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EBS R11i Period Close Processes Overview (Doc ID 1481610.

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In this Document
Purpose
Details
Introduction to Period Close Process Document
What is Period Close?
What is the Period Close Process Document?

Who should use this Process Document?
What does this Process Document cover?
When should this Process Document be used?
Why should this Process Document be used?
How should this Process Document be used?
Useful Information
Multimedia Training
Related Resources
Information Center Notes and Oracle EBS Documentation links
Patching and Maintenance
Planning to upgrade to R12?
Use Diagnostics specifically developed for Period Close
Save time on Period Close activities
Closing the Period
Product-Specific Information
Order Management and Shipping:
Evaluate & Prepare
Process OM Transactions
Process Shipping Transactions
Reconcile and Shipping:
Close OM Orders
Oracle Cash Management
Evaluate & Prepare
Process Transactions
Transfer to General Ledger
Reconcile
Close Period
Oracle Treasury
Treasury Procedures
Oracle Payables
Process Transactions
Transfer to General Ledger
Reconcile
Close Period
Oracle Receivables
Evaluate & Prepare
Process Transactions
Transfer to General Ledger
Reconcile
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Close Period
Oracle Purchasing
Purchasing Accruals & Account Overview
Process Transactions
Transfer to General Ledger
Reconcile
Close Period
Oracle Inventory Management and Oracle Cost Management
Evaluate & Prepare
Process Inventory, Cost, and Move Transactions
Reconcile
Close Period
Oracle Projects
Process Transactions
Interface Transactions to GL
Reconcile
Interface Transactions to GL
Close Period
Oracle Assets
Evaluate & Prepare
Process Transactions
Transfer to General Ledger
Reconcile
Close Period
Oracle General Ledger
Evaluate & Prepare
Process & Post Journals
Reconcile
Close Period
References
APPLIES TO:
Oracle Treasury - Version 11.5.10.0 to 11.5.10.2 [Release 11.5]
Oracle Receivables - Version 11.5.10.0 to 11.5.10.3 [Release 11.5.10]
Oracle Order Management - Version 11.5.10.0 to 11.5.10.3 [Release 11.5.10]
Oracle Cash Management - Version 11.5.10.0 to 11.5.10.2 [Release 11.5]
Oracle Shipping Execution - Version 11.5.10.0 to 11.5.10.2 [Release 11.5.10]
Information in this document applies to any platform.
PURPOSE
Describe the Oracle Recommended Best Practices for a smooth Period Close processing.
DETAILS
Introduction to Period Close Process Document
What is Period Close?
Closing is the process of accounting for all transactions at the end of each period so all supporting information is transferred to the General
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Ledger. Subledgers cannot be closed if the required transactions in that period are not processed. Subledgers are E-Business Applications
that post (transfer accounting records) to the General Ledger: for example, Payables, Receivables, Inventory, etc.
What is the Period Close Process Document?
This Period Close Process Document provides guidance on recommended period end procedures for E-Business Release 11i. It is
intended to be generic and does not relate to a specific organization or industry. Step by step best practices with tips and troubleshooting
references are provided to assist you through each phase.
The subledger application sections are listed in the recommended order of closing based on the data flow dependency as shown in the
diagram. For example, Order Management feeds data into Oracle Receivables so it needs to be closed prior to Oracle Receivables. If you do
not use a product listed, skip that section and go on to the next. For example, if you do not use Oracle Inventory, skip that tab and move on
to the procedures for the next one listed, Oracle Projects.
Note: For R12, we have a separate document, in the form of an Advisor. Please review the Period Close Advisor Note 335.1 to know
about R12 related Best Practices for Period Close processes.
Who should use this Process Document?
The Target Audience for this Period Close Process Document is:
Functional Accountants and Daily Processing Staff
Technical Management and Staff
Application DBA's and those responsible for overseeing E-Business Suite operations
Business Management
Project Managers responsible for planning E-Business Suite maintenance
Anyone with a vested interest in the E-Business Suite Lifecycle
What does this Process Document cover?
This Period Close Process Document provides guidance on recommended period end procedures for several key products within the
E-Business Suite for Release 11i. It is intended to be generic and does not relate to a specific organization or industry. Step by step best
practices with tips and troubleshooting references are provided to assist you through each phase.
Note: You do not have to use all of the products listed or use all of the features within a product to benefit from this Process Document.
Relevant content from each section can be extracted according to your installed applications and features used. Any organization may
choose to customize their period end and year end processes, for example opting to run additional reports.
When should this Process Document be used?
This Process Document is designed to be a guide through the five main phases of your business lifecycle that lead up to closing the period:
1. Evaluate & Prepare
This area involves the preparation of your system and your staff for period close. Links to key training material are
listed in this section as well as recommended patches and setup verification diagnostics.
2. Process Transactions
This section outlines your basic day to day functional use of the product to enter and process transactions in
preparation for accounting creation.
3. Transfer to GL/ Create Accounting
From the sub-ledgers, run GL Transfer programs to post to General Ledger.
4. Reconcile
Reconciliation is the process of verifying account balances for accuracy. This process is key in ensuring the reliability of
your financial records.
5. Close Period
Closing the period is the final step that ends an accounting period. It is important that accounting periods are closed.
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Attention: Close Pending should only be used as a temporary status as unposted items are being resolved.
Products that have a 'sweep' option that move the transactions to the next period should be addressed promptly in that
next period to keep your accounting records current.
Note: If you are not viewing the document online, be sure to check Note 1481610.1 periodically for updates to it. This document gives
you one place to find best practices and troubleshooting information to help reduce period end issues.
Why should this Process Document be used?
Period Close is a critical process that can cause confusion regarding data dependencies between products / subledgers and the steps that
need to be performed. This advisor gives you one place to find best practices and troubleshooting information to help reduce period end
issues.
How should this Process Document be used?
The subledger applications are listed in the recommended order of closing based on the data flow dependency as shown in the diagram. For
example, Oracle Cash Management needs to be closed before you close Oracle Receivables because bank reconciliation in Cash Management
will create miscellaneous receipts in Oracle Receivables. Oracle Payables needs to be closed before Oracle Purchasing to account for
purchasing accruals at period end. You also need to close Oracle Payables before you close Oracle Inventory and Oracle Assets. Lastly, you
close all of your subledgers before you close General Ledger.
If you do not use a product listed, skip that section and go on to the next. For example, if you do not use Oracle Inventory, skip that section
and move on to the procedures for the next one listed, Oracle Projects.
Within the guided steps, references to troubleshooting documents, tips or items requiring attention are designated with the following icons:
Attention: Warnings or key information to review
Document: My Oracle Support references for additional information
Diagnostic: Troubleshooting Scripts available within Oracle Diagnostic Framework
Tip: Proactive hints
Note: Additional information
Navigation: Steps listed in order to reach an area or form
Useful Information
Multimedia Training
Many E-Business Suite products have diagnostics and health checks that can proactively look for issues within your data so they can
be resolved as soon as they are detected. Those proactive diagnostics are linked where relevant within the steps in this Process Document.
The link to the full catalog is below:
E-Business Suite Diagnostics Training [Video]
OCM &Health Check Overview for EBS Customers [Video]
Related Resources
Information Center Notes and Oracle EBS Documentation links
Preparing for Period Close begins with thorough product training to establish proper application setup and usage. User Guides, Product
Information Centers, and other key documents are linked within this Process Document and provide detailed product information that should
be reviewed.
E-Business Suite Product Information Center Index
Oracle Applications Release 11i Information Center
E-Business Suite Release 11.5.10 Documentation Library
Patching and Maintenance
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Evaluating and maintaining current code levels is also essential to a successful period close. As a Best Practice, you should always ensure
you are on the latest code with recommended patches applied. This will help avoid known issues, prevent potential data corruption and
provide the latest features and functionality. Having a proactive patching plan and periodic proactive patching process is the best way to
stay current. Please review the following documents for guidance in this area:
E-Business Suite Patching & Maintenance Advisor
976188.1 Patch Wizard Utility
To search for recommended patches within My Oracle Support:
Navigation:
1. Login to 'My Oracle Support' (MOS)
2. Click on the 'Patches & Updates' tab
3. In the Patching Quick Links box on the left, click 'Recommended 11i Patches' under the Oracle E-Business Suite
heading
4. In the Maintenance Release LOV, select your version
5. Under Product or Family, select your product area
6. Select your Platform, then click 'Go'
Attention: Critical Patches will be marked with and exclamation mark '!' and Recommended Patches will be
marked with a 'check'
E-Business Patch Wizard Training Video
Planning to upgrade to R12?
Use this great resource to ease your upgrade process:
Upgrade Advisor: E-Business Suite (EBS) Upgrade from 11.5.10.2 to 12.1.3

Use Diagnostics specifically developed for Period Close
The period closing tests allow to identify known issues preventing a successful closure of a period. As such these tests should be used prior
to closing a period. You will find Closing Period Test Sets too, which group the tests for easier execution, allowing for more time to take
corrective action and still close the period on the desired date.
Diagnostic: 402237.1 E-Business Suite Diagnostics Period / Year End Close
Save time on Period Close activities
Use 11.5 Period Close DashBoard Diagnostics Test! This test will provide summarized information on exceptions that will prevent period
Close in AP,AR and/or INV. It is particularly helpful if you are a large Company, having many organizations per Set Of Books. You can get an
overall picture of what organizations have exceptions and the type of exceptions that will prevent period closing for a given period name and
set of books in AP,AR and/or Inventory. It will identify possible problem areas, and also suggest actions.
Diagnostic: 1169993.1 11.5 Period Close DashBoard Diagnostics Test [VIDEO]
Closing the Period
When you attempt to update the period status to Closed for one ledger, the system checks for unposted transactions in all operating units
within the ledger. If there are unposted transactions in any of the operating units, you will need to resolve the unposted transactions for
those operating units before you can close the period for that ledger. See the referenced documents and diagnostics within this Process
Document to troubleshoot these types of issues.
Note: In Release 11i, GL automatically creates the balancing lines for journals posted to GL when you closed your periods
in each of the subledgers.
Product-Specific Information
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Order Management and Shipping:
This section describes the procedures for performing period-end processing in Oracle Order Management and Shipping for Release 11i.
Oracle Order Management drives the order fulfillment process of any business. The open, workflow based architecture supports tailored,
automated fulfillment processes without customization. It captures multi-channel demand from sources including EDI, XML, telesales or web
storefronts. As part of a complete order to cash solution it enables global order promising integrated to shipment execution. Open Sales
Orders should be reviewed and, where possible, appropriate actions should be undertaken to finalize the Order Workflows and close these
Sales Orders.
Evaluate & Prepare
Validate Setup
Incorrect or incomplete setup within the product can cause data issues. Run the setup diagnostic listed and review the
recommendations in the output to see if there are corrections that need to be made.
Diagnostic: 179661.1 Diagnostic Test Catalog for Release 11i
Tip: Navigate to the notes listed for links 'Oracle Order Management (ONT) and Oracle Shipping Delivery Based (WSHD)
Ensure Data Consistency
Order Management development has created Generic Data Fix (GDF) patches for data issues detected from fixes to application
code.These GDF patches can be downloaded through My Oracle Support and can detect and fix issues within your OM data
before they cause problems with processing or period close.
Document: 398822.1 Order Management Suite - Data Fix Patches and Script
Process OM Transactions
Ensure that all transactions have been entered for the period being closed.
Confirm shipments and optionally, the creation of install base entries for shipments
Confirm OM-shipping transaction for the period
Diagnostic: 179661.1 Oracle E-Business Suite Diagnostics R11i
Tip: Click on section 'Oracle Shipping Delivery Based' for details and diagnostics.
Confirm that invoice interface (OM-> AR interface) has been completed
Process Shipping Transactions
View Unprocessed Shipping Transactions that prevent the period close
Diagnostic: 246467.1 BDEprdcls.sql - CstCheck.sql Diagnostics Scripts
Document: 262979.1 Unprocessed Shipping Transactions Troubleshooting Techniques

View Pending Transactions
Diagnostic: 246467.1 BDEprdcls.sql - CstCheck.sql Diagnostics Scripts

Document: 391251.1 Pending Inventory Transactions Preventing Accounting Period Close
Document: 242927.1 Resolving Period Close Pending Transaction
Resolve Unprocessed Shipping Transactions
Document: 262979.1 Unprocessed Shipping Transactions Troubleshooting Techniques

If you are unable to resolve the transactions, log a new SR with Oracle Support
Please provide the following when opening the SR so support can determine if a data fix is required or if there is a known
solution:
a) Run the concurrent program Diagnostics: Apps Check from Order Management
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Navigation: Order Management > Reports, Requests > Run Requests > Choose 'Diagnostics:
Apps Check' from LOV. Enter the following applications:
Order Management, Shipping Execution, Inventory, Warehouse Management (if you are using
Warehouse Management, please also include this product)
b) Provide Debug log file
The following document provides specific profile settings and debug steps to create the debug files required for
further analysis. Follow the General Instructions based on your application version and then the specific
instructions pertaining to the process that is failing.
Diagnostics: 290432.1 How to Create a Debug File in Shipping Execution
d) Upload an HTMomse report for your problematic order:
Navigation:
1. Download the HTMomse11i.sql script:
Diagnostics: 133464.1 HTMOMSE Sales Order Diagnostic Script
Note: Oracle Development has recently made some critical enhancements and
modifications to this script, so please download the script from this note, even if you
have done so in the past.
2. Execute the script from a SQL*Plus session. Please do not use an SQL tool such as Toad or SQL
Developer
3. Enter the order number
4. Leave Line ID blank so the report will show all order lines.
5. When prompted for the sections you want shown in the report, please enter 'Y' for all fields.
6. When prompted for validations, please enter 'Y'; UNLESS this is a very large order.
7. The SQL script will give you the full path for the HTMomse report output. Please upload the
report to the SR.

Tip: If the order is very large or the HTMomse script runs for a very long time, enter 'N' to not
perform validations. The report will run faster if validations are not performed.
Reconcile and Shipping:
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports, the balances
are displayed but not the transactional information.
1. Reconcile to Oracle Inventory
Run the following reports for reconciliation with Oracle Inventory:
a) Backorder Detail Report
b) Review Backorders
c) Returns by Reason Report: This report reviews all return material authorizations for various return reasons. Order
Management automatically sorts this report by currency, return reason, and then item.
