How to create a non project line on a Project Purchase Order

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Posted on by PeterHS

L.s,

With AX 2012 R3.

Does anyone know a solution to add extra items lines to a Project Purchase Order that will not be linked (show up) on the project?

We setup a stocked service Item to add "Small order costs" and "shipping costs" to a Purchase order.
- This Item is setup so the costs will go to a cost account for the Purchase department.
- Costs will not be linked to Sales order, Production order and so on.

We choose this solution instead of "Maintain Charges"
- Because it is easier for the user (adding is standard and you can see it directly on the Purchase order lines).
- It is standard printed on the PO confirmation
- It is easy to report on (it’s a KPI)

It is working fine, but not when we Purchase for a Project.
- In this case the Item line will get the Project ID from the header.
- And the Item will show in the Project transactions and Project costs.

It is not possible to clear the Project ID on PO-line level and then confirm the PO

Thanx in advanced

PeterHS

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Suggested answer

Ludwig Reinhard Microsoft Employee on at

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Hello PeterHS,

Can this be an issue that is related to your role?

I double checked this in my demo environment and can remove the project at the line level without a problem.

Are you aware of a system modification that has been made here?

Best regards,

Ludwig

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PeterHS 50 on at

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Hi Ludwig,

Thanks for your response.

I tested with ADMIN role so I shout be allowed to do it.

I also can clear the field, but when I "Confirm" I get the Error message "Project ID must be specified"

I don't think our ICT department has made any modification so this is not allowed. We just are starting to use the project module more.
But if you can clear the field and cofirm I could ask them.

Is it possible for you to test clearing and confirming for me.

Thanks in advanced

Peter

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Ludwig Reinhard Microsoft Employee on at

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Hi Peter,

My fault. I did not completely test this through but get the same error if I try to re-confirm.

Seems not possible to unlink separate lines of a PO.

The only workaround seems creating a new PO.

Sorry for the confusion and best regards,

Ludwig

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PeterHS 50 on at

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Hi Ludwig,

No problem, I'm glad you did help en did the testing.

I also think this is not possible, I contact a AX consultant I know, and he also think's it's not possible.

So I'am afraid "I have to learn to life with it" :-)

Peter

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Verified answer

André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Peter,

There is no option to leave the Project field empty when the header has a reference to a Project. However, it is possible to use an additional project for the order costs. You can fill it with another project number. Then you don't have the costs on the original project and you still can add order lines instead of using the charges.

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PeterHS 50 on at

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Hi André,

I thought off this solution also, it is even possible to create a special "Project Category" so the cost go to the specific "cost account" when the "shipping Item" is booked arrived.

But where it's possible to link a specific Project category to an Item, it's not possible to link an item to a specific project (use item --> default project). This means users always must remember to change the project for a Shipping costs line on a project PO. I know it's "little work", but because the nature off or organization, to "remember it" could be a problem.

But thanks for your help, I'm sure about the possibilities now, and let management decide; or accept the cost on projects or learn users to change the project for shipping costs.

Thanx to you all

Peter

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André Arnaud de Cal... 300,911 Super User 2025 Season 2 on at

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Hi Peter,

There are settings for project/category validations. Not sure if this also works on the PO. Usually, I did use this for hours and expense journals.

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PeterHS 50 on at

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Hi André,

Thanks for your sugestion.
I checked it, but I see there (Projects - Category) no possibility to override the validation "ProjectID on purchase line".

Because you triggerd me, I also looked ad validation options for PO's, but sadly didn't find anything there either.

Thanks

Peter

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