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Setting up and maintaining Project management and accounting [AX 2012]

Updated: October 6, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use Project management and accounting to create and manage projects in Microsoft Dynamics AX. You can set up project parameters, project groups, timesheet entry parameters, approval workflows, validation requirements, pricing groups, cost or sales prices, or forecast models. You can also set up project categories, category groups, or shared categories.

Depending on your setup, you can then perform many tasks that are related to projects, such as budgeting or forecasting, creating and managing project invoices, creating and managing project quotations, and recognizing project revenues and WIP.

The topics in this section provide information about setting up and maintaining Project management and accounting.

Configuring Project management and accounting parameters

Configuring project groups

Configuring category groups, categories, and cost templates

Configuring ledger posting for projects

Configuring cost prices, sales prices, and transfer prices

Configuring line properties

Setting up journals

Configuring validation for projects

Configuring periods and worker access for projects

Migrating project data from other ERP systems

Configuring Microsoft Project Server integration

The following table lists the forms that are available for setting up and maintaining Project management and accounting.

NoteNote

Some forms in the following table can be opened only if prerequisite information or parameter settings have been entered in the system.

Task

Form name

Usage

Set up project parameters

Project management and accounting parameters

Set up default values for the projects that you create and manage in Microsoft Dynamics AX.

 

 

 

Set up project workflows

Project management and accounting workflows

Define workflows for approvals of budgets, budget revisions, timesheet documents, and timesheet line items.

 

 

 

Define sorting criteria

Project report sort fields

Define custom sorting criteria that can be used with projects. For example, you could define the Sales department as a sort dimension and assign it to all projects that are owned by the Sales department. Sorting criteria are especially helpful when you are defining reports and creating detailed views of data.

 

 

 

Set up hour, fee, item, and ledger journals

Journal approval

Set up project journal approval procedures, which can be used to approve time sheet transactions that are entered by workers.

Journal descriptions

Set up journal descriptions that can be used as a transaction description when you create transaction lines in hour and fee journals.

Journal names

Set up ledger journal names for hour, item, and fee project journals. Journal name setup is mandatory when new journals are created.

 

 

 

Set up default offset accounts

Default offset accounts for expenses

Set up default offset accounts for expense transactions entered on a project.

 

 

 

Create and maintain beginning balance journals

Beginning balance journal

Create, maintain, validate, post, or print beginning balance journals

 

 

 

Create project groups

Project groups

Create project groups and specify options for project groups.

 

 

 

Set up ledger posting

Ledger posting setup

Specify the ledger accounts to which project transactions should be posted.

 

 

 

Set up expense policies

Project expense policies

Set up project expense policies for workers.

 

 

 

Create worker groups for expense policies

Project expense policy worker groups

Specify a worker group to which a project expense policy can be applied.

 

 

 

Set up cost and sales prices

Cost price - expense

Set up cost prices for expense transactions.

Cost price - hour

Set up cost prices for hour transactions.

Sales price - expense

Set up sales prices for expense transactions.

Sales price - fee

Set up sales prices for fee transactions.

Sales price - hour

Set up sales prices for hour transactions.

Sales price - subscription

Set up sales prices for subscriptions.

 

 

 

Create category groups

Category groups

Create category groups for projects.

 

 

 

Create shared categories

Shared categories

Create categories that can be used in all legal entities in your organization.

 

 

 

Create project categories

Project categories

Enable global project categories for specific companies.

 

 

 

Set up cost templates

Cost template

Set up project cost templates. A cost template is a method for outlining the following estimate information about fixed-price projects:

  • Cost estimates for a particular estimate project

  • Percentage of completion for projects that are posted according to the percent-complete revenue recognition accounting rule

 

 

 

Create forecast models

Forecast models

Create forecast models and submodels. A forecast model names and defines a specific forecast.

 

 

 

Create allocation keys

Project allocation keys

Create project allocation keys that are used in forecast reduction.

 

 

 

Set up form note parameters

Form setup

Choose display options for invoices and other project documents, such as for the document layout, display of notes and item numbers, and sales tax calculations.

 

 

 

Edit form text

Form notes

Maintain the standard text that appears on forms that your company uses, such as invoices, purchase orders, and interest notes. For example, you can change the text on a form for these purposes:

  • Inform customers of your opening hours

  • Inform a vendor of the terms that are connected with a purchase order

  • Send your customers and vendors a holiday greeting

 

 

 

Set up line properties

Line properties

Create new line properties. A line property assigns individual attributes, such as chargeable or nonchargeable, to posted transactions.

Project/group line properties

Specify the default line property for all projects, for a project group or groups, or for a single project. You can also specify a default line property for a specific project and category combination, or a project group and category group combination.

 

 

 

Set up grants

Grant customer types

Create grant customer types, which are used to identify different categories of grant customers.

Grant types

Create grant types, which are used to classify different grants according to their source or purpose.

Matching types

Create matching types, which are used to classify different categories of matching funds.

 

 

 

Define validation connections

Category validation project assignments

Define project validation assignments for project categories. The assignments that you set up in this form make the category available for selected projects or include the category in project/category groups.

Category validation worker assignments

Define worker validation assignments for categories. The validation assignments control access limitations when workers register entries in the hour, cost, and item consumption journals, and when they enter timesheets. The assignments that you set up in this form make the category available for selected workers or include the category in worker/category groups.

Project validation category assignments

Define validation connections for the selected project. The connections that you set up in this form make the project available for selected categories. They also enable you to include the project in category or project groups.

Worker validation project assignments

Specify which worker or group of workers are authorized to charge hours against the selected project.

 

 

 

Create validation group associations

Project/category validation groups

Create groups that combine projects and categories for validation. The validation assignments determine which categories can be assigned to which projects.

Worker/category validation groups

Create groups that combine workers and categories for validation. The validation assignments determine which categories can be assigned to which workers.

Worker/project validation groups

Define project validation assignments for workers. The validation assignments determine which workers can be assigned to which projects.

 

 

 

Set up validation parameters

Project management and accounting parameters

Define the effect that a particular validation combination will have.

 

 

 

Enable validation parameters

Project management and accounting parameters

Enable validation and the level of validation in Microsoft Dynamics AX for combinations of projects, categories, and workers.

Project setup

Enable project or category validation for the selected worker by selecting the Enable project validation and Enable category validation check boxes.

 

 

 

Categorize quotation templates

Quotation template groups

Create and maintain quotation template groups. Quotation template groups are used to categorize quotation templates.

 

 

 

Create price groups

Price/discount groups - Customer

Create price groups to manage project costs.

NoteNote

The form is accessed in the Accounts receivable module.

Prices that can be assigned to price groups are created in the sales price forms under Project management and accounting > Setup > Prices.

 

 

 

Define project stages

Project management and accounting parameters

Define project stages for various project types.

 

 

 

Enable integration

Microsoft Project Server integration settings

Install and enable additional integration components between Microsoft Dynamics AX and Microsoft Project Server.

NoteNote

For detailed information about how to integrate Microsoft Dynamics AX and Microsoft Project Server 2010 so that you can use the features of both programs to manager your projects, see the white paper “Microsoft Project Server 2010 Integration with Microsoft Dynamics AX 2012.”

 

 

 

Set display levels for integration

Microsoft Project Server integration global settings

Specify whether header projects in Microsoft Dynamics AX are integrated with Project Server, and whether worker rates in Microsoft Dynamics AX are displayed in Project Server.

 

 

 

Set up timesheet preferences

Delegate setup

Assign delegates who are authorized to enter timesheets on your behalf or for other workers.

Timesheet favorites

Create timesheet configuration options that are used frequently, and then associate the favorites with worker or worker groups. When workers create new timesheets, the timesheet lines are populated with the selections that you add here as favorites.

 

 

 

Create timesheet periods

Timesheet period types

Create period types, which are required in Microsoft Dynamics AX for use with estimates, subscriptions, and missing timesheet reports.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).
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