Tutorial Guide: Managing Projects

Introduction

This tutorial explains how to use the Project Management module in the XFlow ERP system to manage project activities, track costs, and handle invoicing. The steps include creating a project, managing costs, and generating invoices.

1. Creating a Project

i) Navigate to the Project Management Module.

ii) Select Create Project.

iii) Fill in the required details:

• Project Name: Enter the name of the project.
• Contract Value: Specify the total value of the contract.
• Commencement and Completion Dates: Define the project timeline.
• Customer's Name: Enter the customer's details.
• Project Budget: Allocate a budget for the project.

iv) Save the project.

2. Accessing the Project Cost Ledger

1. Go to the Project Management Module and click on the project’s name or select Project Cost from the action menu.
2. In the cost ledger, click Add Item to add project cost components.

3. Adding Project Costs

3.1 Material Cost (Procured)

1. Click the Material Cost (e-Procurement) icon.
2. The system redirects you to the BUY Module.
3. Upload the vendor’s invoices to record the cost.

3.2 Material Cost (From Inventory)

1. Click the Material Cost (From Inventory) icon.

2. The system redirects you to the Inventory Module under the Raw Material category.

3. Create a Project Issue Note:

• Fill in the required details.
• Click Add Materials to select inventory items.

4. Approve the Issue Note to complete the transaction.

• Accounting Entry:
• Debit: Project Cost (CA900)
• Credit: Purchases of Raw Materials (DC100)

3.3 Staff Cost

1. Onboard staff to the project via the HR Module.

2. Record time spent by staff using the Timesheet feature.

• Accounting Entry:

• Debit: Contract Asset (CA900)
• Credit: Project Cost Allocation (GE502)

3.4 Other Costs

1. Select Other Cost for subcontracting and direct expenses.

2. Input details for subcontracting costs:

• Accounting Entry:

• Debit: Contract Asset (CA900)
• Credit: Accrued Project Expenses (CL301)

4. Transferring Costs to the Contract Asset Account

1. In the project cost ledger, click on the Action Menu for each cost item.
2. Select Charge to Contract Asset to move costs.

5. Generating a Progress Billing Invoice

5.1 Preparing the Invoice

1. On the Project Management Main Page, select Invoice Customer from the action menu.
2. Review the dropdown list of all cost items incurred in the project.
3. Select the cost items to transfer to Project Cost of Sale (DC3000).
4. Deselect any cost items you don’t want to include.

5.2 Creating the Invoice

1. Click Create Invoice to move to the SELL Module.

2. Add the invoice item:

• Name: Project Name
• Description: e.g., “Agreed 20% progress payment.”

3. Follow the standard steps for creating an invoice.

6. Final Notes

• Ensure all cost items are accurately recorded and transferred for precise cost recognition.
• Use the system's automated accounting entries to minimize errors.

Conclusion

This guide provides step-by-step instructions for managing projects in the XFlow ERP system. Follow these steps to effectively track costs, manage resources, and bill customers.