M0-12818

Oracle Projects - ProjectCosting Release 11iVolume 1 Student Guide

14786GC10

Production 1.0

October

MO-12818

Copyright © Oracle Corporation, 2000. All rights reserved.

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Author

Barbara Fox

Technical Contributors and Reviewers

Peter Budelov

Michael Lee

Connie Kim

This book was published using:

Oracle Tutor


Oracle Projects - Project Costing Release 11i Table of Contentsi

Table of Contents

Overview of Oracle Projects .................................................................................................1-1Overview of Oracle Projects................................................................................................1-2Objectives ............................................................................................................................1-3Purpose of Oracle Projects...................................................................................................1-4How to Use Oracle Projects.................................................................................................1-5Overview of Oracle Projects................................................................................................1-6Project Definition.................................................................................................................1-8Project Classes .....................................................................................................................1-9Using the Information Stored in Oracle Projects ................................................................1-10Central Repository...............................................................................................................1-13Project Costing.....................................................................................................................1-14Project Billing......................................................................................................................1-15Oracle Projects Features ......................................................................................................1-16Project-Tracking Tools ........................................................................................................1-18Work Breakdown Structure .................................................................................................1-20Project Budgets....................................................................................................................1-21Cost Collection and Calculation Capabilities .....................................................................1-23Types of Cost.......................................................................................................................1-24Methods of Cost Entry.........................................................................................................1-25Cost Controls .......................................................................................................................1-27Cost Calculations .................................................................................................................1-28Multiple-Organization Support............................................................................................1-29Multinational Support..........................................................................................................1-30Function Security.................................................................................................................1-31Function Security Example..................................................................................................1-32Project and Labor Cost Security ..........................................................................................1-33Project and Function Security..............................................................................................1-34Project Asset Creation .........................................................................................................1-35Capitalization of Project Costs ............................................................................................1-36Flexible Revenue Accrual and Invoicing Functions ...........................................................1-38Revenue Accrual and Billing...............................................................................................1-39Billing Controls ...................................................................................................................1-40Online Reporting and Hard Copy Reporting .......................................................................1-42Online Inquiry and Reporting ..............................................................................................1-43Sub Ledger Accounting .......................................................................................................1-44Full Adjustment Capabilities ...............................................................................................1-45Transferring Transactions ....................................................................................................1-47Other Cost Adjustments.......................................................................................................1-48Billing Transaction Adjustments .........................................................................................1-49Integration with Other Oracle and Non-Oracle Financial Applications..............................1-50Oracle Projects Interfaces ....................................................................................................1-51Overview of Activity Management Gateway ......................................................................1-56Integration with External Systems .......................................................................................1-57Overview of Oracle Project Connect ...................................................................................1-59Attachments .........................................................................................................................1-60Summary..............................................................................................................................1-61

Overview of Oracle Project Costing.....................................................................................2-1Overview of Oracle Project Costing ....................................................................................2-2Objectives ............................................................................................................................2-3Project Costing Flow ...........................................................................................................2-4Project Types .......................................................................................................................2-5


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Project Cost Budgets............................................................................................................2-6Entering Project Expenditures .............................................................................................2-7Cost Processing....................................................................................................................2-8Capitalizing Project Costs....................................................................................................2-9Project Status Inquiry...........................................................................................................2-10Summary..............................................................................................................................2-11

Creating Projects ...................................................................................................................3-1Creating Projects..................................................................................................................3-2Objectives ............................................................................................................................3-3Agenda.................................................................................................................................3-4Section 1 Overview of Project Concepts .............................................................................3-5Project Definitions ...............................................................................................................3-6Project Classes .....................................................................................................................3-7Project Types .......................................................................................................................3-8Project Classes and Project Types .......................................................................................3-9Section 2 Creating and Configuring Projects.......................................................................3-10Creating and Configuring Projects ......................................................................................3-11Project Templates and Quick Entry .....................................................................................3-12Required Project Data..........................................................................................................3-13Optional Project Data ..........................................................................................................3-14Additional Project Data .......................................................................................................3-15Project Status Controls ........................................................................................................3-16How to Create a Project Status ............................................................................................3-18How to Create a New Project ..............................................................................................3-19Key Members.......................................................................................................................3-22Classification Information ...................................................................................................3-23Work Breakdown Structure .................................................................................................3-24Processing by Task Levels...................................................................................................3-25Basic Task Information........................................................................................................3-26Task Numbering and Naming..............................................................................................3-27Basic Task Information........................................................................................................3-28Changing Default Task Information ....................................................................................3-29How to Create a Task ..........................................................................................................3-30How to Enter Task Details...................................................................................................3-31Finding Tasks ......................................................................................................................3-32Transaction Controls............................................................................................................3-33Logic of Transaction Controls .............................................................................................3-37Organization Overrides........................................................................................................3-38Burden Multipliers...............................................................................................................3-39Review of Project Definition ...............................................................................................3-40Reports for Project and Task Setup .....................................................................................3-41Section 3 Maintaining Projects and Tasks ...........................................................................3-42Maintaining Projects and Tasks...........................................................................................3-43Changing the Project Information........................................................................................3-44Changing the Project Organization......................................................................................3-47Benefits of Reorganizations.................................................................................................3-50Flexible Organization Change Methods ..............................................................................3-51Mass Update ........................................................................................................................3-52Changing the Task Information ...........................................................................................3-53Changing the WBS ..............................................................................................................3-55Changing Project Statuses; Integration with Oracle Workflow..........................................3-56Business Benefits of Using Workflow.................................................................................3-57Summary..............................................................................................................................3-58Practice 3-1 Overview .........................................................................................................3-59

Cost Budgets...........................................................................................................................4-1


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Cost Budgets........................................................................................................................4-2Objectives ............................................................................................................................4-3Agenda.................................................................................................................................4-4Section 1 Overview of Budget Features ..............................................................................4-5Overview of Budget Features ..............................................................................................4-6Budget Structure ..................................................................................................................4-7Budget Types and Versions .................................................................................................4-9Budget Versions...................................................................................................................4-10Budget Entry Method (BEM) ..............................................................................................4-11Levels of Budgets ................................................................................................................4-14Selecting Costs.....................................................................................................................4-15Time-Phased Budgets ..........................................................................................................4-16Resource List .......................................................................................................................4-17Resource Groups..................................................................................................................4-19Resource List .......................................................................................................................4-21Budget Security ...................................................................................................................4-23Section 2 Entering and Baselining Budgets........................................................................4-24Entering Budgets .................................................................................................................4-25Creating Budgets .................................................................................................................4-26Budget Amounts ..................................................................................................................4-27Task-Level Budget...............................................................................................................4-28Budget Lines........................................................................................................................4-29Budgeting by Quantity and Units ........................................................................................4-30Lines Overflow Region........................................................................................................4-31Baselining Budgets ..............................................................................................................4-32Submitting Budgets .............................................................................................................4-33Baselining Budgets ..............................................................................................................4-34Baselining with Workflow...................................................................................................4-35Standard Baseline Requirements .........................................................................................4-36Section 3 Maintaining Budgets............................................................................................4-37Maintaining Budgets............................................................................................................4-38Budget Processing Flow ......................................................................................................4-39Budget Versions...................................................................................................................4-40Revising Baselined Budgets ................................................................................................4-41Revising Original Budgets...................................................................................................4-42Revising Draft Budgets........................................................................................................4-43Summary..............................................................................................................................4-44Practice 4-1 Overview .........................................................................................................4-45

Transactions ...........................................................................................................................5-1Transactions.........................................................................................................................5-2Objectives ............................................................................................................................5-3Agenda.................................................................................................................................5-4Section 1 Overview of Transactions ...................................................................................5-5Overview of Transactions....................................................................................................5-6Actuals and Commitments...................................................................................................5-7Transaction Details ..............................................................................................................5-9Summary of Expenditure Definition....................................................................................5-11Methods of Transaction Entry .............................................................................................5-13Terminology of Transactions...............................................................................................5-14Charge Control Validation...................................................................................................5-15Section 2 Preapproved Expenditure Batch Entry................................................................5-16Preapproved Expenditure Batch Entry.................................................................................5-17Typical Preapproved Expenditure Batch Flow ....................................................................5-18Preapproved Batches ...........................................................................................................5-19Entering Preapproved Batches.............................................................................................5-20Entering Expenditures .........................................................................................................5-22


Oracle Projects - Project Costing Release 11i Table of Contentsiv

Entering Preapproved Usages..............................................................................................5-23Entering Perapproved Usages..............................................................................................5-24Copying Preapproved Timecards.........................................................................................5-25Resolving Problems in Expenditure Entry...........................................................................5-26Preapproved Expenditure Entry Audit Report .....................................................................5-27Submitting Preapproved Expenditures ................................................................................5-28Purpose of Releasing Preapproved Batches.........................................................................5-29Purpose of Reversing Preapproved Batches ........................................................................5-31Purpose of Correcting Preapproved Batches .......................................................................5-32Preapproved Expenditure Approvals ...................................................................................5-33Submitting and Releasing Batches.......................................................................................5-34Expenditure Batch Status Report .........................................................................................5-35Review of Preapproved Expenditure Entry .........................................................................5-36Section 3 Project Allocations and AutoAllocations.............................................................5-37Project Allocations Overview..............................................................................................5-38Project Allocations Business Need ......................................................................................5-39Project Allocation Amounts.................................................................................................5-40Project Allocation Definitions .............................................................................................5-41Project Allocation Example .................................................................................................5-43Basis Method .......................................................................................................................5-44Basis Method - Spread Evenly.............................................................................................5-45Target % and Spread Evenly ...............................................................................................5-46Prorate..................................................................................................................................5-47Target % and Prorate ...........................................................................................................5-48Allocation Rule Definition...................................................................................................5-49Allocation Rule Sources ......................................................................................................5-50Allocation Rule Targets .......................................................................................................5-51Allocation Rule Definition...................................................................................................5-52Allocation Rule Offset .........................................................................................................5-53Allocation Rule Sources ......................................................................................................5-54Source Resources.................................................................................................................5-55Allocation Rule Targets .......................................................................................................5-56Process an Allocation Rule ..................................................................................................5-57Allocation Run Review........................................................................................................5-60Allocation Exceptions..........................................................................................................5-61Missing Amounts.................................................................................................................5-62Basis Details ........................................................................................................................5-63Source Details......................................................................................................................5-64Transactions.........................................................................................................................5-65Copying Rules .....................................................................................................................5-66AutoAllocations...................................................................................................................5-67AutoAllocations Overview ..................................................................................................5-68AutoAllocations Business Need ..........................................................................................5-69AutoAllocations Example....................................................................................................5-70AutoAllocations Setup.........................................................................................................5-71AutoAllocation Types..........................................................................................................5-72AutoAllocations Processes ..................................................................................................5-73AutoAllocation Set Definition .............................................................................................5-74AutoAllocation Set Submission...........................................................................................5-75View AutoAllocation Statuses.............................................................................................5-76View Step Statuses ..............................................................................................................5-77AutoAllocation Rollback Feature ........................................................................................5-78Practice 5-1 Overview .........................................................................................................5-79Section 4 Self-Service Time ................................................................................................5-80Self-Service Time ................................................................................................................5-81Business Flow......................................................................................................................5-82


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On-Line Entry......................................................................................................................5-83Alias Setup...........................................................................................................................5-84Disconnected Entry..............................................................................................................5-85Project and Task View.........................................................................................................5-86Section 5 Expense Reports ..................................................................................................5-87Creating Project-Related Expense Reports .........................................................................5-88Entering Project-Related Expense Reports in Oracle Projects ............................................5-89Entering Project-Related Expense Reports in Self-Service Expenses .................................5-90Self-Service Expenses Business Flow .................................................................................5-91Entering Project-Related Expense Reports in Self-Service Expense...................................5-92Self-Service Expense Disconnected Expense Report .........................................................5-93Entering Project-Related Expense Reports in Oracle Payables ...........................................5-94Integrating with Oracle Manufacturing ...............................................................................5-95Integrating with Oracle Inventory........................................................................................5-96Section 6 Project-Related Transactions in PO and AP .......................................................5-97Project-Related Transactions in PO and AP .......................................................................5-98Tracking Requisitions and Purchase Orders .......................................................................5-99Commitments.......................................................................................................................5-100Entering Project-Related Transactions in PO and AP..........................................................5-101Default Project Information .................................................................................................5-103Entering Project-Related Requisitions.................................................................................5-104Entering Project-Related Purchase Orders..........................................................................5-105Entering Project-Related Supplier Invoices........................................................................5-106Interfacing Supplier Invoices to Oracle Projects ................................................................5-107Section 7 Multi-Currency Transactions ...............................................................................5-108Multicurrency Transaction Overview..................................................................................5-109Multicurrency Transaction Business Need ..........................................................................5-110Multicurrency Transaction Features ....................................................................................5-111Multicurrency Transaction Definitions................................................................................5-112Multicurrency Transaction Currency Conversion................................................................5-115Multicurrency Transaction Example....................................................................................5-116Implementation Options ......................................................................................................5-117Project Definition.................................................................................................................5-118Task Details .........................................................................................................................5-119Expenditure Entry................................................................................................................5-120Multicurrency Expense Reports...........................................................................................5-121Multicurrency Expenditures ................................................................................................5-122Transaction Import...............................................................................................................5-123Expenditure Inquiry .............................................................................................................5-126Cost Distribution Lines........................................................................................................5-127Practice 5-2 Overview .........................................................................................................5-128Section 8 Transaction Import...............................................................................................5-129Transaction Import...............................................................................................................5-130Basic Business Requirements ..............................................................................................5-131Transaction Import Functions..............................................................................................5-132Transaction Import Flow .....................................................................................................5-133Transaction Source ..............................................................................................................5-134Costed Transactions.............................................................................................................5-135Accounted Transactions.......................................................................................................5-136Burdening Transactions .......................................................................................................5-137Foreign Currency Transactions............................................................................................5-138Descriptive Flexfield Option ...............................................................................................5-139Running Transaction Import ................................................................................................5-140Viewing Rejected Transactions ...........................................................................................5-141Correcting Rejected Rows ...................................................................................................5-142Review Transactions Window.............................................................................................5-143


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Auditing Imported Transactions ..........................................................................................5-144Viewing Imported Transactions...........................................................................................5-145Section 9 Review of Project Expenditures...........................................................................5-146Summary Flow.....................................................................................................................5-147Reviewing Project Expenditures..........................................................................................5-148Inquiry - Project Mode.........................................................................................................5-149Inquiry - All Mode...............................................................................................................5-150Reporting Project Expenditures ...........................................................................................5-151Summary..............................................................................................................................5-152Practice 5-3 Overview .........................................................................................................5-153Practice 5-4 Overview .........................................................................................................5-154

Costing ....................................................................................................................................6-1Costing.................................................................................................................................6-2Objectives ............................................................................................................................6-3Agenda.................................................................................................................................6-4Section 1 Overview of Costing............................................................................................6-5Overview of Costing............................................................................................................6-6Cost Distribution..................................................................................................................6-7Cost Concepts ......................................................................................................................6-8Raw Cost Calculations.........................................................................................................6-9Cost Calculations .................................................................................................................6-10Burdened Cost Calculations.................................................................................................6-11Burden Cost Terminology ...................................................................................................6-12Burden Cost Accounting......................................................................................................6-14Burden Schedules ................................................................................................................6-15Burden Cost Processing.......................................................................................................6-16Assigning Multipliers to Organizations ...............................................................................6-17Account Distribution ...........................................................................................................6-18AutoAccounting...................................................................................................................6-19Accounting Dates in Oracle Projects ...................................................................................6-20Summary of Accounting Transactions.................................................................................6-21Overtime Calculation Methods ............................................................................................6-22Labor Extensions .................................................................................................................6-23Section 2 Cost Plus Processing............................................................................................6-24Cost Plus Processing............................................................................................................6-25Burden Schedule Override...................................................................................................6-26Cost Plus Features................................................................................................................6-29Burden Cost Buildup ...........................................................................................................6-30Firm Rates and Provisional Rates ........................................................................................6-31Applying Actuals to Provisionals ........................................................................................6-32Cost Plus Reporting .............................................................................................................6-33Viewing Burden Costs .........................................................................................................6-34Interfacing Costs..................................................................................................................6-35Cost Processing....................................................................................................................6-36Interfacing Costs..................................................................................................................6-37Interfacing Costs to GL........................................................................................................6-38Cost Flow for Labor and Usages .........................................................................................6-40Interfacing Expense Reports to AP......................................................................................6-41Applying Advances or Holds to Expense Reports..............................................................6-42Cost Flow for Expense Reports ...........................................................................................6-43Expense Reports Flow in AP and GL..................................................................................6-44Interface Streamline Processing...........................................................................................6-45Submitting Costing Processes..............................................................................................6-46Viewing Expenditure Costs .................................................................................................6-47Expenditure Inquiry Drilldown............................................................................................6-48Folder Tool ..........................................................................................................................6-49


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Viewing Cost Distribution Details.......................................................................................6-50Interface Status and Interfacing ...........................................................................................6-51Error Identification and Diagnosis.......................................................................................6-52Summary..............................................................................................................................6-54Practice 6-1 Overview .........................................................................................................6-56Practice 6-2 Overview .........................................................................................................6-57

Adjustments ...........................................................................................................................7-1Adjustments .........................................................................................................................7-2Objectives ............................................................................................................................7-3Agenda.................................................................................................................................7-4Section 1 Types of Adjustments ..........................................................................................7-5Types of Adjustments ..........................................................................................................7-6Types of Adjustments in Oracle Projects............................................................................7-7Supplier Invoice Adjustments in Oracle Projects ...............................................................7-9Correcting Approved Expenditure Items ............................................................................7-11Correcting Approved Labor/Usage or Expense Report Items ............................................7-12Correcting Supplier Invoices in Oracle Payables................................................................7-13Transferring Expenditure Items ...........................................................................................7-14Audit of Transferred Items ..................................................................................................7-16Splitting Expenditure Items .................................................................................................7-17Recalculating Raw Cost.......................................................................................................7-18Recalculating Burden Cost ..................................................................................................7-19Multicurrency Transaction Adjustments..............................................................................7-20Adjusting Project Expenditures ...........................................................................................7-22Mass Adjustment of Expenditures .......................................................................................7-24Splitting Expenditure Items .................................................................................................7-25Splitting Expenditure Items Results.....................................................................................7-26Section 2 Adjustment Processing........................................................................................7-27Accounting Transaction Adjustment ...................................................................................7-28Distributing Costs for Adjustments .....................................................................................7-29Interfacing Adjustments.......................................................................................................7-30Summary of Adjustment Flow.............................................................................................7-31Audit Trail of Adjustments ..................................................................................................7-32Summary..............................................................................................................................7-33Practice 7-1 Overview .........................................................................................................7-34

Analysis and Reporting .........................................................................................................8-1Analysis and Reporting........................................................................................................8-2Objectives ............................................................................................................................8-3Agenda.................................................................................................................................8-4Section 1 Overview of Analysis and Reporting...................................................................8-5Overview of Analysis and Reporting...................................................................................8-6Oracle Projects Strategy for Analysis and Reporting .........................................................8-8Section 2 Definition of Project Status Inquiry ....................................................................8-10Definition of Project Status Inquiry.....................................................................................8-11Project Summary Amounts..................................................................................................8-12Percent Complete Entry .......................................................................................................8-14Section 3 Functionality of Project Status Inquiry (PSI)......................................................8-16PSI Drilldown Capabilities ..................................................................................................8-17Project Status Columns........................................................................................................8-18Online PSI............................................................................................................................8-20Project Status .......................................................................................................................8-21Task Status...........................................................................................................................8-22Resource Status....................................................................................................................8-23Resource List .......................................................................................................................8-24Commitments.......................................................................................................................8-25


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Actuals .................................................................................................................................8-26Budget Types .......................................................................................................................8-27Project Status Reports..........................................................................................................8-28Creating Custom Reports Using Views ...............................................................................8-29Section 4 Maintaining Project Summary Amounts..............................................................8-31Updating Project Summary Amounts ..................................................................................8-32Resource Mapping ...............................................................................................................8-34Precedence-Based Mapping.................................................................................................8-35Unclassified Resources ........................................................................................................8-36Summary..............................................................................................................................8-37Practice 8-1 Overview .........................................................................................................8-38

Capital Projects......................................................................................................................9-1Capital Projects....................................................................................................................9-2Objectives ............................................................................................................................9-3Agenda.................................................................................................................................9-4Section 1 Overview of Capital Projects ...............................................................................9-5Overview of Capital Projects...............................................................................................9-6Purpose of Capital Projects..................................................................................................9-7Construction In Process (CIP) .............................................................................................9-8Accounting Flow .................................................................................................................9-9Oracle Systems Integration..................................................................................................9-10Capitalizing Project Costs....................................................................................................9-11Functional Overview of Capital Projects............................................................................9-12Section 2 Creating a Capital Project ....................................................................................9-13Creating a Capital Project ....................................................................................................9-14Capitalization Controls ........................................................................................................9-16Transaction Controls............................................................................................................9-17Capital Project Types...........................................................................................................9-18CIP Cost Summarization .....................................................................................................9-19CIP Grouping Methods........................................................................................................9-20Capital Project Options........................................................................................................9-21Grouping Levels ..................................................................................................................9-22Grouping at Project Level....................................................................................................9-23Grouping at Top Task Level ................................................................................................9-24Grouping at Lowest Task Level...........................................................................................9-25Grouping at Mixed Task Level ............................................................................................9-26Grouping Level Types .........................................................................................................9-27Capital Project Example ......................................................................................................9-29Asset Assignment Combinations .........................................................................................9-34Section 3 Defining Assets....................................................................................................9-35Defining Assets....................................................................................................................9-36Asset Definition...................................................................................................................9-38Defining Multiple Assets .....................................................................................................9-39Capital Projects Window .....................................................................................................9-40Section 4 Placing a CIP Asset in Service.............................................................................9-41Placing a CIP Asset in Service ............................................................................................9-42Assets Window....................................................................................................................9-44Creating Asset Lines............................................................................................................9-45Additional Fields for Asset Lines ........................................................................................9-46Matching Strategy for Asset Lines ......................................................................................9-47Group Supplier Invoices ......................................................................................................9-48Non-Grouped Supplier Invoices ..........................................................................................9-49Override Asset Assignment .................................................................................................9-50Reviewing and Assigning Asset Lines ................................................................................9-51Interfacing Asset Lines ........................................................................................................9-52Running the Interface Assets Process ..................................................................................9-53


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Section 5 Adjusting Asset Lines ..........................................................................................9-54Adjustments .........................................................................................................................9-55Post-capitalization Adjustments...........................................................................................9-56Amortize Adjustments .........................................................................................................9-57Reversing Capitalization......................................................................................................9-58Abandoning a CIP Asset......................................................................................................9-59Section 6 Accounting for CIP and Capitalized Asset Costs.................................................9-60Accounting for CIP Costs ....................................................................................................9-61Accounting Example ...........................................................................................................9-62Summary..............................................................................................................................9-67Practice 9-1 Overview .........................................................................................................9-68

Basic Project Costing Setup ..................................................................................................10-1Basic Project Costing Setup.................................................................................................10-2Objectives ............................................................................................................................10-3Project Templates ................................................................................................................10-4Budget Types .......................................................................................................................10-5Resources.............................................................................................................................10-6Cost Plus Processing............................................................................................................10-7Burden Schedules ................................................................................................................10-8Project Status Columns........................................................................................................10-9Project Status Inquiry...........................................................................................................10-10Project Types .......................................................................................................................10-12AutoAccounting and Account Generator.............................................................................10-13Client Extensions .................................................................................................................10-14Summary..............................................................................................................................10-15

Summary of Project Costing.................................................................................................11-1Summary of Project Costing................................................................................................11-2Project Costing Flow ...........................................................................................................11-3Summary..............................................................................................................................11-4

Appendix A: Practices and Solutions...................................................................................12-1Appendix A Practices and Solutions....................................................................................12-2Practice 3-1: Indirect Projects..............................................................................................12-3Practice 4-1: Cost Budgets...................................................................................................12-13Practice 5-1: Allocations......................................................................................................12-17Practice 5-2: Expenditures ...................................................................................................12-21Practice 5-3: Supplier Invoices ............................................................................................12-27Practice 6-1: Burden Schedule Overrides ............................................................................12-31Practice 6-2: Cost Processes ................................................................................................12-33Practice 7-1: Modifying Expenditures .................................................................................12-40Practice 8-1: Project Status Inquiry .....................................................................................12-45Practice 9-1: Capital Projects...............................................................................................12-51


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Preface

Profile

Before You Begin This Course

Before you begin this course, you should have the following qualifications:

• Thorough knowledge of project accounting.

• Working experience with tracking project costs.

Prerequisites

• There are no prerequisites for this course.

How This Course Is Organized

Oracle Projects – Project Costing is an instructor-led course featuring lectureand hands-on exercises. Online demonstrations and written practice sessionsreinforce the concepts and skills introduced.


Oracle Projects - Project Costing Release 11i Table of Contentsxii

Related Publications

Oracle Publications

Title Part Number

Oracle Projects User’s Guide A58474-01

Additional Publications

• System release bulletins

• Installation and user’s guides

• read.me files

• Oracle Magazine


Oracle Projects - Project Costing Release 11i Table of Contentsxiii

Typographic Conventions

Typographic Conventions in Text

Convention Element ExampleBold italic Glossary term (if

there is a glossary)The algorithm inserts the new key.

