Projects

Package: PROJECTS

1. General

2. List View

The list view in the Projects module has the usual functionalities of a list view. For more detailed information, see the section Structure/Layout – List View.

2.1. Actions

In the list view, general actions are available depending on the module. An overview and description of all general actions can be found in the section Actions (List View).

There are no module-specific actions in this module.

3. Detail View

3.1. Fields

The following table describes required fields and fields with non-obvious functions. All other fields are self-explanatory.

Basic Data Block

Field	Description
Project Name *	Name of the project
Project Manager *	Responsible user for the project
Volume (Hours) *	Total planned project volume in hours

*Required field

Additional Project Information Block

Field	Description
Status	--none-- in progress in planning on hold completed archived cancelled in review/acceptance
Billing Status	none Milestone 1 reached Milestone 2 reached Milestone 3 reached fully billed Note: The „Billing Status" field is the central trigger for automated project billing. Setting it to a milestone value (e.g. Milestone 1 reached, Milestone 2 reached) causes the automation 2.9 | New Customer – Deal Won (trigger: Save project) to automatically create and send the corresponding partial or final invoice to the customer. The invoice type that is actually available (partial invoice or final invoice) as well as the percentage depend on the instalment plan stored in the linked sales order. The field should only be changed once the corresponding milestone has actually been completed. A stage that has already been billed cannot be billed again – in this case the system issues a warning message.
Start *	Start date of the project
Planned End	Planned end date of the project
Current End *	Currently planned end date of the project
Type	Customizing Extra Services Internal

*Required field

3.2. Actions

The following actions are available in the detail view:

3.2.1. General Actions

• PDF Export
• Recommend
• Copy
• Delete
• Change Tracking

For detailed information on the actions, see the section Actions (Detail View).

3.2.2. Module-Specific Actions

Action	Prerequisite	Functionality
New Task	–	Creates a new task and links it to the project
New Timesheet	–	Creates a new timesheet and links it to the project
New Milestone	–	Creates a new record in the Project Milestones module and links it to the project
Add New Document	–	Creates a new document and links it to the project
New Email	Configured email inbox	Opens the email editor with reference to the project

4. Practical Examples

1 – Managing a Customer Project with Milestones and Billing Status

After order receipt, a new project is created in the Projects module, linked to the associated order and the responsible Project Manager is assigned. The Volume is set to the agreed hourly budget, Start and Current End are entered.

Via the New Milestone action, the project phases are created as milestones and given due dates. Once a phase is completed, the Billing Status is set to the corresponding milestone value – e.g., Milestone 1 reached – which serves as the basis for partial billing. The project Status is maintained alongside from in planning through in progress to in review/acceptance.

2 – Managing an Internal Development Project with Time Tracking

An internal development project is to be planned and accompanied by time tracking in brainX. The project is created with the Type Internal, the Priority set to high and the volume defined in hours. Start and end dates are entered.

All involved employees book their worked hours directly on the project via the New Timesheet action. The Progress (%) is regularly updated manually and is viewable at a glance in the list view. Via the New Task action, open work packages are created as linked tasks and assigned to the respectively responsible employee.

3 – Centrally Filing Project Documentation at the Project

During the project, various documents are created – requirement specifications, minutes and acceptance reports. To manage these centrally at the project, they are created directly from the project via the Add New Document action and linked to the project record.

All linked documents are viewable in the Relations tab of the project at any time. Emails to the customer regarding the project are composed directly from the project via the New Email action and automatically referenced, so that the entire communication history is documented at the project record.

5. Frequently Asked Questions

In which package is the Projects module available?

The Projects module is available in the projects package.

What is the difference between "Planned End" and "Current End"?

The Planned End field documents the originally agreed end date of the project. The Current End field reflects the actual current end date – i.e., the end date after any schedule shifts. This makes it immediately apparent whether a project is on track or is delayed.

What is the "Billing Status" field used for?

The Billing Status field documents the current billing progress of the project. It can be updated manually or via an automation — e.g., when a milestone is reached. The available values range from Milestone 1 reached to fully billed and serve as the basis for milestone-based partial billing.

Can timesheets be created directly from a project?

Yes. Via the module-specific action New Timesheet in the detail view of the project, a timesheet is created directly and linked to the project. This enables structured time tracking directly at the project record.

How are milestones added to a project?

Via the module-specific action New Milestone, a new record is created directly in the Project Milestones module and linked to the project. Detailed information about project milestones can be found in the section Project Milestones.

Can a project be linked to a sales order?

Yes. The link between a project and a sales order can be established via the Relations tab or directly when creating the project via the New Project action in the Sales Orders module. This keeps the connection between sales and project execution seamlessly traceable.

Why does a warning message appear when I change the Billing Status?

Whenever the "Billing Status" field is changed, the system checks whether the selection matches the installment plan stored for the linked sales order. In two situations a yellow warning message is displayed without an invoice being created:

• Milestone already billed: The selected milestone was already billed in an earlier step. Billing it again is not possible. The sales order should be checked to determine the correct next milestone.
• Milestone not present in the installment plan: The selected milestone is not provided for in the sales order's installment plan. Example: A 50/50 installment plan has only two milestones. If Milestone 3 reached is selected, the system issues a warning, as this milestone does not exist.

In both cases the project remains unchanged and no invoice is created. The notice prompts you to check the linked sales order for the correct installment plan.