HelpProject & Resource Managers

Updating project information

Once you’ve created a new project, you might need to add information to it, such as the name of its client representative, its cost type, or cost, hours, and expense estimates. Or, you may want to make changes to some of the details you included when you created the project.

You can edit project information for a single project, or you can edit details for multiple projects at once.

Editing info for a single project

To edit project information:

  1. Go to Projects, and click the name of the project. Or, create a new project.
  2. Click the Project Info button in the upper, right-hand corner of the page.

A dialog opens.

  1. Complete or edit the fields.
  2. Click Save.

Editing info for multiple projects at once

To edit project information:

  1. Click Projects in the top menu.
  2. Select the check boxes next to the projects you want to edit.
  3. Click the Mass Edit button, and then select Project Information.

  1. Complete or edit the fields.
  2. Click Save.

Key project information fields

Field name

This field...

Code

Specifies a code that can be used to represent the project.

This field may be required, depending on how your administrator configured your system; an asterisk (*) will show beside it, if it is required.

Start Date and End Date

Defines the date range for the project. Defaults to the project creation date as the start day, but you can change this.

These dates do not limit time entry in any way – that is, open projects can be used from the moment they’re created, even if their start date is in the future.

<Groups fields>

If you have groups set up in your system, you can use these fields to assign the project to a group. Only project managers with access to the location or locations selected will be able to view and manage the project.

These fields cannot be edited via mass edit of project information.

Client

Specifies the client or clients any billable hours and expenses for the project will be billed to.

You can assign multiple clients to a single project and allocate a percentage of the hours and costs to each.

Client cannot be changed once the project has been invoiced.

Client Representative

Allows a representative of the client to be set up to approve time and expenses submitted against the project. The Client Representative is typically an employee of the client’s organization.

Program

Associates the project with a program, if applicable. A program is a group of projects, typically budgetted or managed as a unit.

Project Manager

Names the manager of the project. Project Managers can approve time and expenses for the project, providing Project Manager is included in the team member’s approval path.

If you enable the Skip Project Manager approval check box, this individual will not be sent timesheets and expenses for this project to approve, even if Project Manager is included in the approval path.

Cost Type

Specifies whether the costs for the project are tracked as a capital expenditure (CapEx) or an operating expenditure (OpEx). If you don’t need to track tasks by cost type, you can mark them as Unclassified.

Billing Type

Shows the billing type for the project, either Time & Materials or Fixed Bid. This field is not editable after project is created.

Time & Expense Entry

Determines the billable status of the project: Billable Only, Billable & Non-Billable, or Non-Billable. Applies only to time entered against the top, project-level ‘task’.

If you select Billable & Non-Billable, resources will be able to choose which option to apply to each task they work on in their timesheet.

Select the Allow Time Entry against Task Only check box to prevent time entry against the top, project-level ‘task’.

Invoice Currency

Determines the currency used for the Project Invoice Currency column in reports.

Estimated Hours

Estimated Cost

Estimated Expenses

Defines estimates for the project as a whole. These can be compared to actuals in Replicon graphs and reports.

If allocations have been set up for a project, hours and cost estimates are based on allocated hours, not the estimates you enter here.

<Custom fields>

Any fields that display after the estimate fields are custom fields.

You may be able to attach a file to the project, such as a project plan or a signed statement of work, using one of these fields, if available.

FAQs

Does the Allow Time Entry against Task Only option apply to expenses, too?

No, it only applies to timesheets. You can still enter expenses against the project as a whole with this option enabled.

How do we change the project’s status?

Refer to How do we change the project’s status? What do the project statuses mean? for more information.

Are all project settings editable?

You can change most of the project information settings at any point. However, the billing type cannot be edited once the project has been created, and the client cannot be changed once time or expenses have been entered against the project.

Will task-level cost type, billable status, date range, or estimates change based on changes made to the project-level settings?

When you add a new task, the cost type, billable status (Time & Expense Entry), and date ranges will default to match the project-level setting in effect at that time. Estimates are always blank for new tasks. The settings for existing settings will never change when you make changes at the project level.

If the Time & Expense Entry field applies only to time entered, how do we specify the billable status of projects and tasks used for expense billing?

Whether an expense is billable or non-billable is determined solely by the status of the Bill Client field in expense sheets. Ensure your team members know which expenses should be marked as billable in their expense sheets.

Can I attach a file to a project?

You may be able to, but only if your manager has added a custom field to the projects that supports file attachment.