Field Definitions: PM Projects Form

The following is a list of field descriptions for the PM Projects form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

Enter a project number or press F4 to select a project from a list of jobs. Up to 10 characters are allowed.

The length and format of the project number was set up when Vista was implemented. Typically, project codes have multiple parts to allow you to set up sub categories and sub-sub categories within a project.

For example, if you use multi-part project codes, you could set up a project with multiple buildings as follows:

Project: 1025 Industrial Park
Sub-project 1025-1 Building One
1025-2 Building Two
Sub-sub project: 1025-1-1 Bldg 1, 1st floor
1025-1-2 Bldg 1, 2nd floor
Note: Your project code format must be identical to your job code format.

If this is a new project, and the specified project number exists in the JCHJ (JC History by Job) table (because it was previously deleted), you will receive a message informing you that the number was previously used and cannot be reused until the contract is purged from contract/job history. You will then need to purge the contract/job history (in JC Contract Purge) before you can reuse the number.

About Project Setup

Set up a Contract

Description

Enter a description of the job/project. You can enter up to 60 characters in this field.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Contract

Enter the contract associated with the job/project or press F4 to select on from a list.

When creating a new job/project, this field defaults a contract number identical to the job number. You can accept the default or enter a new contract number.

Department

This field is only enabled if the contract selected in the Contract field is not already set up in PM Contracts .

Enter the department that the contract will be assigned to or press F4 to select a contract from a list. Since departments are assigned by contract item, the department specified here will be used as the default for the contract.

Departments are created and maintained using JC Departments .

Customer

Enabled only if the specified contract is not already set up in PM Contracts.

Indicate the customer (from the AR Customers) to which the specified contract applies, if applicable.

Retainage %

This field is only enabled when the contract entered in the Contract field is a new contract.

Enter the retainage percent for this project. This is the default retainage percent that will be used on all contract items on the contract. This value can be changed later using the Default Retainage Percentage field on the Info tab of PM Contracts .

Start Month

Enabled only if the specified contract is not already set up in PM Contracts .

Enter the starting month for this contract. This field initially defaults to the current month.

T&M Template

Enabled only if the specified contract is not already set up in PM Contracts.

Enter the T&M Template (from JB T&M Template Setup) to use when billing the specified contract. Initially defaults the template specified in the ‘JB T&M Template’ field in JB Company Parameters.

Project Manager

Use this field to assign a project manager to a project. This allows you to sort and filter jobs/projects by the project manager associated with it (for example in the PM Work Center).

Enter a project manager or press F4 to select one from a list.

Project Managers are created and maintained in JC Project Managers .

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Bid Number

Enter the bid number for this job. The bid number can be up to 10 characters long.

This is an optional field that can be used to tie the job back to either an estimate code in Project Management, or a quote number in Material Sales.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Tax Code (Costs)

Enter the tax code that should be used as the default when posting sales or use tax to this project in AP, PO, and/or SL. Press F4 to select a tax code from a list.

Tax codes are created and maintained using HQ Tax Codes .

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Base Tax On

Specify where to default the tax code from when entering job lines (for example when creating a PO item in PO Purchase Order Entry).

  • J-Job - Default the tax code on the job/project (JC Jobs or PM Projects > Info tab> Tax Code field).

  • V-Vendor - Default the vendor’s tax code (Tax Code field, AP Vendors).

  • O-Vendor Override - Default the vendor's tax code (Tax Code field, AP Vendors). If there is not a tax code specified for the vendor, the system will use the job's tax code (Tax Code field, JC Jobs).

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Liability Template

The liability method determines how payroll burden is assigned. Enter a liability template number or press F4 to select one from a list.

Liability templates are created and maintained using the JC Liability Template form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Insurance Template

The insurance template is used when processing payroll on the job/project.

Enter an insurance template code or press F4 to select one from a list.

Insurance templates are created and maintained using the JC Insurance Template form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

PR State

This field is used as the default when posting timecards (PR Timecard Entry) that reference this project. This field is used by the Payroll module if you are using the job state for tax state, unemployment state, or insurance state (options in PR Company Parameters).

Enter the state where the project is located or press F4 to select one from a list. State codes are created and maintained using the HQ States form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Markup/Discount Rate

For use with the Inventory and Material Sales modules.

