Month end close-oracle process doc

  • Published on
    15-Jul-2015

  • View
    219

  • Download
    1

Embed Size (px)

Transcript

  • Created: July 2010 Page 1 of 51

    ORACLE

    Month-End Close Process

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 2 of 51

    Table of Contents Table of Contents _____________________________________________________________ 2 PRE-CLOSE_________________________________________________________________ 3

    A) Mapping Files_________________________________________ Error! Bookmark not defined. B) Allocation Percentages STAT Entry ____________________________________________ 3 C) Flat Rate Facilities Allocation__________________________________________________ 10 D) Accruals ___________________________________________________________________ 13 E) Prepaid Entries _____________________________________________________________ 16 F) Miscellaneous Reclasses_______________________________________________________ 21 G) Communication ___________________________________________________________ 28

    DAY 1 - CLOSE _____________________________________________________________ 28 A) Auto-Allocation _____________________________________________________________ 28 B) Verify Cost Center General Spending has Cleared ________________________________ 30 C) Communication _____________________________________________________________ 33

    APPENDIX A: How to Open a Fresh Web ADI Form ______________________________ 34 APPENDIX B: How to Add an Attachment to an Unposted Journal ___________________ 36 APPENDIX C: How to Post a Journal Entry______________________________________ 39 APPENDIX D: How to Print a Journal Entry _____________________________________ 41 APPENDIX E: How to Run & Format an Account Analysis Report ___________________ 44 APPENDIX F: How to Approve a Journal Entry __________________________________ 48 APPENDIX G: How to Run a Trial Balance Report ________________________________ 49

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 3 of 51

    PRE-CLOSE

    A) Allocation Percentages STAT Entry

    a) Cost Centers Using Forecast Percentages CCs in Tier 1 using FCST %s CCs in Tier 2 using FCST %s CCs in Tier 3 using FCST %s NOTE: When pulling data in Essbase columns should be in the following order: Planning Alloc Acct Entity CC SA Proj Q3OHPct E1000 10004120 0000 P10000990 0.00606OHPct E1000 10004130 0000 P10000990 0.00171

    1) Format allocation percentages to be 5 decimal places ONLY click inside cells to check. If needed turn on the following: Tools/Options/Calculation/Click on Precision as Displayed. You will receive a message that data will lose accuracy. Click OK. If you choose to perform the Precision as Displayed step, make sure to turn it off after the data has changed.

    2) Verify percentages equal 1.00000 adjust as needed 3) Copy and Paste the forecast data into the FCST % template (pink header

    section) this template has been formatted and linked via V-Lookups to convert the forecasted account string into the Oracle account string

    4) Open a FRESH Web ADI form (See Appendix A Page 34) 5) Fill in the appropriate heading information

    Example of how to fill in the header information on the Web ADI Form for %s Balance Type Actual Data Access Set GENZ US PRIMARY US GAAP Ledger * List - Text GENZ US PRIMARY US GAAP Category * List - Text US OPS Source * List - Text Spreadsheet Currency * List - Text STAT Period List - Text JUL-10 Accounting Date * List - Date 7/31/2010 Batch Name Text USPRI-DUNME01-STAT01 Batch Description Text JUL-2010 Allocation Percentages Journal Name Text USPRI-DUNME01-STAT01 Journal Description Text JUL-2010 Allocation Percentages Reverse Journal List - Text No Reversal Period/Date List - Text

    velch01Rectangle

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Rectangle

    velch01Typewritten TextUSERID

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Typewritten TextGEN Ledger name

    velch01Typewritten Text

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 4 of 51

    Clearing Company List - Text NOTE: There is a Corporate Standard that needs to be followed when filling out the information for the Batch Name and Journal Name see below: Example: USPRI-USERID-STAT01

    US Entity 1000 and 1020 PRI Primary ledger USERID User name STAT Type of journal entry

    (Examples: STAT %s, REV - reversing, JL regular journal, REC - recurring) 01 Sequential number

    6) Using the FCST % template data Copy the Oracle data (blue header section) and Paste Values into the Web ADI form

    Example of Web ADI form after the Copy & Paste step

    The flag shown in the Upload column, all the way to the left of the Web ADI form, indicates this is a row you want to include in the upload. You have the option to delete this flag if you do not want to include specific rows in the upload. In order for the flag to reappear if you are reusing the WEB ADI form copy data and paste special values to bring the flags back up. NOTE: If you have allocations that are prepared using FCST %s and Hours %s you can use one Web ADI Form to Upload. See notes in section b below on how to prepare the Hours %s.

