Project management and accounting parameters (form)

Posted

Select this check box to enable adjustments to transactions that have a status of Posted.

Invoice proposal

Select this check box to enable adjustments to transactions that have a status of Invoice proposal.

Invoiced

Select this check box to enable adjustments to transactions that have a status of Invoiced, Selected for credit note, or Credit note proposal.

Estimated

Select this check box to enable adjustments to transactions that have a status of Estimated.

Eliminated

Select this check box to enable adjustments to transactions that have a status of Eliminated.

Always create adjustment transaction

Select this check box to create the following records when a transaction is adjusted:

• A transaction that offsets the original entry by posting the negative value of the original amount.

• A new entry to correct the values.

If the Always create adjustment transaction check box is cleared, adjustment transactions are created or not created based on which field in the entry line is adjusted.

Autoupdate field

Automatically update related fields when you change a field in the lower pane of the Adjust transactions form.

Use adjustment date as new project date

Select this check box to use the adjustment date as the project date on reversal transactions and new adjustment transactions. You can then select any date for the new project date in the Adjust transactions form. The adjustment date is used as the ledger date.

Display transactions

Select the default columns that are displayed on the hour, expense, item, and fee transaction inquiry forms. You can view cost prices, ledger update amounts, or sales line amounts.

Folder for Microsoft Project files

Enter the path of the folder where Microsoft Project files are created and stored. You must include the appropriate driver letter in the path. For example, enter C:\Projects\Microsoft Project files.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Save Microsoft Project files to

Select whether to store Microsoft Project files in a collaboration workspace that is set up in Microsoft SharePoint Server 2010 or Microsoft SharePoint Server 2013, or in a network or local Windows folder.

Remember that tasks can be synchronized with Microsoft Dynamics AX only if you are using SharePoint Server 2013.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Set up collaboration workspace

Open the Collaboration workspace settings form, where you can configure options for the workspace that you use to store Microsoft Project files.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Default project type

Select the project type that is selected as a default value in the Create project form.

Default subproject ID format

Enter the default format to use to create subproject numbers. Use a character as a separator and # as a number indicator. For example, if you set the default format as - ##, subprojects for a project named 200 are named 200-01, 200-02, and so on.

Prompt for customer information

Select this check box if you want a prompt to appear asking if the user wants to copy customer delivery address, e-mail address, and financial dimensions from the project contract to a new project.

Validation

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

For example, validation makes sure that only workers who have been assigned to a particular project can enter work hours for it, and that only categories that have been designated for a certain project can be entered.

Validation is applied throughout Microsoft Dynamics AX, such as when entries are registered in hour, cost, and inventory journals, or entered in timesheets and expense reports.

After enabling validation in this form, you must define specific validation combinations in the validation group forms. (Click Project management and accounting >Setup > Validation.)

Choose from the following validation options:

• Mandatory – All transactions are validated based on the specified project, worker, and category combinations.

• None – No validation is performed when entering a transaction.

• Lookup – The projects, workers, and categories that are available in dropdown lists when transactions are entered are based on the validation combinations that are specified in the validation group forms.

Set the cost price as the sales price by default

Select this check box to set the cost price as the sales price by default when purchases are made according to procurement categories for the following document types:

• Requests for quotations

• Purchase requisitions

• Purchase orders

• Vendor invoices

Invoice

Select whether to include line details or totals for project invoices in the ledger posting.

Adjustment

Select whether to include line details or totals for adjustments in the ledger posting.

Detail WIP ledger posting

Select whether to include line details or totals for costs, accrued revenue, subscriptions, and estimates in the ledger posting for WIP.

Sales tax group method

Define how the default sales tax group is determined for project transactions. When you create a transaction that has a sales price, you can choose the sales tax group that has been set up for the project, the project contract, or the customer account. Alternatively, you can select Search. If you select Search, Microsoft Dynamics AX locates the sales tax group by checking the project, project contract, and customer account, in that order.

Item sales tax group method

Define how the default item sales tax group is determined for project item transactions. When you create an item transaction, you can choose the item sales tax group that has been set up for the item in Inventory management or for the category that is set up in Project management and accounting.

