## Initiating Projects

This chapter provides an overview of the project initiation process and discusses how to:

- Create projects.

- Work with projects and project tasks.

- Schedule project tasks.

- Generate quotes and proposals.

### Understanding the Project Initiation Process

Project initiation is the beginning phase for large-scale engineer-to-order (ETO) or make-to-order activities. Industries that make products according to very specific customer requirements rely on project management practices to ensure that all customer requirements are met in the final product. Projects of this nature can have a life cycle of a year or more; therefore, during the project initiation phase, you must comprehensively and accurately enter all of the information that is required for a project.

If you operate in an engineer-to-order business environment, you typically initiate a project only when a customer requests a quote for a specific product. After the customer transmits the request for a quote, you complete these activities that yield the information that is required for a quote:

- Create a project.

- Define high-level phases and tasks.

- Determine an estimated schedule.

- Calculate estimated costs.

- Determine a price and generate a proposal.

The goal of these activities is to provide the customer with sufficient information to make an informed decision about accepting or rejecting the quote. Some of the project initiation activities might be iterative, in response to additional customer questions and requirements. The project initiation phase concludes when the customer accepts the quote and you actually start planning for and working on the project tasks.

### Creating Projects

This section provides an overview of project creation and discusses how to:

- Set processing options for Project Workbench (P31P001).

- Create projects.

#### Understanding Project Creation

When a customer requests quote information for the product that you propose to produce for the customer, the first step is to set up a project. You have two options for creating a project. You can create a new project using the Add/Revise Project program (P31P011), or you can copy an existing project and change the project header information, as appropriate. After you define all the global project information, you can add task and schedule information, as well as financial estimates. This essential information helps you understand the activities that are required for a project and the costs that you will incur when you perform these activities. Without this information, you might have difficulty providing the customer with a realistic quote that enables you to complete the project at a profit.

Note. When you copy a project for the purpose of creating a new project, the system copies the task information that is associated with this project, but not the task dependencies.

Projects are stored as records in the F4801 table. When you set up a new project, you must provide this required information:

- Project description

- Branch/plant

- Order status

- Order type

- Planned start date

- Planned end date

The Add/Revise Project form enables you to add additional information, such as a business unit and a customer number, on the Project Information tab. The branch/plant provides the default value for the business unit if you do not enter a business unit. If you use the JD Edwards EnterpriseOne Job Cost system with JD Edwards EnterpriseOne Engineer to Order, you can enter a business unit that is different from the branch/plant. If you enter a business unit that does not exist in the system, and you have selected the Job Cost Interface option, you can add a new record to the Extended Job Master table (F5108) . You must provide a customer number to generate a sales quote from the Project Quotes program (P31P100) . You can also use the customer number to retrieve cost information, such as tax rates.

On the People tab, you can provide information about some of the people who are involved with the project, such as the manager and supervisor, and specify an email distribution list for status change notifications and project alerts.

The Project Attributes tab contains important processing information. You can determine whether the system commits inventory before or after the Quote Accept stage of the project. You can avoid allocating inventory and making financial commitments until you have assurance that the project will actually proceed. You can also specify whether the system overrides the originally entered estimated costs with the planned costs after you attach the parts list and routing instructions to a task.

If you are planning to use the Job Cost features of JD Edwards EnterpriseOne Engineer to Order, you must activate the Job Cost Interface option on the Job Cost tab and enter a GL class code. A subsidiary is required for every task. The JD Edwards EnterpriseOne Job Cost system uses only planned costs, and the project must be moved to the Quote Accept status before JD Edwards EnterpriseOne Job Cost can be used.

The Project Status tab on the Add/Revise Project form displays information about the stages of a project. When you complete each stage, the system activates the corresponding option, such as Quote Is Accepted. The options on this tab are locked from input and are for information only.

On the Order Information tab, you can specify order information, such as item number, quantity, and unit of measure. On the Sales Order tab, you can specify a billing method for the project. The program also provides a number of category codes that you can use for reporting.

Technical Considerations for Storing Project Information

When you work with the Project Workbench program, the system enables you to add and change project information. If you close the Project Workbench program without clicking Save and Continue or Save and Close, the information that you added or changed is not saved. The information is stored in cache to improve system performance. As long as the information resides only in cache, however, it is not stored in the appropriate tables. To save the project information, you must click Save and Continue or Save and Close in the Project Workbench program before you close the program.

#### Forms Used to Create Projects

Form Name | FormID | Navigation | Usage
Search for Projects | W31P001B | Project Workbench (G31P12), Project Workbench | Create projects. Review existing projects, copy a project, and revise a project.
Add/Revise Project | W31P011A | Select Add on the Search for Projects form. Alternatively, select the project on the Search for Projects form, and select Attributes from the More Row Actions field. | Create projects. Define or revise project header information.
Project Inquiry | W31P001F | Select the project on the Search for Projects form, and select Project Inquiry from the More Row Actions field. | Review the work breakdown structure of the project.

#### Setting Processing Options for Project Workbench (P31P001)

These processing options control default processing for the Project Management Workbench program.

Defaults

These processing options control the default values for order type, as well as task and project status.

1. Enter the Default Order Type | Specify the order type that is used as the default value when you create new tasks on the Project Workbench.
2. Enter the beginning Status for new Tasks | Specify the beginning status that is used as the default value when you create new tasks for nonconfigured items.
3. Enter the beginning Status for Configured Tasks | Specify the beginning status that is used as the default value when you create new tasks for configured orders.
4. Enter the Default 'From Status' of Projects to display | Specify the default value for the From Status filter field on the Work With Projects form.
5. Enter the Default 'Thru Status' of Projects to display | Specify the default value for the Thru Status filter field on the Work With Projects form.
6. Enter the level of nodes to expand on entry | Specify the number of node levels in the project workbench hierarchical grid to expand to when entering Project Workbench. Values are: Blank: Expand the project workbench to two levels. This is the default value. Any numeric value: Expand the project workbench to the number of levels indicated. For example, a value of 4 in this field would expand the project workbench to display nodes four levels deep.

Versions

These processing options control which version the system uses when you call other programs from the Project Workbench program. This table lists the programs in the order that they appear on the Versions tab, along with the default version. If you leave the processing option blank, the system uses this default version. You can define different versions in accordance with business processes.

1. Manufacturing Work Order Entry (P48013) | ZJDE0001
2. Equipment Work Order Entry (P17714) | ZJDE0001
3. Service Work Order Entry (P17714) | ZJDE0001
4. Configurator (P3210) | ZJDE0001
5. Manufacturing Work Order Parts List (P3111) | ZJDE0001
6. Manufacturing Work Order Routings (P3112) | ZJDE0001
7. Equipment Work Order Parts List (P17730) | ZJDE0002
8. Equipment Work Order Labor Detail (P17732) | ZJDE0002
9. Service Work Order Parts List (P17730) | ZJDE0001
10. Service Work Order Labor Detail (P17732) | ZJDE0001
11. Cost Components (P30026) | ZJDE0001
12. Project Quotes (P31P100) | ZJDE0001
13. Job Cost Master Revisions (P51006) | ZJDE0001
14. Upload Job Cost Budget (R31P800) | ZJDE0001
15. Sales Order Entry (P4210) | ZJDE0001
16. Work Order Processing (R31410) | XJDE0001
17. Project Close Analyzer (R31P403) | ZJDE0001
18. Work Order Inventory Issues (P31113) | ZJDE0001
19. Work Order Hours and Quantities (P311221) | ZJDE0001
20. Work Order Completions (P31114) | ZJDE0001
21. Resource Assignment (P48331) | ZJDE0001
22. Export Project Information (R31P404) | ZJDE0001
23. Import Project Information (R31P801) | ZJDE0001
24. Net Change (R31430) | XJDE0001
25. Related Orders (P31P204) | ZJDE0001

Process

These processing options control settings that affect processing in the Project Workbench program.

