Projects and Construction: Cost Transactions Linked to AP Documents

In MYOB Acumatica 2024.1, a new side panel has been introduced on the Pro Forma Invoices (PM307000) form. On this side panel, users with appropriate access rights can link cost transactions produced on the release of project-related AP documents to the progress billing lines of pro forma invoices. Regardless of their access rights, users can also view the cost transactions that are linked to time and material billing lines of pro forma invoices.

The following sections describe the capabilities of the new side panel in detail.

New Side Panel on the Pro Forma Invoices Form

While viewing a pro forma invoice on the Pro Forma Invoices (PM307000) form, a user can click Linked Cost Transactions icon on the side panel. This opens the Linked Cost Transactions (PM307100) inquiry form in the side panel, as shown in the following screenshot. On the inquiry form, the system automatically populates the values in the Project and Pro Forma Invoice Ref. Nbr. boxes with the values from the current pro forma invoice. (The user can select any other project or pro forma invoice, if needed.)

The table on the side panel lists the cost transactions that are linked to the lines of the selected pro forma invoice.

Figure 1. The Linked Cost Transactions inquiry form on the side panel


The Linked Cost Transactions (PM307100) inquiry form in the side panel does not work synchronously with the Pro Forma Invoices (PM307000) form that you have opened. If the user performs any action on the Pro Forma Invoices form, the user must refresh the page to see the changes on the side panel.

Note: The Linked Cost Transactions (PM307100) inquiry form is available only as a side panel and has not been added to the site map.

Cost Transactions Linked to Time and Material Lines

The table on the side panel of the Pro Forma Invoices (PM307000) form includes the project transactions linked to time and material lines of the selected pro forma invoice, as shown in the following screenshot. These are the cost transactions that have been used as the basis for billing. Users can only review these project transactions and cannot edit them. (That is, they cannot unlink these project transactions from the corresponding lines, or link a cost transaction to a time and material line.) The Add Transaction and Remove Transaction buttons are unavailable for these lines on the table toolbar of the side panel, as shown in the following screenshot.

Figure 2. Cost transactions linked to time and material lines


Cost Transactions Linked to Progress Billing Lines

When a pro forma invoice is created during the billing procedure, the progress billing lines of this pro forma invoice on the Progress Billing tab of the Pro Forma Invoices (PM307000) form are initially not linked to any cost transactions.

If the Administrator or Project Accountant role is assigned to a user on the User Roles (SM201005) form, the user can link and unlink project transactions to progress billing lines of the pro forma invoice by using the side panel of the Pro Forma Invoices form. Other users have View Only access to the side panel tab; these users can open the side panel tab and review the project transactions linked to the current pro forma invoice but cannot make any changes to existing links.

A user with appropriate access rights can link project transactions to a pro forma invoice that has the On Hold status. To link a project transaction to a particular pro forma invoice line, the user does the following:

  1. In the Pro Forma Invoice Line Nbr. box of the Selection area of the side panel, selects the number of the line to which the cost transaction should be linked. If the line number is not selected, the cost transaction will be linked to the pro forma invoice.
  2. Clicks + on the table toolbar. The system opens the Add Transactions dialog box, as shown in the following screenshot.

    The table in the Add Transactions dialog box lists all released project transactions that are not already linked to any pro forma invoice line. The system lists only the project transactions that have AP specified in the Module box on the Project Transactions (PM304000) form. The listed project transactions originate from the following types of accounts payable documents: bill, debit adjustment, credit adjustment, cash purchases, cash returns, or voided cash purchases. In the Selection area of the dialog box, the user can specify any of the following settings to narrow the list of the shown project transactions: Project Task, Cost Code, From Date, To Date, Vendor, AP Doc. Type, and AP Doc. Nbr.

    Figure 3. Linking of a cost transaction to a pro forma invoice line


    Note: For an AP bill that has been reclassified, the system will show only the latest project transaction—that is, the one that has been generated by the reclassification process. The project transactions that have been created before reclassification are unavailable for linking to pro forma invoices.
  3. Locates the project transaction to be linked to the pro forma invoice line, and selects the unlabeled check box in the row with this transaction.
  4. Clicks Add & Close to link the project transaction, and then clicks Save on the form toolbar of the side panel to save the changes.

Each pro forma invoice or pro forma invoice line can be linked to one or multiple project transactions. Each project transaction can be linked to only one pro forma invoice line (or to one pro forma invoice). Once a project transaction has been linked to any pro forma invoice line, it is no longer shown in the Add Transactions dialog box.

Changes to Existing Links Between Cost Transactions and Pro Forma Invoices

A user can link project transactions to a pro forma invoice that has the On Hold status. To unlink a cost transaction, the user first clicks the cost transaction line in the table on the Linked Cost Transactions (PM307100) form in the side panel of the Pro Forma Invoices form. The user then clicks the Remove Transaction button on the table toolbar and saves the changes. The system removes the link so that the cost transaction can later be linked to another pro forma invoice.

The system automatically updates or removes the link between a cost transaction and a pro forma invoice (or pro forma invoice line) as follows:

  • If a pro forma invoice line is deleted, the system removes the link to the cost transaction from the pro forma invoice.
  • If a pro forma invoice is deleted, the system removes the corresponding links to the cost transactions.
  • If an AP bill that corresponds to a project transaction has been reclassified, and the project has been changed as a result of this reclassification, the system removes the link to the cost transaction from the pro forma invoice (or invoice line).
  • If an AP bill that corresponds to a project transaction has been reclassified, and the project has not been changed, the system transfers the link from the original project transaction to the reclassified one.
  • If a new revision of the pro forma invoice is created, the system transfers the link from the previous revision of the pro forma invoice to the new revision. If a user makes any changes to the links in the new revision of the pro forma invoice and then deletes this revision, the system will use the updated links in the original pro forma invoice.