Abdulrahman Saad Al Rashid & Sons Co. LTD (Artar) Oracle Project Contracts & Billing

OUM
DO.070 USER GUIDE

Abdulrahman Saad Al Rashid & Sons
Co. LTD (ARTAR)
Oracle Project Contracts & Billing
Author: Ahmed Sherif

Creation Date: Nov 18, 2015
Last Updated:
Document Ref: ARTAR_PJOKE _and_PJB_DO070_V1.0
Version: 1.0
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<Approver 1>
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DO.070 User Guide Doc Ref: ARTAR_PJOKE _and_PJB_DO070_V1.0
November 18, 2015
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November 18, 2015 Ahmed Sherif 1.0 No Previous Document
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Amr Hussien BTBS Project Manager
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Rashid & Sons Co. LTD (ARTAR)
Abdulrahman Saad Al
Oracle Project
File Ref: ARTAR_PJOKE and PJB_DO070_V1.0
November 18, 2015
Contents
Document Control ..................................................................................................................ii
Preface 4
Audience ........................................................................................................................... 5
How to Use This Manual ................................................................................................ 5
Related Documents .......................................................................................................... 5
Your Comments are Welcome ....................................................................................... 5
CHAPTER 1 Billing Definitions ................................................................................................................................. 6
Define Agreement and Fund Project .................................................................................... 7
View Revenue Budget .......................................................................................................... 11
CHAPTER 2 Client Contracts .................................................................................................................................... 12
Create Client Contract .......................................................................................................... 13

Contract Creation ........................................................................................................... 13
Enter BOQs ..................................................................................................................... 18
Create Deliverables ........................................................................................................ 22
Copy Contract from PA Agreement ............................................................................ 24
Contract Approval ......................................................................................................... 27
CHAPTER 3 Invoice & Revenue Generation ............................................................................................................ 29
CLIENT CONTRACT BILLING .......................................................................................... 30

Enter Invoice (i.e, Billing Events) ................................................................................. 30
Generate, Approve and Release Invoice ..................................................................... 34
Generate and Release Revenue .................................................................................... 38
Run Accounting Programs ........................................................................................... 41
Open and Closed Issues 44
Open Issues 44
Closed Issues 44
Document Control 3 of 47
Abdulrahman Saad Al
Oracle Project
November 18, 2015
Preface
This document will demonstrate and illustrate the full cycle for the Projects Billing
and its integration with Project Contracts, Account Receivables and General Ledger.
N.B.:
It is mandatory to review the Projects “RD011.1 Solution Document” to have a full
view on the process cycle and the integration points in details.
Abdulrahman Saad Al
Oracle Project
November 18, 2015
Audience
This manual is prepared for ARTAR Projects Business Cycles, and the concerned
departments and users are the SCC with the assistance of the Contracts and
Financials.
How to Use This Manual
Through the Contents, the user can search for all the covered topics and transactions
for the Project Billing and Contract modules.
As per the security profile document and the Solution Design document; the users
will be focused only on certain topics and transactions as per their role.
Related Documents
1. RD011.1 Solution Document
Your Comments are Welcome
BT-BS values and appreciates your comments as a user and reader of this manual. As
we write, revise, and evaluate our documentation, your comments are the most
valuable input we receive. If you would like to contact us regarding comments and
suggestions, please use the following contacts:
Emails:
amr.hussien@mubadra.net
ahmed.saed@mubadra.net
Abdulrahman Saad Al
Oracle Project
November 18, 2015
Abdulrahman Saad Al
Oracle Project
November 18, 2015
CHAPTER
1 Billing Definitions
T his chapter introduces Billing Definition which you will use for all project and contract
types while performing daily transactions. You will find how to perform below function in
application along with its proper navigation and screen shot.
The main topics we covers are:
 Define Agreement and Fund Project

 View Revenue Budgets
 Define Burden Structure
 Define Burden Schedule
Abdulrahman Saad Al
Oracle Project
November 18, 2015
Define Agreement and Fund Project
Enter an Agreement
1. Responsibility = Project Implementation Super User
2. Navigate to the Agreement window:
 (N) Billing > Agreements
3. Create an agreement by entering the following data:
Field Name Value

