Project Balance Sheet—Extended Exercises

Basic Data Setup

Set Up Project Unique Billing and Project Unique Procurement

Purpose: The purpose of this lesson is to set up the basic data required for project unique billing and procurement.

Windows:
Project

  1. Open the Project window and query for the project you created in the initial exercise.
  2. Click the General tab and select the Project Unique Billing and Project Unique Procurement check boxes.

Note: These settings will allow you to create project unique purchase orders, customer orders and customer invoices.

Inventory Locations

Purpose: The purpose of this exercise is to create inventory locations for your site.

Windows:
Inventory Locations

  1. Open the Inventory Locations window.
  2. Enter an inventory location with a Picking  location type for your site.
  3. Save.

General exercise for Inventory Locations

Inventory Part

Purpose: The purpose of this exercise is to show you how to enter an inventory purchase part.

Windows:
Inventory Part

  1. Open the Inventory Part window and create an inventory part of type Purchased.
  2. Save.

Note: Make sure the inventory part is connected to your project site

General Exercise for Purchased Inventory Part

Supplier

Purpose: The purpose of this exercise is to show you how to enter a supplier.

Windows:
Supplier

  1. Open the Supplier window and enter a new supplier.
  2. Save.

General exercise for Supplier

Supplier for Purchase Part

Purpose: The purpose of this exercise is to connect your part to a supplier.

Windows:
Supplier for Purchase Part

  1. Open the Supplier for Purchase Part window.
  2. Connect your purchase part to a supplier. Use the Receive into Inventory receive case.
  3. Save.

General exercise for Supplier for Purchase Part

Posting Control for Purchase Order Receipt and Matching

Purpose: The purpose of this exercise is to prepare the posting control information used for project balance sheet in purchasing used for this exercise.

Windows:
Posting Control

  1. Open the Posting Control window and query for the following posting types.
Posting Type Description Code Part Name Control Type
M1 Inventory Account AC1 - Fixed Value
M10 Receipt with Purchase Order Account AC1 - Fixed Value
M18 Purchase Account AC1 - Fixed Value
M113 PreAccounting Project Project AC2 - Preposting
  1. Create the posting types if they are not already defined.

Note: These settings will allow you to create project unique purchase orders, customer orders and customer invoices.

Modifying an Account to Exclude Project Follow-Up

Windows:
Account

  1. Open the Account window.
  2. Query for the account connected to the M10 and M18 posting type. (eg. 2455).
  3. Select the Exclude Project Follow-Up check box.

Note: If there are any transactions for this account in places other than the General Ledger, you must update those vouchers to the General Ledger before selecting this check box. You must also transfer inventory transactions and update all vouchers for this account in to the General Ledger.

Connecting Project Cost Elements to Account

Purpose: The purpose of this exercise is to connect project cost elements to account code part.

Windows:
Project Cost/Revenue Element per Code Part Value

  1. Open the Project Cost/Revenue Element per Code Part Value window.
  2. Query for the account connected to M1posting type. (eg. 1400).
  3. Enter a cost element in the Project Cost/Revenue Element field or use the List of Values to select a cost element that has been defined for the company.

General Exercise for Setting Up Project Cost/Revenue Elements

Main Exercises

Registering Project Miscellaneous Demand for an Activity

Purpose: The purpose of these exercises is to register project demands, and convert them to purchase orders.

Windows:
Project Navigator/Activity/Demand/Misc. Parts

  1. Open the Project Navigator window and query for your project.
  2. In the Navigator, select the activity under which you want to register the project demand.

To register a demand for miscellaneous inventory:

  1. Click the Demand tab, and then click the Misc. Parts tab.
  2. Create a new record.
  3. Enter the project site to be connected with your demand, or select it from the List of Values. If the user's default site is a project site, it will appear as the default value in the Site field.
  4. Enter a part number, or select it from the List of Values.
  5. In the Required Quantity field, specify how many units of this part that you would like to acquire.
  6. Save your changes.

To process this demand line to create a purchase order

  1. Select the demand line, right-click and then click Create Project Supply Request.
  2. Click Create New to convert the demand line to a purchase requisition.
  3. Select the demand line, right-click and then click Purchase Requisition to open the purchase requisition.
  4. In the Purchase Requisition window click the Part Requisition Lines tab.
  5. Select the purchase requisition line, right-click and then click Release. Right-click again and the then click Requisition to Order.
  6. Click Create New to convert the purchase requisition to a purchase order.

Note: The purchase order created in the above exercise will have the project ID automatically entered in the Project ID field under the Misc. Order Info tab as the project is marked for project unique procurement. New purchase order lines entered in this purchase order must be connected to this project.

  1. Select the purchase requisition line, right-click and then click Purchase Order to open the purchase order.

  2. Right-click the header of the purchase order and then click Release.

Note: The purchase order cannot be released if it contains any lines which are connected to a project different from the one specified in the purchase order header, or any lines which are not connected to a project.

Registering Arrival of the Purchase Parts

Purpose: The purpose of these exercises is to register arrival of the purchased parts.

Windows:
Register Purchase Order Arrivals

  1. Open the Register Purchase Order Arrivals window.
  2. Query for the purchase order line with the correct part.
  3. Select the purchase order line, right-click and then click Receive Order. The Receive window appears. Select the location and receive into inventory.

General exercise for Reporting Arrival

Query Inventory Transaction History and Transfer Inventory Transactions

Purpose: The purpose of these exercises is to query inventory transactions.

Windows:
Inventory Transactions History
Transfer Inventory Transactions

  1. Open  Inventory Transactions History window.
  2. Query on the header level for your purchase order on the Order No field.
  3. Click the Accounting tab and view the postings.

Note: The posting type M1 contains a project ID and an activity sequence number. The posting type M10 contains a project ID but not an activity sequence number.

  1. Open Transfer Inventory Transactions window

  2. Verify that the correct site is used and click OK.

  3. Return to the Inventory Transactions History window and query for your purchase order.

  4. Click the Accounting tab and verify that the status code has changed to 3(Transferred).

View Project/Activity Cost

Purpose: The purpose of this exercise is to show you how project costs are reported to an activity from a voucher row.

Windows:
Project Navigator/Activity

  1. Open the Project Navigator window and query for your project.
  2. In the Navigator, select the activity you used in the previous exercise and click the Activity tab in the header area

Note: A used cost is reported for the activity on the cost element used for the account connected to M1 posting type.

  1. Click the Connections tab. (Note that only one MPL voucher is displayed as a project connection).

Note: Accounts set to Exclude Project Follow-Up do not create project connections from the voucher rows posted with a project ID.