Project Accounting Guide
Contents
Project Processing - User Entry
Introduction
Welcome to the New World ERP Project Accounting Processing guide on Help Central. This online manual will guide you through both the setup and processing aspects of Project Accounting.
The Project Accounting Module provides expense and revenue tracking and also budgeting for specific projects. Tracking for expenses and revenues can occur at the point of entry on transactions such as purchase orders, accounts payable invoices, journal entries, miscellaneous billings, revenue collection receipts and also through the use of Project Journals.
This guide is divided into two sections:
The System Administration Guide will focus on the set-up components necessary to utilize Project Accounting Processing within New World ERP. This will include detailed information on “master files” that must be set-up such as the Projects tab and the General Ledger accounts and will also include the security settings which will be utilized to enable workflow and tailor user options to your needs.
The End User Processing Guide will describe the steps, workflow and options available in Project Accounting Processing to the end-user. It will guide you through the process from creating the project to applying the project to transactions such as purchase orders, invoices and journal entries. Included in the section will be a guide to the inquiries and standard reports available in the software.
This document is available in Microsoft Word format to allow for customization to your organization’s particular needs and procedures.
System Administration
General Ledger Account Setup
When creating accounts within the chart of accounts, the Project Requirement/Usage and the Project Usage fields within the Project Requirement /Usage section of the tab will determine whether projects are allowed with transactions using those accounts.
General Ledger Account Tab
Maintenance > new world ERP Suite > Chart of Accounts > G/L Accounts>List
The Project Requirement/Usage section of the G/L Account tab defines the project requirement and usage for the account.
Project Requirement – This field determines the project requirement for the account.
- If Required is selected from the drop-down, the user will be required to enter a project on the transaction using this account before the user will be able to post the transaction.
- If Recommended is selected, the system will generate a warning message that a project is recommended when using this account if a project is not selected, but will not stop the user from posting the transaction.
- If Optional is selected, the user will be able to proceed with or without a project being selected when using this account in a transaction. If Not-Allowed is selected, the project field will not be available and the user will not be able to associate a project to the transaction using this account.
Project Usage – this field is available if required, recommended, or optional is selected in the project requirement field.
- If All Projects is selected the system will allow any project to be selected for the transaction.
- If Associated Projects is selected, the user will only be able to select the projects that have been added to this account through the Projects button.
Projects – if the Associated Projects option is selected in the Project Usage field, the projects to be used with this account number must be added to the account. Click New on the projects list, select the project to be attached from the drop-down box then click OK. Repeat the process to add all of the associated projects to be used with the account.
Revenue Collection Payment Code Setup
Revenue Collection Payment Code
Maintenance > new world ERP Suite > Revenue Collection > Payment Code
The Project Requirement/Usage section of the Payment Code General tab defines the project requirement and usage for the account.
Project Requirement – this field determines the project requirement for the account.
- If Required is selected, the user will be required to enter a project on the transaction using this account before the user will be able to post the transaction.
- If Recommended is selected, the system will generate a warning message that a project is recommended when using this account if a project is not selected, but will not stop the user from posting the transaction.
- If Optional is selected, the user will be able to proceed with or without a project being selected when using this account in a transaction.
- If Not-Allowed is selected, the project field will not be available and the user will not be able to associate a project to the transaction using this account.
Project Usage – this field is available if Required, Recommended, or Optional is selected in the Project Requirement field.
- If All Projects is selected the system will allow any project to be selected for the transaction.
- If Associated Projects is selected, the user will only be able to select the projects that have been added to this account through the Projects button.
Logos Settings
The Logos Settings area contains universal settings that control structure setup of the projects within the Project Accounting Module.
Projects Tab
The projects tab determines how many levels the project structure will have. The system allows projects to have a maximum of three levels. All expenses and revenues will be tracked at the lowest level. See the following example and image below, where tracking of expenses and revenue would occur at Level 3.
For example:
Level 1 – Community Center
Level 2 – Swimming Pool
Level 3 – Labor (Where tracking of expenses and revenue would occur)
New World ERP Settings Projects Tab
Maintenance > new world ERP Suite > System > new world ERP Settings > Projects Tab
Fields:
Project Size – The drop-down field next to the level indicates the character limit for the project level title.
Project Title - Names the project level.
