steps for closing period in r12 financials - draft 001

Steps for Closing Period in R12 Financials

Oracle Financials E-Business Suite Release 12 Period End Procedures.........................2

Chapter 1 SLA and Period End Close dependencies..................................................................3

1. Sub Ledger Accounting (SLA) – Business Process.............................................................3

2. Sub Ledger Accounting (SLA) – Process Change................................................................4

3. SubLedger Accounting (SLA) – Reconciliation......................................................................5

4. General – Period End Close Dependencies.............................................................................6

Chapter 2 Oracle Projects.........................................................................................................................7

1. Business Requirements..................................................................................................................7

2. PROJECT PERIODS AND GENERAL LEDGER PERIODS......................................................7

3. PERIOD STATUSES..............................................................................................................................7

Chapter 3 Oracle Order Management...............................................................................................17

1. Business Requirements...................................................................................................................17

2. Procedures..............................................................................................................................................17

Chapter 4 Oracle Cash Management.................................................................................................23


2. Procedures..............................................................................................................................................23

Chapter 5 Oracle Payables......................................................................................................................28


2. Procedures..............................................................................................................................................28

Chapter 6 Oracle Receivables...............................................................................................................38

15. Business Requirements................................................................................................................38

16. Procedures...........................................................................................................................................39

Chapter 7 Oracle Purchasing.................................................................................................................48


20. Procedures...........................................................................................................................................48

Chapter 8 Oracle Inventory....................................................................................................................62


0. Procedures..............................................................................................................................................63

Chapter 9 Oracle Assets...........................................................................................................................72


1. Procedures...........................................................................................................................................72

Chapter 10 Oracle Treasury...................................................................................................................79


1. Procedures...........................................................................................................................................80

Chapter 11 Oracle General Ledger.....................................................................................................82


1. Procedures...........................................................................................................................................83

Chapter 12 Period End Processing - Summary............................................................................96

Appendix: More information and Change Record....................................................................102

1. Related Metalink Information.................................................................................................102

Oracle Financials E-Business Suite Release 12 Period End Procedures

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

Assumptions

These ‘Period-End Procedures’ were written with the assumption that Oracle Financials was implemented for a single operating unit. Where an organization has implemented the ‘Multi-Org’ features of Oracle Financials, these procedures would need to be performed for each operating unit individually unless Multi-Org Access Control is enabled.

Note: R12 requires multi-org functionality to be used.

Oracle Workflow is incorporated in the Release 12 applications. It is assumed that these Workflow Processes will be monitored and attended to by a System Administrator on a regular basis. Some Workflow Processes like the Requisition Approval Workflow or the Purchase Order Approval Workflow will require a direct response from a message recipient rather than a System Administrator.

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

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

Chapter 1 SLA and Period End Close dependencies

1. Sub Ledger Accounting (SLA) – Business Process

The new Subledger Accounting architecture in Release 12 provides a common repository of all your accounting information. Whenever you want to account for your subledger transactions, onine or as a background batch process, the accounting is generated by Subledger Accounting.

Subledger Accounting helps to maintain a common link between General Ledger balances and underlying transactions automatically, for internal and external audit purposes, and for ease of drilldown.

Subledger Accounting provides a comprehensive view of all subledger accounting data. It behaves like a detailed version of your General Ledger and provides a rich store of information for reporting and analysis.

Oracle’s Subledger Accounting, coupled with Oracle General Ledger, gives you the best of both worlds.

It allows your general ledger to be free of extraneous data, so that you can maintain a simple chart of accounts and store only what is needed for general ledger reporting and analysis.

The moment you need to access more detailed information, you can go directly to Subledger Accounting to see the detail from all transaction sources that feed the GL account balance without having to go back to multiple source systems and applications.

Just as Oracle General Ledger stores balances and journals, Subledger Accounting stores subledger balances and subledger journals for all of your subledgers that require accounting.

SubLedger Accounting, a new model between the Subledgers and GL.

2. Sub Ledger Accounting (SLA) – Process Change

Due to the impact of the Subledger Accounting Architecture the close process has changed between Release 11i and Release 12.

In Release 11i the transactions and distributions represented the accounting. In Release 12 however distributions on transactions in subledgers are considered to be the default accounting and should therefore not be used for reconciliation purposes. The reason is that subledger accounting enables you to change the accounting for transactions to be different from the default accounting, and therefore the subledger accounting becomes the single source of truth for accounting reconciliations.

When you close your periods in each of the subledgers, General Ledger will in Release 11i automatically create the balancing lines for journals posted to General Ledger.

This changes in Release 12 as subledger accounting creates the balancing lines at the time you account for the subledger transactions.

The subledger accounting journal represents your REAL accounting and the balancing lines are created as part of these Subledger Accounting Journals.

When you close a period in Release 12 you’re actually closing subledger accounting. The journals can then be posted to General Ledger to update the General Ledger balances.

Differences between R11i and R12

3. SubLedger Accounting (SLA) – Reconciliation

From a reconciliation perspective the picture below shows what’s changed between R11i and R12. In Release 11i you reconciled your transactions and distributions to General Ledger through transactional reports. In the accounting reports in Release 11i you’d see the balances but not the transactional information.

In Release 12 there is no reason to reconcile distributions on transactions to General Ledger. You can still reconcile transaction reports to accounting reports. The new accounting reports in Release 12 now also contain more comprehensive information not just on balances but also on suppliers, customers and transactions.

The point to note is that when you do account balance reconciliation you should ignore distributions in Release 12, especially if you have altered your subledger accounting rules.

Reconciliation between R11i and R12

4. General – Period End Close Dependencies

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

The diagram above shows the dependencies between some of the main Financials products and a couple of supply chain products.

You have to close Oracle Payables before you close Oracle Purchasing to account for Purchasing Accruals at Period end. You also close Oracle Payables before you close Oracle Inventory and Oracle Assets.

You actually have to close Oracle Cash Management before you close Oracle Receivables, as bank reconciliation in Cash Management will create miscellaneous receipts in Oracle Receivables.

Finally you close all of your subledgers before you close General Ledger.

Chapter 2 Oracle Projects

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

1. Business Requirements

Period end procedures for Oracle Projects has two main functions: Changing the status of the current period to closed To activate all the processes and controls necessary to produce reports that

accurately reflect the period activity, while allowing minimum interruption of transaction processing.

2. PROJECT PERIODS AND GENERAL LEDGER PERIODS

In Oracle subledgers, such as Projects, transactions are summarized into periodic cycles for reporting and reconciliation. Most subledgers have a periodic cycle that parallels the General ledger fiscal cycle.

However, projects may be based on a different periodic cycle to that of the General ledger. Project periods may be based on a different period of time such as a week.If the two sets of periods overlap, then you may need to put in place special procedures for the reconciliation of Projects to the General ledger, and other modules.

Suggestion: If you have different periods in Projects, you may like to consider using one of the alternate General ledger period conventions, such as a 5-4-4 period split. This will enable you to more easily align Projects with General ledger for reconciliation purposes.

3. PERIOD STATUSES

Oracle Projects has statuses similar to the standard period statuses as in other modules:

Never Opened The period has never been used.Future Enterable The period is open to accept transactions from other modules.

Usually used where modules are maintained in different periods, and transactions are likely to be posted across modules.

Open Period is available for data entryClosed Period is closed for processing, but can be re-opened if required.Permanently Closed No further processing is possible.Pending Close This status prevents transaction entry, and allows users to correct

unprocessed items prior to completing the period close.

1. GENERAL EXCEPTION HANDLING AT PERIOD END

If you do not want to correct exceptions during the current GL period, then you can run the process “PRC: Sweep Transaction Accounting Events” to change the date on unaccounted transaction accounting events to the first day of the next open GL period, without accounting for them.

The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation.You can generate the Subledger Period Close Exceptions Report through a concurrent request for the application associated with the responsibility or for all applications in the General Ledger responsibility.

2. PROCEDURES1. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM OPEN TO

PENDING CLOSE

This is an interim status, which allows you to interface and adjust transactions in the period but does not allow transaction entry.

This process needs to be performed for each Operating Unit defined.

2. 2. OPEN THE NEXT ORACLE PROJECTS PERIOD

It is recommended that you open the next period to minimize interruption to users, who may require the ability to enter transactions in the new period during the current period close procedure.

This process needs to be performed for each Operating Unit defined.

3. 3. COMPLETE ALL MAINTENANCE ACTIVITIES

As there are a number of maintenance activities that can affect the period close procedure, you should ensure that all the following maintenance activities have been completed:

Project Maintenance (revenue/billing based options)

Billing burden schedules and burden schedule overrides Bill rate schedules and bill rate overrides Project labor multiplier changes Revenue budget changes Project/Task % complete Funding changes Changes in the task Ready to Accrue checkbox

Implementation Maintenance

Employee assignments Labor cost rates Standard costing burden schedule maintenance

Other Maintenance

Retroactive changes in employee assignments Retroactive changes in labor cost rates Changes in Auto-Accounting Rules or Lookup Sets

Suggestion: You may need to implement workflow procedures, or use function and responsibility restrictions to prevent access to these areas during the period close procedure.

4. 4. RUN MAINTENANCE PROCESSES

It is recommend that the following maintenance processes be run in preparation for the period end:

a) Run Burden Schedule maintenance to assure that all burden schedules have been compiledRun PRC: Compile All Burden Schedule Revisionsb) Run organization maintenance to ensure all organizations have been added to all affected compiled burden schedulesRun PRC: Add New Organization Compiled Burden Multipliersc) If changes or additions were made to pre-existing resource lists, update the project summary amounts before, not during, the period closeRun PRC: Update Project Summary Amounts After Resource List Change

5. 5. COMPLETE ALL TRANSACTION FOR THE PERIOD BEING CLOSED

Enter and Approval all Timesheets for the PA Period

Import all timesheets entered via Self-Service Time.Run PRC: Transaction Import. Transaction Source = Oracle Self-Service Time.Verify that all pre-approved timesheet batches in the current PA period have been released and approved.

Attention: One rejected expenditure item will cause an entire expenditure to be rejected.

If Oracle Projects is the direct data source for payroll or for reconciling labor costs to payroll, verify that all timecards are entered or accounted for.

Run the AUD: Missing Timecards Report

2. Interface Supplier Invoices from Oracle Payables

Before generating project revenue or running final cost event processes, import all eligible supplier invoices from Oracle Payables.

Warning: If your PA period matches a GL/AP month end, ensure that all new supplier invoices processing for the current GL period has stopped.

Run PRC: Interface Supplier Invoices from Payables

3. Interface Expense Reports from Oracle Payables

Before generating project revenue or running final cost distribution processes, import all eligible expense reports from Oracle Payables to create pre-approved expense report batches. These expense reports may have been entered via Self-Service Expenses or Expense Reports in Oracle Payables.Run PRC: Interface Expense Reports from Payables

4. Project Related Inventory Transactions

Note: the following processes must be completed within Oracle Inventory prior to importing project related inventory transactions:

Run the Cost Collector Project Cost Transfer

Run PRC: Transaction Import.The following transaction sources are pre-defined.

Source DescriptionInventory Manufacturing Material CostsInventory Misc

Inventory Issues and Receipts entered in the Miscellaneous Transactions window in Oracle Inventory

Work In Process

Manufacturing Resource Costs

5. Attention: Entering new expenditures or adjusting existing expenditures during the final cost distribution process may cause reconciliation problems. Access to these activities should be controlled, after verifying that all transactions for the period have been accounted for.

6. RUN THE COST DISTRIBUTION PROCESSES

Run all cost distribution processes to cost all enabled expenditures that have an expenditure item earlier than or equal to the current reporting PA period end date.

PRC: Distribute Labour Costs

PRC: Distribute Usage & Miscellaneous Costs PRC: Distribute Expense Report Adjustments PRC: Distribute Supplier Invoice Adjustment Costs PRC: Distribute Borrowed and Lent Amounts PRC: Total Burdened Cost (If using Project Burdening) PRC: Create and Distribute Burdened Transactions (If using Project Burdening)

Note: PRC: Distribute Expense Report is now obsolete.

7. 6A. RUN THE GENERATE COST ACCOUNTING EVENTS PROGRAM

This is a new program in R12. This program has to be run to generate accounting events, which will be later used by SLA. For more information refer to Oracle Project Costing User guide.

The program to be run is PRC: Generate Cost Accounting Events and PRC: Generate Cross Charge Accounting Events

8. 7. INTERFACE COST TRANSACTIONS TO OTHER APPLICATIONS

You must successfully interface all relevant costs to Oracle Payables, General Ledger and Oracle Assets or revenue to Oracle Receivables before you can change the status of the current PA period to Closed.

Transfer from Projects to GL can be achieved by submitting ‘Create Accounting’ – (PRC: Create Accounting) process from the SRS screen. This program is owned by SLA. This program creates accounting, transfers& posts to GL with the appropriate parameters.If accounting was performed without transferring to GL, them submit PRC: Submit Interface Streamline Processes with the appropriate streamline parameters to transfer the costs to GL. Journal Import can be submitted from GL to import the costs into GL.Interface CIP Assets to Oracle Assets- PRC: Interface AssetsThis process requires that prior to interfacing, all asset lines have been generated, by running the PRC: Generate Assets Lines for a range of projects process.

Attention: You can interface asset lines to Oracle Assets only after you have transferred

the underlying expenditure items to General Ledger

Note: Ensure that all interface transaction reports and exception reports are completed successfully, and/or resolved prior to continuing with the period end

Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. This process ensures processes and reports are run and completed in the correct order. If you use the Streamline process, the order of some of the above steps may be changed, or completed more succinctly.

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8. GENERATE DRAFT REVENUE FOR ALL PROJECTS

After all the cost distributions processes have completed successfully and all supplier invoices have been imported from Oracle Payables, run the mass project revenue generation process.

Run PRC: Generate Draft Revenue for a Range of Projects for all projects.

Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for the processes do not overlap

11. 9. REVIEW AND RELEASE REVENUE FOR ALL PROJECTS

Perform review of the revenue generated and approve the same.

12. 10. RUN GENERATION REVENUE ACCOUNTING EVENTS PROCESS

Run the program PRC: Generate Revenue Accounting Events to generate events for revenue. These events will be used by Create Accounting process subsequently to generate accounting.

13. 11. RUN CREATE ACCOUNTING TO PROCESS REVENUE ACCOUNTING EVENTS

This program is owned by SLA. This program is used to generate accounting and Transfer to General Ledger based on appropriate parameters. If accounting is generated in FINAL mode with Transfer to General Ledger being set as ‘No’ then run PRC: Transfer Journal Entries to GL with parameters to either post in GL or just to leave it unposted. If it is transferred unposted General Ledger posting program needs to be submitted.

Attention: Interface processes have become obsolete. The same is achieved by PRC: Create Accounting

14. 12. GENERATE INVOICES

Run PRC: Generate Invoices to generate Invoices ready for Interfacing to Oracle Receivables.

Run PRC: Generate Inter-company Invoices for a Range of Projects for all projects.This process:

Creates inter-company invoices from cross–charged transactions previously identified by inter-company billing to be processed for cross charging

Deletes unreleased inter-company invoices Creates inter-company credit memos and invoice cancellations.

15. 13. TRANSFER INVOICES TO ORACLE RECEIVABLES

Run PRC: Interface Invoices to Receivables

Run PRC: Interface Inter-company Invoices to ReceivablesWarning: Make sure that Oracle Receivables has not closed its period until all Oracle projects invoices have been interfaced to Oracle Receivables

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14. RUN PERIOD CLOSE EXCEPTION AND TIEBACK REPORTS

Run the period close exception reports to identify transactions that have not been fully processed, and that would prevent you from closing the PA period.

