Hello GP users - I hope you are staying safe and healthy! 

I want to take this time and talk about a subject near and dear to my heart, Project Accounting!  Have you ever been in the situation where you needed to make changes to a Purchase Order that originated from a Requisition, but you are unable to do so, because it had Project Accounting data associated with it?  Yep, me too.  In this post, I will explain why this happens, and offer a way to get around this issue when it does occur.

After a Purchasing Requisition has been approved and ‘purchased’ the following occurs:

  1. Microsoft Dynamics GP creates a link that is stored in the SOP60100 table. This record links the requisition to the newly created purchase order. 
  2. Microsoft Dynamics GP also updates Project Accounting for the ‘committed amount’ so Project Accounting knows what amount will be associated with that specific purchase order. 
  3. Because Microsoft Dynamics GP expects these amounts to match between Project Accounting and Purchase Order Processing, if a user attempts to change values on a Purchase Order (that originated as a Requisition), the following error will occur:

As you see, this really isn’t a good situation to be in when you need to make changes to the purchase order.  You are not allowed to cancel or close the PO, so there really is nothing that can be done in the front end of Microsoft Dynamics GP to alleviate this data condition.

So how can users get around this error?

Ultimately, this error occurs because the QTYCMTBASE (Quantity Committed in Base) field has a value other than ‘0’ in the POP10110 table.  When the QTYCMTBASE field is ‘0’, Microsoft Dynamics GP will allow users to make changes to purchase order that originated as a requisition. (even when using Project Accounting). At this time, if you update the POP10110 table to have a value of ‘0’ for the QTYCMTBASE field, you will be able to make the changes you need to the Purchase Order in question. 

The great news is regardless of changes made to the QTYCMTBASE field on the backend, the cost and quantity will still be accurate in Project Accounting, as those fields are stored in different tables. While a backend solution may not be ideal, I want users to be aware that there is a way to allow modifications on purchase orders that originate as a Requisition when Project Accounting is coming into play.

If this is a feature you would like to see changed, please head out to the link below, and vote for a permanent change so Project Accounting users are able to make those changes to purchases orders originating from a requisition.  Here is that link:

https://experience.dynamics.com/ideas/idea/?ideaid=ddd61c54-b746-ea11-b698-0003ff68d51b

That is all for now and wish you a most enjoyable rest of your day!

Sincere Wishes,

Deseree Krumm

Sr Support Engineer-GP