Let’s dive into the powerful Projects/Jobs functionality in Microsoft Dynamics 365 Business Central.
What is a Job/Project module?
A project module is a tool designed to streamline project management and enhance operational efficiency.
The project module will help streamline project management by tracking tasks, resources, and costs. It enhances project accounting and efficiency, ensuring better control and outcomes for your business.
Job Module Capabilities
1. Key features of the Job module:
- Project Planning and Management
- Cost and Revenue Tracking
- Budget Management
- Resource Allocation
- Time Management
- Invoicing and Billing
- Reporting and Analytics
2.Real-time examples of Job module:
- Construction Project Management
- IT Services Implementation
- Marketing Campaign Execution
- Product Development
- Event Planning
- Facility Maintenance
- Consulting Engagement.
3. Benefits of using the Project module:
- Accurate Project Accounting: Ensures precise tracking of project costs and revenues.
- Resource Management: Efficiently allocates and tracks resources across projects.
- Task Tracking: Monitors project tasks and milestones for timely completion.
- Cost Control: Helps manage and control project budgets and expenditures.
- Invoicing: Streamlines the billing process by linking costs directly to customer invoices.
- Reporting: Provides detailed project reports for better decision-making.
- Integration: Seamlessly integrates with other Business Central modules for unified operations.
- Time Management: Tracks time spent on projects to improve productivity.
- Forecasting: Assists in forecasting project costs and revenues for better planning.
- Customer Satisfaction: Enhances project transparency and communication, leading to improved customer satisfaction.
The Project module is used to manage and track projects, including scheduling resources and monitoring costs.
Click on global search and write project Setup.
In the General Fast tab:
Automatic Update Project Item Cost: ensures that any changes in item costs are automatically reflected in associated project costs, maintaining accurate cost tracking for ongoing projects. This helps in real-time updating and accurate financial reporting for project management.
Apply Usage Link by Default: You turn this on, indicating that for all new projects created henceforth, project ledger entries will be automatically linked to project planning lines, facilitating seamless tracking of project usage.
Allow Budget/billable lines Default: whether Project lines can be of type Both Budget and Billable by default. Select this check box if you want to apply this setting to all new jobs that you create.
Default WIP Method: used for calculating work in process (WIP). It is applied whenever you create a new project, but you can modify the value on the project card.
Default WIP Posting Method: how the default WIP method is to be applied when posting Work in Process (WIP) to the general ledger. By default, it is applied per project.
Default project Posting group: posting group to be applied for when you create a new project. This group is used whenever you create a project, but you can modify the value on the project card.
Document No. Is project Number: the project number is also the document number in the ledger entries posted for the project.
In the Numbering Fast tab:
Project Nos. is the code for the number series that will be used to assign numbers to Projects. To see the number series that have been set up in the No. Series table, click the drop-down arrow in the field.
Project WIP Nos.: the code for the number series that will be used to assign numbers to Project WIP documents. To see the number series that have been set up in the No. Series table, click the drop-down arrow in the field.
Information about the Timesheet:
Click on global search and write Resources set up.
Here, the User can set up Numbering.
Then click on global search and write Resources as shown below:
On the resource card, there is a timesheet Boolean so that must be true. As shown below screen.
Then in the Resource card user needs to Set the Time Sheet Owner User ID and Time Sheet Approver User ID.
Click on Create Time Sheets.
Timesheet created Notification will come.
Click on global search and write Timesheet.
Enter timesheet data and submit it.
Job/Project module Information
Now let’s start the Job/Project module Information.
Click on global search and write projects. As shown below screen.
Once the projects list Page opens then Click on the New Button as shown below screen.
Then new project card page will open as shown below screen.
The user needs to fill in the General details on the project Card page.
Then the user needs to add Tasks that need to be done in Setting Up New Room.
Add all project tasks in line with whatever is needed in that project. As shown below.
Click on “Line” then project and project Planning line. as shown below.
3 option systems will show as shown below.
Budget: Budgets in Jobs allow for financial planning and tracking of costs against expected project expenses.
Billable: Billable entries in Jobs track services and hours that can be invoiced to customers.
Both Budget and Billable: Combining budget and billable functionalities in Jobs enables detailed cost control and revenue management for project profitability analysis.
From here users can make a budget for resources and items. After making the budget the user needs to post this budget.
Suppose here we posted a budget for one resource for 5 hours as shown below screen.
For posting the Budget User needs to click on Create project Journal Lines.
Click on ok.
Then on the project card, the user can see its value on Budget.
Now, the user can post their bills and see their values in the Actual column.
Go to the project planning line select billable and change the amount if its values are different then change the amount and post it.
So, when the user posts billable and goes to the job card then the value is visible in the Billable column. As shown below.
After that user needs to create a Sales Invoice.
Click on OK.
Sales Invoice is here.
Users can also see posted sales invoices.
Once the user posts it then its value will be visible on the job card.
Now, let’s take other values in which the budgeted cost and actual cost will be different.
So, by going through job planning lines the first user will define the budget. As shown below.
After that create a Project journal line.
Project journal users can select a budget so the value will be visible in the budget column.
The user will select billable then the value will be visible in billable.
Users can create invoices.
Click on the sales invoice and the system will create its invoice and the user needs to post it.
Users can create invoices directly from line documents and Create sales invoices.
In the invoice, users can make modifications if needed.
Information about the WIP and WIP method, WIP Summary, Status of job, sale Invoice, Timesheet, and reporting.
In the posting fast tab, the user can see all information about the project as shown below screen.
Status: The status of the project will be visible in the status field.
Project Posting Group: Mapped with temporary chart of account posting. Users need to set up and select.
WIP Method: The user needs to select which they want to use for this project.
WIP Posting Method: The user needs to select which WIP Posting Method wants to use for this project.
Users can set up their methods in the system.
% Completed: based on the billable amount this % completed field will have values.
% Invoiced: Based on the invoiced amount this % completed field will have values.
Planning line reports
Users can run planning line reports of projects.
The planning line report will give every information related to the project as shown below:
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