Project—Details Tab

NavigationLists, Project, Detail Tab

This tab enables the user to specify project phases, set rules and other settings for the projects. The Phase Information section is used to set the current selected project as a phase of a main project. The Rules section enables you to override standard processing for project-level control required by a particular situation. In addition, you can override global finance charge and company-level tax percentages for a project.

The following are descriptions of fields on the Project-Detail screen:

Phase Information

Set this Project as Phase of:

Use this option if you want to specify the selected project as a phase of another project.

If a project is a phase of a larger project, you should create a record for both the parent project and records for each of its phases. The Code and Name for all of them should be identical. The parent project record would not have a Phase as part of its project ID, but each of the phases would. When defining the new project ID, use the same code and add a phase value such as PRELIM, 01, A, etc. Check this option and click the List link to display a list of projects from which to select as the parent project.

List:

If this project is a phase of a larger project, click this link to display a list of projects from which to select as the parent project.

% of Total Project:

The percentage of the parent project's contract amount that should be apportioned to the selected phase (child project).

Phase Description:

You should enter the name or description of the project phase.

Rules

Choose Rules:

This allows you to choose various rules that govern how the project will be managed and billed. To apply any of the rules listed under the drop-down, you must select the checkbox against them. This field will display the number of rules checked and applied to the project. The various rules available for a project are:

• Skip Automatic Expense Entries Evaluation

  Selected, BillQuick Online skips the standard expense entry evaluation for fixed-type contract to determine whether the entry will push it over the Contract Amount. An expense entry evaluation is done when the entries are made, where the Total Amount Spent [(Hours x Bill Rate) + non-billable expense amount] is compared to the Contract Amount. Non-billable expense entries are considered for the Total Amount Spent.

   

  In the expense entry screen, the non-billable entries contribute toward the contract amount spent. However, when the amount spent exceeds the contract amount, there is neither prompt nor splitting of expense entries. The entry's bill status remains the same as entered by you. You can continue to log billable and non-billable expenses and manually change the status as desired. The billable expense entries are calculated as part of the contract amount only if specified in the project's Billing Schedule. The evaluation can be skipped per project or set up globally in the Global Settings screen.

• Skip Automatic Time Entries Evaluation

  Selected, BillQuick Online skips the standard time entry evaluation for fixed-type contract to determine whether the entry will push it over the Contract Amount. A time entry evaluation is done when entries are made, where the Total Amount Spent [(Hours x Bill Rate) + non-billable expense amount] is compared to the Contract Amount. Billable and non-billable time entries are considered for the Total Amount Spent.

   

  In the time entry screen, both the billable and non-billable time contribute towards the amount spent. When the amount spent exceeds the contract amount, the time entry's bill status is automatically adjusted (billable status changed to non-billable) since the project is over budget. When a billable entry pushes the amount spent over the contract amount, you are prompted to adjust the time entry by splitting it into a billable and non-billable portion. You can continue to log non-billable time. However, you can manually change the status of the time entry to extra time or billable. The evaluation can be skipped per project or set up globally in the Global Settings screen.

• Lock at Contract Amount

  When selected, an evaluation is performed when time and expense entries are recorded to the project, where the Total Amount Spent [(Hours x bill rate) + non-billable expense amount] is compared to the Contract Amount. When the amount spent exceeds the contract amount, you will be prompted accordingly in the time entry screen. BillQuick Online prevents billable time entries and non-billable expense entries after the project has exceeded the contract amount. In the Expense Log, it converts the non-billable entry into billable. This rule applies to any fixed-type project.

   

  If the rule 'Expense Part of Contract' is also checked, the Total Amount Spent will be calculated as [(Hours x Bill Rate) + billable expense amount + non-billable expense amount], and then it will be compared to the Contract Amount for evaluation.

   

• Lock at Allocated Hours

  When selected, BillQuick Online does not enable you to exceed the number of hours specified for a specific employee-activity combination in Project Control.

  This option only applies to B-Hours.

• Lock at Allocated Units

  When selected, BillQuick Online does not enable you to exceed the number of units specified for a specific employee-expense combination in Project Control.

   

  Lock at Control Hours and Lock at Control Units are the two rules that help in implementing Project Control.

• Prevent Time Entries

  Locks out additional time entries for a project. You can activate this rule if there is a temporary issue or dispute with a client about a project, such as lack of payments. You can apply it to any project regardless of its contract type.

• Rates from Activity Table

  When a Service Fee Schedule is not assigned to the project or when no matching combination is found in the assigned Service Fee Schedule, checking this option will cause the time entries to fetch the rates from Activity table when the time entries are made.

• Budgeted Activities Only

  Selected, BillQuick Online restricts time entries to the activities defined in the budget linked to the project. If there is no budget linked to the project, the rule has no effect. When the checkbox is cleared, any activity defined in the activity code screen can be recorded to the project.

• Budgeted Expenses Only

  Selected, BillQuick Online restricts expense entries to the expenses defined in the budget linked to the project. If there is no budget linked to the project, the rule has no effect. When we clear the check box, any expense defined in the expense code screen can be recorded to the project.

• Budgeted Employees Only

  If a budget is assigned to the project, you can restrict the time entries allowed for the project to the employees that exist in the budget. This restriction is only done when entering time in the Sheet View when View by: Project is selected. When entering time in this mode, only the budgeted employees will be able to record time to the project.

• MST Excludes Service Tax

  Main Service Tax is that tax which is applied to the labor or service amount on invoices. It takes into account the local taxes, namely, Tax 1/2/3 associated with the Activity Codes. However, if you want to exclude these local taxes from the MST for a particular project, select this option here on the Project Details tab. You can also set this rule true in the Global Settings screen; in that case all projects will exclude Tax 1/2/3 from the Main Service Tax.

   

  For new projects the rule gets inherited from Client screen which in turn inherits it from Global Settings screen. Finally, whatever is selected in the project screen gets triggered for computation purposes.

• Prevent Expense Entries

  Locks out additional expense entries for a project. You can activate this rule if there is a temporary issue or dispute with a client about the project, such as lack of payments. You can apply it to any project regardless of its contract type.

• Auto Approve EL

  Selected, BillQuick Online automatically approves all expense entries to this project. If the checkbox is cleared, the user has to submit his expense entries to the Supervisor for approval. By default, it inherits the settings from the Global settings screen.

• Auto Approve TE

  Selected, BillQuick Online automatically approves all time entries to this project. If the checkbox is cleared, the user has to submit his time entries to the Supervisor for approval. By default, it inherits the settings from the Global settings screen.

• Exempt Item Taxes

  Select this checkbox to specify that this particular project is tax-exempt. If selected, it entails that Tax 1, Tax 2 and Tax 3 values will not be applied to the project.

   

  Please take a note that in the Client screen if tax exempt option is selected, then any projects related to the client would be tax exempt irrespective of the status in Project screen. We recommend that you make specific projects tax exempt instead of clients.

• Expense part of Contract

  If the 'Evaluate Time & Expense Billable Status Based on Billable Value' global rule is unchecked, BillQuick Online includes only non-billable expenses in the contract amount, not the billable ones. To include billable expenses as part of the contract amount for a project, check this option. During billing, these values are locked so that each invoice has the correct ‘billed toward contract’ value.

   

  Unchecked, billable expenses are considered in addition to the contract amount. You can also set this rule at the global level for all projects.

  The Total Amount Spent is calculated against the total contract amount including the expenses.

   

  Total Amount Spent = [(Hours x Bill Rate) + Billable Expense Amount + Non-Billable Expense Amount].

   

  When the 'Lock at Contract Amount' rule is selected, BillQuick Online notifies you about meeting the contract amount if the billable service amount and billable expense amount have reached the contract amount.

   

• MET Excludes Expense Tax

  Main Expense Tax is that tax which is applied to the expense amount on invoices. It takes into account the local taxes, namely, Tax 1/2/3 associated with the expense codes. However, if you want to exclude these local taxes from the MET for a particular project, select this option on the Project Details tab. You can also set this rule true in the Global Settings screen; in that case all the projects will exclude Tax 1/2/3 from the Main Expense Tax.

   

  For new projects the rule gets inherited from Client screen which in turn inherits it from Global Settings screen. Finally, whatever is selected in the Project screen gets triggered for computation purposes.

