PROJ.OP1.00 Project Operations - Project Creation 750

PROJ.OP1.
00
Project Creation
Table of Contents
1. - PROJ.OP1.00 Project Operations - Project Creation 750 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1. - About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.2. - Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3. - Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.4. - PROJ.OP1.15.00 Scenario and exercises . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.5. - PROJ.OP1.20.00 Structure of Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.5.1. - Project Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.5.2. - Cost Category Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.5.3. - Budget Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.6. - PROJ.OP1.30.00 Project Basic Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.6.1. - Basic Processing Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.7. - PROJ.OP1.40.00 Project Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1.8. - PROJ.OP1.50.00 Scenario . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
1.9. - PROJ.OP1.60.00 Create a Quotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1.9.1. - PROJ.OP1.60.10 Enter Project Header Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
1.10. - PROJ.OP1.70.00 Create a Cost Breakdown Structure (CBS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.10.1. - CBS example data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
1.10.2. - PROJ.OP1.70.10 CBS Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.10.2.1. - Create a CBS header record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
1.10.2.2. - Recalculate the CBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
1.10.2.3. - PROJ.OP1.70.15 CBS screen modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
1.10.3. - PROJ.OP1.70.20 Adjust the CBS line totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
1.10.4. - PROJ.OP1.70.30 CBS Colour . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
1.10.5. - PROJ.OP1.70.40 Making changes to the CBS lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
1.10.5.1. - Correct the CBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
1.10.5.2. - Increase the sequence number of a CBS element . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
1.10.5.3. - Resequence the CBS sequence numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
1.10.6. - PROJ.OP1.70.50 Update Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
1.10.7. - PROJ.OP1.70.60 Other CBS functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
1.10.7.1. - PROJ.OP1.70.61 Detail materials using Budget Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
1.10.7.2. - PROJ.OP1.70.62 Adjust CBS total contract value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
1.10.7.3. - PROJ.OP1.70.63 Consolidating parent and child projects with CBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
1.10.7.4. - PROJ.OP1.70.64 Import CBS from Microsoft Excel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
1.11. - PROJ.OP1.80.00 Print a quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
1.12. - PROJ.OP1.90.00 Set Status of a Quotation to In Progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
1.12.1. - PROJ.OP1.90.10 Set Status of a Quotation to Lost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
1.13. - PROJ.OP1.100.00 Maintaining Budgets without a Cost Breakdown Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
1.13.1. - PROJ.OP1.100.10 Enter Budget Details without CBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
1.13.1.1. - Enter Budget Category Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
1.13.2. - PROJ.OP1.100.20 Change Budget Amounts without CBS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
1.14. - PROJ.OP1.110.00 Create a Proforma . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
1.14.1. - Maintain a Proforma . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
PROJ.OP1.00 Project Operations - Project Creation 750
About this guide

This guide covers the creation of new projects in the Pronto Xi Project module and performing some basic project-related tasks.
Creating a new project/quotation, including entering and maintaining the project budget
Cost Breakdown Structure
Creating a proforma to automate the process of project creation.
Overview
Upon completion of this guide, you will become familiar with:
The fields on the project header

The functions for entering and maintaining a budget against a project
Prerequisites
In this guide, it is assumed that:
You have installed Pronto Xi 750.0 or higher

You are familiar with the general functionality available within Pronto Xi
You have previously completed the configuration steps covered in the PROJ.CF.00 Project Configuration Guide
Appropriate security and access has been set up
© Copyright 2018 Pronto Software Limited. All rights reserved.

01102018
Software version: 750.0
Trademarks
® Pronto, Pronto (logo), P (logo), Pronto Software, Pronto Xi, Pronto Xi Dimensions, and Pronto Enterprise Management System are
trademarks registered by Pronto Software Limited (ABN 47 001 337 248) in Australia, USA and other countries.
™- trademarks of Pronto Software Limited (ABN 47 001 337 248)
IBM® and Cognos® are trademarks of International Business Machines Corporation. Disclaimer
The information contained within this document is provided on an “as is” basis, is subject to change without notice, and is not
warranted to be error-free.
While this guide provides specific, practical examples of implementing Pronto Xi features, it cannot cater for all possible requirements
of our customers. We hope, nevertheless, that this guide will stimulate ideas for extending or enhancing your Pronto Xi
implementation, and we strongly encourage you to seek professional advice regarding your specific business needs.
Published 12.11.2018 15:05 Pronto Xi Education Series 750 3 of 65

PROJ.OP1.15.00 Scenario and exercises
The various scenarios and examples throughout this guide have been established to demonstrate realistic processing requirements
and to reflect the data set up in the Pronto Xi training data set.
For all of the steps and tasks shown throughout this guide, where the user is required to enter data, these are all based on the fictitious
Fred Kirks Enterprises requirements, which is expanded throughout the various sections of the guide. You will need to set up your data
based on your business needs.

PROJ.OP1.20.00 Structure of Projects
A Pronto Xi project comprises three major components:
Project Header
Cost Category Budgets
Budget Detail
These components record information about the project which can vary depending on the project type. Below is a summary of the three
components.
Project Header
Project ID - You may accept the next number generated or enter an ID manually
Project description - A short description of the project
Status - Determines when transactions can be posted the project
Branch code - Forms part of user security
Project manager - Can be reported against
Client - Linked to the Accounts Receivable module
Site details - Can be the delivery address on purchase orders
Type - 16 different types
Project type/nature/market/work - User definable tables
Tender Details, Guarantee Details, Retention's and Liquidated Damages information
Cost Category Budgets

Budget details in amount, quantities, and hours.
Ability to see the comparison between the budget and the actual costs.
Capture a full breakdown of the cost associated to the project in the form of Labour, Materials, Overheads, Income and Profit etc.
Can view commitments and chargeout values
Captures all transactions posted to the project cost categories.
Budget Detail
Information about:
Purchases
Work Orders
Stock Issues, etc.
Record labour against the details together with project notes.
The amount of information you draw from these components can vary greatly. For example, you do not have to use Budget Detail if
you do not want to have all the required materials, labour, purchasing, etc, stored in the project. You need to decide before you
start the project what each field and component means to you and its use for extracting information or grouping of projects. Your
Pronto XiSoftware consultant will be able to assist you in this planning.

PROJ.OP1.30.00 Project Basic Processing
Basic Processing Steps

Once all the relevant code tables have been populated, major function flags configured, and user defined details set up, the basic steps for
processing a project are as follows:
1.Create the Project
Enter the basic project details on the project header. The initial status of the project will be Quotation.
Select the appropriate cost categories that are to apply to this project. Cost categories are a breakdown of the cost activities
associated with the project. All postings made to the project must specify the cost category to which they relate.
Enter the budgets for each category, or the stock/special items required for that category.
Print a copy of the quotation and submit to the client.
2.Set the Status to In Progress
To begin processing, set the project status to In Progress and start entering the transactions relating to the various cost categories.
3.Process Transactions
Transactions can be posted to the project by specifying the correct project ID and the relevant category.
Typical transactions are purchase orders, supplier invoices, stock issues, employee timesheets, etc.
4.Invoice the Client
The frequency and methods of invoicing depends on the selected project type, for example, Time and Materials, Contract,
Warranty, Asset Creation.
Depending on the project type, in some cases the costs will only be recorded and the client will not be invoiced. In other cases there
will be regular progress claims made against the client.
If required, profit can be recognised and taken up during the life of a project using the progressive profit takeup function.
5.Close the Project
Once all costs have been recorded and the client invoiced, the 'close out' function is used to finalise the project, take up the
remainder of the profit and complete the final General Ledger postings.

