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Overview of Oracle Project

Accounting (PA) Module for


Business Analysts
September 2007

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Oracle Corporation Confidential

Consulting Systems Overview

OFA

Expenses

OSO

General
Ledger

PAA

Accounts
Payable

iTime

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Project
Accounting

Accounts
Receivable

HR

What you need to know about Project Accounting (PA)

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Setting up a skeletal project


Adding transaction controls (resources) to the project
Updating Project Details
Funding a project in PA
Time and Expense Review
Review and Approve Draft Invoices
Querying on project documentation that has been
scanned into the PA number
Querying on invoices issued and whether they have been
paid
Funding Inquiry
Querying on expenditure items
Useful Reports
Overview of intercompany process
Oracle Corporation Confidential

Setting up a skeletal project

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Oracle Corporation Confidential

Setting up a skeletal project

Use the XX Projects LOB Project Manager Responsibility

to setup a project
Projects can be set up in PA before the contract is
signed (this is called Working At Risk (WAR)
The project which is set up at this point is a skeletal
project with the minimum level of details. The
remaining project set up details will be completed at the
funding stage.
After skeletal project set up, the project becomes status
BID and will stay at that status until the project is
funded at which point the status is changed to ACTIVE.
At status BID, time can be booked to the project, but
revenue cannot be recognised until the project is funded
and the status has been changed to ACTIVE

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Setting up a skeletal project Find Template

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Setting up a skeletal project Project Quick Entry

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Setting up a skeletal project Bid Project

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Adding Transaction Controls

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Oracle Corporation Confidential

Adding Transaction Controls

Use the XX Projects LOB Administrator Responsibility


to add transaction controls
After creating a new project in PA, transaction
controls (resource assignments) need to be set up on
the project
A system alert will then notify consultants when they
have been assigned to a new project
Consultants can now book time and expense to the
project in iTime/OTL and iExpense after the
transaction controls are set up

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Setting up a skeletal project Enter Alert Details

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Setting up a skeletal project Setup Transaction Controls


Transaction Controls can be setup at Project or Task Level depending on the
project requirements.

Leave the Limit to Transaction Controls box checked and control what type of expend
can be charged by whom and whether the expenditures are billabe or non billable.
Also change the effective dates if applicable.
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Update Project Details

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Update Project Details Name / Long Name / Description

Use the XX Projects LOB Administrator Responsibility


to update Project Details

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Update Project Details Create Billable Tasks

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Update Project Details Create Billable Tasks

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Update Project Details Adjust Billable Task End Date

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Update Project Details Change Classifications

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Update Project Details Update Customer details prior to funding

Delete existing Customer

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Update Project Details Update Customer details prior to funding

Enter new customer details,


Select Invoice Currency
for Multi Currency projects

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Funding a Project

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Oracle Corporation Confidential

Funding a Project

A project must be funded (sometimes called


baselined) before revenue can be recognised
or invoices can be billed to customer
Funding occurs when we receive a signed
contract and Purchase Order (PO) from the
customer (unless the customer is PO Exempt)
The Bid Manager is responsible for obtaining the
signed order documentation from the customer
The contract and agreements will then be
passed on to the Contract Specialist team who
will scan the order pack to the SSC for funding
of the project in PA this is usually done by the
Contract Specialist
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Funding a Project

SSC (GFIC) fund the project, add the relevant


project information (e.g. Bill Rates) and
change the project status to Active
Revenue and Invoices can now be generated
for the project.

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Time and Expense Review

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Time and Expense Review

Project Manager must review all time and expenses on a


weekly basis
Use the G:MC: Project Owners Detail V3 Report in PA to
check hours, bill rates and expenses booked to a project
Use the Expenditure Inquiry to review and export
expenditure details
On the last Friday of every month a final review is
required to check expenditure items are correct prior to
invoice generation
If adjustments are required, then a template needs to
be sent to the SSC with the details of the adjustments
that need to be made
Review Invoices on Monday following last Friday of
month (Invoice Review screen)
Last minute expenditure adjustments can be done up
until 10AM on Monday morning
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Month Close Schedule

The Close Schedule is sent out by GFIC every


month, providing cut off dates etc.

