PROJECT COSTING

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 DOCUMENT CONTROL
Change Record

Date Author Versio Change Reference

n

Satya Perumalla 1. 0 No Previous Document

Reviewers

Name Position

Ramesh Kumar Solution Architect

Sridhar Ramaswamy Project Manager

Distribution

Copy Name Location

No.

1
2

Note to Holders:
If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.
If you receive a hard copy of this document, please write your name on the front cover,
for document control purposes.

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 Contents

Introduction............................................................................................................4
Overview of Applications...................................................................................6
Creation of Project Template...........................................................................8
Create Project Using Project Template......................................................11
Create Project Using Project..........................................................................14
Create Financial Task Breakdown Structure............................................17
Projects Setup.....................................................................................................21
Enter Initial Cost Approve/submit and Baseline the budget.............28
Enter Pre-Approved Expenditure Batches................................................33
Track Commitments in Project costing – Requisition..........................42
Track Commitments in Project costing – Purchase order..................47
Track Commitments in Project costing – Payables Invoice..............52
Interface the Payables Projects based Expenditure to oracle
Projects..................................................................................................................56
Project Status inquiry.......................................................................................60
View the cost expenditure details:..............................................................64
Create the Asset in Project and assign the same at Project/Task
Level........................................................................................................................66
Generate Asset Lines........................................................................................69
Interface Asset to Oracle Assets..................................................................70
Capitalize the Asset in Assets Module........................................................73
Tieback the Asset details to Projects..........................................................77
Open and Closed Issues for this Deliverable...........................................80

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Introduction
Training Manual is a handy document which helps in using Oracle Projects efficiently as a tool for
Functional processing and information retrieval for meaningful analysis of data. This user document
helps in using Oracle Projects module for testing purpose

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Company Confidential - For internal use only
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Overview of Applications

Abbreviations Used in this Document:

[N]: Navigation
[F]: Function
[B]: Button
[PL]: Pick List
[DFF]: Descriptive Flex Field

The Tool Bar Functions

 Add a New Record

 Find

 Save

 Print

 Close Form

 Cut

 Copy

 Paste

 Clear Record

 Delete Record

 Edit Field

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Short keys:

To close a form: F4
To query a record: F11, then Control F11

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Creation of Project Template

Navigation  Projects Vision Services (USA)  Setup  Projects  Project Templates

 Click on New Button to create New project Template

 Enter the Project Template Header details
 Project Options ->
o Select the structures details
o Define Financial Tasks
o Enable workplan information
o Choose the options to show while creating project. Just Enable/Disable check box.
o Setup Quick entry

Create a new project Template

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 Enter the project template details

Save projects Header details

Setup Project options - Select Structures under Option name

Click on Structures

Click on Structures

It leads to open self service web page to input the structures details

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  Enable the check box for financial structure/Work plan structure/Deliverables.
 Select the Work plan and financial structure sharing as needed from the LOV.
 Click on apply and close the self service web-page window.

Choose the options you want to use and display when new project created

Click on Setup Quick Entry:

Enter the Elements which are mandatory at the time of creation of project.

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Create Project Using Project Template

Navigation  Projects Vision Services (USA)  Projects

 Enter Search criteria for Templates

 Provide the Template name (Which we created in previous session)
 Click Find and select the template
 Click on copy to button to create a new project
 Provide the new project details in Quick entry window.
 Click ok to system to process and provide output as new project
 Click open to view the project details.

Enter the necessary details as below: then click find

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To create a new project -- click on copy to

Provide the input value as per the fields shown below:

Click ok to create project.

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 Once the project is created, click open to find the new project details in summary window:

Project created with Project

number: project 1000.100.102

You can find all the details of this project as per the template framed earlier:

Project start & end date

can see here as
Transaction duration time

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Create Project Using Project

Navigation  Projects Vision Services (USA)  Projects

 Enter search criteria for Projects

 Provide the project name (Which we created in previous session)
 Click Find and select the project
 Click on copy to button to create a new project
 Provide the new project details in Quick entry window.
 Click ok to system to process and provide output as new project
 Click open to view the project details.

Enter the Necessary details as below

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Enter the Project details (Which we created in previous session)

Click find

To create a new project -> Select the search result project

Click copy to

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 Enter necessary details as below

Click OK to create a new project.

Once the project is created, click open to find the new project details in summary window:

Project created with Project

number: project 1000.100.103

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Create Financial Task Breakdown Structure

Navigation  Projects Vision Services (USA)  Projects

 To Create Financial Breakdown structure, Search for the Project which we created in earlier
session Eg: Project% then click find.
 Pick the respective project from search result.
 Click ok and open the project from Projects, Template summary window.
 Select Tasks from project options and then click for details

Enter the Necessary details as below

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Click on option “Tasks” to define Financial Tasks

Tasks were defined as follows:

To create a new major task click new from menu bar

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Enter the necessary details as follows:

Save the record.

To create sub tasks under Task 4, click create subtask.

Enter the subtask details as follows:

Save the record.

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To create peer task under subtask “Task 4.2” click on create peer task.

Enter the necessary details as follows:

Save the record.

Following is the financial structure of project 1000.100.104

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Note: To define Major task - Click Create peer Task Eg: Task 2, Task 3.
To define Sub task under Major task – Click Create Subtask Eg: Task 1.1, Task 1.2,
Task 1.3, Task 2.1, Task 2.2, Task 2.3 etc.

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Projects Setup

Navigation  Projects Vision Services (USA)  Projects

 To View/update the project option details, Query the project created in previous sessions.
 Pick the respective project from search result.
 Click ok and open the project from Projects, Template summary window.
 Tasks detail
 Work plan information
 Classifications
 Currency
 Key Members
 Transaction controls
 Asset details

Enter the Necessary details and query the project as shown below:

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Project Options > Tasks

Select Tasks from project options and then click for details

Select Top Task Task1 and click on options for details

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Task Options details:
Select task 1 and click on options as shown below:

Click on Task detail

View/update the properties of Task 1 as you need.

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Note: Since it has child task, we cannot choose the option Allow charges at Major Task (task
1) level.

Allow charges enabled at lower task level (Task 1.3) (default level it comes as like)

Project Options> Workplan information

Select and Click on detail – this leads to open you self-service webpage

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Enable the check box for “Workplan Versioning” Note: To define workplan in oracle, its
mandatory.

Project options> Classifications

Enter the necessary details as shown below:

Project options > currency

Project currency will be defaulted from template as Ledger currency.

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Enter the necessary details as follows:

This helps you to limit on accept the cost against each expenditure category with specific
dates.

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Project Options > Asset Information

Enter Necessary details to define an asset in fixed assets on this project/Task.

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Enter Initial Cost Approve/submit and Baseline the budget

Navigation  Projects Vision Services (USA)  Projects

 To enter initial cost budget Go to Budgets Screen

 Enter the project number and choose the budget type
 then click find draft
 Enter Version name and change reason (if update to the original budget)
 Enter the budget entry method
 Enter the resource list
 Submit the budget
 Rework the submitted budget (if any changes require)
 Baseline the submitted budget
 Verify the history of the budget

Enter the Necessary details as below:

Enter the Entry method as “Project at Completion W/Res” and “choose the resource list as
“Expenditure category” and then click Details

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Enter the necessary details as follows:

Then save the record

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Drafted initial Budget and it’s in working status

Submit the initial cost budget

Once you click the submit button, the status turns to Submitted and the button name
change to Baseline.

Rework the Initial cost budget: (if any rework requires on this budget click on rework)

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It enables you to Change in amounts and save the record, once done.

Base line the budget amount:

Click on baseline button and verify the status.

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Budget Amount is base lined and it’s a current budget of this project.

