The Project Dashboard is a way to get an overall account of how the project is doing. From this screen, you can see budgets and actuals in a summarized view, along with basic information, such as Client and Contact. There is also a Daily Feed that can be accessed from here, so you can see what transactions have been entered against the project or changes that have been made overall.

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Title Info | Setup | Project Details | Contact Information | Dashboard Sections | Resources

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Title Info

Project Number, Project Name, Client ID

• Shows the Project Number/Name and Client ID.

Favorite

• Clicking the "Star" will make the project a Favorite for you. Then when you go to the Projects page, there will be a tab called Favorites you can click on to this project listed there.

Print

• Clicking Print will give you various options of what you want printed in a PDF Job Jacket.

More

• Give you access to System Settings, Refresh Project Financials and Delete.
  • System Settings: This is where you can control which Dashboard items and Project Details are visible.
  • Refresh Project Financials: This can recalculate the project financials numbers with what is currently in the system. In case things have changed so rapidly that the overnight refresh has not run yet.
  • Delete: If the project has no financial transactions applied yet, then it can be deleted if necessary. But once a single transaction has been created, the project cannot be deleted.

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Setup

Schedule

• Opens up the project Schedule screen. For more on this, please refer to the Project Schedule Overview guide.

Estimates

• Opens up the Estimates list for the project. You can then create or print Estimates from here too. For more on this, please refer to the Estimates Overview guide.

Project Settings

• Gives you access to the Project Setup, which includes the name and click of the project, along with Billing and Accounting sections.
• There should not be too much of a need to access this page if your intake workflow is setup to fill in these details for you based on your Clients Setup and Project Templates. For more on this, please refer to the New Project guide.

Team

• Gives you access to the users who are on the Team of the project.
• While you can add and remove users to the Team, you cannot removes Team members who are also assigned in the schedule.
• There is also a Subscriptions section that can play a role in who gets put on the Email To list for Conversations by default. And who you want to set as a default Approver for Deliverables.
• There is also an Auto Assign option to push the Team member with matching services to your Approved Estimates budget in the schedule. Be very careful with this option however, as it will wipe out whats is currently assigned in your schedule. So be sure to read the New Project and Estimates Overview guides thoroughly to understand how this works.

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Project Details

Project Status

• This is a clickable link to change the status of this project.

Specs (if not Shown On Right)

• Opens the Spec Sheet list for this project.

Misc Costs

• Opens the Misc Costs screen for this project.

Files

• Opens the Files screen for this project.

Deliverables (if not Shown On Right)

• If enabled, opens the Deliverable Board for the project.

Daily Feed (if not Shown On Right)

• Opens a screen of all the projects transactions and changes, by date and user.

Conversations (if not Shown On Right)

• Opens a screen of all the project conversations.

To Dos

• If To Dos are enabled, then this will open the To Do board for this project.

Budget

• Opens the budget screen for the project.

Billing

• Opens the Billing screen for to edit transactions and generate an invoice for the project.

Transactions

• Opens the Transactions report view, but is limited to only the projects transactions you are currently looking at. To report on all project transactions, use the Views > Projects > Transactions.

Quotes

• Shows open Quotes only for the project. Use the Views to locate closed Quotes.

Purchase Orders

• Shows the open Purchase Orders only for the project. Use the Views to locate closed orders.

Broadcast Orders

• Shows the open Broadcast Orders only for the project. Use the Views to locate closed orders.

Insertion Orders

• Shows the open Insertion Orders only for the project. Use the Views to locate closed orders.

Burn Chart

• This is visual representation of the project budget vs actuals. This requires an approved estimate for the chart to render.

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Contact Information

Client

• Shows the Client Name. Also you can click on the blue text of the name to open the Client Record.

Primary Contact

• Shows the Primary Contacts Name. Also you can click on the blue text of the name to open the Contact Record.

Email

• Displays the Email Address of the Primary Contact above.

Account Manager

• Display the Account Manager assigned to this project.

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Dashboard Sections

Daily Feed | Spec Sheets | Deliverables | Recent Conversations | Custom Fields | Project Snapshot | Project Profitability | Team

Daily Feed

• The project feed tracks most any transaction or change to the project.

Spec Sheets

• Shows the Spec Sheets that are entered on the project for quick access.

Deliverables

• Shows all Deliverables made for the project and their current Round / Approval Status.

Recent Conversations

• Shows the most Recently Added or Replied To Conversation thread at the top.

Custom Fields

• If using Custom Fields, only the ones that are populated will appear here.

Project Snapshot

NOTES:

• This section is hidden by default.
• The calculations on this page are performed each evening during the server reset. Click the Apply button from the Snapshot Options to have the project recalculate immediately.

