Oracle Projects - Steps to make the Project Budgetary Control features work

Published on behalf of Ravishankar Panchapagesan:

· Set the value of the profile PA : Enable Budget Integration and Budgetary Control

· Enable Budgetary Control in the Set of Books window and choose a default Encumbrance account

· For the Budget Control Group “Standard” in GL menu, enter Projects as the source and Total Burdened Cost as the category and choose the fund check level of “ None”

· Ensure this is the value of the profile at the application or responsibility for the profile option “Budgetary Control Group”

· Check “Use PO Encumbrance in Payables Financial Option and enter values for PO and Invoice encumbrance type.

· In Purchasing menu, Open the Encumbrance year and period. In Purchasing, there are 2 Forms. One for Open and Close Periods and the other for Control Purchasing Periods. Use the Control Purchasing Period to open the Encumbrance Year and the corresponding GL period. This is a pre requisite for encumbrance to work. Use the Open and Close Periods for controlling Purchasing Period.

· Complete the set ups for Project type, budgetary control tab and create project templates and projects using the set up.

· Ensure that the budget entry method allows the entry of Total Burdened cost. You do not have to burden the transactions. System populates the raw cost budget into this field for budgetary control check.

· Ensure the pre requisite GL patches (No 1995914 and 2002508) are in the application. These patches are included in PA M as cumulative components.

· Enter transactions in AP and verify the process. Upon saving the invoice, navigate to the Tools Menu and click “ Check Funds” menu. System will display a message whether the invoice and its distribution lines will pass or fail funds check.

· Validate the invoice normally. Funds check will be performed upon validation based on the amount type and boundary code associated with the Project and the control levels chosen for the project, task, resource group and resource list level.

· Invoices that failed the funds check upon validation with the reason code “Funds checking could not be performed” cannot be manually released. You need to enhance the funds available.

· You can view the Transaction Funds Check Results in Projects regardless of the interface from AP.

· For each line that is passed funds check, in the above window, the system will display 2 rows: 1 with the status “Passed funds check” and the other with the status “Approved”

· Interface validated and accounted invoice distribution lines to Projects normally.

· Schedule to run the process PRC: Maintain Budgetary Control Balances based on business requirements. When this process is run, the system purges details of Funds check results display. Choose to run this process in conjunction with the value of profile option for PA: Days to maintain BC packets

· You cannot change the budget amount type for budgetary control in the Projects window after supplier invoice costs are incurred. However, you can change the control values and amount type and boundary codes. If you do, system will prompt the user to re baseline the current version of the cost budget used.