INTRODUCTION TO PROJECTS

You may create Reporting groups for Projects. These Projects may be activated in batches and documents. 

You may select to process batch transactions and generate sales documents (i.e. Quotes, Invoices and Credit notes) as well as purchase documents (i.e. Orders, Purchases and Supplier returns) for projects. 

You may use the Calendar / Planner to schedule events (appointments) create quotes for hours and convert them to invoices. You may schedule events (appointments) for creditors (suppliers / vendors) as well as up to six (6) categories of appointments with your debtors (customers / clients).

ACTIVATE PROJECTS

You need to activate the projects in the Setup → System parameters menu (Setup ribbon).

To activate projects:

1. Click on the Setup → System parameters (Setup ribbon).

2. Select (tick) the “Projects” option in the “Special settings” section of the screen.
3. Click OK to save your changes.
4. Close the Set of Books and re-open the Set of Books (Start ribbon) again. Projects (Default ribbon) will be activated.

5. The next step is to add your projects to the Project group.

CREATE PROJECTS

You need to create Reporting groups for Projects. These Projects may be activated in documents and / or specific batches and documents.

Once the batches and / or documents are posted (updated to the ledger), you may generate various reports for each Project on the “Sidebar” of Projects (Default ribbon).

To create Project groups:

1. Click on Setup → Groups (Setup ribbon). 
2. Click Projects. 

3. To add a new Project to the root directory or list, select the “REPORTING GROUP ROOT” on the list and click on the New button.
4. Enter the name of your Project (e.g. “Project 1A”) and click on “REPORTING GROUP ROOT”  again.
5. Repeat the process until you have entered all the Projects.
6. Click on the OK button to save your changes and close the “Groups” screen.

The next step is to create your projects and link the projects to the Project groups.

CREATE / ADD NEW PROJECTS

Add new projects

To create a project:

1. Click on Projects (Default ribbon). The “Projects” screen (list view) is displayed:

2. Click on the New button. A new “Project code” 8-digit numerical code, e.g. (“00000001”) will automatically generated. The “Projects” screen will change as follows:

3. Enter or select the following:
1. Code – This Code is automatically generated. When clicking on the New button, it will automatically generate the next Project code.

2. Enabled – This is by default selected (ticked). 

3. Description – Enter the name or a description for the Project. 
4. Start date – Enter or select a date on which the Project commences.
5. To – Enter or select a date on which the Project ends (should be completed).
6. Status – Select a Project from the list (added / created in Projects (Groups on the Setup ribbon).
7. Budget – Enter the budget (estimated project cost) for the Project.

8. Debtor – Select a default debtor (customer / client) account.

4. Click on the Save button to save the record (Project). The Project will be added to the list.

Project screens overview

Project list screen 

This screen will list all projects created with the New button and as edited with the Edit button will be listed. 

The details of this screen, is as follows:

1. Sidebar 
1. New – Add or create a new project.
2. Delete – Delete a selected project.
3. Edit – Edit a selected project. 
4. Save – Save changes to selected project.
5. Cancel – Aborts any changes without saving any edited / changed details of a selected project 
2. Reports – Select and print the following reports:  
1. Transactions – Prints the transactions of documents and batches which is posted (updated) to the ledger.
2. Hours – Prints the Hours report for documents created / edited  for the Hours event and Invoices created for debtor (customer / client) appointments.
3. Stock items – Prints the details of each stock item 
4. Statements – Prints the statement of the project.
5. Totals – Prints the summary of the project totals  
3. Search / Filter – Search for a project by project code or project description. You may also filter by selecting specific project groups. 
4. Columns – List the projects.
1. Code – Project code 
2. Description – Project description 
3. Start date – The date entered or selected on which the project commenced.
4. Ends on – The end date entered or selected on which the project will / should be completed. 
5. Enabled – “1” = Enabled and ”0” = Disabled. 
6. Status – This is the selected group as added on the “Projects” option (Groups on the Setup ribbon). 

