Manage Project Supplies

You should manage project supplies of items, services, and expenses as an integral and critical aspect of all projects. You can use inventory quantities or make project-specific purchases through purchase orders or purchase invoices. For example, a service project on a computer requires a new disk. You create a purchase invoice to buy a new disk and record the project that uses it.

If the purchase process doesn't require you to record the physical transaction separately, you can process a purchase on the Project G/L Journal page. For more information, see To post a project-related expense.

To purchase items or services for a project

The following procedure shows how to use a purchase invoice to purchase products for a project. The same steps apply when using a purchase order.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Purchase Invoices, and then choose the related link.

  2. Choose the New action and fill in the fields as necessary. For more information, see Record Purchases.

  3. In the Project No. and Project Task No. fields, select the information of the project that you want to purchase items or services for. Use the personalisation tools if a field isn't visible. For more information, see Personalise Your Workspace.

    The value that you select in the Project Line Type field defines whether a planning line is created when you post the usage of the item. If the field contains Billable, then project planning lines that are ready to be invoiced to the customer are created. For more information, see Invoice Projects.

  4. Choose the Post action.

To view the value of purchases for a project

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Projects, and then choose the related link.

  2. Open a relevant project card.

    On the Tasks FastTab, the Outstanding Orders field shows the total outstanding amount, in local currency, of inventory items and services on purchase documents for the project task line.

    The Amt. Rec. Not Invoiced field shows the value of items delivered on purchase documents, but not yet invoiced.

  3. Choose either of the fields to open the Purchase Lines page where you can review information about the related purchase document lines, including which items or services are received.

To post a project-related expense

If you incur extraordinary or one-time project expenses, you can use the Project G/L Journal page to post them directly to the relevant project account.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Project G/L Journals, and then choose the related link.
  2. Create a new line and enter information about the expense, including information in the Project No. and Project Task No fields.
  3. When the journal is complete, choose the Post action.

See also

Project Management
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