Steps for Closing Period in R12 Financials

Oracle Financials E-Business Suite Release 12 Period End Procedures ......................................... 2 Chapter 1 SLA and Period End Close dependencies ............................................................................. 3 1. Sub Ledger Accounting (SLA) 2. Sub Ledger Accounting (SLA) 3. SubLedger Accounting (SLA) 4. General Business Process ....................................................................... 3 Process Change .......................................................................... 4 Reconciliation .............................................................................. 5

Period End Close Dependencies ..................................................................................... 6

Chapter 2 Oracle Projects ............................................................................................................................ 7 1. 2. 3. Business Requirements ..................................................................................................................... 7 PROJECT PERIODS AND GENERAL LEDGER PERIODS ............................................................. 7 PERIOD STATUSES .............................................................................................................................. 7

Chapter 3 Oracle Order Management ..................................................................................................... 17 1. Business Requirements ...................................................................................................................... 17 2. Procedures ............................................................................................................................................. 17 Chapter 4 Oracle Cash Management....................................................................................................... 23 1. Business Requirements ...................................................................................................................... 23 2. Procedures ............................................................................................................................................. 23 Chapter 5 Oracle Payables ......................................................................................................................... 28 1. Business Requirements ...................................................................................................................... 28 2. Procedures ............................................................................................................................................. 28 Chapter 6 Oracle Receivables ................................................................................................................... 38 15. Business Requirements ................................................................................................................... 38 16. Procedures........................................................................................................................................... 39 Chapter 7 Oracle Purchasing..................................................................................................................... 48 19. Business Requirements ................................................................................................................... 48 20. Procedures........................................................................................................................................... 48 Chapter 8 Oracle Inventory ....................................................................................................................... 62 0. Business Requirements ...................................................................................................................... 62

0. Procedures ............................................................................................................................................. 63 Chapter 9 Oracle Assets.............................................................................................................................. 72 1. 1. Business Requirements ................................................................................................................... 72 Procedures .......................................................................................................................................... 72

Chapter 10 Oracle Treasury....................................................................................................................... 79 1. 1. Business Requirements ................................................................................................................... 79 Procedures .......................................................................................................................................... 80

Chapter 11 Oracle General Ledger .......................................................................................................... 81 1. 1. Business Requirements ................................................................................................................... 81 Procedures .......................................................................................................................................... 82

Chapter 12 Period End Processing - Summary .................................................................................... 93 Appendix: More information and Change Record .................................... Error! Bookmark not defined. 1. Related Metalink Information ............................................................ Error! Bookmark not defined.

Oracle Financials E-Business Suite Release 12 Period End Procedures
This document outlines the period end procedures for Oracle Payables, Oracle Purchasing, Oracle Inventory, Oracle Order Management, Oracle Receivables, Oracle Assets, Oracle Projects, Oracle Cash Management, Oracle Treasury and Oracle General Ledger (Release 12). This document is intended to be generic, and does not relate to a specific organization. Both mandatory and optional steps are included in the document. Procedures particular to year-end processing are also described. This document intends to provide a reference for planning period-end procedures for real-life implementations. It describes the fundamental period-end steps involved for each, with particular emphasis on balancing the subledger applications to Oracle General Ledger, and attempts to provide an overview of the relative timing of these procedures for all installed Oracle applications. It is therefore the intention of this document to provide content from which relevant sections can be extracted, according to the applications installed for a particular organization. Any organization may choose to customize their period-end and year-end processes, for example opting to run additional reports, particular to the organization. Although this document particularly refers to Period-End Procedures , many of the processes can be performed more regularly throughout the accounting period as required. Each subledger application provides control as to when and how often data is transferred from the subledger application to the General Ledger.

Assumptions

These Period-End Procedures were written with the assumption that Oracle Financials was implemented for a single operating unit. Where an organization has implemented the Multi-Org

features of Oracle Financials, these procedures would need to be performed for each operating unit individually unless Multi-Org Access Control is enabled. Note: R12 requires multi-org functionality to be used. Oracle Workflow is incorporated in the Release 12 applications. It is assumed that these Workflow Processes will be monitored and attended to by a System Administrator on a regular basis. Some Workflow Processes like the Requisition Approval Workflow or the Purchase Order Approval Workflow will require a direct response from a message recipient rather than a System Administrator.

How this whitepaper is organized

This white paper contains of twelve chapters and one appendix where you can find interesting links to more information. The first chapter describes the dependencies between the modules and the biggest change between Release 11 and Release 12, which is the introduction of SubLedger Accounting (SLA). Then the next ten chapters outline period-end procedures appropriate to the Oracle Applications covered in this document. The last chapter displays a summary of the main period-end procedures for each application and the relative timing of each all period-end in relation to activities performed in each of the applications.

Status and Feedback

This white paper is intended to be a living document. As we gather new or changed information, we will revise and re-publish this paper. Therefore we welcome all feedback from you. On the bottom of the Metalink Note where you have downloaded this document is a link where you can email us your comments.

Chapter 1 SLA and Period End Close dependencies
1. Sub Ledger Accounting (SLA)
y

Business Process

y

y

y y

The new Subledger Accounting architecture in Release 12 provides a common repository of all your accounting information. Whenever you want to account for your subledger transactions, onine or as a background batch process, the accounting is generated by Subledger Accounting. Subledger Accounting helps to maintain a common link between General Ledger balances and underlying transactions automatically, for internal and external audit purposes, and for ease of drilldown. Subledger Accounting provides a comprehensive view of all subledger accounting data. It behaves like a detailed version of your General Ledger and provides a rich store of information for reporting and analysis. Oracle s Subledger Accounting, coupled with Oracle General Ledger, gives you the best of both worlds. It allows your general ledger to be free of extraneous data, so that you can maintain a simple chart of accounts and store only what is needed for general ledger reporting and analysis.

General Ledger will in Release 11i automatically create the balancing lines for journals posted to General Ledger. Just as Oracle General Ledger stores balances and journals. In Release 12 however distributions on transactions in subledgers are considered to be the default accounting and should therefore not be used for reconciliation purposes. When you close your periods in each of the subledgers. In Release 11i the transactions and distributions represented the accounting. Subledger Accounting stores subledger balances and subledger journals for all of your subledgers that require accounting. Sub Ledger Accounting (SLA) y y Process Change y y y Due to the impact of the Subledger Accounting Architecture the close process has changed between Release 11i and Release 12. and therefore the subledger accounting becomes the single source of truth for accounting reconciliations. The reason is that subledger accounting enables you to change the accounting for transactions to be different from the default accounting. When you close a period in Release 12 you re actually closing subledger accounting. SubLedger Accounting.y y The moment you need to access more detailed information. The subledger accounting journal represents your REAL accounting and the balancing lines are created as part of these Subledger Accounting Journals. 2. you can go directly to Subledger Accounting to see the detail from all transaction sources that feed the GL account balance without having to go back to multiple source systems and applications. The journals can then be posted to General Ledger to update the General Ledger balances. . a new model between the Subledgers and GL. This changes in Release 12 as subledger accounting creates the balancing lines at the time you account for the subledger transactions.

Differences between R11i and R12

3. SubLedger Accounting (SLA)
y

Reconciliation

y

y

From a reconciliation perspective the picture below shows what s changed between R11i and R12. In Release 11i you reconciled your transactions and distributions to General Ledger through transactional reports. In the accounting reports in Release 11i you d see the balances but not the transactional information. In Release 12 there is no reason to reconcile distributions on transactions to General Ledger. You can still reconcile transaction reports to accounting reports. The new accounting reports in Release 12 now also contain more comprehensive information not just on balances but also on suppliers, customers and transactions. The point to note is that when you do account balance reconciliation you should ignore distributions in Release 12, especially if you have altered your subledger accounting rules.

Reconciliation between R11i and R12

4. General

Period End Close Dependencies

y

Before you start with the Period-End process you have to know what the dependencies are between the various Modules as described in the Chapters in this document.

y y

y y

The diagram above shows the dependencies between some of the main Financials products and a couple of supply chain products. You have to close Oracle Payables before you close Oracle Purchasing to account for Purchasing Accruals at Period end. You also close Oracle Payables before you close Oracle Inventory and Oracle Assets. You actually have to close Oracle Cash Management before you close Oracle Receivables, as bank reconciliation in Cash Management will create miscellaneous receipts in Oracle Receivables. Finally you close all of your subledgers before you close General Ledger.

Chapter 2 Oracle Projects
This chapter describes the procedures for performing period-end processing in Oracle Projects Release 12.

1. Business Requirements
Period end procedures for Oracle Projects has two main functions: y Changing the status of the current period to closed y To activate all the processes and controls necessary to produce reports that accurately reflect the period activity, while allowing minimum interruption of transaction processing. 2. PROJECT PERIODS AND GENERAL LEDGER PERIODS

In Oracle subledgers, such as Projects, transactions are summarized into periodic cycles for reporting and reconciliation. Most subledgers have a periodic cycle that parallels the General ledger fiscal cycle. However, 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. If the two sets of periods overlap, then you may need to put in place special procedures for the reconciliation of Projects to the General ledger, and other modules. Suggestion: If you have different periods in Projects, you may like to consider using one of the alternate General ledger period conventions, such as a 5-4-4 period split. This will enable you to more easily align Projects with General ledger for reconciliation purposes.

3. PERIOD STATUSES

Oracle Projects has statuses similar to the standard period statuses as in other modules: Never Opened The period has never been used.

3. COMPLETE ALL MAINTENANCE ACTIVITIES . Open Period is available for data entry Closed Period is closed for processing. PROCEDURES 1. but can be re-opened if required.Future Enterable The period is open to accept transactions from other modules. GENERAL EXCEPTION HANDLING AT PERIOD END If you do not want to correct exceptions during the current GL period. You can generate the Subledger Period Close Exceptions Report through a concurrent request for the application associated with the responsibility or for all applications in the General Ledger responsibility. The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation. and allows users to correct unprocessed items prior to completing the period close. 1. This process needs to be performed for each Operating Unit defined. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM OPEN TO PENDING CLOSE This is an interim status. OPEN THE NEXT ORACLE PROJECTS PERIOD It is recommended that you open the next period to minimize interruption to users. 2. Permanently Closed No further processing is possible. 3. 2. Usually used where modules are maintained in different periods. which allows you to interface and adjust transactions in the period but does not allow transaction entry. who may require the ability to enter transactions in the new period during the current period close procedure. This process needs to be performed for each Operating Unit defined. Pending Close This status prevents transaction entry. without accounting for them. and transactions are likely to be posted across modules. 2. then you can run the process PRC: Sweep Transaction Accounting Events to change the date on unaccounted transaction accounting events to the first day of the next open GL period.

4. you should ensure that all the following maintenance activities have been completed: Project Maintenance (revenue/billing based options) y y y y y y y Billing burden schedules and burden schedule overrides Bill rate schedules and bill rate overrides Project labor multiplier changes Revenue budget changes Project/Task % complete Funding changes Changes in the task Ready to Accrue checkbox Implementation Maintenance y y y Employee assignments Labor cost rates Standard costing burden schedule maintenance Other Maintenance y y y Retroactive changes in employee assignments Retroactive changes in labor cost rates Changes in Auto-Accounting Rules or Lookup Sets Suggestion: You may need to implement workflow procedures. or use function and responsibility restrictions to prevent access to these areas during the period close procedure.As there are a number of maintenance activities that can affect the period close procedure. 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 . 4.

If Oracle Projects is the direct data source for payroll or for reconciling labor costs to payroll. Transaction Source = Oracle Self-Service Time. import all eligible expense reports from Oracle Payables to create pre-approved expense report batches. Run the AUD: Missing Timecards Report 2. ensure that all new supplier invoices processing for the current GL period has stopped. COMPLETE ALL TRANSACTION FOR THE PERIOD BEING CLOSED Enter and Approval all Timesheets for the PA Period Import all timesheets entered via Self-Service Time. These expense reports may have been entered via Self-Service Expenses or Expense Reports in Oracle Payables. Attention: One rejected expenditure item will cause an entire expenditure to be rejected. Verify that all pre-approved timesheet batches in the current PA period have been released and approved. Interface Expense Reports from Oracle Payables Before generating project revenue or running final cost distribution processes.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. 5. Interface Supplier Invoices from Oracle Payables Before generating project revenue or running final cost event processes. update the project summary amounts before. Run PRC: Interface Expense Reports from Payables 4. import all eligible supplier invoices from Oracle Payables. Run PRC: Interface Supplier Invoices from Payables 3. not during. Project Related Inventory Transactions . Run PRC: Transaction Import. verify that all timecards are entered or accounted for. Warning: If your PA period matches a GL/AP month end. the period close Run PRC: Update Project Summary Amounts After Resource List Change 5.

Attention: Entering new expenditures or adjusting existing expenditures during the final cost distribution process may cause reconciliation problems. Source Description Inventory Inventory Misc Work Process In Manufacturing Material Costs Inventory Issues and Receipts entered in the Miscellaneous Transactions window in Oracle Inventory Manufacturing Resource Costs 5. RUN THE 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. 6. y y y y y y y PRC: Distribute Labour Costs PRC: Distribute Usage & Miscellaneous Costs PRC: Distribute Expense Report Adjustments PRC: Distribute Supplier Invoice Adjustment Costs PRC: Distribute Borrowed and Lent Amounts PRC: Total Burdened Cost (If using Project Burdening) PRC: Create and Distribute Burdened Transactions (If using Project Burdening) Note: PRC: Distribute Expense Report is now obsolete.Note: the following processes must be completed within Oracle Inventory prior to importing project related inventory transactions: y y Run the Cost Collector Project Cost Transfer Run PRC: Transaction Import. after verifying that all transactions for the period have been accounted for. . The following transaction sources are pre-defined. Access to these activities should be controlled.

7. Attention: You can interface asset lines to Oracle Assets only after you have transferred the underlying expenditure items to General Ledger Note: Ensure that all interface transaction reports and exception reports are completed successfully. For more information refer to Oracle Project Costing User guide. 7. General Ledger and Oracle Assets or revenue to Oracle Receivables before you can change the status of the current PA period to Closed.PRC: Interface Assets This process requires that prior to interfacing. This program has to be run to generate accounting events. RUN THE GENERATE COST ACCOUNTING EVENTS PROGRAM This is a new program in R12. them submit PRC: Submit Interface Streamline Processes with the appropriate streamline parameters to transfer the costs to GL. 1. transfers& posts to GL with the appropriate parameters. or completed more succinctly. Transfer from Projects to GL can be achieved by submitting Create Accounting (PRC: Create Accounting) process from the SRS screen. If you use the Streamline process. This program creates accounting. Journal Import can be submitted from GL to import the costs into GL. If accounting was performed without transferring to GL. all asset lines have been generated. The program to be run is PRC: Generate Cost Accounting Events and PRC: Generate Cross Charge Accounting Events 8. 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. by running the PRC: Generate Assets Lines for a range of projects process. INTERFACE COST TRANSACTIONS TO OTHER APPLICATIONS You must successfully interface all relevant costs to Oracle Payables. . the order of some of the above steps may be changed. Interface CIP Assets to Oracle Assets . 1. which will be later used by SLA. 6A. This process ensures processes and reports are run and completed in the correct order. This program is owned by SLA.

9. 12. Run PRC: Generate Draft Revenue for a Range of Projects for all projects. RUN GENERATION REVENUE ACCOUNTING EVENTS PROCESS Run the program PRC: Generate Revenue Accounting Events to generate events for revenue. Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for the processes do not overlap 11. If it is transferred unposted General Ledger posting program needs to be submitted. GENERATE DRAFT REVENUE FOR ALL PROJECTS After all the cost distributions processes have completed successfully and all supplier invoices have been imported from Oracle Payables. 11. 8.1. run the mass project revenue generation process. These events will be used by Create Accounting process subsequently to generate accounting. 10. 13. Attention: Interface processes have become obsolete. RUN CREATE ACCOUNTING TO PROCESS REVENUE ACCOUNTING EVENTS This program is owned by SLA. 10. The same is achieved by PRC: Create Accounting . If accounting is generated in FINAL mode with Transfer to General Ledger being set as No then run PRC: Transfer Journal Entries to GL with parameters to either post in GL or just to leave it unposted. REVIEW AND RELEASE REVENUE FOR ALL PROJECTS Perform review of the revenue generated and approve the same. This program is used to generate accounting and Transfer to General Ledger based on appropriate parameters. 1.

