Oracle Payroll - Sub Ledger Accounting Integration - An Oracle White Paper

CONTENTS

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1. Oracle Subledger Accounting Overview .. 1 2. Architecture . 1 3. A Comparison between 11i and R12 ... 3 4. Payroll Basic Setups. 4 5. Steps involved in setting up Subledger Accounting for Payroll .. 6 Setting Up Journal Line Definitions 6 Application Account Definitions .. 11 Sub-Ledger Accounting Method ... 12 6. Creating Ledger . 13 7. Processes to complete .14 Transfer to SLA . 14 Create Accounting . 15 8. Tables involved . 16

Oracle Subledger Accounting

Overview:
Oracle Subledger Accounting is a new product released in R12. Oracle Subledger Accounting enables corporations to comply with corporate, local and managerial accounting and audit requirements via increased control, visibility and efficiency.

Oracle Subledger Accounting streamlines the Books closure by providing a common posting engine, so that all subledger products and non-Oracle products can transfer controlled and summarized data to the General Ledger using a standard methodology and auditable, reviewable process. By storing journal entries in a common data model, Oracle Subledger Accounting constitutes a single source of truth for all accounting, reconciliation and analytical reporting.

Architecture:

The UI and architecture is now common across all the modules. SLA owns the framework and execution mechanism. Subledgers own the rules that determine how and what accounting is created.

Accounting Configurations

Transactions

Subledger Journal Entries

Accounting Program

GL Journal Entries Subledger Balances

Accounting Events
Journal Entry Setup

Subledger Application

SLA

A Comparison between 11i and R12:

11i User Interaction

END USER END USER END USER END USER

Perform a transaction

Costing/ transfer to GL

Import to Journal

Post in GL

R12 User Interaction

END USER END USER END USER

Enter/validate/ approve Perform a transaction transaction

Create accounting, transfer, and import into GL

Post in GL

Accounting event created

SLA Setup Transaction Data Accounting Event

Payroll Basic Setups for SLA: Cost Allocation Flexfield at Business Group level:

Cost Allocation Key Flex field:

Steps involved in setting up Subledger Accounting for Payroll

Setting up SLA for payroll involves the following three mandatory steps: 1. Journal Line Definitions 2. Application Accounting Definition 3. Subledger Accounting Method

Setting Up Journal Line Definitions

Journal Line Definitions can be entered for the following Events: i. Costs - Payroll Costs ii. Payment Costs This is the paid expenditure that needs to be moved to GL. iii. Estimate Costs This is used when the GL books are to be closed and hence the costs are estimated for the remaining periods. iv. Estimate Costs Reversal Reversal of the estimated costs at the end of the year.

a. Creating Journal Line Types:

Considering the Payroll Costs to be transferred to GL using SLA, query the seeded Credit Cost Line type and make a copy of it. Ensure that the Chart of Accounts is provided:

Similarly create a Journal Line Type for the Debit Cost entry by copying the seeded Debit Cost Line type.

b. Creating Account Derivation Rules:

Account Derivation Rules can either be created for all the segments at the flexfield level or at individual segment levels. This can be achieved by selecting the appropriate output choices as shown below:

Click on the Conditions button to enter the conditions for which the Rule is applicable:

c. Creating Journal Line Definitions

Journal Line Definitions defines how the Journal Line Entries should appear when the data are moved to GL.

In Line Assignments region, select the debit and credit lines based on the event selected earlier. i.e Credit Cost Line, Credit Payment Cost Line, etc.

These Journal Line Types cannot be edited but their definitions can be viewed, by clicking on the Line Type button. Line Description is only for a descriptive purpose.

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Application Accounting Definitions:

Subledger accounting definitions are the rules governing the accounting representation of a legal entitys accounting events and associated transaction data. Accounting definitions determine how an accounting events amounts and associated transaction data are transformed into subledger, and subsequently into general ledger, accounting entries.

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Sub-Ledger Accounting Method: An accounting method is the composite of accounting definitions for all products used by an organization. Each Ledger must use an accounting method to determine how to account for subledger transactions. Because Ledgers are set up for specific reporting purposes, each Ledger may require a different accounting method.

The sub-ledger accounting method is the accumulation of all product accounting definitions. With each product accounting definition, the user can decide whether to create an accounting entry when invoices are approved/completed or when they are paid.

The sub-ledger accounting method is a cross product set of product accounting definitions which determine how accounting events will be processed by the accounting program to create subledger accounting entries. The sub-ledger accounting method is assigned to a legal entity and ledger.

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Create Ledger The next step is to create a General Ledger and attach it to the above-created Sub Ledger Accounting Methods

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Attach the Subledger Accounting Method that was created earlier in the Subledger Accounting region.

Processes to complete
This completes the mandatory Subledger Accounting setup for payroll. The following processes needs to be run in the given order: 1. 2. 3. 4. 5. 6. Payroll Pre-payments Costing Transfer to SLA. This needs to be run from the HRMS responsibility. Create Accounting. This process needs to be submitted from Global / Payroll Based on the options provided in Create Accounting, the next process, Transfer to GL may or may not be run.

Transfer to SLA

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Create Accounting

Mode:
The mode determines how the sub-ledger entries are created. Test entries may not be transferred to the General Ledger. They are used to validate setups. Draft entries cannot be transferred to the GL. They are used to preview (find out) the accounting for the sub-ledger entries. Final entries are transferred to the GL, may not be changed, and are used for reporting.
This minimizes the need for correcting journal entries and facilitates a clean audit.

Errors Only: Users can resubmit a request to create accounting and specify that they would like to only process entries that have previously had errors.

Report:

This allows users the ability to determine whether the report of the results of the accounting program launch displays the details for the entries successfully accounted. Errors are always printed in detail.

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Transfer and Post to GL:

Users may have corporate policies that establish consistent methods for creating sub and general ledger entries. Allowing them the ability to predefine whether the GL transfer, import and posting should occur automatically when the accounting program is launched will facilitate utilization of a consistent procedure. Providing this option saves users the time of submitting separate requests for the transfer, import and posting of GL entries. If a user determines that they do not want to complete the transfer and post to the GL when they launch the accounting program, they may re-launch the program at a later date to complete these processors.

Tables involved
Table Name XLA_EVENTS XLA_TRANSACTION_ENTITIES Description Event_id will be generated when the event is triggered. The entity_id will be the foreign key for XLA_TRANSACTION_ENTITIES table. The column, Transaction_Number and Source_id_int_1 stores the assignment_action_id of the Transfer to SLA process. The column, Ledger_id stores the Ledger id to which the Subledger Accounting Method is associated. Stores the link between transactions and subledger journal entry lines. Stores subledger journal entries Stores the subledger journal entry lines.

XLA_DISTRIBUTION_LINKS XLA_AE_HEADERS XLA_AE_LINES

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