1. Enter the cancelled status for tasks | Specify the status for canceled tasks. When you select Cancel Task from the Row menu, the system moves the selected task to this status. Tasks at this status appear crossed out.
2. Enter the closed status for tasks | Specify the status for closed tasks. When you select Close Task from the Row menu on the Project Workbench form, the system moves the selected task to this status. Tasks at this status appear crossed out.
3. Net Change | Specify whether net change processing is performed when you quit the Project Workbench program (P31P001). You may want to run net change processing when you have changed information, such as dates, quantity, or unit of measure, on a work order that has a parts list and routing attached to it. The Net Change Processing program (R31430) can be launched when you click OK on the Project Workbench form. Values are: Blank: Do not perform. 1: Perform. Note. Set the Quantities and Dates processing option in the specified version of Manufacturing Work Order Entry program (P48013) to recalculate parts list and routing information.

Copy

These processing options control copy functions within the Project Workbench program.

1. Create Job Master | Specify whether the system should create a Job Master record when you add or copy a project. Values are: 1: Create. Blank: Do not create.
2. Amount Ledger Type | Specify the amount ledger type that you want to update. If you leave this processing option blank, the JA ledger will be updated. The budget unit ledger type to be updated is determined automatically, based on the amount ledger type. For example, the corresponding budget unit ledger type for JA is JU.
3. Copy Blindly | Specify whether the system copies the chart of accounts automatically or interactively. If you select to copy the chart of accounts interactively, you do so using an option from the Form menu. If you specify that the system copy the chart of accounts automatically, it does so after the job master record is created. You must define the source of the data to copy to the job. Values are: Blank: Do not automatically copy. 1: Copy.
4. Job Copy Source, 5. Job to copy from, and 6. Chart to copy from | Specify the data source for the job that you want to copy. If you copy the data from an existing chart of accounts, you must enter the name of the chart of accounts into the Chart To Copy From processing option. If you copy the data from an existing job, you must enter the name of the job into the Job To Copy From processing option. Values are: 1: Copy job data from an existing chart of accounts. Blank: Copy job data from an existing job.
7. Upload Original Budgets | Specify whether to upload original budgets automatically when you select the Lock Job Cost Budget option. Values are: Blank: Upload manually. 1: Upload automatically.
8. Assign Subsidiary | Specify whether to assign the subsidiary account from the parent task to all of the child tasks automatically. The automatic assignment is possible only if the Subsidiary field in the child task line is blank. Values are: Blank: Do not assign automatically. 1: Assign automatically.
9. Copying Cost for New Project | Specify where costs will be copied from when you create a new project by copying an existing project. The copied costs populate the estimated cost fields for the new project. Values are: Blank: Copy estimate to estimate 1: Copy actual to estimate

Scheduling

These processing options control scheduling for projects and determine whether you can modify frozen work order dates.

1. Modify Frozen Work Order dates | Specify whether you want to enable the dates on a frozen work order to be modified. Values are: Blank: The scheduling feature does not adjust the work order dates. 1: The scheduling feature reschedules the frozen work order dates when appropriate.
2. Display Scheduling Error Report | Specify whether you want to see a report displaying the scheduling data that generated a scheduling error. Values are: Blank: Do not display the error report. 1: Display the report.

#### Creating Projects

Access the Add/Revise Project form.

Project Information

Select the Project Information tab.

Branch | Enter a code that represents a high-level business unit. Use this code to refer to a branch or plant that might have departments or jobs, which represent lower-level business units, subordinate to it. For example: Branch/Plant (MMCU) Dept A (MCU) Dept B (MCU) Job 123 (MCU) Business unit security is based on the higher-level business unit.
Business Unit | Enter the business unit. The Branch/Plant field provides the default value for the business unit. If you use the JD Edwards EnterpriseOne Job Cost system, enter the job number in the Business Unit field.
Customer | Enter the identifier for the project's customer.
Status | Enter the project status.
Order Type | Enter a user-defined code (UDC) (00/DT) that identifies the document type that represents a project. For most users, this should be ET (Summary Task).

Dates

Select the Dates tab.

Planned Start and Planed End | Enter the planned date range for the project. When you copy an existing project to create a new project, the system leaves these fields blank. You must complete the fields with information that is specific to the project.
Actual Start and Actual End | Enter the actual date range for the project. The system updates the Actual Start and Actual End date fields on the project header from the project as the actual start and end dates for tasks are combined into the actual start and end dates for the project.
Other Date 5 and Other Date 6 | Enter a date that relates to a project or job in these fields. Use the information for reporting purposes. This date is user-defined.

People

Select the People tab.

Manager | Enter the address book number of a manager or planner.
Supervisor | Enter the address book number of the supervisor.
Assigned To | Enter the address book number of the person assigned to do the work.
Distribution List | Enter the address book number of the parent company. The system uses this number to associate a particular address with a parent company or location. Any value that you enter in this field updates the Address Organization Structure Master table (F0150) for the blank structure type. Examples of address book records that would have a parent number in the Address Book Master table (F0101) for validation purposes: Subsidiaries with parent companies. Branches with a home office. Job sites with a general contractor.
Organization Structure Type | Enter a user-defined code (01/TS) that identifies a type of organizational structure that has its own hierarchy in the JD Edwards EnterpriseOne Address Book system from Oracle (for example, email).

Project Attributes

Select the Project Attributes tab.

Commit After Quote Accept | Select to specify the stage of the project during which the system commits inventory when it attaches a parts list to a project work order. If you select this option, the system commits inventory after the Quote Accept stage. Otherwise, the system commits inventory before the Quote Accept stage.
Override Estimates Flag | Select to specify whether the system overrides the estimated cost with the planned cost when you attach a parts list and routing to the order.

Estimated Costs

Select the Estimated Costs tab.

Material and Labor | Enter a project-level cost estimate for material and labor. Important! If you enter estimated costs for the project, these costs will be added to the summarization cost fields in the project workbench.
Other | Enter estimated other costs.
Special Units and Special Amount | Enter the approximate number of special units or special costs at the project level.
Total | Displays the total project costs that are calculated from the costs that you entered.

Job Cost

Select the Job Cost tab.

Interface to Job Cost | Select to enable you to use JD Edwards EnterpriseOne Job Cost system functionality for the project.
Require Activity Code | Select to enable the optional entry of activity codes.
Project GL Class Code (project general ledger class code) | Enter a user-defined code (41/9) that identifies the GL offset account that the system uses when it uploads budgets, commitments, and actuals into project accounts.
Subsidiary | Enter a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account. Note. If you use subsidiary, it will appear by default on every line. Note. If you are using a flexible chart of accounts and the object account is set to six digits, you must use all six digits. For example, entering 000456 is not the same as entering 456 because if you enter 456, the system enters three blank spaces to fill a six-digit object.

Project Status

Select the Project Status tab.

The system populates the fields on this tab based on the project status. You cannot change the fields. The system displays these project statuses:

- Quote is Accepted.

- Job Cost Budget Uploaded Flag.

- Lock Job Cost Budget.

- Lock WBS

- Project is Closed.

