Release 12_Using WEB ADI to Upload Oracle Assets

Suzana Ferrari DARC Corporation

Introduction
The presentation will explain detailed solutions on how to use WEB ADI to convert legacy data to Oracle Assets. This paper’s focus is on best practices for preparing assets data for upload, creating documents and defining layouts, data upload and upload reconciliation.

WEB ADI Overview
WEB ADI is web based integration tool used with Microsoft Excel formatted spreadsheet to upload data to Oracle E-Business Suite. All data to be uploaded can be validated against Oracle valid values prior to the upload. WEB ADI has multiple integrators – Fixed Assets, General Ledger, which determines product and functionalities provided. Assets Wizard functionality is provided by the Assets product.

WEB ADI and MS 2007
To use WEB ADI with Microsoft 2007, macro settings need to be enabled, and browser settings need to be modified. Enable macro settings (Metalink Note - 1077728.1): 1) Click the Office Button (top-left button in the window) 2) Click the Microsoft Excel Options button. 3) Click Trust Center in the menu on the left. 4) Click Trust Center Settings in the window on the right. 5) In the new window that opens click Macros in the menu on the left. 6) Under 'Macro Settings' check 'Disable all macros with notification'. 7) Under 'Developer Macro Settings' check 'Trust Access to the VBA project object model'. 8) Click 'OK' 9) Click 'OK'

Browser settings to be modified for Excel interface: 1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. 2) Select the appropriate zone i.e. 'Trusted Sites' -> 'Custom Level' (button) 3) Under the 'Downloads' section, ensure 'File download' is enabled.

ActiveX Controls and plug-ins Settings: - If you are running Web ADI version BNE.D or later, you do not need to perform this step. If you are running a version of Web ADI prior to version BNE.D, you must change your Internet Explorer security settings to allow a spreadsheet to be created on your desktop:

COLLABORATE 11 – OAUG Forum

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Select Define Layout 3. Select Integrator . 'Trusted Sites' -> 'Custom Level' (button) 3) Set 'Allow Status bar updates via script' to 'Enable'.1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. The Integrator you choose in this screen determines the list of fields that can be included in your Layout.e. 2) Select the appropriate zone you are using i.e. Access the Define Layout Page Flow by clicking on the Define Layout link in the Self Service Home Page.Changing Macro Security Settings for Microsoft Excel 2007 . WEB ADI_Defining Layout Pre-Requisite: Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12 . All Layouts are defined under an Integrator.Fixed Assets . 2. Look for in LOV 5. In case document fails during upload . you will be prompted to select an Integrator. 4.Microsoft Internet Explorer Required Settings for Excel Interface Defining Layout: 1. An Integrator indicates the Oracle Applications task you will be performing on the desktop. 2) Select the appropriate zone you are using i.Additions After selecting the Define Layout link. Find Integrator 6. Contact your Oracle Applications System Administrator if you do not see this link after logging into Self Service and selecting a responsibility.in Internet Explorer 7 or 8 enable the 'Allow status bar updates via script' option in the browser as follows: 1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. Click on COLLABORATE 11 – OAUG Forum Page | 2 . 'Trusted Sites' -> 'Custom Level' (button) 3) Set the option 'Initialize and script Active X controls not marked as safe' to 'Prompt' or 'Enable' .

Name the new layout 11. Set the Key to Layout Name_Your Initials. This serves as a standard for Layout Keys. add optional fields. The key is a unique value used internally to reference the Layout. you can create. and also assures what you enter is unique.7. view and delete Layouts for an Integrator. numeric and underscore characters can be used.A screen will appear prompting you for a name and key for the new Layout. All other selections will create Layouts that do not allow upload. There cannot be any spaces in the Layout Key. Layout Name . the key cannot be changed. These “read only” Layouts can be used with Contents to generate documents for reporting purposes. Once you save the Layout. This determines the list of columns you will have to choose from when choosing the fields to include in your Layout. Find the new Layout and Update 13. Select the Layout 14. COLLABORATE 11 – OAUG Forum Page | 3 . Define Fields Use the following screen to determine the placement of fields. Click 12. After you select the existing layout to modify. you will be able to upload values from your desktop to Oracle Applications when using the Layout. and set default values for fields. edit. Select the Layout From this screen. click on 10. 9. You must also select a Column List. Define Layout New Layouts can be created for the selected Integrator by pressing the “Define Layout” button in the main Layout page. If you choose the first value in the Column List LOV. The Layout name is what users will see in the Create Document Page Flow. only uppercase English. 8.

Update to meet your company needs and standards 16.Default is: 15. click on WEB ADI_Creating a Document Pre-Requisite: 1) Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12: a) Changing Macro Security Settings for Microsoft Excel 2007 b) Microsoft Internet Explorer Required Settings for Excel Interface 2) WEB ADI Layout is defined 3) You were instructed which layout to use to create a document COLLABORATE 11 – OAUG Forum Page | 4 . When complete.

They also control the order in which the data fields appear on your worksheet.Creating a Document: 1) Using Fixed Assets Integrator responsibility. your list of values may be limited to set of books associated with your responsibility 3) Select Excel version from LOV 4) Select Layout you defined (or use seeded) Layout templates allow you to select the fields that should be included in the asset worksheet. or delete an existing layout template. copy. COLLABORATE 11 – OAUG Forum Page | 5 . edit. NOTE: when using Security by Book. view. rename. You can create a new layout template. navigate to Additions 2) Select a Corporate Book you want to upload The corporate depreciation book in which you want to create assets.