PROJ.OP1.40.00 Project Types
Type Description
C – Contract Used when there is a fixed price for the work and budget changes require formal notification; that is, variations
Budgets are optional
If this is no budget, then a contract value must be entered.
Once the project is at a status of In Progress, the original budget cannot be changed.
Contract values can be changed by entering a variation
Progress invoices can be raised against an invoice schedule or the total contract value.
N – Normal No specific rules apply to this type of project.

Can be invoiced based on contract value or on a time and materials basis.
T - Time and Also known as "Do and Charge" where the amount invoiced is based on work performed to date.
Materials Budgets are not required
Major function flags settings determine the level of information printed on the invoice. This can be overridden
when the invoice is created.
Invoice charge out values are calculated by:
Stock user pricing matrix
Purchase orders cost plus cost category mark up rate
Labour charge out rate as defined in the timesheet flags
If no price set, project will use cost plus mark up percent rate.
If no markup set, project will use cost plus On Cost percent rate
A - Asset Used for the creation of assets. Profit take up and invoicing is not available.
Creation Asset is created after the project is completed
All costs posted to nominated G/L account – usually an asset acquisition account – regardless of the cost
category used
Fixed asset created from the job defaults acquisition and book value from the project costs.
E– Behaves in the same way as a normal project

Enhancement Used to identical projects that are enhancements as opposed to standard normal projects.
F - Fast Direct This project type can be used to create a project and sales order at the same time. The Fast Direct Invoice
Invoice Project uses the 'P/Group to Project Categories – VJ' code table to create cost categories based on the item
group.
After the project is set to 'In Progress' the sales order is raised and the project can be invoiced in a single
processing step.
G - General Used to ensure costs go to the correct expense area. Profit take up and invoicing is not available.
Ledger Cost For internal project use
Posts costs directly to the General Ledge
Cost categories are matched to the last characters of the specified General Ledger account code. For example:
Project G/L code: 12345678
Category: WXYZ
Will post to: 1234WXYZ
J – Plant Created via the Plant Maintenance module – refer to the Plant Maintenance guide for more information
Maintenance
M– Builds a stock item.

Manufactured Not invoiced out
Items are manufactured and put into stock once completed
Only one serialised item can be manufactured per project.

P– For high level reporting use only

Grandparent Can't create budget details
Used for reporting purposes only
Reports costs from the attached parent / child projects
Q – Quantity Budgeted quantity is entered on the project header screen

Charge out is based on the quantity multiplied by the price
This is used in a manufacturing environment and produces bill of material data
R – Rework For repair of serialised items

Customer account code is not required on the header screen
Average costs recalculated for warehouse on close out
Same as warranty
S – Service Similar to a normal project

Creates service call history on closeout
This type of call can be automatically created when a service call is logged in the Service module of Pronto Xi.
Creates service call history on closeout
W – Warranty Costs are posted to a supplier recovery account in the General Ledger
Usually a sub-project created against the parent
Items are returned under warranty.
Customer account code is not required on the header screen
Average costs recalculated for warehouse on close out
X - Non Service provided at no charge to the customer

Charge Not necessarily related to the Service module
Used to write off costs to an expense account
Z - Cost Used in conjunction with the service contract module

Tracking

PROJ.OP1.50.00 Scenario
In this guide we will take you through the creation of a project quotation. Your company Fred Kirks Construction has been asked to quote
for the construction of the reception and staff cafe in the East Building. The customer is ACME Building Group.
Scenario
In this section we will create a quotation project:
Create a Cost Breakdown Structure:
Update the project budget:

Print the quotation:
Set the project to In Progress:

PROJ.OP1.60.00 Create a Quotation
Each project begins as a quotation or estimate. Most of the details about the project can be entered at this stage. In particular, all cost
categories can be assigned and the budgets can be created for these cost categories. When entering the new quotation / estimate, the
following can be done:
generate a quotation price from budgeted costs and profit

print the quotation to send to the customer
From a Quotation the project can enter the following stages:
Setup
Prepares the project
This status allows cost entry and posting but disallows invoice entry. Profit takeup is also allowed.
In Progress
Sets the project to In Progress and checks whether to create required purchase orders, work orders, material requisitions, tasks and
project sheets. For M (Manufactured) type projects, the Raise Manufacturing Work Orders check box will be automatically set to Y.
In order to use the Standard Print option, there must be a jobcardprt program in the $CUS directory.
Lost Project
When a quotation is lost, the lost reason code is stored in the job-notes table with a type of L (Lost) and a sequence of 0 (Zero)
PROJ.OP1.60.10 Enter Project Header Details

PROJ.OP1.60.10 Enter Project Header Details
In this section we will firstly create a quotation, which will then be set to In Progress when the quotation is accepted.
Entering a new project using the Create Project/Quotation (PROJ M145) function, involves the following steps:
Steps
1 Select Project > Create Project/Quotation > Create Project/Quotation (PROJ M145).
The first screen of information to be completed is shown above. Once the project ID has been allocated this cannot be changed.
Pronto Xi will recognise this as the quotation ID and when the project status is changed to In Progress the same ID is used.
2 Complete the following fields:
Project Depending on the setting of the Pad Project Code major function flag, there are three possible ways to
allocate a project ID:
Leave the field blank and a unique ID number will automatically be allocated.
Enter a 1 or 2 character prefix and a unique ID number for that prefix will automatically be appended to
the prefix.
Manually enter a project ID.
For this training leave the field blank to accept the next project number.
Project This is a brief description of the project. This is also used as the project description when printing project
Description reports.
Type in a description for your project. For this training our project will be called East Building.
Proforma Depending on the setting of the Proforma Used major function flag, the status of this field can either be Not
Used, Mandatory or only used sometimes. If a Proforma is required, press F2 (Lookup Help) for a list of
proformas and select accordingly (proformas are discussed later in this document).
Parent Is the link to the parent project, if the project hierarchy structure is to be used. If not, this field will default to
the ID of the current project.
Leave blank.

Type This field allows the user to select from a list of predefined project types. Each of these project types exhibit
different behavioural properties; for example, how the transactions are posted to the General Ledger. Project
types are described in the PROJ.OP1.40.00 Project Types section of this guide.
Type N.
Branch Used for the following:

Posting transactions to the relevant branch account in the General Ledger if the 'By Group / Branch'
major function flag is set to a value other than '0'.
Acts as a security check for masking a user out of viewing information if they do not have access to the
branch code.
Grouping of reports into logical reporting areas
Select a branch - in this case MEL.
Manager This field will automatically default to the user ID name. It can be overridden if the new value is in the JO –
Project Manager table. The project manger must have sufficient security as defined in the JO table to move
the project passed quote status.
Customer The customer the project work is for, linked to the Accounts Receivable module. When the customer code is
entered the invoice address for that customer will default as the project address. This can be accepted or a
different site address entered. This can then be used as the delivery address on purchase orders and sales
orders.
Type or select ACMEBG - Acme Building Group.
Address Accept the address details for ACMEBG.

and Details
Item Code The item code is informational except for M (manufactured) and R (rework) type projects where it is
compulsory.
Leave blank.
Rep This will default to the rep code of the customer account but can be overridden at the time of entry.
Project This is a user definable field and is table driven (JP code table). Used for splitting certain postings to the
Type General Ledger and also for reporting purposes.
Select a type from the JP table.
Nature A user-definable field used for reporting purposes (JW code table).
Select a type from the JW table.
Market A user-definable field used for reporting purposes (JV code table).
Select a type from the JV table.
Work A user-definable field used for reporting purposes (JA code table).
Select a type from the JA table.
Tax These fields require a Y/N response. The tax exempt field is used to eliminate tax being posted to a project.
Exempt / The tax field allows an entry of 1,2,3,4 as the tax rate to use for non stock items. This field is not applicable in
Duty Australian and New Zealand GST environments.
Exempt
Customer Is the customer reference (for example, order number) and can be used when creating sales orders against
Reference the project.
Approve Is the date the quotation is approved. This is a date field and is not mandatory. Used for reporting purposes.
Date Leave blank.
Budget This is the date the budget was entered against the project. It is not mandatory.
Date Accept the default date.

