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60 Inventory Orgs? 6 Ledgers? No Worries, Reconcile Your Inventory With Ease!

UKOUG 2011 6 Dec 2011


(Session 192: 9 1o AM)

Douglas Volz Douglas Volz Consulting


doug@volzconsulting.com

Slide 1

Reconciliation Agenda
Background General Reconciliation Principles Receiving Valuation Accounts Inventory Valuation Accounts Work In Process Valuation Accounts Common Reconciliation Challenges

Custom Solutions for Multiple Organizations


Appendix: New Subledger Reports in R12

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Slide 2

Summary Background
Inventory to G/L reconciliation can be difficult This presentation includes standard Oracle techniques Plus additional ideas and solutions Doug has helped Oracle clients with these challenges since 1990

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Slide 3

Sample Financial Structure to Reconcile


Corporate Consolidated Ledger Secondary Ledger Primary Ledger Legal Entity
Korea (KRW) Asia-Pac LEs Corporate Consolidated Ledger (USD) European LSPs SLs LSPs European PL (USD) USA PL (USD)

Switzerland (CHE) Swiss PL (USD)

Korea LE

Asia-Pac LEs

Swiss LE

Other European LEs

CORP LE

Other LEs

Operating Unit

Korea OU

Asia-Pac OUs

Switzerland OU

Other European OUs

US OU

Inventory Orgs
ORG Korea Item Master (ZZZ)

Asia-Pac Dist. Centers

Swiss Dist. Center Switzerland Org

Europe LSP Orgs Europe Dist. Centers

US LSP Orgs US Dist. Centers

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Slide 4

There Has to be an Easier Way !!

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Slide 5

General Reconciliation Principles


Use the following formula: Prior cum. balance + monthly accounting activity = month-end cumulative G/L balance

Compare above formula to cumulative perpetual report balances

If you do not balance, check for manual G/L journal entries and entries from other subledgers

For Release 12, also check for pending or invalid Subledger entries

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Slide 6

Sample Reconciliation Worksheet

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Slide 7

More Reconciliation Principles


Ignore minor rounding differences: When the unit cost precision is higher than the currency decimal precision, you may have minor rounding differences between the valuation reports and cumulative accounting totals Release 11i: Watch out for transaction & reporting cut-offs issues Release 12: Inventory & Receiving Value Reports with As of Date Release 12: Make sure you run Create Accounting after all inventory orgs are closed and after all A/R invoicing is done

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Slide 8

How to Balance the Receiving Valuation Accounts


Use the Receiving Valuation Reports to get the month-end balances

Use the Receiving Account Distribution Report for monthly increases to the Receiving Valuation Account

Use the Material Distribution Summary Report for monthly decreases to the Receiving Valuation Account

For Release 12 use the Journal Entries Cost Management Report

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Slide 9

Receiving Value Report Standard Report Menu

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Slide 10

Receiving Value Report (XML - 12.1.x)

You can only find the XML Reports on the Requests menu!!!

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Slide 11

Receiving Value Report

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Slide 12

Receiving Value Report R12.1.x Format Options

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Slide 13

Receiving Value Report R12.1.x Format Options

Excel XML output FO not useful HTML tags and body PDF great to send to auditors RTF readable by MS Word
6-Dec-2011 Slide 14

Receiving Value Report R12.1.x Delivery Options

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Slide 15

R12.1.x Delivery Options

Printer Email Fax FTP

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Slide 16

Receiving Value Report


Sample Excel Report
The Excel formatting was touched-up

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Slide 17

Receiving Account Distribution Report

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Slide 18

Receiving Account Distribution Report


Sample MS Word Report

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Slide 19

How to Balance the Inventory Valuation Accounts


Use the Inventory Value Report to get the month-end balances for both your subinventories and (R12) intransit Or, use the Period Close Reconciliation Report You can also use the Transaction Historical Summary Report
Transaction Historical Summary Report Standard Costing Transaction Historical Summary Report Average Costing

Also use the Period Close Value Summary Report For monthly totals use the Material Distribution Summary Report For Release 12 use the Journal Entries Cost Management Report
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Material Account Distribution Summary

