M0 12818

Oracle Projects - Project Costing Release 11i
Volume 1 Student Guide
14786GC10 Production 1.0 October MO-12818
Copyright Oracle Corporation, 2000. All rights reserved. This documentation contains proprietary information of Oracle Corporation. It is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. If this documentation is delivered to a U.S. Government Agency of the Department of Defense, then it is delivered with Restricted Rights and the following legend is applicable: Restricted Rights Legend Use, duplication or disclosure by the Government is subject to restrictions for commercial computer software and shall be deemed to be Restricted Rights software under Federal law, as set forth in subparagraph (c)(1)(ii) of DFARS 252.227-7013, Rights in Technical Data and Computer Software (October 1988). This material or any portion of it may not be copied in any form or by any means without the express prior written permission of the Education Products group of Oracle Corporation. Any other copying is a violation of copyright law and may result in civil and/or criminal penalties. If this documentation is delivered to a U.S. Government Agency not within the Department of Defense, then it is delivered with Restricted Rights, as defined in FAR 52.227-14, Rights in Data-General, including Alternate III (June 1987). The information in this document is subject to change without notice. If you find any problems in the documentation, please report them in writing to Worldwide Education Services, Oracle Corporation, 500 Oracle Parkway, Box SB-6, Redwood Shores, CA 94065. Oracle Corporation does not warrant that this document is error-free. Oracle and all references to Oracle Products are trademarks or registered trademarks of Oracle Corporation. All other products or company names are used for identification purposes only, and may be trademarks of their respective owners.
Author Barbara Fox Technical Contributors and Reviewers Peter Budelov Michael Lee Connie Kim
This book was published using:
Oracle Tutor
Table of Contents
Overview of Oracle Projects .................................................................................................1-1 Overview of Oracle Projects................................................................................................1-2 Objectives ............................................................................................................................1-3 Purpose of Oracle Projects...................................................................................................1-4 How to Use Oracle Projects.................................................................................................1-5 Overview of Oracle Projects................................................................................................1-6 Project Definition.................................................................................................................1-8 Project Classes .....................................................................................................................1-9 Using the Information Stored in Oracle Projects ................................................................1-10 Central Repository ...............................................................................................................1-13 Project Costing.....................................................................................................................1-14 Project Billing......................................................................................................................1-15 Oracle Projects Features ......................................................................................................1-16 Project-Tracking Tools ........................................................................................................1-18 Work Breakdown Structure .................................................................................................1-20 Project Budgets....................................................................................................................1-21 Cost Collection and Calculation Capabilities .....................................................................1-23 Types of Cost.......................................................................................................................1-24 Methods of Cost Entry.........................................................................................................1-25 Cost Controls .......................................................................................................................1-27 Cost Calculations .................................................................................................................1-28 Multiple-Organization Support............................................................................................1-29 Multinational Support..........................................................................................................1-30 Function Security.................................................................................................................1-31 Function Security Example..................................................................................................1-32 Project and Labor Cost Security ..........................................................................................1-33 Project and Function Security..............................................................................................1-34 Project Asset Creation .........................................................................................................1-35 Capitalization of Project Costs ............................................................................................1-36 Flexible Revenue Accrual and Invoicing Functions ...........................................................1-38 Revenue Accrual and Billing...............................................................................................1-39 Billing Controls ...................................................................................................................1-40 Online Reporting and Hard Copy Reporting .......................................................................1-42 Online Inquiry and Reporting ..............................................................................................1-43 Sub Ledger Accounting .......................................................................................................1-44 Full Adjustment Capabilities ...............................................................................................1-45 Transferring Transactions ....................................................................................................1-47 Other Cost Adjustments.......................................................................................................1-48 Billing Transaction Adjustments .........................................................................................1-49 Integration with Other Oracle and Non-Oracle Financial Applications..............................1-50 Oracle Projects Interfaces ....................................................................................................1-51 Overview of Activity Management Gateway ......................................................................1-56 Integration with External Systems .......................................................................................1-57 Overview of Oracle Project Connect ...................................................................................1-59 Attachments .........................................................................................................................1-60 Summary..............................................................................................................................1-61 Overview of Oracle Project Costing.....................................................................................2-1 Overview of Oracle Project Costing ....................................................................................2-2 Objectives ............................................................................................................................2-3 Project Costing Flow ...........................................................................................................2-4 Project Types .......................................................................................................................2-5
Copyright Oracle Corporation, 2000. All rights reserved.
Oracle Projects - Project Costing Release 11i Table of Contents i
Project Cost Budgets............................................................................................................2-6 Entering Project Expenditures .............................................................................................2-7 Cost Processing....................................................................................................................2-8 Capitalizing Project Costs....................................................................................................2-9 Project Status Inquiry...........................................................................................................2-10 Summary..............................................................................................................................2-11 Creating Projects ...................................................................................................................3-1 Creating Projects..................................................................................................................3-2 Objectives ............................................................................................................................3-3 Agenda.................................................................................................................................3-4 Section 1 Overview of Project Concepts .............................................................................3-5 Project Definitions ...............................................................................................................3-6 Project Classes .....................................................................................................................3-7 Project Types .......................................................................................................................3-8 Project Classes and Project Types .......................................................................................3-9 Section 2 Creating and Configuring Projects.......................................................................3-10 Creating and Configuring Projects ......................................................................................3-11 Project Templates and Quick Entry .....................................................................................3-12 Required Project Data..........................................................................................................3-13 Optional Project Data ..........................................................................................................3-14 Additional Project Data .......................................................................................................3-15 Project Status Controls ........................................................................................................3-16 How to Create a Project Status ............................................................................................3-18 How to Create a New Project ..............................................................................................3-19 Key Members.......................................................................................................................3-22 Classification Information ...................................................................................................3-23 Work Breakdown Structure .................................................................................................3-24 Processing by Task Levels...................................................................................................3-25 Basic Task Information........................................................................................................3-26 Task Numbering and Naming..............................................................................................3-27 Basic Task Information........................................................................................................3-28 Changing Default Task Information ....................................................................................3-29 How to Create a Task ..........................................................................................................3-30 How to Enter Task Details...................................................................................................3-31 Finding Tasks ......................................................................................................................3-32 Transaction Controls............................................................................................................3-33 Logic of Transaction Controls .............................................................................................3-37 Organization Overrides........................................................................................................3-38 Burden Multipliers...............................................................................................................3-39 Review of Project Definition ...............................................................................................3-40 Reports for Project and Task Setup .....................................................................................3-41 Section 3 Maintaining Projects and Tasks ...........................................................................3-42 Maintaining Projects and Tasks...........................................................................................3-43 Changing the Project Information........................................................................................3-44 Changing the Project Organization......................................................................................3-47 Benefits of Reorganizations.................................................................................................3-50 Flexible Organization Change Methods ..............................................................................3-51 Mass Update ........................................................................................................................3-52 Changing the Task Information ...........................................................................................3-53 Changing the WBS ..............................................................................................................3-55 Changing Project Statuses; Integration with Oracle Workflow ..........................................3-56 Business Benefits of Using Workflow.................................................................................3-57 Summary..............................................................................................................................3-58 Practice 3-1 Overview .........................................................................................................3-59 Cost Budgets...........................................................................................................................4-1
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Cost Budgets........................................................................................................................4-2 Objectives ............................................................................................................................4-3 Agenda.................................................................................................................................4-4 Section 1 Overview of Budget Features ..............................................................................4-5 Overview of Budget Features ..............................................................................................4-6 Budget Structure ..................................................................................................................4-7 Budget Types and Versions .................................................................................................4-9 Budget Versions...................................................................................................................4-10 Budget Entry Method (BEM) ..............................................................................................4-11 Levels of Budgets ................................................................................................................4-14 Selecting Costs.....................................................................................................................4-15 Time-Phased Budgets ..........................................................................................................4-16 Resource List .......................................................................................................................4-17 Resource Groups..................................................................................................................4-19 Resource List .......................................................................................................................4-21 Budget Security ...................................................................................................................4-23 Section 2 Entering and Baselining Budgets........................................................................4-24 Entering Budgets .................................................................................................................4-25 Creating Budgets .................................................................................................................4-26 Budget Amounts ..................................................................................................................4-27 Task-Level Budget...............................................................................................................4-28 Budget Lines........................................................................................................................4-29 Budgeting by Quantity and Units ........................................................................................4-30 Lines Overflow Region........................................................................................................4-31 Baselining Budgets ..............................................................................................................4-32 Submitting Budgets .............................................................................................................4-33 Baselining Budgets ..............................................................................................................4-34 Baselining with Workflow...................................................................................................4-35 Standard Baseline Requirements .........................................................................................4-36 Section 3 Maintaining Budgets............................................................................................4-37 Maintaining Budgets............................................................................................................4-38 Budget Processing Flow ......................................................................................................4-39 Budget Versions...................................................................................................................4-40 Revising Baselined Budgets ................................................................................................4-41 Revising Original Budgets...................................................................................................4-42 Revising Draft Budgets........................................................................................................4-43 Summary..............................................................................................................................4-44 Practice 4-1 Overview .........................................................................................................4-45 Transactions ...........................................................................................................................5-1 Transactions.........................................................................................................................5-2 Objectives ............................................................................................................................5-3 Agenda.................................................................................................................................5-4 Section 1 Overview of Transactions ...................................................................................5-5 Overview of Transactions....................................................................................................5-6 Actuals and Commitments...................................................................................................5-7 Transaction Details ..............................................................................................................5-9 Summary of Expenditure Definition....................................................................................5-11 Methods of Transaction Entry .............................................................................................5-13 Terminology of Transactions...............................................................................................5-14 Charge Control Validation...................................................................................................5-15 Section 2 Preapproved Expenditure Batch Entry................................................................5-16 Preapproved Expenditure Batch Entry.................................................................................5-17 Typical Preapproved Expenditure Batch Flow ....................................................................5-18 Preapproved Batches ...........................................................................................................5-19 Entering Preapproved Batches.............................................................................................5-20 Entering Expenditures .........................................................................................................5-22
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Entering Preapproved Usages..............................................................................................5-23 Entering Perapproved Usages..............................................................................................5-24 Copying Preapproved Timecards.........................................................................................5-25 Resolving Problems in Expenditure Entry...........................................................................5-26 Preapproved Expenditure Entry Audit Report .....................................................................5-27 Submitting Preapproved Expenditures ................................................................................5-28 Purpose of Releasing Preapproved Batches.........................................................................5-29 Purpose of Reversing Preapproved Batches ........................................................................5-31 Purpose of Correcting Preapproved Batches .......................................................................5-32 Preapproved Expenditure Approvals ...................................................................................5-33 Submitting and Releasing Batches.......................................................................................5-34 Expenditure Batch Status Report.........................................................................................5-35 Review of Preapproved Expenditure Entry .........................................................................5-36 Section 3 Project Allocations and AutoAllocations.............................................................5-37 Project Allocations Overview..............................................................................................5-38 Project Allocations Business Need ......................................................................................5-39 Project Allocation Amounts.................................................................................................5-40 Project Allocation Definitions .............................................................................................5-41 Project Allocation Example .................................................................................................5-43 Basis Method .......................................................................................................................5-44 Basis Method - Spread Evenly.............................................................................................5-45 Target % and Spread Evenly ...............................................................................................5-46 Prorate..................................................................................................................................5-47 Target % and Prorate ...........................................................................................................5-48 Allocation Rule Definition...................................................................................................5-49 Allocation Rule Sources ......................................................................................................5-50 Allocation Rule Targets .......................................................................................................5-51 Allocation Rule Definition...................................................................................................5-52 Allocation Rule Offset .........................................................................................................5-53 Allocation Rule Sources ......................................................................................................5-54 Source Resources.................................................................................................................5-55 Allocation Rule Targets .......................................................................................................5-56 Process an Allocation Rule ..................................................................................................5-57 Allocation Run Review........................................................................................................5-60 Allocation Exceptions..........................................................................................................5-61 Missing Amounts.................................................................................................................5-62 Basis Details ........................................................................................................................5-63 Source Details......................................................................................................................5-64 Transactions.........................................................................................................................5-65 Copying Rules .....................................................................................................................5-66 AutoAllocations...................................................................................................................5-67 AutoAllocations Overview ..................................................................................................5-68 AutoAllocations Business Need ..........................................................................................5-69 AutoAllocations Example....................................................................................................5-70 AutoAllocations Setup.........................................................................................................5-71 AutoAllocation Types..........................................................................................................5-72 AutoAllocations Processes ..................................................................................................5-73 AutoAllocation Set Definition .............................................................................................5-74 AutoAllocation Set Submission...........................................................................................5-75 View AutoAllocation Statuses.............................................................................................5-76 View Step Statuses ..............................................................................................................5-77 AutoAllocation Rollback Feature ........................................................................................5-78 Practice 5-1 Overview .........................................................................................................5-79 Section 4 Self-Service Time ................................................................................................5-80 Self-Service Time ................................................................................................................5-81 Business Flow......................................................................................................................5-82
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On-Line Entry......................................................................................................................5-83 Alias Setup...........................................................................................................................5-84 Disconnected Entry..............................................................................................................5-85 Project and Task View.........................................................................................................5-86 Section 5 Expense Reports ..................................................................................................5-87 Creating Project-Related Expense Reports .........................................................................5-88 Entering Project-Related Expense Reports in Oracle Projects ............................................5-89 Entering Project-Related Expense Reports in Self-Service Expenses .................................5-90 Self-Service Expenses Business Flow .................................................................................5-91 Entering Project-Related Expense Reports in Self-Service Expense...................................5-92 Self-Service Expense Disconnected Expense Report .........................................................5-93 Entering Project-Related Expense Reports in Oracle Payables ...........................................5-94 Integrating with Oracle Manufacturing ...............................................................................5-95 Integrating with Oracle Inventory........................................................................................5-96 Section 6 Project-Related Transactions in PO and AP .......................................................5-97 Project-Related Transactions in PO and AP .......................................................................5-98 Tracking Requisitions and Purchase Orders .......................................................................5-99 Commitments.......................................................................................................................5-100 Entering Project-Related Transactions in PO and AP..........................................................5-101 Default Project Information .................................................................................................5-103 Entering Project-Related Requisitions.................................................................................5-104 Entering Project-Related Purchase Orders..........................................................................5-105 Entering Project-Related Supplier Invoices........................................................................5-106 Interfacing Supplier Invoices to Oracle Projects ................................................................5-107 Section 7 Multi-Currency Transactions ...............................................................................5-108 Multicurrency Transaction Overview ..................................................................................5-109 Multicurrency Transaction Business Need ..........................................................................5-110 Multicurrency Transaction Features ....................................................................................5-111 Multicurrency Transaction Definitions................................................................................5-112 Multicurrency Transaction Currency Conversion................................................................5-115 Multicurrency Transaction Example....................................................................................5-116 Implementation Options ......................................................................................................5-117 Project Definition.................................................................................................................5-118 Task Details .........................................................................................................................5-119 Expenditure Entry................................................................................................................5-120 Multicurrency Expense Reports...........................................................................................5-121 Multicurrency Expenditures ................................................................................................5-122 Transaction Import...............................................................................................................5-123 Expenditure Inquiry .............................................................................................................5-126 Cost Distribution Lines........................................................................................................5-127 Practice 5-2 Overview .........................................................................................................5-128 Section 8 Transaction Import...............................................................................................5-129 Transaction Import...............................................................................................................5-130 Basic Business Requirements ..............................................................................................5-131 Transaction Import Functions..............................................................................................5-132 Transaction Import Flow .....................................................................................................5-133 Transaction Source ..............................................................................................................5-134 Costed Transactions.............................................................................................................5-135 Accounted Transactions.......................................................................................................5-136 Burdening Transactions .......................................................................................................5-137 Foreign Currency Transactions............................................................................................5-138 Descriptive Flexfield Option ...............................................................................................5-139 Running Transaction Import................................................................................................5-140 Viewing Rejected Transactions ...........................................................................................5-141 Correcting Rejected Rows ...................................................................................................5-142 Review Transactions Window .............................................................................................5-143
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Auditing Imported Transactions ..........................................................................................5-144 Viewing Imported Transactions...........................................................................................5-145 Section 9 Review of Project Expenditures...........................................................................5-146 Summary Flow.....................................................................................................................5-147 Reviewing Project Expenditures..........................................................................................5-148 Inquiry - Project Mode.........................................................................................................5-149 Inquiry - All Mode...............................................................................................................5-150 Reporting Project Expenditures ...........................................................................................5-151 Summary..............................................................................................................................5-152 Practice 5-3 Overview .........................................................................................................5-153 Practice 5-4 Overview .........................................................................................................5-154 Costing ....................................................................................................................................6-1 Costing.................................................................................................................................6-2 Objectives ............................................................................................................................6-3 Agenda.................................................................................................................................6-4 Section 1 Overview of Costing ............................................................................................6-5 Overview of Costing............................................................................................................6-6 Cost Distribution..................................................................................................................6-7 Cost Concepts ......................................................................................................................6-8 Raw Cost Calculations.........................................................................................................6-9 Cost Calculations .................................................................................................................6-10 Burdened Cost Calculations.................................................................................................6-11 Burden Cost Terminology ...................................................................................................6-12 Burden Cost Accounting......................................................................................................6-14 Burden Schedules ................................................................................................................6-15 Burden Cost Processing .......................................................................................................6-16 Assigning Multipliers to Organizations ...............................................................................6-17 Account Distribution ...........................................................................................................6-18 AutoAccounting...................................................................................................................6-19 Accounting Dates in Oracle Projects ...................................................................................6-20 Summary of Accounting Transactions.................................................................................6-21 Overtime Calculation Methods ............................................................................................6-22 Labor Extensions .................................................................................................................6-23 Section 2 Cost Plus Processing ............................................................................................6-24 Cost Plus Processing............................................................................................................6-25 Burden Schedule Override...................................................................................................6-26 Cost Plus Features................................................................................................................6-29 Burden Cost Buildup ...........................................................................................................6-30 Firm Rates and Provisional Rates ........................................................................................6-31 Applying Actuals to Provisionals ........................................................................................6-32 Cost Plus Reporting .............................................................................................................6-33 Viewing Burden Costs .........................................................................................................6-34 Interfacing Costs..................................................................................................................6-35 Cost Processing....................................................................................................................6-36 Interfacing Costs..................................................................................................................6-37 Interfacing Costs to GL........................................................................................................6-38 Cost Flow for Labor and Usages .........................................................................................6-40 Interfacing Expense Reports to AP......................................................................................6-41 Applying Advances or Holds to Expense Reports..............................................................6-42 Cost Flow for Expense Reports ...........................................................................................6-43 Expense Reports Flow in AP and GL ..................................................................................6-44 Interface Streamline Processing...........................................................................................6-45 Submitting Costing Processes..............................................................................................6-46 Viewing Expenditure Costs .................................................................................................6-47 Expenditure Inquiry Drilldown............................................................................................6-48 Folder Tool ..........................................................................................................................6-49
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Viewing Cost Distribution Details.......................................................................................6-50 Interface Status and Interfacing ...........................................................................................6-51 Error Identification and Diagnosis.......................................................................................6-52 Summary..............................................................................................................................6-54 Practice 6-1 Overview .........................................................................................................6-56 Practice 6-2 Overview .........................................................................................................6-57 Adjustments ...........................................................................................................................7-1 Adjustments .........................................................................................................................7-2 Objectives ............................................................................................................................7-3 Agenda.................................................................................................................................7-4 Section 1 Types of Adjustments ..........................................................................................7-5 Types of Adjustments ..........................................................................................................7-6 Types of Adjustments in Oracle Projects............................................................................7-7 Supplier Invoice Adjustments in Oracle Projects ...............................................................7-9 Correcting Approved Expenditure Items ............................................................................7-11 Correcting Approved Labor/Usage or Expense Report Items ............................................7-12 Correcting Supplier Invoices in Oracle Payables................................................................7-13 Transferring Expenditure Items ...........................................................................................7-14 Audit of Transferred Items ..................................................................................................7-16 Splitting Expenditure Items .................................................................................................7-17 Recalculating Raw Cost.......................................................................................................7-18 Recalculating Burden Cost ..................................................................................................7-19 Multicurrency Transaction Adjustments..............................................................................7-20 Adjusting Project Expenditures ...........................................................................................7-22 Mass Adjustment of Expenditures .......................................................................................7-24 Splitting Expenditure Items .................................................................................................7-25 Splitting Expenditure Items Results.....................................................................................7-26 Section 2 Adjustment Processing........................................................................................7-27 Accounting Transaction Adjustment ...................................................................................7-28 Distributing Costs for Adjustments .....................................................................................7-29 Interfacing Adjustments.......................................................................................................7-30 Summary of Adjustment Flow.............................................................................................7-31 Audit Trail of Adjustments ..................................................................................................7-32 Summary..............................................................................................................................7-33 Practice 7-1 Overview .........................................................................................................7-34 Analysis and Reporting .........................................................................................................8-1 Analysis and Reporting........................................................................................................8-2 Objectives ............................................................................................................................8-3 Agenda.................................................................................................................................8-4 Section 1 Overview of Analysis and Reporting...................................................................8-5 Overview of Analysis and Reporting...................................................................................8-6 Oracle Projects Strategy for Analysis and Reporting .........................................................8-8 Section 2 Definition of Project Status Inquiry ....................................................................8-10 Definition of Project Status Inquiry.....................................................................................8-11 Project Summary Amounts..................................................................................................8-12 Percent Complete Entry .......................................................................................................8-14 Section 3 Functionality of Project Status Inquiry (PSI)......................................................8-16 PSI Drilldown Capabilities ..................................................................................................8-17 Project Status Columns........................................................................................................8-18 Online PSI............................................................................................................................8-20 Project Status .......................................................................................................................8-21 Task Status...........................................................................................................................8-22 Resource Status....................................................................................................................8-23 Resource List .......................................................................................................................8-24 Commitments.......................................................................................................................8-25
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Actuals .................................................................................................................................8-26 Budget Types .......................................................................................................................8-27 Project Status Reports..........................................................................................................8-28 Creating Custom Reports Using Views ...............................................................................8-29 Section 4 Maintaining Project Summary Amounts..............................................................8-31 Updating Project Summary Amounts ..................................................................................8-32 Resource Mapping ...............................................................................................................8-34 Precedence-Based Mapping.................................................................................................8-35 Unclassified Resources ........................................................................................................8-36 Summary..............................................................................................................................8-37 Practice 8-1 Overview .........................................................................................................8-38 Capital Projects......................................................................................................................9-1 Capital Projects....................................................................................................................9-2 Objectives ............................................................................................................................9-3 Agenda.................................................................................................................................9-4 Section 1 Overview of Capital Projects ...............................................................................9-5 Overview of Capital Projects...............................................................................................9-6 Purpose of Capital Projects..................................................................................................9-7 Construction In Process (CIP) .............................................................................................9-8 Accounting Flow .................................................................................................................9-9 Oracle Systems Integration..................................................................................................9-10 Capitalizing Project Costs....................................................................................................9-11 Functional Overview of Capital Projects............................................................................9-12 Section 2 Creating a Capital Project ....................................................................................9-13 Creating a Capital Project....................................................................................................9-14 Capitalization Controls ........................................................................................................9-16 Transaction Controls............................................................................................................9-17 Capital Project Types...........................................................................................................9-18 CIP Cost Summarization .....................................................................................................9-19 CIP Grouping Methods........................................................................................................9-20 Capital Project Options........................................................................................................9-21 Grouping Levels ..................................................................................................................9-22 Grouping at Project Level....................................................................................................9-23 Grouping at Top Task Level................................................................................................9-24 Grouping at Lowest Task Level...........................................................................................9-25 Grouping at Mixed Task Level ............................................................................................9-26 Grouping Level Types .........................................................................................................9-27 Capital Project Example ......................................................................................................9-29 Asset Assignment Combinations .........................................................................................9-34 Section 3 Defining Assets....................................................................................................9-35 Defining Assets....................................................................................................................9-36 Asset Definition ...................................................................................................................9-38 Defining Multiple Assets .....................................................................................................9-39 Capital Projects Window .....................................................................................................9-40 Section 4 Placing a CIP Asset in Service.............................................................................9-41 Placing a CIP Asset in Service ............................................................................................9-42 Assets Window ....................................................................................................................9-44 Creating Asset Lines............................................................................................................9-45 Additional Fields for Asset Lines ........................................................................................9-46 Matching Strategy for Asset Lines ......................................................................................9-47 Group Supplier Invoices ......................................................................................................9-48 Non-Grouped Supplier Invoices ..........................................................................................9-49 Override Asset Assignment .................................................................................................9-50 Reviewing and Assigning Asset Lines ................................................................................9-51 Interfacing Asset Lines ........................................................................................................9-52 Running the Interface Assets Process ..................................................................................9-53
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Section 5 Adjusting Asset Lines ..........................................................................................9-54 Adjustments .........................................................................................................................9-55 Post-capitalization Adjustments...........................................................................................9-56 Amortize Adjustments .........................................................................................................9-57 Reversing Capitalization......................................................................................................9-58 Abandoning a CIP Asset......................................................................................................9-59 Section 6 Accounting for CIP and Capitalized Asset Costs.................................................9-60 Accounting for CIP Costs ....................................................................................................9-61 Accounting Example ...........................................................................................................9-62 Summary..............................................................................................................................9-67 Practice 9-1 Overview .........................................................................................................9-68 Basic Project Costing Setup ..................................................................................................10-1 Basic Project Costing Setup.................................................................................................10-2 Objectives ............................................................................................................................10-3 Project Templates ................................................................................................................10-4 Budget Types .......................................................................................................................10-5 Resources.............................................................................................................................10-6 Cost Plus Processing............................................................................................................10-7 Burden Schedules ................................................................................................................10-8 Project Status Columns........................................................................................................10-9 Project Status Inquiry...........................................................................................................10-10 Project Types .......................................................................................................................10-12 AutoAccounting and Account Generator.............................................................................10-13 Client Extensions .................................................................................................................10-14 Summary..............................................................................................................................10-15 Summary of Project Costing.................................................................................................11-1 Summary of Project Costing................................................................................................11-2 Project Costing Flow ...........................................................................................................11-3 Summary..............................................................................................................................11-4 Appendix A: Practices and Solutions...................................................................................12-1 Appendix A Practices and Solutions....................................................................................12-2 Practice 3-1: Indirect Projects..............................................................................................12-3 Practice 4-1: Cost Budgets...................................................................................................12-13 Practice 5-1: Allocations......................................................................................................12-17 Practice 5-2: Expenditures ...................................................................................................12-21 Practice 5-3: Supplier Invoices ............................................................................................12-27 Practice 6-1: Burden Schedule Overrides ............................................................................12-31 Practice 6-2: Cost Processes ................................................................................................12-33 Practice 7-1: Modifying Expenditures .................................................................................12-40 Practice 8-1: Project Status Inquiry .....................................................................................12-45 Practice 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 lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.
Oracle Projects - Project Costing Release 11i Table of Contents xi
Related Publications
Oracle Publications Title Oracle Projects Users Guide Part Number A58474-01
Additional Publications System release bulletins Installation and users guides read.me files Oracle Magazine
Oracle Projects - Project Costing Release 11i Table of Contents xii
Typographic Conventions
Typographic Conventions in Text
Convention Bold italic Caps and lowercase
Element Glossary term (if there is a glossary) Buttons, check boxes, triggers, windows Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names
Example The algorithm inserts the new key. Click the Executable button. Select the Cant Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. 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\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables)
Courier new, case sensitive (default is lowercase)
Initial cap
Italic
Quotation marks
Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter user_id@us.oracle.com, where user_id is the name of the user. Select Include a reusable module component and click Finish. This subject is covered in Unit II, Lesson 3, Working with Objects.
Uppercase
Use the SELECT command to view information stored in the LAST_NAME column of the EMP table.
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Convention Arrow Brackets Commas Plus signs
Element Menu paths Key names Key sequences Key combinations
Example Select File> Save. Press [Enter]. Press and release keys one at a time: [Alternate], [F], [D] Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]
Typographic Conventions in Code
Convention Caps and lowercase Lowercase
Element Oracle Forms triggers Column names, table names Passwords PL/SQL objects
Example When-Validate-Item SELECT last_name FROM s_emp; DROP USER scott IDENTIFIED BY tiger; OG_ACTIVATE_LAYER (OG_GET_LAYER (prod_pie_layer))
Lowercase italic Uppercase
Syntax variables
CREATE ROLE role
SQL commands and SELECT userid FROM emp; functions
Typographic Conventions in Navigation Paths This course uses simplified navigation paths, such as the following example, to direct 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 Batches Summary. (M) From the menu, select Query > Find. (B) Click the Approve button.
2. 3.
Oracle Projects - Project Costing Release 11i Table of Contents xiv
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 perform to 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 General Ledger entry. Under the General Ledger entry, expand Journals. Under Journals, select Enter Journals. Review the Enter Journals topic that appears in the document frame of the help system window.
2. 3. 4.
Getting Help
Oracle Applications provides you with a complete online help facility. Whenever you need assistance, simply choose an item from the Help menu to pinpoint the type of information you want.
Oracle Projects - Project Costing Release 11i Table of Contents xv
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Oracle Projects - Project Costing Release 11i Table of Contents xvi
Overview of Oracle Projects

