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Projecten

Article Index

Projecten in osFinancials

You may create Reporting Groups (Status Group) for Projects. These Projects may be activated in batches and documents.

Once the batches and / or documents are posted (updated to the ledger), you may generate various reports for each Projects on the Sidebar of the Action menu.

The processes for Projects are as follows:

  1. Activate Projects

  2. Create Project Groups (Status Group)

  3. Create a New Project

  4. Add Budget for Projects

  5. Create Documents for a Project

  6. Create Invoices for Hours

  7. Use Projects in Batches (Journals)

    1. Activate Projects in Batches (Journals)

    2. Process Transactions in Batches

  8. Reports

    1. Project - Stock Items

    2. Project – Hours

    3. Project – Statements

    4. Project – Totals

    5. Project – Transactions

 


Activate Projects

Projects are accessed from the Input menu. By default, The Action → Projects menu will be inactive. You need to activate the projects in the Data Parameters.

To Activate Projects:

  1. Click on the Setup → Setup → Data Parameters menu. project 01
  2. Select the Projects option in the Special Settings section of the screen.

  3. Click on the OK button to save your changes.

  4. Close the Set of Books and re-open the Set of Books again. The Action → Projects menu will be activated.

You may create Reporting Groups (Status Group) for Projects. These Projects may be activated in batches and documents.

Once the batches and / or documents are posted (updated to the ledger), you may generate various reports for each Projects on the Sidebar of the Action → Projects menu.

 


Create Project Groups (Status Group)

You may create Reporting Groups for Projects. These Projects may be activated in batches and documents.

Once the batches and / or documents are posted (updated to the ledger), you may generate various reports for each Projects on the Sidebar of Projects.

To Create Project Groups (Status Groups):

  1. Click on the Setup → Groups menu. The Groups (Account Group 1 (default)) screen will be displayed.
  2. Click on the Status Group button. The Status Group screen is displayed:
  3. If you wish to rename the Reporting Group Name - Status Group, over-type the description with your new description. This will change the description of the button for Status Group.
  4. To add a new Group to the root directory or list, select the REPORTING GROUP ROOT on the list and click on the New button.
  5. Enter the name of your Project and click on REPORTING GROUP ROOT on the list.
  6. Repeat the process until you have entered all the Project Groups, etc.
  7. Click on the OK button to save your changes and close or exit this screen.

Image:Tip.png

You may click on the Print button to print a list of your Projects.


Create a New Project

To Create Project:

  1. Click on the Action → Projects menu. The Projects screen (list view) is displayed:
  2. Click on the New button. The Projects will automatically create the next Project code. The Projects screen will change as follows:
  3. Enter or select the following:
      • Code – This Code is automatically created. When clicking on the New button, it will automatically generate the next Project code.
      • Enabled – This is by default selected (ticked). You will not be allowed to close a project (remove the tick in the Enabled field) and click on the Save button, if there are any unposted documents.
      • Description – Enter the name for the Project.
      • Start date – Enter or select a date on which the Project commences.
      • To – Enter or select a date on which the Project ends (should be completed).
      • Status – Select a Group from the list.
      • Budget - Enter the budget (estimated project cost) for the Project.
      • Debtor - Select a debtor (customer / client) account.
  4. Click on the Save button to save the record (Project). It will be added to the list.
Image:Note.png

If the default debtor (customer / client) account is selected, purchase documents (Purchases, Supplier Returns and Orders) and sales documents (Invoices, Credit Notes and Quotes) for the Project can only be processed for the default debtor (customer / client) account.

You may proceed to process purchase documents (Purchases, Supplier Returns and Orders) and sales documents (Invoices, Credit Notes and Quotes) for the Project. Once these documents have been generated, it will be added to the Document Entry list (for each document type).

Should you need to receive any payments for the project, or make any payments for the project, you need to activate these in the specific batch types and process the transactions in the batches.


Create Documents for a Project

Once a Projects is activated and Project Codes are created, all purchase documents (Purchases, Supplier Returns and Orders) and sales documents (Invoices, Credit Notes and Quotes) could be processed as follows:

  • For a selected Project in the Action → Projects menu.
  • Any new documents may also be created (generated) in the normal Documents option (Action → Documents menu). You may then select the Project code.
  • If any documents have not yet been posted, you may select and process them in the normal Documents option (Action → Documents button on the Sidebar). You may then edit them and select a different project.

