Actual Business Process
Use the Actual business process to create or import actuals. This could be for both direct and indirect costs on the Project.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
Approved | terminal status |
|---|---|
Canceled | terminal status |
Rejected | terminal status |
Awaiting_Review | non-terminal status |
Pending_Approval | non-terminal status |
Sent_for_Revision | non-terminal status |
Workflow
The default workflow for the Actual business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Related Processes
The Actual business process might create the following business processes: Not applicable
The Actual business process might be created by the following business processes: Actuals Importer
Creating an Actual Record
Create an Actual record by navigating to Actuals / Actual on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Actual task that has been assigned to you from the Tasks log.
Complete the Actual form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.
Note: You must enter a value in all required fields (*) before you can save the form.
- Go to your Project tab and switch to User mode.
- In the left Navigator, select Actuals, and then select Actual.
- On the Actual page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, click Attach Files
on the Attachments tab. - After completing the form, click Send.
- On the Workflow Action Details tab, select who should receive this Actual.
- If permitted, you can add users to the CC list. These users will receive a notification about this Project Status but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Click Send.
- In the Notification window, review the content and click OK.
The record moves to the next step in the workflow.
Completing the Actual Form
Key Information
Key Information about this Actual record.
Field Name | Access | Description |
|---|---|---|
Payment No. | Editable | Indicates the payment number, which might include the check number, wire number, electronic funds transfer (EFT) number, and so on. |
Amount | Read-Only | Total amount (sum of amounts for all line items) |
Title | Editable | Title of the record |
Actual Type | Editable | Type of Actual, which is used for classification and reporting |
Payment Date | Editable | Date of the payment |
Payment Processed Date | Editable | Date the payment was processed by the finance department |
Effective Date | Editable | Effective date will auto-populate on the line items for this record. Line item Effective Date can be used to assign transactions to cash flow periods. |
Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
Description
Change description, assumptions, justification, and anything else needed for this Actual.
Field Name | Access | Description |
|---|---|---|
Short Description | Editable | Enter a description of 250 characters or fewer. |
Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Vendor Information
Details of the Vendor for this Actual, if applicable
Field Name | Access | Description |
|---|---|---|
Vendor | Editable | Select the vendor for this record. |
Vendor Name | Editable | The name or nickname for this vendor. This field will be automatically filled if selecting a Vendor record or can be manually filled if no Vendor record exists. |
Legal Vendor Name | Editable | Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both. |
Vendor ID | Editable | If Unifier Essentials is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank. |
Record Information
System information about this record
Field Name | Access | Description |
|---|---|---|
Record Number | Read-Only | System-assigned record number |
Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
Creator | Read-Only | Creator of this record |
Creation Date | Read-Only | Date that the record was created |
Record Last Update Date | Read-Only | Date that the record was last updated |
Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
Project Name | Read-Only | Name of the project |
Project Number | Read-Only | Unique Project Number |
Additional Information
The Actual Additional Information block is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actual Date Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actual Date Picker UDF 2 | Disabled | Reserved for future use by your organization |
Actual Decimal UDF 1 | Disabled | Reserved for future use by your organization |
Actual Decimal UDF 2 | Disabled | Reserved for future use by your organization |
Actual Date Only Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actual Date Only Picker UDF 2 | Disabled | Reserved for future use by your organization |
Actual Currency Amount UDF 1 | Disabled | Reserved for future use by your organization |
Actual Currency Amount UDF 2 | Disabled | Reserved for future use by your organization |
Actual Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actual Picker UDF 2 | Disabled | Reserved for future use by your organization |
Additional Notes
The Actual Additional Notes section is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actual Text 255 UDF 1 | Disabled | Reserved for future use by your organization |
Actual Text 255 UDF 2 | Disabled | Reserved for future use by your organization |
Actual Text 255 UDF 3 | Disabled | Reserved for future use by your organization |
Actual Text 255 UDF 4 | Disabled | Reserved for future use by your organization |
Actual Long Text UDF 1 | Disabled | Reserved for future use by your organization |
Actual Long Text UDF 2 | Disabled | Reserved for future use by your organization |
Currency
If the currency of this Actual is different from the project currency, specify it here. If you must override the project or base currency exchange rates, use the override fields.
Field Name | Access | Description |
|---|---|---|
Transaction Currency | Editable | If there are multiple currencies defined, use this field to specify a currency other than the project currency. |
Rate in Project Currency | Read-Only | Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed. |
Project Currency Amount | Read-Only | This field shows the amount of the transaction, according to the project currency. |
Project Currency Rate Override | Editable | Overrides the project currency exchange rate for this record. This can only be specified on the first step of the workflow. |
Base Currency Rate Override | Editable | Overrides the base currency exchange rate for this record. This can only be specified on the first step of the workflow. |
Completing the Standard tab
General
Cost Code for this Actual line item.
Field Name | Access | Description |
|---|---|---|
Cost Code | Required | Enter a cost code. |
Cost Name | Read-Only | Populates the code name of the selected cost code |
Actual Details
Cost for this line item. This can be entered as either lump sum or unit rate.
Field Name | Access | Description |
|---|---|---|
Item Quantity | Required | Enter the item quantity. |
Unit of Measure | Editable | The unit-of-measure used when reporting costs per project unit |
Item Unit Cost | Required | Enter the item unit cost. |
Amount | Read-Only | Amount of this line item |
Description
Description for this Actual line item.
Field Name | Access | Description |
|---|---|---|
Short Description | Required | Enter a description of 250 characters or fewer. |
Detailed Description | Editable | Description of any additional information to the short description. |
Additional Information
Additional information specific to this Actual line item.
Field Name | Access | Description |
|---|---|---|
Spend Category | Editable | Select the spending category |
Work Package | Editable | Select the Work Package that this item will roll up to. |
Effective Date | Required | Enter the date this record takes effect. |
Custom Fields
The Actual Line Item Custom Fields block is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actual Line Item Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actual Line Item Text 255 UDF 1 | Disabled | Reserved for future use by your organization |
Last Published Monday, April 14, 2025