Projects Overview

Use project records to organize your resources and manage the time required to
complete tasks for company projects.

Use basic Projects to track projects for customers including activities, time
tracking, and billing.
For more information, read Basic Projects.

Use Advanced Projects to track projects during your sales process, define and
manage project plans, assign resources, and integrate project activity into
your order-to-cash process. Advanced projects can be created independently
from customers.
For more information, read Using Advanced Projects.

The table below describes functions of both projects features.

Summary of Basic and Advanced Projects
Functionality

Basic
Advanced
Projects Projects

Projects and customers are managed in separate lists of

records

Yes

Yes

Auto-generated numbering creates separate sequences for

projects and customers

Yes

Yes

Tag a service item record to create a project when sold

No

Yes

Group tasks as work tasks or summary tasks

No

Yes

Identify project tasks on project records

Yes

Yes

Identify project tasks on service item records

No

Yes

Functionality

Basic
Advanced
Projects Projects

Assign project tasks to employees for completion

Yes

Yes

Assign project tasks to vendors and other resources for

completion

No

Yes

Restrict time entry to assigned resources

No

Yes

Identify tasks as milestones for billing

No

Yes

Log time against projects

Yes

Yes

Track the percentage of completion as time worked is logged

on projects

Yes

Yes

Enter a percent-complete override

No

Yes

Track CRM information such as activities and communication

for each project

Yes

Yes

Track project expenditures, such as billable time and items

Yes

Yes

Enter an estimated cost complete override

No

Yes

Enabling Project Features

To track projects with basic project records, you must enable the Projects feature.
For more information on basic projects, read Basic Projects.
To track projects with advanced project records, you must enable both the Projects
feature and the Advanced Projects feature. For more information, read Using
Advanced Projects.

Important:
If you create or edit custom project forms when the Advanced Projects feature is
enabled, be aware that these forms may be altered if you later disable this feature.
Immediately after you disable Advanced Projects, you need to review custom
project forms to see if they have been changed, and if necessary, edit them to fit
your requirements. For details about customizing forms, see Custom Forms.
To use milestone billing with Advanced Projects, you must enable Projects, Advanced
Projects and Advanced Billing. For more information, read Advanced Projects and
Milestone Billing.
To enable features:
1. Go to Setup > Company > Setup Tasks > Enable Features ( Administrator ).
2. Check these boxes to enable features:
o

To use basic projects, check the box next to Projects.

To use Advanced Projects:

1. Check the box next to Projects and
2. Check the box next to Advanced Projects.

To use milestone billing:

1. Check the box next to Projects and
2. Check the box next to Advanced Projects and
3. Click the Transactions subtab and check the box next to
Advanced Billing.

3. Click Save.

Creating New Records for Customers and Projects

Depending on the features you have enabled, you are able to create new records for
customers and projects.

Read Customers for information on entering a new customer record.

Read Creating a Basic Project Record for information if you have enabled the
Projects feature but not enabled the Advanced Projects feature.

Read Creating an Advanced Project Record for information if you have

enabled the Advanced Projects feature.

With both Basic and Advance Projects, once you have created project records, you
can access any related transactions from the Related Records subtab.

Basic Projects
1. Basic Projects Overview
2. Creating a Basic Project Record
3. Attach Contacts to Basic Projects

Basic Projects Overview

Use the Projects feature to track information about projects you are working on for
customers, including progress, costs, and revenues.
On a project record, you can identify a task for each step required to complete the
project. For example, you sell the service item Deluxe Widget Installation. This
installation requires three steps, or tasks, that installers must complete.
When you sell a Deluxe Widget Installation, create a project record to identify and
track the three tasks required to complete the project:

Task 1: Complete the interior wiring.

Task 2: Integrate the interior wiring with widgets.

Task 3: Run each widget through a complete test cycle.

Then, assign these project tasks to employees for completion. As employees log
time against tasks, you can track the percentage of completion for each project.
On the project record, you can enter estimates for the project duration, cost, and
revenue. Track expenditures for projects, such as billable time and items, as well as
CRM information such as activities and communication.
To create a project record without Advanced Projects, go to Lists > Customers and
click View next to the customer the project is for. When the customer record opens,
click Project in the Create New bar.

Once you have entered project records, you can associate a project with a
transaction by selecting the project in the Project field on the transaction form.
Creating a Basic Project Record
Create project records to track projects and tasks you need to complete.
To create a basic project record:
1. Go to Lists > Relationships > Customers ( Administrator ) and click View next
to the customer this project pertains to.
2. In the New menu, select New Project.
3. Under Primary Information:
1. In the Custom Form field, select the form you want to use to enter this
record. Select Standard Project Form, a custom form you have already
created, or click Customize to create a custom project form.
2. The Project ID field displays either the ID that has been entered in the
Project Name field or an auto-generated ID.

In the Auto checkbox next to Project ID, clear the box to

manually enter a name for this record in the Project Name field.

If you leave this box checked, NetSuite assigns a name or

number for this record based on your settings at Setup > Set Up
Auto-Generated Numbers.

3. In the Project Name field, enter the name of the project.

This name fills in the Project ID field unless you use auto-numbering.
Enter a unique project name. If you use Auto-Generated Numbering, it
is important that you enter the project name here because the Project
ID does not include the project name.
4. The Customer field shows the associated customer.
Note:
Once a project record is created, you cannot change the customer
associated with that project record.
5. In the Status field, select a status that indicates the progress of this
project.

