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System Status: 

Oracle PPM Cost Transfers

Oracle PPM Cost Transfer Feature Launched December 21, 2020

A cost (expense) transfer occurs when expenses are moved from one accounting distribution to another after they have been recorded in Oracle Financials (OFC). The  Oracle PPM cost transfer functionality  allows users to initiate transfers for transactions from 

  • Project to Project 
  • From one Task to another Task on same project 
  • From one funding source to another on same project 
  • Non-Projects (GL) to Projects (PPM) and vice versa **these remain a S&S ticket and not self service 

 

Self-Help Resources:

  • Watch the University Cost Transfer training webinar for a general overview of the various types of cost transfers, uses, and system navigation.
    • Topics include how to initiate & approve cost transfers, view cost transfers in OFC, and more!
    • Note: there have been updates to the tool since this initial launch
  • FM Cost Transfer Training
  • Top Knowledge Base Articles
    • Matrix for Types of Cost Transfers (KB0033191)
    • How to Initiate a Partial or Full Cost Transfer in Oracle PPM (KB0033457)
    • How to View Cost Transfer Approvers for a Level 4 Financial Unit (KB0033119)

Key Concepts

  • An expense (cost) is an item requiring an outflow of money, or any form of fortune in general, to another person or group as payment for an item, service, or other category of costs 
  • PPM adjustments generally have three transactions: original, reversal, and new. The accounting of the reversed transaction now originates from the initial transaction and uses the accounting string from the initial cost transaction
  • The new transaction uses the data elements in the project setup to derive the accounting chart strings

Key Takeaways

  • Use Oracle native functionality. Oracle has limited functionality for cost transfers with workflow 
  • We are working with them to improve their product 
  • More responsibility on department approvers as SPF is no longer part of the pre-review 
  • Future enhancements will be rolled out as they are available 
  • Reporting dashboard is available on bah.ucsd.edu 
  • Cost Transfer Panorama Dashboard will include: 
  • Post-Audit review report (high risk) 
  • Department ability to see all transfers processed 
  • Department ability to see current status of transfers including completed, pending, and rejected non-salary cost transfers 
  • Department to see workflow status 
  • For support on How to Process or Troubleshoot Oracle PPM Cost Transfers, please submit a ticket to PPMSD (S&S>Finance>Cost Transfers>PPM)

Access to Cost Transfers

Initiators: You will need this Oracle role to perform these Transactions:

  • UCSD PPM Project Adjustments JR for the UCSD Campus Business Unit
  • Use the Role Request Guide

Approvers: Level 4 Financial Unit

  • The action of content transferring from somewhere to the Project Financial Unit will drive the Cost Transfer Approval Workflow. 
    • Financial Unit Designations:
      • FinU Level 2 - VC area
      • FinU Level 3 - Division
      • FinU Level 4 - Department
      • FinU Level 5 (Name) - Financial Unit
  • How to check access:

How to Process in Oracle

For full steps and screenshots, see How to Perform a Full, Split or Select Multiple Transactions/Costs for a Cost Transfer in Oracle KBA.


Transfer Full Cost

Single Cost:

  1. Log into Oracle, Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Identify your cost In the Manage Project Costs Search page
  5. Click on the Cost; Tip: Note the Transaction Number for future reference
  6. In the upper left, from the Actions dropdown, select Costing > Transfer
  7. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
  8. In the Transfer Expenditure Items page, enter the TO Project Number and Task Number. If applicable (for sponsored projects), choose the Funding Source. The Contract Number populates based on the project.
  9. Click Submit, an Information dialog box displays, click OK
  10. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters
  11. The transfer is then routed to the approver for the TO project. Transfers will only be approved at department level, central offices do not review/approve

Multiple Costs:

  1. Log into Oracle, Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Identify your cost(s) In the Manage Project Costs Search page
  5. In Search Results, Transactions display, select the first Cost by clicking on the desired Cost, the selected row is highlighted in blue
  6. Select additional Costs by holding the Control key down, Mac users use the COMMAND key, all selected rows are highlighted in blue. If all your costs are grouped, you can also use the SHIFT key and then click your last transaction to select all in a group.
  7. Tip: Note the Transaction Number(s) for future reference
  8. In the upper left, from the Actions dropdown, select Costing > Transfer
  9. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
  10. In the Transfer Expenditure Items page, enter the TO Project Number and Task Number. If applicable (for sponsored projects), choose the Funding Source. The Contract Number populates based on the project.
  11. Click Submit, an Information dialog box displays, click OK
  12. In the Justification dialog box, enter the reason for the Transfer, then click OK. There is a maximum of 1000 characters
  13. The transfer is then routed to the approver for the TO project. Transfers will only be approved at department level, central offices do not review/approve


Partial

This is a two (2) step process. First, Split the transaction on the original project (I.e $100 cost on project A is split into $25 and $75 on project A), then Transfer the portion of the cost(s) as needed to another project (i.e $25 on project A to project B).

Understanding the Quantity field

  • Currency: This represents dollars, so any splits can be done based on dollars
  • EA (Each): this is about an “item” and usually passes from the REQ/PO. This is also on conversion costs. Quantity 1=a single item
  • Other: generally acts as EA. Driven from the REQ
  • Anything other than Currency will require some calculations to ensure the right percentage to split

Step 1 Split:

You can only split in 2, so if you need to split more, then you will need to repeat the process as many times as needed

  1. Log into Oracle, use your Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Identify your cost In the Manage Project Costs Search page
  5. In Search Results, Transactions display, click on the desired Cost to select, the row is highlighted in blue
  6. In the upper left, from the Actions dropdown select Costing > Split
  7. If you get this Warning or similar Warning, Adjusting multiple invoiced expenditure items can result in a credit memo being issued, do you want to continue? Click Yes
  8. In the two rows, enter the amount(s) for the two costs you’re splitting. The total amount of the 2 lines must equal the Quantity field on the transaction. The Quantity is displayed in the transaction header. In Expenditure Type, there are 2 Unit of Measure types: Currency or EA. If the Quantity is Currency, see steps a and b. If the Quantity is EA, see steps c and d.
    1. If the Quantity is Currency
      1. Use dollar amounts
      2. In the first row, in the Quantity field, enter the desired Quantity (Quantity = Currency) to Split, e.g. original Quantity is 258, enter 100
      3. In the second row, update the Quantity field to the remaining amount, still equaling 100%, e.g. original Quantity is 258, enter 158
    2. If the Quantity is EA
      1. The dollar amount will need to be converted to a percentage
      2. The percentage that you are transferring out of Account and the amount that you are leaving in the Account must equal the Quantity on the Cost Header
      3. Take the amount that you will be transferring FROM and divide by the full amount in the Account, that percentage is what you are transferring
      4. The remaining percentage is what will be left in the Account
      5. Therefore, divide e.g. transfer amount = 10,862.82/ Fund amount = 14,916.70 = 72.8%
      6. If you need to split again, calculate the percentage from the original total, not the split portion
  9. Click Submit, an Information dialog box displays, click OK
  10. In the Justification dialog box, enter the reason for the Transfer, then click OK
  11. Confirm your split is processed. Pro-tip: Sort Descending on the Transaction number column so that the most recent transactions are at the top.

Step 2: Transfer

See Transfer Full Cost above.


Transferring to/from Internal Funding Sources:

When processing cost transfers to/from internal funding sources, it is important to know if the cost you’re transferring to is billable or not.

