PA – Oracle R12 Project Billing Training Manual

Introduction

Module Overview

Oracle Project Costing and Billing provides an integrated cost management solution for all projects and activities within an enterprise. With Project Costing you can manage costs across currency and organizational boundaries Where as using Oracle Project Billing provides you with the ability to simplify your client invoicing, improve your cash flow, and measure the performance and profitability of your contract projects.

Oracle Project Billing, together with Oracle Project Costing, provides a complete, integrated project billing solution.

Overview

·       Create  Contract Project type, project template

·      Create  Agreement against the customer

·      Define Bill rate schedule

·      Enter time and expenses against the project

·      Generate Revenue and Invoices

·      Transfer to Receivables.

Integration of Oracle Projects with other Oracle Modules:

Projects Module is integrated with other Oracle Modules like Oracle Sales, Inventory, Payables, Assets and General Ledger. Oracle Projects suite works together with other modules to provide a complete enterprise project management solution.

Basic Concepts

Project

A unit of work that requires resources to produce measurable results. A project can be broken down into one or more tasks.

Project/Task organization

The Organization that owns the project or task. This can be any organization in the list of values for the project setup. The Project/Task Organization LOV contains organizations of the Project/Task Organization Type in the Organization Hierarchy and Version below the Start Organization. You specify your Start Organization and Version in the Implementation Options window.

Task

A subdivision of project work. Each project can have a set of top tasks and a hierarchy of subtasks below each top task.

Agreement

A contract with a customer that serves as the basis for work authorization. An agreement may represent a legally binding contract, such as a purchase order, or a verbal authorization. An agreement sets the terms of payment for invoices generated against the agreement, and affects whether there are limits to the amount of revenue you can accrue or bill against the agreement. An agreement can fund the work of one or more projects.

Project Template

A standard template you create for use in creating other projects. You set up project templates that have features common in the projects you want to create.

Invoice format

The columns, text, and layout of invoice lines on an invoice.

Expenditure type

An implementation-defined classification of cost that you assign to each expenditure item. Expenditure types are grouped into cost groups (expenditure categories) and revenue groups (revenue categories).

Expenditure category

An implementation- defined grouping of expenditure types by type of cost. For example, an expenditure category with a name such as Labor refers to the cost of labor.

Auto Accounting

In Oracle Projects, a feature that automatically determines the account coding for an accounting transaction based on the project, task, employee, and expenditure information.

Auto Accounting Lookup Set

An implementation-defined list of intermediate values and corresponding Accounting Flexfield segment values. AutoAccounting lookup sets are used to translate intermediate values such as organization names into account codes.

AutoAccounting parameter

A variable that is passed into AutoAccounting. AutoAccounting parameters are used by AutoAccounting to determine account codings. Example AutoAccounting parameters available

for an expenditure item are the expenditure type and project organization. AutoAccounting parameters are predefined by Oracle Projects.

AutoAccounting Rule

An implementation-defined formula for deriving Accounting Flexfield segment values. AutoAccounting rules may use a combination of AutoAccounting parameters, AutoAccounting lookup sets, SQL statements, and constants to determine segment values.

Bill rate schedule

A set of standard bill rates that maintains the rates and percentage markups over cost that you charge clients for your labor and non-labor expenditures.

Revenue category

A revenue category describes a source of your organization's revenue. For example, a revenue category with a name such as Labor refers to labor revenue.

First bill offset days

The number of days that elapse between a project start date and the date that the project’s first invoice is issued.

Setups Overview

Setting up is the process where the Oracle Applications Modules will be configured to meet the requirements of an organization based on their requirements.

Following are the steps involved in the setting up Oracle Projects Billing Module. However before configuring the Project Billing ensure whether the following Prerequisites are complied with:

General Pre-requisites:

§     Ensure that required organizations are setup

§     Create an Project Super User responsibility for the Operating Unit (OU)

§     Attach relevant Profile options (e.g.  Set of Books) to the responsibility

§     Perform the setups in the same order as suggested below

Project Billing Setups:

Step No.	Required  / Optional	Particulars
1	Required	Set the profile option PA: Licensed to Use Project Billing to ‘Yes’
2	Required	Define Receivables System Options
3	Required	Define and assign output tax codes
4	Required	Define Payment terms
5	Required	Define Rate schedules
6	Required	Define Invoice formats
7	Required	Define Event types
8	Required	Define Agreement types
9	Required	Define Customers
10	Required	Setup to AutoAccounting
11	Required	Define Project  Types with project class  ‘ Contract ’
12	Required	Define Project Template
12	Required	Enable Billing Implementation Options
13	Optional	Define Invoice print method
14	Optional	Define Credit types
15	Optional	Define and assign billing assignments
16	Optional	Define percent complete revenue accrual and invoicing options
17	Optional	Set the profile option PA: Maintain Unbilled Receivables and Unearned Revenue Balances

Setups

Billing Implementation Options

Navigate to the Implementation Options Screen.

NAVIGATION : PROJECTS -->Setup è System è Implementation Options

1.      Operating Unit: 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.      Ledger: In R10.5.10 the same information was defined under Set of Books Tab. In R12 the name has been changed to Ledger. If you are implementing Oracle Projects for a single organization, then you must specify a set of books to tell Oracle Projects which set of general ledger books to use. If your implementation of Oracle Projects is for multiple organizations, Set of Books is a display-only field. Its value defaults from the Legal Entity for the operating unit.

3.      Summarization Period Type: summarization period type is used when updating project summary amounts.

4.      Calendar Name: When you implement Oracle Projects, you can select the calendar used to maintain PA periods.

5.      PA Period Type: Specify a Period Type, which is used to copy Project Accounting Periods from the calendar associated with the GL Set of Books.

6.      Maintain Common PA and GL Periods: When this option is enabled, the system automatically maintains PA period statuses as you maintain the GL period statuses.

7.      Default Asset Book:  Optionally, select a default asset book from the list of values. The value that you select for this field will be the default value for all project assets that you create. You can override the default value at the asset level.

8.      Default Reporting Organization Hierarchy: You specify an organization hierarchy and version to indicate which organization hierarchy you want Oracle Projects to use as the default reporting organization hierarchy.

1.      Functional Currency: This display-only field shows the functional currency of your company’s set of books.

2.      Exchange Rate Date Type: Specify a default exchange rate date type for converting foreign currency transactions from the transaction currency to the functional and project currencies.

3.      Exchange Rate Type: Select the GL Rate Type to determine the rate. The system-defined rate types, such as Corporate, User, or Spot, are defined in Oracle General Ledger.

1.      Project Numbering:  Specify whether you want Oracle Projects to number projects automatically, or whether you plan to enter project numbers manually.

2.      Project/Task Owning Organization Hierarchy: You assign a project/task owning organization hierarchy to the operating unit to control which organizations can own projects and tasks.       

3.      Version: Enter the version number.

1.      Interface Revenue to GL:   If you want to interface revenue with Oracle General Ledger, you need to enable the system option for revenue interface.

