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Apps Functional, ERP, INV, Oracle Apps, R12, Setups

Deferred COGS Accounting in R12

The deferred COGS of goods account is the new feature introduced in Release 12. The basic fundamental behind the enhancement is that the COGS is now directly matched to the Revenue. The same was not possible till now.

Prior to this enhancement, the value of goods shipped from inventory were expensed to COGS upon ship confirm, despite the fact that revenue may not yet have been earned on that shipment. With this enhancement, the value of goods shipped from inventory will be put in a Deferred COGS account. As percentages of Revenue are recognized, a matching percentage of the value of goods shipped from inventory will be moved from the Deferred COGS account to the COGS account, thus synchronizing
the recognition of revenue and COGS in accordance with the recommendations of generally accepted accounting principles.

The Matching Principle is a fundamental accounting directive that mandates that revenue and its associated cost of goods sold must be recognized in the same accounting period. This enhancement will automate the matching of Cost of Goods Sold (COGS) for a sales order line to the revenue that is billed for that sales order line.

The deferral of COGS applies to sales orders of both non-configurable and configurable items (Pick-To-Order and Assemble-To-Order). It applies to sales orders from the customer facing operating units in the case of drop shipments when the new accounting flow introduced in 11.5.10 is used. And finally, it also applies to RMAs that references a sales order whose COGS was deferred. Such RMAs will be accounted using the original sales order cost in such a way that it will maintain the latest known COGS recognition percentage. If RMAs are tied to a sales order, RMAs will be accounted for such that the distribution of credits between deferred COGS and actual COGS will maintain the existing proportion that Costing is aware of. If RMAs are not tied to a sales order, there is no deferred COGS.

SETUP and ACCOUNTING :

To set the deferred COGS account.

Inventory — Setup — Organization — Parameters — Other Accounts
A new account is added which is referred as the Deferred COGS accounts.

Please note that when upgrading from a pre R12 version the DEFERRED_COGS_ACCOUNT will be populated if it is null with the cost_of_goods_sold_account on the organization parameter. This can then be changed accordingly if a different account is required.

NEW ACCOUNTING :

Release 12 :
When a Sales order is shipped the following accounting takes place:

Inventory Valuation Account : Credit.
Deferred COGS account : Debit

Once the revenue is recognised, you would need to decide the percentage you wish to recognize the Revenue. A COGS recognition transaction will be created to reflect a change in the revenue recognition percentage for a sales order line.

The steps to generate such transactions are as follows:
1. Run the Collect Revenue Recognition Information program. This program will collect the change in revenue recognition percentage based on AR events within the user specified date range.
2. Run the Generate COGS Recognition Events. This program will create the COGS recognition transaction for each sales order line where there is a mismatch between the latest revenue recognition percentage and the current COGS recognition percentage.

Note that users can choose how often they want to create the COGS Recognition Events.

Navigation to run the COGS recognition request :
– Cost > COGS Recognition > Collect Revenue Recognition Information
– Cost > COGS Recognition > Generate COGS Recognition Events
– Cost > View Transactions > Material Transactions

The distribution for the COGS Recognition transaction associated with the Sales Order transaction now would be as follows:

Deferred COGS : Debit revenue percentage
COGS : Credit (Actual revenue percentage )

Thus, essentially the recognized COGS balance is to move the value from Deferred COGS to COGS.

This particular COGS recognition transaction actually correspond to a revenue recognition percentage change.

You can view the transactions as :
Navigation:
– Cost > View Transactions > Material Transactions > Distributions

A new COGS Revenue Matching Report shows the revenue and COGS information of sales order that fall within the user specified date range by sales order line

SIMPLER TERMS ( Table level details ) :
Once the whole cycle is complete we will have 2 transactions lines in mtl_material_transactions.

1. Sales Order
2. COGS Recognition transaction

Accounting will be in mtl_transaction_accounts and the Subledger accounting tables as follows:

Transaction 1:
Inventory Valuation Account : Credit. (item_cost)
Deferred COGS account : Debit (item_cost)

Transaction 2:
Deferred COGS : Credit (Actual revenue percentage)
COGS : Debit (Actual revenue percentage )

June 24, 2014/by Oracle ERP Apps Guide

Apps Functional, ERP, MULTI ORG, R12, Setups

MOAC Setups (Multi-Org Access Control) in R12

Multi-Org Access Control’ (also known as ‘MOAC’ in short form) is an enhanced feature of Release 12. MOAC enables users to access secured data in multiple operating units from a single responsibility. End-Users can access/transact data within several operating units based on a Security Profile attached to the responsibility.

