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Oracle Financials Tips and Hints I Wish I Knew That Six Months Ago.

Steve Bradley OASIS Consulting Group ATL-OAUG August 17, 2001


OASIS

Consulting Group, Inc.

Agenda
ADI
Publishing Standard Reports Publishing Report Sets Budget/History load templates

General
Flexible Default Company based on Responsibility Tricks with Folders
OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Agenda
General Ledger
Consolidations without using Oracles Consolidation Process Validation Priority in Accounting Flexfields Disabling Code combinations that violate new Cross Validation Rules Adjusting periods why you should never use them Statistical Accounts Problems and Solutions
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Agenda
Payables/Purchasing
Vendor Cleanup Fix Duplicate Invoices in Vendor Merge Unmerge Vendors

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

ADI
Publishing Standard Reports
Can publish any standard report from any module Publish reports to Excel or HTML Customize ADI Themes to properly parse columns
Create a theme with proper column widths Or, create a theme with one column with 232 char

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

ADI
Publishing Report Sets
Version 7 ADI 7 supports: 10.7, 11.x and 11i Runs on: Windows 95, 98, 2000 and NT

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

ADI
Report Sets (continued)
Run report set in the application Publish the set from ADI Request Center Assign a theme to each report in the set ADI will remember the theme assignments for the next use

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

ADI
Budget/History Load Templates
Great for repetitive processes Create a separate copy & paste sheet in the ADI worksheet Create the template to be use for history or budget loads including account and amount info Map ADI template cells to account and amount cells on the copy & paste sheet
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

ADI
Copy templates coming in from departments into the copy & paste sheet No reformatting is needed to get into ADI template

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General Ledger
Consolidations without Consolidating
Oracles GL consolidation was designed for dissimilar COA or calendars Provides mapping for COA and calendars Consolidation not needed if functional currency is the only violation of the 3-Cs between Sets of Books FSGs can cross Sets of Books Use FSGs if COA and calendar are shared
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Consolidations with FSGs


Shared Chart of Accounts
Set of Books using the same AFF definition Not AFFs that are a duplication of each other

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Consolidations with FSGs


Crossing SOBs with FSG reports
FSGs default to the current SOB of not specified Use the Account Assignment form to assign one or more SOBs to rows or columns Use multiple SOB assignments in a column for Consolidated Use single SOB assignments in multiple columns for Consolidating
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Consolidations with FSGs


Advantages
No need to define or map consolidations No need to run consolidation process Consolidations are snapshots FSG consolidations are real time Do not need to re-run consolidation for adjustments made after consolidation

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General Ledger
Validation Priority in Accounting Flexfields
Transactions get into Oracle Apps either manually or via automated processes Oracle reacts differently for each It is important to understand the differences in how they are treated

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


Manual Entry
Validate Segments
Exists? Enabled?

Validate Combination
Exists? Combination Enabled? Violate Cross Validation?
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


ADI Entry
Validate Segments
Use LOV Validates real time Manual Entry Validate during/after upload

Validate Combinations
Validated during or after upload depending on upload Pre-validation options

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


ADI Pre-Validation Options Full: All Journal data including category, source, currency, date, cross validation and segment Partial: Journal validation including segment security. No account validation. None: No validation except segment security during upload. Validation during JE Import

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


What is the fastest ADI upload?
According to ADI documentation:
Set system profile option Validate at Server= Yes Select No Pre-validation during upload Note: This will only be successful if you know the data is good such as with recurring types of entries that have been uploaded before. If you have bad values then you will spend more time correcting and re-running the uploads.
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


Automated Entry of AFF Transactions
Interface transactions to GL from subsidiary ledgers Payables distribution built by matching to PO

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


Validation of Automated Transactions Combination exists in sub system. GL performs additional validation upon import Segment values typically not validated Code combinations validation (without segment validation) is faster May check to see if combination is still enabled Enabled combination does not mean enabled segments! 11i is a little different here.
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

