JP - Global Design - Core Finance - v10.0

Jurong Port iERP
Global Design Document
Core Finance
Oracle Consulting
Created: 02-Jun-2020
Updated: 03-Jul-2020
Contents
 To Be Process Flows
 Key Decisions
 Integrations
 Data Conversion
 Roles & Responsibilities
 Reports
2 Copyright © 2020, Oracle and/or its affiliates | Confidential: Restricted

iERP 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

Staff • Inventory PO Receipts and Returns
Directory EAM
• Inventory Issuance and Item Cost
Prosoft • Inventory Return and Item Cost
• Item Master
HRMS
Payroll & Employee Claims
Summary Journals
Procurement
Budgeting Service Invoices
CAPEX Planning Budget Check* Inventory

Supplier Master Data
OPEX Planning PR PO GRN

Service Accruals
General Ledger
Budgetary
Control Sourcing
Reconciliation Invoice Validation Status

Budget Check*
Project
Consolidation Asset AP Invoices
• Invoices Payables CEPS
Project Budget
JPTT • Credit Notes Cash
• Tariff Codes (Memo Lines) Revenue Add Asset
TMS Management AP Invoice
• Customer Master Data
Capitalize Project
Electronic Bank NOM2
• Invoices no. Service Invoices
Receivables Statements (e.g.
TUMS • Credit Notes MT940 File)
• Tariff Codes (Memo Lines)
AR Invoice Project Cost
• Invoices Reversal of ⋅ PO (Commitment)
OSCAR • Credit Notes Receipts ⋅ AP Invoice
• Invoices
• Credit Notes
JPOnline • Customer Master Data
• Cash Receipt
• Manual Invoices and Credit Notes
Direct Debit Payment Files
• Invoice Balances for Credit Control
• Customer Balances for Credit Control
Authorization Bank**
(Remittance File)
• Monthly Statements of Account
Accounts Payable
– To Be Process Flows

Oracle Modern Best Practice
Supplier Invoice to Payment
Manage supplier Manage audits, disputes, Manage prepayments Settle liabilities

invoices
Process electronically or
scan invoices with rules- > and approvals
Manage rules-driven
> and discounts
Optimize payment timing
and discounts based on
> Actively monitor and
process supplier and
statutory liabilities via
secure interaction. Process
>
driven routing to automate approvals across any device business goals and supplier
invoice processing. Use intelligence from electronic payments,
or desktop. Resolve disputes automated pay runs, or off-
spreadsheets to speed up and holds via a role-based transaction history and
manual entry real-time events. Manage cycle payments
dashboard and secure social
interaction prepayments across
multiple devices
Review daily activity

Review and analyze the
day’s financial activity and
> Schedule payables
close
Stay on predetermined
monthly progress close schedule. Review
payables register, trial
balance, and reconciliation
reports. Close payables
period

Invoice to Pay Process Flow

Invoice to Pay Process Flow Description
Process Name Process Number Process Description
Supplier Invoice I2P01 The Accounts Payable process starts with getting the information from the
Supplier Invoice or Credit Memo in any form like paper, mail, electronic ,
Invoice Image or through Supplier Portal.
Validate Invoice I2P02 Invoice validation validates the information entered in the invoice. Validation
will also apply holds in case of exceptions in the invoice, e.g. Amount/Quantity
Tolerance for PO-matched invoice. Validation must be done before invoice can
be submitted for approval.
Prepare and Record Payment I2P03 After the invoice is approved, payment can now be processed.
Perform AP Period End I2P04 All approved invoices and completed payments must be accounted and posted
Closing to GL. Once all the transactions for the period are completed and AP balances
are reconciled with GL, AP period can be closed and next period can be opened.

PO Invoice Process Flow

Process Flow Description: PO Invoice
Create PO Invoice 01 Create invoice in the system with PO reference entered at Invoice Header so other details
would default, e.g. Supplier Name, Site, Currency, etc.
Match PO Invoice to PO and GRN 02 Match Invoice Lines to PO and GRN
Validate PO Invoice I2P02 Invoice validation must be done to check and validate the information entered in the
invoice. Validation by default will check the budget against the Cost Centre and Profit
Centre entered in the invoice distributions. For PO Invoice, funds reserved at PO
(Obligation) will flow to AP as expenditure. Budget Manager has the visibility to monitor
the budget movement and can export to excel. Validation will also apply holds in case of
exceptions in the invoice, e.g. Amount/Quantity Tolerance for PO-matched invoice.
Validation must be done before invoice can be submitted for approval.
Resolve Exception / Release Hold 03 If exceptions/holds is encountered during validation, those exceptions must be resolved so
invoice can be validated successfully. In case of system hold, e.g. variance between Invoice
Header Amount and Invoice Distributions, it must be resolved as system holds cannot be
released manually.
Review PO Invoice 04 AP Supervisor will review the completeness and accuracy of invoice details entered by AP
Specialist. AP Supervisor can use Social Network to notify AP Specialist regarding the
corrections need to be done. If all ok, AP Supervisor can submit the invoice for approval.

Process Flow Description: PO Invoice
Process Name Process Process Description

Number
Rectify PO Invoice 05 Rectify the invoice as per AP Supervisor’s instructions. Once rectified, validate the
invoice. Social Network can be used to notify the AP Supervisor regarding the
corrections made.
Submit PO Invoice for Approval 06 After AP Supervisor’s review and confirmed all invoice details are correct, invoice can
now be submitted for approval.
PO Invoice Auto Approved 07 Invoice with lines all matched to PO and GRN once submitted will be auto
approved.

Direct Invoice Process Flow

Process Flow Description: Direct Invoice
• CEPS Direct Invoice 01 These are supplier invoices created via:
• NOM2 Direct Invoice • Interfaces with third party systems
• EAM Direct Invoice • Integration with Fixed Asset for Leases
• FA Lease Invoice • Manual invoice entry
• Manual Direct Invoice
Validate Invoice I2P02 Invoice validation must be done to check and validate the information entered in
the invoice. Validation by default will check the budget against the Cost Centre and
Profit Centre entered in the invoice distributions. Since this is a Direct Invoice,
budget checking is required. Validation will also apply holds in case of exceptions
in the invoice, e.g. Amount/Quantity Tolerance for PO-matched invoice. Validation
must also be done before invoice can be submitted for approval.
Inform Department Manager 02 In case of failed in budget reservation after validating the invoice, inform
Department Manager. Social Network can be used to notify the Department
Manager
Check Budget 03 Department Manager to check the budget needed for the direct invoice
Request for Budget Virement 04 If direct invoice is valid, Department Manager to request for budget virement.


Resolve Exception/Hold 05 If exceptions/holds is encountered during validation, those exceptions must be resolved so
invoice can be validated successfully. In case of system hold, e.g. variance between Invoice
Header Amount and Invoice Distributions, it must be resolved as system holds cannot be
released manually.
Review Direct Invoice 06 AP Supervisor will review the completeness and accuracy of details entered by AP Specialist in
the Direct Invoice. AP Supervisor can use Social Network to notify AP Specialist regarding the
corrections need to be done.
Rectify the Invoice 07 In case the Direct Invoice has been with wrong information, AP Specialist to rectify the invoice
as per AP Supervisor’s instructions.
In case Direct Invoice got rejected with comments or instructions from the invoice approver,
invoice must be rectified accordingly, revalidated then resubmit for approval. Approver will
receive system and mail notification for the resubmitted invoice.
Submit Direct Invoice for 08 Once the invoice is validated and reviewed by AP Supervisor, it can now be submitted for
Approval approval. Direct Invoice will route for approval based on FAAL approval matrix


Approve Direct Invoice 09 Approvers can either Reject, Approve or Request more information. In case approver
would want to reject the invoice, comment section will be required before taking the
Reject action. If approver chooses to request more information, the one who submitted the
invoice for approval must respond to the worklist notification so the approver will get
notified once the information is provided and then action accordingly. Reassignment of
approvers will be restricted to Admin in case of emergency.
Cancel Invoice 10 If as per Department Manager or rejected by FAAL approver because invoice is not valid,
AP Supervisor must cancel the invoice.

Supplier Portal and Image Invoice Process Flow

Process Flow Description: Supplier Portal and Scanned Invoice
• Supplier Portal Invoice 01 These are supplier invoices created via:

• Scanned Invoice • Supplier Portal
• Invoice Imaging
Complete Invoice Details 02 For the case of Invoice Imaging, during imaging process, there could be information not able to
capture by OCR, hence, need to manually update the invoice and provide the missing data. For
invoices created from supplier portal, information like the correct expense account distributions,
payment terms and payment method must be provided by Finance.
Validate Invoice I2P02 Invoice validation must be done to check and validate the information entered in the invoice.
Validation by default will check the budget against the Cost Centre and Profit Centre entered in the
invoice distributions. Since this is a Direct Invoice, budget checking is required Validation will also
apply holds in case of exceptions in the invoice, e.g. Amount/Quantity Tolerance for PO-matched
invoice. Validation must also be done before invoice can be submitted for approval.
Inform Department Manager 03 In case of failed in budget reservation after validating the invoice, inform Department Manager.
Social Network can be used to notify the Department Manager.
Check Budget 04 Department Manager to check the budget needed for the direct invoice
Request for Budget Virement 05 If direct invoice is valid, Department Manager to request for budget virement.

Resolve Exception/Hold 06 If exceptions/holds is encountered during validation, those exceptions must be resolved
so invoice can be validated successfully. In case of system hold, e.g. variance between
Invoice Header Amount and Invoice Distributions, it must be resolved as system holds
cannot be released manually.
Review Invoice 07 AP Supervisor will review the completeness and accuracy of details entered by AP
Specialist in the Direct Invoice. AP Supervisor can use Social Network to notify AP
Specialist regarding the corrections need to be done.
Rectify the Invoice 08 In case Direct or PO Invoice has been entered with wrong information, AP Specialist to
rectify the invoice as per AP Supervisor’s instructions.
In case Direct Invoice got rejected with comments or instructions from the invoice
approver, invoice must be rectified accordingly, revalidated then resubmit for approval.
Approver will receive system and mail notification for the resubmitted invoice.
Submit Invoice for Approval 09 Once the invoice is validated and reviewed by AP Supervisor, it can now be submitted
for approval. Direct Invoice will route for approval based on FAAL approval matrix


Approve Direct Invoice 10 Approvers can either Reject, Approve, or Request more information. In case approver
would want to reject the invoice, comment section will be required before taking the
Reject action. If approver chooses to request more information, the one who submitted
the invoice for approval must respond to the worklist notification so the approver will
get notified once the information is provided and then action accordingly.
Reassignment of approvers will be restricted to Admin in case of emergency.
Cancel Invoice 11 If as per Department Manager or rejected by FAAL approver because invoice is not
valid, AP Supervisor must cancel the invoice.

Invoice Validation (Tolerance) Process Flow

Process Flow Description: Invoice Validation (Tolerance)

Validate Invoice I2P02 Invoice validation must be done to check and validate the information entered in the
invoice. Validation by default, will run the fund checking if fund check is not yet done.
Validation will also apply holds in case of exceptions in the invoice, e.g.
Amount/Quantity Tolerance for PO-matched invoice. Validation must also be done
before invoice can be submitted for approval.
Submit Invoice for Approval 01 Once the invoice is validated, it can now be submitted for approval. Direct Invoice will
route for approval based on FAAL approval matrix. PO Invoice will be auto approved.
Resolve Exception / Release 02 If exceptions/holds are encountered during validation, those exceptions must be resolved
Hold so invoice can be validated successfully. In case of system hold, e.g. variance between
Invoice Header Amount and Invoice Distributions, it must be resolved as system holds
cannot be released manually.
Update invoice line price to 03 In case the difference between the total PO or GRN Amount and Invoice Amount is less
tie with header invoice price than or equal to 0.05, Finance must update the invoice line price during matching to tie
the invoice header price.
Inform Buyer to resolve the 04 In case the difference between the total PO or GRN Amount and Invoice Amount is more
variance than 0.05, Finance must inform the Buyer to resolve the variance. If PO price must
change, Buyer needs to return the GRN and update the PO accordingly.

Prepare and Record Payment Process Flow

Process Flow Description: Prepare and Record Payment
Number
Prepare and Record Payment 01 Payment processing can be done to those approved invoices only.
Created Payment Process 02 This mode of payment supports creation of payments to multiple suppliers by selecting the invoices based
Request on multiple criteria which can be defined and defaulted from Payment Process Request Template selected.
Submit Payment Request for 03 Once Payment Request is submitted for approval, workflow will route based on Payment Process Request
Approval Template used.
Payment Process Request 04 If the selected Payment Process Request Template is “Above 3M” or a DBS Account Payment, Payment
Auto Approved Process Request will be auto approved within ERP, instead approval will be taken at the banking portal.
Approve Payment Request 05 Approvers can either Reject, Approve or Request more information. In case approver would want to reject
the payment request, comment section will be required before taking the Reject action. If approver
chooses to request more information, the one who submitted the Payment Request must respond to the
worklist notification so the approver will get notified once the information is provided and then action
accordingly. Reassignment of approvers will be restricted to Admin in case of emergency.
Complete and Print Payment 06 Once the payment request is approved, payment processing can be resumed. Once completed and printed,
Request invoices will be updated to paid status and document number will be generated as payment number.

Process Flow Description: Prepare and Record Payment
Number
Host-to-Host File Transfer 07 A payment file will be generated automatically and will be sent to banks via host-to-host integration.
Void Payment Documents 08 For payments sent via host-to-host with bank acknowledgment of rejected payment files due to invalid file
format, e.g. missing Swift Code, invalid payee’s bank account, payments with invalid data must be voided
so once payment file is regenerated it will not be included.
Send Remittance Advice 09 Generate and Send Remittance Advice to suppliers included in the Payment Request once acknowledgment
has been received from bank that payment has been processed successfully.
Auto void Payment 10 For any unsuccessful payment processing by bank, an auto voiding process will trigger to void those
rejected payments based on bank’s acknowledgment file.
Download Payment File from 11 Payment file will be manually downloaded once the Payment Request is completed
Completed Payment Request
Upload Payment File to Bank 12 This is a manual process of uploading payment files to banks.
Void Payment Documents 13 If the payment file manually uploaded in the bank portal has been rejected by bank authorizer, AP Payment
Specialist will have to void the payment documents in ERP. Once voided, AP Payment Specialist can submit
a new Payment Process Request if required.

Supplier Address and Site Maintenance Process Flow

Process Flow Description: Supplier Address and Site Maintenance
Search for Spend Authorized 01 Once the supplier is promoted to Spend Authorized, Finance should maintain
Supplier to maintain both the supplier address and site
Go to Supplier Address and enter 02 Once the supplier is searched, go to supplier address and enter into edit mode.
into edit mode
Maintain Supplier Address 03 Update supplier address if required.
Assign Tax Classification Code 04 Based on supplier classification, assign applicable tax code which will default
during PO and Invoice creation.
Save Changes 05 Save your updates or changes made to supplier address.
Go to Supplier Site and enter into 06 Once the supplier is searched, go to supplier site and enter into edit mode.
edit mode
Maintain Supplier Site 07 Go to Site Assignments TAB to assign Withholding Tax Group, Liability and
Assignments Prepayment Distribution and Bill-to and Ship-to Location to Business Unit
Assign Withholding Tax Group 08 If withholding tax is applicable to your supplier, assign withholding tax group
to default during invoicing


Assign Liability and Prepayment 09 Liability and Prepayment account distribution must be defaulted in every
Distribution supplier site for your Business Unit
Assign Bill-to and Ship-to 10 Bill-to and Ship-to location must be defaulted in every supplier site for your
Location Business Unit
Maintain Supplier Invoicing 11 Define Invoicing attributes you want to default from supplier site
Defaults
Define Invoicing Defaults, e.g. 12 Attributes like Invoice and Payment Currency, Pay Group, Quantity/Amount
Currency, Terms, etc. Tolerance, Payment Terms, Payment Hold Controls, etc., can be defaulted from
supplier site
Maintain Supplier Payment 13 Define Payment attributes you want to default from supplier site
Defaults
Assign Default Payment Method 14 Payment methods like Check, Wire, Electronic, GIRO, or any other custom
payment methods can be defaulted from supplier site
Assign Supplier Email Address 15 Assign email address to supplier to be used in sending remittance payment
for Remittance Advice advice


Save Changes 16 All valid changes to supplier site must saved
Add/Update Supplier Bank 17 Any new or update to supplier bank accounts will route for approval based on
Account approval matrix for supplier profile update
Save and Submit Changes 18 New or update to supplier bank account must be saved and submitted for
approval before it can be used in payment processing
Approve Supplier Profile Change 19 Any designated approver will receive notification on the change to supplier
Request bank account. Approvers can either Reject, Approve or Request more
information. If approver chooses to request more information, the one who
submitted the request must respond to the worklist notification so the approver
will get notified once the information is provided and then action accordingly.

Accounts Payable Period Closing Process Flow

Process Flow Description: Accounts Payable Period Closing

Ensure all Invoices are Validated 01 Ensure that all transactions are completed for the period you're closing.
and Approved • Run the Import Payables Invoice process to process all interface records. If the
import process rejects any records, review the import corrections spreadsheet and
resubmit the import.
• Validate and approve invoices. Resolve holds on invoices.
Ensure Payments are Completed 02 Ensure that all payments have been approved and completed for the period you are
closing
Reconcile Payments to Bank 03 Payment reconciliation is required to close the cash clearing balance recorded for
Statement Lines accounted payments not yet reconciled.
Run Create Accounting and 04 This program must be run to account all approved invoices and completed payments and
Transfer Journal Entries to GL transfer entries to GL
Run Payables Unaccounted 05 This program must be run to check for any unposted transactions that will prevent you
Transactions and Sweep Report from closing the period. You also have the option to sweep those exceptions to the next
period.
Run Unaccounted Transactions Analysis in OTBI to list the unaccounted invoice line
distributions to base the manual accrual journal to be posted.

Process Flow Description: Accounts Payable Period Closing

Number
Submit Prepare Payables to Ledger 06 This is a reconciliation tool to check all AP balances are accounted and posted in GL
Reconciliation
Review Reconciliation 07 Run AP reports and review.
Close Payables Period 08 Once AP and GL balances are reconciled. AP Manager can proceed with the closing of the period.
Open Next Payables Period 09 After closing the current period, open the next period so transaction can be recorded in the system

Accounts Payable
– Key Decisions

Invoice To Pay
Area Current Future Control Point Best Practice

Invoice Entry AP Invoices are created via: In Fusion, below methods will be used to create
• Manual in FMAS (EBS) invoices in AP:
• CEPS (system interface) •Supplier Portal
• JProcure (system interface) •Invoice Imaging
•Integration with CEPS, NOM2 and EAM
•Spreadsheet upload
•Manual Entry
Invoice • Invoice approval is not enabled in • PO Invoice will be auto approved
Approval FMAS (EBS) • Direct Invoices will route for approval
• Invoice approval is done in the based on FAAL approval matrix
legacy systems
• All interfaced invoices from
CEPS, JProcure and EAM have
already been approved in their
respective modules
Invoice • Controlled by Responsibility and • Controlled by Job Role and Business Unit
Correction / Operating Unit Access Data Access
Update • Invoice can only be updated if • No Change
unpaid and unaccounted

Invoice To Pay

Matching of • Invoices are matched to PO and GRN • Invoices will be matched to PO
invoices interfaced from JProcure and GRN created in Fusion
Invoice • No tolerance is set • 0.05 Invoice Amount Tolerance

Tolerance will be set for Invoice with PO
and GRN
Prepayment • Prepayments are interfaced from • Prepayments will be created as

and JProcure and paid in FMAS. These Direct Invoice with type as
Application prepayments will be applied to Prepayment, and will be routed
standard invoices later on. for approval based on FAAL
before it can be paid.

Invoice To Pay
Automatic • In use for Electronic Payment • Enforce document sequencing in AP for audit
Document (Giro) only purposes. User cannot delete an invoice once
Sequencing document number has been assigned. If
invoice is not valid, then invoice must be
canceled.
• Document sequencing will be enabled at Legal
Entity level
• Separate sequences will be defined for JPPL
and JPTT
GST • Determined at Invoice level. • Tax code will default at PO and Direct Invoice
from Supplier Site
• GST amount will be calculated at PO to be
part of the approval amount depending if it’s
claimable or non-claimable
• GST amount calculated at PO will flow to AP
Invoice for Finance validation
Withholding • Withholding tax is calculated • Withholding tax will be calculated at invoice
Tax – manually at invoice level. validation.
Invoice • Separate site is maintained for • Withholding Tax invoice will be auto-
Creation withholding tax purposes generated in Functional Currency (SGD)

Invoice To Pay

Supplier Bank • Done manually outside the • Create and update of supplier bank
Account system account will be routed for approval
Approval
Payment • Manual - payments which are • Payment Process Request – payment
Processing handled outside the system and to suppliers for invoices based on
then manually recorded in the selection criteria which can be defined
system for accounting on Pay Group, Supplier Type,
Payment Method, Due Dates etc.
• Quick - one off payment to a Payment Process Request will be
single supplier at a time routed for approval based on Payment
applying to multiple invoices Process Request Template used.
and credit memos
• Payment Batch - payment to

suppliers for invoices based on
selection criteria which can be
defined on Pay Group, Supplier
Type, Payment Method, Due
Dates etc.

Invoice To Pay
Payment • Payment approval is not • Payment Process Request will route for
Approval enabled in FMAS approval based on Payment Process Request
(EBS) Templated used.
Payment File • User runs custom • Payment file will be automatically generated
program to generate once the Payment Process Request is
payment file as and completed
when required • Host-to-host integration will be used for UOB
• User manually uploads bank accounts except for payments more than 3
payment file to Bank million. JP will be using manual process in
Portal uploading payment files for DBS bank
• Approval is done at accounts and more than 3 million payment for
Bank Portal by UOB bank accounts.
authorized roles • Host-to-host integration with UOB will not
require separate approval (pending JP
discussion with UOB)
Multiperiod • Not in use • Multiperiod accounting will be setup to

Accounting facilitate prepaid expenses and its monthly
amortization, e.g. Insurance, Subscriptions so
recognition of expenses will be deferred across
multiple accounting periods without having to
process one invoice per period.

Fixed Asset

Asset Acquisition to Retirement
Acquire assets Recognize and register Assign amortization De-recognition and

Global recording of all Automated recognition of Automated calculation of disposal
asset acquisitions at all assets on purchase. Dashboard depreciation and rules – Manage valuations,
locations via purchases, driven placement into service, based assignment to cost disposals, de-recognition
projects, contracts. useful life definition and tax center(s) etc.. and retirements in
Secure interaction via valuation Automatically track compliance with legal
social network on open depreciation tax breaks and requirements – maintaining
issues, questions, and deferrals accounting and tax position
approvals alignment
Manage asset insights

Active management of
fixed assets via secure role-
based dashboard allowing
centralized monitoring,
alerts, reassignment and
period close for all
locations

Acquisition to Retirement Process Flow

Acquisition to Retirement Process Flow Description
Add Assets A2R01 Record asset that has been acquired by your company. Assets are usually acquired by
purchase or lease.
Maintain Assets A2R02 Acquired assets are maintained by performing adjustments, evaluate for possible
impairment, transferring assets and its retirement.
Perform FA Period End Closing A2R03 Asset transactions are recorded in current open period. Once all the transaction are
posted, you can proceed with the closing.

Add Assets Process Flow

Process Flow Description: Add Assets

Create Lease as Operating 01 Lease will be treated as Operating Lease if any of the mentioned options in process number 02 is
Lease not enabled.
Create Lease as Finance 02 Leases are automatically classified as finance leases if any one of the following options is enabled
Lease in the system. If none of the options are enabled, the lease is an operating lease.
• Purchase: Lessee decides to buy the leased asset at the end of lease term.
• Major lease term: Lease term is 75 percent or more of the remaining economic life of the
leased asset.
• Substantial present value: Present value of the lease payments is 90 percent or more of the fair
value of the leased asset.
• Ownership transfer: Ownership of the leased asset is transferred to the lessee at the end of the
lease term.
• Specialized asset: Leased asset has no alternative use to the lessor at the end of the lease term.
Note: Only leases classified as Finance Lease can be depreciated. Operating lease asset can only
be added in the system with recognition of Right-of-Use, Lease Liability, Interest and Monthly
Lease Payment but no asset depreciation will be recognized.
Create and Generate 03 After all the required information have been entered, e.g. Lease Number, Lessor, Lease Term, No.
Payment Schedules of Asset Units to add in corporate book, periodic lease payment, variable and one-time payment,
lease payment schedule can be generated

Number
Prepare Source Lines 04 If acquired asset has PO/Invoice, Project Code from Projects or a Leased Asset, prepare asset source
lines and enter the required information as follows:
• Asset Category – this will default GL accounts, useful life, depreciation method and prorate
convention for your asset
• Asset Location – specify the location of your asset from the list of valid asset locations
• Asset Key – assign valid asset key
• Depreciation Expense Account – natural account will default based on the selected Asset Category,
but other segments like cost centre or profit centre needs to be selected. This is to ensure that correct
cost centre and profit centre are charged in your depreciation expense account
• In Service Date – Asset date placed in service
• Asset Type – Capitalized/CIP
• Asset Number and Asset Description
Run Post Mass Addition 05 Before posting the asset, ensure that the source line queue status is set to “Post” . This applies to both
CIP and Capitalized Assets.

Add Manual Assets 06 For special cases where asset is acquired via transfer from JPPL to JPTT or vice versa. To
record the acquired asset, Asset Accountant will need to add it manually and pass journal entry
in GL for intercompany entries. Enter the required information shown in the Asset Addition
window, e.g. Asset Book, Asset Type, Category, Location, Expense Account, Cost, Unit and
Asset Description.
Asset Created in Corp. Book 07 After running the asset mass addition or adding manual asset, asset will be created in
Corporate Book.
Run Create Accounting in 08 All asset additions once posted in Corp Book can be processed for accounting. This will also
Corporate Book account those transactions performed to your assets and its depreciation.
Entries posted in Primary 09 Running the Create Accounting for Corporate Book will post entries in Primary Ledger
Ledger
Copy Asset from Corporate 10 Before asset can be added to Tax Book, asset needs to be created in Corporate Book first. Run
Book to Tax Book “Perform Initial Mass Copy” to copy assets from Corporate Book into the current open period
in Tax Book. For new asset additions or adjustments in succeeding periods, "Perform Periodic
Mass Copy" must be run for each period where new assets are added/adjusted to reflect the
same in Tax Book. To set different life in Tax Book, asset adjustment can be done directly in
Tax Book.
Mass copy applies to both Capitalized and CIP Assets. CIP asset in Corp Book will also be
copied as CIP asset in tax book, but can be capitalized in Tax Book without having to
capitalize it in Corp Book, so depreciation can be recognized as per IRAS requirement.

Run Create Accounting in Tax 11 All assets copied from Corporate Book to Tax Book can be processed for accounting
Book
Entries posted in Secondary 12 Running the Create Accounting for Tax Book will post entries in Secondary Ledger
Ledger
Calculate Lease Interest and 13 This process must be run for each period to calculate interest on lease liability and
Expenses operating lease expense for the period. Asset Accounting Manager cannot close
period in Assets without running this process
Generate Lease Invoice and 14 Once the lease interest and operating lease expense have been calculated, lease
Transfer to AP invoice can be generated and transferred to AP for payment processing.
Renew or Terminate the Lease 15 • Lessee can terminate a lease any time; start of the lease term, middle of lease
term, or at the end of the lease term. Termination of a lease before the expiration
of the lease term shall be accounted by the lessee by removing the right-of-use
asset and the lease liability, with profit or loss recognized for the difference.
When termination happen at the end of lease term the lease liability balance and
net book value of the asset would have become zero and there is no gain or loss
to be recognized. Gain or loss may arise only when the termination happens
before the end of the lease term.
• Renewing a lease is changing the financial terms by extending the lease term.
This will result to increase in Lease Liability and cost of the asset.

Add Assets Process Flow – Low Value Asset

Process Flow Description: Add Assets - Low Value Asset
Number
Prepare Source Lines 01 If acquired asset has PO/Invoice or Project Code from Projects, prepare asset source lines and enter the
required information as follows:
• Asset Category – fully depreciated
• Asset Location – specify the location of your asset from the list of valid asset locations
• Asset Key – assign valid asset key
• Depreciation Expense Account – Operating Expense account
• In Service Date – Asset date placed in service
• Asset Type – Capitalized
• Asset Number and Asset Description
Run Post Mass Addition 02 Before posting the asset, ensure that the source line queue status is set to “Post” .
Asset Created in Corp. Book 03 After running the asset mass addition or adding manual asset, asset will be created in Corporate Book.
Run Create Accounting in 04 All asset additions once posted in Corp Book can be processed for accounting. This will also account
Corporate Book those transactions performed to your assets and its depreciation.

Process Flow Description: Add Assets - Low Value Asset
Number
Entries posted in Primary 05 Running the Create Accounting for Corporate Book will post entries in Primary Ledger
Ledger
Copy Asset from Corporate 06 Run “Perform Initial Mass Copy” to copy assets from Corporate Book into the current open
Book to Tax Book period in Tax Book. For new asset additions or adjustments in succeeding periods, "Perform
Periodic Mass Copy" must be run for each period where new assets are added/adjusted to reflect
the same in Tax Book.
To activate depreciation of LVA asset in Tax Book, update the following fields:
• Asset Category – this will default GL accounts, useful life, depreciation method and prorate
convention for your asset
• Depreciation Expense Account – natural account will default based on the selected Asset
Category, but other segments like cost centre or profit centre needs to be selected. This is to
ensure that correct cost centre and profit centre are charged in your depreciation expense
account
Run Create Accounting in Tax 07 All assets copied from Corporate Book to Tax Book can be processed for accounting
Book
Entries posted in Secondary 08 Running the Create Accounting for Tax Book will post entries in Secondary Ledger
Ledger

Maintain Assets Process Flow

Process Flow Description: Maintain Assets
Number
Maintain Assets 01 Posted assets in both Corporate and Tax Book can be maintained separately as assets are secured by asset
book. Asset Addition will only happen in Corp Book which can be copied to Tax Book. Adjustment made
in Corp Book will also be copied to Tax Book. Separate asset maintenance (asset adjustment) can be done
in Tax Book if required (IRAS requirement).
Capitalize CIP Asset 02 Capitalize CIP assets when you're ready to place them in service. Set the cost to the sum of all source lines
for the asset. Depreciation Rules will default from Asset Category.
Post Asset 03 Proceed with Asset Capitalization. Asset type from will change from CIP to Capitalized.
Capitalization
Reverse Capitalize the 04 You can reverse capitalize an asset only in the period you capitalized it, and only if you didn't perform any
Asset transactions on it. In case transaction already happened after the capitalization, Asset can be adjusted to
suspend the depreciation and adjust the Accumulated Depreciation so it will show the original NBV before
the capitalization.
Adjust Asset 05 Perform adjustments to correct or update financial and depreciation information for a single asset or for
multiple assets
Update Financial 06 Perform adjustments to change information such as the asset cost, salvage information, and depreciation
Details information

Number
Manage Asset Source 07 • Transfer source lines - Transfer source lines between capitalized and construction-in-process (CIP) assets.
Lines From capitalized to CIP assets or CIP to capitalized assets.
• Add source lines - Add source lines to assets. Only manual source lines can be added to CIP assets.
• Change source lines - Change all information for manual source lines. For source lines from source
systems such as Oracle Fusion Payables and Oracle Fusion Projects, you can't change any information
Manage Asset 08 • Suspend depreciation - Stop calculating depreciation for the specified assets.
Depreciation • Resume depreciation - Resume depreciating assets for which depreciation was previously suspended.
• Enter unplanned depreciation - Enter the negative or positive unplanned depreciation for the current open
period.
Post Asset Adjustment 09 All asset adjustments need to be posted to take effect the changes made to assets
Retire Asset 10 Retire assets that are no longer used or those lost assets
Retire by Cost 11 Cost retirements - Partially or fully retire single asset /multiple assets in the corporate or tax book by cost.
Retire by Unit 12 Unit retirements - Partially or fully retire single asset / multiple assets in the corporate or tax book by units.
Post Asset Retirement 13 Asset retirement needs to be posted so appropriate accounting entries will be generated


Reinstate Asset 14 For any erroneous retirement, perform asset reinstatement
Asset Impairment 15 An asset is impaired when the net book value (NBV) of the asset exceeds its recoverable
amount.
Process Asset for 16 Impairment loss is determined as the difference between NBV and the higher between Net
Impairment Selling Price and Value in Use.
Post Asset Impairment 17 To record the impairment loss, asset impairment must be posted
Asset Transfer 18 Perform asset transfer to have an updated asset location, employee assignment and correct
depreciation expense account assigned
Depreciation Expense 19 Change in asset cost/profit centre can be done by changing the asset depreciation account
Account Change
Transfer by Location / 20 To accurately monitor the asset, ensure that current employee assignment and location are
Employee updated
Post Depreciation Expense 21 Change in asset depreciation account must be posted to have an appropriate adjustment to
Account Change depreciation expense account specially if depreciation has not been run for the current
period
Post Transfer by Location / 22 For the transfer to take effect, transfer by location and employee must be posted
Employee
Run Create Accounting and 23 All transactions performed in maintaining the asset must be accounted and posted to GL
Transfer Entries to GL

Close Assets Period Process Flow

Process Flow Description: Close Assets Period
Run Depreciation 01 Capitalized asset must be depreciated during it useful life. Run depreciation for the current
period to generated the depreciation expense entries and update the depreciation reserve
and get the asset’s Net Book Value (NBV)
Calculate Lease Interest and 02 This process must be run for each period to calculate interest on lease liability and
Expenses operating lease expense for the period. You cannot close your period in Assets without
running this process
Run Create Accounting and 03 Once all asset transactions are recorded in the current period, run the create accounting
Post Entries to GL program and transfer entries to GL
Run Asset Reports 04 Run FA Register report to get the list of assets and get the total cost and its depreciation
reserve amount and match it against GL balances. To get the details of the current period
depreciation, run the Journal Entry Reserve Ledger report.
Close Assets Period 05 Once you are able to reconcile FA balances with GL balances, you can proceed with the
closing of FA period by running the Depreciation in close mode. After this process is
completed, next period will open automatically.
Please note that once the period is closed, you can’t reopen it unless you have not
performed any transaction for the next period.

Fixed Assets
– Key Decisions


Asset 2 segments: 3 segments:
Categories • Asset Major Category • GL Category
• Asset Minor Category • Sub Category
• Future
Asset Key 3 segments: 2 segments:
• Asset Main Key • Equipment / Purpose
• Asset Sub Key 1 • Equipment Sub Category
• Asset Sub Key 2
Asset Location 3 segments: 4 segments:
• Asset Main Location • Main Location
• Asset Sub Location1 • Sub Location
• Asset Sub Location2 • Terminal
• Customer / Reference
Asset Book • One Corporate Book for JPPL • One Corporate Book for JPPL linked to JP
linked to JPPL Primary Ledger. Primary Ledger, with one associated Tax Book
Tax Book not used linked to JP Secondary Ledger
• One Corporate Book for JPTT • One Corporate Book for JPTT linked to JP
linked to JPTT Primary Ledger. Primary Ledger, with one associated Tax Book
Tax Book not used linked to JP Secondary Ledger


Asset Auto Numbering No change
Numbering
If required, DFF can be setup for manual recording

of asset number by entity.
Fiscal Calendar 01-April to 31-March No change
Depreciation Straight-line method No change for Corporate Book
Methods
Tax Book to use Flat Rate depreciation method
Depreciation Monthly No change
Calendar
Prorate This Month (1st day of the month) No change
Convention
Asset Cost One asset account per asset category No change
Account
Asset Clearing One asset clearing account per asset One asset clearing account for all asset categories
Account category

Area Current Future Control Best

Point Practice
Depreciation Expense One depreciation expense account No change
per asset category
Accumulated One accumulated depreciation No change
Depreciation account per asset category
CIP Cost Account One CIP account per asset category No change
CIP Clearing Account One CIP clearing account per asset One CIP clearing account for all asset categories
category
Lease Liability Account Not used One lease liability account for all lease asset
categories
Lease Clearing Account Not used One lease clearing account for all lease asset
categories
Leased Asset • Maintained outside the system. • Lease agreements will be defined in iERP
• Manual invoice creation for • AP invoice will be generated automatically
lease payments based on the lease agreement and payment
schedule.

Receivables
- To Be Process

Customer Billing to Closing
Create and manage Send invoices Address billing issues Process payments
transactions
Automatically generate
customer invoices, credit
> Send customers discrete
invoicing documents or
consolidated statements via
> Manage customer disputes
and billing issues with role-
based dashboard.
> Automatic Receipts Process
depending on the Receipt
Method selected, e.g. GIRO.
>
and debit memos from preferred format and delivery Collaborate on Manual Receipt process to
sales fulfillment method (mail, email, or B2B investigations via secure record ad hoc receipts or
transactions based on e-commerce message) social platform. Apply receipts from customers not in
business rules. Review corrections (credit or debit a Direct Debit Authorization
status via role-based memos) and refunds arrangement.
dashboards
Manage adjustments
Close receipts and invoices
with remaining balances
> Post receivables
activities
Automatically post all
> Schedule receivables
close
Stay on predetermined
receivables activities to the close schedule. Use
general ledger to ensure integrated inquiry,
current account balances reporting, and analysis
tools to review and
reconcile account balances.
Post period close entries
and close receivables
period
60 Copyright © 2019, Oracle and/or its affiliates. All rights reserved.

Billing to Closing

Process Flow Description: Billing to Closing
Process Process Number Process Description
Maintain Customer Data B2C01 Customer master data are maintained at JPOnline and TMS. Any new or update of
customer records will be interfaced to Oracle Cloud.
Prepare and Process Invoice B2C02 Record invoices via interface, system import process, or manual creation.
Prepare and Process Receipts B2C03 Collect Customer payments and process the Receipts.
Record Security Deposit B2C04 Record the collection of Customer and Supplier’s Security Deposit.
Refund Security Deposit B2C05 Process the Refund of Customer and Supplier’s Security Deposit.
Generate Late Charges B2C06 Generate Late Charges for Overdue Invoices.
Process AP/AR Netting B2C07 Net the outstanding AP and AR invoices of a trading organization who transacts with JP
as Customer and Supplier.
Perform AR Month-End B2C08 Perform the closing procedure for check and balance and close the Receivables Period.
Closing

Customer Master Data Maintenance
Receivables Process
B2C01 – Maintain Customer Data Process
03 - Update
Is a Related
Yes Customer Site
Party?
Interface Receivable Account
Accounts Receivable Specialist
Customer from
JPOnline
No
Start
Interface Requires GIRO

Customer from Payment No
TMS Method
Yes
02 - Enter Customer
Bank Account
Information
Accounts Receivable
Manager
04 – Review Bank
Account End
Information

Process Flow Description: Customer Master Data Maintenance

Interface Customer Master 01 Customer master data are maintained at JPOnline and TMS. A validation for UEN will
Data be used in order to prevent duplication of customer party record. Information about
Security Deposit and Banker’s Guarantee required for a customer, namely Security
Deposit and Banker’s Guarantee amount, Currency, and Expiry Date, will be interfaced
over to Oracle Cloud as DFFs in Customer Account Profile. Any new or change on
customer records will be interfaced as well.
Enter Customer Bank 02 For interfaced customers that requires GIRO payment method, Accounts Receivable
Account Information Specialist will retrieve the customer and enter the necessary bank account information.
The entered bank account information will be reviewed by Accounts Receivable
Manager before proceeding to use it for GIRO collection process.
Update the Customer Site 03 For interfaced customers who are Related Party, Accounts Receivable Specialist will
Receivables Account retrieve the customer and update the Natural Account and Intercompany Segment of its
Receivable account in Customer Site setup.
Review Bank Account 04 The entered bank account information will be reviewed by Accounts Receivable
Information Manager before proceeding to use it for GIRO collection process.

Prepare and Process Invoice

Process Flow Description: Prepare and Process Invoice
Interface Memo Lines 01 Memo lines represents the Tariff Codes in OSCAR, TMS, and TUMS. Memo lines will
be interfaced over to Oracle Cloud.
Interface Invoices 02 Invoices from JPOnline including Cash Sales invoices, TMS, TUMS, and OSCAR will
be interfaced over to Oracle Cloud.
Generated Late Charge 03 Invoice will be generated for a calculated late charge on Overdue Invoices.
Invoice
Generated Intercompany 04 Invoice will be generated from an Intercompany Batch.

Invoice
Create Manual Invoice 05 Manual Invoice of all class such as Invoice, Credit Memo, or Debit Memo will be
created for Non-Trading and ad-hoc transactions
Complete Manual Invoice 06 Accounts Receivable Manager will review the Manual Invoice and set it’s status to
‘Complete’.

Process Flow Description: Prepare and Process Invoice
Outbound Process to 07 Invoice, Credit Note Balance and Customer Balance for Credit Control, and Customer
JPOnline Statement are interfaced outbound to JPOnline. Tax invoice and Credit Note output will
be interfaced to JPOnline for Manual and Interest Invoices.
Send Invoice and Statement 08 JPOnline consolidates the Customer’s invoices and will be send over to Customer
to Customer Portal. Every month-end JPOnline will send the Statements to Customer.

Prepare and Process Receipt

Process Flow Description: Prepare and Process Receipts
Process Process Process Description

Number
Interfaced Cash Sales from 01 Cash Sales transactions recorded in JPOnline will be interfaced as standard receipts applied to
JPOnline as Applied Receipts interfaced Cash Sales Invoices.
Create Receipt and Apply to 02 Accounts Receivable specialist will create Standard Receipt in the system and apply the amount to a
Invoice specific Invoice.
Reverse Receipts 03 For returned payments such as returned cheques, Accounts Receivable Manager will reverse the
receipts.
Create Automatic Receipt 04 Accounts Receivable specialist will create automatic receipt batch and enter a selection criteria for
invoices that will have a receipt application.
Receipts are generated and 05 Automatic Receipt Batch will generate the receipts and automatically applies it to the invoices.
auto-applied
Auto Create Receipt 06 Create Receipt Remittance Batch program will be scheduled to run on a daily basis to prepare
Remittance Batch eligible receipts for Deposit. Once remittance batch is generated, status will become 'Remitted‘. If
bank rejected the receipts, it will be reversed and status will appear as well as 'Reversed'. When a
bank reconciliation happens, the reconciled receipts will have a status of 'Cleared'
Generate Settlement Batch 07 Create Settlement batch will be scheduled to run on a daily basis to generate GIRO Collection file
for GIRO Collection file based from eligible remittance batches.


Transmit GIRO Collection 08 The Collection file will be sent to UOB through its host to host connection.
file via Host to Host
Bank sends 09 After GIRO Collection file is sent to the bank, the Bank will respond in the form of
Acknowledgement File for acknowledgement files. First acknowledgement is for file received and second for file
Receiving and Acceptance acceptance.
Reverse the Invalid Receipt 10 If GIRO collection file contains invalid data, e.g. negative amount, invalid bank
account number, etc., UOB will reject the whole GIRO Collection File. Accounts
Receivable Manager will reverse the specific receipt that causes the whole batch to be
rejected
Generate GIRO collection 11 Accounts Receivable Specialist will regenerate the GIRO Collection File exclusive of
file invalid receipt.
Generate Collection and 12 Collection Advice will be generated from ERP Cloud and will be automatically sent to
Send Collection Advice customer once acknowledgement file for acceptance from the bank is received. Both
Report to Customer customer and a specific JP email account will received the Collection Advice mail.
Sending of Collection advice can be resent as necessary.

Bank sends 13 UOB will send another acknowledgement file after actual collection processing. The
Acknowledgement File for acknowledgement file will also tell which receipts are rejected due to insufficient fund
Actual Collections of Customer’s Bank Account.
Interface Receipt Reversals 14 An inbound interface program from UOB will run to reverse the rejected receipts in the
from UOB system. For reprocessing the receipts, start with process 04 (Create Automatic Receipt)
again.
Outbound Process to 15 Outbound Interface of latest Invoice and Customer Balances to JPOnline for Credit
JPOnline Control.
Outbound Interface of Customer Statement to include details for Receipts.

