Prerequisites for ORACLE Apps

1) SQL
2) PL/SQL
3) D2K

Courses
1) GL (General Ledger) Finance
2) AP (Account Payable)
3) PO (Purchase Order)
4) INV (Inventory)
5) OM (Order Management)
6) AOL (Application Object Library)
7) Alerts
8) SQL Loader
9) UTL_Files

Different ERP In The Market

1) System Application Programming (SAP): Most widely used ERP in the market. One of the
oldest standardized ERP. Implemented by most of the big players in the market.
2) PEOPLESOFT: Famous for HRMS
3) ORACLE APPS: Ranked second in the market after SAP. ORACLE has also acquired
PEOPLESOFT and JD EDWARDS. It is famous for its Finance and Manufacturing module.
4) BAAN: BAAN is used by middle scale industries with yearly turnover of about 50 crores. In other
words suitable for the companies those can not afford costly ERPs like ORACLE APPS and SAP
however at the same time does not want to work on ERPs specially created by small players in the
market.
5) JD EDWARDS: JD EDWARDS ERP is used by Vertical Companies (those companies whose
sales graph always shows an upward movement.) like Medical and Pharmaceuticals companies.

Apps Profile

1) Technical Consultant
2) Functional Consultant
3) Techno – functional Consultant
4) Apps DBA
Functional Security In ORACLE APPS

User

Responsibility

Menu

Sub Menu

Functions

Form

User End user, using the application front end interface.

Responsibility Privileges to the user.
Menu Hierarchal arrangement of Sub Menus and Functions.
Sub Menu Hierarchal arrangement of functions.
Functions A Function calls a form.
Form A Form is a GUI (Graphical User Interface).

Application Object Library (AOL)

Application Object Library (AOL) is the interface used for registering custom objects like forms, reports in
ORACLE Applications.

AOL
D2K ORACLE APPS

About History
The Common Part

Before starting work on ORACLE APPS it is necessary to start necessary service/server. For this follow
followed steps:

1) Choose Start  Programs  Administrative Tools  Services

as a result Services window will appear:

2) Start any of the followed two services/server by right clicking on them and then choosing Start if
the Status column for them is blank (a blank column indicates stop service/server).

a. Oracle Apache Server VIS (used in industries when local computer is not server.)
b. OracleVIS_HOME1HTTPServer (used at homes where local computer is server.)

3) Press F5 key to verify whether the service has started or not.

4) Now close the window and start Internet Explorer. If the followed Work Offline dialog box
appear then simply click on Try Again button.

As a result the Oracle Applications Login window will appear.

 in this window pass User Name and Password
Default User Name: Operations
Default Password: welcome

About Forms
Entry Mode: In Entry Mode the user can store data to the database by using the form The form shown
above is how a form looks like in Entry Mode.

Query Mode: in query mode the user may enter a query in any field and may show the result. In query
mode the background of all the fields changed to blue color.
To go into query Mode choose View  Query By Example  Enter or simply press ‘F11’ key.
To execute the query choose View  Query By Example  Run or simply press ‘CTRL + F11 ’.
To close query mode choose View  Query By Example  Cancel or simply press ‘F4’.

Troubleshoot: Once we enter data in Entry Mode in any filed and then try to switch to Query Mode by
pressing F11 key; the form prohibits us from doing that and the followed error is shown in status bar:
FRM-40202: Filed must be entered.

In this case choose:

Edit  Clear  Form
As a result the Decision dialog box will appear.
Press Discard button in the Decision dialog box.
Note:
1) Fields with yellow background are mandatory fields i.e. passing values to them is necessary.
2) Fields with white background are optional fields i.e. passing values to them is not necessary.

Shortcut Keys

To view LOV (list of values) for any field, list box etc. CTRL + L
Query Mode F11
Execute the Query CTRL + F11
Close the form F4

Getting Help
Right click in the field, list box  Choose ‘Help’ from the pop up menu.
Help window will open up automatically.

How To create/modify A User

Navigate To
System Administrator  Security  User  Define

In the screen above complete the following entries:

User Name Unique name of the user.
Description Description of the user.
Password Password assigned to the user. Enter the password to be
assigned to the user in this field and press ‘TAB’ or
‘ENTER’ key. The password field will get blank but still
will be yellow in color which means that we have to
enter the password again so as to reconfirm it, hence
enter the password again, press ‘ENTER’ or ‘TAB’ key. If
the password gets reconfirmed, the field will become
blank. The password must be at least six characters
long.
Person Give person name if he/she is the employee of the
company. We can select from the list of Employees
values.
Customer Give the customer name if he/she is the customer of the
company. We can select from the list of Customers
values.
Supplier Give the supplier name if he/she is the supplier of the
company. We can select from the list of Supplier values.
E-Mail E-Mail of the user being created.
Fax Fax of the user being created.

Password Expiration
Days Specifies that how many days from the day of defining
the user the user’s password should expire.
Accesses Specifies that after how many access after from first
access user password should expire.
None Specifies that the user password is not going to expire
in any case.

Effective Dates
From Specifies the date from which the user may login in the
system.
To Specifies the date upto which the user account will be
effective. Leave this field empty since this field is
indirectly used to unauthorized a user from accessing
the system.

Responsibility
Responsibility In this tab choose the various responsibilities assigned
to the user being defined.
Application This will be populated once the above responsibility is
selected.
Security Group This will be populated once the above responsibility is
selected.
Effective Date From the date when the user will access this
From responsibility.
Effective Date To what date the user will access this responsibility.
To

Securing Attributes
Attribute Select an attribute you want used to determine which records this user
can access. You can select from any of the attributes assigned to the
user's responsibility.
Application This field can not be accessed.
Value Enter the value for the attribute you want used to determine which
records this user can access.
Once the above entries are completed, click on save button in the toolbar / press ‘CTRL + S’ or
choose File  Save so as to save the record for the user being defined.

How To View Users Activities Information

Navigate to:
Security  User  Monitor

How To Switch Responsibility

1. From File menu choose Switch Responsibility

2. From Responsibilities dialog box choose the responsibility you want to work on and press OK
button.
How To See Name Of A Table From Front End.

1. From Help menu choose Record History.

Help Record History

What Are WHO Columns

Every table has WHO Columns that define the followings

Created By: Specifies the name of the user who has created the particular record.
Creation Date: Specifies the date of creation.
Table Name: Specifies the name of the table.
Updated By: Specifies the name of the user who has last updated the record.
Update Date: Specifies the date of last updation.

Some Important Tables

FND_USER FND_menu tofind the menu id

FND_RESPONSIBILITY_TL FND_MENU_ENTRIES_TL to find the name of menu items and menu
id.
FND_RESPONSIBILITY
FND_USER_RESP_GROUPS
FND_APPLICATION
FND_APPLICATION_TL

How to see name of a column from front end.

1. From Help menu choose Diagnostic and from Diagnostic menu Examine.

Help  Diagnostic  Examine

What is the concept behind table with _TL as end of their names.

TL stands for Translation. Every table with _TL as end of their name has a corresponding table without
_TL as their name e.g. for table FND_RESPONSIBILITY_TL there is a table
FND_RESPONSIBILITY.
Actually the table with _TL as end of their name has description while the corresponding table
without _TL as end of their name just has IDs, e.g. FND_RESPONSIBILITY will have
RESPONSIBILITY_ID along with other IDs while table FND_RESPONSIBILITY_TL
will have RESPONSIBILITY_ID along with RESPONSIBILITY_NAME and along
with other necessary description.

What is the meaning of table starting with FND

FND stands for Foundation Tables in ORACLE APPS which is a part of AOL
module. AOL module belongs to APPLSYS schema.

Architecture of ORACLE APPS

AOL belongs to APPLSYS schema.

GL belongs to GL schema.
AP belongs to AP schema.
OM belongs to ONT schema.
PO belongs to PO schema.
.
.
.
FA belongs to FA schema.
AR belongs to AR schema.

How many tables are there in APPS schema

There is no table in APPS schema.

Note: APPS and APPLSYS schema are two different schemas.

Directory structure of ORACLE APPS.

APPL_TOP AP_TOP

(Modules)

GL AP AR PO INV ……………….. AU

11.5.0 (11.5.0 directory is the version of AOL

installed.)

Forms Reports Bin SQL

US US US US (US directory indicates

the language of ERP
being used.)

.fmx .rdf .ctl/.prog .sql

Various TOPs

APPL_TOP along with AP and 11.5.0 is known as AP_TOP.

APPL_TOP along with GL and 11.5.0 is known as GL_TOP.
APPL_TOP along with AR and 11.5.0 is known as AR_TOP.
APPL_TOP along with PO and 11.5.0 is known as PO_TOP.
.
.
,
APPL_TOP along with INV and 11.5.0 is known as INV_TOP.

How to search APPL_TOP

1. Run REGEDIT.
2. Go to
HKEY_LOCAL_MACHINE
SOFTWARE
ORACLE
APPLICATIONS
11.5.0
VIS
3. Look at the entry of APPL_TOP.

Directory Contents

1. Reports/US folder in a particular top (say AP_TOP) has Report Files (.rdf).
2. Forms/US folder in a particular top (say AP_TOP) has Compiled Forms (.fmx)
3. Bin/US folder in a particular top (say AP_TOP) has Control Files (.ctl)
4. SQL/US folder in a particular top (say AP_TOP) has all .sql files.

Custom Top

The various tops discussed above contains only standardized forms, reports, control files, sql files etc
shipped by ORACLE. However if a given forms, reports, control files, sql file in any of these top is needed
to be customized than that file should be first copied to corresponding directory in Custom Top and later
modifications should be done to it instead of making changes in the original file. Not all the organizations
have Custom Top implemented; in this case create a Custom Top should be created like CAR for AR
module, CAP for AP module CINV for INV module under APPL_TOP.

Note:
 Most of the servers in organizations run on UNIX which is case sensitive, hence while saving or
renaming files always take care that the file name and extension is correct.
 i in ORACLE APPS version stands for Internet (e.g. 11i).