Caps andlowercase

Buttons,check boxes,triggers,windows

Click the Executable button.Select the Can’t Delete Card check box.Assign a When-Validate-Item trigger to theORD block.Open the Master Schedule window.

Courier new,case sensitive(default islowercase)

Code output,directory names,filenames,passwords,pathnames,URLs,user input,usernames

Code output: debug.set (‘I”, 300);Directory: bin (DOS), $FMHOME (UNIX)Filename: Locate the init.ora file.Password: User tiger as your password.Pathname: Open c:\my_docs\projectsURL: Go to http://www.oracle.comUser input: Enter 300Username: Log on as scott

Initial cap Graphics labels(unless the term is aproper noun)

Customer address (but Oracle Payables)

Italic Emphasized wordsand phrases,titles of books andcourses,variables

Do not save changes to the database.For further information, see Oracle7 ServerSQL Language Reference Manual.Enter [email protected],where user_id is the name of the user.

Quotationmarks

Interface elementswith long namesthat have onlyinitial caps;lesson and chaptertitles in cross-references

Select “Include a reusable module component”and click Finish.

This subject is covered in Unit II, Lesson 3,“Working with Objects.”

Uppercase SQL columnnames, commands,functions, schemas,table names

Use the SELECT command to viewinformation stored in the LAST_NAMEcolumn of the EMP table.


Oracle Projects - Project Costing Release 11i Table of Contentsxiv

Convention Element ExampleArrow Menu paths Select File—> Save.Brackets Key names Press [Enter].

Commas Key sequences Press and release keys one at a time:[Alternate], [F], [D]

Plus signs Key combinations Press and hold these keys simultaneously:[Ctrl]+[Alt]+[Del]

Typographic Conventions in Code

Convention Element ExampleCaps andlowercase

Oracle Formstriggers

When-Validate-Item

Lowercase Column names,table names

SELECT last_nameFROM s_emp;

Passwords DROP USER scottIDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER(OG_GET_LAYER

(‘prod_pie_layer’))

Lowercaseitalic

Syntax variables CREATE ROLE role

Uppercase SQL commands andfunctions

SELECT useridFROM emp;

Typographic Conventions in Navigation Paths

This course uses simplified navigation paths, such as the following example, todirect you through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice > Entry > Invoice BatchesSummary.

2. (M) From the menu, select Query > Find.

3. (B) Click the Approve button.


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Notations :

(N) = Navigator

(M) = Menu

(T) = Tab

(I) = Icon

(H) = Hyperlink

(B) = Button

Typographical Conventions in Help System Paths

This course uses a “navigation path” convention to represent actions you performto find pertinent information in the Oracle Applications Help System.

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the GeneralLedger entry.

2. Under the General Ledger entry, expand Journals.

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of thehelp system window.

Getting Help

Oracle Applications provides you with a complete online help facility.

Whenever you need assistance, simply choose an item from the Help menu topinpoint the type of information you want.


Oracle Projects - Project Costing Release 11i Table of Contentsxvi

To display help for a current window:

1. Choose Window Help from the Help menu, click the Help button on thetoolbar, or hold down the Control key and type 'h'.

A web browser window appears, containing search and navigation frames onthe left, and a frame that displays help documents on the right.

The document frame provides information on the window containing thecursor. The navigation frame displays the top-level topics for yourresponsibility, arranged in a tree control.

2. If the document frame contains a list of topics associated with the window,click on a topic of interest to display more detailed information.

3. You can navigate to other topics of interest in the help system, or chooseClose from your web browser's File menu to close help.

Searching for Help

You can perform a search to find the Oracle Applications help information youwant. Simply enter your query in the text field located in the top-left frame of thebrowser window when viewing help, then click the adjacent Find button.

A list of titles, ranked by relevance and linked to the documents in question, isreturned from your search in the right-hand document frame. Click on whichevertitle seems to best answer your needs to display the complete document in thisframe. If the document doesn't fully answer your questions, use your browser'sBack button to return to the list of titles and try another.


Overview of Oracle ProjectsChapter 1 - Page 1

Overview of Oracle ProjectsChapter 1



Overview of Oracle Projects

Copyright Oracle Corporat ion, 2000. All rights reserved.®

Overview of Oracle ProjectsOverview of Oracle Projects



Objectives


ObjectivesObjectives

After completing this lesson, you should be able todo the following:• Describe the fundamental concepts of Oracle

Projects• Discuss common business requirements• Describe Oracle Projects features

After completing this lesson, you should be able todo the following:• Describe the fundamental concepts of Oracle

Projects• Discuss common business requirements• Describe Oracle Projects features



Purpose of Oracle Projects


Purpose of Oracle ProjectsPurpose of Oracle Projects

The purpose of Oracle Projects is to track and controlwork (or activity) on a project.• You track activity on a project by comparing actual

activity with expected activity.• Record actual activity as actuals (transactions).• Record expected activity in a budget.

The purpose of Oracle Projects is to track and controlwork (or activity) on a project.• You track activity on a project by comparing actual

activity with expected activity.• Record actual activity as actuals (transactions).• Record expected activity in a budget.



How to Use Oracle Projects


How to Use Oracle ProjectsHow to Use Oracle Projects

The following is a typical process flow using Oracleprojects:• Create a project• Enter a budget• Collect actuals (transactions)• Process cost, revenue, and invoice transactions• Capitalize asset costs• Perform analysis/reporting

The following is a typical process flow using Oracleprojects:• Create a project• Enter a budget• Collect actuals (transactions)• Process cost, revenue, and invoice transactions• Capitalize asset costs• Perform analysis/reporting






Performserver andclient sideinstallation

Implement Oracle ProjectsSet up project types, expense types,project PA periods, AutoAccountingrules, and so on.

Closeproject

Use Project• Record actuals against project• Release and approve transactions• Cost transactions (that is,

determine dollar amount andproper account)

• Summarize• Identify and review variances• Process revenue/invoice

transactions• Perform analysis/reporting

Createproject

Maintainproject

Reviseproject

One Time

Many Times






You define a project and work breakdown structure(WBS) to record work and process transactions asyou and your company require. Project definitionscan be simple or complex, depending on yourrequirements.Project definitions can include:

You define a project and work breakdown structure(WBS) to record work and process transactions asyou and your company require. Project definitionscan be simple or complex, depending on yourrequirements.Project definitions can include:

• Classification information• Work breakdown

structures• Charge controls• Costing overrides

• Revenue and billinginformation

• Single- or multiple-organization usage

• Function or project securitycontrols



Project Definition


Project DefinitionProject Definition

A project is a unit of work made up of one or moretasks. For example, you can use projects to track:A project is a unit of work made up of one or moretasks. For example, you can use projects to track:

Indirect Work• Indirect projects• Research andDevelopment

Product/AssetDevelopment

• Cost of product/assetdevelopment

• Cost capitalization• Capital projects

Services• Customer billing• Professionalservices consulting

• Construction/engineering

• Governmentcontractors

• Contract projects



Project Classes


Project ClassesProject Classes

You can use three predefined project classes to trackthe following types of information:• Indirect projects: Track overhead activities and

costs.• Capital projects: Track product/asset development

activities and costs. Costs are capitalized as oneor more assets.

• Contract projects: Track activities, cost, revenue,and billing for work performed for and reimbursedby an internal or external customer.

You can use three predefined project classes to trackthe following types of information:• Indirect projects: Track overhead activities and


activities and costs. Costs are capitalized as oneor more assets.




Using the Information Stored in Oracle Projects


Using the Information Storedin Oracle Projects


You can answer questions related to all project areas:• Costs

– What are the actual costs incurred?(labor, expenses, materials, and usages)

– What are the outstanding committed costs?– What are the forecasted costs over future time

periods?• Labor utilization

– What types of skills are used on projects?– What percent of employees are billable?– Can labor costs be recovered?

You can answer questions related to all project areas:• Costs

– What are the actual costs incurred?(labor, expenses, materials, and usages)

– What are the outstanding committed costs?– What are the forecasted costs over future time

periods?• Labor utilization

– What types of skills are used on projects?– What percent of employees are billable?– Can labor costs be recovered?







Continued examples:• Funding

– How have we allocated customer funding toprojects?

– How much revenue have we accrued to date?• Customer invoice

– Did we invoice for the latest completed deliverable?

– What is the total project billing?

Continued examples:• Funding

– How have we allocated customer funding toprojects?

– How much revenue have we accrued to date?• Customer invoice

– Did we invoice for the latest completed deliverable?

– What is the total project billing?







Continued examples:• Asset utilization

– Are the costs of nonlabor company assetsrecovered with current bill rates or markups?

– Are all costs allocated from service centers toserved organizations?

Continued examples:• Asset utilization

– Are the costs of nonlabor company assetsrecovered with current bill rates or markups?

– Are all costs allocated from service centers toserved organizations?



Central Repository


Central RepositoryCentral Repository

Oracle Projects is a central repository that provides acompletely integrated cost management solution forall the projects and activities across your enterprise.It has two main components:• Project Costing• Project Billing

Oracle Projects is a central repository that provides aOracle Projects is a central repository that provides acompletely integrated cost management solution forcompletely integrated cost management solution forall the projects and activities across your enterprise.all the projects and activities across your enterprise.It has two main components:It has two main components:•• Project CostingProject Costing•• Project BillingProject Billing



Project Costing


Project CostingProject Costing

Project Costing provides:• A central cost collections system• A bridge between project management and

financial accounting• A mechanism for providing timely, detailed cost

information to project managers and financialaccountants

Project Costing provides:•• A central cost collections systemA central cost collections system•• A bridge between project management andA bridge between project management and

financial accountingfinancial accounting•• A mechanism for providing timely, detailed costA mechanism for providing timely, detailed cost

information to project managers and financialinformation to project managers and financialaccountantsaccountants



Project Billing


Project BillingProject Billing

Project Billing provides:• Simplified customer invoicing• Flexible revenue accrual• Profitability and performance measurements• Integration with Oracle Receivables

Project Billing provides:• Simplified customer invoicing• Flexible revenue accrual• Profitability and performance measurements• Integration with Oracle Receivables



Oracle Projects Features


Oracle Projects FeaturesOracle Projects Features

Defineprojects

Defineterms and

rules

Collectcosts

Placeasset inservice

OtherOracle andnon-Oracle

applications

Recognizerevenue

Generateinvoice

Comprehensive online inquiry and reportingComprehensive online inquiry and reporting

Full adjustment capabilitiesFull adjustment capabilities



Oracle Projects Features


Oracle Projects FeaturesOracle Projects Features

Oracle Projects has many features that addresscommon business needs:• Project-tracking tools• Cost collection and calculation capabilities• Allocations and allocation sets features• Project asset creation functions• Flexible revenue accrual and invoicing functions• Online reporting and hard-copy reporting• Full adjustment capabilities• Multi-national, multi-organization features• Oracle and non-Oracle applications integration

Oracle Projects has many features that addresscommon business needs:• Project-tracking tools• Cost collection and calculation capabilities• Allocations and allocation sets features• Project asset creation functions• Flexible revenue accrual and invoicing functions• Online reporting and hard-copy reporting• Full adjustment capabilities• Multi-national, multi-organization features• Oracle and non-Oracle applications integration



Project-Tracking Tools


Project-Tracking ToolsProject-Tracking Tools

DefineprojectsDefineDefine

projectsprojects

Defineterms and

rules

Collectcosts



applications

Recognizerevenue

Generateinvoice





Project-Tracking Tools


Project-Tracking ToolsProject-Tracking Tools

Project managers use Oracle Projects to trackdetailed costs, manage within budget, and stay onschedule while achieving project objectives.

Project managers use Oracle Projects to trackdetailed costs, manage within budget, and stay onschedule while achieving project objectives.

Transaction10 hours of labor onMonday, May 13, 1996 onproject XYZ, task 1

Company-Cost Center—Account Amount

01-100-5153 $220

Financial analysts require the details to manage theoverall business. Oracle Projects translates projectdetails into financial transactions so the financialanalysts have the details they require.

Financial analysts require the details to manage theoverall business. Oracle Projects translates projectdetails into financial transactions so the financialanalysts have the details they require.

Project Status InquiryOracle Projects uses Project Status Inquiry (PSI), a powerful online tool that allowsdifferent users to view and analyze data in the way that is most meaningful to their jobrole.For example, project managers may want to see the lowest level cost detail, andfinancial managers may want to display just the cost roll-up.



Work Breakdown Structure


Work Breakdown StructureWork Breakdown Structure

Your project, which consists of one or more tasks,can be as simple or detailed as you want it to be.You can define an unlimited hierarchy of tasks,called a work breakdown structure (WBS), toorganize and monitor project activities.

Your project, which consists of one or more tasks,can be as simple or detailed as you want it to be.You can define an unlimited hierarchy of tasks,called a work breakdown structure (WBS), toorganize and monitor project activities.

Task 2.1 Task 2.2

Task 2Task 2

Task 1.1 Task 1.2

Task 1Task 1

Project



Project Budgets


Project BudgetsProject Budgets

Oracle Projects provides you with many budgetingfeatures. You can:• Define multiple cost and revenue budgets for your

project• Copy budget versions to simplify the budget

setup process• Copy actuals• Define time-phased budgeting

Oracle Projects provides you with many budgetingfeatures. You can:• Define multiple cost and revenue budgets for your

project• Copy budget versions to simplify the budget

setup process• Copy actuals• Define time-phased budgeting



Project Budgets


Project BudgetsProject Budgets

Project budgeting features continued:• Enter budget amounts directly• Define standardized budget entry methods to

enforce consistency of budgeting at specific levelswithin the WBS

• Define budget calculations (using client extension)Example: You can enter a quantity of hours that isused to calculate your budgeted raw and burdenedcost amounts, based on your rates and businessrules.

• Upload budget numbers from external sources

Project budgeting features continued:• Enter budget amounts directly• Define standardized budget entry methods to

enforce consistency of budgeting at specific levelsenforce consistency of budgeting at specific levelswithin the WBSwithin the WBS

• Define budget calculations (using client extension)Example: You can enter a quantity of hours that isused to calculate your budgeted raw and burdenedcost amounts, based on your rates and businessrules.

• Upload budget numbers from external sources



Cost Collection and Calculation Capabilities


Cost Collectionand Calculation Capabilities

Cost Collectionand Calculation Capabilities

Defineprojects

Defineterms and

rulesCollect costs

Collect Collect costscosts



applications

Recognizerevenue

Generateinvoice





Types of Cost


Types of CostTypes of Cost

You record transactions against a project to recordactual work performed or cost incurred. For example:• Timecards• Expense reports• Usage logs• Posted supplier invoice (posted to GL)You also record committed costs. For example:• Requisitions• Purchase orders• Pending supplier invoices (not posted to GL)

You record transactions against a project to recordactual work performed or cost incurred. For example:• Timecards• Expense reports• Usage logs• Posted supplier invoice (posted to GL)You also record committed costs. For example:• Requisitions• Purchase orders• Pending supplier invoices (not posted to GL)



Methods of Cost Entry


Methods of Cost EntryMethods of Cost Entry

Oracle Projects lets you track and account for allproject costs in your company using the followingmethods:• Preapproved Expenditure Batch: Input charges

directly into Oracle Projects.• Oracle Self-Service Time and Expenses: Input

labor and expense charges using Oracle Self-Service applications.

• Oracle Purchasing and Oracle Payables: Importcharges from requisitions, purchase orders, andsupplier invoices.

• Transaction Import: Import charges collected inexternal systems.

Oracle Projects lets you track and account for allproject costs in your company using the followingmethods:• Preapproved Expenditure Batch: Input charges

directly into Oracle Projects.• Oracle Self-Service Time and Expenses: Input

labor and expense charges using Oracle Self-Service applications.

• Oracle Purchasing and Oracle Payables: Importcharges from requisitions, purchase orders, andsupplier invoices.

• Transaction Import: Import charges collected inexternal systems.



Methods of Cost Entry


Methods of Cost EntryMethods of Cost Entry

Oracle Projects also provides a Project Allocationfeature that allows you to allocate costs from one ormore source projects, from GL accounts, or from afixed amount to one or more target projects on aperiodic basis.Your allocations can:• Distribute costs to projects evenly• Distribute costs using target percentages• Prorate costs based on actual or budgeted

amounts• Calculate cost distribution using a custom formula

Oracle Projects also provides a Project Allocationfeature that allows you to allocate costs from one ormore source projects, from GL accounts, or from afixed amount to one or more target projects on aperiodic basis.Your allocations can:• Distribute costs to projects evenly• Distribute costs using target percentages• Prorate costs based on actual or budgeted

amounts• Calculate cost distribution using a custom formula



Cost Controls


Cost ControlsCost Controls

You can control which charges can be made againsta project and task.You can control which charges can be made againsta project and task.

Oracle Projects:10 hours labor25-AUG-1999

Oracle TimeManagement:8 hours labor18-AUG-1999

Oracle Purchasing:$100 Outside

Construction work29-DEC-1999

Oracle Payables:$100 Outside

Construction work05-JAN-2000rejected

accepted

rejectedaccepted

accepted

Project XYZ• Only labor and outside construction work can be charged.• No charges are allowed after 31-DEC-1999.

External CostCollection System:

$1,200 airfare04-AUG-1999

Cross ChargesUsing the Cross Charge Setup window, you can allow or disallow charges from otheroperating units.



Cost Calculations


Cost CalculationsCost Calculations

Processed transactions can have the following costs:• Raw cost: The costs that are directly attributable

to work performed (also referred to as direct cost).• Burden cost: The cost of running the business

that supports the raw cost (also referred to asindirect cost).

• Total Burdened Cost: Raw Cost + Burden Cost

Processed transactions can have the following costs:• Raw cost: The costs that are directly attributable

to work performed (also referred to as direct cost).• Burden cost: The cost of running the business

that supports the raw cost (also referred to asindirect cost).

• Total Burdened Cost: Raw Cost + Burden Cost



Multiple-Organization Support


Multiple-Organization SupportMultiple-Organization Support

Oracle Projects supports multiple organizations in asingle installation. You can:• Secure data access across organizations• Integrate Oracle Projects with other Oracle

Applications that have multiple-organizationsupport.

• Cross-charge across business groups, acrosslegal entities, across operating units within thesame legal entity, and across organizations withinthe same operating unit.

Oracle Projects supports multiple organizations in asingle installation. You can:• Secure data access across organizations• Integrate Oracle Projects with other Oracle

Applications that have multiple-organizationsupport.

• Cross-charge across business groups, acrosslegal entities, across operating units within thesame legal entity, and across organizations withinthe same operating unit.



Multinational Support


Multinational SupportMultinational Support

Many enterprises manage projects that spancountries and currencies as well as organizations. Tosupport such multinational activities, Oracle Projectsprovides the capabilities to:• Incur costs in any currency• Invoice customers in any currency• Share resources across organizational and

currency boundaries and generate the appropriateaccounting transactions and legal documents

Many enterprises manage projects that spancountries and currencies as well as organizations. Tosupport such multinational activities, Oracle Projectsprovides the capabilities to:• Incur costs in any currency• Invoice customers in any currency• Share resources across organizational and

currency boundaries and generate the appropriateaccounting transactions and legal documents



Function Security


Function SecurityFunction Security

Access to Oracle Projects functionality is notrestricted by default. However, using functionsecurity rules along with customized responsibilities,you can control what the user can see and do withinthe entire application.

Access to Oracle Projects functionality is notrestricted by default. However, using functionsecurity rules along with customized responsibilities,you can control what the user can see and do withinthe entire application.



Function Security Example


Function Security ExampleFunction Security Example

You may want some users to be able to create andsubmit an approved cost budget but not to baselineit. You would:• Create a responsibility that allows them access to

the Enter Budget window• Create a function security rule that would disallow

the baseline budget function

You may want some users to be able to create andsubmit an approved cost budget but not to baselineit. You would:• Create a responsibility that allows them access to

the Enter Budget window• Create a function security rule that would disallow

the baseline budget function



Project and Labor Cost Security


Project and Labor Cost SecurityProject and Labor Cost Security

You can provide three levels of project-basedsecurity to protect data ownership and sensitivity inrelation to a given project or project template:• The ability of a user to query project information• The ability of a user to update project information

and perform functions on a project• The ability of a user to view labor costs of detail

expenditure itemsFor each level of security, you can override thedefault rules or add additional security criteria usinga project security client extension.

You can provide three levels of project-basedsecurity to protect data ownership and sensitivity inrelation to a given project or project template:• The ability of a user to query project information• The ability of a user to update project information

and perform functions on a project• The ability of a user to view labor costs of detail

expenditure itemsFor each level of security, you can override thedefault rules or add additional security criteria usinga project security client extension.



Project and Function Security


Project and Function SecurityProject and Function Security

How project security and function securitywork together:• Project security controls what projects you can

view and update.• Function security controls what functions you can

perform.• The two together allow you to control which

functions you can perform on which projects.

How project security and function securitywork together:• Project security controls what projects you can

view and update.• Function security controls what functions you can

perform.• The two together allow you to control which

functions you can perform on which projects.



Project Asset Creation


Project Asset CreationProject Asset Creation

Defineprojects

Defineterms and

rules

Collectcosts

Place asset in

service

Place asset Place asset in in

serviceserviceOther

Oracle andnon-Oracle

applications

Recognizerevenue

Generateinvoice





Capitalization of Project Costs


Capitalization of Project CostsCapitalization of Project Costs

You can easily manage all project relatedconstruction-in-process (CIP) costs and expenses forcapital projects. Oracle Projects becomes the CIPsubledger for project related CIP costs.Work breakdown structures (WBS) provide anefficient mechanism for managing the project andtracking asset costs as they accumulate over time.

You can easily manage all project relatedconstruction-in-process (CIP) costs and expenses forcapital projects. Oracle Projects becomes the CIPsubledger for project related CIP costs.Work breakdown structures (WBS) provide anefficient mechanism for managing the project andtracking asset costs as they accumulate over time.



Capitalization of Project Costs


Capitalization of Project CostsCapitalization of Project Costs

With Oracle Projects, you can:• Associate project assets with a work breakdown

structure• Collect actual project costs• Capitalize the assets• Use the Oracle Assets Mass Additions

functionality to allow project information to flowdirectly from Oracle Projects to Oracle Assets

• Easily adjust asset costs, even after capitalization.

With Oracle Projects, you can:• Associate project assets with a work breakdown

structure• Collect actual project costs• Capitalize the assets• Use the Oracle Assets Mass Additions

functionality to allow project information to flowdirectly from Oracle Projects to Oracle Assets

• Easily adjust asset costs, even after capitalization.



Flexible Revenue Accrual and Invoicing Functions


Flexible Revenue Accrualand Invoicing Functions

Flexible Revenue Accrualand Invoicing Functions

Defineprojects

Defineterms and

rules

Collectcosts



applications

Recognize revenue

Recognize Recognize revenuerevenue

Generate invoice

Generate Generate invoiceinvoice





Revenue Accrual and Billing


Revenue Accrual and BillingRevenue Accrual and Billing

Oracle Project Billing functionality provides theflexibility to keep up with your changing businessneeds. You can automatically accrue revenueaccording to your company policies. For example:• Time and material bill rates• Cost plus buildup• Percent spent ratio• Or any algorithm you defineYou can accrue revenue differently based on the typeof project. You can also bill each project differently,even if the same client has multiple projects. You caneasily manage cash collection in Oracle Receivables.

Oracle Project Billing functionality provides theflexibility to keep up with your changing businessneeds. You can automatically accrue revenueaccording to your company policies. For example:• Time and material bill rates• Cost plus buildup• Percent spent ratio• Or any algorithm you defineYou can accrue revenue differently based on the typeof project. You can also bill each project differently,even if the same client has multiple projects. You caneasily manage cash collection in Oracle Receivables.



Billing Controls


Billing ControlsBilling Controls

You can control which transactions are billable forprojects and tasks.

Billable means that you can accrue revenue and billyour customers.

Nonbillable means that you cannot accrue revenueor bill your customers.

You can control which transactions are billable forprojects and tasks.

Billable means that you can accrue revenue and billyour customers.

Nonbillable means that you cannot accrue revenueor bill your customers.



Billing Controls


Billing ControlsBilling Controls

Construction Work05-SEP-1999

Labor

• Labor is billable.• All expenses except entertainment expenses are billable.• Supplier invoices dated before 01-SEP-1999 are billable.

EntertainmentExpense

Construction Work28-AUG-1999Billable

Nonbillable

BillableBillable

Nonbillable

Meals

Project ABC



Online Reporting and Hard Copy Reporting


Online Reporting and Hard CopyReporting

Online Reporting and Hard CopyReporting

Defineprojects

Defineterms and

rules

Collectcosts



applications

Recognizerevenue

Generateinvoice





Online Inquiry and Reporting


Online Inquiry and ReportingOnline Inquiry and Reporting

To ensure project control and profitability, you needimmediate information for informed decision making.You can analyze project data at any point and makeadjustments easily, while maintaining a full audit trail.Oracle Projects provides several reporting andanalysis tools including:• Project Status Inquiry (PSI)• Standard reports• Database views for custom reports• Business Intelligence System (BIS) integration• Oracle Cash Management System integration

To ensure project control and profitability, you needimmediate information for informed decision making.You can analyze project data at any point and makeadjustments easily, while maintaining a full audit trail.Oracle Projects provides several reporting andanalysis tools including:• Project Status Inquiry (PSI)• Standard reports• Database views for custom reports• Business Intelligence System (BIS) integration• Oracle Cash Management System integration



Sub Ledger Accounting


Sub Ledger AccountingSub Ledger Accounting

Oracle Projects provides the ability to viewaccounting lines for transactions interfaced to GL.You can:• Drill up from Oracle Projects to view accounting

details in GL.• Drill down from GL to the transactions interfaced

from Oracle Projects

Oracle Projects provides the ability to viewaccounting lines for transactions interfaced to GL.You can:• Drill up from Oracle Projects to view accounting

details in GL.• Drill down from GL to the transactions interfaced

from Oracle Projects



Full Adjustment Capabilities


Full Adjustment CapabilitiesFull Adjustment Capabilities

Defineprojects

Defineterms and

rules

Collectcosts



applications

Recognizerevenue

Generateinvoice





Full Adjustment Capabilities


Full Adjustment CapabilitiesFull Adjustment Capabilities

Oracle Projects records an audit trail of alladjustments.Oracle Projects records an audit trail of allOracle Projects records an audit trail of alladjustments.adjustments.

