11i Project Billing Fundamental

Contents 11i Project Billing Fundamental Chapter 1021Milestone Creation

1.1Pre-requisite21.2Navigation22Invoice Generation72.1Pre-requisite72.2Navigation72.2.1Interfacing Project Invoices to Receivables232.2.2Importing Invoices into Receivables242.2.3Tieback Invoices to Receivables253Inter-company Invoicing273.1Pre-requisite273.2Navigations273.2.1Interfacing Projects Intercompany Invoices to Receivables293.2.2Importing Invoices into Receivables293.2.3Tieback Invoices to Receivables30

1 Milestone Creation

In case of Time and Material Projects, the revenue recognition and billing will happen, on the basis of time and expense booked by the employee. However, for Fixed Price Projects, the invoicing is based on the Milestones defined in the system. These Milestones are called Events in Oracle. In case of Time and Material Projects, events can be used to Add / Subtract revenue.

NOTE: Henceforth Milestones shall be referred to as Events throughout the manual.1.1 Pre-requisite

1. Project has been created and has an approved status.

2. An Agreement has been created for the Project and the revenue budget has been baselined.

1.2 Navigation

Screen Navigation: Responsibility ( Billing ( Events ( Project

Enter the project number for which an event needs to be created. Click New, to create a new event or Find to retrieve an already created event.

There are three buttons at the bottom of the Find Project Events form. The significance of each is stated below.

Clear Clears whatever fields have been entered in the form.

New Enables the user to create a new Event. Find Helps the user to find an existing Event.

The user should click on the New button.By clicking on the New button, the Event Details form opens up, as shown below.The fields that need to be entered for the Event Details are mentioned in the table below.NOTE: In Oracle Applications, all fields that are in yellow are mandatory and hence have to be filled.

S. NoFieldTypeDescription

1Project NumberNon EditableProject number for which event is being created. The displayed Project Number defaults as the user would be entered at the header level, as we query for an event.

2Project NameNon EditableProject name for which event is being created. The Project Number defaults, as the user would be entered at the header level, as we query for an event.

3Task NumberList of Values, Non MandatoryIn case the funding is being done on Top Task basis, the top task number against which event is being created. There are three tasks; Labor

Non Billable ODC

Billable ODC

4Task NameList of Values, Non MandatoryIn case the funding is being done on Top Task basis, the top task name against which event is being created. There are three tasks;

Labor

Non Billable ODC

Billable ODC

5Product SourceNon EditableThis field is a Non Editable field and has no data as there is no such requirement here.

6Event ReferenceNon EditableThis field is a Non Editable field and has no data as there is no such requirement here.

7Event NumberNumericAuto-generated sequence for the project.

8Event TypeList of Values, MandatoryClassification as to whether the event is;

Manual

Automatic

Write on Write off.

9Event DateDate, Non MandatoryDate on which an event needs to be triggered.

10OrganizationList of Values, MandatoryProject Organization for which the event belongs, defaults to the current project organization.

11DescriptionAlphanumeric, MandatoryDescription of the event.

12CurrencyList of Values, MandatoryCurrency in which the event needs to be created. For e.g. would the Event have US Dollars, or Indian Rupee and so on.

13Bill AmountNumeric, MandatoryInvoice amount for the event.

14Revenue AmountNumeric, MandatoryRevenue amount for the event.

15Bill HoldList of Values, MandatoryIf the user intends to put the event on hold.

16Tran IDNumericThis is a system generated number. It is generated once the details on the Event Details form are saved.

17Billed

Non EditableWhether the event has been billed

18Revenue distributedNon EditableWhether the revenue has been recognized

19Adjusting RevenueCheck boxWhether the revenue needs to be adjusted for the Event.

20Zero Amount Revenue FlagNon EditableUpdates this flag if the revenue amount is zero.

Save the record, by either clicking on Ctrl and S simultaneously or by clicking the Floppy Disk icon in the toolbar on the top of the form.

There is a Currency button at the bottom corner of the Event details

form. Click on the Currency button, to view the details regarding the Currency entered for the Event. The screen shot of the same is shown below.

