Project Accounting

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Sage 200 : Extract/Amend/Import Project Accounting Records

PostTrans allows the extraction/importation of the Projects Structure and related records. These are covered in the following pages:

Project Structure - Extract/Amend/Import Project Structure, with Title, Budgets, Costs, Additional Information.
Project Items - Extract a list of Project Items.
Phases - Extract a list of Phases.
Adjustments and Opening Balances

Sage 200:Project Structure

All of the following functionality requires the PostTrans Projects Module.

PostTrans imports Project Structure, which could be manually entered with the assistance of in-cell searching, using copy and paste, imported from CSV file or extracted from Sage 200 using the Extract button.

Extract/Import Sage 200 Project Structure

Explanation of this type of Import

This type of PostTrans template allows the user to extract/amend/create Project Structure. You can set the associated Budgets, Additional Information and Project Customer.

Features

Import Projects, Phases and Project Items to make Project Structure ^{(Video 1)}
Copy existing Projects ^{(Video 2)}
Extract/Edit Project Title ^{(Video 4)}
Extract/Edit Budget, Unit cost, Additional Information ^{(Video 1 9:20)}
Set one Customer for a Project, with Quoted Price, Sales Order number, etc.
Filter extraction by Customer, Project Status, plus much more. ^{(Video 2 6:00)}
Extract a whole list of Projects, edit and Import changes ^{(Video 2 4:40)}
Build data entry template for Project Managers to easily create Projects ^{(Video 5)}
Auto Link PostTrans template document to project

Project Structure in Excel

As we can see from above, the Parent Project code goes in the PjCode column. We then have a series of columns, which allow PostTrans to represent the Sage 200 Project Structure.

To allow PostTrans to distinguish between Phase and Project Items, when using In-Cell Searching, Phases are prefixed with “.”. Project Items are placed in the appropriate column, indented by one level, to designate which phase they belong to.

Having Extracted a Project Structure, associated data can be edited. Project Items/ Phases can be added/removed.

If the Job code is changed to an ‘X’, then on new Import, PostTrans will create a new project, and replace ‘X’ with the Project Number. See the first video below. Video 3 explains how this works when AUTO project numbers are turned off, where we basically enter new Project Code instead.

Budgets/Unit Costs

Simply extract, edit and update one or many budgets for one or many Projects. If zero, or empty then PostTrans will use the default values set on Phase/Project Item.

Additional Information

PostTrans uses a series of tags, pairs, on for label and one for vale, to extract/import Project Additional Information

Additional Information

The first of these PjAddL1 shows the field label, PjAddV1 contains the value. When extracted the label shows *=Required ^=In-cell Searching for value available. (see video). Required fields are always in the first columns. For CSV import this column only need contain the Fieldname. “*^:” are all ignored.

Things we can’t do

Once committed the structure cannot be rearranged using PostTrans, that should be done in Sage 200 if need be.

We cannot import sub projects. But you could import the bulk of a project, then in Sage 200 add the sub project to structure.

Set Period by Budget. Possibly in the future.

Sort sheet before importing. PostTrans expects the data to be grouped by Project.

Video 1 - Create Project from Template

Sage 200 – 1/6 Create Project from Template

	0:00	Introduction to all Videos
	2:00	Product Demo
	3:00	Extract Project Template
	5:00	Set New Project Title
	5:20	Explain Structure Levels + Data Grouping
	6:20	Add Phase and Project Item
	8:00	Where the extracted data came from?
	9:20	Additional information
	11:20	Add Phase and Project Item
	12:00	Edit some budgets
	13:00	Import Project Structure
	14:20	Show In Sage 200
	15:55	Walkthrough of new Project
	16:30	Extract new project again
	17:00	Review `Setup` Settings

Video 2 - Edit/Copy existing Project or Multiple Projects

Sage 200 – 2/6 Edit/Copy existing Project or Multiple Projects

	0:20	Extract existing Project
	0:35	Edit values
	1:00	Import Project Changes
	1:40	Review changes in Sage 200
	2:20	Copy a Project
	4:40	Extract Projects from a list of codes, edit and Import
	6:00	Extract all Projects for Customer and Edit
	7:15	Import changes

Video 3 - Edit/Copy with Manual Project Code

Sage 200 – 3/6 Edit/Copy with Manual Project Code

	0:00	Review Sage 200 Project Settings
	1:10	The Searching Column Changes
	2:30	Creating a new Project

Video 4 - Edit Project Titles

Sage 200 – 4/6 Edit Project Title

	0:30	Extract All Project Lines
	1:41	Import Changes

Video 5 - Customised Template to create Projects for Project Managers

Sage 200 – 5/6 Customised Template to create Projects for Project Managers

	0:00	Open Example
	0:30	How it works
	2:30	How to Ignore a row of data
	4:50	Recap on new Project data
	4:30	Add Data Validation Lists
	5:00	How to attach Template to Project automatically
	6:30	Import Project Structure
	8:50	Open template from Sage 200 Project

