GL Lession

Maintenance and Relevant Reports
Calendar Maintenance:
GL Can't be started without defining the first open period from the Open/Close Calendar option. One has to be very careful when selecting the first period as once opened a period prior to that can't be opened. Once opened, on an ongoing basis periods have to be opened and closed. New Years whould be required to be appended to the existing calendars.

Account Values Maintenance:
On a regular basis lot of values would have to be opened, disabled etc.
Use Mass Maintenance to move balances by period from one account to another or merge balances by period from multiple accounts into a single account. The moved/merged balances are added to the existing balances in your target accounts. To change a move/merge, one can reverse it and restore account balances to their previous amounts.
During a move/merge operation the financial integrity between GL and its sub ledgers is maintained.


Document Sequencing:
Every time the validity of the Document sequence is over, define and assign new sequence.
Currency Rate Maintenance

Standard Reports:
Account Analysis, Trial Balance (Detailed, Summary, Expanded), Budget Reports, Chart of Accounts Reports and
Listings, Currency Listings Reports, FSG Reports on Row/Column Set Details, GL Report, Journal Reports and
Execution Reports.


Closing Procedure:
Set the status of the first accounting period in the new fiscal year to Future Entry.

If the business rules require reversing entries at the beginning of every period, generate and post accruals from the prior period. If prior period reversals were not generated and posted at the beginning of this period, then generate reversals

Transfer data from all of sub ledgers and feeder systems to the GL_INTERFACE table. Review and Post the imported journal entries. Close the period for each sub ledger. This prevents future sub ledger transactions from being posted to GL in the same period. Perform reconciliations of subsidiary ledgers by reviewing and correcting balances.

Generate all recurring journals and step–down allocations.

Revalue balances to update foreign currency journals to functional currency equivalents.
Post all journal entries, including: manual, recurring, step–down allocations, and reversals.
Update any unpostable journal entries and then post them again.

Run GL reports, such as the Trial Balance reports, Account Analysis reports, and Journal reports.

Translate balances to any defined currency if report in foreign currencies is required.
Consolidate subsidiary SOBs in case of multiple companies.

If using a calendar with an adjusting period that represent the last day of the fiscal year, close the current period and open the adjusting period. Create and post adjusting entries and accruals in the adjusting period.

Run Trial Balance reports and other GL Reports in the adjusting period after adjustments are made.

If it is required to have an actual closing journal entry that shows the closing of income statement accounts to retained earnings, submit the Create Income Statements Closing Journals program. This program creates an auditable closing journal entry. The income statement will reflect zero balances on posting

If local accounting rules require balance sheet to be closed, submit the Create Balance Sheet Closing Journals program. Balance sheet will now reflect zero balances on posting.

Close the last period of the fiscal year and Open the first period of the new fiscal year to launch a concurrent process to update account balances. Opening the first period of a new year
automatically closes income statement and posts the difference to retained earnings account specified in the SOB form.

Perform Year–End Encumbrance Procedures (if applicable).

Run FSG reports for the last period of the year.

If balance sheet is closed at year–end, reverse the Balance Sheet Closing Journals to repopulate balances of balance sheet accounts for the new year.

Overview of Account Receivables- 1

Oracle Receivables provides three integrated workbenches to perform most of the day-to-day Accounts Receivable operations.
Use the Receipts Workbench to perform receipt-related tasks
Use the Transactions Workbench to process invoices, debit memos, credit memos, on-account credits, chargebacks, and adjustments.
Use the Collections Workbench to review customer accounts and perform collection activities such as recording customer calls and printing dunning letters.
Use the Collections workbench to also place a customer account on credit hold, place items in dispute, view the dunning history for a transaction, and correspond with customers by recording customer calls.
Each workbench helps find critical information in a flexible way, see the results in a defined format, and selectively take appropriate action.
The Receipts and Transactions workbenches let you view records one at a time or as a group.
Detail windows display only one receipt or transaction at a time, but provide more information about the record because they contain more fields and tabbed regions.
Summary windows, by contrast, can display multiple records at once but require "drill down" to the detail window to view additional information about the current record.

