Project inquiry

The Project inquiry accesses information from the project setup in the Project Command Center and retrieves totals based on time and expenses charged to the project, client invoices billed on the project, and client receipts entered for the project.

Use this inquiry to see information such as project status, client, project manager, budgeted and worked hours, and spent, billed, work-in-progress, and contract amounts.

If needed, you can add predefined columns and view supplemental information such as dates, resources, vendor invoices and payments, and written-off amounts.

Using the inquiry

From the > Reports menu, click Standard Inquiries > Project > Project.

Audience

Accounting staff

Inquiry conditions

The inquiry automatically contains a condition to exclude data from closed projects. You can always add, change, or delete conditions on an inquiry.

Standard columns

Column Links to this inquiry Description

Date range available

Project Status

 

The status of the project

Examples: Active, Billing Hold, Hold, Marketing, Preliminary, Work Hold

 

Project ID

Phase

The ID of the project

 

Project Description

Phase

The name of the project

 

Client

Client

The name of the client associated with the project

 

Project Manager

Project Manager

The name of the project manager associated with the project

 

Project Type

Project Type

The type of project

Examples: Commercial, Educational Facilities, Environmental Planning, Interiors, Medical Facilities, Residential

 

Hours Budget

 

The total number of hours budgeted for the project

 

Hours Worked

Transaction - Labor

The total number of hours worked on the project

x

Total Contract Amount

 

The total amount of the contract associated with the project (includes expenses and consultants, if selected)

 

Spent

Transaction - All

The total amount of time and expense spent on the project at the billing rates

 

Billed

Transaction - All

The total amount billed to the client associated with the project

 

WIP

Transaction - All

The total amount of work-in-progress associated with the project

x

Defined links

Client Invoice

Client Invoice

A link to the Client Invoice inquiry

 

Transaction - All

Transaction - All

A link to the Transaction - All inquiry

 

Transaction - Labor

Transaction - Labor

A link to the Transaction - Labor inquiry

 

Predefined columns

You can add predefined columns to this inquiry. Many columns are available, organized in these categories:

Column Links to this inquiry Description

Date range available

General info:

Project Key

Phase

The database identifier of the project

 

Project ID & Description

Phase

The ID and description of the project

 

Client Key

Client

The database identifier of the client associated with the project

 

Project Manager Key

Project Manager

The database identifier of the project manager associated with the project

 

Principal in Charge Key

Employee

The database identifier of the principal associated with the project

 

Principal in Charge

Employee

The name of the principal associated with the project

 

Marketing Contact Key

Employee

The database identifier of the marketing contact associated with the project

 

Marketing Contact

Employee

The name of the marketing contact associated with the project

 

Project Type Key

Project Type

The database identifier of the project type associated with the project

 

Department Key

Department

The database identifier of the department associated with the project

 

Department

Department

The name of the department associated with the project

 

Company Key

 

Multi-company only. The database identifier of the company associated with the project

 

Company Name

 

Multi-company only. The name of the company associated with the project

 

Location

 

The location of the project

 

Last Client Invoice

 

The invoice number of the last invoice submitted to the client

 

Is Certified

 

Indicates if the project requires a certified payroll report

 

Wage Table

 

The name of the wage table used for the project

 

State

 

Applies only when you set up Ajera to process withholding for multiple states

The state for state withholding assigned to the project

 

Local

 

Applies only when you set up Ajera to process withholding for multiple states

The local tax assigned to the project for tax withholding

 

Timesheet Notes Required

 

Indicates whether timesheet notes are required for the project

 

Notes

 

Any notes entered on the Notes tab of the project

 

Dates:

Estimated Start Date

 

unavailable in ajeraCore

The date when work is scheduled to begin, as entered on the Manage tab of the project

x

Estimated Completion Date

 

unavailable in ajeraCore

The date when work is scheduled to be complete, as entered on the Manage tab of the project

x

Actual Start Date

 

