Project Partners Blog

By Wendy Lamar

Pay when paid functionality has been added to Oracle E-Business Suite as part of integration with procurement. The pay when paid functionality improves cash flow management by preventing payment to subcontractors until the customer invoice has been collected. Further, the supplier workbench provides the Project Manager improved visibility to the vendor invoice information, as well as enabling the management of invoice holds directly from the workbench.

When the purchase order is created, it should be setup with pay when paid enabled. Once the goods have been received or the work has been confirmed, the vendor invoice can be created either by interface using pay on receipt functionality, interfaced from a third party system, or manual entry, and it must be matched to the purchase order. The invoice is automatically placed on pay when paid hold. Once this hold is released, assuming no other holds, the vendor invoice is eligible to pay on terms.

In Projects, the resulting expenditure item has the expenditure type class of Supplier Invoice. To enable automatic linking between Payables and Receivables, the project customer invoice should be based on the expenditure items (work based billing), and the expenditure item is billable. In this case, when project invoices are generated the expenditure item is included and the customer invoice is interfaced to Receivables. This automatically creates a link between the customer invoice and the vendor invoice, based on the expenditure item. Linked Invoices are viewable from the supplier workbench.

For project invoices that are not expenditure based, the customer invoice will not be linked to the source expenditure item. In this case, there would be no automatic link created between the vendor invoice and the customer invoice. However, a manual link can be placed between a vendor invoice and a customer invoice, as long as the vendor invoice is on pay when paid hold.

Project Types can be configured in the Billing Information region to enable automatic release of pay when paid holds. When enabled, the concurrent program PRC: Release Pay When Paid Holds runs and automatically releases any vendor invoice holds when the related customer invoice has been fully collected. If the customer invoice has only partial cash application, the hold is not released. There is a client extension available for this process to be extended to accommodate your release rule requirements. Additionally, holds can be released manually from the supplier workbench.

A new workflow has been added which notifies the project manager when cash has been applied to a project related customer invoice. This workflow is optional, and can be modified to suite your business requirements.

The supplier workbench is a very useful tool for your project management team. Here they can review all invoices – customer and vendor – related to the project. They can also manage vendor invoice holds, view collection details on customer invoices, view linked invoices between AR and AP, and even create manual links between AP and AR invoices, if an AP invoice is on pay when paid hold.

From the supplier workbench, there is a subtab named Deductions. This page allows the project team member to process a deduction to recoup costs from a subcontractor. For example, you may have provided your subcontractor with fuel during the course of their work, and a deduction allows you to recover costs from the sub. The deduction is entered and submitted, including the amount and expenditure type. The concurrent program PRC: Import Deductions to Payables runs and interfaces a debit memo to payables. This debit memo can be processed in a payment batch to reduce the amount paid to the vendor. Once the invoice has been validated and approved, the concurrent program PRC: Interface Supplier Costs interfaces the related expenditure item for the offset back to Project Costing.

Register to view a new on-demand webinar that explains this functionality, and its benefits, in more detail: The Business Benefits of New Costing Functionality in Release 12.2

By Wendy Lamar

Oracle E-Business Suite (EBS) Release 12.2 includes new functionality that provides a more accurate view of your project labor costs, and expedites customer billing and revenue recognition.

Release 12.2 allows companies to integrate their payroll – Oracle or Third Party – to apply actual labor costs to labor transactions, resulting in a more accurate view of your project labor costs. This also allows the use of actual costs for calculating your burden costs when applicable. Additionally, Oracle added functionality to allow for accrual of the labor costs using either standard accrual rates or HR rate matrices to accrue this cost for reporting, expedited customer billing and revenue recognition, and/or accounting entry recognition in general ledger.

Integration between Oracle Time and Labor (OTL), Oracle Payroll or a third party payroll application, and Oracle Project Costing allows the timecard to be entered in OTL and interfaced to Project Costing creating an uncosted expenditure item of expenditure type class Straight Time or Overtime. Next, after the related payroll has been processed and costed, by running the new process PRC: Process Payroll Actuals, the costed payroll information is applied to the related Oracle Time and Labor expenditure item. Costs appear after the concurrent program PRC: Distribute Labor distributes the labor costs on the expenditure item.

In addition, new functionality allows the interface of costs directly from your payroll system to Oracle EBS Projects bypassing OTL if the transaction is not timecard related. This process results in an expenditure item of expenditure type class Miscellaneous. For example, this feature might be used to recognize a bonus or a payroll adjustment not tied to a time entry.

