1. You Know Project Cost and Revenue; Do You Know Your Project Margin?
Dina Rotem

2. About E-Business Suite in RAFAEL
RAFAEL is an Israeli company.
About 5100 employees.
Revenue of 1000 million USD.
About 55% export
Three divisions as business units
About RAFAEL
Current Release: CU2,
with Projects FP_M  
Projects (Costing & Billing), Purchasing, Financials (GL, AP, AR, FA, CE, XTR), Project Manufacturing, OM, Shipping, Service, HRMS.
About E-Business Suite in RAFAEL

3. Introduction
Contract project financial results depend on properly matching cost of sales with revenue recognition.
However, cost incurred on a project may not reflect the accurate ‘cost of sales’.
Key Issues:
Cost not generating Revenue at all.
Cost & Revenue in different periods (Timing…)

4. Cost of Sales & Margin Period Revenue Period Cost of Sales
Period Expenses
Cost not yet charged, although contributing to period revenue
Cost charged, however not contributing to period revenue
Cost not Generating Revenue
Provision for Loss -
Period Cost of Sales =
Period Margin

5. Cost not yet charged, although contributing to period revenue
Supplier rendered services or goods, while supplier invoice or receipt accruals not yet entered.
Effect of Missing Costs
Revenue Methods
Revenue Base
Cost of Sales understated,
Margin overstated
Milestones or
Deliverables or
Progress Percentage
Progress
Revenue understated,
Margin not affected
Project Percent Spent
or T & M Contract
Cost

6. Cost charged, however not contributing to period revenue
Incurred Cost that should not be in Cost of Sale
Revenue Method
Supplier costs charged, however services or goods were not yet delivered.
Prepayments or advances paid to suppliers
Subcontractors / Partners / Sales Agents paid % of customer payments.
Percent Spent
Materials received and charged to the project, however still in Inventory (PJM).
Products Deliverables

7. Cost not Generating Revenue
T&M contract
(funding 80%)
Internal funds (20%)
A project for R & D in a Cost-Share situation.
Billing 80%
Revenue = As Billed
Internally funded R&D = 20% of cost incurred
Expensed
Capitalized
Project Cost of Sales = 80% of cost incurred. OR

8. Cost not Generating Revenue Example
Amount
Detail
1,000,000
Project Cost:
900,000
Customer Agreement = Allocated Fund
Billed amount = Revenue =
800,000
Cost of Sales (80% of Cost)
100,000
Project Margin = 900,000 – 800,000
200,000
Internal R&D (20% of Cost)

9. Cost and Revenue Relationships
T&M
% Spent
% Progress
or Deliverables
Regular Cost
Actual Costs
COGS
COGS
COGS +
Deferred Cost
Supplier
Cost
Accruals
WIP
WIP
Internally funded Cost

10. Solution: Supplier Cost Accruals
Frequently, items and services are received in one accounting period and invoiced in another.
On period end, when supplier costs are missing or delayed, you may enter miscellaneous expenditure items as cost accruals, and reverse them next period.
Enter accrual expenditures before generating revenue.
Revenue generated based on WORK (T&M) or Percent Spent methods, is accruing revenue for all costs, including the accruals expenditures.

11. Revenue Based Cost Accruals
Initially, all project costs debit expense accounts.
Revenue accrued based on engineering progress, milestones or deliverables.
GDR is calling a billing extension, creating a pair of events, offsetting each other.
Offsetting events have no effect on Revenue, UBR & UER.
Setup different event types.
Event Type W for WIP (Asset account)
Event Type C for COGS (Expense account)
Event Type L for Cost Accruals (Liability account)

12. Calculation of Revenue Based Cost Accruals
Calculation steps:
R = Revenue Rate = ITD Revenue / Total EAC Revenue
A = Accumulated COGS = Total EAC Cost X R
E = ITD Cost - A
If E > 0, the amount is the project WIP value as of the end of period date.
If E < 0, the amount is the project cost accruals value as of the end of period date

