StarProjects - Integration
Contents
1. B General Ledger Demo Distribution Company Copyright O 2005 Star System Solutions Pty Ltd Page 8 Star Projects V6 x Inventory To link eBackOffice Inventory to Asset Hire Star Projects the Inventory Item Number must have a Resource Type of E or H allocated to the Inventory item Create the resource types manually in eBackOffice through the Inventory module The Asset Hire integration can track items in one of two ways PART Item No or SERIAL Serial Lot set within Star Projects Options Explorer Interfaces Asset Hire Asset integration level The tracking options are as follows 1 PART When an inventory item is created with the type being E or H a reference code is created in eBackOffice and a resource is created in Star Projects This option uses the item code to represent the Reference Code and Resource Code making the Item no the asset that can be hired out returned and billed 2 SERIAL When a serial number is RECEIVED into stock for an inventory item with the first two characters of the code being EH and the type being E or H a reference code is created in eBackOffice and a resource is created in Star Projects This option uses the serial number to represent the Reference Code and Resource Code making the Lot Ser No the asset that can be hired out returned and billed Once an asset hire inventory item is saved within eBackOffice a Reference Type ASSETS is automatically set up i2. and finally when the asset is returned the eBackOffice Credit Return process is used to complete the Task in Star Projects In addition to this each asset creates an ASSETS type reference code in eBackOffice which enables the Accounts Payable integration to Star Projects to charge disbursements to an Asset Project Calculation of the Asset Hire charges track the length of the hire by automatically updating the Task end date when charges are posted and enable on costing of hire charges to Projects An Equipment Hire Report is available to view or print a list of un posted Asset Hire charges based on user defined criteria and up to a specified date Copyright O 2005 Star System Solutions Pty Ltd Page 6 Star Projects V6 x User Guide Assets Introduction Some of the functions in use with Inventory are dependant on certain configuration options being setup For information on setting up the options see the Star Projects Technical Reference Inventory items created in eBackOffice create Resources within Star Projects and General Ledger References within eBackOffice to allocate and track Asset Hire charges In this section Reference Account Reference Inventory Receiving Reference A new type of GL Reference code ASSETS is created automatically along with a reference code for each asset available to be hired This allows you to generate disbursements through the Accounts Payable module against a system defined Project to track th
3. jasc Project ABC Phase Resource kore Computer B WBS jassers Asset Hire Hours 16 NC a Start fis 10 01 End 51710701 Completed Iv Completed Date a0 11 01 Specification E Target Charge 0 00 Target Cost 0 00 Source Type Detail dt pe orac Reference LOT E Computer B Assignment I Please note When tracking inventory using the SERIAL level option the Lot Ser No is required when processing Credit Returns to link with the relevant Star Projects Task Copyright 2005 Star System Solutions Pty Ltd Page 18 Star Projects V6 x
4. LOT2G Computer C 120 01 0 00 0 00 80 0 00 0 00 Phase 01 0 00 0 00 Project 1045 0 00 0 00 Client BDC001 0 00 0 00 CMILL Continental Mill XYZ Project XYZ 4 145 Equipment LOTSE Computer B 31 0 01 45 00 45 00 61 2 745 00 2 745 00 Phase 2 745 00 2 746 00 Project XYZ 2 745 00 2 745 00 Client CMILL 2 745 00 2 745 00 HIL004 Hillco ASSET Asset Project 4 132 Equipment EHCOMPA Computer ABC 3110 01 45 00 45 00 61 2 745 00 2 745 00 Phase 2 745 00 2 745 00 Project ASSET 2 745 00 2 745 00 1080 Flight Simulation Software 4 141 Equipment LOT1G Computer C 31 0 01 45 00 45 00 61 2 745 00 2 745 00 Phase 2 745 00 2 745 00 Project 1080 2 745 00 2 745 00 1070 Project ABC 02 Phase 2 4 142 Equipment SER1 Computer C 310 01 45 00 45 00 61 2 745 00 2 745 00 4 143 Equipment SER2 Computer C 31 0 01 45 00 45 00 61 2 745 00 2 745 00 Phase 02 5 490 00 5 490 00 Project 1070 5 490 00 5 490 00 ABCD Project ABCD Report Printed 15 10 01 3 31 27PM PA EquipHre SAL mt v5 11 1 Page 1 of 2 18 xi Copyright O 2005 Star System Solutions Pty Ltd Star Projects V6 x Page 16 User Guide Asset Returns Introduction Some of the functions in use with Sales Orders Credit Returns are dependant on certain configuration options being setup For information on setting up the options see the Star Projects Technical Reference Credit Returns