Record Security Deposit
Receivables Process
B2C04 - Record Security Deposit

JPOnline Receipt Officer
Start
(Customer 01 - Set the Required
Deposit) Security Deposit
Amount for Customer
CPU Team
Start
(Supplier 02 – Inform Finance on
Deposit) collected Security
Deposit
Accounts Receivable
Specialist
03 - Create Supplier 04 - Create

End
as a Customer Unapplied Receipt

Process Flow Description: Record Security Deposit

Set the Required Security 01 Record the required Security Deposit information for Customer in JPOnline and inform
Deposit Amount for the Security Deposit Specialist.
Customer
Inform Finance on collected 02 CPU team will inform the Security Deposit Specialist to record the Security Deposit
Security Deposit from Supplier.
Create Supplier as a 03 Search the Supplier Name in Customer Master Data and define its Customer Account
Customer and Customer Site.
Create Unapplied Receipt 04 Create an Unapplied Receipt and specify the Security Deposit Specialist associated with
this Security Deposit. Only the associated Security Deposit Specialist will be able to
handle the Security Deposit application.
If the deposit is from Supplier, use a receipt method name ‘SUPPLIER SECURITY
DEPOSIT”.
If deposit is from Customer, use a receipt method name ‘CUSTOMER SECURITY
DEPOSIT”.
A custom report will need to be developed to track the Security Deposits collected and
target refund dates

Refund Security Deposit
Receivables Process
B2C05 - Refund Security Deposit

Security Deposit Specialist (custom role)
01 – Apply the
Unapplied Customer
Supplier or Type of
Start Customer Contra Deposit to
Customer? Refund?
Customer͛s Regular
Invoice
03 - Generate AP
02 - Click on Issue Invoice (Invoice
Supplier Non-Contra Refund Type is Payment
Request)
Payment Specialist
Accounts Payable
I2P03
Prepare and
Record Payment

Process Flow Description: Refund Security Deposit

Apply Unapplied Customer 01 In the event of Contra refund, Security Deposit Specialist will apply the previously
Deposit to Customer’s recorded Customer Security Deposit receipts to customer invoices.
Regular Invoice
Click on Issue Refund 02 When JP is ready to issue Non Contra Refund the security deposit, Security Deposit
Specialist will retrieve unapplied receipt and click on Issue Refund.
Generate AP invoice (Invoice 03 System will auto-generate an AP invoice with type “Payment Request”, without having
Type is Payment Request) to setup customer as Supplier. Invoices with type “Payment Request” does not route for
invoice approval.
Prepare and Record Payment I2P03 AP invoice will be processed for payment to refund the Security Deposit to Customer or
Supplier

Generate Late Charge Process
Receivables Process
B2C06 - Generate Late Charges
01 - Submit Create 02 - Review or Update

Start Late Charges Batch the generated Late
Process Charge Batch
Accounts Receivable Specialist
B2C02
Submit for Final 03 - Submit Import
Yes Prepare and End
Processing? AutoInvoice process
Process Invoice
No

Process Flow Description: Generate Late Charges Process

Submit Create Late Charges 01 Submit a program ‘Create Late Charges Batch process’ in Oracle Cloud. This is will
Batch Process generate a late charge batch and a report showing who are those customers and invoices
that will have late charges. The basis for late charge calculations are the overdue
invoices, interest rates, and grace period for Non-GIRO customers
Review the generated Late 02 Review the invoices selected within a Late Charge batch. You can optionally remove an
Charge Batch interest invoice within the batch or cancel the whole late charge batch.
Submit Import AutoInvoice 03 If a late charge is submitted as ‘Final’ for processing, user will proceed to run the Import
process AutoInvoice program to generate the Late Charge invoices.
Prepare and Process Invoice B2C02 Late charges are processed as Invoice to customer

AP/AR Netting Process
Receivables Process
B2C07 - Process AP/AR Netting

Accounts Payable
Supervisor
01 - Create
New Netting
Start Yes Netting
Agreement?
Agreement
03 - Review or
02 - Create 04 - Submit Netting
Update Selected Submit Netting
Netting Yes Settlement Batch
AR and AP Settlement?
Settlement process
Invoices
No
05 - Netting Payment
and Receipt are
No
Accounts Payable Specialist
generated and
applied to invoices
Update Invoice
Balance
End
Update Customer
Balance

Process Flow Description: AP/AR Netting Process
Create Netting Agreement 01 Accounts Payable Supervisor will create a Netting Agreement to setup the customers and
suppliers that will have netting settlement. Netting Bank Account to be used must be
specified and other collection of rules to select invoices.
Create Netting Settlement 02 Accounts Payable Specialist will create a Netting Settlement batch and set the selection
criteria of invoices. Only approved AP invoices will be eligible for selection. This batch
will create netting receipt for both AR and AP.
Review or Update Selected 03 Netting Settlement Batch will show the lists of AR and approved AP invoices selected.
AR and AP Invoices Accounts Payable Specialist will review the selected invoices and may opt to exclude
specific invoices on the Netting Settlement process
Submit Netting Settlement 04 Accounts Payable Specialist will submit the ‘Netting Settlement Batch’ process.
Batch process

Process Flow Description: AP/AR Netting Process

Netting Payment and Receipt 05 A netting receipt will be generated and will use the netting bank account. This receipt is
are generated and applied to applied to AR invoice. It will generate below proforma entry:
invoices
Dr. Netting Clearing Account (5150108)
Cr. Accounts Receivable
A netting payment will be generated and will use the netting bank account. This payment
is applied to AP invoice. It will generate below proforma entry:
Dr. Accounts Payable

Cr. Netting Clearing Account (5150108)
Outbound Process to 06 Invoice Balance and Customer Balance for Credit Control are interfaced outbound to
JPOnline JPOnline.

Perform AR Period-End Closing
Receivables Process
B2C08 - Perform AR Month-End Closing
01 - Process Invoices 05 - Enter the End Date

Revenue End
Start with Deferred Revenue No in Schedule Revenue
Date Exists?
Lines Adjustments
02 - Review and Resolve

Invoices with 06 - Run Recognize
Incomplete status Yes
Revenue Program
Accounts Receivable Manager
03 - Review Unapplied
Receipts and Apply to
Invoices
08 - Run 09 - Submit
04 - Review 07 - Run Create
Subledger Prepare
Unprocessed Receipt Accounting and 10 - Review
Period Receivables to
Batches and Post to Transfer Journal Reconciliation
Exceptions Ledger
generate Receipts Entries to GL
Report Reconciliation
11 - Close
12 – Open Next
Receivables End
AR Period
Period

Process Flow Description: Perform AR Period-End Closing
Process Invoices with 01 Manual Invoices created with Invoicing Rule ‘In Advance’ and Revenue Schedule dates
Deferred Revenue Lines are recorded with Deferred Revenue Lines pending for Revenue Recognition.
Review and Resolve Invoices 02 Review the list of incomplete invoices that displays within Billing infolets. Set the status
with Incomplete Status of invoice to ‘Complete’ in order to be accounted in the current period.
Review Unapplied Receipts 03 Review the list of unapplied receipts and apply to specific invoices if already identified.
and Apply to Invoices
Review Unprocessed Receipt 04 Review the list of pending Receipt Batches that displays within Accounts Receivable
Batches and Post to generate infolets. Post the valid Receipt Batches to generate receipts or Delete the Receipt
Receipts Batches that are not valid.
Enter End Date in Schedule 05 For Deferred Revenue Lines recorded with unknown revenue recognition period, enter
Revenue Adjustments an end date value to recognize the revenue as per the date entered.
Run Recognize Revenue 06 This program will process the revenue adjustments from deferred to actual revenue lines.
Program

Process Flow Description: Perform AR Period-End Closing
Run Create Accounting and 07 Accounts Receivable Specialist will submit the Create Accounting program to generate,
Transfer Journal Entries to transfer, and post accounting entries to GL.
GL
Run Subledger Period 08 Run Subledger Period Exceptions Report to identify any pending or unaccounted
Exceptions Report transactions. Resolve the identified or unaccounted transactions once found.
Submit Prepare Receivables 09 Submit Prepare Receivables to Ledger Reconciliation to generate a report that checks
to Ledger Reconciliation the balance between Receivables to General Ledger. Prior to running this process,
Account Receivable Manager can set the accounting period status to Close Pending to
restrict users from entering any transactions on that period while doing reconciliation.
Review Reconciliation 10 Review the outstanding Receivable Control Account Balances and reconcile it with GL
balances.
Close Receivables Period 11 Accounts Receivable Manager will close the receivables period after all period end
closing activities.
Open Next AR Period 12 Open the next Receivables Accounting Period to process latest transactions.

Accounts Receivables
– Key Decisions

Point Practice
Invoice Entry AR Invoices are created via: In Fusion AR, below methods will be used to create invoices:
• JPOnline Interface
• JPOnline Interface • TUMS Interface
• TUMS Interface • TMS Interface
• TMS Interface • OSCAR Interface
• Manual Entry • Imported from Intercompany Batch (e.g. between JPPL and
JPTT)
• Imported from Late Charges Batch
• Manual Entry
Document • Document sequence is not • Document Sequencing per Legal Entity will be enabled for audit
Sequencing enabled in EBS. trail purposes.
AR Aging by • AR invoices in Aging report is • AR Aging reporting will either be by Profit Centre or
Profit Centre not identified as per Profit summarized
Centre
Late Charges • Late charges are calculated and • Late charges will be automatically calculated and AR invoice
created as a manual AR invoice will be auto-generated.
via custom program.
Credit Control Invoice and Customer Balances are No Change

outbound to JPOnline for Credit
Control functions.

Point Practice
Customer Direct Remittance file are sent to the banks to credit JP’s bank Remittance file will be sent to the UOB to credit
Payments account for Customer Receipts: JP’s bank account for Customer Receipts. DBS
• DBS will no longer be used for GIRO collection.
• UOB
Bank Charges Manual journals are created to record bank charges Receipt write off in AR will be used to record bank
charges
Netting Process Netting feature to offset customer and supplier invoice JP will use the AP/AR Netting to offset the
balances is not enabled in EBS balances for customer and suppliers
Dunning Letters Dunning Letter is generated in FMAS and sent to No change

customer as necessary.
Customer Statements Customer Statements are generated in EBS and sent to No change
JPOnline.
Duplicate Transaction System has a validation to prevent duplicate transaction No change

Numbering numbering
Security Deposit Customer Deposit is initially recorded as Invoice and Customer and Supplier Deposit will be recorded as
Process will have an applied receipt. Supplier Deposit are Unapplied Receipt. Upon refund, this will auto
recorded as Miscellaneous Receipts. Upon refund, both generate an AP invoice and will be processed for
are processed as AP invoice and will be paid to payment
Customer or Supplier.

Auto-accounting rule for Receivables account type
Receivables Account Distribution

Source of AR
Transactions Company Profit Centre Cost Centre Natural Account SubAccount Intercompany Future
Customer Site -
Customer Site - default default is 00; For
is 5020100; For Related Related
Interfaced from
01 0000 0000 Companies, user to 00 Companies, user to 00000
JPOnline
update customer site to update customer
5020101 as necessary site to its own
intercompany code
Customer Site -
Interfaced from
TUMS
intercompany code
Customer Site -
Interfaced from
TMS
intercompany code

Auto-accounting rule for Receivables account type
Receivables Account Distribution

Source of AR
Transactions Company Profit Centre Cost Centre Natural Account SubAccount Intercompany Future
Customer Site -
Interfaced from
OSCAR
intercompany code
Customer Site -
Manually entered AR Transaction AR Transaction AR Transaction AR Transaction AR Transaction
Companies, user to Companies, user to
in Fusion Type Type Type Type Type
intercompany code

Auto-accounting rule for Revenue and Tax account types
Account Type Company Profit Centre Cost Centre Account Sub Account Intercompany Future
Revenue
Sources:
(Transaction Standard Lines Standard Lines Standard Lines Standard Lines Standard Lines Standard Lines Standard Lines
Type, Site,
Standard Lines)
Tax Tax Tax Tax Tax Tax Tax Tax

Cash Management

Bank Transaction to Cash Position
Review activities Bank validation Initiate interbank Manage end of period

Review automated Daily interfaces with banks activities positions
aggregation of featuring automatic Execute global cash Automated month end
disbursements, payroll, comparison of records, management. Optimize statement reconciliation.
collections, investments automatic adjustment of fees balances across accounts Balance sheet optimization
and borrowing and view and minor differences. Align using zero balance with automatic updates to
highlighted differences and daily balances schemes, etc. Real-time forecasts and plans
variances to plan via secure review of bank positions
role-based dashboard
91
Cash Management Process Flow: Bank Statement Reconciliation

Cash Management Process Flow Description: Bank Statement Reconciliation

Bank Statement 01 Bank Statement can be electronic or hard copy from banks
Import Bank Statement 02 For electronic bank statement, run Process Electronic Bank Statement request. This process
performs the following tasks:
• Connect to bank and retrieve bank statement file
• Process and load bank statement file into Cash Management
Manage Import Errors 03 If the process fails with import errors, correct the reported errors. Rerun the import phase from
the Processing Warnings and Errors table of the Bank Statements and Reconciliation Overview
page. However, if there are any errors during the load phase, purge the error data and resubmit
the program.
Review Imported Bank 04 If the import is successful, you can review the bank statement imported by going to Manage
Statement Bank Statements screen
Create Bank Statement 05 If bank statement is hard copy from bank, bank statement can be created online in the system or
use spreadsheet template to upload the statement
Enter Receipts and Payments 06 For online manual bank statement creation, enter the reconciliation reference (Receipt &
with Reference Manually Payment Number) in the bank statement lines for auto reconciliation. Having reconciliation
reference in the statement lines allows you to use the Auto Reconciliation process.

