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Professional Services for Microsoft Dynamics AX 2009
Implementation Guide
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Notice
This documentation is intended for partners that are working on Microsoft Dynamics AX projects
that involve configuring, customizing, or deploying to a production environment.
Setting up Professional Services for Microsoft Dynamics AX is a complex process.
Before you begin, you may want to read and be familiar with the following topics:
Document Description
Professional Services Automation
Installation
A step by step procedure on how to install
PSA for Microsoft Dynamics AX 2009
PSA 2009 Release Notes Release notes for fixes and known issues
for PSA 2009.
PSA Upgrade Guide A step by step procedure on how to
upgrade from previous PSA Microsoft
Dynamics AX version
Professional Services for Microsoft
Dynamics AX 2009 Feature
Sheet.docx
Leveraging Microsoft Dynamics AX 2009
Core Enhancements; Features and
Functionality; New Features and
Functionality
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Table of Contents
1 Employees ............................................................................................................................... 5
1.1 Creating an employee ......................................................................................................... 5
2 Periods .................................................................................................................................... 7
2.1 About project periods .......................................................................................................... 7
2.1.1 Create a period type ..................................................................................................... 7
2.1.2 Split a period ............................................................................................................... 8
2.1.3 Generate periods for a period type .................................................................................. 8
2.1.4 Create and maintain employee periods ............................................................................ 8
3 Project Revisions ...................................................................................................................... 9
3.1 To create a Forecast Model .................................................................................................. 9
4 Purchase Reason Codes ........................................................................................................... 11
4.1 Create a purchase reason code ........................................................................................... 11
5 Project parameters .................................................................................................................. 12
6 Parameters ............................................................................................................................ 22
7 Estimate Projects .................................................................................................................... 27
8 Tasks .................................................................................................................................... 29
8.1 Project task setup ............................................................................................................. 29
8.2 Task Definitions ................................................................................................................ 29
9 Workflow ............................................................................................................................... 30
10 Prices ................................................................................................................................. 31
10.1 Sales price setup ........................................................................................................... 31
10.2 Cost price – Hour screen ................................................................................................. 32
10.3 Sales price screens– Hour/Cost/Revenue .......................................................................... 33
11 Journals .............................................................................................................................. 34
12 Posting ............................................................................................................................... 36
12.1 Project Groups .............................................................................................................. 37
12.2 Ledger posting screen .................................................................................................... 40
13 Indirect component .............................................................................................................. 41
13.1 Setting indirect component ............................................................................................. 41
13.2 Setting indirect component group ....................................................................................... 41
14 Quotations .......................................................................................................................... 43
14.1 Quotations template ....................................................................................................... 43
15 Forms................................................................................................................................. 44
15.1 Form setup screen ......................................................................................................... 45
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16 Category ............................................................................................................................. 47
16.1 Category groups ............................................................................................................ 47
16.2 Categories .................................................................................................................... 48
16.3 Control types screen ...................................................................................................... 49
17 Line property ....................................................................................................................... 51
17.1 Line property setup ........................................................................................................ 51
18 Validation ........................................................................................................................... 53
18.1 Define validation groups ................................................................................................. 53
18.2 Define validation connections .......................................................................................... 53
19 Retainage ........................................................................................................................... 54
19.1 A/P Retainage Schedule .................................................................................................. 54
19.2 A/R Retainage Schedule .................................................................................................... 54
20 Resource scheduling ............................................................................................................. 56
21 Intercompany mapping ......................................................................................................... 57
22 Dimensions ......................................................................................................................... 58
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1 Employees
In Dynamics AX employees are created and defined in the Employee table accessed from Human Resources
or Basic on the main menu.
1.1 Creating an employee
For the employee to be able to do any transactions the system must first recognize him/her as an employee. In
the Employee window all the required details about an employee are registered, i.e. personal details, education and
department. However, for the system to recognize the employee only some basic information is needed. The
only thing the system needs is a name, an employee Id, and a defined period code.
1. Go to Human Resources or Basic on the Main menu.
2. Open the Employee screen and you see overview of existing employees.
3. Create a new line with Ctrl + N.
a. Enter the employee id
b. Enter the employee name
c. Click the SETUP tab and select a period code (reference section 2 of this document)
While all other information on the employee record is optional, below are a few options that are used by the
PSA module. These items are covered in other areas of this implementation document or within the User‟s
Guide.
Setup\Employee Supervisor: Used within PSA during the workflow/approvals for
timecards, expenses, etc.
Setup\EPM Category: Used within PSA for integration with Project Server. List a default
category that work for this resource should be applied to with the AX system.
Setup\Category: Used within PSA for a default category for hour (timecard lines)
transactions, instead of the employee selecting a category with each line.
Setup\Vendor Account: Vendor accounts are used to pay employees through the AX system
for Cash Advances, Expense Reimbursement, etc.
Setup\Working Time: Enter the number of hours each day the employee should record
during each reporting period. The timecard system will only warn the employee they have not
entered enough hours.
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Setup\Maximum Working Time: Enter the number of maximum hours each day the
employee should recording during each reporting period. The timecard system will only warn the
employee they have entered more hours than defined.
Setup\Require Start/Stop Time: Check this if you want to enforce start/stop times when
entering a timecard.
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2 Periods
PSA -> Setup -> Posting -> Periods
A project period determines the interval of time between each Hour transaction update per employee. For
each employee, all project transactions within a project period will be assigned the same voucher number.
Periods are applied for WIP calculation and a period code needs to be selected when a new estimate line is
created in the Create estimate period dialog box. Periods are not mandatory information for all employees;
however it is required that periods are created for employees who are going to report hour transactions.
Buttons in the Periods screen
Period Transactions: View transactions for the period.
Generate periods: Create project periods for specified period interval.
Update employee periods: Update employee periods.
Update timesheet periods: Update timesheet periods.
Employees: Employees that are attached to this period.
Timesheet periods: View timesheet periods.
Fields in the Periods screen
Period type: Enter the code name of the current period type. The period type would typically reflect
the period frequency set up in the Period frequency field.
Description: Type a description of the period type.
Period frequency: Click the square arrow to select the period frequency. Most of the options available are self-explanatory. However, the Ledger, and Unlimited options need further explanation.
o Ledger: Select this option to create periods with the same definitions as the fiscal periods set up in the General ledger module. The period definitions inherit the periods set up in the Periods window under Setup in the General ledger module.
o Unlimited: Select this option to create only one period where you set up the
extend yourself.
2.1 About project periods
Project periods can be attached to employees. The period code makes it easier to follow up on hour
registrations. Also, periods are applied for estimates. To specify the estimate frequency a period code needs
to be selected when a new estimate is created. Project periods are created on the basis of a period type. For
each period type a period frequency is created. If hours are to be reported on a weekly basis, a period type
with the period frequency Week must be created.
2.1.1 Create a period type
1. On the PSA menu click Setup\Postings\Periods.
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2. Periods in the Periods form, press Ctrl+N to create a new period type. 3. Enter a name for the period type, and select a period frequency.
2.1.2 Split a period
1. In the Periods form, click the Periods button.
2. In the Period transactions form, select the appropriate period and click Split period.
a. In the Split period dialog box a split date is suggested. b. If necessary, edit the contents of the Split on date field, and click OK. An extra
line covering the remaining days of the period appears.
2.1.3 Generate periods for a period type
1. Select the period type in the Periods form, and select Generate periods.
2. In the Generate periods dialog box enter the start date of the period. Periods always start at the
beginning of a period unit, for example, the start of a month. 3. In the Desired length of period field enter a number for the number of period units that you want to
create.
4. Optionally, select the Update employee periods check box to have employee periods created for
employees with the current period type.
5. Click OK to generate the periods.
2.1.4 Create and maintain employee periods
Periods are attached to employees on the basis of their individual period codes. Employee periods can be
updated at two different stages.
