This section contains the following topics:
By Example: Capturing Billable Project Costs
How to Make Voucher and Resources Types Available for Processing
Transactions capture the total cost of labor, materials, equipment, and other expenses that can be charged back to departments for services and other investments, such as assets, applications, and projects. Transactions can be initiated from timesheets, imported from external systems, or entered manually. Work-in-progress transactions are an important stage in the accounting process that enables you to adjust and review transactions before they get invoiced.
Entering transactions manually enable you to capture the total cost of an investment's materials, equipment, other expenses, and labor.
For example, you can use transactions to post the cost of servers used for application development and charge the cost to the consuming department that commissioned the application development project.
All transactions are entered as vouchers and then posted to Work-in-Progress (WIP) for the transactions to appear on a billing invoice or department invoice.
Work-in-progress (WIP) is an important, fundamental accounting concept where all costs on an investment are captured and capitalized. Before transactions can be processed, they must be posted to WIP.
You can post transactions to WIP, and adjust posted WIP transactions, and approve or reject WIP adjustments.
The set of WIP tables contain entered transactions that can be subsequently posted to an accounting system. Post to WIP recognizes negative values when transactions are posted. Once a transaction has been posted to WIP, it has passed all validation criteria and is available for billing, invoicing, and posting to the general ledger (GL).
Detailed records of modifications, adjustments, and billings are logged. You cannot delete posted WIP transactions, but can change them through the WIP adjustment process.
A transaction entry is composed of the following:
Best Practice: Before creating and viewing transactions, make sure you are logged in as an user with the financial properties enabled.
You can search for, update, and delete transactions until they are posted to WIP. Once posted to WIP, you can view, edit, or reject transactions from the WIP adjustment page.
Transactions are used to charge departments for the cost of investments. Transactions entered are not posted to integrated financial purchasing or payable systems. If you have integrated CA Clarity PPM with accounting implementation, it is recommended that you enter all purchasing and payable transactions directly through your financial purchasing or payable system.
The Application Development group at Forward Inc is developing AutoPay software for wireless devices for the JJ Johnston Company. This company agreed to pay for all costs associated with the project, including development time, PDA's for testing, and travel expenses.
To account for all costs, the project manager added labor, equipment, and expense (travel) resources to the project. Each resource is added by resource type to the project as a team member.
Once the project can account for the various resource types and is enabled for financial processing, transaction entries are created for expenses using Voucher Expense and for the purchase of PDA's using Voucher Other.
The following voucher types are used to categorize transactions by resource type for transaction entry:
To make labor, materials, equipment and expense resource types available for transaction processing, do the following:
For more information about managing resources, see the Resource Management User Guide.
For more information, see the Project Management User Guide.
You must create voucher headers to enter transactions. Voucher headers are used to categorize transactions based on resource types. For example, you can create individual voucher headers for labor and for equipment.
You can view a list of voucher headers that have not been posted to WIP. You can open them to create, edit, or view a list of associated transactions. You can also create new voucher headers or delete existing ones.
To manage transactions, do the following:
Follow these steps:
The transaction entry page appears.
The entry page appears.
Defines the voucher type:
Defines a number that is used to track and process the transaction.
Limits: Up to 30 characters
Defines the purchase order number associated with the transaction.
Defines the vendor code of the company or resource that provided the product or service. The vendor code is required for voucher expenses if no resource is selected in the Incurred By field.
Defines the resource that incurred the expense. The incurred by resource is required for voucher expenses if no vendor is selected.
Create voucher headers before you can create transactions.
Follow these steps:
The transaction details page appears.
Provides the transaction date.
Provides the investment ID for this transaction. The investment must be financially enabled.
Identifies the name of the project or investment.
Identifies the project or task charge code. You can select from all available charge codes or charge codes specific to the project.
Defines the ID of the resource associated with the transaction.
A resource can be a person (labor), equipment, material, or an expense depending on the resource type whose costs you are processing for this transaction.
Defines the role when applying a role-base rate or role-based cost to the transaction. The resource type for the role must match the resource type for the associated resource.
Defines the resource's transaction class. This value is auto-populated if the resource is assigned a transaction class. Otherwise, select a transaction class.
Defines the resource's input type code. Auto-populated if the resource is assigned an input type. Otherwise, select an input type.
Defines custom properties. Available for selection only if your CA Clarity PPM administrator has created lookup values using Studio.
For more information, see the Studio Developer’s Guide.
Defines the expense type to determine how the charge is processed. A capital expense is booked differently than depreciation.
Defines any additional information about the transaction.
Saves the entered values in the General section when you submit and create a new transaction during the same session. Select this check box to save entered values.
Defines the number of units to calculate the total cost. This field accepts a negative number.
Provides the cost associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the cost defined in the cost/rate matrix. Otherwise, enter the actual cost associated with the transaction.