Cash Management Process Flow Description: Bank Statement Reconciliation

Submit Auto Reconciliation 07 Both imported and manually created bank statement can be submitted for auto
reconciliation based on Matching Rules assigned to the bank account. During the Auto
Reconciliation Process, the Auto Reconciliation program matches the system transaction
against the bank statement lines and changes the line status to reconciled.
Auto Reconciliation Process will also generate cash transactions based on specific
transaction codes e.g. Interest, Charges from the bank statement lines. These auto
generated cash transactions will be reconciled after running the Auto Reconciliation
Process.
Perform Manual Reconciliation 08 Once Auto Reconciliation is completed, review the Unreconciled Lines and reconcile
manually all the left out lines.
Complete Reconciliation 09 If all bank statement lines have been reconciled, bank statement reconciliation status will
change from Incomplete to Complete.
Submit and Review Bank 10 Once the bank statement has been completed, submit Bank Statement Report job,
Statement Report parameters: Bank Account, From Statement End Date and To Statement End Date.
Bank Reconciliation Report 11 Output of submitting the Bank Statement Report job. Can be exported to Excel or PDF
format

Cash Management Process Flow: External Transaction

Cash Management Process Flow Description: External Transaction
Number
External Transaction 01 Transactions related to cash activity that haven't been recorded in iERP. This includes items such as bank
charges, interest, or other miscellaneous items.
Create Manual Cash 02 External transactions can be created via manual entry
Transactions
Generate Cash Transactions 03 Run Create Bank Statement Transactions. This program will auto create transactions based on specific
transactions codes, e.g. Interest, Charges from unreconciled bank statement lines, and if Auto
Reconciliation has not been submitted yet. Once external transaction is generated, program will
automatically reconcile it with the bank statement line where it was created from.
Uncheck Account Transaction 04 If accounting is not required for your external transaction, during manual creation, you can uncheck the
account transaction box. For auto generated transaction, you can disable accounting by going to Manage
External Transactions.
Accounting may not be required in case of bank transaction is already posted in GL as manual journal
adjustment, and external transaction still needed to be created for bank statement reconciliation purposes.
Check Account Transaction 05 For manually created external transaction in Cash Management, during creation, you have the option to
enable the accounting. For auto created transaction from bank statement lines, you can enable the
accounting by going to Manage External Transactions. By default, all external transactions generated are
enabled for accounting.
Reconcile External Transaction 06 For manually created external transactions in Cash Management and accounting is required, you must
reconcile the transaction first before it can be accounted. For auto generated external transaction, status will
default to reconcile, hence, no reconciliation is needed

Cash Management Process Flow: Bank Transfer and Ad Hoc Payment

Number
Bank Transfer 01 Transfer of funds between two internal bank accounts
Ad Hoc Payment 01 Transfer ad hoc funds from an internal bank account to an external payee bank account. This is normally used for
one time payment arrangement where the payee need not be a supplier. Payee still needs to be created in Cash
Management to maintain information like payee’s bank account
Disable Settle 02 Use case of Bank Transfer and Ad hoc Payment approval is for Finance to review the transaction before posting
Transaction through and payment file is generated. If Finance approval is not required for Bank Transfer and Ad Hoc Payment, during
Payments transaction creation, Enabled Settle Transaction through Payments must be unchecked. After saving the
transaction, transaction status will be completed. This will not generate any payment file.
Enable Settle 03 If Finance approval is required for Bank Transfer and Ad Hoc Payment in ERP, during transaction creation,
Transaction through Enabled Settle Transaction through Payments must be checked, and select Payment Profile that will trigger the
Payments payment file generation and host-to-host. After saving, transaction will route for approval based on provided
approval matrix for bank transfer and ad hoc payment.
FAAL Approval cannot be used for this as currently only serial routing is supported, hence, separate approval
matrix will be required. The use case for Bank Transfers and Ad hoc Payment approval in Cash Management is
for Finance to review the transaction before posting and generation of payment file. If approval is required per
FAAL, for Ad hoc payment, normal payment with supplier invoice must be followed. For Bank Transfer, use
iBanking facility and have it authorized per FAAL.


Approve Bank Transfer / Ad 04 Finance Bank Transfer and Ad hoc Payment approvers can either Reject, Approve or
Hoc Payment Request more information. In case approver would want to reject the transaction,
comment section will be required before taking the Reject action. If approver chooses to
request more information, the one who submitted the transaction for approval must
respond to the worklist notification so the approver will get notified once the
information is provided and then action accordingly.
Reconcile Bank Transfer and Ad 05 Once the transaction is approved, both Bank Transfer and Ad Hoc Payment must be
Hoc Payment reconciled against bank statement lines before accounting entries can be generated.

Cash Position and Cash Forecasting Process Flow

Cash Position and Cash Forecasting Process Description

Assign Bank Account Target 01 To get the variance between the projected cash balance (Opening Balance + Inflow –
Balance Outflow) and target cash balance, assign the target balance amount to your internal
bank account first.
View Cash Position 02 After assigning the target cash balance to your bank account, go to View Cash
Position task to view your projected cash balance and its variance against your target
account balance.
Daily Cash Positon Report 03 The daily cash position report is based on actual cash flows from data sources such
as bank statements and external transactions. This report projects your cash needs
and evaluate your company liquidity position
View 5-Day Forecast 04 Go to 5-Day Forecast task to estimate the cash position of your bank accounts by
entity based on AP Invoices, Payments, AR Invoices, Receipts, and External
Transactions.
Cash Forecasting Report for 5 05 Report displays Payables and Receivables invoices that are due and overdue,
Days including unpaid or partially paid invoices. It ensures the right level of liquidity is
represented and you're including all aspects of your cash outflows. The overdue
invoice amounts are displayed in the current date columns. By drilling down to the
transaction, you can find the detailed information such as invoice date and due date.

Cash Management
– Key Decisions

Cash Management
Bank Statement Bank Statements are not maintained To maintain bank statements in iERP:
in FMAS • Electronic bank statements will be imported from
banks via host-to-host integration.
• Manual bank statements will be created if
electronic format is not available.
Bank Bank Statement reconciliation is Bank Statement reconciliation will be done in iERP:
Reconciliation done outside FMAS • Auto reconciliation based on matching rules
• Manual reconciliation
External Not available Create External Transaction to record cash transactions

Transactions not recorded in ERP or originated from banks, e.g.
bank charges, interest, or other miscellaneous items.
Bank Transfer Done via manual journal Process bank transfer with auto generated accounting
entry posted from CM to GL.
Accounting entries will be generated based on the
bank accounts used in the transfer with offset account.

Cash Management

Ad hoc Not available Process ad hoc payment for one time payment
Payment arrangement where the payee need not be a supplier.
Payee still needs to be created in Cash Management
to maintain information like payee’s bank account
Cash Clearing Not Used Having a Cash Clearing Account enables you to
Account monitor those cash transactions
(Receipts/Payments) not yet cleared by the bank.
Cash Manual Use cash positioning to have a view of daily cash
Positioning position based on actual cash flows recorded in
iERP, such as Payments, Receipts and External
Transactions
Cash Manual Use cash forecasting to have an estimation of cash

Forecasting position based on sources that affect cash position.

General Ledger
- To Be Process

• Journals to Closing
• Create or Import • Approval of • Post Journals • Reverse Journals
•
Journals
Create or Import Journal
entries and submit it for
> •
Journal Entries
Review and Approve
the Journal Entries
> • Post the subledger
journal entries and
direct GL entries which
> • Manually Reverse or
AuoReverse the journals >
has been approved to according to its Journal
approval if required. before it can be posted.
update the account Categories
balances.
• Revalue Account
•
Balances
Revalue the posted
> • Report Journals
• Review the Posted Journal
Entries and perform the
> • Close GL Period
• Close the GL period to
complete the closing
necessary reconciliation process and to prevent
foreign currency and adjustments of any users on posting
journals. Revaluation account balances. further journals
will happen to those
accounts defined in its
account filter
106 Copyright © 2019, Oracle and/or its affiliates. All rights reserved.
Journals to Closing Process

Process Flow Description: Journals to Closing

Upload Currency Conversion J2C01 Conversion rates will be uploaded in order for foreign currency journals or transactions
Rates to proceed.
Journal Creation J2C02 Journals interfaced, created, imported, or transferred from Subledger will be processed
for Journal Posting.
Generate and Post Allocation J2C03 Allocation of common expenses will be generated based on specific allocation rules or
formula.
Generate and Post J2C04 Revalue foreign currency journals and post the recognized unrealised gains or losses.
Revaluation Only accounts which are defined under the account filters of Revaluation Template will
be revalued.
Reverse Journals J2C05 Manually or Automatically Reverse a Journal.
Perform GL Closing J2C06 Review the Reports and Close the GL period after all closing activities are completed.

Upload Currency Conversion Rates

Process Flow Description: Upload Currency Conversion Rates
Upload Closing Rates 01 Closing Rates will be used as basis for Revaluation and will be uploaded using a
spreadsheet.
Upload Corporate Rates 02 Corporate Rates will be used as an average conversion rate for the month and will be
uploaded using a spreadsheet.

Journal Creation
General Ledger Process
J2C02 - Journal Creation
02 - Post Journals
Interfaced Journals
(AutoPost Approved
from Prosoft
Journals)
General Accountant
Transferred Subledger
Journal Batches
Start
Manual Journals 03 - Review and

Rectify Journal
Entries
Imported Journals
from spreadsheet
No
Yes
General Accounting
Approve End
Manager
Journals?