AUD: Cross Charge GL Audit AUD: Missing Timecards EXC: Transaction Exception Details EXC: Transaction Exception Summary PRC: Tieback Invoices from Receivables

The tieback process from GL has become obsolete. Review the report generated by Create Accounting/Transfer to GL processes for any errors.Review these reports and make all the indicated corrections. After the corrections are made, run the reports again until there are no exceptions.

Suggestion: Some of the above reports and processes may be run using the Submit Streamline Processes process. This process ensures processes and reports are run and completed in the correct order. If you use the Streamline process, the order of some of the above steps may be changed, or completed more succinctly. All the streamline options are not available in R12. Some of them have become obsolete. Please refer to the user guide.

18. 15. RUN FINAL PROJECT COSTING AND REVENUE MANAGEMENT REPORTS

Run all of the following project costing management reports:

MGT: Revenue, Cost Budgets by Resources (Project Level)

MGT: Task - Revenue, Cost, Budgets by Resources MGT: Revenue, Cost, Budgets by Work Breakdown Structure MGT: Employee Activity Report MGT: Invoice Review MGT: Unbilled Receivables Aging MGT: Agreement Status by Customer

19. 16. CHANGE THE CURRENT ORACLE PROJECTS PERIOD STATUS FROM PENDING CLOSE TO CLOSED

When changing the status to Closed, the system checks to see if any unprocessed items exist in the period. If unprocessed items exist, the change of status is not allowed.

Re-run the Period close exception reports to identify the items.This process needs to be performed for each Operating Unit defined.

20. 17. ADVANCE THE PA REPORTING PERIOD (OPTIONAL)

When you are ready to view the updated summary amounts for the next PA period in the Project Summary Inquiry window, advance the PA Reporting Period.

Only one period can be designated as the current reporting period for Project Status Inquiry. The current reporting period does not have to be an open period.

21. 18. UPDATE PROJECT SUMMARY AMOUNTS

To enable users to view the latest data in the Project Status Inquiry Window, you must run a final project summary update for the current reporting (pending close) PA period.

Attention: The update process cannot run concurrently with the interface processes

Warning: Do not run PRC: Update Project Summary Amounts After Resource List Change during the closing or post-closing processes.

22. 19. RESTORE ACCESS TO USER MAINTENANCE ACTIVITIES

After the project summary amounts have been updated for the closed, current reporting period, restore access to user maintenance activities.

23. 20. RECONCILE COST DISTRIBUTION LINES WITH GENERAL LEDGER (OPTIONAL)

The followng Project Subledger Audit Reports print cost distribution lines related to projects. These reports enable you to drill down from a GL account balance in the trial balance to the individual project–related transactions.

Run AUD: Project Subledger Summary Run AUD: Project Subledger: Detail by Project Run AUD: Project Subledger: Detail by Expenditure Type

24. 21. PERMANENTLY CLOSE THE ORACLE PROJECTS PERIOD (OPTIONAL)

When you are satisfied with the closing of the PA period and will not need to reopen the period, change the status of the PA period to Permanently Closed

Warning: Once a period is permanently closed it can never be re-opened

Chapter 3 Oracle Order Management

This chapter describes the procedures for performing period-end processing in Oracle Order Management Release 12


Open Sales Orders should be reviewed and where possible appropriate actions should be undertaken to finalise the Order Workflows and close these Sales Orders.

2. Procedures

The following steps are taken in performing period-end processing for Oracle Order Management.

1. 1. COMPLETE ALL TRANSACTIONS FOR THE PERIOD BEING CLOSED

Ensure that all transactions have been entered for the period being closed:

Enter and book all Orders Schedule Orders Enter and book Return Material Authorisations Run the Generate Pre-billing Acceptance Program for Pre-billing, Implicit Acceptance Confirm Shipments and optionally, the creation of install base entries for shipments Sales Order Acknowledgments Cancel Backordered Included Items Respond to Workflow Approval Notifications Confirm that invoice interface has been completed Optionally, confirm that service contracts for warranties and extended waranties have been

created Close Orders

Closing orders that are complete enhances performance, since many programs, windows and report queries retrieve open orders only. Orders marked as closed are not selected, increasing system speed and efficiency. Closed orders are excluded from many of the standard reports available in Order Management, so reporting can be limited only to the active orders.Close lines and close orders are implemented using workflow. Order Management provides seeded close line and close order workflow sub-processes to close the order header and line, respectively. These processes, when included in the order header or line workflow, closes the status of the eligible order or lines. Once an order is closed, no lines can be added or changed.The order header close order process checks at the end of every month to see all the lines associated with are closed. It closes the order header if it finds that all the lines are closed.

Attention: Be sure to include the standard sub-processes of close line and close order at the end of all your line and order flows to ensure that your orders and returns close once all prerequisites have been met.

Close Order LinesAn order line is eligible to close when it completes all of the line-level activities within the workflow process. Order lines can close independent of each other. Once an order line is closed, no changes

can be made to any fields except the descriptive flexfield, for which you can define processing constraints.Holds Effect on Eligible LinesThe close order and close line workflow activities will close order or lines if only generic holds are present .If orders or lines have activity specific holds present, they will not be closed by workflow activity

Attention: If MOAC is enabled for the Order Management responsibility, perform the above tasks for each of the operating units.

2. 2. ENSURE ALL INTERFACES ARE COMPLETED FOR THE PERIOD (OPTIONAL)

Ensure that all interfaces for the current period have been processed:

Order Import from External Order Systems.If you are using external order processing systems for data entry of orders, use the Order Import to update Oracle Order Management from your external systems. Alternatively, if you are using the Order management public API to create orders, ensure that the processes calling the public API is completed.Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. Use the Error Message window to determine if your data failed to import.Order Import from Oracle Purchasing, for Internal Orders.If you are using Oracle Purchasing to process Internal Purchase Requisitions, the following processes need to be completed:

Enter and approve all Internal Purchase Requisitions in Oracle Purchasing. Run the Create Internal Sales Orders Process in Oracle Purchasing for all requisitions within

the current period. Use the Create Internal Sales Orders process to send requisition information from approved, inventory-sourced requisition lines to the Order Management interface tables. Then the Order Import process is run from within Order Management to generate the internal sales orders. The Create Internal Sales Orders and Order Import processes can be scheduled to run automatically at specified intervals.

Run Order Import to create Internal Sales Orders from Internal Requisitions. Run the Internal Order and Purchasing Requisition Discrepancy Report. The Internal Order

and Purchasing Requisition Discrepancy Report displays the differences between the purchasing requisition entered and the actual items ordered during order entry. This report includes all open and closed orders, order numbers, order date ranges, order types,

requisition numbers, items, ship to information, scheduled dates, and internal requisition and internal sales order hold discrepancies.

Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. Use the Error Message window to determine if your data failed to import.

Invoice Interface / AutoInvoice, for external orders. Internal orders do not go through the Invoice interface/ Autoinvoice process. This process will ensure all shipped Sales Order information is transferred to Oracle Receivables when it reaches the appropriate point in the Order Workflow. The AutoInvoice Process updates Oracle Receivables for invoice and revenue information, as well as credit memos and credits on account created from returns.

Attention: This Process is only applicable for Order Workflow Definitions that include the Invoice Interface or Invoice Line processes.

Attention: Order Management does not process Internal Sales Order lines for the Invoice Interface, even if the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type.

3. 3. REVIEW OPEN ORDERS AND CHECK THE WORKFLOW STATUS

Use the Sales Orders Workbench window to review open orders using the Advanced Tabbed Region to specify controls such as whether to find closed orders/lines and cancelled orders/lines.

The Sales Orders window displays the order header status in the Main tab of the Order Information tabbed region. The order line status is displayed in the Main tab of the Line Items tabbed region.The Workflow Status option on the Sales Orders window Tools menu launches the workflow status page. The window shows in tabular format all the activities an order header or line has completed and the corresponding results.From the status page, you can access the Workflow monitor to see the order or line status in a more graphical format. This is available through the View Diagram button.

4. 4. REVIEW HELD ORDERS

Run the following reports to assist with reviewing Sales Orders on hold.

Orders on Credit Check Hold ReportThe Orders On Credit Check Hold Report identifies all of the credit holds currently outstanding for a customer within a date range, or identify why a particular order is on hold. Order Management allows you to perform a credit check on customer orders and automatically places orders on hold that violate your credit checking rules. This report is automatically sorted by customer, currency code, credit check rule, and order number.All balances are calculated as they are using the online credit check rule, including the factor for shipments and receivables for a certain number of days.Hold Source Activity ReportThe Hold Source Activity Report reviews holds placed and removed under a hold source during the time period you specify. This report indicates the date and the type of activity for each hold transaction.Outstanding Holds ReportThe Outstanding Holds Report reviews order holds for the customer or customers you choose. This report displays the order number, order date, ordered items, and order amount for each order line on hold for each customer you select. It is automatically sorted by customer, order number, order line, and then order line detail.

5. 5. REVIEW CUSTOMER ACCEPTANCES (OPTIONAL)

In Pre-Billing Customer Acceptance, once the goods are accepted, invoicing is carried out. In Post-Billing Acceptance, the revenue recognition process is deferred and linked to customers accepting the shipped goods.

6. 6. REVIEW DISCOUNTS

It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies have been followed, and exceptions are clearly identified and reviewed and/or followed up. Use the following reports:

Order Discount Detail ReportThe Order Discount Detail Report reviews discounts applied to orders by order line detail. This report provides detailed line pricing information, including price list price, selling price, and discount information.Order Discount Summary Report

The Order Discount Summary Report reviews discounts applied to orders. This report provides order level pricing information, including agreement, salesperson and total order discount.

7. 7. REVIEW BACKORDERS

Review backlogs and backorders to ensure that these items are current. If required process cancellations for items/lines which are no longer required.

Backorder Detail ReportThe Backorder Detail Report reviews all customer orders that have been backordered. This report provides details for each order including customer name, order number, order type of each order, all backordered items and their appropriate line numbers, total quantity both ordered and backordered, and monetary amounts of both ordered and backordered quantities.Backorder Summary ReportThe Backorder Summary Report lists all unshipped orders. This report includes only open orders in an order cycle that includes Pick Release. It displays order information such as order number, customer name and number, order type, purchase order, order date, last shipped date, and the monetary amounts ordered, shipped and outstanding.This report also includes total amounts for customers and currencies. These amounts involve totals for shippable items only.

8. 8 REVIEW AND CORRECT ORDER EXCEPTIONS

The following reports should be reviewed, and exceptions corrected, before completing the Order Management/Receivables period end:

Unbooked Orders ReportUse this report to review orders entered but not booked. They may indicate incomplete processing, which needs to be corrected/completed, or deleted as appropriate.Retry Activities in ErrorThere are cases when retrying a workflow activity in error will not resolve the problem. When Exception Management encounters this situation, the workflow activity is set to Notified instead of being retried.Sales Order Workflow Status ReportThe Sales Order Workflow Status Report enables Order Management users to locate orders that are not progressing through associated workflows as expected.

9. 9. RECONCILE TO ORACLE INVENTORY

Run the following reports for reconciliation with Oracle Inventory

Backorder Detail ReportReview Backorders (Already discussed under section 7.)Returns by Reason ReportThe Returns by Reason Report reviews all return material authorizations for various return reasons. Order Management automatically sorts this report by currency, return reason, and then item.

10. 10. CREATE SERVICE CONTRACTS (OPTIONAL)

Run the Service Contracts Order Processing Concurrent request to create service contracts for extended warranties.

11. 11. RECONCILE TO ORACLE RECEIVABLES (OPTIONAL)

Run the following reports to assist in reconciliation of orders invoiced in the period:

Commercial Invoice (for all ship dates within the current AR period)The Commercial Invoice Report lists all confirmed shipped items in a delivery. If only a delivery name is specified when defining the parameters of this report, Shipping Execution prints one commercial invoice per delivery within the trip.Order/Invoice Detail ReportThe Order/Invoice Detail Report reviews detailed invoice information for orders that have invoiced. A variety of parameters can be used to print the invoice information for a specific order or group of orders. If there are no invoices for a particular order that meets the parameter criteria, Order Management prints in the report that no invoices exist for that order.

12. 12. RUN STANDARD PERIOD END REPORTS

The following reports should be run each period:

Cancelled Orders ReportThe Cancelled Orders Report reviews all orders that have been cancelled. This report provides a summary of each cancelled order, including order number, customer name, line number and item, the

date and reason the order or order line was cancelled, the quantity ordered and the quantity cancelled, and who cancelled the order.This report can be used to report total amounts cancelled in a specified time-frame, and allows evaluation of the most common cancellation reasons, review cancellations by salesperson, or review cancellations by customers.Salesperson Order Summary ReportThe Salesperson Order Summary Report reviews orders for one or more salespeople. This report displays the order and each order line associated with each salesperson.Salespeople can use this report to see their current outstanding orders and their status. This report shows open orders, quantity ordered, shipped, cancelled, and invoiced and their potential commission.The report displays all open and closed orders for a salesperson, customer or customer number, agreements, order numbers, order date ranges, order types, line type, and detailed sales credit information for lines in a selected range.Customer Acceptance ReportGenerate Pre-billing Acceptance Program for Pre-billing, Implicit Acceptance.

Chapter 4 Oracle Cash Management

This chapter describes the procedures for performing period-end processing in Oracle Cash Management Release 12.


Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control the cash cycle. It provides comprehensive bank reconciliation, bank, bank branches & internal bank accounts setup, intra-bank account transfers, cash pooling and flexible cash forecasting.The Bank Reconciliation process enables the verification of entries on the Bank Statement by reconciling that information with system transactions in Oracle Payables, Oracle Receivables and Oracle General Ledger.During the Bank Reconciliation process miscellaneous transactions can be created for bank-originated entries, such as bank charges and interest.Cash forecasting is a planning tool that helps anticipate the flow of cash in and out of the enterprise, allowing the projection of cash needs and evaluation of the company's liquidity position.

2. Procedures

The following steps are taken in performing period-end processing for Oracle Cash Management.

1. 1. COMPLETE DAILY CASH MANAGEMENT ACTIVITIES

Complete bank account transfers for the day, validate them, if necessary, and send payment instructions to the bank.

2. 2. LOAD BANK STATEMENTS

Detailed information from each bank statement, including bank account information, deposits received by the bank, and checks cleared needs to be entered to Cash Management. Bank statements can be either manually entered or loaded electronically from information received directly from your bank.

For organizations with high transaction volumes Bank Statements should be loaded and reconciled on a daily basis.Refer to: Entering Bank Statements Manually and Loading Bank Statement Open Interface

3. 3. GENERATE SWEEP TRANSACTIONS

If you have target balance or zero balance accounts (ZBA) with your banks, you can automatically generate system transactions to match banking information once the bank posts the sweeps. Once the bank statements are imported, run the Sweep Transaction Generation concurrent program. The program will scan the bank statement for sweep lines and, based on the cash pool setup in the system, create sweep transactions between your internal bank accounts, which can be accounted for and subsequently reconciled.

4. 4. CREATE BANK STATEMENT CASHFLOWS

If you have recurring items such as bank fees and interest appear on your bank statement, you can use the Bank Statement Cashflow Creation program to create system transactions (cash flows) to match banking inform. Once the bank statements are imported, run the Bank Statement Creation concurrent program. The program will scan the bank statement for specific codes, as defined in the Bank Statement Cashflow Mapping, and create cashflows, which can be accounted for and subsequently reconciled.

5. 5. RECONCILE BANK STATEMENTS

Once detailed bank statement information has been entered into Cash Management, the information must be reconciled with the subledger transactions.

Cash Management provides two methods to undertake reconciliations:

Automatic - Bank statement details are automatically matched and reconciled with subledger transactions. This method is ideally suited for bank accounts, which have high volumes of transactions.(Refer Reconciling Bank Statements Automatically)

Manual - This method requires a manual match of bank statement details with subledger transactions. The method is ideally suited to reconciling bank accounts, which have a small volume of monthly transactions. The manual reconciliation method can also be used to reconcile any bank statement details, which couldn't be reconciled automatically.(Refer Reconciling Bank Statements Manually)

6. 6. CREATE MISCELLANEOUS TRANSACTIONS

During the reconciliation process miscellaneous transactions for bank-originated entries, such as bank charges and errors can be created. Oracle Payables payments or Oracle Receivables receipts can also be manually created.

