Accounting Transactions for Cost
The following examples illustrate how Oracle Projects accounts for cost transactions.
Expenditure Type: Labor The labor transactions are as follows:
Post labor costs to Oracle General Ledger: Oracle Projects creates these entries when you distribute costs raw labor and total burdened costs, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post labor costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
Account Debit Credit
Raw Labor Costs 100.00
Payroll Clearing 100.00
Total Debit (Project Inventory) 200.00
Total Credit (Transfer Out) 200.00
Pay timecard These entries are created by your payroll system.
Account Debit Credit
Payroll Clearing 100.00
Cash 100.00
Expenditure Type: Usage The usage entries are as follows:
Post usage costs in Oracle General Ledger: Oracle Projects creates these entries when you distribute, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post usage costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
Account Debit Credit
Usage Costs 100.00
Usage Clearing (Transfer Out) 100
Funds Checking Troubleshooting Guide Part 2
Solution PLEASE NOTE: IT IS REQUIRED THAT THREE DISTINCT ENCUMBRANCE TYPES BE SETUP AND ENABLED. IT IS ALSO REQUIRED THAT ACCRUE AT PERIOD END BE SETUP AND ENABLED.
(please note for R12 the encumbrance types are hard codes)
GRANTS ACCOUNTING DOES NOT CURRENTLY SUPPORT ACCRUE AT RECEIPT OR THE USE OF INTERNAL REQUISITIONS. IF THESE SETUPS ARE NOT DONE CORRECTLY, FUNDS CHECK AND BURDENING WILL NOT OCCUR ON TRANSACTIONS CORRECTLY AND WILL RESULT IN DATA CORRUPTION.
.A. Troubleshooting Funds Check Issues
1. The user has sub-tasks and is budgeting at the top task level at the
resource group level. Absolute controls are set at the award level and top task
level. Transactions are being entered at the sub-task level. Will the
resources/sub-tasks roll up to the resource group/top task for funds checking
purposes?
a. Yes. Funds checking will roll up to the top task and resource group level
in this scenario.
2. What is the difference between Advisory and None budgetary controls?
a. There are several differences between Advisory and None budgetary controls:
- When budgetary controls are set to None, a vast majority of the funds check
logic is bypassed and transactions process quicker.
- When you navigate to Expenditures -> Funds Check Results -> GMS Details and
view transactions that exceed available budget balances when controls are set to
Advisory, you will see the following error message at the bottom of the Budget
Detail form: Transaction passed funds check at Award level in advisory mode.
-When you navigate to Expenditures -> Funds Check Results -> GMS Details and
view transactions that exceed available budget balances when controls are set to
None, you will see the following error message at the bottom of the Budget Detail
form: Transaction does not require funds check at this level
- Transactions that pass in Advisory mode do not appear on the Funds Check
Failure Report generated by the GMS: Costing and Funds Check processes in
Release 11i; they will appear on the Funds Check Success Report. Transactions
that pass in None mode will appear on the Funds Check Success Report generated
by the GMS: Costing and Funds Check processes in Release 11i.
-Many customer have written custom reports to report on the Advisory
transactions created during a processing cycle. This report is based off of the
gms_bc_packets table.
B. Purchasing and Payables Funds Control
1. Why do I have to use requisition, purchase order, and supplier invoice
encumbrances to use Grants Accounting funds checking?
a. When you turn on encumbrancing for purchasing and payables, at the approval
of the requisition, purchase order or invoice, gl_bc_packet records get created
as part of the General Ledger approval program. From that program, a Grants
Accounting program is fired that actually "copies" the gl_bc_packet record to
create the gms_bc_packet record that is used for funds checking. If you turn
off encumbrancing, the gl_bc_packet record never gets created and cannot get
copied for Grants Accounting to perform funds checking.
2. The user has entered multiple distribution lines on a purchase order and
when they attempt to reserve and approve the purchase order, all the distribution
lines fail funds checking, even though some of the distribution lines should
have passed funds checking.
a. This is standard functionality. Funds checking in Purchasing for both
General Ledger and Projects distributions functions in full mode, that is, if
one distribution line fails, then all the distribution lines fail. For further
information on this item, please read Note 146722.1 - All Lines Fail Funds
Checking In Purchasing.
