Report Cost/Hours/Revenue and Progress on Activity Objects

Explanation

Cost/Hours

A description about the fields that summarize and display the costs/hours that are reported on objects connected to an activity is as follows.

Planned values represent the current budget which is valid for the activity. Planned values are retrieved from various connected objects, for example you can use tasks or document packages to define planned values, and these values will be summarized and displayed in the Planned columns. The value in the planned columns will be updated immediately when you change, add or remove objects that report planned cost/hours to the activity. You can also retrieve planned costs and hours from other sources by selecting a relevant Planned Cost Driver for the activity.

Baseline values represent the current approved budget which is valid for the activity. Use this column to keep track of the original approved plan, plus or minus approved scope changes. After a baseline has been created for a project the values entered in the Planned fields will be copied to the Baseline columns. If the planned values are changed thereafter, another baseline will have to be created for the new planned values to be reflected in the Baseline columns.

Planned Committed values are the sum of cost or hours from connected purchase requisitions lines, purchase order lines, shop order requisition lines and shop order lines which are not yet released.

Committed values are the sum of remaining costs or hours reserved or ordered by the objects connected to the activity. The total Committed value is reported first when the object reaches a status which commits its values (i.e. Released status on a Purchase Order) and decreases as Used values are reported from each connected object. For a connected purchase order, the committed value will be based on the remaining quantity to be received. For a connected shop order, the committed cost of material will be based on the quantity remaining to be issued, and the committed cost of work and hours will be based on the operation status and progress.

Used values are the sum of costs/hours that have been used, as reported from each connected object. Used Cost/Hours are reported from the transactions (Inventory, Purchase, Operation or Project) created by the object until these are transferred to IFS/Accounting Rules and the corresponding voucher is created. Once a transaction receives status transferred it will stop reporting used cost/hours and the voucher will instead report the Used Cost/Hours. Voucher rows that are created and pre-posted with Project ID and Activity sequence will always report Used cost/hours. The utilized hours will be displayed in the Actual Hours field.

Actual costs are the sum of costs that have actually been used as reported from General Ledger (through General Ledger Voucher Row). Actual hours are the hours that have been reported as used, from each object.

The calculated cost/hours and progress information can be viewed per activity in Project Navigator/Activity and Activity/General or per subproject or for the whole project in Project Navigator/Project.

The connected objects can report cost/hours and progress information to the activity. The type of information retrieved depends on the connected object. The possible information is Planned, Planned Committed, Committed, Used and Actual values defined against project cost elements. The Calculated Cost Progress and the Calculated Hours Progress fields show the cost and hours progress for the activity, respectively. It is calculated by dividing the earned value for cost/hours for each cost element by the sum of planned cost/hours and then shown as a percentage. The progress from the connected objects is updated to the activity according to cost or hours and cost elements.

The cost will be reported in the currency of the company associated with the project.

Revenue

A description about the fields that summarize and display the revenue that is reported on objects connected to an activity is as follows.

Planned revenue represents either the budgeted values from an object (e.g. Invoicing Plan or Sales Contract Lines) or values generated through cost objects (e.g. Project Transactions) which have a sales price. The value in the Planned columns will be updated immediately when you change, add or remove objects that report planned revenue to the activity.

Preliminary revenue is always generated from a preliminary invoice.

Posted revenue is always generated from a Hold Table Voucher.

Actual revenue is always generated from a General Ledger Voucher and will also replace the value in the posted column.

The calculated revenue information can be viewed for each activity in the Project Navigator/Activity and Activity/General tabs. The Project Navigator/Project tab will show the revenue information for each subproject or for the entire project.

The revenue will be reported in the currency of the company that is associated with the project.

Reporting

The costs, hours and progress on objects are updated for user defined project cost elements. Available progress methods are Duration, Manual, Template and All Connected Objects. More information regarding Progress Methods can be found in About Activity Progress Methods. Objects along with the cost and hours they report to the activity are given as follows.

