaccount Default Accrual Account Default Accrual Sub. The default account to be used in project transactions for the project; also, this account is used as the expense account in project transactions if the Project option is selected in the Expense Account Source box on the Projects Preferences (PM ) form. The default subaccount to be used in project transactions for the project; also, this subaccount is used as a source of segment values for the expense subaccount (to be used for this project's transactions) for the segments with the P (Project) option selected in the Expense Sub. Source box on the Projects Preferences form. The default accrual account to be used in project transactions for the project; also, this account is used as the default expense accrual account for transactions if the Project Accrual option is selected in the Expense Accrual Account Source box on the Projects Preferences form. The default accrual subaccount to be used in project transactions for the project; also, this subaccount is used as a source of segment values for the expense accrual subaccount (to be used for this project's transactions) for the segments with the P (Project) option selected in the Expense Accrual Sub. Source box on the Projects Preferences form. Billing Settings Section Element Billing Period The frequency of billing, which can be one of the following options: Week: Billing occurs once a week. Month: Billing occurs once a month. Quarter: Billing occurs once a quarter. Year: Billing occurs once a year. Statement-Based: Billing occurs once per statement period. On Demand: Billing can be performed at any time. For projects with the Active status, the Billing Period box is read-only. Next Billing Date The date for which the next billing is scheduled for the project. A value in this box is displayed only for active projects.

88 Projects Form Reference 88 Element Last Billing Date Customer Location Allocation Rule Billing Rule Rate Table Run Allocation on PM Transaction Release Automatically Release AR Documents The date when the latest billing was performed for the project. A value in this box is displayed only for active projects. The location of the project's customer. The rule that Acumatica ERP uses to run allocations for the project. The rule that Acumatica ERP uses to run billing for the project. The rate table to be used with the allocation rules, if applicable. A check box that indicates (if selected) that allocation is run automatically during the release of the documents associated with this project. A check box that indicates (if selected) that invoice documents are released automatically after the project billing is completed. Tasks Tab On this tab, you can view and modify project tasks, delete project tasks, and add new tasks to the project, either from scratch or by using templates. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Table Toolbar Button View Task Add Common Tasks Opens the Project Tasks (PM ) form in a pop-up window so you can view the details of the selected task. Opens the Add Tasks dialog box, which you can use to add a common task or a task associated with the template this project is based on. For more information about common and template tasks, see Templates for Projects and Tasks. Table Columns Column Task ID Location Rate Table Allocation Rule Billing Rule Status The identifier of the task. A description of the task. The customer location that is associated with the task. The rate table to be used in the allocation rules, if applicable. The rule that Acumatica ERP uses to run allocations for the task. The rule that Acumatica ERP uses to run billing for the task. The status of the task, which can be one of the following: In Planning: The task is a draft and is not available for selection on data entry forms. This status is automatically assigned to any new task.

89 Projects Form Reference 89 Column Active: The task is active and can be selected on data entry forms. Canceled: Task execution has been stopped before task completion. A canceled task can be activated again. Completed: The task has been completed. Completed (%) The percentage of the work on the task that has been completed, which is determined as follows: If the Manual option is selected in the Completion Calculation Method box on the General Settings tab of the Project Tasks (PM ) form, entered manually by a user. If the Budgeted Quantity option is selected in the Completion Calculation Method box, calculated automatically as the actual quantity divided by the budget quantity for the cost line that has the check box in the Production column selected on the Budget tab. If the Budgeted Amount option is selected in the Completion Calculation Method box, calculated automatically as the total actual amount divided by the total budgeted amount for cost lines that have the check boxes in the Production column selected. Planned Start Planned End Start Date End Date Approver Billing Option The date when the task is expected to start. The date when the task is expected to end. The date when the task was actually started. The date when the task actually ended. The employee who is authorized to approve the time activities related to the task. The way the task becomes eligible for billing, which can be one of the following: By Billing Period: The task is available for billing at the end of the billing period specified for the project. On Task Completion: The task can be billed only when it is completed. On Project Completion: The task is available for billing when the project is completed. Default Account Asset Liability Income Expense The account to be used by default for transactions related to the task. The total assets for the task. The total liability for the task. The total for the current income received from the task. The total for the current expenses incurred by the task. Add Tasks Dialog Box The table toolbar in the dialog box includes only standard buttons. For the list of standard buttons, see Tables. Column Included A check box that you select for the tasks that you want to add to the project.

90 Projects Form Reference 90 Column Task ID Approver The identifier of the task. The description of the task. The employee assigned to approve time activities associated with the task. The dialog box contains the following buttons. Add Common Tasks Cancel Adds the common tasks that you have selected to the current project and closes the dialog box. Closes the dialog box without adding any tasks to the current project. Balances Tab You use this tab to view the budget broken down by account groups. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Table Toolbar Button View Details Opens the Project Budget (PM ) form in a pop-up window so you can view the detailed balance for the selected account group with respect to the current project. Table Columns Column Account Group Original Budgeted Amount Current Budgeted Amount Actual Amount Performance (%) The group of accounts for which the actual and budgeted amounts are specified. The description of the account group. The amount budgeted for the project with respect to this account group. The revised budgeted amount for the project with respect to this account group. The actual amount spent on the project with respect to this account group. The project completion measure, estimated as the ratio (expressed as a percentage) of the actual amount to the revised budgeted amount. Employees Tab The tab contains a list of the employees assigned to the project and the relevant details about each employee. If the Restrict Employees check box is selected for the project on the General Info tab of this form, only the listed employees can create activities and documents associated with the current project, which includes creating activities on the Activity History tab of this form, time cards on the Employee Time Card (EP ) form, or project transactions on the Project Transactions (PM ) form.

91 Projects Form Reference 91 Upper Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Employee ID Employee Name Department Position The identifier of the employee assigned to the project. The name of the employee assigned to the project. The department of the employee. The employee's position in the company. Overrides Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Earning Type Labor Item Default Price The earning type that determines the labor cost of this employee with respect to the current project. You can create a new earning type by using the Earning Types (EP ) form. The description of the earning type. The non-stock item of the Labor type used to account for the labor effort of the employee for this project. The price associated with the labor item by default. Equipment Tab On this tab, you can view, modify, and delete the equipment assigned to the project. You can also add new equipment to the project. The default values for rate items and rates are specified for the equipment on the Equipment (EP ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Active Equipment ID Run-Rate Item Run Rate Setup-Rate Item Setup Rate Suspend-Rate Item A check box that indicates (if selected) that the equipment is actively involved with the project. If this check box is cleared, the equipment remains assigned to the project, but you cannot post transactions that involve this equipment. The identifier of the equipment. A detailed description of the equipment. The run-rate item to be used to account for the run time of the equipment in this project. The default rate of running the equipment for this project. You can edit this value. The rate item to be used to account for the time required to set up or launch the equipment for this project. The rate to be used to set up and launch the equipment for the project; you can edit this value. The rate item to be used to account for the equipment in suspend mode in this project.

92 Projects Form Reference 92 Column Suspend Rate The rate to be used for the equipment in suspend mode in this project. You can edit the default value. Activity History Tab This tab displays the list of the activities that are associated with the project. If the Restrict Employees check box is selected for the project on the General Info tab of this form, only the employees listed on the Employees tab of this form can add activities to the project. Activities cannot be added to a project with the Completed status. If activities have been added to a project that has the In Planning status, any related transactions cannot be released until the project status is set to Active. Acumatica ERP provides you with a list of predefined activity types; you can add new activity types by using the Activity Types (CR ) form. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Tables. The table-specific buttons are listed below. : In addition to the columns described below, the tab includes columns (labeled with icons) that you can use to attach notes and files to the activity and to check what priority level is specified for the activity, whether the activity is completed, and whether any reminders are associated with the activity. Table Toolbar Button Add Task Add Event Add Add Activity Opens the Task (CR ) form in a pop-up window; you can use the form to create a new task associated with the project. Opens the Event (CR ) form in a pop-up window; you can use the form to create a new event associated with the project. Opens the Activity (CR ) form in a pop-up window; you can use the form to create and send an associated with the project. Includes the following predefined menu commands: Add Chat: Opens the Activity (CR ) form, which you can use to create a new activity with the Chat type, in a pop-up window. Add Appointment: Opens the Activity form, which you can use to create a new activity with the Appointment type, in a pop-up window. Add Message: Opens the Activity form, which you can use to create a new activity with the Message type, in a pop-up window. Add Note: Opens the Activity form, which you can use to create an activity with the Note type, in a pop-up window. Add Phone Call: Opens the Activity form, which you can use to create a new activity with the Phone Call type, in a pop-up window. Add Response: Opens the Activity form, which you can use to create a new activity with the Response type, in a pop-up window. Add Work Item: Opens the Activity form, which you can use to create a new activity with the Work Item type, in a pop-up window. : To change the list of menu commands, you can add or remove activity types by using the Activity Types (CR ) form.

93 Projects Form Reference 93 Table Columns Column Type Summary Status Start Date Category Billable Time Spent Overtime Billable Time The type of the activity, which can be one of the following: Event, Task, , or any activity type defined on the Activity Types form. The description provided for the activity. Click the link in this column for a specific activity to open the activity in a pop-up window. The status of the activity. The start date and time of the activity. The category of the activity. A check box that indicates (if selected) that the time spent on the activity is billable. The total time spent on the activity. The time in excess of normal work hours spent on the activity. The number of billable hours spent on the activity. Billable Overtime The billable time in excess of normal work hours spent on the activity. Workgroup Owner The workgroup to which the activity is assigned. The employee to whom the activity is assigned. Attributes Tab On the Attributes tab, you can view, add, change, or delete attribute values for the project. The project-related attributes are selected on the Attributes (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Attribute Required Value The attribute used for the project. A check box that indicates (if selected) that this attribute is required for the project. The value of the attribute for the project. Account Task Mapping Tab When you create a document, you specify a project task for each transaction where it is applicable. However, no project task is specified for an automatically added transaction (such as a freight transaction added to an Accounts Receivable invoice), which causes an error. You use the Account Task Mapping tab to map project tasks to the accounts that may be used in transactions automatically added to documents. If the same mapping should be used for multiple similar projects, you specify the corresponding rules by using the Project Templates (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Account The General Ledger account that may appear in a transaction that is automatically added by the system to the documents associated with this project.

94 Projects Form Reference 94 Column Default Task The task of this project to be associated with the account. Invoices Tab This tab lists all the invoices generated during various stages of the project execution. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Tables. The table-specific buttons are listed below. Table Toolbar Button View Invoice Opens the Invoices and Memos (AR ) form, where you can view the details of the selected invoice. Table Columns Column Type Reference Nbr. Date Post Period Amount Balance Cash Discount Cash Discount Balance The type of the document related to the project, which is usually Invoice. The reference number of the document. The description provided for the document. The date of the document. The post period of the document. The amount of the document. The unpaid amount of the document. The amount of the cash discount available for the document (if applicable). The balance of the cash discount if the customer used only part of the discount (if applicable). Approval Details Tab This tab, which is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS ) form, displays information about the project approval history. The project is automatically assigned for approval when taken off hold, in accordance with the approval map specified on the Projects Preferences (PM ) form; if no map is specified on that form, projects do not require approval. Authorized users approve or reject projects by using the Approvals (EP ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Workgroup Approver Approver Name Approved By The workgroup assigned to approve the project. The employee ID of the person in the specified workgroup who is authorized to approve the project. The name of the person in the specified workgroup who is authorized to approve the project. The employee ID of the person who actually approved the project.

