ORACLE - PROJECTS

Danica CASSELS – PresenterJuly 2013

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Agenda

PNF/Project Numbers

Navigation/OP Header

Work Breakdown Structure

Expenditure Inquiry

EI – Accounts Payable

Revenue

Client Invoice Review

Report Generation – Oracle 12 applications

Report Generation – Discoverer

Project Notification FormProject Numbers

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PNF / Project Numbers

Form – partial view (1)

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PNF / Project Numbers

Form – partial view (2)

BU – Owner Organization Project Number/Type

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Navigation

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Password – Case sensitive Not network password

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Navigation – Cont’d.

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Items used regularly can be added to the Top Ten List

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Navigation – Cont’d.

Select item(s) on the left and add it/them on the right

Ten items can be added to your top list

Project Header Enter project number Click Find

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Oracle Project Header Add WBS (Tasks) Add Key Members

Set EcoSys Flag

ECOSYS FLAG CAN BE CHECKED ONLY AFTER WBS HAS BEEN SETUP IN ORACLE AND ECOSYS

• If your project is to be setup in Ecosys, need to set the flag in Oracle to ‘Yes’

Work Breakdown Structure

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WBS – Definition / Oracle Setup

Based on project budgets / requirements Usually setup as a parent / child relationship Usually segregated between labour and expenses

Structure must be approved by the Business Unit Lead

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WBS – Oracle Setup Service Type:

• Labor code or Expense codeo Labor and Expense = Man Hourso Expense = NONE

Billable / Allow Charges• For Lowest Level tasks• Both cannot be defined for a Parent (Peer) code

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WBS – Guide for Allow Charges / Billable / Service Type

Description Allow Charges Billable Service Type

- Cost can be booked- Client can be billed- Man Hours cannot be booked Y Y NONE

- Cost can be booked- Client can be billed- Man Hours allowed Y Y MAN HOURS

- Cost can be booked- Client will not be billed Y N MAN HOURS or NONE

- Cost cannot be booked, as a result client will not be billed N Y MAN HOURS or NONE

- No cost- No billing N N MAN HOURS or NONE

Note: Lower levels cannot be created when a transaction is booked against a higher level WBS element. Elements cannot be deleted if a transaction is booked against that element. Once transactions are booked against a lower level code, upper task cannot be used for transactions.

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WBS – Transaction Controls at TASK LEVEL Labor vs. Expenses

• To prevent vendor invoices charged to labor codes go to Transaction Controls

• Check the ‘Limit To Transaction Controls’ radio button

• Add Labor and Burdens to Category section

• If Labor is not billed to client, Labor is Billable NO

• If Labor is billed to client, Labor is Billable at Task Level

• Burdens are never Billable

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WBS – Transaction Controls Cont’d.

Software• If Software is booked to your project, it must be added to the Category section

• If not, it will cause problems with the labor import

DO NOT ADD TRANSACTION CONTROLS AT PROJECT LEVEL

Expenditure Inquiry

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Expenditure Inquiry – Definition of Terms

Expenditure Category• GAS

Expenditure Type Class• Leaded• Non Leaded

Expenditure Type• Regular• Plus• Super

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Expenditure Inquiry – Purpose / Use

Query by: Project Number only Period and Project Number Project Number and Item Dates Project Number and Expenditure Ending Date Billing Status fields

PLEASE USE: ‘TPNA RANGE ALL, RANGE PROJECT OR RANGE ACCOUNT’ ONLY

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Expenditure Inquiry – Creating Views

Click Folder on Menu Bar Show Field Pick Fields Save as a your view

Click Yellow Folder View opens Modify column names Right click / Change

To export – File, Export, Save, TSV = Delimited

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Expenditure Inquiry – Check Bill Rates

To check Bill Rates on a project, run Expenditure Inquiry, as below Open ‘Danica’s View’, as below Scroll to the right to locate Bill Rate System calculates it automatically

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Expenditure Inquiry – Transfer of NON-Labor Cost – Part I

Determine if there is an expense line coded incorrectly Below a line is coded to WI.NB.DE – non billable, it needs to be billable

Next go to ‘Tools’ on menu bar Select Transfer, see right. The ‘1’ beside it means that one line is being adjusted

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Expenditure Inquiry – Transfer of NON-Labor CostPart II

Box below opens when Transfer is selected Enter a WBS where the item SHOULD go – WI.EXP.DE below Click OK

Click ‘YES’ at the next Decision box Note below will pop up, click OK

Click ‘NO’ at the next Decision box Done

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Expenditure Inquiry – Transfer of NON-Labor CostPart III

Below is the result of the Transfer Original entry was made in PA Period Dec-12 Corrections and associated revenue was made in Jan-13

An Oracle process runs every evening which completes the transfer

Accounts Payable

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Expenditure Inquiry – Accounts Payable

Run Expenditure by Project

Review payments – If any View PO – if any

Revenue

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Revenue – Bill Rate Table

Oracle Project Header• Bill Rates and Overrides

oStandard Billing ScheduleoBill Rate Schedules – Labour / Expenses oRevenue Generation / Lump Sum

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Revenue – Errors / On Hold Items Errors

• Incorrect Skill Code• Expenditure Type missing in Bill Rate Table• Billable item booked to a Non-Billable WBS

On Hold Items• Friday PM Hours• Minus / Plus corrections• Change Order not approved

Client Invoice

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Client Invoice – Review

Navigate to Invoice Review Project Number Open / Details

Billing detail AR invoice / Payment Status (next slide)

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Client Invoice – Payment Status

Tools Activities

Payment Status

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Client Invoice Payment Status – for unpaid invoices issued in old Oracle version

To change from ‘OP User’ to ‘AR Inquiry’ follow instructions at right

At the next screen (below) double click Collections and open Customer Accounts

Have Customer and invoice number ready prior to following instructions below

Collector is always Default Enter Customer Name Click Find

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Client Invoice Payment Status – for unpaid invoices issued in old Oracle version Cont’d.

At the next screen, select Account Details

At the following screen choose an invoice or payment and select Activities

It is at the Activities screen where payment details are located Clicking the Details field will open a Transaction window that maybe

useful later

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Report Generation In OP User on left hand side, click Other, Requests,

Run Screen below opens Click OK for a Single Request

At the following screen enter name of the report

If name is not known or if partial name is known, enter %partialname%.

Hit tab A list will come up, choose the report, see next

slide

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Report Generation – Cont’d. Enter Project Number Click OK Click Submit Box below will pop up If you do not want to submit another

request hit No

The screen will disappear, that’s fine Next, on the Menu bar, under View, go to

Requests

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Report Generation – Cont’d. Find Requests screen opens Click Find Form below opens Your request is the first one, highlighted below Click View Output

Screen below opens (partial view) Click Tools on the menu bar, then Copy File

Screen below opens in your browser Save File

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Report Generation – Discoverer (New)

To run Discoverer reports go to Applications on TP NET

Towards the bottom, on the right hand side you’ll see below:

Select Discoverer Plus Page below opens Ensure Connect to is ‘Oracle

Applications’ Ensure Database is ‘ptpnai’ Sign in using your Oracle 12

parameters Select ‘Go’

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Report Generation – Discoverer (New) – Cont’d.

At the next screen choose a responsibility

Select ‘Continue’ at the far right

Window at left opens Check ‘Open existing’ radio button Click ‘Browse’

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Report Generation – Discoverer (New) – Cont’d.

At the next screen choose a Workbook

Click ‘Open’

Each Workbook has several tabs to choose from

If there more tabs, other than ones shown, a gray arrow will be visible at right

Select a tab Enter parameters

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