Oracle Fusion General Ledger Setup Steps Training Manual

General Ledger Activities

The following are demonstrations and activities for Oracle Fusion General Ledger:

·         Shared Components Demonstration

·         Create Value Sets Demonstration and Activity

·         Create a Chart of Accounts Demonstration

·         Create a Chart of Accounts Structure Activity

·         Create a Chart of Accounts Instance Activity

·         Enter Values Activity

·         Create an Accounting Hierarchy Demonstration

·         Create an Account Combination Activity

·         Define Cross-Validation Rules Demonstration

·         Create a Calendar Activity

·         Create Currencies Demonstration and Activity

·         Create Conversion Rate Types Demonstration and Activity

·         Create a Primary Ledger Demonstration and Activity

·         Ledger Options Demonstration

·         Journal Processing Ledger Options Demonstration

·         Specify Ledger Options Activity

·         Reporting Currencies Demonstration

·         Create a Ledger Set Demonstration

·         Data Access Set Security Demonstration and Activity

·         Create an Allocation Rule Activity

·         Generate an Allocation Activity

·         View a Financial Report in HTML Activity

·         Configure an Account Group Activity

 

Shared Components Demonstration

Background
The chart of accounts, calendar, and currencies as well as journal source and category are shared across the ledger and related subledgers.
  
Activity Scope
Perform this demonstration to show the three C's and other shared components in the Create Journal page:

1.      Login the application

2.      Select Navigator > General Accounting > Journals > Create Journals. Make sure your data access set is the Infusion Data Access Set.

3.      Point out the Accounting Period which is populated from the Calendar.

4.      Point out the Source of Manual which defaults on a manual journal.

5.      Point out the Currency field.

6.      Point out the Category field.

7.      Click the Search and Select Category down arrow to show the various categories.

8.      Select the Category of Adjustment.

9.      Click the Currency down arrow to show all the enabled currencies.

10.  Click on the Select: Account icon at the end of Line 1 in the Journal Lines region to show the segments and default values of an accounting flexfield.

11.  Select the Search: Account drop down arrow in the Account segment.

12.  Select 11200 Cash.

13.  Click OK to show how an account combination is displayed.

14.  Explain the segments and the separator.

15.  Click the Cancel button to exit the page.

 

Create Value Sets Activity

Background
Value sets are created as the first step in the chart of accounts configuration. The value sets are then assigned to the chart of accounts instance. Do not create values until after assigning your values sets to the chart of accounts segments because this step is needed to establish which value set attributes should be exposed.

Note: It is strongly recommended that you choose the Value Data Type of Character and Value Subtype of Text. These can never be changed. If you only want to use numbers, just define only numeric values for that value set.  If you choose the Value Subtype of Numeric digits only, then you will be stuck with your decision and you will never be able to use characters or letters for your values in the future.

Activity Scope
Create one value sets for your chart of accounts: XXAccount replacing XX with your initials.

Note: For the Company and Department segments, we will use existing value sets called Corporate Company and Corporate Cost Center.

1.                  From your implementation project,  Navigate > Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart of Accounts > Manage Chart of Accounts Value Sets > Go to Task.

2.      Click the Create icon to create the following value set.

Note: It is strongly recommended that you choose the Value Data Type of Character and Value Subtype of Text. These can never be changed. If you only want to use numbers, just define numeric values for that value set.  If you choose the Value Subtype of Numeric digits only, then you will be stuck with your decision and you will never be able to use characters or letters in the future.

3.      Save and Close.

Note on Table-Validated Value Sets in the Cloud: Only supported if:

1.      The table or view is already provided by Oracle. (It cannot be a table created by the customer)

2.      Customer only wants to reference a single table or view. (Cannot join multiple tables / views)

3.      Customer is okay with not adding any filter conditions. In other words, of the values in that table are valid values.)

4.      The table or view already contains columns named flex_value_attribute1 through 20 and custom_value_attribute1 through 10. 

In other words, table-validated value sets are not really supported in the cloud. 

Query your Value Set

4.      In the Manage Chart of Accounts Value Sets page, search on Value Set Code XX, where XX are your initials.

5.      Click Done to close the window.

Create a Chart of Accounts Structure Activity

Background
Chart of accounts structure defines the framework for one or more chart of accounts instances.

Activity Scope
Create your chart of accounts structure called: XXChart of Account replacing XX with your initials.

1.      From your implementation project, Navigate > Define Common Applications Configuration for Financials > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart Of Accounts > Manage Chart of Accounts Structures > Go to Task.

