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Version 4.2
Revised January 2014
FlexField User Guide
2014 eprentise, LLC. All rights reserved.
No part of this manual may be reproduced, stored in a retrieval system, or transmitted in any form or by any means without written
permission from eprentise.
www.eprentise.com
FlexField Express and FlexField are registered trademarks of eprentise, LLC.
eprentise is a registered trademark of eprentise, LLC.
Oracle and Oracle E-Business Suite are registered trademarks of Oracle Corporation.
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All other company or product names are used for identification only and may be trademarks of their respective owners.
Contents
INTRODUCTION TO FLEXFIELD ................................................................................................................................................................................. 1
About FlexField
..................................................................................................................................................................................................... 1
Support ................................................................................................................................................................................................................... 3
FlexField Terms ..................................................................................................................................................................................................... 4
STARTING THE FLEXFIELD PROCESS ..................................................................................................................................................................... 5
The Environment .................................................................................................................................................................................................. 14
Prepare Instances ................................................................................................................................................................................................ 17
MAPPING THE ACCOUNTING FLEXFIELD .............................................................................................................................................................. 19
MAP CHART OF ACCOUNTS ......................................................................................................................................................................................... 21
MAP SEGMENTS ......................................................................................................................................................................................................... 26
MAP VALUES .............................................................................................................................................................................................................. 30
Generating Mapping Files from FlexField ............................................................................................................................................................ 30
Creating Segment Value Mapping Files .............................................................................................................................................................. 37
Loading Mapping Files ......................................................................................................................................................................................... 41
MAP CODE COMBINATIONS ......................................................................................................................................................................................... 43
Deleting Value Mappings ..................................................................................................................................................................................... 45
Viewing Mapping Exceptions ............................................................................................................................................................................... 45
Correcting Mapping Exceptions ........................................................................................................................................................................... 46
Value Mapping Reports ........................................................................................................................................................................................ 47
EXECUTE CHANGES ................................................................................................................................................................................................. 51
Transform Old Code Combinations ..................................................................................................................................................................... 51
Apply Changes to Database ................................................................................................................................................................................ 52
Align Accounts ..................................................................................................................................................................................................... 52
Reports ................................................................................................................................................................................................................. 58
ENDING THE FLEXFIELD PROCESS ........................................................................................................................................................................ 63
PERFORM ORACLE E-BUSINESS SUITE POST-STEPS ................................................................................................................................................... 63
Example Post- Steps ........................................................................................................................................................................................ 65
1
Introduction to FlexField
About FlexField
FlexField is a simple software solution that delivers new Oracle E-Business Suite
accounting flexfield
1
structures, values and code
combination IDs (CCIDs) propagated throughout your existing Oracle data.
FlexField changes your accounting flexfield in an easy, three-phased process:
1. Start by identifying the accounting flexfield you wish to change and its new structure. If you wish to change segment
length in an existing chart of accounts or remove zero balance accounts from an existing set of books or ledger, you can
apply FlexField using the same chart of accounts as both the current and the new. If you wish to add, remove, or reorder
segments, begin by preparing a new chart of accounts in the same Oracle E-Business Suite database as the flexfield you
wish to change. Then, install FlexField and use it to capture and validate the unique objects, constraints, and triggers in
your Oracle database.
2. Map the current flexfield elements to the new flexfield elements with which they are to be replaceda simple process
done through the FlexField graphical user interface or using common .CSV files that can be created in most spreadsheet
software. These mappings create the rules used by FlexField to change the existing GL values, code combinations and
CCIDs everywhere they are referenced, including in all subledgers. You can map entire code combination strings or
individual segments and their values.
3. Finally, in just three clicks, tell FlexField to automatically transform your old code combinations and CCIDs according to
your mappings, apply the new code combinations and CCIDs everywhere the accounting flexfield is used in Oracle E-
Business Suite, remove the old code combinations and CCIDs, and align the new chart of accounts so that all entries
belonging to a single CCID are summarized into a single line.
The FlexField process is designed to be performed over the course of a single weekend, often in the course of a single afternoon
(depending on the size of your database). FlexField checks the completeness and validity of your mappings as you work and will not allow
you to proceed with errors, ensuring that the work done in FlexField will merge seamlessly into your database when you are ready to apply
the changes.
