PROJECTS TO AR INTEGRATION

Oracle Projects Invoice Flow

This article gives a basic understanding of the Oracle Projects Invoice Flow:
Oracle Projects Invoice Flow:
Below are Steps that needs to be followed for successfully creating a
Projects Invoice and interfacing it to Oracle Receivables.
1. Creation of Contract Project (Mandatory)
2. Assign a Customer for the Project (Mandatory)
3. Create an Agreement with the Customer (Mandatory)
4. Fund the Project through the Customer Agreement (Mandatory)
5. Create an Approved Revenue Budget for the Project (optional).
6. Baseline the Funding (Mandatory).
7. Generate Draft Revenue (Optional).
8. Generate Draft Invoice (Mandatory).
9. Approve and Release the Draft Invoice (Mandatory).
10. Interface Draft Invoices to Oracle Receivables. (Mandatory)
11. Tieback invoices back to Oracle Projects. (Mandatory).

1. Creation of Contract Project:

Create a Project of Contract Project Type. Only Contract Projects can be
associated with a Customer. Create WBS Structure for the Project. Identify
the Project Manager. Assign Team members if needed.

Tables Involved
PA_PROJECTS_ALL Projects Table
PA_PROJECT_TYPES Project Types Information
PA_TASKS Tasks Associated with the Projects (WBS Information)
PA_PROJECT_PLAYERS Contains the Key Member Assoications with
the Project including the Project managers.
2. Assign a Customer for the Project:
Assign a Customer to the Project and the Bill to Address for the customer,
so that the customer can be billed. Also you can assign Billing and Shipping
Contacts for the Customer in the Customers Options in the Projects Form.

Tables Involved
PA_PROJECT_CUSTOMERS Projects-Customers Association
3. Create an Agreement for the Customer:
A Funding Agreement needs to be created for the Customer with the Terms
and the Agreement Amount. This can be done using the Agreements Form.
Here you can specify the Hard Limts . If the Hard Limit is set for Revenue,
Revenue cannot be generated past the funded amount for the project.
Similarly if the Hard Limit is set for the invoice, the customer cannot be
billed past the funded amount in the agreement for that project.

Tables Involved

PA_AGREEMENTS_ALL Agreement Header Information.

4. Fund the Project through the Customer Agreement:
Fund the Project using the Customer agreement created in Step 4. This can
be done using the Fundings Section in the Agreement Form. If a customer
agreement already exists for this customer, you can use the same agreement
to fund this project.

Tables Involved
PA_SUMMARY_PROJECT_FUNDINGS Project Funding Information.
5. Create an Approved Revenue Budget for the Project:
This Step is optional, if the Baseline Funding without Budget option is
set at the Project level. If this option is not set, then an approved revenue
budget for the project has to be created with the funding amount. Baselining
this budget, baselines the funding automatically.

Tables Involved
PA_BUDGET_VERSIONS Budget header info
PA_BUDGET_LINES : Budget Line level info
6. Baseline the Funding:
If Baseline Funding without Budget is set then the funding can be
baselined without the Approved Revenue Budget. Oracle Projects creates an
internal Approved Revenue Budget with the budget amount equal to the
Funding amount and baselines both the Budget and Funding.
7. Generate Draft Revenue:
This step is optional depending on the Distribution Rule for the invoice. If
the invoice distribution rule is WORK, this step is mandatory. The process
PRC: Generate Draft Revenue for a single Project is run for the Project. If
revenue needs to be generated for multiple projects, run the PRC: Generate
Draft Revenue for range of Projects process giving the Project Number

ranges.

Tables Involved
PA_DRAFT_REVENUES_ALL Revenue Header info
PA_DRAFT_REVENUE_ITEMS Line level details.
PA_CUST_REV_DIST_LINES_ALL Revenue distribution lines for the
Expenditure items
PA_CUST_EVENT_RDL_ALL Revenue distribution lines for the events
8. Generate Draft Invoice:
Run the Process PRC:Generate Draft Invoice for a single Project, giving
the Project number as parameter. This will generate draft invoices only for
that project. If you want to generate invoices for multiple projects, run
PRC: Generate Draft Invoice for a range of Projects giving the Project
number ranges.