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Slide 21

Material Account Distribution Summary


Text Format

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Slide 22

All Inventories Value Report

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Slide 23

All Inventories Value Report


PDF Format

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Slide 24

Inventory Value Report

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Slide 25

Inventory Value Report


Text Format

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Slide 26

How to Balance the Intransit Valuation Accounts


Use the Intransit Valuation Reports to get the month-end balances Choose Yes for the option Only Display Inventory You Own

For Release 12 the Inventory Value Report also shows intransit balances

Use the Material Distribution Summary Report for monthly totals

For Release 12 use the Journal Entries Cost Management Report

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Slide 27

Intransit Value Report

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Slide 28

Intransit Value Report


MS Word Format

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Slide 29

How to Balance the WIP Valuation Accounts


Use the WIP Value Report to get the month-end balances (No cut-off issues) Choose the option to include closed jobs Use the WIP Account Summary and Material Distribution Summary Reports for monthly totals For Release 12 use the Journal Entries Cost Management Report

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Slide 30

WIP Value Report

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Slide 31

WIP Value Report


Text Format

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Slide 32

WIP Account Summary Report

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Slide 33

WIP Account Summary Report


Excel Format
The Excel formatting was not touched-up

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Slide 34

R12: Journal Entries Report Cost Management

Process Category: Inventory Receiving

Work in Process Manual / Third Party Merge


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Journal Entries Report Cost Management

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Slide 36

Journal Entries Report Cost Management

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Slide 37

Drill-Down From the General Ledger


Release 11i: The Inventory/WIP GL batch numbers are visible in the G/L, as part of the journal entry batch name Release 11i: You can run the Material and WIP Distribution Reports by this G/L batch number and compare to the General Ledger

Release 12: You cannot see the organization code on the G/L journal entry batch name unless you customize your SLA rules
Release 12: You can drill down from your G/L to the Subledger Accounting Entries to the material, receiving and WIP transactions Release 12: You can run the Subledger Journal Entries, Account Balances or Account Analysis Reports (with setup required)

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Slide 38

Oracle Release 10 to 11i Inventory/WIP Integration to GL


COLUMN NAME ----------REFERENCE1 REFERENCE2 REFERENCE3 REFERENCE4 DATA TO INSERT -----------------------------GL_BATCH_ID, ORGANIZATION_CODE DESTINATION WHERE THE DATA SHOWS UP ---------------------------- -----------------------------JE_BATCH NAME Post Journals Form Post Journals Form

Insert GL_BATCH_DATE, ORGANIZATION_CODE, ORG_GL_BATCHES.DESCRIPTION, JE_BATCH DESCRIPTION DO NOT POPULATE DO NOT POPULATE Note: Use unknown JE_HEADER NAME

Account Analysis Report, Account Inquiry Journal Import will append JE_CATEGORY_NAME, CURRENCY_CODE JE_HEADER DESCRIPTION JE_HEADER external_reference Used for JE_HEADER ACCRUAL_REV_FLAG Account Inquiry

REFERENCE5 REFERENCE6 REFERENCE7

Same as REFERENCE2 DO NOT POPULATE DO NOT POPULATE

REFERENCE8
REFERENCE9 REFERENCE10 REFERENCE21 REFERENCE22 REFERENCE23

DO NOT POPULATE
DO NOT POPULATE Same as REFERENCE2 Insert GL_Batch_ID Insert ORGANIZATION_CODE Insert TRANSACTION_ID

Used for JE_HEADER ACCRUAL_REV_PERIOD_NAME


Used for JE_HEADER ACCRUAL_REV_CHANGE_SIGN_FLAG JE_LINES DESCRIPTION GL_JE_LINES.REFERENCE1 GL_JE_LINES.REFERENCE2 GL_JE_LINES.REFERENCE3 General Ledger Report, Journal Entry Inquiry Not Displayed Not Displayed Not Displayed

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Slide 39

List of Month-End Close Reports


Material Distribution Detail/Summary Reports

WIP Account Detail/Summary Reports


Receiving Account Distribution Report Purchase Price Variance Report Invoice Price Variance Report Discrete Job Value Repetitive Value Report Expense Job Value Report

Margin Analysis Report (Margin Analysis Load, then report)

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Slide 40

Month-End Close Reports (Contd)


Inventory Value Reports Elemental Inventory Value Reports Intransit Value Report Subinventory Account Value Report (disabled in Release 12)