3. The user has entered multiple distribution lines on a supplier invoice and
when they attempt to approve the invoice, all the distribution lines fail funds
checking and the invoice is placed on hold, even though some of the distribution
lines should have passed funds checking. The invoice does not indicate which
distribution lines failed funds checking.
a. In Payables, navigate to the Distributions form. Starting at line number 1,
view the status of each line. Lines that passed funds checking will have a
status of "Approved", and lines that failed funds checking will have a status of
"Needs Reapproval". To determine why funds checking failed for a given distribution
line, navigate to Expenditures -> Funds Check Results in Grants Accounting and
review the GMS Details for the transaction.
4. What does the status_code 'C' mean in the gms_bc_packets table mean?
a. When you use the tool to Check Funds, every time you select it, it will
create gms_bc_packet records with a status_code of 'C'. So, if you select it
twice and you are using burdening, you will get four records: Two for raw and
two for burden and they will all have the status_code of 'C'.
C. Costing and Funds Checking Processes
1. The user has implemented absolute funds checking. While GMS: Costing and
Funds Check processes, all transactions are failing funds check for the
following reasons:
Transaction failed because a combination of raw and burden costs.
Transaction failed because some important values are missing.
a. Resources must be set up for the resource lists that are defined. The
gms_budgetary_control records need to be defined when using resource groups and
a detailed resource item for every expenditure type you plan to charge against
an award must exist. The gms_budgetary_control records are built based on all
possible combinations of Award/Project/Task/Resource Group/Resources.
Navigate to Setup, Budget, Resource Lists and query up the resource list being
used on the award budget. For each resource group, define at least one resource.
To budget only at the resource group level, create a resource list with both
the resources and resource groups defined, just do not check the "enable"
checkbox at the resource level (if you do not wish to see resource level detail
when entering award budgets). Also navigate to Budgets, Budgetary Control and
make sure that the budgetary control records have been set up for the
project/award that is failing funds check.
2. The user has prematurely terminated the GMS Costing and Funds Check processes.
Is there a rollback mechanism in place for this event?
a. Yes, There is a rollback mechanism in place if the GMS Costing
and Funds Check processes are prematurely terminated for 11.5 Patchset M and later.
For prior patchsets, It is recommended that when processes are run
1) they are run under a userid that has a valid employee
assigned to it, and
2) not terminated until complete.
If you do prematurely terminate the GMS Costing and Funds Check processes,
this may cause data corruption in Patchset L and lower. If this occurs,
please see Metalink Note:249962.1.
D. Updating Balances and Clearing Budgetary Control Packets
1. The user is running GMS: Update Actual and Encumbrance Balances and it is
looping thru gms_bc_packets and processing every row with status_code = 'A' .
After processing, it updates the code to 'X'. At the end of the process, will
all the status_codes be reset to 'A'?
a. The gms_bc_packets table entries are summarized to add to the gms_balances
table when GMS: Update Actuals and Encumbrance Balances is run. This process
marks the entries once gms_balances is updated with a status of "X". The next
time the GMS: Update Actuals and Encumbrance Balances process is run, it will
delete records in the gms_bc_packets that have an "X" status and which are however many days to which the profile GMS: Purge Funds Check Results is set.
At this time, the corresponding gl_bc_packet recordsfor the related AP/REQ/PO record will also be deleted. The key to the records
in the gl_bc_packets table being deleted is also predicated upon the je_batch_id
being equal to -999 per the code in the GMS_SWEEPER package, gmsfcuab.pls file.
NOTE: This is why performance slows as records are added to the gms_bc_packets
table because it takes longer for funds checking to work.
With regards to the effects on Award Status Inquiry, the ASI views will look at
gms_balances, plus any gms_bc_packets that haven't been summarized yet. For
more information on the effects of processes on Award Status Inquiry, please
review question and answer 2 below in this section.
If you need to know why a transaction failed funds check and the gms_bc_packets
have already been purged, reprocess the transaction by either re-approving the
invoice or purchase order or re-running the appropriate GMS: Costing and Funds
Check process. New gms_bc_packet records will get created and you can review
the results in the Funds Check Results form.
E. Reconciling Fundscheck Results to Award Status Inquiry
You are trying to reconcile the detail and balances in the Fundscheck Results (Budget) Form to Award Status Inquiry and information is not reconciling.
Cause
1. The real use for the GMSIQBLB Budget Fundscheck Results (Budget) is when you have transactions fail fundschecking during the award budget rebaseline process. This form allows you to research
the cause. It should not be used in place of Award Status Inquiry.
