This chapter describes how accounting dates and accounting periods are considered when transactions are processed in Oracle Projects. It also describes the reporting and accounting dates associated with each type of transaction, and how those dates are derived.
This chapter covers the following topics:
Each expenditure item's accounting transactions are held as cost distribution lines. Cost distribution lines are debit amounts. Oracle Projects creates lines for raw costs, burden costs, and/or total burdened costs (depending on your burdening setup). AutoAccounting determines the General Ledger accounts to which Oracle Projects charges transactions.
Oracle Projects uses the accounting from AutoAccounting when it generates accounting events for the cost distribution lines. The create accounting process creates draft or final accounting for the accounting events in Oracle Subledger Accounting. Oracle Projects predefines setup in Oracle Subledger Accounting so that the create accounting process accepts the accounts from Oracle Projects without change. Oracle Subledger Accounting transfers the final accounting to Oracle General Ledger.
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 Projects derives using AutoAccounting.
The following examples illustrate how Oracle Projects accounts for cost transactions.
The labor transactions are as follows:
Oracle Projects creates these entries when you distribute costs raw labor and total burdened costs, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post labor costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
| Account | Debit | Credit |
|---|---|---|
| Raw Labor Costs | 100.00 | |
| Payroll Clearing | 100.00 | |
| Total Debit (Project Inventory) | 200.00 | |
| Total Credit (Transfer Out) | 200.00 |
These entries are created by your payroll system.
| Account | Debit | Credit |
|---|---|---|
| Payroll Clearing | 100.00 | |
| Cash | 100.00 |
The usage entries are as follows:
Oracle Projects creates these entries when you distribute, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post usage costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
| Account | Debit | Credit |
|---|---|---|
| Usage Costs | 100.00 | |
| Usage Clearing (Transfer Out) | 100.00 |
Related Topics
Accounting for Burden Costs, Oracle Project Costing User Guide
With revenue-based cost accrual, you initially account for the raw or burdened costs incurred as an asset in a cost work in process (WIP) account. When you accrue revenue, the costs are recognized as expense via cost accruals.
For detailed examples of cost accrual transactions, see: Cost Accrual Accounting Entries, Oracle Project Billing User Guide.
Oracle Projects provides flexibility in accounting for dates for financial purposes as well as for tracking project work. This section describes how Oracle Projects derives, stores, and uses dates associated with transactions.
Related Topics
Overview of Dates in Oracle Projects
Oracle Projects tracks detail transactions for project management and for financial accounting. Each transaction has many dates associated with it to handle the different types of processing and reporting required for these two purposes.
Note: The phrase financial accounting is used in this chapter to refer to enterprise accounting as opposed to project-oriented accounting.
You can report transactions based on:
When the work was incurred
When the work was accounted
The date the work was incurred is used for project and resource management control. The date the work was accounted for is for financial accounting control.
Oracle Projects also tracks dates when transactions were processed in the system for process flow audit.
For project and resource management control, Oracle Projects maintains the date the transaction was incurred and the expenditure period in which the transaction date falls.
These dates are defined as follows:
The expenditure item date is the date upon which work was incurred. This date falls between the start date and end date of an expenditure period. For example, if you submit an expense report that includes an expenditure item for air travel incurred on 15-MAR-96, the expenditure item date is 15-MAR-96.
The expenditure ending date is the end date of a weekly expenditure period. For example, if you submit a timecard for labor hours worked during the week of 20-MAR-96, the expenditure ending date is 20-MAR-96.
Note: The expenditure periods usually correspond to the expenditure entry cycle of timecard and expense report entry.
Oracle Projects supports weekly expenditure periods. You specify the day of the week for the Expenditure Cycle Start Day in the Implementation Options window.
For a description of how Oracle Projects derives accounting dates, see: Financial Periods and Date Processing.
Oracle Projects maintains the following dates to track process flow through the system.
The approved date applies only to customer invoices, and is the date on which the invoice was approved.
