Set up Project Accounting to integrate with other modules

You can choose which other modules of Sage 200 you want to Project Accounting to integrate with.

Set up project integration

  1. Project Accounting Settings:

    Select which modules and tasks should be integrated with Project Accounting. Once integrated you can add a project to a transaction when it is entered in each of the selected modules. An additional Project Analysis tab is displayed when entering the selected transaction types in the selected modules.

    Open: Project Accounting > Utilities > System Setup > Project Accounting Settings | Integration.

      • Sales Ledger.

        Sales Invoice enables the Project Analysis tab, used to enter the project transaction details for a sales invoice.

        Sales Credits enables the Project Analysis tab, used to enter the project transaction details for a sales credit note.

      • Purchase Ledger.

        Purchase Invoice enables the Project Analysis tab, used to enter the project transaction details for a purchase invoice.

        Purchase Credit enables the Project Analysis tab, used to enter the project transaction details for a purchase credit note.

      • Nominal Ledger.

        Nominal Payments enables the Project Analysis tab, used to enter the project transaction details for a nominal vatable payment.

        Nominal Receipts enables the Project Analysis tab, used to enter the project transaction details for a nominal vatable receipt.

      • Sales Order Processing.

        When you add free text items to a sales order or a quotation, you can specify the project and project item on the Project Analysis tab.

        You can create projects from sales orders and quotations that you have entered in SOP.

      • Purchase Order Processing.

        When you add items to a purchase order or a return, you can specify the project and project item on the Project Analysis tab.

      • Stock Control.

        Stock Issues enables the Project Issue option in the Stock Control module. This is used to record the actual cost of the purchase of stock item against a project.

        Stock Issues enables the Project Return option in the Stock Control module. This is used to record internal project stock returns.

        Stock Allocations enables the Project Allocation option in the Stock Control module. This is used to allocate stock to a project.

        When you issue or amend allocations in Stock Control, use the Project option to work with project stock allocations.

      • Project Cost Adjustments: Enables the Enter cost adjustments option in Project Accounting.
      • Project Revenue Adjustments: Enables the Enter revenue adjustments option in Project Accounting.
      • Project Billing: Enables all the Billing options in Project Accounting. These are used to calculate and create bills for your project customers.
      • Timesheets: Enables the Timesheet options in Project Accounting. These allow you to timesheets for your projects.
      • Expenses: Enables the Expense claim options in Project Accounting. These allow you to enter expense claims for your projects.

  2. Project Structure Settings:

    Choose whether to integrate whole projects or individual project item types.

    For example, if you choose to integrate with the Stock Control module, you might want only want to be able to select Stock project item types. To do this, you would only choose Stock Control integration for Stock project item types. This would mean that only project items of the type Stock can be selected for project stock issues and allocations.

    Open: Project Accounting > Utilities > System Setup > Project Structure Settings | Project Item Type

        • Purchase Ledger: Allow the project item to be selected for purchase invoices and credit notes.
        • Sales Ledger: Allow the project item to be selected for sales invoices and credit notes.
        • Nominal Ledger: Allow the project item to be selected for nominal vatable payments and nominal vatable receipts.
        • Stock Control: Allow the project item to be selected for stock issues, returns, and allocations of stock to projects.
        • Purchase Order Processing: Allow the project item to be selected for purchase orders and returns.
        • Sales Order Processing: Allow the project item to be selected for sales orders and quotations.
        • Project Cost Adjustments: Allow the project item to be selected for when entering cost adjustments in Project Accounting.
        • Project Revenue Adjustments: Allow the project item to be selected for when entering revenue adjustments in Project Accounting.

        • Project Billing: When entering a new bill for a project, the costs posted to a project can be selected for charging on that bill.

          If you select this, then you can select costs posted to a project item of this type, for charging.

          This setting is often cleared if Overhead project item has been selected for this item type, as overhead costs are not usually charged to the customer directly.

        • Timesheets: Allow the project item to be selected for timesheets in Project Accounting.
        • Expenses: Allow the project item to be selected for expense claims in Project Accounting.

      Once selected, project items of this type can be selected when entering these transactions.

Set up timesheet and expense claim integration

  1. Timesheets and Expense Claim Settings:

    Choose to integrate your timesheet and expense claims with the Nominal Ledger, Project Accounting and Sage Payroll.

    Open: Project Accounting > Utilities > System Setup > Timesheet and Expense Claims Settings.

    • Financials tab

      Choose to post your timesheet and expense claims to the Nominal Ledger.

      If you want to post your timesheet transactions to Financials (Nominal Ledger), specify the Financials integration settings for timesheets:

      Post timesheets to Financials

      Select this if you want to post timesheet costs to the Nominal Ledger

      This setting can be changed if no timesheets have been entered.

