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Oracle Projects
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S Overview
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Agenda
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Overview of Oracle Projects


Modules

Setup

WBS

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Project Templates
Project Creation

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Project Types

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Oracle Projects
Business application for Project Oriented Companies in different

industries:
Engineering & Construction

Consulting

Retail

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PSA

Aerospace & Defense

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Provides you a flexible approach to defining
8 and structuring projects,
tasks and budgets
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Oracle Projects
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Structure the project by


breaking it down to
tasks to effectively track
the work to be
accomplished

Track various
costs related to
project, track
profitability

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Oracle
Projects

G Report status

Accrue revenue
on project based
businesses

Financial (Actual vs
budgets, schedule),
schedule and others

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Generate invoices
to clients

Create Budgets
and maintain
financial control

Create resource
requirements for
the project and staff
them

Collaborate project data across the project team seamlessly

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Track Project
Schedule, monitor
progress, issues
and manage
changes

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Oracle Projects
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Project Collaboration
$

Expense
Reports
Project
Management
- Schedule
- Progress
- Issues
- Changes

Budgets

Expenditures

lie
pp
u
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Mfg Costs
at

er

La

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co
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WIP

ts

s
se
en
xp
re

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bo

Inventory

Invoicing

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Revenue
Accrual

Organization
& Employees

ia
l

Costing

Project
Resource
Management

s
$
ice
Accounts Payable

o
nv
rI

Projects

Personnel
$
$
Accounts Receivable
VISIO CORPORATION
$
GL

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Oracle Projects - Modules


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Project Costing (PJC)


Project Billing (PJB)

Project Resource Management (PJR)


Project Management (PJT)

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Project Collaboration (PJL)

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Oracle Projects - Modules


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Project Costing: Allows you to enter and maintain project costs


Create tasks, control chargeability

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Record cost transactions Timecards, expense reports, asset usage, supplier invoices

Track committed costs Requisitions, PO,


Interfaces with AP, PO, GL, PJM

Target Users: Project Managers, Financial Managers

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Oracle Projects - Modules


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Enter project customers, agreements and Fund the project


Generate Revenue T&M, Cost Plus, % Complete

Create Invoices based on transactions, milestones


Interfaces with GL, AR

Target Users: Project Managers, Financial Managers

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Project Billing: Allows you to generate revenue and create invoices

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Oracle Projects - Modules


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Project Resource Management: Allows you to manage your project resource

needs and organization resource utilization


Defining resource requirements

Searching for resources meeting requirements

Tracking candidates
Automatically processing approvals

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Track resource utilization

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Managing team schedules

Target Users: Project Managers, Resource Managers, Staffing Managers

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Oracle Projects - Modules


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creation and planning through to completion


Create, maintain, version and view workplans

Track progress against the workplan

Create Budgets and Forecasts to plan and manage financial performance


Publish status reports to project stakeholders

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Attach and manage documents for projects8
and tasks
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Target Users: Project ManagersS
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Manage issues and changes in the project

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Project Management: Enables you to track and manage a project from

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Oracle Projects - Modules


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and communicate with ease

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Team Member Home page Entry page for team members to access different projects
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related documents
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Resolve issues and changes related to projects Sharing information
S and assigning
actions to different people
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Decentralized project progress entry
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Receive project notifications, and status reports B
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Target Users: Project Team Members 8
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Project Collaboration: Enables the project team members to collaborate

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Oracle Projects Setup


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Legal Entity

Vision
Operations

Operating Unit

Vision
Operations

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SInventory Org 2
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HR Org 1

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Define SOB GL
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Define Organizations
HR
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SProject
Transactions

Organizations

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Set of Book

controlled here

Inventory Org 3

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Oracle Projects Setup


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Organization Classifications
Project Expenditure/Event Owning organization

Organization Hierarchy
Project/Task owning org hierarchy

Burden Schedule hierarchy

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Exp/Event org hierarchy

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Project Task owning organization

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Oracle Projects Setup


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Set MO: Operating Unit profile option

Setup Projects Implementation Option for each OU

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Oracle Projects Setup


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Schedule Calendars Calendar Shifts, Calendar Exceptions, Assign
T shifts
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Resource Definition
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Job groups, Job Levels, Job categories, Jobs, Grades, Rating Scales, Competencies, PJR Job
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Group profile option
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Define Employees
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Roles, Role Lists
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options)

PA Periods: Define PA Periods (copy from GL, derived from implementation

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Oracle Projects Setup


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Classifications Class Categories and Class codes


Resource Lists
Service Types

Work Types
Cycles

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Statuses

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Projects Foundation
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Project Types The project type determines how Oracle Projects processes costs (expenditure
items) for a project and provides defaults and controls for project entry and processing. Each project
type must have a project type class.

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T activities, such
Indirect To collect and track expenditure item costs and labor hours for overhead
O You can also
as administrative and overhead work, marketing, and bid & proposal preparation.
define indirect projects to track time off including sick leave, vacation,P
and holidays
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Contract To collect and track costs, labor hours, revenue, and billing for services performed for
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and reimbursed by a client
O development activities that you plan to
Capital To collect and track costs and labor hours for
asset
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capitalize as one or more assets
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Examples of project types:
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Cost Plus
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Time and Materials
P
Construction
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General and Administration
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Projects Foundation
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Work Breakdown Structure Hierarchical breakup of the project activities into


manageable units
Financial WBS To aggregate costs and manage billing at the task level
Workplan Detailed WBS to track task schedules
Tasks Top Tasks, Summary Tasks and Lowest Tasks (activities)

