9. Fixed Price Projects: Percentage Completed in Dynamics 365 Finance Project Management and Accounting

Managing Fixed Price Projects requires precision and control, particularly when billing and revenue recognition are tied to the percentage of work completed. In Dynamics 365 Finance, the Percentage of Completion (POC) accounting method provides a structured way to align revenue recognition with project progress. This approach ensures accurate financial reporting and compliance with accounting standards while maintaining visibility into project financials.

The POC method in Dynamics 365 involves several key financial transactions, each with specific debit and credit entries at various stages of the project lifecycle:

No nominal accounts are used within the Project group; instead, nominal accounts are defined in the Ledger Posting setup.

PROJECT GROUP

Scenario in Focus

Take the case of a car part distribution company planning to construct a new warehouse to expand storage capacity and improve supply chain efficiency. This long-term investment project involves multiple activities, including land acquisition, construction, and equipment setup. Using Dynamics 365, the company tracks costs, monitors progress, and recognizes revenue based on the completion percentage of each phase. This ensures alignment with accounting rules while providing real-time visibility into project performance.

In this article, we’ll explore how Dynamics 365 Finance enables organizations to manage Fixed Price Projects using the POC method, ensuring accurate financial management and operational control.

?Project lifecycle

?1. Initiate Project

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1.1 – Create, Send and Confirm Quotation

The step-by-step process for creating a quotation, sending it to the customer, and transferring the quotation's Work Breakdown Structure (WBS) to the project has been explained in detail in a previous article. Please review that article for comprehensive instructions. For this article, I will be skipping those steps.

WBS TEMPLATE USED FOR THIS PROJECT

• Quotation status is confirmed

1.2 - Create Project Contract

Note:?A project contract can be created, or an existing one can be linked by following the procedure for transferring a quotation to a project.

• To create a new contract, Go to Project management and accounting > Projects > Contracts > +New

1. Create Project from Quotation

• Quotation > Follow up > Modify > Transfer to project
• Click Next
• Select ‘New Project’ > Next
• Choose Project group, Select or Create Project Contract, Click Next

• Choose Forecast model
• Click Finish

1.3 - Create Project and WBS

• The project is automatically created from the quotation, and the Work Breakdown Structure (WBS) is also transferred from the quotation to the project.

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PROJECT:

• Assign Project Responsible (Optional)

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WBS:

• WBS Copied from Quotation to Project
• Click on Project > Plan > Activities > Work Breakdown Structure
• Publish WBS (Modify WBS if required)

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1.3 - Create Project Forecasts and Budget

1.4.1 - Setup Forecast

• Since we have enabled the transfer of quotation transactions, project transactions have been created.
• Navigate to?Project > Action tab: Plan > Forecast > All forecast?to view or modify forecast transactions.

1.4.2 - Setup Budget

• Turn on Budget control manually or default from Project management and accounting Parameters
• Plan > Budget > Project Budget
• Action Pane Import > Import to Project Budget > Source Type: WBS Estimate > Select Forecast model > OK
• WBS budget Submit to workflow

• Budget status changed to ‘Approved’ after workflow approval

• Budget Balanced are added: Action Tab: Budget > Related Information > Project Budget Balances

?1.5 - Assign Worker and Category

Note: I am skipping this step. The following content is from a previous article. Please feel free to assign resources as needed.

?1.5.1 - Assign Resources

• Assign Resources allows you to allocate specific resources (such as employees or equipment) to a project. By assigning resources, you ensure that the necessary personnel and tools are available to complete the project tasks. This step is crucial for resource planning and management, ensuring that the right resources are assigned to the right tasks at the right time

1.5.2 - Assign Categories

• Assign Categories is used to assign project categories to various transactions within the project. Project categories help in classifying and managing different types of project costs and revenues, such as labor, materials, and expenses. Proper categorization is essential for accurate project accounting and reporting

?Other:? Setup Project Contract Billing Rules

• Go to Project > Fast Tab: General > Customer > Project Contract ID > Select

• Under Project Contract > Fast Tab: Billing Rules > +Add

• Setup Billing Rule (Milestone based)

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• Change Project status to In Progress : Action Pane: Project > Maintain > Project Stage > In Progress > Save

2. Execute Project

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2.1- Manage WBS

• Manage WBS?(Work Breakdown Structure) stage under the?Execution?stage of the project lifecycle refers to the process of overseeing and updating the detailed breakdown of the project's tasks and activities during the execution phase.