95 Projects Form Reference 95 Column Approved By Name Date Status The name of the employee in the specified workgroup who actually approved the project. The date when the project was approved. The status of the document after the approver was assigned or the approval was performed. Projects Preferences Form ID: (PM ) You use this form to initialize the Projects module and establish appropriate project management settings. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. General Settings Section This section holds the general settings of the Projects module. Element Transaction Numbering Sequence Batch Numbering Sequence Non-Project Code Project Approval Map Pending Approval Notification The numbering sequence the system uses to automatically assign reference numbers to project-related transactions. The numbering sequence the system uses to assign reference numbers to project-related batches. The code (Project ID) to be used to indicate that a specific transaction or task is not related to any project. When the Projects module is integrated with other modules, the data entry forms in those modules include the mandatory Project column, where the user must specify the project associated with the transaction. The user must enter the non-project code specified here when the transaction is not associated with any project. The default value is X. The map to be used to assign projects to employees for approval. If no value is specified in the box, approval is not required. An approval map can be created by using the Assignment and Approval Maps (EP ) form. This box is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS ) form. For more information, see Approval of Projects and Project-Related Activities. The notification template that the system uses to generate notification s for employees who approve projects. An employee receives a notification about pending approval when a project requires approval from this employee. For more information, see Centralized Approval.

96 Projects Form Reference 96 Element Billing Cut-off Date An option that is used to automatically select transactions for billing by the billing date specified in the Invoice Date box on the Run Project Billing (PM ) form: Include Trans. created on billing date: To include all unbilled transactions with earlier dates and with the date of the invoice Exclude Trans. created on billing date: To include all unbilled transactions with dates that are earlier than the date of the invoice Automatically Post on Release Automatically Release Allocations A check box that determines whether Projects transactions will be automatically posted to General Ledger once they are released. A check box that indicates whether Projects allocation transactions will be automatically released immediately after they are generated. If you don't select this check box, you will be able to release the Projects allocation transactions manually by using the Release Transactions (PM ) form. Visibility Settings Section By using the check boxes in this section, you can select the modules you will integrate with the Projects module. Element GL AP AR SO PO TE IN CA CR A check box you select to integrate the General Ledger module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the General Ledger module. A check box you select to integrate the Accounts Payable module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the Accounts Payable module. A check box you select to integrate the Accounts Receivable module with projects in the Projects module. If you select this option, users can select the associated project and task when they enter a document in the Accounts Receivable module. A check box you select to integrate the Sales Orders module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the Sales Orders module. A check box you select to integrate the Purchase Orders module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the Purchase Orders module. A check box you select to integrate the Time and Expenses module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the Time and Expenses module. A check box you select to integrate the Inventory module with projects in the Projects module. If you select this option, users can select the associated project and task when they enter a document in the Inventory module. A check box you select to integrate the Cash Management module with projects in the Projects module. If you select this option, users can specify the associated project and task when they enter a document in the Cash Management module. A check box you select to integrate the Customer Management module with projects in the Projects module. If you select this option, users can specify

97 Projects Form Reference 97 Element the associated project and task when they enter a document in the Customer Management module. Account Settings Section These elements define the rules for selecting the expense account and expense subaccount to be used in transactions generated in the Projects module on release of time cards. Element Expense Account Source The source of the account for the debit side of the Projects transactions: The following options are available: Labor Item: Select this option to have the system use in Projects transactions the default account associated with the labor item specified on the time card. For labor items, the default expense account is specified in the Expense Account box on GL Accounts tab of #unique_13 form. Project: Select this option to have the system use in Projects transactions the default account associated with the underlying project and specified in the Default Account box on General Info tab of Projects form. Task: Select this option to have the system use in Projects transactions the default account associated with the underlying task and specified in the Default Account box on General Settings tab of Project Tasks form. Resource: Select this option to have the system use in Projects transactions the default account associated with the employee. For employees, the default expense account is specified in the Expense Account box on Financial Settings tab of Employees form. Expense Sub. Source The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for Projects transactions. For a segment, the character designating the needed option is repeated as many times as there are characters in the segment. To set up the rule, select a segment, press F3, and select a source of the segment value, which is one of the following options: E: The subaccount associated with the employee specified in the time card. For employees, the default expense subaccount is specified in the Expense Sub. box on Financial Settings tab of Employees form. I: The subaccount associated with the non-stock item (labor item) used in the time card. For labor items, the default expense subaccount is specified in the Expense Sub. box on GL Accounts tab of #unique_13 form. P: The subaccount associated with the project and specified in the Default Sub. box on General Info tab of Projects form. T: The subaccount associated with the project task and specified in the Default Sub. box on General Settings tab of Project Tasks form. This element is available only if the Subaccounts feature is enabled on the Enable/Disable Features (CS ) form. For more details, see Combining Subaccounts. Expense Accrual Account Source The source of the account for the credit side of the Projects transaction to be generated on release of the time cards. The following options are available: Labor Item Accrual: Select this option to use by default in Projects transactions the accrual account associated with the labor item on the time

98 Projects Form Reference 98 Element card. For labor items, this account is specified in the Expense Accrual Account box on GL Accounts tab of #unique_13 form. Project Accrual: Select this option to use in Projects transactions the accrual account associated with the project and specified in the Default Accrual Account box on General Info tab of Projects form. Task Accrual: Select this option to use by default in Projects transactions the default account associated with the task and specified in the Default Accrual Account box on General Settings tab of Project Tasks form. Expense Accrual Sub. Source The subaccount mask that defines the rule of selecting segment values for the expense accrual subaccount to be used for the Projects transactions generated on release of time cards. For a segment, the character designating the needed option is repeated as many times as there are characters in the segment. To set up the rule, select a segment, press F3, and select the source of the segment value, which is one of the following options: E: The default accrual expense subaccount associated with the employee specified in the time card. For employees, the default expense subaccount is specified in the Expense Sub. box on Financial Settings tab of Employees form. I: The default expense accrual subaccount associated with the non-stock item (labor item) used in the time card. For labor items, the default accrual subaccount is specified in the Expense Accrual Sub. box on GL Accounts tab of #unique_13 form. P: The default accrual subaccount associated with the project and specified in the Default Accrual Sub. box on General Info tab of Projects form. T: The default accrual subaccount associated with the project task and specified in the Default Accrual Sub. box on General Settings tab of Project Tasks form. This element is available only if the Subaccounts feature is enabled on the Enable/Disable Features form. For more details, see Combining Subaccounts. Rate Lookup Rules Form ID: (PM ) By using this form, you can specify the sequences in which Acumatica ERP searches the rate in rate tables, as well as the factors that affect rate selection for each sequence. For details on defining rates and rate tables, see Rate Tables: Usage and Configuration Examples and To Configure a Rate Table. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area You use the elements in this area to select a rate table and a specific rate type. You can then view or modify the sequences for the rate table when used with this rate type.

99 Projects Form Reference 99 Element Rate Table Rate Type The rate table for which you want to view or specify sequences. The rate type for which you want to view or specify sequences. By using these rate types, which are defined on the Rate Types (PM ) form, you can use different rates in different steps of allocation rules. Table In this table, you can create sequences that the system will use to find the rate in the rate table. Each sequence specifies the types of factors to which the rate is applicable. You an select specific factors of these types by using the Rate Tables (PM ) form. For instance, if you want to use different rates for different tasks (that is, if the task is a factor), you can select the Project Task check box in a sequence and then use the Rate Tables form to define the rate and specify particular tasks to which this rate is applicable. : Rate application condition is defined as follows: Conditions on each type of factors (such as particular projects, items, employees, or account groups) are joined by OR operators, while conditions on different types of factors are joined by AND operators. For instance, a special rate is valid for tasks 1, 2, and 3 of Project 1 and Project 2 if employee JOHN or JACK is involved. The resulting condition is expressed as follows. ((Project=Project1) OR (Project=Project2)) AND ((Employee=JOHN) OR (Employee=JACK)) AND ((Task=Task1) OR (Task=Task2) OR (Task=Task3)) The sequence number defines the priority of the factors for searching for the rate. The sequences are used for searching in the order of their numbers. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button View Rates Navigates to the Rate Tables (PM ) form, from which you can view and modify the rate for the selected sequence. Table Columns Column Sequence Project Project Task The sequence number. The system automatically generates this number, but you can change it manually. Note that sequences are processed in the order of their numbers. By clicking the arrow next to the Sequence column header you can change the order in which the sequences are displayed from descending to ascending order and back. A description of this sequence. This is a required value. A check box that you use to indicate whether the project is a factor that affects rate selection. If you select this check box, the Rate Tables (PM ) form includes the Projects tab for this sequence; on this tab, you can select the projects to which the rate (specified on the Rate tab of the same form) will be applied. A check box that you use to indicate whether the task is a factor that affects rate selection. If you select this check box, the Rate Tables form includes the Tasks

100 Projects Form Reference 100 Column Account Group Inventory Employee tab for this sequence; on this tab, you can select the tasks to which the rate will be applied. A check box that you use to indicate whether the account group is a factor that affects rate selection. If you select this check box, the Rate Tables form includes the Account Groups tab for this sequence; on this tab, you can select the account groups to which the rate will be applied. A check box that you use to indicate whether the inventory item is a factor that affects rate selection. If you select this check box, the Rate Tables form include the Inventory tab for this sequence; on this tab, you can select the inventory items to which the rate will be applied. A check box that you use to indicate whether the employee is a factor that affects rate selection. If you select this check box, the Rate Tables form includes the Employee tab for this sequence; on this tab, you can select the employees to which the rate (specified on the Rate tab of the same form) will be applied. Rate Types Form ID: (PM ) You use this form to add, view, edit, and delete the rate types that can be used in allocation rules. Rate types define how rates should be selected for specific steps of the allocation rules. For more information, see Rate Tables: Usage and Configuration Examples. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Rate Type The unique identifier for the rate type, which is an alphanumeric string of up to 10 characters. A more detailed description of the rate type. An alphanumeric string of up to 50 characters may be used. Rate Tables Form ID: (PM ) You use this form to add new blank rate tables that can be used in projects for building pricing models. Also, you can delete obsolete rate tables. For more information, see Rate Tables: Usage and Configuration Examples. For details on configuring rate tables, see To Configure a Rate Table. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Table The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

101 Projects Form Reference 101 Column Rate Table The unique identifier for the rate table, which is an alphanumeric string of up to 10 characters. A more detailed description of the rate table. An alphanumeric string of up to 50 characters may be used. Rate Tables Form ID: (PM ) You use this form to specify rates for different sequences of rate tables. For details on using rates, see Rate Tables: Usage and Configuration Examples. For details on configuring rate tables, see To Configure a Rate Table. : Do not confuse the term rate as it applies to rate tables with other rates in Acumatica ERP, such as employee hourly rates or equipment run rates. In the context of rate tables, a rate (denoted is a number that you can use in allocation rules as a multiplier, addend, or constant. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area In this area, you can select a rate table, its sequence, and the applicable price class, so that you can specify particular rates on the Rate tab. Element Rate Table Rate Type Sequence Rate Code The identifier of the rate table, which is initially created on the Rate Tables (PM ) form and is configured on the current form. The rate type for which you want to view (and possibly change) rates. The rate types, which are defined on the Rate Types (PM ) form, are associated with particular steps of the allocation rules. The sequence of the rate table for which you want to view (and possibly change) rates. Sequences are created on the Rate Lookup Rules (PM ) form. The rate code for which you want to define rates. You can create a new rate code by typing its identifier in this box; an alphanumeric string of up to 10 characters can be used. By using multiple rate codes with one sequence, you can specify for this sequence as many different rates (for different sets of particular factors defined by the sequence) as there are rate codes instead of creating a long list of similar sequences. For instance, suppose that you want to use different rates for three projects. You can create three sequences with the Project check box selected and specify a rate for each sequence under one rate code. Alternatively, you can use only one sequence and three rate codes (created on the fly) to define three different rates for these three projects. The description of the rate code. Rate Tab On the Rate tab, you can specify the specific rates to be used to calculate amounts to be billed, as well as the date ranges they are effective. You can specify multiple date ranges for a single rate.

