You are on page 1of 318

SUBLEDGER ACCOUNTING

Part 2 – Demo’s

Oracle Applications R12

By P.Karthikeyan
Karthikeyanp1981@gmail.com

www.erpstuff.com 1 info@erpstuff.com
ERPstuff Forums

ERPstuff Forums since March-2006 providing free


membership to access Oracle ERP community
discussion with many tutorials and white papers.

For more information regarding our other services


please visit us,

www.erpstuff.com
info@erpstuff.com

www.erpstuff.com 2 info@erpstuff.com
AGENDA

∗ Demo 1 – Create Responsibilities and User Name


∗ Demo 2 – How to copy an Accounting Method
∗ Demo 3 – How to Validate an Application Accounting Definition (AAD)
∗ Demo 4 – How to Create a New Accounting Method
∗ Demo 5 – Define Multi Period Accounting
∗ Demo 6 – Create Report Definition
∗ Demo 7 – Create Manual Journal Entries
∗ Demo 8 – Replacement of Disabled Accounts
∗ Demo 9 – Transfer of Journal Entries to General Ledger
∗ Demo 10 – Multiple Accounting Representation
∗ Demo 11 – Accounting Entry Inquiry

www.erpstuff.com 3 info@erpstuff.com
Demo 1

CREATE RESPONSIBILITIES AND


USER NAME

www.erpstuff.com 4 info@erpstuff.com
Create a new Payables Responsibility from System Administrator Responsibility

www.erpstuff.com 5 info@erpstuff.com
Create a new Receivables Responsibility from System Administrator Responsibility

www.erpstuff.com 6 info@erpstuff.com
Create a new Assets Responsibility from System Administrator Responsibility

www.erpstuff.com 7 info@erpstuff.com
Create a new User Name and assign the responsibilities previously created along
with System Administrator Responsibility

www.erpstuff.com 8 info@erpstuff.com
Demo 2

HOW TO COPY AN SLA METHOD

www.erpstuff.com 9 info@erpstuff.com
Switch Responsibility to newly created “KARTHIKEYAN PAYABLES” Responsiblity

www.erpstuff.com 10 info@erpstuff.com
Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods
Builder > Methods and Definitions > Subledger Accounting Method

www.erpstuff.com 11 info@erpstuff.com
System defaults the below screen, from which one can select an Existing SLA
Method

www.erpstuff.com 12 info@erpstuff.com
Selected the Standard Accrual Method and Click FIND button

www.erpstuff.com 13 info@erpstuff.com
Now to copy the Standard Accrual Method provided by oracle, Click COPY button

www.erpstuff.com 14 info@erpstuff.com
System Displays the below screen ….

www.erpstuff.com 15 info@erpstuff.com
Enter a Name for your Method Code and Name and Click DONE button

www.erpstuff.com 16 info@erpstuff.com
System has copied from Oracle and Created a new accounting Method with the name we
have provided in the earlier step. You can see the Owner field is now turned to as USER

www.erpstuff.com 17 info@erpstuff.com
Copying an SLA Method does not mean, that every component gets copied with Owner as
User, hence if we require the Application Accounting Definition (AAD) to be copied, click
the APPLICATION ACCOUNTING DEFINITION button

www.erpstuff.com 18 info@erpstuff.com
Click COPY button, in order to copy this AAD, currently you can see the AAD is has the
Owner as Oracle…

www.erpstuff.com 19 info@erpstuff.com
Enter the Definition Code and Name for the Copied Version of the AAD and Click DONE
button

www.erpstuff.com 20 info@erpstuff.com
AAD has now been copied and the Owner now appears as User, which allows us to make
modifications to AAD

www.erpstuff.com 21 info@erpstuff.com
Insert a new Row in the newly copied SLA Method, so that we can include our newly
copied AAD.

www.erpstuff.com 22 info@erpstuff.com
Newly copied AAD has been added to the SLA Method

www.erpstuff.com 23 info@erpstuff.com
Since we have made a copy an existing AAD for Payables, we can either End Date or
Delete the Oracle Owned AAD for Payables from our SLA Method. Select the AAD and click
Delete icon from the Toolbar.

www.erpstuff.com 24 info@erpstuff.com
The Oracle owned AAD for Payables is now removed from the List….

www.erpstuff.com 25 info@erpstuff.com
Likewise, I have made copies of the other AAD’s related to Receivables and Assets, so
every AAD has the Owner as USER now

www.erpstuff.com 26 info@erpstuff.com
Click the JOURNAL LINE DEFINITION Button

www.erpstuff.com 27 info@erpstuff.com
Click COPY DEFINITION button, in order to make a copy of the Journal Line Definition

www.erpstuff.com 28 info@erpstuff.com
Enter values for Definition Code and Definition Name and Click DONE button

www.erpstuff.com 29 info@erpstuff.com
New Journal Line Definition has been now created, with Owner as USER

www.erpstuff.com 30 info@erpstuff.com
Insert a new record to the Journal Line Definition and select the new JLD from LOV

www.erpstuff.com 31 info@erpstuff.com
Newly created JLD has now been assigned

www.erpstuff.com 32 info@erpstuff.com
Select the existing JLD and click the Delete Icon from the Toolbar to remove it….