You can create new project statuses at Setup > Accounting > Setup
Tasks > Accounting Lists > New ( Administrator ). Choose Project
Status.
4. Under Project Dates:
1. In the Start Date field, enter the estimated date work will start on the
project. If you have a contract for this project, this is the start date of
the contract.
You can change this date at any time during the life of the project.
5. Additional custom fields available:
1. In the Projected End Date field, enter the projected date all tasks will
be complete for this project. You can update this date at anytime.
Note:
This field is never calculated for you.
2. In the Actual End Date field, enter the date the project is actually
finished.
6. Under Email | Phone | Address:
1. Enter the email address, phone and fax numbers for this project.
2. The Address field shows the default billing address from the Address
subtab.
Resources
1. Enter any time for this project by clicking New Time or New Weekly Time.
Financial
1. Under Account Information:
1. If you use the Multiple Currencies feature, select the currency for this
customer.
2. If you use the Revenue Recognition feature, select a revenue
recognition forecast template. The template is used only to forecast
the expected revenue to be recognized for the project according to the
schedule.

Additional custom fields available:

2. If you assign account numbers to projects, enter an account number in the
Account field.
Relationships
1. Under Contacts, associate contacts with this project.
Communication
1. Enter phone calls, tasks, or events related to this project.
2. On the Files subtab, attach files from your file cabinet that are related to this
project. For example, you can attach a contract as a file associated with this
project.
Select -New- to upload a new file to the File Cabinet
3. On the User Notes subtab, add notes related to this project.
Address
1. Enter the billing and shipping addresses for this project.
Once you have entered information on these subtabs, click Save.

Attach Contacts to Basic Projects

When you create a basic project record, the contacts on the customer are not
copied to the new project record.
To attach a contact to a saved project record:
1. Click the Relationships subtab on the record.
2. In the Contact field, select a contact.
You can also click New Contact to create a new contact record.
3. In the Role field, select what responsibility this contact has in relation to this
project.
4. Use the View field, to change how the list of contacts is displayed.
5. Click Attach.

Advanced Projects
1.
2.
3.
4.
5.
6.
7.
8.

Using Advanced Projects

Advanced Project Tasks
Project Task Manager
Working with Resources in Advanced Projects
Managing Time and Expenses for Project Resources
Tracking and Managing Advanced Projects
Advanced Project Billing
Advanced Project Reports

Using Advanced Projects

When you use the Advanced Projects feature, you can do everything that the basic
Projects feature enables you to do, and more. To begin using Advanced Projects, the
details in this topic can help familiarize you with ways to use your account that
optimize the feature.
Advanced projects are created and tracked as individual records separate from
customer records. However, you can associate advanced projects with customers by
selecting the customer on the project record.
Advanced project records can be created manually or can be created automatically
from service items. Read Creating an Advanced Project Record and Setting a Service
Item to Create a Project.

Project Records as a Workspace

Advanced project records are intended to function as a workspace and help you with
each step of the project management workflow, from the earliest planning stages
though the final work on tasks and customer billing. By having all your data and
transactions processed in a centralized place, the project information is always
accurate and current.
When you create an advanced project record, you create a place to organize data
based on information supplied by your customer, ideally, from the opportunity
record.
As you enter project task records, the project schedules they create are also known
as a Project Work Breakdown Structures (WBS). The WBS is the heart of the project
workspace, where you can assess and process many aspects of the project as it
moves forward. The Schedule subtab of project records shows the WBS, where, you
can add new tasks, edit tasks and set up task hierarchies to organize project work
phases.

When you are done Setting a Project Baseline, work can start and time is entered
against project tasks. Then, you can view a Gantt Chart that compares actual
progress against your original baseline goals. Using the Gantt Chart you can view
your projects critical path and if time or costs are running over for the project, you
can make adjustments accordingly.
NetSuite calculates the actual work spent on the project and the remaining work.
The Percent Time Complete field calculates the amount of the project that is done
and the Estimated Labor Cost field calculates your labor investment for the project.
Labor costs estimates are based on the time budget and labor rates for resources
assigned on project tasks.
Once you create a project record, you can link the project to the appropriate
opportunity record. This makes it easier to keep items and records in sync during
the course of the project. Read Refreshing Project Items on Transactions.

Project Center
With Advanced Projects, you can assign project resources a standard Consultant role
with access to the Project Center. The Project Center allows access to NetSuite using
a specialized interface that routes the most important functions of project work
directly to the home page.
The Project Center has the following tabs: Home, Activities, Projects, Time &
Expenses, Reports, Documents, and Support. Each tab offers access to links and
information that deal directly with project management in NetSuite.
For information on giving access to employees, see Giving an Employee Access to
NetSuite.