102 Projects Form Reference 102 The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Start Date End Date Rate The start date of the range when the rate is valid. The end date of the range when the rate is valid. The value of the rate for the selected sequence, rate code, and price class. When you run allocations, this value is assigned to variable, which you can use in formulas to calculate the allocation amount, quantity, and other values. The value can be used as a multiplier, a constant, or an addend. Projects Tab You can use the Projects tab to specify the projects for which the particular rate value is applied. This tab appears only if the sequence includes the project as a type of factors; the types of factors are specified on the Rate Lookup Rules (PM ) form. : The rate application condition is defined as follows: Conditions on particular projects, particular items, particular employees, or particular account groups are joined by OR operators, while conditions on different types of factors are joined by AND operators. For instance, a special rate is valid for tasks 1, 2, and 3 of Project 1 and Project 2 if employees JOHN or JACK are involved. The resulting condition is expressed as follows. ((Project=Project1) OR (Project=Project2))AND ((Employee=JOHN) OR (Employee=JACK))AND ((Task=Task1) OR (Task=Task2)OR(Task=Task3)) The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Project The project for which you want to apply the rate specified on the Rate tab. The description of the project, as specified in the project settings. Tasks Tab On this tab, you can specify one or more tasks for which the particular rate value is applied. This tab appears only if the sequence includes the task as a rate factor; rate factors are specified on the Rate Lookup Rules (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Project Task The task for which you want to apply the rate specified on the Rate tab. The description of the project task. Account Groups Tab By using the Account Groups tab, you specify the account groups for which the particular rate value is applied. This tab appears only if the sequence includes the account group as a rate factor; rate factors are specified on the Rate Lookup Rules (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

103 Projects Form Reference 103 Column Account Group The account group for which you want to apply the rate specified on the Rate tab. The description of the account group, as specified in the account group settings. Inventory Tab You can use the Inventory tab to specify the inventory items for which the particular rate value is applied. This tab appears only if the sequence includes the inventory item as a rate factor; rate factors are specified on the Rate Lookup Rules (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Inventory ID The inventory item for which you want to apply the rate specified on the Rate tab. The description of the inventory item, as specified in the inventory item settings. Employee Tab You can use the Employee tab to specify the employees for which the particular rate value is applied. This tab appears only if the sequence includes the employee as a rate factor; rate factors are specified by using the Rate Lookup Rules (PM ) form. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Employee ID Employee Name The employee for which you want to apply the rate specified on the Rate tab. The name of the employee, as specified in the employee account. Release Transactions Form ID: (PM ) By using this form, you can release transactions in the Projects module that are ready to be released (that is, Balanced). The system automatically posts the transactions if the Automatically Post on Release check box is selected on the Projects Preferences (PM ) form. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Table Toolbar. The form-specific buttons are listed below. Form-Specific Buttons Button Release Release All Releases the Projects transactions that you have selected. The transactions are immediately posted on release if the Automatically Post on Release check box is selected on the Projects Preferences (PM ) form. Releases all the Projects transactions available on the list. The transactions may be posted on release, depending on the Automatically Post on Release setting.

104 Projects Form Reference 104 Table This table displays the transactions available for release. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Ref. Number An unlabeled check box that you select to include the transaction if you click Release. The identifier of the transaction, which was automatically assigned when the transaction was generated. Transaction Date The date when the transaction was created. The description of the transaction. Reverse Unbilled Transactions Form ID: (PM ) By using this form, you can reverse transactions that have been allocated but not billed yet. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Form-Specific Buttons Button Process Process All Reverses the unbilled transactions you have selected in the table. Reverses all unbilled transactions listed in the table. Selection Area By making selections in this area, you can narrow the range of transactions displayed in the table below. Element Allocation Rule Customer Class Customer Employee Project The allocation rule for which unbilled transactions will be listed, which you select from the list of available rules. If you do not select any value, the list in the table includes the transactions for all allocation rules. The customer class for which unbilled transactions will be listed. Select a customer class to include in the table only the unbilled transactions associated with the selected class. The customer for which unbilled transactions will be listed. Select a customer to include in the table only the unbilled transactions associated with this customer. The employee for which unbilled transactions will be listed. Select an employee to include in the table only the unbilled transactions associated with the selected employee. The project for which unbilled transactions will be listed. Select a project to include in the table only the unbilled transactions associated with this project.

105 Projects Form Reference 105 Element Project Task Inventory ID From To The project task for which unbilled transactions will be listed. Select a project task to include in the table only the unbilled transactions associated with the selected project task. The inventory ID for which unbilled transactions will be listed. Select the identifier of a stock or non-stock item to include in the table only the unbilled transactions associated with this inventory item. The starting date of the date range for which unbilled transactions will be included in the table. If you do not select this date, the table will include unbilled transactions starting from the first unbilled transaction available in the system. The ending date of the date range for which unbilled transactions will be included in the table. If you do not select this date, the table will include unbilled transactions until the last unbilled transaction available in the system. If you specify neither a From date nor a To date, the table includes all unbilled transactions available in the system. Table The table lists the unbilled transactions that match the criteria you have specified in the Selection area. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Table Toolbar Button View Document Navigates to the Project Transactions (PM ) form, so that you can view the details of the documents for which the selected transaction was generated. Table Columns Column Included Ref. Number Date Fin. Period Project Project Task Customer Class Customer Employee Inventory ID UOM An unlabeled check box that you select to include this transaction if you click Process. The identifier of the transaction in Acumatica ERP. The date the transaction was created. The financial period associated with the transaction. The project associated with the transaction. The project task associated with the transaction. The customer class associated with the transaction. The customer class associated with the transaction. The detailed description provided for the transaction. The identifier of the stock or non-stock item associated with the transaction. The description provided for the transaction. The unit of measure used for the transaction, such as ITEM or BOX.

106 Projects Form Reference 106 Column Qty. Billable Billable Qty. Unit Rate Amount Billing Rule Branch Earning Type Multiplier The quantity for the transaction, such as the number of service hours provided to the customer. A check box that indicates whether the transaction is intended for charging any amounts to the customer. If this check box is not selected, the transaction does not affect the billing for the project. The quantity that is used for billing the customer. For instance, you can bill the customer based on the hours of service you provided to the customer. The price of the item or rate of the service. The amount of the transaction. The billing rule associated with the transaction. The branch in which the transaction was created. The earning time specified for the transaction to calculate the labor cost. The multiplier to be used with the earning time to calculate the labor cost. Run Allocations by Projects Form ID: (PM ) By using this form, you can process all allocations in the Projects module or only selected ones. When you run allocations, Acumatica ERP uses active allocation rules specified on the Billing Rules (PM ) form. For details, see Labor and Revenue Allocation. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Allocate Allocate All Processes the project tasks you have selected and performs allocation of transaction amounts. Processes all listed project tasks and performs allocation of transaction amounts. Selection Area You can use the elements in this area to filter the project tasks for which you might want to run the allocation procedure. Element Allocation Rule ID Project Customer Class The rule for which you will view project tasks. If you do not select any value here, the list in the table will include the project tasks for all allocation rules. The project whose tasks you will view. If you do not select any value here, the list in the table will include all the active project tasks in Acumatica ERP. The customer class for which you want to display data. If you select a value here, the list in the table will include only the active project tasks for the selected customer class.

107 Projects Form Reference 107 Element Customer Posting Date The customer for which you want to display data. If you select a value here, the list in the table will include only the active project tasks for the selected customer. The date to assign all the allocation transactions that will be generated when running the allocation procedure. Date Range Restrictions section From To The start date of the date range for which you want to allocate transactions. The system will allocate only transactions from the date range specified in the Date Range Restrictions section. If you do not select any value here, Acumatica ERP will allocate transactions starting with the oldest allocation transaction in the system. The end date of the date range for which you want to allocate transactions. The system will allocate only transactions from the date range specified in the Date Range Restrictions section. If you do not select any value here, Acumatica ERP will allocate transactions up to the last allocation transaction in the system. Table The table contains the list of projects matching the criteria you have specified in the Selection area. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Project ID Task ID Allocation Rule Customer An unlabeled check box that you can use to select the project for processing. The identifier of the project. The identifier of the project task. The description of the project task. The billing rule associated with the task to be used to generate invoices. The customer associated with the project and the project task. Run Allocations by Tasks Form ID: (PM ) By using this form, you can process all allocations in the Projects module or only selected ones. When you run allocations, Acumatica ERP uses active allocation rules specified on the Billing Rules (PM ) form. For details, see Labor and Revenue Allocation. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Allocate Allocate All Processes the project tasks you have selected and performs allocation of transaction amounts. Processes all listed project tasks and performs allocation of transaction amounts.

108 Projects Form Reference 108 Selection Area You can use the elements in this area to filter the project tasks for which you might want to run the allocation procedure. Element Allocation Rule ID Project Project Task Customer Class Customer Posting Date The allocation rule whose tasks you want to list. If you do not select any value here, the list in the table will include the project tasks for all allocation rules. The project whose tasks you want to list. If you do not select any value here, the list in the table will include all the active project tasks. The particular project task. If you do not select any task, the list in the table will include all the active project tasks. The customer class for which you want to display data. If you select a value here, the list in the table will include only the active project tasks for the selected customer class. The customer for which you want to display data. If you select a value here, the list in the table will include only the active project tasks for the selected customer. The date to assign all the allocation transactions that will be generated when running the allocation procedure. Date Range Restrictions section From To The start of the date range for which you want to allocate transactions. The system will allocate only transactions from the date range specified in the Date Range Restrictions section. If you do not select any value here, the system will allocate transactions starting with the oldest allocation transaction in the system. The end of the date range for which you want to allocate transactions. The system will allocate only transactions from the date range specified in the Date Range Restrictions section. If you do not select any value here, the system will allocate transactions up to the last allocation transaction in the system. Table The table contains the list of projects matching the criteria specified in the Selection area. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Project Task ID Allocation Rule Customer An unlabeled check box that you can use to select the project for processing. The identifier of the project. The identifier of the project task. The description of the project task. The allocation rule associated with the task. This allocation rule will be used for the allocation operation. The customer associated with the project and the project task. Run Project Billing Form ID: (PM )

109 Projects Form Reference 109 You can use this form to perform billing for projects. Invoices are generated for each project and for each customer involved. For more information about billing settings and procedures, see Project Billing. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Bill Bill All Initiates billing processing for the projects you have selected (using the unlabeled check boxes) in the table. Initiates billing processing for all the projects listed in the table. Selection Area By making specifications in this area, you can select the criteria the system uses to list projects that you can bill. Element Invoice Date The date to be specified on the invoices generated during the billing procedure, which serves as a cut-off date for project transactions as follows: If the On Demand option is selected for a project on the Projects (PM ) form, the transactions with dates ranging from the last billing date up to the invoice date are included. No transactions with dates after the invoice date will be included. If any other option is selected, the transactions with dates ranging from the last billing date up to the date before the invoice date are included, that is, no transactions dated on the invoice date and after will be billed. Period to Post Statement Cycle ID Customer Class Customer ID Template ID The financial period for which the invoice transactions will be posted. The statement cycle to which customers to be listed are assigned. For more information about statement cycles, see Statement Cycles. The customer class for which you may want to bill projects. Leave the box blank to view information on all classes. The customer whose projects you may want to bill. Leave the box blank to see information on all customers of the specified class (or all customers of all classes). The project template associated with the projects to be listed. Leave the box blank to view projects based on all templates. Table The table contains the list of projects matching any criteria specified in the Selection area. Only projects with at least one unbilled (but completed) billing period are displayed. If multiple billing periods were not billed for the project, you should run the billing process once for each unbilled period. You can select projects by using the check boxes in the first column. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

110 Projects Form Reference 110 Column Included Project Customer ID Customer Name From To Last Billing Date An unlabeled check box that you can use to include the project in processing if you click Bill. The project by its identifier. The description provided for the project. The ID of the customer associated with the project, if any. The name of the customer. The start date of the billing period that is the first unbilled period for the project. The end date of this billing period. The date when the project was last billed. Tasks by Employee Form ID: (PM ) By using this form, you can make quick inquiries about tasks selected by the employee who was assigned as an approver. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Selection Area By using this area, you can filter tasks by their approver. Element Task Activity Approver An employee that is authorized to approve the tasks to be listed. Table This table displays the list of tasks that match the criteria you specified in the Selection area. The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Table Toolbar Button View Task Opens the Project Tasks (PM ) form with the details of the task currently selected in the table. You can use this form to view or update the task details. Table Columns Column Project ID The identifier of the project associated with the task.