5) Review 6) Click on 7) Depending on your Internet Explorer setup. you might get a following message: 8) Click for Options and select Download File 9) You will receive Security Warning 10) Excel will open COLLABORATE 11 – OAUG Forum Page | 6 .

11) You will receive following message Note – do not click on Cancel 12) Once document created you will get message 13) Following excel sheet is created 14) Suggestion – save the spreadsheet (as many spreadsheets as you have based on different layouts) on your Finance sheared drive NOTE: Document has to be saved as ‘Excel Macro-Enabled Workbook’ COLLABORATE 11 – OAUG Forum Page | 7 .

Preparing Data for Upload: Legacy Data Clean Up 1) Gather GL Accounts balances per account combination a) Asset costs accounts b) Accumulated depreciation accounts c) Depreciation expense accounts 2) Data reconciliation to GL control accounts a) Reconcile asset cost accounts b) Reconcile accumulated depreciation accounts 3) Once step 2 completed. as follow: i) ii) Assets Category Major iii) Minor iv) As many Flexfields as you have b) After the last column add five columns i) ii) Province/Country-State City iii) As many Flexfields as you have c) Also add columns you plan to upload i) ii) Units Expense Account 7) Map/Assign each asset to corresponding Oracle Assets Category a) Valid Categories Combinations are: i) List valid Categories Combinations b) Assign assets to a valid category listed .add that category as a value for each asset where column ‘Assets Category’ COLLABORATE 11 – OAUG Forum Page | 8 . stop processing any asset transactions in GL a) Purchasing b) Payables c) GL – Depreciation 4) Save existing asset (legacy data to upload) as a spreadsheet 5) Clean up the new saved file: a) Remove assets not to be uploaded b) Remove lines/grids/filters c) Remove formulas – can only upload actual numbers d) Ensure Cost to be Uploaded and Accumulated Depreciation to date still balances to GL 6) Add columns to ‘Upload Data’ excel file that you just created.

You can use spreadsheet LOV to drill down to Oracle for valid values. use columns ‘Province/Country-State’.i) ii) NOTE – copy and paste the values – do not use spaces after Once all categories assigned. and columns ‘Minor’ for second flexifed value. ‘Building’. Some of the values entered need to be exactly the same as defined in Oracle. copy OFFICE to column ‘Major’ and FIX & EQUIP to column ‘Minor’ 8) Map/Assign each asset to corresponding Oracle Assets Location a) Valid Location Combinations are: i) List valid Location Combinations b) Assign assets to a valid locations listed .FURN FIX & EQUIP’. Example: 9) Assign Asset Key to each Asset a) Valid Asset Key Values are: i) List Valid Asset Values 10) To each asset.add that location as a value for each asset where column ‘Location’ i) ii) NOTE – copy and paste the values – do not use spaces after Once all categories assigned. ‘Room’ to assign each flexfield value. Populate data to upload in the WEB ADI spreadsheet. use columns ‘Major’ for the first flexfield value. ‘City’. assign valid # of units 12) Upload Data 13) Reconcile Mass Addition Interface Table uploaded assets to the assets on ADI Template 14) Post the assets from Interface Table to Asset Workbench 15) Reconcile posted assets to ADI Template WEB ADI_Populating Spreadsheet and Uploading Data to Oracle Upload Pre-Requisite: 1) Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12: a) Changing Macro Security Settings for Microsoft Excel 2007 b) Microsoft Internet Explorer Required Settings for Excel Interface 2) WEB ADI Layout is defined 3) WEB ADI Document was created 4) You were instructed which WEB ADI spreadsheet to use The previously saved blank spreadsheet may be used multiple times. Example – Assets Categories: COLLABORATE 11 – OAUG Forum Page | 9 . assign valid depreciation account 11) To each asset. Example: if category is ‘OFFICE.

Ensure all data is populated: 1) Use Upload from Oracle Excel Menu to upload data (Use Add-Ins Button on the spreadsheet) In Oracle Menu. use Upload Option 2) Select valid upload parameters 3) Document is uploaded to server COLLABORATE 11 – OAUG Forum Page | 10 .

Do not Post to GL 16) JE Analysis 17) Reconcile JE to data uploaded 18) Run TB 19) Adjust JE 20) Run Depreciation a) Note – known bug JE cannot be transferred to GL if depreciation is run prior to month end (12. example Land) 8) Reconcile upload files to legacy data / TB balances 9) Create WEB ADI Document for layout 10) Unprotect sheet (s).5) Note – if you do not have Create Assets flag on during upload.4 and/or 12.0. Create Mass Addition process in Oracle Assets needs to be run COLLABORATE 11 – OAUG Forum Page | 11 .4) You will receive confirmation once upload completed 5) If there are issues.Asset Additions Report 13) Reconcile total upload amounts with data provided 14) Reconcile by Category 15) Run: Create Accounting – Assets. list of issues will be listed and they need to be corrected in excel Upload Summary and Reconciliation 6) Bring Oracle Assets to Desired Period 7) Define WEB ADI Layouts – these depends on upload solution a) If uploading assets and depreciation b) If uploading assets only and let the system bring the depreciation to date c) If uploading assets that have no depreciation (NULL Depn. insert rows and upload assets data 11) Upload Assets Data to Oracle 12) Run Report .0.

Oracle Assets uses Fixed Assets Integrator to automatically uploads data into Oracle Assets.Conclusion WEB ADI is spreadsheet based application that can be used by functional users to upload data to Oracle E Business Suite applications. COLLABORATE 11 – OAUG Forum Page | 12 .

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