ABCD

PA Adjustments

Application: Project Accounting

Process: Revenue and Invoice Adjustments

Topic Page Number

Cost Adjustments 2
Revenue Adjustments 9
Invoice Adjustments 11

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PA Adjustments

COST ADJUSTMENTS

1. Hours:

In order to add or reduce the hours booked on the project.

Pre-approved Batch

Query for the batch which needs to be adjusted

Press F11 to bring the fields in the query mode. Input a partial or complete name of the batch between
“%...%” .Do Ctrl + F11.

e.g. %11235%

Check the status of the batch. If it is in Submitted select Rework button and make adjustments.

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If the batch is already “Released”. To Reverse the entire batch. You might want to reverse the entire
Batch as it was created wrongly on a different project.

Give a name to the reversed batch. Select Ok

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PA Adjustments

System Gives message of number of items reversed.

Submit and Release the Reversed batch .Note the reversal will not be effective unless the batch
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is released.

Partial Reversal:

In case certain number of hours has to be added or reduced for a specific resource or
Additional number of hours has to be added for the given period or
Hour’s information was wrongly created for different employee .The entire batch need not be reversed

Create a new batch for the same week, project, task and employee. Submit and Release the Batch

You can use “Copy From” option for quickly creating a new batch similar to already existing batch
for same employees

Give New Batch Name and Input the Ending date and Select “Copy From” button.

Select the existing batch name similar to which you need to create a new batch.

Make required changes and submit and release the batch.

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PA Adjustments

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Billability and Non Billability:

Hours entered through pre-approved batches and OTL can be made billable and non billable after they
have been imported into projects module..

Pre-approved Batch

In order to make the number of hours Billable /Non billable while creating pre-approved batch.

While entering hours against each resource for a given date select the work type option. It determines
if the entered hours are billable or non billable.

Notice that Zero revenue is generated for these items when generate draft revenue is processed.

From Expenditure Inquiry:

Navigate >Expenditure Inquiry Screen and select the required project

Select the expenditure item and Select tools >Non Billable option.

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You need to Recalculate Cost and Revenue again for the items if revenue is already generated. Notice that
a negative line is created negating the existing cost and revenue amount

Adjustment Options:

You can adjust expenditure items on your projects using adjustment options like Billable/Non Billable,
Billing Hold, Split Hours, Transfer Hours provided in the expenditure inquiry screen.

Each of these action when performed would require a process to be submitted .Below table lists the
Set of adjustments and processes to be submitted.

Generate Draft Generate Draft

Adjustment Activity Distribute Costs Revenue Invoices

Correct Approved Expenditure Item Yes Yes Yes

Billable to Non- Billable and Vice-Versa Yes Yes Yes

Billing Hold No No Yes

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Release Hold No No Yes

Recalculate Cost/Revenue Yes Yes Yes

Recalculate Revenue No Yes Yes

Split the existing hours into billable and non
billable Yes Yes Yes

Transferred the hours from one task to

another or from one project to another Yes Yes Yes

Work Type Changed No Yes Yes

REVENUE ADJUSTMENTS

2. Revenue

Revenue generated is less than the expected or has not got generated at all for a given project. Any one
of the following could be the Reasons.

(Assuming that Invoice is not yet generated)

1. Check you have processed the Cost and Revenue from the correct responsibility.

2. Check agreement has been created and baselined for the given project.

3. Check the number of hours booked is correct. If No create a new batch to add hours
to existing revenue .

Submit: Distribute Labor Cost and Generate Draft Revenue Processes

Note: If the revenue line for the given period is in “Released” Status. ”Unrealese” the
Revenue line and Re-generate cost and revenue as mentioned above. If not done so,
New revenue line gets created with a negative figure for each of the above adjustments.

