You charge expenditures to a project to record actual work performed or cost incurred. Actual expenditure could be timecards, expense reports, usage logs, and supplier invoices.
Expenditure on the project can be through various methods
1. Preapproved Batches
Preapproved Batches can be entered for
• Expense reports
• Usage logs
• Miscellaneous transactions
• Burden transactions
• Inventory transactions
• Work in process transactions
3. Import from other modules:
Purchasing and Payables: - Oracle Projects fully integrates with Oracle Purchasing Oracle Payables and allows you to enter project–related Requisitions, purchase orders, and supplier invoices using those Products
Assets : - Oracle Projects integrates with Oracle Assets, allowing you to manage capital projects in Oracle Projects and update your fixed assets records when assets are ready to be placed in service
Project Manufacturing: Oracle Project Manufacturing is a solution for companies that manufacture products using projects or contracts. When used as a part of the Project Manufacturing functionality, Oracle Projects acts as a cost repository for manufacturing-related activities
Nà ExpendituresàPre-Approved Batchesà Enter
1. Operating Unit: This is a new feature in R12. It gets defaulted from Profile Options.
It’s a new feature in R12. You can define your Implementation options based on your Operating Units. It means that from a single responsibility you can Define/Query Multiple Operating Unit based Implementation Options Set Ups. The same feature was not available in previous releases.
2. Batch. Enter a unique Batch name to identify this set of expenditures.
3. Ending Date. Enter the expenditure Ending Date for the batch. If you enter a date that is not the last day of an expenditure week, the system automatically updates the date to the next valid week ending date.
4. Description. Optionally enter a Description of the batch, or leave the field blank to use the name of the expenditure type class.
5. Class. Choose the expenditure type class for this batch.
6. Amounts. Optionally enter Control Totals and Control Count in the Amounts region. Use the Running Totals and Counts and the Difference column to verify actual versus entered totals.
7. Employee and Organization. In the Expenditures window, enter the employee or organization that incurred the cost.
For each expenditure item, enter the following information:
1. Expenditure Item Date. The date of the expenditure item.
2. Project Number. The Project Number to charge for this expenditure item.
3. Task Number. The lowest level Task Number to charge for this expenditure item.
4. Assignment Name. When Oracle Project Resource Management is installed, you can associate labor and expense report expenditures to scheduled work assignments.
5. Work Type. You can choose any active work type.
6. Expenditure Type. You can choose any expenditure type within the current expenditure type class.
7. Non-Labor Resource and Non-Labor Organization. If the expenditure type class for the batch is Usages, enter the non-labor resource and its owning organization. This enables you to track usage of company-owned assets.
8. Currency Fields. You can optionally display and enter the currency fields.
9. Quantity. The quantity of units (the unit of measure is determined by the expenditure type). For example, on a timecard, you enter the quantity for professional labor in hours. You can enter a mixture of units, such as currency and miles, for an expense report.
Miscellaneous Transactions are similar to a journal entry in the GL. They are used to make entries that may or may not have an employee or non-labor resource attached to them.
Miscellaneous Transactions are used to track miscellaneous project costs. This expenditure type class is similar to usages. The difference is that, for miscellaneous transactions expenditure items, you are not required to specify a non–labor resource or a non–labor resource organization, as you are for usage expenditure items. Miscellaneous transactions may be used for the following costs:
– Fixed assets depreciation
– Interest charges
Navigate to Expenditure à Preapproved Batchesà Enter
1. Batch: Enter a unique Batch name to identify this set of expenditures.
2. Ending Date: Enter the expenditure Ending Date for the batch. If you enter a date that is not the last day of an expenditure week, the system automatically updates the date to the next valid week ending date.
3. Class: Choose the Miscellaneous type class
4. In Expenditure entry screen window, enter the employee or organization that incurred the cost.
5. Organization: It is the organization that is ordering or has ordered the goods or services, which may be different from the project owning organization.
Enter the Project, Task, Expenditure and quantity Information
Submit and Release the Batch.
In order to compute various expenditures that are booked for a project Oracle Projects uses Distribution Processes.
Distribute Labor Costs: The process computes the labor costs for timecard hours and determines the GL account to which to post the cost.
Distribute Usage and Miscellaneous Costs: The process computes the costs and determines the GL account to which to post the cost for expenditure items with the following expenditure type classes:
Usages, Miscellaneous Transactions, Inventory and WIP transactions not already costed or accounted
Distribute Expense Report Costs: The process computes the costs of expense report expenditure items, including adjustments, and determines the account to which to post the cost.