# Projects
A Project is the central record for a job — it links a customer, supervisor, tasks, budget, and all related sale, purchase, inventory, and account transactions. Track progress from Not Started through completion, pause, or cancellation.
Overview & List View
Go to Project → Projects. The list shows every project with its reference, customer, supervisor, key dates, and status. Use quick-filter tabs or Advanced Filters to narrow the list. You can export the list, select multiple rows, and open any project in the full-page project view.
> Screenshot pending — `project/images/projects-list.webp`
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Internal reference number. |
| Number # | Project code. |
| Name | Project name. |
| Customer | Linked customer. |
| Supervisor | Primary supervisor (employee). |
| PWO Number | Purchase work order number (when enabled in settings). |
| Executing Officer | Executing officer name (when enabled in settings). |
| Start Date | Project start date and time. |
| Due Date | Target due date and time. |
| Status | Current project status. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All projects except Cancelled. |
| On Going | Projects with status On Going. |
| Completed | Completed projects. |
| Not Started | Projects not yet started. |
| Paused | Paused projects. |
| Stopped | Stopped projects. |
| Cancelled | Cancelled projects. |
Advanced Filters
Name, Number #, Customer, Supervisor, PWO Number, Executing Officer, Description, Ship Number, Status, Created date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Not Started, On Going |
| Delete | Not Started, On Going |
| View | Any |
List toolbar
| **Action** | **Description** |
|------------|-----------------|
| New | Create a new project. |
| Export | Export the current list to Excel. |
Quick Start
1. Go to Project → Projects and click New.
2. Enter Project Name, Customer, and Project Code (or leave blank if auto-numbering is enabled).
3. Set Supervisor, Start Date, and Due Date.
4. Click Save — the project opens in the project view.
5. From the more menu (⋮), click Start when work begins.
Basic Information
| **Field** | **Required** | **Description** |
|-----------|--------------|-----------------|
| Project Name | Yes | Display name of the project. |
| Customer | Yes | Customer the project is for. |
| Project Code | Conditional | Project reference number; hidden when auto-numbering is on. |
| Project Type | No | External or Internal (shown when enabled in Project Settings). |
Team & Personnel
| **Field** | **Description** |
|-----------|-----------------|
| Supervisor | Primary employee in charge. |
| Sub Supervisors | Additional supervisors (multi-select). |
Project Details & Timeline
| **Field** | **Description** |
|-----------|-----------------|
| PWO Number | Purchase work order reference (optional field). |
| Executing Officer | Officer responsible for execution (optional field). |
| Ship Name | Vessel or site name (optional field). |
| Ship Number | Vessel or site number (optional field). |
| Start Date | When the project is scheduled to start. |
| Due Date | Target completion date (must be on or after Start Date). |
| Project Value | Estimated contract value (optional field). |
Notes
| **Field** | **Description** |
|-----------|-----------------|
| Description | Rich-text notes about the project. |
View-only fields (shown after status changes)
| **Field** | **When shown** |
|-----------|----------------|
| Completion Date | After the project is completed. |
| Completion Notes | Notes entered on completion. |
| Cancellation Date | After the project is cancelled. |
| Cancel Notes | Reason entered on cancellation. |
| Progress (%) | After a progress update. |
Cost Settings
Optional rates used in Project Summary and profit reports. Leave empty to skip that extra cost.
| **Field** | **Description** |
|-----------|-----------------|
| Additional Cost per Hour | Added to project cost as this rate × total labour hours (for example bonus, food, or other overhead not already booked on the project). Example: 10 × 300 hours = 3,000. |
| Unconsidered Hours Cost per Hour | Approximate salary for labour hours that do not overlap a posted or paid payslip. Applied as this rate × unconsidered hours. |
How they affect reports
- Payslip Cost is salary allocated only to hours that overlap a posted or paid payslip (considered hours). A payslip with amount 0 still counts those hours as considered. Draft pay runs do not.
- Unconsidered hours are attendance hours with no overlapping posted or paid payslip. They are not included in Payslip Cost.
- Additional Cost = Additional Cost per Hour × total man hours (shown only when this rate is set).
- Unconsidered Hours Cost = Unconsidered Hours Cost per Hour × unconsidered hours (shown only when this rate is set).
- Total Cost = consumables + Payslip Cost + expenses + purchases + Additional Cost + Unconsidered Hours Cost.