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Benefits in Oracle Projects Budgets at task level, costing can be controlled, controlled billing,

summarization of costs, schedule tracking

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Project Foundation
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Project Template: Defines the basic characteristics of the project, and consists of:
Basic project information
Work breakdown structure (WBS)

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Agreement and funding (optional)

Project and task options, including key members, classifications, Transaction controls, and any other

project and task options


Budgets (optional)

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Project Option controls which list the project
8options to display for new projects created from a
template
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Quick Entry fields which specify fields to enter for the new project when creating it from a template

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Projects Foundation
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Project Template screen shot

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Project Foundation
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Quick Entry Screen

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Project Foundation
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Project Creation: Create Project by copying


Project Template
Another Project

Provide details in the quick entry


Modify details as required after project creation

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Projects Foundation
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Project Creation screen shot

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Projects Foundation
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Project and Task Options

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Project Classifications - Choose the class category for the project, then select one or more class

codes for the class category. For example, you can specify a class category of Funding Source, and
assign a class code of Federal to indicate project funding by a federal agency.

Customers and Contacts- Specify the revenue and billing contribution of a paying customer for project

work, define the relationship of a customer to this project, and enter other information about this
projects customer. The customer you choose must be an active customer in the Oracle Receivables
database.

Cross Charge - Specify whether the project or lowest task allows charges from other operating units.

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Key Members - Key members are employees who are assigned a role on the project. You assign

employees as key members who need access to the project.

Organization overrides - You can reassign an employees, or an entire organizations, costs and

S
Resource List Assignments - YouP
assign resource lists to a project to indicate which resource lists
Pproject
you want to use for summarizing
actual amounts for project status tracking.
A
Transaction Controls E
- Configure your projects and tasks to allow only charges that you expect or plan.
You can also defineL
what items are billable and nonbillable on your projects.
CSchedule - You must specify a cost burden schedule if you specify that a project type
Costing Burden
is burdened.A
The costing burden schedule defaults from the project type.
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revenue to a different organization for a particular project.

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Oracle ProjectOCosting
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Part 1

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Agenda
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Oracle Project Costing overview


Setup

Expenditures

Burdening

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Auto Accounting

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E

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Costing

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Oracle Project Costing


Project Costing: Oracle Project Costing provides you with the ability to define

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projects, work breakdown structures, and budgets; record and report costs
against projects

Enter projects and tasks. You can define chargeability control to limit charges to your

projects and tasks

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Track committed costs of requisitions, purchase orders, and supplier invoices
O
L reports, asset usage, and
Record detailed cost transactions for timecards, expense
supplier invoices
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8 while maintaining a detail audit trail
Interface costs between other Oracle Applications
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Report project status online and in reports
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Enter cost budgets and baseline them

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Business Process
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Issue Materials to
Projects

Project
Manager

Accounts
Staff

Project
Resources

Create
Project

Enter
Time
Cards

Define Tasks,
project and
Task options

Enter project
Expenses

Import
Inventory and
manufacturing
costs

Enter
Usage and
Misc Costs

Enter Project
Budgets

Project
Budgets

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P

Project
Expenditures

A
E

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Generate Project
Summary Amounts

Summarized
Project
Amounts

Costing
(Calculation of Raw,
Burdened costs,
Account generation)

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Record project
specific
Manufacturing costs

Define Key
Members

Import
Supplier
Costs

Inventory
Supervisor

Shop Floor
Supervisor

Enter Supplier
Invoices for
projects

Receive
materials
against PO

Accounts
payables
Clerk

Create
Purchase
Orders

Purchasing
Clerk

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Setup
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Expenditure Categories
Revenue Categories

Expenditure Types

Auto Accounting Lookup sets

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Assign Auto Accounting Rules


Non-Labor Resources

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Accounting Rules

Units (UOM)

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Setup
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Labor Costing Multipliers


Labor Costing Rules

Organization Labor Costing Rules

Cost Bases and Cost Base Types

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Burden Cost Codes

Burden Structures
Burden Schedule

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Rate Schedules (shared between costing and billing)

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Setup
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Expenditure/Costing setup at implementation options

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Setup
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Setup costing options for a project type

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Setup
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Optionally, setup project/task override options


Costing Burden Schedule
Burden Schedule Overrides

Transaction Controls

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Expenditures
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Expenditure Group of transactions incurred by an employee or an organization for an


expenditure period

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Actual Cost To record actual work performed or cost incurred. Eg: Timecards, Expense

Reports

Commitments Future committed costs you expect to incur. Eg: PO, Requisition

Expenditure Type Classes: An expenditure type class tells Oracle Projects how to process an
expenditure item. Oracle Projects predefines all expenditure type classes.

Oracle Projects uses the following expenditure type classes to process labor costs for interfacing

to Oracle General Ledger:

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Overtime Overtime premium on a project
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S type classes to process nonlabor project costs:
Oracle Projects uses the following expenditure
P expense reports are interfaced to Oracle Payables for
Expense Reports Oracle Projects
P
employee reimbursement
A
Usages Asset usage
costs
E are interfaced to Oracle General Ledger.
L
Supplier Invoices Oracle Payables supplier invoices are interfaced from Oracle Payables to
C
Oracle Projects.
A
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Straight Time Payroll straight time

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Expenditure Type Classes


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Miscellaneous Transaction Miscellaneous Transactions are used to track miscellaneous project

costs. Miscellaneous transactions may be used for the following costs:


Fixed assets depreciation

Allocations

Interest charges

Burden Transaction Burden transactions track burden costs that are calculated in an external

system or calculated as separate, summarized transactions.

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8Projects.
that are interfaced from Manufacturing to Oracle
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Inventory This expenditure type class
Sis used for the following transactions:
P
Project Manufacturing transactions that are interfaced from Manufacturing or Inventory to
P
Oracle Projects.
A
Oracle Inventory Issues
and Receipts that are interfaced from Oracle Inventory to Oracle
E
Projects in a manufacturing
or nonmanufacturing installation.
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C
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Work In Process This expenditure type class is used for Project Manufacturing WIP transactions

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Expenditure Entry
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Verify:
Project Status
Task Chargeable ?
Start/Finish Dates

Pre-Approved
Expenditure
Batches Entry

Fail

Error

Fail

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Pass
P

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Error

Pass

Verify Project/
Task Transaction
Controls

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Save
Expenditure
Lines

Submit for
Review

Release

Distribute
Costs

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Expenditure Entry
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Expenditure batch entry

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Expenditure Entry
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Expenditure Items for a Timecard

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Expenditure Inquiry
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Costing
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Costing: Costing is the processing of

expenditures to calculate their cost to


each project and determine the GL
accounts to which the costs will be
posted. The Costing process includes
the following steps:

1. Calculate raw cost (Quantity

Rate).

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3. Perform accounting

Create cost distribution lines

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to in Oracle General Ledger

2. Calculate burdened cost

Determine account numbers to post

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Costing
Labor Costs: Labor costs are calculated using the quantity and rate

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Cost Rate is derived from Organization Labor Costing Rules or employee rateT
overrides
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Expenses and Usages: Oracle Projects calculates the cost for expense reports, usages, and
P
miscellaneous transactions as follows:
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Raw Cost = Quantity (if in Currency, for example,currency amount)
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Raw Cost = Quantity Cost Rate (if quantity is not in Currency)
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Cost rates by expenditure type, or
B
.
Cost rates by nonlabor resource and owning
organization for usages (optional); overrides
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expenditure type cost rate
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Burden Cost = Raw Cost * Burden Multiplier
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P Cost
Burdened Cost = Raw Cost + Burden
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Raw Cost = Hours Worked*Cost Rate

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Costing
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Costing Processes
PRC: Distribute Labor Costs
PRC: Distribute Expense Report costs

PRC: Interface Supplier Invoice Costs

PRC: Interface Expense Reports from Payables


PRC: Interface Expense Reports to Payables

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PRC: Distribute usages and miscellaneous costs

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Burdening
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Burdening A method of calculating


the burden costs by applying one
or more burden cost components
to the raw cost amount of each

individual transaction.

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Burdening
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Burden Structure: A burden

structure determines how cost


bases are grouped and
establishes the method of
applying burden costs to raw
costs.

Burden Cost Code: Type of

burden cost that you want to


attach for the raw cost

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Costs

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Cost Base: Grouping of Raw

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Burdening
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Burden Structure - Example

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Burdening
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Burden Schedule: Establish

the multipliers used to calculate


the burdened cost.

same or separate expenditure


line
When separate, accounting will

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be based on exp type class for


burden transactions

Burden costs can be on the

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AutoAccounting
O

Use AutoAccounting to specify how to determine the correct general ledger

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Examples of accounting practices you can implement using AutoAccounting
O
include:
Pof which region those
Charge central headquarters with all advertising costs regardless
S
advertisements benefit.
G
Credit payroll costs to the payroll liability account belonging
O to the division for which an
employee works.
L
Assign revenue from subcontractors to the company
and cost center managing the
B
.
project.
8
8 you define the rules and circumstances
When you implement AutoAccounting,
S accounts Oracle Projects uses.
that determine which general ledger
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Oracle Projects then usesP
the rules when performing accounting transactions.
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account for each transaction.

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AutoAccounting
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AutoAccounting Rule: Each AutoAccounting rule

you define supplies one Accounting Flexfield


segment value. Thus, you need to specify one
AutoAccounting rule for each segment in your
Accounting Flexfield for each transaction

To define an AutoAccounting rule, you first specify

an intermediate value (an input for the rule). You


can draw an intermediate value from one of three
intermediate value sources:

SQL Select Statement

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Constant
Parameter

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AutoAccounting
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Assign AutoAccounting Rules Window : Use this window to assign an AutoAccounting rule to each

segment of your Accounting Flexfield for the AutoAccounting transactions you want to use.
Example: Accounting for Labor Costs

Labor Cost Account Function: When you run the PRC: Distribute Labor Costs process, Oracle

Projects calculates labor cost amounts based upon employee labor cost rates. After calculating labor
costs, Oracle Projects uses the Labor Cost Account transactions to debit an expense account for raw
labor costs.

B
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Function Name: Labor Cost Account, Transaction
8 Name: Private, Billable Labor
8
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Number Segment Name Rule Name
P
0
Company
P Employee Company
A Employee Cost Center
1
Cost Center
E
2
Account
Private, Billable Labor
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Enable the Private Billable Labor Transaction and Assign Rules:

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AutoAccounting
M

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Labor Cost Clearing Account Function: When you run the PRC: Interface Labor Costs to General

Ledger process, Oracle Projects credits a payroll clearing liability account to balance the labor expense
account it debits when you run the PRC:Distribute Labor Costs process. The process then transfers
both the liability credits and the expense debits to the Oracle General Ledger interface tables so you can
post them to the general ledger.

Enable the Labor Cost Clearing Account Transaction and Assign Rules:

Function Name: Labor Cost Clearing Account, Transaction Name: Clearing Account

Number

Segment Name

Company

Cost Center

Account

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Employee
8 Company
S Cost Center
Division
P
Payroll Clearing
Rule Name

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Oracle ProjectOCosting
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Part 2

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Agenda
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Allocations

AP-PO-PA Integration

Project Status Inquiry

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Allocations
Allocations: Using Allocations, you can distribute amounts between and within

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For example, a manager could distribute across several projects (and tasks) amounts
such
T
as salaries, administrative overhead, and equipment charges.
O
P
Oracle Projects performs allocations among projects and tasks.
S
MassAllocations in Oracle General Ledger performs allocations among GL accounts.
G
You can use AutoAllocations in either General Ledger orO
Oracle Projects to run
L
MassAllocations.
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projects and tasks, or to projects in other organizational units.