Order Information

Select the Order Information tab.

Item Number | Enter the item number for the project.
Quantity | Enter the quantity of units that is affected by this transaction.
U/M (unit of measure) | Enter the unit of measure for the item.
Type | Enter the order type for the project.
Priority | Enter a user-defined code (00/PR) that indicates the relative priority of the project.
Freeze Code | Enter a code that indicates whether the project is frozen. Values are: Y: Yes, the project is frozen. N: No, the project is not frozen. This value is the default.
Ship This Phase | Select this option to specify whether the system can generate a sales order line for a project task. Project Requirements Planning (PRP) uses this value to explode project-specific requirements. Values are: Blank: Do not generate 1: Generate

Categories

Select the Categories tab.

Complete the category code fields as needed to further define the project.

Sales Order

Select the Sales Order tab.

Billing Method | Specify the billing method to be used for the project. Values are: 1: Sales Order Management 2: Contract Billing 3: Service Billing
Order Number, Order Type, and Order Company | Displays sales order information that was entered in the JD Edwards EnterpriseOne Sales Order Management system.

### Working with Projects and Project Tasks

This section provides an overview of projects and project tasks and discusses how to:

- Work with project queries.

- Unlock a project.

- Work with a project.

- Add and revise project tasks.

#### Understanding Projects

After you have set up a project, you access the Project Workbench program to define the project details and requirements. On the Search for Projects form, you search for a project by entering search criteria in the header portion of the form or by using queries. You can save and edit queries to use for future project searches.

After you find and select the project, three modes are available for working with the project:

- View mode: This is an inquiry only mode.

  You cannot edit the project or tasks in the project.

- Edit Tasks mode: This is a change mode.

  The system places record reservation only on records that you have modified. Also, the system does not let you edit a record that has been locked by a different user or application.

- Edit And Lock All Tasks mode: This is a change mode.

  All records in the project are locked as the lock is placed on the project. This mode is primarily used for scheduling. All records are locked and other applications or programs will not be able to access them until you quit this mode. All the orders in the project are reserved by the project and you are allowed to perform scheduling.

After you select a project and mode, the List of Records Locked form appears for the Edit Tasks and Edit And Lock All Tasks modes if work order tasks are locked outside the workbench. In the Edit Task mode, if the records are locked by other applications or users, you can proceed to work with the project, but you will not have access to work with the locked record. The List of Locked Records form displays the order number, project number, program ID, and user name of the locked records. When in the workbench, any locked records are identified by a lock symbol on the row in the Edit Tasks mode.

The Project Workbench features a hierarchical grid (parent/child grid) where you edit project tasks. The hierarchical grid combines the functionality of a tree and grid into one form. You can indent, outdent, move up and down, insert, cut, copy, and paste tasks within the Project Workbench. The Project Workbench form also features tabs that group logically related fields.

When you run any report, such as Process Project, Process Task, and Close Project, the system saves the data and, with confirmation from the user, then quits the workbench.

#### Understanding Project Tasks

After you have set up a project, you create a work breakdown structure (WBS) that provides a hierarchy of tasks and subtasks that need to be completed for the project. You can also add all of the detail information that will enable you to plan for and run the project, such as the project schedule. You can also enter resource information that the system does not use for processing, but that you use for reference only. Finally, you can add cost estimates that will enable you to generate a quote for the customer.

After setting up a project header record with information such as project description, branch/plant, planned start and end dates, and so on, you can add to the project individual tasks that represent the steps that are required to complete the project. The set of tasks that make up the project is referred to as the work breakdown structure (WBS). You can add tasks to the work breakdown structure, provided that it is not yet locked. If you lock the WBS, the Lock WBS option on the Project Status in the Add/Revise Project program (P31P011) is automatically selected.

When you set up a project to prepare a quote for a customer, you might want to add only high-level or summary tasks to enable you to identify the steps that are required to complete a project and to enter the costs that are associated with a task. By using this approach, you can determine a quote amount without having to expend more effort than necessary to develop a project before you actually receive an order from a customer. However, the business requirements and practices of a company determine the stage at which you add tasks and the level of detail for the task structure. The procedure for adding tasks to projects remains the same regardless of when you do it. The system enables you to develop a work breakdown structure with an unlimited number of subordination levels. When you enter tasks, the system creates a record in the Work Order Master table (F4801) for each task and assigns the project number as parent work order number. You can create new tasks by copying tasks from an existing project or by entering new task information. You can also move tasks within the WBS or cancel tasks.

When you add tasks to the detail area of the workbench, you must specify the order type. If you add an equipment maintenance or service order task to the project, this task becomes the model work order. From the model work order, the system generates the assigned maintenance or service order and loads it to the Project Workbench program (P31P001). If you add a task that contains a configured item work order, which is identified by its stocking type (C), the Project Workbench program calls the Configured Item Revisions program (P3210) to complete the item configuration. Subsequently, the system creates all new work orders that are required by the configuration and adds them to the configured item task as child tasks.

You can use the processing options to set default values for tasks that you add to the WBS. For example, you can use processing options to set default values for the order type and the beginning status for new tasks. You can also specify whether the system automatically expands the project tree to display the task hierarchy.

On the Project Workbench form in Edit Tasks and Edit And Lock All Tasks modes, you can copy, move, and delete tasks. You can copy tasks from an existing project into the WBS. To move a task, you can use the cut and paste function, indent/outdent, or up arrow and down arrow.

Project Costs

A significant aspect of building a work breakdown structure for a project is to assign estimated costs to each project task so that you can calculate the total cost of the project. Obtaining accurate cost information is a prerequisite for creating a good project budget and providing a price quote to the customer. JD Edwards EnterpriseOne Engineer to Order tracks estimated, planned, budgeted, and actual costs.

To obtain planned costs for a manufacturing task, you need to attach a parts list and routing instructions to the work order by running the Order Processing program (R31410) for work orders.

Note. You can run the Order Processing program either for an individual work order task or for the entire project. You access this functionality by using the appropriate task or project actions.

See Processing Work Orders and Rate Schedules.

In the project attributes, you can specify that the system enables you to obtain the cost information for the WBS by running this process without allocating inventory to the project at this point. You can also select to override previously entered estimated costs with planned costs to get the most up-to-date cost information. This step is necessary if you select to build a quote from the information in the estimated cost, not the planned cost, columns.

To obtain cost information, you must:

- Select the appropriate option in the project attributes.

- Select the Override Estimate value in the More Task Actions field on the Project Workbench form.

You cannot enter or change actual costs on the Project Workbench. When you run the Rollup of Actual Costs to Workbench program (R31P301), the system updates actual costs from the cost data that you provide as the project progresses, such as when you enter labor costs in the Work Order Time Entry program (P311221). Budgeted cost is represented as a single Budgeted Cost column. When you accept the quote in the Project Workbench program (P31P001), the system copies the total estimated cost into this field.

The system stores all of these costs in the F4801 table, as well as the Work Order Master Tag table (F4801T) .

Resource and Task Assignments

The Project Workbench program (P31P001) enables the project manager to enter resources for tasks on the WBS. This capability enables the project manager to view the resources that are assigned to manufacturing tasks and projects. Employees, in turn, can view their assignments, as well as the start and end dates for their tasks. You can assign multiple resources to a task, if necessary, to accommodate the amount of time that is required to complete the task.

You set up resource assignment information and perform resource assignments in the Resource Assignments program (P48331) . After you assign resources there, you can review them at the task level by selecting the Resources value from the More Task Actions field on the Project Workbench form. For manufacturing work orders, you access the Resource Assignments program from the work order routing.

