Project Partners Blog

Posts Tagged ‘Oracle project costing’

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 Neeraj Garg

Oracle E-Business Suite Project Costing

Labor Costing Enhancements: Labor transactions in Oracle Projects can now be costed via several new methods:

  1. Costing using HR Rates (includes support for multiple rates and rate by criteria). This feature now enables support for the Davis-Bacon Act.
  2. Support in Oracle Time and Labopr for additional data to be captured to support rate by Criteria.
  3. Total Time reporting. This feature allows the standard/actual cost for Exempt employees to be automatically pro-rated over all hours charged to projects by the employee. Prior to this enhancement, exempt employee costs could be over-counted if they charged more than the standard working hours.
  4. Labor costing using Payroll actuals. This feature supports using actual payroll costs to drive project labor costs. Support is included for Oracle Payroll or a third party payroll system.
  5. When using Payroll actuals for labor costing, you can choose to accrue labor cost using standard rates prior to payroll run. This allows you to continue billing all project costs using the accrued standard cost and then post adjustment entries to invoices based on the actual payroll run. When combined with the “Adjusted transactions on standard invoice” feature in Oracle Project Billing, this makes the accrual adjustment feature seamless to the end client.
  6. Expenditure Batch Reversal: In order to support the payroll feature of reversing a payroll run, Oracle Project Costing now supports reversing the costing for an expenditure batch and reverting the costed transactions to an uncosted state.

Integration to Oracle Complex Maintenance,Repair, and Overhaul (cMRO):  Support for unplanned and non-routine  maintenance has been added to the integration to Oracle cMRO in addition to existing support for Regular maintenance. Such maintenance visits/activities can now be associated to new or existing projects/tasks.

Enhanced Cost Collection by Cost Code: A new classification –Cost Code – is now available on a project/task. A Cost Code can be a multi-segmented attribute and can be setup to represent a hierarchy of values.  These cost codes are predefined during implementation and can be associated to a project. Each task can then be assigned one or more values for the cost code. Once this is done, all actuals must now include valid cost code values in addition to project and task. This allows for more granularity in setup and collection of actual costs and easy comparison of similar types of costs across projects and tasks for metrics like productivity that are key in the Engineering and Construction industry.

Self-Assessed Tax from Payables: Oracle E-Business Suite Projects Applications will now bring over any self-assessed tax on project related supplier invoices from Oracle Accounts Payable as a project expense.

Oracle E-Business Suite Project Billing

Standard Invoicing for Adjusted Transactions: Adjusted transactions can now be included on a net new invoice instead of going to a credit memo. This is controlled via an option at the project and task level for labor transactions only, or for all transactions.

Oracle E-Business Suite Project Management

Planning with HR Rates: If you use the HR Rates option for labor costing, these rates are also available in the planning screens (WorkPlans and Financial Plans) to determine planned cost for labor lines.

Forecasting Using Updated Rates: When generating a forecast, ETC amounts are now computed using updated rates (from the rate schedules) for all rate based resources.

Planning Without Resource Classes: You can now plan for projects, tasks and resources without assigning a resource class. This allows additional flexibility in determining the planning granularity

Planning by Cost Codes: You can now plan by cost code (assigned to project/task) and further at any level of the cost code you choose.


Online Patching: In addition to these features specific to Oracle E-Business Suite Projects, the biggest technology update is Online Patching.  Online Patching uses the Oracle Database 11g Release feature of “edition-based” redefinition to significantly reduce the downtime traditionally needed for patching and related maintenance activities.

The way this works is fairly elegant. An “edition” is a private environment in which you can redefine database objects. With online patching, patches are applied to a separate edition while users are working with the original edition. After applying patches, the system is cut over to make the patch edition the new production edition. After the initial upgrade to Release 12.2, all future patches and maintenance packs will be applied online, requiring only a brief cutover period to make the new functionality active.

If you have any questions about the new features in Oracle E-Business Suite Applications, Release 12.2, don’t hesitate to contact us via our online form, or call me at +1.650+712.6200.

