Setting up Project management

General parameters

Open: Setup > General parameters > Parameter values

You can set parameters to provide default entry values. The following groups are applicable to Project management:

Miscellaneous - TC (Common data) chapter / MIS (Miscellaneous) group
Project management - TC (Common data) chapter / PJM (Project management) group

To add or amend the default parameters, click Detail from the Actions menu.

General parameters: Miscellaneous

Define the following miscellaneous parameters to control the use of documents with projects (TC / MIS):

CTLOPPCOD

Should the project code field (Project field) be controlled?

Yes - Control data in the project code field.
No - The project code field is free-format.

Defined at the folder level.

Context (Project field in every Sage X3 function): Control is applied when the Project field is populated.

PJTSNGDOC

Can documents only be linked to a single project?

No - Documents can be linked to multiple projects.
Yes - Documents can only be linked to a single project.

Defined at the company level.

Context (purchase and sales documents): Control is applied to purchase and sales documents when the Project field is populated.

General parameters: Project management

Parameters defined at folder level

Define the following parameters at the folder level to control the entry and management of projects (TC / PJM):

HOURLYUNIT	The default unit of measurement code to be used for hours. This parameter is mandatory. Context (Project management setup): Used in unit of measure (UOM) conversions.
MINUTUNIT	The default unit of measurement code to be used for minutes. This parameter is mandatory. Context (Project management setup): Used in unit of measure (UOM) conversions.
OPPDATUPD	Defines if project start and end dates should be adjusted automatically to reflect the earliest task start date and the latest task end date when the start or end date of an operational task is adjusted. No (default) Yes See also parameter WBSDATUPD. Context (Project): Used in the Project management function (GESPJM).
PCCAUTCRE	Defines whether analytical dimension codes should automatically be created for new cost types. Always Confirmation This parameter is only relevant if the setup of analytical dimensions takes place in Finance. Context (Finance): Used in the cost type management functionality.
PCCCOD	The default cost type for labor costs. Context (Financial overview): Used in the Financial overview function (PJMFINOV0) when the cost type cannot be determined for an expense by the determination rules. See also Project costing: Cost type initialization rules
PCCCODDEF	The default cost type for product costs. Only used if all other cost type codes fail. Context (Financial overview): See parameter PCCCOD.
PCCCODFIN	The default cost type for Finance. Context (Financial overview): See parameter PCCCOD.
PJMCST	Determines the default employee labor rate to be used on a time entry record. Employee - Use the labor rate from the employee's user record. Project cost type - Use the labor rate from the project cost type defined on the time entry line. Context (Time entries): Used in the Time entry function (PJMTE) to initialize the Employee labor rate field. This is the rate used by the financial overview queries for the valuation of time entries (actuals).
PJMCSTLAB	Determines the default project labor rate to be used on a time entry record. Employee - Use the labor rate from the employee's user record. Project cost type - Use the labor rate from the project cost type defined on the time entry line. Context (Time entries): Used in the Time entry function (PJMTE) to initialize the Project labor rate field.
PJMTIMAUTO	Sets the default status of new lines on a time entry record. Yes - Set new time entry lines to Validated status. No - Set new time entry lines to Awaiting validation status. Can be defined at the folder level, the company level, the site level or the user level. Context (Time entries): Used in the Time entry function (PJMTE) to initialize the Validated field.
PJMTIMBUD	Defines if time entry records can be recorded against a budget code without specifying an associated task or operation. Yes No Can be defined at the folder level, the company level or the site level. This parameter can be used in conjunction with the PJMTIMTAS parameter to control mandatory entry of values in the Task code, Operation and Budget code fields. Context (Time entries): Used in the Time entry function (PJMTE) to control mandatory entry of selected fields.
PJMTIMENT	Defines if a Control phase for new time entry lines is in place. Mandatory Not mandatory Can be defined at the folder level, the company level or the site level. Context (Time entries): Used in the Time validation function (PTEVAL) to provide an extra phase of labor time validation.
PJMTIMTAS	Defines if time entry records can be recorded against an operational task without specifying a specific task operation sequence number. Yes No Can be defined at the folder level, the company level or the site level. This parameter can be used in conjunction with the PJMTIMBUD parameter to control mandatory entry of values in the Task code, Operation and Budget code fields. Context (Time entries): Used in the Time entry function (PJMTE) to control mandatory entry of selected fields.
POSTPCCDEF	Determines which cost type code provides the accounting codes to be used for the journal generated for time entry record postings. Project cost type (default), to use the Project cost type record defined against a time entry line. Employee cost type, to use the Employee cost type record defined against a time entry line. Context (Time entries): Used in the Time posting function (PTELABPOS) when a simulated or an actual journal is generated.
POSTRATDEF	Determines which rate to use when charging labor time to projects. Employee labor rate (default), to use the labor rate determined by the value of the PJMCST parameter. Project labor rate, to use the labor rate determined by the value of the PJMCSTLAB parameter. Context (Time entries): Used in the Time posting function (PTELABPOS) when posting labor time to a project.
UPDFCYCCE	When a new project dimension record is created automatically, should the project dimension record in the Dimensions function (GESCCE) default to the project sales site? Yes - The Company/Site/Group field in the Dimensions function (GESCCE) should default to the project sales site (Sales site field in the project header information) when a new project dimension record is created. No - The project dimension site should be left blank. Context (Finance): Used in the Project management function (GESPJM) when a new project is created.
WBSDATUPD	Determines whether parent level task date fields are adjusted manually or automatically to reflect the earliest start date and the latest end date of child level tasks when the start or end date of an operational task, or employee assignment is adjusted. On demand update (default) Automatic update Context (Project): Used in the Project management function (GESPJM) when operational task dates are adjusted in the Task planning.

