What is a Reservation?

Progressus Planning Line functionality gives you the ability to reserve or earmark quantities of Items for use on specific Projects. This is what is referred to as reserving or making a reservation.

What are Planning Lines?

Use Planning Lines linked to Projects to create source documents (such as creating a Purchase Order) or demand (such as creating a Sales Order) around the detailed use of Items you expect to use on a Project. Planning Lines are created by using an integration feature to pull approved Project Budget Lines into the Planning Lines page. The Progressus feature is built on the standard Microsoft Dynamics 365 Business Central Planning Lines page and lets you create Planning Lines for a Project based on Budgets. Additional functionality lets you create, update, or delete Purchase Orders and Sales Orders and link and reserve Item quantities to specific Planning Lines/Tasks in your Projects.

Setting up a Project to work with Reservations

  1. In the Project Card > Purchasing FastTab > Purchase Receipt Posting, set the option to Inventory Reserved to Project.

  2. In the Project Card > Related > Planning Lines page, you may wish to personalize the page to add the fields Reserve, and Reserved Quantity. See: Personalize Your Workspace

Linking a Budget to Planning Lines

Running the Budget Planning Update process will take the previously entered Project Budget and creates Budget Planning Lines based on that budget. If you later make changes to the budget, you can use the Budget Planning Update process to update those budget changes into the Planning Lines.

  1. Select a Budget to integrate with the Planning Lines. This is done on the Project Card> Budget FastTab > Integration Planning field. This needs to be the same budget that you specified on the Project Card > Budget FastTab > Active Budget Version.
Important

The budget cannot be changed once the planning integration has been run and Planning Lines created. Once you select a Planning Integration budget in the following steps and run the Budget Planning Update, you cannot go back later and change the Budget Version used for the integration.

  1. Navigate to the Project Plan of the Project you wish to integrate and select Budget > Budget Planning Update

  2. Select Copy and Update Planning Lines. This process will copy all Budget Entries to the Project Planning Lines page and removes any unlinked Planning Lines.

    Tip

    Individual Budget Entries can be added. Highlight a line and select the Show more options ellipsis, and select Select More. Select the circle with a checkmark at the beginning of the line to add other individual Budget Entries.

    Budget Planning Update - Select More

  3. You should receive a message "Copy and update has run successfully" once the process is completed.

    Important

    If your Project is set to Budgets require Approvals = enabled, and you have budget approvers set up (see Budgets FastTab on the Project). budgets will not appear in the Budget Planning Update page until the budgets have been successfully approved.

    Tip

    Use the Project Card > Budget > Used Budget Version > Submit to submit the Budget Version > Approved Status from Open to Approved. Once all budget layers are approved, the budget version Approval Status displays as Locked.

Delete Unlinked Project Planning Lines

  1. Navigate to the Budget Planning Update page from the Project Plan > Budget > Budget Planning Update.

  2. Click Delete Unlinked Project Planning Lines to remove unlinked Planning Lines for Items.

  3. Planning Lines not linked to Budget Entries will be deleted.

Important

Planning lines with Sales Orders or Purchase Orders created will not be removed.

To review Planning Lines

  1. Choose the relevant Project for which you wish to view Planning Lines.

  2. Select Related from the ribbon, and then Planning Lines.

  3. Review the following fields for each Planning Line:

Field Name Description
Project Task No Specifies the number of the related Task.
Planning Status Specifies the status of the Planning Line. Options are Open, Released, Order Created, or Cancel.
Replenishment Type Specifies the type of supply order that is created by the planning system when the item needs to be replenished.
Production Order Status Specifies the status of the production order.
Replenishment Doc. No. Specifies the number of a related replenishment document such as an order.
Qty. On Order Specifies the quantity on replenishment orders.
Remaining Qty. On Order Specifies the quantity in the Quantity field that remains to be processed.
Posted Qty. On Order Specifies the quantities on order that have been posted.
Bin Code Specifies the bin where the items are picked or put away.
Tip

