Project Settings Screen Field Reference

This screen field reference describes the following:

General Settings tab

FieldDescription
Closed Project Password
Enter PasswordEnter the password that will be required to open or to save an entry associated with an inactive project. The password is case sensitive and can contain up to 20 characters. The password is masked and won't display.
Confirm PasswordRe-enter the password.This value must match the value in the Enter Password field.
Enable Posting Account and Overhead Control - Use this section to select functions for the project cost account hierarchy. Then you can use the Project Posting Control screen to set labor cost accounts and overhead details for each function.
Note: ProContractor uses the project cost account hierarchy to determine the cost account used to post payroll transactions. If no account is found in the hierarchy, ProContractor looks for a labor cost account in the following functions: Compensation Rates, Pay Classes, and Employees.
Cost TypeSelect to enable posting and overhead control of project costs by cost type.
Project ClassificationSelect to enable posting and overhead control of project costs by project classification.
ProjectSelect to enable posting and overhead control of project costs by project.
Project Cost CodeSelect to enable posting and overhead control of project costs by project cost code.
Change Management RecordSelect to enable posting and overhead control of project costs by change management record.
Change Management Record Cost CodeSelect to enable posting and overhead control of project costs by change management record cost code.
Work in Progress Options
Percent Complete BasisSelect the basis for all work in progress calculations. ProContractor uses the basis in conjunction with the percent complete method selected on the Project screen to determine how percent complete and cost to complete values are calculated.
  • Budget
  • Cost at Completion
Note: For examples of how the percent complete basis and percent complete method affect work in progress calculations, see Update Work In Progress.
Change Order Defaults
CMR NumberEnter a number of up to eight digits to be the default change management record number for projects. This is the starting number when you have ProContractor automatically generate change management record numbers.
COR NumberEnter a number of up to eight digits to be the default change order request number for projects. This is the starting number when you have ProContractor automatically generate change order request numbers.
Owner CO StageSelect the default stage for owner change orders.
Use Detail Item Lines in CMRSelect the checkbox to use the Detail Item Lines tab in change management records.
Create Owner CO from CMRsSelect the checkbox to create owner change orders from change management records.
Change Order Options
Sync CMR Budget Effective Date with Approved Stage DateSelect the checkbox to update the change management record Budget Effective Date with the Approved Stage Date of the corresponding owner change order when the stage is set to approved. Deselect the checkbox to maintain original budget effective dates for change management records.
Forecasted Cost Calculation 1-4In each of the four fields, select the method ProContractor should use when calculating the forecasted cost in order of preference from 1 to 4. When ProContractor calculates the forecasted cost, it evaluates the cost using the selected calculation methods in the order specified and the first calculation method that results in a non-zero value is used as the forecasted cost.
  • Work In Progress Projected Cost
  • When Committed Cost Not=0: Posted + Pending + Committed Cost
  • Work In Progress Cost At Completion
  • Higher of: Posted Cost + Pending Cost OR Current Budget
  • None - Forecasted cost is not calculated and no subsequent calculation methods are evaluated. Select this option only after you have selected all other calculation methods you want to use. For example, if you only want to use two calculation methods, you would select those calculation methods in fields 1 and 2, then select None in fields 3 and 4.
Note: The Forecasted Cost Calculation fields and the Control Percent Complete By and Percent Complete Method fields on the Project screen determine how the forecasted cost is determined on the Forecasted Cost Report. Consider the following when deciding how to set these fields:
  • The When Committed Cost Not=0: Posted + Pending + Committed Cost calculation method can result in an understated forecasted cost if the following are true:
    • Work in progress is entered at a project or cost code level.
    • A subcontract or purchase order is not associated with every task.

    Viewpoint recommends that work in progress be entered at a cost code-cost type level if this calculation method is used.

  • For cost codes where work in progress is entered at a cost code-cost type level, the forecasted cost reported at the cost code level will be a sum of the forecasted cost at the cost type level.
  • For projects where work in progress is entered at a cost code level, the forecasted cost reported at the project level will be a sum of the forecasted cost at the cost code level.

Project Number tab

Use the Project Number tab to enable the automatic assignment of sequential project numbers. This eliminates the need to track the sequence of project numbers manually and may be particularly useful if you manage a high volume of projects

Automatically assigned project numbers can contain prefixes that categorize or identify the projects. For example, you may want to define a prefix for each year, so that each project number contains the year in which the project starts. Other examples of prefixes you could define to categorize or identify projects include work state abbreviations, company divisions, or project manager initials. If you are using prefixes, you will have to select the prefix for the project number from a Lookup List when you add the project.

