Close Projects

Use the Close Projects function to flag selected projects, phases, or tasks as 'Closed'. When you close a project level, you cannot charge additional time and material costs against it. This function selects the Closed check box and enters the desired closing date into the Act Finish Date field on the Projects screen's General tab for the appropriate project level.

After you close a project, phase, or task, you can reopen it simply by clearing the Closed check box. When you reopen a project level, all levels below it are also reopened. To close reopened project levels, you must run the Close Projects function again.

The following rules apply when you close a billable or job costing project:

  • You cannot close a project level until all transactions related to that level and below have a status of 'Billed'/'Charged'.
  • You cannot close a project level if there is an unapplied balance remaining for deposits.
  • If you are closing a billable fixed fee project, project-to-date income should equal project-to-date billings for the level before you can close it. If the billed and income amounts do not match, you will receive a warning message, but will be allowed to continue.

You can close administrative and non-billable project levels at any time as long as you post all transactions from the project level you are closing.

You can never close speculative project levels. Instead, you must first change the project level type to 'Billable' or 'Job Costing' and follow the rules for closing that project type.

 

  1. Use the Data Filter to select the range of filtering options or leave the filter blank to include all available data.
  2. Post Project Transactions.
  3. Bill Project Transactions.
  4. Select the Do the following, then check the box check box.
  5. Edit, if necessary, the current date in the Close Date field.
    Note: The system enters this date in the Act Finish Date field on the project's General tab for the appropriate project, phase, or task when you close a project level.
  6. Enter any comments to associate with the selected projects/phases/tasks in the Comments field.
  7. Select, if applicable, the Banded Rows check box to highlight alternating lines on the report to make the report easier to read.
    Note: Use the System Manager Print Preferences function to define the default setting for this check box. You can then override this default when you print the report.
  8. Click the + adjacent to the Customer ID for the project, phase, or task you want to close.
  9. Select the Project ID and, depending on which option you chose above, the phase and task to close.
  10. Click a command button to

    11. Click To
    OK Begin processing.
    Activity Open the Activity Log to view previous activity from the Close Projects/Phases/Tasks function.
    Reset Set all fields to their default values.
    Select All Select all projects, phases, and tasks to close.
    Unselect All Unselect all projects, phases, and tasks to close.