Oracle Fusion Material
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emmanuelkbr100Oracle Fusion Material
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emmanuelkbr100Index
1. 4 c’s, Legal entity and primary ledger creation
2. Journals
1. Single journal
2. Batch journal
3. Reversal journal
4. Foreign currency journal
5. Auto copy journals
6. Mixed currency journals
3. Source and category
4. Account aliases
5. Accounting and reporting sequences
6. Reporting currencies/ ledger
7. Revaluation
8. Auto copy and Auto post
9. Allow dynamic inserts
10.Manage code combination
11.Translations
12.Ledger set
13.Data access set or define access set
14.Suspense account
15.Intercompany / intra company
16.Account inspector / Account query
17.Cross validation rules (CVR)
18.Security rules (SR)
19.Secondary ledger
20.Rapid implementation
21.Mass allocation
22.Recurring journals
General Ledger Page 1
Fusion
User types?
We have three types of users in oracle fusion
a. Consultant user
b. Business/End user
c. Super/key user
System point of view
a. Application implementation user
b. Business user
c. Administration / IT user
User Creation
Go to navigator and go to tools and click on security console and click on User Add User Account
Give the user information
General Ledger Page 2
And click on add role and give the roles below
1. Application implementation consultant(USER)
(ORA_ASN_APPLICATON_IMPLEMENTATION_CONSULTANT_JOB)
2. Financial Analyst (GL)
(ORA_GL_FINANCIAL_ANALYST_JOB)
3. General accountant (GL)
(ORA_GL_GENERAL_ACCOUNT_JOB)
4. General accountant manager (GL)
(ORA_GL_GENERAL_ACCOUNTING_MANAGER_JOB) Save and close
5. It Security
6. Employee
General Ledger Page 3
Project Creation
Go to setup & maintenance, go to tasks
And click on management implementation project
And click on + to create project and give the details of project (client)
Click on next and enable the Financials, save and open project and done
Add offering and give the financials and assign to user and click on done
General Ledger Page 4
General ledger
4 c’s Creation
Currency
Calendar
Chart of accounts
Accounting convention method (SLAM)
1. Currency creation
Definition:A system of money in general use in a particular country called currency
Types of currencies
1. Functional currency/Accounted currency/ Primary currency (Local currency)
2. Entered currency / Foreign currency (Foreign currency)
3. Reporting currency (Head quarter currency)
4. Stat currency
These three currencies called monitory currencies and Stat currency (Ratios, meters and feet) called
non monitory currencies
Local currency in India = INR
Local currency in USA = USD
For India INR is functional currency (Local currency) and USD is foreign currency
For USA USD is functional currency (Local currency) and INR is foreign currency
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %currencies%
Select Manage currencies
General Ledger Page 5
Then select Manage currencies after UI (User Interface) will open)
All currencies are predefined in system and we can create also
Search for currency code (INR), it is predefined currency it should be Enabled then only we can
use this currency, Start date should be back date
Save and close or save
2. Calendar creation
Definition: A chart of series of pages showing the days, weeks and months of particular year called
calendar.
General Ledger Page 6
Types of calendars
A. Accounting calendar(Standard accrual concept)
• Calendar year (Jan-Dec)
• Fiscal year(Apr-Mar Depends on accounting methods)
B. Transaction calendar (Average balance concept)
It is used in the average balance concept to identify which day is the working day and which day
is holiday
In R12 we have two step process but in Fusion only 1 step process
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %manage %accounting% calendar
Select Manage Accounting calendar
Click the + icon to create calendar
Then user interface will open
Give the calendar details like Name, Description, Start date (Should be back date means company
start data or client request), Period Frequently (If you give the “other” we should define the
calendar manually in other cases system will define the calendar in fusion as like options provide
in the drop down list), Adjusting period frequency (Depend on client request you can choose)
General Ledger Page 7
Give details of period name format like Use defined prefix (This is name is reflected in the first of
period option), Separator, Format and First period (Default option)
Now we can see the Calendar defined by the system
Save it and we can add next year calendar also by clicking the Add year option in period details
Save and close
3. Chart of Accounts Creation
Definition: Chart of accounting is nothing but accounting structure of the company or organization.
We can define Max 30 segments and Min 2 segment which isbalancing and Natural accounting
segment
1. Manage chart of accounts value set
Value set will determine the futures of segment values
Go to set up and maintenance
General Ledger Page 8
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart% value%
Select Manage chart of accounts values
Click on + icon to create Chat of create account
We have to create values set as per client request here I am creating as per my own
A. Company
B. Department
C. Natural Accounts
D. Activities
E. Product
F. Spare or Future or Alternative
A. Company
Give the details of value set like value set code (It should be always in CAPITAL LETTER and
we shouldn’t give the any spaces between words), Description, Module, Validation type and
Value data type
Give the details under Definition tablike Value sub type (After give this maximum size options
will enable), and Maximum length (it is depends upon client)
Save and close
Define the same for remaining segments like Natural accounts, activities
These all are one time setup we can’t change once you defined
General Ledger Page 9
2. Manage chart of accounts Structure
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart% acct% structure
Select Manage chart of accounts structure
Click on + icon to create Chat of create account
Search with Key flex code orkey flex fields name (Accounting flex fields) or Module
Select the General ledger and click on Manage structures
Click on + icon to create accounting structure
Give the details of structure code, Name, Description, Delimiter (Segment separator) and enable
the enabled option (Then only this will show in the structure)
Save It (Then only we can create segment means + icon will highlight)
Then click on + icon under Segments tab to create segments
General Ledger Page 10
We have to create the segment as like which we created in the value sets like
1. Company
2. Department,
3. Natural accounts
4. Activities
5. Product
6. Spare
Give the details of Segment code, API name, Name, Description, Sequence number(It indicates
numbering in the segments ex: if you give one for company two for natural accounts in the
structure company will show in first and Natural account in second), Prompt, Short
prompt,Display width, Column name (segment 1,2,3), Default value set code(which we created as
structure values) and Segment labels as Primary Balancing Segment.
Define the same for remaining segments but have to change the few changes for few lines like
sequential number, display width, Column name and default value set code
Department (segment label as cost center), Natural accounts (Segment label as natural accounts
or if you want default values you can give as corporate account)
After define the all segments it will show under the structure like below picture
General Ledger Page 11
3. Manage Chart of account Structure instances
Manage structure is define one time and structure instances you can define as many you want because
structure is indicates Total parent company setup but instances is subsidiaries setups
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart% acct% structure
Select Manage chart of accounts structure instances
Search with Key flex code or key flex fields name (Accounting flex fields) or Module
Then click on Manage structure instances tab
Click on + icon to create structure instances
Give the details like structure instances code, description and when you give the structure code
automatically segment values will appear
General Ledger Page 12
Then go to segment instances tab select the company and click on Pencil (edit) icon button and
enable the required option then only in structure instances this segment will appear
In the same way enable the option for remain segment instances and save and close.
For suppose if you don’t want any segment for this instances just give the default type is constant
then default value will appear and give the default value as default means for this instances this
segment values will automatically come as default (In code combination)
General Ledger Page 13
4. Manage Chart of account value set values
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart%value%
Select Manage chart of accounts value set values
Query or Search with value set code then you get the segments of that value set and select the
value set code and click on manage value tab
General Ledger Page 14
Then click on + icon to create values of each segment like below
Save and close
In the same way create values for remaining segment(Depends on client request)
Another Navigation
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart% value%
Select Manage chart of accounts value sets
Query the value set values and select the value set code
General Ledger Page 15
Click on Manage values
In this navigation we have on draw back, in this you can assign the values but you can’t define
parent or child
5. Manage Deploy Flex fields
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %chart% value%
Select Manage chart of accounts structure
Search with key flex fields name (Accounting flex fields)
General Ledger Page 16
Click on Deploy flex field
After deploy successful deployment status will be tick mark.
6. Manage Parent and child hierarchy
We have to create relationship for all segments
Company
a. Create Tree
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %account%hie%
Select Manage Account hierarchies
Go to actions and select create tree
Give the Hierarchy details then automatically comes the details under data source parameters
General Ledger Page 17
If you expand the each parameters it gives the value set code(It should be value set name
which we already created in value sets) details for parent and child.
Then save and Click on next and submit
b. Create Tree version
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %account% hie%
Select Manage Account hierarchies
Query/search with tree name which we created one
Select the Tree and go to actions and select create tree version
General Ledger Page 18
Give the tree version details and click on next
Click on + icon to create hierarchy for company
And give the tree node details like Data source(parent and detailed) and move the values left
to right side throw click the yarrow icon
General Ledger Page 19
After moved the values left to right side, build the relation between parent and child throw
drag the child values to parent values then screen will be appear as below
General Ledger Page 20
Click on Submit
c. Run online audit
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %account% hie%
Select Manage Account hierarchies
Query/search with tree name which we created one
Expand the tree name then tree version will appear
Select it change the status as active throw go to action and select status and select the active
options then this version will active
Then run online audit option will appear otherwise go to action and click on the Run online
audit option
d. Perform row and column flattening
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Mange %account% hie%
Select Manage Account hierarchies
Query/search with tree name which we created one
Expand the tree name then tree version will appear
General Ledger Page 21
Select the Tree version and go to action click on flatten in that we have to options row and
column click on row flattening then click on online flattening next click on column flattening
next click on online flattening
e. Publish accoun hierarchy
Go to set up and maintenance
Set up: Financials
Functional Area : Financial reporting structure
Task: %Publish% Account% Hie%
Select publish account hierarchy
Search the chart of account and segment name then COA will come if you click the expand
version will come select it and click the publish tab and save
Go to navigator and click the schedule process, process should be completed otherwise this
hierarchy will not work
Natural accounts
General Ledger Page 22
Legal entity and ledger creation
Ledger
Definition: Ledger is a reporting entity. In which recording day to day transactions and it will determine
the 4 c’s in the organization. One business group contains multiple ledgers but one ledger must be
associated with only one business group
Legal entity
Legal entity is nothing but tax authority for generates tax report. One ledger entity contains multiple legal
entities but one legal entity must be associated with one ledger
Steps to be follow to create legal entity and ledger
1. Mange legal address
2. Manage legal entity
3. Manage primary ledger
4. Specify Ledger options
5. Assign legal entity to ledger
6. Assign Balancing segment values to legal entity
7. Run Review & submit accounting configuration
8. Assign data roles to user
9. Assign data access set
10. Open periods
1. Mange legal address
Go to set up and maintenance
Set up: Financials
Functional Area : legal structure
Task: %Mange %legal% address%
Select Manage legal address
Click on + icon to create legal address
Give the details and save
General Ledger Page 23
2. Manage legal entity
Go to set up and maintenance
Set up: Financials
Functional Area : legal structure
Task: %Mange %legal%
Select Manage legal entity scope should be your primary ledger
Click on scope, click on create new and click on apply and go to task
Click on + icon to create legal entity
Give the details and legal address (which already created legal address), save and close
General Ledger Page 24
3. Manage primary ledger
Go to set up and maintenance
Set up: Financials
Functional Area : General Ledgers
Task: %Mange %primary% led%
Select Manage primary ledger
Click on + icon to create new primary ledger
Give the details for primary ledger and save and close
4. Specify Ledger options
Go to set up and maintenance
Set up: Financials
Functional Area : General Ledgers
Task: %specify% ledger% options%
Select Specify ledger options
Select Specify ledger options (Scope should be our primary ledger)
Click on scope, click on create new and click on apply and go to task
General Ledger Page 25
In ledger options we have few tabs but all these tabs not mandatory for P leger creation. We
have only Period close(retained earnings) is main
• General information
• Accounting calendar
• Sub ledger accounting
• Period close
• Journal processing
• Average balance
• Sequencing
Update ledger language in sub ledger accounting, retained earnings under period close and
sequencing by ledger under sequencing
Save and close
General Ledger Page 26
5. Assign legal entities to ledger
Go to set up and maintenance
Set up: Financials
Functional Area : General Ledgers
Task: %assign% legal% entities%
Select Assign legal entities
Scope should be our primary ledger
Click on add and select icon
And query the legal entity, select your legal entity apply and done
6. Assign Balancing segment values to legal entities
Go to set up and maintenance
Set up: Financials
Functional Area : General Ledgers
Task: %assign% balan% seg%
Select Assign Balancing segment values to legal entities
General Ledger Page 27
Scope should be our primary ledger
Click on + icon to create to add the balancing values to legal entity and give the values if you
want to add another B.S values click on save and assign another and save and close
7. Run Review & submit accounting configuration
Go to set up and maintenance
Set up: Financials
Functional Area : General Ledgers
Task: %Review% and% submit%
Select Review and submit accounting configuration
Scope should be our primary ledger
Select primary ledger and click on submit
Then go to tools scheduled process make sure that program should be success
General Ledger Page 28
8. Assign Data roles to user
Go to Navigator, Tools and select security console select user and search for user
click on edit and add roles called
1. GENERAL ACCOUNTING MANAGER (ORA)
2. AND GENERAL ACCOUNTANT (ORA)
After that run the retrieve LDAP (Light Weight Access Protocol) program. Navigator,
Tools and select scheduled process and run the LDAP program. LDAP program
should be run after adding the role to user
Another navigation to add roles
Go to set up and maintenance
Set up: Financials
Functional area: User and security
Task: %manage% job% role%
Select Manage job roles
General Ledger Page 29
9. Assign data access set
Go to set up and maintenance
Set up: Financials
Functional area : General ledger
Task: %manage %data% access%
Select Manage data access set data access for user
Oracle required 3 way links between
1. User
2. Role
3. Data
Click on + to create assign data access set and give the user name and assign access set to
user
Save and close
10. Open periods
Go to navigator, General accounting and select period close, and then click on
General Ledger
General Ledger Page 30
Go to actions click on Open Target period and give the target period and click on ok
Then period will open
Status
Never opened – No activity has been made
Future-Period is unopened but system will allow to doing journal and saving but can’t post it
Open – we can do activities like book post and review
Close – Can’t book and post the journals but we can review. We can reopen the period
Permanently closed – Can’t book and post and reopen also
General Ledger Page 31
Journals
It is used to record day to day business transaction of the organization. It contains debit
and credit lines. Always debit equals to credit, Journal contains two types of categories.
1. Journal Header
2. Journal Lines
Methods of journals
We have two methods
1. Manual method – entering journals manually
2. Automatic – System generated automatically
Manual method
1. Single journal
2. Batch journal
Multiple ways to enter journals
1. Manual
2. FBDI (File Based Data Import)
3. ADFDI (Application desktop Framework Development Integration)
4. Automatic Journals (Mass allocation and Revaluation)
1. Single Journal
Click on navigator and choose the General accounting and click on Journals
General Ledger Page 32
Click on Task bar and click on Create journal under journal
Enter the journal details and save and post
General Ledger Page 33
In Real time we shouldn’t directly enter the journal in to General ledger. These are come from
subledgers(AP,AR)
Check the scheduled process weather it is succeeded or not
Query the journal
Click on navigator and choose the General accounting and click on Journals click on task and
Mange journal
Then search the journal with date or journal name, we have so many search options
General Ledger Page 34
And check the journal
2. Batch Journal
Go to navigator
Select General accounting
Select Journals and go to Task icon
Create Journals
Enter the details and save it
Re query the journal and add the lines if you want save
At the month end or day end post it
Enter journals with using spread sheet
When entering the journals with spread sheet we have 2 options to upload the day from sheet to
system
• Single journal
• Batch journal/ Multiple journal
1. When data is less than 500 Mb then we use ADFDI
2. When data is more than 500 Mb then we use FBDI
1. Single Journal
Select Navigator
Go to General accounting
Select Journals
Go to Task icon and select Create journal in spreadsheet
Spreadsheet will download open it and give the login details and give the data
General Ledger Page 35
Enter the details
Click on submit you will get one pop up choose the submit journal and posting
Then query the journal and you will find the JV
General Ledger Page 36
2. Batch Journal
Select Navigator
Go to General accounting
Select Journals
Go to Task icon and select Create journal in spreadsheet
Spreadsheet will download and open it and give the login details and go to multiple journals tab
give the details and submit
General Ledger Page 37
Submit
Query the JV and check the results
Reversal journal’s
Reversal of journal is nothing but cancelling the journal. There are two types of reversal methods
1. Switch Dr/Cr
In this method system will create new reversal journal entry with opposite lines of
original journal
2. Change sign
In this method system will create new reversal journal entry with + ve amount
Go to navigator choose general accounting and select journals. Click on Task and select Manage journal
Query the journal which you want to reversal of cancel
Select and open the journal
Show more option beside Journal Tab click on it
Give the reversal period and reversal method( Switch Dr/Cr or Change sing)
General Ledger Page 38
Save it and then go to journal actions click on Reverse
Then status will turn to as Reversed
Query the journal and post it and journal name will change as reversal journal
Foreign currency journals / FX Journals/ Entered currency journals
Steps
1. ManageExchange (Conversion) Rate type (Optional)
2. Mange Exchange( daily) Rates
3. Enter FX Journal and Post
Manage Exchange (Conversion) Rate type (Optional)
Oracle provided seeded rate types, if you want to define separately you can
General Ledger Page 39
We have 3 types of rates
1. Corporate (Higher management people will provide)
2. Spot/Market (Market rate)
3. User (On the time of journal entry)
Go to set up and maintenance
Set up: Financials
Task: %manage %conv%
Select Manage Conversion rate types
Click on + to create rates types
Give the details
Save and close
o Enforce Inverse Relationship - It converts USD to INR
o Enable Cross Rates means – It converts multiple rates USD to INR, INR to GBP, GBP to AUD
o Allow Cross Rates Override – If you enable it you can overwrite the rates
Manage Daily rates
Go to set up and maintenance
Set up: Financials
Task: %manage %daily%
Select Manage daily rates
Click on Daily rates
Click on Create spreadsheet
General Ledger Page 40
Give your login details then sheet will open and give the rate details
Click on Submit
After check the results in the system weather this details uploaded or not
Enter journal and post
Go to Navigator
Go to General accounting
General Ledger Page 41
Journals
Go to Task icon
Create Journal
Enter the details
Currency should be USD and Conversion rate our own defined rate
In the lines Entered currency line will add because we are entering in USD currency
Conversion rate also appear in the lines
Save and complete and post
Auto copy journals
It is allows to copy the existing Journal instead of creating new journal
Search the Journal which you want to copy
Go to batch actions tab and select copy
Save and post it
Query the journal ad you will find in JV’s, for this source is the auto copy
General Ledger Page 42
Mixed currency Journals
It gives the advantage of enter Dr in INR and Cr in USD. It is available only in fusion (GL and
Subledgers)
Setup
1. Enable mixed currency stat journals at specify ledger options
2. Provide entered currency balancing segment account at specify ledger options
3. Define exchange rates
4. Enter and post journals
5. Verify Journal entries
1. Enable mixed currency stat journals at specify ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify %ledg%
Select Specify ledger options
Go to Journal Processing tab and enable Allow mixed statistical and monetary journals
Save and close
General Ledger Page 43
2. Provide entered currency balancing segment account at specify ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify %ledg%
Select Specify ledger options
Go to Journal Processing tab and give the entered currency balancing account details
Save and Close
3. Define Exchange rates
Go to set up and maintenance
Set up: Financials
Task: %manage %daily%
Select Manage daily rates
Click on Daily rates
Click on Create spreadsheet
General Ledger Page 44
Give your login details then sheet will open and give the rate details
Click on Submit
After check the results in the system weather this details uploaded or not
4. Enter and post journals
Go to navigator
Select General accounts
Open Journals
Go to Task icon
Click the create journals
Currency should be leave blank
Debit line INR and Credit line USD
Complete and save
Post
General Ledger Page 45
5. Verify Journal entries
Go to navigator
Select General accounting
Select Journals
Click on Task icon
Click on Manage journals
Query the journal
Post it
General Ledger Page 46
Source and category
Journal Source
1. It is a Journal component; it is used to identify the ORIGIN of the journal.
2. When we import data from legacy systems to GL we require source names
3. Importing journal Reference:
To import detailed information from summary journals we use this option
4. Require Journal approval:
This field is used to get the journal approval by higher management for different journal
sources
5. Import using key: This is used to define whether journals will be imported using source key
or not
Creation
Go to set up and maintenance
Set up: Financials
Task: %Manage % journal %Source%
Select Manage journal source
Click on + to create source
Give the details
Freeze journals - Yes
General Ledger Page 47
Freeze Journals:
Yes- You can’t change the journal
No- You can change the journal
Partial- You can change few things in the journal
Effective date Rule:
Fail: Journal Import will reject transactions when the effective date is not a valid
business day. No posting takes place.
Leave Alone: Journal import will accept all transactions regardless of the effective date.
Roll Date: Journal Import will accept the transaction, but roll the effective date back to
the nearest valid business day within the same period. If there is no prior valid business
day within the same period, the effective date is rolled forward.
General Ledger Page 48
Note: The Effective Date Rule field will not appear unless you have average balance
processing enabled for at least one ledger.
Save and close
Journal Category
1. Journal Category determines the purpose or type of the journal entry
2. When you enter a journal you specify a journal category
Examples:
1. AP Invoices
2. AP Payments
3. Adjustment
4. Budget
5. Intercompany
6. Inventory
7. Payments
8. Payroll
9. Receipt
10. Year-end close
Creation
Go to set up and maintenance
Set up: Financials
Task: %Manage % journal %Category%
Select Manage journal Category
Click on + to create category
Give the details
General Ledger Page 49
Save and close
Account Aliases
It is used to define short names for code combinations. Use account aliases to reduce data entry
key scored while entering transactional data by calling out account aliases.
Example
Account aliases name Code combination
Cash in bank 101.0000.0000.11100.0000.0000
1. Enable aliases at structure instances
2. Mange account aliases
3. Enter journal using aliases
1. Enable aliases at structure instances
Go to set up and maintenance
Set up: Financials
Task: %Manage % account% stru%
Select Manage Chart of account structures
Query with accounting flex fields
Select general ledger
Go to select Manage structure instances
General Ledger Page 50
Query your instances, select and edit instances
Enable the shorthand aliases and save and close
2. Manage account aliases
Go to set up and maintenance
Set up: Financials
Task: %Manage % short%aliases%
Select Manage shorthand aliases
Select you chart of accounts
Search with Chart of accounts
Click on + to create
General Ledger Page 51
Click on + to create another combination
Save and close
3. Enter journal with using shorthand aliases
Go to navigator
General accounting
Select Journals
Go to Task icon
Create journals
Enter details
In lines while giving the code combination on the top alias pop up will highlight
In that you can choose the code combination
Complete and post
General Ledger Page 52
Accounting & Reporting sequences
It allows,generate a unique number for every JV which is posted. We have three sequencing
numbers
1. Document sequencing numbering – After save the invoice
2. Accounting sequencing numbering- After post the invoice
3. Reporting sequencing numbering – After close the period
Cloud
GL: No Document sequences concept
In other modules: Yes document sequences concept
Note: System will not assign new sequential number for the Reversal journal for the particular
journal. It assigns only the Original Journal sequential number to reversal journal
Setups
1. Manage sequences
2. Sequencing assignment
General Ledger Page 53
3. Enter and post the Journal
4. Verify accounting sequencing for post journal
1. Manage sequences
Go to set up and maintenance
Set up: Financials
Task: %Manage % account% sequence%
Select Manage accounting and reporting sequences
Click on + to create sequence number
Manual Journal
Give the details and initial number indicates starting number of invoices that to
manual journals
Save and close
Depreciation Journal
Go to set up and maintenance
Set up: Financials
Task: %Manage % account% sequence%
Select Manage accounting and reporting sequences
Click on + to create sequence number
General Ledger Page 54
Give the details and initial number indicates starting number of invoices that to
manual journals
Save and Close
2. Sequencing assignment
Go to set up and maintenance
Set up: Financials
Task: %Manage % account% sequence%
Select Manage accounting and reporting sequences
Change to Sequencing assignment tab
Click on + to create numbering
Give the ledger name and click on + (if Association is not available under the
sequences)
Association name as manual and depreciation which we created earlier and journal
sources for manual is manual for Depreciation is Assets and category as all
General Ledger Page 55
Save and close
o Required assignment for all journals
1. If it in enable mode system will not post the Journals which are not under the source and
category
2. If “All” option enable under the source and category then this is not required to enable
3. Enter and post journal
Go to navigator
Go to General accounting
Go to Journals
Go to Task icon
Select Create journal
Give the details , save and post the journal
General Ledger Page 56
4. Verify accounting sequencing for post journal
Go to navigator
Go to General accounting
Go to Journals
Go to Task icon
Go to manage journal
Query the journal which you posted for sequential numbering
Open the journal and click on show more (beside journal)
Click on Sequencing tab then number will show like below
Reporting currencies/ ledger
Reporting Currency are the currency used for financial, legal & management reporting. If
the reporting currency is not same as that of ledger currency, we can use foreign currency
translation process or reporting currencies functionality to convert the ledger account balances in
the reporting currency. Reporting currency can be based on primary or secondary ledger. A
reporting currency can differ from its source ledger in its currency and some processing options,
but shares the same chart of accounts, accounting calendar, and accounting method with its
related ledger.
Conversion Rules
General Ledger Page 57
We have three types of conversion rules
1. Balance
2. Journal
3. Sub ledger
Steps
1. Manage reporting currencies
2. Assign Reporting currency ledger to data access
3. Open periods for reporting currencies ledger
4. Manage exchange rate for conversion
5. Enter and post journal in primary ledger
6. Verify results in Primary& Reporting ledger
1. Manage reporting currencies
Go to set up and maintenance
Set up: Financials
Task: %Manage % report% currencies%
Select Manage Reporting currencies
Click on + to create
Give the details of General information, ledger options, currency translation options
and journal conversion rules
General Ledger Page 58
o Retain transaction rate type
If you keep it as yes able to create spot rate
o Missing conversion rate
o User last rate: It will take past 5 days
o Report error :Day wise
General Ledger Page 59
Save and close
2. Assign Reporting currency ledger to data access
Go to set up and maintenance
Set up: Financials
Task: %Manage %data% access%
Select Manage data access sets data access for user
Click on + for add to user
Save and close
Done
General Ledger Page 60
3. Open periods for reporting currencies ledger
Go to navigator
Go to General accounting
Select period close
Click on the General ledger
Change data access set as Reporting ledger
Click on General ledger
Then open first period
Go to actions click on Open target period
Then give the target period means from which month to which month want to open the period
4. Manage exchange rate for conversion
Go to set up and maintenance
General Ledger Page 61
Set up: Financials
Task: %Manage % Daily% rates%
Select Manage Daily rates
Select daily rates Tab
Click on spread sheet
Open the downloaded sheet and give the details and click on submit
Check the rates in daily rates weather this are successfully uploaded or not
5. Enter and post journal in primary ledger
Go to navigator
Go to General accounting
Go to Journals
Change the data access set to reporting ledger
Go to Task icon
Select Create journal
Give the details , save and post the journal
6. Verify journal in primary and secondary ledger
Go to navigator
Go to General accounting
Change the data access set to reporting ledger
Go to Task icon
Select mange journal
Query the journal which was create in primary ledger
Go to Journals
General Ledger Page 62
Go to Task icon
Revaluation
It is used to identify unrealized gain or loss which is occurring due to the exchange rate
fluctuations. Revaluation comes in two modules
1. General Ledger
2. Fixed assets
Revaluation reflects the changes in the exchange rates.
For example:
Invoice May 5th $1000 Rs 45 Rs 45000
Payment May 10th $1000 Rs 47 Rs 47000
If paid on `May 25th $1000 Rs 43 Rs 43000
In the above example gain or loss is Rs 2000
Steps
1. Manage unrealized gain loss account
2. Enable foreign currency code
3. Manage exchange rate for today and moth end
4. Manage revaluation template
5. Submit revaluation
6. Book FX Journal on credit
1. Manage unrealized gain loss account in COA values
Go to set up and maintenance
General Ledger Page 63
Set up: Financials
Task: %Manage % chart% value set% values
Select Manage Chart of account value set values
Query your natural account segment
Select and click on manage values
If the value already define no need to define again, if not there have to create
General Ledger Page 64
2. Enable foreign currency code
Go to set up and maintenance
Set up: Financials
Task: %Manage % currencies%
Select Manage currencies
Query foreign currencies and enable it(if already enabled no action required)
3. Manage exchange rate for today and moth end
Go to set up and maintenance
Set up: Financials
Task: %Manage % daily% rates
Select Manage daily rates
Click on spread sheet open it and give the details and submit
Check the rates weather it uploaded to system or not
Then Create foreign journal with today and month end(then only you can see the
unrealized gain or loss)
4. Manage revaluation Template
Click on navigator
Go to General accounting
Select general accounting dashboard
Click on Task icon
Click the Revalue balances under period close
General Ledger Page 65
Click on + to create revaluation template
Give the details and realized gain or losses account
Click on + under revaluation and click on filter condition icon and give the condition for
natural accounts (Ap liability) add it because of we are running the revaluation on payment
account that’s the reason. We have to give the condition for which account you want to run
the account
General Ledger Page 66
Save and complete
5. Submit Revaluation
Go to navigator
Go to General accounting
Select General accounting dashboard
Select created revaluation template
Then Click on Generate tab
Give the details and click on submit
6. Book FX Journal on credit
General Ledger Page 67
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Give the details currency is USD and credit line charge account is ap liability because of
purchased on credit
Save and complete and post it
7. Run Trial Balance report
Go to navigator
Go to tools
Select Scheduled new Process
Search with trial balance report
Give the month for which month you want run the trail balance
Submit
Pending
General Ledger Page 68
Auto Post
• We can post the journals automatically by specifying the some criteria in Auto post
criteria set.
• Criteria could be: combinations of ledger or ledger set, journal source, journal category,
balance type, and period.
• Once you define an Auto Post criteria set, run the Auto Post program to select and post
any journal batches that meet the criteria defined by the criteria set.
• You can also schedule the Auto Post program to run at specific times and submission
intervals.
• You can submit the Auto Post program or schedule Auto Post runs directly from the Auto
Post Criteria Sets window. Alternatively, you can use the Submit Request window
1. Manage auto post criteria sets
2. Create multiple journals for testing
3. Run auto post
1. Manage auto post criteria sets
Go to set up and maintenance
Set up: Financials
Task: %Manage % auto% post%
Select Manage auto post criteria set
Click on + to create criteria set
Give the details of auto post details
Click on + to create criteria details
General Ledger Page 69
o Sources Payables, Receivables, Spreadsheet we have to define different priority wise
depends on client request except Manual Journals
o Process all criteria
Yes: It will process all criteria
No: It will bring the batches wise
Save and close
2. Create Multiple Journals for testing
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Give the details and save it
Create the few more journals for testing purpose
3. Run Autopost
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Click on Run Auto post
General Ledger Page 70
Auto post Criteria should be your criteria set
Click on Submit
Query the journal and check weather posted or not
Auto Reversal
Auto reverse is nothing but, reversing journal automatically based on the criteria that we
specify in the criteria sets
Criteria could be:
Journal category
Reversal Method
General Ledger Page 71
Reversal period
If you routinely generate and post large numbers of journal reversals as part of your month end
closing and opening procedures, you can save time and reduce entry errors by using Automatic
Journal Reversal to automatically generate and post your journal reversals.
1. Manage Journal reversal criteria set
2. Assign criteria set to ledger options
3. Enter journals against the category mentioned in reversal criteria set
4. Open Next period
5. Review auto reversal
1. Manage Journal reversal criteria set
Go to set up and maintenance
Set up: Financials
Task: %Manage % journal% reversal%
Select Manage journal reversal criteria set
Click on + to create criteria set
Give the details and criteria set also
Save and close
General Ledger Page 72
2. Assign criteria set to ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify% ledger% options%
Select Specify ledger options
Go to intercompany tab
Assign criteria set to Journal auto reversal criteria set
Save and close
3. Enter journal against criteria set
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Give the details category should be predefined criteria set ACCRUAL and in show more we
have Reversal tab in that tab we have to give future period
General Ledger Page 73
Save and close
4. Run auto reversal
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Click on journal reversal option and give the reversal period
Click the Advanced tab and go to scheduled tab and enable the using schedule and give the
Frequency: Hourly/Minute, Start date- check the journal for reversal entry
You can also do this from scheduled process Run Auto Post job
General Ledger Page 74
Allow Dynamic Inserts
We enable at this instances level, if you enable this you can give the any code combination
otherwise existing combination only will work
Go to set up and maintenance
Set up: Financials
Task: %Manage % chart% stru%
Select Manage Chart of account structure instances
Query your COA and click on manage structure instances
Enable Dynamic combination creation allows
It allows to create new code combination while entering the journals
General Ledger Page 75
Manage code combinations
1. It allows creating new code combinations (If dynamic insert is disenable)
2. It allows disable or end date an existing combination
3. It allows store all code combination user by user either manually or automatically
Create code combination (if dynamic insert is not enable in the structure instances level)
Manual creation
Go to set up and maintenance
Set up: Financials
Task: %Manage %account%combination%
Select Manage account combination
Select your COA
Click on + to create new code combination
Throw spreadsheet
Go to set up and maintenance
Set up: Financials
Task: %Manage % account% combination%
Select Manage account combination
Select your COA
Click on Spread sheet
General Ledger Page 76
Open it and give the details and submit
Translations
Translation is the process of translating account balances from functional currency to
another (reporting or foreign) currency. This process translates balances only. It doesn’t translate
individual transactions. While doing translation makes sure previous month period status should
be open Ex: Mar Feb, AprMar
Translation rates
Expenses & Revenue Average rate
Assets & Liabilities Period end rate
Equity & Owner ship Period end rate/ Historical rate
Setups
1. Define Translation adjustment account and period end ,period average rates at specify
ledger options
2. Manage Conversion rates for period end, period average rates
3. Manage Historical rates conversion
4. Create translation ledger
5. Run translation process
6. Run General ledger trail balances report
1. Define Translation adjustment account and period end, period average rates at
specify ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify%ledger%
Select Specify ledger options
Update translation adjustment account under period close tab and give the period
and average rates
General Ledger Page 77
Save and close
2. Create Conversion rates for period end, period average rates
Go to set up and maintenance
Set up: Financials
Task: %manage% daily%
Select Manage daily rates
Go to daily rates tab
Click on spread sheet
Give the period and average rate
Check the results in the system
General Ledger Page 78
3. Manage Historical rates conversion
Go to set up and maintenance
Set up: Financials
Task: %manage% daily%
Select Manage daily rates
Go to historical rates tabs
Give the ledger name, target currency and rate type
Click on spread sheet
Give the details and submit
4. Create translation ledger
Go to set up and maintenance
Set up: Financials
Task: %manage% reporting%
Select Manage reporting currencies
Click on + to create
Give the details
Save and close
General Ledger Page 79
o Currency conversion level : If you select the remaining options it will take it as foreign
currency or reporting currency
5. Run translation process
Go to navigator
Go to general accounting
Select period close
Go to Task icon
Click on Translate balances under multi-currency
Give the details and submit
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Check in Scheduled process for result it should be succeeded
6. Run General ledger trail balances report
Go to navigator
Go to tools
Select scheduled process
Click on the schedule new process
Run a program called General ledger trail balance
Give the details
General Ledger Page 81
In the same way we can run another report calledTrialBalances report(In R 12 we don’t have
this)
After succeeded the scheduled process see the results
Scroll down click on the publishselect which type of document you want and see the result
Leger set
It allows to access multiple ledgers at a time. We can book multiple ledgersin single user
1. User can enter journals against all ledgers without changing access
2. User can open/close periods for all ledgers without changing access
3. User can run report for all ledger in one go
Note: All ledgers should share the same COA & Calendar
Setups
1. Manage ledger set
2. Assign ledger set to role
3. Open/Close period using ledger set
4. Enter journals
5. Run Report
1. Manage ledger set
Go to set up and maintenance
Set up: Financials
General Ledger Page 82
Task: %manage %ledger%
Select Manage Ledger Set
Give the details
Click on + to assign ledgers to this ledger sets
Save and close
2. Assign ledger set to role
Go to set up and maintenance
Set up: Financials
Task:%manage %assign% data% access% set%
Select Assign data access set data access for user
Click on + to assign data access set
General Ledger Page 83
Click on Save and Close
3. Open/Close period using ledger set
Go to Navigator
Go to Tools
Select Scheduled process
Choose New Scheduled process
Run a Program called Open General ledger periods
Give the details and Submit
4. Enter journals
Go to navigator
Go to General accounting
Select the Journals
Change data access set as Ledger set
Go to Task icon
Create journal
Give the details and in the ledger all ledgers will appear
General Ledger Page 84
5. Run Report
Go to Navigator
Go to Tools
Select Scheduled process
Choose New Scheduled process
Run Report called Trial balance
Data Access set or Definition access set
• It is a functionality gives the user privileges like Read only, Read and write for specific
balancing segments
• Data access controls two ledgers
1. Full ledger ( We can enter journals in all balancing segments like HYD, Chennai,
Bang, Mum)
Ex: 101,101,103,104
2. Primary Balancing segment( We can enter Journals in Few balancing segments)
Ex: 101 – Read and write
102,103,104, --- Read Only
General Ledger Page 85
Setups
1. Manage data access set
2. Assign data access set to role
3. Book the journal
1. Manage data access set
Go to set up and maintenance
Set up: Financials
Task: %manage %data%access%set%
Select Manage data access set
Click on + to create access set
Give the details access set type is balancing segment value
Click on + under assign balancing segment values
Give the details and Click on Save and close
2. Assign data access set to role
Go to set up and maintenance
Set up: Financials
Task: %manage %data% access% set%
Select Manage data access set data access for users
Click on + to create access to role
General Ledger Page 86
Save and close
3. Enter journals and check the results
Go to navigator
Go to General accounting
Select the Journals
Change data access set data access set
Go to Task icon
Create journal
Now in lines will not book the journals with 102(restricted in the data access set)
General Ledger Page 87
Suspense account
It happened when differences in journal and trial balance, 95 % we should not recommend to
client
Setups
1. Enter suspense account at ledger options
2. Enter unbalanced journal
3. Verify posted journals
1. Enter suspense account at ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify% ledger%
Select Specify ledger options
Give the suspense account under journal processing
Save and close
2. Enter unbalanced journal
Go to navigator
General Ledger Page 88
Go to General accounting
Select the Journals
Click on Task icon
Create journals
Enter unbalanced lines, save ad post it
Note: If we not entering the suspense account in ledger option it will not post it because as per Balancing
segment label
3. Verify posted journal
Go to navigator
Go to General accounting
Select journals
Click on Task icon
Mange generals
Un balanced amount adjusted to suspense account
Inter Company / Intra Company
Inter Company
When a transaction happened within one legal entity is called intra company transaction.
