- Created by Peter Vojtech, last modified by Andrew Pine on Feb 08, 2023
To view a Project:
- Go to Workflow > Projects
- Click Open Projects
- Click on a Project Name
The header (top section) displays the information that was entered when the Project was first created. If needed, you can change key details using the Edit Project button at the top right of the screen.
Returns to the current project list.
Allows you to edit the project details or delete the project.
Refer to Edit Project Details for instructions.
Quick menu to view purchase orders and schedules related to this Project.
Quick menu to create a new Project using the client, location and contact in the current Project. You can also create a Short URL to send the project to other users.
The project dashboard is the main screen of the Projects module. It allows you to easily view the tasks, quotes, orders and progress invoices that have been created against the project. You can also create new tasks, quotes and invoices for each stage of the project from this screen.
Each tab in the project dashboard is described in the table below.
Click to enable additional columns for each tab.
|Gantt Chart||Allows you to create a visual representation of your project timeline. See Gantt Charts for more information.|
Allows you to view the quotes linked to the project.
You can also create a new quote against the entire project or against a single stage of the project.
When creating a quote for a project, you can choose to make it a variation. Just look for the Project Variation checkbox at the bottom of the quote creation window.
Allows you to view the tasks linked to the project.
In a project, Tasks are one way to record your costs against the project (such as labour, materials and / or expenses).
The First Task
When a quote is approved, AroFlo automatically creates an associated task. A project created from this approved quote will show this task, but the task will not be assigned to a particular stage (the Stage column of the task will say 'No stage').
We recommend closing this task, so that you don't accidentally book labour or materials against it. Labour and materials should only be booked against tasks that are created within the project stages.
You can create new tasks against the entire project or against a single stage of the project.
|Periodic Tasks||View Periodic Tasks linked to the project.|
Allows you to view the Purchase Orders linked with the project.
As a Purchase Order is a cost, they are created against a Task linked to the project.
Allows you to view the Work Orders linked with the project.
Work Orders are created against a Task linked to the project.
Allows you to view or create Invoices on the project.
Projects allow you to create collated invoices or progress invoices.
Project invoicing options...
Project tasks are treated just the same as a normal task - they can be scheduled to a resource and used for recording job information and costs. Invoices are created against each individual task as they are completed. Task invoices can be collated into a single invoice by clicking one of the Collate Invoice options on the Invoice Worksheet:
Alternatively, you can use a Project Simple or Detailed invoice layout.
Periodic tasks in projects
If you have regular works at multiple sites, you may like to use periodic tasks to create a collated invoice for that work.
You have 5 monthly services for 1 client at 5 different sites. You could create 5 periodic tasks within the one project.
Once each task is completed, the charges are added to a collated invoice.
Similar to Task Notes, you can add notes relating to the project in plain text or HTML.
|Documents & Photos|
If you have document storage enabled for your subscription, you can view documents and photos here.
This directory includes files that have been uploaded to the Project itself and any linked Tasks.
Why are documents read only?
Files cannot be changed in this view because they may have been uploaded to another area (such as a linked Task). To update files against a Project, see Edit a Project. To update the files against a Task, see the Task Worksheet.
|Retentions||Allows you to track and manage contract retentions on projects.|
Provides an overview of progress against project estimates, variations and expenditure to date for:
There are four standard project reports available:
View our Project Management product page