1
FlexField can be used only to change the accounting flexfield, with a separate module to reflect the accounting flexfield changes in the HR cost allocation flexfield, not any
other flexfields. eprentise Reorganization software may be used to change other flexfields.
2
Your FlexField license is issued for a specific number of flexfields. You can change a named flexfield unlimited times in your test
environments and only once in your production environments. Once you have converted your chart of accounts in the production
environment, the license for that named chart of accounts is used up.
This allows you to repeat the FlexField process using several new chart of accounts for what if analysis.
The number and name of flexfields you can change will be recorded in the license key file sent to you by eprentise. After you execute the file
during installation, only the licensed flexfields will be active and available for selection within the product.
3
Support
For help using FlexField software, visit the FlexField support page at:
http://www.eprentise.com/support
Complete the web form and a FlexField customer support representative will contact you within two business days.
4
FlexField Terms
Here are some terms we use throughout this guide:
A flexfield segment is a single sub-field within an Oracle flexfield structure. In the accounting flexfield, they usually correspond to a
particular characteristic of the business, such as a Region, Unit, Cost Center or Account.
Flexfield structures determine the exact order in which the segments are combined within a flexfield. Your accounting flexfield structure is
known as your chart of accounts.
Segment values are the numeric or alphanumeric values that identify different entities within a flexfield segment, such as values identifying
East Coast and West Coast in the Region segment.
A code combination is an entire concatenated string of flexfield segment values. It represents one entity in your chart of accounts to which
transactions can be posted.
A code combination ID (CCID) is the unique, Oracle-assigned identifier that identifies a single code combination occurrence.
A segment qualifier identifies the segment as having a particular use in Oracle E-Business Suite (EBS). Some examples of segment
qualifier types include balancing segment, cost center segment, intercompany segment, account segment, secondary tracking segment, or
management segment.
An account type categorizes the natural account segment and the corresponding code combinations as expense, liability, asset, revenue,
or owners equity.
Company.Department.Account.Sub-Account.Product
01 . 001 . 0001 . 0001 . 00001
segment
segment
value
structure
code
combination
CCID
1234 =
5
Starting the FlexField Process
Ideally, the entire FlexField change process for one accounting flexfield can be done in a single weekend, during which time you take your
Oracle E-Business Suite out of production and perform the procedures in this guide. Depending on the size of your database and how well
you have analyzed the necessary changes, the change process can be completed in as little as a few hours.
However, we strongly encourage you to first perform the FlexField process in a test environment and continue working there until you are
satisfied with the results. Perform the sequence of set up procedures listed here; then, perform the FlexField procedures on the test
instance. You will later follow most of the same procedures when you are ready to switch to the production instance.
1. Create a Test Environment
Before making any changes to your Oracle E-Business Suite or database, run reports to get control copies of the data for use in
testing your FlexField results. At the minimum, you should:
o Run standard financial reports, such as Trial Balance, for all sets of books or ledgers that have the chart of accounts that you
want to change.
o Generally, we recommend running the same reports that you would run for closing a month. These reports become a
baseline for reconciliation after the flexfield change
o Run a report of all invalid database objects (this will be used to test that you do not end with any more invalid objects than you
started).
Create a new clone of the production Oracle E-Business Suite in a test environment.
o Make sure that there are no users logged in when you are creating the clone.
2. Perform the following DBA and System tasks in the Test environment
System Functions
o Gather statistics, especially on the large tables in your EBS instance
o Ensure the scheduled system or database backup processes are disabled
o Disable all cron jobs (i.e. extracts for the data warehouse)
o Disable all security for database tables
Database Functions
o Increase the size of the SGA - preferably to the size of production. This will help to improve the performance as well as
provide a better estimate for production execution time.
