Projects (list page) [AX 2012]

Updated: June 18, 2013

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

Click Project management and accounting > Common > Projects > All projects.

Use this list page to create and manage projects in Microsoft Dynamics AX. You can perform the following tasks on the Projects list page:

  • Maintain the stages of a project. Use project stages to track the status of a project. For example, set a project stage to Scheduled, In process, or Completed. For more information, see About project stages.

  • Create and maintain budget amounts for a project, and compare actual transaction amounts to budgeted amounts.

  • Define the financial accounts to which project transactions are posted.

  • Set up values for the sales prices and cost amounts for project transactions, and define whether a transaction is billable to the project customer.

  • Create and maintain the work breakdown structure (WBS) for a project. The WBS is a hierarchy of the tasks that you define for a project.

  • Search for worker resources and assign them to a project.

  • Create and maintain project transactions, such as sales orders, sales agreements, purchase orders, purchase agreements, and service subscriptions.

  • Create a customer invoice for a customer prepayment, for specific transactions, or for on-account amounts.

  • View pending project transactions and posted project transactions.

  • View amounts that have been retained by a customer from payments on project invoices. You can also create an invoice for amounts that have been retained by a customer. For more information, see About customer payment retention for projects.

  • Manage amounts that you retain from payments to a vendor.

The following tables provide descriptions for the controls in this form.

Filter

Description

Show projects

Select whether to display all projects or only active projects.

Show levels

Select whether to display all projects and subprojects or only parent projects.

Show projects in legal entity

Select the legal entity to view projects for. If you have not been assigned a security role for the legal entity that you select, no projects are displayed in the list.

If your system administrator has created an organizational hierarchy for the purpose of project management, the legal entities are displayed as a hierarchy in the Show projects in legal entity field. For more information, see How to use organization hierarchy purposes.

For more information about how to filter projects in the list, see Filter a list page.

Tab

Description

Project

Create, modify, or delete a project. You can also enter beginning balances for the selected project, and create project groups and subprojects.

Plan

Create project budgets and enter hour, item, expense, fee, and on-account forecast transactions.

Manage

Create and view project transactions and enter invoice proposals.

Control

View project analytical information. This includes project-balance reports and project statements.

Button

Description

Project

Create a project.

Subproject

Create a subproject for the selected project.

NoteNote

This button is available only if the format for subproject identification numbers has been defined. To define the format, in the Projects form for the parent project, on the Project hierarchy FastTab, in the Subproject ID format field, enter a format.

Copy project

Open the Copy Project Wizard, where you can create a new project by copying a project template. After you create a new project from a project template, you can modify the details for the project.

Edit

Activate the fields for the selected project so that you can change information about the project.

Project stage

Select the stage for a project. You can define the stages of a project in the Project management and accounting parameters form.

Project group

Change the project group that a project is assigned to.

Beginning balances

Open the Beginning balance journal form, where you can enter beginning balances for a project in process.

Collaboration workspace

A collaboration workspace is an internal or external website where users can collaborate on a project. Open a menu that contains the following items:

  • Create collaboration workspace – Open the Create collaboration workspace form, where you can set up a new shared workspace for a project.

  • Link collaboration workspace – Add a link from an existing collaboration workspace website to a project.

  • Delete collaboration workspace – Delete a collaboration workspace for a project.

  • Delink collaboration workspace – Remove a link to a collaboration workspace.

For more information about how to specify preferences for creating and maintaining collaboration workspaces, see Select preferences for collaboration workspaces.

Line properties

Open the Project/group line properties form, where you can define the projects, project groups, categories, or category groups that a line property applies to. For example, you can select a line property of Not chargeable to indicate that a project customer should not be invoiced for a cost that was added to a project.

Ledger posting

Specify the ledger accounts to which project transactions are posted.

Hours, in the Cost prices group

Open the Cost price - hour form, where you can define the cost per hour to post to a project for a worker’s time.

Expenses, in the Cost prices group

Open the Cost price - expense form, where you can set up a cost amount for specified expenses. You can set up a standard cost for a worker, category, project, or any combination of these.

