Saturday, October 18, 2008

New Profile Option "SLA: Disable Journal Import"

SLA: Disable Journal Import

Today i am going to talk about this profile option "SLA: Disable Journal Import".

There has been many changes (Functional as well as Technical) in Release 12 majority of them
were because of Subledger accounting. This is one of the notable feature.

In earlier versions (11x), whenever there is a transfer of entries made from Subledger to General ledger, it used to happen through in steps, as stated below:

Step 1 - Run Transfer to GL program from Subledger
Step 2 - Data will be transferred from Subledger to GL interface table
Step 3 - Run Journal import from General Ledger which will import the journals from
GL interface table to GL base tables.
Step 4 - Query the batches and then post the journals imported.

In Release 12, most of the above mentioned steps remains the same, apart from STEP 2.
That is, by default, when you run the Transfer to GL program, it also performs the Automatic Journal import program along with it, which results in no data lying in GL Interface Program.

It is a new feature, what is wrong in it ?
The reason why the interface tables are populated before hitting the base tables are to make
corrections or rollback the mistakes. All necessary corrections are carried out in interface tables
and only the CORRECT data is sent to General Ledger. Due to this new standard feature, one
cannot see any data in the interface table, because data does not stay in interface table.

How to overcome it?
By setting the profile option "SLA: Disable Journal Import" to YES, we are directing the system not to perform the journal import automatically. So the journal import has to be triggerred Manually, which means the data will stay in the interface table.
The default value for the profile option SLA: Disable Journal Import is NO, which means when ever a data is sent to General ledger , the subledger tables alone are used (i.e. tables with prefix XLA).

At what level the profile option can be changed ?
The "SLA: Disable Journal Import" is not updatable at User,Responsibility and Application level. It can be updated only at SITE level.

What happens when a Journal Import fails?
When the journal import fails and the profile option SLA: Disable Journal Import was set to NO, the data will not stay in the GL interface tables, the data will be rolledback to the subledger tables.

By setting the SLA: Disable Journal Import to YES is there any Problem ?
1) The structure of R12 is designed such a way to avoid or reduce the reconciliation worries. When you set this profile option to YES, and make corrections if any and then transfer the DATA to GL, the data available in GL and data available in Subledger becomes OUT OF SYNC.

2) Also this profile option is set only at Site level, which means it applies to the whole environment, and not specific to an Application or an User.

So, what are oracle recommendations about this profile option:
1) By default the value of this profile option is NO
2) If user has AP/AR , but not oracle GL, they should set SLA: Disable Journal Import=Yes
3) If user has AP/ AR as well as oracle GL, they should set this profile to No to ensure the data in SLA and GL are in sync
4) If the profile options stays at the default value from the start of the implementation , please DO NOT change it.

Hope this adds to your knowledge kit.
Have a good Day ... !

Wednesday, February 13, 2008

Enhanced Feature - Create Accounting at Sub Ledger Level

Hi All,
today we will discuss about another enhanced functionality in Release 12. It is nothing but CREATE ACCOUNTING program, which is related to Sub Ledger Accounting. Briefly, Create Accounting program is used to carry out accounting for transactions that are recorded in the sub ledgers based on the accounting rules that are mentioned in the Sub Ledger Accounting Method.
You may think that we also had this create accounting functionality in Release 11 under
Payables Application. Yes we did had this in Release 11 itself, but it was limited only to Payables module and not to the other modules, now in release 12 this functionality is extended to all sub ledger applications along with some enhanced features.
Now lets see what are those enhanced features that got in to Create Accounting Program.
In Release 11, when you create accounting for transactions, it will be done immediately, you did not have the option of previewing before accounting. This led us to lot of reconciliation worries in month end, since some manual entries get passed in General Ledger.
Unlike previous versions, Release 12 has provided the user with three new functionalities under Create Accounting Program. They are:

1) DRAFT Mode - It is nothing but a draft accounting which will help the user to know what are the Accounts that are getting used for this particular accounting event. You can correct your transaction by looking at the draft entries. Draft entries will also be included in Accounting reports, but it cannot be trasferred to General Ledger since it does not reserve funds and does not update balances. An entry is draft status can be Updated and Deleted.

2) FINAL Mode - It is normal online accounting functionality which we had in earlier release also. It means that entries creating using this mode cannot be changed. After performing this accounting, transaction becomes eligible to get transferred it to General Ledger any time.