2. Reconcile to Oracle Receivables (Optional)
Run the following reports to assist in reconciliation of orders invoiced in the period:
a) Commercial Invoice Report (for all ship dates within the current AR period): This report lists all confirmed shipped items
in a delivery. If only a delivery name is specified when defining the parameters of this report, Shipping Execution prints one
commercial invoice per delivery within the trip.
b) Order/Invoice Detail Report: This report reviews detailed invoice information for orders that have invoiced. A variety of
parameters can be used to print the invoice information for a specific order or group of orders. If there are no invoices for a
particular order that meets the parameter criteria, Order Management prints in the report that no invoices exist for that order
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Close OM Orders
Closing orders that are complete enhances performance, since many programs, windows and report queries retrieve open
orders only. Orders marked as closed are not selected, increasing system speed and efficiency. Closed orders are excluded
from many of the standard reports available in Order Management, so reporting can be limited only to the active orders.
Close lines and close orders are implemented using workflow. Order Management provides seeded close line and close order
workflow sub-processes to close the order header and line, respectively. These processes, when included in the order header
or line workflow, close the status of the eligible order or lines. Once an order is closed, no lines can be added or changed.
The order header close order process checks at the end of every month to see if all the lines associated with it are closed. It
closes the order header if it finds that all the lines are closed.
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.
Steps to Close Orders:
1. Close Order Lines
An order line is eligible to close when it completes all of the line-level activities within the workflow process. Order lines can
close independent of each other. Once an order line is closed, no changes can be made to any fields except the descriptive
flexfield, for which you can define processing constraints.
Document: 398822.1 Order Management Suite - Some Data Fix Patches and Scripts. There are generic
datafixes in this note that will progress stuck orders/lines.
Attention: Holds Effect on Eligible Lines: The close order and close line workflow activities will close order
or lines if only generic holds are present .If orders or lines have activity specific holds present, they will not be
closed by workflow activity.
2. Ensure all Interfaces are Completed for the Period (Optional)
Order Import from External Order Systems: If you are using external order processing systems for data entry of orders, use
the Order Import to update Oracle Order Management from your external systems. Alternatively, if you are using the Order
Management public API to create orders, ensure that the processes calling the public API have completed.
Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. Use
the Error Message window to determine if your data failed to import.
Diagnostic: 458665.1 How To Troubleshoot When Email Notification Responses Are Processed But The Approval
Workflow Still Shows In Process
4. Transfer Invoices to Oracle Receivables
The AutoInvoice process imports external orders from the interface table. This ensures all shipped sales order information is
transferred to Oracle Receivables when it reaches the appropriate point in the order workflow. The AutoInvoice Process
updates Oracle Receivables for invoice and revenue information, as well as credit memos and credits on account created from
returns.
Attention: This process is only applicable for Order Workflow Definitions that include the Invoice Interface
or Invoice Line processes.
Attention: Order Management does not process internal sales order lines for the Invoice Interface, even if
the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type.
Note: Internal orders do not go through the Invoice interface/ AutoInvoice process.
Tip: Review the Receivables section in this document for further details.
5. Review Held Orders
Run the following reports to assist with reviewing sales orders on hold:
a) Orders on Credit Check Hold Report: This report identifies all of the credit holds currently outstanding for
a customer within a date range, or identifies why a particular order is on hold. Order Management allows you to
perform a credit check on customer orders and automatically places orders on hold that violate your credit
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checking rules. This report is automatically sorted by customer, currency code, credit check rule, and order
number. All balances are calculated as they are using the online credit check rule, including the factor for
shipments and receivables for a certain number of days.
b) Hold Source Activity Report: This report reviews holds placed and removed under a hold source during
the time period you specify and indicates the date and the type of activity for each hold transaction.
c) Outstanding Holds Report: This report reviews order holds for the customer or customers you choose and
displays the order number, order date, ordered items, and order amount for each order line on hold for each
customer you select. It is automatically sorted by customer, order number, order line, and then order line detail.
6. Review Discounts
It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies
have been followed, and exceptions are clearly identified and reviewed and/or followed up. Use the following reports:
a) Order Discount Detail Report: This report reviews discounts applied to orders by order line detail and
provides detailed line pricing information, including price list price, selling price, and discount information.
b) Order Discount Summary Report: This report reviews discounts applied to orders and provides order level
pricing information, including agreement, salesperson and total order discount.
7. Review Backorders
Review backlogs and backorders to ensure that these items are current. If necessary, process cancellations for items/lines
which are no longer required.
a) Backorder Detail Report: This report reviews all customer orders that have been backordered and provides
details for each order including customer name, order number, order type of each order, all backordered items
and their appropriate line numbers, total quantity both ordered and backordered, and monetary amounts of both
ordered and backordered quantities.
b) Backorder Summary Report: This report lists all unshipped orders and includes only open orders in an
order cycle that includes pick release. It displays order information such as order number, customer name and
number, order type, purchase order, order date, last shipped date, and the monetary amounts ordered, shipped
and outstanding. This report also includes total amounts for customers and currencies. These amounts involve
totals for shippable items only.
8. Review and Correct Order Exceptions
a) Unbooked Orders Report: Optional: Use this report to review orders entered but not booked. They may
indicate incomplete processing, which needs to be corrected, completed, or deleted as appropriate.
b) Retry Activities in Error: Run this report once in Execute Mode for OM Order Header and OM Order Line
item types, preferably at the time of low order update activity. If, after running it, there still exist activities in
error, use Workflow Status Monitor or diagnostic script bde_wf_err.sql to find orders/lines in error and
investigate further the reason why they are in error. Scheduling a blind (i.e., no filtering by Order Number) Retry
Activities in Error on a frequent basis (more than about once a week per item type) is not recommended unless
you promptly investigate and remove the reason for a repeating workflow error. Otherwise, rather than resolving
the error, the program will keep adding additional workflow status history records.
It is recommended to run the Retry Activities in Error at least a week before period close deadline, so you have
time to investigate any errors that the program could not resolve.
Navigate: Order Management > Reports, Requests > Requests > Single Request > Retry
Activities in Error > To progress headers and lines in error, run for Item Types: OM Order Header
& OM Order Line.
Diagnostic: 255045.1 bde_wf_err.sql - Profile of Workflow Activities in Error. This is a script
to identify and assist in processing Activities that are in an errant state.
c) Sales Order Workflow Status Report: Optional: This report enables Order Management users to locate
orders that are not progressing through associated workflows as expected.
9. Create Service Contracts (Optional)
Run the Service Contracts Order Processing Concurrent request to create service contracts for extended warranties.
10. Purge Closed Workflows (Optional)
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Document: 878032.1 How To Use The New Concurrent Program "Purge Order Management Workflow"
Tip: For any performance issues, see 751026.1 FNDWFPR - Purge Obsolete Workflow Runtime Data - OEOH
/ OEOL Performance issues
11. Run Standard Period End Reports
The following reports should be run each period:
a) Cancelled Orders Report: This report reviews all orders that have been cancelled and provides a summary
of each cancelled order, including order number, customer name, line number and item, the date and reason the
order or order line was cancelled, the quantity ordered and the quantity cancelled, and who cancelled the order.
This report can be used to report total amounts cancelled in a specified time-frame, and allows evaluation of the
most common cancellation reasons, review cancellations by salesperson, or review cancellations by customers.
b) Salesperson Order Summary Report: This report reviews orders for one or more salespeople and displays
the order and each order line associated with each salesperson. Salespeople can use this report to see their
current outstanding orders and their status.
Oracle Cash Management
Evaluate & Prepare
Review Training Material
Document: 1274995.1 Decide How to start using Reconciliation In Cash Management?
Document: 298275.1 Cash Management Set Up Steps (AR Perspective)
Validate Setup
Incorrect or incomplete setup within the product can cause processing/data issues. Run the setup diagnostic listed below and
review the recommendations in the output to see if there are corrections that need to be made.
Diagnostic: 732417.1 Oracle Cash Management General Setup Test
Process Transactions
Ensure that all transactions have been entered for the priod being closed.
Ensure that all statements for the period being closed are reconciled and that all Bank Account Transfer and
other Cash Management activities are completed for the period being closed. The following steps are taken in
performing period-end processing for Oracle Cash Management.
1. Complete Daily Cash Management Activities
Complete bank account transfers for the period, validate them, if necessary, and send payment instructions to
the bank.
2. Load Bank Statements
Detailed information from each bank statement, including bank account information, deposits received by the
bank, and checks cleared needs to be entered into Cash Management. Bank statements can be either manually
entered or loaded electronically from information received directly from your bank.
Tip: For organizations with high transaction volumes bank statements should be loaded and
reconciled on a daily basis. Refer to Entering Bank Statements Manually and Loading Bank
Statement Open Interface in the Oracle Cash Management User Guide.
3. Generate Sweep Transactions
If you have target balance or zero balance accounts (ZBA) with your banks, you can automatically generate
system transactions to match banking information once the bank posts the sweeps.
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Once the bank statements are imported, run the Sweep Transaction Generation concurrent program. The
program will scan the bank statement for sweep lines and, based on the cash pool setup in the system, create
sweep transactions between your internal bank accounts, which can be accounted for and subsequently
reconciled.
4. Create Bank Statement Cashflows
If you have recurring items such as bank fees and interest appear on your bank statement, you can use the
Bank Statement Cashflow Creation program to create system transactions (cash flows) to match banking
information.
Once the bank statements are imported, run the Bank Statement Creation concurrent program. This program will
scan the bank statement for specific codes, as defined in the Bank Statement Cashflow Mapping, and create
cashflows, which can be accounted for and subsequently reconciled.
5. Reconcile Bank Statements
Once detailed bank statement information has been entered into Cash Management, the information must be
reconciled with the subledger transactions.
Cash Management provides two methods to undertake reconciliations:
a) Automatic: Bank statement details are automatically matched and reconciled with subledger
transactions. This method is ideally suited for bank accounts which have a high volume of
transactions.
b) Manual: This method requires a manual match of bank statement details with subledger
transactions. This method is ideally suited to reconciling bank accounts which have a small volume
of monthly transactions. The manual reconciliation method can also be used to reconcile any bank
statement details, which could not be reconciled automatically.
6. Create Miscellaneous Transactions
During the reconciliation process, miscellaneous transactions for bank-originated entries, such as bank charges
and errors can be created. Oracle Payables payments or Oracle Receivables receipts can also be manually
created.
Tip: The automatic reconciliation process can be set up to create miscellaneous transactions
automatically.
Attention: If you create transactions during the reconciliation process, you will need to
re-run the Create Accounting routine from Oracle Receivables to ensure all information is
transferred to the General Ledger.
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.
8. Review Auto-Reconciliation Execution Report
This report shows import and reconciliation errors that occurred when running the Auto-Reconciliation program.
Cash Management automatically produces this report during the automatic reconciliation process. You may also
request it as needed from the Submit Request window.
It includes either statement import errors, which prevented the automatic loading of your bank statement, or
your reconciliation exceptions found during the automatic reconciliation process.
9. Resolve Exceptions on the Auto-Reconciliation Execution Report
Resolve the exceptions on the Auto-Reconciliation Execution report by either rerunning the import process or by
manually reconciling the exceptions.
10. Run Bank Statement Detail Report
This report shows statement and transaction information for a specific bank account statement, including bank
statement header information, statement line detail, and reconciled transaction detail.
It will also list any un-reconciled transactions separately with their current status, and the statement totals for
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each type of transaction, including the amount entered, reconciled, un-reconciled, over-reconciled and under-
reconciled, and gives you the option to select only un-reconciled statement lines.
11. Run Transactions Available for Reconciliation Report
This report shows all transactions available for reconciliation for a specific bank account. It lists detailed
transaction information for your Available Receipts, Available Payment, and Available Journal Entries for
reconciliation. Detailed information includes the Customer, Supplier or Batch Name, Transaction Date, Payment
Method, Transaction Number, Currency, and Amount.
It only lists void payments if the Show Void Payments option on the Systems Parameters window is checked. It
does not list reversed receipts due to user error nor does it list the associated original receipts that were not
reconciled. This report groups transactions by status so that void or reversed transactions are separate from
other transactions.
12. Resolve Un-reconciled Statement Lines
Resolve the un-reconciled statement lines by manually reconciling the statement lines to the available
transactions.
Transfer to General Ledger
Create journal entries for eligible accounting events generated by Bank Account Transfers and Bank Statement Cash Flows by
submitting General Ledger Transfer Program.
The program transfers and posts journal entries to General Ledger.
Reconcile
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Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
1. Run the GL Reconciliation report
Use this report to reconcile the General Ledger cash account to a bank statement balance.
This report lists a balance and an adjusted balance for the bank statement. It also lists a separate adjustment amount for
un-reconciled receipts, payments, and journal entries, as well as bank errors.
Warning: To ensure that this report is accurate, you must first perform these tasks:
a) Reconcile all statements in Cash Management
b) Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your General
Ledger.
c) Post journals in General Ledger, if transfer from sub-ledgers was not in FINAL POST mode.
Document: 733149.1 Latest: CEXRECRE - GL Reconciliation Report, Difference between Cash In Transit,
Transaction Available report
Tip: Review the Receivables and Payables sections in this Process Document for further details.
2. 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.
3. 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. Valid sources will include Payables
and Receivables. Transactions entered directly via General Ledger will have a Source of Manual or possibly
Spreadsheet if Web Applications Desktop Integrator (Web ADI) is used.
4. Correct any Invalid Entries to the General Ledger Cash Account (Optional)
Reverse or amend any journals incorrectly posted to the General Ledger Cash Account, which were highlighted
during the review of the Account Analysis Report.
To prevent invalid journal entries to the General Ledger Cash Account enable security rules appropriately.
Close Period
The Cash Management application does not have its own period like other applications, so there is no period to open or close
for this application. However, Cash Management can generate accounting events for Bank Account Transfers, Bank Statement
Cash Flows and reconciling activities so be sure you have completed all Bank Account Transfer Bank Statement Cash Flows
and reconciling activities needed in Cash Management before closing the corresponding application or GL period.
Oracle Treasury
Treasury Procedures
1. Complete Daily Trading Activities
Complete trading activities for the day, validate them, if necessary, and send payment instructions to the bank.
