• Gain general understanding of Projects

• Understand how to create a new project

• Understand the project hierarchy
• Understand the Project Types
• Create and Understand Project Categories
• Create and Understand Project Pricing
• Create and Understand Project Groups
• Create and Understand Project Line Properties
• Understand Project Ledger Posting Setup
• Create and Understand Project Journals
 (External)

(Internal)
 Project Management And Accounting

Initiate Project Execute Project Analyze Project

Create send
Enter Time and Review
and confirm
Expenses Manage Profitability Analyze Cash
quotations Create Project
Forecasts and Flow
Contracts
Budgets

Create Project Monitor and

Create Project Review Invoices
and WBS Adjust the WBS Procure
Forecasts and Analyze
products and
Budget Utilization
services

Build Project Process Project

Team Invoices Recognize
Revenue
Create a New Project
• Project Type
• Project Group
• Project Contract
• Project Number
Scenario
Fun Time Club has requested that Contoso Consulting USA (USSI) helps to design and develop a few
custom reports where Fun Times Club will be billed based on the time and material consumed to the
project. The terms of the new project will be covered by an existing project contract (00000093).
Here are some of the decisions that have been made thus far about the project:
• Project Name: Fun Times Club – Scorecard
• Project Contract: 00000093
• Project Manager: Luis Sousa
• Project Controller: Mike Ray
• Sales Manager: Alfons Staerk
• Projected Start Date: 6/1/2016
• Projected End Date: 7/15/2016
High Level Steps
• 1. Create a new Project of Time and Material type.
• 2. Define the provided details of the project.

Detailed Steps

1. Create a new Project of Time and Material type.

a. Open Project Management and Accounting > Projects > All Projects.
b. From the action pane, select the +New button.
c. From the New Project pane, select the Project Type as Time and Material.
d. Enter the Project Name: Fun Times Club – Scorecard
e. Enter the Project Group: TM_WIP
f. Enter the Project Contract ID: 00000093
g. Enter the Project Manager: Luis Sousa
h. Enter the Start Date: 6/1/2016.
.
2. Define the provided details of the project.

NOTE: After project creation you should be inside the details of your project. Make sure you are in edit mode.

a. Expand the General FastTab.

b. Enter the Sales Manager: Alfons Staerk
c. Enter the Project Controller: Mike Ray
d. Enter the Projected End Date: 7/15/2016
e. From the Action Menu, select the Save button.
.
Project Hierarchies
Achieve a project structure that reflects the different project initiatives.
Example: Phase 1, Phase 2, Phase 3

Header

Phase1 Phase2
Process special accounting requirements.
Example: Client requests you to bill for T&M during a FP project.

FP

T&M
Grouping the project history
Example: Ability to understand additional work on top of the initial project and group their financials.

Customer
Site

Install 1 Install 2

Service Service
Work Work
1. Parent Project Parent
2. Child Project (subproject)
3. Header Project
Parent/Child Parent/Child

Child Child Child

Project Numbering
• Manual or Automatic
• Depth – 20 character limit
• Characters can be included.
• Remember your subproject format
• All Projects List Page Sort Order
Copying Projects
Scenario
Contoso Consulting USA (USSI) designs and develops reports on a consistent basis. A majority of the
setup is repetitive every time they set these projects up. They want to streamline the project creation
process within Dynamics AX so they decide to use an existing project as a template to base their new report
development projects from.

Contoso wants to use project 00000095 as their template and use it to create a new project for City
Manufacturing using an existing project contract (00000089) as the terms.

High Level Steps

1. Define Project 00000095 as a project template.
2. Use the Template to create a new Time and Material Project for City Manufacturing.
Detailed Steps
1. Define Project 00000095 as a project template.
a. Open Project Management and Accounting > Projects > All Projects.
b. Select Project ID 00000095 from the list.
c. From the Action Pane, select the Project tab. In the Maintain group, select the Edit button.
d. Expand the Project Hierarchy FastTab.
e. Click the Project Template toggle so it shows as Yes.

2. Use the Template to create a new Time and Material Project for City Manufacturing.
a. From the Action Pane, select the Project Tab. In the New group select the Copy Project button.
b. The Copy Wizard should open, select the Next button.
c. Click the Template field, select 00000095 as your template value.
d. Click the Naming field and select Use New.
e. Enter City Manufacturing – Report Development.
f. Select the Next button.
g. Enter the Projected Start Date: 9/1/2016
h. Enter the Project End Date: 10/1/2016
i. Delete all other date values.
j. Enter the Project Contract ID: 00000089
a. Select the Next button.
b. Select the Next button.
c. Select the Next button.
d. Click the Activities Toggle so it displays as Yes.
e. Select the Next button.
f. Select the Next button.
g. Make note of the Project ID. Select the Finish button.
h. Open Project Management and Accounting > Projects > All Projects.
i. Search for your project.
Project Stages
Created Estimated Scheduled In Process Finished
• Overview
• Navigation
• Project Creation
• Project Hierarchy
• Project Numbering
• Copying Projects
• Project Stages
Project Type Overview
 External Internal

Time &
Fixed Price Investment Internal Cost Time
Material
Time and Material
• Invoice based on Material, Labor and Expenses consumed for a
period in time.
• Ability to track cost in WIP accounts.
• Ability to accrue revenue.
Examples: Construction, Product Development, Consulting

Week1 Week 2 Week 3

$ $ $
Fixed Price
• Actuals are not invoiced.
• Fixed Contract Amount (on-accounts).
• Recognize revenue based on an accounting rule setup.
• Cost can be classified to WIP accounts.
• Estimate Project is utilized.
Examples: Installation, Construction, Consulting
Internal
• Project that is financed by your organization
• Cost Container – cost can be classified to P&L or to WIP
accounts.
• Reclassifying cost is completed via the post cost routine.
Cost
• Very similar to the internal project type.
• Cost cannot post to WIP
Investment
• No immediate earnings
• Fixed Asset stems from an investment project typically
• Cost is held in WIP accounts until completion
• Estimate Project is utilized
Time
• Labor recording only
• No Ledger Impact
• Time & Material
• Fixed Price
• Internal
• Cost
• Investment
• Time
Understanding Project Transactions
• Overview Project Transaction Types
• Examine and Set up Project Categories
• Examine and Set up Project Pricing
• Examine and Set up Project Groups
• Examine and Set up Line Properties
• Examine the Ledger Posting Set up
Transaction Type
Overview
Transaction Type Examples Business Documents

Hours • Consulting • Timesheet

• Installation • Hours Journal
• Setup

Items • Materials • Purchase Order, Sales Order, Production Order

• Subcontracted Services • Item Journal, Item Requirement, AP Invoice

Expenses • Airfare • Expense Report, AP Invoice Journal

• Hotels • General Journal, Project Expense Journal
• Parking

Fees • Service Fee • Fee Journal

• Deliverables
• Surcharges

On-Accounts • Prepayments (T&M Projects) • On-Account

• Scheduled Payment (FP Projects) • Customer Advance
Project Categories
• Representation of the Cost or Revenues defined by your
organization.
• Required on all Project Transactions
• Required for Project Forecasting and Budgeting
• Useful for defining Ledger Posting
• Can help define cost and sales prices
• Allows detailed reporting and analysis
 Expenses Transaction Types

Travel Marketing Category Groups

Airfare Hotel Setup Campaign Project Categories

Airfare Hotel Setup Campaign Shared Categories

• Set up a shared category
• Create the Project Category
• Review where the Category is available
Scenario
Contoso Consulting USA provides periodic internal development courses to keep their Developers sharp.
They want to specifically track Development Training within their organization. To do this Contoso will create a
new project category.

High Level Steps

1. Create a Shared Category called: Developer Training.
2. Create a Project Category called: Developer Training.
Detailed Steps

1. Create a Shared Category called: Developer Training.

a. Open Project Management and Accounting > Setup > Categories > Shared Categories.
b. Click the New button.
c. Enter the Category ID: Developer Training.
d. Enter the Category Name: Developer Training
e. Click the Can be used in Project toggle so it displays Yes.

2. Create a Project Category called: Developer Training.

a. Open Project Management and Accounting > Setup > Categories > Project Categories.
b. Click the New button.
c. Click the Category ID dropdown and select Developer Training.
d. Enter the Category Group: Project
e. Click the Active in Journals toggle so it displays as Yes.
f. Click the Save button.
Project Pricing Overview
• Summary
• Cost Prices
• Sales Prices
• Price Groups

NOTE: Project Transaction with the Type item pull their cost/sales
prices from trade agreements and properties of the released
product.
Sales Price Models
• Qty: Amount entered is the sales price
• Contribution Ratio: (100 * cost price) / (100 - ContRatio)
• Charges Percentage (cost plus): (Cost price * (100 + pricing%) / 100)
• Charges Amount: (Cost Price + Charge Amount)
Scenario
Contoso Consulting USA has decided to provide its Developer Training externally. They know that the cost to Contoso
is $75 an hour to consume a Development Training Resource and they want to have a standard billable rate of $140.

NOTE: Practice: Create a Project Category is a prerequisite of this practice.

