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How do I setup projects?

Summary

Projects can be created in Orchestrated and attached to transactions for reporting purposes.  There is a wide range of uses for Projects and once the functionality and reporting options are understood, users can use projects as they see fit.

Some examples for use for projects include expenses from various salespeople, employee reimbursements, building improvement projects, work-related events (e.g. New Years party), distributor billbacks, etc.

Once used, projects can be reported on using various reports which display on the individual (each sales person) or group level (sales, accounting, production, etc).

 

How - To

1. Setup:

To set up Projects, first go to Administration > Setup > Financials > Projects:

Project Code: As is the case in many places around Orchestrated, once a code is selected/used it cannot be changed.  So before you create any project codes, it's highly recommended that you brainstorm not just a list of codes but a coding convention as well.  Rather than just spell out every project, you can use a coding convention that will make using the codes in the future much easier.  For example, we have seen users create a mass number of lists of distributors and employees by starting the code first with "D" or "E" followed by either a number (e.g. "E01, E02" for each employee) or some other determining factor like a state (e.g. "DTX01, DTX02" and "DCA01, DCA02" etc to differentiate their Texas and California distributors.  If we don't think this through we could inadvertently start employees and distributors with their first initial and you end up intermingling (e.g. C01 - Carol Baskin, C02 - Columbia Distributing, C03 - Chuck Berry, C04 - City Beverage, etc)

Project Name: Enter a name that corresponds to the code.  This can always be updated in the future, if necessary.  

Valid From and Valid To - Dates are optional but can be used if you wish to restrict when the specific project code is available for use.

Active: make sure this is selected to ensure the Project is able to be used.  If you wish to retire an old project, this allows you to inactive here in the future.

When finished, click <Update> then go to the next line to create additional codes.

Continue adding all other codes you wish to add.

2. Attaching to New/Existing Journal Entries

These project codes can now be added to transactions.  Keep in mind that projects can be added directly to a Journal Entry as it is being manually created or added to the Journal Entry after it has been created as well.  You must ensure that the "Projects" column displays on the Journal Entry screen, however.  Use Form Settings () to select "Project" under the "Table Format" tab in order to enable this.

 

To add it to an existing Journal Entry, simply navigate to Financials > Journal Entry and pull up the JE you wish to add the project to:

Click in the project field and either press tab or click on the circle on the right side to choose the project you wish to attach:

Click "Update" to update the Journal Entry.

To add it to a new Journal Entry, simply follow the same instructions to add the project code prior to adding the new JE.

3. Add to Docs Automatically

You're able to add project codes to documents automatically by adding them to the Business Partner Master record's General tab:

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4. Reporting

There are two reports available for Projects in Orchestrated.  The first one is created by SAP and is called "Transaction Report by Projects" and the second is created by Orchestra titled "Transactions by Project."

a. Transaction Report by Projects
Financials > Financial Reports > Accounting > Transaction Report by Projects 

This report allows you to filter by Project or G/L account as well as selecting multiple date ranges:

Here is an example of how the report displays with the PROD project attached to the JE above:

 

b. Transactions by Project
Financials > Financial Reports > Orchestrated Reports > Transactions by Project 

This report allows you to filter by date as well as selecting project(s) or GL account(s):

Here is an example of how the report displays with the PROD project attached to the JE above:

Projects.png

 

 

Version 4.5.1.0

 

 

 

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