Managing project links
| DMF |
090181 ADMINISTRATEUR PARAMETRAGE FAC TEMP ACHAT LIENS AFFAIRE |
Project links are rules that allows you to define the value that will be specified by default in the Project, Phase and Sub-phase field of the temporary invoices lines after an import.
The projects, phases and sub-phases which were automatically specified thanks to the projects links can still be manually modified on the temporary invoices, if needed.
Project links setup is available from the Purchase tab, on the left of the Settings Portal, then in Temporary invoices > Project links.
Setting up by company
The setup for several companies are available from the tab, at the top of the project links screen. By default, the ***** tab is the only one displayed.
The setup of project links on the ***** company is not available. You have to add a specific setup to a company in order to set up project links.
If a setup does not exist for a company, the project/phase/sub-phase will not be automatically specified during the invoice import on this company. You have to manually specify the project/phase/sub-phase on each line.
Adding a specific setup for a company
| 1 | From the project links screen, click on the + tab at the top of your screen. |
| 2 | In the window, select a Company from the drop-down list. This list displays all the companies set up in Akuiteo that do not yet have a specific setup. |
| 3 | Click on Validate. |
| 4 | Specify the default Project, the Phase and the Sub-phase at the bottom of the screen. The default project/phase/sub-phase will be automatically specified on a temporary invoice line if there is no existing project link that can be applied on the line. |
| 5 | Click on Save at the bottom of the screen. |
A new tab is added for the specific setup on the selected company.
Deleting a specific setup for a company
Important
The deletion of the specific setup of a company deletes all the project links set up for the company.
| 1 | From the project links screen, click on the tab for the relevant company. |
| 2 | Click on Delete the setup at the top right of the screen, then confirm the deletion. |
The specific setup is deleted.
Managing project links
Several types of project links are available. When importing an invoice, the link type applied is determined according to the following priority order:
- Supplier > project;
- Purchased item > project;
- Purchased item family > project;
- Purchased item sub-family > project.
For each invoice line, Akuiteo check first if the link type 1 applies to it. If it is the case, the project/phase/sub-phase will be automatically specified in the line. If the type 1 does not apply, Akuiteo scales each link type following the order until a link type applies to it. As soon as a link type applies to it, the following link types are ignored.
Note
If the supplier link > project applies on a line, this link is automatically applied on all the other lines because the supplier includes the whole invoice. The project/phase/sub-phase will be the same on all the lines.
If no link can be applied for an invoice line, the default project/phase/sub-phase are specified in relevant line.
Adding a supplier link > project
The supplier link > project allows you to define the project, the phase and the sub-phase specified by default on the temporary invoices lines depending on the determined supplier on the invoice during the import.
| 1 | From the project links screen, click on the company tab on which the project link will be added. |
| 2 | On the right of the Supplier > project links table, click on + Link. |
| 3 | Specify the fields: |
| Field | Description |
|---|---|
| Supplier |
Select the relevant supplier for the project link. The help list displays all the suppliers currently valid in the relevant company and in the ***** company. |
| Project, Phase and Sub-phase |
Select the project/phase/sub-phase to specify by default on the temporary invoices lines for the selected supplier. The help lists display the projects/phases/sub-phases currently valid on the company of the invoice and with a status code allowing the purchase invoice entry. |
| 4 | Click on Validate, then on: |
- Save to create only one project link.
- Save and create another to create the project link and create another project link.
The project link is added.
Adding a purchased product > project link
Purchased product > project links allows you to define the specified project/phase/sub-phase by default on the temporary invoices lines according to the purchased product determined on each invoice line during the import.
| 1 | From the project links screen, click on the company tab on which the project link will be added. |
| 2 | At the right of the Purchased product > project links table, click on + Link. |
| 3 | Specify the fields: |
| Field | Description |
|---|---|
| Grouping |
Select the grouping of the purchased product concerned by the project link. The help list displays all the purchased product groupings currently valid in the tab company and the ***** company. Specifying this field also specifies the Reference field. |
| Reference |
Select the purchased product reference concerned by the project link. The help list displays all the purchased product references currently valid in the tab company and the ***** company. Specifying this field also specifies the Grouping field. |
| Project, Phase and Sub-phase |
Select the project/phase/sub-phase to specify by default on the temporary invoices lines for the selected purchased product. The help lists display the projects/phases/sub-phases currently valid on the company of the invoice and with a status code allowing the purchase invoice entry. |
| 4 | Click on Validate, then on: |
- Save to create only one project link.
- Save and create another to create the project link and create another project link.
The project link is added.
Adding a purchased product family link > project
The purchased product family > project links allows you to define the specified project/phase/sub-phase by default on the temporary invoices lines according to the purchased product family determined on each invoice line during the import.
| 1 | From the project links screen, click on the company tab on which the project link will be added. |
| 2 | On the right of the Purchased product family > project links table, click on + Link. |
| 3 | Specify the fields: |
| Field | Description |
|---|---|
| Purchased item family |
Select the relevant purchased product family for the project link. The help list displays all the purchased product families currently valid in the tab company and the ***** company. |
| Project, Phase and Sub-phase |
Select the project/phase/sub-phase to specify by default on the temporary invoices lines for the selected purchased product family. The help lists display the projects/phases/sub-phases currently valid on the company of the invoice and with a status code allowing purchase invoice entry. |
| 4 | Click on Validate, then on: |
- Save to create only one project link.
- Save and create another to create the project link and create another project link.
The project link is added.
Adding a purchased product sub-family > project link
The purchased product sub-family links > project allows you to define the specified project/phase/sub-phase by default on the temporary invoices lines according to the purchased product sub-family determined on each invoice line during the import.
| 1 | From the project links screen, click on the company tab on which the project link will be added. |
| 2 | At the right of the Purchased product sub-family > project links table, click on + Link. |
| 3 | Specify the fields: |
| Field | Description |
|---|---|
| Purchased product sub-family |
Select the relevant purchased product sub-family for the project link. The help list displays all the purchased product sub-families currently valid in the tab company and the ***** company. |
| Project, Phase and Sub-phase |
Select the project/phase/sub-phase to specify by default on the temporary invoices lines for the selected purchased product sub-family. The help lists display the projects/phases/sub-phases currently valid on the company of the invoice and with a status code allowing purchase invoice entry. |
| 4 | Click on Validate, then on: |
- Save to create only one project link.
- Save and create another to create the project link and create another project link.
The project link is added.
Modifying a project link
| 1 | From the project links screen, click on  on the right of the project link line. |
| 2 | Apply the desired modifications and save. |
The project link is modified.
Deleting a project link
Important
Deleting a project link cannot be reversed.
From the project links screen, click on 
at the right of the project line and confirm the deletion.
Modifying the default project / phase / sub-phase
The default project, the phase and the sub-phase can be modified in order to define the prject/phase/sub-phase that will be automatically specified on a temporary invoice line if there is no existing project link that can be applied for the invoice line.
The default project/phase/sub-phase are defined in the Project, Phase and Sub-phase fields at the bottom of the project links screen.
The help lists display the projects/phases/sub-phases currently valid on the company of the invoice and with a status code allowing the purchase invoice entry.
