Oracle grants accounting 12

Expenditure and Encumbrance
Management

Objectives
– Explain the components of an expenditure batch
– Explain the components of an encumbrance batch
– Discuss transaction import
– Process grants-related expenditures in Oracle
Purchasing and Oracle Payables
– Explain the adjustment options and audit reports
available in Oracle Grants Accounting

Agenda
– Expenditure Batches
• Overview
• Expenditure Batches
• Expenditure Adjustments
– Encumbrance Batches
– Transaction Import
– Supplier Costs
• Overview
• Oracle Purchasing
• Oracle Payables
• Supplier Cost Adjustments

Expenditures Overview
Expenditure Batch
Expenditure Expenditure
Expenditure Item
Expenditure Item
Expenditure Item
Expenditure Item
Expenditure Item
Expenditure Item

Expenditures Overview
Expenditure Item Date
Project Number
Task Number
Assignment Name
Expenditure Type
Non-Labor Resource
Non-Labor Organization
Currency Fields
Quantity
Comment
Award

Costing Flow: Enter Expenditures
PRC: Costing and Funds Check on Straight Time
Labor
PRC: Generate Cost Accounting Events
PRC: Create Accounting
PRC: Transfer Journal Entries to GL
(optional)
Journal Import
(Oracle General Ledger)
Example: Costing flow for uncosted and unaccounted
labor expenditures
Enter and approve expenditures Import transactions

Enter Pre-Approved Batches
For example, enter a usage
batch to charge projects for
vehicle use for the week.
Enter each expenditure by
expenditure organization.
Progress-S&L
Progress-Finance
Progress-Admin

Funding Patterns
Funding Pattern
…………………….
…………………..
………………..
………………..
……………….
Activate funding
pattern
PTA1EO
PTA2EO
Expenditure Items
Funding patterns consist of cost distribution rules which determine
transaction charging instructions for expenditure items
PTA3EO

Submitting an Expenditure Batch
Amounts Control Running Difference
Totals 150 150 0
Count 2546 2546 0
Submit
If entered, control totals
must equal running totals

Reversing an Expenditure Batch
Released Batch
Status
Revision Required
Reverse
Reversing Batch
Created

Correcting Expenditure Batches
Released Batch
Status
Revision Required
for 3 Expenditure
Items
Create New Batch
with Reversing
Items
Optionally Enter
New Items
Reverse Original
Items

Copying an Expenditure Batch
Vehicle Usage for the week
ending 25-APR-2007
Vehicle Usage for the week
ending 02-MAY-2007
Copy Batch
Copy expenditures and expenditure
items to a new batch.

Currency Fields for Expenditures
Functional Currency
Transaction Currency
Project Currency

Statuses for Pre-Approved
Expenditure Batches
Working
Submitted
Released
Submit Batch
Release Batch
Rework Batch

Reviewing Project Expenditures
Review detailed expenditures
charged to a project.
Project Mode
Must query by project

Reviewing Project
Expenditures
Expenditure Item
Cost
Distribution
Lines
AP Invoice
Item Details
Item Details
Button
Expenditure Inquiry

Viewing Accounting Lines
(1) Select expenditure item
(2) Select View Accounting option
from the Tools menu
(3) Optionally, select the T-
Accounts button or the Reporting
Currency button to view additional
accounting information
You can view accounting for expenditure items for which you have
created accounting in final mode in Oracle Subledger Accounting.

Automatically Reversing
Expenditure Batches
Submit Release Process
Enter batch
Reversing
expenditure
items created

Expenditure Batches
Release
Entered expenditure item
Expend. Date = 19-JUL-2007
GL Date = 19-JUL-2007
Reversing expenditure item
Expend. Date = 19-JUL-2007
GL Date = 01-AUG-2007
Example: Expenditure Item
Date Processing is enabled.

GL Periods for the Expenditure
Items
Oracle Grants
Accounting
Oracle
General Ledger
JUL-07
AUG-07
GL Periods
Original
Expenditure Items
Reversing
Expenditure Items
Expenditure Batch

Expenditure Batch Reports
• Use the following concurrent programs to
report on expenditure batches:
– AUD: Expenditure Batch Status
– AUD: Expense Report Entry
– AUD: PreApproved Expenditures Entry Audit

Profile Options
• Use the following profile options while
entering expenditure batches:
• PA: Expense Report Invoices Per Set
• PA: Require Work Type Entry for
Expenditures
• PA: Transaction Billability Derived from Work
Type

Adjusting Expenditure Items
Use the Tools Menu for:
– View Accounting
– Recalculate Burden Cost
– Recalculate Raw Cost
– Change Comment
– Split
– Transfer
Use the Reports Menu for:
– Change Functional
Currency Attributes
– Change Project Currency
Attributes
Use the Expenditure Items window or
the Project Expenditure Items window
to perform adjustments.

Correct Approved Expenditure
Items
Example: An employee charged 8
hours of time. The time needs to
be changed to 6 hours.
Item Item
No.
Item No.
Reversed
EI Date Exp.
Type
Project/Task/
Award
Quantity
Original 1 31-JUL Clerical A/1/Award 1 8
Reversing 2 1 31-JUL Clerical A/1/Award 1 <8>
New Item 3 31-JUL Clerical A/1/Award 1 6

Recalculate Burden Cost
Burden Schedule Change
For example, adding a task-level override
and applying the override to existing
expenditure items
AutoAccounting Change
For example, modify accounting for existing
burden expenditure items
You may recalculate burden costs because of:

Recalculate Raw Cost
Modify cost rate or AutoAccounting setup
Mark expenditure item(s) for recalculation
Run costing processes to reprocess items
Steps to recalculate raw cost for
an expenditure item.

Change Comment
"Transfer to Task 2.1
per J.Palmer"
Optionally, change comment before
performing splits or transfers.

Split Item
Clerical
Clerical
Clerical
Clerical
Exp.
Type
31-JUL
31-JUL
31-JUL
31-JUL
EI Date
1
Item No.
Reversed
4
3
2
1
Item
No.
New Item 2
New Item 1
Reversing
Original
Item
A/1/Award 1
A/1/Award 1
A/1/Award 1
A/1/Award 1
Project/Task/
Award
8
2
<10>
Quantity
10
Item Raw Cost Burdened Cost
Original 100 150
Reversing <100> <150>
New Item 1 20 30
New Item 2 80 120

Transfer Item
Clerical
Clerical
Clerical
Exp.
Type
31-JUL
31-JUL
31-JUL
EI Date
1
Item No.
Reversed
3
2
1
Item
No.
Destination
Reversing
Original
Item
B/2/Award 2
A/1/Award 1
A/1/Award 1
Project/
Task/
Award
8
<8>
Quantity
8
Item Raw Cost Burdened Cost
Original 100 150
Reversing <100> <150>
New Item 1 100 160

Change Currency Attributes
Rate Type
Rate Date
Exchange Rate
Change functional currency and
project currency attributes.

Mass Adjustments
Enter search
criteria in the Find
Project Expenditure
Items Window
Select the Mass
Adjust Button
Select the
adjustment type
When the process
is complete, view
the message
indicating the
results of the
process.
Select the
processing method

Processing Adjustments
Perform the adjustment in Oracle
Payables.
Validate the new invoice lines.
Create accounting in final mode in
Oracle Payables
Run PRC: Interface Supplier Costs
in Oracle Grants Accounting.
When you adjust supplier costs in Oracle
Payables, you process the accounting in
Oracle Payables.

Results of Adjustment Processing
Adjustment Action Distribute Costs?
Correct Approved Expenditure Items Yes
Recalculate Burden Cost Yes
Recalculate Raw Cost Yes
Change Comment No
Split Item Yes
Transfer Item Yes
Change Currency Attributes Yes
Processing requirements for adjustment actions

Audit Reporting for Expenditure
Adjustments
Adjustment audit trail
Name of user
performing
adjustment
Type of
adjustment
Date and time of
adjustment
Window from
which adjustment
was performed

Encumbrances Overview
Encumbrance Entry
= $450
Jan 2007
Expenditure = $450
May 2007
Example of encumbrance recording an anticipated expenditure

Encumbrance Batches
Reserve funds
Anticipated Travel
Expenditure

Encumbrance Adjustments
Submit Release Process
Enter
Encumbrance
Batch
Reversing
Encumbrance
Items Created
Example: Automatically Reversing Encumbrance Batches

Importing Encumbrance Batches
Define salary in
Oracle HRMS
Apply labor
schedules
Validate
PTAEO
Create
encumbrance
for time
periods
Summarize &
Transfer
encumbrances Oracle Grants
Accounting
Oracle General
Ledger
Oracle Labor Distribution

Costing Flow: Import Transactions
GMS: Costing and Funds Check on Straight
Time Labor
PRC: Generate Cost Accounting Events
PRC: Create Accounting
PRC: Transfer Journal Entries to GL
(optional)
Journal Import
(Oracle General Ledger)
Example: Costing flow for uncosted and unaccounted
labor expenditures
Enter and approve expenditures Import transactions

Overview of Transaction Import
Transaction Import flow for valid expenditures
Run PRC:
Transaction
Import
Populate
Transaction
Interface
Table
Transaction
Interface Table
Expenditure Tables

Overview of Transaction Sources
Oracle Labor
Distribution
Non-Oracle
Timecard
System
Predefined Transaction
Source: GOLD
Implementation Defined
Transaction Source:
Timecard System
Transaction
Import
You can use predefined transaction sources or define new transaction
sources to identify the transactions that you want to import.
Example Transaction Sources:

Grants-related Transaction Sources
Transaction Source Used to Import From…
GOLD Oracle Labor Distribution (actuals)
GOLDE Oracle Labor Distribution
(encumbrances)
GMSA-prefix External Source (actuals)
GMSE% External Source (actuals)
Examples of transaction sources:
Transaction Import processes transactions based on the
transaction source you select for each imported transaction.

Overview of Supplier Costs
Oracle Purchasing
Create award-related
requisitions, purchase
orders, and releases.
Oracle Payables
Create award-related
supplier invoices, expense
reports, and payments.
Track award-related supplier costs as committed and actual
costs on your projects.

Supplier Costs and Accounting
Methods
Accrual basis
Oracle Payables creates
accounting for invoices
and payments.
Cash basis
Oracle Payables creates
accounting only for
payments.
The accounting method of the primary ledger, cash basis or accrual basis,
determines the flow of supplier costs to Oracle Grants Accounting.

Interfacing Supplier Costs
PRC: Interface
Supplier Costs
Oracle
Payables
Oracle
Purchasing
Interface supplier costs and supplier cost adjustments from Oracle
Purchasing and Oracle Payables to Oracle Grants Accounting.
Oracle Grants
Accounting

Integration with Oracle
Purchasing
Oracle Grants
Accounting
Oracle Purchasing
Requisitions
AutoCreate or enter
purchase orders
Purchase
Orders
Track as
committed costs
Enter requisitions in Oracle
Purchasing or Oracle iProcurement

Documents in Oracle Purchasing
Requisition
Line
Distribution
Enter project information for distribution
lines on Oracle Purchasing documents.
Line
Shipment
Purchase Order
Distribution
Release
Line
Distribution

Funds Check Activation in Oracle
Purchasing
Requisition Entry
Purchase Order
EntryOracle
Purchasing
Example: Funds check activation in Oracle Purchasing

Integration with Oracle Payables
(Accrual)Supplier cost with accrual basis processing flow
Match to purchasing
document
Invoices
Payments
Interface Supplier
Costs
Oracle Grants
Accounting
Unaccrued
Invoice
Distributions
Discounts
Oracle Payables
Enter supplier
invoice
Import supplier
invoice
Expenditures
Track as
committed costs

Integration with Oracle Payables
(Cash)Supplier cost with cash basis processing flow
Match to purchasing
document
Invoices
Payments
Interface Supplier
Costs
Oracle Grants
Accounting
Payments and
Discounts
Oracle Payables
Enter supplier
invoice
Import supplier
invoice
Expenditures
Track as
committed costs

Default Grant Information for
Supplier Invoices
Invoice Header
Line 1
Line 2
Distribution 1
Distribution 2
Distribution 3
Distribution 4
An invoice can have one or more invoice lines. Each invoice line
can have one or more distributions.

Funds Check Activation in Oracle
Payables
Invoice
Entry
Oracle
Payables
Example: Funds check activation in Oracle Payables

Distribution Sets for Supplier
Invoices
Invoice Entry
Distribution Sets
Distribution sets can be defined to make invoice entry easier.
Oracle
Payables

Supplier Cost Adjustments
Overview
Oracle
Payables
Oracle
Purchasing
Where you can make supplier
cost adjustments depends on
the type of adjustment and the
source of the expenditure item.
Oracle Grants
Accounting

Supplier Invoice Adjustments in
Oracle Payables
For example, you reverse the original
distribution and enter a new distribution to
change the expenditure organization.
154878 31-JULFurniture1.0New
<80.00>
80.00
Amount
31-JUL
31-JUL
Exp.
Item
Date
Admin
Admin
Exp. Org
Furniture
Furniture
Exp.
Type
4140011.0154878Reversing
154878
Project
1.0
Task AwardDistribution
Original 414001
80.00Finance414001

Supplier Invoice Adjustments in
Oracle Grants Accounting
Perform Adjustment in Oracle Grants
Accounting
Run PRC: Create and Distribute
Burden Transaction
Run PRC: Generate Cost Accounting
Events
Distribute supplier costs adjustments
and perform a funds check
Run PRC: Create Accounting in final
mode
Process the accounting
in Oracle Grants
Accounting for supplier
invoice adjustments

Restrictions to Supplier Cost
Adjustments in Oracle Grants
AccountingScenarios with restrictions to supplier cost
adjustments in Oracle Grants Accounting:
– Allow Adjustments option for supplier
cost transaction sources
– Automatic offsets in Oracle Payables
– Combined basis accounting
– Adjustments that affect tax recoverability
– Adjustments to Historical prepayment
invoices
– Adjustments to receipt accruals and
exchange rate variance

Adjustments
Update award
information on a
requisition.
Does not update existing
purchase orders
New award
information is
copied to new
purchased orders.

Processing Adjustments
Process
After performing adjustments,
they need to be processed.
Perform Adjustments

Accounting for Supplier Cost
Adjustments
Oracle General
Ledger
Oracle Subledger
Accounting
After you make a supplier cost adjustment in Oracle Grants
Accounting, you distribute the costs, generate cost accounting
events, create subledger accounting in final mode, and transfer the
final journal entries to Oracle General Ledger.
Oracle Grants
Accounting

Adjustments
Transaction Account
Type
GL
Account
Debit
Amount
Credit
Amount
Account Source
Supplier
Invoice
Expense 01-422-
7000
100 AP Account
Generator
Supplier
Invoice
Liability 01-000-
2000
100 Invoice supplier
site
Default accounting for the supplier invoice
Note: GL Date = 01-JAN-2007 for all transactions.

Adjustments
Transaction Account
Type
GL
Account
Debit
Amount
Credit
Amount
Account Source
Supplier
Invoice
Expense 01-422-
7010
100 Oracle Subledger
Accounting rules
Supplier
Invoice
Liability 01-000-
2010
Accounting rules
Final subledger accounting for the supplier invoice

Adjustments
Transaction Account
Type
GL
Account
Debit
Amount
Credit
Amount
Account Source
Adjustment:
Reversal
Expense 01-422-
7000
100 Copied from
original cost
distribution line
in Oracle Grants
Accounting
Adjustment:
Reversal
Liability 01-000-
2020
100 Oracle Projects
implementation
options
Adjustment:
Reversal
Expense 01-422-
7020
100 AutoAccounting
Adjustment:
New
Liability 01-000-
2020
100 AutoAccounting
Default adjustment accounting in Oracle Grants Accounting

Adjustments
Transaction Account
Type
GL
Account
Debit
Amount
Credit
Amount
Account Source
Adjustment:
Reversal
Expense 01-422-
7010
100 Copied from
original
accounting entry
in Oracle
Subledger
Accounting
Adjustment:
Reversal
Liability 01-000-
2080
Accounting rules
Adjustment:
New
Expense 01-422-
7040
Accounting rules
Adjustment:
New
Liability 01-000-
2080
Accounting rules
Final subledger accounting for the adjustment

Summary
– Explain the components of an expenditure batch
– Explain the components of an encumbrance batch
– Discuss transaction import
– Process grants-related expenditures in Oracle
Purchasing and Oracle Payables
– Explain the adjustment options and audit reports
available in Oracle Grants Accounting

Oracle grants accounting 12

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Oracle grants accounting 12