www.erpstuff.com 33 info@erpstuff.com
Oracle Owned JLD has been removed

www.erpstuff.com 34 info@erpstuff.com
Select a record from Journal Line Type region and Click LINE TYPE button

www.erpstuff.com 35 info@erpstuff.com
This is an oracle seeded Journal Line Type, to make a copy of it, Click the COPY button

www.erpstuff.com 36 info@erpstuff.com
Enter values for Line Type Code and Name and Click DONE button

www.erpstuff.com 37 info@erpstuff.com
New Journal Line Type has been created, the owner now appears as USER

www.erpstuff.com 38 info@erpstuff.com
Click LINE DESCRIPTION button

www.erpstuff.com 39 info@erpstuff.com
To copy the Journal Line Description click COPY button

www.erpstuff.com 40 info@erpstuff.com
Enter values for Description Code and Name and Click DONE button

www.erpstuff.com 41 info@erpstuff.com
New Journal Line Description is now created with Owner as USER

www.erpstuff.com 42 info@erpstuff.com
Insert a new Row in the Journal Line Assignments region

www.erpstuff.com 43 info@erpstuff.com
Assign the newly created Journal Line Type, press TAB key

www.erpstuff.com 44 info@erpstuff.com
Assign the newly created Journal Line Description

www.erpstuff.com 45 info@erpstuff.com
Click ACCOUNT DERIVATION RULE button for the Standard Journal Line Type ACCRUAL

www.erpstuff.com 46 info@erpstuff.com
In order to copy the Account Derivation Rule click COPY button

www.erpstuff.com 47 info@erpstuff.com
Enter values for Rule Code and Name and Click DONE button

www.erpstuff.com 48 info@erpstuff.com
New Account Derivation Rule has been Created with Owner as USER

www.erpstuff.com 49 info@erpstuff.com
Select the Newly Created Journal Line Type and Click Account Derivation Rules TAB

www.erpstuff.com 50 info@erpstuff.com
Insert a new Record

www.erpstuff.com 51 info@erpstuff.com
Enter “All Segments” value for the Segment field and press TAB Key

www.erpstuff.com 52 info@erpstuff.com
Select the newly created Accounting Rule ……

www.erpstuff.com 53 info@erpstuff.com
Select the Accrual Journal Line Type provided by Oracle and Click delete icon from toolbar

www.erpstuff.com 54 info@erpstuff.com
The seeded Journal Line Type has been removed

www.erpstuff.com 55 info@erpstuff.com
Demo 3

HOW TO VALIDATE AN APPLICATION


ACCOUNTING DEFINITION (AAD)

www.erpstuff.com 56 info@erpstuff.com
Switch Responsibility to Karthikeyan Payables

www.erpstuff.com 57 info@erpstuff.com
Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods
Builder > Methods and Definitions > Subledger Accounting Method

www.erpstuff.com 58 info@erpstuff.com
Query for the Accounting Method we have created….

www.erpstuff.com 59 info@erpstuff.com
Click on APPLICATION ACCOUNTING DEFINITION Button

www.erpstuff.com 60 info@erpstuff.com
Click VALIDATE button, which will change the Validation Status ……

www.erpstuff.com 61 info@erpstuff.com
Validation Status of the Accounting method is changed to VALID now …

www.erpstuff.com 62 info@erpstuff.com
Alternatively, you can validate the Application Accounting Definition by clicking on the
View Menu

www.erpstuff.com 63 info@erpstuff.com
Select Requests option from View Menu …

www.erpstuff.com 64 info@erpstuff.com
Click SUBMIT A NEW REQUEST button

www.erpstuff.com 65 info@erpstuff.com
Select Single Request option and Click OK button

www.erpstuff.com 66 info@erpstuff.com
Type / Select the Request Name as shown below

www.erpstuff.com 67 info@erpstuff.com
Select the Parameters as per your requirement or run it with below defaults and Click OK
button

www.erpstuff.com 68 info@erpstuff.com
Click SUBMIT button

www.erpstuff.com 69 info@erpstuff.com
Click NO

www.erpstuff.com 70 info@erpstuff.com
Click FIND button

www.erpstuff.com 71 info@erpstuff.com
Wait for the Request to get Completed …..

www.erpstuff.com 72 info@erpstuff.com
Upon Completion, Click VIEW OUTPUT button

www.erpstuff.com 73 info@erpstuff.com
Review the Output, the last Column should have the status as Valid for your Application
Accounting Method, else system would not be able to generate Accounting entries as
expected…..

www.erpstuff.com 74 info@erpstuff.com
Demo 4

CREATE A NEW SUB LEDGER


ACCOUNTING METHOD

www.erpstuff.com 75 info@erpstuff.com
I would like to call the below Structure as REVERSE SLA PYRAMID, since for
configuration purposes, we have to follow a Top down approach. Each and every
Component displayed here has to be Defined in the same order for us to create our
own Subledger Accounting Method

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 76 info@erpstuff.com
Step 1 – Setup a New JOURNAL LINE TYPE

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 77 info@erpstuff.com
Switch Responsibility to newly created “KARTHIKEYAN PAYABLES” Responsibility

www.erpstuff.com 78 info@erpstuff.com
Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods
Builder > Journal Entry Setups > Journal Line Types

www.erpstuff.com 79 info@erpstuff.com
Click NEW button

www.erpstuff.com 80 info@erpstuff.com
Make Sure you have all necessary information required for creating a Line Type.

