During the course of a project, you need to realize or
register the actual time and material spent on the project. Realizations refers
to the actual time and material spent by a person to perform the planned or
unplanned tasks. The time and material may be in the form of hour
items or standard items with the Sales attribute. The standard items
include expense items such as mileage, car park, and phone bills
whereas the hour items are the working hours or labor hour capacity of a person.
Depending on the project type, realization of time and material is necessary
before they can be invoiced to customers. Besides that, there is a
need to account for all the actual costs and be able to compare the budgeted
costs with the actual costs.
In this screen, you can perform realizations for a project
without specifying a person on a weekly basis. The project or person’s manager can perform
realizations on your behalf if the To enter hour realizations for others
check box listed in Projects under Functions, in the Rights
tab of the security role maintenance screen has been selected.
The realizations require verification
and authorization by the project or person’s manager before they can
be invoiced. For more information, see Overview of realizations
and purchase journal entries to be authorized and How-to: Managing
If the authorized realizations are incorrect, you can
still edit the hour items linked to time and material, fixed, or training
projects in terms of price and quantity before invoicing the customers. The
realizations linked to standard items can be edited for invoicing
purposes only if you have selected the Hour entries check box under the Include
section of the MRP calculation functionality. After editing, the realizations
need to be authorized again. This flexibility allows you to invoice your
customers accordingly in case of changes in price and quantity after the realizations
have been performed. Once processed, you can view the realizations by
selecting the Show: Standard (Items) check box in the Format
The information in this document is applicable to product
update 419 and higher. If you have versions lower than this, certain features
explained here will not be applicable.
You can retrieve the items linked to planned tasks and/or
realized items linked to unplanned tasks by defining the realization week
Type or select a week number to perform realizations on this
week. Click or to go to the previous or following week respectively.
This displays the code and description of the project
selected in the Project column. This information cannot be edited.
This displays the planned costs of the project selected in the
Project column. This information cannot be edited.
This displays the description of the item selected in the
Hour / Item code column. This information cannot be edited.
This displays the code and description of the warehouse
linked to the item selected in the Hour / Item code column.
This displays the code and description of the output item
linked to the project selected in the Project column. This information
cannot be edited.
Select the account for the project realization. You can
select Account, Invoice to, Ordered by, or Delivery to.
By default, Account is selected.
After defining the criteria, press the TAB key to display
the tasks that meet the defined criteria or to enter the next information.
When performing realizations of unplanned tasks, a list of
options will be displayed when you press the F2 key in the Project, Hour
/ Item code, and other columns. From the list, make a selection and click Select.
Note: It is possible that not all columns in this
example are displayed. If you click , you can add or delete columns as required.
By default, the Realization date, Project, Hour
/ Item code, Start time, End time, Actuals, and Amount
columns will be displayed.
Type or select a date to perform realizations on this date.
The date must be within the week selected at Week. By default,
the date of the first day of the selected week is displayed.
Type or select a project to perform realizations
for this project. By default, this column displays the code of the
project linked to a planned task.
Type or select a standard item with the Sales
attribute or an hour item linked to the selected project to perform
realizations for this item. By default, this column displays the code of the
item linked to a planned task.
Note: Outsourced items will not be displayed from the
selection screen because outsourced items are not stock items. As such, you are
not required to create extra issues at the production issue, internal machine,
or person planning. Expense items cannot be used in this menu path because
there is no creditor linked to the person whose hour planning is reflected. Use
the Projects ➔
➔ Realizations menu path to enter the expense items.
Type or select the start time of a task linked to
the selected item and project. By default, this column displays the start
time of the planned task or the start time of the next available work schedule
of the unplanned task. Changing the time and clicking TAB will change the
values in the Actuals and Amount columns accordingly.
Note: This column is enabled only if you have
selected an hour item at Hour/Item code.
Type or select the end time of a task linked to the
selected item and project. By default, this column displays the end time
of the planned task will. Changing the time and clicking TAB will change
the values in the Actuals and Amount columns accordingly.
Type the actual number of items that has been spent.
Changing the time and clicking TAB will change the values in the End time
and Amount columns accordingly.
Note: You can realize more or less than the hours
planned on a time and material project. After authorizing the realizations
which are more than planned, additional lines are added to the corresponding
Before a realization is saved, this column displays the
amount incurred based on the currency defined for the corresponding item in the
item maintenance screen. Once a realization is saved for processing, this
column displays the amount incurred based on the currency used for invoicing.
When you go to Projects ➔ Entries ➔ Authorise to authorize the
realized tasks, you will see the Authorise hours screen. For example,
the additional cost will be displayed as “Additional costs/hour planning, -3”,
whereby “Hour planning” is defined at Planning Person, under the Planning
section of the Project general settings. For more information, see Project settings.
Click this to obtain an overview of people planning and
tasks. For more information, see Overview of people planning and tasks.
Click this to view a project transaction card. For more
information, see Viewing project transaction cards.
Click this to save the changes and process the realization.
Click this to exit.