All Inventories Value Reports


Receiving Value Report Receiving Value by Destination Report (disabled in Release 12 unable to view the perpetual expense balances)

WIP Value Report


Period Close Value Summary Report Period Close Reconciliation Report (11.5.10 and 12)

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Slide 41

Common Reconciliation Challenges


Report cut-off issues at month-end or running multiple open periods Account alias or miscellaneous inventory transactions using same accounts Disabling a code combination during the month Subledger miscodings Manual G/L journal entries

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Slide 42

Common Reconciliation Challenges (Contd)


Back-dated transactions from external system feeds Delivering goods to a closed work order Sharing System Accounts Wrong initial subinventory summary balances Initial legacy GL balances to do not match Oracle perpetual

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Slide 43

Report Cut-Off Issues


Release 11i: the following reports need to be run at the correct time (before new transactions occur in the following accounting period):
Inventory Value Report All Inventories Value Report Receiving Value Report Intransit Value Report

Corrective action: Run the reports at midnight on the last day of the month. Also run the Material and Receiving Account Distribution reports to capture daily transactions that need to be subtracted away. You can also set the Cost Cut-Off Date to allow transaction processing for the new day, but allow your Inventory / Subinventory Value Report to not include uncosted transactions. But this method does not help with the Receiving Value or the Intransit Value Reports.
6-Dec-2011 Slide 44

Account Alias / Misc. Inventory Transactions Using Wrong Accts.


Check for miscellaneous inventory transactions, where the offset account is the same as the subinventory or organization valuation account
Account Alias Issue Example Inventory Acct Line Type

DR Inventory Account (from the Account Alias)


CR Inventory Account

10
10

Account
Inv valuation

Use the Material Distribution Inquiry to find these, query for entries that hit your subinventory valuation accounts (Std) or organization valuation accounts (Avg), where the Accounting Line Type is Account
6-Dec-2011 Slide 45

Find Incorrect Inventory Offset Transactions

Enter the inventory account you want to search

Enter Source Type Account alias and Accounting Type Account

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Slide 46

Account Alias / Misc. Inventory Transactions Using Wrong Accts.

Corrective action:
Reverse the miscellaneous transaction (assuming the standard or average costs have not changed) and replay the transaction with a correct offset account. Or enter a manual journal entry to balance your G/L to inventory perpetual

6-Dec-2011

Slide 47

Disabling a code combination during the month


If you disable a code combination during the month, AND it has been used in Inventory or WIP subledger:
Release 11i: it will not come over to the GL Interface. For other subledgers it will fail in journal Import (Payables, others) Release 12: will fail in Create Accounting Release 11i: comparing the summary material distribution reports to your GL entries (if able to run journal import and post to GL) Release 12: run the Subledger Period Close Exceptions Report

You can find this by:

Corrective action for Release 11i:


For Inventory or WIP, manual journal entry to book the difference For other subledgers, fix in the GL interface (it will be an unbalanced entry). Fix using correction screens as available or re-enable the code combination
6-Dec-2011 Slide 48

Corrective action for Release 12:

Sub ledger Miscoding


Miscoded Purchase Orders cause permanent differences once the corresponding line item is received Departments such as Accounts Payable and Accounts Receivable intermittently reference inventory accounts during coding, causing reconciliation differences You must not code any Receivable or Payable entries to a system account System accounts include your Inventory Accounts, AP Accrual Accounts (Inventory and Expense), Intransit, Inter-org Clearing Accounts or Receiving Inventory Account Corrective actions: Reverse subledger entry if possible, or correct via manual GL entry.
6-Dec-2011 Slide 49

Manual GL journal entries


Manual General Ledger journal entries become an automatic reconciliation item Typically you only write reversing entries to correct the balances at month-end, but in the new month you should perform the transaction in the respective subledger Corrective actions:
Include as a reconciling item on your G/L to inventory reconciliation

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Slide 50

Back-dated transactions from external system feeds


Release 11i: Backdated transactions which occur in the following month affect the GL but are not reflected within the perpetual records. This in-turn causes temporary accounting differences from month to month precluding our ability to benchmark perpetual activity Sources of backdated transactions include: Late inventory period closes External system feeds Corrective actions: Release 11i: Enter a manual reversing journal entry Release 12: Rerun the respective Inventory Value Report
6-Dec-2011 Slide 51

