Adjusting Project Invoices

Adjusting Project Invoices
You can adjust anything on draft invoices before you approve, release, and
interface them to Oracle Receivables. You can perform many of the same actions
on an invoice that you can on project expenditures. See: Expenditure Adjustments.
Note: If you perform an adjustment on an invoice's expenditure items and events,
you need to submit the appropriate process to reflect those adjustments. For
example, if you change an expenditure item's status from billable to non-billable,
you need to submit the appropriate processes to recalculate cost, regenerate
revenue, and regenerate the invoice.
When you regenerate a project's unreleased draft revenue and unreleased draft
invoices, Oracle Projects deletes the project's unreleased draft revenue and invoices
and creates new draft revenue and invoices.
Cancel a released invoice
Cancelling an invoice causes the creation of a credit memo for the entire amount of
the cancelled invoice. All items on the cancelled invoice are eligible for rebilling.
In addition, Oracle Projects updates the funding balance on the agreement that
funded the original invoice.
You cannot cancel an invoice if payments have been applied against it in Oracle
Receivables or if an invoice has credit memos applied against it. You can cancel an
invoice only if it is released and has no payments, adjustments, or crediting
invoices applied against it. Once the cancellation is completed, you cannot delete
the credit memo created by the cancellation action. That is, you cannot reverse an
invoice cancellation.
Write off an invoice
Writing off an invoice creates a crediting invoice against the original invoice for
the write-off amount you request. When you write off an invoice, Oracle Projects
reverses the invoice amount from the unbilled receivables account and places it
into a write off expense account when you interface the write off to Oracle
Receivables.
The write off creates a negative invoice in Oracle Projects that is attached to the
original invoice. Oracle Projects records the appropriate write-off accounting
transaction in Oracle Receivables when you interface the invoices to Oracle
Receivables.
You can only write off an invoice whose status is Accepted. The write-off amount
you enter can be any amount up to the outstanding receivable balance on the
invoice.
Create credit memos
Oracle Projects automatically creates a credit memo each time you adjust detail
expenditure items billed on a released invoice. The credit memo reverses the
amount on the invoice by the amount of the adjusting item.
To create a crediting invoice for a project that is not associated with a particular
invoice, you should create an invoice reduction event for that project. When you
generate the next invoice, Oracle Projects creates a negative invoice that is not
attached to the original invoice. After you interface the negative invoice to Oracle
Receivables, you can manually apply the negative invoice to any receipt from that
customer in Oracle Receivables.
Attention: Do not create credit memos in Oracle Receivables for Oracle Projects
invoices. Adjustments made in Oracle Receivables will not be reflected in Oracle
Projects, and will cause your amounts to be out of balance with Oracle Projects.
Overapplied Credits: When Oracle Projects sends a credit memo that is greater
than the original invoice amount outstanding in Oracle Receivables, Oracle
Receivables overapplies the remaining credit memo balance to the original invoice,
creating a negative outstanding amount on the invoice.
Delete an invoice
You may determine it is not appropriate to create an invoice for the customer at
this time. You can delete unreleased draft invoices.
To adjust an invoice:
1. Choose Billing, Invoice Review from the Navigator window.

2. Find the invoice you want to adjust.
3. Choose the Invoice, Invoice Lines, and Details buttons to open the
Invoice Line Details window.
4. Choose an option from the Special menu to specify how you want to
adjust the invoice line details.
5. Choose Run Request from the Invoice window to process the adjustment.
See: Processing Adjustments.
To cancel a released invoice:
Attention: You cannot delete a cancellation (credit memo) once

Oracle Projects performs the cancellation.
1. Choose the Credit button in either the Invoice Summary or Invoice
window.
2. Choose Cancel Invoices.
3. When you choose OK, Oracle Projects submits a process to create a credit
invoice.
To write off an invoice:
Attention: You can write off an invoice only if it has a status of

Accepted.
1. Choose the Credit button from either the Invoice Summary or Invoice
window.
2. Enter the write off amount for the invoice.
3. Choose OK. Oracle Projects submits a process to write off the invoice.
To create an independent crediting invoice:
1. Find the project for which you want to create the credit invoice in the
Projects, Templates Summary window.
2. Open the project and select the Events option under Billing Information.
3. Enter an Invoice Reduction type event for the project or top task, as
appropriate based on your invoice format.
4. Save. When the Generate Draft Invoices process is run for your project, a
credit invoice will be created.
To delete an unreleased draft invoice:
1. Find the invoice you want in the Invoice Summary window.