2. If you have the profile option:
GMS: Enable Funds Check for Budget Submission = Yes
When you rebaseline the award, the program goes out and performs fundschecking on every single transaction charged against the award creating gms_bc_packet records for all those transactions.
Then as part of the process, GMS: Update Actual and Encumbrance balances is performed and gms_balances is updated with a new budget_version_id. The status_code of the gms_bc_packet records created by the award budget baseline is set to X, so they will be deleted within the window set for the profile option:
GMS_PURGE_FUNDS_CHECK_RESULTS.
GMSIQBLB Budget Fundscheck Results form uses a combination of the information on the gms_balances for totals AND the gms_bc_packet records for details.
From Grants Accounting User's Guide:
Page 22-23
Viewing Funds Check Results of Award Budget Procedure
Users can access funds check results to determine why a budget failed baselining.
To view the funds check results of an award budget that failed the baselining
process, perform the following steps.
1. In Grants Accounting, navigate to the Find Funds Check Details (Budget)
window as follows:
Budgets - Funds Check Results (Budget)
2. Enter data in each field of the Find Funds Check Details (Budget) window as
described in Table 22–4, page 22-25.
3. Click Find to open the Budget Funds Check Results window.
4. Review each field of the Budget Funds Check Results window as described in
Table 22–5, page 22-27.
5. Close the window.
Fix
To implement the solution, please execute the following steps:
If you are going to compare Award Status Inquiry to the GMSIQBLB form, you have to rebaseline the award budget and then immediately look at Award Status Inquiry. The rebaseline update the gms_balances table. The totals on Award Status Inquiry are taken directly from the gms_balances table.
The details are taken from a series of table views on
-gms_award_distributions
-ap_invoice_distribution_lines_all
-po_req_distributions_all
-po_distributions_all
asaassa
Troubleshooting Fund Check/Budgetary Control Guide -Part 1
Troubleshooting Details A) Common Setup
Profile Options
PA: Enable Budgetary Controls
PA: Allow Override of Budget Accounts
PA: Days to Maintain BC Packets
PSA: Budgetary Control Report Template (R12)
i)Bottom-Up Budgeting Setup/Processing Steps
Perform the following tasks to implement Bottom-Up Budgeting:
1. Define the Project Budget Account Workflow process
2. Define the Allow Override of Budget Accounts profile option
3. Define the Enable Budgetary Controls profile option
4. Define the GL budget
5. Define Integration for the Project Type/Project
6. Define the Project Budget
7. Generate accounting information for each budget line
8. Optionally, override the generated account for specific budget lines
9. Baseline the Project Budget
10. Run the Program: Create Journals process
11. Post the GL journal batches
ii)Bottom-Up Budgeting Integration Definition
Field Descriptions:
Allow Override at Project Level - Default or Dictate settings for projects using this project type.
Budget Type - Select from the defined project budget types. The list of values will not include project budget types that have baselined budget versions.
Balance Type - For Bottom-Up Budgeting the Balance Type must be Budget.
Non-Project Budget - Select a defined General Ledger budget. The list of values will only include GL budgets with a status of ‘Open’ or ‘Current’.
Remaining Fields - All remaining fields should be null
iii)Bottom-Up Budgeting Troubleshooting Tips
1. Account Generation Fails
Verify the Budget Account Workflow definition.
Is Dynamic Insertion enabled in General Ledger.
2. Budget Baseline Process Fails
Will the resulting budget journals reduce GL available funds to less than zero.
Does the budget contain a new or changed budget amount for a closed GL Period.
j)Top-Down Budgeting Setup
Perform the following tasks to implement Top-Down Budgeting:
-Define the Project Budget Account Workflow process
-Define the Allow Override of Budget Accounts profile option
-Define the Enable Budgetary Controls profile option
-Define the PA: Days to Maintain BC Packets profile option
-Define the PA encumbrance type
-Define the GL/CC budget
-Setup encumbrance in GL, PO, AP
-Define Integration for the Project Type/Project
-Define the Project Budget
-Generate accounting information for each budget line
-Optionally, override generated accounts
-Baseline the Project Budget
jj)Top-Down Budgeting Restrictions
-Supported for Oracle General Ledger and Oracle Contract Commitment funding only
-The budget entry method must be time phased by GL Period.
-Project budget amounts in open GL Periods.
-A budget line must exist for each budget period
-Cross Charge transactions are not supported
jjj)Top-down Budgeting Troubleshooting Tips
1.Transaction Fails Funds Check
Does a Baselined Budget exist.