Delivering goods to a closed work order


Oracle provides us with the ability to receive Outside Processing (OSP) vendor receipts to closed work orders Release 12 patches to stop this (as of Feb-2011): ER 2308832 to not allow closing of job if there are open POs/Requisition. Bug patch 9791544 which will not allow job to be closed if there are open Receipts which are not delivered. This causes a permanent difference as the corresponding work order is not charged and the costs are not reflected within the perpetual records (WIP balances) And you can have receiving transactions stuck in your Open Receiving Interface which you cannot clear (the job is closed)

Corrective actions:
Reopen the work order and make corrections Can only do if the inventory period is not closed If you cannot reopen the work order: delete the transaction from the Open Receiving Interface and manually accrue the WIP job charge into the G/L Log an Oracle Service Request to delete / correct your invalid receiving balance
6-Dec-2011 Slide 52

Sharing System Accounts


Sharing System Accounts:
Expense and Inventory Accrual Accounts Receiving Valuation Accounts Organization Level Accounts (Average, FIFO, LIFO Costing) Subinventory Accounts (Standard Costing) Cost Group Accounts (Project Mfg, WMS) WIP Accounting Classes Inventory Account Aliases Order Types and COGS Release 12 Subledger Accounting Rules causing you to share accounts

Corrective actions: Typically back-end SQL*PLUS fixes for Organization, Subinventory, WIP or Cost Group account changes Most other changes can be done via the forms or setup screens Note: Oracle Support advice may be too conservative (new orgs, new subinventories, issue all goods out, close all work orders, etc.)
6-Dec-2011 Slide 53

Wrong Initial Summary Balances


Since Release 11.5.10 summary balances exist by organization, subinventory and item
Based on your inventory material movement If your initial onhand quantity conversion is wrong, or not done using miscellaneous receipt/account alias transactions your cumulative accounting balances may be wrong
Release 11i: Cumulative accounting balances will continue to be wrong (last months cum. Accounting balances plus this months activity) Release 12: Self-correcting cumulative accounting balances (last months perpetual balance plus this months accounting activity) Note: prior to Release 11.5.10, Average Costing had a summary snapshot table called MTL_PER_CLOSE_DTLS

Corrective actions: Release 12: will self-correct (assuming your perpetual is correct) Release 11i: backend SQLPLUS fixes

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Slide 54

Initial Legacy GL balances to do not Match Oracle Perpetual


You went live with Oracle and: You never reconciled G/L to Perpetual on your prior system If your initial onhand quantity conversion is wrong and never corrected You never reconciled your G/L to Perpetual post GoLive Corrective actions: All Releases:
Correct your perpetual balances using inventory material transactions Correct your G/L balances with manual journal entries

6-Dec-2011

Slide 55

R12 Improvements Period Close Diagnostics


Forms Drilldown
Using the same Inventory Accounting Periods form you can drilldown to associated forms to view the problem transactions

New workflow to notify of failing transactions Period Close Pending Transactions Report
Report the transactions holding up the inventory accounting period But only by inventory organization, by transaction error

Slide 56

Reconciliation Improvements in R12


The following reports can now be run with an As-of Date:
Inventory Value Report By Subinventory Inventory Value Report By Cost Group Elemental Inventory Value Report By Subinventory Elemental Inventory Value Report By Cost Group All Inventories Value Report All Inventories Value Report By Cost Group Intransit Value Report Receiving Value Report
These reports are also available in R12.1.x as XML reports
Slide 57

R12 Challenges Inventory Reconciliation


Inventory Reconciliation
May have more inventory reconciliation issues in R12

Issues Common to Release 12 and 11i


The differences between the perpetual and accounted-for inventory balances are trapped in a table the users dont see Limited use for the Period Close Reconciliation Report
Many users and analysts dont know about it Limited to a single warehouse Shows zero quantity items which is not efficient

Need a Multi-Org Perpetual vs. Accounted-For Report


Slide 58

R12 Challenges Inventory Reconciliation


Sample Period Close Variances Report
From the CST_PERIOD_CLOSE_SUMMARY table

You can also use this information to get your month-end perpetual quantities and values for intransit and subinventories
April 10, 2011 Slide 59

