Project Journal
Use the Project Journal page to create and edit project transaction batches. Alternately, you can use the Time Journal to create time entries against a project, or the Expense Journal to create expense entries against a project. Those journals are specific to time or expense entry, whereas the Project Journal allows you to create entries (i.e., general ledger entries) that are not related to time or expense. You can also import expense entries into the Expense Journals from an Excel file.
To create a new Project journal batch manually
Navigate to the Role Center > Journals > Project Journal.
Select a Journal Template from the list, then select the type of journal batch you wish to create (i.e., adjustment batch, project batch, WIP batch).
Select Get Scheduled Billing from the ribbon if you want to create the Project Journal entry from an existing scheduled billing schedule and select a project number from the list.
To create a manual project journal entry:
Posting Date: Specifies the posting date you want to assign to each journal line.
Document Date: Select the date for the project journal entry.
Applies-to Entry:
Applies-to ID:
Document Number: Specify a document number for the transaction.
Project No.: Specify the number of the project used for the entry.
Project Task No.: Specifies the number of the related project task used for the entry.
Caution
When formatting the Project Task No. field in Excel (in preparation for importing), you cannot use a leading zero or a trailing zero if the task number is formatted to two decimal places. For example, if your task number is 100.10, and you try to run the import, the file will fail to import, and you will receive an error message "The field Job Task No. of table Job Journal contains a value (100.1) that cannot be found in the related table (Job Task).". To resolve this, be sure to format the field as Text in Excel by placing an apostrophe at the beginning of the number (i.e., '100.80) so the leading or trailing zero is not deleted by Excel and the file can import successfully.
Expense Date: Specifies the date on which the expense transaction occurred.
Document Number: Enter a document number for the journal line.
Type: Specifies the type of the transaction. Options include:
- Resource
- Item
- G/L Account
Attach to Project Entry No.:
Amount Type: Options include:
- Original Project Entry
- WIP Capitalization
- WIP Capitalization Posted
- WIP Recognition
- WIP Recognition Posted
- Currency Adjustment
- Price Adjustment Qty Adjustment
- Applying Entry
- Adjustment
- Inv Suggestion
No.: Specifies either the Item No., Resource No., or the G/L Account No., depending on the selection made for the Type field.
Expense Payment Type: Specifies the type of expense payment. For more information see: Expense Payment Types
No.: Specifies the value related to the expense type for the expense journal line. Example: Hotel, Meals, Mileage).
Source Type: Specifies the source type to be used with this transaction. Options include:
- Customer
- Vendor
Source No: Specifies the Customer No., or the Vendor No., depending on which option was selected in Source Type.
- Project Manager Code: Specifies the project manager assigned to the project or project task.
Expense Payment Type: Specifies the Expense Payment Type to use for the transaction.
Expense Code: Specifies the Expense Code to use for the transaction.
Description: Specifies a user-defined description of the transaction.
Description 2: Specifies a user-defined description of the transaction.
Expense Date: Specifies the date on which the Expense transaction occurred.
Deferral Code: Specifies the code of the deferral template to be used to defer revenue for this line.
Credit Card Code: Specifies the type of credit card used for the expense. For more information see: Credit Card Setup
Purpose: Specifies the purpose of the expense and why it is being charged.
Payment Code: Specifies the payment code to use for the transaction.
Work Type Code: Specifies which work type the resource applies to. Prices are updated based on this entry.
Hour Bank No.: Specifies the hour bank to which this time entry will apply.
Unit of Measure Code: Specifies how each unit of the item or resource is measured, such as in pieces or hours. By default, the value in the base unit of measure field on the item or resource card is inserted.
Time Pay Type: Specifies pay type value for the entry to determine cost and price (i.e., Regular, Overtime, etc.)
Pay Type Cost Factor: Specifies the pay type cost factor of the resource time entry. Unit cost will be adjusted by this factor.
Quantity: Specifies the number of units of the project journal's No. field, which is the value related to the expense type that applies. If you later change the value in the No. field, the quantity does not change on the journal line.
Currency Code: Specifies the currency code to be used.
Direct Unit Cost (%): Specifies the cost of one unit of the item or resource on the line.
Unit Cost: Specifies the cost of one unit of the item or resource on the line.
