Interaction of Project Control and Accounting

The Project Control and Accounting applications are fully integrated, meaning that accounting transactions affect both the general ledger and your project information. Your accounting and project records are always synchronized.

When you process an accounting transaction, you must supply a project number, a phase/task number (if you are using phases and tasks), and an account number. The project number (and phase/task number) tell Vantagepoint where to post the transaction data on the project side of your database. The account number tells Vantagepoint where to post the transaction data on the accounting side.

For example, when an employee records a reimbursable expense on an expense report, the employee must enter a regular project number and a reimbursable account number for the expense. When the transaction is posted, the expense amount appears on project reports associated with the project number that you entered. The expense amount also appears as part of the total reimbursable expense amount on your Income Statement, as part of the account balance for the account number that you entered.

Because you enter transactions only once, the Project Control and Accounting applications remain in balance. The year-to-date revenue, expense, and profit totals for your project reports always tie to the same totals on your general ledger reports.

Match Project Types and Account Numbers

• When you enter a transaction associated with a regular, revenue-producing project, you must use a reimbursable or direct expense account number.
• When you enter a transaction associated with an overhead project, you must use an indirect expense account number.