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> Set up Sage 200 / Project Accounting / Create project items

Set up project items

Use this to set default information which is used each time the project item is added to a project. You can change this when you create or amend individual projects.

The options available here depend on the settings you have chosen for project items in the Project Structure settings.

Before you begin

You must:

Open: Project Accounting > Project Maintenance > Project Items and Groups.

Enter the Details:

Enter the Costs and Charges:

  1. Enter the Budgets information.

    Cost Qty

    Cost value

    If required, enter the default cost quantity and cost value budget for this item.

    Revenue Qty

    Revenue Value

    If required, enter the default revenue quantity and revenue value budget for this item.

    2. Note: You must have chosen to display and track cost budgets and display and track revenue budgets in the project structure settings for projects, groups and project items.

  2. Enter the Costs information:

    Unit cost

    Enter the default cost of the item (per unit of measure).

    Cost unit

    Enter the default unit of measure for the item, e.g. each or hour.

    Uplift.

    Enter the default overhead uplift to be applied.

    This may be specified as a percentage of the cost or as a fixed amount, depending on your Overhead Absorption Settings.

  3. Enter the Time & materials pricing rules:

    Timesheets

    Select the pricing rule to use for timesheets.
    Stock issues

    Select the pricing rule to use for materials.
    Other costs

    Select the pricing rule to use for other costs.

  4. Enter the Default nominal code (project items only):

    Expense

    Select the default expense nominal code. This is the nominal account that expense claim transactions will be posted to
    Revenue

    Select the default revenue nominal code. This is the nominal account that revenue transactions (such as invoices) will be posted to.

Add Attachments:
Add a file

To add a file to the account or record:

  1. Click Add File.

  2. Select the file(s) that you want to add.

    A copy of the file will be displayed in the list, and will be marked with a status of New. The file will only be added to the account/record when you save it.

    Sage 200 Online

    If you are using Sage 200 Online, the file will be tested by antivirus software before it is attached.

    Provided the original file extension is not greater than 150 characters, you will see the file in the file list with one of the following three extensions:

    Extension What it means

    .[the original extension]

    The file has been tested by antivirus software and no problem has been found. Therefore the file has been saved in the cloud.

    .quarantine

    The file has been placed in quarantine and is waiting to be tested by antivirus software.

    .blocked

    The file has been tested by antivirus software and found to be potentially unsafe. Therefore the file has been deleted from the cloud and a dummy file with the .blocked extension is listed so you can see that there is a problem with the file.

Tip: You can also use drag-and-drop to add files to the attachments list.

Add a link to a file

To add a link to a file:

  1. Click Add Link.

  2. Select the file(s) that you want to add a link to.

    A link to the file will be displayed in the list, and will be marked with a status of New. The link will only be added to the account/record when you save it.

Tip: You can also use drag-and-drop to add links to the attachments list; hold down the Alt key to create a link (instead of adding the file).

Add a link to a folder

To add a link to a folder:

  1. Click Add Folder.

  2. Select the folder(s) that you want to add a link to.

    A link to the folder will be displayed in the list, and will be marked with a status of New. The link will only be added to the account/record when you save it.

Tip: You can also use drag-and-drop to add folder links to the attachments list.

View or save a file, link or folder

To view the file, link or folder from the account record:

  1. Select the item.
  2. Click View.
  3. If you are viewing a file or link, you can either view or save it.
    • To view the file, click View.

    • To save a copy of the file, click Save As.

      Note: To modify an attached file; save the file and edit it, and then add it as a file again (you will be asked to overwrite the old file). To modify a linked file, you just need to edit and save the file in its original location.

Delete a file, link or folder

Note: If you delete a file, the file will be removed from the server. If you delete a link or a folder, only the link will be removed and the file/folder that is linked to will remain intact.

To delete a file, link or folder:

  1. Select the item to delete.
  2. Click Delete.

  3. The item will be marked with a status of Deleted.

    Tip: If you do not want to delete an item, select it and click Undelete.

  4. You will be asked to confirm that you want to delete the item when you save the account/record.

Set a description for a file, link or folder

You can enter a description for an item in the attachments list:

  1. Select the item.
  2. Click Set description.

  3. Enter the description for the item and click OK.

    The description will be displayed in the Description column.

See also

Steps in this task

Define project item types

Other tasks

Time and materials pricing rules

Define additional information fields

Set up overhead absorption

Reference

Enter or amend project details

Understanding project budgeting

Understanding committed costs

Overhead absorption

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