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Finance

Tuesday, February 15, 2005

Journal AutoReverse Profile Option

This post highlights a profile option you need to be aware of when setting up AutoReversing journals.

Oracle Apps gives you the ability to manually or automatically reverse posted journals into subsequent accounting periods. We set up AutoReversing journals at a client site the other day so that the journal would automatically reverse in the next non adjusting accounting period i.e. if you were in period 12 of a year it would not reverse the entry in period 13 (an adjustment period) but rather into the first period of the next year. A typical example of where you might want to do this is in the case of an accrual that you raise at the end of month which you now want to reverse in a subsequent month - see the diagram below.

An example of how to set up Journal Reversal Criteria

Having completed the setup our expectation was that the journal would reverse when opening the next month (which is the trigger that runs the Automatic Reversal Programme). To our surprise the journals didn’t automatically reverse in the next month, however, the solution was a simple one. By setting the Profile option GL: Launch AutoReverse After Open Period to Yes we now found that when opening the next accounting period two concurrent requests were spawned, one to reverse the journal and another to post it (as enabled by selecting the AutoReverse and AutoPost Reversal options shown in the above diagram) . If you do forget to turn on this profile option as we did, you can still go and manually reverse the journal by choosing the following navigation path in General Ledger: Journals > Generate > Reversal. The result will be a list of journals which you can manually choose to reverse as shown in diagram below.

Use this form to manually reverse journals

Further Information

Also refer to these two processes documented using Oracle Tutor at the Enterprise Services Center Helpdesk

Wednesday, February 09, 2005

Utilising the Customer Alternate Name Field

I had a problem at a client the other day where they weren’t able to capture data in to the Customers Alternate Name Field, here’s the quick and simple solution.

In order to allow data entry in to the Alternate Name field of the Customer as indicated in the diagram below, the profile option AR: Customers - Enter Alternate Fields should be set to Yes. An alternate name would most likely be used where the customer is trading using a different name to the one shown on your records. Apparently certain reports within AR will display this alternate name if you are using it.

To enable use of Alternate Names choose Yes for Profile Option AR: Customers - Enter Alternate Fields

Friday, February 04, 2005

ADI Journal Upload Problem Resolution

I received an interesting error message when trying to perform a journal upload in ADI at a client site yesterday, here’s the solution to the problem.

The error message received was “Segment is not defined, is a parent, or is disabled.”

According to Metalink Note:160622.1 the cause is as follows: -

The validation that ADI uses for client side validation cannot dynamically create a new flexfield, only the server-side validation has been designed to dynamically create valid flex code-combinations - Bug:1924015.

The simple solution to the problem is to set the Profile Option profile Flexfields: Validate on Server to Yes. It’s also important to note that Cross-validation checking is only performed if you have this option set to Yes.

Another Metalink Note 251463.1 provides the same solution for the system allowing the upload of Disabled Accounting Flexfield segments to General Ledger via ADI.

Friday, January 21, 2005

FSG Transfer Program

The other day I came across this feature in Financial Statement Generator which I never knew existed and found to be quite useful.

FSG Transfer is a programme that you can run in General Ledger which gives you the ability to copy Financial Statement Generator (FSG) components from one environment to another. For example, you might want to transfer your FSG’s from a TEST environment to your PRODUCTION environment.

According to the Oracle General Ledger User Guide, before this report can be run, the following prerequisites should have been implemented: -

  • You or your System Administrator must define database links.
  • The Chart of Accounts in your source database must be identical to the Chart of Accounts in your target database.
  • Any currencies and sets of books referred to by the row sets and column sets being copied must exist in the target database.
  • Report details, such as budgets and encumbrance types, referred to by copied reports must exist in the target database.
  • You must be logged in to General Ledger and connected to the target database.

Programme Parameters

To run the report, from the file menu in General Ledger Responsibility select View > Requests and choose to run a single request entitled Program - FSG Transfer. Examples of how the parameters for this programme can be filled are as follows: -

An example of how you might fill out the FSG programme transfer parameters

Component Type

The following elements of an FSG can be copied between environments: -

  • Column Sets
  • Content Sets
  • Display Groups
  • Display Sets
  • Reports
  • Report Sets
  • Row Orders
  • Row Sets
  • All of the above

Component Name

The name of the component selected above should be entered if you are copying a single component mentioned above. If you are copying all components you do not need to specify a name.

Source DB Chart of Accounts

The exact name of the Chart of Accounts from which you want to copy report objects.

Target DB Chart of Accounts

The exact name of the Chart of Accounts to which you want to copy report objects.

Source

The name of the source database from which you are copying. This field will not have a List of Values (LOV) unless you have defined database links. To define database links within the General Ledger Responsibility go to Setup > System > Database Links and create a New Database Link (if you have any uncertainty about what parameters to enter here contact your DBA, typically you should be able to extract the connect string from the TNSNAMES.ORA file).

Saturday, August 21, 2004

The Strategic Enterprise Planning Solution (STEPS) at the University of Alabama

This post contains a review of the the Strategic Enterprise Planning Solution (STEPS) site which documents an Oracle ERP implementation undertaken at the University of Alabama.

I was rather pleased to stumble across the Strategic Planning and Enterprise Solutions (STEPS) site at the University of Alabama (UAB) the other day. It has loads of documentation and information pertaining to an implementation they are undergoing in the areas of Oracle Financials and Human Resource Management System (HRMS).

According to their site: -

UAB’s vision for a new administrative computing system at UAB has reached a major milestone with the implementation of Oracle Human Resources (HR) applications on January 20, 2004. The Finance implementation has been delayed to October 2004. By exploring these pages, you will gain knowledge about the STEPS Project and the new Oracle system.

Oracle HR

According to this section of the site: -

A suite of Oracle HR modules are being implemented for the management of all UAB personnel. The advantage of the new system is the creation of an integrated information environment, and improvement in the quality of human resources data, thereby providing better HR services to individuals.

Data currently viewed in the Human Resource System (HURS) will be found using the ACT form (screen) in Oracle. Several paper processes will be replaced with new electronic processes, such as new hire appointments, salary reclassifications, and effort reporting.

Specific features of the new system include a web-based self-service environment for all employees and an electronic administrative processing environment for staff to conduct day-to-day business. Also, seven-digit employee numbers will replace social security numbers as a means of identifying UAB employees.

HR modules to be implemented as part of the STEPS project are:

  • Core Human Resources Management
  • Advanced Benefits
  • Payroll and Time and Labor
  • Labor Distribution and Effort Reporting

This area of the site also discusses self service and you can download a copy of the new HR Organizational Hierarchy codes.

Oracle Finance

According to this section of the site: -

UAB is preparing to replace its existing financial accounting system (EFS) with the Oracle Financials suite of applications to create an integrated information environment that is web based and flexible to handle future growth. With the implementation of the Oracle system, UAB will have a new Oracle General Ledger accounting structure and a new Oracle Grants accounting structure.

Data currently viewed in FAS will be found in Oracle and transactions currently processed using EFS will be processed using Oracle. What are currently called “account numbers” in FAS will be referred to as “account strings” in Oracle and the format of these account strings differs from the current account numbers. Prior to implementation, a “cross-walk table” will be provided matching FAS account numbers to Oracle account strings where possible. Also, the object codes will change from a four-digit to a seven-digit number. The new Oracle object codes can be viewed from this site.

Finance modules to implemented as part of the STEPS project are:

  • General Ledger
  • Purchasing
  • Accounts Payable
  • Grants/Plant Accounting
  • Accounts Receivable (for Sponsored Projects only)

This section of the site has a variety of documents and presentations you can download that relate to the new Oracle General Ledger accounting structure and Oracle Grants accounting structure. Briefly stated, the new chart of accounts will contain six segments as follows: -

  • Account - Identifies primary activity for which money is being spent (7 digits) 
  • SubAccount - An account can be broken down to track one or more activities, tasks, time periods, or allocations (3 digits)
  • Balancing - Indicates the level at which UAB chooses to carry a balance sheet, whether for internal or external purposes (9 digits)
  • Organization - Identifies the organizational unit with which has primary fiscal responsibility for the Account String (9 digits)
  • Future - Reserved to meet future requirements (4 digits)
  • Object Code - Categorizes the nature of the dollars as a specific type of revenue, expense, asset, etc. (7 digits)

The new Grants Accounting segment structure is as follows: -

  • Project – The work performed (6 digits)
  • Task – Further breakdown of work performed under project (5 digits)
  • Award – Funding source (7 digits)
  • Organization – Type of string, and University vs Hospital (2 digits)
  • Expenditure Type – Similar to GL Object Code (7 numeric digits plus description - 30 maximum segment length)

Oracle Training

Under this section of the site you will find course descriptions, online course manuals and online simulation courses (training videos). Online course manuals are available for the following modules: -

  • Finance
  • Navigation
  • ACT (Appoint, Change and Terminate)
  • TEL(Time, Entry and Labour)
  • Self Service

The online simulations are quite good for those who are just starting to earn Oracle Applications. The following simulations are available: -

  • Oracle Navigation
  • Human Resources
    •  
    • Appoint, Change, Terminate (ACT)
    • Workflow Approvals
    • View HR Data
  • TEL (Time, Entry and Labour)
  • Self Service

End User Readiness

Here you will find the specifications for a Desktop PC which needs to run Oracle Applications. There is also a Go-Live Checklist which is designed to ensure that users are prepared for utilising Oracle Applications.

Oracle Access

Here you will find a listing of End User responsibilities for Oracle HRMS at the University. For each responsibility a summary of access areas is documented. If a user does not have access to the system the appropriate forms are made available to apply for access.

Oracle Workflow

Here you will find a workflow presentation given at a STEPS workflow officer meeting.

Lastly, you should also consider visiting the Universities IT department.

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