WhoWho WhatWhat WhenWhen



Transferring Transactions


Transferring TransactionsTransferring Transactions

You can transfer a transaction from one project ortask to another and maintain full tracing abilities.When the transaction is posted, the following occurs:• A reversing item is created for the old project.• A new item is created for the new project.• The new “transferred” transaction is posted to the

current open period• The new transaction is recosted with the new

burdened amount for the destination project ortask.

You can transfer a transaction from one project ortask to another and maintain full tracing abilities.When the transaction is posted, the following occurs:• A reversing item is created for the old project.• A new item is created for the new project.• The new “transferred” transaction is posted to the

current open period• The new transaction is recosted with the new

burdened amount for the destination project ortask.



Other Cost Adjustments


Other Cost AdjustmentsOther Cost Adjustments

You can split a transaction into two transactions andthen:• Adjust the items• Transfer items to other projects or tasks

You can recalculate cost amounts due to:• Change in cost or burden rates• Change in GL account or AutoAccounting

You can split a transaction into two transactions andthen:• Adjust the items• Transfer items to other projects or tasks

You can recalculate cost amounts due to:• Change in cost or burden rates• Change in GL account or AutoAccounting



Billing Transaction Adjustments


Billing Transaction AdjustmentsBilling Transaction Adjustments

You can make billing adjustments againsttransactions. For example:• Billable or nonbillable reclassifications• Billing holds• Billing releases• Recalculated cost, revenue, bill amounts

(resulting from a change in cost rate, bill rate, orestimated completion time)

You can manage revenue and invoice write-off inOracle Projects. Once adjustments are complete,regenerate the revenue and/or invoice.

You can make billing adjustments againsttransactions. For example:• Billable or nonbillable reclassifications• Billing holds• Billing releases• Recalculated cost, revenue, bill amounts

(resulting from a change in cost rate, bill rate, orestimated completion time)

You can manage revenue and invoice write-off inOracle Projects. Once adjustments are complete,regenerate the revenue and/or invoice.



Integration with Other Oracle and Non-Oracle FinancialApplications


Integration with Other Oracle andNon-Oracle Financial ApplicationsIntegration with Other Oracle andNon-Oracle Financial Applications

Defineprojects

Defineterms and

rules

Collectcosts



applications

Recognizerevenue

Generateinvoice





Oracle Projects Interfaces


Oracle Projects InterfacesOracle Projects Interfaces

Oracle ProjectsProjectManagement

HumanResources

StatusReporting

CustomerInvoice

AccountingTransactions

CostCollectionSystems






Oracle ProjectsProjectManagement

HumanResources

StatusReporting

CustomerInvoice


CostCollectionSystems

ProjectsProjects

BudgetsBudgets ExpendituresExpenditures

Oracle Projects EngineOracle Projects Engine






Projects

Budgets Expenditures

CostingCosting

Revenue AccrualRevenue Accrual CapitalizationCapitalization

SummarizationSummarization

Status Reporting(Actual vs. Budget)

CustomerInvoice


InvoicingInvoicing

Oracle Projects

Oracle ProjectsEngine





OraclePayables

Oracle Projects InterfacesOracle Projects InterfacesOracle Projects

ProjectsProjects

Revenue AccrualRevenue Accrual CapitalizationCapitalization

InvoicingInvoicing

ProjectManagement

OracleHuman

ResourcesEmployees

andOrganizations

DataWarehouse

ProjectStatusInquiry

OracleReceivables

OracleAssets

Oracle General Ledger

Self ServiceTime and Expense

External

OraclePurchasingSummarizationSummarization

ExpendituresExpendituresBudgetsBudgets

CostingCosting

WIP

Inventory

BIS






MFG R esource Costs

ReferenceEmploy ees andOrganizations

Plan

ActualsTimecards

Import

AccountsPayablePurchasing

Oracle Projects

General Ledger Pos t Usage DistributionPos t La bor Distribution

Post CashPost Cash

Usa ges

Supplie r Invoic es,Invoice Adjustments

Pos t Reve nue

Invoices Expense Reports

Pos t Actual Expens e

Adjustments

Report Committed Costs

AccountsReceivable

Timecards

Ass ets

Fixed AssetsOracleHuman

ResourcesPayrollService

External Transaction

Project Management

ReferenceCustomers

Oracle Inventory

Issues and Rece ipts

Work In

Process

Oracle WorkFlow

Data Warehouse



Overview of Activity Management Gateway


Overview of Activity ManagementGateway

Overview of Activity ManagementGateway

Activity Management Gateway (AMG) enablesexternal applications to interface with Oracle Projectsto perform the following functions:• Create and maintain projects and budgets• Analyze commitments, actual costs and revenue• Manage progress (percent complete and earned

value)

Activity Management Gateway (AMG) enablesexternal applications to interface with Oracle Projectsto perform the following functions:• Create and maintain projects and budgets• Analyze commitments, actual costs and revenue• Manage progress (percent complete and earned

value)



Integration with External Systems


Integration with External SystemsIntegration with External Systems

Using the AMG APIs you can:• Define projects in your project management

system and then import the project structure andbudgets into Oracle Projects.

• Export summarized project transactions fromOracle Projects to your project managementsystem.

Using the AMG APIs you can:• Define projects in your project management

system and then import the project structure andbudgets into Oracle Projects.

• Export summarized project transactions fromOracle Projects to your project managementsystem.



Integration with External Systems


Integration with External SystemsIntegration with External Systems

You can use the AMG APIs to integrate OracleApplications with a wide variety of external systems,including the following:• Project management systems• Sales management systems• Work management systems• Customer asset management and plant

maintenance systems• Project manufacturing systems• Legacy systems

You can use the AMG APIs to integrate OracleApplications with a wide variety of external systems,including the following:• Project management systems• Sales management systems• Work management systems• Customer asset management and plant

maintenance systems• Project manufacturing systems• Legacy systems



Overview of Oracle Project Connect


Overview of Oracle Project ConnectOverview of Oracle Project Connect

Define project/tasks

Assign Resources

Schedule Project

Status Progress

Define project/tasks

Distribute and summarize Costs/Rev.

Define Resources

Collect Transactions

Capitalize Costs Generate Rev.

Project/Task DataProject/Task Data

Resource ListsResource Lists

Budget (Baseline/Cost)Budget (Baseline/Cost)Forecast PlanForecast Plan

Actual Costs/Rev.Actual Costs/Rev.

% Complete% Complete

Microsoft ProjectMicrosoft Project Oracle ProjectsOracle Projects



Attachments


AttachmentsAttachments

You can attach word processing documents,spreadsheets, or images to certain windows. OracleProjects supports attachments for the followingentities:• Projects: Attach project scope/definition

document• Tasks: Attach task scope/definition document• Budget versions: Attach preparation document• Expenditures: Attach timecards/expense reports• Project assets: Attach description of the asset• Agreements: Attach image of customer agreement• Project funding: Attach approval document• Draft invoice: Attach actual customer invoice

You can attach word processing documents,spreadsheets, or images to certain windows. OracleProjects supports attachments for the followingentities:• Projects: Attach project scope/definition

document• Tasks: Attach task scope/definition document• Budget versions: Attach preparation document• Expenditures: Attach timecards/expense reports• Project assets: Attach description of the asset• Agreements: Attach image of customer agreement• Project funding: Attach approval document• Draft invoice: Attach actual customer invoice



Summary


SummarySummary

In this lesson you should have learned to:• Use the wealth of information about projects,

tasks, resources, and transactions to analyze dataand answer the questions that are key to yourbusiness

• Describe Oracle Projects features• Describe Oracle Projects integration with other

applications

In this lesson you should have learned to:• Use the wealth of information about projects,

tasks, resources, and transactions to analyze dataand answer the questions that are key to yourbusiness

• Describe Oracle Projects features• Describe Oracle Projects integration with other

applications




Overview of Oracle Project CostingChapter 2 - Page 1

Overview of Oracle ProjectCostingChapter 2



Overview of Oracle Project Costing


Overview of Oracle Project CostingOverview of Oracle Project Costing



Objectives



After completing this course, you should be able todescribe the following:• Project costing flow• Cost budgeting• Expenditure entry and cost processing• Capitalization• Project Status Inquiry

After completing this course, you should be able todescribe the following:• Project costing flow• Cost budgeting• Expenditure entry and cost processing• Capitalization• Project Status Inquiry



Project Costing Flow


Project Costing FlowProject Costing Flow

Collect costs Place assetin service

Enter preapproved expenditures

Enter Reqs/ POs in

PO

Define projects

Comprehensive online inquiry and reporting

Identifybusiness

termsand rules

Adjustments

Interface to Oracle Assets

InterfaceDistribute

costs

InterfaceImport to

G/LEnter

supplier invoices

External transactions

Enter time

Baseline budget

Enter budget

Transaction import

Upload

Review and adjust

asset lines

Generate asset lines

Enter project

Define assets

Overview of Oracle Project CostingUsing Oracle Project Costing, you can define projects, work breakdownstructures, and budgets; record and report costs against projects; and integratewith other Oracle and non-Oracle applications.



Project Types


Project TypesProject Types

The project type determines how Oracle Projectsprocesses costs (expenditure items) for a project andprovides defaults and controls for project entry andprocessing. You must associate each project typewith a project type class:• Indirect: Collect and track expenditure item costs

and labor hours for overhead activities• Capital: Collect and track costs and labor hours

for asset development activities that you plan tocapitalize as one or more assets

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

The project type determines how Oracle Projectsprocesses costs (expenditure items) for a project andprovides defaults and controls for project entry andprocessing. You must associate each project typewith a project type class:• Indirect: Collect and track expenditure item costs

and labor hours for overhead activities• Capital: Collect and track costs and labor hours

for asset development activities that you plan tocapitalize as one or more assets

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



Project Cost Budgets


Project Cost BudgetsProject Cost Budgets

User-definedbudget

Forecast cost budget

DRAFTDRAFT

DRAFT

BudgetBudgetversionsversions

Budget Budget typestypes

Original 1st

Revised original 2nd

Historical 3rd

Revised original 4th

Current 5th version

Submit and baseline

Approved cost budget

Overview of BudgetingYou use budgets to enter estimated quantities and costs required to performwork to complete a project or task. You can track project status andperformance by comparing budgeted amounts to actual transactions.



Entering Project Expenditures


Entering Project ExpendituresEntering Project Expenditures

SupplierSupplierinvoicesinvoices

PurchasePurchaseordersorders

Self Service timeSelf Service timeand expenseand expense

Labor, expense, andLabor, expense, andusagesusages

Transaction import fromTransaction import fromother applicationsother applications

ProjectProjectcostcost

expendituresexpenditures

Overview of Project TransactionsYou must charge all actual expenditure items and future commitments to aproject and task in order to record actual work performed, cost incurred, andcommitted cost you expect to incur.



Cost Processing


Raw CostAmount

Quantity• Hours• Each• Miles ...

×RawCostRate

Cost ProcessingCost Processing

×

Burdened CostBurdened Cost

Burden Multiplier• Expenditure type• Burden structure• Organization burden Rates

Definition of Cost ProcessingCosting is the processing of expenditures to calculate their total cost and todetermine the GL accounts to which the costs will be posted.



Capitalizing Project Costs


Capitalizing Project CostsCapitalizing Project Costs

OracleOraclePurchasingPurchasing

OracleOraclePayablesPayables

OracleOracleAssetsAssets

OracleOracleProjectsProjects

OracleOracleGeneral LedgerGeneral Ledger

Send purchasingSend purchasingdetailsdetails

Send non-CIPSend non-CIPassetsassets

SendSendprojectprojectcostscosts Send CIPSend CIP

asset costsasset costs

Post invoicePost invoiceCIP andCIP andexpensedexpensedcostscosts

PostPost noninvoice noninvoice CIP and CIP andexpensed costsexpensed costs

Post assetPost assetcosts andcosts andclear CIPclear CIPaccountsaccounts

Send expenseSend expensereport costsreport costs



Project Status Inquiry


Project Status InquiryProject Status Inquiry

You can review summary amounts and calculationsby project, task, and resource using Project StatusInquiry (PSI). This function allows you to:• Review the current status of your projects• Drill down for more detailed review of a project

and its tasks• Use folder technology to customize the

appearance of information displayed in PSIwindows

You can review summary amounts and calculationsby project, task, and resource using Project StatusInquiry (PSI). This function allows you to:• Review the current status of your projects• Drill down for more detailed review of a project

and its tasks• Use folder technology to customize the

appearance of information displayed in PSIwindows



Summary


SummarySummary

This lesson provided an overview of:• Indirect projects• Project budgets• Cost Processing• Capitalized project costs

This lesson provided an overview of:• Indirect projects• Project budgets• Cost Processing• Capitalized project costs




Creating ProjectsChapter 3 - Page 1

Creating ProjectsChapter 3



Creating Projects


Creating ProjectsCreating Projects



Objectives



After completing this lesson, you should be able todo the following:• Describe project classes and types• Describe the purpose and uses of project and task

configuration options• Create an indirect project• Create and modify a work breakdown structure

(WBS)• Enter overrides for the project and its tasks

After completing this lesson, you should be able todo the following:• Describe project classes and types• Describe the purpose and uses of project and task

configuration options• Create an indirect project• Create and modify a work breakdown structure

(WBS)• Enter overrides for the project and its tasks



Agenda


AgendaAgenda

• Section 1: Overview of Project Concepts• Section 2: Creating and Configuring Projects• Section 3: Maintaining Projects and Tasks

• Section 1: Overview of Project Concepts• Section 2: Creating and Configuring Projects• Section 3: Maintaining Projects and Tasks



Section 1 Overview of Project Concepts


Section 1Overview of Project Concepts

Section 1Overview of Project Concepts



Project Definitions


Project DefinitionsProject Definitions

Task 2.1 Task 2.2

Task 2

Task 1.1 Task 1.2

Task 1

Project

Task 2.2.2Task 2.2.1Task 1.1.1

A project is a primary unit of work that can be brokendown into one or more tasks.A project is a primary unit of work that can be brokendown into one or more tasks.



Project Classes


Project ClassesProject Classes

You can use three predefined project classes thattrack the following types of information:• Indirect projects: Track overhead activities and


activities and costs, and costs are capitalized asone or more assets.


You can use three predefined project classes thattrack the following types of information:• Indirect projects: Track overhead activities and


activities and costs, and costs are capitalized asone or more assets.




Project Types


Project TypesProject Types

Each project is assigned a project type. Project typesare user defined and are used to:• Control processing• Control project defaults• Generate reports• Specify AutoAccounting rules (if desired)

Each project is assigned a project type. Project typesare user defined and are used to:• Control processing• Control project defaults• Generate reports• Specify AutoAccounting rules (if desired)

How the Project Type Controls Processing and DefaultsProcessing:

• Whether to burden costs• Indirect, Capital, or Contract classification• Whether to budget

Defaults:• Task classification, which is called a service type• Burden options, if you burden costs• Budget control options, if you budget



Project Classes and Project Types


Project Classes and Project TypesProject Classes and Project Types

Project Classes Project Types Project Classes Project Types

Indirect

Capital

Contract (Project Billing Only)

Bid and Proposal

Overhead

Product Development

Time and Materials

Cost Plus

Project classes are predefined, but project types areimplementation-defined.Project classes are predefined, but project types areimplementation-defined.



Section 2 Creating and Configuring Projects


Section 2Creating and Configuring Projects

Section 2Creating and Configuring Projects



Creating and Configuring Projects



Adjustments

Creating and Configuring ProjectsCreating and Configuring Projects

Define projectsIdentifybusiness

termsand rules

Enter projectEnter project

Collect costs



Project Templates and Quick Entry


Project Templates and Quick EntryProject Templates and Quick Entry

All projects defined in Oracle Projects must originatefrom a template (or an existing project). Templatesare used to:• Simplify the project setup process• Copy projects and WBS• Copy commonly used project and task optionsQuick Entry provides:• A way to enter variable project information that

may change between projects• A way to override certain values defined for the

project template

All projects defined in Oracle Projects must originatefrom a template (or an existing project). Templatesare used to:• Simplify the project setup process• Copy projects and WBS• Copy commonly used project and task optionsQuick Entry provides:• A way to enter variable project information that

may change between projects• A way to override certain values defined for the

project template

Project CreationYou can create a new project by copying a project template or an existingproject.



Required Project Data


Required Project DataRequired Project Data

You can define a project with just the basic projectinformation:• Number

– Unique identifier– System-generated or manually entered; based

on implementation• Name: Unique description of the project• Type

– What type of project?– What type of work?

• Organization: The organization responsible forthe project

You can define a project with just the basic projectinformation:• Number

– Unique identifier– System-generated or manually entered; based

on implementation• Name: Unique description of the project• Type

– What type of project?– What type of work?

• Organization: The organization responsible forthe project



Optional Project Data


Optional Project DataOptional Project Data

The following information is defaulted and can bechanged:• Duration: When does the project start and end?• Status: Is the project active (chargeable) or closed

(non-chargeable)?• Public Sector: Is the client public or private?

Selecting the Public Sector box affects projectreporting and AutoAccounting.

The following information is defaulted and can bechanged:• Duration: When does the project start and end?• Status: Is the project active (chargeable) or closed

(non-chargeable)?• Public Sector: Is the client public or private?

Selecting the Public Sector box affects projectreporting and AutoAccounting.



Additional Project Data


Additional Project DataAdditional Project Data

You can define additional information based on therequirements of your project or company. Optionsmay include:

You can define additional information based on therequirements of your project or company. Optionsmay include:

• Burden Multipliers• Multinational• Billing Information• Bill Rates and

Overrides• Organization

Overrides• Transaction Controls

• Tasks• Classifications• Key Members• Resource List

Assignment• Customers and

Contacts• Asset Information



Project Status Controls


Project Status ControlsProject Status Controls

You can use project status to control whatprocessing is allowed at the various stages of aproject. Oracle predefines the following statuses:• Active• Unapproved• Submitted• Approved• Rejected• Pending close• Closed

You can use project status to control whatprocessing is allowed at the various stages of aproject. Oracle predefines the following statuses:• Active• Unapproved• Submitted• Approved• Rejected• Pending close• Closed



Project Status Controls


Project Status ControlsProject Status Controls

When you define a project status, you specify whichfunctions are allowed for that status. You can controlthe following functions:• Create new transactions• Adjust transactions• Generate revenue• Generate invoice• Capitalize assets• Include in status reports

When you define a project status, you specify whichfunctions are allowed for that status. You can controlthe following functions:• Create new transactions• Adjust transactions• Generate revenue• Generate invoice• Capitalize assets• Include in status reports



How to Create a Project Status


How to Create a Project StatusHow to Create a Project Status

Project Statuses(N) Setup—>Projects—>Statuses (B) Open

How to Create a Project Status1 In the Project Statuses window enter the status information.2 Check the Starting Status check box if you want the project status to be eligible for

use as the starting status for a new project.3 Save your status record.4 Review the Status Controls region.5 Allow Status Control actions as desired.6 Save your work.



How to Create a New Project


How to Create a New ProjectHow to Create a New Project

Find Projects(N) Projects

How to Create a New Project1 In the Find Projects window, enter your search criteria to find the template or

project that you want to copy.2 Click the Find button.

Continued...






Projects, Templates Summary(N) Projects (B) Find

How to Create a New Project (continued)3 Select the template or project that you want to copy in the Projects, Templates

Summary window.4 Click Open if you want to review the template or project before you copy it.5 Click the Copy To… button to copy the selected template or project definition into

your new project.

Continued...






Find Projects(N) Projects (B) Find (B) Copy To

How to Create a New Project (continued)6 Fill in the Project Quick Entry data required for your project definition and any

appropriate optional fields.7 Click OK.8 Choose Open to modify the new project definition (if necessary).



Key Members


Key MembersKey Members

Key members are employees who can:• Enter and maintain project data• View labor cost details charged to

the project (based on project roletype definition)

Key members are employees who can:• Enter and maintain project data• View labor cost details charged to

the project (based on project roletype definition)

Key member information includes:• Employee name and number• Project role type (defined during implementation)

Each project can have only one project manager at a time.

Key member information includes:• Employee name and number• Project role type (defined during implementation)

Each project can have only one project manager at a time.

Examples of Key Members• Project manager• Project accountant• Project coordinator

Cross-Project Security in Oracle ProjectsYou can also define responsibilities for cross-project users who are able to enter andmaintain project data even if they are not assigned as key members.



Classification Information


Classification InformationClassification Information

You classify projects based on implementationdefined classification categories and codes.The category definition specifies whether:• More than one code per category is allowed.• A class code for the category is mandatory.

You classify projects based on implementationdefined classification categories and codes.The category definition specifies whether:• More than one code per category is allowed.• A class code for the category is mandatory.

Use codes forUse codes forAutoAccountingAutoAccounting

Use codes forUse codes forreportingreporting

Examples of Categories and Codes

Funding Source Market SectorPrivate EnvironmentalFederal StructuralState or Local



Work Breakdown Structure


Work Breakdown StructureWork Breakdown Structure

A work breakdown structure (WBS) is a task treeshowing the organization of project work. It can beas simple or detailed as you want it to be. There areno limits in width or levels.

A work breakdown structure (WBS) is a task treeshowing the organization of project work. It can beas simple or detailed as you want it to be. There areno limits in width or levels.

Task 2.1 Task 2.2

Task 2

Task 1.1 Task 1.2

Task 1

Project

Task 2.2.1Task 1.1.1



Processing by Task Levels


Processing by Task LevelsProcessing by Task Levels

Tasks can be used and processed based on theirlocation in the WBS.• Top tasks

– Budgeting– Rollup Reporting

• Middle tasksRollup Reporting

• Lowest tasks– Budgeting– Transaction Entry– Override Entry

Tasks can be used and processed based on theirlocation in the WBS.• Top tasks

– Budgeting– Rollup Reporting

• Middle tasksRollup Reporting

• Lowest tasks– Budgeting– Transaction Entry– Override Entry

Examples of Task Levels

Task 1 Task 2 Task 3Top Task and Top Task Top Task andLowest Task Lowest Task

______ |______ | |

Task 2.1 Task 2.2Middle Task Lowest and Middle Task

_____|______ | |

Task 2.1.1 Task 2.1.2Lowest Task Lowest Task



Basic Task Information


Basic Task InformationBasic Task Information

Information defined for all tasks:• Number• Name• Description (optional)• Task manager (optional)Information defaulted from project or parent task• Owning organization• Start and completion dates• Service type

Information defined for all tasks:• Number• Name• Description (optional)• Task manager (optional)Information defaulted from project or parent task• Owning organization• Start and completion dates• Service type



Task Numbering and Naming


Task Numbering and NamingTask Numbering and Naming

Tasks are indented to indicate their location in theWBS. When planning your WBS numbering method,choose your task numbers carefully.The Task Number field is used as a sort key within atask level for reporting purposes. Since it isalphanumeric, numbers precede letters.

Tasks are indented to indicate their location in theWBS. When planning your WBS numbering method,choose your task numbers carefully.The Task Number field is used as a sort key within atask level for reporting purposes. Since it isalphanumeric, numbers precede letters.

2.1 2.2

21

Project

2.2.11.1.1

1.1

11

Project

01

2.1 2.2

02

2.2.1

11

1.1.1

1.1

NumberingIf the WBS has ore than 10 tasks, you must always use a leading zero for single-digitnumbers.



Basic Task Information


Basic Task InformationBasic Task Information

Task chargeable check box:• Specifies whether lowest task can be charged• Defaults to allow charges for lowest tasks;

defaults to parent task value for middle tasks• Automatically unchecks for parent tasks when

subtasks are created

Task chargeable check box:• Specifies whether lowest task can be charged• Defaults to allow charges for lowest tasks;

defaults to parent task value for middle tasks• Automatically unchecks for parent tasks when

subtasks are created



Changing Default Task Information


Changing Default Task InformationChanging Default Task Information

You can override the default task information.• Default information is used for new subtasks.• Changes do not cascade to existing tasks.

You can override the default task information.• Default information is used for new subtasks.• Changes do not cascade to existing tasks.

PROJECTOrg = Environ.

PROJECTOrg = Environ.

.

Task 1Org = Environ.

Task 1Org = Environ.

Task 2Org = Elect.

Task 2Org = Elect.

Task 3Org = Elect.

Task 3Org = Elect.

1.1Org = Environ.

1.1Org = Environ.

2.1Org = Elec.

2.1Org = Elec.

3.1Org = Environ.

3.1Org = Environ.

2.2Org = Elec.

2.2Org = Elec.

Example• Task 1: No detai l change• Task 2: Changed before subtasks created• Task 3: Changed after subtasks created



How to Create a Task


How to Create a TaskHow to Create a Task

Tasks(N) Projects (B) Find (B) Open (B) Detail

How to Create a New Top Task1 Select a top task.2 Click the Create Peer Task button.

How to Create a New Subtask1 Select the task for which you want to create a subtask.2 Click the Create Subtask button.



How to Enter Task Details


How to Enter Task DetailsHow to Enter Task Details

Tasks(N) Projects (B) Find (B) Open (B) Detail (B) Options

How to View Task Details1 Select a task in the Tasks window.2 Click the Options button.3 Select Task Detail in the Task Options window.



Finding Tasks


Finding TasksFinding Tasks

Tasks(N) Projects (B) Find (B) Open (B) Detail

Using the Find Tasks WindowIf you enable the profile option PA: Display Find Tasks, you can automatically displaythis window when you select the Tasks option in the Projects, Templates window. Thiswindow is very helpful if your projects have many tasks.



Transaction Controls


Transaction ControlsTransaction Controls

In the Transaction Controls window, you list controlsbased on the Limit to Transaction Controls checkbox:• Checked = Inclusive limit to transaction controls

Allows only charges that are included on the list.Anything not listed is not chargeable.

• Unchecked = Exclusive limit to transactioncontrolsSpecifies charges that are not allowed. Anythingnot listed is chargeable.

You can control exceptions to any rule using theChargeable check box.

In the Transaction Controls window, you list controlsbased on the Limit to Transaction Controls checkbox:• Checked = Inclusive limit to transaction controls

Allows only charges that are included on the list.Anything not listed is not chargeable.

• Unchecked = Exclusive limit to transactioncontrolsSpecifies charges that are not allowed. Anythingnot listed is chargeable.

You can control exceptions to any rule using theChargeable check box.






Transaction Controls(N) Projects (B) Find (B) Open (B) Detail

Result of This Transaction ControlElaine and Sharon can charge labor and contractor expenditures only. No otheremployees can charge to the project.







Result of This Transaction ControlElaine and Sharon can charge all types of transactions (including Expenses). No otheremployees can charge to the project.







Result of This Transaction ControlElaine can charge all types of transactions (including Material). All employees exceptSharon can charge everything except materials. Sharon cannot charge to the project.



Logic of Transaction Controls


Logic of Transaction ControlsLogic of Transaction Controls

You can enter transaction controls at the projectand lowest task levels. Task transaction controlsoverride project transaction controls.The priority of processing when there is more thanone applicable row is as follows:• Person-Expenditure category-Expenditure Type

(NLR)• Person-Expenditure category• Person• Expenditure category-Expenditure type-(NLR)• Expenditure category

You can enter transaction controls at the projectand lowest task levels. Task transaction controlsoverride project transaction controls.The priority of processing when there is more thanone applicable row is as follows:• Person-Expenditure category-Expenditure Type

(NLR)• Person-Expenditure category• Person• Expenditure category-Expenditure type-(NLR)• Expenditure category

ReferenceFor more information, see Oracle Projects User’s Guide.



Organization Overrides


Organization OverridesOrganization Overrides

Organization Overrides(N) Projects (B) Find (B) Open (B) Detail

Organization Overrides Usability• Redirect an employee’s or organization’s costs to another organization.• Override expenditure organization used in Cost Plus processing and

AutoAccounting.

Note: Organization overrides can only be entered at the project level.



Burden Multipliers


Burden MultipliersBurden Multipliers

• A burden multiplier applies to a raw cost amountto reflect the actual cost of doing business. Theseextra costs include employee benefits, officespace, and so on.

• A cost burden schedule is an implementation-defined set of burden multipliers used for costingto derive total cost amounts. You can applycosting burden schedules across projects.

• Burden schedule overrides are revisions to theburden schedule attached to the project. Whenyou define project types at implementation, youdecide whether overrides will be allowed for eachproject type.

• A burden multiplier applies to a raw cost amountto reflect the actual cost of doing business. Theseextra costs include employee benefits, officespace, and so on.

• A cost burden schedule is an implementation-defined set of burden multipliers used for costingto derive total cost amounts. You can applycosting burden schedules across projects.

• Burden schedule overrides are revisions to theburden schedule attached to the project. Whenyou define project types at implementation, youdecide whether overrides will be allowed for eachproject type.

ReferenceFor more information, see Oracle Projects User’s Guide.



Review of Project Definition


Review of Project DefinitionReview of Project Definition

Below is a summary of data elements and optionsavailable for indirect projects and tasks:Below is a summary of data elements and optionsavailable for indirect projects and tasks:

Project/Task OptionsClassificationCustomers and ContactsKey MembersOrganization OverridesResource List AssignmentsTransaction ControlsMultinational OptionsBurden MultipliersCosting Burden schedule

Burden Schedule

ProjectTopTask

MiddleTask

LowestTask

Default Default Default Default

Level at Which Entry Is Allowed

Review of the Steps to Create a New Project1 Create a new project by copying from a project template or an existing project.2 Enter basic project information.3 Specify project tracking information:

• Key members• Classifications

4 Define the WBS.5 Define additional project/task information to manage and process the project:

• Transaction controls• Costing overrides• Other



Reports for Project and Task Setup


Reports for Project and Task SetupReports for Project and Task Setup

You can verify project and task setup with thesereports:• Project Configuration Report: Displays project

detail information and project overrides.• Task Details Report: Displays task detail

information and task overrides.• Work Breakdown Structure (WBS) Report:

Displays hierarchical format of work breakdownstructure.

You can verify project and task setup with thesereports:• Project Configuration Report: Displays project

detail information and project overrides.• Task Details Report: Displays task detail

information and task overrides.• Work Breakdown Structure (WBS) Report:

Displays hierarchical format of work breakdownstructure.



Section 3 Maintaining Projects and Tasks


Section 3Maintaining Projects and Tasks

Section 3Maintaining Projects and Tasks



Maintaining Projects and Tasks


Maintaining Projects and TasksMaintaining Projects and Tasks

Collect costsDefine projects


Identifybusiness

termsand rules

AdjustmentsMaintain Projects and TasksMaintain Projects and Tasks

Enter projectEnter project



Changing the Project Information


Changing the Project InformationChanging the Project Information

You can make two types of changes to projectinformation, unrestricted and conditional, dependingon the type of information:Unrestricted changes:• Name/Description• Status• Public sector• Start date: Must be on or before any task start

date; will not change existing task attributes• Completion date: Must be on or after any task

completion date; will not change existing taskattributes

You can make two types of changes to projectinformation, unrestricted and conditional, dependingon the type of information:Unrestricted changes:• Name/Description• Status• Public sector• Start date: Must be on or before any task start

date; will not change existing task attributes• Completion date: Must be on or after any task







Conditional changes:• Project organization

– Change is allowed only before transactions arecharged to a project.

– An audit is retained to track transactionaccounts that were determined from the oldorganization using AutoAccounting rules.

Conditional changes:• Project organization

– Change is allowed only before transactions arecharged to a project.

– An audit is retained to track transactionaccounts that were determined from the oldorganization using AutoAccounting rules.






Conditional changes (Continued):• Project number

– Change is allowed only before transactions arecharged to a project. Transactions includetimecards, expense reports, usage logs,supplier invoices, purchase orders,requisitions, and events.

– Change is allowed only if manual projectnumbering is used.

• Project type: Change is allowed only beforetransactions are charged to a project.

Conditional changes (Continued):• Project number

– Change is allowed only before transactions arecharged to a project. Transactions includetimecards, expense reports, usage logs,supplier invoices, purchase orders,requisitions, and events.

– Change is allowed only if manual projectnumbering is used.

• Project type: Change is allowed only beforetransactions are charged to a project.



Changing the Project Organization


Changing the Project OrganizationChanging the Project Organization

Oracle Projects provides the functionality to changethe organization hierarchy. You can change youroriginal organization hierarchy and optionally placeeffective dates on multiple versions of the hierarchy.

You can make changes to project and taskorganization hierarchies after you enter transactionsfor the project or task.

Oracle Projects provides the functionality to changethe organization hierarchy. You can change youroriginal organization hierarchy and optionally placeeffective dates on multiple versions of the hierarchy.

You can make changes to project and taskorganization hierarchies after you enter transactionsfor the project or task.






You can define the following types of organizationhierarchies for different uses:• Project/task owning organization hierarchy• Expenditure/event organization hierarchy• Default reporting organization hierarchy• Project burdening organization hierarchy

You can define the following types of organizationhierarchies for different uses:• Project/task owning organization hierarchy• Expenditure/event organization hierarchy• Default reporting organization hierarchy• Project burdening organization hierarchy






Along with organization hierarchies, you can useorganization classifications to specify whichorganizations are allowed to:• Manage projects and tasks (project organization

hierarchy)• Incur expenditures (expenditure organization

hierarchy)

Along with organization hierarchies, you can useorganization classifications to specify whichorganizations are allowed to:• Manage projects and tasks (project organization

hierarchy)• Incur expenditures (expenditure organization

hierarchy)



Benefits of Reorganizations


Benefits of ReorganizationsBenefits of Reorganizations

The following are business benefits of organizationhierarchies:• Accommodate company reorganizations for a

single or for multiple projects.• Determine which organizations can own projects

or incur costs through organizationclassifications.

• Indicate which organizations are valid project-owning organizations or expenditureorganizations for an operating unit throughorganization hierarchy assignment.

The following are business benefits of organizationhierarchies:• Accommodate company reorganizations for a

single or for multiple projects.• Determine which organizations can own projects

or incur costs through organizationclassifications.

• Indicate which organizations are valid project-owning organizations or expenditureorganizations for an operating unit throughorganization hierarchy assignment.



Flexible Organization Change Methods


Flexible Organization Change MethodsFlexible Organization Change Methods

Oracle Projects provides flexible change methods tomeet your business needs:• Change single project/task organization using the

Project form• Change multiple project/task organizations using

the Mass Update Batch form• Use function security, Projects: Org Update:

Update Override Standard Checks, or implementthe Verify Organization Change client extension toenforce organization change rules

Oracle Projects provides flexible change methods tomeet your business needs:• Change single project/task organization using the

Project form• Change multiple project/task organizations using

the Mass Update Batch form• Use function security, Projects: Org Update:

Update Override Standard Checks, or implementthe Verify Organization Change client extension toenforce organization change rules



Mass Update


Mass UpdateMass Update

Mass Update Batches(N) Project Maintenance—>Mass Update Batches

Creating a Batch for Mass UpdateYou use the Mass Update Batches window to change the organization of multipleprojects and tasks. This window performs the following functions:

• Generates a batch of projects and/or tasks for which you want to update the owningorganization.

• Initiates a process that updates the organization on all projects and tasks specifiedin the batch.



Changing the Task Information


Changing the Task InformationChanging the Task Information

You can apply the following types of changes to atask definition:Unrestricted changes:• Task name• Description• Task manager• Task service type• Start date: Must be on or after project start date;

will not change existing task attributes• Completion date: Must be on or before project


You can apply the following types of changes to atask definition:Unrestricted changes:• Task name• Description• Task manager• Task service type• Start date: Must be on or after project start date;

will not change existing task attributes• Completion date: Must be on or before project




Changing the Task Information


Changing the Task InformationChanging the Task Information

Conditional changes:• Task number: Change is allowed only before

transactions are charged to a task.• Task organization: Change is allowed only before

transactions are charged to a task.• Chargeable check box: Change is allowed only at

the lowest task.

Conditional changes:• Task number: Change is allowed only before

transactions are charged to a task.• Task organization: Change is allowed only before

transactions are charged to a task.• Chargeable check box: Change is allowed only at

the lowest task.



Changing the WBS


Changing the WBSChanging the WBS

You can make the following types of changes to theWBS:• Adding a task: Can add any task without overrides

or transactions.• Deleting a task: Can delete any task without

transactions, subtasks, or budget amounts. Youwill delete overrides when the task is deleted.

• Changing the task level: Cannot be done directly,but it can be done by creating a new desiredstructure. This may require the transfer of anyitems that are charged to old tasks.

You can make the following types of changes to theWBS:• Adding a task: Can add any task without overrides

or transactions.• Deleting a task: Can delete any task without

transactions, subtasks, or budget amounts. Youwill delete overrides when the task is deleted.

• Changing the task level: Cannot be done directly,but it can be done by creating a new desiredstructure. This may require the transfer of anyitems that are charged to old tasks.



Changing Project Statuses; Integration with OracleWorkflow


Changing Project Statuses;Integration with Oracle Workflow

Changing Project Statuses;Integration with Oracle Workflow

You can use Oracle Workflow to define an approvalprocess to change the statuses of projects orbudgets. Using Oracle Workflow, you can:• Model workflows to meet your business processes• Automatically route projects and budgets to

approvers• Receive status notifications• Automatically update the project or budget based

on the approver’s actions

You can use Oracle Workflow to define an approvalprocess to change the statuses of projects orbudgets. Using Oracle Workflow, you can:• Model workflows to meet your business processes• Automatically route projects and budgets to

approvers• Receive status notifications• Automatically update the project or budget based

on the approver’s actions



Business Benefits of Using Workflow


Business Benefits of Using WorkflowBusiness Benefits of Using Workflow

Workflow gives you the ability to:• Create more accurate project and budgets by

dividing responsibility of entering and cross-checking information.

• Define your approval process in project andbudget status changes.

• Combine project and budget verification rules.• Choose which projects and tasks are routed via

Workflow• Choose the approval route and business rules that

apply

Workflow gives you the ability to:• Create more accurate project and budgets by

dividing responsibility of entering and cross-checking information.

• Define your approval process in project andbudget status changes.

• Combine project and budget verification rules.• Choose which projects and tasks are routed via

Workflow• Choose the approval route and business rules that

apply



Summary


SummarySummary

This lesson described how to perform these tasks:• Define project classes and types• Create a new indirect project• Create a WBS• Enter the appropriate project information• Apply transaction controls• Maintain projects

This lesson described how to perform these tasks:• Define project classes and types• Create a new indirect project• Create a WBS• Enter the appropriate project information• Apply transaction controls• Maintain projects

SummaryProject setup drives processing of transactions charged to the project.You define a project and a WBS to record work and process transactions as youand your company require.Project definition can be simple or complex, depending on your requirements.

• Key members• Classification information• Work breakdown structure• Charge controls• Costing overrides• Other



Practice 3-1 Overview


Practice 3-1 OverviewPractice 3-1 Overview

The practice covers:• Creating project types• Creating a project template• Creating an indirect project• Defining key members and classifications• Defining WBS, task details, transaction controls,

project status, and audit reports

The practice covers:• Creating project types• Creating a project template• Creating an indirect project• Defining key members and classifications• Defining WBS, task details, transaction controls,

project status, and audit reports




Cost BudgetsChapter 4 - Page 1

Cost BudgetsChapter 4



Cost Budgets


Cost BudgetsCost Budgets



Objectives



After completing this lesson, you should be able todo the following:• Describe the options for budgeting project costs

– Budget entry method (BEM)– Detail of budget amounts

• Enter a project budget• Baseline the budget• Review the budget history• Revise the budget

After completing this lesson, you should be able todo the following:• Describe the options for budgeting project costs

– Budget entry method (BEM)– Detail of budget amounts

• Enter a project budget• Baseline the budget• Review the budget history• Revise the budget



Agenda


AgendaAgenda

• Section 1: Overview of Budget Features• Section 2: Entering and Baselining Budgets• Section 3: Maintaining Budgets

• Section 1: Overview of Budget Features• Section 2: Entering and Baselining Budgets• Section 3: Maintaining Budgets



Section 1 Overview of Budget Features


Section 1Overview of Budget Features

Section 1Overview of Budget Features



Overview of Budget Features


Overview of Budget FeaturesOverview of Budget Features



Identifybusiness

termsand rules

Adjustments

Baseline budget

Enter budget

Enter project

Maintain Budget



Budget Structure


Budget StructureBudget Structure

Every project budget that you enter is classified by abudget type. Each budget type is defined as either acost budget type or a revenue budget type. OracleProjects predefines four budget types:• Approved Cost budget• Approved Revenue budget• Forecast Cost budget• Forecast Revenue budget

Every project budget that you enter is classified by abudget type. Each budget type is defined as either acost budget type or a revenue budget type. OracleProjects predefines four budget types:• Approved Cost budget• Approved Revenue budget• Forecast Cost budget• Forecast Revenue budget

Budget TypesYou can define additional budget types. For example, your company may want tocreate a separate budget from the Approved Cost budget to track “what if” scenariosfor future project alternatives.You can use any budget type for project status tracking.



Budget Structure


Budget StructureBudget Structure

For cost budgets, you can enter:• Quantities• Raw cost• Burdened costsFor revenue budgets, you can enter:• Quantities• Revenue amounts

For cost budgets, you can enter:• Quantities• Raw cost• Burdened costsFor revenue budgets, you can enter:• Quantities• Revenue amounts

Budget AmountsThe Budget Entry Method may indicate user entry for some or all of the budget amountchoices.



Budget Types and Versions


Budget Types and VersionsBudget Types and Versions

User-Definedbudget

Forecast Cost budget

DRAFTDRAFT

DRAFT

BudgetBudgetVersionsVersionsBudget Budget

TypesTypes

Original 1st

Revised original 2nd

Historical 3rd

Revised original 4th

Current 5th version

Submit and baseline

Approved Cost budget

Budget VersionsOracle Projects maintains a history of all baselined budgets for each budget type.



Budget Versions


Budget VersionsBudget Versions

Budget versions are grouped as follows:• Original: First baselined budget• Current: Most recently baselined budget• Revised original: Current and historical revisions

of the original budget• Historical: Historical copies of previously

baselined budgets that are not original or current

Budget versions are grouped as follows:• Original: First baselined budget• Current: Most recently baselined budget• Revised original: Current and historical revisions

of the original budget• Historical: Historical copies of previously

baselined budgets that are not original or current

Budget ReportingThe current and original (or revised original) are used in reporting.



Budget Entry Method (BEM)


Budget Entry Method (BEM)Budget Entry Method (BEM)

For each version of each budget type, these four keybudgeting options must be determined:• Level of budget (project versus task levels)• Cost amount types (quantity, raw, and/or burdened

cost)• Time-phase (total duration versus time periods)• Detail of budget (summary versus categorized

detail)Every combination of these key elements is assignedto a unique budget entry method.

For each version of each budget type, these four keybudgeting options must be determined:• Level of budget (project versus task levels)• Cost amount types (quantity, raw, and/or burdened

cost)• Time-phase (total duration versus time periods)• Detail of budget (summary versus categorized

detail)Every combination of these key elements is assignedto a unique budget entry method.

Budget Entry MethodThe Budget Entry Method that you select when you enter a budget determines the levelof detail for the budget in these four areas. A more detailed budget allows you moredetail in status tracking and exception analysis but requires more time to maintain.






Oracle Projects predefines three budget entrymethods:• By lowest tasks and date range, categorized by

resource• By lowest tasks and GL Period, categorized by

resource• By lowest tasks and PA Period, categorized by

resourceYou can define additional budget entry methods.

Oracle Projects predefines three budget entrymethods:• By lowest tasks and date range, categorized by

resource• By lowest tasks and GL Period, categorized by

resource• By lowest tasks and PA Period, categorized by

resourceYou can define additional budget entry methods.

BEM DefaultsYou can accept or override the default BEM:

• If you are entering the first draft for the budget type, the default BEM isdetermined by the project type of the project.

• If a prior version of the budget type exists, the default BEM is the budget entrymethod of the project’s current budget for the budget type.






BEM SelectionIf you select a categorized BEM for the first draft budget of any type, all subsequentdraft budgets of that type must also use categorized BEMs. The same is true foruncategorized BEMs. The list of values for Entry Method will show only valid BEMsfor the budget.Categorized budgets are tracked by resource. Uncategorized budget amounts areentered at the work breakdown structure level for your budget. Amounts maysummarize a combination of labor, expenses, and other costs.



Levels of Budgets


Levels of BudgetsLevels of Budgets

PROJECT

Top Task Top Task

LowestTask

LowestTask

LowestTask SubtaskSubtask

LowestTask

You canYou canbudget herebudget here



You can neverYou can neverbudget at thisbudget at this

levellevel

Budget Entry LevelYou can budget your project at one of these levels:

• Project• Top task• Lowest task• Top or lowest task, different levels in different WBS branches

You should choose the budget level and detail that you need for tracking variances.This is not always at the lowest level.

• If you budget at the project level, you cannot budget at the task level.• If you budget at the top and lowest task levels, you can use a combination of the

top tasks and the lowest tasks in the same budget but not within the same WBSbranch.

• You can never budget at the middle task level.



Selecting Costs


Selecting CostsSelecting Costs

Budgets(N) Budgets

Cost Amount TypesSelect any combination of the following data elements to enter:

• Quantity• Raw cost• Burdened Cost



Time-Phased Budgets


Time-Phased BudgetsTime-Phased Budgets

Choose either type of time-phased budgeting:• Amounts by time periods

– GL periods– PA periods– Date ranges

• Amounts at completionNo duration, defaults to project start/end dates

Choose either type of time-phased budgeting:• Amounts by time periods

– GL periods– PA periods– Date ranges

• Amounts at completionNo duration, defaults to project start/end dates

Examples

GL Periods PA Periods Date Ranges No Duration99-07 99-07-02 July 10 Defaults to task

99-07-03 through or project99-07-04 July 25 start/end dates



Resource List


Resource ListResource List

To effectively manage your projects, you must trackthe activities and resources used on the project.Activities are defined in a WBS. Resources areamounts needed to track, complete, and account forproject work. For example:• Labor• Services• Material• Equipment

To effectively manage your projects, you must trackthe activities and resources used on the project.Activities are defined in a WBS. Resources areamounts needed to track, complete, and account forproject work. For example:• Labor• Services• Material• Equipment

Resource ListYou select the resources you want to use in your project budget from the resource listyou choose when you enter the draft.



Resource List



You use Resource Lists as groupings by which youwant to budget and summarize actuals. You candefine resources lists made of:• Employees• Organizations• Jobs• Suppliers• Expenditure categories• Revenue categories• Expenditure types• Event types

You use Resource Lists as groupings by which youwant to budget and summarize actuals. You candefine resources lists made of:• Employees• Organizations• Jobs• Suppliers• Expenditure categories• Revenue categories• Expenditure types• Event types

Resource BudgetingYou can choose to budget by different resources for different kinds of projects. Forexample, you can budget labor by employees for small research and developmentprojects, and by organization for large design projects.



Resource Groups


Resource GroupsResource Groups

You can define a simple list of resources or a twolevel hierarchy of resource groups and resources.You can group resources by:• Organization• Revenue category• Expenditure category• No category

You can define a simple list of resources or a twolevel hierarchy of resource groups and resources.You can group resources by:• Organization• Revenue category• Expenditure category• No category

Using Resource GroupsIf you choose to use resource groups, you should include all expenditure categories,revenue categories, or organizations in your resource list.



Resource Groups


Resource GroupsResource Groups

Resources can be tracked byResources can be tracked by

A A laborlabor resource group resource groupand individual and individual employeesemployees

An An expensesexpenses resource resourcegroup and group and airfare, auto,airfare, auto,hotel and mealshotel and mealsexpenditure typesexpenditure types

A A materialmaterialresource groupresource group

Resource GroupsResource Groups allow you to:

• Budget using either the resource group or the resource• Review actuals at a higher level• Use multiple roll up structures for cross project reporting• Drill down to the resources for more details

Actuals are summarized at the lowest level in the resource list and rolled up to theresource group.



Resource List



Resource Lists(N) Setup—>Budgets —>Resource Lists

Resource TypesDifferent resource types can be defined for each resource group.

• Projects can use different resources for different types of projects.• Projects can use different resources for different types of budgets on the same

project.



Resource List



Resource List AssignmentDuring project template and project setup, you assign resource lists to a project toindicate which resource lists you want to use for summarizing project actuals. OracleProjects requires that every project have at least one resource list assignment.



Budget Security


Budget SecurityBudget Security

You can secure your project budget using one of thefollowing levels of budget security:• Project security: Controls which projects you can

select for budgeting and whether you can update abudget

• Function security: Controls a user’s access tofunctions based on the user’s responsibility

• Project management security: Controls updatingof budgets imported from external systems

• Budget line source security: Controls whether youcan update amounts in budget lines, based on thesource of the amount

You can secure your project budget using one of thefollowing levels of budget security:• Project security: Controls which projects you can

select for budgeting and whether you can update abudget

• Function security: Controls a user’s access tofunctions based on the user’s responsibility

• Project management security: Controls updatingof budgets imported from external systems

• Budget line source security: Controls whether youcan update amounts in budget lines, based on thesource of the amount

Budget SecurityThe budget line source security is implemented using function security. You canspecify limits on updating amounts that were calculated by a budget calculationextension, amounts that were copied from actuals, or amounts copied from budgetversions.For more information, seeOracle Projects User’s Guide, “Function Security” and “Project-Based Security.”



Section 2 Entering and Baselining Budgets






Entering Budgets


Entering BudgetsEntering Budgets



Identifybusiness

termsand rules

Adjustments

Enter budgetEnter budget

Enter project

Maintain Budget

Enter budgetEnter budget



Creating Budgets


Creating BudgetsCreating Budgets

Budgets(N) Budgets

Draft BudgetsYou enter or revise the budget amounts for a project in a draft budget. The status for adraft budget is Working.



Budget Amounts


Budget AmountsBudget Amounts

You enter budget amounts using one of the followingmethods:• Copy a project or template from the Projects,

Templates Summary window• Enter a budget directly in the Budgets window• Copy an earlier budget version and optionally

adjust amounts by a specified percentage• Copy project actuals• Enter budget quantities• Upload amounts from project management

systems

You enter budget amounts using one of the followingmethods:• Copy a project or template from the Projects,

Templates Summary window• Enter a budget directly in the Budgets window• Copy an earlier budget version and optionally

adjust amounts by a specified percentage• Copy project actuals• Enter budget quantities• Upload amounts from project management

systems

Entering Budget AmountsNote the following regarding budget amount entry methods:

• When copying a project or template from the Projects, Templates Summarywindow, the current budget (or draft if no baselined budget exists) is copied intothe new project for each budget type used by the source project or template.

• You can only copy actuals if you are using a PA or GL period time-phased BEM.• You can use the budget calculation extension to calculate the raw and burdened

costs and the revenue amounts for each budget line based on the quantity or rawcost that you enter.

• You can use the Activity Management Gateway or Oracle Project Connect toupload budget amounts from an external project management system.



Task-Level Budget


Task-Level BudgetTask-Level Budget

Task Budgets(N) Budgets (B) Details

How to View the Task-Level Budget1 Navigate to the Budgets window.2 Choose the Find Draft button to find the draft for the appropriate budget type.3 Choose the Details Button. If you are entering a task-level budget, the Tasks

Budgets window will open. You can see the summary of quantity, raw cost, andburdened cost for each task and the total for the project.



Budget Lines


Budget LinesBudget Lines

Task Budgets(N) Budgets (B) Details (B) Budget Lines

How to Enter Detailed Budget Information1 Navigate to the Task Budgets window.2 Select a task and click the Budget Lines button.3 Enter the resource information, unit of measure, and amounts for quantity, raw

cost, and burdened cost.4 View the totals, based on the selected amount type.

Note: You can enter the resource information, amount type, and amounts for up to fourperiods at a time using the matrix entry Budget Lines window.



Budgeting by Quantity and Units


Budgeting by Quantity and UnitsBudgeting by Quantity and Units

Projects can budget by units at the detail-line levelappropriate for the given resource type. Whenviewing summary accounts:• The detail screen summarize all units• At summary levels above the detail lines, only

labor hours are summarized at the top task orproject level

Projects can budget by units at the detail-line levelappropriate for the given resource type. Whenviewing summary accounts:• The detail screen summarize all units• At summary levels above the detail lines, only

labor hours are summarized at the top task orproject level



Lines Overflow Region


Lines Overflow RegionLines Overflow Region

Overflow regionThis window includes an overflow region for entry and display of the change reason,comments, and descriptive flexfield for each budget line. If hours, raw cost, andburdened cost for the same resource are entered, these fields are identical for all linesfor a given period. The descriptive flexfield is available for time-phased budgets.The profile option PA: Tab to Budget Matrix Fields controls how you can navigate tothe overflow region of the matrix entry Budget Lines window.



Baselining Budgets


Baselining BudgetsBaselining Budgets

Baselining is the process of approving a budget foruse in reporting and accounting.Baselining is the process of approving a budget foruse in reporting and accounting.

CurrentCurrentBudgetBudget

HistoricalHistoricalBaselinedBaselined Versions Versions

BaseliningThe first time you baseline a budget, that budget becomes the Original Budget. Themost recent baselined version is named the Current budget, which is used for reporting.All previously baselined budgets are named as historical baselined versions. TheProject Status Inquiry (PSI) compares actuals to the Current and Original (or revisedoriginal) budgets.



Submitting Budgets


Submitting BudgetsSubmitting Budgets

Submitting BudgetsWhen you complete budget entry, you can submit your draft to indicate that it is readyfor review and baselining.



Baselining Budgets


Baselining BudgetsBaselining Budgets

Baselining BudgetsWhen you baseline a budget for which Workflow is not enabled:

1 Oracle Projects calls the budget verification extension– If the budget baseline rules are not met, an error is issued and the status is not

changed.– If the budget baseline rules are met, the process continues.

2 Oracle Projects applies the standard baseline requirements to the budget.– If the standard rules are not met, an error is issued and the status is not

changed.– If the standard rules are met, the status is changed to Baselined.



Baselining with Workflow


Baselining with WorkflowBaselining with Workflow

Baselining Budgets with Workflow1 Oracle calls the budget verification extension when the budget is submitted.

If the budget submission rules are met, budget baseline rules are verified. If eitherfails, an error is issued and the status does not change. If submission and baselinerules are met, the process continues.

2 Oracle calls the Workflow process indicated in the budget workflow extension.If the budget passes through the Workflow process, the process continues.Otherwise, an error is issued and the status does not change.

3 Oracle applies the standard baseline requirements to the budget.If the standard rules are met, the process continues. Otherwise, an error is issuedand the status does not change.

4 Oracle calls the budget verification extensionsIf the budget baseline rules are met, the status is changed to Baselined. Otherwise,an error is issued and the status does not change.

Note: Workflow calls the verification extension twice: once before it initiates thebudget approval process, and again before it changes the budget status. This ensuresthat the verification rules for the status change are met, even it changes have been madeto the budget during the approval process.



Standard Baseline Requirements


Standard Baseline RequirementsStandard Baseline Requirements

Standard baseline requirements only apply tocontract projects.Standard baseline requirements only apply tocontract projects.

Approved RevenueApproved RevenueBudgetBudget

FundingFunding

Standard Baseline RequirementsFor contract projects in Oracle Project Billing, the baseline function verifies that thebudget amounts for the budget type Approved Revenue Budget equals the total fundingfor the project or for the top tasks within the project, if using task level funding. If thischeck 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.



Section 3 Maintaining Budgets


Section 3Maintaining Budgets

Section 3Maintaining Budgets



Maintaining Budgets


Maintaining BudgetsMaintaining Budgets



Identifybusiness

termsand rules

Adjustments

Baseline budget

Enter budget

Enter project

Maintain Budget



Budget Processing Flow


Budget Processing FlowBudget Processing Flow

Enter/revise draft

Baseline draft

Submit draft

Copybudget

Reworksubmitted

budget

Create projects

BaselinedBaselinedbudget versionsbudget versionsTrack budget vs. actuals



Budget Versions


Budget VersionsBudget Versions

Budget Version History(N) Budgets (B) History

Budget VersionsAll versions of each budget type are maintained as a historical record for reportingpurposes. You can access any version of a budget from the Budgets window by:1 Selecting the appropriate budget type in the Find Budget region2 Clicking the History button

All baselined budgets are displayed in the Budget Version History window.



Revising Baselined Budgets


Revising Baselined BudgetsRevising Baselined Budgets

You cannot directly change the amounts or structureof a budget that has been baselined. If you need tomake changes to a baselined budget, you must:• Update the draft• Baseline that version as the new Current budget.

You cannot directly change the amounts or structureof a budget that has been baselined. If you need tomake changes to a baselined budget, you must:• Update the draft• Baseline that version as the new Current budget.

Revising Baselined BudgetsAfter you baseline a budget, the draft is the same as the last current budget version.



Revising Original Budgets


Revising Original BudgetsRevising Original Budgets

You may want to modify the Original Budget tocorrect data entry errors or scope changes which youwant to include in the original budget amounts.

You may want to modify the Original Budget tocorrect data entry errors or scope changes which youwant to include in the original budget amounts.

Revising the Original BudgetTo create a revised original budget:1 Choose the New Original box in the Budgets window.2 In the Budget Lines window, enter the revised budget amounts for the draft.3 Submit the budget for baselining.4 Choose Baseline. Oracle Projects creates a new version which is identified as the

new Current Budget and the new Original Budget. This new version is the“official” original budget for online status reporting.



Revising Draft Budgets


Revising Draft BudgetsRevising Draft Budgets

There are different methods for revising draft budgetsin the Budgets window:• Changing amounts

– Navigate to the budget line and easily changeany field value, delete the budget item ifneeded, and add a new line.

– Copy previous budgets or actuals into a draft.• Changing BEM

– Navigate to the Entry Method field.– Select a different method. All budget lines are

deleted from the draft.

There are different methods for revising draft budgetsin the Budgets window:• Changing amounts

– Navigate to the budget line and easily changeany field value, delete the budget item ifneeded, and add a new line.

– Copy previous budgets or actuals into a draft.• Changing BEM

– Navigate to the Entry Method field.– Select a different method. All budget lines are

deleted from the draft.

Revising Draft BudgetsTo assign a budget line to a different resource:

• Delete the line• Re-enter using the correct resource.

To delete a budget line:• Select the budget line you want to delete.• Choose the Delete Record button from the toolbar.

To fully delete a budget line for a resource using the Budget Matrix Entry window, youmust enter zeros for all amounts and for all periods for that resource.



Summary


SummarySummary

This lesson described how to perform these tasks:• Create a project budget• Enter or revise a draft budget• Submit a draft budget• Baseline a draft budget• Revising baselined budgets• Track budgeted versus actual costs

This lesson described how to perform these tasks:• Create a project budget• Enter or revise a draft budget• Submit a draft budget• Baseline a draft budget• Revising baselined budgets• Track budgeted versus actual costs






• Creating a new budget• Baselining a budget• Modifying a budget

• Creating a new budget• Baselining a budget• Modifying a budget




TransactionsChapter 5 - Page 1

TransactionsChapter 5



Transactions


TransactionsTransactions



Objectives



After completing this lesson, you should be able todo the following:• Set up the types of transactions in Oracle Projects• Describe the effects of charge controls• Explain the flow and entry of the following:

– Preapproved expenditure batches– Allocations and AutoAllocation Sets– Oracle Self Service Time and Expense– Transaction import– Project-related requisitions, purchase orders,

and supplier invoices– Multicurrency transactions

After completing this lesson, you should be able todo the following:• Set up the types of transactions in Oracle Projects• Describe the effects of charge controls• Explain the flow and entry of the following:

– Preapproved expenditure batches– Allocations and AutoAllocation Sets– Oracle Self Service Time and Expense– Transaction import– Project-related requisitions, purchase orders,

and supplier invoices– Multicurrency transactions



Agenda


AgendaAgenda

• Section 1: Overview of Transactions• Section 2: Preapproved Expenditure Batch Entry• Section 3: Project Allocations and

AutoAllocations• Section 4: Oracle Self Service Time• Section 5: Expense Reports• Section 6: Project-Related Transactions in

Oracle Purchasing and Oracle Payables• Section 7: Multicurrency Transactions• Section 8: Transaction Import• Section 9: Review of Project Expenditures

• Section 1: Overview of Transactions• Section 2: Preapproved Expenditure Batch Entry• Section 3: Project Allocations and

AutoAllocations• Section 4: Oracle Self Service Time• Section 5: Expense Reports• Section 6: Project-Related Transactions in

Oracle Purchasing and Oracle Payables• Section 7: Multicurrency Transactions• Section 8: Transaction Import• Section 9: Review of Project Expenditures



Section 1 Overview of Transactions






Overview of Transactions


Overview of TransactionsOverview of Transactions

Collect costs


Enter Reqs/ POs in

PO

Define projects


Identifybusiness

termsand rules

Adjustments

InterfaceImport to

G/L

Enter supplier invoices

External transactionsEnter Time & Expenses

Baseline budget

Enter budget

Transaction import

Upload

Enter project



Actuals and Commitments


Actuals and CommitmentsActuals and Commitments

You record the following transactions against aproject to record actual work performed or costincurred:• Timecards• Expense reports• Asset utilization usage logs• Supplier invoices• Miscellaneous• Burden• Work in process• Inventory

You record the following transactions against aproject to record actual work performed or costincurred:• Timecards• Expense reports• Asset utilization usage logs• Supplier invoices• Miscellaneous• Burden• Work in process• Inventory



Actuals and Commitments


Actuals and CommitmentsActuals and Commitments

You record the following transactions against aproject to record committed costs:• Requisitions• Purchase orders• unposted supplier invoices

You record the following transactions against aproject to record committed costs:• Requisitions• Purchase orders• unposted supplier invoices



Transaction Details


Transaction DetailsTransaction Details

Each transaction must be charged to a project’slowest-level task.Each detailed transaction is recorded with theseattributes:• Employee/supplier/organization that incurred

transaction• Expenditure item date = when work was performed

or cost was incurred• Project number• Task number = lowest-level task

Each transaction must be charged to a project’slowest-level task.Each detailed transaction is recorded with theseattributes:• Employee/supplier/organization that incurred

transaction• Expenditure item date = when work was performed

or cost was incurred• Project number• Task number = lowest-level task



Transaction Details


Transaction DetailsTransaction Details

• Expenditure type = type of transaction• Units of measure (UOM) = units defined by

expenditure type• Quantity = the quantity of units incurred• Nonlabor resource = asset utilized (for usage logs

only)• Nonlabor organization = organization that owns

the nonlabor asset (for usage logs only)

• Expenditure type = type of transaction• Units of measure (UOM) = units defined by

expenditure type• Quantity = the quantity of units incurred• Nonlabor resource = asset utilized (for usage logs

only)• Nonlabor organization = organization that owns

the nonlabor asset (for usage logs only)



Summary of Expenditure Definition


Summary of Expenditure DefinitionSummary of Expenditure DefinitionExpenditureType Class

ExpenditureCategory

ExpenditureType

Nonlabor Resource

NonlaborOrganization

StraightTime Labor Administrative

Professional

ExpenseReport

Travel AirfareMeals

OtherExpenses

EntertainmentOther Expenses

SupplierInvoices

OutsideServices

ConstructionConsulting

OtherExpenses

EquipmentRentalSupplies

Usages In-HouseRecoverables

ComputerServices

Vehicles

PC Data SystemsFinanceISMidwestEast

TruckVan

Sparc

Expenditure Type Classes for Miscellaneous CostsYou can simplify the collection of miscellaneous costs using the following newexpenditure type classes:

• Miscellaneous transaction– Tracks miscellaneous project costs– Similar to the usages expenditure type class– Does not require a nonlabor resource or organization

• Burden transaction– Tracks burden costs that are calculated in an external system or generated

within the projects setup– Is created as separate expenditure item that has burdened cost amounts, but has

not quantities and no raw costs– Can be interface to Oracle General Ledger



Summary of Expenditure Definition


Summary of Expenditure DefinitionSummary of Expenditure Definition

ExpenditureType Class

ExpenditureCategory

ExpenditureType

Nonlabor Resource

NonlaborOrganization

Miscellaneous

BurdenTransaction

Inventory

WorkInProcess

Fixed AssetsDepreciation

Computer SrvcsVehicles

Overhead

Materials

Materials

Labor Overhead

Building Materials

Building Materials

Expenditure Type Classes for Miscellaneous Costs (continued)• Work In Process transaction

– Tracks manufacturing resource costs that are interfaced from OracleManufacturing for project manufacturing integration.

– Can be used when you import other manufacturing costs using transactionimport.

• Inventory– Tracks manufacturing materials costs that are interfaced from Oracle

Manufacturing and inventory issues and receipts from Oracle Inventory.– Can be used when you import other manufacturing costs using transaction

import.



Methods of Transaction Entry


Methods of Transaction EntryMethods of Transaction Entry

You record transactions using these methods• Preapproved batches• Project allocations• Transaction import• Oracle Self-Service Time and Expenses• Other Oracle applications

You record transactions using these methods• Preapproved batches• Project allocations• Transaction import• Oracle Self-Service Time and Expenses• Other Oracle applications

Preapproved BatchesApproved on paper; batch entry online in Oracle Projects.

• Timecards• Expense reports• Usage logs• Miscellaneous transactions

Transaction Import Imported from external cost collection systems.

Other Oracle ApplicationsStandard use of product.

• Requisitions (Oracle Purchasing)• Purchase orders (Oracle Purchasing)• Supplier invoices (Oracle Payables)• Timecards (Oracle Self Service Time)• Expense reports (Oracle Self Service Expense)



Terminology of Transactions


Terminology of TransactionsTerminology of Transactions

Oracle Projects uses these terms for transactions:• Expenditure item: The smallest unit of expenditure

charged to a project and task.• Expenditure: A group of expenditure items

incurred by an employee or organization for anexpenditure period.

• Expenditure batch: A user-defined name used totrack a batch of preapproved expenditures, suchas timecards and expense reports.

Oracle Projects uses these terms for transactions:• Expenditure item: The smallest unit of expenditure

charged to a project and task.• Expenditure: A group of expenditure items

incurred by an employee or organization for anexpenditure period.

• Expenditure batch: A user-defined name used totrack a batch of preapproved expenditures, suchas timecards and expense reports.

ExamplesExpenditure Item

• Amy Marlin, 19-APR-2000, Profession Labor, 8 hours• Amy Marlin, 20-APR-2000, Profession Labor, 8 hours

Expenditure• Amy Marlin, Control Total = 16, Week Ending = 21-APR-2000

Expenditure Batch• Batch 123, 21-APR-2000



Charge Control Validation


Charge Control ValidationCharge Control Validation

The following transactions charged to a project andtask must pass the charge controls defined for theproject and task:• Preapproved timecards, expense reports, and

usage logs in Oracle Projects (validation occursonline)

• SST and SSE (validation occurs during submit)• External transaction import (validation occurs

during import)• Supplier invoices in Oracle Payables (validation

occurs online)• Requisitions and purchase orders in Oracle

Purchasing (validation occurs online)

The following transactions charged to a project andtask must pass the charge controls defined for theproject and task:• Preapproved timecards, expense reports, and

usage logs in Oracle Projects (validation occursonline)

• SST and SSE (validation occurs during submit)• External transaction import (validation occurs

during import)• Supplier invoices in Oracle Payables (validation

occurs online)• Requisitions and purchase orders in Oracle

Purchasing (validation occurs online)

Online Validation• Start/completion dates: Must be within dates of project or task.• Project Status: Can charge only to a nonclosed project.• Task chargeability: Task must be chargeable and at lowest level.• Transaction controls: See ‘Creating Projects.’



Section 2 Preapproved Expenditure Batch Entry






Preapproved Expenditure Batch Entry


Preapproved Expenditure Batch EntryPreapproved Expenditure Batch Entry

Collect costs



Define projects


Identifybusiness

termsand rules

Adjustments

Baseline budget

Enter budget

Enter project



Typical Preapproved Expenditure Batch Flow


Typical Preapproved Expenditure BatchFlow

Typical Preapproved Expenditure BatchFlow

Local OrganizationsLocal Organizations

1. Preparepreapprovedbatches.

2. Enter data;status is Working..

3. Print andreview entryaudit report.

6.Release/approvebatches.

5. Data isverified;submitsubmit batches.

4. Correct ifnecessary.

Central (Corporate) OrganizationCentral (Corporate) Organization

8. Print and reviewexp. batch statusreports.

9. Ensure that allbatches arereleased.

10. Distributecosts.

7. Reversebatches?

Yes

No

Local OrganizationsSteps 1 through 5 usually are done by data entry personnel, but step 6 can beaccomplished by the employee’s supervisor.

Central OrganizationsContact local organizations if all batches are not released.



Preapproved Batches


Preapproved BatchesPreapproved Batches

You can perform some of these typical pre-entryactivities:• Standardize the batch-naming process.• Organize batches of input documents.

Batch by item similarity within batch, which makescopying easier and simplifies repetitive data entry.

• Count the number of input documents in thebatch, which reduces potential error.

• Calculate the sum of all the transaction amounts(quantities).

You can perform some of these typical pre-entryactivities:• Standardize the batch-naming process.• Organize batches of input documents.

Batch by item similarity within batch, which makescopying easier and simplifies repetitive data entry.

• Count the number of input documents in thebatch, which reduces potential error.

• Calculate the sum of all the transaction amounts(quantities).

Examples• Standarize the batch-naming process.

T4/21CHI (T = Timecards, 4/21 = Date, CHI = Organization)• Organize batches of input documents.

All indirect employees; all employees working on one project• Count the number of input documents in the batch.

20 employees = 20 timecards = 20 input documents in one batch• Calculate the sum of all the transaction amounts (quantities).

Hours, dollars, days, and so on



Entering Preapproved Batches


Entering Preapproved BatchesEntering Preapproved Batches

Expenditure Batches(N) Expenditures—>Preapproved Batches —>Enter

Expenditure Type ClassesEach of the following expenditures can be entered in the Expenditure Batches window:

• Timecards• Expense reports• Usage• Miscellaneous Transaction• Burden Transaction• Inventory• Work in process

These classifications represent expenditure type classes. The class you choose in theExpenditure Batches window determines the expenditure type choices available to youin the Expenditures window.



Entering Preapproved Batches


Entering Preapproved BatchesEntering Preapproved Batches

Expenditure Batches(N) Expenditures—>Preapproved Batches —>Enter

Expenditure Type Classes (continued)For example, if the class is Expense Reports (Expenditure Batches window), airfareshould be a choice in the Expenditure Type field (Expenditures window).

To Create a New Batch:1 Navigate to the Expenditure Batches window.2 Enter a unique batch name to identify this set of expenditures.3 Enter the expenditure ending date for the batch. A day of the week is specified as

the expenditure week ending date during implementations.4 Select the expenditure type class for this batch.5 Enter a description of the batch (optional).6 Use the fields in the Amounts region to verify actual versus control totals

(optional).7 Click Expenditures to enter the batch.



Entering Expenditures


Entering ExpendituresEntering Expenditures

Expenditure Batches(N) Expenditures—>Preapproved Batches —>Enter (B) Expenditures

To Enter Expenditures1 In the Expenditures window, enter the employee or organization that incurred the

cost.2 Optionally enter the total units of measure in the Control Total field.3 In the Expenditure Item region, enter the date of the expenditure item.4 Enter the project number and the lowest-level task number.5 Enter the expenditure type for this expenditure item.6 Enter the quantity of units or amount (depending on the expenditure type class for

this expenditure item).7 Save your work.8 Submit the batch for review.

Note: Before entering expenditures, you enable the profile option PA: Tasks to Displayfor Expenditure Entry to indicate which tasks to include in the task list of values. Validchoices are All tasks, Chargeable tasks, and Lowest tasks.



Entering Preapproved Usages


Entering Preapproved UsagesEntering Preapproved Usages

Similar to preapproved timecards, with a fewdifferences:Expenditure Batches windowClass = usuagesExpenditures window• In the Expenditures region, enter employee or

organization.• In the Expenditures Items region, select the usage

expenditure type, such as vehicle, field equipment,computer services.

• Nonlabor Resource and Organization: These fieldsare required for nonlabor usage entry.

Similar to preapproved timecards, with a fewdifferences:Expenditure Batches windowClass = usuagesExpenditures window• In the Expenditures region, enter employee or

organization.• In the Expenditures Items region, select the usage

expenditure type, such as vehicle, field equipment,computer services.

• Nonlabor Resource and Organization: These fieldsare required for nonlabor usage entry.



Entering Perapproved Usages


Entering Perapproved UsagesEntering Perapproved Usages

Expenditures window• Resource: Enter the resource utilized. The list is

limited to those defined for the type and theorganization.

• Organization: Enter the organization that ownsthe asset utilized.

• Quantity: Enter the number of units.• Units vary by type, for example:

– Vehicles —> days– Field equipment —> hours– Computer service —> hours

Expenditures window• Resource: Enter the resource utilized. The list is

limited to those defined for the type and theorganization.

• Organization: Enter the organization that ownsthe asset utilized.

• Quantity: Enter the number of units.• Units vary by type, for example:

– Vehicles —> days– Field equipment —> hours– Computer service —> hours



Copying Preapproved Timecards


Copying Preapproved TimecardsCopying Preapproved Timecards

You can copy preapproved timecards to speed entry.• You can copy timecards from one batch to

another.• The ‘Copy to’ target batch must first be created.• The date ending for the target batch defaults on all

line items.• You can copy with or without expenditure detail.

You can copy preapproved timecards to speed entry.• You can copy timecards from one batch to

another.• The ‘Copy to’ target batch must first be created.• The date ending for the target batch defaults on all

line items.• You can copy with or without expenditure detail.

Copy OptionUse the copy option to create similar batches on a repetitive bases.You can copy with or without expenditure detail.With detail:

• Copies employee, project/task, type, and amount• Used when employees typically work on the same project each week

Without detail:• Copies employee(s) only• Used when employees typically work on different projects each week



Resolving Problems in Expenditure Entry


Resolving Problemsin Expenditure EntryResolving Problemsin Expenditure Entry

You may encounter these problems when enteringexpenditures:• The project or the task does not allow charges.• The expenditure batch-control totals do not match

running totals.

You may encounter these problems when enteringexpenditures:• The project or the task does not allow charges.• The expenditure batch-control totals do not match

running totals.

What If the Project or Task Does Not Allow Charges?• Read the description and try to determine the proper number (transposed?).• Contact the employee, supervisor, or project manager and ask for a correction.• Last resort: Assign to a suspense project. This is a company policy decision. You

can report charges to a suspense project by organization to help to correct or clearcharges from the project.

What if the Expenditure Batch-Control Totals Do Not Match the RunningTotals?

• Determine whether the problem is with the entry or the control total:– Missing or duplicated entries– Wrong amounts

• Change the control total when:– It is incorrectly calculated.– An expenditure is removed from the batch.



Preapproved Expenditure Entry Audit Report


Preapproved Expenditure EntryAudit Report

Preapproved Expenditure EntryAudit Report

• You can review and verify data entry ofpreapproved batches using the PreapprovedExpenditure Entry Audit Report.

