Introduction to the Project Budget Register

This register allows you to set a budget for each Project. It is possible to plan the time each employee will spend working on Projects and the Items that will be supplied. The information can be used to control the invoicing of Projects and in reports to check that they are running according to plan.

Entering a Project Budget

The Project Budget register contains one record per Project. These records are shown in the 'Budgets: Browse' window, which is shown when you click the [P.Budgets] button in the Master Control panel or select 'P.Budgets' from the Registers menu. Double-click on a row to open a record, or click [New] to create a new one. You can also create Project Budget records from Projects and Quotations, using the 'Create Budget' and 'Create Project Budget' Operations menu functions respectively.

Entering a Project Budget - Header

Project
Paste Special    Project register, Job Costing module
The number of the Project for which you are budgeting. Only one Budget record can be entered for each Project.

After you have entered a Project Number, the Description and Customer Number and Name are brought in to the fields below, and the Salesman, Sales Group, Project Leader and Language are brought in to the fields on the 'Text' card.

Desc.
The Project Description is entered by Hansa after the Project Number has been specified.

Customer, Name
The Customer Number and Name are entered by Hansa after the Project Number has been specified.

Trans. Date
Paste Special    Choose date
If you enter a date, it will be used as the Invoice Date in any Invoices created by the 'Create Invoice' Operations menu function.

Entering a Project Budget - Invoicing Card

Invoice Time
These options relate to time only. They are used to control how the budgeted amounts for time will affect invoicing.

Use these options to set an overall attribute for the Project Budget (i.e. all rows featuring time Items will be affected). To make an exception for a particular row, use the Type field on flip C for the row in question.
Actual
Select this option to signify that any time Items entered in the grid are estimates, to be used for comparison purposes only. When Invoices are produced using the 'Create Project Invoices' Maintenance function, the Customer will be charged for the actual time spent, taken from Project Transactions.

As Budgeted
Select this option to signify that the prices of any time Items entered in the grid are fixed. A single Invoice will then be created for all appropriate rows by the 'Create Project Invoices' function. The Customer will be charged these fixed amounts (taking any down payment into account), regardless of the times logged in Time Sheets and Activities.

If you want to invoice different rows at different times, this can be done using the Inv After field on flip C.

Note that when using this option, all possible Item/Person combinations must be listed. For example, if only one Person is budgeted to work on a Project and a Time Sheet is entered for a second Person, no separate Invoice will be raised for that time.

Time Sheets and Activities should still be entered, to record the work actually carried out. The resulting Project Transactions will allow you to analyse the actual cost of the work carried out, and to compare the actual value of the work with the As Budgeted figures in the Project Budget grid (i.e. the amount charged to the Customer). You can do this using the Spent/Total comparison in the Project Status report.
You can choose which option will be selected as a default when you create a new Project Budget record. Do this using the Budget Time options on the 'Service' card of the Project Settings setting.

Invoice Stocked Items
These options work in the same manner as those described above, but refer to Stocked and Structured Items. You can set a default choice on the 'Stocked Items' card of the Project Settings setting.

Invoice Material
These options work in the same manner as those described above, but refer to materials. You can set a default choice on the 'Materials' card of the Project Settings setting.

Invoice Purchases
These options work in the same manner as those described above, but refer to purchases. You can set a default choice on the 'Purchases' card of the Project Settings setting.

Entering a Project Budget - Items Card

This card allows you to budget very precisely the resources required to complete the Project. For example, you could simply have a single line representing the amount of labour required, or you could break this figure down to show the estimated contributions of each member of staff that will be working on the Project.

If you have used the grid in such a way as to group Items of a similar type together (e.g. time or materials), you can use the 'Subtotal' function on the Operations menu to show subtotals for each group of Items. Insert a new row in the grid, ensure the cursor is somewhere in the new row and select 'Subtotal' from the Operations menu. A subtotal is placed in the Sum field, the sum of the previous rows. If there is already a row showing a subtotal, only the Items below that row are included in the new subtotal. These subtotals can be shown in documentation printed from the Project Budget.