6
o Run the reports to check the allocated vs. used space for datafiles. [See Run the Environment Report] Allocate additional
space for each tablespace where the threshold is above 75% used. Periodically monitor the tablespaces during the software
run and add space as required once the threshold of 75% is reached. [See Additional Queries]
o Add additional rollback segments or allocate additional space for the undo tablespace (depends on the version of the
database used). Periodically monitor the rollback segments or undo tablespace during the software run and add space as
required. [See Additional Queries]
o For every Oracle E-Business Suite table that has more than 1,000,000 rows, set the max extents to unlimited and monitor the
tablespace and rollback segment sizes during the FlexField process.
o Turn off Log Archiving, Audit and Trace programs.
o Set the following minimum database parameters. If you have set these parameters to a larger value, no changes are
necessary
o Parallel_max_servers 20
o Parallel_job_queue_20
o pga_aggregate_target 1GB
An Oracle instance with an inadequate pga_aggregate_target (i.e. the setting is too low), will often suffer from I/O
related bottlenecks, and the Oracle database will often spend time in direct path read temp and direct path write
temp wait states. The parameter may need to be adjusted depending on the workload.
o Size of the TEMP tablespace may vary depending on the data volume and the mapping. This will need to be monitored
proactively during the initial runs to properly size the tablespace. [See Additional Queries]
3. Set Up Oracle E-Business Suite
First in the test instance, then in the production instance when you are ready, perform these steps in Oracle E-Business Suite.
Create New Chart of Accounts
If you are changing any part of your accounting flexfield structure (dropping or adding segments, etc.):
1 Create a new chart of accounts in Oracle E-Business Suite that reflects the new organizational structure that you wish to adopt.
You may use the same chart of accounts if there is no change to the segments or the segment size.
See your Oracle E-Business Suite documentation for information on how to create a chart of accounts.
2 Define value sets for the new segments; you do not have to create actual values, as these will be generated through FlexField.
You may use the same value sets if you are not making any changes to that segment.
4. Install FlexField Software
Install the FlexField Database Objects
First in the test instances, then in the production instance when you are ready, run the SQL scripts provided on your client download
site (http://client.eprentise.com) to install the objects onto your server (tablespace, packages, etc.) in the FFIELD schema.
7
1 Download the SQL install script files and store it in the UNIX/LINUX directory on the server. The software is located on your
client download site ((http://client.eprentise.com)). If you need a login to the client download site, please contact eprentise
support.
2 Log on to SQL*Plus or similar tool as SYSDBA user.
3 Run the first script by typing @create_ffield_script.sql
2
.
4 Prompt will pop up to enter the dba data file path to create the tablespace and user:
Prompt --> "Enter dba data file path with dbf file name as: ffield1.dbf "
Note: Please be sure to add the ffield1.dbf file name after entering the data file path.
Example of file path: /oravis/d01/oracle/visdata/ffield1.dbf
Press enter after inputting the path and the dbf file name.
Exit SQL*Plus and log into the FFIELD schema with the user name FFIELD and the default password FFIELD.
Run ffield_v42x.sql. (where x represents a dot release of the actual version number of the software).
2
This script creates the ffield schema and tablespace and grants appropriate privileges.
FlexField will function as part of your Oracle E-Business Suite database. Both the FFIELD schema and tablespace may be dropped after you have finished using FlexField to change your chart of accounts. The script
performs the following:
1 Creates a new FFIELD schema in the Oracle E-Business Suite.
2 Grants the FFIELD schema a DBA privilege.
3 Creates a new FFIELD tablespace sized about 4 GB for every 100GB database size.
4 Assigns the FFIELD tablespace exclusively to the FFIELD schema.
5 Makes the FFIELD tablespace the default tablespace for the FFIELD schema.
6 Grants other privileges to FFIELD schema
o GRANT DBA TO FFIELD WITH ADMIN OPTION;
o GRANT EXECUTE ON DBMS_LOCK TO FFIELD;
o GRANT EXECUTE ON DBMS_JOB TO FFIELD;
o GRANT CREATE ANY TABLE TO FFIELD;
o GRANT CREATE ANY INDEX TO FFIELD;
o GRANT CREATE ANY SEQUENCE TO FFIELD;
o GRANT DROP ANY TABLE TO FFIELD;
o GRANT DROP ANY INDEX TO FFIELD;
o GRANT DROP ANY SEQUENCE TO FFIELD;
o GRANT SELECT ANY TABLE TO FFIELD;
o GRANT DELETE ANY TABLE TO FFIELD;
o GRANT INSERT ANY TABLE TO FFIELD;
o GRANT UPDATE ANY TABLE TO FFIELD;
o GRANT CREATE ANY TRIGGER TO FFIELD;
o GRANT ALTER ANY TRIGGER TO FFIELD;
o GRANT SELECT ANY DICTIONARY TO FFIELD;
8
Apply any patches that you received with the software. If there are any patches, they will be named ffield_v42x_patchz.sql
(where z represents the patch number). Run the SQL scripts for the patches after you have run ffield_v42x.sql in the ffield
schema.