2. Choose Run Request.
3. Click on the Delete Invoices option button.
4. Choose OK.
Types of Invoice Adjustments

You can adjust invoices at the invoice line detail level in the Invoice Line Details
window. You can perform most of the same types of adjustments on invoices as
you can perform on expenditure items
Expenditure Adjustments
Oracle Projects provides powerful features which allow you to adjust expenditure
items on your projects, automatically process the adjustments to other Oracle
Applications, and report the audit trail of these adjustments.
You can make adjustments to expenditure items after the items have been costed,
revenue distributed, and invoiced. Oracle Projects automatically processes the
adjusted items and interfaces the adjusting accounting transactions to other Oracle
Applications.
The current project status of a project can restrict your ability to enter adjustments
to project transactions.
Project Statuses
A project status indicates the status of the project. The project status can be used
to control what processing is allowed at various stages of a project. Every project
must have a valid status.
Oracle Projects predefines the following project statuses:
o Unapproved
o Submitted
o Approved
o Rejected
o Pending Close
o Closed
Note: If your system was upgraded from Release 10 to the current release, you
will also see the predefined project status Active, which was defined in prior
releases of Oracle Projects.
Defining project statuses
To define a project status:
1. In the Project Statuses window, enter a unique project status name.

2. Select a System Status to map to the project status. Every project status
must map to one of the five predefined system statuses. The predefined
System Statuses are:
o Unapproved
o Submitted
o Approved
o Pending Close
o Closed
3. Enter a description for the project status.

4. Enter Effective Dates.
5. If you want this project status to be eligible for use as the starting status
for a new project, check the Starting Status check box. See: Project Status
of a New Project.
6. If you want to initiate workflow when a project is updated to this status,
select Workflow from the alternative region poplist. Check the Enable
Workflow check box and enter the following fields:
o Item Type. Enter the name of the Workflow Item Type to be used for
this status.
o Process. Enter the name of the Workflow Process to submit for this
status.
o Success Status. Enter the project status to assign to a project upon

successful completion of project workflow.
o Failure Status. Enter the project status to assign to a project if

project workflow fails. (This can be the same as the current project
status.)
For more information about project workflow, see: Project Workflow.

7. The Status Controls region contains a list of Actions that are allowed or
restricted for each project status.
When you create a new project status, the System Status you have selected
for the project status determines which Actions are allowed for a project to
which the project status is assigned. If you want to change the default
permissions, you can optionally check or uncheck the Allow check box. The
Default check box is display-only, and contains the original setting of the
Allow check box.
For some System Statuses, there are Allow check boxes that cannot be
changed. For example, if a project status maps to the Closed System Status,
the project status cannot allow Create New Transactions.
Following are the project status Actions:
o Create New Transactions. New transactions include transfers, but

not splits.
o Adjust Transactions
o Generate Revenue
o Generate Invoices
o Capitalize Assets
o Include in Status Reporting. Include in Project Status Inquiry and

management reports that show summary project information.
8. Save your work.

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Adjusting Project Invoices

Cancel a released invoice

Write off an invoice

1. Choose Billing, Invoice Review from the Navigator window.

To cancel a released invoice:

Attention: You cannot delete a cancellation (credit memo) once

To write off an invoice:

Attention: You can write off an invoice only if it has a status of

To create an independent crediting invoice:

To delete an unreleased draft invoice:

1. Find the invoice you want in the Invoice Summary window.

Types of Invoice Adjustments

Oracle Projects predefines the following project statuses:

To define a project status:

1. In the Project Statuses window, enter a unique project status name.

3. Enter a description for the project status.

o Success Status. Enter the project status to assign to a project upon

o Failure Status. Enter the project status to assign to a project if

For more information about project workflow, see: Project Workflow.

o Create New Transactions. New transactions include transfers, but

o Include in Status Reporting. Include in Project Status Inquiry and

8. Save your work.

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