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Project Record Structure

Accounts Plus and Accounts Professional only

To help you manage projects that are made up of several smaller projects, you can create a project structure. This means you can break down your projects into the smaller projects but still see the overall impact of the project.

By doing this, you can manage the costs associated with each phase or activity against the allocated budget, as well as manage costs for the project as a whole.

Find out more about how to enter information in:

Rules that apply to a project structure

• You must link all projects in the structure to the same customer, or not assign a customer.
• You can only associate a project with one project structure.
• You can place a project at any level within the structure.
• There is a maximum of ten levels within a project structure.
• You can move a project to a different level within the structure. Any associated sub-project records also move.
• If you move a project to another project structure, it moves any costs from the original project to the new project structure.
• When you change the status of a project you can also apply the same status to the sub-projects.

• You can delete a project from a structure, providing the status of the record and of its sub-project records allows deletion. This also deletes any associated sub-project records.

To create or amend a project structure

1. Projects > double-click the required project > Structure.

2. Link your project records to form a project structure, using the following options:

   Add Existing	Adds an existing project record to the project structure. Click Add Existing > select the required project > OK. Note: Use the View Type drop-down list to choose how projects appear. This can be a structure view by name or project reference or a project view that lists the projects by name.
   Add New	Creates a new project record to add to the structure. Click Add New > enter a unique project reference and a description > OK.
   Expand All	Shows all sub-projects in the structure.
   Collapse All	Rolls up all projects so that sub-projects no longer appear.
   Remove	Removes a project record, its costs and sub-projects from the structure. This only removes the projects from the structure, it does not delete the records.
   Arrows	Change the position of a project record within the structure. Select the project record > click the relevant arrow to move the record within the structure. Note: There are a maximum of ten levels to a project structure.
   View Type	Sort the project structure by project name or reference. Use the drop-down list to choose one of the following: Structure - By Name Structure - By Reference
   Analysis for	Shows the analysis information for the project record. To see the total for all projects in the structure, select the Rolled up totals check box.

3. Save > Close.