Parameters defined at company level

Define the following parameters at the company level to control the entry and management of projects (TC / PJM):

GAUPTE

This parameter is set to PTE. This code represents the default Automatic journal template provided with your system that will be used by the time entry posting process. You can change this code.

Context (Time entries): Used in the Time posting function (PTELABPOS) to provide the default journal posting structure.

PJTAUTCRE

Defines whether analytical dimension codes should automatically be created for new project codes.

Always
Confirmation

This parameter is only relevant if the setup of analytical dimensions takes place in Finance.

Context (Finance): Used in the Project management function (GESPJM).

PJTMGT

Should the Project code field be displayed in the business partner functions such as Customer BP invoices (GESBIC) and Supplier BP invoices (GESBIS)?

Context (Finance): Used in BP invoices as there are no entry transactions available for that type of document.

Parameters defined at site level

Define the following parameters at the site level to control the entry and management of projects (TC / PJM):

ESTBILINIT	Defines the source that is to be used to populate the estimated progress percentage of the progress billing process when the Progress status progress percentage is refreshed. Combined (Project progress/Forecast status) (default) Forecast status only (Scheduled invoices) Project progress only Context (Project): Used by the progress billing process when refreshing the Progress status estimated progress.
ESTPRBINIT	Defines the SQL query that is to be executed to initialize the estimated progress of a project budget when the project budget progress percentage is calculated. See Appendix 2: Structured query language (SQL) queries > Estimated progress for the list of master SQL queries delivered with Project management for tracking the estimated progress of a project budget automatically. PJMPRGB3 - Estimated budget progress (STD) is defined as the default SQL query for this parameter but can be changed to execute either PJMPRGB - Estimated budget progress (STD) or PJMPRGB2 - Estimated operation/budget progress (STD) by default. Alternatively you can create a new SQL query and assign it as the default value for this parameter. PJMPRGB2 is particularly useful if your organization is in the services sector and you use labor tasks exclusively. See also parameter ESTPRGMET. Context (Project): Used in the Project management function (GESPJM) when calculating the estimated progress of a project budget automatically.
ESTPRGINIT	Defines the SQL query that is to be executed to initialize the estimated progress of a project when the project progress percentage is calculated. See Appendix 2: Structured query language (SQL) queries > Estimated progress for the list of master SQL queries delivered with Project management for tracking the estimated progress of a project automatically. PJMPRG3 - Estimated progress (STD) is defined as the default SQL query for this parameter but can be changed to execute either PJMPRG - Estimated progress (STD) or PJMPRG2 - Estimated operation progress (STD) by default. Alternatively you can create a new SQL query and assign it as the default value for this parameter. PJMPRG2 is particularly useful if your organization is in the services sector and you use labor tasks exclusively. See also parameter ESTPRGMET. Context (Project): Used in the Project management function (GESPJM) when calculating the estimated progress of a project automatically.
ESTPRGMET	Defines whether the estimated progress of a project or a project budget is entered manually or calculated automatically. Manual entry or calculated (default) Manual entry Calculated Context (Project and Budget): Used in the Project management function (GESPJM) when tracking expenses recorded against the project. A Refresh icon is provided in the project and in the cost structure respectively for calculating estimated progress automatically.
ESTPRGSYNC	Defines if the estimated progress of a project, a project budget or a project task is to be calculated automatically from financial snapshots. Yes No Context (Project): Used in the Project management function (GESPJM) to update the Estimated progress (%) fields when a financial snapshot is extracted for the project.
ESTPRTINIT	Defines the SQL query that is to be executed to initialize the estimated progress of a project task when the project task progress percentage is calculated. See Appendix 2: Structured query language (SQL) queries > Estimated progress for the list of master SQL queries delivered with Project management for tracking the estimated progress of a project task automatically. PJMPRGT is defined as the default SQL query for this parameter but can be changed. See also parameter ESTPRTMET. Context (Project): Used in the Project management function (GESPJM) when calculating the estimated progress of a project task automatically.
ESTPRTMET	Defines whether the estimated progress of a project task is entered manually or calculated automatically. Manual entry or calculated (default) Manual entry Calculated Context (Project and Budget): Used in the Project management function (GESPJM) when tracking expenses recorded against the project. A Refresh icon is provided in the operational structure for calculating estimated progress automatically.
ESTREVINIT	Defines the SQL query that is to be executed to initialize the estimated revenue for a project when the project revenue value is calculated. See Appendix 2: Structured query language (SQL) queries > Estimated revenue for the list of master SQL queries delivered with Project management for tracking the estimated revenue for a project automatically. PJMREV is defined as the default value for this parameter but can be changed. See also parameter ESTREVMET. Context (Finance): Used in the Project management function (GESPJM).
ESTREVMET	Defines whether the estimated revenue for a project is entered manually or calculated automatically. Manual entry or calculated (default) Manual entry Calculated Context (Finance): Used in the Project management function (GESPJM). A Refresh icon is provided in the project for calculating estimated revenue automatically.
ESTREVSYNC	Defines if the estimated revenue upon completion of a project is to be calculated automatically from financial snapshots. Yes No Context (Finance): Used in the Project management function (GESPJM) to update the Estimated revenue at completion field when a financial snapshot is extracted for the project.
FINOVERSYN	Defines if the financial status of a project and the cost structure is to be refreshed automatically from financial snapshots. Yes No Context (Finance): Used in the Project management function (GESPJM) to update the project and cost structure Financial status sections when a financial snapshot is extracted for the project.
PJMDATCTRL	Is the last date for entering an employee time entry record controlled? Yes No See also parameters PJMENDPRD and PJMSTRPRD. Context (Time entries): Used in the Time entry function (PJMTE). This parameter is combined with the PJMSTRPRD and PJMENDPRD parameters to define a valid period for entering time entry records. Combined, these parameters force the recording of time spent on projects within an acceptable range of dates.
PJMENDPRD	The permitted number of days after the end of the current period for entering employee time entry records. For example, set to "30" if time entry records must be entered by the end of the current period +30 days. Context (Time entries): See parameter PJMDATCTRL.
PJMOPECST	Defines whether the hourly labor rate of a task operation should default to the hourly rate defined on the costing dimension record or the project cost type record linked to the work center. Costing dimension Project cost type Context (Task operations): Used during the entry of a task operation.
PJMSTRPRD	The permitted number of days for entering employee time entry records. For example, set to "30" if time entry records can only be entered during a 30 day window (period). This would mean employees can only record time entry records for the previous 29 days and the current date. Context (Time entries): See parameter PJMDATCTRL.
PSOREV	Defines if project sales documents can be revised and a new project sales document with an incremental revision number generated. Not managed (default) Managed on demand Managed automatically Context (Saleable products): Used in the Sales document creation function (GESPSO).
TASBUDAUT	Should a budget code be automatically created for a project when a task is created? Yes No This parameter sets the default value for the Budget auto. creation check box on the project definition (General section, Management block). Context (Project tasks): Used in the Project management function (GESPJM).
UNITWORK	This parameter provides the default time unit for time entry records and the financial overviews. It is set to HR. This code represents the default labor unit of time. Context (Project management setup): Default labor unit of time. See also Employee time tracking Financial overviews
WOPJMMSG	Must all released product lines on a work order be for the same project? Yes No Sage recommends this parameter is set to Yes. Set to Yes, if a work order has multiple released products, all product lines must be for the same project as the first released product line, or blank (not assigned to a project). Set to No, a warning will be displayed when a project code is entered that does not match the project code assigned to the first released product line but the addition of the product/project to the work order will not be prevented. Sage recommends that a work order for a project should be single product only. That is, one work order, for one product, for one project. Context (Manufacturing integration): Used in the Work order function (GESMFG).

Parameters defined at user level

Define the following parameters on the user record to control and manage their Project management activity (TC / PJM):

PJMLOGFIL

Determines whether a technical log file should be generated when the user runs a Project management financial overview

Context (Financial overview): Used in the Financial overview function (PJMFINOV0).

PJMORDCRE

Determines whether the user is permitted to raise orders directly from project material requirements tasks as "Firm" orders.

Context (Material requirements tasks): Used in the Project management function (GESPJM).

PJMORDTRA

Defines the default Enterprise planning entry transaction for this user.

PLN is defined as the default value for this parameter but can be changed.

Context (Material requirements tasks): Used in the Project management function (GESPJM) when selecting the Associated orders action for a material requirements task.

