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The Cost Card Review tab lists all the cost cards currently included on the invoice. It displays the net effect of all adjustments, access to the history of cost cards, and provides powerful tools to adjust, transfer, add, and exclude cost cards. |
Tip |
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The Topic of the Day: Invoicing webinar is a great resource to learn all about creating invoices on Projector Management Portal. |
This form is reached by opening an Invoice from the invoice tab, and selecting the Cost Card Review tab.
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You can make cost card adjustments by checking the checkboxes next to each card and selecting an adjustment type from the menu at the bottom of the screen. See the sections below on each of the cost card adjustment types for more information.
Permissions and Settings
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- Group by -- Cards are grouped together by Project or Resource via collapsible buttons
- View at -- Expand or collapse the groups by making a selection from this list
Cost Card Grid
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Column | Description |
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Checkbox Column | The first column contains checkboxes. Check cards that you would like to modify. Modification details are discussed later on in this document. |
Project, Resource | The project to which the cost was reported, and the resource that reported the cost. Collapse or expand or expand groups by pressing the plus ( + ) sign or minus ( - ) sign. |
Expense Document | The name of the expense document (expense report, soft cost or vendor invoice) the cost card is on |
Incurred Date | The date the cost was incurred. This date is specified by the resource when filling out expense reports or by an administrator when creating vendor invoices or soft costs. |
Expense Type | The expense type associated with this card |
Status Icons
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Disbursed Amount | The amount that the resource was reimbursed, minus VAT, converted into the Engagement Currency. |
Markup | The amount by which the cost card has been written up or down. Some expense types have .
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Markup % | The total markup divided by the disbursed amount |
Client Amount | This is the amount that the client will get billed for this cost card. It is calculated by adding the total markup to the disbursed amount. |
Description | The text entered in the Description field by whoever created the cost card. The description can be edited by using adjustments discussed below. |
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From the multi-select drop down click Include cost cards on invoice. The following dialog is shown where you can search for cost cards to add. Only cost cards that are submitted will be displayed. If a cost card is not yet approved for invoicing then it shows up in results, but cannot be added to the invoice. Review the list of returned cards and check the box beside each card that you wish to include. Checking the box in the first row checks off all cards. Finally click OK to add the cards to the invoice.
Parameter | Description |
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Search string | Projector searches in the following fields
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Only show cards that can be included on this invoice | Checking this box will find cards ready for invoicing that meet the invoice parameters. Otherwise, submitted, but not approved cards are shown. |
Date Range | Search within a specified date range. Leave either the start or end date blank to search from the beginning or end of time. |
Explanation | Enter a reason for the inclusion of the cards. When viewing card history this note will be viewable. |
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Check the checkbox next to cards that you wish to remove from the invoice. Then from the multi-select dropdown choose Exclude cost cards from invoice. A confirmation dialog is shown detailing the affect on value due to exclusion. The cards values may change due to an exclusion because of previous adjustments. Remember that invoice adjustments are not "real" until it is issued. So any write ups, transfers, etc will be undone.
Excludes differ slightly from other adjustments in that it is possible to execute exclusions without requiring approval from both the project manager and finance approver in certain cases. If you have the Create and Approve Invoices cost center permission then you can exclude cards as long as their are no prior adjustments. This allows users who create invoices to be able to fine-tune the cards or cost cards that are on an invoice prior to inserting it into the review and approval workflow.
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Crediting a cost card involves taking a previously invoiced card and creating a credit for it on the current invoice. On the current invoice, the client is charged the net amount of all charges and credits. Like regular cost cards, credits can be adjusted up or down as needed. So for example you could issue a credit for half of a charged card.
