Set up project groups

Use this to set default information which is used each time the project group is added to a project. You can change this when the group is added to a project's structure.

The options available here depend on the settings you have chosen for project groups in the Project Structure settings.

  • Set up project grouping levels in the Project Structure settings.
  • Define additional fields

  • To create a new group:

    Open: Project Accounting > Project Maintenance > Project Items and Groups.

    • Select the Groups tab.
    • Select the grouping level from the list and click Add.
    • If you want to prevent the group from being used in new project structures, clear the Item available for selection tick box. The group will not be included in the list of available groups when setting up a new project structure.

  • To amend the group defaults for an individual project:

    Open: Project Accounting > Projects > Amend Project.

    • Select the required Group from the Project Structure.

Enter the Details

  • Description: A description of the group or project item.
  • Additional information: Enter details in the additional information fields that you have set up to record with this item.

Enter the Costs and Charges

  1. Enter the Budgets information.

    Cost Qty

    Cost value

    If required, enter the default cost quantity and cost value budget for this item.

    Revenue Qty

    Revenue Value

    If required, enter the default revenue quantity and revenue value budget for this item.

    2. Note: You must have chosen to display and track cost budgets and display and track revenue budgets in the project structure settings for projects, groups and project items.

Add Attachments

To add a file to the account or record:

  1. Click Add File.

  2. Select the file(s) that you want to add.

    A copy of the file will be displayed in the list, and will be marked with a status of New. The file will only be added to the account or record when you save it.

Tip: You can also drag-and-drop files from Windows Explorer to add files to the attachments list.

To add a link to a file:

  1. Click Add Link.

  2. Select the file(s) that you want to add a link to.

    A link to the file will be displayed in the list, and will be marked with a status of New. The link will only be added to the account or record when you save it.

Tip: You can also drag-and-drop files from Windows Explorer to add links to the attachments list; hold down the Alt key to create a link (instead of adding the file).

To add a link to a folder:

  1. Click Add Folder.

  2. Select the folder(s) that you want to add a link to.

    A link to the folder will be displayed in the list, and will be marked with a status of New. The link will only be added to the account or record when you save it.

Tip: You can also drag-and-drop folders from Windows Explorer to add folder links to the attachments list.

To view the file, link or folder from the account record:

  1. Select the item.
  2. Click View.
  3. If you are viewing a file or link, you can either view or save it.
    • To view the file, click View.

    • To save a copy of the file, click Save As.

      Note: To modify an attached file; save the file and edit it, and then add it as a file again (you will be asked to overwrite the old file). To modify a linked file, you just need to edit and save the file in its original location.

Note: If you delete a file, the file will be removed from the server. If you delete a link or a folder, only the link will be removed and the file or folder that is linked to will remain intact.

To delete a file, link or folder:

  1. Select the item to delete.
  2. Click Delete.

  3. The item will be marked with a status of Deleted.

    Tip: If you do not want to delete an item, select it and click Undelete.

  4. You will be asked to confirm that you want to delete the item when you save the account or record.

You can enter a description for an item in the attachments list:

  1. Select the item.
  2. Click Set description.

  3. Enter the description for the item and click OK.

    The description will be displayed in the Description column.

See also

Steps in this task

Define project item types

Define grouping levels

Other tasks

Time and materials pricing rules

Define additional information fields

Set up overhead absorption

Reference

Enter or amend project details

Understanding project budgeting

Understanding committed costs for projects

Overhead absorption