To check the type of a segment and/or the type of accounting combination you can go to the following forms.

Responsibility: General Ledger SuperUser

Navigation: Setup > Financials > Flexfields > Key > Values

Enter the following,

Application: General Ledger

Title: Accounting Flexfield (This is the name of the flexfield)

Structure: EY_ACC_FLEX (This is the name of the flexfield sructure)

Segment: Account (This is the name of the flexfield segement)

Click on Find button

Query for account 1737 (this is the account of the PO distribution that has been used in this article)

Click on Values, Hierarchy, Qualifiers tab

Click on Qualifiers field

The qualifier tells you the kind of account 1737 is. In this case the account type is Asset.

You can check the type of account combination as well

Responsibility: General Ledger SuperUser

Navigation: Setup > Accounts > Combinations

Query for the account, 11.100.716.1737.0000.000 (We are using the combination of the PO distribution from this article)

You can see that this account type is setup as Asset.

Cheers!

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The P2P or Procure To Pay cycle is vital to an organization as in this process the organization buys and received goods or services from its vendors and makes necessary payments.

The P2P cycle comprises of the following steps,

1. Create requisition
2. Approve requisition
3. Create purchase order
4. Approve purchase order
5. Receive goods
6. Create Payables invoice
7. Pay the invoice
8. Return to Vendor (optional)
9. Transfer to General Ledger
10. Import Journal into General Ledger

     

Step 1: Create requisition

Responsibility: Any Purchasing responsibility

Navigation: Requisition > Requisition Summary

Click on New button

Create a new Purchase Requisition.

Enter the requisition details and save the form.

Step 2: Approve the requisition

After the requisition is saved the Approve button is enabled.

Click on the Approve button to send the requisition for approval.

Click on OK button and the requisition will be sent for approval.

Now go into Workflow Administrator responsibility to approve the workflow.

Check Activity History.

Open the Notification and approve it

After the requisition is approved the status of the requisition will change to Approved.

Step 3: Create the Purchase Order from the requisition

When the Requisition is approved we need to create a Purchase Order for it. We shall use the AutoCreate feature of Purchasing to do the conversion from Requisition to Purchase Order.

Responsibility: Purchasing responsibility

Navigation: AutoCreate

Enter the requisition number, 112005226, and click on Find.

You might get the message above. This because a Buyer (shown on the screen) is not assigned to the requisition.

Navigation: Management > Manage Buyer Workload

Enter the requisition number, 112005226, and click on Find button.

Now assign a Buyer to the requisition so that this requisition can be picked up by him to create the Purchase order.

We shall assign a new buyer, Uzair Ahmed Khan, and select the requisition.

Save the form.

You will get a confirmation message.

Now you need to log into oracle as the Uzair Ahmed Khan (i.e. the buyer who was set on the requisition). After logging in to Oracle, go to a Purchasing responsibility.

Open the AutoCreate form.

Enter the requisition number, 112005226, and click on Find button. The AutoCreate Documents form opens with the requisition details.

Select the requisition. We shall take the default values,

Action: Create

Document Type: Standard PO

Grouping: Default

Click on Automatic button.

Click on Create button to create the PO. The PO form opens with the new PO details that has been created from the requisition.

The PO number is 412005703.

Step 4: Approve the Purchase Order

Enter the Supplier and the supplier site on this PO. As the PO description is set to mandatory enter some text as description.

Save the PO. Click on the Shipments button.

The Shipments form opens. We find the shipping org is set to IFS. This means that the goods will be received in the IFS org when it is shipped by the supplier (Step 5).

Close the Shipment form to go back to the PO form. Click on Approve button to send the PO for approval.

The Approve Document form opens. Click on OK button to send the PO for approval.

The Budgetary control message appears. Click on OK and the PO will go for approval.

Once the PO is approved the status changes to Approved, Reserved.

Step 5: Receive the goods/items

Once the PO is sent to the supplier to be fulfilled the supplier sends the goods to the organization. The goods now have to be received in Oracle.

To receive goods go to any Purchasing responsibility that has the receiving functionality.

Navigation: Receiving > Receipts

The Organization screen opens. Select IFS (As checked in PO shipment in Step 4) and click on OK.

Enter the PO number and the supplier name is populated automatically.

Click on Find button. The receipt header form opens.

Close this form and the Receipts form opens.

Select the Line. You can change the quantity received at this juncture. We shall change the quantity received from 10 to 5.

Save the form.

To get the receipt number, click on the Header button.

You now have the receipt number, 111208387.

Close all the forms

Step 6: Inspect the goods

Now that we have received the goods based on the PO (even though the shipment was partial) we need to have the goods inspected and QA check done (This is required if the PO is based on 4 way matching, else the payment cannot be made).

Responsibility: Purchasing responsibility that has the Receiving Transactions or QA functionality enabled

Navigation: Receiving > Receiving Transactions

Enter the Purchase Order Number, i.e. 412005703.

The supplier number is populated automatically. Now click on Find button.

Note that the Inspection status shows as Not Inspected – Standard Receipt and the Destination Type is Inventory.

Click on Inspect button. The inspection window opens.

We are going to pass all 5 goods as part of the QA check process. We shall select Quality Code from the list of values as Excellent.

Enter a comment on the right most field.

Press OK button. The window will close and the receipt status will change to Inspect. Requery the receiving transaction on the PO.

Note that the Inspection field has the value, Accepted – Standard Receipt. QA check has been completed. Close the form.

Step 7: Create Payables invoice

Responsibility: Payables responsibility to create an AP invoice

Navigation: Invoice > Entry > Invoices

Create an Invoice for supplier 7 EMIRATES SUPERMARKETS. This is the supplier which had received the PO (Refer to Step 3 or 4).

Note:
We are creating the invoice manually in this case. The invoice can be created automatically by executing the concurrent program named, Pay on Receipt AutoInvoice, from the Purchasing responsibility and entering the goods receipt number (GRN) as the parameter.

Click on Match button at the bottom right of the form.

Important:
We shall not enter the invoice distribution as this will come automatically from matching the invoice with PO receipt.

There are 3 options for matching.

• Invoice
  
• Receipt
  
• Purchase Order
  

We are matching Receipt to this invoice so that the supplier is paid for only the amount that has been received in the store.

Matching is done in 3 ways

Find Receipts form opens.

Enter the Receipt number (End of Step 5)

Click on Find button. Match to Receipts form opens.

Check the box under Match.

Notice that the Distribution Total is in Red. It means that the Invoice header amount and distribution amounts are not matching. Click on Match button at the bottom

You will be taken back to the Invoice form. Modify the Invoice header amount to match the amount of the distribution.

Now you can validate the Invoice by clicking on Actions button on the Invoice form and selecting Validate.

Click on OK button.

Now the invoice status changes to Validated.

Close the invoice form.

Step 8: Pay the invoice

We are going to create a single payment to pay the invoice (invoice number #BALLPENS1) created earlier.

Responsibility: Payables responsibility with payment functionality

Navigation: Payments > Entry > Payments

Enter the bank and supplier details

Click on Enter/Adjust Invoices button to enter the invoice

Save and close this window.

Click on Actions button. Select Format and Print Remittance Advice.

Click on OK. The Payment Process Manager will handle the payment and will execute the remittance program as well to make the payment.

After the processes are over the supplier is paid fully for the goods that he has supplied.

Step 9: Receive the remaining goods or Close the Invoice line

The supplier has been paid for the goods that have been received in the stores but we have received 5 goods out of the total number of 10. Therefore we have the option of receiving 5 more to complete the PO. If we receive the other 5 goods then we have to create another invoice to pay off those received goods.

If we do not want to receive the remaining goods but instead we want to close the PO at this stage then we need to Close the PO line so that the remaining quantity is cancelled and the PO is closed.

Note:
If we do not finish this step the PO will remain in open state and the amount will go into encumbrance, i.e. the open amount will be carried over to the next periods as the amount which will need to be paid to the supplier.

Responsibility: Purchasing responsibility

Navigation: Purchase Orders > Purchase Order Summary

Query for the PO, i.e. 412005703.

Click on Find.

Click on Lines button.

On the top menu click on Tools > Control. You will get a popup message.

Click on OK.

The Control Documents window opens. Select Finally Close and enter a reason.

Click on OK button.

Click on OK button. Now requery the PO.

The PO is now Closed. Note the PO status, Approved, Closed, Reserved.

Step 10: Transfer Payables data to General Ledger

Responsibility: Payables

Navigation: View > Requests

Execute the program. Payables Transfer to General Ledger

After the program completes check the output.

Note the value of Journal Import Group ID. It is 609337.

Step 11: Import Journal into General Ledger

Responsibility: General Ledger responsibility which can run Journal Import

Navigation: Journal > Import > Run

The Journal Import form opens. Select Source as Payables and Selection Criteria as Specific Group Ids. Enter the value of the Group Id from the previous step, i.e. 609337.

Click on Import

Click on Yes.

You get the concurrent request ID as 20165930.

Now go to View > Requests and click on Find and check the concurrent program.

Once the program completes check the output. The output shows the details of the journals created. You can open the journal for viewing and posting.

The P2P cycle is now complete.

Cheers!

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In this article we shall discuss how the accounting flexfield is setup

Responsibility: General Ledger

Navigation: Setup > Financials > Flexfields > Key > Segments

Query for,

Application: General Ledger

Flexfield Title: Accounting Flexfield

Code: HTM_ACC_FLEX (This is an accounting flexfield structure that has already been defined in the system)

Click on Segments

All the segments for the Accounting Flexfield is shown. We shall now check the Flexfield Qualifiers.

While Company segment is selected click on the Flexfield Qualifiers button

As you can see, Balancing Segment, qualifier has been checked for segment, Company.

Now let us check Cost Center segment

We see that the segment Cost Center has the qualifier, Cost Center Segment.

Now we shall check the segment named, Account.

We find that the segment Account is set as the Natural Account Segment.

To setup the Accounting Flexfield we must have these 3 qualifiers set.

The list of qualifiers is given below

Cheers!

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In this article I shall discuss how Cross Validation Rules are setup. These rules prevent end users from using certain accounting flexfield combinations that have been restricted by the administrators.

Responsibility: General Ledger SuperUser

Navigation: Setup > Financials > Flexfields > Key > Rules

Query the form

The cross validation rules are set here for the accounting flexfield structure, EY_ACC_FLEX. Therefore the rules regarding which combinations can be used or not will affect all set of books and the responsibilities attached to this set of books.

Cheers!