111 Projects Form Reference 111 Column Project Task ID Location Status The description of the project associated with the task. The identifier of the task. The description for the task. The customer location that is associated with the task. The status of the project task, which can be one of the following values: In Planning: This status, which is automatically assigned to a new task, means the task is a draft. This task is not available for selection on data entry forms. Active: This status reflects that the task is active and can be selected on data entry forms. Completed: This status means that the task is completed. Canceled: This task indicates that the execution of the task was stopped before its completion. A canceled task can be reactivated. Completed (%) The actual percent of completion that is determined as follows: Manually entered if the Manual option is selected as the Completion Calculation Method box. Calculated automatically, if the Budgeted Quantity option is selected as the calculation method, as the actual quantity divided by the budgeted quantity for the task cost line with the Production check box selected on the Budget tab. Calculated automatically, if the Budgeted Amount option is selected as the calculation method, as the total actual amount divided by the total budgeted amount for multiple cost lines with the Production check boxes selected. The value is set to 100 once the task is completed. Planned Start Planned End Approver Asset Liability Income Expense The date when the task is planned to start. The date when the task is planned to end. The employee who has been assigned to approve the task and task activities. The total actual asset amount for the task. The total actual liability amount for the task. The total actual income amount for the task. The total actual expense amount for the task. Validate Project Balances Form ID: (PM ) On this form, you can validate the balances of projects. Usually, you will not need this validation, but in rare cases, project balances may not match the total amounts of the underlying transactions. In these

112 Projects Form Reference 112 cases, you need to validate the project balances by having the system recalculate the balances to bring them in line with the information in the underlying transactions. To validate the balances of all projects, click Validate All on the form toolbar. To validate the balances of only particular projects, select the check boxes next to those projects and click Validate. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Validate Validate All Recalculates the balances for the projects you have selected. Recalculates the balances for all listed projects. Selection Area By using the check box in this area, you can indicate to the system that unbilled transactions should be recalculated for the selected projects (or all projects) during the next processing. Element Recalculate Unbilled Summary A check box that indicates (if selected) that all unbilled transactions will be recalculated for the selected projects or for all listed projects after you click Validate or Validate All on the form toolbar. As an example, you may want to recalculate unbilled transactions if you a project that you know is unbilled is missing on the Run Project Billing (PM ) form. Table The table lists all the projects available in the system. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Included Project ID Customer Status Start Date End Date An unlabeled check box that you select to include the project for validation if you click Validate. The identifier of the project. The description of the project. The customer for the project. The status of the project, which can be In Planning, Completed, or Canceled. (Projects that are being planned are not included in this list.) The date when the project was started. The date when the project was completed.

113 Project Reports 113 Project Reports By using the reports of the Projects module, you can get detailed information about projects and tasks. The reports can be generated in multiple formats, including PDF and HTML. Also, you can print the report you generated or send the report by . Some reports generated as PDF may require digital signatures; see Security Policies in Acumatica ERPfor more details. Before you use reports, see Reports for more information. Balance Audit Project Balance (PM ): Lists the project task balance broken down by project income, expense, and asset. Project Profitability (PM ): Lists the projects along with their income, expense, and margin. Projects (PM ): Lists the projects broken down by customers. Project Tasks (PM ): Lists either all the project tasks grouped by customer or only the project tasks for the customer you select. Employee Hours (PM ): Lists the regular and overtime hours, broken down by customer, spent by employees on the selected project. Employee Hours by Project and Task (PM ): Lists the regular and overtime hours, broken down by projects and tasks, spent by the selected employee. Project Transactions (PM ): Lists the project transactions broken down by project and customer. Employee Hours Form ID: (PM ) This report displays the work hours your employees have spent on specific projects. The report records are grouped by task, and for each project, the spent and billable time and overtime are listed. See below for a description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Project ID: The project for which you want to view information. Select a project, or make no selection to request information for all projects. Include Unreleased Activities: A check box you select to include the information of the unreleased activities in the report. Employee Hours by Project and Task Form ID: (PM )

114 Project Reports 114 This report displays the work hours your employees have spent on different project tasks. The report records are grouped by project broken down by project task, and for each project task, the spent and billable time and overtime are listed. See below for a description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameters to select the information to be displayed on the report: Owner: The employee for which you want to view information. Select an employee, or make no selection to request information for all employees. Include Unreleased Activities: Select this check box to include the information of the unreleased activities in the report. Project Balance Form ID: (PM ) This report lists all the account group balances for project tasks (grouped by project) for the financial period you select or all financial periods. The balances are listed along with their projected, revised, and actual quantities and amount. See below for a description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameter to select the information to be displayed on the report: Financial Period: The financial period for which you want to view the balances. If you leave this parameter empty, the report will include all the financial periods. Project Profitability Form ID: (PM ) This report displays profitability for either completed projects or all the projects in the system. The projects are listed along with their customer, project status, income, expense, and profit margin. See below for a description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameter to select the information to be displayed on the report: Include Active Projects: A check box you select to include the information of the active projects in the report. Project Tasks Form ID: (PM )

115 Project Reports 115 This report lists either all the project tasks grouped by customer or only the project tasks for the customer you select. The report provides the list of projects with the breakdown to individual project tasks. The project tasks are listed, along with their description, status, and start date. See below for the description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameter to select the information to be displayed on the report: Customer ID: The customer whose projects and project tasks you want to view. If you leave this parameter empty, the report will include all the projects in the system along with the project tasks; the projects and project tasks will be grouped by customer. Project Transactions Form ID: (PM ) This report lists the project transactions for the project you select. The project transactions are listed along with their key properties. See below for the description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameter to select the information to be displayed on the report: Project: The project whose transactions you want to view. This is a mandatory parameter. Projects Form ID: (PM ) This report lists either all the projects grouped by customer or only the projects for the customer you select. The projects are listed along with their descriptions, statuses, and start dates. See below for a description of each parameter on the Report Parameters tab. For details about using other elements on the report form, see Reports. Report Parameters On the Report Parameters tab, use the following parameter to select the information to be displayed on the report: Customer ID: The customer whose projects you want to view. If you leave this parameter empty, the report will include all the projects in the system grouped by customer.

116 Appendix 116 Appendix The appendix provides some reference information relevant for this document. The additional information in this section is a useful source for readers who need some reference material that is related to system forms and tables, as well as running reports. In this section: Reports Form Toolbar Table Toolbar Glossary Reports In addition to offering a comprehensive collection of reports for each module, Acumatica ERP gives you a high degree of control over each report. A typical report form, described in Report Form, lets you adjust the report settings to meet your specific informational needs. You can specify sorting and filtering options and select the data by using reportspecific settings such as financial period, ledger, and account and configure additional processing settings for each report. The settings can be saved as a report template for later use. For details, see To Run a Report and To Create a Report Template. After you run a report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . This chapter describes a typical report form and the main tasks related to using reports. In This Chapter Report Form To Run a Report To Configure an Ad Hoc Filter on a Report Form To Modify an Ad Hoc Filter on a Report Form To Create a Report Template Report Form Before you run a report, you set a variety of parameters on the report form. You can select a template or manually make selections that affect the information collected. Also, you can specify appropriate settings to print or the finished report. The following screenshot shows a typical report form.

117 Appendix 117 Figure: Parameters View of Report Form 1. Report Form Toolbar 2. Parameters Toolbar 3. Template Area 4. Details Area Report Form Toolbar The following table lists the buttons of the report form toolbar when you are configuring a report. Button Cancel Run Report Save Template Remove Template Schedule Template Clears any changes you have made and restores default settings. Initiates data collection for the report and displays the generated report. Gives you the ability to save the currently selected report as a template with all the selected settings. Removes the previously saved template. This button is available only when you select a template. Opens the Select Schedule Name dialog box, which you can use to schedule report processing. This button is available only when you select a template. Select Schedule Name Dialog Box Element Schedule Merge Reports The schedule for report processing. Select an existing schedule, or leave the box blank and click OK to open the Automation Schedules (SM ) form to create a new schedule for running the report. For more information on scheduling, see To Schedule Processing in the Acumatica ERP User Guide. A check box that indicates (if selected) that this report will be merged with the other reports selected for merging into one net report when processed.

118 Appendix 118 Element : You can check the reports that will be merged when processed on the Send Reports (SM ) form. Merging Order The number of the report in the net report. Report Toolbar The following table lists the buttons of the toolbar after you run the configured report. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane. View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Template Area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The Template area elements, which are available for all reports, are described in the following table. Template Area Elements Element Template The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.

119 Appendix 119 Element Default Shared Locale A check box that indicates (if selected) that the selected template is marked as the default one for you. A default template cannot be shared. A check box that indicates (if selected) that the selected template is shared with other users. A shared template cannot be marked as the default. A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. This box is displayed if there are multiple active locales in the system. For details, see Locales and Languages. Report Parameters Tab The Report Parameters tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: How many elements and which elements are available on a particular report Whether elements contain default values Whether specific elements require values to be selected Whether elements may be left blank to let you display a broader range of data Additional Sort and Filters Tab The Additional Sort and Filter tab contains additional sorting and filtering conditions: Additional sorting conditions: Defines the sorting order. You can add a line, select one of the report-specific properties, and select the Descending or Ascending sort order for the column. Additional filtering conditions: Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions include oneoperand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. For more information on creating filters, see Creation of Ad Hoc and Reusable Filters in Acumatica ERP User Guide. For detailed procedures on using ad hoc filters, see To Configure an Ad Hoc Filter on a Report Form and To Modify an Ad Hoc Filter on a Report Form. Print and Settings Tab If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print Settings area. Print Settings Section Element Deleted Records Print All Pages Print in PDF format Compress PDF file Embed fonts in PDF file Selects the visibility of the data deleted from the database. Causes all pages of the report to be printed. Displays the report in PDF format. Indicates that the system will generate a compressed PDF. Indicates that the system will generate the PDF with fonts embedded.

120 Appendix 120 If you plan to send the report as an , in the Settings area, specify the format in which the report will be sent, as well as the subject, the recipients of copies of the report, and the account of the recipient. Settings Section Field Format The format (HTML, PDF, or Excel) in which the report will be ed. : Merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by , you should select either the HTML or PDF format for the report. Account CC BCC Subject The address of the recipient. An additional addressee to receive a carbon copy (CC) of the . The address of a person to receive a blind carbon copy (BCC) of the ; an address entered in this box will be hidden from other recipients. The subject of the . Report Versions Tab If the report has multiple versions, you can select one of them. Report Versions Tab Toolbar Button Refresh Select Refreshes the list of report versions. Temporarily activates the selected report version. Report Once you click Run Report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . The prepared report is displayed in the report view of the report form. For more information about setting up the report parameters and the parameters view of the report form, see Report Form. Report Toolbar The following table lists report toolbar buttons. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.

121 Appendix 121 Buttons Icon View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Form Toolbar The form toolbar, available on most forms, is located near the top of the form, under the form title bar (see the screenshot below). The form toolbar may include standard and form-specific buttons. Figure: Form toolbar You use the standard buttons on the form toolbar to navigate through objects and entities that were created by using the current form, insert or delete an object or entity, use the clipboard, save the data you have entered, or cancel your work on the form. In addition to standard buttons, a form toolbar on a particular form may include form-specific buttons. These buttons usually provide navigation to other forms, take specific actions, and perform modifications or processing related to the functionality of the form.

