Project integration with other Sage X3 modules

Project management links with other Sage X3 modules in order to exchange information.

Cross-module integration

To Project management

Project management information can be viewed in many modules and functions. The universal field linking the module with a project (CRM project, resource planning project or a combined CRM/resource planning project) is the Project field (PJT field code) as shown in the example screen below Sales orders (GESSOH): Project field (PJT).

The Project field also links with the project structures (cost or operational) and therefore the project tasks (material, labor or mixed labor and material tasks). The project link, therefore, can be the actual project code, a project budget code or a project task code, according to the expected link between the document and the project structure.

Characters such as exclamation marks ("!") are used as a separator between a project code and a project structure or task when the Project field is populated in a linked Sage X3 module. For example, if a material task code is "USA-P3" and a project code "USA12345678" this would result in the Project field displaying "USA12345678!USA-P3". To provide a quick and easy visual reference the link type is distinguishable by the number of separator characters used. If there are no separator characters, the link is to the project; a single separator character such as an exclamation mark after the project code (the first code) indicates the link type is a task (the link is to the project operational structure); two separator characters after the project code indicates the link type is a budget code (the link is to the project cost structure).

Sales orders (GESSOH): Project field (PJT)

According to the context in which a selection is made (manufacturing, sales, purchasing, finance), the Project field displays all permitted project links and link types by default.

Sales orders (GESSOH): Project field (PJT) selection screen

You should note the following:

1. Every project link has a "type" and a status of either Yes (active) or No (inactive). Control of the status is applied as follows:
   1. The project link is active (Yes) and can be selected if the project is at status Launched or Delivered.

   If the project is at status New or Closed the project link is inactive (No) and is not available for selection.

   2. The project link is active (Yes) and can be selected if the task is an operational task and at status Launched or Started.

   If the task is at status New, Planned or Closed the project link is inactive (No) and is not available for selection.

   3. The project link is active (Yes) and can be selected if the budget level is chargeable and at status Open.

   If the budget level is at status New, Delivered or Closed the project link is inactive (No) and is not available for selection.

2. All link types are permitted, that is links at the project level, the budget level or at the task level, however the impact set out in point 1 should be noted.

From Project management

You can access documents linked to a project directly from Project management. The following modules, available from the Menu bar in the Action panel of a project, enable the project to utilize the standard inquiry functionality in those modules:

Project management (GESPJM): Action panel

Project - Opens the Projects > Projects > Overview > Time inquiry function (CONSPTE) with the time spent on the project, by employee.

Sales - Opens the Sales > Inquiries > [Document type] > xx lines functions (CONSCSx) (Quote lines, Order lines, Delivery lines, Invoice lines, Return lines) with various lists of sales document lines associated with the project.

Purchasing - Opens the Purchasing > Inquiries > [Document type] > xx lines functions (CONSCPx) (Purchase request lines, Order lines, Receipt lines, Invoice lines, Return lines) with various lists of purchase document lines associated with the project.

Manufacturing - Opens the Manufacturing > Inquiries > Track > Production (CONSMKI) and Manufacturing > Inquiries > Track > Consumptions (CONSMKM) functions, and the Manufacturing > Inquiries > List of WOs function (CONSMFG) for the work order production information associated with the project.

Access to the linked document inquiries is available at the project level, the budget level and at the task level. The selected inquiry displays the project code, or the project code and project budget/task code as appropriate, using the separator characters described in To Project management above to indicate the level being linked. A Whole project check box (PJTDSPALL field code) is provided with each inquiry to display all documents linked to the project rather than just the documents linked to the selected project structure.

Sales integration

You can create new sales quotations, sales orders and sales invoices directly from a project - from the project level, from the budget level and from the operational (task) level.

• Saleable products at the project level will be just that, the products being sold from the project. The sales documents will be linked to the project. See number 1 in the example screen below.
• Saleable products at the budget level are products or services that are saleable against specific budget codes. The sales documents will be linked to the budget code, not to an operational task. See number 2 in the example screen below.
• Saleable products at the task level are products or services that are saleable against specific budget and task codes. The sales documents will be linked to the operational task code. See number 3 in the example screen below.