2. 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. Revaluation is an optional step in the
accounting process. If you set the Accounting - Perform Deal Revaluations company parameter to Yes, you must
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perform revaluations as part of the accounting process.
Tip: You can automate steps 2-5 by running the Accounting Streamline Process concurrent
program.
3. Generate Accruals and Amortization
You can generate amortizations and accruals adjustments, split by revenue and expense, for all money market
products. These adjustments include amounts for settling derivatives, such as Forward Rate Agreements (FRAs)
and options. Amortization and accruals adjustments are calculated incrementally for each batch period, rather
than as an accumulating amount for multiple periods. Reversal entries are not required.
Navigation:
1. Go to the Accruals window
2. Choose a Company
3. Choose a period or an existing Batch ID
4. Choose the Calculate button
5. The accrual and amortization details for the financial transactions in the specified period appear.
6. Authorize the results
Tip: You can view and delete these period adjustments, but you cannot change them. If you find the
results to be incorrect, delete them and review the corresponding financial instrument. Once the financial
instrument is correct, re-create the accruals.
4. Generate Journals
Use the Daily Journals window to generate the daily journals for an accounting batch, view the generated journal
entries, change the dates or GL accounts for your journal entries, and reallocate suspense journal entries to a GL
account.
5. Transfer Journals to General Ledger
After you enter and verify all accounting changes for the journal, use the Transfer Journals to GL window to
transfer your journals from Treasury to General Ledger. Once you transfer your daily journals to General Ledger,
you cannot change any of the accounting for the batch in Treasury.
Oracle Payables
This section describes the processes and activities required for a successful period close in Oracle Payables Release Release 11i. Oracle
Payables improves margins, instills corporate and fiscal discipline, and optimizes business relationships. Accounts Payable activity must be
reconciled for the accounting period that is to be closed.
Process Transactions
Ensure that all transactions have been entered for the period being closed.
1. Complete Invoices and Credits
Process all Invoices, Debit Memos, Credit Memos, Prepayments, Expense Reports, etc.
Tip: Should problems occur progressing a specific invoice, verify if the same has any data
issues that can be addressed quickly by running the Master GDF Diagnostic (Doc Id 1360390.1) in
Single Transaction Mode for the problem invoice.
Document: 1321090.1 Payables Invoice Info Center
Diagnostic: 216569.1 Oracle Payables Invoice Data Collection Test
2. Complete Invoice Import
The Payables Open Interface Import Program (APXIIMPT) is used to create Payables invoices from invoice data
entered in the Payables Open Interface tables AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE.
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Document: 1321090.1 Payables Invoice Info Center: Open Interface Import
3. Import from external system or Internet Expenses
If you import transactions from an external system, or you are using Internet Expenses or Xpense Xpress,
ensure you have imported all transactions, and reviewed all audit trails for completeness.
4. Run Invoice Validation
The Invoice Validation process checks the matching tax, period status, exchange rate, and distribution
information for invoices you enter and automatically applies holds to exception invoices.
Document: 1321090.1 Payables Invoice Information Center: Validation
5. 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. The report details all invoices that Oracle Payables cannot select for posting and
therefore cannot create journal entries.
Document: 1321090.1 Payables Invoice Information Center: Check Holds
Tip: Run frequently and resolve any identified holds which will prevent posting to GL, and
then re-run the Payables Approval process to approve these invoices.
6. Complete Payments
Process all payments (Manual, Quick, Refunds and Payment Process Requests)
Tip: Transactions that will be picked by the PPR can be health checked through the month by periodically
running the Master GDF Diagnostic (Doc Id 1360390.1) in date range chunks (e.g weekly). The program will
scan transactions that will be processed in the current month for potential data issues that may affect the PPR
negatively. Address issues as the MGD identifies them.
Document: 1320497.1 Payables Payments Info Center: Master Troubleshooting Guide for Issues in the
(AP) Payments Workbench
Tip: Use templates created in the Templates tab of the Payments Manager to simplify pay run processing.
7. Run a Payment Process Request at the month end (Optional)
Note: This step is under review. Please revisit again.
By running a month end Payment Process request, you may create a payment for as many due invoices as
possible.
Document: 1305001.1 R12: Master Troubleshooting Guide for Payment Process Requests (PPRs) in Oracle
Payments
8. Confirm all Payment Instructions
Run the Payment Instruction Register for the period that is to be closed, or finalize any outstanding payments.
Use Oracle Payments to confirm any payment instructions. Check the status of the Payment Process
Request/Payments/Payment Instructions to ensure that all payments have been processed.
The Payment Instruction Register lists each payment created for a payment process profile or for a manual
payment. Actual payments can be compared against this register to verify that Oracle Payables/Oracle Payments
has recorded payments correctly. The report lists each payment in a payment process request, including setup
and overflow payment documents, in ascending order, by payment number. This report is automatically
submitted when payment instructions are being created and can also be submitted from the standard report
submission (SRS) screen.
Attention: Unconfirmed payments will prevent the period from closing.
9. Reconcile Payments to Bank Statement Activity for the Period
Payables payments can be reconciled through the Cash Management application. See the Cash Management
section in this Period Close document as well as the document below.
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10. Run the Payments Register (Optional)
Note: This step is under review. Please revisit again.
The Payment Register details payments printed in a particular accounting period. This report can be used to
review payment activity for each bank account used during the specified time period.
Attention: The report total only shows the net (less discounts) payment amount, whereas
the Posted Payment Register total is the total payment amount, including discounts. If only
verifying report totals, these two reports would not balance. 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.
11. Submit the Update Matured Bills Payables Status Process
This will process any future dated payments still to mature in the period.
Transfer to General Ledger
1. Review the Transfer Journal Entries to GL
2. Run and 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. Accounts Payable sorts the report by transaction type (invoice or
payment), exception, supplier, transaction currency, and transaction number.
Run this report after you have run the Create Accounting Process to show only the transactions that had
problems that prevented accounting. Correct the problems and resubmit the accounting process.
Document: 1330739.1 Payables Create Accounting Info Center: Create Accounting
Note: This report does not include invoices that have no distributions.
3. Transfer All accounted Invoices and Payments to the General Ledger
Release 12 provides 3 modes of accounting: Final, Final Post and Draft. The transactions that have been
accounted in Final Post have already been transferred to, and posted in the general ledger. The transactions that
have been accounted in the Final Mode are accounted but not yet transferred to General Ledger. The
transactions in draft accounting mode can be included on accounting reports but cannot be transferred to the
general ledger. The accounting in draft mode is for informational purposes only.
There are two ways to transfer journal entries to GL:
a) Submit Transfer Journal Entries to GL concurrent request. or
b) Choose to transfer the accounting created during Create Accounting by selecting Yes for
Transfer to GL parameter.
Attention: The Create Accounting process ran with the Transfer to GL parameter = Yes will
only transfer the accounting created by that run. The Transfer Journal Entries to GL program
needs to be ran separately to transfer any accounting that was created, but not transferred during
previous runs of the Create Accounting process or from Online Accounting that was not Final Post.
When accounting mode is Final and transfer to GL is set to No, then the Transfer Journal Entries to GL program
needs to be run from the Standard Report Submission (SRS) window. Please review the Transfer Journal Entries
to GL report generated by this program; make sure there are no errors reported on this report.
Invoice journal entries debit the expense or other account entered on an invoice distribution line, and credit the
liability account specified on the invoice, unless you have modified the SLA rules to create alternative accounting
entries to address your specific business needs.
Payment journal entries relieve liability on the invoice(s) that it pays and credit cash or cash clearing account
depending on your setup.
Attention: The generated journal batch needs to be posted from within Oracle General
Ledger if the mode of accounting was Final, Transfer to General Ledger was Yes and Post in GL
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was set to No. 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.
Diagnostic: 180165.1 11i : Oracle Payables Period Closing Activity Test
Diagnostic: 364121.1 11i : Oracle Payables Data Integrity Analysis Activity Test
4. Review the Transfer Journal Entries to GL Report generated from step 4
This report provides any errors that may have occurred during transfer of the journal entries.
Attention: Make sure there are no errors on this report before proceeding
Diagnostic: 226836.1 11i : Oracle Payables Unaccounted Transaction Analysis Activity Test
Diagnostic: 200338.1 11i : Oracle Global Accounting Engine Event Data Data Collection Test
5. Run 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, and can be used to verify that the total invoice amount equals the total invoice distribution
amount. The report lists each Accounts Payable Liability Accounting Flexfield and the invoices posted to the
account.
6. Run the Posted Payments Register
This report is used to review the payments posted to Oracle General Ledger during a particular accounting
period, and can be used to review the payment activity for each bank account used during that period.
Attention: When posting to the General Ledger is performed multiple times throughout each
accounting period, the Posted Invoices Register and Posted Payments Register reports must be run
after each posting run, for reconciliation of Oracle Payables liabilities with Oracle General Ledger's
Trade Creditor Control Account.
Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports, the balances
are displayed but not the transactional information.
1. Run the Accounts Payable Trial Balance
The Accounts Payable Trial Balance should be used in conjunction with the Posted Invoice and Posted Payment
Registers for reconciliation. The correct method for reconciling AP to GL is as follows:
Last Months Accounts Payable Trial Balance
+ This months Payables Posted Invoice Register
- This months Payables Posted Payment Register
= This months Accounts Payable Trial Balance
Attention: The Accounts Payable Trial Balance report output shows a GL total. That GL total
includes manual and non Liability class entries from the Payables subledger, and non-Payables
source entries in GL. Use the given method to reconcile, and the Trial Balance amount remaining
total should equal the GL total excluding the manual and non Liability class entries from the
Payables subledger, and non-Payables source entries in GL.
Document: 1330739.1 Payables Create Accounting Info Center: Trial Balance
Diagnostic: 829180.1 Oracle Payables Trial Balance Diagnostics For An Invoice Activity Test
Note: To obtain the most up-to-date trial balance for a given period, journal entries should be posted for
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the invoice and payment activity for the period, prior to running the report
Close Period
1. Close the Current Oracle Payables Period
Close the accounting period by using the Control Payables Periods window to set the Period Status to Closed. If
there are exceptions, there will be a message that the period cannot be closed and an Exceptions button will be
available. Click on this and then click on Review. This will submit the Payables Period Close Exceptions Report
which lists all the transactions, accounting events and headers that fail period close validation.
Tip: Transactions that appear on the Period Close Exception Report have often failed accounting and
validation because of data issues. Periodically running the Master GDF Diagnostic from Document 1360390.1 will
reduce or eliminate the number of these transactions. If transactions still appear on this report, use the Master
GDF Diagnostic to validate them in 'Single Transaction mode.' If data issues are identified, address them as the
diagnostic indicates.
Tip: If any data issues were identified and resolved after running the Trial Balance during the Reconcile
phase, you will need to rebuild the Trial Balance Report so any transactions that were fixed and posted to GL will
be reflected in the correct accounts. See Document 553484.1 for instructions on how to rebuild the Trial
Balance.
2. Submit the Unaccounted Transactions Sweep Program
If any transactions remain that cannot be accounted successfully, are not material, and your accounting process
allows it, use the Sweep Program. This program transfers unaccounted transactions to the next open period so
you can close the current period. Sweeping changes the accounting date on unaccounted transactions to the first
day of the next open period. This should only be done after due diligence to resolve unaccounted transactions is
completed by going through the steps and troubleshooting notes in the Process Transactions section.
To submit the Unaccounted Transactions Sweep Program, navigate to the Control Payables Periods window. If
the period has exceptions, then the Exceptions button will be visible. Click on that button and choose Review to
submit the Unaccounted Transactions Sweep report. This will list the transaction that will be swept. After review,
if you want to sweep, set the period status to Closed and choose the Sweep button to move the unaccounted
transactions to the next period.
Attention: Sweep cannot be undone!
Attention: Swept transactions are not posted to General Ledger, the GL dates are changed to the first
day of the next open period so they can be accounted, transferred and posted in that next open period.
Promptly resolve issues with swept transactions to keep your accounting current.
Document: 560378.1 Unaccounted Transactions Sweep Program
Note: Before running the sweep program, you will need to open the next accounting period, see step 5
below.
3. Accrue Uninvoiced Receipts
Refer to the Purchasing section in this Period Close document as well as the document below.
Document: 1391694.1 Oracle Purchasing: Information Center
4. Run Mass Additions Transfer to Oracle Assets
After you have completed all Payables transaction entries, and confirmed all invoice holds, and carry forwards,
submit the Mass Additions Create program to transfer capital invoice line distributions from Oracle Payables to
Oracle Assets. For foreign currency assets, Payables sends the invoice distribution amount in the converted
functional currency. The mass addition line appears in Oracle Assets with the functional currency amount. After
you create mass additions, you can review them in the Prepare Mass Additions window in Oracle Assets.
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. Any additional invoicing will become part of the next period.
Diagnostic: 1162973.1 Oracle Payables (SQLAP): Invoice Mass Additions Activity Diagnostic
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Test
Tip: If the volume of transactions in Accounts Payable requiring Assets update is large, you
should consider running the Mass Additions Create process on a more regular basis.
5. 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.
Oracle Receivables
Evaluate & Prepare
Review Patch Recommendations
Document: 300930.1 11i: High Priority Patch Recommendations for Oracle Receivables Data Quality
Process Transactions
Ensure that all transactions have been entered for the period being closed.
1. Complete Customer and Transactions Import
Document: 1137414.1Oracle Receivables (AR): AutoInvoice Information Center
Tip: If you import transactions from an external system or Oracle Projects, ensure that you have imported
all transactions and master files, and reviewed all audit trails for completeness.
2. Complete Invoicing, Credits and Adjustments
Document: 1320546.1Oracle Receivables (AR): Transactions Workbench Information Center
Diagnostic: 732203.1 Oracle Receivables Transaction Data Setup Test
Diagnostic: 732188.1 Oracle Receivables Adjustment Data Setup Test
3. Complete Receipts and Reversals
Document: 1362278.1 Oracle Receivables (AR): Receipts Workbench Information Center
Diagnostic: 732201.1 Oracle Receivables Receipt Data Setup Test
4. Complete Lock Box Processing
Document: 1366298.1 Troubleshooting Lockbox: Known Issues and Patches
Document: 1075485.1 Oracle Receivables Lockbox: Frequently Asked Questions (FAQ)
5. Run the revenue recognition program (Optional; required if OM-Shipping is used)
Document: 1362278.1 Oracle Receivables (AR): Receipts Workbench Information Center
Diagnostic: 732203.1 Oracle Receivables Transaction Data Setup Test
6. Print Invoices
Once you are satisfied that the customer balances are reconciled, ensure all the invoices generated during the
month have been printed and issued.