Chapter 1
Overview of Oracle Projects Chapter 1 - Page 1
Overview Overview of of Oracle Oracle Projects Projects
Copyright Oracle Corporat ion, 2000. All right s reserved.
Objectives
Objectives Objectives
After After completing completing this this lesson, lesson, you you should should be be able able to to do do the the following: following: Describe Describe the the fundamental fundamental concepts concepts of of Oracle Oracle Projects Projects Discuss Discuss common common business business requirements requirements Describe Describe Oracle Oracle Projects Projects features features
Purpose of Oracle Projects
Purpose Purpose of of Oracle Projects Projects

The The purpose purpose of of Oracle Oracle Projects Projects is is to to track track and and control control work work (or (or activity) activity) on on a a project. project. You You track track activity activity on on a a project project by by comparing comparing actual actual activity activity with with expected expected activity. activity. Record Record actual actual activity activity as as actuals actuals (transactions). (transactions). Record Record expected expected activity activity in in a a budget budget..
How to Use Oracle Projects
How How to to Use Use Oracle Oracle Projects Projects

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

Perform server and clie nt side inst allation
Implement Oracle Projects

Set up project types, expense types, project PA periods, AutoAccounting rules, a nd so on.
One Time
Many Times
Use Project
Record actuals against project Release and approve tra nsa ctions Cos t transactions (that is , determine dollar am ount and proper acc ount) Summ arize Identify and re view va riances Process revenue /inv oice transactions Perform a nalysis/re porting Maintain project Cre ate project
Revise project
Close project

You You define define a a project project and and work work breakdown breakdown structure structure (WBS) (WBS) to to record record work work and and process process transactions transactions as as you and your company require. Project definitions you and your company require. Project definitions can can be be simple simple or or complex, complex, depending depending on on your your requirements. requirements. Project Project definitions definitions can can include: include:
Classification information Work breakdown structures Charge controls Costing overrides Revenue and billing information Single- or multipleorganization usage Function or project security controls
Project Definition
Project Project Definition Definition

A A project project is is a a unit unit of of work work made made up up of of one one or or more more tasks. tasks. For For example, example, you you can can use use projects projects to to track: track: Indirect Work
Indirect projects Research and Development
Product/Asset Development
Services
Cost of product/asset Customer billing development Professional Cost capitalization services consulting Capital projects Construction/ engineering Government contractors Contract projects
Project Classes
Project Project Classes Classes

You You can can use use three three predefined predefined project project classes classes to to track track the the following following types types of of information: information: Indirect Indirect projects: projects: Track Track overhead overhead activities activities and and costs. costs. Capital Capital projects: projects: Track Track product/asset product/asset development development activities activities and and costs. costs. Costs Costs are are capitalized capitalized as as one one or or more more assets. assets. Contract Contract projects: projects: Track Track activities, activities, cost, cost, revenue, revenue, and billing for work performed for and and billing for work performed for and reimbursed reimbursed by by an an internal internal or or external external customer. customer.
Using the Information Stored in Oracle Projects
Using Using the the Information Information Stored Stored in in Oracle Oracle Projects Projects
You You can can answer answer questions questions related related to to all all project project areas: areas: Costs Costs What What are are the the actual actual costs costs incurred? incurred? (labor, (labor, expenses, expenses, materials, materials, and and usages) usages) What What are are the the outstanding outstanding committed committed costs? costs? What are the forecasted costs over future What are the forecasted costs over future time time periods? periods? Labor Labor utilization utilization What What types types of of skills skills are are used used on on projects? projects? What What percent percent of of employees employees are are billable? billable? Can Can labor labor costs costs be be recovered? recovered?
Continued Continued examples: examples: Funding Funding How How have have we we allocated allocated customer customer funding funding to to projects? projects? How How much much revenue revenue have have we we accrued accrued to to date? date?
Customer Customer invoice invoice Did we Did we invoice invoice for for the the latest latest completed completed deliverable? deliverable? What What is is the the total total project project billing? billing?
Continued Continued examples: examples: Asset Asset utilization utilization Are Are the the costs costs of of nonlabor nonlabor company company assets assets recovered recovered with with current current bill bill rates rates or or markups? markups? Are Are all all costs costs allocated allocated from from service service centers centers to to served served organizations? organizations?
Central Repository
Central Central Repository Repository

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

Project Project Costing Costing provides: provides: A A central central cost cost collections collections system system
A A bridge bridge between between project project management management and and financial financial accounting accounting A A mechanism mechanism for for providing providing timely, timely, detailed detailed cost cost information information to to project project managers managers and and financial financial accountants accountants
Project Billing
Project Project Billing Billing

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

Comprehensive online inquiry and reporting
Define terms and rules Collect costs Place asset in service Other Oracle and non-Oracle applications Define projects Recognize revenue Generate invoice
Full adjustment capabilities
Oracle Projects Features
Oracle Oracle Projects Projects Features Features

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

Define terms and rules Collect costs Place asset in service Other Oracle and non-Oracle applications
Define Define projects projects
Recognize revenue
Generate invoice
Project-Tracking Tools
Project-Tracking Project-Tracking Tools Tools

Project Project managers managers use use Oracle Oracle Projects Projects to to track track detailed detailed costs, costs, manage manage within within budget, budget, and and stay stay on on schedule schedule while while achieving achieving project project objectives. objectives.
Transaction 10 hours of labor on Monday, May 13, 1996 on project XYZ, task 1
Com pa ny- Cost Cente r Ac count 01-10 0-5153 Am ount $220
Financial Financial analysts analysts require require the the details details to to manage manage the the overall overall business. business. Oracle Oracle Projects Projects translates translates project project details details into into financial financial transactions transactions so so the the financial financial analysts analysts have have the the details details they they require. require.
Project Status Inquiry Oracle Projects uses Project Status Inquiry (PSI), a powerful online tool that allows different users to view and analyze data in the way that is most meaningful to their job role. For example, project managers may want to see the lowest level cost detail, and financial managers may want to display just the cost roll-up.
Work Breakdown Structure
Work Work Breakdown Breakdown Structure Structure

Your Your project, project, which which consists consists of of one one or or more more tasks, tasks, can can be be as as simple simple or or detailed detailed as as you you want want it it to to be. be. You You can can define define an an unlimited unlimited hierarchy hierarchy of of tasks, tasks, called a work breakdown structure (WBS), called a work breakdown structure (WBS), to to organize organize and and monitor monitor project project activities. activities.
Projec t
Task 1
Task 2
Task 1.1
Task 1.2
Task 2.1
Task 2.2
Project Budgets
Project Project Budgets Budgets

Oracle Oracle Projects Projects provides provides you you with with many many budgeting budgeting features. You can: features. You can: Define Define multiple multiple cost cost and and revenue revenue budgets budgets for for your your project project Copy Copy budget budget versions versions to to simplify simplify the the budget budget setup setup process process Copy Copy actuals actuals
Define Define time-phased time-phased budgeting budgeting
Project Budgets
Project Project Budgets Budgets

Project Project budgeting budgeting features features continued: continued: Enter Enter budget budget amounts amounts directly directly
Define Define standardized standardized budget budget entry entry methods methods to to enforce enforce consistency consistency of of budgeting budgeting at at specific specific levels levels within within the the WBS WBS Define Define budget budget calculations calculations (using (using client client extension) extension) Example: Example: You You can can enter enter a a quantity quantity of of hours hours that that is is used used to to calculate calculate your your budgeted budgeted raw raw and and burdened burdened cost cost amounts, amounts, based based on on your your rates rates and and business business rules. rules. Upload Upload budget budget numbers numbers from from external external sources sources
Cost Collection and Calculation Capabilities
Cost Cost Collection Collection and and Calculation Calculation Capabilities Capabilities
Define terms and rules
Collect Collect costs costs
Place asset in service Other Oracle and non-Oracle applications
Define projects
Recognize revenue
Generate invoice
Types of Cost
Types Types of of Cost Cost

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

Oracle Oracle Projects Projects lets lets you you track track and and account account for for all all project project costs costs in in your your company company using using the the following following methods: methods: Preapproved Preapproved Expenditure Expenditure Batch: Batch: Input Input charges charges directly directly into into Oracle Oracle Projects. Projects. Oracle Oracle Self-Service Self-Service Time Time and and Expenses: Expenses: Input Input labor labor and and expense expense charges charges using using Oracle Oracle SelfSelfService applications. Service applications. Oracle Oracle Purchasing Purchasing and and Oracle Oracle Payables: Payables: Import Import charges charges from from requisitions, requisitions, purchase purchase orders, orders, and and supplier supplier invoices. invoices. Transaction Transaction Import: Import: Import Import charges charges collected collected in in external external systems. systems.
Methods of Cost Entry
Methods Methods of of Cost Cost Entry Entry

Oracle Oracle Projects Projects also also provides provides a a Project Project Allocation Allocation feature feature that that allows allows you you to to allocate allocate costs costs from from one one or or more source projects, from GL accounts, or from a more source projects, from GL accounts, or from a fixed fixed amount amount to to one one or or more more target target projects projects on on a a periodic basis. periodic basis. Your Your allocations allocations can: can:
Distribute Distribute costs costs to to projects projects evenly evenly Distribute Distribute costs costs using using target target percentages percentages Prorate Prorate costs costs based based on on actual actual or or budgeted budgeted amounts amounts Calculate Calculate cost cost distribution distribution using using a a custom custom formula formula
Cost Controls
Cost Cost Controls Controls

You You can can control control which which charges charges can can be be made made against against a a project project and and task. task.
Project XYZ
Only labor and outside construction work can be charged. No charges are allowed after 31-DEC-1999.
acc epte d reje cted acc epte d reje cted
Oracle Projects: 10 hours labor 25-AUG-1999
acc epte d
Oracle Payables: $100 Outside Construction work 05-JAN-2000 Oracle Purchasing: $100 Outside Construction work 29-DEC-1999
Oracle Time Management: 8 hours labor 18-AUG-1999
External Cost Collection System: $1,200 airfare 04-AUG-1999
Cross Charges Using the Cross Charge Setup window, you can allow or disallow charges from other operating units.
Cost Calculations
Cost Cost Calculations Calculations

Processed Processed transactions transactions can can have have the the following following costs: costs: Raw Raw cost: cost: The The costs costs that that are are directly directly attributable attributable to work performed (also referred to work performed (also referred to to as as direct direct cost). cost). Burden Burden cost: cost: The The cost cost of of running running the the business business that that supports supports the the raw raw cost cost (also (also referred referred to to as as indirect indirect cost). cost). Total Total Burdened Burdened Cost: Cost: Raw Raw Cost Cost + + Burden Burden Cost Cost
Multiple-Organization Support
Multiple-Organization Multiple-Organization Support Support

Oracle Oracle Projects Projects supports supports multiple multiple organizations organizations in in a a single single installation. installation. You You can: can: Secure Secure data data access access across across organizations organizations
Integrate Integrate Oracle Oracle Projects Projects with with other other Oracle Oracle Applications Applications that that have have multiple-organization multiple-organization support. support. Cross-charge Cross-charge across across business business groups, groups, across across legal entities, across operating legal entities, across operating units units within within the the same same legal legal entity, entity, and and across across organizations organizations within within the the same same operating operating unit. unit.
Multinational Support
Multinational Multinational Support Support

Many Many enterprises enterprises manage manage projects projects that that span span countries countries and and currencies currencies as as well well as as organizations. organizations. To To support such multinational activities, Oracle Projects support such multinational activities, Oracle Projects provides provides the the capabilities capabilities to: to: Incur Incur costs costs in in any any currency currency Invoice Invoice customers customers in in any any currency currency
Share Share resources resources across across organizational organizational and and currency boundaries and currency boundaries and generate generate the the appropriate appropriate accounting accounting transactions transactions and and legal legal documents documents
Function Security
Function Function Security Security

Access Access to to Oracle Oracle Projects Projects functionality functionality is is not not restricted restricted by by default. default. However, However, using using function function security security rules rules along along with with customized customized responsibilities, responsibilities, you can control what the user you can control what the user can can see see and and do do within within the entire application. the entire application.
Function Security Example
Function Function Security Security Example Example

You You may may want want some some users users to to be be able able to to create create and and submit submit an an approved approved cost cost budget budget but but not not to to baseline baseline it. it. You You would: would: Create Create a a responsibility responsibility that that allows allows them them access access to to the the Enter Enter Budget Budget window window Create Create a a function function security security rule rule that that would would disallow disallow the the baseline baseline budget budget function function
Project and Labor Cost Security
Project Project and and Labor Labor Cost Security Security

You You can can provide provide three three levels levels of of project-based project-based security security to to protect protect data data ownership ownership and and sensitivity sensitivity in in relation to a given project or project template: relation to a given project or project template: The The ability ability of of a a user user to to query query project project information information The The ability ability of of a a user user to to update update project project information information and and perform perform functions functions on on a a project project The The ability ability of of a a user user to to view view labor labor costs costs of of detail detail expenditure items expenditure items For For each each level level of of security, security, you you can can override override the the default default rules rules or or add add additional additional security security criteria criteria using using a a project project security security client client extension. extension.
Project and Function Security
Project Project and and Function Function Security Security