Oracle Projects sets this date when you approve an invoice in the Invoice Summary or Invoice windows.
The released date applies only to revenue and customer invoices, and is the date on which the transaction was approved.
Oracle Projects sets this date when you release an invoice in the Invoice Summary or Invoice windows.
For costs and revenue, the interface date is the date on which you generate accounting events for Oracle Subledger Accounting. Oracle Projects sets this date on the date that you run the generate accounting events process. Oracle Projects maintains the interface date for each cost distribution line and revenue distribution line.
For invoices, the interface date is the date on which you interface invoices to Oracle Receivables. Oracle Projects sets this date on the date that you run the interface process. Oracle Projects maintains the interface date for each invoice.
Related Topics
Expenditure Cycle Start Day, Oracle Projects Implementation Guide
Oracle Projects determines the various dates during the processing of each transaction.
The expenditure item date is determined as described in this section.
You enter the expenditure item date when you enter labor, usage, and miscellaneous transaction expenditure items in Oracle Projects. Each expenditure item has an expenditure item date.
The expenditure item date is not physically stored on the receipt transaction. Oracle Projects uses the profile option PA: Default Expenditure Item Date Source for Supplier Costs when you run the process PRC: Interface Supplier Costs to determine the expenditure item date for Oracle Purchasing receipts.
Note: If the expenditure item date for a receipt accrual item fails validation during interface to Oracle Projects, then you can use the Review Transactions window in Oracle Projects to update the expenditure item date for rejected transactions. To update the expenditure item date in the Review Transactions window, the Allow Interface Modifications option must be enabled for the transaction source. See: Transaction Sources, Oracle Projects Implementation Guide.
Oracle Payables uses the profile option PA: Default Expenditure Item Date Source for Supplier Costs during the invoice match process, and when you enter unmatched invoices, to determine the default expenditure item date for supplier invoice distribution lines. You can override the default expenditure item date for invoice distribution lines on the Invoice Workbench in Oracle Payables.
Note: If the expenditure item date for a supplier invoice item fails validation during interface to Oracle Projects, then you can use the Review Transactions window in Oracle Projects to update the expenditure item date for rejected transactions. To update the expenditure item date in the Review Transactions window, the Allow Interface Modifications option must be enabled for the transaction source. See: Transaction Sources, Oracle Projects Implementation Guide.
The expenditure item date is not physically stored on payment transactions. Oracle Projects uses the profile option PA: Default Expenditure Item Date Source for Supplier Costs when you run the process PRC: Interface Supplier Costs to determine the expenditure item date for payments and discounts. Each payment distribution becomes a separate expenditure item when you interface supplier costs to Oracle Projects.
Note: If the expenditure item date for a payment or discount item fails validation during interface to Oracle Projects, then you can use the Review Transactions window in Oracle Projects to update the expenditure item date for rejected transactions. To update the expenditure item date in the Review Transactions window, the Allow Interface Modifications option must be enabled for the transaction source. See: Transaction Sources, Oracle Projects Implementation Guide.
When you enter project-related expense reports in Oracle Internet Expenses, you must specify a date for each receipt. This date becomes the expenditure item date for each invoice distribution line when you import the expense reports into Oracle Payables. Each invoice distribution line becomes a separate expenditure item when you interface expense reports to Oracle Projects.
When you enter expense report invoices directly into Oracle Payable, Oracle Payables follows the expenditure item date logic used for regular supplier invoices.
The expenditure ending date is determined as described in this section.
You enter the expenditure ending date when you enter timecards, usage logs, and miscellaneous transactions in Oracle Projects. The expenditure item dates for a labor expenditure must fall between the start and end dates of the expenditure period. The expenditure item date for usages and miscellaneous transactions must fall before or on the expenditure ending date. Each expenditure item is associated with an expenditure which has an expenditure ending date.
