R12 Oracle Subledger Accounting Fundamentals Chapter 2dbmanagement.info/Books/MIX/R12_Oracle_Subledger... · Web viewCreate Accounting and Transfer Journal Entries to General Ledger

Create Accounting and Transfer Journal Entries to General LedgerChapter 2

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Create Accounting and Transfer Journal Entries to General Ledger

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Objectives



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Create Accounting Program Overview


Eligible accounting events are defined as follows:

Event needs to be for a completed transaction

Rules must be defined to process the transaction type/event type



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Draft Accounting

Draft Accounting

When you select draft accounting, Subledger Accounting creates the relevant journal entries in draft mode. Draft entries are not posted to General Ledger. You can review the resulting entries, update the transactions, or update the accounting rules. Any changes will be reflected when the transaction is processed again for accounting.



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Online Accounting

Online Accounting

Final entries are ready to be transferred to General Ledger and cannot be modified. The transactions are considered as processed for accounting. Any changes to the rules will not impact final entries.



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Straight-Through Accounting

Straight-Through Accounting

If you select Final Post, Subledger Accounting posts the journal entries all the way through to General Ledger. This means that you can update GL balances straight from the invoice entry (or any other transaction entry) window.



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Create Accounting Program Parameters

Create Accounting Program

The Create Accounting program creates subledger journal entries. In general, the parameters described in the table above determine which accounting events are processed.

Navigation Paths

Payables: Other > Requests > Run

Receivables: View > Requests (B) Submit a New Request



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Create Accounting Program Parameters

Create Accounting Program

The Create Accounting program generates one or more accounting programs depending on the volume to be processed.

The Subledger Accounting Program report is generated by the Create Accounting program and documents the results of the Create Accounting program. It lists the following:

Successful events and the subledger journal entries created for those events

Errors for failed events

You can run the report in summary, detail, or no report mode which are described as follows:

Summary mode provides a summary of events processed and detailed information about their errors.



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Detail mode provides details of subledger journal entries generated from the processing of completed events and a detailed error report.

No report mode will show an error count without actually generating the report.



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Transfer Journal Entries to GL Program Overview



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Transfer Journal Entries to General Ledger Program



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Oracle Subledger Accounting Program Report



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Oracle Subledger Accounting Program Report



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Transfer Journal Entries to GL Report



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Setting Profile Options

Setting Profile Options

The profile options listed above relate to data access and security and impact how accounting is generated through SLA in R12.

SLA: Enable Subledger Transaction Security in GL

Use this profile option to combine subledger transactions security with data access security for General Ledger responsibilities when drilling down to multi-organization enabled subledger application. Transaction security in the respective subledger application is always applied when drilling down from subledger transactions to subledger journal entries.

SLA: Enable Data Access Security in Subledger

This profile option determines whether the General Ledger Access Set security mechanism is applied for a subledger application responsibility when viewing, reporting, or creating subledger journal entries associated with a given ledger. The



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General Ledger Access Set security mechanism is always applied for responsibilities associated with the General Ledger application.

The profile option enables you to combine data access security with subledger transaction security and therefore control access to subledger journal entries depending on the ledger to which they belong. For example, you can implement a Multi-Org Security Profile that allows you to create Oracle Receivables Invoices for two different operating units each associated with different ledgers but restrict drill-down from the subledger transaction to the associated subledger journal entry based upon the destination ledger contained in the Access Set.

SLA: Additional Data Access Set

The SLA: Additional Data Access Set profile option, in conjunction with the GL: Data Access Set profile option, controls which ledgers and balancing or management segment values you can access when logging onto a responsibility. If SLA: Enable Data Access Security in Subledgers is enabled for the responsibility, you have access only to the ledgers and balancing or management segment values included in the data access sets assigned to the SLA: Additional Data Access Set and GL: Data Access Set profile options.

SLA: Allow Reports Journal Source Override

This profile option applies only to the following reports: Open Account Balances Listing Third Party Balances Report

Enable this option to change the Journal Source parameter during report submission. If the option is set to No, then you cannot change the value defaulted during report submission.

For example:

Should the general ledger data access set security be enforced when generating accounting? For example, should journal entries be created if the user does not have ledger clearance even if they may have multiorg access to the operating unit?

Should the transaction security model be applied when drilling down from GL? For example, should the user be allowed to inquire on journal entries of certain operating units if they do not have MO access, but have ledger clearance?

If there are secondary ledgers and data access set security is enforced in the subledger module, then an additional data access set needs to be assigned to the user to enable access to the secondary ledger.

Should the user be able to run certain reports across data from multiple subledger applications?



