Oracle Fin Month End Close

ORANGE LAKE

Oracle Applications Implementation MONTH END CLOSE PROCEDURES

Oracle Release 11i

Author: Michelle Lane and Alex Leatherwood

Creation Date: Jan 2006

Last Updated: Jan 2006

Version: DRAFT 1A

Approvals:

Copy Number _____

Contents

Introduction......................................................................................................................... 4

General Preparation for Period Close...................................................................................5

Administrative Procedures for Period Close.........................................................................6

Accounting Procedures Prior to Closing Oracle Applications...........................................7

The Close Schedule.............................................................................................................. 8

Chapter 1: Oracle Projects Period Check List – Detailed Instructions................................10

Procedures................................................................................................................... 11

Chapter 2: Oracle Purchasing Period Check List – Detailed Instructions...........................18

Business Requirements................................................................................................18Closing........................................................................................................................ 18

Chapter 3: Oracle Payables Period Check List – Detailed Instructions...............................23

Business Requirements................................................................................................23Closing Process........................................................................................................... 23

Chapter 4: Oracle Assets Period Check List – Detailed Instructions..................................28

Business Requirements................................................................................................28Procedures................................................................................................................... 28

Chapter 5: Oracle Receivables Period Check List – Detailed Instructions..........................33

Business Requirements................................................................................................33Why don’t my AR and GL numbers match?................................................................33Closing Process........................................................................................................... 33

Chapter 6: Oracle Cash Management Period Check List – Detailed Instructions................45

Business Requirements................................................................................................45Procedures................................................................................................................... 45

Chapter 7: Reconciling Accounts Receivable Cash to GL.................................................49

Chapter 8: Reconciling Accounts Payables Cash to GL.....................................................51

Chapter 9: Oracle General Ledger Period Check List – Detailed Instructions....................52

Closing Process........................................................................................................... 52

Chapter 10: Year End Closing............................................................................................56

Chapter 11: How to export from Oracle to Excel ?.............................................................58

Chapter 12: How to transfer files from and to Oracle Financials.........................................60

File Ref: document.doc (v. DRAFT 1A )

Introduction iii

File Ref: document.doc (v. DRAFT 1A )

Introduction iii

Introduction

This document provides detail instructions for period-end close. It is a living document, subject to revision as subsequent closing experiences provide greater insight into the peculiarities of operations remaining inestimable at present.

From a systems viewpoint, at closing time some performance issues need particular attention. The close process heavily depends on processes and reports running in parallel with daily operations, and this sharing of processor time creates delays in the generation of key information. Ideally the accounting processes take place when there are no other demands on the system by scheduling jobs to run overnight. It is necessary to allocate the highest system availability at month end close to allow for an efficient and timely close.

File Ref: document.doc (v. DRAFT 1A ) 4

General Preparation for Period Close

Some general procedures for period close preparation are listed below. The accounting manager will assume oversight responsibility for compliance, but the primary responsibility rests with supervisors and managers of the various areas. Key reporting requirements may be changed by the controller as the need arises.

Process all standard transaction types in Subledger

Process all exception types in Subledger

Identify key reporting requirements

Identify data to be reconciled

Define distribution list for close results and reports

Log all exceptions, adjustments to comply with audit requirements


Administrative Procedures for Period Close

Close all application subledgers before closing the general ledger. This includes all manufacturing and financial modules. The order in which these subledgers should be closed is listed in the table below.

Close Order

Application Comments

1 Oracle Projects Has direct effect on Oracle General Ledger. Accounts Payables and Assets

2 Oracle Purchasing Oracle Purchasing passes receiving transactions to Oracle General Ledger. Oracle Purchasing also can create a liability for uninvoiced receipts.

3 Oracle Payables Has direct effect on Oracle General Ledger and Assets

4 Oracle Assets Creates depreciation, addition, retirement and transfer entries

5 Oracle Receivables For rent, chargebacks for tenant supplies, and child care revenue. No dependencies on other subledgers. Leaving this open late in the cycle allows as much revenue as possible to be booked in the current month.

6 Cash Management Check Reconciliation and Misc Journals

7 Non-Oracle interfaces For example, payroll, timeshare ware, etc.

8 Oracle General Ledger This is closed last.

It is possible to change this order somewhat as long as special known provisions are satisfied, between Oracle Projects, Oracle Payables, Oracle Assets and Oracle Purchasing.

There are numerous Oracle Applications references to the close process in the respective applications reference manuals that can provide guidance on the close process; these should be consulted as needed by Orange Lake managers for further clarification.


Accounting Procedures Prior to Closing Oracle Applications

The general steps accounting department employees should take are listed below:

1. Complete all transactions in progress.

2. Do not let users enter additional transactions beyond cutoff dates.

3. Run all integration reports.

4. Balance transactions: Debits and Credits.

5. Perform any exceptions and reconciliation activities.

6. Complete posting from Subledgers to the General Ledger.


The Close Schedule

This gives a few hints & tips for period close procedures in PA, PO, FA, GL, AP and AR.

Please, read very carefully this as it contains some very important hints and tips which will help you perform your closing more easily.

Whenever possible, take advantage of overnight processing to avoid running into processing bottlenecks, since all modules and all countries are closing at about the same time.

1.For your first closing :Before closing the first go-live period, it is advised to close the period just before go-live period. Example : if go-live month is September, before closing September, close August.This allows :to detect some journals or transactions which have been entered in August, by mistake, and which should really be in September instead.to do your first closing on an ‘easy’ period, since it contains very few entries (only mistakes actually), in addition to data conversion entries.

2.Establish clear cut deadlines for when data will and will not be accepted for inclusion in the period. After that point, everything goes into the next period.

3.Notify all users when the system is not available during the closing to prevent new transactions from being entered on the period in the process of being closed.

4.Notify users when the system is available again.

5.If you find inappropriate usage of accounts, you may need to modify some of your setups and/or retrain some of your users so this does not happen again.

6.For all modules I recommend that you have only one open period at a time. You could have activity going into one period when you meant for it to go into another period. This is due to the General Ledger date defaulting to the current date and if that date is within an open period it will use that date. Also, there are known problems with items being posted with one side of the entry in one period and the other side in the next period. I find it to be just too risky to have more than one period open. If you minimize the time it takes to close, this should not be an issue.

7.Tip for AR : Set up your Unapplied Cash, Unidentified Cash, On-Account Cash and Accounts Receivables accounts once and for all and do not change them. Processes in Oracle Receivable, such as applying receipts and creating adjustments, do not allow you to access these values which means you cannot override them. In these processes, Oracle Receivables derives the accounts based on the accounts that were used when the remittance bank was originally created, no matter how long ago that was. If these accounts are stable, reconciliation is fairly straight forward. If they are not stable, reconciling can be much more cumbersome and you may see these old accounts for what seems like forever.

8.Tip for AR : Your Unapplied, On-Account, and Unidentified accounts should use a specific account, not your cash or Accounts Receivable accounts. Often the Unapplied, On-Account and Unidentified accounts are all the same account, which is fine.

9.Tip for AP : Do not enter prepayment by debiting the prepayment account in the distribution lines of the invoice. Those lines will not be regarding as ‘liability’ and will not be taken into account in the balance of your supplier.

Suggestion: You can use the Export function to Excel (see 9).


Chapter 1: Oracle Projects Period Check List – Detailed Instructions

Period end procedures for Oracle Projects has two main functions:

1. Changing the status of the current period to closed

2. To activate all the processes and controls necessary to produce reports that accurately reflect the period activity, while allowing minimum interruption of transaction processing.

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.

Another option is to split PA periods that would otherwise overlap your General ledger periods. If this is done you will need processes in place to ensure that transactions split over such periods are processed into the correct PA partial period

Period Statuses

Oracle Projects has available the standard period statuses as for 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 entry

Closed - 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.


Procedures

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

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

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

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.


