Close a Project

To Close a Project, there are several different paths you can take, to ensure all entities related to the Project have been correctly processed, in order to get to the end goal of the Project's final Status. There are two final Status options for a Project; Cancelled or Sent to Accounts. If no work was completed, the Project can be Cancelled, but if any work at all has been done, it should be Sent to Accounts.

First, you need to identify which scenario / path to follow:

1. Work completed on the Project - Client to be charged (most common path for a Completed Project)
   
2. Some Work completed on the Project - No charge to the Client (suitable for Pitch work)
3. No work completed on the Project - Client to be charged (suitable for a non-refundable deposit / kill fee)
4. No Work completed on the Project - No charge to the Client (suitable for a lost Quote)
   
5. Invoice only Project (suitable if you only want to record an income)
6. Demo / Mistake to be deleted - (No records would be kept)

Then, follow the correct path below:

PATH A:

• Work completed on the Project - Client to be Charged (most common path for a Completed Project)
  

1. Approve all Actuals and Sundry Costs
2. Cost any Completed Jobs
3. Set any Jobs to No Charge where relevant (optional)
4. Cancel any incomplete Jobs (Pencil, Confirmed etc)
5. Cancel or Complete all Quotes
6. Complete Project
7. Reconcile all Billing rows
8. Set Project to Sent to Accounts

PATH B:

• Some Work completed on the Project - No charge to the Client (suitable for Pitch work)

1. Cost any Completed Jobs
2. Set Jobs to No Charge
3. Cancel any incomplete Jobs (Pencil, Confirmed etc)
4. Create Quote for £0.00
5. Move all Jobs to the new Quote
6. Cancel the original Quote
7. Complete new Quote
8. Complete Project
9. Set Project to Sent to Accounts

PATH C: 

• No work completed on the Project - Client to be charged (suitable for a non-refundable deposit / kill fee)

1. Add Billing Code & Value
2. Create Billing Approval
3. Assign Cost to Approval > Invoice
4. Set Project to Sent to Accounts

PATH D:

• No Work completed on the Project - No charge to the Client (suitable for a lost Quote)

1. Reverse any Invoices
2. Cancel any Billing Approvals
3. Cancel any Jobs
4. Cancel any Quotes
5. Cancel Project

Please Note: If you are still unable to Cancel the Project, it is usually because there is associated Media)

PATH E: 

• Invoice only Project (suitable if you only want to record an income)

Please Note: You must not use this path if any work has taken place - if this is the case, please Create Jobs and follow the most appropriate Path

1. Create a Job with no Scheduled Resources
2. Complete Job
3. Add Billing Code & Value
4. Set Job to Costed
5. Complete Project
6. Reconcile all Billing rows
7. Set Project to Sent to Accounts

PATH F: 

• Demo / Mistake to be deleted - Please Note: No records would be kept

Users cannot delete Projects. Please contact CETA if there are Projects that need to be completely removed