Oracle Grants Accounting Setup Overview

This chapter gives you an overview of Oracle Grants Accounting Setup.

This chapter covers the following topics:

Overview
Grants Accounting Setup Checklist
Grants Accounting Setup Steps

Overview

This chapter provides a setup checklist for Grants Accounting and describes the setup steps.

Complete all required setup steps for the following applications before beginning the Grants Accounting setup steps:

Oracle Applications System Administration
Oracle General Ledger
Oracle Payables
Oracle Purchasing
Oracle Receivables
Oracle Assets

Note: Oracle Assets is required if capital projects are used and assets are to be capitalized.
Oracle Workflow

Grants Accounting Setup Checklist

The table below shows the Grants Accounting setup checklist.

The sequence indicated in the setup checklist applies to the Grants Accounting setup process only. For each application installed, consult the manuals for that application to determine the sequence of setup steps.

All required setup steps in this checklist must be completed. Specific information for each setup step is described in the following section, Grants Accounting Setup Steps.

Oracle Grants Accounting Setup Checklist
Step Number	Setup Step	Step Type	Oracle Application
1.	Define Responsibilities	optional	System Administration
2.	Specify Site-Level and Application-Level Profile Options	required with defaults	System Administration
3.	Define a Ledger. Assign a Calendar, Functional Currency, and Account Structure to the Ledger	required	General Ledger
4.	Define Payables Financials Options	required	Payables
5.	Define Purchasing Options	required	Purchasing
6.	Define Purchasing Financial Options	required	Purchasing
7.	Define Customers	required	Receivables
8.	Set Up Order Management Parameters	required if billing is used	Order Management
9.	Set Up Oracle Assets	required if capital projects are used	Assets
10.	Set Up Locations	required	HRMS
11.	Create Organizations	required	HRMS
12.	Define Organization Hierarchies	required	HRMS
13.	Define Jobs	required	HRMS
14.	Enter Employee Information	required	HRMS
15.	Set Up Projects Implementation Options	required	Grants Accounting
16.	Define Project Accounting Periods	required	Grants Accounting
17.	Set Up Grants Implementation Options	required	Grants Accounting
18.	Define Expenditure Categories	required	Grants Accounting
19.	Define Units of Measure	required	Grants Accounting
20.	Define Expenditure Types	required	Grants Accounting
21.	Define Non-Labor Resources	optional	Grants Accounting
22.	Define Transaction Sources	optional	Grants Accounting
23.	Define Labor Costing Rules	optional	Grants Accounting
24.	Define Labor Costing Overrides	optional	Grants Accounting
25.	Define Labor Cost Multipliers	optional	Grants Accounting
26.	Define Cost Bases and Cost Base Types	required	Grants Accounting
27.	Define Burden Cost Codes	required	Grants Accounting
28.	Define Burden Structures	required	Grants Accounting
29.	Define Burden Schedules	required	Grants Accounting
30.	Define Payment Terms	required	Grants Accounting
31.	Define Credit Types	optional	Grants Accounting
32.	Define Event Types	not applicable	Grants Accounting
33.	Set Up Billing Cycles	required	Grants Accounting
34.	Define Budget Types	optional	Grants Accounting
35.	Define Budget Change Reasons	optional	Grants Accounting
36.	Define Budget Entry Methods	required	Grants Accounting
37.	Define Resource Lists	required	Grants Accounting
38.	Define Project Status	optional	Grants Accounting
39.	Define Project Classifications	optional	Grants Accounting
40.	Define Project Service Types	required	Grants Accounting
41.	Define Project Role Types	optional	Grants Accounting
42.	Define Project Types	required	Grants Accounting
43.	Define Project Templates	required	Grants Accounting
44.	Set Up Award Purpose Codes	required	Grants Accounting
45.	Set Up Award Terms and Conditions	optional	Grants Accounting
46.	Set Up Award Roles	required	Grants Accounting
47.	Set Up Reports	optional	Grants Accounting
48.	Set Up Billing Forms	required	Grants Accounting
49.	Set Up References	optional	Grants Accounting
50.	Set Up Allowed Cost Schedules	required	Grants Accounting
51.	Set Up Award Types	required	Grants Accounting
52.	Set Up Award Templates	required	Grants Accounting
53.	Set Up Subledger Accounting	optional	Subledger Accounting (from a Grants Accounting responsibility)
54.	Set Up Accounting for Labor Costs	required	Grants Accounting
55.	Set Up Accounting for Expense Report Costs	required	Grants Accounting
56.	Set Up Accounting for Usage Costs	required	Grants Accounting
57.	Set Up Accounting for Supplier Cost Adjustments	required	Grants Accounting
58.	Set Up Accounting for Total Burdened Costs	required if using fixed assets	Grants Accounting
59.	Set Up Accounting for Event Revenue	required	Grants Accounting
60.	Set Up Accounting for Revenue and Invoice Amounts	required	Grants Accounting
61.	Set Up Accounting for Miscellaneous Transaction Costs	required	Grants Accounting
62.	Set Up Accounting for Burden Costs	required	Grants Accounting
63.	Implement Transaction Control Extensions	optional	Grants Accounting
64.	Implement Commitments from External Systems	optional	Grants Accounting
65.	Set Up the Account Generator to Generate the Supplier Invoice Account	required	Grants Accounting
66.	Define Project-Related Distribution Sets	optional	Grants Accounting
67.	Specify the Default Supplier Cost Credit Account	optional	Grants Accounting
68.	Set Up the Account Generator to Generate Project-Related Accounts in Purchasing	required	Grants Accounting
69.	Implement Oracle Grants Accounting client extensions	optional	Grants Accounting
70.	Set Up Oracle Workflow	required	Workflow
71.	Set Up Award Distributions	optional	Grants Accounting
72.	Define Project Status Inquiry Columns	required	Grants Accounting

Grants Accounting Setup Steps

To set up Grants Accounting, perform the following setup steps in the order listed.

1. Define Responsibilities

Oracle Grants Accounting provides a predefined responsibility named Grants Accounting Super User. You can optionally define your own additional responsibilities. For information on defining responsibilities, see Defining a Responsibility, Oracle Applications System Administrators Guide - Security.

When you define a responsibility for Oracle Grants Accounting, you must exclude the following functions from the responsibility:

Expenditure Inquiry: Run Project Streamline
Expenditure Inquiry: Adjustments: Change Functional Rate Attributes
Expenditure Inquiry: Adjustments: Change Project Rate Attributes
Expenditure Inquiry: Adjustments: Reprocess Cross Charge
Expenditure Inquiry: Adjustments: Change Transfer Price Currency Attributes
Expenditure Inquiry: Adjustments: Mark for no Cross Charge Processing
Pre-Approved Expenditure Entry: Enter Inventory Transactions
Pre-Approved Expenditure Entry: Enter Work in Process
Pre-Approved Expenditure Entry: Enter Burden Transactions

For information on excluding functions from responsibilities, see Function and Menu Exclusions, Oracle Applications System Administrators Guide - Security.

Important: The Oracle Subledger Accounting setup for Oracle Grants Accounting is defined under the Oracle Projects application. You can use responsibilities owned by either Oracle Grants Accounting or Oracle Projects to view and maintain this setup.

2. Specify Site-Level and Application-Level Profile Options

Profile options specify default values that affect system programs, system controls, and data entry. This section includes the following parts:

For information on setting profile options, see User Profiles, Oracle Applications System Administrators Guide - Maintenance.

For information on Oracle Projects profile options, see Profile Options in Oracle Projects, Oracle Projects Implementation Guide.