Enter the mark-up and/or discount rate that is used to calculate prices when posting materials to this project in Job Cost or Material Sales.

Material pricing calculations are based on the pricing option specified in IN Company Parameters (More).

Example: 6% is entered as .06.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Minimum Projection %

Enter the minimum percent complete needed to calculate a cost projection for this project/job. If the percent complete is below this minimum, the projected costs will be calculated at the higher of estimated or actual costs.

The value in this field is only used if a minimum percent complete is not set up on the phases (JC Job Phases / PM Project Phases).

Projection minimum percentage is set up in several places

  • PM Company Parameters / JC Company Parameters - This value is only used if a projection minimum percentage has not been set up on the project/job or phases.

  • PM Projects / JC Jobs - This value is only used if a projection minimum percentage has not been set up on the phases.

  • PM Project Phases / JC Job Phases - This field defaults based on the projection minimum percentage set up using the JC Phases form.

  • JC Phases - This is the default value of the projection minimum percentage when new phases are added to a project/job.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Phases on This Job Are Locked

Check this box to lock phases for this job so that only those phases/cost types assigned to this job (in JC Job Phases or JC Job Original Job Estimates) can be used when posting committed or actual costs in the Accounting modules. In addition, phase lookups for locked jobs (i.e. F4 at Phase) will use JCJP (Job Phases) rather than the JCPM (Phase Master).

Note: Project Management and JC Change Orders do not follow this rule.

Leave this box unchecked to allow posting to any phase/cost type where the validated portion of the phase is set up in the phase master. Phase lookups will list all phases set up in JC Phases or provide options for both job phases or all phases.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Security Group

This field will only display if you have secured the 'bJob' datatype (in VA Data Security Setup) and checked the In Use flag for the ‘bJCJM’ (Job Master) table.

Specify the security group for this project. Users assigned to this security group will be allowed access to information about this job. Initially defaults the security group assigned in VA Secure Tables and Datatypes.

  • It is important to note that in addition to the security group specified here, access to information about this project is automatically granted to the Default Security Group you specified in VA Data Security Setup. In addition, access may be granted to additional groups in VA Data Security Access.

  • If you are also using data level security for contracts and you auto-add the contract for this project, the contract will not be assigned this security group. It will be assigned the default security group defined for ‘bContract’ in VA Data Security Setup.

Compliance Groups: SL

If tracking compliance on subcontracts for this project/job, the compliance group that will be used as the default when entering subcontracts in PM Subcontracts or SL Subcontract Entry.

Enter a compliance group for the job or press F4 to select one from a list. This default can be overridden when the subcontracts are being created.

Compliance groups are created and maintained using HQ Compliance Groups .

Click here for an overview on compliance.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Compliance Groups: PO

Enter a valid compliance group for this project/job or press F4 to select one from a list. This compliance group will be used as the default when entering purchase orders for this job in PO Purchase Order Entry or PM Purchase Orders. Default may be overridden.

Compliance groups are created and maintained using HQ Compliance Groups .

Click here for an overview on compliance.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Reviewer Groups: Invoice

Use this field to set up a default reviewer group for invoice lines that reference this job in AP Unapproved Invoice Entry.

For example if you create a subcontract for this job in the SL module, and then add it to a claim and send it to the AP Unapproved Invoice Entry process (using the SL claims process), the invoice line items will default with this reviewer group.

Press F4 in this field to select an active reviewer group from a list.

Reviewer groups are created and maintained using the HQ Reviewer Groups.

Press F5 in this field to access HQ Reviewers.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

 

PM Projects Form

About Project Setup

Reviewer Groups: Timesheet

If you are using timesheet entry functionality, enter the timesheet reviewer group for this project. Press F4 for a list of active timesheet reviewer groups. Press F5 to access HQ Reviewer Groups.

Members of this group will review and approve timesheets that are entered for this project using PR My Timesheet Approval.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Job Phone

Enter the phone number of the project/job.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Job Fax

Enter the fax number to use for this project.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail Address

Enter the mailing address for this job/project. The address can be up to 60 characters long.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail City

Enter the city for this job/project.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail State

Use this field to enter the state of the mailing address. If the state is not in the company country (HQ Company Setup > Info tab > Default Country field, you need to select a country in the Mail Country field.

