Approve Quick Projects

1. Press the CTRL key on your keyboard, and click the first cell (to the left of the project ID) of each project's row that you want to approve. A project is selected when the color of the first cell becomes darker.

2. Click the Approve pushbutton. A check mark appears in the Approve checkbox in the table. (An alternative to clicking the Approve pushbutton is to click the Action icon on the toolbar, and select "Approve All Selected Projects.")

3. From the File menu, select Save to save the approval.

Before they are imported, approved projects can be changed back to unapproved, if needed.

1. Press the CTRL key on your keyboard, and click the first cell (to the left of the project ID) of each project's row that you want to unapprove. A project is selected when the color of the first cell becomes darker.

2. Click the Disapprove pushbutton to clear the Approve checkbox in the table. (An alternative to clicking the Disapprove pushbutton is to click the Action icon on the toolbar, and select "Disapprove All Selected Projects.")

3. From the File menu, select Save to save the change.

The same approval processing occurs from either screen.

In the Quick Project Setup screen, you open each project individually and approve projects one at a time. You select the Approve Project checkbox in the Identification block of the Quick Project Setup screen.

In the Approve Quick Projects screen, you can select more than one project and approve them all at once by clicking the Approve pushbutton. This may save time if you have many projects to approve.

After you enter all the information in Quick Project Setup for a project, you must approve the project before you can import it into the permanent Costpoint project database to become available in Project User Flow (Projects\Maintain\Project).

Approving makes the project ready for importing.

You import projects in the Import Quick Project Information screen in Projects\Maintain\Project.

This field displays the project number.

This field displays the project name.

This field displays the project abbreviation.

You can use project abbreviations in many transaction screens as an alternative to entering the project. For screens in which a Project Abbreviation field is available, entry of the abbreviation on any transaction line will default the associated project. Normally, you will not enter a project abbreviation unless the Allow Charging checkbox in the Quick Project Setup screen is selected.

This field displays whether or not a project is approved.

After you select a project's row and click the Approve pushbutton (or click the Action icon in the toolbar and select "Approve All Selected Projects"), a check mark appears in the Approve checkbox to indicate that the project is approved.

If you select a project that is already approved and click the Disapprove pushbutton (or click the Action icon in the toolbar and select "Disapprove All Selected Projects"), the check mark is removed from the Approve checkbox, indicating that the project is not approved.

This field displays the employee number of the project manager.

This field displays the name of the employee who is the project manager.

This field displays the customer account for the project.

This field displays the project's prime contract number (the number on the signed contract with the customer).

This field displays the project's subcontractor number (the number on the signed contract with the subcontractor).

This field displays the customer's purchase order number for the project.

This field displays the project type.

Generally, project types include: "Cost Reimbursable," "Fixed Price," "Time & Materials," etc., but could be any "type" that you desire to track. No special processing will be generated based on this type. Some reports (for example the Revenue Summary Report) can be sorted by project type.

This field displays the project's classification.

System-defined classes of projects 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.

Available project classifications include: "BID & PROPOSAL," "COMMON INV," "DIRECT PROJECT," "INDIRECT," "INTER-CO MULTI," "INTER-COMPANY," "IR&D," and "WORK IN PROCESS."

The Project Status Report and the Revenue Summary Report can be sorted by project classification.

This field displays whether the project is active for charging purposes. If the checkbox is selected, it is active.

Projects are usually inactive if the work on them has been completed.

Do not use this checkbox to prevent charging at summary levels of the project. Use the Allow Charging checkbox to restrict data entry on certain project levels.

This field displays whether or not charges are allowed on the project.

If the checkbox is selected, valid charging combinations can be charged. The Allow Charging checkbox 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 checkbox.

When this checkbox is not selected, no charging is allowed regardless of the status of the project/account/org combinations.

This field displays whether the project uses the top level of the project for work force validation. If the checkbox is selected, it uses the top level.

This selection is available only for the top level of the project tree.

This field displays the project's account group.

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 charged to this project.

Account groups are set up in the Project Account Groups screen in the Controls menu in the Project Setup module of the of the Project domain in Costpoint client/server.

Because the account group controls how many of the functions will work in the revenue and billing computations, you should view the account groups as permanent once charging has started. Make changes only when absolutely necessary.

This field displays the organization that "owns" the project. This is the "home" organization for the project.

This field displays the quick project template ID used to create the project.

This field displays the project's revenue formula.

Revenue formulas include:

• Contract Value Less Backlog

• Contract Value Times % Complete Vs. Rate

• Contract Value Times Percent Complete

• Cost Incurred Using Estimate To Complete

• Cost Incurred Using Estimate At Completion

• Cost Plus Fee On Cost

• Cost Plus Fee on Cost Current Month Fee

• Do Not Compute

• Equal To Billings After Retainage

• Equal To Billings Before Retainage

• Equal To Deliveries

• Equal To Project Ledger Sales

• Fee on Hours Plus Cost Incurred

• Fixed Amount Month To Date

• Fixed Amount Year To Date

• Labor Cost Times Multiplier Plus Non-Labor Times Multiplier (Cost)

• Labor Cost times Multiplier Plus Non-labor times Multiplier (Hours)

• Loaded Labor Plus Non-Labor W/Burden W/Fee

• Loaded Labor Plus Non-labor Plus Burden on Non-labor

• Loaded Labor Rate

• Loaded Labor Rate Plus Cost Incurred On Non-labor (T&M)

• Loaded Labor Rate W/Burden W/Fee Plus Non-Labor W/Burden W/Fee

• Loaded Labor Rate W/Fee Plus Non-Labor W/Burden W/Fee

• Rate Schedule times Multiplier Plus Non-labor times Multiplier

• Unit Revenue Only

This field displays the amount from an additional revenue calculation field, such as Fee on Hours, Pct Complete, Labor Multiplier, and Non-Labor Multiplier, that appears on the Revenue tab of the Quick Project Setup screen based on the revenue formula you enter for the project.

