General Journal to Project - Categories

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I'm currently doing some work on being able to accrue costs, as a reversing journal, into a project to enable period end reporting from projects which includes accruals and prepayments - as with standard accounting.

The issue I have is that when journaling the costs via general journal I am only able to select categories with 'expense' as the transaction type. This is grayed out and the filter cannot be edited. Ideally i'd like to be able to journal the cost to the same place as the actual cost will hit as this where the budget will be for P+L purposes. Items and Expenses need to be reported separate so accruals hitting the project as an 'expense' rather than an 'item' will not work as there are separate budgets.

Can anyone point me in the right direction on being able to change this drop down to include transaction type 'item' as well, or can this not be done?

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Ludwig Reinhard Microsoft Employee on at

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Hi Bruce Wilson,

That's a very brief summary that you provide.

Is it possible that you let us know some more details about the issue possibly supported by some screenprints and an idea how the voucher(s) should look like?

Many thanks,

Ludwig

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as you can see from the screenshot above only category type 'Expense' is available. Ideally i'd like 'item' to be available as well. This may well be to do with the way we have categories setup with Shared, Project and Expense categories. Project categories have 'active in journals' checked but you cannot select them in general journals.

See below 'expense' and 'item' category setup.

Regards,

Bruce

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Ludwig Reinhard Microsoft Employee on at

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Hello Bruce,

You can't select 'item' categories in a GL journal and I would not recommend that you adjust that because many related modifications might be required, such as the offset account that AX should use for consuming items.

Better use the item consumption journal available in the project module.

If you do not like to switch between the different modules, you can make use of favorites or add the item consumption journal menu item into the GL journal section.

Best regards,

Ludwig

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hi ludwig,

Thanks for confirming that this can't be done without significant changes.

The Item consumption doesn't really meet the requirements however. Essentially want the cost to hit the project on 27/02 and reverse out on 28/02, for example. This would allow period end reporting on time and material projects as each project is being run as an individual contract. In order to accruatley report at period end costs need to be manually accrued into the project for costs where invoices have not yet been received and sit outside of the purchase order system.

Hopefully this makes sense. I can make changes to our reports to combine items and expenses but it will require a few work arounds.

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Ludwig Reinhard Microsoft Employee on at

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Hi Bruce,

Do you actually need to post an item transaction if you directly want to reverse it a day later? If you are only interested in seeing the costs at the project level, wouldn't it be possible to create an expense category 'item accrual' that can be reversed by using the standard GL journal reversal feature?

Another alternative that comes to my mind is the use of item requirements. If you create one line with a positive quantity and a transaction date 27/02 and a second line with a negative quantity and a Transaction date 28/02, wouldn't that fix your issue?

Also, have you thought about making use of the committed cost parameters? They will show you the costs of unposted journals, PO's, etc. and allow you analyzing them until they are actually posted. I could imagine that this might help.

Best regards,

Ludwig

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DAX_ajsqd2 269 on at

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Has anyone been able to find a solution for this? We want to do something similar but instead of accruing for items we want to accrue for time. We would enter a line similar to how expenses are entered, but would be able to select a time category instead. The problem with Ludwig's suggestion is if we make a Time accrual option under an expense category it would overstate our expenses on the project.

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