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Oracle Applications - Financials R12 - v1.2.1

VIEWS: 1,044 PAGES: 122

									                              Version – 1.2.1

                                      by



      Sikandar Hayat Awan                     Ramaswamy Sridhar

              Pakistan                                 India


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SEND US YOUR COMMENTS

The document is written by using Oracle Release 12 Vision Instance on Linux Red Hat AS.

Please also suggest if you think any major feature is missing and you think that should also be
part of this document.

You can post your feedback directly on the web site www.erpstuff.com or email to
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Your comments and feedback will be really appreciated.

Thanks


Last updated:           July - 2007




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                                                                         Preface
Anyone who is interested to learn, teach Oracle Financials can use this document for his/her as a
basic document. Although the document will cover most of the features but this is not the whole
Oracle Financials. So please consider it as a basic or reference document. We will also
recommend reading the Oracle Documentation provided by Oracle of each module.




Document Change Log

             Date             Version   Description
             02-May-07            1     Setup Tasks and Journal Entries
             05-Jun-07           1.1    Few typing mistakes corrected
             13-Jul-07           1.2    R12 Issues with Solutions incorporated
             19-Jul-07          1.2.1   Terminologies incorporated




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                                                                                                                                    Contents
CONTENTS ...................................................................................................................... 4
OVERVIEW ..................................................................................................................... 6
  TERMINOLOGIES ............................................................................................................................................................................... 8
  1.   CREATION OF BANK ACCOUNTS USING ACCOUNTS PAYABLE OR CASH MANAGEMENT................................................................. 8
  2.   UNABLE TO SETUP RECEIVABLE ACTIVITIES ............................................................................................................................. 9
  3.   UNABLE TO COMPLETE PAYMENT METHOD/ RECEIPT CLASSES SETUP AND BANK ACCOUNT DETAILS .......................................... 9
  4.   IMPORT RECONCILIATION FROM PAYABLES .............................................................................................................................. 9
  5.   UNABLE TO SELECT THE DESIRED TERRITORY WHILE CREATING LEGAL ENTITY ........................................................................ 10
  6.   ASSIGNING LEGAL ENTITY TO BANK ACCOUNT ....................................................................................................................... 10
  7.   CASH MANAGEMENT SETUP ................................................................................................................................................... 11

UNIT – 1…GL ............................................................................................................... 12
1 - RESPONSIBILITY & USER ...................................................................................... 13
  1.      GENERAL LEDGER RESPONSIBILITY DEFINITION ..................................................................................................................... 13
  2.      DEFINING A GL SUPER USER ................................................................................................................................................. 14

2 - CHART OF ACCOUNTS ............................................................................................ 18
  1.      DEFINE VALUE SETS ............................................................................................................................................................. 18

3 - ACCOUNTING FLEXFIELD ....................................................................................... 22
  1.      DEFINING THE FLEXFIELD ...................................................................................................................................................... 22

4 - ACCOUNTING CALENDAR....................................................................................... 32
5 - DEFINE / ENABLE CURRENCY ................................................................................ 36
  1.      DEFINE CURRENCY ................................................................................................................................................................ 36

6 - CURRENCY CONVERSION RATE ............................................................................. 38
  1.      DEFINE CORPORATE CURRENCY RATES .................................................................................................................................. 38

7 - POPULATING VALUE SETS ..................................................................................... 40
  1.      COMPANY SEGMENT VALUES ................................................................................................................................................. 40
  2.      COST CENTER SEGMENT VALUES ........................................................................................................................................... 44
  3.      ACCOUNT SEGMENT VALUES .................................................................................................................................................. 47

8 - BUSINESS GROUP & GRE/LEGAL ENTITY .............................................................. 50
  1.      DEFINITION OF BUSINESS GROUP AND GRE/LEGAL ENTITY ................................................................................................... 50

9 - ACCOUNTING SETUP MANAGER ............................................................................ 55
10 - GL RESPONSIBILITIES ........................................................................................ 97
  1.      GL ENTRY RESPONSIBILITIES FOR PRIMARY LEDGER & SECONDARY LEDGER .......................................................................... 97
  2.      GL SUPER RESPONSIBILITY FOR SECONDARY LEDGER ASSIGNMENT ........................................................................................ 99
  3.      DEFINING A GL ENTRY USER & RESPONSIBILITIES ASSIGNEMENT ........................................................................................ 100

11 - PROFILES ASSIGNMENT .................................................................................... 102
  1.      GL LEDGER NAME PROFILE ASSIGNMENT.............................................................................................................................. 102

12 - PERIOD OPENING .............................................................................................. 108
  1.      OPEN PERIOD OF PRIMARY LEDGER ..................................................................................................................................... 108
  2.      OPEN PERIOD OF SECONDARY LEDGER ................................................................................................................................ 111
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UNIT - 2…GL .............................................................................................................. 115
13 - CREATING JOURNAL ENTRIES ........................................................................... 116
  1.    JOURNAL ENTRY FOR RECORDING EMPLOYEES SALARIES LIABILITY ....................................................................................... 116
  2.    VIEW JOURNAL IN SECONDARY LEDGER ............................................................................................................................... 119




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                                                                     Overview
Oracle General Ledger facilitates the organizations in the tasks like Financial Control, Data
Collection, Information Access and Financial reporting and analysis. The following is a list of
Oracle General Ledger new features/options available in this Release 12. There will be many
more features as here I have listed just those which I noticed.

    The feature Set of Books is no more and concept of Primary Ledger and Secondary Ledgers is
    introduced.

    For the setup of Primary Ledger and Secondary Ledgers is done using Accounting Setup
    Manager (ASM).

    With Accounting Flexfield a new flexfield is now available which is GL Ledger Flexfield. It is
    created using Program - Generate Ledger Flexfield by adding an additional segment in the
    Primary Accounting Flexfield.




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    In additional of existing flexfield qualifiers new qualifier named Flexfield Qualifier -
    Management Segment is added. You can optionally assign a management segment if you want
    to secure management values or perform management reporting. The management segment
    can be any segment, except the balancing segment or natural account segment. Typically, the
    management segment is a segment that has management responsibility, such as the
    department, cost center, or line of business. By designating a segment of your chart of
    accounts to be the management segment, you can secure access to the management segment
    values with data access sets.

