Projects ➔ Entries ➔ Realizations
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 resource 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 resource. 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 yourself on a daily basis. The project or resource 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 is selected.
The realizations require verification and authorization by the project or resource 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 select 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 are performed. Once processed, you can view the realizations by selecting the Show: Standard (Items) check box in the Format columns screen.
You can retrieve the items linked to planned tasks and/or realized items linked to unplanned tasks by defining the resource and realization date. A list of options will be displayed when you click at Resource. From the list, make a selection and click Select.
Type or select a resource to perform realizations for this resource. By default, the resource that is currently logged on to the system is displayed.
This displays the cost center of the selected resource. This information cannot be edited.
Type or select a date to perform realizations on this date. By default, the current date is displayed.
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.
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 click or F2 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 Project, Hour/Item code, Start time, End time, Actuals, and Amount columns will be displayed. If you need to enter an expense claim for an item which is not in the default currency, you can display the Original currency, Currency, and Original amount columns. For example, the expense claim of a resource planned in a sales order is RM100.00. However, under the Conditions section of the sales order, the currency of the invoice is defined in EUR. When you recalculate the sales order, the total amount is EUR 477.84 in lieu of RM100.00. You may need to display the Operations and Status columns if you are realizing a task linked to an item and a production project.
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 resource planning.
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 workschedule of the unplanned task. Changing the time and clicking TAB will change 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 Actuals and Amount columns accordingly.
This column displays the amount incurred based on the currency defined in the corresponding item maintenance screen.
Note: This information is available only when the currency used for invoicing is different from the currency defined in the corresponding item maintenance screen.
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.
Note: This can be edited only if you have selected an expense item at Hour / Item code. An expense item is an item which is linked to a creditor account.
This column displays the number of planned items. This information is useful as reference before entering the actual quantity of hours spent on a task in the Actuals column. This information cannot be edited.
Type the actual number of items that has been spent. Changing the time and clicking TAB will change 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.
Once a realization is saved for processing, this column displays the currency defined in the corresponding item maintenance screen.
Note: This is enabled only when the currency used for invoicing as defined via the corresponding sales order is different from the currency defined for the corresponding item maintenance screen.
Before a realization is saved, this column displays the currency defined for the corresponding item in the item master card. Once a realization is saved for processing, this displays the currency used for invoicing.
This column displays the step number and code of the operation linked to the production order of the selected project. It is enabled for editing while entering a realization for a production project and disabled in the planning stage and after a realization is processed.
Note: The Operation check box in the Format columns screen will only be available if you select the Operation check box under the Operations section in Manufacturing settings.
Select Open, Released, or Completed to define the status of the corresponding operation. This is enabled only when the task is linked to a production project.
Note: The Status check box in the Format columns screen will only be available if you select the Operation check box under the Operations section in Manufacturing settings.
Click this to obtain an overview of resource planning and tasks.
Click this to view a project transaction card.
Click this to save the changes and process the realization.
Click this to exit.