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Summary



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Practice 1: Entering an Invoice



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Practice - Enter an Invoice with Two Lines that are Distributed to Different Departments

Overview

You have received invoice XX1000 from XXIBM Corporation, which you will be entering into the Oracle Payables system. The invoice is to be distributed to two departments in your company.

Assumptions

Replace XX with your terminal number or initials.

You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice.

Tasks

Responsibility: Payables, Vision Operations (USA)

1. Navigate to the Invoices window.

2. Enter the following invoice:Trading Partner

Invoice Num Invoice Amount

Description Payment terms

Payment Method

XXIBM Corporation

XX1000 10000 Promotional Giveaway

Immediate Electronic

3. Enter the invoice lines based on the following table:Num Type Amount Distribution Account

1 Item 4000 01-402-7110-0000-000

2 Item 6000 01-404-7110-0000-000

4. Save your work.



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Solution - Enter an Invoice with Two Lines that are Distributed to Different Departments

Tasks

Enter Invoice

1. Navigate to the Invoices window.

(N) Invoices > Entry > Invoices

2. Enter an invoice using the following information:

Trading Partner

Invoice Num Invoice Amount

Description Payment terms

Payment Method

XXIBM Corporation

XX1000 10000 Promotional Giveaway

Immediate Electronic

Enter Two Invoice Lines and Distribute Each Line to a Different Department

3. (T) Lines

4. Enter the invoice lines according to the following table:

Num Type Amount Distribution Account

1 Item 4000 01-402-7110-0000-000

2 Item 6000 01-404-7110-0000-000



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5. Save.

6. (B) All Distributions. Note that because you entered the Distribution account for each Item line, the distributions are automatically created for these lines.



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7. Close the form back to the Navigation menu.



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Practice - Create an Invoice

Overview

In this practice you will create a receivables invoice.

Assumptions

If you are not attending training at an Oracle University or Authorized Partner Education Center, you must have access to an Oracle Application Vision database or comparable training test instance on which to complete this Practice.

Replace XX in the Practice with a unique identifier such as your initials or a number. (For Instructor Led Training classes, this number will be assigned to you). This is necessary in order to create unique records within the database when performing the Practice.

Tasks

Create an Invoice

Responsibility = Receivables Manager

1. Navigate to the Transactions window

(N) Transactions > Transactions Source: Manual Class: Invoice Type: Invoice

2. Create an invoice for XX-Big City using the following information:

Line Number Item Number Quantity Unit Price Tax

1 CS03755 10 1500 Location

2 CS32698 5 1750 Location

3. Complete the invoice

4. Note Transaction Number: ____________________________________



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Solution - Create an Invoice

Create an Invoice

Responsibility = Receivables Manager

1. Navigate to the Transactions window

(N) Transactions > Transactions Source: Manual Class: Invoice Type: Invoice

2. (T) Main Ship To Name: XX-Big City

3. (B) Line Items

Line Number Item Number Quantity Unit Price Tax

1 CS03755 10 1500 Location

2 CS32698 5 1750 Location

4. (I) Save

5. Close Lines Window

6. (B) Complete

7. Note Transaction Number: ____________________________________



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Guided Demonstration: Run the Create Accounting Program



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Guided Demonstration - Run the Create Accounting Program and Transfer Journal Entries to GL Program in Payables

Responsibility: Payables, Vision Operations (USA)

Run the Create Accounting Program

1. (N) Other > Requests > Run

2. (B) OK

3. In the Name field, select Create Accounting.

4. Enter the following information in the Parameters window:Field Name Value

Ledger Vision Operations (USA)

Process Category Invoices

End Date <today’s date>

Mode Final

Errors Only No

Report Detail

Transfer to General Ledger Yes

Post in General Ledger No

Include User Transaction Identifier No

5. (B) OK

6. (B) Submit

7. View - Requests.



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Guided Demonstration - Run the Create Accounting Program and Transfer Journal Entries to GL Program in Receivables

Responsibility: Receivables, Vision Operations (USA)

Run the Create Accounting Program

1. (M) View > Requests

2. (B) Submit a New Request

3. (B) OK

4. In the Name field, select Create Accounting.

5. Enter the following information in the Parameters window:Field Name Value

Ledger Vision Operations (USA)

Process Category Transactions

End Date <today’s date>

Mode Final

Errors Only No

Report Detail

Transfer to General Ledger Yes

Post in General Ledger No

Include User Transaction Identifier No

6. (B) OK

7. (B) Submit

8. (B) No

9. (B) Find to view requests.



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R12 Oracle Subledger Accounting Fundamentals Chapter 2dbmanagement.info/Books/MIX/R12_Oracle_Subledger... · Web viewCreate Accounting and Transfer Journal Entries to General Ledger