2.      Click Search button.

3.      Select Accounting Flexfield.

4.      Click Manage Structures button.

5.      Click Create icon to create the following structure.

Note: I personally prefer the Period delimiter to use the key pad more effectively.  

6.      Save.

7.      Define the individual segments by clicking the Create icon in the Segments table. (Note: If you do not save the structure, the Create icon will be grayed out.)

8.      Create the structure based on the segment information in the following table and check Enabled on all segments:

Create the Company Segment:

9.      Save and Close.

10.  Click Create icon in the Segments table to add the next segment.

Create the Department Segment:




NOTE: We are reusing a value set already defined.

11.  Save and Close.

12.  Click Create icon in the Segments table to add the next segment

Create the Account Segment:

13.  Save and Close.

You should now see 3 segments in your structure.

14.  Save and Close to close the Create Key Flexfield Structure page.

15.  Click Done to return to the Manage Chart of Accounts Structure page.

Create a Chart of Accounts Instance Activity

1.      From the Manage Chart of Accounts Structures page, click Manage Structure Instances button.

2.      In the Manage Key Flexfields Structure Instances page, Click Create icon to create the instance.

3.      Save.

4.      Define the defaults for the individual segments.

5.      Click the Edit icon.

6.      Use the following tables to enter the segment data. 

Note: When you enable Business Intelligence for a segment, it tells OTBI that you want to use that segment’s values in OTBI reports to filter reports by specific values. For example, if you want to see all AP invoices by a specific Company Value, you would enable BI for that segment. Out of the box, we always show the entire account combination for transactions because an entire combination is treated as a text string. You would ONLY enable BI if you want to run reports by specific values for that segment, but you will need a System Administrator to perform a RPD to COA Mapping so that OTBI reports don’t break.

Note: You would only assign a Tree Code if you want to use a hierarchy in cross validation rules, chart of accounts mappings, revaluations, data access sets, and segment value security rules. In other words, for things other than reporting or allocations.

7.      Click OK.

8.      Click OK.

9.      Click OK.

10.  Save and Close.

11.  Click Done.

12.  In the Manage Chart of Accounts Structure Instances page, select the General Ledger Accounting Flexfield and click Deploy Flexfield. This process deploys (formerly compiles) all chart of account instances on the system.

Wait for the process to complete without errors. (Warnings are OK, but should be investigated. If you get a warning about analytics, it is probably because you enabled BI for a segment and the RPD to COA Mapping hasn’t been done).

13.  Click OK.

14.  Click Done.

Enter Values Activity

Note: You are not creating account combinations; you are only creating the lists of individual values for each segment.

REMEMBER: You must only define values AFTER values sets have been associated to a chart of accounts instance.

Here's the list of words we should NEVER use for parent nodes:
http://docs.oracle.com/cd/E12825_01/epm.111/esb_dbag/frameset.htm?esb_restricted_names.htm

For example, NEVER use ALL or the name of the segment as a value. You can use “T.”
When naming dimensions, members, and aliases in the database outline, follow these rules:

·         At the beginning of dimension or member names, do not use the characters listed below. Essbase will not be able to create cubes successfully if you use special characters.

Restricted Characters for Dimension, Member, and Alias Names

Character	Description
@	at sign
\	backslash
{ }	brace
,	comma
-	dash, hyphen, or minus
=	equal sign
<	less than sign
()	parentheses
.	period
+	plus sign
'	single quotation mark
_	underscore
|	vertical bar

·         Do not place spaces at the beginning or end of names. Essbase ignores such spaces.

·         Do not use these words as dimension or member names:

ALL	AND	ASSIGN
AVERAGE	CALC	CALCMBR
COPYFORWARD	CROSSDIM	CURMBRNAME
DIM	DIMNAME	DIV
DYNAMIC	EMPTYPARM	EQ
EQOP	EXCEPT	EXP
EXPERROR	FLOAT	FUNCTION
GE	GEN	GENRANGE
GROUP	GT	ID
IDERROR	INTEGER	LE
LEVELRANGE	LOOPBLOCK	LOOPPARMS
LT	MBR	MBRNAME
MBRONLY	MINUS	MISSING
MUL	MULOP	NE
NON	NONINPUT	NOT
OR	PAREN	PARENPARM
PERCENT	PLUS	RELOP
SET	SKIPBOTH	SKIPMISSING
SKIPNONE	SKIPZERO	TO
TOLOCALRATE	TRAILMISSING	TRAILSUM
UMINUS	UPPER	VARORXMBR
XMBRONLY	$$$UNIVERSE$$$	#MISSING

Note: If you enable Dynamic Time Series members, do not use the associated generation names—History, Year, Season, Period, Quarter, Month, Week, or Day.

