Frequently asked questions about Projects


	Working with actual costing
	How do I enter costs and revenues from Profit Financial on a project? If you work with Profit Projecten and Profit Financieel, you can post purchase invoices and cost entries from Profit Financieel as project entries against a project. Just like hours, materials and units, you can also charge the client for purchase invoices and other costs in case of automatic invoicing 'based on cost plus'. You can specify this when entering the purchase invoice or the costs and enter a surcharge percentage for calculating the amount to be charged. You can also transfer purchase invoices or revenues from Profit Financieel to Profit Projecten. An entry from Profit Financieel to a project is also known as a ‘project entry'. More information: Carry forward the purchase invoices and costs from Financial Set ledger accounts to carry forward purchases to projects When entering the actual costing, why does the following message appear: ‘Items containing stock are not permitted with stock check. For this, a packing slip must be created, which is carried forward to actual costing.’? By default, you cannot enter articles for which the stock is tracked and checked in the actual costing if you are using the integration between Profit Projecten and Profit Order management. Profit shows a message if you try to post an entry for such an article. In that case, you work with reporting packing slips ready in Profit Order management, after which Profit enters them in the actual costing. That is because if the Track stock check box has been selected in the article properties, a stock entry occurs when you create a packing slip or a counter/direct invoice (a combination of a packing slip and an invoice). If you still want to be able to enter articles for which the stock is tracked directly using the actual costing (without a packing slip), you select General / Management / Entry layout to change the settings of the entry layout. Open the entry layout for Actual costing per line and select the Allow stock checking articles check box on the General settings tab. More information: Entry layout How do I resolve the message: The combination of project xxx and work type yyy occurs multiple times. According to the layout settings, this is not permitted' for Actual costing by week? This message appears when you run a check for duplicate project/work type combinations in the settings of the entry layout of Actual costing per week. To change the entry layout for Actual costing by week: Go to: General / Management / Entry layout. Open the entry layout or add a new entry layout based on existing entry layout Actual costing per week. Go to the tab: General settings. Select the Check for duplicate project/work type combinations check box if you want Profit to check that a double entry was not made on the project/work type combination on the same day. Deselect this field if you do not want to check this. More information: Change the entry layout for ‘Actual costing by week’ How do I resolve the message: ‘No correct validity combination found.’? The message appears if you entered an invalid combination of, for instance, project and work type on an entry line. If you work with validity combinations, all entries in the actual costing must satisfy a validity combination. This also applies to quotations/cost estimates if this is set for you. Check whether you entered a valid combination of, for instance, project group and integration group or project and work type. Change the specified values in the entry line so they satisfy a validity combination. Check whether the validity combination is present or add it. If you do not want to use validity combinations for quotations/cost estimates, then disable it as follows: Go to: Projects / Management / Settings / Project (or Hours/Declarations / Management / Settings / Project). Go to the tab: Projects Deselect the Use validity combinations check box for Quotation. More information: Configure a validity combination Why doesn’t the actual costing line appear in the Profit Calendar? The following configuration conditions must be met: Actual costing appointment type in the General settings via General / Environment / Management / Properties, on the Calendar Integration tab. The Actual costing to calendar check box is selected in Project from Projects / Project / Project, open the properties of the project / the General tab. Actual costing to calendar is selected in Work type from Projects / Item / Work type, open the properties of the work type / the Extra tab. or from Hours/Declarations / Item / Work type, properties of work type, the Extra tab. Employee must be linked to the user (otherwise this person will not have a calendar). Actual costing by line must contain start and end times on the correct project and work type. For this, you must modify the entry layout for actual costing by line. You can add this field at the line level in the properties of the entry layout from General / Management / Entry layout, open the properties of the entry layout / the Line tab. More information: Configure the integration between Profit Calendar and Actual Costing



	Working with a cost estimate/quotation
	How does the reference date of the cost estimate work? The reference date of a cost estimate affects the following date-dependent data: Sales rate Cost price rate Org. unit code of the employee Example: You add new cost estimate lines with new employees to an existing cost estimate. Profit retrieves the organisational unit from Profit HR in a date-dependent manner. The date that Profit uses for this is in the Reference date field from the cost estimate line. The cost price is also retrieved from the rates in a date-dependent manner. In this, Profit uses the same date from Reference date. In these cases, it may occur that Profit does not copy the Org. unit code and Cost price rate over in the cost estimate line. Take into account the fact that the reference date is the determining factor to retrieve the correct data. The reference date also affects changes to an existing cost estimate. You may be dealing with an obsolete Reference date. After all, you enter this date when you add a new cost estimate. You can change the Reference date. Profit will recalculate the cost estimate. You may be dealing with an obsolete reference date. After all, you enter this date when you add a new cost estimate. You can change the reference date. Profit recalculates the cost estimate. More information: Recalculate a cost estimate/quotation based on a reference date How do I e-mail a cost estimate or quotation? You can e-mail one cost estimate/quotation. You use this to send the selected cost estimate/quotation as a PDF document, which is sent as an attachment to the e-mail. Use the Output wizard if you want to e-mail and/or print multiple invoices in one go. Note: Depending on the layout chosen when e-mailing and printing, only lines from the cost estimate/quotation in which the Charge check box is selected will be printed. Only these lines are valid as quotation lines. This applies to the supplied default quotation report. You can also create your own report and select the check boxes in the settings. More information: E-mail a cost estimate Configure Print or e-mail cost estimates and quotations How do I resolve the message: ‘No correct validity combination found.’