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• Open or Close Periods in Oracle Apps (oraclemaniac.com)

In this article I have talked about opening and closing periods in various modules .

General Ledger module

Responsibility: General Ledger

Navigation: Setup > Open/Close

Payables module

Responsibility: Payables SuperUser

Navigation: Accounting > Control Payables Periods

Receivables module

Responsibility: Receiving SuperUser

Navigation: Control > Accounting > Open/Close Periods

Assets module

Responsibility: Asset SuperUser

Navigation: Asset System > Book Controls

On this form the current FA period is shown. In FA the period cannot be opened from a form as in the other modules. The assets have to be depreciated and the period has to be closed from the Depreciation form so that Oracle automatically opens the next period.

Depreciation form

Navigation: Depreciation > Run Depreciation

You can find out about Depreciation in detail in this article.

Inventory module

Responsibility: Inventory SuperUser

Navigation: Accounting Close Cycle > Inventory Accounting Periods

You need to select the Inventory Organization and open the periods individually for each org.

Purchasing module

Responsibility: Purchasing SuperUser

Navigation: Setup > Financials > Accounting > Control Purchasing Periods

Cheers!

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In this article we shall discuss the flow of an Oracle expense report. The flow comprises of the following parts.

1. End user creates an expense report and submits it for approval.
2. The expense report is approved by a manager
3. Once the expense report is approved the report is imported into Payables as an invoice

I have turned off personalization from my Oracle instance so that the standard features of Oracle iExpenses are available. Because of this reason a warning message is shown on all the screens saying that Personalization is disabled.

Step 1: Login to Oracle

Go to iExpenses responsibility

Click on Expenses Home to the Expense Home page.

You will see the iExpense home page. This page contains the list of

• The submitted expense reports on the top section of the page
• The saved and withdrawn home page in the middle section
• The notifications at the bottom section

From the home page it is possible to withdraw and delete expense reports as well.

  
Step 2a: Create Expense Report manually

Click on the Create Expense Report button on iExpense home page

Select the appropriate Approver who has to approve the expense report.. Click on Next button.

Important:
The approver needs to have Signing Limit (approval limit) for expense reports, for the

Cost center

Operating Unit

You can check the signing limit by logging into Payables SuperUser responsibility.

Navigation: Employee > Signing Limits

Query for the Approver name and the cost center

You can check the table AP_WEB_SIGNING_LIMITS_ALL table for the signing limits as well.

If the manager does not have appropriate signing limit for the cost center and the operating unit, the expense report will go to his manager for approval. The expense report will keep on going up the supervisor hierarchy until the expense report is approved by someone who has appropriate signing limits or until it has reached the top of the hierarchy. When it reaches the top of the hierarchy without an approval the expense report is automatically returned to the employee who has raised the expense report with a message “No Approver Found”.

   
Step 2b: Import the Expense Report

Oracle iExpense home page

Click on Export Spreadsheet button on the top right region.

On clicking the button Oracle will ask whether you want to save or open the spreadsheet like the following

Click on Save. Once the file is saved, open the file.

Enter the expense report details into the spreadsheet.

Note:
The key fields like Expense Cost Center, Expense Template, etc. should match the values as set up in Oracle.

Once the values are filled in the spreadsheet, it will look like this

After you have filled out the expenses in the spreadsheet go back to the Oracle iExpense home page.

Click on Import Spreadsheet button.

The Import Spreadsheet page opens. Now follow the steps

1. Clicking on Ctrl+A to select all the contents
2. Clicking on Ctrl+C to copy the selected contents
3. Click Ctrl+V to paste the spreadsheet contents into the field, Spreadsheet Import Area, on the OAF form.

Click on Continue

You are now taken to the Create Expense report page. As you can see the Purpose field is already populated with the value from the spreadsheet. Click on Next.

On the Expense report lines page the line has also been populated through the spreadsheet.

Important:
This method is useful when the user wants to enter an expense report that has a lot of lines, e.g. more than 20 lines. Then it saves a lot of time for the user as entering more than 20 lines in Oracle takes more time than entering the lines in a spreadsheet and importing those into Oracle.

   
Step 3a: Enter expense lines for Cash expenses

You will be taken to the expense line entry page

Enter an expense line as shown below

Click on the Details () button for this line.

Now the expense line details page opens. Enter an Expense Location.

We entered a location named, Abu Dhabi. This field is mandatory. The reason for this field being mandatory is because Policy has been defined for Expense Type: Dinner. Click on return to come back to the Expense lines page.

Note:
You can find out about setting up policy in this article.

You can now see that the column Reimbursable Amount has been populated. Click on Next to go to the Expense Allocations page..

   
Step 3b: Enter expense lines for Corporate Credit Card expenses

For corporate credit card transactions you cannot manually enter the transactions. Instead, these lines are automatically entered via the Credit Card interface. The user has to select the transactions and submit the lines as part of the expense report.

The Credit card expense lines will look like the following,

Select the link and click on Next

Enter a justification as shown

Click on Details to review the expense line details

Click on Return and you will go back to the Credit Card expenses page. Click on Next to go to the Expense Allocations page.

   
Step 4: Allocate and submit the expense report

After the cash and credit card expense lines are filled out, you will be taken to the Expense Allocations page. We shall continue with the example of the Cash expense as we filled out in Step 3a.

The charge account can be set over here. The default values of the charge account can be modified on this page. Click on Next once you are done.

This is the last page of creating the expense report. Review the entire expense report finally before submitting it. You can attach any document you want to by clicking on Add button.

We can attach text, URL or files. We shall attach a piece of text.

Once we are done click on Apply.

You are now taken back to the Review page.Once you are done reviewing the expense report, click on Submit button to submit the expense report.

Once the expense report is submitted a message is displayed on the top of the page with the expense report number. The expense report number generated is EY48653.

   
Step 5: Approve the expense report

Now the expense report has been submitted we have to wait for the report to be approved. On submission the expense report goes to the Approver selected on the first page of Create Expense Report. In our case the expense report will be waiting on Praveen Talekana Seetharama Rai for approval.

Let us now check the workflow. Login to Workflow Administrator and go to Status Monitor.

Search for Workflow Type: Expenses and User Key: EY48653 (the expense report number)

Press Go

You will find the workflow. Click on Activity History to check the activity list. Scroll down on the Activity History page.

You can see that the workflow is pending on the same approver. Open the notification by clicking on button.

Click on Approve to approve the report. Refresh and check the Activity History again.

The workflow shows that it has gone to the auditor now.

  
Step 6: Audit the expense report

Login to Oracle as the iExpense auditor and go to the iExpense auditor responsibility.

Note:
During the audit process we shall complete the audit assuming the auditor does not have any queries and the auditor completes the audit without any questions.

Search by the expense report number (EY48653).

Click on Go

Enter a date for Receipt Page Received Date. This is the date on which the iExpense auditor received the receipts for the expenses.

Scroll down on the page

Check the box called Receipt Verified.

Set the value of Expense Report Action to Complete Audit.

Click on Apply.

Once audit is complete the completion message is displayed on the auditor page.

    
Step 7: Import the expense report into Payables

Once the auditor completes audit the expense report approval is completed. If you check the expenses workflow you will find that the workflow has completed.

Now log in to Payables SuperUser or its equivalent responsibility.

On the menu click on View > Requests and select the option to execute a concurrent program.

Execute the seeded program named, Expense Report Import.

Enter the parameters. You can give any value in Batch Name as long as this value has not been used as Batch Name in a previous run of this program.

Once the parameters are entered press OK.

Press Submit to execute the concurrent program.

When the program completes check the output.

Note that the expense report has been imported into Payables. The report in text format,

ETIHAD SET OF BOOKS                                Expense Report Import Report             18-SEP-12 15:30           Page:    1
Source: Self-Service Applications

                                                Audit Report

                               Supplier             Supplier     Invoice        Invoice   Invoice         Invoice
Name                 Number    Name                 Number       Number         Date      Currency         Amount Description    Hold
-------------------- --------- -------------------- ------------ -------------- --------- -------- -------------- -------------- -------
Gunatilake, Herath M 11854     Herath Mudiyanselage 2548         EY48653        01-SEP-12 AED              120.00

Total Invoices Created: 1

Total Functional Currency Invoice Amount:              120.00

ETIHAD SET OF BOOKS                                Expense Report Import Report             18-SEP-12 15:30           Page:    2
Source: Self-Service Applications

                                              Exceptions Report

                               Supplier             Supplier     Invoice        Invoice   Invoice         Invoice
Name                 Number    Name                 Number       Number         Date      Currency         Amount Rejection Reason
-------------------- --------- -------------------- ------------ -------------- --------- -------- -------------- ------------------------
Aston, Joseph Matthe 21096     Joseph Matthew Aston 24838        EY34221        12-APR-11 USD               22.48 Inactive Supplier
Aston, Joseph Matthe 21096     Joseph Matthew Aston 24838        EY34814        23-MAY-11 USD            2,464.59 Inactive Supplier
Aston, Joseph Matthe 21096     Joseph Matthew Aston 24838        EY37705        24-JUN-11 USD            1,788.54 Inactive Supplier
Aston, Joseph Matthe 21096     Joseph Matthew Aston 24838        EY37828        15-JUL-11 USD               70.87 Inactive Supplier
Rajan, Thara         11221     Thara Rajan          2283         11221DT0403126 01-MAR-12 AED            3,040.00 Inactive Supplier

Total Expense Reports Rejected: 5

Total Functional Currency Invoice Amount:           19,004.63

   
Step 8: Check the Payables Invoice

In a Payables responsibility in which you can view invoices navigate to the following,

Navigation: Invoices > Entry > Invoices

Query for the invoice numbered, EY48653.

You can now view the expense report which has been imported into Payables as an Invoice.

Points to note:

1. The Payables invoice number and the expense report numbers are the same
2. Supplier Name is the name of the employee as the employee is set up as a supplier in Payables.
3. Description of the Payables invoice that has been imported from iExpenses is Expense Report.
4. Document Category Name for this invoice is Expense Report Invoices.
5. Invoice distribution account will be the same as the expense report distribution account
6. Invoice line Description will be the same as the expense report Expense Type.

Now the invoice will be paid off in the regular payment process. To understand the payment process you can this article.

Cheers!

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Realms allows us to restrict access to iProcurement categories we have set up before by responsibility or user.

Responsibility: Purchasing SuperUser

Navigation: Setup > E-catalog Admin > Realms

Enter Realms on the form as shown below.

