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Oracle Collaboration Accounting Payables
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Oracle E-Business Payables R12 Have a Smoother Period Close by Proactively
Eliminating Data Integrity Issues
Session id # 12974 Farrell Bullock and Andrew Lumpe
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Safe Harbor Statement
The following is intended to outline our general product
direction. It is intended for information purposes only, and may
not be incorporated into any contract. It is not a commitment to
deliver any material, code, or functionality, and should not be
relied upon in making purchasing decisions. The development,
release, and timing of any features or functionality described for
Oracle’s products remains at the sole discretion of Oracle.
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60 Minutes Well Spent!
Get Proactive: Many Payables Period
Close challenges can be avoided
Framing the problem
Understanding the solution
Victory – enabling you to be free of many
known issues
Additional resources, Get Proactive
Q&A
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60 Minutes Well Spent! Framing The Problem
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How the problem looks from your perspective
You have run all of your month end processing, and are
now ready to close your month
Suddenly, you find there are exceptions and you can’t
close
You now log a priority SR with Oracle needing an
immediate fix (or, sweep transactions, which is not always
preferable)
When you do get it resolved, you sometimes only have
time for the data fix and no time for a code fix
Unfortunately the problem will likely recur the following
month
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Framing the Problem
Period closure is dependent on the ability to successfully process and
account for your transactions
R12 introduced a new accounting engine, tax engine, payment engine,
supplier data model, MOAC, and many other enhancements
– significantly more flexible, and thus, complex.
– the accounting process is more sensitive to data integrity issues in the
sub ledger
Data anomalies can affect your ability to perform key functions
– validate invoices
– calculate tax
– process payments
– create accounting
– perform funds checks
– etc.
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The Big Opportunity
For R12 month-end related SRs 1/3 to 2/3 of the
issues were avoidable rediscoveries
– By avoiding you can see 50% improvement in average
These issues are routinely solved by
a. a known pre-packaged Data Fix
b. a known Patch
But which Data fix do I need, and more so how to know in advance ?
With so many one-off patches, which ones will help me the most ?
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Three Part Solution
The opportunity for a smoother month-end is within your grasp.
It comprises of 3 parts:
1. Diagnostic The Master GDF Diagnostic (MGD) to locate known
issues and problem transactions proactively
2. Pre-Packaged Data Fixes GDF’s, for quick serviceability
3. Patch to prevent the problem from happening again, and eliminate
other recurring issues at the root
Together they make the most of The Big Opportunity and eliminate
many other issues beyond period-end activities
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60 Minutes Well Spent! Understanding The Solution
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1. Diagnostic to accurately find issues
Understanding The Solution
• The Master GDF Diagnostic (or MGD)
• Recommended Usage
• Submitting
• Use Case
• Additional Considerations
• The Period Close Helper (or PCH)
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The Master GDF Diagnostic (MGD)
What is the Master GDF Diagnostic?
