, , , , ,

Accounting Flexfield (Chart of Account)

The code you use to identify a general ledger (GL) account in Oracle.
    * Accounting (Key) Flexfield segment one of up to 30 different sections of the accounting flexfield, which together make up a GL account code.
    * Accounting Flexfield structure – the combination of key flexfield segments defined to make up the account code combinations. If a segment(s) is added or removed or re-arranged, the result is a different structure.
The basic steps in defining a key Flexfields are as given below. You may or may not use all the steps. The detailed explanation is being followed after the steps.
1. Define & fix the structure of your COA/AFF or any other flex field.
we ‘ll design a flex field of the form
.new_COA_seg2.new_COA_seg3
2. Define the value sets for all the three segments
Navigation : GL > Set up > Financials > Flex field > Validation > Sets

 

Similarly definie value set for other two segments
3. Define the flex field
Navigation : GL > Set up > Financials > Flex field > key > Segment

Select the application as GL and title as account flexifield. click on OK

Enter the name of new flex field and save it. Click on segments to enter the segments of the FF
 
Enter the name of the new three segments  with the coumn name segmen1, 2 & 3. Assign the corresponding value set. Save it and click on Open to open one segment.

Verify the segment1 contents and modify if necessary. Click on qualifiers

Enter the qualifier as Cost center, Natural account or as required.  Repeat this step for all the segments and close the key flexfield segment window.

enable the fields allow dynamic inserts & cross-validate segments. Also enable the freeze flexfield definition and click on complie.

4. Filling value sets
Navigation : GL > Set up > Financials > Flex field > key > Values

/by
, , ,

Key Things in Oracle Accounts Payables

Oracle Accounts Payable’s is part of Oracle Financials, which is part of Oracle’s E-Business Suite.
Oracle Payables business process flow is setup, suppliers, invoices and payments, inquiry and reporting and period-end processing. The Oracles Payables business flow is setup, supplier entry, invoice entry, payments or disbursements generation, inquiry and reporting and period-end processing. Each organization must define its specific operating environment.
What are all the Modules Interacting with AP? 
Cash Management
Oracle iExpenses
General Ledger
Oracle Assets
Subledger Accounting (R12)
HRMS
Project Accounting
Purchasing/iprocurement
Global Accounting Engine (11i)
Define Payment Terms and their Types
Payment Terms are defined to automatically create payment schedule lines for an invoice.  The due date for every invoice    shall be determined by the Payment Term associated with it. Multiple scheduled lines and multiple levels of discount can be defined in payment terms. There is no limit to number of Payment Terms that can be defined for an organization.
While scheduling, the payment term determines the following with regard to an invoice:
a.    Number of installments in which the invoice needs to be settled
b.    Amount in each installment
c.    Due Date of each installment
d.    Discounts available for early payment of each installment.
Navigation: Setup> Invoice> Payment Terms
The due date of every installment is determined by TERMS DATE BASIS. The Terms Date can be any of Invoice Date, Invoice Received Date, Goods Received Date or Systems Date. In a case where the PO Payment term differs from the Invoice payment term, the payment term which has better ranking shall take precedence. Changing the Payment Terms in an invoice after the payment lines are scheduled changes the scheduled payment lines. 
What is terms date basis?
Terms Date Basis is to calculate due date.
Due date is calculated 4way. Eg: payment term is 30days
  • Due date = Sysdate + 30days
  • Due date = Invoice date + 30days
  • Due date = Goods Receive Date + 30days
  • Due date = Invoice Received date + 30days
How many types of Invoices we can create in Oracle Payables?
A. Standard
B. Debit Memo
C. Credit Memo
D. Pre-Payment
E. Expense Report
F. Withholding Tax Invoice
G. Miscellaneous Invoice
What are the types of Invoice Matching in AP
Invoice matching can be two-way (invoice to PO), three-way (invoice to PO to receipt) and four-way (invoice to PO to receipt to inspection of goods)
What is the difference between Debit and Credit Memo?
Debit Memo will raise the Customer.
Credit Memo will raise the Vendor.
How many Holds AP have?
System Holds: Tax, Quantity Match, Po amount with Invoice Amount
Manual Holds: Invoice Limit, Hold on Invoice