Parameter | Description | |||||
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Search string | Projector searches in the following fields
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Only show cards that can be included on this invoice | Checking this box will find cards ready for invoicing that meet the invoice parameters. Otherwise, submitted, but not approved cards are shown. | |||||
Date Range | Search within a specified date range. Leave either the start or end date blank to search from the beginning or end of time. | |||||
Explanation | Enter a reason for the inclusion of the cards. If the change requires approval by the project or finance manager they will see this message. When viewing card history this note will be viewable. |
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The change cost card description adjustment is used to simply modify the descriptive text associated with one or more cards. This adjustment has no financial impact on the cards to which it is applied. You may want to change the description on a card if the current one is inappropriate, not descriptive enough or many other reasons. If the description field is blank when you enter this dialog then either all selected cards have no description or they have different descriptions. After the adjustment all selected cards will have the same, new description.
Adjusting Cost Cards
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All cost card adjustment screens share a common layout. There is an upper section that shows the current value of the selected cards. Then there is a middle section where you specify the changes you want made. Finally there is the lower section which details the effects of those changes. The following table describes the various fields you will encounter when adjusting cards. At the bottom of the screen you can optionally set finance and project manager approval if you have sufficient permissions.
Value Before – This section summarizes the details of all selected cards as they currently exist on the invoice. See the cost grid section for an explanation of each column.
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Set Approvals For – Optionally set finance and project manager approval if you have sufficient permissions
- _Write _Up/Down_Cost_Cards
- _Transfer_to_Project_Form
- _Change_Expense_Type/Adjust_Unit
- _Modify_Card_Descriptions
- _Add_Cost_Cards
- _Credit_Cost_Cards
- _Remove_Cost_Cards
- _Split_Cost_Cardsup/write down
- Transfer to project
- Change Expense Type
- Change description
- Include cost cards on invoice
- Include cost cards to credit on invoice
- Exclude from invoice
- Split
Write Up/Down Cost Cards
Write up or down cards to change the amount that the client will be charged. Changing one field automatically recalculates the others. The adjustment amount will be prorated across all cards being adjusted.
Adjustment | Description |
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Disbursed Amount | The disbursed amount of the cards prior to the adjusment. This field is read-only and cannot be changed. |
New Markup Amount | The new monetary value that you would like to markup the cards, using the disbursed amount as a base. |
New Markup Percent | The new percentage by which you would like to markup the cards, using the disbursed amount as a base. |
New Client Amount | The value of the cards after this write up/down. |
Adjustment Code | Choose an adjustment code for this write up/down. Adjustment codes are used within Projector to explain why an invoice has been adjusted. |
Suppress cost cards from being printed on invoice | If the adjustment causes the cards to be worth zero, then you can check this box to suppress the cards from being printed on the invoice. If the system setting Automatically suppress display of zero-amount cost cards on invoice is ticked, then this checkbox is grayed out and will automatically be ticked as necessary. Suppressing a cost card is useful when you do not want the client to know about an expense from an invoice. For example, if a resource had a bar tab that was not authorized by the client, you may write the client amount down to zero and suppress it from the invoice. |
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If you attempt to transfer expenses where the card work date is outside of the project start and/or end date, you will be warned that the dates will be adjusted to accommodate the transfer. See Warning - One or more time cards extend beyond the project's start date / One or more time cards extend beyond the project's end date.Transferring these cards to this project will cause the open or close date to be adjusted.
- New Project – The project to which the cards are to be transferred. Press the ... button to choose a project for the transfer.
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The change expense type adjustment is used to modify the expense type associated with one or more cost cards. Because the default markup percentage and treat costs as fees setting associated with expense types have a bearing on the value of a cost card, any prior write up and write down adjustments applied to the cost cards will be reversed and the cost cards will be revalued when the adjustment is applied.
Adjustment:
- New Expense Type – Open the drop-down menu to choose a new expense type for the selected cards
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Split card adjustments do not require approval, and are executed as soon as you save the invoice.
Adjustment – Determine the division of values between the existing card and the new card that will be created. Note that Projector only requires you to enter data in one of these fields, as all other values will be automatically computed.
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To suppress a cost card on a case by case basis, choose the write up/down adjustment and tick the checkbox Suppress cost cards from being printed on invoice. This option is grayed out if the client amount is any value besides $0. It is also grayed out if the system setting Automatically suppress display of zero-amount cost cards on invoice is enabled.
Expenses that are suppressed will have a icon displayed.
Viewing Cost Card History
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