ORACLE APPLICATIONS WHITE PAPER MASS ADDITIONS CREATE MAY 2009

Contributors: Versions:

Cheryl Riniker, AP Center of Expertise 1 – May, 2008 1.1 – June, 2008 1.2 – October, 2008 1.3 – June, 2009

Oracle/Client Confidential - For internal use only

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..........................................................................................13 Information Sources.............................................................................................................................................................................5 Requirements to Transfer Lines to FA..........13 Changes to Mass Additions Create in R12.........................................................................................................................................................................................................................................................3 Objective....................................4 Set Up Steps....................................................................................................................................Contents Introduction............................................................For internal use only 2 .......................3 Background...........................................................3 Scope...................................................................................................................................................................................................................................................4 Types of Assets.....8 Accounting Class Assignments ..................................4 Overview...............................................................................................................................3 Mass Additions Create (APMACR)............................................................................................................................................10 Public Sector Financials.................................................................................9 Non-Recoverable Taxes ...........................................................................15 Oracle/Client Confidential ...

This paper will not cover the PRC: Interface Assets to Oracle Assets process. Oracle/Client Confidential . a CIP asset.Introduction Objective To provide an overview of the Mass Additions Create Process in Payables with the hopes of giving the reader a good understanding of the different steps involved. Costs are also sent directly to Fixed Assets from Oracle Projects using the PRC: Interface Assets to Oracle Assets. Background The Mass Additions Create process is used to transfer invoice distributions in Payables to Fixed Assets for tracking as an expensed asset. or a capitalized asset. Scope This paper will cover the functional and technical side of the Mass Additions Create process.For internal use only 3 . It will describe the setup steps to interface data between FA and AP and discuss changes in the architecture between R11i and R12. Any invoice distribution line charged to a capital project must be transferred from Oracle Projects.

CIP assets do not depreciate until the asset is capitalized and placed into service in FA after they have been transferred.Mass Additions Create (APMACR) Overview The Mass Additions Create Program (APMACR) is submitted from an Accounts Payable (AP) responsibility. Types of Assets There are three types of assets: • • • capitalized construction-in-process (CIP) expensed Which type of asset an invoice distribution becomes depends on the natural account segment and the asset category configuration. Capitalized assets will start to depreciate based on the depreciation method rules and the date placed in service.For internal use only 4 . These expenses are not depreciated in FA. Oracle/Client Confidential . The purpose of the program is to interface the costs of purchased items that meet the criteria to become an asset. It also interfaces adjustments to the invoice cost and discounts taken when the invoice is paid for assets that have already been interfaced. Any invoice distribution that is charged to an expense account is eligible to be transferred to Fixed Assets (FA) as an expense type asset if the “Track as Asset” option is selected on the distribution line. but they are reported as an expense.

Set Up Steps 1. Responsibility: General Ledger Navigation: / Setup / Flexfields / Key / Values Define the segment qualifier “Account Type” as either Asset or Expense Oracle/Client Confidential . Define the account type of an account in GL.For internal use only 5 .

To meet this need. so account 1570 and 1590 are the two natural account segments that the Mass Additions Create Process will use to transfer costs from Payables to the OPS CORP book. A typical business requirement is to have separate corporate depreciation books for various operating units that are tied to the same GL chart of accounts. only the natural account segment is evaluated.For internal use only 6 . This means that you must set up a different natural account segment for every asset book you use. Oracle/Client Confidential . the natural account segment must be different for each corporate depreciation book. the Mass Additions Create process only looks at the natural account segment of that account. the third segment is the natural account segment. However. for the mass additions process. Define the asset clearing and CIP clearing accounts for an asset book Responsibility: Fixed Assets Navigation: / Setup / Asset System / Categories A complete account is set up in this screen. You can use the same natural account with different company or cost centers.2. In the screen shot above. However. and they will still be selected as an asset. Note: Enter the entire General Ledger Account shows in the asset category setup screen.

3. To set the flag for expense type assets. Enter an invoice and ensure the track as asset flag is selected Responsibility: Payables Navigation: / Invoices / Entry / Invoice Batches or Invoices / Lines / Distributions Note: In the distributions screen.For internal use only 7 . It is automatically checked for all asset type accounts and cannot be unchecked. the Track as Asset field is not displayed by default. Oracle/Client Confidential . go to the / Folder / Show Field option and elect to display the Track as Asset field.

The “Track as Asset” check box is selected. At that point. If these values are entered on the invoice line. but rejected. The asset book can be manually populated at the distribution level. This checkbox is automatically checked if the distribution charge account is an asset type account and cannot be changed. then the distribution line will not have this information copied to the distribution. The invoice distribution line is charged to an account set up as an asset type account (CIP or capitalized assets) or an expense type account (expensed asset). the mass additions create process will select the invoice distribution line for evaluation. If an invoice distribution charge account is an asset type account. enter the Asset Book and Asset Category on the invoice line. Requirements to Transfer Lines to FA In order for an invoice distribution amount to be transferred to FA. but the asset category will need to be assigned when the mass addition line is prepared. the assets_addition_flag is set to ‘N’ as the line was evaluated. Responsibility: Payables Navigation: / Invoices / Entry / Invoice Batches or Invoices / Lines Note: If the distribution lines are saved before the asset book or asset category is populated on the invoice line. If it is not set up.For internal use only 8 . Optionally. the distribution amount will default to the asset category and asset book assigned in payables. the asset book and asset category will default to the distribution line. but it will be rejected by the FA code. then that account must be set up in Fixed Assets on an asset category as either an Asset Clearing Account or a CIP Clearing Account. the invoice must meet the following conditions: • • • • The invoice is approved. When the item is transferred to FA.4. The invoice line distribution is finally accounted. For expense • Oracle/Client Confidential .

e. the Payables operating unit must be tied to the same General Ledger Set of Books as the corporate book. The various costs can be merged in the Prepare Mass Additions process. Discount Accounting Class Discounts are based on the payment accounting and tied back to the invoice distribution through the payment history data.g. Discounts on payments of assets will be interfaced to FA in the NEW que as adjustments. Discounts should be processed as cost adjustments to the asset. it is not a capital project. Variance Accounting Classes Variance lines (IPV and ERV) lines will have the related_id on the invoice distribution point to its associated item line. will inherit the account of its associated line item. or each invoice distribution can be posted as a separate asset. Freight and Miscellaneous lines.• • • • type accounts. Each line is interfaced as one asset in the NEW queue. Oracle/Client Confidential . For other account types. the following accounting classes will be evaluated to send to FA.For internal use only 9 . • • • • • • • • • • • • • Accrual Cost Discount Exchange Rate Variance (ERV) Expense Freight Interest Expense Invoice Price Variance (IPV) Item Expense Miscellaneous Expense Tax Exchange Rate Variance (TERV) Tax Invoice Price Variance (TIPV) Tax Rate Variance (TRV) Item and Accrual Accounting Classes Item and accrual invoice distributions will be transferred to FA based on the criteria discussed above. In other words. The user running the mass additions create responsibility must have access to the ledger to be processed. the charge_applicable_to_dist_id value on the invoice distribution will be populated and the line will be interface to FA along with the parent item line. If the invoice line is assigned to a project. By default. the IPV and ERV lines will be added to the costs of the item distribution when they are posted to FA. The “Track as Asset” check box remains greyed out and cannot be selected. if allocated to the item line. Other Accounting Classes Other non-accrual and non-item lines. this box can be checked or unchecked. Each line is interfaced in the MERGED queue. In this case. added to an existing asset. Accounting Class Assignments The mass additions create process bases which transactions are sent to FA on the Accounting Class Assignments setup. The accounting/GL date on the invoice line distribution is on or before the date specified for the Create Mass Additions request In a multiple organizations set up.

one item will be transferred to FA with two source lines. Query for Program Name 'Mass Additions Create' Oracle/Client Confidential . Non-Recoverable Taxes To send non-recoverable tax amounts from AP to FA as part of the asset cost. it is not allocated to an item line. When the invoice is accounted. a PO (accrue on receipt is set to yes in this example) is entered for $500 USD.For internal use only 10 . totalling $550. so it does not meet all the criteria required for an asset. For INV2. one item will be transferred to FA with two source lines. the price is $550 US. one item line will be transferred to FA with one source line. totalling $110. totalling $200.For example. The po charge account 01-000-1570-0000 is an asset account. an invoice distribution line of $50 difference between the po cost and the invoice cost for the IPV will be created. Invoice INV1 INV1 INV2 INV2 INV3 INV3 Line Type/ Accounting Class Acrrual IPV Item Freight Item Freight Account 1570 1570 1570 1570 1570 1570 Invoice_ Distribution_id 10000 10001 11000 11001 12000 12001 Related_ id 10000 11000 Charge_ applicable_ to_dist_id Amount 500 50 100 10 200 20 Account 1570 is an asset type account and is set up as the asset clearing account. the NonRecoverable Tax accounting class assignment must be added to the Oracle Standard Transfer Assignment for the Mass Additions Create Program. For INV1. For INV3. When invoiced. Even though the freight line has an asset account. Responsibility: Payables Manager Navigation: Setup / Accounting Setups / Sub ledger Accounting Setup-> Post-Accounting Programs 1.

Select the Assignment Definition ‘Oracle Standard’ Assignment Code Oracle/Client Confidential .For internal use only 11 .2.

select the 'Accounting Class Assignments' button Oracle/Client Confidential . Select the ‘Copy Assignment’ to create a new assignment 4. 5. Enter a journal if you only want to modify the assignment for one ledger. For the new assginment code.For internal use only 12 .3. Enter a new assignment code and assignment name.

Be sure to enable the assignment definition.pls) code to insert adjustments to projects that were interfaced to AP and insert any discount adjustments to projects. See the Non-Recoverable Taxes section to see how to transfer these costs to FA. The Mass Additions Create process then calls the fixed assets code. The Mass Additions Create accounting class assignments is seeded by Oracle and cannot be updated. which determines whether the selected data meets the criteria to be set moved to the FA_MASS_ADDITIONS table based on the asset book controls and the configured asset and cip clearing accounts. it inserted the records directly into the FA_MASS_ADDITIONS table. In 11i.For internal use only 13 . the cost of the Oracle/Client Confidential . FA_MASSADD_CREATE_PKG (famadcb.pls).pls). the Mass Additions Create process (apmassab. This process will set the assets tracking flag to yes on invoice distribution lines in compliance with the GASB 34 and GASB 35. an additional process must be run before the Mass Additions Create job. a global temporary table. and assign it to the appropriate ledger. The Mass Additions Create process calls the project accounting procedre PA_MASS_ADDITIONS_PKG (pamassab. In 11i. the Update Assets Tracking Flag process (psafatab. Tax lines will be transferred into the MERGED queue and can be reviewed in FA in the / Assets / Asset Workbench / Source Lines window.6. Insert a row.pls) inserts the records into the FA_MASS_ADDITIONS_GT table. Public Sector Financials If Public Sector Financials are implemented. Changes to Mass Additions Create in R12 In release 12. selecting Non-Recoverable Tax from the LOV. The profile option “FA: Include Nonrecoverable Tax in Mass Addition” is obsolete in R12.

the tax lines will transfer to be MERGED to the item line.asset would be transferred with the tax amount added. They can be left null in payables. The asset book and asset category can be defined in Payables on the invoice line. they will appear in the Mass Additions Prepare screen when the asset is reviewed. In R12.For internal use only 14 . and the history of the amounts will be available by reviewing the source lines in FA. and the system will look at the asset clearing accounts and cip clearing accounts setup for the book in FA. If these are defined in Payables. and xla_distribution_links) rather than the transaction amounts in the ap_invoice_distribution tables. These then default down to the invoice distribution. The mass additions create process uses the accounting amount data and accounting class data in the xla tables (xla_ae_headers. Oracle/Client Confidential . xla_ae_lines. and pull the invoice lines charged to an account that is set up for that account.

B31197-01 Oracle/Client Confidential . Release 12. Part No.For internal use only 15 . Part No. Release 12. B25454-04 Oracle® Assets User Guide. B31177-02 Oracle® Subledger Accounting Implementation Guide. B13984-03 Oracle® Public Sector Financials User Guide. Release 12.Information Sources Oracle® Payables User Guide. Release 12. Part No. Part No.

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