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Oracle ERP Implementation Financials and Supply Chain Modules

DO.070 USER GUIDE General LedgerAuthor: Arvind Varaganti Creation Date: October 15, 2007 Last Updated: November 15, 2007 Version: 1.0

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Submitted by: Satyam Computer Services Limited Enterprise Applications and Business Intelligence Solutions Tel: +91-40-6316666, Fax: +91-40-6319990 - www.satyam.com

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Oct 15, 2007

Arvind Varaganti

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Note to Holders: If you receive an electronic copy of this document and print it out, please write the name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write the name on the front cover, for document control purposes.

DO.070 User Guide General Ledger Page 2 of 118

PrefaceThis document contains a brief overview of how various tasks are to be performed in the General Ledger module of Oracle Applications. This document is not intended to be a replacement of the Oracle Applications User Guide and shall have to be read in conjunction with Oracle Applications User Guide for the module and the design documents submitted as part of the Implementation Process. This document has been organized as per the structure given in the Table of Contents, providing procedures/information relevant to SAFEXPRESS Operations as well as certain general information / guidance about the functions of Oracle General Ledger. Topics discussed are: Entering Transactions Administrative & Maintenance Activity Generic Activity Period End Activity

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How the Manual Is OrganizedThis manual is divided into 4 sections: Section 1 Entering Transactions Section 2 Administrative & Maintenance Activity Section 3 Generic Activity Section 4 Period End Activity

AudienceThis manual is written for SAFEXPRESS users using Oracle General Ledger Application.

Related DocumentsGeneral Ledger BP080 Future Process Model General Ledger Configuration Document (BR100) Oracle General Ledger User Guide

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Contents

Document Control ..................................................................................................................2 Preface 3 How the Manual Is Organized..............................................................................................4 Audience ...........................................................................................................................4 Related Documents..........................................................................................................4 SECTION 1 Entering Transactions ......................................................................................................................8 Topical Essay ...........................................................................................................................9 CHAPTER 1 Creating Journal Batches................................................................................................................11 Overview.........................................................................................................................11 Process .............................................................................................................................11 CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER CHAPTER 8 2 3 4 5 6 7 Entering Journals ...........................................................................................................................13 Reversing Journal Entry ...............................................................................................................16 Changing a Batch Period ..............................................................................................................20 Importing Journals ........................................................................................................................22 Reversal Journal & Auto Reversal..............................................................................................25 Journal Posting...............................................................................................................................28 Journal Approval ..............................................................................................................................33 Approve Journals (By the Approver)..........................................................................34 CHAPTER 9 Journal Through ADI.......................................................................................................................37 Creating Journal Worksheets .......................................................................................38 Uploading Journal Entries from ADI to General Ledger .........................................42 DO.070 User Guide General Ledger Page 5 of 118

SECTION

2

Administrative and Maintenance Activity......................................................................45 Topical Essay .........................................................................................................................46

Chapter Chapter Chapter Chapter Chapter Chapter

1 2 3 4 5 6

Calendar ...............................................................................................................................................47 COA Maintenance .............................................................................................................................49 Define Set of Books...........................................................................................................................54 Journal Approval Limits...............................................................................................................56

Document Sequencing........................................................................................................................59 Security Rules.....................................................................................................................................61 Defines Security Rules...................................................................................................61 Assign Security Rules....................................................................................................63

Chapter Chapter Chapter SECTION

7 8 9 3

Cross Validation Rules .....................................................................................................................65 Journal Categories ..............................................................................................................................68 Account Alias .....................................................................................................................................70 Generic Activity ...................................................................................................................72 Topical Essay .........................................................................................................................73 Procedures ......................................................................................................................73 Scope................................................................................................................................73 Responsibility .................................................................................................................73

CHAPTER CHAPTER CHAPTER SECTION

1 2 3 4

Submit Standard Reports...................................................................................................................74 Viewing Details Account Balances ................................................................................................77 Viewing Journal T-Accounts .............................................................................................................80 Period End Activity..............................................................................................................83 Topical Essay .........................................................................................................................84 Procedures ......................................................................................................................84 Scope................................................................................................................................84 Responsibility .................................................................................................................84

CHAPTER

1 Financial Statement Generator ........................................................................................................85

Row Set............................................................................................................................86 Column Set .....................................................................................................................90 Content Set......................................................................................................................93 DO.070 User Guide General Ledger Page 6 of 118

Reports ............................................................................................................................93 Report Set........................................................................................................................96 Navigation: Reports>Financials>Report set ..............................................................96 CHAPTER 2 Close Accounting Cycle....................................................................................................................99 Monthly Closing ..........................................................................................................102 Monthly Closing Individual Modules ...................................................................103 Annual Closing ............................................................................................................104 CHAPTER 3 Standard Reports ............................................................................................................................106 Account Analysis Reports ..........................................................................................107 Chart of Accounts Reports and Listings ...................................................................109 Financial Statement Generator Reports and Listings..............................................110 General Ledger Reports ..............................................................................................111 Journals Reports...........................................................................................................112 Trial Balance Reports...................................................................................................114 Other Reports and Listings.........................................................................................115 Execution Reports ........................................................................................................115 Closed Issues for this Deliverable.....................................................................................118 Open Issues...................................................................................................................118 Closed Issues ................................................................................................................118

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SECTION

1

Entering TransactionsThis Section will describe the Transaction flow as it will be done in Oracle General Ledger for the following activities in the General Ledger Process .

Topical EssayThe User Guide is a role-based document that provides specific user procedures to follow based on the users role.

Scope

This procedure covers the following functional areas:

Creating Journal Batches. Entering Journals Reversing Journal Entries Changing a Batch Period Importing Journals Generating Reverse Journals Posting Journals

ResponsibilitySFX General Ledger Super User is allowed to Create Journal Batches. Enter all kinds of Journals. Create FSG Reports. Create Segment Values. Make changes in the existing setup.

SFX General Ledger User is allowed to Create Journal Batches. Enter all kinds of Journals. Create FSG Reports.

SFX General Ledger Inquiry User is allowed to Inquire Account Balances. Inquire Journal Entries. DO.070 User Guide General Ledger Page 9 of 118

OwnershipGeneral Ledger Super User is responsible for ensuring this document is necessary, reflects Actual practice, and supports Daily policy.

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CHAPTER

1Overview

Creating Journal Batches

Oracle General Ledger provides for organizing journal entries with common attributes into batches. For example, journal entries can be grouped by type, date, or preparer. There can be multiple journals in one batch, or a separate batch for each journal entry. All journal entries in a batch must share the same period. You can create a journal batch for any Open or Future Enterable accounting period, but you can only post batches in open accounting periods.

Process Navigation - Journals > EnterTo create a new batch with multiple journal entries:

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Navigate to the Enter Journals window. Choose New Batch. Enter Batch name to identify the batch on general ledger and journal entry reports Duplicate batch names in the same accounting period are not possible. If a batch name is not entered, General Ledger will create a default name from the source, combined with a unique batch ID and the system date. Enter the accounting Period for which the entries in the journal batch are to be posted. General Ledger defaults to the latest Open period. .Enter a Control Total if you want to verify the total debits for the journal batch against the batch control total. You can also enter a control total at the journal entry level. Choose Journals to add journals to the batch.

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CHAPTER

2Overview

Entering Journals

If batch information is not required to be entered, a journal can be directly entered. General Ledger will create a batch for the entry automatically; using the source (Manual) combined with a unique batch ID and the system date.

Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation Journal Creation Process

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Process Navigation - Journals > EnterNavigate to the Enter Journals window. Enter or query the batch for which you are entering journals. To enter a journal without entering batch Information, choose New Journal - To enter journals for a new batch, choose New Batch and enter the batch information. -To add journals to an existing batch, query the batch and choose Review Batch. Journals can be added to an existing batch only if the batch is not posted. Choose Journals.

Enter a unique Journal name for the entry. If you do not enter a journal name, General Ledger automatically assigns a name using the following format: Source Journal ID Date. Journals should be named according to the nature of the journal lines to be booked in the concerned Journal. Enter the Period for the journal entry. If you entered a period at the batch level, you must use the same period for each journal entry in the batch. If you did not enter a period at the batch level, choose any Open or Future Enterable period for the journal entry. Note that you can only post journals in Open periods. DO.070 User Guide General Ledger Page 14 of 118

Accept or change the default Effective Date for the journal entry. Enter a Category to describe the purpose of the journal entry. All lines in a journal entry share the same journal category. Please note that the Journal Category cannot be changed once the Transaction is saved. Note: - Select Journal Category Bank Account Transfer for Inter Bank Account Transfers. Select Journal Category Payroll-Safexpress for Payroll related transactions. Select Journal Category Cash Collections Deposit for depositing the cash collections transactions. Select Journal Category Revenue Recognition AR for transactions related to AR Revenue Recognition. Enter an optional Description for the journal entry. General Ledger uses this as the default description for each journal entry line. You can change the journal entry description as necessary. Note:- Please enter Cheque Number in Journal Description Column. This is required to ensure proper Automatic Reconciliation. Please do not enter any text except Cheque Number in Journal Description column. Enter a Control Total if you want to verify the total debits for the journal lines against the journal control total. If the journal total does not match with the control total, then system will not allow posting of the journal. It will allow the journal to be saved, after giving a warning message. Accept the default Currency (the functional currency for the set of books). Save the work.

To enter journal lines:Enter a Line number for each journal line to control the sequence in which the journal entry lines appear online and in reports. After you enter the first journal entry line number, General Ledger automatically increments the numbers for the following lines. You can change the line numbers as necessary before committing the record. Enter an Account for the journal line. Choose the account code from the list of values. Enter the Debit or Credit amount for the designated account. Save the work. Press Approve to forward this journal to the approver. Once journal is approved, it can be posted.

Note:- Currently all the Journals entered manually in GL need to be posted after Approval by Approver. Once, the Journal is approved by the Approver, a Notification is sent to the person who has entered the Journal. Navigate to Others Notifications and see the Notification. DO.070 User Guide General Ledger Page 15 of 118

CHAPTER

3EntryOverview

Reversing Journal

Use reversing journal entries to reverse accruals, errors or temporary adjustments and reclassifications.

Assign a reversal period to a journal entry if a reversing entry is desired to be generated from the Enter Journals window, or later from the Reverse Journals form. One can enter a reversal period at any time, even after the journal is posted. However, it is not possible to reverse batches and journals that have already been reversed. One can also reverse a journal or batch from the Enter Journals window, even if a reversal period and effective date has not been assigned.

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Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation Journal Creation Process

Process Navigation - Journals > Enter JournalsTo assign a reversal period and effective date to a journal entry: Navigate to the Enter Journals window. Query the batch and journal within the batch for which you want to assign a reversal period. Choose Review Journal. Choose More Details. Enter the Period for the reversing entry. Select a reversal Method:

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Switch Dr/Cr: General Ledger creates the reversing journal by switching the debit and credit amounts of the original journal entry. This method is often used when reversing accruals/provisional Journals. Once you enter the effective date, reversing period, and reversal method, the journal entry is marked for reversal and will appear in the Reverse Journals window. Generate the reversing entry from the Enter Journals window, or from the Reverse Journals window.

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To reverse an entire journal batch:

1. 2. 3. 4.

Navigate to the Enter Journals window. Query the batch you want to reverse. Choose Review Batch. Choose Reverse Batch to generate Unposted reversal batches for each entry. If you did not assign a reversal period for one or more journal entries, General Ledger prompts you for a default reversal period (and effective date). Choose OK, then enter a reversal method:

5.

Switch Dr/Cr: General Ledger creates the reversing journal by switching the debit and credit amounts of the original journal entry. This method is often used when reversing accruals. Change Sign: General Ledger creates the reversing journal by changing the sign of the original journal amounts from positive to negative. This reversal method is often used when reversing journals to correct data entry mistakes. 6. Post the reversing journal batches.

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CHAPTER

4PeriodOverview

Changing a Batch

If the period for an Unposted batch is changed, General Ledger updates the posting date for each journal entry.

Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation Journal Creation Process

DO.070 User Guide General Ledger Page 20 of 118

Process Navigation - Enter > JournalsTo change the period for a journal batch:

1. 2. 3. 4. 5.

Navigate to the Enter Journals window Query the batch you want to change. Choose Review Batch. Choose the More Actions button. Choose Change Period.

6. Enter the new batch Period. If the original creation date of the journal entry batch is within the new period, General Ledger assigns the creation date as the new Effective Date. If the creation dates of the journal entry batch is not in the same period as the new batch period, General Ledger assigns either the first or last day of the new period as the new Effective Date, depending on which date is closer to the creation date. 7. Choose OK to save the revised batch.

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CHAPTER

5Overview

Importing Journals

This form is used to import accounting data from Oracle and non-Oracle feeder systems, and create Unposted journal batches. Oracle applications, sub-systems will require journal import, only if the import journals option is not enabled in the sub ledgers like Accounts Payable or Accounts Receivable. When the General Ledger Transfer programs are submitted from the Sub Ledgers with out submitting for automatic Journal Import, the journals have to be imported to General Ledger through this program. Journal Import creates journal entries from data in the GL_INTERFACE table. Oracle Sub Ledgers automatically populate this table. General Ledger validates all data in the interface table before creating journal entries.

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Process

Navigation - Journals > Import >RunTo import journal entries to General Ledger: Navigate to the Import Journals window. Enter the Source from which you want Journal Import to create journal entries.

1.

Choose the selection criteria for the journal source to be imported. The criteria are:

No Group Id Specific Group Id All Group Ids 2. If specific group id option is chosen, then the group id field is enabled and the value can be chosen from List of Values. List of values displays only journals pending imports. You can import data for the same or different sources in parallel by specifying a unique Group ID for each request. General Ledger imports data with the journal entry source and

3.

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group ID combination you specify. If you do not specify a group ID, General Ledger imports data from the specified journal entry source with no corresponding group ID. 4. Define the Journal Import Run Options. Choose create summary journals if the journals are to be imported in summarized format. Enter a Date Range to have General Ledger import only journals with accounting dates in that range. If you do not specify a date range, General Ledger imports all journals data. Choose Import to submit a concurrent process to import journals. Review the Journal Import Execution Report from the concurrent request window, to determine the number of errors in the import data. The report groups errors and gives the details of errors and reasons for errors. Corrective actions can be taken based on this report. If there are no errors, then the report prints without errors or error messages.

5.

6. 7.

Note: For transfers from Oracle sub ledgers, the option Import Journals would be enabled, so, the process of running this as a separate process would not be required. System would initiate the journal import automatically.

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CHAPTER

6Overview

Reversal Journal &

Auto Reversal

You can generate reversing entries from the Enter Journals window, or you can use the Reverse Journals window to reverse any unreversed journals. The unreversed journals must have an assigned reversing period and reversal method. You can reverse a single journal or an entire batch from the Enter Journals window. You can even reverse a journal entry or batch if you have not assigned it a reversal period. If you reverse a journal batch, General Ledger creates a reversing journal entry for each journal entry in the batch. Note that this also generates a separate reversal batch for each reversed journal.