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

- Burden Schedules and burden schedule overrides- Organization overrides- Project Classifications (if used for auto-accounting)

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 AutoAccounting 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. 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 compiled

Run PRC: Compile All Burden Schedule Revisions

b) Run organization maintenance to ensure all organizations have been added to all affected compiled burden schedules

Run PRC: Add New Organization Compiled Burden Multipliers

c) If changes or additions were made to pre-existing resource lists, update the project summary amounts before, not during, the period close

Run PRC: Update Project Summary Amounts After Resource List Change

5. Complete All Transaction for the Period Being Closed

Enter and Approval all Timesheets for the PA Period

Import all timesheets entered via Time and Labor.

Run PRC: Transaction Import. Transaction Source = OracleTime Labor.

Verify that all preapproved 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

Interface Supplier Invoices from Oracle Payables

Before generating project revenue or running final cost distribution 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 invoice processing for the current GL period has stopped.

Run PRC: Interface Supplier Invoices from Payables


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 iExpenses or Expense Reports in Oracle Payables.

Run PRC: Interface Expense Reports from Payables

Project Related Inventory Transactions (skip)

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

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 Final 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 Labor Costs

PRC: Distribute Usage & Miscellaneous Costs

PRC: Distribute Expense Report Costs

PRC: Distribute Supplier Invoice Adjustment Costs

PRC: Total Burdened Cost ( If using Project Burdening)

PRC: Create and Distribute Burdened Transactions


7. Interface Transactions to Other Applications (skip)

You must successfully interface all labor and usage costs to Oracle General ledger and Oracle Payables before you can change the status of the current PA period to Closed

Interface costs to General Ledger

- PRC: Interface Labor Costs to GL - PRC: Interface Usage and Miscellaneous Costs to GL- PRC: Interface Total Burdened Costs to GL

Once interfaced, these labor costs await further processing byOracle General Ledgers Journal Import process.

Interface costs to Payables

- PRC: Interface Invoice Adjustment Costs to Payables- PRC: Interface Expense Reports to Payables

Warning: Make sure that Oracle Payables has not closed its period until all Oracle projects expenditures have been interfaced to Oracle Payables

Interface CIP Assets to Oracle Assets

- PRC: Interface Assets

This 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 interfaced 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.

8. Generate Draft Revenue for All Projects (skip)

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

9. Generate Invoices (skip)Run PRC: Generate Invoices to generate Draft Invoices ready for Interfacing to Oracle Receivables.


Run PRC: Generate Intercompany Invoices for a Range of Projects for all projects.This process:

Creates intercompany invoices from cross–charged transactions previously identified by intercompany billing to be processed for cross chargingDeletes unreleased intercompany invoicesCreates intercompany credit memos and invoice cancellations.

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

10. Run Final Project Costing and Revenue Management Reports (as needed)

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

11. Transfer Invoices to Oracle Receivables (skip)

Run PRC: Interface Invoices to ReceivablesRun PRC: Interface Intercompany Invoices to Receivables

Warning: Make sure that Oracle Receivables has not closed its period until all Oracle projects invoices have been interfaced to Oracle Receivables

12. Interface Revenue to General ledger (Project Billing Only)

The final step before permanently closing the current PA period is to interface revenue to the General Ledger

Run PRC: Interface Revenue to GL


13. Run Period Close Exception and Tieback Reports (as needed)

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: GL Cost Interface Audit

AUD: GL Revenue Interface Audit

AUD: Cross Charge GL Audit

AUD: Missing Timecards

EXC: Transaction Exception Details

EXC: Transaction Exception Summary

PRC: Tieback Expense Reports from Payables

PRC: Tieback Invoices from Receivables

PRC: Tieback Labor Costs from General Ledger

PRC: Tieback Revenue from General Ledger

PRC: Tieback Total Burdened Costs from General Ledger

PRC: Tieback Usage Costs from General Ledger

PRC: Tieback Cross Charge Distributions from GL

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.

14. 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.


15. 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.

16. 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.

17. 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.

18. 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 Closed

19. Reconcile Cost Distribution Lines with General Ledger (Optional)The following 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–relatedtransactions.

Run AUD: Project Subledger SummaryRun AUD: Project Subledger Detail by ProjectRun AUD: Project Subledger Detail by Expenditure Type


Chapter 2: Oracle Purchasing Period Check List – Detailed Instructions

Business Requirements

In order to accurately reflect the proper accrual entries in the General Ledger receipts should be entered on a current basis in the Oracle Purchasing module. For the Oracle Projects and Purchasing modules to accurately reflect commitments Purchase Orders and Requisitions should be approved, canceled and updated in a timely fashion.

Closing

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

1. Optionally Review the Current and Future Commitments

Refer to Purchase Order Commitment by Period Report

This report enables review of the monetary value of your purchased commitments for the next six periods.

2. Optionally Review the Outstanding and Overdue Purchase Orders

Refer to Purchase Order Detail Report, Open Purchase Orders (by Buyer) Report, 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.

3. Follow Up Receipts - Check With Vendors

From the details obtained from the Purchase Order Detail Report regarding unreceipted purchase orders, the appropriate department can then follow up with the vendors as to the status of the ordered items. If the goods have been received, but not entered into Oracle Purchasing as received, the Purchasing Department will have to perform the necessary data entry.

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. Refer Chapter 4 Step 8, Oracle Inventory period end close procedures for additional details.


4. Identify and Review Uninvoiced Receipts - Optional

By running the Uninvoiced Receipts Report, all or specific uninvoiced receipts that can be accrued, can be reviewed. These are items that have been received that the vendor has not invoiced you for yet. 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. Note: If using the accrue on receipt option all items on this report will have been accrued.

5. Follow Up Invoices

For any items identified to have been received but not invoiced, the appropriate department can then follow up the details from the Uninvoiced Receipts Report with the vendor. 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.

6. Complete the Oracle Payables Period-End Process - Steps 1 to 6

Close the accounts payable period (in Oracle Payables) corresponding to the purchasing period for your receipt accrual entries. By performing the Oracle Payables Period-End procedures, this effectively prevents any invoices or payments being entered into Oracle Payables for the closed period.

7. Run the Receipt Accruals - Period End Process

This process is run to accrue receipts, as no journal entries are created when receipt transactions are entered. This process is used to create period-end accruals for uninvoiced receipts for Expense distributions for a specific purchasing period. Each time the process is run, Oracle Purchasing creates an unposted journal entries 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 Receipt Accrual liability account. If encumbrance or budgetary control is being used, another journal entries batch is created, corresponding to the encumbrance reversal entries for the uninvoiced receipts that were accrued. The accrual journal entries are then manually reversed out at the start of the new accounting period. Oracle Purchasing creates accrual entries only up to the quantity the vendor did not invoice for partially invoiced receipts.

Attention: This step is only required if you have selected to Accrue receipts at period end, as part of your Financials Options. Where you accrue on 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.

Run the Accrual Reconciliation Report before running the Receipt Accruals - Period End Process.

The Accrual Reconciliation Report is used to analyze uninvoiced receipts and to reconcile the balance of the Accounts Payable accrual accounts. In release 10 of Oracle Purchasing, both expense and inventory purchases can be accrued as they are received. When this happens, an Accounts Payable liability is temporarily recorded to the Expense or Inventory Accounts Payable accrual accounts. When the invoice is matched and approved by Oracle Payables, the Accounts Payable accrual accounts are cleared, and the liability is recorded from the vendor site.

There are two versions of this report, detailed as follows:


(i) The Accrual Reconciliation Rebuild Report

This version of the report selects the accounting entries from the appropriate sub-ledgers. This accounting information then is retained in a temporary table, where it resides until this information is rebuilt again. Typically, this report is run at period end.

(ii) The Accrual Reconciliation Report

This report uses the accrual information residing in the temporary tables that was selected the most recent time the Accrual Reconciliation Rebuild Report was run. This report is typically run throughout the accounting period, providing interim reports, whereas the rebuild report is used to select and report on current accrual information at period end.

These reports can be used to identify any discrepancies between PO receipts and accounts payable invoices. The report will also detail any miscellaneous transactions erroneously posted to the accrual accounts.

After researching the reported accrual balances, the Accrual Write-Off form can be used to indicate which entries are to be removed and written off from this report. After writing off these entries, the Accrual Write-Off Report can be used as supporting detail for your manual journal entry in the General Ledger module.

The Accrual Reconciliation Report can help in monitoring potential problems with purchasing and receiving activities that can affect the accuracy of the accounts payable accrual accounts.

Accrual Reconciliation Report(Oracle Purchasing Reference Manual)

Prerequisites:

1. If expense purchases are accrued on receipt, this report enables reconciliation with the accounts payable accrual account..

2. If expense purchases are accrued at period end, and inventory receipts are not performed, no information will be available to report.

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 by Destination Account Report must be run to break out the receiving/inspection value by asset and expense.

Attention: The Accrual Reconciliation Report requires transactions to appear on the report to be down-loaded into the Oracle General Ledger interface tables.

Attention: For Oracle Purchasing, all transactions are automatically transferred to the general ledger interface. For Oracle Inventory, and Oracle Work In Progress, a GL transfer of period close must first be performed for the transactions to appear on this report. For Oracle Payables, journal entries must be created for the invoices. The Accrual Reconciliation Report requires the transactions to be transferred to the general ledger interface to ensure the report balances to the general ledger.


Run the Receipt Accruals - Period End Process as many times as required. Use the search criteria to determine what you want to accrue, and accrue your receipts step by step.

8. Complete the Oracle Payables Period Close Steps 8 to 10 – if Accrue at Period End

Re-run the Accounts Payable Trial Balance Report, and optionally run the Key Indicators Report.

9. Run MRC Processes – if Accrue at Period End (skip)

Run the MRC process to accrue at period end, otherwise transactions occur immediately throughout the month when the purchasing costing manager is run.

10. Close the Oracle Purchasing Period

Close the Purchasing Period in the Control Purchasing Periods form. 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)..

11. Open the Next Oracle Purchasing Period

Open the next purchasing period in the Oracle Purchasing Control Purchasing Periods form.

12. Close the Accounting Period in the General Ledger – if using the Accrue at Period End feature.

Perform all the steps required to close the accounting period and generate period-end reports and financial statements in Oracle General Ledger.

Reverse all receipt accrual and encumbrance reversal batches for the period-end accruals (in Oracle General Ledger)., where you have selected to accrue receipts at period end)..

13. Optionally Run the Following Reports

a. Vendors Quality and Performance Analysis

1. Vendors Report

This report is used for review of detail vendor information, and to check for duplicate vendors. Vendors are listed in alphabetical order.

2. Vendors Audit Report

This report is used to generate a list of vendors that may exist in Oracle Purchasing more than once. The report lists all sites of each possible duplicate vendor.

The VendorMerge process can be used to merge duplicate vendors and/or vendor sites.

3. Vendor Quality Performance Analysis Report

This report enables review of vendors’ quality performance, for percent accepted, rejected, and returned. This report is useful to identify vendors with quality performance issues.

4. Vendor Service Performance Analysis Report


This report enables review of the days early and days late for goods received from vendors. The report includes details such as early shipments, late shipments, rejected shipments, and shipment deliveries to incorrect locations.

5. Vendor Volume Analysis Report

This report is used to review the dollar value of items purchased from a vendor. The report details the items that are assigned autosource rules. Use the report for comparison or actual purchase percentages compared with your autosource percentages.

b. Analyze Customer Orders and Requisitions

1. Requisition Activity Register

This report facilitates review of requisition activity and monitoring of the monetary value of day-to-day requisitions.

c. Review Quotation, RFQ and Purchase Order Statuses

Purchase Order Statuses may optionally be reviewed early in the period close processing for Oracle Purchasing (See step 2 above).

1. Blanket and Planned PO Status Report

Review purchase order transactions for items bought using blanket purchase agreements and planned purchase orders.

d. Savings Analysis Reports

1. Savings Analysis Report (by Category)

This report enables review of buyer performance by item category. Use the report to compare the market, quote, or list price to the actual price.

2. Savings Analysis Report (by Buyer)

This report facilitates review of buyer performance by purchase order. Use the report to compare the market, quote, or list price to the actual price.


Chapter 3: Oracle Payables Period Check List – Detailed Instructions


The aim of Sub-ledger closing is to enable, for a given period, reconciliation of the balances and transactions of Sub-ledger accounting with those of general accounting.

Attention : The option chosen for the transfer of Sub-ledger journals to General Ledger, either in detail or in summary, may, in some cases, have a direct impact on the auditability of accounting data. The decision of transferring in detail or in summary belongs to each country, according to their specific tax and internal reporting requirements.Whenever it is possible, it is highly recommended to transfer in summary.

Closing Process

1. Check unapplied prepayments

Check if there are any unapplied prepayments which should have been applied to invoices, and which have not been, by mistake.

Run the Prepayment Status Report and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which are not approved.

Include Invoices : ‘No’

Include Credit/Debit memos : ‘No’

Prepayments Type: ‘Temporary’

Show Prepayments Distributions : ‘No’

2. Approve all invoices

PURPOSE OF PROCEDURE : All non approved invoices will not be transferred to GL. Therefore, you should check that there are no unapproved invoices in AP in the period you are closing.

You can :

A – Either submit the program of automatic approval for all invoices and manually release the remaining holds which could not be released automatically.STEPS :

Run the Invoice Register and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which are not approved.

Run the Payables Approval process : this process checks the PO matching, tax, period status, exchange rate and distribution information for invoices and either applies or releases invoice holds. This process automatically produces a report called Auto Approval Report which displays the name and number of holds placed or released.


Run the Invoice on Hold Report to identify the remaining holds by supplier and invoice.

You can also submit the Invoice on Hold Report before every payment batch to help identify invoices you want to release from hold.

Attention : once you have released all holds do not forget to check that all invoices are approved, for instance by submitting the Invoice Register for unapproved invoices again.

B – Or submit a report which prints all unapproved invoices, release holds and approve all invoices manually and individually. STEPS :

Run the Invoice Register and set the report parameter ‘Unapproved Invoices only’ to ‘Yes’ to identify all invoices which need to be approved.

Run the Invoice on Hold Report to identify the remaining holds by supplier and invoice.

Attention : once you have released all holds do not forget to check that all invoices are approved, for instance by submitting the Invoice Register for unapproved invoices again.

3. Review all transactions & payments to be transferred to GL

PURPOSE OF PROCEDURE : review accounting entries before transferring the data to GL.

STEPS FOR INVOICES :

Run the Invoice on Hold Report to identify invoices for which Oracle Payables cannot create journal entries because there is a posting hold, distribution variance, ...

(Optional) Run the Payables Account Analysis Report to review detail invoice distribution accounting information.

STEPS FOR PAYMENTS :

Check that all payment batches have been created on the correct accounting period.

Navigate to the ‘Payment Batch’ screen in order to confirm or cancel payment batches which are not confirmed.

Run the Payment Register to review payments made in the period. The report is sorted by Bank Account.

(Optional) Run the Payment Distribution Report to review detailed payment distribution accounting information. The report is sorted by Bank Account.

Attention : it is not possible to close a period in AP which contains not confirmed payment batches.

4. Transfer all transactions & payments to GL

The transfer from Oracle Receivables to General Ledger creates unposted Journals in General Ledger (see step 11).

Note that the transfer will create a separate journal for the following categories :

Purchase Invoices

Payments


Prepayment Applications

Transfer invoices and payments to GL using the Payables Transfer to General Ledger Program. Select the audit parameters, set the report parameter ‘Submit Journal Import’ to ‘Yes’ and the report parameter ‘Create Summary Journal’ to ‘No’.

Attention : this program does not update the balances in Oracle General Ledger. You must post these journal entries in GL (task 5).

5. Review the result of the transfer from AP to GL

Oracle Payables automatically prints the Payables Transfer to General Ledger Report after you transfer accounting information to your general ledger. The report shows the total number and amount of journal entries for each batch so that you can easily verify the results after you post.