Selected Project screen

The selected project screen allows you to edit a project details and to manage a selected project on the Documents, Transactions and Project Quotes tabs. 

Documents tab 

The Documents tab, lists all the document types; i.e. purchase documents (Purchases, Supplier returns and Orders) as well as sales documents (Invoices, Credit notes and Quotes) which are processed for the selected Project.

The documents on this list include posted as well as unposted documents.  

The options, is as follows:

1. Type – Select a purchase document (Purchase, Supplier return or Order) or a sales document (Invoice, Credit note or Quote).
2. New – Create a new document for the selected document type. 
3. Edit – Opens the selected document on the list in the “Document entry” screen. 
1. Unposted document – You may edit the document, if necessary.
2. Posted document – This document cannot be edited.

Transactions tab 

Only the transactions in documents and / or batches, which are posted (updated) to the ledger, will be listed.  

The transactions will be listed in the “Debit” or “Credit” sections. A brief summary of the transactions in the “Debit” or “Credit” sections, is as follows: 

1. Debit – Invoices and Supplier return documents will be listed for the Debtor or Creditor account. The contra accounts (e.g. Sales and Stock control and Tax accounts) will be listed in the “Credit” credit section. 
2. Credit – Credit notes and Purchase documents will be listed for the Debtor or Creditor account. The contra accounts (e.g. Sales and Stock control and Tax accounts) will be listed in the “Debit” credit section. 

Context menu  

Right-click on selected transactions to access the context menu. 

- Delete selected transaction(s) from a project. 

 - Add selected transaction(s) to a project.

Project Quote tab

The options, is as follows:

1. New – Create a new “Project Quote” for the selected document type. 
2. Edit – Opens the selected “Project Quote” on the list in the “Document entry” screen. 
1. Unposted document – You may edit the document, if necessary.
2. Posted document – This document cannot be edited.

DOCUMENT PROCESSING FOR PROJECTS

The following options are available to process transactions in purchase documents (Purchases, Supplier returns and Orders) and sales documents (Invoices, Credit notes and Quotes) for Projects:

1. Projects (Documents tab)
2. Document entry 
3. Calendar:

• Hours event
• Create Invoices for debtor (customer / client) appointments. 

Create Project Quotes 

You may create a quote or quotes for a project. 

To create a project quote:

1. On the Default ribbon, select Projects.
2. Select a project from the list. 
3. Click on the Project Quote tab.

4. Click on the New button. 

5. Enter a reference in the “Your reference” field.  

6. Check and edit the messages in the “Message” field, if necessary.
7. Select the “Stock item” and check the rest of the fields. 

8. Click OK to close and save the Quote. The Quote will be added to the Project Quote tab of the selected project.
9. Click on the Yes button to print the quote.

10. After checking or editing the project quote, the “Document entry” screen will be displayed, listing the “Project Quote”.
11. Click on the Cancel button to close and exit the “Document entry” screen.

Create Documents for a Project

Once a Projects is activated and Project codes are created, all purchase documents (Purchases, Supplier returns and Orders) and sales documents (Invoices, Credit notes and Quotes) could be processed as follows:

• For a selected Project in Projects (Default ribbon)
• Any new documents may also be created (generated) in the Documents (Default ribbon). You may then select the Project code.
• If any documents have not yet been posted, you may select and process them in the normal Documents option Documents (Default ribbon). You may then edit them and select a different project.

To create documents for a selected project:

1. On the Default ribbon, select Projects.
2. Select a project from the list. 
3. Click on the Documents tab.

4. On the “Type” field, select a purchase document (Purchase, Supplier return or Order) or sales documents (Invoice, Credit note or Quote). 
5. Click on the New button.

6. Enter a reference in the “Your reference” field.  

7. Check and edit the messages in the “Message” field, if necessary.
8. Select the “Stock item” and check the rest of the fields. 

9. Click OK to close and save the Invoice. The Invoice will be added to the Documents tab of the selected project.
10. Click on the Yes button to print the Invoice.