ProcessReversal from Reversal Window

Navigation - Journals > Generate >Reversal

Prerequisites DO.070 User Guide General Ledger Page 25 of 118

Enter journals. If you want to reverse journals from the Reverse Journals window, assign a reversing period to the journals.

To generate reversing journals from the Reverse Journals window:

1. 2.

Navigate to the Reverse Journals window. Query the journals to be reversed. For each journal see the Period Entered and Period Reversing that indicate the accounting period of the original journal entry and the accounting period specified as the reversing period. Select each Journal Entry to be reversed. Note that even though a journal may have a reversing period, it may not be reversible for several reasons, such as the reversal period or effective date is closed. Choose Reverse to generate an Unposted reversing batch for each selected journal. Post the reversing journal batches.

3.

4. 5.

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Enter the following information: 1. Select the journal to be reversed. 2. Click on the reverse button to create an Unposted journal reversal entry. 3. General Ledger names the reversal journal batch as follows: Reverses [Original Journal Entry Name] [Date] [Time] 4. Post the reversing journal batches.

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CHAPTER

7Overview

Journal Posting

This form is used to post journal batches that are entered, generated, or imported to update account balances.

Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation Journal Creation Process

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Process

Navigation Journals > PostThis path will take you to the Find Journal Batches Window. Specify the search criteria and click the Find button. This will take you to the Post Journals window.

Posting Journal Batches1. 2. Post journal batches to update the account balances of the detail and summary accounts. You can select and post journal batches from the Post Journals window. In addition, you can post a journal batch by choosing the Post button when you are entering or reviewing a journal entry. When you post to an earlier open period, actual balances roll forward through the latest open period. If you post a journal entry into a prior year, General Ledger adjusts the retained earnings balance for the effect on the income and expense accounts. Journal Posting can be automated by scheduling the Automatic Posting program to periodically select and post batches.

3.

4.

5.

Note:- We have Scheduled Automatic Posting Program to post all the transactions imported from Accounts Payable, Accounts Receivable, Purchasing and Inventory. Only the transactions entered manually in GL and the transactions imported from Fixed Assets into GL (Once in a month) needs to be posted manually.

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To post journal batches: Navigate to the Post Journals window.

Note: You can also post a journal batch by choosing the Post button when you are entering or reviewing a journal entry. This will post the entire batch containing the journal you are entering or reviewing. 6. Query the journal Batch you want to post. You can also query all Unposted journal batches. You see the Batch name and the posting Period, Balance Type, Debit and Credit Amounts. Review the Period Status and Post Status to determine if a batch is available for posting. You can post actual batches to open periods. Check the Control Total for the journal entry batch, if you entered one. If the control total does not equal Total Entered Debits and Total Entered Credits, you cannot post the batch. Select the journal batches you want to post by checking the box next to each batch. The record is highlighted to indicate that it has been selected for posting

7.

8.

9.

10. Choose Post to submit a concurrent request to post the selected journal batches. After the concurrent process completes, review the Posting Execution Report to determine if there were any Errors during posting.

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Canceling a Batch Posting

To cancel a journal batch posting request:

In the concurrent requests window, verify that the concurrent request for the batch has a Status of standby or pending. Click on the cancel button to cancel the concurrent request. The batch status resets to Postable.

Reviewing the Batch Posting Status

1.

Review the batch posting status to determine whether the batch has posted successfully. If a batch is not posted, you can make changes to the batch and its entries. Once a batch is posted, you cannot change any information that affects the balances, such as accounts or debit and credit amounts. You can, however, change the reversal period for entries in the batch.

2.

To review the batch posting status:

1. 2. 3. 4.

Navigate to the Enter Journals window. Query the batch whose status you want to review. Choose Review Batch. General Ledger automatically displays the Posting Status for the journal batch. Batches can remain Unposted for a number of reasons, including control total violations and posting to closed periods. General Ledger may also indicate that the batch is Processing, or has been selected for posting but has not yet run. The batch may not have posted due to an Error, such as an invalid journal entry line.

5.

Journals Auto ReversalWhen a particular category or categories of journals are to be automatically marked for a reversal based on the period rules and the reversal has to be performed automatically, the same could be achieved through this configuration of Auto Reverse Criteria. For each journal category you define in General Ledger, you can select journal reversal criteria to control how and when your journals are reversed. You can also choose to enable auto Reverse and auto Post to automatically generate and post your reversals. DO.070 User Guide General Ledger Page 31 of 118

Navigation Setup>Journals > Auto Reverse1. 2. Select the journal category for which automatic journal reversal has to be set. The selected journal category will appear in this field.

3. Select a reversal method from the pop list. Switch DR/CR: reverses journals by changing the debits and credits of your originating journals. Change sign: reverses journals by changing the sign of your originating journals. 4. 5. Select a reversal period rule. Mark the auto reverse check box for generating automatic reversal journals.

6. 7.

Mark the autopost check box for automatically posting the reversal journals. Save your work.

Whenever a journal is entered with the category that has been configured for such Auto reversal as mentioned above, the journal is automatically marked for reversal with the default period in which the same has to be reversed. The reversal journal would be generated immediately when the next period is opened and the reversal journal entry would also be posted automatically.

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CHAPTER

8Overview

Journal Approval

All journals created manually in GL, will have to be first approved by an appropriate authority before being posted. The appropriate authorities with approval limits have been defined as given in the Setup document. The Employee-Supervisor relationship has also been created to enable automatic forwarding of various documents. In Safexpresss context, all journals created from the following sources have been set to be Postable only after approval by an appropriate authority. Sl No : 1 2 Source Manual (For Journals entered manually online) Spreadsheet (For Journals uploaded through GL Desktop Integrator GLDI)

Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation

DO.070 User Guide General Ledger Page 33 of 118

Journal Creation Process

ProcessTo Approve Journals/Journal Batch After completion of the Entry of Journal Lines, it has to be submitted for Approval. The journal will be automatically forwarded to the approver with appropriate authority for approval purpose. Click on Approve button from the Journal Entry Form. The Journal will be forwarded to Approver for approval, the approval status of the Journal changes to 'In Process'. When a Journal approval is In Process status, no corrections can be performed on the journal unless the journal is rejected by Approver. An approved journal can be corrected prior to posting after unapproving the document.

Approve Journals (By the Approver) All the Journals submitted for approval by the Preparer, will be forwarded to appropriate Approver the System as discussed above. In order to approve the journal, the approver has to perform the following activities Navigate to the Notifications Window (Path: Others>Notifications). Notifications can also be viewed once the user logs in the home page. The web page with Query region would open and find search for all Open Notifications All pending notifications will be listed in the window.

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Select the Journal to be approved Choose 'Respond' button and select appropriate decision (Approved/Rejected). Comments if any could be entered under the Comments region. These comments will be available to the Preparer to view. If you want to Review the Journal before approval, select the 'Enter Journals' button and review the Journal. Approver may ask for additional information by selecting Request Information tab. Pl. Note that Approver cannot modify the journal, which has been submitted for approval. Any modifications can be performed on the journal only by the Preparer and only if the journal is rejected.

On completion of any of the above action (Approval/Rejection) the document status changes to Approved or Rejected after which the same is available for corrections.

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To correct an approved Journal

To correct an Approved Journal, first the Journal has to be Unapproved. The same can be performed by the following action

1. 2. 3.