Set Profile Option Levels

The common user profile options for Oracle Applications must be specified as part of System Administration setup. There are a maximum of four levels at which a profile can be set: Site, Application, Responsibility, and User. Most profiles are seeded with default values at the site-level that serve as the defaults until they are overridden at other levels.

The table below describes the profile option levels.

Profile Option Levels
Feature	Profile Option Name	Site	Application	Responsibility	User
	Concurrent: Sequential Requests	x
	GL: Ledger Name	x	x	x
	GMS: Check Funds for Award Distribution	x	x	x	x
	GMS: Default Distribution Award in Transaction Entry	x	x	x	x
	GMS: Enable Debug Mode	x.	x	x	x
	GMS: Enable Funds Check for Budget Submission	x	x	x	x
	GMS: Notification Offset Days	x
	GMS: Project Budget Entry Method - Uncategorized	x	x	x
	GMS: Project Budget Entry Method - Categorized by Resource	x	x	x
	GMS: Purge Funds Check Results	x
	GMS: Tab to Budget Matrix Comment Fields	x	x	x	x
	HR: Cross Business Group	x
	Initialization SQL Statement - Custom	x	x	x	x
Multiple Organization Support	MO: Operating Unit	x		x
	PA: AP Discounts Interface Start Date (mm/dd/yyyy)	x
	PA: Cost Distribution Lines Per Set		x
	PA: Create Incremental Transactions for Cost Adjustments Resulting from a Burden Schedule Recompilation	x
	PA: Cross-Project User - Update			x
	PA: Cross-Project User - View	x		x
	PA: Debug Mode		x	x	x
	PA: Default Expenditure Item Date for Supplier Cost	x
	PA: Enable Enhanced Period Processing	x
	PA: Expenditure Items Per Set		x
	PA: Expense Report Invoices Per Set	x	x	x
	PA: Licensed to Use AMG		x
	PA: Licensed to Use Project Resource Management	x
	PA: Licensed to Use Project Billing	x
	PA: Projects Per Set		x
	PA: Require Work Type for Expenditures	x
	PA: Selective Flexfield Segment for AutoAccounting		x
	PA: Transaction Billability Derived by Work Type	x
Budgetary Control	PSA: Budgetary Control Report Template	x	x	x	x

Set Profile Option Values

The table below describes the profile option values.

Profile Option Values
Profile Option Name	Value	Description
Concurrent: Sequential Requests	yes or no	this profile option must be set to No to ensure successful running of GMS: Costing concurrent programs
GL: Ledger Name	name for ledger	specifies ledger and associates ledger with a responsibility
GMS: Check Funds for Award Distribution	yes or no; default value is no	enables funds checking before selecting the pattern for award distributions For more information on GMS: Check Funds for Award Distribution, see Implementation Options for Award Distributions, page 16-3.
GMS: Default Distribution Award in Transaction Entry	yes or no; default value is no	automatically populates default award in the award field. If award distributions is enabled and a funding pattern exists, then the default award number appears in the award field following project and task entry. For more information on GMS: Default Distribution Award in Transaction Entry, see Award Distributions Funds Checking, page 16-4.
GMS: Enable Debug Mode	yes or no; list of values; default value is no	set to Yes to debug Grants Accounting concurrent programs; must be set to No for normal use Note: When set to Yes, GMS concurrent programs generate debug messages in the concurrent program log file.
GMS: Enable Funds Check for Budget Submission	yes or no; default value is Yes	indicates whether funds checking is enabled when a budget is submitted
GMS: Notification Offset Days	number of days	sets default number of days for Offset Days field Note: The number of days entered becomes the defaulted value in the Offset Days field of the Parameters window.
GMS: Project Budget Entry Method - Uncategorized	budget entry method; list of values Note: List of values displays budget entry methods that meet the following criteria: Entry level = Project Time Phase = None Categorize by Resource = No	determines the budget entry method that the award budget baseline process uses to summarize a project budget when: multiple awards fund the project award budgets for the project use different budget entry methods and resource lists
GMS: Project Budget Entry Method - Categorized by Resource	budget entry method; list of values Note: List of values displays budget entry methods that meet the following criteria: Entry Level = Project Time Phase = None Categorized by Resource = Yes	determines the budget entry method to use while summarizing a project budget that is funded by multiple awards and the award budgets use distinct budget entry methods and have the same resource list determines the budget entry method that the award budget baseline process uses to summarize a project budget when: multiple awards fund the project award budgets for the project use different budget entry methods award budgets for the project use the same resource list
GMS: Purge Funds Check Results	number of days	indicates number of days for which funds check results are retained for online viewing; value must be greater than or equal to one
GMS: Tab to Budget Matrix Comment Fields	yes or no; default value is no	determines navigation path in the Award Budget window. When set to Yes, navigation will include the Change Reason, Comments, and Descriptive Flexfields before entering the next budget period.
HR: Cross Business Group	yes or no; list of values	set to No to use Grants Accounting. Grants Accounting does not support cross business group functionality.
Initialization SQL Statement - Custom	no default value	custom SQL statement for system initialization; must be set at the Application level for Grants Accounting with the following value: begin mo_global.init; end; Note: This setting is required to view Payables invoices from the Expenditure Inquiry window.
MO: Operating Unit	organization name; list of values	set the multiple organization profile option for users who have multiple organization environments Note: Each organization linked to a particular responsibility appears on the Responsibilities menu. When logging in, the user selects the responsibility that corresponds to the appropriate organization. Each unique organization ID must be associated with a responsibility.
PA: AP Discounts Interface Start Date (mm/dd/yyyy)	date; default is 01/01/2051	a start date must be set to interface Payables discounts. The date entered determines when Projects will begin retrieving and interfacing payment discounts.
PA: Cost Distribution Lines Per Set	number of cost distribution lines	indicates number of cost distribution lines to process in each set
PA: Create Incremental Transactions for Cost Adjustments Resulting from a Burden Schedule Recompilation	yes or no	this profile option is not supported by Grants Accounting and must be set to No
PA: Cross-Project User - Update	yes or no; list of values	set to Yes to create and maintain award for any user other than Award Manager
PA: Cross-Project User - View	yes or no; list of values	set to Yes to view award for user other than Award Personnel
PA: Debug Mode	yes or no	indicates if reports and concurrent programs are run in debug mode; must be set to Yes or No, cannot be set to Null
PA: Default Expenditure Item Date for Supplier Cost	Source Document Exp Item Date; transaction date; transaction GL date; transaction system date	Oracle Grants Accounting uses this profile option when you run the concurrent program PRC: Interface Supplier Costs to determine the expenditure item date for invoice payments and discounts. Oracle Payables uses this profile option during the invoice match process, and when you enter unmatched invoices, to determine the default expenditure item date for supplier invoice distribution lines.
PA: Enable Enhanced Period Processing	yes or no; default value is no	provides enhanced period maintenance features
PA: Expenditure Items Per Set	number of expenditure items	indicates the number of expense report invoices (entered in Oracle Internet Expenses or Oracle Payables) for the concurrent program PRC: Interface Expense Reports from Payables to process in each set
PA: Expense Report Invoices Per Set	number of expense report invoices	indicates number of expense report invoices to process in each set
PA: Licensed to Use AMG	yes or no	indicates whether you are a licensed user of Activity Management Gateway
PA: Licensed to Use Project Billing	yes or no	indicates Project Billing is licensed Note: Grants Accounting requires Project billing to be set.
PA: Licensed to Use Project Resource Management	yes or no	set to No to use Grants Accounting. This functionality is not supported by Grants Accounting.
PA: Projects Per Set	number of projects per set	indicates number of projects to process in each call to AutoAccounting
PA: Require Work Type for Expenditures	yes or no	set to No to use Grants Accounting. Grants Accounting does not use Work Types.
PA: Selective Flexfield Segment for AutoAccounting	flexfield segment number	represents segment number to be picked when building the flexfield select segment that queries the combination table
PA: Transaction Billability Derived by Work Type	yes or no	set to No to use Grants Accounting. Grants Accounting does not use Work Types.
PSA: Budgetary Control Report Template	Budgetary Control Results Template	enables you to view funds check results from Oracle Purchasing and Oracle Payables after a funds check

3. Define a Ledger. Assign a Calendar, Functional Currency, and Account Structure to the Ledger

To use Oracle Grants Accounting with Oracle General Ledger, you must enable the budgetary control option in Oracle General Ledger to allow the burdening process and the funds checking features to operate. You must enable this option even if you do not intend to use the budgetary control functionality.

