Step by step Project, Time, Expense, Item

Step by step how to setup Intercompany for Project and Time entries

  4 minute read  

When setting up Pryme intercompany projects, it is essential to follow a structured approach to ensure proper configuration of both sending and receiving companies for transferring projects and time entries. The process involves setting up parties, topics, and subscriptions in the correct order. Below is a short step-by-step guide to help with the setup process.

In Pryme intercompany projects, data can be transferred using two pre-defined templates. These templates can be used separately or in combination, depending on the types of data being transferred between companies. More details can be found here.

  • Time Entries: This template is used for transferring time entries.
  • Project Ledger Entries: This template includes time entries, as well as expenses and item entries.

For bi-directional data transfer, set up the topics and subscriptions in both companies.

Parties

  1. Go to Company A.
  2. Choose the 🔎 icon, enter Parties (IDM), and select the related link.
  3. Create a Party for Company B.
  4. Go to Company B.
  5. Choose the 🔎 icon, enter Parties (IDM), and select the related link.
  6. Create a Party for Company A.

Project

  1. Go to Company A.
  2. Choose the 🔎 icon, enter Topics (IDM), and select the related link.
  3. Create a Topic, and select the template for Projects (Message Processing Type field).
  4. Go to Company B.
  5. Choose the 🔎 icon, enter Subscriptions (IDM), and select the related link.
  6. Create a Subscription for Projects on the party code for Company A.
  7. Review and update the table definitions.

Time (Alternative 1)

The pre-defined time entries template transfers resources and time entries. When a timesheet is submitted, the entries are transferred to the external time entries table, allowing a project manager to preview the entries. An approval flow is also available for informational purposes only.

  1. Go to Copmany B.
  2. Choose the 🔎 icon, enter Topics (IDM), and select the related link.
  3. Create a Topic, and slect the template Time entries (Message Processing Type field).
  4. Go to Company A.
  5. Choose the 🔎 icon, enter Subscriptions (IDM), and select the related link.
  6. Create a Subscription for Time entries on the party code for Company B.
  7. Review and update the table definitions.

Expense and Item Entries

If the time entries template is used and project ledger entries for expenses and items should also be transferred, use the project ledger entries template for this purpose.

  1. Go to Company B.
  2. Choose the 🔎 icon, enter Topics (IDM), and select the related link.
  3. Create a Topic. Select the template for Project ledger entries (Message Processing Type field).
  4. Review and update the table definitions. Add a condition on the type field to include only g/l account and item in the data message.
  5. Go to Company A.
  6. Choose the 🔎 icon, enter Expense Payment Types, and select the related link.
  7. Create expense payment types.
  8. Choose the 🔎 icon, enter Project Expense Posting Setup, and select the related link.
  9. Update the Expense posting groups.
  10. Create a Subscription for Project ledger entries on the party code for Company B.
  11. Review and update the table definitions.

Time (Alternative 2), Including Expenses and Item Entries

If project ledger entries for time, expenses, and items need to be transferred without the option for a project manager to preview the time entries, use the project ledger entries template. With this template, project ledger entries are transferred to a project journal, where they can be posted.

  1. Go to Company B.
  2. Choose the 🔎 icon, enter Topics (IDM), and select the related link.
  3. Create a Topic, select the template Project ledger entries (Message Processing Type field).
  4. Review and update the table definitions.
  5. Go to Company A.
  6. Choose the 🔎 icon, enter Expense Payment Types, and select the related link.
  7. Create expense payment types.
  8. Choose the 🔎 icon, enter Project Expense Posting Setup, and select the related link.
  9. Update the Expense posting groups.
  10. Create a Subscription for Project ledger entries on the party code for Company B.
  11. Review and update the table definitions.

Summary Table

Company ACompany B
Parties
1aCreate a Party for Company B.
1bCreate a Party for Company A.
Project
2aCreate a Topic. Select the template for Project (Message Processing Type field).
2bCreate a Subscription for projects from Company A and update the table definitions.
TimeAlternative 1, via Time Sheet (External Time Entries)
3aCreate a Topic. Select the template for Time entries(Message Processing Type field).
3bCreate a Subscription for Time entries from company B and check the table definitions.
Expense and Item Entries(in addition to Time Entries)
4aCreate a Topic. Select the template for project ledger entries. Update the table definitions. Add a condition to include only g/l account and item in the data message.
4bCreate Expense payment types and update the expense posting groups.
4cCreate a Subscription for project ledger entries from company B and check the table definitions.
TimeAlternative 2, via Project Ledger Entries (includes expenses and items)
5aCreate a Topic. Select the template for project ledger entries. Update the table definitions.
5bCreate Expense payment types and update the expense posting groups.
5cCreate a Subscription for project ledger entries from company A and check the table definitions.