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Oracle Applications Implementation
MONTH END CLOSE PROCEDURES
Oracle Release 11i
Author: Creation Date: Last Updated: Version:
Michelle Lane and Alex Leatherwood Jan 2006 Jan 2006 DRAFT 1A
Introduction.................................................................................................................................4 General Preparation for Period Close........................................................................................5 Administrative Procedures for Period Close..............................................................................6 Accounting Procedures Prior to Closing Oracle Applications™ ..............................................7 The Close Schedule....................................................................................................................8 Chapter 1: Oracle Projects Period Check List – Detailed Instructions..................................10 Procedures..........................................................................................................................10 Chapter 2: Oracle Purchasing Period Check List – Detailed Instructions.............................18 Business Requirements......................................................................................................18 Closing...............................................................................................................................18 Chapter 3: Oracle Payables Period Check List – Detailed Instructions.................................23 Business Requirements......................................................................................................23 Closing Process..................................................................................................................23 Chapter 4: Oracle Assets Period Check List – Detailed Instructions.....................................28 Business Requirements......................................................................................................28 Procedures..........................................................................................................................28 Chapter 5: Oracle Receivables Period Check List – Detailed Instructions...........................33 Business Requirements......................................................................................................33 Why don’t my AR and GL numbers match?....................................................................33 Closing Process..................................................................................................................33 Chapter 6: Oracle Cash Management Period Check List – Detailed Instructions.................44 Business Requirements......................................................................................................44 Procedures..........................................................................................................................44 Chapter 7: Reconciling Accounts Receivable Cash to GL....................................................48 Chapter 8: Reconciling Accounts Payables Cash to GL........................................................50 Chapter 9: Oracle General Ledger Period Check List – Detailed Instructions......................51 Closing Process..................................................................................................................51 Chapter 10: Year End Closing.................................................................................................54 Chapter 11: How to export from Oracle to Excel ?.................................................................56 Chapter 12: How to transfer files from and to Oracle Financials...........................................58
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File Ref: 43234607.doc
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It is necessary to allocate the highest system availability at month end close to allow for an efficient and timely close. at closing time some performance issues need particular attention.doc (v. DRAFT 1A ) 4 .Introduction This document provides detail instructions for period-end close. It is a living document. The close process heavily depends on processes and reports running in parallel with daily operations. File Ref: 43234607. From a systems viewpoint. and this sharing of processor time creates delays in the generation of key information. subject to revision as subsequent closing experiences provide greater insight into the peculiarities of operations remaining inestimable at present. Ideally the accounting processes take place when there are no other demands on the system by scheduling jobs to run overnight.
doc (v. The accounting manager will assume oversight responsibility for compliance. but the primary responsibility rests with supervisors and managers of the various areas. adjustments to comply with audit requirements File Ref: 43234607.General Preparation for Period Close Some general procedures for period close preparation are listed below. Key reporting requirements may be changed by the controller as the need arises. DRAFT 1A ) 5 . • • • • • • Process all standard transaction types in Subledger Process all exception types in Subledger Identify key reporting requirements Identify data to be reconciled Define distribution list for close results and reports Log all exceptions.
The order in which these subledgers should be closed is listed in the table below. No dependencies on other subledgers. timeshare ware. Has direct effect on Oracle General Ledger and Assets Creates depreciation. There are numerous Oracle Applications™ references to the close process in the respective applications reference manuals that can provide guidance on the close process. Leaving this open late in the cycle allows as much revenue as possible to be booked in the current month.Administrative Procedures for Period Close Close all application subledgers before closing the general ledger. Oracle Assets and Oracle Purchasing. etc. Check Reconciliation and Misc Journals For example. payroll. Oracle Purchasing also can create a liability for uninvoiced receipts. and child care revenue. between Oracle Projects. DRAFT 1A ) 6 . addition.doc (v. This includes all manufacturing and financial modules. File Ref: 43234607. retirement and transfer entries For rent. these should be consulted as needed by Orange Lake managers for further clarification. Accounts Payables and Assets Oracle Purchasing passes receiving transactions to Oracle General Ledger. Oracle Payables. This is closed last. 3 4 5 Oracle Payables Oracle Assets Oracle Receivables 6 7 8 Cash Management Non-Oracle interfaces Oracle General Ledger It is possible to change this order somewhat as long as special known provisions are satisfied. Close Order 1 2 Application Oracle Projects Oracle Purchasing Comments Has direct effect on Oracle General Ledger. chargebacks for tenant supplies.
5. Perform any exceptions and reconciliation activities. Balance transactions: Debits and Credits. File Ref: 43234607. Run all integration reports. Complete posting from Subledgers to the General Ledger. Complete all transactions in progress. 2. Do not let users enter additional transactions beyond cutoff dates.Accounting Procedures Prior to Closing Oracle Applications™ The general steps accounting department employees should take are listed below: 1. 6. 4.doc (v. DRAFT 1A ) 7 . 3.
reconciliation is fairly straight forward. On-Account Cash and Accounts Receivables accounts once and for all and do not change them. File Ref: 43234607. 3. it is advised to close the period just before golive period. After that point. close August. not your cash or Accounts Receivable accounts. 5. Processes in Oracle Receivable. This allows : to detect some journals or transactions which have been entered in August. and which should really be in September instead. and Unidentified accounts should use a specific account. If you minimize the time it takes to close. 1. In these processes. For all modules I recommend that you have only one open period at a time. 7. do not allow you to access these values which means you cannot override them. there are known problems with items being posted with one side of the entry in one period and the other side in the next period. 9.The Close Schedule This gives a few hints & tips for period close procedures in PA. Please. since it contains very few entries (only mistakes actually). On-Account. This is due to the General Ledger date defaulting to the current date and if that date is within an open period it will use that date. 2. I find it to be just too risky to have more than one period open. Also. Tip for AR : Your Unapplied. For your first closing : Before closing the first go-live period. you may need to modify some of your setups and/or retrain some of your users so this does not happen again. DRAFT 1A ) 8 . If they are not stable. this should not be an issue. PO. Notify users when the system is available again. before closing September. Tip for AR : Set up your Unapplied Cash. Those lines will not be regarding as ‘liability’ and will not be taken into account in the balance of your supplier. GL. Establish clear cut deadlines for when data will and will not be accepted for inclusion in the period. AP and AR. read very carefully this as it contains some very important hints and tips which will help you perform your closing more easily. 4. On-Account and Unidentified accounts are all the same account. by mistake. Tip for AP : Do not enter prepayment by debiting the prepayment account in the distribution lines of the invoice. Notify all users when the system is not available during the closing to prevent new transactions from being entered on the period in the process of being closed. Whenever possible. Often the Unapplied. such as applying receipts and creating adjustments. Example : if go-live month is September. You could have activity going into one period when you meant for it to go into another period. If you find inappropriate usage of accounts. Unidentified Cash. which is fine. 8. 6. since all modules and all countries are closing at about the same time. take advantage of overnight processing to avoid running into processing bottlenecks. reconciling can be much more cumbersome and you may see these old accounts for what seems like forever. no matter how long ago that was. Oracle Receivables derives the accounts based on the accounts that were used when the remittance bank was originally created. FA. If these accounts are stable.doc (v. in addition to data conversion entries. to do your first closing on an ‘easy’ period. everything goes into the next period.
doc (v. File Ref: 43234607.Suggestion: You can use the Export function to Excel (see 9). DRAFT 1A ) 9 .
This status prevents transaction entry. This will enable you to more easily align Projects with General ledger for reconciliation purposes. and allows users to correct unprocessed items prior to completing the period close. If the two sets of periods overlap.No further processing is possible. Change the Current Oracle Projects Period Status from Open to Pending Close This is an interim status. but can be re-opened if required. .Period is available for data entry . . which allows you to interface transactions in the period but does not allow transaction entry. Changing the status of the current period to closed 2. Usually used where modules are maintained in different periods. while allowing minimum interruption of transaction processing. Most subledgers have a periodic cycle that parallels the General ledger fiscal cycle. Suggestion: If you have different periods in Projects. and transactions are likely to be posted across modules. To activate all the processes and controls necessary to produce reports that accurately reflect the period activity. However.the period is open to accept transactions from other modules. File Ref: 43234607. Open Closed Permanently Closed . transactions are summarized into periodic cycles for reporting and reconciliation. DRAFT 1A ) 10 . and other modules. Pending Close . such as a 5-4-4 period split. such as Projects.the period has never been used.doc (v. Project Periods and General Ledger Periods In Oracle subledgers.Period is closed for processing. Another option is to split PA periods that would otherwise overlap your General ledger periods. you may like to consider using one of the alternate General ledger period conventions. then you may need to put in place special procedures for the reconciliation of Projects to the General ledger.Chapter 1: Oracle Projects Period Check List – Detailed Instructions Period end procedures for Oracle Projects has two main functions: 1. Procedures 1. If this is done you will need processes in place to ensure that transactions split over such periods are processed into the correct PA partial period Period Statuses Oracle Projects has available the standard period statuses as for other modules: Never Opened Future Enterable . projects may be based on a different periodic cycle to that of the General ledger. Project periods may be based on a different period of time such as a week.
