Reviewing and Adjusting Project Costs

Project managers (PMs) need the ability to review and adjust project costs before a bill is generated, and a history of any adjustments must be maintained in order to reconcile actual and charged amounts. Project manager reviewing functionality provides a flexible tool that enables a PM to search on a number of fields, make necessary adjustments, and mark reviewed transactions.

This chapter provides an overview of the PM review process and discusses how to:

Summarize transactions for project manager review.
Review and adjust project cost transactions.
Review project billing transactions.
Review shared project transactions.

Understanding the Project Manager Review Process

By using the Project Manager Review component (PC_PM_REVIEW) project managers can review, adjust if necessary, and approve transactions before the transactions are sent through the billing process. If project managers determine that an adjustment is needed, they can modify the amount, quantity, project ChartFields (business unit, project, activity, type, category, and subcategory) and billable status. Then the project accountant assigns the GL (general ledger) ChartField values and determines if the adjustment will generate accounting entries in the Accounting Line for Contracts and Project Costing table (CA_ACCTG_LN_PC) to send to GL.

You can select the Review Required for Billing option on the Installation Options - Project Costing Integration page to activate a mandatory review process for the entire system. By using this option, a project transaction must be reviewed before it can be billed. With this option enabled, the Process Project Accounting Application Engine process (PSA_ACCTGGL) generates rows only from transactions with a PM_REVIEWED field value of Yes (reviewed), and ignores transactions that have not been reviewed. You can override the Review Required for Billing option at the project type level and for individual projects.

If you select the Review Required for Billing option at the installation level, you can specify the Auto Review for Billing option for a project type. This automatically marks all transactions for projects with that project type as reviewed, and bypasses the requirement for a project manager review. You can also select the Auto Review for Billing option on the Project Costing Definition page for specific projects.

During the process of reviewing project cost transactions, project managers can adjust the transactions prior to billing. The review functions that project managers can perform are:

Specify individual transactions as billable or nonbillable.
Review summarized transaction data at a high level where it is easier to focus.
Adjust the amount, quantity, and project ChartField values for cost transactions.
View billing, sharing, and revenue transactions.

Making adjustments by using the Project Manager Review component is a two-step process. First, the project manager makes project-related adjustments, including adjustments to quantities, amounts, and project ChartField information. Second, the project accountant accesses the Adjustments page and enters GL ChartField information for the adjustment so that it can be used to create GL journal entries.

When you choose an adjustment type of Adjust Amounts and ChartFields, the original transaction row does not change. However, the system creates a balanced two-sided entry in the amount of the adjustment. For example, assume that the original entry was 750.00 USD for source type 12345, but the amount should have been 500.00 USD to source type 54321. You select a transaction adjustment type of Adjust Amounts and ChartFields, enter a change in the amount of 500.00 USD, and change the source type to 54321. When you finalize the adjustment, the system creates a debit and a credit entry in the amount of 500.00 USD, and sends the adjustment row through the Pricing process. The next step is for the project accountant to use the Adjustments page to enter changes to PC-related or GL-related ChartFields, if required, and to determine if journal entries should be created and sent to the Accounting Line for Contracts and Project Costing table for processing to GL. If the GL distribution status on the Assign ChartFields page is Ignore, no journal entries are sent to the Accounting Line for Contracts and Project Costing table. If the GL distribution status is Not Done, the journal entries are sent to the Accounting Line for Contracts and Project Costing table.

Summarizing Transactions for Project Manager Review

To define templates that are used to summarize transactions for project manager review, use the PM (Project Manager) Summary Template component (PC_PM_SUMM_TMPL).

This section discusses how to:

Specify transaction search criteria.
Select activities for project manager review.
Set up summary templates.

Pages Used to Summarize Transactions for Project Manager Review

Page Name	Object Name	Navigation	Usage
Manager Transaction Review	PC_PM_SRCH_DLG	Project Costing, Interactive Reports, Manager Transaction Review, Manager Transaction Review	Specify search criteria to create a list of transactions for project manager review.
Select Project Activities	PC_PM_SEL_ACTVS	Click the Select Project Activities link on the Manager Transaction Review page.	Specify project activities that should be part of the search criteria for review transactions.
Transaction Summary Template	PC_PM_SUMM_TMPL	Click the Transaction Summary Template link on the Manager Transaction Review page.	Select the fields by which transactions are summarized when they are displayed for project manager review.