Note: The automatic reconciliation process can be set up to create miscellaneous transactions automatically.

Attention: If you create transactions during the reconciliation process you will need to re-run ‘Create Accounting’ routine from Oracle Receivables to ensure all information is transferred to the General Ledger

7. 6A.COMPLETE BANK TRANSFERS

Complete the bank account transfer whether it is manual or automatic and record the validation if required before completing the transfer.

8. 7. REVIEW AUTO-RECONCILIATION EXECUTION REPORT

Once the reconciliation process has been completed, reviewing the reconciliation results is recommended.

This report shows import and reconciliation errors that occurred when running the Auto-Reconciliation program. Cash Management

automatically produces this report during the automatic reconciliation process. You may also request it as needed from the Submit Request window.This report includes either statement import errors, which prevented the automatic loading of your bank statement, or your reconciliation exceptions found during the automatic reconciliation process.This report lists the details of any miscellaneous transactions that were created in Receivables during the automatic reconciliation process.

9. 8. RESOLVE EXCEPTIONS ON THE AUTO-RECONCILIATION EXECUTION REPORT

Resolve the exceptions on the Auto-Reconciliation Execution report by either re-running the import process or by manually reconciling the exceptions.

10. 9. RUN BANK STATEMENT DETAIL REPORT

This report shows statement and transaction information for a specific bank account statement, including bank statement header information, statement line detail, and reconciled transaction detail. This report lists any un-reconciled transactions separately with their current status, and the statement totals for each type of transaction, including the amount entered, reconciled, un-reconciled, over-reconciled and under-reconciled, and gives you the option to only select un-reconciled statement lines.

11. 10. RUN TRANSACTIONS AVAILABLE FOR RECONCILIATION REPORT

This report shows all transactions available for reconciliation for a specific bank account. It lists detailed transaction information for your Available Receipts, Available Payment, and Available Journal Entries for reconciliation. Detailed information includes the Customer, Supplier or Batch Name, Transaction Date, Payment Method, Transaction Number, Currency, and Amount.

This report only lists void payments if the Show Void Payments option on the Systems Parameters window is checked. It does not list reversed receipts due to user error nor does it list the associated original receipts that were not reconciled. This report groups transactions by status so that void or reversed transactions are separate from regular transactions.

12. 11. RESOLVE UN-RECONCILED STATEMENT LINES

Resolve the un-reconciled statement lines by manually reconciling the Statement lines to the available transactions.

13. 12. POST TO GENERAL LEDGER

Create journal entries for eligible accounting events generated by Bank Account Transfers and Bank Statement Cash Flows by submitting "Create Accounting" concurrent program. The program creates and, optionally, transfers and posts journal entries to General Ledger. If you do not transfer the journals to General Ledger immediately, you can later submit the "Transfer Journal Entries to GL" concurrent program.

Important. Final journal entries cannot be further modified in Cash Management. Please make sure you are satisfied with the draft journal entries before creating final accounting. In addition to creating final accounting entries, the program can be run in a draft mode, in which case draft journal entries will be created. Such journals cannot be transferred or posted to General Ledger.

14. 13. RUN THE GL RECONCILIATION REPORT

Use this report to reconcile the General Ledger cash account to a bank statement balance.

This report lists a balance and an adjusted balance for the bank statement. It also lists a separate adjustment amount for un-reconciled receipts, payments, and journal entries, as well as bank errors.

Warning: To ensure that this report is accurate, you must first perform these tasks:

Reconcile all statements in Cash Management.Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your General Ledger.

Post journals in General Ledger, if transfer from sub-ledgers was not in FINAL POST mode.

1.

1.

1.

1.

16.

14. RUN THE ACCOUNT ANALYSIS REPORT FOR THE GENERAL LEDGER CASH ACCOUNT

Run the Account Analysis Report from General Ledger for the General Ledger Cash Account Flexfield and sort by Source.

Ensure that only bank account related transactions have been posted to this account by checking the Source of the transactions. Valid sources will include Payables and Receivables. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used.

17. 15. REVIEW THE ACCOUNT ANALYSIS REPORT

Review the Account Analysis Report to ensure that only bank account related transactions have been posted to the General Ledger Cash Account by checking the Source of the transactions. Valid sources will include Payables and Receivables. Transactions entered directly via General Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used.

18. 16. CORRECT ANY INVALID ENTRIES TO THE GENERAL LEDGER CASH ACCOUNT (OPTIONAL)

Reverse or amend any journals incorrectly posted to the General Ledger Cash Account, which were highlighted during the review of the Account Analysis Report.

To prevent invalid journal entries to the General Ledger Cash Account enable security rules appropriately.

Chapter 5 Oracle Payables

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


Accounts payable activity must be reconciled for the accounting period that is to be closed. The following steps are taken in performing period-end processing for Oracle Payables.

The posting level for Oracle Payables must be determined, when planning period-end procedures. Where detail level accounting transactions are required to be posted to the general ledger using sub-ledger accounting (hereafter referred to as SLA), there may be technical constraints involved, relating to the physical data storage volume, and posting and report processing speed degradation caused by the sheer volume of posted transactions. In Release 12 the detailed level of posting can be controlled by GL summarize options and also at SLA journal line type level. Subledger Accounting can contain all of the detailed subledger accounting level analysis, so that the General Ledger can remain “thin” and Subledger Accounting online inquiry and BI Publisher reports can be utilized to report and analyze balances and their transactions.

2. Procedures


Ensure that all transactions have been entered for the period being closed.

Completing all transactions for Oracle Payables:

1. Complete Invoicing and Credits2. Complete Prepayments3. Complete Expense Reports4. Complete Invoice Import5. Complete Payments

If you import transactions from an external system, or you are using Internet Expenses or Xpense Xpress, ensure you have imported all transactions, and reviewed all audit trails for completeness.One consideration for Accounts Payable where there are multiple operating units within the same ledger is that all operating units must be ready to close at the same time. All of the operating units that share a Ledger also share the same period statuses. When you update the period statuses to ‘Open’ in one operating unit, that period is opened for all operating units within the ledger.When you attempt to update the period status to ‘Closed’ in one operating unit, the system checks for unposted transactions in all operating units within the ledger. If there are unposted transactions in any of the operating units, the system asks you to resolve the un-posted transactions for those operating units before it allows you to

close the period for the ledger. If Multi-org Access Control is being implemented, period closing can be performed across OU’s from a single responsibility, through one OU at a time.

2. 2. RUN THE PAYABLES APPROVAL PROCESS FOR ALL INVOICES

The Payables Approval process is run to try to approve all unapproved invoices and invoice lines in the system, so that they can be paid by Oracle Payments and posted to the General Ledger.

3. 3. REVIEW AND RESOLVE AMOUNTS TO POST TO THE GENERAL LEDGER

a. Review the Invoice on Hold Report

This report enables review of any holds currently applied to invoices that would prevent the payment and/or posting of these invoices. The report details all invoices for which Oracle Payables cannot select for posting and therefore cannot create journal entries.Where possible resolve any identified holds, which will prevent posting to the General Ledger, and re-run the Payables Approval process to approve these invoices.b. Review the Journal Entries ReportThis report enables review and analysis of accounting entries in the Payables subledger, as accounted by SLA. Using the report parameters, you can produce a detailed or summary listing of the accounting information you want to review. This report is owned by SLA.The report also lists in detail transactions that have been accounted with error and all entries that could not be transferred to the general ledger. When a transaction is accounted with errors, review the details and make necessary changes.By altering the parameters the report also lists those transactions, which have been posted in General Ledger and those, which are yet to be posted but have been accountedSLA groups the report by ledger, ledger currency, source, category, and event class. Data is then sorted by accounting date, event type, supplier name, document number, and voucher number.c. Review the Unaccounted Transactions ReportThis report enables review of all unaccounted invoice and payment transactions and a view of the reason that Payables cannot account for a transaction. Accounts Payable sorts the report by transaction

type (invoice or payment), exception, supplier, transaction currency, and transaction number.Run this report after you have run the Create Accounting Process. The report will then show only transactions that had problems that prevented accounting. You can then correct the problems and resubmit the accounting process.Note that this report does not include invoices that have no distributions.d. Optionally Run a Month End Payment Process RequestBy running a month end payment process request, you may arrange a payment for as many due invoices as possible.e. Confirm all Payment InstructionsRun the Payment Instruction Register for the period that is to be closed, or finalize any outstanding payments. Use Oracle Payments to confirm any payment instructions. Check the status of the Payment Process Request/Payments/Payment instructions to ensure that all payments have been processed.The Payment Instruction Register lists each payment created for a payment process profile or for a manual payment. Actual payments can be compared against this register to verify that Oracle Payables/Oracle Payments has recorded payments correctly. The report lists each payment in a payment process request, including setup and overflow payment documents, in ascending order, by payment number. This report is automatically submitted when payment instructions are being created. This can also be submitted from the SRS screen.

Attention: Oracle Payables prevents the closing of a period in which all payments have not been confirmed.

f. Optionally Run the Payments RegisterThe Payment Register details payments printed in a particular accounting period. The report can be used to review payment activity for each bank account used during the specified time period.

Warning: The report total only shows the net ( less discounts) payment amount, whereas the Posted Payment Register total is the total payment amount, including discounts. If only verifying report totals, these two reports would not balance. Therefore it is necessary to subtract the ‘Discounts Taken’ from the Posted Payment Register report total and then compare this calculated amount to the total displayed on the Payments Register Report.

4. 4. RECONCILE PAYMENTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD

Refer to Chapter 9 Period-End Procedures for Oracle Cash Management

5. 5. TRANSFER ALL APPROVED INVOICES AND PAYMENTS TO THE GENERAL LEDGER

Release 12 provides 3 modes of accounting: Final, Final Post and Draft. The transactions that have been accounted in Final Post have already been transferred to, and posted, in General Ledger. The transactions that have been accounted in the Final Mode can have been transferred to GL or can still be within the subledger based on the parameter ‘Transfer to General Ledger’ (either 'Yes or 'No') in the Create Accounting program.

When accounting mode is Final and transfer to GL set to ‘No’ then ‘Payables Transfer To General Ledger ’ needs to be run from the Standard report submission (SRS) window.The transactions in Draft accounting mode can be included on accounting reports but cannot be transferred to General Ledger. A draft entry does not update balances and does not reserve funds.SLA creates detail or summary journal entries for all eligible events when you post. The journal entries are posted in Oracle General Ledger to update account balances.Invoice journal entries, debit the expense or other account entered on an invoice distribution line, and credit the liability account nominated on the invoice, unless you have modified the SLA rules to create alternative accounting entries to address your specific business needs.Payment journal entries, debit the liability account and credit the cash account of the bank account used to pay and invoice.The Create Accounting process transfers data to the General Ledger tables, creating journal entries for these invoice and payment transactions. Posting is determined by the parameter ‘Post in GL’ which is set during Create Accounting.

Attention: The generated journal batch needs to be posted from within Oracle General Ledger if the mode of accounting was ‘Final’, Transfer to General Ledger was ‘Yes’ and Post in GL was set to ‘No’.

The journal batch will be automatically posted in General Ledger if the mode of accounting was ‘FINAL’ and Post in GL was set to ‘Yes’.

6. 6. REVIEW THE PAYABLES TO GENERAL LEDGER POSTING PROCESS AFTER COMPLETION.

The following reports can optionally be run to review the invoices and payments that were posted to Oracle General Ledger, from Oracle Payables, for the period that is to be closed, i.e. the current accounting period.

a. Payables Accounting Process ReportUse this report to review accounting entries created by the Create Accounting Process. The report has two sections:Accounting Entries Audit Report. The audit report provides, in detail or summary, a listing of accounting entries created by the accounting process.Accounting Entries Exception Report. The exception report lists in detail all accounting entries that were created with an error status and a description of that error. The Accounting Entries Exception Report is generated only when the accounting process encounters accounting entries that fail validation.b. The Posted Invoices RegisterThis report is used to review invoices for which information has been posted to Oracle General Ledger to create journal entries, and can be used to verify that the total invoice amount equals the total invoice distribution amount. The report lists each Accounts Payable Liability Accounting Flexfield and the invoices posted to the account.c. The Posted Payments RegisterThis report is used to review the payments posted to Oracle General Ledger during a particular accounting period, and can be used to review the payment activity for each bank account used during that period.

7. 7. SUBMIT THE UNACCOUNTED TRANSACTIONS SWEEP PROGRAM

The Unaccounted Transactions Sweep Program transfers unaccounted transactions from one accounting period to another. Because you cannot close a Payables period that has unaccounted transactions in it, if your accounting practices permit it, you might want to use this program to change the accounting date of the transactions to the next open period. For example, you have invoices for which you cannot resolve holds before the close, and your accounting practices allow you to change invoice distribution GL dates. Submit the program to change invoice distribution GL dates to the first day of the next open period so you can close the current period.

The ‘Unaccounted Transactions Sweep Program’ will not roll forward accounted transactions, or accounted transactions with error. To create successful accounting entries for accounted transactions with error, correct any accounting errors and resubmit the Create Accounting Process.

The program transfers unaccounted transactions to the period you specify by updating the GL dates to the first day of the new period. You can then close the current accounting period in Oracle Payables.In the Control Payables Periods window if you try to close a period and unaccounted transactions exist, then Payables opens a window. From the window you can submit the Unaccounted Transactions Sweep Program or you can submit a report to review accounting transactions that would be swept by the program. When you submit the Unaccounted Transactions Sweep Program, Oracle Payables automatically produces the Unaccounted Transactions Sweep Report to identify transactions that were re-dated and identify any transactions that need updating. If you submit the report in preliminary sweep mode the Unaccounted Transactions Sweep Review report shows which transactions will be re-dated if you submit the Unaccounted Transactions Sweep Program.

8. 8. CLOSE THE CURRENT ORACLE PAYABLES PERIOD

Close the accounting period by using the Control Payables Periods window to set the Period Status to Closed. This process automatically submits the ‘Subledger Period Close Exceptions Report’.

The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries.You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows:

For the application associated with the responsibility For all applications in the General Ledger responsibility

9. 9. ACCRUE UNINVOICED RECEIPTS

(Refer to Chapter 2 Period-End Procedures for Oracle Purchasing)

10. 10. RECONCILE ORACLE PAYABLES ACTIVITY FOR THE PERIOD

a. Run the Accounts Payable Trial Balance Report

This report is used to facilitate reconciliation of the total accounts payable liabilities in Oracle Payables, with the Oracle General Ledger

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

Attention: Typical AP/GL Reconciliation Example 31st March Accounts Payables Trial Balance Report + April Payables Posted Invoice Register –April Payables Posted Payment Register

–- 30th April Accounts Payables Trial Balance Report= 0

Attention: When posting to the General Ledger is performed multiple times throughout each accounting period, thePosted Invoices Register and Posted Payments Register reports must be run after each posting run, for reconciliation of Oracle Payables liabilities with Oracle General Ledger’s Creditor Control.

b. Run Third Party Balances Report

This report is used to display balance and account activity information for

Suppliers and Customers. It retrieves the following information: Third party balances for third party control accounts

Subledger journal entry lines that add up to the total period activity for each control account, third party,

and third party site

Third party and third party site information

User transaction identifiers for the associated event

The balances in this report can be compared with the General Ledger balances for the same control accounts to reconcile.

Note: A comparison between the accounts in payables with the accounts in GL might not match as SLA has the ability to override the accounting. For more information refer to ‘SLA Implementation Guide’.

c. Submit and review Account Analysis ReportThe Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods. It only includes journal entries transferred to and posted to General Ledger.Review this report and compare it with ‘Third Party Balances’ report. This report is owned by SLA.Note: To avoid duplication with subledger journal entries, General Ledger journal entries imported from Subledger Accounting are not included in the report.

