Oracle General Ledger
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Begin Day 1
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1. Integration Overview
2. Creation of Ledgers - Chart of Accounts, Currency, Calendar &
Accounting Convention
3. Cross Validation Rules
4. Security Rules
5. Shorthand Aliases
6. Roll-up Groups and Summary Templates
Agenda
Agenda – Day 1
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Oracle General Ledger
Oracle Inventory
External Systems
Oracle Payables
Oracle Project
Accounting
Invoice / Billing Receipts Adjustments Debit/Credit memos
Encumbrances Month-end Accrual
Invoices Payments
Discounts Foreign Gains/Losses
Encumbrances
Oracle Receivables
Depreciation Expense Retirement Gains/Losses
Cost Adjustment Revaluation's
Reclassification
Oracle Purchasing
Oracle Cash
Management
Forecasting Auto BRS
Oracle Assets
Labour costs Usage costs
Revenue
Integration Overview
Oracle iProcurement
Self-Service web purchasing
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Implementation Flow Chart
Legends used in the Implementation Flow Chart
Required Step
Cannot Continue if not Complete
Optional Step
Corresponding Function not Available if not Complete
Required Step
But Oracle General Ledger Provide Default Values
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Create Ledgers Create Ledgers Define Accounts Define Controls
Define Value Sets
Define Flexfield
Structure
Define Segment
Values
Define Accounting
Calendar
Define Ledger
Implementation Flow Chart
Define Responsibilities
Define Period Types
Define Currencies
Define Security
Rules
Define Summary
Accounts
Define Cross
Validation Rules Enter Account
Combinations
Define Additional
Inter company
Accounts
Define Additional
Suspense
Accounts
Define Convention
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Create Ledgers Define Accounts
Define Controls Define Controls
Define Journal
Entry Sources
Define Journal
Entry Categories
Define System
Controls
Define Short Hand
Aliases
Define Units of
Measure
Define Budgetary
Control Groups
Setup Auto Reverse
Setup Autopost
Implementation Flow Chart
Set Profile Options
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01-1110-5416-00000-00000000 01-2110-5417-00000-00000000 01-3110-5418-00000-00000000 01-4110-5419-00000-00000000 01-5110-5420-00000-00000000 01-6110-5421-00000-00000000
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
INR
Currency
Calendar Chart of Accounts Structure
SEW LEDGER
Set of Books
A Set of Books comprises of Chart of Accounts, Calendar and Currency (3 C’s).
Cash Based
Accrual Based
Accounting Convention
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Define Currencies - Use currencies window to enable the currencies that are required for operations. All the ISO currencies are seeded. Enable the currencies that would be utilized Currencies Rate Types - Used to define the types of rates i.e. spot or corporate etc. Define your own rate type apart from those that are already seeded. Daily Rates - Used to define daily used rates – to convert from foreign currency to functional currency Use the appropriate rate type when entering transaction to default the rate automatically
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PeriodRates: Used to define rates for a period – for translation and revaluation General Ledger uses •Period average and period end rates - for translating actual and budget account balances
•Revaluation Rate - When you revalue account balances denominated in foreign currency
Historical: Used to define historical rates for translating balance sheet accounts •Historical rates or amounts for translating actual and budget account balances
•Enter Historical rates individually or by range
•Normally entered for balance sheet accounts - Example - To translate non-monetary and selected owners’ equity account balances
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Period Types - Attach the Period Type when defining accounting calendar • Period types control the number of Accounting Periods per fiscal year. Period types could be Month, Quarter, Year etc.,
Accounting Calendar • An Accounting Calendar consists of Accounting Periods associated with a Period Type
• Define your Calendar one year at a time to be more accurate
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Period Type and Accounting Calendar
Accounting Calendar
Name Type Year Period Qtr From To Jan-03 Month 2003 1 1 01-Jan-03 31-Jan-03 Feb-02 Month 2003 2 1 01-Feb-03 28-Feb-03 Mar-03 Month 2002 3 1 01-Mar-03 31-Mar-03 Apr-03 Month 2003 4 2 01-Apr-03 30-Apr-03 Dec-03 Month 2003 12 4 01-Dec-03 31-Dec-03
•Ensure that there are no gaps between non-adjusting periods
•Accounting periods cannot overlap, except for adjusting periods
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Open/Close Period Open and close accounting periods to control journal entry and journal posting, as well as compute period–end and year– end actual and budget account balances for reporting. Accounting Period Statuses a. Open b. Closed c. Permenantly Closed d. Never Opened e. Future Entry
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Ledger- Calendar
Status of Periods
Status Record Post Report
Never Opened N N N
Open Y Y Y
Future Entry Y N N
Closed N N Y
Permanently Closed N N Y
Not Opened N N N
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Accounting Flexfield Structure
Company Format: Char Maximum Size: 2 Validation: Independent
Department Format: Char Maximum Size: 4 Validation: Independent
Account Format: Char Maximum Size: 4 Validation: Independent
Accounting Flexfield Segments Company Cost Center
Natural
Account
Balancing Segment
Cost Center Segment
Natural Account Segment
Value Sets
………………...