Specifying Transaction Search Criteria

Access the Manager Transaction Review page.

Select

Project managers enter search criteria to filter project transactions to review.

Select Project Activities

Click to access the Select Project Activities page, where you can select specific project activities as part of the search criteria.

Revenue Distribution Status

Select one of these values to limit the search to transaction rows with the selected revenue distribution status:

Create: Transaction row has been priced for revenue.

Distrib (distribute): Revenue transactions that have been sent to GL.

Generate: Revenue transactions where journal entries have been generated and written to the Accounting Line for Contracts and Project Costing table.

Ignore: Revenue transactions that will not be priced.

Not Done: Revenue transactions that are ready to be priced. This distribution status is typically set to N (not done) when a transaction is entered by using the Add Transactions page in Project Costing and the transaction is eligible to be priced for revenue.

Billing Distribution Status

If you use this field as part of the search criteria, select one of these options:

Distribute: Transactions that have completed the billing process.

Ignore: Transactions that are not eligible to be priced for billing or are not part of the billing process.

Not Done: Transactions that are eligible to be priced for billing, but have not been run through the Pricing Application Engine process (PC_PRICING). This distribution status is typically set to N when a transaction is entered by using the Add Transactions page in Project Costing and the transaction is eligible to be priced for billing. Additionally, when Project Costing imports a transaction from feeder systems such as Time and Labor, the Application Engine that brings the cost transactions into Project Costing initially sets the distribution status to N. The Pricing process updates this status after the transaction is priced for billing.

Priced: Transactions that have gone through the Pricing process and have been priced for billing.

Unbillable: Transactions that do not qualify for billing.

Worksheet: Transactions that are currently in the billing worksheet.

View Type

Detail	Select this option for each detailed transaction row to appear on the Cost Review page.
Summary	Select this option and specify a summary template for transactions to appear in a summary format based on the fields that are selected on the summary template. You can adjust transactions only in a detail view, not in a summary view.
Template ID	If you select the Summary option, you must select a template that defines how transactions are summarized.
Transaction Summary Template	Click to access the Transaction Summary Template page to add or modify templates.

Reviewed

All	Select to view all of the transactions that match the search criteria on this page.
Reviewed	Select to view only the transactions that match the search criteria on this page that the project manager previously reviewed.
Not Reviewed	Select to view only the transactions that match the search criteria on this page that the project manager has not reviewed.

Other Page Elements

Date Type

Select Accounting Date or Transaction Date to filter transactions by date. You must enter a date range in the From Date and Through Date fields if you select a date type.

Search

Click for the system to retrieve a list of transactions that match your search criteria. The Cost Review page automatically appears with the search results.

You can retrieve a maximum of 1,000 transactions on review pages in the Project Manager Review component.

Reset

Click to clear all field entries that are on the page.

Selecting Activities for Project Manager Review

Access the Select Project Activities page.

This page lists the activities that are associated with the project that you selected on the Manager Transaction Review page.

Select or clear the Select All option to include or exclude all activities that are in the list, or select up to 20 individual activities. The system uses the selected activities as part of the transaction search criteria.

	Click the Select All icon to include all activities that are in the list. Optionally you can select up to 20 individual activities. The system uses the selected activities as part of the transaction search criteria.
	Click the Clear All icon to clear the check boxes, which excludes all activities that are in the list.
Manager Transaction Review	Click to return to the Manager Transaction Review page. On the Manager Transaction Review page, the first selected activity on the Select Project Activities page populates the Activity field, and the number of selected activities appears next to the Select Project Activities link.

Setting Up Summary Templates

Access the Transaction Summary Template page.

Select the fields that the system uses to summarize the transactions for project manager review if you use this template. You can select a transaction summary template as part of the search criteria on the Manager Transaction Review page.

