This document discusses expenditure implementation in Oracle Grants Accounting. It covers defining accounting periods, expenditure definitions, labor costing setup, and implementation listing reports. Key steps include setting up accounting periods, expenditure categories and types, labor costing rules and rate schedules, and running reports to document the implementation setup.
4. Overview of Periods
Time
PA Periods
Period Type: Weekly
For example, your PA periods may be shorter than
your GL periods.
GL Periods
Period Type: Monthly
JAN-07 FEB-07
6. PA Period Statuses
Status Entry
Allowed
Interface
Transactions
Reopen
Period
Never Opened NO NO n/a
Future YES YES n/a
Open YES YES n/a
Pending Close NO YES n/a
Closed NO NO YES
Permanently
Closed
NO NO NO
7. Setting the PA Reporting Period
Current Reporting Period
FEB-07
Next Reporting Period
MAR-07
Period to Date (PTD)
Prior Period (PP)
Setting a new reporting period changes the current and
prior periods used in Award Status Inquiry (ASI).
Update
project
summary
amounts.
8. PA Periods in a Multi-Organization
Environment
Hospital
Out
Patient
In
Patient
PA SEP-07 = Closed PA SEP-07 = Open
In a multi–organization environment, each operating
unit maintains its own PA period status.
9. Control of GL Period Statuses for
Project Transactions
Oracle General
Ledger
Oracle Grants
Accounting
PA Periods (monthly)
JUN-07 Closed
JUL-07 Open
GL Periods for project
transactions
JUN-07 Closed
JUL-07 Open
GL Periods
JUN-07 Open
JUL-07 Future
Control the status of GL Periods for project transactions in
Oracle Grants Accounting.
11. Transaction Accounting Methods
• You can use one of the following methods to
maintain accounting periods and derive
accounting dates in Oracle Grants Accounting:
– Period-End Date Accounting
– Expenditure Item Date Accounting
– Expenditure Item Date Accounting with Common
Accounting Periods
12. Period End Date Accounting
PA period = SEP-07
PA date = 30-SEP-2007
GL period = SEP-07
GL date = 30-SEP-2007
Transaction
Expenditure item date = 08-SEP-2007
1. Derive
GL date
2. Derive GL date
from PA date
Period Date Range and Status
SEP-07 = 01-SEP-07 to 30-SEP-07
PA period
SEP-07 = Open
GL period (In Oracle GL)
SEP-07 = Open
13. Expenditure Item Date Accounting
PA period = SEP-07
PA date = 08-SEP-2007
GL period = SEP-07
GL date = 08-SEP-2007
Transaction
Expenditure item date = 08-SEP-2007Derive PA
Date
Derive GL
Date
PA period
SEP-07 = Open
Period Date Range and Status
SEP-07 = 01-SEP-07 - 30-SEP-07
GL period for
project transactions
SEP-07 = Open
GL period
(In Oracle GL)
SEP-07 = Open
14. Expenditure Item Date Accounting
with Common Accounting Periods
GL period = OCT-07
GL date = 01-OCT-2007
PA period = OCT-07
PA date = 01-OCT-2007
Transaction
Expenditure item date = 08-SEP-2007
1. Derive
GL date
2. Copy PA date
from GL date
Note: The GL period SEP-07 is closed for project transactions
GL Period (In Oracle GL)
SEP-07 = Open
OCT-07 = Future
GL period for project
transactions & PA Period
SEP-07 = Closed
OCT-07 = Open
Period Date Range and Status
SEP-07 = 01-SEP-07 to 30-SEP-07
OCT-07 = 01-OCT-07 to 31-OCT-07
15. Sweeping Transaction Accounting
Events
SEP-07 OCT-07
Sweep
During period-end closing, you can run the program PRC:
Sweep Transaction Accounting Events to move unaccounted
accounting events to the next open GL period.
18. Expenditure Categories
Each expenditure type is assigned a single
expenditure category
Expenditure Category
Expenditure Type(s) Professional Clerical
Labor
Example:
19. Define Revenue Categories
Each expenditure type and each event type
is assigned a single revenue category.
Revenue Category
Expenditure Type(s)
Event Type(s) Professional Clerical
Labor Revenue
Example:
20. Define Units
You can define other units,
such as Kilometers or Cases
Oracle Grants Accounting
predefines the units Currency
and Hours
23. Multiple Expenditure Type Classes Per
Expenditure Type
Airfare
Supplier Invoice
Expense Reports
Expenditure Type Expenditure Type Classes
Use the same expenditure type for
multiple classes of transactions
24. Defining Non-Labor Resources
Expenditure Type:
– Duplication
Expenditure Type Class:
– Usage
Non-Labor Resource:
– Black/White Copies
Resource Owning Organization:
– University of Chicago
– University of Michigan
Non-Labor Resource:
– Color Copies
Resource Owning Organization:
– University of Chicago
26. Predefined Transaction Sources
Examples of the predefined transaction sources:
Transaction Source Used to Import Records From…
Oracle Payables Supplier
Invoices
Supplier invoices from Oracle
Payables
Oracle Payables Expense
Reports
Expense reports from Oracle
Payables
Supplier Invoice
Discounts from Payables
Supplier invoice discount amounts
from Oracle Payables
27. Designated Transaction Sources
Transaction Source Used to Import…
GOLD Actual costs from Oracle Labor
Distribution
GOLDE Encumbrances from Oracle Labor
Distribution
GMSA-prefix Actual costs from an external
source
GMSE-prefix Manual encumbrances from an
external source
Examples of the designated transaction sources:
28. Transaction Control Extension
Validate expenditure item date against
project and task transaction dates
Validate that the project status allows
new transactions
Validate that the task is chargeable
Validate transaction controls at task
and project levels
Call the transaction control extension
Validate Transaction
Standard
Validation
The transaction control extension is called during expenditure entry
and during transaction import.
35. Labor Costing Overrides
Override Labor Costing by Employee
Employee Name: Grants, Judy
Costing Rule: Hourly
Override Type: Rate
Rate: 65
Currency: USD
Optionally, you can define labor costing overrides by employee.
36. Labor Costing Extension
Enter timecard and approve
Raw cost
Labor
Costing
Extension
Calculate raw cost
(Without using extension)
Use extension?
Yes
No
Process expenditure items
Labor costing extension flow
37. Labor Transaction Extension
Enter timecard and approve
Raw cost - original and
related transactions
Labor
Transaction
Extension
Create related
transaction
Calculate raw cost
Process expenditure items
Labor transaction extension flow