5. in Star Projects has a Resource allocated that is linked to eBackOffice depending on tracking option set up as following e Part Resource links to the inventory Item code e Serial Resource links to the inventory Lot Ser No o The Task Start Date and End Date are linked to the eBackOffice Sales Order shipped date and Asset Hire process up to date when asset hire charges calculated are posted iBix Description Equipment 000000 zp 4140 Client HILoo1 Hillco Project fioso Fliaht Simulation Software Phase Resource Lore Computer C WBS ASSETS Asset Hire Hours 0 NC Li Start 11 10 01 End fis 10 01 Completed a Completed Date m Specification E Target Charge 0 00 Target Cost 0 00 Source Detail 1d Type A Assignment I Reference Ok Cancel Copyright O 2005 Star System Solutions Pty Ltd Page 12 Star Projects V6 x User Guide Calculate Hire Charges Introduction Some of the functions in use with Asset Hire are dependant on certain configuration options being setup For information on setting up the options see the pervious sections of this manual Asset hire charges prepared are calculated based on the number of days between the last calculation date or the date the asset was booked out in eBackOffice until a user specified date The Asset Hire Star Projects eBackOffice integration enables extra type transaction lines for asset
6. rate the daily dollar charge rate defined by the Star Projects rate No of days the number of days calculated between the Target completed date and the Process up to date or Completed date Extended cost cost rate multiplied by number of days Extended charge charge rate multiplied by number of days Rate code defines the Star Projects rate assigned to the asset hire charge Scale code defines the Star Projects scale assigned to the asset hire charge Trx ctrl num displays the internal system control number 4 Select the Post button to create within Star Projects work in progress an Extra type transaction line for the asset hire charge based on the period of rental allocated to the relevant Client Project Phase Extra type transactions lines created within Star Projects can then be prepared and invoiced as normal for the selected Client Project Phase Refer to the Star Projects Processing Manual or eBackOffice Integration User Manual for invoicing information Copyright 2005 Star System Solutions Pty Ltd Page 14 Star Projects V6 x User Guide Equipment Hire Report Introduction The Equipment Hire Report is dependant on certain installation procedures for information on setting up this report see the Installation section of this manual The Equipment Hire Report allows the user to view or print a list which displays all asset hire calculations that exist within the database up to a user defined process date In this sect
7. Star System Solutions Pty Ltd Asset Hire Star Projects eBackOffice Integration Version 6 x 7 x User Manual 5 Star System Solutions Pty Ltd Asset Hire Star Projects eBackOffice Integration About OTRRGIDIL AUD 3 About THIS user guide uec peto she terea cede tos ton pe eee pe ebpxo roe core temcu poe eUe rossos b seese nseto essees Rr Deo esei rsrs 3 PrerequisWe o ost te hedge Tube Reos eas eo bv PERV ipse ead ee Vi see es Vi est SESSE VS No FERE EE P Y VENE VY REL Eu Epio ceusvassbessnecsesers 3 Use Guide cern e EE aeae OEN a e e Toe EE EEE SOENE ECEE M 4 Introduction 55 2 eere oeetee ra eoa oo Fev oeae oas aaaeeeaa Conse enasi Ea EEEO e eoa aE e ERR gen 4 Van GTS CHAP rg eet DL P 4 User Guide Asset Hire Installation eee eee eee ee eee eese e eee e essa annee etes eese sess ases eese eese se sanos eese eese sans sese ee 5 HU DIOE bookissa os 5 Ti this Section ee eoe neve eaae ece so ep aerae eaae eco ss cae va casu ere nl cua vene ao V eoe es Dua eva e uo E e aus oe ae aou qeess supe ao a Uu qoe aL UR See e e covecsees 5 salaton ennaa eon ct mio exec Um poet o M en LU ex Ar O UD Ro at Te 5 IntegratiQfi s dossier aides piu eive tope rebus udi ec dite ober raids cd debuit rabie rebote a btc de 5 User Guide Asset Hire Overview eee eee eee esee eee eese eese a shes e ete isss oeiee sete esee sese nasse eese seai noss
8. and Resource the Asset integration level option value must be set to SERIAL This option can be found in the Star Projects Options Explorer under the Interfaces Asset Hire folder Copyright O 2005 Star System Solutions Pty Ltd Page 10 Star Projects V6 x User Guide Asset Hire Introduction Some of the functions in use with Sales Orders are dependant on certain configuration options being setup For information on setting up the options see the Star Projects Technical Reference Sales Orders are processed to hire assets out and posted shipments in eBackOffice generate Asset Hire Tasks within Star Projects These Tasks represent the current hire state of the item and are used to calculate Asset Hire charges to be on costed to Client Projects In this section Sales Order Shipping Sales Order To link Asset Hire Star Projects eBackOffice a Sales Order is processed within eBackOffice when assets are hired or booked out The Sales Order must have a Star Projects linked Reference Code allocated before processing and shipping within eBackOffice Refer to the eBackOffice Integration User Manual for more information on processing Sales Orders Copyright 2005 Star System Solutions Pty Ltd Page 11 Star Projects V6 x Shipping Posted Sales Orders for inventory shipped hired creates Tasks within Star Projects See below o The Task is for the Client Project Phase linked to the eBackOffice Sales Order Reference Code o The Task
9. are processed when hired assets are returned and posting credit memos in eBackOffice close Asset Hire Tasks within Star Projects The Asset Hire system calculates charges as required up until the asset has been returned or received back into eBackOffice In this section Credit Return Copyright 2005 Star System Solutions Pty Ltd Page 17 Star Projects V6 x Credit Returns To link Asset Hire Star Projects eBackOffice a Credit Return is processed within eBackOffice when assets are returned or booked back into stock The Credit Return must have a Star Projects linked Reference Code allocated before processing and posting within eBackOffice Refer to the eBackOffice Integration User Manual for more information on processing Credit Returns Posting the Shipment Credit Return in eBackOffice flags the relevant asset hire task as complete within Star Projects and the Asset Hire system will not calculate charges beyond this return or completed date When an asset hired is returned AFTER the date of the last Hire charges calculation the calculation process will need to be run again to capture the hire charges due for the days between the last calculation date and the return completed date See below Remember that if the asset was returned AFTER the date of the last calculation it will still need to be run through the calculate process f i maintain Tasks Description quipmen ze 4149 Client coa Continental Aill ment Project
10. e cost of maintaining your assets The integration of Accounts Payable to Star Projects will detect Voucher or Debit Memo lines that have been allocated against an ASSETS type reference code and create disbursement transactions against the default Asset Project which is defined in the System Options The form to create the Reference link is available from the General Ledger Maintenance System menu in eBackOffice Create a new Reference Type ASSETS in eBackOffice to track all Asset Hire records See below B General Ledger Demo Distribution Company E nj xj File Edit View Processing Maintenance Reports Windows Tools Help JD EB C i amp X B3 I n E Em dh ES o8 x nt pida 5 ome zox Reference Type assets Description Assets Rentals Reference Codes Reference Code Description Closed Enter the reference code 10 10 2001 l3 NUM lam Im Copyright O 2005 Star System Solutions Pty Ltd Page 7 Star Projects V6 x Account Reference To provide Asset Hire integration allocation to Star Projects Clients Projects Phases within eBackOffice the General Ledger Account Reference must be linked to the eBackOffice ASSETS Reference The form to create the Account Reference link is available from the General Ledger Maintenance System menu in eBackOffice Select the account where the Account Filter field is all underscores and allocate the Reference Type ASSETS to the General Ledger Account See below
11. e eese eese sess eiis 6 User Guide Assets usadas seeeioet oe ee te le evee ea ela ease el evaeQe Suae eee del Pd euo casosasdeses Dues ees eed Pe svad UU ee euge ss ocv do Uu eode eee baden US UE NE 7 ID DISORDERS IEEE 7 Tah CHS SCCHIOM PERLE EL EISE 7 Reference era eee e RE ee e BIDS oer aer sue ARR e doeet ee IE Bis Mic ooo de ine Jeli ach 7 Account Reference qo ise aee ees Bes Seconds eee dee se ee eee stds Mes wala desde eet lee ede e dame qe s 8 VENOJ a P S 9 Receiving Only relevant if using the SERIAL option sesseseseeeeeene ener 10 User GUld ASSetHIFA iacet ae eusva toe bo Predeeaeaecec ea sss eebel aee Resa Pra qUepb heces ssa cvebela eoe s sva dvab eaa eter Da gea SE Il TMTrOGUCHON OSEERE E EE EE EEEE EEA EEOAE 11 In thisS SectiOn so iicccsecciccssccasscalekescsiscectcutassesasishcssceescdesdsiscesscedtsscsed ccassccdecsesst scastcebeseuseseslastacbectesssascocbacbeswcsesests 11 MEISSOI DSTI DD NIE 11 Shipplng etos esee um celat ine o aec oe eh oe ahaa nul duse catt Lie A bee 12 User Guide Calculate Hire Charges uieieess te disteta to step tope seat see p oe ehe o elo beoe p ENS e EVAEUR VPE PEUH S SERES EE E oed ule EET TUR 13 Ing DII ERESREOEETOUNPT Ts 13 HORE SUIDIBIEERTUI TII IUE ITUIE R 13 Prepare PO Sb uide pre T dtr te taeda o reae led tee E seg a td tete ea cata dees E Wade T eda e nude 13 User Guide Equipment Hire Repor
12. f not already created and the Reference Code for the item is added to enable tracking of all Asset Hire items Please note To track inventory items at the SERIAL level inventory must be set up with the Lot Bin Trk and Serial Trk checkboxes selected If only tracking at PART level you do not need to worry about Serial Lot Tracking See below 4 eBackOffice Distribution 7 0B Demo Distribution Company File Edit Search Application Utilities Report Window Help E D am mA qw 0 ry 4 INVENTORY ag Mae Pricing Build Plan Where Used Revisions Substitutes Options ml Item No EHCOMPC Computer C L e Res Type E Equipment Hire Cycle Type M Comm p fal Posting Code DAH DWE m Group CATEGORYC Category C Products Tax Code H Vendor J Drawing No y Bye Stat Purchase el lan Frght CI J CostMethod Standad sss m ez UOM AIt EA EA Entered fsa 11 10 01 Lot Bin Trk V Allow Fractions v Waht Vok 7 00 1 00 Serial Tik M Obsolete ty Void Web Saleable Item _ QCReq M Locations More Cost Lots Ser No Bins PO s Orders Mfg ac Hold Item No EHCOMPC Std E Hold 7 Loc Batch Lead Min Ord MinStk Mx Stk In Stk Cmtd SchAlloc Avail Transit PO Ord A Dais oo fo foo foo o o joo joo joo mo foo foo ave Success Save Successful Z Copyright O 2005 Star System Solutions Pty Ltd Page 9 Star Projects V6 x Receiving Only relevant if using the SERIAL optio
13. hire charges to be included on Client Project Phase invoices Asset Hire Charges are calculated as required up until the Task end date is greater than or equal to the Task complete date set once the asset has been returned or received back into eBackOffice In this section Prepare amp Post Prepare amp Post Within the Asset Hire Equipment Hire system select Calculate Equipment Hire Charges from the Processing menu The following screen will be displayed Equipment Hire File Processing Reports Help Lex Invoice Cycle J Client Project EEE Process Up To Date Phase e 18 10 01 Prepare Past Reset Fite Copyright O 2005 Star System Solutions Pty Ltd Page 13 Star Projects V6 x How to prepare and post Asset Hire charges 1 Double click or press Ctrl z to zoom in the edit boxes to select any required criteria to prepare the asset hire charges for 2 Select the Process Up To Date from the drop down calendar The asset hire number of days is calculated as the number of days between the last calculation date process up to date or the end date of the asset hire task and the selected process up to date or the returned completed date 3 Select the Prepare button to display all the asset hire charges that meet the selected criteria within the grid fields as follows o 0000000000 0 o O 0 000000 00000 Task id defines the unique identification code allocated by Star Projec
