The Projects Management screen is used to maintain finance project tracking records that can be assigned to journal entry lines.
What this screen is for
Use Projects when finance needs project IDs for GL tracking and project reporting.
Active projects are available in the project selector on manual journal entry lines. Inactive or archived projects remain in history, but they are not offered as active selections in new journal entry lines.
Screen path
Dashboard > Finance > GL & Close > Projects
Project list
The list shows:
| Column | What it shows |
|---|---|
Project ID |
Project identifier used on journal entry lines. |
Name |
Project name. |
Description |
Optional project description. |
Status |
Active or Inactive. |
Actions |
Edit, and Archive when the project is active. |
Select Create New Project to add a new project.
Create new project
The create form includes:
| Field | Notes |
|---|---|
Project ID |
Required. Maximum 20 characters. This becomes the project identifier. |
Name |
Required. Maximum 100 characters. |
Description |
Optional. |
Select Create to save the project. New projects are created as active.
Edit or archive project
Select Edit to update an existing project.
The edit form allows the name, description, and Active flag to be changed. Project ID is locked while editing so historical journal entry lines keep their project reference.
Select Archive to mark an active project inactive. PAX asks for confirmation before archiving.
What happens behind the scenes
Opening Projects does not change records.
When a project is created, PAX stores the project ID, name, description, and active status.
When a project is edited, PAX updates the name, description, and active status. The project ID is not changed.
When a project is archived, PAX marks it inactive. Historical journal entry lines that already reference the project remain intact.
Troubleshooting
A project does not appear in the journal entry project list
Likely cause: The project is inactive or archived.
Safe fix: Open Projects, edit the project, and confirm whether Active should be checked.
Contact support if: The project is active but does not appear in journal entry forms.
Project ID already exists
Likely cause: Another project already uses the same project ID.
Safe fix: Use a unique project ID for the new project, or edit the existing project if it represents the same work.
Contact support if: You cannot find the existing project but PAX says the ID already exists.
Project ID cannot be changed
Likely cause: Project ID is locked after creation to protect historical references.
Safe fix: Update the project name or description if the meaning needs clarification. Create a new project only when a separate tracking ID is truly needed.
Contact support if: A project ID was created incorrectly and needs a data correction.