TABLE OF CONTENTS
On the "Projects" tab you can view and edit project plans. On top of the page you can see a list of scheduled phases on the project plans and below that, you can see a list of all project plans.
The view can be filtered by project and phase responsibles, customers, task templates, project groups and dates. The view can also be ordered by customer, project or start date. If the "Calendar" option is selected, the scheduled phases can be seen in a calendar form which is discussed in the next part of this article.
1. The calendar view
On the calendar view you can see the number of uncompleted phases for a particular day for the selected month. You can switch between months from the arrows on top of the calendar. By clicking a date, you can view the phases that are scheduled for that day. If you click the date again, you can see all scheduled phases for the month. You can also click the name of the month to see all scheduled phases for the month.
2. Scheduled phases
If there are scheduled phases on the project plans, these will be shown on the top of the page. Note that this only applies to uncompleted phases. If there are more than five phases, you can open all of the phases from the "Show all" link below the table.
On the table you can see the date, customer, project, name of the phase and the responsible person, if it has been set. If the scheduled date has already passed, the date turns red. This makes it easy to follow which phases are behind their schedule. You can mark a phase as completed if you click the green "v" symbol. If you click elsewhere on the row, Koho will automatically open the project plan it belongs to and the phase in question is highlighted for a while.
3. List of project plans
Below the scheduled phases, you can see a list of all project plans. Clicking the row expands the project plan so you can view and edit it. Clicking the symbol next to the customer's name closes the project plan. If you click on the customer's or project's name, Koho opens their page to a new window. If you want to expand all project plans at the same time, you can click the "Expand all" button next to the search bar.
From the "Comments" button you can open comments that are on multiple lines. From the "Chats" button you can open the project's discussions. Read more about them from this article: 3.3.5 Project chats. You can archive the whole project by clicking the "Archive" button.
4. Viewing a project plan
After you have expanded the project plan, you can see its phases and their information. Phases with red circles are late and phases with green circles have been completed. Phases with work shifts have yellow circles. You can mark phases as completed from the ✓-sign on the left side of the plan (if a phase has been completed, the sign is green). If you move your cursor above the green circle, you can see who has marked the phase as completed.
From this view you can also see how the project has progressed compared to its budget and comments that have been added to the phase. You can see a list of work shifts that have been tracked for a phase by clicking the blue number. On the list you can click a shift to make changes to it.
5. Editing a project plan
If you want to edit a project plan (and your user permissions allow it), expand the project plan and then click the "Edit" button. You can also hover your mouse on top of a phase and an edit symbol will appear. This will open a more compact edit form.
On the edit window you can make changes to all information in the project plan, such as budget and invoicing info. You can also add new phases and participants. The content of project plans is covered in more detail in this article: 3.3.3 How to create a project plan?. Remember to save after you have made changes.
If you only want to add a phase but not edit the whole project plan, you can click the "+Phase" button. Give the phase a name, and if needed, a date and a responsible person.
5. Invoicing a phase
If a phase has uninvoiced sessions or fixed charges, you can see them on the "Info" column highlighted with red colour. These can be invoiced directly from the project plan. Click on the red number which opens the invoicing window.
On the invoicing window you can decide whether you want to create a new sale, a new invoice or add the phase to an existing invoice.
- Salescreate: Pick a product and a seller to the sale, and check that the net sum is correct. To the "Name" field you can fill in a name for the product if you want to use a different name than in the price list. You can also edit the invoice description. After you have checked the information, click the "Invoice" button to create a sale.
- Create invoice: Fill in the invoicing date (if it is left empty, invoicing date is the current date). Choose also the product and a seller, and then check that the net sum is correct. To the "Name" field you can fill in a name for the product if you want to use a different name than in the price list. You can also edit the invoice description. After you have checked the information, click the "Invoice" button to create an invoice.
- Add to pending invoice: From the dropdown menu choose the invoice where the product is added to. Choose also the product and a seller, and then check that the net sum is correct. To the "Name" field you can fill in a name for the product if you want to use a different name than in the price list. You can also edit the invoice description. After you have checked the information, click the "Invoice" button to add the product to the selected invoice.
You can also mark the phase as invoiced, if the invoice row has been created in another way. This option does not add new invoice rows to the selected invoice. Choose the invoice from the list, and click the "Allocate" button.
