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Oracle Project Accounting – R12 New
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Functionalities

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R12.1 & R12.2 New Functionalities
3/4/2014

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Guhanadh Padarthy

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 Contents

R12.1.3 New Functionalities in Oracle Project Accounting .............................................................................................. 3

Oracle Project Fundamentals ........................................................................................................................................ 3
New Purge Process for Obsolete Project Data: ADM: Purge Obsolete Projects Data .............................................. 3
iSetup: API to enable migration of setup entities for project accounting ................................................................ 3
Enhanced Project List Page ....................................................................................................................................... 3
Streamlined Searches................................................................................................................................................ 4
New Hover Pop Up Windows .................................................................................................................................... 4
Enhanced Project List Page ....................................................................................................................................... 4
Oracle Project Costing................................................................................................................................................... 5
Contingency Worker Clearing Projects ..................................................................................................................... 5
Additional Project Information in Oracle Time and Labor ........................................................................................ 5
Payables Integration Enhancement – Support for Self Assessed Tax ....................................................................... 5
Oracle Project Billing ..................................................................................................................................................... 6
Cascading Billing Schedule Overrides ....................................................................................................................... 6
Agreement Definition Enhancements....................................................................................................................... 6
Prepayment Receipt Applications ............................................................................................................................. 6
Date Effective Funds Consumption ........................................................................................................................... 6
MGT: Invoice Review Performance Improvements .................................................................................................. 6
MGT: Unbilled Receivables Aging ............................................................................................................................. 7
On Account Credit Memo Creation .......................................................................................................................... 7
UBR/UER as Control Accounts .................................................................................................................................. 7
R12.2 New Functionalities in Oracle Project Accounting.................................................................................................. 8
Oracle Project Costing................................................................................................................................................... 8
Costing with HR Rates with Support for Multiple Rates per Employee .................................................................... 8
New OTL Timecard Layout to Support Rate by Criteria ............................................................................................ 8
Total Time Reporting for Exempt Employees ........................................................................................................... 8
Labor Costing using Payroll Actuals .......................................................................................................................... 8
Labor Cost Accruals ................................................................................................................................................... 9
Expenditure Batch Reversal Program ....................................................................................................................... 9
CMRO Integration Enhancements .......................................................................................................................... 10
Oracle Project Billing ................................................................................................................................................... 11
Standard Invoicing for Adjusted Transactions ........................................................................................................ 11
 R12.1.3 New Functionalities in Oracle Project Accounting
Oracle Project Fundamentals
New Purge Process for Obsolete Project Data: ADM: Purge Obsolete Projects Data
A new concurrent process, ADM: Purge Obsolete Projects Data is introduced from R12.1.1 to purge forecast items
associated with requirements, assignments, and unassigned time. This same program can also be used for purge
obsolete project workflow information, and exception data generated for project resource exception reporting

Purging data can lower operating costs and increase efficiency of the application by:
 Reducing the amount of disk space that you need to maintain
 Reducing the time required to back up data

Submit this program to purge the following types of data at the specified times:
 Daily Forecast Information: Submit this program at any time to delete historical information about resource
availability, project requirements, and project assignments.
 Reporting Exceptions: Submit this program after the Purge Concurrent Request and/or Manager Data program is
run to delete exception information displayed by the PRC: Maintain Project Resources concurrent program
 Projects Workflow: Submit this program after the Purge Obsolete Workflow Runtime Data program is run to
delete copies of the obsolete workflows stored in Oracle Projects.
 Project Performance Log Data: Submit this program at any time to delete all the debug information stored by
project performance summarization processes.
 Terminated Organization Authority: Submit this program at any time to delete organization authority
information for all terminated employees or contingent workers.
 All: Submit this program at any time to delete all of the preceding types of project data.

iSetup: API to enable migration of setup entities for project accounting

Introduction of an API to enable migration of setup entities across instances are now available for all Oracle Project
modules. iSetup also handles standard and comparison reporting of master entities in addition to data migration.

Enhanced Project List Page

The Project List page is often the main hub that users interact with when accessing Oracle Projects. In an effort to
make this page more informative and streamline access to common functions, several enhancements have been
added to the Project List page.

Main Project List Region

The following enhancements apply to the main region of the project list page:
 To improve efficiencies and usability, the Action button available in the Project Home Page is now also
available in the project list. Users are no longer required to drill down before they can execute an action
against a selected project.
 To provide easier access to commonly used reporting values, Quarter to Date and Year to Date values
are now available as attributes displayed in the list.

Worklist and Notification Regions

A new Worklist and Notification region is available on the Project List page. The new region displays worklist
items and notifications assigned to the user across all projects for which the user has an active role.
Productivity is increased as users are no longer required to drill down into individual projects to retrieve
notifications and review items that need attention.

Report Views Region

A new Report Views region allows users to quickly access commonly used reports and queries. Users first
create and save the reports using the Alternative Search page. All saved reports are then available for reuse
and can be retrieved directly from the project list page. This feature not only provides quicker access to data
 but also saves time by allowing users to save queries rather than redefining them each time they need to
view the results.

Bookmarks Region

A new Bookmark region allows users to streamline retrieval of project-related items they commonly need to
access. Once users select an item to bookmark, the item appears in the bookmark list until the user removes
it. The list of bookmarks is specific to each user based on the items they choose to bookmark. The bookmark
region is not available on all pages.

Streamlined Searches

The following enhancements were designed to streamline project searches:

 Simple and Advanced Search results are now displayed in the main region of the project list page. This allows
users to view the results of their queries and still have access to other information and links provided on the
page.
 New criteria values such as ‘Contains’ and ‘Greater Than’, ‘Less Than’ along with new filter attributes enhance
the user’s ability to create personalized views.

New Hover Pop Up Windows

An exciting new feature, called hover pop up windows, allow users to obtain additional information simply by
hovering their cursor over selected fields on the Project List, Edit Budget and Edit Forecast pages. A small window
will pop up on the screen providing additional information that was previously only available via drill downs.

Enhanced Project List Page

In this release we continue to build on past enhancements to the Project List page by Making the page more
informative, streamline access to common functions and make the page configurable. The enhancements are:
 The project list page includes a report region which was introduced in 12.1.2. With this release we are further
improving the usability of this feature by allowing users to delete report views that they have created and to
know the criteria and format that went into the creation of a report. The benefits of these enhancements will
allow users to have better visibility into their reports and be able to manage the volume of reports over time.
 In ‘Alternate Search page’, the user can select and save the combination of ‘search criteria’ and ‘report format’
as a report and then run the report from Project List page.
 Easily navigate between project list, simple search, advanced search and alternate search.
Oracle Project Costing
Contingency Worker Clearing Projects
A new flag is available to identify a project as a contingency worker clearing project. When this project is referenced
on a Purchase Order, Oracle Time and Labor allows contingency workers consuming that purchase order to charge
time to any approved project. This new functionality provides improved support for contingent workers who are
hired to work on multiple projects over the life of their engagement.

Additional Project Information in Oracle Time and Labor

The project views that control the display of project data in Oracle Time and Labor, PA_ONLINE_PROJECTS_V and
PA_ONLINE_TASKS_V, have been enhanced to display the Project and Task Names as well as the Project and Task
Numbers. Because new columns have been added to the views, any customer who has customized the views will
need to ensure their customizations are updated to accommodate the new attributes.

Payables Integration Enhancement – Support for Self Assessed Tax

Self assessed tax amounts are taxes that you are liable for, but that do not appear on the payables invoice. Self
assessed taxes are also known as reverse charge or use taxes in certain tax regimes. In Release 12, E-Business Tax
and Oracle Payables introduced new functionality to calculate and store self-assessed tax amounts. In Release
12.1.3, the tax amounts are interfaced to Oracle Projects and recorded as a project expense.
Oracle Project Billing
Cascading Billing Schedule Overrides

With his functionality we can now streamline the process of updating billing schedules information either for all
tasks in a project or for all subtasks of a task. When you update bill rate or burden schedule information at a project
level, you can choose to copy the updates to the project tasks. When you update the billing schedules information
for a summary task, you can choose to copy the updates to all subtasks. In addition, when you choose a copy option,
you can select whether to apply the updates to all tasks, or to exclude tasks.

Agreement Definition Enhancements

For a better control billing against agreements and provide more information on agreements, the following new
agreement fields are available:

 Start date: to more accurately control the duration of the agreement

 Customer order number and accounting reference: to track your customer’s references for the agreement
 Billing sequence number: to control the order in which agreements are used for billing purposes
 Advance Required checkbox: to control if an advance payment is required before invoicing can occur
 15 additional descriptive flex field attributes (bringing the total to 25): to track any other information

Prepayment Receipt Applications

Prepayment (advance payment) receipts entered in Oracle Receivables can now be associated with Agreements.
These receipts will then be automatically applied to the Project invoices when they are interfaced to Oracle
Receivables. This provides the ability to earmark cash for a specific agreement up front, and draw down that cash
balance automatically.

