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PO in project accounting with failed budget check results

Posted on by 520

Hi,

I created a PO in project accounting with failed budget check results but I was able to receive and post invoices for the PO.

Is it really the behavior of the system that even if the budget check results is failed, you can proceed in invoicing the PO?

My setup under Budget and forecast fast tab in project is to disallow overruns as per screenshot below.

Are there another setup in order not to proceed in PO invoicing if failed budget check results?

I'm using AX2012 R3 with kernel and application version 6.3.5000.138.

I'm not using budget control in GL.

Thanks.

pastedimage1598858151785v1.png

  • Verified answer
    marypeace Profile Picture
    marypeace 520 on at
    RE: PO in project accounting with failed budget check results

    Thanks for your reply.

    We are not using budget control in GL, only Project budget.

    I was able to receive and post PO without project budget that has budget check failed.

    Anyway, I worked with our developer and did a code fix since I cannot find from the list of Microsoft hotfix.

    Thanks.

  • Oana Mazilu Profile Picture
    Oana Mazilu on at
    RE: PO in project accounting with failed budget check results

    Hi marypeace,

    I have been checking in a D365 version and the field Budget check results from a PO line is not linked to Project budget, but to Budget control configuration of the company.

    Below you can find the explanation of that field:

    "The result of the budget check.

    A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed, but there were warnings. A green check mark indicates that the budget check passed. This field is blank if budget checks are not performed. The budget checking function is available if budget control is turned on, and if Purchase orders and Enable budget control for line item on entry are selected in the Select source documents area of the Budget control configuration page. The results of a budget check are affected by the following factors: budget control settings for projects, over-budget permissions, and other parameters and settings for budget control."

    When I tried to confirm a PO with a line which is having as value more than our Project budget, I received an error "The entry for category PM, activity W00003563 on project 00000136 cannot be submitted because it would cause the cost budget to be exceeded by 8,400.00." but the Budget check result field remained blank.

    pastedimage1599129324427v1.png

    Please check once more if the Budget control is turned off or not in your company and test again.

    Thank you,

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: PO in project accounting with failed budget check results

    OK.

    What AX version do you operate?

    And what other settings do you have in place?

    I basically see what you shared in your second screenprint. 

    Are you running a plain vanilla system or one with adjustments and has the budget module budget control feature possible been active for a while and later on disabled?

  • marypeace Profile Picture
    marypeace 520 on at
    RE: PO in project accounting with failed budget check results

    Hi Ludwig,

    The budget control in project accounting in my case is enabled.

    I'm not using budget control in GL.

    I was able to receive and invoice the PO even without marking in budget check results.

    Thanks.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: PO in project accounting with failed budget check results

    Hello marypeace, 

    I double checked things in a AX2012R3 CU10 machine where I setup and approved a project budget of $5000. 

    Thereafter, I created a PO with a total amount that exceeds the $5000 and I directly got an error message saying ... the entry for category projitem on project 123 cannot be posted / approved because it would cause the cost budget to be exceeded by ...

    This error message is populated at the time I hit the confirm button. 

    I don't see the budget control symbols because I have not enabled budget control. 

    This seems to be the case in your environment. 

    Can you double check your project budget and ledger budget configurations that have been made?

    In my relatively old environment things look ok.

    Best regards, 

    Ludwig

  • marypeace Profile Picture
    marypeace 520 on at
    RE: PO in project accounting with failed budget check results

    Thanks Ludwig,

    How about my other issue wherein the system will not give a green or red mark in budget check results in PO.

    if there is no green or red mark, PO can be received and invoiced.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: PO in project accounting with failed budget check results

    Hi marypeace,

    So, actually you got an error but AX did not stop you from processing the PO further.

    This seems to be a bug.

    I directly checked LCS for such a bug and was hoping to find a hotfix but I have not been able to find one.

    Can you please double check that I did not overlook something

    fix.lcs.dynamics.com/.../Results

    If you cannot find something as well, I would recommend that you either talk with a developer who can help you debugging and fixing this issue and/or that you contact the MS support to report this.

    Many thanks.

    Best regards,

    Ludwig

  • marypeace Profile Picture
    marypeace 520 on at
    RE: PO in project accounting with failed budget check results

    Hi Ludwig,

    Pls find attached screenshot .

    There is no project budget but I was able to received the PO.

    pastedimage1598889833538v1.png

    pastedimage1598889852401v2.png

  • marypeace Profile Picture
    marypeace 520 on at
    RE: PO in project accounting with failed budget check results

    Hi Ludwig,

    If I purchase something that does not exceed the budget , it should have green check mark in the budget check results in PO, right?

    In my example, there is no project budget and therefore it has a red mark in budget check result but I can still receive and invoice the PO.  Is this the standard behavior of the system whether it has a green or red mark in budget check results, you can proceed in processing the PO?  What is the purpose of budget overrun default?

    Thanks.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: PO in project accounting with failed budget check results

    Hello marypeace,

    In your first screenprint you specified 'total budget' as the budget control interval.

    If you purchase something that does not exceed the total budget specified then there should be no warning/stop or error.

    Best regards,

    Ludwig

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