Edu 0006 Fundamentals of Flex Fields

Fundamentals of Flexfields
Copyright 2007, Oracle. All rights reserved.
Objectives
After completing this lesson, you should be able to do the following: Describe flexfields Define value sets Define key flexfields Define descriptive flexfields Enter values Describe Flexfield Enhancements
Error handling Oracle ADI flexfield form Flexfield as parameter
6-2
Agenda
Overview of flexfields Creating value sets Defining the key flexfield structure Defining the descriptive flexfield structure Defining values Describing flexfield enhancements
6-3
Overview of Flexfields
6-4
Using Flexfields to Configure Applications
General Ledger Application windows
Assets
User-defined flexfield windows
6-5
Benefits of Flexfields
Flexfields enable the following benefits: Configuration of applications to support your accounting, product, and other codes Construction of intelligent keys Configuration of applications to capture additional data Use of the application to validate values and value combinations entered by the user Support for multiple field structures depending on data context
6-6
Key and Descriptive Flexfields
Key flexfields build unique entity identifiers
__ Item Information _________ Category Item Color COM 876 LTN Computer Monitor Light tan
Payment Type CC Store 54321 Dept 987 Number 4958-2938-4747 Exp. Dt 12 - 99
Descriptive flexfields gather additional information
6-7
Key Flexfields
__ Sales Information ______________________ Transaction 3987 Customer Jane Doe Item COM-876-LTN Description Computer - Monitor - Light Tan Key flexfield window Payment Type
Standard window
[]
__ Item Information _______________ Category Item Color COM 876 LTN Computer Monitor Light tan
6-8
Using Key Flexfields to Build Intelligent Keys
Business A
Business B
_____Account Entry __
Corporation Subsidiary Division Department Account 10 283 3003 025 203
Company Division Department Account 21 42 502 015
6-9
Key Flexfield: Examples

General Ledger
Accounting Flexfield
Receivables
Territory Flexfield Sales Tax Location Flexfield
Assets
Asset Key Flexfield Location Flexfield Category Flexfield
Inventory
Item Categories System Items Sales Orders Item Catalogs
Service
Service Item Flexfield
Human Resources
People Group Flexfield Job Code Flexfield
6 - 10
Descriptive Flexfields
__ Sale Information ____________________ Transaction 3987 Payment Type Customer Jane Doe CC
Item COM-876-LTN Description Computer - Monitor - Light Tan [ ]
Payment Type CK Store 54321 Dept 987 Number 1028 Second ID MC 4565-3939
Payment Type CC Store 54321 Dept 987 Number 4958-2938-4747 Exp. Dt 12 - 99
6 - 11
Descriptive Flexfield: Examples

The following are examples of instances where descriptive flexfields are used: Storing supplier numbers from converted suppliers The Flexible Address Format Storing order information with an invoice Storing project information with an invoice Storing vehicle information associated with the asset category Vehicle Name of the customer service representative responsible for the sales order Web link to map property or location in Property Manager
6 - 12
Key and Descriptive Flexfield: Comparison

Key Flexfields
Owned by one application; used by many Required to set up, not always required to use Supports intelligent keys Identifies entities Drives reporting
Descriptive Flexfields
Associated with tables in a specific application Setup is optional No intelligence, stores additional information Captures additional information only
6 - 13
Components of a Flexfield
Flexfield/Structure Flexfield Structure
Segments
Segment 1
Segment 2
Values (if needed)
COMPUTER
PC SERVER LAPTOP 12 Char Dependent Upper Case Required
Value set - format and validation
10 CHAR Independent Upper Case Required
6 - 14
Segment Prompts and Value Descriptions
Flexfield segment prompts __ Item Information _______________ Category Item Color COM 876 LTN Computer Monitor Light Tan
Flexfield value descriptions
6 - 15
General Steps to Implement a Flexfield

Plan flexfield segments, structures, value sets, and values Define value sets Define flexfield structure Define values Define security and cross-validation rules, if necessary
6 - 16
Creating Value Sets
6 - 17
Planning a Value Set

Determine basic attributes of the set. Select the appropriate validation type.
6 - 18
Validating Input Using Value Sets
Category value set COM MACH FURN
__ Item Information _______________ Category Item Color 755 COM 876 LTN 876 Computer Monitor Light tan 933
Item value set
6 - 19
Value Set Attributes