MOAC Setups
1. Define Responsibilities for GL, AP,AR,FA,CM.
2. Define Business Group.
3.Define Ledger.
4.Define Operating Unit.
5. Define Security Profile.
6. Run Security List Maintenance Program.
7. Assign Security Profile to Responsibilities.
8. Run Replicate Seed Data Program.

1. Define Responsibilities for GL, AP,AR,FA,CM.

Navigation: System Administrator –> Security –> Responsibility –> Define.

Responsibility for GL.

Responsibility for HRMS.

Responsibility for AP.

Responsibility for AR.

Responsibility for FA.

Responsibility for CM.

Setup 2: Define Business Group

Navigation: HRMS –> Work Structures –> Oraniazation –> Description.

Click on New button.

Click on Others.
Select Business Group information.

Click on Ok and Save.

Once we created the business group system default assigned the business group to your HRMS Responsibility.

Assign Business group to your HRMS Responsibility.
Navigation: System Administrator –> Profile –> Systems.

Setup 3: Define Ledger.

See this article

Setup 4: Define Operating Unit.

See this article

Setup 5: Define Security Profile.

The security profile determines which applicant, employee, contingent worker and other person type records are available to holders of the responsibility the profile is linked to.

You can define security profiles in the Security Profile window to give access to a single business group or the Global Security Profile window (to allow users to access records from more than one business group).

Using the Global Security Profile window does not give Oracle HRMS users access to records from multiple business groups within the same responsibility; users must still switch responsibilities to see records from different business groups. However, HRMS users can see a restricted set of information in records from more than one business group within a single responsibility if the HR:Cross Business Profile profile option is set to Yes. In addition, you can use people management templates to query and update worker information across business groups using a single responsibility.

Navigation: HRMS –> Security –> Profile.

Click on Save.

Note: The above security profile will access only single business group information.

6. Run Security List Maintenance Program.

Navigation: HRMS –> Processes and Reports –> Submit Processes and Reports —> Single Request

Click on Ok and click on Submit.

Global Security Profile:

By using Global security Profile we can access one or more business group at a time under single Responsibility.

Navigation: HRMS –> Security –> Global.

Click On save.

Run Security List Maintenance Program.

Navigation: HRMS –> Processes and Reports –> Submit Processes and Reports —> Single Request

Click ok and then submit.

7. Assign Security Profile to Responsibilities.

Navigation: System Administrator –> Profile –> System

Click on Find.

Save.

8. Run Replicate Seed Data Program.

Navigation: System Administrator –> Request –> Run –> Single Request

Click ok and submit.

June 23, 2014/by Oracle ERP Apps Guide

Apps Functional, ERP, GL, Interview Questions, Oracle Apps

General Ledger Interview Questions in R12 – Part 1

1) Can a flexfield qualifier be changed after it has been created?
Ans) No.

Once a segment qualifier has been designated for a specific segment and has been saved, it will permanently have the attributes with that qualifier.
For example, you accidentally designate the cost center segment as the natural account segment. Even though you do not compile this, the system saves the changes. And once it has been saved, it will have all the attributes designated for the natural account qualifier, even after it has been changed back, resaved with the correct qualifier and compiled. This is the inherent functionality of the software.
Unfortunately, there is no real easy solution for this issue. The only option is to create a new chart of accounts and attach a new set of books.

2) How to delete a segment value?
Ans) There is no supported way to delete a segment value. Segment values can only be disabled not deleted.

3) Is there a way to load values for a specific segment outside of the form?
Ans) iSetup is the Oracle product that provides supported APIs to load values into Oracle Applications flexfields.
To load code combinations ADI may be used. Uploading zero amount journals will create new code combinations.
In this case Dynamic Insertion should be enabled and all account segment values need to exist before the new account code combinations will be dynamically created.