 Advance payment receipts entered in Oracle Receivables can now be associated with Agreements. “Apply
Receipt” button allows the receipts to be associated with the Agreement.
 Receipts are automatically applied to the Project invoices when they are interfaced to Oracle Receivables.
 Allows cash to be identified to a specific agreement up front, and automatically draw down that cash balance.
 When the advance is required, total funding cannot exceed the amount of advance payments associated with
the agreement. Therefore billings cannot exceed advance amounts.
 A client extension is available to determine which customers are required to provide an advance payment. The
advance required flag will be enabled or disabled for the Agreement. A new security function allows the flag to
be overwritten.

Date Effective Funds Consumption

 Project Type option that requires cost and event transaction dates to fall within the agreement start and end
dates.
 Transactions are only billed against the agreement if the entire transaction amount can be funded (no partial
recognition) for both revenue and invoicing.
 Without enabling this option, revenue generation supports partial billing for transactions.

MGT: Invoice Review Performance Improvements

Enhancements were made to the MGT: Invoice Review report to improve performance and support the following
new runtime parameters:

 Project Status
 Project Closed After Date
 Project Range
MGT: Unbilled Receivables Aging

Enhancements were made to the MGT: Unbilled Receivables Aging report to improve performance and support the
following new runtime parameters:
 Project Status
 Project Closed After Date
 Project Range

On Account Credit Memo Creation

The Interface Invoices to Receivables process creates credit memo as On Account Credit Memo when the following
conditions are satisfied:
 The Allow Over Application option is set to No in Oracle Receivables and the Create On Account Credit
Memo option is enabled in Oracle Projects and
 There is no balance available to adjust on the invoice

UBR/UER as Control Accounts

With Unbilled Revenue or Unearned Revenue (UBR/UER) as control accounts, you can now re-interface rejected
invoices or revenues without any discrepancy at the project and transaction levels.
 R12.2 New Functionalities in Oracle Project Accounting
Oracle Project Costing
Costing with HR Rates with Support for Multiple Rates per Employee

A new rate source option of “HR” has been added to labor costing rules. When this option is selected, labor rates will
be derived from HR Rate by Criteria matrices.

Rate by Criteria is a feature within Oracle Human Resources (HR) that allows multiple rates to be defined for an
employee based on criteria such as the assigned project or the type of work performed or the location where work
occurred.

Rate by Criteria matrices can also be used to define prevailing rate tables in order to comply with the Davis-Bacon
Act. The Davis-Bacon and Related Acts apply to contractors and subcontractors performing on federally funded or
assisted contracts in excess of $2,000 for the construction, alteration, or repair (including painting and decorating) of
public buildings or public works. The act stipulates that contractors and subcontractors must pay their laborers and
mechanics employed under the contract no less than the locally prevailing wages and fringe benefits for
corresponding work on similar projects in the area.

New OTL Timecard Layout to Support Rate by Criteria

When HR Rate by Criteria matrices are used to store and maintain employee labor rates, additional attributes must
be captured on the timecard in order to retrieve the appropriate rate to calculate project cost amounts. Therefore, a
new OTL timecard layout has been provided with new fields at the line level to capture job, location and work type.
New online views are also available for each new attribute to allow customers to customize the list of values
displayed to employees during time entry.

Total Time Reporting for Exempt Employees

The US Federal Government (DCAA Contract Audit Manual, Section 9) requires contractors to record all labor hours
“worked” whether they are paid or not. This is because labor rates and labor overhead costs can be affected by total
hours worked as opposed to total hours billed. While all hours worked must be recorded, contractors cannot charge
the government for more than was actually paid to the employee. Therefore a new option called “Total Time
Costing” has been added to Labor Costing Rules to indicate that effective rates should be applied when costing labor
transactions. The effective rate is calculated using the following formula:

Employee Base Hours / Total Hours Worked * Employee Cost Rate

When an employee’s total hours worked exceeds the base hours specified on the costing rule, cost amounts are
calculated by multiplying recorded hours by the calculated effective rate.

Labor Costing using Payroll Actuals

A new costing method of “Actual” has been added to labor costing rules. When this method is selected, labor costs
are not calculated by Project Costing but are interfaced from Oracle Payroll or from a 3rd party payroll system. A
new setup form has been provided to define the payroll elements to be interfaced to Projects and the distribution
method to use when allocating each pay amount to recorded time card entries or creating miscellaneous project
labor transactions. Amounts can be distributed based on hours or dollars and can be stored as raw cost or burden
cost.

