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Oracle E-Business Payables R12

Have a Smoother Period Close by Proactively


Eliminating Data Integrity Issues

Session id # 12974
Farrell Bullock and Andrew Lumpe

Safe Harbor Statement


The following is intended to outline our general product
direction. It is intended for information purposes only, and may
not be incorporated into any contract. It is not a commitment to
deliver any material, code, or functionality, and should not be
relied upon in making purchasing decisions. The development,
release, and timing of any features or functionality described for
Oracles products remains at the sole discretion of Oracle.

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60 Minutes Well Spent!


Get Proactive: Many Payables Period
Close challenges can be avoided
Framing the problem
Understanding the solution

Victory enabling you to be free of many


known issues
Additional resources, Get Proactive

Q&A

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60 Minutes Well Spent!


Framing The Problem

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How the problem looks from your perspective


You have run all of your month end processing, and are
now ready to close your month

Suddenly, you find there are exceptions and you cant


close
You now log a priority SR with Oracle needing an
immediate fix (or, sweep transactions, which is not always
preferable)

When you do get it resolved, you sometimes only have


time for the data fix and no time for a code fix
Unfortunately the problem will likely recur the following
month
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Framing the Problem


Period closure is dependent on the ability to successfully process and
account for your transactions
R12 introduced a new accounting engine, tax engine, payment engine,
supplier data model, MOAC, and many other enhancements
significantly more flexible, and thus, complex.
the accounting process is more sensitive to data integrity issues in the
sub ledger

Data anomalies can affect your ability to perform key functions


validate invoices
calculate tax
process payments
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create accounting
perform funds checks
etc.

The Big Opportunity


For R12 month-end related SRs 1/3 to 2/3 of the
issues were avoidable rediscoveries
By avoiding you can see 50% improvement in average

These issues are routinely solved by


a. a known pre-packaged Data Fix
b. a known Patch
But which Data fix do I need, and more so how to know in advance ?
With so many one-off patches, which ones will help me the most ?

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Three Part Solution


The opportunity for a smoother month-end is within your grasp.
It comprises of 3 parts:
1.

Diagnostic The Master GDF Diagnostic (MGD) to locate known


issues and problem transactions proactively

2.

Pre-Packaged Data Fixes GDFs, for quick serviceability

3.

Patch to prevent the problem from happening again, and eliminate


other recurring issues at the root

Together they make the most of The Big Opportunity and eliminate
many other issues beyond period-end activities
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60 Minutes Well Spent!


Understanding The Solution

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Understanding The Solution

1. Diagnostic to accurately find issues

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The Master GDF Diagnostic (or MGD)


Recommended Usage
Submitting
Use Case
Additional Considerations
The Period Close Helper (or PCH)

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The Master GDF Diagnostic (MGD)


What is the Master GDF Diagnostic?
A tool which incorporates the data signatures from all released GDFs
(Generic Data Fixes) and some additional data-fixes which are not yet
released as GDFs
instances of these known data issues are detected on your system
the diagnostic will point you to known solutions for issues that are detected

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The Master GDF Diagnostic (MGD)


Can be run as a concurrent process
you can give access to functional users in your
organization

Incorporate this into regular business processes


avoid last minute issues by acting on MGD
recommendations before time is scarce
helps not only at Period-End

Can Pro-Actively scan transactions that will post in a


given period for one or more operating units

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The Master GDF Diagnostic (MGD)


Contains data signatures for Accounting, Invoices, Suppliers,
Payments, and EBTax data
over 266 data signatures checked, 207 of which are from Generic Data
Fixes (GDFs)
constantly updated, reviewed and enhanced

CORE triaging tool: development and support will ask for its output
in almost all situations

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MGD: Recommended Usage


1. Periodically download the latest version from
Doc ID 1360390.1

it will let you know when it is likely out of date

2. Install as a Concurrent Process

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defining the concurrent process is quick and easy


(Doc ID 1361255.1)

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MGD: Recommended Usage


3. Run regularly (weekly) along with Create
Accounting

create and interface accounting transactions in


small batches throughout the month
validate data and resolve issues as they occur

4. Avoid the necessity of using the sweep process to


pass problems along when possible

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MGD: Submitting
Single Transaction (Reactive) Mode
The process is run for a single check, invoice, and/or supplier
Use when specific problem transactions are identified, e.g.,

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Period Close Exceptions Report


Period Close Helper Diagnostic
Unaccounted Transactions Report
Unable to clear a hold or validate an invoice
Accounting process does not process a transaction

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MGD: Submitting
Single Transaction Mode
When run for a check

data is also validated for all invoices paid by the check

When run for an invoice

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data is also validated for any prepay invoices applied to the invoice

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MGD: Submitting
Single Transaction Mode
Submit Via SQL*Plus or As a Concurrent Process
Concurrent Process

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SQL*Plus

MGD: Submitting
Date Range (Proactive) Mode
The process is run for a range of dates within a currently open
period
Use proactively to identify potential issues throughout the month

identify and resolve data issues as they occur


use to identify issues when the specific transaction causing a process
failure can not be identified

Restrictions

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Only dates in open periods


Only GDF signatures

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MGD: Submitting
Date Range Mode

Submit Via SQL*Plus or As a Concurrent Process


Concurrent Process

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SQL*Plus

MGD: Use Case

Example Closing a Period


Trying to close period Jan-07
but it will not close due to
exceptions

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MGD: Use Case


Example Closing a Period
Period Close Exception Report shows an unaccounted invoice
even though all accounting and transfer processes have been run

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MGD: Use Case


Example Closing a Period
Review the output of the single transaction (run for the first
invoice) (demo)