Start Date The date the project is scheduled to commence work. Used for reporting and can also be used when
scheduling tasks against the project.
Accept the default date.
Ex-Factory Both are user definable date fields and can be used for reporting purposes.
/ On Site Leave blank.
Finish Date This date can be entered when the project is created but Pronto Xi will override this date when the project is
completed. Used for reporting on completion dates.
Leave blank.
On Cost % The percentage for on costs can be entered at the header screen or can be overridden in the budget entry
screen. This field is only applicable if using Time and Material type invoicing.
Leave blank.
3 At this stage the Cost Category Budget screen is displayed.
4 We will create the budgets later, using the Cost Breakdown Structure.
Press Esc to leave the budgets screen.
5 The Quotation Conclusion Options screen is displayed

6 This menu allows further quotation details to be entered, if required. The available options are:
Add Tender Allows the entry of tender information about the current project. Such as the originator, contact name and
Details phone number, contract numbers etc
Task This will link to the scheduling of the project and allows the entry of any personnel and/or equipment
/Resources required for the project.
Invoice Allows the entry of an invoicing schedule if progress invoicing will be used for this project.
Schedule
Project Setup Sets the project to a status of 'Set Up'. This will allow the entry of costs while still being able to adjust any
/Maintenance budget details depending on project type.
Sub Project Will automatically create a sub project that is linked back to the parent - the original information from the
Creation main project is copied to the sub project. All cost categories can be automatically generated when creating
the sub project.
Add Notes Allows the entry of project notes. A number of different types of notes are available including notes which
will print on invoices.
In Progress Sets the project status to In Progress at which time the original budget is 'locked'. If the project is a
contract type project changes to the budget will no longer be allowed. Instead a variation must be
processed.
Make In Changes the status to In Progress and allows the entry of a progress invoice using one of the invoicing
Progress and methods.
Invoice
Print Prints the estimate for this project using the details entered for this project or for a range of projects.
Quotation
Copy Project Copies the original project to a new project without creating a link.
Continue Completes the current entry of the quotation leaving this project at a status of Quotation. Further
Quote Entry quotations can then be entered.
Finish Quote Finish the entry of the current project leaving it at a status of Quotation.
Entry
Select Finish Quote Entry to leave the project at a status of Quotation.

7 When viewed through Project Maintenance, your project will look like the following.

PROJ.OP1.70.00 Create a Cost Breakdown Structure (CBS)
The CBS has been designed so that the hierarchy can be defined up to 10 levels. Costs always roll up
from the lowest level to the highest level of the CBS.
If you want the CBS to have a grand total, you must enter the elements in a hierarchical format.
CBS example data

The following table shows the starting CBS that will be used for the East Building. The values and sequences will be changed during this
training course.
1 East Building $58150.50 $66960.46
1.1 Joinery $47020.50 $52665.46
1.1.1 Joinery $23700.00 $25545.00

- Reception
1.1.1.1 Counter MJNR EACH 1 $12300.00 1 $12300.00 15% $1845.00 $14145.00

& Signage
1.1.1.2 Timber MJNR EACH 1 $11400.00 1 $11400.00 $11400.00
1.1.2 Joinery - $23320.50 $27120.46

Staff Cafe
1.1.2.1 Kitchen Cabinets MJNR EACH 2 $6850.25 1 $13700.50 12.5% $1712.56 $15413.06
1.1.2.2 Tables MJNR EACH 4 $980.00 1 $3920.00 22% $862.00 $4782.40
1.1.2.3 Chairs MJNR EACH 20 $85.00 1 $1700.00 25% $425.00 $2125.00
1.1.2.4 Labour LJNR HRS 50 $80.00 $4000.00 20% $800.00 $4800.00
1.2 Other Services
1.2.1 Power and $11130.00 $14295.00

Communications
1.2.1.1 Power Cabling MELE PCE 1800 $4.25 1 $7650.00 30% $2295.00 $9945.00
1.2.1.2 Test and Tag LOHS HRS 40 $3500.00 1 $3480.00 25% $870.00 $4350.00

PROJ.OP1.70.10 CBS Creation
This chapter describes the most commonly used method, which is to create a CBS when creating a new project using the Create Project
/Quotation (PROJ M145) function. It also includes information on how you can make changes to the CBS once it has been created, and
advice on importing data into the CBS from an external source.
Create a CBS header record

Recalculate the CBS
The CBS has been designed so that the hierarchy can be defined up to 10 levels. Costs always roll up from the lowest level to the highest
level (level 1) of the CBS and level 1 will always be the total of all the costs below that level. Therefore, if you want the CBS to have a grand
total, you must enter the hierarchy elements with a sequence number starting with 1.
Create a CBS header record

The following procedure is used to create a CBS header record in the Project module.
Steps
1 Select Project > Project Maintenance (PROJ M117).

The Project Maintenance screen is displayed.
2 Enter your project code.
3 Click Cost Breakdown.
The Cost Breakdown Structure screen is displayed. This screen allows you to create a hierarchical tree structure with costs allocated to each
project milestone.
4 Click Entry.

5 Accept the default Sequence number of 1.

This is the top of the hierarchy structure and indicates the overall project which will be built.
6 In the Description field, enter East Building.
7 Leave the Cost Category field blank.
 You do not need to enter a Cost Category for this entry because it is the top level and the overall description of the cost structure. All
costs will roll up to this level.
The cursor will now be returned to the Sequence field on the next line.
8 Enter the Sequence 1.1 and the description Joinery.
 You do not need to enter a Cost Category for this entry because it is the second level and description of the cost structure. Costs at
this level will roll up to here.
10 Enter the Sequence 1.1.1 and the description Joinery Reception.
 You do not need to enter a Cost Category for this entry because it is the second level and description of the cost structure. Costs at
this level will roll up to here.
12 Enter the Sequence 1.1.1.1 and the description Counter and Signage.
13 Complete the line using the data below.
Sequence Description Cost UOM Qty Hours Unit Cost Cost Total Markup
Category Per Cost
1.1.1.1 Counter MJNR EACH 1 $12300.00 1 $12300.00 15%

& Signage

14 Continue entering the CBS data as below.
Sequence Description Cost UOM Qty Hours Unit Cost Cost Total Markup
Category Per Cost
1 East Building
1.1 Joinery
1.1.1 Joinery
- Reception
1.1.1.1 Counter MJNR EACH 1 $12300.00 1 $12300.00 15%

& Signage
1.1.1.2 Timber MJNR EACH 1 $11400.00 1 $11400.00
1.1.2 Joinery -
Staff Cafe
1.1.2.1 Kitchen Cabinets MJNR EACH 2 $6850.25 1 $13700.50 12.5%
1.1.2.2 Tables MJNR EACH 4 $980.00 1 $3920.00 22%
1.1.2.3 Chairs MJNR EACH 20 $85.00 1 $1700.00 25%
1.1.2.4 Labour LJNR HRS 50 $80.00 $4000.00 20%
1.2 Other Services
1.2.1 Power and

Communications
1.2.1.1 Power Cabling MELE PCE 1800 $4.25 1 $7650.00 30%
1.2.1.2 Test and Tag LOHS HRS 40 $87 1 $3480.00 25%
15 Your CBS will now look like this:
16 No values are stored against the Total Cost and Contract Value cells at this time.
To populate these values the CBS must be recalculated.
Recalculate the CBS

You can update the subtotals of all levels of the CBS in order to keep the values up-to-date, as subtotals are not dynamically updated. You
should do this after you enter new lines or make any other changes.