It involves:

1. TASK MANAGEMENT

• Ensuring that all tasks outlined in the WBS are being executed as planned. This includes tracking progress, updating task statuses, and making adjustments as necessary
• Go to Project > Action tab: Plan > Activities: Work Breakdown structure

2. RESOURCE ALLOCATION (Optional)

• Managing the assignment of resources to various tasks within the WBS. This ensures that the right resources are available and utilized efficiently
• I am skipping this part. Follow Previous article

3. MONITORING AND CONTROL

• Continuously monitoring the progress of tasks against the project plan. This involves identifying any deviations from the plan and implementing corrective actions to keep the project on track
• Cost and Time Tracking: Keeping track of the time and costs associated with each task in the WBS. This helps in maintaining budget control and ensuring that the project stays within its financial constraints.
• Go to Project > Action tab: Plan > Activities: Work Breakdown structure > Action pane: Tracking View

EFFORT TRACKING

COST TRACKING

4. COMMUNICATION AND REPORTING

• Regularly communicating the status of the WBS to stakeholders and providing updates on the project's progress. This helps in maintaining transparency and ensuring that everyone is informed about the project's status

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2.2 - Record Work

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ADMIN RECORD HOURS FOR INITIATION STAGE

• Action Tab: Journals > Hours
• Click +New to create hour Journal Header and Go to Lines
• Add appropriate line details > Post

• Posted transactions are available on posted transaction screen (Project > Action tab: Manage > Related information: Posted transactions)

• Verify Voucher transactions

2.3 – Manage Project Budget and Forecast

2.3.1 - Manage Budget

• Track Budget balance – Go to Project > Action Tab: Plan > Budget: Project Budget > Action Tab: Budget > Related Information: Project budget balance

COST

REVENUE

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• New Revision: This button allows you to create a new budget revision. When you need to update or adjust the project budget due to changes in project scope, costs, or other factors, you can use this button to initiate a new revision process. Check Previous Article
• Revisions: This button provides access to a list of all previous budget revisions. It allows you to review the history of changes made to the project budget, ensuring transparency and traceability of budget adjustments. Check Previous Article

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2.3.2 – Manage Forecast

• Manage Forecast?stage is essential for updating and overseeing financial projections as the project progresses. This involves adjusting forecasts based on actual performance, monitoring costs and revenues, ensuring efficient resource allocation, conducting variance analysis to identify and address discrepancies, and communicating updated financial information to stakeholders. By managing forecasts effectively, project managers can maintain financial control and ensure the project remains on track. Check Previous Article.

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2.4 – Procure Product and Services

• This step is out of scoped for this project.

2.5 – Process Project Invoices

• Mark Milestone 1 Completed
• Go to Project Contract > Action Pane: Maintain > Process > Manager Contract Status

• Click Update Milestone Status > Check Milestone > OK

• Go to Project > Manage > Invoice Proposal
• Make cost changes here if required All billable activities are listed on the invoice proposal. Select all items and make any necessary cost adjustments here.

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• Post Invoice Proposal

• Invoice Journal records all posted invoices – Go to Project > Action Tab: Manage > Bill > Invoice Journals

• Verify Voucher Transactions

2.6 – Recognize Revenue & Capitalize costs

2.6.1 - Revenue Recognition:

• Recording the revenue earned from the project based on the work completed. This ensures that the financial statements accurately reflect the project's progress and earned income
• Go to Project > Action Tab: Process > Revenue Recognition
• Click +New
• Click OK

• Click Cost Recognition

• The automatic completion method calculates the percentage of completion based on the contract value and accrued revenue. However, in this case, I want to mark the project completion at 30%, so I am choosing the manual completion method.

• Post Cost Recognition

Note: Based on the contract value and a completion percentage of 30%, the system has calculated accrued revenue of 19,803.