Enter a state or press F4 to select a state from a list.

States are created and maintained using the HQ States form.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail Zip

Enter the zip code for this project/job.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail Country

Use this field to enter the country of the address. This field is only necessary if the address is outside of the default country on the company (HQ Company Setup > Info tab > Default Country field).

Enter the country code for this job/project or press F4 to select one from a list. The selected country must be associated with the selected Mail State.

Country codes are created and maintained using the HQ Countries form.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Mail Add'l Address

Use this field to enter additional address information for this job. For example, if your place of business receives its mail at a P.O. Box, then you might enter the P.O. Box in the Mail Address field above, and use this field to enter the street address.

The address information entered here is not used by any of the posting programs, but may be used on certain reports.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship Address

Enter the shipping address for this project/job. The shipping address can be up to 60 characters long.

This address is used as the shipping address on purchase orders unless overridden.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship City

Enter the shipping city for the project/job.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship State

Use this field to enter the state of the shipping address. If the state is not in the company country (HQ Company Setup > Info tab > Default Country field, you need to select a country in the Ship Country field.

Enter a state or press F4to select a state from a list.

States are created and maintained using the HQ States form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship Zip

Enter the zip code of the shipping address.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship Country

Use this field to enter the country of the shipping address. This field is only necessary if the address is outside of the default country on the company (HQ Company Setup > Info tab > Default Country field).

Enter a country code or press F4 to select one from a list. The selected country must be associated with the selected Ship State.

Country codes are created and maintained using the HQ Countries form.

If you have Internet access, you can click the Map button ( ) to view the address using your default map site (Options > User Options). If you did not specify a country, the system uses theDefault Country defined in the HQ Company Setup form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Ship Add'l Address

Use this field to enter additional shipping address information for this job. For example, if your mailing address is a P.O. Box (which often cannot be used as a shipping address), then you would enter the street address in the Ship Address field above, and use this field to enter the P.O. Box.

The address information entered here is not used by any of the posting programs, but may be used on certain reports.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Price Template

Enter a price template or press F4 to select one from a list.

Price templates are created and maintained using the MS Price Templates form. The selected template will be used to default prices when entering tickets in the MS module for materials purchased for this job/project.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Haul Tax Option

Specify the tax option to use for haul charges.

0=Not Taxable. Haul charges are not taxable.

1=Taxable Using Haul Vendor. Haul charges are only taxable when using an outside vendor to haul materials.

2=Always Taxable. Haul charges are always taxable, regardless of whether using company vehicle or outside haul vendor.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Apply Price Escalators

This field is only applicable if you are using the oil price escalation/de-escalation feature (HQ/MS).

Check this box to apply price escalators (set up in HQ Escalation Index) to this job. When checked, the MS Oil Price Escalation report tracks sales of applicable materials (e.g. asphalt mixes ) to this job in MS Ticket Entry and determines increases/decreases in pricing based on the bid index (this job’s contract start date) and pricing index (monthly escalation/de-escalation). Use the MS Oil Price Escalation report to review the resulting pricing adjustments.

Note:

If a quote exists for the job in MS Quotes and you have checked the Apply Price Escalators flag for the quote, the system will use the bid index date specified on the quote instead of the job/contract start date.

Leave this box unchecked if you are not using the oil price escalation/de-escalation feature or if not applying price escalators to this job.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Click here for more information about the price escalation feature.

Update Plugged Projections Automatically with Change Order Detail

Check this box to have plugged projections automatically updated with change order amounts at the phase/cost type level. When new change orders are entered using the PM Change Orders form, the changes will update the projections based on the approved month on the change order.

Leave this box unchecked if plugged projections should not be automatically updated with change order amounts at the phase/cost type level.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Hours Per Man Day

Enter the number of hours that make up a standard 'man-day' for this job. This field defaults with a 8.00.

This value will be used when using the 'ManDays' production option in JC Cost Projections to determine 'over/under', 'remaining' and 'final' hours.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Update Units from Accounts Payable

Check this box to update actual units and unit cost to JCCD (JC Cost Detail) when posting AP invoices and PO receipts (if expensing receipts) to this job.