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Allocations
Allocation Rule: Allocation rules define how allocation transactions are to be generated,

including:
Source - The amounts you are allocating
Targets - The projects and tasks to which you want to allocate amounts

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How much of the source pool you want to allocate, and if you want to include a fixed

amount, GL balance, or client extension (or any combination of these)


The time period during which the rule is valid

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You can leave the original expenditure amounts in the source project, or offset the

amounts with reversing transactions.

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Allocation Rule
Source: Determines the source pool amount that needs to be allocated.

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Project Source: One or more projects and/or tasks as source. The costs collected
T in the
project/task add to the source pool.
O
P unit
All source projects and tasks must be open and from the same operating
S
The tasks must be a top or lowest level task
G
Optionally, limit the resources that are a part of source
Oprojects
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GL Source: Select a GL Account as a source (if allocation period type is GL)
B
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Allocation Pool % - Indicates how much of source pool to allocate
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8 pool during a specific period of time. The start
The rule accumulates the amounts for the source
S by:
and end date of the time period is determined
P
Allocation period type (either
PGL or PA, as set in the Allocation Rule window)
A
Amount Class PTD, ITD, QTD, YTD
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Fixed Source Amount A fixed amount that you want to include in the source pool

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Allocation Rule
Target: Targets are the projects and tasks to which the allocation distributes amounts.

C
.
window (Target % and Spread Evenly or Target % and Prorate), enter a value
in the %
T
field for each Target line
O
The value is the percentage of the source pool to allocate to the line.P
The total
percentage for included targets must equal 100.
S
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Offset: Offsets are reversing transactions used to balance the allocation transactions with
O
the source or other project.
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All projects and tasks to which you apply offsetsB
. must be open and chargeable.
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If you selected one of the target percentage basis methods in the Allocation Rule

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Allocation Rule
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Basis Method: When you define an allocation rule, you select a basis method. The basis

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Spread Evenly: The rule divides the source pool amount equally among all the
O
chargeable target tasks included in the rule.
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Target % and Spread Evenly: You specify the percentage of the
Ssource pool that you
want to allocate to each target line. The rule calculates the amount
to allocate to the
G
line, and then spreads the results evenly among the tasks.
O
L over how the rule distributes
Prorate: Proration basis method provides precise control
the source pool. The rule uses the attributes setB
in the Basis window to derive the rate
.
at which the source pool amount is apportioned among the target projects and tasks.
8
For the Prorate basis method, the rule uses the basis attributes to apportion the source
amount among all the tasks defined by8
S the rule.
Target % and Prorate: For theP
Target % and Prorate method, the rule first uses the
target percentage to calculate
Pthe amount to allocate to the line, and then goes on to
apportion the results among
A all the tasks.
E Basis: Another way to define percentages and a basis is to use
Use Client Extension
L extension.
the Allocation Basis
C
A
R
O

method defines how the amounts in the source pool are to be divided among the target
lines.

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Allocation Rule
Basis: If you select a proration basis method (Prorate or Target % and Prorate) in the

.C
T
Proration basis methods derive the proportion of the source amount to be allocated to
O
target projects and tasks.
P
The Basis button is available only if you selected the basis methods
S of Prorate or
Target % and Prorate.
G
O by workers on a project,
For example, based on the number of labor hours recorded
Lto that project.
you can allocate a proportionate amount of the source
B
.
Basis Category: Actual, Budget, Financial Plan Type
8
8 (Eg: Total Raw Cost, Total Labor Hours)
Amount Type: Dependent on Basis Category
S
Amount Class: PTD, YTD, QTD P
P
Basis Resources (Optional)
A
E
L
C
A
R
O
Allocation Rule window, you must define exactly how you want to prorate the source pool
amount to the target projects.

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Allocation Example
(with tasks Y and Z)
Basis Method

Target Project

Target Tasks

Spread
Evenly

P1

Target
Percent

.B
8

P2

P1

A
E

C
P2

S
AP
PB
Z

.C
TAllocation
$ 200
$ 200
$ 200
$ 200

$ 200
90%

$ 300
$ 300

C
Y

Labor Hours

Target % and
Spread
Evenly

Assume a source Pool of $1000. The Target projects are P1 (with tasks A, B, C) and P2

$ 300
10%

$ 50

$ 50

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Allocation Example
O

Assume a source Pool of $1000. The Target projects are P1 (with tasks A, B, C) and

P2 (with tasks Y and Z)


Basis Method

Target Project

Target Tasks

Prorate

P1

(Proration
basis is Labor
Hours)

P1

(Proration
basis is Labor
Hours)

C
P2

A
E

S
AP
PB
Z

90%

C
Y

10%

G60

.B
8

Labor Hours
40

C
P2

Target
Percent

Target % and
Prorate

.C
TAllocation
$ 100
$ 150

200

$ 500

80

$ 200

20

$ 50

100

$ 150

200

$ 300

300

$ 450

$0

50

$ 100

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Allocation Process
M

Define
Allocation
Rules

Submit: PRC:
Generate Allocate
Transactions
process

Error

Fail
Specify Rule
Name, Period
Name as
parameters

.C
T

Verify Source,
Target and Offset
project statuses

Pass

.B
8

Create Draft
allocation
runs

Release
allocation
runs

Create Allocated
transactions in
Target and
Offset projects

S
P

Full allocations distribute all the amounts in the specified projects in the specified amount

class. The full allocation method is generally suitable if you want to process an allocation rule
only once in a run period.

A
Ein the previous and current run. This method is generally suitable if
transactions processed
Lallocation rule in allocation runs several times in a given run period.
you want to use
the
C
A
R
O

Incremental allocations create expenditure items based on the difference between the

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AutoAllocations
M

AutoAllocations: To generate allocations more efficiently, you can group allocations rules and

.C
T
Stepdown allocations use the results of each step in subsequent steps of the
Oset.
autoallocation set. Oracle Workflow controls the flow of the auto allocations
P
Parallel allocations carry out the specified rules all at once and do not depend on previous
S
allocation runs.
G
O
AutoAllocation Set:
L
Type: Recurring Journal, MassAllocations, MassBudgets, MassEncumbrances, Project
.B
Allocations
8 rule.
Batch/Rule: Enter the Allocation batch or
Allocation
8
S
P
P
A
E
L
C
A
R
O
then run them in a specified sequence (stepdown allocations) or at the same time (parallel
allocations).

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AutoAllocations
M

.C
T

Workflow for StepDown AutoAllocations: The PA Step Down Allocations workflow (item type)

automates the execution of stepdown autoallocation sets to:

Create allocation runs

Generate the allocation transactions

Release the allocation transactions (if the rule is set up to release automatically) or require

approval from a specific person before the process proceeds


Distribute costs

.B
8
You can customize some aspects of the Workflow processes.
8
S
P
P
A
E
L
C
A
R
O
Update the project summary amounts

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AP-PO-PA Integration
M

Expense Reports integration with AP

Run the process:


Interface
Expense Reports
To payables

Distribute
Expense Report
Costs

Enter Expense
Reports in
Projects

S
P

A
E

.B
8

Import
Payables
Invoices

.C
T

View
Expense
Reports in
Payables

Tie back expense


reports to Projects

To import an expense report entered in payables to projects run the process Interface Expense

Reports From Payables

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AP-PO-PA Integration
M

C
.
and allows you to enter projectrelated requisitions, purchase orders, and supplier invoices using
T
those products.
O
P
When you enter projectrelated transactions in Oracle Purchasing and Oracle Payables, you
S
enter project information on your source document.
G
OGenerator to determine the account
Oracle Purchasing and Oracle Payables use the Account
L
number for each projectrelated distribution line B
. based on the project information that you enter.
8
8
S
P
P
A
E
L
C
A
R
O

AP-PO-PA Integration: Oracle Projects fully integrates with Oracle Purchasing and Oracle Payables

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AP-PO-PA Integration
M

OraclePurchasing

Auto
Create

Requisitions

.C
T

Receipt
Entry

PurchaseOrders

.B
8

Receiving
Transactions

Interface
Receiptsfrom
Purchsing
to Projects

OraclePayables

Expenditures

A
E

S
P

Matching

Invoices

InterfaceInvoicesfrom
PayablestoProjects
OracleProjects

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AP-PO-PA Integration
M

C
.
Process: PRC: Interface Supplier Costs. Set one of the following parameters: T
O
Interface Supplier Invoices: Default Yes
P
S
Interface Receipt Accruals: Default No
G
O
Interface AP Discounts: Default No
L
.B
8
8
S
P
P
A
E
L
C
A
R
O

To interface supplier related costs from purchase receipts and supplier invoices, run the Concurrent

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AP-PO-PA Integration
M

Interface Receipt Accruals is Set to Yes:

.C
T

Receipt accruals for project-related items with a destination type of Expense are transferred

from Oracle Purchasing to Projects

Receipt accrual entries are not interfaced if the received items are invoiced and the invoice

distributions are interfaced to Projects


Interface Supplier invoices is set to Yes:

Project-related supplier invoice cost is interfaced from Oracle Purchasing to Projects

.B
8

When the item cost is not accrued on receipt, Invoice distributions are interfaced to Projects

S
P

When the item cost is accrued on receipt, variance amounts and additional charges are

interfaced to Projects

A
Eprorated across project-related distributions are interfaced to
Invoice payment discounts
L
Projects
C
A
R
O

Interface AP Invoices is set to Yes:

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Project Status Inquiry


M

Project Status Inquiry: With Project Status Inquiry (PSI), you can review the current status of your

C
.
Project Summary Amounts: To facilitate fast and easy status reporting and inquiries, Oracle Projects
T and budget
maintains various levels of project summary amounts for cost, commitment, revenue,
O as follows:
amounts by project, task, and resource. Oracle Projects maintains todate amounts
P
PeriodtoDate Amounts (PTD)
S
G
Prior Period Amounts (PP)
O
YeartoDate Amounts (YTD)
L
Project or InceptiontoDate Amounts (ITD)
.B
8
8
S
P
P
A
E
L
C
A
R
O
projects and then drill down for more detailed review of a project and its tasks.

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Project Status Inquiry


M

Run the Update Project Summary Amounts process for your projects. The Project Status window

C
.
You can update project summary amounts anytime after you distribute costs, independent of when you
T
interface costs and revenue to Oracle General Ledger. This allows you to have uptodate
information
O
for project status reporting, independent of the accounting flow.
P
Current Reporting Period: The current reporting period defines theS
period through which the amounts
are summarized for all projects in your system. A common reporting
period facilitates crossproject
G
reporting.
O
L
.B
8
8
S
P
P
A
E
L
C
A
R
O
uses the data that is summarized by this process.

