Tracking and managing project plans on the Projects tab

Content of the instructions:

1. Calendar view

2. Scheduled steps

3. Project plan listing

4. Phase billing

5. Editing the plan

The Projects > Plans view allows you to track, edit and invoice project plans. At the top of the view, there is a list of scheduled phases, and below it, you can see the projects where the plans are located.

Projects can be downloaded in Excel format by selecting the "Excel" button. You can limit the content of the view on the following grounds:

• Project and phase responsibilities

• Customers

• Task and project groups

• Order

Listings can be sorted by customer, project, or start date. Switching from the time frame to the calendar view is done by activating the "Calendar" tab.

Calendar view

The Calendar view shows the phases set for the selected month and their projects. You can switch between months with the arrow buttons at the top. Each calendar day shows the number of steps for that day. By clicking on the day number, you will see the stages of that day listed – by clicking again, you will return to the view of the whole month. The month name at the top also serves as a return button to the month view.

Scheduled steps

By default, scheduled phases are listed in chronological order (from oldest to newest). The display will initially show five lines, and you can select "Show all" to bring up the full list.

Details of each step:

• Date: Appears in red if the step is overdue (not yet completed in the past day).

• Item: Displays the names of the customer, project, and stage. The lower stages also show the upper stages. Clicking on it opens the plan and focus on the phase.

• Responsibility: Shows the people in charge.

• Run: The completion entry is done by clicking the button in this column.

  

Project plan listing

Under the Project plans, there is a list of the project plans that are within the scope of the call. To open an individual plan, click on the row.  The "Expand All" button at the top right will open all the plans listed.  The "Chats" button displays project-specific messages. The design can be archived by clicking the "Archive" button.

Review the plan

In the upper corner of the plan view, you can see the customer and the name of the project – by clicking on these, you can access the customer or project card. Next to the name, you'll see the steps you've completed. You can close the view by clicking the icon on the left side.

Additional:

• Comments: Shows the labels for the steps.

• Chats: A window of discussions in the project opens.

• Edit: Enters edit mode.

• + Phase: Add a new phase to the plan.

• Step: Layers: Specify the number of levels in the visible child steps.

The list of stages shows:

• Stage completion rate (circle on the left)

• Completed badge (✓ icon)

• Stage name and responsible persons

• Logged hours or costs relative to budget

• Phase Labels

• Viewing hours (click on the blue number of hours)

• Info column: Shows the billing method, invoiced hours, possibly unbilled amount, performer, and completion date

Hours that have not been allocated to the project plan are shown at the bottom of the phase list.

Phase billing

Steps that have unbilled hours or fixed amounts are shown in red in the Info column. A fixed amount can be invoiced by clicking on the number.

Hour entries are invoiced separately on the "Uninvoiced" tab.

Billing options:

• Create an quick sale: Select the product and seller, enter the name and description if necessary, and select "Invoice". The express transaction is saved in the "Quick Transactions" tab.

• Create an invoice: Enter a date (or leave blank to use the current day), select the product and the seller. Select "Invoice" and the invoice will be saved in the "Uninvoiced" tab.

• Add to invoice: Select an existing invoice to add a new row to. Enter the required information and select "Invoice".

If the invoice has already been created from elsewhere, the step can be marked as invoiced by selecting the target invoice and clicking "Allocation". This doesn't create any new invoice lines.

Editing the plan

Users with editing rights can access the edit mode by clicking "Edit" in the view view of the plan.

Editable information:

• Plan and phase budgets

• Charging and billing policies

• Dates

• Names

The advanced options for the steps are opened from the three-dot menu on the right side of the row. From this, e.g. sub-stages or responsible persons can be added.

Be sure to save your changes by selecting "Save".