In this walk-through, you learn how to create a project estimate by selecting the main elements for a project deliverable and, per element, the activities required to complete those elements. When the estimate is complete, submit it for approval using the combined lifecycle and workflow. From an approved estimate, create project tasks through the Create Project Task Matrix.
About this walk-through
This walk-through covers how to create an estimate, submit it for approval, and use the Create Project Task Matrix. It illustrates the following tasks:
Setting up the sample data.
Creating a project and defining the deliverable.
Selecting elements and adding activities to the element.
Completing the estimate and submitting for approval.
Using the Create Project Task Matrix to create project tasks from an approved estimate.
Prerequisites
To complete this walk-through, you need:
Microsoft Dynamics 365 Business Central.
CRONUS International Ltd. demonstration database.
STAEDEAN Industrial Equipment Manufacturing RapidStart demo set.
Story
David is the dedicated sales representative for projects at CRONUS International Ltd. David has contacted a prospect and, before making a first visit, prepares an estimate for the project discussed on the phone. Before David can take the estimate to the prospect, he must have approval from Kevin, the sales manager.
Setting up the sample data
The Industrial Equipment Manufacturing demo set requires some additional setup.
Elements and Activities repository: elements and activities must be selected from a list to ensure that the same codes are used across different projects. To maintain elements, type Element List in the search box. For activities, type Activity List in the search box.
Create a planned project with an estimate
An estimate is the first state in the process flow of a project. David knows he must start a planned project before creating an estimate. The planned project can also be used for preliminary planning activities and as the starting point for a project quote.
Steps - Create a planned project and define the deliverable
Type Planned Projects in the search box. Choose New from the ribbon in the Planned Projects list.
On the Project card, tab to the Description field and enter a short description of the deliverable for the project. Optionally, create a deliverable:
From the Project card, select Project > Deliverables to open the Deliverables page.
Enter a Description for the deliverable. The No. is assigned automatically.
Select a Unit of Measure Code.
To add additional description, click the Comments field to open the Comment Sheet.
Identify the prospect in one of two ways:
As an existing customer: select a customer number in the Bill-to Customer No. field.
As a contact: select a contact number in the Bill-to Contact No. field and a Customer Template Code. This customer template creates a customer number when the project quote is promoted to the Order state.
The Name and Address fields are completed automatically.
Because you are creating an estimate based on elements and activities, skip the Base Template Code field.
Complete the other fields as required.
You have now created a planned project. The next step is to create an estimate for this project.
Steps - Select elements and add activities to create the estimate
A project element is a breakdown of the project deliverable. To create an estimate, define at least one project element with one project activity.
In the Planned Projects list, select the Actions tab and click Estimate.
To create a project element, choose Elements from the ribbon. Select a new line and, in the Project Element No. field, select an element from the Element List.
Repeat for as many project elements as needed. When done, click OK to return to the Project Estimate List, which shows the highlighted project elements.
To create project activities per project element, choose Add New Activity from the ribbon. Select a new line and, in the Project Activity No. field, select an activity from the Activity List.
Repeat for as many project activities as needed for the project element. When done, make sure all project activities are selected and click OK to return to the Project Estimate List, which shows an indented list of project activities per project element.
Repeat for each project element in the estimate.
When the element/activity structure is complete, add quantities and amounts. Per project activity, add the estimated number of working days and the estimated resource costs. Quantities and amounts are summed in the project element. The project element can be further completed with amounts for material costs, expenses, and equipment.
The total amount per project element is calculated. The totals per cost type and the grand total appear in the Estimate Totals fact box. Use the Estimate List action in the ribbon to print a copy of the estimate.
You have now created an estimate. The planned project can be changed to the Quote state to create a detailed quotation, or to the Order state to be executed.