      Post timesheets to Financials automatically

      Select this to post timesheets to Financials automatically.

      Once selected, your timesheets are automatically posted when they have been submitted or authorised.

      If you do not select this setting, you can manually post timesheets to Financials using the Post Timesheets to Financials option.

      You can change this at any time. If you select this and there are timesheets waiting to be posted, you will still need to post these manually.

      Update nominal ledger with

      This is only available if you have not selected to Post timesheets to financials automatically.

      These options control how the postings from timesheets appear as transactions on your nominal accounts when they have been posted to financials.

      Having each timesheet generate individual nominal transactions may result in a great many transactions being created in your nominal accounts. However, this does allow you to track the nominal transaction back to the project posting, using the URN (unique reference number).

      If you do not want to have so many nominal transactions you can choose to amalgamate the postings but, if you do so, it will not be possible to link the nominal transaction back to the project postings.

      Choose from the following options:

      • Individual transactions: Select this to record each timesheet activity as an individual journal transaction in the Nominal Ledger.

        Note: This will generate a large number of transactions in the Nominal Ledger.

      • Period batched transaction: Select this to amalgamate timesheets posted in the same accounting period into a single transaction.

        As the dates on your timesheets may span many dates within each accounting period, the nominal transaction date is set to the end date of the relevant accounting period.

      • Single batch transaction: Select this to amalgamate timesheet posting for the same nominal account in to one nominal transaction.

        As the timesheet dates may span more than one accounting period, when you post the timesheets to financials you must choose which accounting period these are posted to. The nominal transaction date will be set to the end date of the selected period.

      Nominal ledger control account

      Select the Nominal ledger control account that the credit side of the timesheet transaction journal will be posted to.

      This is the nominal account that will be used for the control posting when a timesheet is posted to financials. Each timesheet (depending on your Update Nominal Ledger with settings) creates an expense posting (debit) and a control posting (credit).

      Nominal ledger account entered on timesheets

      This is only available if you have not selected to Post timesheets to Project Accounting. If you do not post timesheets to Project Accounting, you do not choose a project item on the timesheet. Therefore the nominal account used for timesheet posting must come from elsewhere.

      Here, you choose whether to select this account when you enter a timesheet, or specify a default nominal account to use for all timesheet transactions.

      • Nominal Ledger account entered on timesheets: Select this to choose the nominal account when entering a timesheet.

      • Nominal ledger account entered on timesheets: Enter the nominal account that you want to use as the default for all timesheets. You must also clear the Nominal ledger account entered on timesheets option.

      Note: When the timesheet user selects an account, the transaction entered for the account will include the cost centre and department codes set in Resource record. If there is no nominal account with the relevant cost centre and department codes, an error message is displayed.

      If you want to post your expense claim transactions to Financials (Nominal Ledger), specify the Expense claim integration settings for timesheets. Once selected costs associated with your expense claims are posted to the Nominal Ledger.

      Post expense claims to Financials

      Select this if you want to post expense claims to the Nominal Ledger

      This setting can be changed if no expense claims have been entered.

      Post expense claims to Financials automatically

      Select this to post expense claims to the Nominal Ledger automatically.

      Once selected, your expense claims are automatically posted to the Nominal Ledger when they are submitted or authorised.

      If you do not select this setting, you can manually post your expense claims using the Post Expense Claims to Financials option.

      You can change this at any time. If you select this and there are expense claims waiting to be posted, you will still need to post these manually.

      Payroll expense claim nominal ledger control account

      This is only available if you have chosen to integrate with Sage Payroll.

      Enter the nominal account that you want to use to hold the value of expense claims until they are paid out through the payroll run.

      This nominal account is used when an expense claim is posted to the Nominal Ledger and the payment method is Payroll. Whether this control account code is used in its entirety or whether the cost centre and department come from elsewhere depends on many other settings.

    • Project Accounting tab

      Choose to post timesheet and expense claims to Project Accounting. This records a project transaction against the project item on the timesheet.

      If you want to post your timesheet transactions to Project Accounting, specify the Timesheet integration settings:

      Post timesheets to Project Accounting

       

      Select this if you want to post your timesheets to Project Accounting.

      Once selected, your timesheets are integrated with your projects. When you enter a timesheet, you must select the project and project item for that timesheet.

      When your timesheets are posted to Project Accounting, cost transactions for the selected project and project item are created.

      If this is not selected, projects and project items cannot be selected when entering timesheets.

      You can change this at any time if there are no unposted timesheets on the system. This will affect timesheet entry the next time it is used.

      Post timesheets to Project Accounting automatically

      Select this to post timesheets to Project Accounting automatically.

