Projects (form)
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Click Project management and accounting > Common > Projects > All projects. Select a project, and then, on the Action Pane, on the Project tab, in the Maintain group, click Edit. Alternatively, in the All projects list, double-click a project line.
Use this form to create and maintain base data for projects. This form includes information about the project number, name, project contract, group, project status, resource scheduling, and other base data. In the Projects form, you can perform the following tasks:
Review project transactions and invoice information.
Set up projects for posting.
Set up project sales prices and cost prices.
Set up and review project forecasting.
Enable project budgeting and forecasting, define budgeting settings, and compare actual project data to forecasts.
In Microsoft Dynamics AX 2012 R2: Set up requirements for skills and attributes for a project, and identify and schedule skilled workers on a project.
Create an invoice to request an advance payment from a customer.
Manage amounts that are retained by a customer.
Specify retention terms for customer payments for a project.
Specify retention terms for vendor payments for a project.
Tasks that use this form
Attach a project to an estimate
Assign a price group to a project, project contract, or customer
Create a sales order for a project
Credit invoiced amounts in projects
Create a project beginning balance
Create and submit an original project budget
Create service subscriptions from a project
Create or link to a collaboration workspace (Project)
Delink from or delete a collaboration workspace (Project)
Enable a project for synchronization with Microsoft Project Server
Automatically generate project IDs
View customer invoices for projects
Key tasks: Create a schedule based on a project in Microsoft Dynamics AX 2012
Navigating the form
The following tables provide descriptions for the controls in this form.
Tabs (Action Pane)
Tab |
Description |
---|---|
Project |
Create, edit, or delete a project. You can also enter beginning balances for the selected project, and create project groups and subprojects. |
Plan |
Create project budgets, and enter hour, item, expense, fee, and on-account forecast transactions. |
Manage |
Create and view project transactions, and enter invoice proposals. |
Control |
View project analytical information, including project balance reports and project statements. |
Tabs (FastTabs)
Tab |
Description |
---|---|
General |
View and configure details about an individual project, such as customer details, the workers who are responsible for sales and project management, and dates. |
Setup |
Select the parameters to use to set up the selected project. |
Project hierarchy |
View information about the parent project or subprojects for the selected project. |
Revenue recognition |
Select options for an estimate project ID, cost template, and period code to define how revenue is recognized in a Fixed-price or Investment project. |
Scheduling and resource assignment |
View the following information about the scheduling requirements for the project:
Note This control is available only in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Project team and scheduling |
View and update information about the scheduling requirements for the project, such as the scheduling status, project start and end dates, and scheduling calendar that is used for the project. In addition, you can perform the following scheduling tasks for the project:
Note This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Budget and forecast |
Select budgeting and forecasting options for the selected project. |
Address |
View or edit delivery name and address information for the project. You can also view the address location on an online map. |
Integration |
Integrate the selected project with Microsoft Project Server. Write project data from Microsoft Dynamics AX to Project Server. Write project data from Project Server to Microsoft Dynamics AX. Note This FastTab is available only after integration has been set up between Project Server and Microsoft Dynamics AX. |
Financial dimensions |
View information about financial dimensions, such as the default dimensions and where the dimensions are used in account structures and advanced rule structures. |
Vendor agreements |
View information about the terms of the vendor agreements that are specified for the project contract. |
Payment retention terms |
View information about the funding sources for the project contract, and enter information about the retention terms by funding source for the project. Note This FastTab is available only if the funding source is a customer. |
Report sorting |
Select or modify criteria, such as project balances or project statements, that define how information is displayed or filtered on project reports. |
Collaboration workspace |
Enter or edit internal or external website locations where users can collaborate on the project. |
Buttons (Action Pane)
You can access Action Pane buttons either by selecting a project in the All projects list or by opening the Projects form.