Receipts Workbench: Receipts, Receipts Summary, Receipt Batches and Receipt Batches Summary
Transactions Workbench: Transactions and Transactions Summary, Transactions Batches and Transaction Batches Summary
In the Receipts and Transactions Workbenches, the Tools pulldown menu lets you perform operations in addition to those provided by the action buttons.
In the Receipts Workbench, view the sum of multiple receipts in the Receipt Totals window, and review the functional currency gain or loss resulting from a currency exchange rate adjustment in the Receipt History window.
In the Transactions window there is no Copy button, but still copy a transaction by choosing Copy To from the Tools menu.
Similarly, the Balances button does not appear in the Transactions Summary window, but can be displayed in the Transaction Balances window by choosing Balances from the Tools menu.
View the detail accounting lines for an item in the form of a balanced accounting entry (i.e., debits equal credits) by choosing View Accounting from the Tools menu.
View the detail accounting as t-accounts

Manaingng Customer

•Use all of the following methods to enter customer information, for example, addresses, phone numbers, contact names, and business purpose:
–Standard
–Quick
–Interface

Setting Customer Tax Attributes

•Standard: The taxing function refers to the tax tables to determine if the customer requires tax addition. If so, it selects the appropriate taxing method.
•Exempt: No tax addition; Manually enter the tax exemption number and reason
•Required: The taxing function always uses tax addition

Customer Addresses

•Allow multiple organization or person customers can do business at one location.
•Are global (not specific to operating units).
•Allow you to perform address validation using Vertex or TaxWare information.Have flexible address formatting with seeded and custom formats

Customer Accounts

•Customer accounts model relationships between an organization deploying Oracle Applications and an organization or person customer stored in the new customer model registry.
•Additional organizations or person customers can play roles in accounts. The new account model retains release 11i customer model features including:
–Credit profiles
–Terms of relationship (for example, discount terms)
–Customer bank accounts

Business Purposes

Business purposes describe which functions are performed at a particular customer site. Common Types of Business Purposes include:
Bill To: Send invoices to this address.
Drawee: A customer drawee is a customer site responsible for paying bills receivable.
Ship To: Send goods or services to this address. Can be different from this customer's Bill-To address.
Statements: Send customer statements to this address. Can only define one active statement business purpose for each customer.
Dunning: Send customer dunning letters to this address. Can only define one active dunning business purpose for each customer.
Legal: A legal site is responsible for all government reporting requirements.
Marketing: Send marketing collateral to this address.

Order Management Attributes in Customer Tables

Order Defaults
•Order Type
•Price List /GSA
•Item Identifier Type
•Request Date Type
•Put Lines in Sets

Scheduling Defaults

•Earliest Schedule Limit
•Latest Schedule Limit
•Push Group Schedule Date

Shipping Defaults

•Warehouse
•Freight Terms
•FOB
•Ship Method
•Over/Undership Preferences

Customer Relationships

Create customer relationships to control:
•Payment of unrelated invoices
•Sharing of pricing entitlements
•Consolidation of business addresses
•Link one customer to another.
•Enforce invoicing and receipt-application controls.
•Can only exist between two customers.
•Are not transitive: If A is related to B and B is related to C, A and C are not related.
•Can be reciprocal or nonreciprocal.
•Allow you to select a related customer’s ship-to address during order entry.

Party Relations
N) Customers->Relationships

Use the Party Relations window to view, update, and create relationships for parties. These relationships model the party registry as a realistic business world. Multiple relationships between any parties with the predefined relationship types can be created .

Object -Relationship types categorize relationships.

Profile Classes

•Use profile classes to describe and group customers with similar financial characteristics
•Use profile classes to enter new customers quickly and consistently
•When a customer is established , the customer processing function assigns it to the default (seeded) customer profile class.
•To assign the customer to a different profile class, select it from the list of values before saving.