4) What are the different types of Journals in General Ledger ?
Ans)

1. Functional Currency Jv: This Journal, we enter Local Currency transaction purpose.

2. Foreign Currency Jv: this Journal, we enter other than local currency transaction purpose…before we define exchange rates

3.Suspense Jv: this Journal, whenever debit is not equal to credit that time, we enable in set of books window Suspense button, then it works otherwise it’s not working

4.Tax Jv: this Journal, calculate taxation of Purchased items

5.Reverse Jv: this Journal whenever we enter recurring journal, at the time of we using..We have two methods…one is Debit to Credit and second one is sign (+ to -)

6.Recurring Jv :this one is We define one template, we use Periodically, these are 3 types
1.Standard 2.Skeleton 3.Formula

7.Mass Allocation Jv :Set of Expenses or Set of Revenue allocate different parts using Formula A*B/C
A is Total Cost Pool..B is Usage Factor…C is Total Usage Factor…

8. Batch JV: Group of Journal we enter at a time, We Define Control Amount

9. Stat JV: This JV we have one side of Amount either debit or Credit…..

5) What is average Balance In Oracle Financials?

Ans) The Average Balance feature of Oracle General Ledger provides organizations with the ability to track average and end-of-day balances, report average balance sheets, and create custom reports using both standard and average balances. Average balance processing is particularly important for financial institutions, since average balance sheets are required, in addition to standard balance sheets, by many regulatory agencies. Many organizations also use average balances for internal management reporting and

Profitability analysis.

The difference between an average and standard balance sheet is that balances are expressed as average amounts rather Than actual period-end amounts. An average balance is computed as the sum of the actual daily closing balance for a balance sheet account, divided by the number of calendar Days in the reporting period .

6) Is there a limit to the number of periods in a budget year or how many years a budget can span?

Ans) One can define budgetary control for n number of years however, one year can have maximum of 60 fiscal periods)

7) What is a funding budget?

Ans) A budget against which accounting transactions are checked for available funds when budgetary control is enable for your set of books.

8) What is planning budget

Ans) The plan for the future expenses is planning budget. It is a paper work. There is no funds requirement. It does not require journals. There are no restrictions for estimating of funds.

9) I was able to post a budget journal to a closed period, why?

Ans) Yes you can do so, reason being budget journal is not linked with your accounting period. Once you have open the budget period then you can book budget journal for that whole period.

10) What is the specific purpose of assigning Balancing Segment Values to the Legal Entity in Accounting Manager Setup (as once assigned, the same value is not allowed to be selected for any other Legal Entity), if this value is usable for the Operating Unit(s) that does not have this Legal Entity Context?
Ans) Summary of key facts:

1. Common COA Structure used for Primary and Secondary Ledgers
2. Ledger shared by Multiple Legal Entities
3. Specific Balancing Segment Values assigned to Specific Legal Entity (Overlap not allowed)
4. Specific Legal Entity Vision Operations Assigned to Payables Manager OU for Legal Entity Context
5. User preference set to Access Vision Operations OU by Default in Payables

Conclusion and Findings:
1. Balancing Segment Value Assignment to the Multiple Legal Entities, sharing the same Ledger does not seem to restrict the user of these Balancing Segment Values in the Feeder, Operating Unit specific Modules Like AP, wherein Legal Entity Context is passed to the OU through the link of the Primary Ledger.

2. However, access to these Balancing Segment Values could be controlled through Security Rules being assigned to the Value Set and the Respective Responsibility

3. The Key question is: If Legal Entity having the context to the Operating Unit that shares the common Ledger does not have assignment to it, what impact it has on the integrity of data when this access is otherwise allowed, except through Security Rules?

11) What are the interface tables in General Ledger ?

Ans)

GL_BUDGET_INTERFACE
GL_DAILY_RATES_INTERFACE
GL_IEA_INTERFACE
GL_INTERFACE
GL_INTERFACE_CONTROL
GL_INTERFACE_HISTORY

12) What is DFF.

Question: What does DFF mean?

Answer: DFF is a mechanism that lets us create new fields in screens that are delivered by Oracle.

Question: Oh good, but can these new fields be added without modifying/customization of the screen?.
Answer: Yes, certainly. Only some setup is needed, but no programmatic change is needed to setup DFF.

Question: Why the word Descriptive in Name DFF?
Answer: I think Oracle used this terminology because by means of setup…you are describing the structure of these new fields. Or may be Oracle simply used a silly word to distinguish DFF from KFF(discussed in latter training lesson).

