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Encumbrance / Budgetory Control in Oracle Applications

You can define encumbrance accounting or budgetary control in Financial options window:
Navigation: AP or PO —-> Setup–> Organizations –> Financial Options.

In order to use encumbrance accounting or budgetary control, you must install Payables, Purchasing, and General Ledger modules. You may go to encunbrance region to enable encumbrance accounting and to specify the default encumbrance types which Payables module assigns to your invoices, and Purchasing module assigns to your requisitions and purchase orders.

If you enable encumbrance accounting or budgetary control, Purchasing creates
encumbrances when you reserve funds for a requisition or purchase order. If you use the perpetual accrual method in Purchasing, it reverses the purchase order encumbrances when you inspect, accept, and deliver the units. If you are using the periodic accrual method in Purchasing, Payables reverses the purchase order encumbrances when you create accounting entries for invoices. Payables module creates encumbrances when there is a variance between a matched invoice and the purchase order to which it is matched, and when the invoice encumbrance type is different from the Purchasing encumbrance type.

Oracle EBS provides two predefined encumbrance types that you can use to identify requisition, purchase order, and invoice encumbrances:- Commitment and
Obligation. You can define additional encumbrance types in Oracle General Ledger module in the Encumbrance Types window.

1) Use Requisition Encumbrance
You may enable this option to encumber funds for requisitions. If you enable this option, Purchasing creates journal entries and transfers them to General Ledger to encumber funds for purchase requisitions.

If you enable Use Requisition Encumbrance, you must select an encumbrance type by which you can identify your requisition encumbrance journal entries. Purchasing assigns this encumbrance type to the encumbrance journal entries it creates for purchase requisitions. If you enable Use Requisition Encumbrance, you can indicate whether you want requisition preparer to have the option to reserve funds. If you do not enable this option, only requisition approvers will have the option to reserve funds.

2)Use PO Encumbrance
Enable this option to encumber funds for purchase orders, purchase order and receipt matched invoices, and basic invoices (not matched). If you enable this option, Purchasing encumbers funds for purchase orders and Payables encumbers funds for variances during Payables Invoice Validation for purchase order and receipt matched invoices. If you enable this option and enter a non-purchase order matched invoice, Payables will encumber funds for it during Payables Invoice Validation. All Payables encumbrances are reversed when you create accounting entries. If you enable Use Requisition Encumbrance, you must also enable this option.

If you enable Use Purchase Order Encumbrance, select a purchase order encumbrance type by which you can identify your purchase order encumbrance journal entries. Purchasing assigns this encumbrance type to the encumbrance journal entries it creates for purchase requisitions and purchase orders. If you use purchase order encumbrance, select an invoice encumbrance type by which you can identify your invoice encumbrance journal entries. Payables module assigns this encumbrance type to the encumbrance journal entries that it creates. It is recommended that you use an encumbrance type different from the Purchasing encumbrance type so you can identify invoice encumbrances

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Sys Administrator Setup Tasks


After you log on to Oracle System Administrator, complete the following steps to set up your Oracle Applications:

Create Accounts for Implementors to Complete Setting Up
Create individual Oracle Applications accounts for users who will be completing the implementation of your Oracle Applications. Assign these users the full access responsibilities for the products they will be implementing.
Create New Responsibilities (Optional)
A responsibility in Oracle Applications is a level of authority that determines how much of an application’s functionality a user can use, what requests and concurrent programs the user can run, and which applications’ data those requests and concurrent programs can access. Oracle Applications provides a set of predefined responsibilities that you can use. You can also define your own responsibilities if the ones provided do not meet your needs.
Set Up Oracle Applications Manager
Oracle Applications Manager (OAM) allows you to configure and maintain many components of the Oracle Applications system.
Define Your Concurrent Managers (Optional)
Concurrent Processing is a feature of Oracle Applications that lets you perform multiple tasks simultaneously. Oracle Applications Concurrent Processing lets you run long, data-dependent functions at the same time as your users perform online operations. Concurrent managers are components of concurrent processing that monitor and run your time-consuming tasks without tying up your computers.
Oracle Applications automatically installs one standard concurrent manager that can run every request. You may want to take advantage of the flexibility of concurrent managers to control throughput on your system.
You can define as many concurrent managers as you need. Keep in mind, however, that each concurrent manager consumes additional memory.
You can specialize each of your concurrent managers so that they run all requests, requests submitted by a particular user, requests submitted by a particular application, or other constraints, or any combination of these constraints.
If you are using Parallel Concurrent Processing in a cluster, massively parallel, or homogeneous networked environment, you should register your Nodes and then assign your concurrent managers to primary and secondary nodes. You can spread your concurrent managers, and therefore your concurrent processing, across all
available nodes to fully utilize hardware resources.
Use the Define Concurrent Manager form to define new concurrent managers
Define Request Sets (Optional)
A request set is a group of reports or programs which you submit with one request. To define and maintain request sets, use the Request Sets form.
Specify Preferences for Oracle Workflow Notifications (Required)
The SYSADMIN user is the default recipient for some types of notifications in Oracle Applications, such as error notifications. You need to specify how you want to receive these notifications by defining the notification preference and e-mail address for the SYSADMIN user.
By default, the SYSADMIN user has a notification preference to receive e-mail notifications. To enable Oracle Workflow to send e-mail to this user, navigate to the Users window and assign SYSADMIN an e-mail address that is fully qualified with a valid domain. However, if you want to access notifications only through the Oracle
Workflow Worklist Web page, then you should change the notification preference for SYSADMIN to “Do not send me mail” in the Preferences page. In this case you do not need to define an e-mail address.
Set Up AuditTrail (Optional)
If you want to keep track of the changes made to your data by application users, you should set up AuditTrail for the relevant tables.
Defining AuditTrail for your site involves defining Audit Groups, which are groups of tables and columns for which you intend to track changes. You then define Audit Installations to instruct AuditTrail which ORACLE IDs you want to audit. Finally, you run the Audit Trail Update Tables Report, which allows your AuditTrail definitions to take effect.
Set Up Your Printers
You must define any printer types used at your site that are not shipped with Oracle Applications, then register each printer with its name as determined by your operating system.
For every custom printer type or specialized print style you define, use the Printer Drivers form to assign a printer driver to use with each print style used by a printer type Specify Your Site-level and Application-level Profile Options
Use the System Profile Values form (Profile > System) to set site-level and other profile optons..
Optionally set your Site Name profile option to your site name. Many profile options are set by AutoConfig and their values can be reviewed in Oracle Applications Manager.
Define Internationalization Options (Optional)
Optionally define settings for internationalization features.
Modify Language Prompts (Optional) : If you want to modify the field name displayed in the Translations window, you should change the Description value for the language you want to modify in the Languages window.
Modify Territory LOV Values (Optional) : If you want to modify the territory value displayed in LOVs, you should change the Description value for the territory you want to modify in the Territories window.

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Oracle Applications Manager


Oracle Applications Manager (OAM) allows administrators to manage Oracle E-Business Suite systems from an HTML console. Utilities available from OAM include Oracle Workflow Manager, Patch Wizard, and Concurrent Processing monitoring tools.
With Oracle Applications Manager, system administrators can view information on general system activity including the statuses of the database, concurrent managers and other services, concurrent requests, and Oracle Workflow processes. OAM provides a summary of configuration changes, infrastructure usage, performance, required
maintenance activities, potential security issues, status of business flows, and diagnostic test results. In addition, they can manage downtime and patching. System administrators can also start or stop services, and submit concurrent requests.
Using Oracle Workflow Manager, administrators can control Workflow system services, such background engines, the Notification Mailer, agent listeners, queue propagation, and purging obsolete Workflow data. OAM utilities are generally available from two main screens: the Applications Dashboard and Site Map
Oracle Applications Manager uses with Oracle Application Object Library’s function security model. You can create custom responsibilities and menus to control access to specific OAM features. These features can thus be directly available from the E-Business Suite Home Page.
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Restricting Access to Responsibilities Based on User’s Web Server

