Setting Up Subcontractors as Bookable Resources in Microsoft Dynamics 365 Project Operations

In Microsoft Dynamics 365 Project Operations, subcontractors can be essential for project success. Setting them up as bookable resources allows for better management of tasks and assignments. This guide will walk you through the step-by-step process to effectively configure subcontractors in your system.

Step 1: Navigate to Resources

1. Open Microsoft Dynamics 365 Project Operations.

2. Go to the Project module.

3. Select Resources from the navigation pane.

4. Click on New to create a new bookable resource.

   
   
   
   

   

   
   

Step 2: Select Resource Type

On the New Bookable Resource page, you will need to choose the appropriate Resource Type:

• User: Choose this option if the subcontractor needs access to Project Operations to enter time or expenses. Please note that selecting this type requires the subcontractor to have a valid license.

• Contact or Account: Use either of these options if the subcontractor does not require direct access to the system but needs to be available for task assignments or bookings on projects:

  • Account: Represents the vendor company.

  • Contact: Represents individual employees of the vendor.

After selecting the resource type, you will be prompted to select the corresponding user, account, or contact record.

Step 3: Specify Type of Worker

In the Type of Worker field, select Contract worker. This designation is crucial as it sets up the subcontractor as a bookable resource.

Note: If you leave the Type of Worker field blank, the system will consider the bookable resource as an employee by default.

If you selected Contract Worker, make sure to also select the vendor that the resource works for.

Step 4: Set Time Zone and Save

1. Choose the appropriate Time Zone for the resource.

2. Click Save to store the new bookable resource.

   1. To assign a work hour template, you can select Set calendar on the Bookable Resource list page.

   
   
   
   

   

   
   
   
   

Step 5: Ensure Compliance with Subcontract Line Conditions

To associate a bookable resource with a subcontract line, the following conditions must be met:

• The bookable resource must be designated as a contract worker.

• If the resource type is Contact, it must be associated with the vendor account as a contact. For User resource types, this association is not required.

• The Vendor field value for the bookable resource must match the value of the Vendor field for the subcontract.

Step 6: Update Type of Worker and Vendor Mapping

The Type of Worker field determines whether the bookable resource is categorized as a contract worker or an employee. The Vendor field indicates the vendor account associated with the bookable resource.

When you change the Type of Worker or Vendor fields for a bookable resource, keep in mind the following:

• Changes will affect any future validations on new records created by the bookable resource, such as time entries.

• However, existing records will not be invalidated due to these changes.