Page tree

To view a Project:

  1. Go to ServiceTrack > Projects
  2. Click Open Projects
  3. Click on a Project Name

Project Header

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.

Button

Description

Returns to the current project list.

Allows you to edit the project details or delete the project.

Refer to Edit Project Details for instructions.

View

Quick menu to view purchase orders and schedules related to this Project.

Create

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.

Project Dashboard

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.

TabDescription
Gantt ChartAllows you to create a visual representation of your project timeline. See Gantt Charts for more information.
Quotes

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.

  • Variations will not impact the original contract values on your project. On the progress tab, the value of the Variation(s) will be separate to the original contract values.
  • Additional Quotes (Variation not ticked) will change the project contract value on the Progress tab. They will not be listed as separate variations.

Tasks

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.

Alternatively, you can create tasks as you need them using any of the Create menus in AroFlo. The Create New Task form provides a Project field which allows you to link the task to a project and stage (if applicable).

Periodic TasksView Periodic Tasks linked to the project.
Purchase Orders

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.

Work Orders

Allows you to view the Work Orders linked with the project.

Work Orders are created against a Task linked to the project.

Bills

View Bills linked with the project.

Bills are created against Purchase Orders and Work Orders.

Invoices

Allows you to view or create Invoices on the project.

Projects allow you to create collated invoices or progress invoices.

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.

Example:

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.

Project Notes

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.
Progress

Provides an overview of progress against project estimates, variations and expenditure to date for:

  • the project overall
  • each stage of the project
  • tracking centres (if configured)
  • line item types (Labour, Material and Expenses).
Reports

There are four standard project reports available:

  • Cost to Complete
  • Costing Detailed
  • Work in Progress
  • Retentions.

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