Project management for accountants: Microsoft Dynamics SL

The Accounting Manager

After Steve, the project manager, has created the project, Susan, the accounting manager, receives a workflow alert via e-mail that a new project has been created, and she clicks a link in the message that takes her directly to her "home page" in Microsoft Dynamics SL Desktop.

Applications that Susan uses:

Steps that Susan completes: PART 1

Susan opens the new project in Microsoft Dynamics SL. She reviews it to be sure it has the key information that allows A. Datum to properly markup costs, bill for this project, and recognize revenue for this specific project. These rules are based on standards that are pre-established by A. Datum for the types of contracts used for its projects. In this case, the City Power & Light project is a "time and materials" contract and the budgeting process is critical.

From here, Susan can see on a task-by-task basis the budget numbers entered by Steve. She can adjust the existing budget if necessary, or add additional budget to a task in a new account category. As soon as she saves her edits, the new information will be immediately available to Steve in the "Profit" window within Microsoft Project 2003.

Using the numbers generated by Microsoft Dynamics SL for project management, a proposal is submitted to City Power & Light, which is quickly accepted. Now that the project is in place, Susan can activate the project. This allows resources to enter time against project tasks.

Steps Susan Completes: PART 2

After Jim, a field consultant, and other project resources have submitted hours, the time must be approved and processed. Susan completes these steps:

In her Microsoft Dynamics SL Desktop page, Susan notices hours are awaiting approval. So she reviews the timecard from Jim, changes the status to approved, and begins the processing. The processing automatically marks up the labor and allocates the revenue and costs to the general ledger based on the rules established for this contract.

Susan also knows the servers for City Power & Light need to be ordered soon. She uses the Web-enabled Accounts Payable functionality in Microsoft Dynamics SL to create a voucher. This process insures the equipment will arrive at the customer site on time and that the billing detail for this equipment is updated.

In addition, it allows project stakeholders to see this cost has been incurred. For example, Steve will have visibility into this cost the next time he looks at the "Profit" window in Microsoft Project.

Susan also knows it is nearly time to send an invoice to City Power & Light. She decides to take a look at the items ready to be billed. Using Microsoft Buisness Solutions Business Portal, she creates a draft invoice to review, then creates the final invoice to send to the customer.

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