Projects ➔ Entries ➔ Additional costs
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 projects.
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 columns screen.
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 number.
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 ➔ Entries ➔ 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 sales order.
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.