Unit Cost Incl. Tax: Specifies the cost of one unit including tax in local currency of the item or resource on the line.
Total Cost($): Specifies the total cost for the journal line. The total cost is calculated based on the project currency, which comes from the currency code field on the project card.
Total Cost: Specifies the total cost for the journal line. The total cost is calculated based on the project currency, which comes from the currency code field on the project card.
Total Cost Incl. Tax: Specifies the total cost including tax in local currency for the journal line. The total cost is calculated based on the project currency, which comes from the currency code field on the project card.
Cost Amount Includes Tax: If selected, the cost amount includes tax.
Profit %: Specifies the profit percentage for the expense journal line.
Unit Price ($): Specifies the price of one unit of the item or resource. You can enter a price manually or have it entered according to the price/profit calculation field on the related card.
Line Amount ($): Specifies the amount that will be posted to the project ledger.
Total Price ($): Specifies the total price in the project currency on the journal line.
Balance Account Type: Specifies the balance account type. Options include:
- G/L
- Bank
- Vendor
Cost Type: Specifies the cost type to be used with this expense. Example: Overhead, Revenue, Labor. For more information see: Setting up Cost Types
Post Project Entry Only: Specifies if the line should be posted to the project entry only.
Pay Type Price Factor: Specifies the pay type price factor of the resource time entry. Unit price will be adjusted by this factor.
Expense Vendor No.: Specifies the vendor related to the expense journal line.
Credit Card Adj. LCY: Specifies the amount related to credit card adjustments in local currency.
Exp. Amt LCY: Specifies the expected amount in local currency.
Attachments: Import attachments in PDF, JPEG, and other formats. To add an attachment to the line:
Select the No text.
The Edit Attached Documents page opens.
Select the Select File link.
In the Attach a Document page, select Choose to navigate to the file you wish to attach to the line.
Select Close to finish attaching the document to the line. The No in the line will change to Yes to indicate there is an attachment on that line.
Important
Location Code and Bin Code fields are available to be added to enter an item with a location/bin no. in the Project Journal. Use personalization to make these fields visible if you wish to use these fields. Location Code specifies the code for the inventory location where the item on the journal line will be registered. Bin Code specifies the bin where the items are picked or put away.
Important
Lot No. and Serial Number fields are available to be added to enter an item with a lot and/or serial number in the Project Journal. Use personalization to make these fields visible if you wish to use these fields. For more general information about setting up and using lot or serial tracking in Dynamics D365 Business Central, see: Track Items with Serial, Lot, and Package Numbers
Expense Resource No.: Specifies Expense Resource No.
Expense Document No.: Specifies Expense Document No.
Create a new project journal batch by importing values
Prepare an Excel file with one line in Excel for each transaction line to import into the Expense Journal, using the appropriate values based on above field descriptions.
Navigate to Journals > Project Journal
Navigate to Process > Import Expenses
In the Import Project Journal page that opens, complete the following:
Project Task No.: Specify the value of the project task number field. This value will be applied to any lines with a blank project task number in the import file.
Expense Journal Template: Select the expense journal template to use for the lines to be imported.
Expense Journal Batch: Specifies the value of the time journal batch field for the lines to be imported.
Type: Specifies the value of the Type field. Options include:
- Resource
- Item
- G/L Account
Chargeable: Specifies the value of the Chargeable field
Select File: Select the ellipsis and select Choose to navigate to the file you wish to import.
Advanced: Expand the Advanced fast tab to add additional parameters for the import:
Maximum rendering time: Specifies the maximum time it can take to render the report. If exceeded, the report will be canceled. The value must have the format [d.]hh:mm:ss[.ffffff]. Milliseconds can be included but will be ignored.
Maximum rows: Specifies the maximum number of rows that can be included in this report. If exceeded, the report will be canceled.
Maximum documents: Specifies the maximum number of documents that can be included in this report. Notice that this setting applies to document reports only. If exceeded, the report will be canceled.
Select OK to begin import.
You will receive a message upon successful completion of import "Import Completed". Select OK.
You can review the imported file and when ready, select Post/Print > Post to post the batch, or Post/Print > Test Report to preview and print a report of the batch.
For more information see:
Enter and Approve Expense Sheets