Sequence numbers

Open: Setup > General parameters > Sequence number definition > Structures

Open: Development > Utilities > Miscellaneous > Sequence number values

Open: Setup > General parameters > Sequence number definition > Assignment

Project management and Customer relation management (CRM) both use the Project management sequence numbers defined in the Common data module. The CRM sequence numbers in the Assignment function (GESTCA) are therefore obsolete and will be deleted in a future release of Sage X3.

To generate sequence numbers automatically in the Project management functions the components that make up the structure of the sequence numbers have been defined as follows. You can use the Structures function (GESANM) to change the components to suit your organization.

Sequence number	Description	Default components
BDG	Budget code	3-character prefix BU-, plus 5 sequential numbers. For example, BU-00001.
PBU	Project budget - Entry number	3-character prefix PBU, plus 12 sequential numbers. For example, PBU000000000001.
PJM	Project management	5-character site, plus 2-character year, plus 2-character month, plus 6 sequential numbers. For example, SVR022103000001.
PRGB	Progress billing plan	3-character prefix PRG, plus 5-character site, plus 6 sequential numbers. For example, PRGSVR02000001.
PSO	Project management sold product	3-character prefix PSO, plus 12 sequential numbers. For example, PSO000000000001.
SNP	Financial snapshots	3-character prefix SNP, plus 5-character site, plus 6 sequential numbers. For example, SNPSVR02000001.
SNPP	Project snapshots	3-character prefix SNP, plus 5-character site, plus 6 sequential numbers. For example, SNPSVR02000001.
TAS	Project task - Entry number	3-character prefix TAS, plus 12 sequential numbers. For example, TAS000000000001.
TSK	Task code	3-character prefix TA-, plus 5 sequential numbers. For example, TA-00001.

The total length of the individual components is displayed in the Length field (Miscellaneous block).

You can use fewer characters but you cannot exceed this length.

Project management costs can be tracked using financial data and dimension codes. If using this method you must consider the limited length of any analytical dimension codes.

Sage advises that you do not exceed a maximum length of 15 characters for the PJM - Project management sequence number. This ensures you can generate an analytical dimension code to analytically track a project in the Financials module (analytical dimension codes are restricted to a maximum of 15 characters).

Structures (GESANM): PJM - Project management number structure (predefined)

Now set the sequence number start value. You can do this using one of the following methods:
1. Select the Reset to zero check box in the Miscellaneous block.
2. Use the Sequence number values function (MODCPT), if available, to set the start value for each component of the counter.

Remove the Sequence number values function (MODCPT) from the menu when Project management has "gone live". This will ensure the sequence numbers will remain chronological.

Use the sequence number Assignment function (GESTCA) to assign each sequence number to a specific type of transaction. For example, assign the PSO sequence number to the PJM sold products document type. Sequence numbers used by Project management are in the Common data module.

Functional authorization

Open: Setup > Users > Functional authorization

Use the Functional authorization function (GESAFP) to define access controls to the Project management functions for each functional profile code.

Function code	Function name	Access	Option - Significance	Action / Option description	Comments
		Yes / No	C	Create	All function codes in this table, excluding PJMSTAUPD - Status update.
		Yes / No	M	Change	All function codes in this table, excluding PJMSTAUPD - Status update.
		Yes / No	S	Delete	All function codes in this table, excluding PJMSTAUPD - Status update.
GESPJM	Project management	Yes / No	2	Cost structure
		Yes / No	5	Task planning
		Yes / No	U	Project overview
		Yes / No	1	Financial overview
		Yes / No	!	Financial snapshot comparison
		Yes / No	3	Change status
		Yes / No	4	Project copy
		Yes / No	6	Saleable products
		Yes / No	7	Scheduled invoice update
GESPJMOPSNP	Project snapshots	Yes / No	1	Snapshot extraction
GESPJMSNP	Financial snapshots	Yes / No	1	Financial snapshot extraction
PJMACTBUD	Project budgets	Yes / No	2	Change status
PJMACTBUD	Project budgets	Yes / No	5	Budget automation
PJMACTTAS	Project tasks	Yes / No	1	Change status
		Yes / No	O	Operation status change
		Yes / No	6	Remaining load update
PJMBIL	Progress billing	Yes / No	1	Milestone reached	Authorization is required to use the Milestone reached check box with the progress billing functionality. You use this check box to close project tasks and budgets defined as milestones and consequently make associated scheduled invoices billable, and to reopen a milestone.

PJMSTAUPD	Status update	Yes / No	4	Plan	The status of the various elements of a project (including budgets, tasks and operations) can be changed as and when required using actions. Although there are controls in place to ensure an element can only advance to the next stage in the cycle when the current stage is completed, authorization for each "status change" action must be provided.
		Yes / No	5	Launch
		Yes / No	6	Deliver
		Yes / No	7	Close
		Yes / No	8	Suspend
		Yes / No	9	Reactivate