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Steps for Closing Period in R12 Financials

Oracle Financials E-Business Suite Release 12 Period End Procedures ......................................... 2 Chapter 1 SLA and Period End Close dependencies ............................................................................. 3 1. Sub Ledger Accounting (SLA) 2. Sub Ledger Accounting (SLA) 3. SubLedger Accounting (SLA) 4. General Business Process ....................................................................... 3 Process Change .......................................................................... 4 Reconciliation .............................................................................. 5

Period End Close Dependencies ..................................................................................... 6

Chapter 2 Oracle Projects ............................................................................................................................ 7 1. 2. 3. Business Requirements ..................................................................................................................... 7 PROJECT PERIODS AND GENERAL LEDGER PERIODS ............................................................. 7 PERIOD STATUSES .............................................................................................................................. 7

Chapter 3 Oracle Order Management ..................................................................................................... 17 1. Business Requirements ...................................................................................................................... 17 2. Procedures ............................................................................................................................................. 17 Chapter 4 Oracle Cash Management....................................................................................................... 23 1. Business Requirements ...................................................................................................................... 23 2. Procedures ............................................................................................................................................. 23 Chapter 5 Oracle Payables ......................................................................................................................... 28 1. Business Requirements ...................................................................................................................... 28 2. Procedures ............................................................................................................................................. 28 Chapter 6 Oracle Receivables ................................................................................................................... 38 15. Business Requirements ................................................................................................................... 38 16. Procedures........................................................................................................................................... 39 Chapter 7 Oracle Purchasing..................................................................................................................... 48 19. Business Requirements ................................................................................................................... 48 20. Procedures........................................................................................................................................... 48 Chapter 8 Oracle Inventory ....................................................................................................................... 62 0. Business Requirements ...................................................................................................................... 62

0. Procedures ............................................................................................................................................. 63 Chapter 9 Oracle Assets.............................................................................................................................. 72 1. 1. Business Requirements ................................................................................................................... 72 Procedures .......................................................................................................................................... 72

Chapter 10 Oracle Treasury....................................................................................................................... 79 1. 1. Business Requirements ................................................................................................................... 79 Procedures .......................................................................................................................................... 80

Chapter 11 Oracle General Ledger .......................................................................................................... 81 1. 1. Business Requirements ................................................................................................................... 81 Procedures .......................................................................................................................................... 82

Chapter 12 Period End Processing - Summary .................................................................................... 93 Appendix: More information and Change Record .................................... Error! Bookmark not defined. 1. Related Metalink Information ............................................................ Error! Bookmark not defined.

Oracle Financials E-Business Suite Release 12 Period End Procedures
This document outlines the period end procedures for Oracle Payables, Oracle Purchasing, Oracle Inventory, Oracle Order Management, Oracle Receivables, Oracle Assets, Oracle Projects, Oracle Cash Management, Oracle Treasury and Oracle General Ledger (Release 12). This document is intended to be generic, and does not relate to a specific organization. Both mandatory and optional steps are included in the document. Procedures particular to year-end processing are also described. This document intends to provide a reference for planning period-end procedures for real-life implementations. It describes the fundamental period-end steps involved for each, with particular emphasis on balancing the subledger applications to Oracle General Ledger, and attempts to provide an overview of the relative timing of these procedures for all installed Oracle applications. It is therefore the intention of this document to provide content from which relevant sections can be extracted, according to the applications installed for a particular organization. Any organization may choose to customize their period-end and year-end processes, for example opting to run additional reports, particular to the organization. Although this document particularly refers to Period-End Procedures , many of the processes can be performed more regularly throughout the accounting period as required. Each subledger application provides control as to when and how often data is transferred from the subledger application to the General Ledger.

Assumptions

These Period-End Procedures were written with the assumption that Oracle Financials was implemented for a single operating unit. Where an organization has implemented the Multi-Org

features of Oracle Financials, these procedures would need to be performed for each operating unit individually unless Multi-Org Access Control is enabled. Note: R12 requires multi-org functionality to be used. Oracle Workflow is incorporated in the Release 12 applications. It is assumed that these Workflow Processes will be monitored and attended to by a System Administrator on a regular basis. Some Workflow Processes like the Requisition Approval Workflow or the Purchase Order Approval Workflow will require a direct response from a message recipient rather than a System Administrator.

How this whitepaper is organized

This white paper contains of twelve chapters and one appendix where you can find interesting links to more information. The first chapter describes the dependencies between the modules and the biggest change between Release 11 and Release 12, which is the introduction of SubLedger Accounting (SLA). Then the next ten chapters outline period-end procedures appropriate to the Oracle Applications covered in this document. The last chapter displays a summary of the main period-end procedures for each application and the relative timing of each all period-end in relation to activities performed in each of the applications.

Status and Feedback

This white paper is intended to be a living document. As we gather new or changed information, we will revise and re-publish this paper. Therefore we welcome all feedback from you. On the bottom of the Metalink Note where you have downloaded this document is a link where you can email us your comments.

Chapter 1 SLA and Period End Close dependencies
1. Sub Ledger Accounting (SLA)
y

Business Process

y

y

y y

The new Subledger Accounting architecture in Release 12 provides a common repository of all your accounting information. Whenever you want to account for your subledger transactions, onine or as a background batch process, the accounting is generated by Subledger Accounting. Subledger Accounting helps to maintain a common link between General Ledger balances and underlying transactions automatically, for internal and external audit purposes, and for ease of drilldown. Subledger Accounting provides a comprehensive view of all subledger accounting data. It behaves like a detailed version of your General Ledger and provides a rich store of information for reporting and analysis. Oracle s Subledger Accounting, coupled with Oracle General Ledger, gives you the best of both worlds. It allows your general ledger to be free of extraneous data, so that you can maintain a simple chart of accounts and store only what is needed for general ledger reporting and analysis.

The journals can then be posted to General Ledger to update the General Ledger balances. 2. In Release 12 however distributions on transactions in subledgers are considered to be the default accounting and should therefore not be used for reconciliation purposes. General Ledger will in Release 11i automatically create the balancing lines for journals posted to General Ledger. SubLedger Accounting. The reason is that subledger accounting enables you to change the accounting for transactions to be different from the default accounting. In Release 11i the transactions and distributions represented the accounting. Just as Oracle General Ledger stores balances and journals. Subledger Accounting stores subledger balances and subledger journals for all of your subledgers that require accounting.y y The moment you need to access more detailed information. Sub Ledger Accounting (SLA) y y Process Change y y y Due to the impact of the Subledger Accounting Architecture the close process has changed between Release 11i and Release 12. The subledger accounting journal represents your REAL accounting and the balancing lines are created as part of these Subledger Accounting Journals. . and therefore the subledger accounting becomes the single source of truth for accounting reconciliations. This changes in Release 12 as subledger accounting creates the balancing lines at the time you account for the subledger transactions. When you close a period in Release 12 you re actually closing subledger accounting. you can go directly to Subledger Accounting to see the detail from all transaction sources that feed the GL account balance without having to go back to multiple source systems and applications. a new model between the Subledgers and GL. When you close your periods in each of the subledgers.

Differences between R11i and R12

3. SubLedger Accounting (SLA)
y

Reconciliation

y

y

From a reconciliation perspective the picture below shows what s changed between R11i and R12. In Release 11i you reconciled your transactions and distributions to General Ledger through transactional reports. In the accounting reports in Release 11i you d see the balances but not the transactional information. In Release 12 there is no reason to reconcile distributions on transactions to General Ledger. You can still reconcile transaction reports to accounting reports. The new accounting reports in Release 12 now also contain more comprehensive information not just on balances but also on suppliers, customers and transactions. The point to note is that when you do account balance reconciliation you should ignore distributions in Release 12, especially if you have altered your subledger accounting rules.

Reconciliation between R11i and R12

4. General

Period End Close Dependencies

y

Before you start with the Period-End process you have to know what the dependencies are between the various Modules as described in the Chapters in this document.

y y

y y

The diagram above shows the dependencies between some of the main Financials products and a couple of supply chain products. You have to close Oracle Payables before you close Oracle Purchasing to account for Purchasing Accruals at Period end. You also close Oracle Payables before you close Oracle Inventory and Oracle Assets. You actually have to close Oracle Cash Management before you close Oracle Receivables, as bank reconciliation in Cash Management will create miscellaneous receipts in Oracle Receivables. Finally you close all of your subledgers before you close General Ledger.

Chapter 2 Oracle Projects
This chapter describes the procedures for performing period-end processing in Oracle Projects Release 12.

1. Business Requirements
Period end procedures for Oracle Projects has two main functions: y Changing the status of the current period to closed y To activate all the processes and controls necessary to produce reports that accurately reflect the period activity, while allowing minimum interruption of transaction processing. 2. 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 may be based on a different periodic cycle to that of the General ledger. Project periods may be based on a different period of time such as a week. 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. Suggestion: If you have different periods in Projects, you may like 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.

3. PERIOD STATUSES

Oracle Projects has statuses similar to the standard period statuses as in other modules: Never Opened The period has never been used.

which allows you to interface and adjust transactions in the period but does not allow transaction entry. 2. GENERAL EXCEPTION HANDLING AT PERIOD END If you do not want to correct exceptions during the current GL period. then you can run the process PRC: Sweep Transaction Accounting Events to change the date on unaccounted transaction accounting events to the first day of the next open GL period. Permanently Closed No further processing is possible. Pending Close This status prevents transaction entry. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM OPEN TO PENDING CLOSE This is an interim status. but can be re-opened if required. Usually used where modules are maintained in different periods.Future Enterable The period is open to accept transactions from other modules. You can generate the Subledger Period Close Exceptions Report through a concurrent request for the application associated with the responsibility or for all applications in the General Ledger responsibility. 3. without accounting for them. This process needs to be performed for each Operating Unit defined. Open Period is available for data entry Closed Period is closed for processing. who may require the ability to enter transactions in the new period during the current period close procedure. COMPLETE ALL MAINTENANCE ACTIVITIES . 2. 3. and transactions are likely to be posted across modules. OPEN THE NEXT ORACLE PROJECTS PERIOD It is recommended that you open the next period to minimize interruption to users. PROCEDURES 1. and allows users to correct unprocessed items prior to completing the period close. 1. 2. This process needs to be performed for each Operating Unit defined. The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation.

4. or use function and responsibility restrictions to prevent access to these areas during the period close procedure. 4. you should ensure that all the following maintenance activities have been completed: Project Maintenance (revenue/billing based options) y y y y y y y Billing burden schedules and burden schedule overrides Bill rate schedules and bill rate overrides Project labor multiplier changes Revenue budget changes Project/Task % complete Funding changes Changes in the task Ready to Accrue checkbox Implementation Maintenance y y y Employee assignments Labor cost rates Standard costing burden schedule maintenance Other Maintenance y y y Retroactive changes in employee assignments Retroactive changes in labor cost rates Changes in Auto-Accounting Rules or Lookup Sets Suggestion: You may need to implement workflow procedures. RUN MAINTENANCE PROCESSES It is recommend that the following maintenance processes be run in preparation for the period end: a) Run Burden Schedule maintenance to assure that all burden schedules have been compiled Run PRC: Compile All Burden Schedule Revisions .As there are a number of maintenance activities that can affect the period close procedure.

Run PRC: Transaction Import. verify that all timecards are entered or accounted for. import all eligible supplier invoices from Oracle Payables. COMPLETE ALL TRANSACTION FOR THE PERIOD BEING CLOSED Enter and Approval all Timesheets for the PA Period Import all timesheets entered via Self-Service Time. not during. Attention: One rejected expenditure item will cause an entire expenditure to be rejected. update the project summary amounts before. Warning: If your PA period matches a GL/AP month end. import all eligible expense reports from Oracle Payables to create pre-approved expense report batches. ensure that all new supplier invoices processing for the current GL period has stopped. the period close Run PRC: Update Project Summary Amounts After Resource List Change 5. These expense reports may have been entered via Self-Service Expenses or Expense Reports in Oracle Payables. Run PRC: Interface Supplier Invoices from Payables 3. Interface Expense Reports from Oracle Payables Before generating project revenue or running final cost distribution processes. Project Related Inventory Transactions . If Oracle Projects is the direct data source for payroll or for reconciling labor costs to payroll.b) Run organization maintenance to ensure all organizations have been added to all affected compiled burden schedules Run PRC: Add New Organization Compiled Burden Multipliers c) If changes or additions were made to pre-existing resource lists. Run PRC: Interface Expense Reports from Payables 4. Run the AUD: Missing Timecards Report 2. Interface Supplier Invoices from Oracle Payables Before generating project revenue or running final cost event processes. Transaction Source = Oracle Self-Service Time. Verify that all pre-approved timesheet batches in the current PA period have been released and approved. 5.

. after verifying that all transactions for the period have been accounted for. Access to these activities should be controlled.Note: the following processes must be completed within Oracle Inventory prior to importing project related inventory transactions: y y Run the Cost Collector Project Cost Transfer Run PRC: Transaction Import. Attention: Entering new expenditures or adjusting existing expenditures during the final cost distribution process may cause reconciliation problems. 6. The following transaction sources are pre-defined. y y y y y y y PRC: Distribute Labour Costs PRC: Distribute Usage & Miscellaneous Costs PRC: Distribute Expense Report Adjustments PRC: Distribute Supplier Invoice Adjustment Costs PRC: Distribute Borrowed and Lent Amounts PRC: Total Burdened Cost (If using Project Burdening) PRC: Create and Distribute Burdened Transactions (If using Project Burdening) Note: PRC: Distribute Expense Report is now obsolete. Source Description Inventory Inventory Misc Work Process In Manufacturing Material Costs Inventory Issues and Receipts entered in the Miscellaneous Transactions window in Oracle Inventory Manufacturing Resource Costs 5. 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 reporting PA period end date.

and/or resolved prior to continuing with the period end Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. 1. This program has to be run to generate accounting events. all asset lines have been generated. INTERFACE COST TRANSACTIONS TO OTHER APPLICATIONS You must successfully interface all relevant costs to Oracle Payables. 6A. transfers& posts to GL with the appropriate parameters.PRC: Interface Assets This process requires that prior to interfacing. For more information refer to Oracle Project Costing User guide. RUN THE GENERATE COST ACCOUNTING EVENTS PROGRAM This is a new program in R12. Journal Import can be submitted from GL to import the costs into GL. This process ensures processes and reports are run and completed in the correct order. the order of some of the above steps may be changed. Transfer from Projects to GL can be achieved by submitting Create Accounting (PRC: Create Accounting) process from the SRS screen. by running the PRC: Generate Assets Lines for a range of projects process. which will be later used by SLA. If you use the Streamline process. If accounting was performed without transferring to GL. 1. General Ledger and Oracle Assets or revenue to Oracle Receivables before you can change the status of the current PA period to Closed. Attention: You can interface asset lines to Oracle Assets only after you have transferred the underlying expenditure items to General Ledger Note: Ensure that all interface transaction reports and exception reports are completed successfully. This program is owned by SLA.7. them submit PRC: Submit Interface Streamline Processes with the appropriate streamline parameters to transfer the costs to GL. Interface CIP Assets to Oracle Assets . or completed more succinctly. 7. The program to be run is PRC: Generate Cost Accounting Events and PRC: Generate Cross Charge Accounting Events 8. This program creates accounting. .