Use the Accounts Payable Journal Entry Exception Report to identify all exceptions, such as an invalid account or a missing exchange rate, that occurred during the transfer from AP to GL. This report is also automatically printed after you transfer accounting information to your general ledger.

6. Run the Create Mass Additions

The Create Mass Additions is a request set which must be run for the period.

7. Post GL batches – To Be Completed By IT or FIN

To update GL balances with Payables entries, you need to post the GL batches created by the Transfer to GL program. This is done in General Ledger using the Post Journals functionality.

8. (Optional) Run the Unposted Invoice Sweep

Oracle Payables prevents you from closing a period which contains unposted invoices or payments.

The Unposted Invoice Sweep button allows to move all unposted invoices and payments from one accounting period to another accounting period. When you select this button in the open/close window, you enter the name of the period you want to move invoices and payments from, and the name of the period you want to move to. Oracle Payables then changes the GL Date of all unposted invoices and payments in the period you want to move from, to the first day of the accounting period you want to move to.

When you submit this report you can :

A - either chose not to transfer the unposted invoices and payments but only to review them before actually transferring them. To do this you must select the review button. Oracle generates the Preliminary Invoice Sweep Report.

B - Or chose to transfer all unposted invoices and payments from one accounting period to another. To do this you must select the review button. Oracle generates the Actual Invoice Sweep Report.


9. Reconcile Accounts Payable Activity with GL journals

To reconcile your Accounts Payable Trial Balance for a given period :

add the current period’s posted invoices

total invoice amount from Posted Invoice Register

subtract the current period’s posted payments from the prior period’s Accounts Payable Trial Balance.

total cash plus discounts taken from the Posted Payment Register

This amount should equal the balance for the current period’s Accounts Payable Trial Balance.

You can also use the Accounts Payable Trial Balance to the Accounts Payable liability in your general ledger.

STEPS FOR INVOICES :

(Optional) Run the Posted Invoice Register to verify that the total invoice amount equals the total invoice distribution amount.

(Optional) Run the Accounts Payable Trial Balance to list all unpaid and partially paid invoices by supplier. You can use this report to verify that the total account payable liabilities in Oracle Payables equal those in your General Ledger.

Attention : The Accounts Payable Trial Balance only takes into account data which has been transferred to GL.

STEPS FOR PAYMENTS :

(Optional) Run the Posted Payment Register to review posted payments in a given period. Oracle Payable sorts and subtotals the listing by bank and 0bank account.

(Optional) Run the Posted Invoice Register to verify that the total invoice amount equals the total invoice distribution amount.

10. Close AP accounting period

After reconciling the accounts payable activity for the period close the period in Oracle Payables. You can close a period in Oracle Payables independently of Oracle Receivables and Oracle General Ledger.

Attention : it is not possible to close a period in AP which contains not confirmed payment batches. You must confirm your payment batches to update Oracle Payables payment history before you can close a period. This prevents you from creating payments in a period which you have already closed.


Attention : When you close a period, Oracle Payables checks if you have any unposted invoices or payments in that period. If you have any, Oracle Payables prevents you from closing the period.

11. Enter Accruals for invoices not yet received

This is done manually in GL for countries who do not use PO.

12. Open the next AP accounting period

Open the next accounting period in AP.

Note that it is not recommended to have more than one Oracle Payables period open at one time.

Oracle Payables prevents you from opening a period if it is an adjusting period.


Chapter 4: Oracle Assets Period Check List – Detailed Instructions

This describes the actions to be performed and reports to be printed before closing a period in Oracle Assets Version 11i.


In Oracle Fixed Assets, at period end, depreciation must be run for each set of depreciation books set up for the organization, and to create journal entries for Oracle General Ledger. Oracle Assets has only a single open depreciation period in each depreciation book.

Procedures

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

Prior to completing Procedure 1. Below, ensure that all Project related asset costs have been interfaced to Oracle Assets. In Oracle Projects, run the Process PRC: Interface Assets to Oracle Assets (See Chapter 3, Oracle Projects Period End Processing). It is highly recommended that the Oracle Projects and Oracle Payables systems be closed prior to completing all transactions for Oracle Assets. If Company interfaces transactions from both Projects and Payables it must ensure that transactions from both systems have been interfaced to the mass additions table.

1. Complete all transactions for the period being closed

Ensure that all transactions have been entered for the period being closed. Once a depreciation period in Oracle Assets has been closed, it cannot be re-opened. Check that no one is entering transactions. Oracle Assets prevents transaction data entry while the Depreciation Run is running.

Completing all transactions for Oracle Assets:

(i) Complete MassAdditions and Manual Additions. Post the mass additions.

(ii) Complete Adjustments

(iii) Complete Retirements

(iv) Complete Transfers

(v) Complete Reinstatements

Warning: Oracle Assets will not allow you to close a period whilst Mass Addition transactions are incomplete. If you are unable to collect all relevant information pertaining to a mass addition asset, you may consider adding these assets as CIP Asset types. This will enable you to complete the period end process. When all details for these assets are available you can convert the CIP assets, and perform the relevant transfers, dates placed in service, and other details required.


2. Assign All Assets to Distribution Lines

If an asset has not been assigned to a distribution line, the period end Depreciation Process will not 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

3. Run Depreciation

The Run Depreciation process is performed independently for each depreciation book, for the book and depreciation period nominated on the Run Depreciation form. When the process is run, Oracle Assets automatically calculates depreciation for all assets, calculates gains and losses for all retirements, and then runs the appropriate Reserve Ledger Report.

Once initiated, this process automatically closes the current depreciation period and opens the next, providing all assets have been assigned to distribution lines. (See note in (2) above).. If an asset has not been assigned to a distribution line, the Run Depreciation process will 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 View Requests form. 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.

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 a corporate book, the Journal Entry Reserve Ledger Report is run.

When the depreciation program is run for a tax book, Oracle Assets automatically runs the Tax Reserve Ledger Report.

These Reserve Ledger Reports can also be run at any time, using the Run Reports form.

You can run the calculate gains and losses program for retirements before running depreciation. For books with a large volume of assets, the retirement’s process can be run several times during the period to reduce the time for the depreciation process.

4. Create Journal Entries

By using the Create Journal Entries form, depreciation expense journal entries can be created from a corporate or tax book, for your General Ledger. Before using this form, ensure that you have run the Depreciation program for the specified depreciation book and depreciation period. For every transaction entered, Oracle Assets automatically creates adjusting journal entries for the General Ledger, if the journal entry category has been set up for that transaction type for that book.

Warning: Journal entries cannot be created from budgeting books.

Journal entries 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.

Oracle Assets uses FlexBuilder to create Accounting Flexfield combinations for which to create journal entries in the General Ledger. By default, Oracle Assets creates full detail journal entries for depreciation expense. Oracle Assets creates journal entries for


depreciation expense using all the segments from the distribution line nominated for the asset in the Transfers form.

When a capitalized or CIP (Construction in Process) asset is retired, Oracle Assets creates journal entries for the General Ledger.

5. Optionally Run the Following Processes

Create Deferred Depreciation Journal Entries

Deferred depreciation 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.

Depreciation Projections

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

6. MRC Fixed Asset Processes –(Skip)

MRC processes must be run for the MRC books. This consists of running the depreciation and creating standard and deferred journal entries (sections 3, 4, 5).

7. Review and Post Journal Entries (General Ledger)

Review the unposted journal entries in the Enter Journals form (in Oracle General Ledger), manually adjust any journal entries requiring modification, and post each journal entry batch using the Post Journals form in Oracle General Ledger to update the account balances.

8. Reconcile Oracle Assets to the General Ledger Using Reports

a. Reserve Ledger Reports

(See point 3 above.)

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

c. Transaction Reports

Asset Additions


Cost Adjustments

Asset Reclassifications

Asset Transfers

Asset Retirements

Reinstated Assets Reports

Cost Clearing Reconciliation Report

d. Drill Down Reports

Drill Down Report

Reconcile the batch totals from this report with those of the Unposted Journals Report in Oracle General Ledger.

Account Drill Down Report

Reconcile journal entries to the General Ledger. The report enables detailed review of the account activity on a specific general ledger account. The report gives detailed information of the asset transactions represents by a journal entry line.


e. General Ledger Reports

Unposted Journals Report - reconcile with the Drill Down reports.

Posted Journals Report

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

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

9. Optionally Run Responsibility Reports

It is 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 assessing the accuracy of the asset inventory:

Asset Additions By Cost Center Report

Asset Additions Responsibility Report

Asset Disposals Responsibility Report

Asset Inventory Report

Asset Retirements by Cost Center Report

Responsibility Reserve Ledger Report


Chapter 5: Oracle Receivables Period Check List – Detailed Instructions

This describes the actions to be performed and reports to be printed before closing a period in Oracle Receivables Version 11i.


The aim of Sub-ledger closing is to enable, for a given period, reconciliation of the balances and transactions of Sub-ledger accounting with those of general accounting.

Why don’t my AR and GL numbers match?

The values you find in Oracle Receivables may not match the values you find in Oracle General Ledger, for three reasons :

1. Inappropriate use of accounts, for example, crediting Accounts Receivable in a negative adjustment or using an Accounts Receivable account as the debit side of a credit memo transaction.

2. Using more than one Accounts Receivable account. Your Aging includes all receivables accounts but you view the same data account by account in General Ledger, causing them to appear out of sync, but they are not.

3. Manual Journal Entries. Data entered directly into in General Ledger does not flow back to Oracle Receivables.

**Please see attachment for more detail**

Closing Process

1. Complete the manual payments and adjustments for the period

It is not necessary to approve all unapproved adjustments or to complete or delete all incomplete invoices and credit memos before you close a period. However, the longer it has been since you created these transactions, the harder it is to remember what you were doing and why. It is a good practice to clean them up at least at the end of each period.

2. Complete the final Lockbox for the period – correct and re-run as needed.


3. Complete the manual invoices, credit memos & corrections for the period

4. Run the Monthly Invoice Interface

If this process is not automatic you must submit it manually, or, if somebody does it for you, check that it completed successfully.

5. Correct all Autoinvoice rejects and re-run (as needed)

6. Confirm that there are no unapproved adjustments

Run the Adjustment Approval Report to verify that there are no unapproved adjustment. Set the report parameters as follows :

Order by : ‘Customer Name’

Status : ‘Waiting Approval

Skip the rest of the parameters. There should be no data on this report. If there is, contact your manager to approve these adjustments.

7. Check for incomplete transactions

Navigate to the Transaction Summary screen, enter a query, click on the ‘Incomplete’ box to uncheck it and execute the query.

You should see a message ‘Query caused no record to be retrieved’. If some records are retrieved work with the appropriate person to complete or delete the documents, and then requery to insure that there are no longer any incomplete invoices.

8. Notify all users that the system is not available

Notify all users that the system is now available for inquiries only. No updates may be made until the close is complete.

9. Review transactions to be transferred to GL

You can either use the Journal Entries Report (Summary by Category) or the Transaction Register and Sales Journal by GL Account.


Run the Journal Entries Report (Summary by Category) to verify what the journal entries will look like.

Detail by Account : ‘Yes’

Detail by Category : ‘Yes’

Summary by Account : ‘Yes’

Summary by Category : ‘Yes’

GL Posting Status : ‘Unposted’

Beginning GL Date : ‘Period start date

Ending GL Date : ‘Period start date

Review the Journal Entries Report (Summary by Category) prior to transferring the data to GL. It is often easier to modify an account prior to posting than it is after posting. Even if you find an account that you cannot modify - you can immediately create an offset and create a new record with the proper account. Then the final General Ledger numbers will look okay and your General Ledger and Accounts Receivable values will still match.

Check to see if any unusual accounts were used. If found, run the Journal Entries Report again, specifying: ‘Yes’ to Detail by Category and ‘Yes’ only for the categories where you found problems. Turn to the responsible person to correct the problem. Rerun the Journal Entries Report (Summary by Category).

Run the Transaction Register to check that all postable items are reflected on you Sales Journal. In case there is a variance run the Sales Journal by Customer to identify on which customers the variance shows.

Run the Sales Journal by GL Account to ensure that the Transaction Register matches your Sales Journal.

Attention : this report only prints invoices and credit memos. Therefore if other transactions, such as adjustments, impact revenue accounts, they will not appear on this report.

To match both foreign and functional currency amounts to your general ledger run your Sales Journal by currency.

10. Balance to the Aged Trial Balance

Reconcile the outstanding customer balance at the beginning of a given period with the ending balance for the same period. The following table shows the components which affect a customer’s balance and the reports which can be used to reconcile these.

Reconcile Outstanding Customer Balances

Beginning Balance Aged Trial Balance(Use last day of previous accounting period)

+ Transactions Transaction Register- Adjustments Adjustment Register

- Invoice Exceptions Invoice Exceptions Report- Applied Receipts Applied Receipts Register


Reconcile Outstanding Customer Balances

- Unapplied Receipts Unapplied Receipts Register= Ending Balance Aged Trial Balance

(Use last day of accounting period)

Careful : For the Beginning Balance you should enter the last day of the previous accounting period in the field ‘As of Date’. If you enter the first day of the accounting period you are closing, the transactions of the first day of the period you are closing are doubled because they appear on the Beginning and on the Ending Balances.

You 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 on your agings.

In the following report submissions, be sure to use the period start date and period end date as the General Ledger dates for all reports. Do not use any dates other than the General Ledger dates when requesting the reports.

Run the Aged Trial Balance – by account

Report Summary : ‘Invoice Summary’

Report Format : ‘Brief’

As of Date : ‘Period end date’

Aging Bucket Name : ‘the standard bucket name’

Show On Account : ‘Age’

Careful : the total by account and by customer is correct. It shows debit and credit amounts and the balance.

However the total by account only shows debit amounts AND NOT CREDIT AMOUNTS which is misleading when the user wishes to control the balance for each account. Only the total for all accounts shows the credit total (currently under investigation by Help Desk).

Use the Grand Total Amount for the Outstanding Amount Column.

Run the Transaction Register

Order by : ‘Customer’

GL Date Low : ‘Period start date’

GL Date High : ‘Period end date’

Use the ‘Sum for ______ Class’ total for the ‘Functional Currency’ for each class of transactions (Credit Memos, Debit Memos, Invoices, Chargebacks) - WATCH OUT the ‘Sum for Invoice Class’ is before the last total on the report. On the spreadsheet - sum the amounts for each of these transactions (compare to the ‘Grand Total in Functional Currency’ on the final page of the


report - they should be identical - if not correct as needed. Use the signs as they appear on the report (Credit Memos are negative - the rest are positive)

Run the Unapplied Receipts Register

Format Option : ‘Detailed’

Receipt GL Date Low : ‘Period start date’

Receipt GL Date High : ‘Period end date’

Use the ‘Total for Report’ values - add the ‘On Account Amount’ to the Unapplied Amount and multiply the sum by -1. (((On Account + Unapplied) * (-1)) - enter as the sign you get as a result of this calculation

Run the Applied Receipts Register


Apply Date Low : leave blank

Apply Date High : leave blank

Receipt GL Date Low : ‘Period start date’

Receipt GL Date High : ‘Period end date’

Use the ‘Grand Total For Functional Currency’ for the ‘Total’ Column - enter as a negative number.

Run the Adjustment Register




Use the ‘Total for Report’ for the Functional Amount column - enter as whatever sign appears on this report.

Run the Invoice Exceptions Report




Use the ‘Grand Total’ for the Functional Amount column - enter as whatever sign appears on the report.

Run the Transaction Reconciliation Report

Transaction Date from : ‘Period start date’

Transaction Date to : ‘Period end date’

Complete the «Balancing AR to the Aging» spreadsheet with the values you obtained from these reports.