Leave this box unchecked if you do not want actual units and unit cost updated to JCCD when posting AP invoices and PO receipts to this job. Instead, actual units and unit cost will be set to 0.00 in JCCD. Actuals will be updated when posting progress in JC.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Update Units from Material Sales

Check this box to update actual units and unit cost to JCCD (JC Cost Detail) when posting transactions in MS (tickets and hauler timesheets) to this job. Defaults as checked.

Leave this box unchecked if you do not want actual units and unit cost updated to JCCD when posting transactions in MS to this job. Instead, actual units and unit cost will be set to 0.00 in JCCD. Actuals will be updated when posting progress in JC.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Use Default Tax Code for Subcontracts

Check this box if subcontract items should default with the tax code set up on the project/job or vendor (depending on the Base Tax On option selected on the Info tab).

This selection impacts subcontract items that are created in the following forms:

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

PM Projects Form

About Project Setup

Sync to ProjectSight

The Sync to ProjectSight check box on the PM Projects form, Add'l Info tab.

Select this check box to sync this project to ProjectSight. When selected, the system sends this project to record to the ProjectSight web application, setting it up as a Project.

Leave this check box unselected if not syncing this project to ProjectSight.

PR Local Code

Use this field to identify the city, county, or other taxing district in which the job/project is located.

Enter a local code or press F4 to select one from a list. Local codes are created and maintained using the PR Local Codes form.

If the Use Job or Office Local for Local Tax box is checked (PR Company Parameters> State/Local tab), this code will be used as a default when posting timecards (PR Timecard Entry ) that reference this job/project.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Geographic Code

Enter the geographic code for the job/project. The geographical code can be up to 10 characters long.

This code is currently only used by the state of New York for form NYS-45-CC (PR NY Quarterly Supplemental Return report).

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Certified

For use with the Payroll module only.

Check this box if this job is certified and should be included on Certified Payroll reports. If checked and the ‘Certified Jobs Only?’ option for the selected Certified Payroll report is set to Y, this job will be included when printing the report. However, detail included on the report is based on how the ‘Include on Certified Reports’ option is set in PR Employees.

Leave this box unchecked if this job is not certified. Certified Payroll reports will only include this job if the ‘Certified Jobs Only?’ option for the selected Certified Payroll report is set to N (unchecked).

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

PM Projects Form

About Project Setup

Start Date for Certifieds

If you are including this job on certified payroll reports, enter the start date for certified payrolls (should be the date labor actually started on this job). This date will be used to calculate the week number on the certified payroll reports (e.g. PR Certified Payroll Transcript, PR Certified Report with Liabilities, etc.). This should represent the first week ending date for the job/project.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.
Date Field Shortcuts

T or t

Set the date to the current date.

MMDD

Four digit month and day

Enter a four digit month and date (MMDD) and the system will automatically add the current year.

+

The system will automatically set the date to tomorrow.

+5

The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.

-

The system will automatically set the date to the previous day.

-5

The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

Construction Type

Construction Type drop down in the PM Projects form, PR Info tab

Used by the Payroll module for certified reporting purposes. Only required if sub-jobs for this project represent different types of construction (that is, distinct wage determinations).

Select the type for each job. The PR Certified Export - eMars report (U.S. only, ReportID 1315) will then break out your payroll data by construction type as needed, displaying the appropriate value for each employee wage-and-hour record in the Construction Type column. This meets the requirement for projects governed by multiple wage determinations (wage schedules).

Valid types are:

  • B-Building

  • D-Dredging

  • H-Heavy

  • R-Residential

  • W-Highway

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

EEO Region

Used by the Payroll module for EEO reporting purposes.

Enter a code, up to 8 characters, that identifies the region (such as county) for this job. This field is not validated, but allows you to print the EEO reports by region.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

SMSA Code

Use this field to identify the SMSA area in which this job is being performed.

Enter a SMSA code or press F4 to select one from a list.

SMSA codes are created and maintained using the HQ SMSA Codes form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Craft Template

Use this field to select the set of craft/class pay rates to use as defaults when posting timecards to the project/job.

Enter a PR template code or press F4 to select one from a list.

Templates are created and maintained using the PR Templates form, and crafts templates are added to the template using the Craft Templates tab. Click here for an overview on crafts, classes, and templates.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

PR Overtime Schedule

Use this field to select the overtime schedule that will be used to calculate PR overtime when timecards are posted to this job/project.