See Also

Assigning Resources to Tasks

#### Forms Used to Work with Projects and Project Tasks

Form Name | FormID | Navigation | Usage
Search for Projects | W31P001B | Project Workbench (G31P12), Project Workbench | Complete any of the filter fields on the Search for Projects form, and click the Find button. Alternatively, select a query from the Select a Query field and click the Find button. Add new projects, review and select existing projects, and copy existing projects.
View All Tasks | W31P001I | On the Search for Projects form, select a project and click the View All Tasks button. | View all related project information. This is an inquiry-only mode.
Edit Tasks | W31P001I | On the Search for Projects form, select a project and click the Edit Tasks button. | Edit project tasks that are not locked by another user. Note. If work orders that are associated with the project are locked outside the workbench, you will access the List of Records Locked form. You will not be able to work with these records inside the workbench.
Edit And Lock All Tasks | W31P001I | On the Search for Projects form, select a project and click the Edit and Lock All Tasks button. On ETO Project Workbench - Edit and Lock All Task WARNING (W31P001O), select Edit and Lock All Tasks to continue. | Lock down the entire workbench while project tasks are edited. Note. Edit And Lock All Tasks is primarily used for scheduling. Note. If work orders that are associated with the project are locked outside the workbench, you will access the List of Records Locked form. You will not be able to work with these records inside the workbench.
Additional Task Information | W31P001D | Select a task on the Project Workbench form in Edit Tasks or Edit And Lock All Tasks mode, and then select Additional Info from the More Task Actions field. | Add category code information to a project.

#### Working with Project Queries

Access the Search for Projects form.

To create and save a query:

1. Define the specific information to use in a project query in the header.

2. Click the Save Query button.

3. On the Save Query form, complete the applicable fields and click Save.

To edit or delete existing queries:

1. Click the Edit Queries button.

2. On the Edit Queries form, select a query and click the Delete button to delete the selected query or the Edit button to revise an existing query.

#### Unlocking a Project

Access the Search for Projects form.

Note. This option should be used only for a catastrophic system failure such as a power outage or system crash. Security should be enabled at the user level so that users do not have access to this option.

To unlock a project:

1. Select a project on the Search for Projects form.

2. Select Unlock from the More Row Actions field.

3. The system unlocks the project.

#### Working with a Project

Access the Edit Tasks form or the Edit And Lock All Tasks form.

Note. The available options in the More Project Actions field vary by mode.

Select a value from the More Project Actions field:

Process Project | Process orders for a project by running the Order Processing program (R31410).
Quotes | Create a sales quote for a project.
Accept Quote | Accept a sales quote for a project.
Freeze WBS (freeze work breakdown structure) | Freeze the work breakdown structure for the project.
Close project | Close the project.
Copy Task | Copy the task that was selected on the Project Workbench form.
Accumulate Cost | Update costs for related orders in the workbench.
Freeze JC Budget (freeze job cost budget) | Freeze the job cost budget for the project.
Import From Host | Import the work breakdown structure for a project.
Export From Host | Export the work breakdown structure for a project.
Dependencies | Define or revise task dependencies in a project.

You can review the regions of the Edit Tasks form in these tasks:

See Defining Task Dependencies.

See Reviewing and Creating Related Orders for a Project.

#### Adding and Revising Project Tasks

Access the Edit Tasks form or the Edit And Lock All Tasks form.

Use the Insert Above, Insert Below, Insert Child, and Delete buttons to add, revise, or delete tasks.

Select a task and select a value from the More Task Actions field:

Resources | Display resources such as work order details, labor details, and people associated with a task on a project.
Override Estimate | Override the estimate for a task in a project.
Attach Work Order | Run the Order Processing program (R31410) for a task.
Additional Info (additional information) | Add category code information to a project on the Additional Task Information form.
Cost Components | Work with cost components to change costs for a task.

Enter project task information on each of these tabs:

Basic

Select the Basic tab.

Description | Enter the name or description of the project or project task.
Item Number | Enter the item number of an item that is associated with a project task. Use this field if the task consists of a manufacturing work order.
QTY Ordered (quantity ordered) | Enter the quantity of the item. Use this field if the task consists of a manufacturing work order.
UoM (unit of measure) | Enter a value from user-defined code 00/UM that indicates the quantity in which to express an inventory item. For example, CS (case) or BX (box). Use this field if the task consists of a manufacturing work order.
Task Status | Enter a code from user-defined code 00/SS that describes the status of a work order, rate schedule, or engineering change order. Any status change from 90 through 99 triggers the system to automatically update the completion date.
Shippable | Specify whether the system generates a sales order line for a project task. Project Requirements Planning uses this value to explode project-specific requirements. The project task must be a top-level manufacturing work order. The system cannot generate sales order lines from subassembly, service, or summary work orders. Values are: Blank: Do not generate a sales order line. 1: Generate a sales order line.
Alert | Enter a code that specifies whether the system sends alerts. Alerts are messages that inform you that an exception to a business process has occurred. Alerts are directed to individuals who are designated in the address book as project managers. You can specify the severity level of an alert to meet the needs of the organization. Applications that use alerts include: Warranty Claim/Supplier Recovery Processing (P174801Z) EPM Project Workbench (P31P001) Add/Revise Project (P31P011) Outbound Work Order Revisions (P4801Z1) Warranty Claim/Supplier Recovery Processing (P4801Z2) Values are: 0: Do not send alerts. 1: Send alerts.
Branch/Plant, Assigned To, Supervisor, and Manager | Display values that are provided by the project header if you have entered the information there.

Financial Plan

Select the Financial Plan tab.

Estimated Material, Estimated Labor, Estimated Other, Estimated Special Units, and Estimated Special Amount | Enter the estimated costs for the project. The method for entering estimated costs may vary depending on whether you are entering costs for summary tasks or manufacturing work order tasks. For summary tasks, enter costs manually on this form because no production costs are available for these tasks. You can enter estimated costs manually for work order tasks as well. However, if the item on the work order is a standard cost item (cost method 07) and standard costs exist for the item, you can use these values as a default. When you enter the work order task in the WBS, the system automatically populates the estimated cost fields with the available standard costs. The system assigns costs to the cost fields based on the cost classification scheme that you defined for the project. The system summarizes the costs that you enter in the Estimated fields in the Summarized Cost group box at the top of the form.
Total Estimated and Total Planned | Enter the estimated total and total planned costs of a task.
Planned Material, Planned Labor, Planned Other, Planned Special Unit, and Planned Special Amount | Display the planned costs for a task, such as material cost, labor, and other. Planned other cost is stored in the Work Order Master Tag File table (F4801T). Displays the number of special units that are budgeted for a task, after the acceptance of a quote. Specifies the special amount that is planned for a task, after the acceptance of a quote. Enter planned costs manually or have the system calculate planned costs by running the Order Processing program (R31410) . If you enter costs manually and then run the Order Processing program to attach parts lists and routings to the work orders, the resulting cost information overwrites the planned cost information that you entered on the Project Workbench form. You attach the parts list and routing to the work order to retrieve the current unit costs, as well as labor, setup, and machine rates, rolled up into the planned cost fields on the Project Workbench form. You can override these unit costs and rates manually in the Work Order Parts List (P3111) and Work Order Routing Instructions (P3112) programs. When you make changes to the costs, the system updates the planned costs. You can update the planned cost fields from the estimated cost fields if, at the time of quote acceptance, the planned cost fields are still blank. The costs that you enter or retrieve from various sources roll up to parent order levels, regardless of whether the parent is a manufacturing work order or a descriptive task. The system summarizes the costs that you enter on the parent level in the Planned field in the Summarized Cost group box.