1. 1. 1. y y y AUD: Cross Charge GL Audit AUD: Missing Timecards EXC: Transaction Exception Details . 15. TRANSFER INVOICES TO ORACLE RECEIVABLES Run PRC: Interface Invoices to Receivables Run PRC: Interface Inter-company 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 1. and that would prevent you from closing the PA period. RUN PERIOD CLOSE EXCEPTION AND TIEBACK REPORTS Run the period close exception reports to identify transactions that have not been fully processed. 14. 17. Run PRC: Generate Inter-company Invoices for a Range of Projects for all projects. This process: y y y Creates inter-company invoices from cross charged transactions previously identified by inter-company billing to be processed for cross charging Deletes unreleased inter-company invoices Creates inter-company credit memos and invoice cancellations. GENERATE INVOICES Run PRC: Generate Invoices to generate Invoices ready for Interfacing to Oracle Receivables. 13.14. 12.

run the reports again until there are no exceptions.Revenue. Budgets by Work Breakdown Structure MGT: Employee Activity Report MGT: Invoice Review MGT: Unbilled Receivables Aging MGT: Agreement Status by Customer 19. Cost. Cost Budgets by Resources (Project Level) MGT: Task . This process ensures processes and reports are run and completed in the correct order. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM PENDING CLOSE TO CLOSED When changing the status to Closed. Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. Review these reports and make all the indicated corrections. the system checks to see if any unprocessed items exist in the period.y y EXC: Transaction Exception Summary PRC: Tieback Invoices from Receivables The tieback process from GL has become obsolete. 16. Some of them have become obsolete. 20. Budgets by Resources MGT: Revenue. This process needs to be performed for each Operating Unit defined. All the streamline options are not available in R12. 18. the order of some of the above steps may be changed. the change of status is not allowed. ADVANCE THE PA REPORTING PERIOD (OPTIONAL) . Review the report generated by Create Accounting/Transfer to GL processes for any errors. 17. RUN FINAL PROJECT COSTING AND REVENUE MANAGEMENT REPORTS Run all of the following project costing management reports: y y y y y y y MGT: Revenue. After the corrections are made. or completed more succinctly. 15. If unprocessed items exist. Cost. Re-run the Period close exception reports to identify the items. Please refer to the user guide. If you use the Streamline process.

change the status of the PA period to Permanently Closed . 19. These reports enable you to drill down from a GL account balance in the trial balance to the individual project related transactions. 18. PERMANENTLY 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. current reporting period. 22. 23. RECONCILE COST DISTRIBUTION LINES WITH GENERAL LEDGER (OPTIONAL) The followng Project Subledger Audit Reports print cost distribution lines related to projects.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. 20. UPDATE PROJECT SUMMARY AMOUNTS To enable users to view the latest data in the Project Status Inquiry Window. 21. The current reporting period does not have to be an open period. advance the PA Reporting Period. Only one period can be designated as the current reporting period for Project Status Inquiry. 21. 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. RESTORE ACCESS TO USER MAINTENANCE ACTIVITIES After the project summary amounts have been updated for the closed. restore access to user maintenance activities. y y y Run AUD: Project Subledger Summary Run AUD: Project Subledger: Detail by Project Run AUD: Project Subledger: Detail by Expenditure Type 24.

Implicit Acceptance Confirm Shipments and optionally. the creation of install base entries for shipments Sales Order Acknowledgments Cancel Backordered Included Items Respond to Workflow Approval Notifications Confirm that invoice interface has been completed Optionally. windows and report queries retrieve open orders only. confirm that service contracts for warranties and extended waranties have been created Close Orders Closing orders that are complete enhances performance. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED y Ensure that all transactions have been entered for the period being closed: y y y y y y y y y y y Enter and book all Orders Schedule Orders Enter and book Return Material Authorisations Run the Generate Pre-billing Acceptance Program for Pre-billing. Orders marked as closed are not selected. 1. Business Requirements Open Sales Orders should be reviewed and where possible appropriate actions should be undertaken to finalise the Order Workflows and close these Sales Orders. . since many programs. increasing system speed and efficiency. 2. Closed orders are excluded from many of the standard reports available in Order Management. Procedures The following steps are taken in performing period-end processing for Oracle Order Management. 1.Warning: Once a period is permanently closed it can never be re-opened Chapter 3 Oracle Order Management This chapter describes the procedures for performing period-end processing in Oracle Order Management Release 12 1. so reporting can be limited only to the active orders.

These processes. if you are using the Order management public API to create orders. Order lines can close independent of each other. they will not be closed by workflow activity Attention: If MOAC is enabled for the Order Management responsibility. respectively. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. perform the above tasks for each of the operating units. ensure that the processes calling the public API is completed. closes the status of the eligible order or lines. Alternatively. no lines can be added or changed. If you are using external order processing systems for data entry of orders. no changes can be made to any fields except the descriptive flexfield. Order Management provides seeded close line and close order workflow subprocesses to close the order header and line. The order header close order process checks at the end of every month to see all the lines associated with are closed. . 2.Close lines and close orders are implemented using workflow. Once an order line is closed. Holds Effect on Eligible Lines The close order and close line workflow activities will close order or lines if only generic holds are present . Use the Error Message window to determine if your data failed to import. ENSURE ALL INTERFACES ARE COMPLETED FOR THE PERIOD (OPTIONAL) Ensure that all interfaces for the current period have been processed: Order Import from External Order Systems. It closes the order header if it finds that all the lines are closed. use the Order Import to update Oracle Order Management from your external systems. when included in the order header or line workflow. Close Order Lines An order line is eligible to close when it completes all of the line-level activities within the workflow process. Attention: Be sure to include the standard sub-processes of close line and close order at the end of all your line and order flows to ensure that your orders and returns close once all prerequisites have been met. for which you can define processing constraints.If orders or lines have activity specific holds present. Once an order is closed. 2.

This report includes all open and closed orders. Internal orders do not go through the Invoice interface/ Autoinvoice process. the following processes need to be completed: y y y y y y Enter and approve all Internal Purchase Requisitions in Oracle Purchasing. Invoice Interface / AutoInvoice. as well as credit memos and credits on account created from returns. If you are using Oracle Purchasing to process Internal Purchase Requisitions. scheduled dates. The Internal Order and Purchasing Requisition Discrepancy Report displays the differences between the purchasing requisition entered and the actual items ordered during order entry. Attention: Order Management does not process Internal Sales Order lines for the Invoice Interface. Then the Order Import process is run from within Order Management to generate the internal sales orders. order numbers. requisition numbers. Run the Internal Order and Purchasing Requisition Discrepancy Report. for Internal Orders. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. items. even if the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type. Use the Error Message window to determine if your data failed to import. 3. for external orders. Attention: This Process is only applicable for Order Workflow Definitions that include the Invoice Interface or Invoice Line processes. Run the Create Internal Sales Orders Process in Oracle Purchasing for all requisitions within the current period. order types.Order Import from Oracle Purchasing. Run Order Import to create Internal Sales Orders from Internal Requisitions. . 3. The Create Internal Sales Orders and Order Import processes can be scheduled to run automatically at specified intervals. The AutoInvoice Process updates Oracle Receivables for invoice and revenue information. and internal requisition and internal sales order hold discrepancies. ship to information. This process will ensure all shipped Sales Order information is transferred to Oracle Receivables when it reaches the appropriate point in the Order Workflow. REVIEW OPEN ORDERS AND CHECK THE WORKFLOW STATUS Use the Sales Orders Workbench window to review open orders using the Advanced Tabbed Region to specify controls such as whether to find closed orders/lines and cancelled orders/lines. Use the Create Internal Sales Orders process to send requisition information from approved. inventory-sourced requisition lines to the Order Management interface tables. order date ranges.

It is automatically sorted by customer. REVIEW DISCOUNTS . invoicing is carried out. The order line status is displayed in the Main tab of the Line Items tabbed region. once the goods are accepted. order line. Orders on Credit Check Hold Report The Orders On Credit Check Hold Report identifies all of the credit holds currently outstanding for a customer within a date range. and order amount for each order line on hold for each customer you select. From the status page. 5. and then order line detail. 4. credit check rule. This report displays the order number. All balances are calculated as they are using the online credit check rule. or identify why a particular order is on hold. currency code. ordered items. This is available through the View Diagram button. order date. 6. In Post-Billing Acceptance. 4. including the factor for shipments and receivables for a certain number of days. 6. The window shows in tabular format all the activities an order header or line has completed and the corresponding results. 5. you can access the Workflow monitor to see the order or line status in a more graphical format. This report is automatically sorted by customer. Outstanding Holds Report The Outstanding Holds Report reviews order holds for the customer or customers you choose.The Sales Orders window displays the order header status in the Main tab of the Order Information tabbed region. REVIEW CUSTOMER ACCEPTANCES (OPTIONAL) In Pre-Billing Customer Acceptance. order number. The Workflow Status option on the Sales Orders window Tools menu launches the workflow status page. Hold Source Activity Report The Hold Source Activity Report reviews holds placed and removed under a hold source during the time period you specify. REVIEW HELD ORDERS Run the following reports to assist with reviewing Sales Orders on hold. This report indicates the date and the type of activity for each hold transaction. the revenue recognition process is deferred and linked to customers accepting the shipped goods. Order Management allows you to perform a credit check on customer orders and automatically places orders on hold that violate your credit checking rules. and order number.

If required process cancellations for items/lines which are no longer required. last shipped date. This report provides details for each order including customer name. total quantity both ordered and backordered.It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies have been followed. which needs to be corrected/completed. and discount information. This report provides order level pricing information. including agreement. Order Discount Summary Report The Order Discount Summary Report reviews discounts applied to orders. 8. all backordered items and their appropriate line numbers. and the monetary amounts ordered. and monetary amounts of both ordered and backordered quantities. including price list price. before completing the Order Management/Receivables period end: Unbooked Orders Report Use this report to review orders entered but not booked. customer name and number. They may indicate incomplete processing. 7. 7. purchase order. shipped and outstanding. salesperson and total order discount. and exceptions corrected. order number. REVIEW BACKORDERS Review backlogs and backorders to ensure that these items are current. This report also includes total amounts for customers and currencies. selling price. Use the following reports: Order Discount Detail Report The Order Discount Detail Report reviews discounts applied to orders by order line detail. order date. and exceptions are clearly identified and reviewed and/or followed up. order type. Backorder Summary Report The Backorder Summary Report lists all unshipped orders. This report includes only open orders in an order cycle that includes Pick Release. or deleted as appropriate. This report provides detailed line pricing information. order type of each order. Backorder Detail Report The Backorder Detail Report reviews all customer orders that have been backordered. These amounts involve totals for shippable items only. Retry Activities in Error . It displays order information such as order number. 8 REVIEW AND CORRECT ORDER EXCEPTIONS The following reports should be reviewed.

When Exception Management encounters this situation. RECONCILE TO ORACLE INVENTORY Run the following reports for reconciliation with Oracle Inventory Backorder Detail Report Review Backorders (Already discussed under section 7. 10. If there are no invoices for a particular order that meets the parameter criteria. return reason. Order Management prints in the report that no invoices exist for that order. CREATE SERVICE CONTRACTS (OPTIONAL) Run the Service Contracts Order Processing Concurrent request to create service contracts for extended warranties. 12. 12. RECONCILE TO ORACLE RECEIVABLES (OPTIONAL) Run the following reports to assist in reconciliation of orders invoiced in the period: Commercial Invoice (for all ship dates within the current AR period) The Commercial Invoice Report lists all confirmed shipped items in a delivery. A variety of parameters can be used to print the invoice information for a specific order or group of orders. Sales Order Workflow Status Report The Sales Order Workflow Status Report enables Order Management users to locate orders that are not progressing through associated workflows as expected. 11. 11. the workflow activity is set to Notified instead of being retried. Order/Invoice Detail Report The Order/Invoice Detail Report reviews detailed invoice information for orders that have invoiced. RUN STANDARD PERIOD END REPORTS .) Returns by Reason Report The Returns by Reason Report reviews all return material authorizations for various return reasons. Shipping Execution prints one commercial invoice per delivery within the trip. Order Management automatically sorts this report by currency. and then item. 10. If only a delivery name is specified when defining the parameters of this report. 9. 9.There are cases when retrying a workflow activity in error will not resolve the problem.

intrabank account transfers. Salespeople can use this report to see their current outstanding orders and their status. The Bank Reconciliation process enables the verification of entries on the Bank Statement by reconciling that information with system transactions in Oracle Payables. and detailed sales credit information for lines in a selected range. such as bank charges and interest. the quantity ordered and the quantity cancelled. order date ranges. Oracle Receivables and Oracle General Ledger. This report shows open orders. Implicit Acceptance. and allows evaluation of the most common cancellation reasons. order numbers. This report provides a summary of each cancelled order. Salesperson Order Summary Report The Salesperson Order Summary Report reviews orders for one or more salespeople. agreements. Procedures The following steps are taken in performing period-end processing for Oracle Cash Management. Cash forecasting is a planning tool that helps anticipate the flow of cash in and out of the enterprise. .The following reports should be run each period: Cancelled Orders Report The Cancelled Orders Report reviews all orders that have been cancelled. Chapter 4 Oracle Cash Management This chapter describes the procedures for performing period-end processing in Oracle Cash Management Release 12. customer or customer number. shipped. 2. This report displays the order and each order line associated with each salesperson. quantity ordered. and who cancelled the order. Business Requirements Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control the cash cycle. bank. and invoiced and their potential commission. the date and reason the order or order line was cancelled. allowing the projection of cash needs and evaluation of the company's liquidity position. order types. This report can be used to report total amounts cancelled in a specified timeframe. cancelled. It provides comprehensive bank reconciliation. bank branches & internal bank accounts setup. line number and item. customer name. The report displays all open and closed orders for a salesperson. line type. cash pooling and flexible cash forecasting. During the Bank Reconciliation process miscellaneous transactions can be created for bank-originated entries. 1. or review cancellations by customers. Customer Acceptance Report Generate Pre-billing Acceptance Program for Pre-billing. review cancellations by salesperson. including order number.

1. you can use the Bank Statement Cashflow Creation program to create system transactions (cash flows) to match banking inform. you can automatically generate system transactions to match banking information once the bank posts the sweeps. 4. 5. which can be accounted for and subsequently reconciled. Bank statements can be either manually entered or loaded electronically from information received directly from your bank. run the Bank Statement Creation concurrent program. and send payment instructions to the bank. validate them. The program will scan the bank statement for sweep lines and. 5. which can be accounted for and subsequently reconciled.1. 2. including bank account information. For organizations with high transaction volumes Bank Statements should be loaded and reconciled on a daily basis. Once the bank statements are imported. the information must be reconciled with the subledger transactions. LOAD BANK STATEMENTS Detailed information from each bank statement. run the Sweep Transaction Generation concurrent program. based on the cash pool setup in the system. RECONCILE BANK STATEMENTS Once detailed bank statement information has been entered into Cash Management. 3. Refer to: Entering Bank Statements Manually and Loading Bank Statement Open Interface 3. if necessary. deposits received by the bank. create sweep transactions between your internal bank accounts. COMPLETE DAILY CASH MANAGEMENT ACTIVITIES Complete bank account transfers for the day. 2. Once the bank statements are imported. and create cashflows. as defined in the Bank Statement Cashflow Mapping. and checks cleared needs to be entered to Cash Management. . The program will scan the bank statement for specific codes. GENERATE SWEEP TRANSACTIONS If you have target balance or zero balance accounts (ZBA) with your banks. 4. CREATE BANK STATEMENT CASHFLOWS If you have recurring items such as bank fees and interest appear on your bank statement.

The manual reconciliation method can also be used to reconcile any bank statement details. . 7.COMPLETE BANK TRANSFERS Complete the bank account transfer whether it is manual or automatic and record the validation if required before completing the transfer. This report shows import and reconciliation errors that occurred when running the Auto-Reconciliation program. reviewing the reconciliation results is recommended. REVIEW AUTO-RECONCILIATION EXECUTION REPORT Once the reconciliation process has been completed. or your reconciliation exceptions found during the automatic reconciliation process. which prevented the automatic loading of your bank statement. Note: The automatic reconciliation process can be set up to create miscellaneous transactions automatically. such as bank charges and errors can be created.Cash Management provides two methods to undertake reconciliations: Automatic . (Refer Reconciling Bank Statements Manually) 6. This method is ideally suited for bank accounts.This method requires a manual match of bank statement details with subledger transactions. 6. Attention: If you create transactions during the reconciliation process you will need to re-run Create Accounting routine from Oracle Receivables to ensure all information is transferred to the General Ledger 7. You may also request it as needed from the Submit Request window. which have high volumes of transactions. 6A. which have a small volume of monthly transactions. Cash Management automatically produces this report during the automatic reconciliation process. This report includes either statement import errors.Bank statement details are automatically matched and reconciled with subledger transactions. which couldn't be reconciled automatically. 8. (Refer Reconciling Bank Statements Automatically) Manual . CREATE MISCELLANEOUS TRANSACTIONS During the reconciliation process miscellaneous transactions for bank-originated entries. Oracle Payables payments or Oracle Receivables receipts can also be manually created. The method is ideally suited to reconciling bank accounts.

including bank statement header information. 11. RUN BANK STATEMENT DETAIL REPORT This report shows statement and transaction information for a specific bank account statement. Detailed information includes the Customer. POST TO GENERAL LEDGER . 11. 12. It lists detailed transaction information for your Available Receipts. over-reconciled and underreconciled. This report only lists void payments if the Show Void Payments option on the Systems Parameters window is checked. reconciled. un-reconciled. and the statement totals for each type of transaction. statement line detail. 10. This report lists any un-reconciled transactions separately with their current status. Transaction Date. including the amount entered. and Amount. 10. and reconciled transaction detail. This report groups transactions by status so that void or reversed transactions are separate from regular transactions. Supplier or Batch Name. Available Payment. 9. 12. Currency. RESOLVE UN-RECONCILED STATEMENT LINES Resolve the un-reconciled statement lines by manually reconciling the Statement lines to the available transactions. Transaction Number. 9.This report lists the details of any miscellaneous transactions that were created in Receivables during the automatic reconciliation process. 13. RESOLVE EXCEPTIONS ON THE AUTO-RECONCILIATION EXECUTION REPORT Resolve the exceptions on the Auto-Reconciliation Execution report by either re-running the import process or by manually reconciling the exceptions. 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. and gives you the option to only select un-reconciled statement lines. Payment Method. 8. RUN TRANSACTIONS AVAILABLE FOR RECONCILIATION REPORT This report shows all transactions available for reconciliation for a specific bank account.

14. 1. optionally. If you do not transfer the journals to General Ledger immediately. Warning: To ensure that this report is accurate.Create journal entries for eligible accounting events generated by Bank Account Transfers and Bank Statement Cash Flows by submitting "Create Accounting" concurrent program. 1. you can later submit the "Transfer Journal Entries to GL" concurrent program. 13. 1. as well as bank errors. It also lists a separate adjustment amount for un-reconciled receipts. Important. Final journal entries cannot be further modified in Cash Management. 14. Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your General Ledger. Such journals cannot be transferred or posted to General Ledger. RUN THE GL RECONCILIATION REPORT Use this report to reconcile the General Ledger cash account to a bank statement balance. 16. In addition to creating final accounting entries. This report lists a balance and an adjusted balance for the bank statement. Post journals in General Ledger. you must first perform these tasks: y y Reconcile all statements in Cash Management. and journal entries. transfers and posts journal entries to General Ledger. if transfer from sub-ledgers was not in FINAL POST mode. payments. 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. Please make sure you are satisfied with the draft journal entries before creating final accounting. The program creates and. the program can be run in a draft mode. 1. in which case draft journal entries will be created. .

16. 18. Chapter 5 Oracle Payables This chapter describes the procedures for performing period-end processing in Oracle Payables Release 12. The posting level for Oracle Payables must be determined. To prevent invalid journal entries to the General Ledger Cash Account enable security rules appropriately. 15.Ensure that only bank account related transactions have been posted to this account by checking the Source of the transactions. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. relating to the physical data storage volume. The following steps are taken in performing period-end processing for Oracle Payables. 2. there may be technical constraints involved. Valid sources will include Payables and Receivables. Procedures . when planning period-end procedures. 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. Business Requirements Accounts payable activity must be reconciled for the accounting period that is to be closed. Subledger Accounting can contain all of the detailed subledger accounting level analysis. In Release 12 the detailed level of posting can be controlled by GL summarize options and also at SLA journal line type level. 1. Where detail level accounting transactions are required to be posted to the general ledger using sub-ledger accounting (hereafter referred to as SLA). Valid sources will include Payables and Receivables. 17. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. which were highlighted during the review of the Account Analysis Report. and posting and report processing speed degradation caused by the sheer volume of posted transactions. CORRECT ANY INVALID ENTRIES TO THE GENERAL LEDGER CASH ACCOUNT (OPTIONAL) Reverse or amend any journals incorrectly posted to the General Ledger Cash Account. so that the General Ledger can remain thin and Subledger Accounting online inquiry and BI Publisher reports can be utilized to report and analyze balances and their transactions.

through one OU at a time. 2. Completing all transactions for Oracle Payables: 1. When you attempt to update the period status to Closed in one operating unit.1. The report details all . 4. RUN THE PAYABLES APPROVAL PROCESS FOR ALL INVOICES The Payables Approval process is run to try to approve all unapproved invoices and invoice lines in the system. the system checks for unposted transactions in all operating units within the ledger. the system asks you to resolve the un-posted transactions for those operating units before it allows you to close the period for the ledger. All of the operating units that share a Ledger also share the same period statuses. or you are using Internet Expenses or Xpense Xpress. 2. If Multi-org Access Control is being implemented. that period is opened for all operating units within the ledger. 5. 3. ensure you have imported all transactions. If there are unposted transactions in any of the operating units. One consideration for Accounts Payable where there are multiple operating units within the same ledger is that all operating units must be ready to close at the same time. 1. 2. 3. REVIEW AND RESOLVE AMOUNTS TO POST TO THE GENERAL LEDGER a. 3. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED Ensure that all transactions have been entered for the period being closed. and reviewed all audit trails for completeness. When you update the period statuses to Open in one operating unit. period closing can be performed across OU s from a single responsibility. Complete Complete Complete Complete Complete Invoicing and Credits Prepayments Expense Reports Invoice Import Payments If you import transactions from an external system. so that they can be paid by Oracle Payments and posted to the General Ledger. Review the Invoice on Hold Report This report enables review of any holds currently applied to invoices that would prevent the payment and/or posting of these invoices.

Note that this report does not include invoices that have no distributions. Data is then sorted by accounting date. and voucher number. By altering the parameters the report also lists those transactions. event type. Accounts Payable sorts the report by transaction type (invoice or payment). c. Confirm all Payment Instructions Run the Payment Instruction Register for the period that is to be closed. Using the report parameters. which are yet to be posted but have been accounted SLA groups the report by ledger. The report also lists in detail transactions that have been accounted with error and all entries that could not be transferred to the general ledger. and transaction number. document number. you can produce a detailed or summary listing of the accounting information you want to review. Review the Journal Entries Report This report enables review and analysis of accounting entries in the Payables subledger. This can also be submitted from the SRS screen. Check the status of the Payment Process Request/Payments/Payment instructions to ensure that all payments have been processed. review the details and make necessary changes. you may arrange a payment for as many due invoices as possible. Review the Unaccounted Transactions Report This report enables review of all unaccounted invoice and payment transactions and a view of the reason that Payables cannot account for a transaction. and event class. d. supplier. exception. Actual payments can be compared against this register to verify that Oracle Payables/Oracle Payments has recorded payments correctly.invoices for which Oracle Payables cannot select for posting and therefore cannot create journal entries. category. and re-run the Payables Approval process to approve these invoices. transaction currency. in ascending order. Where possible resolve any identified holds. This report is automatically submitted when payment instructions are being created. Run this report after you have run the Create Accounting Process. The Payment Instruction Register lists each payment created for a payment process profile or for a manual payment. You can then correct the problems and resubmit the accounting process. Use Oracle Payments to confirm any payment instructions. source. . including setup and overflow payment documents. The report will then show only transactions that had problems that prevented accounting. or finalize any outstanding payments. This report is owned by SLA. e. Optionally Run a Month End Payment Process Request By running a month end payment process request. which will prevent posting to the General Ledger. The report lists each payment in a payment process request. b. as accounted by SLA. ledger currency. When a transaction is accounted with errors. by payment number. which have been posted in General Ledger and those. supplier name.

in General Ledger. and posted. When accounting mode is Final and transfer to GL set to No then Payables Transfer To General Ledger needs to be run from the Standard report submission (SRS) window. TRANSFER ALL APPROVED INVOICES AND PAYMENTS TO THE GENERAL LEDGER Release 12 provides 3 modes of accounting: Final. Final Post and Draft. 4. Therefore it is necessary to subtract the Discounts Taken from the Posted Payment Register report total and then compare this calculated amount to the total displayed on the Payments Register Report. The journal entries are posted in Oracle General Ledger to update account balances.Attention: Oracle Payables prevents the closing of a period in which all payments have not been confirmed. 5. The transactions that have been accounted in the Final Mode can have been transferred to GL or can still be within the subledger based on the parameter Transfer to General Ledger (either 'Yes or 'No') in the Create Accounting program. Warning: The report total only shows the net ( less discounts) payment amount. The transactions in Draft accounting mode can be included on accounting reports but cannot be transferred to General Ledger. Optionally Run the Payments Register The Payment Register details payments printed in a particular accounting period. If only verifying report totals. f. debit the expense or other account entered on an invoice distribution line. A draft entry does not update balances and does not reserve funds. including discounts. and credit the liability account nominated on the . whereas the Posted Payment Register total is the total payment amount. these two reports would not balance. 4. RECONCILE PAYMENTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD Refer to Chapter 9 Period-End Procedures for Oracle Cash Management 5. The transactions that have been accounted in Final Post have already been transferred to. SLA creates detail or summary journal entries for all eligible events when you post. Invoice journal entries. The report can be used to review payment activity for each bank account used during the specified time period.

Transfer to General Ledger was Yes and Post in GL was set to No . a listing of accounting entries created by the accounting process. the current accounting period. 7.invoice. The report lists each Accounts Payable Liability Accounting Flexfield and the invoices posted to the account. 6. debit the liability account and credit the cash account of the bank account used to pay and invoice. The exception report lists in detail all accounting entries that were created with an error status and a description of that error. b. The audit report provides. for the period that is to be closed. Payables Accounting Process Report Use this report to review accounting entries created by the Create Accounting Process. The Accounting Entries Exception Report is generated only when the accounting process encounters accounting entries that fail validation. Payment journal entries. The Posted Payments Register This report is used to review the payments posted to Oracle General Ledger during a particular accounting period. from Oracle Payables. creating journal entries for these invoice and payment transactions. The Posted Invoices Register This report is used to review invoices for which information has been posted to Oracle General Ledger to create journal entries. Attention: The generated journal batch needs to be posted from within Oracle General Ledger if the mode of accounting was Final . Posting is determined by the parameter Post in GL which is set during Create Accounting. c. The Create Accounting process transfers data to the General Ledger tables.e. a. The report has two sections: Accounting Entries Audit Report. in detail or summary. unless you have modified the SLA rules to create alternative accounting entries to address your specific business needs. The following reports can optionally be run to review the invoices and payments that were posted to Oracle General Ledger. 6. i. and can be used to review the payment activity for each bank account used during that period. SUBMIT THE UNACCOUNTED TRANSACTIONS SWEEP PROGRAM . The journal batch will be automatically posted in General Ledger if the mode of accounting was FINAL and Post in GL was set to Yes . 7. Accounting Entries Exception Report. and can be used to verify that the total invoice amount equals the total invoice distribution amount. REVIEW THE PAYABLES TO GENERAL LEDGER POSTING PROCESS AFTER COMPLETION.

When you submit the Unaccounted Transactions Sweep Program. 10. 9. The program transfers unaccounted transactions to the period you specify by updating the GL dates to the first day of the new period. Submit the program to change invoice distribution GL dates to the first day of the next open period so you can close the current period. you have invoices for which you cannot resolve holds before the close. If you submit the report in preliminary sweep mode the Unaccounted Transactions Sweep Review report shows which transactions will be re-dated if you submit the Unaccounted Transactions Sweep Program. Because you cannot close a Payables period that has unaccounted transactions in it. In the Control Payables Periods window if you try to close a period and unaccounted transactions exist. and your accounting practices allow you to change invoice distribution GL dates. You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows: For the application associated with the responsibility For all applications in the General Ledger responsibility 9. Oracle Payables automatically produces the Unaccounted Transactions Sweep Report to identify transactions that were re-dated and identify any transactions that need updating. RECONCILE ORACLE PAYABLES ACTIVITY FOR THE PERIOD . 8. then Payables opens a window. This process automatically submits the Subledger Period Close Exceptions Report .The Unaccounted Transactions Sweep Program transfers unaccounted transactions from one accounting period to another. From the window you can submit the Unaccounted Transactions Sweep Program or you can submit a report to review accounting transactions that would be swept by the program. For example. ACCRUE UNINVOICED RECEIPTS (Refer to Chapter 2 Period-End Procedures for Oracle Purchasing) 10. 8. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries. You can then close the current accounting period in Oracle Payables. you might want to use this program to change the accounting date of the transactions to the next open period. To create successful accounting entries for accounted transactions with error. if your accounting practices permit it. CLOSE THE CURRENT ORACLE PAYABLES PERIOD Close the accounting period by using the Control Payables Periods window to set the Period Status to Closed. correct any accounting errors and resubmit the Create Accounting Process. or accounted transactions with error. The Unaccounted Transactions Sweep Program will not roll forward accounted transactions. The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation.

for a specific accounting period. you can use the Account Analysis report and the General Ledger reports to determine what journals are being posted to that account. all unpaid and partially paid invoices for which Oracle Payables created journal entries (i.Invoice journals must be posted in general ledger to appear on this report. These invoices represent the outstanding accounts payable liability for the organization. Run the Accounts Payable Trial Balance Report This report is used to facilitate reconciliation of the total accounts payable liabilities in Oracle Payables. This report lists. Also. Payables Posted Payment Register . which is based on a Subledger Accounting extract and enables you to identify the open Accounts Payable transactions that make up each Accounts Payable balance. journal entries should be posted for the invoice and payment activity for the period. For reconciliation of Oracle Payables and Oracle General Ledger when posting is only performed at period end. prior to running the report. the following reconciliation method can be used: Use the following reports to reconcile your transferred invoices and payments to your Accounts Payable Trial Balance to ensure that your Trial Balance accurately reflects your accounts payable liability: Accounts Payable Trial Balance (for last day of prior period) Payables Posted Invoice Register . Accounts Payables Trial Balance (for last day of current period) . by vendor. Attention: Typical AP/GL Reconciliation Example 31 March Accounts Payables Trial Balance Report + April Payables Posted Invoice Register April Payables Posted Payment Register . be sure to post the transactions in the general ledger. Before running your reports.a.This balancing process will help you ensure that all liabilities recorded in Payables are reflected in the general ledger AP liability accounts. with the Oracle General Ledger Creditors Control Account. The Accounts Payable Trial Balance Report is a BI Publisher report. run the Transfer Journal Entries to GL Program for all transactions in the period that you are reconciling. posted invoices). If the balance reported by the accounts payables trial balance does not equal the balance in the AP liability account.Payment journals must be posted in general ledger to appear on this report.e. To obtain the most up-to-date trial balance for a given period.30 April Accounts Payables Trial Balance Report =0 st th . and sub-totals.

b. third party. Submit and review Account Analysis Report The Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods. Note: A comparison between the accounts in payables with the accounts in GL might not match as SLA has the ability to override the accounting. and third party site Third party and third party site information User transaction identifiers for the associated event The balances in this report can be compared with the General Ledger balances for the same control accounts to reconcile. Note: To avoid duplication with subledger journal entries. For more information refer to SLA Implementation Guide .Attention: When posting to the General Ledger is performed multiple times throughout each accounting period. Review this report and compare it with Third Party Balances report. 11. It retrieves the following information: Third party balances for third party control accounts Subledger journal entry lines that add up to the total period activity for each control account. thePosted Invoices Register and Posted Payments Register reports must be run after each posting run. General Ledger journal entries imported from Subledger Accounting are not included in the report. It only includes journal entries transferred to and posted to General Ledger. Run Third Party Balances Report This report is used to display balance and account activity information for Suppliers and Customers. c. This report is owned by SLA. for reconciliation of Oracle Payables liabilities with Oracle General Ledger s Creditor Control. 11. RUN MASS ADDITIONS TRANSFER TO ORACLE ASSETS .

After you create mass additions. 12. The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. OPEN THE NEXT ORACLE PAYABLES PERIOD Open the next accounting period by using the Control Payables Periods window to set the Period Status to Open. The following tax registers are available: Deferred Output Tax Register . including withholding tax. you should consider running the Mass Additions Create process on a more regular basis. You can use the available reporting tools. 13. Withholding tax is handled by Payables whereas other tax requirements are handled by eBTax. The tax extract copies the accounting information from each application and stores it in an interface table. and confirmed all invoice holds. which is required to be reported to the relevant Tax Authority. Suggestion: If the volume of transactions in Accounts Payable requiring Assets update is large. 1. and carry forwards. Payables sends the invoice distribution amount in the converted functional currency. For foreign currency assets. 13. RUN REPORTS FOR TAX REPORTING PURPOSES (OPTIONAL) A variety of standard reports can be used to provide tax information. or XML Publisher to specify which fields of the Tax Reporting Ledger to include and to print the report in a format that meets your needs. including RXi. you can review them in the Prepare Mass Additions window in Oracle Assets. any additional invoicing will become part of the next periods invoice and asset processing period. submit the Mass Additions Create program to transfer capital invoice line distributions from Oracle Payables to Oracle Assets. Output from the tax extract is designed to look as close to a simple tax report as possible. It is recommended to do a final Mass Additions Create after the period close to ensure that all Payables invoices are included in the correct period and 2.After you have completed all Payables transaction entry. The mass addition line appears in Oracle Assets with the functional currency amount. 12. Oracle Reports.

Number of invoice distributions. Payables further breaks down each category into basic items. Payables generates reports you can use to review Payables transaction activity. The Key Indicators Report generates the following two reports: a. The number of invoices divided by the number of distributions. as well as average values. The Key Indicators Report provides current activity indicators that compare current period activity with prior period activity in three major areas: suppliers. invoices. payments and matching holds in your Payables system. c. RUN THE KEY INDICATORS REPORT (OPTIONAL) This report enables review of the Accounts Payables department s productivity. When you submit the Key Indicators Report. This statistical information can be useful for cash flow analysis and forecasting purposes. and review the current number of suppliers. and payments. The report provides the number of transactions for each indicator (such as number of automatic payments printed during a period) and amount values where applicable to the Key Indicator (such as total value of automatic payments written during a period). the Key Indicators State-of-the-System Report includes: Suppliers: Number of suppliers. The Key Indicators State of the System Report The Key Indicators State-of-the-System Report provides a period-end view of Oracle Payables. and updates. Oracle Payables produces this report only if you choose Yes for the Include Invoice Detail parameter. when combined with similar information from Oracle Accounts Receivables. Number of supplier sites. The Key Indicators Current Activity Report Use the Key Indicators Report to review your accounts payable department's productivity.Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers The following summary levels are available within each Tax Register: Transaction Header Transaction Line Accounting Line 0. Average sites per supplier. For example. Average lines per invoice. Key Indicators Invoice Activity Report Report that compares the invoice activity for each of your accounts payable processors during the period you specify and the previous period. b. . 14. Invoices: Number of invoices. exception items. The number of sites divided by the number of suppliers. invoices.

Scheduled payments. purchase orders. Number of scheduled payments based on payment terms and manual adjustments in the Scheduled Payments tab. Oracle Receivables provides a comprehensive set of reports to facilitate reconciliation of outstanding customer balances. and related records such as invoice payments and purchase receipts. and creation . PURGE TRANSACTIONS (OPTIONAL) You can delete Oracle Payables or Oracle Purchasing records that you no longer need to access on-line to free up space in your database. Matching holds: Matching holds. receipts. Business Requirements Oracle Receivables requires periodic internal reconciliation of the transactions entered into the Accounts Receivables system. transactions. Chapter 6 Oracle Receivables This chapter describes the procedures for performing period-end processing in Oracle Receivables Release 12. Average matching holds per invoice on matching hold. The number of matching holds in Payables. A payment document can pay multiple invoices. 15. You can purge invoices. However. the system maintains summary information of deleted records to prevent you from entering duplicate invoices or purchase orders. Posting to the General Ledger allows extraction of details from Oracle Receivables. and the record will no longer appear on standard reports. 15. Average invoices per payment. Invoice payments. The number of payment documents divided by the number of invoice payments. and accounts balances. Suggestion: You should create a special responsibility for purging information from Oracle Payables and Oracle Purchasing and assign this responsibility only to the person responsible for purging information from your database. The number of matching holds divided by the number of invoices on matching hold. 15. Payments: Number of payments (both manual and computer generated) created and recorded in Payables. Warning: After a record is purged. suppliers. Number of invoice payments made by Payables. The number of invoices divided by the number of scheduled payments. it can no longer be queried. The application provides the functionality to enable reconciliation of your sub-ledger before posting to the general ledger. Average payments per invoice.

of journal entries in the General Ledger. After posting to the General Ledger, it is possible to reconcile Oracle Receivables with the General Ledger by verifying that all the correct journal entries were made.

16. Procedures
The following steps are taken in performing period-end processing for Oracle Receivables.
0. 1.

COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED

Ensure that all transactions have been entered for the period being closed. Completing all transactions for Oracle Receivables:
1. 1. 1. 1. 1. 1. 1. 1. 1. 1.

Complete Invoicing, Credits and Adjustments

Complete Receipts and Reversals

Complete Invoice and Customer Import

Complete LockBox Processing

Run the revenue recognition program (Optional) If you import transactions from an external system or Oracle Projects ensure you have imported all transactions and master files, and reviewed all audit trails for completeness
0. 2.

RECONCILE TRANSACTION ACTIVITY FOR THE PERIOD

Reconcile the transaction activity in Oracle Receivables before posting to the General Ledger using SLA. This reconciliation process checks that Oracle Receivables transactions are balanced, ensuring that all items eligible for posting are reflected on the Sales Journal. Run the following reports for the same accounting period date range: a. The Transaction Register

This report details all the transactions (i.e. invoices, debit memos, credit memos, deposits, guarantees and chargeback) entered with a GL date between the period start and period end dates specified for the period being reconciled. This report shows transactions entered and completed. b. The Sales Journal By Customer Report and the Sales Journal By GL Account Report This report enables review of all transactions for the specified period. The summary totals for the sales journal are by Posting Status, Company, and Transaction Currency. This report details, by account type (i.e. receivables, revenue, freight, tax), the general ledger distributions for posted and/or un-posted invoices for the specified period. The total on the Sales Journal by GL Account should equal the total of items eligible for posting as listed on the Transaction Register. If any discrepancies are evident, research the customer balances to find out which balance does not tally, using the Sales Journal by Customer report. By using the following formula, ensure that the Transaction Register matches the Sales Journal: Transaction Register (Items eligible for posting) + 2 * Credit Memo Total = Sales Journal (Debits plus Credits) E.g. $100 + (2 * $20) = Debits $120 + Credits $20 ($120 Debits - $20 Credits) Attention: The Transaction Register total for any credits must be adjusted, as they are negative on the Transaction Register and positive on the Sales Journal.

Attention: Ensure that the monthly transaction total is accurate and that no distribution issues exist. c. Review the Journal Entries Report This report enables review and analysis of accounting entries in the Receivables subledger, as accounted by SLA. Using the report parameters, you can produce a detailed or summary listing of the accounting information you want to review. This report is owned by SLA. The report also lists in details transactions that have been accounted with error and all entries that could not be transferred to the general ledger. When a transaction is accounted with errors, review the details and make necessary changes. By altering the parameters the report also lists those transactions, which have been posted in General Ledger and those, which are yet to be posted but have been accounted SLA groups the report by ledger, ledger currency, source, category, and event class. Data is then sorted by accounting date, event type, supplier name, document number, and voucher number.

Note: To avoid duplication with subledger journal entries, General Ledger journal entries imported from Subledger Accounting are not included in the report d. Review the AR to GL Reconciliation Report: The AR to GL Reconciliation report compares the account balances in Oracle Receivables to those in Oracle General Ledger, and highlights journal sources where discrepancies might exist. This report simplifies the reconciliation process by comparing Receivables and General Ledger account balances in a single place. Run the AR to GL Reconciliation report:
1. 1. 1. 1.

After the Create Accounting program in Receivables has completed, and

You have reviewed the Unposted Items report to confirm that all journal entries have posted, and

1. 1.

You have used the posting execution reports to confirm that the journal entries exported from Receivables match those posted in General Ledger. This report will show a difference between Receivables and GL account balances only if items did not successfully post to GL accounts. The Difference column indicates that the activity in Receivables compares to the journal source of Receivables in the G.L. If the actual balance of a specific account is different in Receivables than in the general ledger, then the following columns highlights the type of journals that affect the account balances: GL Source Manual: Manual journal entries made in the General Ledger. GL Subledgers Not AR: Journal entries posted to the General Ledger from other subledgers, such as Oracle Payables or a legacy feeder system. Unposted in GL: Unposted journals in the general ledger. During the internal reconciliation process, use the AR Reconciliation report to confirm that your transactional and accounting data match. Even if the data matches, however, the journals could still post to incorrect GL accounts. The Potential Reconciling Items report addresses this issue by suggesting journal items that might potentially post to GL accounts with unexpected account types, thus creating reconciliation issues in Oracle General Ledger. Attention: Where there are multiple operating units within the same ledger all operating units must be ready to close at the same time. All of the operating units that share a ledger also share the same period statuses. When you update the period statuses to Open in one operating unit, that period is opened for all operating units within the ledger.

4.0. RECONCILE OUTSTANDING CUSTOMER BALANCES Reconcile the outstanding customer balances at the beginning of a specified period with the ending balance for the same period.Unapplied Receipts The following list represents the various components that affect a customer s balance and the reports. which are. 1. 3. not open to Receivables and therefore do not show up in the aging reports.Invoice Exceptions Applied Receipts . known as the Roll Forward Formula: Period-End Balance = Outstanding Balance at Start of Period + Transactions + Adjustments . which can be run and reviewed to reconcile these components: Component Beginning Balance Transactions Report Aging reports Transaction Register Adjustments Exceptions Adjustment Register Invoice Exceptions Report Applied Receipts Unapplied Receipts Applied Receipts Register (Identify payments received from customers) Unapplied and Unresolved Receipts Register (Identify payments received from customers) Ending Balance Aging report (As of the last day of the accounting period) Attention: You can use the Invoice Exceptions Report to adjust the Transaction Register for any transactions. using the following formula. REVIEW THE UNAPPLIED RECEIPTS REGISTER .

This report includes both cash and miscellaneous receipts. Bug 7589198: Receipt Register does not match Receipt journal still in progress. for transfer to the General Ledger. 5. Using the receipt number. you can review the detailed information on the Receipts Journal Report. You can use this report to determine how much your customer owes after taking into account all on-account and unapplied amounts. Unfortunately currently (January 2009) this is not always the case. Attention: Normally the total of the Receipts Journal report should equal the total of all the receipts in the Receipt Register for the same GL date range. Both reports display invoice related receipts and miscellaneous receipts. and unapplied amount. payment method. RECONCILE RECEIPTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD (Refer to Chapter 9 Period-End Procedures for Oracle Cash Management) Attention: The Create Accounting process must be re-run for any miscellaneous accounting entries generated from the bank reconciliation.Use the Unapplied Receipts Register to review detailed information about your customers onaccount and unapplied payments for the date range that you specify. If any of the Receipts listed can now be applied to outstanding transactions. 3. batch name. Bug 7423482: Receipt Register and Receipt Journal do not show on-account activity deemed functionality. TheJournal Entry Report shows the receipt numbers that contribute to a particular GL account. 6. This program is owned by SLA and can be run both from the transactions screen and also from the . Receivables displays information about your on-account or unapplied payment such as GL date. payment number. 2. Receipt Register Use this report to review a list of receipts for a specified date range. then perform this action by re-querying the receipts and following the normal application procedure. RECONCILE RECEIPTS Ensure that Oracle Receivables receipts balance by running the following reports: Receipts Journal Report This report displays details of receipts that appear in the Journal Entry Report. batch source. See the following Metalink bugs and enhancement requests for more details: Note 393682.1: Unable to Reconcile Receipt Register to Receipt Journal Enhancement 5567693 is still pending. onaccount amount. payment date.

The posting process for Oracle Receivables involves a single step: Create Accounting: This request-owned by SLA can be submitted from the tr1ansactions screen or even from the SRS screen. it is possible to perform external reconciliation during and after the posting process. Account balances for transactions and receipts can be reconciled by generating the Sales Journal by GL Account Report. transactions in error etc. When running any Oracle Receivables reports that display accounting involving transactions that have been posted to GL. POST TO THE GENERAL LEDGER Prior to posting to the general ledger. 5. the Receipts Journal Report (in transaction mode) and the Journal Entries Report for posted items. After internally reconciling the transactions and receipts using these two reports. 4. the following statements apply: . RECONCILE THE GENERAL LEDGER TRANSFER PROCESS The Create Accounting program produces the Subledger Accounting Program report that shows you the subledger journal entries created for successful accounting events. Once transactions and receipts have been transferred to the GL tables. Create Accounting will generate a report which details the transferred transactions. If create accounting is submitted in the Final mode without transferring it to GL.SRS screen. the Receipts Journal Report and Sales Journal display the transactions that would be posted to the General Ledger (providing the posting process was run for the same GL date range). The account totals in the Sales and Receipt journals should match the corresponding account balances in the Journal Entries Report. Use the same General Ledger date ranges for the Journal Entries report and the Create Accounting program. the entries will have to be transferred separately. The accounting is done at the ledger level and the program has the ability to transfer and import into General Ledger based on the parameters specified. 8. Attention: The Detail by Account version of the Journal Entries Report may be the most useful for reconciliation in this case. 7. Oracle Receivables regards these items as having been posted within the sub-ledger. Compare this report to the Journal Entries report (run in Posted status mode) and verify that they match.

7. PRINT INVOICES Once you are satisfied that customer balances are reconciled. 8. Journal Import produces an execution report detailing the total debits and credits for the journals created by the import process These totals must match the totals on Subledger Accounting Program report. 6. 11. 10. RECONCILE THE JOURNAL IMPORT PROCESS Create Accounting program submits journal import automatically.If SLA final accounting lines exist. then AR distribution accounting is displayed. CLOSE THE CURRENT ORACLE RECEIVABLES PERIOD Close the current period in Oracle Receivables using the Open/Close Accounting Periods window. 9. For more information on the setup of balance forward billing refer to Oracle Receivables Implementation Guide Or Oracle Receivables User Guide 12. then the Journal Import produces an execution report that shows you the total debits and credits for the journals it created.(180 Char). Note: Balance Forward Billing replaces consolidated billing invoices (CBI) feature of 11i. If SLA accounting lines do not exist. . ensure all the invoices generated during the month have been printed and issued. These totals should match the totals on the Journals . then SLA accounting is displayed. then ensure that the consolidated (BFB) invoices have been generated for the current period. A draft entry does not update balances and does not reserve funds. When the Create Accounting Program is submitted with the posting mode as Final Post . These totals should match with the totals on the journals. If Balance Forward Billing functionality is used.(180 Char) report totals (Select posting status as Posted ) When the Create Accounting Program is submitted with the posting mode as Final then journal import process produces an execution report that shows you the total debits and credits for the journals it created.report (Select posting status Unposted while executing the program) Draft method is used to create accounting to determine the accounting impact of their entries Draft entries can be included on accounting reports but cannot be transferred to General Ledger.

 1. 1. You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows: 1. third party. 0. REVIEW THE UNPOSTED ITEMS REPORT . For the application associated with the responsibility  For all applications in the General Ledger responsibility 13. 12. 15. THIRD PARTY BALANCES REPORT Run Third Party Balances Report from the SRS screen This report is used to display balance and account activity information for Suppliers and Customers. 13. for the transactions. run the Journals (180 Char) with a Posting Status of Posted from the Oracle General Ledger. It retrieves the following information: Third party balances for third party control accounts Subledger journal entry lines that add up to the total period activity for each control account. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries. and third party site Third party and third party site information User transaction identifiers for the associated event The balances in this report can be compared with the General Ledger balances for the same control accounts to reconcile. REVIEW THE SUBLEDGER PERIOD CLOSE EXCEPTIONS REPORT: The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation. RECONCILE POSTED JOURNAL ENTRIES After running the GL posting process in Oracle General Ledger. 14. which were transferred in FINAL mode and with Post in GL being set to NO.9. and verify that the grand totals from this report match the Journal Import Execution Report.

or XML Publisher to specify which fields of the Tax Reporting Ledger to include and to print the report in a format that meets your needs. Review this report and compare it with Third Party balances report. It only includes journal entries transferred to and posted to General Ledger. 4. This report is owned by SLA.Oracle Receivables prints the Unposted Items Report for all items that are not posted for the specified GL date range. This report should not generate any output if all Receivables transactions have been successfully posted to General Ledger. 16. General Ledger journal entries imported from Subledger Accounting are not included in the report. Note: To avoid duplication with subledger journal entries. 2. which is required to be reported to the relevant Tax Authority. REVIEW ACCOUNT ANALYSIS REPORT The Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods. The output will consist of all items not posted in GL for the specified GL date range. Run the request from the Submit Requests window. then re-open both appropriate Receivables and General Ledger Periods and initiate another posting. . including withholding tax. including RXi. The tax extract copies the accounting information from each application and stores it in an interface table. submit with a GL date range for at least the current financial year. RUN REPORTS FOR TAX REPORTING PURPOSES-EBTAX (OPTIONAL) A variety of standard reports can be used to provide tax information. If there are any items not posted for the current or prior periods. Oracle Reports. 3. Using the Submit Requests window to generate this report. You can use the available reporting tools. Output from the tax extract is designed to look as close to a simple tax report as possible. The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. 18. OPEN THE NEXT ORACLE RECEIVABLES PERIOD Open the next period in the Oracle Receivables using the Open/Close Accounting Periods window. 17.

RUN ARCHIVE AND PURGE PROGRAMS (OPTIONAL) The Archive and Purge cycle is divided into four separate processes. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED Ensure that all transactions have been entered for the period being closed. Complete all transactions for Oracle Purchasing: . 1. The Purge program uses the information in the archive tables to delete eligible transactions from the database tables. validates the data to identify the transaction chains. then stores this information in the archive tables. Warning: You should not use the Receivables Archive and Purge program if you are using cash basis accounting. Alternatively. archive. 19. Selection and Validation. Chapter 7 Oracle Purchasing This chapter describes the procedures for performing period-end processing in Oracle Purchasing Release 12. 0. and purge processes together using the Archive and Purge program. Archive. This program selects eligible transaction using criteria you specified. Purge. The Selection and Validation and Archive processes form the Archive-Preview program. Business Requirements The purchasing activity must be reconciled for the accounting period that is to be closed. you can run selection and validation. 19.The following tax registers are available: Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers The following summary levels are available within each Tax Register: Transaction Header Transaction Line Accounting Line 19. Procedures The following steps are performed while closing the period in Oracle Purchasing. 20. and optionally Copying to a file. The final process is to transfer the archive data to a separate storage medium.

Closing FYI notifications is Optional. 1. 1. notify approver approval required. 1. or are FYI notifications only e. 1. REVIEW THE CURRENT AND FUTURE COMMITMENTS (OPTIONAL) Run the Purchase Order Commitment by Period Report The Purchase Order Commitment By Period Report shows the monetary value of purchased commitments for a specified period and the next five periods. 3. 1. Users should close all FYI notifications and respond to those that require a response. notify requestor requisition has been approved. 1. 1. e mail. You can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier. or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in Purchasing or iProcurement. 1. and a Need By date that is equal to or later than today s date. REVIEW THE OUTSTANDING AND OVERDUE PURCHASE ORDERS (OPTIONAL) . The Confirm Receipts workflow sends notifications for items with a Destination or Deliver To Type of Expense.g. 2. a Routing of Direct Delivery.g.1. 1. Requestors can create receipt transactions by responding to the notification. Print or Archive all new Purchase Orders Respond to all Workflow Notifications Notifications may either require action e. You can use the report sorted by buyer to monitor buyer performance. 0. Complete Requisitions Complete Purchase Orders and Releases Complete Receipts and Returns Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web. 1.

Simply backdate the receipt date when entering receipts for a closed period. or planned purchase orders.CHECK WITH SUPPLIERS From the details obtained from the Purchase Order Detail Report regarding purchase orders not received. IDENTIFY AND REVIEW UN-INVOICED RECEIPTS (PERIODEND ACCRUALS) Run the Un-invoiced Receipts Report to review receipts for which the supplier invoice has not been entered in payables. 4. This report . Purchase Order Detail Report y 1. 0. it is not possible to process a receipt to a closed Purchasing period. Receipt accruals can be reviewed by account and by item. Attention: Where you have selected to accrue receipts at period end. If the goods have been received. the appropriate department can then follow up with the suppliers as to the status of the ordered items. It is not necessary to enter all the receipts for a period prior to closing that period. 1. but the receipt has not entered into Oracle Purchasing. specific standard.Run the following reports: 1. Warning: Where you have Oracle Inventory installed. 5. y 1. then the receipt transaction needs to be entered by the appropriate personnel. Open Purchase Orders (by Buyer) Report y Open Purchase Orders (by Cost Center) Report These reports can be used to review all. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored. make sure that all receipts have been entered for a specific period before creating receipt accruals for that period. FOLLOW UP RECEIPTS .

Attention: This step is only required if the Accrue Expense Items flag is set to Period End. debiting the charge account and crediting the Expense AP Accrual Account. the appropriate department can then follow up the details from the Un-invoiced Receipts Report with the supplier. Journal entries are created for the amount of the receipt liabilities. Oracle Purchasing creates accrual entries only up to the quantity the supplier did not invoice for partially invoiced receipts. FOLLOW UP OUTSTANDING INVOICES For any items identified to have been received but not invoiced. 4. on the Accrual tabbed region of the Purchasing Options window for the current Organisation. Performing the Oracle Payables Period-End process effectively prevents any further invoices or payments being entered into Oracle Payables for the closed period. and for what amount.PERIOD END PROCESS Run the Receipt Accruals . 3. and resolution of any invoice holds. matching of unmatched invoices. where possible. Identify the purchasing period for the receipt accrual entries. 2. 7. a reversal is not required.indicates exactly what has to be accrued. and helps in the preparation of accrual entries. Entering of invoices. 8. When the Accrue Expense Items flag is set to At Receipt. Each time the process is run. Reversal of accrual entries for the next period will happen automatically if: the Profile option GL: Launch Auto Reverse After Open Period' is set to 'Y' and for the accrual journal category the reverse option is selected. which corresponds to the Oracle Purchasing period being closed. Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry. If the profile option set to N then accrual entries needs to be reversed manually. RUN THE RECEIPT ACCRUALS . If encumbrance or budgetary control is being used. 6. should be carried out at this point in the period-end process. Oracle Purchasing creates receipt . COMPLETE THE ORACLE PAYABLES PERIOD-END PROCESS Complete the steps to close the Oracle Payables period. to enable creation of receipts accrual entries. If encumbrance or budgetary control is being used.Period-End Report to create period-end accruals for un-invoiced receipts for Expense distributions for a specific purchasing period. corresponding to the encumbrance reversal entries for the un-invoiced receipts that were accrued. Oracle Purchasing creates an un-posted journal entry batch in the General Ledger for the receipt accruals. another journal entries batch is created.

Run the Invoice Price Variance Report for the current period. Purchase Price Variance y 1. This process can be run as many times as needed. 9. y 1. Invoice Price Variance Account y 1. Attention: The Receipt Accruals Period End Program creates accounting in the receiving sub ledger only. At any given time. which in turn will trigger the journal import. the following transactions can account for the balance in the A/P accrual account: 1. Identify the invoice price variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it with the balance of the Invoice Price Variance account in the General Ledger.accruals for all receipts entered up to the end of the nominated period.(Refer to Chapter 3 Period-End Procedures for Oracle Inventory) Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance Report Manually remove the Invoice Price Variance amount from the A/P Accrual Account using your General Ledger Identify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual Account. RECONCILE ACCRUAL ACCOUNTS . y Uninvoiced Receipts .PERPETUAL ACCRUALS Identify the period-end balances of the following accounts in the General Ledger: 1. The Create Accounting Program has to be run to create SLA journals. 5. A/P Accrual Account y Inventory Account .

or accounts payable transactions: 1. purchasing.y y Over-invoiced Receipts Errors (Invoices or inventory transactions charged to this Account by mistake) You need to analyze the balance of the A/P accrual accounts. 1. work in process. distinguish accrued receipts from invoice price variances. y y y y y y y Quantities differ between receipts and invoices Incorrect purchase order or invoice unit prices Discrepancies in supplier billing Invoice matched to the wrong purchase order distribution Receipts against the wrong purchase order or order line Miscellaneous inventory or work in process transactions that do not belong to the accrual accounts Payables entries for tax and freight that do not belong to the accrual accounts The Accrual Reconciliation Report Group consists of one program and three reports as mentioned previously. inventory. These are discussed below: 1. and identify errors. The Accrual Reconciliation Reports are used to analyse un-invoiced receipts and to reconcile the balance of the AP accrual accounts. . These reports enable you to identify the following issues in receiving. All the affected PO distributions (in the case of AP/PO transactions and individual transactions in the case of miscellaneous transactions) will be deleted first and the transaction information for these distributions will be fetched and loaded into the accrual reconciliation tables. y Program: Accrual Reconciliation load run This program is used in the accrual reconciliation process to populate the accrual reconciliation table with all the necessary transaction data to perform the reconciliation process. y AP and PO Accrual Reconciliation Report The AP and PO Accrual Reconciliation Report provide a transactional breakdown of each accrual account with a net balance not equal to zero.

the Accrual WriteOffs window can be used to indicate which entries are to be removed and written off from this report. When this happens.1. y Summary Accrual Reconciliation Report The Summary Accrual Reconciliation Report can be used to analyze the balance of the Accounts Payable (AP) accrual accounts. When Oracle Payables creates the accounting for the matched and approved invoice. and inventory receipts are not performed. It displays the balance of each accrual account as well as partial representation of source of the balance After researching the reported accrual balances. y Miscellaneous Accrual Reconciliation Report The Miscellaneous Accrual Reconciliation Report shows all inventory and AP (not matched to PO) transactions that have hit the accrual account. . y y y y Oracle Payables and Oracle Purchasing installed. this report enables reconciliation with the accounts payable accrual account. If you have installed Oracle Inventory or Work in Process. The Reconciliation reports also provide information on the quantity differences (the quantity received for a purchase order shipment is less than the quantity invoiced) and price differences. these differences are resolved. you temporarily record an accounts payable liability to your Expense or Inventory AP accrual accounts. Oracle Payables clears the AP accrual accounts and records the liability from the supplier site and helps you monitor potential problems with purchasing and receiving activities that can affect the accuracy of your A/P AccrualAccounts. You can accrue both expense and inventory purchases as you receive them. Accounting entries have to be created in SLA and GL for these write-off transactions by submitting the Create Accounting program and hence manual adjustment of accrual entries is not required. no information will be available to report. Prerequisites: 1. If expense purchases are accrued on receipt. The Reconciliation Reports can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the AP accrual accounts. If expense purchases are accrued at period end. Ensure that prior to closing the period. the Accrual Reconciliation Report also displays any inventory or work in process transactions for the accrual accounts. 1.

If you also receive inventory. journal entries must be created for the invoices. 10. The carry forward process enables managers to perform any of the following: 1. Carry forward encumbrances. The default processing for Oracle Financials at year end is to extinguish any outstanding encumbrances or unused funds when you close the last period of the Financial Year within Oracle General Ledger. 10. a GL transfer or period close must first be performed for the transactions to appear on these reports. as the information is not required as the receipt occurs. all transactions are created in purchasing and need the GL Transfer Program to be run to transfer to GL. the Receiving Value Report by Destination Account must be run to break out the receiving/inspection value by asset and expense.Attention: Most commercial installations accrue expense receipts at period end. y . y y 1. and Oracle Work In Progress. PERFORM YEAR END ENCUMBRANCE PROCESSING (OPTIONAL) Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year end processing. The Accrual Reconciliation Reports requires the transactions to be transferred to the General Ledger interface to ensure the report balances to the General Ledger. If expense purchases are accrued on receipt. Attention: For Oracle Purchasing. y y 1. For Oracle Payables. For Oracle Inventory. more entries must be reconciled in the Accounts Payable accrual accounts. and the encumbered budget. Carry forward encumbrances for existing transactions (purchases / requisitions).

y y . Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing before commencing the year end Encumbrance processing in Oracle General Ledger. Mass budget processing also allows you to combine these budgets. y y The steps required to complete Year end Encumbrance processing in Oracle Purchasing are: a. not Purchasing or Oracle Payables. The Encumbrance Detail Report reflects activity from General Ledger. Use this report to review the accounts encumbered. Carry forward budgets into the current appropriation budget. (Refer to Chapter 11 Period-End Procedures for Oracle General Ledger) 1. Therefore. if the encumbrance option for requisitions or purchase orders has been enabled. or to a separate budget to identify between current year and carry forward amounts if required. and requisitions and purchases have entered and approved. use the Encumbrance Detail Report in a way that matches the accounting method: 1.y Carry forward the funds available as at the end of the year. Other facilities available: 1. Identify Outstanding Encumbrances Print the Encumbrance Detail Report to review the requisition and purchase order encumbrances. y y y Use mass allocations to bring forward part of the funds available.

After the Receipt Accruals Period-End process is run. the encumbrance detail on the report is based on invoice matching information from Payables. as well as any of the following: 1. .y Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue at Receipt option is used. During the period. Payables transfers only accounting information for paid invoices to the General Ledger. Define MassCancel The Define MassCancel window is used to nominate a date range for transactions. 1. y y y Cash basis: If cash-basis accounting is used. When cash-basis accounting is used and the Payables Transfer to General Ledger process is submitted. an automated process transfers the receipt information to General Ledger using the Journal Import Process. y y y Period-end accrual: Generate the Encumbrance Detail Report at period-end. the encumbrances on the Encumbrance Detail Report remain until payment information from Payables is transferred to General Ledger. the Encumbrance Detail Report reflects the true periodend receipt information. not on receiving information. Refer below for the steps required to cancel transactions that are not to be carried forward. Perform MassCancel in Oracle Purchasing (Optional) MassCancel enable the cancellation of requisitions and purchase orders on the basis of user selected criteria. 1. b. Upon entering receipt delivery information. Based on this report you can identify those transactions that you wish to carry forward into the new financial year.

you must initiate MassCancel twice. Oracle Purchasing creates journal entries to zero out the encumbrances associated with the canceled requisitions and purchase orders. CLOSE THE CURRENT ORACLE PURCHASING PERIOD Close the current Purchasing Period in the Control Purchasing Periods window. 11. 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). 12. OPEN THE NEXT ORACLE PURCHASING PERIOD . y y y y y y Unable to Cancel Requisitions (reasons provided) Unable to Cancel Purchase Orders (reasons provided) Partially in Range Documents Fully in Range Documents Run MassCancel When this process is run.y y y y y Document Type Supplier Name Accounting Flexfield Range This process will automatically generate a MassCancel listing report identifying the following: 1. Note that when canceling a purchase order. you have the option of canceling the original requisition at the same time 11. 12. Attention: If you wish to cancel both purchase orders and requisitions.

