Interfacing with the General Ledger

Richard Byrom

Oracle Applications Consultant

13th Cheque Payroll Seminar

12th December 2001

• Set of Books

• Standard Oracle Interfaces

• Payroll Interfaces

• Applications Desktop Integrator

Agenda

Set of Books

• In order to determine what information is required to be interfaced into the General Ledger the infrastructure of the General Ledger/ Set of Books needs to be understood

A set of books consists of a chart of accounts structure, an accounting calendar, and a functional currency.

Set ofSet ofbooksbooks

Chart of accounts Chart of accounts structurestructure Accounting Accounting

calendarcalendar

FunctionalFunctionalcurrencycurrency

Set of Books

Define a flexible chart of accounts structure:

• Create up to 32 segments of up to 25 characters per segment.

• Define each segment name and the order in which it appears.

• Attach a list of valid values to each segment.

Chart of Accounts Structure

Tailor your account structure for your industry and reporting requirements.

Choose the number of segments, as well as the length, name, and order of each segment.

Examples:– Manufacturing:

XX XXXXXX XX XX XX XXX

Company Cost Center Account Product Product Line Sub account

– News Distribution:

XX XXXXX XXX XXX XX

Division Account Region Story Distribution

– Project Oriented:

XXX XXXXX XXX XXXX XX

Company Account Department Project Project Type

Chart of Accounts examples

CorporationCorporation

Sets of booksSets of booksCompaniesCompanies

DivisionsDivisions

• Each corporation may include multiple sets of books. • Each set of books may include multiple companies

and/or divisions.

Multiple books for multiple companies

• Import journal entries from feeder systems

– Third Party Systems - Billing, Banking etc.

– Oracle Sub-ledgers - AP, AR,Payroll

– Includes statistical information - airtime, customers

• Review journal import data

• Correct and delete journal import data

Standard Oracle Interfaces

GL_JE_LINESGL_JE_LINESGL_JE_HEADERSGL_JE_HEADERSGL_JE_BATCHESGL_JE_BATCHES

SubledgersSubledgers GL_INTERFACEGL_INTERFACE

Summary or DetailSummary or Detail Automatic or Manual Automatic or Manual

Journal Journal ImportImport

PostPostGL_BALANCESGL_BALANCES

Create journals in feeder systems and upload them to Oracle General Ledger using Journal Import.

Interface Overview

Importing Journals

Load GL_INTERFACETable

Correct errors in Feeder System

Journal import createsa postable journal batch

Delete source from Journal Import

Correct Journal Import online

Import journals by source and Group ID

Do any of thejournals have errors?

Number of errors

Yes High

Low

No

Journal Import Verification Process

You can drill down further to see detailed information about a respective journal activity in a Sub-ledger.

Drilling down to Sub-Ledger Detail

Elements are all types of earnings, deductions, employer charges and non-payroll payments that go through the payroll.

Typical examples of elements are:• Regular Salary• Wages• Bonus Payments• Health Insurance• Stock Purchase Plan• Pension Contributions

Payroll Interface

Compensation

and

Benefits

EquipmentEquipment

TrainingTrainingHospitalHospital

Paid Time OffPaid Time Off

SalarySalary

Car AllowanceCar Allowance

Elements

1 ElementDefinition

• Define the information to hold• Define how to validate entries• Define how to process entries

2 ElementLink

3 ElementEntry

• Put the element on record for all employeeswho should receive it

• Automatic or manual entry

• Define who is eligible for the element• Define costing• Define how to validate entries

Three Steps to Set Up an Element

GL_JE_LINESGL_JE_LINESGL_JE_HEADERSGL_JE_HEADERSGL_JE_BATCHESGL_JE_BATCHES

PayrollPayroll GL_INTERFACEGL_INTERFACE

Summary or DetailSummary or Detail Automatic or Manual Automatic or Manual

Journal Journal ImportImport

PostPostGL_BALANCESGL_BALANCES

Payroll Interface

ADI Functionality

Applications Desktop Integrator is a spreadsheet tool which enables you to interface data in spreadsheet format directly into Oracle, it can also drill down into Oracle from a spreadsheet to provide you with the required information. It’s features are: -

• Journal Import• Budgeting• Analysis and Drilldown• Fixed Asset Import• Account Hierarchy Editor• Physical Inventory Run• Import Text File