Note – The original Percentage complete can be found on Contact status page

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2.6.2 - Capitalization of Costs:

• Identifying and capitalizing costs that are considered assets, such as equipment or development costs, which will provide future economic benefits. This helps in accurately tracking and reporting the project's financial health
• Not Applicable for this project

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2.7 – Close

The?Close?step of the project execution stage serves several important purposes:

1. Finalization of Transactions: It ensures that all transactions related to the project, such as time entries, expenses, and invoices, are recorded and finalized

FAST FORWARD AND I HAVE POSTED REMAINING PROJECT TRANSACTIONS

2. Read-Only Status: Once the project is closed, it is set to a read-only status, preventing any further modifications or additions. This helps maintain the integrity of the project data

RUN ELIMINATION AND CLOSE PROJECT

3. Financial Reconciliation: The close step allows for the reconciliation of all financial aspects of the project, ensuring that all costs and revenues are accurately accounted for

4. Reporting and Analysis: Closing the project enables the generation of final reports

?3. Analyze Project

3.1 – Analyze Cash Flow

• This stage involves examining the cash inflows and outflows associated with the project. It helps in understanding the project's financial health, ensuring there is enough liquidity to cover expenses, and identifying any potential cash flow issues.
• Project > Action Pane: Control > Statement > Cash Flow

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Check Previous article to know purpose of each field on this report.

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3.2 – Review Costs

• This stage focuses on evaluating all costs incurred during the project. It ensures that the project stays within budget and helps identify any areas where costs can be optimized or reduced
• Project > Action Pane: Control > Control > Cost Control

Check Previous article to know purpose of each field on this report.

?3.3 – Analyze Performance

• This stage involves measuring various project metrics to determine if the project is meeting its objectives. It includes tracking key performance indicators (KPIs) such as schedule adherence, budget compliance, and overall project progress
• Project > Action Pane: Control > Statement > Project Statement

Check Previous article to know purpose of each field on this report.

3.4 – Review Invoices

• This stage ensures that all invoices related to the project are accurate and have been processed correctly. It helps in verifying that all billable work has been invoiced and that there are no discrepancies
• Project > Find Project Contract > Action Pane: Maintain > Bill > Invoice Journal

3.5 – Analyze Utilization

• This stage examines how effectively project resources, such as personnel and equipment, have been utilized. It helps in identifying any underutilization or overutilization of resources, ensuring optimal productivity and efficiency

HOUR UTILIZATION

• This button provides a detailed view of how many hours each resource has worked compared to their available hours. It helps in tracking the actual hours logged by team members against their allocated hours, allowing project managers to monitor workload distribution and identify any over- or under-utilization of resources
• Project > Action Pane: Control > Utilization >Hour Utilization

RESOURCE UTILIZATION

• Resource Reservations: It allows you to view and manage the reservations of resources for various tasks and projects. It helps ensure that resources are allocated efficiently and are available when needed
• Resource Reservation Analysis - Resource: This analysis focuses on individual resources, providing insights into how each resource is being utilized. It helps in identifying any underutilization or overutilization of specific resources, allowing for better resource management
• Resource Reservation Analysis - Project: This analysis provides a project-level view of resource utilization. It helps in understanding how resources are allocated across different projects, ensuring that resources are used effectively to meet project goals
• Resource Reservation Analysis - Role: This analysis focuses on the utilization of resources based on their roles. It helps in assessing whether specific roles are being effectively utilized and can assist in planning future resource needs based on role requirements

?Conclusion

Effectively managing Fixed Price Projects using the Percentage of Completion (POC) method in Dynamics 365 Finance ensures that revenue recognition aligns with project progress, providing financial accuracy and compliance with accounting standards. By leveraging work in progress (WIP) tracking, milestone-based invoicing, and structured journal postings, organizations can maintain clear financial visibility throughout the project lifecycle.

The structured approach in Dynamics 365 Finance - Project Management and Accounting allows businesses to accurately track costs, manage revenue deferrals, and automate financial transactions at each stage. From recording incurred costs as WIP to progressive revenue recognition and final cost elimination, the system ensures that financial statements reflect the true status of the project.

By implementing best practices such as standardized project codes, regular estimations, and detailed Work Breakdown Structures (WBS), organizations can streamline their Fixed Price Project financials, optimize cash flow, and enhance reporting transparency. With Dynamics 365 Finance, businesses can transform project accounting into a strategic advantage, ensuring profitability and compliance with industry standards.

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