2.      Invoice Numbering Method: You specify whether you want Oracle Projects to number invoices automatically, or whether you plan to enter invoice numbers manually.

3.      Next Number: If you want Oracle Projects to automatically number each invoice, you specify a starting invoice number.

4.      Centralized Invoice Processing:  If you want all of the project invoices for the operating unit to be processed using the Oracle Projects seeded transaction types, leave the check box enabled. With decentralized invoicing, you allow organizations to process their own invoice collections.

5.      Invoice Batch Source: Oracle Projects provides a predefined batch source name PROJECTS INVOICES. You must select this batch.

6.      Enable Multi-Currency Billing: Check this box if you want to enter transactions in multiple currencies.

7.      Require Rate and Discount Reason: Oracle Projects allows you to enter a reason for the rate or discount override to the standard bill rate schedules. Check this box if you want to require users to enter the rate and discount override reason.

8.       Allow Bill Rate Override: Check this box if you want to be able to override bill rates for all the projects in the operating unit.

9.      Allow Bill Rate Discount Override: Check this box if you want to be able to override the bill rate discount for all the projects in the operating unit.

10.  Share Bill Rate Schedules Across Operating Units: Check this box if you want to fund projects across operating units. If you enable this functionality, the list of values for project number includes active projects that are associated with the agreement of the customer.

11.  Require Credit Memo Reason: Enable this option if you require a user to select a credit memo reason when releasing canceled invoices, write-offs, and credit memos.

12.  Save your work

Define Work Type

Work types are an implementation-defined classification of work performed. Work types are used to classify both actual and forecast amounts. Examples are Billable, Non-Billable, Training, and Personal. Work types are grouped together by Utilization Categories.

NAVIGATION : PROJECTS -->Setup è UtilizatioNavigation : Projects -->Work Types

1.      Enter Work Type name in the Name field.

2.      Enable the Billable Check Box if you want the work type to be billable

3.      Enter Description if required

4.      Enter the Effective start and end dates for the work type.

5.      Click on Utilization Tab and select the utilization category from list of values

6.      Enter the Weighting Percentage as 100.

7.      Select the utilization category from list of values under the Organization Region.

8.      Enter the Weighting Percentage as 100

Define Expenditure Types

An expenditure type is a classification of cost that you assign to each expenditure item you enter in Oracle Projects.

NAVIGATION : PROJECTS -->Setup è ExpendituresèExpenditure Types

1.      Name: Enter a unique name for the expenditure type.

2.      Expenditure Category and Revenue Category: Enter the expenditure category and revenue category you want to associate with this expenditure type.

3.      Unit of Measure: Enter the unit of Measure you want Oracle Projects to use when calculating the cost for this expenditure type. You must enter Hours for labor expenditure types.

4.      Tax Classification Code: This is a new feature in R12. You need to click Tax Classification Code and select the tax classification code for customer invoice lines for this expenditure type and operating unit. Oracle Projects uses this code as the default tax classification code based on the Application Tax Options hierarchy that you define in Oracle E-Business Tax for Oracle Projects and the specified operating unit.

5.      Rate Required: If this expenditure type requires a cost rate, check the Rate required check box, then choose Cost Rate to navigate to the Expenditure Cost Rates window and enter a cost rate and its effective date(s).

6.      Description and Dates: In the Description, Dates region, enter a description for the expenditure type. You can optionally enter effective dates for the expenditure type.

7.   Expenditure Type Classes: In the Expenditure Type Classes region, enter the 

        Expenditure Type Class or classes you want Oracle Projects to associate with

        This expenditure type, to determine how to process the expenditure item.

Define Rate Schedules.

Oracle Projects determines rates from a combination of rate schedules or rate overrides and uses these rates to calculate cost, revenue, and bill amounts. We can define four types of rate schedules:        

·         Employee

·         Job

·         Non-Labor

·         Resource Class

Define Billing and Non Billing rate schedules

NAVIGATION : PROJECTS -->Setup è ExpendituresèRate Schedules

First Define Employee Bill Rate Schedule

To define a rate schedule:

1. Specify the Operating Unit. This is a new feature in Release 12. Specify the operating unit to which your organization and rate schedule belong. When you have access to only one operating unit, that operating unit appears as a default value in this field.

2. Specify the organization that maintains the schedule.

The organization you enter can be any organization from your organization hierarchy, regardless of whether the organization has the Expenditure Organization classification, and regardless of the start and end dates for the organization.

3. Enter a schedule name and a description of the schedule.

4. Specify a currency for the schedule.

Note: You can specify a different currency for your Bill Rate Schedule if the Enable Multi Currency Billing option is enabled for the operating unit. See: Enable Multi Currency Billing, Billing Implementation Options, and Oracle Projects Implementation Guide.

4. Check the Share across Operating Units check box to allow other operating units to use this schedule.

Note: To share bill rate schedules, you must also enable the Share Bill Rate Schedules across Operating Units options in the Billing tab of the Implementation Options window. See: Share Bill Rate Schedule Across Operating Units, Billing Implementation Options, and Oracle Projects Implementation Guide.

5. Select a schedule type.

6. Rates can be defined employee wise or Job wise. Incase of job wise rate Click on the Job Tab and Select Job group.

7. Select Employee name against whom the rate need to be defined.

8. Employee Number and UOM defaults.

9. Enter the Rate or Markup percent.

10. Enter the effective start and end date for the rate.

Now, define Job Bill Rate Schedule

Just update the Organization, Schedule Name and Currency and save your work.

Now, define Non Labor Bill Rate Schedule

Just update the Organization, Schedule Name and Currency and save your work.

    

Define Invoice Formats

An invoice format determines how Oracle Projects creates an invoice line. You can define different formats for labor, non-labor,   the columns, text, and layout of invoice lines on an invoice.

NAVIGATION : PROJECTS -->Setup è Billing è Invoice Formats

1.      Name: Enter a unique, descriptive name for this invoice format.

2.      Format Type. Select a format type. The format type controls the invoice formats you see for labor, non-labor, retention, and retention billing when you enter invoice formats using the Projects window.

3.      Start and End. Specifies where you want this field to appear on the invoice line. Enter numbers between 1 and 240.

4.      Grouping: Enter a grouping option for this invoice format. You can choose any grouping option available for this type of invoice. A grouping option specifies what fields are the primary groupings of items into invoice lines, and is based on the funding level of the project. A project budgeted at the top task will have a top task grouping rule.

5.      Use For:  Select an option to indicate if you want to use this invoice format for customer invoices, intercompany invoices, or both.

6.      Field Name: Enter the name of the field that you want to appear on the invoice line. You can choose any invoice line field available for grouping option or the invoice format.

7.      Right Justify Select if you want this field value to appear right justified between the specified start and end positions.

    

Define Billing Cycle

In Oracle Projects, user-defined cycles are used to specify when certain actions and processes take place.  Billing cycles determine how often and on what dates a project is billed.

