Project: Project Workflows: Service Tracking from a Product: Create a Task in an Existing Project
Purpose
This document shows you how to configure a service product to create a task in an existing project after it's confirmed in a sales order.
Important!
Before You Begin
Products must be configured as "Service" products in order for them to generate projects and tasks. To create a new service product, follow the guidelines in the Product Creation Workflow document. The steps below will build upon your preconfigured service product.
For this step, you'll also need an existing project to link this product to. To create a project, follow the Basic Project Workflow documentation.
Process
To get started, navigate to the Inventory app.
When done, click Save.
Create a Sales Order
Next, navigate to the Sales app.
Click Create and complete the form as indicated. Many of these fields will auto-populate with the selected customer's data:
Customer: Select the appropriate customer.
Quotation Template: The base template used for this quotation, if applicable.
Expiration: The date the quote will expire.
Pricelist: The customer's default pricelist, this field will populate once the customer is selected.
Payment Terms: If the customer has specific payment terms set, those will be populated here.
Under the Order Lines tab, click Add a Product and enter the service product you configured above, as well as a quantity.
After the product and quantity are added, you will notice that the Project Overview smart button will appear before we confirm the Sale Order. This is because we configured the product included in this order to create a task in an existing project. Click Save then click confirm.
Review the Created Task
After confirming the Sales Order, the page will reload now with the Tasks smart button.
This will bring you to the task that was created under the existing project. This task will be prefixed with the Sale Order reference number (e.g. S000374).
Good to Know!
Ordered Hours Become Planned Hours
Under the TIMESHEETS tab, you'll see Initially Planned Hours listed as 05:00. This is because we added five hours of this service product to the original Sales Order.
Changing the Initially Planned Hours on the task does not change the quantity ordered on the Sales Order. It's simply for planning purposes.