The Project Snapshot is a module summarizing the current financial information of the project. Divided into two major sections, the Project Summary and the Project Profitability, it allows a user to see, at a glance, where the project stands in terms of budgeted versus actual time costs and billings. It also displays the to-date figures for projected profit and actual profit of the project.

This guide will provide users with the formulas used to obtain the figures or the location from which the figures are derived.

NOTE: When comparing the actuals on the project dashboard vs. what you see in a Billing Worksheet can differ. This can occur when you prebill an order, but do not yet have the vendor invoice entered.

Options

You can define how the financial information of the project is displayed, including allocating overhead on the project level.

• Include Unapproved Transactions: Includes Time and Expenses that have not been approved in the calculations.
• Include Sales Tax: includes Sales tax from Invoices in the calculations.
• Allocate Overhead By: Select how you want to allocate overhead on the project:
  NOTE: The allocated overhead amount is not displayed in the Actual Profit area of the Dashboard. It is only included in the calculation for Operating Profit (AGI - Total Inside Costs). For the actual amount, see Reports>Financial Reports>Project P&L (Detail)
  • Hours=(Total Client Hours/Total Hours) (Total Overhead $) >>(Total Project Hrs/Total Client Hrs)(Client Overhead $)
  • Labor Cost=(Total Client Labor Cost/Total Labor Cost)(Total Overhead $) >> (Total Project Labor Cost/Total Client Labor Cost)(Client Overhead $)
  • Total Bill=(Total Client Billing/Total Billing)(Total Overhead $) >> (Total Project Billing/Total Client Billing)(Client Overhead $)
  • None:
• Realized Rate Method:
  • From Labor Billed:
  • From Total Billed:
  • From Labor Income Accounts:

Hours

This area provides a comparison of Project Budget vs. Actuals. The Budgets are based upon all approved Estimates and Change Orders for the project. Hours are based upon all approved and unapproved time entries. Billing is based upon approved Invoices only.

• Total Budgeted Hours: Sum of All Labor Hours from Approved Estimates and Change Orders.
• Less Total Actual Hours: Sum of All Time Sheet Hours logged against the project. Hours shown are determined by the setting in the Snapshot Options area, Approved or Approved + Unapproved.
• Remaining Budgeted Hours: Equals Total Budgeted Hours - Total Actual Hours.
• Projected Average Hourly Rate: Equals Total Labor $ Amount from Approved Estimate(s) and Change Order(s) at Gross / Total Labor Hours from Approved Estimate(s) and Change Order(s).
• Realized Average Hourly Rate: Equals Total Labor $ Amount Billed or marked Billed to Date / Actual Hours.
• Total Allocated Hours: Equals Total number of hours that have been allocated across all tasks.
• Future Allocated Hours: Equals Total number of hours allocated to future tasks.
• Currency:

Amounts

Includes unbilled, billed and marked as billed transactions.

• Budget from Approved Estimates: Sum of All Gross Labor and Expenses from Approved Estimate(s) not including taxes.
• Budget from Approved Change Orders: Sum of All Gross Labor and Expenses from Approved Change Order(s) not including taxes.
• Total Approved Budget: Equals Budget from Approved Estimates + Budget from Approved Change Orders.
• Less Total Actual Billable: Total Approved Budget – Total Actual Billable Amount. NOTE: Total Amount does not include Open Unbilled Order amounts.
• Remaining Budget Amount: Equals Total Approved Budget – Total Actual Billable Amount.
• Currency:

Billing

• Total Advance Billings:
• Open Unapplied Advanced Billings: Sum of All Approved client invoice lines, where the invoice has been marked Advance Billed, from orders linked to the project that have not been reconciled to the vendor invoice. Click on the edit icon to see a list of Invoices associated with this figure.
• Total Standard Billings: Sum of All Approved client invoice lines generated from transactions. Click on the edit icon to see a list of Invoices associated with this figure. 
• Total Amount Billed: Sum of All Approved client invoice lines generated for the project, including unapplied amount from Advance Billing invoice, Fixed-fee and standard billing invoices.
• Total Approved Budget: sum of all approved estimate and change order estimates
• Remaining to Bill On Estimate: This is a calculation of Total Approved Budget minus Total Amount Billed.
• Revenue to Recognize: This is a calculation of the Total Approved Budget amount minus the Total Amount Billed on the project.
• Currency: defines the project currency

Project Profitability

NOTES:

• This section is hidden by default.
• While the budget screen adds Open Orders Gross Unbilled, the Dashboard Section does not.

