Entering Expenditure Batches

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 Objectives

After completing this lesson, you should be able to do

the following:
Explain the components of an expenditure batch
Describe the use of automatically reversing
expenditure batches to enter accruals

Copyright 2004, Oracle. All rights reserved.

 Agenda

Expenditure Batches
Automatically Reversing Expenditure Batches
Entering Expenditure Batches using Excel
Reports for Expenditure Batches

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 Expenditures Overview

Expenditure Batch

Expenditure Expenditure

Expenditure Item Expenditure Item

Expenditure Item Expenditure Item

Expenditure Item Expenditure Item

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 Expenditures Overview

Expenditure Item Date Non-Labor Resource

Project Number Non-Labor Organization

Task Number Currency Fields

Assignment Name Quantity

Work Type Reimbursement Amount

Expenditure Type Comment

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 Currency Fields for Expenditures

Functional Currency Project Currency

Reimbursement Currency Transaction Currency

Receipt Currency

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Statuses for Pre-Approved Expenditure
Batches

Working

Submit Batch Rework Batch

Submitted

Release Batch

Released

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 Enter Pre-Approved Batches

Services-East

Services-West

Services-North

For example, enter a usage Enter each expenditure by

batch to charge projects for expenditure organization.
vehicle use for the week.

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Submitting an Expenditure Batch

Amounts Control Running Difference

Totals 150 150 0

Count 2546 2546 0

Submit
If entered, control totals
must equal running totals

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 Reversing an Expenditure Batch

Reverse

Released Batch
Status Reversing Batch
Created
Revision Required

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 Reversing Expenditure Items

Reverse Original
Items

Released Batch Create New Batch

Status with Reversing
Items
Revision Required
for 3 Expenditure Optionally Enter
Items New Items

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 Copying an Expenditure Batch

Copy Batch

Vehicle Usage for the week Vehicle Usage for the week
ending 25-APR-2004 ending 02-MAY-2004

Copy expenditures and expenditure

items to a new batch.

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 Reviewing Project Expenditures

Project Mode All Mode

Must query by project Query across projects

Review detailed expenditures

charged to a project.

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 Reviewing Project Expenditures
T-Accounts

View Accounting Tools Menu

Expenditure Item

Item Details
Item Details
Button

Cost Revenue AP Invoice PO Receipt

Distribution Distribution
Lines Lines

Expenditure Inquiry

Copyright 2004, Oracle. All rights reserved.

 Agenda

Expenditure Batches
Automatically Reversing Expenditure Batches
Entering Expenditure Batches using Excel
Reports for Expenditure Batches

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 Automatically Reversing Expenditure
Batches

Submit Release Process

Reversing
Enter Batch Expenditure
Items Created

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 Releasing the Batch

Release

Entered Expenditure Item Reversing Expenditure Item

Expend. Date = 19-JUL-2004 Expend. Date = 19-JUL-2004
GL Date = 19-JUL-2004 GL Date = 01-AUG-2004

Example: Expenditure Item

Date Processing is enabled.

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 Processing the Accruals
Automatically Reversing GL Periods
Expenditure Batch

Original
JUL-04
Expenditure Items
Interface
Reversing
AUG-04
Expenditure Items

Oracle Oracle
Projects General Ledger

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 Agenda

Expenditure Batches
Automatically Reversing Expenditure Batches
Entering Expenditure Batches using Excel
Reports for Expenditure Batches

Copyright 2004, Oracle. All rights reserved.

Upload Expenditure Batches from
Microsoft Excel

Oracle
Projects

Enter pre-approved batches in MS Excel

and upload them into Oracle Projects.

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 Upload Expenditure Batches from
Microsoft Excel

Transaction
MS Excel Import
Spreadsheet

Transaction
Import
Interface
Table
Upload
Batch Expenditures

Microsoft Excel Oracle Projects

Copyright 2004, Oracle. All rights reserved.

 Agenda

Expenditure Batches
Automatically Reversing Expenditure Batches
Entering Expenditure Batches using Excel
Reports for Expenditure Batches

Copyright 2004, Oracle. All rights reserved.

 Expenditure Batch Reports

Use the following concurrent processes to report on

expenditure batches:
AUD: Expenditure Batch Status
AUD: Expense Report Entry
AUD: PreApproved Expenditures Entry Audit

Copyright 2004, Oracle. All rights reserved.

 Summary

In this lesson, you should have learned how to:

Explain the components of an expenditure batch
Describe the use of automatically reversing
expenditure batches to enter accruals

Copyright 2004, Oracle. All rights reserved.