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DEMO STORYBOARD

Oracle Fusion Receivables


AR to GL Reconciliation Report (Generic)

Detailed Business Process: Manage Account Receivable Balances

Business Process Activity: Close Receivables Accounting Period

Product: Receivables

Applications Release: Fusion v1 R10

Author: Linda Wong

Creation Date: 15/07/2016 18:22:00

Updated by: Anne Miller-Ramée

Last Updated: 12/10/2014


Table of Contents

Objective............................................................................................................................................................1
Roles...................................................................................................................................................................1
Messaging..........................................................................................................................................................1
Pain/Feature/Benefit.........................................................................................................................................1
Differentiators...................................................................................................................................................2
Assumptions......................................................................................................................................................2
Transaction Data Required.............................................................................................................................3
Pre-Demo Steps.................................................................................................................................................3
Demonstration Flow.........................................................................................................................................6
Variations to the Demonstration Flow................................................................................................................8

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Objective

The purpose of this storyboard is to showcase how a General Accountant, General Accounting Manager or
Receivables Manager can easily reconcile accounts receivable in General Ledger to the Receivables application.

Roles

General Accountant, General Accounting Manager, Receivables Manager

Messaging

1. Accelerated close process


2. Improved control through automated reconciliation
3. Simplified analysis and issue resolution
4. Decreases time spent reconciling accounts receivable balances by automatically finding reconciliation
discrepancies for you, and by pulling data from multiple financials applications into a single report, thus
eliminating the need to run multiple reports or querying multiple pages for the same information.

Pain/Feature/Benefit

PAIN FEATURE BENEFIT

AR Manager must ensure the ending Reconciles Receivables beginning Improves the efficiency of
balance in the Receivables system balance to ending balance for a accounting departments by providing
for a given period is equal to the given accounting period within the visibility into transaction balances
beginning balance + all invoices – Receivables system and reports any and any discrepancies.
all receipts. discrepancies.

GL Manager must ensure the ending Reconciles General Ledger Improves the efficiency of
balance for accounts receivables in beginning balance to ending balance accounting departments by providing
the GL system for a given period is for a given receivables account and visibility into account balances and
equal to the beginning balance + all accounting period with the any discrepancies.
invoice journals – all receipts accounting system and reports any
journals. discrepancies

GL Manager must ensure all Reconciles the receivables balance Improves the efficiency of
transactions in the Receivables from the Receivables system to the accounting departments by
system are properly recorded in the accounting system and reports any automating the labor-intensive
accounting system. discrepancies. processing of matching Receivables
transactions to accounting entries
Automatically detects transactions and reporting the discrepancies with
that do not have accounting entries explanations.
recorded.

When reconciliation issues are Provides summary of transaction Increase user productivity by
identified at the account balance and accounting balances, and accessing supporting journals and
level, user must view supporting provides ad hoc analysis and drill subledger details via direct
details to identify the cause and down to details directly within the drilldown, instead of having to
resolve the issues. report navigate to multiple different screens
and reports to query up the data.

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User wants to analyze the data in the Export data to spreadsheet Increase user productivity by
report using functions available in a analyzing report output in a
spreadsheet. spreadsheet, with all Excel functions
such as copy and paste, sum, find,
etc. available for your convenience.

Differentiators

1. This reconciliation report is a differentiator when compared with EBS.

2. The automatic matching between AR transactions and its respective accounting, and identification of
potential accounting errors are differentiators when compared with PeopleSoft.

Pitfalls

3. The summary section of the AR Reconciliation report will not tie to the detail pages if transactions or
journals are modified or added after the data extraction program is run. In order to ensure the amounts in
the summary page tie to the detail pages, you should work in a closed period – this means the AR and GL
periods should be closed. If not, anyone else on the demo system entering AR, SLA or GL transactions
could impact your demo.

4. Non-Receivables Begin Balance amount is a number calculated by subtracting the Receivables Begin
Balance from the Accounting Begin Balance. The drilldown page may include journals from Receivables
source if manual SLA journals were entered in prior periods for the Receivables journal source.

5. Receivables Begin Balance in the Accounting Amount column in the summary report is copied from the
Receivables system.

6. There is no drilldown available for Receivables Variance amount as it indicates data corruption or bugs in
the report.

7. If an SLA journal is recorded to the wrong account, there is no way to fix the journal other than reversing
the source transaction, re-entering the transaction, changing the SLA accounting rule to get the right
account, and re-run the Create Accounting program.

8. Running the data extraction program may take a long time, so try to have this program run ahead of time
before the demo begins.

