Project
Get an overview of your projects
Uniconta’s project module allows users to manage costs, revenue, work in progress and hourly consumption on individual projects. Each time users create a new project, they can choose from a range of different templates to enter their customer data. This gives users a consistent view of customer data, all gathered in one place in the Project module, making it easy for them to manage their customer portfolios.
Functionality
Work in progress
When a project journal is posted, Uniconta will post work-in-progress (expected revenue) based on hours, materials, and costs. Accounts and offset accounts for these entries are set up on the project groups. If these accounts are not set up, Uniconta will not post work-in-progress to the general ledger. Uniconta project can still run without integration to the general ledger, if preferred. There is a check box on project transactions called "work-in-process”, showing whether or not the work-in-progress is posted to the general ledger. Upon invoicing, the work-in-progress is settled in the general ledger so that only the projects’ actual income is shown both in project and the general ledger.
Uniconta Time – Time registration
Uniconta Time is an addition to Uniconta’s project module and is designed to register employee time sheets, track work-in-progress and perform billing. The module allows users to set up standard calendars and price matrices for each employee and register employee hours as a service charge. These standard calendars and prices can then be used in the “Time sheet” journal under Project/Journals or under each employee. Employees can close periods once their time sheet is complete and the periods can then be approved by a manager. Upon approval, the time sheets will automatically be posted to a standard Uniconta project journal.
Employees are able to re-open periods that have not yet been approved.
Planning
Planning allows users to plan accross projects, types, pay types and employees.
The module allows users to get an overview of the realised numbers vs. budget, normal times and deviations thereof. This is all built up around a pivot-table. Uniconta also includes work area, expanded task management, and assign possibility to activity management with the detailed degree that is worked on in the individual company and/or on the individual project. If users want to edit the budget or move from one employee to another they can do so by simply moving, adding or editing the transaction. The budget will then be updated with the change and the result thereby shown visually.
Last years realised numbers can simply be copied over to a new budget so that users can the budget / planning can begin.
If the hourly rate of an employee is edited during the planning phase, then the budget can easlily be updated with the new rates.
Root project
When working with projects with several sub-levels, users can get an overview of the projects under a ‘Root project’. Here users can see what is at the top of a project when the project is an underlying project. This means that when a user filters or ‘groups by’ a Root project, then all sub-projects under a Root project can quickly be viewed.
Create a 0-invoice (zero) in project
In order to close a month, projects need to be invoiced. We also have a function called ’Create 0-invoice’. This is a way to close the month without sending an invoice to the customer. Uniconta will still create invoice transactions in the invoice table with an invoice number of 0. This way users can see that Uniconta has created and posted a 0-invoice. In the project number series users can create an inventory item number that can be used to show the difference between ‘on account’ amount invoiced and the amount that should in fact be invoiced.
Project invoicing sub-projects
When creating a project users can create a ’master project’. If this is set up then new projects are a sub-project to the master project. Users can set up whether sub-projects should be invoiced on the main project or invoiced individually. Several of Uniconta screens also include a ’include sub-project’ menu item when they are opened from the local menu.
Invoicing
Invoicing is performed in the customer module, which functions in a similar way to simple word processing. Lines can be entered with or without item numbers. Text can be up to 1,200 characters. Users can select which hours should be billed and which should not. It is always a good idea to keep track of the projects that a company is running. Uniconta’s Project module allows users to get an overview of costs, revenue and hourly consumption on each individual project.
This results in a project management overview showing which projects are profitable and which projects are underperforming.
Overview and management
The different activities or product types included in a project can be split into any given number of categories. These categories can then be grouped into sub-categories if required. These categories and sub categories then form the basis for statistical analysis on the project card, whereby users can follow the progress of a project. This information can also be viewed in Uniconta’s Dashboard.
The project list
Upon creating a project, users can create the customer’s master data, which will be included in the project list. All values can be edited on each project, such as payment and delivery terms, modes of delivery, other sellers etc. The project can easily be inserted into a hierarchy of importance in the master project field. Projects can be created via templates, ensuring uniformity and inclusion of all required information.