8.1. 10. run the mass project revenue generation process. RUN GENERATION REVENUE ACCOUNTING EVENTS PROCESS Run the program PRC: Generate Revenue Accounting Events to generate events for revenue. This program is used to generate accounting and Transfer to General Ledger based on appropriate parameters. These events will be used by Create Accounting process subsequently to generate accounting. 1. If accounting is generated in FINAL mode with Transfer to General Ledger being set as No then run PRC: Transfer Journal Entries to GL with parameters to either post in GL or just to leave it unposted. 12. Attention: Interface processes have become obsolete. 13. The same is achieved by PRC: Create Accounting . If it is transferred unposted General Ledger posting program needs to be submitted. REVIEW AND RELEASE REVENUE FOR ALL PROJECTS Perform review of the revenue generated and approve the same. 10. 11. 9. GENERATE DRAFT REVENUE FOR ALL PROJECTS After all the cost distributions processes have completed successfully and all supplier invoices have been imported from Oracle Payables. Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for the processes do not overlap 11. Run PRC: Generate Draft Revenue for a Range of Projects for all projects. RUN CREATE ACCOUNTING TO PROCESS REVENUE ACCOUNTING EVENTS This program is owned by SLA.

14. 1. TRANSFER INVOICES TO ORACLE RECEIVABLES Run PRC: Interface Invoices to Receivables Run PRC: Interface Inter-company Invoices to Receivables Warning: Make sure that Oracle Receivables has not closed its period until all Oracle projects invoices have been interfaced to Oracle Receivables 1. 13. RUN PERIOD CLOSE EXCEPTION AND TIEBACK REPORTS Run the period close exception reports to identify transactions that have not been fully processed.14. This process: y y y Creates inter-company invoices from cross charged transactions previously identified by inter-company billing to be processed for cross charging Deletes unreleased inter-company invoices Creates inter-company credit memos and invoice cancellations. Run PRC: Generate Inter-company Invoices for a Range of Projects for all projects. GENERATE INVOICES Run PRC: Generate Invoices to generate Invoices ready for Interfacing to Oracle Receivables. 17. y y y AUD: Cross Charge GL Audit AUD: Missing Timecards EXC: Transaction Exception Details . 1. 12. and that would prevent you from closing the PA period. 15. 1.

Cost. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM PENDING CLOSE TO CLOSED When changing the status to Closed. Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. Re-run the Period close exception reports to identify the items. ADVANCE THE PA REPORTING PERIOD (OPTIONAL) . run the reports again until there are no exceptions. Budgets by Resources MGT: Revenue. the system checks to see if any unprocessed items exist in the period. Some of them have become obsolete. Review these reports and make all the indicated corrections. 15. RUN FINAL PROJECT COSTING AND REVENUE MANAGEMENT REPORTS Run all of the following project costing management reports: y y y y y y y MGT: Revenue. 17. If you use the Streamline process. 18. This process ensures processes and reports are run and completed in the correct order. If unprocessed items exist. Budgets by Work Breakdown Structure MGT: Employee Activity Report MGT: Invoice Review MGT: Unbilled Receivables Aging MGT: Agreement Status by Customer 19. Review the report generated by Create Accounting/Transfer to GL processes for any errors. the order of some of the above steps may be changed. 16. the change of status is not allowed. 20. Please refer to the user guide. or completed more succinctly.Revenue. Cost. All the streamline options are not available in R12. This process needs to be performed for each Operating Unit defined. After the corrections are made.y y EXC: Transaction Exception Summary PRC: Tieback Invoices from Receivables The tieback process from GL has become obsolete. Cost Budgets by Resources (Project Level) MGT: Task .

21. 22. RESTORE ACCESS TO USER MAINTENANCE ACTIVITIES After the project summary amounts have been updated for the closed. RECONCILE COST DISTRIBUTION LINES WITH GENERAL LEDGER (OPTIONAL) The followng Project Subledger Audit Reports print cost distribution lines related to projects. 23. 21. advance the PA Reporting Period. 20. These reports enable you to drill down from a GL account balance in the trial balance to the individual project related transactions. 18. 19. 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. you must run a final project summary update for the current reporting (pending close) PA period. y y y Run AUD: Project Subledger Summary Run AUD: Project Subledger: Detail by Project Run AUD: Project Subledger: Detail by Expenditure Type 24. restore access to user maintenance activities. Only one period can be designated as the current reporting period for Project Status Inquiry. current reporting period. Attention: The update process cannot run concurrently with the interface processes Warning: Do not run PRC: Update Project Summary Amounts After Resource List Change during the closing or post-closing processes. The current reporting period does not have to be an open period. UPDATE PROJECT SUMMARY AMOUNTS To enable users to view the latest data in the Project Status Inquiry Window.When you are ready to view the updated summary amounts for the next PA period in the Project Summary Inquiry window. change the status of the PA period to Permanently Closed .

Warning: Once a period is permanently closed it can never be re-opened Chapter 3 Oracle Order Management This chapter describes the procedures for performing period-end processing in Oracle Order Management Release 12 1. increasing system speed and efficiency. 1. 1. Implicit Acceptance Confirm Shipments and optionally. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED y Ensure that all transactions have been entered for the period being closed: y y y y y y y y y y y Enter and book all Orders Schedule Orders Enter and book Return Material Authorisations Run the Generate Pre-billing Acceptance Program for Pre-billing. Procedures The following steps are taken in performing period-end processing for Oracle Order Management. Business Requirements Open Sales Orders should be reviewed and where possible appropriate actions should be undertaken to finalise the Order Workflows and close these Sales Orders. 2. . Orders marked as closed are not selected. Closed orders are excluded from many of the standard reports available in Order Management. windows and report queries retrieve open orders only. the creation of install base entries for shipments Sales Order Acknowledgments Cancel Backordered Included Items Respond to Workflow Approval Notifications Confirm that invoice interface has been completed Optionally. since many programs. confirm that service contracts for warranties and extended waranties have been created Close Orders Closing orders that are complete enhances performance. so reporting can be limited only to the active orders.

Once an order line is closed. for which you can define processing constraints. 2.If orders or lines have activity specific holds present. use the Order Import to update Oracle Order Management from your external systems. If you are using external order processing systems for data entry of orders. Use the Error Message window to determine if your data failed to import. perform the above tasks for each of the operating units. The order header close order process checks at the end of every month to see all the lines associated with are closed. It closes the order header if it finds that all the lines are closed. Order Management provides seeded close line and close order workflow subprocesses to close the order header and line. they will not be closed by workflow activity Attention: If MOAC is enabled for the Order Management responsibility. ensure that the processes calling the public API is completed. 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. when included in the order header or line workflow. Holds Effect on Eligible Lines The close order and close line workflow activities will close order or lines if only generic holds are present . no lines can be added or changed. if you are using the Order management public API to create orders. 2. closes the status of the eligible order or lines. Once an order is closed. no changes can be made to any fields except the descriptive flexfield. . Close Order Lines An order line is eligible to close when it completes all of the line-level activities within the workflow process. Alternatively. ENSURE ALL INTERFACES ARE COMPLETED FOR THE PERIOD (OPTIONAL) Ensure that all interfaces for the current period have been processed: Order Import from External Order Systems. respectively.Close lines and close orders are implemented using workflow. Order lines can close independent of each other. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. These processes.

This process will ensure all shipped Sales Order information is transferred to Oracle Receivables when it reaches the appropriate point in the Order Workflow. Run the Internal Order and Purchasing Requisition Discrepancy Report. inventory-sourced requisition lines to the Order Management interface tables. The Create Internal Sales Orders and Order Import processes can be scheduled to run automatically at specified intervals. This report includes all open and closed orders. Use the Create Internal Sales Orders process to send requisition information from approved. order types. Use the Error Message window to determine if your data failed to import. Run the Create Internal Sales Orders Process in Oracle Purchasing for all requisitions within the current period. as well as credit memos and credits on account created from returns. The Internal Order and Purchasing Requisition Discrepancy Report displays the differences between the purchasing requisition entered and the actual items ordered during order entry. REVIEW OPEN ORDERS AND CHECK THE WORKFLOW STATUS Use the Sales Orders Workbench window to review open orders using the Advanced Tabbed Region to specify controls such as whether to find closed orders/lines and cancelled orders/lines. for external orders. ship to information. Attention: This Process is only applicable for Order Workflow Definitions that include the Invoice Interface or Invoice Line processes. . Then the Order Import process is run from within Order Management to generate the internal sales orders. Run Order Import to create Internal Sales Orders from Internal Requisitions. order numbers. Internal orders do not go through the Invoice interface/ Autoinvoice process. and internal requisition and internal sales order hold discrepancies. even if the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type. items. 3. the following processes need to be completed: y y y y y y Enter and approve all Internal Purchase Requisitions in Oracle Purchasing. 3. Attention: Order Management does not process Internal Sales Order lines for the Invoice Interface. for Internal Orders. If you are using Oracle Purchasing to process Internal Purchase Requisitions. The AutoInvoice Process updates Oracle Receivables for invoice and revenue information.Order Import from Oracle Purchasing. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. order date ranges. scheduled dates. requisition numbers. Invoice Interface / AutoInvoice.

REVIEW HELD ORDERS Run the following reports to assist with reviewing Sales Orders on hold. This report is automatically sorted by customer. 5. The window shows in tabular format all the activities an order header or line has completed and the corresponding results. 4. order date. Hold Source Activity Report The Hold Source Activity Report reviews holds placed and removed under a hold source during the time period you specify. you can access the Workflow monitor to see the order or line status in a more graphical format. and order amount for each order line on hold for each customer you select. This report displays the order number. ordered items. Order Management allows you to perform a credit check on customer orders and automatically places orders on hold that violate your credit checking rules. REVIEW CUSTOMER ACCEPTANCES (OPTIONAL) In Pre-Billing Customer Acceptance. REVIEW DISCOUNTS . All balances are calculated as they are using the online credit check rule. once the goods are accepted. currency code. Orders on Credit Check Hold Report The Orders On Credit Check Hold Report identifies all of the credit holds currently outstanding for a customer within a date range. order number. or identify why a particular order is on hold. invoicing is carried out. Outstanding Holds Report The Outstanding Holds Report reviews order holds for the customer or customers you choose. credit check rule. and order number. and then order line detail.The Sales Orders window displays the order header status in the Main tab of the Order Information tabbed region. including the factor for shipments and receivables for a certain number of days. The order line status is displayed in the Main tab of the Line Items tabbed region. From the status page. order line. It is automatically sorted by customer. 4. 6. In Post-Billing Acceptance. 5. This is available through the View Diagram button. This report indicates the date and the type of activity for each hold transaction. the revenue recognition process is deferred and linked to customers accepting the shipped goods. The Workflow Status option on the Sales Orders window Tools menu launches the workflow status page. 6.

This report provides detailed line pricing information. purchase order. REVIEW BACKORDERS Review backlogs and backorders to ensure that these items are current. 8 REVIEW AND CORRECT ORDER EXCEPTIONS The following reports should be reviewed. and monetary amounts of both ordered and backordered quantities. total quantity both ordered and backordered. salesperson and total order discount. Use the following reports: Order Discount Detail Report The Order Discount Detail Report reviews discounts applied to orders by order line detail. Retry Activities in Error . It displays order information such as order number.It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies have been followed. or deleted as appropriate. 7. which needs to be corrected/completed. If required process cancellations for items/lines which are no longer required. Backorder Detail Report The Backorder Detail Report reviews all customer orders that have been backordered. This report also includes total amounts for customers and currencies. order number. and exceptions are clearly identified and reviewed and/or followed up. and the monetary amounts ordered. 7. and exceptions corrected. shipped and outstanding. including agreement. These amounts involve totals for shippable items only. order type. This report provides details for each order including customer name. selling price. Order Discount Summary Report The Order Discount Summary Report reviews discounts applied to orders. order date. customer name and number. They may indicate incomplete processing. Backorder Summary Report The Backorder Summary Report lists all unshipped orders. last shipped date. including price list price. before completing the Order Management/Receivables period end: Unbooked Orders Report Use this report to review orders entered but not booked. This report provides order level pricing information. 8. and discount information. all backordered items and their appropriate line numbers. This report includes only open orders in an order cycle that includes Pick Release. order type of each order.

There are cases when retrying a workflow activity in error will not resolve the problem. RECONCILE TO ORACLE INVENTORY Run the following reports for reconciliation with Oracle Inventory Backorder Detail Report Review Backorders (Already discussed under section 7. When Exception Management encounters this situation. If only a delivery name is specified when defining the parameters of this report. If there are no invoices for a particular order that meets the parameter criteria.) Returns by Reason Report The Returns by Reason Report reviews all return material authorizations for various return reasons. 9. and then item. 12. Order/Invoice Detail Report The Order/Invoice Detail Report reviews detailed invoice information for orders that have invoiced. 10. CREATE SERVICE CONTRACTS (OPTIONAL) Run the Service Contracts Order Processing Concurrent request to create service contracts for extended warranties. 9. return reason. Shipping Execution prints one commercial invoice per delivery within the trip. Order Management prints in the report that no invoices exist for that order. A variety of parameters can be used to print the invoice information for a specific order or group of orders. Sales Order Workflow Status Report The Sales Order Workflow Status Report enables Order Management users to locate orders that are not progressing through associated workflows as expected. the workflow activity is set to Notified instead of being retried. Order Management automatically sorts this report by currency. 11. 11. RECONCILE TO ORACLE RECEIVABLES (OPTIONAL) Run the following reports to assist in reconciliation of orders invoiced in the period: Commercial Invoice (for all ship dates within the current AR period) The Commercial Invoice Report lists all confirmed shipped items in a delivery. 10. 12. RUN STANDARD PERIOD END REPORTS .

bank branches & internal bank accounts setup. The Bank Reconciliation process enables the verification of entries on the Bank Statement by reconciling that information with system transactions in Oracle Payables. 2. The report displays all open and closed orders for a salesperson. Business Requirements Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control the cash cycle. line number and item. and detailed sales credit information for lines in a selected range. It provides comprehensive bank reconciliation. quantity ordered. order date ranges.The following reports should be run each period: Cancelled Orders Report The Cancelled Orders Report reviews all orders that have been cancelled. the quantity ordered and the quantity cancelled. and allows evaluation of the most common cancellation reasons. order numbers. Oracle Receivables and Oracle General Ledger. or review cancellations by customers. intrabank account transfers. Implicit Acceptance. the date and reason the order or order line was cancelled. customer name. customer or customer number. Chapter 4 Oracle Cash Management This chapter describes the procedures for performing period-end processing in Oracle Cash Management Release 12. This report provides a summary of each cancelled order. shipped. cash pooling and flexible cash forecasting. This report shows open orders. Customer Acceptance Report Generate Pre-billing Acceptance Program for Pre-billing. order types. line type. Salesperson Order Summary Report The Salesperson Order Summary Report reviews orders for one or more salespeople. review cancellations by salesperson. This report displays the order and each order line associated with each salesperson. During the Bank Reconciliation process miscellaneous transactions can be created for bank-originated entries. and who cancelled the order. including order number. . Procedures The following steps are taken in performing period-end processing for Oracle Cash Management. bank. agreements. Cash forecasting is a planning tool that helps anticipate the flow of cash in and out of the enterprise. This report can be used to report total amounts cancelled in a specified timeframe. 1. allowing the projection of cash needs and evaluation of the company's liquidity position. such as bank charges and interest. Salespeople can use this report to see their current outstanding orders and their status. and invoiced and their potential commission. cancelled.

and create cashflows. CREATE BANK STATEMENT CASHFLOWS If you have recurring items such as bank fees and interest appear on your bank statement. 4. 4.1. For organizations with high transaction volumes Bank Statements should be loaded and reconciled on a daily basis. 2. which can be accounted for and subsequently reconciled. validate them. if necessary. you can use the Bank Statement Cashflow Creation program to create system transactions (cash flows) to match banking inform. which can be accounted for and subsequently reconciled. 3. 2. and send payment instructions to the bank. Once the bank statements are imported. the information must be reconciled with the subledger transactions. deposits received by the bank. The program will scan the bank statement for sweep lines and. run the Bank Statement Creation concurrent program. The program will scan the bank statement for specific codes. Refer to: Entering Bank Statements Manually and Loading Bank Statement Open Interface 3. 5. you can automatically generate system transactions to match banking information once the bank posts the sweeps. create sweep transactions between your internal bank accounts. as defined in the Bank Statement Cashflow Mapping. 5. and checks cleared needs to be entered to Cash Management. COMPLETE DAILY CASH MANAGEMENT ACTIVITIES Complete bank account transfers for the day. Once the bank statements are imported. . including bank account information. LOAD BANK STATEMENTS Detailed information from each bank statement. Bank statements can be either manually entered or loaded electronically from information received directly from your bank. based on the cash pool setup in the system. GENERATE SWEEP TRANSACTIONS If you have target balance or zero balance accounts (ZBA) with your banks. 1. RECONCILE BANK STATEMENTS Once detailed bank statement information has been entered into Cash Management. run the Sweep Transaction Generation concurrent program.

8. You may also request it as needed from the Submit Request window. This method is ideally suited for bank accounts. Attention: If you create transactions during the reconciliation process you will need to re-run Create Accounting routine from Oracle Receivables to ensure all information is transferred to the General Ledger 7. (Refer Reconciling Bank Statements Manually) 6. Cash Management automatically produces this report during the automatic reconciliation process. 6A. which prevented the automatic loading of your bank statement. Note: The automatic reconciliation process can be set up to create miscellaneous transactions automatically. CREATE MISCELLANEOUS TRANSACTIONS During the reconciliation process miscellaneous transactions for bank-originated entries. reviewing the reconciliation results is recommended.Bank statement details are automatically matched and reconciled with subledger transactions. 7. The manual reconciliation method can also be used to reconcile any bank statement details. The method is ideally suited to reconciling bank accounts.COMPLETE BANK TRANSFERS Complete the bank account transfer whether it is manual or automatic and record the validation if required before completing the transfer. such as bank charges and errors can be created. or your reconciliation exceptions found during the automatic reconciliation process.This method requires a manual match of bank statement details with subledger transactions. This report shows import and reconciliation errors that occurred when running the Auto-Reconciliation program. REVIEW AUTO-RECONCILIATION EXECUTION REPORT Once the reconciliation process has been completed. (Refer Reconciling Bank Statements Automatically) Manual . which couldn't be reconciled automatically.Cash Management provides two methods to undertake reconciliations: Automatic . 6. . which have high volumes of transactions. This report includes either statement import errors. Oracle Payables payments or Oracle Receivables receipts can also be manually created. which have a small volume of monthly transactions.

11. This report groups transactions by status so that void or reversed transactions are separate from regular transactions. 13. It does not list reversed receipts due to user error nor does it list the associated original receipts that were not reconciled. RUN TRANSACTIONS AVAILABLE FOR RECONCILIATION REPORT This report shows all transactions available for reconciliation for a specific bank account. statement line detail. reconciled. 10. This report lists any un-reconciled transactions separately with their current status. over-reconciled and underreconciled. and Amount. 8. 10. RESOLVE EXCEPTIONS ON THE AUTO-RECONCILIATION EXECUTION REPORT Resolve the exceptions on the Auto-Reconciliation Execution report by either re-running the import process or by manually reconciling the exceptions. Payment Method. RESOLVE UN-RECONCILED STATEMENT LINES Resolve the un-reconciled statement lines by manually reconciling the Statement lines to the available transactions. 9. 9. and the statement totals for each type of transaction. POST TO GENERAL LEDGER . including bank statement header information. It lists detailed transaction information for your Available Receipts. Supplier or Batch Name. Currency. This report only lists void payments if the Show Void Payments option on the Systems Parameters window is checked. and Available Journal Entries for reconciliation.This report lists the details of any miscellaneous transactions that were created in Receivables during the automatic reconciliation process. and gives you the option to only select un-reconciled statement lines. 12. un-reconciled. 11. Available Payment. RUN BANK STATEMENT DETAIL REPORT This report shows statement and transaction information for a specific bank account statement. Transaction Number. Transaction Date. Detailed information includes the Customer. and reconciled transaction detail. 12. including the amount entered.

1. . and journal entries. transfers and posts journal entries to General Ledger. 16. It also lists a separate adjustment amount for un-reconciled receipts. in which case draft journal entries will be created. payments. RUN THE GL RECONCILIATION REPORT Use this report to reconcile the General Ledger cash account to a bank statement balance. Post journals in General Ledger. Important. 14. Final journal entries cannot be further modified in Cash Management. 1. you can later submit the "Transfer Journal Entries to GL" concurrent program. as well as bank errors. Warning: To ensure that this report is accurate. optionally. The program creates and. Such journals cannot be transferred or posted to General Ledger. if transfer from sub-ledgers was not in FINAL POST mode. Please make sure you are satisfied with the draft journal entries before creating final accounting.Create journal entries for eligible accounting events generated by Bank Account Transfers and Bank Statement Cash Flows by submitting "Create Accounting" concurrent program. 1. 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. you must first perform these tasks: y y Reconcile all statements in Cash Management. If you do not transfer the journals to General Ledger immediately. 13. 1. In addition to creating final accounting entries. 14. This report lists a balance and an adjusted balance for the bank statement. Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your General Ledger. the program can be run in a draft mode.

Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. In Release 12 the detailed level of posting can be controlled by GL summarize options and also at SLA journal line type level. To prevent invalid journal entries to the General Ledger Cash Account enable security rules appropriately. 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. 17. Procedures . Valid sources will include Payables and Receivables. Business Requirements Accounts payable activity must be reconciled for the accounting period that is to be closed. 15. Where detail level accounting transactions are required to be posted to the general ledger using sub-ledger accounting (hereafter referred to as SLA). 18.Ensure that only bank account related transactions have been posted to this account by checking the Source of the transactions. and posting and report processing speed degradation caused by the sheer volume of posted transactions. Valid sources will include Payables and Receivables. Subledger Accounting can contain all of the detailed subledger accounting level analysis. The posting level for Oracle Payables must be determined. The following steps are taken in performing period-end processing for Oracle Payables. relating to the physical data storage volume. which were highlighted during the review of the Account Analysis Report. 1. 2. so that the General Ledger can remain thin and Subledger Accounting online inquiry and BI Publisher reports can be utilized to report and analyze balances and their transactions. when planning period-end procedures. there may be technical constraints involved. Chapter 5 Oracle Payables This chapter describes the procedures for performing period-end processing in Oracle Payables Release 12. CORRECT ANY INVALID ENTRIES TO THE GENERAL LEDGER CASH ACCOUNT (OPTIONAL) Reverse or amend any journals incorrectly posted to the General Ledger Cash Account. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used. 16.

or you are using Internet Expenses or Xpense Xpress.1. through one OU at a time. and reviewed all audit trails for completeness. 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. that period is opened for all operating units within the ledger. period closing can be performed across OU s from a single responsibility. 3. 2. REVIEW AND RESOLVE AMOUNTS TO POST TO THE GENERAL LEDGER a. Complete Complete Complete Complete Complete Invoicing and Credits Prepayments Expense Reports Invoice Import Payments If you import transactions from an external system. the system checks for unposted transactions in all operating units within the ledger. 4. 3. 2. Completing all transactions for Oracle Payables: 1. If there are unposted transactions in any of the operating units. One consideration for Accounts Payable where there are multiple operating units within the same ledger is that all operating units must be ready to close at the same time. When you attempt to update the period status to Closed in one operating unit. The report details all . If Multi-org Access Control is being implemented. All of the operating units that share a Ledger also share the same period statuses. RUN THE PAYABLES APPROVAL PROCESS FOR ALL INVOICES The Payables Approval process is run to try to approve all unapproved invoices and invoice lines in the system. 3. When you update the period statuses to Open in one operating unit. ensure you have imported all transactions. 5. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED Ensure that all transactions have been entered for the period being closed. 1. 2. the system asks you to resolve the un-posted transactions for those operating units before it allows you to close the period for the ledger. so that they can be paid by Oracle Payments and posted to the General Ledger.

which are yet to be posted but have been accounted SLA groups the report by ledger. category. . in ascending order. Confirm all Payment Instructions Run the Payment Instruction Register for the period that is to be closed. you can produce a detailed or summary listing of the accounting information you want to review. you may arrange a payment for as many due invoices as possible. supplier. event type. Actual payments can be compared against this register to verify that Oracle Payables/Oracle Payments has recorded payments correctly. Accounts Payable sorts the report by transaction type (invoice or payment). You can then correct the problems and resubmit the accounting process. c. The report will then show only transactions that had problems that prevented accounting. source. Review the Journal Entries Report This report enables review and analysis of accounting entries in the Payables subledger. This can also be submitted from the SRS screen. and voucher number. The report lists each payment in a payment process request. exception. supplier name. Optionally Run a Month End Payment Process Request By running a month end payment process request. and transaction number. by payment number. and event class. ledger currency. This report is automatically submitted when payment instructions are being created. which will prevent posting to the General Ledger. The report also lists in detail transactions that have been accounted with error and all entries that could not be transferred to the general ledger. transaction currency. or finalize any outstanding payments.invoices for which Oracle Payables cannot select for posting and therefore cannot create journal entries. as accounted by SLA. Using the report parameters. document number. 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. Run this report after you have run the Create Accounting Process. e. d. Data is then sorted by accounting date. Use Oracle Payments to confirm any payment instructions. 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. which have been posted in General Ledger and those. b. and re-run the Payables Approval process to approve these invoices. When a transaction is accounted with errors. Note that this report does not include invoices that have no distributions. including setup and overflow payment documents. This report is owned by SLA. review the details and make necessary changes. Where possible resolve any identified holds. By altering the parameters the report also lists those transactions.

5. The transactions that have been accounted in Final Post have already been transferred to. Warning: The report total only shows the net ( less discounts) payment amount. these two reports would not balance. including discounts. whereas the Posted Payment Register total is the total payment amount. and posted. When accounting mode is Final and transfer to GL set to No then Payables Transfer To General Ledger needs to be run from the Standard report submission (SRS) window. f. debit the expense or other account entered on an invoice distribution line. RECONCILE PAYMENTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD Refer to Chapter 9 Period-End Procedures for Oracle Cash Management 5. 4. The journal entries are posted in Oracle General Ledger to update account balances. Final Post and Draft. 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.Attention: Oracle Payables prevents the closing of a period in which all payments have not been confirmed. TRANSFER ALL APPROVED INVOICES AND PAYMENTS TO THE GENERAL LEDGER Release 12 provides 3 modes of accounting: Final. The transactions in Draft accounting mode can be included on accounting reports but cannot be transferred to General Ledger. The transactions that have been accounted in the Final Mode can have been transferred to GL or can still be within the subledger based on the parameter Transfer to General Ledger (either 'Yes or 'No') in the Create Accounting program. A draft entry does not update balances and does not reserve funds. The report can be used to review payment activity for each bank account used during the specified time period. If only verifying report totals. and credit the liability account nominated on the . 4. SLA creates detail or summary journal entries for all eligible events when you post. in General Ledger. Optionally Run the Payments Register The Payment Register details payments printed in a particular accounting period. Invoice journal entries.

Attention: The generated journal batch needs to be posted from within Oracle General Ledger if the mode of accounting was Final . the current accounting period. The Create Accounting process transfers data to the General Ledger tables. 6. The report has two sections: Accounting Entries Audit Report. creating journal entries for these invoice and payment transactions. SUBMIT THE UNACCOUNTED TRANSACTIONS SWEEP PROGRAM . 6. 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. c. The Accounting Entries Exception Report is generated only when the accounting process encounters accounting entries that fail validation. 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. and can be used to verify that the total invoice amount equals the total invoice distribution amount. from Oracle Payables. a listing of accounting entries created by the accounting process. b.e. The audit report provides. The following reports can optionally be run to review the invoices and payments that were posted to Oracle General Ledger. Accounting Entries Exception Report. debit the liability account and credit the cash account of the bank account used to pay and invoice. 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 .invoice. Transfer to General Ledger was Yes and Post in GL was set to No . Posting is determined by the parameter Post in GL which is set during Create Accounting. REVIEW THE PAYABLES TO GENERAL LEDGER POSTING PROCESS AFTER COMPLETION. unless you have modified the SLA rules to create alternative accounting entries to address your specific business needs. The exception report lists in detail all accounting entries that were created with an error status and a description of that error. The report lists each Accounts Payable Liability Accounting Flexfield and the invoices posted to the account. Payables Accounting Process Report Use this report to review accounting entries created by the Create Accounting Process. for the period that is to be closed. i. in detail or summary. 7. 7. a. Payment journal entries.

8. For example. correct any accounting errors and resubmit the Create Accounting Process. In the Control Payables Periods window if you try to close a period and unaccounted transactions exist. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries. and your accounting practices allow you to change invoice distribution GL dates. if your accounting practices permit it. When you submit the Unaccounted Transactions Sweep Program. you have invoices for which you cannot resolve holds before the close. Oracle Payables automatically produces the Unaccounted Transactions Sweep Report to identify transactions that were re-dated and identify any transactions that need updating. To create successful accounting entries for accounted transactions with error. The Unaccounted Transactions Sweep Program will not roll forward accounted transactions. 8. Submit the program to change invoice distribution GL dates to the first day of the next open period so you can close the current period. 9. then Payables opens a window. CLOSE THE CURRENT ORACLE PAYABLES PERIOD Close the accounting period by using the Control Payables Periods window to set the Period Status to Closed. you might want to use this program to change the accounting date of the transactions to the next open period. RECONCILE ORACLE PAYABLES ACTIVITY FOR THE PERIOD .The Unaccounted Transactions Sweep Program transfers unaccounted transactions from one accounting period to another. This process automatically submits the Subledger Period Close Exceptions Report . You can then close the current accounting period in Oracle Payables. or accounted transactions with error. You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows: For the application associated with the responsibility For all applications in the General Ledger responsibility 9. From the window you can submit the Unaccounted Transactions Sweep Program or you can submit a report to review accounting transactions that would be swept by the program. The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation. ACCRUE UNINVOICED RECEIPTS (Refer to Chapter 2 Period-End Procedures for Oracle Purchasing) 10. 10. Because you cannot close a Payables period that has unaccounted transactions in it. If you submit the report in preliminary sweep mode the Unaccounted Transactions Sweep Review report shows which transactions will be re-dated if you submit the Unaccounted Transactions Sweep Program. The program transfers unaccounted transactions to the period you specify by updating the GL dates to the first day of the new period.

