How to Initiate a Partial or Full Cost Transfer in Oracle PPM


Overview


This article will demonstrate how to select multiple Transactions/Costs as well as how to perform a full or split Cost Transfer in Oracle.

Critical Concepts


Steps to Take


Cost Transfer

1. Log into Oracle, Single Sign-on

2. Select Projects and Awards > Costs

3. On the Task pane, select Review and Adjust > Manage Project Costs

4. In the Manage Project Costs Search page, enter either Project Number or Project Name and click Search

a. If necessary, use Advanced search or use the Query by Example (filter) to identify your cost(s)

5. In Search Results, Transactions display, select the first Cost by clicking on the desired Cost, the selected row is highlighted in blue

6. Select additional Costs by holding the Control key down, Mac users use the COMMAND key, all selected rows are highlighted in blue. If all your costs are grouped, you can also use the SHIFT key and then click your last transaction to select all in a group. 

a. Note the the Transaction Number(s) for future reference

7. In the upper left, from the Actions dropdown, select Costing > Transfer

8. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes

9. In the Transfer Expenditure Items page, enter the TO Project Number and Task Number, the Contract Number and Funding Source populates if applicable. If Applicable, choose the correct Funding Source

10. Click Submit, an Information dialog box displays, click OK

11. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters

a. Make sure to address the Cost Transfer Questions:

1.How did the error occur?

2. What is the benefit of moving this Expense to the TO project?

3. Address the Un-timeliness (if applicable)

4. What is being done to prevent this type of Expense Transfer in the future?

12. The transfers is then routed to the approver for the TO project. Transfers will only be approved at department level, central offices do not review/approve

Partial Cost Transfer from Project to Same Project or Different Project 

This is a two (2) step process. First, Split the transaction on the original project (I.e $100 cost on project A is split into $25 and $75 on project A), then Transfer the portion of the cost(s) as needed to another project (I.e $25 on project A to project B). 

Split one Cost into Two Portions

*Note: You can repeat the split steps as needed

For example, if you have one cost for $100 on project A and you want to transfer $25 to project B and $25 to project C a. You would split into $25/$75 and then split the $75 into $25/$50.  Then transfer the applicable “new” $25 costs.

1. Log into Oracle, use your Single Sign-on

2. Select Projects and Awards > Costs

3. On the Task pane, select Review and Adjust > Manage Project Costs

4. In the Manage Project Costs Search page, enter either Project Number or Project Name and click Search

a. If necessary, use Advanced search or use the Query by Example (Filter) to identify your cost(s) 

5. In Search Results, Transactions display, select the desired Cost by clicking on the desired Cost, the selected row is highlighted in blue

6. In the upper left, from the Actions dropdown select Costing > Split

7. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes

8. In the two rows, enter the amount(s) for the two costs you’re splitting into. The total amount of the 2 lines must equal the Quantity field on the transaction. The Quantity is display in the transaction header. In Expenditure Type, there are 2 Unit of Measure types: Currency or EA If the Quantity is Currency, do a and b. If the Quantity is EA, see steps c and d. If the unit of measure is Currency, use the dollar amounts. 

a. In the first row, in the Quantity field, enter the desired Quantity (Quantity = Currency) to Split, e.g. original Quantity is 258, enter 100 

b. In the second row, update the Quantity field to the remaining amount, still equaling 100%, e.g. original Quantity is 258, enter 158

c. IF the Unit of Measure is EA, the dollar amount will need to be converted to a percentage. 

1a. The percentage that you are transferring out of Account and the amount that you are leaving in the Account must equal the Quantity on the Cost Header
2b. Take the amount that you will be transferring FROM and divide by the full amount in the Account, that percentage is what you are transferring

d. The remaining percentage is what will be left in the Account. Therefore, divide e.g. transfer amount = 10,862.82/ Fund amount = 14,916.70 = 72.8% 

e. If you need to split again, calculate the percentage from the original total, not the split portion.

10. Click Submit, an Information dialog box displays, click OK

11. In the Justification dialog box, enter the reason for the Transfer, then click OK

a. If the Cost is to be Split in smaller amounts, Steps #3-11 will need to be processed each time for each Transaction/Cost that needs to be Split
b. Split function is auto-approved, the Cost will automatically be processed and reflected in OFC

12. Confirm your split is processed

a. Pro-tip: Sort Descending on the Transaction number column so that the most recent transactions are at the top.

Approvals

Related Information