Do budget lines exist for all project levels that have a control level other than ‘None’.
Is the transaction amount greater than available funds.
Was the PRC: Update Project Summary Amounts After Resource List Change ran after a new resource member was added.
2.Account Generation Fails
Verify the Budget Account Workflow definition.
Is Dynamic Insertion enabled in General Ledger.
3. Budget Baseline Process Fails
Will the resulting budget journals reduce GL available funds to less than zero.
Does the budget contain a new or changed budget amount for a closed GL Period.
Is the Budget amount greater than current actual plus commitment balances.
k)Non-Integrated Budgets Setup
-Enable BC in GL and encumbrance accounting in Oracle Payables or/and Oracle Purchasing
-Define the PA: Enable Budgetary Controls profile option
-Define the PA: Days to Maintain BC Packets profile option
-Enable Budgetary Controls for Project Type/Project
-Define Control Level Defaults and Time Intervals
-Create and Baseline a Cost Budget
-Update the Control Levels for your Baselined Budget
Resource List
Project/Task
Resource Groups/Resources
kk)Non-Integrated Budgets Troubleshooting Tips
1. Transaction Fails Funds Check
Baselined Budget must exist.
Budget Line must exist if control level is not ‘None’.
Available funds must exceed transaction amount.
PRC: Update Project Summary Amounts After Resource List Change must be ran when a new resource member is added.
2. Budget Baseline Process Fails
Budget amount must be greater than current actual plus commitment balances.
3. The following processes fail to interface transactions:
Interface Usage and Miscellaneous Costs to GL
Interface Total Burdened Costs to GL
The Maintain Budgetary Control Balances process must be ran.
4. Data corruption in funds-related tables and cause failures during funds validation processing
Either BC in GL or encumbrance accounting in AP or PO have been changed ( disabled)
l)Troubleshooting Baseline/Transactions Failures
-Use the Transactions Funds Check Results form to review funds check failures
-Use the Transactions Funds Check Results form to review funds check failures that occur during transaction processing.
-Review Funds Check Result Messages and identify the corrective action see Note 445119.1 and/or Oracle Project Management User Guide pag 6-111
-Always check PA_BC_PACKETS table,where funds check errors are present
B)General Troubleshooting
1.See Note 296559.1 -Common Tracing Techniques within the Oracle
2. Note 301372.1 - How to Generate a Raw Trace File Including Binds and Waits for a Concurrent Program for 11.5.10
3. To debug workflow issues verify/check
-Note 224308.1 -Account Generator & Workflow Frequently Asked Questions
-Note.116375.1-Workflow How to Get Information Required to Run wfstatus/wfstat.sql
-Note 187071.1- bde_wf_item.sql - Runtime Data of a Single Workflow Item
C)Troubleshooting Budget Workflow
1.PABDACWF ORA-20002: 3136: Item 'PABDACWF/#SYNCH' Cannot be Accessed
See Note 744359.1 for solution
2. ORA-20002: 3135: 'Wf_Engine.Notification' is not permitted in synchronous processes
See Note 334232.1 for solution
3. Unable to baseline a budget through workflow budget remains in 'In progress" status
See Note 552483.1 for solution
4. Modifying Existing Budget Gets Rejected in Workflow With ORA-1422
See Note 396515.1 for solution
5. PAWFBUI - PAXBUEBU: Error ORA-6502 In Workflow When Budget Is Baselined
See Note 336055.1 for solution
6. Workflow background process for PAWFBUI has performance issues
Apply Bi -monthly rollup Patch 7364558 or consolidated
Patch 7584055 This patch fixes critical fund check issues
D)Troubleshooting Budget/Fund check
1.For code issues/fixes see Note 745300.1 -Fund Check and Budgetary Control Troubleshooting Guide part 2
2.Check latest fund check consolidated Patch 7584055 applicable on top of 11i.PJ_PF.M
3.For Budget/Fund check datafixes see unpublished Note 820963.1-Troubleshooting Guide for Funds Check/Budgetary Controls Data Issues
4. Note.732309.1-R12.0.6+ Oracle Projects Funds Check Data Collection Transaction Data Test:
5. Note.423519.1-11i Oracle Project Costing Funds Check Data Collection Data Collection Test:
The following examples illustrate how Oracle Projects accounts for cost transactions.