    We can assign a management segment to an existing chart of accounts at any time by running
    two programs in sequence (Prepare Journal Batches for Management Segment Upgrade and
    Complete Management Segment Upgrade).




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                                         Terminologies
           11i                                    R12
           Sets of Books                          Ledgers
           Global Accounting Engine               Subledger Accounting
           AX Posting Sets of Books               Secondary Ledgers
           Global Intercompany System             Advanced Global Intercompany System
           GL Intercompany Accounts               Intracompany Balancing
           Translated Currency                    Balance level Reporting Currencies
           Multiple Reporting Currencies - MRC    Reporting Currencies - RC
           MRC Primary Set of Books               Primary Ledger
           MRC Reporting Set of Books             Reporting Currency
           Thin MRC Reporting Book                Journal level RC
           Full MRC Reporting Book                Subledger level RC
           Translated Balance                     Balance Level RC


                             Release 12 Setup Issues with Solutions


1. Creation of Bank Accounts Using Accounts Payable or Cash
   Management
    Issue Description – While creating bank accounts, the user was unable to select his legal
    entity name from the list of values for filling out Bank Account Owner field which is mandatory

    Reference – Metalink Note 415529.1

    Solution – This is not a bug, it is a setup issue. Cash Management responsibility must be
    assigned Legal Entities that you want to grant the access to all bank accounts.

    Please do the following to assign Legal Entities to the Cash Management responsibility:

    1.1.  Log in as Sysadmin.
    1.2.  Go to the User Management Responsibility.
    1.3.  Path: Roles & Role Inheritance
    1.4.  In the Type field select Roles and Responsibilities
    1.5.  Wait until a new field appears, you will see the category field, please select
          Miscellaneous
    1.6. In the Application select 'Cash Management' and click on GO button.
    1.7. Search your Cash Management responsibility or role that you are using to create your
          bank account.
    1.8. Click on the update icon.
    1.9. A new window will be displayed, please click in the Security wizard button.
    1.10. For CE UMX Security wizard click on the Run Wizard.
    1.11. In this window you should add the legal entities that you want to grant the access to all
          the bank accounts within a legal entity and choose the privileges that you want to

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          assign to this role on the bank accounts such as: USE, MAINTENANCE and BANK
          ACCOUNT TRANSFERS.
    1.12. Save and apply the changes and then verify in Cash management responsibility if you
          now are able to see that legal entity in the bank account creation form.

2. Unable to Setup Receivable Activities
    Issue Description – Receivables Activities form cannot be accessed or opened for carrying
    out setups, while accessing the user will get an error message as “Please define a party tax
    profile for operating unit &ORG_ID”

    Reference – Metalink Note 419019.1 and Bug 5899659

    Solution - To implement the solution, please execute the following steps:

    2.1.    Go into the responsibility: Tax Managers
    2.2.    Navigate to Parties -> Party Tax -> Profiles
    2.3.    Party Type: Operating Unit Owning Tax Content Party Name: populate your Operating
            Unit Name. You should have a result to this query. If you do not make sure you create a
            Party Tax Profile for your operating Unit of the Type: First Party Legal Entity.
    2.4.    Retest the issue.
    2.5.    Migrate the solution as appropriate to other environments.

3. Unable to complete Payment Method/ Receipt Classes Setup and Bank
   Account Details
    Issue Description – While defining payment method in Accounts Receivable, the user is
    unable to select the value for Earned Discount and Unearned Discount from the List of Values,
    due to which the setup cannot be completed.

    Reference – Metalink Note 150674.1 and this is also because of the issue #2 stated above

    Solution –

    3.1.    Log into AR and navigate: Setup=>Receipts=>Receivable Activities
    3.2.    Define the Receivable Activity for Earned and Unearned Discount Accounts.
    3.3.    Type Earned Discount - for earned.
    3.4.    Type Unearned Discount for unearned.

4. Import Reconciliation from Payables
    Issue Description - What are the setup steps required to enable the reconciliation
    functionality from Subledger side in Release 12?

    Reference – Metalink Note 431504.1 and Bug 6036728

    Solution –



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    4.1.    Customize the complete Subledger Accounting (SLA), reconciliation reference is enabled
            as a part of Journal Line Type.
    4.2.    For the Custom SLA ensure that the Journal Line Type for the corresponding line for the
            corresponding Subledger is set to 'Detail'. Navigation: Setup: Accounting Setups:
            Subledger Accounting Setup: Accounting Methods Builder: Journal Entry Setups
    4.3.    Enable 'Reconciliation Reference' for this particular line by selecting something in the
            'Source' field LOV, click on 'Accounting Attribute Assignments' in the Journal Line Type
            form. Note that such changes can not be made in Standard (Seeded) SLA set ups,
            hence a completely customized SLA is required to enable reconciliation references
    4.4.    Ensure that the customized SLA is attached to the concerned Ledger as well. this can be
            done using Accounting Setup Manager (ASM). Navigation: Setup: Financials: Accounting
            Setup Manager
    4.5.    Ensure that reconciliation is enabled for the ledger as well; this can be done using
            Accounting Setup Manager (ASM). Navigation: Setup: Financials: Accounting Setup
            Manager
    4.6.    Ensure that the code combination which is used in Subledger and transferred to General
            Ledger as a part of Create Accounting process is enabled for Reconciliation. This can be
            done at Setup > Accounts > Combinations form; there is a new field in this form in R12
            called as 'Reconcile'. This should be enabled for the required code combination. If this is
            enabled then only journal import imports the reconciliation references.