Customer
Customer Name MM_Testing
Customer Number 2000
Agreement Region
Operating Unit Construction OU
Number 1015
Type Contract
Currency SAR
Amount 500,000.00
Start Date 01-JAN-2015
Expiration Date 01-JAN-2016
Define Agreement and Fund Project 8 of 47

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Billing Sequence Leave Blank

Advance Required No
Revenue Hard Limit Yes
Invoice Hard Limit No
Terms Immediate
Description Leave Blank
Administrator Sherif, Mr Ahmed
Creation Date 21-Nov-2015
Organization Leave Blank
Product Source Leave Blank (view only)
Reference Leave Blank (view only)
4. (I) Save
Fund Your Project with the Agreement’s Amount
5. (B) Funding
6. Fund your project by entering the following data:
Project Task Date Allocated Funding Amount Funding

Number Number Classification

Abdulrahman Saad Al
Oracle Project
November 18, 2015
1015 Leave Project Start’s Date 500,000.00 Original

Blank or Date on which
you allocate funding
7. (I) Save
8. Close the Fund Projects window
Baseline Funding:
9. (N) Billing > Funding Inquiry
 Enter your project and press (B) Find

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 Press (B) Baseline Fun…

Abdulrahman Saad Al
Oracle Project
November 18, 2015
View Revenue Budget
Find the Project
1. Responsibility = Oracle Project Super User
2. Navigate to the Search Projects page
 (N) Projects: Delivery > Search Projects
 (B) Advanced Search
3. Find and select the your Project
 Select Show table data when any condition is met option
 Enter the search criteria in the Project Name field
 Project Name is = 1015
 (B) Go
4. (H) 1015
View Revenue Plan Version
5. Navigate to the Budgets and Forecasts page
 (T) Financial
 (ST) Budget and Forecast
 Select Display Amount = Current Baseline and press (B) Go
Note: system create baseline revenue budget when you make funding baseline.
View Revenue Budget 12 of 47
Abdulrahman Saad Al
Oracle Project
November 18, 2015
6. (I) Close Window
CHAPTER
2 Client Contracts
T his chapter describes Client Contract creation and overall functionality that you need to
perform while creating and managing Contract and perform prerequisites steps to be eligible
for Billing Transactions.
View Revenue Budget 13 of 47

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Create Client Contract

Contract Creation
1. Responsibility = Project Contracts Super User
2. Navigate to Contract Organizer window:
 (N) Contract Organizer
3. (B) New Document
Create Client Contract 14 of 47

Abdulrahman Saad Al
Oracle Project
November 18, 2015
4. (R) Blank Contract Document
5. (B) Next
6. Enter Following Information

Field Name Value
Type REMEASURED – SELL
Master Agreement Leave Blank
Intent Sell
Number 2014

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Currency SAR
Start date 01-Jan-2014
Item Master Org Inventory Master Organization
Operating Unit Construction OU
7. (B) Finish
8. (B) OK, then system will navigate you to Contract Header Tab automatically
Contract Header Tab:
9. Enter following information:
Field Name Value
Value Will be roll up from BOQ

automatically
Alias Leave Blank
Master Agreement Blank (dimmed)
Version 1 (dimmed)
Program Leave Blank
Award Date 01-01-2014
Nature of Work Supply and Install

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Start Date 01-01-2014
Status Entered (dimmed)
Expires On 31-12-2015
Project 2014
Currency SAR
Short Description Enter Short Description, if any
Description Enter Description, if any
ORGANIZATION REGION
Project Eastern Area (dimmed)
Owning Eastern Area
Operating Unit Construction.
Item Master Inventory Master Organization
PRIME CONTRACT REGION
Number Leave Blank
Alias Leave Blank

Abdulrahman Saad Al
Oracle Project
November 18, 2015
10. (I) Save
11. (T) Parties and Contracts
Enter following information:
Field Name Value
PARTY REGION
Role Fund By
Name Contract Customer
Description 1001 (dimmed)
12. (I) Save

Abdulrahman Saad Al
Oracle Project
November 18, 2015
13. (T) Financial Term
You can enter Financial Term as many as you want.
Enter following information
Field Name Value Value
Term Name Advance Payment Retention
Term Value 10 % 10 %
Description 10% 10%
14. (I) Save

