Automatic Project Creation

[Former Member]

Hi Gurus,

Does anyone knows how can we create projects automatically from a sales order? We create a new project everytime we create a sales order.

Basically,

Project Code = Sales Order Document No.;

Project Name = S.O. Customer Name;

Valid From Date = S.O. Posting Date.

Is there any FMS or some other coding for this?

Thanks in advance.

Kind Regards,

Kanu

[Former Member · Accepted solution]

In my opinion, 150 lines on a sales order and upto £200,000 revenue can be a good candidate for project.

However, 1 line on sales order and as low as £10 revenue should be never a project. That will make the project control meaningless.

[Former Member · Accepted solution]

Hi Gordon,

I just checked with GM of the company. That is how it is, and changing this process will be a massive change for every division.

Thanks for your important input Gordon. Do we anywhere have a final word on the number of projects we can have in SAP?

Kind Regards,

Kanu

[Former Member · Accepted solution]

If GM give the word already, go ahead. You don't need to find the maximum numbers for projects.

However, if you need create them automatically, SDK is recommended. Trigger in the SP is not supported by SAP. You may try FMS to see if that is possible.

[Former Member · Accepted solution]

Thanks Gordon. Much appreciated.

Regards,

Kanu

[Former Member]

The problem is that you cannot delete the old projects unless they are empty. In your case, that will not be true because you created them with transaction already.

There is no hard limit setup anywhere. However, I am sure you could get trouble sooner or later.

[Former Member]

Hi Gordon,

If that is the case then it is very serious and we should be prompt in deciding what needs to be done.

From where can we get the final word?

Having said that, what is the use of a functionality when it can not be utilised properly...?

Thanks for pointing it out in advance.

Regards,

Kanu

[Former Member]

Project is generally defined as a group of transactions that toward certain goals. It can help management to evaluate and control certain tasks.

[Former Member]

That is the goal in our business as well and that is why we chose SAP Business One. To catch the cost and control it, we are creating every transaction against a project. Every job/works order/sales order (in SAP) is one project. If we have x number of sales orders that means we are running x number of projects. Sometime the project is big (150 lines on sales order and upto £200,000 revenue ) and sometimes it is small (1 line on sales order and as low as £10 revenue).

Regards,

Kanu

[Former Member]

Hi Kanu,

May I ask how many Sales Orders you will created per week in average?

Thanks,

Gordon

[Former Member]

Hi Gordon,

We create roughly 300-400 sales orders every week.

Thanks,

Regards

Kanu

[Former Member]

So that means you will have over 15000 projects in a year, right? What is the business background?

[Former Member]

Hi Gordon,

Last year the total was around 10,000. Some weeks may have less no. of projects. 300-400 is max. Business is in Oil and Gas exploration manufacturing and services.

May I ask how is the number of projects going to impact the solutions we desire?

Thanks & Regards,

Kanu

[Former Member]

Because the design of project is majorly for financial report, it will not be easy for system to handle such amount of project codes.

[Former Member]

Ok Gordon. What should be the limit of number of projects and is it possible to purge out or delete the old projects?

Thanks & Regards,

Kanu

[Former Member]

Hello Kanu,

you can use an add-on or a transaction notification to do this.

Regards,

Ottó

[Former Member]

Hi Otto,

Thanks for your answer. Please elaborate more on the Add On that we can have. Would not this Trans Notifcation be like trigger, which are not allowed in SAP?

Thanks & Regards

Kanu