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Do NOT auto-populate default cost code on new JEs - not all JEs need it

When Cost Codes are turned on, uploading a Journal Entry from Excel or Velixo, or even just opening a new Journal Entry results in the default cost code auto-populating - even for the default project X.

This means that reporting by Cost Code will have all sorts of extra entries in it if you are pulling information from the GL.

Of course, a "work around" would be to have a default cost code that is never used in a project but that eliminates the value of having a default cost code for projects.

The fix is to not auto-populate Journal Entries. Generally, you wouldn't be making a journal entry for a project.  You would be using a subledger or the project module.

  • Jean McClelland
  • Jul 24 2019
  • Gathering Feedback
  • Attach files
  • Jean McClelland commented
    13 Mar 16:48

    Kate ��� I think there has been a misunderstanding. Even the Project X transactions have Cost Codes and the Cost Codes are NOT needed for Project X transactions. I agree with Philip that it is disconcerting to see the Cost Code warning on the Project X transactions when the Cost Codes are not needed at all.

    However, the Project coding should follow to the GL when a project is noted. The fact that it doesn���t always follow to the GL for Balance Sheet accounts is a problem for the Balances tab in Projects/Construction. For example, you can set up an Account Group for the Retainage Receivable and it will get charged when the initial invoice with retainage is created. It will show on the Balances tab but when the retainage is released, the project coding does not follow to the GL, therefore the Balances tab on the Project never gets cleared.

    Jean McClelland, Project Mgr / SenioR Functional Consultant
    Office: 888.479.5667 x7265 |
    Direct: 903.752.2072
    [cid:image001.png@01D5F92D.458F6E50] [cid:image003.jpg@01D5F92D.45986F00]

  • Philip Robinson commented
    13 Mar 16:42

    Hi Kate,

    It took me a while to remember this submission and where the import of Project Transactions with the ���X��� Project came from!

    The issue related to importing Employer-paid payroll taxes and costs (ex. Workers��� Comp, Health/Benefits, etc.) to Projects/Tasks/Cost Codes from a file format provided by a 3rd party payroll processing service that our client used. The import scenario was created for Project Transactions rather than General Ledger Journal Transactions, the concern at the time being that a GL transaction did not allow one to define an Account Group or Non-stock Inventory Item, which we were using for GL Account retrieval. The provided file included both Project and non-Project allocated transactions as the client wanted proof totals to verify that the entirety of taxes and costs computed for the pay week per the payroll processing services reports were being fully accounted for. Once the Project Transactions batch was created, the client would run a report to verify the matching totals before Releasing it. Since only the Project-related Transactions would post to General Ledger (Debit Direct expense accounts, Credit Contra accounts per tax/benefit), this was preferred. They utilized a second import format for GL Journal Transactions to record the actual weekly costs: gross-to-net Payroll (expense accounts, withholdings, net cash reduction for checks/direct deposits), employer tax and benefit accruals and tax impounds (paying off the withholdings and accrued the employer tax costs) with no Project information.

    I hope this information is helpful. Let me know if you have any additional questions.

    Best Regards,

    Results through People, Process and Technology
    Philip C. Robinson, CPA
    CRE Solutions Architect
    Strategies Group
    P: (470) 655-2302 x422
    P: (470) 522-1057
    [twitter] [linkedin]

  • Ekaterina (Kate) Stepalina (Product Manager Project) commented
    13 Mar 14:59

    Hi Philip,

    Could you please provide more details on the business scenario for which project transactions with X project code are getting imported into the system? Why does the user need to import such transactions?

    Thanks in advance,


  • Philip Robinson commented
    August 12, 2019 15:27

    This also occurs in Import Scenarios for Project Transactions for Project "X" entries. There is no problem Releasing these batches and the Project "X" transaction do not follow to GL Journal Transactions anyway, but it is confusing to see the line warnings on the PM Transaction details.