14. hnical Reference Please note The Asset Hire program must be loaded and run on a computer with Star Projects installed In this section Installation Integration Installation From the Star Projects CD ROM ensure the following files are transferred to the applicable computers hard drive EquipHire CRL Install sql PA EquipHire SAL rpt PAAssetHire exe required to be copied onto each workstation that will run the calculation Copy the PA EquipHire SAL rpt into the Star Projects reports path This directory location can be found in the Star Projects Options Explorer under the Reports Options folder Open Module Manager select the Tools menu and import the report list EquipHire CRL replacing NONE of the existing report lists Integration Using SQL Query Analyser load the SQL Script Install sql Ensure the instructions within the install script are followed before executing Copyright O 2005 Star System Solutions Pty Ltd Page 5 Star Projects V6 x User Guide Asset Hire Overview Assets available for hire are represented in eBackOffice using one of two mechanisms inventory items OR serial numbers and within Star Projects the assets are represented by Resources The act of hiring an asset is performed by shipping a Sales Order to a Project or Phase Once hired an asset is then tracked as a Task in Star Projects The new Asset Hire application is used to calculate charges for the hired asset to the Project
15. ion Equipment Hire Report Equipment Hire Report The Equipment Hire report allows the user to view or print a report which will display all un posted Asset Hire calculations for a Invoice Cycle Client Project Phase up to a specified process date Hire charges are displayed in Client Project Phase order The Calculated Fields contained within this report are as follows Cost Rate The cost value per day of the transaction Charge Rate The charge value per day of the transaction No of Days The total number of hire days between the Target Date and End Date or process up to date selected Ext Cost No of Days multiplied by the Cost Rate Ext Charge No of Days multiplied by the Charge Rate The user should 1 Select the relevant Filter criteria as applicable 2 Enter the process up to date 3 Select either the Print Preview Button Copyright O 2005 Star System Solutions Pty Ltd Page 15 Star Projects V6 x Equipment Hire x amp froo x a4 1 of2 Preview Equipment Hire Client Selected All Project Selected All gt 4 Phase Selected All Invoice Invoice Cycle Selected All Enter Text to appear at top of all reports End Date Selected 31 Dec 2001 Task Resource Target Date CostRate Charge Rate Ho of Days Ext Cost Ext Charge STARDIST Star Demo Distribution Company BDC001 Best Distribution Company 1045 Nationwide Rollout 01 Phase 1 4 144 Equipment
16. n When the Asset integration tracking level is set as SERIAL receiving items creates a Reference Code in eBackOffice and Resource in Star Projects A Lot or Serial Number for items received is required to link the Star Projects and eBackOffice systems See below When the Asset integration tracking level is set as PART receiving items simply allocates stock to the inventory a Reference Code in eBackOffice and Resource in Star Projects have already been created when the inventory item was created Within eBackOffice the use of a receiving Lot or Serial Number links the two systems by creating the following when purchases are received o A Resource in Star Projects to be used for allocation against a Client Project Phase when the asset is hired and returned o A Reference Code in eBackOffice General Ledger allocated to the Reference Type ASSETS 3 eBackOffice Distribution 7 0B Demo Distribution Company oj x File Edit Search Application Utilities Report Window Help ele lelek ini xj amp 2k Purchase No fi 32 Status o pen L a Recv Date fi 1 10 01 Date Of Order f 1 10 01 Date Order Due fi 1 10 01 a gt il z7 ian On Location p allas p allas Vendor No creoo1 County Tax Board Main Lots Ser No Bins Item No Rel Dt Qty Revd Lot Ser No Bin No Exp Dt e r Please note To track inventory items at the Serial level using the Lot or Serial Number as the Reference Code
