Process Flow - Oracle Projects

Creating Project Contracts

1. Enter Contract Header Information (Type, Intent, Contract #)
2. Enter Contract Lines Information (Line #, Line Style, Line Description, Line Qty, UOM
& Unit Price) and also enter BOQ lines from the uploading from the excel as per defined
format
3. Enter Parties and Contact Info (Customer, Consultant, Contractor and Fund by)
4. Enter Terms and Conditions
5. Enter Employee for Contract Assignment and Approvals
6. Enter Standard Notes, If any.
7. Start the Approval workflow for Contract Approval

Creating Project from Contract

1. Run Concurrent Request named “NLC Create Project Header from Contracts” to
synchronize the Project code on Contract Header Info.

Creating Funding Agreement

1. Enter Funding Info. On Funcding Workbench form
2. Enter party name i.e., Fund by entered in Parties and Contacts Tab.
3. Enter Currency and Enter Amount, Agreement Number
4. Update Funding Status to “Definitized”

Creating Project Budgets (By Manually, By Concurrent Programs, By

using WEBADI)
1. Create Revenue Budget and Cost Budget.
2. Run concurrent Request named “NLC: Import Revenue Budget from Contract” for
creating revenue budget against Contract # as parameter.
3. Run concurrent Request named “NLC: Import Cost Budget from Contract” for creating
cost budget against Project # as parameter.
4. After creating revenue budget then cost budget must also be entered manually.
5. Creating both Revenue and Cost Budgets using WEBADI feature.
6. Revision of Project Budgets
7. Submit and baseline the Budgets.
Creating Project Sub-Contracts for outsourced work / Self Execution
1. Create the Sub-Contract by copy the information from main Award Contract.
2. Enter Sub-Contract Header Information (Type, Intent, Contract #)
3. Enter Sub-Contract Lines Information (Line #, Line Style, Line Description, Line Qty,
UOM & Unit Price) and also enter BOQ lines from the uploading from the excel as per
defined format
4. Enter Parties and Contact Info (Customer, Consultant, Contractor and Fund by)
5. Enter Terms and Conditions
6. Enter Employee for Sub-Contract Assignment and Approvals
7. Enter Standard Notes, If any.
8. Start the Approval workflow for Sub-Contract Approval

Creating Project Deliverables

1. Create Project Deliverables against Contract and Sub-Contract by using Default
Deliverables and Deliverables Tracking System.
2. Enter PO Category, Expenditure Organization, Expenditure Type and Expenditure Item
Dates.
3. Click on Ready-to-procure check boxes to initiate the Purchasing and Receiving process
against Sub-Contracts.
4. Click on Billable check boxes to create the billing events against Contracts.

Initiate the Requisition for Sub-Contractor

1. Initiate the Requisition against Sub-Contracts Deliverables by using the Initiate
Requisition option against the Action Level ‘Deliverable’
2. Run the Requisition Import by navigating to the Purchasing Responsibility against the
Import Source ‘OKE’.
3. Open the Requisition by find against Project Code or number on Requisition Summary
form and then review and approve the requisition by follows the approval Hierarchy.

Creating Purchase Order for Sub-Contract

1. Navigate to the Buyer Work Centre ------ Orders.
2. Create the Sub-Contractor Purchase Order against the approved requisition.
3. Enter the Supplier and Bill-to-location Info. in PO in Headers tab.
4. Enter Retainage % info. against the PO in Lines tab.
5. Submits and Approves the PO by following Approval Hierarchy.

Receiving Purchase Order for Sub-Contracts

1. Finds the PO# info. on Receipts Window / Form.
2. Check on the Quantity check box, edit either partial or full quantity.
3. Enter DFF and select ‘Y’ flag for Billable in order to generate IPC based on work done
by Sub-Contractor automatically.
 4. Then save the records, system generates the Receipt # .

Creating Invoice for Sub-Contracts

1. Create Invoice Batch name and click on Invoices button.
2. Enter PO#, Invoice Date, Invoice#, Invoice Amount
3. Match the invoice with PO# / Receipt#
4. Validate the Invoice.
5. Pay the Invoice with check method against the Bank Account.
6. Create Accounting against the final post option.
7. Run the customized report named as “NCL MMR Annexure F-1” against the Project
Number as parameter.
8. Also run the customized report named as “Running Account Receipt” against the Project
Number, Contractor, Invoice #.

Initiating Billing Draft Invoice

1. Navigate to the Contracts Responsibility.
2. Run the Customized Concurrent Program named as “NLC: Import PA Billing Events
from PO” and enter Project Number, Organization & upto date as parameters.
3. Click on Deliverable Based Billing option against the Project.
4. Find and view the billing events and initiate the Billing.

Initiating Billing Draft Invoice

A. Generating Draft Revenue

1. Navigate to the Projects Responsibility.

2. Run the Customized Concurrent Program named as “PRC: Generate Draft Revenue for a
Single Project” and enter Project Number as parameter.
3. Navigate to the Revenue Review.
4. Release the Draft Revenue for a Single Project.
5. Review the customized Report named as “NLC Revenue Detail Report”

B. Generating Draft Invoice

1. Navigate to the Projects Responsibility.

2. Run the Customized Concurrent Program named as “PRC: Generate Draft Invoices for a
Single Project” and enter Project Number as parameter.
3. Navigate to the Invoice Review.
4. Give the ‘IPC #’ in Bill Group field.
5. Give also the AR Invoice Number.
6. Then Release and approves the Draft Invoice.
Initiate the Purchase Requisition of Purchase of Project Assets
1. Initiate the Requisition against Award Contract Deliverables by using the option
‘Deliverable Tracking System’
2. Enter PO Category, Expenditure Organization, Expenditure Type and Expenditure Item
Dates.
3. Click on Ready-to-procure check boxes to initiate the Purchasing and Receiving process.
4. Then Initiate Requisition by using the Actions button against the Action Level
‘Deliverable’

Creating Purchase Order of Project Assets

1. Create the Standard Purchase Order against the approved and initiated requisition for
Deliverables
2. Enter Requisition Number of Find Requisition Lines Form and click on find button.
3. Select the Checkbox and click on ‘Automatic’
4. Select the ‘Supplier’ and click on ‘Create Button’, select ‘Bill-To’
5. Click on ‘Approve’ button and select the concerned Approval Path / Approval Hierarchy
to approves the PO

Receiving of Project Asset Purchase Order in Direct Delivery Method

1. Navigate to the Inventory Responsibility
2. Navigate to the Inbound Receiving
3. Select the Inventory Organization and click on apply
4. Finds the expected Requests for receipts
5. Select and receive the PO

Creating Invoice of Project Assets and Transferring to FA

1. Create Invoice Batch name and click on Invoices button.
2. Enter PO#, Invoice Date, Invoice#, Invoice Amount
3. Match the invoice with PO# / Receipt#
4. Go to Lines tab, click on ‘Track as ASSET’ check box
5. Validate the Invoice.
6. Pay the Invoice with check method against the Bank Account.
7. Create Accounting against the final post option.

Closing of Project and Contract