Cost Management

caution

This documentation is incomplete.

Project cost management is the process of budgeting, calculating, and controlling costs throughout the project life cycle to keep expenditures and revenues within the approved budget.

Cost Calculation

Cost can be charged to a project in 3 different ways.

• Material Transaction - All the costed materials used in a project can be charged to a project through material transactions. (Refer to inventory transaction for more details)
• Resource Transaction - All the costed resources used in a project can be charged to a project through resource transactions. (Refer to resource transaction for more details)
• Misc. Expenditures - All other expenses can be recorded through misc expenditures.(Refer to project expenditures for more details)

Inventory modules own material transactions and thus, follow the inventory accounting process. Similarly, Resource transaction is owned by Human Capital Module and follows the HCM accounting practice.

Expenditures are owned by the project module and are accounted for using the project accounting and journal rules.

Total Project Cost = Total Material Transaction Cost 
                     + Total Resource Transaction Cost 
                     + Total Misc. Expenditures

info

Only accounted expenditures are considered in the total project cost calculation.

Project Cost

To view/update the project cost, navigate to the "project cost" screen from your dashboard/favorite.

Enter the project cost details or other criteria in the search form and click on the search button to view an existing project cost.

The system will show you all the project costs if you don't enter the search criteria. If your organization configures any field mandatory for search, you must enter those fields to search project costs.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

Project cost is a hierarchical view. You can view all the material, resources, and misc—expenditures by navigating to the respective tabs. The system will show you the sum of all project costs for different tasks.

To view the search result in a table format, click on the table icon in the bottom left corner.

To view specific project cost details, click on the menu of that record, and click on view/fetch & view.

You can also click the expand icon against any item on the search result screen to view the project cost header details such as description, project number, etc.

The system will fetch all the selected document detail line data. Depending on the device size, the document details are shown either right to the search result screen or on a separate screen.

Material Cost: Sum of all the material costs in the project. To view the details of the material transaction, navigate to the "material cost" screen from your dashboard/favorite or click on the material tab.

Resource Cost: Sum of all the resource costs in the project. To view the details of the resource transaction, navigate to the "resource cost" screen from your dashboard/favorite or click on the resource tab.

Misc. Expenditure: Sum of all the misc. Expenditure in the project. To view the details of the "misc. expenditure" transactions, navigate to the "misc. expenditure" screen from your dashboard/favorite or click on the "misc expenditure" tab.

You can use the "Update project cost" button in the action tab to update the project cost. The "update project cost" program recalculates all the project expenses and updates the project cost.

Scroll left, right, up, and down to view all the details. The document line and details are shown in a separate tab. The default configuration shows fields in various functional groups, such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Sequence	Name	Label	InputType	Field Group
10	lastRefreshDate	Last Refresh Date	InputType.dateTime	DATE
10	materialCost	Material Cost	InputType.textField	cost
20	resourceCost	Resource Cost	InputType.textField	cost
30	miscExpenditure	Misc Expenditure	InputType.textField	cost
40	prjProjectHeaderId	Prj Project Header Id	InputType.text	REFERENCE
50	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
60	srcEntityId	Src Entity Id	InputType.text	REFERENCE
70	projectSource	Project Source	InputType.textField	DEFAULT
80	projectName	Project Name	defferedSelect	DEFAULT
90	buOrgId	Bu Org Id	defferedSelect	REFERENCE
100	prjProjectType	Prj Project Type	InputType.select	CONTROL
110	projectClass	Project Class	InputType.textField	DEFAULT
120	projectNumber	Project Number	defferedSelect	DATA
130	arCustomerId	Ar Customer Id	defferedSelect	REFERENCE
140	arCustomerSiteId	Ar Customer Site Id	defferedSelect	REFERENCE
150	pmEmployeeId	Pm Employee Id	defferedSelect	REFERENCE
160	projectStatus	Project Status	InputType.select	CONTROL
170	approvalStatus	Approval Status	InputType.text	CONTROL
180	description	Description	InputType.textField	DEFAULT
190	managerUserId	Manager User Id	InputType.text	REFERENCE
200	completionPercentage	Completion Percentage	InputType.textField	DEFAULT
210	startDate	Start Date	InputType.date	DATE
220	completionDate	Completion Date	InputType.date	DATE
230	headerAmount	Header Amount	InputType.textField	FINANCE
240	category	Category	InputType.textField	DEFAULT
250	financeStructureCb	Finance Structure Cb	InputType.switchField	FINANCE
260	operationStructureCb	Operation Structure Cb	InputType.switchField	DEFAULT
270	lifeCycle	Life Cycle	InputType.textField	DEFAULT
280	currentPhase	Current Phase	InputType.textField	DEFAULT
290	roleListId	Role List Id	InputType.text	REFERENCE
300	prjWorkType	Prj Work Type	InputType.number	CONTROL
310	probability	Probability	InputType.textField	DEFAULT
320	docCurrency	Doc Currency	defferedSelect	FINANCE
330	exchangeRateType	Exchange Rate Type	defferedSelect	CONTROL
340	exchangeRate	Exchange Rate	InputType.textField	FINANCE
350	opportunityValue	Opportunity Value	InputType.textField	DEFAULT
360	expectedApprovalDate	Expected Approval Date	InputType.date	DATE
370	billing periods	billing periods	InputType.number	FINANCE
380	referenceType	Reference Type	InputType.textField	CONTROL
390	referenceKeyName	Reference Key Name	InputType.text	REFERENCE
400	referenceKeyValue	Reference Key Value	InputType.text	REFERENCE
410	directLaborCb	Direct Labor Cb	InputType.switchField	DEFAULT
420	isTemplateCb	Is Template Cb	InputType.switchField	DEFAULT
430	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
440	revNumber	Rev Number	InputType.number	DATA
490	docStatus	Doc Status	InputType.text	CONTROL
500	glAcProfileHeaderId	Gl Ac Profile Header Id	defferedSelect	REFERENCE
5450	createdBy	Created By	InputType.text	REFERENCE
5460	creationDate	Creation Date	InputType.text	REFERENCE
5470	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5480	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Expenditure Line

