to open Project ID Lookup and select the project for which you are recording the transaction. If you have previously used the project, you can also select the project ID from the dropdown list.Use Project Transactions to enter project charges that you do not want to update the General Ledger. Typically, you would use Project Transactions for historical project balances or internal charges such as copies or machine usage that you want to update the project and not the General Ledger.
Select Projects | Project Transactions.
Number is display only, and assigned by the System when you save the project transaction.
Select a Status based on the current state of the project transaction. The options include the following:
Pending for a project transaction that is not completely finished or that will have more details added.
Submitted if the project transaction is completely finished and ready to be approved.
Approved if the project transaction that is submitted is satisfactory. Approving is performed by the Team Leader.
Template if the project transaction will be used as a guide for other users.
Note: New project transactions should stay at a Pending status until they are fully entered and ready to submit for approval.
Select the correct Period for the project transaction from the dropdown list.
Specify a Date for the project transaction. The date is generally either the start or end of the transactions that you create.
In Description, type a description for the project transactions that you create.
Session Reference may be filled in with a unique reference number. You can use this when reporting to group project transactions. For example, user Amy Smith might specify “AS050322” when creating project transactions on May 3rd, 2022.
Click to select the Markup Automatically check box to have the transactions automatically marked up.
Detail Line
Create a new detail line by clicking the Nbr box on the row marked with an asterisk (*).
Press Tab to leave the Nbr box. It will automatically be assigned by the system.
The Date defaults to the current date. Change it to the desired date for the transaction that you create, if necessary.
In Project ID, click Lookup to open Project ID Lookup and select the project for which you are recording the transaction. If you have previously used the project, you can also select the project ID from the dropdown list.
In Task, select the task for the project for which you are recording the transaction. Each task will be recorded on a new line every day that has hours spent on it.
Select the Project Account from the dropdown list. The Project Account selected will also cause the Account Group column to be populated.
In Resource Name, click Lookup to open Resource Lookup and select the resource for which you are recording the transaction. If you have previously used the resource, you can also select the resource name from the dropdown list.
Select a Labor Category from the dropdown list.
Enter the number of units for the transaction in Cost Units. Depending on the kind of transaction, this may be either quantity or number of hours.
The default value in Cost Amount is the total of the cost units multiplied by the unit cost from the billing rate. Type a new total cost in Cost Amount if necessary.
Invoice Units will default to the amount that you specified in Cost Units. Change the value if necessary.
Invoice Amount will default to the amount that you specified in Cost Amount. Change the value if necessary.
In Description, type a description for the transaction line.
The default in Project Description is based on the project that you selected.
The default in Task Description is based on the task that you selected.
The Natural Account in the Account Group is linked to the Project Account and can be changed by selecting a different Project Account. The remainder of the Account Group (dimensions) can be changed as desired.
The default in Account Description is based on the Account Group.
Change the Invoice Project Account if the default value is incorrect.
Change the Invoice Account Group if the default value is incorrect. The first segment is hard-coded based on Invoice Project Account.
The default in Invoice Account Description will is based on the Invoice Project Account.
Click Save and New, or click Save and then click New, to save the current detail line and start adding the next.