Intercompany hours, in the Cost prices

Open the Transfer price - hour form, where you can set up intercompany sales prices and costs for your workers when they work on projects in related legal entities.

Hours, in the Sales prices group

Open the Sales price - hour form, where you can set up hourly sales prices for your organization’s services.

Expenses, in the Sales prices group

Open the Sales price - expense form, where you can set up sales prices for specified expenses. You can set up sales prices for a worker, category, transaction date, project, or any combination of these.

Fees, in the Sales prices group

Open the Sales price - fee form, where you can set up sales prices for fee transactions. You can set up sales prices for a fee, worker, category, transaction date, project, or any combination of these.

Subscriptions, in the Sales prices group

Open the Sales price - subscription form, where you can set up sales prices for subscriptions. For more information about how a sales price is set up and how it is applied, see About subscription sales prices.

Hour, in the Journals group

Open the Hour journal form, where you can create, modify, post, and reject transactions for hours.

Expense, in the Journals group

Open the Expense form, where you can create, modify, post, and reject transactions for expenses.

Item, in the Journals group

Open the Item form, where you can create, modify, post, and reject transactions for inventory items that are used on projects.

Fee, in the Journals group

Open the Fee journal form, where you can create, modify, post, and reject fee transactions.

Work breakdown structure

Open the Work breakdown structure form, where you can create and maintain activities for a project as a hierarchical structure.

Assign resources

Open the Assign resources form, where you can search for workers who meet the requirements for a project activity, and book available workers on the project.

To assign resources, you must set up a starting date and an ending date for the selected project or activity.

Item requirements

Open the Item requirements form, where you can reserve items for a project from the legal entity’s own inventory.

Transfer from quotation

Open the Transfer quotation lines form, where you can copy lines from related project quotations into the forecast for the selected project.

Hour forecasts

Open the Hour forecasts form, where you can enter the estimated number of hours required to complete a project. During a project, you can track the progress of the project by comparing this forecasted number of hours with the actual number of hours spent on the project.

Expense forecasts

Open the Expense forecasts form, where you can enter the estimated expenses for a project.

Item forecasts

Open the Item forecasts form, where you can enter the expected number of inventory items and the type of inventory items that will be used for a project.

Fee forecasts

Open the Fee forecasts form, where you can enter the amount of fees that the company expects to bill to a project customer.

On-account forecasts

Open the Fee forecasts form, where you can enter on-account transactions that are expected for the selected project. For example, enter a prepayment amount that you expect to bill a customer as an on-account forecast transaction.

Copy forecasts

Open the Copy forecasts form, where you can select criteria to filter transactions in forecasts, and then copy all or selected transactions from a project forecast model to another project forecast model.

Copy forecasts to ledger

Open the Copy forecasts to ledger form, where you can transfer a forecast model or specific transaction types from a project forecast model to a general ledger budget model.

Delete forecasts

Open the Delete forecasts form, where you can delete a project forecast model or specific transaction types from a model.

Transfer from quotation

Open the Transfer project quotation lines to forecast form, where you can copy lines from a project quotation to a project forecast model.

Transfer from WBS

Open the Transfer WBS estimates to project forecasts form, where you can copy the activities from a work breakdown structure (WBS) to a project forecast model.

Project budget

Open the Project budget form, where you can create or modify the budget for a project.

Assign workers

Select workers who can enter transactions for the selected project. Validation is controlled by settings in the Project management and accounting parameters form.

Assign categories

Define categories that can be entered on project transactions. Validation is controlled by settings in the Project management and accounting parameters form.

Item task

Create a sales order, purchase order, production order, purchase requisition, request for quotation, sales agreement, or purchase agreement for the selected project.

Invoice proposal

Open the Create invoice proposal form, where you can select project transactions to include in a customer invoice.

Project quotation

Open the Create quotation form, where you can create a sales quotation for a customer or a prospect.

Service

Create a service agreement, service order, or service subscription for the selected project. You can also create service orders that are based on service agreement lines, and enter subscription fees for a project.

Case

Create a new case to manage an issue for a project.

Adjust transactions

Open the Adjustments form, where you can select transactions to adjust for the selected project. You can adjust one transaction as a whole on one adjustment line, or you can change a part of the transaction by dividing it into multiple lines.

