This appendix describes the integration of Oracle Grants Accounting with other Oracle applications.
This appendix covers the following topics:
Grants Accounting integrates with Purchasing, Payables, Projects, Human Resources Management Systems (HRMS), Internet Procurement, and Internet Expenses to allow the entry of grants-related requisitions, purchase orders, supplier invoices, and expense reports using those products.
The integration of Grants Accounting with Purchasing and Payables allows for grants-related transactions to be entered on the source document. Purchasing, Payables, and Grants Accounting interact to carry the award and project information through the document flow.
The source documents in Purchasing are requisitions and purchase orders. The source documents in Payables are supplier invoices. Supplier invoices become expenditures when interfaced with Grants Accounting.
When entering award and project information, all the standard features of Purchasing and Payables, including encumbrance accounting and funds checking, can be utilized.
Grants Accounting integration with Purchasing and Payables enables the following features:
capturing award information for requisitions, purchase orders, and supplier invoices
funds checking against the grants award budget
accounting transactions by award
requisitions, purchase orders, and supplier invoices integrated into Award Status Inquiry
Purchasing and Payables use the Account Generator to determine the default account number for each distribution line based on the entered award and project information. You run the Create Accounting process in Oracle Purchasing and Oracle Payables to create accounting for the supplier costs 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 and Oracle Payables derive 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. Similarly, to define your own Oracle Subledger Accounting setup for Oracle Payables, you must access the Accounting Methods Builder from an Oracle Payables responsibility. See: Oracle Subledger Accounting Implementation Guide.
Using Oracle Projects views, you can report committed costs of requisitions and purchase orders that are outstanding against your projects in Oracle Projects.
You can run the AUD: Supplier Cost Audit Report concurrent program to audit transactions between Oracle Grants Accounting, Oracle Purchasing, Oracle Payables, Oracle Subledger Accounting, and Oracle General Ledger. This report lists all supplier cost transactions in Oracle Grants Accounting for a selected operating unit. See: Supplier Cost Audit Report, Oracle Projects Fundamentals.
In Oracle Purchasing and Oracle Payables distributions, the AWARD_ ID column stores the AWARD_SET_ID. AWARD_SET_ID is a sequence number generated by Grants Accounting for each distribution line for requisitions, purchase orders, and supplier invoices. The AWARD_SET_ID links the transaction records in the distribution tables to a unique record in the GMS_AWARD_DISTRIBUTIONS table that stores the AWARD_ID of the award and additional attributes.
When entering grants-related transactions in Purchasing, you enter this information on the source document, which is either the requisition or the purchase order. When you use the AutoCreate features in Oracle Purchasing to create purchase orders created from requisitions, Oracle Purchasing automatically copies the award and project information from the requisition to the purchase order.
This section includes the following topics:
Grants-related purchase requisitions are entered in the Requisitions window in Purchasing. Default award and project information can be entered in the Project Information tab of the Requisition Preferences window. This default information is used to populate newly-created requisition distribution lines. Use the Projects tab of the requisitions distribution line to enter award information. A requisition can have a combination of grants-related and non grants-related distribution lines. For information on entering requisitions, see the Oracle Purchasing User's Guide.
In addition, you can use the Buyer WorkCenter in Oracle Purchasing to review requisitions. For information about the Buyer WorkCenter, see the Oracle Purchasing User's Guide.
The Purchasing AutoCreate feature automatically creates purchase orders from requisitions. Purchasing copies the award and project information and the accounting information from the requisition to the purchase order. No additional award or project information needs to be entered when the AutoCreate feature is used.
Award and project information on the purchase order that was copied from the requisition can be changed, but the award or project information on the requisition is not updated.
For information on the AutoCreate feature, see Oracle Purchasing User's Guide.
When online requisitions or the AutoCreate feature are not used, award and project information can be directly entered on standard purchase orders in the Purchase Orders window in Purchasing. Award and project information is entered in the Project tab of the distribution line. Account information is automatically created by the Account Generator based on the award and project information entered. Purchase order preferences are entered in the Purchase Order Preferences window in Oracle Purchasing. Main preference information is entered in the Main tab. Project information preferences are entered in the Project Information tab. For information on entering purchase orders, see the Oracle Purchasing User's Guide.
You can also use the Buyer WorkCenter in Oracle Purchasing to enter grant-related purchase requisitions. You can drill down to the details for a distribution line to enter and view grant-related information for a purchase order distribution. For information about the Buyer WorkCenter, see the Oracle Purchasing User's Guide.
Grants-related releases against blanket purchase agreements and planned purchase orders are entered in the Enter Releases window of Oracle Purchasing. When entering releases, it must be specified if the release distribution line is grants-related. When a release is designated grants-related, award and project information for the line can be entered.
For information on releases, see Oracle Purchasing User's Guide.
When you match an invoice to a purchase order, and the purchase order is associated with grants-related information, Oracle Payables copies the award and project information from the purchase order to the invoice. When you enter new grants-related invoices in Oracle Payables, you enter the award and project information on the invoice. If you use distribution sets with grants-related information, then Oracle Payables automatically supplies the award and project information for the supplier invoice distribution lines.
By default after installation, the award number field is not displayed in the Invoices and Distributions windows. You must add the award number field to both the Invoices and Distributions windows after the Task field and before the Expenditure Type field.
