Project Quotes: Creation of a Project from a Project Quote

This topic describes the rules that the system uses during the creation of a project based on a project quote, as well as some specific settings that the system inserts.

Summary Information

To create a project based on a project quote, the user clicks the Convert to Project command on the Project Quotes (PM304500) form, specifies the needed settings in the Convert to Project dialog box.

When the system creates a project based on a project quote, the settings of the created project in the Summary area of the Projects (PM301000) form are populated as follows:

• Project ID: If auto-numbering has been configured for projects, the project identifier is assigned automatically. If auto-numbering has not been configured, the system fills this box with the New Project ID value that was specified for the project quote on the Project Quotes form.
• Template: The project template selected in the project quote.

  If the project template has attached files or notes, these files and notes will be copied to the created project. If a project template task has attached files or notes, these files and notes will be copied to the project tasks.

  Note: The project tasks and budget may be structured differently for a project created based on a project quote than for a project created based on a project template.
• Status: The system sets the status of the new project to Active if the Activate Project check box was selected in the Convert to Project dialog box during the conversion process. If the check box was cleared, the status of the project is In Planning.
• Customer and Description: The system copies the values from the project quote settings (in the Business Account and Description boxes, respectively, of the Project Quotes form) to these boxes.
• Summary tab: The system copies the settings of the project template that have been specified in the project quote to this tab.

Project Tasks

When the system creates a project based on the project quote on the Project Quotes (PM304500) form, it populates the project tasks on the Tasks tab of the Projects (PM301000) form using the following rules:

• If the project quote has two or more tasks, these tasks are copied to the project. In this case, if the project quote does not have a default task, the created project does not have a default task either.
• If the project quote has only one task, this task is copied to the project. It is also marked as the default task of the project, even if the task has not been marked as the default task of the project quote.
• If the project quote has no tasks, the system creates a default project task for the project—that is, a task with an identifier of 0 and a description of Default.
• The system sets the status of all project tasks to Active if the Activate Tasks check box was selected in the Convert to Project dialog box during the conversion process. If the check box was cleared, the system sets the status of the project tasks to In Planning.
• The location of the created tasks is the location of the project quote, as specified on the Financial tab of the Project Quotes form.

If the project quote has only one task or does not have any tasks and if any of the estimation lines of the project quote have no project task assigned, the system assigns the default task of the project to the cost budget and revenue budget lines of the project that it creates based on these estimation lines.

Revenue Budget

When the system creates a project based on the project quote, to populate the revenue budget, the system groups the estimation lines of the project quote depending on the revenue budget level (Task, Task and Item, or Task and Cost Code) of the project template specified for the project quote; the revenue budget level of the project template is specified on the Summary tab (Project Properties section) of the Project Templates (PM208000) form. For each group of estimation lines, on the Revenue Budget tab of the Projects (PM301000) form, the system creates a revenue budget line with the following settings:

• Project Task: The system uses the project task of the aggregated estimation lines.
• Inventory ID: The system uses the inventory ID of the aggregated estimation lines. Estimation lines without an inventory item specified are aggregated into a cost budget line with this column populated with the empty item code, which is defined in the Empty Item Code box on the General tab of the Projects Preferences (PM101000) form.
• Account Group: The system uses the revenue account group of the aggregated estimation lines.
• Description: Depending on the number of aggregated estimation lines in the group, the system assigns the description to the revenue budget line as follows:
  • If the group consists of one line, the description of this line is copied to the cost budget line.
  • If the group consists of two or more lines, the description of the cost budget line is Aggregated: [Account Group Description], where Account Group Description is the description of the account group by which the group of estimation lines has been aggregated.
• Original Budgeted Quantity: The system inserts the total quantity of the aggregated lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the quantity is 0.
• UOM: The system uses the UOM of the aggregated estimation lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the UOM is empty.
• Unit Rate: The calculation of the unit rate of the revenue budget line depends on the number of aggregated estimation lines in the group as follows:
  • If the group consists of one line, the system calculates the unit rate based on the values in the estimation line by using the following formula: Unit Rate = Amount / Quantity, where Amount = Ext. Price – Discount Amount.
  • If the group consists of two or more lines and each of these lines has the same UOM or a UOM that can be converted, the system calculates the unit rate as the total amounts of the lines minus the total discount and divided by the total quantity of the lines.
  • If the group of aggregated estimation lines consists of two or more lines and the lines have different UOMs, the unit rate of the revenue budget line is 0.
• Original Budgeted Amount: The system inserts the total amount of the aggregated lines.
• Tax Category: The tax category of the revenue budget line depends on the tax category of the aggregated estimation lines in the group as follows:
  • If the group consists of one line, the tax category of this line is copied to the revenue budget line.
  • If the group consists of two or more lines and all the lines have the same tax category, this tax category is copied to the revenue budget line.
  • If the group consists of two or more lines and the lines have either the same tax category or no tax category specified, the specified tax category is copied to the revenue budget line.
  • If the group consists of two or more lines and the lines have at least two different tax categories, the tax category of the revenue budget line is empty.