• This report displays the details of preapprovedexpenditure batches, including expenditures andexpenditure items.

• You can review and verify data entry ofpreapproved batches using the PreapprovedExpenditure Entry Audit Report.

• This report displays the details of preapprovedexpenditure batches, including expenditures andexpenditure items.



Submitting Preapproved Expenditures


Submitting Preapproved ExpendituresSubmitting Preapproved Expenditures

• You submit the preapproved batch when you havefinished entry.

• The batch running totals must equal the controltotals (if using control totals) before you cansubmit the batch.

• You submit the preapproved batch when you havefinished entry.

• The batch running totals must equal the controltotals (if using control totals) before you cansubmit the batch.

What if the Running and Control Totals Are Not Equal?• Status will not change.• Error message is displayed.

To fix the error:1. Return to the Expenditure Batches window.2. Correct the Control and Running fields totals.

– Data entry error– Control total error

3. Click the Submit button.4. Save your work.



Purpose of Releasing Preapproved Batches


Purpose of ReleasingPreapproved BatchesPurpose of ReleasingPreapproved Batches

• Releasing a batch is a second level of review afterentry. This is usually done by someone other thanthe entry person, typically the entry person’ssupervisor. You can use function security toremove the release capability from the entryperson’s responsibilities.– Use the Preapproved Expenditure Entry Audit

Report to review batch input before release.– Expenditure batches can be edited before

release; the status must be ‘Working’ to makecorrections.

• Releasing a batch is a second level of review afterentry. This is usually done by someone other thanthe entry person, typically the entry person’ssupervisor. You can use function security toremove the release capability from the entryperson’s responsibilities.– Use the Preapproved Expenditure Entry Audit

Report to review batch input before release.– Expenditure batches can be edited before

release; the status must be ‘Working’ to makecorrections.



Purpose of Releasing Preapproved Batches


Purpose of ReleasingPreapproved BatchesPurpose of ReleasingPreapproved Batches

• Release makes expenditures ready for costdistribution; only approved expenditures can becost distributed.

• Release is synonymous with ‘Approval.’

• Release makes expenditures ready for costdistribution; only approved expenditures can becost distributed.

• Release is synonymous with ‘Approval.’



Purpose of Reversing Preapproved Batches


Purpose of ReversingPreapproved BatchesPurpose of ReversingPreapproved Batches

• You can reverse an expenditure batch if thecurrent batch is released and the transactionsource of the batch allows adjustments.

• When you reverse an expenditure batch, allexpenditure items are reversed except:– Related items– Expenditure items that have been already

reversed– Reversing items (net zero adjusted items)– Expenditure items that were created as a result

of a transfer adjustment

• You can reverse an expenditure batch if thecurrent batch is released and the transactionsource of the batch allows adjustments.

• When you reverse an expenditure batch, allexpenditure items are reversed except:– Related items– Expenditure items that have been already

reversed– Reversing items (net zero adjusted items)– Expenditure items that were created as a result

of a transfer adjustment

Note• When the reversal is complete, you can display the number of items that are

adjusted and rejected.• You must use the Reverse button in the Expenditure Batches window to reverse the

entire preapproved expenditure batch.



Purpose of Correcting Preapproved Batches


Purpose of CorrectingPreapproved BatchesPurpose of CorrectingPreapproved Batches

• After submitting a batch, you can makecorrections such as adding, deleting, and revisingexpenditures and expenditure items that wereincorrectly reported or entered.

• If the status of the batch is submitted, you mustreturn it to working, and then make the correctionsat the expenditure/expenditure item level beforeresubmitting the batch.

• If the status of batch is released, you must reversethe full amount of the original item before enteringthe correct information.

• After submitting a batch, you can makecorrections such as adding, deleting, and revisingexpenditures and expenditure items that wereincorrectly reported or entered.

• If the status of the batch is submitted, you mustreturn it to working, and then make the correctionsat the expenditure/expenditure item level beforeresubmitting the batch.

• If the status of batch is released, you must reversethe full amount of the original item before enteringthe correct information.



Preapproved Expenditure Approvals


Preapproved Expenditure ApprovalsPreapproved Expenditure Approvals

Expenditure Batch Statusand the Approval ProcessExpenditure Batch Statusand the Approval Process

Working Submitted

Released

Approved

Needs Adjustments?

Reversed

NoNo

YesYes

Working• In the process of creation.• Can exit and return to the batch.• Control totals do not have to match.

Editing allowed: All changes are acceptable.

Submitted• Ready for review.• Control totals must match.• Eligible for release.

Editing allowed: Can change status back to Working and then make edits.

Released• Approved.• Ready for cost distribution.• Cannot be changed back to Submitted.

Editing allowed: No changes allowed; must reverse entries in a new batch.



Submitting and Releasing Batches


Submitting and Releasing BatchesSubmitting and Releasing Batches

Expenditure Batches Summary(N) Expenditures—>Preapproved Batches —>Review (B) Find

Expenditure Batches Summary WindowUsing the Expenditure Batches Summary window, you can:

• Release one or more batches (Release button).• Submit one or more batches (Submit button).• Navigate to the Expenditure Batches window to review batch details (Open).• Navigate to the Expenditures window to review expenditure items (Expenditures

button).



Expenditure Batch Status Report


Expenditure Batch Status ReportExpenditure Batch Status Report

• Use this report to determine which expenditurebatches by organizations are not yet released.

• The report usually runs by a centralized process.• This report lists preapproved expenditure batches

by organization. It includes the person whoentered the batch and the status of the batches.

• Use this report to determine which expenditurebatches by organizations are not yet released.

• The report usually runs by a centralized process.• This report lists preapproved expenditure batches

by organization. It includes the person whoentered the batch and the status of the batches.



Review of Preapproved Expenditure Entry


Review of PreapprovedExpenditure Entry

Review of PreapprovedExpenditure Entry

You enter preapproved expenditure batches using thefollowing steps:1. Enter preapproved batches; status is Working.2. Submit batches; status is Submitted.3. Release batches; status is Released.

You enter preapproved expenditure batches using thefollowing steps:1. Enter preapproved batches; status is Working.2. Submit batches; status is Submitted.3. Release batches; status is Released.

NoteSteps 1 and 2 are performed by an entry person. Step 3 can be performed by anotherperson, usually the entry person’s supervisor.



Section 3 Project Allocations and AutoAllocations


Section 3Project Allocations and AutoAllocations

Section 3Project Allocations and AutoAllocations



Project Allocations Overview


Project Allocations OverviewProject Allocations Overview

What are Allocations?

Allocations are amounts from one or more sourceprojects/tasks, GL accounts, and/or fixed amountsdistributed (or allocated) to one or more targetprojects and/or tasks.

What are Allocations?

Allocations are amounts from one or more sourceprojects/tasks, GL accounts, and/or fixed amountsdistributed (or allocated) to one or more targetprojects and/or tasks.



Project Allocations Business Need


Project Allocations Business NeedProject Allocations Business Need

Project managers often need to allocate certain costsfrom one project to another. The allocations featurein Oracle Projects can distribute amounts:• Between projects and tasks• Within projects and tasks• To projects in other organizational unitsFor example, a manager could distribute acrossseveral projects amounts such as salaries,administrative overhead, and equipment charges.

Project managers often need to allocate certain costsfrom one project to another. The allocations featurein Oracle Projects can distribute amounts:• Between projects and tasks• Within projects and tasks• To projects in other organizational unitsFor example, a manager could distribute acrossseveral projects amounts such as salaries,administrative overhead, and equipment charges.



Project Allocation Amounts


Project Allocation AmountsProject Allocation Amounts

When you allocate amounts, you create expenditureitems whose amounts are derived from one or moreof the following:• Existing summarized expenditure items in Oracle

Projects• A fixed amount• Amounts in a General Ledger account balance

When you allocate amounts, you create expenditureitems whose amounts are derived from one or moreof the following:• Existing summarized expenditure items in Oracle

Projects• A fixed amount• Amounts in a General Ledger account balance

Allocating AmountsYou can specify exactly how and where you want to allocate selected amounts. Forexample, you may want to:

• Allocate the actual cost of office supplies equitably among various projects• Charge certain projects a larger percentage of costs• Allocate overhead costs, charging them to projects that benefited from the

overhead activities



Project Allocation Definitions


Project Allocation DefinitionsProject Allocation Definitions

Source:The costs comprising the pool amount you wantto allocate. These costs can be comprised ofsummarized projects costs, posted GL balancesor fixed amounts (or a combination of all threesources).

Target:The projects and/or tasks receiving a percentageof the source pool amount.

Basis:The percentage of the source pool amountreceived by each chargeable task.

Source:The costs comprising the pool amount you wantto allocate. These costs can be comprised ofsummarized projects costs, posted GL balancesor fixed amounts (or a combination of all threesources).

Target:The projects and/or tasks receiving a percentageof the source pool amount.

Basis:The percentage of the source pool amountreceived by each chargeable task.



Project Allocation Definitions


Project Allocation DefinitionsProject Allocation Definitions

Offset:The reversing transactions to projects.

GL Allocation Batch:Allocation batches created in GL. For example:Mass Allocation, Recurring Journals, MassBudget.

AutoAllocation:A way to process one or more Projects allocationrules and GL allocation batches, both at the sametime or one after the other.

Offset:The reversing transactions to projects.

GL Allocation Batch:Allocation batches created in GL. For example:Mass Allocation, Recurring Journals, MassBudget.

AutoAllocation:A way to process one or more Projects allocationrules and GL allocation batches, both at the sametime or one after the other.



Project Allocation Example


Project Allocation ExampleProject Allocation Example

Source Project collects costs and allocates amounts(determined by the basis) to Targets A, B, and C andcreates negative transactions to an Offset Project.

Source Project collects costs and allocates amounts(determined by the basis) to Targets A, B, and C andcreates negative transactions to an Offset Project.

Target B

Target C

Target A

Basis

Source

Offset

Allocation ExampleYou identify the sources (costs you want to allocate) and then define the targets(projects and tasks to which you want to allocate amounts). If you want, you can offsetthe allocations with reversing transactions.The system gathers source amounts into a source pool, and then allocates to the targetsat the rate (basis) that you specify.



Basis Method


Basis MethodBasis Method

The basis method defines how and in what proportionthe amounts in the source pool are to be dividedamong the target projects. Each basis method has itsown characteristics.You can choose from the following four basismethods:• Spread Evenly• Target % - Spread Evenly• Prorate• Target % - Prorate

The basis method defines how and in what proportionthe amounts in the source pool are to be dividedamong the target projects. Each basis method has itsown characteristics.You can choose from the following four basismethods:• Spread Evenly• Target % - Spread Evenly• Prorate• Target % - Prorate



Basis Method - Spread Evenly


Basis Method - Spread EvenlyBasis Method - Spread Evenly

This method is the most simple and direct. The ruledivides the source pool amount equally among all thechargeable target tasks specified in the rule.

This method is the most simple and direct. The ruledivides the source pool amount equally among all thechargeable target tasks specified in the rule.

Source Amount

$100

P1 - $25

P2 - $25

P3 - $25

P4 - $25



Target % and Spread Evenly


Target % and Spread EvenlyTarget % and Spread Evenly

This is another simple method. You specify thepercentage of the source pool that you want toallocate to each target line. The rule calculates theamount to allocate to the line, and then spreads theresults evenly among the tasks.

This is another simple method. You specify thepercentage of the source pool that you want toallocate to each target line. The rule calculates theamount to allocate to the line, and then spreads theresults evenly among the tasks.

Source Amount

$100

Target %P1 - 10%

P2 - 90%

T1 - $5

T2 - $5

T1 - $45

T2 - $45



Prorate


ProrateProrate

This basis method uses the basis attributes toapportion the source amount among all the tasksdefined by the rule.

This basis method uses the basis attributes toapportion the source amount among all the tasksdefined by the rule.

Source Amount

$100

P1

P2

Basis = raw cost

T1(Cost = $40)Allocation = $20 T2(Cost = $60)Allocation = $30

T1(Cost = $70)Allocation =$35T2(Cost = $30)Allocation =$15



Target % and Prorate


Target % and ProrateTarget % and Prorate

This method uses the attributes set in the Basiswindow to derive the rate at which the source poolamount is apportioned among the target projects andtasks. The rule first uses the target percentage tocalculate the amount to allocate to the line, and thengoes on to apportion the results among all the tasks.

This method uses the attributes set in the Basiswindow to derive the rate at which the source poolamount is apportioned among the target projects andtasks. The rule first uses the target percentage tocalculate the amount to allocate to the line, and thengoes on to apportion the results among all the tasks.

Source Amount

$100

T1 (Cost = $40)Allocation = $8

T1

T2

Basis = raw costsTarget %P1 - 20%

P2 - 80%

T2 (Cost = $60)Allocation = $12

T1(Cost = $40)Allocation = $32

T2(Cost = $60)Allocation = $48



Allocation Rule Definition


Allocation Rule DefinitionAllocation Rule Definition

Allocation Rule(N) Allocations—>Allocation Rules

Allocation Rule Definition Steps - 10 Steps1 Enter a unique rule name and optional description, and specify the effective

dates.2 Choose a basis method. The basis and allocation method defines how and in what

proportion the amounts in the source pool are to be divided among the targetprojects.

3 Choose an Allocation Method.• Full - allocates the full source pool amount only once during a PA or GL

period.• Incremental - allocates the difference between each run per period PA or GL

period.4 Define your Allocation Period Type. This field specifies whether you want to

identify amounts based on the Oracle General Ledger (GL) fiscal calendar or theOracle Projects (PA) calendar.

5 Define your Targets Selection. This field specifies whether you want to selecttarget projects from the current operating unit only (default), or the current legalentity or current business group. The last two options require cross–charge setup.

6 Define your Rule Attributes. Select the Expenditure Org, Expenditure TypeClass, and Expenditure Type for your allocation transactions.

Continued...



Allocation Rule Sources


Allocation Rule SourcesAllocation Rule Sources

Sources(N) Allocations—>Allocation Rules (B) Sources

Allocation Rule Definition Steps - 10 Steps (Cont.)7 Define your source(s). The allocation pool can be created from a fixed amount,

open projects (including resources within a project), Oracle General Ledger accountbalances, and projects defined by a client extension. The rule accumulates theamounts for the source pool during a specific period of time.The end date of that time period is based on the amount class. (The amount class isthe period or periods during which the amounts are accumulated.)The start date is determined by both the allocation period type (either GL or PA, asset in the Allocation Rule window) and the amount class.

Continued...



Allocation Rule Targets


Allocation Rule TargetsAllocation Rule Targets

Targets(N) Allocations—>Allocation Rules (B) Targets

Allocation Rule Definition Steps - 10 Steps (Cont.)8 Define your Target(s).

Targets are the projects and tasks to which the allocation distributes amounts. Youcan define targets either by specifying projects and tasks in the Target window, orby designating projects and tasks in the Allocation Target client extension.

Continued...



Allocation Rule Definition


Allocation Rule DefinitionAllocation Rule Definition

Basis(N) Allocations—>Allocation Rules (Basis)

Allocation Rule Definition Steps - 10 Steps (Cont.)9 Define a Basis Method.

If you select a proration basis method (Prorate or Target % and Prorate) in theAllocation Rule window, you must define exactly how you want to prorate thesource pool amount to the target projects. Proration basis methods derive theproportion of the source amount to be allocated to target projects and tasks. Todefine a basis method:

1 Choose Basis from the Allocation Rule window (the Basis button is availableonly if you selected the basis methods of Prorate or Target % and Prorate).

2 Enter the Basis Category of Budget or Actual.3 Enter the Amount Type and Amount Class.4 Enter the relative period to denote the current (0) or earlier (less than 0)

period. For example, if you want to use the period preceding the current one,enter -1.

5 Enter the Budget Type.6 Choose Resource List and Include or Exclude any resources in the list.

Continued...



Allocation Rule Offset


Allocation Rule OffsetAllocation Rule Offset

Offset(N) Allocations—>Allocation Rules (B) Offset

Allocation Rule Definition Steps - 10 Steps (Cont.)10 Define an offset (Optional).

Offsets are reversing transactions used to balance the allocation transaction byoffsetting the source project or another project. Do not specify an offset to thesource project if you do not want to change the total amount in the source project.All offset projects and tasks must be open and chargeable, and in the sameoperating unit as the source projects. The rule creates the offset transactions for theoffset project and task when you run the PRC: Generate Allocations Transactionsprocess.

1 Choose Offset from the Allocations Window.2 Select an Offset Method (None (Default), Source Project and Task, Source

Project - Client Extension for Task, Client Extension for Project and Task,Specific Project and Task)

3 Define your Offset Transaction Attributes (Expenditure Org, ExpenditureType Class, Expenditure Type)



Allocation Rule Sources


Allocation Rule SourcesAllocation Rule Sources

The following rules apply to allocation rule sources:• All allocation rules must have at least one defined

source.• All source projects and tasks must be from the

same operating unit.• All source projects and tasks must be open.• All tasks must be top or lowest level tasks.

The following rules apply to allocation rule sources:• All allocation rules must have at least one defined

source.• All source projects and tasks must be from the

same operating unit.• All source projects and tasks must be open.• All tasks must be top or lowest level tasks.

Sources(N) Allocations—>Allocation Rules (B) Sources

Source(s) Definition To define the sources for your allocation rule:

1 From the Allocation Rule window, choose the Sources button.2 In the Allocation Pool % field, enter a percentage to specify how much of the

total source pool to allocate. The default is 100%. Next, specify the amounts thatyou want to include in the source pool.

3 (Optional) In the Fixed Source Amount field, enter an amount that you want toinclude in the source pool. (This amount is over and above the other sourceamounts)

4 For Amount Class, select from the list of values. The field name is preceded byGL or PA, depending on the allocation period type you selected in the AllocationRule window: PA Periods (Period to Date, Inception to Date) and GL Periods(Period to Date, Quarter to Date, Year to Date)

5 Choose your Projects and/or GL sources6 (Optional) Select Resource button. Enter a resource list and/or resources you

want to include or exclude from your project source pool.



Source Resources


Source ResourcesSource Resources

Resources(N) Allocations—>Allocation Rules (B) Sources (B) Resources

Resources for SourcesOptionally, you can limit the resources that are part of the designated projects. If youdo not limit the resources, the rule uses all the resource types in the specified project inthe source pool amount.Enter the resource or resource group and the percent you want to include. The totalpercentage for included resources must equal 100. To exclude a specific resource,select Exclude on the appropriate line.



Allocation Rule Targets


Allocation Rule TargetsAllocation Rule Targets

The following rules apply to allocation rule targets:• All allocation rules must have at least one defined

target.• All target projects and tasks must be open and

chargeable.• If cross-charging is enabled, you can allocate

amounts to target projects that are in differentoperating units than the source projects.

The following rules apply to allocation rule targets:• All allocation rules must have at least one defined

target.• All target projects and tasks must be open and

chargeable.• If cross-charging is enabled, you can allocate

amounts to target projects that are in differentoperating units than the source projects.

Target DefinitionSpecify one or more open projects to which you want to distribute the source. Enter anumber in the Line Num field, and then select from the list of values to enter projectinformation in the Project Org, Project Type, Class Category, Class Code, Project, andTask fields.Excluding Projects

• To exclude a project from the target definition, select Exclude on the appropriateline.

• To exclude a specific task within a project, enter the project on two lines: on oneline, leave the Task field blank; on the other line, enter the task that you want toexclude and select the Exclude check box.

Duplicate TargetsIf you include the same project on multiple lines, the Allow Duplicate Targetsoption in the Allocation Rule window affects the way the rule behaves:

– If you allow duplicate targets, the rule allocates amounts to the project as manytimes as it appears in the transactions generated by the PRC: GenerateAllocations Transactions process.

– If you do not allow duplicate targets, the rule allocates amounts only to theproject with the lowest line number.



Process an Allocation Rule


Process an Allocation RuleProcess an Allocation Rule

Generate Allocation: Once you have created a rulefor allocating costs, use the PRC: Generate AllocationTransactions process to generate allocationtransactions and (if specified) offset transactions in adraft that you can review and evaluate.

Generate Allocation: Once you have created a rulefor allocating costs, use the PRC: Generate AllocationTransactions process to generate allocationtransactions and (if specified) offset transactions in adraft that you can review and evaluate.

Note: Expenditure Item Date = date assigned to new transaction

Submit Request(N) Other—>Requests—>Run

PRC: Generate Allocation Transactions ProcessAs the system executes the process, the run status changes. You can use the ReviewAllocation Runs window to carry out certain activities depending on the run status.






Review Allocation: Use Review Allocation Runs formto review allocation details.Review Allocation: Use Review Allocation Runs formto review allocation details.

Find Allocation Runs(N) Allocations—>Review Allocation Runs

Review AllocationIf the draft allocation fails or does not produce the results you expect, you can deletethe draft in the Review Allocation Runs window. Then change the rule parameters inthe Allocation Rule Window and generate another draft.You can create, review, and delete draft runs until you are satisfied with the results.However, you cannot create a draft if another draft exists for the same rule. Althoughyou can run the Generate Allocations Transactions process at any time, it is a goodpractice to prepare for the allocation run by distributing costs and running all interfacesand summarization processes beforehand. Doing so ensures that the allocation runincludes all relevant amounts.






Release Allocation: When you are satisfied with thedraft run and its status is Draft Success, use thePRC: Release Allocation Transactions process torelease the allocation run.The run status shows the state of the allocation run.

Release Allocation: When you are satisfied with thedraft run and its status is Draft Success, use thePRC: Release Allocation Transactions process torelease the allocation run.The run status shows the state of the allocation run.

In Process The process is not yet complete.DraftSuccess

DraftFailure

ReleaseSuccess

ReleaseFailure

The process has created draft transactions which areready for release.The process encountered problems and could not createdraft transactions.

The system has written the transactions to the target and (ifspecified) offset projects and tasks.

The system has not written the transactions, perhaps becauseprojects or tasks included in the draft run were deleted or closed.

Submit Request(N) Other—>Requests—>Run

Release AllocationYou can release the allocation run using the Review Allocation Runs window or byrunning the PRC: Release Allocation Transactions process.Warning: If you use an allocation rule that is set up for full allocation more than oncein a run period, you will generate duplicate transactions in your target projects. If thishappens, you can reverse the run.



Allocation Run Review


Allocation Run ReviewAllocation Run Review



Allocation Exceptions


Allocation ExceptionsAllocation Exceptions

Draft Exceptions(N) Allocations—>Review Allocation Runs (B) Exceptions

Draft Exceptions WindowView the exceptions for a failed allocation run in the Draft Exceptions window. TheAllocation Run Report also list all exceptions.



Missing Amounts


Missing AmountsMissing Amounts



Basis Details


Basis DetailsBasis Details



Source Details


Source DetailsSource Details



Transactions


TransactionsTransactions



Copying Rules


Copying RulesCopying Rules

Copy a rule when you want to use an existing rule asa template. You can copy rules only within the sameoperating unit.

Copy a rule when you want to use an existing rule asa template. You can copy rules only within the sameoperating unit.



AutoAllocations


AutoAllocationsAutoAllocations



AutoAllocations Overview


AutoAllocations OverviewAutoAllocations Overview

What are AutoAllocations?

AutoAllocations provide the ability to generateallocations more efficiently by grouping processesand running them in a specified sequence(step down allocations) or at the same time (parallelallocations).

What are AutoAllocations?

AutoAllocations provide the ability to generateallocations more efficiently by grouping processesand running them in a specified sequence(step down allocations) or at the same time (parallelallocations).



AutoAllocations Business Need


AutoAllocations Business NeedAutoAllocations Business Need

Businesses need to automate the General Ledger andProjects Allocation processes through the utilizationof AutoAllocations and the workflow process.

Businesses need to automate the General Ledger andProjects Allocation processes through the utilizationof AutoAllocations and the workflow process.



AutoAllocations Example


AutoAllocations ExampleAutoAllocations Example

You can automate the allocation of administrativeoverhead costs posted to a GL account to severalprojects within your organization.

You can automate the allocation of administrativeoverhead costs posted to a GL account to severalprojects within your organization.

ADMINISTRATIVE AUTOALLOCATION SET

Enter and PostRecurring GLJournal

Allocate posted GL balance to all projectsin your project org

AutoAllocationsYou can group allocation processes defined in Oracle General Ledger with allocationprocesses defined in Oracle Projects. In General Ledger, the allocation definition iscalled a batch. In Projects, the allocation definition is called a rule.



AutoAllocations Setup


AutoAllocations SetupAutoAllocations Setup

You can create AutoAllocation sets in Oracle Projectsor Oracle General Ledger.When created in Oracle Projects:• Sets may contain Projects allocation rules and GL

allocation batches• Can only be viewed and ran by Oracle Projects

responsibilitiesWhen created in Oracle General Ledger:• Sets can only contain General Ledger batches• Can only be viewed and ran by General Ledger

responsibilities

You can create AutoAllocation sets in Oracle Projectsor Oracle General Ledger.When created in Oracle Projects:• Sets may contain Projects allocation rules and GL

allocation batches• Can only be viewed and ran by Oracle Projects

responsibilitiesWhen created in Oracle General Ledger:• Sets can only contain General Ledger batches• Can only be viewed and ran by General Ledger

responsibilities

AutoAllocation Set DefinitionYour responsibility defines which types of AutoAllocation sets are available. TheAutoAllocation form is the same in both Projects and General Ledger.Note: You can only run the AutoAllocation Set from the application in which it wascreated.