This report lists.This balancing process will help you ensure that all liabilities recorded in Payables are reflected in the general ledger AP liability accounts. The Accounts Payable Trial Balance Report is a BI Publisher report. by vendor. If the balance reported by the accounts payables trial balance does not equal the balance in the AP liability account. Before running your reports. For reconciliation of Oracle Payables and Oracle General Ledger when posting is only performed at period end. and sub-totals. Attention: Typical AP/GL Reconciliation Example 31 March Accounts Payables Trial Balance Report + April Payables Posted Invoice Register April Payables Posted Payment Register .Payment journals must be posted in general ledger to appear on this report. run the Transfer Journal Entries to GL Program for all transactions in the period that you are reconciling. Payables Posted Payment Register . the following reconciliation method can be used: Use the following reports to reconcile your transferred invoices and payments to your Accounts Payable Trial Balance to ensure that your Trial Balance accurately reflects your accounts payable liability: Accounts Payable Trial Balance (for last day of prior period) Payables Posted Invoice Register . These invoices represent the outstanding accounts payable liability for the organization.a. To obtain the most up-to-date trial balance for a given period. posted invoices). journal entries should be posted for the invoice and payment activity for the period. Also. prior to running the report.30 April Accounts Payables Trial Balance Report =0 st th . you can use the Account Analysis report and the General Ledger reports to determine what journals are being posted to that account. which is based on a Subledger Accounting extract and enables you to identify the open Accounts Payable transactions that make up each Accounts Payable balance. for a specific accounting period. be sure to post the transactions in the general ledger.Invoice journals must be posted in general ledger to appear on this report. Run the Accounts Payable Trial Balance Report This report is used to facilitate reconciliation of the total accounts payable liabilities in Oracle Payables.e. with the Oracle General Ledger Creditors Control Account. Accounts Payables Trial Balance (for last day of current period) . all unpaid and partially paid invoices for which Oracle Payables created journal entries (i.

thePosted Invoices Register and Posted Payments Register reports must be run after each posting run. For more information refer to SLA Implementation Guide . RUN MASS ADDITIONS TRANSFER TO ORACLE ASSETS . for reconciliation of Oracle Payables liabilities with Oracle General Ledger s Creditor Control. 11. 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. third party.Attention: When posting to the General Ledger is performed multiple times throughout each accounting period. This report is owned by SLA. Run Third Party Balances Report This report is used to display balance and account activity information for Suppliers and Customers. Note: To avoid duplication with subledger journal entries. Note: A comparison between the accounts in payables with the accounts in GL might not match as SLA has the ability to override the accounting. General Ledger journal entries imported from Subledger Accounting are not included in the report. b. Review this report and compare it with Third Party Balances report. It only includes journal entries transferred to and posted to General Ledger. c. 11. Submit and review Account Analysis Report The Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods. 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.

and carry forwards. Withholding tax is handled by Payables whereas other tax requirements are handled by eBTax. You can use the available reporting tools. The mass addition line appears in Oracle Assets with the functional currency amount. you can review them in the Prepare Mass Additions window in Oracle Assets. 12. The following tax registers are available: Deferred Output Tax Register . The tax extract copies the accounting information from each application and stores it in an interface table. including withholding tax. and confirmed all invoice holds. you should consider running the Mass Additions Create process on a more regular basis. Suggestion: If the volume of transactions in Accounts Payable requiring Assets update is large. 12. Payables sends the invoice distribution amount in the converted functional currency. Oracle Reports. For foreign currency assets. 13. 13. The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. 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.After you have completed all Payables transaction entry. including RXi. RUN REPORTS FOR TAX REPORTING PURPOSES (OPTIONAL) A variety of standard reports can be used to provide tax information. submit the Mass Additions Create program to transfer capital invoice line distributions from Oracle Payables to Oracle Assets. or XML Publisher to specify which fields of the Tax Reporting Ledger to include and to print the report in a format that meets your needs. 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 and 2. Output from the tax extract is designed to look as close to a simple tax report as possible. any additional invoicing will become part of the next periods invoice and asset processing period. 1. After you create mass additions. which is required to be reported to the relevant Tax Authority.

The number of sites divided by the number of suppliers. Number of supplier sites. The report provides the number of transactions for each indicator (such as number of automatic payments printed during a period) and amount values where applicable to the Key Indicator (such as total value of automatic payments written during a period). invoices. This statistical information can be useful for cash flow analysis and forecasting purposes. RUN THE KEY INDICATORS REPORT (OPTIONAL) This report enables review of the Accounts Payables department s productivity. and payments. b. as well as average values. The Key Indicators Report generates the following two reports: a. when combined with similar information from Oracle Accounts Receivables.Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers The following summary levels are available within each Tax Register: Transaction Header Transaction Line Accounting Line 0. Payables generates reports you can use to review Payables transaction activity. Key Indicators Invoice Activity Report Report that compares the invoice activity for each of your accounts payable processors during the period you specify and the previous period. invoices. When you submit the Key Indicators Report. and updates. Payables further breaks down each category into basic items. The Key Indicators State of the System Report The Key Indicators State-of-the-System Report provides a period-end view of Oracle Payables. 14. exception items. payments and matching holds in your Payables system. Average sites per supplier. the Key Indicators State-of-the-System Report includes: Suppliers: Number of suppliers. Number of invoice distributions. For example. . Invoices: Number of invoices. and review the current number of suppliers. The Key Indicators Report provides current activity indicators that compare current period activity with prior period activity in three major areas: suppliers. c. Oracle Payables produces this report only if you choose Yes for the Include Invoice Detail parameter. The number of invoices divided by the number of distributions. Average lines per invoice. The Key Indicators Current Activity Report Use the Key Indicators Report to review your accounts payable department's productivity.

However. PURGE TRANSACTIONS (OPTIONAL) You can delete Oracle Payables or Oracle Purchasing records that you no longer need to access on-line to free up space in your database. 15. Posting to the General Ledger allows extraction of details from Oracle Receivables. suppliers. Business Requirements Oracle Receivables requires periodic internal reconciliation of the transactions entered into the Accounts Receivables system. and the record will no longer appear on standard reports. Warning: After a record is purged. Number of invoice payments made by Payables. receipts. The number of invoices divided by the number of scheduled payments. Number of scheduled payments based on payment terms and manual adjustments in the Scheduled Payments tab. 15. You can purge invoices. and creation . The number of matching holds in Payables. The number of matching holds divided by the number of invoices on matching hold. purchase orders. Average matching holds per invoice on matching hold. Suggestion: You should create a special responsibility for purging information from Oracle Payables and Oracle Purchasing and assign this responsibility only to the person responsible for purging information from your database. Average payments per invoice. Oracle Receivables provides a comprehensive set of reports to facilitate reconciliation of outstanding customer balances.Scheduled payments. the system maintains summary information of deleted records to prevent you from entering duplicate invoices or purchase orders. Matching holds: Matching holds. The number of payment documents divided by the number of invoice payments. it can no longer be queried. Chapter 6 Oracle Receivables This chapter describes the procedures for performing period-end processing in Oracle Receivables Release 12. transactions. Invoice payments. Average invoices per payment. 15. A payment document can pay multiple invoices. The application provides the functionality to enable reconciliation of your sub-ledger before posting to the general ledger. and related records such as invoice payments and purchase receipts. and accounts balances. Payments: Number of payments (both manual and computer generated) created and recorded in Payables.

of journal entries in the General Ledger. After posting to the General Ledger, it is possible to reconcile Oracle Receivables with the General Ledger by verifying that all the correct journal entries were made.

16. Procedures
The following steps are taken in performing period-end processing for Oracle Receivables.
0. 1.

COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED

Ensure that all transactions have been entered for the period being closed. Completing all transactions for Oracle Receivables:
1. 1. 1. 1. 1. 1. 1. 1. 1. 1.

Complete Invoicing, Credits and Adjustments

Complete Receipts and Reversals

Complete Invoice and Customer Import

Complete LockBox Processing

Run the revenue recognition program (Optional) If you import transactions from an external system or Oracle Projects ensure you have imported all transactions and master files, and reviewed all audit trails for completeness
0. 2.

RECONCILE TRANSACTION ACTIVITY FOR THE PERIOD

Reconcile the transaction activity in Oracle Receivables before posting to the General Ledger using SLA. 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. The Transaction Register

This report details all the transactions (i.e. invoices, debit memos, credit memos, deposits, guarantees and chargeback) entered with a GL date between the period start and period end dates specified for the period being reconciled. This report shows transactions entered and completed. b. The Sales Journal By Customer Report and the Sales Journal By GL Account Report This report enables review of all transactions for the specified period. The summary totals for the sales journal are by Posting Status, Company, and Transaction Currency. This report details, by account type (i.e. receivables, revenue, freight, tax), the general ledger distributions for posted and/or un-posted invoices for the specified period. The total on the Sales Journal by GL Account should equal the total of items eligible for posting as listed on the Transaction Register. If any discrepancies are evident, research the customer balances to find out which balance does not tally, using the Sales Journal by Customer report. By using the following formula, ensure that the Transaction Register matches the Sales Journal: Transaction Register (Items eligible for posting) + 2 * Credit Memo Total = Sales Journal (Debits plus Credits) E.g. $100 + (2 * $20) = Debits $120 + Credits $20 ($120 Debits - $20 Credits) Attention: The Transaction Register total for any credits must be adjusted, as they are negative on the Transaction Register and positive on the Sales Journal.

Attention: Ensure that the monthly transaction total is accurate and that no distribution issues exist. c. Review the Journal Entries Report This report enables review and analysis of accounting entries in the Receivables subledger, as accounted by SLA. Using the report parameters, you can produce a detailed or summary listing of the accounting information you want to review. This report is owned by SLA. The report also lists in details transactions that have been accounted with error and all entries that could not be transferred to the general ledger. When a transaction is accounted with errors, review the details and make necessary changes. By altering the parameters the report also lists those transactions, which have been posted in General Ledger and those, which are yet to be posted but have been accounted SLA groups the report by ledger, ledger currency, source, category, and event class. Data is then sorted by accounting date, event type, supplier name, document number, and voucher number.

Note: To avoid duplication with subledger journal entries, General Ledger journal entries imported from Subledger Accounting are not included in the report d. Review the AR to GL Reconciliation Report: The AR to GL Reconciliation report compares the account balances in Oracle Receivables to those in Oracle General Ledger, and highlights journal sources where discrepancies might exist. This report simplifies the reconciliation process by comparing Receivables and General Ledger account balances in a single place. Run the AR to GL Reconciliation report:
1. 1. 1. 1.

After the Create Accounting program in Receivables has completed, and

You have reviewed the Unposted Items report to confirm that all journal entries have posted, and

1. 1.

You have used the posting execution reports to confirm that the journal entries exported from Receivables match those posted in General Ledger. This report will show a difference between Receivables and GL account balances only if items did not successfully post to GL accounts. The Difference column indicates that the activity in Receivables compares to the journal source of Receivables in the G.L. If the actual balance of a specific account is different in Receivables than in the general ledger, then the following columns highlights the type of journals that affect the account balances: GL Source Manual: Manual journal entries made in the General Ledger. GL Subledgers Not AR: Journal entries posted to the General Ledger from other subledgers, such as Oracle Payables or a legacy feeder system. Unposted in GL: Unposted journals in the general ledger. During the internal reconciliation process, use the AR Reconciliation report to confirm that your transactional and accounting data match. Even if the data matches, however, the journals could still post to incorrect GL accounts. The Potential Reconciling Items report addresses this issue by suggesting journal items that might potentially post to GL accounts with unexpected account types, thus creating reconciliation issues in Oracle General Ledger. 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.

0. not open to Receivables and therefore do not show up in the aging reports. known as the Roll Forward Formula: Period-End Balance = Outstanding Balance at Start of Period + Transactions + Adjustments . RECONCILE OUTSTANDING CUSTOMER BALANCES Reconcile the outstanding customer balances at the beginning of a specified period with the ending balance for the same period.Invoice Exceptions Applied Receipts . which can be run and reviewed to reconcile these components: Component Beginning Balance Transactions Report Aging reports Transaction Register Adjustments Exceptions Adjustment Register Invoice Exceptions Report Applied Receipts Unapplied Receipts Applied Receipts Register (Identify payments received from customers) Unapplied and Unresolved Receipts Register (Identify payments received from customers) Ending Balance Aging report (As of the last day of the accounting period) Attention: You can use the Invoice Exceptions Report to adjust the Transaction Register for any transactions. 1. 4. using the following formula. REVIEW THE UNAPPLIED RECEIPTS REGISTER . which are.Unapplied Receipts The following list represents the various components that affect a customer s balance and the reports. 3.

payment method. This report includes both cash and miscellaneous receipts. batch name. See the following Metalink bugs and enhancement requests for more details: Note 393682. Bug 7589198: Receipt Register does not match Receipt journal still in progress. Bug 7423482: Receipt Register and Receipt Journal do not show on-account activity deemed functionality. 2. you can review the detailed information on the Receipts Journal Report. This program is owned by SLA and can be run both from the transactions screen and also from the . If any of the Receipts listed can now be applied to outstanding transactions. 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. Receivables displays information about your on-account or unapplied payment such as GL date. and unapplied amount. Using the receipt number. then perform this action by re-querying the receipts and following the normal application procedure. 3. for transfer to the General Ledger. Both reports display invoice related receipts and miscellaneous receipts. 5. TheJournal Entry Report shows the receipt numbers that contribute to a particular GL account. 6. You can use this report to determine how much your customer owes after taking into account all on-account and unapplied amounts.1: Unable to Reconcile Receipt Register to Receipt Journal Enhancement 5567693 is still pending. RECONCILE RECEIPTS Ensure that Oracle Receivables receipts balance by running the following reports: Receipts Journal Report This report displays details of receipts that appear in the Journal Entry Report. payment date. batch source.Use the Unapplied Receipts Register to review detailed information about your customers onaccount and unapplied payments for the date range that you specify. Unfortunately currently (January 2009) this is not always the case. RECONCILE RECEIPTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD (Refer to Chapter 9 Period-End Procedures for Oracle Cash Management) Attention: The Create Accounting process must be re-run for any miscellaneous accounting entries generated from the bank reconciliation. payment number. onaccount amount.

the following statements apply: . Once transactions and receipts have been transferred to the GL tables. Compare this report to the Journal Entries report (run in Posted status mode) and verify that they match. When running any Oracle Receivables reports that display accounting involving transactions that have been posted to GL. the Receipts Journal Report and Sales Journal display the transactions that would be posted to the General Ledger (providing the posting process was run for the same GL date range). 4. RECONCILE THE GENERAL LEDGER TRANSFER PROCESS The Create Accounting program produces the Subledger Accounting Program report that shows you the subledger journal entries created for successful accounting events. 5.SRS screen. The account totals in the Sales and Receipt journals should match the corresponding account balances in the Journal Entries Report. the entries will have to be transferred separately. POST TO THE GENERAL LEDGER Prior to posting to the general ledger. After internally reconciling the transactions and receipts using these two reports. 7. Use the same General Ledger date ranges for the Journal Entries report and the Create Accounting program. the Receipts Journal Report (in transaction mode) and the Journal Entries Report for posted items. If create accounting is submitted in the Final mode without transferring it to GL. Oracle Receivables regards these items as having been posted within the sub-ledger. Attention: The Detail by Account version of the Journal Entries Report may be the most useful for reconciliation in this case. it is possible to perform external reconciliation during and after the posting process. 8. transactions in error etc. Create Accounting will generate a report which details the transferred transactions. The posting process for Oracle Receivables involves a single step: Create Accounting: This request-owned by SLA can be submitted from the tr1ansactions screen or even from the SRS screen. Account balances for transactions and receipts can be reconciled by generating the Sales Journal by GL Account Report. The accounting is done at the ledger level and the program has the ability to transfer and import into General Ledger based on the parameters specified.

If SLA final accounting lines exist. These totals should match with the totals on the journals. 10. then the Journal Import produces an execution report that shows you the total debits and credits for the journals it created.report (Select posting status Unposted while executing the program) Draft method is used to create accounting to determine the accounting impact of their entries Draft entries can be included on accounting reports but cannot be transferred to General Ledger.(180 Char). then SLA accounting is displayed. If SLA accounting lines do not exist. If Balance Forward Billing functionality is used. 9. 6. CLOSE THE CURRENT ORACLE RECEIVABLES PERIOD Close the current period in Oracle Receivables using the Open/Close Accounting Periods window. PRINT INVOICES Once you are satisfied that customer balances are reconciled. Journal Import produces an execution report detailing the total debits and credits for the journals created by the import process These totals must match the totals on Subledger Accounting Program report. . RECONCILE THE JOURNAL IMPORT PROCESS Create Accounting program submits journal import automatically. 11. 8. A draft entry does not update balances and does not reserve funds. When the Create Accounting Program is submitted with the posting mode as Final Post . then AR distribution accounting is displayed. then ensure that the consolidated (BFB) invoices have been generated for the current period. ensure all the invoices generated during the month have been printed and issued. 7.(180 Char) report totals (Select posting status as Posted ) When the Create Accounting Program is submitted with the posting mode as Final then journal import process produces an execution report that shows you the total debits and credits for the journals it created. For more information on the setup of balance forward billing refer to Oracle Receivables Implementation Guide Or Oracle Receivables User Guide 12. Note: Balance Forward Billing replaces consolidated billing invoices (CBI) feature of 11i. These totals should match the totals on the Journals .

and verify that the grand totals from this report match the Journal Import Execution Report. which were transferred in FINAL mode and with Post in GL being set to NO. for the transactions. 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. 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. 15. For the application associated with the responsibility  For all applications in the General Ledger responsibility 13. run the Journals (180 Char) with a Posting Status of Posted from the Oracle General Ledger. 0. third party. 13. THIRD PARTY BALANCES REPORT Run Third Party Balances Report from the SRS screen This report is used to display balance and account activity information for Suppliers and Customers. 12. 1. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries. REVIEW THE UNPOSTED ITEMS REPORT . 14.  1. RECONCILE POSTED JOURNAL ENTRIES After running the GL posting process in Oracle General Ledger. You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows: 1. REVIEW THE SUBLEDGER PERIOD CLOSE EXCEPTIONS REPORT: The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation.9.

RUN REPORTS FOR TAX REPORTING PURPOSES-EBTAX (OPTIONAL) A variety of standard reports can be used to provide tax information. You can use the available reporting tools. Note: To avoid duplication with subledger journal entries. 2. The output will consist of all items not posted in GL for the specified GL date range. then re-open both appropriate Receivables and General Ledger Periods and initiate another posting. 17. or XML Publisher to specify which fields of the Tax Reporting Ledger to include and to print the report in a format that meets your needs. Output from the tax extract is designed to look as close to a simple tax report as possible. The tax extract copies the accounting information from each application and stores it in an interface table. including RXi. This report is owned by SLA. Using the Submit Requests window to generate this report. Oracle Reports. submit with a GL date range for at least the current financial year. 3. If there are any items not posted for the current or prior periods. Run the request from the Submit Requests window. 4. Review this report and compare it with Third Party balances report. . including withholding tax. OPEN THE NEXT ORACLE RECEIVABLES PERIOD Open the next period in the Oracle Receivables using the Open/Close Accounting Periods window. It only includes journal entries transferred to and posted to General Ledger. 16. This report should not generate any output if all Receivables transactions have been successfully posted to General Ledger. REVIEW ACCOUNT ANALYSIS REPORT The Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods.Oracle Receivables prints the Unposted Items Report for all items that are not posted for the specified GL date range. which is required to be reported to the relevant Tax Authority. The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. General Ledger journal entries imported from Subledger Accounting are not included in the report. 18.

Complete all transactions for Oracle Purchasing: .The following tax registers are available: Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers The following summary levels are available within each Tax Register: Transaction Header Transaction Line Accounting Line 19. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED Ensure that all transactions have been entered for the period being closed. Warning: You should not use the Receivables Archive and Purge program if you are using cash basis accounting. Procedures The following steps are performed while closing the period in Oracle Purchasing. and optionally Copying to a file. 0. validates the data to identify the transaction chains. 1. you can run selection and validation. The Selection and Validation and Archive processes form the Archive-Preview program. The final process is to transfer the archive data to a separate storage medium. RUN ARCHIVE AND PURGE PROGRAMS (OPTIONAL) The Archive and Purge cycle is divided into four separate processes. 19. Alternatively. Chapter 7 Oracle Purchasing This chapter describes the procedures for performing period-end processing in Oracle Purchasing Release 12. This program selects eligible transaction using criteria you specified. archive. Archive. 19. The Purge program uses the information in the archive tables to delete eligible transactions from the database tables. Selection and Validation. then stores this information in the archive tables. Purge. Business Requirements The purchasing activity must be reconciled for the accounting period that is to be closed. 20. and purge processes together using the Archive and Purge program.

You can use the report sorted by buyer to monitor buyer performance. 1. 1. notify approver approval required. 1. Closing FYI notifications is Optional. You can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier. 1. REVIEW THE CURRENT AND FUTURE COMMITMENTS (OPTIONAL) Run the Purchase Order Commitment by Period Report The Purchase Order Commitment By Period Report shows the monetary value of purchased commitments for a specified period and the next five periods. 1. 1. or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in Purchasing or iProcurement. Complete Requisitions Complete Purchase Orders and Releases Complete Receipts and Returns Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web. Print or Archive all new Purchase Orders Respond to all Workflow Notifications Notifications may either require action e. e mail. or are FYI notifications only e. 1.1. notify requestor requisition has been approved. 0. REVIEW THE OUTSTANDING AND OVERDUE PURCHASE ORDERS (OPTIONAL) . The Confirm Receipts workflow sends notifications for items with a Destination or Deliver To Type of Expense. and a Need By date that is equal to or later than today s date.g. a Routing of Direct Delivery. 3. 2. Requestors can create receipt transactions by responding to the notification. 1.g. Users should close all FYI notifications and respond to those that require a response. 1. 1.

1. make sure that all receipts have been entered for a specific period before creating receipt accruals for that period.CHECK WITH SUPPLIERS From the details obtained from the Purchase Order Detail Report regarding purchase orders not received. 5. it is not possible to process a receipt to a closed Purchasing period. It is not necessary to enter all the receipts for a period prior to closing that period. Warning: Where you have Oracle Inventory installed. Simply backdate the receipt date when entering receipts for a closed period. If the goods have been received. Receipt accruals can be reviewed by account and by item. FOLLOW UP RECEIPTS .Run the following reports: 1. y 1. 4. Purchase Order Detail Report y 1. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored. but the receipt has not entered into Oracle Purchasing. then the receipt transaction needs to be entered by the appropriate personnel. 0. This report . Attention: Where you have selected to accrue receipts at period end. Open Purchase Orders (by Buyer) Report y Open Purchase Orders (by Cost Center) Report These reports can be used to review all. IDENTIFY AND REVIEW UN-INVOICED RECEIPTS (PERIODEND ACCRUALS) Run the Un-invoiced Receipts Report to review receipts for which the supplier invoice has not been entered in payables. specific standard. the appropriate department can then follow up with the suppliers as to the status of the ordered items. or planned purchase orders.

another journal entries batch is created. Identify the purchasing period for the receipt accrual entries. to enable creation of receipts accrual entries. Oracle Purchasing creates an un-posted journal entry batch in the General Ledger for the receipt accruals. should be carried out at this point in the period-end process. Each time the process is run. FOLLOW UP OUTSTANDING INVOICES For any items identified to have been received but not invoiced. 8. 4. Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry. If encumbrance or budgetary control is being used. and resolution of any invoice holds. 7. 3. 2. When the Accrue Expense Items flag is set to At Receipt. If the profile option set to N then accrual entries needs to be reversed manually. matching of unmatched invoices.indicates exactly what has to be accrued. a reversal is not required. Oracle Purchasing creates receipt . the appropriate department can then follow up the details from the Un-invoiced Receipts Report with the supplier. where possible. COMPLETE THE ORACLE PAYABLES PERIOD-END PROCESS Complete the steps to close the Oracle Payables period. Reversal of accrual entries for the next period will happen automatically if: the Profile option GL: Launch Auto Reverse After Open Period' is set to 'Y' and for the accrual journal category the reverse option is selected. corresponding to the encumbrance reversal entries for the un-invoiced receipts that were accrued. and helps in the preparation of accrual entries. Attention: This step is only required if the Accrue Expense Items flag is set to Period End. debiting the charge account and crediting the Expense AP Accrual Account. which corresponds to the Oracle Purchasing period being closed. 6. Oracle Purchasing creates accrual entries only up to the quantity the supplier did not invoice for partially invoiced receipts. Performing the Oracle Payables Period-End process effectively prevents any further invoices or payments being entered into Oracle Payables for the closed period. Journal entries are created for the amount of the receipt liabilities.Period-End Report to create period-end accruals for un-invoiced receipts for Expense distributions for a specific purchasing period. If encumbrance or budgetary control is being used. Entering of invoices. RUN THE RECEIPT ACCRUALS . on the Accrual tabbed region of the Purchasing Options window for the current Organisation.PERIOD END PROCESS Run the Receipt Accruals . and for what amount.

Identify the invoice price variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it with the balance of the Invoice Price Variance account in the General Ledger. Invoice Price Variance Account y 1. Run the Invoice Price Variance Report for the current period. RECONCILE ACCRUAL ACCOUNTS . This process can be run as many times as needed. 9. which in turn will trigger the journal import.(Refer to Chapter 3 Period-End Procedures for Oracle Inventory) Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance Report Manually remove the Invoice Price Variance amount from the A/P Accrual Account using your General Ledger Identify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual Account. y Uninvoiced Receipts . At any given time. A/P Accrual Account y Inventory Account .accruals for all receipts entered up to the end of the nominated period. Attention: The Receipt Accruals Period End Program creates accounting in the receiving sub ledger only.PERPETUAL ACCRUALS Identify the period-end balances of the following accounts in the General Ledger: 1. y 1. 5. the following transactions can account for the balance in the A/P accrual account: 1. The Create Accounting Program has to be run to create SLA journals. Purchase Price Variance y 1.

y y y y y y y Quantities differ between receipts and invoices Incorrect purchase order or invoice unit prices Discrepancies in supplier billing Invoice matched to the wrong purchase order distribution Receipts against the wrong purchase order or order line Miscellaneous inventory or work in process transactions that do not belong to the accrual accounts Payables entries for tax and freight that do not belong to the accrual accounts The Accrual Reconciliation Report Group consists of one program and three reports as mentioned previously. inventory. purchasing. distinguish accrued receipts from invoice price variances. The Accrual Reconciliation Reports are used to analyse un-invoiced receipts and to reconcile the balance of the AP accrual accounts. . y AP and PO Accrual Reconciliation Report The AP and PO Accrual Reconciliation Report provide a transactional breakdown of each accrual account with a net balance not equal to zero. 1. work in process.y y Over-invoiced Receipts Errors (Invoices or inventory transactions charged to this Account by mistake) You need to analyze the balance of the A/P accrual accounts. All the affected 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 will be fetched and loaded into the accrual reconciliation tables. y Program: Accrual Reconciliation load run This program is used in the accrual reconciliation process to populate the accrual reconciliation table with all the necessary transaction data to perform the reconciliation process. These are discussed below: 1. and identify errors. or accounts payable transactions: 1. These reports enable you to identify the following issues in receiving.

Ensure that prior to closing the period. Oracle Payables clears the AP accrual accounts and records the liability from the supplier site and helps you monitor potential problems with purchasing and receiving activities that can affect the accuracy of your A/P AccrualAccounts. and inventory receipts are not performed. this report enables reconciliation with the accounts payable accrual account.1. When Oracle Payables creates the accounting for the matched and approved invoice. If expense purchases are accrued on receipt. 1. The Reconciliation reports also provide information on the quantity differences (the quantity received for a purchase order shipment is less than the quantity invoiced) and price differences. Accounting entries have to be created in SLA and GL for these write-off transactions by submitting the Create Accounting program and hence manual adjustment of accrual entries is not required. Prerequisites: 1. y y y y Oracle Payables and Oracle Purchasing installed. no information will be available to report. y Miscellaneous Accrual Reconciliation Report The Miscellaneous Accrual Reconciliation Report shows all inventory and AP (not matched to PO) transactions that have hit the accrual account. these differences are resolved. the Accrual WriteOffs window can be used to indicate which entries are to be removed and written off from this report. It displays the balance of each accrual account as well as partial representation of source of the balance After researching the reported accrual balances. You can accrue both expense and inventory purchases as you receive them. If expense purchases are accrued at period end. . When this happens. The Reconciliation Reports can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the AP accrual accounts. y Summary Accrual Reconciliation Report The Summary Accrual Reconciliation Report can be used to analyze the balance of the Accounts Payable (AP) accrual accounts. If you have installed Oracle Inventory or Work in Process. you temporarily record an accounts payable liability to your Expense or Inventory AP accrual accounts. the Accrual Reconciliation Report also displays any inventory or work in process transactions for the accrual accounts.

If expense purchases are accrued on receipt. y y 1.Attention: Most commercial installations accrue expense receipts at period end. Carry forward encumbrances for existing transactions (purchases / requisitions). 10. If you also receive inventory. as the information is not required as the receipt occurs. 10. The carry forward process enables managers to perform any of the following: 1. all transactions are created in purchasing and need the GL Transfer Program to be run to transfer to GL. and Oracle Work In Progress. the Receiving Value Report by Destination Account must be run to break out the receiving/inspection value by asset and expense. more entries must be reconciled in the Accounts Payable accrual accounts. 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. y . and the encumbered budget. 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. a GL transfer or period close must first be performed for the transactions to appear on these reports. journal entries must be created for the invoices. y y 1. For Oracle Inventory. The Accrual Reconciliation Reports requires the transactions to be transferred to the General Ledger interface to ensure the report balances to the General Ledger. Attention: For Oracle Purchasing. For Oracle Payables. Carry forward encumbrances.

y y y Use mass allocations to bring forward part of the funds available. The Encumbrance Detail Report reflects activity from General Ledger. Mass budget processing also allows you to combine these budgets. if the encumbrance option for requisitions or purchase orders has been enabled. not Purchasing or Oracle Payables. or to a separate budget to identify between current year and carry forward amounts if required. y y . and requisitions and purchases have entered and approved.y Carry forward the funds available as at the end of the year. Identify Outstanding Encumbrances Print the Encumbrance Detail Report to review the requisition and purchase order encumbrances. Therefore. Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing before commencing the year end Encumbrance processing in Oracle General Ledger. y y The steps required to complete Year end Encumbrance processing in Oracle Purchasing are: a. Other facilities available: 1. Use this report to review the accounts encumbered. (Refer to Chapter 11 Period-End Procedures for Oracle General Ledger) 1. use the Encumbrance Detail Report in a way that matches the accounting method: 1. Carry forward budgets into the current appropriation budget.

Define MassCancel The Define MassCancel window is used to nominate a date range for transactions. the encumbrances on the Encumbrance Detail Report remain until payment information from Payables is transferred to General Ledger. Payables transfers only accounting information for paid invoices to the General Ledger. Perform MassCancel in Oracle Purchasing (Optional) MassCancel enable the cancellation of requisitions and purchase orders on the basis of user selected criteria. 1. When cash-basis accounting is used and the Payables Transfer to General Ledger process is submitted. During the period. Upon entering receipt delivery information. Based on this report you can identify those transactions that you wish to carry forward into the new financial year. an automated process transfers the receipt information to General Ledger using the Journal Import Process. not on receiving information.y Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue at Receipt option is used. y y y Period-end accrual: Generate the Encumbrance Detail Report at period-end. y y y Cash basis: If cash-basis accounting is used. 1. the encumbrance detail on the report is based on invoice matching information from Payables. the Encumbrance Detail Report reflects the true periodend receipt information. Refer below for the steps required to cancel transactions that are not to be carried forward. . b. as well as any of the following: 1. After the Receipt Accruals Period-End process is run.

y y y y y Document Type Supplier Name Accounting Flexfield Range This process will automatically generate a MassCancel listing report identifying the following: 1. 12. 12. you must initiate MassCancel twice. Oracle Purchasing creates journal entries to zero out the encumbrances associated with the canceled requisitions and purchase orders. OPEN THE NEXT ORACLE PURCHASING PERIOD . Note that when canceling a purchase order. y y y y y y Unable to Cancel Requisitions (reasons provided) Unable to Cancel Purchase Orders (reasons provided) Partially in Range Documents Fully in Range Documents Run MassCancel When this process is run. Oracle Purchasing automatically un-marks all the receipts previously accrued to ensure that these receipts can be accrued again if they are still not invoiced in the next accounting period (where you have selected to accrue receipts at period end). Attention: If you wish to cancel both purchase orders and requisitions. you have the option of canceling the original requisition at the same time 11. CLOSE THE CURRENT ORACLE PURCHASING PERIOD Close the current Purchasing Period in the Control Purchasing Periods window. 11.