11. After checking or editing the project quote, the “Document entry” screen will be displayed, listing the “Project Invoice”.
12. Click on the Cancel button to close and exit the “Document entry” screen.

Create Invoices in the Calendar for Projects

The Calendar / Planner allows you to create invoices for Projects. The following options are available:

1. Hours – Create quotes for a selected debtor (customer / client) account. The quote will be added to the Documents tab of a selected Project. The quotes may be edited and converted to an Invoice. 
2. Create invoices for scheduled debtor (customer / client) appointments. You may create up to 6 categories of debtor (customer / client) appointments. 

Once the quotes or invoices are generated, and the project is selected, these documents will be added to the Documents tab of a selected Project.

Create Invoices for Hours

Should you need to invoice a debtor (customer / client) for services rendered on an hourly basis (e.g. consulting, etc.), you may use the “Hours” category to schedule and process quotes (invoices) with a few mouse-clicks. The Calendar (Planner) is the electronic diary, time sheet, which integrates the billing of your debtors (customers / clients).

Processing Invoices for Hours

If you use the “Hours” category to schedule and process quotes, for your debtors (customers / clients), it will create quotes when you create invoices for hours. These quotes need to be confirmed and converted to an invoice. 

To process invoices for hours:

1. If the Calendar is not automatically displayed, click on the Calendar (Default ribbon).
2. Select the day and a time slot to schedule the hours and right-click on a time slot. 
3. On the context menu, select the “Add Event...” option. The “Untitled – Event” screen will be displayed.

4. On the “Untitled Event” screen, enter and / or select the following:
1. Subject - Leave blank. This will automatically be filled in with the debtor (customer / client) account code, description and Salesperson when selecting it.
2. Category - Select “Hours” (Magenta colour).
3. Hours - Click on the Hours field. Select a debtor customer account.
4. Projects - Empty is the default project. Select a project from the list.
5. Salesperson- Select a salesperson. 
6. All day event - Leave blank.
7. Start time - This is the date and time as selected on the Calendar from where the “Untitled - Event” screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.
8. End time - Enter the time expected to finish the project.
9. Appointment recurrence - The default is “None”. Cannot be selected for Hours.
10. Repeat until - Field disabled. Cannot be selected for Hours.
11. Reminder - You may activate it and set the “Minutes”, “Hours” or “Days“ to remind you in advance to process invoices for hours.

12. Notes - You may enter notes below the “Reminder” section of the “Event” screen (e.g. “Paint – white exterior – 6 hours”), etc.  

5. Click on the OK button to register and save the “Hours” event.

6. On the Calendar topbar, click on the Create invoices for hours button. 

The following options screen is displayed: 

7. Select the date from and date to in which the hourly rate is to be charged (e.g. 2021/05/11). 
8. Click on the Lookup icon and select the stock item.
9. Click on the OK button to create the quote. The information screen "Quote(s) generated” will be displayed.
10. Click on the OK button.

Edit / Convert Quotes to Invoices

Once quotes are generated for the “Hours” events n the “Calendar” for debtor (customer / client) accounts, you may convert these quotes to invoices.

To convert the quote for hours to invoices:

1. Exit or close the Projects (if active).
2. On the Default ribbon, select Documents.
3. Select “Quote”.

4. Select the specific “Quote” and right-click. On the context menu, select Documents → Confirm quotes and orders.
5. A confirmation message “Do you wish to: (1) Quote Confirmation” will be displayed.
6. Click Yes. Another confirmation message “Do you wish to delete this Quote?” 
7. Click No. 

8. Another confirmation message “Document(s) created! IN000003 PR-PAINT2 1ROGSM Mr. Roger Smith” will be displayed. 
9. Click OK.

To edit the converted invoice for hours:

1. Exit or close the Projects (if active).
2. On the Default ribbon, select Projects or Documents.
3. Select the “Invoice”.

