Defining and Viewing Utilization of Prepaid Amounts
The actual utilization of the prepaid balance is based on the billing rows that are collected in PeopleSoft Project Costing. All projects or activities that are associated with a contract line are subject to utilization unless a specific project or activity is defined on the Utilization Criteria page. In addition, users can define a lower level of utilization by specifying a certain project string. For example, the prepaid may apply only to time charged on a project, not to expenses.
This section discusses how to define utilization criteria and view utilization history.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
CA_PPD_UTL_PNL |
Define utilization criteria by restricting the billable activities in PROJ_RESOURCE that are candidates for utilization of a prepaid amount. |
|
|
CA_PPD_UTL_DTL |
View the utilization history for each prepaid amount use sequence, including the utilization amounts that have been finalized in PeopleSoft Billing and sent to PeopleSoft Project Costing. |
Use the Utilization Criteria page (CA_PPD_UTL_PNL) to define utilization criteria by restricting the billable activities in PROJ_RESOURCE that are candidates for utilization of a prepaid amount.
Navigation:
Click the Utilization Criteria link on the Utilization tab of the Prepaids page.
This example illustrates the fields and controls on the Utilization Criteria page. You can find definitions for the fields and controls later on this page.
The utilization description for billing, prepaid use sequence number, expiration date, purchased amount, remaining amount, and committed amount that you defined for this prepaid amount on the Prepaids page appear.
The system displays whether you designated this prepaid amount Use for all Contract Lines or whether you specified Use only for Contract Line number x, where number x equals the contract line number that you specified.
Balance Utilization Controls - Use % for Wildcard Grid
Use the fields in this area to select a specific set of project items to which the prepaid amount can be applied. When you first access this page, each field, with the exception of Line Num (line number), contains a % symbol. The % symbol, or wildcard, indicates that the prepaid amount will be applied to all project items that are associated with the contract line numbers that you specify. Alternatively, you can select specific values for these fields.
Field or Control |
Description |
|---|---|
Line Num (line number) |
If you specified use for a specific line number, that line number appears. Otherwise, you can select as many active rate-based lines on the contract as required. Note: If you chose to apply utilization against all contract lines in the contract, this field does not appear on the page. |
PC Bus Unit (PeopleSoft Project Costing business unit) |
Select a PeopleSoft Project Costing business unit for this contract line. The list of PeopleSoft Project Costing business units consists of those that share the same general ledger business unit as the Contract business unit for the contract. Each contract line can be associated with only one Projects business unit. The Projects business unit that you select filters the list of projects that you can associate with this contract. Note: You must select the same Projects business unit that you defined for this contract line number on the Related Projects page. |
Project |
Select to limit the projects to which the system can apply the prepaid amount. The list contains all projects for the selected Projects business unit that you have linked to this contract line. |
Activity |
To associate your contract line with a PeopleSoft Project Costing activity identifier, select an activity ID. The list contains all activities that are defined for the project that you selected. Activities are the individual tasks or events that make up a project. A single activity can be associated with only one contract line. |
Analysis Type |
Analysis types are assigned to individual resources to identify the different types of transactions in your system, such as estimated costs, budgeted costs, actual costs, and billed costs. |
Source Type |
Assign source types to individual resources to enable you to track, analyze, and report all costs, both actual and planned, for a particular resource. |
Category and SubCategory |
Use resource categories and resource subcategories to track resources at a finer level of detail. |
Use the Utilization History page (CA_PPD_UTL_DTL) to view the utilization history for each prepaid amount use sequence, including the utilization amounts that have been finalized in PeopleSoft Billing and sent to PeopleSoft Project Costing.
Navigation:
Click the Utilization Criteria link on the Utilization tab of the Prepaids page.
This example illustrates the fields and controls on the Utilization History page. You can find definitions for the fields and controls later on this page.
When billing utilization is finalized in PeopleSoft Billing, the system inserts the rows into PeopleSoft Project Costing. The Utilization History scroll area is a view of PROJ_RESOURCE. The amount that was used appears. The sum of all rows in the Amount column plus the remaining amount equals the purchased amount.