Can you Release Manual Holds? If Yes, How?
Yes. Holds – Release Holds

How many ways you can pay the Invoice Amount?
Apply in Full
Schedule Payments
Installments

How many key flexfields are there in Payables?
No key flexfields in PO,AP
What are the mandatory setups in AP?
1- Financial Options
2- Define Suppliers
3- Define Payment Terms
4- Define Payment Methods
5- Define Banks and Banks Accounts And Banks Accounts Documents
6- Open AP Accounts Periods
What is pay date basis?
The Pay Date Basis for a supplier determines the pay date for a supplier’s invoices.
• Due
• Discount
What are the Payment Methods available?
• Check – You can pay with a manual payment, a Quick payment, or in a payment batch.
• Clearing – Used for recording invoice payments to internal suppliers.
• Electronic – You generate an electronic payment file that you deliver to your bank to create payments. Use Electronic if the invoice will be paid using EFT or EDI.
• Wire – Used to manually record a wire transfer of funds between your bank and your supplier’s bank.
What is the difference between quick payment and manual payment?
Quick Payment: It allows you to make a single payment against one or more invoices at a time to one supplier through payables.
Manual Payment: This is the process of entering the check details which has been paid manually in some emergency requirements into the payment form and selecting the invoices of the concerned supplier and check whether the total of the invoices and the paid amount at the header are same and save.
What are Aging Periods?
Aging periods are nothing but the periods that we setup to control and maintain the supplier outstanding bill towards the invoice. From this we can able to study the due date of the supplier form the generation of invoice.
Steps to transfer the data from AP to GL
 R12
     a) Run Create Accounting with the parameter Transfer to GL as Yes.
     b) Run Create Accounting with the parameter Transfer to GL as No and run Tranfer Journal
        Entries to GL.
        1. Create Accounting
        2. Transfer to GL (includes Journal Import)
        3. Post to GL
     Parameters:
        a. Error Only : Yes (Only erred events will be picked up. Try to use No)
        b. Report : In Detail (if we make it detail then it will show with the detail output.)
 11i
     a) If AX is installed
         Submit AX Posting Manager.
         1. Translate Events
         2. Tranfer to GL
         3. Journal Import
         4. Post to GL.
     b) If AX is not installed
         1.Payables accounting process
         2.Payables transfer to general ledger
         3.Journal import
         4.Post journals
Oracle Technical AP Tables
What are the Interface Tables in AP?
AP_INVOICES_INTERFACE
AP_INVOICE_LINES_INTERFACE
AP_INTERFACE_CONTROLS
————————————–
AP_SUPPLIERS_INT
AP_SUPPLIER_SITES_INT
AP_SUP_SITE_CONTACT_INT
AP_SUPPLIER_INT_REJECTIONS
What is the API to cancel single AP Invoice?
AP_CANCEL_PKG.AP_CANCEL_SINGLE_INVOICE
What is the API to find invoice status?
AP_INVOICES_PKG.GET_APPROVAL_STATUS
/by
, , , , ,

