| Sage MAS 500 Project Accounting | |||
| Project Accounting provides the tools to manage projects more effectively, enabling managers to monitor costs, track employee time and expenses, analyze and forecast project data, and import projects from Microsoft Project. | |||
| Quick Links | |||
| Screen Shots | Activities | Inquires | Reports Examples |
| Setup | Utilities | Integration | |
| Operational Flexibility | |||
| Project Types | Select from multiple project types such as Time and Materials, Fixed Price, and Fixed Price Plus. | Contract Rates | Assign detailed employee contract rates at the project, project title, or resource level. |
| Project Tasks | Use tasks to break down and closely monitor your projects at a detailed level. | Resource Tracking | Establish employee resources and the associated details such as job title, cost rate, and charge out rate. |
| Billing Comments | Group several billable line items as one line item on quotations and invoices to customers, without showing the breakdown amounts. | Access Levels | Define which features of Project Accounting are available to different groups of users. |
| Expense Item Template | Maintain a library of user-defined expense items (airfare, rental car, etc.) including the billing type, sales tax class, and cost. The expense items are available when entering expense claim line items in eTimesheets Expense Claim Entry. | Project Teams | Teams are made up of different sets of resources working in different capacities. Team rosters provide team leaders with options to view, enter and approve expense claims and timesheets for their team members. A resource can be assigned to more than one team and a team leader can be a leader of more than one team. |
| Project Rosters | Project rosters include several different resources from various divisions. Project rosters are useful when restricting project lookup windows in eTimesheets. A resource can be assigned to more than one project. | Master Projects | Several projects can be assigned to one master project for inquiring, and reporting purposes. |
| Access Levels | Use Maintain Access Levels to set up access levels for approving, viewing, entering, and posting expense claims and timesheets. | ||
Set Up  |
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| Profit Recognition | Choose from six GAAP-compliant profit recognition methods. | Custom Fields | Enter and maintain custom user-defined fields to hold data specific to your company. |
| User-Defined Payment Types | Establish user-defined payment types and the vendor associated with each. | Sales Tax Classes | Define sales tax classes, which are assigned to resources and items. Taxable and Nontaxable are predefined. You define additional sales tax classes as appropriate. |
| Custom Cost Classifications | Create up to three optional cost classifications that can be used in addition to the cost classifications already provided in Project Accounting (materials, labor, and overhead). These classifications appear in every Cost Classification field throughout Project Accounting. | Project Classes | Use Maintain Project Classes to add a new project class or to edit an existing one. A project class refers to the type or nature of a project. By grouping projects of a similar nature into a project class, you can better control and evaluate performance at a global level. This information can be helpful in determining which department in your organization is the most suitable to perform the project. |
| Divisions | Divisions are the main link between Project Accounting and General Ledger. Use Maintain Divisions to set up the different departments or profit centers in your organization, which are responsible for managing projects. Divisions ensure that each department is held responsible for its own actions and can be monitored and evaluated. | Phases | Use Maintain Phases to create project phases. A phase is the first level or stage of a project. When a project is broken up into various phases, each of them can be monitored separately. |
| Tasks | A task is the second and lowest level of a project. Tasks allow you to break down the project information so that it can be monitored it at a detailed level. Tasks are an optional feature in Project Accounting. | ||
| Expense Claim Vouchers | Select the type of voucher creation method you want to use. Choose from: Create a new voucher for each expense claim line, create a new voucher for each vendor and include all expense lines for that vendor, or create a new voucher for all expense claims in the same batch with the same vendor. | Expense Claim Matrix | Define an expense claim matrix to determine the amount to bill a customer for expenses—useful if you need to mark up or mark down project expenses to calculate the correct amount to bill. |
| Estimating | Estimate multiple cost types through detailed estimating. Change or adjust your estimated as needed. | Timesheet Processing | Process your time and materials against one or multiple projects. Manage remote entry via browser or pocket PCs with eTimesheets. Use either a worksheet or calendar style data entry option. Create user-defined timesheet periods. Assign contract rates based on project, resource, title, phase, task, or date. |
| Expense Claim Processing | Input expenses electronically as they are incurred. Enable remote entry via browser or pocket PCs. Support both reimbursable and non-reimbursable expenses. Program optional management approval configurations. Generate Accounts Payable vouchers automatically. | Process Vouchers | Enter invoice, credit memo, and debit memo information. |
| Process Invoices For Payment | Select which invoices to pay and print the checks for these invoices. | Process Manual Checks | Record information for checks that you wrote manually. Print manual checks using the Quick Print feature. |
| Apply Payments And Memos | Apply previously posted unapplied payments, credit memos, and debit memos to open vouchers or memos. | Post AP Batches | Select, print, and post multiple batches. This task also gives you an overview of the status and totals of all unposted batches in your payables system. |