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PA Adjustments

4. Check all the lines are cost distributed (Navigate to expenditure inquiry screen and
Select cost distributed option from the show field) .If the items are not cost distributed
Select the items which are not cost distributed and Click on Recalculate Cost /Revenue

Submit: Distribute Labor Cost and Generate Draft Revenue Processes

5. Check bill rate is defined for correct employee and is within effective dates. If No,
Define rate, Extend the effective date and rate on the project .Select the items for the given
period and click on Recalculate Cost/Revenue option from Tools in the Menu Bar.

Submit: Distribute Labor Cost and Generate Draft Revenue Processes

In order to Increase or Decrease the Revenue accrued on the project .Check the Status of the Revenue
Lines.

Unreleased: Using preapproved batches or billable/non billable adjusting option or event creation
make adjustment and Re-generate the revenue (For T&M project generate cost also)

Released: Change the status to Unreleased, make adjustments and Re-generate revenue.
Note: If the revenue is regenerated without changing status, a new revenue line gets
Created

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INVOICE ADJUSTMENTS

3. Invoice :

Invoices can be adjusted based on the status of the invoice.

Make sure if you perform an adjustment on an invoice’s expenditure items and events, you need to
submit the appropriate process to reflect those adjustments.

(Assuming that Revenue is already generated)

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If the Invoice is already generated and Changes need to be made.

Check the Invoice Status.

Unapproved: If the Invoice is in Unapproved Status and invoice amount needs to be reduced or
Added.

For Time and Material Projects, Change Status of the revenue line to
Unreleased .Added or reduce the revenue amount using preapproved batch or making
Expense lines as Non-billable and Re-generate the Revenue and Invoice.

For Fixed Price and License & AMC projects create a Write-on or Write Off
Event and Re-generate Invoice and Revenue if the event is for both Revenue and
Invoice, if event is for only invoice amount then Re-generate Invoice.

Approved: If the Invoice is in Approved Status. Change Status of the revenue line to
Unreleased.(For T&M projects only) .Create events or preapproved batches based
on the Project type.

Adjusted amount gets added to the existing revenue and invoice amount.
Re-generate Invoice and Revenue accordingly

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Release Invoice Only:

If the Invoice is in “Release Invoice Only” Status and changes need to be made.
Change Status of the revenue line to Unreleased.(For T&M projects only)
Delete the draft Invoice line using. Run Request Button and Enable Delete Invoice
Option .This Submits a background process and Invoice line is deleted.

Make required changes to the invoice amount based on the project type as mentioned
above for approved status and Re-generate the Revenue and Invoice.

Accepted in Receivable:
If the Invoice is in Accepted in Receivable Status. Changes Cannot be made to the
Existing Invoice lines .You can Cancel entire invoice by select Credit Button
In Invoice Review screen .Background program is processed and the Invoice line
Gets reversed i.e. a negative line is created .Approve and Release the negative invoice
Line.

You can still increase or decrease the invoice amount using the preapproved batch or
by creating events ,but it would not get computed in the existing Invoice Line .
It creates a new Invoice line for the same period.

Delete Revenue or Invoice.

Navigate to Billing >Revenue Review or Invoice Review Screen as per requirement.

Select the Draft Revenue line or the Draft Invoice Line

Select Run Request Button.

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It triggers a background process and Invoice and Revenue Lines are deleted.

Make required changes and re-generate the revenue and invoice.

Create Write-On and Write Off Events to makes adjustments to the Revenue and Invoice amounts
Write On: Input positive invoice and revenue amount.Re-generate Invoice and Revenue amount

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Write Off: Input Negative Invoice and Revenue amount .Regenerate Invoice and Revenue Amount.

Canceling Invoice:

Select the credit button in the invoice review screen. Enable the cancel invoice option
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This submits a background process and existing Invoice line is cancelled.

You need to enter the reason for cancellation. Select from list of values.

Cancellation of invoice would create a negative invoice line with exact invoice amount.

You need to Approve and Release the new invoice line and perform other processes like that of a
normal Draft Invoices.

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Interface Invoices to Receivables module and Import it in the Receivables module.

When these invoices are interfaced to receivables module a Project Credit Memo gets created
automatically.

Notice that the Source of these credit memos would show as “PROJECTS INVOICES”

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