Enter Values

1.      Select the Go to Task icon for Manage Chart of Accounts Value Set Values.

Note: This UI is the exact same UI as Manage Chart of Accounts Value Set.

2.      Find your XXAccount value set. (Hint: You can query on your initials in the Value Set Code field).

3.      Click Manage Values button.

1.      Click Create icon to create your values.

Enter the values for XXAA Account segment. Make sure the account type is correct for each account.

Value	Description	Enabled	Summary	Allow Posting and Budgeting	Account Type
0000	All Values	Yes	Yes	No, No	Expense
1000	Total Assets	Yes	Yes	No, No	Asset
1110	Cash	Yes	No	Yes, Yes	Asset
1210	Accounts Receivable	Yes	No	Yes, Yes	Asset
2000	Total Liabilities	Yes	Yes	No, No	Liability
2210	Accounts Payable	Yes	No	Yes, Yes	Liability
3000	Total Owners’ Equity	Yes	Yes	No, No	Owner’s Equity
3310	Retained Earnings	Yes	No	Yes, Yes	Owner’s Equity

Note: The Reconciliation Flag will not be used as it is not in scope for V1, hence the values are set to No.

Save and Close. and Done

 

Create an Accounting Hierarchy

Background
Your company uses hierarchies in reports, cross validation rules revaluations, segment value security, allocations, and COA Mapping.

Note: Even though you could theoretically use the same tree for all of the above processes, you would typically create at least two different trees: One for reporting and allocations and another for cross-validation rules, segment value security, revaluations and COA Mappings. You need to carefully consider the usage for your trees. If using the tree for reporting and allocations, you need to flatten the rows to be able to use drilldown in Smartview and you must publish the tree to view the hierarchy in the Essbase cubes. If using the tree for other purposes outside of reporting and allocations, then you must flatten the rows, but you do not need to publish the hierarchy. If using the tree for OTBI, you must flatten the columns.

Note about Segment Value Security: It is very common for companies to use segment value security in reports to prevent certain users from being able to view balances for certain cost centers, accounts, etc. If your customer has this requirement, then you should use your reporting hierarchy when defining segment value security rules. If you do not, then segment value security rules will only be applied to transactions.

Note: You should define your hierarchies BEFORE you enter/upload journal entries. If you create hierarchies AFTER you have posted journals, then you must make sure no posted balances have been posted to parent values that were erroneously flagged as a child value. This will cause major issues in creating your Essbase cube if you change a child value to a parent after balances have been posted.

Activity Scope
Create an account hierarchy for your account segment using your value set XXAccount to use for reporting and allocations.

NOTE: Before you begin this, you need to know the exact name of your value set on the natural account segment.

Create a Tree 

1.      From your implementation project, Navigate > Define Common Applications Configuration for Financials > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart Of Accounts > Manage Account Hierarchies > Go to Task.

2.      Use the Manage Account Hierarchies page to search, create, and edit account hierarchies.

3.      Click the Create Tree icon to open the definition of the tree.

This opens the Manage Account Hierarchies: Specify Definition page to define the basic details of the tree.

4.      Enter the Name and Code fields: XXAA_Fin_Tree. (No Spaces).

NOTE: Tree names and Tree Version names cannot be more than 30 characters.  It will cause problems when inquiring on GL balances.

5.      Select the Tree Structure: Accounting Flexfield Hierarchy.

6.      Enter the Description for the tree: XXAA Financial Tree.

7.      In the Data Source Parameters: Click the Expand button to expand the Accounting Flexfield Hierarchy Detail Values and Accounting Flexfield Hierarchy Parent Values rows.

Note: For the Accounting Flexfield Hierarchy Detail Values, how you read it is select the Value Set Code for a value set where the summary flag is N (or No). Then on the Accounting Flexfield Hierarchy Parent Values, you read it as select the Value Set Code for a value set where the summary flag is Y (or Yes).

8.      In the Bind_ValueSetCode field, enter the exact name of your value set (Your initalsAccount).

9.      VERY IMPORANT!!! Click the Save button on the Data Source Parameters table’s tool bar in the middle of the page. (You will get an error message if you select Next before saving).

10.  A message confirms that your new values have been updated.

11.  Click the Next button twice to navigate through the next two pages.

12.  Click the Submit and Add Version to save your newly created tree structure and immediately create a version.

Create a Tree Version

1.      Enter the Name and Description for the tree version XXAA_Fin_Tree_Current.

NOTE: Tree names and Tree Version names cannot be more than 30 characters.  It will cause problems when inquiring on GL balances.