Location Code field (which specifies a Location for an Item) may be added through Personalization. Location Code will be set based on value selected in job planning line once the Item is selected. If a Bin Code is not defined in the Project Task, the Default Bin Code from Project Card > Posting FastTab > Bin Code will be selected. Both values can be changed manually.
Planning Date Specifies the date of the Planning Line. You can use the planning date for filtering the totals of the Project, for example, if you want to see the scheduled usage for a specific month of the year.
Planned Delivery Date Specifies the date that is planned to deliver the Item connected to the job Planning Line. For a Resource, the planned delivery date is the date that the Resource performs services with respect to the Project.
Document No. Specifies a document number for the Planning Line.
Type Specifies the type of Account to which the Planning Line relates. Options include:
- Resource
- Item
-G/L Account
- Text (option is not currently used in Progressus)
No. Specifies the number of the Account to which the Resource, Item or General Ledger Account is posted, depending on your selection in the Type field.
Description Specifies the name of the Resource, Item, or G/L Account to which this entry applies. You can change the description.
Quantity Specifies the number of units of the Resource, Item, or General Ledger Account that should be specified on the Planning Line. If you later change the No., the quantity you have entered remains on the line.
Qty. to Assemble Specifies how many units of the Project Planning Line Quantity to supply by assembly.
Unit Cost Specifies the cost of one unit of the Item or Resource on the line.
Total Cost Specifies the total cost for the Planning Line. The total cost is in the Project currency, which comes from the Currency Code field in the Project Card.
Unit Price Specifies the price of one unit of the Item or Resource. You can enter a price manually or have it entered according to the Price/Profit Calculation field on the related card.
Line Amount Specifies the amount that will be posted to the Project Ledger.
Qty. to Transfer Specifies the quantity to transfer to the Project Journal to post Usage. This quantity is adjusted to not include Usage Quantity posted from Planning Lines using a Purchase Order or a Sales Order.
Usage Qty. Posted Specifies the Usage Quantity posted from Planning Lines using a Purchase Order or a Sales Order.
Vendor No. Specifies the Vendor to use when creating the Purchase Order.
Vendor Name Specifies the name of the Vendor to whom the will Purchase Order.
Purchase Order Action Specifies the action to take for this line. Options include creating, updating, or deleting a Purchase Order.
Purchase Order No. Specifies the Purchase Order created for this Planning Line.
Purchase Order Line No. Specifies the Purchase Order line that links to this Planning Line.
Purchase Order Status Specifies the current status of the Purchase Order created for this line.
Process Purchase Order Error Specifies error description of why Purchase Order Action was not processed.
Sales Order Action Specifies the action to take for this line. Options include creating, updating, or deleting a Sales Order.
Sales Order No. Specifies the Sales Order created for this Planning Line.
Sales Order Line No. Specifies the Sales Order line that links to this Planning Line.
Sales Order Status Specifies the current status of the Sales Order created for this line.
Process Sales Order Error Specifies error description of why Sales Order Action was not processed.
Customer No. Specifies the Customer to use when creating the Sales Order.
Customer Name Specifies the name of the Customer associated with the Sales Order.
Linked Specifies if the job Planning Line has been successfully linked to a Budget Entry line.
Expense Code Specifies the Expense code related to this line.
Expense Payment Type Specifies the Expense Payment Type used to set the General Ledger Account for this line.

Create, Update, or Delete Purchase Orders or Sales Orders from Planning Lines

Create a Purchase Order or Sales Order from a Planning Line

  1. Select a Planning Line that was created using the previous process: Linking a Budget to Planning Lines

  2. Select either Purchase Order Actions lookup value or Sales Order Actions, depending on whether you are working with Purchase Orders or Sales Orders.

To Create a new Purchase Order or Sales Order

  • For Purchase Orders:

    • Select a Vendor number from the lookup value on the Vendor No. field.

    • Select Create to create a new Purchase Order for the line.

    • Select Process > Process Purchase Order Actions from the ribbon.

    • The process will go through the Planning Lines and search for any lines with a Purchase Order Action of Create and creates a Purchase Order.

    Note

    For Purchase Orders, the Create process will merge any line with a Purchase Order Action of Create and the same Vendor No. value, into one Purchase Order. Each line becomes a line in the Purchase Order. Planning lines with a type of Resource are created on the Purchase Order as a G/L Account Type entry with the Resource No. field set.

  • For Sales Orders:

  • Select a Customer number from the look up value on the Customer No. field.

  • Select Create to create a new Sales Order for the line.

    • Select Process > Process Sales Order Actions from the ribbon.

    -The process will go through the Planning Lines and search for any lines with a Sales Order Action of Create and creates a Sales Order.

    Note

    For Sales Orders, the Create process will merge any line with a Sales Order Action of Create and the same Customer No. value, into one Sales Order. Each line becomes a line in the Sales Order.

Once you select Process Purchase Order Actions (or Process Sales Order Actions, as the case may be), the following updates are made:

  • Purchase orders:

    • The newly created Purchase Order number displays in the Planning Line Purchase Order No. field.

    • The Planning Line Purchase Order Line No. field is updated with the line number created on the Purchase Order.

    • The Planning Line Purchase Order Status field is set to Created.

    • Once the Purchase Order is received, the Purchase Order Status field is updated to Closed.

      1. When the Project Card > Purchase Receipt Posting field is set to “Received Not Invoiced” the Project Plan field, “Purchased Not Invoiced”, is updated with the total cost of the Items.

  • Sales orders:

    • The newly created Sales Order number displays in the Planning Lines Sales Order No. field.

    • The Planning Lines Sales Order Line No. field is updated with the line number created on the Sales Order.

    • The Sales Order Status field is set to Created.

    • Once the Sales Order is posted and closed, the Planning Lines Sales Order Status field is updated to Closed.

Update an Existing Purchase Order or Sales Order from a Planning Line

  1. Select aPlanning Line that was created using the previous process: Linking a Budget to Planning Lines.

  2. Select either Purchase Order Actions or Sales Order Actions, depending on whether you are working with Purchase Orders or Sales Orders, and select Update to update that line.

    • To update an existing Purchase Order:

      • Make a change to the Planning Line (for example, cost or price) where the Purchase Order No. shows a Purchase Order has previously been created and status is Created (you cannot update a closed Purchase Order).

      • Select Process > Process Purchase Order Actions from the ribbon.

      • The process will go through the Planning Lines and search for any lines with a Purchase Order Action of Update and will update the associated open Purchase Order with the changes you specified.

      • You will receive a message "Purchase Order Updated" upon successful completion of the update.

    • To update an existing Sales Order:

      • Make a change to the line (for example, price change) where the Sales Order No. shows a Sales Order has previously been created and status is Created (you cannot update a closed Sales Order).

      • Select Process > Process Sales Order Actions from the ribbon.

      • The process will go through the Planning Lines and search for any lines with a Sales Order Action of Update and will update the associated open Sales Order with the changes you specified.

      • You will receive a message "Sales Order Updated" upon successful completion of the update.

Delete a Purchase Order or a Sales Order from a Planning Line

  1. Select a Planning Line that was created using the previous process: Linking a Budget to Planning Lines and has a Purchase Order or Sales Order associated with it in the Purchase Order No. or Sales Order No. field.

  • Delete Purchase Orders:

    • To delete an existing Purchase Order:
      • From the Purchase Order Action field, select Delete to delete the Purchase Order for that line.

        • Select Process > Process Purchase Order Actions from the ribbon.

        • The process will go through the Planning Lines and search for any lines with a Purchase Order Action of Delete and will first check to see if there has been a receipt posted to the Purchase Order. If there has been a receipt posted, you will receive an error message "Purchase Order line no. xxxx cannot be deleted because it has a posted receipt". If no receipts have been posted, the process will delete the associated open Purchase Order from the Planning Line. You will receive a message "Selected Purchase Order Deleted" upon successful completion of the deletion.

    Note

    If the Planning Line is the only Item on the Purchase Order, the Purchase Order is deleted. Otherwise, if there are other Items on the Purchase Order, only the specified line/Item is deleted.

  • Delete Sales Orders:

    • Select Sales Order Actions lookup value.
    • To delete an existing Sales Order:
      • From the Sales Order Action field, Select Delete to delete the Sales Order for that line.

        • Select Process > Process Sales Order Actions from the ribbon.

        • The process will go through the Planning Lines and search for any lines with a Sales Order Action of Delete and will first check to see if there is aSales Order number in the Planning Line Sales Order No. field. If there is a Sales Order number, you will receive an error message "Sales Order field must be blank to delete the Planning Line". If the Sales Order No. field is blank, the process will delete the Planning Line. You will receive a message "Go ahead and Delete?". When you select "Yes", the Planning Line is deleted.

    Tip

    To delete a Planning Line which has a Sales Order Number in the Planning Line, you must first delete the Sales Order in the Sales Order page. You cannot delete a line which has already been shipped. Deleting the Sales Order will remove the Sales Order number from the Planning Line and the line can then be deleted.

Processing

To process changes, from the ribbon select one of the following options:

Tip

If you are going to add more Planning Lines for this Project, you might consider waiting with this step until you have added all Planning Lines.

  1. Process Purchase Order Actions: select to execute the creation, deletion, or update of Purchase Orders, based on the Purchase Order Action of the Planning Lines.

  2. Process Sales Order Actions: select to execute the creation, deletion, or update of Sales Orders, based on the Sales Order Action of the Planning Lines.

Reservations

Reservations gives you options about how and when inventory costs are posted to the Project upon receipt of the Items and allows you to reserve Items for exclusive use by specific Projects.

To set up a Project to work with Reservations, see: Setting up a Project to work with Reservations

Options are specified in the Project Card> Purchasing FastTab > Purchase Receipt Posting:

Field Name Description
Received Not Invoiced This option that when a Purchase Order is received, no Project Ledger entries are created, and the cost is accumulated under a field Purchased Not Invoiced (LCY) in the Project Plan. This field provides visibility into these receipts that are not yet invoiced, and it indicates the Item has been received, but a Vendor invoice has not yet been received or entered. Using this option allows you to track that there is a future cost against the Project, but until the Purchase Invoice for that receipt is received from the Vendor, you do not know (or cannot enter) the actual cost.
Note

The cost for these "purchased not invoiced" Items cannot be invoiced to the Customer on the Project until the Purchase Invoice is posted to record the cost.
Once a Purchase Invoice is received and posted, the Project Ledger Entries are created to reverse the amount from the Purchase Order from the Purchased Not Invoiced and the Inventory Item cost is updated.
Usage Cost Updates the Project Ledger as if this were an invoice and usage cost is updated. Purchased not Invoiced is not updated. When invoiced, an adjustment entry is made if the invoiced amount is different than the Purchase Invoice amount. This option can be used when you want to see Usage costs as soon as the inventory is received on the purchase receipt. This allows you to invoice before the Vendor invoice is created from the purchase receipt. It also allows Project reporting to include this received cost as part of the Project costs immediately.
Inventory Reserved to Project No Project Ledger Entries are created. Updates inventory as normal, but the line is reserved for the Project just as if it were reserved through the Planning Lines.
Note

Inventory Reserved to Project option requires that a budget be selected on the Project Card > Budget FastTab > Planning Integration.

To Reserve an Item

The Project Card > Purchasing FastTab settings are what determines if the Items will be reserved. The quantity is then reserved when the Purchase Order is received. Planning lines facilitate creating the Purchase Order.

To use Progressus functionality to create a reservation on a Planning Line, using purchased Items, use the Purchase Order Action field option Create or Update to either create a new Purchase Order or update an existing Purchase Order for the Planning Line.

To reserve Items to a Project from already existing inventory, use the Sales Order Action functions of Create or Update to either create a new Sales Order (create), or update an existing Sales Order for the Planning Line.

Note

If the Project Card > Purchasing FastTab > Purchase Receipt Posting option is set to Inventory Reserved to Project, if you use the Planning Lines Purchase Order Action > Create to create a new Purchase Order, once the Purchase Order is received, the quantity received displays in the Planning Lines Reserved Quantity field (you may wish to add this field to the page using Personalization). See: Personalize Your Workspace

To cancel a reservation

  1. Navigate to the Project Plan and select Related > Planning Lines from the ribbon.

  2. In the Planning Lines page that displays, highlight the line which contains the reservation you wish to cancel.

  3. In the ribbon, select the ellipsis to open Related > Planning Line > Reservation Entries to open the Edit - Reservation Entries - Planning Line page.

  4. In the Edit - Reservation Entries - Planning Line page, with the reservation line highlighted that you wish to cancel, select Cancel Reservation from the ribbon.

  5. Click Yes to message 'Cancel reservation of 'x' of Item number 'yyyy', reserved for Project 'ZZZZZZ' from Purchase Order "xxxxxx'? to complete cancellation of the reservation.

To View Reservations on an Item

To see which Projects for which an inventory Item is reserved:

  1. Navigate to the Item Ledger Entries page.

  2. Locate the Item No. field in the ribbon.

  3. Locate the Item you wish to view.

    Tip

    You can use the Search feature in the ribbon or click the Open Menu lookup and select Sort Ascending or Sort Descending to make it easier to find the Item.

  4. Highlight the desired Item, and from the Open Menu lookup, select Filter to this Value.

  5. To view the Project or Task number that the Item is related to, you may need to personalize the page and add the Project No. and Project Task No. fields. See: Personalize Your Workspace

Videos