Install the FlexField Application on a Client Machine
Install the FlexField application on a client machine that has network access to your Oracle E-Business Suite database. This procedure
needs only to be done once, provided the host machine can connect to the production instance as well as the test instance you have
created. The minimum host machine requirements are:
Intel Pentium IV or higher with minimum 1.2 GHz processor speed
Windows XP Professional, Windows Server, or Windows 7 operating system
1 GB RAM, 2 GB recommended
1 GB free hard disk space
1 Make sure that the client machine (desktop/laptop) is collocated at the same location as the data center during the mapping. If the
data center is at different location than the server is, it may add network latency and may result in performance degradation while
downloading or uploading the mapping files. If available, sometimes it is helpful to use a remote terminal located near the server.
2 Create a directory under C:\ drive on the hard disk of the laptop or PC named FFIELD.
3 Copy the ffield_v42x.exe, the template for the FlexField_DB_Connection_Details.txt file and the FlexField_License_Key.DAT to
C:\FFIELD. (where x represents a dot release of the actual version number of the software). The software is located on your client
download site (http://client.eprentise.com). If you need a login to the client download site, please contact eprentise support.
Note: Make sure that you have renamed the FlexField License Key that you received to FlexField_License_Key.dat
4 Create the FlexField_DB_Connection_Details.txt file
The login screen for the FlexField application will read the connection file and provide a list of environments to connect with.
9
Open the FlexField_Db_Connection_Details.txt file that came with the software using Notepad or another text editor.
Delete the example entries that start with # at the bottom of the connection file. Enter your Connection Entries in the
following format: #CONNECTION_ALIAS@CONNECTION_STRING
The Connection Entry must start with a "#" followed by a connection alias and then an "@" followed by the Connection
String in the following format:
Enter the Connection String (JDBC) (look up in TNS names.ora file or contact your DBA) The format is:
databaseservername:listenerport:databaseSID (name) for the Oracle E-Business Suite database containing the chart of
accounts to be changed.
Example1:
#EPR25_VIS11@192.168.1.120:1524:vis
#EPR25_VIS11@192.168.1.120:1524:vis
Alias@Server Name or IP
Address
Port Database Name
You may also use the TNS entry as the connection string in the following manner (the TNS entry must be only one line):
Example2:
#EPR25_VIS11@ (DESCRIPTION= (ADDRESS= (PROTOCOL=TCP) (HOST=192.168.1.120) (PORT=1524))
(CONNECT_DATA= (SERVICE_NAME=VIS)))
You may put in as many Connection Entries as you want. Start each one on a new line with a # in front of it. The entries
10
for the database name and the server name must be the same as those that were created for your license key. If you need
help, please call eprentise support.
Save the file as FlexField_Db_Connection_Details.txt and keep it in the c:\ffield directory of the PC. FlexField Software will use
these Connection Entries when you login to the FlexField application. This file will save you time when you need to log in and out
of the FlexField software. If you need to add more entries at a later date, you can edit the file and add new Connection Strings.
Double-click ffield_v42x.exe to start the FlexField application.
Changing the FlexField Parameters
Depending on the system resources available on the
server, flexfield software can be configured to utilize
high degree of parallelism to improve performance.
1 Select the Update Parameters button from the
Prepare Instance tab.
2 Place your curser in the field you would like to
update. Only one parameter may be updated at a
time.
3 Edit the value
4 Click on Save.
Note: See table below for reference.
11
Parameter Default Value Comments
ENABLE_PARALLEL_DML YES This is used to enable/disable the Flexfield sessions to utilize parallel
DML operations. Setting this parameter to No disables parallel DML.