Flip A

Item
Paste Special    Item register
Enter the Item Number, Alternative Code or Bar Code of each Item to be supplied as part of the Project.

In the case of time, purchases and materials (Service and Plain Items), these will be priced using the system described on the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page.

Person
Paste Special    Person register, System module
Select the Person that will be carrying out the work. It is not necessary to specify a Person so you can simply budget an overall number of hours or quantity of material for the Project.

Alternatively, if it is likely that several members of staff will be working on the Project, enter several rows with the same Item, but different Persons and Prices. This allows work to be charged out at the correct rate for the Person. If the Person field is blank in one of the rows, its Price will be used if work is carried out by a Person not otherwise included in the Budget.

Qty
The estimated number of hours to be worked or the quantity of Items to be supplied.

Comment
The Item Name is placed here once an Item Number has been entered.

Price
The unit price for the Item. This price will be used when creating Project Transactions from Time Sheets for this Project/Item/Person combination, overriding all prices elsewhere in the system. This allows you to agree a special rate with the Customer for this Project.

In the case of time, purchases and materials (Service and Plain Items), pricing is calculated using the system described on the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page.

If the Customer has a Price List specified on their 'Pricing' card or belongs to a Customer Category with a Price List, Stocked Items are priced according to that Price List. Otherwise, the Base Price of the Item is used.

%
In the case of Service and Plain Items, a discount percentage will be entered here from the record in the Customer Discount setting for the Customer/Item combination in question. A discount percentage can also be brought in if a Discount Matrix that includes this Item has been allocated to the Customer. In this case, the percentage will be determined by the Item Number and Quantity. You can change it to an adhoc rate if necessary.
You can also enter a percentage manually. A negative percentage will effect a price uplift.

Any percentage entered here will be used when creating Project Transactions from Time Sheets and Activities for this Project/Item/Person combination, overriding the Customer Discount setting.

Sum
The total budget for the row, after discount and after any Markup (specified on flip B).

Inv No
In cases where the invoicing option appropriate for the type of Item has been set to As Budgeted, when an Invoice is raised for that amount using the 'Create Project Invoices' function, the Invoice Number will be shown here. The Invoice Date will be shown on flip D.

If a Credit Note has been raised against the Invoice shown in this field and you want to create another Invoice, you must remove the Invoice Number from here first.
Flip B
Markup
Enter an amount to be added to the total price, or enter a percentage in the form "10%" to calculate a 10% markup. A negative figure can be entered to effect a discount.

The Markup will be applied after the Price has been multiplied by the Quantity and after any discount percentage has been applied.

If you enter a Budget Markup in the Footer, this will be copied to the Markup field in every row.

Cost
The unit cost of the Item. For Stocked and Plain Items, this is the Cost Price of the Item, taken from the 'Costs' card of the Item record. For Service Items (time), it is the hourly cost of the Person, taken from Cost per Hour field on the 'Job Costing' card of the Person record or, if this is blank, from the Service Item Cost Price field on the 'Service' card of the Project Settings setting. If this is also blank, the Cost Price of the Item plus its Extra Cost will be used.

GP
The budgeted gross profit of this row.
Flip C
Time Class
Paste Special    Time Classes setting, Job Costing module
Use this field if you have different charge out rates for various kinds of work (e.g. standard rate, evening rate, etc) and are managing them using Time Classes. For each Person/Item combination you should enter separate rows for each Time Class that you are likely to use on the Project. This has two effects:
  1. The Price Formula from the Time Class is applied to the Price on flip A, providing the Item belongs to an Item Group listed in the appropriate Time Billing Price List record.