Oracle General Ledger periods must be set up starting prior to the earliest project, award start, or pre-award dates and must run until after the latest project, award end, or award close dates.

Note: Users who do not want to use the budgetary control option features in Oracle General Ledger must set the budgetary control setting to None in Oracle General Ledger.

To enable the budgetary control option, select the Enable Budgetary Control check box in the Ledger window.

For information on enabling the budgetary control option and setting the budgetary control option to None in Oracle General Ledger, see Oracle General Ledger User's Guide.

4. Define Payables Financials Options

To use Oracle Grants Accounting with Oracle Payables, users must enable the requisition encumbrance and purchase order encumbrance options. Enabling these options allows users to employ encumbrance accounting. Encumbrance accounting creates encumbrances automatically for requisitions, purchase orders, and invoices.

To enable the requisition encumbrance and purchase order encumbrance options, see Oracle Payables Implementation Guide.

5. Define Purchasing Options

To use Oracle Grants Accounting with Oracle Purchasing, users must define purchasing options. To define Purchasing options, see Oracle Purchasing User's Guide.

Important: If you enable the perpetual accrual feature at the system level in the Purchasing Options by selecting At Receipt from the drop-down box for Accrue Expense Items, the Accrue on Receipt check box in the Shipments window is selected by default. If the Accrue on Receipt check box is selected in the Shipments window, you must deselect it to ensure that burdening and funds checking are performed on a matching invoice. If the Accrue on Receipt check box is selected in the Shipments window, the system cannot perform burdening and funds checking on a matching invoice.

Note: Oracle Grants Accounting does not currently support the use of internal requisitions.

6. Define Purchasing Financials Options

To use Grants Accounting with Purchasing, users must enable the requisition encumbrance and purchase order encumbrance options. Enabling these options allows users to employ encumbrance accounting. Encumbrance accounting creates encumbrances automatically for requisitions, purchase orders, and invoices.

To enable the requisition encumbrance and purchase order encumbrance options, see Oracle Payables Implementation Guide.

7. Define Customers

To use Grants Accounting with Receivables, users must specify a contact person for each primary bill-to and ship-to address for invoicing purposes. The contacts are required when setting up awards and when interfacing invoices to receivables.

To specify a contact person for each primary bill-to and ship-to address, enter information in the Customers window and Customer Addresses window.

Important: Users must also define a contact in the Contact field of the Business Purposes window for the Usages of Bill To or Ship To, or an award cannot be created for that customer.

Note: Users can define contacts at either the customer level in the Customers window or at the address level in the Customer Addresses window.

For information on defining customers, see Oracle Receivables User Guide.

8. Set Up Order Management Parameters

If billing is to be used in Grants Accounting, users must enable parameters in Order Management.

To enable parameters, see Enabling Order Management Parameters, Oracle Order Management Suite Implementation Manual.

9. Set Up Oracle Assets

Oracle Assets set up is required if capital projects are to be used in Grants Accounting.

To set up Oracle Assets, see Oracle Assets User's Guide.

10. Set Up Locations

If HRMS is installed, complete this step in the HRMS responsibility. If HRMS is not installed, users must set up locations. Locations are physical sites where employees work.

To set up locations, perform the following steps.

In Grants Accounting, navigate to the Location window as follows:

Setup - Human Resources - Locations
To set up locations, see Oracle HRMS Enterprise and Workforce Management Guide.

11. Create Organizations

If HRMS is installed, complete this step in the HRMS responsibility. If HRMS is not installed, users must create organizations.

Creating Organizations

To create organizations, perform the following steps.

Navigate to the Organization window as follows:

If Oracle HRMS is not installed, in an Oracle Grants Accounting responsibility navigate to the Find Organization window as follows:

Setup - Human Resources - Organizations - Define

If Oracle HRMS is fully installed, in an Oracle HRMS, responsibility navigate to the Find Organization window as follows:

Work Structures - Organization - Description
In the Find Organizations window, select the New button to navigate to the Organization window.
Enter a name for your organization in the Name field. A check is performed to see if organizations with the same name already exist.
Optionally, select an organization type in the Type field. Organization types do not classify your organization, you use them for reporting purposes only.
Enter a start date in the From field. This date must be early enough to include any historical information you need to enter.
Enter a location, if one exists. You can also enter an internal address to add more details such as floor or office number.
Enter internal or external in the Internal or External field. You cannot assign people to an external organization.
Save the basic organization details.

Entering Organization Classifications

To enter Organization Classifications for an organization perform the following steps.

Navigate to the Organization window as follows:

If Oracle HRMS is not installed, in an Oracle Grants Accounting responsibility navigate to the Find Organization window as follows:

Setup - Human Resources - Organizations - Define

If Oracle HRMS is fully installed, in an Oracle HRMS, responsibility navigate to the Find Organization window as follows:

Work Structures - Organization - Description
In the Find Organizations window, enter the find criteria and select the Find button to query the organization.
In the Organization Classifications region, you can select and enable the following organization classifications related to Oracle Grants Accounting:

Note: You must save each classification after you enter and enable it.
- HR Organization: Enables you to assign employees to an organization.
- Project Expenditure/Event Organization: Enables the organization to own project billing events (labor and non-labor), incur expenses, and hold budgets for projects.
- Project Task Owning Organization: Enables the organization to own projects, tasks, and awards.
- Project Invoice Collection Organization: Enables you to process invoices in this organization if the operating unit is set up to use decentralized invoice collection. For more information, see: Defining Organizations, Oracle Projects Fundamentals.
If you enable the Project Task Owning Organization classification, you must also specify the additional organization information for the classification as follows:
1. Place your cursor on the Project Task Owning Organization classification.
2. Select the Others button.
3. In the Additional Organization Information window, place your cursor in the Project Type Class Information field.
4. In the Project Type Class Information window, enter information for the following fields:
  - Allow Entry Of Indirect Projects: Select Yes from if you want this organization to own indirect projects.
  - Allow Entry of Capital Projects: Select Yes from if you want this organization to own capital projects.
  - Allow Entry of Contract Projects: You must select Yes.
    
    Note: You must select Yes, even though you cannot create contract projects in Oracle Grants Accounting. Oracle Grants Accounting uses contract projects to process revenue and invoices for awards. Oracle Grants Accounting uses an underlying award project to process revenue and invoices. The award project is a contract class project.
5. In the Project Type Class Information window, select the OK button.
6. In the Additional Organization Information window, select the OK button.
7. In the Forms dialog box that asks you if you want to save the changes you have made, select the Yes button to save your work.

12. Define Organization Hierarchies

If HRMS is installed, complete this step in the HRMS responsibility. If HRMS is not installed, users must define organization hierarchies.

To define organization hierarchies, perform the following steps.