3) FINAL POST Mode - It is a very useful new feature, which does the operation of Straight through accounting. When you select this particular feature, it Creates Accounting for the Transaction with the mode Final , it Transfer the accounting entries to General Ledger and it also posts those entries in General Ledger.

With the help of new enhancements in Create Accounting feature, transactions and balances can be up to date and reconciliation is made easy.

Thursday, January 31, 2008

Feature Replacement - Cash Management Module

Hi All,

as we all know there were many new features that were provided in the Release 12 version, but how many of us know about the modifications(Alterations / Deletions / Replacements) that took place in the existing features. It is really hard to find out the changes made to the existing features, unless otherwise we work on that area. I am making an attempt to cover such existing areas which got modified due to the introduction of new Release 12 features.

In this topic we will discuss about the change that has been made to the Cash Management Setup. As we all know the only setup which one needs to make for the Cash Management
Module is the System Parameter Setup under the navigation
Cash Management Responsibility > Setup > System > System Parameters ( Navigation remains the same for Rel 11 and Rel 12)

In Release 11, under the System Parameters form we have 3 TABS,
TAB 1 = General || TAB 2 = Auto Reconciliation || TAB 3 = Open Interface

Screen Shot of System Parameter Form in Release 11
Whereas in Release 12, under the System Parameters form we have only 2 TABS,
TAB 1 = System Controls || TAB 2 = Cash Management Transactions

Screen Shot of System Parameter Form in Release 12
Since there are new tabs are in place for Release 12 versions we will see whether they cover the functions that are being carried out through 3 tabs in Release 11 versions.
In Release 11,
General TAB = Receivable Activity , Float Handling, Archive/Purge Options, Matching Order option for AP and AR, Signing Authority Approval.
Auto Reconciliation TAB = Exchange Rate details, Tolerances details
Open Interface TAB = Interface code and Interface matching criteria
In Release 12,
System Controls TAB = Reconciliation Controls, Signing Authority Approval and Archive/Purge Options
Cash Management Transactions TAB = Exchange rate type options, Bank Account Transfer Authorisation type.

If you make a comparison between the above, you will find out almost many features continues to remain the same apart from few which were not appearing in Release 12 , and few which were new in Release 12, we will see what are they now.

Features that were available in Release 11 Cash Management Module but NOT
available in Release 12 Cash Management Module
1) Receivable Activity
2) Float Handling
3) Matching Order option for Payables and Receivables
4) Tolerances Details
5) Interface Code and Interface Matching Criteria
6) Check box for Using Reconciliation Open Interface

In case if you are wondering how cash managment will work without these, there is no need to panic, since all the above metioned features got shifted to different area in Release 12. You can do all these setups while creating Bank Accounts in Release 12.
You will find all these controls under Create Bank Account process ( i.e. after creating a bank and bank branch) in Step 3 which is Account Controls.

Screen Shot of Account Controls page (Bank Account) in Release 12
Features that were NOT available in Release 11 Cash Management Module but
available in Release 12 Cash Management Module

Bank Transfer is a new feature in Cash Managment Module, earlier it was carried out in Treasury modules and by few workarounds in the financial modules. So the below features are in support of bank Transfers.
1) Bank Account Transfer Authorisation Type
2) Bank Transfer Rate Date

To sum up, in Release 12 setting up of cash management is not only limited to System Parameter Form, it also requires Bank Account setups to be done.
And many may argue that System Parameter form is not the only setup in the Cash Management Module, since we need to setup Banks, Payment Methods, Receivable Activities etc etc..., but all these are related setups, whereas System Parameter setup is the one and only setup that can be made in a Cash Management Module and not anywhere else.

Will meet you guys with other features ...

Saturday, January 19, 2008

Never ending Bugs list and Setup Issues !

Never ending Bugs list and Setup Issues !

Here is the Scene where a junior consultant who is new to Release 12 is having a conversation with the senior Consultant with respect to the tuffness in doing setups...