11. 11. RUN MASS ADDITIONS TRANSFER TO ORACLE ASSETS

After you have completed all Payables transaction entry, and confirmed all invoice holds, and carry forwards, submit the Mass Additions Create program to transfer capital invoice line distributions from Oracle Payables to Oracle Assets.

For foreign currency assets, Payables sends the invoice distribution amount in the converted functional currency. The mass addition line appears in Oracle Assets with the functional currency amount.After you create mass additions, you can review them in the Prepare Mass Additions window in Oracle Assets.It is recommended to do a final Mass Additions Create after the period close to ensure that all Payables invoices are

1. included in the correct period and2. any additional invoicing will become part of the next periods invoice and asset

processing period.

Suggestion: If the volume of transactions in Accounts Payable requiring Assets update is large, you should consider running the Mass Additions Create process on a more regular basis.

12. 12. OPEN THE NEXT ORACLE PAYABLES PERIOD

Open the next accounting period by using the Control Payables Periods window to set the Period Status to Open.

13. 13. RUN REPORTS FOR TAX REPORTING PURPOSES (OPTIONAL)

A variety of standard reports can be used to provide tax information, which is required to be reported to the relevant Tax Authority, including withholding tax.

Withholding tax is handled by Payables whereas other tax requirements are handled by eBTax.The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. Output from the tax extract is designed to look as close to a simple tax report as possible.The tax extract copies the accounting information from each application and stores it in an interface table. You can use the available reporting tools, including RXi, Oracle Reports, or XML Publisher to specify which fields of the Tax Reporting Ledger to

include and to print the report in a format that meets your needs.The following tax registers are available:

Deferred Output Tax Register

Recoverable and Non-Recoverable Tax Registers

Single Cross Product Tax Register

Standard Input and Output Tax Registers

The following summary levels are available within each Tax Register:

Transaction Header

Transaction Line

Accounting Line

0. 14. RUN THE KEY INDICATORS REPORT (OPTIONAL)

This report enables review of the Accounts Payables department’s productivity. This statistical information can be useful for cash flow analysis and forecasting purposes, when combined with similar information from Oracle Accounts Receivables.

When you submit the Key Indicators Report, Payables generates reports you can use to review Payables transaction activity, and review the current number of suppliers, invoices, payments and matching holds in your Payables system.The Key Indicators Report generates the following two reports:a. The Key Indicators Current Activity ReportUse the Key Indicators Report to review your accounts payable department's productivity. The Key Indicators Report provides current activity indicators that compare current period activity with prior period activity in three major areas: suppliers, invoices, and payments. Payables further breaks down each category into basic items, exception items, and updates. The report provides the number of transactions for each indicator (such as number of automatic payments printed during a period) and amount values where applicable to the Key Indicator (such as total value of automatic payments written during a period).b. Key Indicators Invoice Activity ReportReport that compares the invoice activity for each of your accounts payable processors during the period you specify and the previous period. Oracle Payables produces this report only if you choose Yes for the Include Invoice Detail parameter.c. The Key Indicators State of the System ReportThe Key Indicators State-of-the-System Report provides a period-end view of Oracle Payables, as well as average values.

For example, the Key Indicators State-of-the-System Report includes:Suppliers:

Number of suppliers. Number of supplier sites. Average sites per supplier. The number of sites divided by the number of

suppliers.Invoices:

Number of invoices. Number of invoice distributions. Average lines per invoice. The number of invoices divided by the number of

distributions. Scheduled payments. Number of scheduled payments based on payment terms

and manual adjustments in the Scheduled Payments tab. Average payments per invoice. The number of invoices divided by the number of

scheduled payments.Payments:

Number of payments (both manual and computer generated) created and recorded in Payables.

Invoice payments. Number of invoice payments made by Payables. A payment document can pay multiple invoices.

Average invoices per payment. The number of payment documents divided by the number of invoice payments.

Matching holds: Matching holds. The number of matching holds in Payables.

Average matching holds per invoice on matching hold. The number of matching holds divided by the number of invoices on matching hold.

15. 15. PURGE TRANSACTIONS (OPTIONAL)

You can delete Oracle Payables or Oracle Purchasing records that you no longer need to access on-line to free up space in your database. You can purge invoices, purchase orders, suppliers, and related records such as invoice payments and purchase receipts.

Warning: After a record is purged, it can no longer be queried, and the record will no longer appear on standard reports. However, the system maintains summary information of deleted records to prevent you from entering duplicate invoices or purchase orders.

Suggestion: You should create a special responsibility for purging information from Oracle Payables and Oracle Purchasing and assign this responsibility only to the person responsible for purging information from your database.

Chapter 6 Oracle Receivables

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


Oracle Receivables requires periodic internal reconciliation of the transactions entered into the Accounts Receivables system.Oracle Receivables provides a comprehensive set of reports to facilitate reconciliation of outstanding customer balances, transactions, receipts, and accounts balances.The application provides the functionality to enable reconciliation of your sub-ledger before posting to the general ledger. Posting to the General Ledger allows extraction of details from Oracle Receivables, and creation of journal entries in the General Ledger. After posting to the General Ledger, it is possible to reconcile Oracle Receivables with the General Ledger by verifying that all the correct journal entries were made.

16. Procedures

The following steps are taken in performing period-end processing for Oracle Receivables.



Completing all transactions for Oracle Receivables:

1.

1. Complete Invoicing, Credits and Adjustments

1.

1. Complete Receipts and Reversals

1.

1. Complete Invoice and Customer Import

1.

1. Complete LockBox Processing

1.

1. Run the revenue recognition program (Optional)

If you import transactions from an external system or Oracle Projects ensure you have imported all transactions and master files, and reviewed all audit trails for completeness

0. 2. RECONCILE TRANSACTION ACTIVITY FOR THE PERIOD

Reconcile the transaction activity in Oracle Receivables before posting to the General Ledger using SLA. This reconciliation process checks that Oracle Receivables transactions are balanced, ensuring that all items eligible for posting are reflected on the Sales Journal. Run the following reports for the same accounting period date range:

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

Attention: The Transaction Register total for any credits must be adjusted, as they are negative on the Transaction Register and positive on the Sales Journal.

Attention: Ensure that the monthly transaction total is accurate and that no distribution issues exist.

c. Review the Journal Entries ReportThis report enables review and analysis of accounting entries in the Receivables subledger, as accounted by SLA. Using the report parameters, you can produce a detailed or summary listing of the accounting information you want to review. This report is owned by SLA.The report also lists in details transactions that have been accounted with error and all entries that could not be transferred to the general ledger. When a transaction is accounted with errors, review the details and make necessary changes.By altering the parameters the report also lists those transactions, which have been posted in General Ledger and those, which are yet to be posted but have been accountedSLA groups the report by ledger, ledger currency, source, category, and event class. Data is then sorted by accounting date, event type, supplier name, document number, and voucher number.Note: To avoid duplication with subledger journal entries, General Ledger journal entries imported from Subledger Accounting are not included in the reportd. Review the AR to GL Reconciliation Report:The AR to GL Reconciliation report compares the account balances in Oracle Receivables to those in Oracle General Ledger, and highlights journal sources where discrepancies might exist. This report simplifies the reconciliation process by comparing Receivables and General Ledger account balances in a single place.Run the AR to GL Reconciliation report:

1.

1. After the Create Accounting program in Receivables has completed, and

1.

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

1.

1. You have used the posting execution reports to confirm that the journal entries exported from Receivables match those posted in General Ledger.

This report will show a difference between Receivables and GL account balances only if items did not successfully post to GL accounts. The Difference column indicates that the activity in Receivables compares to the journal source of Receivables in the G.L. If the actual balance of a specific account is different in Receivables than in the general ledger, then the following columns highlights the type of journals that affect the account balances:

GL Source Manual: Manual journal entries made in the General Ledger. GL Subledgers Not AR: Journal entries posted to the General Ledger from other

subledgers, such as Oracle Payables or a legacy feeder system. Unposted in GL: Unposted journals in the general ledger.

During the internal reconciliation process, use the AR Reconciliation report to confirm that your transactional and accounting data match. Even if the data matches, however, the journals could still post to incorrect GL accounts. The Potential Reconciling Items report addresses this issue by suggesting journal items that might potentially post to GL accounts with unexpected account types, thus creating reconciliation issues in Oracle General Ledger.

Attention: Where there are multiple operating units within the same ledger all operating units must be ready to close at the same time. All of the operating units that share a ledger also share the same period statuses. When you update the period statuses to ‘Open’ in one operating unit, that period is opened for all operating units within the ledger.

0. 3. RECONCILE OUTSTANDING CUSTOMER BALANCES

Reconcile the outstanding customer balances at the beginning of a specified period with the ending balance for the same period, using the following formula, known as the Roll Forward Formula:

Period-End Balance = Outstanding Balance at Start of Period + Transactions + Adjustments - Invoice Exceptions - Applied Receipts - Unapplied ReceiptsThe following list represents the various components that affect a customer’s balance and the reports, which can be run and reviewed to reconcile these components:

Component Report

Beginning Balance

Aging reports

Transactions Transaction Register

Adjustments Adjustment Register

Exceptions Invoice Exceptions Report

Applied Receipts

Applied Receipts Register (Identify payments received from customers)

Unapplied Receipts

Unapplied and Unresolved Receipts Register (Identify payments received from customers)

Ending Balance Aging report (As of the last day of the accounting period)

Attention: You can use the Invoice Exceptions Report to adjust the Transaction Register for any transactions, which are, not open to Receivables and therefore do not show up in the aging reports.

1. 4. REVIEW THE UNAPPLIED RECEIPTS REGISTER

Use the Unapplied Receipts Register to review detailed information about your customers’ on-account and unapplied payments for the date range that you specify. You can use this report to determine how much your customer owes after taking into account all on-account and unapplied amounts. Receivables displays information about your on-account or unapplied payment such as GL date, batch source, batch name, payment method, payment number, payment date, on-account amount, and unapplied amount. This report includes both cash and miscellaneous receipts.

If any of the Receipts listed can now be applied to outstanding transactions, then perform this action by re-querying the receipts and following the normal application procedure.

2. 5. RECONCILE RECEIPTS

Ensure that Oracle Receivables receipts balance by running the following reports:

Receipts Journal Report

This report displays details of receipts that appear in the Journal Entry Report. TheJournal Entry Report shows the receipt numbers that contribute to a particular GL account. Using the receipt number, you can review the detailed information on the Receipts Journal Report.Receipt RegisterUse this report to review a list of receipts for a specified date range.

Attention: Normally the total of the Receipts Journal report should equal the total of all the receipts in the Receipt Register for the same GL date range. Unfortunately currently (January 2009) this is not always the case. See the following Metalink bugs and enhancement requests for more details:Note 393682.1: Unable to Reconcile Receipt Register to Receipt Journal – Enhancement 5567693 is still pending. Bug 7423482: Receipt Register and Receipt Journal do not show on-account activity – deemed functionality.Bug 7589198: Receipt Register does not match Receipt journal – still in progress.

Both reports display invoice related receipts and miscellaneous receipts.

3. 6. RECONCILE RECEIPTS TO BANK STATEMENT ACTIVITY FOR THE PERIOD

(Refer to Chapter 9 Period-End Procedures for Oracle Cash Management)

Attention: The Create Accounting process must be re-run for any miscellaneous accounting entries generated from the bank reconciliation, for transfer to the General Ledger. This program is owned by SLA and can be run both from the transactions screen and also from the SRS screen.

4. 7. POST TO THE GENERAL LEDGER

Prior to posting to the general ledger, the Receipts Journal Report and Sales Journal display the transactions that would be posted to the General Ledger (providing the posting process was run for the same GL date range). After internally reconciling the transactions and receipts using these two reports, it is possible to perform external reconciliation during and after the posting process.

The posting process for Oracle Receivables involves a single step:

Create Accounting: This request-owned by SLA can be submitted from the tr1ansactions screen or even from the SRS screen. The accounting is done at the ledger level and the program has the ability to transfer and import into General Ledger based on the parameters specified.If create accounting is submitted in the ‘Final’ mode without transferring it to GL, the entries will have to be transferred separately.

5. 8. RECONCILE THE GENERAL LEDGER TRANSFER PROCESS

The Create Accounting program produces the Subledger Accounting Program report that shows you the subledger journal entries created for successful accounting events. Compare this report to the Journal Entries report (run in Posted status mode) and verify that they match. Use the same General Ledger date ranges for the Journal Entries report and the Create Accounting program.

Create Accounting will generate a report which details the transferred transactions, transactions in error etc.Once transactions and receipts have been transferred to the GL tables, Oracle Receivables regards these items as having been ‘posted’ within the sub-ledger. Account balances for transactions and receipts can be reconciled by generating the Sales Journal by GL Account Report, the Receipts Journal Report (in ‘transaction’ mode) and the Journal Entries Report for posted items. The account totals in the Sales and Receipt journals should match the corresponding account balances in the Journal Entries Report.

Attention: The ‘Detail by Account’ version of the Journal Entries Report may be the most useful for reconciliation in this case.

When running any Oracle Receivables reports that display accounting involving transactions that have been posted to GL, the following statements apply:If SLA final accounting lines exist, then SLA accounting is displayed. If SLA accounting lines do not exist, then AR distribution accounting is displayed.

6. 9. RECONCILE THE JOURNAL IMPORT PROCESS

Create Accounting program submits journal import automatically. Journal Import produces an execution report detailing the total debits and credits for the journals created by the import process These totals must match the totals on Subledger Accounting Program report.

When the Create Accounting Program is submitted with the posting mode as ‘Final Post’, then the Journal Import produces an execution report that shows you the total debits and credits for the journals it created. These totals should match the totals on the Journals - (180 Char) report totals (Select posting status as ‘Posted’)When the Create Accounting Program is submitted with the posting mode as ‘Final’ then journal import process produces an execution report that shows you the total debits and credits for the journals it created. These totals should match with the totals on the journals- (180 Char)- report (Select posting status ‘Unposted’while executing the program)‘Draft’ method is used to create accounting to determine the accounting impact of their entries Draft entries can be included on accounting reports but cannot be transferred to General Ledger. A draft entry does not update balances and does not reserve funds.

7. 10. PRINT INVOICES

Once you are satisfied that customer balances are reconciled, ensure all the invoices generated during the month have been printed and issued.

If Balance Forward Billing functionality is used, then ensure that the consolidated (BFB) invoices have been generated for the current period.Note: Balance Forward Billing replaces consolidated billing invoices (CBI) feature of 11i. For more information on the setup of balance forward billing refer to Oracle Receivables Implementation Guide Or Oracle Receivables User Guide 12.

8. 11. CLOSE THE CURRENT ORACLE RECEIVABLES PERIOD

Close the current period in Oracle Receivables using the Open/Close Accounting Periods window.

9. 12. REVIEW THE SUBLEDGER PERIOD CLOSE EXCEPTIONS REPORT:

The Subledger Period Close Exceptions Report lists all accounting events and journal entries that fail period close validation. It is automatically submitted by General Ledger when closing a GL period if there are unprocessed accounting events or un-transferred journal entries.

You can also generate the Subledger Period Close Exceptions Report through a concurrent request as follows:

1.

For the application associated with the responsibility

1.

For all applications in the General Ledger responsibility

13. 13. THIRD PARTY BALANCES REPORT

Run Third Party Balances Report from the SRS screen

This report is used to display balance and account activity information for Suppliers and Customers. It retrieves the following information:

Third party balances for third party control accounts Subledger journal entry lines that add up to the total period activity for each

control account, third party, and third party site Third party and third party site information User transaction identifiers for the associated event

The balances in this report can be compared with the General Ledger balances for the same control accounts to reconcile.

0. 14. RECONCILE POSTED JOURNAL ENTRIES

After running the GL posting process in Oracle General Ledger, for the transactions, which were transferred in FINAL mode and with Post in GL being set to NO, run the Journals –(180 Char) with a Posting Status of Posted from the Oracle General Ledger, and verify that the grand totals from this report match the Journal Import Execution Report.

1. 15. REVIEW THE UNPOSTED ITEMS REPORT

Oracle Receivables prints the Unposted Items Report for all items that are not posted for the specified GL date range. Run the request from the Submit Requests window. The output will consist of all items not posted in GL for the specified GL date range.

Using the Submit Requests window to generate this report, submit with a GL date range for at least the current financial year. This report should not generate any output if all Receivables transactions have been successfully posted to General Ledger.If there are any items not posted for the current or prior periods, then re-open both appropriate Receivables and General Ledger Periods and initiate another posting.

2. 16. REVIEW ACCOUNT ANALYSIS REPORT

The Account Analysis Report provides drill-down information about the movement on a particular account for a period or range of periods. It only includes journal entries transferred to and posted to General Ledger.

Review this report and compare it with Third Party balances report.This report is owned by SLA.Note: To avoid duplication with subledger journal entries, General Ledger journal entries imported from Subledger Accounting are not included in the report.

3. 17. OPEN THE NEXT ORACLE RECEIVABLES PERIOD

Open the next period in the Oracle Receivables using the Open/Close Accounting Periods window.

4. 18. RUN REPORTS FOR TAX REPORTING PURPOSES-EBTAX (OPTIONAL)


The E-Business Tax data extract draws tax information from each application and stores the data in an interface table. Output from the tax extract is designed to look as close to a simple tax report as possible.The tax extract copies the accounting information from each application and stores it in an interface table. You can use the

available reporting tools, including RXi, Oracle Reports, or XML Publisher to specify which fields of the Tax Reporting Ledger to include and to print the report in a format that meets your needs.The following tax registers are available:

Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers

The following summary levels are available within each Tax Register:

Transaction Header Transaction Line Accounting Line

19. 19. RUN ARCHIVE AND PURGE PROGRAMS (OPTIONAL)

The Archive and Purge cycle is divided into four separate processes, Selection and Validation, Archive, Purge, and optionally Copying to a file. The Selection and Validation and Archive processes form the Archive-Preview program. This program selects eligible transaction using criteria you specified, validates the data to identify the transaction chains, then stores this information in the archive tables. The Purge program uses the information in the archive tables to delete eligible transactions from the database tables. Alternatively, you can run selection and validation, archive, and purge processes together using the Archive and Purge program. The final process is to transfer the archive data to a separate storage medium.

Warning: You should not use the Receivables Archive and Purge program if you are using cash basis accounting.

Chapter 7 Oracle Purchasing

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


The purchasing activity must be reconciled for the accounting period that is to be closed.

20. Procedures

The following steps are performed while closing the period in Oracle Purchasing.



Complete all transactions for Oracle Purchasing:

1.

1. Complete Requisitions

1.

1. Complete Purchase Orders and Releases

1.

1. Complete Receipts and Returns

Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send notifications through the Web, e–mail, or Notification Details Web page (accessible through the Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in Purchasing or iProcurement. The Confirm Receipts workflow sends notifications for items with a Destination or Deliver–To Type of Expense, a Routing of Direct Delivery, and a Need–By date that is equal to or later than today’s date.Requestors can create receipt transactions by responding to the notification.

1.

1. Print or Archive all new Purchase Orders

1.

1. Respond to all Workflow Notifications

Notifications may either require action e.g. notify approver approval required, or are FYI notifications only e.g. notify requestor requisition has been approved. Users should close all FYI notifications and respond to those that require a response. Closing FYI notifications is Optional.

0. 2. REVIEW THE CURRENT AND FUTURE COMMITMENTS (OPTIONAL)

Run the Purchase Order Commitment by Period Report

The Purchase Order Commitment By Period Report shows the monetary value of purchased commitments for a specified period and the next five periods. You can use the report sorted by buyer to monitor buyer performance. You can also use the report when negotiating with a supplier by limiting the commitments to a specific supplier.

1. 3. REVIEW THE OUTSTANDING AND OVERDUE PURCHASE ORDERS (OPTIONAL)

Run the following reports:

1.

Purchase Order Detail Report

1.

Open Purchase Orders (by Buyer) Report

1.

Open Purchase Orders (by Cost Center) Report

These reports can be used to review all, specific standard, or planned purchase orders. The quantity ordered and quantity received is displayed so the status of the purchase orders can be monitored.

0. 4. FOLLOW UP RECEIPTS - CHECK WITH SUPPLIERS

From the details obtained from the Purchase Order Detail Report regarding purchase orders not received, the appropriate department can then follow up with the suppliers as to the status of the ordered items.

If the goods have been received, but the receipt has not entered into Oracle Purchasing, then the receipt transaction needs to be entered by the appropriate personnel.

Attention: Where you have selected to accrue receipts at period end, make sure that all receipts have been entered for a specific period before creating receipt

accruals for that period.

It is not necessary to enter all the receipts for a period prior to closing that period. Simply backdate the receipt date when entering receipts for a closed period.

Warning: Where you have Oracle Inventory installed, it is not possible to process a receipt to a closed Purchasing period.

1. 5. IDENTIFY AND REVIEW UN-INVOICED RECEIPTS (PERIOD-END ACCRUALS)

Run the Un-invoiced Receipts Report to review receipts for which the supplier invoice has not been entered in payables. Receipt accruals can be reviewed by account and by item. This report indicates exactly what has to be accrued, and for what amount, and helps in the preparation of accrual entries.

2. 6. FOLLOW UP OUTSTANDING INVOICES

For any items identified to have been received but not invoiced, the appropriate department can then follow up the details from the Un-invoiced Receipts Report with the supplier. Entering of invoices, matching of unmatched invoices, and resolution of any invoice holds, where possible, should be carried out at this point in the period-end process.

3. 7. COMPLETE THE ORACLE PAYABLES PERIOD-END PROCESS

Complete the steps to close the Oracle Payables period, which corresponds to the Oracle Purchasing period being closed, to enable creation of receipts accrual entries. Performing the Oracle Payables Period-End process effectively prevents any further invoices or payments being entered into Oracle Payables for the closed period.

4. 8. RUN THE RECEIPT ACCRUALS - PERIOD END PROCESS

Run the Receipt Accruals - Period-End Report to create period-end accruals for un-invoiced receipts for Expense distributions for a specific purchasing period. Each time the process is run, Oracle Purchasing creates an un-posted journal entry batch in the General Ledger for the receipt accruals. Journal entries are created for the amount of

the receipt liabilities, debiting the charge account and crediting the Expense AP Accrual Account.

If encumbrance or budgetary control is being used, another journal entries batch is created, corresponding to the encumbrance reversal entries for the un-invoiced receipts that were accrued. Reversal of accrual entries for the next period will happen automatically if:the Profile option ‘GL: Launch Auto Reverse After Open Period' is set to 'Y'and for the accrual journal category the reverse option is selected.If the profile option set to ‘N’ then accrual entries needs to be reversed manually.Oracle Purchasing creates accrual entries only up to the quantity the supplier did not invoice for partially invoiced receipts.

Attention: This step is only required if the Accrue Expense Items flag is set to Period End, on the Accrual tabbed region of the Purchasing Options window for the current Organisation.When the Accrue Expense Items flag is set to At Receipt, a reversal is not required.If encumbrance or budgetary control is being used, Oracle Purchasing reverses the encumbrance entry when creating the corresponding accrual entry. Identify the purchasing period for the receipt accrual entries. Oracle Purchasing creates receipt accruals for all receipts entered up to the end of the nominated period. This process can be run as many times as needed.

Attention: The Receipt Accruals Period End Program creates accounting in the receiving sub ledger only. The Create Accounting Program has to be run to create SLA journals, which in turn will trigger the journal import.

5. 9. RECONCILE ACCRUAL ACCOUNTS - PERPETUAL ACCRUALS

Identify the period-end balances of the following accounts in the General Ledger:

1.

Purchase Price Variance

1.

Invoice Price Variance Account

1.

A/P Accrual Account

1.

Inventory Account - (Refer to Chapter 3 Period-End Procedures for Oracle Inventory)

Reconcile the balance of the Purchase Price Variance account using the Purchase Price Variance ReportManually remove the Invoice Price Variance amount from the A/P Accrual Account using your General LedgerIdentify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual Account. Run the Invoice Price Variance Report for the current period. Identify the invoice price variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it with the balance of the Invoice Price Variance account in the General Ledger.At any given time, the following transactions can account for the balance in the A/P accrual account:

1.

Uninvoiced Receipts Over-invoiced Receipts Errors (Invoices or inventory transactions charged to this Account by mistake)

You need to analyze the balance of the A/P accrual accounts, distinguish accrued receipts from invoice price variances, and identify errors.The Accrual Reconciliation Reports are used to analyse un-invoiced receipts and to reconcile the balance of the AP accrual accounts. These reports enable you to identify the following issues in receiving, purchasing, inventory, work in process, or accounts payable transactions:

1.

Quantities differ between receipts and invoices Incorrect purchase order or invoice unit prices Discrepancies in supplier billing Invoice matched to the wrong purchase order distribution Receipts against the wrong purchase order or order line

Miscellaneous inventory or work in process transactions that do not belong to the accrual accounts

Payables entries for tax and freight that do not belong to the accrual accounts

The Accrual Reconciliation Report Group consists of one program and three reports as mentioned previously. These are discussed below:

1.

Program: Accrual Reconciliation load run

This program is used in the accrual reconciliation process to populate the accrual reconciliation table with all the necessary transaction data to perform the reconciliation process. All the affected PO distributions (in the case of AP/PO transactions and individual transactions in the case of miscellaneous transactions) will be deleted first and the transaction information for these distributions will be fetched and loaded into the accrual reconciliation tables.

1.

AP and PO Accrual Reconciliation Report

The AP and PO Accrual Reconciliation Report provide a transactional breakdown of each accrual account with a net balance not equal to zero.

1.

Miscellaneous Accrual Reconciliation Report

The Miscellaneous Accrual Reconciliation Report shows all inventory and AP (not matched to PO) transactions that have hit the accrual account.

1.

Summary Accrual Reconciliation Report

The Summary Accrual Reconciliation Report can be used to analyze the balance of the Accounts Payable (AP) accrual accounts. You can accrue both expense and inventory purchases as you receive them. When this happens, you temporarily record an accounts payable liability to your

Expense or Inventory AP accrual accounts. When Oracle Payables creates the accounting for the matched and approved invoice, Oracle Payables clears the AP accrual accounts and records the liability from the supplier site and helps you monitor potential problems with purchasing and receiving activities that can affect the accuracy of your A/P AccrualAccounts. It displays the balance of each accrual account as well as partial representation of source of the balanceAfter researching the reported accrual balances, the Accrual Write-Offs window can be used to indicate which entries are to be removed and written off from this report. Accounting entries have to be created in SLA and GL for these write-off transactions by submitting the Create Accounting program and hence manual adjustment of accrual entries is not required.The Reconciliation Reports can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the AP accrual accounts.The Reconciliation reports also provide information on the quantity differences (the quantity received for a purchase order shipment is less than the quantity invoiced) and price differences. Ensure that prior to closing the period, these differences are resolved.Prerequisites:

1.

Oracle Payables and Oracle Purchasing installed. If expense purchases are accrued on receipt, this report enables reconciliation with

the accounts payable accrual account. If expense purchases are accrued at period end, and inventory receipts are not

performed, no information will be available to report. If you have installed Oracle Inventory or Work in Process, the Accrual Reconciliation

Report also displays any inventory or work in process transactions for the accrual accounts.

Attention: Most commercial installations accrue expense receipts at period end, as the information is not required as the receipt occurs. If expense purchases are accrued on receipt, more entries must be reconciled in the Accounts Payable accrual accounts. If you also receive inventory, the Receiving Value Report by Destination Account must be run to break out the receiving/inspection value by asset and expense.

Attention: For Oracle Purchasing, all transactions are created in purchasing and need the GL Transfer Program to be run to transfer to GL.

For Oracle Inventory, and Oracle Work In Progress, a GL transfer or period close must first be performed for the transactions to appear on these reports. For Oracle Payables, journal entries must be created for the invoices.The Accrual Reconciliation Reports requires the transactions to be transferred to the General Ledger interface to ensure the report balances to the General Ledger.

10. 10. PERFORM YEAR END ENCUMBRANCE PROCESSING (OPTIONAL)

Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year end processing.

The default processing for Oracle Financials at year end is to extinguish any outstanding encumbrances or unused funds when you close the last period of the Financial Year within Oracle General Ledger.The carry forward process enables managers to perform any of the following:

1.

Carry forward encumbrances for existing transactions (purchases / requisitions).

1.

Carry forward encumbrances, and the encumbered budget.

1.

Carry forward the funds available as at the end of the year.

Other facilities available:

1.

Use mass allocations to bring forward part of the funds available. Carry forward budgets into the current appropriation budget, or to a separate

budget to identify between current year and carry forward amounts if required. Mass budget processing also allows you to combine these budgets.

Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing before commencing the year end Encumbrance processing in Oracle General Ledger.(Refer to Chapter 11 Period-End Procedures for Oracle General Ledger)

1.

The steps required to complete Year end Encumbrance processing in Oracle Purchasing are:

a. Identify Outstanding Encumbrances Print the Encumbrance Detail Report to review the

requisition and purchase order encumbrances, if the encumbrance option for requisitions or purchase orders has been enabled, and requisitions and purchases have entered and approved. Use this report to review the accounts encumbered.

The Encumbrance Detail Report reflects activity from General Ledger, not Purchasing or Oracle Payables. Therefore, use the Encumbrance Detail Report in a way that matches the accounting method:

1.

Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue at Receipt option is used. Upon entering receipt delivery information, an automated process transfers the receipt information to General Ledger using the Journal Import Process.

1.

Period-end accrual: Generate the Encumbrance Detail Report at period-end. During the period, the encumbrance detail on the report is based on invoice matching information from Payables, not on receiving information. After the Receipt Accruals - Period-End process is run; the Encumbrance Detail Report reflects the true period-end receipt information.

1.

Cash basis: If cash-basis accounting is used, the encumbrances on the Encumbrance Detail Report remain until payment information from Payables is transferred to General Ledger. When cash-basis accounting is used and the Payables Transfer to General Ledger process is submitted, Payables transfers only accounting information for paid invoices to the General Ledger.

Based on this report you can identify those transactions that you wish to carry forward into the new financial year.Refer below for the steps required to cancel transactions that are not to be carried forward.b. Perform MassCancel in Oracle Purchasing (Optional)MassCancel enable the cancellation of requisitions and purchase orders on the basis of user selected criteria.Define MassCancelThe Define MassCancel window is used to nominate a date range for transactions, as well as any of the following:

1.

Document Type Supplier Name Accounting Flexfield Range

This process will automatically generate a MassCancel listing report identifying the following:

1.

Unable to Cancel Requisitions (reasons provided) Unable to Cancel Purchase Orders (reasons provided) Partially in Range Documents Fully in Range Documents

Run MassCancelWhen this process is run, Oracle Purchasing creates journal entries to zero out the encumbrances associated with the canceled requisitions and purchase orders.

Attention: If you wish to cancel both purchase orders and requisitions, you must initiate MassCancel twice. Note that when canceling a purchase order, you have the option of canceling the original requisition at the same time

11. 11. CLOSE THE CURRENT ORACLE PURCHASING PERIOD

Close the current Purchasing Period in the Control Purchasing Periods window. Oracle Purchasing automatically un-marks all the receipts previously accrued to ensure that these receipts can be accrued again if they are still not invoiced in the next accounting period (where you have selected to accrue receipts at period end).