Verify the history of the budget:

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Enter Pre-Approved Expenditure Batches

Navigation  Projects Vision Services (USA)  Expenditures  Pre Approved Batches  Enter

 To enter pre-approved expenditure batch, click on the form Enter

 Choose the operating unit
 Enter the Name of the batch
 Enter the date ( it automatically takes the Sunday date of week you entered)
 Enter Version name and change reason (if update to the original budget)
 Choose the class
 Enter description (for your reference) and expenditure details
 Click on expenditures button
 Submit the expenditure batch
 Release the expenditure batch
 Review the expenditure in expenditure inquiry window
 distribute the labor cost
 Review the expenditure in expenditure inquiry window after it distributed

Entering pre-approved expenditure for the project 1000.100.103 to the labor hours (time

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card)

Click on Expenditures button

Enter the Necessary details as below:

View
the Status of
the
expenditure
batch we
created

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Note the Expenditure batch name: Test_Project 1000.100.103

Once Expenditure batch entered successfully, submit the batch.

Verify the status of the batch we created (now it turns to status as “Submitted”)

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Click on release button to allow the expenditure for distribute the labor cost.

Review the released expenditure from Expenditure inquiry window before we distribute labor
cost

Navigation  Projects Vision Services (USA)  Expenditures  Expenditure inquiry 

Project

Inquiry the expenditure details before distribute the labor cost

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View > Request > Click on Submit new request > opt for Single Request > Click ok>

Enter the necessary details as below:

Clicks no on submit another request.

Find the details in View output file of the submitted request:

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Verify the same from Expenditure inquiry window to view accounting

Navigation > Expenditures > Expenditure inquiry> project > Enter the Project Number and
then click find.

Check the draft accounting lines of the distributed cost > click item details > choose cost
distribution lines > then click ok

Generate cost accounting events

View > Request > Click on Submit new request > opt for Single Request > Click ok>

Choose the program name “PRC: Generate accounting Events”

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View the Output file for the submitted request and check the status of labor cost transactions

Create accounting

View > Request > Click on Submit new request > opt for Single Request > Click ok>

Choose the program name “PRC: Create accounting”

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Once request submitted, automatically it invokes some child programs as shown below

View the output file of the program Create accounting:

View the journal import output file

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View Accounting of the labor transactions from Expenditure inquiry view accounting
Window

Navigation > Open and select the Expenditure line > go to menu bar > select Tools >
Choose view Accounting

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Track Commitments in Project costing – Requisition

Navigation  Purchasing Vision Services (USA)  Requisitions  Requisitions

 Enter Requisition in Purchasing with project details

 Enter the Project details in distributions project tab
 Approve the Requisition
 Run update Project Summary amounts for this project in costing
 Track the commitments in Project costing at commitment type as Requisition in PSI
 Review the Project status inquiry to see the updated history on commitments.

Enter the necessary details as below:

Note: PSI (Project Status Inquiry)

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Approve the Requisition and review the same from Requisition summary window:

Check the status of the requisition as shown above.

Switch to the Responsibility Projects Vision Services (USA) to run the update project
summary amounts for this project: Project 1000.100.103.

Before we run a program to track commitments in to project costing, let’s verify the Current
status of this project.

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Navigation> Projects Vision Services (USA) > Project status inquiry>

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Empty details of the commitment as desired.

Run Program to update the project summary amounts for single project.

Enter the necessary details and submit the program as shown below

 Click ok
 then click on submit
 Close the submit request window
 Click on cancel to close the submit a new request window
 On requests window, click on refresh data until the program completes
 once its successfully completed, view the output file

View Output:

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Navigation > Projects Status inquiry> Project Status inquiry

Enter the project details and then click find

Review the Tracked history on commitments:

Navigation> click on commitments button > Find commitments > provide commitment type
“Requisition” > Tracked the requisition as commitment in commitment details

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Track Commitments in Project costing – Purchase order

Navigation  Purchasing Vision Services (USA)  Requisitions  Requisitions

 Auto create Purchase order of Requisition with Projects details

 Enter the Supplier details while auto create PO.
 Run update Project Summary amounts for this in projects costing
 Track the commitments in Project costing in PSI with commitment type as Purchase order.

Enter the necessary details as below:

 Enter Operating unit name

 Enter Approved Requisition number: 1439
 Choose Approved type as “YES”
 Remove the Buyer and Ship-to Details from the above screen
 Then click find.

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Auto create PO

Enter the necessary details as below:

Click on create

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System created the PO based on provided information and results the window as below:

Note: It defaults all the information we provided at the time of create requisition.