The tables below provide a distribution example:

Table 1 – Timecard for Employee A

Project Task Expend Type SLF* Date Hours

A 1 Regular Pay ST 07-Feb-05 8
A 1 1-1/2 Pay OT 07-Feb-05 3
 B 1 Regular Pay ST 08-Feb-05 8
B 1 Regular Pay ST 09-Feb-05 8
B 2 Regular Pay ST 10-Feb-05 8
B 3 Regular Pay ST 11-Feb-05 8
Total 43

Table 2 – Payroll Cost for Employee A

Element Expend Type Amount Cost Type Distribution Method

Regular Salary Regular Pay 400 Raw ST Hours
Overtime Salary 1-1/2 Pay 50 Raw OT Hours
Project A Bonus Bonus 100 Raw None
401K 401K 22 Burden Total Raw Amount
Total 572

Table 3 – Costing Results for Employee A

Expend Cost Account

Project Task SLF* Date Hrs
Type Raw Burden
A 1 Regular Pay ST 07-Feb-05 8 80
A 1 1-1/2 Pay OT 07-Feb-05 3 50
B 1 Regular Pay ST 08-Feb-05 8 80
B 1 Regular Pay ST 09-Feb-05 8 80
B 2 Regular Pay ST 10-Feb-05 8 80
B 3 Regular Pay ST 11-Feb-05 8 80
A 1 Bonus MISC 07-Feb-05 100
A 1 401K BTC 9.2
B 1 401K BTC 6.4
B 2 401K BTC 3.2
B 3 401K BTC 3.2

Labor Cost Accruals

When the new costing method of “Actual” is enabled, a new option allows cost accruals to be calculated by Project
Costing and then reversed when payroll amounts are interfaced from Payroll. This provides project managers a view
of labor costs in between payroll runs and also allows the transactions to be billed if desired. A setup option provides
the ability to enable or disable billing of labor cost accruals.

The cost accrual is calculated by multiplying hours by the employee rate. When the payroll actual amounts are
interfaced, the accrual transaction is fully reversed. The reversal transaction will be accounted in the same period as
the payroll actual transaction.

Expenditure Batch Reversal Program

Oracle Payroll has a roll back feature that allows users to reverse or retry a payroll run. To accommodate this feature
and to support error corrections, a new program has been introduced that will reverse the costing of labor
transactions and reestablish them as uncosted transactions. If an error is detected in a payroll run after it has been
interfaced to Projects, the roll back feature can be used in Oracle Payroll to delete the run results and the
expenditure batch reversal program can be used in Projects to reverse the cost transactions. When the payroll error
is corrected and a new payroll run is complete, the new amounts can then be interfaced to Projects to properly cost
the project transactions.

The expenditure batch reversal program can also be used when the wrong costing method is inadvertently applied
to a set of transactions. For example, if the labor transactions for an organization were costed using the “Actual”
method and they should have been costed with a method of “Standard”, the reversal program can be ran to reverse
the transactions, the costing method can be changed, and the transactions can then be reprocessed with the correct
costing method

CMRO Integration Enhancements

Oracle Projects integration with Complex Maintenance, Repair and Overhaul (CMRO) has been enhanced to support
non-routine, unplanned repairs. Prior to this release, a project is created for each maintenance visit and a project
task is created for each CMRO task. This integration works well to collect costs for schedule work. However, if the
technician decides to do preventive maintenance or discovers other repairs that should be made to prevent future
downtime, the cost related to these unplanned, non-routine tasks could not be easily tracked in Oracle Projects. In
this release, users can now create additional project tasks to track the additional work.

Also in this release, users also have the ability to associate a new CMRO visit with an existing project. Top tasks are
used in Oracle Projects to track the cost associated with each maintenance visit. This allows users to track all
maintenance visits under a single project. Refer to the Service Management Release Content Document for more
details.
Oracle Project Billing
Standard Invoicing for Adjusted Transactions

Prior to this release when an expenditure item is adjusted after it has been billed, the invoicing process will generate
a credit memo to reverse the billing of the original item and will then include the adjusted transaction on the next
standard invoice. With this release, the reversal transaction and the adjusted transaction can both be included on
the next standard invoice eliminating the creation of the credit memo.

To control processing behavior, a new attribute has been added to the billing set up form at the project and task
level. The valid values for the new attribute are as follows:

 None (Default): Retain existing functionality. Create credit memos when any expenditure item is adjusted
after it has been billed.
 Labor Accruals Reversals Only: Include labor accrual reversals on standard invoices. For all other adjustment
reversal transactions, create credit memos.
 Labor Only: Include adjustment reversal transactions for labor on standard invoices. For adjustments to non-
labor transactions, create credit memos.
 All Transactions: Include all adjustment reversal transactions on standard invoices.