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Project file numbering system

Happy Friday, everyone!

I recently took over as the controller of a small architect firm, and we are moving from the Quickbooks/Excel method of billing and bookkeeping to a Deltek solution. As we are not importing all of our historical data and, in effect, starting a new system from scratch, this is a good time to start fresh on "the way things have always been done".

The project numbering system in place is our files are coded YYMM##. The first project created this  year was 170101, the second 170102. When we hit February, it was 170201, 170202, etc.

The problem lies with the fact that we are in a fast growing area, and we are getting a lot of repeat customers (bank branches, housing developments), etc. I have one bank that has projects with us spanning 5 years, so we may have 130207 -Bank Name - Branch Name; 141001 = Bank Name - Different Branch Name, etc. 

Since we sort by the number, the files are in different locations. 

Does anyone have a project categorizing system you really love? Do you find it effective to keep the top level of a category by customer name, or have some other method?

Thanks!

 
Apr 7, 17 1:36 pm
dsc_arch

oops - Missed you were going cloud:

Here is what we do and it works quite well. - even with using time tracking. Granted this was up to 15 employees and 100 projects per year.  Your situation could be different. 

###

We use 2017-001 then 2017-001.01 for major revisions or scope change.
We have domain level names for repeat clients then "add a Job" underneath.

QB Example:

Car Guy
2002-003 Remodel, City
2006-009 New Building, City
2006-009.02 New Building, City, Value Engineering
2006-009.03 New Building, City CM Services
2010-072 Tenant Finish, City

Then when re run a report of just the client name we see their lifetime value. 

Digital files are always by project number and use a standard directory tree underneath.

Good Luck

Apr 7, 17 5:00 pm  · 
 · 
gruen
We do sequential 17001 17002, etc. every project gets a number, even if it does not become "real", thusly we can track inquiries & marketing efforts.

The full project name is NUMBER-ADDRESS-CLIENT NAME

Therefore it's

17001 123 Main JOE BLOW

We can search by client name & address.

Seems to work for multiple projects on the same building.
Apr 8, 17 3:47 pm  · 
 · 
agnespadreque

whats this mens?

Jun 18, 18 12:00 pm  · 
 · 
Non Sequitur

because of reasons.

Jun 18, 18 12:20 pm  · 
 · 
agnespadreque

Why i have this project number for?

Jun 18, 18 12:01 pm  · 
 · 

Historians.

Jun 18, 18 2:45 pm  · 
 · 
poop876

to be somewhat organized!

Jun 18, 18 2:49 pm  · 
 · 
poop876

We do point numbers too...18105 for the building itself...then tenant or revisions get .1, .2 etc. 

Jun 18, 18 2:42 pm  · 
 · 

In Quickbooks, we start with client name, and then the jobs under each client.  We use four-digit numbering for our projects, by year: YY##.  Project folders and all files keep the same numbering.  We don't number our clients.  It works fine.  We've had several cases where the project changed client mid-stream.  We were able to keep the project number, even though the invoicing moved to a different customer account.

Jul 1, 18 6:27 pm  · 
 · 

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