Object Type -The party type of the object defaults in the Object Type field.

Customer Profile Class Characteristics

Credit/collections

•Credit check
•Collector
•Payment application
•Dunning letters
•Finance charges

Invoice and Statments

•Invoice line and tax printing
•Statement cycle
•Consolidated invoices

Payment Promptness
•Payment terms
•Discounts
•Grace days

Merge Customers
Merge customers to:
•Eliminate incorrect data and duplicate information
•Consolidate account site data
•Merge Customers or Sites
•Merge Individuals or Organizations
•Reflect customer account changes due to business consolidation
•Merging customer information combines all information for two customer accounts or account sites, striped by operating unit.
•Delete or inactivate the merge-from customer account and account sites uses.
•Customer Merge updates the customer information for all of the old customers transactions.

Merging Other Application Transactions

The system automatically merges all transactions associated with the merge candidates in these applications as well:
•Automotive
•Customer Service
•Inventory
•Master Scheduling /MRP Planning
•Order Management
•Payables
•Projects
•PurchasingSales and Marketing

Customers->Navigation

Use Customer Merge to consolidate any duplicate customers or transfer site use activity from a customer or site that is no longer active or has been taken over by another customer or site.

Oralce FAQs

What are the Interface and API table for Receipts Conversion In Oracle receivables .
AR_PAYMENTS_INTERFACE_ALL
AR_INTERIM_CASH_RECEIPTS_ALL and
AR_INTERIM_CASH_RCPT_LINES_ALL
AR_CASH_RECEIPTS_ALL
AR_CASH_RECEIPT_HISTORY_ALL
AR_DISTRIBUTIONS_ALL
AR_RECEIVABLE_APPLICATIONS_ALL
AR_PAYMENT_SCHEDULES_ALL ...

What do you mean by HZ_ in customer tables?
All tables that starts with HZ_ are related to the Trading Community Architechture (TCA). In these table we can find all the information about the Customers Organization Person's. From release 11i TCA came into picture in Accounts Recievable module where oracle has grouped all the customer information at one place. Most important tables in TCA are
HZ_PARTIES
HZ_CUST_ACCOUNTS_ALL
HZ_CUST_ACCT_SITES_ALL
HZ_CUST_SITE_USES_ALL
HZ_LOCATIONS
HZ_PARTY_SITES
HZ_PARTY_SITE_USES
HZ_CONTACT_POINTS.


What is the difference between Recurring Journals and Mass Allocation?
Recurring Journals are for transactions that repeat every accounting period. Example: Rent expenses that recur every month.
Mass Allocation Journals are for single journal entry formula that allocates revenues and expenses across a group of cost centers, ...

What is Automatic Offset ?
It is Accounts Payable feature and quite similar to intercompany function in General Ledger. It is used to create multiple liability lines for the transactions between sister companies.
For Eg Say two companies purchasing goods from the same supplier. But when invoice is created whereas both the companies are liable to pay.
Automatic Offset function helps here to create multiple liability lines to balance the journal at balancing level.
We can achieve this by selecting option at Accounting Area of Payable Option.
Navigation – Setup ->Options->Payable
There are three radio buttons
1) None
2) Accounts
3) Balancing

None- No Automatic Offset will be done.
Accounts-The distribution line segments will be copied to the liability lines excepting accounts segment which copied from the liability line itself.
Balancing-Only Balancing Segment from distribution lines segments will be copied to the liability lines excepting Accounts segment which copied from the liability line itself.


What is the difference between cross validation rules and Security Rules?
Cross Validation Rules that define valid combinations of segment values a user can enter in an account. Cross validation rules restrict users from entering invalid combinations of account segment.
Cross validation rules can applied only to KFF.
Security Rules – It determines the accounting transactions user can view at different levels of hierarchy such as at Site Level- > Application Level -> Responsibility Level -> User Level.
Or Security Rules for restricted segment values that user can enter during the data entry. The list of values will only display that are not restricted by security rules assigned to the responsibility whenever your user logged on.
Security Rules can be appled to KFF and DFF.

