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This article provides the steps needed to create an eligible project in Field Service. For more information about projects and project contracts, see Projects, project contracts, and project tasks.
Prerequisites
- The Field Service and Project Operations integration is installed.
- You have a Field Service administrator role.
- You understand your organization’s Project Operations deployment model.
Create a project
When you create the project, project contract, and contract lines, ensure that the project meets the requirements for linking work orders or agreements. For more information, see Project requirements.
In Field Service, select the Projects area.
Select Projects, and then select New Project.
Enter the project name and any other information.
Select Save & Close.
Create a project contract and contract lines
When you create project contract lines, understand which fields impact Field Service.
In Field Service, select the Sales area.
Select Project Contracts, and then select New.
Fill out the required fields. Learn more in Header details for project-based contracts.
Select Save.
Select the Contract Lines tab.
Under Project-based Lines, select Add New Contract Line.
Fill out the required fields, including the project. Learn more in Project contract lines overview.
Select Save & Close. The contract and contract line now serve as the financial container for work performed against the project.
Select the Project Price Lists tab, and then select Add New Project Price List.
Select the price list, and then select Save & Close.
A frontline worker can assign the project to work orders or agreements.
View material usage logs
A material usage log shows the list of materials or parts that a field technician uses while completing a job. For example, if someone installs a replacement part during a repair, that part and its cost appear on the log. It helps you track what materials were consumed so you can charge the customer correctly and update inventory.
The system automatically creates a material usage log when a technician records materials or services on a work order as used. Learn more in Record material usage on projects and project tasks. You can view all material usage logs by selecting Projects > Material Usage Logs.
If Auto-Approve Project Approval was enabled during setup, the system automatically approves material usage logs, creates an Approved project approval record, and generates actuals. Skip to Create invoices.
If Auto-Approve Project Approval is No, the material usage logs must be submitted for approval.
In Field Service, select the Projects area. Then, select Material Usage Logs.
Find and select the billable items to submit for approval, and then select Submit. The system automatically creates a project approval record. This record must be approved before actuals are generated.
Approve billable items
If Auto-Approve Project Approval is No, review and approve the submitted Material Usage Logs.
In Field Service, select the Projects area. Then, select Approvals.
Find and select the submitted items. Then select Approve. The system generates actuals.
View actuals and create invoices
After approval, the system creates actuals in Project Operations. These actuals link to the project and associate to the correct contract line. Use the actuals to create a draft invoice.
In Field Service, select the Sales area.
Select Actuals.
Find and select the actuals for your project contract. Then, select Ready to invoice. The system creates a draft Proforma invoice showing what is to be billed.
If your organization is using the Integrated Project Operations with Finance model, the system also creates Project Operations Integration Journal Lines that transfer the approved financial data to Finance.
Review and confirm invoices
If your organization is using the Project Operations Core (Lite) without Finance model, review, edit if necessary, and confirm the invoice.
If your organization is using the Integrated Project Operations with Finance model, the invoice is finalized in Finance.