12. 12. OPEN THE NEXT ORACLE PURCHASING PERIOD

Open the next purchasing period in the Control Purchasing Periods window.

13. 13. RUN STANDARD PERIOD END REPORTS (OPTIONAL)

Suppliers Quality and Performance Analysis Reports

Suppliers ReportUse the Suppliers Report to review detailed information entered for a supplier in the Suppliers and Supplier Sites windows. This report also shows if a supplier is on PO Hold.You have the option to include supplier site address and contact information. Payables lists your suppliers in alphabetical order, and you can additionally order the report by supplier number.Suppliers Audit ReportUse the Supplier Audit Report to help identify potential duplicate suppliers. This report lists active suppliers whose names are the same up to a specified number of characters. The report ignores case, spaces, special characters, etc.The report lists all site names and addresses of each potential duplicate supplier. Payable inserts a blank line between groups of possible duplicate suppliers. After duplicate suppliers have been identified, they can be combined using Supplier Merge. If purchase order information is merged, then any references to the supplier in blanket purchase orders, quotations, and auto source rules are updated to the new supplier.Vendor Quality Performance Analysis ReportThe Supplier Quality Performance Analysis Report can be used to review suppliers' quality performance, for percents accepted, rejected, and returned. This report is useful to identify suppliers with quality performance issues.Vendor Service Performance Analysis ReportThe Supplier Service Performance Analysis Report lists late shipments, early shipments, rejected shipments, and shipments to wrong locations. This report can be used to derive a supplier service penalty by multiplying the days variance quantity by a percentage of the price.

The % Open Current is the percentage of the ordered quantity not yet received, but within the receipt tolerance days or not past due.The % Open Past Due is the percentage of the ordered quantity not received by the promise date and beyond the receipt tolerance days.The % Received On Time is the percentage of the ordered quantity received on the promise date or within the receipt tolerance days.The % Received Late is the percentage of the ordered quantity received after the promise date and outside the receipt tolerance days.The % Received Early is the percentage of the ordered quantity received before the promise date and outside the receipt tolerance days.The Days Variance is calculated as the summation of the date differential (transaction date subtracted from promise date) multiplied by the corrected received quantity (the received quantity plus or minus corrections) for each shipment, all divided by the total corrected received quantity. The result is the quantity per day the supplier is in variance.Vendor Volume Analysis ReportThe Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier. The report prints the items that are assigned sourcing rules. Use the report to compare actual purchase percentages with sourcing percentage.The Expenditure is the sum of the item line amounts for standard purchase orders for the supplier.The Actual Percentage is the items expenditure as a percentage of the total expenditure for the date range of the report.The Intended Commitment is the total expenditure multiplied by the split percentage entered in the sourcing rules.Analyse RequisitionsRequisition Activity RegisterThe Requisition Activity Register shows requisition activity and monetary values. Purchasing prints the requisitions in order of creation date and prepared name.Review Quotation, RFQ and Purchase Order Statuses

Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing.Blanket and Planned PO Status ReportThe Blanket and Planned PO Status Report can be used to review purchase order transactions for items you buy, using blanket purchase agreements and planned purchase orders. For each blanket purchase agreement and planned purchase order created, Purchasing provides the detail of the releases created against these orders. Purchasing prints the blanket agreement or planned purchase order header information, if no release exists.Savings Analysis ReportsSavings Analysis Report (by Category)The Savings Analysis Report (By Category) shows buyer performance by category. Use the report to compare the market, quote, or list price to the actual price.The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.Savings Analysis Report (by Buyer)The Savings Analysis Report (By Buyer) shows buyer performance by purchase order.The Negotiated Amount is the product of the price on the quotation and the quantity ordered. If a quote is not defined, Purchasing prints the product of the market price of the item ordered and the quantity ordered. If the market price is not defined, Purchasing uses the list price.

The report includes a price type Legend at the bottom of each page for the price type. If the line price type is Q, the line price was from the Quote. If the line price type is M, the line price was from Market Price, and if the line price type is L, the line price was from List Price.The Actual Amount is the product of the actual price listed on the purchase order line and the quantity ordered.The Amount Saved is the negotiated amount less the actual amount, with negative figures in parentheses.Encumbrance Accounting ReportsEncumbrance Detail ReportThe Encumbrance Detail Report can be used to review requisition and purchase order encumbrances for a range of accounts if the encumbrance option for requisitions or purchase orders has been enabled, and there are entered and approved requisitions and purchases. Use this report to review the accounts encumbered.Cancelled Purchase Orders ReportCancelled Requisition ReportUse these reports to review all purchase orders and requisitions cancelled, particularly where you have defined multiple Mass Cancel batches.

Chapter 8 Oracle Inventory

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


The period close process for Oracle Inventory enables summarising of costs related to inventory and manufacturing for a given accounting period. These costs are then transferred to the General Ledger for posting.Oracle Inventory and Oracle Cost Management provide the required features to affect the necessary period-end procedures to:

1.

Reconcile the inventory and work in process costs and values. Transfer inventory and manufacturing costs to the General Ledger. Transfer summary or detail accounting information to the general ledger. Independently open and close periods for each inventory organisation. Perform interim transfers to the General Ledger without closing the

period.

Attention: Usually, logistic and manufacturing system need to be always open for worker transactions ; means at month end, the next period is opened to allow key-in from the first day, then the closure process is processed for the past month. To avoid date entry error (when both periods are open) there is a profile option (INV: Transaction date validation).

1.

Attention: For large number organization environments, there is functionality to open / close many logistic organizations by batch program : “open period status report”, “close period status report”.

1.

0. Procedures

The following steps are taken in performing period-end processing for Oracle Inventory.


1.

Ensure that all issues, shipping, receipts, and adjustments have been entered and verify that no hard copy records exist or are awaiting data entry, e.g. packing slips in receiving.

1.

Optional Report - Cycle Count Pending approval Report

2. 2. CHECK INVENTORY AND WORK IN PROCESS TRANSACTION INTERFACES

Check the Interface Managers window to ensure that there are no background or concurrent programs unprocessed.

The interface managers that need to be run are as follows:

1.

Cost Manager (mandatory)

1.

Material Transaction Manager (Optional, depending on INV profile option “TP-INV: Transaction Processing Mode” )

1.

Move Transaction Manager (for WIP)

0. 3. CHECK AND FIX PENDING TRANSACTIONS

Check and fix any rejected transactions : from the “Inventory Accounting Period Window” click on the pending button to display pending transactions. This will display transactions under the following statuses:

Resolution Required: displays the number of unprocessed material transactions, uncosted material transactions, and pending WIP costing transactions existing in this period. These must be resolved before the period is closed.Resolution Recommended: Displays the number of pending receiving transactions, pending material transactions, and pending shop floor move transactions existing in this period. Though the accounting period can be closed, once it is closed these

transactions cannot be processed in that period.

Attention: This process needs to be completed for each Inventory Organisation defined.

In case of error : correct source error, then relaunch transactions using :

1.

INV / Transactions / Pending transactions

1.

INV/ Transactions / Transaction Open interface

1.

OM / Shipping / Interfaces

This check should be done during the month to avoid accumulated problems. Then at month end before closing.

4. 4. TRANSFER SUMMARY OR DETAIL TRANSACTIONS

Run the ‘Create Accounting-Cost Management’ program up to the period end date before closing the period. Since a period, once closed, cannot be reopened, running this process prior to closing the period facilitates validating the interfaces transactions, and any adjustments to the period can be made via new inventory transactions as required.

If the Create Accounting Program is run in Final Mode without transferring to GL then run the ‘Transfer Journal Entries to GL-Cost Management’ which transfers the accounting to GL.

Attention: The Transfer Journal Entries to GL Cost Management Program transfer the accounting details for all the inventory organinzations within a Ledger.

Attention: If this step was by-passed, and the period was closed, a GL Transfer would automatically be initiated, but no adjustments to that period could then be entered, since transactions cannot be posted to a closed period, and a closed period cannot be re-opened.

View accounting, journal entries associated with transactions, and accounting events by accessing the Sub ledger Accounting user interface from the View Transactions window and various statuses for Ex: Final Accounted, Draft Accounted, Errored can be selected.

5. 5. OPEN THE NEXT INVENTORY PERIOD

Prior the first day of data entry, open the next inventory period using the Inventory Accounting Periods window.


6. 6. CLOSE THE CURRENT ORACLE PAYABLES AND ORACLE PURCHASING PERIODS

Complete all steps required to close Oracle Payables and Oracle Purchasing. Oracle Payables is closed prior to Oracle Purchasing to enable running of purchase accruals to accrue expenses on un-invoiced receipts.

If Oracle Purchasing or Oracle Inventory are closed, a receipt cannot be entered for that period. However, as a manual procedure, Oracle Purchasing should be closed before Oracle Inventory. This still allows miscellaneous transactions corrections in inventory.

7. 7. CLOSE THE CURRENT INVENTORY PERIOD

Closing the inventory period using the Inventory Accounting Periods window automatically transfers summary transactions to the general ledger interface table.


As explained in step 3/, prior to closing the inventory period, click on thepending button to display any remaining pending transactions and make the appropriate resolutions.The period close performs the following:

1.

Closes the open period for Oracle Inventory and Oracle Work in Process.

1.

Creates summary or detail inventory accounting entries in the GL interface.

1.

Creates summary or detail work in process accounting entries in the GL interface.

1.

Calculates period-end sub-inventory balances.

For each sub-inventory, the period close period adds the net transaction value for the current period to the previous period’s ending value.

This, along with values in transit creates the period-end value for the current period. The period-end values by sub-inventory reported with the Period Close Summary Report.

The period close process automatically transfers all job costs and variances by general ledger account. Discrete jobs and certain non-standard jobs are closed separately. Job close performs the necessary accounting for each job, including variance calculations. For expense non-standard jobs, the period close process writes off any remaining

balances and transfers any period costs to the general ledger.

Warning: Closing an inventory period permanently closes the period and no further transactions can be charged to that period.

0. 8. RUN STANDARD PERIOD-END REPORTS AND RECONCILE THE PERPETUAL INVENTORY WITH GL

Check that the perpetual inventory value up to the end of the period being closed matches the value reported in the General Ledger. The balance normally matches with the General Ledger balance. But Journal entries from products other than Oracle Inventory, may create discrepancies.

The following reports can be run to help with these reviews:

1.

Period Close Value Summary Report. Use the Period Close Value Summary to see summary balances for sub-inventories. If you run this report for a closed accounting period, the report displays the sub-inventory values at the end of that period. If you run the report for an open period, the report displays the sub-inventory value at the point in time you run the report.

1.

Material Account Distribution Summary Report. Use the Material Account Distribution Summary Report to verify inventory account

activity against inventory valuation increases or decreases for the accounting period. Finally, use this report to reconcile an account across several periods. If you detect unusual accounts or amounts, use the Material Account Distribution Detail report to print the transaction in detail.

Additional useful reports :

1.

Inventory Value Report : You can see more sub-inventory balance detail by running the Inventory Value Report, or the Elemental Inventory Value Report. These show quantity, valuation, and detailed item information for the sub-inventories specified. (Warning : these reports show value at the point in time you run the report).

Material Account Distribution Detail Report : use the Material Account Distribution Detail Report to view the accounts charged for inventory transactions. Review inventory transaction values transferred to the general ledger by GL batch.

9. 10. VALIDATE THE WORK IN PROCESS INVENTORY

If Oracle Work in Process is installed, check the work in process inventory balances against transactions with the WIP Account Distribution Report, by summary or detail.

The WIP Account Distribution Report details account information for work in process cost transactions, including resource, overhead and outside processing charges, cost updates, and period close and job close variances. The system groups the transactions by job or schedule, by transaction type, and orders the transactions by earliest transaction date. Detailed account information is available for

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

Chapter 9 Oracle Assets

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

1.1.


InOracle Assets, at period end, run depreciation for each asset book set up for the enterprise. Accounting can be created for Fixed Asssets (FA) transactions and sent to GL on a continual basis throughout the period using the Create Accounting program after the introduction of SLA. Oracle Assets has only a single open depreciation period in each asset

book.

1.1.

1. Procedures

The following steps are taken in performing period-end processing for Oracle Assets.

1.1.

1.1. 1. Complete All Transactions for the Period Being Closed

Ensure that all transactions have been entered for the period being closed. Oncea depreciation period in Oracle Assets has been closed, it cannot be re-opened. Check that transactions are not being entered as Oracle Assets prevents transaction data entry while the Depreciation Run Process is running. Completing all transactions for Oracle Assets:

1. Prepare and Post Mass Additions 2. Complete Manual Additions3. Complete Adjustments4. Complete Retirements5. Complete Transfers

6. Complete Reinstatements

1.1.

1.1. 2. Assign All Assets to Distribution Lines

If an asset has not been assigned to a distribution line, the period end Depreciation Process willnot complete, and will not close the period. Determine which assets have not been assigned to a distribution line by running the following report:

Assets Not Assigned to Any Cost Centers Listing

1.1.

1.1. 3. Run Calculate Gains and Losses (Optional)

TheCalculate Gains and Losses program for retirements can be submitted prior to running depreciation. The Calculate Gains and Losses process isperformed independently for each depreciation book. The book and depreciation period are nominated on the Submit Request window.

Forbooks with a large volume of assets, the retirements process can be runseveral times during the period to reduce the time for the depreciationprocess. Alternatively, the Calculate Gains and Losses program will be submitted as part of the Run Depreciation process

1.1.

1.1. 4. Run Depreciation

When you Run Depreciation, Oracle Assets gives you the option of closing the current period if you check the Close Period check box on the ‘Run Depreciation’window. If all of your assets depreciate successfully, Oracle Assets automatically closes the period and opens the next period for the book. If you do not check the Close Period check box when you run depreciation, Oracle Assets does not close the period.

Note: Depreciationwill be rolled back automatically if any activity is performed on a depreciated transaction. This is valid only if the period is not closed.

Attention:Ensure that you have entered all transactions for the period before yourun depreciation. Once the program closes the period, you cannot reopenit.

The Run Depreciation processis performed independently for each asset book. The asset book and depreciation period are nominated on the Run Depreciation window. Whenthe process is run, Oracle Assets automatically calculates depreciationfor all assets, calculates gains and losses for all retirements, and then runs the appropriate Reserve Ledger Report. If an asset has not been assigned to a distribution line, the Run Depreciation processwill end with an error status. By using the depreciation log file, you can determine which assets were unassigned, or you can review the Depreciation Program Report via the Requests window. The unassigned assets can then be assigned to distribution lines and the Depreciation process resubmitted. The Depreciation process only processes assets that have not already been processed.The Run Depreciation process will close the current depreciation period and open the next only if the Close Period checkbox is selected. This process submits concurrent requests to run the calculate gains and losses, depreciation, and reporting programs off-line.When the depreciation program is run for an Asset Corporate Book, the Journal Entry Reserve Ledger Report will be generated. However, if the depreciation program is run for a Tax book, then the Tax Reserve Ledger Report is generated. Both Reserve Ledger Reports can also be run at any time, using the Submit Requests window.

1.1.

1.1. 5. Create Accounting

Submitthe Create Accounting process from SRS screen. This process generates accounting and also enables transfer to and posting in GL. This program is owned by SLA. This program can be run in 3 modes viz Draft, Final and

Final Post. This program replaces ‘Create Journal Entries’ in Oracle Assets. If the program is run in FINAL mode with POST as yes, then the entries will be automatically posted in GL. If the program is run in FINAL mode with ‘Transfer to General Ledger’ as NO, then run Transfer Journal Entries to GL – Assets. For more details refer to Oracle Assets User Guide.

Thedepreciation expense journal entries can be created from an Asset Corporate or an Asset Tax book and transferred to the General Ledger. Thereis no need to run Depreciation before creating accounting transactions.You can run the Create Accounting process as many times as necessary within a period. Thisprogram creates adjusting journal entries to depreciation expense, bonus expense, accumulated depreciation accounts, and bonus reserve accounts when you enter prior period additions, transfers, or retirements.