Financial Actuals

Select the Financial Actuals tab.

Charge To | Enter an alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant. You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department. Business unit security might prevent you from viewing information about business units for which you have no authority.
Subsidiary | Enter a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.
Budget | Displays the total budgeted amount that is allocated for a task.
Actual Material, Actual Labor, Actual Other, and Actual Special Amount | Display the actual costs that accrue as you carry out the project. You cannot change these values on the Project Workbench form.
Total Actual | Displays the actual amounts of a job. The amounts that are displayed are from the Actual Amounts (AA) ledger. This field is informational only.
Total Estimated | Enter the estimated total cost of a task.
Total Planned | Enter the total planned cost of a task.

Scheduling Details

Select the Scheduling Details tab.

Duration | Enter a duration for summary tasks. For work order tasks, the system uses the item's level lead time to calculate the task's duration. Note. Level lead time is different for purchased and manufactured items: Purchased - The number of calendar days that are required for the item to arrive at a branch/plant after the supplier receives a purchase order. Manufactured - The number of workdays that are required to complete the fabrication or assembly of an item after all the components are available. You can enter level lead time manually in the Item Branch/Plant program, or you can use the Leadtime Rollup program to calculate it. To calculate level lead time using the Leadtime Rollup program, you must first enter a value in the Manufacturing Leadtime Quantity field in the Item Branch table (F4102).
Successors | Enter a task that cannot start or finish until another task starts or finishes.
Fixed Task Type | Enter a value from user-defined code 31P/TT that indicates the type of task for scheduling. Values are: Blank: Non-Fixed. This is the default value. 1: Fixed Task.

Order Details

Select the Order Details tab.

WO Type (work order type) | Enter a value from user-defined code 00/TY that indicates the classification of a work order or engineering change order. You can use work order type as a selection criterion for work order approvals.
Freeze Code | Enter a code that indicates whether the line on the order is frozen. MPS/MRP does not suggest changes to frozen orders. Values are: Y: Yes, the order is frozen. N: No, the order is not frozen. This value is the default.
Percent Complete | Enter a measurement that identifies the progress that is being made on an item such as an account, work order, and so on. This is a manually updated field.
Resources Assigned | Enter a code that specifies whether a resource is assigned to a project task. Values are: 0: No resource is assigned to the project. 1: A resource is assigned to the project.
Priority | Enter a user-defined code (00/PR) that indicates the relative priority of a work order in relation to other orders. A processing option for some forms enables you to enter a default value for this field. The value then appears automatically in the appropriate fields on any work order that you create on those forms and on the Project Setup form. You can either accept or override the default value.
BOM Type (bill of material type) | Enter a user-defined code (40/TB) that designates the type of bill of material. You can define different types of bills of material for different uses. For example: M: Standard manufacturing bill RWK: Rework bill SPR: Spare parts bill The system enters bill type M in the work order header when you create a work order, unless you specify another bill type. The system reads the bill type code on the work order header to determine which bill of material to use to create the work order parts list. MRP uses the bill type code to identify the bill of material to use when it attaches MRP messages. Batch bills of material must be type M for shop floor management, product costing, and MRP processing.
Rtg Type (routing type) | Enter a value from user-defined code 40/TR that indicates the type of routing. You can define different types of routing instructions for different uses. For example: M: Standard Manufacturing Routing RWK: Rework Routing RSH: Rush Routing You define the routing type on the work order header. The system then uses the specific type of routing that you define in the work order routing. The JD Edwards EnterpriseOne Product Costing system from Oracle and the JD Edwards EnterpriseOne Capacity Planning system from Oracle use only M type routings.
Asset Number | Enter the 8-digit number that uniquely identifies an asset.
Asset Account | Enter a value that identifies an account in the general ledger. Use one of these formats to enter account numbers: Standard account number (business unit.object.subsidiary or flex format). Third GL number (maximum of 25 digits). Account ID number. The number is eight digits long. Speed code, which is a two-character code that you concatenate to the automatic accounting instruction (AAI) item SP. You can then enter the code instead of an account number. The first character of the account number indicates its format. You define the account format in the General Accounting constants.
Unit Number | Enter a 12-character alphanumeric code to use as an alternate identification number for an asset. This number is not required, nor does the system assign a number if you leave the field blank when you add an asset. If you use this number, it must be unique. For equipment, this is typically the serial number.
Serial Number | Enter a 25-character alphanumeric number that you can use as an alternate asset identification number. You might use this number to track assets by the manufacturer's serial number. You are not required to use a serial number to identify an asset. Every serial number that you enter must be unique.

See Also

Configured Item Work Order Modification in ETO

### Scheduling Project Tasks

This section provides an overview of project task scheduling, lists a prerequisite, and discusses how to:

- Define task dependencies.

- Schedule the project.

#### Understanding Project Task Scheduling

To manage a project successfully over a period of time, the project manager needs to be able to create a project schedule that accurately reflects the time that is required to purchase and manufacture products that are needed to complete the project. Effective time and resource management is a high priority in today's business environment. Accordingly, JD Edwards EnterpriseOne Engineer to Order enables you to:

- Schedule projects using standard project constraints, such as task dependencies, fixed tasks, and resource availability.

- Import or export to Microsoft Project.

As you add tasks to the WBS for the project, you need to indicate how much time is required to complete each task. For summary tasks, you need to enter durations manually. For work orders, the system retrieves the duration from the level lead time that is defined for the item in the Item Branch program (P41026). It calculates the start and end dates for the task by using the duration and the system's scheduling function.

You use task dependencies to specify the sequence in which the project tasks need to be performed. The types of available task dependencies enable you to schedule overlapping tasks; that is, the earlier task (predecessor) can still be incomplete when the next task (successor) starts. You can use lag time in addition to the dependencies to structure the sequence of tasks. These four types of task dependencies are available:

- Finish to Start (FS). The predecessor task must be finished before the successor task can start.

- Finish to Finish (FF). The predecessor task must be finished before the successor task can be finished.

- Start to Start (SS). The predecessor task must start before the successor task can start.

- Start to Finish (SF). The predecessor task must start before the successor task can be finished.

When defining task dependencies in JD Edwards EnterpriseOne Engineer to Order, you must observe these rules:

- You can establish dependency links between parent tasks, but not between parent and related child tasks.

- You can create a dependency between a parent task and a child task that is not related to the parent task.

- You cannot create a reverse link between tasks that are already linked. This rule helps you avoid creating a circular relationship.

You define task dependencies for subtasks that are on the same level. In this case, the planned start and end dates depend completely on the defined task dependencies.

The system enables you to modify the predecessor and successor in task dependencies, as well as enter and revise other fields relating to the task dependencies. Task dependencies are accessible in the Edit Task Dependency region of the Edit Tasks and Edit And Lock All Tasks forms in Project Workbench.

When you select a task in the project, it then appears as the successor task in the Edit Task Dependencies region. You define predecessors for the chosen task either by typing in the predecessor task number or by using a search button.