www.erpstuff.com 81 info@erpstuff.com
Select Event Class as INVOICES

www.erpstuff.com 82 info@erpstuff.com
Enter LINE TYPE CODE as shown below…. It is suggested to follow a proper
naming convention…

www.erpstuff.com 83 info@erpstuff.com
Enter NAME as shown below

www.erpstuff.com 84 info@erpstuff.com
Enter the DESCRIPTION for identifying purposes ….

www.erpstuff.com 85 info@erpstuff.com
Enter ACCOUNTING CLASS AND ROUNDING CLASS as ITEM EXPENSE

www.erpstuff.com 86 info@erpstuff.com
Keep the defaults as it is, and SAVE your Changes …

www.erpstuff.com 87 info@erpstuff.com
Created another Journal Line Type for Credit Line

www.erpstuff.com 88 info@erpstuff.com
Step 2 – Setup a New JOURNAL ENTRY DESCRIPTION

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 89 info@erpstuff.com
Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting
Methods Builder > Journal Entry Setups > Journal Entry Descriptions

www.erpstuff.com 90 info@erpstuff.com
Click NEW button

www.erpstuff.com 91 info@erpstuff.com
Make Sure you have all necessary information before configuration…

www.erpstuff.com 92 info@erpstuff.com
Enter JOURNAL DESCRIPTION CODE AND JOURNAL DESCRIPTION NAME as shown
below….

www.erpstuff.com 93 info@erpstuff.com
Enter the DESCRIPTION as shown below ….

www.erpstuff.com 94 info@erpstuff.com
Enter the PRIORITY as 1 and Click DETAILS button

www.erpstuff.com 95 info@erpstuff.com
This is a screen, where we are going to construct how the Descriptions are to be
generated …

www.erpstuff.com 96 info@erpstuff.com
I have selected the Value type as constant, and typed the text which should appear as
Descriptions ….Save the changes and close this form…

www.erpstuff.com 97 info@erpstuff.com
Save the Changes and Close this form …

www.erpstuff.com 98 info@erpstuff.com
Step 3 – Setup a New ACCOUNTING DERIVATION RULE

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 99 info@erpstuff.com
Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting
Methods Builder > Journal Entry Setups > Account Derivation Rules

www.erpstuff.com 100 info@erpstuff.com


Click NEW button

www.erpstuff.com 101 info@erpstuff.com


Enter the RULE CODE, RULE NAME AND DESCRIPTION as shown below …..

www.erpstuff.com 102 info@erpstuff.com


Select the SEGMENT option…

www.erpstuff.com 103 info@erpstuff.com


Select the Value as COST CENTER SEGMENT

www.erpstuff.com 104 info@erpstuff.com


Select the Priority as “1” , keep the Value Type as SOURCE and Click LOV button
under the Value field…

www.erpstuff.com 105 info@erpstuff.com


Select the Value “Invoice Liability Account” and Click OK

www.erpstuff.com 106 info@erpstuff.com


Select the SEGMENT field…

www.erpstuff.com 107 info@erpstuff.com


Select the value as “COST CENTER SEGMENT” for Segment Field…

www.erpstuff.com 108 info@erpstuff.com


Step 4 – Setup a New JOURNAL LINE DEFINITION

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 109 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting
Methods Builder > Methods and Definitions > Journal Line Definitions

www.erpstuff.com 110 info@erpstuff.com


Click NEW button

www.erpstuff.com 111 info@erpstuff.com


Make sure you defined all previous setups before setting up this part …

www.erpstuff.com 112 info@erpstuff.com


Select the Event Class as “INVOICES” and Event Type as “ALL”

www.erpstuff.com 113 info@erpstuff.com


Enter DEFINITION CODE, DEFINITION NAME AND DESCRIPTION as shown below ….

www.erpstuff.com 114 info@erpstuff.com


Select the Journal Line Type which we have defined earlier ……

www.erpstuff.com 115 info@erpstuff.com


Select the Journal Line Description which we have defined earlier ……

www.erpstuff.com 116 info@erpstuff.com


Select the Account Derivation Rule which we have defined earlier ……

www.erpstuff.com 117 info@erpstuff.com


Select the Seeded Account Derivation Rule for the Debit Line Type

www.erpstuff.com 118 info@erpstuff.com


Select the Credit Journal Line Type we defined earlier …

www.erpstuff.com 119 info@erpstuff.com


Select the Seeded Account Derivation Rule for the Credit Line Type …

www.erpstuff.com 120 info@erpstuff.com


Step 5 – Setup a New APPLICATION ACCOUNTING DEFINITION

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 121 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting
Methods Builder > Methods and Definitions > Application Accounting
Definitions

www.erpstuff.com 122 info@erpstuff.com


Click NEW button

www.erpstuff.com 123 info@erpstuff.com


Make sure you have defined all the pre-requisite setups …..

www.erpstuff.com 124 info@erpstuff.com


Enter the DEFINITION CODE, DEFINITION NAME AND DESCRIPTION as shown below…

www.erpstuff.com 125 info@erpstuff.com


Enter the VERSION Reference for easier identification …..

www.erpstuff.com 126 info@erpstuff.com


Select the Event Class as INVOICES, Event Type as ALL

www.erpstuff.com 127 info@erpstuff.com


Select the Journal Line Definition we have defined earlier ….. Currently the validation
Status is “NOT VALIDATED”.

www.erpstuff.com 128 info@erpstuff.com


Click VALIDATE button, now the Validation Status is VALID

www.erpstuff.com 129 info@erpstuff.com


Step 6 – Setup a New SUB LEDGER ACCOUNTING METHOD

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 130 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting
Methods Builder > Methods and Definitions > Sub Ledger Accounting
Methods

www.erpstuff.com 131 info@erpstuff.com


Click NEW button…

www.erpstuff.com 132 info@erpstuff.com


Make sure you have completed all prerequisite setups

www.erpstuff.com 133 info@erpstuff.com


Enter the METHOD CODE, METHOD NAME AND DESCRIPTION as shown below …

www.erpstuff.com 134 info@erpstuff.com


Select Application as PAYABLES

www.erpstuff.com 135 info@erpstuff.com


Select the AAD defined earlier …..

www.erpstuff.com 136 info@erpstuff.com


Enter the START DATE for this Application Accounting Definition …..

www.erpstuff.com 137 info@erpstuff.com


Step 7 – Assign Sub Ledger Accounting Method to your LEDGER

JLT JED ADR


Journal Line Type Journal Entry Description Accounting Derivation Rule

JLD
Journal Line Definition

AAD
Application Accounting Definition

SLAM
Sub Ledger Accounting Method

LEDGER

www.erpstuff.com 138 info@erpstuff.com


Assign the newly Created Accounting Method to your Primary Ledger

www.erpstuff.com 139 info@erpstuff.com


Created a Payable Invoice, Validated and Accounted for testing the accounting method

www.erpstuff.com 140 info@erpstuff.com


Accounting entry has been created by the system successfully for the Invoice …..

Note: I have removed the Custom Journal Entry Description and Custom Account
Derivation Rule before creating the above accounting entry …

www.erpstuff.com 141 info@erpstuff.com


Demo 5

DEFINE MULTI PERIOD


ACCOUNTING

www.erpstuff.com 142 info@erpstuff.com


Business Scenario
Making an Advance Payment for an expense before the actual service is
rendered. The Advance payment is later adjusted towards the actual payment as
and when it is rendered

How it is handled in Release 11 or Release 12 without using MPA feature


For the advance payment, prepayment Invoice is created and payment is made.
As and when the services are rendered, a standard Invoice is created and
applied to the prepayment.

As an alternative to the above process, one can meet the objective by


configuring the Multi Period Accounting feature. In MPA the adjusting happens at
the accounting level, hence no need for an user to key in additional transactions.
Moreover MPA is automated. The configuration is one time for a particular
scenario.

www.erpstuff.com 143 info@erpstuff.com


Following are the sequence of Setups required to be performed for accomplish the
Multiperiod Accounting Configuration:

Step 1 – Create an Account Derivation Rule


Step 2 – Create Journal Line Type with MPA enabled
Step 3 – Create Journal Line Definition
Step 4 – Attach Journal Line Type to Journal Line Definition
Step 5 – Configure MPA Accounting Assignment
Step 6 – Create Application Accounting Definition
Step 7 – Assign Journal Line Definition to Application Accounting Definition
Step 8 – Validate Application Accounting Definition
Step 9 – Create Subledger Accounting Method
Step 10 – Assign Application Accounting Definition to the Subledger Accounting Method
Step 11 – Attach Sub Ledger Accounting Method to Ledger
Step 12 – Create Invoice with Deferred details
Step 13 – Validate and Create Accounting for the Invoice
Step 14 – Review Accounting entries generated by the System
If you already have a custom SLA Method created, then step 4,5 and 6 would not be
required.

www.erpstuff.com 144 info@erpstuff.com


Switch responsibility to KARTHIKEYAN PAYABLES

www.erpstuff.com 145 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods
Builder > Methods and Definitions > Subledger Accounting Methods

www.erpstuff.com 146 info@erpstuff.com


Click NEW button

www.erpstuff.com 147 info@erpstuff.com


Create an Accounting Rule as shown below ….with NO Conditions, we would be
assigning this in our configuration later ….

www.erpstuff.com 148 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Accounting Methods
Builder > Methods and Definitions > Subledger Accounting Methods

www.erpstuff.com 149 info@erpstuff.com


Selecting the STANDARD ACCRUAL Method provided by Oracle and Click FIND button

www.erpstuff.com 150 info@erpstuff.com


Click APPLICATION ACCOUNTING DEFINITION button

www.erpstuff.com 151 info@erpstuff.com


Select event Class INVOICES and click JOURNAL LINE DEFINITION button

www.erpstuff.com 152 info@erpstuff.com


Select Journal Line Type ITEM EXPENSE and Click LINE TYPE button

www.erpstuff.com 153 info@erpstuff.com


Click COPY button to copy the Journal Line Type to create our own Journal Line Type

www.erpstuff.com 154 info@erpstuff.com


Enter the Line Type Code and Name and Click DONE button

www.erpstuff.com 155 info@erpstuff.com


New Journal Line Type has been created as a copied Version…
Enable the Multiperiod option as ACCRUAL and Save your changes …

www.erpstuff.com 156 info@erpstuff.com


Again Switch back to the Original Journal Line Type provided by Oracle for ITEM
EXPENSES and Click COPY button…

www.erpstuff.com 157 info@erpstuff.com


Enter the Line Type Code and Name and Click DONE button

www.erpstuff.com 158 info@erpstuff.com


New Journal Line Type is created from the existing one..
Click the CONDITIONS button…

www.erpstuff.com 159 info@erpstuff.com


This is the condition stated in the Seeded Journal Line Type which got copied over to
our newly created Journal Line, this condition needs to be removed.