13. Calculation of Revenue Based Cost Accruals
For Project WIP: Calculate the difference between current WIP value to previous WIP value. The result creates two events: W debit WIP (asset). C credit COGS
For Project Cost Accruals:
Calculate the difference between current CA value to previous CA value. The result creates two events:
L credit Accrual liability
C debit COGS

14. Deferred Cost (DC)
When using Percent Spent Revenue, we look at charged costs to represent how much progress the project achieved.
Exceptional costs charged on a project, which do not represent actual progress, should be excluded from revenue calculation.
Setup separate expenditure types / categories for such costs, called “Deferred Costs” (DC).
Those DC costs do not affect project percent spent.
Based on project percent spent the DC will partially be COGS, and partially WIP asset or Accrual liability.

15. Exclude DC from Revenue Calculation
P = Adjusted % Spent =
ITD Cost – Accumulated DC
Total EAC Cost – Total DC categories
Q = Accumulated Revenue = Total Fund X P
Current period revenue = Q – Previous ITD revenue
Amount charged on Deferred Cost categories, is subject to Cost Accrual calculation.

16. Accounting for Internal R&D
Setup the project with multiple customers, where the internal funding source is a “customer” contributing 20%.
External agreements accrue revenue and bill for 80% of work.
GDR is calling a billing extension, creating a pair of events, offsetting each other. An event for 20% of the period cost, another for a negative amount.
Accounting by event type:
G Credits COGS
D Debits R&D investment or expense.

17. Provision for Loss
By conservative accounting regulations, when a project might be in a loss position, the company must record down a provision for the future loss.
Current project margin =
+ Current period Revenue
– Current period Cost of Sale
– Future loss.

18. Provision for Loss Calculation
GDR is calling a billing extension, creating a pair of events, offsetting each other, using different event types. FM = Future Margin = Future Revenue – Future COGS = (Total Funding – ITD Revenue) - (Total Cost – ITD COGS).
Project will lose money
If currently calculated FM < 0
add to existing PFL
Then, event = FM – previous FM
reverse existing PFL
Else, event = 0 - previous FM
Event S credits Provision for Loss liability
Event T debits Cost of Sales

19. How do you report on project margin ?
Intermediate Summary
You know your project cost and enter accrual expenditures.
You generate revenue, sometimes by using billing extensions.
You generate cost accruals events, using billing extensions.
You generate PFL events, using billing extensions.
You generate Internally funded R&D events, using billing extensions.
How do you
report on
project
margin ?

20. Reporting EAC Project Margin
Margin = Revenue COGS
EAC COGS = EAC Costs
EAC Internally funded costs

21. Reporting Periodical Project Margin
Period Margin = Period Revenue Period COGS
Period COGS = Actual Period Costs
+ Increase in Cost Accruals
- Increase in project WIP
Period Internally funded costs
+ Increase in Provision for Loss

22. Building Custom Reporting
There is no reporting solution for real project margin within EBS (Project Status Inquiry, Project Performance Reporting, Project Intelligence, or any other reporting solution).
Reporting solution developed in Rafael:
Assign a DFF attribute called: “Reporting Account” to each expenditure type and each event type.
The list of values for Reporting Accounts is setup using a special group of expenditure categories.
Setup hierarchy of values for reporting accounts, and link each reporting account to it’s parent group, using a DFF of the expenditure category table.

23. Building Custom Reporting – Cont.
Build summary tables of actual amounts by reporting accounts, cost centers, GL periods, and projects.
Extract the summary amounts from Projects to DWH, and to OFA (Oracle Financial Analyzer).
In OFA Rafael has a project-world integrated with Oracle Projects.
Users enter their financial plans by projects and by reporting accounts for budgets and forecasts versions.
Various project financial reports were built in OFA comparing budget, forecast and actual amounts.

24. Enhancements Ideas for Oracle
Recognize additional amount types, like Project WIP, PFL, COGS, Internally funded costs, etc.
Build a method to record such amounts, without the workaround of billing events (pair of offsetting events).
Build the base for more complex finance reporting.

25. Questions?
Responses?
Ideas ?
The End
Dina Rotem