Project: Project Workflows: Service Tracking from a Product: Create a Task in an Existing Project
Purpose
This document will show you how to configure a service product to create a task in an existing project after it's confirmed in a sales order.
Important!
Before You Begin
Products must be configured as Service products in order for them to generate projects and tasks. Follow the guidelines in the Product Creation document. The steps below will build upon your preconfigured service product.
For this step, you'll also need an existing project to link this product to. To create a project, follow the Basic Project Workflow documentation.
Process
To get started, navigate to the Inventory app.
Configure the Service Product
Click Master Data > Products , filter for "Services" and select the service product that should set up tasks or projects upon a confirmed sales order.
When done, click Save.
Create a Sales Order
Next, navigate to the Sales app.
Click Create and complete the form as indicated. Many of these fields will auto-populate, based on the customer's data:
Customer: Select the appropriate customer. This will most likely be the customer for which the Project is for.
Invoice Address: Customer's mailing address for invoicing. This will auto-populated based on the selected contact but may be overridden, if needed.
Delivery Address: Customer's delivery address. This will auto-populated based on the selected contact but may be overridden, if needed.
Quotation Template: The base template used for this quotation.
Validity: The date the quote will expire.
Pricelist: Customer's default pricelist. This will auto-populated based on the selected contact but may be overridden, if needed.
Payment Terms: Terms of payment (pay on order vs. pay on delivery)
Payment Mode: Select method of payment.
Shipping Account: Select an account from any available shippers.
Delivery Method: Set a delivery method if you plan to invoice the shipping based on picking.
Under Order Lines, click Add a Product and enter the service product you configured above, as well as a quantity.
After the product and quantity are added, click Save then click confirm.
Review the Created Task
After confirming the Sales Order, the page will reload.
At the top of the Sale Order you'll see smart buttons added, two of which are specific to Service Tracking.
The Project Overview button takes you to the project associated with the service product. The Tasks button will take you to the specific task created under that project by this Sale Order.
Click the tasks button.
This brings you to the task that was created under an existing project, as configured in the product template. This task will be prefixed with the Sale Order reference number (e.g. S0258).
Good to Know!
Ordered Hours Become Planned Hours
Under the TIMESHEETS tab, you'll see Planned Hours listed as 01:00. This is because we added one hour of this service product to the original Sales Order.
Changing the Planned Hours on the task does not change the quantity ordered on the Sales Order. It's simply for planning purposes.