very good project acct doc - integrations

8/10/2019 Very Good Project Acct Doc - Integrations

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PROJECTS TO AR INTEGRATION

Oracle Projects Invoice FlowThis article gives a basic understanding of the Oracle Projects Invoice Flow:

Oracle Projects Invoice Flow:

Below are Steps that needs to be followed for successfully creating aProjects Invoice and interfacing it to Oracle Receivables.

1. Creation of Contract Project (Mandatory)

2. Assign a Customer for the Project (Mandatory)

3. Create an Agreement with the Customer (Mandatory)

4. Fund the Project through the Customer Agreement (Mandatory)

5. Create an Approved Revenue Budget for the Project (optional).

6. Baseline the Funding (Mandatory).

7. Generate Draft Revenue (Optional).

8. Generate Draft Invoice (Mandatory).

9. Approve and Release the Draft Invoice (Mandatory).

10. Interface Draft Invoices to Oracle Receivables. (Mandatory)

11. Tieback invoices back to Oracle Projects. (Mandatory).


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1. Creation of Contract Project:

Create a Project of Contract Project Type. Only Contract Projects can beassociated with a Customer. Create WBS Structure for the Project. Identifythe Project Manager. Assign Team members if needed.

Tables InvolvedPA_PROJECTS_ALL Projects Table

PA_PROJECT_TYPES Project Types Information

PA_TASKS Tasks Associated with the Projects (WBS Information)

PA_PROJECT_PLAYERS Contains the Key Member Assoications withthe Project including the Project managers.2. Assign a Customer for the Project:

Assign a Customer to the Project and the Bill to Address for the customer,so that the customer can be billed. Also you can assign Billing and ShippingContacts for the Customer in the Customers Options in the Projects Form.

Tables InvolvedPA_PROJECT_CUSTOMERS Projects-Customers Association3. Create an Agreement for the Customer:

A Funding Agreement needs to be created for the Customer with the Termsand the Agreement Amount. This can be done using the Agreements Form.

Here you can specify the Hard Limts . If the Hard Limit is set for Revenue,Revenue cannot be generated past the funded amount for the project.Similarly if the Hard Limit is set for the invoice, the customer cannot be

billed past the funded amount in the agreement for that project.

Tables Involved


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PA_AGREEMENTS_ALL Agreement Header Information.4. Fund the Project through the Customer Agreement:

Fund the Project using the Customer agreement created in Step 4. This can be done using the Fundings Section in the Agreement Form. If a customeragreement already exists for this customer, you can use the same agreementto fund this project.

Tables InvolvedPA_SUMMARY_PROJECT_FUNDINGS Project Funding Information.5. Create an Approved Revenue Budget for the Project:

This Step is optional, if the Baseline Funding without Budget option isset at the Project level. If this option is not set, then an approved revenue budget for the project has to be created with the funding amount. Baseliningthis budget, baselines the funding automatically.

Tables InvolvedPA_BUDGET_VERSIONS Budget header info

PA_BUDGET_LINES : Budget Line level info6. Baseline the Funding:

If Basel ine Funding without Budget is set then the funding can be baselined without the Approved Revenue Budget. Oracle Projects creates aninternal Approved Revenue Budget with the budget amount equal to theFunding amount and baselines both the Budget and Funding.

7. Generate Draft Revenue:

This step is optional depending on the Distribution Rule for the invoice. Ifthe invoice distribution rule is WORK, this step is mandatory. The processPRC: Generate Draft Revenue for a single Project is run for the Project . Ifrevenue needs to be generated for multiple projects, run the PRC: GenerateDraft Revenue for range of Projects process giving the Project Number


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ranges.

Tables InvolvedPA_DRAFT_REVENUES_ALL Revenue Header info

PA_DRAFT_REVENUE_ITEMS Line level details.

PA_CUST_REV_DIST_LINES_ALL Revenue distribution lines for theExpenditure items

PA_CUST_EVENT_RDL_ALL Revenue distribution lines for the events8. Generate Draft Invoice:

Run the Process PRC:Generate Draft Invoice for a single Project, givingthe Project number as parameter. This will generate draft invoices only forthat project. If you want to generate invoices for multiple projects, runPRC: Generate Draft Invoice for a range of Projects giving the Projectnumber ranges.

