Create a project
Create a new project in QUANTICAL.ERP - every field of the basic information and billing details with requirement, meaning and effect on booking, controlling and invoice.
You create a new project under Administration > Projects with Add Project. The New Project page has two cards, Basic Information and Billing Details. Required fields carry a star, the document icon shows that a field is printed on the invoice.
Basic information
| Field | Required | Meaning |
|---|---|---|
| Project Code | yes | Unique short code, for example PROJ-001. Appears on the invoice and in every list |
| Project Name | yes | Name on invoice and timesheet |
| Project Lead | - | The responsible person. They see the project in Project management and, if required, upload the timesheet for the team. Without a lead the form warns you |
| Acquired By | - | One or more employees who won the project. Counts only for the bonus strategy Project Acquisition |
| Start Date, End Date | - | The duration. Rates, budgets and planning follow it, QUANTICAL.ERP warns about periods outside |
| Active | - | Hours can be booked only on active projects. Switch a finished project off instead of deleting it |
| Bonus-Relevant | - | Hours on the project count towards the bonus calculation. QUANTICAL.ERP switches it on when a billing type is chosen for the first time |
| Remote | - | Marks a project that does not take place at the client's site |
Billing details
The Client Project with Billing switch decides whether the project is billed. Off, the project stays internal: no invoice, no billable hours, internal time in controlling. Switched on, the further fields appear.
| Field | Required | Meaning |
|---|---|---|
| Client | yes | Recipient of the invoice. If missing, create it with + Add new client from the form |
| Order Number | - | The client's order number. Appears on the invoice only if filled in |
| Billing Type | yes | Single Billing one invoice per employee, Group Billing all employees on one, Collective Invoice all projects of the client on one, Credit Note settlement via credit note, None no billing |
| Payment Terms (Days) | - | Payment term in days. Appears on the invoice and determines when it is overdue |
| Client Contact Person, Client Contact Email | - | Addressee on the invoice. Copy from Client takes over the client's contact details, without entry the invoice goes to accounting |
| Billing Process | - | Invoice dispatch by e-mail from QUANTICAL.ERP, Invoice upload to a portal of the client, Credit note with billing type credit note |
| Invoice File | - | What the invoice run creates: timesheet and invoice in one file, as separate files, only invoice, only timesheet or nothing |
| Timesheet Requirement | - | How the timesheet arrives: Upload via QUANTICAL.ERP, Upload to third-party system or No timesheet |
| Timesheet upload by project lead only | - | The project lead uploads one timesheet for everyone, the other members upload nothing |
The options are linked. If the timesheet is attached to the invoice, QUANTICAL.ERP sets the requirement to upload via QUANTICAL.ERP. With the billing type credit note the billing process is credit note. If the client uses the collective invoice, all their projects receive the same billing details, the form shows before saving which projects are aligned. What each option does in the invoice run is under Billing types in the project.
Create the project
Click Create Project. The project is in the list at once. For a client project QUANTICAL.ERP requires a client and a billing type, otherwise the form names the missing entry.
Edit a project
The pencil in the project list opens Edit Project with five tabs. Configuration holds the fields from above, here you later change duration, status or billing details and save with Save Changes. Assignments, Rates and Budgets have their own pages in this chapter. The Analytics tab is not in use yet. The Delete button at the top right removes the project as long as no hours are booked on it.
Create the project before the first hour is booked, and assign the team with rates right away. Then time tracking, project management and the invoice run are complete from day one.
Project administration
Create and maintain projects in QUANTICAL.ERP - basic information, team with hourly rates, budgets and the billing details for invoicing.
Assign the team
Assign employees to a project in QUANTICAL.ERP - in the Assignments tab or straight from the project list, one by one or all at once, with an optional role.