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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Changing the Project G...
Microsoft Dynamics AX (Archived)

Changing the Project Group (project type) - Project Contract is NOT connected

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Posted on by SYNAPIS IT 1,257

Dear All,

In AX 2012 R2 CU 7 I created a project type Internal. I posted some 'Hour' and 'Expense' transactions. Then I used standard functionality 'Change Project Group'. I chose the group related to project type 'Time & Material'. I inserted Project Contract and started action. Finally I've got the following results:

1. Project type was changed;

2. Project Group was changed;

3. Posted transactions were related to the project still;

4. I couldn't create Invoice Proposal based on existing transactions.

After short investigation - I concluded that relation to Funding Sources is broken in some project transaction tables. Is it bug of such version  - or - is it standard behavior of AX ? (I checked the same results on AX 2012 R3 :( ). 

Looking forward for any experiences/suggestions...

Witold Adamiak

*This post is locked for comments

I have the same question (0)
  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Witold Adamiak,

    The reason, why you can't invoice the transaction is because the transaction recorded on your internal project has a nonchargable invoice status, which can't be manually changed or modified.

    Why did you switch the project group?

    I would not consider this to be a best practice process and believe that it is much better to set up a new T&M project to which you transfer the recorded transactions from the internal Project by making use of the adjustment functionality.

    Then everything should work as expected.

    This are just some clicks more but I would consider this the better and safter procedure.

    Best regards,

    Ludwig

  • David Massey Profile Picture
    David Massey on at

    To follow up on Ludwig's comments.  an internal project is not considered to have any revenue streams (Funding sources) as they are tied to the contract.  Transaction are stamped with this information at the time the are processed as a contract can contain multiple revenue steams and complex rules as to who is providing payment for the work. This looks to be a gap in the change group functionality, but a better process would have been to adjust the transaction from the internal project to a new project of Time and material as suggested.

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Witold Adamiak,

    Just wondering whether something is still open / unclear here that needs further clarification.

    Would be great if you could keep us updated here.

    Many thanks,

    Ludwig

  • SYNAPIS IT Profile Picture
    SYNAPIS IT 1,257 on at

    Hi Ludwig Reinhard,

    thanks for you answers.

    In fact I should explain more 'business requirement'. Currently company starts project and doesn't know if and (if yes) who shall be invoiced. Therefore company needs a solution allowing registration of hours and expenses (as for today) and - after some time (it could be even months) - decide to whom invoice the project. As long as customer is unknown - company wants to avoid invoicing 'by mistake' - therefore expects to have functionality of invoicing blocked. Additionally company created the rule of numbering projects and doesn't like to have two projects created in AX for the same business project (what excludes an idea of two projects and adjustment of transactions transferring them between projects).

    Based on assumptions above - I tried the following procedure ( as I found only one way to change project type - by changing Project Group):

    1. Start project as 'Internal' - keeping cost of hours and expenses and not allowing invoicing;

    2. When customer is known - change (somehow) type of project to 'Time & Material' - keeping the same project ID;

    3. Assign Project Contract including known customer(s);

    4. Invoicing converted project to customer(s) from Project Contract.

    As I wrote - I posted transactions for 'Internal' project with property ALLOWING INVOICING. 'Nonchargeable' status for transaction is defined - because RecId of Funding Source from Project Contract (defined when Project Group was changed) is NOT stored on all tables storing project transactions but only of few of them :(. Therefore I think that it could be a bug (not propagating RecID of Funding Sources to all related transaction tables).

    I don't have to use 'my' procedure - any advise how to fulfill company requirements is kindly appreciated :)

    With regards

    Witold

  • SYNAPIS IT Profile Picture
    SYNAPIS IT 1,257 on at

    Than you David - but as I explained in this conversation - company strongly prefers to use ONE project in AX for ONE business project :( This assumption excludes and idea of two projects and adjustment of transactions :(

    Witold

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Witold,

    What about making use of summary projects/subprojects?

    As long as you dont know whether a customer can be invoiced, all transactions are recorded on a "neutral" project with the type internal or better of a nonchargeable T&M project.

    At the time you know the customer you create a new T&m subproject and start invoicing the customer for the transactions that you moved to the subproject via the adjustment function.

    Wouldn't that be an option as the project number does not change in this case. You just get a suffix behind.

    Best regards,

    Ludwig

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Witold Adamiak,

    Did you have some time to think about / test the subproject option?

    Won't that work in your case?

    I could imagine that a structure

    - Main Project (type T&M & non-billable line property with internal/dummy funding source)

    - Subproject (type T&M & billable line property with customer as funding source)

    works if you initially record all transactions on the main project and once the decision is made what to invoice, an adjustment from the main to the subproject is made.

    Would be great if you could keep us updated here.

    Many thanks,

    Ludwig

  • SYNAPIS IT Profile Picture
    SYNAPIS IT 1,257 on at

    Hi Ludwig,

    thank you for next proposals, suggesting how to solve requests in my company. Unfortunately - by project in company - a hierarchies of sub-projects consisting of 2-3 levels and approx 50 sub-projects are meant and used. Transactions are posted in relation to given sub-project - so it is really impossible to create a 'mirror' to existing hierarchy and finally make some kind of adjustments.

    Therefore I have tried to recognize functionality changing type of project (by changing project group) from 'Internal' to 'Time & Material'. I assumed - if I have to define Project Contract (when I change Project Group) - AX will consequently assign all existing transactions to funding sources. This gives us easy, fast and safe (in my mind :) ) solution allowing invoicing at any time starting from type of project 'Internal'. Unfortunately - it doesn't work :(

    Thanks for your efforts

    Witold

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi Witold,

    Why can't you use the project type T&M instead of the internal one right from the beginning. Then you do not have to switch anything except the funding source associated with your project contract. (Assuming that you start with an internal source, such as a business unit or dummy customer and switch it then with your external customer).

    The advantage of doing this would be that you are then making use of the standard solution and do not have to modify or adjust something.

    Maybe this is something you can deeper look into and do some Tests.

    Best regards,

    Ludwig

  • SYNAPIS IT Profile Picture
    SYNAPIS IT 1,257 on at

    Hi Ludwig,

    in fact company is using projects as you described above - but they would like to SECURE that any invoice (even for dummy customer) is not issued.

    Regards

    Witold

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