Tables Involved

PA_DRAFT_INVOICES_ALL Draft invoice header information

PA_DRAFT_INVOICE_ITEMS Item level information9. Approve and Release the Draft Invoice:

The invoices needs to be approved and released in order to interface them toAR. This can be done in the Invoice Review Form. Alternatively theAutomatic Approval and release client extension can be used to

automatically approve and release the invoices. But it all depends on the business scenario. Generally an invoice accountant will review the invoice,approve and release it.

The approval workflow can also be customized to have a multi-levelapproval mechanism.


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10. Interface Draft Invoices to Oracle Receivables

Run the PRC: Interface invoices to Receivables process in order tointerface the released projects invoices to AR. This process will populate theAR interface table. Once this process is run, in AR, the Autoinvoiceimportprocess need to be run so that it will create AR invoices from theinterface records.

Tables InvolvedRA_INTERFACE_LINES_ALL

RA_INTERFACE_DISTRIBUTIONS_ALL

11. Tieback invoices back to Oracle Projects

Once the Autoinvoice import is successfully run, the PRC: TiebackInvoices from Receivables process is run to update the status of the invoice import in AR to the Projects Invoices

AP TO PROJECTS INTEGRATION

PA AP Flow:

Here iam considering the AP invoice integration with Oracle Projects. I willexplain about the Expense Reports flow in another topic.

This integration involves 2 sub processes given below:

Interfacing Supplier Invoice From Oracle Payables To Oracle Projects

Interfacing Supplier Invoice Adjustments From Oracle Projects To OraclePayables

Interfacing Supplier Invoice From Oracle Payables To Oracle Projects:

This process involves :


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1. Creating the invoice.

2. Approve the invoice.

3. Account for the invoice in payables.

4. Run the Interface Supplier Costs process in Oracle Projects whichinterfaces the invoices from AP to PA.

Interfacing Supplier Invoice Adjustments From Oracle Projects ToOracle Payables :

This process involves:

1. Adjust the supplier invoice interfaced to Oracle Projects by either splittingthe quantity or transferring an invoice from one project/task toanother.

2. Execute the PRC: Distribute Supplier Invoice Adjustment Costs process inOracle Projects.

3. Run the PRC: Interface Supplier Invoice Adjustment Costs to Payables process in Oracle Projects.

Important Project Related Fields in AP:

Project Name Project Name to which the Invoice is accounted inPayables.

Task Number Task Number of the Project to which the invoice isaccounted. Note: If the Task is not chargeable, the system displays thefollowing error message: APP-PA-19270 The Task is Not Chargeable.

The same error will be received if the Chargeable Flag is not checkedwhile defining Tasks in Projects Setup or if the task is a Parent Task.Expenditures cannot be created at the Parent Task level.

Expenditure Types Expenditure Type of the invoice. This is based onthe projects expenditure types (pa_expenditure_types table)


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Expenditure Item Date The date of the invoice expenditure item to becreated in Projects.

Expenditure Organization Active Project Expenditure/EventOrganization against which the invoice has to be mapped. TheExpenditure Org can be find in PA_ALL_Organizations table with

pa_org_use_type = EXPENDITURES. For any organization to be aExpenditure Organization, it has to be classified in HR asExpenditure/Event Organization.

Quantity Based on the Expenditure Type definition, quantity is verified by checking the PA_QUANTITY column in theAP_INVOICE_DISTRIBUTIONS_ALL. If the COST_RATE_FLAGcolumn in PA_EXPENDITURE_TYPES table is set to Y, then the

quantity field in the Payables Invoice Workbench needs to be filled in.Once all the requisite information has been entered and the invoicedistribution saved, the system checks whether the values given in theProject, Task, Expenditure Type and Expenditure Organization fields areactive as of the Expenditure Item Date.

The following columns in the AP_INVOICE_DISTRIBUTIONS_ALL table are relevant for project-related supplier invoices:

1. PROJECT_ACCOUNTING_CONTEXT This column is set to Yes ifthe Project ID column is filled.

1. ASSET_ADDITION_FLAG If the project-related invoicedistribution is charged to a Capital Project, then theASSET_ADDITION_FLAG is set to P when thePA_ADDITION_FLAG is set to Y, Z or T.