On-account item sales tax group

Select a sales tax group to use as the default when you create an on-account transaction.

Calculation date type

Specify whether to calculate sales tax based on the invoice date or project date.

Full match percent

Enter the percentage that represents a full match between a worker’s skills and the requirements for the selected project. A higher percentage means that the worker’s capabilities and skills more closely match the project requirements.

Default working calendar

Select the default type of calendar to use for the project or activity schedule. The schedule is the timeframe when workers are working on the project.

Skill set match

Enter the minimum percentage match of capabilities between a worker and a project or an activity that is required for the worker to appear as a potential resource for a project.

Availability match

Enter the minimum percentage match of availability between worker and a project or an activity that is required for the worker to appear as a potential resource for a project.

Default journal names

Select a default journal name to be applied when various types of journals are created. When a default journal name is specified, the journal lines form automatically appears when the journal is created.

Journal names for hours, timesheet journals, fees, and beginning balances are set up in the Project management and accounting Journal names form.

Journal names for items are set up in the Inventory management Journal names, inventory form.

Journal names for project expenses are set up in the General ledger Journal names form.

Inactive categories

Select this check box to include inactive categories in the category list in journals and timesheets.

Terminated workers

Select this check box to include terminated workers in the worker list in journals and timesheets.

Default category

Select a category to use as a default when you create a new hour, expense, item, or fee journal.

Show start/end times

Select this check box to enable the entry of start and end times in hour journals.

Require activity

Select check boxes to require that an activity be specified when hour journals, expense journals, or item journals are created.

Enable intercompany resource scheduling and timesheets

Select this check box to enable functionality that lets your legal entity loan workers to other legal entities. Your workers can then be added to validation groups in borrowing legal entities and enter timesheet hours for their projects.

Default category 
(In the When borrowing resources field group)

Select the default category that is used when a legal entity borrows workers from another legal entity in the same organization. The default category that you select applies to hour journals in Project management and accounting and to ledger journals in General ledger when you select Project as the account type.

Borrowing legal entity

Select the name of the legal entity that is borrowing the resources for a project.

Accrue revenue

Select this check box to post an estimate of the intercompany amount due for hours that are posted by the borrowed employee. If the check box is selected, an intercompany revenue amount is accrued in the ledger accounts of the lending entity for hours that the borrowed employee posts on projects that are managed by the borrowing entity. When an intercompany project invoice is created for the hours, the accrued revenue amount is reversed.

Default timesheet category

Select the default project category that is used for hours that are posted to a project by a borrowed resource. If a borrowed resource does not select a category on a timesheet for the borrowing legal entity’s project, the default category is automatically added to the timesheet. Any related indirect costs are also assigned the same default category.

Default expense category

Select the default project category that is used for expenses and any related indirect costs that are transferred between legal entities.

Day week starts

Specify the day of the week that you want to appear as the default in the Day week starts field in the Period types form.

Maximum number of timesheets per period

Enter the maximum number of timesheets that a worker can enter for a time period. Enter 0.00 if you do not want to enforce a maximum number of timesheets.

Use favorites

Select this check box to let the user flag timesheet lines as favorites that can be reused on subsequent timesheets.

Minimum time increment

Enter a value between 0.00 and 0.99 to specify the minimum time increment, in a fraction of an hour, that workers can enter for a project task. Enter 0 if you do not want to enforce the minimum time increment and allow any value.

This setting can be overridden at the project level.

Require start/stop time

Select this check box to indicate that the requirement for a worker to enter start and stop times is enabled by default when a new worker profile is created. If you select this check box, the Require start/stop time check box in the Project setup form is selected by default when you create a new worker profile.

Allow time range overlap

If you select the Require start/stop time check box, specify whether users can enter time for timesheets that span multiple timesheet periods.

• Accept – Users can enter timesheets for overlapping time periods.

• Warning – Users see a message if time is entered for an overlapping time period, but they can enter the hours.

• Error – Users see a message if time is entered for an overlapping time period, and they cannot enter the hours.

Set voucher date to

Specify which date the voucher date is derived from. Select from Project period end date, Ledger period end date, and Project date.