Enter the overtime schedule or press F4 to select a schedule from a list.

Overtime schedules are created and maintained using the PR Overtime Schedule form.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Rate Template

Use this field to select the fixed rate template that will be used when charging labor and burden to the job/project.

Enter the fixed rate template or press F4 to select one from a list.

Fixed rate templates are created and maintained using the JC Fixed Rate Template form.

The rates set up on this template will override the rates defined at the employee level in PR Employees. If no template is assigned here, rates assigned to employees will be used. If the employee’s fixed rate is 0.00, wages will be based on actual pay rates and burden will be based on the liability template assigned to the job.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

PR Leave Level

PR Leave Level field in the PM Projects form, PR Info tab

If workers on this job should earn a specific leave rate, enter the Leave Level code here. Press F4 for the PR Leave Levels Lookup from which to select a leave level.

When you process PR Auto Leave, the system compares the following two rates and uses the highest of the two in leave accrual calculations:
  • the rate set for the employee in the PR Employee Leave form, or if there is not one there, the PR Leave Codes form
  • the rate associated with the leave level code (as set in the PR Leave Codes form, Leave Level Overrides tab)
If the job leave rate happens to be the highest of the two, the amount of leave accrued by the employee is also based on how much they worked on the job.
Note: Job-specific Leave Level overrides affect only accruals . These accruals cannot override limits, nor do they impact frequencies or usage.
Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Use Weighted Average Overtime Rates

The Use Weighted Average Overtime Rates check box on the PM Projects form, PR Info tab.

Select this check box to use weighted-average overtime rates when applying auto overtime to timecards posted to this job. Because this option is used in conjunction with the Use Weighted Average Overtime Rates option in PR Craft Classes, you must also check this option for each craft/class to which this job applies.

Once you select this check box, the Average By field is enabled, and you must select the weighted-average overtime calculation method (Week or Day). When the system applies auto overtime to timecards posted to jobs, crafts, and classes for which both Use Weighted Average Overtime Rates options are selected, the system uses a weighted-average overtime rate adjustment based on the Average By calculation method you selected. If both options are not selected, regular overtime rates are used.

Do not select this check box if you are using regular overtime rates.

For more information about weighted-average overtime rates, see Weighted Average Overtime Rates.

Note: Many of the fields on the PM Projects form are also on the JC Jobs form. When you make a change to this field on the PM Projects form, the system immediately updates the same field on the JC Job Master form.

Average By

The Average By field on the PM Projects form, PR Info tab.

This field is only enabled when you select the Use Weighted Average Overtime Rates check box.

Select the option to use for calculating weighted-average auto overtime:
  • Week (Default) - Calculate weighted-average overtime based on the employee's weighted-average regular rate for the weekly or bi-weekly pay period.

  • Day - Calculate weighted-average overtime based on the employee's weighted-average regular rate for the day.

Note: It is suggested that the option you select here be assigned to each applicable craft/class associated with this job to ensure the correct weighted-average overtime rate is used. If you set one option to Weekly and one to Day, the systems uses the daily weighted-average rate.

Project Our Firm

The firm selected in this field overrides the default set up using the Our Firm field on the Info tab of the PM Company Parameters. Leave this field blank if you want to use the default.

Enter the firm that is designated as 'our firm' for this project or press F4 to select it from a list. Firms are created and maintained using the PM Firms form.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Auto-Add Contract Item and Update Contract Item Amount

Check this box to automatically create contract items when adding phases to a project. This will also update the contract item amounts with estimated costs.

When checked, the following applies:

  • Total estimated costs entered for all phases/cost types associated with a contract item will update that contract item's original amount.

  • If you add a phase to a project and specify a contract item that does not exist, it will be added automatically. Estimated costs entered for all phases/cost types assigned to that contract item will update the contract item's original amount.

  • If you change the contract item for an existing phase and the contract item does not exist, it will be added. Any estimated costs already set up for the phase's cost types will automatically be updated to the new contract item's original amount.

  • If you add, delete, or change the cost types for a phase, contract item amount will be updated with changes.

Leave this box unchecked if you do not allow auto-adding contract items when adding phases or changing the contract item for an existing phase, and if you do not want to automatically update original contract item amounts with estimated costs. Original contract item amounts must be updated manually.