www.erpstuff.com 160 info@erpstuff.com


Select each and every Line and click the DELETE icon from the toolbar….

www.erpstuff.com 161 info@erpstuff.com


All the condition lines were now removed …. Save your changes .. Close the Form…

www.erpstuff.com 162 info@erpstuff.com


Select RECOGNITION option under Multiperiod region and Save your Changes

www.erpstuff.com 163 info@erpstuff.com


Go back to the Journal Line Definition screen and Click the COPY DEFINITION button

www.erpstuff.com 164 info@erpstuff.com


Enter the Definition Code and Definition Name, Select your Chart of Accounts in
Accounting Field and Click DONE button

www.erpstuff.com 165 info@erpstuff.com


System created a new Journal Line Definition for Invoices

www.erpstuff.com 166 info@erpstuff.com


Insert a new record in the Journal Line Type region….

www.erpstuff.com 167 info@erpstuff.com


Select your Journal Line Type created earlier which is for the Prepaid Expense Type.

www.erpstuff.com 168 info@erpstuff.com


Assign the Standard Account Derivation Rule for the newly created Journal Line Type.

www.erpstuff.com 169 info@erpstuff.com


Since we already made a copy of the Item Expense Journal Line Type and assigned it to
the Journal Line Definition, we should disable or deactivate or delete the seeded Journal
Line Type for Item Expense.
Select ITEM EXPENSE Journal Line Type provided by Oracle.

www.erpstuff.com 170 info@erpstuff.com


Uncheck the Active option

www.erpstuff.com 171 info@erpstuff.com


Now, Select the Journal Line Type which we have added, you would see the Multiperiod
Accounting button getting enabled, click on the MULTIPERIOD ACCOUNTING button.

www.erpstuff.com 172 info@erpstuff.com


Decide on the options and change according to your requirement, I have left it as shown
below. Click on the LINE ASSIGNMENTS button

www.erpstuff.com 173 info@erpstuff.com


Insert another row in the Line Assignment Region….

www.erpstuff.com 174 info@erpstuff.com


Assign the newly created Journal Line Type which would recognize the expenditure to
actual expense account.

www.erpstuff.com 175 info@erpstuff.com


Insert a new record under the Account Derivation Rules TAB

www.erpstuff.com 176 info@erpstuff.com


Select the seeded Account Derivation Rule which would derive the Actual Expense
Account from Invoice Distribution Account.

www.erpstuff.com 177 info@erpstuff.com


Assign the Account Derivation Rule which would replace the Account segment value to
the expense Account, rest all segment values will get derived from the Invoice
Distribution Account

www.erpstuff.com 178 info@erpstuff.com


Return to the Application Accounting Definition screen and click COPY button

www.erpstuff.com 179 info@erpstuff.com


Enter the Definition Code and Name, Select the Chart of Accounts in the Accounting
field and Click DONE button

www.erpstuff.com 180 info@erpstuff.com


System has created a new Application Accounting Definition now. Select the Event
Class INVOICES and select the Standard Journal Line Definition attached

www.erpstuff.com 181 info@erpstuff.com


Clear the Standard Journal Line Definition by Deleting it………

www.erpstuff.com 182 info@erpstuff.com


Select our Custom Journal Line Definition and Save the Changes.

www.erpstuff.com 183 info@erpstuff.com


The Custom AAD Definition is not Validated since we made the copy, hence Click
VALIDATE button to validate the AAD

www.erpstuff.com 184 info@erpstuff.com


The Validation Status of AAD is now changed to VALID

www.erpstuff.com 185 info@erpstuff.com


Return to the Subledger Accounting Methods screen and Click COPY button

www.erpstuff.com 186 info@erpstuff.com


Enter Method Code and Name, Select the Chart of Accounts field under Accounting field
and Click DONE button.

www.erpstuff.com 187 info@erpstuff.com


New Subledger Accounting Method has been created…

www.erpstuff.com 188 info@erpstuff.com


Select the AAD field name ….. This is now pointing to the standard accrual method, this
should be changed to our customer AAD.

www.erpstuff.com 189 info@erpstuff.com


AAD Name has now been changed to the Custom AAD we created earlier …

www.erpstuff.com 190 info@erpstuff.com


Navigate to Setup > Accounting Setups > Ledger Setup > Define > Accounting Setups

www.erpstuff.com 191 info@erpstuff.com


Query for the Ledger used ….from the Accounting Setup Manager page …
Click “Update Accounting Options” icon

www.erpstuff.com 192 info@erpstuff.com


Select the Accounting options for the Ledger by clicking the UPDATE icon…

www.erpstuff.com 193 info@erpstuff.com


The Primary Ledger was currently assigned with the “Standard Accrual” accounting
method which is seeded method provided by Oracle.