Delimiter – This drop-down identifies how the project levels will be separated. The delimiter options are hyphen, asterisk or a forward slash.
Preview -The preview field will show an example of how the entire project string will display.
Validation Sets
Validation sets determine the criteria available when selecting certain drop-down boxes within the system. Please refer to the System Administration Manual for instructions on how to add a validation set.
|
Validation Set |
Validation Set Description |
Where Used |
Purpose |
Example |
|---|---|---|---|---|
|
13 |
Project Category |
Project Maintenance Screen – General Tab |
Assigns the project to a category for inquiry/reporting |
Infrastructure projects |
|
14 |
Inactive Reasons |
Project Maintenance Screen – General tab |
Determines reason project is being deactivated |
Cancelled |
|
80 |
Non Grant Funding |
Project Maintenance Screen – Funding tab |
Determines source of funding outside of grants |
Bonds |
|
229 |
Project Journal Import Format |
Project Journal |
Used to import journals |
N/A |
|
15 |
Project Manager |
Project Maintenance Screen – General tab |
Assigns an employee as manager of a project |
John Smith |
Security Setup
Security for Project Accounting Processing is controlled through User Based Security, Application Permissions, and Process Manager.
User-Based Security
User-Based Security controls what override functions the user has and which project types the user is allowed to access. The two areas that need to be set up for Project Accounting are the Sub Ledger Project Accounting and Project Categories functions.
User-Based Security – Project Accounting Sub Ledger
Maintenance > new world ERP Suite>Security > User-Based Security > Subledger > Project Accouting
When selecting the function Sub Ledger Project Accounting, only the General tab is available for selection and only options that are applicable to the Project Accounting module will be available to populate.
Fields:
Supervisor – This check box will allow a user to view all batches created by the departments they have access to within Process Manager.
Project Budget Override Authority – This check box allows the user to override project budgets.
Journal Entries - The check boxes under journal entries allow the user to perform the specific process for journals created from the specified sub-ledger. Only the check boxes that apply to this sub-ledger will be available for selection.
Encumbrance Adjustments - The check boxes under encumbrance adjustments allow users to perform the specific process for encumbrances created from the specified sub-ledger. Only check boxes that apply to this sub-ledger will be available for selection.
Budget Adjustments - The check boxes under budget adjustments allow users to perform the specific process for budget adjustments created from the specified sub-ledger. Only the check boxes that apply to this sub-ledger will be available for selection.
User-Based Security – Project Categories
Maintenance>new world ERP Suite>Security>User-Based Security>Project Categories
- The Available column identifies what project categories are available for selection.
- The Use column identifies what project categories the user has the ability to use.
- The Maintain column identifies what project categories the user has the ability to create and edit.
Application Permissions
Permissions control what the user can view, edit, and print in the module.
Permission Type – Company Applications
Feature Group – Project Accounting
|
App |
Component |
Description |
All |
Add |
Change |
Delete |
View/Use |
|
|---|---|---|---|---|---|---|---|---|
|
FM |
Project Inquiry |
Allows the user to inquire on a project |
x |
|
|
|
x |
|
|
FM |
Project Journal Edit/Post Listing |
Allows the user to print the edit and post listing report for a project journal transaction |
x |
|
|
|
|
x |
|
FM |
Project Journal Error Listing |
Allows the user to print the error listing report for a project journal transaction |
x |
|
|
|
|
x |
|
FM |
Project Journal Import |
Allows the user to import project journals |
x |
x |
x |
|
|
|
|
FM |
Project Journal Import Audit Listing |
Allows the user to print the journal import audit listing report |
x |
|
|
|
|
x |
|
FM |
Project Journal Process Manager |
|
x |
|
|
|
x |
|
|
FM |
Process Journal Process Manager – Execute All Processes |
Allows the user execute all processes which processes all workflow options at once |
x |
|
x |
|
|
|
|
FM |
Process Journal Process Manager – Post |
Allows the user to post project journal entries |
x |
|
x |
|
|
|
|
FM |
Process Journal Process Manager – Print Error & Edit Listing |
Allows the user to print the error and edit listing report when processing project journal transactions |
x |
|
|
|
|
x |
|
FM |