Navigate to the expenditure lines tab to view all expenditures charged to the project. The expenditure lines tab shows all the expenditure lines of the project. The sum of all the expenditure lines is shown in the expenditure cost field in the basics tab.

You can add multiple lines to each project cost header. Each project cost line shows expenditure type, project number, line amount, etc.

Expenditure Type: This shows the type of expenditure. You can charge the same expenditure type to multiple lines.

Line Amount: The total amount of the expenditure line.

Expenditure Date: The date of the expenditure.

Resource Transaction

Navigate to the resource transactions tab to view all resource costs charged to the project. The resource transactions tab shows all the resource transactions of the project. The sum of all the resource transactions is shown in the resource cost field in the basics tab.

You can add multiple lines to each project cost header. Each project cost line shows resource cost type, project number, line amount, etc.

Transaction Type: This shows the type of resource transaction. You can charge the same resource transaction type to multiple lines.

Transaction QuantityThe total quantity of the resource transaction. The system automatically calculates the line amount based on the transaction quantity and resource unit price.

Transaction Date: The date of the resource transaction.

Material Transaction

Navigate to the material transactions tab to view all material costs charged to the project. The material transactions tab shows all the material transactions of the project. The material transactions sum is shown in the material cost field in the basics tab.

You can add multiple lines to each project cost header. Each project cost line shows material cost type, project number, line amount, etc.

Transaction Type: This shows the type of material transaction. You can charge the same material transaction type to multiple lines.

Transaction QuantityThe total quantity of the material transaction. The system automatically calculates the line amount based on the transaction quantity and material unit price.

Transaction Date: The date of the material transaction.

Actions

Use actions to update the project cost. The "update project cost" recalculates all the project expenses and updates the project cost. When you run the update cost for the first time, the system inserts a new task cost record for the project. On each subsequent update, the system updates the existing task cost record.

Project Expenditure

You can charge expenditures to a project to record expenses incurred for various business activities that are not captured via material and resource transactions.

To create/view/update the expenditure, navigate to the "expenditure" screen from your dashboard/favorite.

Enter the expenditure details or other criteria in the search form and click on the search button to view an existing expenditure.

The system will show you all the expenditures if you don't enter any search criteria. If your organization has configured to make any field mandatory for search, you must enter those fields to search expenditures.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

info

You can't update an accounted expenditure.

If you click on the create a new button, the system will open a simple step form to create a new expenditure. You can click on the detail right bottom to view all the fields available for the object.

To view the search result in a table format, click on the table icon in the bottom left corner.

To view specific expenditure details, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the expenditure header details such as description, purpose, etc.

The system will fetch all the selected document detail line data. Depending on the device size, the document details are shown either right to the search result screen or on a separate screen.

Batch Name: Enter a meaningful name for the expenditure batch. It's a mandatory field.

Business Organization: Select the business organization to which the expenditure belongs. The business organization is a mandatory field and must be the same as the business organization of the project.

Total Amount: A read-only field that shows the sum of all line amounts in the expenditure.

Scroll left, right, up, and down to view all the details. The document line and details are shown in a separate tab. The default configuration shows fields in various functional groups, such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

GL Document Type: A read-only field that shows the GL document type for project expenditure.

