Difference between revisions of "Client and Project"

Revision as of 11:12, 16 June 2015

Start page

Marathon is divided into Frontoffice and Backoffice. On the start page, the main menus are on the left side and the underlying programs of each menu on the right side. Programs that you are not authorised to enter are deactivated (light grey). A click on the Kalin Setterberg logotype brings you back to the start page.

Brings you to the start page.

A click on this symbol (or Alt+arrow down) shows alll functions that you have been using without closing them down. If the symbol is yellow, it means that one or several programs are in a sensitive mode and you must go and close them down before you can exit Marathon. Every time that you log out from Marathon, the list is emptied.

A click on the arrow takes you one step back .

Shows your current location in Marathon

Down in the right cormer of the screen you can see if you have unreported days in Marathon Time, if you have invoices to approve and/or faxes or mails in the sending queue. Click to enter the programs.

Functions

Right mouse click	The click opens a small menu from which you e.g. can choose to export to Excel, to print out or to select columns. The cursor has to be somewhere in the list /table when you click.
Tab/Enter	Move to next object/field.
Shift + Tab	Move to previous object/field.
Alt + underlined letter	Instead of clicking, you can activate a function with Alt + the letter that is underlined in the word, e.g. OPEN with Alt + O.
Ctrl + Page Down	Move to next tab, e.g. in the Client & Project module
Ctrl + Page Up	Move to previous tab.
Search box	Shows the alternatives to fill the field with.
F1	Open search box
F3	Copies last saved information in a field.
Quick search field	You can write the first characters of a code, name etc. The search list will only include those alternatives that fit your search.
Quick search	A new window opens as you are writing, showing the alternatives that fit your search. This function has to be set in cog wheel/Settings/General

Tables in Marathon

Marathon’s tables are very flexible for changes regarding their look. You can select which columns you want to see, in what order they will be seen, their width and how they shall be sorted. The settings are saved for future logins.

Click on the grey box in the right end of the column heading line or click with the right mouse button in the table. A selection window opens where you can select and deselect columns. Click OK.

If you want to move the columns in another order, drag and drop the column heading to the place you wish, Marathon moves the underlying columns so that they won’t get over each other. Pull the column borders to adjust the column width.

You can select how to sort the column contents. When you select a column, an arrow appears next to the heading. Click on the arrow to change its position. Arrow up means that the biggest values are shown first and arrow down that the smallest values are shown on top.

Favourites in Marathon

The favourite function is available in most of the tables in Marathon and means that each user can select her/his own favourites. Right-click in the table and select the column Favourites. Click in the white cirles one or several times to determine colours.

Create a new favourite by selecting a row and then clicking in the favourite-column. The favourite is marked with a circle. Switch between favourites only and all posts by clicking the (empty) headline of the favourite column. All selection parameters are working in both modes, i.e. you can search by quick search in your favourites and use other selections.

Client and Project

This module contains information of all your clients and projects. In the first page you can see a list of all clients in the left part. When you click on a client, all its’ projects are shown on the right screen side.

If you click on “All projects”, you will see a list of all projects, irrespective of clients.

In the client lis In the list, click the right mouse button and select the columns you wish to see. The selection willbe saved for your user name.

If you wish to see the columns in a different order, you can drag and drop them where you want with the mouse indicator. Click in the heading field in the column that shall control the sorting.

New clients and projects can be entered directly in Client & Project. (New entries have to be activated by an administrator in Classic and you must have authorisation on user level.) The fields to be shown are selected in the system parameters- therefore the view in your company can differ from the view in this manual.

New client

Click New in the client list.

Fill in the field Client ID and press OK.

New project

Select client in the client list, thereafter click New in the project part

If you enter project numbers manually, start with filling in a number. If you use automatic project numbering, this field is not shown and the project is assigned a number when you save it.

Analysis

This tab shows the current status of the project. You can deepen into any underlined heading.

If you choose e.g. Cat/Code/Employeein FeesMarathon shows you first the information divided per job category. If you click on a certain category, you will see the information divided in job codes. Click on a job code to see the employees that have been reporting time on the code. Finally, by clicking on an employee code, you can see her/his complete time report row including the comments.

Concerning fees the value is based on the number of hours multiplied with the hourly rate/code price entered in Marathon.

Concerning purchases the purchase price (cost) added to the mark-up defined for the purchase code.

Click on the column heading to see information of what has been invoiced. The following image will be displayed.

The picture shows the invoices behind the amounts. Click on an invoice to see more information about it. If there is a red sign in the DUE column, the invoice is overdue. Click on the sheet on the right to see the scanned invoice in Pdf format.

General information

This tab shows all project information entered at the time of registration or transferred from the client. If you want to change something, click Edit. The window is the same as when entering a new project. If nothing is registered on the project, you can, if you want, delete it.

Authorization

This tab tells who the project manager and client manager are. If the project has limited access you can see here which ones of the employees have access.

Price

The price tab contains information of how the project is priced divided into fees, purchases and other.

First Marathon tells if there is a fixed price for fees, purchases and/or other.

