Hot Topic 17 of 2009 - Changes to the Project Maximums Functionality in Microsoft Dynamics SL 7.0 FP1

Two major enhancements were made to the Project Maximums (otherwise known as bill-to-a-max or bill to a max) feature in Microsoft Dynamics SL 7.0 Feature Pack 1 (FP1). 

1. The first is the ability to specify task level maximums.  You can now specify limits on a task by task basis, or on the project as a whole, or a combination of the two. 

See the "Limiting Postings to Revenue", "Project Controller Setup, Bill to a Maximum Setup Tab", and "Project Maximums Maintenance (PA.PMM.00)" sections of the Project Controller and Project Allocator user manual (sl_pa.pdf) for more information. 

2. The second is the ability for the maximums to automatically correct themselves if a change is made to the maximum amount.  Previously, if a project exceeded its maximum and that maximum amount was later raised, users would have to manually transfer the amount out of the over-the-max account category.  For example, a Project is setup with a limit of $10,000.  Employees book a total of $13,000 to the project.  A $3000 over the max transaction is created.  Then the contract is re-negotiated and the project limit is raised to $15,000.  Employees book an additional $2000 worth of expenses.  When this happens, Allocator will now back out the $3000 that was previously booked to the "over the max" account because the project is no longer over the max.

To allow for these two new enhancements, there are two new limitations in the setup of the bill to a maximum account categories on the Bill to a Maximum Setup tab of Project Controller Setup:

1. The Over-Max Adjustment Account Category cannot be the same as the Primary or Additional Account category
2. The Over-Max Adjustment Account Category must be unique for each primary account category in the grid

To illustrate, review this example screenshot.

• "A" and "B" must be different accounts. 
• "B" and "E" must be different accounts. 
• "C" and "D" must be different from "E". 

If the accounts are not unique, incorrect postings to the Over-Max Adjustment Account Category may take place.

You cannot setup a task maximum on the default task.  The system uses the default task for over-the-max postings when using project maximums.

For more information about the automatic correction, see the following article in the Microsoft Knowledge Base.
974297 - The Period-To-Date (PTD) Revenue is reversed incorrectly when you run the Project Allocator process in Microsoft Dynamics SL 7.0 Feature Pack 1