    7) Upload the Web ADI by clicking on Oracle on your Excel tool bar

    velch01Rectangle

    velch01Rectangle

    velch01Rectangle

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 5 of 51

    8) Click on Upload from the dropdown list

    NOTE: You will need to be logged into Oracle to perform the Upload task. If you are not logged in the Oracle Log In page will pop-up when you hit Upload

    9) The below form will open for upload parameters

    NOTE: For STAT uploads make sure to check Upload Unbalanced Journals

    10) Once appropriate boxes are checked - Click Upload 11) A confirmation window will appear indicating the completion status of the

    upload. If any errors occur, they will display in the window. Click the Close Button

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 6 of 51

    12) The Messages column all the way to the right of the Web ADI form will automatically populate when you execute to upload the data into Oracle. If the data in the row has no errors the Messages column will populate with a

    smiley face to represent the data in that row is valid. If the data in the row has an error the Messages column will provide a description as to what is incorrect for the given row.

    13) Attach necessary backup to the entry (See Appendix B page 36)

    NOTE: ALL entries require an attachment for backup NOTE: STAT entries do NOT require manager approval preparer needs to hit Approve

    14) Post the entry (See Appendix C page 39) 15) Print the entry (See Appendix D page 41)

    b) Cost Centers Using Timesheet Hours

    CCs in Tier 3 using Timesheet Hour %s

    1) Using the Kronos Timesheet Hour Summary spreadsheet convert the hours into allocation percentages

    NOTE: Timesheet Hour data columns should be in the following order (dont forget Entity) Entity CC# SA Proj Hours % 1000 4085 0000 0992 0 0.000001000 4085 0000 0994 0 0.000001000 4085 0000 0998 0 0.000001000 4085 0205 0005 230 0.201841000 4085 0205 0760 34 0.029841000 4085 0226 0006 358 0.314171000 4085 0249 0844 21 0.018431000 4085 0700 0011 496.5 0.43572 4085 Total 1139.5

    2) Format allocation percentages to be 5 decimal places ONLY click inside

    cells to check. If needed turn on the following: Tools/Options/Calculation/Click on Precision as Displayed. You will receive a message that data will lose accuracy. Click OK. If you choose to perform the Precision as Displayed step, make sure to turn it off after the data has changed.

    3) Verify percentages equal 1.00000 adjust as needed 4) Copy and Paste the forecast data into the HOURS % template (pink header

    section) this template has been formatted and linked via V-Lookups to convert the timesheet hour account string into the Oracle account string

    5) Open a FRESH Web ADI form (See Appendix A page 34) 6) Fill in the appropriate heading information (See example below)

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 7 of 51

    Example of how to fill in the header information on the Web ADI Form for %s Balance Type Actual Data Access Set GENZ US PRIMARY US GAAP Ledger * List - Text GENZ US PRIMARY US GAAP Category * List - Text US OPS Source * List - Text Spreadsheet Currency * List - Text STAT Period List - Text JUL-10 Accounting Date * List - Date 7/31/2010 Batch Name Text USPRI-DUNME01-STAT01 Batch Description Text JUL-2010 Allocation Percentages Journal Name Text USPRI-DUNME01-STAT01 Journal Description Text JUL-2010 Allocation Percentages Reverse Journal List - Text No Reversal Period/Date List - Text Clearing Company List - Text

    NOTE: There is a Corporate Standard that needs to be followed when filling out the information for the Batch Name and Journal Name see below: Example: USPRI-DUNME01-STAT01

    US Entity 1000 and 1020 PRI Primary ledger USERID User name STAT Type of journal entry

    (Examples: STAT %s, REV - reversing, JL regular journal, REC - recurring) 01 Sequential number

    7) Using the HOURS % template data Copy the Oracle data (blue header section) and Paste Values into the Web ADI form

    Example of Web ADI form after the Copy & Paste step

    The flag shown in the Upload column, all the way to the left of the Web ADI form, indicates this is a row you want to include in the upload. You have the option to delete this flag if you do not want to include specific rows in the upload. In order for the flag to reappear if you are reusing the WEB ADI form copy data and paste special values to bring the flags back up.

    velch01Rectangle

    velch01Rectangle

    velch01Typewritten TextUserID

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Rectangle

    velch01Typewritten TextUserID

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Rectangle

    velch01Typewritten TextUserID

    velch01Typewritten Text

    velch01Typewritten Text

    velch01Rectangle

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 8 of 51

    NOTE: If you have allocations that are prepared using FCST %s and Hours %s you can use ONE Web ADI Form to Upload. See notes in section a above on how to prepare the FCST %s.

