Projects
Forms
Engineering projects have traditionally been fraught with unstructured processes, cost overruns, and unpredicted occurrences that extend project timelines. Sound familiar? The VimBiz Projects module brings order, consistency, visibility, and flexibility through powerful Project Management tools. Tightly integrated with the Catalog, Purchasing, and Service modules, VimBiz Projects also incorporates strong financial controls to ensure engineering projects are on-time, on-spec, and on-budget. More specifically, what does this module provide?
- Real-time cost tracking - instantly see the budgetary effects of alternate product, service, and supplier decisions.
- Time-management power - organize the timing of orders, deliveries, and installations to minimize disruptions and backlogs.
- Status awareness - receive alerts on project activities that may affect smooth implementation.
- Financial predictability - smooth the timing of invoices to avoid the dreaded tidal wave of payables with similar due dates.
- Labor control - manage the timing and cost of contracted services as well as work performed using internal resources.
- Task organization - efficiently manage timing, cost, and responsibilities for all project tasks.
- Management efficiency - clone projects, synchronize activities by important dates, apply tax rules, and always remain aware of what needs to be done, when, where, and who is involved.
- Full project visibility - stay on top of remaining budget and report on projects by several variables including cost, status, date, and fiscal period.
OVERVIEW: Adding or editing Projects can both be done through the Manage Projects Form.
Project Status Filters
Icon
The icon typically represents Projects throughout VimBiz.
Project Number
Displays the given project number of the record
Description
Displays the given project description of the record.
Amount
Displays the given project budget amount of the record.
Budget Period
Displays the selected budget period of the record.
Est. + Taxes
Displays the estimated project costs plus the taxes
Act. + Taxes
Displays the actual project costs plus the taxes
New Project
Clicking this button will open the Projects form; see that section for more information on the various features of this important form.
OVERVIEW: With similar layout and functionality as the Projects form, this view allows for the perusal of internal projects only with additional information.
OVERVIEW: With similar layout and functionality as the Projects form, this view allows for the perusal of internal projects only, in a read-only version.
Project Details
All fields under this tab are described in the Projects.
Project Employees
To assign Employees to the Project, right-click in the grey area and select Manage Project Employees from the context menu.
This will open the Manage Project Employees form
All added Employees will then populate this tab, with business and contact information listed for the convenience of the scheduler.
Service
To include Service Requests with the Project, click on the New Service Request button,
This will open the New Service Request form.
Service Time
Listed under this tab are the Total Service Action Hours
Project Tasks
To create a list of Project Tasks, click on the New Project Task button, or right-click and select New Project Task from the context menu
This will open the Projects form.
Once added to the Project, Tasks will be listed in the following grid:
Name: Displays the Task Name of the associated project task.
Status: Displays the current Status of the associated project task.
Notes: Displays any additional details or notes that the Task creator entered.
Est. Cost + Taxes: Displays the total estimated costs for a particular project task.
Act. Cost + Taxes: Displays the total actual costs for a particular project task.
Sales: Displays the total sales for a particular project task. This is determined by the specific unit sale price and quantity for each project task item.
Markup: Displays the markup total for a particular project task. This is determined by the difference in cost price and the resale price for each project task item.
Margin: Displays the markup as a marginal percentage for a particular project task. This is determined by the difference in cost price and the resale price for each project task item.
Invoices
Assets
E-Documents
Schedule Time
Purchase Orders
Rentals
Customer
Choose from a list of predefined customers for the project by clicking the arrow in the field to access the drop down menu.
Customers are administered in the Manage Customers form.
View Customer Details by clicking on the button, or, to find a customer that is not in the list, click the button.
Cost Center
The name of the Cost Center associated with the project.
Cost Centers are administered in the Manage Cost Centers form.
View Cost Center Details by clicking on the button, or, to find a cost center that is not in the list, click the button.
Account
The account to which all project-related costs will be associated.
Choose from a list of predefined accounts by clicking the arrow in the field to access the drop down menu.
For more details on the selected account, clicking on the button will open the Account Details form
Project Number
The number or code that identifies the Project.
