How to Apply One Customer PO Billing Cap Across Multiple Projects in SuiteProjects Pro
Does your customer issue one purchase order to cover several projects? Applying the full PO amount as a separate cap on each project can leave you with several independent limits instead of one shared limit. SuiteProjects Pro can use a customer PO as a shared billing cap across subordinate projects within a portfolio.
Example: One PO, Multiple Projects
A customer authorizes $50,000 across implementation, training, and rollout. Instead of splitting that amount into three project caps, you can configure an eligible portfolio billing rule to draw from the same PO cap across those projects.
How to Configure a Shared PO Billing Cap
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Enable the Features
Ask SuiteAnswers Support to enable Portfolio Projects and Subordinate Projects and Single Billing Cap Across Multiple Subprojects Within a Portfolio Project.
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Set Up the Portfolio Structure
On the parent project’s Properties, select Is portfolio project and save. On each delivery project, select Is a subordinate project of and choose the parent.
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Configure the Customer PO
Navigate to Administration → Application Settings → Invoices → Customer POs. Create or edit the customer PO and enter either an amount in money or an amount in hours.
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Associate the PO with the Portfolio
On the portfolio project’s Properties, use Customer POs → Create or Edit to associate the PO with the portfolio.
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Configure the Billing Rule
Navigate to the portfolio project’s Financials → Billing → Rules. Create or edit an eligible Time, Expense item, or Purchase item billing rule. Under Other, select the customer PO; under Rule cap, select Use customer PO cap.
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Review and Test
Review the rule’s over-cap options and, if needed, use its Project filter to include only the intended subordinate projects. Save the rule and test the portfolio billing process.
Important Considerations
Test the design in a sandbox first. Portfolio designations cannot be removed after transactions are recorded against the affected project(s). Also review existing project billing rules and integrations: a shared portfolio rule should not be assumed to cap every separate rule or manually created charge.
This configuration gives you a way to manage a customer’s combined authorization without manually allocating and rebalancing a cap for each delivery project.
