is available for this field. You will receive a warning message
if you leave this field blank and the Billable
Project check box is selected.This screen is similar to the Maintain Project Master screen (Projects » Project Setup » Project Master) because it is the focal point for project setup. However, you cannot use this screen to directly access additional setup screens. You can still access these screens, but you must select them individually from the menu and use Find or Query to select the project you want.
As with the Maintain Project Master screen, you can complete a variety of tasks in this screen. You can define the structure of the project here, including the number and length of levels. Chargeable account/org combinations are set up through the Assign Accounts screen, while other functions are either turned off or on, such as Project Work Force and Billable status. You can determine other key values such as User-Defined Project Type (Cost Reimbursable, Fixed Price, T&M, etc.) and Project Classification (Direct Project, B&P, Indirect Project, and so forth), and you can edit those choices at lower levels of the project setup. Finally, you can also set up the Customer, Project Manager, Project Account Group, and Owning Organization.
You can use this screen to initialize a project. Additional maintenance of the data on this screen is required only when the information changes, or if a change is required for any of the Charging Criteria.
Enter a project, up to 30 alphanumeric characters, for the project to be set up. You must always add projects from the highest (top) level to the lowest. Entry in the reverse order will cause an error message to be displayed stating that an invalid base segment has been entered.
The top level, or length of the initial segment, of the project must correspond to the length of the level 1 segment in the Project Segment Lengths table window in the Project Settings screen (Projects » Project Setup » Controls). This is a required field.
Use Find or Query to select previously saved projects.
Enter a descriptive name of up to 25 alphanumeric characters for the project entered. This is a required field.
If the project entered is a top-level project (no other entries have been made), this field will be initialized with a 1. If the project entered is not a top-level project, the level number defined by the number of characters and delimiters entered will be displayed, and you will not be able to edit the Level table in the Project Levels Setup subtask. This is a non-editable field.
Enter an optional six-character unique abbreviation for the project in this field. Only one abbreviation is allowed for each project. Any abbreviation setup can be used in many transaction screens, as an alternative to entering the project. For screens where a Project Abbreviation field is available, entry of the abbreviation in that field on any transaction will "pull in" the associated project. Normally, you will not enter a project abbreviation unless the Allow Charging check box is selected.
If you select this check box, the Basic Revenue Info screen (Projects » Project Setup » Revenue Setup) or the Project Billing Info screen (Projects » Billing » Billing Master or Projects » Project Setup » Revenue Setup) can be set up for this project. It is selected by default. If you do not select this check box, any information entered in the Basic Revenue Info or Project Billing Info screen screens that you try to save will generate an error message stating that the project is not billable.
Use this drop-down list to select the Costpoint products that you want to include in the export processes. Depending on your selection in this field, you can export data for this project to the Deltek Time & Expense and Deltek Time Collection products. You can run export processes in the Export Data to Deltek Time and Expense 5.x+, the Export Data to Deltek Time Collection 3.x and 4.x, and the Export Data to Deltek ET 2.x screens (all in People » Labor » Time Collection (ET) Interface). This field should only be populated at the level of the project where labor will be charged.
You can select the following options based on the Costpoint products for which you are licensed and your selection in the Version drop-down list in the Corporate Settings subtask of the Labor Settings screen (People » Labor » Labor Controls):
Time Collection Project – Select this option if you want to export data for this project to Deltek Time Collection. Use the Export Data to Deltek Time Collection 3.x and 4.x screen (People » Labor » Time Collection (ET) Interface) to export the data for this project to Deltek Time Collection. If you are also licensed for Costpoint Employee Expense and wish to export data for this project to Deltek Expense, you should use the Time & Expense Project selection for this field.
Time & Expense Project - Select this option if you want to export data for this project to Deltek Time & Expense. Use the Export Data to Deltek Time & Expense 5.x screen (People » Labor » Time Collection (ET) Interface) to export the data for this project to Deltek Time & Expense. This option is only available if you have version 6.0 or greater of Time & Expense.
Expense Project - Select this option if you want to export data for this project to Deltek Expense. Use the Export Data to Deltek Time & Expense 5.x screen (People » Labor » Time Collection (ET) Interface) to export the data for this project to Deltek Time & Expense. This option is only available if you are licensed for Deltek Expense.