5. Unable to select the desired territory while creating Legal Entity
    Issue Description – While creating the Legal entity using Accounting Setup Manager, the
    desired Country or Territory name is not available in the List of Values

    Reference – Metalink Note 438089.1 and Bug 6149490

    Solution –

    5.1.    Navigate into Legal Entity manager responsibility ->Setup -> Jurisdictions -> create
    5.2.    Identifying jurisdiction by setting identifying to yes and territory to Pakistan, enter any
            name.
    5.3.    Then enter registration codes Legal Entities -> Create Legal Entity -> and Pakistan now
            appear in the Territory LOV so they can create legal entity
    5.4.    General Ledger -> Accounting Setups -> Add another Row (because we already created
            legal entity) -> chose legal entity from LOV -> Next -> complete setup and Finish
    5.5.    The transaction tax jurisdiction was setup, but not an identifying jurisdiction which is
            required to create a legal entity.

6. Assigning Legal Entity to Bank Account
    Issue Description - How does one make a Legal Entity available for assignment to an
    Internal Bank Account in Release 12?

    Reference – Metalink Note 422909.1

    Solution – The Organization that is Implementing Oracle Financials is considered to be the
    First Party Legal Entity. Multiple Legal Entities can exist within a single instance of Financials.

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    The Legal Entities are created and maintained via the Legal Entity Configurator. (Responsibility
    - Legal Entity Manager). During an Upgrade...
        o Release 11i GRE/LEs will be upgraded as Release 12 Legal Entities.
        o Release 11i Operating Units and Inventory orgs will be upgraded as Establishments.)
        o One Legal Entity can have several establishments.
        o In Release 12 there is no specific link between Operating Units and Legal Entities.
        o The Legal Entity is linked to a Ledger and the Operating unit is also linked to a Ledger.
           Every Release 12 transaction must be associated with both an Operating Unit and a
           Legal Entity. The Legal Entity is also required for e-Business Tax to establish which
           taxes will be applicable to the transaction.
        o In Release 12 Bank Accounts are owned by Legal Entities and can be accessed by
           multiple Operating Units. In Prior Releases the Bank Accounts were Operating Unit
           Specific. For all Internal Banks you must assign a Legal Entity.
        o If the Legal Entity has been configured and it does not appear in the List Of Values in
           the Bank Account setup then you may need to run the CE UMX Security Wizard to
           ensure the Legal Entity is available to the Responsibility you are using to access Cash
           Management.

       CE   Bank Account Security setup wizard
    6.1.    Login as System Administrator.
    6.2.    Select User Management responsibility.
    6.3.    Select Roles and Role Inheritance menu function.
    6.4.    Create (or query an existing) Role.
    6.5.    Click Security Wizards button and Run Wizard - CE UMX Security wizard.
    6.6.    Click Add Legal Entities button, select your LEs and check Use, Maintenance and Bank
            Account.Transfers to reflect the activities for this Role Check-box. Apply.
    6.7.    Assign this role to your user (using the Users tab)

7. Cash Management Setup
    Issue Description – System Parameter option in Cash Management cannot be setup.

    Reference – Metalink Note 419500.1, 423159.1 and Bug 5977407

    Solution – Apply patch 5747358 before any CE forms are accessed in Release 12




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    General Ledger
        Setup

              Unit – 1…GL


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                 1 - Responsibility & User
1. General Ledger Responsibility Definition
    1.1.    Log in as System Administrator responsibility.
    1.2.    Open the Responsibility window.

            Sys Admin: Security > Responsibility > Define

    1.3.    Enter the following information for this responsibility.

            Field                               Value
            Responsibility Name                 XX General Ledger Super User
            Application                        General Ledger
            Responsibility Key                 XX_GL_SUPERUSER
            Description                        General Ledger Super User Responsibility
            Effective Dates - From             Default Date
            Available From                     Oracle Applications (checked)
            Data Group                         Standard
            Application                        General Ledger
            Menu                               GL_SUPERUSER
            Request Group                      GL Concurrent Program Group
            Application                        General Ledger

    1.4.    Accept the defaults for all other fields.




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    1.5.     Save the data and close the form.

Note: As we have assigned GL_SUPERUSER menu to our XX General Ledger Super User
responsibility so to which user this responsibility will be assigned that user will be Oracle General
Ledger Super User.

2. Defining a GL Super User
    2.1.     Open the User window from the System administrator responsibility.

             Sys Admin: Security > User > Define

                             Field          Value
                             User Name      XX GL SUPER USER
                             Password       12345 (Enter two times)
                             Description    XX GL Super User for Setup Tasks.

    2.2.     In the Responsibility Tab region, enter the following information

           Responsibility                   Application                   Security Group
           XX General Ledger Super User     General Ledger                Standard
           System Administrator             System Administration         Standard


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    2.3.    Accept the default values for all other fields.
    2.4.    Save the data and close the form.
    2.5.    Logout and now login with XX GL SUPER USER.




    2.6.    After providing User Name and Password click on Login (B).
    2.7.    As this is first time login so for security reason you will have to change the password.




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    2.8.    Enter the Current and New passwords in the fields and click on Submit (B).




    2.9.    Click on XX General Ledger Super User responsibility from the navigator.




    2.10. Click on any function from the displayed functions.
    2.11. Close the opened form you clicked and the following Navigator will be displayed.




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                                2 - Chart of Accounts
Multiple charts of accounts can be defined per installation or single chart of accounts can be
defined which can be shared by multiple ledgers within a single instance. In case of multiple
charts of accounts, it is recommended by Oracle that you share the same value set for the
balancing segment across all charts of accounts.

GL Ledger Flexfield
Oracle has introduced another accounting flexfield named GL Ledger Flexfield. Oracle General
Ledger uses two types of key flexfields for the chart of accounts; the Accounting Flexfield and the
GL Ledger Flexfield. The Accounting Flexfield is the primary Accounting Flexfield and should be the
only key flexfield used to define and update your chart of accounts. The GL Ledger Flexfield is a
copy of the Accounting Flexfield with an added Ledger segment that is created by running the
Generate Ledger Flexfield Program. You should never make changes to the GL Ledger Flexfield
directly. Doing so can cause data corruption issues. This flexfield is used exclusively for certain
General Ledger features, such as MassAllocations, Recurring Journals and FSG reports.

