Category Archives: Oracle Functional

Introducing : Neeta Shelar : New Author & Contributor : Oracle Projects Accounting


Here i like to introduce New author and contributor on this blog. Her name is Neeta Shelar.

She is  having a total experience of 12 years, out of which 7 and half are in IT sector. She has been working as functional for Oracle Projects (primary skills) , AP & AR modules. In PA , She has worked on new roll outs, enhancements & R12 upgrade project.

She is having very practical and hands on expertise in Oracle and I am sure, All reader will get benefits of her knowledge and expertise in Oracle Projects Accounting, Billing, Costing and Oracle EBS in general.

Thanks – Shiv

Video : Oracle Unified Method ( OUM ) – An Overview


A video tutorial on Oracle Unified Method ( OUM ) – This helps in supporting complete enterprise IT Lifecycle. This Tutorial includes: definition of OUM, OUM focus areas and scope of OUM

R12 : Oracle Projects : Project Accounting : PA Labor Cost


Labor Cost

DEFINITION:

When an employee enters time on a specific project it is known as charging efforts of the employee on the project for a given time frame. This time further has some cost defined to calculate the actual cost incurred by the employees on the project.

The calculation process of the raw cost for such labor/time entered is called as Labor Cost.

The time can be entered via a third party tool or via the PA pre approved batch.

To initiate the process of cost calculation, there are few setups to be created at OU level.

Pre requisite setups to initiate time entry.

  1. Implementation option to be defined in the costing tab.

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The option “ Interface Employee Labor Costs” is enabled, the labor cost lines accounting is interfaced to GL.

2.    Rate schedule to be defined for cost rates.

Cost Rate: The cost rates is the basic cost defined at the employee or job level in the functional currency. This is the cost used to calculate or derive the raw cost for each expenditure item of type labor/time.

Note: For time the Unit of measure is always hours.

To define the rate schedule,

Navigation: Setup->Expenditure Rate Schedule.

Calculation:

Example: cost rate = 100 USD time entered for a day = 8 hours.

Raw Cost = Quantity X cost rate, hence raw cost would be 100USD X8 hours.

3.    Cost rate schedule to be assigned at the OU level.

Navigation: Setup->Costing->Labor->Oraganization Labor Costing Rules

 

4. Transaction source definition for time entry.

Navigation: Setup->Expenditure->Transaction Sources

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Note: In an organization when a third party tool is used by employees to enter time, a customized transaction source can be defined for same.

 There are various functionalities available for treating the expenditure items created via the transaction source.

Few of them used in common are as follows:

  1. Purge After Import: The expenditure item once created will be automatically purged from the PA interface table.
  2. Allow Reversals: The expenditure items/batches created via the source can be reversed in PA.
  3. Adjustments: The expenditure items created via the source can be adjusted in PA.

Note: The other can be enabled as per the business requirements.

Once the above setups are created, we shall now see how to enter time for a project via a pre approved batch.

Step1: The entry of time via a pre approved batch

Navigation: PA responsibility -> Expenditure -> Pre Approved Batch

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In the form, we need to enter the OU, batch name, ending date & class. We shall create the batch for time entry.

Click on Expenditure Items: Enter employee details.

It will take you in the below section of the form where we need to enter the date of the expenditure (expenditure item date), project code, task code and the expenditure type and quantity.

Note1 : The project should be in approved status, employee should be assigned to the same OU in which we are entering time.

Note2: When we have employees entering time on projects from other OU of different LE it is included in the ICB scope and if time entered in different OUs within same LE it is included in Borrowed And Lent Functionality Scope.

Step2: Pre Approved Batch To Be Released

Once the time has been entered the pre approved batch needs to be in status “Released” for the further costing process.

Note1: There are three statuses in the preapproved batch

Working: The transaction is being entered and the batch is still open for making changes.

Submitted: The batch has been eligible for the next process of being released, however if more changes are required, the button “Working” can be clicked to make changes as required in the same form.

Released: Once the batch is in submitted status it is eligible for getting released.

Once a batch has been released no changes will be allowed to the batch (the working button is disabled).

If changes are required in the batch at this stage the batch can be reversed.

Note2 The batches with released status is eligible for cost distribution.

Step3: Cost Distribution Process:

The new expenditure items are created and now in the cost distribution process, the raw cost (also known as basic cost in PA) has to calculated.

The newly/existing expenditure items can be viewed from the below screen.

Navigation: Expenditure->Expenditure Inquiry-> Project.

Process to calculate the cost: Execute the following program to distribute cost and interface to GL.

A streamline process “PRC: Submit Interface Streamline Processes” with parameter DXL can be executed.(DXL = Distribute labor cost and interface to GL)

The streamline process calls for the following program:

PRC: Distribute Labor Costs (The program distributes cost for all the eligible expenditure items. The cost distributed flag is checked when cost distribution flag is successfully distributed.)

PRC: Generate Cost Accounting Events (The cost events is created for process “Labor Cost“)

PRC: Create Accounting (The accounting is generated)

Accounting Program

Journal Import (Journal is imported in GL)

Posting: Single Ledger

Update Subledger Accounting Balances

Note: The above programs can be executed as single concurrent programs as well.

PRC: Distribute Labor Costs (The program distributes cost for all the eligible expenditure items. The cost distributed flag is checked when cost distribution flag is successfully distributed.)