Define a period code for an employee
1. Open the Employee form in the Basic module.
2. On the Setup tab, select a period type on the Period code list.
Update employee periods after periods have been generated
1. In the Periods form, select the appropriate period type and click Update employee
periods.
2. In the Update employee periods dialog box, enter a time frame and click OK. Periods are updated for all employees with the current employee code.
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3 Project Revisions
PSA -> Setup -> Project Revisions
In Project Revisions you create and manage Forecast models. A Model is used to identify a set of future
expectations for a period, a product family, or an area. Forecast models can be structured in two levels. That
way it is possible to group and identify several specific sales expectations using a Model. A Model is a
Forecast model number.
Note: The sub-model does not use the overlying model's blocked elements but instead uses its own blocks
for changes and allocations.
Model Tab
o Revision Model: Forecast model number.
o Name: Description of model or sub-model.
o Stopped: If you check Blocked, you will not be able to edit in the forecast lines with which the
model is associated. o Note: When forecasting, you should not check Blocked. Once the budgets have been
approved, this field should be marked in order to avoid that the forecasts are edited unintentionally.
o Cash flow forecasts: Indicate whether or not you want the forecast lines that the model is
associated with to generate cash-flow forecasts in General ledger.
o Note: Cash-flow forecasts are not updated for projects.
Sub-Model Tab
o Number: Sub-model identification. Has to be defined as a forecast model before you can insert it
as a sub-model.
o Name: Description of model or sub-model.
Project Tab
o Use Project Date as Invoice Date: Use the project date to budget the invoice revenue
date
o WIP on Time and Material Projects: Budget with WIP on time and material projects
o WIP on Fixed-Price Projects: Budget with WIP on fixed price projects
o WIP on Investment Projects: Budget with WIP on investment projects
3.1 To create a Forecast Model
1. Create a new line on the Model tab with Ctrl-N and fill in the required fields. A sub-model is created on the
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Submodel tab, by selecting the parent model.
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4 Purchase Reason Codes
PSA -> Setup -> Purchase Reason Codes
Purchase reason codes are used at creation of a purchase requisition. The user selects a reason for the
purchase at time of PO creation. This table contains the list of „reasons‟ that will appear in the drop-down list
to the user. This table is an optional table. If no information is entered, no information will appear in the
purchase reason field.
4.1 Create a purchase reason code
1. Go to PSA -> Setup -> Purchase Reason Code.
2. Click NEW (or CTRL + N). 3. Enter the purchase reason code.
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5 Project parameters
PSA -> Setup -> Project Parameters
Use this window to set up your project parameters. Project parameters are grouped on several
tabs according to their overall use.
Each field is explained the first time it appears.
General tab
Allow adjustment of transaction status:
o Posted – Enable the adjustments for Posted status transactions. o Invoice proposal – Enable the adjustments for Invoice proposal status transactions. o Invoiced – Enable the adjustments for transactions in the following status:
Invoiced; Selected for credit note; Credit note proposal status.
o Estimated – Enable the adjustments for Estimated status transactions.
o Eliminated – Enable the adjustments for Eliminated status transactions.
Always create adjustment transactions: If this check box is selected, the system will
always create two new adjustment records. That is, one transaction to cancel the original entry with a
negative amount and a new entry to correct the values. If the check box is not selected the creation of
adjustment transactions depends on what field on the entry line is adjusted. For a list of what
adjustments bring along new transactions when this check box is not selected, see Adjustment
transaction parameters in Help for the Adjustment form.
Autoupdate field: Set to automatically update related fields when editing a field in the lower
window of the adjustment function.
Display transactions: Set the default order transactions should be displayed.
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Financial Tab
Invoice: Level of posting to the ledger for invoices (total or line)
Adjustment: Level of posting to the ledger for adjustments (total or line)
Post Costs: Level of posting of WIP transactions to the ledger (total or line)
Accrue Revenue: Level of posting of WIP transactions to the ledger (total or line)
Subscription: Level of posting of WIP transactions to the ledger (total or line)
Estimate: Level of posting of WIP transactions to the ledger (total or line)
Sales tax group method: Define what sales tax group should be applied for invoices. Select the
sales tax group that has already been specified on the project, the invoice project, the customer
account. o If you select Search the system will search through the items mentioned above to find a sales
tax group. The priority of the search corresponds to the order in which the items are mentioned here.
Item sales tax group method: Specify from where the item sales tax group should be derived
from the item number defined in the Inventory module, from the item category defined in the Project
module.
On-account item sales tax group: The tax group selected in this field is used as the default
tax group when you create an on-account transaction.
Calculation date type: Specifies the date to use when calculating sales tax (invoice date or
project date)
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Journals tab
Hour journal: Default journal name used for hours journals
Timesheet journal: Default journal name used for timesheets.
Web journal: Default journal name used for web journals
Item: Default journal name used for item journals
Fee: Default journal name used for fee journals
Hour category: Default hour category when nothing is selected
Expense category: Default expense category when nothing is selected
Item category: Default item category when nothing is selected
Fee category: Default fee category when nothing is selected
Employee/category, Project/category, Employee/project: The selection in these fields
controls the effect of the employee/category validation setup:
o None: Overrules the definitions set in the access control system. No limitations are applied.
o Lookup: The choices displayed at lookup are limited to what has been defined in
validation groups. However other options are accepted upon entry even though they are
not displayed on the lookup list. o Mandatory: Only available choices are those specified in the validation system.
Inactive categories: Set to display inactive categories in look-ups for journals
Terminated employees: Set to display terminated or none status employees in look-ups for
journals
Hour (Require activity): Select this check box if hour journal requires activities.
Expense (Require activity): Select this check box if expense journal requires activities.
Item (Require activity): Select this check box if item consumption journal requires activities.
Timesheet Tab
Document or line level approval: Choose how the approval should work: document or line
level.
Day week starts: Specify the first day of the week.
Maximum timesheet per period: Limits the number of timesheets that can be entered in a
defined period. Zero = unlimited.
Minimum time increment: Minimum amount of hours that can be entered in timesheet.
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Use favorites: Select this checkbox to use favorites defined in Timesheet favorites setup form.
Allow time range overlap: Specify if overlaps of start/stop time are accepted. Possible values:
o Accept: Overlaps are allowed.
o Warning: A warning message is produced when overlaps occurs.
o Error: An error message is produced when overlaps occurs
Require start/stop time: Select this checkbox to enforce start/stop times when entering a
timecard.
Show activity/task complete: Select this checkbox to show activity/task complete for
integration to Project Server.
Invoice Tab
Prompt for customer information: Select this check box to have the system prompt you
before transferring customer information automatically. If you leave this check box blank, the
information will be transferred.
No one-time customers for invoice projects: If you select this check box, customers
defined as one-time customers in the Customer window cannot be selected on an invoice project.
Message when exceeding credit limit: How is exceeding of credit limit presented to the
user?
Approve: Select the user group that is allowed to invoice.
User Group: The user group with ability to approve invoice proposals.
Payment Criteria: Set to allow on-account transactions to reduce the invoice only by the paid
amount.
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Forecast tab
Model: Select a forecast model to be suggested as a default.
Terms of payment for hours: The payment date calculated from the project date.
Terms of payment for expenses: The payment date calculated from the project date.
Terms of payment for items: The payment date calculated from the project date.
Buffer days on sales payment: Number of buffer days added to the due date.
Estimate tab
Without posting estimates: Select this check box to allow an estimate to be eliminated
without first being posted.
Before elimination date: Select whether to allow elimination when transactions exist before
the elimination date and are not included in the estimate.
After elimination date: Select whether to allow elimination when transactions exist after the
elimination date and are not included in the estimate.
Committed cost: Select whether to allow the elimination of open committed costs.
Total cost – Actual: Select whether to allow posting when the cost to complete is less than the
value of payment received.
Committed cost up to estimate date: Select this check box to add the committed cost up to
the estimate date to the cost to complete method.