None – Select this option if you do not wish to export data for this project to Deltek Time Collection or Deltek Expense.
Select a classification type. This drop-down list displays the system-defined classes of projects that will require separate treatment, due to the varying requirements of each classification. Separate treatment may include using special processes to cost labor or materials, or may simply mean that each of the classifications can be sorted separately for reporting purposes.
Examples of the various classifications include: Direct Projects, Bid & Proposal, Independent Research & Development, Indirect Projects, Inventory Projects, Work In Process, and several types of Intercompany Projects.
If the project entered is not a top-level, the default value of the Classification from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any classification. However, if the Allow Edit check box is cleared, the default top-level Classification cannot be changed. This is a required field.
These check boxes are displayed at all levels of a project, and control the ability to change the selection of certain key information about the project. During setup of a project, information that is entered will cascade down to lower levels and default in automatically, regardless of the value of the Allow Edit check box. The check box simply determines whether the default can be changed at the lower levels.
If you clear the Allow Edit check box at any level of a project, all lower-level Allow Edit check boxes will be cleared accordingly. (This means that the ability to restrict edits of data cascades down automatically from the level at which it was originally restricted). However, if you select a check box after having been previously cleared it, the change does not cascade down to lower levels. You must change them one at a time.
Select the project type. This drop-down list displays the user-supplied types of projects in terms of their cost treatment. Generally, Project Types will include: Cost Reimbursable, Fixed Price, Time & Materials, and so forth, but could be any "type" that you desire to track. No special processing will be generated based on this type. However, there are some reports, for example the Revenue Summary report, that can be sorted by type.
If you enter a project that is not a top-level project, the default value of the project type from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any project type. However, if the Allow Edit check box is cleared, the default top-level Project Type cannot be changed. This is a required field.
Enter a customer number from the Customer table in Costpoint Accounts
Receivable that corresponds with the main customer for the project. is available for this field. You will receive a warning message
if you leave this field blank and the Billable
Project check box is selected.
The unlabeled field to the right displays the name of the selected customer. If the project entered is a top-level, customer name will be displayed. If the project entered is not a top-level, the default value of the customer number and name from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any customer number and name. However, if the Allow Edit check box is empty, the default top-level Customer Number and Name cannot be changed.
Enter an Employee from the Basic Employee Info table that corresponds
with the project manager for the project. You can use in
this field. You can leave this field blank if the project is to be managed
by a non-employee, such as a subcontractor.
The unlabeled field to the right displays the name of the selected employee. If you left the Project Manager field blank, you can enter the name of a non-employee, such as a subcontractor, who will be managing this project. If the project entered is a top-level, the employee name will be displayed. If the project entered is not a top-level, the default value of the employee and name from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any employee and name. However, if the Allow Edit check box is empty, the default top-level employee and name cannot be changed.
Enter the prime contract number (the number on the signed contract with the customer) if the project entered is a top-level. If the project entered is not a top-level, the default value of the prime contract number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any prime contract number. However, if the Allow Edit check box is empty, the default top-level prime contract number cannot be changed.
Enter the applicable subcontractor number (the number on the signed contract with the subcontractor) if the project entered is a top-level. If the project entered is not a top-level, the default value of the subcontractor number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any subcontractor number. However, if the Allow Edit check box is empty, the default top-level subcontractor number cannot be changed.
Enter the applicable purchase order number if the project entered is a top-level number. If the project entered is not a top-level, the default value of the purchase order number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can enter any purchase order number. However, if the Allow Edit check box is empty, the default top-level purchase order number cannot be changed.
Select this check box to apply Cost of Money (COM, FCCOM, Cost of Capital) rates to the project selected. You can update the COM rates in the Pool Rates subtask of the Cost Pools screen (Projects » Cost and Revenue Processing » Cost Pool Setup). This check box applies primarily to contracts with the federal government.
Select the choice for COM rates if the project entered is a top-level. If you did not enter a top-level project, the default value of the selection from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can make any selection. However, if the Allow Edit check box is empty, you cannot change the default top-level selection. Normally, if cost of money applies to a project, you should select this check box at the top level of the project and uncheck the Allow Edit check box. In other words, the entire project is subject to cost of money. However, you must select the Cost of Money check box at the level at which transactions are posted in order for cost of money amounts to be correctly applied.