Your Accounting Flexfield structure could look like this……….
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Accounting Flexfield - Values
Define Account Values •Query the Value Set and upload/enter values for each value set
View Value hierarchies •View the value hierarchy by clicking on “Up” and Down” buttons
Move Child Ranges •Use this form to move child ranges from one parent value to another
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Parent and Child Values
Parent Values
Child/ Parent Values
Child Values
• No limit to number of levels
• No limit to number of entities on each level
All Assets
Fixed Assets Current Assets
Land Building
Cash
Bank Stock
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Parent Values :
•Assign ranges of Child values to Parent Values •No Posting is done to Parent Values •Budgets are not entered directly for Parent Accounts
Child Values :
•Post journals directly to Child segment values
•Enter Budgets directly to Child Segment Values
• Natural Account Segment values are to be qualified as Assets, Liabilities, Ownership/Stock, Revenue or Expenses
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Enter the Set of Books name • Attach the Chart of Accounts, Functional Currency and Calendar
•Enter Retained earnings and Translation account
•Balance Inter Company Journals, Enable journal approval and Journal Entry Tax
•Allow Suspense and to track rounding difference
•Choose to allow average balance for the Set of Books
•Enable Budgetary Control for funds reservation
•Enable require Budget Journals for entering budgets through journals
•Enable the Set of Book type - Primary/Reporting/None
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Set Of Books - Chart of Accounts
Chart of Accounts - Consider your Organisational structure and dimensions of your business before setting up your Chart of Accounts Structure: Code : ACCOUNTING_FLEX Title : BMI Accounting Flex Description : BMI Accounting Flexfield Freeze Flex field definition : Yes/No
Enabled : Yes/No Segment Separator : Period (.) / Dash (-) / Pipe (|) / Custom Cross Validation Segments : Yes Freeze Roll up Groups : No Allow Dynamic Inserts : Yes
•Create the Accounting Flexfield Structure
•Ensure that the flexfield qualifiers (Balancing Segment, Natural Account Segment, Cost Center Segment and Inter Company Segment) are enabled
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Security Rules
Navigation : Setup>Financials>Flexfields>Key>Security>Define/Assign Screen : Define/Assign Security Rules
•Control Access to ranges of Accounting Flex-field Segment values by defining Security Rules and assigning them to responsibilities
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Cross Validation Rules
Navigation : Setup>Financials>Flexfields>Key>Rules Screen : Cross-Validation Rules
•Prohibit invalid combinations of Accounting Flex-field Segment values using Cross Validation Rules
•Always use one universal include rule and use atleast one exclude element
Pax, Cargo, Mail Revenues CEO’s Office
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Roll-up Group
Roll up Group •Define rollup groups to capture different summary levels for each Accounting Flexfield Segment •Assign related parent values to rollup groups. Use Rollup groups when creating summary accounts •Use account hierarchy editor to define new roll up group and graphically create parent-child relationship and assigning parent values to roll up groups
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Summary Accounts
All Assets Rollup Group
All Assets
Level 2 Rollup Group
Fixed Assets Current Assets
Land Building
Cash
Bank Stock
Child Values
•Use Summary Accounts to view financial information at Summary Level - Example - Cash across all the Companies can be reviewed to make decision on investments •Use Summary Accounts in formulas,allocations and for budgetary control at parent level
Summary Accounts
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Account Aliases
Sample Shorthand Aliases
Alias Accounting Flex-field Structure (Co-Cost-Nom-Sub1-Sub2) Cash 01-0000-1610-00000-00000000 Travel 01-1000-6211-00000-00000000 Revenue-Pax 01-0000-4101-00000-00000000
•A Shorthand alias is a simple code that represents a partial or complete Accounting Flexfield • Use Shorthand aliases to reduce flexfield entry keystrokes and maximize productivity and accuracy
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Agenda
Agenda – Day 2
1. Journal Entry Setup
-Journal Sources, Categories
-Journal Approval Hierarchy
-Setting up Auto posting and Auto reverse
2. Manual Journal Entries
3. Journal Import
4. Posting of Journals
5. Hands on Session
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General Ledger Accounting Cycle
Define Set of Books
Open Accounting Period
Enter Manual Journal Entries
Setup Journal Import
Define Recurring Journals Define Mass Allocations
Import Journals using Journal Import
Correct Journal Import
Error Journals
Import Journals using
Journal Import
Create Recurring Journals
Review Unposted Journals online and in Standard Accounting Reports
Create Mass
Allocation Journals
Correct Errors
Post Journals
Define Financial Statements and Perform Online Inquiries
Reverse Journals
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Journals Setup
Define Journal Sources • Decide on whether Journal has to be Approved • Decide to Freeze Journals • Import Journal References or not (from Feeder Systems) • Allow Modifications to imported Journals or not
• Define Journal Categories to group Journal entries by the nature of the transaction viz. - Station Journals, Payroll Journals,DOC Accrual etc. • Categories can also be used to create document sequences to number journals
Define Journal Approval Hierarchy • Relevant only if Journal Approval option is enabled at the SOB Creation. • Enter Employees & Establish the Employee - Supervisor Relationship • Enter Approval Limits for specific Employees • Set the Profile Options to establish the Document routing process
Note: Approval Limits are for the highest amount in a journal line and are not for Journal
Total.
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Journal Entries ...
Name : Station Expenses Period: Jun-03
Batch
Name: Salary Exp Currency: IEP
Category : DUB Exp..
Name: Rent Currency: EUR
Category : PAR Exp.
Name: Overheads Currency: USD
Category : EWR Exp.
Salary Exp… 10,000 Station Cash… 10,000
Rent - Office … 10,000 Station Cash … 10,000
Staff Welfare … 10,000 Station Cash … 10,000
Journal Entry
Journal Lines
• A Journal Batch may contain an unlimited number of Journal Entries • A Journal Entry may contain an unlimited number of Journal Lines • A Journal Batch can contain journals of any currency but a Journal can have lines in only one Currency
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Journal Entry •Enter Journals in batches or as single journal •All journals in a batch share the same period •Enter journals in Open or Future enterable periods. But they can be posted only in Open periods
For Journal Approval - Ensure
•Journal approval in Set of Books window is enabled •Set profile options to Allow preparer to Approve and to find approver method
•Set time limit for journal approval to time-out and return to user creating journal
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Enter Journals
Supply Exchange
Rate
Yes
No
Is the journal
entry correct
No
Review Journals
Post Journals
Foreign
Currency?
• When posting to earlier open periods, actual balances roll forward through the latest ever-opened period
Is the journal
entry correct
No Mark Journal for
Reversal
Generate Reversal
Journal Voucher
Post Journals
Generate Reports
Generate Reports
Yes
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Journal Entries - Auto Post/Reverse
AutoPost •Automatically Post journal batches that meet specific criteria with combination of Source, Category, Balance Type and Period. For example - Automatically Post journals from sub-ledgers like Account Payable / Accounts Receivable
•Schedule the Auto Post program for the AutoPost Criteria Set defined periodically from “Schedule” window
Auto Reverse •Auto Reverse journals that are routinely reversed,like period end accrual journals by marking the journal category as auto-reverse.
