Project accounting#

The sales receipt forms the commercial basis for dealings with the customer. Project plan lines of the types Billable and Booth Budget and Billable can be transferred to a quote or order.

General behavior#

Project type#

In the project type, you can set up an order type for the creation of sales documents, if required. This will be used when creating the documents.

Status#

The status is transferred from the project (header) to the project task and can be changed at the project task level. The status of the project task is then transferred to the project plan lines.

A change to the project task status Open requires that the project status is Open.

When the project status is changed, all project tasks with the same initial status are updated to the new status of the project (header).

If the status in the project is set to Completed, the statuses of all project tasks are also set to Completed.

Line Type#

Only project plan lines with the line type Both Budget and Billable or Billable can be transferred to a sales document.

Only project plan lines with the line type "Budget" and "Both Budget and Billable" can be transferred to a purchase document.

Document quantity#

The documents can be created from the project plan lines as well as from the project tasks. The system uses the field Quantity to be transferred to invoice to determine the quantity of documents (offer, order, invoice, credit note and complaint).

Address data#

The address data in the sales header is transferred from the project header. The Sell-to information from the project is copied into the respective fields of the quote or order. The same applies to the Bill-to data. The delivery address is determined based on the Sell-to address.

Position Numbers#

The position numbers in sales documents depend on the setting in Sales & Receivables Setup. The position number of the project planning line is not adopted.

Order type#

The order type represents whether the order is the initial order or a follow-up order. If, when creating a new sales document, it is determined that a document already exists, the system switches the order type to follow-up order.

Posting result depending on the line type#

Only lines with the line type "Billable" and "Both Budget and Billable" will be included in the sales document.

Billable lines do not create any entries in case of deliveries, in case of billing they create a project entry with the entry type Sales.

Budgetable and billable lines also generate project entries with the entry type Consumption for deliveries.

Sales quotes#

You can create a sales quote directly from the project planning lines of a project. To do this, use the Create Sales Quote function in the ribbon of the project planning lines.

If the document creation is initiated from the project plan line, the system attempts to transfer all selected project plan lines into the sales quote.

When creating from the project tasks, all billable lines from the tasks are transferred to the sales document.

If you want to create a sales quote for all tasks, you can do so by selecting Project plan lines in the ribbon (Navigate tab) of the project card. Using the line selection, you can control which task lines should be included.

Sales documents are created for the project customers. The information stored in the project is used for this purpose. This means that the sale to customer, invoice to customers, the delivery address, and the payment terms of the project are used to generate the sales documents.

After the assignment, the sales quote can be converted into an order in the system as usual using the Create order function.

Sales Order#

You can create a sales order directly from the project planning lines of a project. To do this, use the Create Sales Quote function in the ribbon of the project planning lines.

If you want to create a sales order for all tasks, you can do so by selecting Project plan lines in the ribbon (Navigate tab) of the project card. Using the line selection, you can control which task lines should be included.

Sales documents are created for the project customers. The information stored in the project is used for this purpose. This means that the sale to customer, invoice to customers, the delivery address, and the payment terms of the project are used to generate the sales documents.

The Order processing corresponds to standard order processing.

Delivery#

Maintain the quantity to be delivered in the Quantity to be delivered field. In case of an item tracking please maintain the concerned serial- or lot number via the item tracking.

Item tracking maintenance from the order is the same as item tracking maintenance from the project plan lines.

Invoice#

Maintain the quantity to be invoiced in the "Quantity to invoice" field. Please note that if item tracking is enabled, no item tracking can be specified for the billing case.

Dimension expansion#

For easy evaluation of the projects, the creation as well as assignment of dimensions has been optimized.

Dimension specification by the activity type#

Dimension specifications can be assigned to the activity type, so that when the activity type is selected in the project task, the dimension is assigned to the task.

Project type#

In the project setup you can define that for reporting purposes a dimension Project type is maintained and assigned to the system in parallel to Project type.

Project Chart of Accounts#

For effective project controlling, all project movements can be assigned and evaluated via a separate chart of accounts.

Advance Payment#

Within financial accounting, the Advance Payment app from KUMAVISION enables easy planning, creation, and management of advance payment invoices. The app is fully integrated into the standard workflows of accounts receivable and accounts payable such as dunning and payment transactions, and can also be used for plant construction in KUMAVISION factory365.

Create project from sales document#

Create project#

If the sales document (sales quote or sales order) is not linked to a project, it is possible to create a project using the Create Project function. The prerequisite for this is that the Allow Synchronisation from Sales toggle is activated in the Projects setup. The customer-relevant fields are prefilled in this process and cannot be changed.

Assign project#

A sales document (sales quote or sales order) can be assigned to a project with the same Bill-to Customer in the sales header by specifying a project number. All sales lines with the line type Item, Resource, or G/L Account will then also receive this project number.

Assign project tasks#

If a project is assigned to a sales line, a corresponding project task can also be assigned to this sales line. The project task must have the Allow Synchronisation from Sales option activated, the project task type set to Posting, and include a service type. When the project task is assigned, a project planning line is automatically created for this sales line. The project planning line and the sales line are then linked to each other.