Cost Object	Values	Cost	Hours
Activity Task	Planned	Values are taken from the Planned Cost field in Tasks tab.	Values are taken from the corresponding Planned Hours fields in Tasks tab
Activity Resources	Planned	Values are taken from the Planned Cost field in the Resource/Resource Planning tab. The values are calculated based on the cost associated with the Resource ID and are updated when planned hours are entered.	Values are taken from the Planned Hours field in the Resource/Resource Planning tab
Document Package	Planned	Values are taken from the Planned Cost field in the Document Package window.	Value is taken from the Planned Hours field in the Document Package window.
Change Order	Planned	Values are taken from the Planned Cost field in Change Order/Actions tab, CO Action Lines table.	Values are taken from the Planned Hours field in Change Order/Actions tab, CO Action Lines table.
Design Object	Planned	Values are taken from the Planned Cost field on the Project tab of the Design Object window.	Values are taken from the Planned Hours field on the Project tab of the Design Object window.
Project Misc. Demand	Planned	Purchasing: For a Purchase Part/No Part/Inventory Part requirement line the cost is taken from the Planned Cost field in Planned Cost/Hours per Cost Element window (right mouse button menu option Cost Elements) and summed up to the Total Planned Cost field. Planned Cost is retrieved in the following order: 1) Expected Supplier Price per Unit, 2) Costing, 3) Inventory Value, 4) Estimated Cost.	Purchasing: For a Purchase Part/Inventory Part/requirement line the cost is taken from the Planned Hours field in the Planned Cost/Hours per Cost Element window (right mouse button menu option Cost Elements) and summed up to the Hours Planned field. For a Purchase No Part requirement line the hours are taken from the Planned Hours field in the Planned Cost/Hours per Cost Element window (right mouse button menu option Cost Elements).
		Manufacturing: For supply option Shop Order, the values are taken from Costing depending on the setup in Posting Control. Non Std Planned items must be entered separately on the Miscellaneous Demand line.	Manufacturing: Values are taken from the routing defined for the shop order (Shop Order/Operation tab). Non Std Planned items must be entered separately on the Miscellaneous Demand line.
		PMRP and DOP: For supply option PMRP and DOP, the values are taken from connected objects (PO, SO and MTR) depending on their setup. These supply options are using the full BOM (Bill of Material) for creating planned values.	PMRP and DOP: Values are taken from connected objects (PO, SO and MTR) depending on their setup.
Forecast Demand	Planned	Purchase Part: For a Purchase Part/Inventory Part requirement line the cost is calculated the same way it is done for Misc Demand/Misc Part. Planned Cost is retrieved in the following order: 1) Expected Supplier Price per Unit, 2) Costing, 3) Inventory Value, 4) Estimated Cost and is saved in the Project Navigator/Connections tab	-
Forecast Demand	Planned	Manufacturing Part: For a Manufactured Part the cost is calculated the same way it is done for Misc Demand/Shop Order. If the structure contains other forecasted parts, these will not be included in the planned value. They will have to be entered separately. The values are saved in the Project Navigator/Connections tab.	-
Project Misc Demand (Direct Issue from Inventory)	Planned	When a Purchase Part requirement line is entered.
	Committed	When several parts are required but only some are issued. The cost of the balance quantity will be taken as committed material.
	Used	When items are issued from standard inventory, or from project inventory (depending on the Material Allocation flag on the project). The cost is updated by the Inventory value.
Work Order	Planned Planned for Purchase Requisition	In the Prepare Work Order/ Operations tab enter a line for an employee, craft or department, with planned hours that has a cost rate defined. In the Prepare Work Order/Materials tab create a line for a Part and specify the quantity required. This is for parts with the Supply Code Invent Order. In the Prepare Work Order/Planning tab create a line for the cost types either External or Expenses and specify quantity and cost required. In the Prepare Work Order/Tools and Facilities tab create a line for a Tool and specify quantity required. In the Prepare Work Order/Requisitions tab create a line for a Part/No Part and specify the units required. The planned values will be held by the Purchase Requisition object. Planned values will be calculated in the usual way.	In the Prepare Work Order/ Operations tab enter a line for an employee, craft or department, with planned hours. In Prepare Work Order/Tools and Facilities tab create a line for a Tool and specify quantity and hours required.
	Committed	Release the Work Order.	Release the Work Order.
	Used	Report hours in the Prepare Work Order/Tools and Facilities tab. Report time on the Report In Work Order/Time Report tab. Issue material with the Supply Code Invent Order in the Prepare Work Order/Materials tab. On the Report In Work Order/Postings tab enter posting lines for cost types either Expenses or External.
