Project expense budget lines

Applies To: Project Operations for resource/non-stocked based scenarios, Lite deployment - deal to proforma invoicing.

This article explains how to create budget lines for the Expense transaction class.

Note

The steps that are outlined in this article apply to both cost budget lines and sales budget lines. The Context field of the budget line determines whether you're working with a cost budget line or a sales budget line.

A project budget has budget lines that are a snapshot of the budgeted quantity and amount. Project budget lines can be created under three transaction classes:

• A Time budget line tracks the recorded and approved time of bookable resources against the project.
• A Material budget line tracks the consumed materials that are approved against the project.
• An Expense budget line tracks the approved expenses against the project.

Note

Budget dimensions should be unique across all budget lines. You can't create multiple budget lines that have the same dimensions.

Create an Expense budget line

Prerequisite: A project budget must be created for the project. For more information, see Create and delete project cost budgets or Create and delete project sales budgets.

To create a project budget line for the Expense transaction class, follow these steps.

1. Sign in to Microsoft Dynamics 365 Project Operations.
2. In the left navigation, change the area to Projects.
3. Select the project to create the Expense budget line for. Because a project budget was previously created, the Budget tab should be visible.
4. Select New Project Budget Line to create a budget line. A quick create dialog box appears. By default, the Transaction class field is set to Time.
5. Update all the fields in the dialog box according to the table that follows.
6. When you've finished, select Save & Create New to create another budget line, or select Save & Close to save the details and close the quick create dialog box.
7. You can edit budget line fields in the grid on the Budget tab. Changes are saved when you select the Tab key to move to the next line in the grid. Edits can be made only until the budget is submitted for approval.

The following table explains how to set the fields in the quick create dialog box to create an Expense budget line.

Field	Requirement	Description
Context	Mandatory	Select the type of budget line that you want to create: Cost or Sales.
Transaction Class	Mandatory	Select Expense.
Description	Optional	Enter a description of the budget line. For example, enter Expense budget for flights or Expense budget for meals.
Start Date	Mandatory	Specify the start date for the budget line. The specified date must be between the start date and end date of the project. By default, this field is set to the start date of the project. Together, this field and the End Date field define the period when the actuals of the projects are tracked against the budget line.
End Date	Mandatory	Specify the end date for the budget line. The specified date must be between the start date and end date of the project. By default, this field is set to the end date of the project. Together, this field and the Start Date field define the period when the actuals of the projects are tracked against the budget line.
Task	Optional	If you want to track the budget against a specific task of the project, select the task. To track the budget against all tasks of the project, leave this field blank.
Cost Source	Optional	Select Internal to track the costs where the cost source is internal. Select External to track the costs from a vendor or subcontractor. To track the costs from any cost source, leave this field blank. By default, this field is blank.
Vendor Name	Optional	If you selected External in the Cost Source field, select the vendor or subcontractor to track the costs from. To track the costs from any vendor or subcontractor, leave this field blank. By default, this field is blank.
Quantity	Optional	Specify the quantity to budget for the selected dimensions for time, materials, and expenses. The actual quantity is tracked against the budgeted quantity only if the budget line has a quantity. If the quantity is left blank, only the amount is tracked against the dimensions of the budget line. By default, this field is blank.
Unit Group	Optional	By default, if a transaction category is selected in the Transaction category field, this field is set to the unit group of that transaction category. If the Transaction category field is left blank, you can select a unit group in this field.
Unit	Optional	By default, if a transaction category is selected in the Transaction category field, this field is set to the unit of that transaction category. If the Transaction category field is left blank, you can select a unit in the list of units for the selected unit group. If the unit that you select isn't in the list of units for the selected unit group, the Unit group field is cleared, so that the correct unit group for the selected unit can be selected.
Unit Price	Optional	The unit price is the price of single-unit quantities of time, materials, or expenses. To have the unit price from the price list calculated based on the selected dimensions, if it's available in the system, select Save & Close. You can override and update the default unit price if you want to track against a specific unit price.
Currency	Mandatory	To get the currency from the price list, based on the selected dimensions, select Save & Close. You can update the value to any other currency that you want to budget for. In this case, the currency conversion applies when the system tracks whether the actual currency differs from the budgeted currency for the selected dimensions. By default, this field is set to the organization currency.
Amount	Mandatory	If you set the Quantity field, the amount is calculated as Quantity × Unit price. If you didn't set the Quantity field, enter the amount to budget against the selected dimensions of the budget line. The value must be a positive nonzero number.
Contingency	Optional	Enter the contingency amount to add to the budgeted amount. The budget for the selected dimensions is calculated as Amount + Contingency. This field isn't applicable if the Context field is set to Sales.
Budget	Mandatory	The budget for the budget line for the selected dimensions. This field is automatically set based on the dimensions. The value is calculated as Amount + Contingency.