Project and Sub Project Status

Setup required before use	Who can use it?	Where is it?
Create additional custom status'	Project Manager Director Administrator System Administrator	Project List > Project status button (in toolbar) Open Project > Project status (button in toolbar) Project > Project Plan > Sub Projects tab > Sub Project status (button in toolbar)

• Proposal Default status for a new Project. Track the costs associated with creating the project and the fee proposal.
  
  Custom Proposal Statuses - Use the custom proposal status to track the project/sub project through the life cycle of winning the work. Reports can be generated to display the custom status details. i.e.Which items are Prospects, or at Tender. 
• Active Project work has been approved and/or the budget has been finalised. Projects/sub projects can now be invoiced.
  
  Custom Active status - Use the custom active status to track or report on the project through-out its active cycle. i.e. Create a custom status for In Design, At Council, In Construction, or Defects Liability Period.
• Pending Invoice Used to show that a project/sub project is ready for invoicing as all the work has been completed, and to stop staff from being able to use the sub project when entering timesheets. i.e. When you have invoiced 100% of a sub project, you can update the status to Pending Invoice and staff are unable to allocate any further timesheet transactions. Also the client will see this sub project as 100% complete on the invoice.
  
  Tip: The hold status will also deny staff allocating time and expenses to the project/sub project, however hold sub project are not shown in the invoice wizard.
• Hold Change the status to hold when there are outstanding client invoices or when work is waiting on approval.  Projects/sub projects with this status cannot be invoiced, and transactions allocation to the sub project is disabled. This blocks the use for this sub project by staff when entering timesheets or expenses.
• CompleteWhen all the work for a project is finished and invoiced the status is changed to complete.  A completed project/sub project does not allow any invoicing to be completed, or and time or expense transaction to be added by staff. When a project or subproject is changed to be complete all the WIP to be written off if there are uninvoiced transactions.  This action can be reversed.
• Unsuccessful Use this status if Project/sub project was lost or unsuccessful.  This status allows analysis of win/loss ratios for projects within the Management Reports area.  When a project/sub project is change to unsuccessful then all WIP will be written off if there are uninvoiced transactions.  This action can be reversed.

	Proposal	Active	Pending Invoice	Complete	Hold	Unsuccessful
Create proposal letter
Book/transfer transactions
Appears in invoice wizard
Delete project/sub project
Edit budget		*
Delete budget		*
Add to budget

* Edit or delete budget can be activated by the System Administrator in System Settings >Sub projects.
By default the Budget can be changed only at Proposal status. 

1. Open the Project.
2. Select the Project Status button in the top toolbar.
3. Check the box next to the project name.
4. Select a new status from the panel on the right.
5. (Optional) Select Sub Projects and change their status to the same as the project.
6. Save and Close.

Example

A new project has been created and given the status of Proposal.  All sub projects that are then attached to this project will also take on the status of proposal.  When the Project is won, the project status will be changed to active, as well as the sub projects.

When you use the Sub Project Status button the sub project you had highlighted is selected by default. If you use the Project status button, then no items are selected in the list. If you forget to check any of the items the following warning message is shown as a friendly reminder.

When a project is changed to 'Active' status you can nominate a few Sub Projects to also be changed to this status.

Example: The project was won but you only won part of the work that was originally quoted. Some of the sub project quoted were lost and that work will not be proceeding. Update the sub projects to have be shown as won or lost by:

1. Open the Project.
2. Select the Project Status button .
3. Check the box for the Project level status, and choose the 'Active' status in the right panel.
4. Check the box for each Sub Project that was won. These Sub Projects will also become Active status.
5. Save and Close.
   
   Click the image above to the Project and Sub Project level status options.
6. Select the Project Status button .
7. Check the box for each Sub Project that was lost.
8. In the panel on the right select the status 'Unsuccessful'.
9. Save and Close.

A warning message is shown if you try to change the sub project status whilst the project level status is still Proposal. The sub projects cannot have a new status applied until the Project status has been changed to Active. To resolve this first change the Project status, then change then sub project status.

When changing any project or sub project to a status of Complete or Unsuccessful a pop-up message will advise that transactions to the value of $xx will be written off by this status change.  This is to prompt the user to be sure that they want to proceed with this change, and to stop these transactions from being invoiced.

 

Change a sub project to be complete by:

1. Open the Project.
2. Select the Project Status button in the toolbar.
3. Select the Sub Projects that you want to update in the list.
4. Choose the status of Complete in the right panel. The total WIP value is shown in the bottom of the window.
   
   
5. Use the WIP Transactions tab to check that this WIP should be written-off.
   
   
6. Click Save & Close to confirm the status change.

Restore transactions

If transactions have been written off during the change of status to complete or unsuccessful, and you now set the status back to Proposal or Active, the transactions will not be restored automatically.

They will need to be manually restored.

Click the image above to see how the restore can also be done on the Time and Expenses tab.