Abdulrahman Saad Al
Oracle Project
November 18, 2015
15. Close all window and return to Contract Organizer window
Enter BOQs
2. Navigate to the Contract Organizer window
 (E) Recent Documents
 Select your contract
 (B) Go To
 Select Authoring Workbench
Enter Top BOQ
1. (T) BOQ Lines (i.e., Client Contract’s BOQ lines)
2. Select (LOV) Main
3. (I) New
Field Name Value
Item Leave Blank
BOQ Line # Zone 1
Status Blank (dimmed)
Line Style Item (for client contract)
Project 2014
Top Task Leave Blank
BOQ Line Des. Zone 1
Quantity Leave Blank
Unit Leave Blank
Firm - Unit Price Leave Blank
Firm- total Amount Leave Blank

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Line Total Leave Blank
Billable No
5. (I) Save
NB.: After adding other Top BOQ (like Zone 2 , Site Works and etc.) by repeating the above same steps.
It will look like below (see left tree view)
Enter Sub BOQs

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 (B) Go To
3. (T) BOQ Lines (i.e., Client Contract BOQ line)
4. Select (LOV) Main
5. Select your Top BOQ (i.e., 03 Concrete) and press (I) New
Field Name Value
Item Leave Blank
BOQ Line # ‫اعمدة‬
Status Entered (dimmed)
Line Style Item
Project 2014 (dimmed)
Task Leave Blank
BOQ Line Des. Leave Blank
Quantity Leave Blank
Unit Leave Blank
Firm - Unit Price Leave Blank
Firm- total Amount Leave Blank
Line Total Leave Blank
Billable No
6. (I) Save

Abdulrahman Saad Al
Oracle Project
November 18, 2015
NB.: After adding other Sub BOQs. It will look like below (see left tree view)

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Create Deliverables
 (B) Go To
 (B) Actions and Select Default Deliverables

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 (B) OK
 (B) Yes on “Decision: window” and press (B) OK on “Note: Window” when appears.
3. Navigate to Deliverable Tracking System (DTS) window.
 (B) Go To and select Deliverables Tracking System

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 Select you B.O.Q line (i.e., 1) from left tree pane and review deliverable
Copy Contract from PA Agreement
 (B) Go To

Abdulrahman Saad Al
Oracle Project
November 18, 2015
3. (B) Go To
 Select Funding Workbench
 (B) OK when “Note: Window appears”
 (R) Convert Existing Project Agreement
 (B) Next
 Enter Agreement # of your project (in my case it is “525-00020 Agreement”)

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 (B) Finish

Abdulrahman Saad Al
Oracle Project
November 18, 2015
4. Close Funding Workbench, then Contract Authoring Workbench and then Contract
Organizer window and return to the Navigator

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Contract Approval
 (B) Go To

3. (T) Administration
4. Enter below information (Note: Make sure you selected the contractor level on left pane)
Field Name Value
Type Approved
Type OKE Contract Approval
Process Name K_APPROVAL (dimmed)
5. (B) Start
Field Name Value Value
Employee Hussien, Amr Albougha, Mohammed
Role Contract Administrtor Program Manager
Start Date 01-JAN-2014 01-JAN-2014

Abdulrahman Saad Al
Oracle Project
November 18, 2015
6. (T) Contract Header
 View Status field which must be now “Active”
7. (T) B.O.Q Lines
 Also view Status field of entered BOQ Line which must be now “Active”
N.B.: Once status is active then you can perform the deliverable based billing
Abdulrahman Saad Al
Oracle Project
November 18, 2015
CHAPTER
3 Invoice & Revenue Generation

T is chapter covers functionality by which you will learn how you can
h
perform transactions for generating revenue & invoice, release retention
invoice, interface invoices to Account Receivable and post revenue to General
Ledger.
Apart of this you will see reflections of these transactions using built-in screens
like Funding Inquiry and Retention Inquiry.
The main topics we covers are:

 Client Contracts Billing from Deliverables

Abdulrahman Saad Al
Oracle Project
November 18, 2015
CLIENT CONTRACT BILLING

Enter Invoice (i.e, Billing Events)
 (B) Go To
3. Navigate to Deliverable Tracking System (DTS) window.
 (B) Go To and select Deliverables Tracking System
 Select you B.O.Q line (for which you want to generate work done invoice) from left tree
pane and review/update deliverable information as below.
 Scroll right till you see “Billable” and “Ready To Bill” fields
 Check Ready To Bill field (if it wasn’t checked) and press (I) Save
N.B. “Billable” and “Ready To Bill” fields must be Yes (checked)
 Close Deliverable Tracking System window and return to Contract Authoring

