The Feature

How the PA Date and GL Date Are Determined in Oracle Projects

July 26, 2006 on 10:57 pm | by Marian Crkon | In How To Guides | 3 Comments |  Print |  Email

You need to know how the Project Accounting (PA) Date and the GL Date are assigned in Oracle Projects in order to understand how your project (P&L) reporting and GL reconciliation work. The dates are determined differently for different project transactions based on each transaction type. Oracle Projects determines the dates as follows:

Timecard, Usage, Miscellaneous, and Supplier Invoice Adjustments

The PA date is set to the transaction expenditure item date if that date falls in a PA period with a status of Open or Future. If the expenditure item date falls in a closed PA period, then the PA date is set to the start date of the earliest open or future enterable PA period that follows the expenditure item date.

The GL date is set to the end date of the earliest GL period that includes or follows the PA date of the cost distribution line and has a status of Open or Future according to the period status in Oracle General Ledger (or in Oracle Projects when enhanced period processing features are enabled). Oracle Projects derives the GL Date when you run the cost distribution processes.

Expense Reports (created in iExpenses)

The Oracle Payables Invoice Import program uses one GL date for each expense report loaded into Oracle Payables from Oracle iExpenses. All project cost distribution lines for an expense report use the same GL date.The GL date is set to the end date of the earliest GL period that has a status of Open or Future according to the period status in Oracle General Ledger.

The PA date is set to the transaction expenditure item date if that date falls in a PA period with a status of Open or Future. If the expenditure item date falls in a closed PA period, then the PA date is set to the start date of the earliest open or future enterable PA period that follows the expenditure item date.Oracle Projects derives the PA date for each expense report cost distribution line when you interface the expense reports from Oracle Payables.

Supplier Invoices Interfaced from Payables

The PA date is set to the transaction expenditure item date if that date falls in a PA period with a status of Open or Future. If the expenditure item date falls in a closed PA period, then the PA date is set to the start date of the earliest open or future enterable PA period that follows the expenditure item date.Oracle Projects derives the PA date for each supplier invoice cost distribution line when you interface the supplier invoice from Oracle Payables.

When you interface supplier invoices from Payables, Oracle Projects copies the GL date for each supplier invoice cost distribution line from the GL date entered for the invoice distribution in Oracle Payables. Oracle Projects derives the PA date for each supplier invoice cost distribution line when you interface the supplier invoice from Oracle Payables.

Draft Revenue

The PA date is set to the end date of the earliest PA period that includes or follows the revenue accrue through date and has a status of Open or Future.

The GL date is set to the end date of the earliest GL period that includes or follows the PA date of the draft revenue and has a status of Open or Future according to the period status in Oracle General Ledger (or in Oracle Projects when enhanced period processing features are enabled ). Projects derives accounting dates during the revenue generation process.

Draft Invoices

The PA date is set to the end date of the earliest PA period that includes or follows the invoice date and has a status of Open or Future.

The GL date is set to the end date of the earliest Open or Future Oracle Receivables GL period that includes or follows the invoice date of the draft invoice. The GL Date is derived when the invoice is generated.

Example

Let’s take for example a billable timecard entered in June 2006. And let’s assume the PA Period and GL Period are the same and JUN-06 is open:

• Expenditure Item Date = June 19 through June 23
• Week Ending Date = June 25 (Sunday is the of that week based on the Implementation Options)
• The PRC: Distribute Labor Costs process will assign the expenditure PA Dates and GL Dates the same as Expenditure Item Dates and both the PA Period and GL Period will be set to JUN-06.
• The PRC: Generate Draft Revenue process will assign the revenue PA Date and GL Date based on the Accrue-Through Date selected during the process (e.g. June 30, 2006) and both the PA Period and GL Period will be set to JUN-06.

Now, let’s assume the timecard was transferred between two projects and billed to a client in July 2006 and JUN-06 period was already closed in the PA calendar and GL calendar in Projects. The dates will be derived as follows:

• Expenditure Items Date will stay June 19 through June 23.
• Week Ending Date will stay June 25.
• The PRC: Distribute Labor Costs process will change the expenditure PA Date and GL Date to July 1, 2006, and the PA Period and GL Period will be changed to JUL-06.
• The PRC: Generate Draft Revenue process will change the revenue PA Date and GL Date to July 31, 2006 (based on an Accrue-Through Date selected during the process), and both the PA Period and GL Period will be changed JUL-06.
• Project Invoice that includes the timecard in have the PA Date and GL Date of July 31, 2006 (based on a bill-through date of July 31, 2006) and open AR period JUL-06.

Implementation Tip: In order to correctly report on such adjustments as described above and show all debits and credits (net zero transactions), pull your transaction amounts from the expenditure distributions table, and not the expenditure items table in your reporting data mart.