Documentation/ Purchase orders and projects/ Assigning a project
Assigning a project to documents
There are three moments to give a document its project, and the first is worth using whenever you can: the earlier it is assigned, the less correcting there is afterwards.
Upload documents · the document list · or the document's header
On this page
The three ways
| Moment | Reach | Effort |
|---|---|---|
| Before uploading | Every document in that upload. | One click for the whole batch. |
| In bulk, after uploading | Whichever documents you tick. | Tick and assign. |
| One at a time | One document. | As you edit it. |
Before uploading
The upload screen has a project section that folds out, marked optional. Whatever you choose there applies to every document in that upload.
The screen explains the effect: the documents uploaded will be attached to the project chosen and can be filtered on in the main table.
This is far and away the most efficient way. If you work by job or by site and upload documents separated by where they came from, choosing the project before uploading does away with all the classifying afterwards.
The section appears folded up and shows the project chosen beside its heading, so you can see it at a glance without opening it.
In bulk from the list
This is the route for what is already uploaded. The guide sums it up: select one or more documents and click Assign Projects.
- Filter the list until the documents you want to classify are in view.
- Tick them.
- Press Assign project.
- Choose the project in the drop-down.
- Confirm.
It confirms that the project was assigned to the documents selected. The action is available on the invoice and delivery note lists.
It replaces any previous project: they do not stack up.
One at a time on the header
Opening a document, the general details section of the header includes the project field. You find it by typing, and the drop-down shows each one's code and description.
It is what you use to correct an odd case, or when one document in a batch belongs to a different project from the rest.
The lines go separately
The header's project does not carry down to the lines. The application's guide says so without hedging: if you need a particular item to have a project, it has to be given to it by hand on that line.
For most purposes, knowing how much has been spent on each job, the header is enough. The line-by-line detail is only needed where one document is split between several projects.
When the project is required
On some set-ups, sending to the ERP insists that the document has a project. If it is missing, the sending stops with a plain message saying a project has to be assigned, and the application also lists exactly which documents have none.
That second message is the one that saves time: there is no hunting for which ones are at fault, the list names them.
The way to head it off is to filter the list on an empty project before sending, and assign what is missing in bulk.
Which to use when
| Situation | The way to do it |
|---|---|
| Documents are uploaded separated by job or site | Choose the project before uploading. |
| Documents arrive by email, all mixed | Assign in bulk after filtering by supplier. |
| One odd document that does not fit | One at a time, on its header. |
| A document has to be split between two projects | Line by line. |
| Sending to the ERP stopped for want of a project | Assign in bulk to the ones the message lists. |
Things that come up
| What you see | Why | What to do |
|---|---|---|
| The sending stops for want of a project | Some of the documents selected have none assigned. | The message lists them. Assign in bulk and send again. |
| The project drop-down is empty | No projects have been created. | Create them, or generate them from suppliers or companies. |
| The documents uploaded carry no project | None was chosen in the upload screen's section. | Assign it in bulk from the list. |
| The project does not appear on the lines | It is not inherited from the header. | Assign it on each line if you need it. |
| The wrong project was assigned to a lot of documents | A slip in the bulk assignment. | Run it again with the right project: it replaces the previous one. |