If your derived balance does not equal your new Aging Balance, you may find that you :

1. Did not use the same dates for every report

1.Used dates other than the General Ledger dates (or in addition to the General Ledger dates) for the selection;

1.Entered the wrong amounts from the various reports into the spreadsheet (especially easy to do with the Transaction Register);

1.Used the wrong sign. Credit memos and applied receipts should be negative.

1.Adjustments, unapplied activity and «invoice exceptions» may be negative or positive;


1.Have overlapping dates in the «Aging Bucket» definitions;

11. Reconcile your receipts

Run the Receipt Journal Report in the balance mode to review details of receipts which appear in your Journal Entry Report.

Order by : ‘Accounting Flexfield’

Report Mode : ‘Balance’

Run the Receipt Register to review receipts by status (unidentified, unapplied, applied, cancelled,…) for a given range of GL dates.

The total of the two reports should match.

12. Transfer transactions to the General Ledger

The transfer from Oracle Receivables to General Ledger creates unposted Journals in General Ledger (see step 11).

Note that the transfer will create a separate journal for the following categories :

Invoices

Receipts

Miscellaneous Receipts

Adjustments

...

Run the General Ledger Interface (Menu patch : Interface/General Ledger.

Summary or Detail : ‘Detail’

GL Posted Date : ‘end of period date’

GL Start Date : ‘period start date’

GL End Date : ‘period end date’

Run Journal Import : ‘Yes’

Note this submits multiple processes. Verify they all finished successfully. Confirm that the Unposted/Unbalanced Items report does not contain any data.

Check the report for the following processes :

General Ledger Transfer Program : verify debit total = credit total

Unposted Items Report : review each page to ensure no unposted item exists. If there are unposted items in the report, it means that those items have not been transferred from AR tables to GL interface tables. This data is still in AR tables, unposted. If there are unposted items you should call support in France.

Journal Import : insure that you have a status of ‘SUCCESS’ and check the number of batches and headers created. If the status is ‘SUCCESS’ take a note of the Journal Import request id. You will use this number


to query on the batch in the GL Journal entry screen. The request id is a part of the batch name. Therefore if your request id is 285048, to query on it, you should enter %285048% in the field called Batch in the Find Journals window which appears when you open the GL journal entry screen.

If the status is ‘ERROR’ the data has been transferred from AR tables to GL interface tables but not from the GL interface tables to GL tables. Therefore, this data cannot be viewed in GL.

If the status is ‘ERROR’ check on the same report :

The number of errors

The error codes

The meaning of the error codes on the last page of the report

Make the corrections, if necessary (enable code combinations,…)

Resubmit Journal Import

If you cannot solve the problem yourself you should call support in France.

(Optional) Run the Journal General (180 Char) to check that the total amount by source matches the total amount printed the Journal Import report.

Type : ‘Source Item’

Posting Status : ‘Unposted’

Period : ‘period of posting’

GL Start Date : ‘period start date’

GL End Date : ‘period end date’

Batch Name : leave blank

Note this submits multiple processes. Verify they all finished successfully. Confirm that the Unposted/Unbalanced Items report does not contain any data.

13. Post GL batches

To update GL balances with Receivables entries, you need to post the GL batches created by the Transfer to GL program. This is done in General Ledger using the Post Journals functionality.

14. Reconcile Accounts Receivable Activity to General Ledger

Using a list of your key Accounts Receivable, Cash and Unapplied Cash accounts and the Journal Entries Report (Summary by Category) in AR, document which accounts comprise each of the report totals, i.e. determine the totals by source and category. See Exhibit D: Reconciling AR and GL -- spreadsheet and instructions.

Start with the spreadsheet you used to balance to the Aging. Add a column for each of your Accounts Receivable accounts and your cash and unapplied cash accounts (on-account and unidentified cash too, if they are different accounts).


If you have more than one company, split out each company and account combination.

Using the values in the Journal Entries Report (Summary by Category), fill in the detail numbers for each of the accounts for the applicable activity.

Use only the net amounts and debit amounts should be positive and credit amounts should be negative.

This gives you a detailed breakdown of which accounts comprise each category, and points out where an account was used inappropriately.

Note the usage of each account both appropriate and inappropriate. If it is a standard usage, include the amount on the same line as the amount you reported when balancing to the Aging. If it is an inappropriate usage, add a new line for the amount and a description of what was done.

Cross foot the amounts broken out by account with the «Balancing AR to the Aging» amounts. The amounts should match, if not, re-check the numbers. Since the inappropriate accounts are on separate lines, they will not throw off your cross validation.

One area where you will not be able to directly cross foot is Receipt Applications. This activity appears in two standard reports : the Applied Receipts Register and the Unapplied Activity Report (thus two separate lines on the «Balance AR to the Aging» spreadsheet). They fall into the single General Ledger category of Trade Receipts on the Journal Entries report. When you cross foot, you must include the combination of the Applied Receipts and Unapplied Activity reports against the Trade Receipts (AR) totals. Note that the cash, unapplied, unidentified and on-accounts accounts should be on separate lines since they are not used in determining the net effect on the Aging.

Possible sources of problems :

1. You did not run the Journal Entries report for all accounts. If you select specific accounts based on what you are expecting you may be missing some activity. Unless you are researching a specific issue, always run for all accounts.

Attention : do not forget cash discount accounts or you will have discrepancies between GL and AR !!

1. You had more than one period open in Oracle Receivables and activity appeared in an unexpected period.

2. You had unpostable items (they should have appeared on the Unposted Items report). They appear on the standard reports (so you used them in balancing to the Aging) but they were not transferred to the General Ledger due to unbalanced debits and credits. Contact Help Desk.

The following table lists the proper and improper usage of accounts for each category and how to enter the data into the spreadsheet to indicate how the data will accounted for.


Category Where to Add

Adjustment There should be no AR account activity in this category. If they occur - add a special line for each - add to the column for the applicable AR account.

Adjustment (AR) There should only be AR account activity in this category. For each account add to the Adjustment activity line - split by AR account . If there are non-AR accounts in this category, add a special line for each - add a new column for the non-AR account.

CM Applications and CM Applications (AR)

These should net to zero - and should include only AR Accounts - ( if there are non-AR accounts add a special line for each and add a new column to the spreadsheet for each account). If each account does not net to zero, enter the amount for each account in the proper column on the spreadsheet.

Credit Memos There should be no AR account activity in this category. If they occur, add a special line for each and add to the column for the applicable AR account.

Credit Memos (AR) There should only be AR account activity in this category. For each account add to the Credit Memo activity line - split by AR account. There should be no non-AR accounts in this category. If they occur, add a special line for each and add a new column for the non-AR account.

Misc Receipts and Misc Receipts (Distributions)

There should be no AR account activity in these categories. If they occur, add a special line for each and add to the column for the applicable AR account. Add the cash amount to the appropriate column.

Sales Invoices There should be no AR account activity in this category. If they occur, add a special line for each and add to the column for the applicable AR account.

Sales Invoices (AR) There should only be AR account activity in this category. For each account add to the Invoice activity line - split by AR account. There should be no non-AR accounts in this category. If they occur, add a special line for each and add a column for the applicable non-AR account.

Trade Receipts (AR) There should only be AR account activity in this category. For each account add to the Applied Receipts activity line - split by AR account. There should be no non-AR accounts in this category. If they occur, add a special line for each and add a column for the non- AR account. Add unapplied amounts to the appropriate columns.

Trade Remittances There should be no AR account activity in this category. If they occur, add a special line for each and add to the column for the applicable AR account. This should represent your Cash Account(s) only. Add cash amounts to the appropriate columns.

Note: the ‘Total for Currency’ debit and credit amounts should be equal but the ‘Total for AR’ debit and credit amounts may not be equal.

Note that the Unapplied Amount plus the unapplied activity (from the journal details) should equal the Applied Payment and Unapplied Activity totals from the reports.

Run the Account Analysis Report in General Ledger for every key account you included in your reconciliation spreadsheet. This may include various different cost centres, divisions … so be sure that your ranges allow for all possible sub-segment values for the


accounts you are working with. Your key accounts should include : Accounts Receivable, Cash, Unapplied Cash and AP/AR Clearing.

Type : ‘Source Item’

Currency : functional currency

Balance Type : ‘Actual’

Order by : ’Account Segment’

If you are working with different companies, you should run a separate report for each company and account combination.

For each account and company combination add the starting and ending balances from the Account Analysis Report to the «Reconciling AR and GL» spreadsheet (on the gray lines).

Add one line for each journal entry that has a Source other than Receivables. Note the Source, Category, Batch Name and amount by account.

Note that debits are positive and credits are negative.

Foot the totals for the Starting Balance plus or minus all activity for each account (including manual journal entries) and compare this amount to the new Ending Balance.

If they do not match, check for the following causes :

1. Manual Journal Entries - be sure to document on the spreadsheet. Find out why these are being done, if we are using the system properly - there should never be manual journal entries.

2. Activity from Sources other than AR - find out why these are happening and get this stopped now. Only Accounts Receivable should be using AR accounts.

3. Your General Ledger Interface did not complete successfully. Verify that you had no unposted items in the General Ledger Interface table or in Oracle Receivables.

4. You have changed the standard accounts used for Unapplied, Unidentified, and On-Account receipts, or for Accounts Receivable. Even if you change the defaults for these accounts, the original accounts are retained in the existing transactions and used if you have any subsequent activity against them. You must run Account Analysis Report for each of the old accounts also and include their activity on the spreadsheet.

5. The dates you used for the Account Analysis Report are not consistent with those you used for the Oracle Receivables reports.

6. The Accounts Receivable journal entries have not yet been posted in General Ledger. Remember that until General Ledger closes the period, these values may change and you will have to recreate the Account Analysis Report and re-complete the spreadsheet.

7. Improper set up values. For example, using your cash account for your Unapplied, On-Account, and Unidentified accounts. They should use a special account, not your cash or Accounts Receivable accounts.


Often the Unapplied, On-Account and Unidentified accounts are all the same account, which is fine.

If you still do not balance, you need to review the data at a lower level. Check which of the totals by Source and Category in General Ledger do not match the totals for the same sources and categories in Accounts Receivable.

One of the drawbacks of the Account Analysis report is that it lacks subtotals by Source and Category. You must calculate the totals manually. The level of difficulty in doing this is directly proportional to the number of journal entries that were created since this report includes one line for each journal entry. If you post daily this could be quite difficult. If you post once or twice a month, this will be much easier. See which categories or sources have problems.

When you have narrowed the differences down to specific accounts, sources and categories, run the Journal Entries report again but request the Detail by Category and specify just the accounts and categories you must research. You should be able to see exactly which transactions made up the values that you see. If you still have problems, get Help Desk involved to do more research.

Document each of the inappropriate account uses, and manual journal entries that caused your values to be out of sync and add to your totals. You should now tie to the ending balances.

15. Close accounting period in Oracle Receivables

You can now close the period in Oracle Receivables (Menu path : Control/Accounting/Open-Close periods). You can do this in Oracle Receivables independently of Oracle Payables and Oracle General Ledger.

Oracle Receivables check for unposted items, there shouldn’t be any. If there are none, SAVE.

If there are unposted items, this is due to problems in the General Ledger interface. Contact Help Desk.

16. Open the next accounting period in Oracle Receivables

Open the next accounting period in AR.

Note that you should not have more than one Oracle Receivables period open at one time.

17. Notify all users that the system is available

Notify all users that they can use the system again.


Chapter 6: Oracle Cash Management Period Check List – Detailed Instructions

This describes the actions to be performed and reports to be printed before closing a period in Oracle Cash Mgmt Version 11i.


Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control the cash cycle. It provides comprehensive bank reconciliation 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.

Procedures

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

1. 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 manual 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

2. Reconcile Bank Statements

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

Cash Management provides two methods to undertake reconciliations:

· Automatic - Bank statement details are automatically matched and reconciled with


accounting transactions. This method is ideally suited for bank accounts which have high volumes of transactions.

Refer to: Reconciling Bank Statements Automatically

· Manual - This method requires a manual match of bank statement details with accounting 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 to: Reconciling Bank Statements Manually

3. Create Miscellaneous Transactions

During the reconciliation process miscellaneous transactions for bank originated entries, such as bank charges and errors can be create. 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 your GL posting routine from Oracle Receivables to ensure all information is transferred to the General Ledger

4. Review AutoReconciliation 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 AutoReconciliation 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.

5. Resolve Exceptions on the AutoReconciliation Execution Report

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

6. 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.

7. 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.

8. Resolve Un-reconciled Statement Lines

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

9. 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.

10. 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.


11. 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.

12. 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 it should be protected by enabling security rules in Oracle Financials.

13. Perform the Bank Reconciliation

Use these reports to reconcile the General Ledger cash account period-end balance to the Bank Statement period-end balance.


Chapter 7: Reconciling Accounts Receivable Cash to GL

1. Complete all receipt entry and re-applications for the period

2. Run AR Payment Reports

Run the Deposited Cash – Applied Detail to reconcile Oracle Receivables with your bank statement. This report shows applied amounts, unapplied amounts, and applied miscellaneous cash. The information is printed based on the deposit date you enter. It is printed by Bank account.

Run the Deposited Cash – Open Detail to reconcile Oracle Receivables with your bank statement. This report shows the total applied, unapplied, and on-account amount for each deposit date. The information is printed based on the deposit date you enter. It is printed by Bank account.

Run the Receipt Register

Run the Reversed Receipt Report (order by Remittance Bank)

Run the Journal Entries Report (Summary by Category) for trade receipts and Miscellaneous only.

Currency : functional currency

Balance Type : ‘Actual’

Order by : ’Account Segment’

Compare totals on the individual reports to the Journal Entries report to see if they tie, including :

The net amount for Misc Remittance (on the Journal Entries report) should equal the Misc Applied total (in the Deposited Cash - Applied Details Report);

The net amount for Trade Remittances (on the Journal Entries report) should equal the AR Applied total (in the Deposited Cash - Applied Details Report);

The Credit amount for Misc Remittance (on the Journal Entries report) should equal the Total For Miscellaneous Cash Receipts (in the Reversed Receipts Report);

The Credit amount for Trade Remittances (on the Journal Entries report) should equal the Total For Invoice Related Cash Receipts (in the Reversed Receipts Report).

Does the Receipt Register Total = Net total on the Journal Entries Report ?

Check that the accounts found on the Journal Entries Report are proper :

Misc Cash Accounts (Misc Receipts Distributions)


Only cash accounts in the cash categories (Misc. Remittance, Trade Remittances)

Only Accounts Receivable in the Trade Receipts (AR) category.


You have the version of the Reversed Receipt Report which does not include Miscellaneous Cash items and/or does not include subtotals at the end.

Deposit Dates are not in the same range of dates as the General Ledger dates.

Warning : if you book your payments to your customers by entering a debit memo which credits the bank account, you should also print the Transaction Register for the Transaction Type ‘PAYMENT’ used to enter the debit memo (cf AR Procedures : Book a payment to a customer).

3. Run GL Account Analysis Report

Once all postings are completed for AR and GL for the period, you should :

Run the Account Analysis report in General Ledger for each of the cash accounts.

Compare the net activity amount on the Account Analysis report to the amount indicated on the Journal Entries Report - Summary by Category. They should match.

If Not :

Confirm that there were no manual journal entries. If there were, note the total by account.

Confirm that the only Source was Receivables. If not, note the total by account and source.

Confirm that the net activity less these exceptions equals the Journal Entries Report amount.

If you still are not in balance :

Verify entry by entry the values in the Account Analysis Report against the Journal Entries Report. If you find differences, run the Journal Entries report again, this time as ‘Detail by Account’ for each account where you have differences – compare.

Possible sources of problems : cash accounts being used improperly (e.g. in adjustments or as the unapplied account).


