How to Fix a Difference Between Control Budget and Project Budget

This overview screen identifies that the Project Budget and Control Budget are out of sync but does not tell you what Task or Expenditure Type was involved in the transaction(s) that were missed.  In some cases, it is easy enough to look just below the Overview and identify that it could only be one Task and Expenditure Type.  In this case, we needed to look in the Manage Project Costs screen to identify the transaction that was missed and found that the Task was CONSTRUCTION and the Expenditure Type was 54040007 - CONSTRUCTION IN PROGRESS.

Note: go to Project – Costs – Task menu (the book icon at the right) -

Use Manage Project Costs if there is mismatch in costs. Use Manage Committed Costs if the mismatch is in commitment. Below is a sample in commitment mismatch. From the detail you can find out the mismatched items.

Another piece of information that is needed is the Expenditure Organization.  To find this, you can go to the Projects module and go to the Project Financial Management tile and search for the Project number. Once you have found the Project Number, click on the hyperlink and select Manage Financial Project Settings.  The Organization is listed in the Basic Information section at the top right of the General tab.

To find the Expenditure Organization, alternatively you can click “edit” in the Grants Management Project to enter the Edit Award Detail page.

Preparing the spreadsheet that will be uploaded

Now we have all the information necessary to fill in the FBDI spreadsheet to upload to Oracle to make the correction.  The spreadsheet can be downloaded at  https://docs.oracle.com/en/cloud/saas/project-management/22c/oefpp/importprojectmiscellaneouscosts-3122.html#importprojectmiscellaneouscosts-3122.  The file link is Import Project Miscellaneous Costs

The version that has been be created for this issue can be found at Control Budget does not equal Project Budget MIsc Cost Upload - B1706010001.xlsm

The values used in the first seven columns of the spreadsheet are listed below:

Transaction Type: MISCELLANEOUS (This is the Expenditure Type Class that is defined in Setup and Maintenance)

Business Unit Name:      The City of Oklahoma City (Could be any one of the valid BUs in Projects)

Third-Party Application Transaction Source:        BC Corrections (This is the new source created for this purpose)

Document:               BC Correction or BC Correction Reversal (This tells Oracle whether this line will hit the Control Budget)

Document Entry:    BC Correction or BC Correction Reveresal (to match the Document value)

Expenditure Batch:         Correction-1 (Must be a unique value)

The remaining columns on the spreadsheet contains the Project-related fields.

Uploading the Spreadsheet

After populating the data, generate the .csv file by clicking on the button on the first tab.  Note the name and location of the .zip file.  That is what will be loaded to Oracle.

To upload the saved.zip file go to Oracle and in the Tools section click on the Schedule Processes tile.  Select the process “Load Interface File for Import” process with the following parameters:

              Import Process:    Import Costs
              Data File: pick the zip file generated by the FBDI spreadsheet.

After those two fields are filled in Click on the Submit button. You can refresh the results by clicking on the icon.  You will need to see Succeeded on both the Load File to Interface and Transfer File lines.  The most common error is uploading the Excel file, rather than the .Zip file.

Note for Error Handling: when the Load Interface File for Import process shows Warning instead of Succeeded, something is wrong with the upload. You need to read the log in the Process Details to find out what’s wrong. The reasons are usually show near the end of the log, like this:

Looks like the format in the column Expenditure_Item_Date is incorrect.

Check the import template’s instructions and CSV Generation page, it shows the reason.

After the Load Interface File for Import process has succeeded you will need to run a second Scheduled Process – Import Costs with the parameters shown below (the only one that might change is the Business Unit).

After you click on the Submit button, you can refresh the results by clicking on the icon.  You will need to see Succeeded on both the Import Costs: Generate Output File and the Import Costs lines.  Once you have that you can click on the Generate Output Report line and below that area of the screen a new area will appear called Process Details.  Click on the Republish (glasses in front of a piece of paper) icon to see the results of the input.

Note for Error Handling: Read the Transaction Execution report. Even if the execution shows succeeded, the data may not be corrected posted. You will need to modify your upload according to the error messages.

 (E) Verify the data using: Navigator -> Projects - > Costs -> Manage Project Costs.

Below are the steps to create a new Transaction Source, should something similar need to be done in Oracle.

(A) Create New Transaction Source/Document/Document Entries called “BC Corrections”. 

Navigation: Setup and Maintenance> Task Panel Search > Search for “Manage Project Transaction Sources”

Click the + sign to add a new Transaction Source Called “BC Corrections”

       Ensure that the following is set on the documents:
        - Import Raw Cost Amounts: checked
        - Import Burdened Cost Amounts: unchecked
        - Accounted in Source Application: No
        - Create raw cost accounting journal entries {Unchecked} to ensure that accounting does not occur.
        - Create adjustment accounting journal entries {Unchecked} to ensure that adjustment accounting does not occur.

       Ensure that the following is set on the document entries:
         - Allow adjustment: unchecked
         - Allow reversals: unchecked
         - Allow modifications to unprocessed transactions: unchecked
         - Process cross-charge transactions: unchecked

Save and close

  (B) Disable budgetary check for the reversal document

        - Via setup and maintenance, go to the Task Panel and click Search query and search for the task "Manage Budgetary Control".

· Find the business unit and click on the Blue Hyperlink

· under the "Project Accounting Business" Function, there is a section called Budgetary Control Journal Exceptions.  Click the + icon to add row for the transaction source “BC Corrections” and document “BC Correction Reversal” (this will exempt the BC Correction Reversal from Budgetary Control).

· Save and close

  (C) 

NOTE: The expenditure type for the transactions with discrepancy is associated to miscellaneous expenditure type class.  In future, if labor costs transactions run into this issue, then the labor expenditure types will need to be associated to miscellaneous expenditure type class.