Project Receipts on Product Documentation

Importing a Project Document

Mon, 01 Jan 0001 00:00:00 +0000

BE-Project offers various options for importing a bill of quantities directly. The basic procedure is always the same: First, you create a new document with an empty bill of quantities (see [Creation of a new document](/BE%2Dterna-Project-Documentation/Project Documents/Creation-of-a-new-document)). If items have already been entered in the bill of quantities, they will be overwritten during an import.
For the import, click Actions on Import and then on Documents. There you select a file format for the import. The explorer opens, where the GAEB file can be selected.

Copying a Project Document

Mon, 01 Jan 0001 00:00:00 +0000

A document that has already been entered can be copied within a project or moved to another project. To copy, select Process in the navigation menu under Actions and click Copy document…. First, a dialog opens with settings similar to [Creation of a new document](/BE%2Dterna-Project-Documentation/Project Documents/Creation-of-a-New-Document).

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Additional options for copying the document are available under Copy Options.

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Field	Explanation
Marked only	Copies only positions marked in the bill of quantities.
Consolidation type	Two options are available: Flatten subpositions converts subpositions to positions. Flatten and consolidate by no. also converts subpositions to positions, removes title levels, and consolidates quantities of identical items.
Skip zero-quantity lines	Lines without quantity are not copied.
Keep dimensions	Keeps dimensions from the source document or applies dimensions from the target project.
Quantity from delivery orders	Uses quantities from delivery orders instead of the quantities stored in the bill of quantities.
Quantity from measurements	Uses measured quantities instead of quantities stored in the bill of quantities. Can be combined with Skip zero-quantity lines to create an invoice with measured positions and quantities only.
Copy measurements	Copies measurements.
Measurement no. filter	Copies only measurements with selected measurement numbers. If empty, all measurements are considered. Applies to both Quantity from measurements and Copy measurements.
Sheet no. filter	Copies only measurements from selected sheet numbers.
Location no. filter	Copies measurements from the selected location into the new document.
Pre-/post-texts	New documents are always created with standard texts if configured. During copy, existing texts can either be replaced or supplemented. If no texts are maintained, empty text positions are created.
Pre-text	Copies maintained pre-texts.
Keep pre-text	Uses the pre-text from the source document.
Standard pre-text	Replaces the source pre-text with the configured standard pre-text.
Post-text	Copies maintained post-texts.
Keep post-text	Uses the post-text from the source document.
Standard post-text	Replaces the source post-text with the configured standard post-text.
Company copy
Copy from other companies	Copies the document from another company and enables the following fields.
Company	Select a permitted company.
Project no.	Select a project by its project number.
Project document no.	Select a project document by its project document number.
Base document type	Defines the base document type, for example Draft.
Document type	Defines the document type.

Creation of a new document

Mon, 01 Jan 0001 00:00:00 +0000

Creation of a new document

To create a new document in a project, go to Manage in the Project Documents tab and then to New.

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Field	Explanation
Project no.	The project number specifies in which project the document is created. The system automatically uses the current project’s number. You can also create the document for another project here.
Document type	The lookup opens the list of document types that can be created, for example draft, quote, order, partial invoice, invoice, partial credit memo, and credit memo.
Document heading	Defines the document heading line.
Subject	Defines the document subject line. This field is prefilled with the project name.
Sell-to customer no.	The lookup lets you assign a customer from the customer list to the project. Address and contact details are then filled automatically from customer data.
Sell-to contact no.	If no customer is selected, a contact can be selected here. If the contact is already linked to a customer, the Sell-to customer no. field is filled automatically.
Sell-to customer template code	Specifies whether the document is domestic, EU foreign, or non-EU foreign.
Sell-to name	Is filled automatically with the customer name if a customer exists.
Sell-to contact	The full contact name defined via Sell-to contact no.
Posting date	The date on which the document (for example an invoice) is posted.
Document date	The date printed on the document (for example an invoice).
Business posting group	Selection includes: customers and vendors in EU, foreign countries, domestic customers and vendors, purchase/sales according to German VAT §13b construction services, domestic down payment invoices, and down payment invoices under §13b.
Currency code	Currency code in which the document is posted.
Start date	Start date of the related project.
End date	End date of the related project.
Quote valid-until date	Date until which a quote document remains valid.

