Clarity

We are currently investigating going to a lower level of detail for importing Transactions from PeopleSoft GL to Clarity. We currently import Transactions primarily at the GL Account and Project ID level. We have it set up to map the GL account to a specific Clarity resource (Can have multiple accounts pointing to the same resource), which is where the Clarity department, Txn Class, etc. are set when the transactions are processed. These mapped resources are setup defaulting to Clarity Departments that all fall within IT and we are interested in seeing the breakout of IT cost from Business area cost for a project.

So therefore we are investigating also bringing in Cost Center from PeopleSoft GL to be able to differentiate the IT vs. Business transactions. My question is what would be the best way to accomplish this?? Can we set the Department different from the resource's default department and still use that resource in WIP? Will that cause any issues down the road if we need to do any WIP Adjustments etc.?? Is it even possible??

It seems at first glance like the "Cleanest" way would be to Map the Combination of Account and Cost Center to a specific Resource that is then assigned a department corresponding to the Cost Center, but that would add hundreds, if not thousands, of Resources to Clarity for us that are simply used to map the data.

Thoughts????

Thanks in advance!!

Tim

"Can we set the Department different from the resource's default department and still use that resource in WIP?" - where would you set the department ? do you mean that you would create a new department altogether ? if yes, then, it might become a mess (I guess... :tongue:)

"It seems at first glance like the "Cleanest" way would be to Map the Combination of Account and Cost Center to a specific Resource that is then assigned a department corresponding to the Cost Center, but that would add hundreds, if not thousands, of Resources to Clarity for us that are simply used to map the data. " - this is what I would suggest as well.


NJ

Tim,

Hope you want to track your Business cost of an Project.

1 -->Create PSGL CC
2-->Create Business Transclass.If you need to have the same transclass as It then create as BIZ_.
3-->Create Dummy Expense resources and Tag to respective PSGL CC and Transclass.
4-->.For Expense Resource Naming convention -You can Map the combination of Account and CC -i.e say - Ac 70001 US6050 (GL account / PS GL Cost Centre combination) will be created as an expense Resource as US605070001.

Note:- Creating 100's / even 1000 of Expense resource will not have any system impact as they will not have any access rights like the real users.For any expense creation you can do via XOG (Build an template).

Then those Dummy Resources can be added in the respective project and then create an dummy task for uploading Transactions.After wip posting then can Differentiate between the IT / Business Transactions with their respective cost centers you can do the analysis.

In Wip also there will be separate transaction entries for IT / Business CC.

In any reports you can easily differentiate between IT / Business with the help of Transclass / Resource Type / CC.


cheers,
sundar

Thanks NJ and Sundar!!

I will do some testing to see what this will look like to users, in particular to the Team Tab for some of our larger APPs!

Tim

Hi ,

Thanks Sundar for detailed explaination.

I have one question regarding Expense resources . If we want to post labour transaction using expense resource ? Can we do it via front end ?

I know we can post labour transactionon on expense resource via XOG but i am not sure what impact does it have on the overall system.

Thanks !

Check under Financial Management > Transaction Entry

You click on New button, and are supposed to select the Entry Type - Voucher Other / Voucher Expense, e.g. you select Voucher Expense
Fill in the Entry number, and click Save
Then, click New
Fill in the required details -
1. Transaction Date
2. Investment ID
3. Task -
4. Charge Code
5. Resource ID - this you want as expense (as per your post)
etc...
Once you are done filling up data, you click on Submit

You can then do the Post to WIP, and see the transaction on the project

NJ

Hi NJ,

Thanks for the Response,

We have tried the steps which you have mentioned, but we are not able to post the labour transaction against the expense resource.

It is giving error when we do the Voucher_Expense for expense resource and select the labour transaction class. (attached screesnhot)

Our business requirement it to post the bulk labour cost against the expense resource, as labour resource are not available in Clarity for the particular departments.

We know the fact that we can achieved the same using the XOG, but we are not sure about its impact on the system.


Thanks
Gaurav

expense resource and select the labour transaction

Try expense transaction class.
Or go to the resource financial properties and see which transaction classes are available for that resource.


Martti K.

Gaurav,

we have developed an Non Man day process (customized) for uploading GL .There we are updating in import transactions table (you can do via xog) - update the transaction class as expense and then will post the transactions to wip in GUI.
Using the same since 7.5 until 12.1 without any issues.Using financials until wip only.

Note:- In Forecast screen if you are grouped by trans class then if you have both expense (via GL upload) and labor entries (via time sheets) against an same trans class then users may want to know the split in total cost.In some case they might get confused on seeing the cost.For that they must be educated to run an report like transaction inquiry to know the split of the cost by transaction type.

cheers,
Sundar

What about filling time for the expense resource against the task ??? Have you tried that ?

If that works (guess, it would :tongue:), then, using xog, you can xog in the timesheet using the desired entries

NJ

This are dummy expense resources created for the purpose of uploading GL transactions entries.we will be uploading against an particular task which is intentionally created for that activity.
If you are using an expense resource to enter time sheets (?) then better you should not use the same resource for uploading non manday entries.


cheers,
sundar