Special Projects Module

Special Projects Module

Special Projects manages complex, one-off logistics projects that span multiple modes (air, sea, transport, warehousing, customs) and require scoping, resource planning, equipment, and milestone-based billing. It integrates with ERPNext Project for task management and links logistics jobs across the platform to a single project.

To access the Special Projects workspace, go to:

Home > Special Projects

1. Prerequisites

Before using Special Projects, set up the following:

• Special Project Settings – Default Project Type for ERPNext integration
• Special Handling Type – Handling types for products (e.g. DG, temperature-controlled)
• Special Handling Equipment Type – Equipment types for project equipment
• ERPNext Project Type – At least one Project Type (e.g. External) for auto-created projects
• Customer, Item, and User masters in ERPNext

2. Key Concepts

2.1 Special Project

A Special Project is the main document. On save, an ERPNext Project is auto-created (or you can link an existing one). The Special Project ID uses the ERPNext Project ID (e.g. PROJ-0001) when auto-created, or the fallback series SP-.#####.

2.2 Special Project Request

A Special Project Request captures internal requests for resources, products, or equipment within a project. Use it to track fulfillment of resource requests, product requests, and equipment requests with statuses: Draft → Submitted → Approved → Partially Fulfilled → Fulfilled.

2.3 Integration with Logistics Doctypes

Logistics documents (Air Shipment, Sea Shipment, Transport Job, Warehouse Job, Declaration, etc.) have a Project field. Link them to the Special Project’s ERPNext Project so all jobs appear under one project for billing and reporting.

3. Typical Workflow

3.1 Create and Scope a Project

1. Go to Special Projects > Project > New
2. Enter Project Name, Customer, Sales Quote (optional)
3. Set Status (Draft → Scoping → Booked → Planning → Approved → In Progress → Completed)
4. Add Scoping Activities (Ocular Inspection, Road Inspection, Technical Consultation) with dates, costs, and status
5. Save – an ERPNext Project is auto-created and linked

3.2 Plan Activities and Resources

1. Activities tab – Define activities (Transport, Warehousing, Air Freight, Sea Freight, Customs, Special Handling, Documentation) with planned/actual dates and link to jobs
2. Resources tab – Add personnel, equipment, third-party resources with planned hours and costs
3. Products tab – Add items with quantities, special handling, temperature, hazmat
4. Equipment tab – Add equipment types with planned/actual usage windows and costs

3.3 Link Logistics Jobs

1. In Jobs tab – Add Transport Job, Warehouse Job, Air Shipment, Sea Shipment, or Declaration with planned/actual cost and revenue
2. Or set the Project field on the job document directly – jobs with the same project appear under the Special Project

3.4 Manage Requests

1. Create Special Project Request from the project
2. Add Resource Requests, Product Requests, Equipment Requests
3. Submit and approve; track fulfillment status
4. Use Create Order (or similar) to create bookings/orders from requests and link them to the project

3.5 Track Deliveries and Billing

1. Deliveries tab – Track Full, Partial, Milestone, or Proof of Delivery with status (Pending, Scheduled, Completed, Delayed)
2. Billings tab – Define Milestone, Interim, Final, or Ad-hoc billings; link Sales Invoice when invoiced

4. Features

4.1 ERPNext Project Integration

• Auto-creation – ERPNext Project is created on first save of Special Project
• Project Type – Set in Special Project Settings
• Status sync – Special Project status maps to ERPNext Project (Draft/Scoping/Booked/etc. → Open; Completed → Completed; Cancelled → Cancelled)
• Task management – Use ERPNext Project for tasks, timesheets, and project billing

4.2 Scoping Activities

• Types – Ocular Inspection, Road Inspection, Technical Consultation
• Cost tracking – Record cost per activity; mark Charged to Project when booked
• Auto-charge – When status changes to Booked/Approved/Planning/In Progress, completed scoping activities are auto-marked as charged

4.3 Activity Planning

• Activity types – Transport, Warehousing, Air Freight, Sea Freight, Customs, Special Handling, Documentation, Other
• Job linking – Link activities to Transport Job, Warehouse Job, Air Shipment, Sea Shipment, or Declaration
• Planned vs actual – Track planned and actual start/end dates per activity

4.4 Resource Management

• Resource types – Personnel, Equipment, Third Party, Other
• In-house vs supplier – Mark in-house or link Supplier
• Planned/actual hours – Track hours and cost per unit

4.5 Product and Equipment

• Products – Item, quantity, UOM, weight, volume, special handling, temperature range, hazmat class
• Equipment – Link to Special Handling Equipment Type; track planned/actual usage and cost

4.6 Jobs Tab

• Link Transport Job, Warehouse Job, Air Shipment, Sea Shipment, Declaration
• Track planned cost, actual cost, planned revenue, actual revenue per job

4.7 Deliveries Tab

• Delivery types – Full, Partial, Milestone, Proof of Delivery
• Status – Pending, Scheduled, Completed, Delayed
• Items delivered – Free-text or structured description of delivered items

4.8 Billings Tab

• Bill types – Milestone, Interim, Final, Ad-hoc
• Status – Pending, Invoiced, Paid
• Sales Invoice – Link when invoiced; invoice date tracked

4.9 Dashboard and Reports

• Number cards – Active Projects, Total Projects, Open Requests
• Chart – Special Projects by Status
• Quick access – Project list, Request list, Settings

5. Workspace Structure

5.1 Quick Access

• Project – Special Project list
• Request – Special Project Request list
• Settings – Special Project Settings

5.2 Masters

• Special Handling Type – Handling types (e.g. DG, temperature-controlled)
• Special Handling Equipment Type – Equipment types for project equipment

6. Related Topics

• Getting Started
• Sales Quote
• Transport Job
• Warehouse Job
• Air Shipment
• Sea Shipment
• Declaration
• Document Management
• Milestone Tracking