Versions of ORACLE APPS

10.7 11.0.3 11i

General Description This version of Versions of ORACLE
ORACLE APPS can be APPS 11i are
broadly classified into 11.5.1 (has lots of bugs)
two categories: 11.5.2
1. Character 11.5.3
11.5.4
 Based: in this 11.5.5 (was first stable
command are version)
executed using 11.5.6
‘/’ key and the 11.5.7
mouse can not 11.5.8
be use. 11.5.9
2. GUI Based: in 11.5.10
which mouse is
functional.
Forms Character Based use Use D2k’s Forms 4.5 Use D2k’s Forms 6i
D2K’s Form 2.5
GUI Based use D2K’s
Form 4.5
Reports Both Character Based Use D2k’s Reports 2.5 Use D2k’s Reports 6i
and GUI based use
D2K’s Reports 2.5
Architecture Client/Server based. 3 Tier Client/ URL based
Application Server/
Database Server
Database ORACLE 7.3 / ORACLE 8 database ORACLE 8i/9i/10g
ORACLE 8 database. database

Module Application and Responsibilities – Architecture

Module

Application-1 Application-2 .......................................................Application-n

Responsibility-1 Responsibility-2…………………….Responsibility-n

Responsibilities

Responsibilities: are the privileges assigned to a particular user.

Responsibility is consisting of followed 3 components:

1) Menu
Menu is hierarchal arrangement of Submenus and Functions.

2) Data Group
A Data Group connects Application to ORACLE ID (schema) or in other words it is the interface
between Application and ORACLE ID (schema).

Application Connects to ORALCE ID

(schema)
Act as an interface
 3) Request Group
Request Group is the set of Concurrent Programs which is attached to a particular Responsibility.

Menu Name and User Menu Name

What is the difference between Menu Name and User Menu Name in Menus form?

User Menu Name: You use the user menu name when a responsibility calls a menu or when one
menu calls another.
Menu Name: This is the name that defines the purpose of the menu.
How to create/modify a Responsibility

Navigate To:

System Administrator  Responsibility  Define

 How to create/modify a Request Group

Navigate to:

System Administrator  Application  Menu

Menus Block
Menu Choose a name that describes the purpose of the menu. Users do
not see this menu name.
User Menu Name You use the user menu name when a responsibility calls a menu
or when one menu calls another.
Menu Type Choose any one of the four menus type:
1) Security
2) Standard
3) TAB
4) Unknown
Description General description about the menu.
View Tree Once you have defined a menu, you can see its hierarchical
structure using the "View Tree..." button.
Menus Entries Block
Sequence Enter a sequence number to specify where a menu entry appears relative to
other menu entries in a menu. The default value for this field is the next
 whole sequence number. A menu entry with a lower sequence number
appears before a menu entry with a higher sequence number. Use integers
only as your sequence numbers.
Navigator Prompt Enter a user-friendly, intuitive prompt your menu displays for
this menu entry. You see this menu prompt in the hierarchy list
of the Navigator window.
Submenu Call another menu and allow your user to select menu entries
from that menu.
Function Call a function you wish to include in the menu.
Description Descriptions appear in a field at the top of the Navigate window
when a menu entry is highlighted
 How to create/modify a Data Group

Navigate To:

System Administrator  ORACLE  Data Group

Data Groups Block

Data Group A Data Group uniquely identified by its name. Once
saved Data Group name can not be edited.
Applications – ORACLE ID Block
Application Within each Data Group an application can be listed
 only once.
Oracle ID Select Oracle ID you want to assign to the
application. An Application uses an Oracle ID to
access tables in the database.
Use this button to copy an existing data
group, then add or delete application-
ORACLE username pairs to create a new
data group.
Copy Applications From Use this button to copy an existing Data Group, then
add or delete Application-ORACLE user name pairs
to create a new data group.

How to customize menu

You know it or you don’t. So be careful and keep practicing.

How to find whether an added Concurrent Program/Report has actually added or How to run a Concurrent
Program/Report/How to run a concurrent request.

Navigate to:
System Administrator  Request  Run
Or (when at any form)
Choose View  Requests

In Find Requests dialog box click on Submit A New Request button.

From Submit a New Request dialog box choose Single Request and click OK button.
In Submit Request dialog box enter the name of the request to run and press Submit button.
Request Set

A Request Set is a set of Concurrent Programs attached to a particular Request Group.

Need of Request Set

Sometimes we need to fire more than one Concurrent Program. In this case we can group them in a
Request Set and later can add this Request Set to a Request Group.

How to create Request Set

Navigate To:

System Administrator  Concurrent  Set

As a result Request Set window will appear:

From the Request Set window above click Request Set Wizard button. As a result Request Set Wizard
will appear.
from the Request Set Wizard choose Sequentially if you want to fire your Concurrent Programs in the
Request Set to fire one after another or choose In Parallel if you want to fire them independent of one
another in parallel. Then click on Next button.

As a result the followed screen will appear.

choose Abort Processing if you want to abort the Concurrent Programs firing process in case of an error
of simply choose Continue Processing if you want to continue firing the next Concurrent Program even
in case of an error encountered in earlier Concurrent Program.

Click on Next button the followed screen will appear.

Set: Give a name that identifies the Request Set.
Applications: Choose the name of application.
Description: General description about the Request Set. Generally it is the same as that of Set.

Click on Next button. The followed dialog box will appear.

Choose After the Entire Set Has Completed if you want to print you Request Output Files to print only
when the entire Request Group has fired successfully or choose As Each Request in the Set Completes
if you want to print the Request Output Files to get printed as soon as they are fired successfully.

