Project workspaces and enquiries

Open: Workspaces drop-down list.

• Select Project Accounting > Projects List .

Use this to see a list of all your projects.

You can:

• Sort and filter the list of projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Find a specific project. For example, use the toolbar filter to find a project by code or title.
• Print a list of the projects that you are interested in.
• Export the list of projects that you are interested in to an Excel spreadsheet.

Open: Project Accounting > Project Enquiries > Projects> View Project.

Use this to view the structure and details and single projects.

Select the project by its Code or Title. The project's structure and details are displayed.

Select a project level, group or project item in the structure to display details for that item.

Note: To hide or show the project structure, click Hide Project Structure or Show Project Structure.

Open: Project Accounting > Project Enquiries > Projects > View Project Status.

Use the View Project Status enquiry to display the status of items or levels in a project.

Select the project by its Code or Title. The project's structure appears. You can view the status and percentage complete for each level and item in the structure.

• To view a history of changes in the status of a project level or item, select the item in the structure and click View History.

Note: Any changes that you make to the status or percentage complete are recorded in a history log. The details of each change are recorded along with the date and the name of the user.

Open: Project Accounting > Project Enquiries > Projects.

Use this see details of your projects along with it's structure and related transactions.

You can:

• Highlight a project and see all sub-projects, groups and project items in the project's structure, plus details, associated customers and additional information fields for the project.
• Highlight a sub-project, group and project item from the project structure to view related transactions and see the details and additional information for the selected item.
• Highlight a transaction to see the details.
• Desktop only - Complete related tasks from the list of Actions, such as amending a project or viewing a project.
• Sort and filter the list of projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Sort and filter the selected sub-projects, groups or project items in the project's structure. Use the filter options to see information such as a sub-project, group or project item by its status or percentage complete.
• Sort and filter the transactions for the selected sub-project, group and project item. Use the filter options to see information such as transactions for a specific resource or by period.
• Find a specific project, sub-project, group, project item or transaction.
• Print a list of the projects, sub-projects, groups and project items or transactions that you are interested in.
• Export the list of projects, sub-projects, groups and project items or transactions that you are interested in to an Excel spreadsheet.
• Run related reports.

Open: Project Accounting > Project Enquiries > Projects > Archived Projects.

This provides details of your archived projects along with the structure and related transactions.

You can:

• Highlight an archived project and see all sub-projects, groups and project items in the project's structure, plus details, associated customers and additional information fields for the project.
• Highlight a sub-project, group and project item from the project structure to view related transactions and see the details and additional information for the selected item.
• Highlight a transaction to see the details.
• Sort and filter the list of archived projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Sort and filter the selected sub-projects, groups or project items in the project's structure. Use the filter options to see information such a sub-project, group or project item by its status or percentage complete.
• Sort and filter the transactions for the selected sub-project, group and project item. Use the filter options to see information such as transactions for a specific resource or by period.
• Find a specific archived project, sub-project, group, project item or transaction.
• Print a list of the archived projects, sub-projects, groups and project items or transactions that you are interested in.
• Export the list of archived projects, sub-projects, groups and project items or transactions that you are interested in to an Excel spreadsheet.

Open: Project Accounting > Project Enquiries > Projects > Project Position.

This provides information about the projects where you are specified as the Project Owner.

You can:

• Highlight a project and see a list of the overdue purchase invoices and sales invoices or that project.
• Sort and filter the list of projects. Use the filter options to find a specific project.
• Sort and filter the lists of overdue purchase and sales invoices. Use the filter options to find invoices for a specific customer or supplier or no of days overdue.

Use this see the total profits of your projects. This displays the total revenue, costs and profits for the selected projects.

Open: Project Accounting > Project Enquiries > Analysis > Profitability Analysis.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   • You can change the layout of this enquiry by selecting an option from the Enquiry grouping list. For example, you can arrange the information by project, project item type, or project item.

   The following criteria are specific to this enquiry:

   • To include potential revenue in the total revenue calculations, enable Factor potential revenue into profit.
   • To include committed costs in the total cost calculations, enable Factor committed cost into profit.
   • To include overhead absorption rates in the cost calculations, enable Factor overhead uplift into costs.

2. Click OK. The project enquiry appears.

   The enquiry displays your project items, with group categories for revenues, prime costs and overheads.To display items and levels in the structure, click the + and - signs, or click Expand All and Collapse All.

3. To display further enquiries about an item, right-click on the item and select:
   • Cost Analysis by period.
   • Cost Transactions.
   • Revenue Analysis by period.
   • Revenue Transactions.
   • Nominal Transactions.
   • Project Record, to display the project structure and details.
4. To print the information displayed in the enquiry, click Print.

Use this to see the breakdown of revenue, costs and profit per project.

Open: Project Accounting > Project Enquiries > Analysis > Profitability Breakdown.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   • You can change the layout of this enquiry by selecting an option from the Enquiry grouping list. For example, you can arrange the information by project, project item type, or project item.
   • To exclude lines (e.g. projects and project items) from the enquiry results that have a value of zero, enable Hide zero values.

