Open Forum

Expand all | Collapse all

Project Accounting Invoice Integration

Jump to Best Answer
  • 1.  Project Accounting Invoice Integration

    TOP CONTRIBUTOR
    Posted Feb 04, 2021 05:49 PM
    Hi,

    I am looking for a solution to create Project Accounting invoices, specifically fee based from external data.  eConnect does not have a node for this.  I am just looking to see if anyone has tackled this before.  We use SmartConnect for integrating with GP.

    Thanks for any advise you may have.  Trying to avoid starting from scratch :-)


    ------------------------------
    Kerry Draper
    Business Analyst
    Taos Mountain, Inc.
    Boise ID
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Project Accounting Invoice Integration
    Best Answer

    Posted Feb 05, 2021 12:15 PM
    We create misc log entries from external system and bring in using eConnect (Debit Exp and Credit Accrued using the same account) and bill of these entries for fees. Inbox me if you want detail.
    Academy - Online Interactive Learning from Experts


  • 3.  RE: Project Accounting Invoice Integration

    TOP CONTRIBUTOR
    Posted Feb 05, 2021 12:43 PM
    I love it!!  Very creative solution.

    Thanks much!!!!

    ------------------------------
    Kerry Draper
    Business Analyst
    Taos Mountain, Inc.
    Boise ID
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Project Accounting Invoice Integration

    TOP CONTRIBUTOR
    Posted Feb 08, 2021 10:01 AM
    Could you share the solution with me as well?

    ------------------------------
    Thomas Hill
    Staff Accountant
    M&A Technology, Inc.
    Carrollton TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Project Accounting Invoice Integration

    TOP CONTRIBUTOR
    Posted Feb 10, 2021 11:48 AM
    I think integrating Misc Logs and Billing them is a pretty nice way to expedite PA billing.

    However, back in the day around 2008/2009 I remember a large construction contractor who was doing AIA professional invoicing out of PA Fee billing. They had a need to integrate large volumes of Fees for AIA invoicing and needed to report the Total Fee Amount, Prior Fee Billed, Current Fee Billed, and Remaining Fee to Bill for each Fee line billed. So it necessitated doing an integration of PA Fees and we could not shortcut to Misc Logs.

    The approach was as follows:

    1.Use eOne Solutions addon to Smart Connect  called Node Builder to build a new PA Fee Invoice Node. See screen shot showing the four primary PA tables making up the new Node we called PAFEEIV. Yikes this is old! V 2011! Sorry about that!


    2. Once that Node is created it is ether published to SmartConnect as a new node or the XML created can be imported into Smart Connect under Node Maintenance. In either case Node Builder will be creating a new SmartConnect stored procedure and a new pre and new post stored procedure for the new integration that you can then Map as normal using SmartConnect features.

    3. However in PA, there are also several columns in the PA Periodic and PA Master tables for Customers, Contracts, Projects and Fees that also get updated for unposted billing transactions. We found the best way to update these fields short of running the full Utility for PA Reconcile Billing Transactions and PA Reconcile Periodics on each integration was to run the new PAFEEIV post stored procedure with a modified paRecxxxxxx stored procedure to reconcile the PA Master and Periodic tables based only on Customer, Contract and Project/Fee integrated. See new pre and post sprocs below along with new encrypted integration sproc for PAFEEIV


    Now having said this, I am not certain that eOne Solutions is still updating Node Builder as on their site it seems a bit old. So if you go the route of truly integrating PA Fee invoices I would contact eOne first and make sure they can or will support the initiative.

    Fun stuff...good luck...


    ------------------------------
    Thaddeus Suter
    Retus, Inc
    HELOTES TX
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Project Accounting Invoice Integration

    TOP CONTRIBUTOR
    Posted Feb 10, 2021 12:01 PM
    Hi Thaddeus,

    I was thinking along the same lines originally.  I did reach out to Lorren at eOne to see if they already had anything built but no luck.  I have used Node Builder before for PA but because our invoices are low volume and single line was hoping for a quicker solution.  If I struggle with the Misc Logs method I have this in my back pocket :-).

    Thanks for the details, much appreciated!


    ------------------------------
    Kerry Draper
    Business Analyst
    Taos Mountain, Inc.
    Boise ID
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Project Accounting Invoice Integration

    Posted Jun 17, 2021 02:14 PM
    Hi,  I am interested in this topic but don't comprehend how this would work.  We find invoicing out of Project accounting very cumbersome and tedious so I am looking for a better solution.  Would you be willing to discuss this with me further?  Thanks!

    ------------------------------
    Patricia Brown
    CRU International Ltd
    Cranberry Township PA
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 8.  RE: Project Accounting Invoice Integration

    Posted Jun 18, 2021 10:53 AM
    Edited by Silver Subie Jun 18, 2021 10:54 AM
    Not sure if you're asking about misc log method as Thaddeus explained the other method above. For misc log using just GP and eConnect, see below.  I hope you have Accounting background; otherwise you might need to talk to one for the setup part. Or, reach out to your partner for further assistance but the way we set it up is below. Feel free to ask details by inbox me.

    Also, the reason you find Project is cumbersome because it's huge. Meaning it has several different ways to capture/defer revenue/billings based on job types.

    So basically we create misc log cost codes to be used for billing purpose. Under the cost code set up, we set up COGS/Expense and Contra to be the same accounts. Same goes for Unbilled A/R and Unbilled Project Revenue. THis way we don't double deep our actual cost (labor, meals, etc.) Once the misc log will be posted, you will be able to generate invoices. We use eConnect to get these misc log entries into GP.

    Hope that helps.
    Academy - Online Interactive Learning from Experts


  • 9.  RE: Project Accounting Invoice Integration

    Posted Jun 25, 2021 10:37 AM
    Kerry,
    Did you implement the miscellaneous log solution that was recommended?  We are looking for an easier way to process sales invoices for projects.  I don't quite understand how to set up the misc log.  I thought I had it but when I tried to post using the cost category I set up the it wasn't working as I had imagined.  Just wondering how far you got with your solution.  thanks!


    ------------------------------
    Patricia Brown
    CRU International Ltd
    Cranberry Township PA
    ------------------------------

    Academy - Online Interactive Learning from Experts


If you've found this thread useful, dive deeper into User Group community content by role