Navigate to the Journal entry form and query the journal that has to be corrected. Choose 'Unapprove ' button. This action will change the approval status of the Journal to 'Required'.

Now the Journal can be corrected. After correction, the journal has to follow the process of Approval before being posted.

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CHAPTER

9Overview

Journal Through ADI

Applications Desktop Integrator (ADI) is a spreadsheet-based extension to select Oracle Applications modules that offers full cycle accounting and asset management within the comfort and familiarity of a spreadsheet. ADI combines a spreadsheets ease of use with the power of Oracle Applications, to provide true desktop integration during every phase of your accounting cycle. ADI includes the Budget Wizard, Journal Wizard, Report Wizard, and Analysis Wizard to simplify your work with General Ledger. To facilitate chart of account maintenance, use the Account Hierarchy Editor. ADI also includes the Create Assets, Record Physical Inventory, and Import Text File features to simplify your work with Oracle Assets.

Transactions CoveredList of Processes covered BP.080 Process Flow Description Journal Creation

S. No. 1

Number GL .100 Manual Journal Creation Journal Creation Process

DO.070 User Guide General Ledger Page 37 of 118

ProcessUse the Journal Wizard to design and automatically generate spreadsheet-based journal entry worksheets. Enter your journal entries directly in this worksheet, where you can take advantage of the spreadsheets many data entry shortcuts, such as copying and pasting cells, dragging and dropping ranges of cells, or even using formulas to calculate journal line amounts. ADI validates the data you enter against the accounts, security rules, and reference information you defined in General Ledger. Once youve created your journal entries and ADI has validated the data, you can automatically upload your journals to General Ledger. These journals can also be subjected to approval like any other journals after uploading in GL. With the Applications Desktop Integrator (ADI) Journal Wizard, you can create journal entries using Microsoft Excel, and then automatically upload them to Oracle General Ledger. You make your journal entries using journal worksheets that are created automatically by Journal Wizard. With Journal Wizard you can: Customize journal worksheets by adding supplemental journal entry information. Use the powerful spreadsheet features of Excel. For example, you can use formulas to calculate journal amounts. Save a journal worksheet to a file, which can then be transferred to another PC for further changes, even while disconnected from your General Ledger database. ========================================================================== ======= Important Note: It is suggested that the GLDI journals be verified for their appropriateness, correct data capture and quality prior to posting of them. ========================================================================== ======= Creating Journal Worksheets You use Journal Wizard to create customised journal worksheets in Microsoft Excel. From a journal worksheet, you can enter journal entries, then upload and transfer them to General Ledger.

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To create a journal worksheet: 1. 2. 3. 4. 5. Choose General Ledger from the ADI toolbar and select Enter Journals from list of values. Select your journal worksheet options. Choose the Journal Type to select the required journal worksheet. (Optional) Choose the Edit Layout button to customize the journal worksheet. Choose OK. ADI automatically creates your journal worksheet. Note: Unprotect your worksheet to insert additional rows into the journal template. Choose Tools > Protection > Unprotect from the Excel menu. Journal Worksheet Options Use the Create Journal Worksheet window to specify the journal type and number of journals you will enter in your journal worksheet.

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Choose Journal Type There are four types of journals you can enter from the Journal Wizard. When you select one, ADI creates a corresponding journal worksheet in Excel: Functional Actuals: Create actual journal entries in INR (The functional currency for SAFEXPRESS) Number of Journals You can use a Journal Worksheet to enter one Journal Entry or a Journal Batch. You must specify the number of Journal entries option before the Journal Wizard creates a journal worksheet. Single: Use to prepare an individual journal entry. Information common to all lines in your journal entry is reflected in the journal worksheet header. This includes Category, Source, Currency, and Accounting Date. For each line of the actual entry, you enter information such as Account, Debit amount, and Credit amount. Multiple: Use to prepare multiple journal entries. All information pertaining to a journal entry, even that which is common to more than one line, is entered on each line of a multiple journal entry. With multiple journal entries, you can combine journal entries that have different Journal categories on a single journal worksheet. You can then upload these different journal entries at the same time. When Oracle General Ledger imports the entries from the GL Interface table, it separates the lines into appropriate entries and batches. Create Worksheet in New Workbook: Select this option to create your journal worksheet as a new Excel workbook. Current Workbook: Select to create your journal worksheet as a new worksheet within the current Excel workbook. This option is only available when you already have an Excel workbook open. To customise the journal worksheet and modify the columns available for entry of journals, please refer to the ADI User guide.

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To create Functional Actual journal entries: 1. Enter the journal header information as requested on the worksheet. I.e. select Journal Category . Journal source will Spreadsheet (By default, and this cannot be changed). Enter Currency and Accounting Date (i.e. Journal Effective Date). Enter an Account for each journal line by entering the account directly or by choosing from a list of values. (The Segment Values can also be copied from any other excel sheet into this ADI template). Enter a Debit or Credit amount for each journal line. You can use Excel formulas to enter your amounts. Enter Cheque Number in Journal Description Column for (Inter Bank Account Transfers). Enter information for any optional fields that you specified if you customized the journal worksheet. Upload your journals to General Ledger.

2.

3.

4.

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Uploading Journal Entries from ADI to General Ledger After creating journal entries in a journal worksheet, you must upload them to Oracle General Ledger for posting. Uploading is a two-step process. First, you must upload your journal entries to the interface table. Second, you must import the journal entries from the interface table to General Ledger. To upload journal entries from a journal worksheet to the interface table: While viewing your journal worksheet, choose General Ledger from the ADI toolbar and select Upload to Interface from the list of values. Enter your Journal Upload Options. You can select three options to control uploading and importing: Rows to Upload: Controls, which rows in the journal worksheet to upload. Select: Flagged Rows to upload only those rows that are marked with a flag character in the upload column of your worksheet. All Rows to upload all rows in your worksheet, regardless of whether changes have been made. Pre-Validation: You can pre-validate your journal data before you upload it to General Ledger. Pre-validating can minimise the possibility that the General Ledger journal import process will fail because of a validation error. Pre-validating is useful when you expect that the journal import process to be quite lengthy or when you plan to run it unattended, such as overnight. This would be always set to Full as the profile option GLDI: Force Full Validation would be set to YES

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Start Journal Import: Check this box to start the journal import process automatically after the upload completes. When this box is checked, you can select additional options for the journal import process: Create Summary Journals (Check this box unless you are entering a Journal having Descriptive Flexfield information) If this box is checked, General Ledger summarises all transactions that share the same account, period, and currency. If you dont check this box, General Ledger creates a journal line for every row in your journal worksheet. Leave this box unchecked to ensure that lines are created in the same way as entered. This option cannot be selected when you are also importing descriptive Flexfield information. Descriptive Flex - Select Without Validation to facilitate importing of all the Descriptive Flexfield values entered. Select OK to submit Journal Import or cancel to abandon. If you choose to start the journal import process automatically after the upload completes, the system will do the following: Submit your journal import request Submit a watch request to monitor your journal import request Display a window showing: Number of errors in the upload to the interface table Journal Import Request ID A message indicating that a watch request has been submitted for the Journal Import Request ID

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For rows that do not upload successfully, the system provides an explanation in the Messages section of the journal worksheet. If you selected Show Upload Success Indicator from the general options window, the system also displays status indicators in the Messages section for each journal line.

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SECTION

2

Administrative and Maintenance ActivityThis Section will be the Administrative & Maintenance Activity as it will be done in Oracle General Ledger for the following activities in the General Ledger Process cycle.

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Topical EssayThe User Guide is a role-based document that provides specific user procedures to follow based on the users role.

