General Ledger Posting Setup and Maintenance

Document Version: 1.0

Date: May, 2000
Author: Jan Godfrey

General Ledger Posting Setup and Maintenance _________________________________ 3

Introduction____________________________________________________________________3
Posting Setup Steps______________________________________________________________3
Step 1: Assign the Printer profile option ___________________________________________________ 3
Step 2: Define Suspense and Intercompany Accounts_________________________________________ 3
Step 3: Allow posting from Enter Journals form? ____________________________________________ 5
Step 4: Open the period ________________________________________________________________ 8
Step 5: Run the General Ledger Optimizer _________________________________________________ 9
Step 6: Set up AutoPost _______________________________________________________________ 10
Step 7: Set up Storage Parameters for GL_POSTING_INTERIM ______________________________ 11
Step 8: Determine optimal location of Tablespaces__________________________________________ 12
Step 9: Create concatenated index on GL_CODE_COMBINATIONS __________________________ 12

Posting Maintenance____________________________________________________________14
References ____________________________________________________________________14

-2-

General Ledger Posting Setup and Maintenance

Introduction
The primary purpose of this document is to assist customers in correctly setting up the General
Ledger application for Posting. It must be used in conjunction with the existing product
documentation. This document provides step-by-step instructions for preparing your General
Ledger application for Posting.

Posting Setup Steps

Step 1: Assign the Printer profile option
This can be set by the user or the system administrator.
Step 2: Define Suspense and Intercompany Accounts

-3-

Define Suspense Account

If you wish to allow suspense posting of out-of-balance journal entries, check that option and
define a default suspense account on the Set of Books form.
1.
2.
3.
4.
5.

Navigate to the Set of Books form.

Query your set of books name.
Check the Allow Suspense Posting option in the Standard Options.
Define a default Suspense account.
Save your work.

You can define suspense accounts in addition to the default suspense account for your set of
books. Do this on the Suspense Accounts window (Navigation = Setup/Accounts/Suspense).
General Ledger posts a balancing amount to the default account when there is no suspense
account defined with a matching source and category. General Ledger will automatically post
differences to this account. If you have multiple companies or balancing entities within a set of
books, General Ledger automatically creates a suspense account for each balancing entity.
If dynamic insertion is not enabled for the set of books, you must create these accounts manually
ahead of time.
Define Intercompany Account
If you wish to allow automatic intercompany balancing, check that option and define a default
intercompany account on the set of books form.
1.
2.
3.
4.
5.

Navigate to the Set of Books form.

Query your set of books name.
Check the Balance Intercompany Journals option in the Standard Options.
Define a default Intercompany account.
Save your work.

You can define intercompany accounts in addition to the default intercompany account for your
set of books. Do this on the Intercompany Accounts window (Navigation =
Setup/Accounts/Intercompany).
General Ledger posts a balancing amount to the default account when there is no intercompany
account defined with a matching source, category, and type. General Ledger ensures that all
journal entries balance (debits and credits) within a balancing entity within your set of books. If a
journal entry is out-of-balance for a particular balancing entity, General Ledger automatically
posts any difference against the appropriate intercompany account. If you have multiple
companies or balancing entities within a set of books, General Ledger automatically creates an
intercompany account for each balancing entity.
If dynamic insertion is not enabled for the set of books, you must create these accounts manually
ahead of time.
-4-

Step 3: Allow posting from Enter Journals form?

If you wish to allow posting from the Enter Journals form, setup is required.
Release 10.7
Set the profile option Journals: Allow Posting During Journal Entry to Yes.

Responsibility = System Administrator GUI

GUI Navigation = Profile System
GUI Form Name = FNDPOMPV (System Profile Values)
1. Check the desired display boxes: Site, Application, Responsibility, User
(Note: lower levels override upper levels. User level is lowest).
2. In the Profile field, enter Journal% and click on the [Find] button.
3. Change the field in the Site, Application, Responsibility and/or User
column for Journals: Allow Posting During Journal Entry to Yes.
4. Save your changes.
5. Navigate back to the Journal Enter form. You can now see the option to
Post using the [More Actions] option.

-5-

Release 11
In release 11, you must use Function Security to control which users can
Post and Reverse journals from the Enter Journals form.

Responsibility = System Administrator GUI

GUI Navigation = Security Responsibilities Define
GUI Form Name = FNDSCRSP (Responsibilities)
1. Query the responsibility you want to update.
2. To DISALLOW Posting from the Enter Journals form

In the Function and Menu Exclusions block, select the Function Enter Journals: Post

3. To ALLOW Posting from the Enter Journals form

In the Function and Menu Exclusions block, DELETE the row containing
the
Function Enter Journals:Post if it is listed for the responsibility by placing your cursor
in the Name field and clicking on Edit/Delete Record or by clicking on the Delete icon
(red X) on the Toolbar.

-6-

4. To DISALLOW Reversals from the Enter Journals form

In the Function and Menu Exclusions block, select the Function Enter Journals:
Reverse

5. To ALLOW Reversals from the Enter Journals form

In the Function and Menu Exclusions block, DELETE the row containing the
Function Enter Journals:Reverse if it is listed for the responsibility by placing your
cursor in the Name field and clicking on Edit/Delete Record or by clicking on the
Delete icon (red X) on the Toolbar.

6. Verify that the Enter Journals: Post function is defined on the Menus form.

Responsibility = System Administrator GUI

GUI Navigation = Application Menu
GUI Form Name = FNDMNMNU (Menus)
1. Query the Menu GL_SU_JOURNAL.
2. You should see these values:
Sequence = 1001
Function = Enter Journals: Post
If that row does not exist, INSERT a new row with those values.

-7-

Step 4: Open the period

The period you are going to post to must be Open.

Responsibility = General Ledger Super User

Navigation = Setup Open Close
This form is used to open the next period, and open the next encumbrance year.
You can post Actual batches to open periods, Budget batches to periods in an open budget year,
and Encumbrance batches to any period up to the last period in the latest open encumbrance year.
To open the budget year, go to the Define Budget form, and query the budget (Navigation =
Budget Define Budget).

-8-

Step 5: Run the General Ledger Optimizer

This program is run to create or drop indexes for those segments in your chart of accounts that
you have marked for indexing. You can also update statistical information about your data, which
is used by several General Ledger programs. To run the optimizer:
1. Specify whether you want to index a particular segment in your chart of
accounts using the Key Flexfield Segments window.
2. Freeze your accounting flexfield structure.
3. Navigate to the Submit Request window.
4. Select the Optimizer program.
5. Enter Yes for Maintain Indexes to create or drop the indexes for your chart of accounts.
The optimizer creates an index on a segment if one does not yet exist, and drops an index
on a segment if you no longer index the segment. This is useful when you define a new
chart of accounts for which you want to index particular segments or when you want to
add or drop an index for an existing segment in your chart of accounts.
6. Enter Yes for Gather Statistics. The optimizer program gathers and updates statistical
information about the size of your balances and combinations table, the number of account
combinations with a particular segment value, and the number of account balances
associated with each accounting period.

-9-

Step 6: Set up AutoPost

If you wish to use AutoPost you must define an AutoPost criteria set. You can also schedule
AutoPost to run.

Responsibility = General Ledger Super User

Navigation = Setup/Journal/Autopost
1. Define an AutoPost criteria set.
a.
Navigate to the AutoPost Criteria Set window.
b. Enter a Criteria set name and description.
c. Mark the Enabled check box if you want to enable the criteria set now. Otherwise, leave
the check box unmarked.
d. Set your Post Submission Options. If you choose the Submit Only Priorities with
Batches in Order option, be sure to also enter the Number of Priorities.
e. Enter the range of Journal Effective Dates:
From: starting effective date of the range, entered as the number of days before the
AutoPost submission date. This must be a number from 0 to 1000.
To: ending effective date of the range, entered as the number of days after the
AutoPost submission date. This must be a number from 0 to 999.
AutoPost will only select journals whose effective date is within the range of days
before and after the AutoPost submission date.

- 10 -

f. Enter your AutoPost priorities for this criteria set. Each priority includes a Priority
number, journal Source, journal Category, Balance Type and Period. The priority
number must be a value from 1 to 99, where 1 is the highest priority and 99 is the
lowest. Batches with higher priorities are posted first. You can use the same priority
number more than once. You can enter All in any field (except Priority number) to select
all journal sources and categories, balance types, or accounting periods.
g. Save your work.
2. To schedule an AutoPost run:
a. Navigate to the AutoPost Criteria Set window.
b. Query the AutoPost criteria set for which you want to schedule the AutoPost program.
c. Choose the Schedule AutoPost button.
d. Set the scheduling options on the Submit Request window.
e. Save your work.
3. To run the AutoPost program:
a. Navigate to the AutoPost Criteria Set window. Optionally, you can submit the AutoPost
program from the Submit Request window. Enter the AutoPost criteria set name in the
Parameters window.
b. Query the AutoPost criteria set for which you want to run the AutoPost program
c. Choose the Submit AutoPost button.
d. Review the AutoPost Execution Report after the Program Completes successfully. Use
this execution report to review the journal batches selected for posting.
Step 7: Set up Storage Parameters for GL_POSTING_INTERIM
Although the default storage parameters meet the needs of most installations, you can increase
interim table allocations if the default parameters are inadequate.

- 11 -

Responsibility = General Ledger Super User

Navigation = Setup/System/Storage
When you navigate to this form all the interim tables and indexes they use are displayed, with the
corresponding default storage parameters. Enter the Tablespace where you want the interim table
or index to reside, along with the extent information.
Step 8: Determine optimal location of Tablespaces
For optimal performance place the interim tables and their indexes on tablespaces located on
separate disks for a better distribution of I/O load. Use the Storage Parameters form (described in
Step 7) to define the placement of interim tables and their indexes.
Step 9: Create concatenated index on GL_CODE_COMBINATIONS
Create a concatenated index on all active segments. The leading column on this index should be
the most selective segment and should also be specified as the Control Segment on the
Concurrent Program Controls form.
For the example below, the active segments are from 1 through 6, and the concatenated index will
be created by:
CREATE INDEX gl_code_combinations_cat
ON gl_code_combinations(segment1,
segment2,
segment3,
segment4,
segment5,
segment6)
You can improve performance further by changing the order of the columns
in the CREATE INDEX command. The more sensitive or selective an index is,
the better the performance.
To determine the order of an index execute the following select statement:
SELECT COUNT(DISTINCT &segment_name)
FROM gl_code_combinations
This select statement counts the number of distinct values for a column
name that you enter for the GL_CODE_COMBINATIONS table. Enter SEGMENT1,
rerun with SEGMENT2, to the last segment used in your account flexfield.
If you run this select in the model account the select statement will
return values:

- 12 -

COUNT(DISTINCTSEGMENT1)
15
COUNT(DISTINCTSEGMENT2)
37
COUNT(DISTINCTSEGMENT3)
76
COUNT(DISTINCTSEGMENT4)
221
COUNT(DISTINCTSEGMENT5)
21
COUNT(DISTINCTSEGMENT6)
22
From the data in the above example, the best order to make the most
selective index is:
SEGMENT4, SEGMENT3, SEGMENT2, SEGMENT6, SEGMENT5, SEGMENT1
And you would create the index as follows:
CREATE INDEX gl_code_combinations_cat
ON gl_code_combinations(segment4,
segment3,
segment2,
segment6,
segment5,
segment1)

- 13 -

Posting Maintenance

Run the General Ledger Optimizer at least once a period, or any time you add several segment
values, define a new chart of accounts, or add or delete summary templates.

If you add new balancing segment values and dynamic insertion is not enabled, you must
create new accounting flexfield combinations for retained earnings with the new segment
values. If you have enabled suspense posting, or automatic intercompany balancing, you must
define those accounts. Define cumulative translation adjustment accounts, reserve for
encumbrance and net income accounts if you are using those.

If you have added detail accounts to your summary accounts since your last posting, run the
Maintain Summary Templates program before you post your journal batches. This can
improve performance of the posting program.

References
Oracle General Ledger Users Guide Release 11:
Chapter 6, Setup and Maintenance
Appendix D, Improving General Ledger Performance
Appendix E, Function Security
Oracle Applications System Administrators Guide Release 11, Chapter 5, User Profiles
Note 1051909.6

- 14 -