CA PPM: Can negative transactions be entered?

Document ID : KB000018475
Last Modified Date : 25/05/2018
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Question:

Question:

Can negative quantity transactions be entered from either the via the Home > Financial Management > Transaction Entry' page or XOG?

 

Answer:

There are two sides in which a transaction can exist. It can exist on the project management side and also on the financial side of PPM.

When XOG or manual transactions are entered, they can be processed the Post-to-WIP job, which posts the transaction on the financial side of CA PPM to the PPA_WIP/PPA_WIP_VALUES table.

The project side will not have this updated information until the Import Financial Actuals job processes the transaction, which synchronizes/matches the financial side to the project side.

The typical way to correct an initial transaction is by adjusting the transaction by going to the

1. Home > Financial Management > Create WIP Adjustment page

2. Select the transaction

3. Make the following edits in the Quantity,Cost, and Rate fields with the desired value.

4. Run the Post-to-wip (PTW) job.

5. Run the Import Financial Actuals (IFA) job.

But, when a negative-quantity transaction is entered, (quantity less than 0)  an out-of-sync situation may occur if there are not enough actual hours available to handle the corresponding credit.

Generally, CA PPM does support negative transactions in WIP on the financial side, but there are situations when a negative quantity transaction does not update on the project/assignment correctly, causing quantity between WIP and assignments to become out of sync.

PPM assignments cannot show negative work, therefore if the net quantity between two transactions results in a negative, PPM will show 0.

The following methods are acceptable to negate a transaction. Here is an example of a transaction that was original entered as:

Date = MM/DD/YYYY

Quantity = 10

Cost(rate) = 10.01

Rate = 10.02

For more information on what is expected to be entered in the fields above, please refer to the Additional Information section where the documentation is referenced.

Method 1:

1. Create a transaction for the same specific transaction date with negated Quantity = -10

2. Run Post-to-WIP job

3. Run Import Financial Actuals job


Method 2:

1. From the 'Create WIP Transaction' page, select the transaction and click the 'Reverse' button

2. From the 'Approve WIP Adjustment' page, select the transaction and click the 'Approve' button

3. Run Import Financial Actuals job

NOTE: If a negative transaction was entered initially such as

Date = MM/DD/YYYY

Quantity = -20

Cost(rate) = 10.01

Rate = 10.02

The project side cannot and will not be updated, therefore just enter another transaction

Date = MM/DD/YYYY

Quantity = 20

Cost(rate) = 10.01

Rate = 10.02

and run the Post-to-WIP and Import Financial Actuals job to have it appear on the project side.

Additional Information:

The following scenarios are how CA PPM treats negative transactions.

Scenario 1: Different quantity, same date
1. Enter 5 actuals for SAME transaction date
2. Enter -8 actuals for SAME transaction date

PPM interprets this as:
a. There are 5 hours originally.
b. Then there are -8 hours.
c. 5 - 8 = -3

RESULT is 0, since negative hours (-3) are discarded.
WIP would show -3 quantity

Scenario 2: Different quantity, same date
1. Enter -5 actuals for SAME transaction date
2. Enter 8 actuals for SAME transaction date

PPM interprets this as:
a. There are -5 hours originally, which is discarded. 0 is the result.
b. Then there are 8 hours.
c. 0 + 8  = 8  WIP would show 3 

RESULT is 8
since it is a positive result.
WIP would show 3 

Scenario 3: Different quantity, same date
1. Enter 8 actuals for transaction date
2. Enter -5 actuals for SAME transaction date
    
PPM interprets this as:
a. There are 8 hours originally.
b. Then there are -5 hours.
c. 8 - 5 = 3  

RESULT is 3,
since it is a positive result.
WIP would show  3 (match)

Scenario 4: Different dates
1. Enter 8 hours of actuals for transaction date1
2. Enter -3 hours of actuals for DIFFERENT transaction date2

PPM interprets this as:
a. There are 8 hours on original transaction date1.
b. There are -5 hours on original transaction date2.
c. These are separate transaction dates.

RESULT is 8,
because
+8 is posted on transaction date1
-3 is backposted on transaction date2, which is discarded because it is negative.
WIP would show 8 for date1, -3 for date2 (net of 5 for both dates)

There will be an issue when a reversal occurs on a negative transaction because if an original negative showed as 0 in PPM (as described above), then the reversal adds a positive quantity, which in essence, doubles the amount.

Scenario 5: Reversal
1. Enter -8  actuals for transaction date

Result in PPM is 0 because the actuals cannot be below 0

2.  Reverse the transaction which creates a debit amount of +8.
    Import the transaction back to the project.

Result:  PPM shows +8

SUMMARY:
Negative actuals posted on a specific date does not cancel out actuals from a different date.

In summary, when using negative transactions, you should have a pre-posting
(include Post to WIP and run Import Financial Actuals job) validation done on the existing actuals total
on the exact transaction dates that will be used in the transactions,
making sure that enough positive units of actuals exist on the project for the dates that negative quantities
are going to be posted to.

We do not recommend Reversing or Transferring any negative transactions as it will inflate PPM actual hours.
If this is encountered, please contact CA Support for the exact instructions on how to rectify the issue as it will involve the following corrective steps:

1. Home > Financial Management > Manual Transaction > Enter same transaction date with negative quantity to offset the overage
2  Run the Import Financial Actuals job to correct the project-side.
3. Pause the Import Financial Actuals job
4. Reverse the above transaction
5. Home > Financial Management >  Approve WIP Adjustment  > filter for the above transaction to correct the financial side.
6. Delete the entry from PAC_IMP_ACTUALS_EXPORT table - to not have the Import Financial Actuals job to process the transaction that causes the issue
7. Resume the Import Financial Actuals job

Timesheets transactions are not subject to this type of out-of-sync situation, because the you cannot enter negative hours on a timesheet.

If using XOG to import transactions ensure that if you use GroupID field, that the debit amounts have a lower value than the credit amounts.  If you use the same GroupID for each transaction make sure the debit amounts are first in the xog file.

An extra step in doing XOG is to process the debits first and then the credit separately as this will insure the debits get imported back to the project first.

DOCUMENTATION

https://docops.ca.com/ca-ppm/15-4-1/en/using/getting-started-with-classic-ca-ppm/financial-management/process-financial-transactions-work-in-progress-adjustments-and-voucher-headers#ProcessFinancialTransactions,Work-in-ProgressAdjustments,andVoucherHeaders-TransactionEntries