Using Oracle Projects to manage Aquisitions – NEW TIPS!

I had an interesting discussion with a customer of ours at Oracle Openworld 2018 recently. His organization regularly acquires other companies and he was incredibly frustrated with the length of time it took to create opening balance Receivables transactions, via Oracle Projects for these acquisitions. He told me how he’d lost his weekends as that was the only safe time he could create these transactions and mitigate the risk of other user’s processes interfering with his data!

They were required to create an individual Receivables invoice for every open transaction on a project. If a project had 20 open invoices, they created 20 billing events in Projects and individually sent these through to Receivables, one at a time, to ensure separate invoices were created for the acquired debt.

A summary of his process

Wherein this example, 20 open invoices exist on a project, was as follows:

  1. Create 20 billing events in Oracle Projects.
  2. Ensure all 20 events are on billing hold, so they don’t accidentally get included in an invoice run.
  3. Remove the billing hold from the first event.
  4. Run the ‘PRC: Generate Draft Invoices for a Single Project’ concurrent request for the project
  5. Find the draft invoice and manually ‘Approve’ it.
  6. Manually ‘Release’ the draft invoice.
  7. Run the ‘PRC: Submit Interface Streamline Processes’ concurrent request to send the draft invoice through to Receivables using the ‘XI’ option.
  8. Remove the billing hold from the next event and repeat steps 4-7 above.

Just imagine if you have thousands of opening balances to upload!  No wonder his weekend was ruined.

We agreed at the time, that there had to be a better way – so I did some research for him.

By using a combination of the More4Apps Event Wizard, the Oracle Project Client Extensions, and Bill Groups, I discovered this process can be greatly streamlined, as follows:

  1. Firstly, add your own business logic to the Oracle Project’s PA_CLIENT_EXTN_INV_ACTIONS extension package to automatically Approve and Release the draft project invoices.
    The APPROVE_INVOICE procedure simply requires the X_APPROVE_FLAG to be set to ‘Y’.The RELEASE_INVOICE procedure requires the Receivables Invoice Number, Invoice Date, and Release Flag to be set before the invoices will be automatically released. Use SQL in this procedure to retrieve the legacy invoice number found in the pa_events bill_group or reference columns, depending on how you choose to upload this information in the step below.
  2. Use the More4Apps Event Wizard to upload all the events needed across all projects for each individual open balance invoice. Use the Bill Group field to enter a unique reference number for every event. An Excel formula in this column works well, or it could be the legacy system’s actual invoice number. There is no need to put these events on billing hold.
  3. Now that all the events exist run the ‘PRC: Generate Draft Invoices for a Single Project’ or the ‘PRC: Generate Draft Invoices for a Range of Projects’ concurrent requests as appropriate. Do not populate the ‘Bill Group’ parameter as the program will still use the Bill Group value to create individual invoices.
  4. When the requests complete there should now be individual draft Project invoices for every open legacy transaction that have been automatically Approved and Released. These are now ready for sending through to Receivables to create the open transactions.
  5. Run the ‘PRC: Submit Interface Streamline Processes’ concurrent request to send the draft invoice through to Receivables using the ‘XI’ option.

 

My own testing has revealed significant time savings and should result in our customer getting his weekends back.

If you also find yourself thinking “there must be a better way” – you are probably right!  Maybe there’s a Wizard to help you?

(PS If you’re the customer I was talking to, please let me know how this process worked for you?)

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