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Tuesday, May 29

Oracle Applications General Ledger Navigations

Defining Set of Books

1.         Description:                 Define Value Sets                                          
Navigation:                 Setup/Financials/Flex fields/Validation/Sets

Create three Values Sets:        1. Tata Group Company Value Set
            2. Tata Group Department Value Set
            3. Tata Group Accounts Value Set

2.         Description:                 Define key Flex field Segments                    
Navigation:                 Setup/Financials/Flex fields/Key/Segments

Use Key:                     Ctrl + F11
Give Structure Name: Tata Group Structure
            Click on Segments:     Segment Button in the bottom                                  

S.No    Name              Window Prompt                   Column                     Value Set Name

1          Company         Company                  Segment1                    Tata Group Company Value Set
2          Department     Department              Segment2         Tata Group Department Value Set
3          Accounts         Accounts                  Segment3                    Tata Group Accounts Value Set

Give the Flexfield Qualifier as specified below: -

1. Company –> Balancing Segment
2. Department –> Cost Center Segment
3. Account –> Natural Account Segment

3.         Description:                 Define key Flex field Segments Values        
Navigation:                 Setup/Financials/Flex fields/Key/Values

Application:                Oracle General Ledger
Title:                            Accounting Flexfield
Structure:                    Tata Group Structure
Segment:                     Company / Department / Accounts (In Order)

Company                   
                                   
C01- Tata Steels                     
C02- Tata Telco                     
C03- Tata Tele                       
C04- Tata Textiles                  
C05- Tata Exports                  

Department

D01-Finance Dept
D02-Purchase Dept
D03-Sales Dept
D04-Production Dept
D05-Marketing Dept

Accounts

E01- Rent
E02- Salary
E03- Purchase
E04- Stationary
E05- Repairs

R01- Sales
R02- Sales of Scrap
R03- Interest Received
R04- Discount Received
R05- Commission Received

A01- Land & Building
A02- Plant & Machinery
A03- Cash
A04- Furniture
A05- Debtors

L01- Bank Loan
L02- Creditors
L03- Bills Payables
O01-Capital

4.         Description:                 Define or Enable Currency                
Navigation:                 Setup/Financials/Currencies/Define

Enable the Currency that you want use for Set of Books, if already Enable ignore it.  

5.         Description:                 Define Period Type                                        
Navigation:                 Setup/Financials/Calendar/Type

Type – Calendar year / Fiscal Year     Period – 12 Period / 4 Quarters / 52 Weeks / 1 Year

Calendar Year – Your Normal/Regular Calendar, which starts and end -01-Jan-XX to 31-Dec-XX

Fiscal Year - Other then the Normal/Regular Calendar, which starts in one year and end in different year

6.         Description:                 Define Accounting Calendars                       
Navigation:                 Setup/Financials/Calendar/Accounting

7.         Description:                 Define Transaction Calendar (Optional)                    
Navigation:                 Setup/Financials/Calendar/Transactions

Take Defaults, and then save it, Automatically Transaction Calendar will build for you.

8.         Description:                 Define Set of Books                                      
Navigation:                 Setup/Financials/Books/Define

* Give all the three C, C, C for your Set of Books (Chart of Accounts, Currency, Calendar)
* Give the name for Set Books & Set of Books short name
* Give your currency, your calendar
* Give all the Mandatory accounts which ever is required

  1. Retained Earnings / Fund Balance – Ownership Equity/Fund Balance
  2. Translation Adjustment – A / L / E
3.   Suspense Account – A / L
4.   Rounding Difference – E / R
5.   Net Earning – E / R
6.   Reserves for Encumbrance – Ownership Equity/Fund Balance

Note: Without Retained Earnings / Fund Balance you can not available to create Set of Books where as other 5 are optionally mandatory.

