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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / When should I select S...
Small and medium business | Business Central, N...
Answered

When should I select Seles Invoice or Project Journal? What is the difference?

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Posted on by CU08052056-0 1,177
Hi, experts!
 
We can use Saies Invoices or Project journal when posting Project Planning Lines. What is the difference between them?

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Dynamics 365 Business Central
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  • CN-24021152-0 Profile Picture
    CN-24021152-0 79 on at
    When should I select Seles Invoice or Project Journal? What is the difference?
    Hello,
     
    The main difference between Sales Invoice and Project Journals is that a Project Journal it generates a post to project ledger, the resource ledger and the item ledger, depending what you enter at Project Journals Lines, while generating a Sales Invoice you are affecting other Ledgers entries besides the Project.

    In resume,  you can use Project Journals to affect Project entries, such as Project consumptions, sometimes it may happen that we do not want to mention at Sales Invoice all the Resources that are involved in the Project, however we want to have a real view of Project profit, so we can use Project Journals too post all Project consumptions regarding the Resources, Items  allocated to that specific Project and when creating a Sales Invoice just mentioning a single Line of Project Services (not mentioning all the Resources, Items, involved on it).
     
    Hope this explanation can help you.
     
    Have a nice day.

    Best Regards,
    Carmen Nunes
     
  • Verified answer
    Mansi Soni Profile Picture
    Mansi Soni 8,885 Super User 2025 Season 2 on at
    When should I select Seles Invoice or Project Journal? What is the difference?
    Hello,

    In Business Central, project planning lines can be posted either through Sales Invoices or the Project Journal, depending on the intended outcome:

    Sales Invoice: You can use Sales Invoice when the project planning lines represent billable work that needs to be invoiced to the customer. Posting via a sales invoice generates customer receivables, records revenue, and updates both project usage and billing. It is commonly used in time and material projects or when billing is milestone-based.

    Project Journal: This option is used to record internal usage or costs associated with the project without generating a customer invoice. Posting through the project journal updates the project ledger entries with actual costs and resource usage, making it suitable for internal tracking or fixed-price projects where invoicing is handled separately.

    In summary, use Sales Invoices for billing customers and Project Journals for recording internal project costs and usage without immediate invoicing.

    Hope this will help you!

    Regards,
    Mansi Soni
     
  • Suggested answer
    YUN ZHU Profile Picture
    YUN ZHU 92,831 Super User 2025 Season 2 on at
    When should I select Seles Invoice or Project Journal? What is the difference?
    This question is similar to what is the difference between using Item Journal and Sales Invoice for item shipment.
    Simply put, when you post something, after clicking Preview, you can see the difference in the data after posting.
     
     
    Thanks
    ZHU
  • Suggested answer
    RockwithNav Profile Picture
    RockwithNav 8,370 Super User 2025 Season 2 on at
    When should I select Seles Invoice or Project Journal? What is the difference?
    Ideally, you create a Sales Invoice whenever you need to bill the customer. The recommended approach is to post entries in the Project Journal to consume all raw materials required for the project. Then, at the end of the project—or at a specified milestone—you trigger a Sales Invoice to bill the customer for the budgeted costs incurred up to that point.
  • Suggested answer
    Ramesh Kumar Profile Picture
    Ramesh Kumar 7,511 Super User 2025 Season 2 on at
    When should I select Seles Invoice or Project Journal? What is the difference?
    I hope below can help you
     
    Feature Sales Invoice Project Journal
    Primary Use Billing customers Recording internal project costs
    Impacts G/L Yes (Revenue, A/R) Optional (depends on journal type)
    Creates Invoice Yes No
    Updates Project Yes (Sales entries) Yes (Usage entries)
    Typical Timing After task/milestone completion During project execution
     
     
    Thanks
    Ramesh
     
    If this was helpful, please check the "Does this answer your question?" box and mark it as verified.

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