Committed cost after estimate date: Select this check box to add the committed cost after
the estimate date to the cost to complete.
Actual cost after estimate date: Select this check box to add the actual cost after the
estimate date to the cost to complete.
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Hour utilization tab
(Definition of billable rate) Fixed-price: Select how the project type's billable rate
should be calculated when calculating the utilization rate.
(Definition of billable rate) Investment: Select how the project type's billable rate
should be calculated when calculating the utilization rate.
(Definition of billable rate) Internal & Cost: Select how the project type's billable
rate should be calculated when calculating the utilization rate.
(Definition of billable rate) Time projects: Select how the project type's billable rate
should be calculated when calculating the utilization rate.
(Definition of efficiency rate) Time & Material: Select how the project type's
efficiency rate should be calculated when calculating the utilization rate.
(Definition of efficiency rate) Fixed-price: Select how the project type's efficiency
rate should be calculated when calculating the utilization rate.
(Definition of efficiency rate) Investment: Select how the project type's efficiency
rate should be calculated when calculating the utilization rate.
(Definition of efficiency rate) Internal & Cost: Select how the project type's
efficiency rate should be calculated when calculating the utilization rate.
(Definition of efficiency rate) Time projects: Select how the project type's
efficiency rate should be calculated when calculating the utilization rate.
Statements tab
P&L No/Never Ledger – Hour qty: Include hour qty posted to No ledger or Never ledger in P&L
reports and statistics.
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P&L No/Never Ledger – Hour cost: Include hour cost posted to No ledger or Never ledger in
P&L reports and statistics.
P&L Never Ledger – Item cost: Include item cost posted to No ledger or Never ledger in P&L
reports and statistics.
Consumption No/Never Ledger – Hour qty: Include hour qty posted to No ledger or Never
ledger in consumption reports and statistics.
Consumption No/Never Ledger – Hour cost: Include hour cost posted to No ledger or Never
ledger in consumption reports and statistics.
Consumption Never Ledger – Item cost: Include item cost posted to No ledger or Never
ledger in consumption reports and statistics.
Value-added ratio: The definition for value-added ratios in reports, statistics, invoice totals, and
estimates.
Value-added decimals: Decimals shown in reports, statistics, invoice totals, and estimates.
Gross margin ratio: The definition for gross margin ratios in reports, statistics, invoice totals, and
estimates.
Gross margin decimals: Decimals shown in reports, statistics, invoice totals, and estimates.
Hour – Qty: Decimals to be shown in the hour qty column on reports.
Amount in 1,000: Decimals to be shown in the amount column on reports.
Amount in 1,000,000: Decimals to be shown in the amount column on reports.
Utilization rate: Decimals to be shown in utilization rate fields.
Projects stages tab
Type: Select one of the six project types available.
Created: Check this option if you want a created stage for this project type.
Estimated, Scheduled, In progress, Finished, User defined 1,2,3: Project stage.
Actions allowed at this stage depend on the project type.
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Cost control tab
Cost control method: Select the tracking method for costs in cost control inquiries.
Default cost template: Select the default cost template for reporting cost control.
Original budget: Select the forecast model to be used when calculating the original budget.
Project invoice header: Select the forecast model to be used when calculating the total
budget.
Remaining budget: Select the forecast model to be used when calculating the remaining budget.
Purchase order: Select this check box to allow committed cost tracking for purchase orders.
Item requirement: Select this check box to allow committed cost tracking for item requirements.
Production: Select this check box to allow committed cost tracking for production orders.
Sales order: Select this check box to allow committed cost tracking for sales orders.
Item journal: Select this check box to allow committed cost tracking for item journals.
Cost reduction tab
Cost Control Methods: Select the tracking method for costs in cost control inquiries.
Default cost template: Select the default cost template for reporting cost control.
Original budget: Select the forecast model to be used when calculating the original budget.
Project invoice header: Select the forecast model to be used when calculating the total
budget.
Remaining budget: Select the forecast model to be used when calculating the remaining budget.
Purchase order: Select this check box to allow committed cost tracking for purchase orders.
Item requirement: Select this check box to allow committed cost tracking for item requirements.
Production: Select this check box to allow committed cost tracking for production orders.
Sales order: Select this check box to allow committed cost tracking for sales orders.
Item journal: Select this check box to allow committed cost tracking for item journals.
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Inventory dimensions tab
Item consumptions: First click under the Inventory dimensions group to the left of the dimension
you want to work with, such as Warehouse. Next select the field if you want the dimension shown in
the overview for Item consumption.
Quotation lines: Set to allow for use of dimension on quotation lines
Production tab
Posting method: Select the posting method for project production orders.
Set subproduction to Consumed: Select this check box to set the project posting type of
underproduction to Consumed.
Production: When Production is marked, capacity reservations that are derived from productions
will be included in the calculation of available capacity when projects are scheduled.
Planned order: When Planned order is marked, capacity reservations that are derived from
planned orders will be included in the calculation of available capacity when projects are scheduled.
Number sequences tab
Numbers sequences code: Enter the number sequence you want to associate with the current
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reference. The number sequence code must exist in Number sequences. To define number sequence
codes, click Basic, Setup, Number sequences, Number sequence screen.
Follow: Select this option only if you want the selected reference to follow the number sequence
specified for another reference, e.g. you want the invoice voucher number sequence or your credit
note voucher number sequence to follow the number sequence specified for the Invoice Reference. If
selected, you must specify the reference to follow in the Reference that may be followed field.
Group button: Create or update number sequence groups.
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6 Parameters
PSA -> Setup -> Parameters
In this window you define parameters for the system that are unique to the PSA system.
Project-Activity tab
Search 1 – 7: Project price search direction.
Product/Brand Validation: Set the validation level of dimension 4 & 5 (product and brand).
Fixed Price Color: Color in the main project grid for fixed price projects.
T&M Color: Color in the main project grid for time and material projects.
Completed Contract Cost to Complete Method: Define the method forms the basis of cost
method for this estimate.
Completed Percentage Cost to Complete Method: Define the method forms the basis of
cost method for this estimate.
EPM section: Reference EPM (Project Server) integration guide. Module must be purchased.
NTE warning %: Enter the percentage allowed to go over on a not to exceed value for a project.
Default Fee Journal name: Pick the journal name from a drop down that was defined in the
journal names master for the journal to be associated with a fixed fee contract/project.
Activity display default: Specifies the way activities are displayed by default in Activity
Breakdown Structure form: grid or tree.
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Activity lookup to include subprojects: By default Sub-projects checkbox will be
selected on Activity Breakdown Structure.
Activity lookup to include tasks: By default Tasks checkbox will be selected on Activity
Breakdown Structure.
Default PwP settings: If the value of this parameter is Project – Activity, then Override Vendor
PwP parameter from Projects form - Financial tab is ON, this will take into consideration Paid when Paid checkbox , that states that the related project is of paid when paid type. If creating a purchase requisition form a project, using a vendor of type paid when paid, the project will override the vendor.
Fully paid threshold amount: The amount of the invoice minus fully paid threshold amount,
nominates an invoice as being fully paid. For example if the invoice total amount is $ 100 and fully paid threshold amount is $ 20, then at a payment of $ 80 ( $100 - $20), the invoice will be considered as being paid.
Fully paid threshold percent: This percent applied to the amount of the invoice, nominates
that when applying a payment at least equal with the invoice amount minus percent multiplied to the invoice amount, the invoice is fully paid. The system will take into consideration fully paid threshold amount, if this is bigger than fully paid threshold percent multiplied to the invoice amount, or the other way around.
Override Employee Expenses: If this checkbox is on the same logic from paid when paid for
projects and vendors apply.
Use advanced pricing: Allows the user to use advanced price calculation.
Budget tab
Expense tolerance: The tolerance level in percentage to allow a budget to go over for expense
transactions.
