Accounting Tab of Projects Hub

Use the Accounting tab to enter accounting information for the project, including billing information, compensation and fee amounts, revenue and charge types, units and multipliers, percent completes, and revenue upset limits. The Accounting tab is available if you use the Accounting application.

By default, project records are available to all companies. You can restrict, by company, the ability to charge labor and expenses to a project. To do so, select the Restrict Charge Companies option and use the Company Access grid to specify which companies in the enterprise are able to charge labor and expense to the project.

Contents

Field	Description
Billing Client	Enter the client to be billed for the project, or use the Client lookup or Quick Find to select a client. If the client record does not exist in your database, click New to open the DPS browser application where you can create a new Firms hub record. When you enter a client name in the Billing Client field: DPS creates a hyperlink between the client name and the corresponding Firms hub record. You can click the client name in this field to open the Firms hub record. DPS adds the client's name and related information to the Clients grid on the Clients/Contacts tab of the Projects hub record. DPS adds the project's name and related information to the Associations tab in the specified Firms hub record. To edit the client name, right-click the name and click Edit. This temporarily disables the hyperlink feature and allows you to edit the information in this field.
Billing Address	When you enter a client name in the Billing Client field, DPS enters the billing address associated with that client record in the Billing Address field. This address displays on invoices. You can enter a different billing address if you wish. The actual address does not display in this field. When you enter a client address in the Firms hub, you must also enter a description for the address and designate one address as the billing address. It is the description for the billing address that displays in the Billing Address field on the Accounting tab. To select a different address, click Search and use the Address Lookup to select another address. The Address Lookup only lists addresses for the client entered in the Billing Client field.
Billing Contact	Enter the billing contact for the project. You can enter a contact name directly in this field, use the Contact lookup, or use Quick Find. The Contact lookup displays contacts for the client entered in the Billing Client field. If the contact record does not exist in your database, click New to open the DPS browser application where you can create a new Contacts hub record. When you enter a contact name in the Billing Contact field: DPS creates a hyperlink between the contact name and the corresponding Contacts hub record. You can then click the client name in this field to open the Contacts hub record. DPS adds the contact's name and related information to the Contacts grid on the Clients/Contacts tab of the Projects hub record. DPS adds the project's name and related information to the Associations grid in the specified Contacts hub record. To edit the contact name, right-click the name and click Edit. This temporarily disables the hyperlink feature, allowing you to edit the information in this field.
Charge Type	Use this drop-down list to select the project's charge type. The options are: Regular: Regular projects are revenue-producing projects. Costs charged to regular projects include direct labor, direct expense, and reimbursable expense. Overhead: Overhead projects are not revenue-producing. Costs charged to overhead projects include indirect labor and indirect expense. The total cost of these projects is distributed to regular projects during overhead allocation. Typical overhead projects include General Overhead, Vacation, Sick Leave, Holiday, and Civic Duty. Overhead projects zero out when you initialize for a new fiscal year. Promotional: Promotional projects are identical to overhead projects. However, DPS does not zero out job-to-date costs when you initialize for a new fiscal year for a promotional project. Use the promotional charge type to track the costs associated with acquiring a new job. If you are awarded the job, you can create a new, regular project and transfer the detail so that it can be tracked or billed as part of the project cost.
Unit Table	Use this drop-down list to select a unit table to associate with the project. DPS uses the unit table as the default when billing unit charges for the project. You can override the unit table in transaction entry. If a project contains phases or tasks, you specify the unit table at the phase or task level, not at the project level. This drop-down list does not include any dormant unit tables. If you track multiple companies in DPS, the drop-down list includes the unit tables in which the cost and billing currencies match the currencies selected in the Project Cost Currency and Project Billing Currency fields.
Cost Method	Use this drop-down list to select the cost rate method you want to use for a project, phase, or task. You can specify a different cost rate method at each level of the WBS. This field displays if you use the Accounting application and select the Cost rate tables option on the General tab of Settings > Advanced Accounting > System. Use the cost rate tables to override the cost rate information entered in your Employees hub records. Before you select a cost rate method, you must set up labor rate, category rate, or labor code tables in Accounting > Cost/Pay Rate Tables. The settings for this option are as follows: None: This is the default value. If you select None at the phase or task level, DPS uses the method selected at the next higher level of the WBS. If you select None at the project, phase, and task level, DPS uses the cost rate specified in the Employees hub for all WBS levels. From Employee Cost Rate: Select this option to use the employee's cost rate for the project, phase, or task. From Labor Rate Table: Select this option to specify a Labor