Button |
Description |
---|---|
Edit |
Activate the fields in the form so you can make changes to the selected project. |
Project stage |
Change the stage of the project. |
Delete |
Delete the project. |
Project |
Create a new project. |
Subproject |
Create a subproject for the selected project. |
Copy project |
Create a new project by copying a project template. |
Project group |
Change the project group that a project belongs to. |
Beginning balances |
Enter beginning balances for the selected project. |
Collaboration workspace |
Create an online workspace, or link to an existing online workspace, where team members can collaborate on documents, lists, and discussions that are related to a project. |
Line properties |
Define the projects, project groups, categories, or category groups that a line property applies to. You can select different line properties for a transaction in the entry form. |
Ledger posting |
Specify the ledger accounts to which project transactions should be posted. |
Letter of guarantee |
Open the Letter of guarantee form, where you can create a letter of guarantee request for a new project. Note The Letter of guarantee option is available only if the Enable letter of guarantee check box is selected in the General ledger parameters form, and if the bank document type is Letter of guarantee. |
Hour |
Create, maintain, validate, post, print, approve, or reject project hour journals. |
Expense |
Create, maintain, validate, post, print, approve, or reject project expense journals. |
Item |
Create, maintain, validate, post, print, approve, or reject project item journals. |
Fee |
Create, maintain, validate, post, print, approve, or reject project fee journals. |
Export to Microsoft Excel |
Export information from the form into Microsoft Excel. |
Attachments |
Open or view the documents that are attached to the current record. |
Work breakdown structure |
View or modify activities for the selected project in a hierarchy. |
Open in Microsoft Project This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Open the project in Microsoft Project, where you can manage the work breakdown structure and worker assignments for a project in more detail. |
Hours |
Define the cost price for project hour transactions. |
Expenses |
Define the cost price for project expense transactions. |
Intercompany hours |
Define the cost price for intercompany timesheet hours. |
Hours |
Define the sales price for project hour transactions. |
Expenses |
Define the sales price for project expense transactions. |
Fees |
Define the sales price for project fee transactions. |
Subscriptions |
Define the sales price for project subscription transactions. |
Transfer forecasts |
Copy lines from a project quotation that is associated with the selected project to a target forecast model. |
Transfer item requirements |
Copy lines from a confirmed project quotation that is associated with the selected project to an item requirement. |
Hour forecasts |
Enter, edit, or view the expected number of hours that will be spent on a project. |
Expense forecasts |
Enter, edit, or view the expected expenses that will be spent on a project. |
Item forecasts |
Enter, edit, or view expected item transactions for the selected project. |
Fee forecasts |
Enter, edit, or view future fees that the company expects to invoice to customers. |
On-account forecasts |
Enter, edit, or view on-account transactions that are expected for the selected project. |
Copy forecasts |
Copy a project forecast model to another model, or copy specific transaction types from one model to another. |
Copy forecasts to ledger |
Transfer a project forecast model or specific transaction types from a project forecast model to a General ledger budget model. |
Delete forecasts |
Delete a project forecast model, or delete specific transaction types from a project forecast model. |
Project budget |
Enter, review, or revise a budget for the selected project. |
Carry forward |
At the end of the year, carry forward any remaining project budget amounts to future years, and optionally transfer those amounts to the associated General ledger accounts. |
Assign workers |
Select workers who can enter transactions for the selected project. Validation is controlled by settings in the Project management and accounting parameters form. |
Assign categories |
Define categories that can be entered on project transactions. Validation is controlled by settings in the Project management and accounting parameters form. |
Item task |
Open a menu that contains the following items: Note Item requirement and Sales order are not available if the project contract that is associated with the selected project has multiple external funding sources.