The optional information in the other masks is derived from the preset data of the project, which can be changed if necessary by switching between the masks via Next or Back. The document is created directly via Done. The optional information when creating a document is usually not necessary.

Position Batch Processing

Mon, 01 Jan 0001 00:00:00 +0000

You can find the batch processing in document processing under Edit in the FastTab.

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Using item batch processing, a selection of items in the project document can be changed using various setting options.

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General

Field	Explanation
Positionsnr.	Specifies the number of the position selected beforehand.
Beschreibung	Shows the description of the currently selected position.
Positionsauswahl
Auswahl	This lookup defines how many positions are processed. All processes all positions in the document. Current only processes the previously selected position. Subordinate additionally includes subordinate positions.
Positionstypenfilter	This lookup selects whether batch processing should handle main positions and/or subpositions.
nur markierte	Applies the selection only to marked positions.
Aktion
VK-Preis	In this lookup, choosing Current as manual transfers the calculated result to sales. If purchase values change later, sales prices stay unchanged. The Calculation result option recalculates the sales price from costing. The Manual sales price flag on positions (per price share) determines the sales price of the selected price share via Current Sales Price. Changes to costing fields used for that price no longer affect it. Final total calculation can still change this manual price.
GAEB-Preis	Specifies whether imported GAEB prices should be taken over into purchasing. The sales price is then derived from costing.
GAEB EP-Anteile	Defines whether unit prices from imported GAEB should be adopted and directly assigned to position price shares.
Aufmaß	Transfers measured quantities per position into the position quantity column.
Preise aus Stamm aktualisieren	After prices were changed in item or catalog item master data, this field controls whether only cost price or both cost and sales prices are updated.
Lohn-Zeitanteil aus Stamm übernehmen	Updates the labor time value (usually in minutes) on the labor price share from master data.
Texte aus Stamm aktualisieren	Updates short and long texts of positions based on the current version in master data (items, catalog items).
Zeilenumbruch vor Position	Selects whether a line break should be printed before the position.
Einzelpreisaufgliederung de-/aktivieren	For GAEB export with unit-price breakdown, activation on the main position is required.
Erstelle Datensatz aus Position	Creates a new costing item, item, or package in master data from a manually entered position, depending on selection.
Kreditorenartikelnr. aus Stamm übernehmen	Specifies whether the vendor item number should be copied from master data.
Variable Textsteuerung	This lookup also sets optional positions (visible in Print view). It then controls whether long and/or short texts are printed for positions in the project document.
Referenzkreditor	Specifies a reference vendor via lookup.

Purchasing Exchange

The Purchase Exchange function allows selected items to be exchanged for other items from an existing purchase exchange.

Position Editing

Mon, 01 Jan 0001 00:00:00 +0000

The Project Document Line editor is available as an additional means of editing items. This can be opened by navigating to the desired position and then clicking on Edit in the FastTab and then on Edit. The editor offers various setting options.

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General

The General tab initially displays fields that can be found as columns in the bill of quantities. From the field As needed, new content is added.

Versioning of project documents

Mon, 01 Jan 0001 00:00:00 +0000

BE-Project offers the possibility to save document versions and thus call up and activate older versions of a document at a later time.

Document version table

To access the different versions, click on Manage in the project documents area of the project card and then on Versions. A new window opens with all versions of the selected project document.

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To make it easier to track the changes, the Editiert am and Editiert Zeit columns contain the date and time when an edit was made. The Editiert von column shows the user who was the last to make a change to the document. Erstellt of Benutzer indicates the author of the receipt. It is possible to store a description for each version. When the version of the project document was created can be seen in columns Datum Erstellt and Erstellt Zeit.