Project management (GESPJM): List of saleable products

Saleable products

Before you can create new sales quotations, sales orders or sales invoices for a project, you must first define a valid list of products against which sales can be generated. You can create this saleable products list either manually or automatically. Sales documents are raised directly from this saleable products list.

Creating a list of saleable products manually

Click the Saleable products action (Sales / Saleable products).

Add each product or component to the Product field, as required. Major and minor versions can be specified. Define a Major version where the "form, fit or function" has changed from a previous version; a Minor version where there have been minor features or changes in functionality. The sales unit and base price for the project can also be defined.

Creating a list of saleable products automatically

Click the Saleable products action (Sales / Saleable products). Then click the Generate product list action.

Before you start

The following must be complete and accurate before you can create a list of saleable products automatically:

1. The project definition must be complete.
   • The current stage in the project cycle, as displayed in the Status field in the Home section, is New, Launched or Delivered.
2. A cost structure must have been created for the project.
   • Prepared budget levels in the Cost structure are at New or Open status.
3. An operational structure, in terms of its operational tasks, must have been created for the project - required for creating a saleable products list at the task level.
   1. Each level in the Task planning is assigned to a task category.

   Reminder: Project task categoriesProject task categories define types of tasks used in projects such as design, assembly and quality assurance.

   2. Each level in the Task planning is at New, Planned or Launched status.
4. Task operations are assigned to a resource (work center) (Activity section) - required for creating a saleable products list based on labor tasks.
   1. A cost type is defined for the work center (not mandatory). If blank, the cost type defined for the task category is used.

   Reminder: Project cost typesProject cost types define types of cost that can affect a project such as raw materials, labor costs and expense notes.

   2. The cost type is defined as saleable, that is, the Service product field contains a product code - also required for creating a saleable products list based on budget lines.
   3. Unit of measure conversion values are up to date - also required for creating a saleable products list based on budget lines.
5. Material requirements tasks products are defined as saleable, that is, the Saleable product check box (SALITM) is selected (Products section) - required for creating a saleable products list based on material tasks.

Saleable product list generation process

Generating the list of saleable products

Click the Saleable products icon, or the Saleable products action.

The Saleable products Bullet list icon is in the General section, Customer block. This icon is only available at the project level.

Project management (GESPJM): Saleable products Bullet list icon

The Saleable products action is available from the Action panel, and from the Actions menu at every level of the Cost structure / Task planning.
Highlight the source level in the Cost structure / Task planning. This is the level at which the list of saleable products will be created (or updated). To create a saleable products list for the whole project, highlight the top (or parent) level; highlight individual budget, or budget and task codes to create a saleable products list at that level.

Project management (GESPJM): Cost structure Saleable products actions

Now click Generate product list.

• If running the product list generation process from the project details screen, the list of saleable products will be generated for the whole project. The project links on the sales documents (sales quotations, sales orders and sales invoices) will be established, by default, at the project level.
• If running the product list generation process from the Cost structure, the list of saleable products can be generated for the whole project, or for a specific budget code. The project links on the sales documents will be established, by default, at the budget code level.
• If running the product list generation process from the Task planning, the list of saleable products can be generated for the whole project, or for a specific task code. The project links on the sales documents will be established, by default, at the task code level.

You can use the Group products by option (By Project, by Budget code, by Task code) to select if the project links on the sales documents (sales quotations, sales orders and sales invoices) will be established at the project level, at the budget level or at the task level. See 1 below.

1. Review the default generation options then select or clear the check boxes, as required:
The default options for generating saleable product lists automatically are defined in local menu 7717 - Saleable product list automation.

Group products by: How do you want the list of saleable products to be grouped? By Project, by Budget code, by Task code, or Not grouped.

Include all sub-levels: Should all selected budget or tasks codes, and child codes be processed?

Overwrite automated saleable product line: Should all existing automated saleable product lines matching the selection be refreshed?

Delete automated saleable product lines: Should all existing automated saleable product lines matching the selection be deleted and new lines matching the selection built from scratch?


Reset all automated lines: Should all existing automated saleable product lines be deleted and new saleable product lines matching the selection be built from scratch?


Write log file: Should a log file be created so that the product list generation process can be analyzed?