Tables Involved
PA_DRAFT_INVOICES_ALL Draft invoice header information
PA_DRAFT_INVOICE_ITEMS Item level information
9. Approve and Release the Draft Invoice:
The invoices needs to be approved and released in order to interface them to
AR. This can be done in the Invoice Review Form. Alternatively the
Automatic Approval and release client extension can be used to
automatically approve and release the invoices. But it all depends on the
business scenario. Generally an invoice accountant will review the invoice,
approve and release it.
The approval workflow can also be customized to have a multi-level
approval mechanism.

10. Interface Draft Invoices to Oracle Receivables

Run the PRC: Interface invoices to Receivables process in order to
interface the released projects invoices to AR. This process will populate the
AR interface table. Once this process is run, in AR, the Autoinvoice
importprocess need to be run so that it will create AR invoices from the
interface records.

Tables Involved
RA_INTERFACE_LINES_ALL
RA_INTERFACE_DISTRIBUTIONS_ALL
11. Tieback invoices back to Oracle Projects
Once the Autoinvoice import is successfully run, the PRC: Tieback
Invoices from Receivables process is run to update the status of the invoice
import in AR to the Projects Invoices
AP TO PROJECTS INTEGRATION

PA AP Flow:
Here iam considering the AP invoice integration with Oracle Projects. I will
explain about the Expense Reports flow in another topic.
This integration involves 2 sub processes given below:
Interfacing Supplier Invoice From Oracle Payables To Oracle Projects
Interfacing Supplier Invoice Adjustments From Oracle Projects To Oracle
Payables
Interfacing Supplier Invoice From Oracle Payables To Oracle Projects:
This process involves :

1. Creating the invoice.

2. Approve the invoice.
3. Account for the invoice in payables.
4. Run the Interface Supplier Costs process in Oracle Projects which
interfaces the invoices from AP to PA.
Interfacing Supplier Invoice Adjustments From Oracle Projects To
Oracle Payables:
This process involves:
1. Adjust the supplier invoice interfaced to Oracle Projects by either splitting
the quantity or transferring an invoice from one project/task to
another.
2. Execute the PRC: Distribute Supplier Invoice Adjustment Costs process in
Oracle Projects.
3. Run the PRC: Interface Supplier Invoice Adjustment Costs to Payables
process in Oracle Projects.
Important Project Related Fields in AP:
Project Name Project Name to which the Invoice is accounted in
Payables.
Task Number Task Number of the Project to which the invoice is
accounted. Note: If the Task is not chargeable, the system displays the
following error message: APP-PA-19270 The Task is Not Chargeable.
The same error will be received if the Chargeable Flag is not checked
while defining Tasks in Projects Setup or if the task is a Parent Task.
Expenditures cannot be created at the Parent Task level.
Expenditure Types Expenditure Type of the invoice. This is based on
the projects expenditure types (pa_expenditure_types table)

 Expenditure Item Date The date of the invoice expenditure item to be

created in Projects.
Expenditure Organization Active Project Expenditure/Event
Organization against which the invoice has to be mapped. The
Expenditure Org can be find in PA_ALL_Organizations table with
pa_org_use_type = EXPENDITURES. For any organization to be a
Expenditure Organization, it has to be classified in HR as
Expenditure/Event Organization.
Quantity Based on the Expenditure Type definition, quantity is verified
by checking the PA_QUANTITY column in the
AP_INVOICE_DISTRIBUTIONS_ALL. If the COST_RATE_FLAG
column in PA_EXPENDITURE_TYPES table is set to Y, then the
quantity field in the Payables Invoice Workbench needs to be filled in.
Once all the requisite information has been entered and the invoice
distribution saved, the system checks whether the values given in the
Project, Task, Expenditure Type and Expenditure Organization fields are
active as of the Expenditure Item Date.
The following columns in the AP_INVOICE_DISTRIBUTIONS_ALL
table are relevant for project-related supplier invoices:
1. PROJECT_ACCOUNTING_CONTEXT This column is set to Yes if
the Project ID column is filled.
1.

ASSET_ADDITION_FLAG If the project-related invoice

distribution is charged to a Capital Project, then the
ASSET_ADDITION_FLAG is set to P when the
PA_ADDITION_FLAG is set to Y, Z or T.