122 Appendix 122 Standard Form Toolbar Buttons The following table lists the standard buttons of the form toolbar. A form toolbar may include some or all of these buttons. Standard Form Toolbar Buttons Button Icon Save Saves the changes made to the object or entity. Cancel Depending on the context, does one of the following: Discards any unsaved changes you have made to objects or entities and retrieves the last saved version. Clears all changes and restores the default settings. Add New Record Clipboard Clears any values you've specified on the form, restores any default values, and initiates the creation of a new object or entity. Provides options to do the following: Copy: Copy the selected object or entity to the clipboard. Paste: Paste an object, entity, or template from the clipboard. Save as Template: Create a template based on the selected object or entity. Import from XML: Import an object, entity, or template from an.xml file. Export to XML: Export the selected object or entity to an.xml file. For more information on templates and copy-and-paste operations in Acumatica ERP, see Using Forms. For more information on importing and exporting.xml files, see System-Wide Actions in Acumatica ERP in the Acumatica ERP User Guide. Delete Deletes the currently selected object or entity, clears any values you've specified on the form, and restores default values. : You can delete a document that is not linked with another document. Go to First Record Go to Previous Record Go to Next Record Go to Last Record Schedules Displays the first object or entity (in the list of objects or entities of the specific type) and its details. Displays the previous object or entity and its details. Displays the next object or entity and its details. Displays the last object or entity (in the list of objects or entities of the specific type) and its details. Gives you the ability to schedule the processing. For more information, see To Schedule Processing topic in the Acumatica ERP User Guide.

123 Appendix 123 Inquiry Form Toolbar Buttons Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table above) and additional buttons described below. Button Icon Fit to Screen Export to Excel Filter Settings Expands the form to fit on the screen and adjusts the column widths proportionally. Exports the data to an Excel file. For more information, see Integration with Excel in the Acumatica ERP User Guide. Opens the Filter Settings dialog box, which you can use to define a new filter. After the filter has been created and saved, the corresponding tab appears on the table. For more information about filtering, see Filters. Table Toolbar Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the search box and buttons you can use to work with the details or objects of the table. The table toolbar, shown in the following screenshot, can include the following sections: Action section: Contains buttons that are specific to the table, standard buttons that most table toolbars have, and the search box. Footer section: Displays navigation buttons if there are too many details or objects (that is, table rows) to fit on one page. Figure: Table toolbar sections 1. Action section 2. Footer section Action Section of Table Toolbar The action section, commonly located at the top of a table, can contain standard and table-specific buttons. If a table toolbar includes table-specific buttons, they are described in the form reference help topic.

124 Appendix 124 The following table describes the standard table toolbar buttons. A table toolbar may include some or all of those buttons. Standard Table Toolbar Buttons Button Refresh Icon Refreshes the data in the table. Switch Between Grid and Form Add Row Delete Row Controls how the elements are displayed on the form: in a table (grid) with rows and columns; or as separately arranged elements for one table row on a form, with navigation tools you use to move between rows. Appends a new blank row to the table so you can define a new detail or object. A row may contain some default values. Deletes the selected row. Fit to Screen Export to Excel Filter Settings Load Records from File Search Adjusts the table to the screen width and makes the column width proportional. Exports the data in the table to an Excel file. For more information, see Integration with Excel in the Acumatica ERP User Guide. Opens the Filter Settings dialog box, which you can use to define a new filter. After the filter is created and saved, the corresponding tab appears on the table. For more information about filtering, see Filters. Opens the File Upload dialog box, described in detail below, so you can locate and upload a local file for import. You can use this option to import data from Excel spreadsheets (.xlsx) and.csv files. For the detailed procedure, see To Import Data from a Local File to a Table. A box in which you can type a word, part of a word, or multiple words. As you type, the system filters the contents of the table to reflect the string you have typed. File Upload Dialog Box The File Upload dialog box gives you the ability to upload a file of one of the supported formats (.csv or.xlsx) and import data from the file. You import the file by using the File Upload dialog box, specify the import settings by using the Common Settings dialog box, and then match the columns in the imported file to the columns in the Acumatica ERP table to which you import data by using the Columns dialog box. Element File Upload dialog box File Path The path to the file you want to upload. To select the file, click Browse, and then find and select the file you want to upload. The dialog box has the following button: Upload The button you click to upload the selected file and to open the Common Settings dialog box.

125 Appendix 125 Element Common Settings dialog box Separator Chars Null Value Encoding Culture Mode The character that is used as the separator in the imported file. Specify the separator character if the imported file uses an atypical separator. This box appears on the interface only when you import data from a.csv file. Optional. The value that is used to mark an empty column in the imported file. Specify the null value if the value in the imported file differs from the standard empty value. The encoding that is used in the imported file. This box appears on the interface only when you import data from a.csv file. The regional format that has been used to display the time, currency, and other measurements in the imported file.. The mode defining which rows of the uploaded file will be imported into the table. The following options are available: Update Existing: The rows already present in the table will be updated, and the rows not present in the table will be added. Bypass Existing: Only the new rows that are not present in the table will be imported. The rows that are already present in the table will not be updated. Insert All Records: All the rows from the file will be imported into the table. : If you select this option, you may get duplicated rows because the system won't check for duplicates when importing rows from the file. The dialog box has the following buttons: OK Cancel Closes the dialog box and opens the Columns dialog box. Closes the dialog box without importing the data from the file. Columns dialog box Column Name Property Name The name of the column in the uploaded file. The name of the corresponding column in the table in Acumatica ERP. The dialog box has the following buttons: OK Cancel Closes the dialog box and import the selected file. Closes the dialog box without importing the data from the file. Shortcut Menu Right-clicking within the rows of a table opens a shortcut menu. The commands you see in the menu, which depend on the table you are working with, are mostly duplicates of actions on the table toolbar, but they offer easier access to them. The unique menu commands are described in the following table. Shortcut Menu Commands Option Clear Column Filter Icon Clears the simple filter that you have applied to the selected column.

126 Appendix 126 Option Filter by This Cell Value Icon Filters the data in the table by the value of the selected cell. For details, see To Use Simple Filters. Footer Section of Table Toolbar If a particular table has too many details (table rows) to fit on one page, you use the footer to browse the table pages. Standard Table Navigation Buttons Element Go to First Page Icon Displays the first page of the table. Go to Previous Page Go to Next Page Displays the previous page of the table. Displays the next page of the table. Go to Last Page Displays the last page of the table. Glossary A B C D E F G H I J K L M N O P Q R S T U V W X Y Z A account account class Accounts Payable (AP) A General Ledger entity that holds a detailed record of similar transactions involving a particular item, such as a source of cash or a recipient of income. supports several account types: Asset, Liability, Income, and Expense. All of a company's accounts are listed on its chart of accounts. In Acumatica ERP, accounts are used with subaccounts, and at system setup, you choose whether account identifiers should be composed of segments. See also General Ledger, chart of accounts, subaccount, segment. A user-defined class that is used to group related accounts of the same type and that can be used in reports and inquiries for convenient grouping, sorting, and filtering of information associated with accounts. For example, you can create a class for long-term liabilities and another for middle-term liabilities. An Acumatica ERP module that provides functionality for efficient management of your company s vendors, primarily for goods and services purchased by your company. See also module, vendor. Accounts Receivable (AR) An Acumatica ERP module that provides functionality for efficient management of your company s customers, primarily for goods and services sold by your company. See also module, customer. home page The first page a user sees upon signing in to the web site. By default, the home page displays the documentation list, but it can be configured to display the home page dashboard. See also dashboard.

127 Appendix 127 adjustment period aging period aggregating value allocation template AP bill AP check AP credit adjustment AP debit adjustment approval AR credit memo A financial period with the same start and end dates (and, thus, a duration of zero days) that is the last period in the financial year. An adjustment period can be added only at initial setup. On data entry forms, an adjustment period is available only when you directly type it in the Fin. Period box. See also financial period, financial year. One of a group of time intervals used for sorting a company's open AR documents by age or its open AP documents by days outstanding. For example, aging periods may be defined as follows: -999 to 0 days past due, 1 to 30 days past due, 31 to 60 days past due, and 61 to 91 days past due. A special value of a segment of a subaccount that indicates the sum of appropriate budget articles whose subaccounts have other values in this segment. Aggregating values let you build a hierarchical structure of budget articles. See also segment, subaccount. A group of settings, saved as a whole, used in to help you automate allocations; allocation templates can be defined using the Allocations (GL ) form. You can create an allocation source by using input masks to specify multiple accounts and subaccounts at once, and you can set up rules for distributing the source amount over multiple accounts. See also input mask, account, subaccount. A document created for each vendor invoice that includes information about the vendor, location, and currency used for the transaction. A bill may contain either line items or one summary line with a tax category specified. Some taxes are calculated for the entire document, and some are calculated for each line item, depending on each tax's Calculate On setting on the Taxes (TX ) form. See also vendor, location, tax category, tax. A payment document created for a vendor. A separate AP check may be required for each AP document, depending on your selected configuration options. AP checks should always have zero unapplied balance; that is, the amount of a check should be exactly the amount of the bill or bills it pays for. See also vendor. A clearing document created to correct errors on an existing bill, or in response to a vendor's overdue charges or a debit memo. Posting a credit adjustment increases the balance of Accounts Payable. An AP document created on the Bills and Adjustments (AP ) form for a vendor refund. It may be applied to any bills of the same vendor. Discounts cannot be taken on debit adjustments. See also vendor. The act of formally giving permission for a document to proceed to the next step in its workflow. An organization may require documents, such as purchase orders or expense claims, to be approved by authorized persons before they may be paid. Also, you can require that wiki articles be approved before they may be published. In Acumatica ERP, you can configure approvals by assigning documents to specific persons for approvals and by giving only authorized persons access to certain processing forms. See also form. A clearing document created for damaged goods or a previous overcharging invoice. A credit memo may have one summary line or

128 Appendix 128 multiple line items. A credit memo may be applied against invoices, debit memos, and overdue charges. See also overdue charges. AR debit memo AR invoice assignment map assignment rules attribute attribute class authentication authorization auto-reversing batch automation definition A document that adjusts the amount in one or several previous undercharging invoices. It doesn't contain a direct reference to any original invoices; if needed, you can reference the original invoice in the box. Debit memos may be numbered differently from invoices. An itemized request for payment for goods sold or services rendered. An invoice includes the customer information, location, currency, and any reference number in the original customer document. The due date of the document is calculated based on the credit terms associated with the customer. An AR invoice may have a single summary line or multiple line items. For each line, a tax category may be specified. See also customer, location, credit terms, tax category. A structure representing the hierarchy of workgroups involved in processing or approval. See also approval. A set of rules you can configure based on the properties of an entity (such as a lead or case) or a document (such as an expense claim, sales order, or purchase order) to enable automatic assignment to appropriate employees for processing or approval. For the selected entity type, you facilitate automatic assignment of entities to workgroups and to particular users by creating an assignment map and rules based on properties of the entity or document. See also approval, assignment map. A custom element that your company can add to forms to keep additional information about products, leads, customers, inventory items, and other entities. Attributes which are used by the Inventory, Customer Management, and Common Settings modules allow you to gather details that are meaningful for your business. See also form, customer, inventory item, Inventory, module. A grouping of your company's leads, opportunities, customers, or cases by a specific set of attributes. For more information, see Attribute Classes. See also attribute, attribute class. The process by which establishes a potential user as valid and grants access to the system. A user must use a valid user name and password pair for successful authentication. See also user. The process by which verifies whether a user has sufficient access rights to particular forms, elements, and actions. The system makes this determination for a user who has successfully signed in, based on the roles assigned to the user and the restriction groups that include the user as a member. See also user, form, role, restriction group. A batch for which the General Ledger module automatically creates another batch that reverses debit and credit entries into the next financial period; the debit entry is reversed as a credit entry and vice versa. Auto-reversing entries are used to reverse some period-end adjustments. See also batch, General Ledger, module, financial period. A complete set of all automation steps defined for all forms created using the Automation Definitions (SM ) form. You can use definitions created before system upgrades (or before major changes in

