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Project Quote - billable vs budget planning lines to be used

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Posted on by ploo 28
Hi Project experts
 
When I set up a project, I can have either billable, budget or both billable/budget project planning lines.
 
I know that if the lines are billable or billable/budget, these are included in project invoice (when the lines are invoiced).  Budget type lines are not invoiced but these post to G/L and WIP only.
 
However, if the project quote is to show the relevant planning lines, I need to make these planning lines billable or billable/budget.
 
The trick is, after setting these lines, and the project is to bill on milestone basis (i.e. set up a milestone billable line), what do we do with the lines that were created as billable or billable/budget for the project quote purpose (but not to be billed)?
 
Has anyone an idea on handling milestone project billing as well as using project quote on planning lines?
 
Thanks
Peter 
  • Suggested answer
    Ben Baxter Profile Picture
    Ben Baxter 4,738 Super User 2024 Season 2 on at
    Project Quote - billable vs budget planning lines to be used
    Before you start to modify the report, think through the entire process and how the data can be automated as well.  For example, adding Billable Planning Lines for the Quote and Billable Planning Lines for the Milestones, then using a Boolean to mark the lines as either Quote or Billing, and upon Project Status change from Planning/Quote to Open the Quote lines are deleted automatically.
     
    This still requires updating the Project Quote to skip over the Milestone lines, and it will streamline the Planning Line clean-up when the Project is accepted.
     
    Best Regards,
    Ben Baxter
    Accent Software Inc
  • CU28051925-0 Profile Picture
    CU28051925-0 6 on at
    Project Quote - billable vs budget planning lines to be used
    Thank you Ben and Jun.
    Ben’s approach would be the expected standard process but more effort to delete planning lines for tracking and WIP.
    Jun’s suggestion won’t help with providing the standard project quote print.
     
    I may have to resort to customising the project quote print program to pick only Budget planning lines and set the project suggested by Jun.
  • Jun Wang Profile Picture
    Jun Wang 7,377 Super User 2024 Season 2 on at
    Project Quote - billable vs budget planning lines to be used
    will there be issue if user sets up budget lines such as below and keep those?
     
    budget line : set up 
    billable line: milestone 1
    budget line : training
    billable line: milestone 2 
  • Suggested answer
    Ben Baxter Profile Picture
    Ben Baxter 4,738 Super User 2024 Season 2 on at
    Project Quote - billable vs budget planning lines to be used
    I would avoid the "Both Budget and Billable" type.  There is only one specific use case for that type, and almost nobody has the requirement.
     
    To answer your question, since it sounds like your Project Quote is different than how you will eventually bill the Project, you would first create Billable Planning Lines based on how you want the Quote to appear.  After the Project is accepted, you would delete those Billable Planning Lines and create your Milestone Billable Planning Lines, which will eventually be what is used for your invoicing.
     
    In this scenario, I would attach a copy of the Project Quote to your Project since the original Billable Planning Lines will no longer exist.  This way you have a copy of what the original Quote looked like for analysis purposes.
     
    Hope this was helpful.  If so, please mark it as a Verified Answer to help other forum users.
     
    Best Regards,
    Ben Baxter
    Accent Software Inc

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