Question: Are these DFF’s flexible?
Answer: A little flexible, for example, depending upon the value in a field, we can make either Field1 or Field2 to appear in DFF.

Question: So we create new fields in existing screen, but why the need of doing so?
Answer: Oracle delivers a standard set of fields for each screen, but different customers have different needs, hence Oracle lets us create new fields to the screen.

Question: Are these new fields that get created as a result of DFF free text?
I mean, can end user enter any junk into the new fields that are added via DFF?
Answer: If you attach a value set to the field(at time of setup of dff), then field will no longer be free text. The entered value in the field will be validated, also a list of valid values will be provided in LOV.

Question : Will the values that get entered by the user in dff fields be updated to database?
Answer: Indeed, this happens because for each field that you create using DFF will be mapped to a column in Oracle Applications.

Question: Can I create a DFF on any database column?
Answer: Not really. Oracle delivers a predefined list of columns for each table that are meant for DFF usage. Only those columns can be mapped to DFF segments. These columns are named similar to ATTRIBUTE1, ATTRIBUTE2, ATTRIBUTE3 ETC. Usually Oracle provides upto 15 columns, but this number can vary.

Question: Can I add hundreds of fields to a given screen?
Answer: This depends on the number of attribute columns in the table that screen uses. Also, those columns must be flagged as DFF enabled in DFF Registration screen. Don’t need to worry much about this because all the ATTRIBUTE columns are by default flagged for their DFF usage.

Question: Hmmm, I can see that DFFs are related to table and columns…
Answer: Yes correct. Each DFF is mapped to one table. And also each segment(or call it field) is mapped to one of the attribute columns in that table.

Question: I want these fields to appear in screen only when certain conditions are met. Is it possible?
Answer: Yes, we have something known as Context Sensitive Descriptive Flexfields.

In Order to do this, we will follow the below steps(screenshots will follow) :-
1.   Navigate to the DFF Registration screen in Oracle Apps and query on Table AP_BANK_BRANCES. Now click on Reference Field
2.    Navigate to DFF Segments screen and query on the Title of the “Bank Branch” and Unfreeze the Flexfield and add segments as to Section “GLOBAL Data Elements” as shown in screenshots.

13) What is Journal Import?

Ans) Journal import is an interface used to bring journal entries from legacy systems and other modules into the General Ledger.(Specifically Journal Import gets entries from legacy data into the GL base tables.

The tables populated during journal Import are
GL_JE_BATCHES,
GL_JE_HEADERS,
GL_JE_LINES,
GL_IMPORT_REFERENCES

14) What is the use of GL_Interface?
Ans) Gl_Interface is the primary interface table of General ledger. It acts as an interface between data originating from other modules such as AP,AR, Legacy data and the Gl Base tables.

15) What is Actual Flag?
Ans) Actual flag represents the Journal type.
A-Actual
B-Budget
E- Encumbrance.

16) What is Encumbrance?
Ans) It is a process of Reservation of funds for anticipated expenditure from a budget. Encumbrance integrates GL, Purchasing and Payables modules.

17) How many Key Flex Fields are there in General Ledger?
Ans) One. Accounting Key Flex Field.

18) How many types of Budgets are there?
Ans) Two Types.
Expenditure Budgets
Revenue Budgets.

19)What are Spot Rate, Corporate Rate, Transaction Calendar and Accounting Calendar?
Ans) Spot Rate:
An exchange rate which you enter to perform conversion based on the rate on a specific date. It applies to the immediate delivery of currency.

Corporate Rate:
An Exchange rate that we define to standardize rates for our company. This rate is the standard market rate determined by the senior financial management for use through out the organization.

User Rate:
Conversion rate that is defined by the user.
EMU Fixed Rate: An exchange rate that is provided automatically by the General Ledger while entering journals. It uses a foreign currency that has a fixed relationship with the euro.
Transaction Calendar: Defines the business days and holidays for any calendar.
Accounting Calendar: Defines different types of calendars namely Fiscal, Federal Fiscal, Month etc.

20)What is Security Rule?
Ans) Security Rules are defined to control the access of a flexfield segment value (Financial information) at a responsibility level.

21) What are Cross Validation & ADI?
Ans) CVS – Cross validate segments – Allows only valid code combinations.
ADI – Allow dynamic inserts. – Allows any code combination irrespective of validity.
ADI would prevail if both of CVS and ADI are checked.