www.erpstuff.com 194 info@erpstuff.com


Replace it with the newly created Accounting Method….and Save your changes

www.erpstuff.com 195 info@erpstuff.com


Changes made to the Ledger is changed….

www.erpstuff.com 196 info@erpstuff.com


Navigate to Invoices > Entry > Invoices

www.erpstuff.com 197 info@erpstuff.com


Enter the Header level information for the Invoice

www.erpstuff.com 198 info@erpstuff.com


Enter the Line level information for the Invoice, keep scrolling further

www.erpstuff.com 199 info@erpstuff.com


Enter the Distribution Account details ( This step is same as clicking Distributions
button and entering the Information there)

www.erpstuff.com 200 info@erpstuff.com


The Fields having the word “Deferred” as prefix are need to be entered in the
transaction, in order to generate Accounting entries for Multiple Period.

www.erpstuff.com 201 info@erpstuff.com


Below details have been entered ….

www.erpstuff.com 202 info@erpstuff.com


Invoice has been entered with all necessary details ….Click ACTIONS 1 button

www.erpstuff.com 203 info@erpstuff.com


Select the VALIDATE checkbox and Click OK button

www.erpstuff.com 204 info@erpstuff.com


Invoice is now VALIDATED, Click ACTIONS 1 button again ….

www.erpstuff.com 205 info@erpstuff.com


Select FINAL type of accounting and Click OK button

www.erpstuff.com 206 info@erpstuff.com


Accounting is completed for the Invoice ….

www.erpstuff.com 207 info@erpstuff.com


Invoice status is now VALIDATED and Accounted status as YES

www.erpstuff.com 208 info@erpstuff.com


Select VIEW ACCOUNTING from the REPORTS menu

www.erpstuff.com 209 info@erpstuff.com


Below are the Accounting entries for 12 periods which we have stated in the Invoice.
You can see the Adjustment between Prepaid expense A/C and Expense A/C
automatically created by the System, irrespective of the period status…

www.erpstuff.com 210 info@erpstuff.com


Invoice created in JAN-12 and Deferred periods are 12, i.e 1+12 = 13 set of entries
generated as shown below …

www.erpstuff.com 211 info@erpstuff.com


Run the program COMPLETE MULTIPERIOD ACCOUNTING for the actual period when
the expense is recognized.

www.erpstuff.com 212 info@erpstuff.com


If the periods are not OPEN, the create accounting program will not generate the
accounting entries successfully.

www.erpstuff.com 213 info@erpstuff.com


Demo 6

CREATE REPORT DEFINITION

www.erpstuff.com 214 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Subledger Accounting Setup > Open Account
Balances Listing Definitions

www.erpstuff.com 215 info@erpstuff.com


System opens the below page. Click CREATE button to configure a Report Definition

www.erpstuff.com 216 info@erpstuff.com


There are no pre-requisite setups before creating a Report Definition ….

www.erpstuff.com 217 info@erpstuff.com


Enter the Code, Name, Description and select your LEDGER and Defined by as
SEGMENT. Click ADD ANOTHER ROW button in the Journal Source region.

www.erpstuff.com 218 info@erpstuff.com


Select the Source application from the LOV

www.erpstuff.com 219 info@erpstuff.com


Select the Source as PAYABLES. Click ADD ANOTHER ROW button under Definition
Details ….

www.erpstuff.com 220 info@erpstuff.com


Select your Segment from the LOV

www.erpstuff.com 221 info@erpstuff.com


Select your FROM RANGE value for that segment

www.erpstuff.com 222 info@erpstuff.com


Select your TO RANGE value for that segment

www.erpstuff.com 223 info@erpstuff.com


Likewise, you can keep adding other segments and select the Range of Values.

www.erpstuff.com 224 info@erpstuff.com


I have selected the other segments with range values, once done Click APPLY button

www.erpstuff.com 225 info@erpstuff.com


System confirmation is obtained once the Definition is created.

www.erpstuff.com 226 info@erpstuff.com


When the report definition gets created, system automatically runs the below program
in the background….

www.erpstuff.com 227 info@erpstuff.com


Click CREATE button

www.erpstuff.com 228 info@erpstuff.com


Enter the Code, Name details and Select your Ledger. For the Defined by value Select
the type as Accounting Flexfield.

www.erpstuff.com 229 info@erpstuff.com


Select the Journal Source as PAYABLES

www.erpstuff.com 230 info@erpstuff.com


Enter the Account code combination for your Payables Liability Account. If you have
more than one AP Liability Account, Click ADD ANOTHER ROW button and keep
adding other code combinations as well….Click APPLY button

www.erpstuff.com 231 info@erpstuff.com


System confirmation is obtained once the Definition is created.