JC = Hello Sir
SC = Hi JC !
JC = Sir, i have been recently assigned the task of carrying out setups in REL 12.
SC = Is it, great news ! I am sure you will be learning more.. !
JC = Certainly sir, but i am facing lot of issues while carrying out setps... !
SC = Is it , what went wrong?
JC = I am not sure, i have been following userguides and manuals but still ending up in
SC = Ok, tell me the problems which you are facing in your setups let me c , if i can help
JC = Yes Sir, initial problem which i am facing was i was unable to Choose my Business
Group while creating ledgers using Accounting Setup Manager.
SC = That will be Bug No. 5971509
JC = In the Accounting Setup Manager, there is no LOV button available for selecting the Ledgers, we have to do manual query with all permutations and combinations if we forgot the name of the Ledger. I dont know the easy way out..
SC = ohh that one, it will be Bug No. 5986471
JC = While performing the setups in Accounting Setup Manager, i came to the last step for pressing the complete button, whereas the complete button was not available !
SC = that will be Bug No. 6080622
JC = When i tried creating Bank Accounts, i cannot see my Legal entity name in the Bank Account owner field, i know what went wrong.
SC = This is normal, refer Note:415529.1
JC = In AR, i am unable to make setup for Receivable Activities, i get message to define Party tax profile, but not mentioned how to do the same any where.
SC = This is stated in Note:419019.1, you can get the steps from that
JC = In Cash Management, i am getting error message "no data Found" frequently, what could be the reason for it.
SC = Reason could be Note:419500.1
JC = And in ASM i was unable to create Operating units
SC = oh that one can be solved by Note:428828.1
JC = And while creating Legal Entity i was unable to select INDIA, why is that, india and many other countries are not at all appearing in the list of values
SC = It is because of Note:438089.1
JC = Sir what is all these numbers which you are gaving me..... ?
SC = These are the reference numbers for Bugs and Setup issues which are not taken care by the technical experts while finalizing the product.
JC = What am i supposed to do with these Numbers sir ?
SC = You have to get access to metalink website, where oracle gives support to all customers, in that site, you can search using these numbers to view the detailed documentation.
JC = How can i get access to metalink, since i am not a customer?
SC = Dont worry, you can ask your client to create one for you, or you can get the CSI or Customer Support Identification number from your client and create an ID on your own.
JC = Thank u very much sir !
SC = Dont thank me, what ever errors you have faced so far is not becoz of you, it is becoz of oracle only, in future when ever you get an error use metalink as the first resource for solving your problem.... Thank Oracle
JC = Sir, you are being diplomatic... how can i thank oracle , they are the one who created these errors in first place... and later they are making up for it in the support division.
SC = In a way it is true !! I cannot comment more on it !! (even though this is a blog !)
JC = Sir i will be having more doubts in coming days to come, will be getting in touch with you often .. !
SC = You are always welcome.... Check one thing, Oracle also makes up for all these errors and bugs by providing Roll up patches, there are many versions for it, i heard that recently they released Rollup patch 4 for rel 12, ask your DBA to apply that patch in your instance , which will reduce the technical errors !
JC = Will do that sir !
SC = Since its a new system , it will take time to stablize, u know some thing, oracle always tests thier products with the customers only.... !
JC = I can see that now !
SC = OK Bye
JC = Thanks for your time sir , looking forward for many more conversations like this one, Bye

New Feature - Sub Ledger Accounting (SLA)

New Feature - Sub Ledger Accounting (SLA)

We have already discussed about Subledger Accounting Method during the post "Its
not 3 c's any more". Here we will see it in bit more detailed manner what exactly it is.
My first request to Functional Consultants through out the world is that, you need not know SubLedger Accounting to perform an Implementation. One can use the Standard
seeded Subledger accounting methods itself.
However if the client wants a special accounting treatment to be followed on a case to case basis, then we should be knowing something on SLA.

Firstly, one can create a new Subledger accounting on his own (which will be a Huge
time consuming process)
Secondly, one can copy an existing Subledger accoutning and make changes wherever
required ( Highly recommended)
Thirdly, Subledger methods owned by Oracle cannot be altered

Subledger accounting method which is given by oracle are standard, which means they
are not specific to any chart of accounts, they work in the same manner.
However one can create an Subledger accounting method for a specific chart of

The introduction of Subledger accounting also changes the way in which transactions
are transferred to GL.
Earlier in REL 11,
Subledger > Create Accounting >Run Transfer to GL > GL interface > GL Main Table
Now in REL 12,
Subledger > Create Accounting > Sub Ledger tables (XLA) > Run Transfer to GL > GL
Interface > GL Main Table

The only difference in the accounting methods followed in REL 11 and REL 12 is that,
access to create an accounting method is given in the front end itself to the users in REL 12 which was not there in REL 11 !!!

New Feature - " SL and MAR "

SL and MAR - Secondary Ledgers and Multiple Accounting Representations

Ever since introduction of REL 12, most of them know that Set of Books got replaced by Ledgers. But in REL 12 we have something called Primary Ledger and Secondary Ledger, however we dont have a primary or Secondary Set of Books in earlier release, it is only one set of books.
How to get a knowledge upgrade for people who know only set of books and doesn't have any idea on ledgers.
For them Primary Ledger in REL 12 is equal to the Set of Books in R 11, as simple as that, however Secondary Ledger in Rel 12 is something new, which was not thier in previous release. Even though some may link Reporting Set of Books in REL 11 as Secondary ledgers in REL 12, which is not correct, since we still have the same functionality of Reporting Set of Books as Reporting Ledgers in REL 12.
So what does these Secondary Ledger do in REL 12 is a big question ??
Secondary Ledgers are mainly used for creating Multiple Accounting Representations.

What do you mean by Multiple Accounting Representations?
As we know oracle offers by default 5 sub ledger accounting methods, apart from which a user can create on his own as many sub ledger accounting methods as he wants. One may want to know how the financial position of the company under all five methods of Accounting, in which case you can create Secondary Ledgers and attach different Accounting method to it.

How transactions are created with Multiple Accounting Representations?
By selecting a Data Conversion level while creating a Secondary Ledger. One can select any data conversion level among Balance, Journal, Subledger and Adjustments only. What happens is that, once a Journal entry or a transaction is recorded in Primary Ledger, the same transactions gets transferred to Secondary Ledger, even though the Accounting method of Primary and Secondary ledgers may be different..

This functionality can be useful when the Statutory requirement is to maintain books of accounts in certain accounting method and company policy is to maintain books of accounts in different accounting method, and also many other reasons one can think off..

New Feature - Data Access Sets

One of the new features in General Ledger is Data Access Sets. This feature plays a very important role in having a Secured Data Access to the user or one can called it as RBAC (Role Based Access Control).
In previous versions, access to data by users has been restricted only by excluding the menus and functions of the responsibility and then that responsibility is assigned to the particular users who are eligible. This job is carried out by a system administrator or a consultant having system administrator responsibility. This functionality stays as such in Rel 12 also.
Apart from the above, in Rel 12, General Ledger has also contributed a new feature towards securing data.
A Ledger created in General Ledger Module is accessed by various modules using different responsibilities, if one decided to exclude menus for all such responsibilities it will be a time consuming process, instead one can create a security by creating an Data Access Set for a ledger in General Ledger itself, which will apply to all responsibilities using that particular ledger. However, a setting is required for each such responsibilities, that is you have to attach the respective Data Access Set to the respective Responsibility by using GL: Data Access Set profile option. This setting can be done only from system administrator responsibility.
Note: One Responsibility can have only one data access set assigned.

Now let us see what are the types of security that one can have for a ledger or ledger set.
1) Full Ledger 2) Balancing Segment Value 3) Management Segment Value

1) Full Ledger - Full ledger access means having full read and write access to the ledger and all of its balancing segment values or management segment values.

2) BSV - If you assign specific balancing segment values to legal entities and ledgers, you will only be able to use those balancing segment values during transaction processing and journal entry.

3) MSV - When securing management segment values for a ledger, take note of the management segment values you used when you assigned the default accounts to the ledger, such as the retained earnings account and the cumulative translation adjustment account.

The privileges available for all the three Data Access sets are :

Read Only: Allows users to view data in ledgers and balancing or management
segment values.
Read and Write: Allows users to view and enter data in ledgers and balancing or
management segment values.

If you closely observe the BSV and MSV data access types it is more or less similar to a security rule that is defined in General Ledger module. And one more thing, BSV and MSV type Data Access sets also considers Security Rules.
For Eg: Assume that you have blocked a Segment value 01 for your company segment,
whereas you have included segment value 01 in the Data Access set, in which case, the
user will not have access to the segment value 01.

Will confuse you guys more with my other posts shortly !!