  2. When you enter a Time Sheet and specify a Time Class on flip C, the price in the resulting Project Transaction(s) will be taken from the Budget row for the Item/Person/Time Class combination.
Please refer to the Pricing and Costs - Time, Purchases and Materials from Time Sheets and Activities page for more information on Time Classes.

Type
Paste Special    Choices of possible entries
This is the Budget Type for the row. It is used where an overall attribute for the Project Budget has been set using the Invoice Time, Invoice Stocked Items, Invoice Material and Invoice Purchases options on the 'Invoicing' card and you wish to make an exception for this row. 'Paste Special' offers four options: -, As Budgeted, Internal and Running. These are used as follows:
-
Use this when the row is to comply with the overall attribute for the Project Budget set using the Invoice Time, Invoice Stocked Items, Invoice Material or Invoice Purchases option (as appropriate).

Running
Use this when the Invoice Time, Invoice Stocked Items, Invoice Material or Invoice Purchases option (as appropriate) has been set to As Budgeted, but this row is to be Actual (i.e. it is to be treated as an estimate and Invoices are to be created from Project Transactions).

As Budgeted
Use this when the Invoice Time, Invoice Stocked Items, Invoice Material or Invoice Purchases option (as appropriate) has been set to Actual, but this row is to be a fixed amount (i.e. the budgeted amount is also the amount to be invoiced).

Internal
Use this option when the Item/Person combination in this row is not to be invoiced.
Inv After
Paste Special    Choose date
Enter the earliest date on which this Item/Person combination can be invoiced. If you specify a date that is earlier than the First Invoice Date on the 'Invoicing' card of the Project, it will be ignored.

In cases where the Invoice Time, Invoice Stocked Items, Invoice Material or Invoice Purchases option (whichever is appropriate) has been set to As Budgeted, this field can be used to control when the 'Create Project Invoices' function will raise the Invoice for this row.
Flip D
Objects
Paste Special    Object register, Nominal Ledger/System module
Default taken from    Item
The Objects from the Item record will be appear here by default. In cases where the invoicing option appropriate for the type of Item has been set to As Budgeted, and providing suitable options have been chosen on the 'Time & Purchases' and 'Stock & Materials' cards of the Project (By Items or By Transactions), these Objects will be copied to flip B of the Invoice created from this row.

Inv Date
In cases where the invoicing option appropriate for the type of Item has been set to As Budgeted, when an Invoice is raised for that amount using the 'Create Project Invoices' function, the Invoice Date will be shown here.
Flip E
GM
The gross margin for this row, expressed as a percentage of the Price.
Footer
Sum Time
This field shows the total value of time (i.e. Service Items) in this Project Budget. It is updated automatically.

Sum Materials
This field shows the total value of materials (i.e. Plain Items whose Treat Item as Material on Project box is checked) in this Project Budget. It is updated automatically.

Sum Stocked
This field shows the total value of Stocked and Structured Items in this Project Budget. It is updated automatically.

Sum Purchases
This field shows the total value of purchases (i.e. Plain Items whose Treat Item as Material on Project box is not checked) in this Project Budget. It is updated automatically.

Budget Markup
Enter an amount to be added to the total price of all rows, or enter a percentage in the form "10%" to calculate a 10% markup. A negative figure can be entered to effect a discount. The Budget Markup can be overwritten for an individual Budget row using the Markup field on flip B.

This overall Markup will be applied after each Price has been multiplied by the Quantity and after any discount percentage has been applied.

The Budget Markup will not be included in any rows added after it has been specified, but this can be remedied by re-typing.

Total Sum
This field shows the total value of this Project Budget. It is updated automatically.

Entering a Project Budget - Currency Card

This page describes the fields on the 'Text' card of the Project Budget record. Please follow the links below for descriptions of the other cards:
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Currency
Default taken from    Project
The Currency of the Project Budget, also shown in the footer of the 'Items' card. The Currency in a Budget must be the same as that in the related Project.