4. Enter a reference in the “Your reference” field.  

5. Check and edit the messages in the “Message” field, if necessary.
6. Edit the rest of the fields as necessary, if required.
7. Click OK to close the Invoice.

Creating Invoices for Debtor Appointments

Once up to 6 categories of debtor  (customer / client) appointments have been scheduled, you may create invoices. 

Schedule Debtor Appointments

To schedule debtor appointments:

1. If the Calendar is not automatically displayed, click on the Calendar (Default ribbon).
2. Select the day and a time slot to schedule the debtor (customer / client) appointment and right-click on a time slot. 
3. On the context menu, select the “Add Event...” option. The “Untitled – Event” screen will be displayed.

4. On the “Untitled Event” screen, enter and / or select the following:
5. Subject - Leave blank. This will automatically be filled in with the debtor (customer / client) account code, description and salesperson when selecting it.
6. Category – Select any of the 6 categories of Debtor appointments. 
7. Hours - Click on the Hours field. Select a debtor customer account.
8. Projects - Empty is the default project. Select a Project from the list.
9. Salesperson- Select a salesperson. 
10. All day event - Leave blank.
11. Start time - This is the date and time as selected on the Calendar from where the “Untitled - Event” screen was launched. If this date is not correct, you may select the correct date. Enter or select the time slot, if not correct.
12. End time - Enter the time expected to finish the project.
13. Appointment recurrence - The default is "None". 
14. Repeat until - Field disabled. If any other option than “None” on the “Appointment recurrence” field is selected, you may select or enter a date.
15. Reminder - You may activate it and set the “Minutes”, “Hours” or “Days” to remind you in advance to process invoices for hours. 
16. Notes - You may enter notes below the “Reminder” section of the “Event” screen.   

17. Click on the OK button.

18. Click on the OK button to register and save the “Debtor appointment” event.

Create Invoices for Debtor appointments 

Once the Debtor appointment is scheduled, you may create an invoice.

To process invoices for debtor appointments:

1. If the Calendar is not automatically displayed, click on the Calendar (Default ribbon).
2. Select the day and a time slot in which any of the 6 categories for debtor (customer / client) appointments is scheduled, and right-click. 

3. On the context menu, select the “Create Invoice” option. A new “Invoice” screen for the selected debtor (customer / client) will be displayed.

4. Select the Project from the list in the “Projects” field. 
5. Enter a reference in the “Your reference” field.  

6. Check and edit the messages in the “Message” field, if necessary.
7. Edit the rest of the fields as necessary, if required.
8. Select the “Stock item” and check the rest of the fields. 

9. Click OK to close and save the Invoice. The Invoice will be added to the Documents tab of the “Project” screen.

Update (Post) Documents to the Ledger

Once the documents for the project is processed, you may update (post) the documents to the ledger.

Once the documents are updated (posted) to the ledger, these documents will be added to the Transactions tab of the project(s). 

To post or update your documents: 

1. On the Default ribbon, select Update ledger (F3). The “Update Invoice” screen will be displayed. 

2. Select each document type (i.e. “Purchase, Supplier return, Invoice” and “Credit note“).

3. Click on the Update button for each document type (i.e. “Purchase, Supplier return, Invoice” and “Credit note“). 

BATCH (JOURNAL) PROCESSING FOR PROJECTS

By default, projects are not activated in Batches. Projects needs to be activated for each batch, in which you need to process transactions for specific projects.

Activate Projects in Batches (Journals)

Once you have activated Projects in a specific batch, the “Project” column will be displayed after the “Account” column; and (before the “Tax” column, if the “No tax” option is not selected on the Advanced tab of the “Options for this batch” screen) before the “Debit” column.

When processing transactions, you may select the “Projects” from the “Projects” lookup.

To activate projects in batches:

1. On the Default ribbon, select Batch entry.
2. Select the specific “Batch type” in which you need to activate Projects.
3. Click on the F10: Setup icon to set the Options for the selected batch.
4. Click on the Advanced tab. 

