grants accounting

1. Expenditure Implementation

2. Objectives
– Define Accounting Periods
– Explain what occurs during cost processing
– Explain setup steps for defining expenditures
– Define labor costing setup steps
– Describe content of implementation listing reports

3. Agenda
– Accounting Periods
– Period Processing
– Expenditure Definition
– Labor Costing
– Listings

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

5. Defining PA Periods
Project
Accounting
Periods
Oracle Grants
Accounting
Periods
JAN-07
FEB-07
MAR-07
APR-07
MAY-07
For each operating unit, copy PA periods
from an Oracle General Ledger Calendar.

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.

10. Agenda
– Accounting Periods
– Period Processing
– Expenditure Definition
– Labor Costing
– Listings

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.

16. Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings

17. Expenditures Implementation Steps
Steps for Defining Expenditures Required or Optional
Define expenditure categories Required
Define revenue categories Required
Define units Required
Define expenditure types Required
Define non-labor resources Required
Define transaction sources Optional
Implement transaction control extension Optional
Implement autoapproval extension Optional

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

21. Expenditure Type Classes
Oracle
Grants
Accounting
Straight Time
Expense Reports
Usages
Supplier Invoices
Miscellaneous
Transactions
Burden Transaction

22. Define Expenditure Types
Expenditure Category: Labor
Revenue Category: Labor
Expenditure Type: Clerical
Expenditure Category:
Expenses
Revenue Category: Other
Expenditure Types: Airfare

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

25. Define Transaction Sources
Transaction
Import
Interface
Table
Populate
Interface
Table
Transaction
Import
Expenditures
Specify the transaction source
when importing transactions into
Oracle Grants Accounting

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.

29. AutoApproval Extension
For example,
submit a
timecard
Approve
timecard
AutoApproval
Extension
Forward to
Approver

30. Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings

31. Labor Costing Implementation Steps
Steps for Implementing Labor Costing Required or Optional
Define labor costing multipliers Optional
Define labor costing rules (or Compensation
rules)
Required
Define rate schedules Optional
Assign costing rules and rate schedules Required
Define labor costing overrides Optional
Implement labor costing extension Optional
Implement labor transaction extension Optional
Labor Costing Implementation Steps

32. Labor Costing Rules
Rates Costing
Method
Extension Costing
Method
Oracle Grants Accounting can determine labor costs by using
hourly cost rates or the labor costing extension.

33. Rate Schedules
James Palmer =
73.50
Maintain cost rate
schedules by
employee
9950.SUPERVISOR
= 128.00
Maintain cost rate
schedules by job

34. Assign Costing Rules and Rate
Schedules
Assign Costing
Rules and Rate
Schedules
Labor Costing Rule
Default Job Schedule
Currency Conversion
Attributes
Cost Rate Schedule

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

38. Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings

39. Listings
• Submit the following concurrent programs to
document setup information:
– IMP: Expenditure Types
– IMP: Units Definition
– IMP: Expenditure Cost Rates
– IMP: Non-labor Resources by Organization
– IMP: Labor Cost Multipliers
– IMP: Labor Cost Rates Listing
– IMP: Labor Cost Rates Listing by Organization
– IMP: Labor Costing Rules Listing

40. Summary
– Define Accounting Periods
– Explain what occurs during cost processing
– Explain setup steps for defining expenditures
– Define labor costing setup steps
– Describe content of implementation listing reports