Setting up project preferences

A phase reflects a stage of a project’s lifecycle.

To use a different term than phase, enter it here. It then appears as a column heading when entering time and expenses, on reports, and on selection lists in Ajera.

An activity is the type of work or expense charged to a project. You can specify cost and billing rate by activity. Reports and client invoices can be summarized or subtotaled by activity. For example, Drafting is a labor activity and Mileage is an expense activity.

To use a different term than activity,enter it here.It then appears as a column heading when entering time and expenses, on reports, and on selection lists in Ajera.

unavailable in ajeraCore

Select this check box to add, update, and track tasks for projects and employees.

unavailable in ajeraCore

Tasks include all the work necessary to complete the objective of a phase or project.

If you selected to use tasks and you want to use a different term than task, enter it here. .Your entry then appears as a column heading when entering time and expenses, on reports, and on selection lists in Ajera.

unavailable in ajeraCore unless you have the Consultant Management add-on

• Don't track - do not track consultant budgets. Ajera hides all the related fields.

• Warn if over invoiced - Track consultant budgets. Ajera displays a warning message if you enter costs for the consultant that exceed the remaining amount of the budget item.

• Don't allow over invoicing - Track consultant budgets. Ajera does not allow you to enter costs for the consultant that exceed the remaining amount of the budget item.

• Warn if over invoiced - commitment # required - Track only consultant budgets that have a commitment # on the Manage tab of the Project Command Center. Ajera displays a warning message if you enter costs for the consultant that exceed the remaining amount of the budget item.

• Don't allow over invoicing - commitment # required - Track only consultant budgets that have a commitment # on the Manage tab of the Project Command Center. Ajera does not allow you to enter costs for the consultant that exceed the remaining amount of the budget item.

unavailable in ajeraCore unless you have the Consultant Management add-on

• Don't track - Not track expense budgets. Ajera hides all the related fields.
• Warn if over invoiced - Track expense budgets. Ajera displays a warning message if you enter costs for the expense that exceed the remaining amount of the budget item.
• Don't allow over invoicing - Track expense budgets. Ajera does not allow you to enter costs for the expense that exceed the remaining amount of the budget item.
• Warn if over invoiced - commitment # required - Track only expense budgets that have a commitment # on the Manage tab of the Project Command Center. Ajera displays a warning message if you enter costs for the expense that exceed the remaining amount of the budget item.
• Don't allow over invoicing - commitment # required - Track only expense budgets that have a commitment # on the Manage tab of the Project Command Center. Ajera does not allow you to enter costs for the expense that exceed the remaining amount of the budget item.

unavailable in ajeraCore

• Select this check box to use actual labor cost rates for employees instead of averages for budgeting purposes. Ajera looks for an employee cost rate in the following order and uses the first rate it finds:
  1. Regular rate from the wage rate table (Company > Payroll > Wage Rate Table). Ajera retrieves this rate when a row on the wage rate table contains only the employee type and this rate is greater than the employee's pay rate.
  2. Employee's pay rate (Setup > Employees > Pay Information tab > Pay Rate field)
  3. Average cost rate for the Employee Type (Setup > Employee Types)
  4. Rate in the Average Labor Budget Rates Cost field on this window.
• Clear this check box to uses the average labor cost rate from the Employee type, then from company preferences (never the actual rate for the employee).Ajera looks for an employee cost rate in the following order and uses the first rate it finds:
  1. Average cost rate for the Employee Type (Setup > Employee Types)
  2. Rate in the Average Labor Budget Rates Cost field on this window

unavailable in ajeraCore

• Select this check box to use actual billing rates from the labor rate table instead of average rates for budgeting purposes. Ajera looks for a billing rate in the following order and uses the first rate it finds:
  1. Project's rate table (Setup > Billing Rate Tables) when the From date <= today
  2. Average billing rates entered for the Employee Type (Setup > Employee Types)
  3. Rate in the Average Labor Budget Rates Billing field on this window
• Clear this check box to use the average labor billing rate from the Employee type, then from company preferences (never the actual billing rate from the billing rate table). Ajera looks for a billing rate in the following order and uses the first rate it finds:
  1. Average billing rates entered for the Employee Type (Setup > Employee Types)
  2. Rate in the Average Labor Budget Rates Billing field on this window

unavailable in ajeraCore

Enter the average rate for Ajera to use to calculate the cost amount for budgeted hours.

Ajera uses this amount to calculate cost budgets when you enter budgeted hours without specifying an employee or employee type.

Multi-company only. To enter the average rate for companies other than the main organization, go to Company > Companies > Billing/Payroll tab.

unavailable in ajeraCore

Enter the average rate for Ajera to use to calculate the contract amount for budgeted hours.

Ajera uses this amount to calculate fee budgets when you enter budgeted hours without specifying an employee or employee type.

Multi-company only. To enter the average rate for companies other than the main organization, go to Company > Companies > Billing/Payroll tab.