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Step 1 (GL): Review your chart of account values.

If needed, add new values for revenue accounts, companies,


departments, products.

Step 2 (AR): Create customers, customer sites and customer contacts. Each billable project has to be associated
with a customer, bill-to site, ship-to site and a billing contact.

Step 3 (HR): Define your project organizations. Classify organizations that will own projects as Project/Task Owning
Organizations, and classify organizations that will incur revenue as Project Expenditure/Event Organizations.

Step 4 (HR): Include new project organizations to your project organizational hierarchy.

Step 5 (HR): Create your employees and employee assignments. Each project has to have a valid employee
assigned as project manager in order to generate client invoices.

Complete Project Accounting Configuration Prerequisites:

Step 6 (PA): Review and update project structures: project types, project templates, revenue categories, event types,
lookup sets…

Step 7 (PA): Create your projects and tasks. Make sure to select a correct project type and billing method for each
project, i.e. (Time and Material, Fixed Price, Cost Plus, etc.) You cannot change them once you generated revenue
and invoices.

Step 8 (PA): Assign projects to correct customers, sites and contacts. All three are needed to generate revenue and
invoices.

Step 9 (PA): Create customer agreements and funding allocations. Baseline project funding by either:

Baseline the funding in Funding Inquiry screen (if you allowed ‘Baseline Funding Without Budget’ option during
the project type definition, or…
Create Approved Revenue Budget and baseline it in the Budgets screen.
If you are converting revenue from multiple years, make sure to open prior periods (e.g. DEC-05 for 2005 revenue) in
order to determine the correct PA Dates and GL Dates. See the How GL Date and PA Date Are Determined in Oracle
Projects article. If you do not open respective past periods, your GL and PA dates for all balances will be in DEC-06,
and your project reporting may be inaccurate (if based on either PA or GL date).

Convert Legacy Revenue Balances:

Step 10 (PA): Disable revenue transfer to General Ledger. Navigate to the Implementation Options screen and
disable the Transfer Revenue to GL flag. This will prevent your legacy revenue balances from being sent to Oracle
General Ledger since they were already posted in your legacy system.

Step 11 (PA): Create legacy revenue balances as Revenue Events (Revenue Amount is populated). For high volume
uploads, create a custom script and use Oracle Event APIs. For smaller volumes of several hundreds to few
thousands of events, use DataLoad. Unfortunately, there is no Oracle Web ADI Upload for project revenue events
available at this time (Release 11i.10).

Step 12 (PA): Generate revenue for legacy revenue events. Run the PRC: Generate Draft Revenue for a Range of
Projects process through the last day the period (e.g. 31-DEC-2006).

Step 13 (PA): Run the Interface Revenue to General Ledger. This will set the legacy revenue balances to look like
interfaced to GL. If you disabled the GL Transfer option in Step 10, no journal entries will be created.

Step 14 (PA): Turn back on the Transfer Revenue to General Ledger implementation option. Navigate to the
Implementation Options screen and enable the Transfer Revenue to GL flag.

Enhancement Tips: It would be very useful to have ‘Revenue Sources’ in Oracle Projects, similar to Transaction
Sources for expenditures) to manage the revenue conversions - control events are accrued, accounted for, billed, etc.
Covert Legacy Invoice Balances:

We need to distinguish between billed and unbilled legacy invoices. Billed invoices are those that were already
printed and sent to the clients. Unbilled invoices are those that were generated in the legacy system, but were not
printed and sent out. It is desirable to completely process your legacy invoices in the legacy system, so that you only
need to convert the billed legacy invoices.

In the approach described below, we will create summarized legacy invoices as billing events and invoices in Oracle
Projects. In order to prevent the balances from becoming open AR balances in Receivables, we will need to delete
them in Oracle Receivables. Unfortunately, Oracle Projects 11i.10 does not provide an implementation option to
disable the transfer of project invoices to AR. Follow the following steps to complete the conversion:

Step 15 (PA): Create legacy invoice balances as Billing Events (Bill Amount is populated). This can be done in one
upload with the Revenue Balances described in Step 3.2.

Step 16 (PA): Generate draft invoices for legacy invoice balances. Run the PRC: Generate Draft Invoices for a Range
of Projects process. Use the last day of the respective period (e.g. 31-DEC-2006) as Through Date and Invoice Date.

Step 17 (PA): Approve and release draft invoices.

Step 18 (PA): Interface legacy project invoices to Oracle Receivables. Run the PRC: Submit Streamline Interface
process with the XI: Interface Interfaces to Receivables option.

Step 19 (AR): Delete the legacy project invoices in Oracle Receivables. As Receivables Manager, navigate to the
Transactions form. Find, incomplete and delete the legacy project invoices. Optionally, use another DataLoad to
delete the invoices.

Unpaid Legacy AR Invoices

What we converted above was a summary of billed customer invoices for each project. Some of them have already
been paid, some have not in Receivables. You will need to convert any unpaid AR invoices as open AR transactions
in Oracle Receivables.

Unbilled Billable Items

Also, what still needs to be converted is any unbilled billable items like billable timewcards, expense reports, etc. This
will be discussed in an article about converting legacy expenditure balances.

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