|
Project quotation |
Create a new sales quotation for a customer or a prospect. |
Service |
Open a menu that contains the following items:
|
Case |
Enter, track, and resolve issues for the selected project that are raised by your customers or workers. |
Adjustments |
Adjust transactions for the selected project. |
Estimates |
Create a new estimate for the selected project. |
Accrue revenue |
Open a menu that contains the following items:
|
Post costs |
Transfer costs from hour, expense, and item transactions that are posted to Profit and loss and Balance ledger accounts, but that are not invoiced. |
Post service orders |
Transfer and post the transactions of selected service orders to the project ledger accounts. |
Index subscription |
Update the base price and indexes for subscriptions. |
Invoice proposals |
View project invoice proposals that have not been posted, or create new project or on-account invoice proposals. |
Customer advance |
Open the Customer advance form, where you can create an invoice to request a payment from a customer before work is started on a project. |
Invoice journals |
View historical information about invoicing for the selected project. |
On-account transactions |
Enter or view on-account transactions for projects. |
Request retained amount |
Open the Request for customer retained amount form, where you can view the total amount that was retained by each funding source. You can also create an invoice proposal for amounts that are withheld by a customer or other funding source when a project reaches an agreed-upon status. |
Item tasks |
View item requirements, purchase requisitions, purchase orders, production orders, sales orders, requests for quotations, sales agreements, or purchase agreements that are associated with the selected project. Note Sales orders and item requirements cannot be accessed if the project contract that is associated with the selected project specifies multiple external funding sources. |
Pending transactions |
Open a menu that you can use to view related hour, expense, item, fee, or on-account transactions for the selected project that are not yet posted. |
Posted transactions |
Open a list of hour, expense, item, fee, and on-account transactions that are related to the selected project. |
Service |
Open a menu that you can use to view listings of service agreements, service orders, or service subscriptions for the selected project. |
Cases |
View cases that are associated with the selected project. |
Project statements |
View project statements for a defined combination of project types and transaction types. |
Invoice control |
Calculate and display information that is related to posted invoice transactions. This information includes an overview of the amounts that have been invoiced, the amounts that remain to be invoiced, and the amounts that are to be invoiced that exceed the quotation amount. |
Project budget balances |
View balances of budgeted and actual revenues and costs for the selected project. |
Hour utilization |
Calculate the hour utilization rate for workers who are assigned to the selected project. |
Cash flow |
Calculate the forecasted and actual cash flow for the selected project. |
Customer retained payments |
Open the Inquire customer retained payments form, where you can view a summary of retention amounts and invoices that are related to customer retention amounts. |
Cost control |
Calculate and analyze the costs of a project or a set of projects. |
Payments retained from vendors |
Open a menu that contains the following items:
|
Committed cost |
View committed costs for the selected project. You can enable committed costs in the Project parameters form. |
Cost tracking |
Open the Work breakdown structure form, where you can view the actual and estimated costs for projects tasks. This control is available only if Microsoft Dynamics AX 2012 R3 is installed. |
Effort tracking |
Open the Work breakdown structure form, where you can view the actual and estimated effort in hours for project tasks. This control is available only if Microsoft Dynamics AX 2012 R3 is installed. |
Resource utilization |
Open a menu that contains the following items:
|
Buttons (FastTabs)
Button |
Description |
---|---|
Assign This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
Open the Assign resources form, where you can schedule workers for a project or an activity. You can also match the skills and education of workers to the requirements for the project. |
Release This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
Release all of the worker’s soft-booked hours and hard-booked hours from the selected project or activity. |
Assignment details This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
View the hard or soft commitment by a worker for project activities. Note This control is available only if workers are scheduled for the project. |
Add roles This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Add one or more project role requirements to the project, and specify whether workers should be immediately reserved. |
Role details This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
View or modify the required skills, education, and certification requirements for a project role. |
Reserve worker Book worker |
Open the Worker reservation form, where you can schedule workers for a project or activity. You can also match the skills, project experience, certifications, education, and previous project roles of workers to the requirements for the project. This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
View booking details |
Open the View booking details form, where you can review the current bookings for the selected worker. This control is available only if Microsoft Dynamics AX 2012 R3 is installed. |
Cancel reservation Cancel booking |
Remove a selected worker from a project role, but preserve the role that has been added to the project. This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Confirm hours |
Convert soft-booked hours in the selected lines to hard-booked hours. This control is available only if Microsoft Dynamics AX 2012 R3 is installed |
Delete role This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Remove a selected worker from a project role, and delete the role that has been added to the project. |
Settings |
Set up project budgeting user rights by user group for a single project or project group, or for all projects or project groups. Select whether to allow or disallow overruns, and whether the system displays an overrun warning message. |
Edit |
Modify the address for the project. |
Clear |
Delete the address for the project. |
Map |
View the physical location of the project address on an online map. |
Overwrite |
Open a menu that contains the following items:
|
Fields
Field |
Description |
---|---|
Project ID |
The project number. You can enter this number manually, or you can have the system generate a number automatically from the number sequence if you select this option in the Project management and accounting parameters form. |
Project name |
Enter a name for the project. |
Project group |
The project group that the current project belongs to. |
Project type |
The project type. You select the project type when you create the project. |
Project stage |
The status of the current project. Tip To change the status of the project, on the Action Pane, on the Project tab, in the Maintain group, click Project stage, and then select a new status. |
Project contract ID |
Select the project contract ID that the project is attached to. |
Account |
Select the customer account for the project. The customer account is automatically inserted when you select an invoice project. |
Enter the customer’s email address. Tip If you have Microsoft Outlook installed, click the button to the right of the field to send the customer an email message. |
|
Sales manager |
Select the sales worker who is in charge of the project. |
Project manager |
Select the worker who is in charge of the project. |
Project controller |
Select the worker who is financially responsible for the project. |
Date of creation |
The date that the project was created. |
Projected start date |
Enter the date that you expect the project to start. |
Actual start date |
Select or enter the project start date. |
Projected end date |
Enter the date that you expect the project to end. |
Extension date |
If the project was extended, enter the date that you expect the project to end. |
Actual end date |
Select or enter the project end date. |
Bank document type |
Select the bank document type from the following options:
Note The Bank document type field is available only if the Enable letter of guarantee check box is selected in the General ledger parameters form. |
Parent project |
The parent project of a child project. If the current project is at the top level, this field is empty. |
Subproject ID format |
Change the format for subproject IDs. Use a character as a separator and the number sign (#) as a placeholder for numbers. For example, if you enter -##, subproject IDs are created in the format 1001-01, 1001-02, and so on. |
Header |
Select this check box to set the selected parent project as a header project. |
Project template |
Select this check box if the current project should be applied as a template for projects that are set up with the Copy project wizard. |
Estimate project ID |
The identifier of the estimate project that is associated with this project. An estimate project is assigned to a Fixed-price project or Investment project when the project is created. |
Cost template |
The default cost template for the project group that the project is assigned to. A cost template controls cost estimates for an estimate project and specifies how the percentage of completion is defined in projects that are posted according to the percent-complete revenue recognition accounting rule. |
Period code |
The period code that is specified for the project group that the project is assigned to. The period code specifies how frequently the estimate is calculated. The frequency can be a fiscal calendar or a period, such as weekly, monthly, or quarterly, or it can have no set limits. |
Schedule status Scheduling status Staffing status |
A value that indicates how much of the project has been scheduled. |
Project start date Schedule start date |
The scheduled start date for a project. |
Project end date Schedule end date |
The scheduled end date for a project. |
Scheduling ignores the calendar of the resource Disregard the workers' calendar |
A selected check box indicates that the worker is considered for assignment to the project, even if the worker is already assigned to another project. |
Scheduling calendar |
The working time calendar that is used to enter hours for the project. |
Duration in days |
The time, in days, that is required to complete the project. |
Total effort in hours Total planned effort in hours |
The estimated number of worker hours that are required to complete the project. |
Role This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
A type of role or function that you have added to the project requirements. Role types are created for your legal entity’s project in the Project roles form. The project roles that you define and use depend on the requirements of your project. For example, a remodeling project might include roles such as Electrician, Framer, Drywall hanger, Painter, and Carpet installer. A software-related project might include Business analyst, Interface designer, C++ developer, Database administrator, Tester, and Technical writer. |
Start date This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
The date when the work that is assigned to a project role is scheduled to begin. |
End date This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
The date when the work that is assigned to a project role is scheduled to end. |
Worker ID This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
The personnel identifier of a worker who has been assigned to the project. |
Worker name Worker This control is available only if Microsoft Dynamics AX 2012 R2 is installed. |
The name of a worker who has been assigned to the project. |
Soft-booked hours This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
The number of hours that the worker has been assigned, but not fully committed, to the project. |
Hard-booked hours |
The number of hours that the worker has been fully committed to the project. Note This control is available only if Microsoft Dynamics AX 2012 R2 is installed, but it is not available if cumulative update 7 or later for AX 2012 R2 is installed. |
Hours reserved Hours booked |
The number of hours that the worker who is assigned to a role is reserved for in the project. This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Hours assigned |
The number of hours that the worker who is assigned to a role is assigned in the work breakdown structure. This control is not available in versions of Microsoft Dynamics AX 2012 prior to cumulative update 7 for AX 2012 R2. |
Require activity on forecast |
Select any of the following check boxes to require an activity when those forecast types are created:
|
Require activity on journals |
Select any of the following check boxes to require an activity when those types of journals are created:
|
Search priority |
Select whether transactions on the current project are posted according to the project or according to the category. |
Default |
Select the default line property for project transactions. |
Minimum time increment |
Enter the smallest time increment, in fractions of an hour, for which workers can enter time in their timesheets. For example, enter .25 for 15-minute increments. Note Any value that you specify here overrides the entry that is made in the Project management and accounting parameters form. |
Ledger posting sort priority |
Select whether project transactions are sorted by category or by project for posting to the ledger. |
Sales tax group |
Select a tax group for transactions on the project. |
Sales price group |
Select a sales price group for transactions on the project. |
Enable category validation |
Select this check box to apply the validation setup created in the Project/category validation groups form to the current project. Note If the Project/category option in the Project management and accounting parameters form is set to Lookup or Mandatory, this option is selected by default when a project is created. |
Estimate project ID |
The reference ID for posting estimates. Any project in the project hierarchy can be specified as an estimate project. |
Fixed asset number |
Select the number of a fixed asset to associate the project with an asset. |
Manufacturing execution job |
The identifier of the manufacturing execution job that is associated with the project. |
Subject |
Enter a description for the project.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Contract date |
Enter a contract date.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Contract period |
Enter the period for which the contract is valid.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Project value |
Enter the project value.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Contract amendment |
Enter the value that is added to or deducted from the original contract value.