The primary configuration required for this functionality involves defining a labor costing rule using the method of Actual Cost, and defining your Pay Element Distribution Rules. These rules map the payroll element to the related expenditure item and control how to distribute the payroll costs to an existing or new expenditure item.

By configuring the labor costing rule to allow accruals, you are able to apply cost rates to the straight time transactions to accrue your labor costs between payroll processing cycles. The rates used to accrue your labor costs between payroll cycles can be derived from HR rate matrices or you can calculate labor cost accruals using rate schedules. These costs are reversed when the actual payroll costing is interfaced to projects. If you do not wish to use the labor cost accruals, you simply disable the functionality for the labor costing rule. For example, if both your time entry and payroll cycles are weekly, you may have no need to accrue the labor costs. However, if your time entry is weekly but payroll cycle is bi-weekly or semi-monthly, you may want to accrue these costs for reporting purposes between payroll cycles.

Register to view a new on-demand webinar that explains this functionality in more detail: The Business Benefits of New Costing Functionality in Release 12.2

Join us in San Diego, January 15 to 17 for the Construction CPM Conference.

Tamim Kulaly, PMP, will be presenting a Special Training Session – The Use Case for Primavera Unifier and P6, on Saturday, January 17th at 8:00 a.m.

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Our Fall 2014 Primavera Newsletter is online now, and contains the following.

Two New Reports from Oracle:
o Delivering Success in Public Infrastructure Projects
o Connecting the Dots – Extracting Value From Your Portfolio Data

New Infographic: Six Critical Success Factors for Business-Driven PMO Success

New Presentation: What is New in Primavera Unifier 10.1

New On-Demand Recorded Webinars
o The Benefits of Oracle Instantis For E-Business Suite Projects Users
o Uncover Valuable Insights and Quickly Take Action With Primavera P6 Analytics and BI Publisher
o Primavera Unifier for Capital Projects Management
o Learn About the New Primavera Gateway and How to Use It

Integrating Primavera With Your Other Applications

View the Newsletter

Project Partners is the global leader in using cool technology and stuff within firms that manage enterprise projects. See this 1 minute video and learn more.

Oracle’s 5th Annual Primavera Virtual Summit Will Unveil Industry Research and the Latest Oracle Releases

Don’t miss this year’s Primavera Virtual Summit on November 6, 2014. This influential virtual summit is free. Read the rest of this entry »

By Kimberly McDonald Baker

A new white paper published by Oracle, Delivering Success in Public Infrastructure Projects, provides a compelling portrait of the quantifiable benefits delivered by Enterprise Project Portfolio Management, especially as pertaining to public infrastructure or civil engineering projects.

“Research from the Project Management Institute (PMI) suggests that performance in meeting project goals, timelines and budgets creates a financial impact of staggering proportions. Organisations with high performance in these three measures risk only US$20 million per US$1 billion spent, while their less successful peers jeopardise US$280 million for the same US$1 billion spent.”

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Oracle has just unveiled a new product: Oracle Project Procurement, as part of E-Business Suite Release 12.2.4.

Oracle describes Project Procurement as enabling project teams to establish and measure strategic project objectives and drive project procurement planning, decision-making and execution throughout the lifecycle of a project.

The solution reportedly provides an integrated platform for project managers and project buyers to collaborate, giving everyone the information they need to make planning and execution decisions without the need to “alert, notify or engage in unproductive communication.” That’s an interesting statement! Read the rest of this entry »

Oracle has just published a new EPPM Board whitepaper.

Mike Sicilia, SVP and GM of the Oracle Primavera Global Business Unit, and the rest of the Enterprise Project Portfolio Management Board met to discuss and assess the quality of project portfolio performance information available to executives.

“Quality is of course the key value in this pursuit, because no organization suffers for a lack of information quantity,” Mr Sicilia said. “Rather, the emphasis is on providing focus, and aligning the insights generated with the values and measures most directly connected to the decision making process.” Read the rest of this entry »

Continuing our discussion of Oracle E-Business Suite Project Manufacturing (PJM), how can you determine whether Oracle PJM is a fit for your organization? And what benefits does Oracle PJM deliver?

Industries Supported

Oracle Project Manufacturing was designed to support firms in the following industries.

  • Engineer-to-Order
  • Make-to-Order
  • Seiban
  • Aerospace and Defense

A common denominator is that these companies plan, track, procure, and cost based on project, contract, or Seiban numbers. Read the rest of this entry »