Approved timesheet posting

Select an option to control whether a journal is posted manually or automatically after a timesheet is approved. You can view timesheets that require manual approval in the Unposted timesheets form.

Hide external comments

If you are using the Mobile Timesheets app, select this check box to hide the External comments field on a mobile device.

Hide line property

If you are using the Mobile Timesheets app, select this check box to hide the Line property field on a mobile device.

Hide activity

If you are using the Mobile Timesheets app, select this check box to hide the Activity field on a mobile device.

Hide category

If you are using the Mobile Timesheets app, select this check box to hide the Category field on a mobile device.

Allow date corrections on timesheets

Select this check box to allow users to submit a timesheet that falls in a closed period.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Block future timesheet entries

Select this check box to prevent workers from entering future time on a timesheet, except planned absences.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Validate absence categories

Select this check box to indicate that an absence project category must be selected and validated during timesheet entry.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Validate absence

Select the default project category that is used for absences that are entered on a timesheet.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Require timesheet audit trail

Select this check box to indicate that an audit trail is required for all timesheets.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Allow timesheet change reason

Select this check box to give users the option to enter a reason when they change a timesheet.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Require timesheet change reason

Select this check box to require that users enter a reason when they change a timesheet.

This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2.

Payment criteria

Select this check box if the final on-account invoice for Time and material projects is to be reduced only by the payments that were received for previously issued invoices.

Final on-account invoices for Time and material projects are calculated based on one of the following criteria:

• Invoice criteria – The final invoice for a Time and material project is reduced by all previously issued on-account invoices, regardless of whether complete payment or partial payment for the invoices has been made.

• Payment criteria – The final invoice for a Time and material project is reduced only by the on-account invoices that have been paid.

The system default is the Invoice criteria. Enable payment criteria by selecting the Payment criteria check box.

Prompt for customer information

Select this check box to prompt the user for approval before customer information is copied to the invoice project.

Message when exceeding credit limit

Select whether to deliver an error message or a warning message when the customer credit limit is exceeded when a project invoice proposal is posted.

• Error – The issue must be resolved before the process can continue.

• Warning – The process can continue, but an error message is displayed to the user.

Active

Select this check box to require that project invoice proposals be approved before they can be posted.

User group

Select the user group that can approve invoice proposals.

Funding allocation order

Specify the order in which funding rules are evaluated on project contracts. Changes to this list affect how funding rules for both existing and future project contracts are evaluated.

Lock allocation settings

Select this check box to prevent unintentional changes to settings in the Funding allocation order list.

Enable processing invoice proposals in workflow

Select this check box to enable workflow for processing invoice proposals.

Forecast model

Select a forecast model to be supplied as a default.

Terms of payment for hours

Select the payment term to use when the cost payment date is calculated for hour forecasts. If no terms of payment are selected, the cost payment date is based on the project date of the forecast.

Terms of payment for expenses

Select the payment term to use when the cost payment date is calculated for expense forecasts. If no terms of payment are selected, the cost payment date is based on the project date of the forecast.

Terms of payment for items

Select the payment term to use when the cost payment date is calculated for item forecasts. If no terms of payment are selected, the cost payment date is based on the project date of the forecast.

General buffer days

Enter the number of days to add to the cost payment date in order to calculate the default forecast sales payment date.

Require activity

Select this check box to require that an activity be specified when an hour forecast, expense forecast, or item forecast is created.

Default item allocation key

Select the default item allocation key that is supplied when quotation lines are transferred to an item forecast. This key is used for item requirements that are based on procurement categories instead of item numbers.

Without posting estimates

Select this check box to allow an estimate to be eliminated when it has not been posted.

Allow elimination when non-estimated transactions exist

Specify whether and how Microsoft Dynamics AX allows elimination when non-estimated transactions exist, both before and after the elimination date. You can enable elimination with or without a warning, or deliver an error message and prevent transactions from being eliminated.

Committed cost

Specify whether and how Microsoft Dynamics AX enables elimination when unconsumed committed costs exist. You can enable elimination with or without a warning, or deliver an error message and prevent unconsumed committed costs from being eliminated.