Expense action: Set the action when posting a transaction over the budget.
Item tolerance: The tolerance level in percentage to allow a budget to go over for item
transactions.
Item action: Set the action when posting a transaction over the budget.
Time tolerance: The tolerance level in percentage to allow a budget to go over for time
transactions.
Time action: Set the action when posting a transaction over the budget.
Budget method: Select the budget method type whether it is original revised budget or budget
forecast method.
Original budget: Choose the budget name from the budget revision master that the original
budget will be associated with.
Auto calculate budget/estimate numbers: Check the “Auto calculate box” to have the
system recalculate the budget summary during data entry (this could have an adverse on performance).
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Timecard tab
Task Group: Set to enable task form pop-up on timecard entry when a project is selected with tasks.
Billable time color: Color to be used for billable time in the timecard lines.
Alerts Batch group: Batch group used for sending out alerts (see addl. info in configurations of
Batch Groups).
Name. Name of the Timecard Alerts Administrator.
E-mail: Email for the Timecard Alerts Administrator.
Effective labor rate: Default status – Check this box for all projects time expense to be
calculated using effective labor rate calculations.
Payroll category: Choose the payroll category for calculation of effective labor rate (ELR). The
same category will be used on Employee form – Setup - Payroll when defying the salary and period of the employee, based upon the ELR will be calculated.
Scheduling tab
Full match percent: This percent establish that any skill fit percentage having at least this value
will be considered as 100% skill fit match.
Default calendar: Allows a user to specify the calendar based on the scheduling process will be
done.
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Skill set match: In resource scheduling form only persons that have this minimum skill, will be
scheduled as available resources.
Availability match: In resource scheduling form only persons that have this minimum
availability match, will be scheduled as available resources.
Changed color: Specifies the color for a changed resource.
Hard commit color: Specifies the color for a hard commit resource.
Closed color: Specifies the color for a closed resource.
Available color: Specifies the color for available resources.
Conflict color: Specifies the color for resources that generated a conflict/are in conflict.
Intercompany tab
Item category: Default category to use when processing intercompany transactions for items
where the same item category is not in the current company account.
Work category: Default category to use when processing intercompany transactions for items where the
same hour category is not in the current company account.
Project group: Default project group to use when processing intercompany projects where the
same project group is not in the current company account.
Number sequence tab
Number sequence code: Enter the number sequence you want to associate with the current reference. The
number sequence code must exist in Number sequences.
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o To define number sequence codes, click Basic, Setup, Number sequences, Number sequence screen.
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7 Estimate Projects
PSA -> Setup -> Projects -> Estimate Projects
Use this form to:
Define which projects should be listed as estimate projects.
Add projects to the individual estimate projects.
An estimate project "owns" the contract amount for all projects that reference the estimate project. Estimate projects can only be defined for fixed-price projects and investment projects.
Estimate projects fields
Estimate project : View the identification number for the project.
Description : Enter a brief description of the estimate project.
Cost template : Select a cost template or control type. A control type is mandatory information
on estimate projects. Control types are maintained in the Control types form under Setup.
Period code : Select the period code that will be used as a reference when posting estimates.
Note:This field is only applied to fixed-price projects and investment projects. Period codes should not be generated for terminated employees.
Project type : Select the appropriate project type for the estimate project.
Eliminated : When the posting script has been run, the estimate is eliminated and this check box
is selected by the system.
Note: This field only applies to fixed-price and investment projects.
Project group : View the project group for the project.
Project stage : View the status of the current project. To change the status of the project, click
the Project stage button and select a new status.
Sales manager : Select the sales manager who is responsible for the current estimate project.
Project manager : Select the project manager who is responsible for the current estimate
project.
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Project controller : Select the project controller who is responsible for the current estimate
project.
Selected projects: View projects that are associated with the estimate project or move projects
that are not associated with the estimate project to the Remaining projectsfield.
Remaining projects : View projects that are not associated with the estimate project or add
projects to the Selected projects field to associate them with the estimate project.
Name : Enter a name for the project.
Project : View the project number. This is either automatically generated from number sequence
or manually entered.
Department : Select the department that is associated with the current estimate project.
Cost center : Select the cost center that is associated with the current estimate project.
Purpose : Select the purpose that is associated with the current estimate project.
Note: When a child project is created, it inherits the dimensions from the parent. Inherited information can be overruled. If you change dimensions on a parent project that has existing children, the children are not updated with the new dimensions.
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8 Tasks
PSA -> Setup -> Tasks
Use this forms to create and manage a master list of tasks for the organization or specific clients.
8.1 Project task setup
PSA -> Setup -> Tasks -> Project Task Setup
This form is used to setup task groups to allow for quick entry of creation of tasks for a project.
Task groups can be global or by entering the contract or customer account, available for only certain contracts
or customers.
Enter the task Group name in the top grid. Enter the individual tasks in the bottom group in order you want
them displayed.
8.2 Task Definitions
PSA -> Setup -> Tasks -> Project Task Definitions
All tasks used in task groups must be first setup in the task definitions screen.
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9 Workflow
The workflow section is used to define all of the parameters and options for approvals for timesheets,
purchase requisitions, project budgets, and invoice proposals.
Buttons in the Workflow configuration form
New : Opens the Create configuration: Select a template form, where you can select the template
that the new workflow will be based on.
Modify : Opens the Workflow: <Workflow Name> form, where you can modify the selected
workflow version.
Delete : Deletes the selected workflow.
Set as active : Activates the selected workflow version. When a workflow is active, users will be
able to submit documents for processing and approval.
Set as default : Makes the selected workflow the default workflow. Documents that do not
meet any workflow conditions will be processed by the default workflow.
Copy : Creates a copy of the selected workflow version.
Export : Exports the selected workflow version to a file.
Import : Imports a workflow from a file.
Fields in the Workflow configuration form
Template : Select a template to filter the list of workflows.
Configuration : Select the name of a workflow to filter the list of workflows.
Default : Select this check box to make the selected workflow the default workflow for this module.
Configuration Id : Displays the identification code of the workflow.
Name : Displays the name of the workflow.
Template : Displays the name of the template on which the workflow is based.
Instances : Displays the number of documents that are currently being processed by the workflow.
Active : Indicates which version of the workflow is active. (To activate a workflow version, click the
Set as active button.)
Version : Lists the version number of the workflow. (Every time you modify a workflow, a new
version is created.)
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10 Prices
In Project cost prices are defined for hour transactions and the cost prices are applied when an hour
transaction is entered in an hour journal. Cost prices apply to all project types.
No specific cost price setup is required for using cost and revenue categories in Project. Entries on cost
categories are usually based on a voucher, for example a vendor invoice for an air plane ticket.
Revenue transactions are transactions spent on tasks that should be invoiced at a fixed amount. An example
of revenue transactions could be time that a consultant spends on teaching a course. No matter how much
time the consultant might need for preparation etc. this amount of time (revenue transactions) cannot be
invoiced to the customer because the customer bought the course at a fixed amount. This means that there is
no cost amount per entry line to be matched with the money earned for the course.
Search priority for cost prices applied in hour transactions
Cost prices are set up for categories, projects, and employees. The search priority for cost prices is
basically the same as for sales prices, and it can be viewed in the following table. When a cost price is
looked up, the price selected will always be the price that matches the greatest amount of details. Search
matches have a priority from 1 to 12 in the following table.
Priority Project Employee Category Transaction date
1 x x x x 2 x x x 3 x x x 4 x x x 5 x x 6 x x 7 x x 8 x 9 x x x 10 x x 11 x x 12 x
10.1 Sales price setup
In Project sales prices are defined for hour, cost, and revenue transactions, and the sales prices are applied
when a transaction is entered in one of the appropriate journals. Sales prices only apply for time and material
projects.
For cost and hour transactions a sales price model can be applied in the sales price setup. The number
entered in the Pricing fields is either an amount or a percentage depending on the selection in the Sales price
model.