Status Lifecycle
| **Status** | **Meaning** |
|------------|-------------|
| Not Started | Project created but work has not begun. |
| On Going | Work is in progress. |
| Completed | Project finished successfully. |
| Paused | Temporarily halted. |
| Stopped | Work halted without cancellation. |
| Cancelled | Project abandoned. |
Typical flow: Not Started → Start → On Going → Complete → Completed. A completed project can be Reopened to On Going. On Going projects can be Paused, Stopped, or eventually Cancelled from Paused or Stopped.
View Tabs
Opening a project shows a left navigation panel. Each tab filters data to the current project.
| **Tab** | **What it shows** |
|---------|-------------------|
| Project Details | Summary of project header fields and status. |
| Dashboard | Per-project KPIs and chart — see below. |
| Project Tasks | Tasks linked to this project. |
| Purchase | Purchase documents for this project — see below. |
| Sale | Sale documents for this project — see below. |
| Inventory | Inventory documents for this project — see below. |
| Accounts | Expenses and vouchers for this project — see below. |
| Documents | File attachments for the project. |
| Project Category | Category mappings for this project. |
| Summary Report | Embedded Project Summary for this project. |
| Schedule Report | Embedded Project Schedule for this project. |
| Budget Report | Embedded Budget Report for this project. |
Project View Dashboard
The Dashboard tab inside a project shows financial KPIs and a chart for that project only.
KPI widgets
| **Widget** | **What it shows** |
|------------|-------------------|
| Project Value | Estimated or entered project value. |
| Total Sales | Count and value of approved sale invoices linked to the project. |
| Total Purchases | Count and value of approved purchase invoices linked to the project. |
| Total Expenses | Count and value of approved expenses linked to the project. |
| Uninvoiced | Project value minus invoiced sale value. |
| Open Sales | Count and value of open (non-closed) sale documents. |
| Open Purchases | Count and value of open purchase documents. |
| Open Expenses | Count and value of open expenses. |
Chart
Sales vs Purchase & Expense — a line chart comparing monthly sale, purchase, and expense totals for the project.
> Screenshot pending — `project/images/project-view-dashboard.webp`
Sale Tab
The Sale tab lists sale documents filtered to the current project. Each sub-tab has a New button that pre-fills the project (and customer where applicable).
| **Sub-tab** | **Related documentation** |
|-------------|----------------------------|
| Sale Quotations | Sale Quotation |
| Sale Orders | Sale Order |
| Pro Forma Invoice | Sale Invoice (pro forma) |
| Commercial Invoice | Sale Invoice (commercial) |
| Sale Invoice | Sale Invoice |
| Return Order | Sale Return Order |
| Credit Note | Credit Note |
Purchase Tab
The Purchase tab lists purchase documents filtered to the current project. New pre-fills the project on each form.
| **Sub-tab** | **Related documentation** |
|-------------|----------------------------|
| Purchase Quotations | Purchase Quotations |
| Purchase Orders | Purchase Order |
| Purchase Invoice | Purchase Invoice |
| Return Order | Purchase Return Order |
| Debit Note | Debit Note |
Inventory Tab
The Inventory tab lists inventory documents filtered to the current project. New pre-fills the project.
| **Sub-tab** | **Related documentation** |
|-------------|----------------------------|
| Delivery Note | Goods Delivery Note |
| Receipt Note | Goods Receipt Note |
| Consumable Issue | Consumable Issue |
| Inventory Adjustment | Inventory Adjustment |
| Inventory Conversion | Inventory Conversion |
Accounts Tab
The Accounts tab lists account transactions filtered to the current project. New pre-fills the project.
| **Sub-tab** | **Related documentation** |
|-------------|----------------------------|
| Expenses | Expense |
| Payment Voucher | Payment Voucher |
| Receipt Voucher | Receipt Voucher |
Actions & Status
Toolbar actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Not Started, On Going |
| Delete | Not Started |
| Clone | Any |
| Print | Any |
More menu (⋮) actions
| **Action** | **Available when status is** | **Effect** |
|------------|------------------------------|------------|
| Start | Not Started | Moves to On Going. |
| Complete | On Going | Moves to Completed; sets progress to 100%. |
| Reopen | Completed | Moves back to On Going. |
| Pause | On Going | Moves to Paused. |
| Resume | Paused, Stopped | Moves back to On Going. |
| Stop | On Going, Paused | Moves to Stopped. |
| Cancel | Paused, Stopped | Moves to Cancelled. |
| Project Budget | Any | Opens the Project Budget for this project. |
| Update Progress | Not Started, Completed, On Going | Enter Progress (%) (0–100). |
| Assign Template | Not Started, On Going | Apply a Project Template to create tasks and category mappings. |
