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 import”process 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