Sales price model option Description Formula
Qty The sales price per quantity is the pricing amount entered in the Pricing field
No formula. The number entered in the Pricing field is the price per quantity.
Contribution ratio Indicate the size of the contribution ratio as a percentage of the sales price.
100 * Cost price (100 - Pricing)
Misc. Charges pct The sales price per transaction is the cost price per transaction multiplied with the misc. Charges
Cost price * (100 + pricing) 100
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percentage entered in the Pricing field.
Misc. Charges amount The sales price per transaction is the cost priceper transaction plus the misc. charges amount entered in the Pricing field.
Cost price + Pricing amount
Search priority for sales prices applied in hour, cost, and revenue transactions
Sales prices are set up for categories, projects, employees, dates, and currencies. The search priority for
sales prices can be viewed in the following table. When a sales price is looked up, the price selected will
always be the price that matches the greatest amount of details. Search matches have a priority from 1 to 12
in the following table. Currency is the "strongest" criterion. When prices with the correct currency have been
found, the search continues for project, then employee and so on to find the most detailed match. The last
criterion to be searched for is the transaction date.
Priority Currency Project Employee Category Transaction date
1 x x x x x 2 x x x x 3 x x x x 4 x x x x 5 x x x 6 x x x 7 x x x 8 x x 9 x x x x 10 x x x 11 x x x 12 x x
Notes: The exchange rate defined on the invoice project overrules the ordinary exchange rate. If no project is
found, the search continues upwards in the project hierarchy for a parent project.
You can setup sale prices for groups of projects, i.e. by categories or project number. Prices can be set up for
hours, both cost and sale prices, as well as standard sales prices for cost and/or revenue transactions.
10.2 Cost price – Hour screen
A standard cost price can be set up for the project category, or cost prices can be set up by employee
number, by project number, by category, by date or any combination thereof. The cost price applied will be the
cost price with the highest level of detail.
A cost price for an hour is setup in the Cost price – Hour screen.
Buttons in Cost price – Hour screen
Select: Selection and setup of job search.
Default: Regenerate default parameter setup.
Options: Report options.
Recurrence: Recurring pattern.
Fields in the Cost price – Hour screen
Valid from: Enter a date if the cost price should apply from a specific date.
Project: The ID of the project.
Category: Category of the project.
Employee: Employee responsible for the project.
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10.3 Sales price screens– Hour/Cost/Revenue
A standard sales price can be set up for hour/cost/revenue transactions, or sales prices can be set up by
employee number, by project number, by category, by transaction date, or any combination thereof. The sales
price applied will be the cost price with the highest level of detail.
The Sales price – Cost screen, the Sales price - Hour screen, and the Sales price - Revenue screen, all look exactly the
same.
Buttons in Sales price – Hour screen
Select: Selection and setup of job search.
Default: Regenerate default parameter setup.
Options: Report options
Recurrence: Recurring pattern
Fields in the Sales price – Hour/Cost/Revenue screens
Currency: Enter the currency of the sales price
Valid from: Enter a date if the sales price should apply from a specific date
Project: The ID of the project.
Category: Category of the project.
Employee: Employee responsible for the project.
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11 Journals
PSA -> Setup -> Journal -> Journal names screen
The journal name contains journal setup information. The journal name setup is mandatory when new journals are created, and the information specified for the journal name will be inherited by the project journal. Journal names set up in the Project module are applied for journals to post hours and revenue.
To post cost and items on projects, journal names must be set up in the appropriate modules:
To post cost on projects, a ledger journal name setup of the Project - Cost type must be set up in the
Journal names window in the General ledger module under Setup, Journals.
To post items on projects, an inventory journal name setup of the Project type must be created in the
Journal name, Inventory window in the Inventory management module under Setup, Journals.
You can set up any number of project journal names. The journal name is a standard project journal
setup that contains information such as the voucher series and the method for changing the voucher
number.
Through the journal name, you specify a journal name setup, including the approval setup. Any
number of journals can be created for each journal name.
Note: Before you begin setting up your journal names, make sure that the voucher series you want to use is
specified in the Number sequences window.
Fields in the Journal names screen
Name: Type in a name of your choice for the journal. This name appears when the user selects a
journal for posting.
Description: Description of the journal.
Journal type: Select a journal type. The journal type determines what the journal name is used for:
o Hour journal names: available for selection in the hour registration window.
o Revenue journal names: available for selection in the revenue registration window.
Voucher series: Select a voucher series to be used in journals with the current journal name
attached. Voucher series are defined in the Number sequences window in the General module
Selection by: Set up voucher numbers to be picked or drawn when posting or entering lines.
New voucher by: Specify if a new voucher should be picked when the voucher date changes, or
when the employee entry changes.
Set voucher date to: The voucher date can be found as follows:
The end date of the project period: The project period attached to the employee
determines the voucher date.
The end date of the ledger period: The current ledger period determines the voucher date.
According to the project date: The voucher date is identical to the project date entered on
the journal line.
Detail level: Select whether to post the journal lines in detail or as a summary transaction when
voucher with date, account number, dimension, and currency code have identical values. Example: If
you select Summary, and enter four lines in a journal, only one transaction is generated provided that
you completed the above mentioned fields with the same values.
Delete lines after posting: Select this field to have journal lines deleted when posting is
completed.
Private for user group: User group that the journal is private to.
Approve: Select a journal status. The journal status defines the approval procedure of journals with
the current journal name.
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Show start/end times: Select this check box to turn on write access to the Start time/End time fields in the Journal window. As an alternative to entering an amount of hours in the Hours field in the Journal window you can enter the form and to times. Note: The Start time and End time fields in the Journal window can be turned on or off for the whole company accounts in the Show start/end times check box in the Parameters window.
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12 Posting
Specify the ledger accounts to which project transactions should be posted.
The cost price accounts on the Cost price tab page are used when costs are posted on a project, and the
sales price accounts on the Sales price tab page are used when turnover is posted.
You can choose to let your ledger transactions follow either your projects and project groups or your cost
categories and cost category groups. Whenever you create a new project in the Projects window, the search
direction is project/project group.
Posting setup by project or by category is outlined in the table below. The left side of the table applies to
posting by project, and the right part of the table applies to posting by category. The search direction for ledger
accounts is set up as follows on the individual project:
Priority Project group Category
1 Project Category Project Category 2 Project Category group Project group Category 3 Project All categories All projects Category 4 Project group Category Project Category group 5 Project group Category group Project group Category group 6 Project group All categories All projects Category group 7 All projects Category Project All categories 8 All projects Category group Project group All categories 9 All projects All categories All projects All categories
On the project it is specified if project transactions should be posted by project or by category. When a
transaction is posted, the system searches through the configurations in the Ledger posting window.
At first the system searches for a posting combination with a specific project and a specific category, and if
this combination is not found the search continues with the priorities listed on the table above. The search
continues till the weakest, or least specific combination (All/All) is found.
Cost price accounts
Project types
Transaction types
TM Fixed price
Internal Hour Cost Item Revenue On account
Cost (profit & loss)
x x x x x x
WIP - Cost (balance)
x x x x x
Cost -Item (profit & loss)
x x x x
WIP -Cost –Item (balance)
x x x x
Payroll allocation (profit & loss)
x x x x
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Sales price accounts
Project types
Transaction types
TM Fixed price
Internal Hour Cost Item Revenue On account
Invoiced turnover (profit & loss)
x x x x x
Invoiced on-account (p&l/balance)
x x x x x
Accrued turnover - Sales value (profit & loss)
x x x x x x
WIP - Sales value (balance)
x x x x x x
Accrued turnover - Production (profit & loss)
x
WIP – Production (balance)
x
Accrued turnover - Profit (profit & loss)
x
WIP - Profit (balance)
x
12.1 Project Groups
PSA -> Project -> Setup -> Posting -> Project group screen
Use this window to create project groups.