PARALLEL_SQL_COUNT 8 This is used for the degree of parallelism (DOP) parameter for the
DML/DDL statements used in Flexfield software. This needs to be set
based on the system resources available and Oracle parameters set
on the system.
To calculate this parameter:
DOP = [number of CPU cores]x[parallel threads per CPU]
The cpu_count and parallel_threads_per_cpu parameters in
v$parameter table provide the values for the CPU cores and parallel
threads per CPU.
REUSE CCIDS YES The REUSE_CCIDS parameter may be used to reduce the processing
time for the execute changes process if you are doing only one-to-one
mapping for all of your segments.
12
5. Perform Oracle E-Business Suite Pre-Steps
Every time you wish to start a new FlexField change process, follow these steps in Oracle E-Business Suite before logging on to the
FlexField application software.
Note: You do not need to perform all these steps if you simply wish to start or end FlexField client sessions during the course of the change
process. However, you should do them before your first session or if your database has been operational between sessions.
1 For each sub-ledger, ledger, and set of books associated with the current COA, clear all sub-ledger transactions from all temporary
tables and interface tables. If the data is old, and you do not want to bring it into your EBS, you should delete it from your production
environment so you dont need to do it for each test cycle. (Optional for the first run, but should be considered prior to production, so
there is nothing in-transit during the conversion.)
o Run Journal Import to load all journal entries into the GL_INTERFACE table. This interface table is used to import journals from
external systems as well as from Oracle sub-ledgers such as AP, AR, Projects, etc. If you are using ADIs Journal Spreadsheet
template to enter any journals, upload your ADI spreadsheets to GL before running Journal Import.
o Clear interface tables in other modules such as Purchasing, Bills of Materials, Projects, etc. This is necessary because test
systems often have junk data in them and multiple years of data that hasnt been posted to the GL
o Clear the Fixed Asset interface tables:
Run Post Mass Additions to completely clear the Mass Additions interface tables and move all assets into the FA module.
If using ADIs Asset Spreadsheet template, upload ADI spreadsheets into Mass Additions table before running Post Mass
Additions.
Run import programs (for Multi-Org instances run the import program for each organization).
2 Delete summary templates, account hierarchies and rollup groups, cross-validation rules, revaluations, and security rules
(Summary templates and revaluations must be deleted. The others are optional Usually it is easier to delete these and start from
scratch in creating the new ones.)
3 Turn off Concurrent Manager.
4 Stop the Oracle E-Business Suite server (the application tier) to prevent other users from logging on to the database.
5 Log on to FlexField
To log on to FlexField at the start of each work session:
13
1 Click the FlexField icon on your desktop, or the exe file in your
FFIELD directory, or select Start > Programs > FlexField.
You should see the FlexField login window.
2 On the Login dialog, enter:
User Name: FFIELD
Password: unique password to the FFIELD schema. Default
is FFIELD, but the DBA may set up any password when
performing the install.
Database URL: Select from the drop-down list that was
created by the FlexField_Db_Connection_Details.txt file that
was created as part of the install.
(See Install the FlexField Application on a Client Machine)
3 Click OK.
14
The Environment
Run the Environment Report
The Environment Report checks the installation and allows you to change the default FlexField or database parameters before you
start the FlexField software. For most customers, the default parameters will not need to be changed. [See Changing the FlexField
Parameters]
The first Section of the report shows the default FlexField Parameters. FlexField Parameters may be changed based on the number of
CPUs and parallel jobs available on your server.
The next Sections of the report show the Database Parameters, and the Space Available in the UNDO and TEMP tablespaces. Your
DBA can change the Database Parameters and add space as required. The last step of the FlexField process, Execute Changes,
requires a large amount of undo space and temp space.
The Section called Additional Space Required in the Tablespaces details the space that needs to be added to perform the Align
Accounts step of the FlexField process. Please have the DBA add the required space to your instance for the TableSpace Names listed
on the report.
1 On the Prepare Instance tab, click the Environment
Report.
You may run the Environment Report again if the DBA
makes changes to your parameters or EBS instance.