22)What is Translation?
Ans) Translation is a process used to convert functional currency to other reporting currencies at the account balances level.

23)What is Revaluation?
Ans) It is process used to revalue assets and liabilities denominated in foreign currency into functional currency based on period end exchange rate we specify. Unrealized gains/losses are resulted because of exchange rate fluctuations which are recorded in unrealized gain/loss account in GL.

24)What is FSG (Financial Statement Generator)?
Ans) Financial statement generator feature helps us to generate reports such as balance sheets and income statements with out programming. It also provides a high degree of control on the rows, columns, contents and calculations on the report. Different components such as row set, column set, content set, row order, display set have to be defined before a statement is generated, of which row set and column set are mandatory.

25) What is Consolidation?
Ans) Consolidation is a period-end process of combining the financial results of separate business subsidiaries with the parent company to form a single combined statement of financial results.

26) At what level General Ledger data is secured?
Ans) GL data is secured at Set of Book level. Subledger module data is secured at Responsibility level (i.e., at Operating Unit Level).

27) Difference between Primary Ledger and Secondary Ledger in R12 ?
Ans) Primary ledger:
The primary ledger acts as the primary accounting representation

Secondary Leger:
Secondary ledgers represent the primary ledger’s accounting data in another accounting representation that differs in one or more of the following ways:
chart of accounts
accounting calendar/period type combination
currency
subledger accounting method
ledger processing options
Use secondary ledgers for supplementary purposes, such as consolidation, statutory reporting, or adjustments for one or more legal entities within the same accounting setup. For example, use a primary ledger for corporate accounting purposes that uses the corporate chart of accounts and subledger accounting method, and use a secondary ledger for statutory reporting purposes that uses the statutory chart of accounts and subledger accounting method. This allows you to maintain both a corporate and statutory representation of the same legal entity’s transactions in parallel.
Assign one or more secondary ledgers to each primary ledger for an accounting setup.
The secondary ledgers assigned can only perform the accounting for the legal entities within the same accounting setup.

June 22, 2014/by Oracle ERP Apps Guide

Apps Functional, ERP, GL, R12, Setups

How to Define Access Sets in R12

Definition Access Sets are an optional security feature that allow you to secure shared General Ledger definitions such as Mass Allocations, Recurring Journal Formulas, and Financial Statement Generator (FSG) components. Definition Access Sets allow you to:

• Assign a user or group of users access to specific definitions.

• Specify what actions can be performed on secured definitions for a user or group of users.

For example, you can secure FSG reports to allow some users to modify the report definition, other users to only view the report definition, while other users can modify, view, and submit the report.

To use Definition Access Set security you:

1. Create a Definition Access Set.

2. Assign it to one or more responsibilities.

3. Create a definition.

4. Secure the definition in its respective window and assign it to a Definition Access

Set with the proper privileges.

Prerequisites

• Define your charts of accounts.

Access Privileges

You can control who has access to definitions by assigning them to Definition Access Sets with one or more of the following privileges:

• Use:

Enables a user to use a definition in a process or report, such as FSG Report components, Recurring Journal, and Mass Allocation definitions. It also enables a user to use the definition to create another definition, such as using a Recurring Journal to create an AutoAllocation Set or using a FSG Report component to create a FSG report.

If a user only has Use access to a definition, that user cannot view or modify the definition. For example, if a user only has Use access to a Mass Allocation definition, that user can generate journals using the Mass Allocation in the Generate Mass Allocation Journals window, but she cannot view or modify the definition in the Define Mass Allocation window.

• View:

Enables a user to view a definition. If a user only has View access to a definition, that user cannot use or modify the definition. If AutoCopy is available as a function for that particular definition, the

user will be able to use AutoCopy to create a copy of the definition. This allows the user to create a definition based on an existing definition without changing the original.

• Modify: Enables a user to View and Modify a definition. Modify access automatically includes View access.

If a user only has Modify access to a definition, that user cannot use the definition.

1.Defining Definition Access Sets

Navigation: General Ledger –> Setup –> Financial –> Definition Access Sets –> Define

1. Enter a Name and Description. You cannot modify or delete the Name once it is saved.

Tip: You can initially create a Definition Access Set that has no associated definitions. While subsequently creating a definition, you can secure it by choosing the Definition Access Set from the List of Values in the Definition’s Assign window.

