Pricing/Costing in Project operations non stocked implementation

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Posted on by Community Member Microsoft Employee

Hi all,

I am struggling to get an amount on our project invoices that are being generated in CE project operations. I have setup price lists which are attached to the project. Against the project I get an actual cost for the time transaction and even estimated costs for the estimate. In the estimates tab against the project I can see a breakdown by cost and sales which have values in them.

The invoices are currently being generated from marking T&M backlog lines as ready to invoice and then creating an invoice against the project contract.

So my questions are:

1) How can I get an amount on the project invoice?

2) Where do the values in the estimates tab under "sales" come from?

Thanks in advance

Amar

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RE: Pricing/Costing in Project operations non stocked implementation

Hi MarkB45 and apa,

Thank you both for your replies and the level of detail you have gone into.

I have been through all of the steps as detailed in your replies. I seem to be getting some sort of progress.

1) I have made all previous price lists (demo data) inactive and created new 2 price lists. One is a sales price list and one is a cost price list.

2) I added the cost price list to the org entity as there wasn't one on there.

3) I created a new project contract, added contract lines and PCLDs.

4) In the first instance I only had role prices on the price list which was attached to the product price list field and project price lists. Adding a time PCLD with a role and category (of time) produced no sales price but did have a cost. The cost was picking up an inactive price list which wasnt in the project price list etc. It wasnt picking up my own cost price list that was active.

5) I tried to add a PCLD without the category and just a role. Same result as step 4

6) I added a category price to the price list

7) I added a PCLD again with role and category. It is now picking up the category price but is this correct? Should it not take role price if a role is populated? Same as step 4 with the costs.

Thanks again for your help. Any more suggestions?

Amar
apa 8,282 on at

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RE: Pricing/Costing in Project operations non stocked implementation

Really good tips from Mark! The most frequent config error in PSA/ProjOps Lite is about price lists. They can be tricky, especially when inter org sales and pricing dimension come to play. A few things that I personally do when something is off:

- Check that an org unit that I want to use has a cost price list. Make sure dates don't overlap if there are several.

- Check that a sales price list exists and that the currency it uses isn't also used on another sales price list with overlapping dates.

Diagnosing. Always in a TEST env as this is about configuration and settings.

- Create a new Order (Project Contract).

- Add T&M order line.

- Add Project Contract Line Details for the role(s) you want to use. If you get incorrect prices, the Project Price List on the Order is incorrect. Check that next.

- I always edit the subgrid that shows PCLDs so that I can use the Active Contract Line Details view. This will reveal both the Cost and Project Contract named Transaction Types and I get to see the cost and sales prices for a role.

- You can check that everything is correct by submitting a time entry. Don't approve it but instead look at the Journal Lines that were created. If prices are incorrect, you can recall the TE, delete it, fix the price issue and recreate the TE.
MarkB45 755 on at

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RE: Pricing/Costing in Project operations non stocked implementation

Hi Amar,

No worries, it can be tricky to track down issues when only communicating on chat.

From what you have detailed I think it would be worth just keeping things simple, so can you try the following:

Create a brand new price list of type "sales" and save.

Add a single role price for "Project Manager",

Select "Hour" for Unit

Add a Sales price e.g. £200

Currency with default from header record

Leave all other fields blank

Save the price list

Create a new Contract and add this price list to it only under "Product price list" field & "Project Price Lists" form.

Add a contract line for the Role being used and check Sales price pulls through on contract line. 40Hours @ £200 = £8000, this should become the value of the contract.

Create a new T&M project linked to the contract line.

Create a time entry(or post a journal again using unbilled sale as type and "time" as class) using the role against the newly created project submit & approve, cost price should default from the selected org. unit price list. Sales price should default from your newly created list.

If that all works out start adding more detailed pricing to the price list (i.e, add Legal entity, add resource unit etc., testing after each should tell you where it is falling down.)

KR

Mark
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RE: Pricing/Costing in Project operations non stocked implementation

Hi Mark,

Really appreciate you getting back to me so quickly.

When I check those particular transactions the cost transaction is linked to a price list but the unbilled sales have the price list blank as you said.

I have been through those steps and I am still struggling. I will explain findings in each step below:

1) I have multiple price lists of type (with context set to sales). I am just using the demo price lists at this stage.

2) The role prices have a price set against them. I am using the GBPM entity and the hour transactions are against the project manager role. I checked the categories tab and there wasnt an entry for "Time" category which I wasn't sure would make a difference or not as it should pick up from the role I assume? I added a Time category into the project price list with a price calculation to see if anything happened. No change with this either

3) This was the first promising sign of something that could be wrong. The price list for the roles in that entity were set to unit of "working day" where as the time entries were against "hour". So I changed one of the entries to have a unit of "hour". This actually made things worse. I was now not getting a value on the cost transaction which was really strange.

4) Wasn't quite sure what settings I should be looking for here. Certain place I should be looking? Checked the "organisational units" tab under settings but apart from adding a price list to the org unit, I couldnt see any other parameters that would effect the pricing.

5) Posted a journal with unbilled sales type as you suggested. When saving it wouldn't pick up a price list automatically. When I selected a price list manually and saved it then pulled through a price (although this price was different to what I had setup in the price list).

This is turning out to be longer than I thought haha.

Thanks

Amar
MarkB45 755 on at

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RE: Pricing/Costing in Project operations non stocked implementation

Hi Amar,

Ok well that's one hurdle cleared!!

So if the Unbilled sales line posting does not have values that would indicate the prices aren't being picked up when the transaction is entered.

There could be a number of reasons for this:

Check your sales price list is on the contract.

Check your sales price list on the contract to make sure the categories you are using have prices/price calculation against them.

Are the UOM's on the price list the same as you are transacting with?

For Role prices are there any Legal Entity/Org Unit settings?

Test the selection of prices from the list by posting a journal against the project with transaction type "Unbilled sales" and using your category. Once you save the record onto the journal line the sale price should default in. You can also manually add a sales price in this step and post - this should then pick up on an invoice.

Hope that helps

KR

Mark
Community Member Microsoft Employee on at

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RE: Pricing/Costing in Project operations non stocked implementation

Hi Mark,

In the latest project I hadnt posted the actuals in F&O so I went back in, posted them in F&O so get actual cost against project in F&O side, went back to CE and recreated the invoice but no change. Still zero value. The T&M backlog lines were all at zero value too. Another area I checked was the "Actuals" form in CE. For each time transaction I posted I got two lines. A "cost" line and an "unbilled sales" line. The cost lines all had values against them but every "unbilled sales" line for all projects had zero values against them.

Anything else that can be checked?

Thanks

Amar
MarkB45 755 on at

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RE: Pricing/Costing in Project operations non stocked implementation

Hi Amar,

The values on the estimate tab would be pulling in from the quantity values x the sales price you have assigned to the contract under "Project price lists"

From what you have described it looks like this is all ok as you have created a sales line in the T&M billing backlog that you can mark as "ready to invoice".

The other thing you could check is the whether the actuals have posted on the F&O system as the transactions won't pick up on an invoice unless they have been posted in F&O as well.

KR

Mark