Reviewing and Adjusting Project Cost Transactions

This section discusses how to:

Review cost transactions.
Review target transactions.
Review summary details.
Adjust cost transactions.
Adjust project ChartFields.
Finalize adjustments.

Pages Used to Review and Adjust Project Cost Transactions

Page Name	Object Name	Navigation	Usage
Cost Review	PC_PM_SUMM_COST	Project Costing, Interactive Reports, Manager Transaction Review, Cost Review Enter search criteria and click Search on the Manager Transaction Review page.	Review detailed or summarized project cost transactions based on the settings in the View Type group box on the Manager Transaction Review page.
Target Transactions Review	PC_PM_TARGET	Click the Target link on the Cost Review page General grid if you selected a View Type of Detail on the Manager Transaction Review page. Click the Target link on the Summary Details Review page.	Review detailed project cost transaction information in a consolidated format.
Summary Details Review	PC_PM_SUMDTL	Click the Details link in the Summary Review grid on the Cost Review page if you selected a View Type of Summary on the Manager Transaction Review page.	Review summarized project cost transactions.
Choose type of adjustment	PROJ_RES_ADJ_TYPE	Select a transaction row and click the Adjust button on the Cost Review page. Select a transaction row and click the Adjust button on the Summary Details Review page.	Adjust the cost of a transaction during the review process.
Transaction Adjustment	PROJ_RES_ADJ_NEWCF	Click the Next button on the Choose type of adjustment page.	Select ChartFields for the new transaction row that is created during the adjustment process.
Transaction Adjustment	PROJ_RES_ADJ_FINAL	Click the Next button on the Choose type of adjustment page if you are adjusting transaction quantity and amount only. Click the Finish button on the Transaction Adjustment page if you are adjusting project ChartFields for a transaction.	Review and save the transaction adjustment.
Adjustments	PC_ADJ_ACCT_ASSGN1	Project Costing, Accounting, Adjustments, Adjustments	Project accountants search for adjustment rows to review and assign GL ChartField values as required.
Assign ChartFields	PC_ADJ_ACCT_ASSGN2	Click Assign ChartFields on the Adjustments page.	Project accountants assign GL ChartField values to adjustment rows and determine if the adjustments will generate accounting entries to send to General Ledger.

Reviewing Cost Transactions

Access the Cost Review page.

The system selects data for the Cost Review page by using the Manager Transaction Review - Cost (PMCST) analysis group. If you select Detail in the View Type group box on the Manager Transaction Review page, transactions appear in the Detail Review grid on the Cost Review page in three views—General, Transaction Detail, and Contract Information.

General

Reviewed	Project managers select this check box when they have reviewed the transaction. This field is not available for selection if any of the following situations exist: The Billing Distribution Status field (BI_DISTRIB_STATUS) value for the row is D (distributed) or W (worksheet). The GL Distribution Status field (GL_DISTRIB_STATUS) value for the row is G (generated) or D (distributed). The system source is PRP (transaction is eligible for pricing). If a project manager review is required prior to billing, project managers must select this check box for a transaction before you can bill the transaction.
Adjust	Select this option and click Adjust to access the Choose type of adjustment page and adjust the transaction. This field is not available for selection if any of the following situations exist: The Billing Distribution Status field value for the row is D or W. The GL Distribution Status field value for the row is G or D. The system source is PRP.
Target	Click to access the Target Transactions Review page, which contains the details of the actual project transaction as it is received from feeder systems. This field appears only if you select the Detail option in the View Type group box on the Manager Transaction Review page.
Details	Click to access the Summary Details Review page to review and adjust the details of summarized transactions. This field appears only if you select the Summary option in the View Type group box on the Manager Transaction Review page.

Transaction Detail

Select the Transaction Detail tab.

Billing Status

Select a billing distribution status of Billable or Nonbillable.

This field is not available for selection if any of the following situations exist:

The Billing Distribution Status field value for the row is D or W.

The GL Distribution Status field value for the row is G or D.

The system source is PRP.