Apply the GDF and root cause patches identified

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MGD: Use Case


Example Closing a Period
Re-run the Master GDF
Diagnostic to verify the results
(demo)
Return and validate and account
the invoice in the workbench

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MGD: Use Case


Example Closing a Period
Close the period successfully

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MGD: Additional Considerations


Performance
Many complex data checks being
performed
Date range functionality opens the data
validation to much larger data sets

High volume customers should restrict to


small date ranges and single operating
units

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MGD: Additional Considerations


Undo Accounting
Many GDF patches will have to undo existing accounting in order
to correct the issue.
When a GDF will undo accounting you will be notified with a
message like the following in the report output

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MGD: Additional Considerations


Undo Accounting Example
Undo for an invoice accounted in a closed period

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before undo: 1 Event with accounting header and lines in closed period
EVENT ID

TRANSACTTION_DATE

EVENT_TYPE_CODE

123

31-MAY-2011

INVOICE VALIDATED

EVENT_ID

AE_HEADER_
ID

AE_LINE_NUM

ACCOUNT

ACCTED_CR

123

1234

EXPENSE

100.00

123

1234

LIABILITY

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ACCTED_DR

GL Date
31-MAY-2011

100.00

31-MAY-2011

MGD: Additional Considerations


Undo Accounting - Example
After undo: 3 Events

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EVENT ID

TRANSACTTION_DATE

EVENT_TYPE_CODE

123

31-MAY-2011

INVOICE VALIDATED

9875

28-FEB-2013

MANUAL

9876

31-MAY-2011

MANUAL

EVENT_ID

AE_HEADER_ID

AE_LINE_NUM

ACCOUNT

ACCTED_CR

123

123456

EXPENSE

125.00

123

123456

LIABILITY

125.00

28-FEB-2013

9875

123455

EXPENSE

100.00

28-FEB-2013

9875

123455

LIABILITY

100.00

28-FEB-2013

9876

1234

EXPENSE

100.00

31-MAY-2011

9876

1234

LIABILITY

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ACCTED_DR

GL Date
28-FEB-2013

100.00

31-MAY-2011

The Period Close Helper (PCH)

A new diagnostic tool to assist with Period Close issues


Similar to the MGD in format and usage

Notes
Obtaining the definition script and SQL wrapper: 1489381.1
Defining as a concurrent program: 1489916.1

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The Period Close Helper (PCH)


Extends the Period Close Exceptions Report
Shows items that are missed by the report
Uses the same logic used in the form when you close a period

Has additional guidance based on the type of exception that is


found
Has an option to run the MGD for the period

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Understanding The Solution

2. Data Fix to quickly recover when necessary

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Data Fix The GDF (Generic Data Fix)


Each GDF was designed to be very robust
It is 100% supported by Oracle Development
It is a published solution: you can use it whenever you find an
issue. No need to confirm with Oracle, saves time.

It will not change application code and will not self-run a datafix
It will allow you to review and select which transactions to fix
It is packaged as a patch for distribution convenience

Learn more at MOS Doc Id 874903.1


The Master GDF Diagnostic will indicate what data-fixes (GDFs)
need to be applied, if any.
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Typical steps for applying a GDF


1. Review the GDF Note and Readme
2. Download and apply the patch with the adpatch utility

generally downtime is not required as no application code is modified


use the options=hotpatch

3. Run the select script if it has not already been run by the patch
application

4. Review the resulting data, and flag items that should be processed
5. Run the fix script, while avoiding use of large AP processes to
prevent locking

6. All steps can be performed ONLINE, no downtime required

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If you must log an SR


Invoice Data Diagnostic (APList)
MGD output
Payables/Subledger Accounting/Payments RDAs
Period Close Helper Output
Accounting output and log
Any other information you may have

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Understanding The Solution

3. Code fix to resolve it

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The R12.1 Payables Core RPC


Recommended Patch Collection (RPC): One patch, hundreds of
key fixes
LEAN and highly tested
Compact: barely larger than a typical Invoice Workbench 1-off patch
Fixes the root cause for 80% of the GDF data integrity issues

many GDFs you should never have to use again

Fixes many code issues affecting Month End

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and dozens more that affect AP Core


the perfect companion to the Master GDF
Diagnostic

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The R12.1 Payables Core RPC


Visit MOS Doc Id 1397581.1 for full details
There are two sibling RPCs for other functional areas

Note: 1481221.1: R12.1: Payments (IBY)


Note: 1481222.1: R12.1: Sub Ledger Accounting (SLA)

Listing of additional Root Cause patches created after its cut-off


Link to crucial PPR patches not included in RPC
A listing of key fixed issues (in addition to 80% of GDF type problems)
And more

RPCs released approximately every 6 months (see 1397581.1)


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60 Minutes Well Spent!


Victory!

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MGD + GDF + RPC A Simple Formula


DATA CHECKS
+
DATA FIX
+
CODE FIX
=================
Smoother Period Close!

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reserved.

Get Proactive: Many


Payables Period Close
challenges can be avoided
Prevent on average 50% of
all your Period Close issues
Take these actions BEFORE
your month-end
Expect a much smoother
Period Close!

Additional Best Practices


Period Close Advisor : note 335.1
Suppliers and WF RPCs
Payments Termination Patch 16234039:R12.AP.B

Upgrading Customers: Upgrade Advisor


Communities
Customer Advisory Board (CAB)
Find them all at the GET PROACTIVE portal

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Search GET PROACTIVE in MOS (or access note 432.1)


Whitepaper and this presentation available at 1446628.1

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Take Advantage of Oracle Support Best Practices


Dont leave value on the table
Lower overall organizational costs through
preventative maintenance
Reduce risks and maximize uptime
Achieve resolution faster
Streamline and simplify your daily operations

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Q&A

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