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ZEROING BALANCES SOLUTION TOI
General Ledger
Author:
Rakesh R P
Creation Date:
August 14, 2012
Last Updated:
August 14, 2012
Version:
1.0
Project Manager
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Zeroing Balances Solution TOI
Document Control
Change Record
3
Date
Author
Version
14-Jul-12
Rakesh R P
1.0
Change Reference
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Contents
Document Control.......................................................................................ii
Introduction................................................................................................ 1
Purpose of this document...........................................................................1
Solution Deploy Considerations..................................................................1
Solution Sequence Checks..........................................................................2
01 Run Standard Trial Balance Detail Report............................................3
01.01 Submit Trial Balance Detail Report.................................................4
01.02 View Trial Balance Detail Report Ouput..........................................5
02 Convert the Report Output To Excel.......................................................7
02.01 Save the Report Output....................................................................8
02.02 View the saved Output....................................................................10
02.03 Remove Unwanted Spaces.............................................................11
02.04 Copy the output to Excel................................................................13
02.05 Converting the text output to Excel................................................15
02.06 Converting the accounting string in separate columns..................18
03 Create Web ADI Journals For the Trial Balance Reversal.......................27
03.01 Creating Web ADI Journals Screenshots..........................................28
04 Run Standard Trial Balance Detail Report..........................................41
04.01 Submit Trial Balance Detail Report...............................................42
04.02 View Trial Balance Detail Report Ouput........................................43
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Introduction
Solutions to avoid populating balances belonging to previous years in the new fiscal year
Oracle has proposed Reversing the Trial Balance for the period ending JUN-30 with YTD Amount.
Purpose of this document

The purpose of this document is to provide the require steps in order to deploy the option by reversing the Trial Balance from
general ledger module to reverse all account balances
Solution Deploy Considerations

1. GL balances will be zeroed based on the Standard Trial Balance Detail Report for Jun-12 with YTD amounts.
2. All Subledger data will remain in the system.
3. As GL balances will be zeroed out, if there will be a need to run any reports related to last years data or doing a
reconciliation/drilldown between the subledger and the GL, it will not be possible.
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Solution Sequence Checks

Test Status: Draft, Review, Success, and Defective
Checks
Test Name
01
Run Standard Trial Balance

Detail Report
02
Convert the Report Outputs To

Excel
03
Create Web ADI Journals For Trial

Balance Reversal
04
Run Standard Trial Balance

Detail Report
Tester1
Tester2
Tester3
Date
Notes
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01 Run Standard Trial Balance Detail Report

Business Process:
Run Standard Report
Business Flow: Trial Balance Detail Report
Event:
Description: Submit the Standard Trial Balance Report
Summary Process: General Financial

Accounting
Step#
Process Step Description
Path and Action
Input Data
Expected Results
01.00
Login/ Choose Responsibility
Browse to Application URL.
Login to the Application and Select

responsibility.
Navigator for General Ledger will

display.
(Note: Choose GL_SUPERUSER
responsibility associated with your
operating unit)
Enter User Name/Password.

Click on Connect.
01.01
Submit The Standard Trial

Balance Report
Select GL_SUPERUSER Responsibility

Navigate: View Request
Submit New Request Trial
Balance - Detail
Enter the following:
Pagebreak Segment, Currency,
Period, Amount Type(YTD)
01.02
View Output of Trial Balance

Detail

Balance Detail View Output

Pagebreak Segment: Vote
Currency: KSH
Period: JUN-12
Amount Type(YTD)
Click on View Output
Trial Balance Detail Report Should

Complete Normal
Should be able to view the output
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01.01 Submit Trial Balance Detail Report

In this section will display screenshots to view the output of the Trial Balance Detail Report
Navigate: View Request Submit New Request Trial Balance Detail
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01.02 View Trial Balance Detail Report Ouput

1.
Navigate: View Request Submit New Request Trial Balance Detail View Output
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The Balance at the End of the Report for all the three columns should be 0 (Zero). If it is not Zero, then efforts should be put in to bring it
to Zero.
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02 Convert the Report Output To Excel

Convert the Report Outputs To Excel
Business Process:
Saving the Report Output
and Converting to Excel
Event:
Business Flow: Saving the Report Output and

Converting to Excel

Accounting
Description: Saving the Report Output and Converting to Excel
Step#
Path and Action
Input Data
Expected Results
02.01
Save the Report Output
Navigate File Save As
File Name
Saving the Report Output
Note: Retain the file name given by

the system
02.02
View the saved file
02.03
Remove unwanted
spaces
Copy the Output to
Excel
Converting the text
output to excel
Converting the
Accounting String in
separate Columns
02.04
02.05
02.06
D:\Trial Balance\
Trial_Balance___Detail_080812
D:\Trial Balance\
NA
D:\Trial Balance\
Report Output Without Spaces
Converted to Excel
D:\Trial Balance\
NA
Converted Trial Balance
D:\Trial Balance\
NA
The account code combinations

should appear in different columns
Remove the unwanted spaces in the

report
Should be Able to view the Output of

the report saved in the folder
Report without spaces
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02.01 Save the Report Output

In this section will display screenshots to save the report output
1. File Save As
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02.02 View the saved Output
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02.03 Remove Unwanted Spaces
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02.04 Copy the output to Excel

Select the whole text file and Ctrl + C and paste to excel
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02.05 Converting the text output to Excel

Navigate to Data Text To Columns
Click on Text To Columns
Select radio button button- Fixed Width and Click on Next

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Click on Next
Click on Finish
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Now the data has got separated in different columns
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02.06 Converting the accounting string in separate columns

