Information about checklist items in the Project Closing Edit List report in Project Accounting in Microsoft Dynamics GP

Applies to: Dynamics GP 2013Dynamics GP 2016Dynamics GP 2018

INTRODUCTION


This article contains information about the checklist items in the Project Closing Edit List report in Project Accounting in Microsoft Dynamics GP and in Microsoft Business Solutions - Great Plains. The report contains the following checklist items:

For more information about how to close a project without following the closing procedure, click the following article number to view the article in the Microsoft Knowledge Base:

855401 How to close a project without doing the closing procedure

 

General Steps for Each Message:

Time and Materials Checklist

All cost transaction posted
No unposted / work cost transactions

All transactions billed; Billings = Project Amount
No unposted / work billing transactions
Actual Billings = Project Amount
Cost of Earnings = Actual Total Cost

All biller documents applied or written off
(Actual Receipts + Actual Write off + Actual Discount Taken Amount + Actual Discount Dollar Amount – Actual Write off Tax Amount – Actual Terms Taken Tax Amount) = Actual Billings

All retainers applied or refunded
Account Amount = 0.00

All cost of revenues recognized
Actual Total Cost = Cost of Earnings

All Purchases received and matched or cancelled
Work / HIST POs must not have a Line Status of Released, Change Order, Received
No records in table PA_PO_ReceiptLine for the specified project
If there are no POs attached, Quantities shipped = Quantities invoiced

All revenues recognized; Earnings = Project Amount
Earnings = Project Amount
If When Billed, Actual Total Cost = Cost of Earnings


Cost Plus / Fixed Price Checklist

All cost transaction posted
No unposted / work cost transactions

All transactions billed; Billings = Project Amount
No unposted / work billing transactions
Actual Billings = Project Amount

All biller documents applied or written off
(Actual Receipts + Actual Write off + Actual Discount Taken Amount + Actual Discount Dollar Amount – Actual Write off Tax Amount – Actual Terms Taken Tax Amount) = Actual Billings

All retainers applied or refunded
Account Amount = 0.00

All cost of revenues recognized
Actual Recognized Revenue = Project Amount
Actual Total Cost = Cost of Earnings

All Purchases received and matched or cancelled
Work / HIST POs must not have a Line Status of Released, Change Order, Received
No records in table PA_PO_ReceiptLine for the specified project
If there are no POs attached, Quantities shipped = Quantities invoiced

All revenues recognized; Earnings = Project Amount; all BEE / EEB adjustments done
Actual Recognized Revenue = Project Amount
Actual BIEE Amount = 0; Actual EIEB Amount = 0 per each Cost Category on the Project.
Actual Total Cost = Cost of Earnings

All receivables retentions billed
All cost transactions posted checkbox must be marked
All retentions must be billed and posted or Actual Retention Amount of Project Master = Actual Billed Retention of the retention fee in Project Fee Totals Master


NOTE:
**Recognized Revenues/ BIEE/ EIEB are all updated in the Revenue Recognition Entry window.
**Cost of Earnings or Cost of Revenues are updated in Cost Transactions if TM: When Performed; in Billing Entry if TM: When Billed; in Revenue Recognition Entry if CP/FP: Cost to Cost/Eff. Expended/ Completed

RESOLUTION


Detailed Steps for Each Message:

All cost transactions posted

This item verifies that all cost transactions that have been entered have also been posted. If this item check box is unmarked, follow these steps:

  1. Open the following inquiry windows to determine which transactions prohibit the closing.

Note: transactions that are unposted prohibit the closing.

Timesheet-Detail

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Timesheet-Detail.
  • Click the Unposted option. Then, click Redisplay.
  • Restrict by project.

Equipment Log-Detail

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Equipment Log-Detail.
  • Restrict by project.
  • Click the Unposted option. Then, click Redisplay.

Miscellaneous Log-Detail

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Miscellaneous Log-Detail.
  • Restrict by project.
  • Click the Unposted option. Then, click Redisplay.

Employee Expense-Detail

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Employee Expense-Detail.
  • Restrict by project.
  • Click the Unposted option. Then, click Redisplay.

Inventory Transfer-Detail

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Inventory Transfer-Detail.
  • Restrict by project.
  • Click the Unposted option. Then, click Redisplay.