[See Changing the FlexField Parameters]
15
Sample Environment Report
16
Sample Environment Report (continued)
17
Prepare Instances
To ensure that end results are complete, consistent, and can be applied to your Oracle E-Business Suite without error, FlexField performs a
series of validation tests on the objects in the FFIELD schema and in the Oracle E-Business Suite database. FlexField also gathers
information about your environment.
Validation Tests
1 Click Prepare Instance
Wait while FlexField performs the tests.
If FlexField finds any problems, you will see an
error message at the bottom of the tab.
2 Follow the Troubleshooting advice below to
correct the problem, and then click Prepare
Instance again.
3 The tests will resume from the point where they
stopped when FlexField found the error. You
will not be able to proceed until the problem is
resolved and all tests are passed.
18
Validate the FlexField Product EnvironmentFlexField checks that objects have been installed properly in the FFIELD schema and
that it has the correct privileges.
Validate the Oracle E-Business Suite EnvironmentFlexField checks the version number, foundation (FND) tables, and schemas in
your Oracle E-Business Suite database to see how they compare to the standard, out-of-the-box versions. This process also checks the
size of your database and tablespaces and the number of rows in your tables.
Collect ObjectsFlexField seeks any database objects (tables, constraints, or triggers) that are unique to your Oracle E-Business
Suite installation.
Validate ObjectsFlexField determines what rules apply to your Oracle E-Business Suite environment.
Collect Accounting Flexfield InformationFlexField checks for any accounting flexfield data already present in your existing chart of
accounts.
Validate Accounting Flexfield InformationFlexField finds existing accounting flexfield data, such as code combinations and CCIDs,
and copies it to the FlexField schema.
Error Message Troubleshooting
Cannot determine Oracle Applications Foundation user. Please check if the schema name for AOL is not APPLSYS. If not then
contact FlexField support.
No accounting flexfield exists for conversion.
Please check if there is at least one chart of accounts in the system. If
not then contact FlexField support.
Cannot determine Oracle E-Business Suite version.
Cannot determine version from FND tables. Please contact FlexField
Support.
No applications exist in Oracle E-Business Suite Instance.
Cannot determine version from FND_APPLICATION table. Please
contact FlexField Support.
No code combination rules exist for Oracle E-Business Suite
Instance.
Cannot determine l code combination rules from FND tables. Please
contact FlexField Support.
Database error, <Oracle error code>
This may be a different error message based on the error condition,
most commonly permissions, sizing, and extent errors. Consult with
your DBA to correct the problem.
19
Mapping the Accounting Flexfield
About Mapping
Mapping creates the rules FlexField uses to generate new code combinations and CCIDs. You can choose to:
Map current segments and values to new segments and values to recombine existing data into the new structure or
Map code combinations to replace entire current code combinations with new code combinations.
After changes are applied to the Oracle database, the new CCIDs are referenced everywhere the current CCIDs were formerly referenced.
Mapping Segments and Segment Values
By mapping segments and segment values, you specify how the current segment values are to be recombined to result in the new code
combinations. Use this method if you are changing the structure of your accounting flexfield (i.e., you are removing, adding, or reordering
segments, or changing segment size).
Mapping Code Combinations
When mapping code combinations, you match one or more current code combinations to a single new code combination. This replaces the
entire current code combination with the entire new code combination, regardless of differences in structure or values. This method takes
advantage of the unique properties of code combinations and can be used when there isnt a pre-defined logic to your mapping (i.e., you
have to evaluate each code combination string to determine how it should be mapped).
20
Mapping Strategies
In general, the following applies whether mapping segments, values, or code combinations:
Mapping one-to-one reassigns data. The current segment, value, or code combination will be replaced with the new one, and all its
associated data will now belong to the new. If you are mapping one-to-one for all of your segments, you may take advantage of the
Reuse CCIDs feature that will significantly reduce your processing time during the execute changes process.
Mapping from one-to-many divides data. A single current segment will be replaced by several new ones, and data formerly associated
with the current one will be shared among them. This is usually necessary if there are multiple types of data in the same segment. The
value in the segment or in other segments determines how the data is separated. This type of mapping cannot be done when mapping
entire code combinations. You may not split a balancing segment value or any individual value or you will get an error.