If the Balance Forward Billing functionality is used, ensure that the consolidated (BFB) invoices have been
generated for the current period.
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Attention: Balance Forward Billing replaces consolidated billing invoices (CBI) feature of 11i. For more
information on the setup of balance forward billing, refer to the Oracle Receivables Implementation Guide or the
Oracle Receivables User Guide.
Transfer to General Ledger
Diagnostic: 255941.1 11i : Oracle Receivables Period Closing Activity Test
Document: 1328081.1 What Are The Complications Related to Changing GL Dates of Receivables Transactions Through Sqlplus to
Future Periods
Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
1. Reconcile Transaction Activity for the Period
Reconcile the transaction activity in Oracle Receivables before posting to the General Ledger. 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) Transaction Register
b) Sales Journal by Customer Report and the Sales Journal by GL Account Report
c) Journal Entries Report
d) AR to GL Reconciliation Report
2. Reconcile Outstanding Customer Balances
Reconcile the outstanding customer balances at the beginning of a specified period with the ending balance for
the same period using the following formula, known as the Roll Forward Formula:
Period-End Balance = Outstanding Balance at Start of Period + Transactions + Adjustments - Invoice Exceptions
- Applied Receipts - Unapplied Receipts
The following list represents the various components that affect a customer's balance and the reports that can
be run and reviewed to reconcile these components:
a) Beginning Balance - Aging reports
b) Transactions - Transaction Register
c) Adjustments - Adjustment Register
d) Exceptions- Invoice Exceptions Report
e) Applied Receipts - Applied Receipts Register (Identify payments received from customers)
f) Unapplied Receipts - Unapplied and Unresolved Receipts Register (identify payments received
from customers)
g) Ending Balance - Aging report (as of the last day of the accounting period)
Tip: You can use the Invoice Exceptions Report to adjust the Transaction Register for any
transactions, which are not open in Receivables, and therefore do not show up in the aging
reports.
3. Review the Unapplied Receipts Register
Use the Unapplied Receipts Register to review detailed information about your customers on-account and
unapplied payments for the date range that you specify. You can use this report to determine how much your
customer owes after taking into account all on-account and unapplied amounts.
Receivables displays information about your on-account or unapplied payment such as GL date, batch source,
batch name, payment method, payment number, payment date, on-account amount, and unapplied amount.
This report includes both cash and miscellaneous receipts.
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If any of the Receipts listed can now be applied to outstanding transactions, you can perform this action by
re-querying the receipts and following the normal application procedure.
Document: 737453.1 Receipts Report: Receipt Register Report Known Issues And Patches
4. Reconcile Receipts
Ensure that Oracle Receivables receipts balance by running the following reports:
a) Receipts Journal Report: This report displays details of receipts that appear in the Journal
Entries Report. The Journal Entries Report shows the receipt numbers that contribute to a
particular GL account. Using the receipt number, you can review the detailed information on the
Receipts Journal Report.
b) Receipt Register: Use this report to review a list of receipts for a specified date range.
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.
Document: 737453.1 Receipts Report: Receipt Register Report Known Issues And Patches
5. Reconcile Receipts to Bank Statement Activity for the Period
Refer to the Period Close Procedures for Oracle Cash Management in this document.
Attention: The Create Accounting process must be re-run for any miscellaneous accounting
entries generated from the bank reconciliation, for transfer to the General Ledger.
6. Reconcile Posted Journal Entries
Reconcile the Journal Import by manually reviewing the transactions in the Subledger Accounting Program
Report, and comparing them with the Journal Entries Report output. The Journal Entries Report is a new
Subledger Accounting BI Publisher report which is available from the subledger applications and can be run with
parameter Posted = Yes, No or ALL, which users can copy and modify the report template according to their
needs.
Attention: If the customer is using Reporting/Accounting sequences, they can run Journal
Entries Report using Sequence Ranges created in the Create Accounting program run, and
compare the total with the Journal Import Execution Report.
Close Period
1. Close the Current Oracle Receivables Period
Close the current period in Oracle Receivables using the Open/Close Accounting Periods window.
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.
2. Third Party Balances Report
This report is used to display balance and account activity information for Suppliers and Customers. 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, third party,
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.
3. Review the Unposted Items Report
Oracle Receivables prints the Unposted Items Report for all items that are not posted for the specified GL date
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range. Run the request from the Submit Requests window. The output will consist of all items not posted to the
General Ledger for the specified GL date range.
This report should not generate any output if all Receivables transactions have been successfully posted to the
General Ledger. If there are any items not posted for the current or prior periods, then re-open both appropriate
Receivables and General Ledger Periods and initiate another posting.
Document: 790018.1 11i: Unposted Items Report not started by AR GL TRANSFER
5. Review Account Analysis Report
The Account Analysis Report provides drill-down information about the activities relating to a particular account
for a period or range of periods. It only includes journal entries transferred to and posted to the General Ledger.
Review this report and compare it with the Third Party balances report.
Note: To avoid duplication with subledger journal entries, General Ledger journal entries
imported from Subledger Accounting are not included in the report.
6. Open the Next Oracle Receivables Period
Open the next period in Oracle Receivables using the Open/Close Accounting Periods window.

Oracle Purchasing
This section describes the processes and activities required for a successful period close in Oracle Purchasing Release Release 11i covering
the Procure to Pay cycle.
Purchasing Accruals & Account Overview
1. Understanding the accounts being used
Expense A/P Accrual Account: This account accumulates the payable accrual for your purchasing installation.
This is the account used by Purchasing to accrue your accounts payable liability for expense items.
Navigation: Purchasing responsibility > Setup > Organizations > Purchasing Options
Inventory A/P Accrual Account: It accumulates the inventory accounts payable accrual for this organization.
This is the account used by Purchasing to accrue your payable liability when you receive your items.
Navigation: Purchasing responsibility > Setup > Organizations > Organizations > in the
Other Accounts tab in the Organization Parameters form
Receiving account: This account records the current balance of material in receiving and inspection.
Navigation: Purchasing responsibility > Setup > Organizations > Receiving Options
Purchase Price Variance Account: This account accumulates the purchase price variance for this
organization. The purchase price variance account is usually an expense account. This is the variance that you
record at the time you receive an item in inventory, and is the difference between the purchase order cost and
an item's standard cost. Purchasing calculates purchase price variance as: PPV = (PO unit price - standard unit
cost) X quantity received.
Navigation: Purchasing responsibility > Setup > Organizations > Organizations > in the
Other Accounts tab in the Organization Parameters form.
Invoice Price Variance Account: This account accumulates the invoice price variance for this organization.
This is usually an expense account. Invoice price variance is the difference between the purchase order price for
an inventory item and the actual invoice price multiplied by the quantity invoiced: Invoice Quantity x (Invoice
Price - PO Price) x Invoice Exchange Rate.
Navigation: Purchasing responsibility > Setup > Organizations > Organizations > in the
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Other Accounts tab in the Organization Parameters form.
Exchange Rate Gain or Loss Accounts: This account accumulates exchange rate gains or losses for this
organization. These are usually expense accounts. Exchange rate gain or loss accounts are used to record the
difference between the exchange rate used for the purchase order and the exchange rate used for the invoice.
Navigation: Purchasing responsibility > Setup > Organizations > Financial Options
Document: 563100.1 Brief Overview of Receipt Accounting. Review this document to
understand how each account is debited or credit depending on the type of transaction.
Process Transactions
Ensure that all transactions have been entered for the period being closed.
1. Complete All Transactions for Oracle Purchasing
a) Complete Requisitions
b) Complete Purchase Orders and Releases
c) Complete Receipts and Returns
Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web,
email, or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to
requestors or buyers who create requisitions in Purchasing or iProcurement. The Confirm Receipts workflow sends
notifications for items with a Destination or Deliverable To Type of Expense, a Routing of Direct Delivery, and a Need
By date that is equal to or later than today's date. Requestors can create receipt transactions by responding to the
notification.
2. Review the Current and Future Commitments (Optional)
Run the Purchase Order Commitment by Period Report to show the monetary value of purchased commitments for a
specified period, and the next five periods. You can use the report sorted by buyer to monitor buyer performance. You
can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier.
3. Review the Outstanding and Overdue Purchase Orders (Optional)
Run the following reports:
a) Purchase Order Detail Report
b) Open Purchase Orders (by Buyer) Report
c) Open Purchase Orders (by Cost Center) Report
These reports can be used to review all, specific standard, or planned purchase orders. The quantity ordered and
quantity received is displayed so the status of the purchase orders can be monitored.
4. Follow Up Receipts - Check With Suppliers
For purchase orders not received, the appropriate department can use the details obtained from the Purchase Order
Detail Report, to follow up the status of the ordered items with the suppliers. If the goods have been received, but the
receipt has not been entered into Oracle Purchasing, the receipt transaction needs to be entered by the appropriate
personnel.
Attention: Where you have selected to accrue receipts at period end, make sure that all receipts
have been entered for a specific period, before creating receipt accruals for that period.
5. Identify and Review Uninvoiced Receipts (Period-End Accruals)
Run the Uninvoiced Receipts Report to review receipts for which the supplier invoice has not been entered in Payables.
Receipt accruals can be reviewed by account and by item. This report indicates exactly what has to be accrued, for
what amount, and helps in the preparation of accrual entries.
6. Follow Up on Outstanding Invoices
For any items identified to have been received but not invoiced, the appropriate department can then follow up with the
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supplier, using the details from the Un-invoiced Receipts Report. Entering of invoices, matching of unmatched invoices,
and resolution of any invoice holds, where possible, should be carried out at this point in the period-end process.
Transfer to General Ledger
1. Complete the Oracle Payables Period-End Process
Complete the steps to close the Oracle Payables period, which corresponds to the Oracle Purchasing period
being closed, to enable the creation of receipts accrual entries. Performing the Oracle Payables Period-End
process effectively prevents any further invoices or payments being entered into Oracle Payables for the closed
period.
Tip: Review the Payables section in the Period Close document for more details.
2. Run the Receipt Accruals - Period End Process
This process will create period-end accruals for un-invoiced receipts, for Expense distributions for a specific
purchasing period. Each time the process is run, Oracle Purchasing creates a batch in Receiving Subledger for
your receipt accruals. It also creates accounting events in SLA. Journal entries are created for the amount of the
receipt liabilities, debiting the charge account and crediting the Expense AP Accrual Account.
Attention: The Receipt Accruals Period End Program creates accounting in the receiving sub ledger only.
The Create Accounting Program has to be run to create SLA journals, which in turn will trigger the journal
import, depending on the parameters used.
If you are using encumbrance, Purchasing creates another set of accounting events in SLA in your General
Ledger corresponding to the encumbrance reversal entries for the uninvoiced receipts you accrued.
Purchasing never accrues your uninvoiced receipt twice. Each time you create accrual entries for a specific
uninvoiced receipt, Purchasing marks this receipt as accrued and ignores it the next time you use the Receipt
Accruals - Period-End process provided that the purchasing period is closed. Purchasing creates accrual entries
only up to the quantity your supplier did not invoice for your partially invoiced receipts.
Attention: When using Cash Basis Accounting, you should use the Purchasing Options
window to set the Accrue Expense Items flag to Period End, but you will not normally run the
Receipt Accrual - Period-End process.
Document: 467584.1 What Are The Basic Steps Of The Purchasing Receipt Accrual Period-End Process?
Review this document to find the basic steps for executing the receipt accrual period end process. This
document includes validation queries and important tips for each one of the steps.
4. Transfer to General Ledger
5. Post Accrual and Encumbrance Reversal journal entry batches in your General Ledger
Use your General Ledger system to reverse all the receipt accrual and encumbrance reversal batches you created
for your period-end accruals.
6. 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 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.
The carry forward process enables managers to carry forward encumbrances for existing transactions (purchases
/ requisitions), carry forward encumbrances and the encumbered budget, or carry forward the funds available as
at the end of the year.
You can also use mass allocations to bring forward part of the funds available or carry forward budgets into the
current appropriation budget, or to a separate budget to identify between current year and carry forward
amounts if required. Mass budget processing also allows you to combine these budgets.
Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing, before
commencing the year end Encumbrance processing in Oracle General Ledger.
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The steps required to complete year end encumbrance processing in Oracle Purchasing are:
a) Identify Outstanding Encumbrances
Print the Encumbrance Detail Report to review the requisition and purchase order encumbrances, if
the encumbrance option for requisitions or purchase orders has been enabled, and requisitions and
purchases have entered and approved. Use this report to review the accounts encumbered.
The Encumbrance Detail Report reflects activity from General Ledger, not Purchasing or Oracle
Payables. Therefore, use the Encumbrance Detail Report in a way that matches the accounting
method:
Receipt accrual - Generate the Encumbrance Detail Report as needed when the Accrue at
Receipt option is used. Upon entering receipt delivery information, an automated process
transfers the receipt information to General Ledger using the Journal Import Process.
Period-end accrual - Generate the Encumbrance Detail Report at period-end. During the
period, the encumbrance detail on the report is based on invoice matching information from
Payables, not on receiving information. After the Receipt Accruals - Period-End process is
run; the Encumbrance Detail Report reflects the true period-end receipt information.
Cash basis - If cash-basis accounting is used, the encumbrances on the Encumbrance Detail
Report remain until payment information from Payables is transferred to General Ledger.
When cash-basis accounting is used and the Payables Transfer to General Ledger process is
submitted, Payables transfers only accounting information for paid invoices to the General
Ledger.
Based on this report you can identify those transactions that you wish to carry forward into the
new financial year. Refer below to the steps required to cancel transactions that are not to be
carried forward.
b) Perform Mass Cancel in Oracle Purchasing (Optional)
Mass Cancel enables the cancellation of requisitions and purchase orders on the basis of user
selected criteria. The Define Mass Cancel window is used to nominate a date range for
transactions, as well as Document Type, Supplier Name or Accounting Flexfield Range.