Architect/Engineer: Firm

Enter the architect/engineer firm associated with this project or press F4 to select it from a list.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.
Note: Once you enter the contact for the specified architect/engineer (in next field) and save the record, if the firm and contact do not already exist for the project (in PM Project Firms), they will be added. The firm/contact will also default as the architect/engineer firm and contact when adding or initializing submittals in PM Submittals - 6.5, and will be added to the 'Available Firms and Contact' distribution lists in several PM processing forms.

Architect/Engineer: Contact

Specify the contact (from the architect/engineer firm designated above) for this project.

Note: Once you enter a contact and save the record, if the firm and contact do not already exist for the project (in PM Project Firms), they will be added. The firm/contact will also default as the architect/engineer firm and contact when adding or initializing submittals in PM Submittals - 6.5, and will be added to the 'Available Firms and Contact' distribution lists in several PM processing forms.

Auto-Generate Submittal Numbers using

Specify how submittal numbers will be generated for this project.

  • P-Project— Select this option to generate submittal numbers automatically based on the project. When N, New, or + is entered, the system generates the next sequential number based on all submittal documents for the project.

  • T-Project and Type — Select this option to generate submittal numbers automatically based on the project and submittal type. When N, New, or + is entered, the system generates the next sequential number based on all submittal documents for the project having the same document type (e.g. all submittal documents with a document type of ‘CERT’).

Use of this feature will not affect manual entry of submittal numbers.

Auto-Generate Pending Change Orders using

Specify how PCO (Pending Change Order) numbers will be generated for this project.

  • P-Project— Select this option to generate PCO numbers automatically based on the project. When N, New, or + is entered, the system generates the next sequential number based on all PCO documents for the project.

  • T-Project and Type — Select this option to generate PCO numbers automatically based on the project and PCO type. When N, New, or + is entered, the system generates the next sequential number based on all PCO documents for the project having the same document type (e.g. all PCO documents with a document type of ‘FO’).

Use of this feature will not affect manual entry of PCO numbers.

Auto-Generate Meeting Minutes using

Specify how meeting numbers will be generated for this project.

  • P-Project— Select this option to generate meeting numbers automatically based on the project. When N, New, or + is entered, the system generates the next sequential number based on all meetings for the project.

  • T-Project and Type — Select this option to generate meeting numbers automatically based on the project and meeting type. When N, New, or + is entered, the system generates the next sequential number based on all meetings for the project having the same document type (e.g. all meetings with a document type of ‘OWNER’).

Use of this feature will not affect meeting minute numbers that are manually entered.

Auto Generate Request for Information Using

Specify how RFI (Request for Information) numbers will be generated for this project.

  • P-Project— Select this option to generate RFI numbers automatically based on the project. When N, New, or + is entered, the system generates the next sequential number based on all RFI documents for the project.

  • T-Project and Type — Select this option to generate RFI numbers automatically based on the project and RFI type. When N, New, or + is entered, the system generates the next sequential number based on all RFI documents for the project having the same document type (e.g. all RFI documents with a document type of ‘COS’).

Use of this feature will not affect manual entry of RFI numbers.

Auto-Generate Request for Quote using

Specify how RFQ (Request for Quote) numbers will be generated for this project.

  • C-Project, PCO Type, PCO — Select this option to generate RFQ number based on the project, PCO type, and PCO. When ‘+’ is entered, the system generates the next sequential number based on all RFQs for the project having the same PCO type and PCO number (e.g. all RFQ documents with a PCO Type of ‘FIELD’ and PCO number ‘100’).

  • P-Project— Select this option to generate RFQ numbers automatically based on the project. When ‘+’ is entered, the system generates the next sequential number based on all RFQ documents for the project.

  • T-Project and PCO Type — Select this option to generate RFQ numbers automatically based on the project and PCO type. When ‘+’ is entered, the system generates the next sequential number based on all RFQs for the project having the same PCO type (e.g. all RFQ documents with a PCO type of ‘FIELD’).

Use of this feature will not affect manual entry of RFQ numbers; however, manual entries will be considered when auto-generating RFQ numbers. For example, if the last number generated by the system was ‘10’, and you then manually entered an RFQ of ‘500’, the next number generated by the system would be ‘501’.