A project group must be assigned to every project. The purpose of dividing projects into different groups is
primarily to control the setup of posting to ledger accounts. For more information on project ledger posting,
see Posting in the Additional information chapter.
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In Project you can set up project groups for three different types of projects:
Internal projects.
Fixed-price projects.
Time and material projects.
Note: Once a fixed price project group has been applied it should not be changed. That is, if estimates have been created for fixed-price projects attached to a project group and transactions have been posted to the projects, critical errors can occur if the project group is changed. Every project must refer to one project group.
Tip: Along with the project structure defined by projects and project groups, there is a parallel structure of
categories and category groups that also controls the posting profiles. Postings in the Project module can
be derived from these two different perspectives. The point of view determines the primary criterion for the
selection of a ledger account for the transactions.
Assessment principle
Project offers the use of two assessment principles. The choice of an assessment principle depends on how
aggressively the company wants to approach cost and revenue posting. Below is a description of both
principles. The conservative principle generally referred to as the Completed Contract method. The more
optimistic approach is generally referred to as the Completed Percentage method.
Completed Contract method
Revenue and costs are added to the profit and loss account when the project is completed. Costs and
payments received from customers are accumulated as WIP in the balance sheet during the project, but
revenue and costs are not recognized until the contract activity is completed.
Completed Percentage method
Revenue and costs are added to the profit and loss account while the work progresses. The amount of revenue recognized is determined by reference to the stage of completion of the contract activity each time estimates are posted.
Note: This list is only available for fixed-price projects.
Buttons in the Projects group screen
Setup: Ledger posting.
Projects: View projects attached to the current project group.
Fields in the Projects group screen
Project group: Enter the group ID of the group you created.
Name: Enter a descriptive name of the project group.
Type: Select a project group type. The project group types correspond to the project types available
except that there are no project groups for summary projects.
Posting: The definition selected in this field is proposed as default when a new project is created in
the current project group.
Search direction: The definition selected in this field is proposed as default when a new project is created
in the current project group. Search direction: The definition selected in this field is proposed as default when a new project is created
in the current project group.
Post hourly costs: Define where hourly costs should be posted when posting hour journals:
a. Profit and loss: Hours will be debited to the Cost account and credited to the Payroll
allocation account when the journal is posted. This option is mandatory on fixed-price projects.
b. Balance: Hours will be debited to the WIP - Cost value account and credited to the
Payroll allocation account when the journal is posted.
b. No ledger: No posting on ledger accounts when hours are posted from journals. Upon
invoicing hours will be debited to the Cost account and credited to the Payroll allocation
account. This option is mandatory on time and material projects.
Post costs: Define where costs should be posted:
a. Profit and loss: Costs will be debited to the Cost account and credited to offset account
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in the journal. This option is mandatory on fixed-price projects.
b. Balance: Costs will be debited to the WIP - Cost value account and credited to offset account
in the journal. c. No ledger: n/a
Post item costs: Define where items should be posted:
a. Profit and loss: Items are debited on the Cost accounts. b. Balance: Items are debited on the Cost account, credited on the Cost items account, and
finally debited on the WIP Cost value account. c. No ledger: n/a
On-account invoicing: Select Profit and loss or Balance to indicate what ledger account invoices
should be posted to. Assessment principle: Project offers the use of two assessment principles. The choice of an
assessment principle depends on how aggressively the company wants to approach cost and revenue posting. Below is a description of both principles:
a. The conservative principle, generally referred to as the Completed Contract method. I. Completed Contract method: Revenue and costs are added to the profit and loss
account when the project is completed. Costs and payments received from customers are accumulated as WIP in the balance sheet during the project, but revenue and costs are not recognized until the contract activity is completed.
b. The more optimistic approach, is generally referred to as the Completed Percentage method. I. Completed Percentage method: Revenue and costs are added to the profit and loss
account while the work progresses. The amount of revenue recognized is determined by reference to the stage of completion of the contract activity each time estimates are posted.
Note This list is only available for fixed-price projects.
Matching principle: Select one of the following options to define how the value is calculated
when posting the periodic WIP: a. Sales value: The value is calculated as the total estimated contract value multiplied by the
percentage of completion. b. Production + profit: The value is split into two amounts: a production value that equals the
realized cost and an estimated profit which is calculated as estimated profit multiplied by the percentage of completion.
c. No matching: This option is selected by default when the No WIP is selected on the Assessment principle list.
Accrue turnover on hour posting: Define if any temporary sales value should be accrued on
time and material projects when posting hours in journals. a. The sales value will be debited to the WIP - Sales value account and credited to the Accrued
turnover - sales value account. b. The accrued sales value will be reversed at the time of invoicing.
Accrue turnover on cost posting: Define if any temporary sales value should be accrued on time and
material projects when posting costs in journals. a. The sales value will be debited to the WIP - Sales value account and credited to the Accrued
turnover - sales value account. b. The accrued sales value will be reversed at the time of invoicing.
Accrue turnover on item posting: Define if any temporary sales value should be
accrued on time and material projects when posting items in journals.
a. The sales value will be debited to the WIP - Sales value account and credited to the Accrued
turnover - sales value account. b. The accrued sales value will be reversed at the time of invoicing.
Accrue turnover on revenue posting: Define if any temporary sales value should be accrued
on time and material projects when posting revenue in journals. a. The sales value will be debited to the WIP - Sales value account and credited to the Accrued
turnover - sales value account. b. The accrued sales value will be reversed at the time of invoicing.
Cost price and Sales price tabs
a. The accounts listed on the Cost price and the Sales price tabs correspond to the accounts
listed on the Cost price and Sales price tabs in the Ledger posting window. If an account
should apply for a specific posting type for all categories, you can select the account in one of
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the account type fields on these tabs. To set up a more specific account for individual
categories or category groups click Setup, Ledger posting.
12.2 Ledger posting screen
PSA -> Setup -> Posting -> Ledger posting
Specify the ledger accounts to which project transactions should be posted.
The cost price accounts on the Cost price tab page are used when costs are posted on a project, and the
sales price accounts on the Sales price tab page are used when turnover is posted.
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13 Indirect component
The indirect components table is used for various burdens and overhead that you want to apply to labor.
Burdens and Overhead (BOH) functionality is designed to add charges to a projects labor costs that are in
addition to the “base” labor cost, to produce a fully cost based project. BOH is primarily made up of two major
types of cost: Burden (which represents the cost of fringe benefits, such as medical benefits and
vacation/holiday time) and Overhead (which is the cost of operations). To compute and apply various BOHs,
the system allows for the definition of an unlimited set of rate structures, with different rates for cost, revenue,
and billing.
13.1 Setting indirect component
PSA -> Setup -> Indirect component -> Indirect component
Fields in Indirect component form
Indirect component: Represent the ID of indirect component.
Name: Represents the name of the indirect component.
Category: Select from Category drop down list, indirect components categories. These categories
have on Project tab, Indirect component checkmark ON.
13.2 Setting indirect component group
PSA -> Setup -> Indirect component -> Indirect component group
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The Indirect Component Group contains the rate structure for the group and is what will be “assigned” to customers, contract and projects. Therefore, a component can be part of more than one component group.
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14 Quotations
PSA project quotations enable users to submit project plans to customers before they are actual projects
entered into the system. Quotations can contain various information about a potential project as far as,
budget, activities, invoicing, services, completion dates, and schedules. Quotations can be approved through
a wizard that helps the user link a quotation to a project and also transfer the quotation to project forecast.
PSA quotation are generated from the project request program.
14.1 Quotations template
PSA -> Setup -> Quotation template -> Quotation template
Fields in Quotation template form
Template name: View/Edit the template name.
Group ID: View/Select the ID of the template group.
Active: If checked the template is active and can be used.
Quotation: View the ID of the quotation.
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15 Forms
PSA -> Setup -> Forms -> Form notes
In the AX System, you can operate with a number of different forms, such as invoices, purchase orders, and
interest notes.
For each form, you can edit a standard text, which is printed directly after the last order line or text line and at
the end of the form. Depending on the form, a standard text could: - inform the customer of your opening
hours; - inform the vendor of the terms connected with a purchase order; - be used to send all your customers
and vendors a holiday greeting;
Fields in the form notes screen
Form: Specify the form you wish to edit. You can add a form note to each form that appears in the list
box.
Language: Language to be used in forms.
Form notes: Enter the form note in the specified language. The form note will be printed on each
printout of this form.
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15.1 Form setup screen
PSA -> Setup -> Forms -> Form setup screen
Define form note parameters for invoices issued from the Project module.
Item number in forms: Specify if item number in external documents; that is, packing slips and
invoices, should be the company's item number, the customer's item number, or both.
Print amount in triangulation currency: Should the amount be printed in triangulation
currency in addition to the existing currency?
Totals: Define if totals should be printed on the first or on the last page.
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Invoice: Specify paper format for the current report.
Print tax exempt number on invoice: Is tax exempt number to be printed on the invoice?
Print packing slip specifications: Is packing slip specifications to be printed on the
invoice?
Invoice: Define where to include documents when printing sheets.
Include documents of type: Specify a document type to be included.
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16 Category
PSA -> Setup -> Category
Categories are a type of cost defined for a whole company. Categories are not project-specific. Examples of
categories are quality assurance, pre-sale, contract negotiation etc. For an employee to perform transactions
to certain categories, the categories need to be specified in the setup for the employee. If you entered
transactions for a defined category, you can no longer change the ID of the category. Categories are attached
to category groups. Category groups are associated with transaction types.
When you enter transactions in a journal the association to a transaction type prevents you from booking
transactions in the wrong type of journal. The transaction types are also used for sorting purposes. A category
group and the attached category always belong to the same transaction type.
16.1 Category groups
Category groups represent groups of types of work. You can always add more groups to the Category group
window.
You can use category groups to:
Group similar cost categories, such as man hours, materials and travel expenses.
Set up ledger posting by category group.
Set up line property by category group.
Category groups are divided into four types and categories attached to a category group need to be specified
as the same type as the category group. The four category types are:
Revenue
Hour
Cost
Item
The benefit of having category groups and the corresponding categories divided into types is that when you want to define a category on a transaction line the categories that appear for selection are limited to the category types defined for this transaction. For example, if you post a cost transaction, the categories that you are allowed to select for this transaction are limited to the cost type categories available.
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The accounts listed on the Cost price and the Sales price tabs correspond to the accounts listed on the Cost price and Sales price tabs in the Ledger posting window. If an account should apply
for a specific posting type for all projects, you can select the account in one of the account type fields on these tabs. To set up a more specific account for individual projects or project groups click Setup, Ledger posting.
Buttons in Category group screen
Setup o Ledger posting: Access the Posting window for an overview of the posting account setup of
the category group. o Line property setup: Set up line property for the category group.
Categories: View categories attached to the current category group.
Fields in Category group screen:
Category group: In this field you enter a name for the category group.
Transaction type: Select one of the five predefined transaction types depending on what transactions
are going to be posted on the category group.
Category group name: Enter a name for the category group.
Line property: Line property setup.
Cost price and Sales price tabs o The accounts listed on the Cost price and the Sales price tabs correspond to the accounts
listed on the Cost price and Sales price tabs in the Ledger posting window. If an account should apply for a specific posting type for all categories, you can select the account in one of the account type fields on these tabs. To set up a more specific account for individual categories or category groups click Setup, Ledger posting.
16.2 Categories
PSA -> Setup -> Categories -> Categories screen
Use this window to set up categories such as hotel expenses, consultant hours, transportation, and sales
costs. The category information must be provided when you enter a project transaction in a journal.
Buttons in the Category screen
Setup: Opens a menu:
Employees: Maintain a list of employees authorized to utilize the cost category.
Projects: Maintain a list of projects available for the category.
Cost price – Hour: Set up a cost price for categories of the type Hour.
Sales price – Hour: Set up a sales price for categories of the type Hour.
Sales price – Cost: Set up a sales price for categories of the type Cost.
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Sales price – Revenue: Set up a sales price for categories of the type Revenue.
Line property setup: Set up line property for the category.
Ledger posting: Set up ledger posting by category. The list of records in this window offers a quick
overview of the posting profile of one specific category.
Pivot table: Click this button to view the number of hours entered on categories. Only categories with
the Hour transaction type can be viewed in a Pivot table.
Fields in Category screen
Category: Enter the category ID in this field.
Category name: Enter a category name of your choice in this field.
Category group: Select a category group.
Category groups are specified in the Category group window.
Transaction type: A transaction type that corresponds to the transaction type of the selected category
group appears in this field once you select a category group.
Employee: The options available on this list determine if the employee ID should be defined for journal
transactions.
Hour transactions always have an employee ID.
Item transactions never have an employee ID.
For cost and revenue transactions it can be defined if the employee ID entry should be optional,
mandatory or not available on revenue or cost journal line.
Line property: Set up line property for the category.
Item sales tax group: Select an item tax group.
Selection of an item tax group is optional.
Cost price and Sales price tabs o The accounts listed on the Cost price and the Sales price tabs correspond to the accounts
listed on the Cost price and Sales price tabs in the Ledger posting window. If an account should apply for a specific posting type for all projects, you can select the account in one of the account type fields on these tabs. To set up a more specific account for individual projects or project groups click Setup, Ledger posting.
16.3 Control types screen
PSA -> Setup -> Categories -> Control types screen
Enter a number of lines corresponding to the number of control types that you want. A control type is a method
for outlining the following estimate information on fixed-price projects:
Cost estimates on individual estimate lines.
Percentage of completion on projects posted according to the completed percentage assessment
principle.
The control type defines: o If you want to follow up on hours or costs. o If work accumulated on each of the estimate lines defined should be included in the calculation
of a percentage of completion. o If it should be possible to edit the automatically calculated percentage of completion.
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Estimate template: Click this button to open the Estimate template window where you specify
estimate lines.
A control type is created with a default of three estimate lines: Items, Hours, and Cost. In this window
you define the names of these.
Fields in Control types screen
Control type: Enter a control ID for the control type.
Control name: Enter an optional name for the control type.
Unit: The calculation unit is used to follow up on fixed-price projects. The options are:
o Amount: If you select this option, the estimated amount of money will be used when calculating a
percentage of completion.
o Unit: If you select this option, the unit entered as an estimate will be used when calculating
percentage of completion.
Calculation: Options for maintaining a percentage of completion. The calculation of the percentage
of completion is based on the amount posted on the project and the expected total amount on the project.
The options are:
o Auto: If you select this option the percentage of completion is calculated automatically on a
project and the automatically calculated value cannot be changed.
o Manually: If you select this option the percentage of completion is calculated automatically on a
project - however, the automatically calculated value can be edited.
Hour: Identify default group for employee.
Cost: Enter a name for the Costs estimate line. You need to define at least one estimate line for
items, employee, and costs, respectively.
Items: Enter a name for the Costs estimate line. You need to define at least one estimate line for
items, employee, and costs, respectively.
Click the Cost lines button to open the Estimate template window where you set up estimate lines, and to
attach a category to each of the estimate lines.
Control type: Enter a control ID for the control type.
Control name: Enter an optional name for the control type.
Hour: Identify default group for employee.
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17 Line property
PSA -> Setup -> Line property -> Line property screen
On time and material projects the line property controls whether transactions are chargeable or non-
chargeable, and whether the sales value is accruable or non-accruable. On fixed-price projects the line
property only affects the cost price. Use the line property to set up additional cost and sales price percentages
for project transactions.
Line properties can be set up on projects and project groups and categories and category groups.