AutoAllocation Types


AutoAllocation TypesAutoAllocation Types

There are two types of AutoAllocation Sets:• Step down allocations carry out the specified

steps of the AutoAllocation set in sequence, oneafter the other. Each step depends on the fullcompletion and success of the previous step.

• Parallel allocations carry out the specified stepsall at once and do not depend on previousallocation runs.

There are two types of AutoAllocation Sets:• Step down allocations carry out the specified

steps of the AutoAllocation set in sequence, oneafter the other. Each step depends on the fullcompletion and success of the previous step.

• Parallel allocations carry out the specified stepsall at once and do not depend on previousallocation runs.

Step Down Allocation SetsStep down allocation sets perform additional processing steps not included in parallelallocations (See Table next page). Oracle Workflow controls the flow of theAutoAllocations set.



AutoAllocations Processes


AutoAllocations ProcessesAutoAllocations Processes

Projects

Project Allocations

ProjectAllocations

Step Down

Parallel

Generate Allocations TransactionsRelease Allocation TransactionsDistribute Miscellaneous Costs and UsagesUpdate Project Summary Amounts

Generate Allocations TransactionsRelease Allocation Transactions

General LedgerMass Allocation

Mass Budget

Mass Encumbrances

Recurring Journal

Step Down

Parallel

Run MassAllocationsRecurring Journal EntryBudget FormulasPosting

Run MassAllocationsRecurring Journal EntryBudget Formulas

AutoAllocation Set ProcessesAutoAllocations sets are made of one or more of the above processes. Note theadditional processing that occurs in Step Down sets.



AutoAllocation Set Definition


AutoAllocation Set DefinitionAutoAllocation Set Definition



AutoAllocation Set Submission


AutoAllocation Set SubmissionAutoAllocation Set Submission

You can submit your request to run immediately orschedule it to run at a later date. Depending on thesteps included in your AutoAllocation Set,parameters may include:• Batch name (optional)• Period (GL Batches)• Budget (optional)• Journal Effective Date• Calculation Effective Date• Usage (Standard Balances or Average balances)

You can submit your request to run immediately orschedule it to run at a later date. Depending on thesteps included in your AutoAllocation Set,parameters may include:• Batch name (optional)• Period (GL Batches)• Budget (optional)• Journal Effective Date• Calculation Effective Date• Usage (Standard Balances or Average balances)

Submission ParametersThe following parameters should be entered for sets that contain GL batches:

• Name: Enter a batch name. Used for display only.• Period: Select an accounting period.• Budget: If your allocation uses budget amounts, select a defined budget.

If your set contains General Ledger batches and your General Ledger uses an averagebalance set of books, the following addition parameters should be entered:

• Journal Effective Date: Select or enter a date.• Calculation Effective Date: Select a date in any open, future, closed, or

permanently closed period.• Usage: Select Standard Balances or Average Balances.

If your set contains Project rules, enter the following parameter values:• GL Period and/or PA Period: If the project rules belong only to the GL period

type, enter only the GL Period. If the project rules belong only to the PA periodtype, enter only the PA Period. Otherwise, enter both fields.

• Expenditure Item Date: Enter an expenditure item date for the allocationtransactions.



View AutoAllocation Statuses


View AutoAllocation StatusesView AutoAllocation Statuses



View Step Statuses


View Step StatusesView Step Statuses

Allocation Step Details(N) Allocations—>AutoAllocations—>View Statuses (B) Step Details

Allocation Step Details WindowThis window will show you the status of each step included in your AutoAllocationSet.



AutoAllocation Rollback Feature


AutoAllocation Rollback FeatureAutoAllocation Rollback Feature

Step Down AutoAllocation Sets can rollbackprocessed steps as follows:Step Down AutoAllocation Sets can rollbackprocessed steps as follows:

AutoAllocationAutoAllocation Set Contents Set Contents Rollback CapabilityRollback Capability

GL batches onlyGL batches only YesYes

PA rules onlyPA rules only NoNo

GL batches and PA rulesGL batches and PA rules NoNo

Rollback FunctionIf an AutoAllocation set contains only General Ledger batches and fails to complete,you can choose to rollback the steps that were processed before the failure.






This practice covers the following topics:1. Setting up allocation rules2. Generating allocations transactions3. Reviewing and releasing allocation runs4. Querying allocation expenditure batches

This practice covers the following topics:1. Setting up allocation rules2. Generating allocations transactions3. Reviewing and releasing allocation runs4. Querying allocation expenditure batches



Section 4 Self-Service Time


Section 4Self-Service Time

Section 4Self-Service Time

Self-Service TimeSelf-Service Time is a browser-based time entry product that is seamlessly integratedwith Oracle Projects for project tracking, costing, and billing. When used with Self-Service Expenses, these two products provide an end-to-end solution for time andexpense management.



Self-Service Time


Self-Service TimeSelf-Service Time

Users can:• Create Timecards by using a web browser

– Easy to deploy– Intuitive interface

• Track the progress of timecards in process• Respond to workflow notifications to approve,

reject, or reassign timecards

Users can:• Create Timecards by using a web browser


• Track the progress of timecards in process• Respond to workflow notifications to approve,

reject, or reassign timecards

Self-Service TimeWith Self-Service Time:

• Employees or administrative assistants can enter timecards• Managers can evaluate employee utilization and productivity• Timecard policies can be automatically enforced using configurable rules for

approval.



Business Flow


Business FlowBusiness Flow

Approval

Oracle Projects•Project Costing•Project BillingWorkflow-based

Approval Process

Create Online

Timecard

Create Disconnected(via Excel)

Self-Service TimeWith Self-Service Time:

• Timecards are entered online or disconnected.• Timecards entered by an administrative assistant will follow routing as if they were

created by the employees themselves.• Project related timecards can be imported to Oracle Projects for costing and billing.



On-Line Entry


On-Line EntryOn-Line Entry

On-Line EntryWhen using the On-Line Entry feature:

• Users enter timecards over the web using a standard browser.• All information entered is validated online before submission, including project,

task, expenditure type, date, hours and overriding approver.• A control number is given to the user upon saving or submitting the timecard for

future tracking.



Alias Setup


Alias SetupAlias Setup

User AliasesTo expedite entry, each user can define aliases for a grouping of project, task, andexpenditure type.



Disconnected Entry


Disconnected EntryDisconnected Entry

Disconnected EntryAn Excel template is available for users to download and use for disconnected entry.The template allows users to enter and track all information available in the onlineapplication, the only exception being context-sensitive descriptive flexfields.To submit the spreadsheet timecard for full validation and approval, users simplyupload it into Oracle Self-Service Time once they are online again.



Project and Task View


Project and Task ViewProject and Task View

View Project TasksSelf-Service Time can generate a listing of projects and tasks that can be exported intoa format that can then be used with the disconnected spreadsheet.



Section 5 Expense Reports


Section 5Expense Reports

Section 5Expense Reports



Creating Project-Related Expense Reports


Creating Project-RelatedExpense Reports

Creating Project-RelatedExpense Reports

Project-related expense reports can be entered in:• Oracle Projects• Self-Service Expenses• Oracle Payables

Project-related expense reports can be entered in:• Oracle Projects• Self-Service Expenses• Oracle Payables

Expense ReportsExpense reports can be entered in Oracle Projects, Self-Service Expenses, or OraclePayables. Oracle Payables maintains and tracks payment, and then sends theaccounting transactions to Oracle General Ledger.



Entering Project-Related Expense Reports in OracleProjects


Entering Project-Related ExpenseReports in Oracle Projects

Entering Project-Related ExpenseReports in Oracle Projects

Expense Reports Entered in Oracle ProjectsExpense reports can be entered as Pre-Approved Expenditure Batches in OracleProjects. The Expenditure Class value should be Expense Reports. The project, task,and expenditure type can be specified for each expenditure item.



Entering Project-Related Expense Reports in Self-Service Expenses


Entering Project-Related ExpenseReports in Self-Service ExpensesEntering Project-Related ExpenseReports in Self-Service Expenses

Users can:• Create expense reports by using a Web browser


• Choose project-related expense items• Enter project and task information for each

project-related expense item• Track the progress of expense reports in process• Respond to Workflow notifications to approve,

reject, or reassign Web expense reports

Users can:• Create expense reports by using a Web browser


• Choose project-related expense items• Enter project and task information for each

project-related expense item• Track the progress of expense reports in process• Respond to Workflow notifications to approve,

reject, or reassign Web expense reports

Self-Service ExpensesOracle Self-Service Expenses combines the power of Oracle Workflow, Oracle Self-Service Applications, and Oracle Payables to provide a Web based Expense Reportentry extension for core Oracle Financials. Armed with a simple web browser, andoptionally an Excel spreadsheet, you are able to enter expense reports and review theirstatus at any time.



Self-Service Expenses Business Flow


Self-Service Expenses Business FlowSelf-Service Expenses Business Flow

ManagementApproval

Create InvoiceWorkflow-based Approval Process

Create Online(Use Wizards!)

Pay Invoice

Employees

ElectronicPayment

ExpenseReport

Create D isconnected(Use Spreadsheet!)

AP Approval

Business FlowWhen using Self-Service Expenses:

• Employees enter expense reports using a web browser or in disconnected modeusing an Excel spreadsheet.

• Reports are submitted for approval which starts the expense report workflowprocess and populates the Oracle Payables invoice interface tables.

• Reports are reviewed and approved or rejected by employee managers.• The accounts payable department reviews, audits, adjusts, and approves expense

reports using the Expense Report windows in Oracle Payables. Note that theproject fields are not available in this window.

• After manager and AP approval, the invoice import process is used to generateinvoices for the expense reports.

• Invoices are then processed and paid in Oracle Payables.



Entering Project-Related Expense Reports in Self-Service Expense


Entering Project-Related ExpenseReports in Self-Service Expense

Entering Project-Related ExpenseReports in Self-Service Expense

Expense Reports Entered in Self-Service ExpenseNote the following when using Self-Service Expense to enter project related expenses:

• Expense reports can be entered via a standard web browser or a disconnectedexpense spreadsheet.

• Projects information (project and task number) must be entered for each project-related expense item entered.

• Both project-related and nonproject-related receipts can be entered in the sameexpense report.

• Projects information is validated on-line when the report is submitted.• Oracle Projects builds GL accounts for receipts based on accounting rules defined

in Projects using Oracle Projects Account Generator.• Project-related expense reports can be paid, posted, and then interfaced to Oracle

Projects for project burdening and tracking.



Self-Service Expense Disconnected Expense Report


Self-Service ExpenseDisconnected Expense Report

Self-Service ExpenseDisconnected Expense Report

Expense ReportCost Center

PurposeExpense Template TravelOverride Approver

Total 0.00

Line Date From Date To DaysDaily

AmountReceipt Amount Currency Code Rate

Converted Amount Expense Type Project Number Task Number

Receipt Missing

Expense Group

1 0 0.00 USD 1. 0.00 2 0 0.00 USD 1. 0.00 3 0 0.00 USD 1. 0.00 4 0 0.00 USD 1. 0.00 5 0 0.00 USD 1. 0.00 6 0 0.00 USD 1. 0.00 7 0 0.00 USD 1. 0.00 8 0 0.00 USD 1. 0.00 9 0 0.00 USD 1. 0.00

10 0 0.00 USD 1. 0.00 11 0 0.00 USD 1. 0.00 12 0 0.00 USD 1. 0.00 13 0 0.00 USD 1. 0.00 14 0 0.00 USD 1. 0.00 15 0 0.00 USD 1. 0.00 16 0 0.00 USD 1. 0.00 17 0 0.00 USD 1. 0.00 18 0 0.00 USD 1. 0.00

Total 0.00

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar

USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar AirfareAirfareAirfareAirfareUSD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar USD - US dollar

Disconnected EntryAn Excel template is available for users to download and use for disconnected entry.To submit the spreadsheet expense report for full validation and approval, users simplyupload it into Oracle Self-Service Expense once they are online again.



Entering Project-Related Expense Reports in OraclePayables


Entering Project-Related ExpenseReports in Oracle Payables

Entering Project-Related ExpenseReports in Oracle Payables

Expense Reports Entered in Oracle PayablesNote the following when using Oracle Payables to enter project related expenses:

• Enter project-related expense reports in the Invoices Workbench.• Project-related Expense Reports cannot be entered in Expense Reports window.• The employee must be set up as a Supplier.• Select Expense Report as the invoice type.• Enter the project-related information in the same way as a project-related Supplier

Invoice.• The Project Expense Report Account Generation is called to build the expense

account.



Integrating with Oracle Manufacturing


Integrating with Oracle ManufacturingIntegrating with Oracle Manufacturing

OracleOracleManufacturingManufacturing

Oracle ProjectsOracle Projects

Project manufacturing costsProject manufacturing costs

Oracle Project ManufacturingOracle Projects integrates with Oracle Manufacturing to provide Oracle ProjectManufacturing, a solution for companies that manufacture products using projects orcontracts.When you use Oracle Projects as a part of Project Manufacturing, it acts as a costrepository for manufacturing-related activities from other products in the ProjectManufacturing suite. This also allows you to:

• Set up the WBS for a manufacturing project in Oracle Projects.• Track all manufacturing costs by project and task in Oracle Projects.• Import all manufacturing costs to Oracle Projects using the Activity Management

Gateway (AMG).• Charge project costs from inventory and work in process to a project and task.• Include project costs from manufacturing and distribution in your budget to actual

cost analysis in Oracle Projects.When costs are incurred in Oracle Manufacturing that are related to a project, the CostCollector process in Oracle Cost Management passes those costs to Oracle Projects.Oracle Projects imports the costs using the Transaction Import Process.



Integrating with Oracle Inventory


Integrating with Oracle InventoryIntegrating with Oracle Inventory

Issues andreceipts

Transaction import interface table

Costprocessor


Costedtransactions

Oracle InventoryOracle Inventory

Costcollector

Interface to OracleProjects

Transactionimport

Correcttransaction

Expenditure

Oracle Inventory IntegrationOracle Projects integration with Oracle Inventory allows you to:

• Enter inventory transactions in Oracle Inventory and import them to OracleProjects.

• Order and receive items into inventory before assigning them to a project, thenassign the items to a project as they are taken out of or received into OracleInventory.

When you enter project-related transactions in Oracle Inventory, you enter the projectinformation on the source transaction. Oracle Inventory and Oracle Projects carry theproject information through from the Issue To or Receipt From transaction in OracleInventory to the project expenditure in Oracle Projects.The above flowchart shows the flow of project-related inventory transactions in a non-manufacturing environment. You import the transactions to Oracle Projects asaccounted and costed. The cost distribution cannot be modified in Oracle Projects.



Section 6 Project-Related Transactions in PO and AP


Section 6Project-Related Transactions

in PO and AP

Section 6Project-Related Transactions

in PO and AP

This section includes the following items:• Tracking requisitions and purchase orders• Commitment• Entering project-related transactions in PO and AP• Entering project-related requisitions• Entering project-related purchase orders• Entering project-related supplier invoices• Auditing supplier invoices from AP



Project-Related Transactions in PO and AP


Project-Related Transactionsin PO and AP

Project-Related Transactionsin PO and AP

Collect costs


Enter Reqs/ POs in

PO

Enter Reqs/ POs in

PO

Define projects


Identifybusiness

termsand rules

Adjustments

InterfaceImport to

G/LEnter

supplier invoices

External transactionsEnter Time & Expenses

Baseline budget

Enter budget

Transaction import

Upload

Enter project



Tracking Requisitions and Purchase Orders


Tracking Requisitionsand Purchase OrdersTracking Requisitionsand Purchase Orders

You can record project-related requisitions andpurchase orders in order to track committed costs.• Committed costs are outstanding expenses you

have not yet incurred but expect (commit) to incurin the future.

• Commitments refer to outstanding requisitions.• Obligations refer to outstanding purchase orders.• Some companies include requisitions in the

committed costs amount.

You can record project-related requisitions andpurchase orders in order to track committed costs.• Committed costs are outstanding expenses you

have not yet incurred but expect (commit) to incurin the future.

• Commitments refer to outstanding requisitions.• Obligations refer to outstanding purchase orders.• Some companies include requisitions in the

committed costs amount.

What Is the Total Cost?The total cost is the cost that project managers want to track to have an overall view ofproject status. To calculate the total cost, use the following formula:Total Cost = Committed Costs + Actual Costs



Commitments


CommitmentsCommitments

Enterrequisition

Create purchaseorder

Createsupplierinvoice

Collect costin OracleProjects

Committed costs Actual costs




Viewing CommitmentsYou can view commitment amounts online using Project Status Inquiry (PSI).

• You can drill down to Oracle Purchasing to see supporting commitment details forthe commitment summary amounts.

• You can drill down from the Task Status window in PSI to the Oracle PayablesInvoice Overview window.

• Oracle Projects provides views for tables in Oracle Purchasing and Oracle Payablesto help you easily report committed costs for a project.



Entering Project-Related Transactions in PO and AP


Entering Project-Related Transactions inPO and AP


You enter the same information for project-relatedtransactions in PO and AP as you do for transactionsentered in Oracle Projects:• Project number• Task number• Expenditure type• Expenditure organization• Expenditure item date• Quantity

You enter the same information for project-relatedtransactions in PO and AP as you do for transactionsentered in Oracle Projects:• Project number• Task number• Expenditure type• Expenditure organization• Expenditure item date• Quantity

Expenditure TypeTypes with expenditure class of Supplier Invoices are used in PO and AP.

Expenditure Organization• Organization that is ordering or incurring the expense• Can be used to specify organizations other than project organization; particularly

used for indirect projects

Expenditure Item DateFor requisitions and purchase orders, the date that you expect to incur the expense forthe goods or services that you are requesting. For invoices, the date that you incur thecharge.

QuantityQuantity of goods or services that you are charged for (applicable only to supplierinvoices).



Entering Project-Related Transactions in PO and AP




When you enter project related transactions:• All project information that you enter in PO and AP

is validated online using the charge controlsdefined in Oracle Projects.

• You can enter project-related and nonproject-related lines on the same document.

• The GL accounts for the project-relatedtransactions are automatically determined fromthe project information that you enter usingAccount Generator.

When you enter project related transactions:• All project information that you enter in PO and AP

is validated online using the charge controlsdefined in Oracle Projects.

• You can enter project-related and nonproject-related lines on the same document.

• The GL accounts for the project-relatedtransactions are automatically determined fromthe project information that you enter usingAccount Generator.



Default Project Information


Default Project InformationDefault Project Information

All project information is held at the distribution-linelevel. You can enter default information at a higherlevel to speed entry.

All project information is held at the distribution-linelevel. You can enter default information at a higherlevel to speed entry.

Req. HeaderReq. LineDistribution

Line

PO HeaderPO Line

PO ShipmentDistribution

Line

DistributionLine

InvoiceBatch

RequisitionsRequisitions Purchase OrdersPurchase Orders Supplier InvoicesSupplier Invoices

Default entryDefault entryNo entry allowedNo entry allowedDirect entry; information is held at this levelDirect entry; information is held at this level

Default InformationRequisition and PO defaults are session defaults.Supplier invoice defaults are stored on the invoice and are retained when you requerythe invoice.



Entering Project-Related Requisitions


Entering Project-Related RequisitionsEntering Project-Related Requisitions

EnterEnterrequisitionrequisition







Project-Related Requisitions in Oracle PurchasingYou enter project-related requisitions in Oracle Purchasing using the Requisitionswindow.You approve and process project-related requisitions as you do nonproject-relatedrequisitions.



Entering Project-Related Purchase Orders


CreateCreatepurchase orderpurchase order

Entering Project-RelatedPurchase Orders

Entering Project-RelatedPurchase Orders

Enterrequisition






Project-Related Purchase Orders in Oracle PurchasingYou can create project-related purchase orders using one of these methods:

• AutoCreate the purchase order from the requisition.– Project and GL account information is copied from the requisition.

• Enter standard purchase orders.• Enter blanket releases against agreement purchase orders.

You approve and process project-related purchase orders as you do nonproject-relatedpurchase orders.



Entering Project-Related Supplier Invoices


Entering Project-RelatedSupplier Invoices

Entering Project-RelatedSupplier Invoices

Enterrequisition


CreateCreatesuppliersupplierinvoiceinvoice





Project-Related Supplier Invoices in Oracle PayablesYou can create project-related supplier invoices using one of these methods:

• Match the invoice to the purchase order.– Project and GL account information is copied from the purchase order.

• Enter invoices directly using the Enter Invoices form.• Create invoices using project-related distribution sets.

– You can use project-related distribution sets for project costs that recur overtime.

You approve and process project-related invoices as you do nonproject-relatedinvoices.



Interfacing Supplier Invoices to Oracle Projects


Interfacing Supplier Invoicesto Oracle Projects

Interfacing Supplier Invoicesto Oracle Projects

Create supplierinvoice

Collect cost inOracle Projects

Approveinvoices

Post invoices Interface SIfrom Payables



Project-Related Supplier InvoicesYou must approve and post project-related supplier invoices before you can interfacethem to Oracle Projects.You can then interface supplier invoices to Oracle Projects. You run the InterfaceSupplier Invoices from Payables process in Oracle Projects. Each invoice becomes anexpenditure; each invoice distribution becomes an expenditure item and a costdistribution line. The amounts and GL account information are copied from AP toOracle Projects.You can use the Supplier Invoice Interface Audit Report to audit supplier invoicestransferred from AP to Oracle Projects. The report lists distribution-line detailtransferred from Oracle Payables to Oracle Projects.



Section 7 Multi-Currency Transactions


Section 7Multi-Currency Transactions

Section 7Multi-Currency Transactions



Multicurrency Transaction Overview


Multicurrency TransactionOverview

Multicurrency TransactionOverview

What is a Multicurrency Transaction (MCT)?

A Multicurrency Transaction is a transaction which isautomatically converted into different currencyamounts for reimbursement, accounting, invoicing, orproject reporting purposes.

What is a Multicurrency Transaction (MCT)?

A Multicurrency Transaction is a transaction which isautomatically converted into different currencyamounts for reimbursement, accounting, invoicing, orproject reporting purposes.



Multicurrency Transaction Business Need


Multicurrency TransactionBusiness Need

Multicurrency TransactionBusiness Need

Many enterprises manage projects that spancountries and currencies. To enable projectmanagement to manage their projects, and financialmanagement to account for the project activitieseffectively, Oracle Projects must be able to incur andimport cost transactions in any currency.

Many enterprises manage projects that spancountries and currencies. To enable projectmanagement to manage their projects, and financialmanagement to account for the project activitieseffectively, Oracle Projects must be able to incur andimport cost transactions in any currency.



Multicurrency Transaction Features


Multicurrency TransactionFeatures

Multicurrency TransactionFeatures

The Multicurrency Transaction functionality allowsthe user to:• Incur transactions in any currency• Import transactions in any currency• Provide different project rate types, rate dates, and

exchange rates for transactions• Display functional, transaction, project, and

receipt currency amounts for actual costs andcommitments for both raw and burdened costs

• Report displaying transaction currency and/orfunctional currency when appropriate

The Multicurrency Transaction functionality allowsthe user to:• Incur transactions in any currency• Import transactions in any currency• Provide different project rate types, rate dates, and

exchange rates for transactions• Display functional, transaction, project, and

receipt currency amounts for actual costs andcommitments for both raw and burdened costs

• Report displaying transaction currency and/orfunctional currency when appropriate



Multicurrency Transaction Definitions


Multicurrency TransactionDefinitions


Receipt CurrencyExpense Reports: The currency in which anemployee incurs a foreign currency expensereport item (physical receipt).

Reimbursement CurrencyExpense reports: The currency in which anemployee wishes to be reimbursed for a particularexpense report (equivalent to TransactionCurrency).

Transaction CurrencyFor all non-expense report expenditures, thecurrency in which a transaction cost is incurred.

Receipt CurrencyExpense Reports: The currency in which anemployee incurs a foreign currency expensereport item (physical receipt).

Reimbursement CurrencyExpense reports: The currency in which anemployee wishes to be reimbursed for a particularexpense report (equivalent to TransactionCurrency).

Transaction CurrencyFor all non-expense report expenditures, thecurrency in which a transaction cost is incurred.







Functional CurrencyThe functional currency of the Set of Books (SOB)associated with a transaction for accountingpurposes. For costing, the expenditure functionalcurrency is derived from the SOB associated withthe expenditure Operating Unit (OU).

Project CurrencyThe common currency into which all transactionsfor a particular project are converted for costing,revenue recognition, WIP management, andproject summarization. In R11i, project currency =Project OU Functional Currency.

Functional CurrencyThe functional currency of the Set of Books (SOB)associated with a transaction for accountingpurposes. For costing, the expenditure functionalcurrency is derived from the SOB associated withthe expenditure Operating Unit (OU).

Project CurrencyThe common currency into which all transactionsfor a particular project are converted for costing,revenue recognition, WIP management, andproject summarization. In R11i, project currency =Project OU Functional Currency.







Exchange Rate TypeThe specification of the source of an exchangerate. For example, a corporate exchange rate or auser exchange rate.

Exchange Rate DateA new implementation option for OUs thatdetermines the exchange rate date for atransaction. Users may choose either PA PeriodEnding Date or Expenditure Item Date.

Exchange Rate TypeThe specification of the source of an exchangerate. For example, a corporate exchange rate or auser exchange rate.

Exchange Rate DateA new implementation option for OUs thatdetermines the exchange rate date for atransaction. Users may choose either PA PeriodEnding Date or Expenditure Item Date.



Multicurrency Transaction Currency Conversion


Multicurrency TransactionCurrency ConversionMulticurrency TransactionCurrency Conversion

PA Expenditure Item

AP Distribution Line

GL JE Line

ReceiptCurrency

CostFunctionalCurrency

CostProjectCurrency

MRC Item

CostCostReportingReportingCurrencyCurrency

CostTransactionCurrency

ReimbursementCurrency

Conversion

ReimbursementCurrency

Conversion

FunctionalCurrency

Conversion

FunctionalCurrency

Conversion

ProjectCurrency

Conversion

ProjectCurrency

Conversion

MultipleReportingCurrency

Conversion

MultipleReportingCurrency

Conversion

Currency ConversionWhen you enter transactions that originated in a currency different from the functionalcurrency or project currency, Oracle Projects must convert the transaction amount tothe functional and project currencies. Oracle Projects converts currency during thecosting program for pre-approved batches and during Transaction Import for externaltransactions.To convert foreign currency transactions to the functional and project currencies,Oracle Projects must first determine the exchange rate type and exchange rate date.These attributes are used to obtain a conversion rate. Values for these currencyattributes can be entered or can default from the task, project, or systemimplementation options. The defaulting logic varies depending on whether or not thefunctional currency and project currency are the same. For defaulting logic details seethe Oracle Projects User’s Guide.



Multicurrency Transaction Example


Multicurrency TransactionExample

Multicurrency TransactionExample

A Japanese employee works in UK on a US ownedproject.A Japanese employee works in UK on a US ownedproject.

CostTransactionCurrency

CostFunctionalCurrency

USD

ReceiptCurrency

JPYGBPJPY

ReimbursementCurrency Conversion

ReimbursementCurrency Conversion

Functional CurrencyConversion

Functional CurrencyConversion

TransactionsThe Japanese employee enters expenditures as follows:

• Timecard entries are recorded in JPY at the employee’s cost rate.• Expense report entries are recorded in both GBP and JPY and are to be reimbursed

in JPY.• All expenditures are charged directly to the US project.



Implementation Options


Implementation OptionsImplementation Options

Implementation Options(N) Setup—>System —>Implementation Options

Currency FieldsYou can specify currency conversion attribute defaults at the operating unit level. Thecurrency region of the Implementation Options window specifies the following:

• Functional Currency - Display-only field that shows the functional currency ofyour company's set of books. The operating unit assigned to your loginresponsibility determines the functional currency.

• Exchange Rate Date Type - The date that will be used to determine the conversionrate (either the expenditure item date or the PA period end date).

• Exchange Rate Type - The exchange rate type to be used for conversion.Conversion Rate Types are defined in Oracle General Ledger.



Project Definition


Project DefinitionProject Definition

Project Cross Charge Setup(N) Projects (B) Find (B) Open (B) Detail (with Cross Charge option selected)

Project Currency AttributesThe Project Currency Attributes are optional default values. The attributes you selectare displayed as the defaults during expenditure entry, and are used as defaults forimported transactions. During project and task setup, the values you enter are copied toall the underlying tasks in the project work breakdown structure.



Task Details


Task DetailsTask Details

Task Cross Charge Setup(N) Projects (B) Find (B) Open (B) Detail (with Tasks option selected)Find the appropriate task and choose the Cross Charge option.

Task Currency AttributesYou can optionally override the values for the project at the task level. During projectand task setup, the values you enter are copied to all the underlying tasks in the projectwork breakdown structure.



Expenditure Entry


Expenditure EntryExpenditure Entry

Expenditures(N) Expenditure—>Pre-Approved Batches —>Enter

Currency Fields for ExpendituresIf you are entering an expense report, you can specify any Reimbursement Currency.You specify one reimbursement currency for the entire expenditure (rather than foreach expenditure item).

Currency Fields for Expenditure Items• Project Rate Type, Project Rate Date, Project Exchange Rate:

– If the project currency is the same as the functional currency, these fields aredisplay-only. They display the same values as the functional currency attributefields.

– If the project currency is not the same as the functional currency, you can enterthese currency attributes.

• Receipt Currency, Receipt Amount - For expense report expenditures, the currencyin which the expenditure item originally occurred, amount of receipt, and exchangerate to convert the receipt currency to the reimbursement currency.

• Reimbursement Currency - For expense reports only.



Multicurrency Expense Reports


Multicurrency Expense ReportsMulticurrency Expense Reports

Multicurrency expense report entry:1. Enter required project, task, and expenditure

information.2. Enable currency folder regions.3. Enter reimbursement currency.4. Enter quantity.5. Enter receipt currency, receipt amount, and receipt

exchange rate.

Multicurrency expense report entry:1. Enter required project, task, and expenditure

information.2. Enable currency folder regions.3. Enter reimbursement currency.4. Enter quantity.5. Enter receipt currency, receipt amount, and receipt

exchange rate.

Multicurrency Expense ReportsNote the following regarding multicurrency expense report entry:

• Only one reimbursement currency is permitted per expense report.• The functional currency attributes are defaulted at the expenditure and expenditure

item level. No overrides are permitted.• The reimbursement (transaction) currency defaults to the expenditure item from the

expenditure header. No overrides are permitted.• If receipt currency does not equal the reimbursement currency, then the receipt

amount and rate are required. In this case, quantity is equal to receipt amounttimes receipt rate and is calculated by the system.

• If the reimbursement currency equals the functional currency, then all expendituretypes are permitted.

• If the reimbursement currency does not equal the functional currency, then onlyexpenditure types that do not use cost rates are permitted.

• If the expenditure type has a cost rate, then the receipt attributes are disabled.



Multicurrency Expenditures


Multicurrency ExpendituresMulticurrency Expenditures

Multicurrency expenditures (not expense reports):1. Enter required project, task, and expenditure

information.2. Enter quantity.3. Enable currency folder regions.4. Enter transaction currency when applicable.

Multicurrency expenditures (not expense reports):1. Enter required project, task, and expenditure

information.2. Enter quantity.3. Enable currency folder regions.4. Enter transaction currency when applicable.

Multicurrency ExpendituresNote the following regarding multicurrency expenditure entries which are not tied to anexpense report:

• The transaction currency should be the currency in which the transaction occurred.• If the project currency is not the same as the functional currency, you can enter the

project rate type, project rate, and project rate date.• If the transaction currency is not the same as the functional currency, you can enter

the functional rate type, functional rate, and functional rate date.



Transaction Import


Transaction ImportTransaction Import

Expenditures(N) Expenditures—>Transaction Import —>Review Transactions

Currency Conversion Attributes for Imported TransactionsWhen transactions are imported that originated in a currency different from thefunctional currency or project currency, Oracle Projects must convert the transactionamount to those currencies.



Transaction Import



Functional Currency Rate Typeand Rate Date

Project Currency RateType and Rate Date

The following hierarchy is used:1 User-entered value2 Default value from the lowest

task3 Default value from the project4 Default value from the

expenditure operating unit'simplementation options

The functional currencyattributes are used.

Project and functional currencies are the same.Project and functional currencies are the same.

Functional Currency Equals Project CurrencyIf the functional currency of the operating unit that incurred the cost (the expenditureoperating unit) is equal to the functional currency of the operating unit that owns theproject to which the cost is charged (the project operating unit), the above logic is usedto determine the currency conversion attributes used in converting the transactionamounts from the transaction currency.The attributes are used to obtain a conversion rate, which is used to convert thetransaction currency amount to the functional currency. Since the functional currency isequal to the project currency, the project currency amount is equal to the functionalcurrency amount.



Transaction Import



Differing project and functional currenciesDiffering project and functional currencies

Functional CurrencyRate Type and RateDate

Project Currency Rate Type andRate Date

The followinghierarchy is used:1 User-entered value2 Default value from

the expenditureoperating unit'simplementationoptions

The following hierarchy is used:1 User-entered value2 Default value from the lowest task3 Default value from the project4 For the rate type, the default value

from the project operating unit'simplementation options.For the rate date, the default valuefrom the expenditure operatingunit's implementation options.

Functional Currency Does Not Equal Project CurrencyIf the functional currency for the transaction is not equal to the project currency, theabove logic is used to determine the currency conversion attributes.The functional currency attributes are used to obtain a conversion rate, which is used toconvert the transaction currency amount to the functional currency. The projectcurrency attributes are used to obtain a conversion rate, which is used to convert thetransaction currency amount to the project currency.



Expenditure Inquiry


Expenditure InquiryExpenditure Inquiry

Expenditures(N) Expenditures—>Expenditure Inquiry —>Project (B) Find

Currency FieldsThe functional, project, transaction, and receipt currency fields can be displayed asneeded using the folder tools.



Cost Distribution Lines


Cost Distribution LinesCost Distribution Lines

Expenditures(N) Expenditures—>Expenditure Inquiry—>Project (B) Find (B) Item Detail

Cost Distribution LinesThe Cost Distribution Lines window has regions to display the functional currencyamounts, the project currency amounts, and the transaction currency amounts.






• Entering pre-approved usage logs• Entering pre-approved timecards• Submitting and releasing expenditures

• Entering pre-approved usage logs• Entering pre-approved timecards• Submitting and releasing expenditures



Section 8 Transaction Import


Section 8Transaction Import

Section 8Transaction Import

This section includes the following items:• Basic business requirements• Transaction import functions• Transaction source• Transaction import flow• Running transaction import• Viewing imported transactions• Auditing imported transactions• Review of transaction import



Transaction Import



Collect costs


Define projects


Identifybusiness

termsand rules

Adjustments


Enter Time

Baseline budget

Enter budget

Transaction import

Transaction import

Upload

Enter project



Basic Business Requirements


Basic Business RequirementsBasic Business Requirements

Client costClient costcollection systemcollection system

ElectronicElectronicdata exchangedata exchange


What Is Transaction Import?Transaction Import is an open interface that enables you to load transactions fromexternal cost collection systems into Oracle Projects. Transaction Import createspreapproved expenditure items from transaction data entered in external cost collectionsystems.Examples of external cost collection systems include:

• Timecard entry systems• Expense report entry systems• Electronic data collection systems for asset usage• Payroll systems that calculate complex transactions• Fixed-assets systems that calculate depreciation• Manufacturing systems such as Inventory and WIP



Transaction Import Functions


Transaction Import FunctionsTransaction Import Functions

When you import transaction information, OracleProjects:• Records the transaction details and the source of

the imported transactions• Validates the transaction information• Reports any exceptions• Creates transactions for all valid records

When you import transaction information, OracleProjects:• Records the transaction details and the source of

the imported transactions• Validates the transaction information• Reports any exceptions• Creates transactions for all valid records

Transaction ImportYou can import costed or uncosted, accounted or unaccounted, and adjustedtransactions into Oracle Projects. Adjustments are transactions with negativequantities. Unmatched import adjustments do not reverse any transaction in OracleProjects. All other adjusting transactions in Oracle Projects must reverse anothertransaction.You can use Transaction Import to import transactions that originate in any currency.The original currency and amount of each transaction is stored if the transactioncurrency is different from the project and/or functional currency.



Transaction Import Flow


Rejectedtransactions

Transaction Import FlowTransaction Import Flow

Validtransaction?

Cost collectionsystems 1,2,3,...

Filters 1,2,3,... toload transactions

Transactioninterface table

Read pendingtransactions

NoNo

YesYesCreate expenditure

records

Expenditurerecords


Delete transactionrecords

Reporttransactions

Expenditurebatches created


Transaction Import Process• Read pending transactions.

– Rejected and accepted items are not processed.– Transactions are grouped into expenditures using the transaction source and

other criteria based on the type of transaction.• Timecards and Expense Reports: Employee, week ending date, batch• Usage: Employee/organization, week ending date, batch

• Validate transactions.If one item in the expenditure fails validation, then no items for that expenditureare imported. All items are marked as rejected.

• Create expenditure records.Create released, preapproved expenditure batches, expenditures, and expenditureitems.

• Purge accepted transactions.If the transaction source is purgeable, then accepted rows are deleted.



Transaction Source


Transaction SourceTransaction Source

A transaction source is defined duringimplementation to identify each source of importedtransactions.

A transaction source is defined duringimplementation to identify each source of importedtransactions.

Transaction Source

Expenditure TypeClass Costed Purgeable Description

Faxed timecard

Straight Time No Faxed timecard

Yes

PBX Usage Yes Yes Telephoneusage log

Defining Transaction SourceWhen you set up each transaction source, you select options that determine howtransactions are processed by Transaction Import.The following are some of the fields and actions you can control when you choosetransaction source options:

• the default expenditure type class• whether Projects calculates raw cost amounts• whether Projects calculates burden amounts• whether Projects interfaces amounts to GL and AP• whether Projects imports the expenditure organization for employee transactions• whether to allow manual adjustments before transaction import• whether duplicate reference IDs are allowed within a transaction source• whether the transaction can be reversed or adjusted after it is imported• whether Projects calculates MRC reporting currency amounts• whether Projects performs cross charge processing



Costed Transactions


Costed TransactionsCosted Transactions

If the Import Raw Cost Amounts option is selected fora transaction source, it indicates that the transactionshave already been costed.For these transactions:• Oracle Projects does not recalculate the raw cost.• You can perform accounting for these

transactions.• You can perform burdening for these transactions.

If the Import Raw Cost Amounts option is selected fora transaction source, it indicates that the transactionshave already been costed.For these transactions:• Oracle Projects does not recalculate the raw cost.• You can perform accounting for these

transactions.• You can perform burdening for these transactions.

Costed and Uncosted ItemsWhen importing costed items you must provide the quantity and the raw cost. OracleProjects does not recalculate the raw cost.When importing uncosted items you provide only the quantity. Oracle Projects coststhe transactions like other transactions based on the cost multiplier and the quantity.



Accounted Transactions


Accounted TransactionsAccounted Transactions

If the Raw Cost GL Accounted option is selected for atransaction source, it indicates that the transactionsare accounted.For these transactions, Transaction Import:• Creates cost distribution lines with a status of

Received• Creates expenditures and expenditure items that

are identified as accounted• Does not call any extensions• Does not create any related items• Does not allow you to import related items

If the Raw Cost GL Accounted option is selected for atransaction source, it indicates that the transactionsare accounted.For these transactions, Transaction Import:• Creates cost distribution lines with a status of

Received• Creates expenditures and expenditure items that

are identified as accounted• Does not call any extensions• Does not create any related items• Does not allow you to import related items

Accounted and Unaccounted ItemsFor accounted items the raw cost and GL accounts have already been determined andposted to general ledger by the external system. You must provide the debit and creditcode combination ID for each imported transaction.When loading unaccounted items (GL account has not been determined), theTransaction Import Process:

• Calls any transaction control extensions that you have defined• Calculates costs for uncosted items• Determines the GL account to which the cost should be posted



Burdening Transactions


Burdening TransactionsBurdening Transactions

When importing transactions you can:• Import the burdened cost as a value on the

expenditure item• Import the burdened cost as a separate burden

transaction expenditure item• Allow Oracle Projects to calculate the burdened

costs

When importing transactions you can:• Import the burdened cost as a value on the

expenditure item• Import the burdened cost as a separate burden

transaction expenditure item• Allow Oracle Projects to calculate the burdened

costs

Importing Burden Transaction Expenditure ItemsBurden transactions have raw costs and quantities of zero and only burden amountsassociated with the transaction. You identify burden transactions by assigning them anexpenditure type class of Burden Transactions.There is no predefined transaction source for burden transactions. You can create anew transaction source with a default expenditure type class of Burden Transaction andthen use this transaction source to import burden transactions.



Foreign Currency Transactions


Foreign Currency TransactionsForeign Currency Transactions

When transactions are imported that originated in acurrency different from the functional currency or theproject currency, Oracle Projects must convert thetransaction amounts into those currencies.

When transactions are imported that originated in acurrency different from the functional currency or theproject currency, Oracle Projects must convert thetransaction amounts into those currencies.

TransactionTransaction

CurrencyCurrency

Functional CurrencyFunctional Currency

Project CurrencyProject Currency

Currency ConversionTo convert foreign currency transactions, Oracle Projects must determine an exchangerate type and exchange rate date for each transaction. If these values are not providedin the import record, Oracle Projects uses defaulting logic to derive their values. Thedefaulting values may be derived from the task, the project, the implementation optionsfor the expenditure operating unit, or the implementation options for the projectoperating unit.The defaulting hierarchy varies depending on whether or not the functional currencyand project currency are the same. For details, see the Oracle Projects User’s Guide.



Descriptive Flexfield Option


Descriptive Flexfield OptionDescriptive Flexfield Option

You have the option to transfer descriptive flexfieldson supplier invoices and expense reports betweenOracle Payables and Oracle Projects.When this option is enabled, Transaction Import:• Verifies that valid values are transferred• Verifies that all required flexfields are populated• Generates any appropriate error messages

You have the option to transfer descriptive flexfieldson supplier invoices and expense reports betweenOracle Payables and Oracle Projects.When this option is enabled, Transaction Import:• Verifies that valid values are transferred• Verifies that all required flexfields are populated• Generates any appropriate error messages

Descriptive Flexfield OptionTo enable the Descriptive Flexfield Option, set the profile option PA: Transfer DFFwith AP to Yes. The default mapping for descriptive flexfields is from ATTRIBUTE1to ATTRIBUTE1, ATTRIBUTE2 to ATTRIBUTE2, etc. Using client extensions youcan determine your own attribute mapping rules between two descriptive flexfields, ifdesired.



Running Transaction Import


Running Transaction ImportRunning Transaction Import

Submit Transaction Import by:• Transaction source (required)• Batch name (optional)Review the results of the output report• Rejected transactions and rejection reason• Created expenditure batches and number of

expenditures

Submit Transaction Import by:• Transaction source (required)• Batch name (optional)Review the results of the output report• Rejected transactions and rejection reason• Created expenditure batches and number of

expenditures

Running Transaction ImportWhen you submit Transaction Import, you must identify the source of the transactionthat you want to import. The source can be any transaction source you defined or anysource predefined by Oracle Projects.The list of values for the transaction source parameter displays all the transactionsources in the PA_TRANSACTION_SOURCES table. Any transaction sources thathave pending records in the transaction interface table are marked with an asterisk inthe list of values.Note: You can run multiple, concurrent transaction imports by source and batch name.



Viewing Rejected Transactions


Viewing Rejected TransactionsViewing Rejected Transactions

Use one of these methods to view rejectedtransactions:• Review Transaction window: You can search for

rejected transactions by transaction source orbatch name.

• Transaction Import Exception Report: For eachrejected transaction, the report displays the keyfields and the rejection reason code.

Use one of these methods to view rejectedtransactions:• Review Transaction window: You can search for

rejected transactions by transaction source orbatch name.

• Transaction Import Exception Report: For eachrejected transaction, the report displays the keyfields and the rejection reason code.

Rejected RecordsTransaction records that fail validation remain in the interface table. If any oneexpenditure item in the expenditure fails validation, Oracle Projects rejects the entireexpenditure and updates each expenditure item in the expenditure with a status of R(Rejected). However, only the expenditure item that failed validation appears on theexception report. Expenditures within the same batch that pass validation areinterfaced to Oracle Projects.



Correcting Rejected Rows


Correcting Rejected RowsCorrecting Rejected Rows

You can correct rejected rows in two ways:• Use the Review Transactions window to correct

the data online.• Delete the rejected rows, correcting the data in the

source system, and then reload the data into theinterface table.

You can correct rejected rows in two ways:• Use the Review Transactions window to correct

the data online.• Delete the rejected rows, correcting the data in the

source system, and then reload the data into theinterface table.

Rejection Reason CodesTransaction Import may reject imported transactions for a variety of reasons. You canobtain a list of all rejection reasons from the Oracle Projects Technical ReferenceManual.



Review Transactions Window


Review Transactions WindowReview Transactions Window

Review Transactions Window(N) Expenditures—>Preapproved Batches —>Review

Window UsageYou can view and correct transactions with the Review Transactions window. OracleProjects automatically updates the status of corrected items and all other transactions inthe same expenditure to P (Pending).You can also use the Review Transaction window to create one or more newtransactions without loading them from the feeder system. This feature was designedto expedite minor additions to expenditure batches, primarily for testing purposes.



Auditing Imported Transactions


Auditing Imported TransactionsAuditing Imported Transactions

Each imported transaction is uniquely identified by:• Transaction source• Original transaction reference• Transaction interface ID (if the transaction source

allows duplicate system references)You can use this unique identifier to reference theoriginal transaction in the external system.

Each imported transaction is uniquely identified by:• Transaction source• Original transaction reference• Transaction interface ID (if the transaction source

allows duplicate system references)You can use this unique identifier to reference theoriginal transaction in the external system.

Audit TableWhen you update rejected or pending transactions in the interface table, the originaland revised transactions are stored in the PA_TRX_INTERFACE_AUDIT_ALL table.



Viewing Imported Transactions


Viewing Imported TransactionsViewing Imported Transactions

You can view and report on imported transactions asyou do all other transactions in Oracle Projects.Use the following report and windows:• Preapproved Expenditure Entry Audit report• Appropriate Preapproved Expenditures windows

– Enter preapproved batches– Review preapproved batches

• Expenditure Inquiry (search criteria includestransaction source)

You can view and report on imported transactions asyou do all other transactions in Oracle Projects.Use the following report and windows:• Preapproved Expenditure Entry Audit report• Appropriate Preapproved Expenditures windows

– Enter preapproved batches– Review preapproved batches

• Expenditure Inquiry (search criteria includestransaction source)

Viewing Imported TransactionsTransaction Import loads transactions as pre-approved expenditure items. The batchname for an imported batch is set to <Batch Name><Interface Run ID>.



Section 9 Review of Project Expenditures


Section 9Review of Project Expenditures

Section 9Review of Project Expenditures



Summary Flow


Summary FlowSummary Flow

Collect costs



Enter Reqs/ POs in

PO

Enter Reqs/ POs in

PO

Define projects


Identifybusiness

termsand rules

Adjustments

InterfaceImport to

G/LEnter

supplier invoices

Enter supplier invoices


Enter TimeEnter Time

Baseline budget

Enter budget

Transaction import

Transaction import

Upload

Enter project



Reviewing Project Expenditures


Reviewing Project ExpendituresReviewing Project Expenditures

You can review detailed expenditures charged to aproject using the Expenditure Items window. Twoexpenditure inquiry modes are available in OracleProjects:• Project: The Project mode expenditure inquiry

allows you to view expenditure items for a singleproject only.

• All: The All mode expenditure inquiry allows youto view expenditure items across projects (see thenext two slides).

You can review detailed expenditures charged to aproject using the Expenditure Items window. Twoexpenditure inquiry modes are available in OracleProjects:• Project: The Project mode expenditure inquiry

allows you to view expenditure items for a singleproject only.

• All: The All mode expenditure inquiry allows youto view expenditure items across projects (see thenext two slides).



Inquiry - Project Mode


Inquiry - Project ModeInquiry - Project Mode

Project Expenditure Items(N) Expenditures—>Expenditure Inquiry —>Project (B) Find

How to Review Project Expenditures Using Project Mode OptionWhen using Project mode:

• You are required to enter a project number or project name in the Find ProjectExpenditure Items window before you can execute the query.

• If project security is implemented, you can select only projects that you are allowedto see.

Splitting Expenditure ItemsYou can split expenditure items to change its billing, capitalizable, and hold status for aportion of the original item’s quantity. You create a reversing entry for the originalexpenditure item and generate two new expenditure items, totaling the same quantity asthe original item.



Inquiry - All Mode


Inquiry - All ModeInquiry - All Mode

Expenditure Items(N) Expenditures—>Expenditure Inquiry —>All (B) Find

How to Review Project Expenditures Using All Mode OptionIn All mode expenditure inquiry:

• You are not required to enter a project number or name in the Find ExpenditureItems window. You can select other criteria such as employee name or expenditurecategory to display the expenditure items across all projects.

• No project security implementation is required to query expenditure items acrossprojects.



Reporting Project Expenditures


Reporting Project ExpendituresReporting Project Expenditures

You can use the following reports to review detailedproject expenditures:• Expenditure Details Report: Lists expenditure

details charged to a project.• Expenditure Summary Report: Lists project

expenditures summarized by employee, task, date,or expenditure type.

You can use the following reports to review detailedproject expenditures:• Expenditure Details Report: Lists expenditure

details charged to a project.• Expenditure Summary Report: Lists project

expenditures summarized by employee, task, date,or expenditure type.



Summary


SummarySummary

This lesson described how to perform these tasks:• Recording these transactions against a project to

indicate actual work performed or cost incurred:

This lesson described how to perform these tasks:• Recording these transactions against a project to

indicate actual work performed or cost incurred:

– Timecards– Expense reports– Asset usage logs– Supplier invoices

– Timecards– Expense reports– Asset usage logs– Supplier invoices

– Miscellaneous– Multicurrency– Inventory– Work in process

– Miscellaneous– Multicurrency– Inventory– Work in process

• Recording these transactions against a project toshow committed costs:– Requisitions– Purchase orders

• Recording these transactions against a project toshow committed costs:– Requisitions– Purchase orders






• Entering pre-approved usage logs• Entering pre-approved timecards• Submitting and releasing pre-approved

expenditures

• Entering pre-approved usage logs• Entering pre-approved timecards• Submitting and releasing pre-approved

expenditures






• Creating a supplier invoice in Oracle Payables• Viewing committed cost and actual cost on your

project in Oracle Projects

• Creating a supplier invoice in Oracle Payables• Viewing committed cost and actual cost on your

project in Oracle Projects

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