Segments:
We will create the following three segments in our accounting flexfield (AFF),

                              Segment            Qualifier
                              Company            Balancing segment
                              Cost Center        Cost Center segment
                              Natural Account    Natural Account Segment


1. Define Value Sets
To define value sets login as General Ledger,

                  General Ledger : Setup > Financials > Flexfields >Validation > Sets

    1.1. Company

        1.1.1.      Enter the following information.

                             Field Name                Value
                             Value Set Name            XX Company
                             Description               XX Company Value Set.
                             Security Type             Non-Hierarchical Security
                             List Type                 List of values
                             Format Type               Char

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                             Maximum Size              2
                             Uppercase only            Yes
                             Validation type           Independent




        1.1.2.      Save the data.
        1.1.3.      Click new from toolbar or press Ctrl + Down arrow key.

    1.2. Cost Center
        1.2.1.      Enter the following information.

                              Field Name         Value
                              Value Set Name     XX Cost Center
                              Description        XX Cost Center Value Set.
                              Security Type      Non-Hierarchical Security
                              List Type          List of values
                              Format Type        Char
                              Maximum Size       3
                              Uppercase only     Yes
                              Validation type    Independent




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        1.2.2.      Save the data.
        1.2.3.      Click new from toolbar or press Ctrl + Down arrow key.

    1.3. Accounts
        1.3.1.      Enter the following information.

                              Field Name         Value
                              Value Set Name     XX Accounts
                              Description        XX_Accounts
                              Security Type      Non-Hierarchical Security
                              List Type          List of values
                              Format Type        Char
                              Maximum Size       4
                              Uppercase only     Yes
                              Validation type    Independent




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        1.3.2.      Save the data.
        1.3.3.      Close the Value Sets form.




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                     3 - Accounting Flexfield
1. Defining the flexfield
    1.1.    Open the Key Flexfield segments window.

            General Ledger : Setup > Financials > Flexfields > Key > Segments

    1.2.    Use the Find (Icon) in the Tool bar or use the Menu Bar View > Find to select the
            Accounting flexfield structure

                                   Field Name    Value
                                   Application   General Ledger
                                   Title         Accounting Flexfield




    1.3.    Select Accounting Flexfield and click on OK (B).




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Note: The GL Ledger Flexfield is addition in the R12 and we will discuss and use it later.

    1.4.    Position your cursor in the Structure Code field and select the green+ icon to insert a
            new record.
    1.5.    Enter the following information,

                             Field         Value
                             Code          XX_Accounting_Flexfield
                             Title         XX Accounting Flexfield
                             Description   XX Accounting Flexfield




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    Note: You can select Segment Separator from the LOV. Here we have selected Dash(-).

    1.6.    Save the work.

Note: Here two requests Program - Generate Ledger Flexfield and Flexfield View
Generator will be submitted.

    1.7.    Click on Segments (B) to define the segments.
    1.8.    Enter the following information.

    Number          Name               Window    Column     Value Set        Flexfield
                                       Prompt                                Qualifiers
    1               Company            Company   Segment1   XX Company       Balancing
                                                                             Segment
    2               Cost Center        Cost      Segment2   XX Cost Center   Cost Center
                                       Center                                Segment
    3               Natural            Natural   Segment3   XX Accounts      Natural
                    Account            Account                               Account
                                                                             Segment




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    1.9.    Click on open (B) in the above form to provide some additional company segment
            information.




    1.10. Enable the Security check box.

Note: Without enabling security the flexfield security rules will not work.

    1.11. Enter Co in the Prompts List Of Values field other wise the following alert will be
          displayed.




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    1.12. Accept the defaults for all other fields
    1.13. Save the data.
    1.14. Click on Flexfield Qualifiers (B) to assign Balancing Segment qualifier.




    1.15. Close both these windows (Flexfield Qualifiers & Segments) and come back to Segments
          Summary window.
    1.16. Save the data.
    1.17. Click in the 2nd row to create a new record for Cost Center segment.




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    1.18. Click on open (B) in the above form to provide some additional cost center segment
          information.




    1.19.   Enable the Security check box.
    1.20.   Enter CC in the Prompts List Of Values field.
    1.21.   Save the data.
    1.22.   Click on Flexfield Qualifiers (B) to assign Cost Center Segment qualifier.




    1.23. Close both these windows (Flexfield Qualifiers & Segments) and come back to Segments
          Summary window.
    1.24. Save the data.
    1.25. Click in the 3nd row to create a new record for Accounts segment.




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    1.26. Click on open (B) in the above form to provide some additional Natural Account
          segment information.




    1.27.   Enable the Security check box.
    1.28.   Enter NA in the Prompts List Of Values field.
    1.29.   Save the data.
    1.30.   Click on Flexfield Qualifiers (B) to assign Natural Account Segment qualifier.




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    1.31. Close both these windows (Flexfield Qualifiers & Segments) and come back to Segments
          Summary window.




    1.32. Save the data.
    1.33. Close the Segment Summary windows.
    1.34. Enable the following options in the Key Flexfield Segment window.

                                       Field                         Value
                                       Allow Dynamic Inserts         Yes
                                       Cross Validation Rules        Yes
                                       Freeze Flexfield Definition   Yes
Note: Enable the options in the same sequence provided in the above table. As if the Freeze
option is selected then to enable other options we have to Unfreeze the flexfield definition.



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    1.35. On selecting the Freeze Flexfield Definition Check Box an alert windows will appear.
    1.36. Click on OK (B).
    1.37. Save the data and on saving the Flexfield will be compiled or click on Compile (B).




    1.38. Click on OK (B).




    1.39. Click on OK (B).
    1.40. The following requests will be submitted.
    1.41. Check the status of requests.




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Note: A GL Ledger Flexfield will be automatically created by the request Program - Generate
Ledger Flexfield with the same name as primary accounting flexfield but a segment named Ledger
will be appended as first segment. Never change/update GL Ledger Flexfield and make changes in
the primary accounting flexfield and those will be updated here through Program - Generate
Ledger Flexfield.




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                    4 - Accounting Calendar
1. Define Period Types
    1.1.     Open the Period Types window.

             General Ledger : Setup > Financials > Calendars > Types

    1.2.     Enter the following information

           Period Type          Periods Per      Year        Description
                                year             Type
           XX Period Type       14               Calendar    14 Periods Calendar with 2
                                                             Adjusting Periods.




