Project, Job & Resource Costing Module

X3

Project Administration Administer resources involved in the execution of a project, and gain visibility as early as the sales opportunity stage.

Project Planning Define multiple tasks in a planned sequence and allocate the required resources.

Project Tracking Track the performance of a project against predefined parameters.

Project Billing Define cost centres and billable or non-billable attributes.

Project Accounting Map cost groups to account codes for consolidated project expenses and revenues.

Project Performance Measure project profitability by comparing actual vs budget costs and actual revenue vs forecast revenue.

PJRC: an end-to-end solution for project cost managementThe SynergERP Project, Job and Resource Costing Module (PJRC) was developed as a tool for professional service or project-oriented companies. PJRC enables businesses to proactively manage the phases, tasks and profitability of individual and collective projects in Sage X3.

This module provides a singular view of revenues and costs, as well as providing time and expense visibility for projects. It enables you to easily determine how the projected margin is performing against the baseline for each project, i.e. compare budget vs actuals.

Key Benefits of this Module

Project OverviewThe PJRC Advanced Module offers one version of the truth and a single data source for the management of project costing. View project profitability per dimension and manage project communications within the system using the Sage X3 workflow engine.

Functionality Overview

• Prospect / Lead Management• Lead to Opportunity Conversion• Opportunity to Project Conversion• Time & Expense Capture• Activity Tracking (set billing rates & track who’s working on what)• Project Costing / Profitability• Project Budget Tracking

• Manage Financial Elements (including quoting, invoicing & credit notes)• Resource Skills Tracking• Project Resource Allocation• Track / Log Billable & Non-Billable Work• Project Team Role-Based Security• Billing Runs• Real-Time Reporting

Projects

Credit NoteSales InvoicesExpensesProjectsJobsOpportunityLeadProspect

Opportunity ActivityUser SkillsSkillsSkills CategoryCost PriceSales PriceProductsCustomer

Are You Testing?Customer Statement

Based On Customer LedgerBilling RejectionProduct Level MappingBilling Run PeriodWeekly Time PeriodResource TeamProject Team

Since implementation of Sage X3 and the PJRC Module IQbusiness has been averaging a 30% reduction in credit notes, when compared to the previous year. We also saw a 40% improvement in matching projected pipeline to sales actuals.

Annalize Croukamp IQbusiness

Optimising Your Resource Utilisation

With PJRC you have visibility of projects in the pipeline and their resource requirements. You’re able to see which resources are allocated (partially or fully) to projects and whose projects are ending soon.

Users can search easily against resource availability per skill required and allocate resources directly from the search to the relevant project.

Easily update billing rates against a resource or project, with the confidence that this will feed through to all other areas in the system.

Functionality Overview

• Resource allocation by skillset (whether this is capturedin Sage X3 or links to the company HR System)

• Resource allocation by availability

• Schedule resources to multiple projects

• Fully optimise on resource capacity

• Pre-generation of timesheet entries

• Capture project/opportunity details

Opportunity Jobs Details

Project No. WBS Code Job Description Line n... Transaction ... Start date End date

1 PVO0005 01 PVOD005-01 Design Engineer 4 Time entry 01/03/21 31/05/21

2 PVO0005 01 PVOD005-01 Implementation Consultant 5 Time entry 01/03/21 31/05/21

3 PVO0005 01 PVOD005-01 Servers 6 Purchase inv 01/03/21 31/05/21

4 PVO0005 01 PVOD005-01 Project Management 7 Time entry 01/03/21 31/05/21

5 Popup viewCopy lineResource searchResource search allRevision line

Manage Time Sheets and Expenses

Time Sheets

The PJCR module enables you to generate timesheets directly from the project and against the assigned resources, as well as automatically generate public holiday timesheets. Because the system is able to access your HR data (whether this is captured in Sage X3 or links to the company HR System), you’re able to pull through information such as skills, resource rates and availability, straight into your projects.

Process includes:

• Time Capture • Time Approval• Time Capture Mobile • Time Approval Mobile

Expenses

Project expenses are easily captured, approved and allocated per project. The PJRC module enables you to handle all accounting entries inside X3 (no third party expense management tool needed). You’re able to link material purchase from the purchasing module directly to your project and visa versa.

Process includes:

• Expense Capture • Expense Approval• Expense Capture Mobile • Expense Approval Mobile

Project Billing

Achieve efficient and easy billing of projects. Less manual intervention is required to manage the billing-run, resulting in a more accurate billing process. The system ensures a more disciplined approach to project financials for the whole project team. Information is available in real-time, making it easier to spot errors quickly and take action.

The invoice approval process is simplified as all project information e.g. timesheets, is easily accessible during the approval process. All of these factors also mean that the month-end close process is shorter.

Process includes:

• Billing Report• Billing Reference Group• Billing Invoice• Billing Credit Note Project• Invoice History

Using the PJRC module, IQbusiness reduced their month-end close process from 18 days down to just 4 and actioned their first paper-free billing month.

Annalize Croukamp IQbusiness

Project ReportingDaily Billability for Selected Period

Average Billability & Utilisation by Practice

Year on Year Billability Comparison

Billability % Average Billability %

Billability % Utilisation %

Curr FY Billability % Curr FY Billability % (No interns) Prev FY Billability %

57%56% 56%

55% 56%

55%

69%

37%52%

52%

51% 59% 59% 48% 54% 58%

65%

56%

39%

39%

64%

64%

58% 54%104% 104%105% 103%

There are a number of dashboards and reports that are part of the reporting module. Track your utilisation and project billing and create reports for all stakeholders. Quickly spot any variances and implement changes to ensure you meet the required project outcomes.

For advanced analytics you may wish to consider Sage Data & Analytics (SDA) which will give you the ability to create more complex visuals and dashboards.

Data & Analytics

Achieve better overall management of project financials with the PJRC Advanced Module.

At SynergERP we partner with our clients on their digital journey, helping them to achieve financial and operational excellence through the best technology choices.

We are an award-wining Sage Platinum Partner, and in 2018 we celebrated 25 years of excellence as a business solutions provider.

Partner

www.synergerp.com

sales@synergerp.com

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