The actual date when work begins

x

Actual Completion Date

 

The actual date when work is complete

x

Next Task Date

Task

unavailable in ajeraCore

The date of the next task associated with the project

x

Budgets:

Labor Cost Budget

 

The amount budgeted for labor for the project

 

Expense Cost Budget

 

The amount budgeted for expenses for the project

 

Consultant Cost Budget

 

The amount budgeted for consultants for the project

 

Labor Cost Rate

 

unavailable in ajeraCore

The average hourly rate that reflects the actual cost of labor for the project without overhead and DPE costs. This is the average per hour rate paid to an employee.

This rate is set up in company preferences, and is used to calculate cost budgets when you enter budgeted hours with no employee or employee type.

 

Labor Fee Rate

 

unavailable in ajeraCore

The average hourly rate that reflects the rate you use to calculate contract amounts for budgeted hours

Ajera uses this rate to calculate fee budgets when you enter budgeted hours with no employee or employee type.

 

Expense Markup Rate

 

unavailable in ajeraCore

An increase to the expense cost by a specified percentage to reflect overhead and DPE costs  

It is used for project reporting to calculate profit based on the real cost of expenses for the project.

 

Consultant Markup Rate

 

unavailable in ajeraCore

An increase to the consultant cost by a specified percentage to reflect overhead and DPE costs 

It is used for project reporting to calculate profit based on the real cost of consultants for the project.

 

Labor Contract Amount

 

The amount negotiated to be invoiced for labor performed on the project, as entered on the Manage tab of the project

Does not apply to Nonbillable, Marketing, or Overhead billing types

 

Expense Contract Amount

 

The amount negotiated to be invoiced for expenses incurred on the project

Does not apply to Nonbillable, Marketing, or Overhead billing types

 

Consultant Contract Amount

 

The amount negotiated to be invoiced for consultant work performed on the project

Does not apply to Nonbillable, Marketing, or Overhead billing types

 

Final Budget

 

unavailable in ajeraCore

Indicates if the project's budget is final

When a budget is final, you can no longer change amounts in the budget (unless your project security settings are set to allow changes to the Manage tab); however, you can change schedule and resource assignments.

 

Can Change WBS

 

unavailable in ajeraCore

Indicates if the work breakdown structure (WBS) of the project can be changed

Permission to change the WBS is allowed on the Permissions subtab of the Project Info tab in the Project Command Center

 

Can Change Resources

 

unavailable in ajeraCore

Indicates if the resources of the project can be changed

Permission to change the resources is allowed on the Permissions subtab of the Project Info tab in the Project Command Center

 

Reported percent complete (RPC):

Reported % Complete

Reported Percent Complete

unavailable in ajeraCore

The RPC or percent of work that is complete as of the % complete date, as entered on the Manage tab of the project

 

Reported % Complete Date

Reported Percent Complete

unavailable in ajeraCore

The date when you report the percent of work that is complete, as entered on the Manage tab of the project

x

Billing info:

Billing Manager Key

Employee

The database identifier of the billing manager associated with the project

 

Billing Manager

Employee

The name of the billing manager associated with the project

 

Billing Type

 

The billing type associated with the project

 

Rate Table

 

The billing rate table associated with the project

 

Invoice Format

 

The invoice format associated with the project

 

Bill Labor as TE

 

Indicates if labor on the project is billed as Time & Expense

 

Bill Expense as TE

 

Indicates if expenses for the project are billed as Time & Expense

 

Bill Consultant as TE

 

Indicates if consultant costs for the project are billed as Time & Expense

 

Construction Cost

 

If budgeting or billing by the percent of construction cost, the construction cost appears here.

 

Percent of Construction Cost

 

Percent of construction cost that represents your fee, if budgeting by construction cost

 

Header Text

 

Text that prints on the invoice below the client mailing address

You enter the text on either the Billing tab of the company preferences window or the Invoice subtab of the Project Info tab in the Project Command Center.