| Print | Any | Print the project details. |
Example Workflows
Ship-repair project
1. In Project Settings, enable PWO Number, Ship Name, and Ship Number.
2. Create a project for the vessel owner, enter PWO and ship details, and set a due date.
3. Click Start, add tasks under Project Tasks, and raise purchase orders from the Purchase tab for spare parts.
4. Issue consumables from the Inventory tab and invoice the customer from the Sale tab.
5. Run Summary Report from the left nav to review revenue, cost, and profit.
Template-based rollout
1. Create a Project Template with standard tasks.
2. Create a new project and choose Assign Template from the more menu.
3. Select the template — tasks and category mappings are created automatically.
4. Adjust planned dates on individual Project Tasks as needed.
Purchase from project view
1. Open an On Going project and go to Purchase → Purchase Orders.
2. Click New — the project is already selected.
3. Add lines, save, and approve — the PO appears in both the project Purchase tab and the main Purchase module.
Best Practices
- Enable optional fields in Project Settings before creating projects so forms show the fields your team needs.
- Start the project when work actually begins so status and reports stay accurate.
- Link every sale, purchase, and expense to the project so the Summary and Profit reports reflect true job costing.
- Set Additional Cost per Hour and Unconsidered Hours Cost per Hour on the project when you need overhead or unpaid-hour salary in job cost. Leave them empty if those extras should not appear on reports.
- Use Assign Template for repeatable project types instead of re-entering the same task list.
- Update progress regularly or complete the project when finished so dashboards and schedule reports stay current.
FAQ
Is a budget created automatically when I save a new project?
Yes. A default project budget is created in the background when you save a new project. Open it via Project Budget in the more menu.
Can I edit a completed project?
Use Reopen from the more menu to move it back to On Going, then Edit becomes available again.
Why do I not see PWO Number or Ship Name on the form?
Those fields are optional. Enable them under Project Settings → Select additional project fields you will like to Add.
Where is the difference between module dashboard and project dashboard?
Project → Dashboard shows company-wide operational KPIs and, when you have Project Wise Profit access, financial totals, charts, and top projects for a selected period. The Dashboard tab inside a single project shows that project's sale, purchase, and expense KPIs only.
Can I delete a project that has transactions?
Delete is available only when status is Not Started. Once sale, purchase, or expense documents are linked, use Stop or Cancel instead of delete.
Why can't I edit this project?
Edit is available when status is Not Started or On Going. For Completed projects, use Reopen from the more menu first.
How do I link sale and purchase documents to a project?
Select the project on each document header, or use New from the project's Sale, Purchase, Inventory, or Accounts tabs — the project is pre-filled.
What happens when I click Complete on a project?
Status moves to Completed and progress is set to 100%. You can still view reports and linked documents; use Reopen to resume editing.
Can I pause a Not Started project?
No. Pause is available only when status is On Going. Start the project first, then pause if work is temporarily halted.
Why is Assign Template unavailable?
Assign Template appears when status is Not Started or On Going. Completed, Cancelled, Paused, and Stopped projects cannot receive a new template assignment from the more menu.
Do service completion notes count toward project revenue?
Revenue in project reports comes from approved Sale Invoices. Service Completion Notes confirm delivery; invoice the customer to reflect revenue on the project dashboard.
What is the difference between Project Supervisor and Sub Supervisors?
The primary supervisor is set on the project header. Sub Supervisors are additional employees tracked on the project form for reporting and access — they do not replace the main supervisor on profit reports unless filtered separately.
When should I set Additional Cost per Hour?
Use it for overhead that is not already tagged to the project (for example bonus or food). The amount on reports is this rate × total labour hours. Leave empty if you do not want that extra cost.
What are unconsidered hours?
Labour hours whose date does not overlap a posted or paid payslip. Payslip Cost covers only considered hours. Set Unconsidered Hours Cost per Hour if you want an estimated salary for those hours on profit reports.
Why is progress not updating from the project list?
Use Update Progress from the more menu on the project view, or update task progress on Project Tasks and the Project Schedule report.