Select this check box to include the actual costs incurred by this project in the Comma-Separated Value (CSV) file created by the Cobra Interface. This check box is available only at the top-level of the project. If you select this check box, the actual costs of the entire project, including all lower levels, will be included in the Cobra extraction process. If you leave this check box blank, you will not be able to include this project or any of its levels in the Cobra Interfaces screens (Others » Product Interfaces » Cobra Interface). Please see the screen documentation for the Cobra Interfaces for more information on this process.
Use this field to enter a Cobra mapping value. The Cobra Interface uses these values to link Costpoint projects to Cobra programs. If you select the Project Cobra UDEF option in the Costpoint Mapping column of the Maintain Cobra Charge Templates screen (Others » Product Interfaces » Cobra Interface), you can enter a user-defined value in this field and use it to link to a value in the Cobra system. You will generally use this field if there is a value in Cobra that is not easily linked to anything in Costpoint. For more information on the Cobra Interfaces process, see the screen documentation.
This group box controls numerous options for customizing the charging criteria of this project.
Select this check box if the project is Active for charging purposes. This check box is selected by default when a project is set up, but can be changed. If this check box is not selected, project/account/org combinations in the Maintain Valid Project/Account/Orgs screen (Projects » Project Setup » Project Master) will automatically be set to Inactive. However, both the flag on individual project/account/org combinations, and this global flag, are validated during transaction entry. Projects are usually inactive if the work on them has been completed. You can still post revenue and cash receipts to inactive projects because you may need to adjust a project's revenue if the final actual rates are applied after work has been completed on the project. Outstanding receivables may exist on a project long after work on the project has ceased. Do not use this check box to prevent charging at summary levels of the project. Use the Allow Charging check box to restrict data entry on certain project levels.
Select this check box to allow charging on the project. This check box is not selected by default, which means no charging is allowed regardless of the status of the project/account/org combinations. If the check box is selected, valid charging combinations can be charged. The Allow Charging check box should be enabled for all levels of the projects where charging will take place. If the project level is not a transaction level or billing/revenue level, you should not select the check box.
Select an account group. This drop-down list displays all of the account groups that were set up in the Project Account Groups screen (Projects » Project Setup » Controls). The account group determines the "set" of accounts that can be attached to the project. Only accounts belonging to the account group selected can be attached to the project. Use the Limit Accounts check box to place further restrictions on which accounts within the account group can be charged.
Because the account group controls how many of the functions will work in the revenue and billing computations, you should view the accounts groups as permanent once charging has started. Make changes only when absolutely necessary.
For more information on Project Account Groups, please see Projects Special Topic PJ-18, "Project Account Groups."
If the project entered is not a top-level, the default value of the Account Group from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, you can select any account group. However, if the Allow Edit check box is empty, you cannot change the default top-level account group. This is a required field.
Select this check box to limit the accounts that can be charged on this project to only the account numbers that exist in the project account group and that are valid account/organization combinations in the Maintain Project/Account Validation screen (Projects » Project Setup » Controls). This check box is disabled if you selected the Limit which Orgs can charge specific Accts check box or the Limit Accounts to P/O/A check box You should select this check box if you only want a few of the accounts in the project account group to be used at this level of the project. For more information on the project/account/organization validation process, please see Projects Special Topic PJ-17, "Proj/Acct/Org Validations."
Select this check box to limit the organizations that can charge this project. Only the account numbers that exist in the project account group, that are valid account/organization combinations, will be valid for charging on this project. You must populate the Maintain Project/Organization Validation screen (Projects » Project Setup » Controls) to establish valid project/org combinations for charging.
This check box is disabled if you selected the Limit which Orgs can charge specific Accts check box or the Limit Accounts to P/O/A check box. If you selected the Limit which Orgs can charge specific Accts check box, the system reviews the Project/Account/Org table for valid combinations.
This check box appears on this screen only if you have selected the Validate Project Charging by Organizations check box in the Project Settings screen (Projects » Project Setup » Controls).
Select this check box to control the method of validation for your project charge points. If you select this check box, the validation process will review the entire project/account/organization combination in the PROJ_ACCT_ORG table. If you do not select this check box, the PROJ_ACCT_ORG table will not be used in validation. The system will evaluate the other charging criteria in this group box to determine how to perform validations.