In Grants Accounting, navigate to the Find Organization Hierarchy window as follows:

Setup - Human Resources - Organizations - Hierarchies
To define organization hierarchies, see Oracle HRMS Enterprise and Workforce Management Guide.

13. Define Jobs

If HRMS is installed, complete this step in the HRMS responsibility. If HRMS is not installed, users must define jobs.

To define jobs, perform the following steps.

In Grants Accounting, navigate to the Job window as follows:

Setup - Human Resources - Jobs
To define jobs, see Oracle HRMS Enterprise and Workforce Management Guide.

14. Enter Employee Information

If HRMS is installed, complete this step in the HRMS responsibility. If HRMS is not installed, users must enter employee information.

To enter employee information, perform the following steps.

In Grants Accounting, navigate to the Find Person window as follows:

Setup - Human Resources - Employees
To enter employee information, see Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.

15. Set Up Projects Implementation Options

Projects implementation options are set up in Grants Accounting from the following navigation path:

Setup - System - Projects Implementation Options

To set up project implementation options, see Project Setup Implementation Options, Oracle Projects Implementation Guide.

16. Define Project Accounting Periods

Project Accounting Periods are defined in Grants Accounting from the following navigation path:

Setup - System - PA Periods

To define project accounting periods, see PA Periods, Oracle Projects Implementation Guide.

17. Set Up Grants Implementation Options

Grants implementation options are setup options where users specify the method and type of award numbering and enable the award distribution option.

See Implementation Options Setup.

18. Define Expenditure Categories

An expenditure category is an implementation-defined grouping of expenditure types by type of cost. Expenditure categories are defined in Grants Accounting from the following navigation path:

Setup - Expenditures - Expenditure Categories

To define expenditure categories, see Expenditure Categories, Oracle Projects Implementation Guide.

19. Define Units of Measure

A unit of measure records quantities or amounts of an expenditure item. Units of measure are defined in Grants Accounting from the following navigation path:

Setup - Expenditures - Units

To define units of measure, see Units, Oracle Projects Implementation Guide.

20. Define Expenditure Types

An expenditure type is a classification of cost that is assigned to each expenditure item. An expenditure type class determines how an expenditure item is processed.

Grants Accounting does not support the following expenditure type classes.

Overtime
Work In Process
Inventory

Expenditure types are defined in Grants Accounting from the following navigation path:

Setup - Expenditures - Expenditure Types

To define expenditure types, see Defining Expenditure Types, Oracle Projects Implementation Guide.

21. Define Non-Labor Resources

A non-labor resource is an implementation-defined asset or pool of assets. Non-labor resources are defined in Grants Accounting from the following navigation path:

Setup - Expenditures - Non-Labor Resources

To define non-labor resources, see Non-Labor Resources, Oracle Projects Implementation Guide.

22. Define Transaction Sources

Transaction Sources identify the source of external transactions imported using Transaction Import. Transaction sources are defined in Grants Accounting from the following navigation path:

Setup - Expenditures - Transaction Sources

To define transaction sources, see Transaction Sources, Oracle Projects Implementation Guide.

Setting Up Transaction Sources to Import Encumbrance Transactions

23. Define Labor Costing Rules

A labor costing rule determines how an employee is paid. Labor costing rules are defined in Grants Accounting from the following navigation path:

Setup - Costing - Labor - Compensation Rules

To define labor costing rules, see Labor Costing Rules, Oracle Projects Implementation Guide.

24. Define Labor Costing Overrides

A labor costing override is the hourly rate paid to an employee. Labor costing overrides are defined in Grants Accounting from the following navigation path:

Setup - Costing - Labor - Employee Cost Rates

To define labor costing overrides, see Labor Costing Overrides, Oracle Projects Implementation Guide.

25. Define Labor Cost Multipliers

A labor cost multiplier is applied to labor costs to determine the premium cost for overtime or other factors. Labor cost multipliers are defined in Grants Accounting from the following navigation path:

Setup - Costing - Labor - Cost Multipliers

To define labor cost multipliers, see Labor Cost Multipliers, Oracle Projects Implementation Guide.

26. Define Cost Bases and Cost Base Types

A cost base is a grouping of raw costs to which burden costs are applied. A cost base type refers to uses of the cost bases.

To define cost bases and cost base types, see Defining Burden Cost Bases Procedure.

27. Define Burden Cost Codes

A burden cost code is a classification of overhead costs.

To define burden cost codes, see Defining Burden Cost Codes Procedure.

28. Define Burden Structures

A burden structure determines how cost bases are grouped and establishes the method of applying burden costs to raw costs.

To define burden structures, see Defining Burden Structures Procedure.

29. Define Burden Schedules

A burden schedule, or indirect cost rate schedule on the award level, is an implementation-defined set of multipliers maintained for use across multiple awards.

To define burden schedules, see Defining Burden Schedules Procedure.

30. Define Payment Terms

Payment terms are associated with customer invoices to determine a customer's payment schedule. Payment terms are defined in Grants Accounting from the following navigation path:

Setup - Billing - Payment Terms

To define payment terms, see Payment Terms, Oracle Projects Implementation Guide.

31. Define Credit Types

Credit types are classifications of the credit received by a person for revenue a project earns. Credit types are defined in Grants Accounting from the following navigation path:

Setup - Billing - Credit Types

To define credit types, see Credit Types, Oracle Projects Implementation Guide.

32. Define Event Types

An event is an entry assigned to a top task or project that generates revenue or billing activity, but it is not directly related to any expenditure items.

Important: Grants Accounting provides users with the seeded event types of Manual and Award_Billing. Do not modify or delete the seeded event types. Additionally, creating new event types does not add functionality to the application since the system recognizes only the seeded event types.

33. Set Up Billing Cycles

A billing cycle is a billing period for an award.

To set up billing cycles, see Billing Cycle Setup.

34. Define Budget Types

Budget types identify the different types of budgets that can be entered for an award or project. Budget types are defined in Grants Accounting from the following navigation path:

Setup - Budgets - Budget Types

To define budget types, see Budget Types, Oracle Projects Implementation Guide.

35. Define Budget Change Reasons

Budget change reasons record why a budget has changed. Budget change reasons are defined in Grants Accounting from the following navigation path:

Setup - Budgets - Change Reasons

To define budget change reasons, see Budget Change Reasons, Oracle Projects Implementation Guide.

36. Define Budget Entry Methods

Grants Accounting processes cost budgets only. Only burdened costs, rather than raw costs or quantities, are recognized.

Important: The budget entry methods defined by the user affect funds checking. For information on the compatibility of budget entry method variables with funds control settings and the compatibility of budget entry method time phase with funds control time intervals, see Budget Entry Method, Budgetary Control, and Funds Check.

To define the budget entry method, perform the following steps.

In Grants Accounting, navigate to the Budget Entry Methods window as follows:

Setup - Budgets - Entry Methods
In the Budget Entry Method field, enter the name of the budget entry method.
In the Effective fields, select a starting and ending date for the budget entry method from the list of values.
In the Entry Level region, select the level in the work breakdown structure where the budget is entered.
In the Cost Enterable Fields region, select the Burdened Cost check box.
Deselect the Raw Cost check box and the Quantity check box.

Note: Grants Accounting supports burdened cost-based budgeting but does not support raw cost and quantity-based budgeting.
If the user wants to budget by resources, select the Categorized By Resources check box.
Select the time period to use for budgeting by selecting from the list of values in the Time Phased By field.

For information on budget entry methods, see Budget Entry Methods, Oracle Projects Implementation Guide.

37. Define Resource Lists

Note: This step must be repeated for each operating unit if the new operating unit is associated with a new business group

Resource lists are sets of similar resources used on specific kinds of project work. To define a resource list, perform the following steps.