This process needs to be actioned for each Operating Unit defined. 2. Open the Next Oracle Projects Period It is recommended that you open the next period to minimize interruption to users.Standard costing burden schedule maintenance • Other Maintenance .Project/Task % complete .Organization overrides .Retroactive changes in employee assignments .Revenue budget changes .Burden Schedules and burden schedule overrides . or use function and responsibility restrictions to prevent access to these areas during the period close procedure. This process needs to be actioned for each Operating Unit defined.Project Classifications (if used for auto-accounting) • Project Maintenance (revenue/billing based options) . 3.Bill rate schedules and bill rate overrides . DRAFT 1A ) 11 .Employee assignments . who may require the ability to enter transactions in the new period during the current period close procedure.Changes in the task Ready to Accrue checkbox • Implementation Maintenance .Project labor multiplier changes .Labor cost rates .Billing burden schedules and burden schedule overrides . Complete all Maintenance Activities As there are a number of maintenance activities that can affect the period close procedure. you should ensure that all the following maintenance activities have been completed: • Project Maintenance .doc (v.Changes in AutoAccounting Rules or Lookup Sets Suggestion: You may need to implement workflow procedures. 4. Run Maintenance Processes It is recommend that the following maintenance processes be run in preparation for the period end: a) Run Burden Schedule maintenance to assure that all burden schedules have been compiled Run PRC: Compile All Burden Schedule Revisions File Ref: 43234607.Funding changes .Retroactive changes in labor cost rates .
not during. Complete All Transaction for the Period Being Closed Enter and Approval all Timesheets for the PA Period Import all timesheets entered via Time and Labor. Run PRC: Transaction Import.b) Run organization maintenance to ensure all organizations have been added to all affected compiled burden schedules Run PRC: Add New Organization Compiled Burden Multipliers c) If changes or additions were made to pre-existing resource lists.doc (v. DRAFT 1A ) 12 . These expense reports may have been entered via iExpenses or Expense Reports in Oracle Payables. import all eligible expense reports from Oracle Payables to create pre-approved expense report batches. Run PRC: Interface Expense Reports from Payables Project Related Inventory Transactions (skip) Note: the following processes must be completed within Oracle Inventory prior to importing project related inventory transactions: • Run the Cost Collector • Project Cost Transfer File Ref: 43234607. verify that all timecards are entered or accounted for. update the project summary amounts before. Transaction Source = OracleTime Labor. the period close Run PRC: Update Project Summary Amounts After Resource List Change 5. Run PRC: Interface Supplier Invoices from Payables Interface Expense Reports from Oracle Payables Before generating project revenue or running final cost distribution processes. Run the AUD: Missing Timecards Report Interface Supplier Invoices from Oracle Payables Before generating project revenue or running final cost distribution processes. ensure that all new supplier invoice processing for the current GL period has stopped. Verify that all preapproved timesheet batches in the current PA period have been released and approved. import all eligible supplier invoices from Oracle Payables Warning: If your PA period matches a GL/AP month end. If Oracle Projects is the direct data source for payroll or for reconciling labor costs to payroll. Attention: One rejected expenditure item will cause an entire expenditure to be rejected.
PRC: Interface Labor Costs to GL . Access to these activities should be controlled.PRC: Interface Expense Reports to Payables Warning: Make sure that Oracle Payables has not closed its period until all Oracle projects expenditures have been interfaced to Oracle Payables • Interface CIP Assets to Oracle Assets File Ref: 43234607. 6. DRAFT 1A ) 13 . after verifying that all transactions for the period have been accounted for. these labor costs await further processing by Oracle General Ledgers Journal Import process. Run the Final Cost Distribution Processes Run all cost distribution processes to cost all enabled expenditures that have an expenditure item earlier than or equal to the current reporting PA period end date.PRC: Interface Usage and Miscellaneous Costs to GL .PRC: Interface Total Burdened Costs to GL Once interfaced. Interface Transactions to Other Applications (skip) You must successfully interface all labor and usage costs to Oracle General ledger and Oracle Payables before you can change the status of the current PA period to Closed • Interface costs to General Ledger .PRC: Interface Invoice Adjustment Costs to Payables . • Interface costs to Payables . The following transaction sources are pre-defined. • PRC: Distribute Labor Costs • PRC: Distribute Usage & Miscellaneous Costs • PRC: Distribute Expense Report Costs • PRC: Distribute Supplier Invoice Adjustment Costs • PRC: Total Burdened Cost ( If using Project Burdening) • PRC: Create and Distribute Burdened Transactions 7.Run PRC: Transaction Import. Source Inventory Inventory Misc Work In Process Description Manufacturing Material Costs Inventory Issues and Receipts entered in the Miscellaneous Transactions window in Oracle Inventory Manufacturing Resource Costs Attention: Entering new expenditures or adjusting existing expenditures during the final cost distribution process may cause reconciliation problems.doc (v.
Run Final Project Costing and Revenue Management Reports (as needed) Run all of the following project costing management reports: • MGT: Revenue.Revenue. Cost. Generate Invoices (skip) Run PRC: Generate Invoices to generate Draft Invoices ready for Interfacing to Oracle Receivables. Generate Draft Revenue for All Projects (skip) After all the cost distributions processes have completed successfully and all supplier invoices have been imported from Oracle Payables. Cost.doc (v. by running the PRC: Generate Assets Lines for a range of projects process. This process ensures processes and reports are run and completed in the correct order. Run PRC: Generate Draft Revenue for a Range of Projects for all projects.PRC: Interface Assets This process requires that prior to interfacing. the order of some of the above steps may be changed. all asset lines have been generated. If you use the Streamline process. and/or resolved prior to continuing with the period end Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for the processes do not overlap 9. 8. Budgets by Work Breakdown Structure File Ref: 43234607. or completed more succinctly.. Cost Budgets by Resources (Project Level) • MGT: Task . This process: •Creates intercompany invoices from cross–charged transactions previously identified by intercompany billing to be processed for cross charging •Deletes unreleased intercompany invoices •Creates intercompany credit memos and invoice cancellations. Budgets by Resources • MGT: Revenue. Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for the processes do not overlap 10. DRAFT 1A ) 14 . Attention: You can interface asset lines to Oracle Assets only after you have interfaced the underlying expenditure items to General Ledger Note: Ensure that all interface transaction reports and exception reports are completed successfully. Run PRC: Generate Intercompany Invoices for a Range of Projects for all projects. run the mass project revenue generation process.
DRAFT 1A ) 15 . Run Period Close Exception and Tieback Reports (as needed) Run the period close exception reports to identify transactions that have not been fully processed. Transfer Invoices to Oracle Receivables (skip) Run PRC: Interface Invoices to Receivables Run PRC: Interface Intercompany Invoices to Receivables Warning: Make sure that Oracle Receivables has not closed its period until all Oracle projects invoices have been interfaced to Oracle Receivables 12.• MGT: Employee Activity Report • MGT: Invoice Review • MGT: Unbilled Receivables Aging • MGT: Agreement Status by Customer 11. Interface Revenue to General ledger (Project Billing Only) The final step before permanently closing the current PA period is to interface revenue to the General Ledger • Run PRC: Interface Revenue to GL 13.doc (v. and that would prevent you from closing the PA period. • AUD: GL Cost Interface Audit • AUD: GL Revenue Interface Audit • AUD: Cross Charge GL Audit • AUD: Missing Timecards • EXC: Transaction Exception Details • EXC: Transaction Exception Summary • PRC: Tieback Expense Reports from Payables • PRC: Tieback Invoices from Receivables • PRC: Tieback Labor Costs from General Ledger • PRC: Tieback Revenue from General Ledger • PRC: Tieback Total Burdened Costs from General Ledger • PRC: Tieback Usage Costs from General Ledger File Ref: 43234607.
• PRC: Tieback Cross Charge Distributions from GL Review these reports and make all the indicated corrections. 14. 17. 16. Restore Access to User Maintenance Activities After the project summary amounts have been updated for the closed. Change the Current Oracle Projects Period Status from Pending Close to Closed When changing the status to Closed. After the corrections are made. Attention: The update process cannot run concurrently with the interface processes Warning: Do not run PRC: Update Project Summary Amounts After Resource List Change during the closing or post-closing processes. If you use the Streamline process. 15. or completed more succinctly. Close the Oracle Projects Period (Optional) When you are satisfied with the closing of the PA period and will not need to reopen the period. the order of some of the above steps may be changed. Only one period can be designated as the current reporting period for Project Status Inquiry.doc (v. The current reporting period does not have to be an open period. current reporting period. the change of status is not allowed. Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. change the status of the PA period to Closed File Ref: 43234607. 18. the system checks to see if any unprocessed items exist in the period. advance the PA Reporting Period. If unprocessed items exist. This process ensures processes and reports are run and completed in the correct order. run the reports again until there are no exceptions. DRAFT 1A ) 16 . This process needs to be actioned for each Operating Unit defined. Update Project Summary Amounts To enable users to view the latest data in the Project Status Inquiry Window. Advance the PA Reporting Period (Optional) When you are ready to view the updated summary amounts for the next PA period in the Project Summary Inquiry window. you must run a final project summary update for the current reporting (pending close) PA period. Re-run the Period close exception reports to identify the items. restore access to user maintenance activities.
19. Reconcile Cost Distribution Lines with General Ledger (Optional) The following Project Subledger Audit Reports print cost distribution lines related to projects. These reports enable you to drill down from a GL account balance in the trial balance to the individual project–related transactions. Run AUD: Project Subledger Summary Run AUD: Project Subledger Detail by Project Run AUD: Project Subledger Detail by Expenditure Type
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Chapter 2: Oracle Purchasing Period Check List – Detailed Instructions
In order to accurately reflect the proper accrual entries in the General Ledger receipts should be entered on a current basis in the Oracle Purchasing module. For the Oracle Projects and Purchasing modules to accurately reflect commitments Purchase Orders and Requisitions should be approved, canceled and updated in a timely fashion.
The following steps are taken in performing period-end processing for Oracle Purchasing. 1. Optionally Review the Current and Future Commitments Refer to Purchase Order Commitment by Period Report This report enables review of the monetary value of your purchased commitments for the next six periods. 2. Optionally Review the Outstanding and Overdue Purchase Orders Refer to Purchase Order Detail Report, Open Purchase Orders (by Buyer) Report, Open Purchase Orders (by Cost Center) Report These reports can be used to review all, specific standard, or planned purchase orders. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored. 3. Follow Up Receipts - Check With Vendors From the details obtained from the Purchase Order Detail Report regarding unreceipted purchase orders, the appropriate department can then follow up with the vendors as to the status of the ordered items. If the goods have been received, but not entered into Oracle Purchasing as received, the Purchasing Department will have to perform the necessary data entry.