Project Tasks and Task Hierarchies

Create a project task record to track each activity that must be completed for each
project. Project tasks represent individual actions within a set of actions that must
be completed to achieve a goal. For example, a project includes a Consultation task
and an Installation task. The Installation task has a set of subtasks that define work
required to complete the installation.
Creating an Advanced Project Task Record and setting up hierarchies helps you
organize, plan, and work on the project. Project tasks record what work needs to be
done, who needs to do it, and the order to perform the tasks.
For each project task, enter start dates using the Fixed Start or As Soon As Possible
constraint. NetSuite automatically calculates the end date for each project task
based on the estimated work, the work calendar, and the unit percentage
availability for each assigned resource. A scheduling algorithm uses task duration
combined with the predecessor relationships (Finish-to-Start, Start-to-Start, Start-to-

Finish, or Finish-to-Finish) and constraints of other project tasks to calculate the

project schedule.
Parent tasks organize the hierarchy of work tasks that are subordinate to other
tasks required to complete a project. For example, to define an installation task that
is composed of 3 individual tasks, you can set up task records as follows:
1. Create a task record for the installation. This task becomes the parent task
once you identify it as the parent of other tasks.
Note:
You do not have to assign resources or estimate work for a parent task. The
estimated work for the parent task is the aggregate of its child tasks and any
estimated work for the parent task. Without entering an assignee or any
estimated work the parent task will initially be saved as a milestone. It will be
converted to a parent task when subtasks are created.
2. Enter a work task for each of the three individual tasks. Identify each as a
subordinate, or child, of the installation parent task.
Milestones
Project milestones are used to mark a point in your project, usually completion of a
set of tasks or as a project health check to determine if youre on schedule.
Project milestones cannot have estimated hours, assignees, or a Finish No Later
Than (FNLT) constraint. When viewing a project Gantt chart or schedule, milestone
tasks are differentiated from regular project tasks.

Resource Assignment
When you identify employees and vendors as project resources, you can select
these personnel as resources to be assigned to project tasks. Assign resources to
projects to designate who should do the work necessary to complete each task.
Assigning Project Resources can be done in one or two steps depending on whether
you are:

Assigning Resources Restricted to the Project

Assigning Resources not Restricted to the Project

When you designate resource assignments on tasks, you can select service items to
define the services to be provided during the course of the task. For time and
materials projects, these service items eventually populate transactions such as
estimates and sales orders, and as work is done, are billed on the invoice.

If you enter a labor rate for each resource, you can calculate resource profitability
on projects. Project costs are sourced from the resource assignment rows. The work
cost designated for the task defaults from each resource record. The price defaults
from the service item and respects customer price levels as well as employee billing
classes. The projected cost and revenue for all tasks combine to produce the total
expected cost and revenue for the entire project.
You can also optionally choose to restrict time entry to only resources assigned to
the project. Read Restricting Time Entry on Project Tasks.
You can use the NetSuite Project Task Manager to manage project resources and
tasks. For more information, see Project Task Manager.

Project Billing
Advanced Project Billing for orders is based on Project Billing Schedule Types. The
billing schedule type specified on the project determines the type of project:

Fixed Bid, Interval projects bill customers for a currency amount that is
determined and agreed to before the project begins. The amount billed does
not change over time as the project progresses. Materials and expenses can
be added to invoices for these projects.

Fixed Bid, Milestone projects bill customers for projects in increments

based on preset milestone goals. When a milestone is reached, the services
associated with the milestone are eligible to be billed to the customer.

Time and Materials projects are billed based on the materials and
resources used to complete the project and the amount of time required to
complete the project. The final amount billed may change over the course of
time and is not determined before project work begins.

When you first define a project, depending on the type of project, you can create a
project-specific billing schedule or select an existing billing schedule. The billing
schedule selected on the project transfers to the project's associated transactions
(estimates, sales orders), creates a billing forecast, and determines billing dates for
the service items. When an order includes work that has been completed and is
ready for billing, that order automatically shows in the bulk billing queue or shows
the Next Bill button on the sales order form.
The project record also provides financial data for the project manager regarding
the expected margin, based on the project plan. Having an understanding of the
expected profitability at the beginning of the project, enables you to decide if the
margin is sufficient given the risk for the project. If a project requires a minimum
gross profit percentage, you can monitor the percentage during the life of the
project in order to maintain that goal.

Forecasting Project Billings

When a project specifies a Time and Materials or Fixed Bid schedule, that billing
schedule is applied to the associated estimate or sales order. Then you can use
billing schedules for Forecasting Project Billings.
Billing forecasts are generated based on the effort planned to be expended across
the planned project billing interval to determine when you expect currency to be
billed.
Service items across the project tasks are sourced to provide a summary of
quantity, cost, and revenue for the project. Then, this information is used to
calculate the gross margin for the project.
Projected billings associated with a project are included in financial forecast reports.
The forecast adjusts automatically based on actual work performed and any
changes made to the schedule.
Billing forecast data can be examined using project billing schedules, sales order
reports, the History subtab on sales order transactions and the Estimated
Profitability by Project Report.

Creating Estimates and Sales Orders from Projects

Once a project is set up, Generating an Estimate from a Project pulls the information
you set up on the project record to create an estimate. You can generate multiple
estimates over time to reflect changes and refinements based on customer
feedback.
Check or clear the Available in Customer Center box on estimates to determine
whether they show to customers in the Customer Center.
When the project detail is finalized, the next step is Creating Sales Orders from
Advanced Projects. When you create a sales order directly from the project, the
pricing and billing information carries over from the final estimate, which originates
from the linked project record.

Creating Projects from Service Items

Alternately, your process can utilize Setting a Service Item to Create a Project. In
this process, the service item is tagged to create a new project record automatically
each time you sell it.
For example, set the item Deluxe Widget Installation to automatically generate a
project by checking the Create Project box on its record. Then, each time you sell a
Deluxe Widget Installation, a project record is created that lists the tasks that
installers must complete for each sale of this item.

Note:
Projects created from sales orders do not automatically leverage the functionality associated with
billing types. You also cannot refresh items on the transactions with changes made on the project
record.

Setting Up Advanced Projects

The steps below can help you get started using Advanced Projects:
To set up Advanced Projects:

1. Enable the Advanced Projects feature, and if necessary, the Advanced Billing feature.
Read Enabling Project Features.
2. Optionally set up Auto-Generated Numbering for projects.
Read Setting Up Auto-Generated Numbers.
3. Optionally choose to restrict time entry by only resources assigned to the project.
Read Restricting Time Entry on Project Tasks.
4. Optionally set up items to automatically create projects.
Read Setting a Service Item to Create a Project.
5. Set up new project records to track projects.
Read Creating an Advanced Project Record.
6. Set up project task records to track tasks for each project.
Read Creating an Advanced Project Task Record.

Advanced Project Records

When you use the Advanced Projects feature, you can use advanced project records to track all
the information about each of your projects from beginning to end.

By setting up data for each project in an organized manner, you can more easily maintain and
access information when you need it, as well as use the data to update schedules and generate
transactions or reports that help you assess the progress of the project.
When you maintain accurate information for individual project records, you are better able to
accomplish goals not only for the one project, but for all company projects. This is because
within a company, often project planning requires a division of limited labor and materials
resources across many projects. In order to best balance margins and risks for all projects, you
need to be able to access accurate information about each project and make plans accordingly.
When you first create a project record, even if you do not yet have all the project details, you can
enter information such as the name of the project, current status, and perhaps the start and
projected end dates. Then, as the project progresses, project records are a workspace where you
can manage project details.
As data is available, you can also do the following on the project record to define and refine the
project:
Schedule subtab

On the schedule subtab of advanced project records, you can identify and schedule necessary
work tasks. Once tasks are created, you can see various basic or customizable views of the tasks,
also known as Work Breakdown Structures (WBS). A Gantt Chart view is also available. The
WBS is a tool to help you plan, manage and execute your project schedule.
Note:

The Schedule subtab appears only after you save a project record.
Resources subtab

On the Resources subtab, you can assign the resources needed to complete project tasks and
designate their role on the project. You can select multiple roles for a single resource. In order to
price and schedule resources, you need to select resources on specific task records. Read
Assigning Project Resources.
Financial subtab

On the Financial subtab, you can define the project billing behavior by selecting a billing type
and billing schedule, if you use Advanced Billing. The Financial subtab provides labor data for
estimated, actual, and remaining work, as well as the percent of the project completed based on
labor hours. Also, it displays estimated costs, revenue and profits.

Preferences subtab

On the Preferences subtab, choose settings for time and expense preferences related to the
project. Choose to allow anyone to enter time for projects or limit time entries to assigned
resources only. Classify project time entries as utilized, productive or exempt in order to
customize utilization calculations. You can also choose to allow expense entries and to create
planned time entries. If you use NetSuite OneWorld, you can select a subsidiary for the project.
For more information, see Working with Advanced Projects in OneWorld.
Related Records subtab

The Related Records subtab contains most of the same basic information found on Related
Records subtabs on records throughout NetSuite, such as information about contacts and
partners.
Communication subtab

The Communication subtab is where you can attach and send messages; schedule phone calls,
Best Practice: Incorporate the Project Record into your Sales Process

Projects can be linked with opportunities. This enables project items to be included in estimates
and sales orders and billed along with other sales items.
Note:

This specific workflow is possible only if you do not enable the Consolidate Projects on Sales
Transactions preference. For more information, read Using the Project Consolidation Preference.
The following workflow is recommended for incorporating projects into the sales process:
1. Create an opportunity for a prospect.
On the Items subtab of the opportunity form, all non-project items should be defined.
This is any items except service items. Project items, or service items, must come from
the project record.

If you would rather, you can also wait to define non-project items on an estimate.
For more information, see Opportunity Records.
2. Set up the project by creating a project record.
From within the project record, add and manage service items related to the opportunity,
create project tasks, and define the billing type.
For more information, read Creating an Advanced Project Record.
3. Link the project to the opportunity.
After you create a project record, you can link the opportunity record to the project by
selecting the project on the opportunity.
When you source a project on an opportunity, the project items automatically source into
the transaction rows of the opportunity record. These rows cannot be edited on the
opportunity, however they can be removed. Any changes must be made first on the
project record, and then reopen the opportunity to refresh the project items. Read
Refreshing Project Items on Transactions.
For information, read Linking a Project to an Opportunity.
4. Generate one or more estimates from the opportunity.
An estimate created from a linked opportunity merges the non-inventory and other items
with the service items for the project.
Note:

Creating an estimate from the project record will only include service items from the
project.
For more information, read Generating an Estimate from a Project.
5. Create a sales order from a project estimate.

Working with Advanced Projects in OneWorld

When creating a project record, if the project is associated with a customer, then the project is
automatically associated with the subsidiary of the customer and cannot be changed.
If you create a project record that is not associated with a customer, no subsidiary is associated
by default, but you are required to select a subsidiary. Once transactions are entered that are
associated with the project, the project subsidiary cannot be changed unless the transactions are
deleted.
Sub-projects are associated with the subsidiary of the parent project.
When assigning resources to projects, you can assign any employee to any project regardless of
the subsidiary. For example, an engineer associated with Wolfe US can be assigned as a resource
for a project associated with Wolfe UK.
Billable time and expenses can be entered against projects only by resources associated with the
subsidiary of the project.
Note:

The Intercompany Time and Expense feature must be enabled, and related preferences must be
set, in order to allow resources to enter time and expenses for customers of subsidiaries other
than their own. An automated adjustment process is available to transfer charges for
intercompany expenses from the employee subsidiary to the customer subsidiary. See Enabling
Intercompany Time and Expenses.

