Project Accounting

Project Accounting

Costing

Items not costed
The output of the labor cost distribution cost distribution shows the error as Missing Cost Rate. This happens for Sub-Contractors when they do not have a Cost Rate setup. For employees the costing is based on the Job Grade but for Sub-contractors the costing is based on the Cost Rate setup. All Sub-contractors should have a Cost Rate set up.

Labor Cost Distribution Program does not pick up items
When giving a PA Date for the Cost distribution program, the date always has to be a Friday, if otherwise, the process will not pick up any items. This is applicable even if the week is a split week, i.e., the month end falls in midweek and the costing needs to be done for that month.

Items wrongly costed
The costing for employees is based on the business rule that ‘Maximum available hours per person per week unless the total hours that are billable are greater than the available hours’. This implies that the Costing for Billable Tasks will be as per the Cost Rate and any non-billable cost will be pro-rated as per the billable time entered and the maximum available hours.

E.g.
If an employee has coded 40 hours on billable task and 10 hours on non-billable task, then the non-billable time will be zero-costed (assuming that the maximum available hours for the week is 40)

If an employee has coded 30 hours on billable task and 15 hours on non-billable task, then the 15 hours on non-billable will be pro-rated for 10 hours. This will result in the Cost Rate for these items being less than the Standard Cost Rate.

Signal-11 error when running the Distribute Labor Cost program
This happens sometimes when the number of items that are being picked for distribution is very high. To avoid this, run the cost distribution in batches for one week at a time or one project at a time.

Reversed Time Items zero costed
The original items are cost distributed and the Project burden shows the correct value but the reversed items shows zero cost.
This happens when the items are reversed before they are cost distributed. Hence the reversed items will be zero-costed, as there is no cost rate attached to the original items. To rectify this, negative items have to be created through pre-approved expenditure batch, then before costing this batch has to be reversed. Finally, the cost should be distributed. This will correct the cost and also the hours charged so that the URVE is not affected.

Expense Report / Supplier Invoice items not costed
Expense Report / Supplier Invoice items are already costed when they are imported into PA. But when these items are adjusted i.e. transferred or reversed, the adjusted items will not be cost distributed. To do this, the Distribute Expense Report Cost process or the Distribute Supplier Invoice Adjustment Costs should be executed.


Agreements, Funding and Budgets

Budget cannot be baselined - Funding not equal to budget
The Funding amount is not the same as the budget. Specify the correct amount as in funding. Also, the budget should be at the same level as the funding, e.g. if the funding is at project level then the budget should also be at project level or if the funding is at task level then the budget should also be at task level

Also, sometimes when a funding line is created and then deleted, the budget amount will not match the funds. In these cases, the funding lines will have to be checked in the database and the amount equal to funding will have to be entered in the budget.

Note: When the Project start or end date is changed, the budget has to be re-baselined.

Revenue Generation

Items are not picked up for revenue
The time and expense items coded to a Billable task will only be picked up for Revenue Generation. All items coded to Non-Billable Task will not generate revenue. The billable flag for an item can be checked in the expenditure inquiry screen by choosing the Billable_Flag field from Show Field in the Folder Menu. This has to be checked for the item to be eligible for revenue generation.

The items have to be Cost distributed before they can generate revenue.
Also, the item date should be before the “accrue through date” when the generate revenue process is executed.

Events are not generated
The event date should be before the “accrue through date” when the generate revenue process is executed.

No Funding
An agreement and funding are not created for this project. Before generating revenue for a project, an agreement and funding have to be created and an approved revenue budget should be baselined.

Revenue has reached hard limit
Revenue generation is based on the agreement. If the agreement has a hard limit defined (the hard limit check box will be ticked), then revenue cannot be generated beyond the amount specified. To rectify this, either remove the hard limit or increase the funding.

Invoice Generation

No active event or expenditure items
The time and expense items coded to a Billable task will only be picked up for Invoice Generation. All items coded to Non-Billable Task will not be picked up for invoicing. The billable flag for an item can be checked in the expenditure inquiry screen by choosing the Billable_Flag field from Show Field in the Folder Menu.

The items have to be Cost distributed before they can generate revenue.
Also, the item date should be before the “bill through date” when the generate invoice process is executed.

For an event, the event date should be before the “ bill through date “ and should not have a bill hold.

Project not picked up when the Invoices are generated for a Range of Projects
When generating invoices for a range of projects, a project will not be picked for invoicing if the “next billing date” is after the current date. This can be checked in the Project Options -> Billing Set up -> Billing Assignments.


Interfacing Cost to GL

No Open Period
The GL period to which the items belong is not open in GL. Open the period and run the interface program again.


Interfacing Revenue to GL

No Open Period
The GL period to which the revenue lines belong is not open in GL. Open the period and run the interface program again.


Interfacing Invoices to AR

No Output Tax Code
The Tax Code in the Invoice lines is not available. Attach a tax code to the invoice lines and then run the interface program again.

No Open Period
The GL period to which the invoice lines belong is not open in GL and/or AR. Open the period and run the interface program again.


Interfacing Expense Report / Supplier Invoice Adjustments from and to AP

Project Status does not allow transactions
The project to which an expense item belongs should be ACTIVE. All items charged to Project, which is CLOSED or PENDING CLOSE would not be picked up by the interface program. To interface these items to PA, the project statuses have to be changed to ACTIVE and then the interface program needs to be run.

Transaction Exceptions

No Open Period
The GL Period in which the cost or revenue items belong might be closed. In case of invoices, the GL Period and / or the AR Period might be closed.

Costing Exceptions
Undefined
The journal import for the cost items is not done. The journal import in GL should be executed and then the tieback labor cost from GL program in PA has to be executed.

Revenue Exceptions
Undefined
The journal import for the revenue items is not done. The journal import in GL should be executed and then the tieback revenue from GL program in PA has to be executed.

Invoicing Exceptions

New Line not Processed in PA
The supplier invoice or expense reports in AP have not been interfaced to PA. To get these invoices / expense reports into PA, they have to approved and accounted and then the interface program in PA has to be executed.

No Assignment
The employee who has created an expense report might have been end dated. Hence these items will not be interfaced to PA from AP. To rectify this error, change the Supplier Type in AP of the employee from employee to supplier and then run the interface supplier invoice interface program.

Reports

The Project related reports – PDR, PCR and WIP & AR Reports will not pick a project if a Project Manager or Account Manager is not attached to the report.

The project related reports – PDR, PCR and WIP & AR Reports will pick data as per the GL Date of the Expenditure Items and not as per the Expenditure Item Date. Hence the reports might not match with the extract taken from Expenditure Inquiry screen if the item date has a different GL Date.

The Emailing program will not run for Internal Projects. The reports will be emailed to the concerned employee only if the person is set up as the Project / Account Manager / Project Controller of the Project.