By Kimberly McDonald Baker

We want to be sure you don’t miss a new case study article featured in the November 2012 issue of Profit Magazine, titled “Unifying Financial and Project Management” In this article you will learn about Colonial Pipeline Company’s integrated Oracle E-Business Suite and Primavera systems, and a few of the benefits that Colonial is receiving.

With the new, integrated Oracle system, Colonial will have all project related financial records and information in one centralized repository. Project managers and the leadership team will be able to view individual projects or overall capital spend easily. With the new system, Colonial expects time spent on monthly status reporting to decrease by 75 percent, from 8,000 to 2,000 project management hours annually.

“This is a paradigm shift of work for our project managers from doing data manipulation to actually being a project manager,” says Phillip Chandler, Financial Controls Administrator at Colonial Pipeline Company. “This allows them to support our customers both internally and externally in a more effective manner.”

Chandler says Project Partners has helped Colonial implement best practices into its processes, making the company more efficient. “The Project Partners team is sensitive to the specific needs of Colonial. At the same time, they are able to present solutions from an outside perspective that we also need to grow as a business,” says Chandler. “Project Partners has provided the expertise and professionalism that we needed for developing and implementing our project.”

You can read the full article here.

By Neeraj Garg

This is the third of three articles discussing new enhancements in Oracle E-Business Suite Projects Applications Release 12.2. In this article we address the third of three key enhancements: Costing Using Payroll Actuals

Costing Using Payroll Actuals

This enhancement enables companies to use actual payroll costs from Oracle Payroll or a third-party payroll system to cost project labor transactions. These actual costs are distributed to the labor transactions on projects using new mapping rules that specify the expenditure type, cost type and distribution rules to be used for this purpose. Figure 1 shows an example of this mapping.

Payroll Actuals Figure 1

Figure 1


Drawing on this mapping and the amounts retrieved from the payroll system, the costing process will distribute payroll costs to various labor transactions, as illustrated in Figure 2.

Payroll Actuals Figure 2

Figure 2


The resulting distributed costs are shown in Figure 3.

Payroll Actuals Figure 3

Figure 3


Users also have the choice of accruing standard labor costs prior to a payroll run in order to report project costs and support billing. When payroll costs are distributed, the accrued costs are automatically reversed. In addition, a new process has been introduced in the solution to support payroll roll-backs needed for error correction. This process will reverse out an existing labor distribution to projects, making all the transactions re-eligible for costing. Then, when the new payroll run is completed, these transactions can be costed with the corrected payroll numbers. This process may also be used to correct errors in the setup of labor costing in Oracle Projects. For example, it can be used to reverse out a standard costing run and replace it with an actual costing run.

As with the Costing Using HR rates method described above, companies implementing this feature need consider the need for labor-cost information security, because actual labor costs may be exposed.


With this recent set of enhancements, Oracle E-Business Suite Projects has evolved into a more complete solution that can be used to address nearly any costing requirements that companies may have. Oracle users can more easily take advantage of various approaches to labor costing, using payroll data, HR rates and total time. These enhancements allow companies to manage and perform costing in ways that fit their specific needs, which in turn helps create a better understanding of project costs and, ultimately, profitability.

If you have questions about the new costing enhancements, the use of costing extensions, or any other issues pertaining to using Oracle Applications in an project-intensive environment, contact us! We are always very happy to help end-users make the best use of the applications that we at Project Partners originally invented.

By Neeraj Garg

Continuing from last week’s blog article, new enhancements in Oracle E-Business Suite Projects Applications Release 12.2 allow companies to address various project costing requirements without the use of extensions. There are three key enhancements:

  1. Total Time Costing
  2. Costing Using HR Rates, and
  3. Costing Using Payroll Actuals.


Total Time Costing

This enhancement addresses the need to cost labor transactions using effective rates, and especially to encompass exempt employees who do not get paid for overtime work. Like Standard Costing, this enhancement works with standard rates. However, it computes an effective rate for costing labor transactions based on total time charged for a period and the base hours for that period.