Creating an Advanced Project Record

Create advanced project records to track projects and tasks you need to complete.
To create an advanced project record:

1. Go to Lists > Relationships > Customers > New ( Administrator ).

You can also click New Project in the New menu at the top of most pages to create a new
project for the current Customer.
2. Under Primary Information:

1. In the Custom Form field, select the form you want to use to enter this record.
This field only appears when you have at least one custom form. You can
customize this form by clicking Customize at the top of the page.
2. The Project ID field displays either the ID that has been entered in the Project
Name field or an auto-generated ID.

In the Auto check box next to Project ID, clear the box to manually enter a
name for this record in the Project Name field.

If you leave this box checked, NetSuite assigns a name or number for this
record based on your settings at Setup > Set Up Auto-Generated Numbers.

3. In the Project Name field, enter the name of the project.

This name fills in the Project ID field unless you use auto-numbering. Enter a
unique project name. If you use Auto-Generated Numbering, it is important that
you enter the project name here because the Project ID does not include the
project name.
4. If this project is associated with a customer, select them in the Customer field.
Note:

Once a customer has been selected, it cannot be changed on the project record. If
you create a new project from the More Actions menu at the top of an existing
project, the new project record is automatically linked to the current projects
customer and cannot be changed.
Note:

Projects that are not associated with a customer cannot be used on transactions.
5. In the Status field, select the status that indicates the progress of the project.
You can create new statuses at Setup > Accounting > Accounting Lists > New >
Project Status.
6. In the Subsidiary field, select the subsidiary to associate with this project.
This field shows only if you use NetSuite OneWorld. For more information, see
Working with Advanced Projects in OneWorld.

Note:

Once a transaction has posted for the project, you are not able to change the
subsidiary selected on the project record.
7. Select a language for this project.
3. The information under Project Overview is populated once the project is saved and tasks
are created.
4. Under Project Dates:
1. In the Start Date field, enter the estimated date work will start on the project. You
can change this date at any time during the life of the project. NetSuite schedules
all project tasks without predecessors to start on this date.
2. The remaining fields under Project Dates are populated once the project is saved
and tasks are created.
5. Under Resources:
1. Use the Resources subtab to associate employees and vendors with this project.
Select the resource in the Name field and then click Add.
Note:

In order to add someone as a project resource, their record must be marked as a

Project Resource. For more information, read Working with Resources in
Advanced Projects.
2. Once you have selected a resource, the Email and Role fields automatically
populate. You may edit either of these fields to update the project record.
You can select multiple roles for a single resource by holding down Ctrl while
selecting roles with your mouse.
3. Click Add.
4. Continue adding resources to your project.
6. Under Financial:

1. Select a billing type for this project. For more details, read Project Billing
Schedule Types.
2. Select a billing schedule for this project or select New to create a new schedule.
For details about creating a billing schedule, read Creating Billing Schedules and
Creating Billing Schedules On-The-Fly.
3. If you select a Fixed Bid type schedule, enter the following:

In the Billing Item field, select the service item that will appear on
transactions billed to the customer.

In the Project Price field, enter the project price. This is the price billed to
the customer on transactions. It is also used to calculate gross profit
margin for the project.

2. If you use the Multi-Currency feature, select a currency for this project.
The Exchange Rate field shows the appropriate exchange rate.
3. If you use the Revenue Recognition feature, in the Rev Rec Forecast Template
field, select a revenue recognition template created for a project. It is used only to
forecast the expected revenue to be recognized for the project according to the
schedule.
b. Under Relationships, enter any new contacts associated with this project.
c. Under Communications:
1. On the Phone Calls subtab, enter or log phone calls related to this project.
2. Use the Tasks subtab to view and enter CRM tasks associated with this project.
For more information on tasks, read Working with CRM Tasks.
3. On the Files subtab, you can select and add files from the File Cabinet that are
associated with this customer. For example, you can attach a contract as a file
associated with this project.
Select -New- to upload a new file to the File Cabinet.

4. On the User Notes subtab, add and track notations about this project.
d. Under Preferences:
1. Check the Allow Time Entry box to allow resources to enter time worked for this
project on time transactions. This project is available in the Customer/Project
drowpdown on time transactions for resources assigned to this project.
Clear this box to restrict the entry of time transactions against this project.
2. Check the Display All Resources for Project Task Assignment box to allow any
employee or vendor designated as a project resource to be assigned to tasks for
this project. When you assign a resource that is not specified the Resources
subtab, then NetSuite automatically adds the person to the Resource subtab for
you. You cannot delete resources from the Resources subtab once they are
assigned to project tasks.
Clear this box to allow only resources listed on the Resource subtab to be
assigned to project tasks.
For more information, see Assigning Project Resources.
3. Check the Limit Time and Expenses to Resources box to only allow assigned
resources to enter time and expenses against this project.
Clear this box to allow anyone to enter time and expenses against this project.
4. Check the Classify Time as Utilized box to classify time entered on this project as
Utilized time by default.
5. Check the Classify Time as Productive box to classify time entered on this project
as Productive time by default.
6. Check the Classify Time as Exempt box to classify time entered on this project as
Exempt time by default.
Any time that should not be included in the denominator of utilization
calculations should be identified as exempt.
For more information on classifying time, read Classifying Time for Advanced
Projects.

7. Check the Allow Expenses box to allow resources to enter expenses for this
project on expense reports. This project is available in the Customer/Project
drowpdown on expense reports for resources assigned to this project.
Clear this box to restrict the entry of expense reports against this project.
8. Check the Create Planned Time Entries box to include planned time on resource
time reports. For information about planned time entry limits, see Creating
Planned Time Entries.
Clear this box to exclude planned time from reports.
9. Check the Include CRM Tasks in Project Totals box to include CRM tasks in
project costs, planned time and actual work for a project.
Important:

When you enable the Include CRM Tasks in Project Totals preference on a
project, be aware that task hierarchies can be set up only within each distinct set
of task types. A CRM task can be defined as a parent or a child task of a CRM
task only. A project task cannot have a CRM task set as a parent or child task.
Likewise, a CRM task cannot have a project task set as a parent or child task.
For more details, read Including CRM Tasks in Project Totals.
e. Once you have entered information for this project, click Save.
After you save a project record, additional information can be entered on the Schedule subtab
when you view or edit the project record. For more information, see Working with Advanced
Project Records.

Working with Advanced Project Records

Once you have saved a project record, you can begin building your project schedule. In addition,
NetSuite updates fields on the project record as work is completed on your project.
Schedule subtab

Once you save a project record, the Schedule subtab shows on the project record. The Schedule
subtab is a workspace to enter and modify project tasks, as well as track task progress.
For more details about the Schedule subtab, read Project Work Breakdown Structures (WBS).

NetSuite updates the following fields as work is completed on your project:

Project Overview

The Estimated Work field shows the total time for estimated work on all task records for
this project.
Note:

If this project is set to include CRM tasks, this total includes the Current Time Budget of
CRM tasks associated with this project. For details, readIncluding CRM Tasks in Project
Totals.

The Actual Work field shows the amount of time entered against tasks for this project.
This total includes approved and unapproved time.
Note:

If this project is set to include CRM tasks, this total includes time entered against CRM
tasks associated with this project. For details, readIncluding CRM Tasks in Project Totals.

The Remaining Work field shows the time for work yet to be done on all project tasks.
This is calculated as:
[All project task Estimated Work minus All project task Actual Work].
Note:

For individual tasks, before work starts on a task, Remaining Work is the same as
Estimated Work. When a task is marked Completed, this number is 0.

The Percent Work Complete field shows the total percentage completion for all project
tasks. Percent Work Complete is calculated as:
[Total Actual Work time for all project tasks divided by the total Estimated Work time for
all project tasks].
The percentage is 100% when the status of all tasks is Completed.
Note:

For individual tasks, calculations are affected by status as follows:

When the task status is In Progress, percentage is determined by dividing Actual

Work by Estimated Work. When the task status is Completed, this number is
100%.

When task status is In Progress, this number represents the number of actual hours
worked by the estimated time.

Project Dates

The Calculated End Date shows the anticipated end date for the project based on
calculations from data on project task records.
NetSuite determines which task has an end date farthest in the future and uses that date as
the end date for the project. This may not be the last task on the schedule.
If the project schedule changes, the calculated project end date can change.

The Last Baseline Date field shows the date when the last project baseline was set.

Financial

Under Estimates:

The Estimated Labor Cost field shows the total amount expected to be spent on labor for
this project based on labor costs for the tasks required. This amount is calculated as
[Estimated Work * Cost] summed for all project tasks, as follows:
o

First, NetSuite calculates the estimated cost of each task:

Estimated labor cost of a task
= [Estimated Work of Task * labor rate of resource assigned to task]

Next, NetSuite combines the task costs.

Estimated Labor Cost of the project
= the sum of estimated labor costs for all tasks required on this project.
For example, you sell a Deluxe Widget Installation and create a project record to
identify the three tasks to complete for this project, as shown below:

Deluxe Widget Installation

Task

Assigned
Resource

Labor
Rate

Estimated
Work

Est. Labor Cost Calculation

Task 1

Smith

$20.00

5 hr.

(5 hr. * $20) = $100

Task 2

Jones

$15.00

5 hr.

(5 hr. * $15) = $75

Task 3

Franken

$10.00

5 hr.

(5 hr. * $10) = $50

Estimated Labor Cost for Project

($100 + 90 + 60) = $225

The Estimated Labor Revenue field shows the total expected profit from labor on all
project tasks. This amount is calculated from expected labor costs and revenue on each
project task record as [Estimated work * Price] summed for all project tasks.

The Estimated Gross Profit field shows the gross profit expected, as calculated below:

For Time and Materials projects: [Estimated Labor Revenue - Estimated Labor
Cost]

For Fixed Bid projects: [Project Price - Estimated Labor Cost]

The Estimated Gross Profit Percent field shows the percentage profit expected, as
calculated below:
o

For Time and Materials projects: [Estimated Gross Profit / Estimated Labor
Revenue]

For Fixed Bid projects: [Estimated Gross Profit / Project Price]

The Financial subtab also shows a list of service items associated with this project, and shows
the following amounts for each item:

Resource

Unit Cost

Unit Price

Estimated Work

Estimated Cost

Estimated Revenue

Additional Project Record Fields

You can customize the standard project entry form to include several additional fields on your
project record. The fields listed below are organized by the default section they would appear in
when customizing a project record entry form.
For information on how to customize forms, read Creating Custom Entry and Transaction Forms.
Primary Information

Project Type Project types are user-defined values to classify projects in a way
meaningful to your company. You can define project types at Setup > Accounting > Setup
Tasks > Accounting Lists > New ( Administrator ).