Oracle Applications has the capability to restrict access to a responsibility based upon the Web server from which the user logs in. This capability is provided by tagging Web servers with a “server trust level.”
The server trust level indicates the level of trust associated with the Web server.
Currently, three trust levels are supported: 1) administrative, 2) normal, and 3) external.
Web servers marked as “administrative” are typically those used exclusively by system administrators. These servers are considered secure and may contain highly sensitive  information. Servers marked as “normal” are those used by employees within a company’s firewall. Users logging in from normal servers have access to only a limited
set of responsibilities. Lastly, servers marked as “external” are those used by customers or employees outside of a company’s firewall. These servers have access to an even smaller set of responsibilities.
Setting the Server Trust Level for a Server
To assign a trust level to a Web server, set the Node Trust Level profile option. The Node Trust Level profile option uses the Server profile hierarchy type, meaning that the value of the profile depends on the particular middle-tier server accessing the profile.
This profile option can be set to either 1, 2, or 3, with the following meanings.
• 1 – Administrative
• 2 – Normal
• 3 – External
To avoid having to set the Node Trust Level profile option for every Web server, you may wish to set it to a default level of trust at the site level, such as level 1. If no value is set for the Node Trust Level profile option for a Web server, the Web server is assumed to have a trust level of 1 (Administrative).
Restricting Access to a Responsibility
To restrict access to a responsibility, set the security-based Responsibility Trust Level (internal name APPL_SERVER_TRUST_LEVEL) profile option value for that responsibility to be the number 1, 2, or 3. Setting this profile value ensures that only Web servers with the same or greater privileged trust level may access that responsibility.
Like the Node Trust Level profile option, the default value for the Responsibility Trust Level is 1.
When fetching the list of valid responsibilities for a user, Oracle Applications checks to find only responsibilities with a Responsibility Trust Level value greater than or equal to the Web server’s Node Trust Level. In this way, a responsibility with Responsibility Trust Level set to 1 would only be available if the Web server has the Node Trust Level set to 1 as well. A responsibility with Responsibility Trust Level set to 2 would only be available if the Web server has Node Trust Level set to either 1 or 2.
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Basic Configuration Tasks in System Administrator

Configuring the Login Page for Oracle Applications
Oracle Applications uses a configurable login page, which can be tailored to suit the needs of different organizations
Users log in to Oracle Applications using a client web browser. From the Oracle Applications Login page, users access the E-Business Suite Home Page, which provides a single point of access to HTML-based applications, forms-based applications, and Business Intelligence applications. Users access the Oracle Applications Login page from the following URL: http://<server:port>/OA_HTML/AppsLogin
For example, http://r121.oracleerpappsguide.com:8000/OA_HTML/AppsLogin
From this URL, you will be redirected to the central login page, “AppsLocalLogin.jsp”.
The following features are displayed in the default login page: Username field,  Password field, Login button, and the Language Picker (if more than one language is installed).
The following user interface features can be turned on or off through the Local Login Mask profile option:
 Hints for username/password
* Register URL – this link allows the user to perform self-service registration in User
Management
 * Forgot Password URL – allows the user to have a password reset
 Language Picker
 Corporate Policy message
* Oracle User Management must be installed for “Register URL” and “Forgot Password URL” to be enabled.
The ICX login page (http://server:port/OA_HTML/US/ICXINDEX.htm) redirects the user to the central login page, “AppsLocalLogin.jsp”. If, in a previous release, you customized the ICX login page previously with a custom logo, you should make a copy of the new ICX login page and replace the existing image with your custom image in the copied file. The location for the company logo is $OA_MEDIA/FNDSSOCORP.gif.
Ensure that the image is appropriately size. Also, you should change the text of the message ‘FND_ORACLE_LOGO’ in Message Dictionary to the appropriate text. The following login URL is supported, but no new features are being added to it: http://server:port/OA_HTML/jtflogin.jsp
If the Oracle Applications instance is Single Sign-On enabled, the servlet directs the user to the Single Sign-On login page.
AdminAppServer Utility
Because Release 12 is deployed in a multi-tier configuration, the security model includes authentication of application servers to the database servers they access. When this layer of security is activated, the application server passes server IDs (similar to passwords) to the database server. If the database server recognizes the server ID, it grants access to the database. The server IDs are created using a Java script called AdminAppServer.
The application server security system is by default not activated; if it you must activate it after installation, if required. The application servers are not assigned server IDs and the database servers do not check for server IDs.
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