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7.3.1. Create New Project

7.3.1.1. Create New Task

Projects can be created manually or automatically, depending on your needs. To have Projects created automatically whenever a new Sales Order or Quote is entered, choose the appropriate setting in your system-level configuration. Otherwise, Projects will be created manually. Once created, Projects can be linked to Sales Orders, Work Orders, and Purchase Orders.

To create a new Project, select the "New Project" option. The following screen will appear:

Create New Project

When creating a new Project, you are presented with the following options:

Number

Enter a code to identify the Project.

Name

Enter a brief name to identify the Project.

Description

Enter a description to identify the Project.

Assignable Orders

Specify which of the following Order types can be linked to the Project.

Sales Orders

Select to indicate Sales Orders may be linked to the Project.

Work Orders

Select to indicate Work Orders may be linked to the Project.

Purchase Orders

Select to indicate Purchase Orders may be linked to the Project.

Users

Identify which users are associated with this project.

Owner

Select Project Owner.

Assigned To

Identify who this Project has been Assigned to.

Status

Specify status details regarding schedule.

Status

Specify one of the following statuses to characterize the Project:

Concept

Use this status to indicate the Project has not yet begun.

In-Process

Use this status to indicate the Project is in-process.

Complete

Use this status to indicate the Project is complete.

Note

Projects generated automatically when a new Sales Order or Quote is entered will be assigned the status "Undefined" at first. To remove this initial status, simply edit a Project and assign an appropriate status to it.

Due

Date project is due.

Assigned

Date project was assigned.

Started

Date project was actually started.

Completed

Date project was actually completed.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen, returning you to the application desktop.

SAVE

Creates the new Project and adds it to the master list of Projects.

To add Tasks related to a Project, select the "Tasks" tab. The following screen will appear:

Tasks Added to Project
Tasks

Displays any Tasks associated with the Project.

To the far right of the screen, the following buttons are available:

PRINT

Prints a copy of the Task list.

NEW

Opens screen for creating a new Task.

EDIT

Enables you to edit highlighted Task. The edit screen is the same as that for creating a new Task—except that when editing, the fields will contain Task information. Double-clicking on a Task will also bring you to the editing screen.

VIEW

Highlight a Task and then select this button to reach a read-only view of the "Edit" screen.

DELETE

Highlight a Task and then select this button to remove the Task from the master list.

To add Comments related to a Project, select the "Comments" tab. The following screen will appear:

Comments Added to Project

When adding Comments related to a Project, you are presented with the following options:

Comments

Display lists Comments for the specified Project.

To the far right of the screen, the following buttons are available:

NEW

Opens screen for creating a new Comment.

VIEW

Highlight a Comment and then select this button to reach a read-only view of the Comment.

To create a Project Comment, select the NEW button. The following screen will appear:

Create New Comment
Comment Type

Specify one of the following Comment Types from the drop-down list: ChangeLog or General. Comment Types are used to categorize Comments. Once you have specified a Comment Type, you may type your Comment in the main text area. The text area features word-wrapping and scroll-bar support for longer Comments.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating a new Comment, returning you to the previous screen.

SAVE

Creates the Comment and adds it to the list of Project Comments.

7.3.1.1. Create New Task

To create a new Task, select the NEW button. The following screen will appear:

Create New Task

When creating a new Task, you are presented with the following options:

Number

Enter a code to identify the Task.

Status

Specify one of the following statuses to characterize the Task:

Concept

Use this status to indicate the Task has not yet begun.

In-Process

Use this status to indicate the Task is in-process.

Complete

Use this status to indicate the Task is complete.

Name

Enter a brief name to identify the Task.

Description

Enter a description to identify the Task.

Owner

Select Task Owner.

Assigned to

Select who the Task was assigned to.

Hours

Specify the number of hours associated with the Task using the following fields:

Budgeted

Enter the number of hours budgeted for the Task. This information may be saved and updated later.

Actual

Enter the actual number of hours consumed performing the Task. This information may be saved and updated later.

Balance

Displays the difference between the budgeted and actual hours.

Expenses

Specify the Expenses associated with the Task using the following fields:

Budgeted

Enter the total Expenses budgeted for the Task. This information may be saved and updated later.

Actual

Enter the actual Expenses incurred while performing the Task. This information may be saved and updated later.

Balance

Displays the difference between the budgeted and actual Expenses.

Due

Date Task is due.

Assigned

Date task was assigned.

Started

Date Task actually started.

Completed

Date Task was actually completed.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen, returning you to the previous screen.

SAVE

Creates the new Task and adds it to the Project's list of Tasks.

To add Alarm related to a Task, select the "Alarms tab. The following screen will appear:

Create New Alarm

Upon selecting Alarms you are presented with the following options:

Alarms

Displays a list of Alarms you can create to send reminders to various users associated with an event or system message.

To the far right of the screen, the following buttons are available:

NEW

Opens screen for entering new Alarm information..

EDIT

Enables you to edit highlighted Alarm. The edit screen is the same as that for entering new Alarm information—except that when editing, the fields will contain Alarm information.

VIEW

Highlight an Alarm and then select this button to reach a read-only view of the "Edit" screen. Double-clicking on an Alarm will also bring you to the view screen.

DELETE

Highlight an Alarm Item and then select this button to remove the Alarm Item from the list.

7.3.1.1.1. Create New Alarm

To create a new Alarm, select the NEW button. The following screen will appear:

Create Alarm

When creating a new Alarm you are presented with the following options:

Due

Add the date and time for which you want the Alarm to alert specific users and contacts.

Event

Select if you would like an event to trigger the Alarm. You may select from an unlimited list of users to be notified.

Email

Select if you would like an Email notification to be sent as an alarm. You may select from an unlimited list of users to be notified.

System Message

Select if you would like a system message to be issued as an alarm. You may select from an unlimited list of users to be notified.

To the far right of the screen, the following buttons are available:

CANCEL

Closes the screen without creating an Alarm, returning you to the previous screen.

SAVE

Creates the Alarm and adds it to the list of Alarms.

USER LOOKUP

Allows you to choose unlimited number of users created in the system.

CONTACT LOOKUP

Allows you to choose from unlimited number of contacts created in the system.