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Projects

The project flow from opportunity to closing, milestones billed as invoices, direct costs, and budget versus actual.

The Project module follows a project from opportunity until it is paid. Milestones and costs are posted to the ledger, so billed and collected figures always match Finance.

Stages

Opportunity → Initiation → Contract → Delivery → Collection → Closed

  1. New project: name, customer, project manager, contract value excluding PPN, cost budget, start and end dates. The project starts as an Opportunity.
  2. Click Move to next stage to move the project forward. The conditions:
    • to Initiation: the project must have a customer ("Link a customer before initiating the project");
    • to Contract: the contract value and cost budget must be filled in ("Set the contract value and cost budget before signing the contract").
  3. Mark lost is only for projects at Opportunity or Initiation that did not go ahead.
  4. Use Edit to change the details and the progress percentage.

Milestones and billing

  • Add milestone: milestone name, amount excluding PPN and due date. Milestones cannot add up to more than the contract value ("Milestones would exceed the contract value").
  • Bill issues the milestone invoice with PPN, which goes straight into receivables. Billing is only possible at the Delivery or Collection stage. A billed milestone cannot be billed again.
  • Customer payments are recorded in Finance → Receivables → Record payment.

Project costs

Add cost records a direct cost (date, description, amount, paid from 1101 Kas or 1102 Bank). Vendor bills for a project are recorded through a purchase order, not here. Costs can be recorded from Initiation until the project is closed. Air-M compares the share of the budget used with the project's progress percentage. If the budget used is 15 points or more ahead of progress (for example costs at 60% of budget while progress is only 40%), the project is flagged Cost overrun risk. Keep progress up to date with Edit so the warning stays accurate.

Closing a project

A project can only be closed when every milestone invoice has been paid ("Collect the remaining Rp ... before closing ..."). Projects that are Closed or Lost cannot be changed any more.