The iProcurement categories are attached to the Realm as components. We have a choice of attaching Item Sources or Categories as Component Type. The Component Type LOV is given below.

Now the realms are all setup. We shall now assign the realm to the responsibility and/or user. First let us assign the realm to a responsibility. Open the responsibility form.

Responsibility: System Administrator

Navigation: Security > Responsibility > Define

Query for the responsibility named, EY i-Procurement Business Systems Support and Enhancements – 716. We shall set the realm for the responsibility.

Click on Securring Attributes tab.

Enter the Securring Attribute name, ICX_POR_REALM_ID.

Click on Values button.

The Attribute Values window opens. Now click on the Values LOV and search for the realm you have created earlier, i.e. Special Event – Sales.

Select the realm.

Note that the realm id is shown on the form. This ID was generated on the Realm definition form before. Save the form to set the realm for this responsibility.

Realm can be set on the user level as well. Open the Users form.

Responsibility: System Administrator

Navigation: Security > User > Define

Query for user SA1.

Click on Securring Attributes tab.

Enter a new securing attribute, ICX_POR_REALM_ID.

Enter the realm value 247 (the realm id of the realm we have created earlier)

Save the form. Now the realm is set on the user level as well.

Now if you login to any iProcurement responsibility using this user you will be restricted to the iProcurement categories under the realm, Special Event – Sales, even though you might not be using the previously defined responsibility, EY i-Procurement Business Systems Support and Enhancements – 716. If you go to this responsibility you will again be restricted to the realm, Special Event – Sales, even though you may be logged into Oracle with a different user.

You can check this article for more information on realms.

Cheers!

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The Transaction to Receipt flow in Receivables is as follows

1. Import/Create/Credit transactions in Receivables
2. Correct transactions if required
3. Print Transaction OR Create/Print Consolidated Bill
4. Research Customer account
5. Call customer to collect the amount
6. Import/Create receipts
7. Apply receipts
8. Transfer to General Ledger

Step 1: Create/Import/Credit transactions in Receivables

Responsibility: Receivables SuperUser

Import Transactions:

AutoInvoice reduces cycle time by automating the transaction creation process. Using the AutoInvoice program, Oracle Receivables lets you import and validate transaction data from other financial systems from which you can create invoices, debit memos, credit memos, and on-account credits.  It allows you to define how you want to group imported transactions into invoices and how to order the invoice lines.

To import transactions into Receivables we need to execute the AutoInvoice Master Program

Go to View > Requests and submit a new request

We have discussed on this interface in detail in following articles, AutoInvoice setup and Invoice interface (Coming later).

Create transactions:

Use the Transaction window to enter your invoices, debit memos, credit memos, and commitments. You can also query and update your transactions in this window and review your transactions and chargebacks in the Transactions Summary window.

We shall create a manual transaction, i.e. Invoice, for a customer.

Navigation: Transactions > Transactions

Enter the invoice details.

Click on Line Items button

Enter the line item(s) for the invoice

Click on Distributions button if you want to set different account other than the receivable and revenue accounts set for the Transaction Source, GSACGOINV, i.e. the source of this invoice displayed on the invoice.

You can see that the Revenue account is taken from the setup by default. You can change this if you want. Close this window to go back to the Invoice Lines form.

Note:
The Revenue and Receivables accounts are set on the Invoice transaction type. The invoice transaction type for this invoice is GSACGOINV.

Navigate: Setup > Transactions > Transaction Types

Query for Name = GSACGOINV

You can see that the Receivable and Revenue accounts are set here.

Click on Sales Credits button on the Invoice Lines window.

In this window we can enter the Salesperson who had made the sale and enter his/her commission that he/she is supposed to get. We do not have any Salesperson setup. We shall close this window and Invoice Lines window to go back to the Invoice window. Save the form.

Once the invoice is saved, the invoice number is generated (1110508057) and the button named, Complete, on the right hand bottom corner is enabled. Press this button to complete the invoice. This will mean that we cannot make changes to the invoice.

On pressing the Complete button the following take place,

1. All fields are disabled
2. Details and Refresh buttons are enabled.

3. Complete checkbox is automatically checked

4. The invoice preview button becomes visible.

Note the Invoice number, 1110508057.

Click on the Invoice preview button () on the Transaction form

You will get to the see a preview of the invoice in OAF page format. You can close this page after reviewing the details.

Credit Transactions:

Use the Credit Transactions window to enter, update, and review credit memos against specific invoices, debit memos, or commitments. You create credit memos to reduce the balance due for a transaction. When you credit a transaction, Receivables creates the appropriate accounting entries and reverses any sales credit assigned to your salespeople. Receivables lets you credit an entire invoice or specific invoice lines. You can also credit freight for an entire invoice or only for specific invoice lines.

Step 2: Correct transactions (If transactions are imported)

To simplify the AutoInvoice process, Oracle Receivables provides two windows you can use to view and update records in the AutoInvoice interface tables. The Interface Lines window displays all records in the interface tables that failed validation after AutoInvoice submission. The AutoInvoice Errors window displays any errors associated with each record. These windows help you to quickly review and correct invalid records in the interface tables, without programming.

Navigation: Control > AutoInvoice > Interface Lines

Query this form

You can view the records in the interface table and the errors, if any, for these lines.

Check the exceptions on the interface lines

Navigation: Control > AutoInvoice > Interface Exceptions

Query this record

You can view all the interface records that have met with an exception and are lying in the interface table. Click on Details button.

The Interface Lines form opens and the interface line for that exception is displayed. You can correct the interface line data on this form. Once the interface lines are corrected you can again run AutoInvoice Master Program to import the interface lines.

Step 3: Print Transaction OR Create/Print Consolidated Bill

Print Transaction

Use the Print Invoices window to submit your invoices, debit memos, chargebacks, deposits, guarantees, invoices against deposits, invoices against guarantees, credit memos, on-account credits, and adjustments for printing. You can print a batch of invoices, new invoices, selected invoices, and adjustments.
You also have the option of previewing your transactions prior to printing with the Invoice Print Preview Report.

Now we shall print the invoice to send the document to the customer.

Navigation: Print Documents > Invoices

Click OK

Check the list of values for Request Name field

Out of all the invoice reports we shall select Invoice Print Preview Report report. This report will show us the output so that we can review the invoices before we send the actual invoice to the customer.

Press OK

Submit this request. Two requests are executed,

1. Invoice Print Preview Report (Multiple Languages)
2. Invoice Print Preview Report

After the requests complete check the output of the 2^nd request, i.e. Invoice Print Preview Report.

After previewing the invoice you can run the actual invoice report to send to the customer.

Navigation: Print Documents > Invoices

As we had executed the Preview report before we shall execute the report, Invoice Print New Invoices.

Press OK and submit the request. This request also executes 2 concurrent programs,

1. Invoice Print New Invoices (Multiple Languages)
2. Invoice Print New Invoices

Once both the requests complete, check the output of the 2^nd request, i.e. Invoice Print New Invoices.

Now the invoice has been printed in Oracle. Here we have used the standard Oracle report for printing the invoice. Normally each organization has its own invoice format and hence almost all organizations have their own custom invoice report. Instead of executing the standard report the organizations execute their own custom invoice report.

Create/Print Consolidated Bill

For customers that prefer a monthly billing, Oracle Receivables enables you to issue Consolidated Bills rather than individual invoices for each transaction. When printing consolidated bills, Oracle Receivables gives you the option of printing new (final) consolidated bills, printing drafts which can be accepted or rejected, or reprinting draft or final consolidated bills.

Navigation: Print Documents > Consolidated Billing Invoices

Click OK

Check the available reports in the Name field.

The customer for which we have created the invoice does not ask for Consolidated Billing and hence this report will not be executed.

Step 5: Research Customer account

Receivables lets you view customer account information in a variety of ways. You can view the total amount overdue for a customer or customers in the Account Summary window. You can view all transactions that are past due for a specific customer in the Account Details window.

Navigation: Collections > Customer Accounts

Enter the customer name for whom we have raised the invoice. The customer name is Abu Dhabi Cargo Company.

Press Find button

The Customer Accounts form opens and the customer is displayed. We can get details about the customer, the open invoices, when the last statement was generated, when dunning letters have been generated, etc.

From the Customer Accounts form:

1. Click on Customer button to view the customer details

1. Click on Correspondence button to view the recorded correspondence between the customer and this organization.

This form displays information on when the customer was called, the customer response (shown above), details of Statements as shown below.

Dunning Letter details

1. Click on Call button to record any call made to the customer

From this form Actions to be taken are recorded. Click on Actions button.

Close this window and click on Topics button.

The call topics are displayed. All details about the customer and transactions, disputes, actions can be viewed from this form.

1. Click on Aging button to view the invoice aging for this customer

Click on Account details button will bring up the invoices for each aging bucket.

1. Click on Credit Hold button to put a hold on this customer

You can also release hold on this customer by pressing the button once again

1. Click on Account Overview button gives the overview of the customer transactions over all the periods

1. Click on Account Details button gives us the details of all the outstanding transactions for this customer.

Once you are done with researching on the customer account you can save and close the Customer Accounts form.

Step 6: Call customer to collect the amount

When a customer’s account or payment for a specific transaction is past due, you can contact the customer by phone and use the Customer Calls window to record the results of your conversation. By speaking with a customer you may learn that they were incorrectly billed, never received the goods or services that were ordered, or have already sent payment for the invoice in question. By entering details about your conversation, you create a record of the contact and can recommend any further collection action.

Navigation: Collections > Customer Calls

If the organization thinks that this customer has to be contact for making the payment then the customer is contacted and all details of this communication is recorded on this form.

We have entered the call details as shown below

We shall enter the customer response as well in the Response tab.

Save the form. Once the details are saved the buttons are enabled on the form.

You can use these buttons to review the customer and transaction details as you have seen in the previous step.

Step 7: Import/Create receipts

Use the Receipts window to enter new or query existing receipts. For each receipt, you can see whether the receipt is identified and what portion of the receipt has been applied, placed on-account, and left unapplied. You can enter Cash receipts that you receive from your customers for goods or services, and Miscellaneous transactions involving revenue earned from investments, interest, refunds, and stock sales.
With Cross Currency Receipts, you can apply cash in one currency against invoices in a different currency. The foreign exchange gain or loss is calculated for you automatically.
You can apply receipts to invoices, debit memos, deposits, guarantees, on-account credits, and chargebacks. You can partially or fully apply a receipt to a single debit item or to several debit items. You can enter receipts and apply them to transactions in either Open or Future accounting periods. You can also create chargebacks or adjustments against these transactions.