Where you have selected to accrue receipts at period end, make sure that all receipts have been entered for a specific period before creating receipt accruals for that period.
It is not necessary to enter all the receipts for a period prior to closing that period. Simply backdate the receipt date when entering receipts for a closed period. Warning: Where you have Oracle Inventory installed, it is not possible to process a receipt to a closed Purchasing period. Refer Chapter 4 Step 8, Oracle Inventory period end close procedures for additional details.
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4. Identify and Review Uninvoiced Receipts - Optional By running the Uninvoiced Receipts Report, all or specific uninvoiced receipts that can be accrued, can be reviewed. These are items that have been received that the vendor has not invoiced you for yet. Receipt accruals can be reviewed by account and by item. This report indicates exactly what has to be accrued, and for what amount, and helps in the preparation of accrual entries. Note: If using the accrue on receipt option all items on this report will have been accrued. 5. Follow Up Invoices For any items identified to have been received but not invoiced, the appropriate department can then follow up the details from the Uninvoiced Receipts Report with the vendor. Entering of invoices, matching of unmatched invoices, and resolution of any invoice holds, where possible, should be carried out at this point in the period-end process. 6. Complete the Oracle Payables Period-End Process - Steps 1 to 6 Close the accounts payable period (in Oracle Payables) corresponding to the purchasing period for your receipt accrual entries. By performing the Oracle Payables Period-End procedures, this effectively prevents any invoices or payments being entered into Oracle Payables for the closed period. 7. Run the Receipt Accruals - Period End Process This process is run to accrue receipts, as no journal entries are created when receipt transactions are entered. This process is used to create period-end accruals for uninvoiced receipts for Expense distributions for a specific purchasing period. Each time the process is run, Oracle Purchasing creates an unposted journal entries batch in the general ledger for the receipt accruals. Journal entries are created for the amount of the receipt liabilities, debiting the charge account and crediting the Receipt Accrual liability account. If encumbrance or budgetary control is being used, another journal entries batch is created, corresponding to the encumbrance reversal entries for the uninvoiced receipts that were accrued. The accrual journal entries are then manually reversed out at the start of the new accounting period. Oracle Purchasing creates accrual entries only up to the quantity the vendor did not invoice for partially invoiced receipts. Attention: This step is only required if you have selected to Accrue receipts at period end, as part of your Financials Options. Where you accrue on receipt, a reversal is not required.
• If encumbrance or budgetary control is being used, Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry. • Identify the purchasing period for the receipt accrual entries. Oracle Purchasing creates receipt accruals for all receipts entered up to the end of the nominated period. • Run the Accrual Reconciliation Report before running the Receipt Accruals - Period End Process. The Accrual Reconciliation Report is used to analyze uninvoiced receipts and to reconcile the balance of the Accounts Payable accrual accounts. In release 10 of Oracle Purchasing, both expense and inventory purchases can be accrued as they are received. When this happens, an Accounts Payable liability is temporarily recorded to the Expense or Inventory Accounts Payable accrual accounts. When the invoice is matched and approved by Oracle Payables, the Accounts Payable accrual accounts are cleared, and the liability is recorded from the vendor site. There are two versions of this report, detailed as follows: (i) The Accrual Reconciliation Rebuild Report
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If expense purchases are accrued on receipt. all transactions are automatically transferred to the general ledger interface. This accounting information then is retained in a temporary table. the Receiving Value by Destination Account Report must be run to break out the receiving/inspection value by asset and expense. If you also receive inventory. Typically. (ii) The Accrual Reconciliation Report This report uses the accrual information residing in the temporary tables that was selected the most recent time the Accrual Reconciliation Rebuild Report was run. journal entries must be created for the invoices. The report will also detail any miscellaneous transactions erroneously posted to the accrual accounts. and inventory receipts are not performed. After writing off these entries. this report enables reconciliation with the accounts payable accrual account. a GL transfer of period close must first be performed for the transactions to appear on this report. whereas the rebuild report is used to select and report on current accrual information at period end. These reports can be used to identify any discrepancies between PO receipts and accounts payable invoices. Accrual Reconciliation Report (Oracle Purchasing Reference Manual) Prerequisites: 1. This report is typically run throughout the accounting period. this report is run at period end.doc (v. and Oracle Work In Progress. more entries must be reconciled in the Accounts Payable accrual accounts. If expense purchases are accrued on receipt. as the information is not required as the receipt occurs. File Ref: 43234607.This version of the report selects the accounting entries from the appropriate sub-ledgers. the Accrual Write-Off form can be used to indicate which entries are to be removed and written off from this report. For Oracle Inventory. After researching the reported accrual balances. no information will be available to report. Attention : Most commercial installations accrue expense receipts at period end. appear on Attention: For Oracle Purchasing. the Accrual Write-Off Report can be used as supporting detail for your manual journal entry in the General Ledger module. The Accrual Reconciliation Report can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the accounts payable accrual accounts. If expense purchases are accrued at period end. and accrue your receipts step by step.Period End Process as many times as required.. providing interim reports. The Accrual Reconciliation Report requires the transactions to be transferred to the general ledger interface to ensure the report balances to the general ledger. where it resides until this information is rebuilt again. Attention: The Accrual Reconciliation Report requires transactions to the report to be down-loaded into the Oracle General Ledger interface tables. For Oracle Payables. Run the Receipt Accruals . DRAFT 1A ) 20 . Use the search criteria to determine what you want to accrue. 2.
Vendors Report This report is used for review of detail vendor information. 12. Vendors Quality and Performance Analysis 1. 11. Complete the Oracle Payables Period Close Steps 8 to 10 – if Accrue at Period End Re-run the Accounts Payable Trial Balance Report. where you have selected to accrue receipts at period end). 2. 9. Vendors Audit Report This report is used to generate a list of vendors that may exist in Oracle Purchasing more than once. The VendorMerge process can be used to merge duplicate vendors and/or vendor sites. Vendor Quality Performance Analysis Report This report enables review of vendors’ quality performance. Close the Oracle Purchasing Period Close the Purchasing Period in the Control Purchasing Periods form. late shipments.. Oracle Purchasing automatically un-marks all the receipts previously accrued to ensure that these receipts can be accrued again if they are still not invoiced in the next accounting period(where you have selected to accrue receipts at period end). 4. Run MRC Processes – if Accrue at Period End (skip) Run the MRC process to accrue at period end. for percent accepted. and optionally run the Key Indicators Report.. and shipment deliveries to incorrect locations. 13. 10. Open the Next Oracle Purchasing Period Open the next purchasing period in the Oracle Purchasing Control Purchasing Periods form. DRAFT 1A ) 21 . File Ref: 43234607. and returned. The report includes details such as early shipments. • Reverse all receipt accrual and encumbrance reversal batches for the period-end accruals (in Oracle General Ledger).doc (v. Optionally Run the Following Reports a. and to check for duplicate vendors. Vendors are listed in alphabetical order.. rejected shipments. This report is useful to identify vendors with quality performance issues. rejected.8. The report lists all sites of each possible duplicate vendor. Vendor Service Performance Analysis Report This report enables review of the days early and days late for goods received from vendors. • Perform all the steps required to close the accounting period and generate period-end reports and financial statements in Oracle General Ledger. 3. otherwise transactions occur immediately throughout the month when the purchasing costing manager is run. Close the Accounting Period in the General Ledger – if using the Accrue at Period End feature.
Savings Analysis Report (by Category) This report enables review of buyer performance by item category. Blanket and Planned PO Status Report Review purchase order transactions for items bought using blanket purchase agreements and planned purchase orders. or list price to the actual price. 2. Use the report to compare the market. Use the report for comparison or actual purchase percentages compared with your autosource percentages. Analyze Customer Orders and Requisitions 1. quote. quote. b. The report details the items that are assigned autosource rules. c. RFQ and Purchase Order Statuses Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing (See step 2 above). Requisition Activity Register This report facilitates review of requisition activity and monitoring of the monetary value of day-to-day requisitions. d. or list price to the actual price. Savings Analysis Reports 1.doc (v. File Ref: 43234607.5. Savings Analysis Report (by Buyer) This report facilitates review of buyer performance by purchase order. 1. DRAFT 1A ) 22 . Review Quotation. Use the report to compare the market. Vendor Volume Analysis Report This report is used to review the dollar value of items purchased from a vendor.
you should check that there are no unapproved invoices in AP in the period you are closing. DRAFT 1A ) 23 . Run the Payables Approval process : this process checks the PO matching. The decision of transferring in detail or in summary belongs to each country. either in detail or in summary. Approve all invoices Purpose of procedure : All non approved invoices will not be transferred to GL. exchange rate and distribution information for invoices and either applies or releases invoice holds. have a direct impact on the auditability of accounting data. and which have not been. Run the Prepayment Status Report and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which are not approved.doc (v. Closing Process 1. reconciliation of the balances and transactions of Sub-ledger accounting with those of general accounting. This process automatically produces a report called Auto Approval Report which displays the name and number of holds placed or released. tax. You can : A – Either submit the program of automatic approval for all invoices and manually release the remaining holds which could not be released automatically. Check unapplied prepayments Check if there are any unapplied prepayments which should have been applied to invoices. in some cases. by mistake. Include Invoices : ‘No’ Include Credit/Debit memos : ‘No’ Prepayments Type: ‘Temporary’ Show Prepayments Distributions : ‘No’ 2. Attention : The option chosen for the transfer of Sub-ledger journals to General Ledger. it is highly recommended to transfer in summary. according to their specific tax and internal reporting requirements. STEPS : Run the Invoice Register and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which are not approved. may. Therefore. period status. for a given period. Whenever it is possible. File Ref: 43234607.Chapter 3: Oracle Payables Period Check List – Detailed Instructions Business Requirements The aim of Sub-ledger closing is to enable.
