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Get started with Project and Time

257 views 12 October 2019 28 July 2020
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July 28th, 2020

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:

  1. Do you want to use ‘Work in Progress’ in the General Ledger module?
  2. Will ‘On-account invoicing’ be required?
  3. Do you want to use ‘Zero invoicing’?
  4. How do you want to set up your Project Categories?
  5. Do you want to register time in the weekly journal with holiday and flex time set ups as well as approval of weekly journals?
  6. Will you be using ‘Pay types’?
  7. Will you be using material consumption?
  8. Will you be using the ‘Uniconta Employee’ app for time registration?
  9. Will you be using ‘norm’ times and calendars?
  10. 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 numberAccount nameAccountCalculation expressionsVAT
1002WIP ProjectIncome25% Sales tax
1003Project InvoicedIncome25% Sales tax
1004Project adjustmentIncome25% Sales tax
5010ProjectHeading
5012WIPStatus
5014On accountStatus
5099PROJECT TOTALSum5010..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:

 

GroupNameDefaultSales account (Inland)Sales tax (Inland)
Pro-invProject invoicingUnchecked501425% Sales tax

 

An On-Account service item must be set up in the inventory module. Read more here.

Example of an On-Account Item:

ItemItem nameItem TypeCost priceSales priceUnitGroupProject Category
Pro-On AccountItem for On-account invoicingService itemPro-inv81

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

ItemItem nameItem TypeCost priceSales priceUnitGroupProject Category
ZeroInvService item for zero invoicingService itemPro-inv991

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.

 

CategoryNameTypeSumInvoice item number for invoicing
05Hours***Header
10ConsultingLabour
11Consulting pay typeLabour
40Project managementLabour
45Sum of HoursSum10..40
60Items***Header
65GoodsMaterials
79Total itemsSum60..78
80Billing***Header
81On-account billingOn-account invoicingPro-On Account
85Miscellaneous invoicingRevenues
99TotalSum80..98
991AdjustmentAdjustment
9991Internal hoursLabour
9992Internal hoursLabour
9993Internal hoursLabour
9994Internal hoursLabour
9995Internal hoursLabour
9996Internal hoursLabour
9997Internal hoursLabour
9998Internal hoursLabour
9999TotalSum10..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.

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Categories: Get Started, Unipedia

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