5. To activate “Projects”, select (tick) Projects.
6. Click on the OK button. The selected batch entry screen will be opened and the “Projects” column will be inserted in the batch.

Process Transactions for Projects in Batches

When processing transactions, you may select the “Projects” from the “Projects” lookup.

To process transactions in batches:

1. Click on Batch entry (Default ribbon).
2. Select the specific “Batch type” in which you need to process transactions for Projects.
3. Enter the transactions and select the Project from the Project lookup.

4. Balance the batch. 
5. Click on F8:List to print a list of the unposted transactions in the batch.  
6. Click on F6:Post to update the transactions to the ledger. 
7. Once the batch transactions are updated (posted) to the ledger, these batch transactions will be added to the Transactions tab of the project(s). 

PROJECT REPORTS

There are five (5) reports available for Projects. These reports are created and maintained in “Reportman” accessed in Report designer on the Reports or Setup ribbon.  

These reports are stored in the “...\plug_ins\reports\REPORTS\PROJECTS” directory, and is follows:

Label ID Description (Report Name)

1. TRN_27         Stock Item
2. TRN_354         Statement
3. TRN_960         Total
4. TRN_2330         Hours
5. TRN_20069 Transactions

This will translate depending on your Language selection when launching osFinancials5 (or TurboCASH5.2) for the first time (after installation); or the language selected in the Switch language (Start ribbon). 

For example; English (default), en-South Africa, en-UK will refer to “Stock items” and if you select the en-American language, it will display as “Inventory items” on the list of reports.

To print reports for projects:

1. Click on Projects (Default ribbon). The “Projects” screen (list view) is displayed:
2. The “Projects” screen (list view) will be displayed.
3. Select a Project.
4. Select a report on the list, and click on the Report button.

If a project is not setup / configured correctly, you may encounter the following error messages, when printing reports:

Project - Transactions 

This report will list all transactions in posted batches and / or posted documents. These transactions are listed in the selected project's Transactions tab. 

Page 1 -

Page 2 - 

 

The “Projects - Transactions” report will list the details of each transaction for each account. 

Finally, the totals of the accounts are summarised for each account type, as follows:

1. Balance -  The total of the transactions allocated to balance sheet type accounts.
2. Income statement – The total of the transactions for income received and expenses paid allocated to income statement type accounts.
3. Debtor - The total of all transactions for debtor (customer / client) accounts.
4. Creditor – The total of all transactions for creditor (supplier / vendor) accounts.
5. Cash/Bank entry – The total of the receipt transactions minus payment transactions into and out of Bank accounts and Petty cash accounts.
6. Tax – The total of the Output TAX (VAT/GST/Sales tax) accounts minus the total of the Input TAX (VAT/GST/Sales tax) accounts.

Project – Hours

This report will list the following documents, which have been processed in the Calendar:

• Hours – Create quotes for a selected debtor (customer / client) account. The quote will be added to the Documents tab of a selected Project. The quotes may be edited and converted to an Invoice. 
• Create invoices for scheduled debtor (customer / client) appointments. You may create up to 6 categories of debtor (customer / client) appointments. 

The report will list the date, start and end time as well as the number of hours spent on a project.

Project - Stock items

This will list the details of the stock items and hours (created via the Calendar).

This will list the totals of all Invoices, Credit notes, Purchases and Supplier returns as well as a list of each of these documents. It will also list the Stock code, Document number, Stock description, Date and Exclusive amount for each stock item selected on a document.

Page 1 -

Page 2 -

Project – Statements

This will list the totals of all Invoices, Credit notes, Purchases and Supplier returns as well as a list of each of these documents. It will also list all Quotes and / or Orders.

Page 1 - 

Page 2 - 

Project – Totals

This report will list the totals of transactions (debit and credit) for all accounts selected in posted batches and / or posted documents.

The “Projects - Total” report will list the details of each transaction for each account. 