Oracle Projects derives the expenditure ending date for receipt accrual items when you interface supplier costs from Oracle Purchasing. The expenditure ending date is the ending date of the week the receipt accrual items are interfaced to Oracle Projects.
Oracle Projects derives the expenditure ending date for supplier invoice items when you interface supplier costs from Oracle Payables. The expenditure ending date is the ending date of the week the supplier invoice items are interfaced to Oracle Projects.
Oracle Projects derives the expenditure ending date for payment and discount items when you interface supplier costs from Oracle Payables. The expenditure ending date is the ending date of the week the payment and discounts are interfaced to Oracle Projects.
Oracle Projects derives the expenditure ending date for expense reports when you interface expense reports from Oracle Payables. The expenditure ending date is the ending date of the expense report entered in Oracle Payables. This logic applies to expense reports entered in Oracle Internet Expenses and imported into Oracle Payables, as well as for expense reports entered directly into Oracle Payables.
For a description of how Oracle Projects derives PA dates, see: Financial Periods and Date Processing.
For a description of how Oracle Projects derives GL dates, see: Financial Periods and Date Processing.
You specify the invoice date of the billing invoice when you release the invoice in the Summary Invoices or Invoices windows. Oracle Projects passes this date to Oracle Receivables when you interface invoices to Oracle Receivables.
Related Topics
Integrating with Oracle Purchasing and Oracle Payables, Oracle Project Costing User Guide.
Overview of Expenditures, Oracle Project Costing User Guide
For more information see: Profile Options, Oracle Projects Implementation Guide
Oracle Projects maintains a project accounting date (PA date) and a general ledger accounting date (GL date) for all transactions. The system derives the accounting dates using the PA and GL accounting periods that you define.
You can account for transactions in Oracle Projects more frequently than you account for transactions in Oracle General Ledger, or you can account for transactions in Oracle Projects and Oracle General Ledger with the same frequency. If you account for transactions more frequently in Oracle Projects, then multiple PA periods correspond to one GL period. If you account for transactions in Oracle Projects and Oracle General Ledger with the same frequency, then your PA periods and GL periods have a one-to-one relationship.
The PA and GL accounting dates for transactions are generated during the cost distribution processes or when transactions are created. You can report project transactions by GL period after you run these processes. You do not have to wait until transactions are interfaced to GL to report transactions by GL period. For details about when accounting dates are derived, see When Accounting Dates Are Derived.
You can choose from the following methods for maintaining accounting periods and deriving accounting dates for project transactions:
Period-end date accounting
Expenditure item date accounting
Expenditure item date accounting with common accounting periods
Oracle Projects generates accounting events and creates draft or final accounting for the accounting events in Oracle Subledger Accounting. Oracle Subledger Accounting transfers the final accounting to Oracle General Ledger. You can perform reporting on your subledger accounting entries in Oracle Subledger Accounting. For additional information, see the Oracle Subledger Accounting Implementation Guide.
You can run the process PRC: Sweep Transaction Accounting Events to change the date on unaccounted transaction accounting events to the first day of the next open GL period without accounting for them. After the process sweeps the transaction accounting events, it also updates the GL date on the cost and revenue distribution lines associated with the events to the first day of the next open GL period. For additional information, see: Sweep Transaction Accounting Events.
Oracle General Ledger does not prevent you from closing a GL period even if outstanding accounting exists or if you created the final accounting for a transaction in Oracle Subledger Accounting, but did not post it in Oracle General Ledger. You can set up the system to send a workflow notification to anyone who needs to know when you close a GL period in Oracle General Ledger. When you receive the notification, you can run the Subledger Period Close Exceptions Report. This report displays information about unprocessed accounting events, accounting events in error, and transactions that are successfully accounted in final mode in Oracle Subledger Accounting, but are not posted in Oracle General Ledger. This report provides you with the ability to separately tie back and determine whether accounting entries are posted in Oracle General Ledger.