Video 6 - Project Items and Phases/Groups

Sage 200 – 6/6 Project Items and Phases/Groups

	0:00	Open Example
	1:00	Adding Columns of data
	1:20	Extract Project Items
	2:00	Extract Phases

To use the template, with Sage 200, install PostTrans. Download
Trial with Sage demo company. Purchase a month subscription for Live Sage Company. Price
Watch the On-line Training course on how to use and customise the templates.

Apart from column A these fields can be rearranged, hidden, and more columns mapped by using the Tags button to insert new tags. See 'Template Structure' section below.

Template Structure for Static Data

The template must have tag ‘Sage200proj’ in cell A1 to instruct PostTrans that we are interested in Sage 200 Project Structure, and that the sheet is a PostTrans Template. Pressing Import or Extract on a blank sheet will either open an existing example or create basic template for you to customise.

Row 1 contains a series of tags, which denote to PostTrans the data to be read/written in each column. These tags, and data columns can be rearranged to suit your needs, and the tags are added using the Tags button. See on-line Training Deleting the Tag name, in the cell, from this row removes the Sage 200 mapping. Table of Project Structure Tags

Hovering over these tags, in row 1, will show a comment which explains the tags purpose, data type and any other useful details.

Common Features

In-Cell Searching

Any Tag ending with ^ with have a in-cell search facility to look up associated values. Use SPACE + TAB to see all values, or SPACE and TEXT to perform a text search on description. These are returned to the cell as "CODE, DESCRIPTION". PostTrans only uses the CODE and ignores the comma and anything after it, thus data from a field would only need the CODE part of the data if from an external imported file.

In-cell Searching can be turned off by removing the ^ from the end of the tag name, or name in first line of comment (Header cells) to disable in-cell searching for a single column, or header cell. All in-cell searching can be turned off in Setup. In-cell searching.

Extracting the Data

The data extracted using the Extract button can be filtered, by entering criteria in row 2. Hover over cell A2 for instructions. Extracting Data

In addition to this some sheets have a PjSearch tag/column. In this case the user can paste a list of codes in column, and press Extract button, to extract those records to the sheet. Entering a single code in this column will extract a single record.

Amending Project Structure Data

Having extracted data, the user can now simply edit the Project Structure in Microsoft Excel, before re-importing it back into Sage 200.

PostTrans uses the tagged column PjCRC to detect changes in rows. Therefore, only records/rows which have changed since extraction are updated. If you add or delete a tagged column, PostTrans will treat ALL rows as having changed, and thus ALL records will be updated on next Import.

Importing the Data

Simply press the Import button to validate and import the data into Sage 200. PostTrans will read the Header cells and then process the rows of data until PjTitle column contains no data. The Sage Company imported into can be set in the Setup window.

PostTrans ONLY edits those fields listed on the sheet when importing, thus any existing values, on a record, are unaffected. New records may have default values for certain fields.

File Import Button

This can be enabled in Setup to easily import cvs, or fixed length files, into sheet for importation. Formula can also be added, or macros/VBA to manipulate this data before importation. Import from CSV file.

Validation

Any values and associated codes will be invalid during import. The cursor will be moved to highlight any problems in data.

Evaluation and License

This functionality will work with Sage Demo data without a license. A license is required to import into any other Sage Company. Pricing

What else can I do?

Other Sage 200 Extract/Import types

Frequently Asked Questions?

Got another question? It may well be covered on our Frequently Asked Questions page.

PostTrans Tags which map to Sage 200

Not all these tags/columns are needed. The table below lists the required and recommended:

Tag Name	Data Type	Description
Important Fields:
Sage200proj	Text Req	Returns `POSTED` if Trans line has been posted and will be ignored if `POSTED` (required). Also reports errors/warnings in data row
PjCRC	Text Req	Contains CRC number to help PostTrans detect changes in current row.
PjSearch^	Text 8	Search for Job/Template structure by entering code or pasting list, at top of column, and pressing `Extract` button. Will search for Project or Template if auto job number is on, else - `CAPS LOCK` is ON then searches for Project, if OFF then searches for Template. In Cell Searching values in table PjList
PjID	Integer Req	Record ID. This is used to update Operation resource record in Sage 200. If the Parent Operation Referance has changed, i.e. created new record, then it will be ignored and new record created with ID written back.
Project Structure:
PjCode	Text 30 Req	Job at top of structure. `X` to create a new Job. If copied from a template then will have X_TemplateName
PjL1^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL2^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL3^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL4^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL5^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL6^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL7^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL8^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL9^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
PjL10^	Text 30 Req	Structure level 1-10. When creating new Job this can be Group Code, or ProjectItem prefixed with ".". In Cell Searching values in table ProjectL1_10
Project:
PjTitle	Text 80 EOF Req	Project/Group/ProjectItem Title. Switches in setup control if system Titles are used. Since this column must have a value 'X' will use the system title for this line
PjDescription	Memo	Project Description
Cost Budget:
PjCostQty	Double	Budget Cost Qty, set to 1 if 0 and PjCostVal has value
PjCostVal	Double	Budget Cost Value, if mapped then will overide the calculatetion of this value PjCostQty * PjUnitCost
PjCostOvr	Yes/NoTF	Y to overide budgets below this item in Tree
Rev Budget:
PjRevQty	Double	Budget Revenue Qty
PjRevVal	Double	Budget Revenue Value
PjRevOvr	Yes/NoTF	Y to overide budgets below this item in Tree
Total Cost Budget:
PjTotCostQty	Double Read	Total Budget Cost Qty, for all items below this Phase/Project
PjTotCostVal	Double Read	Total Budget Cost Value, for all items below this Phase/Project
Total Rev Budget:
PjTotRevQty	Double Read	Total Budget Cost Qty, for all items below this Phase/Project
PjTotRevVal	Double Read	Total Budget Cost Value, for all items below this Phase/Project
Status:
PjStatus	Text 30	Group/Project Status
PjPercent	Double	Percent done
Other:
PjOwner^	Text 30	Owner of Job In Cell Searching values in table SageUser
Costs & Charges:
PjUnitCost	Double	Job Unit Cost
PjUOM^	Text 30	Job Unit Cost Unit of Measure In Cell Searching values in table ProjectUOM
PjUplift	Double	Uplift Percent
Costs & Charges Rules:
PjTimeSheet^	Text 30	TimeSheet Costing Rule In Cell Searching values in table ProjectTimeAndMaterialsPricingRule
PjStockIssues^	Text 30	Stock Issues Costing Rule In Cell Searching values in table ProjectTimeAndMaterialsPricingRule
PjOtherCost^	Text 30	Other Cost Costing Rule In Cell Searching values in table ProjectTimeAndMaterialsPricingRule
Nominal:
PjExpNom^	Text 16	Expense Nominal In Cell Searching values in table NOM
PjRevNom^	Text 16	Revenue Nominal In Cell Searching values in table NOM
PjWIPNom^	Text 16	WIP Nominal Sage V2015 onwards In Cell Searching values in table NOM
PjExpNomCC^	Text 3	Expense Nominal CC How Nom/CC/Dep are specified In Cell Searching values in table CC
PjExpNomDep^	Text 3	Expense Nominal Dep How Nom/CC/Dep are specified In Cell Searching values in table DEP
PjRevNomCC^	Text 3	Revenue Nominal CC How Nom/CC/Dep are specified In Cell Searching values in table CC
PjRevNomDep^	Text 3	Revenue Nominal Dep How Nom/CC/Dep are specified In Cell Searching values in table DEP
PjWIPNomCC^	Text 3	WIP Nominal CC How Nom/CC/Dep are specified Sage V2015 onwards In Cell Searching values in table CC
PjWIPNomDep^	Text 3	WIP Nominal Dep How Nom/CC/Dep are specified Sage V2015 onwards In Cell Searching values in table DEP
Special:
PjIgnore	Yes/NoTF	Ignore line when importing, if contains anything. This allows list of ProjectItems, then formula to ignore import if certain condition, such as no budget.
PjIsPI	Yes/NoTF Read	"YES" if line is a ProjectItem
PjIsCost	Yes/NoTF Read	"YES" if line is a Cost item
PjIsRev	Yes/NoTF Read	"YES" if line is a Revenue item
Customer:
PjCust^	Text 8	Customer set on Project line. IMPORTANT: If specified, PostTrans will set to this customer, and delete any others set In Cell Searching values in table Cust
PjQoQty	Double	Customer Quote Qty for PjCust, set to 1 if 0 and PjQoUnit has value
PjQoUnit	Double	Customer Quote Unit for PjCust. Price Quoted is set to PjQoUnit*PjQoQty
PjQoUOM^	Text 30	Customer Quote UOM for PjCust In Cell Searching values in table ProjectUOM
PjQoPrice	Double	Customer Quote Price for PjCust. If left blank will be calulate from PjQUnit*PjQoQty
PjQoSalesOrdNo	Text 30	Customer Quote Sales Ord for PjCust
Additional Fields:
PjAddL1	Text 30	Additional Name Label.
PjAddV1^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL2	Text 30	Additional Name Label.
PjAddV2^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL3	Text 30	Additional Name Label.
PjAddV3^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL4	Text 30	Additional Name Label.
PjAddV4^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL5	Text 30	Additional Name Label.
PjAddV5^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL6	Text 30	Additional Name Label.
PjAddV6^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL7	Text 30	Additional Name Label.
PjAddV7^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL8	Text 30	Additional Name Label.
PjAddV8^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL9	Text 30	Additional Name Label.
PjAddV9^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL10	Text 30	Additional Name Label.
PjAddV10^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL11	Text 30	Additional Name Label.
PjAddV11^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL12	Text 30	Additional Name Label.
PjAddV12^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL13	Text 30	Additional Name Label.
PjAddV13^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL14	Text 30	Additional Name Label.
PjAddV14^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL15	Text 30	Additional Name Label.
PjAddV15^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL16	Text 30	Additional Name Label.
PjAddV16^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL17	Text 30	Additional Name Label.
PjAddV17^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL18	Text 30	Additional Name Label.
PjAddV18^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL19	Text 30	Additional Name Label.
PjAddV19^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField
PjAddL20	Text 30	Additional Name Label.
PjAddV20^	Text 30	Additional Name Value. In Cell Searching values in table ProjAddField

Req = Field is required EOF = End of file, Stop when no more values

With data type Yes/No fields, if cell starts with 'y' or 'Y' is taken as TRUE

Where ^ denotes a In Cell Code Search, delete ^ at end of tag, to turn off code search

All Text fields are trimmed (spaces before) by default. Add ' to the end of the tag name to stop this.

Related Example Sheets

You can easily access the example sheets by pressing Help button, on the PostTrans Toolbar to access these related examples, or downloading them from the links below.

Project Accounting:

	Phase/Groups (Module: Projects)	Sheet:'Groups' Allow Extract Phase/Groups Main page for Phase/Groups Help article for Phase/Groups
	Project Items (Module: Projects)	Sheet:'ProjectItem' Allow Extract Project Items Help article for Project Items
	Project Structure and Budgets (Module: Projects)	Sheet:'Project Structure' Allow Extract/Amend/Import Project and Budgets Main page for Project Structure and Budgets Help article for Project Structure and Budgets

	Project Template for Project Manager to fill in (Module: Projects)	Sheet:'INPUT' Allow Extract/Amend/Import Project additional fileds and Budgets. Plus add customer and quoted price which optional sets revenue budget Help article for Template for Project Manager to fill in

	Project Cost Adjustments	Sheet:'Cost Adj' Allow Import Project Cost Adjustments
	Project Cost Adjustments + NOM line	Sheet:'Cost Adj with NOM line' Allow Import Project Cost Adjustments with Nominal Line
	Project Revenue Adjustments	Sheet:'Rev Adj' Allow Import Project Revenue Adjustments
	Project Cost Opening Balance	Sheet:'Cost OB' Allow Import Project Cost Opening Balance Adjustments
	Project Revenue Opening Balance	Sheet:'Cost OB' Allow Import Project Revenue Opening Balance Adjustments

	Project Expense Items(Module: Projects)	Sheet:'ExpenseItems' Extract Expenses Items
	Project Expenses + manual Tax (Module: Projects)	Sheet:'Expenses manual Tax' Import Expenses
	Project Expenses with Phase Filter (Module: Projects)	Sheet:'Expenses Phase Filter' Import Expenses
	Project Expenses (Module: Projects)	Sheet:'Expenses' Import Expenses
	Project Expenses By Resource (Module: Projects)	Sheet:'Expenses Entry' Import Expenses

Project Accounting

Save time updating

Import from Excel

Solve the Puzzle?

Great Customer Satisfaction

Power of Excel

Sage 200 Bins

Manufacturing

Project Accounting

Sage 200 : Extract/Amend/Import Project Accounting Records

Sage 200:Project Structure

Explanation of this type of Import

Features

Budgets/Unit Costs

Additional Information

Things we can’t do

Video 1 - Create Project from Template

Video 2 - Edit/Copy existing Project or Multiple Projects

Video 3 - Edit/Copy with Manual Project Code

Video 4 - Edit Project Titles

Video 5 - Customised Template to create Projects for Project Managers

Video 6 - Project Items and Phases/Groups

Template Structure for Static Data

Common Features

In-Cell Searching

Extracting the Data

Amending Project Structure Data

Importing the Data

File Import Button

Validation

Evaluation and License

What else can I do?

Frequently Asked Questions?

Other Useful Topics

PostTrans Tags which map to Sage 200

Related Example Sheets

Project Accounting: