Project groups are found under Project/Maintenance and are used for grouping projects.
Project groups also control the integration between project and finance.
All projects MUST be assigned to a project group, as the project group determines whether the project is billable or not, so at least one project group must be created.
If time tracking is to be used, where both hours related to customer tasks and internal hours, such as vacation, illness, internal meetings, etc. are to be registered, at least two project groups must be created. One project group with a check mark in the Billable field and another project group without a check mark in the Billable field . The first group should be used for customer projects and the second for one or more internal projects that are used to collect the internal hours.
Creating a new project group
- Select Project/Maintenance/Project groups
- Select the Add button on the ribbon and select the Add item
- Enter a code for the group in the Group field and enter a group name in the Name field
- Check the Default box if the group should be your default project group If the project group is not filled in on new projects, the project group is automatically filled in with the project group that has a check mark in the Default box.
- If you want new projects to be automatically assigned new project numbers from a number series, select a number series in the Auto-generated key field. Read more here.
- In the Include work in progress field, select whether or not to automatically post work in progress entries in Finance.
- If you check the box above, select which accounts to post to in the fields below. In other words, if no account numbers are entered, there is NO integration to finance.
Description of fields
| Field name | Field Description |
| Group | Enter a code for the group in the Group field |
| Group name | Enter a group name in the Name field |
| Default checkbox | Check the Default box if the group should be your default project group. If the project group is not filled in on new projects, the project group is automatically filled in with the project group that has a check mark in the Default box when the new project is saved. |
| Invoiceable | Check the Billable box if the project group is to be used on customer projects that are expected to be invoiced to a customer. Do not check the Billable box if the project group is to be used on internal projects used to collect internal time such as internal hours, internal meetings, illness, vacation, etc. |
| Automatically generated key | If you want new projects to be automatically assigned new project numbers from a number series, select a number series in the Automatically generated key field. Read more here... |
| Book IGA | Select whether work in progress should be valued at cost or sales value. If sales value is selected, then it will be the sales value of the project costs that are booked as work in progress and offset in operations as "expected revenue". In other words, the expected revenue of the costs is recognized continuously over the project period. If cost value is selected, it will be the cost value of the project costs that are booked as work in progress and offset in operations as a "Cost transferred to project". In other words, project costs are transferred from the income statement to the work in progress account, only to be realized when the project is invoiced/re-invoiced. If the Include work in progress field is unchecked, the selection made in this field will generally be irrelevant. |
| Include work in progress | In the Include work in progress field, select whether or not to automatically post work in progress entries in Finance. If work in progress is not posted automatically in the finance module, work in progress can be posted using the menu item Project/Cladder/Project post IGA, but this requires that the fields below are filled in with accounts. If this box is checked, the accounts to which the work in progress entries should be posted must be specified in the fields below. However, the accounts can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. See also the description of the Post IGA field above. |
| Wages (Post IGA) | Select the financial account where project entries posted with labor and external work types are posted in the finance module. This account is debited when posting labor on projects. Most often an account is selected in the income statement, e.g. named "Cost hours transferred to project" if you have selected Cost value in the Post IGA field, or "Expected revenue project hours" if you have selected Sales value in the Post IGA field. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Wages (Counter account) | Select the financial account where project entries posted with labor and external work types are posted in the finance module. This account is credited when posting labor on projects. Most often, an account is selected under assets called Work in progress or similar. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Expenses (Post IGA) | Select the financial account where project entries posted with species of type expenses, miscellaneous and other are posted in the finance module. This account is debited. Most often an account is selected in the income statement, e.g. named "Expenses transferred to project" if you have selected Cost value in the Post IGA field, or "Expected revenue project expenses" if you have selected Sales value in the Post IGA field. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Outlays (Counter account) | Select the financial account where project entries posted with species of type expenses, miscellaneous and other are posted in the finance module. This account is credited. Most often, an account under assets called Work in progress or similar is selected. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Materials (Post IGA) | Select the financial account where project entries posted with species of type Materials are posted in the Finance module. This account is debited. Most often an account is selected in the income statement, e.g. named "Expenses transferred to project" if you have selected Cost value in the Post IGA field, or "Expected revenue project expenses" if you have selected Sales value in the Post IGA field. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Materials (Mod account) | Select the financial account where project entries posted with species of type Material are posted in the finance module. This account is credited. Most often, an account is selected under the assets named Work in progress or similar. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Regulation (Post IGA) | If you have selected Sales value in the Post IGA field, select in this field the financial account where project entries posted in project drafts with species of type Adjustment should be posted in the finance module. This account is debited. Most often an account in the income statement is selected, e.g. named "Project adjustments". If you have selected Cost value in the Post IGA field, you do not need to fill in this field. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Adjustment (Counter account) | If you have selected Sales value in the Post IGA field, in this field you need to select the financial account where project entries posted in project drafts with species of type Adjustment should be posted in the finance module. This account is credited. Most often, an account is selected under assets called Work in progress or similar. This account is also used for carryforwards, where it is credited. If you have selected Cost value in the Post IGA field, you do not need to fill in this field. However, the account can also be specified in the Account and Counter account fields in the project types under Project/Maintenance/Project type, and will then have 1st priority. |
| Invoice adjustment | If you have selected Sales value in the Post IGA field, select in this field the financial account where project entries posted with species of type Adjustment should be posted in the finance module if these adjustments are created in connection with zero invoices and invoice proposals from the project. This account is debited. Most often, an account is selected in the income statement, e.g. named "Project adjustments". This account is also used for carryforwards, where it is debited. |
| Invoice adjustment (Counter account) | If you have selected Sales value in the Post IGA field, select in this field the financial account where project entries posted with species of type Adjustment should be posted in the finance module if these adjustments are created in connection with zero invoices and invoice proposals from the project. This account is credited. Most often, an account is selected in the income statement, e.g. named "Project adjustments". |
| IGA Revert | If this field is filled in, work in progress will not be reversed to the accounts specified in the Labor (Post IGA), Expenses (Post IGA), Materials (Post IGA) fields, but instead to the account specified here. Note! Already created invoice proposals must be deleted and created again for this coding to be followed. |
| IGA Reverse (Counter account) | If this field is filled in, work in progress will not be reversed to the accounts specified in the Labor (Counter account), Expenses (Counter account), Materials (Counter account) fields, but instead to the account specified here. Note! Already created invoice proposals must be deleted and created again for this coding to be followed. |