Purchases Materials

  • On the Inquiry menu, point to Project, point to PA Transaction Documents, and then click Purchases Materials.
  • Restrict by project.
  • Click the Unposted option. Then, click Redisplay.

2.  After you determine which transactions prohibit the closing, open the appropriate batch window or series post. Then, post the transactions. If the transactions should not be included in the actual cost of the project, you would choose to delete them, so their costs are not posted.

3.  If all cost transactions have been posted or deleted, and if this item check box is still unmarked, reconcile cost transactions for the customer associated with this project. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, click PA Reconcile, and then click Cost Transactions.

 

All transactions billed; Billings = Project Amount

This item verifies that all billing transactions have been posted. If this item check box is unmarked, follow these steps:

  1. Follow these steps:
    1. In the Inquiry window, point to Project, point to PA Transaction Documents, and then click Billed Projects.
    2. Restrict by project.
    3. Click to select the Work check box. Then, click Redisplay.
  2. After you determine which transactions are not posted, post the transactions in either the Billing Batches window or the Series Posting window.
  3. If all billing transactions have been posted, and if this item check box is still unmarked, reconcile billing transactions for the customer associated with this project. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, click PA Reconcile, and then click Billing Transactions.
  4. On the Cards menu, point to Project, and then click Project.
  5. In Project Maintenance, verify that the amount that is in the Billings To Date field is equal to the amount that is in the Project Amount field. If it is necessary, adjust the forecast budget values or the fee amounts to correct the project amount to equal what has been billed.

 

All biller documents applied or written off

This item verifies that all billing documents have been paid or have been correctly written off. If this item check box is unmarked, follow these steps:

  1. Open the Billings and Payments Inquiry window to see which document must be paid or must be written off. To do this, click Inquiry, point to Project, point to PA Transaction Documents, and then click Billings and Payments.
  2. Follow these steps:
  • Enter the project number in the Project Number field.
  • Click Redisplay.
  • Select each billing document. Make sure that the amount in the Amount Due field at the bottom of the window is $0 (zero). Also, make sure that the correct payment information populates the Payments area.

     3. Verify that the user has access to the alternate window for applying sales documents.

Why is this step important??? Consider the following scenario. Project Accounting shows that the document is not applied. However, Receivables Management shows that the document is applied. In this scenario, the user who applied the payment to the invoice in Receivables Management did not have the required access to the alternate window. To correct these documents, you must unapply the document and then reapply the document in Receivables Management. To follow this step, you must have access to the required windows to update the Project Accounting apply information.

To do check this, use the follow steps:

  1.  On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, click on User Security.
  2. In the ID field, type the user ID.
  3. Select the corresponding Company.
  4. At the bottom of the window click the underlined Alternate Modified Forms and Reports link which I will open a new window.
  5. In the Product list, click Project Accounting.
  6. In the Type list, click Windows.
  7. Expand the Sales node, expand the Apply Sales Documents node, and then make sure that the option for Project Accounting is selected.
  8. After you have verified security, open the Apply Sales Documents window. To do this, on the Transactions menu, point to Sales, and then click Apply Sales Documents.
  9. Apply or write off the documents from step 2 that you determined were not applied correctly or were written off.
  10. If all transactions have been applied, and if the checklist item is still unmarked, reconcile cash apply for the customer associated with this project. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, click Project, point to PA Reconcile, and then click Cash Apply.

 

All retainers applied or refunded

This item verifies that the retainer either has been applied to invoices or has been refunded to the customer. If this item check box is unmarked, follow these steps:

  1. In the Project Maintenance window, verify the On Account amount.
  2. On the Cards menu, point to Project, and then click Project.
  3. Select the project.
  4. If there is an amount in the On Account field for the project, you must enter an additional billing invoice, and then apply the retainer to the invoice.

    If the billing amount for the project does not require correction, you may have to return or adjust an existing billing document so that you are not overstating your billing amount.

 

All cost of revenues recognized

This item verifies that the accumulated cost of all revenues has been correctly recognized. If this item check box is unmarked, follow these steps:

  1. In the Project Inquiry window, compare the amount in the Total Costs Incurred field and in the Cost of Revenues field.
  2. On the Inquiry menu, point to Project, and then click Project.
  3. Click the project.
  4. If any values are incorrect, reconcile the earnings and the cost of earnings for the customer. To do this,on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, click PA Reconcile, and then click Earnings and Cost of Earnings.
  5. If this project has a type of Fixed Price or Cost Plus, run the Revenue Recognition procedure. To do this, follow these steps:
    1. On the Transactions menu, point to Project, point to Billing, and then click Revenue Recognition.
    2. Verify that there are distributions. Then, post the distributions.
    3. If step a and step b do not resolve the issue, run the PA Reconcile Periodic procedure for this customer, and then run Revenue Recognition again. To run the PA Reconcile Periodic procedure, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, and then click PA Reconcile Periodic.

 

All Purchases received and matched or canceled

This item verifies either that all purchase orders have been received and invoiced or that all purchase orders have been canceled. If this item check box is unmarked, follow these steps:

  1. On the Reports menu, point to Purchasing, and then click Analysis.
  2. Print the Purchase Order Status report for a range that includes this project only. Verify that no line items have a status of Released, of Change Order, or of Received.
  3. If you find line items with a status of Released, of Change Order, or of Received, receive and invoice the line items. Otherwise, cancel the line items.
  4. On the Reports menu, point to Purchasing, and then click Analysis.
  5. Print the "Received/Not Invoiced" report. If any printed line items relate to this project, these line items must be invoiced.

Notes

• To receive or to invoice a purchase order, point to Purchasing on the Transactions menu, and then click Receivings Transaction Entry or Enter/Match Invoices.

• To cancel a purchase order, point to Purchasing on the Transactions menu, and then click Edit Purchase Orders.

 

All revenues recognized; Earnings = Project Amount

This item verifies that revenues have been correctly recognized and that the BIEE and EIEB are 0 for each individual budget on the project.  If this item check box is unmarked, follow these steps:

  1. On the Inquiry menu, point to Project, and then click Project.
  2. Enter the project number.
  3. Compare the amount that is in the Revenues Earned field to the amount that is in the Billed to Date field in the Project Inquiry window for each individual Cost Category/Budget.
  4. Compare the amount that is in the Billed to Date field to the amount that is in the Project amount field. If the amount that is in the Project amount field is incorrect, you may have to make adjustments to forecasts.
  5. If any amounts that appear in step 2 or in step 3 are incorrect, reconcile the earnings and the cost of earnings for the customer. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, click PA Reconcile, and then click Earnings and Cost of Earnings.

 

All revenues recognized; Earnings = Project Amount; all BEE / EEB adjustments done

This item verifies that revenues have been correctly recognized and that the BIEE and EIEB are 0 for each individual budget on the project.  If this item check box is unmarked, follow these steps:

  1. On the Inquiry menu, point to Project, and the click Project.
  2. Enter the project number.
  3. Compare the amount that is in the Revenues Earned field to the amount that is in the Billed to Date field in the Project Inquiry window for each individual Cost Category/Budget.
  4. Compare the amount that is in the Billed to Date field to the amount that is in the Project amount field. If the amount that is in the Project amount field is incorrect, you may have to make adjustments to forecasts.
  5. These 3 fields should be equal.  If any amounts that appear in step 2 or in step 3 are incorrect, reconcile the earnings and the cost of earnings for the customer. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, click PA Reconcile, and then click Earnings and Cost of Earnings.
  6. If the project has a project type of Fixed Price or of Cost Plus, run Revenue Recognition. To do this, point to Project on the Transactions menu, point to Billing, and then click Revenue Recognition.
  7. Post the distributions. If the check box for this item is still unmarked, follow these steps:
  8. Run the PA Reconcile procedure for the customer. To do this, on the Microsoft Dynamics GP menu, point to Tools, point to Utilities, point to Project, and then click PA Reconcile Periodic.
  9. Repeat step 5 to run Revenue Recognition again.

 

All receivables retentions billed

This item verifies that all retention fees have been billed for this project. If this item check box is unmarked, follow these steps:

  1. Make sure that the project has a status of Completed.
  2. Create a final billing for this project.
  3. Create an invoice to bill the remaining retention fee. To do this, point to Project on the Transactions menu, point to Billing, and then click Billing Entry.

NOTE:
**Recognized Revenues/ BIEE/ EIEB are all updated in the Revenue Recognition Entry window.

**Cost of Earnings or Cost of Revenues are updated in Cost Transactions if TM: When Performed; in Billing Entry if TM: When Billed; in Revenue Recognition Entry if CP/FP: Cost to Cost/Eff. Expended/ Completed