Projects Overview

What is the Projects Module?

The Projects module organizes procurement activities around specific projects, job sites, or contracts -- a critical capability for construction, MEP, and IT companies operating in the GCC. Each project acts as a container that links together BOQs, RFQs, purchase orders, submittals, and invoices, giving you a unified view of procurement progress and budget health. The multi-project dashboard provides real-time visibility into allocated, committed, and spent amounts across your entire portfolio, enabling proactive cost control and preventing budget overruns before they happen.

How It Connects

Direction	Connected Module	Relationship
In <--	BOQ	Bill of Quantities defines the project's material requirements
In <--	Submittals	Material submittals track approval of specific brands/models for the project
Out -->	RFQs	RFQs are created and linked to the project for sourcing
Out -->	Purchase Orders	POs are linked to the project, their values tracked as "committed" budget
Out -->	Invoices	Supplier invoices matched to project POs become "spent" budget
Both	Suppliers	Suppliers are associated with projects through POs and submittals

Step-by-Step Guide

1. Create a new project -- navigate to Projects > All Projects and click "New Project".
2. Enter project details -- fill in:
   • Project name (EN/AR)
   • Project code (e.g., PRJ-2026-REEM-001)
   • Client name
   • Location / job site address
   • Start date and expected completion date
   • Project manager (assigned from your team)
3. Set the budget -- enter the total allocated procurement budget for the project. This is the baseline against which all spending is tracked.
4. Upload the BOQ (optional) -- if you have a Bill of Quantities, upload it via the BOQ module and link it to this project. See the BOQ documentation for details.
5. Start procurement -- create RFQs directly from the project page by clicking "New RFQ for Project". The project link is automatically set.
6. Track POs -- as quotes are awarded and POs are created, they appear in the project's Procurement tab. PO values are reflected in the budget tracker as "committed" amounts.
7. Monitor deliveries -- GRNs linked to project POs appear in the Deliveries tab, showing what has arrived at the job site.
8. Process invoices -- supplier invoices matched to project POs move the budget from "committed" to "spent".
9. Review the dashboard -- use the project dashboard to monitor overall health: budget status, procurement timeline, pending RFQs, outstanding POs, and upcoming deliveries.

Budget Tracking Model

Budget Category	Definition	Source
Allocated	Total budget assigned to the project	Manually set by project manager
Committed	Sum of approved PO values	Calculated from linked POs (status: Approved or above)
Spent	Sum of matched and approved invoice amounts	Calculated from linked invoices
Available	Allocated - Committed	Calculated automatically
Variance	Allocated - Spent	Final variance after all invoicing is complete

Budget Visualization:

|=============================================| Allocated: AED 500,000
|========================|                     Committed: AED 300,000
|===============|                              Spent: AED 185,000
                          |===================| Available: AED 200,000

Key Fields Explained

Field	Description
project_code	Unique identifier for the project (auto-generated or manual).
project_name	Descriptive name in English and Arabic.
client	The end client or main contractor for the project.
location	Physical job site address or area.
start_date	Project start date.
end_date	Expected project completion date.
project_manager	Team member responsible for procurement on this project.
allocated_budget	Total procurement budget assigned (in base currency).
committed_budget	Auto-calculated sum of approved POs linked to this project.
spent_budget	Auto-calculated sum of matched invoices linked to this project.
status	Project state: Planning, Active, On Hold, Completed, Archived.

Tips & Best Practices

TIP

Set up budget alerts at 75% and 90% commitment thresholds. The system will notify the project manager and finance team when the committed budget approaches the allocated amount, giving you time to request additional budget or re-prioritize procurement.

TIP

Use the multi-project dashboard to compare procurement progress across all active projects. Sort by budget utilization percentage to quickly identify projects that are over-committing or under-spending.

WARNING

Changing the allocated budget after procurement has started requires finance approval. The system logs all budget revisions with the approver, reason, and timestamp for audit purposes.

TIP

Link every RFQ and PO to a project -- even for indirect materials. This ensures your budget tracking is comprehensive and no spending falls outside project visibility. For company-wide purchases not tied to a specific project, create a "General Procurement" project.

TIP

Use the project Timeline View to see a Gantt-style visualization of procurement milestones: RFQ published, quotes received, PO issued, delivery expected. This helps coordinate procurement with construction schedules.

FAQ

Q: Can I have multiple BOQs under one project? A: Yes. A project can have multiple BOQs -- for example, one for structural materials, one for MEP, and one for finishes. Each BOQ tracks its own quantities independently.

Q: What happens to the budget when a PO is amended? A: The committed budget automatically adjusts to reflect the latest PO amendment version. If a PO increases from AED 50,000 to AED 55,000, the committed budget increases by AED 5,000.

Q: Can I transfer budget between projects? A: Yes, through the Budget Transfer feature in Projects > Budget Management. Both the source and destination project managers must approve the transfer, and it is logged for audit.

Q: How do I close a project? A: Ensure all POs are either Completed or Cancelled, all invoices are processed, and the final budget reconciliation is reviewed. Then change the project status to Completed. Completed projects become read-only but remain accessible for reporting.

Q: Can subcontractors view project information? A: Subcontractors who are registered as suppliers can see only the RFQs and POs they are involved in through the supplier portal. They cannot see the project budget, other suppliers' quotes, or internal procurement data.