Managing a project

The project management screens can be accessed from the menu bar of a project > Edit > Project administration.

This feature enables you to indicate whether a project was budgeted or not. It enables you to regenerate the initial budgets as if they had not already been fixed.

  • Click on the Edit > Project administration > Mark as budgeted menu and validate. Once the project is budgeted, the Budgeted indicator is displayed beside the project's title.
  • To mark the project as not budgeted, you just have to repeat the previous process.

For the next calculation of the budget, the new budget lines that are added will contain the current index value (e.g. additional order added to the project).

  • To increment a budget, click on the Edit > Project administration > Increment the budget revision index menu.

Before generating the initial budgets, the person in charge of the project should have an indicator that specifies the project was signed by the line manager, therefore indicating the initial flows can be generated.

This feature helps line managers indicate to the project manager that the project was checked at a given date.

  • To sign a project, click on the Edit > Project administration > Control signature menu.

This feature enables you to indicate a project's administrative closure. This prevents you from associating the project with management objects, depending on the setup for the project's management options. A closed project is not displayed in the projects help list.

  • To close a project (or cancel its closure), click on the Edit > Project administration > Close the project menu.

This feature enables you to quickly change the customer linked to a project. There are two constraints:

  • You cannot modify a customer if at least one of the project's invoice has already been validated.
  • This feature cannot be used when several customers are linked to the project (Multi-customer box checked). It can only be used for single-customer projects.

To change the customer for a project, click on the Edit > Project administration > Change the customer for the project menu.

Example: you want to change your ordered project into an internal project.

1 Click on Edit > Project administration > Modify status code.
2 Select the relevant code in the Status code selection dialog box and validate.

You can quickly modify the project's entity.

Click on the Edit > Project administration > Change the project entity menu.

The project can be linked to a campaign. As such, costs related to the campaign will be displayed. You can therefore change a campaign at any time, directly from a project record sheet.

1 To modify a project's campaign, click on Edit > Project administration > Change the campaign for the project.
2 Select the relevant campaign in the Change the project's source campaign dialog box and validate.

A project is usually generated from an opportunity. So, you can change an opportunity at any time directly from a project.

1 To change a project's opportunity, click on Edit > Project administration > Change the project opportunity.
2 Select the relevant opportunity in the Change the project source opportunity dialog box and validate.

You can quickly transfer a project or only the phases and sub-phases of a project to another project.

1 To transfer a project to another project: from a Project record sheet, click on Edit > Project administration > Transfers > Project transfer.
2 In the transfer screen, enter the codes for the source and target projects.
3 Enter the dates interval for the information transfer. All the source project's management objects will be linked to the target project.
4 Validate.
5 Repeat the process for phases and sub-phases.

Note

If there is no period selected, all the phases and sub-phases linked to the initial project are duplicated on the target project then deleted. This is to avoid inconsistencies.

A project can be associated with a year, also called a vintage.

As such, you can create a project that will be carried out the following year (in 2017, you can create a project that will start in 2018). When creating the project, you can choose the year linked to the project: 2017 or 2018.

At the end of the 2017 accounting period, it will not be possible to create projects for the 2017 vintage, but you will still be able to search projects created during that year.

To do so, there are two actions to perform:

  1. Specify the year via Tools > Setup > General setup > Project > Years.
  2. Add the year in the Year field of a project record sheet.

This information is then displayed in the following screens:

  • Opportunity record sheet and opportunities, projects and phases search
  • Project record sheet and projects search: Search project history, Budget controls analysis, Analysis of operating accounts, History of allocation of expenses to the period, Logging of allocation of income
  • Changing multiple projects codes
  • Accounting entries search (Accounting > Entries > Entries, under the "Selection" section)
  • Analytical financial position statement ("Multiple-selection criteria")
  • Dashboards
  • Expected billing (Dashboard > Sales > Expected Billing)
  • Sales and Purchase dashboards (Dashboard > Sales > Sales dashboard)
  • Schedules dashboard (Dashboard > Labor > Schedules)
  • Tasks dashboard (Dashboard > Labor > Project tasks)
  • Timesheets validation and analysis (Dashboard > Labor > Timesheets Validation / Timesheets Analysis)
  • Time and schedule dashboard (Dashboard > Labor > Time and schedule dashboard)
  • Financial dashboard (Dashboard > Accounting > Financial dashboard)
  • Sales and Purchase management objects and search screens
  • My Akuiteo
  • My timesheet
  • My default activities
  • My graphic schedule / My weekly activity
  • Events and events search
  • Documents and documents search

To do so, fill in the following fields:

  • Code (10 alphanumeric characters): the year's code (required)
  • Label (100 characters): the year's label (required)
  • Previous year (10 characters): the help list with all previously set up years
  • Validity end date: DD/MM/YYYY (hides the value as search criteria)
  • Disabled: DD/MM/YYYY (disabled to create/modify a project)
  • Recurrent: If the option is checked for a year, it is possible to duplicate multiple projects associated with this year. If the year is not marked as recurrent, the duplication will not be possible as Akuiteo will block the creation of multiple projects.