This article explains how to configure the application and the projects in order to generate capitalisation on resource forecast and actuals.

Resource forecast and timesheet capitalisation configuration

The following upload feeds are available on the financial administration page.

Methodologies, Phases & Tasks

This upload feed is used for:

1. Tab 1 - the configuration of the phases for the different project methodologies
2. Tab 2 - the capitalisable configuration of timesheet tasks within a project phase. 

Tab 1 – MethodologyPhaseOrder  

This tab should list each methodology with its list of project phases. The order of the phases is specified in the Order column.  

When creating a project, you can specify which methodology the project is using. You will then be able to give a start and end date for each of the phases corresponding to the selected methodology as defined in this file.

Tab 2 – Tasks

When booking time against a project in a timesheet, a task must be selected to specify what type of work was carried out. Whether or not the task incurs capitalisation depends on the task capitalisation setting set in this file.

This tab should list all timesheet tasks that can be selected for a given methodology in a given phase and set whether the task can be capitalisable or not. If capitalisable, the percentage capitalisable amount will be derived from the expense type, providing that the resource rate card and the expense type have been set to capitalisable too.

Note that you need to ensure that all tasks listed in this file have been set up in the application. This is done by navigating to the Project Type Management page from the Administration console (Project Sub Activities tab).

Capitalisation profile

The capitalisation profile upload feed is used for the configuration of capitalisation forecast profiles of resource expense categories.

To allocate a resource to a project, the role that the resource will carry must be selected. Depending on the phase the project is in, the role can be capitalisable or not as set in this file. This upload feed should list all the roles within a project phase and set the percentage amount that can be capitalise for each role.

Note that these roles must have been created in the Metadata Management page in the administration console.

Expense Types

Capitalisation will only occur if the expense type for the forecast or timesheet actual is set to capitalisable. The amortization trigger and the amortization period need to be set too.

Setting a project for resource forecast and timesheet capitalisation

For a project to be capitalisable, the following properties in the Project Details must be set:

• The project must be Cap Eligible
• The project must have an amortization period greater than 0
• The project must have a capitalisation Profile as defined in the capitalisation Profile upload (see above section)
• A methodology must have been set for the project
• Project phases must have a start and an end date
• The project must have an Implementation date in the future

Capitalisation on resource forecast

Capitalisation on resource forecast is calculated nightly.

Resource forecast will incur capitalisation if the following conditions are met:

• The project has been set up as described in the previous section
• The resource role has been set up with a capitalisation percentage greater than 0 for the phase the project is currently in (in the capitalisation profile feed)
• The resource rate card is set to capitalisable
• The resource expense type has a capitalisation Percentage greater than 0
  1. Please note that the capitalisation percentage specified for the role in the capitalisation profile feed overrides the expense type capitalisation percentage. But the expense type must still be set as capitalisable.
• The resource allocation is for an open month, i.e. is the month has not been locked.

If all above conditions are met, the capitalisation amount is calculated using the capitalisation percentage set in the capitalisation Profile feed.

Capitalisation on resource timesheet actuals

Capitalisation on resource timesheets is calculated nightly.

Resource timesheets will incur capitalisation if the following conditions are met:

• The project has been set up as described in the previous section
• The timesheet task has been set up as capitalisable for the phase the project is currently in (in the Methodologies, Phases & Tasks upload feed)
• The resource rate card is set to capitalisable
• The resource expense type has a capitalisation Percentage greater than 0
• If Show Actuals with Capex Split^* feature is turned off, the month in which the timesheet actuals are posted to must fall in the locked period.
• If Show Actuals with Capex Split^* feature is turned on, the month in which the timesheet actuals are posted to must fall in the locked period plus 1 month (i.e. if the locked period end date is August 2018, the timesheet actuals month must be before October 2018).

If all above conditions are met, the capitalisation amount is calculated using the capitalisation percentage set in the expense type of the resource rate card.

^*This feature is used to determine whether capitalisation amount for current month actuals should be calculated and displayed in the Financials component of the workspace.