The system validates dependencies during entry to check for invalid dependencies. This functionality is similar to the functionality of MS-Project. Validation occurs when you press Tab to move out of the dependency line that you created. The system issues an error message for invalid dependencies. This table lists the dependency types that are validated:

Dependency Type | Definition
Indirect circular dependency | Indirect circular dependencies are created when a circular dependency exists across the level. Indirect circular dependencies occur: While you are creating the dependencies for the tasks in the dependencies form. For example, two parent tasks have a dependency defined between them. Another dependency is defined between one of the parent tasks and the other parent's child task. The implicit dependency between a parent and child will be considered as a bidirectional dependency. While you are moving the task from one place to another. For example, two parent tasks have two children tasks. A dependency is defined between the two parents. A dependency is also defined between the two child tasks. If one of the child tasks is moved to the other parent, an indirect circular dependency is created. Any dependency between two tasks that results in a circular dependency is an invalid dependency.
Direct circular dependency | Direct circular dependency occurs only while you are creating the dependencies for the tasks in the Edit Task Dependencies region of the Edit Tasks and Edit And Lock All Tasks forms in the Project Workbench. A direct circular dependency is created when a circular dependency is on the same level or irrespective of the levels. This works for the first level but not the other levels. Direct circular dependency can occur when two child tasks of two different tasks have dependency defined twice. That is, one dependency is defined as Predecessor-Successor and another is defined as Successor-Predecessor. Another example of a direct circular dependency is the dependency that is defined between task A to B, B to C, C to D, and D to A.
Parent-Child dependency | An explicit dependency exists between a parent task and its child task. Explicit dependencies between parent and child occur: While you are creating the dependencies for the tasks in the Edit Task Dependencies region of the form. While you are moving the task from one place to another. Consider that two parent tasks are in a project. One of the child tasks has an explicit dependency with the other parent. If the child task is moved in to the task that has an explicit dependency, then it will create an implicit dependency between the tasks that leads to a parent child dependency error. Both an implicit and explicit dependency cannot exist between two tasks. The system issues an error message to the user that an error occurred while the user was creating the task dependency that is parent/child.
Duplicate dependency | Two dependencies cannot be identical.
Self dependency | The predecessor and successor task can not be the same.

Project Workbench enables you to define the type of tasks that pertain to scheduling. You can mark individual tasks as fixed or non-fixed to lock down an individual task. Fixed tasks have to be scheduled in the time window that is assigned and cannot be manipulated outside this boundary. Forward and backward scheduling will respect the constraints that are related to task types as well as honoring dates and duration when scheduling the project.

This table lists the task types:

Task Type | Definition
Non-fixed Task | This task's position in time has not been set. Its dates can be changed either by the user or moved by the system when scheduling the project.
Fixed Task | Only the individual task is fixed. It is permanently set at a particular instance in time. The task cannot be automatically moved by the scheduling algorithm, and can be changed only by the user making manual modifications to the start and end dates of the task. A fixed task behaves differently at different levels. For a task which is at the lowest level, a fixed task means that both the start and end dates are set. However, for a task which is at a higher level and has at least one child, a fixed task means that only the task start date (in case of forward scheduling) or task end date (in case of backward scheduling) is set. The other date has to be calculated based on scheduling dependencies and the requirement that the parent task has to span the combined duration of all its children. Designating a task as a Fixed Task only will cause no restrictions on the movement of its child tasks as long as they remain within the span of the parent task.

Forward scheduling enables the project manager to schedule tasks from a given start date. With forward scheduling, tasks are scheduled according to their duration and dependencies so that each task begins on its earliest possible start date.

JD Edwards EnterpriseOne Requirements Planning, which generates messages that recommend work order start dates based on backward scheduling, usually agrees with dates that are created by the backward-scheduling function of the Project Workbench program. With backward scheduling, a project manager can enter an absolute date by which the project must finish and schedule backward to determine the start date on which it must begin.

For both forward and backward scheduling, the Project Workbench program uses the task dependencies that you establish for each task to suggest correct start and end dates.

You can use the options on the Edit And Lock All Tasks form for forward and backward scheduling. If you change the dates or duration of a task, the system reschedules all tasks that depend on this task.

When you designate task types and perform scheduling, rules are in place to avoid infeasible schedules. This table lists the rules:

Task Level | Task Type | Rules
Parent Task | Fixed Task | The task start date, end date, and duration can be modified for a fixed task. The duration of a fixed parent task should be greater than or equal to the highest duration of any of its children tasks. If any direct child tasks are fixed, the fixed parent should span to encompass the span of all its fixed child tasks. Only the task start date (for forward scheduling) or task end date (for backward scheduling) will be pivoted. This will prevent the user from having to manually balance the span depending on the duration of all its child tasks, which can be extremely cumbersome.
Child Task | Fixed Task | The task start date, end date, and duration can be modified for a fixed task. If the direct parent task is fixed, the span of the child task should be encompassed within the span of the fixed parent task. If a parent task at any level above is marked as Fixed Structure task type, the span of the child task should be encompassed within the span of this fixed task. Note. A task can be a parent and a child at the same time, so both the preceding conditions can apply simultaneously. If the child task is at the lowest level in the WBS, both task start and end dates will be set and cannot be modified by the scheduling algorithm. If the child task has other child tasks underneath, only the task start date (for forward scheduling) or task end date (for backward scheduling) will be pivoted. This will prevent the user from having to manually balance the span depending on the duration of all its child tasks, which can be extremely cumbersome.

When you move tasks within a WBS and perform scheduling, rules are in place to avoid infeasible schedules. This table lists the rules:

Move Task | Rules
Move existing Fixed Task to make it a parent task. | The start date, end date, and duration can be modified for a fixed task. The duration of a fixed parent task should be greater than or equal to the highest duration of any of its child tasks. If any direct child tasks are fixed, the fixed parent should span to encompass the span of all its fixed child tasks. Only the start date (for forward scheduling) or task end date (for backward scheduling) will be pivoted. This will prevent the user from having to manually balance the span depending on the duration of all its child tasks, which can be extremely cumbersome.
Move existing Fixed Task to make it a child task. | The start date, end date, and duration can be modified for a fixed task. If the direct parent task is fixed, the span of the child task should be encompassed within the span of the fixed parent task. If a parent task at any level above is marked Fixed Structure, the span of the child task should be encompassed within the span of the fixed task. If the child task is at the lowest level in the WBS, both task start and end dates will be set and cannot be modified by the scheduling algorithm. If the child task has other child tasks underneath it, only the task start date (for forward scheduling) or task end date (for backward scheduling) will be pivoted. This will prevent the user from having to manually balance the span depending on the duration of all its child tasks, which can be extremely cumbersome.

You can forward and backward schedule a project with fixed tasks. These rules apply to both forward and backward scheduling:

- Scheduling will include a new return status to indicate the presence of infeasible schedules.

- Scheduling will not modify both the start and end date of a fixed task that is at the lowest level and does not have any children.

- Relationships between two fixed tasks will not be honored, as the relationships has no meaning.

For forward scheduling:

- Scheduling should not modify the start date of a fixed task that has children underneath it. However, the system can manipulate the task end date to honor the requirement that the date span of the parent needs to span the combined date span of its children.

- The project start date could be affected due to the presence of fixed tasks.

When you are backward scheduling, these rules apply:

- Scheduling should not modify the end date of a fixed task that has children underneath it. However, it can manipulate the task start date to honor the requirement that the span of the parent needs to span the combined span of its children.

- The project end date could be affected due to the presence of fixed tasks.

The scheduling that is set up with respect to fixed task scheduling must be validated. You can analyze the setup by clicking the Check for Conflicts button on Edit Tasks and Edit And Lock All Tasks. If you do not analyze the setup, the system performs the analysis when you save the schedule or perform scheduling.