www.erpstuff.com 232 info@erpstuff.com


Select REQUESTS option from View Menu

www.erpstuff.com 233 info@erpstuff.com


Click SUBMIT A NEW REQUEST button

www.erpstuff.com 234 info@erpstuff.com


Select SINGLE REQUEST option and Click OK button

www.erpstuff.com 235 info@erpstuff.com


Select the program “Accounts Payable Trial Balance” report from the list and click OK

www.erpstuff.com 236 info@erpstuff.com


Below is the parameter screen for the program … Select your details as required for
the fields…

www.erpstuff.com 237 info@erpstuff.com


I have selected the Report definition we configured with SEGMENT type. Click OK
button

www.erpstuff.com 238 info@erpstuff.com


OR you can select the Alternate Report Definition we have configured …

www.erpstuff.com 239 info@erpstuff.com


Click SUBMIT button

www.erpstuff.com 240 info@erpstuff.com


Click NO button

www.erpstuff.com 241 info@erpstuff.com


Click FIND button

www.erpstuff.com 242 info@erpstuff.com


Click VIEW OUTPUT button to review the Report output generated by the system.

www.erpstuff.com 243 info@erpstuff.com


You would get the below output generated by the system….

www.erpstuff.com 244 info@erpstuff.com


Demo 7

CREATE MANUAL JOURNAL


ENTRIES IN SUBLEDGER

www.erpstuff.com 245 info@erpstuff.com


Navigate to,
Setup > Accounting > Journal Entries

www.erpstuff.com 246 info@erpstuff.com


Click CREATE JOURNAL ENTRY button

www.erpstuff.com 247 info@erpstuff.com


Select the Balance Type as ACTUAL….

www.erpstuff.com 248 info@erpstuff.com


Select your Ledger, Category, Date and Description for the Header region

www.erpstuff.com 249 info@erpstuff.com


In the Lines Region, enter the Account Code combination for the accounts that are to
be Debited and Credited, select the Accounting Class and enter the DR and CR
Amounts.

www.erpstuff.com 250 info@erpstuff.com


Click CALCULATE TOTALS button

www.erpstuff.com 251 info@erpstuff.com


Totals have been Computed by the system, Click CONTINUE button

www.erpstuff.com 252 info@erpstuff.com


Select the type of accounting from the List, I am selecting FINAL accounting option
and Click FINISH button.

www.erpstuff.com 253 info@erpstuff.com


Subledger Journal Entry has been created successfully

www.erpstuff.com 254 info@erpstuff.com


Demo 8

REPLACEMENT OF DISABLED
ACCOUNTS

www.erpstuff.com 255 info@erpstuff.com


Switch to your Payables Responsibility

www.erpstuff.com 256 info@erpstuff.com


Navigate to,
Setup > Flexfields > Combinations

www.erpstuff.com 257 info@erpstuff.com


This is the default screen for Account Code combinations form…

www.erpstuff.com 258 info@erpstuff.com


Press F11 key to turn the form in to Query Mode …

www.erpstuff.com 259 info@erpstuff.com


Press CTRL + F11 to retrieve the code combinations available at present.

www.erpstuff.com 260 info@erpstuff.com


Select an account code combination as per the requirement…

www.erpstuff.com 261 info@erpstuff.com


Uncheck Enabled checkbox, which means this account code combination is now
disabled and no transactions can be created for this code combination.

www.erpstuff.com 262 info@erpstuff.com


Scroll towards right side of the screen, where you would see Alternate Account
field…

www.erpstuff.com 263 info@erpstuff.com


Enter the Alternate Account Code combination, so that if there are any open
transactions having the account codes which we have disabled, it would cause issues
when further processing happens ( accounting entries generation, transfer to GL etc ..)

www.erpstuff.com 264 info@erpstuff.com


Navigate to,
Invoices > Entry > Invoices

www.erpstuff.com 265 info@erpstuff.com


I tried entering the disabled account code combination for the payable Invoice, system
displayed the below error message, forcing me to choose a valid/enabled combination…

www.erpstuff.com 266 info@erpstuff.com


This is an Invoice already existing in the system i.e. open Invoice containing the account
code combination which we have disabled.

www.erpstuff.com 267 info@erpstuff.com


I am creating accounting for that open invoice having the disabled account code

www.erpstuff.com 268 info@erpstuff.com


Accounting entries are created without any errors …..

www.erpstuff.com 269 info@erpstuff.com


When you “VIEW ACCOUNTING” for that transaction, you can see the below accounting
entry generated by the system ….
The Item expense Line is overridden automatically based on the Alternate Account
stated in the Code Combinations form.

www.erpstuff.com 270 info@erpstuff.com


Same entry is transferred to General Ledger as well…

www.erpstuff.com 271 info@erpstuff.com


Demo 9

TRANSFER OF ACCOUNTING ENTRIES


TO GENERAL LEDGER

www.erpstuff.com 272 info@erpstuff.com


Switch to your Payables Responsibility

www.erpstuff.com 273 info@erpstuff.com


Navigate to,
Setup > Accounting Setups > Ledger Setup > Define > Accounting Setups

www.erpstuff.com 274 info@erpstuff.com


Search for your Ledger and Click GO button
Upon retrieval, click update icon

www.erpstuff.com 275 info@erpstuff.com


Select update icon next to Subledger Accounting options setup step…

www.erpstuff.com 276 info@erpstuff.com


Select update Accounting options for Payables Application

www.erpstuff.com 277 info@erpstuff.com


Below Screen controls the behavior as to how the Subledger accounting entries are
transferred to General Ledger

www.erpstuff.com 278 info@erpstuff.com


Options displayed below are provided by the system as to how accounting entries
can be transferred from Subledger to General Ledger

