Project Tasks: Implementation Activity

In the following implementation activity, you will learn how to add a project task to an existing project.

Story

Suppose that the SweetLife Fruits & Jams company is managing a project for the HM's Bakery and Cafe customer, which has ordered the installation of two juicers. A project for this work is currently in progress; the installation of the juicers is 75% completed and is supposed to be completed by 1/30/2023.

Further suppose that the customer notifies you that its employees need training on operating the juicers; you need to add a project task for this activity to the project and add to the cost budget a cost budget line related to this task. You are planning to start training on 1/30/2023. You want to bill the customer separately for the conducted training, and to close the project task based on the budgeted quantity, which is 16 hours of training.

Acting as a SweetLife project accountant, you need to add a new project task for the employee training to the existing project, and specify the settings of the project task. Because the other project tasks are going to be completed soon, you also will set the newly added project task as the default task of the project, so that the system will populate this task automatically in all related documents in which a user will select this project.

Process Overview

In this activity, you will add a new project task to the existing project on the Projects (PM301000) form, and specify the standard settings of the project task. Then you will enter specific settings for the project task on the Project Tasks (PM302000) form.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Enable/Disable Features (CS100000) form, the Project Accounting feature has been enabled to support the project accounting functionality.
• On the Projects (PM301000) form, the HMBAKERY15 project has been created.
• On the Project Tasks (PM302000) form, the PHASE1 and PHASE2 project tasks have been created for the HMBAKERY15 project. For both tasks, in the Task Properties section of the Summary tab, Completed (%), which represents the completion percentage, is 75%, and the Start Date is 1/30/2023.
• On the Non-Stock Items (IN202000) form, the TRAINING non-stock item has been defined.

System Preparation

To sign in to the system and prepare to perform the instructions of the activity, do the following:

1. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded; you should sign in as Pam Brawner by using the brawner username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 1/30/2023. If a different date is displayed, click the Business Date menu button, and select 1/30/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Adding a Project Task to the Project

To add a new project task to a project, do the following:

1. On the Projects (PM301000) form, open the HMBAKERY15 project.
2. On the Tasks tab, add a new row, and specify the following settings in the row:
   • Task ID: TRAINING
   • Type: Cost and Revenue Task
   • Description: Employee training
   • Billing Rule: TM (specified automatically)
   • Status: Active
   • Start Date: 1/30/2023
   • Default: Selected
3. Save your changes.

Step 2: Configuring Advanced Settings for the Project Task

To review the newly added project task and specify advanced settings for it, do the following:

1. On the Project Tasks (PM302000) form, select HMBAKERY15 as the Project ID and TRAINING as the Task ID.
2. On the Summary tab, in the Completion Method box, select Budgeted Quantity.
3. In the Billing and Allocation Settings section, select the Bill Separately check box to make the system create a separate invoice for this project task during the billing of the project.
4. Save your changes.

Step 3: Adding the Related Cost Budget Line

To add the costs related to conducting the training to the budget, do the following:

1. On the Projects (PM301000) form, open the HMBAKERY15 project.
2. On the Cost Budget tab, add a line with the following settings:
   • Project Task: TRAINING (selected automatically as the default project task)
   • Inventory ID: TRAINING
   • Account Group: LABOR
   • Description: Training for employees
   • Original Budgeted Quantity: 16
   • UOM: HOUR
   • Unit Rate: 40
   • Auto-Completed (%): Selected
3. Save your changes to the project.

You have added a new project task to the project, configured the project task settings, and budgeted the new project task.

Step 4: Testing of Settings

To make sure that all settings have been specified correctly, perform the following steps:

1. On the Project Transactions (PM304000) form, create a new record.
2. In the Summary area, make sure that PM is selected in the Module box, and enter An 8-hour training session as the Description.
3. In the Details tab, add a new line with the following settings:
   • Project: HMBAKERY15
   • Project Task: TRAINING (selected automatically as the default project task)
   • Cost Code: 00-000
   • Account Group: LABOR
   • Inventory ID: TRAINING
   • UOM: HOUR
     Note: The unit of measure must be the same as the one specified in the cost budget line.
   • Quantity: 8.00
   • Billable: Selected
   • Unit Rate: 45.00
4. Make sure that the Total Amount in the Summary area is 360.00, and save the project transaction.
5. On the form toolbar, click Release to release the project transaction.
6. On the Projects (PM301000) form, open the HMBAKERY15 project.
7. On the Cost Budget tab, review the cost budget line with the TRAINING project task. Notice that Actual Amount in this line is now 360.00 and the Actual Quantity is 8, meaning that the project transaction that you have processed has affected the cost budget (see the following screenshot).

   
   
   

8. On the Tasks tab, review the Completed (%) box in the line with the TRAINING task, and notice that 50% of the task has been completed.

You have added a new project task to the existing project and processed a transaction that updates the cost budget line with this project task.