If multicurrency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction cost defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Provides the billing rate associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the rate defined in the cost/rate matrix. Otherwise, enter the billing rate associated with the transaction.
If multi-currency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction rate defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Indicates if this transaction represents costs that should be charged internally to departments. If this option is not selected, this transaction will not be available for billing or invoicing.
You can edit transaction details from the voucher header before posting to WIP. After posting to WIP, you can edit transactions from the WIP adjustment page.
Follow these steps:
The entry page appears.
The details page appears.
Provides the transaction date.
Provides the investment ID for this transaction. The investment must be financially enabled.
Identifies the name of the project or investment.
Identifies the project or task charge code. You can select from all available charge codes or charge codes specific to the project.
Defines the ID of the resource associated with the transaction.
A resource can be a person (labor), equipment, material, or an expense depending on the resource type whose costs you are processing for this transaction.
Defines the role when applying a role-base rate or role-based cost to the transaction. The resource type for the role must match the resource type for the associated resource.
Defines the resource's transaction class. This value is auto-populated if the resource is assigned a transaction class. Otherwise, select a transaction class.
Defines the resource's input type code. Auto-populated if the resource is assigned an input type. Otherwise, select an input type.
Defines custom properties. Available for selection only if your CA Clarity PPM administrator has created lookup values using Studio.
For more information, see the Studio Developer’s Guide.
Defines the expense type to determine how the charge is processed. A capital expense is booked differently than depreciation.
Defines any additional information about the transaction.
Saves the entered values in the General section when you submit and create a new transaction during the same session. Select this check box to save entered values.
Defines the number of units to calculate the total cost. This field accepts a negative number.
Provides the cost associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the cost defined in the cost/rate matrix. Otherwise, enter the actual cost associated with the transaction.
If multicurrency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction cost defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Provides the billing rate associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the rate defined in the cost/rate matrix. Otherwise, enter the billing rate associated with the transaction.
If multi-currency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction rate defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Indicates if this transaction represents costs that should be charged internally to departments. If this option is not selected, this transaction will not be available for billing or invoicing.
If transactions have not been posted to WIP, you can delete an entire set of transactions associated with a transaction entry, or delete individual transactions from a selected voucher header.
You can also delete transactions from the Financial Management menu.
Follow these steps:
To delete a voucher header
The voucher header and their associated transactions are deleted.
To delete a transaction
The entry page appears.
The selected transaction is deleted.
Work-in-progress transactions are an important stage in the accounting process that enables you to adjust and review transactions before they get invoiced.
Transactions available for posting to WIP are not automatically displayed. You must first search for the transactions you want to post to WIP.
Two methods of WIP posting are available:
Follow these steps:
The Post To WIP page appears.
Defines a specific date range for posting transactions. Use the date picker to post transactions within the specified date range.
You must specify a From Date and To Date to return past or future transactions that are outside the default fiscal period.
Defines financial locations for associated transactions. You can only select locations with pending transactions.
Defines client codes for associated transactions.
Indicates the projects to which transactions are associated.
Indicates the resources to which transactions are associated.
Indicates the transaction entry type. Use this to post transactions based on the transaction entry.
Values:
Indicates the resource that incurred the transaction.
Indicates if labor transactions are posted. Select the check box to post labor transactions.
Default: Selected
Indicates if all material transactions will be included in the post. Select this check box to include all material transactions in the post.
Default: Selected
Indicates if all equipment transactions will be included in the post. Select this check box to include all equipment transactions in the post.
Default: Selected.
Indicates if all expense transactions will be included in the post. Select the check box to include all expense transactions in the post.
Default: Selected
All transactions that match the criteria are grouped into a transaction account, such as "All" for a full post, or "Location" for a selected post based on location. The total number of entries is displayed. By default, the check box next to this account is selected.
The Recalculate and Post button appears on the Post to WIP page only when multi-currency is enabled.
Transactions posted to WIP are available for WIP adjustments and department invoicing. With WIP adjustments, you can modify and correct posted WIP transactions. You can update, reverse, or transfer posted WIP transactions.
A WIP adjustment ensures that the correct amount is recorded and eligible for chargebacks. Posted WIP transactions must meet the following criteria in order to adjust them:
Note: If any of these criteria are not met for a transaction, it cannot be adjusted.
When you enter a WIP adjustment, a transaction is added that references, not replaces, the original transaction. This adjustment transaction is placed on hold and is made unavailable until it is approved or rejected.
WIP adjustments are available for reporting before WIP approval. WIP adjustments are processed in the natural currency amount. If multi-currency is enabled, each time a WIP adjustment is entered, the currency amounts are updated with the exchange rates based on the original transaction date. You can enter negative values in a WIP adjustment.
You can edit or adjust a posted WIP transaction.
Follow these steps:
The create page appears.