• Show GST on Invoices

  You can choose to display the Goods and Services Tax (GST) on all invoices of the selected project.

   

• Use Project Memo on Invoices

  If selected, it ensures that the Project memo details are displayed on the invoices.

   

• Always Show in Billing Review

  If this option is selected, then a particular project would always be displayed in the Billing Review Screen, as a recurring project even when there are no Time or Expense entries associated with the project.

   

  In a multi-user scenario, if you are billing a project that has this rule checked, other users cannot see the project in Billing Review at the same time. BillQuick Online locks the project for them to prevent double billing of the same entries.

   

• TE Memo Required

  This rule requires all timekeepers to enter a memo for their time entries. It forces time entries made against the project to have a memo by making it a required field. This is usually required by government contractors for DCAA compliance.

• EE Memo Required

  Select this rule if you want all timekeepers to enter memos for their expense entries. It forces expense entries made against the project to have a memo by making it a required field. This is usually required by government contractors for DCAA compliance.

• Turn Off Project Control

  Select this option if you want to turn off the Project Control settings for a specific project. If you are implementing project control settings at a group level but do not want those project control settings to be implemented to a particular project, this rule can be used.

• Show Account Summary on Invoices

  You can customize the invoice layout per project by showing or hiding the account summary. You can select this rule to show the account summary for this project.

• Link Time Entry Attachments to InvoicesBillQuick Online allows you to automatically link the time entry related PDF attachments to the invoices. It considers only the time entries that are associated with the invoices. If this rule is checked, then BillQuick Online links the attachments after processing the invoices via the Billing Review, Invoice Wizard or Manual Invoice screen. You can set this rule at the global level as well.

• Link Expense Log Attachments to Invoices

  BillQuick Online allows you to link automatically the expense receipts or related PDF attachments to the invoices. It considers only the expenses that are associated with the invoices. So, if your employee attached a lunch receipt to an expense entry, that receipt gets attached to the invoice automatically as soon as you process that invoice via the Billing Review, Invoice Wizard or Manual Invoice screen. You can set this rule at the global level as well.

Interest on Past Due Invoices

After. . .Days :

Enter the number of days after which interest is charged to delinquent payments. This is a grace period provided to late payments.

Charge. . .% Per Month:

Enter the interest rate or percentage charged per month to delinquent payments. The calculated late fees appear on statements when printed in the Invoice Review screen.

Taxes

Main Service Tax:

The tax applied to the labor amount on invoices. If you want to apply service tax to the invoices for this project, enter the tax amount here. The client's Main Service Tax will be brought forward if it exists. It can be removed or edited here at any time. The labels for these fields can be set in Custom Labels for Company screen. The labels get reflected here.

Main Expense Tax:

The tax applied to the expense amount on invoices. If you want to apply expense tax to the invoices for this project, enter the tax amount here. The client's Main Expense Tax will be brought forward if it exists. It can be removed or edited here at any time. The labels for these fields can be set in Custom Labels for Company screen. The labels get reflected here.

Changing the Main Service Tax and Main Expense Tax of the parent project automatically changes the MST and MET in the phases.

Custom Fields

Custom 5/6/7:
Custom fields hold up to 50 characters. These custom textboxes enable you to record additional information about the project and hence should communicate the content of the fields. The labels for these fields can be set in Custom Labels screen.

Message on Invoice

Enter the text for a standard message to print on all invoices for this project. The message prints just above the footer on the invoice.

You can also define standard invoice messages for all clients and projects on the Company screen, or for all projects of a client. If you define more than one message, BillQuick Online checks the Project profile, then the Client profile, and finally the Company profile. The message first found in the sequence prints on the invoice. If none of the profiles has an invoice message, none will print.

Grouping

Default Group:

This is the primary group to which a project belongs. It is used when a project is a member of multiple groups. In such cases, BillQuick Online displays the project under the default group in the reports. By default, all projects are included in the All group.

Groups :

This option allows you to quickly assign a project to an existing project group or view whether the selected project is a member of any existing group. It is enabled/disabled based on the security settings of the Group button. You can assign a project to a project group from here besides using the main Group button.