Exchange Rates
Default taken from    Base Currency Rates setting and/or Exchange Rate register, System module
By default, these fields will display the exchange rates for the specified Currency on the Transaction Date of the Project Budget (or, if the Transaction Date is blank, the current exchange rates). Ensure that these rates are correct before adding Items to the Project Budget to ensure the correct currency conversion takes place.

If you change the Transaction Date, the exchange rates will change automatically. You can also change the exchange rates in an individual Budget yourself. In both cases, the prices of any Items already in the Budget will not be updated.

One of two conversion methods will be used. The Dual-Base system will be useful for companies that have offices in two countries that need to report in both Currencies, for companies operating in countries where there is a second Currency (usually the US Dollar or Euro) in common use in addition to the national one, and for companies in the Euro zone who retain their old national Currency for comparison purposes. The second method is a simple conversion from the foreign Currency to the home Currency, applicable to the majority of worldwide Currency transactions. These are described below.
Exchange Rates (Dual-Base System)   
If you are using the Dual-Base system, the Base Currency 1 and 2 fields on the left will show in the form of a ratio the exchange rate between the two base Currencies (taken from the record in the Base Currency Rates setting applying on the Transaction Date).

If the Currency is not Base Currency 1 or 2, the Rate and right-hand Base Currency 1 or Base Currency 2 fields will show the exchange rate between that Currency and Base Currency 1 or 2.

Note that European Monetary Union (EMU) regulations specify that the ratios must always show how many units of the home or foreign Currency can be bought with one Euro.

Exchange Rates (Simple Currency Conversion System)
In the case of a simple currency conversion system, the Rate and right-hand Base Currency 1 fields will show a simple exchange rate between the foreign and home Currencies.
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The Project Budget register in Standard ERP:

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Entering a Project Budget - Text Card

Text
Ten lines of text are available which you can use perhaps to note any special comments about this Project and how the Budget was calculated.

Leader
Paste Special    Person register, System module
Default taken from    Project
The member of your firm in charge of the Project.

Salesman
Paste Special    Person register, System module
Default taken from    Project
The Salesman of the Project appears here.

This field is used by the Limited Access module: please refer to the description of the Sales Group field below for details.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Project or Salesman
The Sales Group is brought in from the Person record after you have entered a Salesman. If the Limited Access module is present, this field can be used to prevent a user from seeing all Projects in the 'Project Budgets: Browse' window by restricting their view to their own Project Budgets or to those of their Sales Group.

Please click here for full details of the Limited Access module.

Language
Paste Special    Languages setting, System module
Default taken from    Project
The Language Code determines the text to be transferred from various registers and settings, for example the Item Name, text for Payment Terms, the selection of document forms etc. Leave the field blank to use the base Language.

You can also use the Language to determine the Form that will be used when you print the Project Budget, and the printer that will be used to print it. This can include sending the document to a fax machine, if your hardware can support this feature. Do this in the 'Define Document' window for the Project Budget document, as described here. You can change the Language before printing the Project Budget, to ensure it is printed on the correct printer or fax machine.

Entering a Project Budget - Members Card

This page describes the fields on the 'Members' card of the Project Budget record. Please follow the links below for descriptions of the other cards:
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Project Members
Default taken from    Project
The Signatures of the members of personnel who will work on the related Project will be copied here when you specify the Project in the header. You cannot change the Members in a Project Budget, but if you change the Members in the Project, that change will be copied to the Project Budget automatically.

Project Manager
Paste Special    Person register, System module
Default taken from    Project (first Project Manager)
The member of your firm in charge of the Project. This will be copied from the related Project and is for information only.

If you have more than one Company in your database, the Project Manager should have a Person record in the Company in which you are working.

Salesman
Paste Special    Person register, System module
Default taken from    Project
The Signature of the Project's Salesman appears here.

This field together with the Members field above is used by the Limited Access feature: please refer to the description of the Sales Group field below for details.