Description
Displays a brief description about the project.
Notes
Allows the User to enter any additional information pertaining to the project.
Employee
Displays the name of the employee who created the project record.
Start Date
Click the arrow in the field to access the drop down calendar and simply click on the appropriate date.
End Date
Click the arrow in the field to access the drop down calendar and simply click on the appropriate date.
Budget Period
Displays the budget period associated to the project record.
Budgeted Amt
Allows the User to enter a budget amount for the project.
Status
Indicates the Project' Status.
Apply Federal Tax
Toggles the application of federal taxes for all newly created Project Tasks for the associated project.
Apply State/Prov Tax
Toggles the application of state/provincial taxes for all newly created Project Tasks for the associated project.
Keep Dates Synched
Toggles the date synchronization of Project Tasks for the associated project.
Active
Private
Financial Summary Details
The Financial Summary Details can be found on the Finance tab.
Project Task Details
E-Documents
Name
Displays the Task Name of the associated project task.
Status
Displays the current Status of the associated project task.
Budget Period
Displays a list of budget periods that can be associated to the project task.
Amount
Allows the User to enter a budget amount for the project task.
Follow Project Dates
Allows the User to toggle the allowing of the project task to follow project dates.
Task Num
Allows the user to delegate a number to the project task.
Start Date
Click the arrow in the field to access the drop down calendar and simply click on the appropriate date.
End Date
Click the arrow in the field to access the drop down calendar and simply click on the appropriate date.
Notes
Displays any additional details or notes that the Task creator entered.
Financial Summary Details
These fields are automatically populated by VimBiz, based on the information listed in the Projects form.
Project Task Items
All columns found within this tab are outlined herewith.
Task Items Due To Be Ordered
The Task Items Due To Be Ordered displays the same information as the Project Task Items grid with the addition of the following columns:
Order By Days: Displays the number of days that the Project Task Item should be ordered by.
NOTE: The number of days will appear in red if the item should be ordered on the current day or if order date has passed.
Planned (Days): Displays the number of days that the Project Task Item should be planned to be ordered by.
NOTE: The number of days will appear in red if the item should be ordered on the current day or if planned order date has passed.
Full Project Task Item Details
The Full Project Task Item grid displays the same details as the Project Task Items grid, but with the addition of the following columns:
Ext. Ref. No: Displays the External Reference Number of the Project Task Item.
Fed. Tax: Displays the status of the application of federal taxes for the Project Task Item.
State/Prov.: Displays the status of the application of state/provincial taxes for the Project Task Item.
Building: Displays the building name where the task item is located or required.
Room: Displays the room name where the task item is located or required.
Rack: Displays the rack name where the task item is located or required.
Shelf: Displays the shelf name where the task item is located or required.
Req. Delivery Date: Displays the latest date that the item can be delivered on.
Order By Date: Displays the latest date that the item should be ordered by. This is calculated by subtracting the estimated delivery days from the required delivery date.
Est. Delivery Date: Displays the estimated date that the item should be delivered.
Planned Order Date: Displays the date that the order is planned to be ordered on.
Act. Delivery Date: Displays the date that the order is actually delivered on.
Act. Order Date: Displays the date that the order is actually placed.
Del. Days: Displays the date that the order is planned to be ordered on.
Notes: Displays any additional details associated to the Project Task Item.
Image
Displays an image of the associated project task item.
Manufacturer, Model, Type
Displays an amalgamation of the Manufacturer, Model, and Type of the associated project task.
Description
Displays additional description details associated to the Project Task Item
Est. Cost Price
Displays the total estimated costs for a particular project task.
Act. Cost Price
Displays the total actual costs for a particular project task.
Resale
Displays the resale price for one unit of a particular project task item
Qty
Displays the amount of units of a particular project task item.
Markup
Displays the markup total for a particular project task. This is determined by the difference in cost price and the resale price for each project task item.
Margin
Displays the markup as a marginal percentage for a particular project task. This is determined by the difference in cost price and the resale price for each project task item.
To Ord.