17. te ai cistie iie eet ein teo htl vese tee tloebu cura on io Pe EP PUT EBa dU dus ius e eub pad audae 15 Introductio eX DEDERE 15 In this SOCEM Linie Pepe va nera Coa Po Poor aue e eoa re pua o vd eee a ceo o sa vender evessiceas Pub dpa cune loa da pe sed eue eese se Pu su go eure edaa do Ho eo eee aeu uo 15 Equipment Hire Report e eed poete Ert etate en Ret ate arbeit Susie oa tumet t eot ea mets 15 User Guide Asset Returns ii eieeceesess esestoceeas cess va evae duse Uo Cd va PERDU ee ada e HE Ra Pede DUE dae Se S VOU Ee ada Eod Ge eee dede ae tadedecsedscees 17 Introduction e ueceeeceso roodo educ euce so svesua sues eds Cesospedo vao Verso isee o Cosas aede sue eee Less se uso S ee dou pe eO UNRe Se eeu M ENTRY 17 ER TEATE i EAA E Ceo ee E eto een ei deve de Do eee ee eaae eate A de Coe o eet eoa e Eee tuse Ue ke se pee eee dovere sae Ec de Uso Cos esu ee cte e SE Ue TENET 17 Credit Returns etel catene E A A E TS eee be at ER 18 Copyright O 2005 Star System Solutions Pty Ltd Page 2 Star Projects V6 x About This Guide About this user guide This user guide explains how to use the Asset Hire Star Projects eBackOffice integration It does not explain how to install the integration for Star Projects and eBackOffice see the Star Projects Installation manual Prerequisite This guide assumes a working knowledge of eBackOffice This guide assumes a working knowledge of Star Projects Star Projects must be installed eBackOffice m
18. ts Task desc the actual name of the task Client code defines the client assigned to the asset hire charge Client name the actual name of the client Project code defines the project assigned to the asset hire charge Project desc the actual name of the project Project id defines the unique identification code allocated to the project by Star Projects Subproject code defines the phase assigned to the asset hire charge Subproject desc the actual phase name Subproject id defines the unique identification code allocated to the phase by Star Projects Resource code defines the resource corresponding to the Item No or Lot Serial number assigned to the asset hire charge Resource desc defines the actual name of the resource corresponding to the inventory item description within eBackOffice Target start date the date the asset was booked out of eBackOffice or the date of shipment Target completed date the last process up to date or the date the asset was booked out of eBackOffice recorded in Star Projects as the Task End Date Completed date the date the asset was received back into eBackOffice recorded in Star Projects as the Task Completed Date Resource class code defines the class assigned to the resource for the asset hire charge Company code defines the company assigned to the asset hire charge Company name the actual company name Cost rate the daily dollar cost rate defined by the Star Projects rate Charge
19. ust be installed Copyright O 2005 Star System Solutions Pty Ltd Page 3 Star Projects V6 x User Guide Introduction The Asset Hire Star Projects eBackOffice Integration has been developed for companies who require an Asset Rental Hire tracking system to interface between their Star Projects and accounting systems The Asset Hire integration enables Extra type transactions to be created in Star Projects based on the period of rental information in eBackOffice The integration enables you to reduce double handling between the systems and gives access to customisation capabilities The Asset Hire Star Projects eBackOffice integration works by calculating the number of days between the last calculation date or the date the Asset was booked out in eBackOffice until a user specified date The Extra type transactions when posted use the Star Projects Rates to determine the Asset Hire cost and charge rates In this chapter Asset Hire Installation Asset Hire Overview Assets Asset Hire Calculate Hire Charges Asset Hire Report Asset Returns Copyright 2005 Star System Solutions Pty Ltd Page 4 Star Projects V6 x User Guide Asset Hire Installation Introduction Some of the functions in use with Star Projects Asset Hire eBackOffice are dependant on certain configuration options being setup For information on setting up Star Projects and eBackOffice options see the Star Projects Installation manual and Star Projects Tec
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