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Project Maximums in Project

  • 1.  Project Maximums in Project

    Posted 16 days ago
      |   view attached
    Hello,
    There isn't currently a way to enter a Maximum amount in project to where it will stop allowing hours to be entered or notify the consultant that they've reached the project max, correct? My implementation notes all say that while you can put an amount in it isn't smart enough to tell the user that they can no longer enter hours. We are on version 2015 and I don't believe this is on the 2018 version yet either.

    thanks,

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    Melissa Neuberger
    AE Business Solutions
    Madison WI
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  • 2.  RE: Project Maximums in Project

    TOP CONTRIBUTOR
    Posted 16 days ago
    Since project maximums are entered at a project and task level, and since we would rarely have a single consultant PO at that level, then that methodology didn't work for us.

    What we've been doing is using our ReQlogic (RL) requisition system to create both a PO and a budget.   The PO at least warns about entering an invoice against a PO where the PO is exhausted.

    An RL budget can be set at a lower level such as:  by project, by task, by vendor, etc.    Budgets can be entered with both a quantity and dollars, depending on your usage of PO's - specifically whether are you using PO Receipts.   Since we don't use PO Receipts but are vouchering directly from a PO or Vendor Invoice, then the way RL works is a bit different.   In any case, with these tools we can warn against overruns on consultant hours when processing consultant invoices, and also have a SQL table to query against in reporting to allow us to write reports/alerts showing PO's nearly complete.

    Hope this helps.

    Best regards,

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    Gail Jones-Nemeth
    Financial Systems Analyst
    Creative Associates Int'l
    Washington DC
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  • 3.  RE: Project Maximums in Project

    BRONZE CONTRIBUTOR
    Posted 16 days ago
    Melissa - SL 2018 CU2 (just released) has added logic to the project start and end date that is supposed to restrict time entry based on these dates.

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    Randy Andrews
    Manager - SL Support
    RSM
    Gaithersburg
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  • 4.  RE: Project Maximums in Project

    GOLD CONTRIBUTOR
    Posted 15 days ago
    Melissa,

    You are correct that the project maximums do apply to billings.  As to budgeted amounts such as labor, you can control it by un-checking the box that allows labor to be charged to the task on the project maintenance screen.  We have had a couple of customers do this and have created a quick query to expose the tasks that are nearing or have reached that threshold.

    Another method would be to do something such as creating a trigger to automatically do the above when the maximum hours are reached.  Using this method could still leave exposure because it would not see the unposted time until the time card was posted.

    The quick query could be modified to combine the data from the time detail table with the project summary tables to give you a more accurate number.

    SL 2018 was to have the enforcement of a hard end date on the project but I do not believe that has been extended to the task lines.

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    David Callery
    Consultant
    Coe & Company, LLC
    marrero LA
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