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Chapter

1Overview

Calendar

SAFEXPRESS would be following a financial calendar (Apr to Mar) of Type SFX_MONTH with 16 Periods per year comprising of 12 months and 4 adjustment periods.

The calendar definition would be as per the format mentioned in the GL Setup document. To define additional periods in the calendar, the steps given below need to be followed.

ProcessSetup>Financials>Calendar>Accounting

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1. 2. 3. 4. 5. 6. 7. 8.

Query the calendar SFX_CALENDAR Enter the first 3 letters period name in Initcaps. Select SFX_MONTH as the calendar type. Enter the Financial year. Enter the Quarter to which the period belongs. Enter the period number for the financial year. Enter the From and To date for the period. Mark this check box for the adjusting period.

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Chapter

2Overview

COA Maintenance

The Chart of Accounts structure (known as Accounting Key Flexfield) for SAFEXPRESS consists of Seven segments. All accounting distributions would have to capture values for all the segments. The set-up related to Chart of Accounts has been included as part of the Set-up document. However, new values may require to be added to the existing value sets and other activities may have to be performed against the values in Chart of Accounts. The procedure for the same is discussed in detail subsequently. Following are the possible activities that could be performed related to Chart of Accounts a. b. Creation/modification of Segment Values Other Setups related to Chart of Accounts

Creation & Modification of Segment Values 1. Natural AccountSetup>Financials>Flexfields>Key>Values

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Enter the Structure name as SFX_ACCOUNTING_FLEXFIELD and enter the Segment name.

Click on the button.

1. 2. 3.

Enter the value code and Description. If the values are to be used for a specific duration, then enter the from and to dates. Mark the parent check box in case of parents Page 50 of 118

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Important Note:Allow posting Yes for child and No for parents Allow Budgeting Yes for child values and No for parents 4. For Account segment, enter the type of account as Expense, Revenue, Asset, Liability, and Owners Equity. 5. Define child ranges for the Parent Values by clicking on Define Child Ranges button.

2. Branch Segment ValuesSetup>Financials>Flexfields>Key>ValuesEnter the Structure name as SFX_ACCOUNTING_FLEXFIELD and enter the Segment name.

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Note: - Do not forget to enter Additional Information for Branch Segment Values. This is very important from AP and AR Interface perspective.

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Very Imp: - Whenever a new Branch Segment value is added, AR Team needs to be informed so that they can create that they will create Branch as a Customer, Receipt Class for that branch, Salesperson etc

Similarly, add/modify other segment values.

Note: - When new segment values are added, wherever necessary, appropriate changes needs to be made to FSG (Financial Statement Generator) Reports.

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Chapter

3Overview

Define Set of Books

Set of Books is the identity which holds all valid Financial Transactions for an Organization in Oracle Financials. In Safexpresss context the Set of Books definition has already been completed as part of initial configuration. However, for any reason if additional set of book has to be defined (say for Rolling out to other countries subject to the design); the steps to be followed are given below

Setup>Financials>Books>Define

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1. 2. 3. 4. 5. 6. 7. 8.

Enter the name of the Set of Book. Enter the short name Enter the description Enter the Chart of Account structure Enter the Calendar Name The Period Type Select the Future Period Enter the Retained Earnings Account & Translation Adjustment Account.

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Chapter

4LimitsOverview

Journal Approval

Journal Approval is enabled by checking the checkbox Journal Approval in Set of Books Definition. To disable the journal Approval, Journal Approval checkbox should be unchecked.

Setup>Financials>Books>Define. Press F11 and then Ctrl+F11

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Move the cursor to Journalling TAB Page

Uncheck the Journal Approval checkbox if Journal Approval needs to be disabled.

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Assigning Journal Approval Limits:-

Setup>Employees>Limits. Press F11 and then Ctrl+F11.

If Employee Approval limit needs to be assigned to any new employee, then, employee name needs to be selected and appropriate Authorization Limit needs to be entered here.

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Chapter

5Overview

Document Sequencing

Document Sequencing is enabled for General Ledger, Cash Management, Accounts Receivable and Accounts Payable Module. At the end of the Year, new sequences need to be defined and assigned to the corresponding Categories.

Setup>Financials>Sequences DefinePress F11 and then Control +F11 to query the existing Document Sequences. All the sequences defined here, needs to be redefined for every new financial year exactly in the same manner in which they are existing now. Note: - The Document Sequences DATA CON INV - 01OCT07, DATA CON PMT 01OCT07 and DATA CONVERSIONOCT07 need not be defined for every financial year. These are created for transactions relating to opening balances.

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After defining the sequences, they need to be assigned to different Categories.

Setup>Financials>Sequences AssignPress F11 and then Control +F11 to query the existing Document Sequences assignments. Assign the document sequences to appropriate Categories for every new financial year exactly in the same manner in which they are existing now.

Note: - The Document Sequences DATA CON INV - 01OCT07, DATA CON PMT 01OCT07 and DATA CONVERSIONOCT07 need not be defined for every financial year and hence these need not be assigned to any Categories.

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Chapter

6Overview

Security Rules

Security Rules govern the access to certain segment values to certain responsibilities. Security Rules would prevent the responsibilities to which they were assigned from using the controlled segment values in both transaction entry and inquiry where the segment value is the driver for the query. Some of the Standard Reports and also all the FSG Reports would include any restrictions placed by the Security Rules. While defining these security rules, care should be taken to ensure that a Global include (All values) should be first declared and then specific exclusions are declared. A meaningful message should be provided to ensure that the user get an appropriate message. Post definition, the security rule has to be assigned to all the relevant responsibilities.

Defines Security RulesSetup>Financials>Flexfields>Key>Security>Define

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1. 2. 3. 4. 5.

6.

Query with Structure SFX_ACCOUNTING_FLEXFIELD. In the Security Rule region, enter a name for your security rule Enter the description for the security rule Enter a message for this security rule. This message appears automatically whenever a user enters a segment value that violates your security rule. In the Security Rule Elements block, select the type of security rule element. Valid types are: Include: The accounts in the range could be accessed by the user Exclude: The accounts in the range can not be accessed by the User. Enter the low (From) and high (To) ends of this value range. Your value does not have to be a valid segment value.

Assign Security RulesSetup>Financials>Flexfields>Key>Security>Assign

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1. 2. 3.

In the Security Rules block, enter the application and responsibility name that uniquely identifies the responsibility to which you want to assign security rules. Select the Security Rule names defined for this responsibility. Save the work.

IMP: The security rules apply to the responsibilities to which they are assigned. So unless it is assigned to the respective responsibilities the rules will not work.

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Chapter

7Overview

Cross Validation Rules

Cross Validation Rules are defined to prevent creation of invalid combinations and are defined for every chart of accounts structure. As in Security Rules, these cross validation rules should be defined first with a global inclusion and then specific exclusions. To keep the rules simple, it is suggested that these rules be defined only across two or maximum 3 segments of the accounting structure in a single rule. This would also help in any future modification requirement and also for any verification process for error correction.

ProcessSetup>Financials>Flexfields>Key>Rules

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1. 2. 3.

4.

5. 6. 7.

8.

