The Feature

Recording Project-Related Receipt Accruals in Oracle Projects

November 25, 2008 on 9:27 pm | by Marian Crkon | In Feature of the Week | Enter Comments |  Print |  Email

This feature is for anyone using Oracle Purchasing, Payables and Projects 11i and beyond. I’ve been asked today to provide a solution for recording project-related receipt accruals in Oracle, and was very pleased when I found out this was a standard functionality. A summary of my research [from four different Oracle user guides] is available below.

Recording Project-Related Receipt Accruals

Oracle Purchasing records the received goods as delivered for your project when they are delivered and assigned to a project-related purchase order distribution line. When a purchase order line is flagged to accrue on receipt and the purchased goods are delivered to an expense destination, you can interface receipt accrual accounting entries from Oracle Purchasing to Oracle Projects as actual expenditure transactions. This allows you to recognize the cost to your project in the period in which it is incurred rather than in the period in which it is invoiced.

Interfacing Receipt Accruals to Projects

To interface receipt accruals from Oracle Purchasing to Oracle Projects, use the PRC: Interface Supplier Costs process in Oracle Projects. The process selects transactions based on the project-related values entered on PO distribution lines.

The process first retrieves all eligible accounted, project-related receipt accrual information, supplier invoice distributions (including non-recoverable tax lines) and all payment discounts that are distributed to project-related distributions. The process then interfaces the amounts to Oracle Projects.

The interfaced items are grouped into expenditure batches as follows:

• All invoice distributions, excluding non-recoverable tax lines, are included in one batch.
• Non-recoverable tax lines are grouped into a second batch
• Payment Discounts are included in a third batch, and
• Receipt accruals for project related items with a destination type of Expenses are grouped in the fourth batch.

Each time you run Interface Supplier Costs process, Oracle Projects generates reports you can use to track the interfaced supplier invoices distribution lines, receipt accruals, as well as those invoice lines and receipt accruals that are rejected during interface from Oracle Payables and Oracle Purchasing, respectively. The following reports show you the results of this process. These reports show amounts in the functional and transaction (AP invoice) currencies.

• The Interface Project Costs from Payables Report. Lists all invoice distribution lines and receipt accrual transactions that were successfully interfaced to Oracle Projects. In addition, summary information is provided to display the total number and total costs of the interfaced transactions.
• The Interface Project Costs from Payables Exception Report. Lists all invoice distribution lines and receipt accrual transactions that failed to interface to Oracle Projects during the process. For each transaction that fails to transfer, output reports list the rejection reason.

Submitting the Interface Supplier Costs Process

The PRC: Interface Supplier Costs process retrieves the following items and interfaces them from Oracle Purchasing and Oracle Payables to Oracle Projects:

• All eligible accounted, project-related supplier invoice distributions
• All eligible receipt accrual information from Oracle Purchasing
• Tax lines for project-related intercompany invoices
• All eligible accounted payment discounts that are distributed to project-related invoice distributions

The process first populates the Transaction Import Interface table, creating an expenditure item and cost distribution line for each invoice or payment distribution line, and an expenditure for each invoice. This process also checks for original items being adjusted when processing adjusting items from Oracle Payables, to ensure that every negative expenditure item adjusts a valid original expenditure item. If an original matching item is found, the process next checks to ensure that the original item is not already adjusted to have a net zero amount.

Select ‘Yes’ or ‘Accrued Cost Only’ in the Interface Supplier Invoices parameter if you want to interface supplier invoices. When this parameter is set to Yes or Accrued Cost Only, project–related supplier invoice costs are interfaced from Oracle Payables to Oracle Projects.

If an invoice distribution is matched to a purchase order line that is flagged to accrue on receipt and the receipt accrual information is interfaced to Projects, only additional invoice amounts are interfaced. These amounts can include tax or freight charges added during invoice entry, or price and exchange rate variances.

If Accrued Cost Only is selected, only additional invoice amounts are interfaced even when the receipt accrual information is not interfaced to projects. But if an invoice distribution is matched to a purchase order line that is flagged to accrue on receipt and fully interfaced to Projects, then for any invoice distribution matched to this purchase order line, the whole invoice amount will be interfaced to projects irrespective of the selected option.