This report also shows if a supplier is on PO Hold. early shipments. Vendor Service Performance Analysis Report The Supplier Service Performance Analysis Report lists late shipments. then any references to the supplier in blanket purchase orders. spaces. Vendor Quality Performance Analysis Report The Supplier Quality Performance Analysis Report can be used to review suppliers' quality performance. This report lists active suppliers whose names are the same up to a specified number of characters. rejected shipments. You have the option to include supplier site address and contact information. The report lists all site names and addresses of each potential duplicate supplier. special characters. 13. Suppliers Audit Report Use the Supplier Audit Report to help identify potential duplicate suppliers. Payables lists your suppliers in alphabetical order. quotations. and shipments to wrong locations. . but within the receipt tolerance days or not past due. 13. This report can be used to derive a supplier service penalty by multiplying the days variance quantity by a percentage of the price. This report is useful to identify suppliers with quality performance issues. etc. they can be combined using Supplier Merge. The % Open Current is the percentage of the ordered quantity not yet received.Open the next purchasing period in the Control Purchasing Periods window. Payable inserts a blank line between groups of possible duplicate suppliers. rejected. and you can additionally order the report by supplier number. The report ignores case. RUN STANDARD PERIOD END REPORTS (OPTIONAL) Suppliers Quality and Performance Analysis Reports Suppliers Report Use the Suppliers Report to review detailed information entered for a supplier in the Suppliers and Supplier Sites windows. and auto source rules are updated to the new supplier. for percents accepted. After duplicate suppliers have been identified. If purchase order information is merged. and returned.

For each blanket purchase agreement and planned purchase order created. Review Quotation. The Expenditure is the sum of the item line amounts for standard purchase orders for the supplier. using blanket purchase agreements and planned purchase orders. The Actual Percentage is the items expenditure as a percentage of the total expenditure for the date range of the report. The report prints the items that are assigned sourcing rules. Use the report to compare actual purchase percentages with sourcing percentage. Blanket and Planned PO Status Report The Blanket and Planned PO Status Report can be used to review purchase order transactions for items you buy. The % Received Late is the percentage of the ordered quantity received after the promise date and outside the receipt tolerance days. Vendor Volume Analysis Report The Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier. The % Received On Time is the percentage of the ordered quantity received on the promise date or within the receipt tolerance days. The % Received Early is the percentage of the ordered quantity received before the promise date and outside the receipt tolerance days. The result is the quantity per day the supplier is in variance.The % Open Past Due is the percentage of the ordered quantity not received by the promise date and beyond the receipt tolerance days. Purchasing provides . Analyse Requisitions Requisition Activity Register The Requisition Activity Register shows requisition activity and monetary values. The Days Variance is calculated as the summation of the date differential (transaction date subtracted from promise date) multiplied by the corrected received quantity (the received quantity plus or minus corrections) for each shipment. The Intended Commitment is the total expenditure multiplied by the split percentage entered in the sourcing rules. RFQ and Purchase Order Statuses Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing. Purchasing prints the requisitions in order of creation date and prepared name. all divided by the total corrected received quantity.

the detail of the releases created against these orders. or list price to the actual price. The Negotiated Amount is the product of the price on the quotation and the quantity ordered. The Amount Saved is the negotiated amount less the actual amount. If the line price type is Q. The report includes a price type Legend at the bottom of each page for the price type. the line price was from Market Price. Savings Analysis Report (by Buyer) The Savings Analysis Report (By Buyer) shows buyer performance by purchase order. with negative figures in parentheses. Purchasing prints the product of the market price of the item ordered and the quantity ordered. The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered. Use the report to compare the market. and there are entered . The Negotiated Amount is the product of the price on the quotation and the quantity ordered. quote. If a quote is not defined. If the market price is not defined. Encumbrance Accounting Reports Encumbrance Detail Report The Encumbrance Detail Report can be used to review requisition and purchase order encumbrances for a range of accounts if the encumbrance option for requisitions or purchase orders has been enabled. the line price was from Market Price. with negative figures in parentheses. Savings Analysis Reports Savings Analysis Report (by Category) The Savings Analysis Report (By Category) shows buyer performance by category. If a quote is not defined. The report includes a price type Legend at the bottom of each page for the price type. Purchasing uses the list price. If the line price type is Q. and if the line price type is L. If the line price type is M. The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered. the line price was from the Quote. If the line price type is M. if no release exists. The Amount Saved is the negotiated amount less the actual amount. If the market price is not defined. the line price was from the Quote. the line price was from List Price. and if the line price type is L. Purchasing prints the product of the market price of the item ordered and the quantity ordered. Purchasing uses the list price. Purchasing prints the blanket agreement or planned purchase order header information. the line price was from List Price.

Use this report to review the accounts encumbered. Transfer summary or detail accounting information to the general ledger. Business Requirements The period close process for Oracle Inventory enables summarising of costs related to inventory and manufacturing for a given accounting period. Independently open and close periods for each inventory organisation. Attention: Usually. Perform interim transfers to the General Ledger without closing the period. To avoid date entry error (when both periods are open) there is a profile option (INV: Transaction date validation). particularly where you have defined multiple Mass Cancel batches.and approved requisitions and purchases. 0. y y y y y y y Reconcile the inventory and work in process costs and values. then the closure process is processed for the past month. means at month end. Cancelled Purchase Orders Report Cancelled Requisition Report Use these reports to review all purchase orders and requisitions cancelled. the next period is opened to allow key-in from the first day. . Chapter 8 Oracle Inventory This chapter describes the procedures for performing period-end processing in Oracle Inventory Release 12. Oracle Inventory and Oracle Cost Management provide the required features to affect the necessary period-end procedures to: 1. 1. Transfer inventory and manufacturing costs to the General Ledger. These costs are then transferred to the General Ledger for posting. logistic and manufacturing system need to be always open for worker transactions .

close period status report . 1. 1. 1. e. and adjustments have been entered and verify that no hard copy records exist or are awaiting data entry. y y y 0.y y y Attention: For large number organization environments.g. y y . Procedures The following steps are taken in performing period-end processing for Oracle Inventory. 1. there is functionality to open / close many logistic organizations by batch program : open period status report . y y y y Ensure that all issues. packing slips in receiving. shipping. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED 1. receipts.

depending on INV profile option INV: Transaction Processing Mode ) TP- 1. CHECK INVENTORY AND WORK IN PROCESS TRANSACTION INTERFACES Check the Interface Managers window to ensure that there are no background or concurrent programs unprocessed.y y Optional Report .Cycle Count Pending approval Report 2. y y y y 1. 2. Cost Manager (mandatory) y y y y Material Transaction Manager (Optional. The interface managers that need to be run are as follows: 1. y y y y Move Transaction Manager (for WIP) .

INV / Transactions / Pending transactions y y y y INV/ Transactions / Transaction Open interface . Attention: This process needs to be completed for each Inventory Organisation defined. then relaunch transactions using : 1. These must be resolved before the period is closed. In case of error : correct source error. uncosted material transactions. pending material transactions. CHECK AND FIX PENDING TRANSACTIONS Check and fix any rejected transactions : from the Inventory Accounting Period Window click on the pending button to display pending transactions.0. Though the accounting period can be closed. 3. y y y y 1. and pending WIP costing transactions existing in this period. This will display transactions under the following statuses: Resolution Required: displays the number of unprocessed material transactions. and pending shop floor move transactions existing in this period. Resolution Recommended: Displays the number of pending receiving transactions. once it is closed these transactions cannot be processed in that period.

Attention: The Transfer Journal Entries to GL Cost Management Program transfer the accounting details for all the inventory organinzations within a Ledger. Since a period. 4. View accounting. and any adjustments to the period can be made via new inventory transactions as required. and accounting events by accessing the Sub ledger Accounting user interface from the View Transactions window and various statuses for Ex: Final Accounted. TRANSFER SUMMARY OR DETAIL TRANSACTIONS Run the Create Accounting-Cost Management program up to the period end date before closing the period. and the period was closed.1. journal entries associated with transactions. 5. OPEN THE NEXT INVENTORY PERIOD . 5. Then at month end before closing. running this process prior to closing the period facilitates validating the interfaces transactions. 4. Errored can be selected. once closed. but no adjustments to that period could then be entered. Attention: If this step was by-passed. If the Create Accounting Program is run in Final Mode without transferring to GL then run the Transfer Journal Entries to GL-Cost Management which transfers the accounting to GL. and a closed period cannot be re-opened. a GL Transfer would automatically be initiated. y y y y OM / Shipping / Interfaces This check should be done during the month to avoid accumulated problems. Draft Accounted. cannot be reopened. since transactions cannot be posted to a closed period.

As explained in step 3/. Oracle Payables is closed prior to Oracle Purchasing to enable running of purchase accruals to accrue expenses on un-invoiced receipts.Prior the first day of data entry. click on thepending button to display any remaining pending transactions and make the appropriate resolutions. This still allows miscellaneous transactions corrections in inventory. CLOSE THE CURRENT ORACLE PAYABLES AND ORACLE PURCHASING PERIODS Complete all steps required to close Oracle Payables and Oracle Purchasing. 7. Oracle Purchasing should be closed before Oracle Inventory. as a manual procedure. However. open the next inventory period using the Inventory Accounting Periods window. If Oracle Purchasing or Oracle Inventory are closed. The period close performs the following: 1. CLOSE THE CURRENT INVENTORY PERIOD Closing the inventory period using the Inventory Accounting Periods window automatically transfers summary transactions to the general ledger interface table. Attention: This process needs to be completed for each Inventory Organisation defined. Attention: This process needs to be completed for each Inventory Organisation defined. y . 6. 7. prior to closing the inventory period. 6. a receipt cannot be entered for that period.

Creates summary or detail inventory accounting entries in the GL interface. The period close process automatically transfers all job costs and variances by general ledger account. . 1. The period-end values by sub-inventory reported with the Period Close Summary Report. For each sub-inventory. y y y y Calculates period-end sub-inventory balances. Closes the open period for Oracle Inventory and Oracle Work in Process. the period close period adds the net transaction value for the current period to the previous period s ending value. y y y y 1.y y y 1. along with values in transit creates the period-end value for the current period. y y y y Creates summary or detail work in process accounting entries in the GL interface. This.

Use the Period Close Value Summary to see summary balances for sub-inventories. If you run the report for an open period. The following reports can be run to help with these reviews: 1. Job close performs the necessary accounting for each job. 1.Discrete jobs and certain non-standard jobs are closed separately. y y y y Period Close Value Summary Report. The balance normally matches with the General Ledger balance. including variance calculations. 8. the report displays the sub-inventory value at the point in time you run the report. If you run this report for a closed accounting period. the report displays the sub-inventory values at the end of that period. Warning: Closing an inventory period permanently closes the period and no further transactions can be charged to that period. y y y . For expense non-standard jobs. may create discrepancies. the period close process writes off any remaining balances and transfers any period costs to the general ledger. But Journal entries from products other than Oracle Inventory. 0. RUN STANDARD PERIOD-END REPORTS AND RECONCILE THE PERPETUAL INVENTORY WITH GL Check that the perpetual inventory value up to the end of the period being closed matches the value reported in the General Ledger.

cost updates. by summary or detail. by transaction type. . VALIDATE THE WORK IN PROCESS INVENTORY If Oracle Work in Process is installed. The WIP Account Distribution Report details account information for work in process cost transactions. 10. or the Elemental Inventory Value Report. These show quantity. and detailed item information for the subinventories specified. overhead and outside processing charges. 9. (Warning : these reports show value at the point in time you run the report). The system groups the transactions by job or schedule. use the Material Account Distribution Detail report to print the transaction in detail. If you detect unusual accounts or amounts. Material Account Distribution Detail Report : use the Material Account Distribution Detail Report to view the accounts charged for inventory transactions. valuation. Additional useful reports : 1. check the work in process inventory balances against transactions with the WIP Account Distribution Report. Use the Material Account Distribution Summary Report to verify inventory account activity against inventory valuation increases or decreases for the accounting period. including resource. and period close and job close variances. Review inventory transaction values transferred to the general ledger by GL batch. Detailed account information is available for specific accounts. y y y y y Inventory Value Report : You can see more sub-inventory balance detail by running the Inventory Value Report.y Material Account Distribution Summary Report. and orders the transactions by earliest transaction date. use this report to reconcile an account across several periods. Finally.

and scrap. . completions. or both to help reconcile general ledger. This report does not list material cost transactions such as issues. These information can be found using the Material Account Distribution reports in Oracle Inventory.general ledger batches.

1. 1. 1. 1. 3. Complete All Transactions for the Period Being Closed Ensure that all transactions have been entered for the period being closed. 1. 1. 1. 2. at period end. Check that transactions are not being entered as Oracle Assets prevents transaction data entry while the Depreciation Run Process is running. Prepare and Post Mass Additions Complete Manual Additions Complete Adjustments Complete Retirements Complete Transfers Complete Reinstatements . Completing all transactions for Oracle Assets: 1. Once a depreciation period in Oracle Assets has been closed. Business Requirements In Oracle Assets. 6. Accounting can be created for Fixed Asssets (FA) transactions and sent to GL on a continual basis throughout the period using the Create Accounting program after the introduction of SLA. it cannot be re-opened.Chapter 9 Oracle Assets This chapter describes the procedures for performing period-end processing in Oracle Assets Release 12. 1. Procedures The following steps are taken in performing period-end processing for Oracle Assets. 1. 1. run depreciation for each asset book set up for the enterprise. 5. 1. Oracle Assets has only a single open depreciation period in each asset book. 4.

Assign All Assets to Distribution Lines If an asset has not been assigned to a distribution line. Note: Depreciation will be rolled back automatically if any activity is performed on a depreciated transaction. This is valid only if the period is not closed. 1. and will not close the period. Run Calculate Gains and Losses (Optional) The Calculate Gains and Losses program for retirements can be submitted prior to running depreciation. 1. 1. 4. Alternatively. Attention: . 1. Oracle Assets automatically closes the period and opens the next period for the book. The book and depreciation period are nominated on the Submit Request window. Oracle Assets does not close the period. 1. 1. Determine which assets have not been assigned to a distribution line by running the following report: y Assets Not Assigned to Any Cost Centers Listing 1.1. 1. For books with a large volume of assets. Run Depreciation When you Run Depreciation. If you do not check the Close Period check box when you run depreciation. the period end Depreciation Process will not complete. 1. 2. 3. 1. The Calculate Gains and Losses process is performed independently for each depreciation book. the retirements process can be run several times during the period to reduce the time for the depreciation process. the Calculate Gains and Losses program will be submitted as part of the Run Depreciation process 1. If all of your assets depreciate successfully. Oracle Assets gives you the option of closing the current period if you check the Close Period check box on the Run Depreciation window.

This process submits concurrent requests to run the calculate gains and losses. you cannot reopen it. This program can be run in 3 modes viz Draft. If an asset has not been assigned to a distribution line. This process generates accounting and also enables transfer to and posting in GL. . calculates gains and losses for all retirements. 1. 1. This program is owned by SLA. Create Accounting Submit the Create Accounting process from SRS screen. The Depreciation process only processes assets that have not already been processed. When the process is run. the Run Depreciation process will end with an error status. For more details refer to Oracle Assets User Guide. and reporting programs off-line. then the Tax Reserve Ledger Report is generated.Ensure that you have entered all transactions for the period before you run depreciation. then the entries will be automatically posted in GL. then run Transfer Journal Entries to GL Assets. However. depreciation. If the program is run in FINAL mode with Transfer to General Ledger as NO. Final and Final Post. if the depreciation program is run for a Tax book. 1. The Run Depreciation process will close the current depreciation period and open the next only if the Close Period checkbox is selected. The unassigned assets can then be assigned to distribution lines and the Depreciation process resubmitted. 1. Both Reserve Ledger Reports can also be run at any time. and then runs the appropriate Reserve Ledger Report. When the depreciation program is run for an Asset Corporate Book. The asset book and depreciation period are nominated on the Run Depreciation window. Oracle Assets automatically calculates depreciation for all assets. you can determine which assets were unassigned. If the program is run in FINAL mode with POST as yes. The Run Depreciation process is performed independently for each asset book. Once the program closes the period. the Journal Entry Reserve Ledger Report will be generated. By using the depreciation log file. This program replaces Create Journal Entries in Oracle Assets. 5. or you can review the Depreciation Program Report via the Requests window. using the Submit Requests window.

