Expenditures


Time Card, Expense Report, Usages, Inventory, Work in Process, Miscellaneous Transaction and Burden Transaction
An expenditure is a group of expenditure items, or transactions, incurred by an employee or an organization for an expenditure period. You charge expenditures to a project to record actual work performed or cost incurred, and you charge commitments to future, committed costs you expect to incur.

You must charge all actual expenditure items and future commitments to a project and task. Examples of actual  expenditures are timecards, expense reports, usage logs, and supplier invoices. Examples of commitments are requisitions and purchase orders.
The following are examples of expenditures and commitments:

  • You have worked eight hours on Monday, June 6 for project A, task 1 doing Professional work (expenditure)
  • You travelled twenty miles on Tuesday, June 7 for project X, task 1 using your own vehicle (expenditure)
You associate each expenditure item with an expenditure type class, (such as Straight Time or Supplier Invoice). The expenditure type class tells Oracle Projects how to process the expenditure item.

Example: You pay $100 as rent for the project room.
Expenditure  item : Rent $10
Expenditure  Type class: Invoice
Expenditure Category : BUILDING
Revenue Category : OTHERS
 

Expenditure Classifications
Expenditure types (such as Administrative, Hotel, or Overtime) classify the type of cost incurred. You can categorize costs and revenues by grouping the expenditure types into expenditure categories such as Materials and Labor. You define all expenditure types, expenditure categories, and revenue categories during implementation.

Expenditure Amounts

During processing, the system associates each expenditure item with a unit quantity and two cost amounts, raw and burden cost, when processed. The raw cost is the actual cost of the work performed; the burden cost is the indirect cost of the work performed. For example, the raw cost could be the hours multiplied by the hourly cost rate, and the burden could be the cost of the office space or benefits. The total burdened cost is the raw cost plus the burden cost.

Expenditure Entry Methods

You can create expenditure items in Oracle Projects to record actual work performed or costs incurred against a project in one of the following ways:

  • Enter pre-approved expenditure batches.
  • Upload pre-approved expenditure batches from Microsoft Excel.
  • Enter expenditures in other Oracle Applications, such as Oracle Payables and Oracle Inventory, and import them into Oracle Projects.
  • Import transactions from external sources.

Expenditure Item Validation
When you enter expenditure items, you are charging hours, expenses, or non-labor resources to a project and a task. Oracle Projects validates expenditure items against predefined criteria and any transaction controls and transaction control client extensions that you set up during the implementation.

The standard validation process performs the following checks:
Project

  • Expenditure item falls within project dates
  • Project status allows transactions
  • Transaction controls and transaction control extensions allow charges of this type
  • Project allows cross-charges from the user’s operating unit in a multi-organization environment

Task

  • Expenditure item falls within task dates
  • Task is a lowest task and chargeable
  • Transaction controls and transaction control extensions allow charges of this type

Expenditure type

  • Expenditure type is active
  • Is valid for multiple currencies

Employee

  • Employee is active

Existing expenditure item (for adjustments only)

  • Matching expenditure item exists (unless you enter an unmatched, negative transaction)
Note: Oracle Projects validates pre-approved expenditure batches as you enter expenditure item details. Expenditures created using external cost collection systems are validated during the Submit and Transaction Import processes, but before Oracle Projects creates an expenditure.

Funds Checks for Transactions
When a transaction is charged to a project, funds check processes are activated in both General Ledger and Oracle Projects. Funds checks are activated for new transactions and for adjusted transactions.
You can review Oracle Projects funds check results online. The system displays results for transactions that pass a funds check and transactions that fail a funds check.
Note: You must baseline the budget before transactions can be funds checked by the funds check processes.

Oracle Applications Fusion Cloud - Inventory

Oracle Cloud/Fusion Procurement training will help you develop the fundamental skills required to set up and use the Procurement module. This training covers all the tasks, setups, forms and reports used in Procurement and related modules