      Once selected, your timesheets will automatically be posted when they are submitted or authorised.

      If you do not select this setting, you can manually post timesheets to Project Accounting using the Post Timesheets to Project Accounting option.

      You can change this at any time. If you select this and there are timesheets waiting to be posted, you will still need to post these manually.

      If you want to post your expense claim transactions to Project Accounting, specify the Expense claim integration settings.

      Post expense claims to Project Accounting

       

      Select this if you want to post your expense claims to Project Accounting.

      Once selected, your expense claims are integrated with your projects. When you enter an expense claim, you must select the project and project item for that expense claim.

      When your expense claims are posted to Project Accounting, cost transactions for the selected project and project item are created.

      If this is not selected, projects and project items cannot be selected when entering expense claims.

      You can change this at any time if there are no unposted expense claims on the system. This will affect expense claim entry the next time it is used.

      Post expense claims to Project Accounting automatically

      Select this to post expense claims to Project Accounting automatically.

      Once selected, your expense claims will automatically be posted when they are submitted or authorised.

      If you do not select this setting, you can manually post expense claims to Project Accounting using the Post expense claims to Project Accounting option.

      You can change this at any time. If you select this and there are expense claims waiting to be posted, you will still need to post these manually.

    • Payroll tab

      Choose to import Sage Payroll employee records and set them up as resources in Project Accounting. They can then record timesheets and expense claims. Approved timesheet and expense claim transactions for these users can be posted to Sage Payroll for payment.

      If you have already set up connections to Payroll databases, the connections will be displayed in the list.

      Note: If you delete a connection, any resources that you have imported from that Payroll database cannot be synchronised or have transactions posted to Payroll.

      To create a new connection:

      1. Click New.
      2. Enter a Connection name and Description for the connection. The name can be anything you want, it does not have to match the Payroll company name.
      3. The connection type is the type of payroll database containing the information. For Sage Payroll databases, use Sage payroll integration provider.

      4. In the Connection data section, enter the details for the connection. The details required will depend on the type of connection.

        Database Location

        Enter the location of the payroll database or use the Browse button to locate it.

        For Sage Payroll databases, this is the path to the MDB file for relevant payroll database.

        Workgroup Path

        Enter the location of the Secure.mdw file. This is a Microsoft Access Workgroup Security file. This file is used to connect Sage 200 to the payroll database.

        For Sage Payroll this is installed in the same location as the Sage Payroll program. (The default installation location is C:\ProgramData\Sage\ Payroll.

      5. Click OK to add the new connection.

      Select Prompt for Payroll Synchronisation if you want to receive a prompt when Sage 200 needs to access your Payroll database, and update the corresponding details. You will be asked to enter your Payroll login details.

      You must keep your resource data in Payroll in line with the same data in Project Accounting. If you select this, then whenever Sage 200 wants to synchronise your project resource data with the data in Payroll, it will prompt you to do so.

      If you do not select this, you must synchronise this data manually by selecting the Resources window and select Synchronise.

      Note: This setting applies to all integrated Payroll companies.

      Select Accumulate Payments to add the hours entered on new timesheets posted into Payroll to those already logged for the same pay period.

      If this is not selected, the hours on new timesheets posted into Payroll replace any already recorded for the same pay period.

      Note: If you accumulate payments, you must run the Reset Payments wizard in Sage Payroll at the end of each week's posting, before making postings for the following week. If you do not do this, the hours and/or rate accumulated for the following week will not be accurate.

      When you synchronise Sage 200 with your Sage Payroll program, the Pay Elements for your employees are transferred to Sage 200. The Pay Elements are given numeric codes in Sage 200.

      Sage 200 can use a maximum of 999 numeric codes. If you have more than 999 Pay Elements in your Sage Payroll Program, you must convert your Pay Elements to alphanumeric codes in Sage 200.

      • Select Use Extended Pay Rate Types if you have (or know you are going to use) more than 999 Pay Elements in your Sage Payroll program.

        This converts the Pay Elements to alphanumeric codes.

        Note: Due to this conversion, the codes in Sage 200 may not exactly match the pay element code in your Sage Payroll program.

      • Do not select this if you have less than 999 Pay Elements in your Sage Payroll program.

  2. Project Structure Settings:

    Choose which project item types can be selected when entering timesheets and expense claims.

    Open: Project Accounting > Utilities > System Setup > Project Structure Settings | Project Item Type

    • Timesheets: Allow the project item to be selected for timesheets in Project Accounting.
    • Expenses: Allow the project item to be selected for expense claims in Project Accounting.
See also

Overview

Project transactions

Reference

How to allocate purchase orders to projects