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Use budget control |
Select this check box to enable budget control for the selected project. Use budget control to verify transactions against the project budget. Note If you select this check box, the Transaction types controlled and Budget overrun default fields become available. |
Transaction types controlled |
Select the types of transactions that are subject to budget control. |
Budget overrun default |
Specify the default action that occurs when a user attempts to enter a transaction that causes the project budget to be exceeded:
Note The selection in this field applies to the current project, unless a different action is specified in the User group override form. If a user is a member of two groups that have different options for the same project or project group, the user is granted the more permissive option. |
User group override |
Click Settings to open the Project budget settings for user groups form. Use this form to set up budget overrun actions for specific user groups, projects, and project groups. The settings in this form define exceptions to the default outcome when a user transaction causes a project budget to be exceeded. |
Verify cost against remaining forecast |
Select this check box to compare project costs to the forecast for the specified transaction type. |
Use alternate project budget for budget verification |
Select this check box to compare actual transactions for the selected project to the budgeted transactions for a different project. Note If you select this check box, all other options on the Budget and forecast FastTab are unavailable. |
Alternate project |
Select the project to use for budget verification. Note This field is available only if the Use alternate project budget for budget verification check box is selected. |
Budget control interval |
Select the default range of periods to use when budget control is being set up for new projects. |
Carry forward remaining budgets |
Select this check box if you want amounts that remain in this project budget at the end of the year to be carried forward to the following year. |
Allow negative budgets to be carried forward |
Select this check box if you want any amounts by which this project exceeds its budget at the end of a year to be carried forward to the following year. When these negative amounts are carried forward, they reduce the budget amount available for the project in the following year. Note Negative budgets can only occur if budget overruns are allowed. |
Delivery name |
The name of the invoice account. Note If you have specified an invoice account for the current project in the Project contracts form, the name of the invoice account is automatically displayed in this field. |
Address |
View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format. |
Integrate to Microsoft Project Server |
Integrate the selected project with Project Server. |
Sort field 1 |
Select a sorting criterion. Sorting criteria are defined in the Project report sort fields form. |
Sort field 2 |
Select a sorting criterion. Sorting criteria are defined in the Project report sort fields form. |
Sort field 3 |
Select a sorting criterion. Sorting criteria are defined in the Project report sort fields form. |
Default financial dimensions |
The financial dimensions that were set up in the Financial dimensions form. |
Account code |
Select the vendor or group of vendors for vendor agreement terms:
|
Vendor/Vendor group |
Select a vendor group or a specific vendor, depending on what you selected in the Vendor agreements field. |
Vendor retention terms |
Select a vendor retention rule for the project. |
PWP threshold percentage |
Enter the percentage of a line item that the customer must pay you before you pay the selected vendor or vendor group. |
Funding source |
The identification number of the customer who retained an amount from a payment to you. |
Funding source name |
The full name of the funding source. |
Customer retention terms |
Select a customer retention rule for the project. The customer retention terms are specified in the project contract. |
Internal URL |
Enter the local network home page for the collaboration workspace to associate with the project. |
External URL |
Enter the external network home page for the collaboration workspace to associate with the project. |
See also
Assign funding sources to a project contract
(SAU) Set up contract information for a project for Zakat reporting
Transfer quotation lines to forecast (form)
Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).