NOTE: This form is meant for viewing the details that has been entered in the Event Details form. The user need not enter in any of the fields here.

2 Invoice Generation

In Oracle Projects, Invoices, for Time and Material Projects are generated automatically on the basis of the time and corresponding bill rates entered in system. For a Fixed Price Project, invoices are generated on the basis of the Events that are created. For both the cases, the steps for Invoice generation remain the same. 2.1 Pre-requisite

1. Time/Expense have been booked on the Project and interfaced to Oracle Projects.

2. For Time and Material Project, revenue has been recognized

3. An Agreement has been created for the Project and the revenue budget has been baselined.

2.2 Navigation

Screen Navigation: Responsibility ( Menu Bar ( View ( Request ( Submit a new Request ( Single Request

Select PRC: Generate Draft Invoice for a Single Project from the list of reports.

NOTE: For generating inter-company invoices the user needs to submit PRC: Generate Intercompany Invoices for a Single Project

Provide the required parameters for the PRC: Generate Draft Invoice for a Single Project reportS. NoFieldTypeDescription

1Project NumberList of Values, MandatoryThe project number for which the invoices needs to be generated.

2Bill Through DateDate, Non MandatoryThe end date which the invoice needs to be recognized. Defaults to current system date if left blank. The format in which the date needs to be entered is DD-MM-YYYY.

3Invoice DateDate, Non MandatoryThe date of the invoice that needs to be recognized or printed. The format in which the date needs to be entered is DD-MM-YYYY.

4Invoice Generation OptionList of Values, MandatoryTo include or exclude Retention invoices. There are three options; Include Retention Invoices Exclude Retention Invoices Retention Invoices Only

5Exclude New TransactionsList of Values, MandatoryAllows the user to exclude the new transactions that are created. By default, the display is No meaning we include new transactions.

6Delete Only Unapproved InvoiceList of Values, MandatoryAllows us to delete unapproved invoices. By default, the display is No meaning we do not delete unapproved invoices.

After filling the above details, click on the OK button to execute the request.There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

NOTE: In case invoices need to be generated for more than one project at a time, the user can submit the program PRC: Generate Draft Invoice for a Range of Projects.

In order to view the progress of the request that we had submitted (PRC: Generate Draft Invoices for a Single Project), navigate to the View Requests screen. The navigation for the same is as mentioned below;

Screen Navigation (Menu Bar): View ( Requests ( Find

The screen shot for the same is shown above.

Once the user clicks on Requests, the below mentioned screen opens up.

Click on Find button to find the request PRC: Generate Draft Invoices for a Single Project, that was executed. The below mentioned screen opens, as we click on Find button.

Click on the line which has the PRC: Generate Draft Invoices for a Single Project, once the Phase changes to Completed and the Status changes to Normal.

To view the output of the request click on the View Output button as shown in the screen shot below.

NOTE: If the request ends in an error, meaning Phase is Complete and Status is Error, click on the View Log button, located below the View Output button as seen in the screen shot above. The file that opens up would have the exact details of the error that has occurred while the request was executed.Once the invoice has been generated, user needs approve the invoice. To do the same, follow the navigation given below.Screen Navigation: Responsibility ( Billing ( Invoice ReviewIn order to approve the invoice, the user needs to query for the invoice by entering some relevant fields in the Find Invoices form. The details are as mentioned in the table below.S. NoFieldTypeDescription

Project

1NumberList of Values, MandatoryThe Project Number for which the invoices need to be generated.

2NameList of Values, Non MandatoryThe Project Name for which the invoices need to be generated. It is displayed, once the Project Number is selected.

3TypeList of Values, Non MandatoryThe type of Project that is created. They could be; Billable

Indirect

Intercompany

Unassigned Time

NOTE: Since the value defaults from the Project level, user need not enter it.

4OrganizationList of Values, Non MandatoryThe organization for which the project has been created.

Key Member

5NameList of Values, Non MandatoryAllows the user to select a key member based on the employee name, in order to query for the Project Invoice.

6NumberList of Values, Non MandatoryAllows the user to select a key member based on the employee number, in order to query for the Project Invoice.