How How project project security security and and function function security security work work together: together: Project Project security security controls controls what what projects projects you you can can view view and and update. update. Function Function security security controls controls what what functions functions you you can can perform. perform. The The two two together together allow allow you you to to control control which which functions you can perform on which functions you can perform on which projects. projects.
Project Asset Creation
Project Project Asset Asset Creation Creation

Define terms and rules Collect costs
Place Placeasset asset in in service service
Other Oracle and non-Oracle applications
Define projects
Recognize revenue
Generate invoice
Capitalization of Project Costs
Capitalization Capitalization of of Project Project Costs Costs

You You can can easily easily manage manage all all project project related related construction-in-process construction-in-process (CIP) (CIP) costs costs and and expenses expenses for for capital capital projects. projects. Oracle Oracle Projects Projects becomes becomes the the CIP CIP subledger subledger for for project project related related CIP CIP costs. costs. Work Work breakdown breakdown structures structures (WBS) (WBS) provide provide an an efficient mechanism for managing the efficient mechanism for managing the project project and and tracking tracking asset asset costs costs as as they they accumulate accumulate over over time. time.
Capitalization of Project Costs
Capitalization Capitalization of of Project Project Costs Costs

With With Oracle Oracle Projects, Projects, you you can: can: Associate Associate project project assets assets with with a a work work breakdown breakdown structure structure Collect Collect actual actual project project costs costs
Capitalize Capitalize the the assets assets Use Use the the Oracle Oracle Assets Assets Mass Mass Additions Additions functionality to allow project functionality to allow project information information to to flow flow directly directly from from Oracle Oracle Projects Projects to to Oracle Oracle Assets Assets Easily Easily adjust adjust asset asset costs, costs, even even after after capitalization. capitalization.
Flexible Revenue Accrual and Invoicing Functions
Flexible Flexible Revenue Revenue Accrual Accrual and and Invoicing Invoicing Functions Functions
Define terms and rules Collect costs Place asset in service Other Oracle and non-Oracle applications Define projects
Recognize Recognize revenue revenue
Generate Generate invoice invoice
Revenue Accrual and Billing
Revenue Revenue Accrual Accrual and and Billing Billing

Oracle Oracle Project Project Billing Billing functionality functionality provides provides the the flexibility flexibility to to keep keep up up with with your your changing changing business business needs. needs. You You can can automatically automatically accrue accrue revenue revenue according to your company policies. according to your company policies. For For example: example: Time Time and and material material bill bill rates rates Cost Cost plus plus buildup buildup
Percent Percent spent spent ratio ratio Or Or any any algorithm algorithm you you define define
You You can can accrue accrue revenue revenue differently differently based based on on the the type type of of project. project. You You can can also also bill bill each each project project differently, differently, even even if if the the same same client client has has multiple multiple projects. projects. You You can can easily manage cash collection in Oracle Receivables. easily manage cash collection in Oracle Receivables.
Billing Controls
Billing Billing Controls Controls

You You can can control control which which transactions transactions are are billable billable for for projects projects and and tasks. tasks. Billable Billable means means that that you you can can accrue accrue revenue revenue and and bill bill your customers. your customers. Nonbillable Nonbillable means means that that you you cannot cannot accrue accrue revenue revenue or or bill bill your your customers. customers.
Billing Controls
Billing Billing Controls Controls

Project ABC
Labor is billable. All expenses except entertainment expenses are billable. Supplier invoices dated before 01-SEP-1999 are billable.
Billable Nonbillable
Billable
Labor
Nonbillable Billable
Construction Work 28-AUG-1999 Construction Work 05-SEP-1999
Entertainment Expense
Meals
Online Reporting and Hard Copy Reporting
Online Online Reporting Reporting and and Hard Hard Copy Copy Reporting Reporting
Online Inquiry and Reporting
Online Online Inquiry Inquiry and and Reporting Reporting

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

Oracle Oracle Projects Projects provides provides the the ability ability to to view view accounting accounting lines lines for for transactions transactions interfaced interfaced to to GL. GL. You You can: can:
Drill Drill up up from from Oracle Oracle Projects Projects to to view view accounting accounting details details in in GL. GL. Drill Drill down down from from GL GL to to the the transactions transactions interfaced interfaced from from Oracle Oracle Projects Projects
Full Adjustment Capabilities
Full Full Adjustment Adjustment Capabilities Capabilities

Full Adjustment Capabilities
Full Full Adjustment Adjustment Capabilities Capabilities

Oracle Oracle Projects Projects records records an an audit audit trail trail of of all all adjustments. adjustments.
Who
What
When
Transferring Transactions
Transferring Transferring Transactions Transactions

You You can can transfer transfer a a transaction transaction from from one one project project or or task task to to another another and and maintain maintain full full tracing tracing abilities. abilities. When When the the transaction transaction is is posted, posted, the the following following occurs: occurs:
A A reversing reversing item item is is created created for for the the old old project. project. A A new new item item is is created created for for the the new new project. project. The The new new transferred transferred transaction transaction is is posted posted to to the the current open period current open period The The new new transaction transaction is is recosted recosted with with the the new new burdened burdened amount amount for for the the destination destination project project or or task. task.
Other Cost Adjustments
Other Other Cost Cost Adjustments Adjustments

You You can can split split a a transaction transaction into into two two transactions transactions and and then: then: Adjust Adjust the the items items
Transfer Transfer items items to to other other projects projects or or tasks tasks
You You can can recalculate recalculate cost cost amounts amounts due due to: to: Change in cost or burden rates Change in cost or burden rates
Change Change in in GL GL account account or or AutoAccounting AutoAccounting
Billing Transaction Adjustments
Billing Billing Transaction Transaction Adjustments Adjustments

You You can can make make billing billing adjustments adjustments against against transactions. transactions. For For example: example: Billable Billable or or nonbillable nonbillable reclassifications reclassifications
Recalculated Recalculated cost, cost, revenue, revenue, bill bill amounts amounts (resulting from a change in cost (resulting from a change in cost rate, rate, bill bill rate, rate, or or estimated estimated completion completion time) time) You You can can manage manage revenue revenue and and invoice invoice write-off write-off in in Oracle Oracle Projects. Projects. Once Once adjustments adjustments are are complete, complete, regenerate regenerate the the revenue revenue and/or and/or invoice. invoice.
Billing Billing holds holds Billing Billing releases releases
Integration with Other Oracle and Non-Oracle Financial Applications
Integration Integration with with Other Other Oracle Oracle and and Non-Oracle Non-Oracle Financial Financial Applications Applications
Oracle Projects Interfaces
Oracle Oracle Projects Projects Interfaces Interfaces

Project Management
Oracle Projects
Cost Collection Systems
Human Resources
Status Reporting
Customer Invoice
Accounting Transactions

Project Management
Oracle Projects
Projects Projects Budgets Budgets Expenditures Expenditures
Cost Collection Systems
Human Resources
Oracle OracleProjects ProjectsEngine Engine
Status Reporting
Customer Invoice
Accounting Transactions

Oracle Projects Projects Budgets Expenditures
Oracle Projects Engine
Costing Costing Revenue Revenue Accrual Accrual Capitalization Capitalization
Summarization Summarization Status Reporting (Actual vs. Budget)
Invoicing Invoicing Accounting Transactions
Customer Invoice

Oracle Projects
Projects Projects Project Management Oracle Human Resources Employees and Organizations Budgets Budgets Expenditures Expenditures Costing Costing Revenue Revenue Accrual Accrual Summarization Summarization Invoicing Invoicing Capitalization Capitalization
Self Service Time and Expense Inventory External WIP Oracle Payables
Oracle Purchasing
Data Warehouse BIS
Project Status Inquiry
Oracle Receivables
Oracle Assets
Oracle General Ledger

Oracle Human Resources
Payroll Service
Timecards
External Transaction
Project Management
Actuals
Fixed Assets
Ass ets
Work In Process
Timecards MF G R esource Costs
Ref erence Employ ees and Organ izat ions
Im port
Plan
Oracle Inventory
Usa ges Issues and Rece ipts Supplie r Invoic es, Invoice A djustm ents
Oracle Projects
Reference Cu stomers Rep ort Committed Costs Ad just men ts
Oracle WorkFlow
Invoices
Expense R epo rts
Accounts Receivable
Post Cash
Purchasing
Accounts Payable
Data Warehouse
Pos t Actual Expens e Pos t Reve nue Pos t La bor D istribution
General Ledger
Pos t Usage Distribution
Overview of Activity Management Gateway
Overview Overview of of Activity Activity Management Management Gateway Gateway

Activity Activity Management Management Gateway Gateway (AMG) (AMG) enables enables external external applications applications to to interface interface with with Oracle Oracle Projects Projects to perform the following functions: to perform the following functions: Create Create and and maintain maintain projects projects and and budgets budgets
Analyze Analyze commitments, commitments, actual actual costs costs and and revenue revenue Manage Manage progress progress (percent (percent complete complete and and earned earned value) value)
Integration with External Systems
Integration Integration with with External External Systems Systems

Using Using the the AMG AMG APIs APIs you you can: can: Define Define projects projects in in your your project project management management system and then import system and then import the the project project structure structure and and budgets budgets into into Oracle Oracle Projects. Projects. Export Export summarized summarized project project transactions transactions from from Oracle Oracle Projects Projects to to your your project project management management system. system.
Integration with External Systems
Integration Integration with with External External Systems Systems

You You can can use use the the AMG AMG APIs APIs to to integrate integrate Oracle Oracle Applications Applications with with a a wide wide variety variety of of external external systems, systems, including the following: including the following: Project Project management management systems systems
Sales Sales management management systems systems Work Work management management systems systems Customer Customer asset asset management management and and plant plant maintenance maintenance systems systems Project Project manufacturing manufacturing systems systems Legacy Legacy systems systems
Overview of Oracle Project Connect
Overview Overview of of Oracle Oracle Project Project Connect Connect

Microsoft Project
Define project/tasks
Oracle Projects
Project/Task Data Resource Lists Budget (Baseline/Cost) Forecast Plan
Define project/tasks Define Resources Collect Tra nsa ctions
Assign Resources
Schedule Projec t
Actual Costs/Rev. % Complete
Dis tribute and summ arize Cos ts/Rev . Capitalize Cos ts Generate Rev.
Sta tus Progress
Attachments
Attachments Attachments
You You can can attach attach word word processing processing documents, documents, spreadsheets, spreadsheets, or or images images to to certain certain windows. windows. Oracle Oracle Projects supports attachments for the following Projects supports attachments for the following entities: entities: Projects: Projects: Attach Attach project project scope/definition scope/definition document document Tasks: Tasks: Attach Attach task task scope/definition scope/definition document document
Budget Budget versions: versions: Attach Attach preparation preparation document document Expenditures: Expenditures: Attach Attach timecards/expense timecards/expense reports reports Project Project assets: assets: Attach Attach description description of of the the asset asset Agreements: Agreements: Attach Attach image image of of customer customer agreement agreement Project funding: Attach approval document Project funding: Attach approval document Draft Copyright Attach Oracle Corporat actual ion, 2000. customer All right s reserved. invoice Draft invoice: invoice: Attach actual customer invoice
Summary
Summary Summary
In In this this lesson lesson you you should should have have learned learned to: to: Use Use the the wealth wealth of of information information about about projects, projects, tasks, resources, and transactions tasks, resources, and transactions to to analyze analyze data data and and answer answer the the questions questions that that are are key key to to your your business business Describe Describe Oracle Oracle Projects Projects features features
Describe Describe Oracle Oracle Projects Projects integration integration with with other other applications applications
Overview of Oracle Project Costing

Chapter 2
Overview of Oracle Project Costing Chapter 2 - Page 1
Overview of Oracle Project Costing
Overview Overview of of Oracle Oracle Project Project Costing Costing
Objectives
After After completing completing this this course, course, you you should should be be able able to to describe describe the the following: following: Project Project costing costing flow flow
Cost Cost budgeting budgeting Expenditure Expenditure entry entry and and cost cost processing processing Capitalization Capitalization Project Project Status Status Inquiry Inquiry
Project Costing Flow
Project Project Costing Costing Flow Flow

Com prehensive online inquiry and reporting Define projects
Enter Reqs/ POs i n PO External transactions Enter ti me Enter budget Baseline budget Enter preapproved expenditures
Identify business terms and rules
Collect cos ts
Place asse t in service

Interface Generate asset li nes Review and adjust asset li nes Interface to Oracle Assets
Define assets
Enter suppli er invoices
Import to G/ L
Enter project
Transacti on import Upload Interface Distribute costs
Adjustments
Overview of Oracle Project Costing Using Oracle Project Costing, you can define projects, work breakdown structures, and budgets; record and report costs against projects; and integrate with other Oracle and non-Oracle applications.
Project Types
Project Project Types Types

The The project project type type determines determines how how Oracle Oracle Projects Projects processes processes costs costs (expenditure (expenditure items) items) for for a a project project and and provides defaults and controls for project entry and provides defaults and controls for project entry and processing. processing. You You must must associate associate each each project project type type with a project type class: with a project type class: Indirect: Indirect: Collect Collect and and track track expenditure expenditure item item costs costs and and labor labor hours hours for for overhead overhead activities activities Capital: Capital: Collect Collect and and track track costs costs and and labor labor hours hours for asset development activities that you plan for asset development activities that you plan to to capitalize capitalize as as one one or or more more assets assets Contract: Contract: Collect Collect and and track track costs, costs, labor labor hours, hours, revenue, revenue, and and billing billing for for services services performed performed for for and and reimbursed reimbursed by by a a client client
Project Cost Budgets
Project Project Cost Cost Budgets Budgets

Budget types
User-defined budget Foreca st c ost budget Approv ed cost budget
Budget versions
DRAFT DRAFT DRAFT

Origina l Submit and baseline Revised original 2 nd Historical 3rd Revised original 4th Current 5th version 1s t
Overview of Budgeting You use budgets to enter estimated quantities and costs required to perform work to complete a project or task. You can track project status and performance by comparing budgeted amounts to actual transactions.
Entering Project Expenditures
Entering Entering Project Project Expenditures Expenditures
Labor, expense, and usages
Project cost expenditures
Purchase Supplier orders invoices
Self Service time and expense
Transaction import from other applications
Overview of Project Transactions You must charge all actual expenditure items and future commitments to a project and task in order to record actual work performed, cost incurred, and committed cost you expect to incur.
Cost Processing
Cost Cost Processing Processing

Raw Cost Rate Quantity Hours Each Miles ...
Burden Multiplier
Raw Cost Amount
Expenditure type Burden structure Organization burden Rates
Burdened Burdened Cost Cost
Definition of Cost Processing Costing is the processing of expenditures to calculate their total cost and to determine the GL accounts to which the costs will be posted.
Capitalizing Project Costs
Capitalizing Capitalizing Project Project Costs Costs

Send purc has ing details Send non-CIP ass ets
Oracle Purchasing
Send project costs
Oracle Payables
Send CIP ass et c osts
Oracle Assets
Post asset costs and clear CIP acc ounts
Send e xpe nse report cos ts
Oracle Projects
Post invoic e CIP and expensed costs
Post noninvoic e CIP and expensed c ost s
Oracle General Ledger
Project Status Inquiry
Project Project Status Status Inquiry Inquiry

You You can can review review summary summary amounts amounts and and calculations calculations by by project, project, task, task, and and resource resource using using Project Project Status Status Inquiry (PSI). This function allows you to: Inquiry (PSI). This function allows you to: Review Review the the current current status status of of your your projects projects Drill Drill down down for for more more detailed detailed review review of of a a project project and and its its tasks tasks Use Use folder folder technology technology to to customize customize the the appearance of information appearance of information displayed displayed in in PSI PSI windows windows
Summary
Summary Summary
This This lesson lesson provided provided an an overview overview of: of: Indirect Indirect projects projects
Project Project budgets budgets Cost Cost Processing Processing Capitalized Capitalized project project costs costs
Creating Projects
Chapter 3
Creating Projects Chapter 3 - Page 1
Creating Projects
Creating Creating Projects Projects
Objectives
After After completing completing this this lesson, lesson, you you should should be be able able to to do do the the following: following: Describe Describe project project classes classes and and types types
Describe Describe the the purpose purpose and and uses uses of of project project and and task task configuration configuration options options Create Create an an indirect indirect project project Create Create and and modify modify a a work work breakdown breakdown structure structure (WBS) (WBS) Enter Enter overrides overrides for for the the project project and and its its tasks tasks
Agenda
Agenda Agenda
Section Section 1: 1: Overview Overview of of Project Project Concepts Concepts Section Section 2: 2: Creating Creating and and Configuring Configuring Projects Projects Section Section 3: 3: Maintaining Maintaining Projects Projects and and Tasks Tasks
Section 1 Overview of Project Concepts
Section Section 1 1 Overview of Project Overview of Project Concepts Concepts
Project Definitions
Project Project Definitions Definitions

A A project project is is a a primary primary unit unit of of work work that that can can be be broken broken down down into into one one or or more more tasks. tasks.
Project
Task 1
Task 2
Task 1.1
Task 1.1.1
Task 1.2
Task 2.1
Task 2.2
Task 2.2.1
Task 2.2.2
Project Classes
Project Project Classes Classes

You You can can use use three three predefined predefined project project classes classes that that track track the the following following types types of of information: information: Indirect Indirect projects: projects: Track Track overhead overhead activities activities and and costs. costs. Capital Capital projects: projects: Track Track product/asset product/asset development development activities activities and and costs, costs, and and costs costs are are capitalized capitalized as as one one or or more more assets. assets. Contract Contract projects: projects: Track Track activities, activities, cost, cost, revenue, revenue, and billing for work performed for and and billing for work performed for and reimbursed reimbursed by by an an internal internal or or external external customer. customer.
Project Types
Project Project Types Types

Each Each project project is is assigned assigned a a project project type. type. Project Project types types are are user user defined defined and and are are used used to: to: Control Control processing processing
Control Control project project defaults defaults Generate Generate reports reports Specify Specify AutoAccounting AutoAccounting rules rules (if (if desired) desired)
How the Project Type Controls Processing and Defaults Processing: 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 Project Classes Classes and and Project Project Types Types
Project Project classes classes are are predefined, predefined, but but project project types types are are implementation-defined. implementation-defined.
Project Classes
Indirect Overhead
Project Types
Bid and Proposal
Capital
Product Development
Contract (Project Billing Only)
Time and Materials Cost Plus
Section 2 Creating and Configuring Projects
Section Section 2 2 Creating and Configuring Creating and Configuring Projects Projects
Creating and Configuring Projects
Creating Creating and and Configuring Configuring Projects Projects

Comprehensive online inquiry and reporting Identify business terms and rules Define projects Collect costs
Enter Enter project project
Adjustments
Project Templates and Quick Entry
Project Project Templates Templates and and Quick Quick Entry Entry
All All projects projects defined defined in in Oracle Oracle Projects Projects must must originate originate from from a a template template (or (or an an existing existing project). project). Templates Templates are are used used to: to: Simplify Simplify the the project project setup setup process process
Copy Copy projects projects and and WBS WBS Copy Copy commonly commonly used used project project and and task task options options
Quick Quick Entry Entry provides: provides: A A way way to to enter enter variable variable project project information information that that may change between projects may change between projects A A way way to to override override certain certain values values defined defined for for the the project project template template
Project Creation
You can create a new project by copying a project template or an existing project.
Required Project Data
Required Required Project Project Data Data

You You can can define define a a project project with with just just the the basic basic project project information: information: Number Number Unique Unique identifier identifier System-generated System-generated or or manually manually entered; entered; based based on on implementation implementation Name: Name: Unique Unique description description of of the the project project Type Type What What type type of of project? project? What What type type of of work? work? Organization: Organization: The The organization organization responsible responsible for for the project the project
Optional Project Data
Optional Optional Project Project Data Data

The The following following information information is is defaulted defaulted and and can can be be changed: changed: Duration: Duration: When When does does the the project project start start and and end? end? Status: Status: Is Is the the project project active active (chargeable) (chargeable) or or closed closed (non-chargeable)? (non-chargeable)? Public Public Sector: Sector: Is Is the the client client public public or or private? private? Selecting Selecting the the Public Public Sector Sector box box affects affects project project reporting reporting and and AutoAccounting. AutoAccounting.
Additional Project Data
Additional Additional Project Project Data Data

You You can can define define additional additional information information based based on on the the requirements requirements of of your your project project or or company. company. Options Options may may include: include:
Tasks Classifications Key Members Resource List Assignment Customers and Contacts Asset Information
Burden Multipliers Multinational Billing Information Bill Rates and Overrides Organization Overrides Transaction Controls
Project Status Controls
Project Project Status Status Controls Controls

You You can can use use project project status status to to control control what what processing processing is is allowed allowed at at the the various various stages stages of of a a project. project. Oracle Oracle predefines predefines the the following following statuses: statuses: Active Active
Unapproved Unapproved Submitted Submitted Approved Approved Rejected Rejected Pending Pending close close Closed Closed
Project Status Controls
Project Project Status Status Controls Controls

When When you you define define a a project project status, status, you you specify specify which which functions functions are are allowed allowed for for that that status. status. You You can can control control the the following following functions: functions: Create Create new new transactions transactions
Adjust Adjust transactions transactions Generate Generate revenue revenue Generate Generate invoice invoice Capitalize Capitalize assets assets Include Include in in status status reports reports
How to Create a Project Status
How How to to Create Create a a Project Project Status Status
Project Statuses (N) Setup>Projects>Statuses (B) Open How to Create a Project Status 1 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 How to to Create Create a a New New Project Project
Find Projects (N) Projects How to Create a New Project 1 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 Key Members Members

Key Key members members are are employees employees who who can: can: Enter Enter and and maintain maintain project project data data
View View labor labor cost cost details details charged charged to to the project (based on project the project (based on project role role type type definition) definition)
Key Key member member information information includes: includes: Employee name and number Employee name and number
Project Project role role type type (defined (defined during during implementation) implementation)
Each Each project project can can have have only only one one project project manager manager at at a a time. time.
Examples of Key Members Project manager Project accountant Project coordinator Cross-Project Security in Oracle Projects You can also define responsibilities for cross-project users who are able to enter and maintain project data even if they are not assigned as key members.
Classification Information
Classification Classification Information Information

You You classify classify projects projects based based on on implementation implementation defined defined classification classification categories categories and and codes. codes. The The category category definition definition specifies specifies whether: whether:
More More than than one one code code per per category category is is allowed. allowed. A A class class code code for for the the category category is is mandatory. mandatory.
Use codes for AutoAccounting
Use codes for reporting
Examples of Categories and Codes
Funding Source Private Federal State or Local
Market Sector Environmental Structural
Work Breakdown Structure
Work Work Breakdown Breakdown Structure Structure

A A work work breakdown breakdown structure structure (WBS) (WBS) is is a a task task tree tree showing showing the the organization organization of of project project work. work. It It can can be be as as simple simple or or detailed detailed as as you you want want it it to to be. be. There There are are no no limits limits in in width width or or levels. levels.
Project Task 1 Task 1.1
Task 1.1.1
Task 2 Task 2.1 Task 2.2

Task 2.2.1
Task 1.2
Processing by Task Levels
Processing Processing by by Task Task Levels Levels

Tasks Tasks can can be be used used and and processed processed based based on on their their location location in in the the WBS. WBS. Top Top tasks tasks Budgeting Budgeting Rollup Rollup Reporting Reporting Middle Middle tasks tasks Rollup Reporting Rollup Reporting Lowest Lowest tasks tasks Budgeting Budgeting Transaction Transaction Entry Entry Override Override Entry Entry
Examples of Task Levels Task 1 Top Task and Lowest Task Task 2 Top Task Task 3 Top Task and Lowest Task
______ |______ | | Task 2.1 Task 2.2 Middle Task Lowest and Middle Task _____|______ | | Task 2.1.1 Task 2.1.2 Lowest Task Lowest Task
Basic Task Information
Basic Basic Task Task Information Information

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

Tasks Tasks are are indented indented to to indicate indicate their their location location in in the the WBS. WBS. When When planning planning your your WBS WBS numbering numbering method, method, choose choose your your task task numbers numbers carefully. carefully. The The Task Task Number Number field field is is used used as as a a sort sort key key within within a a task task level level for for reporting reporting purposes. purposes. Since Since it it is is alphanumeric, alphanumeric, numbers numbers precede precede letters. letters.
Project 01 1.1
1.1.1
Project 11 1 1.1
1.1.1
02 2.1 2.2
2.2.1
11 2.1
2 2.2
2.2.1
Numbering If the WBS has ore than 10 tasks, you must always use a leading zero for single-digit numbers.
Basic Task Information
Basic Basic Task Task Information Information

Task Task chargeable chargeable check check box: box: Specifies Specifies whether whether lowest lowest task task can can be be charged charged
Defaults Defaults to to allow allow charges charges for for lowest lowest tasks; tasks; defaults defaults to to parent parent task task value value for for middle middle tasks tasks Automatically Automatically unchecks unchecks for for parent parent tasks tasks when when subtasks subtasks are are created created
Changing Default Task Information
Changing Changing Default Default Task Task Information Information

You You can can override override the the default default task task information. information. Default Default information information is is used used for for new new subtasks. subtasks.
Changes Changes do do not not cascade cascade to to existing existing tasks. tasks.
PROJECT PROJE CT Org Org= =Environ. Environ.
Example Task 1: No detai l change Task 2: Changed befor e subtasks cr eated Task 3: Changed after subtasks created .
Task Task1 1 Org Org= =Environ. Environ.
Task Task2 2 Org Org= =Elect. Elect.
Task Task3 3 Org Org= =Elect. Elect.
1.1 1.1 Org Org= =Environ. Environ.
2.1 2.1 Org Org= =Elec. Elec.
2.2 2.2 Org Org= =Elec. Elec.
3.1 3.1 Org Org= =Environ. Environ.
How to Create a Task
How How to to Create Create a a Task Task
Tasks (N) Projects (B) Find (B) Open (B) Detail How to Create a New Top Task 1 Select a top task. 2 Click the Create Peer Task button. How to Create a New Subtask 1 Select the task for which you want to create a subtask. 2 Click the Create Subtask button.
How to Enter Task Details
How How to to Enter Enter Task Task Details Details
Tasks (N) Projects (B) Find (B) Open (B) Detail (B) Options How to View Task Details 1 Select a task in the Tasks window. 2 Click the Options button. 3 Select Task Detail in the Task Options window.
Finding Tasks
Finding Finding Tasks Tasks
Tasks (N) Projects (B) Find (B) Open (B) Detail Using the Find Tasks Window If you enable the profile option PA: Display Find Tasks, you can automatically display this window when you select the Tasks option in the Projects, Templates window. This window is very helpful if your projects have many tasks.
Transaction Controls
Transaction Transaction Controls Controls

In In the the Transaction Transaction Controls Controls window, window, you you list list controls controls based based on on the the Limit Limit to to Transaction Transaction Controls Controls check check box: box: Checked Checked = = Inclusive Inclusive limit limit to to transaction transaction controls controls Allows Allows only only charges charges that that are are included included on on the the list. list. Anything Anything not not listed listed is is not not chargeable. chargeable. Unchecked Unchecked = = Exclusive Exclusive limit limit to to transaction transaction controls controls Specifies Specifies charges charges that that are are not not allowed. allowed. Anything Anything not not listed listed is is chargeable. chargeable. You You can can control control exceptions exceptions to to any any rule rule using using the the Chargeable check box. Chargeable check box.
Transaction Controls (N) Projects (B) Find (B) Open (B) Detail Result of This Transaction Control Elaine and Sharon can charge labor and contractor expenditures only. No other employees can charge to the project.
Transaction Controls (N) Projects (B) Find (B) Open (B) Detail Result of This Transaction Control Elaine and Sharon can charge all types of transactions (including Expenses). No other employees can charge to the project.
Transaction Controls (N) Projects (B) Find (B) Open (B) Detail Result of This Transaction Control Elaine can charge all types of transactions (including Material). All employees except Sharon can charge everything except materials. Sharon cannot charge to the project.
Logic of Transaction Controls
Logic Logic of of Transaction Transaction Controls Controls

You You can can enter enter transaction transaction controls controls at at the the project project and and lowest lowest task task levels. levels. Task Task transaction transaction controls controls override override project project transaction transaction controls. controls. The The priority priority of of processing processing when when there there is is more more than than one one applicable applicable row row is is as as follows: follows: Person-Expenditure Person-Expenditure category-Expenditure category-Expenditure Type Type (NLR) (NLR) Person-Expenditure Person-Expenditure category category
Person Person Expenditure Expenditure category-Expenditure category-Expenditure type-(NLR) type-(NLR) Expenditure Expenditure category category
Reference For more information, see Oracle Projects Users Guide.
Organization Overrides
Organization Organization Overrides Overrides
Organization Overrides (N) Projects (B) Find (B) Open (B) Detail Organization Overrides Usability Redirect an employees or organizations 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 Burden Multipliers Multipliers

A A burden burden multiplier multiplier applies applies to to a a raw raw cost cost amount amount to to reflect reflect the the actual actual cost cost of of doing doing business. business. These These extra costs include employee benefits, office extra costs include employee benefits, office space, space, and and so so on. on. A A cost cost burden burden schedule schedule is is an an implementationimplementationdefined defined set set of of burden burden multipliers multipliers used used for for costing costing to to derive derive total total cost cost amounts. amounts. You You can can apply apply costing costing burden burden schedules schedules across across projects. projects. Burden Burden schedule schedule overrides overrides are are revisions revisions to to the the burden schedule attached to the project. When burden schedule attached to the project. When you you define define project project types types at at implementation, implementation, you you decide decide whether whether overrides overrides will will be be allowed allowed for for each each project project type. type.
Reference For more information, see Oracle Projects Users Guide.
Review of Project Definition
Review Review of of Project Project Definition Definition

Below Below is is a a summary summary of of data data elements elements and and options options available available for for indirect indirect projects projects and and tasks: tasks:
Level at Which Entry Is Allowed
Task Task Task Project/Task Options Project Classification Customers and Contacts Key Members Organization Overrides Resource List Assignments Transaction Controls Multinational Options Burden Multipliers Costing Burden schedule Default Default Default Default Top Middle Low est
Burden Schedule
Review of the Steps to Create a New Project 1 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 Reports for for Project Project and and Task Task Setup Setup
You You can can verify verify project project and and task task setup setup with with these these reports: reports: Project Project Configuration Configuration Report: Report: Displays Displays project project detail detail information information and and project project overrides. overrides. Task Task Details Details Report: Report: Displays Displays task task detail detail information information and and task task overrides. overrides. Work Work Breakdown Breakdown Structure Structure (WBS) (WBS) Report: Report: Displays hierarchical format Displays hierarchical format of of work work breakdown breakdown structure. structure.
Section 3 Maintaining Projects and Tasks
Section Section 3 3 Maintaining Projects Maintaining Projects and and Tasks Tasks
Maintaining Projects and Tasks
Maintaining Maintaining Projects Projects and and Tasks Tasks

Enter Enter project project
Maintain cts sks MaintainProje P roje ctsand and Ta Ta sks
Adjustments
Changing the Project Information
Changing Changing the the Project Project Information Information

You You can can make make two two types types of of changes changes to to project project information, information, unrestricted unrestricted and and conditional, conditional, depending depending on the type of information: on the type of information: Unrestricted Unrestricted changes: changes:
Name/Description Name/Description Status Status Public Public sector sector Start Start date: date: Must Must be be on on or or before before any any task task start start date; date; will will not not change change existing existing task task attributes attributes Completion Completion date: date: Must Must be be on on or or after after any any task task completion date; will not change existing completion date; will not change existing task task attributes attributes

Conditional Conditional changes: changes: Project Project organization organization Change Change is is allowed allowed only only before before transactions transactions are are charged charged to to a a project. project. An An audit audit is is retained retained to to track track transaction transaction accounts accounts that that were were determined determined from from the the old old organization using AutoAccounting rules. organization using AutoAccounting rules.

Conditional Conditional changes changes (Continued): (Continued): Project Project number number Change Change is is allowed allowed only only before before transactions transactions are are charged charged to to a a project. project. Transactions Transactions include include timecards, timecards, expense expense reports, reports, usage usage logs, logs, supplier supplier invoices, invoices, purchase purchase orders, orders, requisitions, requisitions, and and events. events. Change Change is is allowed allowed only only if if manual manual project project numbering is used. numbering is used. Project Project type: type: Change Change is is allowed allowed only only before before transactions transactions are are charged charged to to a a project. project.
Changing the Project Organization
Changing Changing the the Project Project Organization Organization

Oracle Oracle Projects Projects provides provides the the functionality functionality to to change change the the organization organization hierarchy. hierarchy. You You can can change change your your original original organization organization hierarchy hierarchy and and optionally optionally place place effective dates on multiple versions effective dates on multiple versions of of the the hierarchy. hierarchy. You You can can make make changes changes to to project project and and task task organization organization hierarchies hierarchies after after you you enter enter transactions transactions for for the the project project or or task. task.

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

Along Along with with organization organization hierarchies, hierarchies, you you can can use use organization organization classifications classifications to to specify specify which which organizations organizations are are allowed allowed to: to: Manage Manage projects projects and and tasks tasks (project (project organization organization hierarchy) hierarchy) Incur Incur expenditures expenditures (expenditure (expenditure organization organization hierarchy) hierarchy)
Benefits of Reorganizations
Benefits Benefits of of Reorganizations Reorganizations

The The following following are are business business benefits benefits of of organization organization hierarchies: hierarchies: Accommodate Accommodate company company reorganizations reorganizations for for a a single single or or for for multiple multiple projects. projects. Determine Determine which which organizations organizations can can own own projects projects or or incur incur costs costs through through organization organization classifications. classifications. Indicate Indicate which which organizations organizations are are valid valid projectprojectowning organizations or expenditure owning organizations or expenditure organizations organizations for for an an operating operating unit unit through through organization organization hierarchy hierarchy assignment. assignment.
Flexible Organization Change Methods
Flexible Flexible Organization Organization Change Change Methods Methods

Oracle Oracle Projects Projects provides provides flexible flexible change change methods methods to to meet meet your your business business needs: needs: Change Change single single project/task project/task organization organization using using the the Project Project form form Change Change multiple multiple project/task project/task organizations organizations using using the the Mass Mass Update Update Batch Batch form form Use Use function function security, security, Projects: Projects: Org Org Update: Update: Update Override Standard Checks, Update Override Standard Checks, or or implement implement the the Verify Verify Organization Organization Change Change client client extension extension to to enforce enforce organization organization change change rules rules
Mass Update
Mass Mass Update Update
Mass Update Batches (N) Project Maintenance>Mass Update Batches Creating a Batch for Mass Update You use the Mass Update Batches window to change the organization of multiple projects and tasks. This window performs the following functions: Generates a batch of projects and/or tasks for which you want to update the owning organization. Initiates a process that updates the organization on all projects and tasks specified in the batch.
Changing the Task Information
Changing Changing the the Task Task Information Information

You You can can apply apply the the following following types types of of changes changes to to a a task task definition: definition: Unrestricted Unrestricted changes: changes:
Task Task name name Description Description Task Task manager manager Task service Task service type type Start Start date: date: Must Must be be on on or or after after project project start start date; date; will will not not change change existing existing task task attributes attributes Completion Completion date: date: Must Must be be on on or or before before project project completion date; will not change completion date; will not change existing existing task task attributes attributes
Changing the Task Information
Changing Changing the the Task Task Information Information

Conditional Conditional changes: changes: Task Task number: number: Change Change is is allowed allowed only only before before transactions are charged to a task. transactions are charged to a task. Task Task organization: organization: Change Change is is allowed allowed only only before before transactions transactions are are charged charged to to a a task. task. Chargeable Chargeable check check box: box: Change Change is is allowed allowed only only at at the lowest task. the lowest task.
Changing the WBS
Changing Changing the the WBS WBS

You You can can make make the the following following types types of of changes changes to to the the WBS: WBS: Adding Adding a a task: task: Can Can add add any any task task without without overrides overrides or or transactions. transactions. Deleting Deleting a a task: task: Can Can delete delete any any task task without without transactions, transactions, subtasks, subtasks, or or budget budget amounts. amounts. You You will will delete delete overrides overrides when when the the task task is is deleted. deleted. Changing Changing the the task task level: level: Cannot Cannot be be done done directly, directly, but it can be done by creating a new but it can be done by creating a new desired desired structure. structure. This This may may require require the the transfer transfer of of any any items items that that are are charged charged to to old old tasks. tasks.
Changing Project Statuses; Integration with Oracle Workflow
Changing Changing Project Project Statuses; Statuses; Integration Integration with with Oracle Workflow Workflow
You You can can use use Oracle Oracle Workflow Workflow to to define define an an approval approval process process to to change change the the statuses statuses of of projects projects or or budgets. budgets. Using Using Oracle Oracle Workflow, Workflow, you you can: can: Model Model workflows workflows to to meet meet your your business business processes processes
Automatically Automatically route route projects projects and and budgets budgets to to approvers approvers Receive Receive status status notifications notifications Automatically Automatically update update the the project project or or budget budget based based on the approvers actions on the approvers actions
Business Benefits of Using Workflow
Business Business Benefits Benefits of of Using Using Workflow Workflow

Workflow Workflow gives gives you you the the ability ability to: to: Create Create more more accurate accurate project project and and budgets budgets by by dividing responsibility of entering dividing responsibility of entering and and crosscrosschecking checking information. information. Define Define your your approval approval process process in in project project and and budget budget status status changes. changes. Combine Combine project project and and budget budget verification verification rules. rules.
Choose Choose which which projects projects and and tasks tasks are are routed routed via via Workflow Workflow Choose Choose the the approval approval route route and and business business rules rules that that apply apply
Summary
Summary Summary
This This lesson lesson described described how how to to perform perform these these tasks: tasks: Define Define project project classes classes and and types types
Create Create a a new new indirect indirect project project Create Create a a WBS WBS Enter Enter the the appropriate appropriate project project information information Apply transaction controls Apply transaction controls Maintain Maintain projects projects
Summary Project setup drives processing of transactions charged to the project. You define a project and a WBS to record work and process transactions as you and 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 Practice 3-1 3-1 Overview Overview

The The practice practice covers: covers: Creating Creating project project types types
Creating Creating a a project project template template Creating Creating an an indirect indirect project project Defining Defining key key members members and and classifications classifications Defining WBS, task details, Defining WBS, task details, transaction transaction controls, controls, project status, and audit reports project status, and audit reports
Cost Budgets
Chapter 4
Cost Budgets Chapter 4 - Page 1
Cost Budgets
Cost Cost Budgets Budgets
Objectives
After After completing completing this this lesson, lesson, you you should should be be able able to to do do the the following: following: Describe Describe the the options options for for budgeting budgeting project project costs costs Budget Budget entry entry method method (BEM) (BEM) Detail Detail of of budget budget amounts amounts Enter Enter a a project project budget budget Baseline Baseline the the budget budget Review Review the the budget budget history history Revise Revise the the budget budget
Agenda
Agenda Agenda
Section Section 1: 1: Overview Overview of of Budget Budget Features Features Section Section 2: 2: Entering Entering and and Baselining Baselining Budgets Budgets Section Section 3: 3: Maintaining Maintaining Budgets Budgets
Section 1 Overview of Budget Features
Section Section 1 1 Overview Overview of of Budget Budget Features Features
Overview of Budget Features
Overview Overview of of Budget Budget Features Features

Enter project
Enter budget
Baseline budget
Maintain Budget
Adjustments
Budget Structure
Budget Budget Structure Structure

Every Every project project budget budget that that you you enter enter is is classified classified by by a a budget budget type. type. Each Each budget budget type type is is defined defined as as either either a a cost budget type or a revenue budget type. Oracle cost budget type or a revenue budget type. Oracle Projects Projects predefines predefines four four budget budget types: types: Approved Approved Cost Cost budget budget Approved Approved Revenue Revenue budget budget
Forecast Forecast Cost Cost budget budget Forecast Forecast Revenue Revenue budget budget
Budget Types You can define additional budget types. For example, your company may want to create a separate budget from the Approved Cost budget to track what if scenarios for future project alternatives. You can use any budget type for project status tracking.
Budget Structure
Budget Budget Structure Structure

For For cost cost budgets, budgets, you you can can enter: enter: Quantities Quantities
Raw Raw cost cost Burdened Burdened costs costs
For For revenue revenue budgets, budgets, you you can can enter: enter: Quantities Quantities Revenue Revenue amounts amounts
Budget Amounts The Budget Entry Method may indicate user entry for some or all of the budget amount choices.
Budget Types and Versions
Budget Budget Types Types and and Versions Versions

Budget Types Budget Versions
User-Defined budget Foreca st Cost budget Approv ed Cos t budget
DRAFT DRAFT DRAFT

Origina l Submit and baseline Revised original 2 nd Historical 3rd Revised original 4th Current 5th version 1s t
Budget Versions Oracle Projects maintains a history of all baselined budgets for each budget type.
Budget Versions
Budget Budget Versions Versions

Budget Budget versions versions are are grouped grouped as as follows: follows: Original: Original: First First baselined baselined budget budget
Current: Current: Most Most recently recently baselined baselined budget budget Revised Revised original: original: Current Current and and historical historical revisions revisions of of the the original original budget budget Historical: Historical: Historical Historical copies copies of of previously previously baselined budgets that are not baselined budgets that are not original original or or current current
Budget Reporting The current and original (or revised original) are used in reporting.
Budget Entry Method (BEM)
Budget Budget Entry Entry Method (BEM) (BEM)

For For each each version version of of each each budget budget type, type, these these four four key key budgeting budgeting options options must must be be determined: determined: Level Level of of budget budget (project (project versus versus task task levels) levels) Cost Cost amount amount types types (quantity, (quantity, raw, raw, and/or and/or burdened burdened cost) cost) Time-phase Time-phase (total (total duration duration versus versus time time periods) periods) Detail Detail of of budget budget (summary (summary versus versus categorized categorized detail) detail) Every Every combination combination of of these these key key elements elements is is assigned assigned to to a a unique unique budget budget entry entry method. method.
Budget Entry Method The Budget Entry Method that you select when you enter a budget determines the level of detail for the budget in these four areas. A more detailed budget allows you more detail in status tracking and exception analysis but requires more time to maintain.

Oracle Oracle Projects Projects predefines predefines three three budget budget entry entry methods: methods: By By lowest lowest tasks tasks and and date date range, range, categorized categorized by by resource resource By By lowest lowest tasks tasks and and GL GL Period, Period, categorized categorized by by resource resource By By lowest lowest tasks tasks and and PA PA Period, Period, categorized categorized by by resource resource You You can can define define additional additional budget budget entry entry methods. methods.
BEM Defaults You can accept or override the default BEM: If you are entering the first draft for the budget type, the default BEM is determined by the project type of the project. If a prior version of the budget type exists, the default BEM is the budget entry method of the projects current budget for the budget type.
BEM Selection If you select a categorized BEM for the first draft budget of any type, all subsequent draft budgets of that type must also use categorized BEMs. The same is true for uncategorized BEMs. The list of values for Entry Method will show only valid BEMs for the budget. Categorized budgets are tracked by resource. Uncategorized budget amounts are entered at the work breakdown structure level for your budget. Amounts may summarize a combination of labor, expenses, and other costs.
Levels of Budgets
Levels Levels of of Budgets Budgets

You can never budget at this level
You can budget here
PROJECT
Top Task
Lowest Task Lowest Task
You can budget here
Top Task
Lowest Task
Subtask Subtask
Lowest Task
You can budget here
Budget Entry Level You 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 WBS branch. You can never budget at the middle task level.
Selecting Costs
Selecting Selecting Costs Costs
Budgets (N) Budgets Cost Amount Types Select any combination of the following data elements to enter: Quantity Raw cost Burdened Cost
Time-Phased Budgets
Time-Phased Time-Phased Budgets Budgets

Choose Choose either either type type of of time-phased time-phased budgeting: budgeting: Amounts Amounts by by time time periods periods GL GL periods periods PA PA periods periods Date Date ranges ranges
Amounts Amounts at at completion completion No No duration, duration, defaults defaults to to project project start/end start/end dates dates
Examples GL Periods 99-07 PA Periods 99-07-02 99-07-03 99-07-04 Date Ranges July 10 through July 25 No Duration Defaults to task or project start/end dates
Resource List
Resource Resource List List

To To effectively effectively manage manage your your projects, projects, you you must must track track the the activities activities and and resources resources used used on on the the project. project. Activities Activities are are defined defined in in a a WBS. WBS. Resources Resources are are amounts needed to track, complete, amounts needed to track, complete, and and account account for for project project work. work. For For example: example: Labor Labor
Services Services Material Material Equipment Equipment
Resource List You select the resources you want to use in your project budget from the resource list you choose when you enter the draft.
Resource List

You You use use Resource Resource Lists Lists as as groupings groupings by by which which you you want want to to budget budget and and summarize summarize actuals actuals.. You You can can define define resources resources lists lists made made of: of: Employees Employees
Organizations Organizations Jobs Jobs Suppliers Suppliers Expenditure Expenditure categories categories Revenue Revenue categories categories Expenditure Expenditure types types Event Event types types
Resource Budgeting You can choose to budget by different resources for different kinds of projects. For example, you can budget labor by employees for small research and development projects, and by organization for large design projects.
Resource Groups
Resource Resource Groups Groups

You You can can define define a a simple simple list list of of resources resources or or a a two two level level hierarchy hierarchy of of resource resource groups groups and and resources. resources. You You can can group group resources resources by: by: Organization Organization
Revenue Revenue category category Expenditure Expenditure category category No No category category
Using Resource Groups If you choose to use resource groups, you should include all expenditure categories, revenue categories, or organizations in your resource list.
Resource Groups
Resource Resource Groups Groups

Resources Resources can can be be tracked tracked by by
A labor resource group and individual employees
A material resource group
An expenses resource group and airfare, auto, hotel and meals expenditure types
Resource Groups Resource 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 the resource group.
Resource List
Resource Lists (N) Setup>Budgets >Resource Lists Resource Types Different 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 Assignment During project template and project setup, you assign resource lists to a project to indicate which resource lists you want to use for summarizing project actuals. Oracle Projects requires that every project have at least one resource list assignment.
Budget Security
Budget Budget Security Security

You You can can secure secure your your project project budget budget using using one one of of the the following following levels levels of of budget budget security: security: Project Project security: security: Controls Controls which which projects projects you you can can select select for for budgeting budgeting and and whether whether you you can can update update a a budget budget Function Function security: security: Controls Controls a a users users access access to to functions functions based based on on the the users users responsibility responsibility Project Project management management security: security: Controls Controls updating updating of budgets imported from external of budgets imported from external systems systems Budget Budget line line source source security: security: Controls Controls whether whether you you can can update update amounts amounts in in budget budget lines, lines, based based on on the the source source of of the the amount amount
Budget Security The budget line source security is implemented using function security. You can specify limits on updating amounts that were calculated by a budget calculation extension, amounts that were copied from actuals, or amounts copied from budget versions. For more information, see Oracle Projects Users Guide, Function Security and Project-Based Security.
Section 2 Entering and Baselining Budgets
Section Section 2 2 Entering Entering and and Baselining Baselining Budgets Budgets
Entering Budgets
Entering Entering Budgets Budgets

Enter project
Enter Enter budget budget
Enter Enter budget budget
Maintain Budget
Adjustments
Creating Budgets
Creating Creating Budgets Budgets
Budgets (N) Budgets Draft Budgets You enter or revise the budget amounts for a project in a draft budget. The status for a draft budget is Working.
Budget Amounts
Budget Budget Amounts Amounts

You You enter enter budget budget amounts amounts using using one one of of the the following following methods: methods: Copy Copy a a project project or or template template from from the the Projects, Projects, Templates Templates Summary Summary window window Enter Enter a a budget budget directly directly in in the the Budgets Budgets window window Copy Copy an an earlier earlier budget budget version version and and optionally optionally adjust amounts by a specified percentage adjust amounts by a specified percentage Copy Copy project project actuals actuals
Enter Enter budget budget quantities quantities Upload Upload amounts amounts from from project project management management systems systems
Entering Budget Amounts Note the following regarding budget amount entry methods: When copying a project or template from the Projects, Templates Summary window, the current budget (or draft if no baselined budget exists) is copied into the 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 raw cost that you enter. You can use the Activity Management Gateway or Oracle Project Connect to upload budget amounts from an external project management system.
Task-Level Budget
Task-Level Task-Level Budget Budget
Task Budgets (N) Budgets (B) Details How to View the Task-Level Budget 1 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, and burdened cost for each task and the total for the project.
Budget Lines
Budget Budget Lines Lines
Task Budgets (N) Budgets (B) Details (B) Budget Lines How to Enter Detailed Budget Information 1 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 four periods at a time using the matrix entry Budget Lines window.
Budgeting by Quantity and Units
Budgeting Budgeting by by Quantity Quantity and and Units Units

Projects Projects can can budget budget by by units units at at the the detail-line detail-line level level appropriate appropriate for for the the given given resource resource type. type. When When viewing viewing summary summary accounts: accounts: The The detail detail screen screen summarize summarize all all units units
At At summary summary levels levels above above the the detail detail lines, lines, only only labor labor hours hours are are summarized summarized at at the the top top task task or or project project level level
Lines Overflow Region
Lines Lines Overflow Overflow Region Region
Overflow region This 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, and burdened cost for the same resource are entered, these fields are identical for all lines for 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 to the overflow region of the matrix entry Budget Lines window.
Baselining Budgets
Baselining Baselining Budgets Budgets

Baselining Baselining is is the the process process of of approving approving a a budget budget for for use use in in reporting reporting and and accounting. accounting.
Current Budget
Historical Baselined Versions
Baselining The first time you baseline a budget, that budget becomes the Original Budget. The most recent baselined version is named the Current budget, which is used for reporting. All previously baselined budgets are named as historical baselined versions. The Project Status Inquiry (PSI) compares actuals to the Current and Original (or revised original) budgets.
Submitting Budgets
Submitting Submitting Budgets Budgets
Submitting Budgets When you complete budget entry, you can submit your draft to indicate that it is ready for review and baselining.
Baselining Budgets
Baselining Baselining Budgets Budgets
Baselining Budgets When 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 Baselining with with Workflow Workflow
Baselining Budgets with Workflow 1 Oracle calls the budget verification extension when the budget is submitted. If the budget submission rules are met, budget baseline rules are verified. If either fails, an error is issued and the status does not change. If submission and baseline rules 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 issued and the status does not change. 4 Oracle calls the budget verification extensions If 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 the budget approval process, and again before it changes the budget status. This ensures that the verification rules for the status change are met, even it changes have been made to the budget during the approval process.
Standard Baseline Requirements
Standard Standard Baseline Baseline Requirements Requirements

Standard Standard baseline baseline requirements requirements only only apply apply to to contract contract projects. projects.
Approved Revenue Budget
Funding
Standard Baseline Requirements For contract projects in Oracle Project Billing, the baseline function verifies that the budget amounts for the budget type Approved Revenue Budget equals the total funding for the project or for the top tasks within the project, if using task level funding. If this check is successful, a new budget version is created. If the amounts are not equal, Oracle Projects displays an error and does not create a new budget version.
Section 3 Maintaining Budgets
Section Section 3 3 Maintaining Maintaining Budgets Budgets
Maintaining Budgets
Maintaining Maintaining Budgets Budgets

Enter project
Enter budget
Baseline budget
Maintain Budget
Adjustments
Budget Processing Flow
Budget Budget Processing Processing Flow Flow

Create projects Copy budget
Enter/revise draft
Rework submitted budget
Submit draft
Baseline draft
Baselined budget versions
Track budget vs. actuals
Budget Versions
Budget Budget Versions Versions
Budget Version History (N) Budgets (B) History Budget Versions All versions of each budget type are maintained as a historical record for reporting purposes. You can access any version of a budget from the Budgets window by: 1 Selecting the appropriate budget type in the Find Budget region 2 Clicking the History button All baselined budgets are displayed in the Budget Version History window.
Revising Baselined Budgets
Revising Revising Baselined Baselined Budgets Budgets

You You cannot cannot directly directly change change the the amounts amounts or or structure structure of of a a budget budget that that has has been been baselined. baselined. If If you you need need to to make changes to a baselined budget, you must: make changes to a baselined budget, you must: Update Update the the draft draft
Baseline Baseline that that version version as as the the new new Current Current budget. budget.
Revising Baselined Budgets After you baseline a budget, the draft is the same as the last current budget version.
Revising Original Budgets
Revising Revising Original Budgets

You You may may want want to to modify modify the the Original Original Budget Budget to to correct correct data data entry entry errors errors or or scope scope changes changes which which you you want to include in the original budget amounts. want to include in the original budget amounts.
Revising the Original Budget To 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 Revising Draft Draft Budgets Budgets

There There are are different different methods methods for for revising revising draft draft budgets budgets in in the the Budgets Budgets window: window: Changing Changing amounts amounts Navigate Navigate to to the the budget budget line line and and easily easily change change any any field field value, value, delete delete the the budget budget item item if if needed, needed, and and add add a a new new line. line. Copy Copy previous previous budgets budgets or or actuals actuals into into a a draft. draft.
Changing Changing BEM BEM Navigate Navigate to to the the Entry Entry Method Method field. field. Select Select a a different different method. method. All All budget budget lines lines are are deleted from the draft. deleted from the draft.
Revising Draft Budgets To 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, you must enter zeros for all amounts and for all periods for that resource.
Summary
Summary Summary
This This lesson lesson described described how how to to perform perform these these tasks: tasks: Create Create a a project project budget budget
Enter Enter or or revise revise a a draft draft budget budget Submit Submit a a draft draft budget budget Baseline Baseline a a draft draft budget budget Revising baselined Revising baselined budgets budgets Track Track budgeted budgeted versus versus actual actual costs costs

Creating Creating a a new new budget budget Baselining Baselining a a budget budget Modifying Modifying a a budget budget
Transactions
Chapter 5
Transactions Chapter 5 - Page 1
Transactions
Transactions Transactions
Objectives
After After completing completing this this lesson, lesson, you you should should be be able able to to do do the the following: following: Set Set up up the the types types of of transactions transactions in in Oracle Oracle Projects Projects
Describe Describe the the effects effects of of charge charge controls controls Explain Explain the the flow flow and and entry entry of of the the following: following: Preapproved Preapproved expenditure expenditure batches batches Allocations Allocations and and AutoAllocation AutoAllocation Sets Sets Oracle Self Service Time and Expense Oracle Self Service Time and Expense
Transaction Transaction import import Project-related Project-related requisitions, requisitions, purchase purchase orders, orders, and supplier invoices and supplier invoices Multicurrency Multicurrency transactions transactions
Agenda
Agenda Agenda
Section Section 1: 1: Overview Overview of of Transactions Transactions Section Section 2: 2: Preapproved Preapproved Expenditure Expenditure Batch Batch Entry Entry Section Section 3: 3: Project Project Allocations Allocations and and AutoAllocations AutoAllocations Section Section 4: 4: Oracle Oracle Self Self Service Service Time Time Section Section 5: 5: Expense Expense Reports Reports Section Section 6: 6: Project-Related Project-Related Transactions Transactions in in Oracle Oracle Purchasing Purchasing and and Oracle Oracle Payables Payables Section Section 7: 7: Multicurrency Multicurrency Transactions Transactions Section Section 8: 8: Transaction Transaction Import Import Section Section 9: 9: Review Review of of Project Project Expenditures Expenditures
Section 1 Overview of Transactions
Section Section 1 1 Overview Overview of of Transactions Transactions
Overview of Transactions
Overview Overview of of Transactions Transactions

Comprehensive online inquiry and reporting Identify business terms and rules Define projects
Enter Reqs/ PO s in PO Ext ernal transactions Enter Time & E xpe nse s Baseline budget Enter pre approv ed expenditures
Collect costs
Enter supplie r invoices
Inte rfac e Import to G/L
Enter project
Tra nsa ction import Upload
Enter budget
Adjustments
Actuals and Commitments
Actuals Actuals and and Commitments Commitments

You You record record the the following following transactions transactions against against a a project project to to record record actual actual work work performed performed or or cost cost incurred: incurred: Timecards Timecards
Expense Expense reports reports Asset Asset utilization utilization usage usage logs logs Supplier Supplier invoices invoices Miscellaneous Miscellaneous Burden Burden Work Work in in process process Inventory Inventory
Actuals and Commitments
Actuals Actuals and and Commitments Commitments

You You record record the the following following transactions transactions against against a a project project to to record record committed committed costs: costs: Requisitions Requisitions
Purchase Purchase orders orders unposted unposted supplier supplier invoices invoices
Transaction Details
Transaction Transaction Details Details

Each Each transaction transaction must must be be charged charged to to a a projects projects lowest-level lowest-level task. task. Each Each detailed detailed transaction transaction is is recorded recorded with with these these attributes: attributes: Employee/supplier/organization Employee/supplier/organization that that incurred incurred transaction transaction Expenditure Expenditure item item date date = = when when work work was was performed performed or cost was incurred or cost was incurred Project Project number number Task Task number number = = lowest-level lowest-level task task
Transaction Details
Transaction Transaction Details Details

Expenditure Expenditure type type = = type type of of transaction transaction Units Units of of measure measure (UOM) (UOM) = = units units defined defined by by expenditure type expenditure type Quantity Quantity = = the the quantity quantity of of units units incurred incurred Nonlabor Nonlabor resource resource = = asset asset utilized utilized (for (for usage usage logs logs only) only) Nonlabor Nonlabor organization organization = = organization organization that that owns owns the the nonlabor nonlabor asset asset (for (for usage usage logs logs only) only)
Summary of Expenditure Definition
Summary Summary of of Expenditure Expenditure Definition Definition

Expenditure Type Class Straight Time Expense Report Expenditure Category Labor Travel Other Expenses Outside Services Other Expenses Expenditure Type Administrative Professional Airfare Meals Entertainment Other Expenses Construction Consulting Equipment Rental Supplies Computer Services Vehicles PC Sparc Truck Van Data Systems Finance IS Midwest East
Nonlabor Resource
Nonlabor Organization
Supplier Invoices
Usages
In-House Recoverables
Expenditure Type Classes for Miscellaneous Costs You can simplify the collection of miscellaneous costs using the following new expenditure 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 Summary of of Expenditure Expenditure Definition Definition

Expenditure Type Class Expenditure Category Expenditure Type Computer Srvcs Vehicles Labor Overhead Nonlabor Resource Nonlabor Organization
Miscellaneous Fixed Assets Depreciation Burden Transaction Work In Process Inventory Overhead
Materials
Building Materials
Materials
Building Materials
Expenditure Type Classes for Miscellaneous Costs (continued) Work In Process transaction Tracks manufacturing resource costs that are interfaced from Oracle Manufacturing for project manufacturing integration. Can be used when you import other manufacturing costs using transaction import. 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 Methods of Transaction Transaction Entry Entry

You You record record transactions transactions using using these these methods methods Preapproved Preapproved batches batches
Project Project allocations allocations Transaction Transaction import import Oracle Oracle Self-Service Self-Service Time Time and and Expenses Expenses Other Oracle applications Other Oracle applications
Preapproved Batches Approved 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 Applications Standard 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 Terminology of of Transactions Transactions

Oracle Oracle Projects Projects uses uses these these terms terms for for transactions: transactions: Expenditure Expenditure item: item: The The smallest smallest unit unit of of expenditure expenditure charged to a project and task. charged to a project and task. Expenditure: Expenditure: A A group group of of expenditure expenditure items items incurred incurred by by an an employee employee or or organization organization for for an an expenditure expenditure period. period. Expenditure Expenditure batch: batch: A A user-defined user-defined name name used used to to track a batch of preapproved expenditures, track a batch of preapproved expenditures, such such as as timecards timecards and and expense expense reports. reports.
Examples Expenditure 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 Charge Control Control Validation Validation

The The following following transactions transactions charged charged to to a a project project and and task task must must pass pass the the charge charge controls controls defined defined for for the the project project and and task: task: Preapproved Preapproved timecards, timecards, expense expense reports, reports, and and usage usage logs logs in in Oracle Oracle Projects Projects (validation (validation occurs occurs online) online) SST SST and and SSE SSE (validation (validation occurs occurs during during submit) submit)
External External transaction transaction import import (validation (validation occurs occurs during import) during import) Supplier Supplier invoices invoices in in Oracle Oracle Payables Payables (validation (validation occurs occurs online) online) Requisitions Requisitions and and purchase purchase orders orders in in Oracle Oracle Purchasing (validation occurs online) 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
Section Section 2 2 Preapproved Preapproved Expenditure Expenditure Batch Entry Entry
Preapproved Expenditure Batch Entry
Preapproved Preapproved Expenditure Expenditure Batch Batch Entry Entry

Enter project
Enter budget
Baseline budget
Enter Enter pre preapprov approved ed expenditures expenditures
Adjustments
Typical Preapproved Expenditure Batch Flow
Typical Typical Preapproved Preapproved Expenditure Expenditure Batch Batch Flow Flow
Local Local Organizations Organizations
1. Prepare preapproved batches. 6.Release/ approve batches. 2. Enter data; status is Working. 3. Print and review entry audit report. 4. Correct if necessary.
5. Data is verified; submit batches.
7. Reve rse batches? No 8. Print and review exp. batch status reports.
Yes
Central Central(Corporate) (Corporate)Organization Organization

9. Ensure that all batches are rele ased. 10. Distribute costs.
Local Organizations Steps 1 through 5 usually are done by data entry personnel, but step 6 can be accomplished by the employees supervisor. Central Organizations Contact local organizations if all batches are not released.
Preapproved Batches
Preapproved Preapproved Batches

You You can can perform perform some some of of these these typical typical pre-entry pre-entry activities: activities: Standardize Standardize the the batch-naming batch-naming process. process.
Organize Organize batches batches of of input input documents. documents. Batch Batch by by item item similarity similarity within within batch, batch, which which makes makes copying copying easier easier and and simplifies simplifies repetitive repetitive data data entry. entry. Count Count the the number number of of input input documents documents in in the the batch, batch, which which reduces reduces potential potential error. error. Calculate Calculate the the sum sum of of all all the the transaction transaction amounts amounts (quantities). (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 Entering Preapproved Preapproved Batches Batches
Expenditure Batches (N) Expenditures>Preapproved Batches >Enter Expenditure Type Classes Each 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 the Expenditure Batches window determines the expenditure type choices available to you in the Expenditures window.
Entering Preapproved Batches
Entering Entering Preapproved Preapproved Batches Batches
Expenditure Batches (N) Expenditures>Preapproved Batches >Enter Expenditure Type Classes (continued) For example, if the class is Expense Reports (Expenditure Batches window), airfare should 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 Entering Expenditures Expenditures
Expenditure Batches (N) Expenditures>Preapproved Batches >Enter (B) Expenditures To Enter Expenditures 1 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 Display for Expenditure Entry to indicate which tasks to include in the task list of values. Valid choices are All tasks, Chargeable tasks, and Lowest tasks.
Entering Preapproved Usages
Entering Entering Preapproved Preapproved Usages Usages

Similar Similar to to preapproved preapproved timecards, timecards, with with a a few few differences: differences: Expenditure Expenditure Batches Batches window window Class Class = = usuages usuages Expenditures Expenditures window window
In In the the Expenditures Expenditures region, region, enter enter employee employee or or organization. organization. In In the the Expenditures Expenditures Items Items region, region, select select the the usage usage expenditure type, such as vehicle, field equipment, expenditure type, such as vehicle, field equipment, computer computer services. services. Nonlabor Nonlabor Resource Resource and and Organization: Organization: These These fields fields are required for nonlabor usage entry. are required for nonlabor usage entry.
Entering Perapproved Usages
Entering Entering Perapproved Perapproved Usages Usages

Expenditures Expenditures window window Resource: Resource: Enter Enter the the resource resource utilized. utilized. The The list list is is limited to those defined for the type and the limited to those defined for the type and the organization. organization. Organization: Organization: Enter Enter the the organization organization that that owns owns the the asset asset utilized. utilized. Quantity: Quantity: Enter Enter the the number number of of units. units.
Units Units vary vary by by type, type, for for example: example: Vehicles Vehicles > > days days Field Field equipment equipment > > hours hours Computer service > Computer service > hours hours
Copying Preapproved Timecards
Copying Copying Preapproved Preapproved Timecards Timecards

You You can can copy copy preapproved preapproved timecards timecards to to speed speed entry. entry. You You can can copy copy timecards timecards from from one one batch batch to to another. another. The The Copy Copy to to target target batch batch must must first first be be created. created. The The date date ending ending for for the the target target batch batch defaults defaults on on all all line line items. items. You You can can copy copy with with or or without without expenditure expenditure detail. detail.
Copy Option Use 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 Resolving Problems Problems in in Expenditure Expenditure Entry Entry

You You may may encounter encounter these these problems problems when when entering entering expenditures: expenditures: The The project project or or the the task task does does not not allow allow charges. charges.
The The expenditure expenditure batch-control batch-control totals totals do do not not match match running running totals. 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 clear charges from the project. What if the Expenditure Batch-Control Totals Do Not Match the Running Totals? 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 Preapproved Expenditure Expenditure Entry Entry Audit Audit Report Report
You You can can review review and and verify verify data data entry entry of of preapproved preapproved batches batches using using the the Preapproved Preapproved Expenditure Expenditure Entry Entry Audit Audit Report. Report. This This report report displays displays the the details details of of preapproved preapproved expenditure batches, including expenditures expenditure batches, including expenditures and and expenditure expenditure items. items.
Submitting Preapproved Expenditures
Submitting Submitting Preapproved Preapproved Expenditures Expenditures

You You submit submit the the preapproved preapproved batch batch when when you you have have finished finished entry. entry. The The batch batch running running totals totals must must equal equal the the control control totals (if using control totals) before you totals (if using control totals) before you can can submit submit the the batch. 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 Purpose of of Releasing Releasing Preapproved Preapproved Batches

Releasing Releasing a a batch batch is is a a second second level level of of review review after after entry. entry. This This is is usually usually done done by by someone someone other other than than the the entry entry person, person, typically typically the the entry entry persons persons supervisor. supervisor. You You can can use use function function security security to to remove the release capability from the entry remove the release capability from the entry persons persons responsibilities. responsibilities. Use Use the the Preapproved Preapproved Expenditure Expenditure Entry Entry Audit Audit Report Report to to review review batch batch input input before before release. release. Expenditure Expenditure batches batches can can be be edited edited before before release; the status must be Working release; the status must be Working to to make make corrections. corrections.
Purpose of Releasing Preapproved Batches
Purpose Purpose of of Releasing Releasing Preapproved Preapproved Batches

Release Release makes makes expenditures expenditures ready ready for for cost cost distribution; distribution; only only approved approved expenditures expenditures can can be be cost cost distributed. distributed. Release Release is is synonymous synonymous with with Approval. Approval.
Purpose of Reversing Preapproved Batches
Purpose Purpose of of Reversing Reversing Preapproved Preapproved Batches

You You can can reverse reverse an an expenditure expenditure batch batch if if the the current current batch batch is is released released and and the the transaction transaction source source of of the the batch batch allows allows adjustments. adjustments. When When you you reverse reverse an an expenditure expenditure batch, batch, all all expenditure items are reversed except: expenditure items are reversed except: Related Related items items Expenditure Expenditure items items that that have have been been already already reversed reversed Reversing Reversing items items (net (net zero zero adjusted adjusted items) items) Expenditure Expenditure items items that that were were created created as as a a result result of of a a transfer transfer adjustment 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 Purpose of of Correcting Correcting Preapproved Preapproved Batches

After After submitting submitting a a batch, batch, you you can can make make corrections corrections such such as as adding, adding, deleting, deleting, and and revising revising expenditures expenditures and and expenditure expenditure items items that that were were incorrectly incorrectly reported reported or or entered. entered. If If the the status status of of the the batch batch is is submitted, submitted, you you must must return return it it to to working, working, and and then then make make the the corrections corrections at at the the expenditure/expenditure expenditure/expenditure item item level level before before resubmitting resubmitting the the batch. batch. If If the the status status of of batch batch is is released, released, you you must must reverse reverse the full amount of the original item before entering the full amount of the original item before entering the the correct correct information. information.
Preapproved Expenditure Approvals
Preapproved Preapproved Expenditure Expenditure Approvals Approvals

Expenditure Expenditure Batch Batch Status Status and and the the Approval Approval Process Process Working
Yes
Submitted
Reversed Released Approved
Needs Adjustments?
No
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 Submitting and and Releasing Releasing Batches Batches
Expenditure Batches Summary (N) Expenditures>Preapproved Batches >Review (B) Find Expenditure Batches Summary Window Using 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 Expenditure Batch Status Status Report Report

Use Use this this report report to to determine determine which which expenditure expenditure batches batches by by organizations organizations are are not not yet yet released. released. The The report report usually usually runs runs by by a a centralized centralized process. process. This This report report lists lists preapproved preapproved expenditure expenditure batches batches by by organization. organization. It It includes includes the the person person who who entered entered the the batch batch and and the the status status of of the the batches. batches.
Review of Preapproved Expenditure Entry
Review Review of of Preapproved Preapproved Expenditure Expenditure Entry Entry

You You enter enter preapproved preapproved expenditure expenditure batches batches using using the the following following steps: steps: 1. 1. Enter Enter preapproved preapproved batches; batches; status status is is Working. Working. 2. 2. Submit Submit batches; batches; status status is is Submitted. Submitted. 3. 3. Release Release batches; batches; status status is is Released. Released.
Note Steps 1 and 2 are performed by an entry person. Step 3 can be performed by another person, usually the entry persons supervisor.
Section 3 Project Allocations and AutoAllocations
Section Section 3 3 Project Project Allocations Allocations and and AutoAllocations AutoAllocations
Project Allocations Overview
Project Project Allocations Allocations Overview Overview

What What are are Allocations? Allocations? Allocations Allocations are are amounts amounts from from one one or or more more source source projects/tasks, GL accounts, and/or fixed projects/tasks, GL accounts, and/or fixed amounts amounts distributed distributed (or (or allocated) allocated) to to one one or or more more target target projects projects and/or and/or tasks. tasks.
Project Allocations Business Need
Project Project Allocations Allocations Business Business Need Need

Project Project managers managers often often need need to to allocate allocate certain certain costs costs from from one one project project to to another. another. The The allocations allocations feature feature in in Oracle Oracle Projects Projects can can distribute distribute amounts: amounts: Between Between projects projects and and tasks tasks Within Within projects projects and and tasks tasks To To projects projects in in other other organizational organizational units units For For example, example, a a manager manager could could distribute distribute across across several several projects projects amounts amounts such such as as salaries, salaries, administrative administrative overhead, overhead, and and equipment equipment charges. charges.
Project Allocation Amounts
Project Project Allocation Allocation Amounts Amounts

When When you you allocate allocate amounts, amounts, you you create create expenditure expenditure items items whose whose amounts amounts are are derived derived from from one one or or more more of the following: of the following: Existing Existing summarized summarized expenditure expenditure items items in in Oracle Oracle Projects Projects A A fixed fixed amount amount
Amounts Amounts in in a a General General Ledger Ledger account account balance balance
Allocating Amounts You can specify exactly how and where you want to allocate selected amounts. For example, 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 Project Allocation Allocation Definitions Definitions

Source: Source: The The costs costs comprising comprising the the pool pool amount amount you you want want to allocate. These costs can be comprised to allocate. These costs can be comprised of of summarized summarized projects projects costs, costs, posted posted GL GL balances balances or or fixed fixed amounts amounts (or (or a a combination combination of of all all three three sources). sources). Target: Target: The The projects projects and/or and/or tasks tasks receiving receiving a a percentage percentage of the source pool amount. of the source pool amount. Basis: Basis: The The percentage percentage of of the the source source pool pool amount amount received by each chargeable task. received by each chargeable task.
Project Allocation Definitions
Project Project Allocation Allocation Definitions Definitions

Offset: Offset: The The reversing reversing transactions transactions to to projects. projects. GL GL Allocation Allocation Batch: Batch: Allocation Allocation batches batches created created in in GL. GL. For For example: example: Mass Mass Allocation, Allocation, Recurring Recurring Journals, Journals, Mass Mass Budget. Budget. AutoAllocation: AutoAllocation: A A way way to to process process one one or or more more Projects Projects allocation allocation rules rules and and GL GL allocation allocation batches, batches, both both at at the the same same time time or or one one after after the the other. other.
Project Allocation Example
Project Project Allocation Allocation Example Example

Source Source Project Project collects collects costs costs and and allocates allocates amounts amounts (determined (determined by by the the basis) basis) to to Targets Targets A, A, B, B, and and C C and and creates creates negative negative transactions transactions to to an an Offset Offset Project. Project.
Source Basis Target A
Target B Target C
Offset
Allocation Example You 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 offset the allocations with reversing transactions. The system gathers source amounts into a source pool, and then allocates to the targets at the rate (basis) that you specify.
Basis Method
Basis Basis Method Method

The The basis basis method method defines defines how how and and in in what what proportion proportion the the amounts amounts in in the the source source pool pool are are to to be be divided divided among among the the target target projects. projects. Each Each basis basis method method has has its its own characteristics. own characteristics. You You can can choose choose from from the the following following four four basis basis methods: methods: Spread Spread Evenly Evenly Target Target % % -- Spread Spread Evenly Evenly Prorate Prorate Target Target % % -- Prorate Prorate
Basis Method - Spread Evenly
Basis Basis Method Method - Spread Spread Evenly Evenly

This This method method is is the the most most simple simple and and direct. direct. The The rule rule divides divides the the source source pool pool amount amount equally equally among among all all the the chargeable target tasks specified in the rule. chargeable target tasks specified in the rule.
P1 - $25 Source Amount P2 - $25
$100
P3 - $25 P4 - $25
Target % and Spread Evenly
Target Target % % and and Spread Spread Evenly Evenly

This This is is another another simple simple method. method. You You specify specify the the percentage percentage of of the the source source pool pool that that you you want want to to allocate to each target line. The rule calculates allocate to each target line. The rule calculates the the amount amount to to allocate allocate to to the the line, line, and and then then spreads spreads the the results results evenly evenly among among the the tasks. tasks.
Source Amount Target % P1 - 10% P2 - 90% T1 - $5 T2 - $5 T1 - $45 T2 - $45
$100
Prorate
Prorate Prorate
This This basis basis method method uses uses the the basis basis attributes attributes to to apportion apportion the the source source amount amount among among all all the the tasks tasks defined defined by by the the rule. rule.
Basis = raw cost
Source Amount
T1(Cost = $40) Allocation = $20

P1
$100
P2
T2(Cost = $60) Allocation = $30 T1(Cost = $70) Allocation =$35 T2(Cost = $30) Allocation =$15
Target % and Prorate
Target Target % % and and Prorate Prorate

This This method method uses uses the the attributes attributes set set in in the the Basis Basis window window to to derive derive the the rate rate at at which which the the source source pool pool amount is apportioned among the target projects amount is apportioned among the target projects and and tasks. tasks. The The rule rule first first uses uses the the target target percentage percentage to to calculate calculate the the amount amount to to allocate allocate to to the the line, line, and and then then goes goes on on to to apportion apportion the the results results among among all all the the tasks. tasks.
Basis = raw costs
Target % P1 - 20% Source Amount T1 ( Cost = $40) Allocation = $8 T2 ( Cost = $60) Allocation = $12 T1(Cos t = $4 0) T1 Allocation = $32 T2(Cos t = $6 0) T2 Allocation = $48
$100
P2 - 80%
Allocation Rule Definition
Allocation Allocation Rule Rule Definition Definition
Allocation Rule (N) Allocations>Allocation Rules Allocation Rule Definition Steps - 10 Steps 1 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 target projects. 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 the Oracle Projects (PA) calendar. 5 Define your Targets Selection. This field specifies whether you want to select target projects from the current operating unit only (default), or the current legal entity or current business group. The last two options require crosscharge setup. 6 Define your Rule Attributes. Select the Expenditure Org, Expenditure Type Class, and Expenditure Type for your allocation transactions. Continued...
Allocation Rule Sources
Allocation Allocation Rule Rule Sources 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 account balances, and projects defined by a client extension. The rule accumulates the amounts 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 is the period or periods during which the amounts are accumulated.) The start date is determined by both the allocation period type (either GL or PA, as set in the Allocation Rule window) and the amount class. Continued...
Allocation Rule Targets
Allocation Allocation Rule Rule Targets 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. You can define targets either by specifying projects and tasks in the Target window, or by designating projects and tasks in the Allocation Target client extension.
Continued...
Allocation Rule Definition
Allocation Allocation Rule Rule Definition 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 the Allocation Rule window, you must define exactly how you want to prorate the source pool amount to the target projects. Proration basis methods derive the proportion of the source amount to be allocated to target projects and tasks. To define a basis method: 1 Choose Basis from the Allocation Rule window (the Basis button is available only 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 Allocation Rule Rule Offset 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 by offsetting the source project or another project. Do not specify an offset to the source 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 same operating unit as the source projects. The rule creates the offset transactions for the offset project and task when you run the PRC: Generate Allocations Transactions process. 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, Expenditure Type Class, Expenditure Type)
Allocation Rule Sources
Allocation Allocation Rule Rule Sources Sources

The The following following rules rules apply apply to to allocation allocation rule rule sources: sources: All All allocation allocation rules rules must must have have at at least least one one defined defined source. source. All All source source projects projects and and tasks tasks must must be be from from the the same same operating operating unit. unit. All All source source projects projects and and tasks tasks must must be be open. open.
All All tasks tasks must must be be top top or or lowest lowest level level tasks. 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 that you want to include in the source pool. 3 (Optional) In the Fixed Source Amount field, enter an amount that you want to include in the source pool. (This amount is over and above the other source amounts) 4 For Amount Class, select from the list of values. The field name is preceded by GL or PA, depending on the allocation period type you selected in the Allocation Rule 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 sources 6 (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 Source Resources Resources
Resources (N) Allocations>Allocation Rules (B) Sources (B) Resources Resources for Sources Optionally, you can limit the resources that are part of the designated projects. If you do not limit the resources, the rule uses all the resource types in the specified project in the source pool amount. Enter the resource or resource group and the percent you want to include. The total percentage for included resources must equal 100. To exclude a specific resource, select Exclude on the appropriate line.
Allocation Rule Targets
Allocation Allocation Rule Rule Targets Targets

The The following following rules rules apply apply to to allocation allocation rule rule targets: targets: All All allocation allocation rules rules must must have have at at least least one one defined defined target. target. All All target target projects projects and and tasks tasks must must be be open open and and chargeable. chargeable. If If cross-charging cross-charging is is enabled, enabled, you you can can allocate allocate amounts to target projects that are in different amounts to target projects that are in different operating operating units units than than the the source source projects. projects.
Target Definition Specify one or more open projects to which you want to distribute the source. Enter a number in the Line Num field, and then select from the list of values to enter project information in the Project Org, Project Type, Class Category, Class Code, Project, and Task fields. Excluding Projects To exclude a project from the target definition, select Exclude on the appropriate line. To exclude a specific task within a project, enter the project on two lines: on one line, leave the Task field blank; on the other line, enter the task that you want to exclude and select the Exclude check box. Duplicate Targets If you include the same project on multiple lines, the Allow Duplicate Targets option in the Allocation Rule window affects the way the rule behaves: If you allow duplicate targets, the rule allocates amounts to the project as many times as it appears in the transactions generated by the PRC: Generate Allocations Transactions process. If you do not allow duplicate targets, the rule allocates amounts only to the project with the lowest line number.
Process an Allocation Rule
Process Process an an Allocation Allocation Rule Rule

Generate Generate Allocation: Allocation: Once Once you you have have created created a a rule rule for for allocating allocating costs, costs, use use the the PRC: PRC: Generate Generate Allocation Allocation Transactions Transactions process process to to generate generate allocation allocation transactions and (if specified) transactions and (if specified) offset offset transactions transactions in in a a draft that you can review and evaluate. draft that you can review and evaluate.
Not e: E xpe nditure Ite m Date = date assigned to new tra nsa ction
Submit Request (N) Other>Requests>Run PRC: Generate Allocation Transactions Process As the system executes the process, the run status changes. You can use the Review Allocation Runs window to carry out certain activities depending on the run status.

Review Review Allocation: Allocation: Use Use Review Review Allocation Allocation Runs Runs form form to to review review allocation allocation details. details.
Find Allocation Runs (N) Allocations>Review Allocation Runs Review Allocation If the draft allocation fails or does not produce the results you expect, you can delete the draft in the Review Allocation Runs window. Then change the rule parameters in the 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. Although you can run the Generate Allocations Transactions process at any time, it is a good practice to prepare for the allocation run by distributing costs and running all interfaces and summarization processes beforehand. Doing so ensures that the allocation run includes all relevant amounts.

Release Release Allocation: Allocation: When When you you are are satisfied satisfied with with the the draft draft run run and and its its status status is is Draft Draft Success, Success, use use the the PRC: PRC: Release Release Allocation Allocation Transactions Transactions process process to to release the allocation run. release the allocation run. The The run run status status shows shows the the state state of of the the allocation allocation run. run.
In Proc ess Dra ft Succes s Dra ft Failure Release Succes s Release Failure
The process is not yet complete. The process has created draft transactions which are ready for release. The process encountered problems and could not create draft transactions. The system has written the transactions to the target and (if specified) offset projects and tasks. The system has not written the transactions, perhaps because projects or tasks included in the draft run were deleted or closed.
Submit Request (N) Other>Requests>Run Release Allocation You can release the allocation run using the Review Allocation Runs window or by running the PRC: Release Allocation Transactions process. Warning: If you use an allocation rule that is set up for full allocation more than once in a run period, you will generate duplicate transactions in your target projects. If this happens, you can reverse the run.
Allocation Run Review
Allocation Allocation Run Review Review
Allocation Exceptions
Allocation Allocation Exceptions Exceptions
Draft Exceptions (N) Allocations>Review Allocation Runs (B) Exceptions Draft Exceptions Window View the exceptions for a failed allocation run in the Draft Exceptions window. The Allocation Run Report also list all exceptions.
Missing Amounts
Missing Missing Amounts Amounts
Basis Details
Basis Basis Details Details
Source Details
Source Source Details Details
Transactions
Transactions Transactions
Copying Rules
Copying Copying Rules Rules

Copy Copy a a rule rule when when you you want want to to use use an an existing existing rule rule as as a a template. template. You You can can copy copy rules rules only only within within the the same same operating operating unit. unit.
AutoAllocations
AutoAllocations AutoAllocations
AutoAllocations Overview
AutoAllocations AutoAllocations Overview Overview

What What are are AutoAllocations? AutoAllocations? AutoAllocations AutoAllocations provide provide the the ability ability to to generate generate allocations more efficiently by grouping allocations more efficiently by grouping processes processes and and running running them them in in a a specified specified sequence sequence (step (step down down allocations) allocations) or or at at the the same same time time (parallel (parallel allocations). allocations).
AutoAllocations Business Need
AutoAllocations AutoAllocations Business Business Need Need

Businesses Businesses need need to to automate automate the the General General Ledger Ledger and and Projects Projects Allocation Allocation processes processes through through the the utilization utilization of of AutoAllocations AutoAllocations and and the the workflow workflow process. process.
AutoAllocations Example
AutoAllocations AutoAllocations Example Example

You You can can automate automate the the allocation allocation of of administrative administrative overhead overhead costs costs posted posted to to a a GL GL account account to to several several projects within your organization. projects within your organization.
ADMINISTRATIVE AUTOALLOCATION SET

Allocate posted GL balance to all projects in your project org
Enter and Post Recurring GL Journal
AutoAllocations You can group allocation processes defined in Oracle General Ledger with allocation processes defined in Oracle Projects. In General Ledger, the allocation definition is called a batch. In Projects, the allocation definition is called a rule.
AutoAllocations Setup
AutoAllocations AutoAllocations Setup Setup

You You can can create create AutoAllocation AutoAllocation sets sets in in Oracle Oracle Projects Projects or or Oracle Oracle General General Ledger. Ledger. When When created created in in Oracle Oracle Projects: Projects: Sets Sets may may contain contain Projects Projects allocation allocation rules rules and and GL GL allocation allocation batches batches Can Can only only be be viewed viewed and and ran ran by by Oracle Oracle Projects Projects responsibilities responsibilities When When created created in in Oracle Oracle General General Ledger: Ledger:
Sets Sets can can only only contain contain General General Ledger Ledger batches batches Can Can only only be be viewed viewed and and ran ran by by General General Ledger Ledger responsibilities responsibilities
AutoAllocation Set Definition Your responsibility defines which types of AutoAllocation sets are available. The AutoAllocation form is the same in both Projects and General Ledger. Note: You can only run the AutoAllocation Set from the application in which it was created.
AutoAllocation Types
AutoAllocation AutoAllocation Types

There There are are two two types types of of AutoAllocation AutoAllocation Sets: Sets: Step Step down down allocations allocations carry carry out out the the specified specified steps of the AutoAllocation set in steps of the AutoAllocation set in sequence, sequence, one one after after the the other. other. Each Each step step depends depends on on the the full full completion completion and and success success of of the the previous previous step. step. Parallel Parallel allocations allocations carry carry out out the the specified specified steps steps all all at at once once and and do do not not depend depend on on previous previous allocation allocation runs. runs.
Step Down Allocation Sets Step down allocation sets perform additional processing steps not included in parallel allocations (See Table next page). Oracle Workflow controls the flow of the AutoAllocations set.
AutoAllocations Processes
AutoAllocations AutoAllocations Processes Processes

Projects
Step Down Project Allocations Project Allocations Parallel
Gen erate Allocations Tr ansactions Release Allocation Transac tions Distribute Miscellaneous Costs and Usage s Update Project Summary Amounts Gen erate Allocations Tr ansactions Release Allocation Transac tions
General Ledger
Mass Allocation Mass Budget Mass Encumbrances Recurring Journal Parallel Step Down
Run MassAllocations Recurr ing Journal Entry Bud get Formulas Posting Run MassAllocations Recurr ing Journal Entry Bud get Formulas
AutoAllocation Set Processes AutoAllocations sets are made of one or more of the above processes. Note the additional processing that occurs in Step Down sets.
AutoAllocation Set Definition
AutoAllocation AutoAllocation Set Set Definition
AutoAllocation Set Submission
AutoAllocation AutoAllocation Set Set Submission Submission

You You can can submit submit your your request request to to run run immediately immediately or or schedule schedule it it to to run run at at a a later later date. date. Depending Depending on on the the steps steps included included in in your your AutoAllocation AutoAllocation Set, Set, parameters may include: parameters may include: Batch Batch name name (optional) (optional)
Period Period (GL (GL Batches) Batches) Budget Budget (optional) (optional) Journal Journal Effective Effective Date Date Calculation Calculation Effective Effective Date Date Usage Usage (Standard (Standard Balances Balances or or Average Average balances) balances)
Submission Parameters The 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 average balance 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 period type, enter only the PA Period. Otherwise, enter both fields. Expenditure Item Date: Enter an expenditure item date for the allocation transactions.
View AutoAllocation Statuses
View View AutoAllocation AutoAllocation Statuses Statuses
View Step Statuses
View View Step Step Statuses Statuses
Allocation Step Details (N) Allocations>AutoAllocations>View Statuses (B) Step Details Allocation Step Details Window This window will show you the status of each step included in your AutoAllocation Set.
AutoAllocation Rollback Feature
AutoAllocation AutoAllocation Rollback Rollback Feature Feature

Step Step Down Down AutoAllocation AutoAllocation Sets Sets can can rollback rollback processed processed steps steps as as follows: follows:
AutoAllocation Set Contents GL batches only PA rules only GL batches and PA rules Rollback Capability Yes No No
Rollback Function If 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 This practice practice covers covers the the following following topics: topics: 1. 1. Setting Setting up up allocation allocation rules rules 2. 2. Generating Generating allocations allocations transactions transactions 3. 3. Reviewing Reviewing and and releasing releasing allocation allocation runs runs 4. 4. Querying Querying allocation allocation expenditure expenditure batches batches
Section 4 Self-Service Time
Section Section 4 4 Self-Service Self-Service Time Time
Self-Service Time Self-Service Time is a browser-based time entry product that is seamlessly integrated with Oracle Projects for project tracking, costing, and billing. When used with SelfService Expenses, these two products provide an end-to-end solution for time and expense management.
Self-Service Time
Self-Service Self-Service Time

Users Users can: can: Create Create Timecards Timecards by by using using a a web web browser browser Easy Easy to to deploy deploy Intuitive Intuitive interface interface Track Track the the progress progress of of timecards timecards in in process process Respond Respond to to workflow workflow notifications notifications to to approve, approve, reject, or reassign timecards reject, or reassign timecards
Self-Service Time With 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 Business Flow Flow

Create Onli ne
Workflow-based Approval Process
Oracle Projects Projec t Costing Projec t Billing
Tim ecard
Create Disconnected (via Excel)
Approv al
Self-Service Time With 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 On-Line Entry Entry
On-Line Entry When 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 Alias Setup Setup
User Aliases To expedite entry, each user can define aliases for a grouping of project, task, and expenditure type.
Disconnected Entry
Disconnected Disconnected Entry Entry
Disconnected Entry An 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 online application, the only exception being context-sensitive descriptive flexfields. To submit the spreadsheet timecard for full validation and approval, users simply upload it into Oracle Self-Service Time once they are online again.
Project and Task View
Project Project and and Task Task View View
View Project Tasks Self-Service Time can generate a listing of projects and tasks that can be exported into a format that can then be used with the disconnected spreadsheet.
Section 5 Expense Reports
Section Section 5 5 Expense Expense Reports Reports
Creating Project-Related Expense Reports
Creating Creating Project-Related Project-Related Expense Expense Reports Reports

Project-related Project-related expense expense reports reports can can be be entered entered in: in: Oracle Oracle Projects Projects
Self-Service Self-Service Expenses Expenses Oracle Oracle Payables Payables
Expense Reports Expense reports can be entered in Oracle Projects, Self-Service Expenses, or Oracle Payables. Oracle Payables maintains and tracks payment, and then sends the accounting transactions to Oracle General Ledger.
Entering Project-Related Expense Reports in Oracle Projects
Entering Entering Project-Related Project-Related Expense Expense Reports Reports in in Oracle Oracle Projects Projects
Expense Reports Entered in Oracle Projects Expense reports can be entered as Pre-Approved Expenditure Batches in Oracle Projects. 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 SelfService Expenses
Entering Entering Project-Related Project-Related Expense Expense Reports Reports in in Self-Service Self-Service Expenses Expenses
Users Users can: can: Create Create expense expense reports reports by by using using a a Web Web browser browser Easy Easy to to deploy deploy Intuitive Intuitive interface interface Choose Choose project-related project-related expense expense items items Enter Enter project project and and task task information information for for each each project-related project-related expense expense item item Track Track the the progress progress of of expense expense reports reports in in process process Respond Respond to to Workflow Workflow notifications notifications to to approve, approve, reject, reject, or or reassign reassign Web Web expense expense reports reports
Self-Service Expenses Oracle Self-Service Expenses combines the power of Oracle Workflow, Oracle SelfService Applications, and Oracle Payables to provide a Web based Expense Report entry extension for core Oracle Financials. Armed with a simple web browser, and optionally an Excel spreadsheet, you are able to enter expense reports and review their status at any time.
Self-Service Expenses Business Flow
Self-Service Self-Service Expenses Expenses Business Business Flow Flow
Cr eate Online (Us e Wizar ds !)
Wor kflow-base d Approval Proces s
Cre ate Invoice
Pay Inv oice
Expense Report
Cr eate D is connec ted (Us e Spr eadshee t!)
Manage ment Approv al
AP Approval Electronic Pay ment
Employees
Business Flow When using Self-Service Expenses: Employees enter expense reports using a web browser or in disconnected mode using an Excel spreadsheet. Reports are submitted for approval which starts the expense report workflow process 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 the project fields are not available in this window. After manager and AP approval, the invoice import process is used to generate invoices for the expense reports. Invoices are then processed and paid in Oracle Payables.
Entering Project-Related Expense Reports in SelfService Expense
Entering Entering Project-Related Project-Related Expense Expense Reports Reports in in Self-Service Self-Service Expense Expense
Expense Reports Entered in Self-Service Expense Note the following when using Self-Service Expense to enter project related expenses: Expense reports can be entered via a standard web browser or a disconnected expense spreadsheet. Projects information (project and task number) must be entered for each projectrelated expense item entered. Both project-related and nonproject-related receipts can be entered in the same expense 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 Self-Service Expense Expense Disconnected Disconnected Expense Expense Report Report
Expense Report
Cost Center Purpose Expense Template Travel Override Approver Total Daily Amount Receipt Amount Currency Code
US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar 0.00 USD US D - US dollar
0.00 Converted Amount Expense Type 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Airfare Receipt Expense Missing Group
Line Date From 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18
Date To
Days 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Rate 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. 1. Total
Project Number Task Number
Disconnected Entry An 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 simply upload it into Oracle Self-Service Expense once they are online again.
Entering Project-Related Expense Reports in Oracle Payables
Entering Entering Project-Related Project-Related Expense Expense Reports Reports in in Oracle Oracle Payables Payables
Expense Reports Entered in Oracle Payables Note 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 Integrating with with Oracle Oracle Manufacturing Manufacturing
Project manufacturing costs
Oracle Projects
Oracle Manufacturing
Oracle Project Manufacturing Oracle Projects integrates with Oracle Manufacturing to provide Oracle Project Manufacturing, a solution for companies that manufacture products using projects or contracts. When you use Oracle Projects as a part of Project Manufacturing, it acts as a cost repository for manufacturing-related activities from other products in the Project Manufacturing 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 Cost Collector 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 Integrating with with Oracle Inventory Inventory

Oracle Inventory
Issues and receipts Cost processor Costed transactions
Interface to Oracle Projects Transaction import interface table
Cost collector
Oracle Projects
Correct transaction Expenditure
Transaction import
Oracle Inventory Integration Oracle Projects integration with Oracle Inventory allows you to: Enter inventory transactions in Oracle Inventory and import them to Oracle Projects. Order and receive items into inventory before assigning them to a project, then assign the items to a project as they are taken out of or received into Oracle Inventory. When you enter project-related transactions in Oracle Inventory, you enter the project information on the source transaction. Oracle Inventory and Oracle Projects carry the project information through from the Issue To or Receipt From transaction in Oracle Inventory to the project expenditure in Oracle Projects. The above flowchart shows the flow of project-related inventory transactions in a nonmanufacturing environment. You import the transactions to Oracle Projects as accounted and costed. The cost distribution cannot be modified in Oracle Projects.
Section 6 Project-Related Transactions in PO and AP
Section Section 6 6 Project-Related Project-Related Transactions Transactions in in PO PO and and AP 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 Project-Related Transactions Transactions in in PO PO and and AP AP

Enter Enter Reqs/ Reqs/ PO s PO sin in PO PO Enter project Ext ernal transactions Enter Time & E xpe nse s Enter budget Baseline budget Enter pre approv ed expenditures
Collect costs
Enter supplie r invoices
Tra nsa ction import Upload
Adjustments
Tracking Requisitions and Purchase Orders
Tracking Tracking Requisitions Requisitions and and Purchase Purchase Orders Orders
You You can can record record project-related project-related requisitions requisitions and and purchase orders in order to track purchase orders in order to track committed committed costs. costs. Committed costs are outstanding expenses Committed costs are outstanding expenses you you have have not not yet yet incurred incurred but but expect expect (commit) (commit) to to incur incur in in the the future. future. Commitments Commitments refer refer to to outstanding outstanding requisitions. requisitions. Obligations refer to outstanding purchase Obligations refer to outstanding purchase orders. orders.
Some Some companies companies include include requisitions requisitions in in the the committed committed costs costs amount. amount.
What Is the Total Cost? The total cost is the cost that project managers want to track to have an overall view of project status. To calculate the total cost, use the following formula: Total Cost = Committed Costs + Actual Costs
Commitments
Commitments Commitments
Oracle Purchasing Enter requisition
Oracle Payables Create supplier invoice
Oracle Projects Collect cost in Oracle Projects
Create purchase order
Committed costs
Actual costs
Viewing Commitments You can view commitment amounts online using Project Status Inquiry (PSI). You can drill down to Oracle Purchasing to see supporting commitment details for the commitment summary amounts. You can drill down from the Task Status window in PSI to the Oracle Payables Invoice Overview window. Oracle Projects provides views for tables in Oracle Purchasing and Oracle Payables to help you easily report committed costs for a project.
Entering Project-Related Transactions in PO and AP
Entering Entering Project-Related Project-Related Transactions Transactions in in PO PO and and AP AP

You You enter enter the the same same information information for for project-related project-related transactions transactions in in PO PO and and AP AP as as you you do do for for transactions transactions entered in Oracle Projects: entered in Oracle Projects: Project Project number number
Task Task number number Expenditure Expenditure type type Expenditure Expenditure organization organization Expenditure Expenditure item item date date Quantity Quantity
Expenditure Type Types 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 Date For requisitions and purchase orders, the date that you expect to incur the expense for the goods or services that you are requesting. For invoices, the date that you incur the charge. Quantity Quantity of goods or services that you are charged for (applicable only to supplier invoices).
Entering Project-Related Transactions in PO and AP
Entering Entering Project-Related Project-Related Transactions Transactions in in PO PO and and AP AP

When When you you enter enter project project related related transactions: transactions: All All project project information information that that you you enter enter in in PO PO and and AP AP is is validated validated online online using using the the charge charge controls controls defined defined in in Oracle Oracle Projects. Projects. You You can can enter enter project-related project-related and and nonprojectnonprojectrelated related lines lines on on the the same same document. document. The The GL GL accounts accounts for for the the project-related project-related transactions transactions are are automatically automatically determined determined from from the the project project information information that that you you enter enter using using Account Account Generator. Generator.
Default Project Information
Default Default Project Project Information Information

All All project project information information is is held held at at the the distribution-line distribution-line level. level. You You can can enter enter default default information information at at a a higher higher level to speed entry. level to speed entry.
Requisitions
Req. Header Req. Line Distribution Line
Purchase Orders
PO Header PO Line PO Shipment Distribution Line
Supplier Invoices
Batch Invoice Distribution Line
Default entry No entry allowed Direct entry; information is held at this level
Default Information Requisition and PO defaults are session defaults. Supplier invoice defaults are stored on the invoice and are retained when you requery the invoice.
Entering Project-Related Requisitions
Entering Entering Project-Related Project-Related Requisitions Requisitions
Project-Related Requisitions in Oracle Purchasing You enter project-related requisitions in Oracle Purchasing using the Requisitions window. You approve and process project-related requisitions as you do nonproject-related requisitions.
Entering Project-Related Purchase Orders
Entering Entering Project-Related Project-Related Purchase Purchase Orders Orders
Project-Related Purchase Orders in Oracle Purchasing You 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-related purchase orders.
Entering Project-Related Supplier Invoices
Entering Entering Project-Related Project-Related Supplier Supplier Invoices Invoices
Project-Related Supplier Invoices in Oracle Payables You 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 over time. You approve and process project-related invoices as you do nonproject-related invoices.
Interfacing Supplier Invoices to Oracle Projects
Interfacing Interfacing Supplier Supplier Invoices Invoices to to Oracle Oracle Projects Projects
Oracle Payables
Create supplier invoice Approve invoices Post invoices
Oracle Projects
Collect cost in Oracle Projects
Interface SI from Payables
Project-Related Supplier Invoices You must approve and post project-related supplier invoices before you can interface them to Oracle Projects. You can then interface supplier invoices to Oracle Projects. You run the Interface Supplier Invoices from Payables process in Oracle Projects. Each invoice becomes an expenditure; each invoice distribution becomes an expenditure item and a cost distribution line. The amounts and GL account information are copied from AP to Oracle Projects. You can use the Supplier Invoice Interface Audit Report to audit supplier invoices transferred from AP to Oracle Projects. The report lists distribution-line detail transferred from Oracle Payables to Oracle Projects.
Section 7 Multi-Currency Transactions
Section Section 7 7 Multi-Currency Multi-Currency Transactions Transactions
Multicurrency Transaction Overview
Multicurrency Multicurrency Transaction Transaction Overview Overview

What What is is a a Multicurrency Multicurrency Transaction Transaction (MCT)? (MCT)? A A Multicurrency Multicurrency Transaction Transaction is is a a transaction transaction which which is is automatically automatically converted converted into into different different currency currency amounts amounts for for reimbursement, reimbursement, accounting, accounting, invoicing, invoicing, or or project project reporting reporting purposes. purposes.
Multicurrency Transaction Business Need
Multicurrency Multicurrency Transaction Transaction Business Business Need Need

Many Many enterprises enterprises manage manage projects projects that that span span countries countries and and currencies. currencies. To To enable enable project project management management to to manage manage their their projects, projects, and and financial financial management management to to account account for for the the project project activities activities effectively, effectively, Oracle Oracle Projects Projects must must be be able able to to incur incur and and import cost transactions in any currency. import cost transactions in any currency.
Multicurrency Transaction Features
Multicurrency Multicurrency Transaction Transaction Features Features

The The Multicurrency Multicurrency Transaction Transaction functionality functionality allows allows the user to: the user to: Incur Incur transactions transactions in in any any currency currency
Import Import transactions transactions in in any any currency currency Provide Provide different different project project rate rate types, types, rate rate dates, dates, and and exchange rates for transactions exchange rates for transactions Display Display functional, functional, transaction, transaction, project, project, and and receipt receipt currency currency amounts amounts for for actual actual costs costs and and commitments commitments for for both both raw raw and and burdened burdened costs costs Report Report displaying displaying transaction transaction currency currency and/or and/or functional currency when appropriate functional currency when appropriate
Multicurrency Transaction Definitions
Multicurrency Multicurrency Transaction Transaction Definitions Definitions

Receipt Receipt Currency Currency Expense Expense Reports: Reports: The The currency currency in in which which an an employee employee incurs incurs a a foreign foreign currency currency expense expense report report item item (physical (physical receipt). receipt). Reimbursement Reimbursement Currency Currency Expense Expense reports: reports: The The currency currency in in which which an an employee wishes to be reimbursed employee wishes to be reimbursed for for a a particular particular expense expense report report (equivalent (equivalent to to Transaction Transaction Currency). Currency). Transaction Transaction Currency Currency For For all all non-expense non-expense report report expenditures, expenditures, the the currency in which a transaction currency in which a transaction cost cost is is incurred. incurred.

Functional Functional Currency Currency The The functional functional currency currency of of the the Set Set of of Books Books (SOB) (SOB) associated associated with with a a transaction transaction for for accounting accounting purposes. purposes. For For costing, costing, the the expenditure expenditure functional functional currency currency is is derived derived from from the the SOB SOB associated associated with with the the expenditure expenditure Operating Operating Unit Unit (OU). (OU). Project Project Currency Currency The The common common currency currency into into which which all all transactions transactions for for a a particular particular project project are are converted converted for for costing, costing, revenue revenue recognition, recognition, WIP WIP management, management, and and project project summarization. summarization. In In R11i, R11i, project project currency currency = = Project OU Functional Currency. Project OU Functional Currency.

