Tested on:
Dynamics 365 version 9.0
I have previously written about how Actuals are formed in Dynamics 365 Project Service Automation. This blog post will explain some of the most relevant fields of the Actual entity so that it’s easier to identify what the status on an Actual is. The point of this post is not to list every single field but to point out fields that in my opinion need additional clarification for analyzing Actuals. I want to strongly emphasize that Actuals are sacred. They are a central and key component of PSA. One of the most vital goals of implementing and using PSA should be that Actuals are created according to needs driven by your business. As Actuals are the key financial data PSA produces, you will want to make sure everything is just right so that your customers are getting correct invoices.
Created On, createdon
Date and time when the record was created. Very useful when filtering Actuals.
Accounting Date, msdyn_accountingdate
When an invoice is confirmed, the resulting Billed Sales and reversed Unbilled Sales Actuals will have an Accounting Date that matches the date the invoice was confirmed on. The original Unbilled Sales and Cost Actuals will have an Accounting Date that matches the date of the related Time Entry.
Adjustment Status ID, msdyn_adjustmentstatus
Shows the Adjustment Status ID of the transaction. Applies to invoices when they are corrected.
| Value | Label | Description |
| 192350000 | In Process | An invoice related to an Actual has been corrected (Correct This Invoice has been clicked on an invoice’s ribbon) but the resulting new corrected invoice has not yet been confirmed. |
| 192350001 | Adjusted | An invoice related to an Actual has been corrected and the resulting new corrected invoice has been confirmed. The Actual holding a value of 192350001 is related to the original invoice. |
| 192350002 | Unadjustable | An invoice related to an Actual has been corrected and the resulting new corrected invoice has been confirmed. The Actual holding a value of 192350002 is related to the corrected invoice. |
Billing status ID, msdyn_billingstatus
This field is one of the most important fields of the Actual entity. The field indicates whether an Actual is on an invoice, not on an invoice or on a confirmed invoice. The field is important especially for reporting purposes.
| Value | Label | Description |
| 690970000 | Work order closed – posted | Not applicable to PSA |
| 192350000 | Unbilled Sales Created | Applies to an Actual with a Transaction Type of Cost when a Time Entry has been approved. |
| 192350001 | Customer Invoice Created | Applies to an Actual with a Transaction Type of Unbilled Sales when a related invoice is in a status of Draft. |
| 192350002 | Customer Invoice Posted | Applies to an Actual with a Transaction Type of Unbilled Sales when a related invoice is in a status of Confirmed. This status is also on the reversed Unbilled Sales Actual that is created when the invoice is confirmed. |
| 192350003 | Canceled | Data from an Unbilled Sales Actual set to Canceled is not pulled on an Invoice Line Detail when an invoice is created. |
| None | Empty | If the Billing status ID field of an Unbilled Sales Actual is empty, a matching Invoice Line Detail does not exist. The field’s value is empty when a Time Entry has been approved but has not yet been invoiced. |
Billing type ID, msdyn_billingtype
Billing type ID indicates if an Actual is Chargeable, Non Chargeable or Complimentary.
| Value | Label | Description |
| 192350000 | Non Chargeable | Related Actual won’t be invoiced from the customer. |
| 192350001 | Chargeable | Related Actual will be invoiced from the customer. |
| 192350002 | Complimentary | Related Actual won’t be invoiced from the customer. |
| 192350003 | Not Available | Related Actual won’t be invoiced from the customer. A Billed Sales Actual will be created when an invoice is confirmed but the Actual holding a value of 192350003 will not count towards the Total Amount of the invoice. Not Available is displayed especially when Project Contact Lines are incorrectly set up – for example when a Time and Material line has Include Time set to No and Time Entries are nevertheless used. |
Document Date, msdyn_documentdate
Transaction date of the related business event. For example the date of a Time or Expense Entry.
External Reference Date, msdyn_externalreferencedate
Stores a date from an external system, such as a journal entry voucher date from an ERP system.
External Reference ID, msdyn_externalreferenceid
Stores an ID from an external system, such as a journal entry voucher date from an ERP system.
Transaction Class, msdyn_transactionclassification
Shows the transaction classification of a transaction.
| Value | Label | Description |
| 690970000 | Commission | Not applicable to PSA |
| 690970001 | Additional | Not applicable to PSA |
| 690970002 | Tax | Value of Sales Tax on Expense Entry |
| 192350000 | Time | Approved Time Entries result in Actuals with a Transaction Class of Time |
| 192350001 | Expense | Approved Expense Entries result in Actuals with a Transaction Class of Expense |
| 192350002 | Material | Used for Actuals resulting from Product-based Lines. These Actuals can only be seen on the Actual Associated View on an invoice. |
| 192350003 | Milestone | An Actual with a Transaction Class of Milestone is created on confirmation of an invoice where the related Fixed Price Project Contract Line has Include Fee set to Yes |
| 192350004 | Fee | This Transaction Class applies to an Actual created by adding a new Invoice Line Detail of Fee to an invoice and confirming the invoice. |
Transaction Type, msdyn_transactiontypecode
Describes a transaction’s type.
| Value | Label | Description |
| 192350000 | Cost | Created when a Time/Expense Entry is approved or when an invoice containing a Transaction Class of Material is confirmed. |
| 192350004 | Project Contract | Used for estimate lines on Quote, Project Contract and Project. |
| 192350005 | Unbilled Sales | Created when a Time/Expense Entry is approved. Reverse entry created when related invoice is confirmed. |
| 192350006 | Billed Sales | Created when related invoice is confirmed. |
| 192350007 | Resourcing Unit Cost | Created when a Time Entry is approved. Applicable when the Contracting Units differs from the Resourcing Unit. |
| 192350008 | Inter-Organizational Sales | Created when a Time Entry is approved. Applicable when the Contracting Units differs from the Resourcing Unit. |
I hope these article allows you to leverage Actuals in Dynamics 365 Project Service Automation so that the financial data PSA produces is more accurate. For a complete list of fields for the Actual entity, see docs.microsoft.com here.
Disclaimer:
All my blog posts reflect my personal opinions and findings unless otherwise stated.
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Edits:
June 7th 2018. Corrected Transaction Class of Tax.
June 17th 2018. Billing type ID was incorrectly referenced as Billing status ID.