Name: Unique value set name (Do not use XX-, XX_ , XXX-, XXX_ or any Oracle reserved name.) Description: Free-form descriptive text List type
List of Values Long List of Values Poplist
Security type
No security Hierarchical Non-hierarchical
6 - 20
Types of Value Sets

None: Validation is minimal. Independent: Input must exist on the previously-defined list of values. Dependent: Input is checked against a subset of values based on a prior value. Table: Input is checked against values in an application table. Special: Value set uses a flexfield itself.
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Types of Value Sets

Pair: Two flexfields together specify a range of valid values. Translatable Independent: Input must exist on previouslydefined list of values; translated value can be used. Translatable Dependent: Input is checked against a subset of values based on a prior value; translated value can be used.
6 - 22
Planning Data Format Validation

Format Type: Value data type Maximum Size: Maximum permitted size for a value Precision: Number of decimal places Numbers Only: Entry of numbers 09 only Uppercase Only: Lowercase input becomes uppercase Right-Justify Zero-Fill: Shifts number to right, pads from left Max/Min Values: Beginning and ending values of a range
6 - 23
Defining Value Sets
Use existing value sets when possible.
Define value set.
Define list of values if appropriate.
6 - 24
Defining the Key Flexfield Structure
6 - 25
Planning a Key Flexfield

Identify the target flexfield, the information required by Oracle Applications, and any qualifiers. Plan the flexfield structure, behavior, and appearance. Define the key flexfield structures. Define any value sets required and their values. Define security rules when appropriate. Define cross-validation rules when appropriate. Define shorthand aliases as needed.
6 - 26
Designing the Key Flexfield Layout
Title
Description: ___Sales Information_______ Description:
Category COM Structure Item 876 Color LTN
Order of segments
Prompts
Segment separator Value sets COM FURN APPL Values
6 - 27
Key Flexfield Structure

Business A Business B
10-203-3003-025-203
6 - 28
10-203-3003-025
Key Flexfield Code Combinations

Business A Business B
10-203-3003-025-203
6 - 29
10-203-3003-025
Storing Code Combinations
Company Division Department Account 10 203 3003 025 (Code combination) 10 - 203 - 3003 - 025
Code Combinations Table SEGMENT1 10 SEGMENT2 203 SEGMENT3 3003 SEGMENT4 025
6 - 30
Key Flexfield Qualifiers
Business Y Corp Sub Div Dept Acct 10 203 3003 025 203 Balancing segment
Business Z Corp Div Dept Acct 10 203 3003 025
6 - 31
Types of Key Flexfield Qualifiers
Flexfield qualifiers: Identify a particular segment
(Balancing segment)
10
203
3003
025
Segment qualifiers: Identify a particular value

6 - 32
(Allow posting)
Key Flexfield Qualifiers Identify Key Flexfield Segments

Business Y Corp: 10 Sub Div 203 3003 Balancing segment Cost Center segment
Dept 025 Acct 300
Account segment
6 - 33
Identifying Values in Flexfield Segments with Segment Qualifiers

Business Y Corp Sub Div Dept Acct 10 203 3003 025 300
Account list
Budgeting allowed: Y Posting allowed: Y Account type: Asset
200 - Cash 300 - Revenue 400 - Payroll
Budgeting allowed: N Posting allowed: N Account type: Liability

6 - 34
Budgeting allowed: N Posting allowed: N Account type: Revenue
Defining Flexfield Qualifiers

Use the Flexfield Qualifiers Window to assign qualifiers to segments as appropriate for the flexfield. Not all flexfields use qualifiers with segments.
6 - 35
Segment Defaults: Examples
Default Type Constant Current date Current time Field Profile Segment SQL statement
Default Value Any literal value Current time Current time or current date/time Default Value field value Value of profile in Default Value Value in prior segment Result of SQL query
6 - 36
Other Key Flexfield Features

Dynamic insertion of new values Cross-validation of segment value combinations Security on value access Aliases to speed up data entry
6 - 37
Allowing Dynamic Insertion

