Field descriptions: Project transaction rules

Name

Description

Journal

The journal to which secondary transactions created by this rule are posted.

Status

If you no longer want the rule to appear in the Transaction Rules list, set the status to Inactive.

Sequence

Description

Enter a description that helps you remember what this step is for.

Action

• Process source transaction: Retrieve an amount for certain transactions. You select the transactions you’re interested in by selecting the Item GL Group.
• Subtotal previous lines: Add up the values from previous lines. You indicate the lines to be added in the Subtotal range.
• Other options include the ability to apply a rate (multiplier) to the subtotal value, and (if desired) post a secondary journal entry that you define in the Post column. To process the subtotal value in another step, apply a rate of 1.00.

Item GL group

Applies only if the action is Process source transaction.

When a transaction rule is triggered, the sequence step is applied to the incoming transaction only if the Item GL group of the transaction matches the one in the step. For example, retrieve transactions where the Item GL Group is Services.

Employee/Employee Group

Applies only if the action is Process source transaction.

• When a transaction rule is triggered, the sequence step is applied to the incoming transaction only if the Employee or Employee Group of the transaction matches the one in the step.
• For example, you might want to allocate labor costs differently for subcontractors than for employees.

Can be used alone or with Item GL group.

Billable only

Restrict the transaction rule step to apply to billable timesheet line items only.

If left unselected, the step applies to all timesheet line items.

Post

Select to post secondary transactions as a result of the step. To define the journal entry, click in the step and then click to the right of the check mark in the Post column.

• Post the value of this line, derived from the Source column multiplied by the rate.
• To define the journal entry, click the icon to the right of the Post checkbox and then enter your debits and credits.

Learn more about Posting details.

Subtotal range

Specify the lines that you want to subtotal. You can enter number ranges (for example, 6-10), or specify individual lines, separated by commas (for example, 5, 7, 8).

Transaction amount

Choose the source transaction value to retrieve. Applies only if the action is Process source transaction.

• Cost amount: In the case of timesheet entries, the cost amount is the labor cost for the time. For an indirect labor costs transaction rule, choose Cost amount to retrieve the direct labor cost.
• Billing amount: The amount to use when billing the customer. The same invoicing logic is used to determine billing amounts for timesheet entries. To calculate unbilled AR, choose Billing amount to retrieve the billable value of the time. The billable value is calculated using the same rules that are applied at invoice time.
  Billing rates determine a billing amount. For projects without a billing rate, the transaction rule uses the Order Entry base price list.
• Unit: In the case of timesheet entries, units are the number of hours. To post to unbilled AR or WIP for projects without billing rates, choose Units and multiply the unit by the rate.

Rate

Multiplier for the value of the line.

• Enter a decimal number of up to 5 places. For example, to calculate a 30% indirect cost, you would enter 0.30.
• To hold the existing value so that it can be processed by a later step, enter 1.0 as the rate.
• You can enter a negative number. For example, you might enter -1.0 to reverse the rate.

Resulting action