In Grants Accounting, navigate to the Resource Lists window as follows:

Setup - Budgets - Resource Lists
To define a resource list, see Resource Lists Window Reference and Defining Resource Lists, Oracle Projects Implementation Guide.

38. Define Project Status

A Project Status is an implementation-defined classification of the status of a project. Project statuses are defined in Grants Accounting from the following navigation path:

Setup - Projects - Statuses

To define project statuses, see Project Statuses, Oracle Projects Implementation Guide.

39. Define Project Classifications

Project classifications group projects according to defined categories. A project classification includes a class category and a class code. Project classifications are defined in Grants Accounting from the following navigation path:

Setup - Projects - Classifications

To define project classifications, see Project Classifications, Oracle Projects Implementation Guide.

40. Define Project Service Types

You define service types to represent activities that you want to track for financial purposes. You assign a service type to each financial task. You can use service types in your AutoAccounting setup and to group tasks for custom reporting.

Oracle Project service types are defined in Oracle Grants Accounting from the following navigation path:

Setup - Projects - Service Types

To define project service types, see Service Types, Oracle Projects Implementation Guide.

41. Define Project Role Types

Project role types determine which employees can view and update project information. Project role types are defined in Grants Accounting from the following navigation path:

Setup - Projects - Role Types

To define project role types, see Project Roles, Oracle Projects Implementation Guide.

42. Define Project Types

Note: This step must be repeated for each operating unit.

A project type is a project classification defined during implementation that specifies essential project attributes and determines how that project's costs are processed.

To define projects types, see Project Types Setup.

43. Define Project Templates

Note: This step must be repeated for each operating unit.

A project template is predefined project data. Users can create new projects quickly and accurately by copying a project template that contains data common to a project class.

To define project templates, see Project Templates Setup.

44. Set Up Award Purpose Codes

A purpose code is a user-defined description of an activity that an award is funding. Each award has one corresponding purpose code.

To set up purpose codes, see Award Purpose Codes Setup.

45. Set Up Award Terms and Conditions

Terms and conditions are written stipulations specified by the grantor, which are indicated in an agreement or contract.

To set up award terms and conditions, see Award Terms and Conditions Setup.

46. Set Up Award Roles

Award roles are user-defined positions or functions that people perform in activities funded by an award. Each award role is linked to an individual.

To set up award roles, see Award Roles Setup.

47. Set Up Reports

A report is an organized display of information specific to an award. The content of a report can range from summary data to a complete listing of values. Reports can be for internal or external purposes.

To set up reports, see Reports.

48. Set Up Billing Forms

Grants Accounting allows users to define agency-specific forms for billing.

To specify agency-specific billing forms for invoicing, see Billing Forms Setup.

49. Set Up References

References are user-defined values or descriptions that are assigned to each award during setup.

To set up references, see References Setup.

50. Set Up Allowed Cost Schedule

An allowed cost schedule is a user-defined listing of the types of expenses that can be charged to an award.

To set up allowed cost schedules, see Allowed Cost Schedules Setup.

51. Set Up Award Types

Award types are implementation-defined classifications of awards.

To set up award types, see Award Types Setup.

52. Set Up Award Templates

Award templates contain predefined award data and are used to simplify and standardize award entry.

To set up award templates, see Award Template Entry Procedures.

53. Set Up Subledger Accounting

Oracle Subledger Accounting is an intermediate step in the accounting flow between subledger applications, such as Grants Accounting, and Oracle General Ledger.

Grants Accounting uses AutoAccounting to create default accounts for costs and revenue that it sends to Oracle Subledger Accounting. You run processes in Grants Accounting to generate accounting events for costs and revenue and to create accounting for the accounting events in Oracle Subledger Accounting. When you run the create accounting process, Oracle Subledger accounting uses predefined setup in Oracle Subledger Accounting to accept the default accounts from Grants Accounting and transfer them to Oracle General Ledger without change. Oracle Projects provides the predefined setup that Grants Accounting uses to create subledger accounting entries.

If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Grants Accounting derives using AutoAccounting.

For billing, Grants Accounting interfaces the accounting that it creates using AutoAccounting to Oracle Receivables along with the associated customer invoice. In turn, Oracle Receivables creates accounting in Oracle Subledger Accounting. You can set up your own Oracle Receivables rules in Oracle Subledger Accounting to overwrite the accounts.

Step	Description
53.1	Define custom sources
53.2	Define journal line types
53.3	Define journal entry descriptions
53.4	Define mapping steps
53.5	Define account derivation rules
53.6	Define journal lines definitions
53.7	Define application accounting definitions
53.8	Define subledger accounting methods
53.9	Assign application accounting definitions to a subledger accounting method
53.10	Assign a subledger accounting method to a ledger
53.11	Define post-accounting program assignments

Note: You associate user-defined subledger accounting setup for Grants Accounting with the application Projects.

In Grants Accounting, navigate to the windows for setting up Oracle Subledger Accounting as follows: Setup - Subledger Accounting.

Note: If you define your own setup for Oracle Subledger Accounting, you cannot directly modify the predefined data. Instead, you must copy the predefined data and make changes to the copy.

Related Topics

Data that Oracle Projects Predefines for Oracle Subledger Accounting, Oracle Projects Fundamentals

Integrating with Oracle Subledger Accounting, Oracle Projects Fundamentals

Understanding Subledger Accounting Setup for Oracle Projects, Oracle Projects Fundamentals

AutoAccounting and Subledger Accounting, Oracle Projects Implementation Guide

Comparing AutoAcounting and Subledger Accounting, Oracle Projects Implementation Guide

Intercompany and Intracompany Balancing, Oracle Financials Implementation Guide

Using Accounting Setup Manager, Oracle Financials Implementation Guide

53.1. Define Custom Sources

Sources are pieces of information Oracle Subledger Accounting uses to determine how to create accounting for an accounting event. You use sources to provide information from transactions to Oracle Subledger Accounting. Grants Accounting uses the comprehensive set of sources that Oracle Projects predefines. For example, predefined sources include project name, task number, expenditure organization, award number, award organization, award type, and award purpose.

You can optionally define custom sources to extend the list of sources available to application accounting definitions.

To create custom sources, you write PL/SQL functions that use the predefined sources and constant values as parameters. For example, if you capture the geographic region to which each organization belongs in a descriptive flexfield segment, then you can create a custom source to use the information in your application accounting definitions. You use the expenditure organization (a predefined source) as a parameter in the definition of the custom source.

To set up custom sources, perform the following steps.

In Grants Accounting, navigate to the Find Custom Sources window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Sources - Custom Sources
For information about how to define custom sources, see the Oracle Subledger Accounting Implementation Guide.

53.2. Define Journal Line Types

A journal line type determines the characteristics of subledger journal entry lines. These characteristics include whether the line is used to create actual, budget, or encumbrance entries, whether the line is a debit or a credit, whether matching lines are merged, and whether data is transferred to the general ledger in summary or detail form. You can optionally set up your own journal line types.

You set up journal line types for a particular event class. Event classes represent the actions possible for a particular transaction type or document. For example, some of the event classes that Oracle Projects predefines include Labor Cost, Usage Cost, and Revenue.

You can also set up conditions for use of the journal line type. For example, the journal line type determines if a particular journal line is a debit or a credit. It also determines the account class and the balance type for journal lines associated with the journal line type.

Grants Accounting uses the predefined journal line types that Oracle Projects provides in Oracle Subledger Accounting. For example, Oracle Projects predefines a journal line type for the event class Labor Cost named Raw Cost. Journal lines associated with this journal line type are debits with a balance type of Actual. Similarly, Oracle Projects predefines a second journal line type for the Labor Cost event class named Raw Cost Clearing. Journal lines associated with this journal line type are credits with a balance type of Actual.