Mapping many-to-one consolidates data. Many current segments, values, or code combinations will be replaced with the new one, and
associated data is merged when the database is transformed. At the segment level, you will need to map many segments to one new
one if you have the same type of data across multiple segments. You may map many to one when you want to eliminate many unused
values. If you map many to one on the natural account values, you will need to map the same account types together (expense to
expense, liability to liability, etc.) or you will get an account type mismatch error.
*Segment Level Only
21
Map Chart of Accounts
Begin mapping flexfields by identifying the current chart of accounts to be changed, and new chart of accounts that replaces it. You may
map to the same chart of accounts if the segments, value sets, and segment length has not changed.
FlexField requires that every segment in your new chart of accounts structure contain at least one value. Anytime you do not have
current values to map to a new segment, FlexField lets you specify an alphanumeric default value. This value will be used
throughout the segment in every new code combination FlexField generates when it applies your mappings.
If your license permits it, you may map multiple charts of accounts to the same new chart of accounts at the same time.
FlexField will populate the current accounting flexfield drop down from the chart of accounts description within Oracle.
Tip: If the accounting flexfield does not populate on the drop down list, check to ensure that the description field has been filled out
within the Oracle Key Flexfield Segments screen (Setup>Financial>Flexfields>Key>Segments).
For each chart of accounts that you want to change:
1 On the Map to New COA tab, Select Current Accounting
Flexfield from the drop-down list.
2 Select New Accounting Flexfield from the drop-down list.
Note: This can be the same flexfield you selected in current if
you are only changing segment length or removing zero balance
accounts.
As you make your selections, the segment numbers, names,
types, and lengths appear in Current Segments and New
Segments.
continued
22
3 To specify a default value for a new segment, enter it in
Constant Value. Move the cursor out of the constant
value field and click on Save Mapping. If you have
multiple constant values, click on Save Mapping after
entering all of the constant values. The length of the
constant must be the same as the segment length.
4 When you are satisfied these are the correct flexfield
structures, click Save Mapping.
5 Click Yes to confirm the mapping.
Repeat the process for each additional chart of accounts that
you want to change, clicking on Save Mapping each time.
The chart of accounts that have been mapped will display at
the bottom of the screen.
6 To remove a mapping:
Select it from the list of defined mappings at the
bottom of the screen by checking the Delete? box
next to it.
Click Delete Mapping.
Click Yes to confirm the deletion.
continued
23
24
TABLE-VALIDATED VALUE SET
You will get this warning message if your COA
segments contain a table-validated value set and if
the WHERE CLAUSE contains special symbols or
characters such as :, $ , USERENV etc.
It is just a warning message so you may continue to
update and correct the WHERE CLAUSE in the
FE_TABLE_VALIDATED_DETAILS table.
You will get an error when you try to create the
mapping file if you dont correct the WHERE
CLAUSE.
In order to check for special characters, run the
following query:
SELECT * FROM
FE_TABLE_VALIDATED_DETAILS;
This is the table that stores table-validated value set
errors. The where clause must be updated in this
table by doing the following:
Update the ADDITIONAL_WHERE_CLAUSE
column in the FE_TABLE_VALIDATED_DETAILS
with the correct WHERE_CLAUSE replacing the
special symbols if any.
The example on the left shows that you can update
the additional_where_clause to WHERE
ORGANIZATION_ID = 1
25
Map Chart of Accounts Report
Click the Print button on the Map COA tab to display the Print COA Mapping report to display a list of the current and new flexfields.
26
Map Segments
By mapping segments, you match your current segments to your new segments in the new chart of accounts. Use the Map Segments tab
to map segments one-to-one, one-to-many, or many-to-one.
Note 1: You must follow mapping segments by either mapping values to the new segments or inserting a default segment value (constant)
on the Map COA tab until at least one value is mapped to each new segment.
Note 2: If you delete a segment mapping, FlexField will automatically delete any value mapping that was defined for it.
Note 3: You will go through this process until each combination of current segments to new segments is mapped for each chart of
accounts.
Note 4: You will not map segments if you are doing code combination mapping. Go directly to the code combinations mapping tab.
Note 5: You may also map new segments that require more than one old segment to derive the new segment values using this
screen. For example, the value for a product number may depend on the value of both the department and the value of the product.
This is a many-to-one mapping.