 

Footer Text

 

Text that prints on the last page of the invoice above the page footer

You enter the text on either the Billing tab of the company preferences window or the Invoice subtab of the Project Info tab in the Project Command Center.

 

Scope Text

 

The description of work to be performed for the project

 

Billing Description

 

The project name, which prints on the invoice

You enter the text on the Invoice subtab of the Project Info tab in the Project Command Center.

 

Apply Sales Tax

 

Indicates if any of the labor or expenses for this project are subject to sales tax

This is defined on the Billing tab of the project.

 

Sales Tax Code

 

The sales tax applied to the project

 

Sales Tax Rate

 

The sales tax, as a percent, applied to the project

 

Contact info:

Billing Contact Key

Contact

The database identifier of the billing contact associated with the project

 

Billing Contact Information

Contact

Information about the billing contact associated with the project

 

Billing Contact Name

Contact

The name of the billing contact associated with the project

 

Contact Key 1, 2, 3, 4, 5

Contact

The database identifiers of the contact people associated with the project

 

Contact Information 1, 2, 3, 4, 5

Contact

Information about the contact people associated with the project

Note: In the Contact Information columns, the last name, first name, phone numbers, and phone text appear when you select to wrap text in that column.
 

Contact Name 1, 2, 3, 4, 5

Contact

The names of the contact people associated with the project

 

Contact Text 1, 2, 3, 4, 5

Contact

Text about the contact people associated with the project

You enter the text on the Contacts subtab of the Project Info tab in the Project Command Center.

 

Billing review: unavailable in ajeraCore

Project Manager Action

 

Applies to the billing review feature

A check mark indicates that a client invoice is ready for review by the project manager.

 

Billing Manager Action

 

Applies to the billing review feature

A check mark indicates that a client invoice is ready for review by the billing manager.

 

Principal Action

 

Applies to the billing review feature

A check mark indicates that a client invoice is ready for review by the principal.

 

Accounting Action

 

Applies to the billing review feature

A check mark indicates that a client invoice is ready for review by accounting.

 

Billing Review Stage Key

 

Applies to the billing review feature

The database identifier of the billing review stage associated with a client invoice

 

Billing Review Stage

 

Applies to the billing review feature

Indicates at what stage a client invoice is in the billing review process

 

Cost:

Cost

Transaction - All

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the project

This does not include any markups.

x

Cost + Premium

Transaction - All

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the project + the premium costClosed The cost amount representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time). For example, an employee’s pay rate is $20 per hour with a premium time markup of 50%. When 1 hour is entered as premium time, the cost for that hour is $30. Ajera tracks this cost as $20 as regular cost and $10 as premium cost.

This does not include any markups.

x

Cost Burdened

Transaction - All

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the project + the overhead amount

x

Cost + Premium Burdened

Transaction - All

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the project + the premium costClosed The cost amount representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time). For example, an employee’s pay rate is $20 per hour with a premium time markup of 50%. When 1 hour is entered as premium time, the cost for that hour is $30. Ajera tracks this cost as $20 as regular cost and $10 as premium cost.+ the overhead amount

x

Cost Labor

Transaction - Labor

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the labor for the project

x

Cost Labor Burdened

Transaction - Labor

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the labor for the project + the overhead amount

x

Cost Expense

Transaction - Expense

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the expenses for the project

x

Cost Consultant

Transaction - Consultant

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the consultants for the project

x

Premium Cost

Transaction - Labor

The cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time)

x

Payroll Cost w/Exp & Cons

Transaction - All

The payroll cost of labor for the project without overhead and DPE costs, plus expenses and consultants

Payroll cost is the total sum of money to be paid out to employees at a given time.

x

Payroll Cost Labor

Transaction - Labor

The payroll cost of labor for the project without overhead and DPE costs

Payroll cost is the total sum of money to be paid out to employees at a given time.