When the customer makes a payment a receipt is created. Navigation: Receipts > Receipts

Enter the receipt details.

In the previous step, the caller had noted in the Response section that the customer had agreed to pay AED 5000 on 02-Oct-2012. We shall enter the receipt with these details as the customer has made the payment.

Save the form. On saving the Reverse button gets enabled. This button will be used for reversing the receipt if the receipt had been created by mistake.

Step 8: Apply receipts

Now the receipt has been created for the customer we need to apply this receipt on the invoices and debit memos for this customer.

On the Receipt form note the Balances section.

The receipt has been created but not applied and therefore the unapplied amount for this receipt is 5000.

Click on Apply button on the bottom right of the form.

The Applications form opens. Click on Apply To field and check the list of open invoices and debit memos.

We can select any invoice in this list to apply this receipt amount.

Save the form and close this window. Note the Balances section on the Receipts form.

Now the entire receipt amount has been applied on the invoices. Click on Receipt History button.

The receipt history details are displayed.

Step 8: Transfer to General Ledger

At the end of a period the organization normally transfers the subledger transaction details to General Ledger.

Navigation: View > Requests

Submit a new request. Execute the General Ledger Transfer Program as shown below.

Submit this request. The following programs are executed,

1. General Ledger Transfer Program
2. Revenue Recognition
3. Revenue Contingency Analyzer
4. Journal Import
5. Update Posting Control

We shall now check the journal that has been created for the receivables transactions. Check the output of the Journal Import program.

The Journal batch created is, AR 1021642 Receivables 19004736: A 1021642.

Go to General Ledger responsibility to view this journal.

Navigation: Journals > Enter

Enter the Batch as AR 1021642 Receivables 19004736: A 1021642.

Click on Find button.

We see that 3 journals have been created in this journal batch. We can review the journals.

Journal: Trade Receipts AED 20-Sep-12

Journal: Trade Receipts AED 27-Sep-12

Journal: Sales Invoices AED 26-Sep-12

We can post the journals after review is complete. You can check the following article on Journal posting to check that process.

Cheers!

Regular correspondence is an effective way to create and maintain good relationships with your customers. Receivables provides three ways to correspond with your customers: printing account statements, printing dunning letters, and making customer calls.

Receivables lets you view all previous customer correspondence in the Correspondence window. You can view all previous contact with your customers, including dunning letters, customer calls, and account statements in this window

The process

1. View Scheduler
   1. Followup and Mark actions
2. View Customer Account
   1. View Aging
   2. View Activity/Transactions
   3. View Correspondence
   4. View Account Overview
3. Actions
   1. Send Dunning Letters
   2. Enter Credit Memo
   3. Record Call to Customer
   4. Place Amounts on Dispute

    

Step 1: View scheduler

When you contact a customer to discuss an overdue account or payment for a specific transaction, you enter a specific call action. Call actions indicate whether an issue has been resolved or requires further follow-up activity. You can view items that require further collection activity in the Scheduler window.

Navigation: Collection > Scheduler

Enter Customer name as Abu Dhabi Cargo Company.

Click on Find

The customer calls are displayed.

Step 1a: Followup and mark actions

You can use the Scheduler to review a list of items that require follow-up actions. As you perform required actions, you can mark actions as “complete” to ensure your Scheduler is up-to-date.

On the previous form we need to follow up and mark the follow up actions as complete, once follow up is done.

Save the form

Step 2: View Customer Account

The Customer Account Window provides a summary view of the customer’s account including information such as the customer’s account status, balance, average days late, and DSO. From this starting point you can then drill down to view the account in more detail.

Navigation: Collections > Customer Accounts

Enter Customer name as Abu Dhabi Cargo Company.

Click on Find button

The customer account is displayed. You can drill down on this account as shown in the previous article.

Step 2a: View Aging

Receivables lets you view your customer’s outstanding account balances by aging bucket. Aging buckets are time periods in which you age and can review your debit items. For example, you can define an aging bucket that includes all debit items that are 1 to 30 days past due. You can define your own aging buckets or customize the aging buckets that Receivables provides.

Navigation: Collections > Aging

Enter customer name as Abu Dhabi Cargo Company. The customer number is populated automatically.

Click on Aging field. The list of values open.

We selected the bucket name, Collections.

Click on Find button.

Invoice aging for this customer is displayed.

Step 2b: View Activity/Transactions

In the Account Details window, you can view the transactions that make up a customer’s account. For each transaction you can see details such as the transaction class, due date, original amount, and balance due.

Navigation: Collections > Account Overview

Enter the customer name as Abu Dhabi Cargo Company.

Click on Find button.

The account overview for this customer is displayed

Navigation: Collections > Transaction Overview

Enter Bill To name as Abu Dhabi Cargo Company.

Click on Find button.

You will get to view the open transactions for this customer site.

Step 2c: View correspondence

Regular correspondence is an effective way to create and maintain good relationships with your customers. Receivables provides three ways to correspond with your customers: printing account statements, printing dunning letters, and making customer calls.

Receivables lets you view all previous customer correspondence in the Correspondence window. You can view all previous contact with your customers, including dunning letters, customer calls, and account statements in this window

Navigation: Collections > Correspondence

Enter Customer Name as Abu Dhabi Cargo Company.

Click on Find button.

The customer correspondences are displayed.

Step 2d: View Account Overview

In the Account Overview window, Receivables lets you see an overview of the customer account during a specific period of time. For a particular period you can view the total number and amount of transactions entered, on time and late payments, accrued finance charges, and discounts earned.

Navigation: Collections > Account Overview

Enter Customer Name as Abu Dhabi Cargo Company.

Click on Find button.

The account overview is shown.

This activity enables the user either to end the process or to take an action like send dunning letters, request credit memo, record call to customer, or place amounts on dispute.

Step 3a: Send Dunning Letter

The Dunning Letter Generate program lets you create and send customized letters to your customers with past due transactions. You can control the severity and content of each dunning letter and exclude individual customers from dunning. Oracle Receivables provides ten dunning letter templates that can be easily modified to create your letters. However, you also have the option of defining and creating an unlimited number of your own, custom letters.

Navigation: Print Documents > Dunning Letters

Click on OK button.

Click on the Name list of values.

2 reports can be run from here.

1. Dunning Letter Generate
2. Sample Dunning Letter Print

We shall run the Dunning Letter Generate program. Select this program and the parameter form opens.

We shall enter the parameters as shown below

Click OK

Submit this request.

4 requests are executed,

1. Dunning Letter Print from Dunning Letter Generate
2. Dunning Letter Generate
3. Dunning Letter Print from Dunning Letter Generate
4. Invoice Print Selected Invoices from Dunning

Step 3b: Enter Credit Memo

Use the Credit Transactions window to enter, update, and review credit memos against specific invoices, debit memos, or commitments. You create credit memos to reduce the balance due for a transaction. When you credit a transaction, Receivables creates the appropriate accounting entries and reverses any sales credit assigned to your salespeople. Receivables lets you credit an entire invoice or specific invoice lines. You can also credit freight for an entire invoice or only for specific invoice lines.

Navigation: Transactions > Credit Transactions

Enter the search criteria for the transactions to be credited.

Click on Find button.

The transaction is displayed. We shall apply a 5% credit on this transaction to give the customer a 5% discount.

Enter the % in the Credit Memo section.

The amount is calculated automatically. You will notice that the Balance Due field also gets reduced.

Now click on Credit Balance button. A popup message is shown.

Click on OK.

Click on Complete. The complete box will be checked automatically. Close the form.

Step 3c: Record Call to Customer

When a customer’s account or payment for a specific transaction is past due, you can contact the customer by phone and use the Customer Calls window to record the results of your conversation. By speaking with a customer you may learn that they were incorrectly billed, never received the goods or services that were ordered, or have already sent payment for the invoice in question.

Navigation: Collections > Customer Calls

Enter the name of the customer as Abu Dhabi Cargo Company.

Enter the customer contact name and save the form.

Now we have logged the call made to the customer.

Step 3d: Place amounts on dispute

If your customer disagrees about the outstanding balance for an item, you can mark that item or a specific amount due in ‘dispute’. This can also be done as part of recording a customer call. Note that you have the option of whether or not to include these disputed amounts when calculating finance charges for statements.

In addition, Internet Receivables enables employees and customers to dispute an item using a standard Web browser. Submitting a request initiates the Credit Memo Workflow to route it to the appropriate personnel in your company for approval. If the request is approved, the workflow automatically creates a credit memo for the disputed amount and notifies the customer via email. The workflow also notifies the customer if their request is rejected.

Navigation: Collections > AR Online

This form is an OAF page and opens in the web browser. Enter the customer name, Abu Dhabi Cargo Company.

Click on Search Now button

Click on Review Account.

Click on Review Account

The page does not bring up any data as Bills Receivable is not enabled. If it was enabled all the transactions would have been visible.

Cheers!

Assets can be created automatically Mass Additions in Oracle Assets from either external sources, Project Accounting (PA), Accounts Payable (AP) i.e. indirectly from Purchasing (PO). Oracle has provided a program named Mass Additions to add assets. The entire process is demonstrated below.

Step 1: Create a Purchase Order

Responsibility: Purchasing responsibility

Navigation: Purchase Orders > Purchase Orders

Create a new PO

Check Org value in PO Shipments

The Organization where we shall receive the goods is NSS.

Check PO Charge Account in PO Distributions

The account, 1737, in the code combination of 11.100.716.1737.0000.000 is set up as an asset account in Oracle.

Note:
You can go the following article to check the type of account. You will find that the account type is Asset.

On the Purchase Order form click on Approve button.

Press OK to send the PO for approval.

Step 2: Receive the goods

Once the PO has been approved we need to receive the goods, i.e. create a Goods Received Note
(GRN).

Responsibility: Purchasing responsibility with receiving functionality

Navigation: Receiving > Receipts

Change organization to NSS and click on OK. The Receipts form opens. Enter the PO value as 412001481.

Click on Find and go to the Receipt lines. Receive all the goods.

Save and close the form.

Step 3: Raise the payables invoice

Now we shall raise a Payables Invoice to pay for the goods we have received.

Responsibility: Payables responsibility

Navigation: Invoices > Entry > Invoices

Enter a new invoice header for the PO.

Click on Match button to match the invoice to the goods received for the PO. Enter the PO number on the form.