This field displays the amount from an additional revenue calculation field, such as Fee on Hours, Pct Complete, Labor Multiplier, and Non-Labor Multiplier, that appears on the Revenue tab of the Quick Project Setup screen based on the revenue formula you enter for the project.

This field displays the amount from an additional revenue calculation field, such as Fee on Hours, Pct Complete, Labor Multiplier, and Non-Labor Multiplier, that appears on the Revenue tab of the Quick Project Setup screen based on the revenue formula you enter for the project.

This field displays the project's billing formula used to calculate the bill for the project.

There are two types of billings, transaction-based and manual.

• A transaction-based billing formula is generally based on the transactions that have been charged to the project. The Open Billing Detail table stores the transactional data that is used in the computation of the invoice. This data remains in the Open Billing Detail table until you post the bill.

• A manual billing is one that does not rely on transactions that have been posted to the project. Manual bills are entered in the Enter Manual Bills, Enter Milestone/Percent Complete Bills, Enter Project Product Bills, and Enter Customer Product Bills screens. You must enter a billing formula of "Enter Bill Manually" if you want to use any of these formulas.

The following is a list of the available billing formulas:

• Cost Incurred Plus Fee On Cost

• Cost Incurred Plus Fee On Hours

• Enter Bill Manually

• LLR W/Fee Plus Non-Labor W/Burden W/Fee

• Labor Cost Times Multiplier Plus Non-Labor Times Multiplier (Cost)

• Labor Cost times Multiplier Plus Non-Labor times Multiplier (Hours)

• Loaded Labor Plus Non-labor Plus Burden On Non-labor

• Loaded Labor Plus Non-labor W/Burden W/Fee

• Loaded Labor Rate

• Loaded Labor Rate Plus Cost Incurred On Non-labor (T&M)

• Loaded Labor w/Burden w/Fee Plus Non-labor w/Burden W/Fee

• Manual Bills with Unbilled Detail

• Progress Payment

• Rate Schedule Times Multiplier Plus Non-Labor Cost Times Multiplier

• Unit Price Transactions Only

This field displays the amount from an additional billing calculation field, such as Fee Percent, Labor Fee Percent, or Non-Labor Fee Percent that appears on the Billing Info tab of the Quick Project Setup screen based on the billing formula you enter for the project.

This field displays the project's billing format code.

Billing formats contain customized formatting for your transaction-based billings. You set them up in the Generic Billing Formats screen in Projects\Maintain\Billing.

This field displays the project's modification number.

This field displays the description of the project's modification number.

This field displays the start date of the project. The start date of the project is generally in the contract.

This field displays the end date of the project.

This field displays either a user-supplied signed value for cost for the project or a system-calculated cost value, which is derived by using the Value Modification Fee, Fee %, and Value fields in the Quick Project Setup screen. The calculation varies depending on which two of the three variables has been entered. At least two variables must be entered for any calculation to take place.

This field displays either a user-supplied signed value for fee for the project or a system-calculated fee value, which is derived by using the Value Modification Current Cost, Current Fee, and Value fields in the Quick Project Setup screen. The calculation varies depending on which two of the three variables has been entered. You must enter at least two variables for any calculation to take place.

This field displays either a user-supplied fee % for the project or a system-calculated fee %, which is derived by using the Value Modifications Cost or Value Modifications Fee fields in the Quick Project Setup screen. The calculation varies depending on which two of the three variables has been entered. You must enter at least two variables for any calculation to take place.

This field displays either a user-supplied funded value for cost for the project or a system-calculated cost value, which is derived by using the Funding Modification Cost, Fee %, and Value fields in the Quick Project Setup screen. The calculation varies depending on which two of the three variables has been entered. You must enter at least two variables for any calculation to take place.

This field displays either a user-supplied funded value for fee (or profit) for the project or a system-calculated fee value, which is derived by using the Funding Modification Cost, Fee %, and Value fields in the Quick Project Setup screen. The calculation varies depending on which two of the three variables has been entered. You must enter at least two variables for any calculation to take place.

This field displays either a user-supplied funded fee % for the project, or a system-calculated funded fee %, which is derived by using the Funding Modification Cost or Funding Modification Value fields. The calculation varies depending on which two of the three variables has been entered. You must enter at least two variables for any calculation to take place.

This field displays the project's notes. The Note field enables you to enter information about the project that is not stored elsewhere.

After you select projects to approve, click the Approve pushbutton. A check mark appears in the Approved checkbox in the table.

An alternative to clicking the Approve pushbutton is to click the Action icon in the toolbar, and select "Approve All Selected Projects."

To change any approved project back to unapproved, select the project's row, and then click the Disapprove pushbutton. The check mark in the Approved checkbox in the table is removed.

An alternative to clicking the Disapprove pushbutton is to click the Action icon in the toolbar, and select "Disapprove All Selected Projects."