9.         Description:                 Attach Set of Books to Profile option                       
Navigation:                 Others/Profile

Press F11 and Type GL%
Press Ctrl+F11 key
Assign user define Set of Books at USER VALUE
Ctrl + S (Save the information)
Sign on Again or Switch Responsibility

10.       Description:                 Open Accounting Calendar
            Navigation:                 Setup / Open/Close

11.       Description:                 Enter Journal
            Navigation                  Journal / Enter

12.       Description:                 Post Journal
            Navigation:                 Journal / Post

13.       Description:                 Review Journal                                  
Navigation:                 Journal/Enter

* Give the Batch name to review the Batch and say FIND
* Give the Journal name to review the Journal and say FIND
* Give the Period to review the Journal for Particular Period and say FIND

14.       Trial Balance:

            Description:                 Submit Request
Navigation:                 Other/Report/Run

Prerequisites:
There should be Journals, if not Enter Journal            Journal/Enter

Post the Journal, if not Posted                                    Journal/Post

Run Request / Report                                     Trail Balance – Detail

* Take Single Report and say OK
* Request Name – Ctrl + L  - Trail Balance – Detail
* Page break Segment – Company / Department and give company range Low and High
* Currency – Your Set of Books Currency (INR)
* Period – Give the Period in which you’re Journal are there
* Amount Type - PTD – Period to Date and Submit.
* Go to View – Request from the Tool bar and find request completed Normal or Not and then View Output

Recurring Journal:

1.         Description:                             Define Recurring Journal Formula                                         
Navigation:                             Journal/Define/Recurring

2.         Description:                             Generation Recurring Journal                                    
Navigation:                             Journal/Generate/Recurring

Note: If Recurring program runs successfully it will create one Un posted Journal,
To Review Recurring Journal created by Recurring Program

3.         Description:                             Review Journal
Navigation:                             Journal / Enter

Auto posting Journal:

Prerequisites

There should be some Journal and Journals should be Status of Un posted

1.         Description:                             Define Auto Post Criteria
Navigation:                             Setup/Journal/Auto Post

2.         Description:                             Submit Request
Navigation:                             Other/Report/Run
Request Name:                        Program Automatic posting

Cross Validation Rules:

Go to define value set window                      Setup/Financials/Flexfield/validation/sets

Note: Make Security Type as ‘Hierarchical’ Security

Go to structure definition window     Setup/Financials/Flexfield/Key/Segments

Note: Unfreeze your structure then take your Account Segment, and use Open button and enable security option, then freeze & compile your structure.

Define Security Rules                         Setup/Financials/Flexfield/Key/Security/Define

Enter Journal Entries to check whether cross validation working perfectly or not

                                                            Journal/Enter
Security Rules

Go to structure & Segment window   Setup/Financials/Flexfield/Key/Segments

Note: Unfreeze your structure, and enable cross validation segment option and freeze your structure then compile your structure.

Define Cross validation Rules                        Setup/Financial/Flexfield/Key/Rules

Enter Journal Entries to check whether cross validation working perfectly or not
                                                            Journal/Enter

Consolidation:


1.         Description:                             Define Parent Set of Books               
Navigation:                             Setup/Financials/Books/Define

2.         Description:                             Define subsidiary Set of Books                     
Navigation:                             Setup/Financials/Books/Define


Note: Create above two Sob’s with different names, one is parent SOB and second one is subsidiary SOB, but the Chart of Account, Currency, Calendar of both SOB are same, and the assume is that C01 as Parent Company and where as C02 is Subsidiary Company

3.         Description:                             Enter Journal being in Subsidiary SOB         
Navigation:                             Journal/Enter (Take Company C02)

Note: Define Consolidation Mapping, Transfer Data being in Subsidiary or parent SOB

4.         Description:                             Define Consolidation Mapping                     
Navigation:                             Consolidation/Define/Mapping

* Give some mapping name, Give subsidiary sob, parent sob and also currency.
* Method - Take Transactions for Actual and Balances for Budgets
* Click at Segment Rules
* For Company Give - Use Rollup Rules From
* For Department Give           - Copy Value  
* For Accounts Give   - Copy Value

5.         Description:                             Transfer Consolidation Data              
Navigation:                             Consolidation/Transfer/Data

Give the Mapping name that you created early
Give Parent SOB, Give Subsidiary SOB
Go to File -> Sign on Again and logon into Parent SOB
If at all consolidation program runs successfully it will create un posted journal

6.          Description:                            To Review Journal                                         
Navigation:                             Journal/Enter

You can see Un posted Journal, which is transferred for Subsidiary SOB

FSG (Financial Statement Generator)

1.         Description:                             Define Row Set                                                         
Navigation:                             Report/Define/Row Set

Give row name and click at Define Rows
Line: 1 Line item: Revenue (Take Account Assignments) save it then Down Arrow
Line: 2 Line item: Expense (Take Account Assignments) save it then Down Arrow
Line: 3 Line item: Profit & loss A/c (Take Calculations) save it.
Fill the information for Advanced Options, Balance Control, Display Options etc
Note: Some options are optional

2.         Description:                             Define Column Set                
Navigation:                             Report/Define/Column Set

Give the Column Set Name and then click on Define Columns
Give position 60, sequence 1, Format Mask 99999,Factor xxx, Amt Type PTD Currency –INR,
Come back to Column definition window, then click at Create Default Heading   Apply and OK

3.         Description:                             Define Report                                                
Navigation:                             Report/Define/Report

4.         Description:                             Running Report                                                         
Navigation:                             Report/Request/Financial

Note: you should specify Period for which you want to run the Financial Report

Summary Template & Rollup Group


Update values in Segment Accounts              Setup/Financial/Flex field/Key/values

AA1    -           Current Assets (Make it as Parent and below all are Childs to it)
AA2    -           Cash in Hand
AA3    -           Cash at Bank
AA4    -           Stock
Enter Journal                                                   Journal/Entry

Give Entries for AA2 –10000 AA3-15000 AA4-20000, Post the Same.

Define Summary Accounts                             Setup/Accounts/Summary
Name                           Template                     Description      Ear Period       Status
Asset Summary                       D-D-Asset Group       Asset Sum       P01-00             None

Inquire on accounts balances                          Inquiry/Accounts

Give Accounting Periods, Summary Template Name, and accounts Range then ask for
Show Balance then Journal Details

Preparing Trail Balance Translation:

Enter Journals                                                 Journal/Enter (optional)
Post the above Journal                                                Journal/Post (optional)
Running the Report                                        Report/Request/Standard (Trial Balance-Detail)(optional)

Define Period-end & Average Rates              Setup/Currencies/Rates/Period

From- INR  To- USD  Balance Type-Actual   Period- xxx  Average- .023  End-  .025
Translating Currencies                                                Currency/Translation
Running the Report                                        Report/Request/Standard (Trial Balance-Translation)
Note: You Can’t prepare Translation Trail Balance for First Calendar period

Preparing Revaluation:
Define Daily rates                                           Setup/Financials/Currencies/Daily/Rates

From- USD To- INR Date: * Note   Type: Corporate USD to INR- 45 INR to USD- .022222

Enter Journal                                                   Journal/Enter

*Give Currency :  USD

Define URL  A/c in Segment  Accounts                    Setup/Financials/Flex filed/Key/Values

Define Period-end and Period-average Rates            Setup/Financials/Currencies/Rate/Period

From- INR  To- USD  Balance Type-Actual   Period- xxx  Average- .023  End-  .025

Revalue Balances                                            Currencies/Revaluation
Review Journal                                                           Journal/Entry
Note: you need to find one un posted for this revaluation program
Reverse previously Create Journal                  Journal/Enter                                                                          
Post the Above Journal                                               Journal/Post

Note: Your date should match with period you specify, for example you would have define you
Calendar starting from 01-Apr-2000 to 31-Mar-2001, and you want to prepare revaluation for
June then period will be (3),& one more very important thing that you need to remember is that if
You are preparing revaluation for previous year then you need to take End Date ex (30-Jun-2000)
and for feature Period Starting Date (01-Feb-2000).

Budgets in General Ledger

Planning Budget


Define Planning Budget                                             Budget/Define/Budget
Note: Disable Require Budget Journal option for Planning

Define Planning Organization                                    Budget/Define/Organization
Give Organization Name, Description, Display Sequences then Click at Ranges
Give the Range of  accounts that you want to Budget for planning.

Enter Budget Amount                                                Budget/Enter/Amounts

Click on PostPush Button

Inquiry on Accounts balance                          Inquiry/Account

Funding Budget


Define Funding Budget                                              Budget/Define/Budget
Note: Enable Require Budget Journal option for Funding

Define Funding Organization                         Budget/Define/Organization

Give Organization Name, Description, Display Sequences then Click at Ranges
Give the Range of accounts that you want to Budget for Funding, Funds Check level is Absolute

Enter Budget Journal                                      Budget/Enter/Journals

Click at Create Journal and then Give Journal Batch, Category as Budget
First Click at Check Funds
Second Click on Reserve Funds
Finally Done

Inquire on funds available                              Inquiry/Funds

Mass Budgeting


Update Values for Department segment                    Setup/Financial/Flex fields/Key/Values

Create one department called D00- Name it as Corporate Dept and other Dummy Dept as
Par (enable parent option) Define D01 D02, D03, D04 and D05 as child for Par Dept save it.

Update Values for Account Segment                         Setup/Financial/Flex fields/Key/Values

TRB -Total Rent Budget, DWR - Dept Wise Rent Budget, SFT – Square Feet Area

Define Budget                                                            Budget/Define/Budget (Mass Funding Budget)

Define Budget Organization                          Budget/Define/Organization

Line     Low                             High                Type                Funds Check    Funding Bud

1          C01-D00-TRB                       C01-D00-TRB            Entered                       Absolute              xxxxxxx

2          C01-D01-Dwr             C01-D05-Dwr Calculated       None                   -----------
First save it,Go to Help-View My Request for Completion of Request then make Status Current
Click Range Assignments and give Low and High Ranges and Save it.


Enter Budget Journals                                                Budget/Enter/Journals

Post above Journal                                          Journal/Post

Enter Stat Journal                                           Journal/Enter
* Give Currency as STAT

Post above Journal                                          Journal/Post

Define Mass Budget                                       Budget/Define/Mass Budget

Give Mass Budget Batch Name
Click on Formula
Give some Formula Name and Category
Then enter below formula

Amt     Account                      Currency         Amt Type  Bal Type   Budget or Encum

A         001-D01-Rent             INR.                PTD           Budget                  xxxx
*          C   - C   - C                
B         001-Par-SFT                Stat.                 PTD           Actual                   -------
/           C   - L   - C                 
C         001-Par-SFT                Stat.                 PTD           Actual                   -------
            C   - S   - C
T:         001-Par-Dwr               INR                 PTD           Budget                  xxxx
            C   - L   - C
O:        001-D01-Rent             INR                 PTD           Budget                  xxxx
            C   - C   - C

Generate Mass Budget                                               Budget/Generate/Mass Budget

If at all Mass budget program runs successfully it will create one un posted journal to……
Review Un posted Journal                              Journal/Enter

Post the Un posted Journal                             Journal/Post

Inquiry Funds available                                              Inquiry/Funds

Mass Allocation:

Enter Journal                                                   Journal/Enter

Define Mass Allocation                                              Journal/Define/Allocation

Generate Mass Allocation                               Journal/Generate/Mass Allocation

Inquiry Funds available                                              Inquiry/Funds

Review the Un posted Journal                                    Journal/Enter

Post Un posted Journal                                               Journal/Post

Inquiry Funds available                                              Inquiry/Funds

Master Detail – Budget:

Update the Segment Values for Accounts     Setup/Financial/Flex field/key/Values

Rent-Rent Master, RD-Rent Dummy, RF-Rent Factory, RO-Rent Office, RG-Rent Godown
Made RD as Parent and Assign Rent, RF, RO, RG as Childs to it.

Unfreeze your Structure, Enable Freeze Rollup Group Option Go to Action and Save it

                                    Setup/Financial/Flex field/key/Segments

Define Rollup Groups                                     Setup/Financial/Flex field/key/Groups

Disable Freeze Rollup Group Option, Enable Freeze Flex field Definition and Compile it.

Freeze your Structure                                      Setup/Financial/Flex field/key/Segments

Update the Group in Values for Accounts     Setup/Financial/Flex field/key/Values

Define Master Budget                                                Budget/Define/Budget

Define Master Organization                           Budget/Define/Organization

Enter Master Budget Journal                          Budget/Enter/Journals

Define Detail Budget                                     Budget/Define/Budget

Define Detail Organization                             Budget/Define/Organization

Enter Detail Budget Journal                           Budget/Enter/Journals

Define Summary Template                             Setup/Accounts/Summary

Generation Master Detail Budget                   Report/Request/Standard

(Budget – Master Detail Budget)

Document Sequence


1. Enable Profile Option Sequential Number - Partially Used
Nav: Other/Profile

2. Define Journal Categories
Nav: Setup/Journal/Categories

3.Define Document Sequence
Nav: Setup/Financials/Sequences/Define

4.Assign Document Sequence
Nav: Setup/Financials/Sequences/Assign

Journal Approval Process

Define two employees in US HRMS
(Assume one is for Clerk one is for Manager)
People/Enter & Maintain

Define Position Hierarchy
Setup/Position/Hierarchy

Define two Users and assign the employees
Security/User/Define

Go to your Set of books and enable Journal approval
Setup/financials/Books/Define

Use same set of books to above two users (Ex: Tata Set of Books)
Others/Profile

Define employee journal authorization limits
Setup/Employees/Limits

Setup Profile options (Journal Approval Purpose)
-          Journals: Allow Preparer Approval (Yes)
-          Journals: Find Approver Method (Go Direct)

Login into Clerk User and enter journal
Journal/Enter

Note: Go to More Actions and Approve Batch, It will give you message stating
‘Forward for approval’

Login into Manager User to approve the Journal
Other/Notification

Once journal going to get approved, Review the Journal and Post the same
Journal / Enter

Inter company Journals in General Ledger


To setup Inter Company Journals we need to setup inter-fund accounts with having source and category as ‘Other’
Setup/Accounts/Inter-fund Accounts

Review Set of Books and enable Balance Inter-fund Journal in journaling Tab
Setup/Financials/Books/Define

Review the structure, which was been used in above setup of books, and enable Intercompany qualifier for the company Segment.
Setup/financials/Flexfield/key/segment

Define Inter-fund accounts
Setup/Accounts/Inter-fund Accounts
Note: And enable option Many-to Many and enable use default balancing account
And setup Due from Account and Due to Accounts as same

Enter Journal (Enter Journal between two companies)
Journal / Enter

Review the Journal and check whether as been created intercompany journal or not
Journal / Enter

Auto Reverse


1. Enable two-profile option before you setup Auto Reverse
Other/Profile
1. GL: Launch Auto Reverse after Open Period – Yes
2. Journals: Override Reversal Method – Yes

2. Define Journal Category
Setup/Journal/Categories

3. Define reversal criteria
Setup/Journal/Auto Reverse

4. Enter Journals
Journals/Enter

5. Run Standard Request
Reports/Request/Standard
Request Name: Program - Automatic Reversal

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