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!
dsc_arch
Apr 7, 17 5:00 pm
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
gruen
Apr 8, 17 3:47 pm
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.
agnespadreque
Jun 18, 18 12:00 pm
whats this mens?
Non Sequitur
Jun 18, 18 12:20 pm
because of reasons.
agnespadreque
Jun 18, 18 12:01 pm
Why i have this project number for?
Miles Jaffe
Jun 18, 18 2:45 pm
Historians.
poop876
Jun 18, 18 2:49 pm
to be somewhat organized!
poop876
Jun 18, 18 2:42 pm
We do point numbers too...18105 for the building itself...then tenant or revisions get .1, .2 etc.
Andrew Osterlund
Jul 1, 18 6:27 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.
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!
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
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.
whats this mens?
because of reasons.
Why i have this project number for?
Historians.
to be somewhat organized!
We do point numbers too...18105 for the building itself...then tenant or revisions get .1, .2 etc.
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.