To avoid the same invoice distribution being interfaced to both Projects andFixed Assets, you must interface any project-related invoice distribution toOracle Projects before you interface it to Oracle Assets.

1. PA_ADDITION_FLAG - The PA_ADDITION_FLAG tracks the statusof project-related supplier invoice distribution lines and expensereport distribution lines. For supplier invoice distributions entered via


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Oracle Payables, the PA_ADDITION_FLAG is set to N if thedistribution is project-related, otherwise it is set to E and it is updated

by Oracle Projects when the distribution is processed by the OracleProjects Interface Supplier Invoice process. Oracle Projects sets thePA_ADDITION_FLAG to Y or Z after the item is successfully

processed, or may be set to a rejection code if the line is rejectedduring transfer to Projects. For supplier invoice adjustment linesinterfaced from Projects to Payables (which must net to zero withanother line), the value for the PA_ADDITION_FLAG is set to T.Listed below are the Quick Codes available for thePA_ADDITION_FLAG:

2. PA_ADDITION_FLAG 3. DESCRIPTION4. B 5. No open PA period

6. C 7.

Task does not allow charges8. D 9. Outside project dates

10. E 11. Non-project related invoice distributions12. I 13. Outside task dates14. J 15. Project level transaction controls violated16. K 17. Task level transaction controls violated18. M 19. Invalid project/task combination20. N 21. New line not yet processed by Oracle Projects22. P 23. Project is closed24. Q 25. Transaction control extension violated26. S 27. Temporary status used during processing28. T 29. Adjustment line transferred from Oracle Projects30. V 31. Invalid data (catch-all error)32. X 33. Burdening error34. Y 35. Transferred to Oracle Projects36. Z 37. Net zero adjustment line. Never transferred to PA38. If an item is rejected, you must correct the rejection reason and re-

run the interface process. Once the Invoice is interfaced to Projects,the following tables are populated with appropriate values:

PA_EXPENDITURE_GROUPS_ALL

PA_EXPEDITURES_ALL

PA_EXPENDITURE_ITEMS_ALL

PA_COST_DISTRIBUTION_LINES_ALL


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The interrelationship between the relevant Payables and Projects tables areas follows:

Release 11iAP_INVOICES_ALL PA_EXPENDITURE_ITEMS_ALL PA_COST_DISTINVOICE_NUM ORIG_USER_EXP_TXN_REFERENCEINVOICE_ID ORIG_EXP_TXN_REFERENCE1 SYSTEM_REFEVENDOR_ID VENDOR_ID SYSTEM_REFORG_ID ORG_ID ORG_IDAP_INVOICE_DISTRIBUTIONS_ ALL PA_EXPENDITURE_ITEMS_ALL PA_COST_DISTDISTRIBUTION_LINE_NUMBER SYSTEM_REFDIST_CODE_COMBINATION_ID DR_CODE_COINVOICE_ID SYSTEM_RE

EXPENDITURE_TYPE EXPENDITURE_TYPEEXPENDITURE_ORGANIZATION_ID

EXPENDITURE_ORGANIZATION_ID

PROJECT_ID PROJECT_ID PROJECT_IDTASK_ID TASK_ID TASK_IDEXPENDITURE_ITEM_DATE EXPENDITURE_ITEM_DATE GL_DATEORG_ID ORG_ID ORG_IDPA_QUANTITY QUANTITY QUANTITYAMOUNT RAW_COST AMOUNTRelease 12 ==============The following columns were added in R12 to tablePA_EXPENDITURE_ITEMS_ALL with the purpose of linking data

between PA and AP/PO: DOCUMENT_HEADER_ID: This column refers to a header-level record identifier in another application.If the expenditure item originated in Oracle Payables, it holds theAP_INVOICES_ALL.INVOICE_ID. If the expenditure item originated inOracle Purchasing, it holds the PO_HEADERS_ALL.PO_HEADER_ID.This column is not used for labor and usage expenditure items.

DOCUMENT_DISTRIBUTION_ID : This column refers to adistribution-level record identifier in another application. If the expenditureitem originated in Oracle Payables, it holds theAP_INVOICE_DISTRIBUTIONS_ALL.INVOICE_DISTRIBUTION_ID.If the expenditure item originated in Oracle Purchasing, it holds theRCV_TRANSACTIONS.TRANSACTION_ID. This column is not used forlabor and usage expenditure items.


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DOCUMENT_LINE_NUMBER : This column refers to a line-levelrecord identifier in another application. If the expenditure item originated inOracle Payables, it holds theAP_INVOICE_LINES_ALL.LINE_NUMBER. If the expenditure itemoriginated in Oracle Purchasing, it holds thePO_DISTRIBUTIONS_ALL.PO_DISTRIBUTION_ID. This column is notused for labor and usage expenditure items.

DOCUMENT_PAYMENT_ID: This column refers to the payment recordidentifier in Oracle Payables. It holds theAP_PAYMENT_DISTRIBUTIONS_ALL.PAYMENT_ID. This column isonly populated when you enable cash basis accounting or, for paymentdiscounts, when you use accrual basis accounting. This column is not used

for labor and usage expenditure items.

VENDOR_ID: This column indicates the vendor identifier for suppliercost transactions. If the expenditure item originated in Oracle Payables, itholds the AP_INVOICES_ALL.VENDOR_ID. If the expenditure itemoriginated in Oracle Purchasing, it holds thePO_HEADERS_ALL.VENDOR_ID. This column is not used for labor andusage expenditure items.

DOCUMENT_TYPE: The supplier cost interface process uses thiscolumn to indicate the transaction type. Valid values are as follows:Payables, Purchasing, or Receiving.

DOCUMENT_DISTRIBUTION_TYPE: The supplier cost interface process uses this column to indicate the transaction type of the distribution.Valid values are as follows: Payables, Purchasing, or Receiving.

The value in SYSTEM_REFERENCE columns depends on where theexpenditure is coming from. Usually the reference columns inPA_COST_DISTRIBUTION_LINES_ALL table are populated forSupplier costs Invoices or Receipts.

In case of Supplier invoice : SYSTEM_REFERENCE2 holds invoice


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id SYSTEM_REFERENCE3 holds invoice linenumber SYSTEM_REFERENCE4 holds invoice_payment_id from tableap_payment_hist_dists (for discount lines) holds variance type or tax type(like TRV, ERV, NONREC_TAX) SYSTEM_REFERENCE5 holdsPAYMENT_HIST_DIST_ID from table ap_payment_hist_dists (fordiscount lines)

If it is Receipt Accrual: SYSTEM_REFERENCE2 holdsPO_HEADER_ID SYSTEM_REFERENCE3 holdsPO_DISTRIBUTION_ID SYSTEM_REFERENCE4 holdsRCV_TRANSACTION_ID fromrcv_receiving_sub_ledger SYSTEM_REFERENCE5 holdsRCV_SUB_LEDGER_ID from rcv_receiving_sub_ledger

It is possible to map between the TRANSFER_STATUS_CODE column inthe PA_COST_DISTRIBUTION_LINES_ALL table and thePA_ADDITION_FLAG column in theAP_INVOICE_DISTRIBUTIONS_ALL table.TRANSFER_STATUS_CODEs available in thePA_COST_DISTRIBUTION_LINES_ALL table for supplier invoices are:

V- Interface from Oracle Payables Upon creation set to Received

P Pending Upon execution of Distribute Cost Process afterSupplier Invoice Adjustments

G If payables rules do not allow adjustments to the invoice(example: if the invoice is cancelled), then distribute supplierinvoice adjustments program would create the CDL and set thevalue to (G), these lines will always reside in Oracle Projectsand will not be transferred to Oracle Payables

A Transfer Costs If successfully transferred to Oracle Payables,set to Accepted

X Rejected in transfer to Oracle Payables, set to Rejected in Transfer


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ORACLE PROJECTS AND I-EXPENSE INTEGRATION

Customer wanted to use the AP expense report form to enter expense reportsto Projects as well though you can enter expense reports directly in APinvoice entry form / Projects Expenditure entry.

This can be achieved by customization.

Here are the steps:

1. In the flexfield AP Expense Report Line add the following segments:

1. Segment: Project Number, Valueset : PA_SRS_Project_ID

2. Segment: Task Number , Valueset: PA_SRS_Task_ID

3. Segment: Expenditure_Type,Valuset: PA_SRS_Expenditure_Type

4. Segment: Expenditure_Organization,Valueset:PA_SRS_Expenditure_Organization

So whenever an AP expense report is entered, these fields are captured in theAP_Expense_Reports_lines attributes.

Now the expense report is converted into AP invoic es using AP invoice

import process. These invoices anyway will not have the projectsinformation. So we need to look back into the attributes captured in theExpense report lines and update the ap_invoice_distributions_all table.

So write a concurrent program for acheiving the same. The update statementshould update the below fields:


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ap_invoice_d istributions_all.project_id

ap_invoice_distributions_all.task_id

ap_invoice_distributions_all.expenditure_type

ap_invoice_distributions_all.expenditure_item_Date

ap_invoice_distributions_all.expenditure_organization_id

ap_invoice_distributions_all.project_accounting_context -> this should be

set to Yes to interface the invoices to Projects.

ap_invoice_distributions_all.pa_addition_flag - > this should be set to N toset the lines eligible for interface to Projects.

Once the above update is done, the invoice can be interfaced to projects byrunning the PRC:Interface Supplier Costs process from PA.

ORACLE PROJECTS AND FA INTEGRATION

Oracle Projects Fixed AssetsIntegrationHome / Oracle Projects - Fixed Assets Oracle Projects Integration / OracleProjects Fixed ...

May 9, 2013 Sathish Oracle Projects - Fixed Assets / Oracle ProjectsIntegration

In this article, i will explain the steps involved in the interface of CapitalProjects Assets to Fixed Assets.

1. Enter the cost that you want to capitalize either in the Pre-approvedexpenditure entry or through transaction import or from Payables or other
http://projectsaccounting.com/http://projectsaccounting.com/http://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/oracle-projects-integrationhttp://projectsaccounting.com/oracle-projects-fixed-assetshttp://projectsaccounting.com/


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modules.

2. Run the distribute process for the type of cost that you are dealing with.(i.e labor, usage, and miscellaneous cost. )

3. If the item is fr om Payables, you need to run the PRC: Interface SupplierCosts process.

4. Interface Raw Cost and Burden Cost to GL. You may need to run thesuitable process from the list below:

PRC: Interface Labor cost to GL PRC: Interface Total Burdened Cost toGL PRC: Interface Usage and Miscellaneous Cost to GL PRC: InterfaceSupplier Invoice Adjustments to AP(if item is from payables).

5. Define Assets under Projects 6. Assign Assets to a Task/Project in OracleProjects.

7. Place the Assets in service.

8. Run the PRC: Update Project Summary Amounts to update the Cost buckets.

9. Run the PRC:Generate Asset Lines process to generate Asset Lines inPA.

10. Run PRC: Interface Assets process to interface Asset Lines to FA.

11. In Fixed Assets post the Asset Lines you have interfaced from PA to FA.

Things you may have to check before generating asset lines:

1. Check all the costs have been cost distributed( You need to run the


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appropriate cost distribution process labor, expense, miscellaneous etcdepending upon your expenditure type).

2. Check the project type for the project. In the capitalization information,alternate region it indicates whether raw or burden costs are beingcapitalized. If burden costs are used, then nothing will get picked up unless

Distribute total Burden costs has been run.

3. Make sure that the assets have an in-service date and that the report parameter Date Placed In Service Through includes this date.

4. Check the PA Date Through parameter used. Note that this must be at

least the last day of the period which includes the PA Date of the costdistribution lines of the expenditure.

If this date is not the last day of a period, the process will select the first datewhich is a last day of a period prior to the date entered. Lets say your PA

periods are like below: JAN-09 01-JAN-09 to 31-JAN-09 FEB-09 01-FEB-09 to 28-FEB-09

If you have CDLs with a PA date of 15 -FEB-09, and you enter a PA datethrough 25-FEB- 09, these CDLs will not be picked up because the processwill not actually use the date 25-FEB-09, but rather the first period endingdate prior to that date, or 31-JAN-09.

4. Check the project status. In Setup-Projects-Status, make sure that the projects current status has the Capitalize Assets action allowed.

very good project acct doc - integrations

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