Note 6: When mapping, if a dependent segment is present in both the current and new chart of accounts, the independent parent
segment must be included along with the dependent segment in a Many to One mapping. (Example: If a sub-account depends on
an account value in the old COA, the account is the parent segment, and the sub-account is the dependent segment. In this case,
the mapping spreadsheet for the new sub-account must include both the account and sub-account values in order to map to the new
sub-account segment value.) This is done so that all changes made to the parent/child segment can be identified and the new
corresponding values can be derived easily. Many to One segment mapping is only required if you have a dependent segment in the
current chart of accounts.
Tip: Start the mapping process from the new chart of accounts and make sure that all segments in the new chart of accounts are
mapped. You may use segments from the current chart of accounts many times to define the mappings for the new segments. (e.g.
a new Business Unit segment may be defined by an old Cost Center segment, and a new Activity segment may be defined by a
combination of the old Cost Center segment and an old Account segment)
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For each chart of accounts to be mapped:
1 On the Map Segments tab, from the pull down list Select
Defined Accounting Flexfield, select the chart of accounts
mapping (old-new COA defined mapping).
2 Click New Mapping to display the Current Segments and New
Segments.
3 Check the Map? box for one current segment and all the new
segments it maps to (one-to-one, one-to-many),
OR
Check Map? for all the current segments that map to one new
segment (many-to-one).
4 Click Save Mapping.
5 The mapping appears in the list of defined segment mappings at
the bottom of the screen.
6 Repeat this process until each of the new segments has been
mapped. You may use a current segment multiple times
(department to department is a one-to-one mapping, and
department and product to project is a many-to-one mapping).
7 Click OK to confirm when you have mapped all the new
segments and review the defined mappings.
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Segment Mapping Report
Click the Print button on the Map Segments tab to display the Segment Mapping Report, showing the current segments and the new
segments to which they are mapped.
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Map Values
For each chart of accounts, you have a choice of either mapping segments or mapping the entire code combination. If you have chosen to
map segments (rather than code combinations), you must specify which new segment values are to replace the current segment values
when the new code combinations are generated. For each chart of accounts, you will Create a Mapping File from FlexField software; add
the new segment values within a spreadsheet program, and then Load Mapping File from a .CSV file. If there is no change from the
values in the current chart of accounts, you may select No Change, and the software will use the current values without you having to
create and load a mapping file for those values.
Tip: If the segment mapping is one-to-one for all segments, then you may select the Reuse CCIDs parameter to significantly reduce your
processing time during the execute changes process [See Changing the FlexField Parameters].
Generating Mapping Files from FlexField
You can use FlexField to automatically export data to a starter comma separated file that lists all the values and descriptions for the current
segments in one of your segment mappings. Add the new segment values to this file, save it as a .CSV file, and then load it into FlexField.
By generating the file from FlexField, you will be sure to have a listing of all your current segment values.
For each chart of accounts to be mapped:
1 On the Map Values tab, from the pull down list Select Defined
Accounting Flexfield, select the chart of accounts mapping
(old-new COA defined mapping).
2 Click Create Mapping File from Current Segment Values.
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3 The Create Mapping File dialog appears.
4 Click No Change if you want to use the existing values for your new
chart of accounts. The value set must have the same attributes as
the current value set (e.g. size, validation, etc.). No Change only
works for one-to-one mappings at the segment and value levels.
You will not need to load a mapping file if you are using the same
values for your new chart of accounts.
If you try to use the No Change button for a many-to-one mapping,
you will get an error message.
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You will receive a message that the Default Mapping is Loaded.
Please check for Exceptions.
5 Click Create File if you want to do a new mapping at the value
level.
The File Name will default for the new mapping file. The default
format is chart of accounts name followed by the current
segment name(s) separated by a comma, an underscore, and
then the new segment name(s) underscore Created.txt You
may make changes to the name if you would like.
The file will be written to the C:\FFIELD directory on the
workstation.
6 Repeat for each defined segment mapping for each chart of
accounts to be changed.
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Importing .DAT or .TXT Files into Excel
Note: Prior to opening the .CSV file make sure Excel
is open.
After the starter file is created by FlexField, we recommend importing it into Excel