How to see if a cost is Billable in Manage Project costs:

  • X means NOT Billable
  • Checkmark means Billable

transfer1.png transfer2.png

 

To External Funding

To Internal Funding

Transfer within Same Award

No Action Needed

Flip cost to be non-billable first (if cost is billable to start with)

Transfer From Different Award or Non Sponsored

No Action Needed

Flip cost to be non-billable first (if cost is billable to start with)

 

Same Award

Internal Funding to External-No Action Needed

External Funding to Internal-Action: flip cost to be non billable first (if cost is billable to start with)

 

From Different Award or non Sponsored Project

To External funding No Action Needed

To Internal funding Action flip cost to be non billable first (if cost is billable to start with)

 

This is the error you will see if the cost is not flipped ahead of time:transfer3.pngBefore Oracle 22C release (around Sept 2022), multi select to award with multiple Funding sources (regardless of which one you’re transferring to) will throw an error. Individual transfers will work. If need assistance, we will help you

Error you will see until Oracle resolves the bug:

transfer4.png

How to Approve Cost Transfers

Approvers can access from their Bell Icon or Worklist. If there are multiple approvers in the approval group, the first person to approve is the final approver.

How to View Completed and Processed Transfers in PPM

Use the Project Cost Transfer Panorama to search for your project or transaction number

Or, from the original project:

  1. Log into Oracle, use your Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Search for the original cost Project number
  5. Identify your cost In the Manage Project Costs Search page
  6. Click on the desired transaction number to view more details
  7. Click on the Adjustment History tab to see the status

To see your “new” transactions,

  1. Log into Oracle, use your Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Search for the TO Project number
  5. Identify your cost In the Manage Project Costs Search page
You can search by the expenditure type, the EI date, the source, batch, etc. These data elements all pass with the original transaction.

How to Troubleshoot Transfers in Oracle

For additional information and screenshots, see How to View and Resolve PPM Cost Transfers Not Processed KBA.

  • For Cost Transfers in Exception Status, the Initiator will need to correct the error and Resubmit or Cancel the Cost Transfer
  • Oracle doesn't generate notifications for Unprocessed Cost Transfers
    • You must review the Unprocessed Transactions list in Oracle
  • If the transaction is cancelled, the Cost Transfer will not be reflected in OFC
  • Potential Reasons for Unprocessed Transaction are:
    • Date issue: Cost is not within the Project, Award, or Budget Dates
    • Project transaction controls
    • Cost is unallowable for that Project type
  • Exception: transactions that did not go through
  • Pending: transactions that are waiting approval

How to Cancel a Transfer

  1. Log into Oracle, use your Single Sign-on
  2. Select Projects and Awards > Costs
  3. On the Task pane, select Review and Adjust > Manage Project Costs
  4. Search for the original cost Project number
  5. Identify your cost In the Manage Project Costs Search page
  6. Click on the cost
  7. Click on the Adjustment History tab to see the status
  8. Click on the pending or rejected row and click Cancel Adjustment

FAQ

Question Answer
Has it been approved?
  • Use the Project cost Transfer Panorama-Transfer Workflow Details to check
Who needs to approve it? The approver is on the TO project based on the TO project owning organization
I don’t see in my worklist?
  • Check to see if it’s already been approved
  • Make sure you search from the worklist (not just your bell icon)
What happens if my department approver rejects the transfer?
  • Reviews, rejects, and sends the Cost Transfer back to Preparer and does not re-assign to the Preparer
    • Preparer has the option to Save or Withdraw without being able to resubmit
    • Preparer can inform Approver:
      • That the request is in their queue ready for additional Review/Approval
    • Reviews, rejects and sends the Cost Transfer back to Preparer and re-assigns to the Preparer
  • Preparer has the option to resubmit
I don’t see it in PPM Project Costs -- where is it?
  • See below section on errors and rejections

Where do I see status: Adjustment History (AH) or Rejected/Exceptions/Error symbol?

Errors and Rejections of System Cost Transfers


Error/Rejection Message

Error/Rejection Detail

Meaning

Corrective Action

The expenditure failed project-level transaction controls.