    1.3.     Save the data and close the form.

2. Defining an Accounting Calendar
    2.1.     Open the Accounting Calendar window.

             General Ledger : Setup > Financials > Calendars > Accounting

    2.2.     Define an accounting calendar with the following information:
             Enter a name and description to your accounting calendar – XX_Calendar
             Enter the following information for your thirteen period calendars.



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Prefix       Type                Year   Qtr   No    From           To             Name           Adjusti
                                                                                                 ng
OP_JUL       XX_Period Type      2008    1     1     01-Jul-2007    01-Jul-2007   OP_JUL-07
JUL          XX_Period Type      2008    1     2     01-Jul-2007    31-Jul-2007          7-Jul
AUG          XX_Period Type      2008    1     3    01-Aug-2007    31-Aug-2007           7-Aug
SEP          XX_Period Type      2008    1     4    01-Sep-2007    30-Sep-2007           7-Sep
OCT          XX_Period Type      2008    2     5     01-Oct-2007    31-Oct-2007          7-Oct
NOV          XX_Period Type      2008    2     6    01-Nov-2007    30-Nov-2007           7-Nov
DEC          XX_Period Type      2008    2     7    01-Dec-2007    31-Dec-2007           7-Dec
JAN          XX_Period Type      2008    3     8     01-Jan-2008    31-Jan-2008          8-Jan
FEB          XX_Period Type      2008    3     9    01-Feb-2008    29-Feb-2008           8-Feb
MAR          XX_Period Type      2008    3     10   01-Mar-2008    31-Mar-2008           8-Mar
APR          XX_Period Type      2008    4     11    01-Apr-2008    30-Apr-2008          8-Apr
MAY          XX_Period Type      2008    4     12   01-May-2008    31-May-2008        8-May
JUN          XX_Period Type      2008    4     13    01-Jun-2008    30-Jun-2008          8-Jun
CL_JUN       XX Period Type      2008    4     14    30-Jun-2008    30-Jun-2008   CL_JUN-08


Note: Adjusting period is the period, where you are going to pass all the adjusting entries.




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    2.3.    Save the data.
    2.4.    On closing the form the following window will appear.




    2.5.    Select Current (B) in the Decision Box.
    2.6.    A request will be submitted.




    2.7.    Acknowledge the message by clicking OK (B).
    2.8.    View the request status.




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    2.9.    As the request is completed as normal so our calendar is created successfully.




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                                       5 - Define / Enable
                                                 Currency
1. Define Currency

    1.1.    Open the Defining / Enabling currencies window

            General Ledger : Setup > Currencies > Define

    1.2.    Use the (Icon) Find in the Tool bar or use the Menu Bar: View > Find to select the
            Currency which you want to enable.

Note: To display all the currencies press Ctrl + F11 keys.




    1.3.    Scroll to right and make sure that the Enabled check box is enabled for the respective
            currency




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    1.4.    Save the data and close the form.

Note: The currency definition is required to perform this once per ledger and reporting currency.




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                    6 - Currency Conversion
                                      Rate
1. Define Corporate Currency Rates
    1.1.    Login as GL Super User.
    1.2.    Open the find Journals window.

            General Ledger : Setup > Currencies > Currency Rates > Daily Rates




    1.3.    Search if already exists if not then click on Create Daily Rates (B).




    1.4.    Enter/Select the required information and click on Apply (B).
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    1.5.    A request is submitted.
    1.6.    Click on Home.

Note: Rate Type is displaying DALY instead of DAILY.




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               7 - Populating Value Sets
After creating value sets now we will populate those value sets with data.


1. Company Segment Values
    1. Open the segment Values window.

        General Ledger : Setup > Financials > Flexfields > Key > Values

    2. Provide the following information on Find window.

                              Field         Value
                              Application   General Ledger
                              Title         Accounting Flexfield
                              Structure     XX Accounting Flexfield
                              Segment       Company




    1.1.    Click on Find (B).

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    1.2.    Enter the following information

   Value      Description              Enabled   Parent   Qualifiers: Allow budgeting/ posting
   00         Unspecified              Yes                Yes, Yes
   01         Corporate                Yes                Yes, Yes
   02         Bangalore                Yes                Yes, Yes
   03         Islamabad                Yes                Yes, Yes
   99         Total Company            Yes       Yes      No, No




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Note: Make sure that you have given the appropriate qualifiers and Define Child Ranges button
will only be active when you will mark the value as Parent by enabling Parent check box.

    1.3.    Save the data.
    1.4.    To define parent child hierarchies, in the segment values window, place your cursor in
            the respective parent segment value (99)
    1.5.    Select (Button) Define Child ranges and Enter the following information,

            Parent              From account   To            Child Value only or
            Value               Low            account       Parent values only
                                               High
            99                  00             98            Child Values only




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    1.6.    Close the Child Ranges window.
    1.7.    Save the data.
    1.8.    Close the form and on closing a request will be submitted for compilation.




    1.9. Click on OK (B).
    1.10. Check the status of request.

Note: We have assigned 98 in the To field which we have not yet defined and as sown in the
following screen there is no 98 in the LOV. This is a better approach that while giving such ranges
to parents give them high possible values so later when there will be any addition in that range
you will not required to updated the parent range. The values will not be validated from the LOV
so you can assign 98 and any value which is high in your case.




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2. Cost Center Segment Values
    2.1.    Open the segment Values window.

            General Ledger : Setup > Financials > Flexfields > Key > Values

    2.2.    Provide the following information on Find window.

                              Field         Value
                              Application   General Ledger
                              Title         Accounting Flexfield
                              Structure     XX Accounting Flexfield
                              Segment       Cost Center




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    2.3.    Click on Find (B).




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    2.4.    Enter the following information.

            Value      Description        Parent    Enabled     Qualifiers: Allow
                                                                Budgeting / Posting
            000        Unspecified                  Yes         Yes, Yes
            001        Corporate                    Yes         Yes, Yes
            002        Finance                      Yes         Yes, Yes
            003        Administration               Yes         Yes, Yes
            004        Marketing                    Yes         Yes, Yes
            005        Production                   Yes         Yes, Yes
            999        Total Department   Yes       Yes         No, No




Note: Make sure that you have given the appropriate qualifiers and Define Child Ranges button
will only be active when you will mark the value as Parent by enabling Parent check box.

    2.5.    Save the data.
    2.6.    To define parent child hierarchies, in the segment values window, place your cursor in
            the respective parent segment value (999).
    2.7.    Select (Button) Define Child ranges and Enter the following information,

            Parent              From           To account       Child Value only or
            Value               account        High             Parent values only
                                Low

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            999                 000         998                 Child Values only




    2.8. Close the Child Ranges window.
    2.9. Save the data.
    2.10. Close the form and on closing a request will be submitted for compilation.




    2.11. Click on OK (B).
    2.12. Check the status of request.

3. Account Segment Values
    3.1.    Open the segment Values window.

            General Ledger : Setup > Financials > Flexfields > Key > Values

    3.2.    Provide the following information on Find window.

                              Field         Value
                              Application   General Ledger
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                              Title           Accounting Flexfield
                              Structure       XX Accounting Flexfield
                              Segment         Natural Account




    3.3.    Click on Find (B).
    3.4.    Enter the Natural Account data.




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Note: In Natural Account value set the values of vision are uploaded by using DataLoad. The
DataLoad file to upload Natural Account values are available on the site to download. Alternatively
value set ADB Account of ADB_ACCOUNTING_FLEX on vision instance.

    3.5.    Save the data.
    3.6.    Close the form and on closing a request for compilation will be submitted.




    3.7.    Click on OK (B).
    3.8.    Check the status of request.




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                                 8 - Business Group &
                                     GRE/Legal Entity
1. Definition of Business Group and GRE/Legal Entity
    1.1.    First we need to have HRMS responsibility so open the Users form and assign Global
            Super HRMS Manager responsibility.
    1.2.    Switch to System Administrator responsibility and open the users form.

            Sys Admin: Security > User > Define

    1.3.    Search the user XX GL SUPER USER and assign the responsibility.




    1.4.    Save the data and close the form.
    1.5.    Switch to HRMS responsibility.
    1.6.    Open the Description form,

            HRMS: Work Structures > Organization > Description




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    1.7.    Click on New (B).




    1.8.    Enter the required information in the header and save the data.
    1.9.    Now click in the Name field and select Business Group from the LOV.




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    1.10. Enable by checking the Enabled check box.
    1.11. Save the data and click on Others (B).




    1.12. Select Business Group Info and click on OK (B).




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    1.13. Clicking in the field will show the following screen.




    1.14. Enter all the required information and click on OK (B).

Note: I have used seeded Flexfield structures while you can create your own.




    1.15. Save the data and click on OK (B).
    1.16. Move to the next line and select GRE / Legal Entity and Enable it.


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    1.17. Save the data and close the form.




    1.18. Close the form.




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                                 9 - Accounting Setup
                                             Manager
1. Define a Legal Entity
    1.1.     Open the Account Setups.

           General Ledger : Setup > Financials > Accounting Setup Manager > Accounting Setups




    1.2.     Click on Legal Entities (Tab) or Create Accounting Setup (B). Here I have clicked Legal
             Entities (Tab).
    1.3.     Provide the required information on the page.




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    1.4.    Click on Apply (B) and now when we will search our defined Legal Entity it will look like
            shown below.




2. Accounting Setups

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    2.1.    Click on Accounting Setups (Tab).
    2.2.    Legal Entity can also be created from this page.




    2.3.    Click on Next (B).




    2.4.    Provide a name of your Primary Ledger.
    2.5.    Enter name of Chart of Accounts which is name of Accounting Flexfield we defined
            earlier. Alternatively to search click on the search tool.
    2.6.    On the search screen search the Chart of Accounts.
    2.7.    Click on Go (B).




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    2.8.    Select the Chart of Accounts and click on Select (B).
    2.9.    Next is to assign Accounting Calendar.




    2.10. Select the Calendar and click on Select (B).
    2.11. Same steps to select Currency.




    2.12. Select the desired Currency and click on Select (B).
    2.13. Select a Subledger Accounting Method.


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    2.14. Select the desired method and click on Select (B).
    2.15. Click on Add Secondary Ledger (B).




    2.16. Enter/Select the information like we did for Primary Ledger.




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    2.17. After providing the required information as shown above then click on Next (B).

Note: You can only choose the Adjustments Only level in the Data Conversion Level if both the
primary ledger and secondary ledger share the following same attributes: chart of accounts,
accounting calendar/period type, and currency.




    2.18. I have selected PKR as Currency for my Secondary Ledger as shown blow.




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    2.19. Now the step 2 is completed so click on Next (B).




    2.20. Carefully read the Information as once you will click Finish then you will not be able to
          update the accounting structure.
    2.21. Click on Finish (B).




3. Define Accounting Options
    3.1.    Click on Define Accounting Options (B).




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    3.2.    Click on Add Legal Entity (B).
    3.3.    Search for your defined Legal Entity.




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    3.4.    Click on Go (B).
    3.5.    Select the Legal Entity and click on Select (B).




    3.6.    Click on Apply (B).
    3.7.    Now we will move to next region that is Primary Ledger setup.




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    3.8.    The first step is Ledger Options so to update these options. Check the Status which is in
            progress.
    3.9.    Click on the pencil under Update field.




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    3.10. Provide any information if you want to update and click on Next (B).
    3.11. Search Retained Earnings account and if no combination found then after filling data in
          the above fields click on Create (B).




    3.12. Select the Code Combination and click on Select (B).




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    3.13. Provide any information if you want to update and click Next (B).




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    3.14. Enable check box of Enable Journal Reconciliation.
    3.15. Provide any information if you want to update and click Next (B).




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    3.16. Review the information and if all is correct then click Finish (B).




    3.17. The status is completed of first step.
    3.18. Now click the pencil under Update field of Reporting Currencies.


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    3.19. I am not going to add any reporting currency and will just click Complete (B).
    3.20. Now click the pencil under Update field of Balancing Segment Value Assignments.
    3.21. Click Complete (B).




    3.22. Subledger Accounting Options status is already completed as we have provided the
          required information in our earlier steps.
    3.23. Now click the pencil under Update field of Operating Units.




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    3.24. Click Add Operating Unit Complete (B).




    3.25. Enter Name and Short Code.
    3.26. Click in the Business Group and search for our created Business Group.




    3.27. Select and then click Select (B).
    3.28. Now click in the Default Legal Context and search for XX Legal Entity.
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    3.29. Select and then click Select (B).




    3.30. Click Apply (B).




    3.31. Click Complete (B).

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    3.32. The status of Operating Units is now complete.
    3.33. Now click the pencil under Update field of Sequencing to create and assign sequences.
    3.34. We will assign sequences to all four Sequence Events – Sequence Entities one by one.




    3.35. Click Create (B).



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    3.36. Click on Assign Sequences (B).




    3.37. Click on Create Sequence (B).

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    3.38. Enter the required information and click on Apply (B).




    3.39. Click on Apply (B).




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    3.40. We have assigned sequence to GL Period Close – GL Journal Entry




    3.41. Select the next Sequence Event and click on Create (B).




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    3.42. Click on Assign Sequences (B).




    3.43. Click on Create Sequence (B).

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                                 XX GL Period Close - Subledger Journal Seq




    3.44. Enter the required information and click on Apply (B).




    3.45. Click on Apply (B).




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    3.46. Second sequence is assigned to GL Period Close – GL Journal Entry.




    3.47. Select next Sequence Even Posting – GL Journal Entry and click on Create (B).



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    3.48. Click on Assign Sequences (B).




    3.49. Click on Create Sequence (B).

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    3.50. Enter the required information and click on Apply (B).




    3.51. Click on Apply (B).




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    3.52. The sequence is assigned to GL Period Close – GL Journal Entry.




    3.53. Select Sequence Even Accounting – Subledger Journal Entry and click on Create (B).
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    3.54. Click on Assign Sequences (B).




    3.55. Click on Create Sequence (B).

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    3.56. Enter required information and click on Apply (B).




    3.57. Click on Apply (B).




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    3.58. Change the status to Complete and click on Apply (B).




    3.59. All the steps of Primary Ledger are now with Status complete.
    3.60. Scroll down to setup Secondary Ledger.

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4. Secondary Ledger Setup
    4.1.    Below the Primary Ledger there are options of Secondary Ledger which need to b e
            configured.




    4.2.    Click the pencil under Update field of Ledger Options.




    4.3.    Click on Next (B).




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    4.4.    Enter the required information.
    4.5.    Search for Retained Earnings Account.




    4.6.    Select the Account and then click on Select (B).



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    4.7.    Click on Next (B) to move to next step.




    4.8.    Enable the check box Enable Journal Reconciliation and click on Next (B).

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    4.9.    Review the information and click on Finish (B).




    4.10. Click the pencil under Update field of Primary to Secondary Ledger Mapping.


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    4.11. As our charts of accounts are same so no need of Creating Mapping.




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    4.12. Select Corporate in the Default Rate Type.
    4.13. Scroll down and update if required.




    4.14. Scroll down and update information if required.
    4.15. Click on Complete (B).




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    4.16. Select Reporting Currencies to update.




    4.17. Click on Complete (B).




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    4.18. After completing Reporting Currencies now we will move to Balancing Segment Value
          Assignments.




    4.19. Click on Complete (B).




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    4.20. Now we will create and assign sequences as we did above for Primary Ledger.




    4.21. As the steps are same so I will not repeat the screens here.




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    4.22. I have created and assigned sequences as shown above.




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    4.23. Change the status to Complete and click on Apply (B).




    4.24. We have completed all the steps of Primary and Secondary Ledger.
    4.25. Click on Complete (B).




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    4.26. Click on Yes (B) after reading the warning message.




    4.27. A request will be submitted so check the status of request.




    4.28. The request completed as Normal.




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                      10 - GL Responsibilities
1. GL Entry Responsibilities for Primary Ledger & Secondary Ledger
    1.1.    Log in as System Administrator responsibility.
    1.2.    Open the Responsibility window.

            Sys Admin: Security > Responsibility > Define

    1.3.    Enter the following information for the responsibilities.

       Field            Super User                                Entry User
                        Secondary Ledger           Primary Ledger        Secondary Ledger
Responsibility          XX GL Secondary            XX GL Primary Ledger    XX GL Secondary
Name                    Ledger Super User          Entry User              Ledger Entry User
Application             General Ledger             General Ledger          General Ledger
Responsibility          XX_GL_SL_                  XX_GL_PL_               XX_GL_SL_
Key                     SUPER_USER                 ENTRY_USER              ENTRY_USER
Description             XX Super User              XX Entry User           XX Entry User
                        Responsibility for         Responsibility for      Responsibility for
                        Secondary Ledger.          Primary Ledger.         Secondary Ledger.
Effective Dates -       Default Date               Default Date            Default Date
From
Available From          Oracle Applications        Oracle Applications     Oracle Applications
                        (checked)                  (checked)               (checked)
Data Group              Standard                   Standard                Standard
Application             General Ledger             General Ledger          General Ledger
Menu                    GL_SUPERUSER               GL_SUPERUSER            GL_SUPERUSER
Request Group           GL Concurrent Program      GL Concurrent Program   GL Concurrent Program
                        Group                      Group                   Group
Application             General Ledger             General Ledger          General Ledger
Menu Exclusion -                                   Menu                    Menu
Type
Name                                               GL_SU_SETUP             GL_SU_SETUP

    1.4.    Accept the defaults for all other fields.
    1.5.    First define Super User Responsibility for Secondary User.




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    1.6.    Save the data and close the form.
    1.7.    Create a new record to define Entry User for Primary Ledger.




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    1.8.    Save the data and close the form.
    1.9.    Create a new record to define Entry User for Secondary Ledger.




    1.10. Save the data and close the form.

Note: All the Setup related functions we have excluded from both these responsibilities.

2. GL Super Responsibility for Secondary Ledger Assignment
    2.1.    Open the User window from the System administrator responsibility.
    2.2.    Search the user XX GL SUPER USER.

            Sys Admin: Security > User > Define




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    2.3.    Save the data.

3. Defining a GL Entry User & Responsibilities Assignement
    3.1.    Open the User window from the System administrator responsibility.

            Sys Admin: Security > User > Define

                             Field         Value
                             User Name     XX GL ENTRY USER
                             Password      12345 (Enter two times)
                             Description   XX GL Entry User for data entry.

    3.2.    In the Responsibility Tab region, enter the following information

             Responsibility                          Application        Security Group
             XX GL Primary Ledger Entry User         General Ledger     Standard
             XX GL Secondary Ledger Entry User       General Ledger     Standard




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    3.3.    Accept the default values for all other fields.
    3.4.    Save the data and close the form.




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                  11 - Profiles Assignment
1. GL Ledger Name profile assignment
Now we will assign GL Ledger Name to our responsibilities so the user will be able to access the
respective General Ledger (Primary and Secondary) though these responsibilities.

    1.1.    Login as System Administrator.

            System Administrator: Profile > System




    1.2.    Click on Find (B).




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    1.3.    Under Responsibility field select XX Primary Ledger.
    1.4.    Save the data and close the form.




    1.5.    Click on Find (B).




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    1.6.    Under Responsibility field select XX Secondary Ledger.
    1.7.    Save the data and close the form.




    1.8.    Click on Find (B).




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    1.9. Under Responsibility field select XX Primary Ledger.
    1.10. Save the data and close the form.
    1.11. On Find System Profile Values change the responsibility from Primary Ledger to
          Secondary Ledger.




    1.12. Click on Find (B).




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    1.13. Under Responsibility field select XX Secondary Ledger.
    1.14. To check the responsibilities login as XX GL ENTRY USER.




    1.15. Open the XX GL Primary Ledger Entry User.




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    1.16. Open the Journal Enter form and check the value of Ledger field.




    1.17. The Setup menu is missing as per our exclusions.
    1.18. The next step is to open a period for entries.




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                                       12 - Period Opening
1. Open Period of Primary Ledger

    1.1.    Login as GL Primary Ledger Super User or switch to GL Primary Ledger Super User
            responsibility.
    1.2.    Open the form Open/Close

            General Ledger: Setup > Open/Close

    1.3.    Search the period need to be opened. Here we have defined JUL-07 as our first period.




    1.4.    Click on Find (B).




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    1.5.    Click on Open (B).




    1.6.    Click on Yes (B) and a request will be submitted.
    1.7.    Check the status of the request.
    1.8.    After successful completion of request again Find the periods.
    1.9.    Click on Open Period (B) and select the target period.




    1.10. Click on Open (B).
    1.11. Confirm the dialog by clicking on Yes (B).
    1.12. A request will be submitted.

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    1.13. Check the status of request and if normal then again query the periods.




    1.14. Check the opened periods. One is for Future Entry in which you can enter but cannot
          post until it will not be opened.




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2. Open Period of Secondary Ledger

We cannot post in Primary Ledger if the same period is not opened in the secondary ledger.

    2.1.    Login as GL Secondary Ledger Super User or switch to GL Secondary Ledger Super User
            responsibility.
    2.2.    Open the form Open/Close

            General Ledger: Setup > Open/Close




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    2.3.    Click on Open (B).




    2.4.    Click on Yes (B) and a request will be submitted.
    2.5.    Check the status of the request.
    2.6.    After successful completion of request again Find the periods.
    2.7.    Click on Open Period (B) and select the target period.




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    2.8.    After selecting the target period JUL-07 click on Open (B).
    2.9.    Confirm the dialog by clicking on Yes (B).
    2.10.   A request will be submitted.
    2.11.   Check the status of request and if normal then again query the periods.




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    General Ledger
      Journal’s

                Unit - 2…GL


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  13 - Creating journal entries
1. Journal Entry for recording Employees Salaries Liability
    Pass a journal entry for purchase of 1 set of computer for $. 25,000, of which, Rs.5,000 has
    been paid by cash and the reminder will be carried as a liability over the following year.

    1.1.    Open the find Journals window.

            General Ledger : Journals > Enter > New Journal (B)

    1.2.    Name your journal XX Computer Purchases for the latest open period (JUL –07)
    1.3.    Optionally enter a description.
    1.4.    Enter the journal entry as shown below

                         Journal           XX Computer Purchases
                         Period            JUL-07
                         Category          Purchase Invoices
                         Effective Date    Accept the default date
                         Currency          USD

    1.5.    Enter the following journal lines

                 Line        Account                          Debit ($)   Credit ($)
                 10          01-001-6410 (Office Supplies)      25,000
                 20          01-001-2002 (Cash)                                5,000
                 30          01-001-1003 (Accounts Payable                    20,000




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    1.6.    Save your work.
    1.7.    Post the Journal by clicking on Post (B).




Note: There will be three requests running (Program - Generate Ledger Flexfield, Posting: Single
Ledger and Compile Key Flexfields).



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    1.8.    The status of all the three requests were completed normal and I have just queried the
            journal and now status is Post the Journal by clicking on Post (B).
    1.9.    Click on Review Journal (B).




Note: Now notice that after posting both buttons Change Period and Currency are disabled.
   1.10. Click on Other Information (T) here you can also view the Posting Status and sequence
         assignments.

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2. View Journal in Secondary Ledger
    2.1.    Switch to XX GL Secondary Ledger Entry User.
    2.2.    Open the Find Journals window.

            General Ledger : Journals > Enter > Find (B)




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    2.3.    Click on Review Journal (B).




    2.4.    Review the Accounted entries in Rupees.
    2.5.    Click on Post (B).
    2.6.    Check the status of requests.

Note: There will be three requests running (Program - Generate Ledger Flexfield, Posting: Single
Ledger and Compile Key Flexfields).
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    2.7.    Click on Review Journal (B).




    2.8.    Click on Other Information (T).




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    2.9.    Close the form.




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