There are three new setup elements that are needed to enable Total Time Costing:

  1. Effective period (typically, this will be “weekly”)
  2. Base hours
  3. Enabling Total Time Accounting – new Costing Method for Labor Costing

With these three elements enabled, the effective rate used for costing labor transactions is now computed using the following three-step formula:

                 I.          Base Hours/Charged Hours * Derived Rate = Effective Rate
                II.          Effective Rate * Charged Hours = Raw Cost (Labor)
               III.          Labor Raw Cost * (1 + Burden Multiplier) = Total Burdened Cost (Labor)

In addition, if Total Time Costing is enabled and a new or adjusted transaction is introduced for a person for a previously costed period, the solution does not re-cost all transactions in that previous period. That is, it leaves them at the old rate rather than applying the new rate that was derived using the new total charged hours.

Overall, this enhancement allows users to accurately cost labor for exempt employees. It also allows organizations to meets federal contracting rules for exempt employees, as spelled out in the DCAA Contract Audit Manual, Section 9.

Costing Using HR Rates

This enhancement enables organizations that hold employee rate information in Oracle HR to directly use these rates for project labor costing. This feature is enabled by setting Rate Source in Oracle Projects to “HR” in the costing rule allocation. Rates are then retrieved from the Oracle HR rate matrix using “Rate by Criteria.”

There are many standard criteria available for setting up matrix rates in Oracle HR. Users can also add custom criteria to the rate matrix; these criteria can even call for rates at the project and task levels, if that degree of granularity is needed. Typically, the most commonly used criteria in a matrix are “job,” “location,” and “work type.” A new Project Timecard Template in Oracle Time and Labor has been seeded with these three attributes.

HR rates may also be enabled for use in planning when companies need to compute labor costs in budgets and forecasts.

This enhancement can also play a role in compliance. For example, many companies will benefit from the fact that it enables support for the Davis-Bacon Act in the U.S., which requires companies to pay minimum prevailing wage rates for construction work done at a given location. Also, because the HR rates used in calculations are the actual rates paid to employees, it is very important that labor-cost information security be carefully considered and implemented prior to enabling this enhancement.

In the next blog article we will discuss Costing using Payroll Actuals.

Try Us and Find Out How You Can Have It All Right Now!

By Pat Bowyer

On March 28, 2012, we presented an OAUG Sponsored webcast to discuss and demonstrate the timecard entry solutions we’ve developed, our mProjects Time Management™ mobile timecard and our TimeSpeed™ spreadsheet user-interface applications, both fully integrated with Oracle Time and Labor and Oracle Projects, and extending the functionality of those applications, that will help take the headache out of project timecard entry.

Sound interesting? You can register to view the recorded webinar here.
Read the rest of this entry »

by Robert D. Anderson, CPA

On January 18th, I presented a webinar featuring a case study of a firm that is successfully using Oracle E-Business Suite Projects, Oracle Order Management and Oracle Receivables, and I showed how they manage their revenue.  This customer leverages R12.1.3 revenue management functionality for GAAP revenue recognition and uses EBS Projects with a different revenue recognition basis.  In this webinar I also showed how creative approaches to integrating Orders and Projects are possible with minimal development, that robust solutions support long term business needs while also providing flexibility for growth, and that simple approaches lead to the best long term solutions.

Sound interesting?  You can view the webinar here

Have two minutes?  View our new video showing how easy it is for you to manage your timecards and charge time to a project, while leveraging Oracle Time and Labor Functionality - from your smart phone.  Check it out here

By Ravi Shankar, PgMP, PMP, PMI-RMP and PMI-SP

Oracle E-Business Suite (EBS) Projects Applications Release 12 provides rich functionality to support multi currency processing capabilities in the areas of accruing revenue and generating invoices.  Revenue is always processed in the project functional currency, as distinct from the project currency and project funding currency.  Revenue amounts derived in the billing transaction currency (invoice processing currency) are converted to project functional, funding and project currency during the revenue generation process.  The Release 12 EBS system tracks and posts the revenue, unbilled receivables and unearned revenue in both the functional and billing transaction currency to the general ledger, thereby giving full visibility, both at the project level and in the general ledger, of the details of revenue in the different currency options. Read the rest of this entry »

The information below provides an overview of the reporting and metrics available in Project Analytics for Project Executives. The pages have been configured to use Quarters; however, Period could have been configured as the ‘time grain’ instead. The information on each tab in the Project Executive area has been taken from the Dashboard Index. Additional information below each of the screenshots describe details of the metrics and functionality within each of the interactive dashboard pages.

Project Executive

Screenshots of the default dashboard for each tab within the Project Management reporting area are shown below. Results in the dashboards can be filtered using the parameters at the top of each dashboard (Fiscal Year, Fiscal Quarter, Fiscal Period, PA Period, Business Unit, Organization, Project Manager Name, Project Class, Project Type, Program Name, Project Name, and Service Type). Additional query modifications are available using the ‘Modify’ link.

2.1 – Overview

Provides the default aggregated view of information for all the organizations satisfying the dashboard filter criteria, with the ability to drill down to project details that each organization responsible for. This dashboard page provides quick overview of Inception-to-date performance, variances, and the number of projects that each organization is currently executing and their profitability and cost performance.

ITD Performance (Forecast, Budget and Actual) by Quarter and Organization uses Views (Chart, ITD Data, and ITD Variance) to display the information. You can drill thru to Project Invoice Aging as well as to Project Commitments. The graphs include ITD Margin %, Cost, Revenue Margin, Forecast Cost, Forecast Revenue, Forecast Margin and Forecast Variance.


Projects in Progress uses Dimensions (Organization and Project Type) to Display (Chart or Table) the number of ongoing projects. Changing the Dimension changes the display for the charts adjacent and those listed immediately below. Project Health by Margin Performance Displays (Chart or Table) the health of the projects with accumulated revenue (On Track, At Risk, Critical).

Profitability Summary by Organization Displays (Chart or Table) the margin percentages of the projects. Revenue Amounts and Margin Amounts represent the axes of the graph. Cost Performance by Organization Displays (Chart or Table) Percentage Cost Variance by the Dimension selected. You can drill thru to Cost Budget Details by Organization.


2.2 – Profitability Management

Provides the detailed profitability information for the organizations and the projects under the organizations with the ability to drill down to projects, tasks and resources. It provides the comparisons of the profitability to the budgets and forecasts, and period over period changes in the margin, including trending with the ability to drill down to the project, task and resource details.

Actual Profitability by Organization, Project Class, Project Type allows you to report by Project Organization (show above), Project Class, Project Type or Program. You can View the information by Margin Percentage, Margin, Revenue, Cost and Data. Above, Actual Margin Percentage is compared to QAGO (one quarter prior) and Actual Margin. You can drill thru to Actual Profitability Year Over Year by Organization.

Forecast Profitability by Organization, Project Class, Project Type allows you to report by Project Organization (above), Project Type, Project Class, and Program Name. Forecast Margin Percentage by Project Organization is displayed above. You can drill thru to YTD Profitability by Organization.

Profitability by Top Job Codes Displays (Chart or Table) Margin Percentages for all the Top Job Codes. You can click on the link to view Profitability for all Job Codes.

Profitability by Top Customers Displays (Chart or Table) Margin Percentages for the top customers. You can display Profitability for all Customers as well.


Actual Profitability Trend by Fiscal Period uses Views (Trend, Revenue Distribution, Cost Distribution, Margin Distribution and Data to report Actual Margin Percentage, Actual Revenue and Actual Cost. Margin Change Quarter Over Quarter Trend by Organization uses Views (Margin Percentage Change, Margin Change, and Data) to report quarterly margin changes.

Profitability Details by Project Organization Summarizes (Project Organization, Project Class, Project Type, or Program) Revenue Budget, Cost Budget, Actual Revenue, Actual Cost, Actual Margin, Actual Margin Percentage, Forecast Revenue, Forecast Cost, Forecast Margin, Actual/Cost Budget Variance, and Forecast/Budget Cost Variance.