When automatically assigning a project number, ProContractor finds the largest project number in use that is the same length as the Project Number Length specified in the project number settings and increases it by 1. If you are using prefixes, the way in which ProContractor increases the project numbers is based on the Increment Project Number setting. All project number settings are explained below.

Tip: If you do not want to increment from the largest existing number and there are smaller numbers that have not been used, you can use the Change User Codes function to reset the highest project number. For example:

Suppose that in the past, you manually assigned project numbers in a random fashion. The highest project number is 5000, and there is a huge gap of unused numbers between 1000 and 4999. To include these unused numbers in the automatic numbering sequence, you access the Change User Codes function and change the user code for project number 5000 to 1000. After doing so, if you add a new project and select to automatically assign the project number, the project number assigned will be 1001.

FieldDescription
Enable Auto Assign Project NumberSelect the checkbox to enable the option to automatically assign a project number when adding a new project. If the checkbox is not selected, you must manually enter the project number when adding a new project.
Project Number LengthSelect the project number length. This field is enabled only if the Enable Auto Assign Project Number checkbox is selected.
Note: The selected length includes the length of the prefix (if used). For example, if you specify a project number length of 8 and you are using a 3 character prefix, the system-generated portion of the project number will be only 5 digits. If you specify a project number length of 8 are not using prefixes, the system-generated portion of the project number will be 8 digits.
Note: For the system-generated portion of the project number, ProContractor uses leading zeros as needed to fill the project number length (minus the length of a prefix, if used). For example, if the project number length is 8, you are using the prefix 2015, and the next available number in the project-numbering sequence is 24, ProContractor assigns project number 20150024.
Enable Project Number PrefixesSelect the checkbox to use project number prefixes. If the checkbox is not selected, project number prefixes cannot be used. This checkbox is enabled only if the Enable Auto Assign Project Number checkbox is selected.
Note: When the checkbox is selected, you can define any number of prefixes in the Project Prefixes grid. If prefixes are defined, you will be required to select one when you add a project with an automatically assigned project number
Note: If you deselect the checkbox, any existing project prefixes will be set to Inactive.
Increment Project NumberSelect how ProContractor should increment project numbers in relation to project prefixes. This field is enabled only if the Enable Project Number Prefixes checkbox is selected.
  • Within Each Prefix - When this option is selected and you choose to automatically assign a project number to a new project, ProContractor will determine the highest project number that exists within the prefix selected and increment that number by 1.
  • Across All Prefixes - When this option is selected and you choose to automatically assign a project number to a new project, ProContractor will determine the highest project number that exists across all prefixes and increment that number by 1.
    Note: If you select to increment the project number across all prefixes, all prefixes must have the same length.
Project Prefix LengthSelect the project prefix length. This field is enabled only if project numbers will be incremented across all prefixes.
Note: The number selected must be at least two less than the project number length. For example, if the project number length is 5, you can select a project prefix length of 1, 2, or 3. If you select 3, the prefix will be 3 characters, and the system-generated portion of the project number will be 2 digits.
Sample Auto Assigned Project NumberBased on the options selected in the previous fields, ProContractor displays a sample project number using an X for each character within the prefix and a 9 for each digit within the system-generated number (for example, XXX99999).
Project Prefixes grid - Each row in the grid is a project number prefix. Select to add a row to the grid. Select to delete the active row from the grid. See Grids for tips on using grids in ProContractor. The Project Prefixes grid is enabled only if the Enable Project Prefixes checkbox is selected.
Project PrefixEnter a code of up to 6 alphanumeric characters as the project prefix. Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters EXCEPT comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.
Note: If project numbers are incremented across all prefixes, then the number of alphanumeric characters entered must equal the project prefix length specified in the General Settings tab.
NameEnter the name of the project prefix.
MemoEnter any comments or notes about the project prefix.
StatusSelect the status of the project prefix.
  • Active - The project prefix is available for use and appears in lookup lists.
  • Inactive - The project prefix is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
    Note: If project numbers are incremented across all prefixes, you can set an existing prefix to Active only if the number of characters in the prefix matches the project prefix length specified.