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Microsoft Dynamics GP

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Review Dynamics GP project costs
Report

See where project money went and what is unbilled

For project managers who want a Dynamics GP project's cost totalled across all four cost sources, by asking their AI assistant.

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Review Dynamics GP project costs
Review costs on the Contoso rollout project in Dynamics GP for this year.
The Contoso rollout has spent 68 percent of its forecast, with 14,200 unbilled. - Cost: 182,000, labor 71 percent - Margin: 18 percent on billings to date - Unbilled: oldest line is 74 days old - No billing: the Travel category has cost but no billing Want the breakdown by cost category?
Microsoft Dynamics GP
Sample figures. Your results come from your own account.
microsoft-dynamics-gp-get-pa-project
microsoft-dynamics-gp-get-pa-timesheet-line
microsoft-dynamics-gp-get-pa-employee-expense-line
microsoft-dynamics-gp-get-pa-equipment-log-line
microsoft-dynamics-gp-get-pa-misc-log-line
microsoft-dynamics-gp-get-pa-cost-category
microsoft-dynamics-gp-get-pa-change-order

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Microsoft Dynamics GP

Microsoft Dynamics GP
Run it on your own Microsoft Dynamics GP data.

Connect Microsoft Dynamics GP, pick your AI tool and paste the prompt.

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The problem

Project cost is split across four sources

A project's real cost in Dynamics GP is split across timesheets, expenses, equipment and miscellaneous logs, each with its own billing status. Comparing spend with forecast and finding unbilled cost means adding up four sources by hand.

Without PopdockAI

  • Export timesheet, expense, equipment and misc lines
  • Total them by category and billing status
  • Compare with forecast and billings
  • Hunt for the oldest unbilled costs

With PopdockAI

  • Labor, expense, equipment and misc lines are read together
  • Cost is totalled by source, category and billing status
  • Forecast, billings, percent spent and margin sit alongside
  • Oldest unbilled lines are listed, and gaps stated rather than forced

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Review the cost and billing position of project `{project-name}` for cost lines between `{from-date}` (default the project start) and `{to-date}` (default today), and surface costs that have not been billed.

Pass `{company}` as `company` on every call (if it is empty, omit `company` and the default company is used). Pass a generous `max-records` (1000). If a result comes back with exactly that many rows, say the result may be truncated.

**Step 1: Resolve the project**

Call `dynamics-gp-get-pa-project` with `project-name.contains` set to `{project-name}`. If nothing matches, try `project-number` set to `{project-name}`. If more than one project matches, list number, name, customer and status and stop. From the match, note `project-number`, `contract-number`, `customer-name`, `status`, `project-type`, `actual-total-cost`, `forecast-total-cost`, `actual-billings`, `actual-begin-date`.

**Step 2: Cost lines, all four sources**

Filter each by `project-number` and the date range (`date.from` / `date.to`):

* `dynamics-gp-get-pa-timesheet-line` (labour): `total-cost`, `quantity` hours, `employee-id`, `billing-status`
* `dynamics-gp-get-pa-employee-expense-line` (expenses): `total-costs`, `expense-type`, `billing-status`
* `dynamics-gp-get-pa-equipment-log-line` (equipment): `total-cost`, `billing-status`
* `dynamics-gp-get-pa-misc-log-line` (miscellaneous): `total-cost`, `billing-status`

Total cost by source, by `cost-category-id` and by `billing-status`.

**Step 3: Category names and change orders**

* Call `dynamics-gp-get-pa-cost-category` for the cost category ids found, to label them with `name`.
* Call `dynamics-gp-get-pa-change-order` filtered by `contract-number`: list change orders with status, `total-amount`, `total-cost` and `approval-date`. Unapproved change orders explain cost that the forecast may not yet include.

**Step 4: Assess**

* Percent of forecast spent: `actual-total-cost` divided by `forecast-total-cost`.
* Margin to date: `actual-billings` minus `actual-total-cost`.
* Unbilled cost: lines whose `billing-status` is not billed, with those older than 30 days called out.
* Flag cost categories with cost but no billing, and employees whose hours dominate the labour cost.

