New Projects

Top  Previous  Next

 
To add a new project, select Projects, Add New Project (or click the New Project button).

 

_bm4

 
The Project Information Form will pop up, ready to be filled in. Think of the items contained here as the project's "Header" information.
 
Note that your initials are displayed in the "Owner" box. Ownership of a project means that only that person is allowed to modify the text record of the work. Others can add line items for time, expense, and travel, but only the "owner" can edit the bullet points or detailed notes. (If the "owner" field is cleared, anyone can edit the notes, but this is not recommended, because it's possible for one user to over-write another's changes, if they are both editing at the same time. Please send comments on another person's project via e-mail instead (right-click in the project header)).
 

_bm5

 
The only field which absolutely must be filled is the Project Number. Project numbers can be up to 12 characters long,  and may include numbers, letters, and some punctuation marks. Any existing project numbering system may be used, or if you have already created a Client Card, you may wish to use the built-in automatic number system.
 
The other fields are as follows:
 
Project Name is a short (max. 60) name for the project.
 
Client is the name of the client for whom you are doing the work. If you expect to do repeat work and/or need to create a proposal or an invoice, then you should create a Client Card for them, and then you will simply be able to select from the drop-down list. If it is a one-time thing and/or you won't need to be creating proposals or invoices for them, then you can just type a name in the field. Client Cards are recommended!
 
Status is a short (max. 60) phrase to describe the current status of the project. Use whatever terms make sense for your situation. The status phrases you enter are collected as you go, and ones you have already used are listed in a drop-down box for re-use.
 
Money budget and Time budget are optional fields. If they are filled in, then status reports will include a line showing how you are doing in relation to the budget. If you leave them blank, then they will be completely ignored.
 
The largest box on the form is the Project Scope. This should be used to briefly describe the purpose or goals of the work. This field has a maximum length of 1000 characters.
 
Finally, there are three check boxes at the bottom of the form:
 
Track Time - It this is NOT checked, then when you enter in a "time" record, there will be no field for entering hours. Why would you want to do that? Well, QuickRef does not want to be a burden on you; there are some "projects" that really don't have a beginning or an end, and no one will ever be interested in exactly how much time you spent on them. However, it is important to be able to recall *when* you did important things.
 
For example, as an entrepreneur, your can't bill anyone for the time you spend on "overhead" activities, so why waste time being precise on how long it took to do "mundane activity X"? On the other hand, you might someday be *very* interested in when you actually did "mundane activity X", and you will be happy that you recorded the fact in QuickRef.
 
Also, projects that are NOT checked for tracking time will NOT be included in time comparison reports.
 
Track Money - (see above)
 
Publish Reports - If this is checked, then the project will be included during Linked Reports generation. If it is NOT checked, then the project will not be included.