Skip to main content

Project Management

This page covers how to create, configure, and manage projects in Shaari. Every project serves as the central record that ties together materials, expenses, subcontracts, and revenue for a specific job or engagement.

Creating a Project​

To create a new project, navigate to Projects from the main menu and click the create button. The following fields are required:

FieldDescription
Name (Arabic)The project name in Arabic (nameAr)
Name (English)The project name in English (nameEn)
CustomerThe customer this project is for (customerId) --- selected from your customer database
Start DateWhen the project begins (startDate)

You can also fill in optional fields such as a description, estimated budget, project location, and assigned employees.

note

The customer must already exist in your customer database before you can assign them to a project. If the customer is new, create their record first under Sales > Customers, then return to project creation.

Once created, the project starts in Draft status. From here, you can begin adding materials, expenses, and subcontractor contracts.

Project Status Workflow​

Every project follows a defined status workflow. The available statuses and their transitions are:

Draft --> Active --> On Hold --> Active (resume)
                  \-> Completed
                  \-> Cancelled

Draft --> Cancelled

Status Definitions​

StatusMeaning
DraftThe project has been created but work has not started. You can still configure details freely.
ActiveThe project is in progress. Materials, expenses, and subcontract payments are being tracked.
On HoldThe project is temporarily paused. It can be resumed back to Active status.
CompletedThe project is finished. All costs are finalized and the project is ready for final reporting.
CancelledThe project has been abandoned or was created in error.

Transition Rules​

  • Draft to Active --- Move a project to Active when work begins. No special requirements beyond having the required fields filled in.
  • Active to On Hold --- Pause a project temporarily. All existing data is preserved.
  • On Hold to Active --- Resume a paused project. Work continues from where it left off.
  • Active to Completed --- Finalize a project. The project must have an end date set before it can be marked as completed.
  • Draft or Active to Cancelled --- Cancel a project that will not proceed.
caution

A project cannot be marked as Completed unless an end date has been set. Make sure to enter the project's end date before attempting to change the status to Completed.

Editing Project Details​

Open a project by clicking on it in the project list. From the project detail view, you can update:

  • Names --- Update the Arabic or English project name.
  • Description --- Add or modify the project description.
  • Start date and end date --- Adjust the project timeline.
  • Customer assignment --- Change the linked customer if needed.
  • Budget estimates --- Update projected costs.
  • Location --- Set or change the project site location.

Changes are saved when you confirm the edit. The project's status does not change when you edit details --- status transitions are handled separately.

Setting End Dates​

The end date marks when a project was (or is expected to be) completed. It is optional during creation and while the project is active, but it becomes mandatory when you want to transition the project to Completed status.

To set an end date:

  1. Open the project detail view.
  2. Edit the project information.
  3. Enter the end date in the date field.
  4. Save the changes.

Once the end date is set, you can proceed to mark the project as completed.

Assigning Customers and Employees​

Customer Assignment​

Every project requires a customer assignment. The customer is selected during project creation and can be changed later by editing the project. The customer's information (name, contact details, VAT number) is linked to the project for reporting and invoicing purposes.

Employee Assignment​

You can assign employees to a project for cost allocation and tracking purposes. Assigned employees appear in the project's team view, and their labor costs can be factored into the project's financial analysis.

Linking Sales Invoices​

Sales invoices can be linked to a project to track revenue. When a linked invoice is paid, the payment amount contributes to the project's revenue total, which is used in the profit analysis calculation.

To link an invoice to a project:

  1. When creating or editing a sales invoice, select the project from the project dropdown.
  2. The invoice is now associated with the project and its amounts feed into the project's revenue calculations.

You can link multiple invoices to a single project. This is common for projects that are billed in phases or installments.

tip

Link all related invoices to the project as early as possible. This keeps the profit analysis up to date in real time and avoids a backlog of unlinked revenue at the end of the project.

Project Completion Requirements​

Before marking a project as Completed, ensure the following:

  1. End date is set --- This is a hard requirement. The system will not allow the transition without it.
  2. All subcontractor payments are recorded --- While not technically required by the system, completing a project without recording all payments will result in inaccurate profit analysis.
  3. All expenses and materials are logged --- Similarly, ensure all costs have been entered for an accurate final report.
  4. Revenue invoices are linked --- Link all related sales invoices so the profit calculation reflects the full picture.

Once a project is marked as Completed, its financial data is finalized and ready for reporting and audit.

note

Completed projects can still be viewed and their reports exported. The Completed status indicates that no further costs or revenue are expected, not that the data is locked from viewing.