NAVIGATION : PROJECTS -->Setup è System è Cycles

1.      Enter the name of the billing cycle in the Name field.

2.      Select the type from list of values based on the requirement and enter days in the cycle day’s value field.

3.      Enter the effective start and end dates

    

Define Event Types

An implementation-defined classification of events that determines the revenue and invoice effect of an event. Typical event types include Milestones, Scheduled Payments, and Write-Offs.

NAVIGATION : PROJECTS -->Setup è Billing è Event Types

1. Enter a unique, descriptive name for this event type.

2. Revenue Category: Enter the revenue category that you want to associate with this event type.

3. Class: Enter a classification for this event type

Automatic. An Automatic classification generates an automatic event for       revenue or invoice amounts that may be positive or negative, depending on your implementation of billing extensions.

Manual. A Manual classification allows you to enter both a revenue amount and a bill amount. These two amounts can be different. Classify an event type as manual    when you need to indicate different revenue and bill amounts.

4.      Enter the effective start and end dates.

5.      Tax Classification Code. This is a new feature in R12 .Optionally; click Tax Classification Code to select the tax classification code for customer invoice lines created for this event type and operating unit. Oracle Projects uses this as the default tax classification code based on the Application Tax Options hierarchy that you define in Oracle E-Business Tax for the Oracle Projects application and the project's operating unit. For more information on setting up tax classification codes and the hierarchy of application tax options, see the Oracle E-Business Tax User Guide.

    

Define Resource List

Define the resource list as a hierarchy of resources up to two levels. The top level is restricted to resource types, such as organization, expenditure category, and revenue category. Use the resource types Event Type, Expenditure Type, Revenue Category, and Expenditure Category to define the second level of the hierarchy:

NAVIGATION : PROJECTS -->Setup è Budgetsè Resource Lists

1. Enter the Resource List name and Description.

2. Group Resources By: Choose how you want to group the resource list. If you choose to group the resource list, and then you enter resource groups. Select the resource group, and override the alias and order if necessary.

3. If the resource list is job-based, then you must enter a job group to be used for summarization. The Resources region then displays jobs that belong to the job group you entered.

4. In the Resources region, enter the resources for each resource group. If you do not use grouping for the resource list, then use the Resources region to enter resources for the resource list.

5. Select the resource type and resource .Resource type could be Expenditure type, Event  etc

6. Alias and the Order number defaults automatically .Override the values if required.

    

Define Agreement Types

Agreement types categorize the various kinds of agreements you negotiate with clients. For example, you can define one agreement type for all verbal agreements and another for all agreements using purchase orders.

NAVIGATION : PROJECTS -->Setup è Billing è Agreement Types

1.      Enter a unique, name and description for this Agreement type.

2.      If you want payment terms to default when you enter an agreement with this agreement type, enter the Default Terms.

3.      Enable the Default Revenue/Invoice Limit option if you want the Hard Limit option of the Agreements widow to be enabled by default when you enter an agreement with this agreement type.

4.   Enter Effective Start and End Dates.

    

Define Budget Entry Method

Budget entry methods specify and control how you enter a budget or forecast. You use budget entry methods when you create budgets and forecasts that use budgetary controls and budget integration features.

NAVIGATION : PROJECTS -->Setup è Budgetsè Entry Methods

Oracle Projects predefines three budget entry methods:

       By lowest tasks and date range, Categorized by Resources

       By lowest tasks and GL period, Categorized by Resources

       By lowest tasks and PA period, Categorized by Resources

You can define additional budget entry methods during implementation.

Defining Budget Entry Methods

1.      Navigate to the Budget Entry Methods window.

2.      Enter a name and description for the budget entry method.

3.      Select an entry level. The entry level can be Project, Top Tasks, Lowest Tasks, or Top and Lowest Tasks.

4.      Select Categorized by Resources if you want to categorize amounts by resources.

5.      Select a time phased type. The choices are Date Range, GL Period, PA Period, or None.

6.      Select the enterable fields for cost and revenue using the displayed check boxes.

7.      Save your work.

    

Define Project Type

The project type controls how Oracle Projects creates and processes projects, and is a primary classification for the projects your business manages. You must set up at least one project type to create projects in Oracle Projects. There are three project classes:-

Contract:  Collect and track costs, labor hours, revenue, and billing for services performed for and reimbursed by a client.

Indirect: Collect and track expenditure item costs and labor hours for overhead activities, such as administrative and overhead work, marketing, and bid & proposal preparation.

Capital: Collect and track costs and labor hours for asset development activities that you plan to capitalize as one or more assets.

NAVIGATION : PROJECTS -->Setup è Projects è Project Types

1.  Operating Unit: This is a new Feature R12. You can now define your Project      Types on an Operating Unit basis.

2. Enter a name & Description for the Project type.

3. Class: Select Contract to create a contract project type

4. Enter effective start date of the project type

5. Service Type: Select the required service type from the list of values.

6. Work Type: Select the work type created above in the setup.

Click on the Billing Information Tab (Tab gets enables only when the class is ‘Contract’)

1.      Operating Unit: It’s a new feature in R12. You can define your Project Types based on 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.      Funding Level: The level at which you allow funding for contract projects of this project type. You can choose from the values of Project, Top Task, or Both.

3.      Billing Job Group: Enter a default job group for billing purposes. The job group you enter serves as the default Billing Job Group when you define a contract project with this project Type.

4.      Labor: Select Bill Rate Schedule or Burden Schedule for labor billing.

5.      Non-Labor: Select Bill Rate Schedule or Burden Schedule for non-labor billing.

·         Organization: Select the default organization that owns the labor and non-labor bill rate schedules.

·         Schedule: The default burden schedule for non-labor revenue and invoicing.

6.      Invoice Formats: Select the default labor and Non labor invoice format created above

7.      Select the default billing cycle for projects of this type.

8.      Baseline Funding without Budget: Check this box if you want to automatically create a revenue budget when you baseline your funding.

9.      Revaluate Funding: Check this box if you want to revaluate funding for the project type. This option cannot be unchecked if the Revaluate Funding option is enabled at the Project level.

10.  Funding Revaluation includes Gains and Losses: This option can be enabled only if the Funding Revaluation includes Gains and Losses option is enabled in the Implementation Options window and Revaluate Funding is enabled for the project type. Check this box if you want funding revaluation to include gains and losses. If you enable this functionality you should define the project revenue realized gains and losses event types for account reclassifications. If this functionality is not enabled, the revaluation process only considers the funding backlog amount.

11.  Realized Gains and Losses Event Types: If the Funding Revaluation Includes Gains and Losses functionality is enabled at the Project Types level, define new gains and losses event types. These event types record the realized gains and losses events while processing funding revaluation.

Click on the Distribution Rules Tab

Name: You select the distribution rules that can be allowed for any project of this project type. You can choose any predefined distribution rule:

Cost/Cost: Accrue revenue and bill using the ratio of actual cost to budgeted cost (percent spent)

Cost/Event: Accrue revenue using the ratio of actual cost to budgeted cost (percent spent), bill based on events

Cost/Work: Accrue revenue using the ratio of actual cost to budgeted cost (percent spent), bill as work occurs.

