Adaco: Creating a Project

Overview

A Project is a planned set of interrelated tasks to be executed over a fixed period within certain costs and  limitations. The project can be a Hotel renovation or a pre-opening project that has products listed, costs, dates, lead times, and more.  A Project can also be used to create Purchase Requisitions.

Creating a Project 
 

• To open the Project Center screen, go to Purchasing > Project > Project Center
• If editing an existing Project, use Search to find the project, as per Fig.1
• ​Select Details or double-click the Project to open it
• To create a new Project, select New, as per Fig.1

 

Fig.1 - Editing or Creating a Project

Project Header

• When the 'New Project' screen opens, enter all required fields (denoted by an asterisk*), as per Fig.2 & Fig.2-1:
  • Project Name
  • Project Type
  • Outlet Name
  • Start Date
  • End Date

Fig.2 - Project Header fields (part 1)

• Project Manager
• Budget Tolerance
• Notification Threshold
• Notification Contact

 

Fig.2-1 - Project Header fields (part 2)

Project Header fields:
 

Field	Description
Project Number	Sequentially assigned number by the system when the Project is created.
Project Name*	A short text entered field describing the Project. In the Project Name box, type the name of the Project
Project Type	In the Project Type drop-down, select the type of Project There are four types of Projects hard-coded into the system: Renovation Re-Opening FF and E Replacement Other
Default Account	In the Default Account drop-down, select the Account which will be associated with the Project
Project Reference	In the Project Reference box, type a short description as a reference to the Project This field is seen on the Project Center search screen (Purchasing > Project > Project Center) in the Project Report and Project Listing reports.
Single Outlet	If only a Single Outlet will be used in the Project, select/enable the Single Outlet check box With this box checked, the Project will be associated to this Outlet. Please Note: When not enabled, users will need to right click on Products to assign the Outlet and quantities for each individual project in Outlet Details.
Allow All Products	If the Project is for all Outlets, or the Property as a whole, and specific Products are not needed, then select/enable the Allow All Products check box This will disable the following fields/buttons: Single Outlet Outlet Name Project Cost Project Rates Project Contingencies Add Products Template This check box will enable the Budget box for a total budget amount to be entered.
Outlet Name	In the Outlet Name drop-down, select the Outlet needed for the Project Please Note: This drop-down is only available when the Single Outlet check box is enabled.
Start Date*	In the Start Date drop-down, enter the starting date of the Project
End Date*	In the Start Date drop-down, enter the starting date of the Project
Status	Displays the current status of the Project as either: Active Inactive (Default) Closed Please Note: Only Inactive or Closed are available for a new Project if the Approval Required for Project Status check box is enabled in Property > Administration > Property Preferences > Purchasing. This will then require the Project to be routed for approval.
Project Cost	Will display the total of the Extended Cost of all products in the Project.
Project Rates	Will display the total of the Rate Schedule of all products in the Project, if the rate schedule is applied to the product in the Product Details screen (Property > Products).
Project Contingencies	In the Project Contingencies box, enter the cost allowed for any unplanned or incidental costs associated with the Project
Budget	When a Purchase Order or Purchase Requisition is created and the Project list selects the Project, the budget will then be updated and reflected in Project reports.
Project Manager*	In the Project Manager drop-down, select the user who is the assigned Manager on the Project
Budget Tolerance*	In the Budget Tolerance box, enter the percentage of the budget where total purchases exceed the amount of what is entered in the Budget field Please Note: When the budget is over the tolerance, an email notification is sent to the user listed in the Notification Contact field and the Project Manager.
Notification Threshold*	In the Notification Threshold box, enter the percentage of the Project Cost where a user will be notified at requisition creation when the Project is met or exceeded  Calculation for sending notification:   Budget x Notification Threshold > Purchase Requisition or Purchase Order Total
Notification Contact*	In the Notification Contact drop-down, select the user that will receive email notifications when the Budget Tolerance and the Notification Threshold have been exceeded
Comments	In the Comments field, type in any additional information needed for the Project This field is also seen on the Project Report.
Created By	Displays the name of the user who created the Project. This field is populated by the system after the Project is saved initially.
Created Date	Displays the date the Project was created. This field is populated by the system after the Project is saved initially.
Modified By	Displays the name of the user who last modified the Project. This field is populated by the System after the second saving of the Project and each subsequent saving.
Modified Date	Displays the date and time the Project was modified. This field is populated by the system after the second saving of the Project and each subsequent saving.

 

Project Products

This section will show how to add products to the project, and explain product fields.

Please Note: The 'Project Products' section is not available when the flag 'Allow All Products' is enabled.

• Select Add Product to open the 'Product Search' screen
• In the Item Search window, enter criteria as needed in the corresponding fields (Product Number, Product Description, etc...) and select Search

​Only Products can be searched for and added in this screen, as per Fig.3.

