Field descriptions: Configure projects

Enable project billing

Enables the Project Costing and Billing application of Projects.

Select to enable:

• Time and Materials, fixed-price, percent-complete, and milestone billing.
• Generate Invoices capability, along with the ability to preview project invoices and view a pre-bill report.
• Revenue recognition on a different schedule from your billing schedule, which can be based on percent-complete, milestone, or cost (requires a subscription to Revenue Management)

Determine billing rate from

The rates you charge customers can change over time.

For example, you might raise the rate for design services from $100 to $115 as of a certain date. When determining which rates to use, you can either charge customers the rates that are in effect when you generate the invoice (the Generate Invoices transaction date) or the rates in effect when the work was performed or the expense was incurred (actual date of work).

If you select Actual date of work, the date of work is determined as follows:

• For timesheets, this is the actual day on the timesheet.
• For expense reports, this is the date in the expense report header (not the date of the expense report line item).
• For Accounts Payable(AP) or Purchase Order (PO) transactions, this is the date in the header of the AP bill or PO invoice (not the date on the individual line item).

Display the billable option in

Select which transaction type to display the billable checkbox.

• By default, Bills, Purchasing Transactions, and General Ledger Transactions are not billable through Generate Invoices unless you select them here. To bill General Ledger Transactions, you must also set up your journal to enable the project billing flag.

• Select Credit Card Transactions to display the billable checkbox in Credit Card Transactions (Cash Management). You can then mark credit card transactions as billable and associate them with a project or customer. Marked credit card transactions then appear in project invoicing automatically.

• Employee expenses are already billable if you’ve selected the Default employee expenses to billable checkbox on the Project Information page (Additional Information tab). However, selecting Employee Expenses here makes the Billable checkbox visible to employees on the Expense Report page.
• If an employee fills out a timesheet for a billable task (flagged on the Task Information page), the timesheet is automatically billable. However, selecting Timesheet Entries here makes the Billable checkbox visible to employees on the Timesheet page.

Enable project and resource management

Enabling the Project and Resource Management application for projects here, adds Project and resource management to the Projects menu. You can also view Gantt charts and obtain resource searching and scheduling features for projects and tasks.

Leave start and end dates blank in resource scheduling

When you assign a resource to a task (Task Information page > Resource scheduling tab), the start and end dates default to the task's start and end dates.

Select this checkbox to leave these fields blank to enter custom start or end dates, which prevents an employee from entering time against a task until their assigned start date.

Convert to project

Select Conversion to project to track projects as distinct projects instead of as departments or locations.

When the Projects Conversion Options window opens, download or upload the file you want.

Project ID sequence

Auto-numbering sequence to be used when users create new projects. If you do not already have a unique numbering sequence for projects, you can add one by selecting Add in the dropdown menu.

Task ID sequence

Auto-numbering sequence to be used when users create new tasks. If you do not already have a unique numbering sequence for tasks, you can add one by selecting Add in the dropdown menu.

Auto-numbering sequence to be used when users create new project contracts. If you do not already have a unique numbering sequence, select Add in the dropdown menu.

Estimate ID sequence

Auto-numbering sequence to use when adding new project estimates.

Learn more about creating a numbering sequence and name and id best practices.

Override GL account at estimate line

Allows you to add or change the GL account for each estimate entry line.

Change request and ID sequence

Auto-numbering sequence to use when adding new change requests.

Learn more about creating a numbering sequence and name and id best practices.

Override GL account at change request line

Allows you to add or change the GL account for each change request entry line.

Project change order and ID sequence

Auto-numbering sequence to use when adding new project change orders.

Learn more about creating a numbering sequence and name and id best practices.

Payments, Deferred revenue, Revenue, Expenses, Cost, Wages, Gross profits, and Net income (loss)

Specify the General Ledger account group that you want to track for each category.

Use account group "display as" names instead of above labels

Select to use the account groups "display as" names instead of the above labels. The "display as" name for the account group appears in the Project Information page, Project Summary tab.

Go to Projects > All > Projects then select a project and select Edit. Tab to Summary.). You can select any account group, regardless of the label listed next to the dropdown, which means you can re-purpose any of the above fields to show a different financial metric.

For example, select the account group "Salary and wages expenses" for one of the above labels. The "display as" name you chose for this account group appear on the Project Summary tab of your project.

The "display as" name and the name of the account group you select from the dropdown are different. To learn more, go to Add an account group. If your account group does not have a "display as" name, the name you entered displays instead.

Enable tracking and reporting against each selected dimension

This section displays the list of standard dimensions that are enabled in your General Ledger.

Select the standard dimensions you want to use in this application for tracking and reporting.

• Projects dimension:

  You can enable a simple Projects dimension without subscribing to the Projects application. First, enable the Projects dimension in General Ledger. Then, enable the Projects dimension in Accounts Receivable and use Accounts Receivable permissions to control access to it.

  A Projects dimension limits functionality mainly to reporting.

  A Projects subscription expands your ability to do the following:

  • Add tasks to your projects
  • View a project summary
  • Generate project invoices
  • And more

  Contact your Sage Intacct account manager to enable your Projects subscription.

• Task dimension: The Task dimension is dependent on the Project dimension and a subscription to Projects. After it’s enabled, you cannot inactivate the Task dimension.
• Asset dimension: The Asset dimension is only available with a subscription to Fixed Assets Management.

Sage Intacct propagates dimensions across your application pages where you can select dimension values to apply to specific transactions.

For example, if you create a sales order, use the customer dimension to tag the transaction so that you can track and report on revenue per customer. Or, if you create a purchase order, use the vendor dimension to tag the transaction so that you can track and report on costs per vendor.

Associate Class with a Task

Tasks are unique to a specific project. Class applies to all projects.

You can associate the Class dimension with tasks. If you want to report on tasks, enable the Task dimension. You can use the Class and Task dimensions at the same time.

Reports will not combine or include transactions for both Task and Class dimensions on the same report. If you enable the Task dimension, report data reflects only transactions beginning from that time. For prior transaction information, refer to reports generated before enabling the Task dimension

Associating the Class dimension with a task:

• Automatically creates a class ID based on the task Name and associates that class ID with the task. The task then flows to the General Ledger for financial reporting purposes.
• Creates a set of classes that represent standard task types. You can then manually choose to associate the class with a task. This option enables financial reporting by task type across projects.

Autofill the Class field with the Task name during Task creation (shows as display-only)

Creating a task creates a new class record. The Class ID field autofills with the task name. The class ID is automatically associated with the task (Associate Class with a Task is enabled). The Class name field autofills with the task Description. If a task Description is unavailable, the Class name autofills with the Task name.

Class is required for every Task

If you leave this option unselected, you can still link Class to a task during task creation.

Auto-restart the generate invoice process when limits are reached

Select to restart the invoicing process automatically after the maximum number of invoices or line items is reached.

Enable invoicing for inactive dimensions

Select to allow invoicing to proceed even if the employee or project is inactive. Applies to all dimensions except customer.

Obtain billing rate from

• Generally, set to Intacct.
• If you use Web Services to import timesheets, set to Timesheet imported through the API to use the billing rate from the Web Services-imported timesheets.

Obtain labor cost rate from

• Typically, set to Intacct.
• If you use Web Services to import timesheets, set to Timesheet imported through the API to use the labor cost rate from the Web Services-imported timesheets.

Enable grant fields

Enable fields to appear on the Project information > Additional info tab to track your organization’s grant information related to a specific project.

Display options for project

Select the checkboxes of tabs that you want to display on projects.

The following options are:

• Enable resources and billing tab

• Enable tasks tab

• Enable estimates tab

• Enable purchasing commitments tab (appears with a Construction subscription)

• Enable change management tab (appears with a Construction subscription)

• Enable project invoices tab

• Enable project contracts tab (appears with a Construction subscription)

• Enable project summary tab

  • Enable financial summary section

  • Enable projects projection section

  • Enable hours section

  • Enable employee, Accounts Payable, and purchase order expenses section

For more information, go to Enable tabs to display on projects.

Billable field label

Select Project (Billable) to use the default billable and related labels in various locations in Intacct.

Select Grant (Qualified expense) to use Qualified expense and related labels instead. These labels are typically more consistent with managing grants.

To learn more about what labels are changed, see Change billable-related labels to reflect grant management terminology.

The billable field label options are available if the Enable grant fields checkbox is selected.