If accounting events exist that are in unprocessed, draft, or error status, then you can run the process PRC: Sweep Transaction Accounting Events to move the events to the next open GL period without accounting for them. If transactions exist with final accounting that are not posted in Oracle General Ledger, then you can reopen the GL period and post the journal entries.
When you use period-end date accounting, you maintain project accounting periods in Oracle Projects and general ledger accounting periods in General Ledger. Oracle Projects derives GL dates from PA dates and sets each accounting date to the end date of the corresponding accounting period.
You use the following settings for period-end date accounting:
PA: Enable Enhanced Period Processing profile option: Set this profile option value to No.
Maintain Common PA and GL Periods Implementation Option: When you use the default period-end date accounting features, you cannot select this option.
When you use period-end date accounting, you define PA periods and GL periods in General Ledger. After you define the periods, you must copy the PA periods to Oracle Projects. You then maintain the GL periods in Oracle General Ledger and the PA periods in Oracle Projects.
The error and warning conditions for this method are mentioned below.
Oracle Projects generates errors for the following transactions for which the subledger accounting event generation is pending:
Expenditure items entered as a pre-approved expenditure batch
Expenditure items imported as unaccounted
Cost adjustments entered in Oracle Projects
Revenue lines
Cross charge distributions
Burdened costs
Oracle Projects issues warnings for the following conditions:
Project-related supplier invoices and expense reports exist in Oracle Payables that are not interfaced to Oracle Projects
Receipts exist for project-related purchase orders in Oracle Purchasing that are not interfaced to Oracle Projects
Project-related transactions exist in Oracle Project Manufacturing that are not interfaced to Oracle Projects
Transactions exist in Oracle Projects that are not cost distributed
Project transactions for which the subledger final accounting is pending
When you maintain the status of GL periods in Oracle General Ledger, typically, you do not close GL periods until you transfer accounting from all subledgers from Oracle Subledger Accounting to Oracle General Ledger and you complete the reconciliation process. However, Oracle General Ledger does not enforce this rule. The general ledger close validations are user-defined and you must enforce them using procedures that your company implements and follows.
The following sections describe the PA and GL date derivation logic for each transaction type.
For each transaction type, Oracle Projects determines the PA date as follows:
Timecard, Usage, Miscellaneous, Supplier Cost Adjustments, and Expense Report Adjustments
The PA date is set to the end date of the earliest PA period that includes or follows the transaction expenditure item date and has a status of Open or Future.
Supplier Costs Interfaced from Oracle Purchasing and Supplier Costs and Expense Reports Interfaced from Oracle Payables
The PA date is determined based on the relationship of the transaction expenditure item date to the GL date entered in Oracle Purchasing or Oracle Payables.
If the expenditure item date is less than or equal to the GL date, then the PA date is set to the end date of the earliest PA period that includes or follows the GL date and has a status of Open or Future.
If the expenditure item date is greater than the GL date, then the PA date is set to the end date of the earliest PA period that includes or follows the expenditure item date and has a status of Open or Future.
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.
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.
For each transaction type, Oracle Projects determines the GL date as follows:
Timecard, Usage, Miscellaneous, Supplier Cost Adjustments, and Expense Report Adjustments
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.
Supplier Costs Interfaced from Oracle Purchasing and Supplier Costs and Expense Reports Interfaced from Oracle Payables
When you interface supplier costs from Oracle Purchasing and supplier costs and expense reports from Oracle Payables, Oracle Projects copies the GL date for each distribution line from the GL date entered for the distribution in Oracle Purchasing or Oracle Payables.
Draft Revenue
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.
Draft Invoices
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.
When an automatically reversing expenditure batch is cost distributed, the accounting dates for the original and reversing expenditure items are determined as follows:
GL Date
The GL Date for the cost distribution lines is the accrual date determined for each expenditure item. If Enhanced Period Processing is enabled, the GL dates can fall in a General Ledger period with a closed status in Oracle Projects. However, the period must have an open status in Oracle General Ledger.