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Project Status Inquiry


M

Summarizing by Resource: Oracle Projects summarizes actuals and commitments by resource when

you update project summary amounts. Each transaction maps to one resource in each resource list
assigned to the project.
The precedence by resource type is as follows:

1. Employee and Supplier

2. Job
3. Organization
4. Expenditure Type and Event Type

.B
8 in the resource list, the transaction is mapped to an
If a transaction cannot map to any resource defined
Unclassified resource.
8
Srun the process PRC: Update Project Summary Amounts
If you make changes to the resource
list,
P
after a Resource List Change to re-summarize data as per the latest resource list
P
A
E
L
C
A
R
O
5. Expenditure Category and Revenue Category

.C
T

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G
Thank you
O
L

.B
8

S
P

A
E

.C
T

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.C
T

Oracle ProjectOG
Billing
L

.B
8

S
P

A
E

Part 1

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Agenda
M

Oracle Project Billing overview


Contract Projects

Agreements and Funding

Events

S
P

A
E

.B
8

Budgets

Revenue Accrual

.C
T

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Oracle Project Billing


M

Project Billing: Allows you to define revenue and invoicing rules for your projects, generate
revenue, create invoices, and integrate with other Oracle Applications to process revenue and
invoices.

.C
T
Enter project customers and contacts with whom you have negotiated and contracted project
O
work
P
Enter agreements (contracts) from your customers and fund projectsS
with those agreements
G
Generate revenue using various methods including time and
materials, percent complete, and
O
cost plus
L
B for online approval by your project
Create draft invoices from detail transactions and .
milestones
or accounting managers
8
8and invoices to Oracle Receivables while
Interface revenue to Oracle General Ledger
S
maintaining a detail audit trail
P
Report project revenue, invoice,P
A and receivables status online and in reports
E
L
C
A
R
O

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Business Process
M

Contract/Account
Manager

Customer

Awards
Contract

Project
Manager

Project
Resources

Create
Project

Create
Agreement

Enter
Timecards,
Expense
Reports

Fund
Projects

Define Tasks, project


and Task options,
revenue and invoicing
rules

.B
8

Project
Accountant

.C
T

Enter Usage and


Miscellaneous
expenses, import
inventory and
manufacturing
costs

Enter Project
Customer

S
P

A
E

Enter Cost
and Revenue
Budgets

Accrue
Revenue

Project
Costs

Project
Budgets

Interface
Revenue to
General Ledger

Project
Accountant
Print
Invoices

Generate
Invoices

Interface to
Accounts
Receivables

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Setup
M

Receivables System Options


Define and Assign Output Tax Codes

Rate Schedules

Invoice Formats

.B
8

Event Types
Customers

A
E

Transaction Types AR

S
P

Credit Types

Payment Terms

.C
T

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Setup
M

Billing setup at implementation options

.B
8

S
P

A
E

.C
T

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Setup
M

Setup Billing options for a project type

.B
8

S
P

A
E

.C
T

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Setup
M

Optionally, setup project/task billing options


Customers and Contacts
Currency

Billing Option Distribution Rule, Invoice Formats, Funding Rules


Billing Assignments Assign billing extensions

Credit Receivers Define the employees that receive credit for a project

.B
8

Retention Define retention terms for your customer

Bill Rates and Discount overrides

S
P

A
E

.C
T

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Contract Projects
M

Contract Projects To track activities, cost, revenue, and billing for services performed for

and reimbursed by a customer


Time and Materials
Fixed Price

Cost Plus
Contract Project Flow:

.B
8

Enter an agreement

S
P
Distribute costs, generate revenue and invoices
P
A
E
L
C
A
R
O
Enter and baseline a draft revenue budget

Create a Contract Project & Tasks,

Fund the project

.C
T

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Contract Projects
M

Billing Methods Billing methods determine how Oracle Projects generates revenue and invoices

for projects.

.C
T

Billing Method

Description

Cost/Cost

Accrues revenue and bills using the ratio of actual


cost to budgeted cost (percent complete)

Cost/Event

Accrues revenue using the ratio of actual cost to


budgeted cost (percent complete) and bills based on
events

Cost/Work

.B
8

Accrues revenue using the ratio of actual cost to


budgeted cost (percent complete) and bills as work
occurs

Event/Event

Work/Event

A
Work/Work

PAccrues revenue based on events and bills as work

A
E

Event/Work

S
P

Accrues revenue and bills based on events

occurs
Accrues revenue as work occurs and bills based on
events
Accrues revenue and bills as work occurs

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Contract Projects
M

Bill Rate A bill rate is an amount or percentage that is applied to a unit (of time and materials) to

.C
T

calculate revenue and invoicing. Bill rates are used for time and materials projects. You can specify
the following bill rates in Oracle Projects:

Employee Bill Rates: Standard hourly bill rates or percentage markups assigned to employees.

You can assign a different bill rate to each employee for customer invoicing.

Job Bill Rates: Standard hourly bill rates assigned by job title. For example, all System

Administrators can have one bill rate, while all Consultants can have a different bill rate.

.B
8

NonLabor Bill Rates: Standard bill rates or standard markups assigned to nonlabor

expenditure type or nonlabor resources.

S
P

A
E

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Agreements and Funding


O

Agreement Represents any form of contract, written or verbal, between you and one of your

.C
Impose Revenue Hard Limit or/and Invoice Hard Limit for projects funded by T
this agreement.
O
A hard limit prevents revenue accrual and invoice generation beyond
P the amount allocated to
a project or task by this agreement.
S
G
A soft limit issues a warning when revenue accrual and invoice generation exceed the amount
O
allocated to a project or task.
L
.B
8
8
S
P
P
A
E
L
C
A
R
O

customers. An agreement contains the following:

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Agreements and Funding


M

Funding: Funding is the step that

allocates an amount associated with a


customer agreement to a specific
project.

