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General Setup

For the release of Time Recordings and their subsequent posting, it is necessary to indicate in the User Setup via the Uses DYCE Project Billing field which users are allowed to use Project Billing (see Activation of users).

Projects Setup

The Projects Setup page is where settings and defaults are made for creating and managing Projects and services (such as number series).

The Base UOM for Minute and Base UOM for Hour fields are used to store the unit codes to be used for the respective time units. The system needs this information so that it can convert between the units. The Hours per Day field is used to specify the number of hours per working day.

The Autom. Insert Project Dimension Value field controls whether the Project No. is automatically created as a new Dimension Value for each new Project. This will then be assigned to the respective Project immediately. Dimensions are usually used for evaluation purposes and are passed on from the master record (here: Project) to the related transaction data. For details on how dimensions work, please refer to this part of the Microsoft documentation. The default value for this setting is YES. To use this functionality, the Dimension Code for Project field must be filled in the Dimensions fast tab in General Ledger Setup.

The Description Project Task from Sales Line field controls how Project Planning Lines for retail items (not services) are combined into Project Tasks and the description used to create these Project Tasks. For all retail items, Project Tasks (and Project Planning Lines) are created upon shipment from the Sales Order or with the Create other Project Tasks action. Using the standard setting Description Project Task from Sales Line = No, one Project Task is created per Product Posting Group with the description of the Product Posting Group. If Description Project Task from Sales Line is changed to Yes, one Project Task will be created for each Sales Order line, that is not a Service (Service Billing Type in the item is empty). The description of the Sales Order line is copied to the description of the Project Task.

The number series for Projects, Time Recordings and Trips determine the principle by which new numbers are assigned. The number series to be used when creating new entries are stored here. The lookup is used to access the number series in order to select the appropriate code. For details on how number series are set up and work, please refer to this part of the Microsoft documentation.

Suggestions for basic setups

In practice, speaking Project names are often preferred over sequential numbering. If this is desired, the Manual Nos. field must be set to YES in the number series.
In addition, to improve overall clarity, consideration should be given to making the name for Service Billing Items and resources speaking, as well. Specific suggestions for this can be found in the Item and Resource master data sections of the DYCE documentation.

Templates

The Item Customer Templates contain DYCE-specific fields so they can be easily predefined for new master data records.

Sales & Receivables Setup

The Print Goodwill field specifies whether the recorded goodwill times are printed on the Detail Overview of the invoices for Project Sales Orders.
The Print Start-End Time field also affects the Detail Overview of invoices for Project Sales Orders. This controls the output of the activity including start and end time.

In the UOM for Fixed Price Item printing field, the unit can be stored that will be used in the print documents for Fixed Price items. The unit stored here will be used in the print documents together with quantity 1. In this way, the actual quantities can be calculated internally for Fixed Price items, but they are not visible to the customer.

Explanations about the field Autom. Insert Project Dimension Value can be found in this part of the DYCE documentation.

Via Batch Sending Documents it is controlled whether the settings defined at the customer are used for batch sending of posted documents or whether the standard dialog is displayed. For the default setting Use customer's setup no dialog is displayed.

Bundles

For details on Bundle settings and defaults, please refer to this part of the DYCE documentation.

Profit and loss accounting (P&L) per project

Disclaimer: Feature in Preview

As this feature has not yet been finally evaluated on the basis of productive data, it will be treated as a Preview until further notice. This primarily means that it should be carefully tested before it is used productively by the customer.

Before starting to use this functionality, the field Use Statistical Accounts on the Accounting fast tab on the Projects Setup page must be activated. After activating the field, Statistical Account Ledger entries will be created and updated when the report Calculate Proportional Invoiced Shares is executed. To register Statistical Ledger entries, ensure that the Statistical Account Journal Batch on the same fast tab is selected. In this journal, the batch report Calculate Proportional Invoiced Shares creates lines and posts them according to the specifications (see next section).

Analysis by Statistical Accounts

In addition to the activation (s. Use Statistical Accounts) the Statistical Accounts to which the values are to be registered must be defined in the matrix in this fast tab. It consists of four rows and four columns. In the first column, a Service Invoicing Type from the Project Ledger entries (see also Non-Billable Reason) is set for each line. The three remaining columns also refer to the Project Ledger entries and each represent the three different values Total Cost, Total Price and Proportionally Invoiced (Proportionally Invoiced Amount).
The matrix fields are used to define the Statistical Accounts for which the Statistical Account Ledger entries are registered.

note

The following matrix is fixed and it is not possible to add or delete any rows or columns.

Service Invoicing TypeTotal CostTotal PriceProportionally Invoiced
InvoicingStatistical AccountStatistical AccountStatistical Account
InternalStatistical AccountStatistical AccountStatistical Account
Good WillStatistical AccountStatistical AccountStatistical Account
WarrantyStatistical AccountStatistical AccountStatistical Account

Reports

Along with DYCE Project Billing, the DYCE Essentials app is installed. The app includes, among others, enhancements to the dataset of the following standard reports:

  • Purchase
    • Purchase Order
    • Blanket Purchase Order
  • Sales
    • Quote
    • Order Confirmation
    • Blanket Sales Order
    • Shipment
    • Invoice (incl. details of Service Commitments invoiced)
    • Credit Memo
    • Reminder

Furthermore, an additional DYCE layout for WORD and for RDL is supplied for each report.