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Sequence	Name	Label	InputType	Field Group
10	hrExpenditureHeaderId	Hr Expenditure Header Id	InputType.text	REFERENCE
10	hrEmployeeId	Hr Employee Id	defferedSelect	REFERENCE
20	Description	Claim Description	InputType.textField	DEFAULT
30	detailDescription	Detail Description	InputType.textField	DEFAULT
40	Number	Claim Number	InputType.textField	DATA
50	approvalStatus	Approval Status	InputType.text	CONTROL
60	exchangeRateType	Exchange Rate Type	defferedSelect	CONTROL
70	exchangeRate	Exchange Rate	InputType.textField	FINANCE
80	departmentId	Department Id	InputType.text	REFERENCE
90	Date	Claim Date	InputType.date	DATE
100	approvedDate	Approved Date	InputType.date	DATE
110	approvedBy	Approved By	InputType.textField	DEFAULT
120	approvedByEmployeeId	Approved By Employee Id	InputType.text	REFERENCE
130	purpose	Purpose	InputType.textField	DEFAULT
140	expenditureTemplateId	Expenditure Template Id	InputType.text	REFERENCE
150	currency	Currency	defferedSelect	FINANCE
160	docCurrency	Doc Currency	defferedSelect	FINANCE
170	headerAmount	Header Amount	InputType.textField	FINANCE
180	reason	Reason	InputType.text	REFERENCE
190	contactDetails	Contact Details	InputType.textField	DEFAULT
240	glAcProfileHeaderId	Gl Ac Profile Header Id	defferedSelect	REFERENCE
250	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
260	srcEntityId	Src Entity Id	InputType.text	REFERENCE
5200	createdBy	Created By	InputType.text	REFERENCE
5210	creationDate	Creation Date	InputType.text	REFERENCE
5220	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5230	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Expenditure Items

You can add multiple expenditure items to each expenditure header. Each expenditure item shows an expenditure amount, receipt amount, expenditure type, etc.

Navigate to the "expenditure line" tab to view/add/update expenditure items.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

purpose: Purpose is a mandatory free text field. Enter a purpose for the expenditure item.

Claim Amount: Enter a numeric value in the field. The sum of all amounts is shown in the header as the total amount.

Scroll left, right, up, and down view all other fields.

The default configuration shows fields in various functional groups, such as

• Reference
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

Enter all the other fields and click on the save button to save the expenditure. The app will post all the data to the server and show the messages returned from the server.

All Fields

Sequence	Name	Label	InputType	Field Group
10	hrExpenditureLineId	Hr Expenditure Line Id	InputType.text	REFERENCE
10	hrExpenditureHeaderId	Hr Expenditure Header Id	InputType.text	REFERENCE
20	lineNumber	Line Number	InputType.textField	DATA
30	Date	Claim Date	InputType.date	DATE
40	Amount	Claim Amount	InputType.textField	FINANCE
50	purpose	Purpose	InputType.textField	DEFAULT
60	receiptAmount	Receipt Amount	InputType.textField	PLANNING
70	receiptCurrency	Receipt Currency	defferedSelect	PLANNING
80	expenditureType	Expenditure Type	InputType.textField	CONTROL
90	startDate	Start Date	InputType.date	DATE
100	dailyRate	Daily Rate	InputType.textField	FINANCE
110	noOfDays	No Of Days	InputType.number	DEFAULT
120	expenditureLocation	Expenditure Location	InputType.textField	ENTITY
130	vendorName	Vendor Name	InputType.textField	DEFAULT
140	vendorDetails	Vendor Details	InputType.textField	DEFAULT
150	originalReceiptMissingCb	Original Receipt Missing Cb	InputType.switchField	PLANNING
160	exchangeRate	Exchange Rate	InputType.textField	FINANCE
170	perDiemRate	Per Diem Rate	InputType.textField	FINANCE
180	perDiemDays	Per Diem Days	InputType.textField	DEFAULT
190	mileageUomId	Mileage Uom Id	defferedSelect	REFERENCE
200	mileageDistance	Mileage Distance	InputType.textField	DEFAULT
210	mileageRate	Mileage Rate	InputType.textField	FINANCE
220	ccTransactionId	Cc Transaction Id	InputType.text	REFERENCE
230	ccTransactionDate	Cc Transaction Date	InputType.date	DATE
240	ccAge	Cc Age	InputType.number	DEFAULT
250	ccTransactionAmount	Cc Transaction Amount	InputType.textField	FINANCE
300	docStatus	Doc Status	InputType.select	CONTROL
310	srcEntityName	Src Entity Name	defferedSelect	DEFAULT
320	srcEntityId	Src Entity Id	InputType.text	REFERENCE
5260	createdBy	Created By	InputType.text	REFERENCE
5270	creationDate	Creation Date	InputType.text	REFERENCE
5280	lastUpdatedBy	Last Updated By	InputType.text	REFERENCE
5290	lastUpdateDate	Last Update Date	InputType.text	REFERENCE

Actions

You can use "Create Accounting" actions to create accounting entries for a "misc. expenditure."