Exchange Exchange Rate Rate Type Type The The specification specification of of the the source source of of an an exchange exchange rate. For example, a corporate exchange rate. For example, a corporate exchange rate rate or or a a user exchange rate. user exchange rate. Exchange Exchange Rate Rate Date Date A A new new implementation implementation option option for for OUs OUs that that determines the exchange rate date for determines the exchange rate date for a a transaction. transaction. Users Users may may choose choose either either PA PA Period Period Ending Ending Date Date or or Expenditure Expenditure Item Item Date. Date.
Multicurrency Transaction Currency Conversion
Multicurrency Multicurrency Transaction Transaction Currency Currency Conversion Conversion

Projec Projec t t Cu Cu rrency rrency Co nversion Co nversion Reimbursement Reimbursement Cu Cu rrency rrency Co Co nversion nversion Fun Fun ctio ctio nal nal Cu Cu rrency rrency Co Co nversion nversion Multiple Multiple Reporting Reporting Cu Cu rrency rrency Co Co nversion nversion
Receipt Currency
Cost Transactio n Currency
Cost Functional Currency
Cost Pro ject Currency
Cost Reporting Currency
GL JE Line AP Distribution Line PA Expenditure Item
MRC Item
Currency Conversion When you enter transactions that originated in a currency different from the functional currency or project currency, Oracle Projects must convert the transaction amount to the functional and project currencies. Oracle Projects converts currency during the costing program for pre-approved batches and during Transaction Import for external transactions. 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 currency attributes can be entered or can default from the task, project, or system implementation options. The defaulting logic varies depending on whether or not the functional currency and project currency are the same. For defaulting logic details see the Oracle Projects Users Guide.
Multicurrency Transaction Example
Multicurrency Multicurrency Transaction Transaction Example Example

A A Japanese Japanese employee employee works works in in UK UK on on a a US US owned owned project. project.
Reimbursement Reimbursement Currency Currency Conversion Conversion
Functional Functional Currency Currency Conversion Conversion
Receipt Currency
GBP JPY
Cost Transaction Currency

JPY
Cost Functional Currency

USD
Transactions The Japanese employee enters expenditures as follows: Timecard entries are recorded in JPY at the employees 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 Implementation Options Options
Implementation Options (N) Setup>System >Implementation Options Currency Fields You can specify currency conversion attribute defaults at the operating unit level. The currency region of the Implementation Options window specifies the following: Functional Currency - Display-only field that shows the functional currency of your company's set of books. The operating unit assigned to your login responsibility determines the functional currency. Exchange Rate Date Type - The date that will be used to determine the conversion rate (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 Project Definition Definition
Project Cross Charge Setup (N) Projects (B) Find (B) Open (B) Detail (with Cross Charge option selected) Project Currency Attributes The Project Currency Attributes are optional default values. The attributes you select are displayed as the defaults during expenditure entry, and are used as defaults for imported transactions. During project and task setup, the values you enter are copied to all the underlying tasks in the project work breakdown structure.
Task Details
Task Task Details 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 Attributes You can optionally override the values for the project at the task level. During project and task setup, the values you enter are copied to all the underlying tasks in the project work breakdown structure.
Expenditure Entry
Expenditure Expenditure Entry Entry
Expenditures (N) Expenditure>Pre-Approved Batches >Enter Currency Fields for Expenditures If you are entering an expense report, you can specify any Reimbursement Currency. You specify one reimbursement currency for the entire expenditure (rather than for each 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 are display-only. They display the same values as the functional currency attribute fields. If the project currency is not the same as the functional currency, you can enter these currency attributes. Receipt Currency, Receipt Amount - For expense report expenditures, the currency in which the expenditure item originally occurred, amount of receipt, and exchange rate to convert the receipt currency to the reimbursement currency. Reimbursement Currency - For expense reports only.
Multicurrency Expense Reports
Multicurrency Multicurrency Expense Expense Reports

Multicurrency Multicurrency expense expense report report entry: entry: 1. 1. Enter Enter required required project, project, task, task, and and expenditure expenditure information. information. 2. 2. Enable Enable currency currency folder folder regions. regions. 3. 3. Enter Enter reimbursement reimbursement currency. currency. 4. 4. Enter Enter quantity. quantity. 5. 5. Enter Enter receipt receipt currency, currency, receipt receipt amount, amount, and and receipt receipt exchange rate. exchange rate.
Multicurrency Expense Reports Note 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 amount times receipt rate and is calculated by the system. If the reimbursement currency equals the functional currency, then all expenditure types are permitted. If the reimbursement currency does not equal the functional currency, then only expenditure 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 Multicurrency Expenditures Expenditures

Multicurrency Multicurrency expenditures expenditures (not (not expense expense reports): reports): 1. 1. Enter Enter required required project, project, task, task, and and expenditure expenditure information. information. 2. 2. Enter Enter quantity. quantity. 3. 3. Enable Enable currency currency folder folder regions. regions. 4. 4. Enter Enter transaction transaction currency currency when when applicable. applicable.
Multicurrency Expenditures Note the following regarding multicurrency expenditure entries which are not tied to an expense 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 Transaction Import Import
Expenditures (N) Expenditures>Transaction Import >Review Transactions Currency Conversion Attributes for Imported Transactions When transactions are imported that originated in a currency different from the functional currency or project currency, Oracle Projects must convert the transaction amount to those currencies.
Transaction Import

Project Project and and functional functional currencies currencies are are the the same. same.
Functional Currency Rate Type and Rate Date The following hierarchy is used: 1 User-entered value 2 Default value from the lowest task 3 Default value from the project 4 Default value from the expenditure operating unit's implementation options Project Currency Rate Type and Rate Date The functional currency attributes are used.
Functional Currency Equals Project Currency If the functional currency of the operating unit that incurred the cost (the expenditure operating unit) is equal to the functional currency of the operating unit that owns the project to which the cost is charged (the project operating unit), the above logic is used to determine the currency conversion attributes used in converting the transaction amounts from the transaction currency. The attributes are used to obtain a conversion rate, which is used to convert the transaction currency amount to the functional currency. Since the functional currency is equal to the project currency, the project currency amount is equal to the functional currency amount.
Transaction Import

Differing Differing project project and and functional functional currencies currencies
Functional Currency Rate Type and Rate Date The following hierarchy is used: 1 User-entered value 2 Default value from the expenditure operating unit's implementation options Project Currency Rate Type and Rate Date The following hierarchy is used: 1 User-entered value 2 Default value from the lowest task 3 Default value from the project 4 For the rate type, the default value from the project operating unit's implementation options. For the rate date, the default value from the expenditure operating unit's implementation options.
Functional Currency Does Not Equal Project Currency If the functional currency for the transaction is not equal to the project currency, the above logic is used to determine the currency conversion attributes. The functional currency attributes are used to obtain a conversion rate, which is used to convert the transaction currency amount to the functional currency. The project currency attributes are used to obtain a conversion rate, which is used to convert the transaction currency amount to the project currency.
Expenditure Inquiry
Expenditure Expenditure Inquiry Inquiry
Expenditures (N) Expenditures>Expenditure Inquiry >Project (B) Find Currency Fields The functional, project, transaction, and receipt currency fields can be displayed as needed using the folder tools.
Cost Distribution Lines
Cost Cost Distribution Distribution Lines Lines
Expenditures (N) Expenditures>Expenditure Inquiry>Project (B) Find (B) Item Detail Cost Distribution Lines The Cost Distribution Lines window has regions to display the functional currency amounts, the project currency amounts, and the transaction currency amounts.

Entering Entering pre-approved pre-approved usage usage logs logs Entering Entering pre-approved pre-approved timecards timecards Submitting Submitting and and releasing releasing expenditures expenditures
Section 8 Transaction Import
Section Section 8 8 Transaction Transaction Import 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

Enter project
Ext ernal transactions Enter Time
Tra Transa nsaction ction import import Upload
Enter budget
Baseline budget
Enter pre approv ed expenditures
Adjustments
Basic Business Requirements
Basic Basic Business Business Requirements Requirements
Client cost collection system
Electronic data exchange
Oracle Projects
What Is Transaction Import? Transaction Import is an open interface that enables you to load transactions from external cost collection systems into Oracle Projects. Transaction Import creates preapproved expenditure items from transaction data entered in external cost collection systems. 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 Transaction Import Import Functions Functions

When When you you import import transaction transaction information, information, Oracle Oracle Projects: Projects: Records Records the the transaction transaction details details and and the the source source of of the the imported imported transactions transactions Validates Validates the the transaction transaction information information Reports Reports any any exceptions exceptions
Creates Creates transactions transactions for for all all valid valid records records
Transaction Import You can import costed or uncosted, accounted or unaccounted, and adjusted transactions into Oracle Projects. Adjustments are transactions with negative quantities. Unmatched import adjustments do not reverse any transaction in Oracle Projects. All other adjusting transactions in Oracle Projects must reverse another transaction. 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 transaction currency is different from the project and/or functional currency.
Transaction Import Flow
Transaction Transaction Import Import Flow Flow

Filters 1,2,3,... to load transactions Cost collection systems 1,2,3,...
Oracle Projects
Transaction interface table
Rejected transactions Expenditure batches created
No
Expenditure records
Transaction Import
Read pending transactions Valid transaction? Create expenditure records Report transactions Delete transaction records
Yes
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 expenditure are imported. All items are marked as rejected. Create expenditure records. Create released, preapproved expenditure batches, expenditures, and expenditure items. Purge accepted transactions. If the transaction source is purgeable, then accepted rows are deleted.
Transaction Source
Transaction Transaction Source Source

A A transaction transaction source source is is defined defined during during implementation implementation to to identify identify each each source source of of imported imported transactions. transactions.
Transaction Source Faxed timecard PBX Expenditure Type Costed Purgeable Description Class Straight Time No Yes Faxed timecard Telephone usage log
Usage
Yes
Yes
Defining Transaction Source When you set up each transaction source, you select options that determine how transactions are processed by Transaction Import. The following are some of the fields and actions you can control when you choose transaction 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 Costed Transactions Transactions

If If the the Import Import Raw Raw Cost Cost Amounts Amounts option option is is selected selected for for a a transaction transaction source, source, it it indicates indicates that that the the transactions transactions have have already already been been costed. costed. For For these these transactions: transactions:
Oracle Oracle Projects Projects does does not not recalculate recalculate the the raw raw cost. cost. You You can can perform perform accounting accounting for for these these transactions. transactions. You You can can perform perform burdening burdening for for these these transactions. transactions.
Costed and Uncosted Items When importing costed items you must provide the quantity and the raw cost. Oracle Projects does not recalculate the raw cost. When importing uncosted items you provide only the quantity. Oracle Projects costs the transactions like other transactions based on the cost multiplier and the quantity.
Accounted Transactions
Accounted Accounted Transactions Transactions

If If the the Raw Raw Cost Cost GL GL Accounted Accounted option option is is selected selected for for a a transaction transaction source, source, it it indicates indicates that that the the transactions transactions are are accounted. accounted. For For these these transactions, transactions, Transaction Transaction Import: Import:
Creates Creates cost cost distribution distribution lines lines with with a a status status of of Received Received Creates Creates expenditures expenditures and and expenditure expenditure items items that that are identified as accounted are identified as accounted Does Does not not call call any any extensions extensions Does Does not not create create any any related related items items Does Does not not allow allow you you to to import import related related items items
Accounted and Unaccounted Items For accounted items the raw cost and GL accounts have already been determined and posted to general ledger by the external system. You must provide the debit and credit code combination ID for each imported transaction. When loading unaccounted items (GL account has not been determined), the Transaction 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 Burdening Transactions Transactions

When When importing importing transactions transactions you you can: can: Import Import the the burdened burdened cost cost as as a a value value on on the the expenditure item expenditure item Import Import the the burdened burdened cost cost as as a a separate separate burden burden transaction transaction expenditure expenditure item item Allow Allow Oracle Oracle Projects Projects to to calculate calculate the the burdened burdened costs costs
Importing Burden Transaction Expenditure Items Burden transactions have raw costs and quantities of zero and only burden amounts associated with the transaction. You identify burden transactions by assigning them an expenditure type class of Burden Transactions. There is no predefined transaction source for burden transactions. You can create a new transaction source with a default expenditure type class of Burden Transaction and then use this transaction source to import burden transactions.
Foreign Currency Transactions
Foreign Foreign Currency Currency Transactions Transactions

When When transactions transactions are are imported imported that that originated originated in in a a currency currency different different from from the the functional functional currency currency or or the the project project currency, currency, Oracle Oracle Projects Projects must must convert convert the the transaction amounts into those currencies. transaction amounts into those currencies.
Functional Currency Transaction Currency Project Currency
Currency Conversion To convert foreign currency transactions, Oracle Projects must determine an exchange rate type and exchange rate date for each transaction. If these values are not provided in the import record, Oracle Projects uses defaulting logic to derive their values. The defaulting values may be derived from the task, the project, the implementation options for the expenditure operating unit, or the implementation options for the project operating unit. The defaulting hierarchy varies depending on whether or not the functional currency and project currency are the same. For details, see the Oracle Projects Users Guide.
Descriptive Flexfield Option
Descriptive Descriptive Flexfield Option Option

You You have have the the option option to to transfer transfer descriptive descriptive flexfields flexfields on on supplier supplier invoices invoices and and expense expense reports reports between between Oracle Oracle Payables Payables and and Oracle Oracle Projects. Projects. When When this this option option is is enabled, enabled, Transaction Transaction Import: Import:
Verifies Verifies that that valid valid values values are are transferred transferred Verifies Verifies that that all all required required flexfields flexfields are are populated populated Generates Generates any any appropriate appropriate error error messages messages
Descriptive Flexfield Option To enable the Descriptive Flexfield Option, set the profile option PA: Transfer DFF with AP to Yes. The default mapping for descriptive flexfields is from ATTRIBUTE1 to ATTRIBUTE1, ATTRIBUTE2 to ATTRIBUTE2, etc. Using client extensions you can determine your own attribute mapping rules between two descriptive flexfields, if desired.
Running Transaction Import
Running Running Transaction Transaction Import

Submit Submit Transaction Transaction Import Import by: by: Transaction Transaction source source (required) (required) Batch Batch name name (optional) (optional) Review Review the the results results of of the the output output report report
Rejected Rejected transactions transactions and and rejection rejection reason reason Created expenditure batches and number Created expenditure batches and number of of expenditures expenditures
Running Transaction Import When you submit Transaction Import, you must identify the source of the transaction that you want to import. The source can be any transaction source you defined or any source predefined by Oracle Projects. The list of values for the transaction source parameter displays all the transaction sources in the PA_TRANSACTION_SOURCES table. Any transaction sources that have pending records in the transaction interface table are marked with an asterisk in the list of values. Note: You can run multiple, concurrent transaction imports by source and batch name.
Viewing Rejected Transactions
Viewing Viewing Rejected Rejected Transactions Transactions

Use Use one one of of these these methods methods to to view view rejected rejected transactions: transactions: Review Review Transaction Transaction window: window: You You can can search search for for rejected rejected transactions transactions by by transaction transaction source source or or batch batch name. name. Transaction Transaction Import Import Exception Exception Report: Report: For For each each rejected rejected transaction, transaction, the the report report displays displays the the key key fields and the rejection reason code. fields and the rejection reason code.
Rejected Records Transaction records that fail validation remain in the interface table. If any one expenditure item in the expenditure fails validation, Oracle Projects rejects the entire expenditure and updates each expenditure item in the expenditure with a status of R (Rejected). However, only the expenditure item that failed validation appears on the exception report. Expenditures within the same batch that pass validation are interfaced to Oracle Projects.
Correcting Rejected Rows
Correcting Correcting Rejected Rejected Rows Rows

You You can can correct correct rejected rejected rows rows in in two two ways: ways: Use Use the the Review Review Transactions Transactions window window to to correct correct the data online. the data online. Delete Delete the the rejected rejected rows, rows, correcting correcting the the data data in in the the source source system, system, and and then then reload reload the the data data into into the the interface interface table. table.
Rejection Reason Codes Transaction Import may reject imported transactions for a variety of reasons. You can obtain a list of all rejection reasons from the Oracle Projects Technical Reference Manual.
Review Transactions Window
Review Review Transactions Transactions Window Window
Review Transactions Window (N) Expenditures>Preapproved Batches >Review Window Usage You can view and correct transactions with the Review Transactions window. Oracle Projects automatically updates the status of corrected items and all other transactions in the same expenditure to P (Pending). You can also use the Review Transaction window to create one or more new transactions without loading them from the feeder system. This feature was designed to expedite minor additions to expenditure batches, primarily for testing purposes.
Auditing Imported Transactions
Auditing Auditing Imported Imported Transactions Transactions

Each Each imported imported transaction transaction is is uniquely uniquely identified identified by: by: Transaction Transaction source source Original Original transaction transaction reference reference Transaction Transaction interface interface ID ID (if (if the the transaction transaction source source allows allows duplicate duplicate system system references) references) You You can can use use this this unique unique identifier identifier to to reference reference the the original transaction in the external system. original transaction in the external system.
Audit Table When you update rejected or pending transactions in the interface table, the original and revised transactions are stored in the PA_TRX_INTERFACE_AUDIT_ALL table.
Viewing Imported Transactions
Viewing Viewing Imported Imported Transactions Transactions

You You can can view view and and report report on on imported imported transactions transactions as as you you do do all all other other transactions transactions in in Oracle Oracle Projects. Projects. Use Use the the following following report report and and windows: windows:
Preapproved Preapproved Expenditure Expenditure Entry Entry Audit Audit report report Appropriate Appropriate Preapproved Preapproved Expenditures Expenditures windows windows Enter Enter preapproved preapproved batches batches Review preapproved Review preapproved batches batches
Expenditure Expenditure Inquiry Inquiry (search (search criteria criteria includes includes transaction transaction source) source)
Viewing Imported Transactions Transaction Import loads transactions as pre-approved expenditure items. The batch name for an imported batch is set to <Batch Name><Interface Run ID>.
Section 9 Review of Project Expenditures
Section Section 9 9 Review Review of of Project Project Expenditures Expenditures
Summary Flow
Summary Summary Flow Flow

Enter Enter Reqs/ Reqs/ PO s PO sin in PO PO Enter project Ext ernal transactions Enter EnterTime Time Enter budget Baseline budget Enter Enter pre approv ed pre approv ed expenditures expenditures
Collect costs
Enter Enter supplie rr supplie invoices invoices
Tra nsa ction Tra nsa ction import import Upload
Adjustments
Reviewing Project Expenditures
Reviewing Reviewing Project Project Expenditures Expenditures

You You can can review review detailed detailed expenditures expenditures charged charged to to a a project project using using the the Expenditure Expenditure Items Items window. window. Two Two expenditure expenditure inquiry inquiry modes modes are are available available in in Oracle Oracle Projects: Projects: Project: Project: The The Project Project mode mode expenditure expenditure inquiry inquiry allows allows you you to to view view expenditure expenditure items items for for a a single single project project only. only. All: All: The The All All mode mode expenditure expenditure inquiry inquiry allows allows you you to view expenditure items across projects to view expenditure items across projects (see (see the the next next two two slides). slides).
Inquiry - Project Mode
Inquiry Inquiry - Project Project Mode Mode
Project Expenditure Items (N) Expenditures>Expenditure Inquiry >Project (B) Find How to Review Project Expenditures Using Project Mode Option When using Project mode: You are required to enter a project number or project name in the Find Project Expenditure Items window before you can execute the query. If project security is implemented, you can select only projects that you are allowed to see. Splitting Expenditure Items You can split expenditure items to change its billing, capitalizable, and hold status for a portion of the original items quantity. You create a reversing entry for the original expenditure item and generate two new expenditure items, totaling the same quantity as the original item.
Inquiry - All Mode
Inquiry Inquiry - All All Mode Mode
Expenditure Items (N) Expenditures>Expenditure Inquiry >All (B) Find How to Review Project Expenditures Using All Mode Option In All mode expenditure inquiry: You are not required to enter a project number or name in the Find Expenditure Items window. You can select other criteria such as employee name or expenditure category to display the expenditure items across all projects. No project security implementation is required to query expenditure items across projects.
Reporting Project Expenditures
Reporting Reporting Project Project Expenditures Expenditures

You You can can use use the the following following reports reports to to review review detailed detailed project project expenditures: expenditures: Expenditure Expenditure Details Details Report: Report: Lists Lists expenditure expenditure details details charged charged to to a a project. project. Expenditure Expenditure Summary Summary Report: Report: Lists Lists project project expenditures expenditures summarized summarized by by employee, employee, task, task, date, date, or or expenditure expenditure type. type.
Summary
Summary Summary
This This lesson lesson described described how how to to perform perform these these tasks: tasks: Recording Recording these these transactions transactions against against a a project project to to indicate actual work performed or cost incurred: indicate actual work performed or cost incurred: Timecards Timecards Expense Expense reports reports Miscellaneous Miscellaneous Multicurrency Multicurrency
Asset Asset usage usage logs logs Supplier Supplier invoices invoices
Inventory Inventory Work Work in in process process
Recording Recording these these transactions transactions against against a a project project to to show show committed committed costs: costs: Requisitions Requisitions Purchase Purchase orders orders

Entering Entering pre-approved pre-approved usage usage logs logs Entering Entering pre-approved pre-approved timecards timecards Submitting Submitting and and releasing releasing pre-approved pre-approved expenditures expenditures

Creating Creating a a supplier supplier invoice invoice in in Oracle Oracle Payables Payables Viewing Viewing committed committed cost cost and and actual actual cost cost on on your your project in Oracle Projects project in Oracle Projects

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Oracle Projects - Project Costing Release 11i

Volume 1 Student Guide

14786GC10 Production 1.0 October MO-12818

This book was published using:

Oracle Projects - Project Costing Release 11i Table of Contents i

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Oracle Projects - Project Costing Release 11i Table of Contents ii

Oracle Projects - Project Costing Release 11i Table of Contents iii

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Oracle Projects - Project Costing Release 11i Table of Contents ix

Prerequisites There are no prerequisites for this course.

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Oracle Projects - Project Costing Release 11i Table of Contents xi

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Oracle Projects - Project Costing Release 11i Table of Contents xii

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CREATE ROLE role

SQL commands and SELECT userid FROM emp; functions

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Oracle Projects - Project Costing Release 11i Table of Contents xiv

Oracle Projects - Project Costing Release 11i Table of Contents xv

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Overview of Oracle Projects

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Overview of Oracle Projects Chapter 1 - Page 1

Overview of Oracle Projects

Overview Overview of of Oracle Oracle Projects Projects

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Overview of Oracle Projects Chapter 1 - Page 2

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Overview of Oracle Projects Chapter 1 - Page 3

Purpose of Oracle Projects

Purpose Purpose of of Oracle Projects Projects

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Overview of Oracle Projects Chapter 1 - Page 4

How to Use Oracle Projects

How How to to Use Use Oracle Oracle Projects Projects

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Overview of Oracle Projects Chapter 1 - Page 5

Overview of Oracle Projects

Overview Overview of of Oracle Oracle Projects Projects