Warning: Journal entries cannot be created from asset budgeting books.

Journalentries can be created for any period in the current fiscal year for which journal entries have not already been created. The General Ledger period for which journal entries are to be created must be open. OracleAssets uses the ‘FA: Use Workflow Account Generation’ to make a decision on whether to use the workflow or not. By default, on upgrade this profile option is set to ‘Yes’. If the profile is set to ‘No’, create accounting will create accounting based on its rules and the workflow will not be used.

Attention: If in 11i the FA Account Generator Workflow was customized, the customizations will have to be re-implemented using SLA or FA: Use Workflow Account Generation should be set as YES. In the second case workflow will be used to generate accounts.Attention: ‘Create Journal Entries’ program has now been replaced by ‘Create Accounting’ program

1.1.

1.1. 6. Rollback Depreciation

There is no separate program as in Release 11i to perform the rollback.Any alteration on a depreciated asset will result in an automatic rollback.

Note: Rollback happens at Asset Level in Release 12, unlike at Asset Book level as in Release 11i

1.1.

1.1. 7. Create Deferred Depreciation Journal Entries (Optional)

Deferreddepreciation is the difference in depreciation expense taken for an asset between a tax book and its associated corporate book. This difference results from the use of accelerated depreciation methods in the tax book.

Createdeferred journal entries using Create Accounting Process. SLA, based onrules and inbuilt event class/entity model processes deferred depreciation. For more information refer to Oracle Assets User Guide

1.1.

1.1. 8. Depreciation Projections (Optional)

Youcan project depreciation expense for any number of future periods, on as many as five depreciation books at once. Results can be summarized byyear, quarter, month, or any specified interval. The results can be summarized also by cost centre or depreciation expense account.

1.1.

1.1. 9. Review and Post Journal Entries

If accounting was performed without the journal entries being posted, review the unposted journal entries in the Enter Journals window, in Oracle General Ledger. Post each journal entry batch using the Post Journals window in Oracle General Ledger to update the account balances.

Optionally,use the More Actions button to Post each Journal individually or in thesource of Assets has been included in the Auto Post options, the AssetsJournals will be posted automatically in the next scheduled posting run.

1.1.

1.1. 10. Reconcile Oracle Assets to the General Ledger Using

Reports

a. Reserve Ledger Reports

Journal Entry Reserve Ledger - reconcile with the Account Analysis with Payables Details Report.

Tax Reserve Ledger Report Additionally, the Account Reconciliation Reserve Ledger Report can be run.

b. Balances Reports

Cost Detail and Cost Summary Reports CIP Detail and CIP Summary Reports Reserve Detail and Reserve Summary Reports Revaluation Reserve Detail and Revaluation Reserve Summary Reports Account Analysis Report

c. Transaction Reports

Asset Additions Report Cost Adjustments Report Asset Reclassification Report Asset Transfers Report Asset Retirements Report Reinstated Assets Report Cost Clearing Reconciliation Report

d. Drill Down Reports

DrillDown Report - Reconcile the batch totals from this report with those ofthe General Journals Report in Oracle General Ledger run for posting status = ‘Unposted’.

AccountDrill Down Report - Reconcile journal entries to the General Ledger. The report enables detailed review of the account activity on a specificgeneral ledger account. The report gives detailed information of the asset transactions represents by a journal entry line.

Note:Drilldown is a two-stage process. In the first stage drilldown happens from GL to SLA. From SLA drilldown can be performed to transaction level.

e. General Ledger Reports

UnpostedJournals Report - run the General Journals Report for Posting Status = Unposted to reconcile with the Drill Down reports.

Posted Journals Report - run the General Journals Report for Posting Status = Posted. Account

Analysis Report with Payables Detail - The ending balance of this report reconciles with the Reserve Summary Report ending balance.

FinancialStatements Generator - It is recommended that you create a detailed FSGfor all asset accounts. This can be done at cost centre level for direct comparison with the Asset Cost Summary and Reserve Summary reports.

1.1.

1.1. 11. Run Responsibility Reports (Optional)

Itis also important to ensure that your asset inventory is accurate. If the asset inventory is inaccurate, then your financial statements will also be inaccurate. The following reports can be reviewed when assessingthe accuracy of the asset inventory:

Asset Additions By Cost Centre Report Asset Additions Responsibility Report Asset Disposals Responsibility Report Asset Inventory Report Asset Retirements by Cost Centre Report Responsibility Reserve Ledger Report

1.1.

1.1. 12. Archive and Purge Transactions (Optional)

Ifyou no longer need to run reports for previous fiscal years, you can archive and purge historical data to free hardware resources. You can only restore the most recently purged fiscal year, so you must restore fiscal years in reverse chronological order.

1.1.

1.1.

1. Prerequisites

A) If necessary, update the FA: Archive Table Sizing Factor profile option. See: FA: Archive Table Sizing Factor.B) Allow Purge for the book in the Book Controls window before you perform the purge. See: Defining Depreciation Books.

1.1.

1.1.

1. To archive and purge transaction and depreciation data:

1. Change Responsibilities to Fixed Assets Administrator. 2. Open the Archive and Purge window.3. Enter the Book and Fiscal Year you want to archive. You must archive and purge in chronological order.4. ChooseArchive to submit a concurrent request that changes the status from Newto Archived and creates temporary archive tables with the data to be purged. Oracle Assets automatically assigns an Archive Number when you save your work.Note: The temporary table name includes a five-digit archive number.5. Export the archive tables to a storage device. 6. Return to the Archive and Purge window and use the Archive Number to find the archive you want to purge. 7. ChoosePurge to submit a concurrent request that changes the status from Archived to Purged and removes the archived data from Oracle Assets

tables. Now your database administrator can drop the temporary archive tables.You can only purge definitions with a status of Archived or Restored.

Chapter 10 Oracle Treasury

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


Oracle Treasury is a comprehensive treasury solution that helps you effectively manage your investments, debt, foreign exchange transactionsand derivatives. Once your financial transactions are captured in the system, manually or automatically, Oracle Treasury facilitates settlement, valuation, accrual and accounting for these transactions.

1. Procedures

Thefollowing steps are taken in performing period-end processing for Oracle Treasury. You can automate steps 2-5 by running the Accounting Streamline Process concurrent program.

1. 1. Complete Daily Trading Activities

Complete trading activities for the day, validate them, if necessary, and send payment instructions to the bank.

1. 2. Perform Revaluation

Revaluationis the process of adjusting the rates and prices of your financial instruments to reflect the current market value and calculate the realized or unrealized profit and loss.

Revaluationis an optional step in the accounting process. If you set the Accounting -Perform Deal Revaluations company parameter to Yes, you mustperform revaluations as part of the accounting process.

1. 3. Generate Accruals and Amortization

You can generate amortizations and accruals adjustments, split by revenue and expense, for all money market products. These adjustments include amounts for settling derivatives, such as FRAs and options. Amortization and accruals adjustments are calculated incrementally for each batch period, rather than as an accumulating amount for multiple periods. Reversal entries are not required.

Navigate to the Accruals window. Choose a Company. Choose a period or a an existing Batch ID. Choose

the Calculate button. The accrual and amortization details for the financial transactions in the specified period appear. You can view and delete these period adjustments, but you cannot change them. If you find the results to be incorrect, delete them and review the corresponding financial instrument. Once the financial instrument is correct, re-create the accruals.

Authorize the results.

1. 4. Generate Journals

Use the Daily Journals window to generate the daily journals for an accounting batch, view the generated journal entries, change the dates or GL accounts for your journal entries, and reallocate suspense journalentries to a GL account.

1. 5. Transfer Journals to General Ledger

After you enter and verify all accounting changes for the journal, use the Transfer Journals to GL window to transfer your journals from Treasury to General Ledger. Once you transfer your daily journals to General Ledger, you cannot change any of the accounting for the batch in Treasury.

Attention:At this moment for the current version (12.0.6) there is no integration yet with SubLedger Accounting (SLA). Treasury sends the journals directly to GL and not via SLA.

Chapter 11 Oracle General Ledger

This chapter describes the procedures for performing period-end processing in Oracle General Ledger Release 12.Note: The Period-End and Year-End processes are the same if Encumbrances are Not Used. Special steps are required for Encumbrances.

1. Business Requirements1. Period End Close

In Oracle General Ledger, an accounting period is closed after all the accounting transactions have been completed for the period. A closed period can be re-opened, providing it has not been permanently closed, if it is necessary to enter or modify accounting transactions for that period. For most modules you can view and select one of the following:

Never Opened The period has never been used.Future Enterable The

period is open to accept transactions from other modules. Usually usedwhere modules are maintained in different periods, and transactions arelikely to be posted across modules.

Open Period is available for data entryClosed Period is closed for processing, but can re re-opened if

required.Permanently Closed No further processing is possible.Managershave the discretion to immediately close a period to prevent unauthorized processing, but be able to re-open periods for post processing adjustments. The periods can then be permanently closed as required, independent of the period/year end process.

Suggestion:Periods are usually only ‘finally closed’ when all adjustments and reporting requirements for the prior financial year are finalized.

1. Combined Basis Accounting

Ifyou have installed combined basis accounting, then the steps detailed below will need to be completed for both your accrual and cash Ledgers. This will mean that you will need to select the responsibility relevant to both Ledgers when completing these tasks. If Ledger set/Data Access Set attached to a responsibility then these tasks can be performed from asingle responsibility.

1. Procedures

The following steps are taken in performing period-end processing for Oracle General Ledger.

1. 1. Ensure the Next Accounting Period Status is set to Future Entry

Set the status of the next accounting period to ‘Future Entry’ if it is not already, except at year-end.

Atyear-end, it is recommended that you complete all period end processing, prior to opening the first period of the new financial year.Maintain period-end exchange rates for all foreign currencies to which you want to translate.

1. 2. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger

Journals are created to enter accounting information into Oracle General Ledger.Journals are comprised of batch level, journal entry level, and journal entry line level, information. Ensure that the accounting information from the sub-ledgers (Oracle Payables, Purchasing, Inventory, Receivables, Assets Treasury and Projects)have been transferred to Oracle General Ledger. Run Create Accounting program or the appropriate program (based on previous runs of Create Accounting) to transfer data from subledger into Oracle General Ledger. The Create Accounting process of SLA submits Journal Import Process(based on appropriate parameters as discussed in previous sections). This process populates the GL_JE_BATCHES, GL_JE_HEADERS, and GL_JE_LINEStables, and is run automatically.

Attention: The journal posting process, run in Oracle General Ledger, updates the GL_BALANCES table.

Journal Import

If not automatically completed, review the Journal Import Execution Report to identify which journal entry batches were not successfully imported.

Delete any error journal entry batches. Determine the source(s) for these error batches, and retrieve the run ID from the Journal Import Execution Report.

Make necessary corrections - in the GL_INTERFACE table, via the Correct Journal Import Data window.

Re-importthese corrected journal entry batches from the GL_INTERFACE table. Simply re-enter the source from which journal entry batches are to be imported.

Note: Onfailure of the journal import when importing from sub ledger modules,

data will be rolled back to SLA tables, so there would not be any

scenario of data in the GL_INTERFACE when the profile option SLA:DisableJournal Import is set to ‘No’.

Attention:Leave sufficient time to re-import any journal entries not successfully imported from the feeder systems. Then update and post them.

1. 3. Upload Journals from ADI (Applications Desktop Integrator)(Optional)

Journalsinformation can also be imported from spreadsheet into Oracle General Ledger using Web-ADI (web based Application Desktop Integrator).

1. 4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional)

Following the same procedures as for Step 2. Ensure that the accounting information from any site specific, non-Oracle sub-ledgers has been transferred to Oracle General Ledger. Run the Journal Import process for these sources and ensure the resulting Journal Entries are posted either automatically by AutoPost or manually.

Note: Its is advisable to use XLA (SLA) interface tables to load transactions from 3rd party systems rather than using GL_INTERFACE. Helle: Check this with GL dev team.

1. 5. Generate Reversal Journals (Optional)

Selectall the Journals to be reversed. Submit the process to generate the Reversal Journals. This process can be run across ledgers.

1. 6. Generate Recurring Journals (Optional)

Selectall the Recurring Journals that require generation for the current period. Submit the process to generate the Recurring Journals. This process can be submitted for foreign currency and for multiple ledgers provided the access is available.

1. 7. Generate Mass Allocation Journals (Optional)

Select the Mass Allocation Journals that require generation for the current period. Ensure that all entries to the source accounting flexfields used in the MassAllocation Journal definitions are finalized for the current period,prior to generating the journal.Post step-down allocations in the correct order (i.e. perform the calculation and post, for each successive level of allocation entry. This process can be run across ledgers and across currencies.

1. 8. Review and Verify Journal Details of Unposted Journal Entries

Review any remaining unposted journal entries for the current period.

Update journal entries as appropriate

Attention:Journal entries can be reviewed on-line, or via reports. Reviewing journal entries prior to posting minimizes the number of corrections andchanges after posting. Following review of journal entry batches, perform any journal entry updates, including any adjusting entries, before posting.

Standard Journal reports available included:

Journal Batch Summary Report Journals - General Report Journals - Entry Report Journals - Line Report Tax Journals Report General Ledger - Entered Currency Journals by Document Number Report (when document sequencing is used)

1. 9. Post All Journal Batches

Post all journal entries for the current period, including reversal, recurring and allocation journals.

Review the results of the post.

The Posting Execution Report facilitatesreview of the results of journal entry posting. Oracle General Ledger generates this report every time posting of journal entry batches occurs. This report indicates any errors in journal entries or journal entry lines were discovered during the posting process.Run the Journals- General Report with a Posting Status of Error Journals to review error journal entry batches and their journal entries.

Update unpostable journal entries.

Locate the problems with unpostable journal entry batches using the following information:

1. Control Total When using a control total, ensure that the debits and credits equal the control total.2. Period StatusPost Actual batches to open periods.Post Budget batches to any period in an open budget year.Post Encumbrance batches to any period up to the last period in the latest open encumbrance year.3. Batch StatusOracle General Ledger describes the problems with unpostable batches. Common reasons for unpostable batches are: 1. Control total violations 2. Posting to unopened periods 3. Unbalanced journal entries

Attention: All errors in the journal entry batches must be fixed, and the corrected journal entries re-submitted for posting.

Post updated journal entries.

1. 10. Run GL Trial Balances and Preliminary Financial Statement Generator Reports (FSGs)

To maintain a consistent audit trail, it is advisable to create a standard period-end accounting report set that can be run at each period end.

Custom accounting reports can be created by using the ‘Financial Statement Generator (FSG)’.

Suggestion:To prevent confusing different versions of accounting reports for a specific accounting period, discard any obsolete versions of your reportfor that accounting period.

Request financial reports such as:

Balance Sheets e.g. Detail Trial Balance Report Income Statements Gross Margin Analyses

1. 11. Revalue Balances (Optional)

Revalue account balances to update functional currency equivalents.

1.12. Translate Balances (Optional)

Define any new currencies to which accounting balances are to be translated.

Maintain period-end exchange rates for all foreign currencies to which you want to translate.

Maintain average exchange rates for all foreign currencies to which you want to translate.

Maintain historical rates or amounts for any owner’s equity accounts to be translated.

Translate account balances to any defined currency.

1. 13. Consolidate Ledgers (Optional)

1. Consolidate Within Ledgers

Enter consolidating journal entries

The following two methods can be used to create eliminating entries for multiple companies using a single Ledger:

o AutomaticEliminating Entries - define mapping rules to eliminated intercompany receivables, payables, investments in subsidiaries, intercompany sales etc.

o Recurring Journals- use formulas Post consolidating journal entries Define a reporting hierarchy that consolidates all the companies Define financial statements with the reporting hierarchy

Suggestion:To automatically generate the amounts and accounts for consolidating and eliminating journal entries, use recurring journal entry formulas.Suggestion:To produce financial reports that reconcile your consolidating

companies with the consolidated totals, enter the consolidating entries to a separate company, and build reports with a separate column for ‘consolidating entries’.