Invoices for Stock Items:

  1. Click on the Action → Projects menu. The Projects screen (list view) is displayed:
  2. Select a Project.
  3. Click on the New button.

    Image:Note.png

    If the default debtor (customer / client) account is selected for the Project, purchase documents (Purchases, Supplier Returns and Orders) and sales documents (Invoices, Credit Notes and Quotes) for the Project can only be processed for the default debtor (customer / client) account. The Debtor Accounts or Creditor Accounts screens will not be displayed.
  4. A new Document number (e.g. Invoice number) and the debtor (customer / client) account's details will be displayed.
  5. Select the stock item(s), etc. Add any comments, etc. (as necessary) to the Invoice, etc.
  6. Click on the OK button.
  7. The list view of the Projects screen is displayed. Click on the Save button to save the Invoice to the project. The Invoice will be added to the documents list for Projects:
Image:Note.png If the No Print Confirmation setting in the Setup → Stock Information screen is not selected (not ticked), the confirmation message "Do you wish to Print the Invoice now?" will be displayed. Click on the Yes button to print the Invoice (or on the No button not to Print the Invoice at this stage).

 


Create Invoices for Hours

Should you need to invoice a debtor (customer / client) for services rendered on an hourly basis (e.g. consulting, etc.), you may use the Hours category to schedule and process quotes (invoices) with a few mouse-clicks. The Calendar (Planner) is the electronic diary, time sheet, which integrates the billing of your debtors (customers / clients).

Image:Note.png

This option generates Quotes and not Invoices. The reason for this, is:

  • Quotes are used to schedule the hourly services in the future.
  • Once the service is rendered, the Quotes are edited and confirmed (converted to invoices).

You may also view and print the Invoice on the Documents tab of the Debtor account (Action → Debtor). Once the Invoice is posted (updated to the ledger), it will be listed as a debit transaction on the Transactions tab of the Debtor account.

You may also select a specific person (salesperson) which will render these services.

To Process Invoices for Hours:

  1. If the Calendar is not automatically displayed, click on the Action → Calendar menu.
  2. Select the day and a time slot to schedule the hours.
  3. Select a date and right-click on a time slot. On the context menu, select the Add Event... option. The Untitled – Event screen will be displayed.
  4. On the Untitled Event screen, enter and / or select the following:
    • Subject - Leave blank. This will automatically be filled in with the debtor (customer / client) account code, description and Salesperson when selecting it.
    • Category - Select Hours (Magenta colour).
    • Hours - Click on the Hours field. Select a debtor customer account.
    • Projects - Empty is the default project. Select a Project from the list.
    • Salesperson- Select a salesperson.

      Image:Note.png

      If the consultant or the salesperson is not added you need to exit this screen and first add a salesperson in the Setup → Salesperson or in the Setup → Groups (Salesperson) menu.

    • All day event - Leave blank.
    • Start Time - Select 2012/12/01. This is the date and time as selected on the Calendar from where the Untitled - Event screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.
    • End Time - Enter the time expected to finish the project.
    • Appointment Recurrence - The default is None. You may select Daily, Weekly, Monthly by Day, Monthly by Date, Yearly by Day, Yearly by Date or Custom.
    • Repeat Until - Field disabled. If any other option than None on the Appointment Recurrence field is selected, you may select or enter a date.
    • Reminder - You may activate it and set the Minutes, Hours or Days to remind you in advance to process invoices for hours.
    • After scheduling the invoices for hours, the screen should display as follows:
      Image:Note.png

      The Subject and the Titlebar will display the debtor (customer / client) account code and name as well as the name of the salesperson (consultant). It should also display the Project code and description.

    • Click on the OK button to register and save the Hours event.
  5. On the Agenda topbar, click on the Create invoices for hours button. The following options screen is displayed:

  6. Select the date from and date to in which the hourly fee is to be charged (e.g. 2012/12/01).
  7. Click on the Lookup icon and select the stock item.
  8. Click on the OK button to create the quote. The Information screen "Quotes generated will be displayed.
  9. Click on the OK button.
Image:Note.png

This Quote may be viewed on the following options:

Document Entry screen as Unposted (i.e. Not converted to an Invoice).