Expenditure Type: Labor The labor transactions are as follows:
Post labor costs to Oracle General Ledger: Oracle Projects creates these entries when you distribute costs raw labor and total burdened costs, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post labor costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
Account Debit Credit
Raw Labor Costs 100.00
Payroll Clearing 100.00
Total Debit (Project Inventory) 200.00
Total Credit (Transfer Out) 200.00
Pay timecard These entries are created by your payroll system.
Account Debit Credit
Payroll Clearing 100.00
Cash 100.00
Expenditure Type: Usage The usage entries are as follows:
Post usage costs in Oracle General Ledger: Oracle Projects creates these entries when you distribute, generate cost accounting events, and create accounting in Oracle Subledger Accounting. To post usage costs in Oracle General Ledger, when you run the process PRC: Create Accounting, you create accounting in final mode, and select Yes for the options Transfer to General Ledger, and Post in General Ledger.
Account Debit Credit
Usage Costs 100.00
Usage Clearing (Transfer Out) 100
Funds Checking Troubleshooting Guide Part 2
Solution PLEASE NOTE: IT IS REQUIRED THAT THREE DISTINCT ENCUMBRANCE TYPES BE SETUP AND ENABLED. IT IS ALSO REQUIRED THAT ACCRUE AT PERIOD END BE SETUP AND ENABLED.
(please note for R12 the encumbrance types are hard codes)
GRANTS ACCOUNTING DOES NOT CURRENTLY SUPPORT ACCRUE AT RECEIPT OR THE USE OF INTERNAL REQUISITIONS. IF THESE SETUPS ARE NOT DONE CORRECTLY, FUNDS CHECK AND BURDENING WILL NOT OCCUR ON TRANSACTIONS CORRECTLY AND WILL RESULT IN DATA CORRUPTION.
.A. Troubleshooting Funds Check Issues
1. The user has sub-tasks and is budgeting at the top task level at the
resource group level. Absolute controls are set at the award level and top task
level. Transactions are being entered at the sub-task level. Will the
resources/sub-tasks roll up to the resource group/top task for funds checking
purposes?
a. Yes. Funds checking will roll up to the top task and resource group level
in this scenario.
2. What is the difference between Advisory and None budgetary controls?
a. There are several differences between Advisory and None budgetary controls:
- When budgetary controls are set to None, a vast majority of the funds check
logic is bypassed and transactions process quicker.
- When you navigate to Expenditures -> Funds Check Results -> GMS Details and
view transactions that exceed available budget balances when controls are set to
Advisory, you will see the following error message at the bottom of the Budget
Detail form: Transaction passed funds check at Award level in advisory mode.
-When you navigate to Expenditures -> Funds Check Results -> GMS Details and
view transactions that exceed available budget balances when controls are set to
None, you will see the following error message at the bottom of the Budget Detail
form: Transaction does not require funds check at this level
- Transactions that pass in Advisory mode do not appear on the Funds Check
Failure Report generated by the GMS: Costing and Funds Check processes in
Release 11i; they will appear on the Funds Check Success Report. Transactions
that pass in None mode will appear on the Funds Check Success Report generated
by the GMS: Costing and Funds Check processes in Release 11i.
-Many customer have written custom reports to report on the Advisory
transactions created during a processing cycle. This report is based off of the
gms_bc_packets table.
B. Purchasing and Payables Funds Control
1. Why do I have to use requisition, purchase order, and supplier invoice
encumbrances to use Grants Accounting funds checking?
a. When you turn on encumbrancing for purchasing and payables, at the approval
of the requisition, purchase order or invoice, gl_bc_packet records get created
as part of the General Ledger approval program. From that program, a Grants
Accounting program is fired that actually "copies" the gl_bc_packet record to
create the gms_bc_packet record that is used for funds checking. If you turn
off encumbrancing, the gl_bc_packet record never gets created and cannot get
copied for Grants Accounting to perform funds checking.
2. The user has entered multiple distribution lines on a purchase order and
when they attempt to reserve and approve the purchase order, all the distribution
lines fail funds checking, even though some of the distribution lines should
have passed funds checking.
a. This is standard functionality. Funds checking in Purchasing for both
General Ledger and Projects distributions functions in full mode, that is, if
one distribution line fails, then all the distribution lines fail. For further
information on this item, please read Note 146722.1 - All Lines Fail Funds
Checking In Purchasing.
3. The user has entered multiple distribution lines on a supplier invoice and
when they attempt to approve the invoice, all the distribution lines fail funds
checking and the invoice is placed on hold, even though some of the distribution
lines should have passed funds checking. The invoice does not indicate which
distribution lines failed funds checking.
a. In Payables, navigate to the Distributions form. Starting at line number 1,
view the status of each line. Lines that passed funds checking will have a
status of "Approved", and lines that failed funds checking will have a status of
"Needs Reapproval". To determine why funds checking failed for a given distribution
line, navigate to Expenditures -> Funds Check Results in Grants Accounting and
review the GMS Details for the transaction.
4. What does the status_code 'C' mean in the gms_bc_packets table mean?
a. When you use the tool to Check Funds, every time you select it, it will
create gms_bc_packet records with a status_code of 'C'. So, if you select it
twice and you are using burdening, you will get four records: Two for raw and
two for burden and they will all have the status_code of 'C'.
C. Costing and Funds Checking Processes
1. The user has implemented absolute funds checking. While GMS: Costing and
Funds Check processes, all transactions are failing funds check for the
following reasons:
Transaction failed because a combination of raw and burden costs.
Transaction failed because some important values are missing.
a. Resources must be set up for the resource lists that are defined. The
gms_budgetary_control records need to be defined when using resource groups and
a detailed resource item for every expenditure type you plan to charge against
an award must exist. The gms_budgetary_control records are built based on all
possible combinations of Award/Project/Task/Resource Group/Resources.
Navigate to Setup, Budget, Resource Lists and query up the resource list being
used on the award budget. For each resource group, define at least one resource.
To budget only at the resource group level, create a resource list with both
the resources and resource groups defined, just do not check the "enable"
checkbox at the resource level (if you do not wish to see resource level detail
when entering award budgets). Also navigate to Budgets, Budgetary Control and
make sure that the budgetary control records have been set up for the
project/award that is failing funds check.
2. The user has prematurely terminated the GMS Costing and Funds Check processes.
Is there a rollback mechanism in place for this event?
a. Yes, There is a rollback mechanism in place if the GMS Costing
and Funds Check processes are prematurely terminated for 11.5 Patchset M and later.
For prior patchsets, It is recommended that when processes are run
1) they are run under a userid that has a valid employee
assigned to it, and
2) not terminated until complete.
If you do prematurely terminate the GMS Costing and Funds Check processes,
this may cause data corruption in Patchset L and lower. If this occurs,
please see Metalink Note:249962.1.
D. Updating Balances and Clearing Budgetary Control Packets
1. The user is running GMS: Update Actual and Encumbrance Balances and it is
looping thru gms_bc_packets and processing every row with status_code = 'A' .
After processing, it updates the code to 'X'. At the end of the process, will
all the status_codes be reset to 'A'?
a. The gms_bc_packets table entries are summarized to add to the gms_balances
table when GMS: Update Actuals and Encumbrance Balances is run. This process
marks the entries once gms_balances is updated with a status of "X". The next
time the GMS: Update Actuals and Encumbrance Balances process is run, it will
delete records in the gms_bc_packets that have an "X" status and which are however many days to which the profile GMS: Purge Funds Check Results is set.
At this time, the corresponding gl_bc_packet recordsfor the related AP/REQ/PO record will also be deleted. The key to the records
in the gl_bc_packets table being deleted is also predicated upon the je_batch_id
being equal to -999 per the code in the GMS_SWEEPER package, gmsfcuab.pls file.
NOTE: This is why performance slows as records are added to the gms_bc_packets
table because it takes longer for funds checking to work.
With regards to the effects on Award Status Inquiry, the ASI views will look at
gms_balances, plus any gms_bc_packets that haven't been summarized yet. For
more information on the effects of processes on Award Status Inquiry, please
review question and answer 2 below in this section.
If you need to know why a transaction failed funds check and the gms_bc_packets
have already been purged, reprocess the transaction by either re-approving the
invoice or purchase order or re-running the appropriate GMS: Costing and Funds
Check process. New gms_bc_packet records will get created and you can review
the results in the Funds Check Results form.
E. Reconciling Fundscheck Results to Award Status Inquiry
You are trying to reconcile the detail and balances in the Fundscheck Results (Budget) Form to Award Status Inquiry and information is not reconciling.
Cause
1. The real use for the GMSIQBLB Budget Fundscheck Results (Budget) is when you have transactions fail fundschecking during the award budget rebaseline process. This form allows you to research
the cause. It should not be used in place of Award Status Inquiry.
2. If you have the profile option:
GMS: Enable Funds Check for Budget Submission = Yes
When you rebaseline the award, the program goes out and performs fundschecking on every single transaction charged against the award creating gms_bc_packet records for all those transactions.
Then as part of the process, GMS: Update Actual and Encumbrance balances is performed and gms_balances is updated with a new budget_version_id. The status_code of the gms_bc_packet records created by the award budget baseline is set to X, so they will be deleted within the window set for the profile option:
GMS_PURGE_FUNDS_CHECK_RESULTS.
GMSIQBLB Budget Fundscheck Results form uses a combination of the information on the gms_balances for totals AND the gms_bc_packet records for details.
From Grants Accounting User's Guide:
Page 22-23
Viewing Funds Check Results of Award Budget Procedure
Users can access funds check results to determine why a budget failed baselining.
To view the funds check results of an award budget that failed the baselining
process, perform the following steps.
1. In Grants Accounting, navigate to the Find Funds Check Details (Budget)
window as follows:
Budgets - Funds Check Results (Budget)
2. Enter data in each field of the Find Funds Check Details (Budget) window as
described in Table 22–4, page 22-25.
3. Click Find to open the Budget Funds Check Results window.
4. Review each field of the Budget Funds Check Results window as described in
Table 22–5, page 22-27.
5. Close the window.
Fix
To implement the solution, please execute the following steps:
If you are going to compare Award Status Inquiry to the GMSIQBLB form, you have to rebaseline the award budget and then immediately look at Award Status Inquiry. The rebaseline update the gms_balances table. The totals on Award Status Inquiry are taken directly from the gms_balances table.
The details are taken from a series of table views on
-gms_award_distributions
-ap_invoice_distribution_lines_all
-po_req_distributions_all
-po_distributions_all
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Troubleshooting Fund Check/Budgetary Control Guide -Part 1
Troubleshooting Details A) Common Setup
Profile Options
PA: Enable Budgetary Controls
PA: Allow Override of Budget Accounts
PA: Days to Maintain BC Packets
PSA: Budgetary Control Report Template (R12)
i)Bottom-Up Budgeting Setup/Processing Steps
Perform the following tasks to implement Bottom-Up Budgeting:
1. Define the Project Budget Account Workflow process
2. Define the Allow Override of Budget Accounts profile option
3. Define the Enable Budgetary Controls profile option
4. Define the GL budget
5. Define Integration for the Project Type/Project
6. Define the Project Budget
7. Generate accounting information for each budget line
8. Optionally, override the generated account for specific budget lines
9. Baseline the Project Budget
10. Run the Program: Create Journals process
11. Post the GL journal batches
ii)Bottom-Up Budgeting Integration Definition
Field Descriptions:
Allow Override at Project Level - Default or Dictate settings for projects using this project type.
Budget Type - Select from the defined project budget types. The list of values will not include project budget types that have baselined budget versions.
Balance Type - For Bottom-Up Budgeting the Balance Type must be Budget.
Non-Project Budget - Select a defined General Ledger budget. The list of values will only include GL budgets with a status of ‘Open’ or ‘Current’.
Remaining Fields - All remaining fields should be null
iii)Bottom-Up Budgeting Troubleshooting Tips
1. Account Generation Fails
Verify the Budget Account Workflow definition.
Is Dynamic Insertion enabled in General Ledger.
2. Budget Baseline Process Fails
Will the resulting budget journals reduce GL available funds to less than zero.
Does the budget contain a new or changed budget amount for a closed GL Period.
j)Top-Down Budgeting Setup
Perform the following tasks to implement Top-Down Budgeting:
-Define the Project Budget Account Workflow process
-Define the Allow Override of Budget Accounts profile option
-Define the Enable Budgetary Controls profile option
-Define the PA: Days to Maintain BC Packets profile option
-Define the PA encumbrance type
-Define the GL/CC budget
-Setup encumbrance in GL, PO, AP
-Define Integration for the Project Type/Project
-Define the Project Budget
-Generate accounting information for each budget line
-Optionally, override generated accounts
-Baseline the Project Budget
jj)Top-Down Budgeting Restrictions
-Supported for Oracle General Ledger and Oracle Contract Commitment funding only
-The budget entry method must be time phased by GL Period.
-Project budget amounts in open GL Periods.