2. Consolidate Across Ledgers when sharing same COA and Calendar (Using Ledger Set and access granted via ‘Data Access Set’)

Define consolidated FSG Perform revaluation and translations across ledgers Enter consolidated and eliminating entries Report on FSG by selecting the ledger set option while running

3. Consolidate Across Ledgers using the Global Consolidation System (GCS)

Define consolidations. Perform revaluation and translation of foreign subsidiaries as required. Run consolidations. Enter consolidated and eliminating entries. Report on this consolidated ledger using FSG’s Analyze results using drill-down capability from Parent ledger to Subsidiary

ledger/s.

1. 14. Review and Correct Balances (Perform Reconciliation’s)

OracleGeneral Ledger should be reconciled with all other modules. Adjust journals to correct any errors in the journals. Create and post adjusting journals to correct errors in account balances.

(a) Review Detail Account Balances On-line (b) Review Account Balances via ReportsRequestaccounting reports such as general ledgers, general journals, trial balances, and accounts analysis reports to facilitate reconciliation of Oracle General Ledger with the other Financials and manufacturing modules.1. General Ledger ReportsGeneralLedger Reports facilitate tracing back each transaction to the originalsource. These reports list beginning and ending account balances and all journal entry lines affecting each account balance. The report provides detailed information on each journal entry line including source, category and date. 2. Accounts Analysis Reports Thesereports list the accumulated balances of a range of Accounting Flexfields and all journal entries that affect that range. Detailed

information is provided for each journal entry line, which includes the source, batch name, and description.

3. Trial Balance ReportsUse trial balance reports to review account balances and activity in summary or detail.4. Journal ReportsThesereports print journal entry batches and include journal entry subtotals, and descriptions and reference information for each journal entry line. You can report on foreign currency, posted, unposted or error journal entries and report on a specific batch or on journal

entries from a specific source. 5. Journal ReconciliationGeneralLedger Entry Reconciliation let’s you reconcile transactions in GeneralLedger accounts that should balance to zero. With General Ledger Entry Reconciliation, you can selectively cross-reference transactions in General Ledger with each other by entering reconciliation reference Information at journal line level. When the balance for group of transactions is zero you can mark the transaction as reconciled. (c) Clear Suspense Accounts

Examine the General Ledger and account analysis reports to identify the source of entries to the suspense accounts.

Determine the adjusting entries required to net these accounts to zero.

Attention: If suspense accounting is not allowed, Oracle General Ledger will not post out-of-balance batches.

(d) Reconcile Subsidiary Ledgers

Identify differences between subsidiary ledgers and the General Ledger. Determine which differences are errors requiring adjustment to the

General Ledger.

(e)Check other key system accounts have not been transacted by ad-hoc journals, for example, Creditors Control, Debtors

Control, Intercompany accounts, etc.

1. 15. Enter Adjustments and / or Accruals and Post

To correct errors in account balances made by posting incorrect journals, create and post adjusting and reversing journals.

Attention:The details of posted journals cannot be changed, except to mark or unmark for reversal. An incorrectly entered posted journal must be reversed to back-out the accounting of the original posted journal.

Otherjournal entry adjustments, for example, write-offs (refer Accrual Write-Off Report), and manual accruals can be entered into Oracle General Ledger at this point also.

1. 16. Perform Final Adjustments

Enter and Post any final adjustments as required by the organization.

2. 17. Close the Current Oracle General Ledger Period

Close the current General Ledger accounting period in the Open and Close Periods window.The period can be ‘soft closed’, if later adjustments to the balances for that period may be applicable, or ‘permanently closed’, which means that the period cannot be re-opened in the future.

Thisstep will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. This is controlled by GL: Data Access Set profile option. With a data access set across ledgers programs can be run for multiple ledgers from a single responsibility. For more information please refer to Oracle General Ledger User guide.

3. 18. Open the Next Oracle General Ledger Period

Open the next General Ledger accounting period in the Open and Close Periods window. This operation can be performed across ledgers provided ‘Data Access Set’ grants access.

Choosestatus ‘Open’ to open a new accounting period, or to re-open a previously soft closed period to enable adjustments to be made.Generateand post reversal journals that were entered in the prior period. For example any Oracle Purchasing receipted accruals and manual accruals.Thisstep will need to be repeated for each ledger unless a data access set is setup to give access to multiple ledgers. Any Journals entered into this period while it had a status of Future Enterable, can now be postedas the period now has a status of Open.Thisis controlled by GL: Data Access Set profile option. With a data accessset across ledgers programs can be run for multiple ledgers from a single responsibility.

4. 19. Run Financial Reports for the Closed Period

Run a final Trial Balance Report.

Runfinal Financial Statement Generator Reports (FSG) or Report Sets as required by the organization. Including Income Statements and Balance Sheets. FSGs can also be published via the Application Desktop Integrator (ADI).

1. 20. Run Reports for Tax Reporting Purposes (Optional)


The Financial Tax Register can be used to view the output from the Tax Reporting Ledger using Reports Exchange and Application Desktop Integrator (ADI). Using these products you can change the layout of the report, publish the report in different formats, and export the data to atab delimited or HTML file.The Tax Reporting Ledger consists of accounting information created in Oracle Receivables, Oracle Payables, and Oracle General Ledger. The Financial Tax Register uses this data to generate Tax Register reports using the Rxi reporting tool. The following tax registers are available:

Deferred Output Tax Register Recoverable and Non-Recoverable Tax Registers Single Cross Product Tax Register Standard Input and Output Tax Registers

1. 21. Perform Encumbrance Year End Procedures (Optional)

Oracle Financials provides a number of facilities for the processing of outstanding encumbrances as part of year-end processing.

Thedefault processing for Oracle Financials at year end is to extinguish any outstanding encumbrances/ unused funds when you close the last

period of the Financial Year within the General Ledger application.The carry forward process enables managers to perform any of the following:

Carry forward encumbrances for existing transactions (purchases/requisitions).

Carry forward encumbrances, and the encumbered budget. Carry forward the funds available as at the end of the year.

Other facilities available:

Use mass allocations to bring forward part of the funds available. Carry

forward budgets into the current appropriation budget, or to a separatebudget to identify between current year and carry forward amounts if required. Mass budget processing also allows you to combine these budgets.

To perform Encumbrance year-end procedures, including Carry Forward, you must complete each of the following steps:(a) Open the next encumbrance yearUse the Open and Close Periods window to open the next encumbrance year.(b) Open the next budget year Use the Define Budget window to define a budget for the next budget period.

Attention: Ensure that the budget that you use is inclusive of the periods for the next budget year that you requireAttention: Ensure that the calendar periods for the next budget year have been created prior to running this step.

Verifythat the next year budget figures have been entered. If you define a new budget for the purposes of the next year budgetary control, you may also need to update the following:

Define Budget Organizations, where you have attached the funding budget to defined account ranges within this form.

Define Summary Accounts, where summary templates are used as the basis for the budgetary control procedures.

(c) Run Year End Carry ForwardThis process enables you to determine the criteria that you want to use for carrying forward your encumbrancesThe year-end carry forward is normally completed in two steps:

3. Perform the Year End Carry Forward in Preview mode4. Perform the Year End Carry Forward without selecting the Preview option

Within the Year End Carry Forward form, you can select a wide range of criteria for carrying forward balances:

Carry Forward Rule- This rule enables you to select Encumbrances Only, Encumbrances and the Encumbered Budget, or Funds Available as the basis for the Carry forward

Encumbrance Type - Select ‘All’ for all encumbrances, or select the encumbrance type that you require i.e. Commitment, Obligation etc.

From/To Budget and Budget Organization- Select the budgets where they are different

Accounting Flexfield Ranges - Select the range of relevant accounting flexfields to be carried forward.

Chapter 12 Period End Processing - Summary

The following table displays a summary of the period-end procedures for each of the Financials applications detailed in the preceding chapters and, an indication of the order in which the steps should be undertaken.2. Projects

3. Order Management

4. Cash Managment

5. Payables

6. Receivables

7. Purchasing

8. Inventory / Work In Progr.

9. Assets 10. Treasury

11. General Ledger

1. Complete All Transactions for the Period Being Closed

1. Complete Daily Cash Management Activities



1. Complete All Transactions for the Period Being Closed.

1. Complete Daily Trading Activities

1. Ensure the Next Accounting Period Status is Set to Future Entry

2. Run the Payables AutoApproval Process for All Invoices / Invoice Batches

2. Review the Current and Future Commitments (Optional)

2. Check Inventory and Work In Process Transaction Interfaces.

2. Perform Revaluation

2. Ensure all Interfaces are Completed for the Period (Optional)

3. Review & Resolve Amounts to Post to the General Ledger

3. Review the Outstanding and Overdue Purchase Orders (Optional)

3. Check Oracle Order Management Transaction Process.

3. Generate Accruals and Amortization

3. Review Open Orders and Check the Workflow Status

4. Reconcile Payments to Bank Statement Activity for the Period

4. Follow up Receipts-Check with Suppliers

4. Review Inventory Transactions.

4. Generate Journals

4. Review Held Orders

5. Transfer All Approved Invoices Payments, Reconciled Payments to the General Ledger

5. Identify and Review Un-invoiced Receipts (Period End Accruals)

5. Balance the Perpetual Inventory.

5. Transfer Journals to General Ledger

5.Review Customer Acceptances

6. Review the Payables to General Ledger Posting Process After Completion

6. Follow Up Outstanding Invoices

6.Validate Work In Process Inventory.

6.Review Discounts

7. Submit the Unaccounted Transactions Sweep Program

7. Complete the Oracle Payables- Period End Process

7.Review Back Orders

8. Close the Current Oracle Payables Period

1. Change the Current Oracle Projects Period Status from Open to Pending Close

8.Review and Correct Order Exceptions

2. Open the Next Oracle Projects Period3. Complete All Maintenance Activities4. Run Maintenance Processes5. Complete All Transaction Entry for the Period Being Closed6. Run the Final Cost Distribution Processes

2. Load Bank Statements

6a.Run the Generate Cost Accounting Events Program

3. Generate Sweep Transactions

7.Interface Transactions to Other Applications

4. Generate Bank Statement Cashflows

8.Generate Draft Revenue for All Projects

5. Reconcile Bank Statements

9.Review and Release Revenue for All Projects

6. Create Miscellaneous Transactions

7. Transfer Summary or Detail Transactions

10.Run Generation Revenue Accounting Event Process

7. Review Auto-Reconciliation Execution Report

11.Run Create Accounting

9. Accrue Un-invoiced Receipts

8. Run Receipt Accruals - Period End Process

12.Generate Invoices


10. Reconcile Oracle Payables Activity for the Period

2. Reconcile Transaction Activity for the Period

11. Run Mass Additions Transfer to Oracle Assets

3. Reconcile Outstanding Customer Balances

9. Reconcile Accounts - Perpetual Accruals


9. Reconcile to Inventory

4. Review the Unapplied Receipts Register

10. Perform Year End Encumbrance Processing. (Optional)

2. Assign All Assets to Distribution Lines

10. Create Service Contracts (Optional)

5. Reconcile receipts.

11. Close the Current Purchasing Period.

8. Close the Current Oracle Payables and Oracle Purchasing Periods

3. Run Calculate Gains and Losses (Optional)

13.Run Final Project Costing and Revenue Management Reports

11. Reconcile to Receivables (Optional)

6. Reconcile Receipts to Bank Statement Activity for the Period

9. Close the Current Inventory Period

4. Run Depreciation

14.Transfer Invoices to Oracle Receivables

12. Run Standard Period End Reports

8. Resolve Exceptions on the AutoReconciliation Execution Report

12. Open the Next Payables Period

7. Post to the General Ledger

12. Open the Next Purchasing Period.

10. Open the Next Inventory Period

5. CreateAccounting

15.Run Period Close Exceptions and Tieback Reports

9. Run Bank Statement Detail Report

8. Reconcile the General Ledger Transfer Process

11. Run Standard Period End Reports (Optional)

6. Rollback Depreciation

16.Change the Current Oracle Projects Period Status from Pending Close to Closed

10. Run Transactions Available for Reconcilation Report

9. Reconcile the Journal Import Process

13. Run Standard Period End Reports (Optional)

7. Create Deferred Depreciation Journal Entries (Optional)

17.Advance the PA Reporting Period

11. Resolve Un-reconciled Statement Lines

10a. Print Invoices

8. Depreciation Projections(Optional)

18.Update Project Summary Amounts

12. Post to General Ledger

10b. Print Statements (Optional)

9. Review and Post Journal Entries

19.Restore Access to User Maintenance Activities

13. Run the GL Reconciliation Report

10c. Print Dunning (Reminder) Letters (Optional)

10. Reconcile Oracle Assets to Oracle General Ledger Using Reports.

20.Permanently Close the Oracle Projects

14. Run the Account Analysis Report for

11. Run Responsibility Reports (Optional)

Period (Optional)

the General Ledger Cash Account

21.Reconcile Cost Distribution Lines with General Ledger (Optional)

15. Review the Account Analysis Report

11. Close the Current Oracle Receivables Period

16. Correct any Invalid Entries to the General Ledger Cash Account (Optional)

12. Review the Subledger Period Close Exceptions Report

2. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger

2. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger

13. Third Party Balance’s Report

3. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger

3. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger

14. Reconcile Posted Journal Entries

4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional)

4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional)

13. Run Reports for Tax Reporting Purposes (Optional)

15. Review Unposted Items Report

5. Generate Reversal Journals (Optional)

5. Generate Reversal Journals (Optional)

14. Run the Key Indicators Report (Optional)

16. Review Account Analysis Report

6. Generate Recurring Journals (Optional)

6. Generate Recurring Journals (Optional)

17. Open the Next Oracle Receivables Period

7. Generate Mass Allocation Journals (Optional)

7. Generate Mass Allocation Journals (Optional)

18. Run Reports for Tax Reporting Purposes

8. Review and Verify Journal Details of Unposted

8. Review and Verify Journal Details of Unposted

– ebTax (Optional)

Journal Entries

Journal Entries

9. Post All Journal Batches

9. Post All Journal Batches

10. Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs)

10. Run General Ledger Trial Balances and Preliminary Financial Statement Generator Reports (FSGs)

11. Revalue Balances (Optional)

11. Revalue Balances (Optional)

12. Translate Balances (Optional)

12. Translate Balances (Optional)

13. Consolidate Ledgers(Optional)

13. Consolidate Ledgers(Optional)

14. Review and Correct Balances (Perform Reconciliations)

14. Review and Correct Balances (Perform Reconciliations)

15. Enter Adjustments and / or Accruals and Post

15. Enter Adjustments and / or Accruals and Post

16. Perform Final Adjustments

16. Perform Final Adjustments

17. Close the Current Oracle Gneral Ledger Period

17. Close the Current Oracle Gneral Ledger Period

18. Open the Next Oracle General Ledger Period

18. Open the Next Oracle General Ledger Period

19. Run Financial Reports for the Closed Period

19. Run Financial Reports for the Closed Period

20. Run Reports for Tax Reporting

20. Run Reports for Tax Reporting

Purposes (Optional)

Purposes (Optional)

21. Perform Encumbrance Year End Procedures (Optional)

21. Perform Encumbrance Year End Procedures (Optional)

15. Purge Transactions (Optional)

19. Run Archive and Purge programs (Optional)

12. Archive and Purge Transactions (Optional)

steps for closing period in r12 financials - draft 001

Documents

key indicators state

tax extract copies

relevant tax authority

applications desktop integrator

carry forward amounts

receipt tolerance days

overdue purchase orders

planned purchase orders