The line property is default information on hour, revenue, cost, and item transaction lines, so unless a line
property can be derived from a project group, project, category group, or category a line property has to be
entered on each transaction line.
Buttons in the Line property screen
Line property setup: Click this button in this window to enter the Line property setup window.
Fields in the Line property screen
Line property: Status that the transaction is attached to.
Name: Type the name of the current line property.
Cost percentage: Specify a percentage to be added to the original cost price.
Sales percentage: Specify a percentage to be added to the regular sales price.
Chargeable: Specify if the transaction is chargeable to the client
Capitalize cost: Check this box if you want to capitalize transactions in balance acounts.
May be accrued: Accrue revenue turnover.
17.1 Line property setup
PSA -> Setup -> Line property -> Line property setup
A setup can be defined for each line property.
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Line properties are set up with a Table-Group-All relation for projects and categories. This means that the line property
applied when a transaction is entered in a journal is collected on the basis of a search for the most specific
criterion.
At first the system searches for a combination with a specific project and a specific category, and if this
combination is not found the search continues with the priorities listed on the table below.
The search continues till the weakest, or least specific combination (All/All) is found.
When journal lines are entered, the system searches for a line property that matches the specified project
number and category. If no line properties are defined, the line property has to be entered on each hour,
revenue, cost, or item registration line.
In the Search direction field on the Setup tab in the Project window can be defined if the search for a line
property should be according to category or according to project.
When a new project is created, the Line property is by default taken from the project group.
Project as primary search
Category as primary search
Project Category Project Category Table Table Table Table Table Group Group Table Table All All Table Group Table Table Group Group Group Group Group Group All All Group All Table Table All All Group Group All All All All All
Fields in the Line property setup form
Valid for: Statement should apply for.
Project relation: Project number or project group.
Category relation: Category or category group relation.
Line property: Status that the transaction is attached to.
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18 Validation
To use the validation system the following setup must be applied.
Define validation groups for employees, categories, and projects
Create the appropriate validation groups for employee/category, employee/project, and
project/category.
Combine projects/employees/categories as needed within each of the validation groups.
Define validation connections between individual employees, categories, and projects
Set up connections between individual employees, categories, and projects or add individual
employees, categories, and projects to validation groups.
Define validation parameters for employees, projects, and categories
Set parameters for employees/categories, project/categories, employees/projects. These parameters
enable the validation definitions set up for employees, categories and projects. Also, the parameters
determine the access level of the lookup lists, that is, if entries other than the ones displayed on the
lists should be accepted upon registrations in journals.
Enable parameters
Enable validation parameters for individual projects or employees to specify if the overall validation
setup, including parameter setup, should be applied for this particular project or employee.
Note: Individual employees can be excluded from the validation system by deselecting categories and
projects via the Employee window (click Setup, Employee or Project). Also, individual projects can be
excluded from the validation system by deselecting categories in the Projects window (click Setup,
Project).
18.1 Define validation groups
1. Open the appropriate form - Employee/category, Employee/project, or Project/category - under
Setup, Validation.
2. Press Ctrl+N from the Overview tab to create a validation group. 3. Add the appropriate employees, projects, or categories on the two remaining tabs in the form.
Tip An optional number of validation groups can be specified for each combination.
18.2 Define validation connections
The method for defining validation connections is basically the same for projects, employees, and categories.
1. Define validation connections for a project 2. Open the Projects window, select a project, and click Setup.
3. Click either Employee or Category to associate an employee or a category with the selected
project.
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19 Retainage
The concept of Retainage enables the system to hold back a certain percentage from each invoice on a
project. PSA supports Accounts Receivable, as well as Accounts Payable retainage functions.
Retainage schedules can be set up on a specific contract/project, and purchase order, or on a system wide
basis (within the project parameter setup). Invoice retainage can be released at any time in the projects‟ life
cycle. It can be based on a percentage complete, or a currency amount already invoiced.
An example of retainage could be if a software company where installing four modules, and they had to hold
back 10% of all invoices until the customer went live with the system.
19.1 A/P Retainage Schedule
Fields in the A/P Retainage Schedule form
Schedule: View the retainage schedule list ID.
Description: View a short description of the schedule.
Subcontractor: View/Edit the Vendor account number on which the schedule applies.
Client: View the Customer account number on which the schedule applies, it is automatically filled
in when selecting the project.
Contract: View the contract from which the invoicing is being carried out on the schedule, it is
automatically filled in when selecting the project.
Project: View/Edit the project on which the schedule applies.
Valid from: View/edit the start date of the schedule.
Percent complete to: View/Edit the completed percentage of the project until the rule applies.
Percent: View/Edit the retained percentage.
Release: If checked defines the stage when the retainage can be released and invoiced.
19.2 A/R Retainage Schedule
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Fields in the A/R Retainage Schedule form
Schedule: View the retainage schedule list ID.
Description: View a short description of the schedule.
Customer account: View/Edit the Customer account number on which the schedule applies.
Contract: View the contract from which the invoicing is being carried out on the schedule, it is
automatically filled in when selecting the project.
Project: View/Edit the project on which the schedule applies.
Valid from: View/edit the start date of the schedule.
Percent complete to: View/Edit the completed percentage of the project until the rule applies.
Percent: View/Edit the retained percentage.
Release: If checked defines the stage when the retainage can be released and invoiced.
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20 Resource scheduling
The resource scheduling enhancement provides a robust employee/contractor- based resource scheduling
engine that will match qualified/available resources to the appropriate task. A major component of this
enhancement is a new scheduling workbench that allows for scheduling by project or by resource.
Because professional services organizations are labor-centric, the correct deployment of their labor resources
is critical in delivering high levels of customer satisfaction, maximum resource utilization and revenue and the
appropriate staffing level and related cost.
Resource Scheduling allows companies to better control the allocation of their valuable assets to maximize
profits, reduce cost and increase client satisfaction by making sure the best available resource is assigned to
projects and tasks. The scheduling engine propose the best fit employee based on their resume like
education, skills, certificates, project experience and user defined attributes.
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21 Intercompany mapping
PSA -> Setup -> Intercompany -> Intercompany mapping
This table is used when processing intercompany transactions for the matching/linking of one company
account category to a different company account category.
Mapping of categories from one company to another is optional, but important if you want the category from
the performing company to be accurately reflected on the owning company‟s transactions.
For example: Company A hires Company B to do project management and design. Within company
B, the category codes for these are PM and DES. Within company A, the category codes are
PRO_MAN and DESIGN. With mapping setup (Company B PM = Company A PRO_MAN), all
transactions from Company B to Company A would post to the PRO_MAN category. Without this
mapping setup, the category would be defaulted from the setup in PSA Parameters, or if nothing is
setup in the default, the user would have to select before posting the Journal in the owning company.
Mapping is optional for linking projects and employees. The benefit of the linking is that the company accounts
prefix will not display on the id record of the appropriate record.
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22 Dimensions
Define dimensions in order to analyze and classify financial transactions. Financial transactions are usually
organized according to voucher and account number. Additional grouping and classification options are
available by assigning several dimensions to transactions. Dimensions allow you to view the data file from
different perspectives to be able to improve the effectiveness with which you track figures across accounts.
Dimensions are used in numerous places throughout the system.
There are five default dimension settings with PSA:
Department
Cost center
Purpose
Product
Brand
Example: You can use dimensions to analyze revenue for the entire company, or by department, employee, or activity, to name a few.
Note: The dimension settings can be changed in the database if you want to increase or reduce the
number of dimensions. Dimensions are independent from one another. One or more hierarchical
combinations can be set up in each dimension, where individual elements are assigned fixed positions in
the dimension's number.
You can add dimensions to base data such as ledger accounts, customers, and vendors. The dimensions will
be copied automatically to transactions (for example sales and purchases). You can change dimensions
before posting, depending on the setup of Validate dimension in Chart of accounts.
