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Use project accounting with general budget reservations (Public sector)

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3

If your organization uses project accounting, you can include references to your project in general budget reservations. This can affect budgeting, committed costs, and funding-source reservations and consumption.

Note

General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235

For more information, see About general budget reservations (Public sector).

Certain expenditures are planned to be charged to projects. When you create a general budget reservation, you can specify that the planned purchase is for a specific project and project category. You can also specify other project-related information, such as the expected sales price (for public sector entities, this typically is the cost price). These values are all included on the subsequent purchasing documents for projects.

If the general budget reservation contains a project distribution, then the purchase order, purchase requisition, or vendor invoice that references the reservation must include the project distribution and all project information. This information is copied automatically to the source document from the general budget reservation.

For more information about project accounting, see Project management and accounting and About Project management and accounting parameters.

Enable committed cost tracking for general budget reservations

Project committed costs are created when purchasing documents are approved, confirmed, or posted. The costs represent amounts that will be spent on a project. Project managers can view pending costs for a project in order to track accurate information about their project's costs.

To enable committed cost tracking for general budget reservations, use the following steps.

  1. Click Project management > Setup > Project and accounting parameters.

  2. Click Cost control.

  3. Under Cost commitments, select the General budget reservation check box.

    Note

    The Purchase order, Vendor invoice, and Purchase requisition check boxes will be automatically selected.

  4. Click Close. When the general budget reservation is posted, it will be counted in the project’s committed costs.

Specify project information in a general budget reservation

To specify project information in a general budget reservation, use the following steps.

  1. Click Budgeting > General budget reservations > All general budget reservations.

  2. Create a general budget reservation. For more information, see Create a general budget reservation (Public sector).

  3. Under General budget reservation lines, add a project ID and project category for each applicable reservation line. Information from the project will be copied automatically to the reservation.

  4. Optional: To see the project details, click the Line details FastTab, and then click the Project tab.

View project committed costs for a general budget reservation

When you post a general budget reservation for a project, a committed cost (the total amount of the distributions to that project) is created for the reservation amount against that project.

To view project committed costs for a general budget reservation, use the following steps.

  1. Click Budgeting > General budget reservations > All general budget reservations.

  2. Open the posted general budget reservation that you want, and then select a reservation line.

  3. On the Line details FastTab, click the Committed costs button. The Committed costs form opens, displaying the committed costs related to the selected line.

Warning

Committed costs for general budget reservations are based on amount, regardless of whether the committed cost includes a discrete quantity and unit cost. The committed cost quantity will always be 1.