Similarly, if an invoice distribution is matched to a purchase order line that is flagged to accrue on receipt and for which only additional amounts have been interfaced to projects, then for any invoice distribution matched to this purchase order line, only additional invoice amounts will be interfaced to projects irrespective of the selected option.

Select ‘Yes’ in the Interface Receipt Accruals parameter to interface receipt accruals. When this parameter is set to Yes, receipt accruals for project-related items with a destination type of Expense are interfaced from Oracle Purchasing to Oracle Projects.

Note: Receipt accrual entries are not interfaced if the received items are invoiced and the invoice amounts are interfaced to Projects.

Receipt Accrual Adjustments

You cannot adjust the expenditure item in Oracle Projects when the item is interfaced from Oracle Purchasing (i.e. receipt accrual).

If the invoice is matched to an accrue on receipt purchase order line and the invoice line (rather than the purchase order receipt) is interfaced, then the invoice line can be adjusted in Oracle Projects.

After you have made adjustments to supplier invoice items, you must send the adjustment information back to Oracle Payables so the Payables distribution lines match what is recorded in Oracle Projects. Oracle Payables will interface adjustments that affect the GL account number to Oracle General Ledger. You run the following processes in Oracle Projects for supplier invoice adjustments:

• PRC: Distribute Supplier Invoice Adjustment Costs
• PRC: Interface Supplier Invoice Adjustment Costs to Payables

If you need to change the invoice amount, supplier, or expenditure type, organization, or item date for a supplier invoice line, reverse the line and create a new line in Oracle Payables.

Troubleshooting the Projects to Receivables Interface

November 17, 2008 on 9:10 pm | by Marian Crkon | In Feature of the Week | Enter Comments |  Print |  Email

This feature is for anyone using Oracle Projects and Receivables 11.5.10 and beyond. There were several new features introduced to Projects 10.5.10 (Family Pack M), which now require additional [not quite documented] configurations for the Receivables interface to work. I find myself scrambling to make the interface work everytime I run it the first time in a new installation or a new operating unit. Here are few quick tipts I consolidated from the Metalink notes and user guides to remember what to do the next time…

Open Periods

Make sure to open respective accounting periods in Receivables. As Receivables Manager, navigate to Control > Accounting > Open/Close Periods.

Retention Error

You may not be using retention or multi-currency in Project Billing, but you still receive the “Transaction Code: TRA OU Level Retention Accounting flag N… Some transactions are disabled. Please Check auto-accounting setup” error when running the PRC: Interface Invoices to Receivables program (PATTAR).

To resolve the error you need to enable the AutoAccounting Assignments for Unbilled Retention Account and Rounding Account.

As Projects Billing Super User:

• Navigate to Setup > AutoAccounting > Assign
• Query up function ‘Revenue and Invoice Accounts’
• Define Segment Rule Pairings for the Unbilled Retention Account
• Define Segment Rule Pairings for the Rounding Account
• Make sure to enable the Function Transactions!

Again, you need to do this even if you do not intend to enable retention and multi-currency billing in your Implementation Options.

Sales Credit Type Rejection

You might get a ‘No sales credit type at Implementation or Projec Level’ rejection when running the PRC: Interface Invoices to Receivables program (PATTAR).

In order to resolve this error as Projects Billing Super User:

• Navigate to Implementation Options
• Select ‘Exchange Rate Type’ in the Currency tab
• Select ‘Sales Credit Type’ in the Billing tab

Transaction Source and Transaction Type Errors

The seeded Project Transaction Source and Project Transaction Types might be incomplete. Make sure to review and update these for your setting you defined in the Implementation Options > Billing tab. The source It is going to be ‘PROJECTS INVOICES’ (if new 11i or R12 implementation, or ‘PA INVOICES’ if upgraded from 10.7) and Transaction Types are going to be ‘Projects Invoice’ and ‘Projects Credit Memo’ (11i and beyond) or ‘PA Invoice’ and ‘PA Credit Memo’ (10.7) respectively.