How Cross-Validation Works

When a user finishes entering segment values in a flexfield pop-up window, the flexfield checks whether the values make up a valid combination before updating the database. If the user entered an invalid combination, a diagnostic error message appears, and the cursor returns to the first segment assumed to contain an invalid value.
Cross-validation rules control combinations of values within a particular key flexfield structure. Cross-validation applies to combinations users attempt to create using either the combinations form or foreign key forms (using dynamic inserts).
Cross-Validation Rules and Existing Combinations
Cross-validation rules have no effect on combinations that already exist when you define your cross-validation rules.
Suppose you define a new cross-validation rule, but have existing entries in your combinations table that violate the rule. Since the existing combinations pre-date the rule, your flexfield continues to treat them as valid. However, if your end user tries to create a new combination that violates your new rule, your flexfield returns an error message and rejects the combination.
If you want to prevent users from using previously-existing combinations that are no longer valid according to your cross-validation rules, you can always manually disable those combinations using the combinations form.
Dynamic Insertion and Cross-Validation
Your use of cross-validation is separate from (and in addition to) your use of dynamic inserts.
By allowing dynamic inserts, you can let users create new combinations automatically upon entering the combination in a foreign key form (any form other than the combinations form) and in the combinations form itself.
If you want greater control, you can disallow dynamic inserts. You can thus restrict the creation of new combinations to certain authorized people who have access to the combinations form on their menu. You simply turn dynamic insertion off using the Define Key Flexfield Segments form. Depending on the key flexfield you use, you can still create new combinations using one of your product setup forms (the combinations form). For example, if you use the Accounting Flexfield, you can enter new combinations using the Define Accounting Flexfield Combination form.
In either case, however, there is no inherent protection against a user creating an invalid new combination. Cross-validation rules ensure that nobody can create invalid new combinations from either foreign key forms or the combinations form, regardless of whether you allow dynamic inserts.
As you consider the controls you want over your key flexfield combinations, determine whether you need cross-validation rules at all. To provide an extra level of security, use cross-validation rules even if you turn dynamic insertion off. This allows you to double-check new combinations that even your authorized personnel enter using the combinations form.
Changing your key flexfield structure after defining rules
Changing an existing key flexfield structure may adversely affect the behavior of any cross-validation rules you have for that structure, so you should be sure to manually disable or redefine any cross-validation rules to reflect your changed structure. Flexfield structure changes that make your existing rules invalid include:
          o changing the order of segments
          o adding a new segment
          o disabling a segment
          o changing segment lengths
For example, if you change a six-segment structure to contain only five segments, you would not be able to use any new five-segment code combinations since any rules existing for the old six-segment structure would be violated.
Cross-Validation Rules Window
Your flexfield checks cross-validation rules while attempting to create a new combination of flexfield values (for example, a new Accounting Flexfield combination). Your cross-validation rules have no effect on flexfield combinations that already exist. If you want to disable an existing combination, you must disable that combination specifically using the appropriate window. For example, you can disable an existing Accounting Flexfield combination using the Define Accounting Flexfield Combinations window.
    Suggestion: We recommend that you define many rules that each have few rule elements rather than a few rules that each have many rule elements. The more rules you provide, the more specific you can make your error message text.
Your flexfield checks cross-validation rules only if you set Cross-Validate Multiple Segments to Yes using the Define Key Flexfield Segments window.
If you make changes to your cross-validation rules, you need to either change responsibilities or exit from your application and sign on again in order for the changes to take effect.
/by
, , , ,

Defining Cross-validation Rules

Oracle Applications provides many key flexfields, such as the Accounting Flexfield, Location Flexfield and System Items Flexfield. In this essay, we use the Accounting Flexfield to present suggestions for designing your cross-validation rules, but you can use cross-validation rules for any key flexfield structure that has cross-validation enabled.
Use the Key Flexfield Segments window to define your flexfield structure and segments and specify Yes in the Cross-Validate Multiple Segments field for your flexfield structure.
To define cross-validation rules:

  1. Select the name and structure of your key flexfield for which you wish to define cross-validation rules. Your list only contains structures with the field Cross-Validate Multiple Segments set to Yes on the Key Flexfield Segments window.
  2. Enter a unique name and a description for your cross-validation rule.
  3. Enter your error message text for this cross-validation rule.                                                                                  Your flexfield automatically displays this error message on the message line whenever a new combination of segment values violates your cross-validation rule. You should make your error messages as specific as possible so that your users can correct any errors easily.
  4. Enter the name of the segment most likely to have caused this cross-validation rule to fail. Your flexfield leaves the cursor in this segment whenever a new segment combination violates this cross-validation rule to indicate where your user can probably correct the error. If you do not specify an error segment name, your flexfield leaves the cursor in the first segment of the flexfield window following a violation of this rule.
  5. If you want to have the rule effective for a limited time, you can enter a start date and/or an end date for the rule. The rule is valid for the time including the From and To dates.
  6. Define the cross-validation rule elements that make up your rule. See: Defining Cross-validation Rule Elements.
  7. Save your changes.