7RoleList of Values, Non MandatoryAllows the user to select a key member based on the role assigned to the employee, in order to query for the Project Invoice.

Customer

8NameList of Values, Non MandatoryAllows the user to select a Customer based on the Customer Name, in order to query for the Project Invoice.

9NumberList of Values, Non MandatoryAllows the user to select a Customer based on the Customer Number, in order to query for the Project Invoice.

10AgreementList of Values, Non MandatoryThe Agreement number associated with the Project.

Date Ranges

11CreationList of Values, Non MandatoryAllows the user to enter the Date Range between which the project has been created.

12InvoiceList of Values, Non MandatoryAllows the user to enter the range between which the Invoices have been created.

13GLList of Values, Non MandatoryAllows the user to enter the GL date range between which the Invoice has been created.

Invoice

14StatusList of Values, Non MandatoryProvides the status of the Invoice. The various statuses that the invoice could be are;

Unapproved

Unreleased

Released

Accepted

Rejected

Error

All

15AR NumberList of Values, Non MandatoryReference number for the Invoice. Here the field displays no value as there is no requirement.

16Draft NumberList of Values, Non MandatoryThe draft number of the Invoice. The value gets displayed on selection.

17 AmountFree text fieldThe invoice amount range could be entered to select the relevant invoice.

18ViewList of Values, Non MandatoryAllows the user to select the relevant invoice depending on the view. The various invoice views are;

All External Customer

InterCompany

Inter-Project

Internal

Retention

NOTE: All details that have been mentioned in the table above need not be entered in the fields to find the invoice. The user may enter only one two unique fields such as the Project Number or Customer Name and so on.Once the relevant details are entered in the field, click on the Find button to find the Invoice that needs to be approved. (See the screen shot below).

NOTE: The Clear button, helps in clearing the data entered in the fields in the Find Invoices form. The clear button is located right next to the Find button of the Find Invoices form.

Once the user clicks on the Find button, the relevant Invoice, which is generated for the project opens up in the Invoice Summary form.

In order to approve the Invoice, click on the Approve button, as seen in the screen shot above.

There are eight buttons at the bottom of the Invoice Summary form. The significance of these is stated below. Run Request It helps in regenerating the invoices for the project. Clicking this button results in the below shown form to open.

The user could select the relevant fields in the form shown above by clicking on the relevant check boxes. To execute the request, click on OK button as shown above.

Print Executes a request for the print out of the invoice that is generated.

Credit Provides an option to cancel an existing invoice by providing a Credit invoice against the Invoice generated. The other two options that are available on this form are Write Off and Apply Concession.

Write off allows the user to clear the complete or partial amount of the invoice.

Apply Concession allows the user to enter an amount which would be a concession to the supplier on the invoice.

The screen shot for the same is shown below. Click on OK once the amounts are entered.

AR Invoice Gives the user access to the Invoice generated in the Accounts Receivable module. The invoice would have the details of the customer such as Ship To and Bill To Address along with the line level details of the invoice. The screen shot of the form that opens up on clicking the AR Invoice button is given below.

Lines This button, guides the user to the line level details of the Invoice that is generated. The screen shot of the form that opens up when we click on the Lines button is shown below.

If any credit needs to be passed on to the Customer in the form of a Write Off or Concession, click on the Credit button at the bottom of the form (refer the screen shot shown above).

Clicking on the Credit button would lead to the below screen to open.

The other button on the Invoice Lines form is the Details button.

The Details button guides the user to the Invoice Line Details form where the details of the particular resources time card details are available. The screen shot of the same is shown below.

Open This button helps the user to navigate to the form, where all the details of the Customer, the Invoice, Agreement details etc could be viewed. Click on the Open button and the below shown form opens.This form has the complete details with regard to the Invoice, the Project, the Customer Ship To and Bill To address etc. In order to view all the details on this form, the user needs to click on each of the tabs for Address, Comment, Approved, etc. The significance of buttons at the bottom of the form as seen in the screen shot on the previous page has been explained in the same section above.

Along with this, the whole process of generating an Invoice(s) for a project, Approving the respective Invoice(s), Viewing the Invoice(s) and any form of updating that needs to be done in the form of Write off or Concession on the Invoice(s) etc is complete.2.2.1 Interfacing Project Invoices to ReceivablesThe user needs to first approve and release the normal invoice. Once the invoice has been released, the user needs run PRC: Interface Invoices to Receivables.

The parameters for this request should be left blank.

After the successful completion of the above request, the user needs to navigate to the Receivables responsibility. Once the user has successfully logged in to the Receivable responsibility, the following navigation should be followed.

2.2.2 Importing Invoices into ReceivablesResponsibility ( Interfaces ( View ( Autoinvoice ( Single RequestSelect Autoinvoice Master Program from the list of reports.

In the parameter screen, provide the invoice source as PA Internal Invoices and the default date as the last date of the month for which the invoices are being imported.

After filling the above details, click on the OK button to execute the request.

There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

2.2.3 Tieback Invoices to Receivables

After the invoice has been interfaced to Receivables (i.e. after the above steps are completed), the user needs to navigate to the projects responsibility and run the following request:

Responsibility ( Menu Bar ( View ( Request ( Submit a new Request ( Single RequestSelect PRC: Tieback Invoices from Receivables from the list of reports.

The user has to keep the parameters field blank and submit the request.

There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

3 Inter-company Invoicing

In Oracle Projects, Invoices, for all inter-company transactions, invoices are generated automatically on the basis of the time and corresponding transfer price rate entered in system. 3.1 Pre-requisite

1. Time/Expense have been booked on the Project and interfaced to Oracle Projects.

2. An Agreement has been created for the Project and the revenue budget has been baselined.

3.2 Navigations

Screen Navigation: Responsibility ( Menu Bar ( View ( Request ( Submit a new Request ( Single RequestSelect PRC: Generate Intercompany Invoices for a Single Project from the list of reports.

Provide the required parameters for the PRC: Generate Intercompany Invoices for a Single Project

S. NoFieldTypeDescription

1Project NumberList of Values, MandatoryThe project number for which the invoices needs to be generated.

2Bill Through DateDate, Non MandatoryThe end date which the invoice needs to be recognized. Defaults to current system date if left blank. The format in which the date needs to be entered is DD-MM-YYYY.

After filling the above details, click on the OK button to execute the request.

There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

3.2.1 Interfacing Projects Intercompany Invoices to Receivables

The user needs to approve and release an inter-company invoice by following the same process as for a normal invoice. Once the invoice has been released, the user needs run PRC: Interface Intercompany Invoices to Receivables.

Screen Navigation: Main Menu Bar ( View ( Requests ( Submit a New Request ( Ok

The parameters for this request should be left blank.3.2.2 Importing Invoices into Receivables

After the successful completion of the above request, the user needs to navigate to the Receivables responsibility. Once the user has successfully logged in to the Receivable responsibility, the following navigation should be followed.

Responsibility ( Interfaces ( View ( Autoinvoice ( Single RequestSelect Autoinvoice Master Program from the list of reports.

In the parameter screen, provide the invoice source as PA Internal Invoices and the default date as the last date of the month for which the invoices are being imported.

After filling the above details, click on the OK button to execute the request.

There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

3.2.3 Tieback Invoices to Receivables

After the invoice has been interfaced to Receivables (i.e. after the above steps are completed), the user needs to navigate to the projects responsibility and run the following request:Responsibility ( Menu Bar ( View ( Request ( Submit a new Request ( Single RequestSelect PRC: Tieback Invoices from Receivables from the list of reports.

The user has to keep the parameters field blank and submit the request.

There are four buttons at the bottom. The significance of each is mentioned below;

OK Clicking on it would lead to execution of the request.

Cancel Closes the Request Parameters form and returns to the Request Screen.

Clear Clears all the parameters that have been entered.

Help Navigates to the Online help screen.

To execute the request, click on the OK button, followed by the Submit button at the bottom of the Request form. The user has to wait till the request is complete.

For importing the payable invoice please refer to the Payable Invoice Creation manual.

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