Finally, the totals of the accounts are summarised for each account type, as follows:

1. Balance -  The total of the transactions allocated to balance sheet type accounts.
2. Income statement – The total of the transactions for income received and expenses paid allocated to income statement type accounts.
3. Debtor - The total of all transactions for debtor (customer / client) accounts.
4. Creditor – The total of all transactions for creditor (supplier / vendor) accounts.
5. Cash/Bank entry – The total of the receipt transactions minus payment transactions into and out of Bank accounts and Petty cash accounts.
6. Tax – The total of the Output TAX (VAT/GST/Sales tax) accounts minus the total of the Input TAX (VAT/GST/Sales tax) accounts.

PROJECT BUDGET 

In addition to the Project budget (estimated project cost) for the Project, entered in the “Budget” field when a selected project is created and / or edited, budget figures may also be added for selected accounts (Accounts on the Setup ribbon).

Add / Edit Budget for selected accounts

To add / edit budget figures for projects: 

1. Click on Accounts (Setup ribbon). 
2. Select the Account (or sub-account). 
3. Click on the Budget tab (if not displayed by default).

4. Select the period and enter or edit the existing budget figure, if necessary.  
5. Click on the button to create a new record. 
6. Enter the date and amount. 

7. Select the project in the “Project” column.  
8. Click on the button to save the budget record.
9. Repeat the process for each month. 
10. Click on the Save (record button).
11. Click on the Save button. 
12. Repeat the process for all accounts for which you need to enter budgets. 

Print budget figures in the T-Account viewer

1. On the Reports ribbon, select T-Account analyser 1 or T-Account analyser 2.
2. Select the Trial balance, Income statement, Balance sheet or Standard column balances report type.
3. Select (tick) the Budget option.
4. Click on the Report button.
5. Select an account, e.g. “Sales”, and right-click. On the context menu, click the “Show details” option.

6. Click on the Print button.

SEARCH / FIND / PRINT DOCUMENTS AND TRANSACTIONS FOR PROJECTS

Debtor accounts 

Once documents and / or batch transactions are processed, you may view, analyse, and print transactions and / or documents for a selected debtor (customer / client) account. 

The tabs on which documents and / or batch transactions (“Appointment, Documents, Transactions” and “Stock items”) are listed, is briefly discussed.

Projects tab 

By default, any active projects allocated to a debtor (customer / client) account will be listed.

To include inactive (completed) projects, you may select (tick) the “Show disabled” field.

The “Total budget” displays the amount entered on the “Budget” field for a selected project. 

Budget figures may also be entered for selected accounts in the Setup → Accounts (Setup ribbon).

The “Status” column displays the name of the Project as set in the ”Projects” option on  Setup → Groups (Setup ribbon).

Appointments tab 

The following events added in the Calendar (Setup ribbon), for the selected debtor (customer / client) account, is listed on the Appointment tab:   

• Hours – Create quotes for a selected debtor (customer / client) account. The quote will be added to the Documents tab of a selected Project. The quotes may be edited and converted to an Invoice. 
• Create invoices for scheduled debtor (customer / client) appointments. You may create up to 6 categories of debtor (customer / client) appointments. 

Documents tab 

All documents processed for the selected debtor (customer / client) account will be listed. This includes quotes and orders as well as unposted documents. 

Print documents

You may click on the Print (button or double-click) on a selected document to print the document. 

Documents will be printed in the default global layout file as set in Documents setup (Setup ribbon), unless it is set on the Delivery address tab of the debtor (customer / client) account (Debtor on the Default ribbon).

You may select a different layout file, if necessary.   

Show transactions context menu 

Select a posted document on the list, and right-click. The “Show transactions” on the context menu, will list the “Transactions” screen (e.g. Invoice “IN000001”) 

Click on the Print button to view a list of transactions in the “Batch type report – Posted batch”.

Transactions tab 

All transactions which have been processed (posted documents and posted batches) for the selected debtor (customer / client) account will be listed.

It will list transactions as follows:

1. Debit - Documents (i.e. Invoices and POS Invoices), Sales journal, Generate multiple transactions (Interest on overdue debtors, Debtors with charge amount, Fixed amount to all debtors), Opening Balances take-on, etc. It will list any transactions, for which amounts are entered in the “Debit” column of batches.
2. Credit - Documents (i.e. Credit notes), Sales returns journal, Receipts journal, Generate multiple transactions (Balance debtors with amount), etc. It will list any transactions, for which amounts are entered in the “Credit” column of batches.

Show transactions button  

Click on the “Show transactions” button. 

You may enter or select a start date and an end date, if necessary. 

Click on the Print button to print the transactions.

1. 
   

Show transactions context menu 

Select a document or a batch transaction on the list (“Debit” or “Credit” section) and right-click. The “Show transactions” on the context menu, will list the “Transactions” screen (e.g. Invoice “IN000001”) 

Click on the Print button to view a list of transactions in the “Batch type report – Posted batch”.

Stock items tab 

This tab will list all the posted as well as unposted sales documents (i.e. invoices, credit notes and quotes) and purchase documents (i.e. purchases, supplier returns and orders) for the selected debtor (customer / client) account. 

Stock items – Document groups tab

Once documents and / or batch transactions are processed, you may view, analyse, and print documents for a selected stock item. 

This tab will list all the posted as well as unposted sales documents (i.e. invoices, credit notes and quotes) and purchase documents (i.e. purchases, supplier returns and orders) for a selected stock item. 

You may double-click on a selected document, to print the document. 

Right-click on a selected document, and on the context menu, select the “Open document” option.  The  selected document entry screen will be displayed.

Open a posted document

Open an unposted document

SEARCH - INVESTIGATOR

The Investigator allows you to search for data in an open Set of Books. To search or locate data, you may enter a valid word or phrase to search for an item. This feature also allows you to define, or refine, or filter the search criteria, and select to view the details for a selected search result. 

To search for data using the Investigator: 

1. On the Default ribbon, select Search. 

2. Enter a word or phrase to search for specific data. To filter the data, you may also select to include everything or documents, batches, stock information, account names and / or account information.
3. Click on the Search now button or on the F3:Search icon. The number of items found (which matches the search criteria) will be displayed, and each of the items found will be listed.
4. Select an item type from the search results list and right-click - select "Show detail" option on the context menu (or double-click) to launch the options. The types is as follows:
1. Account - Launch the “T-Account viewer” - You may enter the dates from and dates to, as well as any filters (if necessary) to view and filter the transactions. Transactions may be printed and exported to a spreadsheet file.
2. Debtor / Creditor - Launch the “Debtor” accounts screen to edit or check specific details for the debtor (customer / client). If a “Creditor” is indicated, it will launch the specific creditor (supplier / vendor) account. 
3. Stock - Launch the “Stock item” screen to edit or check specific details for the stock item.
4. Document - The selected document will be printed.

5. Batch - Launch the “T-Account viewer” - You may enter the dates from and dates to, as well as any filters (if necessary) to view and filter the transactions. Transactions may be printed and exported to a spreadsheet file. 

5. To close or exit this screen, click on the Close button on the title bar.

Further “Search” options are available to select from. If you click on the More >> link, the “Advanced” options will be available in which the limit for the number of records found may be set. 

To refine or filter the search criteria, you may click on the Refine search link.

REMOVE / ADD PROJECT TRANSACTIONS

Remove Transactions from a Project

The Transactions tab lists all posted (updated) transactions to the ledger. 

In this example,Invoice IN000004, needs to be deleted from the project. 

To delete a transaction from the project:

1. Select the transaction, in the “Debit” section.

2. Right-click. On the context menu, select the Delete from project option. 
3. A confirmation message “Do you wish to continue?” will be displayed.
4. Click on the Yes button. The transaction will be removed from the project.
5. In the “Credit” section, select the Contra-accounts and repeat the process for the contra-accounts.  