If you have more than one Company in your database, the Salesman should have a Person record in the Company in which you are working.

Language
Paste Special    Languages setting, System module
Default taken from    Project
The Language Code determines the text that will be transferred from various registers and settings to be printed on forms (for example the text for the Payment Term). Leave the field blank to use your home Language.

You can also use the Language to determine the Form Template that will be used when you print the Project Budget, and the printer that will be used to print it. This can include sending the document to a fax machine, if your hardware can support this feature. Do this in the 'Form Definition' window for the Project Budget form, as described here. You can change the Language before printing the Project Budget, to ensure it is printed on the correct printer or fax machine.

When you create Invoices for a Project, the Language in those Invoices will be taken from the Project, not from the Project Budget.

Sales Group
Paste Special    Sales Groups setting, System module
Default taken from    Project or Salesman
The Sales Group will be brought in from the Person record when you specify a Salesman. If you are using the Limited Access feature, you can use this field to prevent a user from seeing every Project Budgets in the 'Project Budgets: Browse' window by restricting their view to their own Project Budgets or to those of their Sales Group. A user's Project Budget is one in which their Signature is in the Salesman field or included in the Members field. A Project Budget will belong to a user's Sales Group if the Salesman or any of the Members belong to the same Sales Group as the user.

Please refer here for full details about the Limited Access module.

Approval Status
You can use the Approval Rules register in the Business Alerts module to configure an approval process that Project Budgets must pass through. For example, particular managers may need to check and approve every Budget in which the Total Sum is greater than a certain value. If you are using such an approval process, this field will display the stage in the process that a particular Budget has reached.

If a Budget needs to pass through an approval process, the following functions will be disabled until the approval process has been completed:

  • Printing the Budget (if you need particular users to be able to print Project Budgets and other records before they have been approved, assign those users to an Access Group in which you have granted Full Access to the 'Print Unapproved Records' Action).

  • Creating a Purchase Order from the Budget.

  • Creating a HW0502PROJBUDG_Operations_Menu_Create_Sales_Order Sales Order) from the Budget.

  • Creating an Invoice from the Budget.

In brief, the Approval Status of a Budget can be any of the following :

Not Required
The Budget does not need to pass through an approval process, so the functions listed above will be available immediately.

Not Requested
The Budget does need to pass through an approval process, and you have not yet started that process. To start the process, save any changes and then choose 'Request Approval' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android).

Pending
The Budget has been entered into the approval process, and is waiting to be approved or rejected.

If the Status of the Budget is Pending, you will usually not be able to modify it. If you need certain users to be able to modify Pending records, use Access Groups to grant them Full access to the 'Change Record Header when Approval Status is Pending' and/or 'Change Record Matrix when Approval Status is Pending', Actions.

Approved
The approval process has been completed and the Budget has been approved, and the functions listed above will be available.

Rejected
The approval process has been completed and the Budget has been rejected.

Please refer here for full details.

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The Project Budget register in Standard ERP:

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Operations Menu

When a Project Budget record is open in a record window, the Operations menu is available. The menu has six commands.

Operations Menu - Budget Report

This function produces a report summarising all aspects of the current Project Budget.

Operations Menu - Project Budget - Request Approval

This page describes the 'Request Approval' function on the Operations menu in the Project Budget record window. If you are using iOS or Android, the 'Request Approval' function is on the Tools menu (with 'wrench' icon).

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If a Project Budget has to pass through an approval process before you can create Sales and Purchase Orders and Invoices from it (and before you can print it), ensure it is open in a record window and select 'Request Approval' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android) to begin that approval process. Please refer to the description of the Approval Status field on the 'Members' card of the Project Budget window for brief details about the approval process and here for full details.

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The Project Budget register in Standard ERP:

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Operations Menu - Project Budget - Cancel Approval Request

This page describes the 'Cancel Approval Request' function on the Operations menu in the Project Budget record window. If you are using iOS or Android, the 'Cancel Approval Request' function is on the Tools menu (with 'wrench' icon).