129 Appendix 129 automation steps) as backups of various states of automation in your system. See also automation steps, automation definition. automation schedule automation steps A schedule defined for an processing form to direct the system to perform specific processing periodically. You can create automation schedules using the Automation Schedules (SM ) form. See also automation schedule Steps to be executed for specific records or objects on a particular form, depending on the record or object properties. Automation steps allow you to extend the functionality of data entry and processing forms. You can add new object statuses, associate statuses with certain actions, and enable or disable actions, depending on object properties. See also form. B bank account base currency base price base unit batch batch control total A cash account associated with a specific bank (which in is defined as a vendor) and with one or more linked clearing accounts. Bank charges can be configured as entry types associated with the bank account. Bank accounts generally require periodic reconciliations to be performed. See also vendor, clearing account, entry type, reconciliation. The currency of the environment in which the company generates and expends cash. A base currency can be the only currency used in the system or one of multiple currencies used. The base currency is the default currency for recording transactions, budgets, and other GL data, and it is used for reporting, income statement, and balance sheet calculations. For General Ledger accounts denominated to a foreign currency, maintains the history of transactions and balances in both the currency of denomination and the base currency. See also General Ledger, account. A price for an item set with respect to the base unit, expressed in the base currency and offered to customers of the base price class (those not associated with any specific price class by default). Base prices can be defined and maintained directly, following your company's pricing policy, via the Inventory or Sales Orders module. See also base unit, base currency, customer, Inventory. The unit of measure in which a particular item is tracked from the moment it is received at a warehouse or produced at one of your facilities until it is picked for shipping. Generally, the base unit is the smallest unit defined in the system for a particular item. Also, the base unit is the unit of measure used for calculating item costs. See also warehouse. A set of related transactions or journal entries that are in the same currency, refer to the same ledger, and occur in the same financial period. A batch's debit total and credit total are calculated over all the transactions. Some batches are generated by the system automatically, such as those implementing revaluations. Only balanced batches (those for which the credit total equals the debit total) can be released and posted to the specified ledger. See also journal entry, financial period, revaluation A user-entered total that is used for batch status validation if it is enforced in your system that is, if the Validate Batch Control Totals

130 Appendix 130 on Entry check box on the General Ledger Preferences (GL ) is selected. A batch can be saved with the Balanced status only if the user types into this box a value that is equal to the batch's debit total and credit total amounts. We recommend that you use batch control total validation to reduce data input errors. See also batch. budget article business account An account-subaccount pair recorded in a budget ledger with a budget amount. A budget article has subarticles if its subaccount has at least one aggregating value in any segment. See also account, subaccount, aggregating value, segment. A set of information about one of your company's vendors or customers, including its locations, contacts, and payment and shipping options. Acumatica ERP uses this information, which is specified on data entry forms, in a variety of modules. Your company also has a business account to record its own locations, contacts, and shipping settings. See also vendor, customer, location, module. C cash account cash-in-transit account cash discount Cash Management chart of accounts clearing account A special type of General Ledger account used to record various monetary transactions in a specific currency. You can specify entry types and payment methods with which the cash account is associated. Each cash account is assigned to a specific branch. See also General Ledger, account, entry type, payment method. An account used for cash that is being moved from one currency to another. Because cross-rates are not used in Acumatica ERP, currency conversion is performed via the base currency with the use of the cashin-transit account and subaccount. See also account, base currency, subaccount. A deduction from the total payable amount, allowed if the amount owed is paid within a specified time period on or before a due date. Cash discounts available for your organization are defined by credit terms assigned to vendors, and cash discounts available for customers are defined by credit terms assigned to customers. See also credit terms, vendor, customer An Acumatica ERP module that manages cash and bank accounts, cash transactions (including funds transfer), and bank statement reconciliations. The module is integrated with the Accounts Payable and Accounts Receivable modules for smooth payment processing. See also module, cash account, bank account, funds transfer, reconciliation. A listing of the accounts in the system to which you will record accounting transactions. The chart of accounts, which you maintain in Acumatica ERP via the Chart of Accounts (GL ) form, consists of balance sheet accounts (assets and liabilities) and income statement accounts (income and expenses). The chart of accounts should follow national and industry standards while also reflecting the operations of your company. See also account. A cash account that temporarily holds customer payments included in a deposit. Once the money is actually deposited to the bank and the deposit is released, a batch of transactions will be generated to move the payment amounts from clearing accounts to the bank account and to record the charges incurred as expenses. See also cash account, customer, deposit, batch, bank account.

131 Appendix 131 combined subaccount commission Common Settings consolidation consolidation data consolidation mapping credit terms Currency Management currency rate A subaccount that can be combined from multiple involved subaccounts, based on rules you create, for certain transactions; use elements with labels such as Combine Subaccount From to set up such rules. A box for a combined subaccount displays a subaccount mask, such as..., in accordance with the segmented structure of subaccounts defined for your company. For each segment, you can specify one of the involved subaccounts as the source of the segment value. See the Combined Subaccounts article for more information. See also subaccount, combined subaccount. A payment made to a salesperson for goods and services sold. Commission is calculated once in a commission period based on total invoice amounts or payments received, depending on your configuration choice. For each document, calculates the commission amount as a percentage. For an invoice, the commission may be split among multiple salespersons. A module used to control global system settings. Some configuration settings such as company information, segmented keys, and numbering sequences must be provided during initial system setup and cannot be modified later. Other information, such as credit terms and logistics settings, can be added at any time. See also module, segmented key, numbering sequence, credit terms. The process of combining separate accounting data into one set of data by importing data from subsidiaries to the parent company. Whether your organization is a parent company or a subsidiary of a larger company, the General Ledger module enables you to prepare and consolidate the data into one consolidation ledger in the parent company. See also General Ledger, module. The data imported to the parent company (as GL batches with systemgenerated descriptions) to enable consolidation. Consolidation data prepared by consolidation units is available via the SOAP gateway as a set of GLConsolRead instances. See also General Ledger, batch, consolidation. The process of matching accounts and subaccounts in a subsidiary against those of the parent company for consolidation. Mapping of subaccounts can be performed across subaccount segments. See also account, subaccount, segment. Conditions and stipulations used by vendors in their relations with your company and by your company in its relations with customers when any outstanding balance is paid. Credit terms include an installment option (one payment or multiple installments), a payment schedule, and terms for cash discount (for only the single-installment option). Also, credit terms can be used as a schedule for overdue charges. For more information about setting up credit terms in Acumatica ERP, see Credit Terms. See also vendor, customer, cash discount, credit terms. An Acumatica ERP module that lets you define multiple currencies, enabling foreign currency transactions throughout other modules. You can maintain the lists of currencies, track exchange rate fluctuations, and perform periodical revaluations. See also module, revaluation. The rating of one currency valued against another. You use the Currency Rates (CM ) form to enter foreign currencies' exchange rates and the base currency rates. Rates for each rate type

132 Appendix 132 are specified with respect to the base currency and are recorded to the database with the type of arithmetic operation required to apply the rate. Each record contains the rate and the date when it becomes effective. The rate is used for currency conversions for documents that have later dates until a new rate is recorded. See also currency rate, base currency. customer customer class Customer Management customer price class customer statement One of your company s trade debtors. Acumatica ERP lets you set up default values for individual customers, customer classes, and customer documents to help make data entry easier and less errorprone. When you enter a new invoice for a customer, calculates the due date, discount date, and amount automatically, based on its credit terms. Tax settings are by default those of the tax zone associated with the customer location. See also customer class, credit terms, tax, tax zone. A group of settings that provides default values when users create new customer accounts, thus saving them time. You divide customers into classes based on the types of goods or services they purchase from you. For more details, see Customer Defaults and Overrides. See also customer. An Acumatica ERP module that helps your company set up customer service based on contracts and effectively track service issues reported by customers. Also, the module provides tools to help salespeople generate quality leads, track and analyze sales opportunities, and manage marketing campaigns by sending personalized s in bulk. See also module, customer. A group of customers that may be offered special prices because of their buying habits. All customers of the same customer price class are charged the same price for the same item, and you can set different prices for the same item for different customer price classes. See also customer. A complete record of the customer's invoices, debit and credit memos, payments, prepayments, and overdue charges for a specific period. A statement includes all new activity for a statement cycle, from the previous statement date to the current statement date. Any open debit items from prior periods are included in the statement, grouped by days outstanding. See also statement cycle, prepayment. D dashboard deferral code An interface that organizes and presents key information in a format that users can interpret easily. A dashboard can be configured for the home page and for each module web page. System administrators can design a set of company-specific template dashboards. A user can modify any of them or create from scratch a set of personalized dashboards that display information tailored to job and information needs. For details, see Dashboards. See also user, module, dashboard. A code used in Acumatica ERP to configure how revenues and expenses are recognized. If a line amount in an invoice or a bill should be recognized over several periods, a deferral code (of the revenue or expense type, respectively) is assigned to this line.

133 Appendix 133 deferral schedule Deferred Revenue A number of related transactions automatically generated for the documents whose lines have deferral codes assigned. See also deferral code. An Acumatica ERP module that stores definitions of deferral codes, while allowing you to view and edit deferral schedules generated for AP and AR documents and recognize parts of deferred amount according to these schedules. See also module. deposit 1. An instance of physically placing money in a bank. 2. In Acumatica ERP, an internal document created using the Bank Deposits (CA ) form. Batch deposits are used to group customer payments deposited to the bank in bulk. When you enter payments intended for such deposits into Acumatica ERP, they are recorded to special clearing accounts, which temporarily hold payments drawn from customers' AR accounts. Before you make a deposit to the bank, you create a deposit in Acumatica ERP, list the payments and cash to be deposited, and print a deposit slip. After the money was actually deposited, the deposit can be corrected to contain only payments accepted by the bank and released. On the deposit's release, a batch of transactions will be generated to move the payment amounts from clearing accounts to the bank account and to record the charges incurred as expenses. See also deposit, batch, customer, clearing account, bank account. discount A means of reducing sales prices. Acumatica ERP allows your company to configure various types of discounts applicable to sales orders and intended to attract customers: document-level discounts that are subtracted from the document total, item-level discounts that apply to a document line, and flat-price discounts, which are special discounted prices that depend on the quantities of goods purchased. See also customer. E entry type event A user-defined type of transaction (which can be a cash receipt or cash disbursement) entered by using the Cash Management module. Entry types are used to categorize cash transactions. See also Cash Management, module. An activity that has a specific start time and duration. You create events for all or several users and invite users, leads, contacts, and customers as attendees. You can send invitation or rescheduling s to attendees. F Favorites financial period Links to the forms the particular user accesses most frequently. Any user can create his or her own list of favorites for personal use. A part of a financial year defined by its start date and end date. A financial year can be divided into monthly, bimonthly, quarterly, or custom-defined periods. For each next new year, generates financial periods in accordance with initial system settings. We recommend that you not change financial settings in once transactions have been posted to any of the periods. See also financial year.

134 Appendix 134 financial year FOB point foreign currency translation form form toolbar funds transfer A time interval used for calculating annual financial statements. The year is defined by its start date, which you determine, and lasts 12 months. For example, the U.S. government's financial year begins on October 1 of the previous calendar year and ends on September 30 of the year that gives the financial year its number. A financial year consists of a number of financial periods and may include an additional adjustment period. See also financial period, adjustment period. A destination at which the vendor delivers the goods to be loaded to the transportation provided by the carrier. The customer covers the freight and other expenses for the cargo from a FOB (meaning freight on board) point. See also vendor, customer. The process of restating the account balances in a reporting currency. For accounts denominated to currencies other than the reporting currency, the balances expressed in the base currency are recalculated to the reporting currency. For more details, see Overview of Translations. See also account, base currency. A screen in Acumatica ERP that lets you, using various actions and elements, enter needed data and perform functions that are key to the capabilities of the module. In most modules, forms are grouped into the following categories: Data Entry, Processing, Inquiries, Maintenance, and Setup. See also module. A toolbar present on most forms with data navigation and processing actions that apply to the entire form. For example, its actions allow you to cancel or save changes you've made, to insert or delete objects, or to navigate through the objects created via the form. See also form. A transaction that moves an amount from one cash account to another, with related service charges. Funds can be transferred between accounts denominated to different foreign currencies in two steps, using the cash in transit account for currency conversion to the base currency and from the base currency. See also cash account, cash-in-transit account, base currency. G General Ledger (GL) An Acumatica ERP module that serves as the central application where all financial information is collected for analyzing, summarizing, and reporting. You use the module to set up your company's financial structure through the chart of accounts and subaccounts, collect information through transactions entered by users and imported from other modules, and prepare data for generating various financial statements. See also module, chart of accounts, subaccount. H historical rate An exchange rate for the foreign currency with respect to the base currency that was effective during a certain past period. The General Ledger module uses historical rates for foreign currency translations and "past-date" transactions. See also base currency, General Ledger, module. I

