Project fields allow you to insert information stored against a project into your document templates.
- Project Information
- Project Dates
- Project Client Contacts
- Project Time (Hours)
- Project Weights and Dimensions
- Project Financial Information
- Project Profitability
- Project Custom Fields
Document Compatibility
The Project fields provide summary-level information about a Project and are also the primary source of information for other documents in WorkGuru so the fields are also supported on the following document templates:
Projects - see Project Document Templates
Assets - see Asset Document Templates
Invoices - see Invoice Document Templates
Production Jobs - see Production Job Document Templates
Project Groups - see Project Group Document Templates
Purchase Orders - see Purchase Order Document Templates
Project fields are Universal Fields, which means they can be placed directly within a document template and do not need to be inside a repeating table. Merge fields are case sensitive and must be entered exactly as displayed below. If you need to display repeating project line information, such as individual products, tasks, purchases or payments, you will need to use Table Fields. Common project table types include:
See the Table Fields Reference for instructions on creating and configuring table fields.
Project Information
| Description | Merge Field |
|---|---|
| Project Number | [ProjectNumber] |
| Project Name | [ProjectName] |
| Project Description | [ProjectDescription] |
| Client Purchase Reference | [ClientPurchaseOrder] |
| Project Manager | [ProjectManager] |
| Project Manager's First Name | [ProjectManagerFirstName] |
| Project Manager's Last Name | [ProjectManagerLastName] |
| Project Manager's Email | [ProjectManagerEmail] |
| Project Manager's Phone | [ProjectManagerPhone] |
| Xero Reporting Category | [ProjectReportingCategory1] |
| Xero Reporting Category | [ProjectReportingCategory2] |
Project Dates
All dates are printed in the DD/MM/YYYY format.
| Description | Merge Field |
|---|---|
| Project Start Date | [ProjectStartDate] |
| Project Due Date | [ProjectDueDate] |
| Project Completed Date | [ProjectCompletedDate] |
Project Client Contacts
| Description | Merge Field |
|---|---|
| Client Contact Name | [ProjectContactName] |
| Client Contact Email | [ProjectContactEmail] |
| Client Contact Phone | [ProjectContactPhone1] |
| Client Contact Mobile | [ProjectContactPhone2] |
Project Time (Hours)
| Description | Merge Field |
|---|---|
| Forecast Hours | [ProjectTotalForecastTime] |
| Actual Hours | [ProjectTotalActualTime] |
| Billable Actual Hours | [ProjectTotalBillableTime] |
Project Weights and Dimensions
| Description | Merge Field |
|---|---|
| Total Volume (HxWxL) | [ProjectVolumeTotal] |
| Total Weight | [ProjectWeightTotal] |
Project Financial Information
Monetary project totals. All totals display tax exempt unless otherwise noted.
Project Forecast Costs
| Description | Merge Field |
|---|---|
| Product Costs | [ProjectProductsForecastCost] |
| Task/Labour Cost | [ProjectTasksForecastCost] |
| Total Forecast | [ProjectTotalForecastCost] |
Project Forecast Revenue
| Description | Merge Field |
|---|---|
| Product Revenue Inc Tax | [ProjectProductsTotal] |
| Product Total Tax | [ProjectProductsTaxTotal] |
| Product Revenue | [ProjectProductsSubTotal] |
| Task Revenue | [ProjectTaskTotal] |
| Task Revenue Total Tax | [ProjectTaskTaxTotal] |
| Task Revenue Inc Tax | [ProjectTaskSubTotal] |
| Project Revenue | [ProjectTotal] |
| Project Total Tax | [ProjectTax] |
| Project revenue Inc Tax | [ProjectTotalIncTax] |
Project Actual Costs
| Description | Merge Field |
|---|---|
| Product Costs | [ProjectProductsActualCost] |
| Task/Labour Cost | [ProjectTasksActualCost] |
| Purchase Orders | [ProjectPurchasesTotal] |
| Purchase Orders Total Tax | [ProjectPurchasesTotalTax] |
| Purchase Orders Inc Tax | [ProjectPurchasesTotalIncTax] |
| Total Net Actual | [ProjectTotalActualCost] |
Project Purchase Order Disbursements
| Description | Merge Field |
|---|---|
| Billable PO Disbursements Total | [ProjectPODisbursementsTotal] |
| Billable PO Disbursements Total Tax | [ProjectPODisbursementsTaxTotal] |
| Billable PO Disbursements Total Inc Tax | [ProjectPODisbursementsTotalIncTax] |
Project Invoiced Totals
| Description | Merge Field |
|---|---|
| Gross Invoiced | [ProjectGrossInvoiced] |
| Gross Invoiced Inc Tax | [ProjectGrossInvoicedIncTax] |
| Net Invoiced | [ProjectNetInvoiced] |
| Net Invoiced Inc Tax | [ProjectNetInvoicedIncTax] |
| Invoiced Products | [ProjectInvoiceProductTotal] |
| Invoiced Products Inc Tax | [ProjectInvoiceProductTotalIncTax] |
| Invoiced Products Total Tax | [ProjectInvoiceProductTotalTax] |
| Invoiced Tasks | [ProjectInvoiceTaskTotal] |
| Invoiced Tasks Inc Tax | [ProjectInvoiceTaskTotalIncTax] |
| Invoiced Tasks Total Tax | [ProjectInvoiceTaskTotalTax] |
Project Credits
| Description | Merge Field |
|---|---|
| Credits | [ProjectGrossCredited] |
| Credits Inc Tax | [ProjectGrossCreditedIncTax] |
| Supplier Credits | [ProjectTotalSupplierCredits] |
Project WIP
| Description | Merge Field | Notes |
|---|---|---|
| Billable Actuals | [ProjectBillableActualsTotal] | |
| Billable Materials | [ProjectBillableMaterialsTotal] | Forecast product value |
| Billable Purchases | [ProjectBillablePurchasesTotal] | |
| Billable Timesheets | [ProjectBillableTimesheetTotal] | |
| Current Billable WIP Total | [ProjectWipByActual] | |
| Billable Product Actuals WIP | [ProjectBillableProductsTotal] | Uses actual disbursement values instead project forecast values were required. |
| Gross Billable WIP | [ProjectGrossBillableTotal] | |
| Net Billable WIP - Credits | [ProjectNetBillableTotal] | Gross less client credits |
Project Profitability
| Description | Merge Field |
|---|---|
| Forecast Profit | [ProjectForecastProfit] |
| Forecast Profit % | [ProjectForecastProfitPercentage] |
| Actual Profit | [ProjectActualProfit] |
| Actual Profit % | [ProjectActualProfitPercentage] |
Project Custom Fields
Custom fields assigned to Projects can also be displayed on document templates. The merge field name is based on the custom field name configured within WorkGuru. Use the Custom prefix followed by the custom field name within the square brackets:
Custom Field Name | Example Merge Field |
|---|---|
SiteContact | [CustomSiteContact] |
Custom field availability depends on the transaction type the custom field is assigned to and the document type being generated. For more information, see the Custom Fields Guide.
Troubleshooting
Project Fields Are Blank
Any field without a corresponding value may return blank as it is correctly printing nothing. Check that:
- The source transaction has an asset assigned to it.
- The required information has been entered against the field in the Asset.
Merge Fields Appear Instead of Values
If fields such as [ProjectNumber] appears in the generated document instead of their values, check:
- Merge field spelling
- Capitalisation
- Document compatibility
- That both square brackets are present
Merge fields are case sensitive.
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