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.
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2. Accessing the Project Cost Ledger
- Go to the Project Management Module and click on the project’s name or select Project Cost from the action menu.
- In the cost ledger, click Add Item to add project cost components.
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3. Adding Project Costs
3.1 Material Cost (Procured)
- Click the Material Cost (e-Procurement) icon.
- The system redirects you to the BUY Module.
- Upload the vendor’s invoices to record the cost.
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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)
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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)
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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)
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4. Transferring Costs to the Contract Asset Account
- In the project cost ledger, click on the Action Menu for each cost item.
- Select Charge to Contract Asset to move costs.
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5. Generating a Progress Billing Invoice
5.1 Preparing the Invoice
- On the Project Management Main Page, select Invoice Customer from the action menu.
- Review the dropdown list of all cost items incurred in the project.
- Select the cost items to transfer to Project Cost of Sale (DC3000).
- Deselect any cost items you don’t want to include.
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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.
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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.