Workbench window.
CLIENT CONTRACT BILLING 33 of 47
Abdulrahman Saad Al
Oracle Project
November 18, 2015
4. Navigate to Deliverable - Based Billing window
 (B) Go To and select Deliverable – Based Billing Window and press (B) OK
 (B) Find
 Select line (i.e., 1)

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 Press (B) View Events
 (B) New
 In “Enter Events Detail you enter information for the Work Done invoice
Enter the following information:

Field Name Value
Event Date Today’s date
Event Type Manual
Event Number Blank (dimmed)

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Event Processed Leave UnCheck (dimmed)

Billing Project 2014 (automatic)
Billing Task Leave Blank
Billing Organization Eastern Area
Item Leave Blank
Bill Quantity 5
Note: For successive Decision Window appearing press (B) “Yes”
Revenue Amount 0
Description ‫اعمدة‬
 (B) Initiate Billing
 Review your created event under Billing Events Region

Abdulrahman Saad Al
Oracle Project
November 18, 2015
 Close Deliverable-Based Billing Window, Contract Authoring Workbench and Contract

Organizer window and return to Navigator
Generate, Approve and Release Invoice
Run the Process To Generate a Draft Invoice
2. Navigate to the Submit a New Request window
 (N) Other: Requests > Run
3. Select to run a Single Request
4. (B) OK
Field Value
Name PRC: Generate Draft Invoices for a Single
Project

Abdulrahman Saad Al
Oracle Project
November 18, 2015
5. Define the parameters for the process
Field Value
Project Number 2014
Bill Through Date Today’s Date
Invoice Date Today’s Date
Invoice Generation Options Exclude Retention
Invoices
Exclude New Transactions No
Delete Only Unapproved Invoice No
6. (B) OK

Abdulrahman Saad Al
Oracle Project
November 18, 2015
7. (B) Submit
8. (B) No in the Decision dialog box
9. (B) Find
10. Wait for the process to finish. When complete, select the process.
11. (B) View Output
12. Close the output page and Requests window
Review Draft Invoice
13. Navigate to the Invoice Summary window:
 (N) Billing > Invoice Review
14. Enter your project number in the Project Number field

Abdulrahman Saad Al
Oracle Project
November 18, 2015
15. (B) Find
16. (B) Lines
17. View the invoice amount
18. Close Invoice Line window
Approve the Invoice for Release
19. (B) Approve
20. (I) Save
Release the Invoice to be eligible for Interfacing to Receivable
21. (B) Release
Field Value
AR Invoice Number 2014/01
Invoice Date Today’s Date
22. (B) OK
23. (I) Save
24. When finished, close Invoice Summary and Find Invoices windows and return to the
navigator
Interface the Invoice to Oracle Receivables
 (M) View > Requests
 (B) Submit a New Request
27. (B) OK
Field Value
Name PRC: Submit Interface Streamline Processes
Field Value
Abdulrahman Saad Al
Oracle Project
November 18, 2015
Streamline Option XI: Interface Draft Invoice to AR
The streamline process will run the following requests in sequence

 PRC: Interface Invoices to Receivables
 AutoInvoice Import Program
 Prepayment Matching Program
 PRC: Tieback Invoices from Receivables
29. (B) OK
30. (B) Submit
31. (B) No in the Decision dialog box
32. (B) Find
33. Wait for the all of the requests to finish
34. Close the output page and Requests window
Verify Invoice Interface
35. Navigate to the Invoice Summary window:
 (N) Billing > Invoice Review
36. Enter your project number in the Project Number field
37. (B) Find
38. (B) Open

Abdulrahman Saad Al
Oracle Project
November 18, 2015
39. Verify that the Invoice Status is accepted in Receivables to make sure invoice transfer is
successful.
40. View the Balance Due Field which shows you the Invoice Amount with recoupment
applied.
41. Press (B) Lines then go to (T) Receivable to see the Recoupment Amount
42. Close the windows and return to the Navigator

Generate and Release Revenue
Run the Process to Accrue Revenue
2. Navigate to Other > Requests > Run
5. (B) OK
Field Value
Name PRC: Generate Draft Revenue for a Single
Project
Field Value
Project Number 2014
Accrue Through Date Today’s Date
7. (B) OK

Abdulrahman Saad Al
Oracle Project
November 18, 2015
8. (B) Submit
Review and Release Revenue Amounts
 (N) Billing > Revenue Review
10. On the Find Revenue window, enter your project number in the Project Number field
11. (B) Find
12. Review the revenue amount in project functional currency.

