Updating Hours and Costs from Project Reporting and Travel Expense—Exercises

Basic Data Setup

Project Cost Element

Purpose: The purpose of this exercise is to show you how to create project cost elements and connect them to code part values.

Windows:
Project Cost/Revenue Elements
Project Cost/Revenue Element Per Code Part Value

1. Create project cost elements which can be connected to the accounts/code part values as derived by posting control rules. The posting control rules relevant to reporting time, costs and travel expenses are shown in the following table.
2. Connect the relevant cost elements to the relevant accounts/code part values. If your company has been created based on the STD company template and no changes have been done to the default posting control rules or mappings of cost elements to accounts, you will see the following mapping:

3. Map an appropriate cost element to account 5800 in order to update a project activity with costs from a travel expense.

General exercise for Setting Up Project Cost/Revenue Elements

Required Data

Releasing Activities

Purpose: The purpose of this exercise is to familiarize you with the data that must be in place before you can perform the exercises below.

1. Release the activities on which you want to report hours and costs from project reporting and travel expense.

General exercise for Executing Activities

Main Exercise

Purpose: The purpose of these exercises is to show you how to update your activities for hours and cost from project reporting and travel expenses.

Windows:
Project Navigator/Connections
Project Navigator/Activity

Updating Hours and Costs from Project Reporting

1. Report time and costs to your activities. (It may be helpful to report time on one activity, and costs on another activity.)
2. Open the Project Navigator window. Query for your project.
3. In the Navigator, select the activities to which you have reported time and costs.
4. Click the Project Navigator/Connections tab.
5. Note that the project transactions are shown as connected objects on the activity.
6. In the Navigator, select the activity on which you have reported time.
7. Click the Activity tab.
8. On the Hours tab, observe that the number of reported hours are shown as Actual hours. There is a value for used cost in the Cost tab, which is equal to the number of reported hours multiplied by the internal price for these hours.
9. Verify that the cost and hours updates the correct cost element, based on how you set up the relevant posting control rule and cost element mappings.
10. In the Navigator, select the activity on which you have reported cost.
11. On the Cost tab, observe that the reported cost is shown as Used cost.
12. Verify that the used cost updates the correct cost element, based on how you set up the relevant posting control rule and cost element mappings.
13. For your activities, note that the Actual Start Date field has a value equal to the early start date. Observe that the Early Start Date field is no longer editable.
14. Optionally, change the actual start date and save your changes. Note that the Early Start Date field is changed to be the same date as the actual start date.

Note: When the transaction updated as the time is reported, the cost related to it will be updated as

General exercise for Report Time and Costs

Updating Costs from Travel Expense

1. Register a travel expense to an activity. Continue processing the travel expense until it is authorized.
2. Open the Project Navigator window. Query for your project.
3. In the Navigator, select the activity on which you have registered a travel expense.
4. Click the Project Navigator/Connections tab.
5. Note that the project transaction is shown as a connected object on the activity.
6. In the Navigator, select the activity on which you have registered the travel expense.
7. Click the Activity tab.
8. On the Cost tab, observe that there is a value for used cost, which is equal to the travel expense cost, not including VAT.
9. Verify that the used cost updates the correct cost element, based on how you set up the relevant posting control rule and cost element mappings.

General exercise for Register Travel Expenses