Project Details and Relations

Categories and keywords

Projects are divided into groups using Categories, which can be defined in ‘Settings’ > ‘Categories’. Categories may include: Internal, External, Private houses, Special buildings, Passenger vehicles, Trucks, Weddings, Christenings, Personal photoshoot etc.

Keywords are used to further differentiate Projects grouped into Categories. Say, we have category of construction of a private house, which we want to divide into few groups, for example, Installation of foundation, Installation of construction, Installation of roof etc. Keywords can be defined in ‘Settings’ > ‘Categories’.

Project’s additional information block

This block contains the following sections:

• Client – you simply select what is the client of this Project. You can select either
• Contact, or Company. When the selection process is complete, the date is saved in Project. If you change Contact’s or Company’s contact information, the data in Project will not be changed. To update the data, you need to re-select Contact or Company.
• Contractual – Project’s contractual information, which must be captured manually by filling out all fields. Or it can be uploaded automatically from Leads module just after the signature of the contract between you and the client. How to perform the signature of the contract in the Leads module (see page 31).
• Additional – these fields can be defined according to your needs. Fields can be defined in ‘Settings’ > ‘Additional’. Here you can enter information about 6 textual fields and 2 date fields.

Other Project-related application items

Project can be related to the following:

• Summary – this section shows the most important Project-related information:
  • Project total amount. The total amount of all Project-related job orders.
  • Project-related incomes. The amount of Project-related Incomes (invoices). ๏ Project-related expenses. Amount of all Project-related expenses.
  • Outstanding invoices. The difference between the Project total amounts and Project-related Incomes.
  • Number of orders. Total number of job orders, which were created in project.
  • Project Revenue. The difference between the Project total amounts and Project-related costs.
  • Incomes/Expenses schedule. Graphically displayed amounts of Incomes and Expenses for specific Project.
  • Completeness of Events. Completeness of Events assigned to Project expressed in %. Events are considered as complete when the start date of Event has passed as compared to today’s date.
  • Execution of Tasks. Completeness of Tasks assigned to Project expressed in %. Tasks are considered as complete when there is a check next to the End date field.

• Contacts – list of Contacts related to specific Project. Each Contact can be defined its role within Project. By pressing the arrow ,you will be redirected to the tab of selected Contact. By pressing the button , the window will appear, where you will be able to select Contact. If you choose more than one contact, all contacts in the list will be added. After checking Contact and pressing the button , the relationship with Project will be deleted. Neither Project, nor Contact will be deleted.
• Companies – list of Companies related to specific Project. Each Company can be defined its relationship with Project. By pressing the arrow , you will be redirected to the tab of selected Company. By pressing the button , the window will appear, where you will be able to select Company. If you choose more than one Company, all Companies in the list ‘Selected’ will be added. After checking Company and pressing the button , the relationship with Project will be deleted. Neither Project, nor Company will be deleted.
• Products – list of Products, which were purchased in Incomes assigned to specific Project. The information shown here is taken from the Incomes positions. The list of Products shows expense date, product name, amount and price. By pressing the arrow, you will be redirected to the tab of selected Product.
• Income – list of Income (invoices) assigned to specific Project. By pressing the arrow , you will be redirected to the tab of selected Income. By pressing the button , the new window will appear, where you will be able to select and add Incomes already existing in the application. If you choose more than one Income, all Incomes in the list ‘Selected’ will be added. By pressing the button , you will be redirected to the Incomes tab, where new Income will be created and automatically related to specific Project. After checking Income and pressing the button , the relationship with Project will be deleted. Neither Project, nor Income (invoice) will be deleted.

• Expenses – list of Expenses assigned to specific Project. By pressing the arrow , you will be redirected to the tab of selected Expense. By pressing the button, the new window will appear, where you will be able to select and add Expenses already existing in the application. If you choose more than one Expense, all Expenses in the list ‘Selected’ will be added. By pressing the button , you will be redirected to the Expense’s tab, where new Expense will be created and automatically related to specific Project. After checking Expense and pressing the button, the relationship with Project will be deleted. Neither Project, nor Expense will be deleted.
• Documents – list of Project-related documents. If the documents are related correctly, this list should provide all Project’s documents. By pressing the arrow , you will be redirected to the tab of selected Document. After checking Document and pressing the button , the relationship with Document will be deleted. Neither Project, nor Document will be deleted. In the option above the list, you can filter Documents by their categories (for example, you can see only contracts or purchase orders) Document categories can be defined in ‘Settings’ > ‘Categories’.