RUN STANDARD PERIOD END REPORTS (OPTIONAL) Suppliers Quality and Performance Analysis Reports Suppliers Report Use the Suppliers Report to review detailed information entered for a supplier in the Suppliers and Supplier Sites windows. early shipments. This report also shows if a supplier is on PO Hold. Vendor Quality Performance Analysis Report The Supplier Quality Performance Analysis Report can be used to review suppliers' quality performance. If purchase order information is merged. Payable inserts a blank line between groups of possible duplicate suppliers. This report lists active suppliers whose names are the same up to a specified number of characters. The % Open Current is the percentage of the ordered quantity not yet received. special characters. then any references to the supplier in blanket purchase orders. 13. and auto source rules are updated to the new supplier. Payables lists your suppliers in alphabetical order. and returned. etc. and you can additionally order the report by supplier number. rejected. Suppliers Audit Report Use the Supplier Audit Report to help identify potential duplicate suppliers. . rejected shipments. The report lists all site names and addresses of each potential duplicate supplier. You have the option to include supplier site address and contact information. and shipments to wrong locations. The report ignores case. for percents accepted. This report is useful to identify suppliers with quality performance issues. 13. but within the receipt tolerance days or not past due. spaces. After duplicate suppliers have been identified. they can be combined using Supplier Merge.Open the next purchasing period in the Control Purchasing Periods window. This report can be used to derive a supplier service penalty by multiplying the days variance quantity by a percentage of the price. Vendor Service Performance Analysis Report The Supplier Service Performance Analysis Report lists late shipments. quotations.

Purchasing provides . The Intended Commitment is the total expenditure multiplied by the split percentage entered in the sourcing rules. Vendor Volume Analysis Report The Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier.The % Open Past Due is the percentage of the ordered quantity not received by the promise date and beyond the receipt tolerance days. For each blanket purchase agreement and planned purchase order created. using blanket purchase agreements and planned purchase orders. The Expenditure is the sum of the item line amounts for standard purchase orders for the supplier. Review Quotation. RFQ and Purchase Order Statuses Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing. The Days Variance is calculated as the summation of the date differential (transaction date subtracted from promise date) multiplied by the corrected received quantity (the received quantity plus or minus corrections) for each shipment. The report prints the items that are assigned sourcing rules. The % Received On Time is the percentage of the ordered quantity received on the promise date or within the receipt tolerance days. The result is the quantity per day the supplier is in variance. Analyse Requisitions Requisition Activity Register The Requisition Activity Register shows requisition activity and monetary values. all divided by the total corrected received quantity. Purchasing prints the requisitions in order of creation date and prepared name. The % Received Early is the percentage of the ordered quantity received before the promise date and outside the receipt tolerance days. The % Received Late is the percentage of the ordered quantity received after the promise date and outside the receipt tolerance days. Use the report to compare actual purchase percentages with sourcing percentage. The Actual Percentage is the items expenditure as a percentage of the total expenditure for the date range of the report. Blanket and Planned PO Status Report The Blanket and Planned PO Status Report can be used to review purchase order transactions for items you buy.

the line price was from the Quote. If a quote is not defined. The Amount Saved is the negotiated amount less the actual amount. Purchasing uses the list price. the line price was from Market Price. the line price was from Market Price. the line price was from List Price. If the line price type is M. If the line price type is M. The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered. The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered. quote. Purchasing uses the list price. If the market price is not defined. or list price to the actual price. Use the report to compare the market. If a quote is not defined. the line price was from List Price. Purchasing prints the product of the market price of the item ordered and the quantity ordered. The Negotiated Amount is the product of the price on the quotation and the quantity ordered. The Negotiated Amount is the product of the price on the quotation and the quantity ordered. and if the line price type is L. The report includes a price type Legend at the bottom of each page for the price type. and if the line price type is L. the line price was from the Quote. Savings Analysis Reports Savings Analysis Report (by Category) The Savings Analysis Report (By Category) shows buyer performance by category. and there are entered . Savings Analysis Report (by Buyer) The Savings Analysis Report (By Buyer) shows buyer performance by purchase order. The Amount Saved is the negotiated amount less the actual amount.the detail of the releases created against these orders. If the market price is not defined. with negative figures in parentheses. Purchasing prints the blanket agreement or planned purchase order header information. If the line price type is Q. if no release exists. Purchasing prints the product of the market price of the item ordered and the quantity ordered. The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q. Encumbrance Accounting Reports Encumbrance Detail Report The Encumbrance Detail Report can be used to review requisition and purchase order encumbrances for a range of accounts if the encumbrance option for requisitions or purchase orders has been enabled. with negative figures in parentheses.

These costs are then transferred to the General Ledger for posting. 0. means at month end.and approved requisitions and purchases. Independently open and close periods for each inventory organisation. particularly where you have defined multiple Mass Cancel batches. 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). Transfer summary or detail accounting information to the general ledger. logistic and manufacturing system need to be always open for worker transactions . Business Requirements The period close process for Oracle Inventory enables summarising of costs related to inventory and manufacturing for a given accounting period. . Cancelled Purchase Orders Report Cancelled Requisition Report Use these reports to review all purchase orders and requisitions cancelled. Transfer inventory and manufacturing costs to the General Ledger. Use this report to review the accounts encumbered. 1. Attention: Usually. the next period is opened to allow key-in from the first day. Chapter 8 Oracle Inventory This chapter describes the procedures for performing period-end processing in Oracle Inventory Release 12. y y y y y y y Reconcile the inventory and work in process costs and values. Oracle Inventory and Oracle Cost Management provide the required features to affect the necessary period-end procedures to: 1. Perform interim transfers to the General Ledger without closing the period.

shipping. y y . e. 1. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED 1. receipts. there is functionality to open / close many logistic organizations by batch program : open period status report . y y y y Ensure that all issues. y y y 0. and adjustments have been entered and verify that no hard copy records exist or are awaiting data entry. Procedures The following steps are taken in performing period-end processing for Oracle Inventory.y y y Attention: For large number organization environments. 1. 1.g. packing slips in receiving. 1. close period status report .

2. CHECK INVENTORY AND WORK IN PROCESS TRANSACTION INTERFACES Check the Interface Managers window to ensure that there are no background or concurrent programs unprocessed. depending on INV profile option INV: Transaction Processing Mode ) TP- 1. y y y y Move Transaction Manager (for WIP) . The interface managers that need to be run are as follows: 1.Cycle Count Pending approval Report 2. Cost Manager (mandatory) y y y y Material Transaction Manager (Optional.y y Optional Report . y y y y 1.

CHECK AND FIX PENDING TRANSACTIONS Check and fix any rejected transactions : from the Inventory Accounting Period Window click on the pending button to display pending transactions. Resolution Recommended: Displays the number of pending receiving transactions.0. 3. then relaunch transactions using : 1. pending material transactions. Attention: This process needs to be completed for each Inventory Organisation defined. In case of error : correct source error. y y y y 1. once it is closed these transactions cannot be processed in that period. These must be resolved before the period is closed. and pending WIP costing transactions existing in this period. INV / Transactions / Pending transactions y y y y INV/ Transactions / Transaction Open interface . and pending shop floor move transactions existing in this period. This will display transactions under the following statuses: Resolution Required: displays the number of unprocessed material transactions. uncosted material transactions. Though the accounting period can be closed.

OPEN THE NEXT INVENTORY PERIOD . If the Create Accounting Program is run in Final Mode without transferring to GL then run the Transfer Journal Entries to GL-Cost Management which transfers the accounting to GL. 4. 4. Since a period. 5. Attention: If this step was by-passed. and a closed period cannot be re-opened. running this process prior to closing the period facilitates validating the interfaces transactions. Then at month end before closing. journal entries associated with transactions. once closed. Errored can be selected. View accounting. and accounting events by accessing the Sub ledger Accounting user interface from the View Transactions window and various statuses for Ex: Final Accounted. since transactions cannot be posted to a closed period. and the period was closed. Draft Accounted. TRANSFER SUMMARY OR DETAIL TRANSACTIONS Run the Create Accounting-Cost Management program up to the period end date before closing the period.1. and any adjustments to the period can be made via new inventory transactions as required. Attention: The Transfer Journal Entries to GL Cost Management Program transfer the accounting details for all the inventory organinzations within a Ledger. y y y y OM / Shipping / Interfaces This check should be done during the month to avoid accumulated problems. but no adjustments to that period could then be entered. 5. a GL Transfer would automatically be initiated. cannot be reopened.

Prior the first day of data entry. a receipt cannot be entered for that period. Oracle Payables is closed prior to Oracle Purchasing to enable running of purchase accruals to accrue expenses on un-invoiced receipts. 6. As explained in step 3/. CLOSE THE CURRENT INVENTORY PERIOD Closing the inventory period using the Inventory Accounting Periods window automatically transfers summary transactions to the general ledger interface table. click on thepending button to display any remaining pending transactions and make the appropriate resolutions. Attention: This process needs to be completed for each Inventory Organisation defined. This still allows miscellaneous transactions corrections in inventory. 7. open the next inventory period using the Inventory Accounting Periods window. CLOSE THE CURRENT ORACLE PAYABLES AND ORACLE PURCHASING PERIODS Complete all steps required to close Oracle Payables and Oracle Purchasing. Oracle Purchasing should be closed before Oracle Inventory. Attention: This process needs to be completed for each Inventory Organisation defined. as a manual procedure. If Oracle Purchasing or Oracle Inventory are closed. y . 7. prior to closing the inventory period. However. The period close performs the following: 1. 6.

y y y y 1. The period-end values by sub-inventory reported with the Period Close Summary Report. Creates summary or detail inventory accounting entries in the GL interface. along with values in transit creates the period-end value for the current period. y y y y Calculates period-end sub-inventory balances.y y y 1. . The period close process automatically transfers all job costs and variances by general ledger account. 1. Closes the open period for Oracle Inventory and Oracle Work in Process. For each sub-inventory. y y y y Creates summary or detail work in process accounting entries in the GL interface. This. the period close period adds the net transaction value for the current period to the previous period s ending value.

The following reports can be run to help with these reviews: 1. 8. The balance normally matches with the General Ledger balance. If you run the report for an open period. If you run this report for a closed accounting period. Use the Period Close Value Summary to see summary balances for sub-inventories. the report displays the sub-inventory values at the end of that period. 0. y y y . Warning: Closing an inventory period permanently closes the period and no further transactions can be charged to that period.Discrete jobs and certain non-standard jobs are closed separately. RUN STANDARD PERIOD-END REPORTS AND RECONCILE THE PERPETUAL INVENTORY WITH GL Check that the perpetual inventory value up to the end of the period being closed matches the value reported in the General Ledger. may create discrepancies. the period close process writes off any remaining balances and transfers any period costs to the general ledger. For expense non-standard jobs. 1. the report displays the sub-inventory value at the point in time you run the report. But Journal entries from products other than Oracle Inventory. y y y y Period Close Value Summary Report. including variance calculations. Job close performs the necessary accounting for each job.

valuation. overhead and outside processing charges. Finally. including resource. Additional useful reports : 1. Detailed account information is available for specific accounts. and detailed item information for the subinventories specified. 10. Use the Material Account Distribution Summary Report to verify inventory account activity against inventory valuation increases or decreases for the accounting period. Review inventory transaction values transferred to the general ledger by GL batch.y Material Account Distribution Summary Report. and period close and job close variances. (Warning : these reports show value at the point in time you run the report). by transaction type. If you detect unusual accounts or amounts. The system groups the transactions by job or schedule. VALIDATE THE WORK IN PROCESS INVENTORY If Oracle Work in Process is installed. use this report to reconcile an account across several periods. . y y y y y Inventory Value Report : You can see more sub-inventory balance detail by running the Inventory Value Report. use the Material Account Distribution Detail report to print the transaction in detail. cost updates. or the Elemental Inventory Value Report. The WIP Account Distribution Report details account information for work in process cost transactions. by summary or detail. and orders the transactions by earliest transaction date. 9. check the work in process inventory balances against transactions with the WIP Account Distribution Report. Material Account Distribution Detail Report : use the Material Account Distribution Detail Report to view the accounts charged for inventory transactions. These show quantity.

general ledger batches. This report does not list material cost transactions such as issues. and scrap. completions. . or both to help reconcile general ledger. These information can be found using the Material Account Distribution reports in Oracle Inventory.

1. 1. 1. Complete All Transactions for the Period Being Closed Ensure that all transactions have been entered for the period being closed. 1. 3. 5. 1. at period end. 1. 1. Completing all transactions for Oracle Assets: 1.Chapter 9 Oracle Assets This chapter describes the procedures for performing period-end processing in Oracle Assets Release 12. run depreciation for each asset book set up for the enterprise. Prepare and Post Mass Additions Complete Manual Additions Complete Adjustments Complete Retirements Complete Transfers Complete Reinstatements . Check that transactions are not being entered as Oracle Assets prevents transaction data entry while the Depreciation Run Process is running. 1. Oracle Assets has only a single open depreciation period in each asset book. 6. Procedures The following steps are taken in performing period-end processing for Oracle Assets. 1. Accounting can be created for Fixed Asssets (FA) transactions and sent to GL on a continual basis throughout the period using the Create Accounting program after the introduction of SLA. 1. Business Requirements In Oracle Assets. 2. Once a depreciation period in Oracle Assets has been closed. 4. it cannot be re-opened. 1.

1. and will not close the period. Oracle Assets gives you the option of closing the current period if you check the Close Period check box on the Run Depreciation window. the Calculate Gains and Losses program will be submitted as part of the Run Depreciation process 1. Oracle Assets does not close the period. The book and depreciation period are nominated on the Submit Request window. If you do not check the Close Period check box when you run depreciation. Run Calculate Gains and Losses (Optional) The Calculate Gains and Losses program for retirements can be submitted prior to running depreciation. 3. 2. 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. 1. Attention: . 1. 1. Run Depreciation When you Run Depreciation. If all of your assets depreciate successfully. Determine which assets have not been assigned to a distribution line by running the following report: y Assets Not Assigned to Any Cost Centers Listing 1. 1. 1. Oracle Assets automatically closes the period and opens the next period for the book. For books with a large volume of assets.1. 1. This is valid only if the period is not closed. Alternatively. 4. 1. 1. The Calculate Gains and Losses process is performed independently for each depreciation book. Note: Depreciation will be rolled back automatically if any activity is performed on a depreciated transaction. the retirements process can be run several times during the period to reduce the time for the depreciation process.