The expenditure failed project-level transaction control validation during creation or import

To Project has a Transaction control that does not allow this cost to post

Cancel Transfer and transfer to another project as needed.

 

OR, Contact SPF or ICA as needed to review the transaction controls IF the cost is appropriate to the project.

The expenditure item date isn't within the {TASK_TXN_START_DATE} task transaction start date and {TASK_TXN_END_DATE} task transaction end date.

This error message appears when a transaction is validated and the expenditure item date on the transaction isn't within the transaction start date and transaction end date of the task on the transaction.

Expenditure Item date on the cost is not within the dates of the TO project/award/task/budget period

Cancel Transfer and transfer to another project as needed.

 

OR, Contact SPF or ICA as needed to review the dates IF the cost is appropriate to the project.

The transaction didn't pass budget check because the budget date isn't within the control budget date range.

This error occurs because the budget date is not within the start date and end date of the control budgets for the project. You must either change the budget date or extend the dates for the project and award if the budget date is beyond the current project finish date and award end date.

Expenditure Item date on the cost is not within the dates of the TO project/award/task/budget period

Cancel Transfer and transfer to another project as needed.

 

OR, Contact SPF or ICA as needed to review the dates IF the cost is appropriate to the project.

The award budget period wasn't derived for the x/x/xx budget date.

When a budget period needs to be derived for the award related or sponsored project related transactions based on the budget date, the budget date does not fall under any budget periods and the budget period is not derived. Budget date can be the actual budget date used by commitments such as supplier invoices, requisitions, POs, or the expenditure item date for cost transactions.

Expenditure Item date on the cost is not within the dates of the TO project/award/task/budget period

Cancel Transfer and transfer to another project as needed.

 

OR, Contact SPF or ICA as needed to review the dates IF the cost is appropriate to the project.

A burden schedule version is not available for the date.

This message appears during transaction pricing when the process cannot find a burden schedule version to use. The processing can use either the expenditure item date or a fixed date, depending on the project and task setup, to find the appropriate burden schedule version. Example with expanded tokens:  The transaction date is outside the existing burden schedule version date ranges.  A burden schedule version for the burden schedule LABOR ONLY BURDEN is not available for the date.

The Burden (IDC) schedule is not active for the dates of the cost transfer

Cancel the Transfer and work with SPF to manually process the cost transfers

An award couldn't be determined for this sponsored project. Associate the sponsored project to an award in Oracle Fusion Grants Management.

This message appears when the sponsored project is not associated to any award in Oracle Fusion Grants Management.

This is a known issue/bug with Oracle that is pending a resolution. Cost Transfers with Multiple Funding Sources: When you are transferring multiple transactions at once (multi-select) to a project that has more than one funding source available, you will get an error.

See more information above.

Cancel and submit individually.

The expenditure item date is outside the project dates. Update the project start and finish dates or the expenditure item date of the transaction.

This message appears when users create a transaction for which the expenditure item date lies outside the project start and finish dates.

Expenditure Item date on the cost is not within the dates of the TO project/award/task/budget period

Cancel Transfer and transfer to another project as needed.

 

OR, Contact SPF or ICA as needed to review the dates IF the cost is appropriate to the project.

The expenditure type isn't active as of the expenditure item date. Revise either the expenditure item date or the active dates of the expenditure type.

This error message appears in the transaction validation module during transaction creation either through online entry or one-stop process.

Expenditure type has been end dated and is no longer used in PPM.

Cancel Transfer

 

OR, Contact SPF or ICA as needed to review options IF the cost is appropriate to the project.

You can't adjust expenditure items to be billable for internal funding sources of sponsored projects.

Costs that are flagged as billable cannot be transferred to an internal funding source.

Cost must be non billable to transfer to internal funding source on SP.

See more information above.

Contact your SPF accountant to flag to non billable first before processing. Future enhancement requested to allow departments to process.

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal or call the Finance Help Line at (858) 246-4237.