•Run Open Period program to launch Automatic Reversal or Submit the Automatic Reversal Program from Submit request form
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General Ledger End Day 1
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General Ledger Begin Day 2
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1. Recap of Day one
2. Recurring Journals
3. Mass Allocation
4. Mass Maintenance
5. Document Sequencing
6. Budgeting
- Budget Organisation
- Budgets
- Budget Entry
7. Lunch Break
Agenda – Day 2
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8. Budgetary Control Groups
9. Hands on Session
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Recurring Journals
•Create Recurring Journals for transactions that occur every Accounting Period • Create three types of Journals using Recurring Journals
Skeleton Journals
• Enter accounts only • Do not enter a formula to create skeleton journals • Each generation produces journal entries with no journal line amounts • Enter journal Line amounts using Enter Journals form
Standard Journals
• Enter Accounts and Constant Amounts • Enter a formula using constants to generate recurring standard journals • Each generation produces a journal with identical Journal line amounts • Example, Average Sector Distance can be created as a standard recurring journal
Formula Journals
• Enter Accounts and variable amounts • Enter a formula using Accounting Flexfields as arguments
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Mass Allocation Journals
•Define a single formula to allocate amounts across a group of Balancing Segment values, Cost Centers etc.,
Allocate Amounts
Total Crew Cost(CC)
CC – EWR
CC – BGO
CC – BOS
CC – SFO
Common Pool
Target
Basis of Distribution
-Cabin Crew Working (STAT)
by route / aircraft
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Auto Allocation Workbench
Auto Allocation Workbenches • Set-up the order in which allocation process has to be performed
Step Down Allocation Parallel Allocation
• Use both Recurring Journals as well as Mass Allocation journals in the Auto Allocation process • Workflow to manage the whole Journal Creation and Accounting process.
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Mass Maintenance
Perform the following using Mass Maintenance
• Move/Merge Operation - Transfers balances from one or more source accounts to one
or more target accounts. For example, cost of aircraft before allotting TAIL numbers can
later be moved from a generic aircraft number, like B744NO7 into Specific TAIL
number.
• Mass Creation - Create new accounts automatically based on existing accounts.
Example - when a new Cost Center is added, use another cost center as the basis to
create all the account combinations
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Document Sequencing
• Methodology to number the transactions either automatically or manually
• Number vouchers based on the Journal Category
Process for Document Sequencing
a. Define Journal Categories
b. Define Document Sequences
c. Assign Document Sequences to Journal Categories
d. Set profile option for Sequential Numbering for the responsibility
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Budgeting
• Define Budgets to represent specific estimated costs and revenues for a range of
accounting periods.
• Control Access to budget data by assigning passwords to the budgets.
• Maintain and revise unlimited number of budget versions.
• Create budget journal entries to provide audit trial.
• Use GLDI or Oracle Financial Analyzer to upload budgets.
• Upload budgets from any external budgeting system
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Budgetary Control and On line Funds Checking
• Budgetary Control is the process of recording budget data and tracking actual data and
encumbrance against a budget.
• Funds Checking prevents overspending budgets by verifying available funds online
before processing a transaction.
Online Checking and Reserving funds.
Immediate update of funds available balance.
Control expenditures at detail and summary level.
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Budgetary Control Options
• Set Budgetary Control options for
Detailed accounts
Summary accounts
Journal entry sources and categories - in Budgetary Control Group.
• Enter Funds Check Level to control the severity of budgetary control checks.
Absolute.
Advisory
None.
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A Budget consists of periods, accounts and amounts
Anatomy of a Budget
Name : BM 2004 PLAN
Jan-04 to Dec-04 5110 ---- GBP 100
7220 ---- GBP 200
Periods
Amounts
Accounts
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Define budgets, assign accounts to budget organizations, and record budget amounts using different forms
Periods Use Define Budget form
Accounts Use Define Budget Organization form
Amounts Use various forms to enter, calculate and transfer budget amounts
BD 2004 PLAN
Finance Dept
Engg. Dept
J E Finance Dept GBP 400 Engg. Dept GBP 700
BD 2004 PLAN Jan-04 to Dec-04 Finance Dept -- GBP 400 Engg. Dept -- GBP 700
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Define Budgets
Define Budget Organisation
Review & Correct Budgets
Freeze Budgets
Define Budgetary Control Group
Report on Budgets
1
2
3
4
5
6
Budget Accounting Cycle :
Enter Budgets
7
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Budgetary Control Groups
1) Do not perform budgetary control on transactions coming from the CEO’s office
2) Perform absolute budgetary control on invoices, but allow override for certain Accounts Payable users of GBP 5000 or tolerance of 5 %
