Projects

A project groups the invoices, payment schedules, credit notes and bills for one job for one customer, so you can see at a glance what you’ve invoiced, been paid, are still owed, have scheduled and have spent — and the profit. A project never posts anything to your books itself; it reads the documents you put in it.

Find it under Sales → Projects or Purchases → Projects (both open the same list). The list shows each project’s Project #, Name, Customer, Contract, Invoiced, Costs, Profit and Status, with All / Active / Completed tabs and a Search button. Amounts exclude tax.

Create a project

1. Go to Sales → Projects and click New Project.

2. Fill in the dialog:

   Field	Notes
   Project name	Required — e.g. “Office fit-out”.
   Customer	Required. Type a new name to create the customer on the spot.
   Currency	The currency the project’s figures are shown in. Defaults to your base currency; documents in the project can be in any currency.
   Contract value (excl. tax, optional)	The agreed price — drives the progress bar.
   Cost budget (excl. tax, optional)	What you expect to spend — drives the budget bar.
   Start date (optional) / Target finish (optional)	For your reference.

3. Click Create Project. It starts as Active and opens straight away.

Project numbers look like PRJ-0001; change the prefix under Settings → Financial → Project Prefix.

Click Edit on the project page to change any of these later. Once documents are in the project its customer is locked; the currency can still change (all figures recalculate).

Start a project from a quote

Open an Accepted quote and click Start Project. AccountFUN creates an Active project with the quote’s customer and currency, names it after the quote’s reference, and uses the quote’s total (excl. tax) as the contract value. Invoices already converted from the quote move into the project, and any you Convert to Invoice later join it too.

Add documents to a project

Invoices, payment schedules, customer credit notes and bills can belong to a project. Invoices, customer credit notes and payment schedules must be for the project’s customer; bills can be from any supplier.

There are three ways in:

• Add to Project on the project page:
  • New Invoice, New Payment Schedule or New Bill opens the form already filled in with the project, its customer and currency. The form shows a Project box — click its × (Don’t add to this project) to leave it out.
  • Add Existing… lists documents that aren’t in this project yet. Pick Invoices, Payment Schedules, Credit Notes or Bills, search by number or contact, and click Add. A document already in another project moves here.
• From the document itself — on an invoice, bill or credit note page, open the … menu and choose Link to Project (or Change Project). Pick an active project, or No Project to take it out.
• Automatically:
  • Every invoice a payment schedule issues joins the schedule’s project (move or remove the schedule, not its invoices).
  • A credit note applied to a project’s invoice or bill joins that project.
  • Invoices converted from a quote that started a project join it.

To take a document out, click Remove on its row. The document itself isn’t changed — it just stops counting towards the project.

Completed projects

You can only add documents to an Active project. Click Reopen to add more work to a completed one.

The figures

Card	What it shows
Contract value (excl. tax)	The agreed price, with a bar of how much is invoiced (and scheduled). Tells you what’s left to invoice, or if you’re over the contract.
Invoiced (excl. tax)	What you’ve invoiced, with Received and Owed (cash, incl. tax) and Scheduled (payments in a schedule that aren’t invoiced yet).
Costs (excl. tax)	Expenses and cost of goods sold for the job, with a bar against your Cost budget if you set one.
Profit	Invoiced minus costs, with the margin.

What counts: only approved documents — approved or paid invoices and bills, and approved or applied credit notes. Drafts are listed in a note (“Not counted until approved…”) and voided documents are ignored.

Profit matches your Profit & Loss. Invoiced and Costs are read from what each approved document actually posted to your income and expense accounts. So:

• Stock you bought for the job (tracked items) isn’t a cost until it’s sold; the cost of goods sold on the project’s invoices is.
• Bills recorded as fixed assets or prepayments aren’t costs.
• Credit notes reduce invoiced (or costs) exactly as they do in your books.

Received is cash paid on the project’s invoices (credit notes applied to an invoice aren’t cash; cash refunds are subtracted). Owed is the open invoice balances less unused customer credit.

Documents in other currencies

Documents can be in any currency. Each approved document converts into the project currency at the rate it was posted at; drafts and unissued scheduled payments use the latest rate. The documents table shows each amount in its own currency with ”≈” the project-currency amount.

If no exchange rate is available for a document, it’s left out and the page says so (”… left out — no exchange rate … was available”); the list marks the profit with *.

Payment schedules on a project

Payment schedules are how you invoice a job in stages — a deposit, progress payments and a final payment. The project page has a Payment Schedules card: each schedule shows its status and Paid X of Y, and each payment shows its due date, amount and either its invoice or an Issue Now button. See Payment schedules.

Complete, reopen or delete

• Mark Complete when the work is done (the page suggests it once everything is invoiced and paid). A completed project accepts no new documents.
• Reopen brings it back to Active.
• Delete is only offered for an empty project — remove its documents first.

Who can use projects

Anyone with the Projects permission can see projects (the built-in Admin, Accountant and Standard roles have it). Creating, editing and linking also needs Create Drafts; deleting needs Delete Documents. Adding a payment schedule needs the Payment Schedules permission. See Roles & permissions.

Worked example: a fit-out job

Northwind wins an office fit-out for Blue Harbor at HKD 100,000 (excl. tax).

1. Sales → Projects → New Project: name Office fit-out, customer Blue Harbor, contract value 100,000, cost budget 70,000.
2. Add to Project → New Payment Schedule: split it 30% deposit, 40% at midway, 30% on completion. Each invoice is issued from the schedule and joins the project.
3. Add to Project → New Bill for materials (HKD 25,000) and subcontractors (HKD 30,000) as they come in.
4. Midway, the project shows Invoiced 70,000, Received 30,000, Scheduled 30,000, Costs 55,000 (79% of budget) and Profit 15,000.
5. When the final invoice is paid, click Mark Complete.