Abdulrahman Saad Al
Oracle Project
November 18, 2015
13. Note that the revenue is in Unreleased status.
 (B) Release 1
 The revenue status is now Released.
14. Close all the open windows and return to the navigator.

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Run Accounting Programs
Run the Process to Accrue Revenue
2. Navigate to Other > Requests > Run.
5. (B) OK
Field Value
Name PRC: Generate Revenue Accounting Events
6. (B) OK
Abdulrahman Saad Al
Oracle Project
November 18, 2015
7. (B) Submit
Create Accounting
 (M) View > Requests
16. (B) OK
Field Value
Name PRC: Create Accounting

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Field Value
Process Category Leave Blank
End Date Today’s Date
Mode Final
Errors Only No
Report Detail
Transfer to General Ledger Yes
Post in General Ledger No
Include User Transaction Identifiers No
Note: If you choose to post the accounts to General Ledger, you have to select ‘Yes’ for the
“Post in General Ledger” option. Then you can log into Oracle General Ledger and review
the amounts. In this case, you have selected ‘No’.
18. (B) OK

Abdulrahman Saad Al
Oracle Project
November 18, 2015
19. (B) Submit
20. Close Request page

Abdulrahman Saad Al
Oracle Project
November 18, 2015
Open and Closed Issues
Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date

Abdulrahman Saad Al
Oracle Project

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OUM

DO.070 USER GUIDE

Author: Ahmed Sherif

Copy Number _____

Date Author Version Change Reference

November 18, 2015 Ahmed Sherif 1.0 No Previous Document

Amr Hussien BTBS Project Manager

Copy No. Name Location

1 Mr. Amr Hussien BT-BS Project Library

Document Control ..................................................................................................................ii

CHAPTER 1 Billing Definitions ................................................................................................................................. 6

Define Agreement and Fund Project .................................................................................... 7

View Revenue Budget .......................................................................................................... 11

CHAPTER 2 Client Contracts .................................................................................................................................... 12

Create Client Contract .......................................................................................................... 13

CHAPTER 3 Invoice & Revenue Generation ............................................................................................................ 29

CLIENT CONTRACT BILLING .......................................................................................... 30

Open and Closed Issues 44

How to Use This Manual

1. RD011.1 Solution Document

Your Comments are Welcome

The main topics we covers are:

 Define Agreement and Fund Project

Define Agreement and Fund Project

1. Responsibility = Project Implementation Super User

2. Navigate to the Agreement window:

 (N) Billing > Agreements

3. Create an agreement by entering the following data:

Field Name Value

Define Agreement and Fund Project 8 of 47

Billing Sequence Leave Blank

Fund Your Project with the Agreement’s Amount

6. Fund your project by entering the following data:

Project Task Date Allocated Funding Amount Funding

Define Agreement and Fund Project 9 of 47

1015 Leave Project Start’s Date 500,000.00 Original

8. Close the Fund Projects window

9. (N) Billing > Funding Inquiry

 Enter your project and press (B) Find

Define Agreement and Fund Project 10 of 47

 Press (B) Baseline Fun…

Define Agreement and Fund Project 11 of 47

View Revenue Budget

Find the Project

1. Responsibility = Oracle Project Super User

2. Navigate to the Search Projects page

 (N) Projects: Delivery > Search Projects

 (B) Advanced Search

3. Find and select the your Project

 Select Show table data when any condition is met option

 Enter the search criteria in the Project Name field

 Project Name is = 1015

View Revenue Plan Version

5. Navigate to the Budgets and Forecasts page

 (ST) Budget and Forecast

 Select Display Amount = Current Baseline and press (B) Go

View Revenue Budget 13 of 47

Create Client Contract

1. Responsibility = Project Contracts Super User

2. Navigate to Contract Organizer window:

 (N) Contract Organizer

3. (B) New Document

Create Client Contract 14 of 47