3) Perform advisory budgetary control for all requisitions from Management Accounting
Requi- sitions
Purchase Orders
FUNDS CHECK LEVEL - None
Invoices
FUNDS CHECK LEVEL Absolute Override Amount 5000 GBP
FUNDS CHECK LEVEL-Advisory
Requisitions
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General Ledger End Day 2
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General Ledger Begin Day 3
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1. Recap of Day 1 & Day 2
2. Encumbrance Types
3. Revaluation
4. Translation
5. Multiple Reporting Currencies
6. Lunch
7. Global Consolidation System
8. Global Inter-company System (GIS)
Agenda – Day 3
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9. Financial Statement Generator
• Row Set
• Column Set
10. Hands on session
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BMI Set Of Books
Encumbrance Types
1) The user department creates a requisition for new equipment Requisition
----- ----- ------ -----
2) The Purchasing Department creates a Purchase Order to order the new equipment
Purchase Order ----- ----- ------ -----
3) The Payables Department receives an invoice for the equipment from the vendor
Invoice ----- ----- ------ -----
Post a Commitment Encumbrance Journal
Reverse the Commitment and post an Obligation Encumbrance Journal
Reverse the Obligation and post an Actual Payables Journal
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Revaluation
• The exchange rate difference arising out of revaluation is posted to Unrealized Gain/Loss Account • Generate Journals for Revaluation and automatically mark them for Reversal in the immediate following period
USD
Foreign Currency
R E VA L U E
GBP
Functional Currency
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Translation
• Oracle General Ledger translates Balance Sheet and Income Statement Accounts as per SFAS 52
T R A N S L A T E
GBP
USD
Functional Currency
Foreign Currency
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Multiple Reporting Currency
Multiple Reporting Currency (MRC) •MRC permits Organisation to maintain and report on multiple functional currencies at transaction level •MRC can be used when both transactions and general account balances are required for
reporting in multiple currencies
MRC Set up
•Define additional set of books with functional currency in the reporting currency
•Enable the Set of Books type for both Primary and Reporting Set of Books in Multiple
Reporting Currencies tabbed region
•Assign the reporting set of books to the primary set of book
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MRC...
•Define Conversion options for each application
•Define General Ledger conversion rules
•Define Reporting responsibilities •Assign Profile Option for the reporting responsibilities
•For Sub-ledger responsibilities, attach MO:Operating Unit profile option
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Consolidation Consolidation within a Single Set of Books • Multiple companies represented by multiple values in the balancing segment • No separate consolidation is required. Achieved by Parent - Child Relationship
Consolidation from Multiple Sets of Books
• Required when multiple sets of books are maintained where transactions are entered and balances are held, which needs to be reported together.
• Consolidation can take place either at Balance Level or at Transaction Level.
• Actual Balances as well as Budget Balances can be consolidated from one book to another.
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Consolidation...
• Oracle General Ledger enables you to consolidate one or more sets of books into another for reporting purposes
C O N S O L I D A T E
Subsidiary 1 Set of Books
Subsidiary 2 Set of Books
Subsidiary 3 Set of Books
Parent Set of Books
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Define Sets of Books
Define Parent and Subsidiary Relationship
Create Mapping Set (O)
Prepare Consolidation Data
Perform Consolidation
Define and generate Elimination Entries
1
2
3
4
5
6
Consolidation Steps :
Define Segment Mapping
7
Post Consolidation Journals
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Inter-company Accounting Intercompany Accounting within a Single Set of Books
• Inter company journals are identified by the different balancing segment values with in a Single Journal • However, Journals are balanced for each of the balancing segment value during posting.
• Based on the Setup parameters for Intercompany accounting, appropriate I/C Receivable and Payable accounts are populated.
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Intercompany Accounting with Multiple Sets of Books • Processed through GIS - Global Intercompany System
• Can also be between Sets of Books which does not reside in the same instance also.
• Transactions are identified by the Transaction Type.
• Rules can be defined to derive the I/C Clearing Accounts and the Receiver’s Distribution account also.
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GIS…
GIS - With Multiple Sets of Books
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GIS - With Multiple Sets of Books in
different instances
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Define Subsidiaries
Set up I/C Profile Option
Define I/C Clearing Accounts
Define Accounting Rules
Enter, Review & Approve Transactions
Transfer Txns and Post
1
2
3
4
5
6
GIS Accounting Cycle :
Define I/C Transaction Types
7
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• Online Inquiries
• Online viewing of actual, budget, encumbrance and funds available balance for summary and detail accounts.