Default Standard Days Due

If you are using the Create and Send feature in PM, you can use the Default Standard Days Due field on the PM Info tab to designate a default number of days until due for documents created in PM.

Default Standard Days Due – This option applies to PM Other Documents , PM Request For Quote , PM Submittals - 6.5 , and PM Transmittals and is used to calculate default due dates as follows:

  • PM Other Documents (Header) –Calculates the Date Due Back based on the Date Sent

  • PM Request For Quote (Distribution grid) – Calculates the Date Req'd based on the Date Sent

  • PM Submittals - 6.5 – Calculates the Date Due (from arch/eng) based on the To Arch/Eng date.

  • PM Transmittals (Header) – Calculates the Required Return Date based on the Date Sent

  • Default Request for Information Days Due – this option applies to RFI's.

  • PM Request For Information (Header) – Calculates the Date Due based on the Date

Example: If the Default Days Due is 10 and you are creating a Letter of Transmittal document with a Date Sent of 07/15/12, the calculated Required Return Date will be 07/25/12.

Default Request for Information Days Due

Enter the default 'number of days until due' that should be used on when creating RFIs. The value in this field only determines the default due back date, which can be changed when the RFI is created.

When RFIs are created in PM Request For Information, the Due Back field will calculate using the following formula:

Date Sent + Default RFI Days Due = Due Back

For example, if the Default Days Due is 10 and the Date Sent is 11/15/11, the calculated Date Due will be 11/25/11.

PM Projects Form

About Project Setup

Approving Firm / Approving Firm Contact

Use these fields to enter a default approving firm and contact for submittals and submittal packages.

  • When a new submittal package is created using the PM Submittal Package form, the default approving firm and contact will populate in the Approving Firm and Approving Contact fields in the upper portion of the form.

  • When a new submittal revision is created using the PM Submittal Register form, the default approving firm and contact will populate in the Approving Firm and Approving Firm Contact fields on the form.

  • When importing submittals in IM Import using an import template where PMSubmittalRegisterGrid is selected in the Import Form field (IM Template ), the approving firm and contact will populate on the imported submittals.

Click here for an overview of the submittals process.

Submittal Days for Review Responsible Firm / Approving Firm / Requesting Firm

Use these fields to set the default number of review days for each party that is involved in the submittal process. This allows you to set the default submittal schedule.

When creating a new project, these fields will populate with the values entered in the submittal days for review fields on the Info tab of the PM Company Parameters form.

Click here for an overview on submittal schedules.

PM Projects Form

About Project Setup

Auto Calculate Submittal Due Dates

Check this box if the submittal schedule set up on the project should automatically populate on a submittal when an activity date is entered. This applies to submittals in the PM Submittal Register form, and the lower portion of the PM Submittal Package form.

By default this box is checked when a new project is created.

Click here for an overview on submittal schedules.

 

PM Projects Form

About Project Setup

Seq

Enter the sequence number (0-255) for this reviewer. If left blank, defaults as sequence '1'.

For unapproved invoices only, if you are using a hierarchical method of invoice approval, this sequence number should represent the order in which this reviewer is to review and approve invoices associated with this project.

For example, if this reviewer must approve an invoice/invoice line before anyone else, enter the Seq as '1'. Reviewers with sequences greater than '1' (e.g. 2, 3, etc.) will be unable to review and approve an invoice/invoice line until this reviewer has marked it as approved. If not using a hierarchical method, all reviewers can be assigned Seq '1'.

Note: If the reviewer is authorized to review and approve both unapproved invoices and purchase requisitions, assign the sequence number based on the numbering system designated for unapproved invoices.

Reviewer

Specify the reviewer (from HQ Reviewers) authorized to review unapproved invoices and/or requisitions (as designated by the 'reviewer type' specified to the right) associated with this project. Reviewer's name displays to the right of this field.

Press F4 in the Reviewer field for a list of active reviewers.

Press F5 in the Reviewer field to access HQ Reviewers.

Reviewer Type

Specify the reviewer type.

  • Invoice – Select this option if this reviewer is authorized to review and approve (or reject) unapproved invoices associated with this project/job. Reviewer will be assigned automatically to all 'job' lines on unapproved invoices that reference this project/job (in AP Unapproved Invoice Entry).

  • Purchase – Select this option if this reviewer is authorized to review and approve (or reject) purchase requisitions associated with this project. Reviewer will be assigned automatically to all 'job' lines on requisitions (created via PM Material Detail) that reference this project.

  • Both – Select this option if this reviewer is authorized to review and approve (or reject) unapproved invoices and purchase requisitions. Reviewer will automatically be assigned to any 'job' lines on unapproved invoices or requisitions that reference this job.

Optional Reviewer

The Optional Reviewer check box on the PM Projects form, Reviewers tab.

Select this check box to designate this reviewer as optional for all invoice lines to which this reviewer is assigned. This allows for one of multiple optional reviewers to approve invoice lines with a given approval sequence. Changing this setting here does not affect existing invoices; changes only affect invoices created after the change.

As long as more than one optional reviewer is assigned to each invoice line’s approval sequence, only one reviewer must review and approve in order for the approval process to advance. However, if the only reviewer on an invoice line’s approval sequence is an Optional Reviewer, their approval becomes required in order for the approval process to advance.

Setting ALL reviewers on a sequence as optional does not eliminate the approval requirement for that sequence. If an invoice line’s approval sequence contains multiple reviewers, the following rules apply to allow the approval process to advance.

  • if ALL reviewers on a sequence are set as optional, at least one must approve
  • if ALL reviewers on a sequence are set as non-optional (Optional Reviewer check box is not selected), all must approve
  • if some reviewers on a sequence are set as non-optional and some as optional, all non-optional must approve

Memo

Use this field to enter miscellaneous notes or information about this reviewer, up to 255 characters.

Cost Type

Initially defaults all cost types available on the system. Cost Types may be added/deleted as desired.

To delete a cost type, highlight the cost type and press Delete (keyboard or toolbar). To add a cost type, enter the cost type number or abbreviation.

Markup %

For each applicable cost type, specify the markup rate that will be used to mark up costs on change orders created for this project (PM Change Orders), up to four decimal points.

Round to Nearest Whole Dollar

Select this check box to round this add-on to the nearest dollar when calculating change orders.

Do not select this check box if not rounding this add-on to the nearest dollar when calculating change orders.

Job Role

Use this field to select a role. Press F4 to select one from a list. Click here for more information about how roles work in the Process Workflow feature.

Roles are created and maintained using the HQ Roles form. You can launch this form by pressing F5 in this field.

User Name

Use this field to select a user account. You can only select a user that is associated with the role selected in the Role field.

Roles are created and maintained using the HQ Roles form, and users are associated with roles using either of the following forms:

  • Users tab on the HQ Roles form - You can access this form by pressing F5 in the Job Role field.

  • Roles tab on the VA User Profile form - You can access this form by pressing F5 in the User Name field.

Click here for an overview on the Process Workflow feature.

Lead

Check this box if the user is the lead at the selected role.

Currently the selection in this box has no affect on how which workflow is applied. This box is informational only.

Click here for an overview on the Process Workflow feature.

Active

Check this box if the selected role and user should be used when the system is calculating the workflow to apply to a PO.

The system will only use this user/role if this box is checked.

Click here for an overview on the Process Workflow feature.

Notes

Use this field to enter notes on the role/user.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Click here for an overview on the Process Workflow feature.

PM Projects Form

About Project Setup

Document Type

Select the type of document that the workflow applies to - currently only P-Purchase Order is available.

You can have only one process for each document type.

This field relates to the Process Workflow feature. Click here for an overview.

 

 

PM Projects Form

About Project Setup

Process

Press F4 to select the workflow process that should be performed on the PO.

Workflow processes are created and maintained using the WF Workflow Process form, which you can open from this field by pressing F5.

You can only select a workflow process that:

  • Is associated with the same document type selected in the Document Type field

  • Or isn't associated with a specific document type

    Note: When a workflow is created in the WF Workflow Process form, it can be associated with a specific document type, or it can be a generic workflow that isn't associated with a document type.

    Click here for an overview of workflow processes.

Active

Check this box if the workflow should be applied when new POs are created.

This field applies to the Process Workflow feature. Click here for an overview.

PM Projects Form

About Project Setup

Notes

Use this field to enter notes about the workflow.

Click here for an overview on the Process Workflow feature.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Add a Standard Note

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.