Category Select a customer category for the project. You can define customer
categories at Setup > Accounting > Setup Tasks > Accounting Lists > New
( Administrator ).

Comments Add additional information about the project.

Image Add an image for the project. You can select an image from the File Cabinet or
upload a new image.

Project Overview

Estimated Work Baseline This field shows the estimated work at the time the project
baseline was set.

Initial Time Budget This field shows the sum of the initial time budgeted for the CRM
Tasks that are included for the project. This field is only relevant if you include CRM
Tasks in project totals.

Project Dates

Estimated End Date You can enter the date you plan to complete all project tasks by.
This field can be updated at any time. With Advanced Projects, NetSuite calculates the
end date based on the project schedule and displays it in the Calculated End Date field.

Estimated End Date Baseline This field shows the estimated end date at the time the
project baseline was set.

Calculated End Date Baseline This field shows the calculated end date at the time the
project baseline was set.

Financial

Account If you assign account numbers to projects, you can enter it here.

Rev Rec Override Percent Complete You can enter an estimate of how much of the total
project work is complete. This percentage is not calculated or updated by NetSuite.

Estimated Cost Enter the projected cost to complete the project.

Estimated Revenue Enter the projected revenue to be billed for work performed on this
project.

Estimated Labor Cost Baseline This field shows the value of Estimated Labor Cost
when the baseline was set.

Creating Projects in Bulk

When you use Advanced Projects and sell service items that are tagged to create projects
automatically, use the Create Projects from Sales Orders page to bulk create these projects.
For more information on setting up items to create projects automatically, read Setting a Service
Item to Create a Project.
Note:

The Consolidate Projects on Sales Transactions preference affects how projects are created using
this method. For details, read Using the Project Consolidation Preference.
To bulk create projects:

1. Go to Transactions > Customers > Create Projects From Sales Orders.

Sales Orders appear in this list if they include items that are tagged to create projects but
are not yet associated with a project and are not in one of the following statuses:
o

Canceled

Closed

Pending Approval

2. Check the Create Projects next to each order you want to create a project for.

3. In the Project Name field, the name defaults from the Project ID on the project record.
You can enter a different name.
4. Select a parent project, if applicable. The Parent Project dropdown appears only if other
projects exist for the customer.
5. In the Project Manager field, you can select a manager for this project.
Note:

Only entities marked as project resources on the Human Resources subtab of employee
and vendor records appear in the Project Manager dropdown. For more information, see
Identifying an Employee as a Project Resource and Identifying a Vendor as a Project
Resource.
6. Click Submit.
When you submit this form, new project records are created for the service items on these orders.
These projects default to show the primary contact from the customer on the sales order. The
start date of the project defaults to the start date of the sales order.

Copying an Existing Project

Once you create a project record, you can make a copy of it using the Save As function. This
allows you to quickly duplicate projects that share common attributes and settings.
Copy an existing project to create a new project with the same tasks, task relationships,
resources, assignments, billing schedule, and other details as the original project. All information
entered on the Schedule, Resources, Financial, Info, General, and Custom subtabs copies to the
new project including the customer, if assigned.
Note:

You cannot change the customer when you copy a project. When creating a template, do not
select a customer for the template project.
Note:

Copying a project means you do not have to enter the same project details each time you need to
create a similar project. You can simply change the name or ID of an existing project and click
Save As to create a new project.

Note:

If you have enabled auto-generated numbers for project records, you will see a Make Copy
button in the More Actions menu instead of the Save As dropdown option. Once you click Make
Copy, a new project number is generated.
To copy a project:

1. Open an existing project in Edit mode.

2. Change the Project ID, if not auto-generated, or Project Name.
3. You can opt to enter a new project start date. Note that changing this field alone does not
enable you to copy a project.
4. Click Save As in the Save button dropdown .
Important:

If you click Save instead of Save As, you update the existing project, not create a new
one. If the existing project has an associated customer, you cannot change the customer
on the new project.

Using Simple Projects as Templates

You can create projects to capture the basic structure of typical projects in your business and then
copy and modify them to create new projects. While not truly templates, these project shells
enable you to quickly create new projects with similar attributes. Simply save the project with a
different project name and then change project details as needed.
To create a basic project, enter the common elements shared by all projects of this type. Do not
add a customer. Once a customer is added to a project it cannot be changed and any new
projects created from that project record are also associated with the originally selected customer.
For example, set up a basic implementation project with the following details:

Three parent tasks - Clean up data, Import data, Analyze data

Predecessor relationships among the tasks

Time and Materials billing type

Monthly billing schedule

Then, when you start working on a new implementation project, copy the basic project and
update it with the appropriate project details.
Note:

Assign resources and service items to projects used as templates only if you do not use price
levels. NetSuite defaults the base price for service items if no project customer is identified. If
you later add a customer to a saved project that has service items, then you must re-enter the
service items to have the tasks reflect the price level associated with that customer.