2.      Enter the Effective Start Date. Enter 1/1/14 in the date format suggested in the UI.

3.      Click the Next button.

4.      Click the OK button to acknowledge the confirmation of the creation of a new blank tree version.

5.      Click the Add  icon.

6.      With the Tree Node Type, Specific value selected, select the Data Source: Accounting Flexfield Hierarchy Parent Values.

7.      Select the 0000 Parent Node. This is the top most root node. You want to work from the top down. Then move it to the right column. Click OK in the popup.

8.      Select the 0000 Value and click the Add icon to start building your hierarchy.

9.      Select Accounting Flexfield Hierarchy Parent Values.

10.  Select all the next level parent values, and move them to the right. Click OK in the popup.

11.  Now you just keep building your hierarchy levels by assigning parents values and child values where needed.

12.  Click the Expand button on the Parent nodes to see the children.

Your hierarchy should look like this:

13.  Click the Submit button, then click OK to the message informing you the tree version was successful.

Complete the Account Hierarchy

1.      Highlight your tree version.  (Note: You need to expand your tree to select the VERSION.)

2.      Click the Actions menu > Audit

3.      Use the Audit Results region to start the Audit process.

4.      Click the Online Audit button to start the Audit process. Once the audit is performed, the status of the tree version can be set to active.

5.      Click the Done button.

6.      Select your tree version and click Actions > Flatten> Row Flattening. 
Row flattening optimizes parent-child information for run-time performance by storing an additional column in a table for all parents of a child.

Note: You could also flatten the column. It’s only required if using the hierarchy for OTBI reports, but if you just want to flatten rows and columns for all your hierarchies, it will not hurt anything.

7.      Click the Online Flattening button.

8.      Select the OK button to acknowledge the successful completion message.

9.      Click the Done button. 

10.  Use the Actions menu > Set Status menu > Active to activate the tree.

11.  Click Done.

Publishing Accounting Hierarchy

1.      For the next task, Publish Account Hierarchies, select the Go to Task icon.

2.      Search for your tree version using your Chart of Account name.

3.      Expand the XXAA_Fin_Tree_Current.

4.      Scroll all the way to the right and check the Publish check box.

5.      Select the Publish button.

6.      Click Save and Close.

Create a Duplicate of All Accounting Hierarchies Used for Reporting and Allocations

If your company uses hierarchies in reports and allocations, be sure you create a duplicate of the hierarchy. You must also audit, flatten, and publish this copied hierarchy. This is very important to reduce maintenance overhead of reports and allocations going forward when a new hierarchy version is later created.

It is recommended you name the current version CURRENT and the copy BASELINE. Please see this white paper https://beehiveonline.oracle.com/content/dav/Oracle/Fusion_ERP_Partner_Implementation_Training_Workspace/Documents/Financials/Implementation%20Training%20for%20Release%207/Best%20Practice%20White%20Papers%20and%20Trouble%20Shooting/General%20Ledger/GL_HierarchiesWhitePaper.pdf  for more information.

Create an Account Combinations Activity

Background
Account combinations contain a completed set of segment values that uniquely identifies an account in the chart of accounts.

From your implementation project, Navigate > Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart Of Accounts > Manage Account Combinations > Go to Task.

1.      Search by your Chart of Accounts. (There will be no search results).

2.      Click the Add Row icon.

3.      Verify that the Enabled check box is checked.

4.      Enter 101-000-1210.

5.      Optionally enter a From Date, To Date and an Alternate Account.

6.      Click the Save and Close button.

Note: If you enabled Dynamic combination creation allowed for your chart of account instances, you do not need to manually create account combinations. The system will automatically create them for you during transaction and journal entry.

 

Define Cross-Validation Rules Demonstration

Background
Create cross-validation rules to prevent specific combinations of segment values in your account combinations, for example, preventing a particular cost center from being combined with a specific company value. Cross validation rules only affect the creation of new account combinations.

Activity Scope 
Enter a new cross validation rule to prevent your InFusion US Chart of Accounts Company value 102 from being combined with your marketing cost center value 139. Let’s assume InFusion US LE 2 BU 2 legal entity does not have a marketing cost center.

1.      From your implementation project, Navigate > Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart of Accounts > Manage Cross-Validation Rules > Go to Task.

2.      Select InFusion US Chart of Accounts.

3.      Click the Add Row icon.

4.      Specify a unique rule Name, NOMAR102, an optional Description: Do not combine North America Marketing cost center 139 with InFusion America US LE2 BU2 102.

