Generate a business project from a sale quotation
Introduction
It is possible to generate a business project from a quotation or a sales order. Generation can also be done automatically if you activate the ‘Automatic Project’ option in the configurations of Job costing app (this app corresponds to ‘Business project management’).
Automatic Project: the generation of a project can also be done automatically if you activate the 'Automatic Project' option in the configurations of Job costing app (which corresponds to Business project app configuration).
Access: Application config → Apps management → Job costing, configure → activate the 'Automatic project' option at the very top in the ‘Project generation from sale orders’ section.
Example: sale quotation
Access: Sales → Sale quotation → +
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Select a customer.
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Enter the necessary information.
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Content tab: then add content.
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Detail lines: click on + and add a new line.
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A Sales Order Line pop-up window will appear.
For the generation of a business project, the content must be of the service type.
In addition, the product must have a ‘Produce’ supply method.
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Product: as mentioned above, the content must be of the service type. For example, Project Manager.
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Quantity: enter the quantity. For example, three days.
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Click on OK. Save the changes made.
Project generation method: project only
When you are on a sale quotation form, click on the Business project tab.
You can generate a business project from a draft of sale quotation and finalise it with a confirmed order.
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Project: in the Business project tab, you can select a project associated with this customer in the Project field.
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Project generation method: find the different types of project generation in this field. In the example, ‘Project only’ has been selected.
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Start date: enter the project start date here.
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Generate project: once the project has been selected, click on the ‘Generate project’ button.
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Project sheet: a project has been generated. You will be redirected to the Project sheet.
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Code: enter the project code.
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Modify the project title if necessary.
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Task tree: you will find that this tab is empty and has no data.
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Proceed to create a project. For more information, use the existing documentation on Project management: creating a business project/a project.
Some data will be transferred from a sale quotation, such as customer information.
Project generation method: sub-project per line
Click on the Business project tab when you are on a sale quotation form, .
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Project: in the Business project tab, select a project associated with this customer in the Project field.
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Project generation method: find the different types of project generation in this field. In the example, ‘sub-project per line’ has been selected.
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Start date: enter the project start date here.
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Generate project: once the project has been selected, click on the ‘Generate project’ button.
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Project form: a project has been generated. You will be redirected to the project form.
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Code: enter the project code.
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Modify the project title if necessary.
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The customer data has been transmitted correctly.
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Display sub-projects: you will notice the difference between a single project and sub-projects. By activating this option, you will be able to create a sub-project in the ‘Sub-project’ section.
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Sub-project: you can open the sub-project file by clicking on the file. On the file, you will find the parent project which can be found in the Characteristics section.
- The sub-project will have the name associated with the product that was selected beforehand on the sale quotation. For example, ‘147-Project Manager’.
Project generation method: task per line
When you are on a sale quotation form, click on the Business project tab.
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Project: in the Business project tab, you can select a project associated with this customer in the Project field.
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Project generation method: find the different types of project generation in this field. In the example, ‘Task per line’ has been selected.
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Start date: enter the project start date here.
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Generate project: once the project has been selected, click on the ‘Generate project’ button.
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Project form: a project has been generated. You will be redirected to the project form.
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Code: enter the project code.
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Modify the project title if necessary.
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The client data has been transmitted correctly.
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Task tree: in the Task tree tab, you will find the ‘task tree’ table with the tasks that have been transmitted.
Click on a task line. You will find information associated with a sale quotation.
When you click on a task, the Task window will open. You will find that this task is associated with the service (for example, Consultant).
Still in the Task window, you will find financial data present by default and associated with the selected order/quotation. Click on the Financial Data tab.
Quotation with a product, type product
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On a sale quotation, select a product of the type product in the Content tab. Therefore, given its type, it will not have a ‘supply method to produce’.
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Business project: open the Business project tab on a sale quotation form.
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Project generation method: in the example, ‘the task per line’ has been selected.
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Generate project: once the project has been selected, click on the ‘Generate project’ button.
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Task tree: on the project sheet, in the Task tree tab, in the ‘Task tree’ table, you will only find the quotation lines with the described configuration.
Project generation method: task by line with a subtask template
Subtask template: Project → Templates → Task templates
In the Task templates list, you will find the various existing task templates.
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Click on a task. For example, ‘Project management’.
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By default, the financial data associated with the task corresponds to 2 days (quantity that was defined at creation).
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If necessary, configure a custom task template by filling in the essential information and defining the parent task.
You can define a parent task.
Some task templates can have parent tasks. For example, the ‘Research’ template can have a parent task ‘Project management’.
Items and services can have default task templates assigned to them. For example, the ‘Feasibility study’ service will have task templates assigned by default (Research and Project Management).
For example:
You have selected a ‘Feasibility study’ service on a sale quotation. What will the result be?
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On a sale quotation form, add a detail line.
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Product: select ‘Feasibility study’.
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Business project: open the business project tab.
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Project generation method: in the example, ‘The task per line with sub-task templates’ has been selected.
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Generate project: once the project has been selected, click on the ‘Generate project’ button.
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Task tree: on the project sheet, in the Task tree tab, on the ‘Task tree’ table, you will find the ‘project management’ task, as the pre-selected service had task templates assigned by default.
The task ‘Project management’ will contain two subtasks, ‘Research’ and ‘Meeting’. They are subtasks because these task templates have ‘Project management’ as their parent task.