Prerequisites

Functional

Modules

Your system license must include the following module to use the Project management functionality:

• Manufacturing

Activity codes

Open: Development > Data and parameters > Development setup > Activity codes

You must activate the following activity codes to use the Project management functionality:

Activity code	Description	Module	Purpose
PJM	Project management	Common Data	Project management enables customers to track their projects using a systematic approach. Project management can help: Prevent unnecessary changes to a project. Ensure budgets are followed. Ensure that costs are tracked efficiently. Provide a greater likelihood of achieving the objectives of the project within the agreed timescale and budget.
PJMBU	Budgets treeview	Common Data	This activity code is used with hierarchical views to define if the full Budget (Cost) structure associated with a project can be displayed as a hierarchy (tree structure).
PJMGR	PJM grids	Common Data	This activity code is used to control the number of lines displayed in Project management functions that display a table of search results. For example, the Status update function (PJMSTAUPD) displays elements of a project that meet the defined selection criteria in a table of results. The number of lines included in the table are controlled by this activity code.
PJMPO	Project overview	Common Data	This activity code is used to define the size of the hierarchy block (area) for hierarchical views, that is, it determines how many lines can be displayed in the hierarchy (tree structure).
PJMTA	Tasks treeview	Common Data	This activity code is used with hierarchical views to define if the full Operational (Task) structure associated with a project can be displayed as a hierarchy (tree structure).
PJMTI	Time entry	Common Data	This activity code defines the number of lines available in the Time entry function (PJMTE) for recording time against projects, task operations and budget codes.

Local menus

Open: Development > Data and parameters > Tables > Local menus - messages

Chapter	Description	Purpose
2249	Project status	This local menu defines each stage of a project in the project cycle.
7716	Budget automation processing options	This local menu defines the default processing options for generating budget lines automatically. The budget lines generation functionality can create accurate budget forecasts for a project automatically.
7717	Saleable product list automation	This local menu defines the default processing options for generating saleable product lists automatically. The sales document creation functionality can automatically create an accurate list of products for sale for a project.

Miscellaneous tables

Open: Common data > Common data > Miscellaneous tables

Table	Description	Purpose
385	Progress range	This table defines the completion progress of projects as a range of percentages. For example, 0% - 20%, 20% - 40%. Progress ranges provide a means of estimating progress of a project. Selecting a progress range on a project, a task or a budget will initialize the Estimated progress (%) field by the Default rate defined in this table for each range.
386	Cost type group	This table defines cost type groups. For example, Sales, Development, Labor, Products on demand, Products in stock. Cost type groups provide a means of grouping together similar cost types. This might be for statistical purposes or for identification purposes.
388	Financial view	This table defines control (yes / no) values and the display behavior for financial overviews such as expenses, revenue and commitments. Control values must be defined for all required financial groups and the group activated (Active field) before project management costs can be tracked. Default values for groups 10 (Expenses) and 20 (Revenue) are provided but can be amended.
418	Competitors	This table defines competitor codes. For example, A1 (Major), B1 (Minor). Competitor codes provide a means of grouping together similar competitors. This might be for statistical purposes or for identification purposes.
434	Project category	This table defines project category codes. For example, FRA (France), GBR (Great Britain), P1 (Production), S1 (Service), DO1 (Domestic), RT1 (Retail). Project categories provide a means of grouping together similar projects. This might be for statistical purposes or for identification purposes.
639	Project employee roles	This table defines the roles of the people involved in both the project and the project management lifecycles. For example, consultancy, engineer, training. Roles must be defined before they can be attributed to a user.

Users

Open: Setup > Users > Users | Project management

Open: Setup > Users > Function profile

Open: Setup > Users > Menu profile

All employees that are to be associated with a project must have an active user record defined in the Users function (GESAUS).

Complete the employee’s default Project management fields:

Users (GESAUS): Project management section

Role: Maintained in miscellaneous table 639 - Project employee roles. This field defines the role the employee performs.

To record time against the project, add the employee’s rate for the role in the Hourly rate field.

Active employee on projects: Select this check box if the employee can be assigned to operational project tasks.

The employee cannot be assigned anywhere within the Project management module if you leave this check box clear.

Hourly rate: This field defines the employee 's labor rate. This rate is applied to time entry records for the employee in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions.

Currency: Maintained in the Currencies function (GESTCU).

Cost type: Maintained in the projects Cost type function (GESPJCC).

Time entry: Select this check box if the user can use the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions to record their time against projects.

The user cannot track time either for themselves or other users against projects, or any specific operations they are assigned to if you leave this check box clear.

Time entry administrator: Select this check box if the user is an administrator user and they are permitted to enter, modify, and validate time records for all employees.

Main site and Weekly structure: These fields define the site at which the employee normally works and their shift pattern, their fixed working pattern that includes working days and non-working days within a 7-day week. Sites are maintained in the Sites function (GESFCY); shift patterns are maintained in the Weekly structures (GESTWD) and Time table schemas (GESDIH) functions. You can use the Capacity variations section to define periods of non-availability for the employee, such as when the manufacturing site is closed, or they are on annual leave.

Time category: This field defines the default time category for the employee when they are assigned to an operation. This time category also becomes the default time category for this employee when they track time on projects if the project has no specific time category defined.

Accounting codes

Open: Setup > Financials > Accounting interface > Accounting codes

Open: Setup > Financials > Accounting interface > Accounting code lines

You use the Accounting codes function (GESCAC) to set up and maintain accounting codes in the Accounting codes table (GACCCODE).

The following accounting code types are supplied with your Sage X3 system:

• Project cost type: This accounting code type is linked to the project Cost types function (GESPJCC).
• Project: This accounting code type is linked to the project in the Project management function (GESPJM).

You must use the Accounting code lines function (GESCCL) to define accounting code lines for Project cost type and Project.

Project cost type and Project are used by the default Automatic journal to look up the accounts to be used for time entry posting journals.

Assignment rules

Open: Setup > Stock > Assignment rules

You use the Assignment rules function (GESPTO) to set up rules in the Assignment rules table (PARMTO) that link requirements with resources, and vice versa.

To automatically allocate stock to demand arising from a Project management material task (order types MTP and MTF) you must define a product assignment rule with a standardized supply priority. Create a PJM - Project management rule with the following fields set as described below:

• Rule: Set to PJM - Project management.
• Back-to-back block:

  Exclusive: Leave this check box clear.

  If you select this check box a resource cannot be assigned to multiple requirements, and vice versa.
• Parameters block:

  Allow automatic processing: Select this check box.

  Automatic adjustment: Select this check box.

• Automatic adjustment block:

  Requirement change: Select this check box.

  Delete/replace forced assignments: Select this check box.

  Resource change: Select this check box.

• Supply priority block:

  Standardized project: Set to Yes.

  This field links orders based on a Standardized project priority.

  

  Assignment rules (GESPTO): Standardized project priority

Automatic journals

Open: Setup > Financials > Accounting interface > Automatic journals

Open: Setup > Financials > Accounting interface > Automatic journal variables

You use the Automatic journals function (GESGAU) to set up and maintain journal structures in the Automatic journals tables (GAUTACE, GAUTACED and GAUTACEF).

The following are supplied with your Sage X3 system:

• Automatic journal entry code PTE.

PTE provides the default journal structure for time entry postings (using the Time posting function (PTELABPOS)).

To use a different journal code, change the value of the GAUPTE - Time entry automatic journal parameter (TC chapter, PJM group).
• Automatic journal variable AMTPJMTIME.

AMTPJMTIME forces posted values to use the currency rates defined on a time entry line instead of the default rates.

Business partners

Business partners: BPs

Open: Common data > BPs > BPs

Using the BPs function (GESBPR), you must define all partners that will be charged for resource costs against a specific project as business partners (BPs). This is to enable an invoice to be raised through accounts receivable. Resource costs include project management, consultancy and training.

Business partners: Customers

Open: Common data > BPs > Customers

Using the Customers function (GESBPC), you must define all customers against which costs will be raised as business partners (BPs).

Business partners: Sales reps

Open: Common data > BPs > Sales reps

Using the Sales reps function (GESREP), you must define all sales personnel that will receive commission from a project as sales representatives.

Business partners: Invoicing terms

Open: Common data > BP tables > Invoicing terms

Using the Invoicing terms function (GESINVCND), you must define an invoicing schedule for products being sold as non-deliverable generic or service items that will be billed using a progress billing invoicing process. The invoicing schedule can have a fixed percentage or an invoicing frequency but is a prerequisite to using the Sales module with progress billing.

Currencies

Open: Common data > Common tables > Currencies

Open: Common data > Common tables > Currency rates

• Currency conversions must be maintained and up to date in the Currency rates function (COURDEV).

You use the Currencies function (GESTCU) to set up and maintain currency codes in the Currencies table (TABCUR).

Currency conversions ensure the actual financial status of a project relative to its budgets is tracked in real time.

Dimensions

Open: Common data > G/L accounting tables > Analytical > Dimensions

Open: Setup > Organizational structure > Dimension types

Open: Setup > Financials > Accounting interface > Default dimensions

You use the Dimensions function (GESCCE) to set up and maintain dimension codes in the Dimensions table (CACCE).

You use the Dimension types function (GESDIE) to assign dimension codes to a specific Dimension type which defines the format of the dimension code.

Using the Default dimensions function (GESCDE), you must define default dimension codes to provide the project dimension type for each functional area. Default dimensions must contain appropriate identifiers including search allocation rules and calculation formulas.

Dimension codes are stored on cost type and project records.

Expense codes

Open: Setup > A/P-A/R accounting > Expense notes > Expense codes

Expense codes are used by employees to claim reimbursement of expenses such as travel and subsistence incurred whilst on company business, or allowances provided by the company.

You use the Expense codes function (GESTES) to set up and maintain expense codes in the Expenses table (TABEXPENS).

The Expense code defines the unit of measure applicable to the type of expense such as such kilometer, liter, hour, each, the accounting code (and therefore the general ledger postings) (Setup > Financials > Accounting interface > Accounting codes (GESCAC)) and the rate of tax applicable. The Expense code also defines the appropriate dimension codes.

The link between the Expenses table (TABEXPENS) and Project management is via the Cost type field (PCCCOD). You can find this field in the Allocation block. Multiple expense codes can be linked with the same cost type. In an expense context, a cost type defines the types of expense that can affect a project such as travel expenses.

Expense codes (GESTES)

Products

Open: Common data > Products > Products

Open: Common data > Products > Product categories

Open: Common data > Products > Products-sites

Product codes are used in the structure of a project.

You use the Products function (GESITM) to set up and maintain product codes in the Products table (ITMMASTER).

You use the Product categories function (GESITG) to assign a product code to a specific category of product. Product categories are stored in the Product category table (ITMCATEG). The product category defines whether the products are managed or non-managed, that is whether they are inventory or services, what unit of measure (such as liter, hour, each) is applicable to the category, the accounting code (and therefore the general ledger postings) (Setup > Financials > Accounting interface > Accounting codes (GESCAC)), management and analysis information. The product category also defines the costing and valuation methods.

You use the Products-sites function (GESITF) to set up and maintain data associated with a specific product at a specific site in the Products-sites table (ITMFACILIT).

• The link between the Products table (ITMMASTER) and Project management is via the Cost type field (PCCCOD). You can find this field in the Management section, Project block. This field is utilized by the Budget automation process. In a product context, a cost type defines the types of product that can affect a project such as the purchase of raw materials.
You should only define a project cost type for products managed as Available stock and for purchased products managed By order.
You do not need to define a cost type for manufactured products managed By order as the products to be valued, as per their cost type, will be the components in the bill of materials (BOM), not the manufactured product itself. The components will either be managed as Available stock or purchased By order.

• There are two links between the Product category table (ITMCATEG) and Project management:
  1. Via the Sold check box (SALFLG). You can find this check box in the Description section, Flow types block. A sold product added to a sales order line can be included in a progress billing invoicing process if this check box is selected, and the product is defined as either a service item or a generic item (product Category type = Service or Generic).
  For a progress billing invoicing process to create a billing plan on the project level the service item being sold must be defined as non-deliverable (product category Deliverable check box = clear (Description section, Flow types block)).
  2. Via the Bought check box (PURFLG). You can find this check box in the Description section, Flow types block. A purchased product added to a project material task can be included in the Budget automation process if this check box is selected, and the product has a project Cost type (PCCCOD field) defined.
  The Budget automation process does not use the valuation method assigned to a product category (Valuation method field (VLTCOD)) with purchased products.

• There are two links between the Products-sites table (ITMFACILIT) and Project management:
  1. Via the Assignment rule field (PTOCOD). You can find this field in the Planning section, Parameters block.

  For those products that could potentially be associated with a project and that have a management mode set to By order, you must assign the Project management assignment rule that has the standardized project priority. This is to ensure that stock of the product can be allocated to orders to meet demand arising from a Project management material task (order types MTP and MTF).

  Without the standardized project priority assignment rule, automatic stock allocations will not be performed for any MTF orders after receipt of goods. This will result in Material Requirements Planning (MRP) generating new suggestions for all MTP and MTF orders.
  2. Via the valuation Method field (VLTCOD). You can find this field in the Cost section, Valuation block.

  Whilst it is mandatory for a product-site record to have a valuation method assigned, a manufactured product added to a project material task can only be included in the Budget automation process if the following are also defined:

  1. Valuation methods function (GESTCM): The Budget creation check box (PJMBUDMAN) is selected, and at least a primary budgeting method to be used when generating project budget lines is defined (Primary method field (PJMBUDVLTC)).
  2. Cost type function (GESPJCC): Standard cost groups (Material, Machine, Labor) are linked with project cost types.

Revenue recognition rules

Open: Setup > Financials > Accounting forms > Revenue recognition rules

Open: Financials > Closing processes > Revenue recognition > Revenue recognition

Open: Financials > Closing processes > Revenue recognition > Revenue recognition validation

• The REVRC - Revenue recognition activity code must be active to take advantage of this functionality.

You use the Revenue recognition rules function (GESREVREC) to define the revenue recognition rules by company so that you can identify the amount of revenue and costs that should be recognized for project for a given period. The data used to calculate the revenue and costs for a project is based on the method, column type, and the formula defined for each column type.

The link between the Revenue recognition rules table (REVREC) and Project management is via the Revenue recognition rules field. You can find this field in the General section, Financials block.

Revenue recognition for a project is based on one of three methods:

• Manual percentage entry.
• Percentage of costs with estimated margin at completion.
• Percentage of costs without estimated margin at completion.

These methods, in conjunction with the project-related journal entries to the deferred revenue and cost accounts, are used by the Revenue recognition function (GESREVRECV) to calculate the values that should be recognized and then posted to the revenue and cost accounts for a single project. If you want to process revenue for multiple projects, you can use the Revenue recognition validation function (GESREVRECW) which processes entries in a workbench format.

Units

Open: Common data > Common tables > Units of measure

Open: Common data > Common tables > UOM conversion

• Unit of measure conversion values specific to "time" must exist in the UOM conversion function (GESTCO).

You use the Units of measure function (GESTUN) to set up and maintain units of measure in the Units of measure table (TABUNIT). As the number of decimal places defined for sales units directly impacts Progress billing calculations, Sage advises that you set the maximum 6 decimal places for sales units.

Unit of measure conversion values ensure the time planned for a project, budget, or task, or the actual time worked on a project can be tracked using different units and converted.

Valuation methods

Open: Setup > Stock > Valuation methods

You use the Valuation methods function (GESTCM) to define rules for valuing your stock. Your stock valuation rules are stored in the Valuation methods table (TABCOSTMET).

It is mandatory for a valuation method to be assigned to a product-site record (via the valuation Method field (VLTCOD)).

A manufactured product added to a project material task can be included in the Budget automation process if the following are also defined:

• Valuation methods function (GESTCM): The Budget creation check box (PJMBUDMAN) is selected, and at least a primary budgeting method to be used when generating project budget lines is defined (Primary method field (PJMBUDVLTC)). You can optionally assign an additional budgeting method (Secondary method field (PJMBUDVLT2)) to be used if the primary budgeting method returns no values.
• Cost type function (GESPJCC): Standard cost groups (Material, Machine, Labor) are linked with project cost types (Cost group link section).

The link between the Valuation methods table (TABCOSTMET) and Project management is via the valuation method assigned to the product, either via the valuation method initialized for the product category or assigned to the product-site record.

Work centers

Open: Manufacturing > Technical data > Work centers > Work centers

Open: Manufacturing > Technical data > Work centers > Work center groups

All operational tasks must be assigned to a work center.

You use the Work centers function (GESMWS) to set up and maintain work centers in the Work centers table (WORKSTATIO).

You use the Work center groups function (GESTWC) to attach a work center to a specific group of work centers. A work center can be one of three types:

• Machine
• Labor
• To manage operations carried out externally by subcontractors.

The work center also defines the costing and valuation methods.

The link between the Work centers table (WORKSTATIO) and Project management is via the Cost type field (PCCCOD). You can find this field in the General section, Project block. Multiple work centers can be linked with the same cost type. In a labor context, a cost type defines the types of labor resource that can affect a project such as operator costs.