STEPS FOR PAYMENTS : Check that all payment batches have been created on the correct accounting period. Attention : once you have released all holds do not forget to check that all invoices are approved. STEPS FOR INVOICES : Run the Invoice on Hold Report to identify invoices for which Oracle Payables cannot create journal entries because there is a posting hold. 4. Attention : it is not possible to close a period in AP which contains not confirmed payment batches. distribution variance. You can also submit the Invoice on Hold Report before every payment batch to help identify invoices you want to release from hold. Run the Invoice on Hold Report to identify the remaining holds by supplier and invoice. (Optional) Run the Payment Distribution Report to review detailed payment distribution accounting information. The report is sorted by Bank Account. Review all transactions & payments to be transferred to GL Purpose of procedure : review accounting entries before transferring the data to GL. for instance by submitting the Invoice Register for unapproved invoices again. Transfer all transactions & payments to GL The transfer from Oracle Receivables to General Ledger creates unposted Journals in General Ledger (see step 11). release holds and approve all invoices manually and individually. (Optional) Run the Payables Account Analysis Report to review detail invoice distribution accounting information.doc (v. The report is sorted by Bank Account. Run the Invoice on Hold Report to identify the remaining holds by supplier and invoice. DRAFT 1A ) 24 . B – Or submit a report which prints all unapproved invoices. . Attention : once you have released all holds do not forget to check that all invoices are approved. Navigate to the ‘Payment Batch’ screen in order to confirm or cancel payment batches which are not confirmed. Note that the transfer will create a separate journal for the following categories : • Purchase Invoices • Payments File Ref: 43234607... for instance by submitting the Invoice Register for unapproved invoices again. STEPS : Run the Invoice Register and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which need to be approved. Run the Payment Register to review payments made in the period. 3.
B . The Unposted Invoice Sweep button allows to move all unposted invoices and payments from one accounting period to another accounting period. When you submit this report you can : A . Select the audit parameters. Oracle generates the Actual Invoice Sweep Report. and the name of the period you want to move to. DRAFT 1A ) 25 .either chose not to transfer the unposted invoices and payments but only to review them before actually transferring them. you need to post the GL batches created by the Transfer to GL program. To do this you must select the review button. to the first day of the accounting period you want to move to. This report is also automatically printed after you transfer accounting information to your general ledger. Oracle Payables then changes the GL Date of all unposted invoices and payments in the period you want to move from. 8. 7. 6. Review the result of the transfer from AP to GL Oracle Payables automatically prints the Payables Transfer to General Ledger Report after you transfer accounting information to your general ledger. When you select this button in the open/close window. 5. you enter the name of the period you want to move invoices and payments from. Post GL batches – To Be Completed By IT or FIN To update GL balances with Payables entries.Or chose to transfer all unposted invoices and payments from one accounting period to another. such as an invalid account or a missing exchange rate. (Optional) Run the Unposted Invoice Sweep Oracle Payables prevents you from closing a period which contains unposted invoices or payments. To do this you must select the review button. This is done in General Ledger using the Post Journals functionality. Use the Accounts Payable Journal Entry Exception Report to identify all exceptions. You must post these journal entries in GL (task 5). that occurred during the transfer from AP to GL. Run the Create Mass Additions The Create Mass Additions is a request set which must be run for the period. File Ref: 43234607. Oracle generates the Preliminary Invoice Sweep Report.doc (v. Attention : this program does not update the balances in Oracle General Ledger. set the report parameter ‘Submit Journal Import’ to ‘Yes’ and the report parameter ‘Create Summary Journal’ to ‘No’.• Prepayment Applications Transfer invoices and payments to GL using the Payables Transfer to General Ledger Program. The report shows the total number and amount of journal entries for each batch so that you can easily verify the results after you post.
Oracle Payable sorts and subtotals the listing by bank and 0bank account.doc (v. File Ref: 43234607. 10. (Optional) Run the Posted Invoice Register to verify that the total invoice amount equals the total invoice distribution amount. You can use this report to verify that the total account payable liabilities in Oracle Payables equal those in your General Ledger. total cash plus discounts taken from the Posted Payment Register This amount should equal the balance for the current period’s Accounts Payable Trial Balance.9. DRAFT 1A ) 26 . You can also use the Accounts Payable Trial Balance to the Accounts Payable liability in your general ledger. Steps for payments : (Optional) Run the Posted Payment Register to review posted payments in a given period. You must confirm your payment batches to update Oracle Payables payment history before you can close a period. Attention : it is not possible to close a period in AP which contains not confirmed payment batches. Reconcile Accounts Payable Activity with GL journals To reconcile your Accounts Payable Trial Balance for a given period : • add the current period’s posted invoices total invoice amount from Posted Invoice Register • subtract the current period’s posted payments from the prior period’s Accounts Payable Trial Balance. (Optional) Run the Accounts Payable Trial Balance to list all unpaid and partially paid invoices by supplier. STEPS FOR INVOICES : (Optional) Run the Posted Invoice Register to verify that the total invoice amount equals the total invoice distribution amount. This prevents you from creating payments in a period which you have already closed. Attention : The Accounts Payable Trial Balance only takes into account data which has been transferred to GL. You can close a period in Oracle Payables independently of Oracle Receivables and Oracle General Ledger. Close AP accounting period After reconciling the accounts payable activity for the period close the period in Oracle Payables.
Attention : When you close a period. If you have any. Oracle Payables checks if you have any unposted invoices or payments in that period. 12. DRAFT 1A ) 27 . Enter Accruals for invoices not yet received This is done manually in GL for countries who do not use PO. Note that it is not recommended to have more than one Oracle Payables period open at one time. Oracle Payables prevents you from closing the period. 11. File Ref: 43234607.doc (v. Open the next AP accounting period Open the next accounting period in AP. Oracle Payables prevents you from opening a period if it is an adjusting period.
doc (v. DRAFT 1A ) 28 . Procedures The following steps are taken in performing period-end processing for Oracle Fixed Assets. File Ref: 43234607. run the Process PRC: Interface Assets to Oracle Assets (See Chapter 3. you may consider adding these assets as CIP Asset types. 1. Post the mass additions. and perform the relevant transfers. Completing all transactions for Oracle Assets: (i) Complete MassAdditions and Manual Additions. In Oracle Projects. Business Requirements In Oracle Fixed Assets. and other details required. dates placed in service. at period end. it cannot be re-opened. depreciation must be run for each set of depreciation books set up for the organization. Check that no one is entering transactions. It is highly recommended that the Oracle Projects and Oracle Payables systems be closed prior to completing all transactions for Oracle Assets. When all details for these assets are available you can convert the CIP assets. Oracle Assets has only a single open depreciation period in each depreciation book. If Company interfaces transactions from both Projects and Payables it must ensure that transactions from both systems have been interfaced to the mass additions table. Below. (ii) Complete Adjustments (iii) Complete Retirements (iv) Complete Transfers (v) Complete Reinstatements Warning: Oracle Assets will not allow you to close a period whilst Mass Addition transactions are incomplete. Prior to completing Procedure 1. Oracle Assets prevents transaction data entry while the Depreciation Run is running. Oracle Projects Period End Processing). Once a depreciation period in Oracle Assets has been closed. If you are unable to collect all relevant information pertaining to a mass addition asset. This will enable you to complete the period end process.Chapter 4: Oracle Assets Period Check List – Detailed Instructions This describes the actions to be performed and reports to be printed before closing a period in Oracle Assets Version 11i. and to create journal entries for Oracle General Ledger. Complete all transactions for the period being closed Ensure that all transactions have been entered for the period being closed. ensure that all Project related asset costs have been interfaced to Oracle Assets.
ensure that you have run the Depreciation program for the specified depreciation book and depreciation period. Oracle Assets automatically runs the Tax Reserve Ledger Report. (See note in (2) above). For every transaction entered. the retirement’s process can be run several times during the period to reduce the time for the depreciation process. Oracle Assets creates full detail journal entries for depreciation expense. • This process submits concurrent requests to run the calculate gains and losses. the Journal Entry Reserve Ledger Report is run. • Once initiated. Before using this form. • Oracle Assets uses FlexBuilder to create Accounting Flexfield combinations for which to create journal entries in the General Ledger.2. Oracle Assets automatically calculates depreciation for all assets. and will not close the period. When the process is run. this process automatically closes the current depreciation period and opens the next. • Journal entries can be created for any period in the current fiscal year for which journal entries have not already been created. for your General Ledger. depreciation. 4. If an asset has not been assigned to a distribution line. providing all assets have been assigned to distribution lines. depreciation expense journal entries can be created from a corporate or tax book. and reporting programs off-line. • When the depreciation program is run for a corporate book. for the book and depreciation period nominated on the Run Depreciation form. calculates gains and losses for all retirements. and then runs the appropriate Reserve Ledger Report. using the Run Reports form. Determine which assets have not been assigned to a distribution line by running the following report: Assets Not Assigned to Any Cost Centers Listing 3. Create Journal Entries • By using the Create Journal Entries form. Oracle Assets creates journal entries for depreciation expense using all the segments from the distribution line nominated for the asset in the Transfers form. you can determine which assets were unassigned. • You can run the calculate gains and losses program for retirements before running depreciation. The unassigned assets can then be assigned to distribution lines and the Depreciation process resubmitted. if the journal entry category has been set up for that transaction type for that book. The General Ledger period for which journal entries are to be created must be open. Warning: Journal entries cannot be created from budgeting books. DRAFT 1A ) 29 . For books with a large volume of assets. • When the depreciation program is run for a tax book. The Depreciation process only processes assets that have not already been processed. • These Reserve Ledger Reports can also be run at any time.. File Ref: 43234607. Oracle Assets automatically creates adjusting journal entries for the General Ledger. the Run Depreciation process will end with an error status. By default. Run Depreciation • The Run Depreciation process is performed independently for each depreciation book. the period end Depreciation Process will not complete. or you can review the Depreciation Program Report via the View Requests form. By using the depreciation log file. Assign All Assets to Distribution Lines If an asset has not been assigned to a distribution line.doc (v.
This difference results from the use of accelerated depreciation methods in the tax book. This consists of running the depreciation and creating standard and deferred journal entries (sections 3.) • Journal Entry Reserve Ledger . The results can be summarized also by cost center or depreciation expense account. quarter. Reserve Ledger Reports (See point 3 above. manually adjust any journal entries requiring modification. • Depreciation Projections You can project depreciation expense for any number of future periods. • Tax Reserve Ledger Report • Additionally. Transaction Reports • Asset Additions • Cost Adjustments • Asset Reclassifications File Ref: 43234607. 4. or any specified interval. Balances Reports • Cost Detail and Cost Summary Reports • CIP Detail and CIP Summary Reports • Reserve Detail and Reserve Summary Reports • Revaluation Reserve Detail and Revaluation Reserve Summary Reports c. Optionally Run the Following Processes • Create Deferred Depreciation Journal Entries Deferred depreciation is the difference in depreciation expense taken for an asset between a tax book and its associated corporate book. month. and post each journal entry batch using the Post Journals form in Oracle General Ledger to update the account balances. Reconcile Oracle Assets to the General Ledger Using Reports a. Review and Post Journal Entries (General Ledger) Review the unposted journal entries in the Enter Journals form (in Oracle General Ledger). Oracle Assets creates journal entries for the General Ledger. 5). b. 8.doc (v. 7. 6. MRC Fixed Asset Processes –(Skip) MRC processes must be run for the MRC books. 5.reconcile with the Account Analysis with Payables Details Report. DRAFT 1A ) 30 . on as many as five depreciation books at once.• When a capitalized or CIP (Construction in Process) asset is retired. the Account Reconciliation Reserve Ledger Report can be run. Results can be summarized by year.
DRAFT 1A ) 31 . Drill Down Reports • Drill Down Report Reconcile the batch totals from this report with those of the Unposted Journals Report in Oracle General Ledger. The report enables detailed review of the account activity on a specific general ledger account.doc (v. • Account Drill Down Report Reconcile journal entries to the General Ledger. The report gives detailed information of the asset transactions represents by a journal entry line.• Asset Transfers • Asset Retirements • Reinstated Assets Reports • Cost Clearing Reconciliation Report d. File Ref: 43234607.
Optionally Run Responsibility Reports It is also important to ensure that your asset inventory is accurate. • Posted Journals Report • Account Analysis with Payables Detail Report .The ending balance of this report reconciles with the Reserve Summary Report ending balance.e. This can be done at cost center level for direct comparison with the Asset Cost Summary and Reserve Summary reports. If the asset inventory is inaccurate. General Ledger Reports • Unposted Journals Report . The following reports can be reviewed when assessing the accuracy of the asset inventory: • Asset Additions By Cost Center Report • Asset Additions Responsibility Report • Asset Disposals Responsibility Report • Asset Inventory Report • Asset Retirements by Cost Center Report • Responsibility Reserve Ledger Report File Ref: 43234607. DRAFT 1A ) 32 .doc (v. then your financial statements will also be inaccurate. • Financial Statements Generator .reconcile with the Drill Down reports. 9.It is recommended that you create a detailed FSG for all asset accounts.
Why don’t my AR and GL numbers match? The values you find in Oracle Receivables may not match the values you find in Oracle General Ledger. 2. DRAFT 1A ) 33 . Complete the manual payments and adjustments for the period It is not necessary to approve all unapproved adjustments or to complete or delete all incomplete invoices and credit memos before you close a period. but they are not.doc (v. the longer it has been since you created these transactions. File Ref: 43234607. Inappropriate use of accounts. **Please see attachment for more detail** Closing Process 1. for three reasons : 1. Manual Journal Entries. reconciliation of the balances and transactions of Sub-ledger accounting with those of general accounting. for example. crediting Accounts Receivable in a negative adjustment or using an Accounts Receivable account as the debit side of a credit memo transaction. Using more than one Accounts Receivable account. the harder it is to remember what you were doing and why. Complete the final Lockbox for the period – correct and re-run as needed. 3. Your Aging includes all receivables accounts but you view the same data account by account in General Ledger. causing them to appear out of sync. Data entered directly into in General Ledger does not flow back to Oracle Receivables. Business Requirements The aim of Sub-ledger closing is to enable. It is a good practice to clean them up at least at the end of each period. for a given period. 2.Chapter 5: Oracle Receivables Period Check List – Detailed Instructions This describes the actions to be performed and reports to be printed before closing a period in Oracle Receivables Version 11i. However.
5. enter a query. or. If there is. Confirm that there are no unapproved adjustments Run the Adjustment Approval Report to verify that there are no unapproved adjustment. You should see a message ‘Query caused no record to be retrieved’. File Ref: 43234607. Run the Monthly Invoice Interface If this process is not automatic you must submit it manually. DRAFT 1A ) 34 . 7. Notify all users that the system is not available Notify all users that the system is now available for inquiries only. There should be no data on this report. No updates may be made until the close is complete. 8. Set the report parameters as follows : Order by : ‘Customer Name’ Status : ‘Waiting Approval Skip the rest of the parameters. check that it completed successfully. Correct all Autoinvoice rejects and re-run (as needed) 6. If some records are retrieved work with the appropriate person to complete or delete the documents. Review transactions to be transferred to GL You can either use the Journal Entries Report (Summary by Category) or the Transaction Register and Sales Journal by GL Account. click on the ‘Incomplete’ box to uncheck it and execute the query. if somebody does it for you. 9. contact your manager to approve these adjustments. and then requery to insure that there are no longer any incomplete invoices. Complete the manual invoices.doc (v. credit memos & corrections for the period 4. Check for incomplete transactions Navigate to the Transaction Summary screen.3.
DRAFT 1A ) 35 . Rerun the Journal Entries Report (Summary by Category).Applied Receipts . The following table shows the components which affect a customer’s balance and the reports which can be used to reconcile these. Reconcile Outstanding Customer Balances Beginning Balance + Transactions . they will not appear on this report.Adjustments .Invoice Exceptions . To match both foreign and functional currency amounts to your general ledger run your Sales Journal by currency. specifying: ‘Yes’ to Detail by Category and ‘Yes’ only for the categories where you found problems. It is often easier to modify an account prior to posting than it is after posting.you can immediately create an offset and create a new record with the proper account. Check to see if any unusual accounts were used.doc (v. such as adjustments. If found. 10. Therefore if other transactions. Balance to the Aged Trial Balance Reconcile the outstanding customer balance at the beginning of a given period with the ending balance for the same period. Detail by Account : ‘Yes’ Detail by Category : ‘Yes’ Summary by Account : ‘Yes’ Summary by Category : ‘Yes’ GL Posting Status : ‘Unposted’ Beginning GL Date : ‘Period start date Ending GL Date : ‘Period start date Review the Journal Entries Report (Summary by Category) prior to transferring the data to GL. impact revenue accounts. Run the Sales Journal by GL Account to ensure that the Transaction Register matches your Sales Journal.Unapplied Receipts Aged Trial Balance (Use last day of previous accounting period) Transaction Register Adjustment Register Invoice Exceptions Report Applied Receipts Register Unapplied Receipts Register File Ref: 43234607. Attention : this report only prints invoices and credit memos. In case there is a variance run the Sales Journal by Customer to identify on which customers the variance shows. run the Journal Entries Report again. Then the final General Ledger numbers will look okay and your General Ledger and Accounts Receivable values will still match. Run the Journal Entries Report (Summary by Category) to verify what the journal entries will look like. Even if you find an account that you cannot modify . Run the Transaction Register to check that all postable items are reflected on you Sales Journal. Turn to the responsible person to correct the problem.
You use the Invoice Exceptions Report to adjust the Transaction Register for any transactions which are not open to receivables and therefore do not show up on your agings. Use the Grand Total Amount for the Outstanding Amount Column.the rest are positive) File Ref: 43234607. the transactions of the first day of the period you are closing are doubled because they appear on the Beginning and on the Ending Balances. It shows debit and credit amounts and the balance. On the spreadsheet .sum the amounts for each of these transactions (compare to the ‘Grand Total in Functional Currency’ on the final page of the report . If you enter the first day of the accounting period you are closing. Run the Aged Trial Balance – by account Report Summary : ‘Invoice Summary’ Report Format : ‘Brief’ As of Date : ‘Period end date’ Aging Bucket Name : ‘the standard bucket name’ Show On Account : ‘Age’ Careful : the total by account and by customer is correct. Do not use any dates other than the General Ledger dates when requesting the reports.they should be identical . Use the signs as they appear on the report (Credit Memos are negative .doc (v. Chargebacks) WATCH OUT the ‘Sum for Invoice Class’ is before the last total on the report.Reconcile Outstanding Customer Balances = Ending Balance Aged Trial Balance (Use last day of accounting period) Careful : For the Beginning Balance you should enter the last day of the previous accounting period in the field ‘As of Date’. Invoices.if not correct as needed. Run the Transaction Register Order by : ‘Customer’ GL Date Low : ‘Period start date’ GL Date High : ‘Period end date’ Use the ‘Sum for ______ Class’ total for the ‘Functional Currency’ for each class of transactions (Credit Memos. However the total by account only shows debit amounts AND NOT CREDIT AMOUNTS which is misleading when the user wishes to control the balance for each account. Only the total for all accounts shows the credit total (currently under investigation by Help Desk). be sure to use the period start date and period end date as the General Ledger dates for all reports. DRAFT 1A ) 36 . In the following report submissions. Debit Memos.
