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Expenditure Implementation
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
Agenda
– Accounting Periods
– Period Processing
– Expenditure Definition
– Labor Costing
– Listings
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
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.
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
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.
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.
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.
Agenda
– Accounting Periods
– Period Processing
– Expenditure Definition
– Labor Costing
– Listings
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
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
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
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
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.
Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings
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
Expenditure Categories
Each expenditure type is assigned a single
expenditure category
Expenditure Category
Expenditure Type(s) Professional Clerical
Labor
Example:
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:
Define Units
You can define other units,
such as Kilometers or Cases
Oracle Grants Accounting
predefines the units Currency
and Hours
Expenditure Type Classes
Oracle
Grants
Accounting
Straight Time
Expense Reports
Usages
Supplier Invoices
Miscellaneous
Transactions
Burden Transaction
Define Expenditure Types
Expenditure Category: Labor
Revenue Category: Labor
Expenditure Type: Clerical
Expenditure Category:
Expenses
Revenue Category: Other
Expenditure Types: Airfare
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
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
Define Transaction Sources
Transaction
Import
Interface
Table
Populate
Interface
Table
Transaction
Import
Expenditures
Specify the transaction source
when importing transactions into
Oracle Grants Accounting
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
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:
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.
AutoApproval Extension
For example,
submit a
timecard
Approve
timecard
AutoApproval
Extension
Forward to
Approver
Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings
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
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.
Rate Schedules
James Palmer =
73.50
Maintain cost rate
schedules by
employee
9950.SUPERVISOR
= 128.00
Maintain cost rate
schedules by job
Assign Costing Rules and Rate
Schedules
Assign Costing
Rules and Rate
Schedules
Labor Costing Rule
Default Job Schedule
Currency Conversion
Attributes
Cost Rate Schedule
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.
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
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
Agenda
• Accounting Periods
• Period Processing
• Expenditure Definition
• Labor Costing
• Listings
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
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

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Oracle grants accounting 6

  • 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