Toggles the order status of the project task item
Ordered
Displays the number of items ordered.
Create Simple Project Task Items
Clicking this button will open the Create Project Task Items form, which will allow users to quickly add Products to a Project Task
As in the Manage Product Catalog form, Products are retrieved under Product Types or Groups panels, and dragged to the Products panel.
Double clicking the Requested or Cost Price column of a record in the Project Task Items grid will allow you to change the quantity of product requested as well as the cost price.
Create Full Project Task Items
Clicking this button will open the Projects form; see the related section for complete details on this form.
Project Task Item Details
All fields contained within this tab are explained herewith.
E-Documents
Description
A brief description to describe the Task Item
Budget Period
Displays a list of budget periods that can be associated to the project task.
Alternative Project
Select an alternative Project that will be debited for this item.
Leaving this field set to 0, N/A will debit the current project.
Product
Allows the User to specify a Product to associate the Project Task Item record to.
View Product Details button: This button opens the Product Details Form which displays detailed information for the selected Product.
For more information, see Product Details.
Find Products button: This button opens the Find Products Form which allows a User to select a specific product.
For more information, see Finding Products.
Supplier
Allows the User to specify a Supplier for the selected Product.
View Supplier Details button: This button opens the Supplier Details Form which displays detailed information for the selected Supplier.
Find Suppliers button: This button opens the Find Suppliers Form which allows a User to select a specific Supplier.
Ext. Ref. No.
Displays the External Reference Number of the Project Task Item.
Fed. Tax
Allows the User to apply Federal Taxes to the Project Task Item.
State/Prov. Tax
Allows the User to apply State/Provincial taxes to the Project Task Item.
Multiply Taxes
Allows the User to toggle the multiplication of taxes
Building
Displays the building name where the task item is located or required.
View Building Details button: If a building is selected, this button opens the Building Details Form.
Find Building button: Clicking this button will open the Find Building Form, allowing the User to search for a desired building location.
Room
Displays the room name where the task item is located or required.
Rack
Displays the rack name where the task item is located or required.
Shelf
Displays the shelf name where the task item is located or required.
Req. Delivery Date
Displays the date that the Task Item must absolutely be delivered by.
Combined with the Delivery Days field, this will also set the Order by Date field.
Order By Date
Displays the Date that the Task Item must absolutely be ordered by to be received before the Required Delivery Date.
This is calculated by subtracting the estimated delivery days from the required delivery date
Est. Delivery Days
Displays the Estimated time (in Days) that it will take from time of order for this Task Item to be delivered.
Follow Task Dates
Allows the User to toggle task date following.
Act. Order Date
Displays the actual date on which the order was placed.
Est. Delivery Date
Displays the estimated date that the task item should be delivered (Planned Order Date plus Est. Delivery Days)
Planned Order Date
Displays the planned date that the task item will be ordered
Based on the Delivery Date, this field will also set the Estimated Delivery Date to its approximate Date value.
Act. Delivery Date
Displays the date that the order is actually delivered on.
Notes
Displays any additional details associated to the Project Task Item.
Est. Cost
Allows the User to enter values for the estimated costs of a project task item.
List Price
Allows the User to enter values for the suggested retail price of a project task item
Discount (%)
Allows the User to enter a discount percentage value for the project task item.
Act. Cost
Allows the User to enter the actual cost for one unit of a particular project task item.
Resale
Allows the User to enter the sale cost for one unit of a particular project task item.
Quantity
Allows the User to enter the amount of units of a particular project task item.
Name
Name attributed to the fiscal year
Period Amount
Estimated Costs
Actual Cost
Sale Price
OVERVIEW: There are two default types of projects - engineering and production - that are managed throughout VimBiz. Other types may be added through this form.
ADD: Click on the New Project Type button, or right-click and select New Project Type.
EDIT: Double-click in a cell to modify its information.
Project Type
Name of the Project Type.
Description
Description of the Project Type.
New Project Type
Click this button to create a Project Type.
Details
Name: Type a name for the Project Type.
Description: Enter a description of the Project Type.