5.      Enter an optional effective From Date of today.

6.      Check Enabled.

7.      Click on the Change filter condition on the Condition Filter. Select Add Fields and select Company. Enter Company Equals 102. The cross validation rule evaluates if Company 102 was entered and if it is the defined value, then, the validation process continues to evaluate the rule. Note: If you do not specify any statement in the condition filter, then the rule is always evaluated.

8.      Click OK.

9.      Click on the Change filter condition on the Validation Filter. Select Add Fields.

10.  Select Cost Center Does not equal to 139. Click OK. When the rule is evaluated, an account combination must contain a cost center other than 139 for company 102 before it can be created.

11.  Enter an Error Message: We do not have a marketing department, select a different cost center. The message displays in the relevant user interfaces and processes when an account combination cannot be created because it violates the rule.

12.  Click Save and Close.

  
Test:

1.      Navigate > Manage Account Combinations task from within your implementation project > Go to Task icon.

2.      Select InFusion US Chart of Accounts.

3.      Click the Add Row icon.

4.      Enter 102-10-62520-139-000-000.

5.      Save. The error message appears.

Define Cross-Validation Rules Activity

Activity Scope
Enter a new cross validation rule to prevent balance sheet accounts from using any other department besides 000 and 121.

1.      From your implementation project, Navigate > Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Chart of Accounts > Manage Cross-Validation Rules > Go to Task.

2.      Select your chart of accounts.

3.      Click the Add Row icon.

4.      Specify a Name: “Dept 000 and 121” and Description: “Balance Sheet Accounts can only be combined with Dept 000 and 121.”

5.      Check Enabled.

6.      For the Condition Filter, select the filter icon and select Add Fields and select Account.

7.      Enter Account Between 1000 – 3000.

8.      For the Validation Filter, enter Department Equals 000 and Department Equals 121.

9.      Error Message: “Use Dept 000 or 121 with balance sheet accounts.”

10.   Click Save and Close.

 Test:

1.      Navigate > Manage Account Combinations task from within your implementation project > Go to Task icon.

2.      Select your Chart of Accounts.

3.      Click the Add Row icon.

4.      Enter 101-138-1210.

5.      Save. The error message appears.

Create a Calendar Activity

Activity Scope
Create a new accounting calendar for three years starting January 1, 2013 and ending December 31st each with one adjusting period at the end of the year.

1.      From within your implementation project,  Navigate > Define Common Applications Configuration for Financials > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Calendars > Manage Accounting Calendars > Go to Task.

2.      Use the Manage Accounting Calendar page to create and edit calendars.

3.      Click the Create button.

4.      Enter the desired information into the Name and Description field. Enter XXCalendar.

5.      Enter the desired information into the Start Date field. Enter 1/1/13.

6.      Select Monthly in the Period Frequency field.

7.      Accept the defaults in the Period Name Format.

8.      Select the Once at year end list item in the Adjusting Period Frequency field.

9.      Click the Next button.

10.  Use the Create Accounting Calendar : Period Details to review the calendar period data. Only 2013 year has been created.

11.  Click Save and Close button.

12.  Click on the name of your calendar.

13.  Click the Add Year button to add 2014 year. Note: You can only add one year at a time between saves.

14.  Click Save and Close button.

15.  Click the Done button.

16.  You have successfully created a new accounting calendar.

Create Currencies Activity

Background 
Your company, InFusion America Inc, has a ledger currency of United States dollars (USD), and is doing business with suppliers in:

·         Canada in Canadian dollars (CAD).

·         Mexico in Mexican pesos (MXP).

·         Ultraland, a new country which uses Ultraland dollars (ULD).

You also have intercompany transactions with your InFusion UK Services, Ltd entity, which uses Great Britain pounds sterling (GBP).

Activity ScoUltralandpe
Verify that USD, CAD, MXP and GPS are enabled and create currency for Ultraland.

1.      From your implementation, Navigate > Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Currencies > Manage Currencies > Go to Task.

2.      Verifying that USD, CAD, MXP, and GBP currencies are enabled.

3.      Create a new currency for Ultraland (XXULD) where XX represents your initials.

·         Currency Code: Unique identifier used to reference the currency in user interfaces. Enter XXULD replacing XX with your initials.

·         Currency Name: Ultraland Dollars.

·         Description: Currency for Ultraland.

·         Enabled: Check box to start using the currency. Check the box.

·         Start and End Dates: Used to begin or end use of a currency on a specific date. Start Date default is the current date. Accept the default date.

4.      Click Save.

5.      Expand your currency and accept the defaults in the following fields:

·         Issuing Territory: Optionally, select among predefined country names per International Standards Organization (ISO) Standard #3166.

