1.1. Go to “Finance” on the menu bar, then select “Capital Projects” and then “Manage Projects”

1.2  In the View Capital Projects page, Click “New”.

Key in the Capital Project Details. All fields that are Bold are Required and any fields not bolded are
optional.

2.1. Code: The project code will need to be unique and cannot be reused from another project.                                       (35 characters is the max for this field.)

2.2. Name: This is the full description for the Capital Project. (100 characters is the max for this field.)

2.3. Parent Project: This field will allow you to assign a child project to a parent project. The parent project must be created first before assigning the child project.

2.4. Property: This field allows you to assign a property to the project which will restrict users from another property from charging to the project or it can be left blank and all properties can use the project.

2.5. Valid Accounts: This field allows you to enter in multiple accounts that can be used in this project. If the account is not listed, the User creating the document will not be able to add that Item to the document.

2.6. Override Account: This field allows you to enter in 1 account number that will override all accounts when creating a document that the project is attached to.

2.7. Begin Date: This is the date that the project will start, and documents can be created.

2.8. End Date: This date will define the time period in which the project is active and new documents can be created using the project.

2.9. Project Amount: This field will determine the total amount that can be charged under this capital project.

2.10. Administrator: The project administrator is the person that will oversee the project (Usually it is the User creating all the projects in the system).

2.11. Cost Code: This field is for extra tracking and Reporting.

2.12. Status: This field allows you to change the status of the project.

2.13. Can Exceed: This checkbox is used to allow the project to exceed the current budget amount.

2.14. LEED Certified: This checkbox is used to state if the project is LEED Certified or not.

2.15. Notify Admin on Approval Changes: This checkbox will allow the Admin to receive emails on Approval changes or not.

2.16. Notify Requestor on Approvals: This checkbox will allow the Requester to receive emails on Approval or not.

2.17. Notify Approver on Approvals: This checkbox will allow the Approver to receive emails on Approval or not.

2.18 Click “New” to create the Capital Project.

2.19. You can see the Project Details by clicking on the “Project Details” tab.

2.20. You will be able to see all the Amounts that hit this project and what type of document it was.

Note: Transfers recorded in the negative section of the allocation chart indicate positive amounts being allocated to this project. Conversely, transfers shown in the positive section of the allocation chart represent negative amounts being transferred out.

3.1. If Approvals are set up on Capital Projects, you will be able to view them by clicking on the “Approval” tab.

3.2. The User will be able to see who’s queue it is sitting in for Approvals.

4.1. Any changes on Capital Projects can be found on the “Change History” tab.

4.2. Any changes made will be all be tracked for review.

5.1. It is possible to transfer funds from one project to another project easily without having to change the Budget amount of the project. Click on the “Transfer” tab.

5.2. Click “New Transfer” to transfer funds to/from this project.

5.3. Select the way you wish to transfer the funds, then click “Next”.

5.4. Choose the Project that you wish to Transfer funds to/from, then click “Next”.

5.5. Enter in the Amount for the Transfer, then click “Next”.

Note: The yellow section indicates the selected project, the transferable balance, the project receiving the transfer, and the transferable balance of that receiving project.

Transfer In: BMAC Test → GoldenInsightGlobal

Transfer Out: GoldenInsightGlobal →BMAC Test

5.6. Click on “Finish”.

5.7. The transfer history will now appear in the transfer tab below.

There will be situations in which certain things will be charged to a project that were not purchased through the system. For example Travel Expense for Project Consultant or maybe the Engineering team went to the hardware store and bought materials for the project that they then file an expense report for. These charges can be added to the project. 

6.1 Click on the ”Misc” tab.

6.2. To add a Miscellaneous charge, Click on “New Row”.

6.3. Add the following details to the Miscellaneous charge.

   6.3.1. Property: This is the Property that is attached to this charge. 

   6.3.2. Description: Key in the Description of this charge. 

   6.3.3. Debit & Credit Account: These are the accounts that you wish the charge to hit. Example: if you had Travel Expense related to this project then on the Debit account you would select the Capex Clearing account that is being used for the debit field and Travel expenses for the Credit Field. 

   6.3.4. Amount: This is the Amount for the charges.

6.4. Click “Save Rows”.

7.1 You can see the Project Details by clicking on the “Project Details” tab

7.2 You will be able to see all the Amounts that hit this project and what type of document it was

8.1 Click on the ”Attachment” tab.

8.2 Choose File.

8.3 Click “Add”.

8.4 To open the attachment, highlight the item, select open. 

8.5 To delete the attachment, hightlight the item, select delete.