Indirectly (from display window) __ Sales Information _____________________ Transaction Customer Item Description 3987 Jane Doe COM-876-LTN Computer Monitor Tan Payment Type: CC Sales Table
[]
(Foreign key)
Directly (from entry window) __ Part Number _________ Category Item Color COM 876 LTN Computer Monitor Light Tan
Code Combinations Table
6 - 38
Cross-Validating Values
Country Value Set USA United States UK United Kingdom
State Value Set CA California NY New York TX Texas
City Value Set Los Angeles London New York Houston
Asset Location Flexfield
__ Asset Location _____________ Country State City UK CA Houston United Kingdom California
UK-CA-Houston not allowed
6 - 39
Using Value Set Security
Category Value Set without security COM FURN APPL
COM
Description: Description: Item Number
Category Category Value Set with security COM FURN APPL Item Color Weight
COM (EXCLUDE COM)
6 - 40
Using Shorthand Aliases
Sales Information Transaction 3754 Customer Big Manufacturing Address City Zip Item
Description: ___Item Alias____
1211 State Dallas 75219

State TX Country USA
COM-876-LTN
Part Tan Monitor
Tan Monitor COM-876-LTN Hard Drive COM-535-15G Laser Printer COM-788-630
List of Aliases
6 - 41
Planning Decisions
Multiple structures Resources available Qualifiers required Dynamic inserts Cross validation Shorthand aliases Value checking Value security
6 - 42
Freezing and Compiling the Definition

Save after freezing to automatically compile the flexfield definition. Freeze and compile after making any changes to the definition. Changes take place immediately. You can see your changes immediately. Other users must exit the system or change responsibilities before they can see the effected changes.
6 - 43
Defining the Descriptive Flexfield Structure
6 - 44
Identifying a Descriptive Flexfield

The presence of a descriptive flexfield on a form is indicated by brackets. Whenever you see this, there is a descriptive flexfield defined for use with that form. In some cases there may be multiple descriptive flexfields associated with the same form.
6 - 45
Determining the Descriptive Flexfield Name

Procedure to determine the name of the descriptive flexfield: 1. Click on a field in the same block in which the descriptive flexfield appears. 2. Select Help > Diagnostics > Examine. 3. A window showing information on the selected field appears. 4. Note the name of the block in which the field is located.
6 - 46
Determining Available Resources

Use the list of values for the Column field in the Segments Summary Window to determine how many segments you can plan to use.
6 - 47
Identifying Your Information Needs

What additional information needs to be captured? Is there any information that you need to capture each time? Is there information that you need to capture on an ad hoc basis? Can the need for capturing ad hoc information be conditioned on a value in a base window? How much control over window processing do you want to give the user?
6 - 48
Identifying the Necessary Information
Store number
Check number
Credit card number
Expiration date
Down payment
6 - 49
Grouping Information by Usage
Situation 1: (finance)
Store number
Down payment
Situation 2: (check)
Store number
Check number
Situation 3: (credit card)
Store number
Credit card number Expiration Date
6 - 50
Isolate Common Information
Situation 1: (finance)
Store number
Down payment
Situation 2: (check)
Store number
Check number
Situation 3: (credit card)
Store number
Credit card number Expiration Date Varies by task
Used by all tasks
6 - 51
Determine Different Contexts

Finance context Situation 1: (finance) Store number Down payment Check context Situation 2: (check) Store number Check number Credit card context Situation 3: (credit card) Store number Credit card number Expiration Date
6 - 52
Descriptive Flexfield Components

Global segment: Displays information that is common to all contexts Context-sensitive segment: Displays information that is appropriate only to a particular context Reference field: A field on the application window whose value is used to determine contexts Context field: A field in the structure whose value is used to determine contexts
6 - 53
Using Global Segments

Finance context
Global Segments (Common)
Store number
Credit card context
Check context Store number
Store number
6 - 54
Context-Sensitive Segments
Finance context
ContextSensitive Segments (Vary by context)
Store number
Account Finance terms Down payment
Credit card context

Second ID
Store number
Card number Expiration date
6 - 55
Distinguishing Between Contexts

Finance context Store number
Account Finance terms Down payment
Credit card context
Context field

Second ID
Store number
Card number Expiration date
6 - 56
Using Reference and Context Fields

Reference Field: A field on the existing form whose value is used to automatically distinguish between contexts. Context Field: A field created in the descriptive flexfield structure that is used to allow the user to manually select different contexts.
6 - 57
Using Reference Fields

Existing application window
Reference field
Global Data Elements Context Sensitive Fields Proposed flexfield designs
Global Data Elements Context Sensitive Fields
Context 1
Context 2
6 - 58
Identifying Referenceable Columns

Use the list of values for the Reference Field in the Descriptive Flexfield Segments Window to determine the fields that are available for use as reference fields for this descriptive flexfield.
6 - 59
Using Context Fields