Total cost - actual

Specify whether and how Microsoft Dynamics AX permits elimination when the cost to complete is less than the actual cost. You can enable elimination with or without a warning, or deliver an error message and prevent actual costs from being eliminated.

Remaining budget

Select this check box to add the committed cost up to the estimate date to the cost to complete.

Committed cost after estimate date

Select this check box to add the committed cost after the estimate date to the cost to complete.

Actual cost after estimate date

Select this check box to include in the estimation any actual costs that were posted after the estimate date. Clear the check box to exclude actual costs that were incurred after the estimate date.

Example

As the project manager, you create a forecast for project 10001 that is based on the remaining forecast model. You have enabled automatic reduction.

You post real hours for the project from both July and August, but do not complete the project estimation process (in the Estimate form) for July until mid-way through the month of August.

As a result of this posting, the project hours from July are correctly included in the estimation. The project hours from August are not included in the estimation. This is also correct, because you did not select the Committed cost after estimate date check box.

However, whether the remaining budget is updated to reflect the hours posted for August depends on whether you selected the Actual cost after estimate date check box.

If the Actual cost after estimate date check box is selected, the hours for August are not deducted from the remaining budget. If the Actual cost after estimate date check box is not selected, the hours for August are deducted from the remaining forecast for project 10001.

Definition of billable rate

Choose from the following options to specify how the billable rate is calculated for each project type.

• Utilization – Hours that are reported for this project type are always considered billable utilization.

• Burden– Hours that are reported for this project type are always considered non-billable utilization.

• According to line property – The line properties of a particular hour transaction determine whether the hours are considered for billable utilization.

• Not included – Hours are not factored into the calculation of billable utilization.

Definition of efficiency rate

Choose from the following options to specify how the efficiency rate is calculated for each project type.

• Utilization – Hours that are reported for this project type are always considered efficiency utilization.

• Burden– Hours that are reported for this project type are always considered non-efficient utilization.

• According to line property – The line properties of a particular hour transaction determine whether the hours are considered for efficiency utilization.

• Not included – Hours are not factored into the calculation of efficiency utilization.

Include in profit and loss statement

Select the check boxes to specify the types of hour and item values to include in the profit and loss statement.

Include in consumption statement

Select the check boxes to specify the types of hour and item values to include in the consumption statement.

Value-added ratio

Define how profit that is based on the value-added amount is displayed in the Value-added markup percentage field in the Project statements and Estimate forms.

Value-added - decimals

Enter the number of digits to display after the decimal point in the Value-added ratio field in the Project statements and Estimate forms.

Gross margin ratio

Define how profit should be displayed in the Markup percentage field in the Project statements and Estimate forms.

• Markup factor – Gross margin as a factor of the total costs.

• Contribution ratio– Gross margin as percentage of the revenue.

• Markup percentage– Gross margin as percentage of the total costs.

Gross margin - decimals

Enter the number of digits to display after the decimal point in the Gross margin ratio field in the Project statements and Estimate forms.

Hour - quantity

Enter the number of digits to display for hours after the decimal point in reports.

Amount in 1,000

Enter the number of digits to display after the decimal point in reports when an amount is in the thousands.

Amount in 1,000,000

Enter the number of digits to display after the decimal point in reports when an amount is in the millions.

Utilization rate

Enter the number of digits to display after the decimal point in reports for utilization rate fields.

Stage

Specify which stages are included in each project type. You can select from five standard project stages and three user-defined stages.

• Created

• Estimated

• Scheduled

• In process

• Finished

You can also use up to three user-defined status values in your project cycle.

Designate project stages for all six project types.

Cost control methods

Choose whether to track costs in cost control inquiries by original budget or remaining budget.

Default cost template

Select the default cost template for estimate projects.

Original budget

Select the forecast model to use when calculating the original budget in reports.

Total budget

Select the forecast model to use when calculating the total budget in reports.

Remaining budget

Select the forecast model to use when calculating the remaining budget in reports.

Use budget control

Select the check box to set the default property on projects to enable a budget check that prevents transactions when budgeted amounts are not available to fulfill the transactions. The selection in this field applies to all new projects, unless a different action is chosen by using the User group override function in this form or making a different specification in the Project details form.