| Project Invoicing | Project Accounting provide a wide range of invoicing and customization options to meet specific customer needs: Bill all or specific portions of a project; Customize unique invoice layouts per project; Bill customers by date, progress, percentage, contract, or project; Print invoices in summary or detail; Display timesheet comments on invoices; and Track project retainability by amount or percentage. | Microsoft Project Link | Microsoft Project Link allows you to transfer time and resource plans from within Microsoft Project directly into the Project Accounting module for detailed estimates. In addition, timesheets entered with eTimesheets can be used to update the project plan with actual work completed and remaining. |
| eTimesheets | eTimesheets provides a browser-based time and expense application for remote workforces. All time and expense information, whether entered through a corporate intranet or from the field, flows directly into Project Accounting for upto-the-minute analysis and integration with other project data. eTimesheets also enables you to set up alerts to warn project managers when parameters have been met or surpassed. | Generate Purchase Orders | When a project estimate is posted from the Estimate Entry window, estimate lines with vendors assigned and the Create PO option marked will be transferred into the Generate Purchase Order window. Purchase orders will be generated and automatically issued in the Purchase Order module. |
| Generate Work Orders | Use Generate Work Orders to create a work order for inventory items posted on a project estimate. This window gives you the opportunity to create a work order for a posted estimate's inventory items if a work order was not created at the time of estimating or for a different quantity than what was estimated. | Project Transaction Entry | Use the Project Transaction Entry window to enter beginning balances for a project, apply miscellaneous costs to a project, update project sales and bill for those miscellaneous costs and enter a project debit or project credit. |
| Close Projects | Use the Close Projects window to classify a project as completed when it is finished. After you have entered the project details, you can choose the Close button to close the project. When a project is closed, any remaining sales, cost of sales or profit to be recognized will be recognized and posted to a batch in General Ledger. | ||
| Project Status Inquiry | Use this inquiry to view the status of the project along with how the project is progressing. This window is useful to compare estimated, actual and forecast information to determine if the project is within its budget. View information about profit, committed costs, and costs to complete. | Committed Costs Inquiry | Use this inquiry to view all the committed costs associated with a project. This inquiry is useful to determine which items are committed and which vendors have outstanding commitments. Drill down to the original purchase document by right-clicking in the project’s grid. |
| Project Transaction Inquiry | Use this inquiry to view the transactions that have been posted to a project depending upon the project type. This window will display estimates for fixed price projects. For fixed price plus projects, this window will display all lines from a posted estimate including posted transactions for time and materials tasks and tasks with a status of none. The transactions posted to the project will be displayed for time and materials projects. | Project Transaction Detail Inquiry | Use this inquiry to view all the transactions that have been posted to a project. If you want to drill down to the specific transaction inquiry window, right-click in the project’s grid and choose Drill Around. |
| Timesheet Inquiry | Use this inquiry to view a list of lines that belong to one timesheet, including the header, detail and totals of the timesheet. | Timesheet Line Inquiry | Use this inquiry to view posted and unposted timesheets. This inquiry is useful if you need to find a timesheet line but don’t know from which timesheet it came. |
| Expense Claim Inquiry | Use this inquiry to display a list of expense claims and who approved the expense claims. | Expense Claim Line Inquiry | Use this inquiry to view posted and unposted expense claims along with an expense claim matrix. This inquiry is useful if you need to find an expense claim line but don’t know from which expense claim it came. |
| Miscellaneous Project Transaction Inquiry | Use the Misc. Project Transaction Inquiry window to view detailed information about posted project transactions. | ||
| Screen Shots |
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Maintain Project Classes |
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Maintain Divisions |
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Maintain Phases |
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Maintain Tasks |
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Maintain Job Titles |
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Maintain Resources Main |
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Maintain Resources Detail |
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Maintain Resources Expense Claims |
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Maintain Contract Rates By Project |
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Maintain Access Levels |
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Maintain Expense Items |
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Maintain Expense Claim Billing |
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Maintain Team Rosters |
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Maintain Project Rosters |
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Set Up Main |
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Set Up Expense Claims |