Click on Find button and check the box named Match

Click on Match button. Now the PO lines will come into the Invoice distributions. You will be taken back to the Invoice form.

On the invoice form click on Distributions button

Click on Folder > Show Field on the menu

The list of fields will open. Search for the field named, Track as Asset.

Select this field

You will see the field added and you will also see that this field is checked. This is because the account combination has account 1737, which is set up as an asset account in this Oracle instance.

Close Distributions screen and go back to the Invoice form. Click on “Actions… 1” button. You need to select Validate and Force Approval boxes.

Click OK button.

Once the Invoice Status shows Validated and Approval Status shows Manually Approved click on the “Actions… 1” button again.

Click on Create Accounting and click OK. Close the Invoice form.

Step 4: Transfer the accounting details to General Ledger

You need to transfer the accounting to General Ledger.

Responsibility: Payables responsibility

Navigation: View > Requests

Submit a new request, Payables Transfer to General Ledger. Enter the parameters as shown below.

Click on OK button.

Click on Submit button.

Once the program completes check the output

The output mentions that 1 accounting entry for the period Oct-12 has been transferred to General Ledger.

Step 5: Run Mass Additions Create program

We shall now create the entry for the asset. The program named, Mass Additions Create, will be executed. This program will create entries for Asset based invoices in FA.

Responsibility: Assets responsibility

Navigation: View > Requests

Execute a new request

Enter the GL Date and Book

Submit the request. Check the request in the Requests form.

Check the log of the request once it completes

+---------------------------------------------------------------------------+
Start of log messages from FND_FILE
+---------------------------------------------------------------------------+
Parameters:
Book Type Code: EY_CORP
Acctg_date: 2012/10/04 00:00:00
Discount to Expense: N
Primary Accounting Method Accrual
AX is NOT used
Request id: 19097366
User id: 12691
Login id: 21922246
Sob id: 1001
COA id: 50268
GL Acc Seg: 4

Default DPIS enabled: 1
Default DPIS Date:
Include Non Rec Tax in Dist:
Inventory Org Id: 104
Updating AID records to N which EIB sends to FA
No of Records Updated : 0

Processing INSERT_FAMA....
Asset Type : 1=CIP
: 2=ASSET
Account: 1707
Asset Type: 2
No of Records Inserted: 0
Account: 1712
Asset Type: 2
No of Records Inserted: 0
Account: 1717
Asset Type: 2
No of Records Inserted: 0
Account: 1722
Asset Type: 2
No of Records Inserted: 0
Account: 1727
Asset Type: 2
No of Records Inserted: 0
Account: 1732
Asset Type: 2
No of Records Inserted: 0
Account: 1737
Asset Type: 2
No of Records Inserted: 1
Account: 1742
Asset Type: 2
No of Records Inserted: 0
Account: 1747
Asset Type: 2
No of Records Inserted: 0
Account: 1752
Asset Type: 2
No of Records Inserted: 0
Account: 1757
Asset Type: 2
No of Records Inserted: 0
Account: 1762
Asset Type: 2
No of Records Inserted: 0
Account: 1767
Asset Type: 2
No of Records Inserted: 0
Account: 1772
Asset Type: 2
No of Records Inserted: 0
Account: 1861
Asset Type: 1
No of Records Inserted: 0
Account: 1862
Asset Type: 1
No of Records Inserted: 0

Total Capitalised Records Inserted: 1
Updating AP Lines brought over to FA to Y
No of Records Updated : 1
Processing INS_EXPENSE....
Total Expensed Records Inserted: 0
Updating AP Lines brought over to FA to Y
No of Records Updated : 0
Updating Posted AP Asset Lines to N
AX not used CIP exist
No of Records Updated : 0
Updating Posted Non-asset AP Lines to N
No of Records Updated : 0
Grand Total of Records Inserted: 1

+---------------------------------------------------------------------------+
End of log messages from FND_FILE
+---------------------------------------------------------------------------+

The log file mentions that 1 record has been inserted into FA. Also if you check the section for Account 1737 you will find that 1 record has been selected. If you remember, the PO and Invoice distributions have account 1737.

Step 6: Review the data created by Mass Additions

We shall check the Mass Addition Lines that have come through Mass Additions Create program. In this step we shall identify whether some lines should be created as assets or whether certain lines should be split into multiple assets or some lines will be merged into a single asset, etc.

Responsibility: Assets responsibility

Navigation: Mass Additions > Prepare Mass Additions

Enter the PO number, 412001481, that we had created in Step 1.

Click on Find button. The Mass Additions Summary form opens.

Click on Open button

Note that value of Queue. It is set to NEW by the Mass Additions Create program by default. Let us add an employee to this line. Click on Assignments button.

Enter an employee name and expense account

Enter a location. Click on Location list of values.

Enter a location

Click on OK and enter the flexfield information as shown below

Click on OK

Now the Mass Addition Line has been assigned to an employee. Close this screen to go back to the Mass Additions form.

Enter a comment

Save the form. The form will close automatically and you will be taken automatically to the Mass Additions Summary form.

Click on Open again.

Note that the Queue has automatically changed to ON HOLD. This value is set automatically by Oracle when a change has been made to a Mass Addition Line that has a Queue value NEW. Change the Queue to POST. This queue is being set so that this line is picked by Mass Additions Post program to create an asset from the line.

Once the queue is changed to POST the field, Category, becomes mandatory. Click on the Category field.

The Category flexfield opens. Fill up the flexfield.

Click on OK and save the form. The form will close automatically.

Step 7: Create the asset

Responsibility: Assets responsibility

Navigation: Mass Additions > Post Mass Additions

Click on the parameters for Mass Additions Post program.

Enter the book name

Click on OK and submit this request set. We do not need to set the parameters for the 2^nd program in the request set, Mass Additions Posting Report, as it will be set automatically by Oracle. Once the request set is submitted the form closes automatically.

Go to View > Requests to find the requests

We see that all the requests have completed,

1. Mass Additions Post
2. Mass Additions Posting Report

Check the output of Mass Additions Posting Report.

The report shows that the line has been added as an asset. The asset number as per the report is 37566.

Step 8: Review the Mass Addition Line

Check the Mass Addition Line after Mass Addition Post program has completed

Navigation: Mass Additions > Prepare Mass Additions

Search for the PO: 412001481

Note that the Queue has been changed from POST to POSTED. The buttons, Split, Add to Asset and Merge are disabled. Click on Open button.

The Mass Addition Line has now become read only and cannot be altered as the line has been converted to an asset.

Click on Asset Details tab

You can see the asset number (37566) for this line.

Step 9: Review the created asset

Responsibility: Asset responsibility

Navigation: Assets > Asset Workbench

Enter the asset number as per the previous report, 37566.

Click on Find button

You get to see the asset header. Click on Open.

Asset details are displayed. Close this screen to back to the Assets form.

Click on Financial Inquiry button

Now the financial information for this asset is displayed.

Interface

Assets can also be imported from an external system into Oracle Assets. The asset data needs to be loaded into FA_MASS_ADDITIONS table. This is the interface table for Mass additions. Once the data is loaded into this interface table we can execute the Post Mass Additions request set and follow the process as shown above. If you want to get details about the interface table you can check the following URL.

Cheers!

As a rule asset price decreases as time goes by. The rate of price decrease depends on the type of asset. For instance machinery price decreases at a faster rate because of wear and tear whereas furniture price decreases at a slower rate. The process of price decrease is called depreciation.

At the end of every period the depreciated asset prices need to be entered into Oracle GL. Therefore the depreciation process has to be executed. This process is given below.

Step 1: Check the current period in FA

Navigation:

Query for the corporate book

Note the value of Current Period. It is May-12.

Step 2: Run depreciation

Navigation: Depreciation > Run Depreciation

Click on Book field

The current field is populated automatically.

Note: If you want to run depreciation and review the entries do not check the box named “Close Period”. If this box is checked the existing assets will be depreciated and the period will be closed.

Click on Run

You will get a popup message

Step 3: Check the requests

Navigation: View > Requests

First 2 requests are executed

1. Generate Accounts
2. Depreciation Run Request Set (Corporate Book – Open Period) (Report Set)

The 2^nd request, Depreciation Run Request Set executes the following requests

1. Calculate Gains and Losses
2. Depreciation Run
3. Journal Entry Reserve Ledger Report

Requests run,

1. Calculate Gains and Losses
2. Generate Accounts
3. Depreciation Run Request Set (Corporate Book – Open Period) (Report Set)
4. Calculate Gains and Losses
5. Depreciation Run
6. Journal Entry Reserve Ledger Report

At the end of the depreciation run the requests will look like the following,

Check the output of the report, Journal Entry Reserve Ledger Report.

The sample output in text format

ETIHAD AIRWAYS Journal Entry Reserve Ledger Report Report Date: 04-OCT-2012 10:09

Currency: AED Period: May-12 Page: 1 of 333

Book: EY_CORP

Company: 11

Expense Account: 5461

Reserve Account: 1881

Cost Asset- Date Placed Deprn Life Depreciation Year-To-Date Depreciation

Centre Description In Service Method Yr.Mo Cost Amount Depreciation Reserve Percent

------ ----------------- ----------- ------- ------- ----------------- ---------------- ---------------- ----------------- -------

