Managing expenses in Microsoft Dynamics 365 Project Service Automation for fixed bid and T&M contracts

September 1 2019

Recently, one of my clients decided to use the Expense module in Dynamics 365 Project Service Automation (PSA) and, to his surprise, he found an amount value of zero in the Actuals. But, at the same time the cost line had values in it.

I went ahead and researched all the configurations, but couldn't seem to resolve the issue. Eventually, I discovered a configuration approach adding the transaction category in the Sales Price List and setting it as chargeable at cost. In this article, I'll show you how to solve this vexing configuration problem.

Fixing the configuration

Begin by navigating to the project contract.


Open the price list associated with the contract. It can be either the default pricelist or a custom price list for that particular contract. The screenshot shows a custom price list. You can identify custom price lists by the sales price listed in US dollars, the name of the opportunity and a timestamp appended to it.

Once you open the custom price List and navigate to category prices, click on "+ Add New Transaction Category."

You will see a Quick Create Form that opens up to add the Transaction Category. Fill in the details as shown in the below screenshot.

About Kuldeep Gupta

Kuldeep Gupta is a Microsoft MVP and serves as Project Delivery Head at CloudFronts Technologies Pvt. Ltd. and manages our PMO department. As Project Delivery Head, Kuldeep is responsible for delivering complex Projects and working with global teams. His deep technical expertise along with working knowledge of various project methodologies, allows Kuldeep to address project challenges creatively.

CloudFronts is a Microsoft Certified Gold Partner which offers complete Dynamics 365 (CRM, Operations and Financials) implementations, Power BI Analytics, Office 365 and Azure Infrastructure services. The team has deep expertise in delivering and supporting the customers through all aspects of their implementation from strategic technology consulting and roadmap, requirements assessments, project implementation, training, migration to post go live managed services and support. 

CloudFronts’ commenced its operations in the year 2012 to empower organizations around the world, do more with technology. Check out our customer success story here-

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