Inter company
When a transaction happened within between two different legal entities is called inter company
General Ledger Page 89
Inter and intra company transactions
Booking GL entries
With invoice = Entries would get transferred to GL
Without invoice = AP & AR
Segment label = Inter Company segment label
Options for Intro/Intra company transaction
1. Many to Many
2. Clearing Company
Setups
1. Define inter Company account
2. Enable inter Company flag at Ledger options
3. Manage inter Company balancing rules
4. Manage additional inter Company balancing and clearing options
5. Enter journal for 2 Balancing segments and post it
6. Verify journal entry results
1. Define inter and intra Company account
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %values%
Select Manage chart of account value set values
Query your COA
Select Natural account segment and click on manage values
General Ledger Page 90
Click on + to add values
Add the Payables and Receivables clearance account
Save and close
2. Enable inter Company flag at ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify% ledger %
Select Specify ledger options
Enable the inter Company flag
General Ledger Page 91
Save and close
3. Manage inter Company balancing rules
Go to set up and maintenance
Set up: Financials
Task: %manage%inter%company%
Select Manage inter Company balancing rules
You can define rules under primary segments rules and ledger rules both are same
Click on + to create balancing rules
General Ledger Page 92
Give the rules
Balancing segment values 101-102,101-103,102-101 you can create rules like this
also
Save and close
4. Manage additional inter Company balancing and clearing options
Go to set up and maintenance
Set up: Financials
Task: %manage% inter% company%
Select Manage additional inter Company balancing and clearing options
Click on + to create options
Give the details and Close and save
o Summarization
Summary: When you enter the multiple lines (code combinations), then this summary
option will summarize and add the lines and make it as one credit line for all debit
lines
Detailed: This option will not give like that it will give line by line for one debit line
has one credit line
5. Enter journal for 2 Balancing segments and post it
Go to navigator
General Ledger Page 93
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Give the details in lines give the different segments save and post it
6. Verify journal entry results
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Manage Journal
Query and open the journal then your will find system added lines
Account inspector/ Account inquiry
In R12 we called as account inquiry
An account inspector/inquiry shows you actual, budget, and encumbrance account balances for
summary and detail accounts. You can perform variance calculations for both summary and detail
accounts.You can also drill down to see the activity that comprises your detail account balances,
General Ledger Page 94
including activity from Oracle Payables and Oracle Receivables, if these products are installed on
your server and you have set up the drilldown.
Summary/Balances Details
Current assets 2000 Furniture 500, inventory 500,cash1000
1. Balances
Go to navigator
Go to General accounting
Click on Period close
Go to task
Inquire and Analyze balances
Doubt
2. Details
Go to navigator
Go to General accounting
Click on period close
Go to task
Inquire in Details balances
Give the details which you want
Click on search
o If you want to filter the data you can filter and check
o Foreign currency journals also will be show in this data but after conversion amount will
show.
General Ledger Page 95
Cross Validation Rules(CVR)
• It works at structure instance level
• You can define CVR on any KFF
• CVR doesn’t work in existing code combination
• Data access set only for Primary balancing segment but cross validation rule for code
combination
1. When you will book the expenses & Revenue with department not as default value then you can give
a rule
Expenses & Revenue
101.0000.74500.0000.0000
101.0000.74500.0000.0000
101.1001.74500.0000.0000
101 – Company
0000-Department
74500-Natural accounts
0000-Products
0000-Future
Setups
1. Manage CVR Rule
2. Deploy COA
3. Enter journal against restricted code combination
1. Manage CVR Rule
Go to set up and maintenance
Set up: Financials
Task: %cross %validation% rules%
General Ledger Page 96
Select Manage cross-validation rule
Give the details and click on + to create rule
Click on Condition filter icon
Click on add fields add condition rules
Click on validation filter icon
Give the details
Company should be Hyderabad only
General Ledger Page 97
Natural accounts 1000- 39999 means 7000 is exempt because of condition is written on
expenses and 4000 is also exempt because of condition is written on assets
Save and close
2. Deploy COA
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %structure%
Select Manage chart of account structure
Query your COA and click on Deployment tab
3. Enter journal against restricted code combination
Go to navigator
Go to General accounting
Select journals and Go to task icon
Click on create journal
Entry the lines with restricted code combination
General Ledger Page 98
Security rules (SR)
It is used torestrict the specific segment value
Security rules (SR) Cross validation rule (CVR)
1.It is allows to restrict a specific segment 1.It allows to restrict new code
value or range of segment value combination
2.It applies at role level 2.It works at structure instances level
3.Can be defined on KFF and DFF 3.Works on only at KFF level
1. In SR we don’t have Read & Write and Read only in this we have only Read & Write or not Read &
Write. We don’t have separate rules either you can give the full access or completely restrict
2. In SR we can restrict child and parent level for this we have to create hierarchy like tree and tree
structure
3. In Data access set we can restrict only for balancing segment values but in security rules we can
restricted on every segment
Setups
1. Enable security option at value set
2. Create condition
3. Create policy
a. Add general information
General Ledger Page 99
b. Add rule
c. Create rule
4. Deploy COA
5. Publish account hierarchy
6. Enter journal against the restricted value
1. Enable security option at value set
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %values%
Select Manage chart of account value set values
Query your COA
Select Company segment and click on edit
Enable security enabled option and give the data security resource name
If you want to do for other segments you can do
Define data security & Edit
2. Create condition
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %values%
Select Manage chart of account value set values
Query your COA
General Ledger Page 100
Select Company segment and click on edit
After enable the security role edit data security is highlighted click on it
Click on + to create data security under condition tab
Give the details and save
Tree operators
If you enable this you can give the condition throw the hierarchy
3. Create policy
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %values%
Select Manage chart of account value set values
General Ledger Page 101
Query your COA
Select Company segment and click on edit
After enable the security role edit data security is highlighted click on it
Click on + to create data security under Policy tab
Give the details and save
Go to Role tab under policy tab
Assign General accountant role
General Ledger Page 102
Go to rule tab under policy tab
Give the Condition which you created one
Click on submit
4. Deploy COA
General Ledger Page 103
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %structure%
Select Manage chart of account structure
Query your COA and click on Deployment tab
5. Enter journal against the restricted value
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Enter the journal with against the restricted value
In lines we can see only non-restricted value
General Ledger Page 104
Secondary Ledger
Additional reporting requirement ( 4 c’s difference)
Additional accounting needs ( Accounting methods, Gaaps)
Additional statutory reporting needs (Corporate book and tax book)
When there are any differences arises in any c’s (4 C’s) then we will bring secondary ledger in
concept
When there is the difference in currencies (remaining should same) then we will bring reporting
ledger
We have two scenarios in creation
1. Take the already defined COA
2. Create the new COA
Setups
1st scenario
1. Manage secondary ledger
2. Specify ledger options
3. Complete primary to secondary ledger mapping
4. Run review and Submit accounting configuration
5. Assign data access to secondary ledger
6. Open secondary ledger period
If you want to do a few more steps or else ignore this
7. Manage ledger set
8. Assign data access
9. Enter Journal and post in primary ledger
10. Enter adjustment category journal in secondary ledger
11. Run trial balance report
1. Manage secondary ledger
Go to set up and maintenance
Set up: Financials
General Ledger Page 105
Task: %manage %secondary %ledger
Select Manage secondary ledger
Click on + to create secondary ledger
Data conversion level
When we are creating sec led we have to user only two levels (sub ledgers and adjustments
only) when we are using accounting method other you can assign anyting
Sub ledger and adjustment:
Adjustment:
General Ledger Page 106
2. Specify ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify% ledger% options%
Select Specify ledger options(below one)
Select scope and choose secondary ledger under secondary ledger
Give the retain earnings account and save it
3. Compete primary to secondary ledger mapping
When we don’t have any difference b/w COA then no need to do this
Go to set up and maintenance
Set up: Financials
Task: %complete% primary% map% sec%
Select Complete primary to secondary ledger mapping
4. Run Review and submit accounting configuration
Go to set up and maintenance
Set up: Financials
Task: %Review% submit% accounting%
Select Review and submit accounting configuration
General Ledger Page 107
5. Assign data access to secondary ledger
Go to set up and maintenance
Set up: Financials
Task: %manage %data% access%
Select Manage Data access set access for user
Assign secondary ledger to user
6. Open periods for secondary ledger
Go to navigator
Go to General accounting
Select period end
Go to action and open target period
7. Manage ledger set
Go to set up and maintenance
Set up: Financials
Task: %manage %ledger% sets%
Select Manage ledger sets
If you want to add few more ledger sets just add it
Save and close
8. Assign data access
Go to set up and maintenance
Set up: Financials
Task: %manage %data% access%
General Ledger Page 108
Select Manage Data access set access for user
Assign ledger set to user
9. Enter journal and post in Primary ledger
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Category should be other than adjustment
10. Enter adjustment category journal in secondary ledger
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Category should be adjustment
General Ledger Page 109
If you give the conversion adjustment level in the ledger creation as adjustment only, adjustment
category journal you can post in secondary ledger.
Apart from that if you give the remaining categories journals can copy form primary ledger to
secondary ledger
We have 3 conversion levels in Primary ledger
Balancing, Journal and sub ledger but in secondary ledger we have one conversion extra that is
adjustments only
If you choose these three every journal in primary get copy to secondary ledger
If you chose adjustment only journal will not copy Directly we can enter in secondary ledger
11. Run train balance
2nd scenario
1. Create COA value sets
2. Create structure
3. Create new structure
4. Create COA value sets values
5. Deploy COA
6. Manage secondary ledger
7. Specify ledger options
8. Manage COA mapping
9. Complete primary to secondary ledger mapping
10. Run review and submit accounting configuration
11. Assign data access
12. Open periods for secondary ledger
General Ledger Page 110
13. Enter journal and post in primary ledger
14. Verify the journal entry in primary and secondary ledger
1. Manage COA structure value set
Using primary ledger COA value sets
2. Manage COA structure
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %structure%
Select Manage chart of account structure
Click on structure instances
Create sec led instances
Create only 3 segment because of for primary we have 5 segment in secondary
ledger should be COA change, (if currency change then we go for reporting ledger
so take the different segments like take only 3 segments)
Save and close
3. Manage COA structure instances
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %structure%
Select Manage chart of account structure instances
Click on structure instances
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Click on + to create secondary ledger instances
Create secondary ledger instances
Save and close
4. Manage COA structure value set value
Using primary ledger COA value sets values
5. Deploy COA
Go to set up and maintenance
Set up: Financials
Task: %manage %chart %structure%
Select Manage chart of account structure
Query the KFF
Select the General ledger and click on deploy
6. Manage secondary ledger
Go to set up and maintenance
Set up: Financials
Task: %manage %secondary %ledger
Select Manage secondary ledger
Click on + to create secondary ledger
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o Accounting method : leave blank this field when you give the conversion level as journal, for
remaining you can give
7. Specify ledger options
Go to set up and maintenance
Set up: Financials
Task: %specify% ledger% options%
Select Specify ledger options(below one)
Select scope and choose secondary ledger under secondary ledger
Give the retained earning account and save it
8. Manage Pl to Sl COA mapping
Go to set up and maintenance
Set up: Financials
Task: %manage% chart% map%
Select manage chart of accounts mapping
Click on + to create mapping
Give the details target and source COAs
Under segment rules give the segments of primary and secondary
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o Mapping method
Copy value form source: it import the all information
Not assigned: it doesn’t import anything
Use rollup rules:
Assign single value: it imports the single accounts
9. Complete primary to secondary ledger mapping
Go to set up and maintenance
Set up: Financials
Task: %complete% primary% map% sec%
Select Complete primary to secondary ledger mapping
Give the COA mapping name
Set the conversion rules
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o Journal source and category
Other – other: if you give as transfer journals YES Irrespective of source and category
mapping will be there , if you give as NO mapping will not be there
Closing journal – other : If you give as Yes mapping will be there say as NO not there
Revaluation- other: If yes mapping will be there say as NO not there
10. Run review and submit accounting configuration
Go to set up and maintenance
Set up: Financials
Task: %Review% submit% accounting%
Select Review and submit accounting configuration
11. Assign data access
Go to set up and maintenance
Set up: Financials
Task: %manage %data% access%
Select Manage Data access set access for user
Assign secondary ledger to user
12. Open periods for secondary ledger
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Go to navigator
Go to General accounting
Select period end
Go to action and open target period
13. Enter journal and post in primary ledger
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
14. Verify the journal entry in secondary ledger
Go to navigator
Go to General accounting
Change the data access set as sec led
Select the Journals
Go to Task icon
Manage journal
Query the journal
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Rapid implementation
Rapid implementation is a way to configures a financial enterprise and financial reporting structures
quickly using sheets in a workbook that upload lists of
1. Companies (legal entities)
2. Ledgers by country
3. Business units
4. Chart of accounts and segment values
5. Segment value hierarchies
6. Financials sequences
7. Required sub ledger accounts
Once the sheets have been uploaded, the application creates:
1. Chart of accounts structure and instance
2. Segment value hierarchies
3. Key accounts such as retained earnings
4. Required sub ledger accounts
5. Accounting calendar
6. Primary ledger for each country represented on the legal entities sheet
7. Legal entities and their locations
8. Business units
9. Document and journal sequencing
10. Set of Financial Reporting reports
11. Three account groups
Disadvantages
1. You can’t upload intercompany
2. You can’t upload multiple ledger with same currency
3. You can’t upload Reporting ledger, secondary ledger only primary ledger you can create
4. Assignment segment values will not use
Setups
1. Download rapid implementation sheet
2. Fill the template with details
3. Validate the templates
4. Upload the template
5. Verify the setup
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1. Download rapid implementation sheet
Go to task icon
Click on search and search for rapid implementation
Choose Define common financials configuration for rapid implementations
Click on Create chart of accounts, ledger, legal entities and business unit in spread sheet
Spread sheet will download
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2. Fill the template with details
Select the COA, Calendar, and ledger worksheet
Give the ledger name, calendar, segments and segment labels
Give the Business units work sheet and give the details
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Select Companies and legal work sheet and give the companies and entities details
Note:
1. In spread sheet oracle give only two segments (Natural accounts and Balancing accounts) if you want
remaining once go to COA, Calendar and ledger work sheet click on add segment sheets then
automatically creates the sheet for which you defines segments in the COA sheet
2. In Values creation you shouldn’t leave the parent and relationship values for all segments
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Click on natural accounts worksheet
Give the natural accounts
Click on Financial sequences worksheet
Give the details
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o Restart
Annually: Sequencing number should annually
Monthly: Sequencing number should monthly
Never: Irrespective of dates it will assign sequencing number
Likewise update remaining spread sheets
After completion of all sheets updation
3. Validate the templates
Go to COA sheet and click on step 1
If you done any mistakes it will throw the error report just fix it do the validation again
Step 2 Generate chart of account file validate it and save the file in your system
Step 3 General ledger, LE and BU file and save the file in your system
4. Upload the template
Go to task icon
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COA Template
Click on search and search for upload chart of accounts
Click on upload chart of accounts
In the basic options under upload enterprise structure Click on data File
Upload your COA file which was you saved in your system
Click on submit
Ledger, legal entity and Business unit Template
Click on search and search for Upload ledger, legal entities and business unit
In the basic options under upload enterprise structure Click on data File
Upload your Ledger file which was you saved in your system
Click on submit
And check in the instances that information is loaded or not
1. Calendar created as the name of primary ledger name (Cello pri ledger)
2. Value sets will information will not there in the instances
3. Structure name will create as the name of primary ledge name (Cello pri ledger) and in this value
sets will automatically create
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4. Legal entity will create for total countries (you defined countries in rapid implementation) and
primary ledgers also
5. When you define the legal entities for
Mass allocation
Mass allocation is a functionality to distribute the account balances from one account to several
others based on formula or mathematic logic.
Ex
Company exhibit the products in trade meet and the expenses related to two or three departments so
we have to allocate the expenses to total departments
Cost pool account
Cost pools is an accounting term that refers to groups of accounts serving to express
the cost of goods and service allocatable within a business or manufacturing organization
DR: 101(HYD).0000(DEPT).79800(promotional expenses).0000(Future)
101.0000.79800.0000 --------------- 2000 (It should be zero after allocation)
CR: 101(HYD).0000(DEPT).11000(Cash).0000(Future)
101.0000.11000.0000 ---------------------------2000
Stat Journal
It describes that percentage you want to allocate for each department
DR: 101(HYD).1001(Finance).9991(Oracle control accounts).0000(Future) ----- 60%
DR: 101(HYD).1002(HR).9991(Oracle control accounts).0000(Future) ----- 25%
DR: 101(HYD).1003(R&D).9991(Oracle control accounts).0000(Future ----- 5%
DR: 101(HYD).1004(Sales.).9991(Oracle control accounts).0000(Future) ----- 10%
Allocation
DR: 101.1001.79800.0000 ------------- 12000
DR: 101.1002.79800.0000 -------------- 5000
DR: 101.1003.79800.0000 -------------- 1000
DR: 101.1004.79800.0000 -------------- 2000
CR: 101.0000.79800.0000 ---------------------------------- 20000
Note: Not only promotional expenses you can allocate the other expenses also
General Ledger Page 124
Allocation Rule
1. Point of view
2. Source – From which source we have to allocate ( Cost pooling account)
3. Allocation range–Department wise (Finance, Sales)
4. Target account – To which you want to allocate/ distribute the expenses
5. Offset account – Offset account would be DR,CR (Cr amount used to balance the allocation
journal it is always cost pool account
6. Exclude – It is optional one (Not in R12), if you want to exclude any department which you
assign in range you can exclude
7. Basis – Stat account 99991 (Whenever run the allocation it will consider 99991 stat account)
Setups
1. Enter cost pool account journal
2. Enter and post stat journal
3. Define allocation variables
4. Define allocation rules
5. Validate and deploy rules
6. Generate allocation
7. Review allocation journal
1. Enter cost pool account journal
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Save and post it
General Ledger Page 125
2. Enter and post stat journal
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Create journal
Select the currency as Stat it means this journal balances not reflected in Gl
Save and post it
Note
General Ledger Page 126
1. Select the currency as Stat it means this journal balances not reflected in Gl
2. Is it not necessary to equal 100% you can allot any amount of percentage and remaining amount will
hit for cost pooling account(advertisement)
3. Define allocation variables
Go to navigator
Go to General accounting
Select period close
Go to Task icon
Click on Open workspace for finance reports under financial reports
It opens the Enterprise performance system(EPS) separate tab
Go to Navigator tab and click on administrator and select calculation manager
Expand theEssbase cubes and select your Structure instances
Expand it and select Db and expand it select rules and right click on it
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Right click on it and select new
And give the rule name and click on ok these all under system view tab
After click on ok it will create and take to rule name(advertisement) tab
Under advertisement tab we have point of view drag that in between the begin and end
Under Point of view tab we have variable sector icon click on it
In that we have category list in this we have already created ones but in real time we have to
create
General Ledger Page 128
Then variable designer tab will create
Then expand your Essbase cubes and select your COA
Click on expand and select db then right click on it and click on new you will get one popup for
creation of properties
Under properties tab give the name (It will show in parameters) and select type as member then
will get dimension tab in the below
Under that give the dimension, Limits, default value, RTP and RTP text save it
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Then that will save under variable designer
o You can run the different parameters under dimension like currency, currency type, amount
and amount type
4. Define allocation rules
Navigation is same
Continuation of the same screen
Under Cost pool (advertisement) tab we have point of view tab under this we should defined the
dimensions like the ledger, company, future and spare(it will convert to default ones) don’t give
the natural accounts and department because of we are writing the rule for both
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Drag the Allocation objective between point of view nodes will get allocation wizard window for
point of view skip it because of already defined in point of view object
Click on next
Source allocation wizard pop will come and give the department and natural account values
Click on department action icon and select member give the default 0000 values and same as
natural accounts as pooled account(advertisement)
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Click on next
Allocation range wizard pop will come give the range of department (Have to select the parent
values)
Click on next
Target wizard popup will come in this give the target natural accounts as cost pool account
(Advertisement)
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Click on next
Offset wizard popup will come give the account it should be cost pool account
Click on next
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Exclude wizard popup will come, if you want to exclude anything exclude it otherwise skip
this step throw the click on the next button
Basic wizard popup will come in this give the natural accounts and balance amounts, here we
will give the stat journal ( 99991)
Click on next will get the basic options wizard ignore it
Click on next will get the rounding wizard give the decimal numbers
Click on next and finish
General Ledger Page 134
5. Validate and deploy rules
In the same scree on the top we have action under this we have validate click on this and
validate it then click on deploy we have this under the validate button in the action menu
General Ledger Page 135
6. Generate allocation
Go to navigator
Go to General accounting
Select the Journals
Go to Task icon
Generate general ledger allocation
Give the rule set name period, category, conversion type and enable the post allocations
submit
General Ledger Page 136
7. Review allocation journal
Go to navigator
Go to General accounting
Select the Journals
Click on task icon
Select manage account
Query your journal which you entered then you will see on the journal line items will fine the
percentage wise amounts.
Recurring journals
A recurring journal entry is a journal entry that is recorded in every accounting period.
Recording accrual entries is main thing in this recurring journal
For example, a company issuing monthly financial statements might record depreciation by debiting
Depreciation Expense for $3,000 and crediting Accumulated Depreciation for $3,000 each and every
month.
R12 Fusion
Skeleton Skeleton ADFDI format
Standard Standard
Formula Formula
In calculation manager we are using recurring journals
1. Rule ----- Allocation
General Ledger Page 137
2. Formula ------ Recurring journal
Ex:
Advertisement expenses 10000
101 (Hyd).0000 (Dept).74500 (Adv ex).0000 (Prod).0000 (Future) --- 10000
1. Define Rule
2. Define Formula
3. Enter Cost pool journal
4. Enter Stat journal
5.
1. Rule
Go to navigator
Go to General accounting
Select period close
Go to Task icon
Click on Open workspace for finance reports under financial reports
It opens the Enterprise performance system(EPS) separate tab
Go to Navigator tab and click on administrator and select calculation manager
General Ledger Page 138
o In Calculation manager we have to options
1. Point of view:If you define the values init these values will be constantotherwise while creation of
recurring journal every time you have to give the other values also.
2. Formula: In this % is available like 70% and 30% is available
Expand the Essbase cubes and select your Structure instances
Expand the COA and will get Rule set and db then expand the db will get rules and formulas
Right click on the rules and click on new will get one window give the rule name and click on ok
It will get into the designer and rule designer tabs under stationary expenses tab
General Ledger Page 139
In that tab contain Begin and end rules on left side we have Point of view, Allocation and
Formula objects
Drag the Point of view objective in between Begin and End then you will get point of view tab in
below
Then give the Dimensions for point of view in this natural account should be Pooled
account(stationary) because of we are writing the rule for this and department should be blank
because of we have to allocate this expenses to all departments
2. Formula
Click on formula object on left side drag it and keep it between Point of view and end In offset
member we have write for department as default because of we are distributing the amount to
different department
Under the comment section we have to write the formula Enter number name as Department like
finance or sales and in the formula first add the department as default and add the balance amount
in that select the ending balance and then give the manual percentages like give the “.”after that
give the”*”and then percentage like 70% or 30 %
Save you formula
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pending
General Ledger Page 141
Doubts
1. Reversal criteria set assignments total concept
2. Auto post results (JV) not posted
3. Difference between reporting ledger and translation
4. Data access set and security rules difference
5. Secondary ledger concept
a. Structure is same instances is different is possible for sec ledger
b. Scenario 1 doubt
c.
General Ledger Page 142
Enterprise structure
Definition: An enterprise structure is the structure that represents an enterprise in the Oracle ERP
system. It is subdivided into various organizational units which, for legal reasons or business-related
reasons, are grouped together. An enterprise structure defines various levels in an organization.
1. Oracle Company will give the Customer Service Identity (CSI) number to the client once taken the
subscription.
2. Any employee can see SR’s in the team as if they are using the same CSI number. Monthly 10- 15
Free SR’s for one CSI after that it will charge for SR’s
Fusion VS R12
Fusion R12
1. Enterprise structure 1. Business group
2. Division (Optional)
3. Ledger & Legal entities 2. Ledger & Legal entities
4. Business unit (In fusion called business 3. Operating unit
unit)
5. IMO/ Inventory organization 4. IMO/ Inventory organization
6. Sub inventory organization (Not 5. Sub inventory organization
mandatory)
1. Enterprise structure : Barrick Gold (HRMS people do this setups)
In fusion we can create only one enterprise structure for one instance under this we can create N
number of structures called Legislative data groups (LDG). But in R12 we can create N number
of Business groups in in EBS (E Business suit)
LDG always specific to one county
2. Division: Barrick Mining’s, Barrick refinery, Barrick others
Different line of business or different regions that’s depend on client request
Division can refer multiple countries also
Difference between LDG and DIVISION: Company have auto mobiles business in 10 countries
this 10 can have one division like auto mobiles for each company we should have separate LDG
Enterprise structure Page 1
3. Legal entities: Whenever company establish we have to register under legal entity
USA (USA ledger), Spain (Spain ledger), AUS (AUS ledger)
4. Business unit: It can be a branch or units like Hyderabad, Bangalore.
Florida, Texas, Sydney
5. IMO/ Inventory organization: It can be a plant or factory
Refinery units
6. Sub inventory organization: Ware houses, Godowns
Multiple countries implementation: More than one country implementation
Business
Define Enterprise Group
Structure
LOB ( India) Division Srilanka Division Nepal Division
Country Srilanka Primary Nepalese
Primary Ledger Nepal Primary Ledger
(INR) LKR Ledger rupees
Legal Legal
Legal Entity\Legal
Entity\Legal Entity\Legal
Establishment
Taxes\Juris Establishment Establishment
Head Office Business Unit Business Unit Colombo Business Unit
Exp\Revenues Inventory Org Inventory Org Colombo Inventory Org
Godowns\Ware Godowns\Ware Godowns\Ware
Factory Houses\Locators Houses\Locators Houses\Locators
Enterprise structure Page 2
Implementation Team
1. Functional Team
a. Financial Functional consultant
b. HR
c. SCM
d. CRM
e. HCM
2. Technical Team
3. Data Base Administration Team
General Ledger setups
1. Create Primary ledger and 4 c’s
2. Manage reference data sets (Cloud only) (HCM)
3. Manage locations (HCM)
4. Manage Enterprise structure (HCM)
5. Mange legal address(HCM)
6. Mange legal entity (HCM)
7. Manage legal entity registration (HCM)
8. Manage business units (HCM)
9. Assign business unit business function
10. Manage business unit set assignment
11. Manage business unit data access for users
To do any setup application implementation role is enough
Job role subset of multiple (Journal, voucher) set of duty roles
Roles to be assigned to user
1. Application Implementation consultant
2. Application Implementation Administrator
3. Chief financial officer
4. Controller
5. Employee
6. Financial Analyst
7. General Accountant
8. General Accounting manager
9. IT security Manager
After assigning the roles have to run the LDAP program
Enterprise structure Page 3
1. Create 4 c’s and Primary ledger
These setups already done in process we have in GL fusion document check it once if you have doubt
2. Manage reference data sets (RDS) (HCM)
It is available in cloud only. It allows you to access the data across business units or across
organizations. RDS is share the setup data across the BU or else to restrict. In fresh instances we have
only two sets Common and Enterprise sets
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Enterprise profile
Task: %Manage% reference% data%
Select Manage Reference Data Sets
Click on + to create data sets
You can create new set or else you can take default once like if you take the default ( common)
set this set can access world wise
Save and close
o Once you give the details you can’t edit and modify the set code you can edit or modify the set
name and description
This set can use in other units like while creating data sets just you can give the set name as this access
set then you can access the data
3. Manage locations (HCM)
We have to create location for enterprise (Head office), all the stock related information, stock
brokers, marketing related information and all the business information will maintain here. Payroll
comes into legal entity level. Head office nothing but that is going to looking some place that is the
purpose we have to create location
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Enterprise profile
Enterprise structure Page 4
Task: %Manage% location%
Select Manage Locations
Click on + to create location
Under basic details we have location set as common set(default) but we have to change as our
data set likewise give the all information like contact details, legislative information(trade name:
if it is MNC we have trade name given by exchange)
Give the address details
Click on Review for your understanding if the information is right or wrong
Save and submit
4. Manage Enterprise structure (HCM)
Go to setup & maintenance
Setup: Procurement/Financials
Task : %Manage %Enterprise%
Select : Manage Enterprise HCM information
Enterprise structure Page 5
We don’t need to create we have default enterprises just we have to correct or update it
One enterprise structure will come you can edit (Update and Correct) this as per you requirement
but we shouldn’t delete because it is predefined by oracle
Click on Update one popup will come give the date and action reason and click on ok
Give the details like enterprise name and location which we already created one
Next give the details under enterprise information
This will take care HCM people
Enterprise structure Page 6
o Worker NO generation: Automatic generation using legal entity
Automatic generation using Global sequence
Manual and not used this are depends up on client request
o Employment model: 2 Tier – single assignment (It gives the access across the globe)
Remaining options we have to know
And this option only in fusion
Next give the details under User and role provisional information
o For all this option we have two options 1. Both person and party user
2. Party users only
3. None
First one allows to create user both customer and user
Second one only customer and third no one
Click on submit and click on ok
5. Manage legal address (HCM)
Go to setup & maintenance
Setup : Procurement/Financials
Functional area: Legal structure
Task : %Manage %legal% address%
Select : Manage legal address
Click on + to create address
Give the legal address details
Enterprise structure Page 7
Click on ok and submit the details
6. Manage legal entity (HCM)
Go to set up and maintenance
Setup : Procurement/Financials
Functional area: Legal structure
Task: %Manage% legal %entity%
Select Manage legal entity (Scope should be your ledger name)
Click on scope, click on create new and click on apply and go to task
Click on + to create legal entity
Give the details and legal address (which already created for legal address), save and
close
Enterprise structure Page 8
Save and close
7. Manage legal entity registration (HCM)
Go to set up and maintenance
Set up: Procurement/Financials
Task: %Manage% legal %entity% registration%
Select Manage legal entity registration
Click on scope, click on create new and click on apply and go to task
Search and select your legal entity which already you created one
Click on done
8. Manage business units (HCM)
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Organization structure
Task: %Manage% business% unit%
Select Manage business unit
Click on + to create Business unit
Give the BU name and Location name and code
Save and close
Enterprise structure Page 9
o In Fusion no need to build the relation between legal entity and business unit. We have
another way to do it.
9. Assign business unit business function
Here we can build the relationship between Legal entity and primary ledger and we can assign the
functions to business unit
More details about this go throw this link
https://www.youtube.com/watch?v=E8rvMM0C4bs
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Assign% business% unit%business%function%
Select Assign business unit business function
Scope should be Business unit because we are building the relationship between LE and PL
Then under financial reporting section give the primary ledger name then automatically legal
entity name will come if you assign the relationship between these two in primary ledger
creation otherwise give the legal entity name here
Then give the business unit functions means enable the functions which you want for this unit
If you enable the all functions you can manage the all functions in the business unit
Below points related to above points
Enterprise structure Page 10
o Receivable transaction process and revenue management also if you are going to implement
along with this billing process you can enable
o Advance collection if you are implementing
o It is different functional information
o If you are going to receipt Process for BU
o If you are going to expenses process for BU
o It is different functional information
o Project accounting – you can’t do project costing and billing setups if you are not enable this
10.Manage business unit set assignment
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Manage %business %unit% set%
Select Manage business unit set assignment
Scope should be our Business unit
In this for business unit transactions we will give the set assignment like common set or our own
defined set then this unit transactions or functions will access by global or our particular region
or particular unit
11.Manage business unit data access for users
For more details click on below link
Enterprise structure Page 11
https://www.youtube.com/watch?v=Rmn-kbZlXzk
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: General ledger
Task: %Manage %business %unit %data%access%
Select Manage Business unit data access for user
Click on + to assign Business unit to user
Under Business unit security context we have to assign our business unit to user
Click on save and close
Likewise we have to do several roles to business unit
Which module ledgers work under Business Unit?