? The message appears if you entered an invalid combination of, for instance, project and work type on an entry line. If you work with validity combinations, all entries in the actual costing must satisfy a validity combination. This also applies to quotations/cost estimates if this is set for you. Check whether you entered a valid combination of, for instance, project group and integration group or project and work type. Change the specified values in the entry line so they satisfy a validity combination. Check whether the validity combination is present or add it. If you do not want to use validity combinations for quotations/cost estimates, then disable it as follows: Go to: Projects / Management / Settings / Project (or Hours/Declarations / Management / Settings / Project). Go to the tab: Projects Deselect the Use validity combinations check box for Quotation. More information: Configure a validity combination How do I enter a cost estimate or quotation if there is no project yet? In the settings for Projects, you can set whether the Quotation number must be equal to the Project number. If it does, then Profit needs a project number in order to apply a quotation number. In this case, when you enter a cost estimate or quotation, it is required to complete the Project field. However, if it occurs that you do not want to create a project yet in the quotation stage, because, for instance, the project will not be created until the quotation/cost estimate is signed, then you can change these settings by selecting a different method for numbering the cost estimate/quotation in the settings. More information: Cost estimate numbering



	Working with invoicing
	How is the administration code determined for a manual project invoice? Multiple administrations Based on the Administration field of a project, Profit determines in which administration invoicing and journalising is performed. In addition to this, it is also important to know which sales journal is set in General / Configuration / Integration settings / Integration type in the properties of the integration type for invoices. The integration type is created for each administration. If you work with WIP in the project administration, you cannot enter or change the Administration field, neither in the project properties, nor in the project group. More information: Set manual project invoicing for multiple administrations How do you determine/retrieve the invoice counter for a manual project invoice or logistics invoice? The invoice number is assigned to the invoice when the invoice is completed. During invoicing, if you want to find out which number is used for this invoice, you can view the invoice counter. The invoice counter is linked to a journal. To view the last invoice number used: Go to: Financial / Ledger / Journal. You see the view for the journals. Check the last invoice number used in the Last invoice number column of the journal in question. To change the invoice counter settings: Go to: General / Configuration / Numbering settings / Counters. Open the counter set for sales invoices. This contains several counters, including the counter for the sales journal. Go to the tab: Ranges Open the properties for this line and modify the value in the Current value field to the desired value or; You can add a new range in the properties of this counter and select the correct and desired start and end dates. You also select the desired start value here. More information: Counters Once actual costing lines have been approved and reported ready, why don’t all lines appear for invoicing? There are a number of reasons why lines are not displayed in the Lines to be invoiced view in Projects / Invoicing / Invoice automatically: The actual costing line(s) entered are not set to Charge. If lines are mistakenly set to ‘do not charge', then you can select the Charge check box provided that you remove the reported ready and approved status from the actual costing line. Two action buttons are available for this in the view ‘Projects / Actual Costing / Approve actual costing’ (provided you are authorised for this). You also need to have an entry layout that includes the Charge field in order to be able to select the field for each line. You have opened a view that does not display all of the lines. Select a different (Profit) view. The view that shows the lines that do not appear in Lines to be invoiced is Profit view: Actual costing (not invoiced) No sales contact has been entered in the properties of the Project on which the actual costing is recorded. Go to Projects / Project / Project, properties of the Project, the General tab. Check that the above settings are correct and make any necessary changes. How do I change the description of a work type/article on the project invoice?? You can only edit the description if the status of the invoice is Asset, if the invoice has not been journalised and if the description of the work type/article is editable. You can use the procedure below to check for the latter. To check the description of a work type or article: Go to: Projects / Item / Work type Projects / Item / Article Open the properties of the work type or article. Go to the tab: General. Check if the Changeable description check box is selected. What are the conditions for collection of project and logistics invoices?? Profit checks whether the following are the same: The credit order check box is selected or deselected for all of them The currencies are the same The exchange rates are the same VAT duty must be the same The ‘inclusive of VAT’ check box is selected or deselected for all of them The payment conditions are the same The invoice discount percentages are the same The payment discount percentages are the same The credit restriction percentages are the same When using a ‘G’ account, the ‘G’ account percentage must be the same. The wage total percentages are the same All of them either are or are not for returns The following additional checks are also performed for the Bakeries: It should not concern central invoices. Combined discounts cannot be applied The orders cannot be ‘EDI’ orders How is