Invoice in the project module
The Project module is fully integrated with the General Ledger, Customer, Vendor and Inventory modules. Invoicing is therefore performed from the Customer module. The Customer module features are similar to simple word processing so it is easy for users to determine which hours are billed and which are not.
“We minimize the risk of errors and save time. For example, the Uniconta project module makes it easy to compare budgets to the current status of a project. This means that we can intervene early if particular challenges occur during a project. It has also become far easier making a post-calculation on a completed project. In the past, it easily took 20-30 minutes. Today we just press a button and we have it in less than five seconds.”
Lars Slipsager Reugboe, CEO and partner Syddansk Tagdækning A/S
What features do the Project module have?
- Categories for revenue, costs and inventory items
- Integration with inventory
- Project budget lines include item numbers, employees, wage types and dimensions
- Project budget lines show the contribution margin and contribution ratio for the line itself as well as for the entire budget
- Account invoicing
- Sales order invoicing for Project
- ‘Quick Invoice’ for Project
- Invoice entries from a project using ‘Quick Invoice’
- Registration of item consumption, hours and costs on items, services and categories on employees and project
- “Approved” and “Pending” available in the project journal
- Recalculate prices in the project journal
- Pay types for hours and references to pay
- Integration by employee
- Employee type option
- Budget/Estimates
- Edit posted project lines
- Project consumption with budget/estimates
- Sub-projects included in sum overview
- “Phase” included on the project card
- Change the project number on posted projects
- Budget/Estimates
- Cost
- PivotTable included in Project module
- Project quotations via sales
- Project templates for standard rates and overtime
- Free text field to enter reference numbers
- In project transactions, invoices are negative
- Project markup groups
- Project journal
- Item number on project invoice
- Totals on the project list
- Dimensions added to project transactions
- Create an order from a project
- Mass update in the project module
- Allows the user to sort by ’All records’, ’Invoiced’ and ’Not yet invoiced’
- Automatic aggregation
- Adjustments that can be used upon invoicing, if an order is adjusted when it is transferred over from a project
- Users can enter invoiceable projects directly in the Project journal, and the category and pay type can then be set to a default value. This default value is then assigned to the project transaction when posting from the general journal and purchases.
- Pivot tabels in the project module include category, type and pay type dimensions
- In the order module it is possible to see which project transactions an order is based on. In addition, users can remove lines that they do not wish to include and postpone them to the following month. The order lines can then be recreated
- If users prioritise project types using sorting, then invoice lines are also sorted by this key
- A project transaction origin can now be updated with new transactions
- The project journal now has a batch and number series
- Work in Progress on projects
- Approve timesheets
- Move/Copy in the Physical Vouchers (Inbox)
- Project numbers can be over 40 characters long
- Driving expenses can be registered on billable projects
- Invoices from project module
- Project invoices in foreign currency
- If a project transaction is not billable then the sales price will be set as 0
- ”Adjustments” in projects have their own sum on the project card
- Project text field in the general journals that can hold up to 1,000 characters and is transferred to the project postings
- Inventory item groups now have ’Project Categories’. If the inventory item does not have a project category then we will use the category on the item group
- ’Project task’ now includes a ’Description’ as well as user defined fields
- Time WIP can now show cost value
- Time planning at week level
- You can associate individual employees with projects, so these employees only see the projects (My projects) they are part of
- We a stopwatch in Project, so you can easily measure time spent on a task. In Project, there is a setup on how the times should be rounded. When “stop”, a project entry is created in the journal.
- For project invoices, we transfer the project number to the financial transaction
- Project can post an invoice with a specific task
- Time Planning has the opportunity to retrieve last year’s realized numbers
- Project postings includes Time journal lines
- Anchor budget can be saved on projects
- Budgets can be created in two places: Project and Project/Reports/Budget
- Prices and standard time are stored in local cache for optimization purposes
- Employees has a Vehicle Registration No field, which is used in Time for mileage
- Workspace as a common dimension for all projects
- Post sales order on Project
- Project invoice proposal
- A part-time employee can have a factor up to a defined standard time, and then there is an option of a factor above standard time.
- Direct registration on projects
- Everything in Uniconta can be integrated into pay types
- Profit and loss by project
- Integrated inventory management
- Directly from posting to invoicing
- Easy access to reports
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