Process Flow Description: Journal Creation Process

Create Journals 01 Below journals will be processed:
• Interfaced from Prosoft
• Transferred Subledger Journal Batches
• Manual Journals
• Imported from spreadsheet
Accruals from EAM, CEPS, and NOM2 will be processed using Projects module
AutoPost Journals 02 Direct Journals such as Manual and Imported from spreadsheet will require approval
prior to its posting. 1 level of approval is needed. Once approved, it will be
automatically posted. Prosoft Journals will have to be manually posted.
Interfaced journal from Prosoft and journals from subledger will not require approval.
Review and Rectify Journal 03 Review the rejected journals and update the entries as necessary.
Entries

Generate and Post Allocation

Process Flow Description: Generate and Post Allocation Process

Manage Budget Allocation 01 Set the allocation of budget using PCMCS module.
Manage Expense Allocation 02 Set the staged allocation of expenses using PCMCS
Import Allocations to GL 03 Import the generated expense allocation entries to GL and submit for approval for
posting.
Create Allocation Formula 04 Create the collection of rules to be used for allocation.
Create STAT journals 05 Create STAT journals to record the nonfinancial information to be used as basis for
allocation.
Review and Rectify STAT 06 Review and rectify the rejected STAT journals. Resubmit it for approval.
journals
Auto Post STAT journals 07 Posted STAT journals will be used as basis for allocation.

Process Flow Description: Generate and Post Allocation Process

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 approval.
Generated Allocation Journal
Batch
Auto Post Journals 10 Approved Journals will be automatically posted

Generate and Post Revaluation
J2C04 - Generate and Post Revaluation

General Accountant
New 01 - Create
02 - Generate 03 - AutoPost
Start Revaluation Yes Revaluation End
Revaluation Revaluation
Template? Template
No

Process Flow Description: Generate and Post Revaluation Process
Create Revaluation Template 01 Create a Revaluation template to set the accounts subject for Revaluation.
Generate Revaluation 02 A Journal Batch for Revaluation will be generated. Journals generated by revaluation
will not require approval.
AutoPost Revaluation 03 Journal Batch for Revaluation will be automatically posted without the need for approval

Reverse Journals
J2C05 - Reverse Journals

General Accountant
Journals with
Category
͚Revaluation͛ 03 – Auto Post
Yes
Journals
Journals with
Category ͚Accrual-
With AutoReverse͛
Start
AutoReversal?
Yes
General Accounting
04 - Review and
Manager
02 - Manually Approve
No No Rectify Journal End
Reverse Journals Journals?
Entries

Process Flow Description: Reverse Journals Process

AutoReverse Journals 01 Journals created with ‘Accrual-AutoReverse’ and ‘Revaluation’ will automatically
populate the reversal information. Reversal will be generated every time General
Accounting Manager opens the next period.
Manually Reverse Journals 02 Manually populate the reversal information to perform journal reversals.
Auto Post Journals 03 Direct Journals except ‘Revaluation’ and Auto-Reversed Journals will require approval.
Once approved it will be automatically posted.
Review and Rectify Journal 04 Review the reversed journal entries and provide the necessary information. Resubmit it
Entries for approval.

Perform GL Period-End Closing

Process Flow Description: GL Period-End Closing Process

Review Unposted Journal 01 Review Journals which are not in Posted status. Review and resubmit it for approval.
Batches
Review Pending for 02 Review Journals still waiting for approval. Approve the journals to be posted.
Approval Journals
Review and Rectify Journal 03 Review the rejected journals and rectify the entries as necessary. Resubmit it for
Entries approval.
AutoPost Journals 04 Approved journal entries will be automatically posted.
Generate and Review Trial 05 Generate Trial Balance report to see the overall account balances. If there is a need to
Balance or Account Analysis review the movement of specific account, generate Account Analysis Report.
Reports

Process Flow Description: GL Period-End Closing Process

Journal Creation J2C02 Create journals to do the necessary adjustments.
Close GL Period 06 Close the MAR GL period after completing all the closing activities for year-end
process.
Open Year-End Adjusting 07 Open the Adjusting period to pass the related year-end adjusting entries.
Period
Create Year-End Journal J2C02 Create journals to do the necessary adjustments.

Adjustments
Review Adjusted Year-End 08 General Accounting Manager will generate the Trial Balance Report to review the
Trial Balance account balances after Year-End Adjustments.
Open Next GL Period 09 Open Next GL period to allow creation of new entries.

Multi-Year Operating Expense Budgeting Process

Process Flow Description: Multi-Year Operating Expense Budgeting Process

Start New Fiscal Year Budget 01 Budgeting Team will plan for the budget of new Fiscal Year.
Planning
Interface Funds Reservation 02 Budgeting Team will interface the Funds Reservation such as Commitment, Obligation,
from ERP and Expenditures to ERP.
Revise Budget for the 03 Revise the Budget for the Current and Fiscal Years as necessary.
Current and Future Years
Freeze and Approve Budget 04 Freeze and submit the Budget for the Board approval.
Suspend Procurement Users 05 System Administrator will suspend the Procurement Users to prevent them from
creating transactions.
Create Control Budget for 06 Budget Manager will create a Control Budget to set the criteria for fund check such as
Fiscal Year 5 the range of period, control level, budget segments, and exceptions to the budget.
Close the Budget Period for 07 Budget manager will close the budget period of previous Fiscal Year to prevent users
Previous Fiscal Year from backdating Budget Dates
Open Budget Period for 08 Budget manager will open the Budget Periods in order for funds to be interfaced to
Fiscal Year 5 control budget.

Process Flow Description: Multi-Year Operating Expense Budgeting Process

Interface Approved Budget 09 EPM Budget team will interface the approved budget adjustments to control budget of
Adjustments to ERP ERP. Budget adjustments pertain to revisions such as increase or decrease on the budget
funds.
Reactivate Procurement 10 System Administrator will reactivate the Procurement users to allow them to transact
Users and consume the approved budget.

Intercompany Accounting Process

Process Flow Description: Intercompany Accounting Process
Process Process Process Description

Number
Create Intercompany Batch 01 Intercompany Accountant will record the intercompany transactions between legal entities. The
following Intercompany Transaction Types will control whether to generate an invoice or not
• Trading – will generate an invoice
• NonTrading – will generate an invoice
• Holding – will generate direct journal entries
Submit Intercompany Batch 02 After all data in Intercompany Batch are provided, Intercompany Accountant will submit it for
for Approval approval.
Provider Legal Entity 03 The same GL Manual Journal approval routing will be applicable to Intercompany Batch Approval. An
Approves approver from Provider side will review and check the validity of Intercompany Transactions. Once
he/she approves, it will route for approval of Receiver Legal Entities. If batch is rejected, it will route
back to Intercompany Accountant.
Receiver Legal Entity 04 The same GL Manual Journal approval routing will be applicable to Intercompany Batch Approval. An
Approves approver from Receiver side will review and check the validity of Intercompany Transactions. Once
he/she approves, either invoices or direct journals will be generated depending on the Intercompany
Transaction Types used. If batch is rejected, it will route back to Intercompany Accountant.
Generate AR Invoice 05 Intercompany Accountant will submit a program to generate AR invoices for those Intercompany
Batch between JPTT and JPPL.

Process Flow Description: Intercompany Accounting Process

Generate AP Invoice 06 Intercompany Accountant will submit a program to generate AP invoices for those
Intercompany Batch between JPTT and JPPL.
Generate Direct Journals 07 Intercompany Accountant will submit a program to generate GL entries for those
Intercompany Batch between Holding companies and JPPL or JPTT.
Post Journals 08 For Intercompany AR invoices, run the Create Accounting Program in AR module to
post the entries to GL. For Intercompany AP Invoices, run the Create Accounting
Program in AP to post the entries in GL. For intercompany batch that requires only
journal entries, it will be directly posted in General Ledger module.
Reconcile Intercompany 09 Generate the Intercompany Transaction Reconciliation Report and review if both
Transactions Receivables and Payables amount will tie up.
Close Intercompany Period 10 Intercompany Accountant will close the Intercompany Period for each Intercompany
Transaction Type after completing the Intercompany Reconciliation and reviewing the
account balances.
Open Next Intercompany 11 Intercompany Accountant will open the next intercompany period to process latest
Period transactions.

– Key Decisions


Point Practice
Data Access Set (Primary • No such feature. • Users will be restricted to view only their own
Balancing Segment Value • User will switch responsibilities company code based on their data access
access type) for the required Legal Entities or
Company Codes.
Cross Validation Rules • Cross Validation Rules are • Cross Validation Rules will be used for valid
currently used for valid combination to Cost Centers and Profit Centers.
combination to Departments.
Security Rule • Currently used restrict company • Not applicable. Data access set will be used to
code values. control the company code access.
Journal Approval • Journal approvals are not setup in • Approval will be setup for all journals, except
the EBS system. those for Revaluation, Interfaced from Prosoft and
Transferred Subledger Journal Batches
Interface to General • Payroll journals from HRMS are • Summary journals for Payroll and Staff Claims
Ledger interfaced to General Ledger will be interfaced for Prosoft.


Auto Reverse of • Manual reversal is being • Journals with categories ‘Accrual-AutoReverse’ and
Journals done in General Ledger ‘Revaluation’ will be automatically reversed next month.
• Reversal Batch with category ‘Accrual-AutoReverse’ will not
automatically be posted. Only revaluations will be immediately
posted for its reversals.
Budgetary • Encumbrance • Budgetary Control will be enabled for real time funds check
Control accounting is enabled requirement.
for the purpose of funds
checking in EBS
Budget • Any unused funds will • No change

Carryover not be carried over to
the next fiscal year
Budget • Budgets are reserved • Budgets will be reserved as well for Project Expenditures.
Reservation once requisitions,
purchase orders are
submitted and invoices
are validated.


Budget Control • If a transaction is raised beyond the • Budget Control level will be set to Absolute which
Level Budget, this will not proceed unless will not allow users to proceed if they exceeds
Budget will be increased. Budget
Budget • Budget Funds are uploaded at • Budget Funds will be uploaded for the next 5
Segment Department level Fiscal Years at Company, Profit Center, and Cost
Structure Center level.
Budget • Monthly period from APR-MAR • No change
Calendar
Reporting • Analyzes funds based on commitments • Review Control Balances dashboard will be
Requirements from JProcure and funds available. available to view commitments, obligations,
expenditures, and funds available.
• User can also drilldown to transactions and to
accounts where budgets are reserved.
GL Funds • Manual Journal Entries increase or • Manual Journal entries will not increase or
Check and decrease the budget funds decrease the budget funds. Adjustments of Budget
Movement Funds should strictly come from EPM for control
purposes.

Allocation • Allocation of expenses are based on revenue • Multi-staged Expense allocations will be done
balance and on percentage of direct expenses in PCMCS
over total expenses.
Intercompany • Types of transactions with other legal entities • Intercompany Transaction Types will be used
Transaction are only identified by its account code. in order to identify the transactions with other
Types legal entities:
 Trading
 Non-Trading
 Holding
Intercompany • Intercompany module is not in used so no • Intercompany approval will be 2 levels. 1st
Approval approval process is implemented approval from the Provider and 2nd approval
from the Receiver.
Intercompany • Invoices are issued for transactions between • Invoices between JPPL and JPTT will be
Invoices JPPL and JPTT. For holding companies, generated from intercompany batch. For
invoices are also issued but very minimal. transactions with Holding companies, only
journals will be generated from intercompany
batch.
Currency • Rate types currently in used are Corporate, • In addition Corporate, Spot, Fixed, and User,
Conversion Spot, Fixed, and User Closing Rate Type will be setup in the system
Rates to identify the closing rates to be used for GL
Revaluation.