PA Date
The PA dates for expenditure items included in a reversing batch can fall in a closed PA period.
The PA Date for the original expenditure items is determined as follows:
If Enhanced Period Processing is enabled, the PA Date is the expenditure item date.
If Enhanced Period Processing is not enabled, the PA Date is the period ending date of the PA period that includes the expenditure item date.
The PA Date for the reversing expenditure items is determined as follows:
If Enhanced Period Processing is enabled, the PA Date is the first day of the first PA period that is associated with the GL period that includes the reversing item accrual date.
If Enhanced Period Processing is not enabled, the PA Date is the last day of the first PA period that is associated with the GL period that includes the reversing item accrual date.
Expenditure item date accounting uses the enhanced period maintenance and date derivation features without the Maintain Common PA and GL Periods implementation option. With this method, you maintain both PA periods and GL periods in Oracle Projects. Oracle Projects derives PA dates and GL dates independently, and does not set the accounting dates to the end date of the corresponding accounting period.
You use the following settings for expenditure item date accounting:
PA: Enable Enhanced Period Processing Profile Option: Set this profile option value to Yes.
Maintain Common PA and GL Periods Implementation Option. If your PA and GL periods are not identical, do not select this option.
When enhanced period processing is enabled, you maintain the status of GL periods for project transaction processing in Oracle Projects. As you define GL periods in Oracle General Ledger, the periods are automatically copied to Oracle Projects.
You also define PA periods in Oracle General Ledger. After you define periods, you must copy the PA periods to Oracle Projects using the Copy from GL function on the Maintain PA Period Statuses window. For more information on maintaining accounting periods in Projects, see Period and Calendar Definition, Oracle Projects Implementation Guide.
After you define periods, you maintain PA period statuses and GL period statuses separately in Oracle Projects. You also maintain GL period statuses in Oracle General Ledger. A GL period status in Oracle Projects may differ from a period status in Oracle General Ledger.
Important: The GL periods in Projects is accessible when you set the PA: Enable Enhanced Period Processing profile option value to Yes. When you update the GL period status in Oracle Projects, the ledger associated with the operating unit is updated.
The warning conditions are mentioned below.
Oracle Projects generates warnings for the following conditions:
Project-related supplier invoices and expense reports exist in Oracle Payables that are not interfaced to Oracle Projects
Receipts exist for project-related purchase orders in Oracle Purchasing that are not interfaced to Oracle Projects
Project-related transactions exist in Oracle Project Manufacturing that are not interfaced to Oracle Projects
Transactions exist in Oracle Projects that are not cost distributed
The error and warning conditions for this method are mentioned below.
Oracle Projects generates errors for the following transactions for which the subledger accounting event generation is pending:
Expenditure items entered as a pre-approved expenditure batch
Expenditure items imported as unaccounted
Revenue lines
Cross charge distributions
Burdened costs
The system issues a warning if transactions exist in Oracle Projects that are not cost distributed and for project transactions for which the subledger final accounting is pending.
When an automatically reversing expenditure batch is cost distributed, the accounting dates for the original and reversing expenditure items are determined as follows:
GL Date
The GL Date for the cost distribution lines is the accrual date determined for each expenditure item. If Enhanced Period Processing is enabled, the GL dates can fall in a General Ledger period with a closed status in Oracle Projects. However, the period must have an open status in Oracle General Ledger.
PA Date
The PA dates for expenditure items included in a reversing batch can fall in a closed PA period.
The PA Date for the original expenditure items is determined as follows:
If Enhanced Period Processing is enabled, the PA Date is the expenditure item date.
If Enhanced Period Processing is not enabled, the PA Date is the period ending date of the PA period that includes the expenditure item date.
The PA Date for the reversing expenditure items is determined as follows:
If Enhanced Period Processing is enabled, the PA Date is the first day of the first PA period that is associated with the GL period that includes the reversing item accrual date.