As Receivables Manager:

• Navigate to Transaction Sources: Setup > Transactions > Sources
• Query up your Transactions Source you defined in the Implementation Options > Billing tab
• Make sure the Reference Field Default Value field = ‘interface_header_attribute1′
• Make sure the Standard Transaction Type = ‘Projects Invoice’
• Make sure the Credit Meno Batch Source = ‘PROJECTS INVOICES’
• Also navigate to Transaction Types: Setup > Transactions > Types
• Query up ‘Projects Invoice’ transaction type
• Make sure the Credit memo Type = ‘Projects Credit Memo’

How to Create Custom WebADI Integrators

November 11, 2008 on 10:40 pm | by Marian Crkon | In How To Guides | 5 Comments |  Print |  Email

Web Applications Desktop Integrator (Web ADI) is a self-service Oracle application, accessed using a browser. Unlike ADI, the  Web ADI software is not installed on individual client machines, as the processing takes place on the server rather than on individual client PCs.

Web ADI generates Microsoft Excel or Word documents on your desktop, and downloads the data you have selected from the application. You can modify the data in the Microsoft Excel or Word documents, working either online or offline, and upload the data using Web ADI. In addition to the Web ADI integrators supplied with Oracle Applications, you can create your own integrators to allow download and upload data from Oracle windows or direct from Web ADI.

Except for HRMS, it seems to me that other Oracle Development teams have not utilized Web ADI to its full potential.  There were some discussions in forums and Oracle blogs on whether this approach is even needed. I feel like every available interface and API that let you integrate with legacy or 3rd party applications should come with a standard Web ADI integrator.

Creating Custom Integrators

Thanks to the HRMS Web ADI, you can define your own custom HRMS and non-HRMS integrators and in a combination with the seeded Oracle APIs and interfaces, implement elegant solutions for downloading or uploading data. Examples for frequently used custom integrators include upload of employees, users, POs and requisitions, AP invoices, project events, AR transactions, etc.

Creating custom integrators is done by a system administrator. Let’s define an integrator to create employees to explain how to create custom integrators. Employees and employee assignments can be created using the standard HR_EMPLOYEE_API. Our custom integrator will upload data to this API.

Grant Access to Required Functions

As System Administrator, navigate to Application > Menu, and query up ‘Desktop Integration Menu’. Make sure to include functions required for respective integrators. In case of custom Create Employee integrator, you’ll need to include the following functions (no prompts are necessary):

• HR Integrator Setup Integrator
• HR Maintain Integrator Form Functions Integrator

Create ‘HR Integrator Setup’ Web ADI Document

• Log in as Desktop Integration responsibility. Select Create Document from the menu. The Settings page of the Web ADI wizard appears.
• In the Settings page, select a spreadsheet viewer in the Viewer field. Keep the Reporting check box unchecked, as this integrator is used to upload data to the database.
• In the Integrator page, select the seeded integrator “HR Integrator Setup”.
• In the Layout page, select the default layout “HR Integrator Setup”.
• In the Content page, select None.
• In the Review page, you can see full details of the document that will be created. Choose the Back button if you want to change any of the information, or choose the Create Document button to continue.
• A spreadsheet document is created, containing all the fields you need to enter to create your own integrator.

• Define all fields to create your Create Employee integrator and upload it to the database.

Controlling Access to Custom Integrators

Custom integrators, like predefined integrators, must be associated with form functions. Follow the steps below to associate your Create Employee integrator with the functions required to define Web ADI layout and Web ADI document.

• Select Create Document from the Web ADI menu.
• Select a spreadsheet viewer. Leave the Reporting check box unselected to download data for updating.
• Select HR Maintain Integrator Form Functions Integrator.
• Enter the Application Short Name (for example, your custom application name). Optionally, enter the integrator name.
• The displayed spreadsheet shows your selected custom integrators, and has a column for associating form functions. Enter the form function required for controlling access to the integrator.
• Upload your changes to the database.