2. Use budget lines / Process tasks: Select one of these check boxes. Saleable products can be based on either budget line usage only or only task usage, but not both simultaneously. If based on task usage, task products and operations can be included by selecting one, or both of the following check boxes:

   Use task products

   Use task operations

Sales documents

Before you start

Have you created (or updated) the list of saleable products for the project? See Creating a list of saleable products manually or Creating a list of saleable products automatically.

Generating sales documents

You can access the Sales document creation functionality from three locations:

By clicking the Saleable products Bullet list icon in the General section, Customer block. This icon is only available at the project level.

By clicking the Sales document creation action directly from a project. This action is available at the project level, the budget level and at the task level.

Directly from the navigation menu using the Projects > Projects > Sales document creation function (GESPSO).
You must select the parent (or source) project for which sales documents are to be raised if you use this function.

To create a sales document, click New.

1. Complete the fields in the Home section:

   Document type: Use this field to define the type of sales document to be created: Quote, Sales order or Direct invoice.

   Document date

2. Management section:

   Sold-to: Use this field to define the sales document customer.

   Many of the fields in this section are populated automatically from the defined Sold-to customer record. Complete or amend the document management fields, as required.

   Quotes / Orders / Invoice block: The selected Document type determines which of these blocks is displayed for entry. Complete the fields appropriate to the type of sales document to be generated.

   

   Sales document creation (GESPSO): Sales document type

3. Go to the Saleable products section.
4. Click Saleable product selection in the Selection panel. This displays the list of products and services that can be added to the sales document.
   To select the products to include on the sales document, select the required check boxes.



Sales document creation (GESPSO): Saleable products section

5. Change the product sales details, as required:

   Document quantity: If you define a quantity less than the initial quantity you can optionally add the remaining quantity to a new saleable product line (following a message prompt). The original line will be closed. The new (part) quantity can be included on a different sales document.

   If you change a Document quantity Sage advises that you recreate the list of saleable products before you generate any sales documents. You can update the remaining quantity figure by selecting the Overwrite automated saleable product line or Delete automated saleable product lines (see step 1 above) check box.

   Base price

   Group products by: Use this field to consolidate lines for the same product or service code:

   1. Not grouped: Print a separate line for each product and service item.
   2. Project: Where there are multiple lines for the same product or service item at the project level, consolidate items with the same project code onto one line.
   3. Budget code: Where there are multiple lines for the same product or service item at the budget level, consolidate items with the same budget code onto one line.
   4. Task code: Where there are multiple lines for the same product or service item at the task level, consolidate items with the same task code onto one line.
   The "grouping" option is particularly useful for consolidating lines on sales documents when the list of saleable products has been generated automatically.
6. Go to the Simulation section. The simulation is a preview of the final document lines. Check and amend the product details, if required.

   To create a simulated sales document, click Simulation. Check the details of the simulated sales document are correct before generating a final sales document.

To set a specific price for a product, type the amount in the Base price field then set the Apply field to Yes. The generated sales document will use the defined prices instead of applying the standard price lists commonly used for creating sales documents or applying prices already defined on products.

Check the Description field for a product where quantities have been consolidated.
If the product descriptions had been manually changed previously, you must also change the description of the consolidated product.

Once saved, the document number (Document number field) is generated automatically using the PSO - Project management sold products sequence code.

Project sales document revisions

Project sales document revisions provide a simple mechanism for amending and tracking sales documents issued against a project.

Use the Document not generated and Document generated lists in the Selection panel to review and manage your project sales documents.

Project sales documents can be revised if the PSOREV - Sold product revision management parameter (TC chapter, PJM group) is set. For example, a project quotation can be reissued for a different quantity or for a different price. Each revision is stored as a new project sales document with an incremental revision number.

1. Select the Project document number to be revised.
2. Change the required fields, then Save your changes.
3. With the PSOREV - Sold product revision management parameter (TC chapter, PJM group) set, a new project sales document for the same Project document number is created with the number in the Revision number field incremented by 1.

To access previous revisions, click Revision management. Revised field are clearly highlighted.

If you need to resynchronize the sold products at your sites, click Resynchronization.