If Enhanced Period Processing is not enabled, the PA Date is the last day of the first PA period that is associated with the GL period that includes the reversing item accrual date.
The following sections describe the PA and GL date derivation logic for each transaction type.
For each transaction type, Oracle Projects determines the PA date as follows:
Timecard, Usage, Miscellaneous, Supplier Cost Adjustments, and Expense Report 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.
Supplier Costs Interfaced from Oracle Purchasing and Supplier Costs and Expense Reports Interfaced from Oracle 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.
Draft Revenue
The PA date is set to the revenue accrue through date if that date falls in a PA period with a status of Open or Future. If the revenue accrue through 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 revenue accrue through date.
Draft Invoices
The PA date is set to the invoice date if that date falls in a PA period with a status of Open or Future. If the invoice 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 invoice date.
For each transaction type, Oracle Projects determines the GL date as follows:
Timecard, Usage, Miscellaneous, Supplier Cost Adjustments, and Expense Report Adjustments
The GL date is set to the transaction expenditure item date if that date falls in a GL period with a status of Open or Future according to the period status in Oracle Projects. If the expenditure item date falls in a closed GL period, then the GL date is set to the start date of the earliest open or future enterable GL period that follows the expenditure item date.
Supplier Costs Interfaced from Oracle Purchasing and Supplier Costs and Expense Reports Interfaced from Oracle Payables
When you interface supplier costs from Oracle Purchasing and supplier costs and expense reports from Oracle Payables, Oracle Projects copies the GL date for each cost distribution line from the GL date entered for the distribution line in Oracle Purchasing or Oracle Payables.
Draft Revenue
The GL date is set to the revenue accrue through date if that date falls in a GL period with a status of Open or Future according to the period status in Oracle Projects. If the revenue accrue through date falls in a closed GL period, then the GL date is set to the start date of the earliest open or future enterable GL period that follows the revenue accrue through date.
Draft Invoices
The GL date is set to the invoice date if that date falls in a GL period with a status of Open or Future according to the period status in Oracle Receivables. If the invoice date falls in a closed GL period, then the GL date is set to the start date of the earliest open or future enterable GL period that follows the invoice date.
The Expenditure item date accounting with common accounting periods method uses the enhanced period maintenance and date derivation features with the Maintain Common PA and GL Periods implementation option. With this method, you maintain general ledger accounting periods in Oracle Projects and the system automatically maintains project accounting periods.
To use this method, you must define identical PA periods and GL periods. Projects derives a GL date for each transaction and copies the value to the PA date.
You use the following settings for expenditure item date accounting with common accounting periods:
PA: Enable Enhanced Period Processing Profile Option: Set this profile option value to Yes.
Maintain Common PA and GL Periods Implementation Option. If your PA and GL periods are identical, enable this option by selecting the check box in the System tab of the Implementation Options window.
As with the expenditure item date accounting option, you define GL periods in Oracle General Ledger and they are automatically copied to Oracle Projects. You also define PA periods in Oracle General Ledger. After you define the GL and PA periods, you must copy the PA periods to Oracle Projects using the Copy from GL function on the Maintain PA Period Statuses window. For more information on maintaining accounting periods in Projects, see Period and Calendar Definition, Oracle Projects Implementation Guide.
When the Maintain Common PA and GL Periods implementation option is set to Yes, you are not required to maintain both the project accounting period statuses and the general ledger period statuses. As you maintain the GL period statuses, Oracle Projects automatically maintains the PA period statuses.
Note: When new periods are defined in Oracle General Ledger, you must copy the periods manually from Oracle General Ledger to Oracle Projects to create the PA periods.
The GL periods in Projects is accessible when you set the PA: Enable Enhanced Period Processing profile option value to Yes. When you update the GL period status in Oracle Projects, the ledger associated with the operating unit is updated.
The error and warning conditions for this method are mentioned below.