Click on Next button. The followed dialog box will appear.

Select the Concurrent Programs from Program. Click on Finish button.

After a message box confirming creation of Request Group the followed Request Set will appear.

Click on Link Stages. The Link Stages window will appear.

From the window above one can manipulate sequence of firing of Concurrent Programs.
Here
Success: indicates the name of the Concurrent Program that should fire in case of Concurrent Program
given by corresponding Name field is fired successfully. You can manipulate this field
and may specify name of another Concurrent Program to run in case of successful
completion of the Concurrent Program given by corresponding Name field. If you
leave this field blank then no report will run after successful completion of the
Concurrent Program given by corresponding Name field.

Warning: indicates the name of the Concurrent Program that should fire in case of Concurrent
Program given by corresponding Name field is fired with a warning.. You can
manipulate this field and may specify name of another Concurrent Program to run in
case of the Concurrent Program given by corresponding Name field fires with warning.
If you leave this field blank then no report will run after the Concurrent Program given
by corresponding Name field got fired with a warning.

Error: indicates the name of the Concurrent Program that should fire in case of Concurrent Program
given by corresponding Name field fails to fire or a run time error took place during
firing.. You can manipulate this field and may specify name of another Concurrent
Program to run in case of the Concurrent Program given by corresponding Name field
fails to fire or fires with an error. If you leave this field blank then no report will run after
the Concurrent Program given by corresponding Name field fails to fire or fires with a
warning.

To attach the Request Set created to a Request Group.

Navigate to

System Administrator  Responsibility  Request

In Request tab choose Set.

Give name of the Request Set generated earlier and save it.
How to run a Request Group
Navigate to:
System Administrator  Request  Run
Or (when at any form)
Choose View  Requests
In Find Requests dialog box click on Submit A New Request button.

From Submit a New Request dialog box choose Request Set and click OK button.

In Submit Request Set dialog box give the name of the Request Group and Click on Submit button.
What are 3 linked stages of Request Set.

Followed are the three different stages of Request Set.

Success: Indicates which Concurrent Program should run after successful firing of earlier Concurrent
Program.
Warning: Indicates which Concurrent Program should run in case earlier Concurrent Program
fires with a warning.
Error: Indicates which Concurrent Program should fire in case earlier Concurrent Program run with
an error or failed to run at all. Normally this field is left blank as logically no Concurrent
Program should run in case earlier Concurrent Program failed to run.
At backend followed values are used for the above 3 linked stages:
Success: 0
Warning: 1
Error: 2

Some Questions

1) What are the Linked Stages of Request Set?

2) What is the difference between Request Group and Request Set?
3) How will you exclude the Menus/Functions from Menus?
4) What is Data Group?
5) What is Request Set?
How to create Custom Top

A Custom Top is create for each module under APPL_TOP directory i.e. one directory will be created for
each AP, PO, INV, BOM etc. The standard for naming these custom directories is XXCNameOFModule
e.g. XXCAP, XXCPO, XXCINV, XXCBOM etc.
let us take an example of Custom Top for AP module.

1) First step is to find the path of the APPL_TOP directory. For this follow the followed steps:
 Run REGEDIT.
 Go to
HKEY_LOCAL_MACHINE
SOFTWARE
ORACLE
APPLICATIONS
11.5.0
VIS
 Look at the entry of APPL_TOP.
The directory of APPL_TOP is found to be “d:\oracle\visappl”.

2) Second step is to create a directory structure under APPL_TOP directory. Therefore go to the
“d:\oracle\visappl” and create a directory structure in it similar to that of AP module. The name of
the Custom Top directory for AR should be XXAR_TOP.

3) Third step is to register the XXCAR_TOP custom top in ORACLE APPS. For this, navigate to:
Application  Register

Application: Give a descriptive name to your application. This name is seen by user.
Short Name: ORACLE APPS use this name to identify forms, menus, concurrent programs
etc associated with the corresponding application while
Basepath: Enter the name of the environment variable
Description: Give general purpose description about the custom top created.
 4) The fourth step is to attach a Data Group with the custom top XXAR_TOP. For this, navigate to:
System Administrator  ORACLE  DataGroup

DataGroup: Give a unique name to Data Group being crated.

Description: Give general purpose description about Data Group being created.
Application: Name the application/custom top created (in this case Custom Account
Receivable).
Oracle ID: Attach an Oracle ID with the application (APPS always.).
Description: Give general purpose description.

Now save record and exit Data Groups window.

How to find the exact name of a table when only a hint of name is all you have?
Use the followed command

SELECT * FROM TAB WHERE TAB.TNAME LIKE ‘NameHint%’

e.g.

SELECT * FROM TAB WHERE TAB.TNAME LIKE 'FND_APPL%'

Some Important Tables

FND_APPLICATION
FND_APPLICATION_TL

Some ERP Modules

MRP Material Resource Planning

WIP Work in Progress
BOM Bills of Material
Quality Quality

Some Questions

1. What do you mean by a Request Set?

2. What are three different Linked Stages of Request Set? What are the values used at backend for
these different Linked Stages?
3. For what the followed tables are used for:
1) FND_APPLICATION
2) FND_APPLICATION_TL

4. What is the difference between Data Group and Linked Group?

5. How will you exclude Menu/Function from a given Responsibility?
6. What is the difference between Request Set and Request Group?
7. What is Data Group?
8. What is Request Set? What are Linked Stages of a Request Set?
9. How to run a Request Set?
10. How to create and register a Custom Top?
11. How to create a Request Set?
Values Sets
Flex Fields

Flex Fields captures the information of the organization.