Query the structure as SFX_ACCOUNTING_FLEXFIELD. Enter a unique name and description for your cross-validation rule. Enter your error message text for this cross-validation rule. Your Flexfield automatically displays this error message on the message line whenever a new combination of segment values violates your cross-validation rule. You should make your error messages as specific as possible so that your users can correct any errors easily. Enter the name of the segment most likely to have caused this cross-validation rule to fail. Your Flexfield leaves the cursor in this segment whenever a new segment combination violates this cross-validation rule to indicate where your user can probably correct the error. If you do not specify an error segment name, your Flexfield leaves the cursor in the first segment of the Flexfield window following a violation of this rule. If you want to have the rule effective for a limited time, you can enter a start date and/or an end date for the rule. The rule is valid for the time including the From and To dates. Select Include/Exclude. In the Cross Validations Rule Elements block, select the Cross Validation rule element. Valid types are: Include: The accounts in the range could be accessed by the user. Exclude: The accounts in the range can not be accessed by the User. Select the From and To Account Range.

Note: - After creating Cross Validation Rules/after making changes to the existing cross validation rules, the Flexfield structure should be compiled. Navigate:- Setup Financials Flexfields Key Segments

Press F11, and then enter General Ledger in ApplciationField, then press Ctrl+F11, put your cursor in the structure SFX_ACCOUTING_FLEXFIELD. DO.070 User Guide General Ledger Page 66 of 118

Uncheck the check box Freeze Flex filed Definition and then again Check this checkbox and then press the Compile button.

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Chapter

8Overview

Journal Categories

Apart from the Seeded Journal categories as provided by Oracle Applications, additional categories can be added to distinguish different Journal Entries. Additional Journal Categories can be defined as may be required by following the steps given below.

ProcessSetup>Journal>Categories

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1. 2.

Enter the name of the new category. Enter the description.

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Chapter

9Overview

Account Alias

Shorthand Account Aliases can be created to facilitate easy transaction entry.

ProcessSetup>Financials>Flex fields>Key>Aliases

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1. 2. 3. 4. 5.

Query the structure SFX_ACCOUNTING_FLEXFIELD Enter the Max Alias Size and prompt. Enter the alias name. Enter the account code combination to which it applies. Enter the Alias description

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SECTION

3

Generic ActivityThis Section will be covering the Generic Activities as it will be done in Oracle General Ledger for the following activities in Oracle General Ledger Cycle.

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Topical EssayThe User Guide is a role-based document that provides specific user procedures to follow based on the users role.

Procedures

ScopeThis procedure covers the following functional areas:

Submitting Standard Reports Reviewing Detail Account Balances Viewing Journal T Accounts

ResponsibilityGeneral Ledger User, General Ledger Superuser and General Ledger Inquiry User are allowed to Submit Standard Reports Review Detail Account Balances View Journal T Accounts

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CHAPTER

1Overview

Submit Standard Reports

Standard Request Submission gives you control over how you run the requests and request sets. This section describes how you customize and submit a request using the Submit Requests window. You can submit as many requests as you like from the Submit Requests window. You can even submit a request more than once if you want to run the same request with different parameter values. Attention: Some applications provide access to the Submit Requests window from multiple menu choices. However, the list of requests that you can run and the name of the window itself may vary depending on the navigation path you use to access the window.

Process

Navigation - Reports > Request >Standard

This path will take you to the Submit Requests window. Use this window to run a request or request set.

To submit a request: 1. 2. 3. Navigate to the Submit Requests window Choose Request from the Type field to run a report or program. Select the Name of the request (report or program) you want to run from the list of available requests.

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Parameters Window A Parameters window automatically appears if you select a request that requires parameter values. The prompts in the Parameters window are specific to the request you select.

Some requests require you to enter parameter values so that you can specify the scope of information you want in the request output. Some requests don't have parameters at all. Some parameter fields also have a list of values available to ensure you choose a valid parameter value while other parameters are optional and require no value. Choose List of Values from the Edit menu to display a list of valid values for a parameter. Note: Default values may be predefined for one or more of the parameters associated with the request. The default values are automatically applied to these parameters when the parameters window is opened. However; if you do not open the parameters window, default values will only be applied to required parameters. Once you enter the values in the required parameter fields and choose OK, the Parameters window closes, and the parameter values are concatenated and displayed in the Parameters field. Print Options Region Specify the Printer and print Style you wish to use, the number of copies you wish to print, and whether you want to save the output. DO.070 User Guide General Ledger Page 75 of 118

Schedule Options Region 1. 2. Use the Schedule Options region to define when you want the request to run. Choose a Run the job value. You can choose once to specify resubmission at a specific time, Periodically: to specify resubmission at a specific interval of time, or to submit the request on specific days. When you choose once a special time field appears that lets you specify the time of day you want to resubmit the request. The field accepts values based on a 24 hour clock using the format HH:MI:SS.

3.

When you are done with the Schedule Options region, choose Submit to submit the request. Once you submit the request, the Submit Requests block clears and a summary and a request ID assigned to the submitted request appears as a record in the Submission History block. Oracle Applications assigns a request ID to each request submission so that you can identify the results of the request when it is complete. You can use the request ID to query for the request output in the Concurrent Requests window. Oracle Applications also assigns a new request ID number to each resubmission of a request and displays the request ID in the log file of the previous request. If you wish to submit the same request again , then simply click on Copy button and select the previously selected Concurrent request. All the requests that you submit for the current session appear in the Submission History block.

4.

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CHAPTER

2Overview

Viewing Details Account

Balances

From General Ledger, it is possible to drill down to sub ledger details from the Account Inquiry, Enter Journals, or Journal Entry Inquiry windows for journals that have specific journal sources assigned to them. For example, if a journal source is Payables, one can drill down to the transaction details in Oracle Payables.

Procedure Navigation- Journals >Enter1. Query the Journals source, where Oracle sub-ledger has been implemented and transactions are transferred and imported to GL. In the journals window, place cursor on the Journal Line where you want to drill down. From the menu on top, click on Tools and Drill down or select Line Drilldown button.

2. 3.

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4.

Find the summary details of the transactions.

5.

From this window, click on further drill down options provided in the summary screen, e.g., if the journal line is Accounts Payable related, then drill down can be performed to the

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invoice details in AP or payment details in AP. If the journal line is Accounts Receivable related, then drill down can be performed to the transaction (customer invoice) or receipt as the case may be. The drill down windows open in view only option, so the user can only view the transactions, but not make any changes. 6. The feature provides ease of operation, in viewing sub-ledger details from one single screen.

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CHAPTER

3Overview Procedure

Viewing Journal T-Accounts

T Accounts window is used to view General Ledger journals or sub ledger accounting entries in a graphical T-account format, displayed in the T Accounts window. The system displays information such as the account, the activity detail, the net activity for the entry, and the account balance.

Navigation- Journals > Enter1. Query the Journals source, where Oracle sub-ledger has been implemented and transactions are transferred and imported to GL. In the journals window and from the menu on top, click on Tools and T-Accounts. Choose the default window options from the list, as options, T-Accounts or Activity Summary.

2. 3.

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4. 5.

Choose the organize by option as Account or Segment. Choose the details you would like to view in the show in T-Accounts. The options available are Account Description, Balances, Entered Amounts and Activity. Click on T-Accounts to view the details.

6.

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Click on Options button to return to the options window Click on Activity Summary button to go to the Activity Summary window and view details.

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SECTION

4

Period End ActivityThis Section will be covering the Period End Activities as it will be done in Oracle General Ledger for the following activities in the General Ledger Cycle.

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Topical EssayThe User Guide is a role-based document that provides specific user procedures to follow based on the users role.

Procedures

ScopeThis procedure covers the following functional areas:

Financial Statement Generators Close Accounting Cycle Standard Reports

ResponsibilityGeneral Ledger User, General Ledger Super User are allowed to Run Financial Statement Generators Run Standard Reports

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CHAPTER

1Overview

Financial Statement

Generator

Financial Statement Generator is the embedded tool provided within the General Ledger module of Oracle Applications, which can be used for creating Financial Reports e.g. Balance Sheet, P & L, Comparison of Actual Balance against the Budgeted balance etc. Only that information which is stored in the Accounting Flexfield can be captured by the FSG engine.

Row Set Column Set Content Set Report Report Set

Row Set and Column set definitions are mandatory while using the FSG and the rest of the components/objects are optional.

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Transactions CoveredList of Processes covered BP.080 Process Flow Description FSG Report Generation

S. No. 1

Number GL.170 FSG Report Generation

Process Row Set Navigation : Reports>Define > RowsetA Row Set defines the format and content of the rows in an FSG report. In FSG, the commonly assumed attribute for a row definition is an account assignment. To define a row set

1. 2. 3. 4. 5. 6.

Navigate to the Row Set window Enter a Name, Description, and Report Title for the row set. The Report Title is what FSG will print at the top of any report that uses the row set. Choose Define Rows. Enter a Line number for each row of the row set. The line number controls the order in which rows appear in a report. You also use the line number when creating a row calculation. Enter a Line Item description for each row. This appears as the row label on any report you run using this row set. To have the row generate account balances on the report, choose Account Assignments to assign accounts to the row.

Note: A row definition can have account assignments or calculations, but not both.

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To assign account ranges to a Row

8. Define additional rows for the row set. (Follow steps 4 through 7) 9. Save the work.

When you define a row set, you can DO.070 User Guide General Ledger Page 87 of 118

1.

Assign accounts to indicate which general ledger account balances you want to include in the row. You can assign an individual account or range of accounts to each row. In the account assignment, the FSG will calculate balance of all the Account values between the ranges. Instead of giving the range, its a good practice to include the Parent value in the range as it will include all the child values assigned to the same. Assign accounts to a row or column to print monetary or statistical account balances. You assign accounts by entering one or more account ranges. Typically you assign accounts to rows. However, if you enter accounts for both rows and columns, FSG only reports on intersecting accounts.

2. 3.

Note: If you assign accounts to a row or column, you cannot define a calculation for that same row or column. You can do one or the other, but not both.

To assign accounts to a row or column:

1. 2.

From the Rows or Columns window, choose Account Assignments. Select a mathematical Sign ( + or - ) to tell FSG whether to cumulatively add or subtract the balances for each account in the specified account range. To use this feature, each segment in the range must be defined with a display type of T (Total). See step 4 below. Enter a range of accounts by specifying the Low and High accounts in the range. Additional Information To specify just one account rather than a range, enter the same account as the Low and High. If you leave a segment blank, FSG will process all values for that segment. Page 88 of 118

3. 4. 5.

DO.070 User Guide General Ledger

6.

Enter a Display type for each account segment. You can assign one of three display types to the account segments in an account assignment. You can override these display types with a content set.

E: (Expand) Expand the range and display all segment values, creating multiple rows from a single row definition. If you enter a parent segment value for the range, FSG displays all child values for that parent. Do not select summary reporting to display all the child values in the report. Note: Use the profile option FSG: Expand Parent Value to control the expansion of parent values when requesting summary balances. The above option would work only if this profile option is enabled. T: (Total) Total the range and display only a total balance for the segment values, limiting the number of rows that appear on the report. If you enter a parent segment value for the range, FSG totals all of the child values for that parent. Note: If you assign accounts to a column, you must use a display type of T (Total) for each segment. You must also specify a display type of T for each segment if you assign multiple account ranges to a row and you want to total them. If you enter multiple account ranges for a row containing different display types, FSG displays only the values for ranges with type E (Expand) and B (Both), with no total. B: (Both) Expand and total the range and display all segment values and a total balance for the segment values. This option lets you display both detail rows and total rows. If you enter a parent segment value for the range, FSG totals all of the child values for that parent. Do not select summary reporting to display all the child values in the report.

Note: You must use a display type of T (Total) for each segment if you assign: Accounts to a column. Multiple account ranges to a row and you want to total them. See Display Types. Check the Summary checkbox if you want to report only summary balances for the accounts in the specified range Note: The profile option, FSG: Expand Parent Value, controls the expansion of parent values when requesting summary balances. 7. Select an Activity type (Dr, Cr or Net) to specify the types of balances to use for the accounts in each account range. For example, enter Dr or Cr if you want to define a cash flow report or a statement of changes in financial position. For these types of reports, you may need separate rows or columns for debit and credit amounts. 8. For each account range being assigned, enter a Set of Books from which FSG will derive account balances. If you do not enter a value, FSG will use the current set of books (Optional). You can enter a different set of books for each account assignment if the sets of books share the same chart of accounts and calendar as the current set of books. When using different sets of books you should use Net as the Activity type.

Save the work.

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Column Set Navigation: Reports >Define > ColumnsetA column set defines the format and content of the columns in an FSG report. In FSG, the commonly assumed attribute for a column definition is a time period (amount type), whereas the attribute for a row definition is an account assignment. Therefore, typical column sets include headings and subheadings, amount types, format masks, currency assignments, and calculation columns for totals.

To define a column set:

1. 2. 3.

Navigate to the Column Set window Enter a Name and Description for the column set. Enter an Override Segment (Optional)

Choose Define Columns.

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4.

Enter the starting Position for each column. This is the number of characters from the left edge of the page that marks where each column starts. Consider the following factors when determining the starting positions of the columns:

- Total report width - FSG prints reports in landscape mode, with up to 132, 180, or 255 characters per line, depending on the printers you have installed. Optionally, you can print reports in portrait mode (80 characters) by first setting the profile option FSG:Allow Portrait Print Style to Yes. Note: Columns with positions that exceed the total report width will not appear on the report. - Number of columns in the column set. - Width of each column determined by the format mask and expected size of numbers to be displayed in the column. - Starting position and width of previous columns. - Currency profile options determine whether you are using thousands separators, as well as positive and negative number formats. If these options are enabled, you must provide enough space in the column width. - Margins. - Overall appearance - balance and uniformity of spacing.

Create the column headings. You define the column headings for a report within the related column set. You can create custom column headings or modify default headings to meet the specific reporting needs. The column headings can be static, or you can use relative headings to create dynamic column headings whose content changes depending on the period you specify when you run the report. DO.070 User Guide General Ledger Page 91 of 118

To create column headings: - Navigate to the Column Set window. - Query a column set Name. - Choose Create Heading. Choose Create Default Heading to modify the default column headings. FSG builds default headings based on the amount type and period offset defined for the columns. If no amount types or period offsets are defined, the default heading displays the runtime period. Enter or change the heading for each column, using the displayed ruler as a guide. If desired, you can enter relative headings to create dynamic column headings. Note: The ruler appears above the heading, displaying X's for allocated character positions and spaces, 9's for number positions, and periods for the required minimum one space between each column. These settings are determined automatically from the starting positions and format masks of the column definitions. - Choose Apply to save the heading and continue working in this window. - Choose OK to save the work and close the column headings window. - Save the work. Note: A FSG definition is incomplete without defining the Amount Type or the Offset value. These two options decide which balance type pertaining to which period, to be included in the report. These two options can be defined either at Row level or at the Column level. It is recommended to define it at the Column level. The following write up lists the various types of Amount Type provided by the system. These Amount types neither can be customized nor new ones can be defined.

Amount Type Defines the types of values to include in a row or column. General Ledger provides numerous amount types, such as actual, end-of-day, average-to-date, budget, or encumbrance; or calculated amounts, such as variances, for single or multiple periods. The amount type is typically assigned to column definitions. Notes: If you assign an amount type to a row or column, you must also assign an offset. If you enter a budget, encumbrance, or variance amount type, you should enter a Control Value to assign budgets and encumbrance types to the report definition.

Offset: Enter the relative Offset if you want to report on a period or effective date before or after the runtime period or effective date. If the specified Amount Type refers to a period, such as PTD-Actual, then the Offset will be in number of periods. However, if the specified Amount Type refers to days, such as PATD, then the Offset will be in number of days. FSG determines the amounts to display based on the offset and the period or effective date you enter at runtime. For example, enter 0 (zero) to display amounts for the runtime effective date or enter -1 to display amounts one day before the runtime effective date. DO.070 User Guide General Ledger Page 92 of 118

Note: You must specify offsets at the same level (row or column) at which you specified amount types and control value numbers.

Content Set Navigation: Reports>Define>Content setBy assigning a content set to a report request, you can generate hundreds of similar reports in a single run. The content set controls how the numerous reports differ from each other Content sets are similar to row sets and actually work their magic by overriding the row set definition of an existing report. The subtle report variations discussed in the previous paragraph are achieved by the content set altering the row set account assignments and/or display options. Note: A content set can be saved as part of a report definition, or can be added dynamically at the time you request an FSG report.

To define a content set:

Navigate to the Content Set window Enter the content set Name and Description. Choose a processing Type for multiple reports: - Parallel FSG processes multiple reports at the same time. - Sequential FSG processes multiple reports in sequential order. Enter a Sequence number for each account range. Enter the Account Range Low and High if you want to override the segment value ranges specified in the row set. If you enter a parent segment value for the flexfield low and high, FSG displays all child values for that parent. Note: Use the profile option FSG: Expand Parent Value to control the expansion of parent values when requesting summary balances If you enter multiple account ranges, FSG produces a separate report for each range. The ranges may overlap. Enter a content set Display type if you want to override the row set display type. Choose Yes from the Summary poplist if you want to report only Summary account balances in the range. The parent segment values in the range must belong to a roll up group and the roll up group must be used in a summary template. Choose No if you want to report only detail account balances in the range. If you leave this field blank, the content set will inherit the summary account reporting option from the row set or column set. If you set the option at both the row and column set level, FSG will resolve any conflicts as noted in the Row and Column Overrides table. Save the work.

Reports

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Navigation: Reports>Financial>ReportA report is defined by specifying the report objects FSG should use to build the report. The simplest reports are defined by a row set and a standard column set. Optionally, you can specify the own custom column set. Also, you can add a content set, row order, and/or display set to enhance the report or refine the information in the report. You can also specify the budget, encumbrance types, and currencies to include on a report. Once you define and save a report, you can use it any time, to run the report, define a report set, or copy and save it as a new report. Note: You can also define ad hoc financial reports, as necessary, to meet one-time reporting needs. You create ad hoc reports from the Run Financial Reports window. Prerequisites - Define a row set. - Optionally, define column sets, row orders, content sets, and display sets.

To define a financial report:

1. Navigate to the Define Financial Report window. 2. Enter a Name and Description for the report. 3. Enter the Row Set and Column Set to use for the report.

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4. Enter the Content Set, Row Order, and/or Display Set to use for the report (optional) 5. Enter Segment Override values for the account segments you want to override. When you enter a segment override value, FSG produces a report for the specific value you specify (Optional). For example, assume you have a report definition, which produces a combined expenses report by locations. If you modify the report definition to add a segment override for location 11, then FSG will print an expenses for location 11 only. Note: If a segment you override is subsequently disabled, the Segment Override definition becomes invalid and you must redefine the report. 6. Enter a default Currency for the report. FSG uses this currency only for those rows and columns to which you did not assign a currency when you defined row and column sets (Optional) 7. Select a Rounding Option to use for calculations in the report (Optional) 8. (Optional) Select a Level of Detail for the report. There are three options, which correspond to the levels of detail you can assign to rows and columns. If you specify a level of detail for the report, FSG will only print those rows and columns with matching levels of detail. 9. Enter an output option for the report: Text: Produces a report without tab-delimited columns. If you download the report to a spreadsheet, you must manually parse the report columns. The default is Text Spreadsheet: Produces a report whose columns are delimited by tabs, making it easier to import the report into a spreadsheet. Note: If you plan to download this report in ADI or Spreadsheet, then ideally the output option should be Spreadsheet. 10. If the row or column set has control values assigned, you can assign budgets, encumbrance types, and currencies to those values. DO.070 User Guide General Ledger Page 95 of 118

11. Save the work. 12.Choose Run Report.

Report Set Navigation: Reports>Financials>Report setReport Sets: Use financial report sets to group FSG reports that you run together frequently. Youcan only assign predefined reports to a report set. You can copy a financial report set, if you have already defined, then modify the new report set as needed. Note: If the Run Financial Statement Generator program is assigned to the responsibility, you can also combine predefined FSG reports with standard reports, listings, and programs in request sets.

To define a report set: Navigate to the Financial Report Set window. Enter the Name and Description of the report set. Enter a Sequence number for each report you assign to the report set to control the sequence in which reports are submitted at runtime. Enter the Name of each report you want to include in the report set. Save the work.

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Reports>Financial1. 2. 3. 4. 5. Navigate to the Run Financial Reports window. Choose Single Report, a report Set from the quick pick. Enter the Report Set name. Each report in the report set appears in the main reports region. Optionally, change the default Report Parameters, Period, effective Date, and Currency, then choose Apply. These defaults will appear for each report listing. Select which reports you want to run by:

- Checking the checkbox to the left of each report's listing. - Checking the Select All Reports checkbox to run all the reports. Additional Information To deselect individual reports, uncheck the checkbox to the left of the report listing. Enter the report parameters you need for this run of the report set. Choose Submit.

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1. Navigate to the Run Financial Reports window. 2. Choose Multiple Report Sets. 3. Enter the Report Set names. Enter the report parameters you need for the report sets viz. The period for which you want to run this Report/Report set. Choose Submit.

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CHAPTER

2Overview

Close Accounting Cycle

Period Closing - General LedgerThe status of a Accounting Period (General Ledger Period) controls the processing of various transactions in the books of accounts. The accounting Periods can have one of the following statuses. Open Journal entry and posting is allowed an a period with Open status. Closed Journal entry and posting activities are not allowed. However, a closed period can be reopened to process any further transactions. Reporting and inquiry allowed. Permanently Closed Journal entry and posting activities are not allowed. A Permanently Closed period can not be re-opened. Reporting and inquiry allowed. A period should be permanently closed only after the Final Statutory audit for the financial year is completed. Never Opened DO.070 User Guide General Ledger Page 99 of 118

Journal entry and posting are not allowed. General Ledger assigns this status to any period proceeding the first period ever opened in the calendar, or to any period that has been defined, but is not yet future-enterable. This period status cannot be changed manually. Future-Entry In a Future Entry period, Journal entry is allowed, but posting is not allowed. This period is not yet open, but falls within the range of future-enterable periods designated in the Set of Books window. This period status can not be changed manually without using the concurrent process to open the period.

Transactions CoveredList of Processes covered BP.080 Process Flow Description Period Close/Year End Close Process

S. No. 1

Number GL.160 Period Close/Year End Close Process

Process Navigation - Setup > Open/CloseTo open a new accounting period

1.

Navigate to the Open and Close Periods window. General Ledger displays the Latest Open accounting period. Note that while a period may be the m