Oracle Projects generates errors for the following transactions for which the subledger accounting event generation is pending:
Expenditure items entered as a pre-approved expenditure batch
Expenditure items imported as unaccounted
Supplier cost adjustments made in Oracle Projects
Expense report cost adjustments made in Oracle Projects
Revenue lines
Cross charge distributions
Burdened costs
In addition, Oracle Projects generates an error if project-related transactions exist in Oracle Project Manufacturing that are not interfaced to Oracle Projects.
Oracle Projects generates warnings for the following conditions:
Transactions exist in Oracle Projects that are not cost distributed
Project-related supplier invoices and expense reports exist in Oracle Payables that are not interfaced to Oracle Projects
Receipts exist for project-related purchase orders in Oracle Purchasing that are not interfaced to Oracle Projects
Project transactions for which the subledger final accounting is pending
When enhanced period processing is enabled and the Maintain Common PA and GL periods implementation option is selected, Oracle Projects derives the GL date for a transaction and copies the GL date to the PA date for all transaction types except draft invoices. The derivation logic for each accounting date is described below.
Oracle Projects copies the PA date from the GL date.
All Transactions Except Draft Invoices
Oracle Projects uses the Expenditure Item Date Accounting logic for deriving and setting GL dates.
Draft Invoices
The GL date is derived from Invoice Date, Bill Through Date or System Date, depending on which dates are populated as parameters for processing. The logic for deriving the GL date is:
(1) Invoice Date: If populated, this date is used to determine the GL date.
(2) Bill Thru Date: If Invoice Date is not populated and Bill Through Date is, then the Bill Through Date is used.
(3) System Date: If neither Invoice Date nor Bill Through Date is populated, then the system date is used.
When you enable the implementation option Maintain Common PA and GL Periods, the PA date and GL date are the same for most transactions. However, when you interface transactions from Oracle Projects to Oracle Receivables, Oracle Projects can generate exceptions that cause the transaction GL date to differ from the PA date. For example, when you release invoices, you have an option to change the invoice date. If you changed the invoice date during release, then Oracle projects recalculates the GL and PA dates when you interface invoices to Oracle Receivables. Oracle Projects also recalculates the GL date if the date falls in a GL period that is closed in Oracle Receivables.
The following examples illustrate the derivation of accounting dates.
This section provides examples that illustrate how Oracle Projects derives accounting dates when PA periods and GL periods have a many-to-one relationship.
The following table shows the PA period definitions used in the many-to-one examples.
| PA Period | Status | Start Date | End Date |
|---|---|---|---|
| W5-Dec-00 | Closed | 24-Dec-2000 | 30-Dec-2000 |
| W1-Jan-01 | Open | 31-Dec-2000 | 06-Jan-2001 |
| W2-Jan-01 | Closed | 07-Jan-2001 | 13-Jan-2001 |
| W3-Jan-01 | Closed | 14-Jan-2001 | 27-Jan-2001 |
| W4-Jan-01 | Closed | 21-Jan-2001 | 27-Jan-2001 |
| W5-Jan-01 | Closed | 28-Jan-2001 | 03-Feb-2001 |
The following table shows the GL period definitions used in the many-to-one examples.
| GL Period | Status | Start Date | End Date |
|---|---|---|---|
| Dec-00 | Closed | 01-Dec-2000 | 31-Dec-2000 |
| Jan-01 | Open | 01-Jan-2001 | 31-Jan-2001 |
The examples in the following tables illustrate the PA and GL dates that are derived when expenditure item dates occur in open and closed PA and GL periods.