New Reconciliation Challenges in R12


Subledger Accounting and Inventory Reconciliation
Which accounts represent inventory and WIP valuation? Harder to reconcile manually with no valuation accounts on the Inventory Value or Receiving Value Reports Receiving Value by Destination Account Report is disabled

Release 12 dropped the valuation accounts on most inventory reports

April 10, 2011

Slide 60

R12 Material and WIP Distribution Inquiries and Reports

Release 12 matl and WIP distribution inquiries & reports do not reflect the SLA results SLA Journal Reports do not show operational information Release 12 records the material accounting and WIP accounting entries by cost element rendering these inquiries and reports more difficult to use, especially for Standard Costing.

Release 12 forces Standard Costing to record WIP & Material entries by Cost Element / you can summarize in SLA but you dont have the same detail reporting in SLA

April 10, 2011

Slide 61

Basic Table Structure for SLA


Module Specific Transaction Accounting Tables

Enter Transaction(s)

One Common Accounting Subledger Table

Accounting Processor

Transaction Accounting Tables

SLA Accounting Tables


XLA_EVENTS

G/L Tables
GL_LEDGERS

Receiving Material WIP

Create Accounting

XLA_AE_HEADERS

GL_ INTERFACE

GL_JE_BATCHES

XLA_AE_LINES XLA_DISTRIBUTION _LINKS

GL_JE_HEADERS

GL_JE_LINES

April 10, 2011

Slide 62

Custom Solutions for Multiple Organizations


Common Custom Reports and Desired Enhancements
Multi-Org Material Account Summary Report Multi-Org Receiving Account Summary Report Multi-Org WIP Account Summary Report Multi-Org All Inventories Value Report Multi-Org Inventory Value Report Multi-Org Receiving Value Report Multi-Org Expense Value Report Multi-Org WIP Value Report Multi-Org G/L to Inventory Reconciliation Report

April 10, 2011

Slide 63

Desired Enhancements (Contd)


Eliminate the two layers of accounting entries in R12 Put the Inventory and Receiving Valuation Accounts back on the valuation reports Add a standard report or alert to find the miscellaneous inventory transactions that are causing an out-of-balance

Simplify, make more robust, or eliminate the interfaces needed in Oracle (especially the Receiving Interface)

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Slide 64

Desired Enhancement:
G/L to Inventory Reconciliation Script

Just think how much time this would save

April 10, 2011

Slide 65

Sample G/L to Inventory Reconciliation Script


Automatically Compares:
G/L to Inventory Perpetual (sum G/L JE Lines vs. Period Close Summary) G/L to Intransit Perpetual (sum G/L JE Lines vs. Period Close Summary) G/L to WIP Period-End Balances (sum G/L JE Lines vs. WIP Period Balances)

Caveats:
Tested for Standard Costing (should work for Avg, FIFO, LIFO) Assumes using product line or product group segment from your item master COGS account Does not consider Cost Groups (not too hard to change) Assumes using one valuation account per subinventory or org Does not handle Receiving Perpetual (no snapshot) Your Release 12 Subledger Accounting Rules may be different
April 10, 2011 Slide 66

Sample G/L to Inventory Reconciliation Script


(Contd)

Selects and compares:


Selects the cumulative G/L balances by journal source Selects the cumulative Inventory (stores) and Intransit perpetual balances from the month-end snapshot Selects the cumulative WIP balances Compares the three above balances and reports differences Runs in under 2 minutes for 6 ledgers with 60 inventory orgs Release 11i, change GL_LEDGERS to GL_SETS_OF_BOOKS

April 10, 2011

Slide 67

G/L to Inventory Reconciliation Data Flow


LEGEND Costing & WIP tables General Ledger tables Period End Cost Snapshot Tables CST_PERIOD_CLOSE_SUMMARY WIP_PERIOD_BALANCES

Compare Balances by Full Account


General Ledger Tables GL_LEDGERS (R11i: GL_SETS_OF_BOOKS) GL_BALANCES GL_JE_HEADERS GL_JE_LINES GL_CODE_COMBINATIONS

Report Output

April 10, 2011

Slide 68

G/L to Inventory Reconciliation Lookup


Uses a lookup type to identify the inventory reconciliation accounts

April 10, 2011

Slide 69

G/L to Inventory Reconciliation Report

These concepts work for both Release 11i and 12

April 10, 2011

Slide 70

Summary
Release 12 solves many of the report cut-off issues Still have multi-org reporting issues with account distribution and valuation reports Release 12 Subledger Accounting can complicate reconciliation Investments in custom reporting can save significant amounts of time at month-end

April 10, 2011

Slide 71

Send Email Address to Get the Following:


Mention which release, costing method, and if using separate accounts by cost element
Sample reconciliation excel spreadsheet & white paper Comparison Script between the G/L and Inventory Perpetual Values doug@volzconsulting.com

Informal workshops can be arranged


6-Dec-2011 Slide 72

Acknowledgements
Solution Beacon for use of their R12 Vision environments Oracle Cost Development Partners in crime at my many clients

April 10, 2011

Slide 73

Appendix
New Subledger Reports in R12

Account Analysis Report Journal Entries Report

April 10, 2011

Slide 74

Subledger Reporting Across All Modules


Account Analysis Report
Custom Menu path: General Ledger, Vision Operations (USA) => Reports => Request => Standard => Account Analysis Report

Beginning Bal: Period Activity Ending Bal:


Tailor this report in BI Publisher to add or remove available columns.

Slide 75

Subledger Reporting Across All Modules


Journal Entries Report
Custom Menu path: General Ledger, Vision Operations (USA) => Reports => Request => Standard => Journal Entries Report

Journal Source: Journal Category:

Journal Lines

Tailor this report in BI Publisher to add or remove available columns.

Slide 76

Subledger Reporting Across All Modules


Menu path: System Administrator => Security => Responsibility => Request

Use System Administrator to put this on your custom menu You should put this on a custom Request Group

There are two G/L SLA reports to try. You may prefer the Account Analysis Report as it has the account range parameters already displayed
(XLAAARPT)

Slide 77

Subledger Reporting Across All Modules


Should be a Custom Menu: General Ledger, Vision Operations (USA) => Reports => Request => Standard => Account Analysis Report

Slide 78

Subledger Reporting Across All Modules


Should be a Custom Menu: General Ledger, Vision Operations (USA) => Reports => Request => Standard => Journal Entries Report

Tailor this report in the Concurrent Program definition to display additional parameters such as account ranges. They are seeded but not displayed
(XLAJELINESRPT)

Slide 79

Subledger Reporting Across All Modules


Menu path: System Administrator => Concurrent => Program => Define => Journal Entries Report

There are many available parameters for you to use. Customize the Concurrent Program definition to use these parameters

These same concepts work for the Journal Entries Cost Management Report as well

Slide 80

Douglas Volz (doug@volzconsulting.com) Professional Background


Doug Volz is a Senior Architect and Advisor for Oracle Application projects, with a particular interest in Cost and Project Management. He has 30 years accumulated experience, including 5 years in Oracle Development (co-designing Oracle Cost Management) and 12 years in industry in Cost and Accounting Management positions. His Manufacturing and Cost systems experience covers project management, software design/development, delivery and consulting services, for both Oracle Corporation, and multiple international consulting firms. Prior to his systems career, Mr. Volz also held numerous management accounting positions for telecommunications, defense, and electronics companies. In his consulting roles Doug has served over 100 clients. Many of these were multi-org, multi-currency with global footprints. Countries included US, Mexico, UK, Netherlands, Belgium, Taiwan, P.R.O.C., Norway, Japan, Italy, Switzerland and Germany. Doug leads the OAUG Cost Management Special Interest Group. He also advises and participates on the Oracle Customer Advisory Board for Fusion Costing.

Core Expertise
Multi-organization, Multi-currency ERP Implementations Project Management and Senior Project Advisor Cost Accounting Core manufacturing processes Cost Management Inventory Bills of Material WIP Systems Integration and Data Conversions

Experience
Sample of clients served: Beckman Coulter (US) Celgene Corporation (US, Switzerland) Logitech (US, Taiwan, P.R.C.) Matsushita (UK, Mexico) Mercury Marine (US) NTL (UK, now Virgin Media) TCI International (US) Onninen AS (Norway)

April 10, 2011

Slide 81

Thank You for Your Attendance and Participation

April 10, 2011

Slide 82

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