The system determines whether the start and end dates of each task violate any explicit or implicit dependencies with another task on which the current task depends. The system also determines whether the task violates any time span rules resulting from fixed tasks. If the system finds a violation, the violating task will be moved so that it no longer violates the dependency. However, if the system does not find any feasible direction to move without violating at least one of the dependencies, an infeasible schedule status will be returned.

You run the scheduling algorithm by clicking the Schedule button on the Edit And Lock All Tasks form. If an infeasible schedule condition is met at any time during the scheduling process, the process stops and an error message appears. When the scheduling algorithm runs, it changes dates and durations of tasks, but only in cache, not to tables. If an error is found, the dates and durations that were changed in cache are changed back to their original values and are not saved to tables. The Scheduling Error Report displays the changed dates and durations so that you can compare them against the original values to get an idea of what caused the error. This is accomplished by saving the dates and durations that were changed into the Scheduling Error Report (F31PUI01) table before changing the values in cache back to their original values. The Scheduling Error Report runs over this table and deletes the contents for the user and project when the UBE has finished. The use of the Scheduling Error Report is controlled with a processing option in the Project Workbench (P31P001) program under the Scheduling tab.

After you set up project information in the Project Workbench program (P31P001), you can export the WBS to a third-party software program, such as Microsoft Project. You can use Microsoft Project to work with task durations and dependencies. You can then import task revisions back into the Project Workbench program. If you add or delete tasks in Microsoft Project, you cannot import these changes into the Project Workbench program.

See Also

Understanding Work Order Backscheduling

Integrating ETO with Microsoft Project

#### Prerequisite

Before you complete the tasks in this section, ensure that the WBS includes all of the tasks that you want to schedule and that all tasks have durations assigned to them.

#### Forms Used to Schedule Project Tasks

Form Name | FormID | Navigation | Usage
Edit Tasks | W31P001I | Project Workbench (G31P12), Project Workbench On the Search for Projects form, select a project and click the Edit Tasks button. | Define and revise task dependencies for project tasks. Check for dependency conflicts. Schedule project tasks.
Edit And Lock All Tasks | W31P001I | Project Workbench (G31P12), Project Workbench On the Search for Projects form, select a project and click the Edit and Lock All Tasks button. On ETO Project Workbench - Edit and Lock All Task WARNING (W31P001O), select the Edit and Lock All Tasks button to continue. | Define and revise task dependencies for project tasks. Check for dependency conflicts. Schedule project tasks.

#### Defining Task Dependencies

Access the Edit Tasks form or the Edit And Lock All Tasks form.

Navigate to the Edit Task Dependencies region of the form.

Successor Task | Enter the number of the task that you want to make dependent on the predecessor task that you entered. This number corresponds to the order number of the task.
Predecessor Task Number | Enter the number of the predecessor task. This number identifies the task on which the scheduling of the successor task is based. The relationship between the predecessor task and the successor task is defined by the dependency type.
Predecessor Description | Displays the description of the predecessor task number.
Dependency Type | Enter the dependency type to specify the sequence in which you want task to be performed. Values are: FF: Finish to Finish FS: Finish to Start SF: Start to Finish SS: Start to Start These values are stored in the Dependency Type user-defined code (UDC) (31P/DT)
Lag Time | Enter the scheduled time between dependent tasks. Depending on the lag time calculation method, the value that you enter represents an absolute amount of time of either the predecessor or the successor task.
Descriptive Text | Enter text. This is a 75-character detailed descriptive text field to be used for miscellaneous notes or text information.

You can review the Edit Tasks form and related regions of the form in these tasks:

See Working with a Project.

See Reviewing and Creating Related Orders for a Project.

#### Scheduling the Project

Access the Edit And Lock All Tasks form.

Note. Scheduling from the Edit And Lock All Tasks form is only at the project level.

Schedule the tasks that you entered in the WBS using the Forward Schedule and Backward Schedule buttons on the form.

To schedule tasks:

1. On Edit And Lock All Tasks, select Forward Schedule or Backward Schedule and click the Schedule button.

2. In the detail area, review the adjusted planned start and planned end dates.

   The date adjustment depends on the task dependencies that you defined, as well as the duration of each task.

### Generating Quotes and Proposals

This section provides an overview of the quote and proposal generation process, lists prerequisites, and discusses how to:

- Set processing options for Project Quotes (P31P100).

- Create a quote for a project.

#### Understanding the Quote and Proposal Generation Process

After you create a project in the Project Workbench program (P31P001) and add task and cost information, you can use the Project Quotes program (P31P100) to develop a detailed and structured quote that you can present to the customer for approval. If the customer accepts the quote, the company can begin work on the project. If the customer requests changes, the system enables you to revise the quote information multiple times. You can also send multiple versions of the quote to the customer. For example, you can revise cost amounts or specify whether certain lines are included in the calculation. You can then resubmit the quote version to the customer until all requirements are satisfied and the customer grants the final approval to continue with the project. If the requested changes involve adding or deleting tasks from the project, you need to make these changes on the Project Workbench form and generate a new quote from the WBS.

By using the JD Edwards EnterpriseOne ETO quote generation programs, you can create a quote based on the estimated or planned costs that are associated with each task in the WBS of the project. The system enables you to import the WBS from the Project Workbench program into the quote program. The goal is to build a quote that communicates sufficient information to enable the customer to make an informed decision. Typically, the cost information in the Project Workbench program varies in its level of detail; in some cases, it contains too much detail information, and in other cases, it does not contain enough detail information for an effective quote. From the WBS, you can select the task information that you want to appear on the customer proposal. You can simplify the quote by omitting detail information that is more relevant to the actual work to be performed than to the cost estimates. Conversely, you might need to provide a detailed production cost breakdown, as well as margins that are applied to each line item. The quote program also enables you to combine individual task quote amounts into subtotals and totals, thus further enhancing the customer's ability to understand the cost of undertaking the project.

The quote process might consist of several iterations between a company and its customer. Each time that you incorporate changes into the quote, whether they are engineering-related or price-related, you create a new version of the quote to be able to track the changes to the quote. The system stores the quote versions in the Project Quote Detail table (F31P11) . Finally, you use the quote information to generate a quote document that can be transmitted to the customer. If you use e-business processes, you can use the Online Proposals program (P31P101) to communicate with the customer using the web.

When the customer accepts the quote, you also need to register this event in the Project Workbench program. By choosing Accept Quote from the More Project Actions on the Project Workbench form, you manually move the project to a Quote Accept status. After you accept the quote in the Project Workbench program, you can begin the planning phase of the project.

The system provides email communication mechanisms for information about quote status. You can set a processing option to automatically notify the manager when a quote status changes. You can also define an email distribution list for the project that would, for example, enable you to communicate with the customer about the quote.