In the following table, the PA period and GL period are open:
| Processing Option | Expenditure Item Date | PA Date | GL Date |
|---|---|---|---|
| Period-End Date Accounting | 02-Jan-2001 | 06-Jan-2001 | 31-Jan-2001 |
| Expenditure Item Date Accounting Without Common Accounting Periods | 02-Jan-2001 | 02-Jan-2001 | 02-Jan-2001 |
In the following table, the PA period is open and the GL period is closed:
| Processing Option | Expenditure Item Date | PA Date | GL Date |
|---|---|---|---|
| Period-End Date Accounting | 31-Dec-2000 | 06-Jan-2001 | 31-Jan-2001 |
| Expenditure Item Date Accounting Without Common Accounting Periods | 31-Dec-2000 | 31-Dec-2000 | 01-Jan-2001 |
In the following table, the PA period and GL period are closed:
| Processing Option | Expenditure Item Date | PA Date | GL Date |
|---|---|---|---|
| Period-End Date Accounting | 30-Dec-2000 | 06-Jan-2001 | 31-Jan-2001 |
| Expenditure Item Date Accounting Without Common Accounting Periods | 30-Dec-2000 | 31-Dec-2000 | 01-Jan-2001 |
This section provides examples that illustrate how Oracle Projects derives accounting dates when PA periods and GL periods have a one-to-one relationship.
The period definitions shown in the following table are used in the one-to-one examples. The GL periods and PA periods are identical.
| Period Name | Status | Start Date | End Date |
|---|---|---|---|
| Dec-00 | Closed | 01-Dec-2000 | 31-Dec-2000 |
| Jan-01 | Open | 01-Jan-2001 | 31-Jan-2001 |
The examples in the following tables illustrate the PA and GL dates that are derived when expenditure item dates occur in open and closed PA and GL periods.
In the following table, the PA period and GL period are open:
| Processing Option | Expenditure Item Date | PA Date | GL Date |
|---|---|---|---|
| Period-End Date Accounting | 02-Jan-2001 | 31-Jan-2001 | 31-Jan-2001 |
| Expenditure Item Date Accounting Without Common Accounting Periods | 02-Jan-2001 | 02-Jan-2001 | 02-Jan-2001 |
In the following table, the PA period and GL period are closed:
| Processing Option | Expenditure Item Date | PA Date | GL Date |
|---|---|---|---|
| Period-End Date Accounting | 29-Dec-2000 | 31-Jan-2001 | 31-Jan-2001 |
| Expenditure Item Date Accounting Without Common Accounting Periods | 29-Dec-2000 | 01-Jan-2001 | 01-Jan-2001 |
The processes used by Oracle Projects to generate transaction accounting dates and periods are system-defined. They are not dependent on your implementation options or profile settings. The system uses the same processes regardless of the accounting option you select. This section describes the processes that are used to generate accounting dates and periods for the various project transaction types.
For all transactions, Oracle Projects sets the accounting periods to the period that includes the accounting date. PA periods are determined from the derived PA date. GL periods are determined from the derived GL date. Oracle Projects stores the PA period and GL period on cost distribution lines and revenue distribution lines.
As indicated below, the transaction type determines when the system generates accounting dates and periods.
Timecard, Usage, Miscellaneous, Supplier Cost Adjustments, and Expense Report Adjustments
Oracle Projects derives accounting dates when you run the cost distribution processes.
Supplier Costs interfaced from Oracle Purchasing, and Supplier Costs and Expense Reports interfaced from Oracle Payables
Oracle Projects derives the PA date for each cost distribution line when you interface the supplier costs from Oracle Purchasing and the supplier costs and expense reports from Oracle Payables.
The system copies the GL date from the related invoice distribution line.
Draft Revenue
Projects derives accounting dates during the revenue generation process.
Draft Invoices
Both the PA Date and GL Date are derived when the invoice is generated.
Intercompany Invoices
Oracle Projects derives the PA date during the invoice generation process.
The GL date is generated when you generate accounting events for the cross charge distributions.
To implement expenditure item date accounting, perform the following steps
Enable enhanced period processing.
Set the PA: Enable Enhanced Period Processing profile option to Yes.
Enable the Maintain Common PA and GL Periods implementation option (optional).
Maintain the statuses of your GL periods in Oracle Projects.
Select a calendar for defining PA periods (optional).
For details about these steps, see the Oracle Projects Implementation Guide.