Note: When you add the Award Number field, you must select the Open as Default Folder option in the Create New Folder window and save the new folder.
To add fields that are currently not displayed, see Customizing the Presentation of Data in a Folder, Oracle Applications User's Guide.
This section includes the following topics:
In Oracle Purchasing, when grants-related information is associated with a purchase order and you match an invoice to the purchase order using the Invoices windows, Oracle Payables automatically copies the project information from the purchase order to the invoice.
You can enter grants-related invoices directly in the Invoices window in Oracle Payables. An invoice can have both grants-related and non-grants-related distributions. See: Entering Supplier Invoices Procedure.
Note: Oracle Grants Accounting does not enforce budgetary controls for prepayments that are matched to purchase orders, or for the application of prepayments that are matched to purchase orders.
You can define distribution sets to make invoice entry easier. Use the Distribution Sets window to specify grants-related award and project information for the distribution set lines. When entering invoices, you can enter a distribution set. You can use distribution sets to create grants-related invoices in the following Oracle Payables windows:
Invoices
Recurring Invoices
For information about distribution sets, see: Oracle Payables Implementation Guide.
Purchasing and Payables use the Account Generator to determine the default account number for each grants-related distribution line based on the award and project information entered by users.
You run the Create Accounting process in Oracle Purchasing and Oracle Payables to create accounting for the supplier costs in Oracle Subledger Accounting. Oracle Projects, Oracle Purchasing, and Oracle Payables provide the predefined setup that the Create Accounting processes uses to determine the accounts for the accounting events.
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 and Oracle Payables derive 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. Similarly, 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.
Using Oracle Projects views, you can report committed costs of requisitions and purchase orders that are outstanding against your projects in Oracle Projects.
This section explains the following:
Related Topics
Integrating with Oracle Subledger Accounting, Oracle Projects Fundamentals
Data the Oracle Projects Predefines for Oracle Subledger Accounting, Oracle Projects Fundamentals
Purchasing builds the default account number for the charge, accrual, variance, and budget distribution accounts based on the Account Generator assignments users define during implementation. Account Generator processes can be defined so that grants-related requisitions and purchase orders use grants-related information in the Account Generator assignments predefined by Purchasing.
When Encumbrance Accounting is used, assignments can be defined for the budget account based on award and project information.
Payables builds the default expense account number for grants-related invoices using assignments defined by the users during implementation. You must enter the default account number for non-project-related invoices. Payables determines the default liability account for all invoices based on the liability account defaults provided by Payables.
You set the profile option PA: Allow Override of PA Distributions in AP/PO to determine whether Oracle Purchasing and Oracle Payables pass user-entered account segment values to the Account Generator workflow. If you want to enable users to override generated accounts, then you must set this profile option to Yes and also set the Replace Existing Value attribute in the Account Generator workflow to False. The default value for the Replace Existing Value attribute is False. For information about the Account Generator workflow, see Oracle Projects Implementation Guide.
Grants Accounting integrates with Position Control functionality in Oracle HRMS to create and relieve position encumbrances created by Position Control before payroll encumbrances for employee assignments are sent by Oracle Labor Distribution. This feature allows users to manage budgets, encumbrances, and distribution of costs associated with positions and employee assignments.
For more information on Position Control, see: Oracle HRMS Enterprise and Workforce Management Guide.
Grants Accounting integrates with Oracle Internet Procurement to support the entry of awards for sponsored projects. Internet Procurement provides a web-shopping solution that automates the finding and requisitioning of goods and services using self-guiding online catalogs with content management.
Oracle Internet Procurement is desktop requisitioning that automates the acquisition of all production, non-production, MRO (maintenance, repair, and operations), capital, administrative, and service purchases. Oracle Internet Procurement allows customers to replace the typical manual procurement process with a streamlined, decentralized, workflow-driven, electronic commerce process.
With a web browser, users quickly find goods and services, add them to a shopping cart, and check out. Order status is tracked and accessed on a real-time basis. Oracle Internet Procurement features a powerful search engine and multi-supplier self-guiding catalog capabilities which contribute to significantly lessen the search time involved in finding needed items.
For information on Oracle Internet Procurement, see Oracle iProcurement Implementation Guide.
Grants Accounting integrates with Oracle Internet Expenses to support the processing and management of travel and entertainment expenses. Oracle Internet Expenses enables employees to submit expense reports and review the approval and payment status of their expense reports using a standard Web browser.
This integration enables employees to enter Grants Accounting award information for an expense report created in Oracle Internet Expenses. Remote or mobile employees can enter award information while disconnected using the expense spreadsheet.
After management approves the expense report, and the payables staff performs an audit as needed in Oracle Internet Expenses, you run the process Expense Report Export in Oracle Payables to send this information to the Oracle Payables invoice tables. After the expense reports are in the Oracle Payables invoice tables, Oracle Payables creates the default accounting distributions for these project-related expense reports. Oracle Payables creates these project-related transactions based on business rules you define in the Projects Expense Report Account Generator.
After you validate the expense report invoice and create accounting in final mode for it in Oracle Payables, you run the process PRC: Interface Expense Reports from Payables to bring grants-related expense report costs into Grants Accounting.
Related Topics
Oracle Internet Expenses Implementation and Administration Guide.
Integrating Expense Reports with Oracle Payables and Oracle Internet Expenses, Oracle Project Costing User Guide