Accounting Flexfield Setup and Usage

Document Version: 1.0 Date: September, 2000 Authors: Teja Satoskar, Lisa Marukuni

Accounting Flexfield: Setup and Usage

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TABLE OF CONTENTS

HOW TO CREATE AN ACCOUNTING FLEXFIELD STRUCTURE.................................................. 3 STEP 1- VALUE SETS.................................................................................................................................... 3 STEP 2- CREATING ACCOUNTING FLEXFIELD STRUCTURE ............................................................................ 5 STEP 3- CREATE SEGMENTS ......................................................................................................................... 6 STEP 4 - ADD SEGMENT VALUES ................................................................................................................. 8 STEP 5- FREEZE FLEXFIELD STRUCTURE.................................................................................................... 11 STEP 6 - COMPILE FLEXFIELD STRUCTURE ................................................................................................ 11 STEP 7- ATTACH ACCOUNTING STRUCTURE TO A SET OF BOOKS ................................................................ 12 HOW TO CHANGE SEGMENT VALUES IN EXISTING VALUE SETS .......................................... 13 STEP 1- UNFREEZE FLEXFIELD DEFINITION ................................................................................................ 13 STEP 2- MODIFY SEGMENT VALUES ON THE SEGMENT VALUE FORM .......................................................... 14 STEP 3- FREEZE FLEXFIELD DEFINITION ..................................................................................................... 14 STEP 4- COMPILE FLEXFIELD STRUCTURE .................................................................................................. 14 HOW TO CREATE A NEW CODE COMBINATION .......................................................................... 14 MANUALLY ................................................................................................................................................ 15 AUTOMATICALLY....................................................................................................................................... 15 DO AND DONTS WHEN CREATING ACCOUNTING FLEXFIELD STRUCTURES ................... 18 DEFINING YOUR ACCOUNT STRUCTURE ..................................................................................................... 18 CHANGING THE FLEXFIELD DEFINITION ...................................................................................................... 20

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Accounting Flexfield Setup and Usage

This paper will provide detailed steps for creating value sets, segments and accounting flexfield structures. It will also provide steps on how to add new values to existing segments and how to create code combinations.

How to create an Accounting Flexfield Structure Steps:

1. 2. 3. 4. 5. 6. 7. Create value sets Create new accounting flexfield structure Create segments Add Segment Values Freeze Flexfield Structure Compile Flexfield Structure Attach accounting flexfield structure to a set of books

Note: Steps 1 through 4 MUST be performed in that order. Step 1- Value Sets

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Validation/Sets

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Value Set Name - Enter a unique name. Security Available - Check this if you want to use security rules. This can be changed at anytime. Enable Longlist - Check this if your value set should provide the Longlist feature, where a user must enter a partial segment value before the list of values retrieves all available values. Format Type - You MUST specify a format type of Char. If you want to use numbers, choose Char and allow alphanumerics. The Accounting Flexfield does not support format types other than Char. Right-justify Zero-fill Numbers - Check this. If not checked, then this could cause problems with data entry later. Validation Type - This must be Independent, Table, or Dependent-type value sets. Do not use value sets with a validation type of None, Pair, or Special for the Accounting Flexfield. If you are using a Table-validated value set: n Do not specify a hidden ID column. n You should not use a WHERE clause and/or ORDER BY clause. Note: You should create all the value sets for the accounting flexfield structure prior to performing step 2. However, you should not define any values for your value sets until the structure has been defined.

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Step 2- Creating Accounting Flexfield structure

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Segments Application: Oracle General Ledger Flexfield Title: Accounting Flexfield Structure Title - enter the title for your new accounting flexfield structure. Segment Separator - select the separator from the list of values. After setting this do not change it. It may cause inconsistencies. Enabled - Check this flag to enable your accounting flexfield structure. Notice this is where you enable the following: - Cross Validation Rules with Cross-Validate Segments - Dynamic Insertion with Allow Dynamic Inserts Note: If you want to create code combinations automatically, check Allow Dynamic Inserts; however, make sure you create cross validation rules to prevent incorrect combinations from being created.

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Step 3- Create segments Click the Segments button on the Key Flexfield Segments form.

You can define up to 30 segments for your account structure. You must define at least 2 segments, one for the balancing segment and one for the natural account segment (the two required flexfield qualifiers). Please not that some Oracle subledgers require a third qualifier, that being the cost center. Enter all your segments in order. Number - The Accounting Flexfield requires consecutive segment numbers beginning with 1 (such as 1, 2, 3, ). Gaps in numbering like 10,20,30 .. could cause errors when compiling. Name - Enter a unique name for the segment. The name should begin with a letter and use only letters, numbers, spaces or underscores. Do not use SQL reserved words. Column - Do not use any columns other than those named SEGMENT1 through SEGMENT30. All segments must have the enabled and displayed checkboxes checked.

