Create Adjustment Transactions
Using the Oracle Form
When Users transfer expenditure items from one project/task combination to another using the Oracle Forms functionality, both of the new transactions (credit and debit) have references back to the original transaction as follows:
1. The new reversal (transferred from) line has the original expenditure_item_id value in the pa_expenditure_items_all.adjusted_expenditure_item_id field.
2. The new (transferred to) line has the original expenditure_item_id value in the pa_expenditure_items_all.transferred_from_exp_item_id field.
Note: To date the Projects Interface does not update the pa_expenditure_items_all.transferred_from_exp_item_id field in any way.
Using Project Transaction Wizard
The standard Oracle PRC: Transaction Import concurrent program will not automatically create reversal transactions for the user. Using the Project Transaction Wizard, undertake the following steps:
1. Ensure the spreadsheet has the same Batch Source and other transaction settings as the transactions to be transferred.
2. Enter a negative quantity/amount row into the Wizard and populate the ‘Trans Ref To Reverse’ column with the pa_expenditure_items_all.orig_transaction_reference value of the transaction this line will reverse. The Wizard will then populate the following pa_transaction_interface_all columns when uploaded:
(i) reversed_orig_txn_reference with the original transaction reference in the Wizard.
When imported this will populate the original expenditure_item_id value into the pa_expenditure_items_all.adjusted_expenditure_item_id field in the same way as the Oracle form.
(ii) unmatched_negative_txn_flag with "N" (meaning it is matched to a previous item).
3. Enter a new row into the Wizard for the correcting values, being the old data with a new project or task (or both). If the ‘Trans Ref To Reverse’ column is populated on this row the value will be ignored as it is not a reversal line.
4. Validate and upload the rows into the interface and import the transactions.
Two new expenditures will be created in Projects in the same way as the Oracle form:
• The reversal line has its pa_expenditure_items_all.adjusted_expenditure_item_id populated with the expenditure_item_id of the original transaction, thus creating an audit trail of the reversal.
• The new (non reversal) line contains no information in either the adjusted_expenditure_item_id or transferred_from_exp_item_id fields.
As the new expenditure line does not contain any links to the original transaction, users may find they require complete audit information relating to the new credit and debit lines.
To achieve this either enter the orig_transaction_reference/expenditure_item_id (with a suffix to enforce uniqueness) in the ‘Original Reference’ column, or enter the actual value in a previously unused descriptive flexfield (Wizard attribute field).
Note: Uniqueness is only required where the transaction source has not been configured to allow duplicate references.
A simple script/report can then be written to retrieve all relevant rows from the pa_expenditure_items_all table using the fields populated.