Submit the PO for approval:

PO Approved.

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Switch to the Responsibility Projects Vision Services (USA) to run the update project
summary amounts for this project: Project 1000.100.103.

Run Program to update the project summary amounts for single project.

Enter the necessary details and submit the program as shown below

 Click ok
 then click on submit
 Close the submit request window
 Click on cancel to close the submit a new request window
 On requests window, click on refresh data until the program completes
 once its successfully completed, view the output file

View the output.

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Navigation > Projects Status inquiry> Project Status inquiry

Enter the project details and then click find

Review the Tracked history on commitments:

Navigation> click on commitments button > Find commitments > provide commitment type
“Purchase orders” > Tracked the Purchase order details as commitment in commitment
details

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Track Commitments in Project costing – Payables Invoice.

Navigation  Payables Vision Services (USA)  Invoice  Entry  Invoices

 Enter the Invoice in payables against the Purchase order (We created in previous Session).
 Match the Invoice against the Purchase order
 Run the update project summary amounts for a single Project in project costing
 Track the commitment details in Project status inquiry as supplier invoice.

Enter the necessary details as below:

Then Click on Match button

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Enter the necessary details as below and then click find.

Match the Purchase order line with the invoice amount.

 Enable match check box.

 Enter the whole amount as per the PO amount to match.
 Click on Match.
 Save the record.

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Switch to the Responsibility Projects Vision Services (USA) to run the update project
summary amounts for this project: Project 1000.100.103.

Run Program to update the project summary amounts for single project.

Enter the necessary details and submit the program as shown below

 Click ok
 then click on submit
 Close the submit request window
 Click on cancel to close the submit a new request window
 On requests window, click on refresh data until the program completes
 once its successfully completed, view the output file

View output

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Navigation > Projects Status inquiry> Project Status inquiry

Enter the project details and then click find

Review the Tracked history on commitments:

Navigation> click on commitments button > Find commitments > provide commitment type
“Supplier invoice” > Tracked the payables invoice details as commitment in commitment
Details

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Interface the Payables Projects based Expenditure to oracle Projects

Navigation  Payables Vision Services (USA)  Invoice  Entry  Invoices

 Click on search in menu bar and provide the PO number details to find the relevant invoice
(We created in previous Session). Then find.
 Validate the invoice.
 Create final accounting for the invoice
 Transfer the accounting entries to GL
 Interface the Projects expenditure to oracle Project costing

Enter the necessary details as shown below:

 Select the Relevant Payables invoice of PO: 3449 (Vision Services OU)
 Click find

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Validate the invoice.

 Click on Actions
 Enable Validate Check box then click Ok
 Find the status as Validated
Create final Accounting

 Click on actions
 Enable create accounting check box and opt for Final Post
 Then click ok
 System runs some concurrent programs to finish the accounting

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 Once the accounting done find the note as follows

Then click ok. System automatically saves the record.

At the same time, the system generates runs few concurrent programs while accounting the
invoice.
Navigation > view request >

Switch to the Responsibility Projects Vision Services (USA) to run the PRC: Interface
supplier cost concurrent program.

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Click ok to submit the request.

View output file of the “AUD: Supplier Costs Interface Audit” child program of
“PRC: Interface Supplier Costs”

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Project Status inquiry

Navigation  Projects Vision Services (USA)  Projects Status Inquiry  Projects Status Inquiry

 Enter the Project Number and Query the commitment details

 Run the Update Projects summary amounts for single project.
 View the update information in PSI as inception to date results.

Enter the Necessary details as below:

Then click find.

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Run the Update Projects summary amounts for a single project to view updated data of this
project “Project_1000.100.103”

 Click ok
 then click on submit
 Close the submit request window
 Click on cancel to close the submit a new request window
 On requests window, click on refresh data until the program completes
 once its successfully completed, view the output file

View the output.

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Find the Future Period Transactions (Unaccumulated) Since PA Periods defined as Week period
and the cost is accounted and Transferred in third week of August.

Navigation > Projects Status inquiry > Project status Inquiry

Enter the project number and click find

Don’t give any specific commitment details, simply click find.

