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How to Convert Legacy Revenue and Invoices to

Oracle Projects
September 3, 2006 9:58 am 4 Comments Marian Crkon

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This is a brief overview of how to convert project revenue and invoice balances from your legacy
systems to Oracle Projects. You start this data conversion process after your Oracle Financials and

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Projects modules were fully configured and your prerequisites were created. When migrating from
your legacy billing system to Oracle Projects, you may need to bring your ending legacy balances as
your opening balances in Oracle. This will allow you to seamlessly manage, bill and report on your
client projects.
Oracle Project Billing application performs two main functions: it generates project revenue and

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project customer invoices. For the purposes of this article, lets take for example a scenario when
you go live with Oracle Projects on January 1, 2007, and lets assume we need to convert legacy
revenue and invoices in summary. When we extract the balances from the legacy system, we would
summarize them by project, task, organization, revenue type, and date. The balances will be created
and processed as billing events in Oracle Projects. Hope you will find the overview useful.
Complete Financial and HR configuration Prerequisites:

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Step 1 (GL): Review your chart of account values. If needed, add new values for revenue accounts,
companies, departments, products.
Step 2 (AR): Create customers, customer sites and customer contacts. Each billable project has to be
associated with a customer, bill-to site, ship-to site and a billing contact.
Step 3 (HR): Define your project organizations. Classify organizations that will own projects as
Project/Task Owning Organizations, and classify organizations that will incur revenue as Project

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September 2010
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Expenditure/Event Organizations.
July 2010
Step 4 (HR): Include new project organizations to your project organizational hierarchy.
Step 5 (HR): Create your employees and employee assignments. Each project has to have a valid
employee assigned as project manager in order to generate client invoices.

June 2010
May 2009
December 2008

Complete Project Accounting Configuration Prerequisites:

November 2008

Step 6 (PA): Review and update project structures: project types, project templates, revenue

May 2008

categories, event types, lookup sets

Step 7 (PA): Create your projects and tasks. Make sure to select a correct project type and billing
method for each project, i.e. (Time and Material, Fixed Price, Cost Plus, etc.) You cannot change them
once you generated revenue and invoices.

April 2008
March 2008
February 2008
January 2008

Step 8 (PA): Assign projects to correct customers, sites and contacts. All three are needed to generate
revenue and invoices.
Step 9 (PA): Create customer agreements and funding allocations. Baseline project funding by either:

December 2007
November 2007
October 2007

Baseline the funding in Funding Inquiry screen (if you allowed Baseline Funding Without

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Budget option during the project type definition, or

September 2007

Create Approved Revenue Budget and baseline it in the Budgets screen.

July 2007

If you are converting revenue from multiple years, make sure to open prior periods (e.g. DEC-05 for
2005 revenue) in order to determine the correct PA Dates and GL Dates. See the How GL Date and PA

April 2007
February 2007

Date Are Determined in Oracle Projects article. If you do not open respective past periods, your GL
and PA dates for all balances will be in DEC-06, and your project reporting may be inaccurate (if based
on either PA or GL date).
Convert Legacy Revenue Balances:
Step 10 (PA): Disable revenue transfer to General Ledger. Navigate to the Implementation Options
screen and disable the Transfer Revenue to GL flag. This will prevent your legacy revenue balances
from being sent to Oracle General Ledger since they were already posted in your legacy system.
Step 11 (PA): Create legacy revenue balances as Revenue Events (Revenue Amount is populated). For

January 2007
December 2006
November 2006
October 2006
September 2006
August 2006
July 2006

high volume uploads, create a custom script and use Oracle Event APIs. For smaller volumes of several
hundreds to few thousands of events, use DataLoad. Unfortunately, there is no Oracle Web ADI
Upload for project revenue events available at this time (Release 11i.10).
Step 12 (PA): Generate revenue for legacy revenue events. Run the PRC: Generate Draft Revenue for a
Range of Projects process through the last day the period (e.g. 31-DEC-2006).
Step 13 (PA): Run the Interface Revenue to General Ledger. This will set the legacy revenue balances to

June 2006
May 2006
April 2006
March 2006
February 2006

look like interfaced to GL. If you disabled the GL Transfer option in Step 10, no journal entries will be
created.

