integration with fixed assets, purchasing, payables

Session ID:

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10682

Integration with Fixed Assets, Purchasing, Payables, Projects, General Ledger, etc

Enter to win: Oracle E-

Business Suite: A Fixed Assets

Perspective: Unlock the

Mystery of Oracle Assets

April 10, 2019 @ 4:30PM-5:30PM

Brian Bouchard

Global Backoffice Operations Manager

Donaldson Company

@bbouchard34

Agenda

• Welcome / Introductions

• Oracle Assets Overview

• Oracle Integration Overview

• Oracle Assets & Purchasing Integration

• Oracle Assets & Payables Integration

• Oracle Assets & Projects Integration

• Oracle Assets & WebADI Integration

• Oracle Assets & General Ledger Integration

• Q & A

Introduction

Introduction

About the Presenter - Brian Bouchard

• Working with Oracle EBS / Cloud for 27 years

• Main focus was Oracle Financials (Assets)

• Roles: Fixed Asset Manager, Consultant, Trainer, Financial Systems Manager,

Global Backoffice Operations Manager, Entrepreneur

• Presented at Collaborate, Open World, GEOs, and AUSOUG

• Implemented over 35 full life cycle systems

• Authored a book on Fixed Assets

• Book Reviewer on 2 Oracle Books on R12 and HR

• Hold a patent & copyrights for a asset transfer & reporting solution

Oracle Assets

Overview

Oracle Assets Overview

Asset Processes


Mass Additions Process


Asset Record Requirements

• Descriptive Information

Header

– Asset Category (Items, AP, FA)

Asset Details Tab

– Description (Items, PO, AP, FA)

– Asset Key (FA)

– Units (PO, AP, FA)

– Asset Type (Items, PO, AP, FA)

• Financial Information

Header

– Book (AP)

– Cost (AP, FA)

– Date Placed in Service (AP, FA)

– Depreciate Flag (FA)

Depreciation Tab

– Depreciation Method (FA)

– Depreciation Life (FA)

• Distribution Information

Header or Assignment Button

– Employee (PO, AP, FA)

– Depreciation Expense

Account (FA)

– Location (FA)


Asset Dependent Data Element

• Items

• Suppliers

• Employees

• Asset Categories

• Asset Key

• Location

• Depreciation

Books

• Projects

• Purchase Orders

• Invoices

• Accounts

• Ledgers

– Chart of Accounts

– GL Calendars

– Currencies

– Subledger Accounting Method

Oracle Integration

Overview

Oracle Integration Overview

Enterprise Asset

Management

Inventory

PurchasingiProcurement

Payables

Projects (Costing)

Assets

ReceivablesCash

Management

Human Resources

Cost Management

General Ledger

E-Business TaxReport

Manager

Subledger Accounting

BOM

WIP

Oracle Integration Overview

Oracle Assets and

Purchasing

Integration

Oracle Assets and Purchasing Integration

Scenarios:

1. Purchase Order with asset related Item

2. Purchase Order with no asset related item


Scenarios: 1. Purchase Order with asset related Item



Item Setup:

• Define Asset Category

• Expense Account

enter an Asset or CIP

Clearing account



Purchase Order:

• Enter capital related

item


Scenarios: 2. Purchase Order with no asset related item


Scenarios: 2. Purchase Order with no asset related item

Purchase Order:

• Leave Item field

blank

Oracle Assets and

Payables Integration

Oracle Assets and Payables Integration

Integration:

Payables can integrate with either Oracle Assets or Oracle Projects or both.

Oracle Assets:

Interface invoices that are not related to projects. Identified by the Project and Task field – must be

blank. Account entered on Invoice must be defined in Assets as a CIP or Asset clearing account.

Oracle Projects:

Interface invoices that are related to projects. Identified by the Project and Task field – must be

populated.

Both Oracle Assets & Oracle Projects:

The flow of data is not an all or nothing flow, invoices depending upon data entered in Payables can

flow to either Assets or Projects. Many companies will force all asset related invoices through

Projects even if they are not associated to a true project.


Scenarios:

1. Invoice matched to a PO with an asset related item

2. Invoice matched to a PO without an item

3. Asset related invoice directly entered into AP


Scenarios: 1. Invoice matched to a PO with an asset related item



Invoice Entry:

• Select Match

button



Invoice Entry:

Comes from PO

which pulled the

values from the item

• Asset Category

• Expense Account

Comes from PO

• Supplier

• Units


Scenarios:

Assets (Mass Additions):

• Asset Category

• Account

• Supplier

• Units

1. Invoice matched to a PO with an asset related item


Scenarios: 2. Invoice matched to a PO without an item


Scenarios:

Invoice Entry:

• Select Match

button



Scenarios: 2. Invoice matched to a PO without an item

Invoice Entry:

Comes from PO

• Supplier

• Expense Account

• Units


Scenarios:

Assets (Mass Additions):

• Account

• Supplier

• Units



Scenarios: 3. Asset related invoice directly entered into AP



Invoice Header:

Defines the common information about the invoice: invoice number and date, supplier information,

remittance information, and payment terms. Information specified at the invoice header level

defaults down to the line level, but can be overridden.

Invoice Lines:

Defines the details of the goods and services as well as tax, freight, and miscellaneous charges

invoiced by a supplier. There can be multiple invoice lines for each invoice header. The Lines Tab

of the invoice Workbench captures all of the details for the invoice line necessary for accounting,

as well as for cross-product integration with other Oracle EBS applications, such as Assets, Grants

Accounting, Inventory, Projects, Purchasing, Property Manager, and Receivables.

Invoice Distributions:

Defines the source for an accounting entry generated from the invoice.



Invoice Header:

Invoice Lines:

Invoice Distributions:



Units:

Mass Additions: Interfaced to Assets



Asset Units:

Invoice are entered directly into Payables with no matching to a Purchase Order. When an

invoice is entered directly into Payables without matching, the units that get interfaced to Oracle

Assets will be set to 1 regardless of how many units were invoiced.

Invoice Lines:

New in R12 – allows Payables to enter additional information about the item purchased that may

be Project or Asset related. Information entered would be integrated to other applications.

Note: Need to have a good understanding of the purpose for each field, they might seem to

have a purpose other than what they actual have.

Distribution Account = the expense account to be charged for the item (i.e. Asset Clearing

Account)



Sample Invoice:



Sample Invoice: - Option 1 – Enter details distribution level (as prior to R12) [Red = 11 lines]

– Total invoice amount to be entered at line level.



Sample Invoice: - Option 2 – Enter details line level [Red = 11 lines]



Sample Invoice: - Option 3 – Enter details LINE level [Blue = 6 lines]



Sample Invoice: - Option 4 – Enter as line details with distribution details



Invoice Lines: Asset related fields to interface

Oracle Assets and

Projects Integration

Oracle Assets and Projects Integration

Integration:

Projects will integrate with Payables and Cost Management to retrieve

costs/expenditures that are project related.

Oracle Payables:

Any invoices that are coded to a Project, Task, Expenditure Org, and Expenditure

Type. This would exclude invoices matched to a project related Purchase Order and

you are accruing upon receipt.

Oracle Cost Management:

If your company is accruing upon receipt, for all project related purchase orders,

once received (i.e. a receipt entered) received costs will be integrated to Projects

from iProcurement/Purchasing via Cost Management.


Oracle Projects:

o Accumulate costs associated with a Project / Task

o Serves as a “Subledger” for Oracle Assets – retain asset details

o Once Costs are ready to be capitalized – choose to interface to total cost or a portion

of the cost to Oracle Assets

o Generate a single or multiple assets to interface to Oracle Assets

o Generate additional costs to an existing asset in Oracle Assets

o If needed reverse costs from Oracle Assets back to Oracle Projects


Project Setups - Project Level Defaults: Project Setups - Project Structure:


Projects Expenditures:

Projects Summary:

Oracle Assets and Projects IntegrationCapitalized Assets in Projects:

Projects – Asset Details:


Projects – Interfaced to Assets:Projects – Interfaced to Assets (Mass Additions):


Projects – Interfaced to Assets (Corrections):

Projects – Interfaced to Assets (Corrections):

Oracle Assets and

WebADI Integration

Oracle Assets and WebADI Integration

o An Excel based tool that allows users to enter asset details in an Excel

Spreadsheet and upload directly into Oracle Assets

o WebADI interfaces like Payables and Projects, directly to the Mass Additions

Interface Table.

o Upon uploading asset details, you can choose to post the records, thus

avoiding the Prepare Mass Additions step.

o Oracle provides seeded Excel templates for entering asset(s) that will contain

the data elements that are required

o Update templates

o Modify templates

o Create templates


o WebADI is useful when converting asset records from a legacy system

o Note that WebADI templates have the same restrictions as Excel. There is

a number of row limitation; depending on your version of Microsoft Excel.

This might not be the best solution for converting asset for very large

companies.

o WebADI uses the Oracle setup when entering asset data (i.e. asset category

values, location values, etc.)

In Oracle Release 12 WebADI replaces the client version of ADI.


Fixed Assets Navigation:


Seeded Templates


Modify Seeded Templates

• Log into Oracle and select the Desktop Integrator responsibility

• Select Define Layout from the Navigator

• Select Fixed Assets - Additions Integrator from the drop down list of values

• Select the Go Button

• Select a seeded template

• Select the Duplicate button

• Enter the new Layout Name

• Select the Apply button

• Select the New Layout

• Select the Update button

• Modify the template save template changes



Define Placement of Required Fields:



Select Addition Fields:


Populating Templates With Asset Data

When populating double kick on cell to retrieve a list of values from Oracle:


Uploading Templates With Asset Data

Excel Add-Ins:

Uploading Success or Failure:

Oracle will display a status screen and once the load is

complete, Oracle will display the number of successes and

failures.

For each record that was successfully uploaded,

Oracle will display a smile face in the Message field

of the WebADI template.

For every record that failed to be uploaded, Oracle

will display a frown and error message in the

Message field of the WebADI template.

Review all records that failed, correct the issue

identified in the Message field and rerun the upload

process.

Oracle Assets and

General Ledger

Integration

Oracle Assets and General Ledger Integration

Oracle Assets and General Ledger Integration

Create Accounting: New process in R12 to generate accounting entries in Assets

Great Sources for

Information

Great Sources For Information

• Account Payables (AP)

• Application Desktop Integrator (ADI)

• Applications Express (APEX) for EBS

• AR, Credit and Collections

• Archive and Purge

• Assets

• BI Publisher

• Channel Revenue

• Configurator

• Cost Management

• Customer Experience Community (CXC)

• Customization & Alternatives

• Database

• Discrete Manufacturing

• E-Business Suite Advanced Architecture

and High Availability

• E-Business Applications Technology Stack

• E-Business Suite Functional Analyzers

• E-Business Suite Security

• E-Business Suite Workflow

• Electronic Data Interchange (EDI)

• Emerging Technologies

• Enterprise Asset Management (eAM)

• Enterprise Manager for Applications

• EPM / Hyperion

• Fusion Middleware

• General Ledger (GL)

• Governance, Risk and Compliance

• Government Contractor

• Logistics

• Master Data Management

• Migration & Integration

• Mobile Apps for Enterprises

• Multi-National

• Oracle Analytics, BI and Big Data

OAUG EBS Special Interest Groups (SIGs) [48]

• Oracle Order Management & Advanced

Pricing

• Oracle Process Manufacturing

• Oracle Revenue Management & Billing

Application & Analytics

• Oracle Tax Management

• Oracle Transportation Management

(OTM)

• Procurement

• Projects

• Public Sector

• Sales Performance Management

• Siebel CRM

• SysAdmin

• Upgrade

• User Management / Role Based Access

Control

• Value Chain Planning


• Account Payables (AP)

• AR, Credit and Collections

• Assets

• Channel Revenue

• Cloud ERP

• Customer Experience Community

• Discrete Manufacturing

• Emerging Technologies

• Enterprise Asset Management (eAM)

• EPM / Hyperion

• General Ledger (GL)

• Governance, Risk and Compliance

• Government Contractor

• Logistics


• Multi-National

• Oracle CPQ Cloud (Configure, Price, Quote)

OAUG Cloud SaaS Special Interest Groups (SIGs) [29]

• Oracle Order Management & Advanced Pricing

• Oracle Process Manufacturing

• Oracle Revenue Management & Billing Application & Analytics

• Oracle Tax Management

• Oracle Transportation Management (OTM)

• Procurement

• Projects

• Public Sector

• Sales Performance Management

• Siebel CRM

• User Management / Role Based Access Control

• Value Chain Planning


• Applications Express (APEX) for EBS

• Archive and Purge

• Customizations and Alternatives

• Database

• E-Business Suite Advanced Architecture and High Availability

• E-Business Suite Applications Technology Stack

• E-Business Suite Functional Analyzers

• E-Business Suite Security

• E-Business Suite Workflow

• Enterprise Manager for Applications (EM4APPS)


• Migrations & Integrations

• SysAdmin

• Upgrade

OAUG Cloud IaaS Special Interest Groups (SIGs) [14]

• BI Publisher

• Electronic Data Interchange (EDI)

• Fusion Middleware

• Mobile Apps for Enterprises

• Oracle Analytics, BI and Big Data

• User Management / Role Based Access Control

OAUG Cloud PaaS Special Interest Groups (SIGs) [6]


Africa

• West Africa OAUG

Canada

• Alberta Canada OAUG

• British Columbia Canada OAUG

• Southern Ontario OAUG

India

• India OAUG

South America

• Latin OAUG

United States

• Arizona / New Mexico OAUG

• Atlanta OAUG

• Colorado OAUG

• DC OAUG

• Eastern States OAUG

• Gateway OAUG

• Gulf Region OAUG

• Heartland OUG

United States (Continue)

• Michigan OAUG

• Mid-Atlantic OAUG

• Nevada OAUG

• New England OAUG

• New Jersey OAUG

• North Central OAUG

• Northern California OAUG

• Northern Ohio OAUG

• Northwest OAUG

• OAUGNYC Metro

• Ohio Valley OAUG

• Oklahoma-Arkansas OAUG

• Pittsburgh OAUG

• San Diego OAUG

• Southwest Regional OAUG

• Texas-Louisiana OAUG

• Twin Cities Manufacturing OAUG

OAUG Geographic User Groups (GEOs) [31]

Session ID:

Remember to complete your evaluation for this session within the app!

10682

[email protected]

integration with fixed assets, purchasing, payables

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