Important: Oracle Grants Accounting recommends that you do not modify the predefined journal line types for encumbrance entries or define additional journal line types for encumbrance entries. Adding or modifying these journal line types can cause the funds check process to create additional encumbrance entries. The additional encumbrance entries can cause the funds check process to fail.

To set up journal line types, perform the following steps.

In Grants Accounting, navigate to the Find Journal Line Types window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Journal Entry Setups - Journal Line Types
For information about how to define journal line types, see the Oracle Subledger Accounting Implementation Guide.

53.3. Define Journal Entry Descriptions

Journal entry descriptions define both the content and sequence in which the elements of a journal entry header or journal entry line description appear. Oracle Subledger Accounting assigns the descriptions to the journal header and lines when it creates draft or final accounting.

Grants Accounting and Oracle Projects do not provide any predefined journal entry descriptions. You can optionally define your own journal entry descriptions. You can build descriptions using any of the sources for Grants Accounting.

You assign journal entry descriptions to headers and lines in application accounting definitions.

To set up journal entry descriptions, perform the following steps.

In Grants Accounting, navigate to the Find Journal Entry Descriptions window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Journal Entry Setups - Journal Entry Descriptions
For information about how to define journal entry descriptions, see the Oracle Subledger Accounting Implementation Guide.

53.4. Define Mapping Sets

Mapping sets enable you to assign a specific output value to an Accounting Flexfield or Accounting Flexfield segment. You use mapping sets when you set up account derivation rules. Account derivation rules determine the Accounting Flexfield values for subledger journal entries.

Grants Accounting and Oracle Projects do not provide any predefined mapping sets. You can optionally define your own mapping sets. When you enter input values for mapping sets, you can select from a list of values based on either an existing lookup set or value set. You also specify the Accounting Flexfield segment and select segment values from a list of values.

For example, you can select a lookup type of service type for the input and the Accounting Flexfield segment program as the output. You then select the service type and program segment values from lists of values as you define each pair. The following table shows you examples of the service type input values in the first column and the program segment output values in the second column.

Input Value	Output Value
Administration	1110
Business Development	1120
Inventory Control	1130
Security	1140

Note: You can map multiple input values to the same output value.

To set up mapping sets, perform the following steps.

In Grants Accounting, navigate to the Find Mapping Sets window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Journal Entry Setups - Mapping Sets
For information about how to define mapping sets, see the Oracle Subledger Accounting Implementation Guide.

53.5. Define Account Derivation Rules

An account derivation rule specifies how the Accounting Flexfield is derived on subledger journal entry lines. You can specify the conditions under which a rule apply. Using these capabilities, you can develop complex rules for defining accounts under different circumstances.

Grants Accounting uses the predefined account derivation rules that Oracle Projects provides so that Oracle Subledger Accounting accepts the default accounts from Grants Accounting and creates the draft or final accounting without any changes.

You can optionally set up your own account derivation rules. If you define an account derivation rule by Accounting Flexfield, then the rule determines the entire Accounting Flexfield combination. If you define an account derivation rule by segment, then the rule determines the value of a single Accounting Flexfield segment. You can use both segment-based and flexfield-based rules to derive a single account. If you assign both types of account derivation rules to a single journal line definition, then Oracle Subledger Accounting uses segment-specific rules first and then takes the remaining values from a flexfield-based rule.

Important: If you define your own account derivation rules for costs, then you must define a condition for each account derivation rules as follows:

For non-adjustment account derivation rules, the source Allow Account Override Flag must equal Yes
For adjustment account derivation rules, the source Allow Account Override Flag must equal No

To set up account derivation rules, perform the following steps.

In Grants Accounting, navigate to the Find Account Derivation Rules window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Journal Entry Setups - Account Derivation Rules
For information about how to define account derivation rules, see the Oracle Subledger Accounting Implementation Guide.

Related Topics

Comparing AutoAcounting and Subledger Accounting, Oracle Projects Implementation Guide

53.6. Define Journal Lines Definitions

A journal lines definition groups journal line types, account derivation rules, and journal entry descriptions into a complete set of journal entries within an event class or event type. Event classes represent the actions possible for a particular transaction type or document. Event classes group similar event types. Event types represent the business operations that you can perform on an event class. For example, the Grants Accounting event class Supplier Cost Adjustment is subject to two types of business operations, represented by the following event types: Expense Report Cost Adjustment and Supplier Cost Adjustment.

Grants Accounting uses the predefined journal lines definitions that Oracle Projects provides for each event class. For example, a predefined journal lines definition exists for the event class Miscellaneous Cost and event type All combination. This journal lines definition assigns the account derivation rule Cost Account Rule to the journal line type Raw Cost. It also assigns the account derivation rule Cost Clearing Account Rule to the journal line type Raw Cost Clearing.

You can optionally define your own journal lines definitions. You can share journal lines definitions across application accounting definitions for the same application.

To set up journal lines definitions, perform the following steps.

In Grants Accounting, navigate to the Find Journal Lines Definitions window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Methods and Definitions - Journal Lines Definitions
For information about how to define journal lines definitions, see the Oracle Subledger Accounting Implementation Guide.

Related Topics

Comparing AutoAccounting and Subledger Accounting, Oracle Projects Implementation Guide

53.7. Define Application Accounting Definitions

An application accounting definition is a collection of components or rules that determine how Oracle Subledger Accounting processes accounting events to create subledger and general ledger journal entries. You can also indicate whether to create accounting for a particular event class or event type.

Each event class and event type assignment consists of a header assignment and one or more journal lines definition assignments. A header assignment includes a journal entry description. A journal lines definition assignment defines how Oracle Subledger Accounting processes accounting events to create journal entries.

Grants Accounting uses the predefined application accounting definition that Oracle Projects provides. The predefined application accounting definition groups together all of the predefined event class and event type assignments. You can optionally define your own application accounting definitions.

Note: An application accounting definition can either be specific to a particular chart of accounts, or not specific to any particular chart of accounts. If a lower-level component, such as a journal lines definition, is not chart of accounts specific, then you can assign it to a higher-level component that is specific to a chart of accounts. However, you cannot assign a lower-level component that is specific to a chart of accounts to a higher-level component that is not specific to a chart of accounts.

For example, you can assign a journal lines definition that is not chart of account specific to an application accounting definition that is chart of accounts specific. However, you cannot assign a journal lines definition that is chart of accounts specific to an application accounting definition that is not chart of accounts specific.

To set up application accounting definitions, perform the following steps.

In Grants Accounting, navigate to the Find Application Accounting Definitions window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Methods and Definitions - Application Accounting Definitions
For information about how to define application accounting definitions, see the Oracle Subledger Accounting Implementation Guide.

53.8. Define Subledger Accounting Methods

A subledger accounting method is a group of common application accounting definitions that determines how Oracle Subledger Accounting processes accounting events. The subledger accounting method groups application accounting definitions from subledger applications. This grouping enables you to assign a set of application accounting definitions collectively to a ledger.

Oracle Subledger Accounting provides predefined subledger accounting methods that group the predefined application accounting definitions for the subledger applications. You can optionally create your own subledger accounting methods.

To set up subledger accounting methods, perform the following steps.

In Grants Accounting, navigate to the Find Subledger Accounting Methods window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Methods and Definitions - Subledger Accounting Methods
For information about how to define subledger accounting methods, see the Oracle Subledger Accounting Implementation Guide.

53.9. Assign Application Accounting Definitions to a Subledger Accounting Method

You must assign each application accounting definition that you create to a subledger accounting method.

