Project Tasks and Project Planning Lines
In DYCE Project Billing, Project Tasks are used to record, schedule, record times and invoice all types of services.
Project Tasks are needed whenever employees are to record their times. This can be the case for internal (e.g. training, internal meetings, etc.) as well as for external tasks (e.g. workshops, trainings, coachings, etc.).
In principle, charging for services can also be handled via normal sales order processing (sales documents). The advantage of processing via Project Tasks and Project Planning Lines is that it is also possible to link the time spent with the services sold. Thus, a direct comparison of the time spent (consumption) to the revenues generated from it is given via the Project Ledger Entries.
Project Tasks and Project Planning Lines can either be entered manually or created via a sales order (action Create Service Project Tasks via Process). In both cases, a settlement is posted for the customer during invoicing.
Project Tasks and Project Planning Lines are often created manually when a service is to be billed quickly to a customer quickly - without any further administrative effort via a sales document. Creating a Project Task including Project Planning Lines is also the best way to record internal (non-billable) services or presales expenses. Further explanation of Project Tasks and Project Planning Lines can be found in this part of the DYCE documentation.
Status of Project Tasks
Project Tasks can be assigned a Status. This primarily refers to the ability to record times for a particular Project Task. The following status options are possible:
| Option | Meaning |
|---|---|
| Open | For an open Project Task, times can be recorded, posted and invoiced. A related sales order cannot be deleted. The status is set automatically, when a Project Planning line with Service Billing Type Time & Material, Budget or Fixed Price is insert in the Project Task. |
| Time recording locked | Times can no longer be recorded for a Project Task with this status. However, it can still be posted and invoiced. A related sales order cannot be deleted, yet. The status is set automatically, if there has no Project Planning lines with Service Billing Type Time & Material, Budget or Fixed Price been entered in the Project Task. |
| Closed | For a closed Project Task, times can no longer be recorded, posted or invoiced. A related Sales order can be deleted. This status can only be set if the Project Planning Line Budget is fully invoiced. Project Planning lines Budget are fully invoiced if the quantity of the Project Planning line Billable is equal to the quantity in the associated Project Planning lines Budget and the Project Planning line Billable has been posted via invoices or credit memos. Project Planning Lines billable with quantity 0 do not have to be posted in invoices. |
Details on Project Planning Lines
Project Planning Lines of the type Budget are used to map the specifications for the services to be performed. Time recordings always refer to this type of Project Planning Lines.
When released time recordings are posted, Project Planning Lines of the type Billable are created. These later serve as the basis for invoicing. The link to the corresponding posting document can be seen via the fields Invoicing Document Type, Invoicing Line No. and Invoicing Line No.. During invoicing, Project Ledger Entries are created. There is also a direct link between Project Ledger Entries and Project Planning Lines of type Billable. In addition, a Project Planning Line can only ever be linked to exactly one (posted) invoice.
In DYCE Project Billing, only Service Billing Items are billed directly. Employees or resources of the type Person record their times spent on a task and assign them to the corresponding Project Planning Line of the type Budget.
For the comfortable recording of times the web app DYCE Time Tracking is used. The application is described in detail in the corresponding part of the DYCE documentation.