AFF Validation Priority


Typical Example: PO to AP to GL
Building of Payables distribution from PO has no validation! Create and approve PO Disable old department segment and combinations Match Invoice to PO Automatically Create Invoice Distribution line Approve and pay invoice Interface to GL. Passes import validation Combination fails in Posting
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General Ledger
Disabling Code Combinations for new CVRs
Catch 22
Disabling a segment value will not let you manually enter that value on a form Because of this, you cannot test the cross validation rule to see if the combination is also disabled Disabling a segment value does not prohibit using an existing combination with that value (prior to 11i) Interfaces will not test for disabled segments
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Disabling Code Combinations


Mass Disabling of Combinations
Create CVR that prohibits use of segment value disabled with any other segment Disable all other CVRs. (Make note of the ones you disable if there are others already disabled) From System Administration run Cross Validation Rules Violation report with disable off Review and run again with disable on Enable the CVRs you disabled above
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Disabling Code Combinations


Caution:
This process will disable all combinations violating active CVRs. That is why you disabled all other CVRs. Be sure you want to do this. Remember the PO/AP/GL issue mentioned earlier.

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General Ledger
Adjusting Periods Never use them
Carryover from old days for audit entries Did not want to affect management reports Cause problems in Oracle GL
ADI cannot post to them Reversing entries try to use them They cause havoc for rolling FSG reports

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Adjusting Periods
Adjusting Periods and ADI
ADI uses accounting date, not period Adjusting period dates can overlap other periods ADI cannot determine correct period so it will select the non-adjusting period

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Adjusting Periods
Adjusting Periods and Reversals
Year end reversing periods will try to reverse in the adjusting periods People operate out of habit and will probably forget to change the reversing period to the 1st period of the next year

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Adjusting Periods
Adjusting Periods and FSGs
Rolling period reports (prior 6 months) must be custom coded for each report crossing an adjusting period How do you handle month to month comparatives at year end?

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Adjusting Periods
Adjusting Period Solution
Create a separate department, division, company, etc. for adjusting entries Entries can be made for any period or quarter Exclude this segment value from management reports Include it for audited reports
OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General Ledger
Statistical Accounts Problems
Any Oracle Statistical account can be use in a non-statistical journal entry No security measures can prevent this Can cause an out of balance FSG Trial Balance

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Statistical Accounts
Solutions
Develop good naming conventions for STAT and natural accounts Develop an FSG report to list all STAT accounts with functional currency (USD) balances

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Statistical Accounts
STAT Account Naming Convention
Place them near the end of the COA structure Placing them at the beginning makes them too easy to select in error Suggest starting them with S Alpha values does not slow down STAT entry since they are usually predefined recurring entries - ADI
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Statistical Accounts
STAT Account FSG Error Listing
Lists all activity with STAT accounts having nonSTAT currency balance Column Set has two columns:
PTD YTD (in case you missed them last month)

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Statistical Accounts
STAT FSG Row Set
Row Zone:
Currency USD (or your functional currency)

Display Options Window:


Display Zero = No

Flexfield Assignments Zone:


Flexfield Range: enter your statistical range Display: E (expand to display all values found)
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Payables/Purchasing
Vendor Cleanup Should have occurred during implementation
Needed periodically if you do not have a good vendor naming convention Implementation may have created Dead Vendors

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Vendor Cleanup
Dead Vendors Unused Vendors - no invoices and no POs Vendors with only activity being Canceled Invoices Vendors with % in name

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Legal Disclaimer
Oracle does not provide Application support for non-interface tables that have been updated directly using SQL Use these SQL scripts at your own risk You can give me credit for these scripts but I will accept no blame for their use Do not call me with problems or support If you do not understand them - do not use them
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Vendor Cleanup
SQL listings in Paper on CD
Duplicate Vendors Listing Fix Duplicate Invoices preventing a vendor merge Delete Unused Vendor Sites Unmerge Vendors

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Vendor Merge Assistance


Oracles Vendor Merge listing is useless You need to find the following duplicates:
IBM and International Business Machines AICPA and American Society of CPAs Ace Hardware and Axe Hardware BellSouth Mobility and Cingular Wireless