For example, you can define a subledger accounting method to assign to a ledger. You assign application accounting definitions for Oracle Payables, Oracle Assets, Oracle Projects, and other subledger applications to the subledger accounting method.

To set up subledger accounting methods, perform the following steps.

In Grants Accounting, navigate to the Find Subledger Accounting Methods window as follows:

Setup - Subledger Accounting - Accounting Methods Builder - Methods and Definitions - Subledger Accounting Methods
For information about how to assign application accounting definitions to subledger accounting methods, see the Oracle Subledger Accounting Implementation Guide.

53.10. Assign a Subledger Accounting Method to a Ledger

You must assign a subledger accounting method to a ledger. Assigning different subledger accounting methods to different ledgers enables you to create multiple accounting representations of transactions.

For information about how to assign a subledger accounting method to a ledger, see the Oracle Subledger Accounting Implementation Guide and the discussion about the Accounting Setup Manager in the Oracle Financials Implementation Guide.

53.11. Define Post-Accounting Program Assignments

Subledger applications use post-accounting programs to transfer transaction data between subledgers based on the accounting generated from the transaction data. Oracle Subledger Accounting uses accounting classes to classify journal entry lines. The post-accounting programs distinguish journal lines for processing based on the accounting class assigned to each journal entry line.

Oracle Grants Accounting also uses two post-accounting programs that Oracle Projects provides, one for debits and one for credits. Oracle Projects provides the post-accounting programs to obtain final accounting information from Oracle Subledger Accounting because the accounting that Grants Accounting creates using AutoAccounting may not be the same as the final accounting that Oracle Subledger Accounting transfers to Oracle General Ledger.

Oracle Grants Accounting uses post-accounting programs to determine which journal entry lines to retrieve from Oracle Subledger Accounting when Oracle Grants Accounting performs the following activities:

Groups asset lines on capital projects
Generates audit reports
Creates a reversing entry for expenditure items that you imported into Oracle Grants Accounting from other applications, such as Oracle Purchasing and Oracle Payables
Creates a reversing entry for expenditure items when you split an expenditure item, transfer an expenditure item, or change transaction attributes for an expenditure item (for example, change whether the expenditure item is billable or capitalizable)

The predefined setup for the post-accounting programs consists of the program code and a list of the accounting classes assigned to each respective program. If you modify the accounting class for a journal line type, or add a new accounting class and journal line type pair, then you must also update the accounting classes assigned to each of the predefined post-accounting programs. This update ensures that the asset generation process, audit reports, and expenditure item splits and transfers in Oracle Grants Accounting continue to work accurately.

To set up define post-accounting program assignments, perform the following steps.

In Oracle Grants Accounting, navigate to the Post-Accounting Programs window as follows:

Setup - Subledger Accounting - Post-Accounting Programs
Update the accounting classes assigned to each of the predefined post-accounting programs.

Important: Do not add the same accounting class to both the debit and the credit journal line types.

Important: Oracle Projects predefines post-accounting program assignments for the PA post-accounting debit program and the PA post-accounting credit program. Do not remove the predefined accounting classes even if you define your own journal lines definitions and add accounting class assignments to the programs. In this case, Oracle Grants Accounting uses the predefined accounting classes to process and report on existing historical journals and new user-defined accounting classes that you add to process and report on new journals.

54. Set Up Accounting for Labor Costs

Grants Accounting maintains award information for each expenditure item in the GMS_AWARD_DISTRIBUTIONS table. Users can write a SQL statement on the table in the AutoAccounting rule to derive an award-related account segment.

55. Set Up Accounting for Expense Report Costs

56. Set Up Accounting for Usage Costs

57. Set Up Accounting for Supplier Cost Adjustments

58. Set Up Accounting for Total Burdened Costs

Note: This step is only required if using fixed assets and capitalizing burdened CIP costs on capital projects.

59. Set Up Accounting for Event Revenue

Note: Because Grants Accounting uses award projects to accrue revenue and generate invoices, the project number in the Event Revenue Account and the Revenue and Invoice Accounts AutoAccounting functions is the award project number. The project number AutoAccounting parameter can be used to derive award-related information.

When users run the GMS: Generate Draft Revenue for a Single Award process or the GMS: Generate Draft Revenue for a Range of Awards process, Grants Accounting credits the event revenue account.

For more information on AutoAccounting parameters in Grants Accounting, see AutoAccounting Parameters.

To set up the event revenue account, perform the following steps.

In Grants Accounting, navigate to the Assign AutoAccounting Rules window as follows:

Setup - AutoAccounting - Assign Rules
In the Name field under the Function region, select Event Revenue Account from the list of values.

The Description field is populated.
Click Find.

Data populates the Name and Description fields of the Function Transactions region. By default, the associated Enabled check boxes are selected.
In the Name field of the Function Transactions region, select Revenue Write-On Events.
Define the segment rule pairings based on the data displayed in the Function Transactions region.

For information on defining segment rule pairings, see AutoAccounting Segment Rule Pairings Listing, Oracle Projects Fundamentals.

When users run the GMS: Generate Revenue Accounting Events process, Grants Accounting debits the unbilled receivable account or the unearned revenue account.

To set up the revenue and invoice accounts, perform the following steps.

In Grants Accounting, navigate to the Assign AutoAccounting Rules window as follows:

Setup - AutoAccounting - Assign Rules
In the Name field under the Function region, select Revenue and Invoice Accounts from the list of values.

The Description field is populated.
Click Find.

Data populates the Name and Description fields of the Function Transactions region. By default, the associated Enabled check boxes are selected.
In the Name field of the Function Transactions region, select Unbilled Receivable Account.
Define the segment rule pairings based on the data displayed in the Function Transactions region.

For information on defining segment rule pairings, see AutoAccounting Segment Rule Pairings Listing, Oracle Projects Fundamentals.
Save as follows:

File - Save or Save and Proceed
In the Name field of the Function Transactions region, select Unearned Revenue Account.
Define the segment rule pairings based on the data displayed in the Function Transactions region.

For information on defining segment rule pairings, see AutoAccounting Segment Rule Pairings Listing, Oracle Projects Fundamentals.
Save as follows:

File - Save or Save and Proceed

You run the following processes in sequence to transfer the revenue accounting to Oracle General Ledger:

GMS: Generate Draft Revenue for a Single Award or GMS: Generate Draft Revenue for a Range of Awards
GMS: Generate Revenue Accounting Events
PRC: Create Accounting

When you run the process PRC: Create Accounting in final mode, you can choose to transfer the final accounting from Oracle Subledger Accounting to Oracle General Ledger. If you select Yes for the Transfer to GL parameter, then the process transfers the accounting to the GL interface tables and automatically initiates the Journal Import process in Oracle General Ledger. For additional information, see: Create Accounting, Oracle Projects Fundamentals.

Note: If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Grants Accounting derives using AutoAccounting. For additional information, see: Set Up Subledger Accounting.
Journal Import (Oracle General Ledger)

The following mutually exclusive transactions occur in Oracle General Ledger, depending upon the case.

Case 1: Unearned revenue for an award = $0
Debit or Credit	Account Name	Amount
Debit	Unbilled Receivable	Revenue to Accrue
Credit	Revenue	Revenue to Accrue

Case 2: Revenue is greater than Unearned Revenue for an award
Debit or Credit	Account Name	Amount
Debit	Unearned Revenue	Unearned Revenue
Debit	Unbilled Receivable	Revenue to Accrue minus Unearned Revenue
Credit	Revenue	Revenue to Accrue

Case 3: Revenue to Accrue is less than, or equal to, the Unearned Revenue
Debit or Credit	Account Name	Amount
Debit	Unearned Revenue	Revenue to Accrue
Credit	Revenue	Revenue to Accrue

60. Set Up Accounting for Revenue and Invoice Amounts

Note: Because Grants Accounting uses award projects to accrue revenue and generate invoices, the project number in the Event Revenue Account and the Revenue and Invoice Accounts AutoAccounting functions is the award project number. The project number AutoAccounting parameter can be used to derive award-related information.