Steps
1 On the Cost Breakdown screen (PROJ M117) click Recalculate.
2 Total Cost and Contract Value are now populated.

PROJ.OP1.70.15 CBS screen modes
The following modes are available on the Cost Breakdown Structure screen:
Mode Description
Correct Correct the values in the selected row. This mode is not available if your project is a contract type and the status is In
Progress.
Remove Remove the highlighted sequence.
Recalculate Update the subtotals of all levels of the CBS after changes have been made.
This is required in order to keep the values up-to-date as the subtotals are not dynamically updated.
UpdateBudget Update the cost category budget amounts in the Cost Category Budgets screen
with the totals of all the cost categories in the Cost Breakdown Structure screen, and remove any cost categories
that do not have transactions.
Once the budgets have been updated from the CBS, you can no longer update the budget in the Cost Category
Budgets screen.
Profit (type A) and Income (type I) cost categories are not removed from the Cost Category Budgets
screen by the CBS.
If all lines are removed for a cost category in the CBS and the project is not at a status of In Progress, the cost
category is removed from the Cost Category Budgets screen. If the project is at a status of In Progress, the cost
category details are removed unless there is a transactions against it.
This mode is not available when the Cost Breakdown Structure screen is opened from the Maintain
/Create Tenders (TEND M001)function, as there is no budget to update.
Markup Apply a markup percentage or markup amount to the selected cost categories.
This will update the CBS levels with the markup applied.
On the Markup screen, the following fields are displayed:
Total Contract Value - Enter the contract value and calculate the markup
(common) for all cost categories in the CBS.
Total Budgeted Cost - Shows the total budgeted cost in the CBS. This value is
used as the weighting when distributing the new total markup value or new total contract value.
Total Markup Amount - Enter the markup amount and calculate the markup for
all cost categories in the CBS. Negative markup values can be entered in this field.
Cost Category - Enter the cost category. You can leave this field blank to select all cost categories in the CBS.
Percentage Markup - Enter the percentage markup to apply.
 If the Markup mode is used in the Cost Breakdown Structure screen and the Update Budget mode has been
selected, the Markup mode in the Cost Category Budgets screen is not available. You can only enter
markup in one of these screens, not both. However, the clibcbs-public-check-if-markup-allowed public
procedure can be used to override this, if required. Contact your local Pronto Support Centre for
assistance or to obtain the Software Development Kit (SDK) for customising Pronto Xi.

Sequencing Resequencing
Resequence all of the elements of the CBS into the required sequence order.
On the Resequence Start Sequence screen, enter the new starting sequence number for the CBS. For example, you
might have set up the CBS and with some gaps in the sequence order. This function will resequence all lines,
closing any of the gaps in the sequencing.
 It does not matter which row is selected. All rows will be resequenced using this function.
For more information, see Resequence a CBS.

Increase Level
Increase the sequence number of the selected CBS element at that level (as shown in the Level column).
All sequence numbers at that level or below in the CBS hierarchy are updated accordingly.
 This can be used in conjunction with the Resequence mode to organise the CBS hierarchy into the required
sequence order.
For more information, see Increase the sequence number of a CBS element.
Allocation Change the cost allocation flag for the selected row in the CBS between Pending, Open or
Closed. This drives whether costs areautomatically posted to this line of the CBS.
For more information, see Allocating costs to the CBS.
Variation
Cleanup  This mode is only available when the Cost Breakdown Structure screen is accessed from the Variation
Details for Project screen.
Remove lines in the screen that are not related to variations.

When a variation is entered and the Cost Breakdown Structure screen is opened, the CBS is loaded from the project
but with zero quantity, hours, cost, markup and contract values. You can change the quantity to reflect the variation.
The Variation Cleanup mode will remove all the levels that do not have any cost and mark up contract values. For
example, if you have ground, floor 1, and floor 2 and the variation is on ground, then the CBS entries for floor 1 and
floor 2 have no value and will be removed.
UpdateCosts Change the cost of the selected CBS element without affecting the contract value. This mode is available when
a cost category isassigned to a sequence.
You can change the quantity, hours, unit cost and cost per values. The total cost, percentage markup and markup
values are updated accordingly. This would be required in situations where the cost increases but you cannot
increase the contract value.
For example, if you increased the cost by $10.00 and the original Cost + Markup is $150.00, the total cost goes from
$150.00 to $160.00, the Markup is - $10.00 and the Cost + Markup stays as $150.00 therefore not affecting the
contract value.
Notes Enter notes at each level of the CBS hierarchy. An asterisk is displayed in the
Notes column when a note has been entered for that CBSlevel.
Make sure to contact the subcontractor once flooring is complete.
 When the Cost Breakdown Structure screen is opened from an enquiry screen (for example, View
/Enquire by Project (PROJ E008)), only the Notes and Audit modes are available.

BudgetDetail Update the budget details for the selected row. When exiting this screen, you are
prompted to update the total cost assigned to that line ofthe CBS.
 If you do not update the CBS cost, there might be a discrepancy between
the CBS costs an the sum of the budget details.
For more information, see Detail materials using Budget Details (bottom up estimation).
Tasks Maintain the tasks for the selected CBS sequence.

On the Attached Project Tasks for CBS sequence screen, use the Attach mode to add tasks to the CBS sequence, and
the Detach mode to remove tasks from the CBS sequence.
The Tasks % Complete column in the Cost Breakdown Structure screen shows the percentage that the task is
complete, and the percentage complete values roll up to the totals (header levels) to show the percentage
completion of all tasks associated with that section of the CBS.
 The percentage completion values are determined as follows:
If based on Normal tasks only, the calculation is based on the number of

tasks, their percentage complete, and weighted by duration.
If based on Milestone and Normal tasks then the milestone takes precedence.
If based on multiple milestones then it is based on the accumulation of
milestone percentage and divided by the number of milestones (there is no weighting for milestones).
Extra Sequence Transactions

Actual transactions recorded against the CBS sequence.
Claim Schedule
Copy the CBS to the claim schedule.
On the Copy to Claim Schedule screen, enter the required level to copy. All elements of the CBS hierarchy up to,
and including, the entered level are copied to the claim schedule.
For more information, see Copying a CBS to a claim schedule.
CBS Row Colours

Define the colour of the rows in the CBS.
You can define the background colour and the foreground (text) colour of each level (1 to 9 and B for the base
level) in the CBS. The base level is not calculated until the Cost Breakdown Structure screen is updated (that
is, the colours for the B level are not displayed until the screen is updated).
Use the Copy mode to copy a colour scheme from another project.
Audit
View the audit log of changes that have been made to the current record.
The Audit Log screen shows the table in which the change occurred, project, key value, action (update, insert or
delete), audit date and time, field name, field title, old value, new value, login ID of the user who made the
change, program, parameters and the composite key.
The Find mode is available on this screen. Use the Drillback mode to open the screen that
contains the changed data for the selected row.
When the Cost Breakdown Structure screen is opened from an enquiry screen (for example, View/Enquire by
Project (PROJ E008)), only the Notes and Audit modes are available.

PROJ.OP1.70.20 Adjust the CBS line totals
Scenario
Your CEO has informed you to budget for a profit of at least 30% for labour components and 40% for all materials. You also have the
right to budget each cost category differently, as required.
Steps
1 Display the Cost Breakdown Screen for your project.
2 Highlight sequence 1.1.1.1 (Counter and Signage) with a Cost Category of MJNR.
3 Click Markup.
The Markup screen is displayed.
 The Total Contract Value, Total Budgeted Cost, and Total Markup Amount fields display the values relating to the sum of
all CBS lines on your project. They are not based on the Cost Category field displayed at the bottom of the screen.
4 In the Percentage Markup field, enter 40.

5 Click OK.
This will adjust all CBS lines for this category to 40%.
6 Repeat above steps for category MELE (40%) and LJNR and LOHS (30%).
7 Recalculate the CBS to update the Total Cost and Contract Value fields.
8 Your CBS should now look like the following

PROJ.OP1.70.30 CBS Colour
For ease of viewing the row colours on the CBS can be changed. The instructions below will show you how.
Steps
2 From the Extra mode, select CBS Row Colours.
3 The CBS Row Colours screen is displayed.
4 Select Entry.
Enter 1 and Tab to the Background Colour column.

5 Press F2 to see the colour picker.
6 Using the mouse to move the sliders or the round marker, select a background colour for level 1.
7 Click OK.
8 Repeat to select a Foreground Colour for level 1.
9 Repeat selecting colours for 3 levels of your CBS.

10 Press Esc to return to the CBS screen.

Click Recalculate to view the colours.

PROJ.OP1.70.40 Making changes to the CBS lines
There are three methods for making changes to the CBS on the Cost Breakdown Structure screen, and there are subtle differences in each
method.
This section explains how the following modes work on the Cost Breakdown Structure screen and how you can use them to make
corrections to your CBS:
Correct the CBS

Increase the sequence number of a CBS element
Resequence the CBS sequence numbers
Correct the CBS

The Correct mode in the Cost Breakdown Structure screen allows you to change the following fields:
Sequence
Description
Cost Category
Cost Allocation UOM
Quantity
Hours
Unit Cost
Cost Per
Percentage Markup
Markup Value
 If you are working on a type C (Contract) project, the actions of the correct mode will be disabled once the project reaches a
status of In Progress.
Scenario
In the screens below we will:
increase the number of tables needed to 6

increase the labour hours to 60.

Steps
2 Highlight the sequence that contains the tables and click Correct.
3 Tab to the Qty field and type 6. Tab to the end of the line, ensuring 40% remains in the Markup field.
4 Repeat for the Hours field for the Labour (Joinery) line. Type 60 into the Hours field, tabbing to the end of the line, ensuring that
30% remains in the Markup field.
5 Click Recalculate to update the Total Cost and Contract Value Fields.
6 Your CBS should look like the following:

Increase the sequence number of a CBS element

You can increase the sequence number of the selected CBS element at that level (as shown in the Level column) and all following elements
respectively.
Scenario
You present the quote to the Acme Building Group, but are informed that they would also would like you to include a quote for some
windows. You will be required to insert this new section before the section for Other Services.
In our training scenario, we need to add another section 1.2 called windows.
First resequence the current line 1.2 to 1.3
Then add a line for the windows at 1.2.
Steps
1 Display the Cost Breakdown Screen for your project
2 Highlight row 1.2. (Other Services).
3 Click Sequencing > Increase level.
4 This will increase the sequence number in the selected row to 1.3. All sequence numbers at that level or below in the CBS
hierarchy are updated accordingly.
Now there is a gap in the sequence numbers that allows you to enter a new element into the CBS hierarchy for sequence number
1.2.

5 Enter the following two lines.
Sequence Description Cost UOM Qty Hours Unit Cost Total Markup Markup
Category Cost Per Cost Value
1.2 Windows
1.2.1 Aluminuim
1.2.1.1 Alu Sliding MWIN Each 4 $1600 1 $6400 40 $2560
6 Recalculate the CBS.
7 Your CBS should look like the following:
Resequence the CBS sequence numbers

Below are two examples where Resequence can be used.
Resequence Example 1
If you have a sequence 1 and you wish to put sequences above it, you would use Resequence.

Select Sequencing/Resequence.
In the New Sequence screen, enter 5.
The CBS sequence now begins with 5 and it is possible to add sequences 1,2,3 and 4 above it.
Resequence Example 2
If you have been adding and deleting lines and the sequences are out of order, the Resequence mode can be used to recreate order.
Here a line has been deleted.
Resequence level 1
The sequences are back in order.

PROJ.OP1.70.50 Update Budget
When a Cost Breakdown Structure exists for a project, it takes precedence over the budgets defined on the Cost Category Budgets screen. If
you have updated the budget screen, all subsequent changes must be done on the Cost Breakdown Structure screen. Update budget can
be processed any time the CBS is changed.
 The CBS overwrites the existing budget and removes any cost categories, except type I (Income) and A (Profit) cost categories that
do not have transactions.
If a CBS exists for a project, only type A (Profit) and I (Income) cost categories can be added or removed from the Cost Category
Budgets screen. These cost categories are not costs and cannot be generated from the CBS, therefore, they can
be maintained on this screen.
Scenario
You are now happy with your Cost Breakdown Structure and can copy it into the project's Cost Category Budgets screen.
Steps
2 Click Update Budget.
3 Click OK.

4 Press Esc to leave the CBS screen and return to the Project header screen.
Click Budget.
5 Your CBS budget figures have been transferred to your Project.

PROJ.OP1.70.60 Other CBS functions
PROJ.OP1.70.61 Detail materials using Budget Details

PROJ.OP1.70.62 Adjust CBS total contract value
PROJ.OP1.70.63 Consolidating parent and child projects with CBS
PROJ.OP1.70.64 Import CBS from Microsoft Excel
Examples of these functions are included in the following screens but are not a part of the main scenario for this training.

PROJ.OP1.70.61 Detail materials using Budget Details
Detailing materials estimation is when you first detail all the elements (budget details) required for each sequence of your CBS and then
update the totals on each sequence respectively based on those budget details. This would normally be done when you have an accurate
understanding of the details that will be used during the estimation process.
You might also first estimate the total budget, then enter each budget detail line and finally update the total value on the header based on
the sum of the lines.
You can create purchase order/material requisitions from these details which will automatically be linked to that section of the CBS.
Scenario
You will detail all joinery materials directly against the CBS sequence for timber.
Steps

The Project Maintenance screen is displayed.
3 Click Cost Breakdown on the right hand side menu.
4 The CBS is displayed.
5 Select CBS sequence 1.1.1.2 (Timber).
6 Click Budget Detail.

The Cost Category: MJNR screen is displayed. In this example this cost category already has budget details entered (via another
sequence line) for $956.
This screen displays the estimated cost for this sequence (CBS Sequence Totals) at $956 and the estimated cost for this cost
category (Cost Category Totals) at $956.

7 Click Entry.
8 In the Type field, enter S (Special Item).
9 In the Details field, enter Pine 60 x 30mm x 6m length.
10 In the Supplier field, enter TIMBERSPEC.
11 In the Quote Qty field, enter 200.
12 In the UOM field, enter Each.
13 In the Original Cost field, enter 25. And Rate Per = 1.
14 Set Action Date as required and Tab through Section.
15 Click OK.
A warning message is displayed if you attempt to add more costs in this screen than the total for the cost category in the CBS. OK
on this message. When the detail has been entered it will be possible to update the CBS totals for that sequence line.
16 The Cost Category: MJNR screen is displayed.
17 Repeat steps 6-12 for the following items:
Type Details Quote Qty UOM Original Cost
S Store Benchtop 3000 x 7000mm 4 Each 1000.00
S Consumables 2 Each 1200.00

For this example, either use special lines or item codes that are set up as an indent type item code so that Pronto Xi can generate
a purchase order for that line. Also, ensure that a supplier is assigned to each line.
After each entry, we can see the budget detail totals for the current sequence and the cost category updating respectively.
You now have entered a more accurate estimation of our costs to be $11,400. This is different from the original estimate,
therefore we want to update our CBS header estimate to be this value.

18 Click Update CBS.

The CBS Sequence Totals and Cost Category Totals will update. These figures reflect totals for this sequence line and also for the
cost category as a whole.
19 Esc back to the CBS and check totals for the sequence line and CBS.

PROJ.OP1.70.62 Adjust CBS total contract value
You can modify the total contract value, however, the resulting Percentage Markup figure is applied to all CBS lines for the cost category.
Steps
1 Open a Cost Breakdown Structure.

Note the percentage values.
2 Scroll to the right and view the Contract Value.
3 Click Markup.
The Markup screen is displayed.
4 In the Total Contract Value field, round the number up to 27000.00.

Note how the markup amount also changes.

5 Click OK.
Scroll to the right and view the new contact value.
View the markup and other figures and note the changes.

PROJ.OP1.70.63 Consolidating parent and child projects with CBS
It is possible to use a CBS to link relationships from grandparent, parent and child projects. In the CBS consolidated view,
the relationship will show the projects by sequence level. For example, if the parent project's CBS starts with sequence 1 and the
child's starts with sequence 2 then in the consolidated CBS the parent will be displayed first. If the child's CBS starts with sequence 2 and
the parent's starts with sequence 1, then the child will be first in the CBS.
If both the parent and child projects use exactly the same sequence number, the parent sequence and detail will be used. It will consolidate
based on sequence number, cost category, cost and percentage markup.
Multiple level child projects can be created. In this instance, all child projects are rolled up when the consolidated parent CBS option is
used.
 If you do not want to consolidate, ensure that all projects are set up with different sequences, such as parent project 1.1.1.2 and a
child project 1.2.1.2.
the following two examples show the effect of having (1) parent and child CBS with consecutive sequence numbers and (2) the same
sequence numbers, (3) consecutive sequence numbers within the sequences .
The following is an example of where parent and child have consecutive CBS sequences.
1 This is the parent project.

2 This is the CBS of the parent project. The sequences start with 1.
3 This is the child project.
4 This is the CBS of the parent project. The sequences start with 2.

5 To view the consolidated CBS with parent and child projects, select the parent project in the Project Maintenance screen and click
Cost Breakdown > Consolidated Parent CBS.
6 The Consolidated Parent Cost Breakdown Structure is displayed. If you scroll down you can see that the sequences numbered 1
are followed by the sequences numbered 2.
The following is an example of where parent and child have the same CBS sequences.

2 The CBS sequences are in the range starting with 1.
3 This is the child project.
4 The CBS sequence numbers are the same as the parent.

6 The resultant CBS shows each sequence only once but the values assigned to each are the sum of the values assigned against the
two different projects.
The following is an example of where parent and child have the consecutive numbers within the sequences.
2 The CBS of the parent.

3 The child project.
4 The CBS of the child.

6 As you can see, the parent and child sequences dovetail within the consolidated CBS.

PROJ.OP1.70.64 Import CBS from Microsoft Excel
If you have data from an external source, such as a Microsoft Excel spreadsheet, you can import this data to create the CBS. A spreadsheet
has been attached to this section (online training) to assist you. This spreadsheet can be downloaded to your PC.
The copy and paste import option from Microsoft Excel is a fast entry method and replicates the data that would normally
be entered manually in the Cost Breakdown Structure screen. However, there are some rules for each type of element in the CBS hierarchy
and not each row requires the same entries, for example, in a header row or a detail row.
To successfully import your external data, you need to sort the spreadsheet into two elements and paste them into the Cost Breakdown
Structure screen separately. These are:
Headers
Levels with Qty or Hrs
Type Sequence Description Cost UOM Qty Hours Unit Cost Cost % Markup Markup
Category Per Value
Header 1 Building
Header 1.1 Site
Header 1.2 1st Floor
Header 1.2.1 Room 1
Header 1.2.1.1 Lighting
Header 1.2.2 Room 2
Header 1.2.2.1 Lighting
Hours 1.1.2 Subcontract SUB Hrs 38 65 1 10 247

or
Hours 1.2.1.1.4 Labour LAB Hrs 56 67 1 0
Qty 1.1.1 Trenching MAT Each 1 5000 1 20 1000
Qty 1.2.1.1.1 Cables CABL Each 30 13 1 34 132.6

Qty 1.2.1.1.2 Switch MAT Each 45 5.59 1 10.002 25.16
Qty 1.2.1.1.3 Fittings AFRO Each 56 7.86 1 13.999 61.62
Qty 1.2.1.2 Power AXXX Each 1 1200 1 10 120
Qty 1.2.1.3 Data 6A Each 1 5000 1 14 700
Qty 1.2.2.1.1 Cables CABL Each 13 6.34 1 0
Qty 1.2.2.1.2 Switch MAT Each 34 5.59 1 10.002 19.01
Qty 1.2.2.1.3 Fittings AFRO Each 36 9.9 1 15.999 157.02
Qty 1.2.2.2 Power 222 Each 1 10000 1 0
Qty 1.2.2.3 Data 6A Each 1 5500 1 0
 The Type Header (light blue) and Type Hours/Qty (green) sections should be copied separately.
Only the highlighted cells should be copied (as these match the cursor stops in Pronto Xi).
The columns Cost and Total Cost have been removed because the cursor does not stop in these fields.

PROJ.OP1.80.00 Print a quote
Printing at Conclusion Stage

Quotations can be printed at conclusion stage from the Quotation Conclusion Options screen.
 Only the contract value is printed for the CBS, not the cost.
Printing from the Project Quotation Maintenance Screen (PROJ M048).
Steps
1 Select Project > Maintenance Menu > Quotation Maintenance (PROJ M048).
The Project Quotation Maintenance screen is displayed.
3 Click Menu.
The Quotation Conclusion Options screen is displayed.

4 Click Print Quotation to print the quote.
5 The Project Estimates screen is displayed.
6 In the Select Status field, enter Q.
7 In the Use CBS or Budgets field, enter C.
8 Select the default report ranges.
9 Click OK.
An XML view of the CBS is generated.

PROJ.OP1.90.00 Set Status of a Quotation to In Progress
If a quotation is accepted by the client, the status of the quotation can then be changed to In Progress so that transactions can be recorded
against it. Once the status is changed, the options to raise purchase orders, work orders and stock issues from the details is presented to
you.
Steps
1 Select Project > Maintenance Menu > Project Maintenance (PROJ M117).
2 Find your project.
3 Click Activities.
4 Click Commence Project.
5 The following options are available, for example you may wish to now raise work orders or purchase orders, or issue stock at this
stage.
6 At this stage, leave the boxes unchecked as we will action orders individually.
Click OK.

7 The status of the project is now In Progress.

PROJ.OP1.90.10 Set Status of a Quotation to Lost
If a quotation has been unsuccessful, it is possible to set the quote to Lost, enter the reason why the quotation was unsuccessful, and store
that information for reporting purposes.
Steps
1 Select Project > Maintenance Menu > Project Maintenance (PROJ M117).
2 Enter the project code to locate the relevant quotation.
3 Click Activities, the Lost.
4 Enter 'Y' to confirm the action.

Information about why the quotation was lost, for reporting and analysis purposes, can now be entered in the following dialog
box:
Date Lost - Enter the date the quotation was lost (the value defaults to today's date)
Reason Code - Specify the reason the quotation was unsuccessful by selecting an entry from the 'JL' code table.
Awarded To - If the quotation was awarded to the opposition, details can be entered here.
Amount - The amount the quotation was awarded to the opposition company.

6 After completing the fields, click OK then press Esc to close the dialog box.
The status of the quotation is now changed to Lost, and no further details can be entered against it.
 A 'lost' project cannot be recalled. However, the Project Copy function (PROJ.M012) can be used to create an identical
project with identical budgets and a new quotation or project number.

PROJ.OP1.100.00 Maintaining Budgets without a Cost Breakdown

Structure
It is possible to create and maintain budgets without the use of the Cost Breakdown Structure. The two sections below detail how this is
performed.
PROJ.OP1.100.10 Enter Budget Details without CBS

PROJ.OP1.100.20 Change Budget Amounts without CBS

PROJ.OP1.100.10 Enter Budget Details without CBS
During project creation, after completing the header details, the Cost Category Budgets screen is displayed.
The control of which budget fields can be entered may be different depending on the setting of the 'Budget Detail Format' major function
flag.
Steps
Cost Enter the cost category code to which the budget figure relates.
Category While you may enter an income category, budget figures are notational only and will not be used in calculating
a contract value. Contract value can be created in one of three ways;
Budgeted costs plus markup, or

Budgeted costs plus budget value entered against a profit category, or
If budget is zero, you will be asked to enter the contract value
Budget Enter the budget amount for this cost category. If this is left as zero, Pronto Xi assumes you are using the
Amount Category Details functionality – refer to the next section. The categories can be set up with no values, that is,
solely to store transaction amounts during the life of the project. Categories which hold profit takeup amounts
are an example of this.
Hrs The hours against the project are informational and can be used when forecasting quantity hours against the
Budget project. They can also be used for analysis of budgeted hours against actual hours from timesheets.
Qty Used to enter the quantity produced based on the hours entered. Useful if managing production control.
Produced
Mark-Up This is a percentage markup against the entered budget amount and is used when invoicing the project using a
% time and materials method as well as to calculate the contract value for a contract type project.
Mark-Up This is the dollar value markup against the entered budget amount. Note that both percentage and value are
populated by entering an amount in either field. The last field entered overrides any previous entries.
Total This is automatically populated when the budget amount and the markup amounts have been entered.
2 Continue creating records in this data grid until the budget figures for all cost categories have been entered.
Enter Budget Category Details

Category details can be entered against particular budgets in one of two ways.
If a zero budget amount has been entered, the budget details screen will automatically be opened.
Once a budget value has been entered against a cost category, select the details mode from the Cost Category Budget screen which
will allow the entry of the budget details.

The category details entered are automatically totalled to give the cost category budget figure. This would override the original entered
costs category budget (if entered). The budget details that can be entered include stock issues to the project, purchases from suppliers, and
work orders for manufacturing, if required. These particular issues will create an entry in the transactions once they have been updated.
Once a detailed budget has been entered against a cost category, you can no longer maintain the budget at the cost category level unless
the details are first removed.
Steps
1 Enter '0' in the Budget Amount field on the Cost Category Budgets screen.
Once the record has been completed, the following screen is displayed:

Seq. The sequence number can be used to define the position number on any purchase orders that are to be raised.
Issue Allows you to enter a code A to Z or 0 to 9 to stagger the issue of items. By using this code you can control the
flow of material for when they are needed. For example, if you have A in some and B in others, when Pronto Xi is
creating the various orders you will be allow to choose the sequence, and if you choose A then only lines with A
will have orders created.
Type This type code will determine what is issued, bought or made for the project. Options are:
(S)pecial - allows the entry of supplier details which can then create a purchase order (once the project is
set to a status of 'In Progress')
(N)ote – budget notes, does not add to budget value
(L)abour – links to employee master, can assign an employee to the project budget with the corresponding
costs and hours.
(R)esource - a project resource
(M)ake - links to manufacturing module to create a work order for the item to be made for the project
(A)sset – links to the fixed asset module. Assign an asset to work on the project and a rate. Rate defaults to
current written down value of the asset.
Blank = Stock item - stock to be issued to the project.
Whse The warehouse for the order creation (for example if a Sales Order or Material Req this is the warehouse from
which the item is taken)
Details Enter the details for the particular type of entry. For a stock item enter the item code here. For a special item
enter a short description. For a labour type, enter the employee code or name.
Supplier If a supplier is needed (for example a purchase order) enter here.
Qty Enter the quantity of the goods (or hours) required to be issued to the project or purchased from the supplier.
UOM This will default to the unit of measure that is stored against the item code. If 'S' is selected then manual entry is
required.
Rate Enter the unit rate of the goods. If an item code was entered, this will automatically default to the cost of the
item as defined by your inventory costing method. Can be overridden if required. Labour rates need to be
manually entered.
Per Enter the quantity the rate is relevant to. This will then create the extended value of the budget.
Action Delivery, Expected or Scheduled date. This date will automatically be entered as the delivery date on any
Date purchase orders raised from this project.
Section User definable budget information from the JF code table.
Receive If purchase order - are the items to be received directly to site or into the warehouse.
to Site
3 Continue creating records in this data grid until all the budget details for the relevant cost category have been entered. The
details are rolled up to a total figure for that cost category.
Entering details will only create the budget for the category the details are entered against.

PROJ.OP1.100.20 Change Budget Amounts without CBS
The simplest method a varying a project value is to edit the current budget using the Correct mode on the Project Maintenance screen. This
method however has limitations on the type of project which can be changed. For example, a budget cannot be changed by the
maintenance screen if the project is a 'C' (Contract) type, but it can be changed if it is an 'N' (Normal) type. Also, using this method to
change the budget does not create an audit trail of the changes and traceability of when and why the budget was changed.
Steps

Find your project.
2 Click Budget.
3 Highlight the relevant cost category, then click Correct.
4 Change the relevant amount, hours, quantity or mark-up values, as required.
5 Press Esc to return to the project header screen.
Budget values shown on the header screen will automatically include changes that have been made to the budgets on the cost category
lines.

PROJ.OP1.110.00 Create a Proforma
The purpose of a proforma is to create a preset set of values that automates the process of creating a project. A proforma allows the user to
create a new project and select a pre-set list of values that will automatically insert text into the relevant fields. For example, you can create
default values in the project header for different types of projects. By using proformas, you can take the guesswork out of creating a project
and eliminate user error.
There are 2 types of proformas that can be created.
1. Set answers
2. Ask questions at project creation
Set answers will default values to the selected fields. Examples of this include;
Project type
User defined field values
Cost categories
Questions allow the user to enter a yes / no answer. Based on the response, a further set of options can be displayed. For example, you can
ask whether the project is a contract project and if the response is yes, present a different set of default options than if the answer had been
no.
Steps
1 Select Project > Create Project/Quotation > Proforma Maintenance (PROJ M045).
The Proforma Maintenance screen is displayed. All existing proformas, with their code and description, are listed in a data grid.
2 To begin creating a new proforma, click Entry.
3 Enter a code for the proforma, a brief description of the proforma, then press Esc to exit entry mode.
4 Ensure that the new proforma is highlighted, then click Select.

The proforma details screen is displayed, as illustrated in the following example:

5 Click Entry and complete the following fields:
Seq The line sequence number is important when entering proforma lines because it can be used as a target
destination for branching logic when entering a question type line.
Estimate Free form text up to 30 characters and is relevant to the line type.
Text
Type Specifies the type of action to be performed at this step in the proforma:
B = BOM allows the user to look at the inventory for any manufactured items that have a BOM setup.
C = Create a particular cost category, for example labour, material, income, etc, on the project.
D = Item code can be selected from a table held in the proforma and then allows the user to enter a qty and
price. When the project is created this item is then added to the budget details.
F = Free form text . When used, user will be prompted for budget detail information to be entered in free
form.
G = Group repeat allows a particular group within the proforma to be repeated.
GI = Product Group Inclusion allows the selection of a particular product group.
GX = Product Group Exclusion allows to exclude a particular product group.
H = Hide any notes from the user that have been entered on the Proforma.
HC = Help on categories allows the user to set up a list of suggested cost categories which the user can
then choose to select.
HI = Help on items allows the creation of a sub list of stock items. When assigning budget details on the
project, users can then select stock items from this sub list.
I = % Markup will set a markup rate against the category selected within the proforma and the start and
end fields then become mandatory.
J = Links other projects to the proforma. This allows the user to budget based on the contract value of
another project.
JH = Project Header details for certain fields can be entered as defaults on the header when creating a new
project. A further screen format is displayed where F2 function key gives a list of the field that can be
selected.
L = Labour % is reported on only.
M = Materials % is reported on only.
N = Print notes entered on the proforma.
O = Optional items can be entered on the proforma and can be raised against a purchase order once
selected.
P = Amount contains % is similar to the I type where it relates to a particular sequence number.
Q = Questions can be entered that require a Y or N answer. With a YES then skip to a nominated line
number in the proforma.
S = Subtotal will subtotal the proforma up to a certain point for reporting.
T = Totals the proforma to a certain point for reporting.
V = Value can be entered in either quantities or $ and is used to build the budget details.
Z = Percentage overhead can be entered against a sequence number and is for reporting only.
Value Used for particular action type codes and allows the user to enter a value for a percentage markup.
Category Enter the category type on the project that the particular line entry relates to.
Cat Is relevant to BOM or Materials only or can be left blank. If left blank it will assume the default category type for
materials.
Show Prints the line entry if this field is set to 'P'. This field also can be set to only ask the question be entering 'A' and
will not print or 'B' it can be set to do both functions.
Start The start and end codes relate to the sequence numbers within the proforma details. This is used when certain
/End parts of the proforma need to be skipped over to a certain area of the details. This will be mandatory
Action depending on the category type entered.

Maintain a Proforma
To correct a record in the proforma, select the [Correct] mode.
The other modes available on the screen are:
Find Find a sequence number within the proforma lines
Entry Enter in new line items within the proforma
Remove Removes a current line entry within the proforma
Correct Corrects the current line positioned on
Answers View the answers that have been set against the line type. This is specific to the particular line entry.

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PROJ.OP1.00 Project Operations - Project Creation 750

About this guide

The fields on the project header

You have installed Pronto Xi 750.0 or higher

© Copyright 2018 Pronto Software Limited. All rights reserved.

Published 12.11.2018 15:05 Pronto Xi Education Series 750 3 of 65

PROJ.OP1.15.00 Scenario and exercises

Published 12.11.2018 15:05 Pronto Xi Education Series 750 4 of 65

PROJ.OP1.20.00 Structure of Projects

A Pronto Xi project comprises three major components:

Cost Category Budgets

Published 12.11.2018 15:05 Pronto Xi Education Series 750 5 of 65

PROJ.OP1.30.00 Project Basic Processing

Basic Processing Steps

1.Create the Project

2.Set the Status to In Progress

4.Invoice the Client

5.Close the Project

Published 12.11.2018 15:05 Pronto Xi Education Series 750 6 of 65

PROJ.OP1.40.00 Project Types

N – Normal No specific rules apply to this type of project.

E– Behaves in the same way as a normal project

M– Builds a stock item.

Published 12.11.2018 15:05 Pronto Xi Education Series 750 7 of 65

P– For high level reporting use only

Q – Quantity Budgeted quantity is entered on the project header screen

R – Rework For repair of serialised items

S – Service Similar to a normal project

X - Non Service provided at no charge to the customer

Z - Cost Used in conjunction with the service contract module

Published 12.11.2018 15:05 Pronto Xi Education Series 750 8 of 65

Create a Cost Breakdown Structure:

Update the project budget:

Published 12.11.2018 15:05 Pronto Xi Education Series 750 9 of 65

Print the quotation:

Set the project to In Progress:

Published 12.11.2018 15:05 Pronto Xi Education Series 750 10 of 65

PROJ.OP1.60.00 Create a Quotation

generate a quotation price from budgeted costs and profit

From a Quotation the project can enter the following stages:

Prepares the project

PROJ.OP1.60.10 Enter Project Header Details

Published 12.11.2018 15:05 Pronto Xi Education Series 750 11 of 65

PROJ.OP1.60.10 Enter Project Header Details

2 Complete the following fields:

Published 12.11.2018 15:05 Pronto Xi Education Series 750 12 of 65

Branch Used for the following:

Select a branch - in this case MEL.

Address Accept the address details for ACMEBG.

Published 12.11.2018 15:05 Pronto Xi Education Series 750 13 of 65

3 At this stage the Cost Category Budget screen is displayed.

5 The Quotation Conclusion Options screen is displayed

Published 12.11.2018 15:05 Pronto Xi Education Series 750 14 of 65

Published 12.11.2018 15:05 Pronto Xi Education Series 750 15 of 65

Published 12.11.2018 15:05 Pronto Xi Education Series 750 16 of 65

PROJ.OP1.70.00 Create a Cost Breakdown Structure (CBS)

CBS example data

1 East Building $58150.50 $66960.46

1.1 Joinery $47020.50 $52665.46

1.1.1 Joinery $23700.00 $25545.00

1.1.1.1 Counter MJNR EACH 1 $12300.00 1 $12300.00 15% $1845.00 $14145.00

1.1.1.2 Timber MJNR EACH 1 $11400.00 1 $11400.00 $11400.00

1.1.2 Joinery - $23320.50 $27120.46