Group By Project and Group By Task

When the Group By options are enabled, the invoice details will be organized by Project and/or Task (tasks within projects if both used).

• When showing charge breakdown sections:

• • The section details will be displayed within each Project (or Task if grouping by Task)

1. • The Project / Task information will appear as an envelope (ie header and footer) with the section details in between

   • Group headers and footers only appear for the projects and/or tasks that have at least one displayable invoice section that contains data relevant to this invoice

   • When grouping by Task, any charges directly charged at the project level (ie not charged to any task), will appear as a Task entry with an identifier of dash.

   • The order of project groups on the invoice is determined by the defined display options for projects – see Project/Task Display Controls.

   • The order of task groups within a project group is determined by the defined display options for tasks – see Project/Task Display Controls.

1. 1. • The Header will contain:

      • • Project or Task Identifier

        • • Formatted as defined in the Project /Task Display Controls (ie Project Org, Project Code --or-- Task Number, Task Name, etc)

        • Order Number
        • • Only applicable to the Group By Project header  
          • Optional value enabled by selecting the checkbox in the Group By Project/Task controls
          • Defined for each project on each project's invoice setup
          • Can be suppressed on a project by project basis via the Show Order Number option specified on each project's invoice setup

          • If blank a dash will be displayed in its place

        • Funded Value
        • • Optional value enabled by selecting the checkbox in the Group By Project/Task controls
          • Defined on each project's profile:
          • • For Projects, on the project's Budget tab
            • For Tasks, on the task's Budget tab
          • When using the Group By Task option and specifying a Show Task Header For level other than Every Task:
          • • This value will represent a sum of Funded Value amounts for the current task and all sub-tasks of this task
        • Remaining Funded Value

        • • Optional value enabled by selecting the checkbox in the Group By Project/Task controls

          • Calculated as project/task's funded value less all transactions billed for this project/task on or before this invoice

          • When using the Group By Task option and specifying a Show Task Header For level other than Every Task:

          • • This value will represent a sum of Remaining Funded Value amounts for the current task and all sub-tasks of this task

        • Description
        • • Only applicable to the Group By Project header (ie there is no task level Description)
          • Displayed beginning on the line following the Header
          • Defined as the Description field on each project's invoice setup
          • If the current project is also a Lead Project in a group invoice, this is the same Description that will appear at the top of the Invoice (under the Invoice main header)

1. 1. • The Footer will contain:
      • • Sub-total
        • • Having a label of:
          • • “Total for Project/Task Identifier” -- formatted as defined in the Project /Task Display Controls
            • “Total for Project/Task”, if no options are chosen for display or none of the options chosen contain a value (e.g.; showing title only but the project has no title)
          • Sub-totals are displayed even if amounts are not being displayed for individual line items in the section
        • Memo
        • • Only applicable to the Group By Project footer (ie there is no task level Memo)
          • Displayed beginning on the line following the Footer sub-total line
          • Defined as the Memo field on each project's invoice setup
          • If the current project is also a Lead Project in a group invoice, this is the same Memo that will appear at the bottom of the Invoice.

• When not showing charge breakdown sections:

• • The Project / Task details will appear as a single line item (ie no header and footer envelope)

1. 1. • The Line Item will contain:

      • • Project / Task Identifier

        • • Formatted as defined in the Project /Task Display Controls (ie Project Org, Project Code --or-- Task Number, Task Name, etc)

        • Order Number
        • • Only applicable to the Group By Project header  
          • Optional value enabled by selecting the checkbox in the Group By Project/Task controls
          • Defined for each project on each project's invoice setup
          • Can be suppressed on a project by project basis via the Show Order Number option specified on each project's invoice setup

          • If blank a dash will be displayed in its place

        • Funded Value
        • • Optional value enabled by selecting the checkbox in the Group By Project/Task controls
          • Defined on each project's profile:
          • • For Projects, on the project's Budget tab
            • For Tasks, on the task's Budget tab
          • When using the Group By Task option and specifying a Show Task Header For level other than Every Task:
          • • This value will represent a sum of Funded Value amounts for the current task and all sub-tasks of this task
        • Remaining Funded Value