This is best done by looking for similar street addresses within zip codes
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Duplicate Invoices in Vendor Merge


There may be times when merging 2 vendors creates a Duplicate Invoice situation This frequently happens when dates are used as invoice numbers Oracles Vendor Merge will not touch these duplicate invoices SQL script appends -Merge to invoice number of duplicate
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Unmerge Vendors
With all of the cleanup there is bound to be an error when the wrong vendor is merged Oracle stores all vendor merge activity in a table SQL script will permit the unmerging by entering origin and destination vendor/site data

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General
Flexible Default Company based on Responsibility Oracle provides the ability to define a new User Profile Option that can be used to assign default values based upon the Responsibility used to access the application. Oracle AFF segment definition provides to ability to assign a Default value based upon a User Profile.
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Flexible Default Company based on Responsibility

With these two features you can have a default Company or other segment based upon the users responsibility. This can compliment your flexfield security. Not only restricting the user but also providing a custom default value.

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


Define Default Company User Profile Option Define segment value default in AFF definition Set Site Level Default Company Set Responsibility Level Default Companies for each Responsibility needing non-Site Default

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


Define Default Company User Profile Option In Application Developer Navigate to Profiles Enter:
Name (no spaces) DEFAULT_COMPANY Application Oracle General Ledger Profile Name (displayed name) Default Company Description Assign Default Company by Responsibility

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


SQL Validation for Profile Option
Optional creates company list of values for profiles form
SQL=SELECT a.description DEFAULT_COMPANY, a.flex_value into :visible_option_value, :profile_option_value FROM fnd_flex_values a, fnd_flex_value_sets b WHERE a.flex_values_set_id = b.flex_value_set_id AND b.flex_value_set_name = company_value_set_name COLUMN=DEFAULT_COMPANY(30)
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


Company Default Profile Definition (cont)
User Access: Visible and Updateable Sys Admin Access: Site: Visible and Updateable Resp.: Visible and Updateable

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


Define segment value default in AFF definition In GL Setup navigate to Flexfields => Key => Segments Query your AFF and open your company segment Validation:
Default Type Profile Default Value DEFAULT_COMPANY

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Responsibility Default Configuration


Set Site Level Default Company
In Sys Admin responsibility navigate to Profile => System Find Screen
Site Yes Profile Default Company

Set Site level to desired value using list of values


OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

General
Tricks with Folders
Gives you the ability to modify the display and operation of any screen displaying the Folder icon Hide columns Change the title of columns Change width of columns Change display order of columns Change the sort order of data displayed (available in 1st 3 columns)
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Folders
Make more data displayable on the 1st screen Place important data on the 1st screen Sort the data in a meaningful manner Have the form perform specific query (display only unapproved invoices) You can make a custom folder the default You can make a folder available for use by other users
Steve Bradley sbradley@sprynet.com

OASIS

Consulting Group, Inc.

Folders
Modify the Invoice Entry form to sort by vendor and inv. Date Type (no sort) Supplier (ascending sort) Invoice Date (descending sort) Invoice Number Site Sup# (Supplier Number) Invoice Amount Description
OASIS
Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com

Folders
Invoice Distributions
Display more data on the 1st form
Number (Line Number) Type Amount Tax GL Date Account Description
Steve Bradley sbradley@sprynet.com

OASIS

Consulting Group, Inc.

Folders
Payment Batches
Batch Name (no sort) Payment Date (sort descending) Status Bank Account Document Pay Group Payment Method Temp (Template)
Steve Bradley sbradley@sprynet.com

OASIS

Consulting Group, Inc.

Folders
Payment Screen
Type Bank Account Document Name Ck# (Document Number) Payment Date Ck Amount (Payment Amount) Supplier Supplier Site
Steve Bradley sbradley@sprynet.com

OASIS

Consulting Group, Inc.

Questions
Steve Bradley OASIS Consulting Group sbradley@sprynet.com Office404-272-4111

OASIS

Consulting Group, Inc.

Steve Bradley

sbradley@sprynet.com