Defining Cross-validation Rule Elements
Use this block to define the cross-validation rule elements that make up your cross-validation rule. You define a cross-validation rule element by specifying a value range that includes both a low and high value for each key segment. A cross-validation rule element applies to all segment values included in the value ranges you specify. You identify each cross-validation rule element as either Include or Exclude, where Include includes all values in the specified ranges, and Exclude excludes all values in the specified ranges. Every rule must have at least one Include rule element, since a rule automatically excludes all values unless you specifically include them. Exclude rule elements override Include rule elements.
 Suggestion: We recommend that you define one all-encompassing Include rule element and several restricting Exclude rule elements.
Select the type of cross-validation rule element. Valid types are:
Include     Your user can enter any segment value combinations that fall in the following range.
Exclude     Your user cannot enter any segment value combinations that fall in the following range.
When you enter the From (low) field, this window automatically displays a window that contains a prompt for each segment in your flexfield structure. You enter both the low and high ends of your value range in this window. After you finish entering your ranges, this zone displays your low segment values in concatenated window in the Low field and displays your high segment values similarly in the High field.
Enter the low end and the high end of your segment combination range. Neither the low nor the high combination has to be a valid key flexfield combination, nor do they need to be made up of valid segment values.
Note that a blank segment value (null value) is considered to fall within a range that has one or both ends specified as a blank. However, if all of your segments require a value, you would not be able to create a combination with a blank segment anyhow.
You may use blank minimum or maximum segment values to create cross-validation rules that can test for blank segments (that are not already required to have a value). For example, if you allow a null value for your last optional segment but not the second-to-last optional segment, you would use a blank minimum or maximum value for the last segment but fill in a value (such as 000 or 999) for both the minimum and maximums for the second-to-last optional segment.
If you want to specify a single combination to include or exclude, enter the same combination in both the Low and High fields.
Disabled rules are ignored when your key flexfield validates a combination of segment values. Deleting the rule has the same effect, but you can re-enable a disabled rule.

/by
, , , ,

Cross-Validation Rules

A key flexfield can perform automatic cross-validation of segment values according to rules your organization defines when you customize the key flexfield. You can use cross-validation to closely control the creation of new key flexfield combinations, and you can maintain a consistent and logical set of key flexfield combinations that you need to run your organization.
What is Cross-Validation?
Cross-validation (also known as cross-segment validation) controls the combinations of values you can create when you enter values for key flexfields. A cross-validation rule defines whether a value of a particular segment can be combined with specific values of other segments. Cross-validation is different from segment validation, which controls the values you can enter for a particular segment.
You use cross-validation rules to prevent the creation of combinations that should never exist (combinations with values that should not coexist in the same combination). For example, if your organization manufactures both computer equipment and vehicles such as trucks, you might want to prevent the creation of “hybrid” part numbers for objects such as “truck keyboards” or “CPU headlights”.

As another example, if you use the Accounting Flexfield, you may decide that all revenue accounts must have a department. Therefore, all your “revenue” account values (such as all values between 4000 and 5999) must have a corresponding department value other than 000 (which means “non-specific”).

For example, suppose you have an Accounting Flexfield where you have a Company or Organization segment with two possible values, 01 and 02. You also have a Natural Account segment, with many possible values, but your company policy requires that Company or Organization 01 uses the natural account values 001 to 499 and Company or Organization 02 uses the natural account values 500 to 999. You can create cross-validation rules to ensure that users cannot create a GL account with combinations of values such as 02-342 or 01-750, for example.

/by