    8) Upload the Web ADI by clicking on Oracle on your Excel tool bar

    9) Click on Upload from the dropdown list

    NOTE: You will need to be logged into Oracle to perform the Upload task. If you are not logged in the Oracle Log In page will pop-up when you hit Upload

    10) The below form will open for Upload Parameters

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 9 of 51

    NOTE: For STAT uploads make sure to check Upload Unbalanced Journals

    11) Once appropriate boxes are checked - Click Upload 12) A confirmation window will appear indicating the completion status of the

    upload. If any errors occur, they will display in the window. Click the Close Button

    13) The Messages column all the way to the right of the Web ADI form will

    automatically populate when you execute to upload the data into Oracle. If the data in the row has no errors the Messages column will populate with a

    smiley face to represent the data in that row is valid. If the data in the row has an error the Messages column will provide a description as to what is incorrect for the given row.

    14) Attach necessary backup to the entry (See Appendix B page 36)

    NOTE: ALL entries require an attachment for backup NOTE: STAT entries do NOT require manager approval preparer needs to hit Approve

    15) Post the entry (See Appendix C page 39) 16) Print the entry (See Appendix D page 41)

    c) Cost Centers Using Other Method CCs in Flat Rate Allocation NOTE: Follow the process for Timesheet %s above - substituting the other method of coming up with the percentages to use for the allocation

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 10 of 51

    NOTE: CC4080 is not part of the auto-allocation. Use the JOURNAL template to upload dollar amounts for this cost center.

    B) Flat Rate Facilities Allocation Pro CCs in Flat Rate Allocation

    1) Using the JOURNAL template for a Web ADI enter the MFG Pro Account strings into the pink columns on the right - this template has been formatted and linked via V-Lookups to convert the MFG Pro account string into the Oracle account string

    2) Format the dollar column to be 2 decimal places

    Enter MFG Pro Account String Acct SA CC Proj Entity Description Jul'10 8850 0000 1258 0990 1000 Mos. Facility Alloc 259.008850 0000 1260 0990 1000 Mos. Facility Alloc 293.008850 0000 1454 0990 1000 Mos. Facility Alloc 362.008850 0000 1500 0990 1000 Mos. Facility Alloc 7219.00

    3) Open a FRESH Web ADI form (See Appendix A page 34) 4) Fill in the appropriate heading information (See example below)

    Example of how to fill in the header information on the Web ADI Form for Amounts Balance Type Actual Data Access Set GENZ US PRIMARY US GAAP Ledger * List - Text GENZ US PRIMARY US GAAP Category * List - Text US OPS Source * List - Text Spreadsheet Currency * List - Text USD Period List - Text JUL-10 Accounting Date * List - Date 7/31/2010 Batch Name Text USPRI-BARJA05-JL01 Batch Description Text JUL-2010 Facility Flat Rate Allocation Journal Name Text USPRI-BARJA05-JL01 Journal Description Text JUL-2010 Facility Flat Rate Allocation Reverse Journal List - Text No Reversal Period/Date List - Text Clearing Company List - Text

    NOTE: There is a Corporate Standard that needs to be followed when filling out the information for the Batch Name and Journal Name see below: Example: USPRI-BARJA05-JL01

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 11 of 51

    US Entity 1000 and 1020 PRI Primary ledger USERID User name JL Type of journal entry

    (Examples: STAT %s, REV - reversing, JL regular journal, REC - recurring) 01 Sequential number

    5) Using the JOURNAL template data Copy the Oracle data (blue header section) and Paste Values into the Web ADI form

    Example of Web ADI form after the Copy & Paste step

    The flag shown in the Upload column, all the way to the left of the Web ADI form, indicates this is a row you want to include in the upload. You have the option to delete this flag if you do not want to include specific rows in the upload. In order for the flag to reappear if you are reusing the WEB ADI form copy data and paste special values to bring the flags back up.

    1) Upload the Web ADI by clicking on Oracle on your Excel tool bar

    2) Click on Upload from the dropdown list

    NOTE: You will need to be logged into Oracle to perform the Upload task. If you are not logged in the Oracle Log In page will pop-up when you hit Upload

    3) The below form will open for Upload Parameters

  • Corporate Ops Finance Oracle Month-End Close

    Created: July 2010 Page 12 of 51

    4) Once appropriate boxes are checked - Click Upload 5) A confirmation window will appear indicating the completi...

Recommended

View more >