Project management and sales shipments

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Posted on by EO-15071029-0

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Hi Community.

I would appreciate your advice regarding the integration between Projects and Sales Orders in Business Central.
I find out that there are Project No. and Project Task No. fields in SO lines.

However I was not able to add them through Personalization-they do not appear in the available field list.

The customer’s requirement is the following:
- Use the Project module
- Create Project Cards
- Create Sales Invoices directly from the Project Card (this part works correctly)
The open question concerns Sales Shipments and warehouse management within this setup.

A potential customer is asking whether it is possible to:
- Create Sales Invoices and Sales Shipments directly from the Project Card or
- Properly connect Projects with Sales Orders and warehouse processes
Sales Invoices from the Project work fine, but I cannot find a standard way to create Sales Shipments from the Project Card.

Potentional customer asks about creation of sales invoices and sales shipments from Project Card or connect them anywhere.

Sales Invoice is ok, but I can't find Sales shipments, how to solve this?

I would highly appreciate you sharing your experience.

Thanks in advance.

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Dynamics 365 Business Central

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Ben Baxter 6,918 Super User 2026 Season 1 on at

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Projects does not utilize or connect to Sales Orders. The Project No. and Project Task No. fields are on the Sales Lines table, which is connected to multiple Sales Header types, but only usable on Sales Invoices.

Projects do not create a Finished Good, so there would be nothing to ship. The only shipping that would happen would be of the components (Project Planning Lines) from a warehouse Location to the Project's Location, via a Transfer Order. This can complicate data processing, so you want to be careful how far you go with this.

If you are unfamiliar with Projects and have a prospect who would utilize Projects, I would recommend you reach out to a partner who has more expertise on the Project functionality to assist you in the implementation.

Best Regards,

Ben Baxter

Accent Software Inc

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Teagen Boll 1,436 Super User 2026 Season 1 on at

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As Ben mentioned the Sales Orders do not link to projects. Those fields are actually reserved for when you invoice from a project as the order and invoice tables are shared in BC.

You can use workarounds to accomplish shipment to a project. This typically involves the below steps.

1. Create a Location called Projects

2. Optionally, create a Bin for each project location

3. Create a SKU for every item involved in Projects, the SKU settings should be set as Transfer replenishment type and the default transfer from code should be your main warehouse.

4. When you add items to your project this creates demand in the Project location (and optionally bin)

5. You can then use order planning in BC to get demand from projects.

6. From the order planning you can create transfer orders and complete standard warehousing processes with transfer orders for shipments and then a basic receipt at your project location.

7. After items have been "shipped" to that project location you can consume the inventory in the project using the project journal.

8. If items have to come from a project back into your warehouse you typically need to create a transfer order or use a reclassification journal. You can use the "Get bin contents" function to help automate this process.

This is considered a work around but can be implemented this way. It's also highly recommended you work with a partner who has implemented projects and shipments in BC in order to document, design and implement this process as there are a lot of moving pieces.

Teagen Boll, CPA

ERP Team Lead at Catapult ERP

LinkedIn

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Valentin Castravet 32,208 Super User 2026 Season 1 on at

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This is not possible. That is not how the system and Projects work.

With an item, you have two mutually exclusive flows:

You consume the item to a project and then invoice the customer through the project. In that case, the item is posted as project consumption.

You ship the item to the customer using warehousing functionality and invoice them through a sales document. In that case, the item is posted as a shipment.

You cannot combine both. The item is either consumed to the project or shipped to the customer, not both.

As Ben mentioned, using Projects to create finished goods will not solve this either. Projects do not generate an output item that can then be shipped as a finished good.

If you need to both ship the item to a customer and treat it as project consumption, you would need to look at third-party add-ons. In NAV the following add-on supported this scenario, but I am not sure if that's still the case in BC - Microsoft Marketplace | cloud solutions, AI apps, and agents

Alternatively, if the item needs to be shipped to the customer using warehousing functionality and not consumed against the project, you should reconsider why you are using Projects in the first place. If the objective is reporting by Project No., it may be more appropriate to use a Project dimension instead.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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YUN ZHU 99,086 Super User 2026 Season 1 on at

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Hi, Some of the standard functions are available here, hopefully this will give you some hints.

Business Central 2022 wave 2 (BC21) new features: Track items that are used in projects, including picks (Lot/Serial No. in job planning lines)

https://yzhums.com/30259/

Thanks.

ZHU

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OussamaSabbouh 12,965 Super User 2026 Season 1 on at

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Hello,

In standard Business Central, Projects (Jobs) are not directly integrated with warehouse shipment processes, which is why you can create Sales Invoices from the Project Card, but not Sales Shipments. Warehouse and inventory handling always run through Sales Orders, not directly from Projects. The correct standard setup is: create a Sales Order, populate the Project No. and Project Task No. on the sales lines to link it to the project, then process warehouse picks and shipments from that Sales Order. Direct invoicing from the Project is mainly for service-style billing and bypasses warehouse flow. So if the customer needs proper warehouse integration, they must use Sales Orders linked to the Project, not create shipments from the Project Card itself.

Regards,
Oussama Sabbouh

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Dhiren Nagar 2,898 Super User 2026 Season 1 on at

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Hi,

As other experts mentioned, there is no standard concreate way to link and create Sales Order or Sales Shipment directly from Project card or Planning lines.

Ideally speaking even if you create a Sales Order, Shipment and Invoice the item by linking Project No. and Project task no. in the Sales Invoice line, it would only book Sales in your project. What about cost? It will not be booked directly. Why? Because items is not consumed in the project.

Conclusion: If an Item needs to be shipped to the client and the same is invoiced to the client, treat it as an independent sales and not Project Sales. If you want to do a Project sales, use G/L Account and Planning lines. If you want project tracking in Sales of Item, better use Dimension for reporting.

The only work around we have used in our previous implementation is to use Transfer order, to issue materials to the Project (Raw material or SFG etc.), then you use Warehouse Pick and Project journal to consume the material in Project location. Please note that this workaround is for Cost/Budget and not for Sales/Billable items.

Regards,

Dhiren.

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Andrés Arias 5,166 Super User 2026 Season 1 on at

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Hello,

The standard functionality of Business Central does not allow you to send from the project. There are different ways to meet this requirement: generate an order and then link it to the project by lines, or configure warehouses by project. Finally, you could also opt for a development that does what you are requesting.

I hope this helps.

Best regard

Andrés

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EO-15071029-0 185 on at

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Thank you all for your valuable recommendations and insights.

To summarize the discussion above, I would outline the key points as follows:

1. Shipment documents in BС are part of the standard Sales process.

2. Project management in BC - it's about providing services and performing works, and items within Projects are intended to be consumed, rather than sold as part of a traditional sales process.

3. Projects and Sales Orders have it's advantages and disadvantages, and limitations.

Projects - budget vs actuals in one card, every project is unique, bill based on progress or milestones, but no shipments

4. But in certain business scenarios, delivery of items may form part of a project workflow.

And thanks Teagen Boll for detailed instruction how to cover limitation with shipment by workarounds. And thanks YUN ZHU for information about new field in Location Cards for Inventory/Warehouse Pick - Project Consump. Whse. Handling

So to cover items shipment process in Projects you need to create location Projects (and bin for each project),

1-st option

1.1. Purchase items to MAIN location

1.2. Transfer them to Project(Bin) location

1.3. Pick items from the Project (Bin) location - items will be automatically consumed in the Project.

2-nd option

1.1. Purchase items to Project(Bin) location and

1.2. Pick items from the Project (Bin) location - items will be automatically consumed in the Project.

3-rd option - limited

1.1. Purchase items from Project card. Items will be consumed automatically upon posting the PO.

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