711 13778-AIRFRAME OF 09-JUN-2006 STL 20.00 230,731,688.49 524,822.04 2,624,110.20 39,659,208.51 100.00

13779-AIRFRAME OF 15-SEP-2006 STL 20.00 233,745,804.66 511,777.35 2,558,886.75 36,220,168.04 100.00

13780-AIRFRAME OF 27-FEB-2006 STL 20.00 263,788,076.07 934,249.44 4,671,247.20 70,186,448.79 100.00

13781-AIRFRAME OF 29-MAR-2006 STL 20.00 264,598,300.17 937,118.98 4,685,594.90 69,477,744.42 100.00

13782-AIFRAME OF 13-JUL-2006 STL 20.00 231,362,493.47 521,045.09 2,605,225.45 38,511,031.53 100.00

13783-AIRFRAME OF 20-JUN-2006 STL 20.00 265,510,259.85 940,348.59 4,701,742.95 67,151,253.50 100.00

13784-AIRFRAME OF 24-APR-2006 STL 20.00 264,176,145.58 935,623.58 4,678,117.90 68,567,174.62 100.00

13785-AIRFRAME OF 29-JUN-2006 STL 20.00 265,059,625.28 938,752.84 4,693,764.20 66,759,472.49 100.00

13786-MSN 34597 A 29-JAN-2006 STL 20.00 262,242,673.49 928,776.14 4,643,880.70 70,660,779.46 100.00

13787-AIRFRAME OF 24-NOV-2006 STL 20.00 283,723,695.38 1,004,854.68 5,024,273.40 66,570,952.08 100.00

13788-AIRFRAME OF 21-DEC-2006 STL 20.00 236,026,671.60 499,908.42 2,499,542.10 32,805,989.05 100.00

13789-MSN 34598 A 27-FEB-2006 STL 20.00 263,177,066.24 932,085.44 4,660,427.20 70,023,876.42 100.00

13790-MSN 34599- 29-MAR-2006 STL 20.00 263,557,189.42 933,431.71 4,667,158.55 69,204,371.37 100.00

13791-MSN-34600- 20-APR-2006 STL 20.00 264,065,489.31 935,231.94 4,676,159.70 68,661,398.11 100.00

13792-MSN-34601- 16-MAY-2006 STL 20.00 264,483,835.12 936,713.58 4,683,567.90 67,969,477.29 100.00

13793-AIRCRAFT EN 29-JAN-2006 STL 20.00 174,706,826.89 618,753.35 3,093,766.75 47,074,415.53 100.00

13794-AIRCRAFT EN 27-FEB-2006 STL 20.00 175,153,181.15 620,334.18 3,101,670.90 46,603,242.75 100.00

13795-AIRCRAFT EN 29-MAR-2006 STL 20.00 175,153,181.15 620,334.18 3,101,670.90 45,991,406.29 100.00

13796-AIRCRAFT EN 20-APR-2006 STL 20.00 175,930,173.36 623,086.03 3,115,430.15 45,744,757.11 100.00

13797-AIRCRAFT EN 16-MAY-2006 STL 20.00 175,930,173.36 623,086.03 3,115,430.15 45,212,146.59 100.00

13798-AIRCRAFT EN 27-FEB-2006 STL 20.00 33,696,767.75 119,342.72 596,713.60 8,965,744.37 100.00

13799-AIRCRAFT EN 29-MAR-2006 STL 20.00 34,345,194.95 121,639.23 608,196.15 9,018,299.28 100.00

13800-AIRCRAFT EN 24-APR-2006 STL 20.00 34,675,043.00 122,807.44 614,037.20 8,999,935.02 100.00

13801-AIRCRAFT EN 20-JUN-2006 STL 20.00 34,801,164.07 123,254.12 616,270.60 8,801,695.03 100.00

13802-AIRCRAFT EN 29-JUN-2006 STL 20.00 34,801,164.06 123,254.12 616,270.60 8,765,225.32 100.00

13803-AIRCRAFT EN 24-NOV-2006 STL 20.00 40,282,474.48 142,667.10 713,335.50 9,451,597.49 100.00

13804-AIRCRAFT EN 09-JUN-2006 STL 20.00 206,892,455.66 469,959.09 2,349,795.45 35,509,925.58 100.00

13805-AIRCRAFT EN 13-JUL-2006 STL 20.00 207,516,936.46 466,693.79 2,333,468.95 34,491,120.53 100.00

13806-AIRCRAFT EN 15-SEP-2006 STL 20.00 209,541,769.71 458,170.11 2,290,850.55 32,416,116.78 100.00

13807-AIRCRAFT EN 21-DEC-2006 STL 20.00 211,471,982.77 447,235.68 2,236,178.40 29,341,177.15 100.00

…

…

…

…
Currency:  AED                                            Period:  May-12                                   Page:    332  of     333
Book:  EY_CORP
Company:  31
Expense Account:  5676
Reserve Account:  1888

Cost   Asset-            Date Placed Deprn     Life                        Depreciation     Year-To-Date      Depreciation
Centre Description       In Service  Method   Yr.Mo               Cost           Amount     Depreciation           Reserve Percent
------ ----------------- ----------- ------- ------- ----------------- ---------------- ---------------- ----------------- -------
622    23567-Black Berry 26-OCT-2009 TRACK_S     .01          2,395.00             0.00             0.00          2,395.00  100.00
                                                     ----------------- ---------------- ---------------- -----------------
       Cost Centre 622 Totals:                                2,395.00             0.00             0.00          2,395.00

                                                     ----------------- ---------------- ---------------- -----------------
Account 5676/1888 Totals:                                     2,395.00             0.00             0.00          2,395.00

                                                     ----------------- ---------------- ---------------- -----------------
Company 31 Totals:                                        1,704,616.48        26,287.07       135,385.35        966,831.69

Report Totals:                                       22,801,479,171.36   111,318,002.83   557,492,688.66  4,774,929,001.79

                                                                                                            Page:    333  of     333

P = Partial unit retirement
F = Full retirement
T = Transfer out
N = Non-depreciating asset
R = Reclass
B = Bonus Depreciation Amount

+---------------------------------------------------------------------------+
End of log messages from FND_FILE
+---------------------------------------------------------------------------+

Step 4: Check depreciation of assets

Let us take 1 asset from the previous report. Say asset 13778, i.e. the first asset on the report.

Navigation: Assets > Asset Workbench

Enter the asset number and the book name.

Click on Find button

The asset header details are shown. Click on Financial Inquiry button.

You can see the depreciation history of the asset. In this way you can review individual assets.

Step 5: Transfer the depreciation entries to GL

We need to execute the program, “Create Journal Entries“

Navigation: Journal Entries > Standard

The SRS form opens and the program name is populated automatically. Enter the book name and the period.

Submit this request

We set that the Journal Import is also executed as we had set the value of parameter, Run Journal Import, to Yes.

Check the output of Create Journal Entries program

Standard Journals Execution Report

Book: EY_CORP

Period: May-12

GL Period: 

Level: N

Import to GL: Y

CJE ID: 231341

 Group ID: 55933

At end of posting routine ---- Depreciation

Group ID: 55934

At end of posting routine ---- Addition

Group ID: 55935

At end of posting routine ---- Adjustment

Group ID: 55936

At end of posting routine ---- Transfer

Group ID: 55937

At end of posting routine ---- Reclass

Group ID: 55938

At end of posting routine ---- Retirement

Group ID: 55939

At end of posting routine ---- CIP Addition

Group ID: 55940

At end of posting routine ---- CIP Adjustment

Group ID: 55941

At end of posting routine ---- CIP Transfer

Group ID: 55942

At end of posting routine ---- CIP Reclassification

Group ID: 55943

At end of posting routine ---- CIP Retirement

Group ID: 55944

At end of posting routine ---- Revaluation

Group ID: 55945

At end of posting routine ---- Depreciation Adjustment

Concurrent Request 19094825 submitted.

Number of successes: 13

Number of failures: 0

Program FAPOST completed successfully

Check the output of Journal Import

In text format

ETIHAD SET OF BOOKS                               Journal Import Execution Report                              Date: 04-OCT-12 10:53

Concurrent Request ID: 19094825                                                                                Page:               1

                                                   Total   Total   Total Total Unbalanced Total Unbalanced Total Flex Total Non-Flex

Journal Entry Source Name       Group Id Status    Lines Batches Headers          Batches          Headers     Errors         Errors

---------------------------- ----------- ------- ------- ------- ------- ---------------- ---------------- ---------- --------------

Assets                             55933 Success     708       1       1                0                0          0              0

                                                 ------- ------- ------- ---------------- ---------------- ---------- --------------

*** TOTALS ***                                       708       1       1                0                0          0              0

=======================================================   Batches Created   ========================================================

                                                                               Total   Total               Total               Total

Warning Batch Name                                               Period Name   Lines Headers    Accounted Debits   Accounted Credits

------- -------------------------------------------------------- ----------- ------- ------- ------------------- -------------------

        Depreciation EY_CORP/231341 Assets 19094825: A 55933     May-12          708       1        111318002.83        111318002.83

=================================================   Unbalanced Journal Entries**   =================================================

Error                                                                            Total

Code  Journal Entry Name                    Batch Name                           Lines Period Name     Total Debits    Total Credits

----- ------------------------------------- ------------------------------------ ----- ----------- ---------------- ----------------

=========================================================   Error Lines   ==========================================================

We see that 1 journal has been created in GL with batch name as “Depreciation EY_CORP/231341 Assets 19094825: A 55933“

Step 6: Review the journal in GL

Responsibility: GL responsibility

Navigation: Journals > Enter

Enter the batch name, Depreciation EY_CORP/231341 Assets 19094825: A 55933. (This is the batch name that has been generated by Journal Import program in the previous step)

Click on Find

You can view the journal by clicking on Review Journal

You can review the journal created for depreciation.

Step 5: Rollback depreciation

If you want to make adjustments on the assets then you need to roll back the entries that have been generated for the depreciation run.

Navigation: Journal Entries > Rolback Journal Entries

Clicking on the function automatically brings up the SRS window with the program, “Rollback Journal Entries“.

On the parameter window, enter the book name and the period will be populated automatically. The period will be automatically selected and it will be the last period for which depreciation was run.

Submit the request

When the program ends the depreciation journal has been reversed. Check the log file.

+---------------------------------------------------------------------------+

Assets: Version : 11.5.0

Copyright (c) 1979, 1999, Oracle Corporation. All rights reserved.

FAJERB module: Rollback Journal Entries

+---------------------------------------------------------------------------+

Current system time is 04-OCT-2012 11:18:54

+---------------------------------------------------------------------------+

**Starts**04-OCT-2012 11:18:55

**Ends**04-OCT-2012 11:18:55

+---------------------------------------------------------------------------+

Start of log messages from FND_FILE

+---------------------------------------------------------------------------+

Processing existing batch to be deleted: Depreciation EY_CORP/231341 Assets 19094825: A 55933

Batch deletion successful: Depreciation EY_CORP/231341 Assets 19094825: A 55933

Program FAJERB completed successfully

+---------------------------------------------------------------------------+

End of log messages from FND_FILE

+---------------------------------------------------------------------------+

You can see in the log file that the batch has been deleted. If you check in General Ledger for this journal you will not find it.

Step 8: Close the Asset period

After making all the adjustments on the assets we shall run depreciation once again and close the period as well.

Navigation: Depreciation > Run Depreciation

Select the book and the latest period. Check the box, Close Period.

Click on Run

A popup warning message is displayed. Click on OK

The same programs will be executed as discussed in step 2. 1 additional program is executed as we checked “Close Period“. This program name is, Process Pending Transactions.

Step 9: Check Book Controls

Navigation: Asset System > Book Controls

Query for the corporate book

Note that the current period has been changed to Jun-12 now as the previous period, May-12, has been depreciated and closed.

Cheers!

Related articles

• Open or Close Periods in Oracle Apps (oraclemaniac.com)

In a previous article I had discussed on how the position hierarchy is set up for Purchase Orders and Requisition workflow approval. In this article I shall discuss how the hierarchy can be viewed diagrammatically.

You can view the hierarchy through the Hierarchy Diagrammer form.

Navigation: Hierarchy Diagrammer

Query for the hierarchy, e.g. EY PO Hierarchy.

Change the number to the correct version, if required.

Click on Open Editor button.

The top level of the hierarchy is displayed. You can drill down to the entire hierarchy as shown below.

Select a position on the left say, 5457. VP Operations Logistics…..

The property of this position is given in the Properties window on the right hand side.

Click on Position button.

A window opens that displays all the positions in the same organization. Close this window to come back to the hierarchy window.

Click on Assignment button

The employee with this position is displayed. Close this window.

On the Position Hierarchy Diagrammer window, click on Position Holders button.

All the employees holding this position is displayed.

Notice the top level menu while the Hierarchy Diagrammer form is open.

Four new icons are visible.

Icon
	Refreshes the hierarchy.
	Displays the hierarchy in Vertical Style
	Displays the hierarchy in Interleaved Style
	Displays the hierarchy in Org-Chart Style

The advantages of viewing the hierarchies in the diagrammer are

1. The position hierarchy is viewed easily
2. Drilling down is very easy
3. The positions can be changed by dragging and dropping
   1. If positions are changed by dragging and dropping the changes need to be saved and refreshed.

Cheers!

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Security Rules control user access to values in the Chart of Accounts for data entry users in GL or Subledgers. The accounting Flexfield should be structured so that security rules can be defined and maintained simply and easily. These rules are assigned to responsibilities, which are then assigned to individuals.

Responsibility: General Ledger SuperUser

Navigation: Setup > Financials > Flexfields > Key > Security > Define

Search for

Application: General Ledger

Title: Accounting Flexfield

Structure: EY_ACC_FLEX

Segment: Account

Click on Find

The Security Rules form opens with all the security rules defined for the accounting flexfield for the Account segment. Let us add our own security rule.

Click on the Security Rules section and add a new row

Add a new row with the details,

Name: Test

Description: Test

Message: This is a test Security Rule

Now we shall add the Account element values associated to the new Security Rule

We have added the elements. The logic is the following,

1. This rule allows all accounts (the Include line)
2. The rule does not allow accounts 1000 to 1101 (the exclude line)

Save the form. Now we shall assign this rule to the responsibilities. Click on Assign button on the form.

On clicking the Assign button you will find all the responsibilities already assigned to the Security Rule for the Account.

We shall assign a responsibility to the rule we have created. Add a new row

Enter the application, responsibility and the name as per the rule we created earlier, i.e. Test.

Save the form and the Security Rule will take effect.

Cheers!

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We tried to do an Inventory Miscellanous Transaction in a responsibility,EY Direct Sales – Shop User, but we were getting the following error.

This error message is coming from a Security Rule attached to this responsibility. To continue with this transaction we need to modify or remove the security rule.

Security rules

Responsibility: General Ledger

Navigation: Setup > Financials > Flexfields > Key > Security > Define

Enter

Structure: EY_ACC_FLEX (This is accounting flexfield structure)

Segment: Account

Click on Find.

Now as per the Security rule error above, we know that the account in question is 7113. Go into query mode by click on a field in Security Rules section and hitting F11. Enter the message that you had received earlier. We shall enter %7113% as we know this will return the Security Rule in the form.

Click on Ctrl+F11.

The rules elements include all accounts from 0000 to ZZZZ and excludes any account between 0000 to 7112 and 7114 to 9999. This in turn means that the included account values can be 7113 and anything greater than 9999 to less that ZZZZ.

The problem here is that the account 0000 is excluded whereas in that responsibility Oracle is internally picking up account 0000. So we need to include 0000. Change the first exclude section to 0001 to 7112.

Save the form.

You can directly remove the rule from the responsibility as well. Note the name of the Security Rule, Restrict_Drct Sales_Store_Shop. Click on Assign button.

You will get the list of responsibilities. Query for the Security Rule.

Hit Ctrl+F11

Now you can see the responsibility attached to the security rule. Delete this line and save the form.

Test the Miscellaneous Transaction again

Go to “EY Direct Sales – Shop User” and try to conduct the transaction again.

Now the Security Rule error message does not come up. The rule has been relaxed and removed.

Cheers!

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A document sequence uniquely numbers documents generated by an Oracle Applications product. Using Oracle Applications, you initiate a transaction by entering data through a form and generating a document, for example, an invoice. A document sequence generates an audit trail that identifies the application that created the transaction, for example, Oracle Receivables, and the original document that was generated, for example, invoice number 1234.
Document sequences can provide proof of completeness. For example, document sequences can be used to account for every transaction, even transactions that fail.

Document sequences can also provide an audit trail. For example, a document sequence can provide an audit trail from the general ledger into the subsidiary ledger, and to the document that originally affected the account balance.
Document sequences generate audit data, so even if documents are deleted, their audit records remain.

To define a sequence, you select a sequence name and an application to “own” the sequence.

A sequence can number documents stored in database tables belonging to its owning application.
Audit records for a sequence are stored in the application’s audit table, titled Application Short Name_DOC_SEQUENCE_AUDIT. For example, the audit table for a sequence owned by Oracle Payables is AP_DOC_SEQUENCE_AUDIT.

Example of document sequence on some Oracle Apps forms:

Payables Invoice:

Voucher Number is generated by Oracle automatically using document sequence.

Payment:

Document Num is generated by Oracle using another sequence.

Configuration steps

Oracle Apps 11i

Step 1: Create a new sequence

Responsibility: General Ledger SuperUser

Navigation: Setup > Financials > Sequences > Define

Create a new record for a new sequence.

Step 2: Assign the new sequence to a document type

Navigation: Setup > Financials > Sequences > Assign

Document tab

Select the Application,Category and Set of Books to which the new sequence will be attached.

Assignment tab

Now add the sequence to this document type. If a sequence is already added to this application, category and set of books and it is not end dated, then the previous sequence needs to be end dated before the new sequence can be added.

Oracle Apps r12

Document Sequences

Responsibility: System Administrator

Navigation: Application > Sequential Numbering > Define

Query for Name = Journal Sequence

You can see the sequence name Journal sequence is created.

Check Categories

Navigation: Application > Sequential Numbering > Categories

Query for application = General Ledger

The categories defined under this application are displayed.

Now we shall check the categories to which the sequence, Journal sequence, is added.

Sequence Assignments

Navigation: Application > Sequential Numbering > Assign

Query for Sequence = Journal sequence (This field is in the Assignment tab)

Document tab

Assignment tab

As you can see the sequence, Journal sequence, is added only to Adjustment category.

Cheers!

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I have listed the main tables used in Oracle iExpenses below.

Cheers!

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The process for debugging any operation for Order Management module is given below.

Set the value of profile option, OM: Debug Level to 5. The highest level for debugging is 5. This means that all levels of statements will be logged.

Set the value of profile option, OM: Debug Log Directory to the a directory in Unix where the debug file will be generated. We shall set the directory to /usr/tmp.

Test the change

Now we can conduct any operation in Order Management and the debug details will be stored in a file at the debug log directory.

Let us check the Oracle session id

Click on Help > Diagnostics > Examine

Now you will get the following

Select Block: $PROFILES$ and Field: DB_SESSION_ID

You will get the value of the database session.

We shall open a Sales Order

Click on Actions button and select Cancel

Press OK

Enter a reason and press OK to cancel this order.

Now log in to Unix and go to the directory that you have setup as the debug directory. This has been set to /usr/tmp

In this directory check the files with extension, *.dbg

Open the file using view editor

/usr/tmp>view l0051611.dbg

You will get the debug details.

Once you have got the debug file you should set the debug level back to 0 or else all Order Management programs/process will generate debug logs and it will be an additional load on Oracle.

Using a pl/sql script to debug Order management application

Oracle supplies a seeded package named, OE_DEBUG_PUB, for writing the debug log messages. If you are executing OE_ORDER_PUB using a PL/SQL script, you need to add the following lines to your script to see the Order management debug messages.

OE_DEBUG_PUB.debug_on();

OE_DEBUG_PUB.Start_ONT_Debugger(‘/usr/tmp’,'skm1′,null);

Cheers!

Oracle users can raise Internal as well as Purchase Requisitions in Oracle Purchasing or Oracle iProcurement.

In case of a Purchase Requisitions, once the documents are approved, a buyer creates a Purchase Orders in Purchasing module.

Once Internal Requisitions are approved, the store has to issue materials against the requisitions. The process to issue out the items from the store can be done manually or via Sales Order in Order Management module. In Order Management module,

1. Sales Order is entered
2. Sales Order is booked
3. Pick Release is done
4. Move Order is created

Once a Move Order is generated stock can be supplied from Inventory and be made ready for shipping.

Say, Oracle is used by businesses which are not into manufacturing or the businesses are not using Oracle Order Management but the business is using Oracle Inventory and Purchasing. The previous process will not work out.

If Move Orders are not created, the Store Manager will have to issue items from Inventory manually after going through a list of approved Internal Requisitions. This could be a very time consuming and laborious task and prone to human errors. In these cases we can device a process to create Move Orders bypassing the Sales Order process.

A method devised to create Move Orders from the Internal Requisitions is by creating a custom program to pull up details from approved Internal Requisitions and pass the details into an Oracle API.

The Requisition cycle is given below

1. User raises internal requisition through iProcurement. This requisition can be raised from the Requisition form as well.

2. Requisition is approved by manager
3. Optional: We have developed a form to view the approved requisitions and create the Move Orders by calling a custom programs, EY Insert data for Creating Move Orders and Transfers, and EY Create Move Orders and Transfers sequentially. If the form is used then we do not need step 4 & 5 below.
4. If we skipped step 3 then execute custom program “EY Insert data for Creating Move Orders and Transfers” to pick up the approved requisition from the requisition base tables and insert the data into custom table.

5. Custom program “EY Create Move Orders and Transfers” is run to pick up the approved requisition data from the custom table and create a move order.