·         Symbol: Optionally, enter the symbol for the currency.

·         Precision: Designate the number of digits to the right of the decimal point used in regular currency transactions. Default is 2.

·         Extended Precision: Designate the number of digits to the right of the decimal point used in calculations. Default is 5. You must specify a number greater than or equal to the number in the Precision field.

·         Minimum Accountable Unit: Optionally, enter the smallest denomination used.

·         ISO Currency: Identify ISO currencies. Default is checked.

·         Type: Select Currency or Statistical to indicate how the currency is used in transactions and journal entries. Type also determines how the balances are shown. Default is Currency.

·         Derivation Type: Use only for the euro and national currencies of the European Monetary Union (EMU) member states during the transition period. All other currencies do not have derivation types.

·         Derivation Factor: Enter a fixed conversion rate by which you multiply one euro to derive the equivalent EMU currency amount. The euro currency itself does not have a derivation factor.

·         Derivation Effective Date: Enter the date on which the relationship between the EMU currency and the euro begins.

6. Click Save and Close

Create Conversion Rate Types Activity

Background
Your company, InFusion America Inc, has a ledger currency of United States dollars (USD), and needs different conversion rate types for your payables and receivables transactions with Ultraland, which uses Ultraland dollars (ULD).

·         For receivables, use your corporate conversion rate types.

·         For payables, use a special corporate conversion rate type.

Activity Scope
Create a new conversion rate type for your payables transactions called XXSPCORP (replace XX with your initials).

1.      From within your implementation project,  Navigate >  Define Common Applications Configuration > Define Enterprise Structures for Financials > Define Financial Reporting Structures > Define Currencies > Manage Conversion Rate Types > Go to Task. 

2.      Click the Add row icon.

3.      Enter Name XXSPCORP where XX are your initials. Enter Description Payables Special Rate Type.

4.      Enable Enforce Inverse Relationship and Enable Cross Rates.

5.      Enter your currency XXULD as the Cross Rate Pivot Currency.

6.      Add USD and CAD as the contra currencies by clicking the Add Row button in the Contra Currencies region.

7.      Click Save and Close.

Create a Primary Ledger Activity

Activity Scope
Create a primary ledger using InFusion US Chart of Accounts, AccountingMMYY calendar, USD as the currency, and Standard Accrual as accounting method.

1.      From your implementation project,  Navigate >  Define Common Applications Configuration for Financials> Define Ledgers > Define Accounting Configurations > Manage Primary Ledgers > Go to Task.

2.      Click the Create icon in the Manage Primary Ledger page.

3.      Enter a unique Name (without any periods) and Description: XXPrimary Ledger. Your Ledger name will appear on reports so name it correctly.

Note: Do NOT use periods in your Ledger Name, such as ABC Co., Inc. Essbase will error. Currently, the UI does not validate this.

4.      Select Chart of Accounts: InFusion US Chart of Accounts.

5.      Select your Calendar: XXCalendar.

6.      Select Currency: USD.

7.      Select the Accounting Method: Standard Accrual.

8.      Click the Save and Edit Task List button to save your primary ledger and return to the Setup and Maintenance work area or your project plan.

9.      Select Assign Legal Entities >  Go To Task

10.  In the Select Scope popup, for the Primary Ledger field, select the Select and Add option, then select the Apply and Go to Task button.

11.  Select your XXPrimary Ledger and then click Save and Close button at the very bottom of the window.

12.  In the Assign Legal Entities page, select the Add icon and choose your legal entity, XX Legal Entity, then click Apply, then Done.

13.  Click Save and Close.

14.  Your Primary Ledger name now appears as the Selected Scope across all components of this Accounting Configuration.

Specify Ledger Options Activity

Background
 Setting ledger options is one of the most important tasks in configuring your ledgers.

From your implementation project, Navigate > Define Common Applications Configuration for Financials> Define Ledgers > Define Accounting Configurations >

1.      Specify Ledger Options > Go to Task.

Accounting Calendar Options  

2.      Review the Accounting Calendar that defaults from your ledger.

3.      Select 01-13 as the First Opened Period for your ledger.

4.      Enter 3 for the Number of Future Enterable Periods.

Subledger Accounting Options

5.      Review the Accounting Method from your ledger.

6.      Select US American English as your Journal Language.

Period Close Options

7.      Enter Retained Earnings Account: 101.10.33100.000.000.000.

8.      Enter Cumulative Translation Adjustment Account: 101.10.35000.000.000.000.

Journal Processing Options

Balancing options:

9.      Enable Suspense General Ledger and Subledger Accounting.

10.  Default Suspense Account:101.10.29900.000.000.000.

11.  Rounding Account: 101.10.78550.000.000.000.

12.  Entered Currency Balancing Account: 101.10.29900.000.000.000.

13.  Balancing Threshold Percent: 10.

Enable the following Entry options:

14.  Enable journal approval.

15.  Notify when prior period journal is entered.

16.  Allow mixed statistical and monetary journals.

17.  Validate reference date.

18.  Separate journals by accounting date during journal import.

For Reversal options:

19.  Leave blank. You can select any predefined criteria set from the list of values in the Journal Reversal Criteria Set at any time.