Then you can see if there are any exceptions from the ordinary rates. The special prices cannot be changed in this tab (They have to be edited in Back office). ****/*** means that the special pricingconcerns all employees and job codes.

The example above shows that all employees, except Carl Eriksson, cost 1 500 on all codes. Carl Eriksson costs normally 1 200, but on code 010 his rate is 1 000.

If you use pricing per job code, you can’t use special hourly rate. In those cases Marathon says that he price is fetched from the code.

Purchases have defined mark-ups per code for different kinds of purchases. Concerning Other in the example above, Marathon tells that there is a fixed price and that the unit prices are fetched from the codes.

Cost estimate

The tab can be used not only to create estimates, but also for writing quotations.

Click New to create a new estimate. The estimate has separate tabs for Fees, Purchases, Other and Text & Currency. There are no specific rules of what it must include, you can choose to budget on optional detail leve

Write headings and texts in Text & currency. If you want some text to be printed out after the estimated values, write it in the field Estimate text After.

Import team Imports all employee from the project’s team to the estimate.

When the estimate is saved, you can print it out. There are a few printout selections to do

Fee

The fee tab has two “sub-tabs”; reconciliation and resource planning.The reconciliation module is the same that is shown in Marathon Time. You can follow the employees’reported hours either per project or total.

The resource planning tab shows how the time has been planned in Back office (Projectaccounting/resource planning). You can select a period and sort the list per employee, code or date.

Purchases

Inquiries are found in the PURCHASES tab in Client & Project. Inquiries can be sent to suppliers and later be used as a framework for purchase orders. Purchase orders may be created directly from theinquiry, or from the Purchase order tab.

Create a new inquiry. Click NEW.

Creating a purchase order for a purchase facilitates the work of the accounting department and approvers, as it is possible to match the purchase order with the invoice later.

If the box Only activeis ticked, the list shows only those purchase orders that has not yet beenmatched with an invoice. Select a line and click openin order to see more details about a specific order.

All of the company’s inquiries and purchase orders are shown in Backoffice/Purchase ledger.

Printout tab

You can print out project status in this tab. Use the search boxes to see all alternatives. Start withPRINTOUT. If you click SAVE SELECTION, your selection will be saved and suggested to you nexttime you are in the program. Note that only imported hours are shown in the printout.

Invoicing

Determine in this tab what to invoice and the appearance of the invoice. There are different ways of prparing an invoice. Here is three methods.

1. New invoice – only text

Prepare the invoice text in Client & Project. The actual invoicing is later performed by the accounting department, who is using the text that is prepared and the instructions that have been given. Select New to create an invoice. You can create several invoices on one project.

Text

Create text in the Text tab.

Create text	Click Create Text if you want to use the project's WIP or to invoice from the cost estimate.Select first if the amounts shall be based on estimated values (and in that case select estimate) or onthe project's actual wip.
'	Itemiz. level Select level of details for fees, purchases and other.
'	SubtotalsSelect how you want the subtotals.

The suggestion can be changed. You can add own rows and subtotals and write a new text andamounts. Down right you can see a summary of the amounts and possible pre-invoices waiting for deduction.

2. New invoice – text and content

Prepare invoice text and content in Client & Project. The actual invoicing is later performed by the accounting department. Select New to create an invoice. You can create several invoices on one project.

Create text by following instructions in the chapter above ( 1. New invoice- only text).

Create content; please request a separate invoicing manual for instructions.

3. New invoice – collective invoice

Collective invoicing means invoicing several projects for a client on the same invoice. It is requested that:

The projects have the same client code

The projects have the same client number

Collective invoicing is allowed on the projects.

That the projects have the same invoicing currency at the time of printout.

Open one of the invoices and select Invoice Type Collective Invoice. Go to the tab Collective Invoice and fetch all the projects that shall be included, also the one you currently have open. In the Content tab you now see the WIP from all projects. Select what to invoice.

Invoice client

If the project has another rinvoicing address than the client, use a invoicing client on it. Fetch invoice client from the tab Parameters.

Notes

You can gather all notes about the project in this tab so that all colleagues can read it and also fill in their notes. A note is automatically marked with name and time.

If you want to write a note, click NEW to open a box, fill in heading and the note - you can also copy from a previous note, then Save.

Documents

Here you can make a connection to your ordinary file server. That means that you can quickly get access to documents that are connected to the project. The files are stored in one folder per project. Contact Kalin Setterberg for more information.

Project printouts

In this module you can print out different kinds of statistics about several projects at the same time.Select projects in the left part of the screen and the information you wish to include in the right part.The right part is similar to the printout tab in the separate projects.

Active Projects open for transactions

Deactivated Projects temporarily closed for transactions. Deactivated projects can have WIP.

Closed Closed projects with no WIP.

Reports

This is a module where you can print out and create reports. There are a few standard reports in the module but you can also create own reports. Please request separate manual fo creating reports.

Select a report and click PRINTOUT. A selection window opens.

Make the selection on the left side. The selection possibilities may vary from onereport to another. The columns are already in the report template