Estimate

• Hours: The sum of all hours contained in all approved estimates and change orders.
• Total Labor: The sum of Labor Gross amounts.
• Labor Contingency: The sum of all labor contingency amounts contained in all approved estimates and change orders. calculation = (Labor Gross)(% Contingency entered on single estimate).
• Gross Expenses: The sum of Gross Expenses contained in all approved estimates and change orders.
• Total: Sum of Total Labor + Gross Expenses.
• Net Expenses: The sum of Net Expenses contained in all approved estimates and change orders.
• Gross Profit (AGI): Calculation of Total - Net Expenses: %= AGI/Total.
• Labor At Net: The sum of Labor cost contained in all approved estimates and change orders.
  NOTE: labor cost is set on the individual Services/Roles via Admin>System Setup>Time and Billing>Services: Hourly Cost.
• Net Profit: Calculation of AGI - Labor At Net : % = Net Profit/Total.
• Sales Tax:
• Total With Tax:
• Projected Hourly Margin: Calculation of Net Profit/Hours.
• Currency: If using multi-currency, this will appear.

WIP

NOTE: This section may be hidden if you are not tracking WIP in GL. If your company is not tracking WIP, please contact your trainer prior to setting this up on your system.

Each of the entries in this area of the snapshot come directly from the WIP Posting entries associated with the project. These are defined by the GL Control Accounts setup via Admin>System Setup>GL Settings> Control Accounts.

• Labor: Total of unbilled Labor Gross.
• Inside Costs: Total of unbilled Misc Costs and Expense Reports Gross.
• Outside Production Costs: Total of unbilled Vouchers Net.
• Outside Media Costs: Total of unbilled Media Vouchers Net.
• Total WIP: Calculation of Labor + Inside Costs + Outside Production Costs + Outside Media Costs.
• Currency: If using multi-currency, this will appear.

Actual

This section displays figures based on Posted transactions only. This area will include Journal Entries entered against the project. These will not be reflected in the Project Budget screen.

• Revenue: Sums All Posted GL Transactions related to "Revenue" GL Account Types for the project (Invoices, Receipts, WIP Posting and Journal Entries).
• Outside Costs: Sums All Posted Transactions related to "COGS" GL Account Types for this project.
• AGI: Is the "Agency Gross Income" and its calculation is based on the following = "Revenue - Outside Costs".
• Direct Expenses: Sums All Posted Transactions related to "Expense" GL Account Types for the project.
• Inside Expense Cost: Sums Misc Cost (Net) and approved Expense Reports that have not been converted to a voucher for the project.
• Inside Labor Cost: Sums all approved time entries. Calculation: (# of hours)(hourly cost from employee record).
• Operating Profit: Calculation = AGI - (Direct Expenses+Inside Expense Cost+Inside Labor Cost).
• Other Income: Sums all transactions posted to the Other Income account for the project.
• Other Expenses: Sums all transactions posted to the Other Expense account for the project + Allocated Overhead.
• Net Profit: Calculation =Operating Profit +Other Income - Other Expense.
  NOTE: The following calculations settings will depend upon the selection made under Options: Realized Rate Method.
• Realized Average Hourly Rate:
  • Labor Billed: Calculation = Labor Billed / Actual Hours, where labor billed = sum of Billed Hours x Billed Rate from time entered against the project. This does NOT include hours marked as Write Off.
  • Total Billed: Calculation=Total Billed / Actual Hours, where total billed = Billed Amount + Advance Billed Open; Billed Amount = sum of total amount of all invoices for the project.
  • Labor Income Accounts: Calculation = Total Amount in Labor Income Accounts / Actual Hours, where labor income accounts total = Journal Entries + invoiced labor tracked to "Labor Income" GL accounts.
• Realized Average Hourly Cost: Calculation= Total Labor Net / Total Actual Hours.
• Realized Average Hourly Margin: Calculation = Realized Average Hourly Rate - Realized Average Hourly Cost.
• Currency: If using multi-currency, this will appear.

Write Off

This area shows a summary of transactions that have been marked as Write Off on the Project. All figures are based upon billable/Gross amount.

%: The % displayed for each section is based upon the total write off amount on the project: calculation = Section write off total / Total Write Off Amount.

• Total Labor At Written Off At Gross: Sum of all Labor marked as Write Off on the project.
• Total Outside Costs Written Off At Gross: Sum of all Vendor Invoices marked as Write Off on the project.
• Total Inside Costs Written Off at Gross: Sum of all gross Expense Report and Misc. Cost transactions marked as Write Off on the project.
  NOTE: Expense Reports that have been converted to Vouchers for reimbursement will be seen in Outside Costs.
• Total Write Off Amount: Equals Total Labor Written-Off at Gross + Total Outside Costs Written-Off at Gross + Total Inside Costs Written-Off at Gross.
• Currency: If using multi-currency, this will appear.

Team

• This shows you a list of the team members on the project and their contact info.

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Resources

Transaction Preferences

Define Services