This process will automatically generate a Mass Cancel listing report identifying the following:
Unable to Cancel Requisitions (reasons provided)
Unable to Cancel Purchase Orders (reasons provided)
Partially in Range Documents
Fully in Range Documents
When this process is run, Oracle Purchasing creates journal entries to zero out the encumbrances
associated with the cancelled requisitions and purchase orders.
Attention: If you wish to cancel both purchase orders and requisitions, you
must initiate Mass Cancel twice. Note that when canceling a purchase order, you
have the option of canceling the original requisition at the same time.
Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
1. Identify the period-end balances of the following accounts in the General Ledger
a) Purchase Price Variance
b) Invoice Price Variance Account
c) AP Accrual Account
d) Inventory Account
Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance Report.
Manually remove the Invoice Price Variance amount from the AP Accrual Account using your General Ledger.
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Identify the Invoice Price Variances amount and Accrued Receipts amount in the AP Accrual Account.
Run the Invoice Price Variance Report for the current period. Identify the invoice price variance for all purchase
orders charged to the Inventory AP Accrual Account and compare it with the balance of the Invoice Price
Variance account in the General Ledger.
2. Analyze the balance of the AP accrual accounts
At any given time, Uninvoiced Receipts, Over-invoiced Receipts, or Errors (Invoices or inventory transactions
charged to this Account by mistake) can account for the balance in the AP accrual account. You need to analyze
the balance of the AP accrual accounts, distinguish accrued receipts from invoice price variances, and identify
errors.
3. Run the Accrual Reconciliation Load program
This program is used to populate the accrual reconciliation table with all the necessary transaction data for you
to perform the reconciliation process. The load program can be run for an operating unit incrementally. The
program requires the two parameters from date and to date. These two dates represent the transaction dates
that are used to fetch the transaction information from the transaction tables. All the affected purchase order
(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 are loaded into the
accrual reconciliation tables.
4. Run the Summary Accrual Reconciliation report
Use this report to identify any differences between your Oracle Purchasing (PO) receipts and Oracle Payables
(AP) invoices. This report shows which accounts have balances in them provides a partial breakdown of the
balance source. You can see whether related AP and PO transactions and/or miscellaneous AP and Oracle
Inventory transactions are contributing to the balance. Furthermore, the report shows the amount of write-offs
already performed against the accrual account.
5. Run the AP and PO Accrual Reconciliation Report
This report provides a transactional breakdown of each accrual account with a net balance greater than zero in a
summarized or full transaction details version. In summarized mode, for each accrual account, only the
distribution information and PO, AP, WO (Write-Off) and Total Balances are displayed. For detailed mode, the
individual transaction details for each distribution are also shown. You can also see the age of the distribution on
this report. The report is first grouped by accrual account, then by aging bucket and then by purchase order
distribution ID. Aging bucket is calculated depending on user specified value of Aging Period Days while
submitting the report. Transactions are grouped according to their age into aging buckets. See: AP and PO
Accrual Reconciliation Report.
6. Run the Miscellaneous Accrual Reconciliation Report
This report shows all the miscellaneous AP (not matched to PO or PO receipts) and Oracle Inventory transactions
hitting accrual accounts. The report is first grouped by accrual account, then by each accrual code that hits the
specific accrual account and then by purchase order distribution id.
After you have researched the reported accrual balances, you can use the AP and PO Accrual Write-Offs window
to indicate which AP and PO transactions you wish to write off and remove from the AP and PO Accrual
Reconciliation Report. You can use the Miscellaneous Accrual Write-Offs window to indicate which miscellaneous
AP (not matched to PO) and Oracle Inventory transactions you wish to write off and remove from the
Miscellaneous Accrual Reconciliation Report.
Attention: To complete the procedure you would review your write-offs using the View
Write-Off Transactions window and then submit the Accrual Write Off Report. If any transactions
were written off, run Create Accounting to create accounting entries in SLA for the write-off
transactions.
7. Open the Next Oracle Purchasing Period
Open the next purchasing period in the Control Purchasing Periods window.
Close Period
1. Close the Purchasing Period
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When you close a purchasing period, Purchasing automatically un-marks all the receipts you previously accrued
to make sure you can accrue these receipts again if they are still uninvoiced in the next period. The process that
resets the accrual flag is Reset Period End Accruals and it is launched when the period is closed.
Run Complete Multiperiod accounting which automatically reverses the accrual entries on the first day of next
period. This step is only needed if the end date execution parameter of the Create Accounting program did not
include the first day of the next month.
Oracle Inventory Management and Oracle Cost Management
Evaluate & Prepare
Review Training Material
Document: 331038.1 Cost Management: Period Close Process Overview
Process Inventory, Cost, and Move Transactions
Ensure that all transactions have been entered for the period being closed.
1. Process Inventory & Cost Transactions
Ensure that all issues, shipping, receipts, and adjustments have been entered and verify that no hard copy
records exist, or are awaiting data entry (e.g. packing slips in receiving). Optional - Cycle Count Pending
Approval Report.
Tip: The below checks should be done regularly during the month to avoid cumulative transactions
problems at month end, before closing.
2. Check Inventory and Work in Process Transaction Interfaces
Check the Interface Managers window to ensure that there are no unprocessed background or concurrent
programs. The interface managers that need to be run are as follows:
a) Cost Manager (mandatory)
b) Material Transaction Manager (Optional, depending on INV profile option TPINV: Transaction
Processing Mode)
c) Move Transaction Manager (for IWIP)
Diagnostic: 310000.1 Oracle Cost Management Interface Managers Activity Test
3. Check and fix Pending Transactions
Check and fix any rejected transactions from the Inventory Accounting Periods Window by clicking on the
pending button to display pending transactions.
Navigation: Inventory > Accounting Close Cycle > Inventory Accounting Periods
This will display transactions under the following statuses:
Resolution Required:
Displays the number of unprocessed material transactions, uncosted material transactions, and
pending IWIP costing transactions existing in this period. These must be resolved before the
period is closed.
Resolution Recommended:
Displays the number of pending receiving transactions, pending material transactions, and pending
shop floor move transactions existing in this period. Though the accounting period can be closed,
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once it is closed these transactions cannot be processed in that period.
Tip: It is highly recommended that the reports below in the Reconcile section are used to
conduct a pre-reconcile in order to resolve any issues before closing.
In case of any transactions errors, correct the error at the source, and then relaunch transactions
using:
Navigation: Inventory > Transactions > Pending transactions
Navigation: Inventory > Transactions > Transaction open interface
Navigation: Order Management > Shipping > Interfaces
Attention: This process needs to be completed for each defined Inventory Organization
Tip: Use the below notes and diagnostics for generic data fix scripts, to diagnose issues and
provide known fixes for data corruption.
Overall Manufacturing
Document: 242927.1 11i - Resolving Period Close Pending Transaction
Inventory
Diagnostic: 143004.1 Inventory Close Period Notes - Uncosted or Pending Transactions
Diagnostic: 110424.1 FAQ: Unprocessed Transactions / Closing Inventory Accounting Period
Diagnostic: 206576.1 11i : Oracle Inventory Period Closing Activity Test
Document: 568012.1 FAQ: Inventory Standard Datafixes
Document: 601639.1 Generic Receiving Datafix Scripts and Root Cause Patches
Costing
Diagnostic: 246467.1 BDEprdcls.sql - CstCheck.sql Diagnostics Scripts
Diagnostic: 206576.1 Oracle Inventory Period Closing Activity Test
Document: 865438.1 How to resolve Costing Errors & Problems
Document: 378348.1 Data Collection Scripts for Cost Management
Document: 748704.1 How to resolve Pending or Error Cost Manager or Cost Worker
Document: 472631.1 Re-Open a Closed Inventory Accounting Period
Document: 242927.1 11i/R12 - Resolving Period Close Pending Transaction
Core Manufacturing
Diagnostic: 801794.1 Manufacturing Transaction Diagnostics - Functional User SQL
Invesigatioon and Repair
Document: 105647.1 WIP and COST Frequently Used Troubleshooting Scripts
Document: 462657.1 WIP_COST_TXN_INTERFACE Possible Causes for Pending/ Err when
Performing Resource Transactions
Document: 457066.1 WIP_MOVE_TXN_INTERFACE Common Errors In Pending Move
Transactions With Possible Causes And Action Plan To Process Them
Document: 1099958.1 Diagnosing Pending WIP Move Transactions
Document: 333572.1 Diagnosing WIP Related Transaction and Data Issues

Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
1. Run Standard Period-End Reports and reconcile the Perpetual Inventory with GL
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Check that the perpetual inventory value up to the end of the period being closed matches the value reported in
the General Ledger. The balance normally matches with the GL balance. But be aware that Journal entries from
products other than Oracle Inventory, may create discrepancies.
Document: 291005.1 Costing Reports and Reconciliation
The following reports can be ran to help with these reviews:
Period Close Reconciliation Report:
This concurrent program and report is used to create summarized transaction records. It displays the differences
between accounted value and inventory in the Discrepancy column. The inventory value is used as the baseline
for calculation for the next period summarization values. The Period Close Reconciliation report can be run at
any time during the period or automatically during the Period Close Process by setting the profile option
CST:Period Summary to either automatic or manual. If it is generated for an open period, you are creating a
simulation, or snapshot of the period. If the program is run for an accounting period that is not in a Closed
status, the report reads directly from a temporary table, The simulation status is indicated in the report title.
Document: 295182.1 Period Close Reconciliation Report
Document: 377754.1 CSTRPCRE - Tips to Avoid Discrepancies in the Period Close Reconciliation Report
Document: 400372.1 Unclear Discrepancy In Period Close Reconciliation Report
Document: 1485361.1 Analyzing Discrepancies in the Period Close Reconciliation report
Document: 331074.1 Period Close Enhancements Period Close Reconciliation
Document: 332250.1 Questions on Period Close Reconciliation Report and tables used
The Period Close Reconciliation Report contains the information provided in two reports listed below so users can
also run these if they want to review the information separately.
Period Close Value Summary Report:
Use this report to see summary balances for subinventories. If you run this report for a closed accounting period,
the report displays the sub-inventory values at the end of that period. If you run the report for an open period,
the report displays the sub-inventory value at the point in time you run the report.
Material Account Distribution Summary Report:
Use this report to verify inventory account activity against inventory valuation increases or decreases for the
accounting period and to reconcile an account across several periods.
Tip: If you detect unusual accounts or amounts, use the Material Account Distribution Detail Report to print
the transactions in detail.
Additional Useful Reports:
Attention: These reports show the value at the point in time you run the report.
Inventory Value Report:
This report shows sub-inventory balance details like quantity, valuation, and detailed item information for the
sub-inventories specified.
Material Account Distribution Detail Report:
Use this report to view the accounts charged for inventory transactions. Review inventory transaction values
transferred to the General Ledger by GL batch.
2. Validate the Work in Process Inventory
If Oracle Work in Process is installed, check the work in process inventory balances against transactions with the
WIP Account Distribution Report, by summary or detail.
WIP Account Distribution Report:
This report lists detailed account information for work in process cost transactions, including resource, overhead
and outside processing charges, cost updates, and period close and job close variances. The system groups the
transactions by job or schedule, by transaction type, and orders the transactions by earliest transaction date.
Detailed account information is available for specific accounts, GL batches, or both to help reconcile the General
Ledger.
Note:This report does not list material cost transactions such as issues, completions, and scrap. This
information can be found using the Material Account Distribution reports in Oracle Inventory.
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Close Period
Closing the Period
1. Open the Next Inventory Period
Prior the first day of data entry, open the next inventory period using the Inventory Accounting Periods window.
Attention: Usually, logistic and manufacturing systems need to be always open for worker transactions,
which means at month end the next period is opened to allow key-in from the first day, and then the closure
process is processed for the past month. To avoid date entry error (when both periods are open) there is a
profile option INV: Transaction date validation. This process needs to be completed for each defined Inventory
Organization.
Tip: For environments with a large number of organizations, you can open / close many logistics
organizations by batch program: OPSR and CPSR open period status report, Close Period Status Report.
2. Ensure Oracle Payables and Oracle Purchasing Periods are closed first:
Complete all steps required to close Oracle Payables and Oracle Purchasing. Oracle Payables is closed prior to
closing Oracle Purchasing, to enable the running of purchase accruals to accrue expenses on un-invoiced
receipts.
If Oracle Purchasing or Oracle Inventory are closed, a receipt cannot be entered for that period. However, as a
manual procedure, Oracle Purchasing should be closed before Oracle Inventory. This still allows miscellaneous
transactions corrections in inventory.
Tip: See the Payables and Purchasing sections in this Process Document for more details.
3. Close the Current Inventory Period
Closing the inventory period using the Inventory Accounting Periods window automatically transfers summary
transactions to the GL interface table. Prior to closing the inventory period, click on the pending button to display
any remaining pending transactions and make the appropriate resolutions.
The period close performs the following:
Closes the open period for Oracle Inventory
Creates summary or detail inventory accounting entries in the GL interface
Creates summary or detail work in process accounting entries in the GL interface
Calculates period-end sub-inventory balances
For each sub-inventory, the period close adds the net transaction value for the current period to the previous
period's ending value. This, along with the values intransit creates the period-end value for the current period.
The period-end values by sub-inventory are reported in the Period Close Summary Report.
The period close process automatically transfers all job costs and variances by GL account. Discrete jobs and
certain non-standard jobs are closed separately. Job close performs the necessary accounting for each job,
including variance calculations. For expense non-standard jobs, the period close process writes off any remaining
balances and transfers any period costs to the General Ledger.
Attention: Closing an inventory period permanently closes the period and no further
transactions can be charged to that period.
Oracle Projects
This section describes the processes and activities required for a successful period close in Oracle Projects Release Release 11i. Period end
procedures for Oracle Projects have two main functions: changing the status of the current period to "Closed" and activating all the
processes and controls necessary to produce reports that accurately reflect the period activity, while allowing minimum interruption of
transaction processing.
Unlike other subledgers, Projects transactions are categorized not only by General Ledger (GL) periods, but also by a specific set of Projects
(PA) periods. The two sets of periods may be the same or different depending on your configuration. Period close processes for Projects
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therefore involve both sets of periods.
There are a number of configuration options which determine how these periods relate to each other:
PA: Enable Enhanced Period Processing (profile option) - when enabled control of GL periods for Projects occurs at the
application level. When not enabled, control of GL Periods for Projects is maintained in the GL Application.