	Actual		Report time on the operations in Report In Work Order/Time Report tab. Report hours in the Prepare Work Order/Tools and Facilities tab.
Requirement Activity Info	Planned	Value is taken from Project Delivery/ Project Item/Cost Info tab.	Value is taken from Project Delivery/ Project Item/Hours Info tab.
Requirement Activity Info	Used	Issue some standard planned items from Inventory by selecting the right mouse button menu option Issue from Inventory in Project Product/Items tab to update.
Purchase Requisition line	Planned Committed	When a purchase requisition line is added for a Part/No Part and when it is released.
Purchase Order line	Planned Committed	When Purchase order is created for the Purchase Part/No Part and is in the planned state.
	Committed	When a Purchase Order for a Purchase Part/No Part has been released.
	Used	When a Purchase Order for a Purchase Part/No Part has been received (upon ownership transfer).
Purchase Order Change Order line	Planned Committed	The delta (in value) between the current purchase order and the active change order (includes statuses Planned, Released, Authorized)
Shop Order Requisition line	Planned Committed	When a shop order requisition line is added for a part through Project Material Requirements Planning (PMRP) or Project Master Scheduling (Project MS).	Values are taken from the routing defined for the part.
Shop Order	Planned Committed	When the shop order is in Planned state. Values are taken from the Planned Cost field in the Shop Order Costs/Project Cost Analysis tab.	When a shop order is in Planned state. Values are taken from the operations defined for the shop order. The number of planned committed hours for subcontracting operations is considered as zero.
	Committed	When the Shop Order is released. Values are taken from the routing defined for the shop order (Shop Order/Operation) When the Shop Order is released. Values are taken from the Shop Order components and Shop Order Costing (Shop Order Costs) When the Shop Order is released. Values are taken from the Shop Order routing and Shop Order Costing (Subcontracting) When the Shop Order is released. These values will be taken if General Overheads are defined in Part Cost tab.	When the Shop Order is released. Values are taken from the routing defined for the shop order (Shop Order/Operation)
	Used	Updated when reporting time and when issuing material to the Shop Order.
	Actual		Updated when reporting time on the Shop Order.
DOP Header	Committed	Reported from connected DOP orders (SO, PO) through the DOP header.	Reported from the connected DOP orders (SO, PO).
	Used	Reported from connected DOP orders (SO, PO) through the DOP header.
	Actual		Reported from connected DOP orders (SO, PO) through the DOP header.
Customer Order line	Planned	Depending on Supply option Planned cost is retrieved from the connected objects. Sales Overhead is retrieved from the CO line.	Depending on the Supply option Planned hours are retrieved from the connected objects.
	Committed	Updated by subsequent supply orders when they are released, and by the sales overhead from the customer order.	Updated by subsequent supply orders when they are released.
	Used	Updated by subsequent supply orders when they are processed further, and by the sales overhead from the customer order.
	Actual		Updated by subsequent supply orders when they are processed further.
Material Requisition Line	Committed	When the part is Reserved. For parts with Supply Code Invent Order.
Material Requisition Line	Used	When the part is Issued. For parts with Supply Code Invent Order.
Project Time Reporting	Committed	When time is reported on an activity.	When time is reported on an activity.
	Used	When the transactions are confirmed and the value in the Create Cost Accounting field is either Yes or No, Update Project Cost.
	Actual		When an employee reports time.
Project Cost Reporting	Used	When cost is registered in the Project Cost Registration window.
Project Inventory Transfer	Used	When vouchers that are created for different transactions are stored in the Hold table they replace the Used value reported from the connected objects.
Voucher rows	Used	When vouchers that are created for different transactions are stored in the Hold table they replace the Used value reported from the connected objects.
General Ledger Voucher rows	Actual	When vouchers that are created for different transactions are updated to General Ledger the Actual Costs are updated.
Sub Contract	Planned	The Planned Cost is reported automatically when the revision is activating . Planned Cost is reported before activating the revision when selecting the Report Planned Cost check box. Planned Cost is updated when selecting Update Planned Cost menu option.
	Planned Committed	When awarding the sub contract, Planned Committed Cost is reported.
	Committed	When releasing the Call Off, Committed Cost is reported.
	Used	When receiving application after creating the valuation.