6. The Move Orders are created for the approved internal requisitions in Inventory module.

7. Transact a move order to issue the items from the store, i.e. from inventory.

    

Concurrent program: EY Insert data for Creating Move Orders and Transfers

Program definition

Executable

Concurrent program: EY Create Move Orders and Transfers

Program definition

Executable definition

Code

The code uses an internal API,

Inv_Move_Order_Pub.create_move_order_header

Inv_Move_Order_Pub.create_move_order_lines

The code to create the Move Orders from the Internal Requisitions is given in the attached file. In the code there is a functionality to check the type of user that is running the program, i.e. ‘NU’ and ‘SU’. Based on this check the code decides the organization.

The custom table structure

CREATE TABLE xxey_requisition_hdrs
(
segment1 VARCHAR2(20),
org_id NUMBER,
source_organization_id NUMBER,
created_by NUMBER,
creation_date DATE,
nu_ou_su_user VARCHAR2(3),
moh_flag VARCHAR2(1)
);

CREATE TABLE xxey_requisition_lns
(
segment1 VARCHAR2(20 BYTE),
item_id NUMBER,
uom_code VARCHAR2(20 BYTE),
created_by NUMBER,
quantity NUMBER(10,2),
source_subinventory VARCHAR2(20 BYTE),
source_organization_id NUMBER,
org_id NUMBER,
code_combination_id NUMBER,
need_by_date DATE,
destination_subinventory VARCHAR2(20 BYTE),
mol_flag VARCHAR2(1 BYTE)
);

The PL/SQL code and the form to view and convert the approved internal requisitions are available at link below.

Code to create Move Orders from Internal requisitions

Cheers!

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While creating a sales order in Oracle Applications we do not need to enter a sales person but the sales person is mandatory when the sales order has to be booked.

For certain organizations sales person may not be very important and any sales person would do or a single sales person can be used for all the orders. In such a situation we can assign this sales person by default so that the user need not enter the sales person every time he/she books an order.

Oracle gives a sales person named, No Sales Credit, to be used in this kind of a scenario if the organization does not give credits for getting the order. We have used this sales person as the default sales person in our illustration below.

Sales Persons setup form

Responsibility: Order Management Superuser

Navigation: Setup > Sales > Salespersons

Enter the Salesperson Name as “No Sales Credit“. Once you tab out of the field the Resource Name field is also populated with the same value.

Click on Find button

Click on Resource Details button

Check the Receivables tab to view the operating units to which the salesperson is attached to.

System Options

The following setup will ensure that the default sales person value is populated by Oracle

Navigation: Setup > Customers > System Options

Query the form to view the Operating Unit in question.

Click on Miscellaneous tab.

Check Require Salesperson and save the form.

Setup Option 1

Responsibility: System Administrator

Navigation: Profile Systems

Query for profile option: OM: Default Salesrep. Set a value for the profile. We have used No Sales Credit.

Once the sales person is set on the Site level then all sales order across the organization will use the same sales person.

Setup option 2

Responsibility: Order Management

Navigation: Setup > Rules > Defaulting

Query the form for Entity = Order header

Scroll down on the Attributes section and see the attribute named Salesperson.

Click on Defaulting Rules button

You can add your own condition after disabling the current seeded condition as shown below.

Save the form

Click on OK.

Now click on View > Requests to execute a concurrent program name, Defaulting Generator.

Since the defaulting rules have been changed only for Order Header we shall execute the program only for this entity.

Once the program has completed the new defaulting rules take effect.

Test the changes

Now open the Order entry form in Oracle

Note that Salesperson field is already populated with the value of the profile option. Now enter the sales order details on the order header and lines.

Now click on Actions > Sales Credits

Click OK

Note that there is no sales credits data. Now click on Cancel button on the popup window to go back to the Order Header form. On the Sales Order Header form click on Book
Order button.

The order is now booked. If you now check the Sales Credits on the Order header you will find,

Now you can see that the sales credits have been applied to the default sales person automatically.

Cheers!

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I got a very interesting requirement from a customer. The requirement was to customize the flow of Requisition and PO approval. The TO-BE process is given below.

The development process is given below. I have illustrated the development and testing done for Requisitions. The same was applied to PO as well.

   
Configuration & Development

  
DFF setup

Approval Group Assignment DFF

We have enabled the DFF segment on the Approval Group assignment form.

Responsibility: System Administrator

Navigation: Application > Descriptive > Segments

Query for,

Application: Purchasing

Title: Position Controls

Unfreeze the flexfield

Click on Segments

Add an entry for a segment.

Number: 10

Name: EY Alternative Approval Group

Window Prompt: EY Alternative Approval Group

Column: ATTRIBUTE1

Value Set: EY_PO_CONTROL_GROUP_VS

Double click on the segment to open the Segments window

Ensure that Required field is unchecked. Click on Value Set button to open the value set.

This Validation Type is Table. Click on Edit Information button.

As we can see, the value set is pulling the records from PO_CONTROL_GROUPS_ALL table. This means the value set is going to display the Approval Group names that are defined for a particular operating unit.

Save and close all forms. Ensure that the DFF is also compiled.

  
Requisition Header DFF

We have enabled a segment on Requisition Headers as well. This DFF value will determine whether a contract/tender is required for the requisition raised or not.

Open the DFF form and query for the DFF as follows,

Application: Purchasing

Title: Requisition Headers

Unfreeze the flexfield

Now click on Segments button.

Add a segment

Number: 1

Name: Tender Required

Window Prompt: Tender Required

Column: Attribute1

Value Set: XXEY_GL_YES_NO

Double click on the Segments and uncheck Required field.

Click on Value Set button.

The value set is set as Validation Type: Independent . Save and close all forms and compile the DFF.

Navigation: Application > Validation > Values

Enter the name as XXEY_GL_YES_NO (This is the value set of the Requisition Header DFF segment we have enabled)

Click on Find button

We have set 2 values, Yes and No. Hence we shall get only these 2 values on the DFF.

   
Workflow modification

Workflow name: PO Requisition Approval (REQAPPRV)

3 Functions have been added to the seeded workflow

1. XXEY Set Preparer Notification Attrib

This function is calling the DB object, XXEY_GET_ALL_APPROVERS.GET_ALL_APPROVERS.

1. XXEY Update Approval Control

This function is calling the DB object, xx_change_approval_control_pkg.update_approval_control.

1. XXEY Update Approval Control Revert

This function is calling the DB object, xx_change_approval_control_pkg.update_approval_control_rev.

The following processes have been modified.

1. Modified: Main process

The following functions have been added to the main process.

1. XXEY Update Approval Control
2. XXEY Set Preparer Notification Attrib

The entire process diagram becomes the following,

1. Modified: Response with Approve Action

Add the function XXEY Update Approval Control in the process.

  
Database packages to be written

The following database packages had to be written as these will be called from the workflow functions that have been created previously.

1. XX_CHANGE_APPROVAL_CONTROL_PKG
2. XXEY_GET_ALL_APPROVERS

You can get the code at the link below,

Developed code

   
Test the customization

We shall define an alternate approval groups for a requisition approver. First let us select an approver from the requisition hierarchy. You can refer to this article if you need details on position hierarchy and approval groups.

Step 1: Select a position

Open the hierarchy form for requisitions. Select the approving position, “7079.Manager Procurement. Finance”.

As per the hierarchy, position 7080 sends requisitions to position 7079 for approval.

  
Step 2: Check the approval group assignment

Let us check the approval groups attached to position 7079.

Note the approval assignments for Internal and Purchase Requisitions

We shall assign alternate approval groups for both types of requisitions.

Set DFF value for Internal Requisition

Set DFF value for Purchase Requisition

Save and close the form.

  
Step 3: Check the approval group limits

We shall check approval groups,

1. EY Level 4 (For Purchase Requisitions)
2. EY Level 7 (For Internal Requisitions)
3. EY Level 10 (For both Internal & Purchase Requisitions as the alternate Approval Group)

EY Level 4

EY Level 7

EY Level 10

Therefore we see that approval group limit for,

Level 4 is 100,000

Level 7 is 10,000,000

Level 10 is 50,000,000

   
Step 4: Raise a requisition as position 7080

As per the customization and setup done, a purchase requisition with an amount of more than 100,000 (limit of Level 4) can be approved by position 7079 if it requires a tender (based on the requisition DFF value) as this position’s alternate approval group (Level 10) has a limit of 50,000,000.

We shall test this now with 2 scenarios by logging in as position 7080 and raising requisitions.

Scenario 1: Raise a purchase requisition for more than 100,000 and setting the DFF value for Tender Required, on the requisition header, to No.

Scenario 2: Raise a purchase requisition for more than 100,000 and setting the DFF value for Tender Required, on the requisition header, to Yes.

Scenario 1 testing

Open the Requisitions form. Create a new Purchase Requisition for more than 100,000.

Send the requisition for approval by clicking Approve button. Note the requisition number, 112001468.

Once the requisition is sent for approval you can trace the workflow in Workflow Status monitor. The item type is REQAPPRV and the user key is 112001468. You can refer to this article if you need details on how to track a workflow.

You will find the workflow is waiting for an approval from position, 7079, i.e. Uzair Khan.

Open the notification and approve it.

Note: Check the approval sequence within the notification

In the sequence you find the entire hierarchy displayed and it displays the position beyond 7079 (Uzair Ahmed Khan). This means that the workflow will go to the approver after Uzair, i.e. Adil (Num 4) as shown in the list.

You might need to execute “Workflow Background process” if the workflow goes into deferred mode. Check the workflow activity again.

You will find that the workflow has gone to the next position in the hierarchy for approval.

Approve the notification again. . You might need to execute “Workflow Background process” if the workflow goes into deferred mode. Check the workflow activity again.

Now the workflow has ended.

In this test scenario we have seen that the requisition approval follows the standard setup.

   
     
Scenario 2 testing

Open the Requisitions form. Create a new Purchase Requisition for more than 100,000.

We have created the requisition with exactly same details as Scenario 1. We shall now enter the value of the requisition header DFF. Click on DFF field on the requisition header.

Click on the LOV of the field named, Tender Required.

Select Yes and press OK. Save the form. Now the form shows the following.

The DFF value has been entered. Send the requisition for approval now.

Check the workflow as you have done in scenario 1.

The workflow is pending on Uzair Khan’s approval, as expected. Now open the notification.

Note:
Position 7079 or Uzair Khan’s name shows as the last person on the approval sequence list.

Approve the notification. Trace the workflow again. You may need to execute “Workflow Background Process” program.

The workflow now completes with only the approval of position 7079 (Uzair Khan). This shows that the customization has kicked into effect and is working as expected.

Cheers!

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