The total amount of allocated

project funding must equal the


current approved project revenue
budget amount in order to
successfully baseline the project.

S
P

A
E

.B
8

You can fund at Top Task Level or

Project Level

.C
T

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Agreements and Funding - Scenarios


M

One Customer, One Agreement


Use one agreement when you have one customer and one contract.

.C
T

All revenue is accrued and all invoices billed against the same agreement.

The same agreement may fund multiple projects

Multiple Customers, One Agreement Per Customer

.B
8
All revenue and invoice amounts are divided between each customer according to the percentage
8and Contract Project options.
splits defined for the project in the Customers
S
Pone draft revenue per customer, and each run of generate
Each run of generate revenue creates
P
invoice creates one draft invoice
per customer. The draft revenue and invoices for all customers
A
contain the same items, E
but with prorated amounts.
L
C
A
R
O

Use one agreement per customer when you have multiple paying customers

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Agreements and Funding - Scenarios


One Customer, Multiple Agreements

C
.
Use multiple agreements when you have one customer, but several contracts, and a requirement to
T
invoice by contract. For example, a project that was originally funded by one purchase order is
O
subsequently funded by another purchase order
P
S
When revenue is generated, hard limit agreements are used first in order of expiration date, followed
G
by soft limit agreements in order of expiration date.
O
Multiple Customers, Multiple Agreements Per CustomerL
B
.
Use multiple agreements per customer when you
8have multiple paying customers, multiple contracts
8
with one or more of the customers, and a requirement
to invoice by contract.
S
This method is a combination of the P
two above. Revenue is prorated between the customers
PFor each customer, revenue is placed on agreements by the same
according to their percentage split.
A and a single customer.
rules as for multiple agreements
E
L
C
A
R
O

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Funding at Top Task


One Customer, One Agreement

C
.
Use this method only if you want to accrue revenue costtocost at the task level or impose hard or
T
soft revenue limits at the task level
O
P
Task level funding with one agreement does NOT create separate task invoices
S
G
One Customer, Multiple Agreements
O
La requirement to create a separate invoice
Use multiple agreements when you have one customer, but
B
for each top task. You can use this method to accrue
revenue costtocost or impose hard or soft
.
revenue limits by task, as well as automatically 8
create separate invoices by task.
8
To create separate invoices by task, youS
must use a different agreement to fund each task. If you use
Ptask, the agreements are used according to the precedence
more than one agreement for a single
described earlier for projects. P
A
E
L
C
A
R
O

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Events
M

Event: Signifies the occurrence of an event in the course of the project having a revenue
and/or invoice impact. Eg: A milestone, invoice reduction
Automatic

Manual

.B
8

S
P

A
E

.C
T

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Revenue Accrual
M

Revenue Oracle Projects generates


revenue based on the transactions
that you charge to your projects

When you generate revenue, Oracle

Projects calculates revenue, creates

.B
8

revenue, determines GL account


codings, and maintains funding

You can generate revenue for a

project

A
E

range of projects or for a single

S
P

event and expenditure item

balances

.C
T

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Revenue Accrual Process


M

Select eligible
expenditure
items, events

Calculate Potential
Revenue, revenue
events,

Verify availability
of funding

.B
8

S
P

A
E

Revenue
Exceeds Hard
Limit ?
Yes

Error

.C
T
No

Create Draft
Revenue

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Revenue Accrual
M

Steps to complete before revenue accrual


Baseline Project Budget Baseline Revenue Budget
Distribute costs for all billable expenditures

.C
T

Selection criteria:

Exp should be prior to Accrue through date, billable, cost distributed, should not be revenue

distributed

.B
8level
% Complete Enter a % Complete at funding
8
Events On a ready-to-accrue task,S
event date before accrue through date
P
P
A
E
L
C
A
R
O
Cost to Cost - Should have summarized costs

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Revenue Accrual
M

Revenue Calculation
Projects with Task Level funding calculate potential revenue at task level
Time and Materials

Potential revenue is the sum of revenue of all expenditure items and events

.C
T

Revenue of expenditure items calculated using the bill rate schedules and the mark ups

Cost-to-Cost

.B
8

S
P

A
E

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Revenue Accrual
M

Search for agreements against which to accrue potential revenue


If more than one customer, split the revenue as per % contribution

Revenue Distribution line(s) are created for each exp item line

.C
T

Hard Limits If you specify a hard limit, the revenue accrual will be limited to the amount in the

agreement
Events All or None

.B
8

Exp Items Partial accrual allowed (during hard limits)

S
P

A
E

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Revenue Accrual
PRC: Generate Draft Revenue for a Range of Projects (as per the billing cycle)
Release and Interface revenue amounts

Revenue Review Form To review detailed information about project revenue

regenerated)

.B
8

S
P

A
E

Regenerate Revenue for unreleased revenue lines (lines are deleted and

.C
T

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G
Thank you
O
L

.B
8

S
P

A
E

.C
T

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.C
T

Oracle ProjectOG
Billing
L

.B
8

S
P

A
E

Part 2

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Agenda
M

Invoicing
Percent Complete

.B
8

A
E

S
P

Revenue and Invoice Accounting

.C
T

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Invoicing
M

Invoicing: You can manage and control your invoices, review and adjust them online, and review
the detailed information that backs up your invoice amounts.

.B
8

S
P

A
E

.C
T

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Invoicing
M

Invoicing Terms

.C
T

Bill Through Date: The date through which Oracle Projects picks up events and

expenditure items to be billed on an invoice.

Invoice Date: The date that is printed on the invoice and the date on which an invoice

receivables aging begins. You specify the invoice date when you generate the invoice.

Billing Cycle Code: The code that indicates when to generate invoices automatically a

project; determined from the project. The bill cycle code is used only during mass invoice
generation.

.B
8

First Bill Offset Days: The number of days that elapse between the project start date and

the date of the projects first invoice; determined from the project. Bill offset days are used
only during mass invoice generation.

S
Invoice Transaction Type: If you P
choose decentralized invoice processing during
P
implementation, this is the name of the organization that is the invoice processing
organization for the projectA
owning organization. Otherwise, this is the default transaction
type of Projects InvoiceE
or Projects Credit Memo based on the PROJECTS INVOICES
batch source.
L
C
A
R
O

Invoice Currency: The invoice currency selected for the project customer.

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Invoicing
M

Generating Invoices: You can generate an invoice for a single project, or for all projects having

potential invoices
For a single project, run PRC: Generate Draft Invoice process

.C
T

Submit the PRC: Generate Draft Invoices for a Range of Projects in the Submit Request

window to run multiple invoice generation processes in parallel.

When you generate an invoice, Oracle Projects first select projects, tasks, and their associated

events and expenditure items that are eligible for billing

.B
8and nonlabor items. When Oracle Projects
items based on invoice formats defined for labor
8 funding for each invoice item.
creates invoice items, it also searches for available
S
P
P
A
E
L
C
A
R
O

Oracle Projects next creates invoice items for billing events, revenue events, and for expenditure

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Retention
M

.C
T

Retention: Retention is a provision in a contract to hold back a portion of invoiced amounts

for the duration of the project.


Retention Level: Project or Top Task level for each customer

Retention Terms: Retention Terms determine how amounts are withheld from project

invoices and how the withheld amounts are billed to the project customer. Retention terms
include:

.B
8
Withholding Terms by Event Revenue Category
8
Billing Terms
S
P
P
A
E
L
C
A
R
O
Withholding Terms by Expenditure Category

Withholding Terms

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Retention
M

.B
8

S
P

A
E

.C
T

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Retention
Witholding Terms: Apply terms to all sources of project invoice amounts for the specified

.C
T

project or top task. For each term, you can define a withholding percentage or amount, and
optionally, a threshold amount.
Withholding Terms by Expenditure Category: You define withholding terms for specific

classifications of cost, such as labor or materials. The following expenditure classifications are
available for this definition:

Expenditure category

.B
8

NonLabor resource

Expenditure type

Withholding Terms by Event Revenue Category: You define withholding terms for specific

S
P

types of milestone events such as fees or incentives. The following classifications are available
for this definition:
Event type

A
E

Revenue category

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Retention
M

Retention Billing Terms: Retention invoices bill project customers for previously withheld retention

.C
Total Withheld Amount: When the amount of unbilled retention on a projectT
or top task exceeds a
O creates a retention
stated threshold (total amount), the invoice generation process automatically
P amount).
invoice for the specified percentage (billing percentage) or amount (billing
S
Percent Complete: When your project or top task reaches the
Gspecified percent complete,
retention invoices are generated automatically.
O
L
Billing Cycle: Retention invoices are generated automatically based on a billing cycle.
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amounts. Billing terms control the timing and calculation of retention invoices.

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Percent Complete
M

Percent Complete based Revenue and Billing Generate revenue and invoices based on the

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Tthe following
Oracle Projects performs the physical percent complete revenue calculation using
O
predefined billing extensions:
P
S
Percent Complete Revenue
G
Percent Complete Invoicing
O
L
Creates an automatic revenue or invoice event based on the percent complete at the funding level.
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percent complete that you enter for a project. Enter Percent Complete at the Funding level.

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Percent Complete
M

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Percent Complete
M

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Revenue Accounting
M

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Revenue Accounting : Once revenue is created, Oracle Projects runs AutoAccounting to determine the

appropriate general ledger accounts.


Example: Accounting for Labor Revenue

Labor Revenue Account Function: When you run the PRC: Generate Draft Revenue process,

Oracle Projects uses the Labor Revenue Account transactions to credit a revenue account for labor
items.

Enable the Private Labor Revenue Transaction and Assign Rules:

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Function Name: Labor Revenue Account, Transaction Name: Private, Labor Revenue

Segment Name

Company

A
E

L Account

Cost Center

S Rule Name
P

Number

Employee Company
Employee Cost Center
Private, Fee Revenue

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Revenue and Invoice Accounting


M

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Revenue and Invoice Accounts Function: When you run the PRC: Interface Revenue to General

Ledger process and then the PRC: Interface Invoices to Receivables process, Oracle Projects uses
the Revenue and Invoice Accounts function to determine which accounts to use when it interfaces draft
revenue and draft invoices.

The Revenue and Invoice Accounts function consists of the following transactions:
Unbilled Receivable Account

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Invoice Rounding Account


Unearned Revenue Account

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Invoice WriteOff Account

Accounts Receivable

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Revenue and Invoice Accounting


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Accrue prior to billing

Account

Debit

Unbilled Receivables

200

Revenue

Credit

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Debit
8

Account
Receivables
Unearned Revenue

S 200
P

A
E

Credit

200

200

Invoice prior to Accrual

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T

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Revenue and Invoice Accounting


M

Accrue prior to invoicing and invoice partial amount of work

Account

Debit

Unbilled Receivables

200

Revenue
Debit

Receivables

100

B
.
Invoice prior to Accrual and later accrue more
8than invoice
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Account
Debit
Credit
S
P 200
Receivables
P
Unearned Revenue
200
A
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Account
Debit
Credit
L
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Unearned Revenue
200
A
Unbilled Receivables
100
R
300
ORevenue

Credit

L
100

200

Account

Unbilled Receivables

Credit

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Thank you
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