This will remove the transactions and the contra-accounts' transactions from the following reports: 

1. Transactions 
2. Totals 

The deleted documents will not be removed, and still be included in the following reports:

1. Stock items
2. Statements 

Add Removed Transactions to a Project

Right-click and select the Add to project option on the context menu. 

The “T-account viewer” screen will be displayed. It will list the transactions which was removed from the project.

Select the transaction(s). 

DELETE PROJECTS

You may delete a project. This will not have any effect on the transactions and / or documents, for the Set of Books. 

Delete a Project

To delete a Project:

1. Click on Projects (Default ribbon). The “Projects” screen (list view) is displayed:

2. Select the project and click on the Delete button. A confirmation message “There is document(s) associated with this project! Do you wish to continue ? All project data will be lost!”
3. Click on the Yes button.
4. Another confirmation message “There is transaction(s) associated with this project! Do you wish to continue ? All project data will be lost!”
5. Click on the Yes button. 
6. A final confirmation message is displayed: “Do you wish to continue?” 
7. If you are absolutely sure, click on the Yes button. 

Delete Project Quotes

Once a project is deleted, there may be some Project Quotes which is not deleted.  

To delete the “Project Quote” documents:

1. On the Default ribbon, select Edit → Delete. 
2. Select Documents.

3. Select the document type “All”. 

4. Click the Delete button. A confirmation message, “Do you want to delete?” will be displayed.
5. Click on the Yes button.

PROJECT QUOTES – KNOWN ISSUES 

Print documents in the POS Layout file

The “Project Quote” is linked to the “Layout file point-of-sale” on Documents setup (Setup ribbon). 

Printing the "Project Quote" will print by default to the "POS-STARTSP100" layout file. 

Delete / Remove Transactions Incorrectly Updated in Project Quotes

Identify the posted transactions incorrectly affecting the Set of Books

The “Project Quote - D000001” on the Project Quote tab is included in the “All” option, when documents were posted (updated) to the ledger.    

The “Project Quote - D000001” on the Project Quote tab is not included in the “Invoice,” (or other document types, i.e. “Credit note”, “Purchase” or “Supplier return”) option, when documents were posted (updated) to the ledger.    

The “Project Quote - D000001” on the Project Quote tab is posted as an invoice when selecting the “All” option on the Update ledger (Default ribbon). 

To view and print the transactions for the project quote in the sales journal (batch):

1. Click on Batch entry (Default ribbon).
2. Select the specific “Sales jnl.”
3. Click on the Posted batches tab. All the posted batches will be listed.

4. Identify and select the batch (e.g. “10053” - “Alias batch name” (Document number “D000001”). 
5. Double-click on the selected batch. The Details tab will list all the transactions posted (updated) to the ledger.

6. Click on the Print button. 

Fix the incorrect posted transactions for the Set of Books 

The transactions for the Project Quote, affect the global balances in the Set of Books. These transactions need to be cancelled.  

To cancel / reverse the incorrect posted transactions: 

1. On the Setup ribbon, select Tools → Global processes → Reverse posted batch/document. 

2. On the  “Reverse posted batch/document” screen, click on the Documents tab.

3. Select the incorrect transaction, i.e. “Project Quote – D000001”; and double-click on the selected document. The “Details” tab will list all the posted transactions.

4. Click on the Print button. 

5. Click on the Reverse posted document button.

6. Once ready, click Yes. The document will be removed, but not deleted. 

7. Close the "Reverse posted batch/document" screen.

The document is not available to edit, as is the case with all other documents. 

It is available for reposting. 

Delete the Project Quote document 

To totally remove the “Project Quote” document, you need to delete the document. 

To totally delete the “Project Quote” document:

1. On the Default ribbon, select Edit → Delete. 
2. Select Documents.

3. Select the document type “All”. 

4. Click the Delete button. A confirmation message, “Do you want to delete?” will be displayed.
5. Click on the Yes button.