Deliveries and Customer returns

Material requirements tasks that are deliverable, that is the goods for the project are received into stock, can be updated directly from the Deliveries function (GESSDH) if the entry transaction Delivery category is set to Nonbillable or All types, and if the product is non-billable. The delivery details are reflected in the material task line with the delivery transaction updating the Being delivered and Delivered quantity fields, the operational task allocation fields Allocated quantity and Allocation status, and the Delivery status field.

Similarly, the Returns function (GESSRH) can directly update material requirements tasks that are deliverable when the product is non-billable.

Additional billing processes

Progress billing

Progress billing provides an additional billing process that can be used alongside existing customer billing processes. Progress billing integrates directly with the scheduled invoice generation functionality in the Sales module to control the issue of scheduled invoices according to the progress of a project, budget or task, until its completion.

Milestone billing

Milestone billing is an additional billing process that releases an invoice to a customer when a project task is closed, or a project budget is delivered or closed, that is, when the milestone is reached. This provides an efficient billing process that ensures the timely release of customer invoices.

Purchasing integration

You can raise purchase orders and subcontract orders directly from Project management material requirements tasks using the actions on the task line. The order status "Firm" or "Planned" is determined for individual users by the value of the PJMORDCRE - Create firm order from task parameter (TC chapter, PJM group).

 

Manufacturing integration

 

Before you start

Open: Setup > Manufacturing > Entry transactions

For Project management requirements to be displayed in the manufacturing planning functions the associated entry transactions and requirements parameters must include Project demand.

Project demand transactions must, therefore, be added to each type of entry transaction, as required, to ensure Project management requirements are included in the projections.

• Enterprise planning (GESMGL). Code = MT, Type = Project demand.

• Planning workbench (GESMDL). Code = MT, Type = Project demand.

• Grouping (GESMRL). Project display field.

Enterprise planning (GESMGL)

The requirements calculation parameters are mandatory in order for MRP (Material Requirements Planning) to work properly. The setup elements on which the MRP calculations are going to be based must include planned and firm material tasks. To include these, select the following check boxes in the MRP calculation section in the Requirements parameters function (GESPCB):

1. Project task planned
2. Project task firm

Direct orders

You can raise work orders and subcontract orders directly from Project management material requirements tasks using the actions on the task line. The order status "Firm" or "Planned" is determined for individual users by the value of the PJMORDCRE - Create firm order from task parameter (TC chapter, PJM group).

You can view orders associated with a material requirements task using the Associated orders action on the task line.

Planning

Two order types are defined for requirements arising from material tasks:

• Planned material tasks are defined as order type MTP.
• Firm material tasks are defined as order type MTF.
  

MRP (FUNMRP/FUNMRPG) generates separate work order suggestions and purchase order suggestions for each project requirement, that is from the material tasks defined on a project. This enables tracking of deliveries and costs. The generated project-specific suggestions are independent of other suggestions for the same product.

• Product records linked to a project material task are treated as managed By order, that is the MRP calculations create unique replenishments, irrespective of the management mode of the product (By order/Available stock).
  • For demand arising from a Project management material task (order types MTP and MTF) a work order suggestion or purchase order suggestion will be created. Each suggestion will be unique, and therefore, independent of other suggestions for the same product.
Aggregation rules are still applied to products with no project requirements.
The current stock rules for products with non-project requirements have not changed.
• Exploding a bill of materials (BOM):
  • If the management mode of a product is Available stock, the project number (Project field (PJT)) is removed from the work order suggestion (WOS) or purchase order suggestion (POS) resulting from planned (type MWP) or firm (type MWF) material demand.
• Using free stock:
  • The current stock assignment rules have not changed. MRP will use free stock or unallocated work in progress stock, regardless of whether it is linked to the project or not.
• If the management mode of a product is By order, the project number (Project field (PJT)) is initialized based on the work order suggestion (WOS) or purchase order suggestion (POS) resulting from the planned (type MWP) or firm (type MWF) material demand.
  • If the assignment rule with the standardized project priority has been assigned to the product, MRP will only generate new suggestions for the project for any outstanding quantities; if the product does not have an assignment rule defined, MRP will not use the free stock and will create new suggestions for the project. You can perform a manual stock allocation, if required.

  • If stock has been manually allocated in part to the material task, MRP only creates a new suggestion for the outstanding quantity.