Project Status Codes

JD Edwards EnterpriseOne Engineer to Order provides these project status codes (UDC 31P/QP) that enable you to track the progress of various quote versions:

Project Status Code | Description
Pending | The default status when the quote is generated. At this stage, the sales person, for example, can change and refine the quote as often as needed because the quote has not been forwarded to the customer. The sales person can create a new version of a quote at this stage. Several quote versions for one project can have the Pending status. When the sales person creates a proposal from the quote and sends it to the prospective customer, the quote is advanced to an Active status to enable the customer to access the proposal document.
Active | When you consider the quote information to be sufficient for preparing a sales proposal for a customer, you can change the status of the quote to Active. This status enables you to generate a sales quote that you can send to the customer. The status indicates that a quote has been sent to the customer for review. To distinguish between changes to the original quote, you can assign this status to several versions of the quote. When you make changes to an active quote, rather than creating a new version, the changes might become difficult to track. You can have multiple active quote versions that you can send to the customer. You must assign a different name to each version of the quote that has the same status so that the customer can identify them. This status means that the customer is reviewing the quote and negotiations are still ongoing. If the customer rejects the quote, the quote author can change the status of the quote to inactive.
Inactive | The status that indicates that the quote is no longer in effect. You cannot change inactive quotes. They exist only to be archived. You might want to enter a reason for inactivating the quote.
Current | The status that indicates that the customer has accepted a quote. Only one quote per project can have this status. When a quote has this status, you can create new quotes if the project needs to be renegotiated. In this case, you must change the status of the current quote to inactive, provide a reason for inactivating a quote, generate a new quote, and activate it.
Complete | The status that indicates that the project is completed or abandoned and subsequently closed. When a quote has this status, you can no longer create new quotes for the project or change the quote. Only one quote per project can have this status.

Online Quotes and Proposals

JD Edwards EnterpriseOne ETO quote enables you to communicate and send quotes online directly to the customer, thus bypassing the step of generating paper proposals. You can send quotes that have an active status. You need to set up the customer with a level of security that enables the customer to sign on to the JD Edwards EnterpriseOne portal to access the Online Proposals program (P31P101).

When the customer calls the program, the system displays all quote records, but not all of the fields in each record. For example, the original estimates from the Project Workbench program (P31P001) are not visible. The customer can respond to the quote by either accepting or rejecting it. The system uses the workflow system to communicate the customer's response to designated individuals, such as the project manager. The system also notifies the customer that you received the customer's response. This process can be iterative, which enables you to enter all required changes until the customer is satisfied and accepts the quote. When the customer communicates quote acceptance, you advance the status of the quote to Current and move the project in the Project Workbench program to a Quote Accept status.

#### Prerequisites

Before you complete the tasks in this section:

- Ensure that you have completed the WBS with required tasks, estimates, and schedule information.

- Configure an email distribution list by using the Structure Revisions program (P0150) in the JD Edwards EnterpriseOne Address Book system if you want to take advantage of the notification capabilities of the Project Quotes program (P31P100).

See Also

Setting Up Parent/Child Relationships

#### Forms Used to Create Quotes

Form Name | FormID | Navigation | Usage
Work With Project Quote | W31P100B | Quotes & Proposal (G31P11), Project Quotes | Select existing project quotes.
Add Quote | W31P100E | Complete the Project Number field on the Work With Project Quote form, and click the Add button. | Create a quote for a project. Add a project quote and determine whether the quote amounts are based on estimated or planned costs.
Project Quote Revisions | W31P100C | Complete the filter fields on the Work With Project Quote form, click the Find button, and then select a quote. | Revise quote information and generate a sales quote.

#### Setting Processing Options for Project Quotes (P31P100)

These processing options control default processing for the Project Quotes program.

Display

These processing options control whether the system automatically includes quote records in the quote calculation and appearance, and whether you can override quote amounts on parent tasks.

1. Selected for Quote Calculation | Specify whether the system enters the selection value 1 in the Selected Calc (selected calculation) column on the Project Quote Revisions form for all quote detail lines in the detail area. You can then deselect lines that you do not want to include in the quote. If you leave this processing option blank, the system does not automatically select the detail lines to appear on the quote.
2. Selected For Quote Display | Specify whether the system enters a selection value of 1 in the Selected Display column on the Project Quote Revisions form for all quote detail lines in the detail area. You can then deselect any line that you do not want to include. The system displays each selected line for which a calculated price exists in the Online Proposals program (P31P101) and creates a sales quote line for each row. If the Display Calculated Total option is selected, the system calculates the total quote amount. Note. You cannot override any price for parent task rows. If you leave this processing option blank, you must enter the selection value for each line that you want to include. When doing so, you can override the price for any task on any level, but remember that the system will not calculate the total quote amount.
3. Allow Override of Quote Amount on Parent | Specify whether you can override the Quote Amount at the parent task level. Values are: Blank: Do not override. 1: Override.

Default

This processing option specifies the currency that the system uses as the base currency.

1. Base Currency | Specify the base currency to use as a default value for a project that is not associated with a business unit.

Process

These processing options control whom the system notifies regarding the status of a quote.

1. Notify Manager on Quote Status Change to Active, 2. Notify Manager on Quote Status Change to Inactive, and 3. Notify Manager on Quote Status Change to Current | Specify whether the manager should be notified when the quote status changes. Values are: Blank: Do not notify. 1: Notify.
4. Notify Customer on Quote Status Change to Active | Specify whether the customer should be notified when the quote status changes to active. Values are: 0: Do not notify. 1: Notify.
5. E-mail Distribution List and 6. Organization Structure Type | Specify the distribution list for the project alert.

Versions

These processing options control which versions the system uses when you call these programs from the Project Quotes program.

1. Sales Quotes Entry (P4210) | Specify the version of the Sales Order Entry program (P4210) to run to generate the sales quote. If you leave this processing option blank, the system uses version ZJDE00018.
2. Document Generator (P00391) | Specify which version of the Generated Documents Revisions program (P00391) to use for generating proposals. If you leave this processing option blank, the system uses version ZJDE0001.

#### Creating a Quote for a Project

Access the Project Quote Revisions form.

Project Info

Select the Project Info tab.

This tab displays information about the project for which you are creating a quote.

Display Calculated Total | Select to indicate that you want the system to display the calculated quote total in the Total Quote Amount field on the project header.

Quote Info

Select the Quote Info tab.

Quote Version | Displays a value that uniquely identifies a quote version. During quote calculation, the system creates many quote versions, but you can accept only one version.
Quote Effective From and Quote Effective Thru (quote effective through) | Enter the date range during which the quote is effective. The default value is the current system date.
Estimated Override | Enter a quote amount that is different from the original estimate and that is based on planned or estimated costs. If you enter a value in this field, the system uses this information rather than the original estimate for calculating quote amounts. An amount that the system budgets for a project phase or task. You complete this field if you want the system to use the estimated amount override.
Margin Percent | Enter the percentage by which you want the system to extend the estimate when calculating the quote amount.
Selected Calc (selected calculation) | Enter 1 to indicate that you want to include the row in the price calculation in the Quote Generation program. If you leave this field blank, the row is not included in the quote generation.
Selected Display | Enter 1 in each row for which you want the system to create a sales quote to indicate that you want the system to create a sales quote line for the row. This selection also indicates whether the system displays the row with a calculated price in the Online Proposals program (P31P101).
Quote Status | Enter a user-defined code (31P/QP) that indicates the status of a project quote.

Related Sales Quote

Select the Related Sales Quote tab.

Related Order Number | Displays the quote number that you generate when you select Generate Quote from the Form menu. You can review the sales quote that you created by selecting Sales Quote from the Form menu to access the Sales Order Entry program (P4210). You can review all the lines from the project quote that you chose to include in the sales quote. The system generates the sales quote records based on the line types that you assigned in the Project Quotes program. Important! Even though you can make changes to the quote in the Sales Order Entry program, you should limit such changes. For the quote information in both programs to be consistent, make changes in the Project Quotes program only. The quote amount from the Project Quotes program always overrides the quote price on the sales quote detail record.