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
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
- Retained Earnings / Fund Balance – Ownership Equity/Fund Balance
- 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
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
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
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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