20.  Uncheck Run AutoReverse after open period. You can return to this page and enable this option later.

21.  For Intercompany options: Click the Enable intercompany accounting.

22.  For Average Balance Options: Do not enable average balance processing.

Note: Disabling the ADB option will hide this region when you later update the ledger options.

23.  Save and Close to return to your implementation project.

24.  Optionally, you could assign balancing segment values to legal entities and ledgers and assign reporting currencies and secondary ledgers.

25.  Navigate > Review and Submit Account Configuration > Go to Task.

26.  Click Submit to create your accounting configuration. This will automatically create a Data Access Set with full read and write access to your primary ledger. The system automatically generates data roles for every data access set.

27.  Verify Data Role Generation for Ledgers > Go to Task

28.  Click Search – Role Templates

29.  Enter  Display Name: General Ledger Template for Ledger

30.  Click Search

31.  Click Open

32.  Click Generate Roles button

33.  Click Summary tab and expand Valid Roles. You should see your General Ledger data roles that are appended with your ledger name. You assign these data roles to your users to access those ledgers.

34.  Close the Entitlements Server (a.k.a Access Policy Manager (APM)) window.

35.  Provision Roles to Implementation Users > Go to Task.

This opens Oracle Identity Manager (OIM).

36.  Click the Administration link.

37.  Search for your user.

38.  Click the Roles tab and Assign one of the GL data roles you just created, such as General Accounting Manager XX Primary Ledger.

39.  Close OIM.

40.  The next step is to open the period. Do not open the period for this exercise.

Reporting Currencies Demonstration

Background
A reporting currency is linked to a primary or secondary ledger, and is maintained at one of three data conversion levels.

Activity Scope 
Set up reporting currencies tied to your XXPrimary Ledger.

1.      From your implementation project, Navigate > Define Common Applications Configuration > Define Ledgers > Define Accounting Configurations > select your XXPrimary Ledger > Manage Reporting Currencies > Go to Task.

2.      Click the Create icon.

3.      Name and Description: Enter XXReporting Currencies.

4.      Currency Conversion Level: Select Journal.

5.      Currency: Enter GBP.

In the Ledger Options region.

1.      First Open Period: Enter Jan-11.

2.      Rounding Account: 101.10.78550.000.000.000.

3.      Revaluation Basis: Select Entered currency instead of Primary ledger currency.

4.      Enable journal approval: Click check box.

In the Currency Translation Options region

1.      Default Conversion Rate Type: Corporate.

2.      Retain Transaction Rate Type: Yes

In the Error Handling region: Missing Conversion Rate: Click Use last rate  

Enter 5 for the Number of Days to Find Last Rate.

1.      Retain Journal Creator from Source Ledger: Yes.

2.      Click the Add icon.

3.      Journal Source: Enter Other.

4.      Journal Category: Enter Other.

5.      Convert Journals to this Reporting Currency: Enter Yes.

6.      Click Save and Close.

Create a Ledger Set Demonstration

Background
Ledger Sets enable you to group multiple ledgers that share the same chart of accounts and calendar combination.

Activity Scope
Create a ledger set using your XXPrimary Ledger and one of the other student's ledgers.

1.      From within your implementation project, Navigate > Define Common Applications Configuration > Define General Ledger Options > Manage Ledger Sets > Go to Task.

2.      Click the Create icon. Name and Description: XXSet

3.      Select your Chart of Accounts: XXChart of Accounts.

4.      Select your Calendar: XXCalendar.

5.      Default Ledger: XXPrimary Ledger.

6.      Ledger or Ledger Set: XXPrimary Ledger (Add one of the student's primary ledger.)

7.      Type: Ledger.

8.      Save and Close.

Data Access Set Security Activity

Background
 Data Access Sets are used to control access to specific ledgers, ledgers sets, or primary balancing segments of ledgers.

Activity Scope
Once you submit the Accounting Configuration, a Data Access Set is automatically created with full read/write access to the Primary Ledger. You only need to create a Data Access Set to grant more granular access to specific balancing segment values or alter the read and write privileges or grant access to multiple ledgers.

1.       From your implementation project, Navigate >  Define Common Applications Configuration for Financials> Define Security for Financials > Define Data Security for Financials> Manage Data Access Sets > Go to Task.

2.      Click the Create icon.

3.      Enter unique Name and Description: XXData Access Set, replacing XX is your initials.

4.      Select the Access Set Type: Full Ledger or Primary Balancing Segment Value.

5.      Select your Chart of Accounts: InFusion US Chart of Accounts.

6.      Select you Accounting Calendar: XXCalendar.

7.      Select the Default Ledger: XXLedger.

8.      Click the Add icon in the Access Set Assignments.

9.      Enter Your Ledger: XXLedger.

10.  Select Privilege: Read and Write.

11.  Save.

Note: If you select Access Set Type of Primary Balancing Segment Value, then you have to additionally decide:

1.      Check All Values or leave unchecked to enter one or more primary balancing segment values.

2.      Select Specific Value: Parent to represent a group of balancing segments or Single Value.

3.      If you select Parent Value, then you must select a Tree Code to indicate the source of the hierarchy information, a Tree Version Name, and the primary balancing Segment Value.

Note: You will ONLY be able to select the Tree Code that is assigned to your segment that was denoted as the Primary Balancing Segment of your Chart of Accounts Instance.

4.      Continue to add rows to include more than one primary balancing segment value, if needed.

Segment Value Security Demonstration

Background
Enabling Segment Value Security controls what accounting segment values users can see and use throughout the GL UIs.

Functionally, defining and enabling such rules consists of several steps:
1) Enabling Segment Value Security at the value set level
2) Creating a Data Security Condition
3) Creating a Data Security Policy

Before proceeding with these steps, confirm in OIM what roles (as part of the data roles created for each ledger for the respective chart of accounts) are assigned to the users who will be using these ledgers. This is important because as part of the definition of security policies you need to specify what roles are impacted by the policies.

From within your implementation project navigate to
Define Common Applications Configuration for Fusion Accounting Hub > Define Implementation Users > Create Implementation Users > Go to Task.
This opens Identity Manager.

1.      Click on the Administration link on the top right hand corner of the main page. 

2.      Search for your user at the top left corner and click on the Display Name.

3.      From the Roles tab, expand the General Accounting Manager XXPrimary Ledger role and note it is based on the General Accounting Manager Job Role for the XXPrimary Ledger Data Access Set.

In case you plan to use tree operators in your policy definitions, review your tree definitions and make sure they are properly set up for the desired security behavior.

Activity Scope

·         Enable security for XXAccount value set associated with your chart of accounts.

·         Provide the General Accounting Manager XXPrimary Ledger data role with access to a range of account values.

·         Deny all other users access to all account value set values.

I. Enable Segment Value Security at the value set level.
From within your implementation project navigate to
Define Common Applications Configuration for Fusion Accounting Hub > Define Enterprise Structures for Fusion Accounting Hub > Define Financial Reporting Structures > Define Chart of Accounts > Manage Segment Value Security Rules > Go to Task.

1.      Search for Value Set Code XXAccount and click on Edit.

2.      Check the Security enabled checkbox and click on Edit Data Security button to proceed with defining a security condition and policy.

II. Create a Data Security Condition.

1.      With the Condition tab selected, click the Create button to begin creating the policy.

2.      Enter XXRestricted Access for both Name and Displayed name.

3.      Click Add in the Conditions section.

4.      Select Column Name: VALUE, Operator: Between, Value: 1000-7999.

You can use either tree or non-tree operators.

The following non-tree operators are supported:

-       Equal to

-       Not Equal to

-       Between

-       Not Between.

Similarly, the following tree operators are supported:

-       Is a last descendant of

-       Is a descendant of.

5.      Once you have finished defining the desired conditions, click on Save.

III. Create a Data Security Policy.

1.      When you are on the Policy tab, click on the Create button to begin creating a new policy. Begin by specifying information in the General Information tab.

2.      After specifying the General Information, proceed to the Role tab and search for the relevant data role that you desire to be affected by this policy.

(Note that the search functionality for roles in the Select and Add popup does not work very well, i.e. it does not like wildcard characters.)

3.      Once the desired role shows up in the Role tab, click on the Rule tab in order to associate the condition with the policy.

4.      The Row Set field determines what range of value set values are affected by the policy. Select Multiple Values.

5.      Select your XXRestricted Access condition that was defined earlier.

6.      Click on the Submit button.

Generate the flexfield (from the Manage Key Flexfields UI).