9. If you need to show the summary page and detail page side by side to prove that the totals match, you need
to download either the summary or detail page to a spreadsheet. This way you can have both the summary
and detail pages displaying simultaneously.

10. The report cannot be modified in any way by the end user like other OTBI reports. Users can only use it in
its delivered format.

Assumptions

 You are familiar with Receivables and how to enter invoices, receipts, etc. This storyboard will not step you
through how to create the various transactions needed (see Billing and Receipt storyboards for those details).

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Transaction Data Required

 GL account balances, AR invoices, credit memos, debit memos, adjustments, unapplied receipts, applied
receipts, on account credit memos, etc. and their respective SLA accounting entries

 Transactions that have no SLA accounting

 Transactions with SLA journals that are not transferred to GL

 SLA journals that are not posted to GL.

Pre-Demo Steps

17. Sign in as the Receivables Manager for your Ledger/Business Unit

Ledger/Business Unit User


US1 Tracey.Allen
UK Dustin.Gibson
France Nathalie.Normand
China Tao.Song
Progress US Darrell.Baker
University US Connie.Tran
Japan Takashi.Shimizu
Italy Paolo.Prandini
Healthcare Cecilia.Ramirez

In order to ensure the amounts in the summary page tie to the detail pages, you should work in a closed period –
this means the AR and GL periods should be closed. If not, anyone else on the demo system entering AR, SLA
or GL transactions could impact your demo. A specific period should be designated for this demo that has the
unaccounted subledger transactions, untransferred accounting entries, and unposted GL journals preserved.
Once programs are run that use up this data, you will have to enter new transactions to recreate the data in the
different states – unaccounted, untransferred, unposted.

Note : To effectively showcase this demo, please make sure AR invoices in the following states exist for
the period you would like to demo (typically a previously closed period):

Invoices transferred to GL but not posted to GL.

Accounted Invoices not transferred to GL.

Unaccounted Invoices.

You’ll need to enter the above information in the following order:

1. Create 3 – 4 each of Invoices (invoices must be complete) and Receipts (receipts can be either applied or
unapplied or a mixture of both).

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2. Run Create Accounting from Tasks.

Field Value
Ledger Your Primary Ledger
End Date Month end date of the period you wish to demo
Create Accounting Yes
Accounting Mode Final
Transfer to GL Yes
Post in General Ledger No

Click the Submit button. Wait for Processes to complete before entering next set of transactions. This
can be monitored in the Process Monitor region of the Billing Overview page. The last process will be
Update Subledger Accounting Balances.

3. Create 3 – 4 each of Invoices (invoices must be complete) and Receipts (receipts can be either applied or
unapplied.

4. Run Create Accounting from Tasks

Field Value
Ledger Your Primary Ledger
End Date Month end date of the period you wish to demo
Create Accounting Yes
Accounting Mode Final
Transfer to GL No
Post in General Ledger No

Click the Submit button. Wait for Processes to complete before entering next set of transactions. This
can be monitored in the Process Monitor region of the Billing Overview page. The last process will be
Update Subledger Accounting Balances.

5. Create 3 – 4 each of Invoices (invoices must be complete) and Receipts (receipts can be either applied or
unapplied. Do not run Create Accounting. These will be Unaccounted for.

Note: If you plan to demo the correction of reconciliation errors, then make sure the GL period is open right
before the demo begins so you can run the SLA accounting program, transfer program, and GL posting
program. You will also have to re-run the extraction program to view the updated balances in the
reconciliation report.

6. Sign out

7. Sign in as the Superuser for your Ledger/Business Unit

Ledger/Business Unit User


US1 Casey.Brown
UK James.Bird
France Caroline.Valence
China Wei.Chen

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Progress US Harold.Wilson
University US Laura.Brighton
Japan Yuji.Murakami
Italy Carlo.Marrone
Healthcare Anastasia.Ortega

8. Close the accounting period you entered your transactions for.

Click on Period Close icon

Click on Receivables link

Highlight the row for the Accounting Period you entered your transactions in.

Click the Close Period button > Done

Navigate to Scheduled Processes and wait for the process to complete. It should complete with Status =
Warning.

9. Run the Prepare Receivables to General Ledger Reconciliation program to select data for the Summary section
of the Receivables to General Ledger Reconciliation Report. The extract must run successfully before you can
run the Receivables to General Ledger Reconciliation Report to see the most current Summary

Click on Schedule New Process

Field Value
Process Name Prepare Receivables to General Ledger Reconciliation > OK
Request Enter a name that is descriptive of this extract. Consider using a
Name name that indicates the accounting period, date, and time, especially
if you are planning to create multiple extracts (eg, JAN14). Don’t
use any special characters (dashes are ok but apostrophes are not).
Ledger Your Primary Ledger
Period The period you entered your transactions for (eg, 04-14)

Accept default values for all other parameters.

Submit > Close (this request spawns about 10 processes. Wait for all extraction processes to be
completed).

10. Run Receivables to Ledger Reconciliation

Navigator > Receivables > Receivables Balances

Click the ‘Receivables to Ledger Reconciliation’ link under Accounting, in the Tasks pane.

Field Value
Ledger Your Primary Ledger
Request Name The name you entered above in the data extraction process

Click the Apply button

11. Check for demo data

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If you have followed the above pre-demo steps, then the appropriate data should be reflected here.

If there are no amounts in the Difference column of the Summary report, you’ll need to create some differences
by entering a few invoices into the period you are demoing, complete them and do not create accounting for
these invoices. If there are no amounts in the ‘Not Transferred to General Ledger’ row of the Summary report,
you need to enter a few invoices into the period you are demoing, complete them and create final accounting for
the invoices, but do not transfer them to General Ledger (you can select these options when running the Create
Accounting program from within AR). After you have entered this data, rerun the data extraction program and
check your data. Instructions for the order in which to enter the data are above.
Demonstration Flow

1. Sign in as the Superuser for your Ledger/Business Unit

Ledger/Business Unit User


US1 Casey.Brown
UK James.Bird
France Caroline.Valence
China Wei.Chen
Progress US Harold.Wilson
University US Laura.Brighton
Japan Yuji.Murakami
Italy Carlo.Marrone
Healthcare Anastasia.Ortega

Note: For this scenario, as a GL Accountant, you have scheduled the data extraction program to run
overnight, so the report is available for you to view upon logging in. (Data extraction program is run from
ESS submission page; please refer to the Pre-Demo steps for details regarding points to consider while
running the data extraction and the report.)

Navigate to the AR Reconciliation Report to view the results of the reconciliation

Navigator > Receivables > Receivables Balances

Click the ‘Receivables to Ledger Reconciliation’ Task under Accounting, in the Tasks pane.

Field Value
Ledger Your Primary Ledger
Request Name The name you entered above in the data extraction process

Click the Apply button

2. You see some differences identified in the Difference column for various Receivables transactions and drill to
the detail pages to view the potential cause.

Click on the amounts in the Invoices row with hyperlinks in the Difference column and select Invoice
final accounting missing.

In the detail page, you see the transactions that do not have final accounting entries recorded. Click on the
Return link at the bottom left corner of the page to go back to the Summary report.

Note: If you click on the Done button, it will completely exit the report.

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Note: You have the option to demo running the Create Accounting Program to record the accounting
entries, but this is not recommended because it is not desirable for the audience to have to watch and wait
for a series of programs to run.

3. Going back to the Summary report, you also see some journals have not been transferred to General Ledger
(Not Transferred to General Ledger).

Click on the amounts in that row to see the list of journals that make up that amount.

After reviewing the journals, click on the Return link at the bottom left corner of the page to go back to the
Summary report.

Note: You have the option to demo running the Transfer Accounting Program to transfer and post the
accounting in General Ledger, but this is not recommended because it is not desirable for the audience to
have to watch and wait for a series of programs to run.

4. If you ran the create accounting program or transfer accounting program to fix the reconciliation issues, then
you need to re-run the AR Reconciliation extraction program to view the results in the Receivables to Ledger
Reconciliation report to demonstrate there are no more discrepancies in the reconciliation report.

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Variations to the Demonstration Flow

Note: This section has been provided for “information purpose only” to make sure that the customer is
made aware of the fact that the feature highlighted in the storyboard supports several other use cases as
well. The Fusion environment does not have the data to support demonstrations of all variations. These
include:

1. Reconciling entire ledger at once or only specific accounts if they are mapped to business units. If you
implicitly map primary balancing segment values to your business units, you can reconcile based on
business unit. This allows employees from different business units to balance their respective accounting
activity. If you do not implicitly map primary balancing segment values to business units, you must
reconcile based on ledger. In this case, you will need access to all business units associated with the ledger
to perform a thorough reconciliation.

2. Showing other kinds of errors that the reconciliation report captures - draft accounting, wrong account,
wrong business unit, etc. The steps for correcting these errors may not be desirable (see Pit Falls section).

3. Clicking on the other links in the summary report to show details – detail transactions, detail accounting,
detail beginning/ending GL balance, detail beginning/ending Payables balance, etc.

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