Maintain Common PA and GL Periods (implementation option) - when enabled, PA and GL periods for Projects must use
the same calendar and period type, and period statuses are maintained together rather than individually.
Calendar Name (implementation option) - defines the calendar for PA periods.
PA Period Type (implementation option) - defines the period type for PA periods
You should review the definition and usage information for each of these settings in the Oracle Projects Implementation Guide and the
Oracle Projects Fundamentals Guide to fully understand how these settings may affect your period close processes.
Process Transactions
Ensure that all transactions have been entered for the period being closed.
1. Complete all Maintenance Activities
As there are a number of maintenance activities that can affect the period close procedure, you should ensure
that all changes and updates in the the following areas have been completed where required:
Project Maintenance (revenue/billing based options)
a) Billing burden schedules and burden schedule overrides
b) Bill rate schedules and bill rate overrides
c) Project labor multiplier changes
d) Revenue budget changes
e) Project and Task percent (%) complete
f) Funding changes
g) Changes in the task "Ready to Accrue" checkbox
Implementation Maintenance
a) Employee assignment updates
b) Cost rate schedule changes
c) Organization labor costing rules
d) Standard costing burden schedule maintenance
e) Changes in AutoAccounting rules or lookup sets
Attention: You may need to implement workflow procedures, or use function and
responsibility restrictions to prevent access to these areas during the period close procedure.
2. Run Maintenance Processes
It is recommended that the following maintenance processes be run in preparation for the period end:
a) Run PRC: Compile All Burden Schedule Revisions to ensure that all burden schedules have been
compiled.
b) Run PRC: Add New Organization Compiled Burden Multipliers to ensure that any newly created
organizations or organizations added to your burdening hierarchies have been added to all affected
burden schedules with appropriate multipliers assigned.
c) If changes or additions were made to pre-existing resource lists, run PRC: Update Project
Summary Amounts After Resource List Change
3. Complete Processing of Timecards for the Projects Period Being Closed
a) Import all timecards entered via Oracle Time and Labor (OTL)
Note: Run PRC: Transaction Import with Transaction Source = Oracle Time and Labor
b) Import any timecards created in 3rd party systems via PRC: Transaction Import
c) Verify that all pre-approved timecard batches entered in Projects in the current PA period have been released
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and approved.
Attention: During transaction import, one rejected expenditure item will cause an entire
expenditure to be rejected.
Tip: If Oracle Projects is the direct data source for payroll or for reconciling labor costs to
payroll, verify that all timecards are entered or accounted for by running the AUD: Missing
Timecards Report.
4. Interface Supplier Invoices from Oracle Payables
Before generating project revenue or running final cost event processes, all eligible supplier invoice costs and
purchase order receipts should be imported from Oracle Payables and Oracle Purchasing by running the PRC:
Interface Supplier Costs process.
Attention: To ensure that all transactions are included in the correct period, you should
verify that all new supplier invoice and purchase order receipt processing for the current period
has stopped prior to the final interface.
Tip: Review the Payables section in this document for further details.
5. Interface Expense Reports from Oracle Payables
Before generating project revenue or running final cost distribution processes, all eligible expense reports should
be imported from Oracle Payables.
Note: Run PRC: Interface Expense Reports from Payables
6. Interface Project Related Inventory Transactions
The following processes must be completed in order to import project related inventory transactions:
a) Run the Cost Collector to collect Projects-related costs in Inventory
b) Transfer the costs to the Projects transaction import table using the Project Cost Transfer form
in Inventory
c) Run PRC: Transaction Import in Projects to import the interfaced costs
Attention: Entering new expenditures or adjusting existing expenditures during the final cost
distribution process may cause reconciliation problems. Access to these activities should be
controlled after verifying that all transactions for the period have been accounted for.
7. 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 period end date:
a) PRC: Distribute Labor Costs
b) PRC: Distribute Usage and Miscellaneous Costs
c) PRC: Distribute Expense Report Costs
d) PRC: Distribute Supplier Invoice Adjustment Costs
e) PRC: Distribute Borrowed and Lent Amounts
f) PRC: Distribute Total Burdened Cost (If using Project Burdening)
g) PRC: Create and Distribute Burden Transactions (If using Project Burdening)
8. Interfaces TO Payables in 11i
PRC: Interface Expense Reports to Payables
PRC: Interface Supplier Invoice Adjustment Costs to Payables
9. Generate Draft Revenue for All Projects
After all costs have been imported from outside sources (including Payables, Purchasing, and Inventory) and all
distribution processes have completed successfully, run the revenue generation process PRC: Generate Draft
Revenue for a Range of Projects to generate revenue for all projects.
Attention: Multiple simultaneous revenue generation processes can be run only if the ranges
of projects specified for the processes do not overlap.
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Attention: The revenue generation process should not be run concurrently with the
generation of invoices (PRC: Generate Draft Invoices) for any given project.
10. Review and Release Revenue for All Projects
Perform a final review of the revenue generated. If necessary make adjustments and regenerate the revenue as
required. When the review is complete, release the revenue.
11. Generate Draft Invoices and Inter-Company Invoices
a) Run PRC: Generate Invoices to generate invoices to be interfaced to Oracle Receivables.
b) Run PRC: Generate Inter-Company Invoices for a Range of Projects for all projects to create inter-company
invoices from cross charged transactions previously identified by inter-company billing to be processed for cross
charging.
Note: This process also deletes unreleased inter-company invoices and creates inter-company
credit memos and invoice cancellations.
12. Generate and Interface Asset Lines
Once appropriate raw or total burdened costs have been accounted in Final mode they are eligible for generation
of asset lines. To interface CIP Assets to Oracle Assets:
a) Run PRC: Generate Asset Lines to generate the asset lines for your projects
b) Run PRC: Interface Assets to Oracle Assets to transfer the asset lines to the Mass Additions
interface table
c) In Oracle Assets, navigate to Prepare Mass Additions screen to verify, edit, or correct the assets
d) Run the Post Mass Additions process in Assets to perform the actual import of the asset lines
e) Run PRC: Tieback Asset Lines from Oracle Assets to complete the transfer
13. Transfer Invoices to Oracle Receivables
a) Review the generated invoices created in step 9, perform adjustments and regenerate if necessary.
b) After review, release and approve the draft and inter-company invoices for transfer to Receivables.
c) Run the PRC: Interface Invoices to Receivables and PRC: Interface Inter-Company Invoices to Receivables
processes.
d) Run the AutoInvoice Master Program from within Receivables with the appropriate transaction sources (these
can be found in the Billing and Internal Billing tabs of the implementation options form) to import the invoices
and inter-company invoices into Receivables
e) In Projects, run the PRC: Tieback Invoices From Receivables to complete the transfer process.
Attention: Make sure that Oracle Receivables has not closed its period until all Oracle
Projects invoices have been interfaced to Oracle Receivables
Tip: Some of the above processes may be run using PRC: Submit Interface Streamline
Processes, which ensures that processes and reports are run and completed in the correct order. If
you use the Streamline process, the order of some of the above steps may be changed or
completed more succinctly.
Tip: Review the Receivables section in this document for further details.
Interface Transactions to GL
Transfer to GL Processes
The transfer of accounting information to General Ledger from Projects involves a three step process for each type of
transaction you are interfacing.
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A transfer process is run to gather all of the eligible transactions, and insert the necessary information in the the
interface table (PA_GL_INTERFACE)
Within GL, the transaction import process is run to import the journals for the projects source
A tieback process is run in Projects to update the interface status (either transferred successfully or rejected) of the
source transactions in Projects.
Alternatively Projects provides interface Streamline processes which allow you to submit all of these processes in one step.
Tip: If you only wish to interface transactions to GL, you can use the "PRC: One-Step Interface Streamline
Processes to GL" to submit the processes in a single step. You can, however, use the process "PRC: Submit
Interface Streamline Processes" which provides these same options as well as additional options which allow you
to submit additionl generation and distribution processes prior to kicking off the interface processes all in a single
step.
1. Run Interface Processes
For each of the transaction types listed below run the corresponding interface process, or submit one of the streamline
processes indicated above to accomplish the transfer in a single step. For each process the corresponding Streamline option
will be indicated in parenthesis.
Labor Costs: PRC: Interface Labor Costs to General Ledger (XL)
Usage and Miscellaneous Costs: PRC: Interface usage and Miscellaneous Costs to General Ledger (XU)
Total Burdened Costs: PRC: Interface Total Burdened Cost to GL (XB)
Revenue: PRC: Interface Revenue to General Ledger (XR)
Cross Charge Distributions: PRC: Interface Cross Charge Distributions to General Ledger (XC)
2. Run the Journal Import
If you are not using the Streamline processes, you need to run the Journal Import manually in General Ledger for the journal source
"Projects"
Navigation: In General Ledger: Journals > Import > Run
Tip: If you wish to import only the transactions specific to a particular interface process, you can specify the corresponding "Group ID"
which will be provided in the output report of the interface process.
Attention: You should never enable the "Create Summary Journals" option when importing transactions from Projects
3. Run Tieback Processes
For each type of process, if you have not used the streamline option you need to run the corresponding tieback process indicated below to
update the status of the source transactions in Projects. The tieback process will update the transfer status of the transactions to
A=Accepted if successfully imported to GL or R=Rejected if import to GL was not successful. The tieback process will also remove processed
records from the PA_GL_INTERFACE table.
Labor Costs: PRC: Tieback Labor Costs from General Ledger
Usage and Miscellaneous Costs: PRC: Tieback Usage Costs from General Ledger
Total Burdened Costs: PRC: Tieback Total Burdened Cost from GL
Revenue: PRC: Tieback Revenue from General Ledger
Cross Charge Distributions: PRC: Tieback Cross Charge Distributions from General Ledger
Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
Difference between 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 periods may be based on a different periodic cycle or a different period of time, such as a week, than
that of the General Ledger. 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.
Tip: If you have different periods in Projects, you may want 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.
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1. Run Final Project Costing and Revenue Management Reports
Run all of the following project costing management reports:
a) MGT: Revenue, Cost Budgets by Resources (Project Level)
b) MGT: Task - Revenue, Cost, Budgets by Resources
c) MGT: Revenue, Cost, Budgets by Work Breakdown Structure
d) MGT: Employee Activity Report by Organization
e) MGT: Invoice Review
f) MGT: Unbilled Receivables Aging
g) MGT: Agreement Status by Customer
2. Reconcile Cost Distribution Lines with General Ledger (Optional)
The following Project Subledger Audit Reports print cost distribution lines related to projects. These reports
enable you to drill down from a GL account balance in the trial balance to the individual project related
transactions:
a) AUD: Project Subledger Summary
b) AUD: Project Subledger: Detail by Project
c) AUD: Project Subledger: Detail by Expenditure Type
d) AUD: Cost Audit Report
e) AUD: Revenue Audit Report
f) AUD: Supplier Cost Audit Report
g) AUD: Cross Charge General Ledger Audit Report
Interface Transactions to GL
Transfer to GL Processes
The transfer of accounting information to General Ledger from Projects involves a three step process for each type of
transaction you are interfacing.
A transfer process is run to gather all of the eligible transactions, and insert the necessary information in the the
interface table (PA_GL_INTERFACE)
Within GL, the transaction import process is run to import the journals for the projects source
A tieback process is run in Projects to update the interface status (either transferred successfully or rejected) of the
source transactions in Projects.
Alternatively Projects provides interface Streamline processes which allow you to submit all of these processes in one step.
Tip: If you only wish to interface transactions to GL, you can use the "PRC: One-Step Interface Streamline
Processes to GL" to submit the processes in a single step. You can, however, use the process "PRC: Submit
Interface Streamline Processes" which provides these same options as well as additional options which allow you
to submit additionl generation and distribution processes prior to kicking off the interface processes all in a single
step.
1. Run Interface Processes
For each of the transaction types listed below run the corresponding interface process, or submit
one of the streamline processes indicated above to accomplish the transfer in a single step. For
each process the corresponding Streamline option will be indicated in parenthesis.
Labor Costs: PRC: Interface Labor Costs to General Ledger (XL)
Usage and Miscellaneous Costs: PRC: Interface usage and Miscellaneous Costs to
General Ledger (XU)
Total Burdened Costs: PRC: Interface Total Burdened Cost to GL (XB)
Revenue: PRC: Interface Revenue to General Ledger (XR)
Cross Charge Distributions: PRC: Interface Cross Charge Distributions to General
Ledger (XC)
2. Run the Journal Import
If you are not using the Streamline processes, you need to run the Journal Import manually in General Ledger
for the journal source "Projects"
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Navigation: In General Ledger: Journals > Import > Run
Tip: If you wish to import only the transactions specific to a particular interface process, you can specify
the corresponding "Group ID" which will be provided in the output report of the interface process.
Attention: You should never enable the "Create Summary Journals" option when importing transactions
from Projects
3. Run Tieback Processes
For each type of process, if you have not used the streamline option you need to run the corresponding tieback
process indicated below to update the status of the source transactions in Projects. The tieback process will
update the transfer status of the transactions to A=Accepted if successfully imported to GL or R=Rejected if
import to GL was not successful. The tieback process will also remove processed records from the
PA_GL_INTERFACE table.
Labor Costs: PRC: Tieback Labor Costs from General Ledger
Usage and Miscellaneous Costs: PRC: Tieback Usage Costs from General Ledger
Total Burdened Costs: PRC: Tieback Total Burdened Cost from GL
Revenue: PRC: Tieback Revenue from General Ledger
Cross Charge Distributions: PRC: Tieback Cross Charge Distributions from General Ledger
Close Period
1. Run Period Close Exceptions Reports
Run the period close exceptions reports to identify transactions that have not been fully processed and that may
prevent you from closing the period:
a) EXC: Transaction Exception Details by GL Period
b) EXC: Transaction Exception Details by PA Period
c) EXC: Transaction Exception Summary by GL Period
d) EXC: Transaction Exception Summary by PA Period
Attention: Review these reports and the output generated by the Create Accounting and
Transfer to GL processes for any errors. Make all indicated corrections and re-run the reports until
there are no exceptions.
2. Change the Current Oracle Projects Period Status from Open to Pending Close
Pending Close is an interim status, which allows you to interface and adjust transactions in the period but does
not allow transaction entry. This process needs to be performed for each operating unit defined.
3. Open the Next Oracle Projects Period
It is recommended that you open the next period to minimize interruption to users 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.
4. Change the Current Oracle Projects Period Status from Pending Close to Closed
When changing the status to Closed, the system checks to see if any unprocessed items exist in the period. If
unprocessed items exist, the change of status is not allowed. In some cases the system will provide a warning,
but still allow the period to be closed (for example, if there are items that have not yet been interfaced from
Purchasing or Payables). You should re-run the period close exception reports if necessary to identify any
unprocessed items. This process needs to be performed for each operating unit defined.
5. Advance the PA Reporting Period (Optional)
When you are ready to view the updated summary amounts for the next PA period in the Project Summary
Inquiry window, advance the PA Reporting Period.
Attention: Only one period can be designated as the current reporting period for Project
Status Inquiry.
Note: The current reporting period does not have to be an open period.
6. Update Project Summary Amounts
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To enable users to view the latest data to manage their projects, the appropriate summarization processes
should be run:
For projects using Project Status Inquiry (PSI) Window, you should submit a final run of the PRC:
Update Project Summary Amounts process for the current reporting (pending close) PA period.
For projects using Project Performance Reporting, you should submit PRC: Update Project and
Resource Base Summaries and then PRC: Update Project Performance Data (or if there are a large
number of projects to be updated, run PRC: Launch Update Project Performance Data).
Attention: Do not run PRC: Update Project Summary Amounts After Resource List Change during the
closing or post-closing processes.
7. Restore Access to User Maintenance Activities
After the project summary amounts have been updated for the closed, current reporting period, restore access
to user maintenance activities.
8. 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, change the
status of the PA period to Permanently Closed.
Attention: Once a period is permanently closed it can never be re-opened!
Oracle Assets
This section describes the procedures for performing period-end processing in Oracle Assets Release 11i. Oracle Assets automates asset
management and simplifies accounting tasks. Using a unified source of asset data (with data from your Oracle applications as well as
external feeder systems), Oracle Assets gives you visibility into your assets worldwide. Standard management tasks-such as asset transfers,
disposals, reclassifications, financial adjustments, and tax legacy data conversion-can be streamlined with automated business flows.
Standard accounting, operational, and registry reports are available to ease reconciliation and analysis.
Evaluate & Prepare
1. Review Training Material
Document: 390909.1 Recommended Period Close Process for Oracle Assets 11i
Document: Fixed Assets Release 11i User Guide
Document: 1308325.2 Fixed Assets Information Center
2. Recommended Patching
Maintaining data integrity is key to ensuring a successful period close. As a best practice, you should always ensure you are
on the latest code level with recommended patches applied. The following document is updated frequently with the latest
patches recommended by development as they are released.
Document: 466607.1 R12 / 11i FA.M-P Recommended Patch List
3. Validate Setup
Incorrect or incomplete setup within the product can cause data issues. Run the setup diagnostic listed and review the
recommendations in the output to see if there are corrections that need to be made.
Diagnostic: 206580.1 Oracle Assets General Setup Test
Process Transactions
Ensure that all transactions have been entered for the period being closed.
1. Prepare and Post Mass Additions
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Mass additions lets you add new assets or cost adjust existing assets. You must review new mass addition lines
in the Prepare Mass Additions form before you can post them to Oracle Assets. You can place a group of mass
additions in the POST, ON HOLD, or DELETE queues. You can perform a split, merge, or cost adjustment on a
mass addition before you post it. You can continue to review a mass addition until you post it. To review mass
additions that have not yet been posted, run the Unposted Mass Additions Report or the Mass Additions Status
Report.
Use the Post Mass Additions program to create assets from mass addition lines in the POST queue using the data
entered in the Mass Additions window. Post Mass Additions also adds mass additions in the COST ADJUSTMENT
queue to existing assets. Run this program as often as needed during a period.
Document: 1252144.1 Assets FAQ - Mass Additions
Tip: If you post many mass additions, you can set up Oracle Assets to run more than one process in parallel
by setting the FA: Number Mass Addition Parallel Requests profile option.
2. Complete Manual Additions
Use the Asset Workbench form to add a detailed asset (Additions) or add an asset accepting the defaults (Quick
Additions).
3. Assign All Assets to Distribution Lines
If an asset has not been assigned to a distribution line, the period end depreciation process will not complete
and will not close the period. Assign assets to employees (optional), general ledger depreciation expense
accounts, and locations. You can share your assets among several assignment lines. You can automatically
assign distributions to an asset by choosing a pre-defined distribution set. Determine which assets have not been
assigned to a distribution line by running the report: Assets Not Assigned to Any Cost Centers Listing. You
cannot assign distribution sets to assets in tax or budget books.
4. Complete Adjustments
Make any necessary adjustments to your assets. You can change descriptive information for an asset at any
time. Changing asset descriptive information other than category and units has no financial impact on the asset.
Reclassify assets to update information, correct data entry errors, or when consolidating categories. You can also
adjust financial, depreciation, distribution, and invoice information for an asset.
5. Complete Transfers
You can transfer assets between employees, depreciation expense accounts, and locations. When transferring
assets, keep in mind that:
You can change the transfer date to a date in a prior period, but the transfer must occur within the
current fiscal year.
You can change the transfer date of an asset to a prior period only once per asset.
You cannot transfer an asset using a future period.
If you transfer an asset during the period in which it was added, the Transfer Date automatically defaults
to the asset's date placed in service and you cannot change it.
Note: You cannot transfer assets from one corporate book to another corporate book.
6. Complete Retirements
You can retire an entire asset or you can partially retire an asset. When you partially retire an asset by units,
Oracle Assets automatically calculates the fraction of the cost retired. When you retire an asset by cost, the units
remain unchanged and the cost retired is spread evenly among all assignment lines.
If you perform multiple partial retirements on an asset within a period, you must run the Calculate Gains and
Losses program between transactions.
7. Complete Reinstatements
You cannot reinstate assets retired in the previous fiscal year. You can reinstate only the most recent partial
retirement. You can reinstate both individual and mass retirement transactions.
8. Run Calculate Gains and Losses (Optional)
The Calculate Gains and Losses program (CGL) for retirements can be submitted prior to running depreciation.
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CGL is performed independently for each depreciation book. The book and depreciation period are selected in
the Submit Request window.
Note: The Calculate Gains and Losses program will be submitted as part of the Run
Depreciation Process.
Tip: For books with a large volume of assets, the Calculate Gains and Losses process can be
run several times during the period to reduce the time for the depreciation process.
Tip: If you wish to simultaneously run this program using more than one process to reduce
processing time, set up the FA: Number of Parallel Requests profile option.
9. Run Depreciation and Create Journal Entries
When you run the depreciation process, you have the option of closing the current period if you check the Close Period check
box on the Run Depreciation window. If all of your assets depreciate
successfully, Oracle Assets automatically closes the period and opens the next period for the book. If you do not check the
Close Period check box when you run depreciation, Oracle Assets does not close the period.
The process should be:
Run Depreciation (without closing the period). 1.
Run Create Journal Entries - Standard (FAPOST). 2.
Review FA reports and verify results are as expected. 3.
Review the FA journals in GL to verify results are as expected. 4.
If everything is correct:
Resubmit Depreciation (close the period). 1.
Do not run Create Journal Entries - Standard again. 2.
Post the FA journals already created in GL from #2. 3.
If corrections are necessary in FA:
Run Rollback Journal Entries. 1.
Run Rollback Depreciation. 2.
Make the necessary corrections in FA. 3.
Repeat the process starting with #1. 4.
Depreciation cannot be rolled back without rolling back journals first. If this is done, Rollback Depreciation will error with a
message to rollback Create Journals. The period should not be closed until the FA subledger is verified as accurate and
complete.
5.
Attention: Ensure that you have entered all transactions for the period before you run depreciation. Once you run
depreciation with the Close Period check box selected, the program closes the period and you cannot reopen it.
The Run Depreciation process is performed independently for each asset book. The asset book and depreciation period are
selected in the Run Depreciation window. When the process is run, Oracle
Assets automatically calculates gains and losses for all retirements, calculates depreciation for all assets, and runs the
appropriate Reserve Ledger Report. If an asset has not been assigned to a distribution line, the Run Depreciation process will
end with an error. By reviewing the depreciation log file, you can determine which assets were unassigned, or you can review
the Depreciation Run log file via the Requests window. The unassigned assets can then be assigned to distribution lines and
the depreciation process resubmitted. The depreciation process only processes assets that have not already been processed.
The Run Depreciation process will close the current depreciation period and open the next only if the Close Period check box is
selected. Once the Close Period check box is selected, the period cannot be reopened.
When the depreciation program is run for a corporate book, the Journal Entry Reserve Ledger Report will be generated. If the
depreciation program is run for a tax book, then the Tax Reserve Ledger Report is generated. Both Reserve Ledger Reports
can be run at any time, using the Submit Requests window.
You can review the depreciation amounts calculated for any asset. For insight into the various methods and their expected
depreciation calculations, review the examples in:
Document: 1179655.1 Fixed Assets Depreciation Methods and Calculations With Examples
Transfer to General Ledger
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1. Run Journal Import

To transfer the Fixed Assets journals into the General Ledger, run the Journal Import program. This program can be run as
part of the Create Journal Entries request set from Fixed Assets or run as a concurrent request from the General Ledger
responsibility.
2. Review and Post Journal Entries
Review the unposted journal entries in the Enter Journals window in Oracle General Ledger. Post each journal entry batch
using the Post Journals window in Oracle General Ledger to update the account balances.
Reconcile
Note: Reconcile transactions and distributions to GL through transactional reports. In the accounting reports in Release
11i, the balances are displayed but not the transactional information.
Many Oracle Assets reports show the correct information for a period only if that period is closed.
1. Run Reserve Ledger Reports to reconcile to General Ledger
a) Journal Entry Reserve Ledger Report. Reconcile with the Account Analysis with Payables Details Report.
b) Tax Reserve Ledger Report. Additionally, the Account Reconciliation Reserve Ledger Report can be run.
2. Run Balance Reports to reconcile to General Ledger
a) Cost Detail and Cost Summary Reports
b) CIP Detail and CIP Summary Reports
c) Reserve Detail and Reserve Summary Reports
d) Revaluation Reserve Detail and Revaluation Reserve Summary Reports
e) Account Analysis Report
f) Drill Down Report
3. Run Transaction Reports to reconcile to General Ledger
a) Asset Additions Report
b) Cost Adjustments Report
c) Asset Reclassification Report
d) Asset Transfers Report
e) Asset Retirements Report
f) Reinstated Assets Report
g) Cost Clearing Reconciliation Report
4. Run General Ledger Reports
a) Unposted Journals Report - Run the General Journals Report for Posting Status = Unposted to reconcile with
the drilldown reports.
b) Posted Journals Report - Run the General Journals Report for Posting Status = Posted.
c) Financial Statements Generator - It is recommended that you create a detailed Financial Statement Generator
(FSG) for all asset accounts. This can be done at cost center level for direct comparison with the Asset Cost
Summary and Reserve Summary reports.
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5. Run Responsibility Reports (Optional)
It is also important to ensure that your asset inventory is accurate. If the asset inventory is inaccurate, then
your financial statements will also be inaccurate. The following reports can be reviewed when assessing the
accuracy of the asset inventory:
a) Asset Additions By Cost Center Report
b) Asset Additions Responsibility Report
c) Asset Disposals Responsibility Report
d) Asset Inventory Report
e) Asset Retirements by Cost Center Report
Close Period
If the period was not already closed, Run Depreciation for the book and period again with the Close Period checkbox
selected to close the period.
Attention: Ensure that you have entered all transactions for the period before you run depreciation. Once
you run depreciation with the Close Period check box selected, the program closes the period and you cannot
reopen it.
Oracle General Ledger
This section describes the processes and activities required for a successful period close in Oracle General Ledger Release R11i. General
Ledger is the recipient of all the accounting produced in the different subledgers (whether summarized or in detail), so the GL period should
be the last one to close, because while subledgers are active, GL status should be Open or at least Future Entry to accept journals for the
transferred transactions.
In general you can find your periods in one of the following period statuses:
Never Opened: The period has never been used and does not allow any transactions. The status of these periods can only be
changed by the Open Next Periods program to Open or Future Entry.
Future - Entry: The period can accept transactions from GL and other modules, but they cannot be posted, as the GL Balances
records for the period do not exist yet. The status of these periods can only be changed by the Open Next Periods program to Open.
Open: Period is available for data entry and posting. The status of these periods can be changed in the Open and Close Periods form
to Closed or Permanently Closed.
Closed: Period is closed for processing (transactions cannot be entered), but can be re-opened in case it is necessary to go back to
enter or modify accounting transactions for that period. The status of these periods can be changed in the Open and Close Periods
form to Open or Permanently Closed.
Permanently Closed: No further processing is possible. Only in this status is possible to archive and purge GL data.The status of
these periods cannot be changed.
Managers have the discretion to immediately close a period to prevent unauthorized processing, but be able to re-open periods for post
processing adjustments. The periods can then be permanently closed as required, independent of the period/year end process.
Attention: If you have installed combined basis accounting, then the steps listed will need to be completed for both your
accrual and cash sets of books. This means that you will need to select the responsibility relevant to both sets of books when
completing these tasks.
Note: Periods are usually only Finally Closed when all adjustments and reporting requirements for the prior financial year
are finalized.
Tip: You can open a new period to enter and post transactions even before closing the previous period, because the
entries posted in one period will also update the balances in all the next periods that were ever opened.
Evaluate & Prepare
1. Review Training Material
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Document: 135433.1 General Ledger FAQ for Open/Close Period
Document: 212082.1 Checking GL_BALANCES Period Opening to Prior Period Closing Balances
Document: 135909.1 Oracle General Ledger Troubleshooting Guide For Open/Close Period
Document: 149999.1 What is the Behavior of The General Ledger Year End Closing Process
Document: 136012.1 Guidelines For Opening A Period In General Ledger
Document: 453708.1 Is There A Limitation On The Number Of Future Enterable Periods ?
Process & Post Journals
1. Ensure the Next Accounting Period Status is set to Future Entry
Check the status of the next accounting period is Future-Entry or Open. At year-end, if you have document
sequencing that may cross the year, it is recommended that you complete all period end processing prior to
opening the first period of the new financial year, otherwise there are no restrictions.