Rate Table to use for the project, phase, or task. From Category Rate Table: Select this option to specify a Category Rate Table to use for the project, phase, or task. From Labor Code Table: Select this option to specify a Labor Code Table to use for the project, phase, or task. Cost Method Hierarchy You can also specify cost rate methods and tables on the Accounting tab of the Employees hub. When you post employee labor charges to a project, DPS looks first at the project record and then at the employee record to determine how to apply cost rates. DPS uses the first setting it finds, based on the following hierarchy: Projects hub record WBS3: Cost Method field on the Accounting tab. Projects hub record WBS2: Cost Method field on the Accounting tab. Projects hub record WBS1:Cost Method field on the Accountinge tab. Employees hub: Cost Rate Table Method field on the Accounting tab. Employees hub: Rate field in the Job Cost section on the Accounting tab. If you track multiple companies in DPS, and cost rates are not enabled for the active company, the Cost Method and Cost Table fields do not display on the Accounting tab of the Projects hub.
Cost Table	This field displays if you use the Accounting application and you have selected the Enable cost rate tables option on the General tab of Settings > Advanced ccounting > System. Cost rate tables allow you to override the cost rate information that you enter in Employees hub records. Before you select a cost rate table, you must set up labor rate, category rate, or labor code tables in Accounting > Cost/Pay Rate Tables. The drop-down list in this field displays the names of your Labor Rate Tables, Category Rate Tables, or Labor Code Tables, depending on the option that you select in the Cost Method field. Use the drop-down list to select the cost rate table that you want to use for the project, phase, or task. DPS disables this field if you select the None or From Employee Cost Rate options in the Cost Method field. If you track multiple companies in DPS, and cost rates are not enabled for the active company, the Cost Method and Cost Table fields do not display on the Accounting tab of the Projects hub.
Pay Method	This field displays if you use the Payroll application and you select the Enable payrate tables for overriding payrate from Employees Hub option in Payroll Settings. Pay rate tables allow you to override the pay rate information entered in your Employees hub records. Before you select a pay rate table, you must set up labor rate, category rate, or labor code tables in Accounting > Cost/Pay Rate Tables to set up labor rate, category rate, or labor code tables. Use this drop-down list to select the pay rate method that you want to use for a project, phase, or task. You can specify a different pay rate method at each level of the WBS. The settings for this option are as follows: None: This is the default value. If you select None at the phase or task level, DPS uses the method selected at the next higher level of the WBS. If you select None at the project, phase, and task level, DPS uses the pay rate specified in the Employees hub for all WBS levels. From Employee Pay Rate: Select this option to use the employee's pay rate for the project, phase, or task. From Labor Rate Table: Select this option to specify a Labor Rate Table to use for the project, phase, or task. From Category Rate Table: Select this option to specify a Category Rate Table to use for the project, phase, or task. From Labor Code Table: Select this option to specify a Labor Code Table to use for the project, phase, or task. Pay Method Hierarchy You can also specify pay rate methods and tables on the Payroll tab of the Employees hub. When you post employee labor charges to a project, DPS looks first at the project record and then at the employee record (if necessary) to determine how to apply pay rates. DPS uses the first setting it finds, based on the following hierarchy: Projects hub record WBS3: Pay Method field on the Accounting tab. Projects hub record WBS2: Pay Method field on the Accounting tab. Projects hub record WBS1: Pay Method field on the Accounting tab. Employees hub: Pay Method field on the Payroll tab. Employees hub: Pay Rate field on the Payroll tab. If you track multiple companies in DPS, and pay rates are not enabled for the active company, the Pay Rate and PayTable fields do not display on the Accounting tab of the Projects hub.
Pay Table	This field displays if you use the Payroll application and you select the Enable payrate tables for overriding payrate from Employees Hub option in Payroll Settings. Pay rate tables allow you to override the pay rate information entered in your Employees hub records. Before you select a pay rate table, you must set up labor rate, category rate, or labor code tables in Accounting > Cost/Pay Rate Tables to set up labor rate, category rate, or labor code tables. The drop-down list in this field displays the names of your Labor Rate Tables, Category Rate Tables, or Labor Code Tables, depending on the option you select in the Pay Method field. Use the drop-down list to select the pay rate table you want to use for the project, phase, or task. This field is disabled if the None or From Employee Pay Rate options are selected in the Pay Method field. If you track multiple companies in DPS, and pay rates are not enabled for the active company, the Pay Method and Pay Table fields do not display on the Accounting tab of the Projects hub.
Payroll Tax Locale	Use this drop-down list to select the state for the payroll tax. DPS uses this tax locale during payroll processing to calculate withholding taxes for an employee if you selected the Follow Project Locale method for an employee (in the Locale Method field on the Payroll tab on the Employees hub form). When you select the Follow Project Locale method, DPS uses the following hierarchy to determine the tax locale to use to calculate withholdings for an employee when payroll is processed: Use the tax locale that is entered in the Payroll Tax Locale field at the WBS3 (task) level if the tax locale is specified as Active for an employee in the State/Local/Tax Jurisdictions grid on the Payroll tab on the Employees hub form. If no tax locale is found per step 1, use the tax locale that is entered in the Payroll Tax Locale field at the WBS2 (phase) level if the tax locale is specified as Active for an employee in the State/Local/Tax Jurisdictions grid on the Payroll tab on the Employees hub form. If no tax locale is found per step 2, use the tax locale that is entered in the Payroll Tax Locale field at the WBS1 (project) level if the tax locale is specified as Active for an employee in the State/Local/Tax Jurisdictions grid on the Payroll tab on the Employees hub form. If no tax locale is found per step 3, use the employee's default tax locale that is entered in the Default Tax Locale field on the Payroll tab on the Employees hub form.
Cross Charge: Apply Rate Method at this Level	This field indicates which Labor Cross Charge settings currently to this project/phase/task: Global: Select this option to specify the settings at the organization or system level. Project: Select this option to specify the rate method or multiplier used to calculate the transfer price on this tab, in Cross Charge Rate. None: Select this option to disable the Labor Cross Charge feature. This field displays only if you select the Enable cross charge feature on the Cross Charge tab of Settings > Accounting > Company.
Rate Method	Using the Cross Charge Method specified above, this field indicates the Labor Cross Charge transfer price calculation method for this project, phase, or task: Billing Terms: Select this option to specify the project, phase, or task's billing terms. If none are specified, DPS first uses the billing terms marked Use as Project Reporting Default Terms Only on the Labor tab of Billing > Billing Terms. If none are specified, DPS then uses the billing terms on the Labor tab of Settings > Billing > Default Terms. Multiplier: Select this option to specify the applicable multiplier. If the Apply Rate Method at this Level value is Project, enter the new multiplier in the unlabeled field at the right. This field displays only if you select the Enable cross charge feature on the Cross Charge tab of Settings > Accounting > Company.
Multiplier	Select this option to specify the applicable multiplier. If the Apply Rate Method at this Level value is Project, enter the new multiplier in the unlabeled field at the right.
AP Bill by Default	This group box displays when you select the Enable expense codes option on the Accounts Payable tab of Settings > Advanced Accounting > System AP. When the expense codes feature is enabled, DPS enters an expense code on both AP Voucher and AP Disbursement transactions. Each expense code is assigned to an individual expense code type (consultants or other), which can then be specified as billable or not billable at the project level. If it is billable, DPS defaults the expense code's reimbursable account during AP Voucher and AP Disbursement transaction entry. If it is not billable, DPS defaults the expense code's direct General Ledger expense account during AP Voucher and AP Disbursement transaction entry. You can also set the expense code type to follow the Bill by Default setting on the Expense Codes tab in Settings > Advanced Accounting > System AP. The Bill by Default feature can be used when you first select the Enable expense codes option on the Accounts Payable tab of Settings > Advanced Accounting > System AP. It allows you to start using the feature before you enter the bill by default settings for each project on the Accounting tab of the Projects hub. Bill by Default Hierarchy For projects that have a Regular charge type, DPS determines whether the project's expenses are billable or not by looking at the bill by default setting at the following locations in the order listed. It uses the first one found. Expense code override table: If a project has an expense code override table entered in the Bill by Default section on the Accounting tab of the Projects hub, DPS uses the bill by default setting for the expense code from the project's expense code override table. Override tables are set up in Settings > Advanced Accounting > Expense Code Override. Project: If no expense code override table is found for the project or the expense code is not listed on the override table for a project, DPS looks at the bill by default settings for the project in the Consultants and Other Expenses fields in the AP Bill by Default section on the Accounting tab in the Projects hub. If the expense code on the AP voucher or AP disbursement is a consultant expense code type, DPS looks at the Consultants field for the bill by default setting. If the expense code is an Other expense code type, DPS looks at the Other Expenses field for the bill by default setting. Expense code: If the project's bill by default setting in the Consultants or Other Expenses field in the Projects hub is Expense Code, DPS looks at the bill by default setting for the AP transaction's expense code on the Expense Codes tab of Settings > Advanced Accounting > System AP. Because there are two types of expense codes, consultants and other, there are Consultants and Other Expenses fields in the Bill by Default section on this tab. The default setting for both of these is Expense Code. This means thatDPS uses the bill by default setting for the expense code. Thus, you can use expense codes quickly after setting up expense codes, without setting up the bill by default setting for each project.
Consultants	Use this drop-down list to select the bill by default setting for the consultant expense code type. The options are: Expense Code: Select this option for the Bill by Default setting of the expense code to determine if the consultant expense is billable. During AP transaction entry, when the project and expense code are entered, the reimbursable or direct expense account for the expense code defaults based on the expense code’s bill by default setting on the Expense Codes tab in Settings > Advanced Accounting > System AP Yes: Select this option to define all consultant type expense codes as reimbursable for this project. DPS uses the expense code’s reimbursable expense account as defined on the Expense Codes tab inSettings > Advanced Accounting > System AP. No: Select this option to define all consultant type expense codes as not reimbursable for this project. DPS uses the expense code’s direct expense account as defined on the Expense Codes tab in Settings > Advanced Accounting > System AP.
Other Expenses	Use this drop-down list to select the bill by default setting for the other expenses expense code type. The options are: Expense Code: Select this option for the Bill by Default setting to determine if the other expense is billable. During AP transaction entry, when the project and expense code are entered, the reimbursable or direct expense account for the expense code defaults based on the expense code’s bill by default setting on the Expense Codes tab in Settings > Accounting > System AP. Yes: Select this option to define all other type expense codes as reimbursable for this project. DPS uses the expense code’s reimbursable expense account as defined on the Expense Codes tab in Settings > Accounting > System AP No: Select this option to define all other type expense codes as not reimbursable for this project. DPS uses the expense code’s direct expense account as defined on the Expense Codes tab in Settings > Accounting > System AP.
Override Table	Select an override table. Override tables are exception tables that allow you to assign bill by default settings to specific expense codes. Those settings then override any other expense code or expense code type bill by default settings for the project. For example, all expense codes with an Other expense code type are reimbursable to the client except copies and faxes. In this scenario, you could define Other Expenses as billable on the Accounting tab in the Projects hub by selecting Yes from the Other Expenses drop-down list. You could then enter the expense code for copies and faxes in an expense override table, but not select the associated Bill by Default option in Settings > Advanced Accounting > Expense Code Override. The Override Table field drop-down lists the override tables established in Settings > Advanced Accounting > Expense Code Override. If the drop-down list is blank, no override tables have been created. If you track multiple companies in DPS, this drop-down list includes the expense codes that are defined for the project, phase, or task's company.
Purchasing Commitments	Enter the multipliers for consultant and reimbursable committed expenses.
Consultant Multiplier	Enter a multiplier for calculating an estimate of billable committed expenses for the project. After you process a final purchase order, your committed expenses can be shown on Project Summary reports in the Committed Cost column. When you run project reports at billing rates, the billable committed expense are displayed using the multiplier specified here. Committed expenses do not display on financial statements. When a purchase order becomes a voucher, the committed expenses become actual expenses and can then be displayed on financial statements. This field displays if you use the Purchasing application.
Reimbursable Multiplier	Enter a multiplier for calculating an estimate of reimbursable committed expenses for the project. After you process a final purchase order, your committed expenses can be shown on Project Summary reports in the Committed Cost column. When you run project reports at billing rates, the reimbursable committed expense are displayed using the multiplier specified here. Committed expenses do not display on financial statements. When a purchase order becomes a voucher, the committed expenses become actual expenses and can then be displayed on financial statements. This field displays if you use the Purchasing application.
Restrict Charge Companies	This option is relevant if you track multiple companies in DPS. This check box is activated only at the lowest level of the project's breakdown structure. By default, the same project records are available in all of your companies, regardless of which company is the active/current company (the company that you selected when you logged into DPS). Select this check box if you want to restrict the ability to do the following tasks for a project in any one or more companies: Charge labor and expenses to the project. Select asset items that are associated with the project on the Equipment lookup, from the Search field in the Equipment hub and in Asset Management > Asset Review. When you select this check box, the Company Access grid is enabled.

Company Access Grid

This grid is enabled when you select the Restrict Charge Companies check box.

In this grid, enter the companies in which you will allow users to do the following tasks:

• Charge labor and expenses to the project.
• Select asset items that are associated with the project on the Equipment lookup from the Search field in the Equipment hub and in Asset Management > Asset Review.

When you log into DPS and select a company that is entered in the Company Access grid for a project, you are allowed to do the tasks listed above for the project. When you log into DPS and you select a company that is not entered in the Company Access grid for a project, you are not allowed to do the tasks listed above for the project.

Field	Description
Company Access Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	Click this option to add a company to the grid.
Delete	Select a company in the grid, and click this option to remove the company from the grid.
Company	Select a company from the drop-down list in this field. When you select a company, the company code displays in the Company field and the company name displays in the Name field. When a company is changed on a project (which can only happen if there are no postings), and there are billing terms, DPS validates any tax codes that are defined in the billing terms. This validation ensures that the tax amount is properly expensed to the correct company.
Name	When you select a company from the drop-down list in the Company field, the company name displays in this field.