www.erpstuff.com 279 info@erpstuff.com


Demo 10

MULTIPLE ACCOUNTING
REPRESENTATION

www.erpstuff.com 280 info@erpstuff.com


Switch to your General Ledger Responsibility

www.erpstuff.com 281 info@erpstuff.com


Navigate to
Setup > Financials > Accounting Setup Manager > Accounting Setups

www.erpstuff.com 282 info@erpstuff.com


Query your (Primary) Ledger and select the icon under Update Accounting options

www.erpstuff.com 283 info@erpstuff.com


Click on “Add Secondary Ledger” button

www.erpstuff.com 284 info@erpstuff.com


Below is the Secondary Ledger Creation screen, make sure about the requirements
of the secondary ledger before creating the same…
The screen is very similar to the Primary ledger creation screen with one additional
field which is “Data Conversion Level”, the value selected under this option
determines how the transactions would get replicated in the secondary ledger

www.erpstuff.com 285 info@erpstuff.com


I have entered the below details for creating my secondary Ledger

www.erpstuff.com 286 info@erpstuff.com


There are multiple options available for performing the Data Conversion between
Primary Ledger and Secondary Ledger as show below….

www.erpstuff.com 287 info@erpstuff.com


Click Apply

www.erpstuff.com 288 info@erpstuff.com


System displays an error message stating I cannot have an accounting method
selected, if I opt for JOURNAL as my conversion method I have to either remove my
Subledger Accounting method OR I should change the Data conversion Level to
Subledger or Adjustments only options to proceed further …

www.erpstuff.com 289 info@erpstuff.com


I have decided to change the Conversion Level to Subledger ….
Click Apply

www.erpstuff.com 290 info@erpstuff.com


Secondary Ledger has now been created by the System Successfully.
However there are setups pertaining to Secondary ledger that are still required to
be complete, in order to make the secondary ledger usable.

www.erpstuff.com 291 info@erpstuff.com


I have done all other configurations for secondary ledger, except the Mapping
configuration. Click Update icon next to Primary to Secondary Ledger Mapping..

www.erpstuff.com 292 info@erpstuff.com


You decide the options as per the requirement

www.erpstuff.com 293 info@erpstuff.com


I have changed the value for “Post Journals Automatically from source ledger” as
YES and click COMPLETE

www.erpstuff.com 294 info@erpstuff.com


Secondary Ledger configurations has now been completed.

www.erpstuff.com 295 info@erpstuff.com


Navigate to,
Journals > Enter

www.erpstuff.com 296 info@erpstuff.com


Click New Journal button

www.erpstuff.com 297 info@erpstuff.com


Create a Journal Entry in the Primary Ledger

www.erpstuff.com 298 info@erpstuff.com


Click Post button, system would trigger a concurrent program for performing the
Posting process

www.erpstuff.com 299 info@erpstuff.com


Wait till the concurrent program gets completed. Click View Output button

www.erpstuff.com 300 info@erpstuff.com


The output file displays the below,
You can see system has created a Batch in my Secondary Ledger Automatically

www.erpstuff.com 301 info@erpstuff.com


Switch Responsibility to General Ledger which has profile options pertaining to
Secondary Ledger configured.

www.erpstuff.com 302 info@erpstuff.com


Navigate to,
Journals > Enter

www.erpstuff.com 303 info@erpstuff.com


Click FIND button ( I am not entering any search criteria)

www.erpstuff.com 304 info@erpstuff.com


You can see the Journal Entry created by the System automatically in the
Secondary Ledger, based on our data entry in the Primary Ledger. Click Review
Journal button….

www.erpstuff.com 305 info@erpstuff.com


The Journal Entry is replicated in the Secondary Ledger

www.erpstuff.com 306 info@erpstuff.com


Demo 11

ACCOUNTING ENTRY INQUIRY

www.erpstuff.com 307 info@erpstuff.com


Switch to your Payables Responsibility

www.erpstuff.com 308 info@erpstuff.com


Navigate to,
Accounting > Subledger Accounting > Journal Entries

www.erpstuff.com 309 info@erpstuff.com


Below is the default Accounting entry search form …

www.erpstuff.com 310 info@erpstuff.com


Enter the Criteria for searching your accounting entry and click GO

www.erpstuff.com 311 info@erpstuff.com


System retrieved the following entries matching the criteria we have entered ..

www.erpstuff.com 312 info@erpstuff.com


One can also modify the search criteria further in order to get accurate results, by
adding more criteria provided by the system as shown below …

www.erpstuff.com 313 info@erpstuff.com


I have selected few additional criteria and now my search screen would look like
this…

www.erpstuff.com 314 info@erpstuff.com


From the results provided by system you can make a comparison between 2 journal
entries by Selecting two entries and clicking the COMPARE button

www.erpstuff.com 315 info@erpstuff.com


Below is the comparison results which system provides for the entries selected …

www.erpstuff.com 316 info@erpstuff.com


www.erpstuff.com 317 info@erpstuff.com
I would only request the readers to express their opinions on this
presentation so as to make further improvements.
Feedbacks, Criticisms, Appreciations (if any) are always welcomed.
Please send it to the following addresses
karthikeyanp1981@gmail.com and admin@erpstuff.com

www.erpstuff.com 318 info@erpstuff.com

You might also like