Data architecture scenarios for integration, setup, and configuration
Project Operations resource/non-stocked deployment scenarios require a set of dual-write maps to be running in the environment. If there's a need to extend these maps, the team must be aware of their behavior, including the synchronization direction. For many mappings mentioned below, there's mandatory setup.
For more information, see Project Operations dual-write map versions.
Project contracts, contract lines, and projects
Project contracts, contract lines, and projects are examples of data that is created in Dataverse and synchronized over to finance and operations apps via dual-write. The records for these entities can only be created and deleted in Dataverse. However, the accounting attributes like sales tax group defaults and other financial dimensions can be added to those records in the finance and operations apps. Things like sales activity leads, opportunities, and quotes are tracked in Dataverse. However, they are not synchronized to finance and operations apps because there's no downstream accounting associated with those activities.
For more information about contracts, contract lines, and projects, see the Project contracts, contract lines, and projects section of Project Operations setup and configuration data integration. By using the Projects entity, you can synchronize and review projects in finance and operations apps, update accounting attributes, and review operations project attributes like estimated start and end dates.
Billing milestones
If you use the fixed price billing method for your contract lines, they are invoiced through billing milestones. Billing milestones are synchronized to project on-account transactions in finance and operations apps by using the Project Operations integration contract lines milestones table map. You can review the on-account transactions and adjust the accounting attributes for those transactions.
For more information about billing milestones, see the Billing milestones section of Project Operations setup and configuration data integration.
Project tasks and resources
Tasks for a project are synchronized for reference purposes only; creating updating and deleting operations are only supported in Dataverse. However, coupled with synchronizing Project resources it becomes more essential information. The Project resource roles for all companies table map can be used to synchronize noncompany specific resource roles from Dataverse into specific roles per company records in Finance and Operation apps automatically for all legal entities in the Dual-write integration scope. While the records are still maintained in Dataverse, the insights from the synchronization are useful.
For more information about project tasks and resources, see the Project tasks section of Project Operations setup and configuration data integration.
Transaction categories
Transaction categories correspond to a transaction type in finance and operations apps. Transaction categories can be maintained in Dataverse, and synchronized to finance and operations apps. Using transaction categories requires the project accountant or system administrator to create project categories in every legal entity used in the integration.
For more information about transaction categories, see the Transaction categories section in Project Operations setup and configuration data integration.
Project estimates
While project labor, expense, and material estimates are created and maintained in the Dataverse, synchronizing these over to finance and operations apps can be beneficial for accounting purposes. To create these estimates, it requires a valid accounting configuration for the project. If a project is associated with contract lines, they must also have a valid cost and revenue profile defined in the Project cost and revenue profile rules.
Labor estimates
When labor estimates are created by the project Manager or resource manager, a default or generic resource is added to the project task. The resource assignment records can be reviewed in Dataverse, and can also create hour forecast records in finance and operations apps by using the Project Operations integration entity for hour estimates table map. This is a bi-directional integration.
For more information, see the Labor estimates section in Project estimates and actuals integration.
Material estimates
When created by the Project manager in Dataverse, material estimate records are synchronized to item forecast records in finance and operations apps. It uses business logic to create and update item forecast records. This is a tightly coupled integration between Dataverse and finance and operations apps.
For more information, see the Material estimates section in Project estimates and actuals integration.
Project actuals
The Project operations integrations actuals table map synchronizes all records from the Actuals entity in Dataverse. Typically, the synchronization happens when the attribute Skip sync is set to False. However, in some cases, like intercompany transactions and negative unbilled sales records, the Skip sync attribute is set to True. The records are used for downstream accounting. The table map synchronizes the actuals records to a staging table, and is processed by using periodic processes when creating Project Operations journal lines and project invoice proposal lines.
Dataverse also captures the links between project actual transactions. Posting a Project Operations integration journal and project invoice proposal starts an update in the respective records in the staging table, and captures records for actual transactions with several attributes.
For more information, see the Project actuals section in Project estimates and actuals integration.
Project invoice
The dual-write integration for customer invoices can be used to manage the project billing backlog and create a proforma invoice to the customer in Dataverse. The Accounts receivable clerk, or Project accountant, can create a customer-facing invoice where the integration will ensure that the details are synchronized to the finance and operations apps. After the manager confirms the proforma invoice in Dataverse, the invoice header information will synchronize using the Project invoice proposal mapping.
The invoice confirmation will start business logic to create billing-related records in the Actuals entity and they are synchronized using the table map called Project Operations integration actuals. Project invoice proposal lines are created by a periodic process, Import form staging, that is based on the actual sales details in the Actuals staging table.
For more information, see Project invoice integration.
Expense management
Expense management integrations with the full expense deployment using dual-write has several different pieces that work together.
First, you want to create expense categories that are maintained in finance and operations apps, to synchronize to Dataverse. The result is four shared category records.
Using the shared categories, you then want to create a specific one inside of finance and operations that will use the table map Project Operations integration project expense categories export entity to synchronize the records to Dataverse. In finance and operations apps, these categories are company- or legal entity–specific. In Dataverse, they are separate, corresponding legal entity-specific records. When a project manager estimates expenses, they cannot select expense categories that were created for a project that is owned by a different company than the one that owns the project on which they are working.
Expense reports can also be created. After the expense report is approved by the project manager, it is posted to the general ledger. In project Operations, the project-related expense report lines are posted using special rules. These include things like not immediately posting to a project cost account in general ledger, but instead posting to an expense integration account.
Expense related actuals are processed using the dual-write table map called Project Operations integration actuals.
For more information, see Expense management integration.
Vendor invoice
By using a pending vendor invoice document, project-related procurement can be recorded. These project-related invoices are posted using specific rules like those of expense management. They are not immediately posted to the project cost account in the general ledger, but instead the cost is posted to the Procurement integration account. The Procurement integration account is configured in the Project management and accounting module, under Setup.
Dual-write also synchronizes the vendor invoice details using two table maps:
- Project operations integration project vendor invoice export entity
- Project Operations integration project vendor invoice line export entity
It is important to note that the vendor invoice details in Dataverse are not editable.
When records are written to a Vendor invoice entity in Dataverse, an automated approval process of the records starts. The status of this process can also be reviewed in Dataverse. The periodic process, Import from staging, creates vendor invoice related Project Operations integration journal lines and the offset account defaults to the procurement integration account. When the journal is posted, the balance is cleared for the vendor invoice transaction and the line amount is moved to the project cost account. Subledger transactions are also created for downstream invoicing and revenue recognition purposes.
For more information, see Vendor invoice integration.
For more information about the scenarios supported via integration, see Project Operations dual-write integration overview.