For more details refer to Oracle Assets User Guide. depreciation. and reporting programs off-line. then run Transfer Journal Entries to GL Assets. using the Submit Requests window. This process generates accounting and also enables transfer to and posting in GL. The Depreciation process only processes assets that have not already been processed. The unassigned assets can then be assigned to distribution lines and the Depreciation process resubmitted. Create Accounting Submit the Create Accounting process from SRS screen. Final and Final Post. 1. If an asset has not been assigned to a distribution line. When the depreciation program is run for an Asset Corporate Book. Oracle Assets automatically calculates depreciation for all assets. 1. The asset book and depreciation period are nominated on the Run Depreciation window. calculates gains and losses for all retirements. Once the program closes the period. If the program is run in FINAL mode with POST as yes. However. you cannot reopen it. By using the depreciation log file. . if the depreciation program is run for a Tax book. 5. 1. the Run Depreciation process will end with an error status. you can determine which assets were unassigned. and then runs the appropriate Reserve Ledger Report. then the Tax Reserve Ledger Report is generated. The Run Depreciation process is performed independently for each asset book. This program replaces Create Journal Entries in Oracle Assets. The Run Depreciation process will close the current depreciation period and open the next only if the Close Period checkbox is selected. This program is owned by SLA. This program can be run in 3 modes viz Draft. When the process is run. or you can review the Depreciation Program Report via the Requests window.Ensure that you have entered all transactions for the period before you run depreciation. Both Reserve Ledger Reports can also be run at any time. 1. the Journal Entry Reserve Ledger Report will be generated. This process submits concurrent requests to run the calculate gains and losses. then the entries will be automatically posted in GL. If the program is run in FINAL mode with Transfer to General Ledger as NO.

and bonus reserve accounts when you enter prior period additions. 1.The depreciation expense journal entries can be created from an Asset Corporate or an Asset Tax book and transferred to the General Ledger. In the second case workflow will be used to generate accounts. You can run the Create Accounting process as many times as necessary within a period. The General Ledger period for which journal entries are to be created must be open. or retirements. Journal entries can be created for any period in the current fiscal year for which journal entries have not already been created. By default. Rollback Depreciation There is no separate program as in Release 11i to perform the rollback. Any alteration on a depreciated asset will result in an automatic rollback. Create Deferred Depreciation Journal Entries (Optional) . Warning: Journal entries cannot be created from asset budgeting books. accumulated depreciation accounts. Oracle Assets uses the FA: Use Workflow Account Generation to make a decision on whether to use the workflow or not. 1. the customizations will have to be re-implemented using SLA or FA: Use Workflow Account Generation should be set as YES. on upgrade this profile option is set to Yes . 1. Attention: Create Journal Entries program has now been replaced by Create Accounting program 1. There is no need to run Depreciation before creating accounting transactions. Note: Rollback happens at Asset Level in Release 12. transfers. This program creates adjusting journal entries to depreciation expense. 1. 6. 1. 7. 1. create accounting will create accounting based on its rules and the workflow will not be used. unlike at Asset Book level as in Release 11i 1. If the profile is set to No . Attention: If in 11i the FA Account Generator Workflow was customized. bonus expense.

Optionally. 1. 1. on as many as five depreciation books at once. review the unposted journal entries in the Enter Journals window. Depreciation Projections (Optional) You can project depreciation expense for any number of future periods. For more information refer to Oracle Assets User Guide 1. . Review and Post Journal Entries If accounting was performed without the journal entries being posted. or any specified interval. month. SLA. based on rules and inbuilt event class/entity model processes deferred depreciation. This difference results from the use of accelerated depreciation methods in the tax book. Reconcile Oracle Assets to the General Ledger Using Reports a. 1. 1. 1.reconcile with the Account Analysis with Payables Details Report. 1. the Assets Journals will be posted automatically in the next scheduled posting run. Post each journal entry batch using the Post Journals window in Oracle General Ledger to update the account balances. Results can be summarized by year. The results can be summarized also by cost centre or depreciation expense account. Reserve Ledger Reports y Journal Entry Reserve Ledger . Create deferred journal entries using Create Accounting Process. use the More Actions button to Post each Journal individually or in the source of Assets has been included in the Auto Post options. 1. 1. 10. 9. 8. quarter.Deferred depreciation is the difference in depreciation expense taken for an asset between a tax book and its associated corporate book. 1. 1. in Oracle General Ledger. 1.

Transaction Reports y y y y y y y Asset Additions Report Cost Adjustments Report Asset Reclassification Report Asset Transfers Report Asset Retirements Report Reinstated Assets Report Cost Clearing Reconciliation Report d. . Balances Reports y y y y y Cost Detail and Cost Summary Reports CIP Detail and CIP Summary Reports Reserve Detail and Reserve Summary Reports Revaluation Reserve Detail and Revaluation Reserve Summary Reports Account Analysis Report c. The report gives detailed information of the asset transactions represents by a journal entry line. In the first stage drilldown happens from GL to SLA.Reconcile journal entries to the General Ledger.run the General Journals Report for Posting Status = Posted. Drill Down Reports y y y Drill Down Report . e.y y Tax Reserve Ledger Report Additionally.Reconcile the batch totals from this report with those of the General Journals Report in Oracle General Ledger run for posting status = Unposted . the Account Reconciliation Reserve Ledger Report can be run. General Ledger Reports y y Unposted Journals Report .run the General Journals Report for Posting Status = Unposted to reconcile with the Drill Down reports. Posted Journals Report . b. Account Drill Down Report . The report enables detailed review of the account activity on a specific general ledger account. From SLA drilldown can be performed to transaction level. Note: Drilldown is a two-stage process.

12. You can only restore the most recently purged fiscal year. 1. 1. 1.y y Account Analysis Report with Payables Detail .It is recommended that you create a detailed FSG for all asset accounts. 1. 11. 1. The following reports can be reviewed when assessing the accuracy of the asset inventory: y y y y y y Asset Additions By Cost Centre Report Asset Additions Responsibility Report Asset Disposals Responsibility Report Asset Inventory Report Asset Retirements by Cost Centre Report Responsibility Reserve Ledger Report 1. 1. 1. 1. so you must restore fiscal years in reverse chronological order. Archive and Purge Transactions (Optional) If you no longer need to run reports for previous fiscal years. then your financial statements will also be inaccurate. 1. Financial Statements Generator .The ending balance of this report reconciles with the Reserve Summary Report ending balance. This can be done at cost centre level for direct comparison with the Asset Cost Summary and Reserve Summary reports. 1. 1. you can archive and purge historical data to free hardware resources. Run Responsibility Reports (Optional) It is also important to ensure that your asset inventory is accurate. If the asset inventory is inaccurate. 1. Prerequisites .

2. Open the Archive and Purge window. Once your financial transactions are captured in the system. 1. 1. 6. 5. Oracle Assets automatically assigns an Archive Number when you save your work. Business Requirements Oracle Treasury is a comprehensive treasury solution that helps you effectively manage your investments. Export the archive tables to a storage device. manually or automatically. 1. See: FA: Archive Table Sizing Factor. 4. 1. You can only purge definitions with a status of Archived or Restored. Now your database administrator can drop the temporary archive tables. debt. 7. Change Responsibilities to Fixed Assets Administrator. You must archive and purge in chronological order. . valuation. Chapter 10 Oracle Treasury This chapter describes the procedures for performing period-end processing in Oracle Treasury Release 12. Note: The temporary table name includes a five-digit archive number. foreign exchange transactions and derivatives. Choose Purge to submit a concurrent request that changes the status from Archived to Purged and removes the archived data from Oracle Assets tables. Enter the Book and Fiscal Year you want to archive. accrual and accounting for these transactions. 3. 1. To archive and purge transaction and depreciation data: 1. Oracle Treasury facilitates settlement. B) Allow Purge for the book in the Book Controls window before you perform the purge. update the FA: Archive Table Sizing Factor profile option. 1. Return to the Archive and Purge window and use the Archive Number to find the archive you want to purge. Choose Archive to submit a concurrent request that changes the status from New to Archived and creates temporary archive tables with the data to be purged.A) If necessary. See: Defining Depreciation Books.

rather than as an accumulating amount for multiple periods. You can view and delete these period adjustments. Choose the Calculate button. re-create the accruals. 1. 1. 4. The accrual and amortization details for the financial transactions in the specified period appear. 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. Amortization and accruals adjustments are calculated incrementally for each batch period. Generate Journals . split by revenue and expense. Authorize the results. such as FRAs and options. 2. 1. 3. for all money market products. and send payment instructions to the bank. These adjustments include amounts for settling derivatives. validate them. Generate Accruals and Amortization You can generate amortizations and accruals adjustments. you must perform revaluations as part of the accounting process. If you find the results to be incorrect. Once the financial instrument is correct.1. Choose a period or a an existing Batch ID. Complete Daily Trading Activities Complete trading activities for the day. Procedures The following steps are taken in performing period-end processing for Oracle Treasury. if necessary. but you cannot change them. Reversal entries are not required. If you set the Accounting -Perform Deal Revaluations company parameter to Yes. Choose a Company. You can automate steps 2-5 by running the Accounting Streamline Process concurrent program. 1. delete them and review the corresponding financial instrument. 1. y y y y y Navigate to the Accruals window.

and reallocate suspense journal entries to a GL account. view the generated journal entries. Period End Close In Oracle General Ledger. Permanently Closed No further processing is possible.Use the Daily Journals window to generate the daily journals for an accounting batch. change the dates or GL accounts for your journal entries.6) there is no integration yet with SubLedger Accounting (SLA). an accounting period is closed after all the accounting transactions have been completed for the period. For most modules you can view and select one of the following: Never Opened The period has never been used. Treasury sends the journals directly to GL and not via SLA. Special steps are required for Encumbrances. 1. 1. providing it has not been permanently closed. you cannot change any of the accounting for the batch in Treasury. Business Requirements 1. Future Enterable The period is open to accept transactions from other modules. if it is necessary to enter or modify accounting transactions for that period. Open Period is available for data entry Closed Period is closed for processing.0. Note: The Period-End and Year-End processes are the same if Encumbrances are Not Used. and transactions are likely to be posted across modules. Once you transfer your daily journals to General Ledger. A closed period can be re-opened. Chapter 11 Oracle General Ledger This chapter describes the procedures for performing period-end processing in Oracle General Ledger Release 12. Transfer Journals to General Ledger After you enter and verify all accounting changes for the journal. but be able to re-open periods for post . Managers have the discretion to immediately close a period to prevent unauthorized processing. but can re re-opened if required. Attention: At this moment for the current version (12. 5. use the Transfer Journals to GL window to transfer your journals from Treasury to General Ledger. Usually used where modules are maintained in different periods.

Maintain period-end exchange rates for all foreign currencies to which you want to translate. If Ledger set/Data Access Set attached to a responsibility then these tasks can be performed from a single responsibility. Procedures The following steps are taken in performing period-end processing for Oracle General Ledger.Journals are comprised of batch level. The Create Accounting process of SLA submits Journal Import Process (based on appropriate parameters as discussed in previous sections). 1. Assets Treasury and Projects) have been transferred to Oracle General Ledger. Suggestion: Periods are usually only finally closed when all adjustments and reporting requirements for the prior financial year are finalized. Ensure that the accounting information from the sub-ledgers (Oracle Payables. 2. independent of the period/year end process. 1. This will mean that you will need to select the responsibility relevant to both Ledgers when completing these tasks. At year-end. Run Create Accounting program or the appropriate program (based on previous runs of Create Accounting) to transfer data from subledger into Oracle General Ledger. except at year-end. Purchasing. prior to opening the first period of the new financial year. Combined Basis Accounting If you have installed combined basis accounting. 1. 1. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger Journals are created to enter accounting information into Oracle General Ledger. it is recommended that you complete all period end processing. Receivables. . The periods can then be permanently closed as required. then the steps detailed below will need to be completed for both your accrual and cash Ledgers. and journal entry line level. 1. Ensure the Next Accounting Period Status is set to Future Entry Set the status of the next accounting period to Future Entry if it is not already. journal entry level. Inventory.processing adjustments. information.

Determine the source(s) for these error batches. Attention: Leave sufficient time to re-import any journal entries not successfully imported from the feeder systems. Journal Import y y y y If not automatically completed. 1. Make necessary corrections . and GL_JE_LINES tables. Simply re-enter the source from which journal entry batches are to be imported. Attention: The journal posting process. Upload Journals from ADI (Applications Desktop Integrator)(Optional) Journals information can also be imported from spreadsheet into Oracle General Ledger using Web-ADI (web based Application Desktop Integrator). 3. review the Journal Import Execution Report to identify which journal entry batches were not successfully imported. and is run automatically. run in Oracle General Ledger. Then update and post them. and retrieve the run ID from the Journal Import Execution Report.in the GL_INTERFACE table. data will be rolled back to SLA tables. GL_JE_HEADERS.This process populates the GL_JE_BATCHES. updates the GL_BALANCES table. 4. 1. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) Following the same procedures as for Step 2. . Run the Journal Import process for these sources and ensure the resulting Journal Entries are posted either automatically by AutoPost or manually. Re-import these corrected journal entry batches from the GL_INTERFACE table. Delete any error journal entry batches. Note: On failure of the journal import when importing from sub ledger modules. Ensure that the accounting information from any site specific. so there would not be any scenario of data in the GL_INTERFACE when the profile option SLA:Disable Journal Import is set to No . non-Oracle sub-ledgers has been transferred to Oracle General Ledger. via the Correct Journal Import Data window.

for each successive level of allocation entry. Generate Mass Allocation Journals (Optional) Select the Mass Allocation Journals that require generation for the current period. Ensure that all entries to the source accounting flexfields used in the MassAllocation Journal definitions are finalized for the current period. or via reports. perform the calculation and post. Generate Reversal Journals (Optional) Select all the Journals to be reversed.Note: Its is advisable to use XLA (SLA) interface tables to load transactions from 3 party systems rather than using GL_INTERFACE. Reviewing journal entries prior to posting minimizes the number of corrections and changes after posting. y Update journal entries as appropriate Attention: Journal entries can be reviewed on-line. This process can be run across ledgers. 8. This process can be run across ledgers and across currencies. Submit the process to generate the Recurring Journals. This process can be submitted for foreign currency and for multiple ledgers provided the access is available. 6. 7. perform any journal entry updates. Submit the process to generate the Reversal Journals. 5. y Standard Journal reports available included: . Post step-down allocations in the correct order (i. rd 1. including any adjusting entries. prior to generating the journal. 1. Review and Verify Journal Details of Unposted Journal Entries y Review any remaining unposted journal entries for the current period. before posting. 1. Generate Recurring Journals (Optional) Select all the Recurring Journals that require generation for the current period. Helle: Check this with GL dev team. Following review of journal entry batches.e. 1.

Entry Report Journals . Post Budget batches to any period in an open budget year.General Report Journals . y Update unpostable journal entries. y . including reversal. The Posting Execution Report facilitates review of the results of journal entry posting. Unbalanced journal entries Attention: All errors in the journal entry batches must be fixed. Period Status Post Actual batches to open periods. This report indicates any errors in journal entries or journal entry lines were discovered during the posting process. Oracle General Ledger generates this report every time posting of journal entry batches occurs. recurring and allocation journals. Posting to unopened periods 3. Control total violations 2. y Review the results of the post.General Report with a Posting Status of Error Journals to review error journal entry batches and their journal entries. Run the Journals.Line Report Tax Journals Report General Ledger . 2. Common reasons for unpostable batches are: 1. and the corrected journal entries resubmitted for posting. Batch Status Oracle General Ledger describes the problems with unpostable batches. Locate the problems with unpostable journal entry batches using the following information: 1. Post All Journal Batches Post all journal entries for the current period.Entered Currency Journals by Document Number Report (when document sequencing is used) 1. ensure that the debits and credits equal the control total. Control Total When using a control total.y y y y y y y y Journal Batch Summary Report Journals . 9. Post Encumbrance batches to any period up to the last period in the latest open encumbrance year. 3.

Detail Trial Balance Report Income Statements Gross Margin Analyses 1.y Post updated journal entries.g. 10.12. 1. Run GL Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) y To maintain a consistent audit trail. y Request financial reports such as: y y y Balance Sheets e. Revalue Balances (Optional) Revalue account balances to update functional currency equivalents. Suggestion: To prevent confusing different versions of accounting reports for a specific accounting period. Consolidate Ledgers (Optional) 1. 11. it is advisable to create a standard period-end accounting report set that can be run at each period end. Translate Balances (Optional) y Define any new currencies to which accounting balances are to be translated. 13. Maintain average exchange rates for all foreign currencies to which you want to translate. Translate account balances to any defined currency. Consolidate Within Ledgers . 1. 1. Maintain historical rates or amounts for any owner s equity accounts to be translated. discard any obsolete versions of your report for that accounting period. y y y y Maintain period-end exchange rates for all foreign currencies to which you want to translate. y Custom accounting reports can be created by using the Financial Statement Generator (FSG) .

