Lot Projects At A Glance

Document Version	v.1
Document Last Updated	10/27/2022
Software Version Documented	v.9.9.1

Lot Projects at a Glance

This document serves as a broad look at Lot Projects and how they can be useful to you.

For detailed steps and explanations, please refer to: Lot Project - Process Doc

Lot Projects are ideally used for large dollar amount projects to help track billing and costs of every aspect of the project.
The Lot Project itself is the first “parent” line on the Order. It serves as the project header and can help set the net amount as well as set margins.
The child line entered below would be the Lot Project Item. This is what drives the POs. They can also be seen as different milestones or sections of the project.
- This is where you can start tracking costs. You can give the lot project item an overall cost or you can itemize the costs of each item under it.
Under the Lot Project Item are the individual items. As mentioned above, you can leave the costs of these itemized, or set a total cost of items on the lot project item line.
Example use: A kitchen and bathroom business has a bid to remodel a customer’s kitchen. The sections of the remodel may include countertops, cabinets, and plumbing fixtures. The business quoted the customer at $20,000.
- Lot Project: Smith Kitchen Remodel 2022
- Lot Project Items are:
  - Countertops
    - Followed by line items needed for the countertop section
  - Cabinets
    - Followed by line items needed for the cabinets section
  - Plumbing Fixtures
    - Followed by line items needed for the plumbing section

What the Lines on the Order Look Like

Notice in the screenshot below, the Lot Project then the Lot Project Items, like the countertops, then below that are the items you’ll actually receive and ship.
If preferred, Lot project items can exist without a parent lot project and still have a parent child relationship with item codes under it.

The total quote to the customer is the Net on the first line, the costs are tracked by item (or by lot project item) on the lines. The lot project items show the total cost of each child line item under it.
- Like how the granite (qty of 5) and backsplashes cost $2000 and $500, the Lot Project Item has a total cost of $10,500.
- As costs are entered, the margin refreshes depending on the net amount. If you were to manually set a margin, the net will refresh.
- Notice the cost of all lot project items is on the Lot Project line (first line).
  - Note: the screenshot shows the 2nd and 3rd lot project items minimized, but there are individual line items

You will generate POs per lot project item (can be helpful to have lot project items be the same manufacturer, but not required).
These hard linked POs behave just like others, just with a lot project item as the first item.
The receivers and Shippers are processed like any other order.

The process for entering bills for lot project items is just like the normal process, but with a few details to help you track what’s been billed and invoiced.
As you checkmark the lines for the bill, the Lot Cust. Inv column refreshes. This is linked to the order and calculates the margin for this PO when applied to the order. In this example, the cost is $10,500, the margin is 17%, so the customer will be charged $12,209 for this part of the project.
If the part numbers were NOT itemized, they will show a cost of zero, with the total cost showing only on the lot project item.
But for POs for lot project items with itemized part numbers, the enter bills screen does not list the lot project item, it lists the part numbers and each cost. And as they are checked off, the Lot Cust. Inv column shows that item’s portion of the that portion of the project with the margin applied.

Invoice As you go: As previously mentioned, the shipping process is the same as normal. This is one way you can invoice as you go, meaning you can send invoices as the different lot project items are complete.
Invoice Profit Percentage: A way to invoice the full amount up front, even if you haven't received all vendor bills, is to use Invoice Profit Percentage (Inv Prof %).
Once the shipper is delivered and invoiced, the invoice total will be based on the Inv Prof % if it is higher than the margin. And the other shippers will be invoiced UP TO the total net (if the whole amount isn’t in the first invoice).
Formula and Logic:
- If Invoicing Profit Percentage > 0

Amount Invoiced to Customer = Vendor Bill Cost / ((100 - Invoicing Profit Percentage) / 100)

Amount invoiced to Customer = Vendor Bill Cost / ((100 - Lot Project Margin) / 100)

To track projects in a report is to create jobs for the projects, enter the job on the order header, and then use the Customer Job Information Report to track it.