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Assets-to-FLA Migration Technical Brief v1
Assets-to-FLA Migration Technical Brief v1
1 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
Copyright © 2023, Oracle and/or its affiliates / Dropdown Options
Purpose statement
This document provides an overview of Assets to Lease Accounting migration
tools and best practices.
Disclaimer
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you in planning for the implementation and upgrade of the product features
described. 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 in
this document remains at the sole discretion of Oracle. Due to the nature of the
product architecture, it may not be possible to safely include all features
described in this document without risking significant destabilization of the code.
2 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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Table of contents
Purpose statement 2
Disclaimer 2
Introduction 4
Why Move? 4
Cutover Details 5
Migration Accounting Approach 5
Preparing Assets for Extraction 5
Preparing Lease Accounting 6
Execution 7
Extract Leases from Assets 7
Filling FBDI Import Template 7
Validate, Complete and Activate Leases 9
Close-out Migrated Leases in Oracle Assets 10
Lease Accounting Dashboard 10
Key Calculations 10
Calculation Differences between Oracle Assets and Lease Accounting 11
Reconciliation and Exceptions 11
Migration Review and Reconciliation 11
Appendix 12
Mapping Oracle Assets to Lease Accounting 12
Related Documents 15
3 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
Copyright © 2023, Oracle and/or its affiliates / Dropdown Options
Introduction
Fusion Financials has released Lease Accounting as its leasing flagship application. While Oracle Assets has offered a
leasing solution to lessees for a number of years, Oracle’s development investment in leasing applications is now
oriented towards Lease Accounting.
Oracle Fusion Lease Accounting is a centralized, automated lease accounting and management product that enables
you to address lease accounting as defined in the IFRS 16 and ASC 842 accounting standards for lessees.
This document intends to provide key information that is specific to migration tools and best practices for lessees
migrating leases from Oracle Assets to Lease Accounting.
Why Move?
Lease Accounting is Fusion Applications leading leasing software and as such it is Oracle’s most sophisticated, broad,
and complete solution delivering extensive support for global companies across many industries.
Although the Oracle Assets leasing solution will continue to be supported in the foreseeable future, there are multiple
reasons why moving to Lease Accounting is desirable, despite the efforts that the migration could entail. It’s also
important to take into consideration that - being Lease Accounting Oracle’s flagship application – substantial
development investment is going to flow into Lease Accounting.
The immediate benefits of moving to Lease Accounting include the following advantages:
4 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
Copyright © 2023, Oracle and/or its affiliates / Dropdown Options
Cutover Details
The cutover date you select for migration is fundamental to select what parts of the lease data you need to convert and
is an input in the calculation of Right of Use and Liability migration balances. It determines what payments and accruals
should already have been processed in Assets and which ones are expected to be processed in Lease Accounting after
leases are converted. In Lease Accounting, for migrated leases, the amortization start date field determines the
cutover date.
The amortization start date is a field in the lease header that is derived from the lease start date in new leases, and from
the migration date in migrated leases. We recommend that the amortization start date be the first day of a new
accounting period. For example, if you have calendar months as your accounting periods, you can close the period
October 2023 in Assets and migrate to Fusion Lease Accounting with an amortization start date of November1st 2023.
• Right-of-Use Balance: the amortization start date represents the effective date of the right-of-use balances you
enter for payments in a migrated lease.
• Liability Balance: in addition to representing the liability balance effective date, the amortization start date
determines what payments are included in its calculation as only payments on or after the amortization start
date are included.
• Payments: any payments in the lease before the amortization start date are deemed paid in Assets and are not
included in liability amortizations or interfaced to accounts payable during the remaining life of the lease.
• Accruals: interest and amortization expenses are accrued only after the amortization start date. The amount to
be accrued in the remaining life of a lease is a function of the payments due on or after the amortization start
date, and of the migrated right-of-use balance.
It must be noted that any reporting up to the cutover date must be done through Oracle Assets, and only from the
cutover date forward in Lease Accounting.
As an alternative, you may also want to post all migration accounting debits and credits in Oracle Assets and Lease
Accounting into a single account. You can also resort to reversing the posted journals from FA and FLA in GL so as to
leave GL balances unchanged.
1. Complete all lease transactions for the period immediately preceding the cutover date, which as mentioned
indicated above is amortization start date in Lease Accounting. For example, if your amortization start date is
November 1st 2023, Assets lease transactions must be completed up to October 31st 2023.
2. Run the programs Calculate Lease Expenses and Calculate Depreciation up to October 31st 2023.
5 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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3. Run Create Accounting for Oracle Assets for the October 2023 period with transfer and post to the General
Ledger.
4. Review the output of the Create Accounting Execution report to ensure there are no transactions in error. Also
run the Subledger Period Close Exception Report to verify there are no unprocessed lease related transactions
for the period.
5. Reconcile lease balances such as cost, depreciation reserve, lease liability, depreciation expense, interest
expense and operating lease expense with the General Ledger. The reports listed below can be used.
a. Asset Cost Summary Report
b. Reserve Summary Report
c. Asset Lease Liability Report
d. Asset Lease Expenses Report
6. Ensure starting balances in Fusion Lease Accounting match the balance sheet account balances in Assets.
Discount Rates
While in Assets you directly enter the discount rate on the lease, in Lease Accounting it must be modeled beforehand
into a Discount Rate Index. The rate must be entered in a discount rate index line whose start and end dates contain the
lease’s migration date. For migration purposes only, you can enter zero in that line and in the lease import spreadsheet
enter the full rate value in the Adder field (see Appendix for mapping details).
It must be considered that while in Assets you may enter different discount rates for each asset line, in FLA you can only
define a single discount rate that applies to all the lease assets and payments on the lease
Payment Templates
A payment template must be selected for every payment on a lease as many of the payment field values are derived
from the payment template. Since accounting distributions are defined in the payment template, you can define
accounting entries independently for each payment if necessary.
Whereas some of the values derived from a payment template can be overridden when you create a payment,
accounting distributions must be defined in the payment template as they can’t be entered on the import sheet.
6 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
Copyright © 2023, Oracle and/or its affiliates / Dropdown Options
Figure 2: Distributions in the Payment Term Template
Execution
Once your lease data is staged, the import process is straightforward and consists of the following steps:
Extract Leases from Assets
After completing the steps on the Preparing Assets for Extraction section, you can run the Asset Lease Data Extract
Report as of the cutover date of the first day of the new accounting period. In our example, that is November 1st 2023,
to continue using the example given above.
Filling FBDI Import Template
Before filling Lease Accounting’s FBDI Lease Contract Import Template, it is recommended you complete the following
tasks:
• Map the Asset Lease Data Extract Report to the Lease Contract Import Template (please see Appendix for
details)
• Create at least one lease online in order to get familiarized with Lease Accounting’s lease contract structure as
well as the authoring flow of lease creation, validation, and activation.
The Lease Contract Import Template spreadsheet consists of eight tabs, one for instructions and seven representing
tables in the application.
7 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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In the tabs representing tables, each column header contains a field description that includes the data type required and
the number of characters allowed. A single asterisk next to the field name indicates the field is mandatory.
• Lease – This is where you enter lease header information. For migrated leases, there is a column where you
must specify whether the lease is migrated. Here you can enter the lease amortization start date and lease’s
target status. For lease numbering, you must decide whether you will carry on the same lease numbers from
Assets or you will allow Lease Accounting to automatically generate lease numbers by enabling auto numbering
in the business unit's system options. In any case, you can use the Source Reference fields available in this tab
to enter any legacy reference you may need. Other key fields in the Leases tab are the following:
o Asset Type, in Lease Accounting you must select either Property or Equipment. Asset categories or
subcategories are not required.
o Accounting Classification, either Finance Lease or Operating Lease must be selected.
o Options Class, based on your selection, you may define options at the asset level or for the entire lease.
o Lease Start Date and Lease End Date, while in Assets you must enter a term in months; in Lease
Accounting, the term is calculated by the system based on the lease start date and lease end date
o Discount Rate Index and Rate Adder, as mentioned before, a discount rate index must be selected for
the lease. Our recommendation is you create a discount rate index with a discount rate of zero and, in
the import template, use the Rate Adder to enter the full value of the discount rate.
Figure 3: Leases Tab in the Lease Contract Import Template
• Assets and Serial Numbers - All leased assets must be entered. As in leases, you must decide whether you will
keep the same asset numbers from assets or allow lease accounting to automatically generate asset numbers
by enabling asset auto numbering in the business unit's system options. You can also use the Source
Reference fields available in this tab to enter legacy system references. The Serial numbers tab is optional and
applicable to equipment leases only.
o Inventory Item Number and Model, these are fields applicable to equipment leases only.
o Units, applicable to equipment leases only. While in Assets, for every unit an asset must be created, in
Lease Accounting you can consolidate in a single leased asset multiple units of the same inventory
item.
o Asset Start Date and End Date, while in Assets these dates are derived from the asset date placed in
service and the depreciation method, in Lease Accounting you must explicitly enter the leased asset
start and end dates.
Figure 4: Assets Tab in the Lease Contract Import Template
8 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
Copyright © 2023, Oracle and/or its affiliates / Dropdown Options
• Payments and Payment Lines - Payments for the lease are entered. For migrated leases, here is where you
must enter right-of-use migration balances for each payment (See Figure 5).
Oracle recommends that every payment line in Assets - whether it is periodic, variable, or one-time – be
entered as a separate payment and associated to the corresponding leased asset. Although Lease Accounting
allows lease level payments there must be at least one payment associated to every leased asset in the contract.
