Step 1.

Quick project

Go to Quick projects under Projects to create a project with basic information, and add more details.

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Step 2.

New project

Go to New project under Projects to create a project completely.

Click the More settings to expand the project summary section.

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Step 3.

Code: If you leave it blank, it will generate an automatic code.

Overhead: An 'overhead' project that does not relate to a specific customer. E.g. training, vacation, and internal work such as maintenance.

Status: Transition between states can be automatic. E.g. when time is written to a 'Not Started' project, it will move to 'In Progress'.

Contact (optional): Primary contact is the default.

Customer Ref. (optional): A reference meaningful to the customer (such as their project code or PO number).

Project Priority: This will appear flagged on projects. Amber flag as high, red flag as urgent.

Project Manager: The person must have the Project Manager role assigned.

Special Instructions (optional): Any additional instructions.

Project Group: The group to which your project belongs (groups are configured by your Resource Administrator).

Project URL: A URL referencing a location relevant to the Project. E.g. a document storage location on SharePoint. This URL then appears in the details section.

Materials Under Tasks: If this feature is enabled, you can use the mandatory option to require all materials in the Material Plan be assigned to a specific task.

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Step 4.

In the Time plan tab, you indicate the expected labour resource used for the project. The top left area contains summary information, based upon the tasks that you enter. On the right are the charge rates, which you indicate effort against. At the bottom of the panel is the task list.

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Step 5.

If Resource Scheduling is enabled, you will see additional calendar icons above the resource names, and also a schedule summary icon at the top right of the scheduling panel.

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Step 6.

Enter the task name and click New task (top level) to add other top level tasks. Click the green plus icon beside the task name to add next level child task or click the blue arrow icon and select the New child Task.

Tips: Enter the Effort after you entered all the tasks.

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Click the blue arrow icon to

• Move a task up or down the task list.
• Delete a task from the project (this cannot be done once some time has been written for that task). You have to clear the Charge Rate field and Effort field to delete a task. Delete the child task first to be able to delete parent task.
• Assign to all AM assigns this task to all members in the group selected in the right Charge Rate panel.
• Shift the task start date to another date.

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Step 7.

Using the Advanced menu allows you to:

• Add a task description
• Identify as a Non-billable tasks

All tasks on Overhead, Non-Billable and Fixed price projects are non-billable by default and cannot be changed.

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Step 8.

Effort is the number of hours (of days) required to complete the task. A task cannot be deleted unless the Effort estimate is set to blank.

Bal is the number of hours in the Duration that remain to be assigned. This figure will appear in red if the task has been over-assigned.

Charge is the customer charge based upon the charge rate and hours applied.

Charge Rates are the number of hours required at each Charge Rate. The sum of these is used to calculate the balance.

The Time cost for Quotes is calculated based on the Quote Cost that is set for each Charge Rate.

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Step 9.

In the Subcontract tab you can add subcontracts to multiple tasks. Click Add Subcontract and select from suppliers. Click Add Task and select tasks. Select the material in the Description field and save.

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Step 10.

In Material plan tab you can set a budget for billable and non-billable materials to be used in a project.

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Step 11.

Click New Planned Material, type in the material name in Material field, or click the telescope icon to select a material from drop-down list, or click the plus icon to create a new material.

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Step 12.

Type in the quantities of this material.

The dimensions of the material items, in the units specified in the materials list, can be overridden.

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Step 13.

The unit cost and unit charge are obtained from the material list but can be overridden. The Total charge is the Unit Charge multiplied by the Quantity.

If On-charge is selected, the material charge will be passed through to the customer invoice (when approved).

Click the orange arrow icon to move the material up or down.

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Step 14.

If you're using the Materials Under Tasks feature, the Material Plan works a little differently. You can turn on this feature in More Settings for this project or turn on this feature for all projects under Global settings> Company.

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Step 15.

First, choose the task you want to add materials to. Then add materials directly to that task, as the steps explained above. If you have other tasks in your project, you will have the option to add them to the Material Plan, and then add materials to those tasks also.

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Step 16.

In the Expense plan tab, enter the amount of billable expense and non-billable expense and select the currency.

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Step 17.

Click New Milestone in the Milestones tab, enter the milestone name and description (this is optional and included on the invoice for invoice able milestones).

Enter the date for this task.

Click the bin icon to delete a milestone.

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Step 18.

Select the role for this project.

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Step 19.

In the Invoicing tab a Price Type for this quote.

• Time & Material: The revenue and cost total will be calculated based on the value that has been entered.
• Fixed Price: Enter a value for this project.

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