Navigate to the Details section of your project. You will not define a budget here but will instead specify the recurring amount of your support contract.
Open the first project item; this is a Recurring project item
With this item type, PSA will allow you to create an amount to be invoiced on a recurring basis.
In order to do so, however, you must define the recurrence section of the item.
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Scroll down to the “Recurrence” section.
1. Price List/Product/Quantity: If you are using CRM Products to invoice your support fees (ex: SLA based on the number of licenses) you will first complete this section by selecting the Price list, Product and Quantity. PSA will display by default the Price Per Unit (PPU).
This is not the case here; leave these fields blank.
2. Every x Months : This field will define the billing frequency of your item.
Enter “1”; your fees are invoiced every month.
3. Start Date/End Date: Enter a start date but leave the end date blank. There is no termination date for your maintenance contract.
4. Recurring: You will notice that once you have entered a start date, PSA has automatically checked this box. You can, if you want, deactivate this item at any time by unchecking the box. This is particularly useful in the case of a cancelled contract. For the purpose of this exercise, leave the box checked.
5. Occurrences: If you will only invoice an item a specific number of times, you can enter that number in the occurrence field. This is not the case here leave the field blank.
6. Recurring Amount: Enter the value of your recurring item, $1500.
If you are using CRM products, you will need to leave this field blank; PSA will
automatically calculate the recurring amount based on the Products’ price and quantity.
7. Contract Value: The contract value will be automatically calculated by PSA as soon as you save your data.
Go ahead and click the disk to save your changes (bottom right of the screen).
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You can see that the Contract Value field has been automatically updated by PSA. The value represents one year of recurring revenue.
Your project item is now defined.
A final note with regards to the General section of this project item.
Amount: This field will be automatically updated as your invoice your project.
Estimated Amount: This field remains your internal estimate. Leave it blank, your recurring revenues will show in the Sales Forecast overview of PSA (Ref: exercise on Sales Forecast).
Click on the Project link to go back to the previous screen.
In the Details section, click the + sign.
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You will recognize the familiar fields of the project item.
Project: this field is already populated with the name of the project. Leave it as is.
Item ID: Enter 10.03
Item Group: Select In Agreement
Item Name: Enter Annual support
Active: Leave this box unchecked. You do not want people to book time towards this item.
Exclude Item from Prj Prc Complete: Check this box.
Item Type: Select Recurring
Tax Group: Select VAT 19.6%
Allow Booking Hours: Leave this box unchecked; you do not want people to book time towards this item.
Now save this new project item.
And scroll down to the Recurrence section.
Price List: Select PSA Default
Product: Select SLA Basic
Quantity: Enter 150
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Once you click the field Every x Months, PSA will display the following message:
Click OK
And continue with the completion of the other fields.
Every x Months: Enter 12
Start date: Select the first of the current month and leave the End Date blank.
Now force the Auto-Save of CRM.
Recurring Amount: PSA will automatically calculate the yearly Recurring Amount.
Contract Value: PSA will automatically calculate the Contract Value for a year.
Once you are done, click the project link to go back to the project screen.
You have two other project items; they are defined as Fixe Fee and T&M respectively. Since they are related to support it is not possible for you to estimate a budget here; leave their budget blank.
Step 3: Finalize your project.
The status of this project is already set at 20. Active. You will not enter any value in the Amount field of each one of your project items since:
Your recurring items will be automatically updated every time you invoice them.
Your Fixed Fee item will allow you to track time spent to support your client but will never be invoiced.
Your T&M item will be automatically updated as your resources book time towards it.
Both project items are already set as Active (as defined in the project template) and available for time entry. This is what you want; leave them as is.
You have completed the creation of this project, click +New in order to create the next one.
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Exercise 5: Create a direct sales project
Scenario: You need to create a project to manage your direct sales with CRM products.
Project “SD”: This is a direct sales project that you will create to invoice CRM Products sold to a client.
This project is related to Assistance Software EMEA. You will be the project manager for information purposes only. There is no budget for this type of project (direct sales). You will select the Price List PSA Default in the business process flow (financial stage).
Item Contract type Amount Products
10.01 Licenses Products Will be updated with the value of
the CRM Products. 100 Basic 200 Essentials 1 server Follow the detailed steps below to create this project.
Step 1: Create your project
. Start by completing the General section of your project according to the specificities of the scenario.
Relate this project to the legal entity Assistance Software EMEA and define the status as 20. Active. You will also select yourself as project manager (for information purposes only) and invoice approver.
Finally leave the boxes Briefing done, Sent and Signed of the Financial step of the business process flow unchecked.
This project is a direct sale therefore you will not define team members, project rates or budget lines.