x

Payroll Cost Labor Burdened

Transaction - Labor

The payroll cost of labor for the project with overhead and DPE costs included

Payroll cost is the total sum of money to be paid out to employees at a given time.

x

Payroll Cost Burdened w/Exp & Cons

Transaction - All

The payroll cost of labor for the project with overhead and DPE costs included, plus expenses and consultants

Payroll cost is the total sum of money to be paid out to employees at a given time.

x

Spent:

Spent Labor

Transaction - Labor

The amount of labor performed on the project at the billing rates

x

Spent Expense

Transaction - Expense

The amount of expenses incurred on the project at the billing rates

x

Spent Consultant

Transaction - Consultant

The amount of consultant work performed on the project at the billing rates

x

Billed:

Billed Hours

Transaction - Labor

The total number of hours billed to the client associated with the project

x

Billed Labor

Transaction - Labor

The amount of labor billed to the client associated with the project

x

Billed Expense

Transaction - Expense

The amount of expenses billed to the client associated with the project

x

Billed Consultant

Transaction - Consultants

The amount of consultant costs billed to the client associated with the project

x

Billed Adjustments

Transaction - All

The amount of any adjustments that were billed

x

Billed Adjustments Labor

 

The amount of adjustments with an activity type of Labor that were billed

x

Billed Adjustments Expense

 

The amount of adjustments with an activity type of Expense that were billed

x

Billed Adjustments Consultant

 

The amount of adjustments with an activity type of Consultant that were billed

x

Billed Amount by Accounting Date

 

The total amount billed to the client as of the accounting date

x

Labor Billed by Accounting Date

 

The amount of labor billed to the client as of the accounting date

x

Expense Billed by Accounting Date

 

The amount of expenses billed to the client as of the accounting date

x

Consultant Billed by Accounting Date

 

The amount of consultant costs billed to the client as of the accounting date

x

Last Invoice Number Used

 

The last invoice number used on the project

 

WIP:

WIP Hours

Transaction - Labor

The total number of work-in-progress (WIP)hours associated with the project

x

WIP Labor

Transaction - Labor

The amount ofwork-in-progress (WIP) for labor

x

WIP Expense

Transaction - Expense

The amount of work-in-progress (WIP) for expenses

x

WIP Consultant

Transaction - Consultant

The amount of work-in-progress (WIP) for consultant costs

x

Written off:

Written Off Hours

Transaction - Labor

The total number of write-off hours associated with the project

x

Written Off

Transaction - All

The total amount of write-off associated with the project

x

Written Off Labor

Transaction - Labor

The amount of write-off for labor

x

Written Off Expense

Transaction - Expense

The amount ofwrite-off for expenses

x

Written Off Consultant

Transaction - Consultant

The amount of write-off for consultant costs

x

Receivables:

Receipts

Client Receipt

The total amount of client receipts entered for the project

x

Receipts Labor

Client Receipt

The amount of client receipts entered for labor

x

Receipts Expense

Client Receipt

The amount of client receipts entered for expenses

x

Receipts Consultant

Client Receipt

The amount of client receipts entered for consultants

x

Receipts Adjustments

Client Receipt

The amount of client receipts entered for adjustments, such as a discount

x

Receipts Adjustments Labor

 

The amount of client receipts entered for adjustments with an activity type of Labor

x

Receipts Adjustments Expense

 

The amount of client receipts entered for adjustments with an activity type of Expense

x

Receipts Adjustments Consultant

 

The amount of client receipts entered for adjustments with an activity type of Consultant

x

Prepayment Balance

 

The total amount of prepayments remaining to be applied

x

Vendor invoices/payments:

Vendor Invoiced

Vendor Invoice

The total amount of vendor invoices associated with the project

x

Vendor Invoiced Expense

Vendor Invoice

The amount of vendor invoices for expenses

x

Vendor Invoiced Consultant

Vendor Invoice

The amount of vendor invoices for consultants

x

Payments

Vendor Payment

The total amount paid to vendors associated with the project

x

Payment Expense

Vendor Payment

The amount paid to vendors for expenses

x

Payment Consultant

Vendor Payment

The amount paid to vendors for consultant costs

x

Payable Balance

Vendor Invoice

The total amount remaining to be paid to the vendors associated with the project

x

Resources: unavailable in ajeraCore

Resource Hours

Resource

The total number of hours entered by resources (that is, employees) assigned to the project

 

Resource Cost

Resource

The total of the resources (that is, employees) assigned to the project

 

Resource Fee

Resource

The total of the resources (that is, employees) assigned to the project plus overhead and DPE costs

 

Scheduled Hours

Resource

The number of hours in the future scheduled for the project in the Schedule Manager

x

Scheduled Dollars

Resource

The amount scheduled to date in Schedule Manager

Ajera calculates the amount by multiplying the scheduled hours by the billing rate.

x

Business development:

BD - Description

 

A description entered for the Business Development phase of the project

 

BD - Client Key

Client

The database identifier of the client associated with the BD phase

 

BD - Client Description

Client

A description of the client associated with the BD phase

 

BD - Client Status

 

Indicates if you have worked with the client in the past

Repeat means that you have, and New means that you have not.

The status is selected on the Marketing Info subtab of the Business Development subtab in the Project Command Center.

 

BD - Owner Key

Contact

The database identifier of the company paying for the project

 

BD - Owner Name

Contact

The name of the company paying for the project

 

BD - Owner Status

 

Indicates if you have worked with the company paying for the project in the past

Repeat means that you have, and New means that you have not.

The status is selected on the Marketing Info subtab of the Business Development subtab in the Project Command Center.

 

BD - AE Key

Contact

The database identifier of the primary architecture or engineering firm on the project

 

BD - AE Name

Contact

The name of the primary architecture or engineering firm on the project

 

BD - AE Status

 

Indicates if you have worked with the primary architecture or engineering firm on the project in the past

Repeat means that you have, and New means that you have not.

The status is selected on the Marketing Info subtab of the Business Development subtab in the Project Command Center.

 

BD - Priority

 

The importance of the project: as low, medium, or high

This information is useful for reporting purposes or for quickly sorting and grouping projects by priority.

 

BD - Chance of Winning

 

The percent probability that your firm can win the project

This information is useful when reviewing reports to help predict future workload. You can also sort projects in the project list by the percent chance of winning.

 

BD - Scope of Work

 

A description of work to be performed for the project

 

BD - Total Cost

 

The total cost of the project for the owner

It includes permits, fees, construction, design, furnishings, and so on.

 

BD - Construction Cost

 

The total construction cost of the project

 

BD - Total Fee

 

The total amount of fees charged for the project, including your firm's fees and fees charged by subconsultants

 

BD - Firm Fee

 

The contract amount for the project

 

BD - Consultant Fee

 

The amount of fees charged by subconsultants you are using on the project

 

BD - Final Disposition Reason

 

The reason why your firm won, lost, or declined the project

 

BD - Awarded To Key

Contact

The database identifier of the firm that won the contract for the project

 

BD - Awarded To

Contact

The firm that won the contract for the project

 

BD - Current Stage

 

Indicates where your proposal is in the Business Development process

Examples: Completed, Deferred, In Progress, Not Started, Waiting

 

BD - Total Contract Won

 

The total contract amount awarded to your firm

 

BD - Labor Contract Won

 

The contract amount for labor awarded to your firm

 

BD - Expense Contract Won

 

The contract amount for expenses awarded to your firm

 

BD - Consultant Contract Won

 

The contract amount for consultant costs awarded to your firm

 

BD - Hours Budget Won

 

The total number of budgeted hours awarded to your firm

 

BD - Total Contract Open

 