To avoid the same invoice distribution being interfaced to both Projects and
Fixed Assets, you must interface any project-related invoice distribution to
Oracle Projects before you interface it to Oracle Assets.
1. PA_ADDITION_FLAG- The PA_ADDITION_FLAG tracks the status

of project-related supplier invoice distribution lines and expense

report distribution lines. For supplier invoice distributions entered via

Oracle Payables, the PA_ADDITION_FLAG is set to N if the

distribution is project-related, otherwise it is set to E and it is updated
by Oracle Projects when the distribution is processed by the Oracle
Projects Interface Supplier Invoice process. Oracle Projects sets the
PA_ADDITION_FLAG to Y or Z after the item is successfully
processed, or may be set to a rejection code if the line is rejected
during transfer to Projects. For supplier invoice adjustment lines
interfaced from Projects to Payables (which must net to zero with
another line), the value for the PA_ADDITION_FLAG is set to T.
Listed below are the Quick Codes available for the
PA_ADDITION_FLAG:
2. PA_ADDITION_FLAG
4. B
6. C
8. D
10.
E
12.
I
14.
J
16.
K
18.
M
20.
N
22.
P
24.
Q
26.
S
28.
T
30.
V
32.
X
34.
Y
36.
Z

38.

3. DESCRIPTION
5. No open PA period
7. Task does not allow charges
9. Outside project dates
11.
Non-project related invoice distributions
13.
Outside task dates
15.
Project level transaction controls violated
17.
Task level transaction controls violated
19.
Invalid project/task combination
21.
New line not yet processed by Oracle Projects
23.
Project is closed
25.
Transaction control extension violated
27.
Temporary status used during processing
29.
Adjustment line transferred from Oracle Projects
31.
Invalid data (catch-all error)
33.
Burdening error
35.
Transferred to Oracle Projects
37.
Net zero adjustment line. Never transferred to PA

If an item is rejected, you must correct the rejection reason and rerun the interface process. Once the Invoice is interfaced to Projects,
the following tables are populated with appropriate values:

PA_EXPENDITURE_GROUPS_ALL

PA_EXPEDITURES_ALL

PA_EXPENDITURE_ITEMS_ALL

PA_COST_DISTRIBUTION_LINES_ALL

The interrelationship between the relevant Payables and Projects tables are
as follows:

Release 11i
AP_INVOICES_ALL
INVOICE_NUM
INVOICE_ID
VENDOR_ID
ORG_ID
AP_INVOICE_DISTRIBUTIONS_
ALL
DISTRIBUTION_LINE_NUMBER
DIST_CODE_COMBINATION_ID
INVOICE_ID
EXPENDITURE_TYPE
EXPENDITURE_ORGANIZATION_I
D
PROJECT_ID
TASK_ID
EXPENDITURE_ITEM_DATE
ORG_ID
PA_QUANTITY
AMOUNT

PA_EXPENDITURE_ITEMS_ALL
ORIG_USER_EXP_TXN_REFERENCE
ORIG_EXP_TXN_REFERENCE1
VENDOR_ID
ORG_ID

PA_COST_DISTR

PA_EXPENDITURE_ITEMS_ALL

PA_COST_DISTR
SYSTEM_REFERE
DR_CODE_COMB
SYSTEM_REFERE

SYSTEM_REFERE
SYSTEM_REFERE
ORG_ID

EXPENDITURE_TYPE
EXPENDITURE_ORGANIZATION_ID
PROJECT_ID
TASK_ID
EXPENDITURE_ITEM_DATE
ORG_ID
QUANTITY
RAW_COST

Release 12
==============
The following columns were added in R12 to table
PA_EXPENDITURE_ITEMS_ALL with the purpose of linking data
between PA and AP/PO:DOCUMENT_HEADER_ID:
This column refers to a header-level record identifier in another application.
If the expenditure item originated in Oracle Payables, it holds the
AP_INVOICES_ALL.INVOICE_ID. If the expenditure item originated in
Oracle Purchasing, it holds the PO_HEADERS_ALL.PO_HEADER_ID.
This column is not used for labor and usage expenditure items.
DOCUMENT_DISTRIBUTION_ID : This column refers to a
distribution-level record identifier in another application. If the expenditure
item originated in Oracle Payables, it holds the
AP_INVOICE_DISTRIBUTIONS_ALL.INVOICE_DISTRIBUTION_ID.
If the expenditure item originated in Oracle Purchasing, it holds the
RCV_TRANSACTIONS.TRANSACTION_ID. This column is not used for
labor and usage expenditure items.

PROJECT_ID
TASK_ID
GL_DATE
ORG_ID
QUANTITY
AMOUNT

DOCUMENT_LINE_NUMBER: This column refers to a line-level

record identifier in another application. If the expenditure item originated in
Oracle Payables, it holds the
AP_INVOICE_LINES_ALL.LINE_NUMBER. If the expenditure item
originated in Oracle Purchasing, it holds the
PO_DISTRIBUTIONS_ALL.PO_DISTRIBUTION_ID. This column is not
used for labor and usage expenditure items.
DOCUMENT_PAYMENT_ID: This column refers to the payment record
identifier in Oracle Payables. It holds the
AP_PAYMENT_DISTRIBUTIONS_ALL.PAYMENT_ID. This column is
only populated when you enable cash basis accounting or, for payment
discounts, when you use accrual basis accounting. This column is not used
for labor and usage expenditure items.
VENDOR_ID: This column indicates the vendor identifier for supplier
cost transactions. If the expenditure item originated in Oracle Payables, it
holds the AP_INVOICES_ALL.VENDOR_ID. If the expenditure item
originated in Oracle Purchasing, it holds the
PO_HEADERS_ALL.VENDOR_ID. This column is not used for labor and
usage expenditure items.
DOCUMENT_TYPE: The supplier cost interface process uses this
column to indicate the transaction type. Valid values are as follows:
Payables, Purchasing, or Receiving.
DOCUMENT_DISTRIBUTION_TYPE: The supplier cost interface
process uses this column to indicate the transaction type of the distribution.
Valid values are as follows: Payables, Purchasing, or Receiving.
The value in SYSTEM_REFERENCE columns depends on where the
expenditure is coming from. Usually the reference columns in
PA_COST_DISTRIBUTION_LINES_ALL table are populated for
Supplier costs Invoices or Receipts.
In case of Supplier invoice: SYSTEM_REFERENCE2 holds invoice

id SYSTEM_REFERENCE3 holds invoice line

number SYSTEM_REFERENCE4 holds invoice_payment_id from table
ap_payment_hist_dists (for discount lines) holds variance type or tax type
(like TRV, ERV, NONREC_TAX) SYSTEM_REFERENCE5 holds
PAYMENT_HIST_DIST_ID from table ap_payment_hist_dists (for
discount lines)
If it is Receipt Accrual: SYSTEM_REFERENCE2 holds
PO_HEADER_ID SYSTEM_REFERENCE3 holds
PO_DISTRIBUTION_ID SYSTEM_REFERENCE4 holds
RCV_TRANSACTION_ID from
rcv_receiving_sub_ledger SYSTEM_REFERENCE5 holds
RCV_SUB_LEDGER_ID from rcv_receiving_sub_ledger
It is possible to map between the TRANSFER_STATUS_CODE column in
the PA_COST_DISTRIBUTION_LINES_ALL table and the
PA_ADDITION_FLAG column in the
AP_INVOICE_DISTRIBUTIONS_ALL table.
TRANSFER_STATUS_CODEs available in the
PA_COST_DISTRIBUTION_LINES_ALL table for supplier invoices are:

V- Interface from Oracle Payables Upon creation set to Received

P Pending Upon execution of Distribute Cost Process after

Supplier Invoice Adjustments

G If payables rules do not allow adjustments to the invoice

(example: if the invoice is cancelled), then distribute supplier
invoice adjustments program would create the CDL and set the
value to (G), these lines will always reside in Oracle Projects
and will not be transferred to Oracle Payables

A Transfer Costs If successfully transferred to Oracle Payables,

set to Accepted

X Rejected in transfer to Oracle Payables, set to Rejected in Transfer

ORACLE PROJECTS AND I-EXPENSE INTEGRATION

Customer wanted to use the AP expense report form to enter expense reports
to Projects as well though you can enter expense reports directly in AP
invoice entry form / Projects Expenditure entry.
This can be achieved by customization.
Here are the steps:
1. In the flexfield AP Expense Report Line add the following segments:
1. Segment: Project Number, Valueset : PA_SRS_Project_ID
2. Segment: Task Number , Valueset: PA_SRS_Task_ID
3. Segment: Expenditure_Type,Valuset: PA_SRS_Expenditure_Type
4. Segment: Expenditure_Organization,Valueset:
PA_SRS_Expenditure_Organization
So whenever an AP expense report is entered, these fields are captured in the
AP_Expense_Reports_lines attributes.
Now the expense report is converted into AP invoices using AP invoice
import process. These invoices anyway will not have the projects
information. So we need to look back into the attributes captured in the
Expense report lines and update the ap_invoice_distributions_all table.
So write a concurrent program for acheiving the same. The update statement
should update the below fields:

ap_invoice_d istributions_all.project_id
ap_invoice_distributions_all.task_id
ap_invoice_distributions_all.expenditure_type
ap_invoice_distributions_all.expenditure_item_Date
ap_invoice_distributions_all.expenditure_organization_id
ap_invoice_distributions_all.project_accounting_context -> this should be
set to Yes to interface the invoices to Projects.
ap_invoice_distributions_all.pa_addition_flag -> this should be set to N to
set the lines eligible for interface to Projects.
Once the above update is done, the invoice can be interfaced to projects by
running the PRC:Interface Supplier Costs process from PA.
ORACLE PROJECTS AND FA INTEGRATION

Oracle Projects Fixed Assets

Integration
Home / Oracle Projects - Fixed Assets Oracle Projects Integration / Oracle
Projects Fixed ...
May 9, 2013 Sathish Oracle Projects - Fixed Assets/ Oracle Projects
Integration

In this article, i will explain the steps involved in the interface of Capital
Projects Assets to Fixed Assets.
1. Enter the cost that you want to capitalize either in the Pre-approved
expenditure entry or through transaction import or from Payables or other

modules.
2. Run the distribute process for the type of cost that you are dealing with.
(i.e labor, usage, and miscellaneous cost. )
3. If the item is from Payables, you need to run the PRC: Interface Supplier
Costs process.
4. Interface Raw Cost and Burden Cost to GL. You may need to run the
suitable process from the list below:
PRC: Interface Labor cost to GL PRC: Interface Total Burdened Cost to
GL PRC: Interface Usage and Miscellaneous Cost to GL PRC: Interface
Supplier Invoice Adjustments to AP(if item is from payables).
5. Define Assets under Projects 6. Assign Assets to a Task/Project in Oracle
Projects.
7. Place the Assets in service.
8. Run the PRC: Update Project Summary Amounts to update the Cost
buckets.
9. Run the PRC:Generate Asset Lines process to generate Asset Lines in
PA.
10. Run PRC: Interface Assets process to interface Asset Lines to FA.
11. In Fixed Assets post the Asset Lines you have interfaced from PA to FA.
Things you may have to check before generating asset lines:
1. Check all the costs have been cost distributed( You need to run the

appropriate cost distribution process labor, expense, miscellaneous etc

depending upon your expenditure type).
2. Check the project type for the project. In the capitalization information,
alternate region it indicates whether raw or burden costs are being
capitalized. If burden costs are used, then nothing will get picked up unless
Distribute total Burden costs has been run.
3. Make sure that the assets have an in-service date and that the report
parameter Date Placed In Service Through includes this date.
4. Check the PA Date Through parameter used. Note that this must be at
least the last day of the period which includes the PA Date of the cost
distribution lines of the expenditure.
If this date is not the last day of a period, the process will select the first date
which is a last day of a period prior to the date entered. Lets say your PA
periods are like below: JAN-09 01-JAN-09 to 31-JAN-09 FEB-09 01-FEB09 to 28-FEB-09
If you have CDLs with a PA date of 15-FEB-09, and you enter a PA date
through 25-FEB-09, these CDLs will not be picked up because the process
will not actually use the date 25-FEB-09, but rather the first period ending
date prior to that date, or 31-JAN-09.
4. Check the project status. In Setup-Projects-Status, make sure that the
projects current status has the Capitalize Assets action allowed.