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If a Project Budget needs to go through an approval process before you can create Sales and Purchase Orders and Invoices from it (and before you can print it) and you have started that approval process by selecting 'Request Approval' from the Operations menu (Windows/macOS) or Tools menu (iOS/Android), you will no longer be able to modify the Project Budget. So, if you realise the Project Budget contains an error, you must cancel the approval process before you can correct the error. To do this, open the Project Budget and choose 'Cancel Approval Request' from the Operations or Tools menu. You will now be able to amend the Project Budget and then restart the approval process by once again choosing 'Request Approval'.

If you cannot cancel the approval process, the probable reasons are:

Please refer to the description of the Approval Status field on the 'Members' card of the Project Budget window for brief details of the approval process and here for full details.

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The Project Budget register in Standard ERP:

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Create Menu - Project Budgets

The Create menu for the 'Project Budget: New' and 'Project Budget: Inspect' windows is shown above. If you are using iOS or Android, you can access the Create menu functions through the + menu.

'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Project Budget register. Please follow the links below for details about the other functions:

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The Project Budget register in Standard ERP:

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Operations Menu - Create Invoice

This function allows you to run the 'Create Project Invoices' Maintenance function for an individual Project. Please refer to the description of this function for full details. Note that when you run this function, an Invoice will be created but it will not be opened for checking and approval.

Operations Menu - Create Purchase Order

Use this function to create a Purchase Order for any Stocked Items and/or purchases listed in the Project Budget.

For the function to create a Purchase Order successfully, the following conditions must be met:

  1. All changes to the Project Budget must be saved (use the [Save] button).

  2. There must be at least one Stocked Item or purchase in the Project Budget, and the Project Item Handling setting must be configured so that these are to be transferred to Purchase Orders.

  3. The Project Budget belongs to a Project that has been marked as Finished or No More Transactions.

  4. Finally, the function will not create a Purchase Order if there is no valid record in the Number Series - Purchase Orders setting (in the Purchase Orders module). This problem will usually occur at the beginning of a new year.
The function creates a single Purchase Order on which all valid Items from the Project Budget are included. This is opened in a new window, entitled 'Purchase Order: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Purchase Order will contain the following Items:

The order quantity for these Items will be taken from the Project Budget: no attempt is made to reconcile demand with stock levels. The Cost Price is taken from the 'Costs' card of the Item record. The Objects are taken from the Project Budget.

The Purchase Order is related to the Project using the field on the 'Terms' card, while each Item is also related to the Project using the field on flip C.

Because no reference is made to the Purchase Item register, the Purchase Order is generated with no Supplier details. You should therefore specify a Supplier before you print and approve the Purchase Order. In the case of a Purchase Order with several Items, it may be that you should source these Items from different Suppliers. If so, it is recommended that you copy the Purchase Order originally created by the function an appropriate number of times (using the [Duplicate] button in the Button Bar) and remove Items as necessary from the copies and finally from the original. The action of duplicating will ensure that the links with the Project are preserved in all such Purchase Orders.

You can print the Purchase Orders thus created individually using the Printer icon or as a group using the 'Documents' function in the Purchase Orders module.

There is no restriction on the number of Purchase Orders that you can create from a single Project Budget record.

To close the screen and return to the Project Budget, click the close box. You will be asked if you want to save any changes.

Please click here for a full description of the Purchase Order screen, including detailed information about printing, and about creating Goods Receipts and Purchase Invoices.

Operations Menu - Create Sales Order

To create an Order from a Project Budget, select 'Create Sales Order' from the Operations menu. All changes to the Project Budget must be saved using the [Save] button before the Order can be created.