The total amount to be awarded to the winner of the contract

 

BD - Labor Contract Open

 

The amount for labor to be awarded to the winner of the contract

 

BD - Expense Contract Open

 

The amount for expenses to be awarded to the winner of the contract

 

BD - Consultant Contract Open

 

The amount for consultant expenses to be awarded to the winner of the contract

 

BD - Hours Budget Open

 

The total number of budgeted hours to be awarded to the winner of the contract

 

BD - Total Contract Factored

 

The total contract amount that your firm has a chance of winning:

Total Contract Open x Chance of Winning     

This information is useful when reviewing reports to help predict future income.

 

BD - Labor Contract Factored

 

The contract amount for labor that your firm has a chance of winning:

Labor Contract Open x Chance of Winning     

This information is useful when reviewing reports to help predict future income.

 

BD - Expense Contract Factored

 

The contract amount for expenses that your firm has a chance of winning:

Expense Contract Open x Chance of Winning     

This information is useful when reviewing reports to help predict future income.

 

BD - Consultant Contract Factored

 

The contract amount for consultant costs that your firm has a chance of winning:

Consultant Contract Open x Chance of Winning     

This information is useful when reviewing reports to help predict future income.

 

BD - Hours Budget Factored

 

The number of budgeted hours in the contract that your firm has a chance of winning:

Hours Budget Open x Chance of Winning     

This information is useful when reviewing reports to help predict future workload.

 

BD - Total Contract Lost/Declined

 

The total contract amount lost or declined by your firm

 

BD - Labor Contract Lost/Declined

 

The contract amount for labor lost or declined by your firm

 

BD - Expense Contract Lost/Declined

 

The contract amount for expenses lost or declined by your firm

 

BD - Consultant Contract Lost/Declined

 

The contract amount for consultant costs lost or declined by your firm

 

BD - Hours Budget Lost/Declined

 

The total number of budgeted hours in the contract lost or declined by your firm

 

BD - Contact Key 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13,14, 15, 16, 17, 18, 19, 20

Contact

The database identifiers of the contact people associated with the project

 

BD - Contact Information 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13,14, 15, 16, 17, 18, 19, 20

Contact

Information about the contact people associated with the project

Note: In the Contact Information columns, the last name, first name, phone numbers, and phone text appear when you select to wrap text in that column.
 

BD - Contact Name 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12,13,14, 15, 16, 17, 18, 19, 20

Contact

The names of the contact people associated with the project

 

BD - Contact Text 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12,13,14, 15, 16, 17, 18, 19, 20

Contact

Text about the contact people associated with the project

You enter the text on the Contacts subtab of the Business Development subtab in the Project Command Center.

 

Notes

 

Any notes about the project

 

Defined links:

Link - Client Invoice

Client Invoice

A link to the Client Invoice inquiry

 

Link - Billing Review History

Billing Review History

A link to the Billing Review History inquiry

 

Link - Transactions - All

Transactions - All

A link to the Transactions - All inquiry

 

Link - Transactions - Labor

Transactions - Labor

A link to the Transactions - Labor inquiry

 

Link - Transactions - Expense

Transactions - Expense

A link to the Transactions - Expense inquiry

 

Link - Transactions - Consultant

Transactions - Consultant

A link to the Transactions - Consultant inquiry

 

Link - GL Entry - Accrual

GL Entry - Accrual

A link to the GL Entry inquiry

 

Link - GL Entry - Cash

GL Entry - Cash

A link to the GL Entry inquiry with a condition limiting the information to cash entries

 

Link - Phase

Phase

A link to the Phase inquiry

 

Link - Resource

Resource

unavailable in ajeraCore

A link to the Resource inquiry

 

Link - Task

Task

unavailable in ajeraCore

A link to the Task inquiry

 

Link - BD Stage

BD Stage

unavailable in ajeraCore

A link to the Business Development Marketing Stage inquiry