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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Project Accounting and...
Finance | Project Operations, Human Resources, ...
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Project Accounting and periodic budget records

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Posted on by Richard Wheeler 75,848 Moderator

We just upgraded a client from GP 2013 to GP 2018. Two Project Accounting issues have popped up that may or may not be related.

1) They are being prevented from entering negative hours on a time sheet. "You are not allowed to have negative Actual Quantity" is the message they received. In GP 2013 as long as hours had already been entered to cover these hours negatives were allowed.

2) On the budget maintenance screen when they click to enter the Project Periodic Budget screen they are getting "The budget Periodic Records have not been created for this record" and then it displays an old year. Is there a utility that can be run to fix this?

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Microsoft Dynamics GP
  • Pam Peterson Profile Picture
    Pam Peterson on at
    RE: Project Accounting and periodic budget records

    You would have to do something (update a baseline or forecast budget date or post an actual cost transaction) outside the 2016 and 2017 dates to get the date to "push out." Then periodic records would be included for that date range as well.

    This is not something that can be done in mass and absolutely do not update these dates via SQL. Doing so circumvents all the built in logic the system has in terms of creating and updating those periodic records and dates on the project and contract and will only cause issues down the line.

    Thanks for your questions!

    Pam Peterson

    Microsoft Dynamics GP Support

  • Richard Wheeler Profile Picture
    Richard Wheeler 75,848 Moderator on at
    RE: Project Accounting and periodic budget records

    Pam, you are spot on as usual. Using MDGP > Tools > Utilities > Project > PA Recreate Periodic only recreates budget for 2016 and 2017 since the begin period is 2016 and the end period is 2017 for all the projects. Is there any way in GP to extend those periods en masse? Those fields are always dim and there are hundreds of projects.

  • Suggested answer
    Pam Peterson Profile Picture
    Pam Peterson on at
    RE: Project Accounting and periodic budget records

    Hi Richard,

    1) You are right that for Timesheets you cannot have negative actual quantity. If you are receiving that error, then it means that you don't actually have the "actual quantity" posted against that Project\Cost Category combination. Or at least Project doesn't think you do. You are going to want to take a look at the PA01301 for that Project\Cost Category and verify the PAPostedQty and PAUnpostedQty fields are correct.

    This KB should help you out as well.

    https://support.microsoft.com/en-US/help/2549380

    2) It sounds like you are missing PA01304 records. You are going to want to run Recreate Periodics. You can find that under MDGP > Tools > Utilities > Project > PA Recreate Periodic. I would do this for all customers. Then follow that with the PA Reconcile Periodic to make sure values are populated correctly after the records are created.

    Good luck!

    Pam Peterson

    Microsoft Dynamics GP Support

  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,058 Moderator on at
    RE: Project Accounting and periodic budget records

    Hi Richard,

    I've ran into the #1 problem many times.. and it was not just for Timesheet entries, but also for EE (Employee Expenses). I don't recall a way to fix this, as it is the way PA works :-( saddly. You'd  have to cheat the system by entering some fake records to make up for the QTY of hours that are entered negative. It's been a few years since I used PA now.

    I've never seen the issue #2 and it might require some digging to figure out from where this is coming.

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