As a result, the following functions display demand from Project management:

• Enterprise planning (FUNGBENCH)

This function includes a range of projects or project tasks in the selection criteria.

The list of projected events includes demand from Project management as order type Project demand and the status Planned (MTP) or Firm (MTF). Individual work order suggestions and purchase order suggestions are generated, as appropriate, for each component related to the projects included in the selection criteria.

You can plan or initiate (change to planned or firm orders) individual suggestions if the project material task relating to the component has been launched. The generated order will display the project and task in the universal Project field (PJT). Stock is allocated to the initiated order automatically if an assignment rule with a standardized project priority has been defined for the product.

In the case of planned tasks, although you cannot initiate suggestions until the project material task relating to the component has been launched they do provide visibility and forecasts for buyers and planners.

If a sales order line is created linked to a material task through the Project field a sales order requirement (SOF) is also created. To avoid duplicating a product requirement the MTP/MTF order quantity is reduced to account for the SOF quantity.

Sales order and material task quantities are always balanced for a project requirement. A sales order raised for a material task decreases the material task quantity; a sales order linked post material task creation also decreases the material task quantity and increases the sales order quantity when the sales order is saved. Note, however, that if a global or detailed allocation already exists on the sales order line when the line is linked to a project, and the material task also has an allocated quantity, the allocation defined on the task product line is replaced by the allocation on the sales order line. Should a sales order line or project link on a sales order line be deleted, the allocation is not transferred back to the project material task. You can allocate the stock manually, if required.​​

You can launch Enterprise planning for an individual project from the Enterprise planning action in the Project management Action panel (WIPS / Enterprise planning). This action is available at the project level, the budget level and at the operational (task) level.

• Planning workbench (FUNDBENCH)

The list of projected stock movements includes demand from Project management as order type Project demand and the status Planned (MTP) or Firm (MTF).



Planning workbench (FUNDBENCH)

Generating orders

You can raise work orders, purchase orders and subcontract orders directly from Project management using the Enterprise planning function (FUNGBENCH).

Reminder: Enterprise planningYou can launch Enterprise planning for an individual project from the Enterprise planning action in the Project management Action panel (WIPS / Enterprise planning).

Click Plan/Initiate or Plan/Order (as available) from the Actions menu to plan and create the order.
Complete the details of the order and process (action) as required.

The following functions have also been enhanced to process orders arising from demand from Project management:

• Assignment workbench (FUNMLINK)

Orders that are directly related to a project will be proposed ahead of other orders to cover any project demand. Orders that are related to a specific project are never proposed to cover demand for a different project.

• Grouping (FUNMPICK)

The management mode of the product (By order/Available stock) is considered for grouping the work order suggestions and purchase order suggestions.

The following rules are applied:

1. Records arising from a project demand, which cannot be processed because the project task line is not "launched", will not be displayed in the table.

Clicking the Search action results in records being marked as to be grouped, however only under the following circumstances:

1. Management mode of the product not set:

Purchase order suggestions (POS), subcontract order suggestions (EOS) and work order suggestions (WOS) arising from demand from order type MTF cannot be grouped with POS, EOS or WOS arising from demand from firm material orders (type MWF).

2. Management mode of the product set to Available stock:

POS, EOS and WOS arising from demand from order type MTF can be grouped with demand for the same project (Project field (PJT)).
POS, EOS and WOS arising from demand from order type MWF can be grouped. The universal Project field (PJT) is not considered for the grouping.

3. Management mode of the product set to By order:

POS, EOS and WOS arising from demand from order type MWF can be grouped if the Project field (PJT) is blank. If the Project field is populated, POS, EOS and WOS arising from demand from order type MWF cannot be grouped.

2. No other records are available for selection (the Pick check box is not available).
3. Other records are available for selection if the Exclude all action is clicked.
4. If the Pick check box on the first line is selected, the Pick check box for records that can be grouped are made available for selection. The Pick check box for all other records remains unavailable.

Example

Plan/Initiate suggestions: Order type MTP

The Plan/Initiate action considers the project task status of the original demand:

The following rules are applied:

• Management mode of the product not set:
• POS, EOS and WOS arising from demand from order type MTP cannot be launched (planned or firm order) if the project task is not launched.
• Management mode of the product set to Available stock:
• POS, EOS and WOS arising from demand from order types MWP and MWF can be launched. The universal Project field (PJT) is not considered. The status of the project task is not considered.
• Management mode of the product set to By order:
• POS, EOS and WOS arising from demand from order types MWP and MWF cannot be launched if the Project field (PJT) is populated and if the project task is not launched. A "task has not been launched" error is displayed.

Automatic release (FUNMAUTR): Order type MTP

The project task status of the original demand (order types MTP and MTF) is considered for an "automatic release":

The following rules are applied:

• Work orders (WOS) selected for processing (via the View action) are displayed if they can be released. Work orders that cannot be released are not displayed.
  • Management mode of the product not set:
  • Work orders arising from demand from order type MTP cannot be launched (planned or firm order) if the project task is not launched.
  • Management mode of the product set to Available stock:
  • Work orders arising from demand from order types MWP and MWF can be launched. The universal Project field (PJT) is not considered. The status of the project task is not considered.
  • Management mode of the product set to By order:
  • Work orders arising from demand from order types MWP and MWF cannot be launched if the Project field (PJT) is populated and if the project task is not launched. An error is displayed.

Replanning

In an ideal situation, MRP generates one work order suggestion or purchase order suggestion to cover one demand, that is, resulting in a 1 : 1 relationship. This section explains what happens to the MRP calculations if the quantity in a project task line is increased.

The analysis used for each resource can be one of the following:

1. No processing: MRP creates a new suggestion if the quantity of the demand is increased.
2. Messages only: MRP optionally creates a new suggestion if the quantity of the demand is increased. MRP also optionally creates an alternative suggestion to increase the quantity of an existing work order/purchase order.
   • A single project demand can therefore generate multiple work order suggestions or purchase order suggestion, that is, resulting in a 1 : n relationship.
3. Simulation (to modify dates and suggested quantities): MRP only creates a suggestion to increase the quantity of an existing work order/purchase order if the quantity of the demand is increased.

The following rules are applied:

• The replanning analysis for demand from project tasks (order types MTP/MTF and MWP/MWF) will be carried out using the Simulation mode.
  • MRP always, therefore, creates a suggestion to increase the quantity of the existing project-related work order/purchase order if the quantity of the demand is increased.
  • A 1 : 1 relationship between demand and the order covering the demand is therefore maintained.

Summary: Product management mode (By order/Available stock)

Aggregation rules

The product management mode has an impact on aggregation rules, as follows:

• Management mode of the product set to By order:

Order aggregation is not allowed. This is to ensure the link between the product requirement and the project is secured. With the assignment rule Standardized project applied, the stock is thereby reserved for the project.
See below for cost valuation information.

• Management mode of the product set to Available stock:

The standard aggregation rules are applied.

Exception: Products directly attached to a material task are considered as managed By order by the MRP calculations. A unique replenishment is therefore created, irrespective of the product management mode.

Valuation methods

The product management mode has an impact on valuation methods applied to a project. The following rules are applied in the financial overview:

• Management mode of the product set to By order:
  • Purchased products are valued using the prices on the purchase document (such as orders or invoices).
  • Manufactured products are valued using the costs of the work order operations and the cost of the work order components managed Available stock (WIPCOST).

  Work order components managed By order are valued using the prices on the purchase document (such as orders or invoices).

Exception: Products directly attached to a material task are considered as managed By order for the project. The valuation is therefore based on the prices on the purchase document.

Stock integration

Assignment rules

Open: Setup > Stock > Assignment rules

The following rules are applied:

1. Project linked orders are only balanced against demand from the same project (order type MTF).

Resources linked to a project must be linked to the requirements for the same project (order type MTF) using a Standardized project assignment rule. This link ensures resources remain project-specific.

Example

A work order for project P1 can only cover demand arising from project P1. It cannot cover an MTF demand arising from project P2 or any other project task, or a non-project demand (order type MWF).

2. The standard assignment and allocations rules (by quantity) for resources only apply to firm material tasks (order type MTF).

Demand (a requirement) from a planned material task (order type MTP) is never assigned or allocated.

3. Allocations are only made from existing stock, that is, stock can be allocated to a task if is available and respects the allocation rules.

Assignment rules (GESPTO)