Project Resources

Module Guide: Project Resources 

 Module Location 

 Settings > Project > Resources 

 Module Purpose 

 The  Project Resources  module is the configuration center for defining the human resources that can be allocated to projects, along with their cost settings and accounting mapping. Its purpose is to establish standard cost rates (usually per hour) for each employee and to ensure that every labor cost incurred from project activities can be automatically recorded and charged to the appropriate balance sheet or profit/loss account. 

 1. Main View (Project Resources List) 

 The main page displays a list of all resources (employees) that have been configured for project allocation. 

 View Explanation 

 

 

 Filter : Allows searching for employees by  Employee Code  or  Resource Category . 

 

 

 Resource List Table : 

 

 

 Employee Code & Employee Name : The ID and name of the resource. 

 

 

 Position : The employee's title or role. 

 

 

 Cost / Hour : The hourly rate that will be charged when this employee works on a project. 

 

 

 

 

 Currently, the table shows "...No data...", indicating that no resources have been configured yet. 

 

 

 Action Buttons : 

 

 

 Add Resource : Opens the form to register a new employee as a project resource. 

 

 

 Delete : Deletes the selected resource data. 

 

 

 

 

 2. Add/Edit Resource Page 

 This form is the core of the module, where cost details and, most importantly, the accounting mappings for each resource are set. 

 View Explanation 

 

 

 Basic Information : 

 

 

 Employee : A dropdown to select an employee from the employee master data. 

 

 

 Cost / Hour : A field to enter the employee’s standard hourly cost rate. 

 

 

 Currency : The choice of currency for the cost rate. 

 

 

 

 

 Project Request Account Settings : 

 

 

 This is the most crucial part, serving as a "bridge" to the accounting module. There are two main configuration blocks: 

 

 

 Account for Internal Project Requests : Defines the General Ledger (GL) account to be used for recording labor costs on internal projects (e.g., R&D projects, infrastructure repairs). 

 

 

 Account for External Project Requests : Defines the GL account for projects intended for external customers. 

 

 

 Mapping per Currency : Within each block, the user must map each type of transaction and currency to a specific GL account. This ensures that if there is a project cost transaction in a foreign currency (e.g., USD), the system knows which account to post it to. 

 

 

 

 

 3. Steps to Configure Project Resources 

 

 

 Ensure the employee is already registered in the  Employee Data  module. 

 

 

 Go to the  Project Resources  module, then click  Add Resource . 

 

 

 Select an  Employee  from the list. 

 

 

 Fill in the  Cost / Hour  rate and select the  Currency . 

 

 

 Critical Step : In collaboration with the Accounting department, perform the GL account mapping for each currency and transaction type in the  Internal Project  and  External Project  blocks. 

 

 

 Click  Save Resource . 

 

 

 4. Integrated Workflow & Business Process 

 

 

 Project Budgeting : When creating a cost budget for a new project, the project manager will use the  Cost / Hour  rates from this module to estimate the total labor cost. 

 

 

 Actual Cost Recording : When employees fill out their  timesheets  for project tasks, the system will automatically multiply the reported hours by the rates stored in this module to calculate the actual labor costs. 

 

 

 Automatic Accounting Journal Entries : Based on the account mappings set here, the system will automatically create accounting journal entries. For example, for an external project, the labor cost will be recorded as a Debit to the Cost of Goods Sold (COGS) Project account and a Credit to the Salary Payable account. 

 

 

 Project Profitability Analysis : By accurately recording resource costs, the company can analyze the profitability of each project by comparing the total project revenue with its total costs (including labor costs). 

 

 

 5. Tips & Important Notes 

 

 

 The configuration of account mappings in this module  must  be done in collaboration with the Accounting and Finance teams to ensure all costs are recorded in the correct accounts according to company accounting standards. 

 

 

 The accuracy of the  Cost / Hour  rates is vital for the accuracy of budgeting and project profitability analysis. 

 

 

 Because this module contains sensitive cost data and complex accounting configurations, access to modify it should be highly restricted, ideally only for the  Cost Controller , Senior Project Manager, or a System Administrator.