High Level Steps

1. Define a cost price of $75 for the Product Development Category.
2. Define a sales price of $140 for the Product Development Category.
Detailed Steps

1. Define a cost price of $75 for the Product Development Category.

a. Open Project Management and Accounting > Setup > Prices > Cost Price (Hour).
b. Click the New button.
c. Enter the Effective Date: 1/1/2016
d. Enter the Category: Developer Training.
e. Enter the Cost Price: $75

2. Define a sales price of $140 for the Product Development Category.

a. Open Project Management and Accounting > Setup > Prices > Sales Price (Hour).
b. Click the New button.
c. Enter the Effective Date: 1/1/2016
d. Enter the Category: Developer Training.
e. Enter the Valid for: All
f. Enter the Pricing: $140
Project Groups
• Project Management & Accounting > Setup > Posting > Project Groups
• Walk-through creating a simple time and material project group.
• Assign the project group to a project.
• Review the default settings
• Change the Project Group
Scenario
Contoso Consulting USA will be getting into implementing software. Contoso decides they will bill on quarterly basis
for the time and material consumed. Julia the controller wants to keep the cost on the balance sheet until the
customer is invoiced. She’ll setup a project group to meet these requirements.
High Level Steps
1. Create a Project Group of Time and Material type.
2. Define settings that post cost to the Balance Sheet.
Detailed Steps
1. Create a Project Group of Time and Material type.
a. Open Project Management and Accounting > Setup > Posting > Project Groups.
b. Click the New button.
c. Enter the Project Group: TM01
d. Enter the Name: T&M – WIP Cost
2. Define settings that post cost to the Balance Sheet.
a. Expand the Ledger FastTab.
b. Enter the Project Type: Time and Material
c. Enter the Post Costs – Hour: Balance
d. Enter the Post Costs – Expense: Balance
e. Enter the Post Costs – Item: Balance
Project Line Properties
Shared Settings
• Defines whether cost can be capitalized or not (Excludes: Time/Cost Projects)
• Add markups to sales and cost prices (hours only).
• Print Settings – zero sales price prints on quote.
• Utilization Functionality.

Time and Material

• Defines chargeable or not
• Defines whether revenue can be accrued or not.
• Print Settings – Zero sales price on invoice.
• Any time you assign a default line property, the Project/Group Line Property form is
collecting that information.
• You can use this form to set up or modify additional line property defaults
• Walk through creating a line property.
• Assign that line property to a transaction.
• Assign a line property to a specific project/category combination.
Scenario
Contoso Consulting USA provides support after they implement software for a customer. They provide support to
their clients during off hours. They deem this as after-hours support and they markup their rates 50%. When Contoso
Consulting Employees enter their timesheets they need a way to define labor entries as after-hours support that will
include the markup. Julia the controller will setup a line property to meet Contoso’s requirements.

High Level Steps

1. Create a new Line Property called: CHG_OT

2. Set the markup rate for sales percentage to: 50.00

Detailed Steps
1. Create a new Line Property called: CHG_OT
a. Open Project Management and Accounting > Setup > Line Properties > Line Properties.
b. Click the New button.
c. Enter the Line Property: CHG_OT
d. Enter the Name: Chargeable Overtime.

2. Set the markup rate for sales price to: 50.00

a. Enter the Sales Percentage: 50.00
Project Ledger Posting
Setup
• Walk through the ledger posting setup form.
• Show how posting types are being used.
• Run a transaction and look at the voucher.
 Project Category
Priority 1st Priority 2nd Priority Priority 1st Priority 2nd Priority
1 Project Category 1 Project Category
2 Project Category 2 Project Group Category
Group
3 All Projects Category
3 Project All Categories
4 Project Category Group
4 Project Group Category
5 Project Group Category 5 Project Group Category Group
Group 6 All Projects Category Group
6 Project Group All Categories
7 Project All Categories
7 All Projects Category
8 Project Group All Categories
8 All Projects Category
Group
9 All Projects All Categories
9 All Projects All Categories
• Transaction Types
• Project Categories
• Project Pricing
• Project Groups
• Project Line Properties
• Project Ledger Posting
Understanding Project Journals
Review the setup and understand the following:
• Hours Journal
• Expense Journal
• Fee Journal
• Item Journal
• Beginning Balance
• Project Approval Journals
• Journal Descriptions
Hours Journal
• Setup
• Create an Hours Journal
Expense Journal
• Setup
• Create an Expense Journal
• Show Journal Descriptions
Fee Journal
• Setup
• Create a Fee Journal
Item Journal
• Setup
• Create an Item Journal
Beginning Balance
Journal
• Setup
• Create a Beginning Balance Journal
Project Approval Journal
• Project Module – Specific journal approval
• Only applicable for Hour Journals
• Supports the following actions:
 Ready for posting
 Check Journal
 Edit
• Hours Journal
• Expense Journal
• Item Journal
• Fee Journal
• Beginning Balance Journal
• Journal Descriptions
• Journal Approval