Project Creation from Sales Order

Overview

When a Quotation is approved and converted into a Sales Order, DIGITZ ERP automatically creates a Project to initiate the execution phase. The Project becomes the central operating unit where all financial, material, labour, and operational transactions are recorded.

This automated flow ensures that the entire commercial and technical scope defined during the offer stage is seamlessly transferred to a trackable and controllable project structure.

The system also supports project-specific retention values and provides a platform to generate Progressive Invoices and Proforma Invoices, making contract-based billing flexible and highly adaptable for project-driven businesses.

Purpose

To establish a project control center immediately after the Sales Order is awarded, carrying forward all relevant values, scope, billing terms, and execution details—while enabling project-based invoicing, budgeting, and cost monitoring.

Key Features

Automatic Project Setup

• Project is auto-created upon Sales Order submission.
• Pulls all relevant data:
  • Customer
  • Project Name / Title
  • Project Value
  • Retention Value (if applicable)
  • Project Duration (Start and Expected End Date)
  • Scope of Work
  • Items and service structure
  • Billing terms and milestones

Retention Amount Support

• Define retention percentage or fixed retention amount.
• Retention automatically reflected in:
  • Progressive Invoices
  • Final settlement calculations
  • Project profitability reporting
• Helps manage contractual retention commonly used in project billing frameworks (construction, MEP, fabrication, services, etc.)

Platform for Progressive Invoicing

DIGITZ ERP provides a native mechanism to generate Progressive Invoices directly from the Project:

• Create milestone-based or percentage-based billing.
• Raise invoices based on:
  • Completed work percentage
  • Approved stages / milestones
  • Certified work
• Auto-calculate retention deductions.
• Supports multiple progressive invoices for the same project.
• All invoices are linked to the project for accurate revenue and profitability tracking.

Platform for Proforma Invoicing

• Generate Proforma Invoices directly from the Project.
• Suitable for:
  • Initial payment requests
  • Pre-approval billing
  • Advance payment collection
• Proforma values can be converted to actual invoices once approved.
• Ensures a documented billing workflow under the project.

Project as the Core Execution Hub

Once created, the project serves as the base for:

• Budgeting
• Material Planning
• Timesheet Entries (Labour Tracking)
• Expense Entries
• Material Issue / Stock Consumption
• Purchase Requests, POs, and Invoices
• Sales Invoices (Progressive / Final / Proforma)
• Accounting and Profitability Tracking

Ensures Full Transaction Traceability

All subsequent financial and operational documents carry the Project reference, including:

• GL postings
• Stock entries
• Purchase invoices
• Sales invoices
• Expenses
• Timesheets

This ensures complete visibility and accurate reporting across the entire project lifecycle.