Sweep Transaction Accounting Events

During the period-end closing cycle, you can choose to close the period without accounting for all accounting events. The process PRC: Sweep Transaction Accounting Events enables you to move accounting events that are in a closed GL period, and have errors or are not fully accounted, to the next open GL period so that you can complete the accounting. This process changes the date on unaccounted transaction accounting events to the first day of the next open GL period without accounting for them.

When budgetary control is enabled for a project, this process also updates unaccounted project-related commitment transaction accounting events for project-related documents in Oracle Purchasing and Oracle Payables. The process updates the GL date that the system uses when it creates the reversing encumbrance accounting entries.

The following conditions can cause a transaction to become eligible for sweeping:

• The transaction has accounting events with errors.
• The transaction has been accounted in draft mode but not in final mode in Oracle Subledger Accounting.
• The transaction has unprocessed accounting events.

When you submit the process, you can choose to run the process in either review mode or update mode.

After the process sweeps the transaction accounting events, it also changes the GL date on the cost and revenue distribution lines associated with the accounting events to the first day of the next open GL period.

Upon completion, the sweep transaction accounting events process generates an output report that shows the results of the process.

Note: If you sweep revenue transactions, and you use Project Status Inquiry, Project Performance Reporting, or Oracle Daily Business Intelligence for Projects, then you must run the appropriate refresh or update processes so that reporting tool accurately reports the GL period. See the discussion about transaction summarization in Reports for a list of the processes that you run to refresh the reporting data.

Process Submission

You submit the PRC: Sweep Transaction Accounting Events process from the Submit Request window. See: Submitting Requests.

Process Parameters

Mode: Select whether you want to run the process in review or update mode. The default value is Review. This parameter is required.

Use review mode to view all transactions with exceptions and the reasons for the exceptions. At this point, you can address the exceptions and run the process PRC: Create Accounting in final mode to complete the accounting for the transaction. Alternatively, if you do not want to correct the exceptions at this time, run the sweep transaction accounting events process in update mode to change the dates on the unaccounted accounting events to the first day of the next open GL period.

Type of Transaction: Optionally, select the type of transaction that you want to process. If you leave the parameter blank, then the sweep transaction accounting events process sweeps all transactions. You can select the following types of transactions:

• Cross Charge
• Expenditures
• Revenue

Period Name: Select the GL period from which you want to sweep or review the transaction accounting events. This parameter is required.

Note: If you select Review for the Mode parameter, the list of values displays all defined GL periods. If you select Update for the Mode parameter, the list of values displays, only Closed GL periods. You must first close the GL period before you can run the process in update mode for that period.

Reports

The following report shows the results of the process:

Sweep Transaction Accounting Events. If you run the process in review mode, then the report lists all transaction accounting events eligible to be swept. If you run the process in update mode, then the output report lists all transactions that the process has swept.

The report header displays the following information:

• Mode: Review or update
• Period: The period from which the process swept the transactions.
• Legal Entity: The legal entity to which the operating unit belongs.
• Operating Unit: The operating unit for which the process was run.

The report is sorted by project and exception reason. For each project and exception reason combination, the report is ordered by journal category. The report detail displays the following columns:

• Journal Category: The journal entry associated with the transaction accounting event. For example, journal categories can include Borrowed and Lent, Revenue, Labor, and Inventory.
• Transaction Number: The source of the information in the transaction number column varies based on the type of transaction. If the transaction type is expenditure or cross charge, then the transaction number is the expenditure item ID. If the transaction type is revenue, then the transaction number is the draft revenue transaction number.
• Transaction Date: The source of the date in the transaction date column varies based on the type of transaction. If the transaction type is expenditure or cross charge, then the transaction date is the expenditure item date. If the type of transaction is revenue, then the transaction date is the accrue through date.
• GL Date: The GL date for the transaction accounting event before processing in update mode.
• Amount: The amount of the transaction accounting event in functional currency.
• Transaction Summarized: Indicates if the summarization processes for Project Status Inquiry, Project Performance Reporting, or Oracle Daily Business Intelligence for Projects were run before you ran the sweep transaction accounting events process.

If the value in the Transaction Summarized column in the output report is Yes, then you must run the appropriate summarization processes to show the latest summary amounts after you run the sweep transaction accounting events process in update mode. The processes that you must run are as follows:

• To update Project Status Inquiry, run the following process:
• PRC: Refresh Project Summary Amounts
• To update Project Performance Reporting, run the following processes in the order listed:

1.     PRC: Update Project and Resource Base Summaries

2.     PRC: Update Project Performance Data

                        To update Oracle Daily Business Intelligence for Projects, run the following processes in the order listed:

0.     PRC: Update Project and Resource Base Summaries

1.     PRC: Update Project Intelligence Data, see: Oracle Daily Business Intelligence for Projects Implementation Guide