C-12-01 Create a Project View

Who: Project Manager
Why: A Project View is like a container that holds related Orders, Quotes and Invoices. Orders associated with a Project View can be actioned individually or as a group.
Before you begin
  • It is not possible to create a Project View within another Project View. Existing orders can be added into a Project View after it is created. (See topic Link Existing Order into a Project View.)
Related topics
Procedure
This procedure describes creation of the Project View and the Project View Order Template used to populate Orders created within the Project View.
  1. On the ConSol menu, select Project View > Create Project View.
    The Create New Project View screen appears.
    Fields marked with a * (red asterisk) are mandatory – they must be filled in.
    Fields marked with a # (red hash) are not seen by Suppliers.
  2. Fill in the description and date details of the Project View:
    1. Project View ID – uniquely identifies this project view and can be used to search for the project view.
    2. Project Name - can be used to search for the project view.
    3. Description – (suggested use) reference to other systems used by the Customer.
    4. Purchase Order No – optional field that can be entered at the creation of the project view. Can be added or edited at any time by the project view owner.
    5. Project Start Date – Defaults to today’s date. Can be in the past or future.
    6. Project End Date – date the project will finish.
    7. Project View Estimate – estimated total cost of the Project View (optional).
    • Start and End dates limit the Service Period dates for Orders created within the Project.
  3. Select the general classification of work being conducted within the Project from the Project View Work Type drop down list.
    The Work Reqd For list is populated with Workgroups to which you belong.
  4. Select the Workgroup managing the project from the Work Reqd For drop down list.
    The Invoiced Entity list is populated based on your Work Reqd For selection.
  5. Select the business unit to which this Project View belongs from the Invoiced Entity drop down list. (Some organisations have more than one Invoiced Entity.)
    The second section of the Project View is the Order Template. Enter data in the Order Template (N1) that you want to automatically populate into new Orders (N2) when you create them within this Project View.
    Depending on how much detail is included in the Order Template, creation of new Orders may skip some of the Order stages (e.g. Order Create, Order Categorise). If a Supplier is included in the template, the Order Allocation step is also skipped.
    • Fields left blank in the Order Template will not be pre-filled when a new Order is created. This may affect how automated the Order creation process is. For example, the Requested By field is a mandatory field on Orders and it is entered in the first stage of the Order creation process. If this field is left blank on the Order Template, new Orders based on this template will stop at the initial screen.
    • N3 - Many fields have a checkbox next to them. If the checkbox is not ticked, that item will not be copied from the Order Template to new Orders when they are created.
    • N4 - Once the checkbox is ticked, you can edit the associated field. The value you enter in the field (or select from the drop down box) is copied from the Order Template to new Orders when they are created.
  6. To use a Master Order Template to populate this particular Order template do the following:
    1. If a Master Template exists that suits the needs of the Orders in this project, click the Select Master Template button.
      The Select Master Order Template window opens.
    2. Click Select next to the required Master Template.
      The Select Master Order Template window closes. The data from the Master Order Template is copied into the Order Template for this particular Project View.
      N5 - The Workgroup fields are automatically populated based on your selection in the Work Reqd For drop down list.
      N6 - The Requesting Officer defaults to you (currently logged in ConSol user).
  7. If a different requester must be nominated (for all Orders created from this template), click the Find icon  and select the required user.
  8. To specify the Job Location on the Order Template do the following:
    • Remember: this is a template that can be applied to all Orders within this project view. Only specify here data that you want on all Orders.
    1. Select the Client’s State from the drop down list.
    2. Click the Find icon  next to the Town / Postcode.
      The Location Assistant window opens.
      N7 - Use the page controls to jump to different pages within the list.
      N8 - Type in any of the filters to limit the contents of the list. In the example shown below, typing “P” in the Suburb filter (then press ENTER on the keyboard) causes the list to display Suburbs starting with “P”.
    3. Click Select next to the required Suburb.
      The Location Assistant window closes. The selected Suburb, Postcode and Council are inserted into the Project View Order Template.
    4. Select the Zone from the drop down list.
  9. By default the Service Period Start date is turned on (checkbox ticked) and set to be the same as the Project View Start date. If a different start date is required, enter the Service Period Start (or use the calendar icon  to select the date).
  10. By default the Service Period End date is turned off (checkbox unticked). If you want to use this Order Template to set the end date of Orders do the following
    1. Tick the Service Period End checkbox.
    2. Select one of the end date options as follows:
      • Select Fixed and enter the Service Period End date. Orders based on this template will have the specified End Date.
      • If you select Project View End Date, Orders created using this template will have the same End Date as the Project View End Date. NOTE: If the Project View End Date is changed, only Orders created after the change will have the new Service End Date. The Service End Date on existing Orders is NOT automatically updated to reflect the change.
      • Select Dynamic then set the Order Duration (N5). The Order end date will be the selected number of working/calendar days after the Order start date).

    NOTE:

    • When creating a new Project View, if you set a Service Period Start date on the Order Template that is earlier than the Project View Start Date, the Service Period Start Date will be automatically adjusted to match the Project View Start Date when you save the Project View.
    • If you set a Service Period End date on the Order Template that is later than the Project View End Date, the Project View End date will be automatically changed to match the Service Period End date when you create an order using the Template.
  11. To include Comments (only visible to internal personnel) or Special Instructions (visible to the Supplier) on the Order Template, tick the respective check boxes then enter the text.
    Take note of the maximum number of characters allowed in these fields.
  12. If required on all Orders, tick the Order Work Type and select from the drop down list.
  13. If all Orders in this Project View are to be for the same schedule and category do the following:
    1. Select from the Schedule drop down list.
      The Schedule list is populated based on your Workgroup selection.
      The Category list is populated based on your Schedule selection.
    2. Select from the Category drop down list.
      The Recommended and Alternative Suppliers lists are populated based on the Zone, Schedule and Category you selected.
  14. If all Orders for this Project View will be issued to only one Supplier, you can select the Supplier on the Order Template (from either the Recommended Supplier or the Alternative Supplier list).

    NOTE:

    • Selecting the Supplier on the Order Template makes the Allocate Order step automatic when creating Orders for this Project View.
  15. Once the Project View and Order Template are complete, click the Save and Continue button.
    The Project View screen is displayed with the Orders tab selected. Initially there are no Orders associated with the Project View.
    From the Project View screen it is possible to:
    Action/button User guide for more information
    Update the Project View Details Edit a Project View
    Create or Change the Order Template (associated with this Project View) Create/Edit Order Template
    Create a New Order (associated with this Project View) Add New Order to a Project View
    Manage Orders associated with the Project View Working with Orders in Project View
    Create a New Quote (as part of this Project View) Create Master Quote from Project View
    Transmit All Orders within the Project View Transmit All Orders within Project View
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