Core Finance
– Integration

iERP Integration touch points with Non-Oracle Sources
EAM
Staff • Blanket Purchase Agreement
Directory • Inventory PO Receipts and Returns
Employee Master Data
Prosoft Supplier Master Data

Payroll & Employee Claims
Summary Journals
• Inventory Issuance and Item Cost

HRMS • Inventory Return and Item Cost
Service Accruals • Item Master
Procurement
General Ledger Assets
Inventory
Service Invoices
Receivables
• Invoices
JPTT • Credit Notes Payables
Cash
TMS
• Customer Master Data Management
Invoice Validation Status
• Invoices
TUMS • Credit Notes
AP Invoices
Electronic Bank Reversal of CEPS
• Invoices
Statements (e.g. Receipts
OSCAR • Credit Notes
• Tariff Codes (Memo Lines) MT940 File)
• Invoices
• Credit Notes Service Invoices
JPOnline NOM2
• Customer Master Data
• Cash Receipt
• Manual Invoices and Credit Notes Payment Files

Direct Debit
• Customer Invoices
• Customer Balances for Credit Control
Authorization Banks**
(Remittance File) **Only UOB will have a host to host connection
• Monthly Statements of Account
Core Finance
– Data Migration

General Ledger Data Migration
No. Object Cleansing Considerations Migration Considerations Reconciliation

Considerations
1 Chart of 1. Finalize the new Chart of Account Values 1. Clear conversion logic between old COA and Validate using extract
Account 2. Provide clear mapping logic between old new COA
Segment segment value and new segment value 2. In case of many to one, one to many or new
values account derivation, JP will provide the new Chart
of Accounts mapping.
2 Month wise Extract from EBS and review Summarized financial data: Migration of GL Validation using Trial Balance
Journal balances from start of Financial Year (April 2020) Report
Balances until month of Go Live
137 Confidential – Oracle Internal/Restricted/Highly Restricted

Cash Management
SN. Object Cleansing Considerations Migration Considerations Reconciliation Considerations

1 Bank and Bank 1. Review and check Banks and Bank Branches 1. Active Banks and Bank Branches Validate using Bank and Bank Branches extract
Branches 2. Deactivate those no longer in use or are duplicate
3. Check valid SWIFT codes are attached to Bank
Branches
2 Internal Bank 1. Review and check Internal Bank Accounts 1. Active bank accounts Validate using Internal Bank Account details
Accounts 2. Ensure that each bank account has one Cash & 2. Valid payment methods per bank account extract
Cash Clearing Account assigned in the new COA
3. Review and check payment methods

Payables Data Migration
No. Object Cleansing Considerations Migration Considerations Reconciliation
Considerations
1 Supplier 1. Fix duplicates, obsolete, inactive, incorrect, 1. Convert active suppliers (including suppliers with open transactions) 1. Migrated Suppliers List to
Master incomplete data in EBS 2. Check any employees defined as supplier if still needed for Fusion compare with Cleaned-up
2. Inactive Suppliers: Check if there are any suppliers 3. Check any dummy suppliers if still needed for Fusion Supplier Master file by JP
that are inactive and have still have open 4. Suggest to use new Supplier Numbering in Fusion, and migrate old
transactions. either cancel the transactions or mark supplier number as DFF value
the supplier as active. 5. All suppliers will be migrated as spent authorized suppliers
3. Data enrichment for additional attributes
4. Review and update supplier bank accounts
2 Open AP 1. Pay all matched outstanding invoices 1. Open Invoices, Credit Memos, Debit Memos, 1. Validate using AP invoice
Invoices 2. Complete payment of all partially paid invoices 2. In-case of Partially paid invoices only the balance amount will be details extract
3. Write off invoices of negligible amounts where migrated 2. Sample check, select invoices
possible 3. Unpaid and Unapplied Prepayments against converted data
4. Settle Intercompany transactions 4. Use a migration clearing account for Invoice distribution accounts 3. Run Invoice Validation and
5. Apply unapplied prepayments 5. Invoice Accounting created by AP Invoices needs to be reversed post Create Accounting, and check
6. Ensure that total outstanding AP balance ties with reconciliation. that AP open account balance
GL control account balance 6. Invoice amount will be inclusive of tax amount. is tie with GL balance
7. Invoices with with-holding tax will be migrated to their net supplier 4. Check that data migration
liability clearing account is zero in GL
8. Retentions that are not yet paid to the supplier in legacy system will
be migrated as un applied credit note
9. Invoice number will be same as source system

Receivables Data Migration
No. Object Cleansing Considerations Migration Considerations Reconciliation Considerations

1 Customer 1. Fix duplicates, obsolete, incorrect, incomplete data 1. Convert active customers Validate using Customer Listing Reports
Master in EBS 2. Suggest to keep the customer structure same as EBS in
2. Before inactivating a customer in EBS, ensure it order to prevent critical impact on downstream or
does not have any open transactions upstream data
3. Any new customers to be migrated must be in
EBS prior to data extract
2 Open AR 1. Review customer invoices extracted from EBS 1. Migrate Open Invoices/Credit Notes/Debit/Notes 1. Validate using Transaction Details
Invoices 2. Write off small amounts and uncollectible items 2. For partially settled invoices with multiple invoice lines, Report in EBS and Transaction
where possible remaining amount will be pro-rated based on the invoice Details Report in Oracle Fusion
3. Process invoices which can be settled line level. Cloud
4. Ensure that AR invoices to be converted match to 3. Use a migration clearing account for Revenue accounts 2. Sample check a few invoices against
GL balance distribution converted data
5. Inactive Customers: Check if any transactions are 4. Invoice amount will be inclusive of tax amount. 3. After invoice check, run Create
attached to inactive customers/sites. These 5. Transaction number will be same as source system Accounting. Compare AR aging
transactions are not considered for migration. report to GL Trial Balance
Either cancel the invoices or activate the 4. Check that data migration clearing
customers/sites. account in GL is zero
3 Unapplied 1. Review the List of Unapplied Receipts 1. Migrate only unapplied receipt amount only 1. Validate using Unapplied Receipt
Receipts 2. Apply the unapplied receipts to corresponding AR 2. Migrate deposit invoices as unapplied receipt Register
Invoice 2. Validate using a custom report for
Security Deposits
140 Confidential – Oracle Internal/Restricted/Highly Restricted

Fixed Asset Data Migration
SN. Object Cleansing Considerations Migration Considerations Reconciliation Considerations

1 Assets 1. Review and retire lost assets 1. Active assets in JPPL and JPTT Corp Asset Book 1. Validate using Assets extract
2. Map Old Asset Category to New Asset Category 2. JPs Asset Register 2. After validation, run depreciation, create
3. Map Old Asset Location to New Asset Location 3. Existing Asset will be migrated to JP Corporate Asset accounting and close the period
4. Map Old Asset Key to New Asset Key Book. Once migrated Assets will be copied from 3. Check that Asset Clearing Account in GL is
5. Ensure that the current Fixed Asset Register ties Corporate Asset Book to Tax Book zero
with GL balance (asset costs, accumulated 4. Check that asset costs, accumulated
depreciation) depreciation ties to GL balance

Core Finance
– Roles and Duties

Payables Security Roles and Duties
Role Duties Access Control
Accounts Payable Specialist Enters invoices ensuring accuracy, uniqueness, and Business Unit, Data Access Set and Reference
completeness. Matches invoices to correct purchase data set
orders or receipts ensuring that invoices comply with
company policy.
Accounts Payable Supervisor Oversees the activities of Accounts Payables Business Unit, Data Access Set and Reference
Specialists. Initiates and manages pay runs. Resolves data set
non-data entry holds
Accounts Payable Manager Manages Accounts Payable department and personnel. Business Unit, Data Access Set and Reference
Overrides exceptions, analyses Oracle Fusion Payables data set
balances, and submits income tax and withholding
reports to meet regulatory requirements

Assets Security Roles and Duties
Role Duties Access Control Associated Duty Role

Asset Accountant Performs asset transactions including Business Unit, Data Fixed Asset Addition Duty
additions, adjustments, transfers, and Access Set and Mass Asset Additions Creation Duty
retirements, ensuring accuracy and Reference data set Fixed Asset Accounting Manager Dashboard Duty
completeness. Verifies asset information, Fixed Asset Inquiry Duty
transaction details, and accounting entries Fixed Asset Online Transaction Posting Duty
through inquiry and reports.
Asset Accounting Manages fixed assets department and Business Unit, Data Fixed Asset Addition Duty
Manager personnel. Monitors and performs asset Access Set and Mass Asset Additions Creation Duty
transactions, maintains asset books and set ups Reference data set Fixed Asset Inquiry Duty
in Oracle Fusion Assets, and views asset Fixed Asset Online Transaction Posting Duty
information and accounting entries.

Receivables Security Roles and Duties
Accounts Receivable Manager Bill Management, Customer Account inquiry, Receipt Management, Business Unit and Reference
Receivables and Revenue inquiry and functional Set ups. Subledger data set
account analysis, Receivable period status maintenance.
Manages all accounts receivable activities, including defining policy and

controls, establishing processes and procedures, resolving issues,
monitoring and analysing accounts receivable balances, and creating
reports and business intelligence
Accounts Receivable Specialist Manages and implements all customer payment activities, including Business Unit and Reference
receiving customer payments and electronic remittance advice, performing data set
cash handling activities, processing customer payments, and applying
payments to customer accounts
Security Deposit Specialist (Custom Creates and manages application of Security Deposit Business Unit and Reference
Role) data set
Netting Manager Manages Netting Agreements and Netting Settlements for trading Business Unit
organizations that serves as customer and suppliers to a Legal Entity

Cash Management Security Roles and Duties

Cash Manager Protects and develops the company's liquid assets Business Unit, Data Access Set and
maximizing their use and return to the organization Reference Data Set

General Ledger Security Roles and Duties

General Accounting Manages the general accounting functions of an enterprise including GL Data Access Set
Manager accounting periods
Financial Analyst Analyse the financial performance of an enterprise or an organization Data Access Set
within an enterprise
General Accountant Records and reports financial transactions and manages revenue, expense, Data Access Set
asset, liability and equity accounts. Responsible for recording accounting
adjustments, accruals, allocations, currency revaluations and translations.
Intercompany Accountant Creates and manages intercompany transactions Intercompany Organization

Business Unit
Budget Manager Access to budgetary module Ledger

Access to create control budgets Control Budget
Access to upload budget funds

Core Finance
– Reports

Core Finance Reports
Microsoft Excel
Worksheet

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Employee Master Data • Blanket Purchase Agreement

CAPEX Planning Budget Check* Inventory

OPEX Planning PR PO GRN

Reconciliation Invoice Validation Status

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Manage supplier Manage audits, disputes, Manage prepayments Settle liabilities

Review daily activity

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Match PO Invoice to PO and GRN 02 Match Invoice Lines to PO and GRN

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Process Name Process Process Description

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Process Name Process Number Process Description

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Process Name Process Number Process Description

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• Supplier Portal Invoice 01 These are supplier invoices created via:

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Process Name Process Number Process Description

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Process Name Process Number Process Description

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Maintain Supplier Address 03 Update supplier address if required.

Save Changes 05 Save your updates or changes made to supplier address.

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Process Name Process Number Process Description

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Process Name Process Number Process Description

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Process Name Process Number Process Description

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Process Name Process Process Description

Review Reconciliation 07 Run AP reports and review.

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Area Current Future Control Point Best Practice

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Area Current Future Control Point Best Practice

Invoice • No tolerance is set • 0.05 Invoice Amount Tolerance

Prepayment • Prepayments are interfaced from • Prepayments will be created as

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Area Current Future Control Point Best Practice

• Payment Batch - payment to

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Multiperiod • Not in use • Multiperiod accounting will be setup to

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