New features added, version 7.5.2
Program PMSM, Convert Order/Quote to Project, is used to convert sales orders and sales quotations to projects. Projects are created with the status of Quoted, and can be maintained in this program until the status changes to Authorized in program PMMM, Project Tracking Maintenance.
Project class and project group can be modified for project lines in this program.
Setup for Order to Project Conversions
Project Line Creation for Inventory Items
Project Line Creation for Model Items
Converting Sales Orders/Sales Quotes to Projects
1. The program opens in query mode.
2. In the Order No field, enter the sales order number that you wish to convert to a project. Only Open sales orders and Open or Won quotations can be converted.
3. Press [Execute Query].
4. In the header, in the Proj No field, enter the project number to which the sales order quote will be converted.
* You can enter project numbers that do not currently exist and the project will be created in program PMMM, Project Tracking Maintenance.
* If you do not enter a project number, the program will create a project number, from the auto numbering sequence in program SPAN, Auto Number Control.
5. In the Desc field, enter the description for the new project.
6. All sales order lines are displayed in the lower left block.
7. Select the sales order lines that you want to be converted to project lines by setting the flag to the right of the sales order line to on. When an order line is selected, the project line that will be created is displayed in the lower right block.
* To select all sales order lines, press the [Select All] 
button.
* To de-select all sales order lines, press the [Deselect All] 
button.
8. The project line will be created in the lower right block. The Proj Line Code value and Description will default to the item entered on the sales order line.
* If the item was a model item, project line codes will be created for the selected components when the model was configured, and for the model routing operations.
* If the model item is assigned a sub project class code, a sub project line code will be created for the model item and a separate project will be created for the model item's components and routing operations. This sub project will be linked back to the master project that was created for the sales order on the model's sub project line code.
9. In the Class Code field, the project class is entered from the item master record, from the model record, or from the standard operation record for routings. If no project class is entered automatically, you must enter it manually.
* A valid class code must be entered. Class codes are set up in program PMCM, Project Class Maintenance.
* You can use the list of values to choose the desired class code.
* Inventory Items and Routing Operations can be assigned any project class with a project line type other than Sub-Tier Project.
* Kit and Model Items can be assigned only project classes with the project line type of Sub Tier Project.
* Inventory items can have project classes and project groups assigned in program ICMM, Inventory Master Maintenance.
* Model component items can have the project class and project group changed when the model is configured in program MOCF, Modular Bill Configuration.
* If the item was a model item with a routing, project line codes were created for the model operations. The class codes for these project lines are entered from the standard operation record for the routing operation in program RTSM, Standard Operation Maintenance.
* For project classes with the Billing Source of Revenue Budget, the revenue budget for the created project line will come from the extended price on the quotation line.
10. In the Group Code field, the project group is entered from the item master record, from the model record, or from the standard operation record for routings. If no project class is entered automatically, you can enter it manually, if desired.
* Group codes are not required on projects.
* Inventory items can have project classes and project groups assigned in program ICMM, Inventory Master Maintenance.
* Model component items can have the project class and project group changed when configured in program MOCF, Modular Bill Configuration.
* If the item was a model item with a routing, project line codes were created for the model operations. The group code for these project lines are entered from the standard operation record for the routing operation in program RTSM, Standard Operation Maintenance.
11. In the Project Line Type field, the type is entered from the selected class code record and cannot be changed.
12. In the Description field, the project line description defaults to the item description, but it can be changed.
13. In the Sales Units field, the default is the quantity ordered on the sales order line for the item. For routing operations on model items, the sales units are calculated as the quantity ordered multiplied by the hours per unit on the routing.
* If you leave the sales units set to 0, or if no cost rate was entered for the project class assigned to this line, the project line code will be considered unconstrained, or budgetless, and the customer can be invoiced for the line without limit.
14. In the Budget Units field, enter the budget units to determine the budget cost.
* For example, if the project class for the project line code had a cost rate unit of Per Hour, you would enter the number of hours that are budgeted for the project line code.
15. In the Revenue Budget field, the revenue budget is calculated for the project line by multiplying the sales units by the billing rate for the project class code.
* For project classes with the Billing Source of Revenue Budget, the revenue budget for the created project line will come from the extended price on the quotation line.
16. In the Cost Budget field, enter the cost budget, if desired.
* If you convert the sales order without entering a budgeted cost, program PMMM, Project Tracking Maintenance, will calculate it using the cost rate from the project class record and budgeted units for the project line code.
17. In the Billing Source field, the billing source is determined by the rate code assigned to the class code and is used to determine how customer billings will be calculated for the project line code. Choices are:
* Job Rate - Labor/Resource rate codes - customer billings will be calculated using the billing rate code.
* Actual Cost - Cost Margin rate codes - customer billings will be calculated using the actual cost.
* Std Cost - Cost Margin rate codes - customer billings will be calculated using the standard cost.
* Item Price - Material project lines - customer billings will be calculated using the item price from program ICSM, Inventory Sales Data Maintenance.
* Job Price - Portion of Total rate codes - customer billings will be calculated using the project price.
* Rev Budget - All rate codes, default for Fixed rate codes - customer billings will be calculated using the revenue budget on the Budget tab for this project line.
* Sub-Project - Sub Tier Project lines - customer billings will be calculated from the sub-project assigned to this project line.
18. In the Frequency field, enter the number of units that will be billed to the customer per recurring billing transaction.
* For example, suppose the billing class code uses the Potion of Total Cost Element, and the rate is .1 (this is 10% of the total value of the project).
If you enter a 1 in this field, each time a recurring billing is generated, it will be for 10% of the project value (.1 * 1 * project value).
If you enter a 2 in this field, each recurring billing will be for 20% of the project value (.1 * 2 * project value).
19. Set the pop-list to the desired recurring billing frequency. The frequency unit is used to determine the next billing date for the recurring billing. Choices are Month and Day.
20. In the Total Cycles field, enter the total number of recurring billing transactions that will occur.
21. In the First Billing field, the program calculates the next billing date according to the current system date and the frequency settings. It can be changed.
22. Press [Commit].
23. A project will be created in program PMMM, Project Tracking Maintenance, for the sales order. If the sales order included model items for which the Sub Tier Project flag is set to on in program PMMM, Project Tracking Maintenance , sub projects will be created with the model component items and routing operations as the sub project line codes. These sub projects will be linked back to the master project. For more information, see Project Line Creation for Model Items.
1. To enter a new project line, not included on the sales order, go to the lower right block.
2. Press [New Record].
3. Enter the project line code.
4. Enter the project class code.
* A valid class code must be entered. Class codes are set up in program PMCM, Project Class Maintenance.
* You can use the list of values to choose the desired class code.
5. The project line type is entered from the class code record and cannot be changed.
6. The project line description defaults to the class code description, but it can be changed.
7. Enter the group code, if desired.
8. Enter the sales units.
* If you leave the sales units set to 0, or if no cost rate was entered for the project class assigned to this line, the project line code will be considered unconstrained, or budgetless, and the customer can be invoiced for the line without limit.
9. Enter the budget units.
* The budget units are used to determine the budget cost.
* For example, if the project class for the project line code had a cost rate unit of Per Hour, you would enter the number of hours that are budgeted for the project line code.
10. Enter the cost budget, if desired.
* If you convert the sales order without entering a budgeted cost, program PMMM, Project Tracking Maintenance, will calculate it using the cost rate from the project class record and budgeted units for the project line code.
11. Press [Commit].
Press this button select all sales order lines.
Press this button to deselect all sales order lines.