January 2006

Step 14 (PA): Turn back on the Transfer Revenue to General Ledger implementation option. Navigate
January 2015

to the Implementation Options screen and enable the Transfer Revenue to GL flag.

Enhancement Tips: It would be very useful to have Revenue Sources in Oracle Projects, similar to

Transaction Sources for expenditures) to manage the revenue conversions control events are
accrued, accounted for, billed, etc.
Covert Legacy Invoice Balances:
We need to distinguish between billed and unbilled legacy invoices. Billed invoices are those that were
already printed and sent to the clients. Unbilled invoices are those that were generated in the legacy
system, but were not printed and sent out. It is desirable to completely process your legacy invoices in
the legacy system, so that you only need to convert the billed legacy invoices.

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Aug

In the approach described below, we will create summarized legacy invoices as billing events and
invoices in Oracle Projects. In order to prevent the balances from becoming open AR balances in

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Receivables, we will need to delete them in Oracle Receivables. Unfortunately, Oracle Projects 11i.10
does not provide an implementation option to disable the transfer of project invoices to AR. Follow the
following steps to complete the conversion:

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How To Set Flexible PO Approval Limits

Step 15 (PA): Create legacy invoice balances as Billing Events (Bill Amount is populated). This can be

Lets Make Entry of Project-Related Purchasing

done in one upload with the Revenue Balances described in Step 3.2.

Documents Easier!

Step 16 (PA): Generate draft invoices for legacy invoice balances. Run the PRC: Generate Draft Invoices
for a Range of Projects process. Use the last day of the respective period (e.g. 31-DEC-2006) as

Sample DataLoad Templates for Oracle Financials

Confused About Setting Up MOAC in R12?

Through Date and Invoice Date.

Step 17 (PA): Approve and release draft invoices.

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Step 18 (PA): Interface legacy project invoices to Oracle Receivables. Run the PRC: Submit Streamline

Analysis Billing Blogs Conversations Conversion

Interface process with the XI: Interface Interfaces to Receivables option.

Costing DataLoad EBS Experience Financials

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Step 19 (AR): Delete the legacy project invoices in Oracle Receivables. As Receivables Manager,
navigate to the Transactions form. Find, incomplete and delete the legacy project invoices. Optionally,
use another DataLoad to delete the invoices.

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Unpaid Legacy AR Invoices

What we converted above was a summary of billed customer invoices for each project. Some of them

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have already been paid, some have not in Receivables. You will need to convert any unpaid AR invoices
as open AR transactions in Oracle Receivables.

Radius is a free WordPress theme allowing you to

create any type of website you want. Radius
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Unbilled Billable Items

header logo, highly customizable and adaptable,

Also, what still needs to be converted is any unbilled billable items like billable timewcards, expense

theme options, post excerpts with thumbnails, SEO

reports, etc. This will be discussed in an article about converting legacy expenditure balances.

friendly, translation ready, W3C valid, widgetready, threaded comments & more. It is tested

Posted in: How To Guides Tagged: Billing, Conversion, Projects

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About Marian Crkon

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Marian Crkon is a successful independent consultant offering consulting and

professional services to Oracle eBusiness Suite clients in the Pacific Northwest and
nationwide. Marian has been involved in Oracle consulting projects and IT
management for over 18 years now. He established himself an an expert in Oracle
Projects and Oracle Financials, and completed several successful implementations

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AppsBI : Applications Business Intelligence
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for clients in the US and Europe. Marian lives in Seattle with his wife and two
children. When he does not work or travel, he spends time with his family.
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4 Thoughts on How to Convert Legacy Revenue and Invoices to Oracle Projects

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BK
on March 6, 2007 at 7:18 pm said:

Does implementation of Oracle Projects require Project segment to be part of Chart of Accounts
?

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Marian
on March 7, 2007 at 9:03 am said:

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BK,
Implementing Projects does not require the project segment in you COA. On contrary, I strongly
advice against putting a project segment in your COA.
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implementation
on August 18, 2007 at 3:49 am said:

Meta
Very good blog. Does the method you outlined work for WORK/WORK projects
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