Estimates

Open the Estimate form, where you can modify your estimate settings and process revenue recognition for Fixed-price and Investment projects that are associated with an Estimate project.

Accrue revenue

Open a menu that contains the following items:

  • Time and material – Open the Accrue revenue form, where you can select project transactions for which to post a revenue amount. You can use the same form to reverse a revenue accrual.

  • Accrue subscription revenue – Open the Accrue subscription revenue form, where you can select the service project subscriptions for which to post a revenue amount. You can use the same form to reverse a revenue accrual.

Post costs

Open the Post costs form, where you can view and post pending transactions for the selected project.

Post service orders

Open the Post service orders form, where you can view and post transactions for the selected service order to the ledger accounts for a project.

Index subscription

Open the Index subscription form, where you can update the base price and index of a service subscription for the selected project.

Invoice proposals

Open the Invoice proposals list page, where you can view and create pro forma customer invoices.

Invoice journals

Open the Invoice journals form, where you can view, send, and print customer invoices for the selected project.

On-account transactions

Open the On-account form, where you can view and create on-account transactions for the selected project.

Customer advance

Create a customer invoice to request a prepayment for a project.

Request retained amount

Create an invoice to request payment of amounts that have been withheld by a project customer from payments on project invoices. For example, a customer retains 10% of all project invoices until the project is 100% complete. When the project is completed, you can invoice the customer for the retained amount.

Item tasks

For the selected project, view any of the following documents:

  • Purchase requisition

  • Purchase order

  • Production order for an inventory item

  • Sales order

  • Request for quotation

  • Sales agreement

  • Purchase agreement

Pending transactions

View transactions that are not yet posted for the selected project.

Posted transactions

View posted transactions for the selected project.

Service

Open a menu that contains the following items:

  • Service agreements – View service agreements for the selected project.

  • Service orders – View service orders for the selected project.

  • Service subscriptions – View service subscriptions for the selected project.

Cases

View the status of cases for the selected project.

Project statements

View project statements for the combination of project types and transaction types that you define.

Cash flow

Calculate the forecasted cash flow and actual cash flow for the selected project.

Invoice control

Open the Invoice control form, where you can view information that is related to posted invoice transactions for transaction types in a date range that you specify. This information includes an overview of the amounts that have been invoiced and the amounts that remain to be invoiced. You can also view the amounts to be invoiced that exceed the sales quotation amount.

Cost control

Open the Cost control form, where you can view and analyze the costs of a project or a set of projects.

Project budget balances

View balances of budgeted revenues and costs and actual revenues and costs for the selected project.

Committed cost

View committed costs for the selected project. Committed costs are enabled in the Project management and accounting parameters form, under Cost commitments in the Cost control area.

Hour utilization

Calculate the hour usage rate for workers who are assigned to the selected project. The hour usage rate is displayed as a percentage that shows how the hours that are allocated to the project are being used.

Resource utilization

Open a menu that contains the following items:

  • Resource assignments – Open the Resource assignments form, where you can select workers and enter the number of hours per worker. You can also specify whether the assignment is a tentative commitment or a firm commitment.

  • Resource assignment analysis - worker – Open the Resource assignment analysis form, where you can view a list of workers who are assigned to the selected project for a specified date range.

  • Resource assignment analysis - Project – Open the Resource assignment analysis form, where you can view and analyze a list of workers who are assigned to the selected project.

Vendor invoices

Open the Vendor invoices with pay when paid form, where you can view and filter a list of vendor invoices for which you have retained amounts from payments to vendors until you receive payment from the project funding sources.

Customer retained payments

Open the Inquire customer retained payments form, where you can view and filter a list of amounts withheld from payments by customers to your organization.

Payments retained from vendors

View amounts that your organization withheld from vendor payments. You can view the amounts by purchase order or by vendor invoice.

You can sort the list by clicking the name of a column in the list.

Field

Description

Legal entity

The short name for the legal entity that is responsible for the project. You can view projects only for the legal entities that you have access to.

Project contract ID

The project contract ID that the project is attached to.

Project type

The project type. You select the project type when you create the project.

Project stage

The status of a project.


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

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