File Ref: 43234607.Used dates other than the General Ledger dates (or in addition to the General Ledger dates) for the selection. 1. 1. Did not use the same dates for every report 1. 1. 1. unapplied activity and «invoice exceptions» may be negative or positive. (((On Account + Unapplied) * (-1)) . Run the Unapplied Receipts Register Format Option : ‘Detailed’ Receipt GL Date Low : ‘Period start date’ Receipt GL Date High : ‘Period end date’ Use the ‘Total for Report’ values . If your derived balance does not equal your new Aging Balance. you may find that you : 1.enter as whatever sign appears on this report. DRAFT 1A ) 37 .enter as the sign you get as a result of this calculation Run the Applied Receipts Register Order by : ‘Customer’ Apply Date Low : leave blank Apply Date High : leave blank Receipt GL Date Low : ‘Period start date’ Receipt GL Date High : ‘Period end date’ Use the ‘Grand Total For Functional Currency’ for the ‘Total’ Column . Run the Adjustment Register Order by : ‘Customer’ GL Date Low : ‘Period start date’ GL Date High : ‘Period end date’ Use the ‘Total for Report’ for the Functional Amount column .enter as a negative number. Credit memos and applied receipts should be negative.Used the wrong sign.Adjustments.add the ‘On Account Amount’ to the Unapplied Amount and multiply the sum by -1.enter as whatever sign appears on the report.doc (v. Run the Transaction Reconciliation Report Transaction Date from : ‘Period start date’ Transaction Date to : ‘Period end date’ Complete the «Balancing AR to the Aging» spreadsheet with the values you obtained from these reports.Entered the wrong amounts from the various reports into the spreadsheet (especially easy to do with the Transaction Register).Have overlapping dates in the «Aging Bucket» definitions. Run the Invoice Exceptions Report GL Date Low : ‘Period start date’ GL Date High : ‘Period end date’ Order by : ‘Customer’ Use the ‘Grand Total’ for the Functional Amount column .
Order by : ‘Accounting Flexfield’ Report Mode : ‘Balance’ Run the Receipt Register to review receipts by status (unidentified. If there are unposted items in the report. If the status is ‘SUCCESS’ take a note of the Journal Import request id. unposted. Journal Import : insure that you have a status of ‘SUCCESS’ and check the number of batches and headers created. Summary or Detail : ‘Detail’ GL Posted Date : ‘end of period date’ GL Start Date : ‘period start date’ GL End Date : ‘period end date’ Run Journal Import : ‘Yes’ Note this submits multiple processes. Verify they all finished successfully. cancelled.11. applied. If there are unposted items you should call support in France. Reconcile your receipts Run the Receipt Journal Report in the balance mode to review details of receipts which appear in your Journal Entry Report.. Confirm that the Unposted/Unbalanced Items report does not contain any data. Note that the transfer will create a separate journal for the following categories : • Invoices • Receipts • Miscellaneous Receipts • Adjustments • . Therefore if your request id is 285048.. to File Ref: 43234607. Run the General Ledger Interface (Menu patch : Interface/General Ledger. This data is still in AR tables.…) for a given range of GL dates. unapplied. 12. Check the report for the following processes : General Ledger Transfer Program : verify debit total = credit total Unposted Items Report : review each page to ensure no unposted item exists. DRAFT 1A ) 38 . The request id is a part of the batch name. You will use this number to query on the batch in the GL Journal entry screen. it means that those items have not been transferred from AR tables to GL interface tables. Transfer transactions to the General Ledger The transfer from Oracle Receivables to General Ledger creates unposted Journals in General Ledger (see step 11). The total of the two reports should match.doc (v.
Confirm that the Unposted/Unbalanced Items report does not contain any data. i. 14. (Optional) Run the Journal General (180 Char) to check that the total amount by source matches the total amount printed the Journal Import report. Type : ‘Source Item’ Posting Status : ‘Unposted’ Period : ‘period of posting’ GL Start Date : ‘period start date’ GL End Date : ‘period end date’ Batch Name : leave blank Note this submits multiple processes. If the status is ‘ERROR’ the data has been transferred from AR tables to GL interface tables but not from the GL interface tables to GL tables. See Exhibit D: Reconciling AR and GL -spreadsheet and instructions. document which accounts comprise each of the report totals. Reconcile Accounts Receivable Activity to General Ledger Using a list of your key Accounts Receivable. you need to post the GL batches created by the Transfer to GL program.e. DRAFT 1A ) 39 . If the status is ‘ERROR’ check on the same report : • The number of errors • The error codes • The meaning of the error codes on the last page of the report • Make the corrections. you should enter %285048% in the field called Batch in the Find Journals window which appears when you open the GL journal entry screen. Therefore. …) • Resubmit Journal Import If you cannot solve the problem yourself you should call support in France. Add a column for each of your Accounts Receivable accounts and your cash and unapplied cash accounts (on-account and unidentified cash too. if they are different accounts). This is done in General Ledger using the Post Journals functionality. 13. Verify they all finished successfully. split out each File Ref: 43234607. determine the totals by source and category. if necessary (enable code combinations. this data cannot be viewed in GL. Post GL batches To update GL balances with Receivables entries.query on it.doc (v. Start with the spreadsheet you used to balance to the Aging. Cash and Unapplied Cash accounts and the Journal Entries Report (Summary by Category) in AR. If you have more than one company.
This gives you a detailed breakdown of which accounts comprise each category.doc (v. 2. Attention : do not forget cash discount accounts or you will have discrepancies between GL and AR !! 1. Using the values in the Journal Entries Report (Summary by Category). Since the inappropriate accounts are on separate lines. File Ref: 43234607. always run for all accounts. Contact Help Desk. When you cross foot. if not. DRAFT 1A ) 40 . They fall into the single General Ledger category of Trade Receipts on the Journal Entries report. You had unpostable items (they should have appeared on the Unposted Items report). Possible sources of problems : 1. They appear on the standard reports (so you used them in balancing to the Aging) but they were not transferred to the General Ledger due to unbalanced debits and credits. re-check the numbers. add a new line for the amount and a description of what was done. One area where you will not be able to directly cross foot is Receipt Applications. Note the usage of each account both appropriate and inappropriate.company and account combination. Cross foot the amounts broken out by account with the «Balancing AR to the Aging» amounts. The amounts should match. If you select specific accounts based on what you are expecting you may be missing some activity. You did not run the Journal Entries report for all accounts. and points out where an account was used inappropriately. include the amount on the same line as the amount you reported when balancing to the Aging. unidentified and on-accounts accounts should be on separate lines since they are not used in determining the net effect on the Aging. This activity appears in two standard reports : the Applied Receipts Register and the Unapplied Activity Report (thus two separate lines on the «Balance AR to the Aging» spreadsheet). Note that the cash. Use only the net amounts and debit amounts should be positive and credit amounts should be negative. Unless you are researching a specific issue. they will not throw off your cross validation. If it is a standard usage. you must include the combination of the Applied Receipts and Unapplied Activity reports against the Trade Receipts (AR) totals. The following table lists the proper and improper usage of accounts for each category and how to enter the data into the spreadsheet to indicate how the data will accounted for. You had more than one period open in Oracle Receivables and activity appeared in an unexpected period. If it is an inappropriate usage. fill in the detail numbers for each of the accounts for the applicable activity. unapplied.
These should net to zero . add a special line for each and add to the column for the applicable AR account.split by AR account . add a special line for each . There should be no non-AR accounts in this category. If they occur. There should be no AR account activity in this category. If each account does not net to zero. There should only be AR account activity in this category. There should be no AR account activity in this category.add a special line for each . DRAFT 1A ) 41 . add a special line for each and add a new column for the non-AR account. add a special line for each and add to the column for the applicable AR account. There should only be AR account activity in this category. add a special line for each and add a column for the applicable non-AR account. add a special line for each and add a column for the non. There should be no AR account activity in this category.split by AR account. For each account add to the Applied Receipts activity line split by AR account. There should only be AR account activity in this category. For each account add to the Credit Memo activity line split by AR account.Category Adjustment Adjustment (AR) Where to Add There should be no AR account activity in this category. If there are non-AR accounts in this category. There should only be AR account activity in this category. If they occur. If they occur. Add the cash amount to the appropriate column. There should be no AR account activity in these categories. This should represent your Cash Account(s) only. divisions … so be sure that your ranges allow for all possible sub-segment values for the File Ref: 43234607. For each account add to the Invoice activity line . Note that the Unapplied Amount plus the unapplied activity (from the journal details) should equal the Applied Payment and Unapplied Activity totals from the reports.( if there are non-AR accounts add a special line for each and add a new column to the spreadsheet for each account). add a special line for each and add to the column for the applicable AR account.doc (v. Run the Account Analysis Report in General Ledger for every key account you included in your reconciliation spreadsheet. Add unapplied amounts to the appropriate columns. There should be no non-AR accounts in this category.add a new column for the non-AR account. enter the amount for each account in the proper column on the spreadsheet. If they occur. If they occur . If they occur. If they occur.and should include only AR Accounts . There should be no non-AR accounts in this category. Add cash amounts to the appropriate columns. This may include various different cost centres. CM Applications and CM Applications (AR) Credit Memos Credit Memos (AR) Misc Receipts and Misc Receipts (Distributions) Sales Invoices Sales Invoices (AR) Trade Receipts (AR) Trade Remittances Note: the ‘Total for Currency’ debit and credit amounts should be equal but the ‘Total for AR’ debit and credit amounts may not be equal. If they occur. add a special line for each and add to the column for the applicable AR account.AR account. For each account add to the Adjustment activity line .add to the column for the applicable AR account.
Verify that you had no unposted items in the General Ledger Interface table or in Oracle Receivables. the original accounts are retained in the existing transactions and used if you have any subsequent activity against them. if we are using the system properly there should never be manual journal entries. Unapplied Cash and AP/AR Clearing. Activity from Sources other than AR . Category.doc (v. DRAFT 1A ) 42 . The dates you used for the Account Analysis Report are not consistent with those you used for the Oracle Receivables reports. For each account and company combination add the starting and ending balances from the Account Analysis Report to the «Reconciling AR and GL» spreadsheet (on the gray lines). Your key accounts should include : Accounts Receivable. On-Account. You must run Account Analysis Report for each of the old accounts also and include their activity on the spreadsheet. Note that debits are positive and credits are negative. check for the following causes : 1.find out why these are happening and get this stopped now. 5. using your cash account for your Unapplied. Find out why these are being done. The Accounts Receivable journal entries have not yet been posted in General Ledger. Only Accounts Receivable should be using AR accounts. Type : ‘Source Item’ Currency : functional currency Balance Type : ‘Actual’ Order by : ’Account Segment’ If you are working with different companies. Improper set up values. Cash. and On-Account receipts.accounts you are working with. 6. 4. You have changed the standard accounts used for Unapplied. They should use a special account. and Unidentified accounts. Remember that until General Ledger closes the period. 7. these values may change and you will have to recreate the Account Analysis Report and re-complete the spreadsheet. Foot the totals for the Starting Balance plus or minus all activity for each account (including manual journal entries) and compare this amount to the new Ending Balance. Even if you change the defaults for these accounts. Note the Source. Your General Ledger Interface did not complete successfully. If they do not match. 3. Add one line for each journal entry that has a Source other than Receivables. For example. Manual Journal Entries . you should run a separate report for each company and account combination. Batch Name and amount by account. Unidentified. 2. or for Accounts Receivable.be sure to document on the spreadsheet. not your cash or Accounts Receivable File Ref: 43234607.
One of the drawbacks of the Account Analysis report is that it lacks subtotals by Source and Category. If there are none. You must calculate the totals manually. which is fine. 17.doc (v. this is due to problems in the General Ledger interface. there shouldn’t be any. You should now tie to the ending balances. DRAFT 1A ) 43 . You can do this in Oracle Receivables independently of Oracle Payables and Oracle General Ledger. sources and categories. The level of difficulty in doing this is directly proportional to the number of journal entries that were created since this report includes one line for each journal entry. If you still have problems. If you still do not balance. Contact Help Desk.accounts. You should be able to see exactly which transactions made up the values that you see. get Help Desk involved to do more research. Oracle Receivables check for unposted items. If you post once or twice a month. 15. Check which of the totals by Source and Category in General Ledger do not match the totals for the same sources and categories in Accounts Receivable. File Ref: 43234607. Notify all users that the system is available Notify all users that they can use the system again. Often the Unapplied. and manual journal entries that caused your values to be out of sync and add to your totals. 16. Note that you should not have more than one Oracle Receivables period open at one time. Document each of the inappropriate account uses. When you have narrowed the differences down to specific accounts. If you post daily this could be quite difficult. See which categories or sources have problems. this will be much easier. run the Journal Entries report again but request the Detail by Category and specify just the accounts and categories you must research. Open the next accounting period in Oracle Receivables Open the next accounting period in AR. SAVE. you need to review the data at a lower level. On-Account and Unidentified accounts are all the same account. If there are unposted items. Close accounting period in Oracle Receivables You can now close the period in Oracle Receivables (Menu path : Control/Accounting/Open-Close periods).
deposits received by the bank. It provides comprehensive bank reconciliation and flexible cash forecasting. Cash forecasting is a planning tool that helps anticipate the flow of cash in and out of the enterprise. DRAFT 1A ) 44 .doc (v. During the Bank Reconciliation process miscellaneous transactions can be created for bankoriginated entries. For organizations with high transaction volumes Bank Statements should be loaded and reconciled on a daily basis. such as bank charges and interest. This method is ideally suited for bank accounts which have high volumes of transactions. File Ref: 43234607. Procedures The following steps are taken in performing period-end processing for Oracle Cash Management.Chapter 6: Oracle Cash Management Period Check List – Detailed Instructions This describes the actions to be performed and reports to be printed before closing a period in Oracle Cash Mgmt Version 11i. the information must be reconciled with the accounting transactions. Business Requirements Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control the cash cycle. including bank account information. and checks cleared needs to be entered to Cash Management. 1. allowing the projection of cash needs and evaluation of the company's liquidity position. The Bank Reconciliation process enables the verification of entries on the Bank Statement by reconciling that information with system transactions in Oracle Payables. Bank statements can be either manual entered or loaded electronically from information received directly from your bank.Bank statement details are automatically matched and reconciled with accounting transactions. Oracle Receivables and Oracle General Ledger. Reconcile Bank Statements Once detailed bank statement information has been entered into Cash Management. Load Bank Statements Detailed information from each bank statement. Cash Management provides two methods to undertake reconciliations: · Automatic . Refer to: Entering Bank Statements Manually and Loading Bank Statement Open Interface 2.
Oracle Payables payments or Oracle Receivables receipts can also be manually created.This method requires a manual match of bank statement details with accounting transactions. File Ref: 43234607. and reconciled transaction detail. (Refer to: Reconciling Bank Statements Manually 3. Attention: If you create transactions during the reconciliation process you will need to re-run your GL posting routine from Oracle Receivables to ensure all information is transferred to the General Ledger 4. or your reconciliation exceptions found during the automatic reconciliation process. including bank statement header information. and gives you the option to only select unreconciled statement lines. DRAFT 1A ) 45 . reconciled. such as bank charges and errors can be create. over-reconciled and under-reconciled.doc (v. The method is ideally suited to reconciling bank accounts which have a small volume of monthly transactions. This report shows import and reconciliation errors that occurred when running the AutoReconciliation program. Run Bank Statement Detail Report This report shows statement and transaction information for a specific bank account statement. and the statement totals for each type of transaction. This report lists any un-reconciled transactions separately with their current status. The manual reconciliation method can also be used to reconcile any bank statement details which couldn't be reconciled automatically. reviewing the reconciliation results is recommended. including the amount entered. unreconciled. Create Miscellaneous Transactions During the reconciliation process miscellaneous transactions for bank originated entries. Review AutoReconciliation Execution Report Once the reconciliation process has been completed. Cash Management automatically produces this report during the automatic reconciliation process. This report includes either statement import errors. which prevented the automatic loading of your bank statement. You may also request it as needed from the Submit Request window.Refer to: Reconciling Bank Statements Automatically · Manual . Resolve Exceptions on the AutoReconciliation Execution Report Resolve the exceptions on the AutoReconciliation Execution report by either re-running the import process or by manually reconciling the exceptions. 5. statement line detail. 6. Note: The automatic reconciliation process can be set up to create miscellaneous transactions automatically.
Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. File Ref: 43234607. you must first perform these tasks: • Reconcile all statements in Cash Management. Transaction Date. Valid sources will include Payables and Receivables. Valid sources will include Payables and Receivables.doc (v. Detailed information includes the Customer. It lists detailed transaction information for your Available Receipts. and Available Journal Entries for reconciliation. It does not list reversed receipts due to user error nor does it list the associated original receipts that were not reconciled. Warning: To ensure that this report is accurate. and Amount. Payment Method. Review the Account Analysis Report Review the Account Analysis Report to ensure that only bank account related transactions have been posted to the General Ledger Cash Account by checking the Source of the transactions. payments. DRAFT 1A ) 46 . Transaction Number. Ensure that only bank account related transactions have been posted to this account by checking the Source of the transactions. Resolve Un-reconciled Statement Lines Resolve the un-reconciled statement lines by manually reconciling the Statement lines to the available transactions. Supplier or Batch Name. 11. Run the GL Reconciliation Report Use this report to reconcile the General Ledger cash account to a bank statement balance.7. and journal entries. 10. • Post journals in General Ledger. 8. This report only lists void payments if the Show Void Payments option on the Systems Parameters window is checked. Available Payment. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. as well as bank errors. Run Transactions Available for Reconciliation Report This report shows all transactions available for reconciliation for a specific bank account. 9. Run the Account Analysis Report for the General Ledger Cash Account Run the Account Analysis Report from General Ledger for the General Ledger Cash Account Flexfield and sort by Source. This report groups transactions by status so that void or reversed transactions are separate from regular transactions. • Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your General Ledger. Currency. It also lists a separate adjustment amount for un-reconciled receipts. This report lists a balance and an adjusted balance for the bank statement.
which were highlighted during the review of the Account Analysis Report. File Ref: 43234607.doc (v. 13.12. To prevent invalid journal entries to the General Ledger Cash Account it should be protected by enabling security rules in Oracle Financials. Correct any Invalid Entries to the General Ledger Cash Account (Optional) Reverse or amend any journals incorrectly posted to the General Ledger Cash Account. DRAFT 1A ) 47 . Perform the Bank Reconciliation Use these reports to reconcile the General Ledger cash account period-end balance to the Bank Statement period-end balance.
Does the Receipt Register Total = Net total on the Journal Entries Report ? Check that the accounts found on the Journal Entries Report are proper : • Misc Cash Accounts (Misc Receipts Distributions) File Ref: 43234607. It is printed by Bank account. This report shows the total applied.doc (v. unapplied amounts. including : • The net amount for Misc Remittance (on the Journal Entries report) should equal the Misc Applied total (in the Deposited Cash Applied Details Report). This report shows applied amounts. • The Credit amount for Misc Remittance (on the Journal Entries report) should equal the Total For Miscellaneous Cash Receipts (in the Reversed Receipts Report). The information is printed based on the deposit date you enter. Run the Deposited Cash – Open Detail to reconcile Oracle Receivables with your bank statement. The information is printed based on the deposit date you enter. and applied miscellaneous cash. unapplied. Currency : functional currency Balance Type : ‘Actual’ Order by : ’Account Segment’ Compare totals on the individual reports to the Journal Entries report to see if they tie.Chapter 7: Reconciling Accounts Receivable Cash to GL 1. DRAFT 1A ) 48 . and on-account amount for each deposit date. Run AR Payment Reports Run the Deposited Cash – Applied Detail to reconcile Oracle Receivables with your bank statement. • The net amount for Trade Remittances (on the Journal Entries report) should equal the AR Applied total (in the Deposited Cash Applied Details Report). Run the Receipt Register Run the Reversed Receipt Report (order by Remittance Bank) Run the Journal Entries Report (Summary by Category) for trade receipts and Miscellaneous only. It is printed by Bank account. • The Credit amount for Trade Remittances (on the Journal Entries report) should equal the Total For Invoice Related Cash Receipts (in the Reversed Receipts Report). Complete all receipt entry and re-applications for the period 2.
