Account > Projects Modify | Delete | Signers Project-based approvals | Auto-billable options Hierarchies OpenAir.com allows you to divide your work into projects to help you stay organized. Separating your work into projects enables you to (a) create proposals specifically designed to fit your clients' needs and requirements, (b) divide work into manageable phases and tasks that can be assigned to specific employees (Projects), (c) bill a client for specific project-related expenses (Expenses), (d) track the time you spend working on specific tasks for a client (Timesheets), and (e) create detailed invoices for a client (Invoices). To create a new Project: 1. Click on the Account tab. 2. Click on the "Create..." drop-down menu and select "project." 3. Name your project. 4. Assign the project to a client. 5. Assign a user to be the project's owner (if desired). Summary reports permit transactions to be filtered and subtotaled by project owner. 6. If you have created locations (used primarily in the Resources module), you will have the option to select one of these locations for the project. When you run searches for resources assigned to tasks within the project, this location will be included in the search criteria. 7. Select the appropriate project stage, if you have created custom project stages. 8. Select the start date and enter the number of hours budgeted (if desired). 9. If you have enabled multi-currency functionality, select the currency in which you want the project to be tracked. 10. Select a monetary budget (if desired). 11. If you are using the project and vendor tax calculation method, enter the appropriate federal and state tax rates; if you are using the tax locations tax calculation method, select the default tax location for the project. 12. Enter note you wish to be displayed on all invoices, if appropriate. 13. Enter additional project notes, if appropriate. 14. If you want project owners to be notified when the owner is changed, check the "Notify project owner ..." box. 15. If you want users who are assigned to tasks associated with this project to be notified when such tasks are modified, added, or deleted, check the "Notify assigned users ..." box. 16. If you check the "Create associated workspace" box, a workspace with the same name as the project will be created. It will have a link to the new project. (This option is only available when creating a new project. It is not available when editing existing projects.) 17. If the project is active, check the "Active project" box 18. See Account > Projects for more details on setting up signers, project-based approvals, auto-billable options, and hierarchies. 19. Click on the "Save" button. Note: If you have chosen to "Allow project over-ride of billing contact" Invoice Option in the Company Settings, you will be able to select a billing contact for this project when you edit the project. Note: You can add custom fields to your Project dialogs by going to the My Account > Company > Custom Fields tab, and selecting "Custom Field" from the "Create..." drop-down menu. Signers If you have enabled the Signers option in My Account > Company > Settings, the "New/Edit project" dialog will also include drop-downs used to assign up to three people to sign off on a particular project before any associated time and expenses can be submitted for approval. Project-based approvals If you have selected the option to "Enable project approvals for timesheets," "Enable project approvals for expense reports," "Enable project approvals for expense authorizations," "Enable project approvals for purchase requests," and/or "Enable project approvals for POs" in the My Account > Company > Settings dialog box, you will have fields at the bottom of the "New/Edit Project" dialog box that allow you to select from a list a person or approval process that will be responsible for approving the timesheets/expense reports/authorizations/purchase requests/POs that are associated with this particular project. Project-based approvals will not replace any other approval processes that may be in place for particular timesheets/expense reports/authorizations/purchase requests/POs. What will happen is that elements of a timesheet (such as particular time entries), expense report (particular receipts), or PO (particular purchase items), and purchase requests and authorizations belonging to a particular project must be approved at this level before the entire timesheet/expense report/authorization/purchase request/PO can be approved. (If a timesheet project approval process ) Note: If a timesheet or expense report approval process is the same as the project approval process the timesheet or expense report will be approved automatically if all entries are approved through the project approval process. Note: If you do not see the name of the approver in the list, click the magnifying glass to do a search. Auto-billable options If you have selected the "Automatically bill time assigned to a client when a timesheet is approved" option and/or the "Automatically bill expense items assigned to a client when an envelope is approved" option in the My Account > Company > Settings dialog box, you will be able to automatically bill time and expenses associated with this project to your clients. To do so, and have the global auto-billable rules come into effect, the "Auto-bill this project" check box must be enabled. It will be enabled by default. Note that if you disable this check box, portions of approved timesheets and envelopes associated with this project will NOT be auto-billable. (Note: If you have selected "Project billing rules" from the "Get the billing rates from" drop-down on the My Account > Company > Settings dialog box, the "Auto-billable options" section of the "New/Edit Project" dialog box will not be available.) You can set a cap for the automatic billing of the project. If the time entries in a timesheet or receipts in an envelope associated with the project total an amount that exceeds the cap, OpenAir automatically attempts to reduce the amount so it fits under the cap. For expense and purchase items, the quantity is reduced. For time entries, the time is reduced (billing rates and costs are never changed). If an item is automatically reduced, the item description is appended with the phrase "ADJUSTED FOR CAP". Note: these adjustments to cap are only made if you have chosen "Project billing rules" as the source of billing rates in My Account > Company > Settings. If you use the method where time/expenses are automatically billed when a timesheet is approved, the cap operates differently; in that case, if the time entries in a timesheet or receipts in an envelope associated with the project total an amount that exceeds the cap, the timebills will NOT be created. Once you create timebills for the project, the cap will take into account any existing timebills when it decides whether receipts or time entries can be automatically billed. For example, if you set the cap to $6000, and the first set of timebills created for the project total $5000, the next time you try to automatically bill either time entries or receipts associated with the project, the automatic billing will only occur if the totals of either the time entries or the receipts associated with the project are equal to or less than $1000. To override the global auto-billable rules for this particular project, enable the "Override the global auto-billing settings" check box. You can change the auto-billable rules for this particular project. Click on "Edit" to set the auto-billable rules for the project. You could also just keep the auto-billable settings as they are, but by enabling the override, the rounding of hours associated with this project in timesheets will be calculated separately from the other hours. See Company > Auto-billable Rules for more information. Hierarchies If there are project hierarchies in the account for which the "Show this hierarchy when editing objects of this type" check box has been enabled, you will be able to assign the project to a node in each of these hierarchies from here. 13. Click on "Save." Note: You can add custom fields to your project dialogs by going to the My Account > Company > Custom Fields tab, and selecting "Custom Field" from the "Create..." drop-down menu. To modify an existing Project: 1. Click on the Account tab, and then on the "Projects" link. 2. Click on the Project name in the list, and then on the "Edit project" link. 3. Modify the project record as required in the "Edit project" dialog. 4. Click on "Save." button. *Note: If you have chosen to "Allow project over-ride of billing contact" Invoice Option in the Company Settings, you will now be given the option of selecting a billing contact for this project. To delete an existing Project: 1. Click on the Account tab, and then on the "Projects" link. 2. Click on the project name in the list, and then on the "Edit project" link. 3. Click on the "Delete" button at the bottom of the "Edit project" dialog. *Note: the "Delete" button will not appear if the project: a) has transactions assigned to it in any OpenAir service module. To delete the project, reassign those transactions, which can be done only if transactions have not been billed to a client; or b) has been associated with a Workspace. To delete the project, first click the Workspaces icon to the right of the project name above the "Edit project" link, then delete the workspace. Finally, delete the project as described in #2 and 3, above. *Note: Instead of deleting a project, you can make a project inactive by unchecking the "Active project" box in the "Edit project" dialog, and then clicking on "Save." This will permit you to filter out this project from your list of active projects, and the inactive project will no longer appear in any "Select..." drop-downs.