-A budget line must exist for each budget period
-Cross Charge transactions are not supported
jjj)Top-down Budgeting Troubleshooting Tips
1.Transaction Fails Funds Check
Does a Baselined Budget exist.
Do budget lines exist for all project levels that have a control level other than ‘None’.
Is the transaction amount greater than available funds.
Was the PRC: Update Project Summary Amounts After Resource List Change ran after a new resource member was added.
2.Account Generation Fails
Verify the Budget Account Workflow definition.
Is Dynamic Insertion enabled in General Ledger.
3. Budget Baseline Process Fails
Will the resulting budget journals reduce GL available funds to less than zero.
Does the budget contain a new or changed budget amount for a closed GL Period.
Is the Budget amount greater than current actual plus commitment balances.
k)Non-Integrated Budgets Setup
-Enable BC in GL and encumbrance accounting in Oracle Payables or/and Oracle Purchasing
-Define the PA: Enable Budgetary Controls profile option
-Define the PA: Days to Maintain BC Packets profile option
-Enable Budgetary Controls for Project Type/Project
-Define Control Level Defaults and Time Intervals
-Create and Baseline a Cost Budget
-Update the Control Levels for your Baselined Budget
Resource List
Project/Task
Resource Groups/Resources
kk)Non-Integrated Budgets Troubleshooting Tips
1. Transaction Fails Funds Check
Baselined Budget must exist.
Budget Line must exist if control level is not ‘None’.
Available funds must exceed transaction amount.
PRC: Update Project Summary Amounts After Resource List Change must be ran when a new resource member is added.
2. Budget Baseline Process Fails
Budget amount must be greater than current actual plus commitment balances.
3. The following processes fail to interface transactions:
Interface Usage and Miscellaneous Costs to GL
Interface Total Burdened Costs to GL
The Maintain Budgetary Control Balances process must be ran.
4. Data corruption in funds-related tables and cause failures during funds validation processing
Either BC in GL or encumbrance accounting in AP or PO have been changed ( disabled)
l)Troubleshooting Baseline/Transactions Failures
-Use the Transactions Funds Check Results form to review funds check failures
-Use the Transactions Funds Check Results form to review funds check failures that occur during transaction processing.
-Review Funds Check Result Messages and identify the corrective action see Note 445119.1 and/or Oracle Project Management User Guide pag 6-111
-Always check PA_BC_PACKETS table,where funds check errors are present
B)General Troubleshooting
1.See Note 296559.1 -Common Tracing Techniques within the Oracle
2. Note 301372.1 - How to Generate a Raw Trace File Including Binds and Waits for a Concurrent Program for 11.5.10
3. To debug workflow issues verify/check
-Note 224308.1 -Account Generator & Workflow Frequently Asked Questions
-Note.116375.1-Workflow How to Get Information Required to Run wfstatus/wfstat.sql
-Note 187071.1- bde_wf_item.sql - Runtime Data of a Single Workflow Item
C)Troubleshooting Budget Workflow
1.PABDACWF ORA-20002: 3136: Item 'PABDACWF/#SYNCH' Cannot be Accessed
See Note 744359.1 for solution
2. ORA-20002: 3135: 'Wf_Engine.Notification' is not permitted in synchronous processes
See Note 334232.1 for solution
3. Unable to baseline a budget through workflow budget remains in 'In progress" status
See Note 552483.1 for solution
4. Modifying Existing Budget Gets Rejected in Workflow With ORA-1422
See Note 396515.1 for solution
5. PAWFBUI - PAXBUEBU: Error ORA-6502 In Workflow When Budget Is Baselined
See Note 336055.1 for solution
6. Workflow background process for PAWFBUI has performance issues
Apply Bi -monthly rollup Patch 7364558 or consolidated
Patch 7584055 This patch fixes critical fund check issues
D)Troubleshooting Budget/Fund check
1.For code issues/fixes see Note 745300.1 -Fund Check and Budgetary Control Troubleshooting Guide part 2
2.Check latest fund check consolidated Patch 7584055 applicable on top of 11i.PJ_PF.M
3.For Budget/Fund check datafixes see unpublished Note 820963.1-Troubleshooting Guide for Funds Check/Budgetary Controls Data Issues
4. Note.732309.1-R12.0.6+ Oracle Projects Funds Check Data Collection Transaction Data Test:
5. Note.423519.1-11i Oracle Project Costing Funds Check Data Collection Data Collection Test: