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Oracle EBS Release 12

Subledger Accounting
What It Is, What It Does, How It Works

Alyssa Johnson
April 2008

Agenda

• What It Is
• Setup
– Accounting Setup Manager
– Accounting Methods Builder (AMB)
– Customizing Journal Entries
• How it works
– Create Accounting
– Personalizing Journal Views
– Drilldown from GL
– Subledger Control Accounts
– Reporting
• What Happens in an Upgrade
• More Information

2
What It Is

What It Is

• Powerful rules-based accounting engine with a


centralized data model and repository
• Schema XLA
• Supports user-defined accounting rules
• Provides flexibility while maintaining necessary
control
• Enables compliance with multiple geographic,
legislative, or industry requirements
4
What It Is

• Consolidates and Standardizes Accounting Across the


Subledgers
• Supports Shared Service Centers
• Improves Control & Transparency
• Separates processing from accounting
• Performs Balancing at Subledger Level
• Minimizes manual journal entries and customization
• Streamlines Reconciliation Resulting in Faster Close

What It Is

• Company ABC has operations in both US and


France
Corporate Accounting Regulatory Accounting
Structure in France
- US Chart of Accounts - Plan Comptable
- US Calendar - French Calendar
- USD - EUR
- US GAAP - IAS/IFRS Accounting

• SLA can book a single transaction to both ledgers

6
What It Is

GENERAL LEDGER
Primary Ledger

Secondary Ledger(s)

Drilldown to Subledger
Accounting
Accounting Details
Subledger Accounting (SLA)

Drilldown to
Subledger Accounting
Transaction Details

Subledgers

What It Is

• Purchasing • Projects
• Payables • Payroll
• Assets • Loans
• Receivables • Lease Management
• Cash Management
• Property Manager
• Intercompany
• Public Sector/Federal
• Cost Management
• Globalizations
• Process
Manufacturing

8
What It Is?

 SLA setup contained within subledger’s responsibility

Purchasing Payables Receivables

99

Setup
Accounting Setup Manager

10
Setup
Accounting Setup Manager

The 4Cs of the Ledger

• The Subledger Accounting Engine utilizes the


Accounting Method to generate the correct accounting

11

Setup
Accounting Setup Manager

• Seeded Subledger Accounting Methods


• User-defined Accounting Methods can be added using
the Accounting Methods Builder

12
Setup
Subledger Accounting Options

• Subledgers
assigned to a
ledger inherit its
subledger
accounting
method
• Users can define
alternate
accounting rules
for any subledger

Define Subledger
Accounting Options

13

Setup – Subledger Accounting


Options

14
Setup – Update Accounting
Options

Receivables
Module

User can control


parameter options of
Create Accounting
process

Users can define


Journal Category
15

Setup
Update System Options

Number of processors can


be increased to improve
efficiency by event

16
Setup
Accounting Methods Builder (AMB)

17

Accounting Methods Builder


(AMB)

The functionality of AMB


enables a user to create a
Subledger Accounting Method

• Enables users to defined customized accounting


rules
18
Setup
Accounting Methods Builder
Journal
Header
GL Description
Date

Account
Derivation
Rules
Journal
Journal Lines Lines

19

Setup – AMB Flow

20
AMB
Subledger Accounting Methods
Subledger Accounting Method

Application Accounting Definitions


21

Setup
Subledger Accounting Methods

Link to Not updateable


Accounting but can be copied
Setup Manager

22
Setup – Chart of Accounts

• Transaction Chart of Accounts


– Chart of Accounts for Primary Ledger
– CoA user views and enters at transactional level
• Accounting Chart of Accounts
– Journal entries are created using this CoA
– Transaction CoA always equals Accounting CoA for
Primary Ledger
– Transaction CoA might not equal Accounting CoA for
Secondary Ledgers

23

Setup – AMB Flow

24
AMB
Application Accounting Definitions

Security

Event Class Journal


and Type Header
Assignments

Journal Line
Definitions

25

Journal Header Assignments

View and Customize


Journal Header
Descriptions

26
Journal Entry Descriptions

Click on Details to
update Journal Entry
Description

Conditions to utilize
specific description 27

Application Accounting Definition

Journal
Header
Assignments

Journal Line
Definitions

28
Journal Line Definition

Journal Line
Types

Journal Entry
Description
Account
Derivation Rules

29

Journal Line Types

30
Conditions

31

Conditions – Another Example

32
Journal Entry Description

Journal Line
Types

Journal Entry
Description
Account
Derivation Rules

33

Journal Entry Description

34
Account Derivation Rules

Journal Line
Types

Journal Entry
Description

Account
Derivation
Rules

35

Account Derivation Rules

Value Type:
Source,
Constant,
Account
Derivation
Rules,
Mapping Set

36
Mapping Sets

Input
Validation

Output
Validation

37

Setup Example
Customizing Journal Entries

38
Default Journal Entry

39

Subledger Accounting Method


Copy

40
Application Accounting Definition
Copy

41

Now Values Can Be Updated

Click to
modify
Journal
Header
Description

42
Journal Entry Description Copy

Note
Owner

On copy,
Enter New
Header values

43

Journal Entry Description Details

44
Validate Changes

Event will not


account if not
validated

Click to Validate
Accounting
Definitions

45

Validate Changes

• Can also use concurrent program to validate

46
User-defined Accounting Method

User
defined
Accounting
Definition

47

Modify Accounting Options

Update Subledger
Accounting Method

48
Update Subledger Accounting
Method

User-defined Subledger
Accounting Method

49

Customized Header Description

50
How It Works
Create Accounting

51

How It Works
Create Accounting

Final
Accounting Entries
cannot be changed;
Transferred to GL
Users can now
choose the mode
in which to create
Final Post
accounting
Accounting Entries
Transferred and
Posted to GL
Draft
Use to determine
accounting impact
of journal entries

52
How It Works
Create Accounting

• Draft Mode
– Determine accounting impact of journal entries
– Can be deleted and recreated
– Transaction or accounting definition can be altered
– Can be included on accounting reports
– Cannot be transferred to General Ledger
– Does not update balances or reserve funds

53

How It Works
Create Accounting

54
How It Works – View Accounting

View Accounting
Events, Journal
Entries, and
Journal Lines from
the Subledger

55

How It Works
Create Accounting

Draft Mode
Entries Can Be
Deleted
Create Manual
Drilldown Journal Entries

Journal
Entry Status

56
How It Works
Create Accounting

Users can view both


the Journal Entry
and the Transaction
Information together

57

How It Works
Create Accounting

58
How It Works
Create Accounting

Also View As
Accounting
Event

Show Details
Note:
Event
Status
59

How It Works
Create Accounting

60
How It Works
Personalizing Journal Views

61

How It Works
Personalizing Journal Views

• In addition to searching on default criteria, users


can create specific views

Toggle between
Search and
View Modes

62
How It Works – Personalizing Journal
Views

63

How It Works – Personalizing Journal


Views

Document,
accounting, and
reporting Seq Num;
Total Accounted
Credit, Debit

64
How It Works – Personalizing Journal
Views

Specify Sorting

Personalize Search

65

How It Works – Personalizing Journal


Views

Items user can


search on

66
How It Works – Personalizing Journal
Views

Ability to Compare
Journal Entries

Note: Total

67

How It Works – Personalizing Journal


Views

68
How It Works
Drilldown From GL

69

Drilldown from GL

Review Journal

70
Drilldown from GL

Line Drilldown

71

Drilldown from GL

Further
Drilldowns

72
Drilldown from GL - Transaction

73

Drilldown from GL – Journal Entry

74
Account Analysis and Drilldown

Personalized View

Drilldown to Journal
Lines and Summary
Accounts

75

Account Analysis and Drilldown

Drilldown to
Journal Lines

76
How It Works
Subledger Control Accounts

77

How It Works – Subledger Control


Accounts

• Supplier Payables Natural Account only updatable by the


Payables Subledger
• Customer Receivables Natural Account only updatable
by the Receivables Subledger
• General Ledger cannot post to a Subledger Control
Account
• Improve reconciliation – eliminate common source of
subledger control account discrepancies
• Less time spent identifying and correcting issues
resulting in faster close

78
How It Works – Subledger Control
Accounts

Flexfield
Segment
Qualifier

79

How It Works
Reporting

80
How It Works - Reporting

• Account Analysis Report


• Complete Multiperiod Accounting
• Create Accounting
• Import/Export/Validate Application Accounting Definitions
• Journal Entries Report
• Open Account Balances Data Manager
• Open Account Balance Listing
• Subledger Accounting Balances Update
• Subledger Period Close Exceptions Report
• Transfer Journal Entries to GL
• Update Subledger Accounting Options
81

Journal Entries Report

• XML Report
• Data Extract
More than
100 columns
of data

82
Account Analysis Report

• XML Report
• Over 100
Data Elements
in Extract

83

Subledger Period Close Exceptions


Report

84
What Happens in an
Upgrade?

85

What Happens in an Upgrade?

• Automated upgrade
• Product accounting programs become subledger
accounting definitions
• Existing account derivation mechanisms respected
– Workflow Account Generator
– Receivable Auto-Accounting
– Projects Auto-Accounting
– Accounting flexfields stored on setups and transactions
– Passed as defaults

86
Summary

87

Summary

• Streamlined reconciliation
– Transaction level journals
– Transaction Details
– Reporting and drilldown
– Integration with XML publisher
– Reconciliation reference

88
Summary

• Period Close Processing


– Online Accounting
– Straight through processing
– Draft Accounting
– Subledger control accounts
• User-defined accounting rules maintained in
future upgrades

89

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Questions and Answers

Thank You!

Alyssa Johnson
ajohnson@solutionbeacon.com

www.solutionbeacon.com
Real Solutions for the Real World ®

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