Fig.3 - Product Search screen

• Use OK to add the selected product(s) to the project, as per Fig.4
   

Fig.4 - Project Products screen (part 1)

• In the Quantity field, enter the needed quantity of the product. This is a required field as per Fig.4-1
• In the Project Category drop-down, select the correct Category for the product. This is a required field as per Fig.4-1
• ​Project Categories can be created in Property > Setup > Category > Project
• Save

 

Fig.4-1 - Project Products screen (part 2)

Project Products fields:
 

Field	Description
Product Number	Displays the Purchasing & Inventory Product Number.
Product Description	Displays the Purchasing & Inventory Product Description.
Unit Selection	Displays information from the Product Details screen as follows: Purchase Unit [Pack Unit (Sub-pack Unit)]
Purchase Unit	Displays the Purchase Unit (i.e. Bottle, Case, Packs, etc.) from the Product Details screen.
Account Number	Displays the Account of the product being used in the Project. If a Default Account is selected in the Project Header, the default account will display in this field for all added products If the Default Account field is blank in the Project Header, then the account displayed will be as selected from the Product Details screen Please Note: This field is only visible when Single Outlet is enabled in the Project Header.
Need By Date	User-entered field (specific date) used to calculate the Delivery Date when using the Create Requisitions function from the Project screen. Calculation -  Need By Date - Lead Time = Requisition Delivery Date
Rate Schedule	Displays the Rate Schedule, if available, as per the Product Details screen. This field can be edited if need be.
Quantity*	In the Quantity box, enter the Quantity of the product that is needed for the Project. Please Note: When Single Outlet and Allow All Products is not enabled, right click a product and select Outlet Details to assign quantities per Outlet, adding additional Outlets and quantities as needed.
Price	Displays the Purchase Price of the product as seen in the Product Details screen. This field can be edited as needed.
Extended Cost	Displays the Extended Cost of the product. ​​​​​​ Calculation -  Quantity x Price = Extended Cost
Vendor	In the Vendor drop-down, select the Vendor for the product if needed This is not a mandatory field. If a Vendor is selected, once a requisition is created, this chosen Vendor will display in the requisition.
Assigned To	In the Assigned To drop-down, a user can be entered to a specific product for informational purposes. This field is not reported in Reports.
Project Category*	In the Project Category drop-down, select a category for each product. This category is used in the requisitions created from the Project
Purchase Info	Displays information of the Purchase Info field from the Product Details screen.
Attributes	Displays the information of the Value field of the Retail Attribute function in the Product Details screen, if enabled.
Attachment	This field will display the paperclip icon if there is an attachment for the Product. To view or add an Attachment: Right click in the Attachment field on the product Select File Attachment To add an attachment, select . . . to search for the file and select Attach File To view an attachment, double click on the file name in the Name column

 

• To create Purchase Requisitions from with a project, select Create Requisitions, as per Fig.5
   

The system will create purchase requisitions based on the products in the project and the entered Need By Date and Lead Time.  As needed, notifications will be sent as well.
​

Fig.5 - Create Requisitions button

Using Purchase Templates/Requisitions in a Project
 

Purchase Templates and Purchase Requisitions can be used to link to a Project and will be applied to budget figures. To assign a Purchase Template/Requisition to a project:

• Open the template or requisition in Template Center or Requisition Center, respectively
• ​Either edit an existing template/requisition or create a New one

Please Note: For more information on creating a Purchase Template or Purchase Requisition, refer to articles, Purchasing & Inventory - Creating a Purchase Requisiton Template or Purchasing & Inventory - Creating a Purchase Requisition 
 

• In the Project drop-down for either the Template or Requisition, select the correct Project as per Fig.6
   

Please Note: Only Active projects where the requisition delivery date is within the Project Start  and End Dates will be available to select in the Project drop-down.
 

• Finish the rest of the template/requisition, and Save

Fig.6 - Template details to link a Project

Please Note: If products in the Template or Requisition do not match the products in the Project, unless all products are allowed, the system will not allow the Template or Requisition to be saved, showing a red X, with the following bubble message, "The product is not in the project product list.", as per Fig.7.
 

Fig.7 - Incorrect product in Purchase Requisition for a Project

Please Note: The Template function, as per Fig.4, in the Project Products section, can be found in the Purchasing & Inventory - Using the Project Template Center article.


Project Name on Purchase Order

If a Purchase Order (PO) is associated with a capital project the name of the project will be shown on the printed PO (or the PDF PO which is emailed to vendors).

Fig.8 – Project Name shown in a PDF Purchase Order​

Also See

Purchasing & Inventory - Project Report
Purchasing & Inventory - Project Listing Report
Purchasing & Inventory - Project Order Status Report
Purchasing & Inventory - Project Procurement Planning Report