Business unit level Ledger Level Inventory Level
Accounts payable manager General Accountant
Accounts receivables General Accounting Manager
manager (Billing manager,
Billing specialist)
Project account Controller, Financial Analyst,
Financial specialist
Fixed asset (Asset manager,
Asset accounting)
Purchasing setups
In Real time we don’t do this purchase team will define it
Enterprise structure Page 12
S.NoParticulars Required
1. Manage purchasing line types (Mandatory)
2. Manage unit measures (Optional)
3. Manage carrier lookups (Optional)
4. Manage Free On board (FOB) lookups (Optional)
5. Manage fright term lookups (Optional)
6. Manage purchasing document approvals (Mandatory)
7. Configure procurement business function (Mandatory)
8. Configure requisition business function (Mandatory)
9. Manage procurement document numbering (Mandatory)
10. Manage procurement agents (Mandatory)
11. Manage document styles (Optional)
12. Define translation rules (Mandatory) (TAD)
13. Manage Legislative Data Group (Mandatory)
14. Assign Legislative Group to Legal Entity (Mandatory)
13. Manage users (Employee as a user) (Mandatory)
14. Manage supplier (Mandatory)
Roles to be assigned to user
Buyer
Purchase Analysis
Procurement Requester
Procurement Preparer
Procurement Manager
Supplier Manager
Supplier Administrator
1. Manage purchasing line types
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement foundation
Task: %manage% purchasing%
Select Manage purchasing line types
In R12 we have default value but in cloud we have to create
Click on + to create line types
Create the line items like goods and services remaining options if you want to give you just give
it
Click on save and close
Enterprise structure Page 13
2. Manage unit measures
Oracle gave the so many measures like liters, kg, tones apart from these if you want to create you can
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement foundation
Task: %manage% units% of% measure%
Select Manage units of measure
Check before you create, your need measure there or not in the oracle default ones
Click on + to create unit measure
Give the name, code and class name (quantity)
If you want new class name just click on manage UOM classes and define new one
Click on save and close
Enterprise structure Page 14
3. Manage carrier lookups
Who is doing transportation for use for moving item one place to another place?
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement foundation
Task: %manage% carriers % lookups%
Select Manage carriers lookups
Query the WSH_MODE_OF_TRANSPORT
Select that and below we have lookup codes under this click on + and create transport details
Click on save and close
4. Manage Free On board(FOB) lookups
It tells the owner ship and goods transport details like where the shipment is done and who is the
responsibility for this till goods deliver to receiver
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement foundation
Task: %manage% F OB% lookups%
Select Manage FOB lookups
Enterprise structure Page 15
5. Manage fright term lookups
Here we can specify who will paythe shipment and loading charge like suppler or customer
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement foundation
Task: %manage% fright% term%
Select Manage fright term lookup
Click on + to create
Give the details and save and close
6. Manage purchasing document approvals
Here we can create the purchasing document approval hierarchy
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Go to set up and maintenance
Set up: Procurement
Functional area: Approval management
Task: %manage% purchasing%document%approvals%
Select Manage purchasing document approvals
Select the stage as Terms and participant as Terms Approval serial
Then click on Edit rules in BPM(In R12 AME (Approval management) but in cloud
BPM(Business process management)
One pop will come just click on ok and next same Select the stage as Terms and participant as
Terms Approval serial
Click on edit rules
Click on + to create rules
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Click on Add action under Actions
oAction type: Approval required
oRoute using: Single, group, job, position hierarchy here we keep as singe approver because
of if we keep it as other we can create hierarchy group or job like that.
o User type: keep it as buyer because of we are creating rule for the PO
Then click on Add conditions under conditions tab
Give the conditions
o Type: Approval task attribute (System)
User defined attributes (Own)
o Attribute: Functional ordered amount we have different attributes like currency, material
base and amount base (why we do this this condition will apply for functional consultant for
approvals )
o Operator :Keep it as between then minimum and maximum values give means approval
value amount
Why we add this to condition if functional consultant done any orders for Bu (Functional
ordered amount) between 10 to 10000 condition will apply for approval
Add the another condition
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o Type: Approval task attribute (System)
User defined attributes (Own)
o Attribute: Procurement BU (why we do this as attribute because this condition will apply for
BU
After saving this deploy option will highlight
Click on deploy and save and close
7. Configure procurement business function
This is place where define document types (Standard, Contract and Blanket PO, etc.)
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %configure% procurement%
Select Configure procurement business function
Select the BU and click on ok
Give the details under General tab in Main tab
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Payment terms, shipping method, freight terms, FOB, inventory org, line of goods, currency and
currency conversion rate
Under purchasing tab give the details like maximum file size and match approval level
Ignore sourcing and save it
Then go to Document types tab
Here we can see the PO types like Blanket Contract and Normal PO
In cloud Planned PO is not their
In cloud no need of hierarchy
In SAAS we can’t do the changes In PAAS you can do customization
Here you can change the names
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8. Configure requisition business function
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %configure% requisition%
Select Configure requisition business function
Select the BU and click on ok
Give the details under requisition default deliver to organization should be child org
Save and close
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9. Manage procurement document numbering
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %manage% procurement% document%
Select Manage procurement document numbering
Click on + to create numbering
You can give the all document type if you want
Save and close
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10.Manage procurement agents
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %manage% procurement% agents%
Scope should be your BU
Select Manage procurement agents
Click on + to create agent
Save and close
11.Manage document styles
Here you can create your own PO style
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %manage% document% styles%
Select Manage document styles
Click on + to create style
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12. Define translation rules(SLA setups)
In R12 we give the default code combinations like Receiving, Accruals, Purchasing but in cloud it
manage in SLA(Sub Ledger Accounting)
Manage Mapping sets
Manage Account Rules
Manage Transaction Accounting Definitions (TAD)
Manage Subledger Accounting Options
Run Update Subledger Application options
1. Manage mapping sets
For mapping set we have to assign for 3Accounts
1. Accrual account
2. Charge account
3. Purchase price variance
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Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage% mapping% sets%
Select Manage mapping sets
As a purchasing setups we can set 3 accounts
1. Accrual account
2. Purchase price variance (PPV)
3. Charge account
Difference between PPV and RPV(Receipt price variance) is called Standard cost
Without define this setups we can’t create PO
We have to create this three accounts
Click on + to create rule under input source
Give the mapping set details and go to input source tab
Click on actions and click on select and add procurement business unit and item category
separately
1. Accrual Account
Again click on actions and choose Select and add then give the source as item category
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Go to Chart of accounts tab
Click on + icon and give your COA
Then go to Mappings tab and click on + icon to mapping
Give the details like Bu and category ( your categories or “*” it indicates all type of categories)
and charge account is accrued expenses, if you give the specific item then give the related charge
account
Click on save and close
2. Charge account
Then go to chart of account tab give your COA instances
Then go to mappings tab give the business unit name and item category ( here item category if
you give the any category like raw material, goods then you can give the account code
combination then when you enter with this category this expenses hit to that combination next if
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you give the item category as (*) this means it includes all materials means which you defined
ones and give the hitting account combination
Charge account if you give the * (all items) account should be Accrued expenses if you give the
any one item give the related account
In the below I gave only * item category because I didn’t created items
3. Purchase price variance (Do the same as above)
2. Manage account rules
For Accounts rules we have to assign for 3 Accounts
1. Accrual account
2. Charge account
3. Purchase price variance
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage %account %rules%
Select Manage Account rules
Click on + to create rules
Give the rules and click on + to under Rules tab
1. Accrual account
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2. Charge account
Give the mapping set as a value type and value is charge account
Save and close
3. Price Price variance account
3. Manage Transaction Accounting Definitions (TAD)
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage % transaction% account %
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Select Manage Transaction account definitions
Select seeded one like Purchasing TAB Default Accounting and click on Duplicate Icon
Give the name and click on save and close
After that you will get the one page in that assign your account rules to Transactions Like charge
account to your created charge account, accrual and PPV to your created ones
Status will show as incomplete once you save and active it. It will change as complete
4. Manage Sub ledger Accounting Options
Go to set up and maintenance
Set up: Procurement
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Functional area: Procurement Translation account rules
Task: %manage % Sub% ledger% accounting % Option%
Select Manage Sub Ledger accounting Options
Query you primary ledger and expand the ledger
Then will get list of values then click on Purchasing and update accounting options
Then one page will appear in that give the Transaction account definition (TAD) details
Save and close
5. Run Update Sub ledger Application options
Go to set up and maintenance
Set up: Procurement
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Functional area: Procurement Translation account rules
Task: %update % Sub% ledger% accounting % Option%
Select Update Sub Ledger accounting Options
Give the purchasing as Sub Ledger Application
Go to navigation tab
Select the Tools
Click on schedule process an check the status of the program
13. Manage Legislative Data Group (LDG)
Go to set up and maintenance
Set up: Procurement
Functional area: Legal structure
Task: %manage% legislative% data% group%
Select Manage Legislative Data Group
Scope should be your Legal entity
Click on + to create data group
Give the details of LDG
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Click on Submit
14. Assign Legislative Group to Legal Entity
Go to set up and maintenance
Set up: Procurement
Functional area: Legal structure
Task: %manage% legal % entity% HCM% Information%
Select Manage Legal Entity HCM Information
Scope should be your legal entity
Then click on Edit Button and choose the Update option
Go to Payroll statutory tab and give the LDG group to Associated LDG
Click on submit
Click on Done
15. Manage users (Employee as a user)
Go to set up and maintenance
Set up: Procurement
Functional area: User and Security
Task: %manage% users%
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Select Manage Users
Click on + to create user as an employee
Give the employee name under Personal details and
Go to employment information and give the details
Save it
16. Manage supplier
In fusion supplier site can’t be created by any user it have few restrictions but in EBS we can for this we
have to give the role as
Supplier Manager it gives the supplier creation power to user
If we are doing the implementation for any client before creating supplier we have to run a report called.
Present we are doing the practice in vision so no need to do this because of that was already done
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Specify supplier number
Go to setup and maintenance
Go to task click on implementation project
Query your project and search the task called Specify supplier numbering
Click on go to task if it is fresh instance you have to give the number if it is vision instances
number already given
Save and close
Go to Home page
Select the Procurement tile
Then click on Suppliers under that
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Click on Task icon
Select the Create supplier option
Give the supplier details and click on create
Give the details under Profile Tab like general information and under profile details give the
payments tab information means give the payment type like check or electronic payment
Select the check and click on tick icon then check will activate
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Click on save
Click on Addresses tab then click on + icon to create address
Click on Address tab and then click on + (I con) to create address
If you want to do the electronic payment just click on that then this term will activate if you give
this you have to give the bank account also
Go to bank accounts sub tab and give the details
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o Update unpaid invoices: If you keep it as yes means before creating the bank account
invoices also will effect
Click on ok and submit.s
Give the address details and click on save and close
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Go to contact tab and give the details
Click on save and close
Then go to site tab here + Icon will in gray color means it will not create in fusion we should
create address and contacts but we should not create sites details. If you want to create you have
to be Procurement agent even though procurement manager role is given he has to be made as
procurement agent to supplier
How to create procurement agent
https://www.youtube.com/watch?v=lmE3WTqgI8k
Why should we create procurement agent: In real time procurement agent will create the supplier site but
this is demo instances so we must create employee as a procurement agent.
Go to setups & maintenance
Setup: Procurement
Functional area: Procurement Foundation
Task: %Manage% Procurement% Agents%
Select Manage Procurement Agents
Click on + to create procurement agent
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Give the details of procurement BU and agent details
Click on save and close
Login to the employee user
Then query the supplier (Go to procurement tile Click on procurement select the suppliers
Click on the Task icon Select the Manage suppliers query with your supplier name ) and
go to sites tab
Click on + icon to create site for supplier
Give the BU name and Address name means supplier name
Click on save then site assignment tab will enable (if you not give this in PO creation supplier
name will not show)
Click on + to assign BU
Give the Buyer BU details and ship to bill to location details
Go to invoicing tab and give the payment currency
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Click on save and close
Then if you get the any message in site level like site has no contact go to contact tab and
give the details normally it will give in the starting contact creation only if you missed their
have to give here
Go to contact tab Select you supplier then click on pencil (edit) icon
Go to Actions under Contact addresses
Click on Select and add under Actions tab and give the address
Save and Close
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Inventory setup
If you want to do these setups first we have to add offerings to our project
1. Procurement (Core purchasing related setups)
2. Material Management and Logistics (For creating inventory and sub inventory related definition)
3. Product Management (For creating item related definition)
S.No Particulars Required
1. Manage Location (Mandatory)
2. Assign Business unit Business Functions (Mandatory)
3. Define Facilities for Procurement (Optional)
Facility Shifts
Facility Work day pattern
Facility Schedules
4. Create Item Master organization (IMO) (Mandatory
5. Create Inventory organization (Child) (Mandatory)
6. Create cost organization (Mandatory)
7. Manage cost books (Mandatory)
8. Manage cost organization relationship (Mandatory)
9. Create sub inventory (Mandatory)
10. Manage functional area catalog (Mandatory)
11. Create item category (Inventory & Purchasing) (Mandatory)
12. Manage item class (Optional)
13. Manage items (Mandatory)
14. Manage receiving parameters (Optional)
15. Sub ledger accounting (SLM) (Mandatory)
1) Mapping sets (At least 2 we have to define (Receiving, inventory material account))
2) Manage accounting rules
3) Manage sub ledger journal entry
4) Manage accounting methods
5) Run update sub ledger application options
Roles to be assigned to user
Inventory manager
Shipping Agent
Shipping Manager
Supply chain planning application administrator
Product Manager
Product configuration manager
1. Manage Location for inventory
Created in GL setups, if you want to create new you can create.
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2. Assign Business unit Business Functions
This set up already done in the Payable set up but we make sure procurement related options should
be enable in this
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Assign% business% unit% business% function%
Select Assign business unit business function
We should enable the Procurement, Requisitioning, Receiving and Material Management
Save and Close
3. Define Facilities for Procurement
In EBS when you create inventory organization we assigned workday calendar it is mandatory. Here the
same calendar is calling as Facilities
1. Manage Facility Shifts
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility %shifts%
Select Manage Facility Shifts
Click on + icon to create shifts
Give the shift details
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Save and close
2. Manage Facility Work day pattern
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility %workday %pattern%
Select Manage Facility Workday Pattern
Click on + icon to workday
Give the workday details length in days 7 working daysand assign facility shift
Save and Close
3. Manage Facility Schedules
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility % schedule %
Select Manage Facility Schedules
Give the details and go to schedule tab and click on + icon and assign the workday pattern here
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Save and close
4. Manage Item Master Organization (IMO)
For more details click on the below link
https://www.youtube.com/watch?v=be9J-METNJc
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Manage %item % organization%
Select Manage Item organization
Click on + to create item master org
Give the BU name, Legal entity name, and Location details
Click on Next and give the master org details and save
Click on save and close
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5. Manage inventory organization (ICO)
It is nothing but where we identify to maintain physical on hand stack.
Go to set up and maintenance
Set up: Financials
Functional area: Organization structures
Task: %Manage %inventory% organization%
Select Manage inventory organization
Click on + to create inventory child org
Give the BU name, Legal entity name, and Location details
Click on Next and give the schedule(predefined one) and item master organization
Save and close
o Schedule : Work day calendar (Shifts, holidays etc)
o Starting Revision : Its falls under inventory controls
o Locator control: It’s clearly tell the exact place of goods means items, we can maintain
inventory or item level if you enable at inventory level we can follow for another goods
also so we can do at item level
o Allow negative balances: When we don’t have items in the unit but we have to adjust
somewhere that’s the reason we have to enable it
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o Allow negative on-hand transaction: When we don’t have on hand items but we have to
send/ distribution the item if you enable this system allow the items to send
6. Manage cost organizations
In cost organization level you can open the period not in the inventory organization
Go to set up and maintenance
Set up: Manufacturing and supply chain materials management
Functional area: Cost accounting
Task: %cost% organization%
Select Manage cost organization
Click on + to create organization
Give the details of name and legal entity
Save and close
7. Manage cost books
In R12 if we open 10 inventory organization we have to open 10 inventory organizations but in cloud
not like that we have to open cost book only then all books will open
Go to set up and maintenance
Set up: Manufacturing and Supply Chain Materials Management
Functional area: Cost accounting
Task: %manage% cost% books%
Select Manage cost books
Click on + to create cost books
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8. Manage cost organization relationship
Here we build the relationship between cost organization, Inventory master organization (IMO) and
legal entity
Go to set up and maintenance
Set up: Manufacturing and Supply Chain Materials Management
Functional area: Cost accounting
Task: %manage% cost% organization% relation%
Select Manage cost organization relationships
Click on + to build the relationship between cost organization, Inventory master organization
(IMO) and legal entity
Select your cost organization and in the item organization select the IMO which you already
created in GL setups
Then click on create under Relationship tab (set assignments)
Then go to inventory organizations tab under relationship tab
Click on + and give the inventory organization details
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Then go to Cost books Tab
Click on + icon and give the cost book, ledger, conversion type and first period details
Click on Ok and save the record
9. Create sub inventory
Doubt
10. 11. Manage functional area catalog and category
It is nothing but item category catalog
Go to set up and maintenance
Set up: Procurement
Functional area: Purchasing categories
Task: %manage% functional% area% catalogs%
Select Manage Functional area Catalogs
Here just we rename the existing one
Query the purchasing catalog click on the purchasing
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Then will get the purchasing catalog if you expand the Purchasing catalog you can see the
categories, if you want to add the categories you can add throw click the + icon
Click on create button and create the new catalog
Click o save and continue and click on save
Then one page will open under this you can create number of categories
Click on + icon to create category
o If you want to change the catalog name just click the square icon on the left then you can edit that
name
Save and close
12. Manage item class
Go to set up and maintenance
Set up: Product Management
Functional area: Items
Task: %manage% item% classes%
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Select Manage item classes
Click on + to create item classes
Then give the details of item classes
Click on Save and Add details
Then go to security tab (Here you have to add Person and other details)
Click on + icon to create
Give the security details for person and group person means user, group means Product and
inventory manager assign the same for child organization also
Select group (CELLO-ICO) (INVENTORY MANAGER) go down on this name on tab will show
Click on select and add icon
Search with item then 30 item lines will show select all and click on Apply and ok
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Click on save and close
Do the same for all IMO and ICO organizations
13. Manage items
Go to home page
Select Product management tile (If you give the product manager role to user then it will appear)
Click on the Product information management icon
Click on task icon and click on Create Item
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Items will create in Master org only then those item have to link with child org
Give the organization name and item classes (If we done the item classes item assignment in
security tab then it will show)
Give the details of item and other information
Go to Overview tab and give the UOM is Each and secondary is kgs
Go to specification tab and go to the inventory under item organization and keep the yes for
inventory related options
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Then go to purchasing tab under item organization tab and go to outside processing item option
and matching approval level is receipt and invoice matching option is 3 or 4 way
Go to Associations tab click on select and add icon and search with the organization and choose
the child org and apply and done now this item will available for two organizations (Main and
child)
Then go to Categories tab
Click on + icon and give the catalogs, categories
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14.Manage receiving parameters
Go to set up and maintenance
Set up: Manufacturing and supply chain materials managements
Functional area: Receiving
Task: %manage% receive% parameters%
Select manage receiving parameters
One pop will come in this we have to give the Inventory organization (For all Inventory
organizations) then save and close
Accounts Payable
Definition: Accounts payable is money owed by a business to its suppliers shown as a liability on a
company's balance sheet. It is distinct from notes payable liabilities, which are debts created by formal legal
instrument documents
Setups
1. Manage Reference data sets (Common and BU)
2. Manage Location for Business Unit(BU Level)
3. Manage Business unit (BU Level)
4. Assign Business Unit Business Functions (BU Level)
5. Manage payment terms (Common and BU)
6. Manage common options for payables and procurement (BU Level)
7. Manage Invoice options (BU Level)
8. Manage payment options (BU Level)
9. Manage business unit data access for user (BU Level)
10. Manage Bank accounts
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11. Manage Payment Process Profile (PPF)
12. Manage Document sequence
13. Open periods
Roles to be assigned to user
4. Accounts Payable Manager
5. Accounts Payable specialist
6. Accounts Payable supervisor
7. Accounts Payable invoice supervisor
8. Accounts Payable Payment supervisor
1, 2, 3, 4 Setups done at General Ledger (HCM)
5 .Manage payment terms
1. Immediate payment term (Without discount)
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %payment% terms%
Select Payment terms
Click on + to create payment terms
Give the name of payment term and click on + under installment tab to create discount for
payment
Click on + to create set code for this payment terms you can give our own defined set or default
one
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2. With discount (2/10 net of 30)
Net 30 means in 30 days you have to pay total amount, 2/10 means if you pay the payment within
10 days you are eligible for 2% discount like this you can create three discount like if you pay in
first 10 days you can eligible for 5% , second pay in 20 days 10% for 25 days you have 12% like
this you can create as per your company policy
Go to set up and maintenance
Set up: Financials
Functional area: payables
Task: %payment% terms%
Select Payment terms
Click on + to create payment terms
Give the name of payment term and click on + under installment tab to create discount for
payment
6. Manage common options for payables and procurement
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %manage% common% option%
Select Manage common options for payables and procurement
Scope should be your BU
Give the default distribution and currency conversion options
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Click on Save and close
7. Manage invoice options
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %manage% invoice% option%
Select Manage invoice options
Scope should be our BU
Under Invoice entry enable the all options except require invoice group
All data bases should be invoice data bases except pay data base is should be discount data base
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o Required invoice group: Acts like invoice batch, in this you can add number of invoices
like Batch names (RT-123) under this batch we have so many invoices like (INV-
1,2,3,4)like this
o Allow document category override: It assigns a unique numbers like
1. AP INV-123-1000 (When you enter invoice with 123 Starting invoice number)
2. AP INV-124-2000 (When you enter invoice with 124 Starting invoice number)
o Allow adjustments to paid invoices: When I am creating invoice wrongly entered debit
account instead of advertisement expenses debited telephone expenses, if you enable this
you can edit the invoice.
o Allow remit to supplier override for third party payments: If you want to pay the money
to third party you can enable this ex: Invoices will be one supplier but payment should
pay to another party(third party) along with this supplier
o Recalculate invoice installments: When you change the due for payments then system
automatically change the dates also Ex: NET10 (FEB 23) change the payment term from
this to NET50(MAR20) then system will change the due date feb23 to mar 20
o Hold unmatched invoiced: We have PO and NON PO based invoice if you enable this it
holds the NON PO based invoices because it doesn’t have any matching PO
o Payment terms: It depends on suppliers
o Term data basis: In which date system will generate the payment is called Term data basis
we have below dates
15. Goods receipt date
16. Invoice receipt date
17. System date
18. Invoice date
Term D Basis G.R Date Inv. Date Inv. R Date Sys Date
NET30 01-JAN-19 05-JAN-19 10-JAN-19 15-JAN-19
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Due date 30-JAN-19 04-FEB-19 9-FEB-19 14-FEB-19
This option give importance is supplier level, if info not available in this then it go to invoice option
level
o Pay date basis: If you enable this on the date of discount date payment will run otherwise
normal payment
EX: Discount date NET 30, 5(%)/10(D) if you give this as payment term
01-Jan-2019
11-Jan-2019 (Discount date)
30-Jan-2019 (Net date)
o Accounting date base: Doubt
Note: In EBS we have profile option enable but in cloud we don’t have
Under matching tab enable only one option like allow matching distribution override
Under Discount tab enable only one option like always take discount
Under prepayments tab give the payment terms and show available prepayments during invoice
entry
Under interest tab enable the Create interest invoices and give the account of interest expenses
distribution and minimum interest amount is 10
Under payment request give the payment terms
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Click on save and close
8. Manage payment options
Go to set up and maintenance
Set up: Financials
Functional area: payables
Task: %manage% payment% option%
Select Manage payment options
Scope should be our BU
Enable all options under payment accounting and overrides
Save and close
9. Manage business unit data access for users
For more details click on below link
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https://www.youtube.com/watch?v=Rmn-kbZlXzk
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: General ledger
Task: %Manage %business %unit % data% access%
Select Manage Business unit data access for user
Click on + to assign Business unit to user
Under Business unit security context we have to assign our business unit to user
Click on save and close
Likewise we have to do several roles to business unit
Click on Done
10. Manage Bank account creation
1. Manage bank
2. Manage Branch
3. Manage Bank account
1.2 Manage Bank and Branch
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Cash management and Banking
Task: %Manage % banks %
Select Manage Banks
Click on + to create bank
Give the details of bank and addresses, contacts optional
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Save and close
Then select the bank in same screen and click on create Branch
Give the branch name here addresses and Contacts is optional
3. Manage Bank account
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Cash management and Banking
Task: %Manage % bank % accounts%
Select Manage Bank accounts
Click on + to create bank account and give the details
Give the cash account under the general tab it is mandatory to bank
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Go to Payment documents tab and click on + to create
Give the Document Information details and give the document numbers also
Save it
Go to Business Unit Access tab
Click on + icon to assign BU to this account
Save it
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11. Manage Payment Process Profile (PPP)
If you want to process the payment what account will follow and for which bank account to cost the
payment and other criteria rules will define here
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Payments
Task: %Manage % payment% process% profiles%
Select Manage Payment Process Profiles
Click on + to create PPF
Give the details of ppf and under usage rules give the enable the all for all
Save and close
12. Manage Payables Document sequence
Go to set up and maintenance
Set up: Procurement
Functional area: Payments
Task: %Manage % payables% document % sequences%
Select Manage Payables Document Sequences
Click on + to create sequences
Give the details and go to assignment tab give the details
Enterprise structure Page 64
Save and Close
13. Open periods
Go to Home page
Go to Payments tile and click any one like invoice or payments
Click on task icon
Click on Manage accounting period under Payables periods
Enterprise structure Page 65
Then place cursor on the primary ledger then it will show how many ledgers assigned to that
primary ledger
Click on the primary ledger and give the first period and go to Action and click on Target period
and give the target month
Click on save
Then go to the below navigation accounts payables period status will show as open
Another Navigation
Go to Navigation icon
Select General accounting option
Click on Period close
Data access should be your primary ledger
Click on Payables icon which is given under the general ledger
Click on Task Icon and click on Manage Accounting Periods
Click on your ledger under Ledger tab
Then Click on actions tab and select the Open target period and open the period which you
want to open and click on done
Enterprise structure Page 66
Period status
• Open
• Closed
• Permanently closed Once you closed you can’t reopen
• Future enterable
Fixed Assets
Assets which are purchased for long-term use and are not likely to be converted quickly into cash,
such as land, buildings, and equipment
Setups
1. Manage Fixed Assets Flex field Value Sets
a. Category (Major, Minor)
b. Location
c. Asset Key
2. Manage Fixed Assets Key Flex field Structure
a. Category
b. Location
c. Asset Key
3. Manage Key Flex field Structure Instance
a. Category
b. Location
c. Asset Key
4. Create Segment Values for Category , Location and Asset Key KFF Segment
5. Deploy Flex fields
6. Manage System Controls
7. Manage Fiscal Year Calendar
8. Manage Asset (Depreciation) Calendar
9. Manage Prorate Convention
10. Manage Asset Books (Corporate and Tax)
11. Manage Asset Categories
12. Manage Asset Location
13. Manage Asset Keys (Optional)
14. Manage Depreciation method (Optional)
Enterprise structure Page 67
15. Manage Prorate Calendar
16. Manage Asset Distribution Sets
Roles to be assigned to user
1. Asset Accounting Manager
2. Asset Administrator
3. Asset Accountant
4. GL Accountant
5. GL Accountant Manager Assign Ap Roles for reviewing purpose
1. Manage Fixed Assets Flex field Value Sets
1. Category Flex field (major and minor)
We will categories the assets based up on asset nature; we can create minimum 1 and maximum 7
Create value set (Major)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Oracle never Provide seeded value sets in FA, In vision version we have but we will not have in
real time
Click on + to create value sets
Give the details and save
Save and close
Create value set (Minor)
Go to Setup & Maintenance
Enterprise structure Page 68
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create value set
Give the details and Validation type should be dependent ( if you give the dependent value here
below one box will appear in that give the dependent value)
Save and close
2. Location Flex field
Here location value sets will define as per client for example Country, State, City and Building.
Create value set (Country)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Enterprise structure Page 69
Save and close
Create value set (State)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Save and Close
Create value set (City)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Enterprise structure Page 70
Save and close
Create value set (Building)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Save and close
3. Key Flex field
It is not mandatory but will do at least one, Max 10 segment and Min 1 segment
Create value set
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Enterprise structure Page 71
Click on + to create values sets
Give the details of value sets
Save and Close
2. Manage Fixed Assets Key Flex field Structure
1. Category Flex field
Create Category structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Category Flexfield
Click On Manage Structures
Enterprise structure Page 72
Click on + to create structure
Give the structure details and save then you will do the further steps, in real time we should
create only one time but in this vision this is already created by someone
Click on + to create the segment
Give the segment details here you can create the Min 1 and Max 7
Click on + to add the minor segment
Give the details same as minor category
Enterprise structure Page 73
Save and close
Save and close
2. Location Flex field
Create Location structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Location Flexfield
Click on manage structure
Give the segment details for state only segment label is mandatory
Enterprise structure Page 74
Save and close
Click on + add the state segment
Save and close
Click on + icon and do the remaining segments like city, building
Save and close
Save and close
Enterprise structure Page 75
3. Key Flex filed
Create Key structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Key Flexfield
Click on Manage Structure
Save and close
Click on + to create structure
Give the details and save then + icon (creation) of segments will highlight
Give the details of segments
Enterprise structure Page 76
Save and close
3. Manage Key Flex field Structure Instance
1. Category Flex filed
Create Category structure instances
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Category Flexfield
Click on Manage structure instances
Click on + to create instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
Enterprise structure Page 77
Save and close
2. Location Flex filed
Create Location structure instances
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Location Flexfield
Click on + to create structure instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
Save and close
3. Asset Key Flex field
Create Asset key structure instances
Go to Setup & Maintenance
Enterprise structure Page 78
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Asset Key Flexfield
Click on + icon to crate structure instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
Save and close
4. Deploy Flexfield
1. Category Flex field
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Enterprise structure Page 79
Select Manage Fixed Assets Key Flexfiled
Select Category Flex field line
Then click on Deploy Flexfield
Save and close
2. Location Flex field
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Select Location Flex field line
Then click on Deploy Flexfield
Save and Close
3. Asset Key Flex field
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Enterprise structure Page 80
Select Asset key Flex field line
Then click on Deploy Flexfield
Save and Close
5. Manage Fixed Assets Flex field Value Sets (Create values)
1. Category Flex field
Create category value set values (Major)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Major category and click on Manage values
Click on + to create values
Give the major value details
Enterprise structure Page 81
Save and close
Create category value set values (Minor)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Minor category and click on Manage values
Click on + to create minor values
Enterprise structure Page 82
Save and Close
2. Location Flex field
Create Location value set values
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Location Flex fields (Country) and click on Manage values
Click on Manage values
Click on + to create values
Enterprise structure Page 83
Save and close
Likewise create the other segments like state, city, Building.
3. Asset Key Flex field
Asset Key value set values
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Asset key and click on Manage values
Click on Manage values
Click on + to create values
Enterprise structure Page 84
Save and Close
6. Manage System Controls
It controls or works at instance level, System will not create more than one
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% system% controls%
Select Manage System Controls
Give the Enterprise name
Save and close
7. Manage Fiscal Years Calendar
It is one time setup in implementation
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fiscal% years%
Select Manage Fiscal Years
We have fiscal year calendar in GL, still we have to create in FA
Click on + to create
Give the details and save it, then + icon will highlight in the Fiscal year tab
Enterprise structure Page 85
Click on + icon to create calendar
In fixed assets we should create the calendar beyond one year
Save and Close
8. Manage Asset (Depreciation) Calendar
The depreciation calendar determines the number of ACCOUNTING periods in a fiscal year i.e. how many
times depreciation will need to be run. You can use one depreciation calendar for multiple depreciation
books and as both the depreciation and prorate calendar for a book. When we are creating depreciation
calendar this naming convention should be same as GL Fiscal year calendar naming convention means
both naming should be same. We never keep the adjustment month in the fixed assets. You can use this
calendar for single corporate book or N number of corporate book for single country or N number of
countries
We can define the asset
1. Daily wise
2. Weekly wise
3. Half Monthly
4. Monthly
5. Quarterly
6. Half yearly
7. Yearly
GL Fiscal Year calendar
Enterprise structure Page 86
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% calendar%
Select Manage Asset Calendars
Click on + icon to create calendars
Give the calendar details and save it then period creation icon will appear
Click on + icon to create Periods
Give the details of periods same as GL fiscal year names
And add the one future year ( As per standard functionality present year shouldn’t be the last
year, oracle always suggesting one additional year for present year for depreciation calculation
purpose)
Enterprise structure Page 87
Save and close
9. Manage Prorate Convention (Calendar)
The prorate calendar determines the number of PRORATE periods in your fiscal year. It is use full
for depreciation and it is associate with Depreciation Calendar.
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% prorate% conventions%
Select Manage Prorate Conventions
Give the details
Click on + icon to create prorate calendar dates
If you want to create depreciation for assets for deferent methods like daily , monthly, quarterly
then you have to crate different prorate calendars
Save and close
Enterprise structure Page 88
10. Manage Asset Books
1. Corporate Book
It can define on the basis of Ledger or Legal entity; we can define multiple corporate books under one
ledger
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% books%
Select Manage Books
Click on + to create book
Give the details
o If the depreciation is day wise then Divide Depreciation is keep it as By Days
Go to Accounts Tab and give the details
Go to the Rules tab and assign the set code as enterprise data
Enterprise structure Page 89
Save and Close
2. Tax Book
11. Manage Asset Categories
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% categories%
Select Manage Asset Categories
Click on + to create categories
We shouldn’t get the values in the LOV because of our own defined structure is in inactive we
shouldn’t enable that because of structure already created in this vision version
So and query the active structure and add the our values to that structure then under LOV that
values will appear
Give the category details
Go to books tab
Click on + icon to assign book and give the corporate book details
Go to accounts tab give the default account details for the particular asset
Enterprise structure Page 90
o We shouldn’t give the CIP account details will give only for CIP assets
o Revaluation account will give only for Buildings and premises
o One category assign to number of corporate books and number of countries
o We can add the only one corporation book while creating the category if you want to add the
different book query the category and add the book.
Go to Default rules tab and give the depreciation and life etc.. details for that particular asset
o If you give the category as buildings then disable the Depreciation field because buildings and
premises will appreciate not depreciate
Save and close
12. Manage Asset Location
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% location%
Select Manage Asset Categories
Click on + to add the location details
Enterprise structure Page 91
Save and close
13. Manage Asset Keys (Optional)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% key%
Select Manage Asset Keys
Click on + to assign key set and add the asset key
Save and close
14. Manage Depreciation method (Optional)
Oracle provided seed depreciation method; we are using the seeded methods.
