Kwong Wai Shiu Hospital

(KWSH)
Design Document

General Ledger
Oracle Consulting
Created: Amruthraj
Updated:
Contents
 To Be Process Flows
 Key Decisions
 Data Integration
 Roles & Responsibilities
 Reports

2 Copyright © 2020, Oracle and/or its affiliates | Confidential: Restricted

Overall Architecture *Budget check will happen for PR, PO, AP Invoice, and
Journals for Inventory miscellaneous issue
**Only UOB will have a host to host connection

Employee Master Data • Blanket Purchase Agreement

• Inventory PO Receipts and Returns

• Inventory Issuance and Item Cost

• Inventory Return and Item Cost
• Item Master

HRMS

Procurement
Budgeting Service Invoices

Budget Check* Inventory

Supplier Master Data

P P
R GRN
O
Service Accruals General
Ledger
Budgetary
Sourcin
Control
g

Reconciliation Invoice Validation Status

Budget Check*

Asse
Consolidation
t Payables AP Invoices
• Invoices
• Credit Notes Cash Add
• Tariff Codes (Memo Lines) Revenue Management Asset AP
• Customer Master Data Invoice
Capitalize Projec
Electronic t no.
• Invoices Receivables Bank Service Invoices
• Credit Notes Statements
• Tariff Codes (Memo Lines) (e.g. MT940
AR ⋅ PO (Commitment)
Invoice File) ⋅ AP Invoice
• Invoices Reversal of
• Credit Notes Receipts
• Tariff Codes (Memo Lines)

• Invoices
• Credit Notes
• Customer Master Data
• Cash Receipt

• Manual Invoices and Credit Notes

Direct Debit Payment Files
• Invoice Balances for Credit Control
Authorization Bank**
• Customer Balances for Credit Control
(Remittance File)
• Monthly Statements of Account
General Ledger
To Be Process

4
Oracle Modern Best Practice

• Journals to Closing

• Create or • Approval of • Post Journals • Reverse

Import
Journals
> Journal
Entries
> • Post the
subledger journal
entries and direct
> •
Journals
Manually Reverse
>
• Create or Import • Review and GL entries which or AuoReverse the
Journal entries Approve the has been journals according
and submit it for Journal Entries approved to
approval if before it can be to its Journal
update the
required. posted. account balances. Categories

• Report Journals
• Review the Posted Journal
Entries and perform the
> • Close GL Period
• Close the GL period
to complete the
necessary reconciliation and closing process and
adjustments of account to prevent any users
balances. on posting further
journals
Journals to Closing Process

General Ledger Process

Journals to Closing Process Flow

02-Reverse
General Accountant

Journals

Yes

01-Create No
Start Require
Journal
Reversal
General Accounting Manager

Auto post
Journals

Yes

03-Perform
End
Approval GL closing
journals?

6
Process Flow Description: Journal to Closing

Process Process Process Description

Number
Journal Creation 01 Journals created, imported, or transferred from Subledger will be processed for
Journal Posting.

Reverse Journals 02 Manually or Automatically Reverse a Journal.

Perform GL Closing 03 Review the Reports and Close the GL period after closing all SL activities are
completed.

7
 Generate and Post Allocation
General Ledger Process
Generate and Post Allocation

Review Yes 06-Review

04-create Yes 05-Create Approve No
Allocatio and Rectify
Start Allocation STAT STAT STAT
General Accountant

n Journals Journals Journals

Formula No Journals
?
?
No
Yes
No
Require No 08-Generate
Budget expenses STAT Allocations 07-Auto post
Allocatio Staged Journals STAT
n? Allocation ? Journals
?

No Yes 09-Review or Update the

Generated Allocation
General Accounting Manager

Journal Batches

No yes 10-Auto post

Approve
Journals/ Journals
?

01-Manage 02-Manage 03-Import

Budget Expense Allocations to
Allocations Allocations GL
End

8
Process Flow Description: Generate and Post Allocation Process
Process Process Number Process Description
Manage Budget 01 Set the allocation of budget using PCMCS module.
Allocation

Manage Expense 02 Set the staged allocation of expenses using PCMCS

Allocation
Import Allocations to 03 Import the generated expense allocation entries to GL and submit
GL for approval for posting.

Create Allocation 04 Create the collection of rules to be used for allocation.

Formula
Create STAT journals 05 Create STAT journals to record the nonfinancial information to be
used as basis for allocation.

Review and Rectify 06 Review and rectify the rejected STAT journals. Resubmit it for
STAT journals approval.
Auto Post STAT 07 Posted STAT journals will be used as basis for allocation.
journals

9
Process Flow Description: Generate and Post Allocation Process
Process Process Number Process Description
Generate Allocation 08 Allocation Journal Batch will be generated.

Review or Update the 09 Review or update the journals as necessary then submit it for
Generated Allocation approval.
Journal Batch
Auto Post Journals 10 Approved Journals will be automatically posted

10
Reverse Journals

General Ledger Process

Journal Creation

01-Auto Reverse
Journals

yes
Journals with
General Accounting Manager General Accountant

category ‘Accrual 03-Auto Post

Auto Reverse’ Journals
With
Start Auto
Reversal
yes

04-Review
Approv and rectify
02-Manual Reverse No journal
e
Journals entries
Journals
No
End

11
Process Flow Description: Reverse
Journals Process

Process Process Process Description

Number
Auto Reverse Journals 01 Journals created with ‘Accrual-Auto Reverse’ will automatically populate the
reversal information. Reversal will be generated every time General
Accounting Manager opens the next period.

Manually Reverse 02 Manually populate the reversal information to perform journal reversals.
Journals
Auto Post Journals 03 It does not require any approval and will be posted automatically.

Review and Rectify 04 Review the reversed journal entries and provide the necessary information.
Journal Entries Resubmit it for approval.

12
Perform GL Period-End Closing
General Ledger Process
Perform GL Closing

01- Review 02- Review No 03-Review and

Start Unposted Pending for Approve Rectify Journal
Journal Approval Journals Entries
Batches Journals
Yes

05- Generate and Review

04- Auto post
General Accounting Manager

Trial Balance or Account

Journals Analysis Reports

Yes Require
06-Journal Creation Journal
07-Close GL period
Adj?

10-Review 09-Create Year-End Yes No

08-Open Year End Year-End
End Adjusted Year End Journal
Adj Period Closing?
Trial Balance Adjustments

11-Open Next
GL Period
13
Process Flow Description: GL Period-End Closing Process

Process Name Process Process Description

Number

Review Unposted 01 Review Journals which are not in Posted status. Review and resubmit it for
Journal Batches approval.

Review Pending for 02 Review Journals still waiting for approval. Approve the journals to be posted.
Approval Journals
Review and Rectify 03 Review the rejected journals and rectify the entries as necessary. Resubmit it
Journal Entries for approval.

Auto Post Journals 04 Approved journal entries will be automatically posted.

Generate and Review 05 Generate Trial Balance report to see the overall account balances. If there is a
Trial Balance or need to review the movement of specific account, generate Account Analysis
Account Analysis Report.
Reports

14
Process Flow Description: GL Period-End Closing Process

Process Name Process Process Description

Number
Journal Creation 06 Create journals to do the necessary adjustments.
Close GL Period 07 Close the DEC GL period after completing all the closing activities for year-end
process.

Open Year-End 08 Open the Adjusting period to pass the related year-end adjusting entries.
Adjusting Period

Create Year-End 09 Create journals to do the necessary adjustments.

Journal Adjustments

Review Adjusted Year- 10 General Accounting Manager will generate the Trial Balance Report to review
End Trial Balance the account balances after Year-End Adjustments.

Open Next GL Period 11 Open Next GL period to allow creation of new entries.

15
Process Flow Description: Journal Numbering

Process Process Process Description

Number
Creating a 01 To create a sequence, enter a unique sequence name and sequence description.
Sequence

Creating a 02 Create at least one sequence version to complete the sequence. A sequence version
Sequence indicates the series of sequence numbers to be used and the effective date range of the
Version series.
A sequence version has the following attributes:
Name: Sequence numbering reports display sequence version details as the sequence
version has effective dates and identifies the series used to generate the accounting entry
sequence number.
Effective Date Range: The default start date of the sequence version is the system date.
Initial Sequence Number Value: First number of the sequence.

Sequences 03 Use the Sequences Page to search for and update or create sequences and sequence
Page versions.

Defining 04 After creating a sequence, assign sequences to journal entries to generate sequence
Sequence numbers
Assignments

16
Process Flow Description: Journal Numbering

Process Process Process Description

Number
Creating 05 Defining a sequencing context enables you to assign a sequence to journal entries created
Sequencing by General Ledger. You can either create a new sequencing context or modify existing
Context sequencing contexts to address new sequencing context requirements.
Sequence 06 Use the Sequencing Contexts page to search and update or create a new sequencing
Contexts Page contexts.
Assigning a 07 After you define the Sequencing Context, use the Assign Sequences page to assign the
Sequence sequences to journal entries. A sequence assignment uses a combination of the
sequencing context, sequence entity, and sequence event to sequentially number the
journal entries.
Sequence 08 Use the Create Assignments [Sequence Context] page to create and update assignments
Assignments and exceptions for a sequence context.
Page

17
General Ledger Process
- Key Decisions

18
General Ledger Process
Area Current Future

Security Rule • NA • Not applicable. Data access set will be used to

control the business unit access
Journal Approval • NA • Approval can be setup for all journals, Need to
finalize the approval levels

Auto Reverse of • NA • Journals with categories ‘Accrual-Auto Reverse’ will be

Journals automatically reversed next month.
• Reversal Batch with category ‘Accrual-Auto Reverse’
will not automatically be posted.

Single BU • Existing in current system • Single entity, single BU and Single Balancing segment
will be maintained.
Segment2 • NA Segment2 may have either Site/Division values

19
General Ledger
-Data Migration

20
General Ledger Data Migration

No. Object Cleansing Considerations Migration Considerations Reconciliation

Considerations
1 Chart of 1. Finalize the new Chart of 1. Clear conversion logic between old Validate using extract
Account Account Values COA and new COA
Segment 2. Provide clear mapping logic 2. In case of many to one, one to many
values between old segment value or new account derivation, KWSH
and new segment value will provide the new Chart of
Accounts mapping.

2 Month Extract from APAC and review Summarized financial data: Migration of Validation using Trial
wise GL balances of 2018, 2019 and 2020 Balance Report
Journal
Balances

21
 General Ledger
-Roles and Duties

22
General Ledger Security Roles and Duties

Roles Duties Access Control

General Accounting Manager Manages the general accounting functions of an Data Access Set
enterprise including GL accounting Periods

General Accountant Records and reports financial transactions and manages Data Access Set
revenue, expense, asset, liability and equity accounts.
Responsible for recording accounting adjustments,
accruals, allocations and translations.

Financial Analyst Analyse the financial performance of an enterprise or an Data Access Set
organization within an enterprise

23
 General Ledger
-Standard Reports

24
 Account Analysis Reports
Name Description
Account Analysis • Prints balances by account segment and a secondary segment for each journal entry.
• Lists the subledger document number for transactions imported from subledgers.

General Ledger • Provides journal information to trace each transaction back to its original source.
Account Details • Prints a separate page for each balancing segment value.
Report • For each journal line, prints:
• The account affected, the concatenated description, the journal line amount, and the
beginning and ending account balance.
• Journal details including source, category, journal name, and effective date.
• Lists accounts in ascending order by account segment value.
• Prints a CR next to credit amounts.

Average Balance • Displays the detail account activity that created the aggregate balances and related average
Audit Account balances.
Analysis Report • Displays daily average balance information for the selected accounts for the specified range of
dates.
• Contains parameters such as the as-of reporting date, average balance type (period, quarter, or
year average-to-date), and account ranges.

25
 Journal Reports

Name Description
Journals Report Provides journal activity for a given period or range of periods, balancing segment value, currency, and
range of account segment values.
• Prints the accounting date, category, journal name, reference, journal batch name, entered debit or
credit amounts, net balance, and account total for each journal.
• Includes a total for each balancing segment and a grand total for all the activity.
General Journals Provides journal activity for a given period or range of periods, balancing segment value, currency, and
Report range of account segment values.
Journals Batch • Lists posted journal batches for a particular ledger, balancing segment value, currency, and date range.
Summary Report • Provides information about actual balances for your journal batches, source, batch, and posting dates,
total entered debits and credits. Sorts the information by journal batch within each journal entry
category.
• Includes totals for each journal category and a grand total for each ledger and balancing segment value
combination.
• Doesn’t report on budget or encumbrance balances.
Journals Details Provides information about manually entered journals prior to posting, including field by field, all data
Report entered into the applications or data imported from external sources.
Journals Day Provides posted journal entries and journal details chronologically by accounting date for a specified
Book Report range of dates, journal source, and journal category.
• Sorts journal entries for each accounting date by document number.
• Prints the accounting date, document number, journal entry name, journal source and category,
subledger document name and number, currency, and conversion rate.
• Prints for each journal line, the line number, account segment value and description, functional debit
and credit amounts, description, and cost center segment value.

26
Trial Balance Reports

Name Description
Trial Balance Report Provides summarized actual account balances and activity by ledger, balancing
segment, and account segment value.

27
Reconciliation Reports
Name
Cash to General Ledger Reconciliation Report
Payables to Ledger Reconciliation Report
Receivables to Ledger Reconciliation Report
Description
Extracts cash management and general ledger accounting
and transactional data for reconciling cash management to
the general ledger.
• Provides both summarized and detailed reconciling data
for review.
• Shows payables and accounting beginning and ending
balances, as well as summarized activity for the period
and how this activity was accounted.
• Provides reconciliation of receivables data to the general
ledger.
• Shows receivables and accounting beginning and ending
balances, as well as summarized activity for the period
and how the activity was accounted.
28
 General Ledger
-Custom Reports

29
Custom Reports

S.NO. Report Name Complexity

1 Government Grant Utilization Report Easy

2 Statement of Financial Activities Report Moderate
3 Statement of Cash Flow Report Moderate
4 Notes to Accounts - Charitable activities Expenses Easy
5 Balance Sheet Report Complex

30
Chart Of Accounts Structure

KWSH XXX XXXX XXXXXX

Company Division Cost Center Natural

Account

Primary Balancing Natural Account

XXXX XXXX XXXX

Activities Future 1 Future 2

31
Accounting Calendar

Jan Feb Mar Apr May Jun

Jan-Dec
Jul Aug Sep Oct Nov Dec

Adj-
period

32
 Open Issues
ID Issue Resolution Responsibility Target Date Impact Date

           

           

           

           

           

           

33
 Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date

           

           

           

           

           

           

34
THANK YOU

35
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