Tip: For ease of maintenance, consider a naming convention foryour Definition Access Sets that group similar definitions together.

For example, you can create a Definition Access Set that groups similar definitions together, such as all of your FSG components. Alternatively, you can create definition access sets that group definitions by privileges, such as Use, View, and Modify privileges. Because you can have an unlimited number of Definition Access Sets assigned to a responsibility, a good naming convention prevents confusion as you secure more definitions in the future.

2. (Optional) From the Definitions region, you can add definitions to the Definition Access Set. To do so, choose a Definition Type and Name from the List of Values. Only definitions that have been secured with the Enable Security checkbox checked in the definition window will be available.

3.Assign one or more privileges to the definition:

Use: The definition can be used.

View: The definition can be viewed.

Modify: The definition can be viewed and modified. View defaults automatically.

4. Repeat steps 3 and 4 to add more definitions to the Definition Access Set.

5. Save your work.

2.Assign Definition Access Set to a Responsibility.

Navigation: General Ledger –> Setup –> Financial –> Definition Access Sets –> Assign.

1.. Select a General Ledger Responsibility that will be assigned to the Definition Access Set .

2. In the Assignments region, choose one or more Definition Access Sets to assign.

Note: The definition access sets you assign will appear in the list of values in the Assign window when securing each definition in their respective definition window.

3. (Optional) Enable the AutoAssign checkbox to automatically have definitions created by responsibility assigned to the Definition Access Set. If you enable AutoAssign, you must choose default privileges for those responsibilities. Specify one or more AutoAssign Privileges for the Definition Access Set: your choices are

Use, View, and Modify.

Note: You will be able to override the privileges when securing the individual definitions if you have the Assign Access button available in the respective definition window. If the Assign Access function has been excluded for this definition from your responsibility, the button will not appear in the respective definition window. The following table lists General Ledger definitions that can be secured and explains what Use, View, and Modify access mean for each definition.

Securing Calendars

You can secure your calendar definition using definition access sets. Definition access sets are an optional security feature that allows you to control use, view, and modify access to your General Ledger definitions.

For accounting calendars, only View and Modify access are applicable.

View Access: Allows specific users to view the calendar definition from the Accounting Calendar window. If you have view access, you will be unable to make changes to the calendar definition.

Modify Access: Allows specific users to view and make changes to the calendar from

the Accounting Calendar window.

Prerequisite

• Carefully consider the type of calendar you need for your organization, since it canbe difficult to change your calendar (e.g., from a fiscal year to a calendar year) once you’ve used it to enter accounting data. Changing your calendar may require assistance from an Oracle consultant.

• Define your accounting period types

To define a new calendar:

1. Navigate to the Accounting Calendar window.

2. Enter a Name and Description for the calendar.

3. Add the periods that make up the calendar year.

4. (Optional) Select the Enable Security check box to apply definition access set

security to the Calendar definition. If you do not enable security, all users who have access to this calendar definition will be able to view and modify the calendar definition. If the Assign Access function is available for your responsibility, the Assign Access button is enabled once you check the Enable Security check box. Choose the Assign Access button to assign the calendar definition to one or more Definition Access Sets with the desired privileges. If the Assign Access function has been excluded from your responsibility, you will

not be able to view the Assign Access button in the Accounting Calendar window. You can still secure the calendar by checking the Enable Security check box, but only Definition Access Sets that are AutoAssigned will be automatically assigned to this calendar. See your System Administrator for more information on Function Security.

5. Save your work.

Note: When you exit the Accounting Calendar window, full calendar validation is launched. You can choose to validate all calendars or the current calendar. Navigate to Help > View > My Requests to view or print the Calendar Validation Report. This report helps you identify any errors in your calendar that might interfere with the proper operation of General Ledger.

Save.

June 20, 2014/by Oracle ERP Apps Guide

AP, Apps Functional, CE, ERP

R12 – How to Create a Bank and Branches in Oracle Apps

Many of you might have known it earlier, but people who don’t know, setup of Banks are moved into the Cash Management Module. The short name for Cash Management is CE. In this Article, we will discuss how to Create Banks / Bank Branches , step by step.

Responsibility – Cash Management Super User

Navigation – Setup – Banks – Banks