KB - Billing documents from Project Accounting show as applied in Receivables Management but not in Project Accounting on Microsoft Dynamics GP

Applies to: Dynamics GP 2010Dynamics GP 2013Dynamics GP

Symptom


When you inquire on the billing invoice in Receivables Management the document shows as being fully paid and applied. However, when you view that same document in the Billings and Payments Inquiry within Project Accounting, it does not reflect the payment as having been applied. The value in the Receipts field in Project Maintenance also may be understated.

Cause


Cause 1: Security has not been given to the alternate windows for Project for the user who performed the apply process. See Resolution 1.

Cause 2: The PABILLTRXT field is not set to a value of 1 for the billing transaction in the PA01901. See Resolution 2.

Cause 3: The CURTRXAMT field in one or more billing tables is incorrect. See Resolution 3.

Resolution


RESOLUTION 1: In order for the Project Accounting tables to be updated when an invoice and payment are applied, the user who is doing the applying must have access to the Apply Projects window in both Apply Sales Documents and Cash Receipts Entry. The Apply Projects window can be found by clicking the expansion arrow on the Apply Amount field in the Apply Sales Documents window.

Unapply the documents, grant security to the window, and then apply the documents again to make sure the Project tables are updated.

To ensure access has been granted to the Apply Projects window use one of the following methods.

-Method 1: Use the Security tool in Microsoft Dynamics GP 10.0 or GP2010 (and higher versions)

1.On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click Alternate/Modified Forms and Reports.

2.In the ID box, click the ID for the alternate form or for the alternate report.
Note The default ID is "DEFAULTUSER."

3.In the Product list, click Project Accounting.

4.In the Type list, click Windows.

5.Expand the Sales folder.

6.Expand each folder.

7.Click Project Accounting for each folder.

8.Click Save.

9.On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to System, and then click User Security.

10.In the User box, click a user ID.

11.In the Company field, select the company.

12.In the Alternate/Modified Forms and Reports ID field, add the ID that you clicked in step 2. This grants the user ID access to the alternate window so they can get to the Apply Projects window.

13.Click Save. 


-Method 2: Use the Advanced Security tool in Microsoft Dynamics GP 9.0

1.On the Tools menu, point to System, and then click Advanced Security. If you are prompted, type the system password.

2.Click the View box, and then click by Alternate, Modified and Custom.

3.Expand the following nodes, and then expand each window:

•Project Accounting
•Forms
•Sales

4.Click Project Accounting.

5.Click Apply, and then click OK.

6.In the Product list, click Project Accounting.

 
-Method 3: Use the Standard Security tool in Microsoft Dynamics GP 9.0

1.On the Tools menu, point to Setup, point to System, and then click Security. If you are prompted, type the system password.

2.In the Security Setup window, specify the following settings:

•User ID: UserID
•Company: CompanyName
•Product: Project Accounting
•Type: Alternate Dynamics GP windows
•Series: Sales

3.Click Mark All.

4.Click OK to close the Security Setup window.

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RESOLUTION 2: The PABILLTRXT field in the PA keys master (PA01901) table should always be a 1 for a billing document. If this value is something other than a 1, then use SQL to update it. Once that is completed, then use Apply Sales Documents to apply the billing invoice and payment together.
 
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RESOLUTION 3: If the CURTRXAM (current transaction amount) field in the Project Billing Open tables has already been updated, when the payment is applied it will not apply at the project level. As a result it will show as being applied in Receivables Managment, but not Project Accounting. To correct this use these steps.

1. Unapply the document using the Apply Sales Document window. This should set the CURTRXAM field equal to the original document amount on the billing invoice.

2. Use SQL to verify that is the case by entering the invoice number in the following select statements.

select PABillingAmount, CURTRXAM, PAOrigBillAmount, ORCTRXAM, * from PA23200 where PADocnumber20 = 'your billing#'

select ORTRXAMT, CURTRXAM, ORORGTRX, ORCTRXAM, * from PA23201 where PADocnumber20 = 'your billing #'

select ORTRXAMT, CURTRXAM, ORORGTRX, ORCTRXAM, * from PA23202 where PADocnumber20 = 'your billing #'

select ORTRXAMT, CURTRXAM, ORORGTRX, ORCTRXAM, * from PA23203 where PADocnumber20 = 'your billing #'


Note In the above queries the fields represent the following:

PABillingAmount refers to the full amount of the invoice.
ORTRXAMT refers to the full amount of the invoice.
CURTRXAM refers to the amount of the invoice that still needs to be paid. Since Step 1 was to unapply the document, the value in this field should represent the full amount of the invoice.
PAOrigBillAmount refers to the full amount of the invoice in originating currency amount.
ORORGTRX refers to the full amount of the invoice in originating currency amount.
ORCTRXAM refers to the amount of the invoice that still needs to be paid in originating currency amount. Since Step 1 was to unapply the document, the value in this field should represent the full amount of the invoice.

3. Use SQL to update the CURTRXAM amount as appropriate.

4. In Apply Sales Document apply the payment to the invoice. Use the expansion arrow on the Apply Amount field to open the Apply Projects window to ensure that the project record has been updated. The Cost Cat. Apply Amount and/or Fee Apply Amount and Applied Amount fields should be updated with the value that has been applied.

 

More Information


When the above items are set correctly, and the document is applied in Receivables Management, then the PA23000 and PA23010 tables will be populated. These tables need to be populated for the Billings and Payment Inquiry window to be updated with the apply information. They also need to be populated for the Receipts field in Project Maintenance to be updated.

If the apply records are in the PA23000 and PA23010 table, and the Receipts amount in Project Maintenance is not correct, then run PA Reconcile on Cash Apply for the related customer. The PA Reconcile Utility is found on the Microsoft Dynamics GP Tools menu under Utilities, then Project.