135 Appendix 135 inline editor input mask integration services inventory item Inventory inventory price class item class An editing tool you can use to edit a section of a Wiki article or its full text. The inline editor contains both a text box (which contains the text of the applicable section) and a Formatting toolbar. A mask implemented to govern what a user may enter into a box, so that the required format is used on data entry forms. Masks are used, for example, for phone numbers, postal codes, and tax registration IDs. Moreover, input masks can be created using regular expressions to validate entered values, since the values for some elements must follow not only input format requirements but also specific rules. For more details, see Input Validation Options. The powerful capabilities, provided as part of the Integration module, that allow you to filter and import data from external sources, converting it into internal format, and configure data synchronization between and third-party applications to be performed on schedule. Also, you can configure data export with conversion to required formats. See also module. A stock or non-stock item defined and tracked in Acumatica ERP. The record's unique identifier, Inventory ID, as with other identifiers in Acumatica ERP, can be segmented, with special meaning assigned to each segment. (The INVENTORY key is used to configure inventory IDs.) Well-designed inventory IDs can help you sort and group items in operational and management reports. See also stock item, non-stock item. An Acumatica ERP module that provides real-time access to item availability data configured in accordance with your company's policies. The Inventory module lets you maintain a perpetual inventory system as well as performing physical inventories, which can be performed as full inventory and by cycles. You can use subitems as an additional means of tracking special types of inventory items, and you can track inventory items by either lot or serial numbers and expiration dates. (See lot serial numbers for more details.) Advanced functionality of the module includes flexible posting settings, multiple warehouses with multiple specialized locations, and automatic replenishments. See also module, subitems, inventory item, lot or serial numbers. A class used to group inventory items by the method of their price calculation. An inventory price class may include items of one or more item classes. See also inventory item, item class. A class used to group stock or non-stock items with similar properties and to provide default settings for new items. See also stock item, nonstock item. J journal entry A record of debit or credit to any account in General Ledger. Journal entries (or transactions), which are added in batches, must follow the generalized double-entry rule: The debits total must be equal to the credits total through all the entries in a batch. The batch contains the date, the accounts and subaccounts to be debited, the accounts and subaccounts to be credited, and the debit or credit amounts for each transaction. A batch of journal entries can be marked as recurring or auto-reversing. See also account, General Ledger, batch, subaccount, auto-reversing batch.

136 Appendix 136 K kit An inventory item that consists of other stock or non-stock items as components and requires assembling (or packaging) to become a salable good. You enter a kit as a stock or non-stock item using either the Stock Items (IN ) or #unique_13 (IN ) form and select the Is a Kit option. You can specify the kit's components (with their quantities) using the Kit Specifications (IN ) form. A kit may include a number of stock and non-stock components. See also inventory item, non-stock item, stock item. L landed costs All extra costs beyond the prices at which the goods are purchased from vendors associated with acquiring products and landing them at one of your company's locations. These costs might include customs duties, handling fees, freight charges, value-added taxes, and other costs for a particular product. In Acumatica ERP, you can define these costs via the Landed Cost Codes (PO ) form. See also vendor, tax. location 1. One of multiple places of business for a particular company. Each location is assigned to a tax zone and, as a business entity, may have a separate tax registration ID from that of the main location of the company. 2. A warehouse location. See also tax zone, warehouse location. location table lot or serial numbers low seasons The list of a particular warehouse's locations and their properties. Use the location table to configure your warehouse to fit the logistical processes established in your company. For each location table, you can specify whether to include the quantities of stock items stored at this location in the quantity of available items calculated for the warehouse, whether to cost the inventory on this location separately, what inventory operations are allowed for the location, and what the location's pick priority is. Users can consult this table for reference when they re creating receipts, issues, or transfers. See also warehouse, stock items. Identifying numbers through which you track goods in your inventory. Serial numbers are used when you need to trace each item of the same inventory ID, while lot numbers are used to trace items (of the same ID) that were purchased or produced together and have the same expiration dates (if applicable). You can segment lot and serial numbers via the Lot/Serial Classes (IN ) form. Acumatica ERP supports the following types of segments for lot/serial numbers: constant, date, and auto-incrementing. See also segment. Time intervals in which the decreasing factors (used to divide the standard replenishment quantity to get lower replenishment quantities during low seasons) should be applied to quantities on purchase orders generated to replenish the stock. Each inventory item may have multiple low seasons, each with different decreasing factors. See also inventory item. M

137 Appendix 137 main menu module multi-currency A menu, that fits across the top on each page, containing functions that are not specific to the form or wiki article. The toolbar allows you to navigate to a Help article for the form (if available), add the form to Favorites and dashboards, among other capabilities. For details, see Main Menu. See also form, Favorites, dashboard A software component of Acumatica ERP that consists of a variety of forms. While each module provides specialized functionality, it is tightly integrated with other modules. See also form. A mode in which Acumatica ERP can function to support multiple currencies. If you have activated multi-currency support, you can manage transactions in various foreign currencies, record exchange rates for multiple rate types as needed, report in a specific foreign currency, and revalue GL, AP, and AR accounts in the base currency. The base currency is used for reporting and income statement calculation. See also base currency, Currency Management, module. N navigation pane negative inventory non-stock item notification template numbering sequence A pane, located on the left side of any page, that allows you to select the form, or article you wish to display in the right pane. The navigation pane contains the tree structure of a module or wiki, which shows the hierarchy of its forms or articles and contains links to those items. When you click a link, the requested form or article opens in the right pane. See also form, dashboard, module. An option, offered in Acumatica ERP, allowing a negative inventory balance for an inventory item or a group of items. This can occur when the inventory issue is made before the necessary quantity of the item arrives at the warehouse. To calculate the balance of over-issued inventory items, the most recent historical cost will be used until the item is received. When the inventory is received, the system will match the receipt cost with the issue cost, and generate a cost adjustment for the difference. Appropriate warnings are issued on transactions that will result in negative inventory balances. See also inventory item, warehouse. An inventory item that is not stored in a warehouse. Such items can be of different types: labor, service (such as product assembly, installation, or personalization), charge, expense, and actual non-stock items, such as goods used only for drop-shipments. For a non-stock item, you can specify the following information in Acumatica ERP: base, sales, and purchase units; conversion coefficients; price and cost information; and the default GL accounts and subaccounts to be used for transactions with the items. See also inventory item, warehouse, General Ledger, account. An article in the Notification Templates Wiki that is an template with variables denoting values in an employee or contact record. When the is sent, the system replaces variables with values from the database record associated with each addressee for personalization. A set of rules the system uses to generate the next unique identifier when you create a new object of certain type (such as a batch). provides a number of predefined numbering sequences you can use. A numbering sequence may have subsequences. If one numbering sequence is used for multiple object types, all the objects get numbers

138 Appendix 138 according to the order in which they were created, so successive numbers can be assigned to objects of different types. See also batch. O overdue charges Charges calculated on open Accounts Receivable items that are past due. Acumatica ERP calculates overdue charges and displays them on customer statements. You can configure these charges to be compound charges (charges calculated on charges) or not. Overdue charges are based on terms that provide a schedule for payment. See also Accounts Receivable, customer statement. P payment method PI cycle posting class prepayment price list Purchase Orders A way in which customers pay for goods they purchase from your organization. For each payment method, you can use a number of predefined elements: define the element names as you want them to appear on the interface, and set up input validation for these elements (input masks or regular expressions). Payment methods are based on the following general means of payment: credit cards, gift certificates, purchase orders, cash cards, and custom methods. See also customer, input mask. The physical inventory cycle assigned to the stock item. PI cycles are used to arrange the items into groups for periodic counting. For more details on using PI cycles, see Planning for Physical Inventory. See also stock item. A group of items in the Inventory module that defines the default account to be used and the rules for composing the default subaccount for transactions with the applicable inventory items. Accounts and subaccounts for transactions can be obtained from the following sources: inventory item, warehouse, or posting class. See also combined subaccount, Inventory, module, account, subaccount, combined subaccount, warehouse, inventory item. A document that represents amounts paid in advance for future purchases. In the Accounts Payable module, a vendor's request for prepayment is processed as follows: You use the Checks and Payments (AP ) form to enter the prepayment. Then the prepayment is paid in full by an AP check in the same currency as the default cash account. If the payment method associated with the default cash account requires printing a check, print it and release the AP check, which changes its status to Closed and creates a payment of the Prepayment type with the reference number of the original prepayment request. After that, you can apply the prepayment to bills and adjustments. See also Accounts Payable, module. A list of sales prices that is set for goods sold in a specific currency, offered to customers of a particular customer price class, and specified with respect to various units of measure available for the items. In Acumatica ERP, you can maintain multiple price lists. See also sales price, customer, customer price class. An Acumatica ERP module that provides functionality for efficient management of your company s supply chain and optimization of the cost of acquiring materials or services. See also module.

139 Appendix 139 Purchase Requisitions An Acumatica ERP module that allows you to streamline and customize the process of requesting needed items. You can request goods and services, approve requests, and prevent cost overruns. See also module. R reason code reconciliation recurring GL transactions replenishment policy restriction group Retained Earnings account A code used to provide additional information regarding transactions in the system. When you configure a reason code via the Reason Codes (CS ) form, you can specify whether this code is used in the Inventory module and, if so, how it is used. Inventory-related reason codes allow you to post transactions related to direct inventory operations (such as receipts, issues, transfers, adjustments, and physical inventory counts) to specific accounts and assign particular subaccounts to them to allow for more detailed reporting. See also reason code, Inventory, module, account, subaccount. The process of matching the cash transactions recorded in Acumatica ERP against those presented on a bank statement. Theoretically, the balance of the cash account associated with the bank should reconcile to the balance of the bank statement, but there may be some discrepancy between account balances. The goal of reconciliation is to find discrepancies and determine whether each is due to error or timing. In Acumatica ERP, you mark documents as cleared as you receive preliminary information from the bank. Later, when you have received the bank statement, you reconcile transactions with the bank statement. GL transactions that repeat regularly. To automate the entering of recurring transactions, such as depreciation transactions, allows you to create schedules for them. A schedule defines how many times and how often specific batches should be repeated. One or several batches can be assigned to a schedule, but only batches with the Balanced status can be scheduled. Once a batch is assigned to a schedule, its status changes to Scheduled. To create schedules, use the Recurring Transactions (GL ) form. See also schedule, batch. Settings that define how automatic replenishment for the inventory item is initiated, as well as its source, quantity, and time intervals, including low seasons, during which replenishment is initiated in smaller quantities. See also inventory item. A set of objects (such as users, accounts, and subaccounts) of two or more types created to, if the group includes users, restrict users' access to only objects in the same group; if the group doesn't include users, the restriction group relates its objects in a way that limits their use. For instance, one restriction group may include two users and a number of special-use accounts that only these two users can update, and another restriction group may include several GL expense accounts and a subaccount that should be used only with these particular accounts. If a restriction group is defined as inverse, the objects in the group instead cannot be used with one another. To learn more about restriction groups, see the Overview of Restriction Groups section in User Guide. A special system-maintained accounts that is of the Liability type and must be created before any actual data is entered. The Retained Earnings account accumulates the company s net income (or loss)

140 Appendix 140 after the dividends have been paid. Retained earnings are summarized over the years since the first year of company operations. During the financial year closing, this account is updated by the amount accumulated on the YTD Net Income account. See also YTD Net Income. revaluation role The process of revising the value of AP, AR, or GL accounts that are maintained in a foreign currency. For more information, see Overview of Revaluations. A set of access rights to certain system objects such as specific Wiki articles, forms, form elements, and toolbar actions to which you assign users. When you define roles, give only the access rights necessary to perform typical tasks. Sets of access rights by different roles should not intersect. We recommend that you assign to a user several roles rather than creating a more complicated role with the same privileges as multiple already-defined roles. Acumatica ERP has several preconfigured roles. For more information about roles, see Role- Based Security. S Sales Orders sales price sales unit schedule Search text box An Acumatica ERP module with the functionality required to manage sales-related activities, such as maintaining multiple price lists, configuring the system to calculate discounts, entering quotes, fulfilling sales orders, generating pick lists, creating shipments, and adding landed costs. See also module. A price you set for a particular item that you sell in a specific currency, offer to customers of a particular customer price class, and specify with respect to an appropriate unit of measure. Sales prices can be maintained with regard to items' sales units or base units. See also customer, customer price class, sales unit, base unit. The unit of measure in which a particular item is sold to a customer. See also customer. A definition in Acumatica ERP of how many times and how often specific AP batches, AR documents should be generated for recurring transactions. Once a batch or a document is assigned to a schedule, its status changes to Scheduled. The system uses the original documents or batches as templates to generate similar documents or batches with only transaction dates being changed as dictated by the schedule. See also batch. A text box, located on the top of the navigation pane on any page, that allows you to perform a quick search in the entities. You can click the Search icon to open the Search form, which offers more extensive capabilities to search the wikis, files, or entities in the system. See also navigation pane. segment 1. In Acumatica ERP, one of the parts of an identifier of an entity such as account, subaccount, inventory item, subitem, warehouse or location reserved to carry special meaning. Segments should be populated with values before entities are created. Segment values are alphanumeric strings of the fixed length, and one of the segments may be assigned a numbering sequence. Several input validation options can be used to verify the segment values when users create new entities of the type.