Contract Information

Select the Contract Information tab.

This page displays the analysis type, amount, and source for each activity. Contract information that is associated with each transaction appears on the page if you use Contracts.

Summary Review

Summary transactions appear on the Cost Review page: Summary Review grid.

This page appears if you search for transactions by using the Summary option in the View Type group box on the Manager Transaction Review page.

Reviewing Target Transactions

Access the Target Transactions Review page.

Review detailed project cost transaction information in a consolidated format. This page is available only for detail transaction rows, and contains all transaction fields from the target transaction in a read-only format.

Reviewing Summary Details

Access the Summary Details Review page.

This page is available only for summary transaction rows. Project managers that search for transactions by using the Summary view type on the Manager Transaction Review page use this page to adjust individual transactions or mark them as reviewed.

Project managers that search for transactions by using the Detail view type on the Manager Transaction Review page use the Cost Review page to adjust individual transactions or mark them as reviewed.

Adjusting Cost Transactions

Access the Choose type of adjustment page.

Transactions that you select for adjustment appear on this page. You can adjust only detail transactions with analysis types that belong to the Transaction Adjustment analysis group (ADJST). You cannot adjust summary transactions.

Adjust Amounts Only	Select to modify only the quantity and amount for the selected transaction. The New Value group box appears for you to enter new quantity and amount values. Click the Next button with this option to access the Transaction Adjustment page in read-only mode to view and finalize the transaction adjustment results.
Adjust ChartFields Only	Select to modify only project ChartField values for the selected transactions. By using this option you can adjust more than one transaction at a time. Adjustments apply to the entire quantity or amount. Click the Next button with this option to access the Transaction Adjustment page, where project managers can select new project ChartFields for the adjusted transaction line.
Adjust Amounts and ChartFields	Select to modify the quantity, amount, and project ChartField values for the selected transaction. The New Value group box appears for you to enter new quantity and amount values. Changes in quantity are always in the same unit of measure as the original transaction, and changes in amount are always in the same currency as the original transaction. This option allows adjustments to one transaction row at a time and is only available when adjusting a single transaction. Click the Next button with this option to access the Transaction Adjustment page, where project managers can select new project ChartFields for the adjusted transaction line.
More info	Click to open the More group box and view information on adjustment types.
Next	Click to access the Transaction Adjustment page where the project manager can enter new transaction values and project-related ChartField values. If the adjustment type is Adjust Amounts Only, click this button to access the final Transaction Adjustments page in read-only mode to view and finalize the transaction adjustment.

Adjusting Project ChartFields

Access the Transaction Adjustment page to enter new data for the adjusted transaction lines.

Project managers use this page to enter project ChartField values for the new transaction lines that are created when the transaction is adjusted.

Leave fields blank to retain their original values.

Finish	Click to access the Transaction Adjustment page in read-only mode to view and finalize the transaction adjustment results.
Selected Project Transactions for Adjustment	Displays the transaction's original values.

Finalizing Adjustments

Access the final Transaction Adjustment page.

Review the ChartField values for the original, offset, and new transaction lines that result when the adjustment occurs.

Back	Click to return to the Transaction Adjustment page if the adjustment type is Adjust ChartFields Only or Adjust Amounts and ChartFields.
OK. Next Adjustment	Click to accept the changes and return to the Choose type of adjustment page to make another adjustment.
Cancel this Adjustment	Click to return to the Choose type of adjustment page where you can select a different adjustment type.
Save	Click to store the adjustment and make it eligible for Journal Generator processing.

Note. The project accountant can use the Adjustments page, if required, to enter GL ChartField information and determine if the adjustment will be used to create GL journal entries.

Reviewing Project Billing Transactions

This section discusses how to:

Review billing transactions.
Review source transactions.

Pages Used to Review Project Billing Transactions

Page Name	Object Name	Navigation	Usage
Billing Review	PC_PM_SUMM_BILL	Project Costing, Interactive Reports, Manager Transaction Review, Billing Review	Review detailed or summarized project billing transactions.
Source Transactions Review	PC_PM_TARGET	Click the Source link on the Billing Review page.	View details of a source transaction in a consolidated format.