• Drill Down to the detailed information.
• Standard Reports
• Use a variety of standard management and accounting reports for detailed information such as Chart of Accounts Listing, Journal Reports, General Ledgers, Account Analysis and Trial Balances.
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Reports
• Custom Reports
• Use Financial Statement Generator (FSG) to build custom reports without
programming.
• Define reports online with complete control over its rows, columns and contents.
• Create reports across Set of Books.
• Control the display of information in reports.
• Highlight information requiring special attention.
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Define Row Sets
Define Column Sets
Define Content Sets
Define Row Orders
Define Display Sets
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2
3
4
5
• Create Customized financial reports on account balances using the Oracle General Ledger Financial Statement Generator (FSG)
A
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Autocopy Report Components
Define Reports
Define Report Sets
Autocopy Reports and Report Sets
Request Reports and Report Sets
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7
8
9
10
A
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Row and Column Sets •Row Set and Column sets are 2 primary building blocks of FSGs.
•Utilize the Row/Column Set for several reports.
•Assign Accounts or Calculations to a row or column. Calculations are useful for creating totals,subtotals, variances or percentages
•Use Column Set Builder for building columns easily and to give an idea of how the report will look after FSG runs it Row Order •Display Account Values and/or Description
•Change Account Segment order
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Display Options: •Display or don’t display a row or column
•Display or don’t display when the balance is Zero
•Change Sign •Choose to display the amounts on report at different precision levels, or factors (like Units,thousands or millions) •Level of detail reporting allows for screening out excessively detailed information when you run reports for high level audience Content Set: •Assign a content set to a report and generate hundreds of similar reports in a single run.
•Content set can be saved as part of report definition or can be added dynamically when you request an FSG report
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General Ledger End Day 3
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General Ledger Begin Day 4
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1. Recap of Day 1 / Day 2 and Day 3
2. Financial Statement Generator (FSG) Contd…
3. Application Desktop Integrator (ADI)
4. Lunch
5. ADI Contd…
6. Hands on Session
7. Quick recap of the training sessions and Q& A Session
Agenda – Day 4
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Display Sets and Display Groups: •Produce report variations which omit sensitive information or which include information normally not included in the reports. However, hidden columns cannot be subsequently displayed using a display set •Display set can be saved as part of report definition or can be added dynamically when submitting an FSG report.
Report Sets: •Use report sets to group several reports to run on a sequential order
Scheduling Reports: •Use the “Run Financial Statement Generator” to schedule the reports to run on specific dates and specific times
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Application Desktop Integrator(ADI)
The Application Desktop integrator is a spreadsheet based tool for entering Budget amounts,
entering journals, and running financial reports
Application Desktop Integrator operates within Microsoft Excel, allowing you to take full
advantage of familiar Excel functionality while seamlessly integrating with Oracle General
Ledger
ADI includes
Budget Wizard
Account Hierarchy Editor
Analysis Wizard
Journal Wizard
Report Wizard ADI - Asset Options
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Application Desktop Integrator
a. Budget Wizard
Provides a spreadsheet based interface to simplify budget data entry and modelling.
Use budget wizard to download existing budget balances from General Ledger or create a new
budget
b. Journal Wizard
Design and automatically generate spreadsheet-based journal entry worksheets and enter data in
the worksheet.
ADI validates the data you enter against the accounts, security rules, and reference
information you defined in General Ledger. Automatically upload journals to General Ledger.
c. Report Wizard
Report Wizard provides a spreadsheet-based interface to General Ledger’s Financial Statement
Generator (FSG).
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Account Hierarchy Editor
d. Analysis Wizard
Analysis Wizard combines multidimensional analysis with report drilldown, completely
within Excel. You can select amounts from spreadsheet reports and drill into the underlying
financial information within Oracle Applications.
Select an individual account and drill into its summary balances, detail balances, journal
lines, down to Payables and Receivables subledger details.
e. Account Hierarchy Editor
The Account Hierarchy Editor is a powerful tool that allows you to create, maintain,
simulate, view, and print your Oracle General Ledger account hierarchies.
With its drag and drop graphical user interface, the Account Hierarchy editor is intuitive,
flexible, and easy to learn.
The user interface is extremely fast and features scrolling windows and split screens to
maximize your efficiency.
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End of General Ledger Training
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Thank You
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