Welcome to the Project/Time setup manual
Before the Project/Time module can be used, it must be selected under: Company/Maintenance/Configure application functionality. Read more here.
Before getting starting, the following must be considered:
- Do you want to use ‘Work in Progress’ in the General Ledger module?
- Will ‘On-account invoicing’ be required?
- Do you want to use ‘Zero invoicing’?
- How do you want to set up your Project Categories?
- Do you want to register time in the weekly journal with holiday and flex time set ups as well as approval of weekly journals?
- Will you be using ‘Pay types’?
- Will you be using material consumption?
- Will you be using the ‘Uniconta Employee’ app for time registration?
- Will you be using ‘norm’ times and calendars?
- Will you need time registrations to be approved by others?
1) Will Work In Progress be required in the General Ledger?
If Yes:
- General Ledger accounts must be set up in the chart of accounts. Read more here.
- Project groups must be set up with integration to the General Ledger. Read more here.
Example of the necessary General Ledger accounts:
| Account number | Account name | Account | Calculation expressions | VAT |
| 1002 | WIP Project | Income | 25% Sales tax | |
| 1003 | Project Invoiced | Income | 25% Sales tax | |
| 1004 | Project adjustment | Income | 25% Sales tax | |
| 5010 | Project | Heading | ||
| 5012 | WIP | Status | ||
| 5014 | On account | Status | ||
| 5099 | PROJECT TOTAL | Sum | 5010..5098 |
If No:
- Project groups should be created without integration to the General Ledger. Read more here .
2) Should On-Account Invoicing be used?
If Yes:
- General Ledger accounts must be set up in the chart of accounts. Read more here.
- An item group for on account invoicing must be set up under item groups. Read more here.
Item group example:
| Group | Name | Default | Sales account (Inland) | Sales tax (Inland) |
| Pro-inv | Project invoicing | Unchecked | 5014 | 25% Sales tax |
An On-Account service item must be set up in the inventory module. Read more here.
Example of an On-Account Item:
| Item | Item name | Item Type | Cost price | Sales price | Unit | Group | Project Category |
| Pro-On Account | Item for On-account invoicing | Service item | Pro-inv | 81 |
If No:
- Do nothing
3) Do you want to use Zero Invoicing?
It usually only makes sense to use ‘zero invoicingø if on-account invoicing is also in use.
If Yes:
- General Ledger accounts follow the setups in other areas.
- An item group for zero invoicing must be set up under item groups (You can use the same as for On-Account invoicing). Read more here.
A Zero invoice service item must be set up in the inventory module. Read more here.
Example of a Zero Invoice service item:
NOTE: You must select ‘Adjustment’ as the project category. See ad 4
| Item | Item name | Item Type | Cost price | Sales price | Unit | Group | Project Category |
| ZeroInv | Service item for zero invoicing | Service item | Pro-inv | 991 |
If No:
- Do nothing
4) How to set up Project Categories?
Project Categories must be set up in order for the Project/Time module to work. This is the system’s Chart of Accounts. Read more here.
| Category | Name | Type | Sum | Invoice item number for invoicing |
| 05 | Hours*** | Header | ||
| 10 | Consulting | Labour | ||
| 11 | Consulting pay type | Labour | ||
| 40 | Project management | Labour | ||
| 45 | Sum of Hours | Sum | 10..40 | |
| 60 | Items*** | Header | ||
| 65 | Goods | Materials | ||
| 79 | Total items | Sum | 60..78 | |
| 80 | Billing*** | Header | ||
| 81 | On-account billing | On-account invoicing | Pro-On Account | |
| 85 | Miscellaneous invoicing | Revenues | ||
| 99 | Total | Sum | 80..98 | |
| 991 | Adjustment | Adjustment | ||
| 9991 | Internal hours | Labour | ||
| 9992 | Internal hours | Labour | ||
| 9993 | Internal hours | Labour | ||
| 9994 | Internal hours | Labour | ||
| 9995 | Internal hours | Labour | ||
| 9996 | Internal hours | Labour | ||
| 9997 | Internal hours | Labour | ||
| 9998 | Internal hours | Labour | ||
| 9999 | Total | Sum | 10..999 |
NOTE: Will you be using On-Account invoicing? (See above)
If yes, then a project type “On-account invoicing” must be created. See No 81 above.
NOTE: Need adjustment (Up and down), Nulf invoice and or feed.?
If yes, then a regulation category must be created of type “Adjustment”. See no. 991 above.
5) Will time registration be performed in the weekly journal with holiday and flex time as well as approval thereof?
If Yes:
- Then ‘Time’ must be selected under Company/Maintenance/Configure application functionality. Read more here.
- See Setup No. 9991 to 9998 under project types (internal hours)
- In addition, pay types must be set up in order to record hours. Read more here (use a translation tool for this article).
If No:
- Then ‘Time’ must be deselected under Company/Maintenance/Configure application functionality. Read more here.
6) Will material consumption be used?
If Yes:
- Then inventory items must be created in the inventory module. Read more here.
If No:
- Do nothing
7) Will adjustments (write-ups and write-downs) be used?
If Yes:
- Then an adjustment category must be set up under Project/Maintenance/Project Categories. Read more here.
If No:
- Do nothing
8) Will the Uniconta Employee App be used for time registration?
If Yes:
- Then Uniconta and the App must be set up. Read more here. (Use a translation tool for this article.)
If No:
- Don’t do anything.
9) Will norm times and calendars be used?
If Yes:
- Then Uniconta calendars need to be set up. Read more here. (Use a translation tool for this article).
If No:
- Don’t do anything.
10) Will Time Registrations be approved by others?
If Yes:
- Then the approval functionality must be set up. Read more here and here. (Use a translation tool for these articles).
If No:
- Don’t do anything.
Project/Time registration is now ready to use
Employees, Pay Types, and then Projects can now be created, upon which hours and other items can be recorded.