Basic master data

For the registration of hours, units and costs in Profit Projects actual costing and for the invoicing you use various master data. You must first add these and set this data.

Description

The diagram below displays the master data structure that you use for the cost estimate, actual costing and invoicing.

You use this data as the calculation basis for determining rates and validity combinations and for journalising project invoices.

Master data structure for project calculation bases

Procedure

• Add an employee (Projects)

  Because Profit is an integrated product, you only have to enter the employees once. You can then use them in Profit HR, Payroll and Projects. Your employees use the actual costing to enter their hours on the project.

• Project group

  You use project groups to classify projects, for example, in groups of similar projects. You can use this when compiling reports. You can also apply the project groups as a calculation basis for determining rates, validity combinations and to journalise project invoices.

• Project phase

  You can divide a project into phases. A phase indicates in which stage a project is. You can then apply this phasing in the cost estimate and actual costing, which will give you insight in the budgeted costs and the actual costs per project phase.

• Items

  In Profit you use Items. Item is a generic term for articles, work types, costs, assembled items, serial and lot articles. Because Profit is an integrated product, you only have to enter the item types once. You can then use these items in Profit (Logistics, CRM, Project and Subscriptions).

• Work type

  When entering hours you use work types to indicate which work or activities were conducted.

• Costs

  Costs are things you want to charge to your customers. Examples include kilometres, drawings, reports, lunches, contributions to shipping costs, etc. You can track costs for purchases and sales, but you cannot track their stock. You can of course invoice them and include them in quotations. You can use costs in Profit Logistics and Profit Projects.

• Hour type

  With the hour type you define the ‘Hourly rate' type that you use when entering the hours. With this you indicate, for example whether the hours worked are normal hours or overtime, or whether the work was conducted during special days/hours etc. The hour type can therefore serve to determine the level of the cost price and/or sales rate and the remuneration of hours in the salary administration.

• Link an hour type to a work type

  You can link Hour type to Work type using custom configuration. This way, Profit can enter an hour type automatically if, when entering hours/actual costing, you select a work type to which an hour type is linked.

• Integration group

  An integration group is a collection of work types and costs. You can add integration groups and for each group determine which work types and/or costs are included in the group. Per integration group you specify for Profit Financieel a ledger account of the 'Revenue' type and a ledger account of the 'Credit entries' type to be used for journalising the invoices.

• Authorise a project using a forecast

  It is easy to convert a scored forecast from Profit CRM into a new project. In this way, you can copy the master data from the forecast over to the project directly. You must authorise this action using forecast authorisation.