  • Action → Projects on the list of a selected Project.
  • Documents tab of the Debtor account (Action → Debtor). Once the Quote is confirmed (converted to an invoice and the Invoice is posted (updated to the ledger), it will be listed as a debit transaction on the Transactions tab of the Debtor account.

You may need to edit the quote, e.g. add comments, change the hours, etc. change the Project code, before converting it to an Invoice.

Image:Note.png

The Hours – Event will be displayed in Purple (Magenta) colour on the time slot of the scheduled day. The Day in the calendar will also be underlined and displayed in a Purple (Magenta) font.


Use Projects in Batches (Journals)

Activate Projects in Batches (Journals)

Once you have created the Status Groups, the Projects column will be displayed after the Account column; and (before the Tax column, if the No Tax option is not selected on the Advanced tab of the Options for this batch screen) before the Debit column.

  1. Click on the Action → Batch Entry menu.
  2. Select the specific Batch Type in which you need to activate Projects.
  3. Click on the F10: Setup icon to set the Options for the selected batch. The Options for this batch screen will be displayed.
  4. Click on the Advanced tab. The following screen is displayed:
  5. To activate the Projects, tick the Projects tick box.
  6. Click on the OK button. The selected batch entry screen will be opened and the Projects column will be inserted in the batch.

Image:Note.png

You may also:

  • Click on the Setup → Batch Types menu.
  • Select the Batch Type and click on the Edit button to access the Options for this batch screen.
Image:Note.png

To deactivate Projects in a specific batch, simply repeat this process and remove the tick in the Projects tick box.

Process Transactions in Batches

Once you have created the Status Groups for Projects, the Project column will be displayed after the Account column; and (before the Tax column, if the No Tax option is not selected on the Advanced tab of the Options for this batch screen) before the Debit column.

When processing transactions, you may select the Projects from the Projects lookup.

To Process Transactions in Batches:

  1. Click on the Action → Batch Entry menu.
  2. Select the specific Batch Type in which you need to process transactions for Projects.
    Enter the transactions and select the Project from the Project lookup.

Reports

There are five (5) reports available for Projects. These reports are created and maintained via the Reportman (...\plug_ins\reports\REPORTS\PROJECTS directory) and is follows:

Language Label ID Description (Report Name)

  1. TRN_27 Stock Item
  2. TRN_354 Statement
  3. TRN_960 Total
  4. TRN_2330 Hours
  5. TRN_20069 Transactions

This will translate depending on your Language selection when launching TurboCASH for the first time (after installation); or the Language selected in the File → Switch Language menu. For example; English (default), en-South Africa, en-UK will refer to “Stock Items” and if you select the en-American language, it will display as “Inventory Items” on the list of reports.

To Generate Project Reports:

  1. Click on the Action → Projects menu. The Projects screen (list view) is displayed:
  2. The Projects screen (list view) will be displayed.
  3. Select a Project.
  4. Select a report on the list and click on the Report button.

Project - Stock Items

This will list the details of the stock items and hours (created via the Calendar).

This will list the totals of all Invoices, Credit Notes, Purchases and Supplier Returns as well as a list of each of these documents. It will also list the Stock Code, Document Number, Stock Description, Date and Exclusive Amount for each stock item selected on a document.

Image:Note.png

These documents do not need to be posted to be included in this report.

 

Project – Statements

This will list the totals of all Invoices, Credit Notes, Purchases and Supplier Returns as well as a list of each of these documents. It will also list a list of any Quotes and Orders.

Image:Note.png

These documents do not need to be posted to be included in this report.

 

Project – Hours

This report will list only those Invoices which have been created in the Calendar (Create Invoices for Hours) and which have converted from quotes to invoices. It will list the date, start and end time as well as the number of hours spent on a project.

Image:Note.png

These documents do not need to be posted to be included in this report.

 

Project – Transactions

This report will list all transactions in posted batches and / or posted documents.

Image:Important.png

This will not list any unposted batches and documents.

 

Project – Totals

This report will list the totals of transactions (debit and credit) for all accounts selected in posted batches and / or posted documents.

Image:Important.png

This will not list any unposted batches and documents.