Consolidate Across Ledgers when sharing same COA and Calendar (Using Ledger Set and access granted via Data Access Set ) y y y y Define consolidated FSG Perform revaluation and translations across ledgers Enter consolidated and eliminating entries Report on FSG by selecting the ledger set option while running 3. and build reports with a separate column for consolidating entries . . enter the consolidating entries to a separate company. use recurring journal entry formulas.define mapping rules to eliminated intercompany receivables. Suggestion: To produce financial reports that reconcile your consolidating companies with the consolidated totals. payables. Run consolidations. o Recurring Journals. Consolidate Across Ledgers using the Global Consolidation System (GCS) y y y y y y Define consolidations. investments in subsidiaries. Perform revaluation and translation of foreign subsidiaries as required. intercompany sales etc.use formulas Post consolidating journal entries Define a reporting hierarchy that consolidates all the companies Define financial statements with the reporting hierarchy Suggestion: To automatically generate the amounts and accounts for consolidating and eliminating journal entries. y 2. Enter consolidated and eliminating entries.y Enter consolidating journal entries The following two methods can be used to create eliminating entries for multiple companies using a single Ledger: y o y y y Automatic Eliminating Entries . Report on this consolidated ledger using FSG s Analyze results using drill-down capability from Parent ledger to Subsidiary ledger/s.

The report provides detailed information on each journal entry line including source. Accounts Analysis Reports These reports list the accumulated balances of a range of Accounting Flexfields and all journal entries that affect that range. and accounts analysis reports to facilitate reconciliation of Oracle General Ledger with the other Financials and manufacturing modules. Trial Balance Reports Use trial balance reports to review account balances and activity in summary or detail. With General Ledger Entry Reconciliation. and descriptions and reference information for each journal entry line. which includes the source. Journal Reports These reports print journal entry batches and include journal entry subtotals. Adjust journals to correct any errors in the journals. 3. 5. You can report on foreign currency. 4. you can selectively cross-reference transactions in General Ledger with each other by entering reconciliation reference . These reports list beginning and ending account balances and all journal entry lines affecting each account balance. 1. Create and post adjusting journals to correct errors in account balances. 14. batch name. category and date.1. 2. Journal Reconciliation General Ledger Entry Reconciliation let s you reconcile transactions in General Ledger accounts that should balance to zero. and description. unposted or error journal entries and report on a specific batch or on journal entries from a specific source. trial balances. Review and Correct Balances (Perform Reconciliation s) Oracle General Ledger should be reconciled with all other modules. general journals. General Ledger Reports General Ledger Reports facilitate tracing back each transaction to the original source. Detailed information is provided for each journal entry line. posted. (a) Review Detail Account Balances On-line (b) Review Account Balances via Reports Request accounting reports such as general ledgers.

An incorrectly entered posted journal must be reversed to back-out the accounting of the original posted journal. and manual accruals can be entered into Oracle General Ledger at this point also. When the balance for group of transactions is zero you can mark the transaction as reconciled. create and post adjusting and reversing journals. except to mark or unmark for reversal. Enter Adjustments and / or Accruals and Post To correct errors in account balances made by posting incorrect journals. etc. y y (d) Reconcile Subsidiary Ledgers y y Identify differences between subsidiary ledgers and the General Ledger. Determine the adjusting entries required to net these accounts to zero. y y Other journal entry adjustments. . write-offs (refer Accrual Write-Off Report). 1. Debtors Control. Attention: The details of posted journals cannot be changed. for example. (e) Check other key system accounts have not been transacted by ad-hoc journals. Creditors Control.Information at journal line level. 15. (c) Clear Suspense Accounts y y Examine the General Ledger and account analysis reports to identify the source of entries to the suspense accounts. Determine which differences are errors requiring adjustment to the General Ledger. for example. Intercompany accounts. Oracle General Ledger will not post out-of-balance batches. Attention: If suspense accounting is not allowed.

if later adjustments to the balances for that period may be applicable. This step will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. This step will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. Close the Current Oracle General Ledger Period Close the current General Ledger accounting period in the Open and Close Periods window. Perform Final Adjustments Enter and Post any final adjustments as required by the organization. 3. Generate and post reversal journals that were entered in the prior period. The period can be soft closed . For more information please refer to Oracle General Ledger User guide. or to re-open a previously soft closed period to enable adjustments to be made. 18. With a data access set across ledgers programs can be run for multiple ledgers from a single responsibility. Any Journals entered into . For example any Oracle Purchasing receipted accruals and manual accruals. or permanently closed . This is controlled by GL: Data Access Set profile option. 17. 16. 2. Choose status Open to open a new accounting period.1. This operation can be performed across ledgers provided Data Access Set grants access. which means that the period cannot be re-opened in the future. Open the Next Oracle General Ledger Period Open the next General Ledger accounting period in the Open and Close Periods window.

19. The Financial Tax Register uses this data to generate Tax Register reports using the Rxi reporting tool. This is controlled by GL: Data Access Set profile option. Using these products you can change the layout of the report. which is required to be reported to the relevant Tax Authority. can now be posted as the period now has a status of Open. Run Financial Reports for the Closed Period y Run a final Trial Balance Report.this period while it had a status of Future Enterable. and Oracle General Ledger. Including Income Statements and Balance Sheets. Run Reports for Tax Reporting Purposes (Optional) A variety of standard reports can be used to provide tax information. 1. publish the report in different formats. The following tax registers are available: y y y y Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers . The Tax Reporting Ledger consists of accounting information created in Oracle Receivables. With a data access set across ledgers programs can be run for multiple ledgers from a single responsibility. 20. y Run final Financial Statement Generator Reports (FSG) or Report Sets as required by the organization. 4. including withholding tax. Oracle Payables. The Financial Tax Register can be used to view the output from the Tax Reporting Ledger using Reports Exchange and Application Desktop Integrator (ADI). and export the data to a tab delimited or HTML file. FSGs can also be published via the Application Desktop Integrator (ADI).

To perform Encumbrance year-end procedures. The carry forward process enables managers to perform any of the following: y y y Carry forward encumbrances for existing transactions (purchases/requisitions). including Carry Forward. Carry forward the funds available as at the end of the year. or to a separate budget to identify between current year and carry forward amounts if required. . 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. 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. 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. Carry forward encumbrances. (b) Open the next budget year Use the Define Budget window to define a budget for the next budget period.1. 21. and the encumbered budget. you must complete each of the following steps: (a) Open the next encumbrance year Use the Open and Close Periods window to open the next encumbrance year. Mass budget processing also allows you to combine these budgets. Other facilities available: y y Use mass allocations to bring forward part of the funds available. Carry forward budgets into the current appropriation budget.

Commitment. where you have attached the funding budget to defined account ranges within this form. Chapter 12 Period End Processing . Define Summary Accounts. you can select a wide range of criteria for carrying forward balances:  y y y Carry Forward Rule .y y Verify that the next year budget figures have been entered. Perform the Year End Carry Forward without selecting the Preview option Within the Year End Carry Forward form. or Funds Available as the basis for the Carry forward Encumbrance Type . you may also need to update the following: y y Define Budget Organizations. Obligation etc.Select All for all encumbrances.e. Perform the Year End Carry Forward in Preview mode 4. where summary templates are used as the basis for the budgetary control procedures. If you define a new budget for the purposes of the next year budgetary control.Select the range of relevant accounting flexfields to be carried forward. or select the encumbrance type that you require i. Encumbrances and the Encumbered Budget. (c) 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: 3. From/To Budget and Budget Organization.Select the budgets where they are different Accounting Flexfield Ranges .Summary .This rule enables you to select Encumbrances Only.

Complete Daily Cash Managemen t Activities 2. Run the Payables AutoAppr oval Process for All Invoices / Invoice Batches 3. Transfer Journals to General Ledger 6. Order Manage ment 4. Receiva bles 7. Balance the Perpetual Inventory . Check Inventory and Work In Process Transacti on Interface s. Identify and Review Uninvoiced Receipts (Period End Accruals) 5. 2. 3. Reconcil e Payment s to Bank Stateme nt Activity for the Period 5.Validat e Work In . Treasury 11. Generate Accruals and Amortization 4. Perform Revaluation 3. Complet e All Transacti ons for the Period Being Closed 2. Ensure all Interfaces are Completed for the Period (Optional) 3. Review Inventory Transacti ons. Check Oracle Order Managem ent Transacti on Process. Complete All Transactions for the Period Being Closed 1. Follow up ReceiptsCheck with Suppliers 3. Review the 1. Complete Daily Trading Activities 1. Project s 3. Assets 10. Generate Journals 5. Review Held Orders 5. 5. Ensure the Next Accounting Period Status is Set to Future Entry 2.The following table displays a summary of the period-end procedures for each of the Financials applications detailed in the preceding chapters and. Invent ory / Work In Progr. Complete All Transactio ns for the Period Being Closed 2. Review Open Orders and Check the Workflow Status 4.Review Customer Acceptances 1. 1. an indication of the order in which the steps should be undertaken. 2. 9. Review the Outstandin g and Overdue Purchase Orders (Optional) 4. Payab les 6. Review the Current and Future Commitme nts (Optional) 1. General Ledger 1. 4. Cash Managm ent 5. Reconcil ed Payment s to the General Ledger 6. Review & Resolve Amounts to Post to the General Ledger 4. Transfer All Approve d Invoices Payment s. Complete All Transacti ons for the Period Being Closed. Follow Up Outstandin 6. Purcha sing 8.

Close the Current Oracle Payables Period g Invoices Process Inventory . Load Bank Statements 3. Complete All Transactio n Entry for the Period Being Closed 6.Run the Generate Cost 8.Review Discounts 7. Run the Final Cost Distributio n Processes 6a.6. Generate Sweep Transactions . Run Maintenan ce Processes 5. Submit the Unaccou nted Transacti ons Sweep Program 8. Open the Next Oracle Projects Period 3. Change the Current Oracle Projects Period Status from Open to Pending Close 2.Review Back Orders Payables to General Ledger Posting Process After Completi on 7. 7. Complete All Maintenan ce Activities 4. Complete the Oracle PayablesPeriod End Process 1.Review and Correct Order Exceptions 2.

Reconcile Outstandin g Customer Balances 4. Transfer Summary or Detail Transacti ons 7. Create Miscellaneou s Transactions 7. Review AutoReconciliatio n Execution Report 9.Generat e Draft Revenue for All Projects 9. Close the Current Purchasing Period.Run Create Accountin g 12. Run Calculate Gains and Losses (Optional) . Create Service Contracts (Optional) 5. Review the Unapplied Receipts Register 9. Assign All Assets to Distribution Lines 10. (Optional) 11. Close the Current Oracle Payables and 3. Perform Year End Encumbra nce Processing .Interface Transactio ns to Other Application s 8. Run Receipt Accruals Period End Process 10.Genera te Invoices 4. Reconcile receipts. Reconcile Accounts Perpetual Accruals 10. Complete All Transactions for the Period Being Closed 2.Accountin g Events Program 7.Run Generation Revenue Accountin g Event Process 11. Reconcile Transaction Activity for the Period 8. Accrue Uninvoiced Receipts 1. Reconcile Bank Statements 6. Reconcile to Inventory 3. 8.Review and Release Revenue for All Projects 10. Reconcil e Oracle Payables Activity for the Period 11. Generate Bank Statement Cashflows 5. 1. Run Mass Additions Transfer to Oracle Assets 9. Complete All Transaction s for the Period Being Closed 2.

Change the Current Oracle Projects Period Status from Pending Close to Closed 17. Open the Next Inventory Period 5. Run Standard Period End Reports (Optional) 11. Run Transactions Available for Reconcilatio n Report 7.Reconci le Cost Distributio n Lines with General Ledger (Optional) 8. Close the Current Inventory Period 4. Open the Next Payables Period 7. Close the Current Oracle Receivables Period . Post to General Ledger 13.13. CreateAccount ing 15. Oracle Purchasin g Periods 9.Transfe r Invoices to Oracle Receivable s 11.Advanc e the PA Reporting Period 18. Run Standard Period End Reports 10. Run Standard Period End Reports (Optional ) 6.Perman ently Close the Oracle Projects Period (Optional) 21. Resolve Exceptions on the AutoReconci liation Execution Report 9. Review and Post Journal Entries 10. Run Bank Statement Detail Report 12. Rollback Depreciation 10. Reconcile the General Ledger Transfer Process 9. Print Dunning (Reminder) Letters (Optional) 14.Run Period Close Exceptions and Tieback Reports 16. Reconcile to Receivables (Optional) 6.Restore Access to User Maintenan ce Activities 20. Run Responsibility Reports (Optional) 10b. Reconcile Receipts to Bank Statement Activity for the Period 8. Run the GL Reconciliatio n Report 10a. Print Statements (Optional) 10c. Reconcile Oracle Assets to Oracle General Ledger Using Reports. Print Invoices 8. Run Depreciation 12. Create Deferred Depreciation Journal Entries (Optional) 11. Resolve Unreconciled Statement Lines 12. Run the Account Analysis Report for the General Ledger Cash Account 15. 11. Open the Next Purchasing Period. Post to the General Ledger 12.Run Final Project Costing and Revenue Manageme nt Reports 14.Update Project Summary Amounts 19. Depreciation Projections(Op tional) 9. Review the Account Analysis Report 11. Reconcile the Journal Import Process 13.

Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger 4. Review and Verify Journal Details of Unposted Journal Entries 9. Generate Recurring Journals (Optional) 17. Review the Subledger Period Close Exceptions Report 13. Complete Oracle Subledger Interfaces to Oracle General Ledger 3. Generate Recurring Journals (Optional) 6. Generate Mass Allocation Journals (Optional) 8. Revalue Balances . Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) 11. Review Account Analysis Report 6. Reconcile Posted Journal Entries 13. Open the Next Oracle Receivables Period 18. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger 4. Generate Mass Allocation Journals (Optional) 8. Generate Reversal Journals (Optional) 2. Run Reports for Tax Reporting Purposes ebTax (Optional) 7. Third Party Balance s Report 14. Correct any Invalid Entries to the General Ledger Cash Account (Optional) 12. Generate Reversal Journals (Optional) 16. Post All Journal Batches 10. Revalue Balances 7. Review and Verify Journal Details of Unposted Journal Entries 9. Complete Oracle Subledger Interfaces to Oracle General Ledger 3. Post All Journal Batches 10. Run Reports for Tax Reportin g Purposes (Optional ) 14. Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs) 11.16. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) 5. Run the Key Indicator s Report (Optional ) 15. Review Unposted Items Report 2. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional) 5.

Enter Adjustments and / or Accruals and Post 16. Close the Current Oracle Gneral Ledger Period 18. Run Reports for Tax Reporting Purposes (Optional) 21. Review and Correct Balances (Perform Reconciliatio ns) 15. Run Archive and Purge programs (Optional) 12. Archive and Purge Transactions (Optional) (Optional) 12.(Optional) 12. Perform Final Adjustments 17. Consolidate Ledgers(Opt ional) 14. Translate Balances (Optional) 13. Enter Adjustments and / or Accruals and Post 16. Close the Current Oracle Gneral Ledger Period 18. Perform Final Adjustments 17. Purge Transacti ons (Optional ) 19. Perform Encumbranc e Year End Procedures (Optional) 15. Translate Balances (Optional) 13. Run Financial Reports for the Closed Period 20. Open the Next Oracle General Ledger Period 19. Consolidate Ledgers(Opt ional) 14. Open the Next Oracle General Ledger Period 19. Run Reports for Tax Reporting Purposes (Optional) 21. Review and Correct Balances (Perform Reconciliatio ns) 15. Run Financial Reports for the Closed Period 20. Perform Encumbranc e Year End Procedures (Optional) .