Transactions that match the criteria appear.
The edit transaction page appears.
Provides the transaction date.
Provides the investment ID for this transaction. The investment must be financially enabled.
Identifies the name of the project or investment.
Identifies the project or task charge code. You can select from all available charge codes or charge codes specific to the project.
Defines the ID of the resource associated with the transaction.
A resource can be a person (labor), equipment, material, or an expense depending on the resource type whose costs you are processing for this transaction.
Defines the role when applying a role-base rate or role-based cost to the transaction. The resource type for the role must match the resource type for the associated resource.
Defines the resource's transaction class. This value is auto-populated if the resource is assigned a transaction class. Otherwise, select a transaction class.
Defines the resource's input type code. Auto-populated if the resource is assigned an input type. Otherwise, select an input type.
Defines the number of units to calculate the total cost. This field accepts a negative number.
Provides the cost associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the cost defined in the cost/rate matrix. Otherwise, enter the actual cost associated with the transaction.
If multicurrency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction cost defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Provides the billing rate associated with the transaction. If a cost/rate matrix is associated with the selected investment, or an entity or system default, you can leave this field blank to use the rate defined in the cost/rate matrix. Otherwise, enter the billing rate associated with the transaction.
If multi-currency is not enabled, the default is the system currency. If multicurrency is enabled, then transaction rate defaults to the active currency that is listed first alphabetically. For example, if ADP and INR are active – ADP becomes the default currency. Select another currency as needed.
Defines custom properties. Available for selection only if your CA Clarity PPM administrator has created lookup values using Studio.
Defines the expense type to determine how the charge is processed. A capital expense is booked differently than depreciation.
Indicates if this transaction represents costs that should be charged internally to departments. If this option is not selected, this transaction will not be available for billing or invoicing.
Defines any additional information about the transaction.
Indicates if the rates will be recalculated. Select this check box to recalculate the rates. This field always appears regardless of the filter selections you make.
The WIP adjustment is on hold until it is approved or rejected.
If multi-currency is enabled and the rate currency code is modified, the currency amounts associated with the transaction are recalculated with the modified currency code.
A reversal cancels the original posted transaction before it is billed. If multi-currency is enabled, the currency amounts on the WIP reversal are equal to those on the original transaction.
Follow these steps:
Transactions that match the criteria appear.
The transaction is ready for WIP approval.
If the cost/rate matrix has changed and if you want to recalculate the financial transactions to retrieve a new rate, make a WIP Adjustment by creating a WIP transfer. Then, select the Calculate New Rates check box. Transactions use the current rate in the cost/rate matrix that is associated with the investment.
A transfer allows you to make batch WIP adjustments on selected transactions or to batch transfer transactions from one investment to another.
To enable a transfer, you must filter transactions based on the transaction details you want to adjust (or transfer). In addition to a date range, filter on at least one of the following transaction details:
Follow these steps:
Transactions that match the criteria display in the list.
The transfer transactions page appears.
Displays the project for which the transaction was performed.
Displays the task associated with the transaction.
Displays the charge code associated with the transaction.
Displays the input type code associated with the transaction.
Displays the resource against which the billing is posted.
Displays the transaction class for the transaction.
The information displayed in this section depends on the filter selection you made.
Identifies a new date for the transaction. This field always appears regardless of the filter selections you make. Use the date picker to select a date.
Identifies the investment to which the transaction will be transferred. This field is displayed only if Investment ID is selected as a transaction detail in the filter.
Identifies the task to which the transaction will be transferred. This field is displayed if Task or Investment ID is selected as a transaction detail in the filter.
Identifies the charge code to which the transaction will be transferred. This field is displayed only if Charge Code is selected as a transaction detail in the filter.
Identifies the input type code to which the transaction will be transferred. This field is displayed only if Input Type Code is selected as a transaction detail in the filter.
Identifies the resource to which the transaction will be transferred. This field is displayed only if Resource ID is selected as a transaction detail in the filter.
Indicates if the rates will be recalculated. Select this check box to recalculate the rates. This field always appears regardless of the filter selections you make.
Identifies the transaction class to which the transaction will be transferred. This field is displayed only if Transaction Class is selected as a transaction detail in the filter.
The transfer status page appears. If the transfer was not successful, the reason for the failure is displayed.
All WIP adjustments must be reviewed and either approved or rejected. Often a second-level reviewer is involved in determining if a WIP adjustment is accurate.
Follow these steps:
The approve WIP adjustment page appears.
The WIP adjustment details page enables you to compare the original transaction with the adjusted transaction.
Follow these steps:
The WIP adjustment details appear.
You view all transactions posted to ensure they are posted correctly. If you find an error, you can reverse the charges.
Follow these steps:
The list page appears. By default, transactions are filtered by the current fiscal time period.
The selected transactions indicate that charges were reversed.
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