   The following criteria are specific to this enquiry:

   • To include potential revenue in the total revenue calculations, enable Factor potential revenue into profit.
   • To include committed costs in the total cost calculations, enable Factor committed cost into profit.
   • To include overhead absorption rates in the cost calculations, enable Factor overhead uplift into costs.
2. Click OK. The project enquiry appears.
3. To display items and levels in the structure, click the + and - signs, or click Expand All and Collapse All.
4. To print the information displayed in the enquiry, click Print

Use this to inspect your projects' actual, committed and total cost values, and compare them against the budget figures.

Open: Project Accounting > Project Enquiries> Analysis > Cost Analysis.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.
   • You can change the layout of this enquiry by selecting an option from the Enquiry grouping list. For example, you can arrange the information by project, project item type, or project item.

2. Click OK.

   The enquiry window appears. It displays your actual costs, committed costs, total costs, cost budgets and the budget variance.

3. To display details in the structure, click the + and - signs, or click Expand All and Collapse All.
4. To display further enquiries about a cost, right-click on the item and select:
   • Cost Analysis by period, to display the costs for each budget period.
   • Cost Transactions.
   • Project Record, to display the project structure and details.
   • Billing Analysis.
   • Nominal Transactions.
5. To print the information displayed in the enquiry, click Print.

Use the Revenue Analysis enquiry to inspect your projects' actual, potential and total revenue values, and compare them against the budget figures.

Open: Project Accounting > Project Enquiries > Analysis > Revenue Analysis.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   • You can change the layout of the enquiry by selecting an option from the Enquiry grouping list. For example, you can arrange the enquiry information by project, project item type, or project item.
2. Click OK. The project enquiry appears.
3. To display details in the structure, click the + and - signs, or click Expand All and Collapse All.
4. To display further enquiries about a revenue, right-click on the item and select:
   • Revenue Analysis by period, to display the revenues for each budget period.
   • Revenue Transactions.
   • Project Record, to display the project structure and details.
   • Nominal Transactions.
5. To print the information displayed in the enquiry, click Print.

Open: Project Accounting > Project Enquiries > Analysis > Project Profitability.

This provides information about costs, revenue and net profit for your projects.

You can:

• Highlight a project and to see details and profitability of the project as well as the project's structure.
• Highlight an item from the project's structure to see transactions entered for it. You can also see the details for the selected sub-project, group or project item.
• Highlight a transaction to see its details.
• Desktop only - Complete related tasks from the list of Actions, such as amending or viewing a project.
• Sort and filter the list of projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Sort and filter sub-projects, groups or project items in the selected projects's structure. Use the filter options to see information such as sub-projects, groups or project items profit per period.
• Sort and filter the transactions for the selected project sub-project, groups or project item.
• Find a specific project, sub-project, group or project item, or transaction.
• Print a list of the projects, items or transactions that you are interested in.
• Export the list of projects, items or transactions that you are interested in to an Excel spreadsheet.

Open: Project Accounting > Project Enquiries > Analysis > Net Profit By Period.

This provides information about the net profit for your projects, split over each period for the current financial year.

You can:

• Highlight a project and to see the profit for all sub-projects, groups and project item in the project's structure split over each period.
• Highlight a sub-project, group or project item from the project structure to see the transactions relating to that item.
• Desktop only - Complete related tasks from the list of Actions, such as amending or viewing a project.
• Sort and filter the list of projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Sort and filter sub-projects, groups or project items in the selected projects's structure. Use the filter options to see information such as sub-projects, groups or project items by cost or by revenue.
• Sort and filter the transactions for the selected project sub-project, groups or project item. Use the filter options to see information such as transactions for a specific resource or by period.
• Find a specific project, sub-project, group or project item or transaction.
• Print a list of the projects, items or transactions that you are interested in.
• Export the list of projects, items or transactions that you are interested in to an Excel spreadsheet.

Open: Project Accounting > Project Enquiries > Analysis > Actual Cost By Period.

This provides information about the actual costs for your projects, split over each period in the current financial year.

You can:

• Highlight a project and to see the actual costs for all sub-projects, groups and project item in the project's structure split over each period.
• Highlight a sub-project, group or project item from the project structure to see the transactions relating to that item.
• Desktop only - Complete related tasks from the list of Actions, such as amending or viewing a project.
• Sort and filter the list of projects. Use the filter options to see information such as a list of projects by their status or percentage complete.
• Sort and filter sub-projects, groups or project items in the selected projects's structure.
• Sort and filter the transactions for the selected project sub-project, groups or project item. Use the filter options to see information such as transactions by type.
• Find a specific project, sub-project, group or project item or transaction.
• Print a list of the projects, items or transactions that you are interested in.
• Export the list of projects, items or transactions that you are interested in to an Excel spreadsheet.