Event/Event: Accrue revenue and bill based on events.

Event/Work: Accrue revenue based on events, bill as work occurs.

Work/Event: Accrue revenue as work occurs, bill based on events.

Work/Work: Accrue revenue and bill as work occurs.

Click on the Project Status, Workflow Tab

Starting status for new projects and workflows to be used for status changes

Define Project Template

           NAVIGATION : PROJECTS -->Setup è Projects è Project Templates

1.      Operating Unit: It’s a new feature in R12. You can define your Project Types based on Operating Units. It means that from a single responsibility you can Define/Query Multiple Operating Unit based Project Template Set Ups. The same feature was not available in previous releases.

2.      Enter a name and number for Project Template.

3.      Type: Select the project type to be used with this template.

4.      Organization: Select the organization, to which the template belongs .This organization defaults when a project is created, can be overridden as per requirement.

5.      Long Name can be same as your Template Name.

6.      Optionally enter the Trans duration start and end dates.

7.      Description can be same as your Long Name.

8.      Show Checkbox: You can check the check box if you wish the Options to get copied over to the projects that you create using the same Template.

9.      Oracle by defaults enables standard project options. You can update a project template at any time. All changes to a project template affect projects that are created from the template after the changes are made.

10.  Click on the Setup Quick Entry: Quick Entry fields which specify fields to enter for the new project when creating it from a template.

11.  Save your work.

    

Auto Accounting

 Oracle Projects creates many different accounting transactions throughout its business cycle (when posting labor cost debits and labor revenue credits, for example). You can use AutoAccounting to specify how to determine the correct general ledger account for each transaction.

When you implement AutoAccounting, you define the rules and circumstances that determine which general ledger accounts Oracle Projects uses. Oracle Projects then uses the rules when performing accounting transactions.

Define AutoAccounting rules to generate account combinations, and then assign a set of rules to each AutoAccounting transaction you want to use for your company.

Dening a Lookup Set

 In lookup sets you specify pairs of values. For each intermediate value, you specify a corresponding account segment value. One or more related pairs of intermediate values and segment values form a lookup set. Use the Segment Value Lookup Region zone to specify an intermediate value, and then map that intermediate value to a specific segment value of your Accounting Flexfield.

Dening AutoAccounting Rules

 AutoAccounting rule you define supplies one Accounting Flexfield segment value at a time. Thus, you need to specify one AutoAccounting rule for each segment in your Accounting Flexfield for each AutoAccounting transaction you want to use. Some of the AutoAccounting rules you define can be quite simple, such as always supplying a constant company code or natural account. Others can draw upon context information (parameters), such as the revenue category for a particular posting or the organization that owns a particular asset. You can even use multiple parameters to provide a segment value. You can reuse the same AutoAccounting rules for many different functions and their transactions.

Assigning Rules to Transactions

AutoAccounting function consists of several distinct transactions; you assign rules to each transaction you want to use. These rule assignments then determine which general ledger account AutoAccounting uses to process that transaction. After you enable a transaction, you match each segment in your Accounting Flexfield with the appropriate AutoAccounting rule. For example, if you have a two-segment Accounting Flexfield containing a Company segment and an Account segment, you assign one rule to the Company segment and one rule to the Account segment.

Profile Options

Profile	Value
GL Set of Books Name	Vision Operations (USA)
MO: Operating Unit	Vision Operations
Rouser Type	HR User
PA: Licensed to use Project Billing	Yes
PA: Licensed to use Project Collaboration
PA: Licensed to use Project Costing	Yes
PA: Licensed to use Project Management	Yes
PA: Licensed to use Project Resource Management
PA Time:  Allow Entry of Negative Hours	Yes
PA Time: Enable Business Message	Yes
PA: Allow Project Time and Expense Entry	Yes
PA: Auto Approve Timesheets	No
PA: Debug Log Directory	/usr/tmp
PA: Debug Mode	Yes
PA: Default Burden Schedule Type	Firm
PA: Default Calendar	Vision Operations
PA: Default Public Sector	No
PA: Display Find Tasks Window	Yes
PA: Enable Budget Integration and Budgetary Control Feature	Yes
PA: Enable Enhanced Period Processing	Yes
PA: Expenditure Items Per Set	100
PA: Global Week Start Day	Monday
PA: Highlight Starting Tasks: Number of Days	7
PA: Require Work Type Entry for Expenditures	Yes
PA: Starting Assignment Status
PA: Tasks to Display for Expenditure Entry	Chargeable tasks
PA: Transaction Billability derived from Work Type	No

Project Initiation

Project Creation

NAVIGATION : PROJECTS -->PROJECTS --> Double click on the projects menu in the Navigator

1.      The Projects screen will be displayed.

2.      Select the project template using which you need to create project and click on find button

3.      Select” Copy To” Button

4.      Enter the project details in the quick entry fields, fields marked as ‘Required’ are  to be mandatory entered

5.      Click OK to complete project creation process.

Approve the Project

Project need to be approved before any transactions are raised against it. Click on the Change Status button and select the status approve.

Project Options

You specify project and task options to control how Oracle Projects processes your projects. Project and Task options are available at various levels of your financial and/or work plan structure. Use the Projects and Tasks windows to specify project and task options.

Customers and Contacts: Enter the customer and contact information of the project. You can define multiple customers for one project.

1. Name/Number: Choose a project customer. You can choose any active customer in the Oracle Receivables customer database.

2. Relationship: The relationship between this customer and your project, such as Primary, or Non-Paying.

3. Contribution: The percentage of this project’s revenue and billing you expect this customer to contribute. If you enter more than one customer for this project, the total customer contributions towards revenue and billing must sum to 100% before you can accrue revenue or bill invoices against this project.

4. Bill to Name: Enter the name of the customer who will receive the project invoices. Depending on the Customer Relationships setting in the Implementation Options window, you can choose the project customer, a related customer, or any customer defined in Oracle Receivables

5. Billing Address: The address where you want to send this customer’s invoices. You can choose any active billing address defined for the Bill To customer in Oracle Receivables.

6. Shipping Address: The address where work will be performed for this project. You can choose any active Ship to address defined for the Ship To customer in the Oracle Receivables database.

7. Bill another Project: Select if you want to identify a project as a provider project for purposes of inter-project billing.

8. Receiver Project / Receiver Task: Enter the numbers of the projects and tasks that will receive the work performed on this project. Valid receiver projects and tasks belong to receiver operating units that have identified the current operating unit as a provider

9. Invoice Currency: If you want to invoice the project customer in a currency different from the project currency.

10. Allow Rate Type "User": Enable this option if you want to allow the rate type "User" for invoicing this project customer.

11. Code: The default invoice currency code for the customer.

12. Rate Date: The default exchange rate date. If this field is left blank, the system will use the Bill Through date for the exchange rate date.

13. Rate Type: The default rate type.

14. Contacts Type: A contact type, such as Billing or Shipping, to identify a contact. The billing contacts are limited to the contacts defined for the Bill To customer and billing address. The shipping contacts are limited to the contacts defined for the Ship To customer and shipping address.

15. Name:  Choose any active contact name defined for the Bill To customer

Billing Information:

Billing Setup

1. Revenue Accrual Method and Invoice Method: The project type determines which distribution rule appears as the default value for these fields. The revenue accrual method and invoice method you enter determines how revenue is calculated and how invoices are generated for this project.

               Work/Work:  Revenue and the Bill or Invoicing is based on as the work occurs.

               Work/Event:  Accrue revenue as work occurs, and Bill based on events.

                Event/Event:   Accrue revenue and Bill based on events.

2. By Default Distribution Rule set for the Project Type gets defaulted on to the project. The Other attributes which get defaulted in the billing section from the Project Type are Billing Cycle, Next Billing Date. Invoice Formats

3. Invoice Method at Top Task: Check this box if you want the ability to override the project level invoice method at the top task. If you enable this option you can use multiple invoice methods for a project.

4. Baseline Funding without Budget: Check this box if you want to automatically create an approved revenue budget and baseline you’re funding for this project.

Bill Rates and Discount Overrides: Select and expand Bill Rates and Discount Overrides Options in Project Window

Standard Billing Schedules

1. Enter a Labor or Non-Labor billing schedule (see the rate schedule setup Topic), you must choose whether to use a Bill Rate Schedule or a Burden Schedule

2. Enter a Non-Labor Bill Rate Schedule; enter the Organization, Schedule Name, Fixed Date, Discount %, and Discount Reason.

3.      Rate can be defined Employee wise, Job wise, Non labor wise. This rate can be overridden for each of these levels.

4. Employee Bill Rates and Discount Overrides: You can override an employee’s standard bill rate by rate or discount when there is an override the new bill rate or discount rate of the employee takes precedence over the job bill rate and discount override you define at the project level and task level.

5. Job Bill Rate and Discount Overrides: You can override a job’s standard bill rate for a project or lowest task by rate or discount. When you override a job’s standard bill rate by rate override, the new job bill rate becomes the job’s bill rate for this project or lowest task.

6. Non-Labor Bill Rate and Discount Overrides You can override a non-labor standard bill rate for non-labor expenditure types and non-labor resources. When you override a usage expenditure type, the override applies to all non-labor resources within that usage expenditure type.

  

Agreement Creation

An agreement provides the funding for projects and tasks. Oracle Projects allows you to define agreements, projects, and tasks to organize your project work.

NAVIGATION : PROJECTS -->PROJECTS --> Billingè Agreement

1.      Select the customer name

2.      Operating Unit: 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. The same feature was not available in previous releases.

3.      Enter a Number to identify this agreement, such as the customer’s purchase order number.

4.      Select agreement Type.

5.      Enter the Amount of this agreement.

6.      Enter the payment terms (defined in Oracle Receivables) for any invoices funded by this agreement.

7.      Choose the Revenue Hard Limit or/and Invoice Hard Limit check box to impose a hard limit on revenue accrual and invoice generation for projects funded by this agreement. Otherwise, Oracle Projects imposes a soft limit.

8.      Optionally enter the date this agreement expires.

9.      Enter the name of the organization that owns the agreement.

10.  Note: You can choose any project owning organization (in the project owning organization hierarchy assigned to the operating unit) as the organization that owns the agreement.

11.  Save your work.

Project Funding

You must fund a project before the project can accrue revenue and be billed. Funding is the step that allocates an amount associated with a customer agreement to a specific project. The total amount of allocated project funding must equal the current approved project revenue budget amount in order to successfully baseline the project.

1.      Project Number: Enter the number of the project you want to fund with this agreement.

2.      Task Number: Enter the number of the top-level task you want to fund with this agreement. If you do not want to restrict funding for a particular task, leave this field blank.

3.      Date Allocated: Enter a Date to record when you allocated agreement funds to this project or task. The Date Allocated is used as the rate date to determine the exchange rate when the Rate Date Type for the project's funding currency attribute is PA/Invoice Date.

4.      Amount: Enter the Amount you want to allocate to this project or task.

Funding Classification: Enter the Funding Classification to indicate the nature of the allocations. Funding lines can be aggregated by funding classification and reported accordingly using Project Intelligence

Project Budgets

A budget is the estimated cost or revenue for a project or task. You track project status and performance by comparing budgeted amounts to actuals using reports and Project Status Inquiry.

Budget can be tracked at various levels like Top Task or Lowest Task level, Project level. Each budget can have detailed or summary information in the following areas, as appropriate for each project.

We can enter a budget for the duration of the project or tasks (also known as budget at completion), or you can enter time–phased budgets which contain budget amounts by time period. We can enter time–phased budgets at the project, top task, or lowest task levels by organization and then by expenditure category within that organization. The Budget Entry Method selected for each budget determines the duration of the budget.

We can have multiple Budget versions created for a project. Each budget has a draft, which is a working area for an in–process budget. The draft will not appear in any project status tracking inquiries or reports. (Note that draft is not a budget type, since any type of budget can have a draft.) For each budget, you can create and save many budget versions. Each time you baseline a draft, you create a new version. To help identify budget versions, you can give each version a unique name and specify a change reason. You can view summary and detail information for all budget versions.

Each budget version has one of the following classifications:

Original Budget: The first time you baseline a draft, the version is marked as the Original Budget.

Revised Original Budget: You may need to revise your Original Budget due to budget entry errors or changes in the project scope. When you baseline a draft, you can identify the new baselined version as a Revised Original. In calculations and displays that use the Original Budget, the most recent Revised Original is used (or the Original Budget, if there is no Revised Original).

Current Budget: The most recent baselined version of the budget is the Current Budget. You can have only one Current Budget for each budget type. Current Budget amounts are shown in the Project Status Inquiry window.

Historical Baselined Versions: Any baselined budget that is not the Current Budget is considered an historical version of the

budget.

Budget types identify the different kinds of budgets that you enter for your projects. For cost budget types, you can enter quantities, raw cost, and burdened costs. For budget using revenue budget types, you can enter quantities and revenue amounts.

Oracle Projects predefines four budget types:

·         Approved Cost Budget

·         Approved Revenue Budget

·         Forecast Cost Budget

·         Forecast Revenue Budget

Budget Creation-Cost Budget

Navigate: Budgets

1.       Choose the project for which you want to enter or revise budget amounts.

2.       Choose the budget type. The budget type field enables you to have more than one series of budgets for a project. The budget type determines whether the budget is a revenue budget or cost budget. 

3.       Version Name: Enter the version name.

4.       Budget Status :The budget status will be displayed, indicating where the budget is

      in the working/submission/baselining process.

5.       Change Reason: Enter a change reason. The change reason identifies the reason for changing a budget version from a previous version.

6.        Budget Entry Method You can accept or override the default budget entry method (BEM), which determines the level of detail for the budget.  If you are entering the first draft for the budget type, the default BEM is determined by the project type of the project.  If a prior version of the budget type exists, the default BEM is the budget entry method of the project’s current budget for the budget type.

7.       Resource List: The resource list is the set of resources that can be used as budget categories for a categorized (detail) budget. These resources will be displayed on the list of values for resource when you are entering budget lines.

8.       Choose the Details button to open the Budget Lines window.

 

1.      Select the Resource against which you want to budget

2.      Select the Amount Type, amount types are dependant upon the Resource selection.

If you are entering a project level budget, the Budget Lines window will open. If you are entering a task level budget, the Task Budgets window will open. Select a task, and then choose Budget Lines to open the Budget Lines window.

If you are entering a budget that is period–phased (time–phased by PA period or GL period), the matrix entry Budget Lines window will be displayed for budget lines entry. The matrix entry window opens automatically when you navigate to the Budget Lines window for a period–phased budget. The type of time–phasing of the budget is determined by the Budget

Entry Method selected for the budget.

When you complete budget entry, you need to submit your draft budget to indicate that it is ready for review and baselining.

Baselining is the process of approving a budget for use in reporting and accounting. When the baselining function is called, the system copies the draft amounts into a new baselined budget

Version. The most recent baselined version is named the Current Budget, which is used for reporting. All previously baselined budgets are historical baselined versions. The Current Budget, and all other baselined budget versions, has a status of Baselined.

Budget Creation- Revenue Budget

For contract projects in Oracle Project Billing, the baseline function verifies that the budget amounts for the budget type Approved Revenue Budget equals the total funding for the project within the project. If this check is successful, a new budget version is created. If the amounts are not equal, Oracle Projects displays an error and does not create a new budget version.

You must enter and submit an approved revenue budget and allocate funds to the project or task before you can baseline it or automatically create a baseline budget when you baseline funding

Expenditure Entry

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 

• Timecards

• Expense reports

• Usage logs

• Miscellaneous transactions

• Burden transactions

• Inventory transactions

• Work in process transactions

                    

2.      Events

3.      Import from other modules:

Purchasing and Payables: - Oracle Projects fully   integrates with Oracle Purchasing and Oracle Payables and allows you to enter project–related Requisitions, purchase orders, and supplier invoices using those Products

Receivables   : - Oracle Projects generates draft invoices and uses Oracle Receivables features to create invoices and interface the Accounting transactions to Oracle General Ledger.

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

Project Expenditure- Preapproved Batch-Time Cards

NAVIGATION : PROJECTS -->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.

Project Expenditure – Preapproved Batch- Miscellaneous Transactions

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

– Allocations

– 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.

Generate Cost

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.

Project Expenditure- Supplier Invoices

We can record project information on supplier invoices for the purchases made for a specific project

For each transaction, Payables records the project name, task, and expenditure information. The Account Generator creates a charge account for each invoice distribution that has project information. Project-related transactions are interfaced back to Projects where the transactions are recorded and associated with particular projects.

Project information can also be captured at the purchased order level .When you match an invoice to a purchase order in Oracle Payables, the project information from the purchase order is copied to the invoice. When you enter new project–related invoices in Oracle Payables, you only need to enter project information on the source i.e. the invoice. If you use distribution sets with project information, Oracle Payables automatically supplies project information for your supplier invoice distribution lines.

Create Project Related Supplier Invoice

When we specify project-related information in the Project fields region of the Invoice distribution lines. The account information will automatically be created by the Account Generator, based on the project-related information you enter.  Make sure the Account Generator is enabled.

Enter Project , Task  and Expenditure Type  information.

Expenditure Type is an expenditure type classified with an expenditure type class of Supplier Invoices.

Expenditure Organization is the organization that is ordering or has ordered the goods or services, which may be different from the project owning organization.

The Expenditure Item Date is the date that you expect to incur the expense for the goods or services that you are requesting for a requisition or purchase order, or the date that you incur the charge for an invoice. This date is used during online validation against project transaction controls, and becomes the expenditure item date on the expenditure item in Oracle Projects. This date defaults to the current date each time you create a  new Accounting Flexfield combination.

Validate and Account the Invoice

Interface Costs

To load invoices and receipt accruals from Oracle Payables to Oracle Projects, use the

PRC: Interface Supplier Costs process in Oracle Projects.

The process selects transactions based on the parameter values entered. It first retrieves all eligible accounted, project-related receipt accrual information, supplier invoice distributions (including non-recoverable tax lines) and all payment discounts that are distributed to project-related distributions. The process then interfaces the amounts

To Oracle Projects.

Note :  All invoice distributions, excluding non-recoverable tax lines, are included in one batch.

            Non-recoverable tax lines are grouped into a second batch,

            Payment discounts are included in a third batch,

            Receipt accruals for project related items with a destination type of Expenses are grouped

            In the  fourth .

Within each batch, expenditure is created for each invoice and an expenditure item is created for each  invoice or discount distribution.

Expenditure Inquiry

Use the Expenditure Items window to review a project's expenditure items. Use the Find Expenditure Items window to enter search criteria for expenditures and expenditure items . You can search expenditures based on Various Attributes like Project ,Expenditure Type, Task ,Employee , Billability etc.

Navigate to the Find Project Expenditure Items or Find Expenditure Items window and enter project number

Click on the  Item Details to select a window for reviewing the details of this expenditure item. The Inquiry Options window will be displayed, from which you can choose one of the following options:

• Choose Cost Distribution Lines to view individual transactions and the debit and credit GL accounts charged for raw and burdened costs for each expenditure item. You can also view other information about the cost lines, such as PA and GL period and interface status and the rejection reason if transactions could not be interfaced.

• Choose Revenue Distribution Lines to view the revenue transactions generated for a specific expenditure item. The GL account credited for the revenue is displayed. You can also see the GL and PA posting period for the revenue and the interface status. The rejection reason will be displayed for any transactions that are rejected during the interface to GL.

• Choose AP Invoice to drill down to the Invoice Overview form in Oracle Payables. (This option is only enabled for expenditure items whose expenditure type class is either Supplier Invoices or Expense Reports.)

Project Status Inquiry

Oracle Projects provides a default configuration for the displayed columns in Project Status Inquiry (also known as PSI). With Project Status Inquiry (PSI), you can review the current status of your projects and then drill down to commitments, actuals, and events detail for tasks and resources  for more detailed review of a project and its tasks.

Run the Update Project Summary Amounts process for your projects. The Project Status window uses the data that is summarized by this process.

Project and Task PSI Columns

Column Prompt	Column Description
Project or Task	Project Number or Task Number
Over Bgt	Over Budget: Displays an asterisk (*) if the ITD actual burdened cost is greater than 110%  of the ITD burdened cost budget amount; if not over budget, column is blank.
ITD - Rev Bgt	ITD (Inception-to date) revenue budget amount
ITD - Act Rev	ITD actual revenue
ITD - Cost Bgt	ITD current burdened cost budget amount
ITD - Act Cost	ITD actual burdened cost
PTD - Cost Bgt	PTD current burdened cost budget amount
PTD - Act Cost	PTD actual burdened cost
ITD - Bgt Hrs	ITD current labor hours budget amount
ITD - Act Hrs	ITD actual labor hours
PTD - Bgt Hrs	PTD current labor hours budget amount
Fin % Complete	Financial percentage complete: ITD actual burdened cost / total current burdened cost budget amount * 100
Hrs % Complete	Hours percentage complete: ITD actual labor hours / (Total current budget labor hours * 100)
Est. to Complete	Estimate to Complete: Total current burdened cost budget amount - (ITD actual burdened cost + PTD commitment burdened cost)

1. Navigate to the Project Status window.

2. Enter the search criteria to find the project(s) you want to review.

3. Choose the Find button.

4. To view totals for the project rows returned based on your search criteria, Choose  Totals.

Oracle Projects displays only the projects with a current budget that is summarized or with summarized actuals and commitments. This window displays the Current Period as the current reporting period by which Oracle Projects calculates the values for projects. Amounts for all summarization brackets (period–to–date, prior period, year–to–date, and inception–to–date) are calculated as of the current reporting period.

To review actuals details for a task or resource:

1. Navigate to the Project Status window.

2. Find the project(s) you want in the Find Project Status window.

3. Choose the Actuals button from either the Task Status or Resource Status window.

By default, Project Status Inquiry displays expenditure items incurred in the last period that was summarized for the project. To view expenditure items from prior periods in the Expenditure Items window, change the default date range using the Find Expenditure Items window. You can set the start date to the earliest possible date by choosing the Clear button.

To drill down to the Oracle Payables Invoice Overview window:

1. Navigate to the Project Status window.

2. Find the project(s) you want in the Find Project Status window.

3. Choose the Actuals button from the Task Status window. Use the Find Expenditure Items window to reduce the number of expenditure items that appear in the Expenditure Item Details window.

4. Choose the AP Invoice button to view the related invoice in the Oracle Payables Invoice Overview form.

The AP Invoice button is only enabled (1) for expenditure items whose expenditure type class is either Supplier Invoices or

Expense Reports and (2 if function security is implemented in such a way that the user is able to see the button.

Adjusting Expenditures

Oracle Projects provides powerful features that allow you to:

• adjust expenditure items on your projects

• interface the adjustments to other Oracle applications

• report the audit trail of the adjustments

We can make adjustments to expenditure items after the items have been costed, revenue distributed, and invoiced. Oracle Projects automatically processes the adjusted items and interfaces the adjusting accounting transactions to other Oracle Applications.

You can correct the following attributes of an approved expenditure item using the Pre-Approved Expenditure Entry windows:

• Date

• Expenditure type

• Project

• Task

• Amount

Other attributes which can be adjusted

·         Billable Status

·         Recalculate Raw Cost

·         Recalculate Cost and Revenue

·         Change Work Type

·         Split Item

·         Transfer Item

You make the corrections by reversing the original item and then creating a new item using the correct information. You cannot correct these items using the Expenditure Items window.

You cannot correct the amount, date, expenditure type, or supplier of supplier invoice items in Oracle Projects. You must correct these attributes of supplier invoice item in Oracle Payables.

Preapproved Batch -Adjustment

After you submit a batch, you can add, delete, and revise expenditures and expenditure items. You also must correct a batch if your supervisor rejects and returns a submitted batch to you. If the batch has a status of Submitted, locate the batch, return its status to Working, and change the expenditure or expenditure item before resubmitting the batch.

If the batch has a status of Released, correct the individual expenditure items by reversing the full amount of the original item and then entering the correct information. For example, if you entered six hours on a timecard expenditure item when the correct number of hours is four, create a reversing item equal to a negative six hours, then add a new expenditure item of four hours. To enter the corrected items, create a  new batch and then follow the normal steps for submitting and releasing expenditures.

Preapproved Batch Adjustment can be done at two levels:

·         Batch Level

·         Line Level           

Adjusting at Batch Level

To correct a released expenditure item:

Create a new batch for the correction items. The Expenditure Ending date must identify the week that includes the expenditure item you are reversing.

       Actual Expenditure Batch

To reverse the entire batch click on the Reverse Button of the Actual Batch. This reverses the Entire batch

This creates a new batch reversing all the expenditure lines

Submit and Release the Reversed Batch.

Adjusting at Batch Line Level

To reverse specific lines in the Batch.

Create a new batch and Click on Expenditures Button

Click on the Reverse Original Button to search for the expenditure batch lines relating to that resource

Select the required lines to be reversed and Click on Reverse Button.

Submit and Release the Expenditure Batch

Use the adjustment actions Billable to Non–Billable and Non–Billable to Billable to change the billable status of an expenditure item.

• A billable item accrues work–based revenue and can be invoiced.

• A non–billable item does not accrue work–based revenue and is not invoiced. You      may want to check the setup of the billable status of your project to reduce the number of items you need to adjust for billable classification.

     

      Navigate to the Expenditure Inquiry Screen.

      Query for the project on which the expenditure adjustment need to be made

      Select the expenditure line   and navigate to Tools > Non Billable

Billing Hold

You can place an expenditure item on billing hold. An item on billing hold is not included on an invoice until you release the billing hold on the item.

One–Time Hold

You can place an expenditure item on one–time billing hold. An item on one–time billing hold is not billed on the current invoice but is eligible for billing on the next invoice. The one–time billing hold is released when you release the current invoice.

Split

You can split an item into two items so that you can process the two resulting split items differently.

For example, you may have an item for 10 hours, of which you want 6 hours to be billable and 4 hours to be non–billable. You would split the item of 10 hours into two items of 6 hours and 4 hours, marking the 6 hours as billable and 4 hours as non–billable. The resulting split items are charged to the same project and task as the

Original item.

NAVIGATION : PROJECTS -->Expenditures à Expenditures Inquiry à   Enter Project number

Transfer

You can transfer an item from one project and task to another project and task. Oracle Projects provides security as to which employees can transfer items between projects.

Expenditure is transferred to new project

Adjusting the Supplier Invoices

Invoice before adjustment

Making an adjustment on the project by Transferring the Cost from one project to other

Process the adjustment by running the PRC: Distribute Supplier Invoice Adjustment Costs process Cost is transferred to new project         

Please Note: The Adjusted Entries will only be visible in Expenditure Inquiry Screen in Projects. However, in Payables in the Invoice Batches it will still show the original Entry being charged to Original Project Only.

If there is any adjustments that needs to be done to the Payables Invoice in Payables, then a new line item will need to be created with the negative amount which is being charged to the original Project and a new Line Item will need to be created with the Positive Amount which is being charged to the New Project in Payables.

Then, the adjusted Line items need to be interfaced to Projects in order for the same to reflect in Projects.

Revenue and Invoice Generation

Oracle Projects generates revenue based on the transactions that you charge to your projects. When you generate revenue, Oracle Projects calculates revenue and expenditure item revenue, determines GL account codings, and maintains funding balances. You can generate revenue for a range of projects or for a single project.

Distribution Rules defined on the project determine how and when you can generate revenue

For projects that use as-work-occurs revenue accrual, the total potential revenue is simply the sum of the revenue of all expenditure items plus events. For Milestone based projects where the revenue needs to be accrued on a fixed date the potential revenue would be the amount raised using a Project Event.

Project Events

Event in Projects are a summary level transaction assigned to a project or top task that records work completed and generates revenue and/or billing activity, but is not directly related to any expenditure items. For example, unlike labor costs or other billable expenses, a bonus your business receives for completing a project ahead of schedule is not attributable to any expenditure item, and would be entered as an event. We Use the Event Details window to enter and review events for a project or top task. Examples of events include an invoice reduction, a performance bonus, revenue write-off, or adjusting revenue.

NAVIGATION : PROJECTS -->Billingà Eventsà Projects

Using Event Details window we can enter, or review all of the information for a single event on one screen.

1.      Enter the details of the project, task, and event.

           

2.      Enter number of the event.

3.      Select the event type.

4.      Enter the organization of the event. Default value would Project Organization.

5.      Enter a description for the event. In the currency field. Click on the Currency button

      To review or override the currency conversion attributes defined for the project

6.      Revenue amount in project functional currency or the project currency that is calculated during the revenue generation process

7.      Bill amount in project functional currency and the project currency that is calculated during the invoice generation process

Generate Revenue

To generate revenue for a single project Submit the PRC: Generate Draft Revenue for a Single Project process from the Submit Request window

Navigate to Submit Request window.

NAVIGATION : PROJECTS -->PROJECTS --> Others è Requests è Run

·         A Parameters window automatically appears if you select a request that requires parameter values.

·         Select the project number for which the revenue need to be generated

·         Accrue Through Date: Enter the period for which you need the revenue to be accrued.

·         Select the Submit button

Review and Release Revenue

Using the Revenue Review window to review detailed information about project revenue.

NAVIGATION : PROJECTS -->PROJECTS --> Billing è Revenue Review

Enter the project name or the project number and click on find

Click on the Lines to view the expenditure item wise revenue lines.

The Revenue Lines window displays the task, revenue source, revenue category, and amount for the revenue lines that comprise a draft revenue item.

Select ‘Release’ Button.

Submit PRC: One-Step Interface Streamline Processes to GL to transfer the Revenue lines to General Ledger module.

The Revenue Status will change to Accepted.

Generate Invoice

When you generate invoices, Oracle Projects calculates bill amounts, creates formatted invoices for printing and posting, and maintains funding balances.

Submit ‘PRC: Generate Draft Invoice process ‘to generate project Invoice. When you generate an

Invoice, Oracle Projects first selects projects, tasks, and their associated events and

Expenditure items those are eligible for billing. You need to specify an Invoice Date as well as a Bill through Date as process parameters. The Bill through Date is the date through which you want system to process all eligible expenditure items and events.

The Invoice Date parameter is used as the AR Invoice Date for all the invoices generated. You can override the AR Invoice Date when you manually release an invoice.

Approve and Release Invoice

After you review invoices and make any necessary adjustments, you need to approve them before you can release them for interfacing to Oracle Receivables.

NAVIGATION : PROJECTS -->PROJECTS --> Billing è Invoice Review

Enter the project number or project name

Select Approve Button

Select the Release Button .Optionally you can change the Invoice Date in the release invoice window.

Submit PRC: Interface Invoices to Receivables to transfer the invoice lines to receivables module.

When you interface invoices to Oracle Receivables, system collects all eligible released draft invoices in Oracle Projects and interfaces them to Oracle Receivables interface tables. This process also maintains project balances of unbilled receivables and unearned revenue and creates accounting transactions for these amounts.

After you run the Auto Invoice program to create invoices in Oracle Receivables, you tieback successfully interfaced invoices as well as rejected invoices using PRC: Tieback Invoices from Receivables.

Review the Invoice in the Receivables Module.

Source of these invoices would be ‘PROJECTS INVOICES’

Accounting Entries

Oracle Projects runs AutoAccounting to determine the appropriate general ledger accounts. AutoAccounting selects all of the AutoAccounting parameters for each item or event, determines the account coding, validates the account coding against the general ledger, and updates each revenue and invoice distribution line with The appropriate account.

Accrue prior to billing

Revenue transaction entry prior to billing: Unbilled Receivables To Revenue

Invoice transaction entry prior to billing: Receivables To Unbilled Receivables

Invoice prior to accrual

Invoice transaction entry prior to accrual: Receivables To Unearned Revenue

Revenue transaction entry prior to accrual: Unearned Revenue To Revenue

Expenditure Entry Labor Cost Transaction Labor Expense To Payroll Clearing

Supplier Expense Transaction Expense To Payables Liability

Reports

Oracle Projects gives various standard reports to provide a detailed view of the cost, revenue, and invoice activities of your projects. Use them to review your project expenditures, revenues, invoices, and expenditure item adjustments.

MGT: Revenue, Cost, Budgets by Resources (Project Level): report to review project revenue and costs broken down by resources for a particular PA Period and for the project-to-date. This report also displays budgeted revenue and cost amounts broken down into the same resources, but only under the project-to-date column since budgets are independent of PA Periods.

MGT: Transfer Activity report to review the expenditure item transfers into and out of a particular project. You can use this report as an audit tool to control project costs by identifying incorrect or unauthorized transfers for a project. You can also use this report to verify any expenditure item transfers that you perform.

AUD: Cost Audit Report to review labor and usage cost distribution lines interfaced from Oracle Projects to Oracle General Ledger. This report displays items by the expense account number.  Information about the item and the liability account are also displayed.

AUD: Revenue Audit Report to review a listing of the revenue distribution lines interfaced from Oracle Projects to Oracle General Ledger.

PRC: Distribute Labor Costs The process computes the labor costs for timecard hours and determines the default GL account to which to post the cost. The process also identifies if a transaction is cross-charged and determines the processing it may need. This process is a required prerequisite for the generation of revenue and invoices for timecard items.

PRC: Distribute Expense Report This process computes the burden costs associated with expense report expenditure items and determines the account to which to post the raw costs. The process also identifies if a transaction is cross-charged and determines the processing it needs. This process is a prerequisite for the generation of revenue and invoices for expense report expenditure items

PRC: Distribute Usage and Miscellaneous Costs the process computes the costs and determines the default GL account to which to post the cost for expenditure items with the following expenditure type classes: Usages, Burden Transactions, Miscellaneous Transactions & Inventory and WIP transactions not already costed or accounted

The process also identifies if a transaction is cross-charged and determines the processing it may need. The Distribute Usage and Miscellaneous Costs process is a prerequisite for the generation of revenue and invoices for assets usage expenditure items and miscellaneous transactions.

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