Process Journal Process Manager – Validate |
Allows the user to validate project journal transactions |
x |
|
x |
|
|
|
|
FM |
Project Journal Processing |
Allows the user to process project journal transactions |
x |
x |
x |
x |
x |
x |
|
FM |
Project Listing |
Allows the user to view the project listings |
x |
|
|
|
|
x |
|
FM |
Project Maintenance |
Allows the user to create/edit projects |
x |
x |
x |
x |
x |
|
Permission Type – Company Documents and Notes
Feature Group – Project Accounting
|
App |
Component |
Description |
All |
Add |
Change |
Delete |
View/Use |
|
Undo Checkout |
Finalize |
Reminder |
|---|---|---|---|---|---|---|---|---|---|---|---|
|
FM |
Project Documents |
Allows the user to add/edit documents on a project |
x |
x |
x |
x |
x |
x |
x |
x |
x |
|
FM |
Project Journal Notes |
Allows the user to add notes to a project journal |
x |
x |
x |
x |
x |
x |
|
|
|
|
FM |
Project Notes |
Allows the user to add notes to a project |
x |
x |
x |
x |
x |
x |
|
|
|
Permission Type – Company Application
Feature Group – Project Reports
|
App |
Component |
Description |
All |
Add |
Change |
Delete |
View/Use |
|
|---|---|---|---|---|---|---|---|---|
|
FM |
Project Funding Source Report |
Allows the user to print the Project Funding Source Report |
x |
|
|
|
|
x |
|
FM |
Project Income Statement |
Allows the user to print the Income Statement |
x |
|
|
|
|
x |
|
FM |
Project Journal Edit/Post Listing |
Allows the user to print the Edit/Post Listing |
x |
|
|
|
|
x |
|
FM |
Project Journal Error Listing |
Allows the user to print the Error Listing |
x |
|
|
|
|
x |
|
FM |
Project Journal Import Listing |
Allows the user to print the Import Listing |
x |
|
|
|
|
x |
|
FM |
Project Listing |
Allows the user to print the Project Listing |
x |
|
|
|
|
x |
|
FM |
Project Performance Report |
Allows the user to print the Project Performance Report |
x |
|
|
|
|
x |
|
FM |
Project Transaction Report |
Allows the user to print the Project Transaction Report |
x |
|
|
|
|
x |
Process Manager
Process Manager controls which departments the user can inquire on projects, what approval level the user has when processing project journals and what departments the user can process project journals for.
The two functions that need to be set with approval structures and users are:
- Project Accounting – Inquiry
- Project Accounting – Journal Batch Processing
Process Manager – Project Accounting
Maintenance > new world ERP Suite > Process Manager
Project Processing
Project Maintenance
The project maintenance process allows users to create and edit projects in the system. Once projects are created, transactions can be applied against the project.
Project Listing
The project listing screen lists all projects that have been created.
Project Maintenance - Project List
The buttons available are as follows:
New – Opens the screen to add a new project.
Delete - Deletes the highlighted project.
Add G/L Accounts – Allows the user to add G/L Accounts to the highlighted project.
Refresh – Refreshes the screen.
General Tab
The General tab tracks all of the general information about a project such as dates, descriptions etc.
Project Maintenance – General Tab
Financial Management > Project Accounting > Project Maintenance/General Tab
Fields:
Project Segment Code – The code that will identify the project.
Description – The full description of the project.
Active – The status of the project.
- If selected, the project is active.
- If cleared, the project is inactive.
The 
icon is used to show project usage detail.
Scheduled Start – The scheduled start date of the project.
Scheduled Completion – The scheduled completion date of the project.
Actual Start – The actual date the project began.
Acutal Completion – The actual date the project was completed.
Track Revenue s –
- If selected, it indicates that revenue activity will be tracked and payment codes can be entered on the project.
- If cleared, only expense activity will be tracked and payment codes will not be able to be added to the project.
Exclude Balance Sheet Account Activity – This excludes balance sheet activity from being included in the project. The system does not allows balance sheet activity from being tracked seperately on a project.
- If selected, the system will include only expense and/or revenue tracking on the project.
- If cleared, the system will include in the project expense and revenue totals any amount that was attributed to a balance sheet account.
Category – The category to which the project belongs. This is created in Validation set #13.
Department – The department the project is associated with.
Manager – The manager responsible for the project. This field will pull from the HR employee list or the Project Manager Validation set #15 if the HR module is not being used.
Fiscal Start Month – The fiscal start month of the project.
Method – The method used to budget the project.
- Annual will validate the project on an annual basis. If selected, budgets need to be updated every year.
- Life Basis will validate the project over the entire life of the project. If selected, the project budget entered covers the entire life of the project.
Budget Validation Level – The level at which the project will be budgeted. The options listed are based on the structure of the project that was set up in Logos Settings.
Warning Percent – The percentage of the budget at which the user will receive a warning that the level of the budget is being reached. If the budget total is $1000 and the warning percent was set to 50% the user will receive a warning when the budget reaches $500.
Override Authority Required – This field determines whether an override is required to process a transaction against a project that goes over the project budget.
- If selected, the user will be required to provide an override if the transaction takes the project over budget.
- If cleared, the user will not be required to provide an override if the transaction takes the project over budget.
Inquiry Default – This field sets the default for a project inquiry view to either year-to-date or life-to-date.
G/L Accounts Tab
The G/L Accounts tab assigns the General Ledger Accounts that will be used for tracking the expenses and revenues on the project.
Project Maintenance G/L Accounts Tab
Financial Management > Project Accounting > Project Maintenance > G/L Accounts Tab
Click New to select the G/L Account from the drop-down box. Only G/L accounts that have been set up with Project requirements (Optional, Recommended, or Required) will be available for selection. G/L accounts that have been set up as Not Allowed cannot be selected.
Payment Codes
The Payment Codes tab allows users to assign payment codes to a project if the project was checked to track revenues.
Project Maintenance Payment Codes Tab
Financial Management > Project Accounting > Project Maintenance > Payment Codes Tab
Only the payment codes that were set up with a Project Requirement (Optional, Recommended, or Required) will be listed for selection. If the payment code was set up as Not Allowed, the payment code will not populate in the list.
Click on the payment codes to be added, then click the greater than arrow button to move the payment codes into the selected payment codes section.
The Funding Sources tab allows users to assign funding sources to the project.
Project Maintenance Funding Sources Tab
Financial Management > Project Accounting > Project Maintenance > Funding Sources Tab
Fields:
Funding Source Type – This is the funding source type used on the project. The options are Grant, Bond/Debt, Special Revenues, and General Revenues. These options are hard coded and cannot be changed.
Grant – If Grant is select as the funding source type, the Grant can be selected in the drop-down box.
Funding Method – This field determines how the funding is assigned. There are two options; flat dollar amount and percentage. If percentage is selected, the totals of all the funding sources must equal 100%.
Documents
The Documents tab allows the user to upload documents to the project from any location accessible on their PC.
Project Maintenance Documents Tab
Financial Management > Project Accounting/Project Maintenance > DocumentsTab
Click on the Add button, then Upload, and the Upload Files window will appear. Select the file and click Open.
Project Maintenance Documents Tab
Financial Management > Project Accounting/Project Maintenance > DocumentsTab
Project Journals
Project Journals and transactions created through the system that were assigned to a project at the time of entry are the only ways that a project can be updated.
Project Journals are used to add a budget amount, update expenses or revenues, or to update encumbrance balances. Project journals do not affect the General Ledger, they are only used for tracking a project.
Project Journal List
Financial Management > Project Accounting/Project Journals > Project Journal List
The Project Journal list allows the user to add a new journal, remove a journal, import or export a journal.
The buttons available are as follows:
New - Creates a new journal entry.
Import - Allows the import of journal entries.
Remove - Removes a journal entry.
Project Journal General Tab
Financial Management > Project Accounting > Project Journals > General Tab
The Project Journal General tab defines the header information for the journal.
Fields:
Department – Indicates the department creating the project journal. This field is required.
Journal Type – Indicates the type of journal entry being processed. The options are journal entry, budget adjustment, or encumbrance adjustment.
Fiscal Year – Indicates the fiscal year of the journal entry.
G/L Date – Indicates the G/L date of the journal entry. This field is required.
Source – Indicates the source of the journal entry.
Reference-- Indicates the reference for the journal entry. This is a validation set.
Description – A brief description of the journal entry. This field is required.
Retain Entries – When selected, this field retains the entries that are made from one journal entry to another. When cleared, the entries are not retained.
The buttons available are as follows:
Save - Saves the project journal header.
Reset - Clears the fields on the screen.
Project Journal Detail
Financial Management > Project Accounting > Project Journals > Project Journal Detail
Fields:
G/L Date – Date of the G/L tranaction. This field is required.
Source – Indicates the source of the journal.
Transaction Description – A description of the transaction.
Project – Indicates the project that the transaction will affect. This field is required.
- Click this icon to search for a project.
- Click this icon to run an analysis on the selected project.
Amount – Dollar amount of the transaction.
Project Revenue – Select the check box if the transaction is updating revenue.
Balance Sheet Activity – If the activity is balance sheet related indicate whether it is asset, liability or fund equity related.
The buttons available are as follows:
Save - Saves the information on the screen.
Save/New - This button saves the information on the screen and opens up a blank screen to add an additional journal entry.
Delete - Deletes the journal entry.
Reset - Resets the information on the screen.
Source -Shows the G/L detail on the journal entry.
Project Journal Summary Tab
Financial Management > Project Accounting > Project Journals > Summary Tab
The Summary Tab shows a summary of the project journal.
Project Journal Approval Tab
Financial Management > Project Accounting > Project Journals >Approvals Tab
The Approvals Tab shows the approval levels required to process the project journal.
Project Journal Documents Tab
Financial Management > Project Accounting/Project Journals > Documents Tab
The Project Journal Documents Tab shows the documents attached to the journal.
Once the journal has been entered, return to the Project Journal List to process the journal entry. The journal will be processed by using the workflow icons at the top of the list screen.
Project Journal List
Financial Management > Project Accounting > Project Journals > Project Journal List
The tab’s workflow buttons may be done in sequence, or click on the last button, Execute All Processes to complete all the workflow steps at once.
Validate - Validates the journal entry.
Print Edit & Error Listing - Prints the edit and error listing report for the entry.
Approval - Approves the project journal.
Post - Posts the project journal.
Execute All Processes - Executes the validation, prints the error and edit listing report, approves the trasaction, and posts the transaction all in one step.
Project Processing – User Entry
Once projects have been created in the system, they can be updated by attributing the transaction to the project during the transaction entry.
Applying a Project to an Accounts Payable Invoice
Accounts Payable Invoice Entry
Financial Management > Accounts Payable > Invoice Entry
On the Accounts Payable invoice entry screen, once a G/L account has been selected, a project can be selected from the drop-down box if the account has been set up to allow projects.
- Clicking this icon allows the user to search for a project.
- Clicking this icon allows the user to run an analysis on the selected project.
Applying a Project to a Purchase Order
Purchase Order Entry
Financial Management > Procurement > Purchasing > Purchase Orders
On the Purchase Order entry screen, once a G/L account has been selected, a project can be selected from the drop-down box if the account has been set up to allow projects.
- Clicking this icon allows the user to search for a project.
Applying a Project to a Journal Entry
Journal Entry
Financial Management > Journals > Journal
On the Journal Entry screen, once a G/L account has been selected, a project can be selected from the drop-down box below the G/L account if the account has been set up to allow projects.
- Clicking this icon allows the user to search for a project.
-This icon allows the user to run an analysis on the selected project.
Applying a Project to a Revenue Collection Receipt
Revenue Collection Receipt Entry
Financial Management > Revenue Collections > Receipts
Once a G/L account has been selected, a project can be selected from the drop-down below the account if it has been set up to allow projects.
Project Inquiries
The Project Inquiry Screen allows the user to inquire on a project. The summary will show the total expenses and revenues for the project as well as any unposted activity.
Project Inquiry
Financial Management/Inquiry/Project Accounting
Unposted Activity - Clicking this button will display the unposted activity on the project.
Project Reports
Project Listing Report
The project list report lists out the projects in the system indicating the status of the project, whether the project tracks revenues and whether the project excludes balance sheet activity.
Project Performance Report
The project performance report shows the budgets, expenses totals, encumbrance amounts, balances and percentage used on the project.
Project Transaction Report
The project transaction report will show all transactions for the project within the selected date range for each sub-ledger.
Project Income Statement
The project Income Statement shows all expenses and revenues, budgeted and actual amounts, as well as encumbrance amounts for the date range selected.
Project Funding Source Report
The project funding report shows the funding source per project for the selected date range.
