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Project Tasks and Project Planning Lines

Background on Project Tasks and Project Planning Lines are explained in this part of the DYCE documentation. They form the basis for Time Recordings and billing of services. The following part specifically discusses the creation of Project Tasks and Project Planning Lines from Sales Orders.

Create Project Tasks from the Sales Order

The Create Project Tasks page displays the Sales Order lines with Service Billing Items. A prerequisite for calling the action is that the Sales Order has a link to a Project.
In detail, the page displays the quantity and prices of the Service Billing Items of the Sales Order. The Quantity for Project Budget field is used to specify the quantity that will be transferred to the Project Task (and Project Planning Line) to be created. The system always suggests the current remaining quantity. However, this can also be reduced. The Project Task field has two functions:

  • On the one hand, the description for Project Tasks to be created (proposal based on the description of the Sales Order line) is defined here. This can also be changed.
  • On the other hand, the field has an AssistEdit, which can be used to select an existing Project Task created from the same Sales Order. In this case, another Project Planning Line with the specified budget will be created for the selected Project Task. This way, (partial) budgets of several Sales Lines can be combined into individual Project Tasks.

The Create other Project Tasks action (via Process) creates Project Tasks for all lines in the Sales Order that do not contain services. This step is optional, as the system will otherwise create these Project Tasks automatically when the items are shipped. However, you may want to create these Project Tasks using the function to get an overall view of all parts of the Project and their progress via the lines in the Project Card (Project Tasks). Further explanations of Project Tasks and Project Planning Lines can be found in this part of the DYCE documentation.

Numbering scheme for Project Tasks

Project Tasks that are created using one of the above functions follow this principle:

  • For each Project Task, a Begin-Total line is first created to indicate the beginning of the summary.
  • The number is made up of two parts. The first part is three digits and describes the block. It begins with 001 and is incremented by 1 per Project Task on the Project.
  • The second part is four digits and continuous per line within a block. It starts with 1000 per block and increases by 10 per line.
  • This is repeated for all Project Tasks to be created - whether for services or miscellaneous.
  • Lastly, a End-Total line is created to indicate the end of the summary. The End-Total line displays the cumulative values of the lower-level (indented) Project Tasks.

Project Planning Lines

According to the settings in the Create Project Tasks page, the Project Tasks are created. A Project Planning Line with the Line Type = Budget is created for each Project Task. This will later be used as a reference point during time recording. The Document No. contains the number of the Sales Order for which the Project Task and the Project Planning Line were created, the Service Billing Item (Type and No.) and the corresponding Billing Type. The Description, the Unit of Measure Code, the Quantity and the prices are taken from the Sales Order line.
When Time Recordings are posted, another Project Planning Line - with Line Type Billable - is created based on the Budget Project Planning Lines. The quantity for this Project Planning Line is equal to the total quantity of related Time Recordings. When invoicing the Sales Order, not only the order line is posted, but also the related Billable Project Planning Line. At the same time (when the invoice is posted), corresponding Project Ledger Entries are created in the background. In addition, the Invoicing Document Type, Invoicing Line No. and Invoicing Line No. fields create a unique link between the Billable Project Planning Line and the invoice line. A Billable Project Planning Line can only be linked to one particular invoice line.