You can build a draft for a period-based budget based upon actual past expenditures. You cannot copy actual amounts for time-phased budgets that use date ranges, or for non-time-phased budgets.
Oracle Projects uses the budget entry method and resource list that you specify for the draft when copying actual amounts to the budget amounts. If you specify a budget entry method that uses both top and lowest task budgets, the budget lines are created at the lowest task level, using the resources in the resource list to which the actual amounts are mapped. Oracle Projects copies the actual amounts using the lowest level in the resource list, if resources are used; otherwise, it uses the resource groups. The resources are used even if you have budgeted at the resource group level. See: Resources and Resource Lists, Oracle Projects Implementation Guide, and Summarizing Actuals and Commitments by Resource.
The resulting new draft reflects the actual amounts incurred. If a resource was previously budgeted, but no actual amounts were incurred, this resource is not copied to the new draft budget. If an actual amount was incurred but was not previously budgeted, a new budget line is created in the budget to reflect the actual amount that was incurred.
The following table shows an example of actual amounts copied to budget amounts. In this example, you enter the following actual amounts for a resource, and associate the resource list with Project X.
Actuals
Enter the following actual amounts:
| Period | Employee | Amount | Resource | Quantity |
|---|---|---|---|---|
| PA 1 | Marlin | 100 | Professional | 2 hours |
| Vincent Business Supply | 77 | Supplies | ||
| PA 2 | Marlin | 150 | Professional | 3 hours |
| Gray | 10 | Computer Services | 1 hour | |
| Robinson | 50 | Clerical | 1 hour |
Resource List
Associate the following resource list (Expenditure Type by Expenditure Category) with Project X:
| Resource Group | Resource | Resource Type |
|---|---|---|
| Labor | Professional | Expenditure Type |
| Labor | Clerical | Expenditure Type |
| Asset | Computer Services | Expenditure Type |
Resulting Draft
When you copy actual amounts from Project X, the following resulting budget lines are created:
| Period | Resource Group | Resource | Quantity | Amount |
|---|---|---|---|---|
| PA 1 | Labor | Professional | 2 | 100 |
| Uncategorized | Uncatergorized | 77 | ||
| PA 2 | Labor | Professional | 3 | 150 |
| Labor | Clerical | 1 | 50 | |
| Asset | Computer Services | 1 | 10 |
To copy actual amounts to budget amounts:
Run the Update Project Summary Amounts concurrent program for the project and the periods for which you want to copy actual amounts. Oracle Projects uses the project summary amounts when copying actual amounts to budget amounts. See: Updating Project Summary Amounts
Note: Only actual amounts from periods whose ending dates are earlier than the current date will be copied to budget amounts.
Navigate to the Budgets window.
Choose the project and budget type into which you want to copy actual amounts.
Choose Find Draft.
Choose Copy Actuals.
Enter the period range for which you want to copy actual amounts. Enter GL periods if you are budgeting by GL period, or PA periods if budgeting by PA period.
The default start period is the earliest period for which the project has summarized actual amounts for the resource list used on the budget. The default end period is the current reporting period.
Choose OK.
Revise the budget amounts if necessary.
Save your work.
You can submit the concurrent program PRC: Copy Actuals to copy actual amounts to budget amounts instead of copying them from the Budgets window. The concurrent program runs in the background and enables you to continue working while it is copying.
Note: You must create the working budget version for the project and budget type combination before you submit the concurrent program.
For additional information about the concurrent program, see: Copy Actual Amounts.