If there were. Possible sources of problems : • You have the version of the Reversed Receipt Report which does not include Miscellaneous Cash items and/or does not include subtotals at the end. Trade Remittances) Only Accounts Receivable in the Trade Receipts (AR) category. If Not : • • • Confirm that there were no manual journal entries. you should : Run the Account Analysis report in General Ledger for each of the cash accounts. If not.g. Possible sources of problems : cash accounts being used improperly (e. run the Journal Entries report again. They should match. 3. Compare the net activity amount on the Account Analysis report to the amount indicated on the Journal Entries Report .Summary by Category. note the total by account and source. If you still are not in balance : • Verify entry by entry the values in the Account Analysis Report against the Journal Entries Report. Run GL Account Analysis Report Once all postings are completed for AR and GL for the period. Confirm that the net activity less these exceptions equals the Journal Entries Report amount. Warning : if you book your payments to your customers by entering a debit memo which credits the bank account. Confirm that the only Source was Receivables. DRAFT 1A ) 49 . If you find differences. Remittance. this time as ‘Detail by Account’ for each account where you have differences – compare. in adjustments or as the unapplied account). note the total by account.doc (v. you should also print the Transaction Register for the Transaction Type ‘PAYMENT’ used to enter the debit memo (cf AR Procedures : Book a payment to a customer).• • Only cash accounts in the cash categories (Misc. • Deposit Dates are not in the same range of dates as the General Ledger dates. File Ref: 43234607.
3. Run AP Posted Payment Register Run the Posted Payment Register Sort Posted Payments by : ‘Bank account. and the amounts on the bank accounts do not correspond with the amount on the bank statement. It is recommended to use a suspense account. DRAFT 1A ) 50 .doc (v.Chapter 8: Reconciling Accounts Payables Cash to GL 1. File Ref: 43234607. 2. and to book manually the payment in GL and net to zero the suspense account. Run GL Account Analysis Report Once all postings are completed for AP and GL for the period. The report can only be submitted for an open period. this transaction will not appear on the Posted Payment Register since this report is based on the payment tables. Payment’ Possible sources of problems : 1. They should match. Recommendation : Do not try to match your AP Payments with your bank statement using a GL Report. you should : Run the Account Analysis report in General Ledger for each of the cash accounts. Indeed. that is by crediting a bank account in the distribution line of a credit memo will distort this report. using the invoice transaction. not on the invoice tables. Compare the net activity amount on the Account Analysis report to the amount indicated on the Posted Payment Register. Confirm all payment batches Navigate to the ‘Payment Batch’ screen in order to confirm or cancel payment batches which are not confirmed. because AP bank entries are usually transferred in detail to GL. Entering payments.
2. creates journals in GL but does not automatically update GL balances. DRAFT 1A ) 51 . Run Payroll Interface Run the payroll interface (if not automatic). with the people working in the Accounts Payable. Check that the Journal Import has a status of ‘SUCCESS’ and check the number of batches and headers created. The journals created by the Journal Import program must be posted manually by the user. FA and AR to Oracle General Ledger Make sure. if necessary (enable code combinations.Chapter 9: Oracle General Ledger Period Check List – Detailed Instructions This describes the actions to be performed and reports to be printed before closing a period in Oracle General Ledger Version 11. Fixed Assets and Accounts Receivable departments that they have transfered to GL all data from Oracle Payables.doc (v. Interfaces from AP. Careful : ‘Posting’ or ‘transfering’ data from Oracle Payables and Receivables into Oracle General Ledger. Closing Process 1. Enter Journals • Enter manual journals • Generate your recurring journal entries. If the status is ‘ERROR’ check on the same report : • The number of errors • The error codes • The meaning of the error codes on the last page of the report • Do the corrections. this task may be performed by the persons responsible for Payables and Receivables File Ref: 43234607. Depending on your organisation. Assets and Receivables.…) • Resubmit Journal Import 3.
posting to GL or by the General Ledger person. Post Journal Entries Post your : • manual journals • recurring journal entries • Payroll journal entries • (depending on your organisation) Oracle Payables and Receivables journals. 8. and post your adjustment journals. 6. DRAFT 1A ) 52 . Check unposted journals. 5. Currency Revaluation File Ref: 43234607. Analyze Transit accounts Use the Account Analysis Report to analyse your transit accounts by source. 4. you can use the following reports : Run Run Run Run Run Run the the the the the the Account Analysis Journal Batch Summary Journal Entry Report Journal Line Report Journal Entry Report Journal Entry Report Possible sources of problem : • Unbalanced journal : total debit and credit amounts do not match. correct and post You must check if you have any unposted journals. To check. do the necessary corrections and post them. If there are any. Enter the necessary adjustment journals. Generate & post Mass Allocation Journals • Generate Mass Allocation Journals • Post Mass Allocation Journals 7. • The period is not opened.doc (v. You can only post a journal in an open period.
Close Period Periods in GL have the following statuses : Never Opened : Future Entry : Open : Closed : Permanently closed : The period has never been opened You can enter journals but you cannot post them You can enter and post journals You cannot enter journals. and once the accounts have been approved by auditors. This is usually done after yearly closing. 12. Oracle does not prevent you from closing a period which contains unposted batches.doc (v. Open next GL Period Open your next accounting in General Ledger. Reverse journals from previous accounting period File Ref: 43234607. DRAFT 1A ) 53 . Produce Accounting Reports Run Run Run Run Run the the the the the Trial Balance .Summary 1 Trial Balance . Be sure that you are completely satisfied with an accounting period before you permanently close it because you cannot reopen a permanently closed period. 11. To reduce processing time.) Journals Summary 10. and produced all reports regarding that period. The period can be reopened Nothing can be done in that period. using the ‘Closed’ status to be able to reopen them to book adjustment entries.Expanded Journal Entry Report Journals General (180 char. keep as few accounting periods open as possible. Current practise is to close the period. 9.(Optional). Suggestion : periods are ‘Permanently closed’ once you have completed all accounting entries. It cannot be reopened.
File Ref: 43234607. It simply does not exist. Do not look for the journal entry which generates the result. every time you enter a transaction on the previous fiscal year. Careful : the default value attributed by Oracle if you do not populate this field yourself is 'Expense'. The attribute 'Account Type'. which can be : • • • • • Asset Liability Expense Revenue Ownership/Stockholder's Equity is used to calculate the result and to decide whether the balance should be carried forward at the beginning of the next fiscal year or put to zero. AP. You have nothing to do. This means that if your account type is not set up correctly. DRAFT 1A ) 54 .doc (v. At the moment when you open the first period of the next year. But the carry forward is there. in GL. AR or CE. Oracle automatically calculates the result and carry forward again. Oracle automatically : • calculates the result and books it to the account 'Retained Earnings' set up in your Set of Books • calculates the carry forward for all balance sheet and Ownership/Stockholders' Equity accounts • puts to zero the opening balance of the next fiscal year for profit and loss accounts After you have opened the first period of the next year. We have already noticed that some account types have been set up incorrectly.Chapter 10: Year End Closing There is absolutely no particular step to perform in Oracle for the year end closing. You should be aware of something very important. This is why you should be very careful when you set up a new account and tabulate until you see the window which shows the ‘Account type’ to select the correct value. the carry forward and the result will not be correct.
based on the account types of the child accounts attached to them. DRAFT 1A ) 55 . Their balances is calculated dynamically. Do not worry about the account type of parent accounts such as accounts starting with ‘C’ and ‘GB’ because parent accounts do not have balances stored in the database.doc (v. Only the account type of child accounts matter. If some are incorrect.This is why I suggest that before opening the next fiscal year you send a mail to E-FAST Support to ask them to check all account types to make sure they are all correct. They cannot be made by you. File Ref: 43234607. the corrections must be made by support.
). Save it on the disk and clik on OK. Save your file in Excel format. Open the file in Excel. Note : the file extracted contains the header for every page. This will open Internet Explorer. 4. You can use the sort option in Excel to group all headers and remove all of them at the same time. click on 'File / Save as'.. Click on Save. Follow the steps of the Excel assistant to import the file (define the number and width of columns. in the horizontal menu. Follow the steps of the Excel assistant to import the file (define the number and width of columns.Chapter 11: How to export from Oracle to Excel ? How to export the contents of a table in a form ? 1. 6.. 7. Careful : the file does not have an Excel type so remember to display all types of files. 9. 7. in the field 'File Type'. click on Action / Export in the toolbar. A window will appear asking you if you want to open the file or to save it on the disk. Open the report you want to export (click on View Output) 4. How to export the contents of a report using ADI (GLDI) ? File Ref: 43234607. Save your file in Excel format. click on Special / Copy file. Navigate to a screen which contains a table 2. click on Help/ View my requests 3. In Internet Explorer. 10. DRAFT 1A ) 56 . In the toolbar. This will open Internet Explorer. In the next window.. 5. 8.. and enter the name you want to give to your file and where you want to save it. Format the file in Excel. 5. Careful : the file does not have an Excel type so remember to display all types of files in the field 'File Type'. Open the file in Excel. 9. 8. Run your request (unless you have already done it) 2. Place the cursor in the first column of the table 3. 10.doc (v. How to export the contents of a report from the screen View my request ? 1.). Format the file in Excel. In the toolbar. Close Internet Explorer. Click on Save. choose the place and name for the file 6.
If you get this error call Support or a DBA who will send you the right tnsnames.. previously called GLDI (General Ledger Desktop Integrator ). DRAFT 1A ) 57 . » this means that the file tnsnames.doc (v. this means that we must apply this patch on the kernel Oracle Server to correct the problem. File Ref: 43234607. This implies to stop the database.ora which on your PC is not correct.. Troubleshooting using ADI (GLDI) If you get the error message : « cannot connect to tns .You can also submit your report directly in ADI (Application Desktop Integrator).ora file. This file is automatically downloaded to your at the connection. If you get the error message : « you must apply the patch 660484 ».
DRAFT 1A ) 58 .Chapter 12: How to transfer files from and to Oracle Financials File Ref: 43234607.doc (v.
File Ref: 43234607.doc (v. DRAFT 1A ) 59 .
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