Overview

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This article explains Costed and Accounted project costs, how to identify and correct transactions with incorrect accounting, and who you should contact to request a correction. 

Essential Information

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• An expense (cost) is an item requiring an outflow of money, or any form of fortune in general, to another person or group as payment for an item, service, or other category of costs.
• Project Portfolio Management (PPM) creates accounting for costs imported from outside Oracle Fusion Payables through Subledger Accounting rules (SLAs).  Examples of expenses processed this way include UCPath and recharge facilities' internal billing.
• Cost transactions created from source systems outside of OFC and PPM include, but are not limited to; Student Information System (ISIS)*, EPIC, and Financial Control.
  
  • Entries will import into the general ledger (GL) via journal entry.
    
    • Transactions are subsequently posted to PPM-Project Costs through an import file with a Transaction Source Document that makes the transactions "costed and accounted" to avoid a duplicate journal entry in the GL.
      
      • Costed and accounted transactions only post to the PPM sub-ledger; they do not impact the GL.
  • The import file data contains the POETAF + chart strings. The chart strings should represent the original GL journal entry.
  • * Note that ISIS transactions are no longer costed and accounted as of November 2023.
• PPM adjustments such as a transfer, split, etc., impact the GL. Note: As of August 2021, the SLAs use the chart strings from the original transaction instead of the project setup information to derive the accounting entries.
  
  • PPM adjustments generally have three transactions: original, reversal, and new. The accounting of the reversed transaction now originates from the initial transaction and uses the accounting string from the initial cost transaction.
  • The new transaction uses the data elements in the project setup to derive the accounting chart strings.
  • Other cost adjustments may include Recalculations and changing of billable status. These adjustments are on the same transaction, they do not create new transactions.
• Initiators of costed and accounted entries may have provided “dummy” accounting chart strings instead of the chart strings loaded in the GL journal, especially at go-live.
  
  • If any of those transactions are adjusted, the accounting on the reversal transaction will be incorrect. Exception reports are available to help identify erroneous transactions.

Next Steps

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This section will walk you through the steps to identify and correct reversed transactions with incorrect accounting:

1. Navigate here
2. Click on the Central Office Panorama Tab.
3. Locate the Project Costed and Accounted Panorama.
   1. The first tab has Adjustments that created a new transactions
   2. The 2nd and 3rd tabs have costs that were adjusted by did not create a new transaction
      • the 3rd tab is a condensed summary of the 2nd tab
4. Run the report
   
   1. Reversal Accounting Date From and Reversal Accounting Date To is the accounting period the adjustment/reversal was done in.
   2. Transaction Date From and Transaction Date To is the Expenditure Item date.
   3. Transaction Source is the source systems outside of OFC where the cost was imported from.
5. Review the Reversal Raw Cost COA and Reversal Raw Cost Clearing COA.
   
   1. If they are incorrect, submit a Subledger Transaction Correction ticket to the data business owner to request a correction.

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Contact Information

Use the table below as your guide for filling out the form.

The Financial Operations Solutions Team is responsible for:

• Requesting the release of cross-validation rules (CVRs) if reversal entry is preventing close.
• Fixing the fund on both Dr./Cr.
• Re-enabling the CVRs
• This team is part of Financial Operations (FO), please see how to contact below.

Business Owners are responsible for:

• Identifying any entries that need to be corrected.
• Researching & validating the error and correct PPM cost entry transactions.
• Submitting tickets to update the PPM cost entries, and provides the correct accounting to the Central Reconciliation team (central office to central office) or initiates the update in PPM directly.

Business Owners at UC San Diego: