Synchronizing Projects

Create and synchronize project


Next is master and project id is the key but it is the project number that should be used project number in external system.

How it works

New projects will be registered in Next and given a project number either by the user or by Next (Next available number in series). As standard the project number is not required to have a fixed lenght but it is recommended.

Upon the creation of the project a work order will automatically be created and given number 1 and the description Scope of work. If no other work order exist, all costs and revenues will be booked against this work order. The user can add more work orders and variation orders manually in Next to make it possible to divide costs and revenues between different activities/tasks.

Projects, work orders and variation orders all have statuses to indicate whether it should be seen as as active or not. Statuses is therefore a good indicator to determine which transactions should be handled by the integration. Recommended is to set up integration triggers according to below:

  • <40 is ignored (the project is either for administrative use or has not yet been properly started)
  • =40 but <90 is synchronized (active projects)
  • =90 is usually not synchronized, but it can be used as to decide whether the project in the external applications should be closed. Before closing projects in external applications, it is important to make sure that all data has been synced such as customer invoices, vouchers etc.

Please note that the project status may differ from the work order/variation order status. It is therefore important to discuss how the statuses should be handled and also whether work orders and variation orders should be handled as a separate entity in the integration or rather as a dimension. If it should be treated as its own entity, you need to decide whether

  • work orders and variation orders are handled as long as the project status is within a given interval
  • work orders and variation orders are handled if the project status and the work order/variation order status is within a given interval

The projects in Next is continuously updated and it is therefore recommended that you set up a synchronization of the project information and decide which information should be synced (projectno, project name, customer, start-/end date etc..)

If the customer is requesting that the project name in the accounting system is made up by a combination of the project name and work order/variation order description, multiple endpoints will need to be called. This will most likely not be the standard case but it could happen if the customer previously has been running a standard integration distributed by Next with the possibility to configure format masks.