Lease Accounting also allows the flexibility of defining payment frequency, payment start and end dates, and
whether a payment is in advance or arrears, independently for each payment.
Although you can enter the full schedule, but the system calculations and accounting will include payments on
or after the amortization start date.
For payments with a right-of-use balance but without any liability as of the migration date, you may add a
payment with only the right-of-use checkbox checked and a one-time frequency so the remaining balance is
amortized.
The migration conversion rate you provide for foreign currency payments can be used for the right-of-use
amortization in future periods.
Figure 5: Migration Balances in the Payments Tab in the Lease Contract Import Template
Options - If options were already exercised in Oracle Assets, we recommend they be entered as payments as, if
exercised, they should have already been converted into payments.
In the case of Asset’s unexercised options, we recommend they do not be entered as they don’t have any
impacts in accounting or amortizations until exercised. If you decide to enter unexercised options the following
must be ensured:
o Liability and Right of Use checkboxes must be unchecked, this will be required to avoid accounting
impacts in Lease Accounting as unexercised options with the Liability and Right-of-Use checkboxes
checked are deemed likely to be exercised, and in compliance with accounting standards, they are
included in liability and right of use calculations and amortizations.
o In Lease Accounting Renewal, Purchase, Residual and Early Termination option types Accounting
always require entering an option related payment when the option is created.
Validate, Complete and Activate Leases
Depending on the Target Status you selected for each of your migrating leases, you may have to complete the
activation process for each lease from Lease Accounting's pages.
When you migrate leases to Lease Accounting, you can indicate each leases' target status in the lease contract import
spreadsheet. The statuses you can select are Draft, Completed, or Active. The chosen status determines the extent to
which import programs will process the lease:
• Draft - The lease is created but is not validated. Although the lease is not validated, some basic table level
checks are performed to complete the data. These checks are listed in Doc ID 2775004.1, which is available
through Oracle Support.
• Completed - The lease is created, validated, and schedules are generated. In addition to the basic checks, a list
of lease level validations is invoked to ensure information is complete and consistent in the entire lease. Also,
9 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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liability and right-of-use balances and amortization schedules are generated. A full list of these validations is in
Doc ID 2775022.1, available in Oracle Support.
• Active - The lease is created, validated, schedules are generated, and the lease is activated. After a lease is
activated, any changes or adjustments must be addressed through an amendment. If your target status is
Active, you need to ensure the business unit’s system option for Approval Import Preferences is set for auto-
approval.
It is suggested that you load leases in ‘Completed’ status in one of the test pods, and verify the data on a sample basis. If
the results are satisfactory, you can load leases directly in ‘Active’ status.
Close-out Migrated Leases in Oracle Assets
Continuing with the dates of our previous example, where the cutover or migration date is November 01st, 2023.
Import Errors - The import exceptions tab in the Leases: Book table lists leases that have failed to import along the with
reason.
Import Programs Status - The Process Requests table displays the process requests status and provides access to the
log and output files of both the following import programs needed for lease migration:
Key Calculations
Lease Liability and Right-of-Use are calculated and maintained for every period after the lease amortization start date
you enter for each lease. A high-level description of the calculations is displayed below:
a. Lease Liability: Cash flows marked with the 'Liability' checkbox, which have a payment due date on and after
the lease amortization start date, are discounted using a rate from the discount rate index selected in the lease
to arrive at the Lease Liability. Interest amounts are calculated using this discount rate for all periods after the
lease amortization start date.
b. Right of Use Finance Lease: When the user provides a right-of-use value for a migrated lease, it is amortized
on a straight-line basis over the asset's remaining life after the lease amortization date. If the user does not
provide this value, cashflows marked as 'ROU' enabled are discounted to calculate the right of use balance
using the same logic to calculate Lease Liability.
10 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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c. Amortization expense: It is calculated by straight lining the right of use balance between the lease amortization
start date and the expected lease or asset end date.
d. Right of Use Operating Lease: When the user provides a right-of-use value for a migrated lease, it is amortized
with the difference between Lease Expense and Interest Expense over the remaining life of the lease after the
lease amortization start date. If the user does not provide this value, cashflows marked as 'ROU' enabled are
discounted to calculate the Right-of-Use balance using the same logic to calculate Lease Liability.
e. Lease Expense: Lease Expense for a non-migrated lease is the mean of cash outflows per period. For migrated
leases with the Right-of-Use value provided by the user, lease expense is the sum of that value plus the interest
expense from that payment. For example, if the Right of Use value provided is $100,000 and a projected
interest expense of $10,000, then the total lease expense is $110,000. The total lease expense is straight-lined
over the remaining life of the asset or lease after the amortization start date.
Calculation Differences between Oracle Assets and Lease Accounting
These are the main calculation frequencies between Oracle Assets and Lease Accounting that may results in some
differences present values and amortization amounts.
• Compounding Frequency, Lease Accounting discount rates use daily compounding to calculate right-of-use
and liability balances as well as accruals. On the other hand, Oracle Assets uses periodic compounding. While
you can manually enter in Lease Accounting the Right-of-Use balances you are transferring from Oracle Assets,
the system will calculate, for each payment line, liability balances as of the migration date. Since the
compounding frequencies are different the liability starting balance in Lease Accounting will not match the
ending balance in Oracle Assets. There are two alternatives to deal with this:
o Make a single adjustment entry on the cutover date.
o Amortize the adjustment during the remaining life of the lease. To achieve this, you must convert the
Oracle Assets periodic rate into a daily compounding rate to be entered in the import spreadsheet for
migration purposes only those results in the same liability amount in Lease Accounting as the liability
ending balance in Oracle Assets.
• Interest Expense, when payments have a frequency larger than monthly (e.g., quarterly, annual, etc.), Oracle
Assets simply divides the interest component of the payment into the number of months corresponding to the
frequency. For instance, if a quarterly payment is $100 and the interest component is $33, then Oracle Assets
will generate accruals of 11 for each month in the quarter. Since Lease Accounting compounds interest daily,
for each calendar month it calculates interest based on the principal balance and earned interest as of the
month’s end. This results in interest amounts that are different and that increase each month until the next
payment due date.
• Lease Level Discount Rate, in Lease Accounting as mentioned earlier in this document you must select a
discount rate index from which a single rate is derived and used for the calculations of accounting amounts of
all payments on the lease. In Oracle Assets, you may define different discount rates for each asset, which if
done would result in a difference.
• Lease Abstract Report– Extracts lease information into a report to help you compare the imported lease data
with your legacy system information.
11 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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• Lease Transactions and Balances and Report - Extracts accounting balances as entered and calculated in Lease
Accounting to help you identify differences with your expected balances.
Appendix
Mapping Oracle Assets to Lease Accounting
Field – Oracle Field Type Oracle Oracle Assets UI Region Field - Lease Accounting Field Type FLA UI Region FLA Lease
Assets UI Assets UI Lease UI
Lease Number * User Enterable Financial Terms Lease Number * /Lease Auto Generated / User Create Lease /
Name* Enterable Overview - Lease
Details
Lease Description * User Enterable Financial Terms N/A Overview - Lease
Details
Category * User Enterable Financial Terms Not needed in Lease N/A N/A
(Must be associated Accounting
to Asset Book)
Payables Business User Enterable Financial Terms Business Unit * User Enterable (LOV) Create Lease / Lease
Unit * (LOV) Details - Header
N/A N/A N/A Legal Entity * User Enterable (LOV) Create Lease / Lease
Details
Lessor * User Enterable Financial Terms Lessor * User Enterable (LOV) Create Lease / Lease
(LOV) Details - Header
Lessor Site * User Enterable Financial Terms In Lease Accounting this
(LOV) is defined as Supplier Site
for each payment
12 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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Field – Oracle Field Type Oracle Oracle Assets UI Region Field - Lease Accounting Field Type FLA UI Region FLA Lease
Assets UI Assets UI Lease UI
Exercise Options User Enterable Financial Terms Options N/A Option tab
(LOV)
13 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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Field – Oracle Field Type Oracle Oracle Assets UI Region Field - Lease Accounting Field Type FLA UI Region FLA Lease
Assets UI Assets UI Lease UI
Lease Term Calculated - Read Financial Terms Create Asset * Create Asset / Assets
Only Tab > Asset Overview
Assets to Add * User Enterable Financial Terms N/A Users add Assets Create Asset / Assets
(defaults to 1) through Action or Add Tab > Asset Overview
icon
ROU Asset Location Calculated - Read N/A - ROU Asset Location User Enterable (LOV) Create Asset / Assets
Only Location selected Tab > Additional
during Asset Addition to Details
the Asset Book
ROU Asset DPIS Calculated - Read N/A - ROU Asset Date Asset Start Date * /Asset User Enterable (LOV) Create Asset / Assets
Only Placed in Service in the End Date * Tab > Additional
Asset Book Details
Variable Lease User Enterable Financial Terms N/A
Expense (code combination)
Initial Present Value Calculated - Read Financial Terms Available in Schedules Schedules tab
Only and Lease Detail Report
14 Business / Technical Brief / Migrating Leases from Assets to Lease Accounting / Version 2.1
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Related Documents
• Implementing Lease Accounting
• Lease Accounting Migration Tools and Best Practices White Paper
• What Are the Main Differences Between Fusion Assets Leases and Lease Accounting Modules? (Doc ID
2929185.1)
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