Existing application window Proposed flexfield designs
Global Data Elements (Context) Context Sensitive Fields Context 1

6 - 60
Global Data Elements (Context)
(Context fields)
Context Sensitive Fields Context 2
Locating the Flexfield Definition

Use the Descriptive Flexfield Segments Window to locate the target flexfield definition by finding the application that owns the definition and the flexfield title. A flexfield may appear on more than one window. However, defining the flexfield once automatically defines it for all locations. After you access the definition, you can start making the changes. If the flexfield is already frozen, unfreeze it first.
6 - 61
Storing Descriptive Flexfield Segments
Structure A Global AAA Context BBB Context CCC
Structure B Global AAA Context DDD
CONTEXT Structure A Structure B
ATTRIBUTE1 Global AAA Global AAA
ATTRIBUTE2 Context BBB Context DDD
ATTRIBUTE3 Context CCC
6 - 62
Freezing and Compiling the Definition

Use the Descriptive Flexfield Segments Window to: Freeze the flexfield definition by checking the Freeze Flexfield Definition check box Compile the flexfield definition by clicking the Compile button
6 - 63
Defining Values
6 - 64
Defining Values for a Value Set

Use the Values, Effective region of the Segment Values Window to enter: Value Translated value (translatable value sets only) Description Enabled From/To effective dates
6 - 65
Modifying Value Definitions

You cannot change or delete values after they are defined. You can change the value description or the translated value to reuse an existing value. You can disable or limit the effective dates of a value that is no longer in use.
6 - 66
Flexfield Enhancements
6 - 67
Flexfield Enhancements
Error Handling
Oracle ADI Flexfield Form
Flexfield As Parameter
6 - 68
Summary
In this lesson, you should have learned how to: Describe flexfields Define value sets Define key flexfields Define descriptive flexfields Enter values Describe Flexfield Enhancements
6 - 69

Edu 0006 Fundamentals of Flex Fields

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Fundamentals of Flexfields

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Using Flexfields to Configure Applications

General Ledger Application windows

User-defined flexfield windows

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Key and Descriptive Flexfields

Key flexfields build unique entity identifiers

Payment Type CC Store 54321 Dept 987 Number 4958-2938-4747 Exp. Dt 12 - 99

Descriptive flexfields gather additional information

Copyright 2007, Oracle. All rights reserved.

Copyright 2007, Oracle. All rights reserved.

Using Key Flexfields to Build Intelligent Keys

Copyright 2007, Oracle. All rights reserved.

Key Flexfield: Examples

Copyright 2007, Oracle. All rights reserved.

Item COM-876-LTN Description Computer - Monitor - Light Tan [ ]

Payment Type CC Store 54321 Dept 987 Number 4958-2938-4747 Exp. Dt 12 - 99

Copyright 2007, Oracle. All rights reserved.

Descriptive Flexfield: Examples

Copyright 2007, Oracle. All rights reserved.

Key and Descriptive Flexfield: Comparison

Copyright 2007, Oracle. All rights reserved.

Values (if needed)

PC SERVER LAPTOP 12 Char Dependent Upper Case Required

Value set - format and validation

10 CHAR Independent Upper Case Required

Copyright 2007, Oracle. All rights reserved.

Segment Prompts and Value Descriptions

Flexfield value descriptions

Copyright 2007, Oracle. All rights reserved.

General Steps to Implement a Flexfield

Copyright 2007, Oracle. All rights reserved.

Creating Value Sets

Copyright 2007, Oracle. All rights reserved.

Planning a Value Set

Copyright 2007, Oracle. All rights reserved.

Validating Input Using Value Sets

Category value set COM MACH FURN

Item value set

Copyright 2007, Oracle. All rights reserved.

Value Set Attributes

Copyright 2007, Oracle. All rights reserved.

Types of Value Sets

Copyright 2007, Oracle. All rights reserved.

Types of Value Sets

Copyright 2007, Oracle. All rights reserved.

Planning Data Format Validation

Copyright 2007, Oracle. All rights reserved.

Defining Value Sets

Use existing value sets when possible.

Define value set.

Define list of values if appropriate.

Copyright 2007, Oracle. All rights reserved.

Defining the Key Flexfield Structure

Copyright 2007, Oracle. All rights reserved.

Planning a Key Flexfield

Copyright 2007, Oracle. All rights reserved.

Designing the Key Flexfield Layout

Description: _Sales Information_____ Description: