Oracle applications sla r12 SLA- demos

SUBLEDGER ACCOUNTING Part 2 – Demo’s

Oracle Applications R12

By P.Karthikeyan Karthikeyanp1981@gmail.com

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∗ Demo 1 – Create Responsibilities and User Name ∗ Demo 2 – How to copy an Accounting Method ∗ Demo 3 – How to Validate an Application Accounting Definition (AAD) ∗ Demo 4 – How to Create a New Accounting Method ∗ Demo 5 – Define Multi Period Accounting ∗ Demo 6 – Create Report Definition ∗ Demo 7 – Create Manual Journal Entries ∗ Demo 8 – Replacement of Disabled Accounts ∗ Demo 9 – Transfer of Journal Entries to General Ledger ∗ Demo 10 – Multiple Accounting Representation ∗ Demo 11 – Accounting Entry Inquiry

AGENDA

CREATE RESPONSIBILITIES AND USER NAME

Demo 1

Create a new Payables Responsibility from System Administrator Responsibility

Create a new Receivables Responsibility from System Administrator Responsibility

Create a new Assets Responsibility from System Administrator Responsibility

Create a new User Name and assign the responsibilities previously created along with System Administrator Responsibility

HOW TO COPY AN SLA METHOD

Demo 2

Switch Responsibility to newly created “KARTHIKEYAN PAYABLES” Responsiblity

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Subledger Accounting Method

System defaults the below screen, from which one can select an Existing SLA Method

Selected the Standard Accrual Method and Click FIND button

Now to copy the Standard Accrual Method provided by oracle, Click COPY button

System Displays the below screen ….

Enter a Name for your Method Code and Name and Click DONE button

System has copied from Oracle and Created a new accounting Method with the name we have provided in the earlier step. You can see the Owner field is now turned to as USER

Copying an SLA Method does not mean, that every component gets copied with Owner as User, hence if we require the Application Accounting Definition (AAD) to be copied, click the APPLICATION ACCOUNTING DEFINITION button

Click COPY button, in order to copy this AAD, currently you can see the AAD is has the Owner as Oracle…

Enter the Definition Code and Name for the Copied Version of the AAD and Click DONE button

AAD has now been copied and the Owner now appears as User, which allows us to make modifications to AAD

Insert a new Row in the newly copied SLA Method, so that we can include our newly copied AAD.

Newly copied AAD has been added to the SLA Method

Since we have made a copy an existing AAD for Payables, we can either End Date or Delete the Oracle Owned AAD for Payables from our SLA Method. Select the AAD and click Delete icon from the Toolbar.

The Oracle owned AAD for Payables is now removed from the List….

Likewise, I have made copies of the other AAD’s related to Receivables and Assets, so every AAD has the Owner as USER now

Click the JOURNAL LINE DEFINITION Button

Click COPY DEFINITION button, in order to make a copy of the Journal Line Definition

Enter values for Definition Code and Definition Name and Click DONE button

New Journal Line Definition has been now created, with Owner as USER

Insert a new record to the Journal Line Definition and select the new JLD from LOV

Newly created JLD has now been assigned

Select the existing JLD and click the Delete Icon from the Toolbar to remove it….

Oracle Owned JLD has been removed

Select a record from Journal Line Type region and Click LINE TYPE button

This is an oracle seeded Journal Line Type, to make a copy of it, Click the COPY button

Enter values for Line Type Code and Name and Click DONE button

New Journal Line Type has been created, the owner now appears as USER

Click LINE DESCRIPTION button

To copy the Journal Line Description click COPY button

Enter values for Description Code and Name and Click DONE button

New Journal Line Description is now created with Owner as USER

Insert a new Row in the Journal Line Assignments region

Assign the newly created Journal Line Type, press TAB key

Assign the newly created Journal Line Description

Click ACCOUNT DERIVATION RULE button for the Standard Journal Line Type ACCRUAL

In order to copy the Account Derivation Rule click COPY button

Enter values for Rule Code and Name and Click DONE button

New Account Derivation Rule has been Created with Owner as USER

Select the Newly Created Journal Line Type and Click Account Derivation Rules TAB

Insert a new Record

Enter “All Segments” value for the Segment field and press TAB Key

Select the newly created Accounting Rule ……

Select the Accrual Journal Line Type provided by Oracle and Click delete icon from toolbar

The seeded Journal Line Type has been removed

HOW TO VALIDATE AN APPLICATION ACCOUNTING DEFINITION (AAD)

Demo 3

Switch Responsibility to Karthikeyan Payables

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Subledger Accounting Method

Query for the Accounting Method we have created….

Click on APPLICATION ACCOUNTING DEFINITION Button

Click VALIDATE button, which will change the Validation Status ……

Validation Status of the Accounting method is changed to VALID now …

Alternatively, you can validate the Application Accounting Definition by clicking on the View Menu

Select Requests option from View Menu …

Click SUBMIT A NEW REQUEST button

Select Single Request option and Click OK button

Type / Select the Request Name as shown below

Select the Parameters as per your requirement or run it with below defaults and Click OK button

Click SUBMIT button

Click NO

Click FIND button

Wait for the Request to get Completed …..

Upon Completion, Click VIEW OUTPUT button

Review the Output, the last Column should have the status as Valid for your Application Accounting Method, else system would not be able to generate Accounting entries as expected…..

CREATE A NEW SUB LEDGER ACCOUNTING METHOD

Demo 4

JLT Journal Line Type

JED Journal Entry Description

ADR Accounting Derivation Rule

JLD Journal Line Definition

AAD Application Accounting Definition

SLAM Sub Ledger Accounting Method

LEDGER

I would like to call the below Structure as REVERSE SLA PYRAMID, since for configuration purposes, we have to follow a Top down approach. Each and every

Component displayed here has to be Defined in the same order for us to create our own Subledger Accounting Method

Step 1 – Setup a New JOURNAL LINE TYPE

LEDGER

Switch Responsibility to newly created “KARTHIKEYAN PAYABLES” Responsibility

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Journal Entry Setups > Journal Line Types

Click NEW button

Make Sure you have all necessary information required for creating a Line Type.

Select Event Class as INVOICES

Enter LINE TYPE CODE as shown below…. It is suggested to follow a proper naming convention…

Enter NAME as shown below

Enter the DESCRIPTION for identifying purposes ….

Enter ACCOUNTING CLASS AND ROUNDING CLASS as ITEM EXPENSE

Keep the defaults as it is, and SAVE your Changes …

Created another Journal Line Type for Credit Line

Step 2 – Setup a New JOURNAL ENTRY DESCRIPTION

LEDGER

Navigate to, Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Journal Entry Setups > Journal Entry Descriptions

Click NEW button

Make Sure you have all necessary information before configuration…

Enter JOURNAL DESCRIPTION CODE AND JOURNAL DESCRIPTION NAME as shown below….

Enter the DESCRIPTION as shown below ….

Enter the PRIORITY as 1 and Click DETAILS button

This is a screen, where we are going to construct how the Descriptions are to be generated …

I have selected the Value type as constant, and typed the text which should appear as Descriptions ….Save the changes and close this form…

Save the Changes and Close this form …

Step 3 – Setup a New ACCOUNTING DERIVATION RULE

LEDGER

Navigate to, Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Journal Entry Setups > Account Derivation Rules

Click NEW button

Enter the RULE CODE, RULE NAME AND DESCRIPTION as shown below …..

Select the SEGMENT option…

Select the Value as COST CENTER SEGMENT

Select the Priority as “1” , keep the Value Type as SOURCE and Click LOV button under the Value field…

Select the Value “Invoice Liability Account” and Click OK

Select the SEGMENT field…

Select the value as “COST CENTER SEGMENT” for Segment Field…

Step 4 – Setup a New JOURNAL LINE DEFINITION

LEDGER

Navigate to, Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Journal Line Definitions

Click NEW button

Make sure you defined all previous setups before setting up this part …

Select the Event Class as “INVOICES” and Event Type as “ALL”

Enter DEFINITION CODE, DEFINITION NAME AND DESCRIPTION as shown below ….

Select the Journal Line Type which we have defined earlier ……

Select the Journal Line Description which we have defined earlier ……

Select the Account Derivation Rule which we have defined earlier ……

Select the Seeded Account Derivation Rule for the Debit Line Type

Select the Credit Journal Line Type we defined earlier …

Select the Seeded Account Derivation Rule for the Credit Line Type …

Step 5 – Setup a New APPLICATION ACCOUNTING DEFINITION

LEDGER

Navigate to, Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Application Accounting Definitions

Click NEW button

Make sure you have defined all the pre-requisite setups …..

Enter the DEFINITION CODE, DEFINITION NAME AND DESCRIPTION as shown below…

Enter the VERSION Reference for easier identification …..

Select the Event Class as INVOICES, Event Type as ALL

Select the Journal Line Definition we have defined earlier ….. Currently the validation Status is “NOT VALIDATED”.

Click VALIDATE button, now the Validation Status is VALID

Step 6 – Setup a New SUB LEDGER ACCOUNTING METHOD

LEDGER

Navigate to, Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Sub Ledger Accounting Methods

Click NEW button…

Make sure you have completed all prerequisite setups

Enter the METHOD CODE, METHOD NAME AND DESCRIPTION as shown below …

Select Application as PAYABLES

Select the AAD defined earlier …..

Enter the START DATE for this Application Accounting Definition …..

Step 7 – Assign Sub Ledger Accounting Method to your LEDGER

LEDGER

Assign the newly Created Accounting Method to your Primary Ledger

Created a Payable Invoice, Validated and Accounted for testing the accounting method

Accounting entry has been created by the system successfully for the Invoice …..

Note: I have removed the Custom Journal Entry Description and Custom Account Derivation Rule before creating the above accounting entry …

DEFINE MULTI PERIOD ACCOUNTING

Demo 5

Business Scenario

Making an Advance Payment for an expense before the actual service is rendered. The Advance payment is later adjusted towards the actual payment as and when it is rendered

How it is handled in Release 11 or Release 12 without using MPA feature

For the advance payment, prepayment Invoice is created and payment is made.

As and when the services are rendered, a standard Invoice is created and applied to the prepayment.

As an alternative to the above process, one can meet the objective by configuring the Multi Period Accounting feature. In MPA the adjusting happens at the accounting level, hence no need for an user to key in additional transactions. Moreover MPA is automated. The configuration is one time for a particular scenario.

Following are the sequence of Setups required to be performed for accomplish the Multiperiod Accounting Configuration: Step 1 – Create an Account Derivation Rule Step 2 – Create Journal Line Type with MPA enabled Step 3 – Create Journal Line Definition Step 4 – Attach Journal Line Type to Journal Line Definition Step 5 – Configure MPA Accounting Assignment Step 6 – Create Application Accounting Definition Step 7 – Assign Journal Line Definition to Application Accounting Definition Step 8 – Validate Application Accounting Definition Step 9 – Create Subledger Accounting Method Step 10 – Assign Application Accounting Definition to the Subledger Accounting Method Step 11 – Attach Sub Ledger Accounting Method to Ledger Step 12 – Create Invoice with Deferred details Step 13 – Validate and Create Accounting for the Invoice Step 14 – Review Accounting entries generated by the System

If you already have a custom SLA Method created, then step 4,5 and 6 would not be required.

Switch responsibility to KARTHIKEYAN PAYABLES

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Subledger Accounting Methods

Click NEW button

Create an Accounting Rule as shown below ….with NO Conditions, we would be assigning this in our configuration later ….

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods Builder > Methods and Definitions > Subledger Accounting Methods

Selecting the STANDARD ACCRUAL Method provided by Oracle and Click FIND button

Click APPLICATION ACCOUNTING DEFINITION button

Select event Class INVOICES and click JOURNAL LINE DEFINITION button

Select Journal Line Type ITEM EXPENSE and Click LINE TYPE button

Click COPY button to copy the Journal Line Type to create our own Journal Line Type

Enter the Line Type Code and Name and Click DONE button

New Journal Line Type has been created as a copied Version…

Enable the Multiperiod option as ACCRUAL and Save your changes …

Again Switch back to the Original Journal Line Type provided by Oracle for ITEM EXPENSES and Click COPY button…

Enter the Line Type Code and Name and Click DONE button

New Journal Line Type is created from the existing one..

Click the CONDITIONS button…

This is the condition stated in the Seeded Journal Line Type which got copied over to our newly created Journal Line, this condition needs to be removed.

Select each and every Line and click the DELETE icon from the toolbar….

All the condition lines were now removed …. Save your changes .. Close the Form…

Select RECOGNITION option under Multiperiod region and Save your Changes

Go back to the Journal Line Definition screen and Click the COPY DEFINITION button

Enter the Definition Code and Definition Name, Select your Chart of Accounts in Accounting Field and Click DONE button

System created a new Journal Line Definition for Invoices

Insert a new record in the Journal Line Type region….

Select your Journal Line Type created earlier which is for the Prepaid Expense Type.

Assign the Standard Account Derivation Rule for the newly created Journal Line Type.

Since we already made a copy of the Item Expense Journal Line Type and assigned it to the Journal Line Definition, we should disable or deactivate or delete the seeded Journal Line Type for Item Expense.

Select ITEM EXPENSE Journal Line Type provided by Oracle.

Uncheck the Active option

Now, Select the Journal Line Type which we have added, you would see the Multiperiod Accounting button getting enabled, click on the MULTIPERIOD ACCOUNTING button.

Decide on the options and change according to your requirement, I have left it as shown below. Click on the LINE ASSIGNMENTS button

Insert another row in the Line Assignment Region….

Assign the newly created Journal Line Type which would recognize the expenditure to actual expense account.

Insert a new record under the Account Derivation Rules TAB

Select the seeded Account Derivation Rule which would derive the Actual Expense Account from Invoice Distribution Account.

Assign the Account Derivation Rule which would replace the Account segment value to the expense Account, rest all segment values will get derived from the Invoice Distribution Account

Return to the Application Accounting Definition screen and click COPY button

Enter the Definition Code and Name, Select the Chart of Accounts in the Accounting field and Click DONE button

System has created a new Application Accounting Definition now. Select the Event Class INVOICES and select the Standard Journal Line Definition attached

Clear the Standard Journal Line Definition by Deleting it………

Select our Custom Journal Line Definition and Save the Changes.

The Custom AAD Definition is not Validated since we made the copy, hence Click VALIDATE button to validate the AAD

The Validation Status of AAD is now changed to VALID

Return to the Subledger Accounting Methods screen and Click COPY button

Enter Method Code and Name, Select the Chart of Accounts field under Accounting field and Click DONE button.

New Subledger Accounting Method has been created…

Select the AAD field name ….. This is now pointing to the standard accrual method, this should be changed to our customer AAD.

AAD Name has now been changed to the Custom AAD we created earlier …

Navigate to Setup > Accounting Setups > Ledger Setup > Define > Accounting Setups

Query for the Ledger used ….from the Accounting Setup Manager page …

Click “Update Accounting Options” icon

Select the Accounting options for the Ledger by clicking the UPDATE icon…

The Primary Ledger was currently assigned with the “Standard Accrual” accounting method which is seeded method provided by Oracle.

Replace it with the newly created Accounting Method….and Save your changes

Changes made to the Ledger is changed….

Navigate to Invoices > Entry > Invoices

Enter the Header level information for the Invoice

Enter the Line level information for the Invoice, keep scrolling further

Enter the Distribution Account details ( This step is same as clicking Distributions button and entering the Information there)

The Fields having the word “Deferred” as prefix are need to be entered in the transaction, in order to generate Accounting entries for Multiple Period.

Below details have been entered ….

Invoice has been entered with all necessary details ….Click ACTIONS 1 button

Select the VALIDATE checkbox and Click OK button

Invoice is now VALIDATED, Click ACTIONS 1 button again ….

Select FINAL type of accounting and Click OK button

Accounting is completed for the Invoice ….

Invoice status is now VALIDATED and Accounted status as YES

Select VIEW ACCOUNTING from the REPORTS menu

Below are the Accounting entries for 12 periods which we have stated in the Invoice.

You can see the Adjustment between Prepaid expense A/C and Expense A/C automatically created by the System, irrespective of the period status…

Invoice created in JAN-12 and Deferred periods are 12, i.e 1+12 = 13 set of entries generated as shown below …

Run the program COMPLETE MULTIPERIOD ACCOUNTING for the actual period when the expense is recognized.

If the periods are not OPEN, the create accounting program will not generate the accounting entries successfully.

CREATE REPORT DEFINITION

Demo 6

Navigate to,

Setup > Accounting Setups > Subledger Accounting Setup > Open Account Balances Listing Definitions

System opens the below page. Click CREATE button to configure a Report Definition

There are no pre-requisite setups before creating a Report Definition ….

Enter the Code, Name, Description and select your LEDGER and Defined by as SEGMENT. Click ADD ANOTHER ROW button in the Journal Source region.

Select the Source application from the LOV

Select the Source as PAYABLES. Click ADD ANOTHER ROW button under Definition Details ….

Select your Segment from the LOV

Select your FROM RANGE value for that segment

Select your TO RANGE value for that segment

Likewise, you can keep adding other segments and select the Range of Values.

I have selected the other segments with range values, once done Click APPLY button

System confirmation is obtained once the Definition is created.

When the report definition gets created, system automatically runs the below program in the background….

Click CREATE button

Enter the Code, Name details and Select your Ledger. For the Defined by value Select the type as Accounting Flexfield.

Select the Journal Source as PAYABLES

Enter the Account code combination for your Payables Liability Account. If you have more than one AP Liability Account, Click ADD ANOTHER ROW button and keep adding other code combinations as well….Click APPLY button

System confirmation is obtained once the Definition is created.

Select REQUESTS option from View Menu

Click SUBMIT A NEW REQUEST button

Select SINGLE REQUEST option and Click OK button

Select the program “Accounts Payable Trial Balance” report from the list and click OK

Below is the parameter screen for the program … Select your details as required for the fields…

I have selected the Report definition we configured with SEGMENT type. Click OK button

OR you can select the Alternate Report Definition we have configured …

Click SUBMIT button

Click NO button

Click FIND button

Click VIEW OUTPUT button to review the Report output generated by the system.

You would get the below output generated by the system….

CREATE MANUAL JOURNAL ENTRIES IN SUBLEDGER

Demo 7

Navigate to,

Setup > Accounting > Journal Entries

Click CREATE JOURNAL ENTRY button

Select the Balance Type as ACTUAL….

Select your Ledger, Category, Date and Description for the Header region

In the Lines Region, enter the Account Code combination for the accounts that are to be Debited and Credited, select the Accounting Class and enter the DR and CR Amounts.

Click CALCULATE TOTALS button

Totals have been Computed by the system, Click CONTINUE button

Select the type of accounting from the List, I am selecting FINAL accounting option and Click FINISH button.

Subledger Journal Entry has been created successfully

REPLACEMENT OF DISABLED ACCOUNTS

Demo 8

Switch to your Payables Responsibility

Navigate to,

Setup > Flexfields > Combinations

This is the default screen for Account Code combinations form…

Press F11 key to turn the form in to Query Mode …

Press CTRL + F11 to retrieve the code combinations available at present.

Select an account code combination as per the requirement…

Uncheck Enabled checkbox, which means this account code combination is now disabled and no transactions can be created for this code combination.

Scroll towards right side of the screen, where you would see Alternate Account field…

Enter the Alternate Account Code combination, so that if there are any open transactions having the account codes which we have disabled, it would cause issues when further processing happens ( accounting entries generation, transfer to GL etc ..)

Navigate to,

Invoices > Entry > Invoices

I tried entering the disabled account code combination for the payable Invoice, system displayed the below error message, forcing me to choose a valid/enabled combination…

This is an Invoice already existing in the system i.e. open Invoice containing the account code combination which we have disabled.

I am creating accounting for that open invoice having the disabled account code

Accounting entries are created without any errors …..

When you “VIEW ACCOUNTING” for that transaction, you can see the below accounting entry generated by the system ….

The Item expense Line is overridden automatically based on the Alternate Account stated in the Code Combinations form.

Same entry is transferred to General Ledger as well…

TRANSFER OF ACCOUNTING ENTRIES TO GENERAL LEDGER

Demo 9

Navigate to,

Setup > Accounting Setups > Ledger Setup > Define > Accounting Setups

Search for your Ledger and Click GO button

Upon retrieval, click update icon

Select update icon next to Subledger Accounting options setup step…

Select update Accounting options for Payables Application

Below Screen controls the behavior as to how the Subledger accounting entries are transferred to General Ledger

Options displayed below are provided by the system as to how accounting entries can be transferred from Subledger to General Ledger

MULTIPLE ACCOUNTING REPRESENTATION

Demo 10

Switch to your General Ledger Responsibility

Navigate to

Setup > Financials > Accounting Setup Manager > Accounting Setups

Query your (Primary) Ledger and select the icon under Update Accounting options

Click on “Add Secondary Ledger” button

Below is the Secondary Ledger Creation screen, make sure about the requirements of the secondary ledger before creating the same…

The screen is very similar to the Primary ledger creation screen with one additional field which is “Data Conversion Level”, the value selected under this option determines how the transactions would get replicated in the secondary ledger

I have entered the below details for creating my secondary Ledger

There are multiple options available for performing the Data Conversion between Primary Ledger and Secondary Ledger as show below….

Click Apply

System displays an error message stating I cannot have an accounting method selected, if I opt for JOURNAL as my conversion method I have to either remove my Subledger Accounting method OR I should change the Data conversion Level to Subledger or Adjustments only options to proceed further …

I have decided to change the Conversion Level to Subledger ….

Click Apply

Secondary Ledger has now been created by the System Successfully.

However there are setups pertaining to Secondary ledger that are still required to be complete, in order to make the secondary ledger usable.

I have done all other configurations for secondary ledger, except the Mapping configuration. Click Update icon next to Primary to Secondary Ledger Mapping..

You decide the options as per the requirement

I have changed the value for “Post Journals Automatically from source ledger” as YES and click COMPLETE

Secondary Ledger configurations has now been completed.

Navigate to,

Journals > Enter

Click New Journal button

Create a Journal Entry in the Primary Ledger

Click Post button, system would trigger a concurrent program for performing the Posting process

Wait till the concurrent program gets completed. Click View Output button

The output file displays the below,

You can see system has created a Batch in my Secondary Ledger Automatically

Switch Responsibility to General Ledger which has profile options pertaining to Secondary Ledger configured.

Navigate to,

Journals > Enter

Click FIND button ( I am not entering any search criteria)

You can see the Journal Entry created by the System automatically in the Secondary Ledger, based on our data entry in the Primary Ledger. Click Review Journal button….

The Journal Entry is replicated in the Secondary Ledger

ACCOUNTING ENTRY INQUIRY

Demo 11

Navigate to,

Accounting > Subledger Accounting > Journal Entries

Below is the default Accounting entry search form …

Enter the Criteria for searching your accounting entry and click GO

System retrieved the following entries matching the criteria we have entered ..

One can also modify the search criteria further in order to get accurate results, by adding more criteria provided by the system as shown below …

I have selected few additional criteria and now my search screen would look like this…

From the results provided by system you can make a comparison between 2 journal entries by Selecting two entries and clicking the COMPARE button

Below is the comparison results which system provides for the entries selected …

I would only request the readers to express their opinions on this presentation so as to make further improvements. Feedbacks, Criticisms, Appreciations (if any) are always welcomed. Please send it to the following addresses karthikeyanp1981@gmail.com and admin@erpstuff.com

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