Entering beginning balances for projects

You can enter project-to-date totals as you set up Ajera or at a later time. These totals affect project reports and invoices but do not affect account balances. You enter totals for each phase, and Ajera produces project totals by calculating the phase totals.

To enter beginning balances for projects

  1. From the > Manage menu, click Project Command Center.
  2. In the project list at the top of the window, click the project that you want to enter beginning balances for.
  3. In the project tree on the lower left of the window, click the first phase of the project that you want to enter beginning balances for.
  4. Click the Beginning Balances subtab under the Project Info tab. The Beginning Balances subtab does not appear if you already selected the Project beginning balances complete check box on the > Setup > Company > Preferences > Project tab.
  5. Enter the phase totals as follows:
For Do this

Labor:

Hours

Enter the total hours to-date for this phase. Ajera uses it for project-to-date hours on management reports.

Cost amount

Enter the total cost amountClosed The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. for labor to-date for this phase. Ajera uses it for project-to-date cost on management reports. If you will use DPE and overhead to mark up labor cost, enter the total of the cost, DPE, and overhead.

Spent amount

Enter the total spent amount for labor to-date for this phase. Ajera uses it for project-to-date earned amount on management reports.

Caution:

Be sure to exclude the spent amounts for unbilled work-in-progress (WIP) that you enter as beginning balances for unbilled WIP. 

If you do not have a spent amount available to enter, you can do one of the following instead:

  • Enter the billed amount, which does not reflect write-offs on project reports.  

  • Enter the cost marked up by overhead and profit percent, which does reflect write-offs on project reports.

Billed amount

Enter the total billed amount for labor to-date for this phase. Ajera uses it for the project-to-date billed amount on management reports.

Caution:

Be sure to exclude the billed amounts of unpaid client invoices that you enter as beginning balances for unpaid client invoices.

If this phase has a billing type of Percent Complete, Unit Price, or Percent of Construction, you must enter a billed amount for your future invoices to calculate the correct Percent Billed and Remaining amounts.
Revenue over/-under

If recognized revenue is more than Actual Revenue, enter a positive amount. This appears in the Revenue Recognition report as Under Billed.

If recognized revenue is less than Actual Revenue, enter a negative amount. This appears in the Revenue Recognition report as Over Billed.

Caution:
  • This is only available if the phase has a Revenue method of Formula, Formula plus WIP, or Percent of Contract.
  • This is editable until you create the first committed revenue session.
  • Once the Beginning Balance Revenue over/-under amount is entered in the PCC, you cannot change the Recognize Revenue method on the phase or activity back to Billed + WIP, None, or Billed.

Expense:

  

Cost amount

Enter the total cost amount for expenses to-date for this phase. Ajera uses it for the project-to-date cost on management reports.

Caution:

Be sure to exclude the cost amounts of open vendor invoices that you enter as beginning balances for open vendor invoices.

Spent amount

Enter the total spent amount for expenses to-date for this phase. Ajera uses it for project-to-date spent amount on management reports.

Caution:

Be sure to exclude the spent amounts of unbilled work-in-progress (WIP) that you enter as beginning balances for unbilled WIP.

Billed amount

Enter the total billed amount for expenses to-date for this phase. Ajera uses it for the project-to-date billed amount on management reports.

Caution:

Be sure to exclude the billed amounts of unpaid client invoices that you enter as beginning balances for unpaid client invoices.

If this phase has a billing type of Percent Complete, Unit Price, or Percent of Construction, you must enter a billed amount here for your future invoices to calculate the correct Percent Billed and Remaining amounts.
Revenue over/-under

If recognized revenue is more than Actual Revenue, enter a positive amount. This appears in the Revenue Recognition report as Under Billed.

If recognized revenue is less than Actual Revenue, enter a negative amount. This appears in the Revenue Recognition report as Over Billed.

Caution:
  • This is only available if the phase has a Revenue method of Formula, Formula plus WIP, or Percent of Contract.
  • This is editable until you create the first committed revenue session.
  • Once the Beginning Balance Revenue over/-under amount is entered in the PCC, you cannot change the Recognize Revenue method on the phase or activity back to Billed + WIP, None, or Billed.

Consultant:

Cost amount

Enter the total cost amount to-date for consultants for this phase. Ajera uses it for the project-to-date cost on management reports.

Caution:

Be sure to exclude the cost amounts of open vendor invoices that you enter as beginning balances for open vendor invoices.

Spent amount

Enter the total spent amount for consultants to-date for this phase. Ajera uses it for the project-to-date spent amount on management reports.

Caution:

Be sure to exclude the spent amounts of unbilled work-in-progress (WIP) that you enter as beginning balances for unbilled WIP.

Billed amount

Enter the total billed amount for consultants to-date for this phase. Ajera uses it for the project-to-date billed amount on management reports.

Caution:

Be sure to exclude the billed amounts of unpaid client invoices that you enter as beginning balances for unpaid client invoices.

If this phase has a billing type of Percent Complete, Unit Price, or Percent of Construction, you must enter a billed amount here for your future invoices to calculate the correct Percent Billed and Remaining amounts.
Revenue over/-under

If recognized revenue is more than Actual Revenue, enter a positive amount. This appears in the Revenue Recognition report as Under Billed.

If recognized revenue is less than Actual Revenue, enter a negative amount. This appears in the Revenue Recognition report as Over Billed.

Caution:
  • This is only available if the phase has a Revenue method of Formula, Formula plus WIP, or Percent of Contract.
  • This is editable until you create the first committed revenue session.
  • Once the Beginning Balance Revenue over/-under amount is entered in the PCC, you cannot change the Recognize Revenue method on the phase or activity back to Billed + WIP, None, or Billed.

Unit price:

Units

Applies only if the phase has a billing type of Unit Price. Enter the total units billed to-date for the phase.

Caution:

Be sure to exclude the billed units of unpaid client invoices that you enter as beginning balances for unpaid client invoices.

You must enter units here for your future invoices to calculate the correct Prior Billed and Remaining Units to Bill.
  1. Repeat these instructions until you have entered totals for all the phases of the project.
  2. To see the project totals (which contain the sum of the phase totals), click the project in the project tree on the left of the window.
  3. Click Save.