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% depreciation% methods%
Select Manage Depreciation Methods
Click on + icon to creation depreciation methods
Enterprise structure Page 92
Save and close.
1. Why multi org will do what is the need to do this
Enterprise structure Page 93
Fixed Assets
Assets which are purchased for long-term use and are not likely to be converted quickly into cash, such as
land, buildings, and equipment
1. Fixed assets is a sub ledger Application
2. This is works at ledger level
Types of Key Flex Fields (KFF)
1. Asset Category KFF
2. Asset Location KFF
3. Asset Key KFF
Types of Books
1. Corporate Books
2. Tax Books
Roles to be assign for FA
1. Asset Accounting Manager
2. Asset Administrator
3. Asset Accountant
4. GL Accountant
5. GL Accountant Manager Assign Ap Roles for reviewing purpose
Types of Assets In FA
1. Capitalize Assets
2. Expenses Assets
3. CIP Assets (Construction work In progress)
4. Group Assets
Setups
1. Manage Fixed Assets Flexfield Value Sets
a. Category (Major, Minor)
b. Location
c. Asset Key
2. Manage Fixed Assets Key Flexfield Structure
a. Category
b. Location
c. Asset Key
(Fixed Assets) Fusion Page 1
3. Manage Key Flexfield Structure Instance
a. Category
b. Location
c. Asset Key
4. Create Segment Values for Category , Location and Asset Key KFF Segment
5. Deploy Flex fields
6. Manage System Controls
7. Manage Fiscal Year Calendar
8. ManageAsset (Depreciation) Calendar
9. Manage Prorate Convention
10. Manage Asset Books (Corporate and Tax)
11. Manage Asset Categories
12. Manage Asset Location
13. Manage Asset Keys (Optional)
14. Manage Depreciation method (Optional)
15. Manage Asset Distribution Sets
16. Manage Prorate Calendar
In FA we have one structure and structure instances that is used to all in the Global Organization, Oracle
facilitate only one structure for each Key Flexfield
1. Manage Fixed Assets Flex field Value Sets
1. Category Flex field (major and minor)
We will categories the assets based up on asset nature; we can create minimum 1 and maximum 7
Create value set (Major)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Oracle never Provide seeded value sets in FA, In vision version we have but we will not have in
real time
Click on + to create value sets
Give the details and save
(Fixed Assets) Fusion Page 2
Save and close
Create value set (Minor)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create value set
Give the details and Validation type should be dependent ( if you give the dependent value here
below one box will appear in that give the dependent value)
Save and close
(Fixed Assets) Fusion Page 3
2. Location Flexfield
Here location value sets will define as per client for example Country, State, City and Building.
Create value set (Country)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Save and close
Create value set (State)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
(Fixed Assets) Fusion Page 4
Save and Close
Create value set (City)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Save and close
Create value set (Building)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
(Fixed Assets) Fusion Page 5
Save and close
3. Key Flexfield
It is not mandatory but will do at least one, Max 10 segment and Min 1 segment
Create value set
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% value%
Select Manage Fixed Assets Flex fields Value Sets
Click on + to create values sets
Give the details of value sets
Save and Close
2. Manage Fixed Assets Key Flex field Structure
1. Category Flex field
Create Category structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Category Flexfield
(Fixed Assets) Fusion Page 6
Click On Manage Structures
Click on + to create structure
Give the structure details and save then you will do the further steps, in real time we should
create only one time but in this vision this is already created by someone
Click on + to create the segment
Give the segment details here you can create the Min 1 and Max 7
(Fixed Assets) Fusion Page 7
Click on + to add the minor segment
Give the details same as minor category
Save and close
Save and close
2. Location Flex field
Create Location structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Location Flexfield
(Fixed Assets) Fusion Page 8
Click on manage structure
Give the segment details for state only segment label is mandatory
Save and close
Click on + add the state segment
Save and close
Click on + icon and do the remaining segments like city, building
(Fixed Assets) Fusion Page 9
Save and close
Save and close
3. Key Flex filed
Create Key structure
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Key Flexfield
Click on Manage Structure
Save and close
Click on + to create structure
Give the details and save then + icon (creation) of segments will highlight
(Fixed Assets) Fusion Page 10
Give the details of segments
Save and close
3. Manage Key Flex field Structure Instance
1. Category Flex filed
Create Category structure instances
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Category Flexfield
Click on Manage structure instances
(Fixed Assets) Fusion Page 11
Click on + to create instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
Save and close
2. Location Flex filed
Create Location structure instances
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Location Flexfield
Click on + to create structure instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
(Fixed Assets) Fusion Page 12
Save and close
3. Asset Key Flex field
Create Asset key structure instances
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Query with module or Flexfield name
Select the Asset Key Flexfield
Click on + icon to crate structure instances
Give the details and go to segment instances tab select the segment then click on edit and enable
the require option do for all segments
(Fixed Assets) Fusion Page 13
Save and close
4. Deploy Flexfield
1. Category Flex field
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Select Category Flex field line
Then click on Deploy Flexfield
Save and close
2. Location Flex field
Go to Setup & Maintenance
Setup : Financials
(Fixed Assets) Fusion Page 14
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Select Location Flex field line
Then click on Deploy Flexfield
Save and Close
3. Asset Key Flex field
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset%
Select Manage Fixed Assets Key Flexfiled
Select Asset key Flex field line
Then click on Deploy Flexfield
Save and Close
(Fixed Assets) Fusion Page 15
5. Manage Fixed Assets Flex field Value Sets (Create values)
1. Category Flex field
Create category value set values (Major)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Major category and click on Manage values
Click on + to create values
Give the major value details
Save and close
(Fixed Assets) Fusion Page 16
Create category value set values (Minor)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Minor category and click on Manage values
Click on + to create minor values
Save and Close
2. Location Flex field
Create Location value set values
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
(Fixed Assets) Fusion Page 17
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Location Flex fields (Country) and click on Manage values
Click on Manage values
Click on + to create values
Save and close
Likewise create the other segments like state, city, Building.
3. Asset Key Flex field
Asset Key value set values
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fixed% asset %value%
Select Manage Fixed Assets Flex fields Value Sets
Query the value sets
Select the Asset key and click on Manage values
(Fixed Assets) Fusion Page 18
Click on Manage values
Click on + to create values
Save and Close
6. Manage System Controls
It controls or works at instance level, System will not create more than one
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage%system%controls%
Select Manage System Controls
Give the Enterprise name
(Fixed Assets) Fusion Page 19
Save and close
7. Manage Fiscal Years Calendar
It is one time setup in implementation
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% fiscal% years%
Select Manage Fiscal Years
We have fiscal year calendar in GL, still we have to create in FA
Click on + to create
Give the details and save it, then + icon will highlight in the Fiscal year tab
Click on + icon to create calendar
In fixed assets we should create the calendar beyond one year
Save and Close
(Fixed Assets) Fusion Page 20
8. Manage Asset (Depreciation) Calendar
The depreciation calendar determines the number of ACCOUNTING periods in a fiscal year i.e. how many
times depreciation will need to be run. You can use one depreciation calendar for multiple depreciation
books and as both the depreciation and prorate calendar for a book. When we are creating depreciation
calendar this naming convention should be same as GL Fiscal year calendar naming convention means
both naming should be same. We never keep the adjustment month in the fixed assets. You can use this
calendar for single corporate book or N number of corporate book for single country or N number of
countries
We can define the asset
1. Daily wise
2. Weekly wise
3. Half Monthly
4. Monthly
5. Quarterly
6. Half yearly
7. Yearly
GL Fiscal Year calendar
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% calendar%
Select Manage Asset Calendars
Click on + icon to create calendars
(Fixed Assets) Fusion Page 21
Give the calendar details and save it then period creation icon will appear
Click on + icon to create Periods
Give the details of periods same as GL fiscal year names
And add the one future year (As per standard functionality present year shouldn’t be the last year,
oracle always suggesting one additional year for present year for depreciation calculation
purpose)
Save and close
9. Manage Prorate Convention (Calendar)
The prorate calendar determines the number of PRORATE periods in your fiscal year. It is use full
for depreciation and it is associate with Depreciation Calendar.
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% prorate% conventions%
Select Manage Prorate Conventions
Give the details
Click on + icon to create prorate calendar dates
(Fixed Assets) Fusion Page 22
If you want to create depreciation for assets for deferent methods like daily , monthly, quarterly
then you have to crate different prorate calendars
Save and close
10.Manage Asset Books
1. Corporate Book
It can define on the basis of Ledger or Legal entity; we can define multiple corporate books under one
ledger
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% books%
Select Manage Books
Click on + to create book
Give the details
(Fixed Assets) Fusion Page 23
o If the depreciation is day wise then Divide Depreciation is keep it as By Days
Go to Accounts Tab and give the details
Go to the Rules tab and assign the set code as Common set
Save and Close
2. Tax Book
• Tax book will created for statutory purpose based on the country
• Tax book will created under corporation book
• We can do copy the assets from corporate book to Tax book
• We can create asset directly in Tax book
Go to Setup & Maintenance
Setup: Financials
Functional area: Fixed assets
Task %manage% books%
Select Manage Books
Click on + to create Tax Book give the details
(Fixed Assets) Fusion Page 24
o If the depreciation is day wise then Divide Depreciation is keep it as By Days
Go to Accounts Tab and give the details
Go to the Rules tab and assign the set code as Common set
Save and close
Go to Tax tab enable the allow mass copy (it means allow the system to copy the asset from
corporate book to this tax book
Save and close
11.Manage Asset Categories
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% categories%
Select Manage Asset Categories
Click on + to create categories
We shouldn’t get the values in the LOV because of our own defined structure is in inactive we
shouldn’t enable that because of structure already created in this vision version
So and query the active structure and add the our values to that structure then under LOV that
values will appear
Give the category details
(Fixed Assets) Fusion Page 25
Go to books tab
Click on + icon to assign book and give the corporate book details
Go to accounts tab give the default account details for the particular asset
o We shouldn’t give the CIP account details will give only for CIP assets
o Revaluation account will give only for Buildings and premises
o One category assign to number of corporate books and number of countries
o We can add the only one corporation book while creating the category if you want to add the
different book query the category and add the book.
Go to Default rules tab and give the depreciation and life etc.. details for that particular asset
(Fixed Assets) Fusion Page 26
o If you give the category as buildings then disable the Depreciation field because buildings and
premises will appreciate not depreciate
Save and close
12.Manage Asset Location
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% location%
Select Manage Asset Categories
Click on + to add the location details
Save and close
13.Manage Asset Keys (Optional)
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset% key%
Select Manage Asset Keys
Click on + to assign key set and add the asset key
Save and close
(Fixed Assets) Fusion Page 27
14.Manage Depreciation method (Optional)
Oracle provided seed depreciation method; we are using the seeded methods.
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% depreciation%methods%
Select Manage Depreciation Methods
Click on + icon to creation depreciation methods
Save and close.
15.Asset distribution sets
It will reduce the time while enter the asset. It is in the assignment tab in asset invoice
Go to Setup & Maintenance
Setup : Financials
Functional are : Fixed Assets
Task : %Manage% asset%distribution%
Select Manage Distribution Sets
Click on + icon to create
Give the distribution set details
Asset Creation Process
We can create assets in different ways
(Fixed Assets) Fusion Page 28
1. Mass addition (Po and Non Po based invoice)
2. Additions in FA
3. Spread Sheet or ADFDI process
1. Manual Addition (Without Invoice)
In EBS quick and Additions but hear not like that you can do in the same in one page if you want to do
the quick or addition you can do
Go to Home
Click on Fixed assets
Click on Assets
Click on Task list and click on Add the asset
Give the details like Asset type , Category (select the Major and Minor), Cost, Units, Location
and Expenses account (It is default from Asset category)
(Fixed Assets) Fusion Page 29
If you click the Next Button that is equal to additions means and system will allow to give the
additional information
If you click the Submit Button that is equal to Quick additions and system create the asset
Click on Submit
Inquire the assets
Go to Home
Click on Fixed assets
Click on Inquire Assets
Query with asset category or any one of mandatory field
Now you can see the asset details and that assets is under witch book
(Fixed Assets) Fusion Page 30
In inquire mode we can’t edit just we will see
Close the page
2. Asset creation using spreadsheet/ ADFDI
ADFDI (Application desktop Framework Development Integration)
Go to Home
Click on Fixed assets
Click on Assets
Click on Task list
Click on Add asset in
Give the book and Asset type details
Click on Go Spread sheet will downloaded
Open that sheet and give your login credentials
Give the details like name, depreciation account, clearing account ,Depreciation is yes or no
Submit the data
After that we have to check these in the info let
Click on incomplete then asset will show down
(Fixed Assets) Fusion Page 31
Go to Actions and click on Edit and Change the status from Queue to Post
Save and Close
Click on Ready to Post and select the asset line and click on Post all
Close the tab
3. Mass Addition process
Have to create asset invoice in the AP that will interface to FA as an asset then prepare with mass addition
then will do the asset transfer
1. In EBS we have Quick addition & Additions
2. In Fusion directly we have additions only
(Fixed Assets) Fusion Page 32
Po Based Mass addition Process (3 Way)
Asset item machinery Requisition Request for Quotation (RFQ) Quotation Quality Analyst
Purchase Order Goods Receipt Number (GRN) Invoice Mass Addition Prepare Mass
Addition Post Mass Addition Asset Installed and ready to use
Accounting entries
Capitalized assets
Till to GRN No entries
Invoice Asset clearing DR
Supplier liability CR
Mass Addition Asset Cost DR
Asset Clearing CR
Expenses Assets
Till Po No entries
GRN Asset Clearing DR
Expenses AP Accrual CR
Invoice Expenses AP Accrual DR
Supplier liability CR
Mass Addition Asset Cost DR
Asset Clearing CR
Non Po Based Mass addition Process
Create standard invoice in AP
Go to Home Page
Click on Accounts Payable
Select the Invoice
Go to Task list
Click on create Invoice
Give the Header and line(non po invoice) details account is asset clearing account
How the system will identify this invoice related to Asset (Based on Distribution sets in this set if
you give the Asset clearing account then system automatically identify this is related to assets)
(Fixed Assets) Fusion Page 33
Validate it and Post to Ledger
Create Mass additions
Go to Home Page
Click on Accounts Payable
Select the Invoice
Go to Task list
Click on Create Mass additions
Give the dateand corporate Book (In which book asset will be add)
Click on Submit Then go to schedule process check the status of this mass additions
Prepare and Post mass additions
Go to Home Page
Go to Fixed Assets
Go to Assets
See the Info let you can find the Incomplete action under additions , select that then you can see
the asset line
(Fixed Assets) Fusion Page 34
Select the line and go to Actions and click on Edit
Change the status form new to post and give the other information like category, depreciation
account and location
Save the invoice
Then in the info let That invoice come from incomplete status to Ready to post status
Click on that in the asset lines prepare all, Post all and Merge options will highlight
Click on the Post all it means post mass additions, we have another way to post the mass
additions that is Schedule process report is (Post Mass Additions)
Query the asset weather is transferred to FA or not
Go to Home
Go to Fixed assets
Go to Asset Inquiry
(Fixed Assets) Fusion Page 35
Query with any mandatory field and select the invoice in this line below you can see the details of
the asset
Go to source line you can see the from where this invoice come
Close the tab
4. Merge Asset Lines
Will create more than one line in the tables will interface those lines to fixed assets, within FA we
will Merge those lines to create the single asset. Will merge multiple assets lines into one asset
definition
Here we can do merge in different ways
1. One invoice with Multiple lines
2. Multiple invoices with one line
One invoice with multiple lines
Go to Home
Go to payables
Go to invoices
Click on Task list
Click on Create invoice
Give the header information and give the two lines in the line tab
(Fixed Assets) Fusion Page 36
Validate and Post to Ledger
Navigation same click on Create Mass addition then
After Mass addition only In FA Info let invoices will show otherwise not
Go to Home Page
Click on Fixed assets
In the Info let you can see the detail of asset lines
Select the one line click on merge
Then set as a parent and
Select another line click on merge then click on submit.
(Fixed Assets) Fusion Page 37
If it is on hold then select the line go to actions edit and change he asset status as Posted
Change the status and give the needed information then Save and close
Then post the lines
Multiple invoices with one line
Go to Home
Go to payables
Go to invoices
Click on Task list
Click on Create invoice
Give the header information and give the line information like this give the two or more invoices
Then Click on Create Mass additions
Go to Home page
Click on Assets
In the Info let you can see the incomplete invoice in additions
Click on Incomplete invoice then below lines will show select one line click on merge
Do the same as above
Go and query the assets you can find the merged invoices
Split the Asset/Lines
Split is nothing but split the one line into multiple lines
(Fixed Assets) Fusion Page 38
Go to Home page and Click on Payable then Go to Invoice
Task list click on create invoice
Validate it and account it (Then only mass addition process will run)
Same navigation go to task list and click create Mass additions
Click on Submit
Go to Home Page
Go to Fixed assets
Go to Info let and open the incomplete invoice
Select the invoice and go to actions click on Edit change the status as New to post
And give the other mandatory information then go to lines change the quantity
(Fixed Assets) Fusion Page 39
Then go to Info let Click on Ready to Post then invoice will show select the invoice and click on
Split
Then that invoice has been split into multiple line
Then If system will hold that invoice just go to actions and change the status as post
Then Post the Lines, all lines will post
(Fixed Assets) Fusion Page 40
Close the tab
Then go to Asset work bench and query the assets you can see the multiple invoices
Click on Done
Add to asset (Cost Adjustment)
If you want to add the amount to the existing asset this function will use
1. Create the standard invoice validate and post it
2. Run Mass addition program
3. Change the asset cost in fA
Go to Home Page
Go to Fixed Assets
Go to Task List
Click on Prepare source lines
Query the Assets
Select the invoice, go to actions and click on Add to Asset then query the asset which you want to
add it
(Fixed Assets) Fusion Page 41
CIP Asset Creation and capitalization
For CIP assets system will not allow us to create depreciation
1. Manage asset category values
2. Create Asset category (CIP cost CIP clearing cost accounts)
3. Create CIP asset
4. Convert the CIP asset to Capitalized assets
1. Manage asset category values
Go to Setup & Maintenance
Setup: Financials
Functional area: Fixed assets
Task %manage% assets% values%
Select Manage Fixed assets Flex field value sets
Query your COA then select Major values and click on Manage values
Give the CIP related assets like Buildings, Motors
Do the same as for Minor values
2. Manage Asset category (CIP cost CIP clearing cost accounts)
Go to Setup & Maintenance
Setup: Financials
Functional area: Fixed assets
Task %manage% assets% categories%
Select Manage Asset Categories
Click on + to build the relation between category and corporate book
Give the major and minor details then go to the book tab
Click on + to add the book and go to Accounts sub tab give account details these accounts will
default while entering the mass addition
(Fixed Assets) Fusion Page 42
Save and close
3. Create CIP asset
Go to Home page
Click on Fixed assets
Select the Assets
Click on Task List
Click on Add asset
Give the details
o If you want to give the cost of the CIP asset we have to give on the source lines
Click on next to give the other details go to Financial details tab and click on source lines tab give
and click on + to give the amount of the CIP asset
Click on Submit
(Fixed Assets) Fusion Page 43
4. Convert the CIP asset to Capitalized assets
Go to Home page
Click on Fixed assets
Select the Assets
Click on Task List
Click on Capitalize CIP assets
Query the capitalize asset
Select the asset line and click on capitalize
Click on Done
Go to the asset inquiry and query the Capitalized assets then you can find that
Run the Depreciation
Go to Home page
Click on Fixed assets
Select Invoice
In Info let we have Depreciation box
Click on the Box you will get the information
If you click the Calculate deprecation it will be draft mode if you want to final calculation
depreciation click on Close period under Calculate Depreciation
Click on Done
(Fixed Assets) Fusion Page 44
We have another way to calculate depreciation
Go to Home page
Click on Fixed assets
Select Invoice
Click on task list
Click on Manage All Books
Here you can see the all books include tax books
If you click the calculate deprecation means draft mode
If you click the open close period means final
Go and query the asset select the asset go down and go to Depreciation tab then you will find the
depreciation
Adjust Assets
From this you can do three things
1. Change financial details (Depreciation, life, method etc...)
2. Transfer source lines (Transfer the amount)
(Fixed Assets) Fusion Page 45
3. Change category (Change the one category to another)
1. Change financial details (Depreciation, life, method etc...)
This was done in Roll back depreciation concept
2. Transfer source lines (Transfer the amount)
Go to Home page
Click on Fixed assets
Click on Assets
Go to task list
Click on adjust assets
Query the asset which you want to transfer the source line item
Select the line an click on transfer source lines
Give the transfer amount and give destination asset and click on transfer
Give the comment and submit
Query the asset from work bench then you will see the under transaction after transfer the amount
Under source line also you can see the details
(Fixed Assets) Fusion Page 46
Click on Done
3. Reclassification (Change category)
It’s all about changing the asset category, we can change asset category
Go to Home page
Click on Fixed assets
Click on Assets
Go to task list
Click on adjust assets
Query the assets and select the one asset line then Change category tab will highlight
Click on the Change category
Give the category names and click on ok
(Fixed Assets) Fusion Page 47
After go to asset inquiry then you will find the changed asset category
Mass Copy
If you want to do the mass copy we need Tax Book again with in the corporate book in which categories
we have asset the same category we have to map to tax book.
1. Manage Tax Book
2. Assign Corp Book Asset categories to Tax book also
3. Manage asset book access to user (Asset accountant)
4. Copy from corporate book
1. Tax Book
Already done in Setups
2. Assign Corp Book Asset categories to Tax book also
Go to Setup & Maintenance
Setup: Financials
Functional area: Fixed assets
Task %manage% assets% categories%
Select Manage Asset Categories
Query the asset and select that
Click on Edit and add the tax book to this category
(Fixed Assets) Fusion Page 48
Give the Default account details ( Same code combination should use as per Corp book) and save
and go to default rules details these details will same or different as per client request
Save and close
3. Copy from corporate book
Go to Home page
Go to Fixed assets
Go to assets
Go to task list and click on Manage all books
Now you can see the tax book then select the corp book and click on Copy from Corporate
(Fixed Assets) Fusion Page 49
Then we will get one box In that we have current book period this is nothing but periodic mass
copy
We have two options in EBS also 1. Initial mass copy, 2. Periodic mass copy. In case of periodic
mass copy specific all asset related information you can copy. In case of Initial mass copy you
can perform throw the schedule job process. (Perform Initial mass copy)
Go and query the assets in asset work bench with tax book
Roll back Depreciation
When we run the draft mode depreciation this Roll back depreciation will work, we will go and just run
the draft mode depreciation for current period and will go and do certain changes to the asset then system
has to roll back the depreciation whatever calculates as a part of draft mode
Go to fixed asset Info let click on depreciation box then details will show click the calculate
depreciation means draft mode depreciation
Go to asset inquiry, query the assets and see the depreciation just for knowing purpose
(Fixed Assets) Fusion Page 50
If you change the any asset depreciation related information changes will effect only if the
depreciation calculated in draft mode if in the final not allowed
Go to asset work bench click on task list then select adjust assetsthen query the asset
Select the line and click on change financial details
Just change the any financial information like change the life or amount then go back to the asset
and check the depreciation
Then current year depreciation will not display because depreciation was calculated in draft mode
system automatically roll back the depreciation.
Click on Done
Asset Retirement
If you want to retire asset with any reason just we perform retire assets, when company asset life is
completed or if it be theft or stolen or sold or wrong installation in books in these reasons we have to
retire the assets. We can do the retirements in units wise or cost wise. In this we have to type of
retirements
1. Basic retirement
2. Mass retirement
Retire types
(Fixed Assets) Fusion Page 51
1. Unit Base
2. Cost base (Partial or full)
Basic retirement
Go to Home
Go to Fixed assets
Go to assets
Click on Task bar
Click on Retire assets
Query the asset which you want to retire the asset
Select the asset which you want to retire
Click on Retire units
Give the retired units and give the comment
Click on submit
Now these asset will not available in the asset work bench
Save it and post it
(Fixed Assets) Fusion Page 52
Mass retirement
Go to Home
Go to Fixed assets
Go to assets
Click on Task bar
Click on Retire assets
Go to Mass tab
Query the asset which you want to retire the asset
Select the asset which you want to retire
Reinstate the asset / undo the retirment
Means cancel the retirement or bring back the asset from retirement. By mistake or any other wrong
information say you retired. We can reinstate or undo the retirement
Go to Home
Go to Fixed assets
Go to assets
Click on Task bar
Click on reinstate Assets
Query the retired assets select the asset and click on Reinstate
Save it and post it
Asset Transfer
'Asset transfer' is a term used to describe the process of the transfer of the ownership (or leasehold) of
property or land from one party to another.
Asset transfer in two types
1. Basic Transfer
2. Mass Transfer
I want to transfer the asset
1. One Employee to another Employee (No Impact) for account
2. One Location to another Location (No Impact) for account
(Fixed Assets) Fusion Page 53
3. One Depreciation to New Depreciation account (Huge Impact) for account
Basic Transfer
Go to Home Page
Go to Fixed assets
Click on Assets
Click on Task list
Click on Transfer asset
Query the asset then select the asset
Click on Transfer Asset
You can transfer the asset from location to location employee to employee and one depreciation
to another depreciation
Click on submit then asset transfer
Mass Transfer
Go to Home Page
Go to Fixed assets
Click on Assets
Click on Task list
Click on Transfer asset
Go to Mass tab
(Fixed Assets) Fusion Page 54
How to do the Amortized adjustment
If you enable this amortized under the change financial details,when you change the asset cost on that day
on words system will calculate the depreciation on that amount, otherwise depreciation will calculate
from the date of Service date
Go to Home page
Go to Fixed Assets
Go to Assets
Go to Go to task list and click on Adjust assets
Query the assets which you want to change asset cost
Select the asset and click on Change Financial details
Enable the amortize option under transaction details
Click on Submit
How to Delete the Asset lines
Asset line can delete before Post the invoice. You can delete after validation also
Go to Home page
Go to Fixed Assets
Go to Assets
Go to Go to task list and click on Prepare Source lines
Query with the new status
Select the line go to actions and click on Edit
Change the queue status as Delete
Save and close
(Fixed Assets) Fusion Page 55
Save and close
Then Run the Delete mass addition program
Comparison process form FA to GL, AP to GL
1. Run the Depreciation report
2. Run the “Journal Entry Reserve Ledger” (Lists asset depreciation amounts for the specified period. The report
is sorted by and group totals for each balancing segment, expense account, reserve account, and cost center). It can be
done in period end also. This report depreciation and accumulated depreciation compare with the Depreciation in GL
Trial Balance report
3. In AP we have compare with AP Trial Balance (TB ) GLTB (Compare the AP Liability and
Prepayment)
4. In FA we have compare with Journal entry Reserve ledger GLTB (Compare the Depreciation)
Standard Reports in FA
1. Asset addition Report (Lists assets added or capitalized during the specified periods. Sorts and totals by balancing
segment, asset type, asset account, cost center, and reserve account)
2. Asset Balances Register (Lists initial costs, current activity, and retirements for a range of assets)
3. Asset category Change Report (Lists all the assets for which the asset category is changed during the specified
period. Sorts and totals by balancing segment, asset account, and asset number)
4. Asset cost Adjustment Report (Lists all the asset cost adjustments from the specified periods. Sorts and totals by
balancing segment, asset type, asset cost account, and cost center)
5. Asset Cost Detailed Report (Lists asset level asset cost account balances. Sorts and totals by balancing segment, asset
cost account, and cost center)
6. Asset Cost and Reserve Report (Lists the asset cost and depreciation reserve balances at the asset level. Sorts and
totals by category, asset type, asset cost account, and cost center)
7. Asset Cost Summary Report (Lists asset cost account summary balances for the specified periods. Sorts and totals by
balancing segment and asset cost account)
8. Asset Register (Prints complete information about an asset for the specified corporate book and for each associated tax
book. Sorts by asset number)
9. Asset Retirement Reports (Lists asset retirements performed during the specified periods. Sorts and totals by
balancing segment, asset type, asset account, and cost center)
(Fixed Assets) Fusion Page 56
10. Asset Transaction History (Lists all transactions performed on selected assets. The report is sorted by asset number)
11. Create Accounting Program (Creates subledger journal entries for Oracle Fusion Assets. Optionally, post to Oracle
Fusion General Ledger)
Questions
1. Where should we find the scrap sale amount
Asset sale amount will be tracked in AR as a miscellaneous income account
2. Can I create Multiple Tax Books under on Corp Book
Yes we can
3. Can I create Multiple Corp Books under Ledger or Legal entities
Yes we can
4. If Client want two depreciation methods for two different assets means Half year and monthly
depreciation method then what should we do
Yes we can do, we can create two prorate calendars one monthly, one Half yearly
Inter view
GL
1. Security/ cross validation rule
2. Account aliases
3. Translation
4. Revaluation
5. Multi reporting (Reporting ledger)
6. Mass Allocation
7. Auto Post
8. Mandatory accounts
9. What is Qualifiers and types
10. Enterprise structure/ Multi org
11. Payment terms
12. Distribution set
13. Debit memo credit memo
Oracle13 :admin@123
(Fixed Assets) Fusion Page 57
Accounts Payable
Accounts payable is money owed by a business to its suppliers shown as a liability on a
company's balance sheet. It is distinct from notes payable liabilities, which are debts created by formal
legal instrument documents
Objectives
1. AP works at Business Level
2. AP Is the sub ledger application in Oracle ERP
3. To determine or calculate outstanding payables amounts means liabilities at organization level
4. AP back end name is SQLAP
5. AP having application ID in database like AP200, GL 101, AR 222 etc
Integration
GL AR
PO
PPM
AP
I-EXP CASH
FA
1. PO AP : We can share the PO which is approved and we can share the GRN
2. I-Ex AP : Employee travel bills
3. AP FA : Asset into invoice (Mass Addition)
4. AP CM : Issues check, EFT and cash clearing
5. AP PPM : Project related information Ex: Material cost
6. AR AP : Refund Process
7. AP GL : Liability balances, Item expenses, Service expenditure, prepayments.
Accounts Payable (Fusion) Page 1
Work Benches
We have 3 work benches in AP, and these three will control the AP
1. Supplier workbench
2. Invoice workbench
3. Payment workbench
1. Supplier work bench
a. Supplier data
b. Supplier types
c. Supplier Pay groups
d. Supplier Payments methods
e. Supplier bank accounts
2. Invoice work bench
Manual
a. Standard invoice (Positive)
b. Debit memo (Negative)
c. Credit memo (Negative)
d. Prepayment
Automatic
a. Interest invoice
b. Payment request
c. WHT (withholding tax)
3. Payment work bench
a. Single payment
b. Batch payment (Payment process request (PPR))
c. Refund to vendor
Roles to be assigned to user
1. Accounts Payable Manager
2. Accounts Payable specialist
3. Accounts Payable supervisor
4. Accounts Payable invoice supervisor
5. Accounts Payable Payment supervisor
6. Supplier Manager (For creating supplier)
Setups
1. Manage Reference data sets (Common and BU)
2. Manage Location for Business Unit (BU Level)
3. Manage Business unit (BU Level)
4. Assign Business Unit Business Functions (BU Level)
5. Manage payment terms (Common and BU)
Accounts Payable (Fusion) Page 2
6. Manage common options for payables and procurement (BU Level)
7. Manage Invoice options (BU Level)
8. Manage payment options (BU Level)
9. Manage business unit data access for user (BU Level)
10. Bank account creation
11. Manage Purchase Process Profile (PPF)
12. Manage Payables Document sequences
13. Open periods
1. Manage reference data sets (RDS) (HCM)
It is available in cloud only. It allows you to access the data across business units or across
organizations. RDS is share the setup data across the BU or else to restrict. In fresh instances we have
only two sets Common and Enterprise sets
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Enterprise profile
Task: %Manage% reference% data%
Select Manage Reference Data Sets
Click on + to create data sets
You can create new set or else you can take default once like if you take the default ( common)
set this set can access world wise
Save and close
o Once you give the details you can’t edit and modify the set code you can edit or modify the set
name and description
This set can use in other units like while creating data sets just you can give the set name as this access
set then you can access the data
2. Manage locations (HCM)
We have to create location for enterprise (Head office), all the stock related information, stock
brokers, marketing related information and all the business information will maintain here. Payroll
Accounts Payable (Fusion) Page 3
comes into legal entity level. Head office nothing but that is going to looking some place that is the
purpose we have to create location
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Enterprise profile
Task: %Manage% location%
Select Manage Locations
Click on + to create location
Under basic details we have location set as common set(default) but we have to change as our
data set likewise give the all information like contact details, legislative information(trade name:
if it is MNC we have trade name given by exchange)
Give the address details
Click on Review for your understanding if the information is right or wrong
Save and submit
Accounts Payable (Fusion) Page 4
3. Manage business units (HCM)
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Organization structure
Task: %Manage% business% unit%
Select Manage business unit
Click on + to create Business unit
Give the BU name and Location name and code
Save and close
o In Fusion no need to build the relation between legal entity and business unit. We have
another way to do it.
4. Assign business unit business function
Here we can build the relationship between Legal entity and primary ledger and we can assign the
functions to business unit
More details about this go throw this link
https://www.youtube.com/watch?v=E8rvMM0C4bs
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Assign% business% unit% business% function%
Select Assign business unit business function
Scope should be Business unit because we are building the relationship between LE and PL
Then under financial reporting section give the primary ledger name then automatically legal
entity name will come if you assign the relationship between these two in primary ledger
creation otherwise give the legal entity name here
Then give the business unit functions means enable the functions which you want for this unit
If you enable the all functions you can manage the all functions in the business unit
Accounts Payable (Fusion) Page 5
Below points related to above points
o Receivable transaction process and revenue management also if you are going to implement
along with this billing process you can enable
o Advance collection if you are implementing
o It is different functional information
o If you are going to receipt Process for BU
o If you are going to expenses process for BU
o It is different functional information
o Project accounting – you can’t do project costing and billing setups if you are not enable this
5. Manage payment terms
1. Immediate payment term (Without discount)
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %payment% terms%
Select Payment terms
Click on + to create payment terms
Give the name of payment term and click on + under installment tab to create discount for
payment
Click on + to create set code for this payment terms you can give our own defined set or default
one
Accounts Payable (Fusion) Page 6
2. With discount (2/10 net of 30)
Net 30 means in 30 days you have to pay total amount, 2/10 means if you pay the payment within
10 days you are eligible for 2% discount like this you can create three discount like if you pay in
first 10 days you can eligible for 5% , second pay in 20 days 10% for 25 days you have 12% like
this you can create as per your company policy
Go to set up and maintenance
Set up: Financials
Functional area: payables
Task: %payment% terms%
Select Payment terms
Click on + to create payment terms
Give the name of payment term and click on + under installment tab to create discount for
payment
Accounts Payable (Fusion) Page 7
6. Manage common options for payables and procurement
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %manage% common% option%
Select Manage common options for payables and procurement
Scope should be your BU
Give the default distribution and currency conversion options
Accounts Payable (Fusion) Page 8
Click on Save and close
7. Manage invoice options
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %manage% invoice% option%
Select Manage invoice options
Scope should be our BU
Under Invoice entry enable the all options except require invoice group
All data bases should be invoice data bases except pay data base is should be discount data base
o Required invoice group: Acts like invoice batch, in this you can add number of invoices
like Batch names (RT-123) under this batch we have so many invoices like (INV-
1,2,3,4)like this
o Allow document category override: It assigns a unique numbers like
Accounts Payable (Fusion) Page 9
1. AP INV-123-1000 (When you enter invoice with 123 Starting invoice number)
2. AP INV-124-2000 (When you enter invoice with 124 Starting invoice number)
o Allow adjustments to paid invoices: When I am creating invoice wrongly entered debit
account instead of advertisement expenses debited telephone expenses, if you enable this
you can edit the invoice.
o Allow remit to supplier override for third party payments: If you want to pay the money
to third party you can enable this ex: Invoices will be one supplier but payment should
pay to another party(third party) along with this supplier
o Recalculate invoice installments: When you change the due for payments then system
automatically change the dates also Ex: NET10 (FEB 23) change the payment term from
this to NET50(MAR20) then system will change the due date feb23 to mar 20
o Hold unmatched invoiced: We have PO and NON PO based invoice if you enable this it
holds the NON PO based invoices because it doesn’t have any matching PO
o Payment terms: It depends on suppliers
o Term data basis: In which date system will generate the payment is called Term data basis
we have below dates
1. Goods receipt date
2. Invoice receipt date
3. System date
4. Invoice date
Term D Basis G.R Date Inv. Date Inv. R Date Sys Date
NET30 01-JAN-19 05-JAN-19 10-JAN-19 15-JAN-19
Due date 30-JAN-19 04-FEB-19 9-FEB-19 14-FEB-19
This option give importance is supplier level, if info not available in this then it go to invoice option
level
o Pay date basis: If you enable this on the date of discount date payment will run otherwise
normal payment
EX: Discount date NET 30, 5(%)/10(D) if you give this as payment term
01-Jan-2019
11-Jan-2019 (Discount date)
30-Jan-2019 (Net date)
o Accounting date base: Doubt
Note: In EBS we have profile option enable but in cloud we don’t have
Under matching tab enable only one option like allow matching distribution override
Under Discount tab enable only one option like always take discount
Under prepayments tab give the payment terms and show available prepayments during invoice
entry
Accounts Payable (Fusion) Page 10
Under interest tab enable the Create interest invoices and give the account of interest expenses
distribution and minimum interest amount is 10
Under payment request give the payment terms
Click on save and close
8. Manage payment options
Go to set up and maintenance
Set up: Financials
Functional area: payables
Task: %manage% payment% option%
Select Manage payment options
Scope should be our BU
Enable all options under payment accounting and overrides
Accounts Payable (Fusion) Page 11
Save and close
9. Manage business unit data access for users
For more details click on below link
https://www.youtube.com/watch?v=Rmn-kbZlXzk
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: General ledger
Task: %Manage %business %unit % data% access%
Select Manage Business unit data access for user
Click on + to assign Business unit to user
Under Business unit security context we have to assign our business unit to user
Click on save and close
Accounts Payable (Fusion) Page 12
Likewise we have to do several roles to business unit
Click on Done
10. Manage Bank account creation
1. Manage bank
2. Manage Branch
3. Manage Bank account
1.2 Manage Bank and Branch
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Cash management and Banking
Task: %Manage % banks %
Select Manage Banks
Click on + to create bank
Give the details of bank and addresses, contacts optional
Save and close
Then select the bank in same screen and click on create Branch
Give the branch name here addresses and Contacts is optional
Accounts Payable (Fusion) Page 13
3. Manage Bank account
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Cash management and Banking
Task: %Manage % bank % accounts%
Select Manage Bank accounts
Click on + to create bank account and give the details
Give the cash account under the general tab it is mandatory to bank
Go to Payment documents tab and click on + to create
Give the Document Information details and give the document numbers also
Accounts Payable (Fusion) Page 14
Save it
Go to Business Unit Access tab
Click on + icon to assign BU to this account
Save it
11. Manage Payment Process Profile (PPP)
If you want to process the payment what account will follow and for which bank account to cost the
payment and other criteria rules will define here
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Payments
Task: %Manage % payment% process% profiles%
Select Manage Payment Process Profiles
Click on + to create PPF
Give the details of ppf and under usage rules give the enable the all for all
Save and close
12. Manage Payables Document sequence
Accounts Payable (Fusion) Page 15
Go to set up and maintenance
Set up: Procurement
Functional area: Payments
Task: %Manage % payables% document % sequences%
Select Manage Payables Document Sequences
Click on + to create sequences
Give the details and go to assignment tab give the details
Save and Close
13. Open periods
Go to Home page
Go to Payments tile and click any one like invoice or payments
Click on task icon
Click on Manage accounting period under Payables periods
Accounts Payable (Fusion) Page 16
Then place cursor on the primary ledger then it will show how many ledgers assigned to that
primary ledger
Click on the primary ledger and give the first period and go to Action and click on Target period
and give the target month
Click on save
Then go to the below navigation accounts payables period status will show as open
Another Navigation
Go to Navigation icon
Select General accounting option
Click on Period close
Data access should be your primary ledger
Click on Payables icon which is given under the general ledger
Click on Task Icon and click on Manage Accounting Periods
Accounts Payable (Fusion) Page 17
Click on your ledger under Ledger tab
Then Click on actions tab and select the Open target period and open the period which you
want to open and click on done
Period status
• Open
• Closed
• Permanently closed Once you closed you can’t reopen
• Future enterable
Payment Batch (PPR)
Bunch of Payment with single run, why should I go for the single check payment. I will the run the
payment batched daily basis, I want to print the 100 or 50 checks on the daily basis. Payment batch
alwaysrun based on due date. Payment batch main objective to reduce the manual work to make the
bunch of payments with in the single time.
Payment batch can run based on the below criteria
1. Pay through date
2. Supplier type
3. Supplier Name
4. Invoice batch/ Group name
5. Payment method (Most of the clients used through this)
Accounts Payable (Fusion) Page 18
6. Pay group
7. Business Unit
8. Currency
9. Legal entity (Fusion)
10. Source (Fusion)
It consist of below status or stages
1. Check Payment method 2. EFT (Electronic Fund transfer_
Select Select
Build Build
Format Format
Print File will generate and send to Banker
Confirm Confirm
• Select the payment batchform above criteria (invoice group name or payment method) it
will pic the all eligible invoices based on the today due date
• Then you can review the selected invoice
• You can modify the amount 100000 to 90000 or 50000 you can’t increase the amount but
you can decrease the amount
• You can add the invoice if it have any discounts
• You can remove any high volume invoice is there, you can pay in the next batch
• It have build to build the payment
• Then what is format to be consider the for the printing
• The check format will go to the printer to print the check
• That check send to banker then confirm
Pre requisites for Payment Batch
Invoice should be validate It will work for payment batch
Invoice Validated and Accounted It will work
Only invoice header is entered and line forget It will not work for payment batch
Only invoice header, line and distribution entered bud not validated. It will not work for payment
batch
Entered the invoice header validated but kept on hold It will not work
Partial invoice It will not work
It will consider invoice types for Payment Batch
Standard
Credit Memo
Debit Memo
Prepayments
Accounts Payable (Fusion) Page 19
Setups
1. Payment Methods
2. Payment Templates
3. Payment Format
4. Payment process Request(PPR)
5. Internal Bank accounts
6. Check books
123 done by Tech team
4. Payment Process Request (PPR)
Go to Home page
Click on Payables
Click on Payment
Go to Task list
Click on Manage Payment Process Request Templates
Click on + icon to create
Give the details and give the selection criteria means date wise, payment method wise
Accounts Payable (Fusion) Page 20
Go to Payment and Processing Options and give the bank account and PPP
Go to Processing options subtab enable the Review installment , review proposed payments
Submit and go to task list go to Manage payment process
Query with the Creation date will get payment batch details
Click on action button then click on next then you can review (if you enable the review
installment under Processing option tab) the invoices then click on submit
Then status will be confirmed then you can create payment accounting then status is will be paid
Run the create accounting program then transfer to GL
Run Accounts Payable Trail balance to know the outstanding amount
Eligible invoices will go to for payment through the payment batch
If you want to modify the money or if you want to delete the invoice form batch you can do.
Distribution sets
You can use a Distribution Set to automatically enter distributions for an invoice when you are not
matching it to a purchase order
It is available in AP and AR
It is only user for Non Po or Non receipt invoices
This function works at BU level and you can create N no of sets
Types of distribution sets
Accounts Payable (Fusion) Page 21
1. 100%(Full In EBS) Know the combination, amount and charge account
2. 0% (Skeleton In EBS) Know the combination, don’t know the amount and know the charge
account
Setups
1. Manage Distribution sets
2. Assign to customer site level
3. Assign in invoice
100%
1. Manage Distribution sets
Go to Setup and Maintenance
Setup : Financials
Functional area: Payables
Task: %manage% dist% set%
Select Manage Distribution Sets
Click on + icon to create sets
Give the details under distribution set and give the distribution details
2. Assign at customer site level
Go to Home page
Click on Procurement
Select the supplier
Query the supplier and go to site assignment tab and give the distribution set
Accounts Payable (Fusion) Page 22
3. Create invoice for check the results
0%
Go to Setup and Maintenance
Setup : Financials
Functional area: Payables
Task: %manage% dist% set%
Select Manage Distribution Sets
Click on + icon to create sets
Give the details under distribution set and give the distribution details
Save and Close
Standard Invoice creation (Non PO)
Go to Home page
Click on payment tile
Select the Invoice
Go to task list/panel
Accounts Payable (Fusion) Page 23
Click on create invoice (if you not assigned the Accounts Payable supervisor and specialist create
invoice will not appear)
Give the details go to lines select the line matching option
o Identify PO : If you match the PO then here we have to give the PO numbers
o Why number of business units is showing Business unit LOV’s : If you assign the common
data set to Bu then that will show under this means which Units are assigned to Common sets
that all units are show under BU. If you don’t want to show all units you can create the
separate sets for separate BU or create the security rule/MOIC
o Supplier, supplier site and currency details will default from supplier site
o If you click on show more few details like General, Accounting, Tax and additional
information will show
o In the Accounting tabaccount information is available it comes from supplier site second
from common options
Accounts Payable (Fusion) Page 24
o In tax tab we have tax related information
o Additional information is related to DFF
Go to the lines and give the matching line
o We have four lines
a. Match Invoice Lines
b. Match to Receipt Lines
c. Correct Matched Invoices
d. Correct Unmatched Invoices
If you do the Non PO invoice/ standard invoice then give the line item as Correct Unmatched
Invoices
Go to lines tab and give the details like Type, amount, Distribution sets (if you defines) if you
not give the Distribution combination
If you want to do any amendments in account combination just go and amend the accounts
throw Distribution Tab
If you want to add any columns like asset category asset model in the line you can add throw
the ViewColumns under this we have some many columns if you want to add it add
Accounts Payable (Fusion) Page 25
o Save the invoice
o Validate and post to ledger under Invoice actions
o After the validation status will change as validated
o Post to Ledger
After post to ledger one pop will come in that you can see the view accounting
You can see the Accounts
Accounts Payable (Fusion) Page 26
o In info lets you can see the recent invoice details if you click on it you will get the invoice
1. Scanned copies 3 in between 0 to 7 hours like that
2. Recent means there is no invoice form 24 hours
3. Holds 73 validation holds 426 purchasing related ad 3 others
4. Approval 1 approval is rejected
5. Prepaid 0 prepaid invoices for 0 to 30 hours
o After Post to Ledger go and check this invoice in GL ( General accountingjournalsselect
your ledger go to task list Click on manage journals query the journal with period and
source like Ap then you will find the JV
Accounts Payable (Fusion) Page 27
o After transferred to GL, if Payables team or any other team identified in the lines wrongly
select the account or department still we have a time to modify throw the payables for this no
approvals is required
Go to invoice info lets and open the invoice which is already posted to GL
Go to invoice status accounted click on it
Place the cursor on the line which you want to override just click on the Override Account
option then you can override that
Accounts Payable (Fusion) Page 28
After payment also we can do this but after close the period we shouldn’t do this
Why the payment term is defaulting : it is defaulting from Business unit it is defaulting from
reference data set
Business Unit keep as default
If you want to keep the BU as default value you can follow the below steps
Go to Setup and maintenance
Click on Task list
And click on search
Search for Manage Administrator Profile Values
And search for Profile Display name is Default Business Unit
Go down and click on +
Profile level is user, user name is your user name and profile values Is you BU
Accounts Payable (Fusion) Page 29
Save it
Payment to the invoice
Go to Home page
Click on payment tile
Select the Invoice
Go to task list/panel
Manage invoice Query the invoice and select the invoice
Go to Invoice actions tab click on Pay in Full
Give the bank account, PPF ,payment document and payment number will come from PPF
Accounts Payable (Fusion) Page 30
We can see the status as paid
And we can pay payment from payment bench also
Go to Home page
Go to payables
Go to payments
Go to task list
Then click on Create Payment
Give the details under Payments details tab
And click on Select and add button to select the invoice
Accounts Payable (Fusion) Page 31
Query with the unpaid invoice and select the invoice and click on apply
Click on save and close
Then query the payment for check the status
Navigation same click on Task list
Click on Manage payment
Query with the supplier
Then you will the payment invoices list and click on the payment number for check the status and
other details
Save and close
Accounts Payable (Fusion) Page 32
Partial Payment invoice
Query the standard invoice
Go to Home
Select the Payables option
Click on Payments
Go to task list
Click on create Payments give the details
Click on Select and add button and apply invoice and click on amount and change the amount the
save and close partial amount will paid
Navigation same go to task list and click the manage payment then you can see the payment
details only, if you want to see the how much paid and how much is pending we have to see the
invoice in invoice work bench
Navigation same go to task list select the Manage invoice
Query the invoice and open the invoice in the invoice header level you can see the unpaid amount
and in the payments tab you can see the how much paid
Invoice creation via Spreadsheet (ADFDI)
In EBS WEBID (no installation need) but in fusion we have to download ADF desktop integrator it is
available in Tools
Application Development Framework Data Integrator (ADFDI)
Accounts Payable (Fusion) Page 33
Pending
Debit memo
Debit memo raised by us to return the goods and correction of amount, to reduce supplier outstanding
balance
PO Bases Debit memo
1. Create PO
2. Create GRN
3. Invoice
4. Apply to Debit memo
1. Create PO
Go to Home Page
Go to Procurement
Click on Purchase order
2. Create Receipt
Go to Home page
3. Invoice creation
Create the invoice
Debit memo
Go to home page
Click on Payables tile
Select the invoice option
Go to Task list
Create Invoice
Give the supplier details ,Type is debit memo amount is with negative sign and type as debit
memo
Go to lines select the matching type as correct unmatched invoices means these debit memo you
want to apply to which invoice it is non po based means standalone invoicethen use this, if it is
PO based use the Correct matched invoices then click on go
Search with the invoice which you want to apply to this debit memo
Enable the correct option give the amount with negative sign and click on apply and ok
Accounts Payable (Fusion) Page 34
Save, validate and Post to ledger
Click on view accounting
Payment to this invoice after adjust the debit memo
Go to home page
Click on Payables tile
Select the Payments option
Click on Task list and click on Create payment
Give the suppler name, whom you want to pay, select bank account, method, PPF and document
Go to invoice pay main tab in this click on add and select icon then unpaid invoices will available
then select the invoice which you want to pay and debit memo also
Accounts Payable (Fusion) Page 35
Save and close
After adjust the Debit memo will see the customer balance or invoice amount
Save and close
If you want to know the customer outstanding amount we have to run the “ Import Payables invoice
Report”
How to create automatic debit memo for return goods
1. Po created Receipt created Invoice created validated and accounted
Returns the goods to vendor and Debit memo automatically created
2. Po created Receipt created but invoice not created and validation and accounted is not done
Returns the goods to vendor and it should not create debit memo and foods will not adjust
Setups
1. Enable debit memo option at supplier site
2. Create PO, GRN and Invoice
3. Return goods to vendor (system automatically create debit memo in AP)
1. Enable debit memo option at supplier site
Go to Home page
Select the Procurement option
Click on Supplier
Go to task list
Query the supplier
Go to supplier site tab then go to purchasing sub tab enable the option (it is located in Self billing
sub tab)
Accounts Payable (Fusion) Page 36
2.3.4. Create PO, GRN and Invoice
Do the same as above PO GRN and Invoice creation
5. Return the goods to supplier
Credit memo
Credit memo issued by supplier with acceptance
To reduce customer outstanding balance
Go to home page
Click on Payables tile
Select the invoice option
Go to Task list
Create Invoice
Give the supplier details , amount is with negative sign and type as Credit memo
Go to lines select the matching type as correct unmatched invoices means these Credit memo you
will apply to which invoice it is non po based means standalone invoice then use is if it is PO
based use the Correct matched invoices then click on go
Search with the invoice which you want to apply to this Credit memo
Enable the correct option give the amount with negative sign and click on apply and ok
Accounts Payable (Fusion) Page 37
Save, validate and post to ledger
Payment to this invoice after adjust the Credit memo
Go to home page
Click on Payables tile
Select the Payments option
Click on Task list and click on Create payment
Give the suppler name, whom you want to pay, select bank account, method, PPF and document
Go to invoice pay main tab in this click on add and select icon then unpaid invoices will available
then select the invoice which you want to pay and credit memo also
Save and close
Accounts Payable (Fusion) Page 38
Payment process request (PPR)
If you want to frequently run the payment schedule the PPR .It is a program, we can done in two ways
manually and automatic means create the payment process request then proceed with the payment
Check payment PPR
Go to home page
Click on Payables tile
Go to Task list
Manage Payment process requesttemplate
Go to Actions click on create button
Give the details and under selection criteria give the details, if it is check give the Payment
method Is check if EFT give the Electronic
Go to Payment and Processing options tab give the details
Save and close
EFT payment PPR
If you want to do the Electronic fund transfer (EFT) you can create another PPR
Same navigation
Accounts Payable (Fusion) Page 39
Go to Payment and Processing options tab give the details
o Don’t enable the review proposed payments, review installments because of it is EFT so we
can’t enable
Go to action and click on schedule request we have another option in that Go to single request
(you can run in the same time)
Go to advanced tab and under that we have using schedule option enable it to do the schedule
Click on advance option and give the details means schedule details and time
Go to Notification tab give the person name if you want to receive the notification after complete
the request
Accounts Payable (Fusion) Page 40
Click on Create notification icon give the name
Click on Submit
When you want to pay the bulk of invoices payment then go same navigation go to task click on
submit PPR option and give the defined template name
Check the process go to same navigation
Click on task list and click on PPR requests
Query the PPR and select the request
Accounts Payable (Fusion) Page 41
Status : If any invoices is there for payment then status will select otherwise installments selected
status will appear
Under installments we can see how many invoices to paid that number will appear here
Then click on go under Action it will show status of the invoices
If you click the drop down for request name then it will give the status of the invoice payment
Click on save and close
Delete and cancel invoices
Delete
Query the invoice in manage invoice page
Go to actions and click on delete
Note: Never validated status invoices only we can delete, validated invoices we can’t delete)
Cancel
Query the invoice in manage invoice page
Go to action and click on cancel
Note:
1. Paid invoices will not allow cancel
2. If you cancel the accounting invoice run the create accounting
Payment Setups
We have 3 types of Payments
1. Cash Not there in oracle
2. Check
3. EFT (Electronic fund transfer)
Setups:
1. Create Payment Method (WIRE, CHECK, EFT)
2. Finalize check format with cancelled check provided by AP Team
3. Tech Team develop the check layout
4. Create Payment template
5. Create Payment format
6. Create Payment process profile
1. Create Payment Method (WIRE, CHECK, EFT)
Oracle provided seeded payment methods like Checks
Go to Setup & Maintenance
Setup : Financials
Accounts Payable (Fusion) Page 42
Functional area : Payables
Task : %Manage% Payment% Methods%
Select Manage Payment Methods
If you want to use the seeded one otherwise create your own method
Click on + icon to create method
2. Finalize check format with cancelled check provided by AP Team
3. Tech Team develop the check layout
4. Create Payment template
Oracle provided seeded templates you can use it or create new one
Go to Setup & Maintenance
Setup : Financials
Functional area : Payments
Task : %Manage% BI % publisher% templates%
Select Manage BI Publisher Templates
Getting error check with seniors
5. Create Payment format
Oracle provided seeded templates you can use it or create new one
Go to Setup & Maintenance
Setup : Financials
Functional area : Payments
Task : %Manage % formats%
Select Manage Formats
Query the Disbursement corporate check format select that and click on create
Doubt
Accounts Payable (Fusion) Page 43
6. Create Payment process profile
For each Payment Method we can create one
Go to Setup & Maintenance
Setup : Financials
Functional area : Payments
Task : %Manage% Payment %Process %Profile%
Select Manage Payment Process Profile
Click on + to create
Save and close
Discounts invoice
Create invoice with 100000 due dates 30, if you pay 1-10 days then will get 3%, 1-15 days then will get
1%
Setups
1. Assign discount account at common options for payables and procurement setup
2. Enable Always discount option in invoice options
3. Enable discount option at supplier level
4. Manage payment terms (Discount)
5. Assign discount option at invoice or supplier site level
1. Assign discount account at common options for payables and procurement setup
Go to Setup & Maintenance
Setup : Procurement
Functional area : Payables
Task : %Manage% common% options% payables%
Select Manage Common Options for Payables and Procurement
Give the Discount taken account under Default Distributions
Accounts Payable (Fusion) Page 44
Save and close
2. Enable Always discount option in invoice options
Go to Setup & Maintenance
Setup : Procurement
Functional area : Payables
Task : %Manage% invoice%options%
Select Manage Invoice Options
Enable the Always takes discount
Save and close
Accounts Payable (Fusion) Page 45
3. Enable discount option at supplier level
Go to Home Page
Go to Procurement tab
Click on Supplier
Go to Task list and click on Manage suppliers
Query the customer which you want to give the discount
Go to sites tab, select and edit the sites
Go to invoicing sub tab then go to Terms sub tab change the Always take discount option as Yes
Save and close and submit
4. Manage payment terms (Discount)
Go to Setup & Maintenance
Setup : Procurement
Functional area : Payables
Task : %Manage% payment % terms%
Select Manage Payment Terms
Click on + icon to create terms
Give the details, discount and set assignment
Accounts Payable (Fusion) Page 46
Save and Close
5. Assign discount option at invoice or supplier site level
Go to Home page
Click on Payables
Go to invoice
Go to Task list and click on create invoice
Give the details and payment termvalidate it
Go Actions and click on Manage Installments then you will see the due date
Save and Close
Prepayments
A vendor issues prepayment invoices to require a deposit on the purchase before the purchase order is
fulfilled. ... A prepayment value can be defined on the purchase order, a prepayment invoice is recorded
Accounts Payable (Fusion) Page 47
and paid, and then the prepayment invoice is applied to the final invoice. Prepayment is nothing but
advances to supplier for goods and services.
We have two types of prepayments
• Temporary
• Permanent
1. Create the prepayment invoice
2. Process the payments for prepayment invoices
3. Create standard invoice
4. Apply prepayment on standard invoice
Temporary
1. Create the prepayment invoice
Go to home page
Go to Account Payable
Click on Invoices
Go to Task list
Click on create invoice
Click on show more then only you can see the prepayment option
Give the details at header level Type as : prepayment and enable the Allow prepayment
application (if it enable it can apply for invoice if not you can’t apply) and give the apply after
date (Means when you want to apply the prepayments in the future)
Give the lines amount and account details (In EBS account default from financial options to
supplier site as mandatory whenever you create supplier it takes the prepayments form financial
options ) in fusion not like thatyou can give directly in the line level
Save and validate the invoice
Status is unpaid then pay the payment
Accounts Payable (Fusion) Page 48
2. Process the payments for prepayment invoices
Go to invoice action and click on Pay in full give the details and then click on submit
Then status is available means this prepayment invoice amount is available for supplier
Save and Close
3. Create standard invoice for same supplier
In EBS system will give one popup for prepayments but in Fusion by default system will not give the
popup, if you want to get the prepayment popup we have enable the show available prepayments during
invoice entry option under prepayment tab in the invoice option setup
Go to home page
Accounts Payable
Click on Invoices
Go to task list
Click on Create Invoice
Give the details at header level depends on supplier system will identify the prepayments
Accounts Payable (Fusion) Page 49
Save the invoice (here you can see the prepayment information)
On the supplier one bell icon will show it tells about the prepayments
Validate the invoice
4. Apply prepayment on standard invoice
Navigation is same
Go to Invoice actions
Click on Apply or Un apply Prepayments, you can’t do the payment throw the invoice work
bench for prepayment invoices
Then prepayment invoices will show for the that supplier
Select the prepayment line and click on Apply this is when invoice is open will work
Otherwise query the invoice go to payments tab apply the prepayment invoice and click on apply
Then validate the invoice
Then go to payments give the details and select the invoice
Then status is paid
5. Entries
1. Prepayment Invoice
Accounts Payable (Fusion) Page 50
Prepayment DR
Supplier liabilities CR
2. Prepayment release
Supplier liabilities DR
Cash CR
Permanent
Go to Home page
Click on Payments
Go to task lists
Click on Create invoice
Give the details, change the type as prepayments then one popup will appear unable the Allow
prepayment application.
Save and Close
How to convert permanent to Temporary prepayment
You can convert the Permanent to Temporary but you shouldn’t do the Temporary to permanent
Query the prepayment invoice
Go to Actions and click on Edit
Click on Show more than enable the Allow prepayment application
Accounts Payable (Fusion) Page 51
Save and close
Bills Payables
A bill payable is a document which shows the amount owed for goods or services received on credit
(meaning not paid at the time that the goods or services were received). The provider of the goods or
services is referred to as the supplier or vendor. Hence, a bill payable is also known as an unpaid vendor
invoice
Setups
1. Give the Bill Payable account in the common option for payables and procurement under default
distribution
2. Create payment method for bills payable
3. Crate standard invoice
4. Make payment include maturity date
1. Give the Bill Payable account in the common option for payables and
procurement
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % common% options % for % payables%
Select Manage Common Options for Payables and Procurement
Scope should be your BU
Give the Bill Payable account
Accounts Payable (Fusion) Page 52
Save and Close
2. Mange payment method
When weenable Bills payable (When we enable this system will give the one additional field called as
maturity date without give this we can’t process the payment for invoice)
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % Payment% Method%
Select Manage Payment Method
Click on + icon to create
Give the details and go to bills payable tab and enable Bills payable option
Save and close
3. Create standard invoice
Go to home page
Click on Accounts Payables
Select invoice
Go to task list
Create Invoice
Accounts Payable (Fusion) Page 53
Give the details , payment methods default from supplier method so we have to modify that and
give the this payment method for extra field called maturity date for this save the invoice go to
Invoice actions click on installments to over rite the payment method
Then change the payment method meansover write this method
Validate and post to ledger
4. Make payment include maturity date
Go to invoice work bench
Click on task list
Click on create payments
Give the details here payment method should be bills payable payment method and go to
Advances tab and give the maturity date on that date depends supplier will en cash the check
Go to invoice pay tab and select the bills payable invoice
Save and close
Accounts Payable (Fusion) Page 54
Withholding tax
It’s all about calculating the tax and holding from the invoice the tax amount means if we are going to
create the transaction if withholding tax is applicable system will create the separate invoice with the tax
amount which we have to pay to tax authority
Setups
1. Create withholding tax authority as a supplier
2. Create payables calendar (special calendar (EBS)) (optional)
3. Manage withholding tax options
4. Manage tax codes
5. Create tax classification (Task group (EBS))
6. Assign tax group (tax classification ) to standard supplier
7. Create standard invoice
8. System create WHT invoice with tax authority
1. Create withholding tax authority as a supplier
It is same as supplier creation but supplier type as a tax authority
Go to Home page
Procurement tile
Click on supplier
Go to task list and select the create the supplier
Give the details and click on create
Under General tax we have supplier type here we have to give the tax authority
And remaining procedure is same under site assignments tab you can add the business units throw
the click on + icon otherwise click on Auto creation assignment (if you click on this, this user
acting as procurement for how many BU the same Bu will get default)
2. Create payables calendar (special calendar (EBS)) (optional)
Go to Setup & Maintenance
Setup : Financials
Functional Area: Payables
Task : %Manage% Payables% calendars%
Select Manage Payables calendars
Click on + icon to create calendar
Give the details calendar type as General purpose (Only for payment terms keep as payment
terms other than that means Withholding tax, recurring invoice or key indicators select as a
General Purpose)
After gave the all details click on General periods
Accounts Payable (Fusion) Page 55
3. Manage withholding tax options
Go to Setup & Maintenance
Setup : Financials
Functional Area: Payables
Task : %Manage% Tax% reporting% withholding%
Select Manage Tax Reporting and Withholding Tax Options
Give the Event class as a Standard invoice and remaining details will default
Save and close
4. Manage tax codes
Go to Setup & Maintenance
Setup : Financials
Functional Area: Payables
Task : %Manage% Tax% codes%
Select Manage Tax Codes
Click on + to create
Give the details tax regime code taken as inbuilt or create it
5. Create tax classification (Task group (EBS))
6. Assign tax group (tax classification) to standard supplier
Go to Home page
Procurement tile
Click on supplier
Go to task list and select the manage suppliers
Under Profile details tab we have Income tax sub tab
In that we have Enable the Use withholding tax and give the tax group means tax classification
Save it
Go to sites tab and click on edit
Go to site assignments enable withholding tax and give the group name
Save and close
5. Create standard invoice
Go to home page
Go to Account Payable
Click on Invoices
Go to Task list
Click on create invoice
Give the details
Save it and validate it
Accounts Payable (Fusion) Page 56
After saving you can see what is the standard invoice amount and WHT amount
Now you can see WHT invoice created by system
Navigation is same
Go to task list and select the manage invoice
Query with supplier details then you can find the WHT invoice
Validate and post to ledger
Pay Alone
By default system will allow us to process the payment for multiple invoices with one check, by using
one check we can issue the payment for multiple invoices. If you have a requirement of setting the
restrictions on document usage for the invoices we can use the pay alone, if you enable or set the pay
alone control system will for each document or each check system will generate the separate check. To
implement that condition in the application we can use the pay alone concept
Ex: If we have 10 invoices with the same supplier and same site system will create the check for all 10
invoices it won’t create the one check to all 10 invoices
Setups
1. Enable Pay Alone option at supplier Level
2. Create two invoices
3. Payment
1. Enable Pay Alone option at supplier Level
First we have to specify for which supplier this pay alone option should be applicable, even if you
don’t set pay alone option at supplier level invoice creation time also we can set it, if you set at
supplier level that would get default for all the all the supplier invoices
Go to Home
Go to Procurement tile
Go to suppliers
Go to task list
Click on Manage Users
Query the supplier
In supplier we can assign this at different level like profile level, address level and site level
Go to payments sub tab go to payment attribute sub tab and select payment specifications tab
then enable the Pay each document alone
Accounts Payable (Fusion) Page 57
Finally it is required at site level whatever we have site level that only will reflect for the
transaction at invoice
This is applicable for invoices which you created from now, for the past invoices it won’t
enable
Save and Close
2. Create two invoices
Create invoices before validate just go to invoice actions and click on manageinstallments in that you
can see pay alone option enable because we enabled at supplier levelvalidate it
Save and close
3. Payment
Go to home
Click on Accounts Payable
Select the payments
Go to Task list and click on create payment
Then give the details
Click on Add and select button then you will the unpaid invoices list
In that list you can see which invoice is eligible for pay alone payment
Accounts Payable (Fusion) Page 58
Select the invoice apply and ok
Save and close
Foreign currency / Multi currency invoice
For this first we have to make sure we have a bank account which allows to process foreign currency
payments.
1. Enable currency conversion rate entry, realized gain or loss and conversion rate variance gain loss
account details at common options for payables and procurement
2. Enable currency conversion rate entry at Payment Options
3. Enable multi-currency option for Bank account
4. Manage daily rates
5. Create invoice for foreign currency and payment
1. Enable currency conversion rate entry, realized gain or loss account and
conversion rate variance gain loss account details at common options for
payables and procurement
Go to setup & maintenance
Setup: Procurement
Functional area: Payables
Task: Manage % common% options% for % payables%
Select Manage Common Options for Payables and Procurement
Scope should be your BU
Check the account details and currency conversion normally while creating your setups this fields
are mandatory
Accounts Payable (Fusion) Page 59
oConversion rate variance gain and loss accounts will generate between the GRN and Invoice
(Invoice accounting).
o Realized Gain Distribution and loss Distribution accounts will generate between payment
(Payment accounting)
Save and close
2. Enable currency conversion rete entry at Payment Options
Go to setup & maintenance
Setup: Procurement
Functional area: Payables
Task: Manage % Payment% Options%
Select Manage Payment Options
Enable the Require currency rate entry
Save and Close
3. Enable multi-currency option for Bank account
Go to setup & maintenance
Setup: Procurement
Functional area: Cash Management and Banking
Task: Manage % Bank% Accounts%
Accounts Payable (Fusion) Page 60
Select Manage Banks Accounts
Query your bank accounts and edit the bank account
In general tab we have Multicurrency account option enable it
Save and close
4. Manage daily rates
We can do this setup throw the spreadsheet we don’t have another way to upload rates
Go to setup & maintenance
Setup: Finance
Functional area: Financial Reporting structure
Task: Manage % daily% rates%
Select Manage Daily Rates
Go to Daily Rates tab
Click on Create spread sheet save file and give your user name and password
Give the rates and submit
Check the rates in system
5. Create invoice for foreign currency and payment
Go to Home
Go to Payables
Go to Invoice
Accounts Payable (Fusion) Page 61
Click on Task list
Create invoice
Give the currency as INR (Foreign currency) then go to the show more check the accounting tab
then you can see the conversion rate
Save and close
Same navigation
Go to Payments
Task list
Create Payments give the details and pay the payments
Validate and post to ledger
Go to Invoice actions and click on pay in full in that payment currency should be foreign
currency
You can pay throw the invoice bench
Supplier Merge
Supplier sites can be merged within the same supplier or between two suppliers. Additionally,
the supplier merge process results in updates to transactions when the site referenced on an order, for
example, is merged to another site. Once a merge is completed, it cannot be undone. This works at BU
Level
Go to home page
Go to Procurement tile
Go to Suppliers
Accounts Payable (Fusion) Page 62
Go to Task list
Click on merge suppliers
Click on add under request
Give the details and Check the transfer options which you want to merge form options
It is an irreversible activity once you done you can’t reverse it
Give the Form supplier and give the To supplier enable copy site if you want to and transfer
options
Click on submit check the schedule status
Then you can check the merge status throw query with supplier name and check the invoices
Q: While doing merge if we transfer only the Purchase order what about the others
Interest Invoice
Interest invoice will come in to the picture when late payment is done
Setups
1. Enable “Create interest invoice” at invoice options
2. Enable Create interest invoice at supplier site level ( In EBS we enable at supplier level but in
fusion enable at supplier site level)
3. Define interest rates
4. Create invoice with past date with immediate payment term
5. Create Payment today
1. Enable “Create interest invoice” at invoice options
Go to setup & maintenance
Setup: Procurement
Functional area:
Accounts Payable (Fusion) Page 63
Task: %Manage % Invoice% options%
Select Manage Invoice options
Under interest tab we have option like create interest invoices enable it then give the interest
expense account and minimum interest amount
Save and close
2. Enable Create interest invoice at supplier site level
Go to Home page
Procurement tile
Click on supplier
Go to task list and select the manage the supplier
Query the supplier and edit the supplier
Go to sites tab and go to invoicing sub tab
Under Terms tab we have one option like Create interest invoices keep it as yes
Save and close
3. Define interest Rates
You can do in three ways 1. Implementation project 2 Home page 3 FSM page
Accounts Payable (Fusion) Page 64
Throw FSM Page
Go to home page
Click on Tasks list
Click on search button
Search for task called as Interest rates
Click on Manage Interest rates
Give the date and rate
Save and close
4. Create invoice with past date
Go to Home page
Click on Payables
Go to invoice
Go to Task list and click on create invoice
Give the details , date is old date and payment term is immediate
Accounts Payable (Fusion) Page 65
5. Create Payment today
Go to Home page
Click on Payables
Go to Payment
Go to Task list and click on Create Payments
Give the all details then go to invoice pay tab then click the add and select button, select the
invoice which you want to pay after apply the invoice you can see the interest rate amount.
Save and close
Recurring invoice
In case of EBS we create recurring invoice template from recurring invoice template and we can create
recurring invoices for each period, as a part of recurring invoice definition we have to specify we want to
Accounts Payable (Fusion) Page 66
create recurring invoices for how many periods and that period specifications also accordingly system
will allow.
In case Fusion recurring invoices we can create from spread sheet
Repeated nature of the transaction
Ex: Advertisement, Telephone expenses, Service expenses
Setups
1.Manage Payables calendar (Special calendar)
2. Manage distribution set
3. Manage recurring invoices from spread sheet
1. Manage Payables calendar (Special calendar)
Go to setup and maintenance
Setup: Financials
Functional Area : Payables
Task : %Manage % payables %calendar%
Select Manage Payables Calendar
Click on + Icon to create Special calendar
Give the details calendar type as General purpose (Only for payment terms keep as payment
terms other than that means Withholding tax, recurring invoice or key indicators select as a
General Purpose)
After gave the all details click on General periods then periods will generate
Save and close
2. Manage distribution set
If you want assign this at supplier site level you can assign
Accounts Payable (Fusion) Page 67
Go to setup and maintenance
Setup: Financials
Functional Area : Payables
Task : %Manage % distribution %sets%
Select Manage Distribution Sets
Click on + Icon to create set
Give the details and click on + icon under distribution set then give the charge account
Save and close
3. Manage recurring invoices from spread sheet
Go to Home page
Click on Payables
Click on Invoices
Go to Task list
Click on create recurring invoice (means spread sheet only)
Spread sheet will download
Give the details like business unit and Invoice number (system will take as this as prefix and
suffix will be period name
From period and To period (In EBS what we do is we want specify the number of periods like 5
and 10 but in Fusion you can’t specify the number of periods it’s all about selecting the range of
periods) like from to to period
If you want to give the Po number you can or you can select line you can Receipt also same
In EBS we can Match with Po or else we have to select the distribution set
As a part of recurring invoice template we can’t select distribution, this is required if you are not
matching with PO but in fusion you can enter distribution template or distribution combination
If you give the distribution set at supplier level in recurring invoice no need to give the
distribution set
* and ** indicates * means one field is mandatory and ** means At least one is required
Accounts Payable (Fusion) Page 68
Go to Create invoice then click on generate, if template status is success no problem otherwise fix
the error and re generate the template
Go back to the invoice work bench click on task list the click on Manage Invoice
Query with invoice number (which is given in the recurring template as prefix)
You can see the invoices
Accounts Payable (Fusion) Page 69
Open the invoice and rest of procedure is same like validating accounting payment
Save and close
Stop and Void Payment
When you void a payment, Payables automatically reverses the accounting and payment records so your
general ledger will have the correct information, and so the status of the paid invoices is reset to Unpaid.
Payables also reverse any realized gains or losses on foreign currency invoices recorded as paid by the
payment.
https://docs.oracle.com/cd/A60725_05/html/comnls/us/ap/adjpmt05.htm
Process
1. Create invoice
2. Payment throw the check(check not yet deposited)
3. Then we realized supplier delivered the damaged goods and we want to stop the payment
4. If check in not deposited then you can cancel the payment
How to stop the check
Go to Home Page
Go to Payables
Click on Payments
Click on Task list
Click on Manage Payments
Query the payments
Accounts Payable (Fusion) Page 70
If status is negotiable then we can do the void or stop the payment because check is not deposited
If you run the remittance program then this status is gone
Click on ok then status changes as void
Go to actions Click on Initiate stop (status is stop initiated)
Go to actions click on cancel stop this initial stop will be stop and status is negotiable
If you void the payment that invoice status is open then you can re payment that
Supplier Refund Process
Supplier will give the refund
Ex1 : We purchased the printer and invoice created for that payment also done that printer is returned to
supplier due to damaged so supplier doesn’t have the same model printer so he decided to refund the
amount
Set ups
1. Create Non PO based Invoice (100000)
2. Create Debit or Credit Memo (100000)
3. Pay the invoice Type should be refund and select the invoice go to Advanced tab enable account
and post to ledger option
Accounts Payable (Fusion) Page 71
Ex2: Prepayment is paid with 100000 and invoice created with 75000 now 25000 customer want to
refund the money
1. Create Prepayment 100000
2. Process Payment invoice 100000
3. Create standard invoice 75000
4. Apply 75000 prepayment to invoice
5. Create dummy invoice 25000(In this which account you used (Supplier refund ) same account is
used in credit memo
6. Apply dummy invoice with 25000
7. Create credit memo -25000
8. Record Payment for Credit memo -25000 (Refund) (payment type as refund)
Third Party Payment
Have to pay the payment to third person (It should be our supplier) instead of supplier.
1. Enable the Third party relationship under invoice tab in the supplier site level
Go to Home page
Go to Procurement Tab
Click on supplier
Go to task list and click on Manage suppliers
Query and edit the invoice go to sites level then click on invoices sub tab
Go to Third Party Payment Relationships sub tab
Click on + icon to create relationship and give the third party name and details
Save and close
After build the relationship amount will settle for this supplier but check will print on third party
name
Go and pay to the particular supplier and check the check printout
Accounts Payable (Fusion) Page 72
Save and Close
Check will print on the payee name that payee is third person
Save and Close.
Hold and Release
Types of Holds
Installments hold
Line Variance hold
Distribution variance hold
Manual holds
System holds
Supplier site
Create Hold Reason
Go to Setup and Maintenance
Setup: Procurement
Accounts Payable (Fusion) Page 73
Functional Area : Payables
Task %Manage% Invoice% Holds%
Select Manage Invoice Holds and Releases
Click on icon to create give the details
Save and Close
Create Release Reason
Go to Setup and Maintenance
Setup: Procurement
Functional Area : Payables
Task %Manage% Invoice% Holds%
Select Manage Invoice Holds and Releases
Give the details
Save and Close
Accounts Payable (Fusion) Page 74
Create invoice, Place Hold Reason
Create the invoice from work bench and you can keep it on hold
Validate it and go to Actions click on Manage holds
Click on+ to give the hold reason
Save and close
Then status of the invoice is needs validation it is hold under manual
If you want to release the hold open the same invoice go to action click on Manage holds and
click on + and give the Release hold.
Accounts Payable (Fusion) Page 75
Save and close.
Invoice status is validated then you can do the payment and post.
Tolerance
When you submit Approval for an invoice you have matched to a purchase order, Payables checks that
the invoice matches the purchase order within the matchingtolerances you define. ... For example, you
enter a $108 invoice and the tax rate is 8%. You have a 10% tax tolerance
Ex: Your PO have 100 quantity with 100 rupee price but supplier sent more than in the Po then invoice
will not validated, in this time we have to give the tolerances in supplier sites
Setup
1. Manage Tolerance
2. Assign at supplier site
1. Manage Tolerance
Go to Setup and Maintenance
Setup: Financials
Functional Area : Payables
Task %Manage% Invoice% Tolerances%
Click on + icon to create tolerance
Save and close
Accounts Payable (Fusion) Page 76
2. Assign at supplier site
Go to Home
Go to procurement
Go to Suppliers
Query the suppliers
Select and Edit go to supplier siteselect and edit the supplier
Go to Invoice tab and give the Quantity tolerance under controls
Save and close
Then you can raise the invoice with 10%extra amount and 10 numbers extra quantity as per our
setups.
Multi Period Accounting (MPA)
We are paying the expenditure and converting to the multiple period expenditure, will pay the amount one
time but it will give the service for further months
Ex: We paid the Internet charges 12000 in this month but they provide service for next 5 months.
When we paid the money entry is
Accrued expense/ Prepaid expenses DR 12000
Liability CR 12000
In the Last Month entry is
Liability DR
Cash Clearing CR
For this system will generate the below entries for the total months
Accounts Payable (Fusion) Page 77
May-19 Jun-19 July-19
Interest expenses DR 2000 Interest expenses DR 2000 Interest expenses DR 2000
Accrued expenses CR 2000 Accrued expenses CR 2000 Accrued expenses CR 2000
Like this system will generate the remaining two month like Aug, June and July
In AP vice versa (Bill in advance)
1. Create Invoice
Go to Home page
Click on Payables
Go to Invoice
Go to Task list
Click on Create invoice
Give the header details then go to lines and give the amount
Select the line go to action and then click on Columns then go to Multi period accounting and
give the start date , end date and accrual account
Then go to multiple accounting tab in the lines give the start date, end date and accrual account
Go to distribution then give the charge account is internet expense because of we are creating the
Multiperiod accounting
Validate and post it
Do the payment
2. Run the Create Multi period accounting at the month end
Go to navigation
Accounts Payable (Fusion) Page 78
Click on Tools
Click on New schedule Process
Run the report Create Multi period Accounting program
Give the details and save
Submit
Then run the “Create Multi period accounting execution report”
Download the report and see the accounting entries
Self-billed invoices/ Pay on receipt invoice/ Automatic invoice generation
• When we create PO and GRN system will generate the invoice.
• If client ask this then we can do the setups, it is very rare case
Setups
1. Enable Self-billed invoice at common options for payables and procurement
2. Enable Pay on receipt and self-billing at supplier site level
3. Create the receipt against the PO
4. Check the invoice, validate it and post it
Accounts Payable (Fusion) Page 79
1.
2. Enable Self-billed invoice at common options for payables and procurement
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % common% options % for % payables%
Select Manage Common Options for Payables and Procurement
Scope should be your BU
Save and close
3. Enable Pay on receipt and self-billing at supplier site level
Go to Home page
Go to Procurement
Click on Suppliers
Go to task list and click on Manage suppliers
Query the suppliers and select it and click on edit
Go to sites level click on edit and go to Purchasing tab level
Enable the Pay on receipt under freight tab and Invoice summery level should be pay site (if you
give this on head pay site should be enable) and enable the gapless invoicing invoice (if you give
this system will take here otherwise take from common options for payables and procurement
options)
Accounts Payable (Fusion) Page 80
o If invoice summery level pay site enable on header level Pay on site options should be enable
Go to invoicing tab under controls Invoice match level is Receipt and Matching approval level is
3 way ( We want to generate the receipt against the Purchase order it should generate)
o If you want to create automatic generate invoice we must check the few pre requisites
o Currency activation
o Period Opens
o Payment methods
o Liabilities combination
o And above options
4. Create the receipt against the PO
Go to Home
Go to Supply chain execution
Go to Inventory management
Click on Task list (select the task list as Receipt)
Click on Receipt expected shipment
Accounts Payable (Fusion) Page 81
Query the supplier and select the supplier
Select the PO then click on Receive
Give the received quantity and click on create Receipt
Submit
Check the scheduled process (It should run the payable open interface program)
5. Check the invoice, validate it and post it
Go to invoice work bench
Query the invoice with date
Accounts Payable (Fusion) Page 82
Open it, validate and Post it
Aging Periods
The Invoice Aging Report provides information about invoice payments due during
four periods you specify. Payables display the invoice information in four columns. Each column
corresponds to one period. When you submit the Invoice AgingReport, you select the type of aging
periods to use for the report
https://docs.oracle.com/cd/A60725_05/html/comnls/us/ap/agingper.htm
1. Manage aging reports
2. Run the aging report
1. Manage aging reports
Oracle provided the seeded details if you want to use you can otherwise create new one
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage %Aging% periods%
Select Manage Aging Periods
Click on + to create aging periods
Positive sign represent Past due Negative sign represent Positive due
Save and close
2. Run the aging report
Go to Schedule process
Run the “Payables invoicing Aging report”
You can run this report for individual as well as Organization level
Accounts Payable (Fusion) Page 83
o If you want to run the supplier level keep yes for supplier site level
o If you want to run the particular invoice keep the invoice at invoice type
Click on Submit
Check the results
Invoice Group
Grouping the invoices based on date or purpose or nature
1. Enable invoice group at invoice options
2. Create the invoice
1. Enable invoice group at invoice options
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % invoice % options%
Select Manage Invoice Options
Enable the Required invoice grouping
If you enable this in the invoice header level it will convert as a mandatory field
Accounts Payable (Fusion) Page 84
Save and close
2. Create the invoice
Go to Home page
Click on Payables then go to invoices
Click task list then click on invoice
You can see the
Invoice Paid adjustment (Charge account)
You can change the charge account for paid invoice. You can do this for Non Po invoices
(Expenses), you can’t do for PO based invoices (Inventory)
1. Enable the Adjustments to Paid options at invoice options
2. Reverse the line in the paid invoice
1. Enable the Adjustments to Paid options at invoice options
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % invoice % options%
Select Manage Invoice Options
Enable the Adjustments to paid invoices
Accounts Payable (Fusion) Page 85
Save and close
2. Reverse the line in the paid invoice
Go to invoice work bench
Query the paid invoice
Go to line level click on distributions
Select the line which you want to change the charge account
Then click on reverse
Creating Accounting entries and Transferring to GL
If youwant to create accounting entries and transfer to GL. The accounting entries for invoices and
payments when you talk about Cash Management, reconciled payments whatever if you want to payment
If you want to run the program can do in two ways
1. Through invoice work bench
Go to Home page
Go to Payables
Go to Invoice and go to task list
Click on Create Accounting
Accounts Payable (Fusion) Page 86
Give the details
Click on Submit
Go to ESS (Enterprise Scheduler service) window nothing but schedule Process and check the
status
Then go to GL and check the Invoices whether those or transferred to GL or Not
Go to navigation Click on Journal accounting Click on Journals Click on Task list
Manage Journals
2. Schedule process
Go to navigation
Go to Tools
Click on Schedule Process
Run the Create Accounting Program
Payables to General ledger reconciliation
In case of EBS it’s completely manual Process where we have to run the reports and manually we have to
verify
Accounts Payable (Fusion) Page 87
In case Fusion they did some enhancement for such kind of processes which can do manually. If you want
to reconcile Payables with General Ledger application first we have to run
1. Set the financial category for control accounts (Account payable)
2. Run “Payables to Ledger Reconciliation” Process
1. Set the financial category for control accounts (Account payable)
While we are doing the reconciliation between AP to GL we have to set the financial category as source
account means Accounts payable
Go to setup and maintenance
Setup: Financials
Functional Area : Financial Reporting Structure
Task : %Manage % chart % account% value% set% values%
Select Manage Chart of Accounts Values Set Values
Query the control account and check the financial category
Then only system will allow us to reconciliation
Save and close
2. Run “Prepare to Payables toGeneral Ledger Reconciliation” Process
Go to ESS (Enterprise Schedule Service) job Page nothing but Schedule Process
Click on Navigator click on tools then click on Schedule new process
Instead of doing all time like this just mark as favorites
Run “Prepare to Payables to General Ledger Reconciliation”
Give the Request name (this name use in the report)
Give the account condition means for which account you want to run this report
Accounts Payable (Fusion) Page 88
Submit
After completed this go to payables work bench
Go to task list then click on Payables to Ledger Reconciliation
Then one page will open in that you can see the details
Accounts Payable (Fusion) Page 89
Save and close
Invoice Approval Configuration & Testing
Invoice Approval
In EBS we have AME (Approval Management Engine)
In Fusion if you want configure any approvals that can be related to invoice or journals. Journal related
configuration we do from GL only, if you want to implement journal approvals we can setup the
approvals from GL itself when you talk about AP we do from BPM, in EBS we do from AME but here all
AP and procurement related configuration directly from purchasing that why we have user interface.But
when you talking about Invoice approvals and Journal approvals, everything we just configurefrom BPM
(Business Process Management).
User limit
1. Santosh same or less than 50000
2. Sattosh1 More than 50000
We can group multiple employees in to one group here testing purpose we creating one group for one
employee.
3. Approval Group (Santosh)
4. Approval Group (Santosh1)
These are not Mandatory but we will check once
Then we have to create the rules for that group
5. Create Rule 1: Same or Less than 50000
6. Create Rule 2: More than 50000
7. Enable invoice approvals for business unit in invoice options
8. Create invoice in santosh user with limit
9. Create one more invoice in santosh user without limit
1, 2. Done
3. Approval group 1
Go to setup & Maintenance
Click on search on FSM page
Accounts Payable (Fusion) Page 90
Manage approval Groups
Click on + to create group
Give the group name and for adding the users under this group click on + icon under the members
tab
Query the user and add that user then that user will add under that group
If you want to delete the user form that group click on cross icon
Save and Close
Accounts Payable (Fusion) Page 91
4. Approval group 2
Do the same as above add the santosh 1 to this group
5. Create Rule 1: Same or Less than 50000
Go to setup & Maintenance
Click on search on FSM page
You can do through from Manage groups or else can do in another task also
Search the task called “Manage Task Configuration for Financials”
Go to Task configuration
Now we are doing invoice approvals so check the task called “finApInvoiceApproval”
Go to Assignees then you can see invoice lines level approvals and invoice document level
approvals
If you we see that all hierarchy is disabled if you want to enable it
Click on the any one person then below panel will open in that click on advanced option and
enable the ignore participant then that will enable or disabled depends on your request, if you
want to do this first we have edit this on the task bar
Accounts Payable (Fusion) Page 92
Now click on edit then go to finApinvoiceApproval then go assignees then go to Invoice
document level then click on single participant invoice then below one pop will enable go to
advanced option disable the ignore participant then that assignee will enable then
Save it and click on commit task
Then click on go to rule icon under the node
By default we have one rule called as ignore invoice request, if you want disable the rule just
expand the rule and disable the Active option
Accounts Payable (Fusion) Page 93
Save and Click on commit to task
Navigation is same click on + to create rule give the name expand the name here you can write
the rule name means IF condition
Give the second one is as same or less than and third one don’t give the directly amount go to the
search button enable the constant then give the amount
Accounts Payable (Fusion) Page 94
If invoice header amount is same or less than 50000 then who can approve
Click on drop down in the + icon and click the approve group
Then give the Approval group name
Validate it
Accounts Payable (Fusion) Page 95
Then you can see the validation rule message below
Click on save and commit it
6. Create Rule 2: More than 50000
Do the same as above
Save and Close
7. Enable invoice approvals for business unit in invoice options
Go to setup and maintenance
Setup: Procurement
Functional Area : Payables
Task : %Manage % invoice % options%
Select Manage Invoice Options
Enable the Enable invoice approval
Accounts Payable (Fusion) Page 96
Save and Close
8. Create invoice in santosh user with limit
Create the invoice form the invoice work bench within limit
Validate it
Go to Actions and click on Approval then choose the initiate (it tells the rooting of the approval)
Save and Close
You can get the notification or else you can see the notification in info let pending approvals
under Approval box
you can see through the Payables dashboard
Accounts Payable (Fusion) Page 97
Click on Approve
9. Create one more invoice in santosh1 user without limit
Create the invoice form the invoice work bench within limit
Validate it
Go to Actions then click on Approvals and initiate
Logout from santosh user and login santosh1 user
Go to Payables dash board then you can see the invoice waiting for approval
Click on Approve
Security profile /MOAC
Witch allows toaccess multiple organization from single responsibility. When you say organization
operating unit in EBS or it could be inventory organization or HR organization that can be any
organization but financials point of view the organization will simply say operating unit In EBS as per
EBS. That means in case of EBS you have access to multiple operating units from single responsibility
we can use MOAC, here (Fusion) not through responsibility we don’t have any concept called as
responsibility we can talk about role, you have access to specific or selected business unit from specific
role, if you want to have a access you have to go with security profile.
Ex : If you want to access one user to one business unit only
In Ebs we have security profile and Global security profile so we can use security profile to access
operating units within the Business group and when you talk about Global security Profile we can access
the operating units across the Business groups. But here for everything they given only task called as
organization security profile with this we can just specify which business unit user required access.
Setups
Accounts Payable (Fusion) Page 98
1. Manage Organization security profile
2. Assign security profile to Role
3. Assign Role to User
4. Manage Business unit data access set to user
5. Check the results
1. Manage Organization security profile
Go to setup & Maintenance
Click on search on FSM page
Search task as Organization security profile
Select Manage Organization security Profile
Click on + icon to create
Give the details and go to Organization hierarchy tab if you have this you can give otherwise go
to Organization Classification
Enable the Secure by Secure by organization Classification
Click on + icon and give the Business unit
Go to Organizations Click on + icon and give the business unit detailswhile you are querying the
BU classification is mandatory (Business unit)if you want to one or multiple business units
Save and Close
2. Assign security profile to Role (HCM)
Go to setup & Maintenance
Accounts Payable (Fusion) Page 99
Click on search on FSM page
Search task as Assign Security Profile Roles or HCM Data Role Security Profile
Click on + icon to assign access
Give the details and give the Job role as Accounts payable Manager (why Accounts Payable
because of we are assigning the role to Business unit)
Click on Next and under person we have to assign the Person Security Profile (If you want to
create you can create or take default one) there is no meaning in this but just create that and
Enable the business unit under that
Under Public person tab also create new or take default one and enable Secure by Business unit
under this
Go to Payroll tab and create the new name or take default ones
Click on Next
Depends on enable feature under the person tab that will enable here
Give the business unit for Secure business unit under the workforce structures tab and give the
Assignments to evaluate as all (it is mandatory)
Click o Next then click one Next then Click on Next
Click on Submit
3. Assign Role to User
Go to Navigation
Go to Tools
Accounts Payable (Fusion) Page 100
Go to Schedule Process
Query you user and assign the roles
Assign the Accounts payable role and our own defined role to user
If you assign only Accounts Payable Manager you shouldn’t restrict the BU you have to assign
the our own defined role
4. Manage Business unit data access set to user
Go to setup and maintenance
Setup: Financials
Functional Area : General Ledger
Task : %Manage %data% access% set%
Select Manage Data Access for Users
Click on + icon to create data access set
Save and Close
Accounts Payable (Fusion) Page 101
5. Check the results
Go to the Invoice work bench click on LOV in the BU then you can see only one BU
Click on Done
Custom roles
Creating BI Reports
Creating OTBI Reports
Payment format
Invoice Image Solution
While creating PO charge account manual updation doubt
In EBS we will call Segment qualifiers in Fusion will call as value attributes
admin@123$ (oracle13)
P@ssword ( netgare2g)
Reports
1. Customer outstanding amount
Accounts Payable (Fusion) Page 102
Accounts Receivables
Accounts Receivables is the one of the Sub Ledger application is Oracle ERP. It works at BU level In AR
we have two KFF’s
1. Sales Tax KFF
2. Territory KFF
Objectives
1. To determine customer outstanding at organization level or update customer balance quickly
2. TO generate revenue recognition
3. Invoice aging buckets
4 Work benches in the AR application
1. Customer
2. Invoice
3. Receipt
4. Bills Receivables
Roles to be assign
1. Accounts Receivables Manager
2. Accounts Receivables Specialist
3. Billing Manager
4. Billing specialist
5. Billing Accountant
6. Revenue Analyst
Setups
1. Manage Receivables system options
2. Manage Transaction Types
3. Manage Transaction Source
4. Manage Auto accounting rules
5. Manage ReceivablesPayment Terms
6. Manage statement cycles
7. Collectors creation
8. Manage Receivables customer Profile Class
9. Reference data set for customer site
10. Manage Business Unit set assignment
(Accounts Receivables) Page 1
11. Customer Creation and assign customer profile class at address and site level
12. Create Remit- to- Addresses
13. Create Memo Lines
14. Create Receivable activities
15. Create Receipt classes & Methods
16. Create Receipt Source
17. Manage Data access set to user
18. Open Receivables period
1. Manage Receivables system options
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task :%Manage% Receivables% System% Options%
Select Manage Receivables System Options
Click on + icon to create the system options
Select the BU and give the details
Go to Billing and Revenue tab give the mandatory field details
o Tax Account : sales tax
o Item validation organization : if you select item validation organization here with in this
inventory organization you can access the items when you create the transactions with in
the receivables
(Accounts Receivables) Page 2
Go to Cash Processing tab give the mandatory fields
Click on Save and Close
2. Manage Transaction Types
Transaction type will control the process of the transaction, how you want to create transactions, the
transaction need to be created against the which class of the transaction, if you want to create debit memo
transaction or credit memo transaction and in this transactions which sign amount will enter that is
positive or negative like this.
To define the process of transaction we have to create the transaction type without this you can’t create
the transaction in the receivables
(Accounts Receivables) Page 3
Invoice
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% transaction % type%
Select Manage Transaction Types
Click on + to create type
Give the details and this transaction will assign to business unit go to reference accounts tab
Click on + icon to assign business unit you can one or multiple business units for this
Give the Transaction type set is Reference data set, where ever you see the set just you
o
can remember that is data set
o We have 5 transaction classes: 1. Bills receivables 2. Chargeback 3. Credit memo, 4.
Debit memo, 5. Invoice (In this present doesn’t have deposit and guarantee in next
releases those may come)
o We have 4 Transaction status: 1. Open, 2. Closed, 3. Pending, 4. Void
o Generate Bill nothing but Print option if you want print just keep it as yes or else no
o Open receivable : It will update supplier balances
o Allow fright : If it is enable while entering the transaction fright column will appear
o Post to GL : If it is enable then only this transaction will transfer to GL
o Allow adjustment posting : customer amount (bad debt) can be adjust
o Natural application only:If you create the transaction with this transaction type you can
create the receipt up to transaction amount only.
o Allow over application : Means more than the invoice amount will enable
Give the BU and if you want to give the account details or else we can set as constant
Click on save and close
Debit memo
In AR Debit memo is with positive value but in AP credit memo is with negative value
(Accounts Receivables) Page 4
Credit Memo
Charge Back
(Accounts Receivables) Page 5
3. Manage Transaction Source
It will generate the numbering for the transactions when you creating the transactions by using transaction
types
Standard Invoice
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% transaction % source%
Select Manage Transaction Sources
Click on + to create source
Give the details
o Type of sources : 1. Manual, 2. Automatic(If you import then give it as import)
o Last transaction number : it is nothing but Invoice generation form which number
o Receipt Handling for credits: If customer pay the extra amount then the amount will transferred to
next invoice (On Account)
Debt Memo
(Accounts Receivables) Page 6
Credit Memo
Chargeback
No need to create transaction source for charge back system uses pre-defined source. Even if you create
you can’t use.
4. Manage Auto accounting rules
Very basically we have to setup the rules for two accounts 1. Receivable account 2. Revenue account
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% auto %accounting% rules%
Select Manage AutoAccoutning Rules
Click on + to create auto accounting rules
Give the BU and Account type as receivables and give the segment account values for automatic
purpose
Remaining accounting type like auto invoice creating, unbilled receivables, unbilled revenue
these will auto account depends on the concept
Receivables
(Accounts Receivables) Page 7
Revenue
5. Manage Receivables Payment Terms
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% receivables % Payment %
Select Manage Receivables Payment Terms
Click on + to create payment terms and give the details
At the same way you can create multiple payment terms
Click on save and close
6. Manage statement cycles
It can provide the statement for life cycle depends on your setups
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task : %Manage% statement % cycles%
Select Manage statement cycles
(Accounts Receivables) Page 8
Click on + icon to create cycles
Give the name of the statement cycle and go to cycle dates click on + icon to assign the Bu for the
dates and yon can add number of month by clicking on + icon
If you don’t want the statement for particular period just enable the skip option on the side of
month
Click on save and close
7. Collectors creation
Go to setup and maintenance
Setup: Financials
Functional area: Collectors
Task : %Manage% collectors%
Select Manage Collectors
Click on + icon to collectors
Give the details collector name employee and set
Click on Save and Close
(Accounts Receivables) Page 9
8. Manage Receivables customer Profile Class
By grouping the Payment terms, statement cycle and Collectors we create the customer profile class. It is
tells the status of the customer like he is good or bad in paying money. In same as EBS here also we have
one seeded data profile class
Go to setup and maintenance
Setup: Financials
Functional area: Customers
Task : %Manage% Receivables% customer%
Select Manage Receivables customer profile classes
Click on + icon to customer profile class
Give the predefined collector, statement cycle and payment term
Click on save and close
9. Reference data set for Customer site
Customer site creation time we have to select reference data set, common set we can’t use. In fresh
instances we have only two reference data sets those are Enterprise and common, common we can’t use
for customer creation so normally we create the reference data set or we can take as enterprise set.
Go to setup and maintenance
Setup: Procurement
Functional area: Enterprise Profile
Task : %Manage% reference % data% set%
Select Manage Reference Data Sets
Click on + icon to create data set
Give the set details
(Accounts Receivables) Page 10
Save and close
10. Manage Business Unit set assignment
Go to setup and maintenance
Setup: Finance
Functional area: Organization structure
Task : %Manage% Business % unit% set%
Select Manage Business Unit Data Set assignment
Change the set for Customer Account site (Why we do this because supplier site only we have to
maintain at BU level so you have to assign for that
Save and close
11. Customer Creation and assign customer profile class at address and site level
For customer creation we don’t need any additional roles. Customer nothing but debtor in our books,
customer consist of 4 stages
1. Customer Name / Header
2. Customer Addresses
3. Customer contacts
4. Customer Bank Accounts
We can create customer in two ways
(Accounts Receivables) Page 11
1. Manual
2. Spreadsheet
For both we have same navigation Task bar create customer create customer from spread sheet
Types of customers
1. Organization
2. Person
Account types in Receivables
1. External account
2. Internal account
Go to Home page
Go to Receivables and go to Billing
Go to task bar and click on create customer
We have another navigation
Go to setup and maintenance
Setup: Finance
Functional area: Customers
Task : %Create% customers%
Select Create Customers
Give the details of the customers
Give the account address
(Accounts Receivables) Page 12
o Account Number (it will generate automatically as per profile options)
o Account Address set : This set should be as per business unit set assignment
o Address is completely optional but when we do the supplier refunds it won’t allow without site
address
Go to Address purpose tab click on + to give the bill to ship to address
Save and close
Assign customer profile class at address and site level
Go to setup and maintenance
Setup: Finance
Functional area: Customers
Task : %Manage% customers%
Select Manage Customers
Query you customer then it will show accounts and site details
(Accounts Receivables) Page 13
Go to accounts tab click on profile history tab here we can see the default profile class select that
profile class click on actions and click on Correct record then change form default to our own
define profile class, if you change that automatically collector name will change
Save and close
Go to site tab level and click on site tab
Go to profile history and click on Create site profile then that profile copies from account to site
Then copied the profile class then save and close
12. Create Remit- to- Addresses
Define remit-to addresses to let the customers know where to send payment for their invoices.
Receivables use the address that is defined in the Remit To Addresses window to provide default remit-to
information when transactions are entered.
Each BU wise we need to create one remit to address, each country wise it will do, client will give this
address
To specify where customers has to send the payment which is supplier address
Go to setup and maintenance
Setup: Finance
(Accounts Receivables) Page 14
Functional area: Customer Billing
Task : %Manage% Remit% to% address%
Select Manage Remit to Addresses
Click on + to create address
Give the details and save
Save and Close
Then you specify to this address will receive the payments form which countries customers
In the same navigation query the remit to address through the country, in the list select your remit
to address
Select that and click on + icon under site tab in this you can specify which country customers we
receive the payment
Click on save and close
13. Create Memo Lines
To address the service names
Define standard memo lines for your debit memos, on-account credits, debit memo reversals,
chargebacks, and invoices. Receivables displays your freight, line, tax, and charges type standard lines as
(Accounts Receivables) Page 15
list of values choices during memo entry in the Credit Transactions window and during invoice entry in
the Lines window. When you create chargebacks and debit memo reversals, you can either use the
standard line that Receivables provides or enter your own. You can create an unlimited number of
standard memo lines.
https://docs.oracle.com/cd/A60725_05/html/comnls/us/ar/saleme01.htm
Go to setup and maintenance
Setup: Finance
Functional area: Customer Billing
Task : %Manage% standard% memo% lines%
Select Manage Standard Memo Lines
Click on + to create memo lines
Save and close
14. Create Receivable activities
If you compare with EBS, in EBS if you want to create Receivable activities we have to set party tax
profile in EBS EBT responsibility without setting party tax profile for specific operating unit in EBS we
can’t create Receivable activities in EBS (R12 not in R11i)
In Fusion there is no such kind of dependency directly you can create Receivable activities without
creating the party tax profile for business unit
Earned discount
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task : %Manage% receivable % activities%
Select Manage Receivable Activities
Click on + icon to create activities
Give the details for activity and accounts (it should be Earned discount)
(Accounts Receivables) Page 16
Save and close
Un Earned discount
Account should be Unearned discount
Click on Save and close
15. Create Receipt classes & Methods
When we create method within the class two receivable activities or mandatory those are Earned discount
and unearned discount
Go to setup and maintenance
Setup: Finance
Functional area: Customer Payments
Task : %Manage% receipt % classes % methods%
Select Manage Receipt Classes and Methods
Click on + icon to create classes
Give the mandatory details and go to Receipt Methods click on + icon to create receipt method
(Accounts Receivables) Page 17
Go to Remittance Bank Accounts tab and click on + under that
Give the BU as well as all details and accounts also
Click on save and close
(Accounts Receivables) Page 18
Click on save and close
16. Create Receipt Sources
When you crate the single receipt no need of this if you create the batch receipt this is mandatory
Go to setup and maintenance
Setup: Finance
Functional area: Customer Payments
Task : %Manage% receipt % sources%
Select Manage Receipt Source
Click on + icon to create Source
Give the details of receipt source
Save and close
17. Manage Data access set to user
Go to setup and maintenance
Setup: Finance
Functional area:
Task : %Manage% data% access%
Select Manage Data Access for users
Click on + to assign data access to users
(Accounts Receivables) Page 19
Click on Save and close
18. Open Receivables Periods
Go to Home Page
Click on Receivables
Click on Accounts Receivable
Go to Task list and click on Manage Accounting Period
Click on Ledge name And click on that then it will ask the open period
Go to actions and click on Target period and give the target period
Click on save and close
(Accounts Receivables) Page 20
Create Invoice Transaction
Why should we create the invoice transaction, when I am selling the goods and services to the customer I
want to create the invoice to make outstanding amount, and it is to send to customer with the statement
Invoice can create in different ways
1. Manual (All industries)
2. Import ( Form order management through invoice) ( Manufacturing)
3. Import from PPM (Construction)
4. Import from service contract (Service)
5. Import form third party system
6. Spread sheet
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Crate Transaction
Give the details like transaction class invoice, transaction source and type our own defined types,
bill to name (Customer name)
Go to lines give the line items it comes from system options give the quantity and amount
Item values default from inventory org this we gave at system options so this items you can use
Invoice Rules : 1. In advance, 2. In Arrears
Save it after save it Actions icon will appear
We setup auto accounting rules based on the system will derive the debit and credit if you want to
see the accounts select the lines and click on Actions and edit distributions you can see the
accounts
(Accounts Receivables) Page 21
o We can’t override the account terms once you completed the transaction, if in AP we can
Click on Edi distribution
Click on Complete and review
If you want to incomplete this you can until accounting
If you want to review the invoice you can click on view image
(Accounts Receivables) Page 22
Go to Actions and Click on Post to ledger
If you want to see the accounting you can see
Click on save and close
Create Standard Receipt and how to apply to transaction
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Crate Receipt
Give the details like BU Receipt method (if you give this Remittance details will come)
(Accounts Receivables) Page 23
Go to customer tab and give the customer and site details
Go to Submit and create another option click on LOV
Receipt number nothing but check number
Click on Submit and Apply Manually
After you can see the few details below
Now you can find the transaction to apply the receipt on the transaction
Click on Add open receivables
Query the transaction with number or any mandatory field then click on Add
Then transaction will add to that invoice
After attach this you can see the due amount is Zero
(Accounts Receivables) Page 24
Go to Actions and click on Post to ledger
Click on accounting
Manual Credit Memo Creation
For this testing first create the invoice then create the credit memo with negative amount then apply credit
transaction on invoice Transaction
Invoice transaction
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Crate Transaction
Give the details like transaction class invoice, transaction source and type our own defined types,
bill to name (Customer name)
Go to lines give the line items it comes from system options give the quantity and amount
(Accounts Receivables) Page 25
Save and close
Credit memo transaction creation
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Crate Transaction
Give the details like transaction class invoice, transaction source and type our own defined types,
bill to name (Customer name)
Go to lines give the line items it comes from system options give the quantity and amount with
negative sign
Click on Cancel
(Accounts Receivables) Page 26
Apply Credit memo on Invoice transaction
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Manage credit memo Application
Query with credit memo transaction number you want to apply
Click on credit memo transaction number then click on add open receivables
Query with invoice transaction number and click on Done
You can see the due amount and applied amount also
Click on save and close
Automatic credit memo creation
First create the invoice through credit transaction and check the result
Create Invoice
Note: Here I am taking exiting invoice transaction means number 2 which is applied for manual credit
memo transaction
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Credit Transaction
Query with the invoice transaction number
You can see the current balance and under credit memo tab change the transaction source as
credit memo transaction source
Go to transaction amounts tab the give the amount which you want to generate automatic credit
memo
Just here enter how much amount you want to deduct
(Accounts Receivables) Page 27
Click on complete and review under complete and close
Close it and check the automatic credit memo
Check the results
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Manage transaction
Query with customer then you will find the automatic transaction
Click on Done
You can see original transaction number also
Debit memo transaction creation
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Credit Transaction
Give the details like transaction class is Debit memo, Transaction source debit memo
(Accounts Receivables) Page 28
Click on show more option under miscellaneous tab give the invoice number for which invoice
you are raising the invoice (In EBS we select under LOV but in fusion we have to give manually)
Give the line amounts and click on Complete and review
Go to Action and click on post to ledger if you want to see click the create accounting
Click on Done
Transaction with memo lines
Instead of selecting items or writing description you can select the memo line, we may have requirement
deriving the revenue account from memo line in that case accordingly we have to provide the revenue
account in memo lines as mandatory the auto accounting level you have to set derive form memo lines.
Same process as invoice transaction but in lines level has to give the memo lines instead of item
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Credit Transaction
Give the details and go to lines and give the standard memo lines
(Accounts Receivables) Page 29
Click on save and complete and review
Charge back Transaction creation
To test this charge back create invoice transaction with 10000 and due date today only and customer paid
8000 still 2000 due, customer is requesting to postpone the remaining due date (2000) to future date in
this case we can do by postpone the remaining amount we can create the charge back transaction.
1. Create Transaction with 10000
2. Customer paid (8000) half amount and applies that to Transaction
3. Perform charge back ( system will create charge back transaction automatically for this setup is
required and we have to create transaction type and transaction source and we have to create
receivable activity for charge back)
4. System Create the charge back transaction 2000
5. Create receivable activity for charge back
1. Create Charge back activity at receivable activity
Oracle provide charge back activity go and assign the charge back in that
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task : %Manage% receivable % activities%
Select Manage Receivable Activities
Query the seeded data and select the charge back adjustment activity
(Accounts Receivables) Page 30
Give the details of mandatory
Click on save and close
2. Create invoice transaction with 10000
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Credit Transaction
Give the details and click on complete and review
Go to actions and click on post to ledger
3. Create Receipt with 8000
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Crate Receipt
(Accounts Receivables) Page 31
Save and close
Select the invoice transaction go to actions and click on charge back and give the type account
and amount then it will create the charge account
Click on save and close
Query with the customer you can see the automated charge back invoice
Save and close
(Accounts Receivables) Page 32
On Account Receipt
It is nothing but when we receive the amount more than the invoice then that amount will transfer to on
account after create the invoice transaction then release that amount to On Account to receipt transaction
1. Create invoice with 5000
2. Create receipt with 6000and transfer that 1000 to on account
3. Create the invoice transaction with 3000 and apply that 1000 to this invoice transaction
1. Create invoice with 5000
Give the details and post to ledger
2. Create receipt with 6000 and transfer that 1000 to on account
Create the receipt
Click on Complete and apply manually
Query the invoice transaction and click on done
Then you can see total amount, applied amount and unapplied amount
Go to Actions click on more and click on create on account application
Give the on account amount click on ok
(Accounts Receivables) Page 33
You can see the on account details
Unapplied amount will become zero and on account amount will be 1000
3. Create the invoice transaction with 3000 and apply that 1000 to this invoice
transaction
Crate the invoice
Go to Receivables
Click on accounts receivable
Go to Task list
Click on Manage Receipts
Query with 6000 receipt number and open the receipt transaction
Go to Receipt details select the on account go to actions and click on un apply application or click
on un apply application
Then unapplied amount will show as 1000
Click on Add open receivables
Query with the 3000 invoice transaction number click on done and save
Then due amount will show as 2000 (3000-1000)
(Accounts Receivables) Page 34
Click on cancel
Miscellaneous receipt creation
To create miscreceipts we know have to create the receivable activity to address that miscellaneous
activity and with the help of receivable activity we can create the misc receipt.
1. Create receivables activity for MISC Receivables
2. Create MISC Receipts
1. Create receivables activity for MISC Receivables
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task : %Manage% receivable % activities%
Select Manage Receivable Activities
Click on + icon to create activities
Give the details
Click on save and close
(Accounts Receivables) Page 35
2. Create MISC Receipts
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Crate Receipt
Select the Receipt type as a Miscellaneous then it will convert as misc receipt
Give the Receivables Activity is our own created receipt type and give the remaining mandatory
details also
Click on save and close
Receipt batch creation in spreadsheet & Process
1. Create receipts in spreadsheet
2. Import Receipt to AR
3. Post receipt (it is mandatory)
4. Apply receipt on transactions
1. Create receipts in spreadsheet
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Crate Receipts in spreadsheet
Sheet will download and give the user credentials
Enter the details
(Accounts Receivables) Page 36
Standard receipt reversal
It means if you reverse the receipt again system will reopen the transaction
Go and open the any completed receipt (if you accounted also you can do this)
Go to actions click on reverse
Then give the category and reason for reversal and click on reverse
(Accounts Receivables) Page 37
Then transaction removed by the system under receipt details and under receipt information
applied amount will be zero.
Then if you query the that invoice transaction is in outstanding stats means you can create other
receipt for this
And the receipt status will be reversed
Debit memo receipt reversal
If you reverse the receipt it won’t reopen the transaction it will create the debit memo with the same open
application. It won’t reverse the existing application,with how much amount you are trying to reverse the
receipt the same amount it will open the debit memo transaction it should be equal to invoice transaction.
Go and open the any completed receipt (if you accounted also you can do this)
Go to actions click on reverse
(Accounts Receivables) Page 38
Give the category and reason then enable the debit memo reversal if you enable this it is debit
memo reversal if you not enable this that is receipt reversal
Give the account details account should be Accounts Receivables
Click on Reverse
We can’t see the change in this like receipt reversal system will create the debit memo for that
reversals
Go to transaction work bench means Receivables Billing Task list Manage transactions
Query with the customer name
Then you can find debit memo reversal
(Accounts Receivables) Page 39
Click on done
Reciprocal Customers configuration and process
Creating the transaction against one customer and receiving the payment form different customers, before
that we have create the relationship between two customers so the system will allows one customer
receipt to apply on another customer transaction
1. Create New Customer
2. Enable reciprocal customers at system options
3. Assign reference data set to BU (customer relationship)
4. Create reciprocal relationship at customer level
5. Create invoice transaction
6. Create receipt against new customer and apply
1. Create New Customer
Create new customer
2. Enable reciprocal customers at system options
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task : %Manage% Receivables% System% Options%
Select Manage Receivables System Options
Query the business unit and open the business unit
Go to customers tab and enable the reciprocal customer
(Accounts Receivables) Page 40
Click on save and close
3. Assign reference data set to BU (customer relationship)
Go to setup and maintenance
Setup: Finance
Functional area: Organization structure
Task : %Manage% Business % unit% set%
Select Manage Business Unit Data Set assignment
Give the RDF to customer account relationship
Click on save and close
4. Create reciprocal relationship at customer level
How to create and from which customer we are creating, when going to create the transaction for which
customer we have to go to that customer and give the relationship.
Query the customer
Go to accounts tab and click on account number
Go to relationships tab and click on + to create relationship
(Accounts Receivables) Page 41
If you want to create the relationship first we have to note the customer account number which
you want to reciprocal relationship
Enable the reciprocal option then Account relationship tab will open here RDS should be we
assign BU set assignment level for customer relationship object. Otherwise it will not work
Click on Ok
5. Create invoice transaction with old customer
6. Create receipt against new customer and apply
Go and create the receipt with new customer and click on submit and apply manually
Click on open receivables and query with customer name don’t search with the invoice
transaction number it won’t show because you are in new customer old customer details will not
show
Select that and add the invoice transaction
Click on save and close
(Accounts Receivables) Page 42
Click on save and close
Cross currency receipts configuration & process
We create transaction in one currency and receipt in another currency
1. Enable multicurrency account at bank account
2. Define daily rates
3. Create transaction in functional currency
4. Create receipt in foreign currency
1. Enable multicurrency account at bank account
Go to setup & maintenance
Setup : Financials
Functional area: cash management
Task %Mange% bank% accounts%
Select Manage Bank Accounts
Query your bank account and select you bank
Go to general tab then go to additional information
Enable Multicurrency account
(Accounts Receivables) Page 43
Click on save and close
2. Define daily rates
Go to setup & maintenance
Setup : Financials
Functional area:
Task %Mange% daily% rates%
Select Manage Daily Rates
Go to Daily rates tab
Click on spreadsheet
Give your user credentials
Give the details and click on submit
Then go to system and check the dates
3. Create transaction in functional currency
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Crate Transaction
Give the details currency should be functional currency
(Accounts Receivables) Page 44
Save it and complete it
Post to ledger
4. Create receipt in foreign currency
Go to Home Page
Click on Receivables
Click on Accounts Receivables
Go to Task list and click on Crate Receipts
Give the details currency should be foreign currency
You can see the currency rates by clicking the icon given by side in the currency
Click on submit and apply manuallythen click on add open receivables
Query with the customer name and enable cross currency option in that search engine
Add the transaction and click on ok
(Accounts Receivables) Page 45
Click on Done and save
Then amount due is zero
Save and close
Receipt write- Off
How to write off the receipt with different reasons, when you have some excess amount you may
write off that excess amount is very less you may write off or excess amount is more you may keep
on customer account, if excess amount is more customers is requesting refund we may refund.
Ex: Customer paid some excess amount and that we are going to write off if you don’t write off the
very minimal amount or very small amount you may not place on the customer account you may not
refund still all time it will show on the books there is so and so amount from the customer which is
unapplied amount to avoid that we can write off
1. Setup write off limits at system options
2. Setup write off limits at for user (Approval limits for users)
3. Create receivable activity for Receipt write off ( When you perform the write off system will look
for account to hit that write off amount for the we required this)
4. Create transaction with 999
(Accounts Receivables) Page 46
5. Create Receipt with 1000 (customer paid) apply 999
6. Write off 1 USD (1000-999)
1. Setup write off limits at system options
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task : %Manage% Receivables% System% Options%
Select Manage Receivables System Options
Query with BU and query predefined system options
Go to cash processing tab then you can see From Write off limit per receipt (0) and To write off
limit per receipt (1000) you can specify the range (customer is not paying will wither off that
which comes under bad debt in that case have to specify the negative balance)
2. Setup write off limits at for user (Approval limits for users)
Self-write- off limits we can’t set, if you want set write off limits for the user from same user you can’t
do.
Login with new user
Go to FSM page
Click Task list and click on search
Search task called as Manage approval limits
Click on + icon to create approvals
Select user name, document type (receipt write off), currency and min (0) and max amount (100)
Save and close
Then you can login with old user
3. Create receivable activity for Receipt write off
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task : %Manage% receivable % activities%
Select Manage Receivable Activities
Click on + icon to create activities
Give the details activity name type and give the account details
Save and close
4. Create transaction with 999
Create the transaction
5. Create Receipt with 1000
Create the receipt and apply the transaction
Then 1 dollar unapplied amount you can write off this
Select transaction under receipt details
(Accounts Receivables) Page 47
Go to Actions then click on more after click on Create write-Off
Give the write off amount, receivable activity and click on ok
You can see the receipt write off amount at receipt details
Save it
Customer refund
1. Set minimum refund amount in the system options
2. Set approval limits for user to perform refund (in EBS it not their )
3. Create receivable activity for refund
4. Create Transaction with 9000
5. Create receipt with 10000 (customer paid)
6. Remit receipt
7. Create customer refund (10000-9000) 1000 (then automatically system will create payment
request in the payables against the same customer by creating the customer as a party in the
payables with the same refund amount)
8. System creates “payment request” in AP
1. Set minimum refund amount in the system options
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task : %Manage% Receivables% System% Options%
Select Manage Receivables System Options
Query with BU for our defined system options
Go to Cash processing tab then we can see Minimum refund amount (100)
Save and close
2. Set approval limits for user to perform refund
Login with new user
Go to FSM page
Click Task list and click on search
Search task called as Manage approval limits
Click on + icon to create approvals
Select user name, document type (Credit memo refund ) for any refunds we use that only,
currency and min (0) and max amount (5000)
Save and close
Then you can login with old user
3. Create receivable activity for refund
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task : %Manage% receivable % activities%
(Accounts Receivables) Page 48
Select Manage Receivable Activities
Click on + icon to create activities
Give the details activity name type (Refund )and give the account (customer refund) details
Save and close
4. Create Transaction with 9000
Create transaction
5. Create receipt with 10000 (customer paid)
Create receipt and apply to transaction
Here you can see unapplied amount 1000 because transaction Is 9000 receipt is 10000 so that
remaining amount will refund to the customer
From here you can’t refund if you see, select the applied transaction go to actions click on more
here issue refund is disable because the reason is receipt status is conformed
If you want to refund any amount form any receipt the receipt status should be minimum
remittance
6. Remit receipt
Go to Home page
Go to Receivables
Click on Accounts receivables
Click on Task list then click on create remittance receipt batch then go to manage receipt
remittance batches
Give the receipt class and receipt method
Go to receipts tab then click on select and add button
Query the receipt with receipt number select and apply and done
Click on save and close that means we are creating the remittance batch, the receipts which we
have in this batch those need to be approved
Go to task list click on manage remittance batches
Query the batch with BU
Select the batch and click here status is completed creation then click on approve then status will
change as remittance
You can check the receipt status it will change as remittance then only we can perform the refund
against the receipt
7. Create customer refund
Before you perform this Ap periods should be open
Go to Home page
Go to Receivables
Click on Accounts receivables
Click on Task list then click on
Click on manage receipt
Query receipt with number select the receipt and open it
Select the applied invoice transaction and click on actions go to more then click on issue refund
(Accounts Receivables) Page 49
Give the amount give the customer party site and refund payment method
Click on ok then system will create payment request invoice in payables
Then you can see the refund in the receipt details with number note that number check in the
payables work bench
Otherwise click on that number then you can see the details
8. System creates “payment request” in AP
Go to invoice work bench
Go to task list
Manage invoices
Check with the number then you can see the details
Aging Methods/buckets
System know the generate report against the customer outstanding bases on the time periods, you can
create the aging bucket the same terminology in the fusion, will just create the aging methods after
creating aging methods you can select aging method in to report as a parameter and you can run the report
which will produce the relevant reserves as per aging methods you can defined
Revenue Recognition
Revenue recognition is a generally accepted accounting principle (GAAP) that determines the specific
conditions in which revenue is recognized or accounted for. Generally, revenue is recognized only when a
critical event has occurred, and the amount of revenue is measurable.
In Revenue Recognition we have two concepts in oracle apps.
1. Invoicing Rule.
2. Accounting Rule.
Invoicing Rule:
Invoice rules will be determined the accounting period in which receivables are recognized.
There are 2 types of Invoice Rules:
1. Bills in advance
2. Bills in Arrears
Bills in advance: System will recognize the invoice amount as a advance or starting of a project. In case
of Bill in advance Unearned Revenue will come into the picture.
If you enter an invoice with a Bill in Advance invoicing rule, Receivables creates the following journal
entries.
In first Period:
Receivables A/c.....Dr
To Unearned Revenue A/c......Cr
To Tax A/c ...........................Cr
To Freight A/c.......................Cr
In all periods of the rule for the portion that is recognized:
Unearned Revenue A/c ......Dr
(Accounts Receivables) Page 50
To Revenue...........Cr
Bills in Arrears: System will recognize amount at the end of the contract or project. In case of Bills in
Arrears " Unbilled Receivable" will come into the picture. If you enter an invoice with a Bill in Arrears
invoicing rule, Receivables creates the following journal entry:
In first Period, Second period till the last period the following entry will be generated.
Unbilled Receivable A/c.......DR
To Revenue ..............CR
At the completion of Project and at the last Period the following entry will be generated by system.
Receivables A/c..............DR
To Unbilled Receivables A/c.............CR
To Tax.........................................CR
To Freight...................................CR
Accounting Rules:
Accounting Rules will determined the Accounting Period in which Revenues are recognized.
There are 2 types of accounting rules:
1. Fixed Schedule
2. Variable Schedule
Fixed Schedule:
We will define duration of the project and % of Revenue of each accounting period, at the time of fixed
scheduled accounting rule setup.
Variable Schedule:
At the time of set up the Variable Schedule Rule we will not enter duration of the project & % of Revenue
for each accounting period.
We enter only first period Revenue % at the time of accounting rule set up. Duration of the project will be
entered at the time of invoice entry.
https://docs.oracle.com/cd/A60725_05/html/comnls/us/ar/transa12.htm
http://oracleappserpsolutions.blogspot.com/2015/06/revenue-recognition.html
1. Configure Auto accounting for Revenue Recognition (Unbilled revenues and Unbilled receivables)
2. Create Revenue Schedules (Accounting Rule)
3. Create Transaction including invoicing rule, revenue schedules
4. Run “Revenue Recognition”
1. Manage Auto accounting for Revenue Recognition (Invoicing Rules)
Unearned Revenue
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% auto %accounting% rules%
Select Manage AutoAccoutning Rules
(Accounts Receivables) Page 51
Click on + icon to create rules select our BU and account type is unearned revenue
Give the constant values and click on Done
Click on Done
Unbilled receivables
Click on save and close
2. Create Revenue Schedules (Accounting Rule)
Fixed schedule
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% revenue% scheduling% rules%
Select Manage Revenue Scheduling rules
Click on + to create schedules
Give the details like RDS, name, type and number of periods
When you give the period the schedule will open in that percentage (revenue per month) will
show if you want to edit the percentage you can edit through double click on that
(Accounts Receivables) Page 52
Click on edit and save
Variable schedule
Save and close
3. Create Transaction including invoicing rule, revenue schedules
Go to Home Page
Click on Receivables
Click on Billing
Go to Task list and click on Crate Transaction
Give the details like BU, Transaction source, type, customer name and invoice rule as if you took
the amount in starting of the project mention as in advance or if you take the amount in the end of
the project you can mention as in arrears
Go to lines give the item, amount and quantity then go to revenue scheduling tab
(Accounts Receivables) Page 53
Click on Revenue scheduling
Give the rule as your defined rule and starting date depends on project starting date here I take
today date means this month also system will recognize the revenue
Click on complete and review under the complete and create another
Click on Edit and Distribution under Actions
Save and close
System will create the revenue distribution for the 5 months once you run the recognition it will
recognize the revenue
(Accounts Receivables) Page 54
4. Run “Revenue Recognition”
You can run from revenue tab or ESS page
Run the process called Recognize revenue
Click on submit
Go to transaction work bench
Click on task then click on manage transaction
Query with the number or date
Then open the transaction go to actions click on review distribution then you can see the revenue
recognition
You can see the current month total amount and revenue recognition
You can see this month revenue recognition and this month revenue transaction
If you run the next month revenue recognition then another month revenue will go up
(Accounts Receivables) Page 55
Click on save and close
Balance Forward Billing (BFB)
In EBS R11i we call it as consolidated billing
In EBS R12 Balance forward billing
In fusion Balance forward billing (BFT) we can used for consolidate billing purpose
Instead of billing the customer for each and every transaction separately multiple transactions you can
take in to one bill generation by using this balance for billing functionality
Now if you want to create the consolidated bill for multiple transactions against the specific customer
what setups we have to do
1. Create balance forward billing cycle (Here we will specify how often we do the billing to the
customer)
2. Create BFB payment terms
3. Create BFB customer profile class
4. Crete BFB new customer and assign profile class to customer
5. Create few transaction
6. Run “Balance for Billing” report
When we compare with the EBS in system options level we have one show billing number option
if you enable this for each transaction system will display along with the transaction number it
shows that invoice is part of which balance for billing the number it will be displaying but in
fusion we don’t have option
1. Create balance forward billing cycle
Go to setup and maintenance
Setup: Financials
(Accounts Receivables) Page 56
Functional area: Customer billing
Task : %Manage% balance% forward% billing% Cycles%
Select Manage Balance Forward Billing Cycles
Click on + to create cycle
Give the name, frequency, repeat every and date of month
Click on Done
2. Create payment terms for BFB
You can create the new one or use the old one but we have to assign BFB in that we have to
assign
After creating the Balance forward billing in how many days customer has to pay the bill from
the bill generation that depends on the payment terms so that is you can specify here
Creation
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% receivables % Payment %
Select Manage Receivables Payment Terms
Click on + to create payment terms and give the details
Billing cycle is mandatory for this
(Accounts Receivables) Page 57
Click on save and close
Depends on due days that bills payments will done
Query the existing one
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% receivables % Payment %
Select Manage Receivables Payment Terms
Query the existing one and give the Billing cycle
Select and open that payment
Save and close
3. Create customer profile class for BFB
You can create the new one or use the old one but we have to assign BFB in that we have to assign
Creation
(Accounts Receivables) Page 58
Go to setup and maintenance
Setup: Financials
Functional area: Customers
Task : %Manage% Receivables% customer%
Select Manage Receivables customer profile classes
Click on + icon to customer profile class
Give the details like name and under profile class give the collector name and enable the balance
forward billing option and give the bill level and type
Give the payment terms which we defined for BFB under terms tab and give the statement cycle
under statement and dunning
o Under Balance Forward Billing we have
o Bill level in that we have two options 1. Account 2. SiteAccount means Only bank account wise
it will apply, site means site level it will apply.
o Bill Type : details and summary
Save and close
Query the existing one
Go to setup and maintenance
Setup: Financials
Functional area: Customers
Task : %Manage% Receivables% customer%
Select Manage Receivables customer profile classes
Query the existing customer profile class
Select and open it and enable the Balance forward billing
(Accounts Receivables) Page 59
Save and close
4. Crete new customer BFB and assign profile class to customer
You can create the new one or use the old one but we have to assign BFB in that we have to assign
Query the existing customer
Go to setup and maintenance
Setup: Finance
Functional area: Customers
Task : %Manage% customers%
Select Manage Customers
Query the existing one and go to sites tab
Click on site go to profile history tab select the existing one and give the end date for that and go
to action click on correct and assign the new customer profile class
(Accounts Receivables) Page 60
Save and close
5. Create few transaction
Create few transactions for check the result here I am creating the 3 invoices with 10k,20k and 30k
6. Run “Balance for Billing” report
Go to ESS page
Click on Task list
Click on Search
Search the task called “Create Balance Forward Bills”
Give the details and submit
Click on Submit
Check the results it will run the two reports check the last report
(Accounts Receivables) Page 61
Check the results
Billing number will generate in EBS invoice level will show
Here can see the invoice transaction numbers with amounts
This is the amount we have to pay to customers
Reviewing customer Account details
If you want to review the customer account balances straight away you can’t find the customer related
balances for that we have to submit relevant jobs those will update and that jobs keep information ready
to ready. To review the customer account balances first we have to submit jobs.
(Accounts Receivables) Page 62
Go to ESS job page
Go to Schedule new process
Run the report “Process Receivables Transactions for customer account summaries” it will run
for entire instance it’s not for customer specific
Click on Submit
Once you run it system will update the summery tables so you can review customer balances.
Once system will update you have to run the another job called “Refresh Receivables Transaction
for customer account summery” so that system will allow us system will display the customer
related balances through the function which we have
Click on Submit
Go to Receivable work bench
Click on Task list
Review customer Account details
Query with customer name then you can see the details
(Accounts Receivables) Page 63
Go to Activities then you can see the transactions
File Based Data Import (FBDI) Process – Customer
How to load the customer data we have seen the process of loading the suppliers into application as a part
of data conversion what are the practice we followed we saw already
When we talk about customer’s similar process we have to download the relevant template from OER we
have to prepare with the datewe have to convert into CSV that we have load into UCM or else straight
away you can submit the load interface file for import and you can submit the relevant import customer
job that will import the data from interface then interface to base tables.
Download spreadsheet
Go to Receivables
Click on Billing
Go to Task list
Click on Upload customers from spread sheet
Then click on Download Customer Spreadsheet Template
It will download
In this sheet we have customers, contacts, reference accounts and customer bank accounts tabs,
normally when we create customers we provide basic information like customer name then
automatically system will create account and site information that complete information is enter
under customers tab, if you want to provide the contacts reference accounts and customer bank
accounts you may use those tabs otherwise those are optional.
Normally how you can create the customer in the system same we can do in this spreadsheet
In the downloaded template have sample date you can erase the data and re upload our data
Customers tab
Give the information in customer tab
(Accounts Receivables) Page 64
o Source system : From which system to bringing the date in to you application that name you can
specify
o Customer number :
o Customer name : you can give any customer name
o Account Number : Normally in manual creation it will automatically create by system but here
you have to specify
o Accounts established date: Optional
o Customer class : Optional
o Customer profile class: Give your customer profile class
Example you can see that Customer Profile Class like below
(Accounts Receivables) Page 65
o Site Number : Normally in manual creation it will automatically create by system but here you
have to specify
o Normally in manual creation it will automatically create by system but here you have to specify
o Account address site: It is nothing but reference data set , you have to enter the Reference data
set code only you can check in the system and give
Example you can see that Reference data access set code like below
o Address line1 : Give the address
o Source system reference: Depends on client
o Go to instructions tab and click on Show Extensible attributes then hidden fields show in blue
color in the Customers tab you can delete that details or give the new once
(Accounts Receivables) Page 66
Contacts, Reference Accounts and Customer bank accounts tab
If you want to give the data you can otherwise leave blank and delete the existing information
Go to instructions tab than click on Generate CSV File it will ask file saving path you can save in the
system. This file saves as zip file
Upload spreadsheet
Go to Receivables
Click on Billing
Go to Task list
(Accounts Receivables) Page 67
Click on Upload customers from spread sheet
Then click on Upload customers from spread sheet
Browse the File from system and click on submit
.
o Here you can see the total records, successful records and Unsuccessful records
File Based Data Import (FBDI) Process – Auto Invoice
When you talk about auto invoice creation it’s all about loading the open transactions into receivables as a
part of data conversions
1. Auto Accounting Configuration for all account types (If you want to import any auto invoices or
if you want to create auto invoices in the receivables based on the any external system or order
management, sales order information we have to complete auto accounting configuration for all
types)
2. Transaction source : Imported
3. Create Line transaction Descriptive Flex field (If you want to load the auto invoice information
receivables this setup is mandatory)
4. Download FBDI template form OER (Oracle Enterprise Repository)
5. Prepare with Data
6. Convert into CSV
(Accounts Receivables) Page 68
7. Load to Interface
8. Import into base tables
1. Auto Accounting Configuration for all account types
All accounts means how many accounts in the auto accounting have to do for those we have to set auto
accounting, you can see this account on the account type we already defined few accounts remaining will
do
Auto invoice clearing
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% auto %accounting% rules%
Select Manage AutoAccoutning Rules
Give the Details of auto accounting rules
Click on + icon to create rules select our BU and account type is unearned revenue
Give the constant values and click on Done
Click on save and close
(Accounts Receivables) Page 69
Do the same for remaining accounts
2. Transaction source (Receivable Import)
Go to setup and maintenance
Setup: Financials
Functional area: Customer billing
Task : %Manage% transaction % source%
Select Manage Transaction Sources
Oracle provided seed information go and use that
Query with receivables and edit it then change the legal entity and transaction type
Type should be imported
Click on save and close
(Accounts Receivables) Page 70
3. Create Line transaction Descriptive Flex field
The contest structure as well as segments with in that those only we can use the template date for
mapping purpose where system will understand thatthe distributions are belongs to which lines, between
the lines and distributions we can do the mapping with this line transaction descriptive flex field segment
definition only
Go to setup and maintenance
Setup: Finance
Functional area: Receivables
Task: %Manage% Receivables% Descriptive% flex% field%
Select Manage Receivables Descriptive flex fields
Query with the Line Transactions flexfield
Click on Edit
Then click on Manage Contexts (Right side up)
Click on + to create context structure and segment
Give the display name, code and description and click on save then segment creation icon will
enable
Then click on + to create context segments
Give the name and column assign details
Click on create value set for creating the value set values
(Accounts Receivables) Page 71
Create the value set code give the details
Click on save and close
Click on save and close
Again click on save and close
Click on DeployFlexfield
Deployment status will be success
(Accounts Receivables) Page 72
4. Download FBDI template form OER
Go to Google
Search with Oracle enterprise Repository (ORS)
Click on On-Premise Applications
Click on Financials
Go to use tab
Click on Import file data base under Do the Basics
(Accounts Receivables) Page 73
Click on Autoinvoice Import under File-Based Data Imports
Select on the link and click on right click and click on save link as and save in your desktop
After that you have to runt the schedule process at ESS page as Import Auto invoice
(Accounts Receivables) Page 74
5. Prepare with Data
Open the file which you downloaded
It have sample data delete that and enter your data
Ra_Interface_Lines All tab
Here we don’t have header information this information will be representing through lines only
this lines and distributions we do mapping through line transactions Flex field value only
Give the details like business unit, transaction source, type, payment terms.
Ship to customer account number (customer account number), ship to customer site
number(customer site number) , ship to bill to address is same for the customer(take from
instances)
Give the Transaction Line Type, Transaction line description, currency conversion type
(Accounts Receivables) Page 75
Give the unit price, Line transactions flex field name, Line transaction flex field segment 1 (we
create only one segment in the transaction flex field in that we create sales order segment that
number should give here), leave blank remaining segments
As per sample data we can enter the details if you don’t want the information delete that and
leave blank those fields
Ra_Interface_Distribution tab give here two accounts Receivables and Revenue
Give the BU names, account class (revenue and receipt). Amount, line transaction flex field
context name
Give the account code combinations for receivables and revenues
(Accounts Receivables) Page 76
Ra_Interface_Salescredits tab: Not mandatory
Delete the seeded information
Ra_Interface_Contingenciestab: Not mandatory
Delete the seeded information
6. Convert into CSV
Go to Instructions and CSV file tab and click on Generate CSV File
Save the zip file in your system
7. Load to Interface
Go to ESS (Enterprise Schedule Subscriber) page
Click on schedule new process
Run the program called “Load interface File to import”
Select the program and click on OK
(Accounts Receivables) Page 77
Give the parameters like import process and data file
System will populate the file to data base
From interface we have to import into base tables
Click on Submit
(Accounts Receivables) Page 78
8. Import into base tables
Go to ESS (Enterprise Schedule Subscriber) page
Click on schedule new process
Run the program called “Import auto invoice”
Select the program and click on OK
Give the parameters
Click on submit it will run the few process
Click on auto invoice execution report
(Accounts Receivables) Page 79
Go to log file and click on republish open with PDF or any file
File will download
Check the results
You can see interface line one selected and one is processed you can see the details below
(Accounts Receivables) Page 80
Go and check in the receivable workbench
Go to Home page
Click on Receivables
Click on Billing and go to task list
Click on Manage transaction
Query with BU and transaction source then you will get the auto invoice created by the system
If you want to check the invoice click on transaction number it will open then you can see the
invoice
If you get the any error while creating this you can see the Manage auto invoice lines in the task
list in the receivable work bench
It will get back to the spreadsheet
In this you can search the data
(Accounts Receivables) Page 81
Save and close
Automatic receipts
Select invoices to include in your automatic receipt batch by specifying a payment method of
Automatic and other attributes such as currency, transaction type, and paying customer. The create
automatic receipts program will pick up all transactions that meet this criteria and create receipts to close
out these transactions. In addition to the criteria you specify, Receivables uses various other criteria to
determine whether a transaction should be included in an automatic receipt creation batch.
Setups
1. Create Receipt class and Method for Automatic Receipt
2. Set sequential numbering at Ledgerin specify ledger options
3. Create Sequential numbering
4. Assign receipt method to customer, add customer bank account
5. Add business unit to internal payee list
6. Create 2-3 Transactions
7. Create Automatic Receipts
1. Create Receipt classand Method for Automatic Receipt
Go to setup and maintenance
Setup: Finance
Functional area: Customer Payments
Task : %Manage% receipt % classes % methods%
Select Manage Receipt Classes and Methods
Click on + icon to create classes
Give the mandatory details Creation method is automatic
Go to Receipt Methods click on + icon to create receipt method here you can give the how you
are get the payments from customers
Go to Automatic processing tab
If you enable the Receipts inherit transactions numbers (If you want to setup sequential
numbering setup where we create the sequence and will be mapping that sequence to our receipt
method as a category you can do it otherwise we can enable this check box where system will
copy the transaction number to receipt number, if you enable this no need to enable sequential
numbering.
Number of Receipt Rule: How many receipts system has to create based on the transaction that
you can specify.
Customer payment method : Bank transfer
Receipt Maturity Date Rule: Earliest
(Accounts Receivables) Page 82
Go to Remittance Bank account tab (will be getting the payment to which account)
Click on + to create to add the bank account and give the mandatory accounts
Click on save and close
2. Set sequential numbering at Ledger in ledger options
No need to do this setup because in receipt class and method we enabled inherit transaction number so we
can’t do this. In EBS we don’t have this
Go to setup and maintenance
Setup: Financials
Functional area: General Ledger
Task %Specify %ledger% options%
Select Specify Ledger Options
Go to sequence tab and enable Ledger or legal entity options depends on your choice and if this
numbering for payables, receivables you can give that also
(Accounts Receivables) Page 83
Click on save and close
3. Create Sequential numbering
Go to setup and maintenance
Setup: Financials
Functional area: Receivables
Task %Manage% Receivables% Document%
Select Manage Receivables Document Sequences
Click on + icon to create numbering
Give the details Type is automatic and determinant Type (Depends on this numbering will be
done) in this we have ledger, Business unit, legal entity and tax registration
Click on + under Assignments tab and assign the specific receipt method
Click on save and close
4. Assign receipt method to customer, add customer bank account
Go to Home page
Click on Receivables
Select the Billing options
Go to Task list
Click on Manage customers
Query your customer
Open the accounts tab
(Accounts Receivables) Page 84
Give the Receipt method under Payment details
Click on + icon to give the receipt method to customer
Give the receipt method and enable that
Then go to Bank accounts tab under payment instructions
Click on + icon to give your bank accounts and other details (if you create already through
manage bank accounts task no issue otherwise you can create here)
We have create bank account icon here you can create through that otherwise click on + icon to
select the existing one
(Accounts Receivables) Page 85
Click on save and close
We have to give the same details in the site level also
Go to site tab and open that
Go to receipt method under payment details as like supplier level you given
And go to bank accounts tab under payment details then click on + and give the account details
Click on save and close
(Accounts Receivables) Page 86
5. Add business unit to internal payee list
Reality when you deal with the credit card payments this setup we have to do but they made it as
mandatory in the fusion even bank account transfers also so we have to define the business unit as a
internal payee
Go to setup and maintenance
Setup: Finance
Functional area: Customer Payments
Task : %Manage% Internal% Payees%
Select Manage Internal Payees
Here you can add BU to any payee list otherwise you can create new and add BU to that payee
list
Click on Save and Close
6. Create 2-3 Transactions
Go to Home page
Click on Receivables
Select the Billing options
Go to Task list
Click on create transactions
Create the transaction and save it then once check the receipt method it populating or not
Query the invoice go to show more go to Payments and check the receipt method if not give the
manually
(Accounts Receivables) Page 87
Create two more transactions
7. Create Automatic Receipts
Here we have to convert the transactions into receipt
Go to Home page
Click on Receivables
Select the Accounts Receivables
Go to Task list
Click on Create Automatic Receipts
Give the BU, Receipt method and other
Click on Submit
You can see the batch in receivables info let
(Accounts Receivables) Page 88
Click on batch number you can see the automatic receipt details
Click on Approve
Then it will go from info lets and check in the manage receivables
Go to Accounts receivables and click on task list
Click on Manage Receipts
Query with batch number or any mandatory fields
Results will not come will do next time
Create accounting entries and Transferred to GL
Go to navigator
Click on Tools
Click on Scheduled Process
Click on New Schedule Process
Run the job like “
You can do from this Page or specific work area
(Accounts Receivables) Page 89
Go to receivable work bench
Click on Billing
Go to Task icon click and click on Create accounting under accounting tab
Give the mandatory details and click on submit
This for only Receivables
Now check in the journals entries in the GL
Go to navigator
Click on General accounting
Select the journals
Click on Task icon and then click on manage journals
Query with source and date you can find the details
Receivables to General Ledger Reconciliation
Do the same as Payables to general Ledger reconciliation
(Accounts Receivables) Page 90
In case of EBS it’s completely manual Process where we have to run the reports and manually we have to
verify
In case Fusion they did some enhancement for such kind of processes which can do manually. If you want
to reconcile Payables with General Ledger application first we have to run
1. Set the financial category for control accounts (Account payable)
2. Run “Payables to Ledger Reconciliation” Process
1. Set the financial category for control accounts (Account payable)
While we are doing the reconciliation between AR to GL we have to set the financial category as source
account means Accounts Receivables
Go to setup and maintenance
Setup: Financials
Functional Area : Financial Reporting Structure
Task : %Manage % chart % account% value% set% values%
Select Manage Chart of Accounts Values Set Values
Query the control account and check the financial category
Then only system will allow us to reconciliation
Click on save and close
2. Run “Prepare to Payables to General Ledger Reconciliation” Process
Go to ESS (Enterprise Schedule Service) job Page nothing but Schedule Process
Click on Navigator click on tools then click on Schedule new process
Instead of doing all time like this just mark as favorites
Run “Prepare to Receivables to General Ledger Reconciliation”
Give the Request name (this name use in the report)
Give the account condition means for which account you want to run this report
Click on submit
(Accounts Receivables) Page 91
Go to schedule process and check the process wheatear it is processed or not
After completed this go to Receivables work bench
Go to task list then click on Receivables to Ledger Reconciliation
Then one page will open in that you can see the details
If any differences is their you can check by clicking on that
Invoices 2700 amount difference screen shot
(Accounts Receivables) Page 92
Applied receipts 800 screenshot
Unapplied and unidentified receipts
Fix this and rerun the programs
(Accounts Receivables) Page 93
Procure 2 Pay (P2P)
Oracle developed P2P process for integration; this process is suitable for any type of organization or
industries.
Requisitions Request for
Quotation Quotation
Quotation (RFQ)
Analysis
Purchase
Order
Supplier
GRN
Cash Payment Invoice
clearing
P2P Cycle
P2P Page 1
P2P Process and General Entries
Up to PO no General Entries
1. Requisition No JV
2. RFQ No JV
3. Quotation No JV
4. QA No JV
5. PO No JV
6. GRN Receivable inventory DR
AP accrual CR
7. Goods moved to sub inventory (On Completion of inspection and goods accepted, it is in 4 way
matching only)
Inventory DR
Receiving Inventory CR
8. Invoice AP accrual DR
Supplier Liability CR
9. Payment Supplier Liability DR
Cash clearing CR
10. Cash Cash clearing DR
Cash or Bank CR
In P2P Cycle three Departments will involve
Inventory department
Purchase department
Accounts Payable department
It start with Requisition and ends with payment
Expenses Invoice
1. Invoice Expenses DR
Supplier Liability CR
2. Payment Supplier liability DR
Cash Clearing CR
3. Cash Cash Clearing DR
Cash CR
Matching Ways
We have 3 ways of matching
4. Two way matching (INV with PO)
5. Three way matching (INV with PO and GRN)
6. Four way matching (INV with PO, GRN and DC(inspection))
In this matching we have one extra entry for inspection
P2P Page 2
Goods moved to sub inventory (On Completion of inspection and goods accepted)
Inventory DR
Receiving Inventory accrued CR
Roles to be assign to the user
Procurement related roles
1. Procurement Manager
2. Procurement requester
3. Procurement preparer
4. Advanced Procurement requester
5. Buyer
Inventory related roles
6. Inventory Manager
7. Warehouse Manager
8. Warehouse operator
Setups
1. Assign Business unit business function for procurement
2. Create Inventory Location
3. Define Facilities for procurement
a. Manage Facility shifts
b. Manage Facility workday pattern
c. Manage Facility Schedule
4. Manage Item Master organization
5. Manage inventory organization
6. Configure procurement business function
7. Configure requisition business function
8. Manage Common options for Payables and Procurement
9. Manage receiving parameters
10. Procurement agent
11. Manage transaction definition tab (TAD) Purchasing TAB
12. Manage Data Access to user
13. Create sub inventory
14. Create Item Classes
15. Create item and assign to inventory
P2P Page 3
1. Assign Business unit Business Functions
This set up already done in the Payable set up but we make sure procurement related options should
be enable in this
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Assign% business% unit% business% function%
Select Assign business unit business function
We should enable the Procurement, Requisitioning, Receiving and Material Management
Save and Close
2. Manage locations for Inventory (HCM)
We have to create location for enterprise (Head office), all the stock related information, stock
brokers, marketing related information and all the business information will maintain here. Payroll
comes into legal entity level. Head office nothing but that is going to looking some place that is the
purpose we have to create location
Go to set up and maintenance
Set up: Procurement/Financials
Functional area: Enterprise profile
Task: %Manage% location%
Select Manage Locations
Click on + to create location
Under basic details we have location set as common set(default) but we have to change as our
data set likewise give the all information like contact details, legislative information(trade name:
if it is MNC we have trade name given by exchange)
P2P Page 4
Give the address details
Click on Review for your understanding if the information is right or wrong
Save and submit
3. Define Facilities for Procurement
In EBS when you create inventory organization we assigned workday calendar it is mandatory. Here the
same calendar is calling as Facilities
1. Manage Facility Shifts
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility %shifts%
Select Manage Facility Shifts
Click on + icon to create shifts
Give the shift details
P2P Page 5
Save and close
2. Manage Facility Work day pattern
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility %workday %pattern%
Select Manage Facility Workday Pattern
Click on + icon to workday
Give the workday details length in days 7 working days and assign facility shift
Save and Close
3. Manage Facility Schedules
Go to set up and maintenance
Set up: Procurement
Functional area: Organization structures
Task: %Manage %facility % schedule %
Select Manage Facility Schedules
Give the details and go to schedule tab and click on + icon and assign the workday pattern here
P2P Page 6
Save and close
4. Manage Item Master Organization (IMO)
For more details click on the below link
https://www.youtube.com/watch?v=be9J-METNJc
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: Organization structures
Task: %Manage %item % organization%
Select Manage Item organization
Click on + to create item master org
Give the BU name, Legal entity name, and Location details
Click on Next and give the master org details and save
Click on save and close
P2P Page 7
5. Manage inventory organization
It is nothing but where we identify to maintain physical on hand stock.
Go to set up and maintenance
Set up: Financials
Functional area: Organization structures
Task: %Manage %inventory% organization%
Select Manage inventory organization
Click on + to create inventory child org
Give the BU name, Legal entity name, and Location details
Click on Next and give the schedule(predefined one) and item master organization
o Schedule : Work day calendar (Shifts, holidays etc)
o Starting Revision : Its falls under inventory controls
o Locator control: It’s clearly tell the exact place of goods means items, we can maintain
inventory or item level if you enable at inventory level we can follow for another goods
also so we can do at item level
o Allow negative balances: When we don’t have items in the unit but we have to adjust
somewhere that’s the reason we have to enable it
P2P Page 8
o Allow negative on-hand transaction: When we don’t have on hand items but we have to
send/ distribution the item if you enable this system allow the items to send
Click on save and close
6. Configure procurement business function
This is place where define document types (Standard, Contract and Blanket PO, etc.)
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %configure% procurement%
Select Configure procurement business function
Select the BU and click on ok
Give the details under General tab in Main tab
Payment terms, shipping method, freight terms, FOB, inventory org, line of goods, currency and
currency conversion rate
Under purchasing tab give the details like maximum file size and match approval level
Ignore sourcing and save it
P2P Page 9
Then go to Document types tab
Here we can see the PO types like Blanket Contract and Normal PO
In cloud Planned PO is not their
In cloud no need of hierarchy
In SAAS we can’t do the changes In PAAS you can do customization
Here you can change the names
7. Configure requisition business function
P2P Page 10
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Foundation
Task: %configure% requisition%
Select Configure requisition business function
Select the BU and click on ok
Give the details under requisition default deliver to organization should be child org
Save and close
8. Manage common options for payables and procurement
Go to set up and maintenance
Set up: Financials/Procurement
Functional area: payables
Task: %manage% common% option%
Select Manage common options for payables and procurement
Scope should be your BU
Give the default distribution and currency conversion options
P2P Page 11
Click on Save and close
9. Manage receiving parameters
Go to set up and maintenance
Set up: Manufacturing and supply chain materials managements
Functional area: Receiving
Task: %manage% receive% parameters%
Select manage receiving parameters
One pop will come in this we have to give the Inventory organization (For all Inventory
organizations) then save and close
P2P Page 12
10. Procurement agent
Why should we create procurement agent: In real time procurement agent will create the supplier site but
this is demo instances so we must create employee as a procurement agent.
Go to setups & maintenance
Setup: Procurement
Functional area: Procurement Foundation
Task: %Manage% Procurement% Agents%
Select Manage Procurement Agents
Click on + to create procurement agent
Give the details of procurement BU and agent details
Click on save and close
11. Manage Transaction Account Definition (TAD)
When you create the transactions, Requisitions and purchase orders system has to derived that basic
accounts, In case of EBS we specified this accounts in the purchasing options and we have a different
options in EBS where we specify the accounts but here the accounts specify by using PO-TAB
(Purchasing- Transaction Accounting Builder) by using this setups only you can setup bellow accounts
P2P Page 13
like accrual account, charge account and variance account Destination charge and Destination variance
account. Receipt accounting and cost accounting related accounts which come under core HCM part.
Destination charge and Destination variance account is not mandatory
1. Manage Account Rules
For Accounts rules we have to assign for 5 Accounts
1. Accrual account
2. Charge account
3. Purchase price variance
4. Destination charge
5. Destination variance
These destination and destination variance account not mandatory when you deal with the centralized
Procurement process then only it’s required
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage %account %rules%
Select Manage account rules
Click on + to create rules
Give the rules and click on + to under Rules tab
1. Accrual account
Give the details and go to rules tab and click on + to create rule
If you create the mapping rule the keep it as mapping set under value type otherwise keep it as
constant and give the code combination (It should be Accrual account), Sub Ledger application
should be Purchasing
Save and close
2. Charge Account
P2P Page 14
Give the details and go to rules tab and click on + to create rule
If you create the mapping rule the keep it as mapping set under value type otherwise keep it as
constant and give the code combination (It should be Charge account), Sub Ledger application
should be Purchasing
Save and Close
3. Purchase price variance
Give the details and go to rules tab and click on + to create rule
If you create the mapping rule the keep it as mapping set under value type otherwise keep it as
constant and give the code combination (It should be Purchase Price Variance account), Sub
Ledger application should be Purchasing
Save and Close
P2P Page 15
2. Manage Transaction Account Definition (TAB)
Naming convention is Transaction Accounting Builder (TAB) only even if they give as Manage
Transaction Account Definition(TAD)
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage % transaction% account %
Select Manage Transaction account definitions
After accounting rules created that rules we can map to rules given under the task called Manage
transaction accounting type
Save and Activate it
These tab we have to associate with out ledger specific sub ledger accounting method
3. Manage Sub ledger Accounting options
Through our ledger we can perform the task, within the primary ledger only we have accounting method,
within the accounting method PO related the definition we have to change, for purchasing we have to
assign the tab which we created so that when we record the purchase orders or requisitions system will
derive the accounting from the tab only will see here
Go to set up and maintenance
Set up: Procurement
Functional area: Procurement Translation account rules
Task: %manage % Sub% ledger% accounting % Option%
Select Manage Sub Ledger accounting Options
Query you primary ledger and expand the ledger
Within this primary ledger we have accounting method that will show under this primary ledger
P2P Page 16
Select the Purchasing and update on Accounting Options
Then give the Transaction accounting definition here we have to add our TAB
Like this way we have to derive the accounting details for every primary ledger if you are going
to record the requisition and purchase orders otherwise we can’t process system can’t derive the
charge account, accrual, variance accounts create for PO.
Save and close
P2P Page 17
4. Manage Requisition and Purchasing Document Approvals – Rule
Here you can setup approval rules for requisitions and PO.
1. Manage Requisition Approvals
Here will go and set auto approvals for specific business unit, if any requisition created that
should be approved automatically
As a part of payables we gone through work flow with in the work flow we have many nodes in
the same way for requisition approvals we have different nodes are available.
For payables if you want set approvals directly we have navigate to BPM
In case of Procurement it could be requisition or purchasing related approvals they given the user
interface here it self if you do setups here it will be reflecting in the workflow
Go to set up and maintenance
Set up: Procurement
Functional area: Approval Management
Task: %manage %requisition% Approval%
Select Manage Requisition Approval
If you enable are disable any node just select that and click on enable button on the top
Click on Edit rules and click on + icon to create
Click on ok
Then click on add condition under auto approvals and give the details
P2P Page 18
It’s like if condition means if requisitionBU is equal to value is Cello BU then what is the action
that will add under the actions
Go down and click on Add action give the approval type is automatic then click on ok
If requisition is equal to value of Cello BU then the Action is automatic approved
Then click on Deploy
Save and close
2. Manage Purchasing Document Approvals
Go to set up and maintenance
P2P Page 19
Set up: Procurement
Functional area: Approval Management
Task: %manage %Purchasing % Document % Approvals%
Select Manage Purchasing Document Approval
Select the any node and enable it by click on enable option
Then click on Edit Rules button
Click on + icon under Rules tab to create rule for Purchase Order
Give the rule name and click on ok
Click on Add condition under details tab
Here this means If procurement BU is equal to the cello BU then condition we have to write in
the next tab
Click on ok
P2P Page 20
Click on Add actions under Actions
Here this means the action is automatic approved by system if the condition is something (this is
wrote on the previous tab)
Click on ok
Here the rule is like if the procurement BU is Cello BU then the condition is Auto approvals by
system
P2P Page 21
Click on save and close
Click on deploy
Then the deploy request will submit then close the page
12. Manage Data access set Data access for user
Go to Setup and maintenance
Setup : Financials
Functional area: General Ledger
Task: %Manage %data % access% user%
Select %Mange Data Access set Data Access for users
Click on + icon to assign access to user
Give the details
13. Create Sub inventory
If you want to create sub inventory “Materials Managements and Logistics”. Offering is
mandatory to create this.
We have to create the sub Inventory under Inventory
Go to Setup and Maintenance
Setup: Manufacturing and Supply Chain Materials Management
Functional area: Inventory Management
P2P Page 22
Task %subinventories%
Select Manage Subinventories and Locators
Select your inventory organization
Click on + icon to create the subinventory
Give the Mandatory details
Click on Save and Close
14. Create Item class
In fusion if you want to create item directly you can’t create you have to create the item class, it’s all
about classification of items very broad level where you can set predefined information and defaults for
item creations
In this by default we have Root Item Classes under this you can create all the item classes
If you want to create the item classes select the Root Item Class that means we are creating under
this
Go to set up and maintenance
Set up: Product Management
Functional area: Items
Task: %manage% item% classes%
Select Manage item classes
Click on + to create item classes
Then give the details of item classes
P2P Page 23
Go to item Management tab here we have to give the item number generation method means how
the item number should be generated
If you compare with EBS in EBS System item Key Flex field we have in Fusion we don’t have
that
Here you can specify item number generation whether you can generate Sequence means give the
starting number, increase by, suffix and prefix or user defined (manual)
If you give the user defined then it will ask the Description Generation also
Then go to security Here we have to specify by using this item class who can create items that
you can specify again for which organization which organization they can create
Click on + icon to create security details
Give the principal means person or group and give the name if person (user name) If organization
(give the organization name) then give the organization also
After giving this specifications what are the privileges you want to give to this user to manage the
item information that you can specify here under Actions tab
Go to Actions tab and click and add and select button and give the all privileges
Search with item or null and add the all items which we have under this
P2P Page 24
Click on apply and ok then all item privileges assigned to that user
In the same way do for item org this means for the same person (user) we are giving access to this
two items that means items can be created in the item master those can be associate with this
actual inventory full privileges we are giving to this person, for this also give the full privileges
15. Create Items and assigned to Inventory Org
Go to home page
Select Product management tile (If you give the product manager role to user then it will appear)
Click on the Product information management icon
Inventory Application (EBS) replaced with the product management
Go to Task list and click on create item
Items will create in Master org only then those item have to link with child org
Give the organization name and item classes (If we done the item classes item assignment in
security tab then it will show)
Click on ok then one page will open
Here automatically item number will come and description we have to write as per predefined in
the item classes
P2P Page 25
Go to over view tab and give the Units of Measure
Go to specification tab and go to the inventory under item organization and keep the yes for
inventory related options
Then go to purchasing tab under item organization tab and go to outside processing item option
and matching approval level is receipt and invoice matching option is 3 or 4 way
P2P Page 26
Go to associations tab here you can see item master org by default every item created under this
but this need to assign to our actual inventory
Click on apply and then that will assign to inventory org, you can see below
Click on save and close
Process
1. Create Requisition and approve
Go to Home page
Click on Procurement
Click on Procurement and requisition
Go to More tasks and click on Enter requisition line
P2P Page 27
For the first time you enter the requisition lines it will ask us to enter the default deliver to
location.
Give the details like item, Quantity, Amount
P2P Page 28
o Item: Default from item creation
o Deliver to Location: For the first we have given the location while creating requisition
o Destination Type: inventory so that we can create the receipt against the this will create
requisition will convert
o Sub inventory : Give your Subinventory
o Requester : you can specify the requester name
o Urgent: If material is urgent then you have to give the yes or no
o Suggested buyer: Whom you can suggest as a buyer
o Negotiated : It tells about negotiated requisition
Click on Add to cart
Click on Done and click on Submit
It will go for approval
Approval
Same navigation Manage requisitions
Query with mandatory fields
You can see the requisition for approval just click on approval
We only can approve because we defined the approvals for requistions
Click on Done
Now we can convert this requisition as Purchase Order
2. Purchase Order
Go to Home page
Click on Procurement
Click on Purchase Agreements
Click on Purchase Orders in this info let you can see requisition lines
P2P Page 29
Click on it then it will open one window
If you want to convert that requisition into PO then select the requisition line and click on add to
Document Builder
Here you can specify any other info you want to enter, we have to enter supplier mandatory
P2P Page 30
Click on ok
Click on Edit if you want to emend something in the requisition otherwise click on create Po will
create
For PO also we defined auto approvals so that details will default
Click on submit it will be approved before submission if we want to see if you approved how it
will be rooted, whom it will be approved, if you want to see the click on Manage Approvals
It shows us it is going to be auto approval otherwise if you set any approvals to be rooted to so
and so person.
P2P Page 31
Click on submit; now this POwill be submitted for approval.
Go to Purchase order then click on task list select the Manage approvals
Then you can see the purchase Order status as open means approved. In EBS status is Approved
Against this PO whether delivery is happened or invoice created or not you can see from the life
cycle in this life cycle you can see the full details
Click on Done
P2P Page 32
3. Create Receipt
Go to Home page
Inventory Management
Click on task under show tasks apply the receipts
Click on Receipt Excepted shipment
Query the Purchase Order number because we are receiving the goods against that PO
Select the Po and click on Receive
Give the quantity and here you can’t give the sub inventory because here Destination Type is
receiving if it is inventory you can give the sub inventory
Click on Submit
Now we have to move the material form receipt to inventory actually in EBS for this we have
Receiving transaction option but in fusion that naming conventions has been changed as put away
receipt
P2P Page 33
Go to Inventory management
Click on Task list and click on put away
We are moving the material from staging to targeted inventory use it
Query with receipt number then you can see the receipt
Click on Put Away (nothing but moving the material to targeting inventory)
Here you see the sub inventory and click on submit
Now you can check the on hand quantity
Navigation is same change the task as Inventory
Query with your inventory name then it display how much on hand quantity
P2P Page 34
Manual PO creation
If you want to create PO first we have to create Supplier (This setup done at Purchasing Module)
Go to Procurement
Click on Purchase agreement/ Purchase Order
Go to Task List
Click on create order under orders tab (If you not access the procurement manager to BU then
details will not appear
Click on create Order under order tab
Give the details like style and supplier details, Procurement and Requisitioning Bu details will
default Procurement Bu come from “Configure procurement business function” (purchasing
setup) and Requisitioning BU come from Procurement agent (Purchasing setup)
Supplier details come from supplier site
Then one tab will appear in the General tab check the details which are automatically come from
setups
P2P Page 35
Go to Linesclick on + icon to create item details
Give the details like type, item, quantity, price
Go to Schedule tab and give the requested and promise date
Then go to Distributions give the details Po charge account is main (It is come from SLA setups
means PO TAB), account charge is depends on item like item is chairs charge account is office
equipment
Save the PO
P2P Page 36
If you want to see the approvals click on manage approvals
Then click on Submit then it will convert into open status
Click on done
Invoice creation against Po (Two way)
Go to Home page
Click on Payables
Click on invoices
Go to Task list
Click on create invoices
Give the PO number then automatically BU, supplier, supplier site default from PO
Give the remaining information
Go to lines and lines option is match invoice lines click on go
Then you will find the PO enable the match option and click on apply and ok
P2P Page 37
In PO level we gave the two way matching that the reason here only PO details will show if you
give the 3 way Receipt details also will show
Click on save and validate it and as well as post to ledger also
Then will see the account
Click on save and close
P2P Page 38
Period/Month end process of Accounts Payable
Only client side key user’s do period close. We only provide support.
Support: we have Normal Support Proactive Support Period Closing Support 24x7
Ways of Closing Period
We have two ways of closing periods.
1. Soft Close: No issues during month/period & moving to next period.
2. Hard Close: We have issue and moving to next period. We can sweep issue to next period.
Note:
• Issues in period close are SEV1 issues
• In last week of period oracle provides
Health Check (Complete data as on day/month/period)
Diagnostics Run – In order to check health/issues in Production Instance.
• Run the script in production instance provided by oracle and submit report to client side key user.
• Inventory team will do period closure. Open stock, closing stock and run related programs.
• We need to prepare period closing process in a document each module wise to the client.
• Year starting we need to check whether calendar is there, period open.
• We can never override first ever open period.
Status
• Opened
• Future
• Closed
• Permanently Closed – This enables only when period is closed
Report to be run
1. Run “Validate Payable invoice” program
To validate all open/outstanding invoices
In real time client will run this report.
This program can run daily or monthly
Check the result if you get any hold invoices then run the another report
2. Run “Payables matching holds report”
This program runs at BU level
To identify all hold and discrepancies
Need to review output
We can have only count of invoices which are on hold
3. Run “Payable unaccounted transactions report”
Identify invoices to be accounted, review and to be fixed for invoices and payments, user will fix.
We can suggest running this report daily, so that it will easy at the period end.
4. Re Run “Validate Payable Invoice”program
There shouldn’t be any pending data
5. Run “Create Accounting” Program
6. Run “Mass Additions create” program – To transfer assets to FA
7. Run “Payables Posted Payment Register” – (posted invoices in GL, Optional, but we should
suggest)
8. *Run “AP Trial Balance” Report
9. *Run “Period Close Exceptions Report (XML)” – if any exceptions run SR
10. *Run “Sub-Ledger Period Close Exceptions Report”.
Period close
In EBS: Only AP Manager
In Fusion: GL and AP team will do this
Go to tools
Click on General accounting
Choose the Period close
Go to month which you want to close and close
If there are any pending transaction we should not close
Ex: We have 5 invoices it have issues in accounting means partial accounting like that. If client want to
close then it will go to hard close. Then this 5 invoices should be sweeping from Apr -19 to May -19.
Then 5 invoices GL dates will change means date will change as 1-May-19. But here we have to know
these transaction have to + or – to APTB EX: we have 50 invoices with the amount of 900000 rs(Unpaid
invoices which is accounted and transferred to GL) and I havev1 invoice with 100000 rs (It is validated
and accounted but it is stuck up and entry will not transferred to GL)
So we should write like add the 100000 to 900000 because this is invoice, If we have payment
invoice with 50000 this we can record in the xl sheet 900000 – 50000. Total amount is 900000+100000-
50000 = 950000 this should be in next month APTB balance
Then open the next period and run the report “Payables unaccounted transactions and sweep
report
Reconciliation between AP GL
We will do reconciliation always for liability account only
Last Month TB outstanding + Present month Payable Posted Invoice Register –Present month Payables
Posted Payment Register= APTB outstanding >>> APTB o/s should be transferred to GL & posted
Compare with GL TB of Liability Account.
Example: 10 Cr + 5 Cr – 7Cr = 8 Cr.
• Go to control payable periods and close a period if we get “exceptions error message” it is HARD
CLOSE. Review period close exception report Click on Exception Review.
• Sweep: To transfer outstanding balances to next periods.
• If we sweep the transactions – GL data will be changed to next month date – Raise SR and get the
fix based on Invoice ID & Payment ID.
Note: Follow Create Accounting Transfer to GL Run APTB report.
• Run APTB – Parameters: OU & Payables. If we want report daily select GL& do it.
Click on Output to review – code combination derived from financial options.
Switch to GL query with Un-posted – to check for un-posted journals.
• Before running GLTB we need to check all the JE to be posted. There should be no outstanding
balances. Fill GLTB parameters – click on output & compare TB balances of AP to GL
AP to GL reconciliation process
Code Combination APTB Amount GLTB Amount
Liability Account - 21001 1855025 1855025
Liability Account - 21001 1855025 1023138.53
• If GLTB is less than APTB balance – check un-posted JE Post all JE Run TB.
If no outstanding JE request technical team to check if data is present in interface tables.
Journal Import Run (Source: Payables)
If above process doesn’t work raise SR.?
• If GLTB is greater than APTB – check if AP has pending data.
Check un-posted JE in GL (Manual)
Run “Account Analysis Report” we can know impact. Parameters: Type: Source Item;
Order By: Source Item Run
Reason could be manually entered JE
Click on output – note the other sub-ledger entries amount.
Note:
• To restrict manual journal entry we use “Third Party Control” account as ‘YES’ for liability
account.
• AP team will inform to PO team about period closure. As we have expense item at purchasing
option level we will close AP first.
• If any report is not available in Schedule process we have to tell the Tech Department to develop
ORBI report or BI (Business Interface) report
Payables Report
We have 3 work benches in AP, and these three will control the AP
1. Supplier workbench
2. Invoice workbench
3. Payment workbench
1. Supplier Balance aging report
2. Supplier open balance letter
3. Supplier Payment history
4. Payable invoice aging report
5. Payable payment Register
If any report is not available in the schedule process will talk to Tech team and develop OTBI
report
Rapid Implementation (RI)
It’s all about loading the setup data through spread sheet, you can specify calendar related
information currency, chart of accounts, when you talk about the chart of accounts with in this values will
maintain under each segment value set, ledgers, BU’s and LE’s, this sheet we upload into the system
depends on the information available in that sheet system will create the definitions this we call as rapid
implementation.
1. Download the RI Template
2. Provide data into Template
3. Convert as zip file
4. Upload the zips files into Instances
5. Find data definitions in Instances
1. Download the RI Template
Go to Setup and maintenance
Go to Task list click on search
Find the task called as Rapid implementation
Select Defined Common Financials Configuration for Rapid Implementation (Task count is 15)
In this select the Create Chart of Accounts, Ledgers, Legal Entities, and business unit spread
sheet
If you click on that spread sheet will download
2. Provide data into Template
COA, Calendar and Ledger Tab
Name: What are the names you are going to give here the same system will take for COA, calendar and
Ledger
Currency: It is optional based on the legal entity which you create in the sheets under companies and
Legal entities tab it will create the relevant currency, if you create the multiple ledgers you can’t give the
currency because all ledgers or may or may not follow same currency
Period Frequency, Adjusting Periods and Fiscal year start date: This all are required for calendar
definition
Chart of Accounts: Here you can enter the segments, segment Label, short prompt and display width
For chart of accounts creation we have two segments mandatory so in this sheet we have that
segment tabs only like Balancing and Natural accounts
If you want more then segment tab you can create through clicking on Add segment values,
system these values will take form which segments you entered in the segments, if you create
extra segment like product department then system will create the product ad department tabs
If you want you can drag and drop the tabs for sequence like company, department, natural
accounts and product
Business Unit Tab
Give the Business name as well as Legal entity for that, you can define number of business units
Companies and Legal entities tab
Here you can create child and parent relationship upto 9 levels
Give the parent and child values then give the legal entity complete information Legal entity
name should be as per Legal entity name given in the business unit.
If you give the same legal entity again it won’t take remaining fields will grade out and for child
rows only you can give the legal entity details
Department Tab
Natural account
We know this information will give the client then we can group like that in the spread sheet instructions
tab we have sample file in that we have we have sample values. Just copy the data from that page
When you have extra information in the Account type like normally we have account type asset,
liability, expenses and revenue. If you give like Asset – Cash, Asset – Clearing it means when
Owners equity- Retained earnings this means in specify ledger options you no need to assign the
retained earnings field
Spare
Financial sequences
When you are creating the transactions if you want to set the sequential numbering for this
provide event classes nothing but define sequential number
Transaction Restart (Never, Annually, Monthly) means the sequential number will restart for
every annually every monthly or never restart
It is optional you can do here otherwise you can do in the instances
After all the this you can validate the templates
Go to COA, Calendar and Ledger tab go through the steps
3. Convert as zip file
Click on Step 1Validate
Then click on Step 2 it generates files into ZIP files save in to the system
Then click on Step 3 It generates files into ZIP files save in to the system
4. Upload the zips files into Instances
Go to Setup and maintenance
Go to Task list click on search
Find the task called as Upload chart of accounts
Click on Choose File and upload the saved file
Select Chart of Account zip file
Click on Submit then go to schedule process and check the status
When you submit that file system will do the below creations
1. Create values sets
2. Add values into value set (it will do that attribute assignment)
3. Create Chart of accounts instances
4. Deploy
Check in the system
1. Check the value sets
• %manage %chart % of% value%
Check the value set name (How should system will create the value set name it will take
combination of segment name and Name) like Company HDFC RI likewise you can see the
all departments
2. Check the chart of accounts
• %manage%chart%structure%
Check with the name means HDFC RI you can find the structure, if you want to change
the name you can change in the system but we can’t change the structure code
Go to Setup and maintenance
Go to Task list click on search
Find the task called as Upload Ledger, legal entities and Business Units
Click on Choose File and upload the saved file
Select Chart of Account zip file
Click on Submit then go to schedule process and check the status
When you submit that file system will do the below creations
1. Create Accounting Calendar
2. Create Primary Ledger
3. Set retained earnings account in ledger options
4. Create Legal Address
5. Create Legal Entity
6. Assign LE to PL
7. Assign BSV to LE
8. Review and submit accounting configuration
9. Create Business unit
10. Assign Business unit business functions (All functions will assign if you don’t want just you
can uncheck the functions)
Check in the system
1. Check the accounting calendar
It will create with the name of HDFC RI by default system will create 2 years (2019 and
2020)
2. Check the Primary Ledger
It will create with the name of HDFC RI with suffix as US (currency)
3. Check the retained earnings in specify ledger options
It will take automatically reason in the spread sheet values level for the account called as
retained earnings we it selected classification as an owner ship and retained earnings.
4. It will create legal address and legal entity
5. Check the LE is assigned to PL or not
%assign%balancing% segment%values% legal%entity%
You can see balancing segment values assigned to legal entity or not
6. Check our business unit
You can see with name of HDFC RI USA legal entity, it will create with location and RDS
7. Check the Business unit to business functions in this all the functions are enabled through this
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