141 Appendix To break the identifier into segments (as described above). See also account, subaccount, inventory item, location, warehouse. segmented key standard cost method stock item statement cycle subaccount subitems A system entity that lets you define the structure of identifiers for a certain type of object and then serves as a template when a user creates an identifier for a new object. The current version of Acumatica ERP provides the following segmented keys: ACCOUNT, for GL accounts; SUBACCOUNT, for GL subaccounts; BIZACCT, for vendor and customer accounts in the Accounts Payable and Accounts Receivable modules; INVENTORY, for inventory items; and SALESPER, for salesperson accounts. For more detailed information, see Identifier Segmentation in the Acumatica ERP User Guide. See also General Ledger, account, subaccount, vendor. A method for inventory item valuation in which standard cost is calculated outside the system using company-specific policies. With this method, the currently effective standard costs are assigned to inventory items on their receipt, issue, adjustment or transfer, regardless of their actual costs. When items assigned to this method are received at the warehouses, any differences between the actual and standard costs are recorded to the specified standard cost variance accounts and posted to the General Ledger. Standard costs can be updated as often as is needed. See also inventory item, warehouse. An inventory item stored and maintained in steady volumes at some warehouse. For each stock item, Acumatica ERP tracks a basic set of item properties, such as the item's identifier, description, price, cost, units of measure, and default warehouse and vendor information. Stock items can have many additional properties, known as attributes in Acumatica ERP, that do not affect item processing but may be important for analyzing the stock movements or item sales. See also inventory item, attribute. The schedule for customer statements. You can also set up four aging periods that sort open documents by days past due. You can use the aging periods to prepare an AR aging schedule at the end of each month, which you can analyze to identify potential cash flow problems. Statement cycles can be assigned to customer classes and to individual customers. See also customer statement, aging period, customer class, customer. A subcategory of the account that carries identifying information; in Acumatica ERP, you use subaccounts with accounts to virtually split accounts into smaller, more specific ones. This gives you finer classification within the account for reporting and internal management purposes. While account identifiers carry the information about the account type along with the actual account number, subaccount identifiers can provide such information as the division, department, and cost center. Each journal entry is recorded with the appropriate account and subaccount combination. See the Hierarchy of Accounts and Subaccounts article for more details. See also account, journal entry. Codes that allow further categorization of an inventory items. Subitems are used in the system if you have otherwise-identical products with different colors, sizes, or other properties tracked because of their importance to customers. Thus, under the same inventory ID, there may be a number of subitems records about products that share all

142 Appendix 142 settings of the inventory item record but have additional properties that differ. If your site uses subitems, they should be specified for each inventory ID related to a stock item. See also inventory item, customer, stock item. Management An Acumatica ERP module that lets you define users, roles, and restriction groups for security management. It also provides site management, Wiki management, task management, customization management, and file management capabilities, as well as integration services. See also module, user, role, restriction group, integration services. T table table toolbar task tax tax agency tax category Taxes tax reporting group An arrangement of similar objects or details, each displayed with the same number of properties, on many forms. In a details table, each row represents an object or detail (for example, an account, subaccount, document line, or journal entry) and its properties; elements specifying properties are grouped into columns. A toolbar on most forms, located above (and sometimes above and below) the Details table, that allows you to perform detail-related actions, including the following: add, edit, or delete details; filter details; perform custom actions; and rearrange details by changing the order of values in any column. An activity that you have to complete before a due date but that doesn t have a specific time or duration. By default, you create tasks for yourself, but you also can create tasks and assign them to other employees. A compulsory financial contribution imposed by a government. In Acumatica ERP, you can configure taxes of the following major types: Sales, Use, VAT, and Withholding. The definition of each tax includes the tax rate (used to calculate the tax amount), the method of calculation, the effective date, and the accounts to which the tax amounts are posted. Each tax is reported to a specific tax agency and is paid to or claimed from the agency. See also account, tax agency. A tax authority, defined in as a vendor, that requires tax reports to be filed regularly. For your convenience, you can create a vendor class for tax agencies (local and federal). Each tax agency requires tax reports to be filed regularly. See also vendor, vendor class. A list of taxes associated with a product or a service when it is purchased or sold. See also Taxes. An Acumatica ERP module that stores definitions of taxes, tax categories, and tax zones that are used across Acumatica ERP for automatic tax calculation for every document and transaction. See also module, Taxes, tax category, tax zone. An entity used to accrue taxable amounts and tax amounts charged on GL, AP, and AR transactions for tax reporting purposes. For example, a VAT requires two groups (input and output): one for tax amounts charged on sales, and another for tax amounts charged on purchases. A sales tax requires one output group for taxes on sales. Tax reporting groups are used to calculate the report lines for a report to a tax authority. For more information, see Tax Report Configuration in the Acumatica ERP User Guide.

143 Appendix 143 tax report lines tax zone Lines configured for a tax agency as a combination of output and input reporting groups for various taxes associated with the same tax agency. See also tax agency, Taxes. An area or tax jurisdiction where the same taxes are enforced. In Acumatica ERP, a tax zone includes a list of taxes to be applied to a customer's invoice or a vendor's bill depending on the location. Tax zones are used in other modules, such as General Ledger, Accounts Payable and Accounts Receivable. U user A person who uses the ERP system. Once a user has been authenticated, the system checks the user's membership in roles. Users can view only the forms, articles, and elements authorized by their roles, and can perform only the actions permitted by these roles. Users may be members of restriction groups, which let them access specific entities included in the groups. See also role, form, restriction group. V vendor vendor class One of your company s trade creditors. For ease of use, you can set up default values for vendor classes, individual vendors, and vendor documents. When users enter new bills, they must specify a vendor for each bill. Once they choose the vendor, certain elements on the form will be automatically populated with the vendor s default values. The due date and available discount are calculated automatically, based on the vendor s credit terms. See also vendor class, credit terms. A group of settings that provides default values when users create new vendor accounts. Divide vendors into classes based on the types of goods they sell or services they provide. For details, see Vendor Defaults and Overrides. See also vendor. W warehouse warehouse location wiki article wiki editor A place where goods are stored. A warehouse in Acumatica ERP does not necessarily represent one physical building where your inventory is stocked; you can divide a large physical storage space into several areas and define each as a warehouse in Acumatica ERP. A warehouse can even be virtual: For example, all goods that are on the way to you from the supplier can be considered as located in the virtual goods-intransit warehouse. An actual or virtual place in a warehouse that can be used to receive, store, or issue specific goods or all goods. Each warehouse can include several locations. Warehouse location IDs are defined with the INLOCATION segmented key. See also warehouse. An entity that consists of digital content on a particular topic and, along with other articles, makes up a wiki. Articles can be organized in folders in ways that best fit your needs. The form, invoked when you click Edit for an open wiki article, that lets you edit both the article text and its properties. wiki markup 1. The syntax used to create wiki articles. Using wiki markup, you can create articles, add headings, tables of contents, hint boxes, and warning boxes.

144 Appendix A mode in which you can edit wiki articles, which lets you view the wiki markup. Wiki toolbar A toolbar, appearing below the main menu when you open a wiki article, that provides a variety of actions you can use as you browse the wiki and work with articles. These actions include creating a new article, moving to the previous or next article in the wiki tree, and printing or deleting the current article. Y YTD (Year-to-Date) Net Income account A special account, automatically maintained by the system, that records the net income (the difference between the amounts posted on income and expense GL accounts) accumulated since the beginning of the financial year. This difference is updated by every transaction posted. During closing of the financial year, the balance of the YTD Net Income account is transferred to the Retained Earnings Account and is reset to zero for a new financial year. The YTD Net Income account should be of the Liability type and must be created before any actual data is entered. See also account, financial year. Form Toolbar The form toolbar, available on most forms, is located near the top of the form, under the form title bar (see the screenshot below). The form toolbar may include standard and form-specific buttons. Figure: Form toolbar You use the standard buttons on the form toolbar to navigate through objects and entities that were created by using the current form, insert or delete an object or entity, use the clipboard, save the data you have entered, or cancel your work on the form. In addition to standard buttons, a form toolbar on a particular form may include form-specific buttons. These buttons usually provide navigation to other forms, take specific actions, and perform modifications or processing related to the functionality of the form.

145 Appendix 145 Standard Form Toolbar Buttons The following table lists the standard buttons of the form toolbar. A form toolbar may include some or all of these buttons. Standard Form Toolbar Buttons Button Icon Save Saves the changes made to the object or entity. Cancel Depending on the context, does one of the following: Discards any unsaved changes you have made to objects or entities and retrieves the last saved version. Clears all changes and restores the default settings. Add New Record Clipboard Clears any values you've specified on the form, restores any default values, and initiates the creation of a new object or entity. Provides options to do the following: Copy: Copy the selected object or entity to the clipboard. Paste: Paste an object, entity, or template from the clipboard. Save as Template: Create a template based on the selected object or entity. Import from XML: Import an object, entity, or template from an.xml file. Export to XML: Export the selected object or entity to an.xml file. For more information on templates and copy-and-paste operations in Acumatica ERP, see Using Forms. For more information on importing and exporting.xml files, see System-Wide Actions in Acumatica ERP in the Acumatica ERP User Guide. Delete Deletes the currently selected object or entity, clears any values you've specified on the form, and restores default values. : You can delete a document that is not linked with another document. Go to First Record Go to Previous Record Go to Next Record Go to Last Record Schedules Displays the first object or entity (in the list of objects or entities of the specific type) and its details. Displays the previous object or entity and its details. Displays the next object or entity and its details. Displays the last object or entity (in the list of objects or entities of the specific type) and its details. Gives you the ability to schedule the processing. For more information, see To Schedule Processing topic in the Acumatica ERP User Guide.

146 Appendix 146 Inquiry Form Toolbar Buttons Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table above) and additional buttons described below. Button Icon Fit to Screen Export to Excel Filter Settings Expands the form to fit on the screen and adjusts the column widths proportionally. Exports the data to an Excel file. For more information, see Integration with Excel in the Acumatica ERP User Guide. Opens the Filter Settings dialog box, which you can use to define a new filter. After the filter has been created and saved, the corresponding tab appears on the table. For more information about filtering, see Filters. Table Toolbar Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the search box and buttons you can use to work with the details or objects of the table. The table toolbar, shown in the following screenshot, can include the following sections: Action section: Contains buttons that are specific to the table, standard buttons that most table toolbars have, and the search box. Footer section: Displays navigation buttons if there are too many details or objects (that is, table rows) to fit on one page. Figure: Table toolbar sections 1. Action section 2. Footer section Action Section of Table Toolbar The action section, commonly located at the top of a table, can contain standard and table-specific buttons. If a table toolbar includes table-specific buttons, they are described in the form reference help topic.