This check box appears on this screen only when the Validate Project Charging by Organizations check box is empty in the Project Settings screen (Projects » Project Setup » Controls).
Select this check box if you want to validate only the project/account portion of the project/account/org combinations. The system will use the PROJ_ACCT_ORG table to perform this validation. If the project/account combination exists in the PROJ_ACCT_ORG table, the transactions will be validated. If you do not select this check box, the PROJ_ACCT_ORG table will not be evaluated during validation. The system will use the other options in this group box to perform validations.
Enter, or use to select, the number of the organization
that "owns" the project. This is the "home" organization
for the project. If you selected the Owning
Organization option either in the Default
Revenue Posting By group box in the Project Settings screen (Projects » Project Setup » Controls)
or in the Basic Revenue Info screen (Projects
» Project Setup » Revenue Setup), all revenue and profit, as well
as billed and unbilled receivables, attributable to the project, will
belong to that organization.
If the project entered is a top-level, enter the owning organization number. If the project entered is not a top-level, the default value of the organization number from the top-level project will be displayed. If the Allow Edit check box at the top-level is selected, any selection of organization number can be made. However, if the Allow Edit check box is empty, the default top-level organization number cannot be changed. This is a required field.
If you change the owning organization, the following message will display: "Changing the owning org may cause journal entries to be computed. Do you wish to continue?" Clicking Yes will activate the subtask in which you can complete the changed information.
The default value of this check box is dependent on the Maintain Project Types screen (Projects » Project Setup » Controls). If the Default to Owning Org field in the Maintain Project Types screen is set to Y for this project's type, the default for this check box will be selected. If that field is set to N, the default for this check box will be empty. This default selection can be changed in this screen. If this check box is selected, the project owning organization is the default during transaction entry. The default organization can be changed during transaction entry.
If you select this check box, employees and/or vendors who are allowed to charge the project MUST be set up in the Project Work Force screens (Projects » Project Setup » Project Labor). The default value for this check box is not selected. This "set" of employees and/or vendors will be the only ones who can charge the project and the "set" will be validated on each timesheet entry.
If you do not select this check box, no validation of employees or vendors will occur. You can still use the project workforce feature even if this check box is not selected, but no validation will occur.
If you did not enter a top-level project, the default setting (selected) will be displayed. You can change this setting to empty. If you did not enter a top-level project, the default value of the Project Work Force Required check box from the top-level project will be displayed. If you selected the Allow Edit check box at the top-level, you can select any project work force. However, if you did not select the Allow Edit check box, you cannot change the default top-level project work force setting.
Select this check box to use the top level of this project for work force validation. This check box initially defaults to empty. If this project is using the employee or the vendor work force, this option allows you to enter the authorized employees or vendors at the top level and have those selections be valid for all lower levels of the project. If you are using either work force and plan on using the same employees or vendors for all branches of the project tree, you can save setup time by selecting this check box and entering the employees or vendors at the top level of the project. This selection is available only for the top level of the project tree.
Click this button to enter additional information about this project.
Click this button to open a subtask where you can change the owning organization or view information about any changes to the owning org. To change an owning org, make the change in the Owning Organization field and save the Basic Info screen (Projects » Project Setup » Project Master) (the Organizational History subtask will be activated so you can complete the change information).
Click this button to open the Setup Account/Org Links subtask, where you can initialize the project/account/org combinations in the Project/Account/Org table. It combines your account and organization selections with the project number to form the combinations. This allows transaction charging to begin, since no charges can be made until the initial project/account/org combinations are set up. You must complete this subtask only if you selected the Limit Which Orgs can charge specific Accts check box. This subtask initializes the PROJ_ACCT_ORG table.
Click this button to enter the lower levels of the project along with their segment lengths and descriptions. This subtask is required only if the project levels, lengths, or level descriptions differ from the default setup in the Project Segment Lengths table window in the Project Settings screen (Projects » Project Setup » Controls).
Click this button to open the Project Location subtask, where you can maintain project location data. Project location data is mainly used to produce lien waivers. You can also use these fields to group project data by location in order to apportion state taxes.
This screen updates the following tables:
PROJ
PROJ_EDIT
ORG_HIST
PROJ_ORG_ACCT
PROJ_LVL
PROJ_HIERARCHY
PROJ_SRCE_PROJ