A tool which incorporates the data signatures from all released GDF’s
(Generic Data Fixes) and some additional data-fixes which are not yet
released as GDF’s
– instances of these known data issues are detected on your system
– the diagnostic will point you to known solutions for issues that are detected
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The Master GDF Diagnostic (MGD)
Can be run as a concurrent process
– you can give access to functional users in your
organization
Incorporate this into regular business processes
– avoid last minute issues by acting on MGD
recommendations before time is scarce
– helps not only at Period-End
Can Pro-Actively scan transactions that will post in a
given period for one or more operating units
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The Master GDF Diagnostic (MGD)
Contains data signatures for Accounting, Invoices, Suppliers,
Payments, and EBTax data
– over 266 data signatures checked, 207 of which are from Generic Data
Fixes (GDF’s)
– constantly updated, reviewed and enhanced
CORE triaging tool: development and support will ask for its output
in almost all situations
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MGD: Recommended Usage
1. Periodically download the latest version from
Doc ID 1360390.1
– it will let you know when it is likely out of date
2. Install as a Concurrent Process
– defining the concurrent process is quick and easy
(Doc ID 1361255.1)
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MGD: Recommended Usage
3. Run regularly (weekly) along with Create
Accounting
– create and interface accounting transactions in
small batches throughout the month
– validate data and resolve issues as they occur
4. Avoid the necessity of using the sweep process to
pass problems along when possible
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MGD: Submitting
Single Transaction (Reactive) Mode
The process is run for a single check, invoice, and/or supplier
Use when specific problem transactions are identified, e.g.,
– Period Close Exceptions Report
– Period Close Helper Diagnostic
– Unaccounted Transactions Report
– Unable to clear a hold or validate an invoice
– Accounting process does not process a transaction
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MGD: Submitting
Single Transaction Mode
When run for a check
– data is also validated for all invoices paid by the check
When run for an invoice
– data is also validated for any prepay invoices applied to the invoice
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Concurrent Process
MGD: Submitting
Single Transaction Mode
Submit Via SQL*Plus or As a Concurrent Process
SQL*Plus
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MGD: Submitting
Date Range (Proactive) Mode
The process is run for a range of dates within a currently open
period
Use proactively to identify potential issues throughout the month
– identify and resolve data issues as they occur
– use to identify issues when the specific transaction causing a process
failure can not be identified
Restrictions
– Only dates in open periods
– Only GDF signatures
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MGD: Submitting
Date Range Mode
Submit Via SQL*Plus or As a Concurrent Process
Concurrent Process SQL*Plus
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MGD: Use Case
Example – Closing a Period
Trying to close period Jan-07
but it will not close due to
exceptions
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MGD: Use Case
Example – Closing a Period
Period Close Exception Report shows an unaccounted invoice
even though all accounting and transfer processes have been run
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MGD: Use Case
Example – Closing a Period
Review the output of the single transaction (run for the first
invoice) (demo)
Apply the GDF and root cause patches identified
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MGD: Use Case
Example – Closing a Period
Re-run the Master GDF
Diagnostic to verify the results
(demo)
Return and validate and account
the invoice in the workbench
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MGD: Use Case
Example – Closing a Period
Close the period successfully
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MGD: Additional Considerations
Performance
Many complex data checks being
performed
Date range functionality opens the data
validation to much larger data sets
High volume customers should restrict to
small date ranges and single operating
units
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MGD: Additional Considerations
Undo Accounting
Many GDF patches will have to undo existing accounting in order
to correct the issue.
When a GDF will undo accounting you will be notified with a
message like the following in the report output
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MGD: Additional Considerations
Undo Accounting – Example
Undo for an invoice accounted in a closed period
– before undo: 1 Event with accounting header and lines in closed period
EVENT ID TRANSACTTION_DATE EVENT_TYPE_CODE
123 31-MAY-2011 INVOICE VALIDATED
EVENT_ID AE_HEADER_ID
AE_LINE_NUM ACCOUNT ACCTED_CR ACCTED_DR GL Date
123 1234 1 EXPENSE 100.00 31-MAY-2011
123 1234 2 LIABILITY 100.00 31-MAY-2011
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MGD: Additional Considerations
Undo Accounting - Example
After undo: 3 Events
EVENT ID TRANSACTTION_DATE EVENT_TYPE_CODE
123 31-MAY-2011 INVOICE VALIDATED
9875 28-FEB-2013 MANUAL
9876 31-MAY-2011 MANUAL
EVENT_ID AE_HEADER_ID AE_LINE_NUM ACCOUNT ACCTED_CR ACCTED_DR GL Date
123 123456 1 EXPENSE 125.00 28-FEB-2013
123 123456 2 LIABILITY 125.00 28-FEB-2013
9875 123455 1 EXPENSE 100.00 28-FEB-2013
9875 123455 2 LIABILITY 100.00 28-FEB-2013
9876 1234 1 EXPENSE 100.00 31-MAY-2011
9876 1234 2 LIABILITY 100.00 31-MAY-2011
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The Period Close Helper (PCH)
A new diagnostic tool to assist with Period Close issues
– Similar to the MGD in format and usage
Notes
– Obtaining the definition script and SQL wrapper: 1489381.1
– Defining as a concurrent program: 1489916.1
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The Period Close Helper (PCH)
Extends the Period Close Exceptions Report
– Shows items that are missed by the report
• Uses the same logic used in the form when you close a period
– Has additional guidance based on the type of exception that is
found
– Has an option to run the MGD for the period
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2. Data Fix to quickly recover when necessary
Understanding The Solution
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Data Fix – The GDF (Generic Data Fix)
Each GDF was designed to be very robust
It is 100% supported by Oracle Development
It is a published solution: you can use it whenever you find an
issue. No need to confirm with Oracle, saves time.
It will not change application code and will not self-run a datafix
It will allow you to review and select which transactions to fix
It is packaged as a ‘patch’ for distribution convenience
Learn more at MOS Doc Id 874903.1
The Master GDF Diagnostic will indicate what data-fixes (GDF’s)
need to be applied, if any.
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Typical steps for applying a GDF
1. Review the GDF Note and Readme
2. Download and apply the patch with the adpatch utility – generally downtime is not required as no application code is modified
– use the options=“hotpatch”
3. Run the select script if it has not already been run by the patch
application
4. Review the resulting data, and flag items that should be processed
5. Run the fix script, while avoiding use of large AP processes to
prevent locking
6. All steps can be performed ONLINE, no downtime required
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If you must log an SR
Invoice Data Diagnostic (APList)
MGD output
Payables/Subledger Accounting/Payments RDAs
Period Close Helper Output
Accounting output and log
Any other information you may have
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3. Code fix to resolve it
Understanding The Solution
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Recommended Patch Collection (RPC): One patch, hundreds of
key fixes
LEAN and highly tested
Compact: barely larger than a typical Invoice Workbench 1-off patch
Fixes the root cause for 80% of the GDF data integrity issues
– many GDFs you should never have to use again
Fixes many code issues affecting Month End
– and dozens more that affect AP Core
– the perfect companion to the Master GDF
Diagnostic
The R12.1 Payables Core RPC
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The R12.1 Payables Core RPC
Visit MOS Doc Id 1397581.1 for full details
There are two sibling RPCs for other functional areas
– Note: 1481221.1: R12.1: Payments (IBY)
– Note: 1481222.1: R12.1: Sub Ledger Accounting (SLA)
Listing of additional Root Cause patches created after it’s cut-off
Link to crucial PPR patches not included in RPC
A listing of key fixed issues (in addition to 80% of GDF type problems)
And more…
RPC’s released approximately every 6 months (see 1397581.1)
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60 Minutes Well Spent! Victory!
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MGD + GDF + RPC A Simple Formula
DATA CHECKS
+
DATA FIX
+
CODE FIX
=================
Smoother Period Close!
Get Proactive: Many
Payables Period Close
challenges can be avoided
Prevent on average 50% of
all your Period Close issues
Take these actions BEFORE
your month-end
Expect a much smoother
Period Close!
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Additional Best Practices
Period Close Advisor : note 335.1
Suppliers and WF RPCs
Payments Termination Patch 16234039:R12.AP.B
Upgrading Customers: Upgrade Advisor
Communities
Customer Advisory Board (CAB)
Find them all at the GET PROACTIVE portal
• Search GET PROACTIVE in MOS (or access note 432.1)
• Whitepaper and this presentation available at 1446628.1
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Take Advantage of Oracle Support Best Practices
• Don’t leave value on the table
• Lower overall organizational costs through
preventative maintenance
• Reduce risks and maximize uptime
• Achieve resolution faster
• Streamline and simplify your daily operations
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Get Proactive – Discover More
‘I want to’ Resource
DISCOVER more about Support Best Practices
Support Best Practices
ACT … Get Proactive Access best practices, capabilities, and tools available for your products by visiting the Get Proactive portfolio product pages at My Oracle Support (Article ID 432.1)
STAY INFORMED with the Get Proactive Blog
‘Get Proactive’ – The Insider Track’
CONTACT the Get Proactive team today for help getting started
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Q&A
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