Use the Cost Transactions enquiry to inspect your project cost transactions. You can view all the details, such as the date, cost type (timesheet or purchase order), reference number, source (supplier account or resource), project and project item, details (narrative), cost quantity, cost and charge rates, total cost, bill value, and transaction URN.

You can set the reports to show only fully billed transactions or outstanding transactions.

Open: Project Accounting > Project Enquiries > Transactions > Cost Transactions.

1. By default, all cost transactions are displayed. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   • To see fully billed transactions only, select Billed Status Is Fully Billed.
   • To see outstanding transactions only, select Billed Status Is Not Fully Billed.
2. Click OK. The project enquiry appears.
3. To display further information about a transaction, right-click on the item and select:
   • Transaction Detail, to display details of the project transaction.
   • Project Record, to display the project structure and details.
   • Supplier Record (for purchase orders or credits), to display details of the supplier account (Purchase Ledger).
   • Stock Record (for project stock issues), to display the stock item details (Stock Control).
4. To search for a transaction, right-click in the window and select Find.
5. To export the details of the transactions to Excel, right-click in the window and select Send To Excel.
6. To print the information displayed in the enquiry, click Print.

Use this to inspect all your project revenue transactions. You can view all your revenue details, such as the date, revenue type (e.g. sales invoice or order), reference number, source (e.g. customer account), project and project item, details (narrative), charge quantity and revenue rate, net revenue, and transaction URN.

Open: Project Accounting > Project Enquiries > Transactions > Revenue Transactions.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.
2. Click OK. The project enquiry appears.
3. To display further information about a transaction, right-click on the item and select:
   • Transaction Detail, to display details of the project transaction.
   • Project Record, to display the project structure and details.
   • Customer Record (for sales orders or invoices), to display details of the customer account (Sales Ledger).
4. To search for a transaction, right-click in the window and select Find.
5. To export the details of the transactions to Excel, right-click in the window and select Send To Excel.
6. To print the information displayed in the enquiry, click Print.

Use the Nominal Transactions enquiry to display all the cost and revenue nominal transactions for your projects.

Open: Project Accounting > Project Enquiries > Transactions > Nominal Transactions.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.
2. Click OK. The project enquiry appears.
3. To print the information displayed in the enquiry, click Print.

Use this to inspect the net profit and other details of your project transactions. You can view the transaction details, such as the date, transaction type, reference number, source (e.g. supplier account or resource), and net profit.

Open: Project Accounting > Project Enquiries > Transactions> Profitability Transactions.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   • You can change the layout of this enquiry by selecting an option from the Enquiry grouping list. For example, you can arrange the information by project, project item type, or project item.

   The following criteria are specific to this enquiry:

   • To include potential revenue in the total revenue calculations, enable Factor potential revenue into profit.
   • To include committed costs in the total cost calculations, enable Factor committed cost into profit.
   • To include overhead absorption rates in the cost calculations, enable Factor overhead uplift into costs.
2. Click OK. The project enquiry appears.
3. To print the details of the report, click Print.
4. To print the information displayed in the enquiry, click Print

Use the Billing Analysis enquiry to inspect all your billable project transactions. You can view your project code and title, net value billed, tax value billed, gross value billed, original and outstanding values to bill, last billed date, total cost, last cost date, profit.

Open: Project Accounting > Project Enquiries > Billing > Billing Analysis.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.

   The following criteria are specific to this enquiry:

   • To include committed costs in the cost calculations, enable Factor committed cost into value to bill and profit.
   • To include overhead absorption rates in the cost calculations, enable Factor overhead uplift into costs.
2. Click OK. The project enquiry appears.
3. To display further enquiries about a billing item, right-click on the item and select:
   • Profitability Analysis.
   • Cost Analysis.
   • Cost Transactions, to display all cost transactions.
   • Cost Transactions (Chargeable) to display only chargeable cost transactions.
   • Cost Transactions (Outstanding) to display only chargeable cost transactions that have not yet been billed for.
   • Revenue Transactions.
   • Nominal Transactions.
   • Project Record, to display the project structure and details.
   • Billing Summary.
4. To print the information displayed in the enquiry, click Print.

Use the Billing Summary enquiry to display information about all your project bills. You can view your project bill items, bill status, related invoice or credit note reference, bill date, customer account reference and name, and the net, tax and gross values.

The Billing Summary enquiry includes transactions from both live and archived projects. This is to make sure that all transactions included on a bill are displayed.

Open: Project Accounting > Project Enquiries > Billing > Billing Summary.

1. To filter the information displayed in the enquiry, use the criteria to select the information that you want to show.
2. Click OK. The project enquiry appears.
3. To display further enquiries about an item, right-click on the item and select:
   • Revenue Transactions.
   • Customer Record, to display details of the customer account (Sales Ledger).
   • View Bill, to display the bill details.
4. To print the information displayed in the enquiry, click Print.