        • • Optional value enabled by selecting the checkbox in the Group By Project/Task controls

          • Calculated as project/task's funded value less all transactions billed for this project/task on or before this invoice

          • When using the Group By Task option and specifying a Show Task Header For level other than Every Task:

          • • This value will represent a sum of Remaining Funded Value amounts for the current task and all sub-tasks of this task

        • Description
        • • Only applicable to the Group By Project header (ie there is no task level Description)
          • Displayed beginning on the line following the Header
          • Defined as the Description field on each project's invoice setup
          • If the current project is also a Lead Project in a group invoice, this is the same Description that will appear at the top of the Invoice (under the Invoice main header)
        • Note the Memo will not appear when not showing charge breakdown.

Show Task Header For -  When using the Group By Task option you have the added ability to specify the level at which WBS task entries should be displayed.  

The options available in the Show Task Header For control include:

• Every Task

• Task Level 1 (eg 1, 2)  

• Task Level 2 (eg 1.1, 1.2)

• Task Level 3 (eg 1.1.1, 1.1.2)

• Task Level 4 (eg 1.1.1.1, 1.1.1.2)

• Task Level 5 (eg 1.1.1.1.1, 1.1.1.1.2)

• When showing charge breakdown sections:

• • Choosing Every Task will resulting in a Header and Footer envelope produced for every task, with the section details displayed in between having amounts relevant to that task.

  • Choosing a specific Task Level will result in a Header and Footer envelope produced for every task at that level of the WBS as well as all levels above.

  • • The details included in the Header and Footer envelopes for those task levels above the specified level will include only those items relevant directly to those specific tasks.

    • The details included in the Header and Footer envelopes for those tasks at the level specified will include those items related to the current task as well as all sub-tasks to that task.

    • • The details within the sections will be itemized by all tasks from that level down in the WBS

      • Take the following example WBS having Labor charges at various levels within the hierarchy:
        
        T1             $100
          T1.1         $100
             T1.1.1    $100
             T1.1.2    $100
          T1.2
             T1.2.1    $100
        T2
          T2.1         $100
             T2.1.1    $100

1. 1. 1. • The invoice would reflect the following output if choosing the Show Task Header For - Task Level 2 (eg 1.1, 1.2):
           
           T1 header
           Labor
            T1                   $100
           T1 footer        sub-total $100
           
           T1.1 header
           Labor
            T1.1                 $100
            T1.1.1               $100
            T1.1.2               $100
           T1.1 footer      sub-total $300
           
           T1.2 header
           Labor
            T1.2.1               $100
           T1.2 footer      sub-total $100
           
           T2.1 header
           Labor
            T2.1                 $100
            T2.1.1               $100
           T2.1 footer      sub-total $200
           
                               Total $700

1. 1. 1. • Notice the following behavior:

         • • T1 amounts are included in their own section without any lower level details included.  

           • T2 does not display in the output as it has no direct charges to display.  

           • Those items appearing at the 3rd level of the WBS are included within their parent tasks header / footer envelope.

• When not showing charge breakdown sections:

• • Choosing Every Task will resulting in an individual line item for every task reflecting amounts relevant to that task.

  • Choosing a specific Task Level will result in a line item produced for every task at that level of the WBS as well as all levels above.

  • • The details included in the line items for those task levels above the specified level will include only those details relevant directly to those specific tasks.

    • The details included in the line items for those tasks at the level specified will include those items related to the current task as well as all sub-tasks to that task.

  • Given the same example WBS above, the invoice would reflect the following output -- again when choosing the Show Task Header For - Task Level 2 (eg 1.1, 1.2):

T1            $100
T1.1          $300

T1.2          $100

T2.1          $200

             Total $700

1. 1. • Note that:

      • • Those tasks above the specified Level 2 appear but only include the details specifically charged to that task.

        • Those tasks below the specified Level 2 are accumulated and displayed along with the value for the Level 2 tasks within their leg of the WBS hierarchy.

        • Those tasks that do not have any details relevant to the current invoice are not displayed at all.