1.The depreciation expense journal entries can be created from an Asset Corporate or an Asset Tax book and transferred to the General Ledger. the customizations will have to be re-implemented using SLA or FA: Use Workflow Account Generation should be set as YES. Attention: Create Journal Entries program has now been replaced by Create Accounting program 1. This program creates adjusting journal entries to depreciation expense. bonus expense. If the profile is set to No . 1. create accounting will create accounting based on its rules and the workflow will not be used. Any alteration on a depreciated asset will result in an automatic rollback. Warning: Journal entries cannot be created from asset budgeting books. Oracle Assets uses the FA: Use Workflow Account Generation to make a decision on whether to use the workflow or not. transfers. There is no need to run Depreciation before creating accounting transactions. 1. on upgrade this profile option is set to Yes . 7. Attention: If in 11i the FA Account Generator Workflow was customized. 6. or retirements. Rollback Depreciation There is no separate program as in Release 11i to perform the rollback. 1. Journal entries can be created for any period in the current fiscal year for which journal entries have not already been created. You can run the Create Accounting process as many times as necessary within a period. In the second case workflow will be used to generate accounts. Create Deferred Depreciation Journal Entries (Optional) . and bonus reserve accounts when you enter prior period additions. Note: Rollback happens at Asset Level in Release 12. 1. The General Ledger period for which journal entries are to be created must be open. accumulated depreciation accounts. 1. unlike at Asset Book level as in Release 11i 1. By default.

1. 1. Optionally.reconcile with the Account Analysis with Payables Details Report. 1. Review and Post Journal Entries If accounting was performed without the journal entries being posted. Depreciation Projections (Optional) You can project depreciation expense for any number of future periods. 8. The results can be summarized also by cost centre or depreciation expense account. the Assets Journals will be posted automatically in the next scheduled posting run. review the unposted journal entries in the Enter Journals window. Reconcile Oracle Assets to the General Ledger Using Reports a. Post each journal entry batch using the Post Journals window in Oracle General Ledger to update the account balances. 1. 1. 1.Deferred depreciation is the difference in depreciation expense taken for an asset between a tax book and its associated corporate book. 1. 1. based on rules and inbuilt event class/entity model processes deferred depreciation. 10. 1. . 1. 9. in Oracle General Ledger. quarter. month. or any specified interval. SLA. 1. Results can be summarized by year. This difference results from the use of accelerated depreciation methods in the tax book. Reserve Ledger Reports y Journal Entry Reserve Ledger . on as many as five depreciation books at once. use the More Actions button to Post each Journal individually or in the source of Assets has been included in the Auto Post options. Create deferred journal entries using Create Accounting Process. For more information refer to Oracle Assets User Guide 1.

The report gives detailed information of the asset transactions represents by a journal entry line. b. Note: Drilldown is a two-stage process.Reconcile the batch totals from this report with those of the General Journals Report in Oracle General Ledger run for posting status = Unposted . General Ledger Reports y y Unposted Journals Report . . Transaction Reports y y y y y y y Asset Additions Report Cost Adjustments Report Asset Reclassification Report Asset Transfers Report Asset Retirements Report Reinstated Assets Report Cost Clearing Reconciliation Report d. The report enables detailed review of the account activity on a specific general ledger account.Reconcile journal entries to the General Ledger. In the first stage drilldown happens from GL to SLA.run the General Journals Report for Posting Status = Unposted to reconcile with the Drill Down reports.run the General Journals Report for Posting Status = Posted. Posted Journals Report . e. the Account Reconciliation Reserve Ledger Report can be run. Account Drill Down Report . Balances Reports y y y y y 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 Account Analysis Report c. Drill Down Reports y y y Drill Down Report .y y Tax Reserve Ledger Report Additionally. From SLA drilldown can be performed to transaction level.

It is recommended that you create a detailed FSG for all asset accounts. 1. 1. 1. you can archive and purge historical data to free hardware resources. Archive and Purge Transactions (Optional) If you no longer need to run reports for previous fiscal years. 1. so you must restore fiscal years in reverse chronological order. 1. Financial Statements Generator .y y Account Analysis Report with Payables Detail . You can only restore the most recently purged fiscal year. Run Responsibility Reports (Optional) It is also important to ensure that your asset inventory is accurate. 1. The following reports can be reviewed when assessing the accuracy of the asset inventory: y y y y y y Asset Additions By Cost Centre Report Asset Additions Responsibility Report Asset Disposals Responsibility Report Asset Inventory Report Asset Retirements by Cost Centre Report Responsibility Reserve Ledger Report 1. 11. 1. 1. 1. then your financial statements will also be inaccurate. 12.The ending balance of this report reconciles with the Reserve Summary Report ending balance. 1. This can be done at cost centre level for direct comparison with the Asset Cost Summary and Reserve Summary reports. 1. 1. If the asset inventory is inaccurate. Prerequisites .

Return to the Archive and Purge window and use the Archive Number to find the archive you want to purge. 1. accrual and accounting for these transactions. Note: The temporary table name includes a five-digit archive number. Export the archive tables to a storage device. 2. See: Defining Depreciation Books. Once your financial transactions are captured in the system. 1. 1. 4. . 3. Now your database administrator can drop the temporary archive tables. manually or automatically. Oracle Assets automatically assigns an Archive Number when you save your work. 7. Chapter 10 Oracle Treasury This chapter describes the procedures for performing period-end processing in Oracle Treasury Release 12. Enter the Book and Fiscal Year you want to archive. Choose Purge to submit a concurrent request that changes the status from Archived to Purged and removes the archived data from Oracle Assets tables. See: FA: Archive Table Sizing Factor. You can only purge definitions with a status of Archived or Restored. valuation. foreign exchange transactions and derivatives.A) If necessary. debt. Choose Archive to submit a concurrent request that changes the status from New to Archived and creates temporary archive tables with the data to be purged. Open the Archive and Purge window. 1. 6. You must archive and purge in chronological order. To archive and purge transaction and depreciation data: 1. Oracle Treasury facilitates settlement. update the FA: Archive Table Sizing Factor profile option. Change Responsibilities to Fixed Assets Administrator. 1. 1. 5. Business Requirements Oracle Treasury is a comprehensive treasury solution that helps you effectively manage your investments. B) Allow Purge for the book in the Book Controls window before you perform the purge.

such as FRAs and options. 1. you must perform revaluations as part of the accounting process. Reversal entries are not required. Choose the Calculate button. validate them. Once the financial instrument is correct. If you find the results to be incorrect. You can view and delete these period adjustments. split by revenue and expense. but you cannot change them. Perform Revaluation Revaluation is the process of adjusting the rates and prices of your financial instruments to reflect the current market value and calculate the realized or unrealized profit and loss. Generate Journals . Choose a period or a an existing Batch ID. 1. Generate Accruals and Amortization You can generate amortizations and accruals adjustments. Choose a Company. Revaluation is an optional step in the accounting process. Procedures The following steps are taken in performing period-end processing for Oracle Treasury. y y y y y Navigate to the Accruals window. rather than as an accumulating amount for multiple periods. if necessary. Authorize the results. and send payment instructions to the bank. Amortization and accruals adjustments are calculated incrementally for each batch period. 1. 1. re-create the accruals. for all money market products. delete them and review the corresponding financial instrument. These adjustments include amounts for settling derivatives.1. Complete Daily Trading Activities Complete trading activities for the day. The accrual and amortization details for the financial transactions in the specified period appear. 2. 3. 4. 1. If you set the Accounting -Perform Deal Revaluations company parameter to Yes. You can automate steps 2-5 by running the Accounting Streamline Process concurrent program.

Period End Close In Oracle General Ledger.0. 1.Use the Daily Journals window to generate the daily journals for an accounting batch. Future Enterable The period is open to accept transactions from other modules.6) there is no integration yet with SubLedger Accounting (SLA). Transfer Journals to General Ledger After you enter and verify all accounting changes for the journal. change the dates or GL accounts for your journal entries. Attention: At this moment for the current version (12. Business Requirements 1. and transactions are likely to be posted across modules. providing it has not been permanently closed. an accounting period is closed after all the accounting transactions have been completed for the period. Once you transfer your daily journals to General Ledger. For most modules you can view and select one of the following: Never Opened The period has never been used. Note: The Period-End and Year-End processes are the same if Encumbrances are Not Used. Usually used where modules are maintained in different periods. Special steps are required for Encumbrances. you cannot change any of the accounting for the batch in Treasury. 5. view the generated journal entries. Open Period is available for data entry Closed Period is closed for processing. if it is necessary to enter or modify accounting transactions for that period. but be able to re-open periods for post . and reallocate suspense journal entries to a GL account. Chapter 11 Oracle General Ledger This chapter describes the procedures for performing period-end processing in Oracle General Ledger Release 12. but can re re-opened if required. use the Transfer Journals to GL window to transfer your journals from Treasury to General Ledger. 1. A closed period can be re-opened. Managers have the discretion to immediately close a period to prevent unauthorized processing. Permanently Closed No further processing is possible. Treasury sends the journals directly to GL and not via SLA.

. The Create Accounting process of SLA submits Journal Import Process (based on appropriate parameters as discussed in previous sections). then the steps detailed below will need to be completed for both your accrual and cash Ledgers. Inventory. At year-end. Run Create Accounting program or the appropriate program (based on previous runs of Create Accounting) to transfer data from subledger into Oracle General Ledger. journal entry level. 1.Journals are comprised of batch level. 2. If Ledger set/Data Access Set attached to a responsibility then these tasks can be performed from a single responsibility. 1. 1. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger Journals are created to enter accounting information into Oracle General Ledger. Assets Treasury and Projects) have been transferred to Oracle General Ledger. Ensure the Next Accounting Period Status is set to Future Entry Set the status of the next accounting period to Future Entry if it is not already. it is recommended that you complete all period end processing. 1. This will mean that you will need to select the responsibility relevant to both Ledgers when completing these tasks.processing adjustments. Purchasing. The periods can then be permanently closed as required. Maintain period-end exchange rates for all foreign currencies to which you want to translate. Receivables. Combined Basis Accounting If you have installed combined basis accounting. independent of the period/year end process. Procedures The following steps are taken in performing period-end processing for Oracle General Ledger. Ensure that the accounting information from the sub-ledgers (Oracle Payables. 1. prior to opening the first period of the new financial year. except at year-end. information. and journal entry line level. Suggestion: Periods are usually only finally closed when all adjustments and reporting requirements for the prior financial year are finalized.

Determine the source(s) for these error batches. Then update and post them. GL_JE_HEADERS. Simply re-enter the source from which journal entry batches are to be imported. 1. Attention: Leave sufficient time to re-import any journal entries not successfully imported from the feeder systems. 4. data will be rolled back to SLA tables. 3. so there would not be any scenario of data in the GL_INTERFACE when the profile option SLA:Disable Journal Import is set to No . 1. Note: On failure of the journal import when importing from sub ledger modules. Ensure that the accounting information from any site specific. Make necessary corrections . review the Journal Import Execution Report to identify which journal entry batches were not successfully imported. Upload Journals from ADI (Applications Desktop Integrator)(Optional) Journals information can also be imported from spreadsheet into Oracle General Ledger using Web-ADI (web based Application Desktop Integrator). Delete any error journal entry batches. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) Following the same procedures as for Step 2. Run the Journal Import process for these sources and ensure the resulting Journal Entries are posted either automatically by AutoPost or manually. and retrieve the run ID from the Journal Import Execution Report. via the Correct Journal Import Data window. and is run automatically.This process populates the GL_JE_BATCHES. Attention: The journal posting process.in the GL_INTERFACE table. run in Oracle General Ledger. and GL_JE_LINES tables. Re-import these corrected journal entry batches from the GL_INTERFACE table. . Journal Import y y y y If not automatically completed. non-Oracle sub-ledgers has been transferred to Oracle General Ledger. updates the GL_BALANCES table.

including any adjusting entries. prior to generating the journal.e. perform the calculation and post. This process can be submitted for foreign currency and for multiple ledgers provided the access is available. 8. or via reports. Submit the process to generate the Recurring Journals. Ensure that all entries to the source accounting flexfields used in the MassAllocation Journal definitions are finalized for the current period. This process can be run across ledgers and across currencies. Generate Mass Allocation Journals (Optional) Select the Mass Allocation Journals that require generation for the current period. Review and Verify Journal Details of Unposted Journal Entries y Review any remaining unposted journal entries for the current period. Post step-down allocations in the correct order (i. y Standard Journal reports available included: . This process can be run across ledgers.Note: Its is advisable to use XLA (SLA) interface tables to load transactions from 3 party systems rather than using GL_INTERFACE. before posting. Submit the process to generate the Reversal Journals. 1. 1. for each successive level of allocation entry. Generate Recurring Journals (Optional) Select all the Recurring Journals that require generation for the current period. 5. Generate Reversal Journals (Optional) Select all the Journals to be reversed. Following review of journal entry batches. 6. Helle: Check this with GL dev team. perform any journal entry updates. 7. rd 1. y Update journal entries as appropriate Attention: Journal entries can be reviewed on-line. Reviewing journal entries prior to posting minimizes the number of corrections and changes after posting. 1.

including reversal. This report indicates any errors in journal entries or journal entry lines were discovered during the posting process. Posting to unopened periods 3. Control Total When using a control total. y Update unpostable journal entries.Entry Report Journals . Period Status Post Actual batches to open periods. Batch Status Oracle General Ledger describes the problems with unpostable batches.y y y y y y y y Journal Batch Summary Report Journals . Post Budget batches to any period in an open budget year.Line Report Tax Journals Report General Ledger .General Report Journals . y .General Report with a Posting Status of Error Journals to review error journal entry batches and their journal entries. Post All Journal Batches Post all journal entries for the current period. 3. Common reasons for unpostable batches are: 1. 2. Run the Journals. The Posting Execution Report facilitates review of the results of journal entry posting. recurring and allocation journals. 9. Oracle General Ledger generates this report every time posting of journal entry batches occurs. Control total violations 2. and the corrected journal entries resubmitted for posting. Post Encumbrance batches to any period up to the last period in the latest open encumbrance year. y Review the results of the post.Entered Currency Journals by Document Number Report (when document sequencing is used) 1. ensure that the debits and credits equal the control total. Locate the problems with unpostable journal entry batches using the following information: 1. Unbalanced journal entries Attention: All errors in the journal entry batches must be fixed.