**Step 5: Report**

Project header, the forecast/actual/billings line with percent spent and margin, cost by source, a cost-by-category table (category, name, labour, expense, equipment, miscellaneous, unbilled), the change orders, then the oldest ten unbilled lines.

**Rules & Guidelines:**

* Read-only. Do not call `dynamics-gp-pa-timesheet-line-add`, `dynamics-gp-pa-employee-expense-line-add`, `dynamics-gp-pa-equipment-log-line-add`, `dynamics-gp-pa-misc-log-line-add`, `dynamics-gp-pa-project-note` or any tool whose name does not contain `get`.
* The cost lines in the date range need not add up to `actual-total-cost`, which covers the whole project and posted cost only. Say so if they differ; do not force them to agree.

**Validation:**

* If the project has no cost lines in the range, report the project totals and change orders only.

Who it's for

One answer, three teams that use it

Project managers

Check spend against forecast

Percent spent and margin against forecast show whether the project is on track.

How is the Fabrikam upgrade project tracking against forecast in Dynamics GP?

Project accountants

Bill costs that were missed

The oldest unbilled lines and categories with cost but no billing show what to invoice next.

What costs on project PRJ-3302 in Dynamics GP are still unbilled?

Operations directors

See cost by source

Labor, expense, equipment and other costs side by side show what is driving the project's spend.

Break down Dynamics GP costs on the Northwind rollout by labor, expense and equipment this year.

How it works

What PopdockAI does when you ask

You name the project and a date range, and your AI assistant totals every cost source in Dynamics GP. It reports where the money went and changes nothing.

01

Ask

You name the project and a date range.

Your AI tool

02

Read

It reads labor, expense, equipment and miscellaneous cost lines.

microsoft-dynamics-gp-get-pa-project
microsoft-dynamics-gp-get-pa-timesheet-line
microsoft-dynamics-gp-get-pa-employee-expense-line
microsoft-dynamics-gp-get-pa-equipment-log-line
microsoft-dynamics-gp-get-pa-misc-log-line

03

Assess

It totals cost by source, category and billing status against forecast.

No items found.

04

Report

You get spend, margin, change orders and the oldest unbilled lines.

Your AI tool

What PopdockAI provides

The tools behind the answer

Ready made tools for Microsoft Dynamics GP and one secure connection to your AI tool. No code, no exports.

get-data

microsoft-dynamics-gp-get-pa-project

Returns project records from Dynamics GP Project Accounting, with the customer, contract, manager, status and forecast and actual cost and billing totals. Filter by status, actual begin date, actual total cost, contract number, project name, project type, project number and project manager ID, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-timesheet-line

Returns timesheet line details from Dynamics GP Project Accounting, showing employee time charged to projects and cost categories with quantities, costs and billing. Filter by quantity, employee ID, cost category ID, billing status, date, project number, employee last name and timesheet number, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-employee-expense-line

Returns employee expense lines from Dynamics GP Project Accounting, including the employee, project, cost category, quantities, costs and billing status. Filter by expense type, employee expense document number, employee ID, project name, cost category ID, date, billing status and project number, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-equipment-log-line

Returns equipment log lines from Dynamics GP Project Accounting, showing the equipment used on each project and cost category with quantities, costs and billing status. Filter by billing status, date, total cost, cost category ID, project number, project name, customer ID and equipment log number, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-misc-log-line

Returns miscellaneous log transaction lines from Dynamics GP Project Accounting, with project, cost category, quantity, cost and billing status. Filter by miscellaneous log number, billing status, date, project name, total cost, project number, customer ID and miscellaneous ID, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-cost-category

Returns cost category records from Dynamics GP Project Accounting, including class, transaction usage, unit of measure, unit cost and profit settings. Filter by cost category ID, unit cost, inactive, cost category class ID, transaction usage and name, and pick the company and the maximum number of records.
get-data

microsoft-dynamics-gp-get-pa-change-order

Returns project change orders from Dynamics GP Project Accounting, including the contract, customer, status, dates and change order totals. Filter by customer name, change order type, contract number, change order number, total amount, change order date, customer ID and change order status, and pick the company and the maximum number of records.
Read only.Nothing in Microsoft Dynamics GP Changes

This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.

How Popdock AI secures your data

The outcome

Where project money went, and what to bill

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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