When users run the GMS: Interface Invoices to Receivables process, Grants Accounting debits the receivables account and credits the unbilled receivables or unearned revenue account.

To set up accounting for unbilled receivables, unearned revenue, and receivables, perform the following steps.

In Grants Accounting, navigate to the AutoAccounting Lookup Sets window as follows:

Setup - AutoAccounting - Assign Rules
In the Name field under the Function region, select Revenue and Invoice Accounts from the list of values.

The Description field is populated.
Click Find.

Data populates the Name and Description fields of the Function Transactions region. By default, the associated Enabled check boxes are selected.
In the Name field of the Function Transactions region, select Receivable Account.
Define the segment rule pairings based on the data displayed in the Function Transactions region.

For information on defining segment rule pairings, see AutoAccounting Segment Rule Pairings Listing, Oracle Projects Fundamentals.

Depending on the case, Grants Accounting generates the following transactions:

Case 1: Invoice amount is less than, or equal to, the Unbilled Receivable for an award
Debit or Credit	Account Name	Amount
Debit	Receivable	Invoice Amount
Credit	Unbilled Receivable	Invoice Amount

Case 2: Invoice Amount is greater than the Unbilled Receivable
Debit or Credit	Account Name	Amount
Debit	Receivable	Invoice Amount
Credit	Unbilled Receivable	Unbilled Receivable
Credit	Unearned Revenue	Invoice Amount minus Unbilled Receivable

Case 3: Unbilled Receivable for an award = $0
Debit or Credit	Account Name	Amount
Debit	Receivable	Invoice Amount
Credit	Unearned Revenue	Invoice Amount

Note: Because Grants Accounting uses award projects to accrue revenue and generate invoices, the project number in the Event Revenue Account and the Revenue and Invoice Accounts' AutoAccounting functions is the award project number. Users can employ the project number AutoAccounting parameter to derive award-related information.

61. Set Up Accounting for Miscellaneous Transaction Costs

62. Set Up Accounting for Burden Costs

63. Implement Transaction Control Extensions

Grants Accounting supports all the transaction control extensions in Project Accounting. Grants Accounting also supports transaction controls for manual encumbrances and Oracle Labor Distribution actuals and encumbrances.

For information on implementing transaction control extensions, see Transaction Control Extensions, Oracle Projects APIs, Client Extensions, and Open Interfaces Reference.

64. Implement Commitments from External Systems

Grants Accounting stores Award ID in the following table column: pa_commitment_txns.original_txn_reference. Consequently, users cannot store any data in this column.

For information on implementing commitments from external systems, see Planning Your Implementation, Oracle Projects Implementation Guide.

65. Set Up the Account Generator to Generate the Supplier Invoice Account

The Account Generator uses Oracle Workflow to derive default account code combinations. Oracle Payables uses the Account Generator to determine the default account code combinations for supplier invoices based on the project information entered. Award information is stored in the Award ID. The Award ID is an internally generated award identification number that can be used as a parameter to derive the accounting flexfield.

You define functions and processes to derive the Accounting Flexfield combinations. You can optionally customize the Account Generator for each set of defined ledgers.

For information on implementing the Account Generator for Oracle Projects, see Using the Account Generator in Oracle Projects, Oracle Projects Implementation Guide, Oracle Applications Flexfields Guide, and Oracle Workflow Guide.

You run the Create Accounting process in Oracle Payables to create accounting in Oracle Subledger Accounting. If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Oracle Payables derives using the Account Generator. To define your own Oracle Subledger Accounting setup for Oracle Payables, you must access the Accounting Methods Builder from an Oracle Payables responsibility. For more information, see the Oracle Subledger Accounting Implementation Guide.

66. Define Project-Related Distribution Sets

A distribution set is a Payables feature that allows users to assign a name to a predefined expense distribution or combination of distributions by percentage. Users can associate a distribution with a project by entering project information on invoice distributions. The system uses the project information to build the distribution accounts.

In Grants Accounting, users can distribute charges to an award, as well as to an account.

For information on defining project-related distribution sets, see Oracle Payables Implementation Guide.

67. Specify the Default Supplier Cost Credit Account

Specify a default supplier cost credit account in Oracle Projects implementation options. The process PRC: Generate Cost Accounting Events uses the specified account as the default account for supplier cost adjustments and expense report cost adjustments performed in Grants Accounting.

If you allow adjustments to supplier cost expenditure items in Grants Accounting, then you must either specify a default supplier cost credit account in Oracle Projects implementation options or set up a rule to derive the account in Oracle Subledger Accounting.

For more information, see: Implementation Options, Oracle Projects Implementation Guide.

68. Set Up the Account Generator to Generate Project-Related Accounts in Purchasing

The Account Generator uses Oracle Workflow to derive default account code combinations. Oracle Purchasing uses the Account Generator to determine the default account code combinations for requisitions and purchase orders based on the project information entered. Award information is stored in the Award ID. The Award ID is an internally generated award identification number that can be used as a parameter to derive the accounting flexfield.

You define functions and processes to derive the Accounting Flexfield combinations. You can optionally customize the Account Generator for each set of defined ledgers.

You can optionally define detailed accounting rules for requisitions and purchase orders in Oracle Subledger Accounting. If you define your own detailed accounting rules in Oracle Subledger Accounting, then Oracle Subledger Accounting overwrites default accounts, or individual segments of accounts, that Oracle Purchasing derives using the Account Generator. To define your own Oracle Subledger Accounting setup for Oracle Purchasing, you must access the Accounting Methods Builder from an Oracle Purchasing responsibility. For more information, see the Oracle Subledger Accounting Implementation Guide.

69. Implement Oracle Grants Accounting Client Extensions

Oracle Grants Accounting provides three client extensions that you can use to extend the functionality of Oracle Grants Accounting:

Allow Internal Requisitions Extension
Override Installment Date Validation Extension
Award Security Feature

To implement Oracle Grants Accounting client extensions, see Client Extensions for Oracle Grants Accounting.

70. Set Up Oracle Workflow

To set up Oracle Workflow, see Overview of Setting Up, Oracle Workflow Guide.

71. Set Up Award Distributions

Award distributions allow users to determine transaction charging instructions for expenditure items based on a predefined funding pattern for cost distribution.

To set up award distributions, see Award Distributions Setup.

72. Define Project Status Inquiry Columns

To use Grants Accounting with Projects, users must modify the Definition column of the Project Status Inquiry window to reflect burdened cost, which Grants Accounting recognizes, rather than raw cost. The Definition column contains seeded formulas that define the values that appear in the Project Status Inquiry report columns.

To define data in the Definition column, perform the following steps.

In Grants Accounting, navigate to the Project Status Inquiry Columns window as follows:

Setup - Project Status Columns
Locate Cst Bgt in the Prompt field.

Cst Bgt is an abbreviation for Cost Budget.
Change Cst Bgt to Bur Cst Bgt to reflect a burdened cost budget.
In the Definition field, change RAW COST to BURDENED COST.
Repeat Steps 2 and 3, where necessary, in the Project Status Inquiry Columns window.

For information on defining derived columns, see Default Configuration for Project Status Inquiry, Oracle Projects Implementation Guide.