the sorting of the detail lines determined on the project invoice and how can this be changed? The sorting is determined by the settings in the report for the invoice layout of the project invoices. You can change these: To change a sorting report: Go to:Projects / Output / Management / Report. Open the entry layout for the project invoice. Go to: Report / Group or click on . Here, you can see and, if applicable, change the configured grouping. More information: Sort the detailed section of a report How do I create two or more outstanding drafts for one debtor in the same administration? In the properties of the Project, in the Invoicing tab, you can select the Invoice separately check box. When you generate drafts, all actual costing data recorded for this project will be included in a separate draft. In this way, you can create multiple outstanding drafts in the same administration for a single debtor. Note: A new draft will only be created when actual costing is entered. It is not possible to create a new draft for the debtor manually if an outstanding draft for the debtor is already present in the administration. More information: Set a project for project invoicing Why isn’t a sales price suggested for a work type when I make a manual project invoice? Profit suggests the sales price, if possible based on the sales rates that have been created. You can view and add the sales rates from Projects / Prices and rates / Cost price rate and Projects / Prices and rates / Sales rate. Note: You can make different combinations. This way, it is not required to make a link to an hour type as well. If an hour type is not used when you make an entry, then a sales rate must be present that only refers to the relevant work type. More information: Cost price rates and sales rates Why is it possible to enter invoice lines on a completed project, with a completion date that is actually in the past? Once you have completed a project (including all phases), you cannot enter any more actual costing lines to it. However, you can in fact still add invoice lines because invoicing can also be performed after actual completion of the project. If you are using WIP and you have configured this in Projects / Management / Settings / Integration financial, then you cannot enter any more project invoice lines on the project. Why can’t I delete or change a project invoice without getting the message: ‘One or more lines in this invoice have been blocked. Deletion is not possible'? You can only change or delete manually entered lines in a project invoice. You cannot delete an automatically generated line on a project invoice. This is because its source is Actual costing, which means it is linked to a project or sales contact. To avoid losing this link, you can delete the lines in Profit. Otherwise, the connection would be lost. You can also make the line into a 0 line if you like. You can in fact enter corrections by adding lines in the invoice. You can also credit an invoice (provided that you have the proper authorisation). More information: Project invoicing How do I resolve the message: ‘No integration type found for type [type description] for administration X’ when I create or journalise an invoice? Profit shows this message if the relevant integration type has not been added yet. To add an integration type: Go to: General / Configuration / Integration settings / Integration type. Click on: New. Add the relevant integration type. The message will not occur anymore once the integration type has been created. If the requested selection option is not available when you add the integration type, then check that the right components have been activated in Profit: Go to: General / Environment / Management / Properties. Go to the tab: Activation. Check that the functionality has been activated. Select the functionality check box if it is not already selected. For instance, if the Journalise stock check box is selected, then Stock must be selected as well. Once a line has been selected, the environment must be converted. After the conversion, you can add the requested integration type. More information: Set up the integration type for journalising project invoices How do I resolve the message: ‘For invoice **, no revenue calculation has been configured for group **'? If you journalise from Order Management / Management / Journalise or Projects / Invoicing / Journalise and you see the following at the bottom of the window: ‘Task completed with errors', then you must retrieve this error information from the Queue: Go to: General / Management / Queue. Select the relevant task of the journalising Click on the action: Error information. The message means that a revenue account is not configured in one or more of the article groups or integration groups. The articles that you have included in the invoice are linked to an article group: Go to: Order Management / Item / Article. Open the properties of the relevant article. Go to the tab: General. You can see the article group to which the article is linked. Go to: Order Management / Item / Grouping / Article group. Open the properties of the relevant article group. Go to the tab: General. Enter the desired account for revenue in Revenue account. In the case of a cost type or a work type: Go to: Projects / Item / Costs or Projects / Item / Work type depending on whether it is the costs or a work type. Open the properties of the cost type or the work type. Go to the tab: General. You see which integration group is set. Go to: Projects / Item / Groups / Integration group. Open the properties of this integration group. Go to the tab: General. Enter the desired account for revenue in Revenue account. But if the revenue account is still entered in the properties of the relevant article group, then the error message may have to do with the VAT duty integration. For this, carefully read through the following link from our Help files. You can use this Help file to resolve the error message by configuring the revenue account for the relevant VAT duty. More information: Split domestic and international VAT duty invoicing How do I resolve the message: ‘This project is from a different administration than the invoice’ when invoicing? In the message, you see the project number in 'Value...........: XXXXXX'. The number XXXXX is given for the project number. In the properties of the project, check whether an administration has also been entered and, if so, whether it is correct. For instance, if administration 3 has been entered for the project and you make the invoice for administration 2, then this message will appear. More information: Project How do I change the description of journal entries of project invoices? How do I add and use a custom field on the project invoice?