Project Accounting

Overview

Kantata gives you powerful tools that help capture snapshots of financial information you can use for revenue recognition, forecasting, earned value, and more. You can upload your project accounting records and store them in Kantata OX, and then use dedicated Insights reports to help you keep track of them.  

How to Enable Project Accounting

1. Hover over Settings in the left-hand nav bar and select Access Groups.
2. On the Access Groups page, click the name of the access group you want to enable project accounting for.  
3. On the access groups details page, click Edit on the right side of the Project Accounting access group set.
4. On the Project Accounting page, check the boxes in-line with the Create Project Accounting and View Project Accounting permissions. These permissions will allow the access group members to view and import project accounting CSV files.
5. Click Save. 

Project Accounting CSV Files

Kantata can import and store your project accounting records from a CSV file. To properly import project accounting records, information on your CSV file requires that:

• Each Project ID is listed.
• The Type for each project is either Recognition, Forecasting, Earned Value, Earned Value Forecasting, or Baseline.
  • Recognition—An accounting principle that defines when revenue is recognized and accounted for.
  • Forecasting—An estimate of the future financial performance of a project.
  • Earned Value—A way to measure the current level of completed work compared to the project plan.
  • Earned Value Forecasting—A way to estimate the future level of completed work compared to the project plan.
  • Baseline—A reference point used to analyze the initial project plan against the current performance of a project.
• The Period Start Date is in YYYY-MM-DD format.
• The Period End Date is in YYYY-MM-DD format. 
• The Currency is listed in ISO format, USD.

Info: The order of the required fields doesn't matter as you can add additional fields, such as Budget, Fees, Percent Complete, Total Estimate Hours, and more.

How to Import Project Accounting Records

1. Hover over Settings in the left-hand nav bar and select Project Accounting.
2. On the Project Accounting page, select Import Records. The import dialog opens. 
3. Select Choose File to open a standard operating system finder/explorer window and direct Kantata OX to the location of your project accounting records file. If you're not sure what to include in your CSV file, you can click the Download our sample CSV file link and then modify the sample template to mirror your data.
4. Click Import. If the import is successful, a confirmation message appears and the data populates in the Project Accounting dashboard in Insights. If the import fails, a message appears that states you'll automatically receive an email containing a list of the import error(s) that occurred.
   Note: To learn how to enable the Project Accounting dashboard, please contact your Client Success Manager.

How to Export Project Accounting Records

1. Hover over Settings in the left-hand nav bar and select Project Accounting.
2. On the Project Accounting page, select Export Records. The CSV file download begins, and saves to your computer. 

How to Remove Project Accounting Records

Before you can remove a project accounting record, you need to have the Record ID for that specific accounting record. We recommend that you first export the desired file, which downloads as a CSV that contains the needed Record ID. You can then create a new file with a single-column header of ID that contains the desired Record ID(s) that you would like to remove.

When you a remove project accounting record, it's marked as Removed in Kantata OX, but will remain in the system for future auditing needs. If you don't want the deleted information included in your Insights custom reports, use the following filter:

Date (PA Deleted at Date) = (empty value)

1. Hover over Settings in the left-hand nav bar and select Project Accounting.
2. On the Project Accounting page, select Remove Records. The removal dialog opens.
3. Select Choose File to open a standard operating system finder/explorer window and direct Kantata OX to the location of your project accounting records file that contains the Record ID.
4. Once the specific file is selected, click Remove. A modal with a warning message appears.
5. Click Remove.
   
   Note: If this action fails, a message appears that states you'll automatically receive an email containing each removal error that occurred.

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• Insights Overview
• Insights Settings
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  • Access Groups tab
  • Insights Details Panel
• Insights Advanced Editor
• Insights Scheduled Data Exporter
• Ways to Categorize Non-Billable Time