A new record is created in the Order register (in the Sales Orders module). It is opened in a new window entitled 'Order: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

Virtually all the information entered for the Project Budget is transferred to the appropriate fields of the Order, reducing the typing load and minimising the risk of error. This is useful where you have used a Project Budget to plan precisely the Items (especially Stocked Items) that are to be supplied to complete a Project, and where special pricing has been agreed for those Items.

The Order will contain the following Items:

The order quantity, pricing and Objects for these Items will be taken from the Project Budget.

The Project Number will be shown on the 'Del Terms' card of the Order. This means that the Items can be delivered from the Order in the usual way (adjusting stock levels where appropriate) but that they must be invoiced using the 'Create Project Invoices' Maintenance function.

There is no restriction on the number of Orders that can be created from a single Project Budget record. If the function does not create an Order, the probable causes are:

  1. There is no valid record in the Number Series - Sales Orders setting (in the Sales Orders module). This might be a fault in the setting itself, or it might be because the default Order Number on the 'Ser Nos' card of the current user's Person record or in the Number Series Defaults setting (in the System module) is not in a valid Number Series. This problem will usually occur at the beginning of a new year. If a change is made to the 'Ser Nos' card of the Person record, you will need to quit Hansa and restart for it to take effect.

  2. There are no Stocked Items or purchases in the Project Budget, or the Project Item Handling setting has been configured so that these are not to be transferred to Sales Orders.

  3. The Project Budget was not saved when the attempt to create a Sales Order was made.

  4. The Project Budget belongs to a Project that has been marked as Finished or No More Transactions.
Please click here for a full description of the Order screen, including detailed information about issuing Deliveries and raising Invoices.

To close the screen, click the close box. You will be asked if you would like to save any changes that you may have made.

Row Menu - Project Budget

The matrix in the Project Budget window has its own menu, which contains functions that refer to or affect an individual row in the matrix. This is sometimes known as the "Row Menu".

If you are using Windows or macOS, you can open the Row menu by first clicking in any field in the row in question (i.e. the row to which the function is to be applied), and then right-clicking (Windows) or Ctrl-clicking (macOS) the row number (on the left of the row). A menu will appear, where you can select the function that you need:

On iOS and Android there is no Row menu, so on those platforms you will find the Row menu functions on the Tools menu (with 'wrench' icon), together with the Operations menu functions.

Please follow the links below for details about each function on the Row menu:

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The Project Budget register in Standard ERP:

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Operations Menu - Item Status

This function provides instant feedback for the Item shown in the Budget row containing the cursor or highlighted in the 'Paste Special' window listing Items, showing in a new window the quantity in stock, the quantity on order and the quantity shippable.

Please click here for full details of this function.

Operations Menu - Project Budget - Add Header Line

This page describes the 'Add Header Line' function on the Row menu in the Project Budget record window. If you are using iOS or Android, the 'Add Header Line' function is on the Tools menu (with 'wrench' icon).

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You can use the 'Add Header Line' function in a Project Budget when you need to insert a row above the Project Budget Items where you can enter some descriptive text. You can use this function at any time while entering the Project Budget, as follows:

In this "Header" row, you can type the descriptive text in the field to the right of the "Header" text, as has been done in row 1 in the illustration below:

When you design the Form Template to be used when printing Project Budgets, you can specify that the special "Header" row will be printed in a different Style to the rows containing the Items (e.g. font, font size, etc). To do this, use the 'Row Styles' function on the Operations menu of the Form Template window.

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The Project Budget register in Standard ERP:

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Operations Menu - Subtotal

Use this function to include price subtotals in Project Budgets. Place the cursor anywhere in a row in the grid on the 'Items' card, ensure the cursor is somewhere in the row and select this function from the Operations menu. A special "Subtotal" row is inserted in the grid below the row containing the cursor. A subtotal is placed in the Sum field in this new row, the sum of the previous rows. In the field to the left of the Sum you can type some explanatory text, which will be shown on the Project Budget when it is printed. If there is already a row showing a subtotal, only the Items below that row are included in the new subtotal.