Chapter 8: Reconciling Accounts Payables Cash to GL

1. Confirm all payment batches

Navigate to the ‘Payment Batch’ screen in order to confirm or cancel payment batches which are not confirmed.

2. Run AP Posted Payment Register

Run the Posted Payment Register

Sort Posted Payments by : ‘Bank account, Payment’


1. Entering payments, using the invoice transaction, that is by crediting a bank account in the distribution line of a credit memo will distort this report. Indeed, this transaction will not appear on the Posted Payment Register since this report is based on the payment tables, not on the invoice tables. It is recommended to use a suspense account, and to book manually the payment in GL and net to zero the suspense account.

The report can only be submitted for an open period.

Recommendation : Do not try to match your AP Payments with your bank statement using a GL Report, because AP bank entries are usually transferred in detail to GL, and the amounts on the bank accounts do not correspond with the amount on the bank statement.

3. Run GL Account Analysis Report

Once all postings are completed for AP and GL for the period, you should :

Run the Account Analysis report in General Ledger for each of the cash accounts.

Compare the net activity amount on the Account Analysis report to the amount indicated on the Posted Payment Register. They should match.


Chapter 9: Oracle General Ledger Period Check List – Detailed Instructions

This describes the actions to be performed and reports to be printed before closing a period in Oracle General Ledger Version 11.

Closing Process

1. Enter Journals

Enter manual journals

Generate your recurring journal entries.

2. Run Payroll Interface

Run the payroll interface (if not automatic).

Check that the Journal Import has a status of ‘SUCCESS’ and check the number of batches and headers created. If the status is ‘ERROR’ check on the same report :

The number of errors

The error codes

The meaning of the error codes on the last page of the report

Do the corrections, if necessary (enable code combinations,…)

Resubmit Journal Import

3. Interfaces from AP, FA and AR to Oracle General Ledger

Make sure, with the people working in the Accounts Payable, Fixed Assets and Accounts Receivable departments that they have transfered to GL all data from Oracle Payables, Assets and Receivables.

Careful : ‘Posting’ or ‘transfering’ data from Oracle Payables and Receivables into Oracle General Ledger, creates journals in GL but does not automatically update GL balances.

The journals created by the Journal Import program must be posted manually by the user. Depending on your organisation, this task may be performed by the persons responsible for Payables and Receivables


posting to GL or by the General Ledger person.

4. Post Journal Entries

Post your :

manual journals

recurring journal entries

Payroll journal entries

(depending on your organisation) Oracle Payables and Receivables journals.

5. Check unposted journals, correct and post

You must check if you have any unposted journals. If there are any, do the necessary corrections and post them. To check, you can use the following reports :

Run the Account Analysis

Run the Journal Batch Summary

Run the Journal Entry Report

Run the Journal Line Report



Possible sources of problem :

Unbalanced journal : total debit and credit amounts do not match.

The period is not opened. You can only post a journal in an open period.

6. Generate & post Mass Allocation Journals

Generate Mass Allocation Journals

Post Mass Allocation Journals

7. Analyze Transit accounts

Use the Account Analysis Report to analyse your transit accounts by source.

Enter the necessary adjustment journals, and post your adjustment journals.


8. Currency Revaluation

(Optional).

9. Produce Accounting Reports

Run the Trial Balance - Summary 1

Run the Trial Balance - Expanded


Run the Journals General (180 char.)

Run the Journals Summary

10. Close Period

Periods in GL have the following statuses :

Never Opened : The period has never been openedFuture Entry : You can enter journals but you cannot post themOpen : You can enter and post journalsClosed : You cannot enter journals. The period can be

reopenedPermanently closed :

Nothing can be done in that period. It cannot be reopened.

Current practise is to close the period, using the ‘Closed’ status to be able to reopen them to book adjustment entries.

Oracle does not prevent you from closing a period which contains unposted batches.

Suggestion : periods are ‘Permanently closed’ once you have completed all accounting entries, and produced all reports regarding that period. This is usually done after yearly closing, and once the accounts have been approved by auditors.Be sure that you are completely satisfied with an accounting period before you permanently close it because you cannot reopen a permanently closed period.

11. Open next GL Period

Open your next accounting in General Ledger.

To reduce processing time, keep as few accounting periods open as possible.

12. Reverse journals from previous accounting period


Chapter 10: Year End Closing

There is absolutely no particular step to perform in Oracle for the year end closing.

At the moment when you open the first period of the next year, Oracle automatically :

calculates the result and books it to the account 'Retained Earnings' set up in your Set of Books calculates the carry forward for all balance sheet and Ownership/Stockholders' Equity accounts puts to zero the opening balance of the next fiscal year for profit and loss accounts

After you have opened the first period of the next year, every time you enter a transaction on the previous fiscal year, in GL, AP, AR or CE, Oracle automatically calculates the result and carry forward again. You have nothing to do.

Do not look for the journal entry which generates the result. It simply does not exist. But the carry forward is there.

You should be aware of something very important. The attribute 'Account Type', which can be :

Asset Liability Expense Revenue Ownership/Stockholder's Equity

is used to calculate the result and to decide whether the balance should be carried forward at the beginning of the next fiscal year or put to zero.

This means that if your account type is not set up correctly, the carry forward and the result will not be correct. This is why you should be very careful when you set up a new account and tabulate until you see the window which shows the ‘Account type’ to select the correct value.

Careful : the default value attributed by Oracle if you do not populate this field yourself is 'Expense'.

We have already noticed that some account types have been set up incorrectly.


This is why I suggest that before opening the next fiscal year you send a mail to E-FAST Support to ask them to check all account types to make sure they are all correct. If some are incorrect, the corrections must be made by support. They cannot be made by you.

Do not worry about the account type of parent accounts such as accounts starting with ‘C’ and ‘GB’ because parent accounts do not have balances stored in the database. Their balances is calculated dynamically, based on the account types of the child accounts attached to them.

Only the account type of child accounts matter.


Chapter 11: How to export from Oracle to Excel ?

How to export the contents of a table in a form ?

1. Navigate to a screen which contains a table

2. Place the cursor in the first column of the table

3. click on Action / Export in the toolbar. This will open Internet Explorer.

4. A window will appear asking you if you want to open the file or to save it on the disk. Save it on the disk and clik on OK.

5. In the next window, choose the place and name for the file

6. Click on Save.

7. Open the file in Excel. Careful : the file does not have an Excel type so remember to display all types of files, in the field 'File Type'.

8. Follow the steps of the Excel assistant to import the file (define the number and width of columns...).

9. Format the file in Excel.

10. Save your file in Excel format.

How to export the contents of a report from the screen View my request ?

1. Run your request (unless you have already done it)

2. In the toolbar, click on Help/ View my requests

3. Open the report you want to export (click on View Output)

4. In the toolbar, click on Special / Copy file. This will open Internet Explorer.

5. In Internet Explorer, in the horizontal menu, click on 'File / Save as', and enter the name you want to give to your file and where you want to save it.

6. Click on Save. Close Internet Explorer.

7. Open the file in Excel. Careful : the file does not have an Excel type so remember to display all types of files in the field 'File Type'.

8. Follow the steps of the Excel assistant to import the file (define the number and width of columns...).

9. Format the file in Excel.

10. Save your file in Excel format.

Note : the file extracted contains the header for every page. You can use the sort option in Excel to group all headers and remove all of them at the same time.

How to export the contents of a report using ADI (GLDI) ?


You can also submit your report directly in ADI (Application Desktop Integrator), previously called GLDI (General Ledger Desktop Integrator ).

Troubleshooting using ADI (GLDI)

If you get the error message : « cannot connect to tns ... » this means that the file tnsnames.ora which on your PC is not correct. This file is automatically downloaded to your at the connection. If you get this error call Support or a DBA who will send you the right tnsnames.ora file.

If you get the error message : « you must apply the patch 660484 », this means that we must apply this patch on the kernel Oracle Server to correct the problem. This implies to stop the database.


Chapter 12: How to transfer files from and to Oracle Financials



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Oracle Fin Month End Close