Create a Copy of the excel sheet
Right Click on the Sheet1 and Select Move or Copy
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Enable the Create a Copy check box and Click on Ok

This creates two sheets
Sheet1 and Sheet1 (2)
Delete the amount columns from sheet1 (2)

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Select Column C for Accounting Flexfield) and Click on Data Text To Columns
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Click on Next
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Enable the Other Check Box and Click on Next
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Select the Columns in the Data Preview section by Shift + Mouse Pointer on each column and also select the Text radio button. Click
on Finish
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The Accounting segment values now appear in separate columns Add the default values of segment 7 & 8 in the columns I & J for all the
rows
Copy the Amount Column Ending Balance from Sheet1 to Sheet1 (2) and paste in Column K
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Multiply the Column K with -1
This should make the positive amounts in column K as negative in Column L and vice versa. The Total of Column L should always be Zero
(0) as Column K which is a extract of the text output from the system.
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Copy the Column L and do a Paste Special On the same column i.e L by selecting the Values Radio Button and Click on Ok
Now Delete Column K, so we have the trial balance which is with reversed amounts in the excel sheet.
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03 Create Web ADI Journals For the Trial Balance Reversal

Business Process:
Web ADI Journal
Business Flow: Create Web ADI Journal
Event:
Description: Creating Web ADI Journal

Accounting
Step#
Path and Action
Input Data
Expected Results
03.00

responsibility.

display.
operating unit)

Click on Connect.
03.01
Creating Web ADI Journal

Navigate: Web ADI
Click on the Web ADI Function
Note: This should open a New Web Page
window
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03.01 Creating Web ADI Journals Screenshots

In this section will display screenshots to explore the steps required to create Web ADI JOurnals.
1. Navigate: Web ADI
Click on Next
Select Functional Actual Single and Click on Next
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Click on Next
Review and Click on Create Document
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Click on Open
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Click on the Close button to use the Web ADI Journal
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Click on Review and Unprotect the sheet to add more rows to the journal
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Copy the Account Code Combinations from the Excel Sheet1 (2) we created and paste it in the Web ADI Journal Excel Sheet
Select the respective Categories, Source, Currency, Accounting Date, Batch Name, Batch Description, Journal Name and Journal
Description
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Click on Add-Ins and Click on the Drop Down List in Oracle and Select the Upload
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Click on Upload to upload the Trial Balance Reversal Journal to be interfaced to General Ledger
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Navigate to Application and search for the Journal Created with the Request ID 11743044
Navigate Journal Enter
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Click on Find
Review the Journal by clicking on Review Journal Button
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Check Funds, Reserve Funds and Then Post the Journal.
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04 Run Standard Trial Balance Detail Report

Business Process:
Run Standard Report
Business Flow: Trial Balance Detail Report
Event:
Description: Submit the Standard Trial Balance Report

Accounting
Step#
Path and Action
Input Data
Expected Results
04.00

responsibility.

display.
operating unit)

Click on Connect.
04.01
Submit The Standard Trial

Balance Report

Balance - Detail
Pagebreak Segment, Currency,
Period, Amount Type(YTD)
04.02
View Output of Trial Balance

Detail

Balance Detail View Output

Pagebreak Segment: Vote
Currency: KSH
Period: JUN-12
Amount Type(YTD)
Click on View Output
Trial Balance Detail Report Should

Complete Normal
Should be able to view the output
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04.01 Submit Trial Balance Detail Report

Navigate: View Request Submit New Request Trial Balance Detail
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04.02 View Trial Balance Detail Report Ouput

1.
Navigate: View Request Submit New Request Trial Balance Detail View Output
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The Ending Balance of the Trial Balance Report after Posting the Trial Balance Reversal Journal Should be Zero (0)
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ZEROING BALANCES SOLUTION TOI

August 14, 2012

August 14, 2012

Zeroing Balances Solution TOI

Zeroing Balances Solution TOI

Zeroing Balances Solution TOI

Purpose of this document

Solution Deploy Considerations

Zeroing Balances Solution TOI

Solution Sequence Checks

Run Standard Trial Balance

Convert the Report Outputs To

Create Web ADI Journals For Trial

Run Standard Trial Balance

Zeroing Balances Solution TOI

01 Run Standard Trial Balance Detail Report

Business Flow: Trial Balance Detail Report

Description: Submit the Standard Trial Balance Report

Summary Process: General Financial

Process Step Description

Path and Action

Login/ Choose Responsibility

Browse to Application URL.

Login to the Application and Select

Navigator for General Ledger will

Enter User Name/Password.

Submit The Standard Trial

Select GL_SUPERUSER Responsibility

View Output of Trial Balance

Navigate: View Request

Enter the following:

Click on View Output

Trial Balance Detail Report Should

Should be able to view the output

Zeroing Balances Solution TOI

01.01 Submit Trial Balance Detail Report

Zeroing Balances Solution TOI

01.02 View Trial Balance Detail Report Ouput

Zeroing Balances Solution TOI

Zeroing Balances Solution TOI

02 Convert the Report Output To Excel

Business Flow: Saving the Report Output and

Summary Process: General Financial

Description: Saving the Report Output and Converting to Excel

Process Step Description

Path and Action

Save the Report Output

Navigate File Save As

Saving the Report Output

Note: Retain the file name given by

View the saved file

Report Output Without Spaces

Converted Trial Balance

The account code combinations

Remove the unwanted spaces in the

Should be Able to view the Output of

Zeroing Balances Solution TOI

02.01 Save the Report Output

Zeroing Balances Solution TOI

Zeroing Balances Solution TOI

02.02 View the saved Output

Zeroing Balances Solution TOI

02.03 Remove Unwanted Spaces