Types of Flex Fields

There are two types of Flex Fields:

1) Key Flex Fields (KFF)

2) Descriptive Flex Fields (DFF)

Key Flex Fields (KFF)

This is unique identifier.

KFF stores values in Segment Columns.
KFF is used to store information of the organization.

Descriptive Flex Fields (DFF)

DFF captures the extra information in the form.

DFF is denoted by square brackets [ ].
DFF stores values in Attribute Columns.

How to enable Descriptive Flex Fields (DFF)

First of all open any Form with a DFF. (In our example navigate to General Ledger, Vision Operations
(USA) Budgets  Define Budget)

in the form above click on DFF and then choose Help  Diagnostic  Examine. The followed dialog box
will appear:
in the Enable Diagnostic window above give password as APPS.
As a result the followed Examine Field and Variable Values window will appear:

From the Examine Field and Variable Values window above copy the name of the block (Budget in our
example) and then click on the button along with the field block. The followed Choose a block dialog
box will appear.

From the Choose a block dialog box above choose $DESCRIPTIVE_FLEX_FIELD$ and press OK
button.
As a result Examine Field and Variable Values dialog box will appear again. In the Field text box paste
the block name copied earlier (i.e. Budget) and then click on the Value field. Copy the value shown by it
(Define Budget (Oracle General Ledger) Here Define Budget is the name of the Descriptive Flex Field and
Oracle General Ledger is the name of the Application. ).

Press OK button.
Now navigate to

System Administrator  Application  Flexfield  Descriptive  Segments

As a result the Descriptive Flexfield Segments window will appear.

Go to the query mode by pressing F11 key. In the Title field name the title of the DFF (in our example it is
Define Budget) and in the Name field give the name of the Application (in our example it is Oracle
General Ledger). Execute the query by pressing F11 key.
In this window deselect the Freeze Flexfield Definition if it is selected.
Now click on Segments button. As a result followed Segments Summary window will appear.

In Segments Summary window enter the followed information:

Number: Sequence number.

Name: Name of the field to be added.
Window Prompt: Name that will be visible to the user.
Column: Name of the column.
Value Set: Name of the Value Set that should appear whenever user click on the field being
created.
(In our example, we also have created a record as shown in the diagram above.)
Now save the changes and exit.

Now, again navigate to the form for which we have modified the DFF i.e.

General Ledger, Vision Operations (USA) Budgets  Define Budget

As a result again Define Budget (Vision Operations) will appear.

In the form above, click on the DFF, as a result the followed dialog box will appear:

As we can see easily, the Date segment added earlier is visible.

Types of Elements in DFF

1) Global Data Elements

2) Context Sensitive Element

How to see Flexfield of an Application

Navigate to:

System Administrator  Application  Flexfield  Segments

As a result the followed Descriptive Flexfield Segments form will appear.

Go to the query mode by pressing F11 key. In the Application field enter the name of the application whose
flexfield you want to find and press F11 key.
 GENERAL LEDGER
What are the tasks associate with General Ledger

Followed are some of the tasks associated with the General Ledger.

1) Journal entry
2) Balance sheet
3) Consolidation of Data from sub ledgers.

Note

GL is the main ledger and AP, AR etc are the sub ledgers of GL.
GL is the first module to be implemented in organizations.

What is the very first step of GL setup

Chart of Accounts (COA): Chart of Accounts is a combination of segments.

Structure of segments

Company

Cost Centers (profit and loss units of organizations)

Accounts

Sub – Accounts
-
-
-
Futuristic (segments that are left for future use. A good s/w engineer will always create Futuristic segments
for future use.)

Note

Maximum number of segments allowed in ORACLE APPS is 30.

Minimum number of segments that should be implemented is 2 (Company + Account)
Desirable number of segments that should be implemented in any organization are 5 to 6.

Topics in GL

1) Set of Books
2) Assign SOB to a responsibility
3) GL Cycle
4) Conversion Type and Conversion Rate
5) Cross Validation Rules
6) GL Interface

Table for Currency

FND_CURRENCIES
FND_CURRENCIES_TL

Table for General Ledger

GL_PERIODS Stores accounting periods information.

GL_SETS_OF_BOOKS Stores information of various Set of Books created.

Question

1) Which PROFILE OPTION is used for attaching GL to SOB?

GL SET OF BOOKS NAME profile option is used for attaching GL to SOB.

GL Cycle

1) Open/Close the Journal

GL_PERIOD_STATUSES: Stores the information of various general
ledgers’ period status. Important column in this table is
OPENING_STATUS and CLOSING_STATUS. Given followed are different values
allowed

C Closed
F Future
N Never opened
O Open
W

2) Journal Entry

Types of Journal Entry allowed in GL are followed:

I. Batch

GL_JE_BATCHES: Stores the batch entries.

II. Header

GL_JE_HEADERS: Stores the headers entries.

III. Lines

GL_JE_LINES: Stores the lines entries.

A collection of Lines entries are represented by a Header and a collection of Header entries are
represented by a Batch.

3) Posting

GL_BALANCES: Stores the posted journal entries.

4) Making Reverse entries

Suppose a person made a journal entry of 1,00,000 Rs. Instead of 1,000 Rs. and posted the corresponding
journal. Suppose followed was the entry:

Debit Mr. Sharma 1,00,000 Rs.

Credit Cash 1,00,000 Rs.

In that case the only way through which the wrong entry can be corrected is by making a reverse journal
entry as given followed:

Debit Cash 99,000 Rs.

Credit Mr. Sharma 99,000 Rs.

Once the above entry is made, the corresponding journal is posted again.

Relation between GL_JE_BATCHES, GL_JE_HEADERS and GL_JE_LINES

GL_JE_BATCHES

JE_BATCH_ID

GL_JE_HEADERS

JE_HEADER_ID

GL_JE_LINES

Flex Fields

Segment: Segment is an entity of organization.

(Segment signifies the level on which the company wants to crate their balance sheet.)

Number of futuristic segments to be implemented in any organization depends on the requirement of the
organization i.e. it can be one, two, three and so on depending on the scale on which company is expecting
expansion in near future

Flex Field: Flex field is a unique identifier. It is a combination of Chart of Accounts (COA).

Chart of Account (COA): Chart of Account is used to capture accounting information of

organization.

How to create Chart of Account (COA)

Let us consider the example of Polaris company, which is a software development company. The segments
required in the company are followed:

1) Company Branch
2) Cost Centers
3) Products
4) Accounts
5) Sub – Accounts
6) Future Use

Step 1:
The first step in create Chart of Account (COA) is to define the required value sets. In our example we
have to create list (dependent, independent, table, etc) for the above six segments. In case of our example
followed are the six Independent Value Sets created.

Polaris_Company
Polaris_CostCenters
Polaris_Products
Polaris_Accounts
Polaris_SubAccounts
Polaris_FutureUse

Alarming: While creating value sets give special attention to size of value sets. It is because value
sets with maximize size of 15 characters can be added to the Chart of Account (COA) segments. Further
the size of value set should be logical e.g. it is foolishness to give a size of 50 characters to Cost Centers of
a company as at a maximum there are about 10 to 20 cost centers in any big organization therefore a list of
size 2 can generate all possible code combination.

In Short, we can sum up it as:

The maximum size of the Value Sets (LOV) should be less then equal to 15 characters.

Step 2:

The second step is to define Segments.

Navigate To:

System Administrator  Application  Flexfields  Key  Segments

As a result followed Key Flexfield Segments form will appear:

In the form above give the name of Application and Flexfield title (in our case it is Application is Oracle
General Ledger and the Flexfield name is Accounting Flexfield).

Unchecked the Freeze Flexfield Definition option if it is checked since we want to add a new COA in it.
Add a new record in it with the followed information:

Code Polaris_Accounting_Flex
Title Polaris Accounting Flex
Description Polaris Chart of Account
View Name Left blank

Step 3: The third step is to attach LOV.

Click on the Segments button. Followed form will appear.
Name: Give name to your segment.
Window Prompt: Prompt that will be visible to the user. Populate automatically; however you
may also change it the way you want to.
Column: As we know the Key Flexfield stores values in Segment Columns, hence choose
the appropriate columns.
Value Set: Add the appropriate value sets created in step 1.

Step 5: Fifth step is to map the segment with Flexfield qualifiers.

For this click on the segment in the form and press Flexfield Qualifiers button; as a result followed
Flexfield Qualifiers window will appear.

Choose the Flexfield Qualifier by checking the corresponding Enabled check box. Close the form and then
this process for the Segments that you want to map with Flexfield Qualifier created. In our case we have
performed the followed mappings.

Segment Name Qualifier Name

Company Balancing Segment
Cost Centers Cost Center Segment
Products No Qualifier
Accounts Natural Account Segment
Sub Accounts No Qualifier
Future Use No Qualifier

Step 7: Choose segment separator.

Segment Separator: Segment Separator is the character you want to use to separate your flexfield
segment values or descriptions whenever your application forms display concatenated segment values or
descriptions. Followed are the Segment Separators in ORACLE APPS:
1) Period (.)
2) Dash (-)
3) Pipe (!)
4) Custom:
Step 8: Ensure the followed
Allow Dynamic Inserts check box is unchecked.
Freeze Flexfield Definition check box is unchecked.
Enabled check box is checked.

Now save your work on all the forms and close them. The followed dialog box will appear. Press OK
button to compile Flexfield definition.

In case no error is generated the followed message box will appear.(if the followed message box appear
instead of any error message then you may assure that your Chart of Account (COA) is syntactically
correct but logical error can’t be assured of. In case of error appropriate error message will appear.)

Step 6 The last step is to attach values to LOV (you know how to do it).

While defining values keep in mind that we have used number data type for near about all the value sets.
Therefore the values must be all numeric if the datatype of the concerned list is numeric.

Types of Accounts

Followed are the types of accounts in ORACLE APPS:

1) Asset
2) Expense
3) Liability
4) Ownership stock holder
5) Revenue

Types of Flexfield Qualifiers

Flexfield Qualifiers: Flexfield qualifier is used to identify segment.

Followed are the types of Flexfield Qualifiers in ORACLE APPS:

Cost Center Segment: This attribute is used to identify the cost center segment.
Natural Account This attribute is used to identify the natural account segment.
Segment
Balancing Segment This attribute is used to identify the balancing segment. This is typically the
company segment. Balancing segment is used to map the credit and debit entry.
Intercompany This attribute is used to identify the intercompany segment
Segment

Questions

1) What is Balancing segment?

2) Which segment is Balancing segment?

Some Tables

GL_CODE_COMBINATIONS
GL_CODE_COMBINATIONS_V

Some Concepts

1) Story behind Allow Dynamic Inserts

Allow Dynamic Insert allow the user to enter Code Combination even if they does not exist in the
Code Combination Form. It is alarming since user might make wrong entries. So always unchecked
this option.

2) Story behind Code Combinations

3) Story behind Code Combinations Form

Code Combination Form contain all legal Code Combination. If Allow Dynamic Inserts option is
unchecked then the user can only make those entries which exist in Code Combination Form and
hence are legal. However if the Allow Dynamic Inserts check box is checked then user can make any
kind of arbitrary entries and hence the correctness of entry made reside on the user which is not a good
idea.

Set of Books (SOB)

Set of books

Currency Calendar Chart of Accounts (COA)

Types of Currency
There are followed two types of currency
1) Local
Local currency refers to the currency of the nation in which the ORACLE APPS is installed.

2) Foreign
Currency other than Local is refer to as Foreign currency

Types of Calendars

There are followed two types of calendars

1) Fiscal
Fiscal calendar refers to the government calendar period.
2) Accounting
Accounting calendar refers to the accounting periods used by the companies.

Question

1) In which condition you require more than one SOB

We require more than one set of books if any of the three Cs i.e. Currency, Calendar or Chart Of
Accounts changes.

2) How many Flexfield are there in GL?

There is only one Flexfield in GL which is Accounting Flexfield.

Creating Independent Value Set

Navigate To:

System Administrator  Application  Validation  Set

As a result the followed Value Sets window will appear.

Make the followed entries:

Value Set Name Give a unique name to your value set.

Description Give general purpose description about your value set.
List Type Choose the type of list you want to create. Followed are the formats available:

1) List of Values
2) Long List of Values
3) Poplist

Format Validation
Format Type Choose the type of data.
Maximum Size Give maximum size allowed for the elements of list. While creating Value Set for
Flexfield give special consideration to the size of Value Set; since the size of
Value Sets to be attach to a particular Segment should be less than equal to 15
characters.
Min Value
Max Value

Value Validation
Validation Type Choose the validation type. Followed are the Validation types available in
ORACLE APPS:

1) Independent
2) Dependent
3) None
4) Special
5) Pair
6) Table
7) Translatable Independent
8) Translatable Dependent

Save and exit the form.

Adding Values to a Value Set

Navigate to:

System Administrator  Application  Validation  Values

As a result followed Find Value Set form will appear:

In the Name field give the name of Value Set for which you want to make entries and pres Find button. As
a result followed Segment Values form will appear.
In the Segment Values form above enter the values, save your work and exit.
As discussed earlier that Set of Books (SOB) is a combination of three C’s i.e. Currency, Chart of
Accounts (COA) and Calendar. We have already seen how to create Chart of Accounts. Now our next
step will be to create/enable Currency and Calendar. Let us first create/enable Currency.

How to enable/create currency

First thing first, ORACLE has already defined all the Currencies being used elsewhere throughout the
world. Therefore we hardly need to define any new Currency. What we do merely is to enable an already
defined Currency by ORACLE according to the need of the organization. However it doesn’t mean that
we can define a new Currency, certainly we can define new Currency.

Navigate to:
General Ledger, Vision Operations (USA)  Setup  Currencies  Define

As a result the followed Currencies dialog box will appear.

Now since we are enabling a Currency therefore go to the Query Mode and search for the Currency you
want to enable and then click on Enabled check box to enable the currency

Now let us look at its fields now

Code Unique Code for the currency.

Name Name of the currency.
Description General purpose description about the currency.
Issuing Territory Name of issuing territory.
Symbol Symbol for the currency.
Precision
Extended Precision
Minimum Minimum currency amount that can be accounted.
Accountable Unit

Currency Derivation
Type
Factor
Effective
Effective Dates
From Date form which the currency becomes effective.
To Data up to which the currency will remain effective.

Enabled Select/Deselect Enabled check box to enable/disable a particular currency.

Note:
1) You can also use the Descriptive Flex Field given to add extra information needed.
2) You can use the above Currencies form to crate a new Currency.
Types of Calendars

There are two types of calendars:

1) Fiscal: Fiscal calendar is the Accounting calendar defined according the rules and regulations of
the company.
2) Calendar: This is the Accounting period defined according to the government norms.
How to create a Calendar

Creating a Calendar is a two step process:

1) Defining Calendar
2) Adding periods to Calendar
Defining Calendar

Navigate to:
General Ledger, Vision Operations (USA)  Setup  Financials  Calendars  Types

As a result the followed Period Types form will appear.

Now let us discuss the various fields of the above form.

Period Type User define name of the type of period.

Period Per Year. Numbers of period per year.
Year Type There are followed two Period Types:
1) Calendar: This is the accounting year as
according to the government norms.
2) Fiscal: This is the accounting period being
used by the company and may vary from
company to company.
Description General purpose description about the Period Type.
Note:

1) You can use the Descriptive Flex Field (DFF) to add new information.
2) Adjusting Calendar of 13 (or more) Months: Logically the accounting period of any
company should be of 12 months, however these days companies are using accounting periods of
13 or months. The extra months (other than starting 12 months) act as adjusting period in which
the company settle its various accounts (e.g. suppose a customer who took products on loan and
has yet not settled his account by paying off the debts).

Important Table

GL_PERIOD_TYPES: Stores data related to period types.

Adding periods to Calendar

Navigate to:

General Ledger, Vision Operations (USA)  Setup  Financials  Calendars  Accounting

As a result the followed Accounting Calendar form will appear.

Make the followed entries:

Calendar Enter of query the name of calendar.

Description Give description about your calendar.

Periods
Prefix Enter a period Prefix for each accounting period. General Ledger combines this prefix with
the year to create the period name. For example, you can enter Jan, Feb, Mar, etc. or
Period1, Period2, Period3, etc.
Type Enter the period Type.
When you define a set of books, you assign it a period type. When you assign a calendar to a
set of books, only the periods with the corresponding period type apply. Thus, you can
define an accounting calendar with periods of more than one period type; however, each set
of books will only use periods of a single period type.
Year Enter the Year of the accounting period. This is the year in which your fiscal year ends. For
example, if your fiscal year begins in 1994 and ends in 1995, enter 1995 for all periods in
the fiscal year.
Quarter Enter a number to specify which Quarter of your fiscal year your accounting period is in.
General Ledger uses this number to determine how your accounting periods roll up for
quarter-to-date balances.
Num Enter the Number of the period within the fiscal year. Be sure to number your accounting
periods sequentially, based on the period starting dates you specify in the From/To range.
From Enter the range of dates (From and To) when the accounting period begins and ends
To
Name Enter the name for the period. ORACLE automatically creates the Name however it can be
manipulate.

Adjusting If you choose to make an accounting period an Adjusting period, it can overlap the dates of
other accounting periods. For example, you can define a period called DEC-94 that includes
01-DEC-1994 through 31-DEC-1994. You can also define an adjusting period called
DEC31-94 that includes only one day: 31-DEC-1994 through 31-DEC-1994. Both your
adjusting and non-adjusting periods should have the period type associated with your set of
books.
Adjusting periods apply only to General Ledger. They are not used in Oracle feeder systems,
such as Inventory, Payables, Purchasing, and Receivables. Note also that you can only
import journals into non-adjusting periods. Finally, if you have average balance processing
enabled for a set of books, General Ledger will ignore adjusting periods.
Creating Set of Books

As discussed earlier Set of Books (SOB) consist of:

1) Calendar
2) Chart of Accounts
3) Currency

Now as we have defined Calendar, Chart of Accounts and Currency hence now let us create a Set of
Book (SOB).

Navigate to:

General Ledger, Vision Operations (USA)  Setup  Financials  Books  Define

As a result the followed Set of Books will open:

Creating Set of Books

Make the followed entries:

Set of Books Enter a Name for your set of books. This name appears whenever you choose a set
of books from a list and appears as a heading in reports.
Short Name Enter a Short Name that will appear in the title bar of each window.
Description (Optional) Enter a Description for the set of books.
Chart of Accounts Enter the name of any enabled Chart of Accounts, or account structure, for this set
of books.
Functional Enter the Functional Currency for your set of books. The functional currency is also
Currency known as the base currency, local currency, or primary currency. If your set of
books functional currency does not match your accounting functional currency (as
defined by FASB #52 (U.S.)), and you need to report financial results in your
accounting functional currency, consider using the General Ledger Multiple
Reporting Currencies feature. See: Multiple Reporting Currencies Overview.

Calendar
Name Assign an Accounting Calendar.
Future Periods Enter the number of Future Periods to allow for journal entry within this set of
books. General Ledger automatically assigns a status of Future Entry to accounting
periods following the latest open period in your calendar, based on the number of
future enterable periods you define here. If you change the number of future
enterable periods for your set of books, General Ledger does not change additional
period(s) to the Future Enterable status until you open a new period using the Open
and Close Periods window.
You can enter journal batches for a future enterable period, but you cannot post the
 batches until you open the period.
Minimize the number of future enterable periods to prevent users from accidentally
entering journal entries in an incorrect period.
Period Types Assign Period Types.

Closing Tab
Retained Accounts Assign the default Retained Earnings account for your set of books. You can also
assign default Suspense, Intercompany, Rounding Differences, Translation
Adjustment, Intercompany, and Reserve for Encumbrance accounts. See: Assigning
the Set of Books Accounts.
Translation
Adjustment Still not done.
Account Give description about the account.
Description

When you click on Retained Accounts or Translation Adjustment field the followed form will appear: