Certification Course Prerequisites

Transcription

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2 Certification Course Prerequisites IMPORTANT: Before beginning the combined P200 Project Management course, you must first take the P130 Employee Management: Basic course. The P200 course consists of a hands-on guide that will walk you through the specifics of Acumatica s Project Management (PM) module. The guide is intended for a two-day on-site training session. While many have completed this course online, you might encounter some challenges that you would otherwise not face when done in our classroom setting. You will perform the exercises in your installed copy of Acumatica, using the Template data provided with the Acumatica installation package version 6.0. You have already configured all the features you need to go through this course during completing P130 Employee Management: Basic course. Branch accounting is enabled, thus verify that you are working in the MAIN branch and that it is configured correctly: 1. Verify that you are connected to the MAIN branch. The information is located at the top of the screen: 2. It is important that you work in the MAIN branch throughout this certification class. Page 2 of 108

3 Contents Certification Course Prerequisites... 2 Business Scenario... 6 Prerequisites to Project Management Module Setup... 6 Project Management Module Overview... 6 Preparation for Project Management Module Implementation... 7 Project Management Module Configuration Checklist Integration Project Scenario: Time and Materials (T&M) Project Summary of the T&M Project Scenario Verify the Employee Management Configuration Create a Stock Item Receive Stock Items in Your Client s Warehouse Create a Reason Code for Issuing Material to the Project #1: Define Auto-Numbering Sequences #2: Define the Structure of PM Identifiers #3: Maintain Valid Values for Validated Segments #4: Configure PM Module Preferences Project Update #5: Create PM Module Attributes #6: Configure PM Module Attributes #7: Create Account Groups #8: Create Rate Tables #9: Create Rate Types #10: Create Rate Lookup Rules #11: Maintain Rate Tables Page 3 of 108

4 #12: Create Allocation and Billing Rules T&M Project Process Flow Create a T&M Project and Project Tasks T&M Project Scenario: Update Project Scenario: WIP Project Summary of the WIP Project Scenario #5: Create PM Module Attributes #6: Configure PM Module Attributes #7: Create Account Groups #9: Create Rate Types #10: Create Rate Lookup Rules #11: Maintain Rate Tables #12: Create Allocation and Billing Rules WIP Project Process Flow Create a WIP Project and Project Tasks WIP Project Scenario: Update Issue Material to the WIP Project WIP Project Scenario: Update WIP Project Scenario: Update Project Scenario: Fixed Price Project Summary of the Fixed Price Project Scenario #12: Create Allocation and Billing Rules Fixed Price Project Process Flow Create a Fixed Price Project and Project Tasks Fixed Price Project Scenario: Update Fixed Price Project Scenario: Update Page 4 of 108

5 Fixed Price Project Scenario: Update Project Scenario: Attribute Allocation Project Complex Project Calculations: Incentive Compensation by Project Incentive Compensation Exercise Overview #5: Create PM Module Attributes #6: Configure PM Module Attributes #7: Create Account Groups #12: Create Allocation and Billing Rules Attribute Allocation Project Process Flow Project Reporting Using the Analytical Report Manager Project Scenario: Cost Plus Project Summary of the Cost Plus Project Scenario #7: Create Account Groups #12: Create Allocation and Billing Rules Cost Plus Project Process Flow Create a Cost Plus Project and Project Tasks Adjust the Employee Cost for the Cost Plus Project Cost Plus Project Scenario: Update Project Templates, Project Template Tasks, and Common Tasks Project Templates Project Template Tasks Common Tasks Page 5 of 108

6 Business Scenario Your client, Michael Scott, runs a consulting firm and wants to track his consulting projects. He currently has the Acumatica Financial Management Suite, Distribution Management Suite, Customer Management Suite, and Employee Management module configured for his business, and he would now like to implement the Project Management (PM) module. This training material will walk you through how to configure the Project Management module for your client, through the use of multiple hands-on project examples. Prerequisites to Project Management Module Setup Learning Objects Learn the prerequisite steps necessary for the successful implementation of your client s Project Management module. The Configuration Settings and General Ledger modules must be set up and configured before you can implement the Project Management module. Although the other modules Accounts Payable, Accounts Receivable, and Employee Management are not prerequisites for the configuration of the Project Management module, you will most likely need to configure one or more of them. Project Management Module Overview Learning Objects Understand the capabilities and features of Acumatica s Project Management module. The Project Management module allows you to manage projects of any complexity, across different project types and industries. You can define project settings and project tasks; populate projects with employees, resources, and equipment; and track project costs, budgets, and revenue. The PM module seamlessly integrates with other Acumatica modules General Ledger, Accounts Payable, Accounts Receivable, Inventory Management, Purchasing Management, Sales Order Management, and Employee Management. Thanks to this integration, you can associate documents posted in these other modules with specific projects, ensuring that all project-related activities are accounted for. Page 6 of 108

7 Preparation for Project Management Module Implementation Learning Objects Master the preparatory steps for Project Management module configuration. Collect and Analyze the Information The implementation of any Acumatica module should begin with your collecting and analyzing all necessary information. Project Management Module Preparation for Implementation Checklist Execute the following steps before configuring the Project Management module. You do not need to complete these steps in the listed order; many can be done in parallel. Because this is the preparation phase of implementation, do not enter any data into the system. Item Develop numbering conventions for projects, tasks and account groups Define autonumbering sequences Description Design the structure of the PROJECT segmented key, which determines the project ID: Number of segments For each segment: description, length, type of characters (alphabetic, numeric, alphanumeric, or ASCII), case conversion (whether the case will remain as typed or be converted to uppercase or lowercase), validation (yes/no), separator, list of valid entries (for validated segments) Auto-numbered segment (which segment will be used in this way and how numbering will be done). Similarly, design the structure of the segmented key PROTASK, which determines the task ID, and for the segmented key ACCGROUP, which defines account group ID. Develop numbering rules for: Projects Batches Projects Transactions Document also the definition of the sequence for the auto-numbered segment of the PROJECT segmented key, if applicable. Page 7 of 108

8 Define a nonproject code Define global processing options Define Project visibility Define a code to mark non-project related transactions. Make decision on two project transaction processing options: Automatically Post on Release Automatically Release Allocations Decide whether project related transaction can be entered in module: General Ledger (yes/no) Accounts Payable (yes/no) Accounts Receivable (yes/no) Order Management (yes/no) Purchase Orders (yes/no) Organization Structure (yes/no) Inventory (yes/no) Cash Management (yes/no) Customer Management (yes/no) Define Time and Expenses integration Define PM attributes Define account groups Make decision on debit account and subaccount used for employee and equipment timesheets: Expense Account Source: Labor Class, Employee, Project, Task Expense Subaccount combination (for each segment): Labor Class, Employee, Project, Task Decide whether the Projects needs custom project attributes. Similarly, define additional custom attributes for Tasks and Account Groups. Analyze transaction processing and reporting of the Projects module, and design account groups: Account Group ID Type (Assets, Liability, Income, Expense, Off-Balance) Description List of General Ledger accounts Custom attribute values Page 8 of 108

9 Define allocation and billing rates Design allocation and billing rules Design rate codes to hold your allocation and billing rates. For each code, write down the following details Rate Code Description Lookup Rules (for each customer price class) o Sequence number o Account Group (yes/no) o Project (yes/no) o Task (yes/no) o Employee (yes/no) o Inventory (yes/no) o Description o Rate Table Rate list of applicable Account Groups, Projects, Tasks, Employees, Inventory items, according to defined parameters of the lookup rule sequence. Analyze your business needs and practices and design your own allocation and billing rules. For each rule, write down the definition: Rule ID Description Allocation Rule steps o Step ID o Description o Sum (yes/no) o Post (yes/no) o Rate Code ID o Formulas for Quantity, Billable Quantity, Amount, Description of allocation transaction o Range Start/End (for sum step only) o Account Group From/To (for non-sum step only) o Method (Budget/Transaction) o Update GL (yes/no) o Debit of allocation transaction: Project, Task, Account Group, Account, Subaccount o Credit of allocation transaction: Project, Task, Account Group, Account, Subaccount o Grouping (Full Detail or any combination of by Item/by Employee/by Date/by Vendor) o Allocation to include Non-Billable transactions (yes/no), Zero Amount (yes/no), Zero Quantity (yes/no) o Copy Notes (yes/no) o Reverse: On Invoice Release, On Project Billing, Never Page 9 of 108

10 Collect project information Billing Rule steps o Account Group - source of billable amounts o Invoice Description o Settings for Accounts Receivable invoice revenue account: Account Source, Subaccount Mask, Account, Subaccount o Include Non-Billable transactions (yes/no) o Limit billed Quantity (yes/no) o Limit billed Amount (yes/no) o Limits Account Group - source of amount/quantity limits o WIP Account Group o Copy Notes (yes/no) Analyze your business needs and practices and design your own allocation and billing rules. For each rule, write down the definition: Project ID Customer ID (blank for non-billable internal projects) Project Description Default Account and Default Subaccount of the project Planned project Start Date and End Date Project Allocation and Billing Rule, and Next Billing Date Whether project transaction should be automatically allocated Whether project invoices should be automatically released Modules the project can be used in: General Ledger, Accounts Payable, Accounts Receivable, Sales Orders, Purchase Orders, Time and Expenses, Inventory, Cash Management, Customer Management Optional list of employees assigned to the project, and whether only these employees are allowed for the project transactions. Indicate whether the employees should use different labour class and overtime labor class for the project than those in employee master record. Optional list of equipment assigned to the project, and whether only the listed equipment is allowed for the project transactions. Owner ID and Workgroup ID of the project, if applicable. List of Project Tasks, indicating for each task: o Task ID o Task Description o Customer Location o Price Class o Billing Rule, if different from billing rule of the project o Planned task Start Date and End Date o Default Account and Default Subaccount of the task o When the task should be billed: By Billing Period of the project, By Task Completion, or By Project Completion o Modules the task can be used in: General Ledger, Accounts Payable, Accounts Receivable, Sales Orders, Purchase Orders, Time and Expenses, Inventory, Cash Management, Customer Management o Owner ID and Workgroup ID of the task, if applicable. Task Budget split by account group If you plan to use project with Sales Orders module, indicate which tasks should freight and document discount posting Page 10 of 108

11 Project Management Module Configuration Checklist This section walks you through the process of configuring Acumatica s Project Management module. # Task / Form Deliverables 1 Define auto-numbering sequences Create numbering sequences for: Configuration > Common Settings > Common Settings > Numbering Sequences (CS201010) 2 Define the structure of PM identifiers Configuration > Common Settings > Segmented Keys > Segmented Keys (CS202000) 3 Maintain valid values for validated segments Configuration > Common Settings > Segmented Keys > Segment Values (CS203000) 4 Configure PM module preferences Organization > Projects > Configuration > Setup > Projects Preferences (PM101000) 5 Create PM module attributes Configuration > Common Settings > Common Settings > Attributes (CS205000) PM batches (if not shared with other modules); PM transactions (using the predefined sequence PMTRAN); Auto-numbered segments of the PROJECT segmented key (if needed). Define the segmented structure of the following keys: PROJECT PROTASK ACCGROUP Enter permitted values for validated segments of the following keys: PROJECT PROTASK ACCGROUP Configure the following: Batch Numbering Sequence Transaction Numbering Sequence Non-Project Code Automatically Post on Release Automatically Release Allocations Visibility Settings Account Settings Create attributes to hold custom configuration and parameters for: Projects Project tasks Account groups Page 11 of 108

12 6 Configure PM module attributes Organization > Projects > Configuration > Setup > Attributes (PM202000) 7 Create account groups Organization > Projects > Configuration > Setup > Account Groups (PM201000) 8 Create rate tables Configure attributes for use with their respective entities: Projects Project Tasks Account Groups Create account groups and assign GL accounts to them as planned. Create planned rate tables. Organization > Projects > Configuration > Setup > Rate Tables (PM204200) 9 Create rate types Create planned rate types. Organization > Projects > Configuration > Setup > Rate Types (PM204100) 10 Create rate lookup rules Create lookup rules for the rate tables. Organization > Projects > Configuration > Rate Lookup Rules (PM205000) 11 Maintain rate tables Organization > Projects > Work Area > Manage > Rate Tables (PM Create allocation and billing rules Maintain current allocation and billing rate values in the defined rate tables. Create planned allocation and billing rules. Organization > Projects > Configuration > Allocation Rules (PM207500) Organization > Projects > Configuration > Billing Rules (PM207000) Page 12 of 108

13 Integration The Acumatica ERP modules integrated with the Projects module do not require any change in their configuration when Projects is implemented. There are two considerations, though: 1. Integrated modules do not post transactions to Projects directly. The original transaction is first posted to General Ledger and then from General Ledger is copied to Projects. Thus, if the Accounts Payable Preferences form has the Post Summary on Updating GL check box selected, projects will get a summary of Accounts Payable transactions. To update Projects with full details of the original transactions, clear the Post Summary on Updating GL check box on the Accounts Payable Preferences (AP101000), Accounts Receivable Preferences (AR101000), and Inventory Preferences (IN101000) forms. 2. Transactions from integrated modules reach the Projects module only after they are released and posted. You can reduce manual processing time by configuring integrated modules to release and post transactions automatically by selecting the following check boxes: a. Automatically Post on Release on the Accounts Payable Preferences (AP101000), Accounts Receivable Preferences (AR101000), and Inventory Preferences (IN101000) forms. b. Automatically Release AR Documents and Automatically Release IN Documents on the Sales Orders Preferences (SO101000) form. c. Release AP Documents Automatically and Release IN Documents Automatically on the Purchase Orders Preferences (PO101000) forms. d. Automatically Release PM Documents on the Time and Expenses Preferences (EP101000) form. 3. Time and Expenses can copy notes and attached documents from a Time and Expenses transaction to a Projects transaction if the Copy Notes to PM Documents and Copy Notes to PM Documents check boxes on the Time and Expenses Preferences (EP101000) form are selected. Below is a diagram of the Acumatica ERP modules integration with the Project module: Page 13 of 108

14 Project Scenario: Time and Materials (T&M) Project Summary of the T&M Project Scenario Your client, Michael Scott, runs a consulting firm and wants to track his consulting projects. He currently has the Acumatica Financial Management Suite, Distribution Management Suite, Customer Management Suite, and Employee Management module configured for his business, and he would now like to implement the Project Management module. Specifically, your client wants to track a budget for his projects, and he would like his employees time cards to bill the appropriate project(s) automatically. His projects are strictly time and materials projects, but once in a while he hires subcontractors to execute project tasks. When he does need subcontractor help, he uses the firm KRK Consulting Service, which charges him $150 per hour. On occasion, he sells servers to his clients; when he does so, he puts a 20 percent markup on the equipment he is selling. Your client employs two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. If traveling is required, travel expenses are reinvoiced with no markup to the customer. His first project has budgeted resources for the following tasks: Task Hourly Sales Price Budget Hours Database Administrator Tasks $180/hr. 8 hours Senior Consultant Tasks $140/hr. 5 hours Junior Consultant Tasks $100/hr. 16 hours Server (1) Cost + 20% markup Since your client does not employ a database administrator, he will be contracting with KRK Consulting Service to execute the necessary 8 hours. IMPORTANT: Jim Halpert is a recent hire. Since he is very new to his position, your client anticipates that he will need some help from Andy. Jim is expected to execute 12 hours of the junior consultant tasks, with Andy pitching in on the 6 remaining hours. Here is a breakdown of the actual hours, as described above: Task KRK Consulting Service - Actual Hours - 8 hours Andy Bernard - Actual Hours - Jim Halpert - Actual Hours - Database Administrator Tasks Senior Consultant Tasks 4 hours Junior Consultant Tasks 6 hours 12 hours Server (1) Cost: $1,000 Page 14 of 108

15 Verify the Employee Management Configuration You should have already configured your client s Employee Management module and his employees as part of the P130 Employee Management Configuration certification course, which is a prerequisite for this course. Per the project scenario, verify that your client s employees have the correct labor class and correct employee cost. Create a Stock Item As part of your client s Project Management module configuration, you will need to bill a stock item the server. To do so, you must first create a server as a stock item. Hands on: Create a Stock Item 1. Open the Stock Items form (IN202500: Distribution > Inventory > Work Area > Manage) 2. Create the following stock item: Stock Item Summary Inventory ID SERVER Stock Item Summary Description Server 3. Save your changes. Receive Stock Items in Your Client s Warehouse In order to have stock items available for this project management scenario, you will need to receive SERVER items in your client s warehouse at a cost of $1,000 per server. Make sure your client has received at least 20 servers as of 01/01/2015. Hands on: Receive Stock Items 1. Open the Receipts form (IN301000: Distribution > Inventory > Work Area > Enter) Page 15 of 108

16 2. Create the following stock receipt: Summary Hold Cleared Summary Date 01/01/2015 Summary Control Qty. 20 Summary Control Cost Transaction Details tab Inventory ID SERVER Transaction Details tab Quantity 20 Transaction Details tab Unit Cost 1, Save and release the receipt. Create a Reason Code for Issuing Material to the Project In order to be able to issue stock items (the servers) to your client s project, you need to establish a reason code for issuing material to project. This reason code will force the appropriate GL accounts for the project. Hands on: Create a Reason Code 1. Open the Reason Codes form (CS211000: Finance > Accounts Receivable > Configuration > Setup) 2. Add the following reason code: Field Value Reason Code PROJECT Description Material for Project Usage Issue Account Subaccount 000-OPS Sales Account Sales Sub. C Save your changes. Now that you have completed the necessary stock items configurations, you can begin the Project Management Module Configuration Checklist. Page 16 of 108

17 #1: Define Auto-Numbering Sequences Learning Objects Learn how to configure numbering sequences automatically generated IDs for Acumatica objects and transactions, such as GL batches, invoices, bills, and PM transactions. Hands on: PM Transaction Numbering Sequence You can use the Numbering Sequences form (CS201010: Configuration > Common Settings > Common Settings) to define a numbering sequence that will be used to uniquely identify transactions generated in the Project Management module. The Template data you have installed Acumatica with contains the predefined PMTRAN numeric sequence, which is used for the transaction numbering. Thus, you do not need to configure the PM transaction numeric sequence. Hands on: Project Numbering Sequence The Template data you have installed Acumatica with contains the predefined PROJECT numeric sequence, which is used for the project numbering. Thus, you do not need to configure the project numeric sequence. #2: Define the Structure of PM Identifiers Learning Objects Learn how to structure segmented keys for projects, project tasks, and account groups. Segmented keys are used as templates when creating a new project, project task, or account group. Page 17 of 108

18 Hands on: Set Size and Mask for Project Codes You can use the Segmented Keys form (CS202000: Configuration > Common Settings > Segmented Keys) to define the size, segmentation, and edit mask for the codes that will be used to identify your client s projects. The Template data you have installed Acumatica with contains the predefined PROJECT segmented key, which is used for project codes; dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined segments. Thus, you do not need to configure the segmented key for project codes. Hands on: Set Size and Mask for Project Task Codes The Template data you have installed Acumatica with contains the predefined PROTASK segmented key, which is used for project task codes; dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined segments. Thus, you do not need to configure the segmented key for project task codes. Hands on: Set Size and Mask for Account Group Codes The Template data you have installed Acumatica with contains the predefined ACCGROUP segmented key, which is used for account group codes; dictates that each code must have a maximum size of 10 characters; allow alphanumeric characters in all positions; and have no defined segments. Thus, you do not need to configure the segmented key for account group codes. #3: Maintain Valid Values for Validated Segments Learning Objects Learn how to define, view, and edit a list of values for a segmented key. The PROJECT, PROTASK, and ACCGROUP segmented keys are not configured to be validated; it is not necessary to define acceptable values for them. Page 18 of 108

19 #4: Configure PM Module Preferences Learning Objects Learn how to configure your Project Management module preferences, as well as understand the impact of each option. You can use the Projects Preferences form (PM101000) to initialize the PM module and establish appropriate project management settings. Field Transaction Numbering Sequence Batch Numbering Sequence Non-Project Code Description The numbering sequence the system uses to automatically number project-related transactions The numbering sequence the system uses to number project-related batches The project ID code that indicates that a specific transaction or task is not related to any project. The default value is X. When the PM module is integrated with other modules, the data entry forms in those modules display a mandatory Project column, where the user must specify the project associated with the transaction. The user can enter the non-project code when the transaction is not associated with any project. Project Assignment Map (This box is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form (CS100000)). 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 form (EP205000). For more information, see Approval of Projects and Project- Related Activities. GPending eapproval nnotification e r a lg Billing Cut-off edate Sn e tr ta il n gs s e 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. An option that is used to automatically select transactions for billing by Page 19 of 108

20 the billing date specified in the Invoice Date box on the Run Project Billing (PM503000) form: Include Trans. created on billing date: To include all unbilled transactions with earlier dates and 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 General Settings General Settings Visibility Settings Visibility Settings Visibility Settings Visibility Settings Visibility Settings Visibility Settings Automatically Post on Release Automatically Release Allocations GL AP AR SO TE PO A check box that determines whether PM transactions will be automatically posted to GL once they are released A check box that indicates whether PM allocation transactions will be automatically released immediately after they are generated. Even if this check box is not selected, you will still be able to release PM allocation transactions manually via the Release Transactions form (PM501000). If selected, a check box that integrates the General Ledger (GL) module with projects in the PM module. With this option is enabled, users can select the associated project and task when entering a GL document. If selected, a check box that integrates the Accounts Payable (AP) module with projects in the PM module. With this option is enabled, users can select the associated project and task when entering an AP document. If selected, a check box that integrates the Accounts Receivable (AR) module with projects in the PM module. With this option is enabled, users can select the associated project and task when entering an AR document. If selected, a check box that integrates the Sales Order Management (SO) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering an SO document. If selected, a check box that integrates the Employee Portal (EP) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering an EP document. If selected, a check box that integrates the Purchasing Management (PO) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a PO document. Page 20 of 108

21 Visibility Settings Visibility Settings Visibility Settings IN CA CR If selected, a check box that integrates the Inventory Management (IN) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering an IN document. If selected, a check box that integrates the Cash Management (CA) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a CA document. If selected, a check box that integrates the Customer Management (CR) module with projects in the PM module. With this option enabled, users can select the associated project and task when entering a CR document. Account Settings 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. Project: Select this option to have the system use in Projects transactions the default account associated with the underlying project. Task: Select this option to have the system use in Projects transactions the default account associated with the underlying task. Resource: Select this option to have the system use in Projects transactions the default account associated with the underlying employee. Account Settings Expense Sub. Source (This element is available only if the Subaccounts feature is enabled on the Enable/Disable Features form (CS100000)). The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used for Projects transactions. 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. I: The subaccount associated with the non-stock item (labor item) used in the time card. P: The subaccount associated with the project. 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 Combined Subaccounts. Page 21 of 108

22 Account Settings Expense Accrual Account Source The source of the account for the debit 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 default accrual account associated with the labor item specified on the time card. Project Accrual: Select this option to use by default in Projects transactions the default account associated with the specified project. Task Accrual: Select this option to use by default in Projects transactions the default accrual account associated with the task. Account Settings Expense Accrual Sub. Source (This element is available only if the Subaccounts feature is enabled on the Enable/Disable Features form (CS100000)). The subaccount mask that defines the rule of selecting segment values for the expense subaccount to be used on data entry forms in the Projects module. 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. I: The subaccount associated with the non-stock item (labor item) used in the time card. P: The subaccount associated with the project. T: The subaccount associated with the project task. For a segment, the characters designating each option are repeated as many times there are characters in the segment. For more details, see Combined Subaccounts. Hands on: Complete the Projects Preferences Form If you have discussed the meaning and implications of each of the Project Preferences form (PM101000: Organization > Projects > Configuration > Setup) fields with your client, you can set up the project preferences that meet client company s needs. The Template data you have installed Acumatica with contains all the needed preferences. Thus, you do not need to configure them. Page 22 of 108

23 Project Update Since you already passed the course P130 Employee Management Basic course, you will create an approval map where Michael Scott would be responsible to approval all project activities and also configure a Pending Approval Notification. 1. Open the Assignment and Approval Maps form (EP205000: Organization > Organization Structure > Manage). 2. On the form toolbar, click the + button and populate the fields as follows to complete the project approval map. In the Summary section: Summary Name Project Approval Map Summary Entity Projects* *Organization > Projects > Work Area > Manage > Projects In the Rules section: Field Value Type Assign Name Second Level Approval President Workgroup Executive team Assign to Scott Michael, M r. In the Conditions section: Rule Type Entity Field Name Condition All Conditions are true Project TE Is Not Null 3. Save your changes. 4. Open the Notification Templates form (SM204003: Configuration > > Manage). 5. On the form toolbar, click the + button and create a new template with the following values: Summary Notification PendingApprovalProject Summary From ADMIN Summary Screen ID Projects* Summary To ((Approval.OwnerID.DefContactID. ))** Summary Subject Project Activities Pending Approval *Organization > Projects > Work Area > Manage > Projects **Approval > Assigned Approver ID > Default Contact > Page 23 of 108

24 6. In the Body section of the template, paste the following text: The following Project is pending your approval: Project ID: ((Project.ContractID)) Customer: ((Project.CustomerID.AcctName)) Project Description: ((Project.Description)) Created By: ((Project. CreatedByID.DisplayName)) Start Date: ((Project.StartDate)) The system data fields can be inserted using the system functionality INSERT > DATAFIELD 7. Save your changes. In order to implement the approval map and the approval notification you ve just created for your client, you need to configure approval settings. 8. On the Project Preferences form (PM101000: Organization > Projects > Configuration > Setup), select the Project Approval Map as the Project Approval Map, and select the PendingApprovalProject notification template as the Pending Approval Notification. 9. Save your changes. #5: Create PM Module Attributes Your client does not need to track any attributes on T&M projects. No attribute configuration is required. #6: Configure PM Module Attributes Since you did not create any attribute for your client s projects, this step is not applicable. #7: Create Account Groups Learning Objects Learn how to define and configure your client s account groups to meet his company s project billing and allocation requirements. Page 24 of 108

25 Per your client project scenario, you will have to define multiple account groups. Remember that the allocation and billing rules select transactions by account group. If transactions of two separate accounts need to follow different rules, those two accounts should be included in different account groups. Below are the seven account groups you ll need to create: Account Group Rule LABOR Labor rate by task SUBCON Labor rate by task MATERIAL Cost + 20% TRAVEL Cost UNBILLED No rule, but unbilled amounts will affect this account group UNRECREV No rule, but unrecognized revenue will affect this account group REVENUE No rule, but revenue information will affect this account group Hands on: Create Account Groups You have discussed the meaning and implications of each account group with your client, and he has decided on the values and settings that will best meet his company s needs. Complete the Account Groups form with those agreed-upon values and settings, as defined below. 1. Open the Account Groups form (PM201000: Organization > Projects > Configuration> Setup) 2. Populate the Account Group Summary section as follows: Account Group Summary Account Group ID LABOR Account Group Summary Type Expense Account Group Summary Description Labor 3. In the grid section, add a row and select as Account. 4. Save your changes. 5. Repeat the same configuration for the other account groups. The asset GL account Project Unbilled and liability GL account Unrecognized Revenue are not created, please create both prior to executing this task. Account Group ID Type Description Account SUBCON Expense Subcontractors MATERIAL Expense Project Material TRAVEL Expense Travel & Accommodations & UNBILLED Asset Unbilled AR & UNRECREV Liability Unrecognized Revenue REVENUE Income Project Revenue Save your changes. Page 25 of 108

26 #8: Create Rate Tables Learning Objects Learn how to define and configure your client s rates tables according to his company s project billing requirements. Per to your client project scenario, you will need to configure multiple billing rates for project tasks and for material and travel expenses. For the time being, however, you only need to use a standard rate table. Define the standard rate table as follows: Rate Table STANDARD Description Standard Rate Table Hands on: Create a Rate Table 1. On the Rate Tables form (PM204200: Organization > Projects > Configuration > Setup), populate the form with the following values: Rate Table STANDARD Description Standard Rate Table 2. Save your changes. Page 26 of 108

27 #9: Create Rate Types Learning Objects Learn how to define and configure your client s rate types according to his company s project billing requirements. Per your client project scenario, you do not need to configure special rates per customer; a default rate type will suffice at this point in time, since another price dimension is unnecessary. Hands on: Create Rate Types 1. Open the Rate Types form (PM204100: Organization > Projects > Configuration > Setup). 2. Populate the form with the following values and settings: Rate Type LABORTASK MATERIAL TRAVEL SUBCON Description Rate code by Labor Task (for T&M projects) Billing rate for material Billing Rate for travel expenses Billing Rate for subcontractor 3. Save your changes. #10: Create Rate Lookup Rules Learning Objects Learn how to define and configure your client s rate lookup rules according to his company s project billing requirements. In order to add a billing rate, you have to define the billing sequence. Your client s labor will have different billing rates by project task, therefore you will need to establish separate billing sequences for those rates. You will also need to define billing sequences for material and travel expenses. Below are the billing sequences needed for the T&M project scenario: Page 27 of 108

28 Labor Material Travel Subcontractor DBA Tasks Material billing rate Travel billing rate DBA tasks SR Consultant Tasks SR Consultant Tasks JR Consultant Tasks JR Consultant Tasks Hands on: Create Rate Lookup Rules 1. On the Rate Lookup Rules form (PM205000: Organization > Projects > Configuration > Setup), populate the form with the following values and settings: Summary Rate Table STANDARD Summary Rate Type LABORTASK 2. Fill the Grid section as follows: Sequence Description Project Task 100 DBA Tasks Selected 200 Senior Consultant Tasks Selected 300 Junior Consultant Tasks Selected 3. Save your changes. 4. Repeat the same operation in order to complete the Rate Lookup Rules form for MATERIAL : Summary Rate Table STANDARD Summary Rate Type MATERIAL 5. Fill the Grid section as follows: Sequence Description Account Group 100 Material Billing Rate Selected 6. Save your changes. 7. Repeat the same operation in order to complete the Rate Lookup Rules form for TRAVEL : Summary Rate Table STANDARD Summary Rate Type TRAVEL Page 28 of 108

29 8. Fill the Grid section as follows: Sequence Description Account Group 100 Travel Billing Rate Selected 9. Save your changes. 10. Repeat the same operation in order to complete the Rate Lookup Rules form for SUBCON : Summary Rate Table STANDARD Summary Rate Type SUBCON 11. Fill the Grid section as follows: Sequence Description Project Task 100 DBA Tasks Selected 200 Senior Consultant Tasks Selected 300 Junior Consultant Tasks Selected 12. Save your changes. #11: Maintain Rate Tables Learning Objects Learn how to define and configure your client s rate tables according to his company s project billing requirements. Now that you have established your client s billing sequences, you can insert the rates for each sequence. Code Sequence Rate LABOR DBA Tasks $180/hr. LABOR SR Consultant Tasks $140/hr. LABOR JR Consultant Tasks $100/hr. MATERIAL Material Billing Rate Cost + 20% TRAVEL Travel Billing Rate Cost SUBCON DBA Tasks $180/hr. SUBCON SR Consultant Tasks $140/hr. SUBCON JR Consultant Tasks $100/hr. Page 29 of 108

30 Hands on: Maintain Rate Tables 1. On the Rate Tables form (PM206000: Organization > Projects > Work Area > Manage), populate the form with the following values and settings: Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence DBA Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Rate Start Date 01/01/2015 Rate Rate Save your changes, then populate the form as follows: Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence SR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Rate Start Date 01/01/2015 Rate Rate Save your changes, then populate the form as follows: Summary Rate Table STANDARD Summary Rate Type LABORTASK Summary Sequence JR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Rate Start Date 01/01/2015 Rate Rate Save your changes. Since your client s billing rule is defined by project tasks, you will need to add each project task to the Tasks tab of the Rate Tables form (PM206000) after you ve created the project. Page 30 of 108

31 5. Repeat the same operation for the MATERIAL rate: Summary Rate Table STANDARD Summary Rate Type MATERIAL Summary Sequence 100 Material Billing Rate Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Material Rate Rate Start Date 01/01/2015 Rate Rate 1.2 Account Groups Account Group MATERIAL 6. Save your changes. 7. Repeat the same operation for the TRAVEL rate: Summary Rate Table STANDARD Summary Rate Type TRAVEL Summary Sequence Travel Billing Rate Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Travel Rate Rate Start Date 01/01/2015 Rate Rate 1.0 Account Groups Account Group TRAVEL 8. Save your changes. 9. Repeat the same operation for the SUBCON rate: Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence DBA Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Rate Start Date 01/01/2015 Rate Rate Save your changes, then populate the form as follows: Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence SR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Page 31 of 108

32 Rate Start Date 01/01/2015 Rate Rate Save your changes, then populate the form as follows: Summary Rate Table STANDARD Summary Rate Type SUBCON Summary Sequence JR Consultant Tasks Summary Rate Code STANDARD {type directly in the field; it s free text} Summary Description Labor Task rates Rate Start Date 01/01/2015 Rate Rate Save your changes. #12: Create Allocation and Billing Rules Learning Objects Learn how to configure rules for your client s allocation transactions according to the billing rate table defined in step 11. The following hands-on exercise will walk you through the creation of allocation and billing rules for time and material (T&M) projects, per your client s needs. For further examples of allocation and billing rules, please reference Projects Allocation and Billing Rules Examples, located in the Acumatica ERP Implementation Checklists section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the Preparation section of the Implementing Projects guide and the Allocation Rules section of the Projects user guide. Hands on: Create Allocation and Billing Rules 1. On the Allocation Rules form (PM207500: Organization > Projects > Configuration > Setup), populate the Summary section as follows: Rule Summary Allocation Rule TMR Rule Summary Description Time & Material Page 32 of 108

33 2. On the toolbar of the left pane, click the + button to add a step, and populate the fields as follows (do not change the default values of the fields that are not listed in the table below): Allocation Rule grid Step ID 10 Allocation Rule grid Description Calculate billable labor Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Account Group From LABOR Calculation Rules: Selection Criteria Account Group To LABOR Calculation Rules: Rate Settings Rate Type LABORTASK Calculation Rules: Rate Settings is not defined Raise Error Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.BillableQty]*@Rate Calculation Rules: Calculation Settings Description Formula =IsNull([EPEmployee.AcctNam e],[pmtran.description]) Allocation Settings: Transaction Options Create Transaction with Zero Cleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA C Allocation Settings: Aggregate Transactions By Employee Selected Allocation Settings: Aggregate Transactions By Vendor Selected Allocation Settings: Aggregate Transactions By Item Selected 3. Save your changes. 4. Click the + button to add the second step, and fill the fields as follows: Allocation Rule grid Step ID 20 Allocation Rule grid Description Calculate billable material Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Account Group From MATERIAL Calculation Rules: Selection Criteria Account Group To MATERIAL Calculation Rules: Rate Settings Rate Type MATERIAL Calculation Rules: Rate Settings is not defined Raise Error Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount]*@Rate Calculation Rules: Calculation Settings Description Formula =IsNull([InventoryItem.Descr], [PMTran.Description]) Page 33 of 108

34 Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Amount Cleared Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA C Allocation Settings: Aggregate Transactions By Employee Selected Allocation Settings: Aggregate Transactions By Vendor Selected Allocation Settings: Aggregate Transactions By Item Selected 5. Save your changes. 6. Click the + button to add a third step ID, and fill the fields as follows: Allocation Rule grid Step ID 30 Allocation Rule grid Description Re-invoice travel expenses Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Account Group From TRAVEL Calculation Rules: Selection Criteria Account Group To TRAVEL Calculation Rules: Rate Settings Rate Type TRAVEL Calculation Rules: Rate Settings is not defined Raise Error Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount] Calculation Rules: Calculation Settings Description Formula =[PMTran.Description] Allocation Settings: Transaction Options Create Transaction with Zero Cleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Amount Cleared Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA C Allocation Settings: Aggregate Transactions By Employee Selected Allocation Settings: Aggregate Transactions By Vendor Selected Allocation Settings: Aggregate Transactions By Item Selected 7. Save your changes. Page 34 of 108

35 8. Click the + button to add a fourth step ID, and fill the fields as follows: Allocation Rule Step ID 40 Allocation Rule Description Invoice Subcontractor Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Account Group From SUBCON Calculation Rules: Selection Criteria Account Group To SUBCON Calculation Rules: Rate Settings Rate Type SUBCON Calculation Rules: Rate Settings is not defined Raise Error Calculation Rules: Calculation Settings Amount Formula =[PMTran.Qty]*@Rate Calculation Rules: Calculation Settings Description Formula =IsNull([PMTran.Description],[V endor.acctname]) Allocation Settings: Transaction Options Create Transaction with Zero Сleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Amount Сleared Allocation Settings: Transaction Options Create Non-Billable Transaction Сleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA C Allocation Settings: Aggregate Transaction By Employee {checked} Allocation Settings: Aggregate Transaction By Vendor {checked} Allocation Settings: Aggregate Transaction By Item {checked} 9. Save your changes. You can type the allocation formulas directly into each formula field, or you can click the Selector icon to open the Formula Editor window. The Formula Editor window allows you to manually browse through the Projects module tables and select a desired field. You can also use the Formula Editor window to validate your formula: Type directly in the window, and click the Validate button. A Validation passed notification appears if the formula syntax is correct. Note: Allocation formulas are case sensitive. Page 35 of 108

36 10. On the Billing Rules form (PM207000: Organization > Projects > Configuration > Setup > Billing Rules), populate the Summary section as follows: Rule Summary Billing Rule STANDARD Rule Summary Description Standard billing rule 11. Click the + button to add the following line to the Billing Rules grid (do not change the default values of the fields that are not listed in the table below): Field Value Account Group UNBILLED Invoice Description Project billing Subaccount Mask BBB-BBB Account Subaccount C Include Non-Billable Selected Copy Notes Selected 12. Save your changes. T&M Project Process Flow Now that you have executed all the necessary configurations for your client s T&M projects, you can enter project data. Create a T&M Project and Project Tasks Learning Objects Learn how to create and define a project and project tasks. Hands on: Create a New T&M Project 1. Open the Projects form (PM301000: Organization > Projects > Work Area > Manage). Page 36 of 108

37 2. On the form toolbar, click the + button and create a new project with the following settings: (do not change the default values of the fields that are not listed in the table below): Project Summary Customer Microchip * Project Summary Description T&M Project General Info tab Start Date 01/01/2015 General Info tab Default Account General Info tab Default Subaccount C General Info tab Billing Period Month General Info tab Allocation Rule TMR General Info tab Billing Rule Standard General Info tab Rate Table Standard *If this customer has not yet been created, add it in AR before entering this project. 3. Save your changes. 4. On the tollbar of the Tasks tab, click the + button to insert the following task: Tasks tab Task ID 1000 Tasks tab Description Project 1 - DBA Tasks Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD 5. Save your changes and 6. Add the second task: Tasks tab Task ID 2000 Tasks tab Description Project 1 - Senior Consultant Tasks Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD 7. Save your changes. 8. Add the third task: Tasks tab Task ID 3000 Tasks tab Description Project 1 - Junior Consultant Tasks Tasks tab Rate Table STANDARD Tasks tab Allocation Rule TMR Tasks tab Billing Rule STANDARD 9. Save your changes. Page 37 of 108

38 10. Change your system business date to 01/05/2015, as shown in the screenshot below, in order to be able to insert detail information for the tasks. 11. From the Tasks tab, select the 1000 task, then click the View Task button on the tab toolbar to insert detail information for that task. The Project Tasks form (PM302000) opens. 12. On the toolbar of the Budget tab, click the + button to insert the following budget amount (do not change the default values of the fields that are not listed in the table below): Budget tab Account Group SUBCON Budget tab Description DBA Task (subcontractor) Budget tab Budget Qty Budget tab UOM HOUR Budget tab Rate Add the second budget second amount: Budget tab Account Group MATERIAL Budget tab Inventory ID SERVER Budget tab Budget Qty Budget tab Rate 1, Save your changes and close the Project Tasks form (PM302000). 15. On the Tasks tab of the Projects form (PM301000), select the 2000 task, then click the View Task button to insert detail information for that task. 16. On the toolbar of the Budget tab of the Project Tasks form (PM302000), which opens, click the + button to insert the following budget amount: Budget Account Group LABOR Budget Inventory ID SRCONSULT Budget Budget Qty Budget Rate Save your changes and close the Project Tasks form (PM302000). 18. On the Tasks tab of the Projects form (PM301000), select the 3000 task, then click the View Task button to insert detail information for that task. Page 38 of 108

39 19. On the toolbar of the Budget tab of the Project Tasks form (PM302000), which opens, click the + button to insert the following budget amount: Budget Account Group LABOR Budget Inventory ID JRCONSULT Budget Budget Qty Budget Rate Save your changes and close the Project Tasks form (PM302000). Now that you have created your client s project, you need to update the rate table by adding the project task IDs in this case, 1000, 2000, and 3000 to the Rate Tables screen. It is necessary to do that every time you create a new project with task-specific rates. 21. On the Rate Tables form (PM206000: Organization > Projects > Work Area > Manage), populate fields as follows: Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type LABORTASK Rate Tables Summary Sequence DBA Tasks 22. On the toolbar of the Tasks tab, click the + button and add the 1000 task as the Project Task, and save your changes. 23. Select Senior Consultant Tasks as the Sequence. 24. On the Tasks tab, add the 2000 task as the Project Task, and save your changes. 25. Select Junior Consultant Tasks as the Sequence 26. On the Tasks tab, add the 3000 task as the Project Task, and save your changes. 27. In the summary area of the form, populate fields as follows: Rate Tables Summary Rate Table STANDARD Rate Tables Summary Rate Type SUBCON Rate Tables Summary Sequence DBA Tasks 28. On the Tasks tab, add the 1000 task as the Project Task, and save your changes. 29. Select Senior Consultant Tasks as the Sequence. 30. On the Tasks tab, add the 2000 task as the Project Task, and save your changes. 31. Select Junior Consultant Tasks as the Sequence 32. On the Tasks tab, add the 3000 task as the Project Task, and save your changes. Page 39 of 108

40 Hands on: Run the Auto Budget Process After entering your client s budgeted expenses, run the auto budget process to generate the budgeted revenue according to the allocation rules you ve configured. 1. Change your system business date to 01/05/2015 in order to be able to run the auto budget process. 2. Open the Projects form (PM301000: Organization > Projects > Work Area > Manage) 3. Select T&M Project as the Project ID. 4. Navigate to the Balances tab. 5. Click the Actions drop-down menu, and select Auto Budget. Notice that by running the auto budget process, the system automatically enters the budgeted revenue into the Balances tab. This revenue calculation is based on the allocation rules you ve configured for your client. 6. The total budgeted revenue should equal $4, If you do not see that amount, please review your allocation rules (see Troubleshooting below). 7. On the Projects form (PM30100), clear the Hold checkbox for the T&M Project. Since you have configured the project approval map, your project won t be activated until Andy Bernard approves the project. 8. Log in as Andy Bernard (the login is andy) and approve the project on the Approvals form (EP503010: Organization > Communication > Tasks). 9. On the Project Tasks form (PM302000: Organization > Projects > Work Area > Manage), select Active as the Status of your project tasks and save these changes. Troubleshooting If your client s budgeted revenue does not equal $4, after you ve run the auto budget process, review your Projects configuration in the following order: 1. Navigate to the Rate Tables form (PM206000) and confirm that you have entered rates for all rate types and sequences. There are multiple tabs on this screen; it is possible that you neglected to specify the tasks or account groups for the different rate types. 2. Navigate to the Allocation Rules form (PM207500) and verify that all your formulas are valid. It is possible that you accidentally inserted an extra space in one or more of the formulas, which would cause the validation to fail. Note that the formulas are also case sensitive. Page 40 of 108

41 3. If your allocation formulas call for a project attribute, navigate to the Projects form (screen IDPM301000) and confirm that you have entered values for the project attributes. 4. Navigate to the Project Tasks form (PM302000) and confirm that you entered the correct budgeted quantity and amount as a labor expense or material expense for each project task. Hands on: Enter Time Cards In this exercise, you will enter Andy Bernard s time card into the system. In a subsequent exercise, you will enter Jim Halpert s time card into the system. You will then log in as each of the two time card approvers Pam Beesly and Michael Scott to approve and release the time cards. In real life, multiple login steps are not necessary, since each employee enters his or her own time card. 1. Log in as Andy Bernard (the login is andy), and change the system business date to 01/05/2015 in order to be able to enter time in the past. 2. Open the Employee Time Cards form (EP305000: Organization > Time & Expenses > Work Area > Enter) 3. Create a new time card, using the values in the table below. Despite the selected business date, the Week will be (01/11 01/17). That s because you entered two time cards during the P130 Employee Management Configuration course, you should now be entering time for week However, if you entered more time cards during the Employee Management course than requested, it is possible that you are seeing a different value in the Week box. Proceed with the exercises using the time card week displayed in your system. 4. On the toolbar of the Details tab, and click the + button and insert the following information: Details tab Date 01/12/2015 Details tab Earning Type RG Details tab Project T&M Project Details tab Project Task 2000 Details tab Time Spent 04:00 Details tab Billable {checked} Details tab Billable Time 04:00 Details tab Summary Andy Bernard Project 1 Day 1 (SR consultant tasks) 5. Add a second line with the following information: Details tab Date 01/13/2015 Details tab Earning Type RG Details tab Project T&M Project Page 41 of 108

42 Details tab Project Task 3000 Details tab Time Spent 06:00 Details tab Billable {checked} Details tab Billable Time 06:00 Details tab Summary Andy Bernard Project 1 Day 2 (JR consultant tasks) 6. Save your changes. 7. On the form toolbar, click Action > Submit. Hands on: Enter an Expense Claim Prior to entering Jim s time card into the system, enter Andy s expense claim, because you are already logged in as Andy Bernard. 1. On the toolbar of the the Expense Claims form (EP301000: Organization > Time & Expenses > Work Area > Enter), click the + button to create a new expense claim with the following values (do not change the default values of the fields that are not listed in the table below): 2. Save the document. Document Summary Status On Hold Document Summary Date 01/13/2015 Document Summary Description Andy s Car Expense for project 1 Expense Claim Details tab Ref. Nbr Expense Claim Details tab Expense ID CARRENTAL Expense Claim Details tab Description Car Rental Expense Claim Details tab Quantity 1.00 Expense Claim Details tab Unit Cost Expense Claim Details tab Billable Selected Expense Claim Details tab Project T&M Project Expense Claim Details tab Task On the form toolbar, сlick Action > Submit. The document status is now Pending Approval. Hands on: Enter Time Cards (Cont.) 1. Log in as Jim Halpert (the login is jim), and change the system business date to 01/05/2015 (you have to repeat this step since you ve logged in with a new username). 2. On the toolbar of the Employee Time Cards form (EP305000: Organization > Time & Expenses > Work Area > Enter), click the + button to insert a new Jim s time card with the following values (do not change the default values of the fields that are not listed in the table below): Page 42 of 108

43 Details tab Date 01/12/2015 Details tab Earning Type RG Details tab Project T&M Project Details tab Project Task 3000 Details tab Time Spent 08:00 Details tab Billable Selected Details tab Summary Jim Halpert Project 1 Day 1 (JR consultant task) 3. On the Details tab, add a second line with the following values: Details tab Date 01/13/2015 Details tab Earning Type RG Details tab Project T&M Project Details tab Project Task 3000 Details tab Time Spent 04:00 Details tab Billable Selected Details tab Summary Jim Halpert Project 1 Day 2 (JR consultant task) Details tab Contract ID {blank} 4. Save your changes. 5. On the form toolbar, сlick Action > Submit. You will now approve the expense claim and both time cards, first as Pam Beesly and then as Michael Scott. 6. Log in as Pam Beesly (the login is pam) to execute the first-level approval of the time cards and expense claim. 7. On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve the time cards. 8. Log in as Michael Scott (the login is scott) to execute the second-level approval of the time cards and expense claim. 9. Change the system business date to 01/05/2015 in order to be able to release the time cards. 10. On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve the time cards. 11. On the toolbar of the Release Time Cards form (EP505010: Organization > Time & Expenses > Processes > Weekly), click the Release All button to release the time cards. 12. On the toolbar of the Release Expense Claims form (EP501000: Organization > Time & Expenses > Processes > Daily > Release Expense Claims), click the Release All button to release the expense claim. Page 43 of 108

44 Hands on: Enter a Subcontractor Bill As part of the T&M project scenario, your client subcontracted database administrator tasks to KRK Consulting Service. KRK has completed the work and submitted a bill. It is now necessary to enter the bill in the Accounts Payable module in order to allocate the cost and revenue correctly on the project. 1. On the Vendors form (AP303000: Finance > Account Payable > Work Area > Manage), create a new vendor with the KRK Consulting Service as the Vendor Name. 2. On the toolbar of the Bills And Adjustments form (AP301000: Finance > Accounts Payable > Work Area > Enter), сlick the + button to create a new bill with the following values (do not change the default values of the fields that are not listed in the table below): Document Summary Date 01/31/2015 Document Summary Vendor Ref. 123 Document Summary Description Project Subcontract Document Summary Vendor KRK Consulting Service 3. On the toolbar of the Document Details tab, click the + button and populate fields as follows: Field Value Inventory ID {blank} Transaction Descr. Project 1 DBA subcontract Quantity 8 UOM HOUR Unit Cost 150 Account Subaccount 000-OPS Project T&M Project Project Task Save your changes. 5. On the form toolbar, click the Release button. Page 44 of 108

45 Hands on: Issue Material to the Project For the purposes of this certification course, it is assumed that you are familiar with the Inventory Management module. Please execute the necessary steps to ensure your client has at least 20 servers available in his warehouse at the correct cost. Your client has informed you that a server was sold to his project. You must now issue a server to that project. 1. On the toolbar of the Issues form (IN302000: Distribution > Inventory > Work Area > Enter), click the + button to create an issue with the following values (do not change the default values of the fields that are not listed in the table below): Document Summary Hold Cleared Document Summary Date 01/05/2015 Document Summary Description Server for project 1 Transaction Details tab Inventory ID Server Transaction Details tab Quantity 1 Transaction Details tab Unit Price * Transaction Details tab Reason Code PROJECT Transaction Details tab Project T&M Project Transaction Details tab Project Task 1000 Document Summary Control Qty. 1 Document Summary Control Amount * The unit price is irrelevant here; the project unit price will be calculated by the project allocation rule. 2. Save your changes and release the document. Hands on: Run Project Allocations In order for the revenue portion of your client s project to be allocated, you need to run the allocation process. 1. Change the business date to 01/05/2015 in order to be able to run allocation process. 2. On the toolbar of the Run Allocations By Projects form (PM502500: Organization > Projects > Processes > Recurring), click the Allocate All button. 3. On the toolbar of the Release Transactions form (PM501000: Organization> Projects > Processes > Daily), click the Release All button. You can also configure you project to automatically release allocation transactions. 4. If you navigate to the project s Balances tab, the unbilled revenue amount should equal $5, Page 45 of 108

46 Hands on: Run Project Billing You use the Projects form (PM301000) to run project billing. If it is your first time running billing for a project, you will need to populate the Next Billing Date field prior to running billing. 1. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), select your client s T&M Project in the Project ID box. 2. In the General Info tab, enter 02/01/2015 in the Next Billing Date field. 3. Save your changes. 4. On the form toolbar, click Actions > Run Project Billing to produce the project invoice. In general, if a project is not configured to automatically release invoice transactions, it is necessary to release them manually on the Release Transactions form (PM301000). In this case, however, DO NOT release the invoice you just created. It is possible to run invoices for all the projects in the system using the Run Project Billing form (PM503000: Organization > Projects > Processes > Recurring). To do that, you can click the Bill All button on the form toolbar. Correcting Project Documents Understanding how to correct project documents is integral to mastering the Project Management module. The following scenarios will guide you through the actions to take to correct specific documents. These scenarios are not the instructions! Scenario Type A: The Project Invoice Is Not Yet Released Mistake Example 1: A user neglects to specify the relevant project and project task when issuing goods; he or she enters the non-project code X instead of the correct project and project task. 1. Delete the invoice. 2. Navigate to the Issues form (IN302000), and enter two line items. The first line should have a transaction type of Return, and all the other fields should contain the same values as the original issue document that needs to be corrected. The second line should have a transaction type of Issue, and the fields should contain the corrected data. Here is an example: Page 46 of 108

47 3. Release the document. 4. Run and release project allocations. 5. Enter the appropriate date in the Next Billing Date field. 6. Run project billing. Mistake Example 2: A user releases a project-related AP document that was entered as billable, but the AP bill should have been classified as non-billable on the project. 1. Delete the invoice. 2. Navigate to the Bills And Adjustments form (AP301000), and enter two line items on the AP document. The first line should have a negative quantity, and all the other fields should contain the same values as the original AP document that needs to be corrected. The second line should have a positive quantity, and the fields should contain the corrected data. Here is an example: 3. Release the document. 4. Run and release project allocations. 5. Enter the appropriate date in the Next Billing Date field. 6. Run project billing. Mistake Example 3: A user enters his or her time into the wrong project or project task(s). 1. Delete the invoice. 2. The user who made the error must navigate to the Employee Time Cards form (EP305000) and correct the time card. (The P130 Employee Management Configuration course reviews time card correction.) 3. Run and release project allocations. 4. Enter the appropriate date in the Next Billing Date field. 5. Run project billing. Page 47 of 108

48 Mistake Example 4: A user enters his or her expense claim into the wrong project or project tasks(s). 1. Delete the invoice. 2. The user who made the error must navigate to the Expense Claims form (EP301000) and correct the expense claim. (The P130 Employee Management Configuration course also reviews expense claim correction.) 3. Run and release project allocations. 4. Enter the appropriate date in the Next Billing Date field. 5. Run project billing. Mistake Example 5: An employee time card is entered correctly, but the customer would like to be billed half the time in the next billing period. For example, a customer would like to be billed 4 hours on the current invoice and 4 hours on the next invoice. 1. Navigate to the Invoices and Memos form (AR301000) and select the appropriate invoice. 2. In the Document Details tab, change the billable quantity from 8 hours to 4 hours. 3. Select Bill Later in the Billing Option column. 4. The remaining 4 hours will be automatically added to the next invoice during project billing. Mistake Example 6: An employee time card is entered correctly, but the customer is disputing 2 billable hours. For example, a customer believes an employee should ve billed for 6 hours, not Navigate to the Invoices and Memos form (AR301000) and select the appropriate invoice. 2. In the Document Details tab, change the billable quantity from 8 hours to 6 hours. 3. Select Complete Line in the Billing Option column. 4. The additional 2 hours will not be invoiced. Mistake Example 7: An employee time card is entered correctly, but the customer is disputing 8 billable hours. For example, the customer would like 8 hours of billable time removed from the invoice. 1. Delete the invoice. 2. Navigate to the Reverse Unbilled Transactions form (PM505000), and select the transaction that shouldn t be billed. 3. Click the Process button. 4. Select the appropriate date in the Next Billing Date field. 5. Run project billing. Note: Although this solution provides a clean means of not billing some of the time assigned to a project, it is not possible to use it to reverse partial transactions. For example, you cannot use this solution to reverse only 4 hours of an 8-hour transaction. Scenario Type B: The Project Invoice Is Released and Sent to the Customer Even if an incorrect invoice is sent to a customer, it is still possible to correct it (per the steps outlined above); the correction will be allocated and invoiced during the next billing run. Page 48 of 108

49 Scenario Type C: The Project Invoice Is Released, but Not Yet Sent to the Customer If an incorrect invoice is released but not yet sent to the customer, it is possible to reverse the invoice and amend the incorrect document(s). By reversing the invoice, the system will consider the billable items as not yet billed. Hands on: Correct Project Documents As an exception, your client has decided not to bill Andy s expense claim to the customer. Correct the claim accordingly. 1. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), select the T&M Project in the Project ID box. 2. Navigate to the Invoices tab; double-click on the expense claim invoice to open it in the Invoices and Memos form (AR301000); and delete the invoice. 3. Login as Andy Bernard (the login is andy), and change the system business date to 01/05/ On the Expense Claims form (EP301000: Organization > Time & Expenses > Work Area > Enter), enter a new expense claim to make Andy s expenses non-billable to the customer. Your document should look like this: 5. On the form toolbar, click Release to release the expense claim. 6. On the toolbar of the Run Allocations By Projects form (PM502500: Organization > Projects > Processes > Recurring), click the Allocate All button. 7. On the toolbar of the Release Transactions form (PM501000: Organization > Projects > Processes > Daily), click the Release All button. Page 49 of 108

50 Prior to re-running billing after making the correction, you will need to enter the correct date in the Next Billing Date field: 8. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), select T&M Project as the Project ID. 9. On the General Info tab, enter 02/01/2015 in the Next Billing Date box. 10. Save your changes. 11. On the form toolbar, click Actions > Run Project Billing to create the project invoice. Your client s customer has requested that Jim s hours be billed over the span of two invoices. The customer wants 8 hours billed on the current invoice and 4 hours on the next invoice. Correct the invoice to reflect the customer s wishes. 12. On the Invoices tab of the Projects form (PM301000), double-click the appropriate invoice to open it in the Invoices and Memos form (AR301000). 13. On the Document Details tab, change Jim s billable quantity from 12 to Select Bill Later in the Billing Option column. 15. Save your changes. 16. Release and close the invoice. 17. On the form toolbar, click Actions > Run Project Billing to produce a second project invoice for the remaining 4 billable hours. 18. Release the created invoice. T&M Project Scenario: Update 1 Your client has realized that there is a possibility this T&M project will be extended. He would like to update the project budget as follows: Budgeted Item Hourly Cost Revised Budget Hours Revised Budgeted Amount Revenue $ Senior Consultant $50/hr. 8 hours $ Junior Consultant $40/hr. 20 hours $ The following exercises will walk you through how to update your client s project budget. Page 50 of 108

51 Hands on: Update the Project Budget 1. Change the system business date to 01/05/ Open the Project Tasks form (PM302000: Organization > Projects > Work Area > Manage) 3. Select T&M Project as the Project ID. 4. Select 2000 in the Task ID box. 5. On the Budget tab, adjust the Revised Qty. column as follows: Type Account Group Inventory ID Revised Qty. Expense Labor SRCONSULT 8 6. Save your changes. 7. On the form toolbar, click the Auto Budget button to update the revised budgeted revenue amount. 8. Select 3000 in the Task ID box. 9. On the Budget tab, adjust the Revised Qty. column as follows: Type Account Group Inventory ID Revised Qty. Expense Labor JRCONSULT Save your changes. 11. On the form toolbar, click the Auto Budget button to update the revised budgeted revenue amount. The total budgeted revenue should equal $5, Page 51 of 108

52 Project Scenario: WIP Project Now that you have successfully completed and billed a T&M project, it is time for you configure a sample work in progress (WIP) project. Summary of the WIP Project Scenario Your client from the previous T&M project scenario would now like to track the work in progress (WIP) on some of his projects. He would like you to implement the WIP project functionality in his Project Management module, which is currently configured for T&M projects only. Specifically, your client would like to track a budget for his projects and have the projects billed automatically from his employees CRM activities. His WIP projects carry a 10 percent burden (burden rate can be different by project; it is kept as a project attribute), which he would like to add to the total cost of his projects. As is the case with his T&M projects, your client occasionally sells servers to his customers; when he does so, he puts a 20 percent markup on the equipment he is selling. Your client employs two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. Michael Scott, your client, is acting as a project manager on the WIP project you will configure in the following exercises; you will need to confirm his employee cost rate at $166,400 per year. If traveling is required, travel expenses are re- invoiced with no markup to the customer. Your client s WIP projects are always billed based on the resource labor category. In other words, the labor category assigned to each employee determines the employee s consulting sales price; it does not matter what type of task the employee executes on the project. Your client does not currently have GL accounts to keep track of his WIP projects and his project burden, so you must first add the following account to your client s chart of accounts on the Chart Of Accounts form (GL202500: Finance > General Ledger > Configuration > Manage): Account Account Class Type Description WIP Asset WIP Projects He has budgeted the following resources for his first WIP project: Task Hourly Price Budget Hours Project Manager $200/hr. 4 hours Senior Consultant $140/hr. 5 hours Junior Consultant $100/hr. 16 hours Server (2) Cost + 20% Page 52 of 108

53 Here is a breakdown of the actual hours: Task Michael Scott - Actual Hours - Andy Bernard - Actual Hours - Project Manager 2 hours Senior Consultant 5 hours Junior Consultant Server (2) Cost: $2,000 Jim Halpert - Actual Hours - 16 hours Since you have already configured your client s Project Management module for T&M projects, you will NOT need to execute each step of the configuration checklist, as outlined below. You will only need to configure the tasks highlighted in grey. # Task Comments 1 Define auto-numbering sequences Previously configured; this setting is not related to the WIP project scenario specifically. 2 Define the structure of PM identifiers Previously configured; this setting is not related to the WIP project scenario specifically. 3 Maintain valid values for validated segments Previously configured; this setting is not related to the WIP project scenario specifically. 4 Configure PM module preferences Previously configured; this setting is not related to the WIP project scenario specifically. 5 Create PM module attributes The BURDEN attribute necessary for the WIP project scenario has already been created. 6 Configure PM module attributes The BURDEN attribute necessary for the WIP project scenario has already been created. 7 Create account groups Needs to be updated to accommodate the WIP and burden account groups. 8 Create rate tables Previously configured; this setting is not related to the WIP project scenario specifically. 9 Create rate types Needs to be updated to accommodate rate types by labor category. 10 Create rate lookup rules Needs to be updated to accommodate rate types by labor category. 11 Maintain rate tables Needs to be updated to accommodate rate types by labor category. 12 Create allocation and billing rules Need to create a new one for WIP projects. Complete all of the following checklist task updates. Page 53 of 108

54 #5: Create PM Module Attributes Your client would like to track the project burden percentage as a text field on each project. Hands on: Create PM Attributes 1. On the Attributes form (CS205000: Configuration > Common Settings > Common Settings), create a new attribute with the following settings: Summary Attribute ID BURDEN Summary Description Project Burden Percentage 2. Save your changes. #6: Configure PM Module Attributes Now that you have created an attribute for your client s projects, it is necessary to add the attribute to the PM module s Attributes form. Hands on: Configure PM Attributes 1. On the Attributes form (PM202000: Organization > Projects > Configuration > Setup), populate the form as follows: Summary Name Project Grid Attribute ID BURDEN 2. Save your changes. Page 54 of 108

55 #7: Create Account Groups Per your client project scenario, you will need to define the following WIP account group: Account Group WIP Burden Rule No rule, but WIP information will be affecting this account group No rule, but WIP information will be affecting this account group Hands on: Create Account Groups 1. On the Account Groups form (PM201000: Organization > Projects > Configuration > Setup), create a new account group with the following settings: Account Group Summary Account Group ID WIP Account Group Summary Type Asset Account Group Summary Description Project WIP 2. On the Accounts tab, add a new line and select the as Account. 3. Save your changes. 4. Create another account group for project burden with the following settings: Account Group Summary Account Group ID BURDEN Account Group Summary Type Off-Balance Account Group Summary Description Project Burden 5. Save your changes. #9: Create Rate Types Per your client WIP project scenario, you will need to have multiple billing rates configured in the system for each labor category, as well as for material and travel expenses. The rate types for labor are calculated differently for WIP projects than for T&M projects, but they are not calculated differently for material and travel expenses. You ll need to configure the following WIP labor rate type for your client: Rate Type LABORCAT Description Labor rate by labor category (Project Manager, SR Consultant, JR Consultant) Page 55 of 108

56 Hands on: Create Rate Types 1. On the toolbar of the Rate Types form (PM204100: Organization > Projects > Configuration > Setup), click the + button and create the following rate type: Rate Types LABORCAT Description Rate type by Labor Category 2. Save your changes. #10: Create Rate Lookup Rules In order to be able to insert billing rates, you first have to define billing sequences. Your client s employees have different billing rates based on labor category, which means you will need to define multiple billing sequences. Per the WIP project scenario, you also need billing sequences for material and travel expenses. However, since you already created those during the T&M project scenario and the material and travel billing types are the same for T&M and WIP projects you won t need new rate lookup rules for those rate types. Below are the three billing sequences you ll need to configure: Labor Category Project Manager Senior Consultant Junior Consultant Hands on: Create Rate Lookup Rules 1. On the Rate Lookup Rules form (PM205000: Organization > Projects > Configuration > Setup), populate values as follows: Summary Rate Table STANDARD Summary Rate Type LABORCAT Sequences Area Sequence 100 Sequences Area Description Project Manager Sequences Area Inventory Selected Page 56 of 108

57 2. Add a row with the second sequence: Sequences Area Sequence 200 Sequences Area Description Senior Consultant Sequences Area Inventory Selected 3. Add a row with the third sequence: Sequences Area Sequence 300 Sequences Description Junior Consultant Sequences Area Inventory Selected 4. Save your changes. #11: Maintain Rate Tables Now that your client s billing sequences have been established, you can insert the rates for each sequence. Code Sequence Rate LABORCAT Project Manager $200/hr. LABORCAT SR Consultant $140/hr. LABORCAT JR Consultant $100/hr. The material and travel expenses sequences do not need to be changed; you will use the same billing types for material and travel as in the T&M project scenario. Hands on: Maintain Rate Tables 1. On the Rate Tables form (PM206000: Organization > Projects > Work Area > Manage), populate the form with the following values for the project manager rate: Summary Rate Table STANDARD Summary Rate Type LABORCAT Summary Sequence Project Manager Summary Rate Code STANDARD Summary Description Project Manager rate Rate tab Start Date 01/01/2015 Rate tab Rate Inventory tab Inventory ID PMANAGER Page 57 of 108

58 2. Save your changes, then create a second table for the senior consultant rate: Summary Sequence Senior Consultant Summary Description SR Consultant rate Rate tab Start Date 01/01/2015 Rate tab Rate Inventory tab Inventory ID SRCONSULT 3. Save your changes, then create a third table for the junior consultant rate: Summary Sequence Junior Consultant Summary Description JR Consultant rate Rate tab Start Date 01/01/2015 Rate tab Rate Inventory tab Inventory ID JRCONSULT 4. Save your changes. #12: Create Allocation and Billing Rules The following hands-on exercise will walk you through the creation of allocation and billing rules for WIP projects, per your client s needs. For further examples of allocation and billing rules, please reference Projects Allocation and Billing Rules Examples, located in the Acumatica ERP Implementation Checklists section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the Preparation section of the Implementing Projects guide and the Allocation Rules section of the Projects user guide. Hands on: Create Allocation and Billing Rules 1. On the Allocation Rules form (PM207500: Organization > Projects > Configuration > Setup), populate the Summary section as follows: Rule Summary Allocation Rule TMWIP Rule Summary Description TMWIP Page 58 of 108

59 2. On the toolbar of the left pane, click the + button to add a step, and populate the fields as follows (do not change the default values of the fields that are not listed in the table below): Allocation Rule grid Step ID 10 Allocation Rule grid Description Labor Expenses Calculation Rules: Selection Criteria Account Group From LABOR Calculation Rules: Selection Criteria Account Group To LABOR Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Amount Cleared Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared 3. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 20 Allocation Rule grid Description Travel Expenses Calculation Rules: Selection Criteria Account Group From TRAVEL Calculation Rules: Selection Criteria Account Group To TRAVEL Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Amount Cleared Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared 4. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 30 Allocation Rule grid Description Material Expenses Calculation Rules: Selection Criteria Account Group From MATERIAL Calculation Rules: Selection Criteria Account Group To MATERIAL Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Amount Cleared Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared 5. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 100 Allocation Rule grid Description Burden Calculation Rules: Summary Create Allocation Selected Transaction Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 10 Calculation Rules: Selection Criteria Range End 30 Page 59 of 108

60 Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount]*CDec([PMProject. BURDEN_Attributes]) Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' burden: '+[PMAccountGroup.GroupCD] Allocation Settings: Transaction Options Post Transaction to GL Cleared Allocation Settings: Transaction Options Create Transaction with Cleared Zero Qty. Allocation Settings: Transaction Options Create Transaction with Cleared Zero Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Group Replace BURDEN Allocation Settings: Credit Transaction Account Group None 6. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 200 Allocation Rule grid Description WIP Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 10 Calculation Rules: Selection Criteria Range End 90 Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount] Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' wip: '+[PMTran.Description] Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Debit Source Page 60 of 108

61 7. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 210 Allocation Rule grid Description WIP Burden Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 100 Calculation Rules: Selection Criteria Range End 190 Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount] Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' wip: '+[PMTran.Description] Allocation Settings: Transaction Options Post Transaction to GL Cleared Allocation Settings: Transaction Options Create Transaction with Zero Qty. Cleared Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Group Replace WIP Allocation Settings: Credit Transaction Account Group None 8. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 300 Allocation Rule grid Description Billable Labor Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 10 Calculation Rules: Selection Criteria Range End 10 Calculation Rules: Rate Settings Range Type LABORCAT Calculation Rules: Rate Settings is not defined to 0 Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula =[PMTran.BillableQty]*@Rate Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' billable: '+[PMTran.Description] Allocation Settings: Transaction Options Create Transaction with Zero Cleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Page 61 of 108

62 Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 310 Allocation Rule grid Description Billable Travel Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 20 Calculation Rules: Selection Criteria Range End 20 Calculation Rules: Rate Settings Range Type TRAVEL Calculation Rules: Rate Settings is not defined to 0 Calculation Rules: Calculation Settings Amount Formula =[PMTran.Amount]*@Rate Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' billable: '+[PMTran.Description] Allocation Settings: Transaction Options Create Transaction with Zero Cleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 320 Allocation Rule grid Description Billable Material Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 30 Calculation Rules: Selection Criteria Range End 30 Calculation Rules: Rate Settings Range Type MATERIAL Calculation Rules: Rate Settings is not defined to 0 Page 62 of 108

63 Calculation Rules: Calculation Settings Quantity Formula =[PMTran.Qty] Calculation Rules: Calculation Settings Billable Qty. Formula =[PMTran.BillableQty] Calculation Rules: Calculation Settings Amount Formula Calculation Rules: Calculation Settings Description Formula =[PMProject.ContractCD]+' billable: '+[PMTran.Description] Allocation Settings: Transaction Options Create Transaction with Zero Cleared Qty. Allocation Settings: Transaction Options Create Transaction with Zero Cleared Amount Allocation Settings: Transaction Options Create Non-Billable Transaction Cleared Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA Save your changes. 12. On the Billing Rules form (PM207000: Organization > Projects > Configuration > Setup), create a new WIP billing rule with the following settings: Field Value Billing Rule WIPBILLING Description WIP Billing Rule Account Group UNBILLED Invoice Description WIP Project Billing Subaccount Mask BBB-BBB Account Subaccount C WIP Account Group WIP Copy Notes Selected 13. Save your changes 14. On the Project Preferences form (PM101000: Organization > Projects > Configuration > Setup), select the Automatically Release Allocations checkbox to release allocations automatically. 15. Save your changes Page 63 of 108

64 WIP Project Process Flow Now that you have executed all the necessary configurations for your client s WIP project, you can enter the project data. The following hands-on exercises below will walk you through the creation of project information and how to enter time cards that will affect the WIP project. Create a WIP Project and Project Tasks Hands on: Create a New WIP Project 1. Make sure that the system business date is 01/05/2015. If not, change the system business date to 01/05/ On the toolbar of the Projects form (PM301000: Organization > Projects > Work Area > Manage), click the + button to create a new project with the following values (do not change the default values of the fields that are not listed in the table below): Project Summary Customer Microchip Project Summary Description WIP Project General Info tab Start Date 01/01/2015 General Info tab Default Account General Info tab Default Subaccount C General Info tab Billing Period On Demand General Info tab Allocation Rule TMWIP General Info tab Billing Rule WIPBILLING General Info tab Rate Table STANDARD General Info tab Run Allocation on PM Transaction Release Selected 3. Save your changes. 4. On the toolbar of the Tasks tab, click the + button to insert the following new task: Tasks tab Task ID Tasks tab Description Project Inception Tasks tab Approver (Bernard Andy) Tasks tab Billing Option On Project Completion 5. Save your changes. Page 64 of 108

65 6. Create nine additional tasks with the same parameters as the first one except the parameters from the following table: Task ID Description Requirements Gathering Functional Design Technical Design Project Plan Coding Coding Transition to QA QA Testing Beta Testing Managed Availability 7. Save your changes. 8. To add budget detail information to a task, select the task (in the Tasks tab) and click the View Task button. The task will open in the in the Project Tasks form (PM302000) in a pop-up window. On the toolbar of the Budget tab of the Project Tasks form (PM302000), click the + button to insert the budgeted quantity. Save your changes and close the window with the Project Tasks form (PM302000) after modifying each task. Do this for the following tasks: Task ID Description Account Group Inventory ID Budget Qty. Rate Requirements Gathering LABOR PMANAGER Functional Design LABOR SRCONSULT Coding LABOR JRCONSULT Coding MATERIAL Server Beta Testing LABOR PMANAGER On the Attributes tab, specify 0.1 as the Value of the Project Burden Percentage attribute: 10. Save your changes. Hands on: Run the Auto Budget Process After entering your client s budgeted expenses, run the auto budget process to generate the budgeted revenue according to the allocation rules you ve configured. 1. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), select WIP Project in the Project ID box. 2. On the Balances tab, click Actions > Auto Budget. Page 65 of 108

66 Notice that by running the auto budget process, the system automatically enters the budgeted revenue into the Balances tab. This revenue calculation is based on the allocation rules you ve configured for your client. 4. The total budgeted revenue should equal $5, If you do not see that amount, please review your allocation rules. Now you will activate your project and project tasks. 5. In the summary area, clear the Hold checkbox and save your changes. Since you have configured the project approval map, your project won t be activated until Andy Bernard approves the project. 6. Log in as Andy Bernard (the login is andy) and approve the project on the Approvals form (EP503010: Organization > Communication > Tasks). 7. On the Project Tasks form (PM302000: Organization > Projects > Work Area > Manage), select Active as the Status of all the WIP Project tasks and save these changes. Hands on: Enter Project Activities In this exercise, you will enter activities through both the CRM and Projects modules in order to fill time cards for Michael Scott, Andy Bernard, and Jim Halpert. You will then log in as the time card approvers Pam Beesly and Michael Scott to approve and release the time cards. In real life multiple login steps are not necessary, since each employee enters his or her own activities and time cards. Enter Michael Scott s activities 1. Log in as Michael Scott. 2. Change the system business date to 01/05/ On the toolbar of the Business Accounts form (CR303000: Organization > Customer Management > Work Area > Manage), click the + and select Microchip in the Business Account box. 4. On the toolbar of the Activities tab, click Add Activity > Add Work Item. Populate the fields of the Activity form (CR306010), which opens in a pop-up window, with the following values (do not change the default values of the fields that are not listed in the table below): Page 66 of 108

67 Details Summary Requirements Gathering on Project 2 Details Internal Selected Details Date 01/05/2015 Details Track Time Selected Details Project WIP Project Details Project Task Requirements Gathering Details Status Completed Details Time 02:00 Details Billable Selected The field related to tracking time is displayed only if the Track Time check box is selected on the Activity Types form (CR102000: Organization > Customer Management > Configuration > Setup). 5. Save the activity and close the Activity form (CR306010). 6. Add the second billable work item for Michael Scott, with the following parameters: Details Summary Manage Beta testing on Project 2 Details Type Work Item Details Date 01/06/2015 Details Track Time Selected Details Project WIP Project Details Project Task Beta Testing Details Status Completed Details Time 02:00 Details Billable Selected 7. Save the activity and close the Activity form (CR306010). To show created activities on the Activities tab of the Business Accounts form (CR303000), select All Activities in the rightmost box on the tab toolbar. Since we have inserted an Approver on the project tasks, the activities will not be available on Michael s timecard until the project activities are approve by the project approver (Andy Bernard). 8. In order to approve Michael s project activities, login as Andy Bernard (the login is andy). 9. On the Approve Time Activities form (EP507010: Organization > Time & Expenses > Processing > Daily), click the Approve All button to approve the time activities. 10. In order to create Michael s time card, login as Michael Scott (the login is scott). 11. Change the system business date to 01/05/ On the toolbar of the Employee Time Cards form (EP305000: Organization > Time & Expenses > Work Area > Enter), click the + button to create a new timecard. The time card should be prepopulated with the activities you have entered. Page 67 of 108

68 13. Verify the information and save the timecard. 14. On the form toolbar, click Action > Submit. 15. Since Michael Scott is the CEO of the company and is assigned to a department in the company tree that is higher than Pam Beesly s department, he can approve and release his own time card. a. Approve the time card by clicking Action > Approve on the form toolbar. b. Release the time card by clicking Action > Release on the form toolbar. Enter Andy Bernard s activities 1. Log in as Andy Bernard (the login is andy), and change his system business date to 01/05/ On the Projects form (PM301000: Organization > Projects > Work Area > Manage), select Wip Project in the Project ID box. 3. On the toolbar of the Activity History tab, click Add Activity > Add Work Item, and add the following activity (do not change the default values of the fields that are not listed in the table below): Details Summary Functional Design Project 2 Details Date 01/19/2015* Details Project WIP Project Project Task Functional Design Details Track Time Selected Details Status Completed Details Earning Type RG Details Time 05:00 Details Billable Selected *If you have created multiple time cards for Andy because you made a mistake in the first project exercise, please enter a date that falls within the appropriate time card for Andy. 4. Save the activity and close the Activity form (CR306010). 5. On the Approve Time Activities form (EP507010: Organization > Time & Expenses > Processing > Daily), click the Approve All button to approve Andy s time activity. 6. In order to create Andy s time card, on the Employee Time Cards form (EP305000: Organization > Time & Expenses > Work Area > Enter), create a new timecard. The time card should be prepopulated with the activities you have entered. 7. Verify the information and save the timecard. 8. On the form toolbar, click Action > Submit. Page 68 of 108

69 You can now enter Jim Halpert s activities 1. Log in as Jim Halpert (the login is jim), and change the system business date to 01/05/ On the Customers form (AR303000: Finance > Accounts Receivable > Work Area > Manage), select Microchip in the Customer ID field. 3. On the toolbar of the Activities tab, click Add Activity > Add Note. 4. Using the Activity form (CR306010), which opens, create a new activity as follows: Details Summary Coding Project 2 Details Date 01/20/2015* Details Track Time Selected Details Project WIP Project Details Project Task Coding Details Status Completed Details Time 08:00 Details Billable Selected *If you have created multiple time cards for Jim because you made a mistake in the first project exercise, please enter a date that falls within the appropriate time card for Jim. 5. Save the activity and close the Activity form (CR306010). 6. On the toolbar of the Activities tab, click Add Activity > Add Note, and create the second activity with the same data as the previous activity except the Date, which should be 01/21/ Save the activity and close the Activity form (CR306010). 8. In order to approve Jim s project activities, login as Andy Bernard (the login is andy). 9. On the Approve Time Activities form (EP507010: Organization > Time & Expenses > Processing > Daily), click the Approve All button to approve the time activities. 10. In order to create Jim s time card, log in as Jim Halpert (the login is jim), and change the system business date to 01/05/ On the Employee Time Cards form (EP305000: Organization > Time & Expenses > Work Area > Enter), create a new timecard.the time card should be prepopulated with the activities you have entered. 12. Verify the information and save the timecard. 13. On the form toolbar, click Action > Submit. Page 69 of 108

70 WIP Project Scenario: Update 1 Initially, your client was not planning on using machinery on this WIP project, but it turns out he will need to allocate some equipment cost to the project. In order to allocate this machinery cost, you will need to enter an equipment time card, as detailed in the following hands-on exercise. Hands on: Enter an Equipment Time Card 1. On the Equipment Time Cards form (EP308000: Organization > Time & Expenses > Work Area > Enter), create an equipment time card as follows: Summary Week (01/04-01/10) Summary Equipment ID MACHINE1 2. Save your changes. 3. On the toolbar of the Summary tab, click the + button to add the following line to the grid section: Summary tab Project WIP Project Summary tab Project Task Coding Summary tab Rate Type Run Summary tab Mon 01:00 Summary tab Billable Selected Summary tab Description MACHINE1 on WIP project 4. Save the time card. 5. On the form toolbar, click Action > Submit. You can now approve and release the employee and equipment time cards. 6. Log in as Pam Beesly (the login is pam). 7. On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve all the employee and equipment time cards. 8. Log in as Michael Scott (the login is scott), and change the system business date to 01/05/ On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve all the employee time cards. 10. On the toolbar of the Release Time Cards form (EP505010: Organization > Time & Expenses > Processes > Weekly), click the Release All button to release all the time cards. Page 70 of 108

71 11. Open the Release Equipment Time Cards form (EP505020: Organization > Time & Expenses > Processes > Weekly), click the Release All button to release the equipment time card. Issue Material to the WIP Project According to the WIP project scenario, you need to issue two servers to your client s WIP project. The following steps will walk you through how to issue two servers from the Inventory Management module and allocate them to the WIP project. 1. On the toolbar of the Issues form (IN302000: Distribution > Inventory > Work Area > Enter), click the + button to create the following issue: Document Summary Date 01/02/2015 Document Summary Post Period Document Summary Description Server for WIP project Document Summary Control Qty. 2 Document Summary Control Amount 2, On the Transaction Details tab, add a line with the following information: Field Value Inventory ID SERVER Quantity 2.00 Unit Price 1,200.00* Reason Code PROJECT Project WIP Project Project Task Coding * The unit price is irrelevant here; the project unit price will be calculated by the project allocation rule. 3. Save your changes. 4. Release the transaction. Hands on: Run Project Allocation In order for the revenue portion of your client s WIP project to be allocated, you would need to run the allocation process, if the Run Allocation on PM Transaction Release check box was not selected during creating the WIP Project. To allocate the project manually, сlick the Allocate All button on the toolbar of the Run Allocations By Projects form (PM502500: Organization > Projects > Processes > Recurring). Page 71 of 108

72 The allocation transactions have been released automatically because you selected the Automatically Release Allocations check box on the Project Preferences form (PM101000) during configuring the TMWIP allocations rules for the WIP Project. To release allocation transactions manually, click the Release All button on the toolbar of the Release Transactions form (PM501000: Organization > Projects > Processes > Daily). On the Balances tab of the Projects form (PM301000), verify that the UNBILLED revenue of your client s WIP project equals $5,740.00, and the WIP equals $3, WIP Project Scenario: Update 2 Your client s customer, Microchip Restaurant, has noticed that Michael Scott entered 2 billable hours on the Project Requirements Gathering task. The customer would like those billable hours removed from that task. Although the cost of Michael s 2 hours for that task should still be allocated to the WIP project, Microchip Restaurant should not have been billed for them. The following exercises will walk you through how to reverse an allocation for billable time that should not have been billed to a customer. Hands on: Reverse Unbilled Transactions 1. Open the Reverse Unbilled Transaction form (PM505000: Organization > Projects > Processes > Daily). This screen displays all billable transactions that have been allocated and released, but that have not yet been billed. 2. Select the transaction where Michael Scott (the PMANAGER Inventory ID) entered 2 billable hours for the PR Project and the Project Task. 3. On the form toolbar, click the Process button. The reversal transaction will release automatically. To release transactions manually, click the Release All button on the toolbar of the Release Transactions form (PM501000: Organization > Projects > Processes > Daily). 4. On the Balances tab of the Projects form (PM301000), verify that the UNBILLED revenue of the WIP Project equals $5,340.00, and the WIP still equals $3, Page 72 of 108

73 WIP Project Scenario: Update 3 You have confirmed with your client and his employees that the WIP project is complete. The exercises below will walk you through how to complete the project tasks and bill the customer, Microchip Restaurant, on project completion. Hands on: Complete Project Tasks 1. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), open the WIP Project. 2. On the Tasks tab, change the Status of each task to Completed, and save your changes. 3. Change the project Status to Completed, and save your changes. Since the project billing option is set to On Project Completion, it is not possible to bill the project with an earlier billing date than the project end date. The WIP project end date was automatically inserted when you changed the status of from Active to Completed. Hands on: Run Project Billing 1. Change the business date to 01/21/2015 in order to bill all the unbilled transactions. The latest one is Jim s activity on 01/21/ On the Run Project Billing form (PM503000: Organization > Projects > Processes > Recurring), select the project end date in the Invoice Date box. 3. On the form toolbar, click the Bill All button. 4. On the Invoices tab of the Projects form (PM301000), verify that the amount of the created invoice of the WIP Project is $5, Select the invoice and сlick the View Invoice button on the tab toolbar to open the invoice in the Invoices and Memos form (AR301000), then release the invoice. When releasing the project invoice, the system creates a transaction to reverse the WIP account and hit the cost of goods sold account. After you release the invoice, you ll also need to release this additional transaction. However, if your system is configured to release allocations automatically, no manual step is necessary. Since the project is NOT configured to release Project Transactions automatically, you will need to release the WIP reversal transaction manually: 6. On the toolbar of the Release Transactions form (PM501000: Organization > Projects > Processes > Daily), click the Release All button to release the reversal transaction. Page 73 of 108

74 7. On the Balances tab of the Projects form (PM301000), verify that the UNBILLED revenue of the WIP Project equals $0.00, the WIP equals $0.00, and the project revenue equals $5, Project Scenario: Fixed Price Project Summary of the Fixed Price Project Scenario Now that you are officially an Acumatica Project Management module subject matter expert, you are ready to tackle some increasingly complex scenarios. In the following exercises, you will learn how to configure a fixed price project. Your client from the T&M and WIP projects scenarios is at the head of an expanding business: He now needs to be able to create and track fixed price projects in which revenue recognition is done immediately during the allocation process in his Project Management module. He also wants to monitor budgets for these projects. Your client employs the same two consultants: Andy Bernard, his senior consultant, is paid $100,000 per year, and Jim Halpert, his junior consultant, is paid out at $40 per hour. If traveling is required, travel expenses are re-invoiced with no markup to the customer. Your client has budgeted the following revenue and resources for his current fixed price project: Budgeted Item Hourly Cost Budget Hours Budgeted Amount Revenue $1, Senior Consultant $60/hr. 5 hours $ Junior Consultant $40/hr. 8 hours $ Here is a breakdown of the actual hours: Resources Senior Consultant Junior Consultant Andy Bernard - Actual Hours - 5 hours Jim Halpert - Actual Hours - 12 hours Since you have already configured your client s Project Management module for T&M and WIP projects, you will NOT need to execute each step of the configuration checklist, as outlined below. You will only need to configure the tasks highlighted in grey. # Task Comments 1 Define auto-numbering sequences Previously configured; this setting is not related to the fixed price project scenario specifically. 2 Define the structure of PM identifiers Previously configured; this setting is not related to the fixed price project scenario specifically. 3 Maintain valid values for validated segments Previously configured; this setting is not related to the fixed price project scenario specifically. 4 Configure PM module preferences Previously configured; this setting is not related to the fixed price project scenario specifically. Page 74 of 108

75 # Task Comments 5 Create PM module attributes No new attributes are necessary for this project scenario. (You have already created the BURDEN attribute.) 6 Configure PM module attributes No new attribute configuration is necessary for this project scenario. (You have already configured the BURDEN attribute.) 7 Create account groups No new account groups are necessary for this project scenario. 8 Create rate tables No new table codes are necessary for this project scenario. 9 Create rate types No new rate types are necessary for this project scenario. 10 Create rate lookup rules No new rate lookup rules are necessary for this project scenario. 11 Maintain rate tables You do not need to update the rate tables; this is fixed price project. 12 Create allocation and billing rules You will need to create a new allocation rule. #12: Create Allocation and Billing Rules The following exercise will walk you through how to create an allocation rule for a fixed price project in which revenue recognition is done immediately. For further examples of allocation and billing rules, please reference Projects Allocation and Billing Rules Examples, located in the Acumatica ERP Implementation Checklists section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the Preparation section of the Implementing Projects guide and the Allocation Rules section of the Projects user guide. Hands on: Create an Allocation and Billing Rule 1. On the Allocation Rules form (PM207500: Organization > Projects > Configuration > Setup), create a new rule, and enter FIXEDPRICE in the Allocation Rule box. 2. Configure the allocation rule per the following screenshots: 3. On the toolbar of the left pane, click the + button to add a step, and populate the fields as follows (do not change the default values of the fields that are not listed in the table below): Allocation Rule grid Step ID 10 Allocation Rule grid Description Revenue Calculation Rules: Summary Allocation Method Allocate Budget Calculation Rules: Selection Criteria Account Group From REVENUE Calculation Rules: Selection Criteria Account Group To REVENUE Calculation Rules: Calculation Settings Description Formula ='Fixed Price Project' Allocation Settings: Transaction Options Post Transactions to GL Selected Page 75 of 108

76 Allocation Settings: Debit Transaction Account Origin Replace Allocation Settings: Debit Transaction Subaccount AAA-AAA Allocation Settings: Credit Transaction Account Origin Replace Allocation Settings: Credit Transaction Subaccount AAA-AAA To implement a fixed price project scenario, you must select Allocate Budget in the Allocation Method field. This option indicates that the system will calculate the amount to allocate as a percentage of the task budget. Meanwhile, any transaction amounts are treated as irrelevant and are not used in calculations. Now configure the necessary billing rule: 4. On the Billing Rules form (PM207000: Organization > Projects > Configuration > Setup), type FIXEDPRICE in the Billing Rule box. 5. On the table toolbar, click the + button and add the following line: Field Account Group Invoice Description Account Source Subaccount Mask Limit Amount Max. Limits Account Group Value UNBILLED Project Billing Project PPP-PPP Selected REVENUE Fixed Price Project Process Flow Now that you have executed all the necessary configurations for your client s fixed price project, you can enter the project data. The following hands-on exercises will walk you through how to create the fixed price project, and then enter time cards and invoices that affect the project. Create a Fixed Price Project and Project Tasks Hands on: Create a New Fixed Price Project 1. On the toolbar of the Projects form (PM301000: Organization > Projects > Work Area > Manage), click the + button to create a new project with the following settings: Page 76 of 108

77 Project Summary Customer Microchip Project Summary Description Fixed Price Project Project Summary Hold {checked} General Info tab Start Date 01/01/2015 General Info tab Restrict Employees Selected * General Info tab Default Account General Info tab Default Subaccount C General Info tab Billing Period On Demand General Info tab Allocation Rule FIXEDPRICE General Info tab Billing Rule FIXEDPRICE General Info tab Rate Table STANDARD * Checking this check box will allow employee time cards to be associated with the current project, but only if the employee is listed on the form s Employees tab. 2. Save your changes. 3. On the toolbar of the Tasks tab, click the + button to insert the following task: Tasks tab Task ID PMSUMMARY Tasks tab Description Project Management Summary Tasks tab Rate Table STANDARD Tasks tab Allocation Rule FIXEDPRICE Tasks tab Billing Rule FIXEDPRICE Tasks tab Status In Planning Tasks tab Billing Option On Project Completion 4. Save your changes. 5. Create three additional tasks, each with the same parameters as the first one except the parameters listed below: Task ID REQSTUDY DEV DEPLOY Description Requirements Study Development Deployment 6. Save your changes. 7. To add budget detail information to a task, select the task (on the Tasks tab) and click the View Task button on the tab toolbar. This will open the task in the Project Tasks form (PM302000). On the toolbar of the Budget tab of the Project Tasks form (PM302000), click the + button to insert the budgeted quantity. Do this for the following tasks: Page 77 of 108

78 Task ID Account Group Inventory ID Budget Qty. Rate Budget Amount PMSUMMARY REVENUE {accept default} REQSTUDY LABOR SRCONSULT {accept default} DEV LABOR JRCONSULT {accept default} DEPLOY LABOR JRCONSULT {accept default} 8. Save your changes and close the Project Tasks (PM302000) form after editing each task. 9. On the toolbar of the Employees tab, click the + button to insert the following employees: Andy Bernard Jim Halpert 10. Save your changes. Now you will activate your project and project tasks. 11. In the summary area, clear the Hold checkbox and save your changes. Since you have configured the project approval map, your project won t be activated until Andy Bernard approves the project. 12. Log in as Andy Bernard (the login is andy), and change the system business date to 01/05/ On the Approvals form (EP503010: Organization > Communication > Tasks), approve the project. 14. On the Tasks tab of the Projects form (PM301000: Organization > Projects > Work Area > Manage), select Active as the Status of all the Fixed Price Project tasks and save these changes. Fixed Price Project Scenario: Update 1 Your client has requested that time cards be entered in the Summary tab of the Employee Time Cards form, not the Details tab. Hands on: Enter Employee Time Cards 1. On the Employee Time Cards form (PM305000: Organization > Time & Expenses > Work Area > Enter), create a new time card with the following values: Page 78 of 108

79 Time Card Summary Week (01/25-01/31) Time Card Summary Employee Bernard, Andy Summary tab Earning Type RG Summary tab Project Fixed Price Project Summary tab Project Task REQSTUDY Summary tab Mon 05:00 Summary tab Description Andy Bernard 2. Save your changes. 3. On the form toolbar, click Action > Submit. 4. Log in as Jim Halpert (the login is jim), and change the system business date to 01/05/ Open the Employee Time Cards form (PM305000): Organization > Time & Expenses > Work Area > Enter > Employee Time Cards 6. On the Employee Time Cards form (PM305000: Organization > Time & Expenses > Work Area > Enter), create a new time card with the following values: Time Card Summary Week (01/25-01/31) Time Card Summary Employee Halpert, Jim Summary tab Earning Type RG Summary tab Project Fixed Price Project Summary tab Project Task DEV Summary tab Tue 08:00 Summary tab Description Jim Halpert 7. Save your changes. 8. On the form toolbar, click Action > Submit. 9. Log in as Pam Beesly (the login is pam). 10. On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve all the employee and equipment time cards. 11. Log in as Michael Scott (the login is scott), and change the system business date to 01/05/ On the toolbar of the Approvals form (EP503010: Organization > Communication > Tasks), click the Approve All button to approve all the employee time cards. 13. On the toolbar of the Release Time Cards form (EP505010: Organization > Time & Expenses > Processes > Weekly), click the Release All button to release all the time cards. Page 79 of 108

80 Fixed Price Project Scenario: Update 2 Your client has informed you that his fixed price project is 75 percent complete. He would like you to change the percentage completion of the PMSUMMARY task accordingly so that he can recognize some revenue immediately. The following exercise will walk you through how to recognize some project revenue by changing the project task completion percentage. Hands on: Fixed Price Project Revenue Recognition 1. On the Project Tasks form (PM302000: Organization > Projects > Work Area > Manage), select the Fixed Price Project in the Project ID box and PMSUMMARY in the Task ID box. 2. Enter 75 in the Completed (%) box. 3. Save your changes. To recognize the revenue, run the allocation process for the fixed price project. 4. On the Run Allocations By Tasks form (PM502000: Organization > Projects > Processes > Recurring), select the Fixed Price Project in the Project box, and сlick the Allocate All button on the form toolbar. 5. On the toolbar of the Release Transactions form (PM501000: Organization> Projects > Processes > Daily), click the Release All button. 6. On the Balances tab of the Projects form (PM301000: Organization > Projects > Work Area > Manage), see the revenue of the Fixed Price Project, which should be 75%. That is, the Actual Amount of the Unbilled Account Group should equal $ Open the Project Profitability report (PM624000: Organization > Projects > Reports > Balance >) to see the margin on the fixed price project. 8. Select the Include Active Projects check box, and click the Run Report button on the form toolbar. Notice that the system now recognizes 75 percent of your client s budgeted revenue. Because your allocation rule is configured to use the Allocate Budget method, changing the completion percentage of the task that is holding the budgeted revenue tells the system to recognize an equal percentage of the budgeted revenue. It is possible that you will need to run the validate project balances process. In some rare cases, project balances end up not matching the totals of the amounts in the underlying transactions. In these cases, you need to validate the project balances by having the system recalculate them, thus bringing them in line with the information in the underlying transactions. Page 80 of 108

81 Fixed Price Project Scenario: Update 3 The project is finally complete, and your client is prepared to invoice his customer, Microchip Restaurant. You can now change the percentage completion of the PMSUMMARY task to 100 percent. Hands on: Fixed Price Project Revenue Recognition 1. On the Project Tasks form (PM302000: Organization > Projects > Work Area > Manage), select the Fixed Price Project in the Project ID box and PMSUMMARY in the Task ID box. 2. Enter 75 in the Completed (%) box. 3. Save your changes. To recognize the revenue, run the allocation process for the fixed price project. 4. On the Run Allocations By Tasks form (PM502000: Organization > Projects > Processes > Recurring), select the Fixed Price Project in the Project box, and сlick the Allocate All button on the form toolbar. 5. On the Balances tab of the Projects form (PM301000: Organization > Projects > Work Area > Manage), see the revenue of the Fixed Price Project, which should be 100%. That is, the Actual Amount of the Unbilled Account Group should equal $1, Now that you have recognized the entire project revenue, you can change the statuses of the project and project tasks to Completed. 6. On the Tasks tab of the Projects form (PM301000: Organization > Projects > Work Area > Manage), select Completed as the Status of all the Fixed Price Project tasks 7. In the summary area, select Completed as the Status of the project. 8. Save your changes. Hands on: Enter a Project Invoice This exercise will walk you through how to run project billing for your client s fixed price project. 1. On the Run Project Billing form (PM503000: Organization > Projects > Processes > Recurring), select the check box next to the Fixed Price Project in the Grid section, and click the Bill button on the form toolbar. 2. On the Invoices tab of the Projects form (PM301000), open and release the invoice of the Fixed Price Project. Page 81 of 108

82 Project Scenario: Attribute Allocation Project Complex Project Calculations: Incentive Compensation by Project Now that you have successfully completed and multiple projects, it is time for you to learn how to use the Projects Management module and its formula capability to perform complex calculations with project data. In the following exercises, you will use both allocation rules and the formula editor to calculate incentive compensation based on project transactions for your client s account managers (Angela Martin, Dwight Schrute, and Kevin Malone) and line of business managers (Ryan Howard, Erin Hannon, and Meredith Palmer). You will also learn how to create attributes user-defined fields for the project, which you will use in your calculations of incentive-based compensation. The skills you will gain through these exercises will allow you to configure Acumatica s Project Management module to meet very specific business needs. Learning Objects Learn how to create complex calculations using allocations and custom formulas. Learn how to create complex, custom calculations that are otherwise not possible using only allocations and the rate tables. Develop an understanding of how attributes can be used in both allocations and custom formulas. Gain familiarity with Acumatica s report writing, generic inquiry, and integrations features, among others. Learn how to process transactions from other modules through to the Projects module, and then perform allocations on those transactions. Page 82 of 108

83 Incentive Compensation Exercise Overview In this project scenario, you will 1. enter an AR invoice and process it through the Projects module. The revenue transactions will be used to calculate incentive compensation. 2. set up a project and project tasks with supporting attributes to manage incentive compensation by project. 3. process AR invoices with revenue that will post to the Projects module as project transactions. 4. set up five new attributes to hold the incentive-based compensation values for each project. 5. create two new account groups to hold the incentive compensation balances. 6. create a new allocation rule that will include custom formulas in this case, formulas that use an if statement to perform separate calculations for the account managers and line of business managers to calculate the incentive-based compensation by project. Since you have already configured the Project Management module for T&M and WIP projects, you will NOT need to execute each step of the configuration checklist, as outlined below. You will only need to configure the tasks highlighted in grey. # Task Comments 1 Define auto-numbering sequences Previously configured; this setting is not related to this project scenario specifically. 2 Define the structure of PM identifiers Previously configured; this setting is not related to this project scenario specifically. 3 Maintain valid values for validated segments Previously configured; this setting is not related to this project scenario specifically. 4 Configure PM module preferences Previously configured; this setting is not related to this project scenario specifically. 5 Create PM module attributes Need to create for use with the incentive compensation calculations. 6 Configure PM module attributes Need to configure to attach to the project master data. 7 Create account groups Need to create two new account groups. 8 Create rate table Not required for this project type. 9 Create rate type Not required for this project type. 10 Create rate lookup rules Not required for this project type. 11 Maintain rate tables Not required for this project type. 12 Create allocation and billing rules Need to create a new allocation rule using complex formulas to calculate the incentive compensation Complete all of the following checklist task updates. #5: Create PM Module Attributes According to your client project scenario, you will have to define attributes for: The type of incentive compensation The name of the account manager The account manager incentive compensation percentage The name of the line of business manager The line of business manager incentive compensation percentage Page 83 of 108

84 Attribute ID ICTYPE ICAM ICAMPCT ICLM ICLMPCT Description Incentive Comp Type Account Manager Account Manager Percentage Line of Business Manager Line of Business Manager Percentage Hands on: Create PM Attributes 1. On the Attributes form (CS205000: Configuration > Common Settings > Common Settings), create the following attribute: Summary Attribute ID ICTYPE Summary Description Incentive Comp Type Summary Control Type Combo 2. Add the following four values to the attribute. Value ID Description Sort Order HOUSE House 10 AM Account Manager 20 LOB Line of Business 30 BOTH Both Save your changes. 4. Create the account manager attribute: Summary Attribute ID ICAM Summary Description Account Manager Summary Control Type Combo 5. Add the following three values to the attribute. Value ID Description Sort Order AM01 Angela Martin 10 DS01 Dwight Schrute 20 KM01 Kevin Malone Save your changes. Page 84 of 108

85 7. Create the account manager percentage attribute: Summary Attribute ID ICAMPCT Summary Description Account Manager Percentage Summary Control Type Combo 8. Add the following five values to the attribute. Value ID Description Sort Order % % % % % Save your changes. 10. Create the business manager attribute: Summary Attribute ID ICLM Summary Description Line of Business Manager Summary Control Type Combo 11. Add the following three values to the attribute. Value ID Description Sort Order RH01 Ryan Howard 10 EH01 Erin Hannon 20 MP01 Meredith Palmer Save your changes. 13. Create the account business manager percentage attribute: Summary Attribute ID ICLMPCT Summary Description Line of Business Manager Percentage Summary Control Type Combo 14. Add the following three values to the attribute. Value ID Description Sort Order % % % Save your changes. Page 85 of 108

86 #6: Configure PM Module Attributes Now that you have created the necessary PM module attributes, you must configure them for use with the project master data. Hands on: Configure PM Attributes 1. On the Attributes form (PM202000: Organization > Projects > Configuration > Setup), select Project in the Name box, and populate the Grid section as follows: Value ID Sort Order BURDEN 1 ICTYPE 10 ICAM 20 ICAMPCT 30 ICLM 40 ICLMPCT Save your changes. #7: Create Account Groups According to the project scenario, you will have to define incentive compensation account groups for both the account managers and the line of business managers. Below are the account groups needed for the calculation of incentive compensation: Account Group ICOMPAM ICOMPLM Description Incentive Comp Account Manager: This account will hold the final result of the incentive compensation calculation for the account managers. Incentive Comp Line of Business Manager: This account will hold the final result of the incentive compensation calculation for the line of business managers. Hands on: Create Account Groups 1. On the Account Groups form (PM201000: Organization > Projects > Configuration > Setup), create the account manager incentive compensation account group with the following settings: Account Group Summary Account Group ID ICOMPAM Account Group Summary Type Off-Balance Account Group Summary Description Incentive Comp Account Manager Page 86 of 108

87 2. Save your changes. 3. Create the line of business manager incentive compensation account group with the following settings: Account Group Summary Account Group ID ICOMPLM Account Group Summary Type Off-Balance Account Group Summary Description Incentive Comp Line of Business Manager 4. Save your changes. #12: Create Allocation and Billing Rules The following hands-on exercise will walk you through the creation of an allocation rule for incentive compensation. In this case it will not be necessary to create a billing rule, since the billing will be done through the AR module. For further examples of allocation and billing rules, please reference Projects Allocation and Billing Rules Examples, located in the Acumatica ERP Implementation Checklists section of Acumatica Help. For additional details on each field of the Allocation Rules screen, see the Preparation section of the Implementing Projects guide and the Allocation Rules section of the Projects user guide. Hands on: Create an Allocation Rule 1. On the Allocation Rules form (PM207500: Organization > Projects > Configuration > Setup), create a new rule, and enter INCENTIVE in the Allocation Rule box. 2. On the toolbar of the left pane, click the + button to add a step, and populate the fields as follows (do not change the default values of the fields that are not listed in the table below): Allocation Rule grid Step ID 100 Allocation Rule grid Description Sales Revenue Calculation Rules: Selection Criteria Account Group From REVENUE Calculation Rules: Selection Criteria Account Group To REVENUE Page 87 of 108

88 3. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 200 Allocation Rule grid Description AM Incentive Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 100 Calculation Rules: Selection Criteria Range End 100 Calculation Rules: Calculation Settings Amount Formula =IIf([PMProject.ICTYPE_Attribu tes] = 'AM', [PMTran.Amount]*CInt([PMPr oject.icampct_attributes])/10 000, IIF([PMProject.ICTYPE_Attribut es] = 'BOTH', [PMTran.Amount]*CInt([PMPr oject.icampct_attributes])/10 000, 0))*-1 Calculation Rules: Calculation Settings Description Formula ='AM Incentive Comp' Allocation Settings: Transaction Options Post Transaction on GL Cleared Allocation Settings: Debit Transaction Account Group Replace ICOMPAM Allocation Settings: Credit Transaction Account Group None 4. Save your changes, add the next step, and populate the fields as follows: Allocation Rule grid Step ID 300 Allocation Rule grid Description LM Incentive Calculation Rules: Summary Create Allocation Transaction Selected Calculation Rules: Selection Criteria Select Transactions From Previous Allocation Steps Calculation Rules: Selection Criteria Range Start 100 Calculation Rules: Selection Criteria Range End 100 Calculation Rules: Calculation Settings Amount Formula =IIf([PMProject.ICTYPE_Attribu tes] = 'LOB', [PMTran.Amount]*CInt([PMPr oject.iclmpct_attributes])/10 000, IIF([PMProject.ICTYPE_Attribut es] = 'BOTH', [PMTran.Amount]*CInt([PMPr oject.iclmpct_attributes])/10 000, 0))*-1 Calculation Rules: Calculation Settings Description Formula ='LM Incentive Comp' Allocation Settings: Transaction Options Post Transaction on GL Cleared Allocation Settings: Debit Transaction Account Group Replace ICOMPLM Allocation Settings: Credit Transaction Account Group None 5. Save your changes. Page 88 of 108

89 Attribute Allocation Project Process Flow Now that you have completed the necessary configurations for your client s attribute allocation project, you can enter the project data and AR invoice, and then run the project allocation process. Hands on: Create a New Attribute Allocation Project 1. On the Projects form (PM301000: Organization > Projects > Work Area > Manage), create a new project with the following values: Project Summary Customer Microchip Project Summary Description Attribute Allocation Project General Info tab Start Date 01/01/2015 General Info tab Billing Period Month General Info tab Allocation Rule INCENTIVE 2. Save your changes. 3. On the Tasks tab, add the following project task: Tasks tab Task ID TASK01 Tasks tab Description Task 01 Tasks tab Rate Table STANDARD Tasks tab Allocation Rule INCENTIVE 4. Save your changes. 5. On the Attributes tab, insert values for the five following attributes: Attribute Value Incentive Comp Type BOTH Account Manager Angela Martin Account Manager Percentage 2.5% Line of Business Manager Ryan Howard Line of Business Manager Percentage 2.0% 6. Save your changes. Now you will activate your project and project tasks. 7. In the summary area, clear the Hold checkbox and save your changes. Since you have configured the project approval map, your project won t be activated until Andy Bernard approves the project. Page 89 of 108

90 8. Log in as Andy Bernard (the login is andy), and change the system business date to 01/05/ On the Approvals form (EP503010: Organization > Communication > Tasks), approve the project. 10. On the Tasks tab of the Projects form (PM301000: Organization > Projects > Work Area > Manage), select Active as the Status of the task of the Attribute Allocation Project and save these changes. Hands on: Enter AR Invoices 1. On the Invoices and Memos form (AR301000: Finance > Accounts Receivable > Work Area > Enter), create a new invoice with the following values: Document Summary Type Invoice Document Summary Date 01/10/2015 Document Summary Description Attribute Project Document Summary Customer ID Microchip Document Summary Project Attribute Allocation P roject 2. On the Document Details tab, insert the following invoice detail information: Field Value Transaction Descr. TranDesc01 Ext. Price 144, Project Task TASK01 Commission Cleared 3. Save your changes. 4. Release the invoice. Hands on: Run Project Allocation In order for the revenue portion of the project to be allocated, you need to run the allocation process. 1. On the Run Allocations By Tasks form (PM502000: Organization > Projects > Processes > Recurring), select Attribute Allocation P roject as the Project, and click the Allocate All button on the form toolbar. The transactions are released automatically according to the setting on the Project Preferences form (PM101000) you ve made. If the project were not configured to automatically release allocation transactions, you would need to release them manually on the Release Transactions form (PM501000). 2. On the Balances tab of the Projects form (PM301000), verify that the ICCOMPAM and ICCOMPLM balances were calculated for the Attribute Allocation Project. Page 90 of 108

91 Project Reporting Using the Analytical Report Manager It is possible to use Acumatica s Analytical Report Manager (ARM) to review the project income statements for the projects you have created. Although this example will not walk you through the creation of a report (with a Row Set, Column Set, and Unit Set), you can see below how selecting the PM report type allows you to specify project information. 1. On the Report Definitions form (CS206000: Finance > General Ledger > Configuration > Analytical Report), select PM in the Type box. 2. Notice that the Default Data Source Settings change to allow you to define the project data: Page 91 of 108