Financial Management#

The following features expand standard Microsoft Dynamics 365 Business Central¹ functionality to provide additional options to those working in your organization’s finance department.

Non-deductible VAT#

For general information about the feature, see Set Up Non-Deductible VAT - Business Central. This article only describes the additional pages, functions, and fields available for it in KUMAVISION project365.

G/L Account Card#

In the "Project item type" field on the G/L account card, you can specify whether a project posting is posted as "Consumption" or "Sales". This is not normally necessary as the purchase or sales document specifies this.

This can be adjusted for certain G/L accounts. For example, in a purchase document, a G/L account purchase line can be posted via this field as project revenue (project item type sales) instead of as project expenditure. Or vice versa, in a sales document, a G/L account line can be posted as an expense (item type consumption).

A posting in a financial accounting sheet with a project reference is generally posted as project consumption. Only this field on the G/L account card can be used to control that it should be a project revenue (project item type sales).

VAT Setup#

You can now also use dimensions to calculate percentages of non-deductible VAT.

1. Choose the Search icon, enter VAT Setup, and then choose the related link.
2. Fill in the fields as described in the following table.

Non-Deductible VAT Dimensions#

Can be opened by choosing Actions > Non-Deductible VAT Dimensions on the ribbon.

If you selected the Dimension option in the Non-Deductible VAT Type field on the VAT Setup page, the non-deductible VAT typically specified in VAT Posting Setup is stored with dimensions and dimension values instead. In that case, you specify on this page the dimensions that you want the system to consider for calculating a percentage, as well as the order of priority in which they should be searched for.

You then need to specify for each dimension value from which date a percentage will be valid for them by choosing Dimension > Dimension Values on the ribbon and filling in the fields as necessary.

Non-deductible VAT is only used for lines on which you stored a business and posting group combination that allows the use of non-deductible input VAT via the Allow Non-Deductible VAT field in VAT Posting Setup (see the standard help for more details).

Project deferrals#

For general information about the feature, see Defer Revenues and Expenses.

The following section only explains the additional pages, functions, and fields available for it in KUMAVISION project365.

Projects Setup#

The standard app doesn’t include a function to defer project ledger entries; they’re posted in sales and purchasing as if no deferral took place, that is, one entry is created per posting date. To change that:

1. Choose the Search icon, enter Projects Setup, and then choose the related link.
2. On the General FastTab, turn on the Use Deferral toggle so that you can defer amounts on project ledger entries in the same way as project revenue and usage.

Fixed asset integration#

This section describes the integration of project management into fixed asset accounting. For general information about the functionality, see Manage Fixed Assets (contains video) - Business Central | Microsoft Learn.

Setup#

A FastTab named Project Integration has been added to the Fixed Asset Setup page, containing a toggle called FA Project Integration. Only if this toggle is turned on are you able to use the features described in the following. If it isn’t, nothing is posted to a project when you post a fixed asset transaction.

Turning on the toggle then unhides the other fields on the tab. You can choose in the Depr. Book (Projects) field the depreciation book for which FA ledger entries will be posted to projects. For each posting type—from acquisition cost to custom1 and custom2—you can also choose the work package that specific FA values should be posted to automatically.

Fixed asset card#

To link a fixed asset to a project, open a fixed asset card and fill in the Project No. field. This way, posting a fixed asset transaction also posts the FA value to the specified project.

Post an FA ledger entry#

When you post a ledger entry for a fixed asset linked to a project, a project ledger entry is created. This entry is posted to a WBS line containing a work package of the same FA posting type as the package specified in Fixed Asset Setup. If none is found on the current WBS, an error message appears.

However, the system must not create project ledger entries for asset purchases or sales at this point, that is, for fixed asset ledger entries where the posting type is set to Acquisition Cost, Proceeds on Disposal, Salvage Value, or Book Value on Disposal, or where the posting category is Disposal or Bal. Disposal.

The exception are internal projects, identified as such on the Project Type page. Their FA transactions must be set up manually, which creates project ledger entries. But these don’t include amounts used to, for example, measure the financial value of a project. They’re stored in the Fixed Asset Total Cost (LCY) field instead.

To create project ledger entries, project journal lines are set up and posted. What kind of project ledger entry is created during this process depends on the posting type specified for the fixed asset. If that type is Gain/Loss, Proceeds on Disposal, Salvage Value, or Book Value on Disposal, Sale is selected as the ledger entry type; else, the Consumption option is used.

All project ledger entries are of type G/L Account, with the correct account being chosen based on the fixed asset group that you specified for the relevant FA ledger entry type. The value of a project ledger entry corresponds to the FA value that is posted for a project but with the sign reversed. The entry also contains the dimensions of both the project and the fixed asset it’s related to.

Financial reports#

Financial reports set up for internal projects might include fixed asset-related consumption even if the specified FA type doesn’t allow costs to be stored for them in the usual way.

For this purpose, you can select the Include Fixed Asset Total Costs checkbox in the column definition if you choose Project Ledger Entry as the entry type. With the field selected, the report column will include not only the total costs of the relevant project ledger entries but also those of the fixed asset based on the Fixed Asset Total Cost (LCY) field value stored with the entries.

Integration Cashflow#

The project payment plan can be integrated into the cash flow worksheet by activating the "Project Payment Plans" source in the "Suggest Worksheet Lines" function. The planning date and amount from the payment plan rows are transferred to the cash flow rows. The project number is entered as the document number, the source type is project payment plan, the source number is the number of the payment plan line. The planning dimensions are also transferred.

G/L Registers#

In KUMAVISION project365, the G/L Registers has been expanded to include the fields "From Project Ledger Entry No." and "To Project Ledger Entry No." as well as the associated calls of these project items.

These two fields are only filled in if the booking originates from a "Financial accounting sheet" with a project reference. They remain empty if the posting is made from a document (e.g. purchase or sales) with a project reference, as in this case the project item is not posted via the "Accounting ledger sheet", but directly via the "Project ledger sheet".

Exceptions:

• If a posting is made to a G/L account in a line item, the project item is also posted at the same time as the G/L account line item is posted.
• If an accrual posting is made in the document, this posting (and only this posting) is posted via a financial accounting sheet including the project items.

Accrual posting in purchasing documents#

The use of an accrual code in a purchase line also has an effect on the project items.

The following example shows how such an accrual posting affects the project items.

Purchases are made on a project basis with a quantity > 1 and a unit price of €60.00. The costs are spread over 3 months. The WBS line is settled according to expenditure. The two scenarios only differ in the setting of the field "Proc. Accrual posting sales amounts" field in the Projects setup. Scenario 1 is posted with the option "Original project items only" and scenario 2 with the option "Accrual project items".

Scenario 1

Only the original expense item has sales values and is included in the settlement.

Scenario 2

The distribution items flow into the billing document, the original expense item is not billed.

While the original expense item is posted to the item, resource or G/L account, the accrual postings are always posted to the G/L account set up and the quantity (-)1.