Projects · Reference

Actions and results

What each Projects button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (36)

All Projects Create Project Import projects Project Portfolio Project 360 Close checklist Edit Project Project 360 header Overview Tasks Phases / WBS Gantt Milestones Daily progress Configuration > Project Types Configuration > Cost Codes Configuration > Project Templates Project Settings Features Budget Budget changes Estimation BOQ Resources Resource Planning Timesheets Expenses Cost summary Forecast Project P&L Revenue recognition Earned value Cash flow Procurement Material plan Subcontracts

All Projects

Action	When	What you do	What happens
First use seeds the configuration	A company that never opened Projects	Open Projects > All Projects; then open Configuration > Project Types and Cost Codes	3 profiles, 24 types, cost codes 01-07, all lookups and 8 templates exist; Project Settings row exists (prefix PRJ, recognition On invoice). Opening twice creates nothing twice
KPI row and status tabs	Projects in Planning, In Progress, Approved, At Risk, On Hold, Completed, Cancelled	Compare each KPI and tab count with the list filtered by that status	Active tile and tab = In Progress + Approved + At Risk; Planning tile = Planning + Draft; Completed tile = Completed + Closed finished this year; Total Contract Value sums non-cancelled projects; Billed % = invoiced / contract; archived projects are not counted
Search, filters, sort, paging	25 test projects	Search part of a code; filter Type, Customer, Project Manager; More Filters: billing method, Starts from / Ends by; sort Contract Value; Load more	Rows match; first window 20, Load more shows 'Load more (20 / 25)' then all 25; Clear filters resets all
Card / list / calendar views		Switch views, reload the page	View choice remembered; list shows Code, Project, Status, Type, Customer, PM, Start, End, Progress, Contract Value, Margin; calendar shows starts, ends and milestones of the month
Favourite and archive	A project	Card menu > Favorite; title menu > Favourites; card menu > Archive; title menu > Archived; Restore	Star shows on the card and the project is in Favourites (per user). Archived project leaves All Projects and KPI totals, appears in Archived; Restore brings it back
Export CSV	Filtered list	Export	CSV of the loaded rows: Code, Project, Status, Type, Customer, Project Manager, Start, End, Progress %, Contract Value, Profit Margin %
Duplicate a project	A project with phases, tasks, milestones, team and a posted timesheet	Card menu > Duplicate	New project '<name> (copy)' with a new code; same phases, tasks (all Not started), milestones (pending), team and manager; no timesheets, expenses, invoices, budgets or documents copied

Create Project

Action	When	What you do	What happens
Create a blank project		Create Project; name 'Test Blank A'; no template; start 2026-10-01; no finish; Create	Code PRJ-2026-001 (next free), status Planning, planned and expected finish 2026-12-30 (start + 90 days), currency = company currency (AED), retention = company default, a 'project' analytic dimension value with the code is made; Project 360 opens; activity 'Project created ... from scratch'
Create from the Construction template fitted to dates		Template Construction Project; start 2026-10-01; planned finish 2027-03-29; contract value 1,000,000; manager 'Test PM'; Create	Template is 300 days, the dates give 180 so every duration is x0.6: phase 1 Design & Engineering 36 days (2026-10-01 to 2026-11-05) ... last phase ends 2027-03-29. 11 tasks, 5 milestones; billing plan lines for the 5 billing milestones (10%, 10%, 30%, 20%, 10%); draft budget 'Original budget' = 85% of contract split Labor 297,500, Material 255,000, Subcontract 170,000, Expenses 85,000, Overhead 42,500 (total 850,000); documents Contract, Project plan, Meeting minutes; team member 'Test PM' role Project Manager set as manager
Template without a planned finish		Template Software Implementation; start 2026-10-01; no finish; contract 400,000; Create	Phases follow the template days (14+14+30+20+10 = 88, last phase ends 2026-12-27); planned finish stays start + 90 = 2026-12-30 (a template longer than 90 days, e.g. Construction's 300, moves the finish to its last phase end); billing lines 10/20/40/30% of 400,000 = 40,000 / 80,000 / 160,000 / 120,000
Field settings on create	Fields: Customer PO = Required, Location = Hidden	Open Create Project; try to create without a Customer PO	Location input is gone; Customer PO marked *; create refused 'Customer PO is required by this company.'; with a PO it creates

Import projects

Action	When	What you do	What happens
Import a CSV	CSV with 3 rows: 2 valid, 1 without a name	Import; choose file; Import (3); Done	Log: '<name>: created' twice and 'Skipped a row without a name.'; 2 new projects in the list

Project Portfolio

Action	When	What you do	What happens
Group the portfolio	Projects with different managers and margins	Group by Status, Project manager, Customer, Type, Region, Profitability	Totals per group; Profitability bands Loss / Below 10% / 10-20% / Above 20%; Region = text after the last comma of the location ('Al Barsha, Dubai' -> Dubai); groups without a value: Unassigned / Internal / Unclassified / Unspecified

Project 360

Action	When	What you do	What happens
Header and KPI cards	A project with budget, costs and invoices	Open the project; compare the 8 KPI cards with Budget, Costs and Billing tabs	Contract value includes approved change orders; Approved Budget = approved version + approved budget changes; Actual % of budget shown; Days Remaining to expected finish (negative shows 'n Days Overdue')
Tabs follow the feature profile	A Light-profile project and a Construction-profile project	Open both	Light: Overview, Tasks, Costs, Billing, Documents, Issues, Reports only; Construction: also Gantt, Budget, BOQ, Resources, Procurement, Changes, Risks
Health strip and alerts	Task finished 20 days ago still open; budget 100,000; actual 60,000; progress 30%	Open Overview	Schedule 'Behind 20 days' red (over 14); Budget 'Within Budget'; alert 'Budget burning faster than progress' with evidence '60.0% of budget spent at 30.00% progress' (30 < 60 - 15); '1 task(s) overdue' with the task code and due date
Change status	Project in Planning	Actions > In Progress; then Completed; then Closed (checklist not done)	Moves allowed only along the status map; Completed sets the actual finish (today); Closed refused 'Finish the close checklist first: ...' listing the unticked items; every move is on the activity feed 'Status changed to ...'
Reopen a closed project	A closed project	Actions > Completed	Status Completed; edits work again; audit 'project.status' before closed after completed

Close checklist

Action	When	What you do	What happens
Close a project	Completed project	Actions > Close checklist; tick all 11; Save checklist; Actions > Closed	Status Closed; project becomes read-only: any edit, task, time, invoice refused 'A closed or cancelled project is read-only. Reopen it through an authorised correction first.'

Edit Project

Action	When	What you do	What happens
Edit with revision check	Two browsers on the same project	Browser A saves a new name; browser B (not reloaded) saves	B refused 'Somebody else changed this project. Reload it and try again.'; after reload B saves; activity 'Project updated - name'
Manual progress		Progress from = Entered manually; Progress 40; Save; then change a task's progress	Header shows 40%; task changes no longer move the project progress (phases still roll up)

Project 360 header

Action	When	What you do	What happens
Change the project image		Click the image; choose a 400 KB JPG	Image replaced on Project 360 and the card (new version in the address)

Overview

Action	When	What you do	What happens
Add a team member	Test employee with a user login	Add Team Member; choose the employee; allocation 50; cost 75; bill 150; Add	Member listed with role and '50%' and availability ('n% free', 'On leave' when on approved leave today, 'Overallocated (n%)' over 100 across active projects)
Add a note / meeting		Note (+); Kind Meeting; Title 'Kick-off'; Save	Activity shows 'Meeting completed - Kick-off' with the details and your name

Tasks

Action	When	What you do	What happens
Create a task	Project with phase 3	New Task; name; phase 3; start 2026-10-05; duration 10; planned hours 40; Save	Code 3.<n>; finish 2026-10-14; Days 10; activity 'Task created - ...'
Progress rolls up by planned hours	Phase with task A (40 h) and task B (10 h)	Set A 50%, B 100%	B becomes Completed with actual finish today; A In progress with actual start today; phase progress = (50x40 + 100x10) / 50 = 60%; project progress likewise across all non-cancelled tasks (tasks with no hours are averaged equally)
Kanban move	Tasks in several statuses	Kanban; drag a card from Not started to Completed	Task Completed, progress 100, actual finish today
Delete rules	Task with time logged; task with a sub-task; plain task	Delete each	With time: 'Time is logged on this task. Cancel it instead of deleting it.'; with sub-task: 'Move or delete its sub-tasks first.'; plain task deleted with its links and progress entries

Phases / WBS

Action	When	What you do	What happens
Add, rename, delete phases		Add phase code 5 'Snagging'; rename it; delete a phase that has tasks	Added and renamed; delete refused 'Move or delete the phase's tasks first.'

Gantt

Action	When	What you do	What happens
Dependencies and the critical path	Tasks A (5 days), B (3 days), C (2 days) all starting 2026-10-01	Link A FS B, B FS C (lag 0); open Gantt; Critical path only	Early start of B = after A, C after B; A, B, C have float 0 and are critical; 'Critical path finishes 2026-10-10'; a parallel 2-day task D unlinked has float 8
Loop refused	A FS B and B FS C exist	Link C FS A	Refused 'That link would make a loop in the schedule.'
Baseline and variance	Tasks planned	Save baseline; a second user approves it; move a task's finish 3 days later	Baseline #1 'original' draft -> approved; tasks carry baseline dates; bars show baseline; variance table finish var. +3 (red); approving baseline #2 supersedes #1

Milestones

Action	When	What you do	What happens
Completing a billing milestone	Milestone 'Design Approval' with billing line (planned)	Set milestone Completed; open Billing	Completed on = today; activity 'Milestone completed - Design Approval'; its billing step changes Planned -> Ready (Create Invoice shown)
Delete an invoiced milestone	Milestone whose billing step is invoiced	Delete	Refused 'This milestone has been invoiced; it cannot be deleted.'

Daily progress

Action	When	What you do	What happens
Record quantities	Task planned 250 m2	Record 100 yesterday, 50 today	Planned 250, Previous 100, Today 50, Cumulative 150, Balance 100, Progress 60%; task In progress (actual start = first entry date); at 250 the task is Completed

Configuration > Project Types

Action	When	What you do	What happens
Built-in records		Open a built-in type; change its code; then Delete	Code change refused 'The code of a built-in record stays; rename it instead.'; delete refused 'Built-in records are switched off, not deleted.' (untick Active instead)

Configuration > Cost Codes

Action	When	What you do	What happens
Delete switches off	Own cost code used on a budget	Delete	Code becomes inactive (kept for history); no longer offered on new budget lines

Configuration > Project Templates

Action	When	What you do	What happens
Own template used on create	Template with 2 phases and a milestone billing 50%	Create a project from it	Phases, tasks, milestone and a 50% billing line created as defined

Project Settings

Action	When	What you do	What happens
Code prefix		Prefix 'dxb'; Save; create a project starting 2027-01-10	Prefix stored DXB; new code DXB-2027-001
Automatic accounts	Chart without a 'Retention Receivable' account	Open Project Settings	Each empty account shows 'Automatic (<code>)'; the first retention posting creates 'Retention Receivable' (محتجزات مستحقة القبض) beside the receivable account

Features

Action	When	What you do	What happens
Switch off Change orders	Company admin	Applications > Project Management > Features: Change orders off; open the projects menu and a project's Changes tab; create a change order	Commercial > Change Orders leaves the menu; existing change orders still readable; create / move refused 'Change orders is disabled for this company.'
Switch off BOQ / procurement / subcontracts / earned value / recognition		Switch each off in turn and try the matching write (save BOQ lines, purchase request, subcontract claim, save baseline, post recognition)	Each refused '<Feature name> is disabled for this company.'; reads still work; menus Planning > BOQ, Commercial > Procurement / Commitments / Subcontracts go

Budget

Action	When	What you do	What happens
Draft, submit, approve (maker-checker)	Draft budget with lines totalling 850,000; users A (edit) and B (approve)	A: Save lines, Submit for approval; A tries Approve; B: Approve	Submit notifies budget approvers except A; A refused 'Somebody other than who submitted it must approve it.'; B approves: state Approved, activity 'Budget approved - ...', KPI Approved Budget 850,000, the notice is cleared
Draft rules	A draft or submitted version exists	New revision; Submit an empty draft; edit lines of an approved version (API)	'Finish the draft budget first.'; 'Add budget lines first.'; 'Only a draft budget can be edited; revise the approved one instead.'
Revision supersedes	Approved version #1 (850,000)	New revision (copies #1 lines); raise Material by 20,000; submit; B approves	#2 Approved, #1 Revised; grid Original Budget still from #1 (850,000), Current Budget 870,000, Approved Changes 20,000 on Material
Reject and freeze	Submitted version	B: Reject; A resubmits; B approves; B: Freeze	Reject returns it to Draft; Freeze sets Frozen (still the current budget); freezing a non-approved one -> 'Only the approved budget can be frozen.'
Budget from an approved estimate	Approved estimate: material 2,100 + labour 1,500	New version 'From estimate'	Draft lines per cost code/category: material 2,100.00, labour 1,500.00 ('From estimate n'); without an approved estimate -> 'Approve an estimate first.'
Budget vs actual grid arithmetic	Material: current 255,000, actual 100,000, committed 180,000	Open Budget vs Actual	Forecast Remaining = max(0, 255,000 - 100,000, 180,000) = 180,000; Forecast Final 280,000; Variance 255,000 - 280,000 = -25,000

Budget changes

Action	When	What you do	What happens
Transfer between cost codes	Approved budget: Material 255,000, Subcontract 170,000	A raises Transfer 10,000 Material -> Subcontract, reason; A tries Approve; B approves	Raised as Submitted BC-001; A refused 'Somebody other than who asked for it must decide it.'; after B: Material current 245,000, Subcontract 180,000, total unchanged; deciding again -> 'Only a submitted change can be decided.'
Increase / decrease	Approved budget 850,000	Increase 15,000 on 03 Equipment (approved); Decrease 5,000 on 05 Expenses (approved)	Current budget 860,000; changes approved before the current version's approval date are not counted twice after a new revision

Estimation

Action	When	What you do	What happens
Line cost and price	Draft estimate	Line: material 'Concrete', qty 100, rate 20, waste 5, productivity 1, markup 10; Save lines	Cost = 100 x 1.05 x 20 / 1 = 2,100.00; price = 2,310.00; summary by category and Margin = (2,310 - 2,100) / 2,310 = 9.1%
Productivity divides the cost		Same line with productivity 2	Server cost 1,050.00
Expand an assembly	Assembly CONC-C40 (waste 5%): Cement \| material \| 7 \| bag \| 18.5; Labour \| labor \| 0.5 \| h \| 40	Line with assembly CONC-C40, qty 10; Expand assemblies	Expected: the line becomes 'Concrete C40 per m3 - Cement' qty 70 rate 18.50 and '... - Labour' qty 5 rate 40, waste 5%. Record what happens
Submit, approve, copy	Draft estimate with lines	Submit; approve (user B); Copy as new estimate	Approved (older approved one becomes Superseded); the copy is a new Draft with the same lines; editing an approved one -> 'Only a draft estimate can be edited; make a new revision.'

BOQ

Action	When	What you do	What happens
Build a BOQ hierarchy	New contract BOQ	Lines: Section A 'Substructure'; item A.1 Excavation 500 m3 x 25 (cost 18); item A.2 Blockwork 500 m2 x 120 (cost 90), tax 5; Save lines	Items: 12,500 / 60,000; section A shows 72,500 and cost 54,000; KPI BOQ value 72,500, Estimated cost 54,000, Margin 18,500; tax total 3,625 (5% of items)
Approve and revise	Draft contract BOQ with lines	Approve; try to edit; New version kind Revised copying it	Approved; editing refused 'An approved BOQ is never edited; make a revised version.'; the revised draft carries lines and certified quantities; approving it supersedes the older approved one of the same kind
AI BOQ import	CSV: 'Item No,Description,Unit,Qty,Amount' with a heading row 'Substructure' (no numbers) and '1.1,Excavation,m3,500,12500'	AI BOQ import; review the preview; Use these lines; Save lines	Detected columns code <- item no, description <- description, uom <- unit, quantity <- qty, amount <- amount; 1 section, 1 item; rate 25.00 derived from 12,500 / 500; nothing saved until Save lines

Resources

Action	When	What you do	What happens
Over-allocation refused	Resource R booked 60% on project A 2026-10-01 to 10-31	On project B add an assignment for R 50% 2026-10-15 to 11-15	Refused 'The resource would be 110% allocated. Reduce the allocation or move the dates.'; 40% saves

Resource Planning

Action	When	What you do	What happens
Heatmap load and leave	R capacity 8 h/day assigned 50% this week; another resource on approved annual leave Mon-Fri	Open Planning > Resource Planning	R week: capacity 40 h (Mon-Fri; Sat/Sun skipped), allocated 20 h, 50% Partial; the person on leave shows Leave (5 leave days); >100% shows Over

Timesheets

Action	When	What you do	What happens
Log, submit, approve by another	Member M (cost 75 / bill 150) linked to user U; approver V	U logs 8 h billable; Submit; U tries Approve; V approves	Entry draft -> submitted (approvers with project.resource.assign notified except U); U refused 'Somebody else approves your time.'; V approves: state Approved, cost 600.00 and value 1,200.00 count in actual cost (labour) immediately; notice resolved
Edit lock	Submitted entry	U edits hours (API PATCH)	Refused 'Submitted time is changed by its approver only.'; after Reject -> Back to draft U can edit again
Rate fallback from the employment contract	Member with no cost rate, no pool resource, active contract gross 13,000/month, 8 h x 5 days	Log 8 h	Cost rate = 13,000 / (8 x 5 x 52 / 12 = 173.33 h) = 75.00; entry cost 600.00
Bulk approve	3 submitted entries of other people	Tick them; Approve selected	All 3 Approved; any entry of your own in the selection is refused 'Somebody else approves your time.'
Post labour	Approved entry 8 h x 75	Post (row action)	Journal (source project, key project:time:<id>): Dr Labour cost 600.00 / Cr Project Cost Clearing 600.00 with project, branch, department, cost centre; state Posted; with 'Post time and expenses when approved' on, approval posts at once

Expenses

Action	When	What you do	What happens
Expense approve and post	Expense 1,250 permits by U; approver V (project.budget.approve)	U submits; U tries Approve; V approves; V posts	U refused 'Somebody else approves your expense.'; Approved counts 1,250 as actual (expense, or the cost code's category); Post: Dr cost code GL account (if its prefix is a posting account) else Project expense / Cr Project Cost Clearing 1,250.00

Cost summary

Action	When	What you do	What happens
Post approved time & expenses	2 approved entries and 1 approved expense	Costs > Post approved time & expenses; press again	'2 timesheets and 1 expenses posted to the ledger.'; second press refused 'There is no approved time or expense waiting to post.'
Actual cost sources	Posted vendor bill 40,000 on the project's analytic value; approved time 600; certified subcontract claim 50,000 not yet billed	Open Cost summary	Actual = 40,000 + 600 + 50,000; when the claim's bill posts the claim stops counting (bill counted once); the project's own 'project:' journals are not read again from the GL

Forecast

Action	When	What you do	What happens
Revise ETC	Material actual 100,000, system remaining 180,000	Revise ETC Material 50,000, note; Save forecast	EAC Material = 150,000; history row (manual, today); the project manager gets 'PRJ-...: forecast revised YYYY-MM-DD'

Project P&L

Action	When	What you do	What happens
P&L by percentage of completion	Contract 1,000,000, approved variation +12,000, progress 40%, direct cost 300,000, overhead rate 8%	Costs > Project P&L	Recognised = 1,012,000 x 40% = 404,800; gross profit 104,800; overhead 24,000 (8% of direct); project profit 80,800; Unbilled = recognised - invoiced
Other recognition methods	Same project	Switch Revenue recognition to Cost to cost (actual 300,000, EAC 900,000), Milestone (completed milestones 30%), On invoice	Cost to cost: 1,012,000 x 300,000/900,000 = 337,333.33; Milestone: 1,012,000 x 30% = 303,600; On invoice: recognised = invoiced

Revenue recognition

Action	When	What you do	What happens
Post unbilled revenue	Percentage of completion, recognised 400,000, invoiced 300,000, no earlier run	Recognise to today; Post 100,000.00; open the card again	Journal key project:recognition:<run>: Dr Unbilled Revenue (Contract Asset) 100,000 / Cr Project revenue 100,000; run listed; button now 'The ledger matches'; posting again -> 'Nothing to recognise: the ledger already matches the project.'
Loss provision	EAC 1,100,000, contract 1,000,000, actual 450,000, recognised 400,000	Open the card; Post	Forecast loss 100,000; already shown in P&L 50,000 (actual - recognised); provision 50,000: Dr Loss provision expense / Cr Project Loss Provision 50,000

Earned value

Action	When	What you do	What happens
EV indices	BAC 100,000, one task with baseline over 30 days, today half-way, progress 40%, actual 45,000	Costs > Earned value	PV 50,000; EV 40,000; AC 45,000; CPI 0.89 (red), SPI 0.80 (red); CV -5,000; SV -10,000; EAC = 100,000 / 0.889 = 112,500; ETC 67,500; VAC -12,500

Cash flow

Action	When	What you do	What happens
Monthly plan and actual	Approved budget 300,000 undated, project Oct-Dec 2026; billing plan 40% due in Nov of contract 500,000; customer receipt 100,000 in Nov	Costs > Cash flow	Planned cost 100,000 each month; planned revenue Nov 200,000; Cash in Nov 100,000; Net and Cumulative per month

Procurement

Action	When	What you do	What happens
Purchase request to draft PO	User A (project.edit), approver B	A: request 120 m3 x 310 with vendor; Submit; A tries Approve; B approves; A: Create Purchase Order	Estimated 37,200.00; A refused 'Somebody other than who asked must decide it.'; Approved request counts 37,200 as committed (material); Create PO makes a DRAFT purchase order in Purchasing (product 'Project services' PRJ-SERVICES when a line has none) with project / branch / department / cost centre; activity 'Purchase Order created - <number>'; state Ordered
Commitment hand-over	Ordered request 37,200 with draft PO	Confirm the PO in Purchasing; post a vendor bill of 37,200	While the PO is draft the request counts; once confirmed the PO net counts instead (never both); after the bill posts committed drops by the billed amount and actual rises
Request rules		Submit a request without lines; order a submitted request; edit a submitted request	'Add lines to a draft request, then submit it.'; 'Only an approved request can be ordered.'; 'Only a draft request can be changed.'

Material plan

Action	When	What you do	What happens
Track material quantities		Add Rebar 16 mm planned 40 t, purchased 40, received 40, issued 30, consumed 28, returned 1	Saved; the procurement answer shows balance 40 - 28 + 1 = 13

Subcontracts

Action	When	What you do	What happens
Claim to certified net	Subcontract value 200,000, retention 10%, advance 10% (vendor advance 20,000)	New claim 50,000; reviewed; verified; certified (by a user with project.budget.approve)	Certified 50,000; retention 5,000; advance recovery min(5,000, 20,000) = 5,000; net 40,000; committed falls to 150,000; certified counts as subcontract actual cost
Raise the vendor bill	Certified claim above	Raise vendor bill	Vendor bill for 45,000 (certified - recovery) carrying the project dimension, posted at once when possible; then Dr Accounts payable 5,000 / Cr Retention Payable 5,000. If posting is refused the bill stays draft and 'Post retention' appears; pressing it before the bill posts -> 'Post the claim's vendor bill first.'
Claim flow rules	Claim in Claimed	Try to certify directly (API); certify 60,000 after verifying 50,000	'A claimed claim cannot be certified.'; 'Cannot certify more than was verified.'

Updated 3 October 2026