Transaction types controlled

Specify whether, by default, costs, revenues, or both are subject to budget control. The selection in this field applies to all new projects, unless a different action is chosen by using the User group override function in this form or making a different specification in the Project details form.

Budget overrun default

Specify what occurs when a user enters a transaction that would cause the project budget to be exceeded. The selection in this field applies to all new projects, unless a different action is chosen by using the User group override function in this form or making a different specification in the Project details form.

• Overrun option – Users cannot enter a transaction.

• Warn of overruns – Users receive a warning when they enter a transaction, but the transaction is processed.

• Allow overruns – Users do not receive a warning when they enter a transaction, and the transaction is processed.

User group override

Click Settings... to open the Project budget settings for user groups form, where you can set up exceptions to the default behavior when an action by a user causes the project budget to be exceeded. You can also use this form to set up overrun behavior for specific user groups and specific projects or project groups.

Allow budget control outside the project hierarchy

Select this check box to let users use a project that is outside the project hierarchy for budget control. Enabling this field makes it possible to select an alternate project for budgeting in the Projects form.

Budget control interval

Select the default range of periods to use when you set up budget control for new projects.

Carry forward remaining budgets

Select this check box to allow any amounts that remain in project budgets at the end of the year to be carried forward to a new year.

Allow negative budgets to be carried forward

Select this check box to set the default property on projects to allow any amounts by which projects exceed their budgets at the end of a year to be carried forward to a new year. When these negative amounts are carried forward, they reduce the budget amount that is available for the project in the new year.

Check budget on document line save

Select this check box so that, by default, control checks are run for project budgets and general ledger budgets both when a line of the document is saved, and when the document is submitted to workflow or posted.

Cost commitments

Select the check box for each type of document for which you want to enable committed cost tracking and project budget control.

Priority:

On the Hour forecast, Expense forecast and Item forecast FastTabs, use the controls in the Priority: area to identify criteria to use to determine which types of project-related forecasts are included in cost reduction.

Use the > and < buttons to move criteria between the Remaining and Selected lists.

Use the Up and Down buttons to prioritize the selected criteria.

Minimum requirement

Select the minimum criteria that must be matched for hour, expense, or items forecasts to be reduced.

Example

For hour forecasts, you have selected and prioritized the following criteria:

• Project

• Worker/Item

• Category

• Project date

In the Minimum requirement field, you select Category. As a result, only forecasts that match both the project and worker/item are reduced.

Delete reduced to zero

Select this check box to delete the forecast when the remaining forecast amount reaches zero.

Lump sum allocation key

Expense and item forecasts with the allocation key that you select here are treated as lump sum forecasts. In these cases, the forecast cost is reduced, but not the quantity.

Item consumption

If you want a dimension to appear in the overview grid for item consumption, select the dimension name in the Inventory dimensions list, and then select the Item consumption check box.

Quotation lines

If you want a dimension to appear in the overview grid for quotation lines, select the dimension name in the Inventory dimensions list, and then select the Quotation lines check box.

Posting method

Select the posting method, either Finished item or Consumed, for project production orders.

For more information about posting methods, see About methods for posting costs from project-related production orders.

Set subproduction to Consumed

Use this check box to assign BOM line consumption and time when you create project production orders that use the consumed method. If you do not select the check box, the BOM line is posted as cost to the project, as a project item transaction. If you select the check box, the BOM lines and hours of the subproduction are posted as cost to the project, as multiple project item and project hour transactions.

Production

Select this check box to include capacity that was previously reserved for production in a project.

Planned order

Select this check box to include capacity that was previously reserved for planned orders in a project.

Reference

View the reference type of the number sequence.

Number sequence code

Select the number sequence code to use with the reference type.

Sales tax book section

View the sales tax book section used to store transactions, if applicable.

Reuse numbers

Select this check box if you want the selected reference to use the same number as a related type of entity.

Use same number as

View the entity type from which the selected number will be reused.

Vendor contract language

Enter text to print on purchase orders for vendor retentions and pay-when-paid contract terms.