SRXP offers the possibilities to attach projects to an expense. The project has to be selected from a pre-defined lists of projects managed by the administrator.
How to understand your projects
The projects admin page can be found by hovering the ‘Wheel’ icon in the top right of your screen and clicking ‘Projects’. On this page you find a table with the following columns:
- ‘Code’ is used to connect your projects in SRXP to your projects in your back office administration. This field is also displayed to the user so that it’s easy for your colleagues to find it through search.
- ‘Project’ is the name of the project that your colleagues will see when they scroll through the list of projects.
- ‘Bil’ means ‘Billable’ and gives you the opportunity to indicate whether or not the project is billable to a customer or not. This field can be exported to your financial system to ensure smooth invoicing later on.
- ‘Act’ means ‘Active’. If a project is not used anymore it’s not possible to delete it if there are already expenses connected. To remove it from the list that your colleagues see when uploading expenses you can simply deactivate the project. In the way the project is not available anymore for new expenses but can still be used to view old expenses. Note that if you deactivate a project, unsubmitted expenses using it will be resetted. So before deactivating a project make sure that all expenses using it have been submitted and approved.
- ‘Free field P1’ can be used to add extra codes or information that is available for exporting. This field can not be seen by the employee so this is ideal for codes that don’t make any sense to your colleagues but do make sense in your administration.
- ‘Expenses’ displays the number of time this project has been attached to an expense.
- ‘Sub-projects’ can be added to a project that is not yet connected to an expense. Clicking the link will guide you to a page where it’s possible to upload and manually add new sub-projects that should be connected to that particular project.
- ‘External ID’ is the unique ID given to your project. This ID will be necessary if you need to update your projects. You cannot manually update the External ID, once an ID has be attributed. Note that if no unique IDs are given, SRXP will automatically assign one.
How to manage your projects
On the top right of the table, you have 4 buttons to help you manage your projects.
The bin button remains grayish and non-clickable until you have selected project(s) to delete. You can select one or several projects at the time to delete. You can select the projects you want to remove by selecting them in the left column of the table. Once you select projects, you can see the number of projects selected on the top left of the table.
Note that you can delete a project if it does not have sub-projects. Just like deactivating a project, this will clear the project from non-submitted expenses (if there are any). Any approved and/or processed expenses will still have the project attached.
If a user selected a project and submitted the expense, but this expense has not yet been approved, no interference should happen and the project will still be attached to the expense.
The + New project button is used to manually add a project. If you only have a couple of projects and you want to add only one you can use this option.
The overlay below will appear and you can complete the information regarding your project.
Note: When you manually add a project, SRXP will automatically generate a unique external ID.
The CSV button will allow you to download your projects in a CSV format. This spreadsheet can be used for your own information to have a back up of your projects, or it can also be used as a template for future project updates.
Note: if you are planning to use this file as a template for project updates, you should not modify the external ID column.
To know more about the import functionalities, please check the following page:
With SRXP you can use sub-projects. This allows you to categorize and organize your projects.
Once a project has sub-projects, it can no longer be selected as a project, it became a group of projects and therefore a parent project.
If you need to import sub-projects via the CSV import option, make sure that the unique ID of the parent project is selected (not the name, not the code).
If you need to update the sub-projects of an existent parent project, you will see the CSV import option available in this sub-section, note that the added projects will not be sub-projects but normal projects, unless specified otherwise by the mapping of the parent section.