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Once the Set reporting period turns to third week and run the same program it updates the
transactions details to as of now date cost history.

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View the cost expenditure details:

Navigation  Projects Vision Services (USA)  Expenditures  Expenditure Inquiry  Project

 Enter the Project Number, click find

 Inquiry the Expenditure based on supplier invoices
 Inquiry the Expenditure based on Resource details
 Drill down to the cost distribution lines
 Drill down to the other Sub-ledgers from Projects

Enter the necessary details as below:

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 Click on item details button
 Select the option from the Pop Up window list – Choose AP invoice
 Then Click ok
 Review the invoice details.
 Check for the cost distribution lines.

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Create the Asset in Project and assign the same at Project/Task Level

Navigation  Projects Vision Services (USA)  Projects

 Enter the Project Number, click find

 Choose Asset Information from Project options
 Create an Asset
 Assign the asset at Project Level.

Enter the Necessary details as below:

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Create an Asset in Projects
Navigation> options> Asset Information> Assets
Enter the Asset details to create an asset.

Save the record.

Assign the Asset at Project Level

Navigation > Options > Asset Information > Asset Assignments

Attach the Asset that we created in previous step.

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Navigation > Capital Projects > Find the Project > Click on Assets Button
Enter/view the Asset Details Information

 View the Asset details

 Enter the Depreciation account
 Change The Project Asset type to “As – Built” and provide the date in service.
(Note: Since Last Depreciation period in Assets for the book SVCS Corp on Jun-06, use the
date in service like 30-jun-2006)
 Save the record

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Generate Asset Lines

Navigation  Projects Vision Services (USA)  capitalization  capital Projects

 Enter the Project Number, click find

 Click on Generate Asset Lines

Enter the Necessary details as below:

Verify the status bar to

identify the Request Id.

Verify the status bar to find the request id and Click ok to submit the concurrent program to
create an asset line.

View output of the request

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Interface Asset to Oracle Assets

Navigation  Projects Vision Services (USA)  capitalization  capital Projects

 Enter the Project Number, click find

 Find the CIP Value Status Before its interface to Oracle Assets.

Enter the Necessary details as below:

Find the summary of Project Amounts Verify the CIP Value

before to Transfer to
Oracle Assets

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Submit a Request to interface the Asset to Oracle Assets

Request name: “PRC: Interface Assets to Oracle Assets”

Enter the Necessary details as below:

Click ok to submit the Program.

View the Output file

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Verify the status of the CIP Value in Capital projects Window
See the CIP
Value and
Interface CIP
Value

Click on lines to find the created asset lines

Check the
Asset Line
status as
Transferred to
oracle Assets

Details

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Find the status as transferred. Click details for more about the expenditure.

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Capitalize the Asset in Assets Module

Switch to Responsibility Assets Vision Services (USA)

Navigation  Mass Additions  Prepare Mass Additions

 Enter the Corp book name “SVCS CORP”

 Enter The Project Number “ Project 1000.100.103”
 Click find

Enter the Necessary details as below:

Find

Open

Select the Line which shows as new in Queue column, click open

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 Select Post

Change Queue status from NEW to POST (Select from the List of Values)

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 Done

Enter the location details, Click done.

Now system will allow you to post mass additions to capitalize the asset.

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Run post mass additions
Navigation > Mass Additions > Post Mass Additions
Enter the necessary details as below:

Click ok and then submit the Program.

View the output file

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Tieback the Asset details to Projects

Switch to Responsibility Projects Vision Services (USA)

Navigation  Click on View (Menu bar) > Requests > click on submit a new Request button>
opt for single request > choose the Program name “PRC: Tieback Asset Lines from Oracle
Assets”.

Enter the Necessary details as below:

Click ok and select the Operating unit name as “Vision Services”

Submit the Program

View output file:

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Inquire the same from Projects Capitalization window

Navigation > Capitalization > Capital Projects > Enter the Project Number
Review the Asset details and the updated history.

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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibili Target Impact

ty Date Date

Closed Issues

ID Issue Resolution Responsibili Target Impact

ty Date Date

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