Projects can be used for a wide variety of purposes. They can be used variably, appear in statistics and separate areas from one another. Various settings for logistics, services, POS (cash register module) and letterhead / number ranges (module) can be made in projects.
General basic information on projects can be found here.
A project can separate one business area from another:
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Several online shops (project: Shop1, Shop2, Shop3, ...)
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Various service projects (project: software service, hardware service, consulting service, ...)
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Own production (project: internal production, external production, ...)
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etc.
A wide variety of customer projects can be separated from one another and, if necessary, marked as completed:
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Various customer projects (project: customer A, customer B, customer C, ...)
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Bundling of customers (project: customer website support, customer on-site support, ...)
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etc.
A separate logistics process (= picking process) can be defined for each project. The various logistics processes are explained here .
The standard payment methods (for customer and supplier) and the standard shipping method can be specified for each project. Payment methods and shipping service providers can be defined on the basis of the business divisions, customer segments, shop channels, etc. separated by projects.
The settings in the project stand out from the basic settings, but can, if necessary, be overwritten by different settings in the individual address.
Projects can organize spatially separated units:
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Branch with online shop, separate from branch with POS (cash register module)
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Head office with main warehouse, separate from secondary warehouse
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Head office in the home country with branches in other EU countries, etc.
You can map several companies in one xentral system via projects. However, this also gives rise to a number of problems that are briefly examined in more detail below. This section does not guarantee completeness.
Note
If several companies do business with each other, it is generally not recommended to depict the companies as projects in xentral!
The following modules are not possible for a specific project or you cannot filter by projects there:
General settings
The following settings are not possible on a project-specific basis:
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Text templates → These can only be set globally, but you can map projects using IF conditions
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Letterhead → This can be mapped using your own letterhead for each project
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Company address → The VAT ID must be permanently stored in text templates / business letter templates
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Free fields → These can only be used globally, not on a project-specific basis
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Cleanup → The cleanup intervals for log tables can only be set globally
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System settings → These can only be set globally
Ordering / order proposal
With the (extended) order proposal, you do not have a filter for projects and therefore cannot display the order proposals for specific projects.
Dunning system
You can only set the dunning system globally.
Payment transactions
You cannot set the following on a project-specific basis:
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SEPA creditor ID → This cannot be set on a project-specific basis, but can only be set globally in the basic settings. The settings made there then apply to all projects.
Process starter
You can only set the process starter globally.
Controlling
You cannot set the following points for controlling on a project-specific basis:
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Sales figures → The overview in this module applies to all projects
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Sales statistics → This represents a group and does not have a project filter
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Management board → Sometimes you can only work here without a project filter
Financial accounting export
You cannot use the following points in the financial accounting export on a project-specific basis:
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Customers → The export is not project-specific here
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Supplier → There is no project-specific export
Reports (beta)
The database can be accessed via the app. Working with the project filter or with a report is essential so that not all information is read out from other projects.
POS
Several POS are not possible here, as no project can be stored in the cashier.
Product tree
You cannot use the following points in the Product tree on a project-specific basis:
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The sub-categories that are generated in this app cannot be restricted by project.
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The Product tree cannot be generated per project.
Extra modules
These extra modules are without a project filter:
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Vouchers without project filter
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Promotion codes without project filters
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Pinboard without project filter
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PDF archive without project filter
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Best before management without project filter
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Batch management without project filter
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Serial number management without project filter
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Service & support without project filter
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Forwarding company without project filter
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Formulas that are not project-specific
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Process monitor
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Chat
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Transus
Import / export center
The project can optionally be specified. The cross-project creation of data records is basically possible.
Delivery threshold
The delivery threshold is not project-specific, it applies to all projects.
API account
You cannot use the following points in the API account on a project-specific basis:
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The project filter is only relevant for displaying the accounts.
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An API account can also access data records from other projects with the appropriate individual authorization.
Employee time tracking
When it comes to employee time recording, there is no project filter when selecting employees.
Different people in the company can be part of different projects. An employee can also be assigned to several projects. These settings can be made under addresses.
Example:
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Employee 1 (user account: Shop 1): online shop 1
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Employee 2 (user account: logistics): online shop 1, online shop 2
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Employee 3 (admin account): All projects
You can also create your own email signature for each project under Settings → Logistics / Shipping.
A separate HTML template for emails can also be specified for each project. To do this, click into a project using the editor button. The settings for the HTML template can be found there under Settings → Logistics / Shipping.
Instructions for the templates can be found here:
Note
A preview of the HTML code can be displayed on the Internet using so-called HTML online editors. To do this, please search for "HTML Online Editor" and use one of the websites to do this.
Customers and suppliers can be assigned to specific projects:
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Directly as a role ("customer of project xy")
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Only in the customer (unspecific role: "customer of project: ALL")
Products can be assigned to specific projects:
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Product y (project: Shop 1)
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Product x (project: Shop 2)
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Product z (project: Production)
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Product a (project: Customer A)
Warehouses can be assigned to specific projects:
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Warehouse A (project: Shop 1)
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Warehouse B (project: Shop 2)
Projects can be used to separate business activities for which separate statistics should be available.
It is possible to set free fields for projects under Administration → Settings → System → Basic settings → Free fields for projects.
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Description → Name of the column in the overview + field name in the project
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Type → Single-line field, multi-line field, date field, selection box (checkmark for yes / no)
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Column → none or 1. With 1, the field appears in the project on the overview page
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Order → Order in the table and the fields in the project
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Table → 1 or 0. With 1, the field appears in the overview table of all projects
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Column width in % → Column width for the overview table for all projects
Then these appear in the project itself (if the values are set like this, see above):
You can make various project settings in the "Project" module. These are listed below.
In the tab "Overview" you can enter general information about the project.
You can provide various details about the project:
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Name → project name (long designation form)
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Identifier → Project identifier (short form, identifier) which is listed in the overviews as a column (in UPPER CASE or numbers)
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Customer → optional: mostly for service projects that are booked to a customer
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Responsible → optional: project manager
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Status → optional (for service projects): planned, started, completed (controls the display of projects in the project overview, completed ones are only displayed using the filter above). All other projects should be set to "started".
Warning
The name and the identifier must not contain special characters such as "'", as this may prevent the subsequent settings from being saved.
This is followed by the self-defined free fields.
In this tab projects can be created and project management and controlling can be mapped. The project dashboard is suitable for larger customer projects to which processes, employees, documents, tasks, calculations and files are to be added. You can find information on the project dashboard here.
Your own project calendar is located in this tab. New appointments must be created in the main calendar.
In this tab, files for this project can be viewed in the overview and created using "Create file" via drag & drop.
Here you can create members for this Project.
The address that is to be given a role in the project is selected via "Address". The role of employee, member, supplier or customer can be assigned via "Role as". The process is completed with the green "add" button.
Legacy module
The module described in this article section has been marked as a legacy module. This means the following:
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We don't create new features for this module or fix any bugs.
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The module is not available anymore in Xentral instances (demo or licensed) created after 28-Sep-2022. If you as a new user have special requirements that could only be fulfilled by this module, please contact our customer support team to discuss a solution.
For more information, see also Why is Xentral deprecating some modules and what does this mean for you?
This tab contains a list of all correspondence about this project.
With the arrow in the right under menu you jump directly into the CRM area of the customer.
In the project settings you can find the basic settings (basic settings concerning the project itself), the logistics settings (settings concerning the logistics processes per project, incl. logistics workflows and triggers), the activation of own number ranges for a project, tax and currency settings, POS settings, and branch settings. These settings can be required for some projects but not for others.
You can make the following settings:
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Color → Selection of the color for the display of the project in the management board (statistics / dashboard color setting)
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Sales figures → Activation: Display in sales figure diagram
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Rights → Rights setting: Public for all employees (the project is displayed to all employees (e.g. articles that run on this project are displayed in the article overview for everyone)
You can maintain information about accounting:
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Payment mail → Activates the sending of payment mails for order documents within this project. For example, in the case of prepayment orders for which payment has been received, the customer can be informed by email that his payment has been confirmed and that he will now receive his goods (PaymentOK Mail). Otherwise he can receive an email to remind him that he still has to make his prepayment (paymentMiss Mail). The text of these e-mails is stored in the business letter templates module
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Furthermore there are "Optional conditions". Here you can enter lager_ok or check_ok. lager_ok checks if the stock light is green and check_ok if the customer check light (male symbol) is green
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Cancellation mail → Activates a query when canceling orders, which makes it possible to send the customer an e-mail confirming his cancellation
Here you can adjust the settings for the stationary:
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Own stationery for project → activation enables the different stationery display for this project (requirement: page 1 and / or page 2 of the stationery have been uploaded to the files)
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Replace description text → with lettering header and footer as with company data (lettering on letter paper)
A detailed explanation of the processes and settings can be found here .
The following fields are especially important:
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Delivery note position: labels → If you activate this check box, a new entry "Items as labels" will be added to the action menu for returns and the delivery notes. By selecting this option in the action menu, the items on the delivery note or the return will be sent as label to a previously selected printer for printing.
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No automatic forwarding for franking → The user is not automatically forwarded to printing parcel labels in the shipping center. Instead, the user has to confirm by clicking the button that he wants to jump to the package mark print. You can find out more about the various functions of logistics processes within a project and how these can be set here .
In this tab it can be possible whether a separate number range should be used.
To do this, activate the "Own number ranges" check box. The next number can then be entered via "edit". Be aware that if a separate number range is activated for a project, then a number range specific to that project must be entered for each subsequent field. A detailed explanation of number ranges can be found here.
You can make specific tax or currency settings for a project. There is also detailed information on tax rates in the corresponding Help center article .
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Tax rate normal → normal tax rate if you activate your own tax rates for this project
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Reduced tax rate → reduced tax rate if you activate your own tax rates for this project
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Continuation of receipts → Setting from which the tax rate should be drawn when a receipt is continued
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Standard payment method customer → Payment method that is preset for customers (unless separately set in the customer)
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Standard payment method supplier → Payment method that is preset for suppliers (if not set separately in the supplier)
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Standard shipping method → Standard shipping method set for this project
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Currency → Currency for this project
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VAT-ID → VAT-ID for this project
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Dunning active → Activation of the documents in this project for the dunning system (if the dunning system is not activated, no invoices are included in the dunning system)
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Sending reminders via email account → Setting of the email account via which the reminder is sent
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Use your own tax rates → activate your own tax rates for this project (e.g. if the project is also an office / warehouse in another country)
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Display tax on receipts → automatic (system settings or address → Mr / Ms, company), always net, always gross
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Also use setting for orders → the previous setting should also apply to orders
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Calculate gross amount → rounding settings (e.g. relates to gross sales via the POS)
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Domestic (normal) → normal tax rate e.g. 19% in DE (e.g. SKR04 4400)
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Domestic (reduced) → reduced tax rate e.g. 7% in DE (e.g. SKR04 4300)
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Domestic (tax-free) → exempt tax rate e.g. 0% in DE (e.g. SKR04 4000)
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Within the EU → exempt tax rate e.g. 0% for goods deliveries to the EU (EC entrepreneur) (e.g. SKR04 4125)
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EU (normal) → normal tax rate e.g. 19% to the EU (private individuals) (e.g. SKR04 4135)
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EU (reduced) → reduced tax rate e.g. 7% to the EU (e.g. SKR04 4100)
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Export → export tax rate (e.g. SKR04 4120)
Note
The revenue accounts can also be set in the basic settings, in the article categories and in the article. Complex taxation models can be mapped here. This can also be expanded using delivery thresholds and the tax control module.
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Position account assignment triggers all automation (delivery threshold is calculated per document)
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Article stands out Article category, stands out project, stands out basic settings
You can provide information about these in the "ISR settings".
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Module activated → Select whether the module is activated or deactivated
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ISR identification number → six-digit ISR identification number
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ISR participant number → ISR participant number of the bank, e.g. 01-023456-7
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Bank name → name of the bank
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Bank postcode / city → Postcode and city of the bank
Further information on the Swiss payment slip (ISR) can be found here .