PRC: Generate Cost Accounting Events (The cost events is created for process “Labor Cost“)

PRC: Create Accounting (The accounting is generated and interfaced to GL, posting also done if the parameter Post To GL = Yes )

In the expenditure inquiry window we can query the project and check the expenditure items entered and the cost generated for the expenditure items in the column “Project Functional Raw Cost”.

Note: Once the cost distribution has been completed successfully the cost distributed flag is auto checked by the system for the expenditure item ids. The further process ie, revenue is generated only if this cost distributed flag has been checked ie the billable expenditure items are eligible for revenue and invoice process if the cost distribution has been completed.

Note: To check additional fields in the expenditure item window, we can select it from

toolbar-> folder->show field-> cost distributed & billable fields to check the status.

Note: The non billable expenditure items incur only cost, no revenue or invoice process required for non billable items.

Cost Override:

In cases where we need the cost calculation at a different rate then the cost rate defined in the rate schedule the cost override functionality can be used.

Navigation: PA Responsibility->Setup->Costing->Labor->Labor Costing Overrides.

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Enter the costing rule, override type, rate & currency. The rates would be applicable for the period as per the start and end date defined for the employee.

Thanks.

How To Identify Where An Expense Report Is In the Process


You wish to identify where in the Expenses Process an Expense Report is by looking at the EXPENSE_STATUS_CODE in the table ap_expense_report_headers_all

The values for the column EXPENSE_STATUS_CODE in the table ap_expense_report_headers_all come from the Payables Lookup Code EXPENSE REPORT STATUS

Code

Lookup Code Meaning

CANCELLED

Cancelled

EMPAPPR

Pending Individual’s Approval

ERROR

Pending System Administrator Action

HOLD_PENDING_RECEIPTS

Hold Pending Receipts

INPROGRESS

In Progress

INVOICED

Ready for Payment

MGRAPPR

Pending Payables Approval

MGRPAYAPPR

Ready for Invoicing

PAID

Paid

PARPAID

Partially Paid

PAYAPPR

Payables Approved

PENDMGR

Pending Manager Approval

PEND_HOLDS_CLEARANCE

Pending Payment Verification

REJECTED

Rejected

RESOLUTN

Pending Your Resolution

RETURNED

Returned

SAVED

Saved

SUBMITTED

Submitted

UNUSED

Unused

WITHDRAWN

Withdrawn

Table: AP_EXPENSE_REPORT_HEADERS_ALL

Column

Value

Meaning

SOURCE

‘NonValidatedWebExpense’

Expense report transaction has been inserted into the expense report transaction tables but have not passed the Payables Validation Function in the Server Side Validation Process of the Expense Report Workflow process. This transaction is not viewable in the Oracle Payables Enter Expense Reports Window.

 

‘WebExpense’

Expense Report transactions has successfully passed the Payables Validation function in the Expense Report Workflow Server Side Validation Process and is viewable in the Oracle Payables Enter Expense Reports Window.
Transaction has not completed the Expense Report Workflow yet.

 

‘XpenseXpress’

(10.7 – 11.0.2)
If Expense Report was created through the Web Interface (identified by the workflow_approved_flag), expense report transaction has successfully completed the Expense Report Workflow process and is ready to be picked up by Oracle Payables Invoice Import program.

 

‘SelfService’

(11.0.2+)
Expense Report transaction has successfully completed the expense Report Workflow process and is ready to be picked up by Oracle Payables Invoice Import program.

WORKFLOW_APPROVED_FLAG

NULL

If Expense Report transaction is created from the web (check the source), then expense report has been submitted, but not been manager or payables approved. Expense Report transactions not created from the web will have workflow_approved_flag = NULL.

 

‘S’

Expense Report transaction has been saved and not yet fully completed or submitted.

 

‘I’

Implicit save, in OIE.K/R12 there is an implicit save when navigating from one page to another.

 

‘R’

Expense Report transaction has been Manager rejected.

 

‘M’

Expense Report transaction has been Manager approved.

 

‘P’

Expense Report transaction has been Payables approved.

 

‘A’

Expense Report transaction has been ‘Automatically’ approved, i.e. Manager approved but Payables approval not needed because expense report didn’t need payables to check for receipts or policy.

 

‘W’

Expense Report has been Withdrawn.

 

‘Y’

Expense Report transaction has been both Manager and Payables approved.

Introducing : Muthu Vadde – New Author and Contributor for Oracle Technical


Hi ,

Here i like to introduce New author and contributor on this blog. Her name is Muthu Vadde.  I am sure now we can put more technical and techno functional articles so it can help more people. 

She is having more than 10 Years in Oracle. She is expert in many tools. I am sure she will be great help for everyone in Oracle Technical areas like

  • SQL
  • PLSQL
  • Oracle Reports
  • Oracle XML Reports
  • Oracle Discoverer Reports
  • Oracle Form personalizations
  • Oracle Workflow
  • Oracle Application Framework
  • Oracle Application Development Work
  • Oracle SOA

Be free to keep writing me for any help or questions. thanks – Shiv

Aside

Hello Friends , here is some of quite commonly used AR ( receivables )tables and their usage. There are many other tables also in AR but here i am putting only few commonly used tables. for other table if needed we can … Continue reading

Oracle HRMS Functional Questions


What is the difference between rehire and reverse-termination?
What is a security profile in HRMS?
Is Address form date tracked?
What are the date tracking options while deleting a record?
Can we delete an employee forever? How?
What is required to be able to pay someone in Oracle Payroll?

before i post answers to these questions, lets hear from you..Post your answers in the comments and then who knows, may be i won’t have to answer at all ;-)

-ashish