Reviewing Billing Transactions

Access the Billing Review page.

The system selects data for the Billing Review page by using the Manager Transaction Review - Billing (PMBIL) analysis group. Transactions appear in the Detail Review grid on the Billing Review page in three views—General, Transaction Detail, and Contract Information.

Each view displays the Reviewed, Activity ID, and Analysis Type fields, in addition to fields that are unique to each view.

Reviewed

Displays a check mark to indicate that the project manager has reviewed the transaction. Selected transactions do not appear on future searches in the Project Manager Review component.

If the Review Required for Billing option is activated, this field must be selected before the transaction can be billed.

Source

Click this link to access the Source Transactions Review page, which displays the details of the source transaction in a consolidated grid.

Streamlined Billing

Streamlined billing is a series of processes that execute according to settings that are in the Contracts bill plans that are associated with project billing transactions. At a minimum, billable lines are sent to the billing worksheet and are available for pro forma creation. If bill plan settings allow all processes to execute, billable lines are processed all the way to create a finalized invoice.

Click the Streamlined Billing button to create and schedule a run control for the Contracts Billing Interface Application Engine process (CA_BI_INTFC) in the PeopleSoft Process Scheduler. Depending on the bill plans, transaction processing may continue beyond the billing worksheet.

Note the following important characteristics of streamlined billing:

You must select the Reviewed option for a billable transaction to be eligible for streamlined billing.

Transactions may need to be reviewed by a project manager in the Manager Transaction Review feature so that they can be set to reviewed. Transactions may also be automatically placed in reviewed status based on the Review Required for Billing option on the Installation Options - Project Costing Integration page and the Auto Review for Billing option at the project type and project level.
Because each project can have multiple activities and each activity can be associated with a different contract line bill plan, streamlined billing can produce multiple invoices or worksheets.
You must complete all billing transaction setup steps for streamlined billing to execute successfully.

Reviewing Source Transactions

Access the Source Transactions Review page.

The selected transaction appears at the top of the page and the cost transaction from which the billing row was created appears at the bottom. Only one source transaction appears on the page.

Reviewing Shared Project Transactions

This section discusses how to review shared transactions.

Pages Used to Review Shared Project Transactions

Page Name	Object Name	Navigation	Usage
Sharing Review	PC_PM_SUMM_SHAR	Project Costing, Interactive Reports, Manager Transaction Review, Sharing Review	Review detailed or summarized project-sharing transactions.
Source Transactions Review	PC_PM_TARGET	Click the Source link on the Sharing Review page.	View details of a source transaction for a shared cost row in a consolidated format.

Reviewing Shared Transactions

Access the Sharing Review page.

The system selects data for the Sharing Review page by using the Manager Transaction Review - Sharing (PMSHR) analysis group. If you select Detail in the View Type group box on the Manager Transaction Review page, transactions appear in the Detail Review grid on the Sharing Review page in three views—General, Transaction Detail, and Contract Information.

Reviewing Revenue Transactions

This section discusses how to:

Review revenue transactions.
Review source transactions.

Pages Used to Review Revenue Transactions

Page Name	Object Name	Navigation	Usage
Revenue Review	PC_PM_SUMM_REV	Project Costing, Interactive Reports, Manager Transaction Review, Revenue Review	Review detailed or summarized revenue transactions.
Source Transactions Review	PC_PM_TARGET	Click the Source link on the Revenue Review page.	View details of a source transaction for a revenue row in a consolidated format.

Reviewing Revenue Transactions

Access the Revenue Review page.

This page appears if there are rows for the project in the Project Transaction table with an analysis type that belongs to the PSRV2 (Government Contracting System Revenue) analysis group.

Transactions appear in the Detail Review grid on the Revenue Review page in three views—General, Transaction Detail, and Contract Information.

Each view displays the Reviewed, Activity ID, Analysis Type, and Amount fields, in addition to fields that are unique to each view.

Click the Source link to access the Source Transactions Review page.