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Assign your flexfield qualifiers. With the cursor on the segment you are going to designate as your balancing segment, click on the Flexfield Qualifiers button. Check the Enabled checkbox on the Balancing Segment line. Do the same for the natural account segment. With the cursor on the segment you are going to designate as your natural account segment, click on the Flexfield Qualifiers button. Check the Enabled checkbox on the Natural Account line. Cost Center and Intercompany Segment are optional. Be sure you create these segments and qualifiers carefully. You are not allowed to change them once they are defined. Changing them is unsupported and data inconsistency and corruption will occur. Click on the Open button for each of the segments to create the segment and associated information.

Suggestion: If you have spare segments (for future use), enable and display them. In the value sets for the spare segments, define only one segment value, which will be the default value. On the Segments form, set the Default Type to Constant and Default Value to the value created in the segment values form (FNDFFMSV). This would typically be zeros.

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Step 4 - Add Segment Values Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Values

Enter the following parameters: Application: Oracle General Ledger Title: Accounting Flexfield Structure: The name of the structure created in Step 2. Segment: Defined in Step 3. Click on Find button.

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Enter segment values for each segment you created.

After entering the value, you cannot change it. However, you can uncheck the Enable button. Alternatively, you can put an end date (To) on the value. Note: If you disable a segment, the existing code combinations are not automatically disabled. To disable existing code combinations query the code combinations on the GL Accounts form and uncheck the Enabled box or end date the code combination. . Note: Make sure you tab through to the segment qualifiers box even if you want to use the default qualifiers.

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Below is the standard segment qualifier box for all segments except the natural segment.

Below is the standard segment qualifier box for the natural account segment.

Make sure you set the account type correctly. If not, you will experience problems in the first period of a new year with your retained earnings account. The account type determines whether an accounts ending balance closes into retained earnings or becomes a beginning balance in the new year. Note: If you discover that your account type is set incorrectly and you have already posted or already created code combinations, then reference your Oracle General Ledger Users Guide for the process to correct misclassified accounts ( see Metalink note 1050920.6; General Ledger Users Guide 10SC page 5-38; General Ledger Users Guide version 11 page 6-138 for detailed steps).

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Step 5- Freeze Flexfield Structure

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Segments Check Freeze Flexfield Definition. Save changes.

Step 6 - Compile Flexfield Structure Click on Compile button to compile flexfield.

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Step 7- Attach accounting structure to a set of books

Responsibility: General Ledger Super User Navigation: Setup/Financials/Books/Define Chart of Accounts - Enter the name of your accounting flexfield structure. Accounts (if this is the first time you have used this chart of accounts, then you must have Dynamic Insertion enabled for the accounting flexfield structure when you enter these accounts): n Retained Earnings - Enter the retained earnings account that you wish to use for this set of books. n Suspense - If youve checked Allow Suspense Posting, you will need to enter this account. n Intercompany - If youve check Balance Intercompany Journals, you will need to enter this account.

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How to Change Segment Values in Existing Value Sets

Please review the steps above in how to create an accounting flexfield structure. 1. 2. 3. 4. Unfreeze flexfield definition Update segment values on the segment value form Freeze flexfield definition Compile flexfield structure

Step 1- Unfreeze Flexfield Definition

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Segments Uncheck Freeze Flexfield Definition.

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Step 2- Modify segment values on the segment value form Follow the steps described in Step 4 - Add Segment Values to navigate to the Segment Values form. Query the values. Make the necessary changes. Note: you cannot change the segment value itself. You can change the description, enabled flag, etc. If you cannot make changes after you unchecked Freeze Flexfield Definition, then there are other flexfield structures using the value set, which are still frozen. Note 1015950.6 contains scripts to find the flexfields that use the value set.

Step 3- Freeze flexfield definition This step is identical to Step 5 from How to create an Accounting Flexfield Structure (see above). Step 4- Compile flexfield structure This step is identical to Step 6 from How to create an Accounting Flexfield Structure (see above).

How to create a new code combination

There are two ways to create code combinations. 1) Manually or 2) Automatically (with Dynamic Insertion enabled)

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Manually

Responsibility: General Ledger Super User Navigation: Setup/Financial/Accounts/Combinations Enter the Account, and set the Allow Posting and Allow Budgeting flag. Optionally enter From and To dates. Automatically 1. Check Allow Dynamic Inserts on the Key Flexfield Segments form. 2. Optionally define Cross Validation Rules. 3. Compile the Flexfield Structure.

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Step 1 - Check Allow Dynamic Inserts on the Key Flexfield Segments form.

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Segments

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Step 2 - Optionally define Cross Validation Rules.

Responsibility: General Ledger Super User Navigation: Setup/Financials/Flexfields/Key/Rules Step 3 - Compile the Flexfield Structure. This step is identical to Step 6 from How to create an Accounting Flexfield Structure (see above)

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Do and Donts when Creating Accounting Flexfield Structures

Defining your Account Structure The Accounting Flexfield has several special requirements and limitations for its definition. Follow these recommendations carefully, since an incorrectly-defined Accounting Flexfield will adversely affect your chart of accounts, and application features: 1. Define your Accounting Flexfield value sets using the Define Value Set form. You must specify a format type of Char for the segment value format type. If you want to use numbers, choose Char and allow alphanumerics. The Accounting Flexfield does not support format types other than Char. We recommend that you set Right-justify Zero-fill Numbers to Yes for value sets you use with the Accounting Flexfield. Value sets for the Accounting Flexfield must be independent, table, or dependent-type value sets. Do not use value sets with a validation type of None, Pair, or Special for the Accounting Flexfield. We recommend that you allow parent values for segments in your Accounting Flexfield. Parent values are used to create summary accounts and to increase the productivity of Oracle Applications.

2. Set the Allow Dynamic Inserts option. If you want to allow adding new accounts automatically as you enter them in transactions, including when you define a set of books, set this option set to Yes. To require users to define all accounts manually, set this option to No. 3. Define your Accounting Flexfield segments. You can define up to 30 segments for your account structure. You must define at least two segments for your account structure, one for the balancing segment and one for the natural account segment (the two required flexfield qualifiers). When specifying the column you want to use for your Accounting Flexfield segment, do not use any columns other than those named SEGMENT1 through SEGMENT30.

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You must enter a value set in the Value Set field for each segment of the Accounting Flexfield. Value sets for the Accounting Flexfield must be independent, table, or dependent-type value sets. Do not use value sets with a validation type of None for the Accounting Flexfield. You must check the Required check box for each segment. You must check the Display check box for each segment. The segment you use as a balancing segment must be an independent segment (it cannot use a dependent value set).

4. Define your flexfield qualifiers for your Accounting Flexfield. Oracle Applications uses flexfield qualifiers to identify certain segments in your Accounting Flexfield. You specify your flexfield qualifier values in the Qualifiers zone of the Define Key Flexfield Segments form. You should never change the flexfield qualifier once it has been saved. This may cause major inconsistencies with the existing data.

1. Define the natural account segment. A natural account segment contains values representing account types, such as cash, accounts receivable, product revenue and salary expense. Check the Natural Account checkbox to indicate the segment you are defining is your natural account segment. You define only one natural account segment in your account. 2. Define the balancing segment. Oracle Applications uses your balancing segment to ensure that all journals balance for each value of your balancing segment. Oracle Applications also use your balancing segment to ensure that entries that impact more than one balancing segment use the appropriate intercompany or interfund accounting Indicate whether the segment you are defining is a balancing segment. You can define only one balancing segment for an account. The segment you use as a balancing segment must be an independent segment (it cannot use a dependent value set).

1. Define the Cost Center segment. Cost centers indicate functional areas of your organization, such as Accounting, Facilities, Shipping, and so on. Check the Cost Center checkbox to indicate the segment you are defining is a Cost Center segment.

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2. Define your Accounting Flexfield segment values. Be sure to enter parent, rollup group and level information, and hierarchy details, if appropriate, for your segment values. Be sure you do not assign overlapping ranges of child values to the same parent value. You use rollup groups to create summary accounts. Decide your segment hierarchy before you create parent and child segment values. You cannot change a child value to a parent at a later time and vice versa.

Changing the flexfield definition Changing your flexfield definition once you have used it to acquire data can cause serious inconsistencies with the existing data. In general, once you have setup and begun to use a flexfield, you should never change anything about its structure or its value sets (other than defining, enabling, and disabling values, shorthand aliases, and cross-validation and security rules). You need to make sure not to invalidate your existing flexfield data. Before you make such a change, you should back up all of your existing data, including Oracle Application Object Library data, before attempting any value set changes. Oracle Applications prevents you from inadvertently invalidating your flexfield value set data by preventing you from deleting an existing value set under some conditions. If you define and save a value set, and then, immediately re-query it, you can delete the value set. However, you cannot delete the value set if you have: 1. assigned it to a key or descriptive flexfield segment. 2. assigned one or more values to it (even if it is not assigned to a segment) 3. assigned a security rule to it (through the segment to which your value set is attached). 4. assigned it to a FlexBuilder parameter.

Changing between Independent and Table Value set: You can make these changes as long as you ensure that the new value set contains every single value that the old value set contained. If you are missing any values that had been in the original value set, you will get error messages upon querying up old code combinations whose values are now missing. You can make the following changes: 1. Independent to Table 2. Table to Independent

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Changes you should never make: You should never make these types of changes because you will corrupt your existing flexfield combinations data: 1. Independent to Dependent 2. Dependent to Independent 3. None to Dependent 4. Dependent to Table 5. Table to Dependent

Please remember to back up all of your existing data, including Oracle Application Object Library data, before attempting any value set changes.

References Oracle Application Flexfield Release 11 student Guide (Oracle Education) Oracle Applications Felxfields Guide Version 11

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