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Managing PM Projects

PM Projects creates and maintains Project Management projects — the cost side (estimates and actuals). A contract is the revenue side (billing / schedule of values). A project stays a PM project until you interface it to Job Cost; then it becomes a JC job. Link project and contract through phases and contract items before bids, estimates, progress, actual cost, or cost-to-complete work.

Before you start​

  • Job/project number format matches JC job codes (up to 10 characters; set at implementation). A number still in JC History by Job (JCHJ) after delete cannot be reused until JC Contract Purge.
  • Customer (AR), department (JC Departments), and tax codes (HQ Tax Codes) as needed.
  • Our Firm and related defaults on PM Company Parameters if you will override at project level.

Steps — create and maintain​

Create via: manual entry; PM Import Estimates; PM Copy Project; or Pre-Construction PC Create PM Project.

  1. Open PM Projects. Enter Job/Project (F4) and Description (60 — description changes also update JC Jobs).
  2. Contract defaults to the project number. If that contract is not already in PM Contracts, the system creates a pending contract with one lump-sum item using the project description. Pending contracts stay out of JC Contracts until project and contract are interfaced.
  3. If the contract is new (not already in PM Contracts), set Department, Customer, and Retainage % (defaults onto contract items; later editable as Default Retainage % on PM Contracts). Those fields lock when the contract already exists in PM Contracts.
  4. Set Auto-Generate Pending Change Orders: P = next number across all PCOs on the project; T = next number per PCO document type. Manual numbers still allowed.
  5. Tax: Tax Code (Costs); Base Tax On (J = job, V = vendor, O = vendor then job); Use Default Tax Code for Subcontracts; Haul Tax Option (0 / 1 outside haul only / 2 always).
  6. Markups: Inventory/MS markup-discount rate; Add-Ons Markup % for PM Change Orders by cost type; optional round add-on to whole dollars.
  7. Assign project manager, liability defaults (payroll burden to job cost), PR state, compliance groups, mailing/shipping, roles, and Our Firm override as needed. Phases Locked limits Accounting F4 posting to assigned phases/cost types (PM/JC change orders are not limited by that lock).
  8. Set up phases, project firms, add-ons, and locations.
  9. Interface (below) when ready to open the job in Job Cost.

Delete only with no activity (cost/revenue, change orders, POs, etc.). Delete phases/cost types/estimates first. While still pending, delete also removes related PM records (firms, document history, punch lists, submittals, etc.). Otherwise use JC Contract Purge.

Interface to Job Cost​

  1. Open PM Interface, select the project (F4).
  2. Check Interface beside each item to send; enter Month (JC post month/year).
  3. Validate → review audit reports → Interface → Close.
  4. On PM Projects Info, Job Status should leave Pending and become Open (setup text also says “active” — treat Open as the post-interface status).

Until interface, the project cannot receive normal Job Cost posting, even though several PM Projects fields write through to JC Jobs immediately (description, tax, Base Tax On, and others).

Notes​

  • M/WBE Goals tab only if Pre-Construction is licensed and the project came from PC Create PM Project.
  • Project workflow overrides HQ Company Setup workflow. Roles must exist on HQ Roles; after interface they filter JC Progress Entry and JC Cost Projections.
  • Related: Managing PM Contracts, Managing PM Project Phases, Using the PM Interface, PM Project Firms, PM Copy Project, PM Import Estimates, PC Create PM Project, About Linking Projects and Contracts.