Cost Budget

When the system creates a project based on the project quote, to populate the cost budget, the system groups the estimation lines of the project quote depending on the cost budget level of the project template specified for the project quote; the cost budget level of the project template is specified on the Summary tab (Project Properties section) of the Project Templates (PM208000) form. For each group of estimation lines, on the Cost Budget tab of the Projects (PM301000) form, the system creates a cost budget line with the following settings:

• Project Task: The system inserts the project task of the aggregated estimation lines.
• Inventory ID: The system uses the inventory ID of the aggregated estimation lines. Estimation lines without an inventory item specified are aggregated into a cost budget line with this column populated with the empty item code, which is defined in the Empty Item Code box on the General tab of the Projects Preferences (PM101000) form.
• Account Group: The system inserts the cost account group of the aggregated estimation lines.
• Description: Depending on the number of aggregated estimation lines in the group, the system assigns the description to the cost budget line, as follows:
  • If the group consists of one line, the description of this line is copied to the cost budget line.
  • If the group consists of two or more lines, the description of the cost budget line is Aggregated: [Account Group Description], where Account Group Description is the description of the account group by which the group of estimation lines has been aggregated.
• Original Budgeted Quantity: The system inserts the total quantity of the aggregated lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the quantity is 0.
• UOM: The system uses the UOM of the aggregated estimation lines if each of the lines has the same UOM or a UOM that can be converted. Otherwise, the UOM is empty.
• Unit Rate: The calculation of the unit rate of the cost budget line depends on the number of aggregated estimation lines in the group as follows:
  • If the group consists of one line, the unit cost of this estimation line is copied to the cost budget line.
  • If the group consists of two or more lines, the system calculates the unit rate as the sum of the Ext. Cost values of lines that have a nonzero quantity divided by the total quantity of these lines. The lines of the group with a quantity or Ext. Cost of 0 are ignored in the calculation.
• Original Budgeted Amount: The system calculates this amount as the total extended cost of the aggregated lines.
• Unit Price: The calculation of the unit price of the cost budget line depends on the number of aggregated estimation lines in the group as follows:
  • If the group of aggregated estimation lines consists of one line, the system calculates the unit price based on the values in the estimation line of project quote by using the following formula: Unit Price = Amount / Quantity, where Amount = Ext. Price – Discount Amount.
  • If the group of aggregated estimation lines consists of two or more lines and each of these lines has the same UOM or a UOM that can be converted, the system calculates the unit price as the total amount of the lines minus the total discount and divided by the total quantity of the lines.
  • If the group of aggregated estimation lines consists of two or more lines and the lines have different UOM values, the unit price of the cost budget line is 0.

Project Addresses

When the system creates a project based on the project quote on the Project Quotes (PM304500) form, the system copies the settings from the project quote to the project by using the following rules:

• The address information in the Project Address section on the Addresses tab of the Project Quotes form is copied to the same section and tab of the Projects form.
• The contact information in the Bill-To Contact section on the Addresses tab of the Project Quotes form is copied to the Bill-To section of the same tab of the Projects form.
• The address information in the Bill-To Address section on the Addresses tab of the Project Quotes form is copied to the same section and tab of the Projects form.

Other Project Settings

The project settings on the following tabs of the Projects (PM301000) form are copied from the listed sources:

• Activities: The project quote if the Link Activities to Project check box was selected in the Convert to Project dialog box during conversion
• Equipment, Defaults, and Mailing & Printing: The project template specified for the project quote
• Attributes: The project quote