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Set Up Timesheet |
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Set Up Forms |
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Set Up Payment Types |
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Maintain Master Projects |
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Maintain Projects Details |
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Maintain Projects Options |
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Estimate Entry Lines |
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Estimate Entry Totals |
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Revise Forecast |
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Generate Purchase Order |
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Process Timesheets |
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Timesheet Entry Header |
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Timesheet Entry Lines |
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Timesheet Entry Totals |
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Approve Timesheets |
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Process Expense Claims |
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Approve Expense Claims |
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Process Inventory Transactions |
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Enter Inventory Transactions |
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Process Project Transactions |
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Project Transaction Entry |
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Process Project Invoices |
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Project Invoice Header |
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Project Invoice Detail |
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Project Invoice Total |
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Write Off Entry |
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Project Status Inquiry |
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Committed Cost Inquiry |
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Project Transaction Inquiry |
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Project Transaction Detail Inquiry |
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Timesheet Inquiry |
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Timesheet Line Inquiry |
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Expense Claim Inquiry Header |
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Expense Claim Inquiry Detail |
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Expense Claim Line Inquiry |
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Miscellaneous Project Transaction Inquiry |
| Useful Utilities |
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| Expense Claim Approvals | Use the Select Expense Claims for Approval/Unapproval window to approve an expense claim or group of expense claims. Expense claims are entered in eTimesheets. | Write Offs | Use the Enter Write-offs window to enter a write-off without generating an invoice. This process writes off future potential billings only and does not affect general ledger. Enter a write-off for time and materials projects and the time and materials elements of fixed price+ project only. |
| Timesheet Approvals | Use the Select Timesheets for Approval/Unapproval window to approve a timesheet or group of timesheets. | ||
| Integration With Other Sage MAS 500 Modules |
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Project Accounting is used in conjunction with General Ledger, Accounts Payable, and Accounts Receivable. It may also be integrated with Inventory Management and Purchase Order for inventory transactions. In an integrated system, modules share common information with related modules. This sharing eliminates double entry of information that is already stored in Sage MAS 500.
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| General Ledger |
General Ledger is required to run Project Accounting. General Ledger entries occur as a result of transactions in the Project Accounting module.
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Accounts Payable |
Project Accounting uses the Accounts Payable module to generate vouchers from expense claims (that is, allocate accounts payable costs against projects). Use the Accounts Payable Process Vouchers task when you receive an invoice from a vendor and want to associate the cost with a project.
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| Accounts Receivable |
Project Accounting uses the Accounts Receivable module to create and post invoice batches. After the invoice is posted, the actual sales for the project will increase by the invoice amount.
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Inventory Management |
Transfer inventory items out of general inventory into a project. If you complete a project and have inventory left over, you can transfer those items from the project back into general inventory.
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| Purchase Order |
Create purchase orders automatically for noninventory items.
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Multicurrency Features |
Project Accounting contains multicurrency functionality. Project information will be displayed in the functional currency in Project Accounting. Currencies are assigned to customers and vendors in the Accounts Payable and Accounts Receivable modules.
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Project Summary Report
The Project Summary Report provides summarized information about projects, including estimated cost, estimated quantity, actual cost and actual quantity. Project Forecast/Estimate Detail Report Percent Complete Report Project Profit Report Committed Costs Report Project WIP Report Resource Utilization/Realization Report Project Chargeability Report |
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