Note: Please note that when opening one period, a number of future periods can be
automatically set to Future-Entry status depending on the value defined for the set of books.
2. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger
Journals are created to load accounting information into Oracle General Ledger and comprised of batch level,
journal entry level, and journal entry line level information. Ensure that the accounting information from the
sub-ledgers (Oracle Payables, Purchasing, Inventory, Order Management, Receivables, Cash Management,
Assets, Treasury and Projects) have been transferred to Oracle General Ledger.
The Period Closing Diagnostics from Document 260031.1 will help you find if there are still transactions in your
subledger to transfer for the period.
Attention: The journal posting process run in Oracle General Ledger, updates the
GL_BALANCES table.
Note: If journal import fails when importing from the sub ledger modules, data will be left in
the GL_INTERFACE table, therefore the data may be corrected and journal import submitted again
in GL. However this can cause reconciliation problems between GL and the sub ledger. For this
reason the data must also be corrected at the sub ledger level. The ideal is to delete the wrong
data from the interface, correct the data in the sub ledger and transfer again to GL.
Attention: Leave sufficient time to re-import any journal entries not successfully imported
from the feeder systems. Then update and post them.
3. Upload Journals from Web Applications Desktop Integrator (Web ADI) to Oracle General Ledger (Optional)
Journal information can also be imported from spreadsheets into Oracle General Ledger using Web ADI Journal
wizard.
4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional: only required if you want to
post from non-Oracle systems)
Following the same procedures as for Step 2:
a) Ensure that the accounting information from non-Oracle subledgers has been transferred to
Oracle General Ledger.
b) Run the Journal Import process for these sources.
If Journal Import completes with error or warnings, review the Journal Import Execution Report to identify which
journal entry batches were not successfully imported and:
a) Delete incorrect batches. Determine the source(s) for these error batches, and retrieve the run
ID from the Journal Import Execution Report.
b) Make the necessary corrections - in the GL_INTERFACE table, via the Correct Journal Import
Data window.
c) Re-import these corrected journal entry batches from the GL_INTERFACE table. Simply re-enter
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the source from which journal entry batches are to be imported.
Post the resulting Journal Entries either automatically by AutoPost or manually.
Note: If you are loading accounting journals for 3rd party systems directly to Oracle General
Ledger, use the GL_Interface.
5. Generate Reversal Journals (Optional)
Select all the Journals to be reversed. Submit the process to generate the Reversal Journals.
6. Generate Recurring Journals (Optional)
Select all the Recurring Journals that require generation for the current period. Submit the process to generate
the Recurring Journals.
7. Generate Mass Allocation Journals (Optional)
Select the Mass Allocation Journals that require generation for the current period. Ensure that all entries for the
source accounting flexfields used in the MassAllocation Journal definitions are finalized for the current period,
prior to generating the journal. Post step-down allocations in the correct order (i.e. perform the calculation and
post, for each successive level of allocation entry).
8. Review and Verify Journal Details of Unposted Journal Entries
Review any remaining unposted journal entries for the current period. Update journal entries as appropriate.
Tip: Journal entries can be reviewed on-line, or via reports. Reviewing journal entries prior to posting
minimizes the number of corrections and changes after posting. Following review of journal entry batches,
perform any journal entry updates, including any adjusting entries, before posting.
Standard Journal reports available include:
Journal Batch Summary Report
Journals - General Report
Journals - Entry Report
Journals - Line Report
Tax Journals Report
General Ledger - Entered Currency
Journals by Document Number Report (when document sequencing is used)
9. Post All Journal Batches
Post all journal entries for the current period, including reversal, recurring and allocation journals. Review the
results of the post in the Posting Execution Report. This report is generated every time posting of a journal entry
batch occurs. This report indicates any errors in journal entries or journal entry lines discovered during the
posting process.
Run the General Journals Report with a Posting Status of Error Journals to review error journal entry batches
and their journal entries.
Update unposted journal entries. Locate the problems with unpostable journal entry batches using the following
information:
a) Control Total - When using a control total, ensure that the debits and credits equal the control
total.
b) Period Status - Post Actual batches to open periods, Post Budget batches to any period in an
open budget year, and Post Encumbrance batches to any period up to the last period in the latest
open encumbrance year.
c) Batch Status - Oracle General Ledger describes the problems with unpostable batches. Common
reasons for unpostable batches are Control total violations, Posting to unopened periods, and
Unbalanced journal entries.
Attention: All errors in the journal entry batches must be fixed, and the corrected journal
entries re-submitted for posting.
10. Run GL Trial Balances and Preliminary Financial Statement Generator Reports (FSGs)
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To maintain a consistent audit trail, it is advisable to create a standard period-end accounting report set that can
be run at each period end. Custom accounting reports can be created by using the Financial Statement
Generator (FSG).
Tip: To prevent confusing different versions of accounting reports for a specific accounting
period, discard any obsolete versions of your report for that accounting period.
Request financial reports such as:Balance Sheets e.g. Detail Trial Balance Report, Income Statements,Gross
Margin Analysis
11. Revalue Balances (Optional)
Revalue account balances to update functional currency equivalents for foreign currency balances. This process
creates journals that need to be posted.
12. Translate Balances (Optional)
a) Define any new currencies to which accounting balances are to be translated.
b) Maintain period-end exchange rates for all foreign currencies to which you want to translate.
c) Maintain average exchange rates for all foreign currencies to which you want to translate.
d) Maintain historical rates or amounts for any owner's equity accounts to be translated.
e) Translate account balances to the required defined currency.
Tip: You can use the Currency Rates Manager to enter the rates through a spreadsheet.
13. Consolidate Sets of Books (Optional)
Attention: You can consolidate using Global Consolidation System, Financial Consolidation Hub or the
Hyperion Consolidation functionality. Whichever you choose you can run your extract programs to extract the
data from General Ledger to the consolidation systems.
a) Consolidate within set of books
Enter consolidating journal entries.
The following two methods can be used to create eliminating entries for multiple companies using
a single Set of Books:
1) Automatic Eliminating Entries - define mapping rules to eliminate intercompany receivables,
payables, investments in subsidiaries, intercompany sales etc.
2) Recurring Journals- use formulas
Post consolidating journal entries.
Define a reporting hierarchy that consolidates all the companies.
Define financial statements with the reporting hierarchy.
Tip: To automatically generate the amounts and accounts for consolidating and eliminating
journal entries, use recurring journal entry formulas.
Tip: To produce financial reports that reconcile your consolidating companies with the
consolidated totals, enter the consolidating entries to a separate company, and build reports with a
separate column for consolidating entries.
b) Example of consolidation across sets of books when sharing same COA and Calendar:
1. Define consolidated FSG.
2. Perform revaluation and translations across ledgers.
3. Enter consolidated and eliminating entries.
4. Report on FSG defined to include the several sets of books.
c) Example of consolidation across sets of books using the Global Consolidation System(GCS):
1. Define consolidations.
2. Perform revaluation and translation of foreign subsidiaries as required.
3. Run consolidations.
4. Enter consolidated and eliminating entries.
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5. Report on this consolidated sets of books using FSG's.
6. Analyze results using drill-down capability from Parent to Subsidiary sets of books.
Reconcile
1. Review Account Balances
Oracle General Ledger should be reconciled with all other modules. Adjust journals to correct any errors in the
journals. Create and post adjusting journals to correct errors in account balances.
You can review Detail Account Balances On-line or via Reports such as such as general ledgers, general journals,
trial balances, and accounts analysis reports to facilitate reconciliation of Oracle General Ledger with the other
Financials and manufacturing modules.
General Ledger Reports
General Ledger Reports facilitate tracing back each transaction to the original source. These reports list
beginning and ending account balances and all journal entry lines affecting each account balance. The reports
provide detailed information on each journal entry line including source, category and date.
a) Accounts Analysis Reports
These reports list the accumulated balances of a range of Accounting Flexfields and all journal
entries that affect that range. Detailed information is provided for each journal entry line, which
includes the source, batch name, and description.
b) Trial Balance Reports
Use trial balance reports to review account balances and activity in summary or detail.
c) Journal Reports
These reports print journal entry batches and include journal entry subtotals, and descriptions and
reference information for each journal entry line. You can report on foreign currency, posted,
unposted or error journal entries and report on a specific batch or on journal entries from a
specific source.
2. GL Entry Reconciliation
General Ledger Entry Reconciliation lets you reconcile transactions in GL accounts that should balance to zero.
With General Ledger Entry Reconciliation, you can selectively cross-reference transactions in GL with each other
by entering reconciliation reference information at the journal line level. When the balance for group of
transactions is zero you can mark the transaction as reconciled.
3. Clear Suspense Accounts
Examine the General Ledger and Account Analysis reports to identify the source of entries to the suspense
accounts. Determine the adjusting entries required to net these accounts to zero.
Attention: If suspense accounting is not allowed, Oracle General Ledger will not post out-of-
balance batches.
4. Reconcile Subsidiary Ledgers
Identify differences between subsidiary ledgers and the General Ledger. Determine which differences are errors
requiring adjustment to the General Ledger.
Check other key system accounts have not been transacted by ad-hoc journals, for example, Creditors Control,
Debtors Control, Intercompany accounts, etc.
5. Enter Adjustments and / or Accruals and Post
To correct errors in account balances made by posting incorrect journals, create and post adjusting and
reversing journals.
Attention: The details of posted journals cannot be changed, except to mark or unmark for
reversal. An incorrectly entered posted journal must be reversed to back-out the accounting of the
original posted journal. Other journal entry adjustments, for example, write-offs (refer to the
Accrual Write-Off Report), and manual accruals can be entered into Oracle General Ledger at this
point also.
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Close Period
1. Perform Final Adjustments
Enter and Post any final adjustments as required by the organization.
At year-end this includes the optional Year-End Closing Journals for generating the Income Statement Closing
Journals and Balance Sheet Closing Journals.
2. Close the current GL accounting period, using the Open and Close Periods window.
The period can be soft closed (if later adjustments to the balances for that period may be applicable) or
permanently closed (which means that the period cannot be re-opened in the future).
Attention: When you permanently close a period, all prior periods are also permanently
closed and can never be re-opened.
This step must be repeated for each set of books.
3. Open the Next Oracle General Ledger Period
Open the next General Ledger accounting period in the Open and Close Periods window.
Note: In real life when a period is closed, users have already opened one, two or even more periods ahead,
so this step may occur out of the sequence, i.e you do not need to open the next period only after closing the
prior period. The inconvenience of having many periods opened in advance is that the performance in some
operations like Journal Posting or Summary Accounts creation may be impacted. For that reason we recommend
you to open only the periods that you really need to have opened. If they are Future Entry they can also accept
journals (no posting) but will not impact performance.
Choose status Open to open a new accounting period, or to re-open a previously soft closed period to enable
adjustments to be made.
Generate and post reversal journals that were entered in the prior period. For example any Oracle Purchasing
receipt accruals and manual accruals. This step will need to be repeated for each ledger. Any Journals entered
into this period while it had a status of Future Entry , can now be posted as the period now has a status of
Open.
4. Run the GL Program - Optimizer
Run the Optimizer program with the parameter "Gather Statistics" = Yes to update statistical information about
your GL data. This information improves the General Ledger performance.
Frequency: To keep these statistics current, you should run the Optimizer at least once a
period (the open period generates a high volume of new rows in GL balances tables), or any time
you add several segment values, define a new chart of accounts, or add or delete summary
templates.
5. Run Financial Reports for the Closed Period
a) Run a final Trial Balance Report.
b) Run final Financial Statement Generator Reports (FSG) or Report Sets as required by the organization
including Income Statements and Balance Sheets.
c) FSGs can also be published via the Financial Reports Manager (FRM) in different formats (Excel, pdf, html).
6. Run Reports for Tax Reporting Purposes (Optional)
A variety of standard reports can be used to provide tax information, which is required to be reported to the
relevant Tax Authority, including withholding tax. The Financial Tax Register can be used to view the output
from the Tax Reporting Ledger using Reports Exchange (RXi) and XML Publisher (XDO). Using these products
you can change the layout of the report, publish the report in different formats, and export the data to a tab
delimited or HTML file. The Tax Reporting Ledger consists of accounting information created in Oracle
Receivables, Oracle Payables, and Oracle General Ledger. The Financial Tax Register uses this data to generate
Tax Register reports using the RXi reporting tool.
The following Tax Registers are available:
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a) Deferred Output Tax Register
b) Recoverable and Non-Recoverable Tax Registers
c) Single Cross Product Tax Register
d) Standard Input and Output Tax Registers
7. 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.
The carry forward process enables managers to perform any of the following:
a) Carry forward encumbrances for existing transactions (purchases/requisitions).
b) Carry forward encumbrances, and the encumbered budget.
c) Carry forward the funds available as at the end of the year.
Other facilities available:
a) Use mass allocations to bring forward part of the funds available.
b) Carry forward budgets into the current appropriation budget, or to a separate budget to identify
between current year and carry forward amounts if required. Mass budget processing also allows
you to combine these budgets.
To perform Encumbrance year-end procedures, including Carry Forward, you must complete each of the
following steps:
Open the next encumbrance year. Use the Open and Close Periods window to open the next
encumbrance year.
1.
Open the next budget year. Use the Define Budget window to define a budget for the next budget period. 2.
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.
Verify that the next year budget figures have been entered. If you define a new budget for the purposes of the
next year budgetary control, you may also need to update the following:
Define Budget Organizations, where you have attached the funding budget to defined account ranges within this
form.
Define Summary Accounts, where summary templates are used as the basis for the budgetary control
procedures.
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:
1. Perform the Year End Carry Forward in Preview mode
2. Perform the Year End Carry Forward without selecting the Preview option
Within the Year End Carry Forward form, you can select a wide range of criteria for carrying forward balances:
Carry Forward Rule - This rule enables you to select Encumbrances Only, Encumbrances and the Encumbered Budget,
or Funds Available as the basis for the Carry forward
Encumbrance Type - Select "All" for all encumbrances, or select the encumbrance type that you require i.e.
Commitment, Obligation etc.
From/To Budget and Budget Organization- Select the budgets where they are different
Accounting Flexfield Ranges - Select the range of relevant accounting flexfields to be carried forward.

Last Refreshed: Mon Aug 27 2012 13:25:12 GMT+0530 (India Standard Time)
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