2.3 – Cost Management

Provides the detailed cost information for the organizations and the projects under the organizations with the ability to drill down to projects, tasks and resources. It provides the cost comparisons of organizations, programs, expenditure categories, and cost variances by top projects, top resources, including trending with the ability to drill down to details.

Actual Cost by Organization by Financial Resource uses Dimensions (Expenditure Category, Project Organinzation, Project Type, Program, and Supplier Name to Display (Chart or Table) Total Cost, Raw Cost, Burden Cost, People Cost, Equipment Cost, Billable Cost, Non-Billable Cost, Capitalizable Costs and Expenses. You can also drill thru to Actual Efforts by Organization by Financial Resource.

Cumulative Cost Variance by Top Projects Displays (Chart or Table) ITD cost variances for your top projects. You can view this information for all projects via Cumulative Cost Variance by Project. Cumulative Cost Variance by Top Resource displays variances for top resources. All resources may be viewed via Cumulative Cost Variance by Resource.

Actual Total Cost, Billable Cost Trend by Fiscal Quarter displays Cost, Billable Cost, Non-Billable Cost, and Billable Cost Percentage by quarter. You can click on the Fiscal Quarter to view Cost Trends. This information is displayed in tabular and graphical format.

You can drill thru to Cumulative Cost Billability by Project, Cumulative Cost Variance by Project, People Effort Trend by GL Period, Cumulative Cost Trend by Fiscal Period, and Cost Transactions.


Cost Trend by Fiscal Period has two Views (Summary by Fiscal Period, Details by Project) of Current Cost Budget, Forecast Cost, Billable Cost, Non-Billable Cost, Actual Cost, Cost Percentage Spent, Cost Variance and Cost Variance Percentage. The information is display both in tabular and graphical format.

2.4 – Revenue Management

Provides the detailed Revenue, Billing and Funding information for the organizations and the projects under the organizations with the ability to drill down to projects, tasks and resources. It provides revenue, billing and funding comparisons of organizations, customers, and programs, and revenue performance by top projects, top customers including trending with the ability to drill down to details.

Revenue by Organization by Customer uses Dimensions (Customer, Revenue Category, Project Organization, and Program) to Display (Charts or Tables) to compare Revenue to Bill Amounts. In the table format, you can click on Project Organization to drill to Project or Project Manager details. Unearned Revenue vs Unbilled Receivables shows these amounts by the dimension selected.


Revenue by Project Location initially displays the information by Country. You can click on the country to view revenue details by Project State and Project City. You can drill thru to Revenue Trend by Project Location by Fiscal Quarter.

Revenue by Top Customers by Top Projects allows you to select Dimensions (Customer or Project Name) to Display (Chart or Table) Margin and Margin Percentage by the dimension selected.


Revenue Trend by Fiscal Period allows you to choose a View (Summary by Fiscal Period or Details by Project) Current Budget Revenue, Forecast Revenue, Revenue Amount, Bill Amount, Unbilled Receivables, and Unearned Revenue. The information is displayed in table and graphical format. You can drill thru to Cumulative Revenue Trend by Fiscal Period, ITD Actual Revenue Details by Organization, and Revenue Transactions.


Funding Details by Organization displays Initial Funding Amount, Additional Funding Amount, Adjustment Funding Amount, Cancelled Funding Amount, and Net Funding amount by Project Organization. Remaining Funding Amount by Organization for Active Projects displays Project Organization, Customer, Funding Amount, Revenue Amount, Remaining Funding Amount, and Remaining Funding Amount Percentage in a table.

Lost Funding Amount for Closed Projects shows Project Organization, Customer, Funding Amount, Revenue Amount and Lost Funding Amounts. You can also drill thru to Remaining Funding Not Started by Organization or to Agreement Summary by Organization.



The Project Executive area of Project Analytics provides those users whose organizations are responsible for running projects the appropriate level of visibility into the type of information they need to effectively manage and forecast results for the enterprise. And since the pages are interactive, managers can focus on the metrics that are meaningful to the organization and download that information as needed.