Define Layout of Custom Integrator

Each integrator must have at least one layout specifying the columns to appear in the spreadsheet. To define a layout:

• Choose Define Layout from the Web ADI menu. The Layout page appears.
• Select the integrator for which you want to define the layout, and choose Go.
• Choose the Define Layout button to define a new layout.
• In the Define Layout page, enter a unique name for the layout. This appears whenever the user is required to select the layout, so should clearly indicate the purpose of the layout.
• Enter a unique key. The key is used internally by the system to identify the mapping.
• The Field List defaults to the complete list of columns available in the view or API.
• Choose Continue. In case of Create Employee integrator, the layout is based on the the HR_EMPLOYEE_API columns. In the next page, you select a subset of these fields to include in your layout.

Create ‘Create Employee’ Spreadsheet

And finally, using the custom integrator and layout defined above, create a new ‘Create Employee’ WebADI upload spreadsheet:

• From the Navigator window (Oracle Personal Home Page), click on ‘Desktop Integration’ responsibility. The Settings page of the Web ADI wizard appears.
• In the Settings page, select a spreadsheet viewer in the Viewer field. Keep the Reporting check box unchecked, as this integrator is used to upload data to the database.
• In the Integrator page, select your new integrator ‘Create Employee’.
• In the Layout page, select the default layout “Create Employee”.
• In the Content page, select None.
• In the Review page, you can see full details of the document that will be created. Choose the Back button if you want to change any of the information, or choose the Create Document button to continue.

• A spreadsheet document is created and ready to use for creating employees.
• Save a local copy to your PC.

Application Blogs I Read and Why You Should Too

November 10, 2008 on 10:40 pm | by Marian Crkon | In Worth Noting | 15 Comments |  Print |  Email

Here is an updated compilation of application-related blogs I read and know about at this point.

AppsBI : Applications Business Intelligence By Nilesh Jethwa. Nilesh has worked on various reporting, Data warehousing, Daily Business Intelligence, Discoverer and Enterprise Planning and Budgeting projects and wants to share and write about different BI tools and techniques. He enjoys his job and starting this blog adds a new adventure to his life and career.

Big4Guy

Big4Guy is an online resource by an anonymous author with the latest news, insights, knowledge and experiences as a Big 4 consultant. He discusses some of the important issues which organizations are facing today in the areas of information security, security and controls in SAP R/3, Oracle Applications, J.D.Edwards, Peoplesoft and various other ERP’s. He also provides valuable resources for individuals interested in the CISA, CISM, CISSP, and various other security certifications considered essential for entry in any Big 4 accounting, auditing and consulting firms.

BlogERP: HCM Software Blog

By James Holincheck. James is a Research Vice President in Gartner Research where he covers the human capital management software market.

Deal Architect

By Vinnie Mirchandani. Vinnie is a former technology industry analyst (with Gartner), outsourcing executive and entrepreneur. He has personally helped clients evaluate and negotiate technology contracts worth billions of dollars, and has consistently advised companies on IT risk management, globalization and sourcing issues. A MUST READ!

ERP Software Blog

By another anonymous author. There are several good links and articles to ERP-related stories.

Grey Sparling PeopleSoft Expert’s Corner

By a group of authors at Grey Sparling Solutions. This is a company website turned into a blog with plentiful resources of information for Peoplesoft and Oracle users and buyers. These guys don’t know it but they were a great inspiration and influence on creating this blog. They do not play the usual blogging game with links and tags to improve their Technorati ranking. Instead, they focus on creating an original, expert content useful to their audience.

FIN-SIG Blog

The OAUG Financial Services Industry Special Industry Group (FIN-SIG) is affiliated to the Oracle Applications Users Group (OAUG). The FIN-SIG shall fill a gap for a common forum and support/ resource base for all new and existing Oracle Applications users who operate in the space commonly called Financial Services Industry and also users who have interest in the specific packaged application software provided by Oracle Corporation to meet specific business needs of the Financial Services Industry.

Learn DIscoverer Blog

By Darlene and Michael Armstrong-Smith. They are the authors of the Oracle Discoverer 10g Handbook. Their company Armstrong-Smith Consulting specilaizes in everything Oracle Discoverer.

Learning ERP Systems

Discussion of challenges, ideas, and suggestions for improving ERP application training in the corporate workplace.

Learning of an Oracle Apps Consultant

By Krishanu Bose. Krishanu covers Oracle Apps consulting services situation and provides an inside view of Oracle Apps outsource services in India.

Mark Rittman’s Oracle Weblog

Not really an application blog, but one of the original Oracle blogs out there and an excellent production by Mark Rittman. Personally, this is to me a never-ending source of inspiration for how a corporate blog should be done. Read more about Mark and his blog in this story.

Oracle AppsLab

By Paul Pedrazzi, Jake Kuramoto, and Rich Manalang. In their own words, “Oracle AppsLab is a think-tank developed to drive adoption of new web patterns and technologies across Oracle’s business and products. We’re a small group dedicated to living and breathing Web 2.0. This blog is our space for sharing our ideas.”

OracleAppsBlog

By Richard Byrom and a group of authors. OracleAppsBlog is THE ORIGINAL Oracle application blog. If you search the web for anything related to Oracle Applications, the chances are you end up at OracleAppsBlog - a rich resource of Oracle-related links and information. Read 10 questions for Richard to find out more information about him and his blog.

Oracle Apps Confessions

By Jo Davis, Oracle eBusiness Suite functional consultant. A compilation of quick tips and tricks for Oracle Applications users.

Oracle Apps Epicentrum

Sanjit Anand shares his implementation knowledge and experiences.

Oracle Business Intelligence Blog

By Abhinav Agarwal and Keith Laker. This is a blog for all things Oracle Business Intelligence. Includes musings and postings on Oracle Discoverer, OLAP, and other Oracle BI products, technologies and tools. Way to go guys! Personally, BI is as technical as I ever want to get with Oracle Applications.

Oracle Contractors Network Blog

Oracle eBusiness Suite resources, ideas, white papers, advice and tips from a number of Oracle consultants.

Oracle E-Business Suite Technology

By Steven Chan. An excellent Oracle insider’s take on technology stack-related topics for the Oracle E-Business Suite, with sneak previews of upcoming releases, new product announcements, glimpses into the inner workings of Oracle Development, in-depth discussions of technology-stack architectures, and the occasional desupport notice. Read more about the man behind this blog in my interview with Steven. A MUST READ for Oracle Applications DBAs, system administrators, and other Oracle professionals.

Oracle Financials Strategy

The blog where we talk about what’s on our minds as individual strategists and as a team. It’s where we share articles, ideas and opinions that are relevant to our work here at Oracle. However, we reserve the right to veer off topic occasionally. It wouldn’t be a blog without that - would it?

Oracle iRecruitment Blog

By Martin Millmore, a Director of iRecruitment Development at Oracle.

Oracle Intercompany Blog

By David Haimes. The primary focus of this blog is Intercompany and Oracle Financials. David is a 10 year Veteran of Oracle Financials Development. David is interested in technology both inside and outside of Oracle and is always thinking of how I can incorporate new ideas, technologies, methodologies or innovations into my work here at Oracle. David’s current role is looking after the Intercompany and Legal Entity products in Oracle Financials, he has also worked on EMEA Globalizations, Federal and Public Sector Financials, XML Payments and a variety of projects on other products.

Oracle Support Blog

By Chris Warticki. This site is Oracle Support. Chris has been working for Oracle Support for over 8 years. His team helps Oracle customers, offers free information and training sessions on a variety of Support related topics. Take advantage of his team’s experience and knowledge about our Support processes, policies, tools, tips, and tricks.

ORCLville

By Floyd Teter. Floyd is the System Engineer for Institutional Business Systems at the Jet Propulsion Lab in Pasadena, California. Floyd has been working with Oracle products since 1990 and Oracle applications since 1997, and even spent a few years as a Managing Principal with Oracle Consulting during the dot-com boom.

Parallax: Calculating Technology’s Future

By Neil Robertson, a CTO at Newmerix and a talented writer who became famous in the enterprise bloggosphere for his original analysis of Oracle Fusion in I Pity the Fool. Neil is also very active in establishing the Web 2.0 tools in the enterprise.

PeopleSoft Corner

By Brent Martin. Ideas, Tips, Techniques and information sharing for Oracle and PeopleSoft Enterprise.

Project Directions

Produced by an anonymous project strategy manager at Oracle working with the Oracle Projects application. According to his own profile, the author’s focus is on our Project Management and Project Collaboration but he hopes that this blog will encompass some of other [Oracle] modules with the use of guest bloggers, i.e. his colleagues who manage those modules.The author is also interested in how software can help project managers and teams be more successful especially given the proliferation of collaborative tools that we see now.

Project Lifestyle

By Andrew Sparks. Andrew is a Senior Practice Director at Oracle EMEA. He runs the EMEA International Projects practice. This organization is an international team of specialist consultants based throughout the EMEA region. The team acts as a single point of contact for delivering and remediating complex or multinational applications programs in the EMEA region.

Project Partners

This is FINALLY a company blog by two authors from Project Partners - Bob Anderson and Neeraj Garg. Project Partners regularly publish great white papers and newsletters for Oracle customers in the project-centric industries. The blogs are an excellent complement to this already fantastic resource.

Software Safari

By Brian Sommer. A “premium blog” by an experienced technology industry analyst.

Solution Beacon

Advise and opinions from employees of Solution Beacon, LLC, a provider of expert-level resources for the most widely used Enterprise Management Systems and Technologies.

Systematic HR

Systematic HR is a human resources blog about the intersection between HR process and HR technology. You can read about how HRMS systems, point solutions such as TAS, TMS, portals, etc, can be utilized to maximize your employee experience and enhance the strategic capabilities of your organization as well as the concerns of the day such as employee engagement, project management, and cost parameters to your strategies.

TalentedApps

Talented Apps is written by a group of Development and Strategy individuals within the Oracle Fusion HCM team. Their focus is on the industry and future of Talent Management…

Triora Group

This company blog is a way to “give back to the Oracle community”. You will find a growing amount of practical information you can use to improve your environment. Triora Group focus primarily on Oracle E-Business Suite 11i and 12, the Fusion Middleware and of course Oracle Database 10g/11g.

Yak About Apps

By Linda Fishman Hoyle, a a Senior Director for Cross Applications Marketing at Oracle and the Editor-in-Chief of a Podcast series called AppCasts. Linda has more than 20 years of experience with Enterprise Software and Services - marketing, strategy and business development. In Linda’s own words, “you want to read her blog if you are interested in the latest and greatest Oracle Application stuff!”

Usable Apps

Blog posts by some of the [User Experience] staff at Oracle. The posts vary in their scope and material, but they will give you a glimpse into what they think about new and emerging concepts that relate to enterprise applications.

Last, I would also like to mention blogs by Oracle Applications executives Jesper Andersen, Jim McGlothlin, and Luke Kowalski [see an interview with Luke]. We all appreciate their intention and effort to share their views and opinions.

Let Contractors Buy!

November 10, 2008 on 8:23 pm | by Marian Crkon | In Feature of the Week | Enter Comments |  Print |  Email

This feature of the week is for anyone using Oracle HRMS and Purchasing 11.5.10. When the contingent worker functionality was rolled out to Oracle Financials in this release, (see the original story from February 2006), the contractors could charge their time and expenses to projects, and have their costs calculated based on their time or purchase orders, and few other things.

Few months ago our implementation team at a local hospital in Seattle was surprised to find out that contingent workers were not allowed to enter or approve purchasing documents. Since a major part of the company’s supply chain was outsourced to 3rd party vendors, this was a major problem. It seems that other companies face the same problem, as documented in the bug 4534789 on Metalink. The business need can be summarized as follows:

“…Contingent workers who are allowed (in both business terms and in Oracle functionality) to have employees report to them and who can be entered into the requisition hierarchy do not have the ability to enter requisitions or approve their employee’s requisitions. This requires someone else to do that for them and that individual may not have the knowledge of whether the purchase is allowable or acceptable, creating delays and inappropriate approvals in the requisitioning process…”

Few Questions for Oracle Development:

• Can contingent workers buy in Release 12?
• Is this functionality going to be back ported to Release 11i?

If anyone has more information on the subject, I invite you to share it as comments on this post. Thank you!