Setting a Service Item to Create a Project

Using Advanced Projects, you can set up a service item to a create project each time you sell the
item. This option is available for Service For Sale and Service for Resale items only. You
designate a service item to create a project and identify the tasks for the project. Then, after
selling the items, bulk create projects from sales orders.
First, set up the item records for your service items.

Setting a service item to create a project:

1. Go to Lists > Accounting > Items ( Administrator ). Click Edit next to the service item.
2. On the item record, click the Related Records subtab.
3. Click the Projects subtab.
4. Check the Create Project box.
5. Define the tasks required to complete the project. For each task, complete steps a - d:
1. In the Task Template Name field, enter the task name. This is the task name that
appears on project records created for this item.
2. In the Start Date Offset field, specify the start date of the tasks relative to the
project Start Date. For example, if the task starts two days after the project start
date, enter 2.
3. In the Effort (hours) field, specify the total number of hours typically required to
complete this task. This number of hours is set as the initial time budget for this
task on project records created for this item.
Note:

When you set up a task for a Service for Sale Item, the task duration does not take
weekends into account. For example, an 80 hour duration sets the end date 10
days after the start date.
4. Click Add.
6. Click Save.
Then, when you sell the item, create a project record from the Bulk Projects queue. The project
includes the tasks from the template on the item record. To create project records from sales
order items, go to Transactions > Customers > Create Jobs From Sales Orders ( Administrator ).
For more information, read Creating Projects in Bulk.
To view the list of projects, go to Lists > Relationships > Jobs ( Administrator ). Click Edit next
to a project in the list to open the record and assign tasks to personnel.

Using the Project Consolidation Preference

The Consolidate Projects on Sales Transactions preference determines whether you track one
project on sales transactions at the header level or multiple projects at the line level. It also
determines how Creating Projects in Bulk creates projects from items.
Project consolidation affects the creation of projects and the processing of transactions.

With Consolidate Projects Enabled :

You can associate one project with each line item on sales transactions, such as a billable
item, expense, or time. The customer relationship displays at the header

If you use Advanced Projects, one project is created for each project-tagged line item on sales
transactions and each project is billed separately to the customer. The estimated revenue for each
project is the net amount of the corresponding line item.

With Consolidate Projects Disabled :

Disable this preference to associate all items on a sales transaction with only one
customer or project. The customer and projects displays at the header level.

If you use Advanced Projects, one project is created that contains all project-tagged line items on
the order. In other words, project-generating items are consolidated and billed as one project. The
estimated revenue for each project is the sum of the net amounts of all corresponding line items.
Note:

When the consolidation preference is enabled, the Create New bar at the top of the project record
does not include a link to create a new invoice. This means that invoices cannot be created
directly from project records, they must be created from the Create Invoices link on the
Transactions tab.
For details about creating projects from items, read Setting a Service Item to Create a Project and
Creating Projects in Bulk.
To set the Consolidate Projects on Sales Transactions preference:

1. Go to Setup > Accounting > Preferences > Accounting Preferences ( Administrator ).

Choose Items/Transactions.
2. In the Sales & Pricing section, set your preference for consolidating projects based on the
information above.

Check the Consolidate Projects on Sales Transactions box to enable the

preference.

Clear the Consolidate Projects on Sales Transactions box to disable the

preference.

3. Click Save.
Using this preference can affect the following:

Steps for Refreshing Project Items on Transactions.

Billing and Project Consolidation

Generating an Estimate from a Project

Estimates can be generated from finalized projects. The service items and billing specified on the
project record carries over to the estimate. If needed, the project can be modified and additional
estimates generated. Once an estimate is approved, it can be converted to a sales order.
To create an estimate from a project:

1. Go to Lists > Relationships > Projects.

2. Click View next to the project you want to create an estimate from.
3. On the project record, click Estimate from the New menu.
A new estimate form opens. The customer from the project record autofills on the
estimate.
4. Optionally enter a title for this estimate in the Title field. The estimate title text appears
on lists, shows in search and reporting results, and shows on the Estimates subtab of
records it is associated with.
5. Complete the estimate form as necessary. For details, read, Preparing an Estimate.
6. Click Save.
Once the estimate is saved, it is linked to the originating project. When viewing a project record,
you can see the related estimates by clicking the Transactions subtab under the General subtab.

Available in Customer Center Preference

You can share estimates with customers through the customer center, using the Available in
Customer Center preference.
For an estimate that requires a large quantity of time to create, you can save the estimate, yet not
have it available to customers until it is complete and ready for customer viewing. When it is
ready, check the Available in Customer Center box on the Messages subtab on the estimate
record. Only then, the estimate shows in the customer center.

Linking a Project to an Opportunity

Projects can be linked to opportunities as details for the plan are refined. Service items on the
opportunity are sourced from the project record. Items not associated with the project can also be
added to the opportunity.
When the Consolidate Projects preference is disabled, you can link a project to an opportunity by
selecting it in the Project field in the header of the opportunity form.
To link a project to an opportunity:

1. Go to Transactions > Sales > Create Opportunities.

2. Select the customer or prospect in the Company field.
3. In the Project field, select the project you want to link to this opportunity.
Note:

The service items specified on the project record automatically populate the Items subtab
below. These service items can be removed but cannot be modified. Additional items can
also be added to this opportunity.
4. Complete the opportunity form as necessary. For details, read, Creating an Opportunity
Record.
5. Click Save.
Once the opportunity is saved, it is linked to the originating project on the opportunity.