Updating of revenue on objects is performed against user defined project revenue elements. Revenue objects does not report progress. The objects along with the revenue they report to the activity are given as follows:

Revenue Object	Values	Revenue
Invoicing Plan	Planned	When the Invoicing Plan Line is created with the Sales Amount.
Sales Contract and Application for Payment	Planned	Retrieved from Sales Contract Line Items that have the Active revision status. The Report Planned Revenue checkbox can be used to view the previously planned revenue.
	Posted	Used if there is a Posting Control setup for AFP vouchers including Project ID and Activity Seq.
	Actual	Used if there is a Posting Control setup for AFP vouchers including Project ID and Activity Seq.
Work Order	Planned	When the Work Order Line is transferred to a Customer Order Line.
Customer Order	Planned	When a Customer Order Line is connected to an activity.
Customer Order Invoice	Preliminary	When a Customer Order Invoice is created.
	Posted	When the Customer Order Invoice is posted. The values will be fetched from the Hold table voucher.
	Actual	When the Customer Order Invoice hold table voucher is updated to the General Ledger.
Project Invoice	Planned	When a Project Transaction is entered which can be invoiced and has a Sales Price.
	Preliminary	When the Project Invoice is saved in preliminary state.
	Posted	When the Project Invoice is posted. The values will be fetched from the Hold table voucher.
	Actual	When the Project Invoice hold table voucher is updated to the General Ledger.
Instant Invoice	Preliminary	When the Instant Invoice is saved.
	Posted	When the Instant Invoice is posted. The values will be retrieved from the Hold table voucher.
	Actual	When the Instant Invoice hold table voucher is updated to the General Ledger.
Customer Invoice	Preliminary	When the Customer Invoice is saved.
	Posted	When the Customer Invoice is posted. The values will be fetched from the Hold table voucher.
	Actual	When the Customer Invoice hold table voucher is updated to the General Ledger.
External Customer Invoice	Preliminary	When the External Customer Invoice is populated.
	Posted	When the External Customer Invoice is posted. The values will be fetched from the Hold table voucher.
	Actual	When the External Customer Invoice hold table voucher is updated to General Ledger.
Manual Voucher	Posted	When the Voucher is saved in the Hold table.
Manual Voucher	Actual	When the voucher is updated to the General Ledger.
General Ledger	Posted	When vouchers that are created for different transactions are stored in the Hold table they replace the Posted value reported from the connected objects.
General Ledger	Actual	When vouchers that are created for different transactions are updated to General Ledger the Actual Revenue is updated.

Note:

Work Order Hist. object - When a Work Order is Cancelled or Finished it becomes a Historical Work order.
The planned cost driver for all of the objects is Connected Objects, except for the Activity Resources object, for which the Planned Cost Driver is Activity Resources.
Baseline costs and hours are copied from the Planned values when a Baseline is set for the project.
Calculated Cost Progress, Calculated Hours Progress, Activity Start, Activity Changed values will be updated once the Project_Connection_Util_API.Update_Activity__ background job is performed.

Prerequisites

An activity must exist, and some connected objects must exist in order to get some values on cost/revenue/hours and progress.
Project cost/revenue elements must be predefined in Accounting Rules.

System Effects

Planned, Baseline, Planned Committed, Committed, Used and Actual field values are updated for the Project Cost Elements, for the selected activity, in the Cost and Hours tabs separately.
Planned, Preliminary, Posted and Actual field values are updated for the Project Revenue Elements, for the selected activity, in the Revenue tab.
The Object Description, Object Progress and Object Status fields in Project Navigator/Connections tab, are updated as well.

Window

Project Navigator
Project Navigator/Activity
Project Navigator/Activity List
Project Navigator/Connections
Project Navigator/Project
Activity/General
Activity/Connections

Related Window Descriptions

Project Navigator
Project Navigator/Activity
Project Navigator/Activity List
Project Navigator/Connections
Project Navigator/Project
Activity/General
Activity/Connections

A Step by step example on how important activity fields are used:

For this example we work on a project containing only one activity called: "Specify and purchase engine for winch". In order to complete this activity some engineers have to do a detailed specification of which engine to buy, and later the purchase department is involved in the communication with the selected supplier.

Step 1

Create the activity "A 01 – Specify and purchase electrical engine" Start date: 3 of July, End date: 28 of July, number of workdays are 20.
Enter estimated values for the activity. We estimate to buy the engine components for $100,000 and use 30 hours at a cost of $3000 for the specification.

Project Cost Element Estimated Cost Estimated Hours

Material 100,000

Work 3,000
30

Sum 103,000
30

Step 2

Create and connect a document package with two documents; one drawing and one technical specification. Planned hours are 17 + 15 = 32. The cost is $100 per hour. We register the documents, but no progress is yet accomplished.