Descriptive Flexfields

Descriptive flexfield segments

•Global segments
a segment that always appears in the descriptive
flexfield pop–up window, regardless of context (any other information in your form).


•Context–sensitive segment
a segment that may or may not appear depending upon what other information is present in your form.

Implementing Descriptive Flexfields

•Define DFF columns into database (ATTRIBUTE1…N columns of the table are used to store DFF data)
•Register the table with Oracle Application Object Library
•Define descriptive flexfield fields into the form
•Register DFF with Oracle application Object Library
•Define descriptive segments
•Invoke DFF routines from your form and register the form with Oracle Application Object Library

Define DFF columns into database

•Define ATTRIBUTE1 to ATTRIBUTEn segment columns into your database
•Add DFF structure /context column (ATTRIBUTE_CATEGORY) into the database

Register the table with Oracle Application Object Library

•Register the table with Oracle Application Object Library using Table registration API / Form
•The Table registration API is AD_DD (This is a database Package)

Define descriptive flexfield fields into the form
•Add a text item in the required block of the form and attach the property class “TEXT_ITEM_DESC_FLEX”
•Add non displayed database field ATTRIBUTE1 to ATTRIBUTEn
•Add non displayed context field ATTRIBUTE_CATEGORY


Register DFF with Oracle application Object Library

•Navigate to Register DFF form
•mention the structure column ( ATTRIBUTE_CATEGORY)
•Enter referenced form fields name in the reference field’s zone (optional)
•Specify ATTRIBUTEn columns in the column zone.


Define descriptive segments

•Define value set for each of your segments
•define descriptive segments
•Navigate to “define descriptive segments values” form
•Enter valid values for the value sets corresponding to each segments.

Sys Admin and AOL Lession 8

Sys Admin and AOL Lession 7

Sys Admin and AOL Lession 6

•Combinations Table


Each key flexfield has one corresponding table, known as the combinations table, where the flexfield stores a list of the complete codes, with one column for each segment of the code, together with the corresponding unique ID number (a code combination ID number or CCID) for that code.
Each time a key flexfield is compiled the underlying view is regenerated to reflect the latest structure. We can also specify our own name for the view instead of using the default view name that is created. We can achieve this by giving a name in the “View Name” field of the Key Flexfield Segments screen.

Sys Admin and AOL Lession 5

Sys Admin and AOL Lession 4

Sys Admin and AOL Lession 3

Flexfields provide you with the features you need to satisfy the following business needs:

•Customize your applications to conform to your current business practice for accounting codes, product codes, and other codes.
•Customize your applications to capture data that would not otherwise be tracked by your application.
Have “intelligent fields” that are fields comprised of one or more segments, where each segment has both a value and a meaning

•Rely upon your application to validate the values and the combination of values that you enter in intelligent fields (Cross Validation Rules).
•Have the structure of an intelligent field change depending on data in your form or application data.
•Customize data fields to your meet your business needs without programming.Query intelligent fields for very specific information.

Sys Admin and AOL Lession 2

SysAdmin and AOL Lesssion1

Payables-7

INVOICE TYPES

There are various types of invoices in Oracle Payables which are

Standard- A Regular supplier invoice.

Credit Memo- An invoice received from a supplier representing a credit for goods or services purchased.

Debit Memo- An invoice issued by customer to notify a supplier of a credit recorded for goods or services purchased.

Expense Report- For recording business related expenses for employees.

PO Default- An invoice for which the matching PO no is known.

Quick Match- To automatically match to specified PO and all the shipment lines on the PO.

Mixed- A Standard or credit/debit memo invoice for matching a PO, another invoice or both.

Prepayment- To make advance payments for expenses/capital items where the goods/services many not have been actually received.