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G:MC: Project Owners Detail V3 Report - Parameters

Select All or Unbilled only


Select Project or Functional
Currency (for MC projects)

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G:MC: Project Owners Detail V3 Report - Output

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Time and Expense Review Expenditure Inquiry

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Time and Expense Review Expenditure Inquiry

Export Expenditures to Excel

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Review and Approve Draft Invoices

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Revenue and Billing

Time and Materials Projects

Invoices will be automatically generated after the


last Friday of the month
If invoice is not to be issued for any reason, then
we need to tell the SSC to stop the invoice
generation
Review and Approve Invoices when ok

Fixed Price Projects

Revenue is recognised based on the percentage of


completion (POC) %
Project Manager must complete a
Fixed Price % Complete template
POC template is due on the second-last Friday of
the month.
Review and Approve Invoices when ok

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Review and Approve Draft Invoices

Use the XX Projects LOB Administrator


responsibility to Approve Invoices
Go to the Invoice Review screen to review the
invoice details

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Review and Approve Draft Invoices Invoice Review

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Review and Approve Draft Invoices

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Review and Approve Draft Invoices Review Invoice Lines

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Review and Approve Draft Invoices Review Invoice Line Details

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Review and Approve Draft Invoices Approve Draft Invoice

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Querying on Project Documentation

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Querying on project documentation

Signed paperwork and other project


documentation can be found attached to the
project number in PA
This can be found by querying on the project
number and then clicking on the paperclip
icon from the Menu

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Querying on project documentation

Call back the Project and click on the paperclip icon


from the Menu

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Querying on project documentation

Select the Document you want to view and press


Open Document

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Querying on project documentation

You can now view the attached document.

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Querying on invoices issued


and
if they have been paid

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Querying on invoices issued and if they have been paid

Within PA, you can check if the invoices

issued have been paid


Go to Invoice Review and call back your

project or invoice number

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Querying on invoices issued and if they have been paid


Invoice Amount
Shows invoices that have
been issued

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Balance Due
Shows which of these
invoices are still unpaid

Funding Inquiry

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Funding Inquiry

The Funding Inquiry screen provides

summary snapshot information on the key


financials of a project how much it has been
funded for, what revenue has been
recognised so far and how much has been
invoiced.

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Funding Inquiry

Tells you that project is funded and


Tells you total revenue generated on project,
baselined and gives funding amount.
remaining funding = Total Funding Net Revenue.
Revenue can only be generated up to
total funding amount (hard limit).

Tells you how much has been invoiced. Ideally


(T&M) Net Revenue & Invoice should equal.

Each line represents a funding line on project,


due to task level funding or extensions.
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Useful PA Reports

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Useful PA Reports
G:MC: Project Owners Detail V3 Report
Report to view all expenditure items, events and their revenue
amounts on a project.
G:MC: Project Owners Detail V3 POC Report
Includes only those Non Billable Items relevant for Percentage of
Completion Calculation on Fixed Price Projects
G:MC: At Risk/On Hold Report
Shows by project, funding available, total invoiced, revenue
recognized, to be billed etc
G:WIP Reports
Shows all expenditures, whether they are billable, whether they
have been costed and if revenue has generated etc.
AUD: Missing Timecards Report
Shows missing timecards to follow up
Other Tools to run reports:
PA Analyzer
GMRP
See Subsequent Sessions on those tools
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Intercompany Process

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Overview of Intercompany Process

Agreement process
Provider/Receiver agree scope of work, start/end
dates, Ts and Cs with Importer/Exporter (ICCAT)
Also negotiate transfer rate 100/0, 90/10 or other
rate split, currency, risks as per global guidelines
re Discounts (ICCAT)
See Intercompany Overview for further detail

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Oracle Corporation Confidential