Run GL Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) y To maintain a consistent audit trail. 1.y Post updated journal entries. Detail Trial Balance Report Income Statements Gross Margin Analyses 1. Maintain average exchange rates for all foreign currencies to which you want to translate.12. Suggestion: To prevent confusing different versions of accounting reports for a specific accounting period. Consolidate Ledgers (Optional) 1. discard any obsolete versions of your report for that accounting period. Revalue Balances (Optional) Revalue account balances to update functional currency equivalents. y Custom accounting reports can be created by using the Financial Statement Generator (FSG) . 10. 1. 13. 11. Translate account balances to any defined currency.g. Consolidate Within Ledgers . Maintain historical rates or amounts for any owner s equity accounts to be translated. Translate Balances (Optional) y Define any new currencies to which accounting balances are to be translated. y Request financial reports such as: y y y Balance Sheets e. it is advisable to create a standard period-end accounting report set that can be run at each period end. y y y y Maintain period-end exchange rates for all foreign currencies to which you want to translate. 1.

and build reports with a separate column for consolidating entries . y 2. Suggestion: To produce financial reports that reconcile your consolidating companies with the consolidated totals. investments in subsidiaries. Run consolidations. intercompany sales etc.y Enter consolidating journal entries The following two methods can be used to create eliminating entries for multiple companies using a single Ledger: y o y y y Automatic Eliminating Entries . payables.use formulas Post consolidating journal entries Define a reporting hierarchy that consolidates all the companies Define financial statements with the reporting hierarchy Suggestion: To automatically generate the amounts and accounts for consolidating and eliminating journal entries. Perform revaluation and translation of foreign subsidiaries as required.define mapping rules to eliminated intercompany receivables. Enter consolidated and eliminating entries. Consolidate Across Ledgers using the Global Consolidation System (GCS) y y y y y y Define consolidations. o Recurring Journals. Consolidate Across Ledgers when sharing same COA and Calendar (Using Ledger Set and access granted via Data Access Set ) y y y y Define consolidated FSG Perform revaluation and translations across ledgers Enter consolidated and eliminating entries Report on FSG by selecting the ledger set option while running 3. enter the consolidating entries to a separate company. Report on this consolidated ledger using FSG s Analyze results using drill-down capability from Parent ledger to Subsidiary ledger/s. use recurring journal entry formulas. .

General Ledger Reports General Ledger Reports facilitate tracing back each transaction to the original source. Review and Correct Balances (Perform Reconciliation s) Oracle General Ledger should be reconciled with all other modules. and accounts analysis reports to facilitate reconciliation of Oracle General Ledger with the other Financials and manufacturing modules. posted. trial balances. batch name. Detailed information is provided for each journal entry line. 1. Create and post adjusting journals to correct errors in account balances. category and date. and descriptions and reference information for each journal entry line. you can selectively cross-reference transactions in General Ledger with each other by entering reconciliation reference . You can report on foreign currency. These reports list beginning and ending account balances and all journal entry lines affecting each account balance. Adjust journals to correct any errors in the journals. (a) Review Detail Account Balances On-line (b) Review Account Balances via Reports Request accounting reports such as general ledgers. Journal Reports These reports print journal entry batches and include journal entry subtotals. Accounts Analysis Reports These reports list the accumulated balances of a range of Accounting Flexfields and all journal entries that affect that range. general journals. Trial Balance Reports Use trial balance reports to review account balances and activity in summary or detail. 14. 3. and description. The report provides detailed information on each journal entry line including source. Journal Reconciliation General Ledger Entry Reconciliation let s you reconcile transactions in General Ledger accounts that should balance to zero. 4. 2. unposted or error journal entries and report on a specific batch or on journal entries from a specific source. 5. which includes the source.1. With General Ledger Entry Reconciliation.

etc. Attention: The details of posted journals cannot be changed. Oracle General Ledger will not post out-of-balance batches. . 15. Attention: If suspense accounting is not allowed. Creditors Control. except to mark or unmark for reversal. 1. Intercompany accounts. An incorrectly entered posted journal must be reversed to back-out the accounting of the original posted journal. (c) Clear Suspense Accounts y y Examine the General Ledger and account analysis reports to identify the source of entries to the suspense accounts. Enter Adjustments and / or Accruals and Post To correct errors in account balances made by posting incorrect journals. y y Other journal entry adjustments. Determine which differences are errors requiring adjustment to the General Ledger. and manual accruals can be entered into Oracle General Ledger at this point also. When the balance for group of transactions is zero you can mark the transaction as reconciled. create and post adjusting and reversing journals. y y (d) Reconcile Subsidiary Ledgers y y Identify differences between subsidiary ledgers and the General Ledger. for example. (e) Check other key system accounts have not been transacted by ad-hoc journals. Determine the adjusting entries required to net these accounts to zero. write-offs (refer Accrual Write-Off Report).Information at journal line level. Debtors Control. for example.

2. This operation can be performed across ledgers provided Data Access Set grants access. For more information please refer to Oracle General Ledger User guide. This is controlled by GL: Data Access Set profile option. 16. or permanently closed . or to re-open a previously soft closed period to enable adjustments to be made. The period can be soft closed . Perform Final Adjustments Enter and Post any final adjustments as required by the organization. 3. 18. This step will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. 17. Choose status Open to open a new accounting period. This step will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. if later adjustments to the balances for that period may be applicable. Close the Current Oracle General Ledger Period Close the current General Ledger accounting period in the Open and Close Periods window. With a data access set across ledgers programs can be run for multiple ledgers from a single responsibility. which means that the period cannot be re-opened in the future. Open the Next Oracle General Ledger Period Open the next General Ledger accounting period in the Open and Close Periods window.1. Any Journals entered into . Generate and post reversal journals that were entered in the prior period. For example any Oracle Purchasing receipted accruals and manual accruals.

4. publish the report in different formats. The Tax Reporting Ledger consists of accounting information created in Oracle Receivables. can now be posted as the period now has a status of Open. This is controlled by GL: Data Access Set profile option. and export the data to a tab delimited or HTML file. and Oracle General Ledger. Run Reports for Tax Reporting Purposes (Optional) A variety of standard reports can be used to provide tax information. 1. which is required to be reported to the relevant Tax Authority. The Financial Tax Register uses this data to generate Tax Register reports using the Rxi reporting tool. Including Income Statements and Balance Sheets. 20. With a data access set across ledgers programs can be run for multiple ledgers from a single responsibility. including withholding tax. 19. Run Financial Reports for the Closed Period y Run a final Trial Balance Report. Oracle Payables. The following tax registers are available: y y y y Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers . y Run final Financial Statement Generator Reports (FSG) or Report Sets as required by the organization. The Financial Tax Register can be used to view the output from the Tax Reporting Ledger using Reports Exchange and Application Desktop Integrator (ADI). FSGs can also be published via the Application Desktop Integrator (ADI).this period while it had a status of Future Enterable. Using these products you can change the layout of the report.

Other facilities available: y y Use mass allocations to bring forward part of the funds available. you must complete each of the following steps: (a) Open the next encumbrance year Use the Open and Close Periods window to open the next encumbrance year. Mass budget processing also allows you to combine these budgets. Carry forward encumbrances. Perform Encumbrance Year End Procedures (Optional) Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year-end processing. The default processing for Oracle Financials at year end is to extinguish any outstanding encumbrances/ unused funds when you close the last period of the Financial Year within the General Ledger application. Carry forward the funds available as at the end of the year. 21.1. To perform Encumbrance year-end procedures. or to a separate budget to identify between current year and carry forward amounts if required. Carry forward budgets into the current appropriation budget. The carry forward process enables managers to perform any of the following: y y y Carry forward encumbrances for existing transactions (purchases/requisitions). and the encumbered budget. (b) Open the next budget year Use the Define Budget window to define a budget for the next budget period. Attention: Ensure that the budget that you use is inclusive of the periods for the next budget year that you require Attention: Ensure that the calendar periods for the next budget year have been created prior to running this step. . including Carry Forward.

Perform the Year End Carry Forward without selecting the Preview option Within the Year End Carry Forward form.y y Verify that the next year budget figures have been entered.Select the budgets where they are different Accounting Flexfield Ranges . From/To Budget and Budget Organization. Obligation etc.Select All for all encumbrances. where summary templates are used as the basis for the budgetary control procedures. you can select a wide range of criteria for carrying forward balances:  y y y Carry Forward Rule . Encumbrances and the Encumbered Budget.Select the range of relevant accounting flexfields to be carried forward.This rule enables you to select Encumbrances Only. where you have attached the funding budget to defined account ranges within this form. (c) Run Year End Carry Forward This process enables you to determine the criteria that you want to use for carrying forward your encumbrances The year-end carry forward is normally completed in two steps: 3. Perform the Year End Carry Forward in Preview mode 4.e.Summary . or Funds Available as the basis for the Carry forward Encumbrance Type . If you define a new budget for the purposes of the next year budgetary control. Commitment. you may also need to update the following: y y Define Budget Organizations. Chapter 12 Period End Processing . Define Summary Accounts. or select the encumbrance type that you require i.

Invent ory / Work In Progr. Ensure all Interfaces are Completed for the Period (Optional) 3. Review the Outstandin g and Overdue Purchase Orders (Optional) 4.Review Customer Acceptances 1. General Ledger 1. Balance the Perpetual Inventory . Project s 3. 9. Complete All Transactio ns for the Period Being Closed 2. Run the Payables AutoAppr oval Process for All Invoices / Invoice Batches 3. Perform Revaluation 3. 2. Complete Daily Trading Activities 1. Reconcil ed Payment s to the General Ledger 6. Complet e All Transacti ons for the Period Being Closed 2. Transfer Journals to General Ledger 6. Complete All Transacti ons for the Period Being Closed. Transfer All Approve d Invoices Payment s. Purcha sing 8.Validat e Work In . Review the Current and Future Commitme nts (Optional) 1. Ensure the Next Accounting Period Status is Set to Future Entry 2. 3. Review & Resolve Amounts to Post to the General Ledger 4. Review Held Orders 5. 2. Cash Managm ent 5. Follow up ReceiptsCheck with Suppliers 3. an indication of the order in which the steps should be undertaken. 1. Treasury 11. 4. 5. Check Inventory and Work In Process Transacti on Interface s. Complete All Transactions for the Period Being Closed 1. Review the 1. Identify and Review Uninvoiced Receipts (Period End Accruals) 5. Generate Accruals and Amortization 4. Review Open Orders and Check the Workflow Status 4.The following table displays a summary of the period-end procedures for each of the Financials applications detailed in the preceding chapters and. Reconcil e Payment s to Bank Stateme nt Activity for the Period 5. Payab les 6. Assets 10. Follow Up Outstandin 6. Generate Journals 5. Check Oracle Order Managem ent Transacti on Process. Receiva bles 7. Complete Daily Cash Managemen t Activities 2. Review Inventory Transacti ons. Order Manage ment 4.

Submit the Unaccou nted Transacti ons Sweep Program 8. Run the Final Cost Distributio n Processes 6a. Complete All Maintenan ce Activities 4. Load Bank Statements 3.Review Back Orders Payables to General Ledger Posting Process After Completi on 7. Run Maintenan ce Processes 5. 7.Review Discounts 7. Complete the Oracle PayablesPeriod End Process 1.Review and Correct Order Exceptions 2. Close the Current Oracle Payables Period g Invoices Process Inventory . Generate Sweep Transactions . Open the Next Oracle Projects Period 3. Change the Current Oracle Projects Period Status from Open to Pending Close 2. Complete All Transactio n Entry for the Period Being Closed 6.Run the Generate Cost 8.6.

Generat e Draft Revenue for All Projects 9. Run Receipt Accruals Period End Process 10. Accrue Uninvoiced Receipts 1. (Optional) 11. Reconcile receipts. Close the Current Purchasing Period.Run Generation Revenue Accountin g Event Process 11. Assign All Assets to Distribution Lines 10. Run Calculate Gains and Losses (Optional) .Interface Transactio ns to Other Application s 8. Create Service Contracts (Optional) 5. 8. Reconcile Transaction Activity for the Period 8.Run Create Accountin g 12. Review the Unapplied Receipts Register 9. Reconcil e Oracle Payables Activity for the Period 11. Reconcile Bank Statements 6.Accountin g Events Program 7. Perform Year End Encumbra nce Processing . Generate Bank Statement Cashflows 5. Reconcile Accounts Perpetual Accruals 10. Complete All Transactions for the Period Being Closed 2. 1. Reconcile Outstandin g Customer Balances 4. Run Mass Additions Transfer to Oracle Assets 9. Create Miscellaneou s Transactions 7. Reconcile to Inventory 3.Review and Release Revenue for All Projects 10. Complete All Transaction s for the Period Being Closed 2. Close the Current Oracle Payables and 3. Transfer Summary or Detail Transacti ons 7. Review AutoReconciliatio n Execution Report 9.Genera te Invoices 4.

Review the Account Analysis Report 11. Close the Current Inventory Period 4. Reconcile the General Ledger Transfer Process 9. Print Dunning (Reminder) Letters (Optional) 14. Reconcile the Journal Import Process 13.Advanc e the PA Reporting Period 18.Perman ently Close the Oracle Projects Period (Optional) 21. CreateAccount ing 15. Run Standard Period End Reports 10.Reconci le Cost Distributio n Lines with General Ledger (Optional) 8. Open the Next Payables Period 7.Restore Access to User Maintenan ce Activities 20. Print Statements (Optional) 10c. Depreciation Projections(Op tional) 9. Close the Current Oracle Receivables Period . Create Deferred Depreciation Journal Entries (Optional) 11. Run Standard Period End Reports (Optional) 11. Reconcile Oracle Assets to Oracle General Ledger Using Reports. 11. Open the Next Inventory Period 5. Run Responsibility Reports (Optional) 10b.Change the Current Oracle Projects Period Status from Pending Close to Closed 17. Run Transactions Available for Reconcilatio n Report 7. Oracle Purchasin g Periods 9. Run the Account Analysis Report for the General Ledger Cash Account 15. Reconcile to Receivables (Optional) 6. Rollback Depreciation 10.Run Period Close Exceptions and Tieback Reports 16. Reconcile Receipts to Bank Statement Activity for the Period 8. Run Standard Period End Reports (Optional ) 6. Review and Post Journal Entries 10. Print Invoices 8. Open the Next Purchasing Period. Run Bank Statement Detail Report 12. Run the GL Reconciliatio n Report 10a.13. Run Depreciation 12.Update Project Summary Amounts 19. Post to General Ledger 13. Resolve Unreconciled Statement Lines 12. Post to the General Ledger 12.Transfe r Invoices to Oracle Receivable s 11.Run Final Project Costing and Revenue Manageme nt Reports 14. Resolve Exceptions on the AutoReconci liation Execution Report 9.

Post All Journal Batches 10. Reconcile Posted Journal Entries 13.16. Complete Oracle Subledger Interfaces to Oracle General Ledger 3. Review and Verify Journal Details of Unposted Journal Entries 9. Review Unposted Items Report 2. Correct any Invalid Entries to the General Ledger Cash Account (Optional) 12. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) 5. Revalue Balances 7. Third Party Balance s Report 14. Generate Recurring Journals (Optional) 17. Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) 11. Revalue Balances . Post All Journal Batches 10. Run the Key Indicator s Report (Optional ) 15. Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) 11. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger 4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) 5. Open the Next Oracle Receivables Period 18. Run Reports for Tax Reporting Purposes ebTax (Optional) 7. Generate Mass Allocation Journals (Optional) 8. Generate Reversal Journals (Optional) 2. Review Account Analysis Report 6. Run Reports for Tax Reportin g Purposes (Optional ) 14. Review the Subledger Period Close Exceptions Report 13. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger 4. Generate Mass Allocation Journals (Optional) 8. Complete Oracle Subledger Interfaces to Oracle General Ledger 3. Generate Reversal Journals (Optional) 16. Generate Recurring Journals (Optional) 6. Review and Verify Journal Details of Unposted Journal Entries 9.

Open the Next Oracle General Ledger Period 19. Archive and Purge Transactions (Optional) (Optional) 12. Open the Next Oracle General Ledger Period 19. Perform Encumbranc e Year End Procedures (Optional) 15. Run Reports for Tax Reporting Purposes (Optional) 21. Review and Correct Balances (Perform Reconciliatio ns) 15. Close the Current Oracle Gneral Ledger Period 18. Run Financial Reports for the Closed Period 20. Enter Adjustments and / or Accruals and Post 16. Purge Transacti ons (Optional ) 19. Perform Final Adjustments 17. Run Reports for Tax Reporting Purposes (Optional) 21. Translate Balances (Optional) 13. Consolidate Ledgers(Opt ional) 14. Translate Balances (Optional) 13. Review and Correct Balances (Perform Reconciliatio ns) 15.(Optional) 12. Perform Final Adjustments 17. Consolidate Ledgers(Opt ional) 14. Enter Adjustments and / or Accruals and Post 16. Run Financial Reports for the Closed Period 20. Close the Current Oracle Gneral Ledger Period 18. Run Archive and Purge programs (Optional) 12. Perform Encumbranc e Year End Procedures (Optional) .

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