Enter or amend costs and charges for projects

To enter costs and charges

Open: Project Accounting > Projects > Amend Project.

1. Choose an item from the project's structure.

2. Select the Costs & Charges tab. Enter or amend the required information:

   Budgets

   Your budgets are totalled and carried forward, up each level in the project structure. For example, if you use project item budgets, these are added together to create the budget for the relevant group level. If you have entered a budget at a lower level in the project structure, such as at group or project item level, you cannot enter a budget at this level.

   You can choose to override sub item budgets. This allows you to enter the total budget at the higher level in the project structure. However if you choose this option, the lower level budgets at group or project item level are then cleared. This is useful if you have set default budgets and only want to override them in one project.

   Cost Qty Cost value	If required, enter the cost quantity and cost value budget for this item.
   Revenue Qty Revenue Value	If required, enter the revenue quantity and revenue value budget for this item.
   Override sub item cost budgets	Select this if you want to set the cost budgets at this project or group level. All cost budgets from all projects, groups and project items below this level in the hierarchy are cleared.
   Override sub item revenue budgets	Select this if you want set the revenue budgets at this project or group level. All revenue budgets from all projects, groups and project items below this level in the hierarchy are cleared.
   Use budgets by period Budgets by period	Select this to use period budgets. To enter the period budget values, click Budgets by Period. Enter the Cost Qty, Cost value, Revenue Qty and the Revenue value, for the required periods. Click OK. Once you have entered period budgets, you cannot enter total budget quantities and values for the same item. Note: If you have entered period budgets and then clear the Use budgets by period option, the period budget values are removed.
   View history	Select this to view any changes to the budget values, including the date and the user who made the change.

   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.

   Project Owner (Project level only)

   Sage 200 user name

   From the Sage 200 user name drop-down list, select the Sage 200 user that you want to assign as the project owner. The user specified here will be the authoriser for any purchase orders entered for this project. To do this, you must have set up authorisation rules for Project Managers in the Purchase Order Processing module.

   Customer Information (Project level only)

   Enter the Customer information:

   • Click Add to enter the customer billing details.

     1. Select the customer in the Customer information area and click Edit.

        The Customer Billing Details window appears.

     2. Enter the Quotation information, if required.
        1. Enter the quantity, unit price, unit of measure and price quoted.
        2. Enter the sales order number.
        3. Select the Default template to use for bills that you add to the billing schedule.

     3. To add a new bill to the schedule, click Add.

        Note: You must have the Record Billing Schedule option selected in the Project Structure Settings for this project level.

     4. Enter a Description for the bill.
     5. The Event Type allows you to specify when the bill can be generated.
        • Select Project Status to generate this bill when the project reaches a particular status, such as Complete.
        • Select Percentage Complete to generate this bill when the project reaches a particular level of completion, such as 50%.
        • Select Date to generate this bill when the project reaches a particular date.
        • If you have set up additional information fields, you can use these to control when a bill can be generated. Additional information fields with the View on Desktop setting enabled will be displayed in the Event Type list.

     6. Select the Billing template to use for the bill.

        • If you want to amend the lines in the bill, click Details.

          Note: If you amend the billing lines, you will not change the lines in the original bill template. The changes are recorded in a copy of the template which is only used for this bill. This is indicated in the Billing Template column by adding a time stamp after the template's name.

     7. To adjust the order of the bills in the schedule, select the bill and click Move Up or Move Down.
     8. When you have finished setting up the billing schedule, click OK.

   • Click Defaults to set up a default billing schedule for the customer.

   Costs (project item only)

   This information defaults from what is set on the Costs and Charges tab for the project item type, but you can override it here.

   Unit cost	Enter the default cost of the item (per unit of measure). This is used as the default cost value when entering sales, purchase and nominal transactions analysed to this project item. It is also used as the default value on cost adjustments for the project item. You can override this default value when you enter those transactions. Note: This unit cost is not used when entering timesheets or expenses and has no link to or association with the cost rates for timesheets which are set up within Project Maintenance.
   Cost unit	Enter the default unit of measure for the item, e.g. each or hour.
   Uplift	Enter the default overhead uplift to be applied. This may be specified as a percentage of the cost or as a fixed amount, depending on your Overhead Absorption Settings.

   Time and materials pricing rules (project items only)

   Timesheets	Select the pricing rule to use for timesheets.
   Stock issues	Select the pricing rule to use for materials.
   Other costs	Select the pricing rule to use for other costs.