Once a project is finished, user should close out that project within Dynamics GP. This helps to avoid errant postings to the project & ensures accurate reporting.
To close a project within Microsoft Dynamics GP, first set the status of your project to Completed within the Project Maintenance window. Then, navigate to Project > Transactions > Project Closing to access the Project Closing window. Within this window, select the Contract Number that the completed project belongs to. All the completed projects for that contract should then appear in the listing below. To close a project, check the box under the Close column & select Process.
Users should note that even though a project is set to status of Completed, there may be additional transactions that may need to be completed prior to closing the project. If additional transactions are required, the box under the C* column will be blank. To obtain a listing of the transactions yet to be completed for a 'Completed' project, select the blue arrow beside the Project number field within the Project Closing window. This will open the Project Closing More info window wherein users are presented with a check list of all the tasks required prior to closing the project.
There are times when users may have completed check list items, but they do not display within GP as completed. If this occurs, it is good practice to run the PA Reconcile Utility. This utility will search through the GP transaction tables to verify what activities have truly been completed. To access this window, select Project > Utilities > PA Reconcile. Select a data set to reconcile and then click Process. The utility is fairly quick depending on the volume of data within your Dynamics GP environment.