Period Close Advisor: E-Business Suite (EBS) [ID 335.

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OM and Shipping
Evaluate & Prepare Process OM Transactions Process Shipping Transactions Reconcile Close OM Orders

Evaluate & Prepare

Preparing for Period Close begins with thorough product training to establish proper application setup and usage. User Guides, Product Information Centers, and other key documents are linked within this advisor and provide detailed product information that should be reviewed. Evaluating and maintaining current code levels is also essential to a successful period close. As a Best Practice, you should always ensure you are on the latest code with recommended patches applied. This will help avoid known issues, prevent potential data corruption and provide the latest features and functionality. Having a proactive patching plan and periodic proactive patching process is the best way to stay current. Please review the following documents for guidance in this area:

Document: 313.1 Patching & Maintenance Advisor: E-Business Suite (EBS) 11i and R12

Document: 976188.1 Patch Wizard Utility To search for recommended patches within My Oracle Support:

Navigation: 1. Login to 'My Oracle Support' (MOS) 2. Click on the 'Patches & Updates' tab 3. In the Patching Quick Links box on the left, click 'Recommended R12 Patches' under the Oracle EBusiness Suite heading 4. In the Maintenance Release LOV, select your version 5. Under Product or Family, select your product area 6. Select your Platform, then click 'Go'

Attention: Critical Patches will be marked with and exclamation mark '!' and Recommended Patches will be marked with a 'check'

For more details, see Document: 1400757.1 12.1.3 How to Find E-Business Suite Recommended Patches In addition, many E-Business Suite products have diagnostics and health checks that can proactively look for issues within your data so they can be resolved as soon as they are detected. Those proactive diagnostics are linked where relevant within the steps in this advisor. The link to the full catalog is below:

Document: 421245.1 E-Business Suite Diagnostics References for R12

1. Review Training Material

Document: Order Management Release 12.0 User Guide

Document: Order Management Release 12.1 User Guide

Document: 1273931.1 Oracle Order Management Product Information Center

2. Recommended Patching
To help ensure data consistency, apply the latest recommended patches. My Oracle Support (MOS), is updated frequently with the latest patches recommended by development as they are released. Details on navigating through the 'Patches & Updates' area are detailed in the following note:

Document: 1400757.1 - How to Find E-Business Suite Recommended Patches

Tip: For Order Management Recommended Patches, choose 'Order Management Suite' from the Product or Product Family LOV.

3. Validate Setup
Incorrect or incomplete setup within the product can cause data issues. Run the setup diagnostic listed and review the recommendations in the output to see if there are corrections that need to be made.

Diagnostic: 1083807.1 Diagnostic Test Catalog for 12.1.3

Tip: Navigate to the notes listed for links 'Oracle Order Management (ONT) and Oracle Shipping Delivery Based (WSHD)

4. Ensure Data Consistency

Order Management development has created Generic Data Fix (GDF) patches for data issues detected from fixes to application code.These GDF patches can be downloaded through My Oracle Support and can detect and fix issues within your OM data before they cause problems with processing or period close.

Document: 398822.1 Order Management Suite - Data Fix Patches and Scripts

Process OM Transactions
Ensure that all transactions have been entered for the period being closed.

1. Confirm shipments and optionally, the creation of install base entries for shipments 2. Run the Generate Pre-billing Acceptance Program for Pre-billing, Implicit Acceptance

Document: 863454.1 Detailed Functional Flow of Customer Acceptance feature in Release 12

Tip: See 'Diag 24a' in the above document for details on how to run this program

3. Confirm OM-shipping transaction for the period

Diagnostic: 1083807.1 Oracle E-Business Suite Diagnostics R12.1.3

Tip: Click on section 'Oracle Shipping Delivery Based' for details and diagnostics.

4. Confirm that invoice interface (OM-> AR interface) has been completed

Process Shipping Transactions

1. View Unprocessed Shipping Transactions that prevent the period close

Diagnostic: 1331647.1 How to run the Period Close Pending Transactions Report in R12

2. View Pending Transactions

Document: 1069492.1 Resolving Period Close Pending Transaction R12

3. Resolve Unprocessed Shipping Transactions

Document: 262979.1 Unprocessed Shipping Transactions Troubleshooting Techniques

4. If you are unable to resolve the transactions, log a new SR with Oracle Support
Please provide the following when opening the SR so support can determine if a data fix is required or if there is a known solution: a) Run the concurrent program Diagnostics: Apps Check from Order Management

Navigation: Order Management > Reports, Requests > Run Requests > Choose 'Diagnostics: Apps Check' from LOV. Enter the following applications: Order Management, Shipping Execution, Inventory, Warehouse Management (if you are using Warehouse Management, please also include this product)

Diagnostics: 739401.1 R12 DIAGNOSTICS: APPS CHECK Report Shows Wrong Patchset and Not Picking All Files, for R12 information. b) Provide Debug log file The following document provides specific profile settings and debug steps to create the debug files required for further analysis. Follow the General Instructions based on your application version and then the specific instructions pertaining to the process that is failing.

Diagnostics: 290432.1 How to Create a Debug File in Shipping Execution c) Upload the report from:

Diagnostic: 1331647.1 How to run the Period Close Pending Transactions Report in R12 d) Upload an HTMomse report for your problematic order:

Navigation: 1. Download the HTMomse12.sql script:

Diagnostics: 133464.1 HTMOMSE Sales Order Diagnostic Script

Note: Oracle Development has recently made some critical enhancements and modifications to this script, so please download the script from this note, even if you have done so in the past. 2. Execute the script from a SQL*Plus session. Please do not use an SQL tool such as Toad or SQL Developer 3. Enter the order number 4. Leave Line ID blank so the report will show all order lines. 5. When prompted for the sections you want shown in the report, please enter 'Y' for all fields. 6. When prompted for validations, please enter 'Y'; UNLESS this is a very large order. 7. The SQL script will give you the full path for the HTMomse report output. Please upload the report to the SR.

Tip: If the order is very large or the HTMomse script runs for a very long time, enter 'N' to not perform validations. The report will run faster if validations are not performed. Tip: As another option, you can implement the following note so that you can run the HTMomse12.sql script as a concurrent request: Diagnostic script HTMomse to be installed as a Concurrent Process (Doc ID 1401831.1). It will allow you to launch the request for an order without having to ask your DBA run it in SQL/Plus.

Reconcile
Subledger Accounting (SLA) - Reconciliation
SLA introduced changes in the way reconciliation is performed: In Release 11i, you reconciled transactions and distributions to GL through transactional reports. In the accounting reports in Release 11i, the balances are displayed but not the transactional information. In Release 12, there is no reason to reconcile distributions on transactions to GL, but you can still reconcile transaction reports to accounting reports. The new accounting reports in Release 12 now also contain more comprehensive information - not just on balances but also on suppliers, customers and transactions.

Note: When you do account balance reconciliation, you should ignore distributions in Release 12, especially if you have altered your subledger accounting rules.

1. Reconcile to Oracle Inventory

Run the following reports for reconciliation with Oracle Inventory: a) Backorder Detail Report

b) Review Backorders c) Returns by Reason Report: This report reviews all return material authorizations for various return reasons. Order Management automatically sorts this report by currency, return reason, and then item.

2. Reconcile to Oracle Receivables (Optional)

Run the following reports to assist in reconciliation of orders invoiced in the period: a) Commercial Invoice Report (for all ship dates within the current AR period): This report lists all confirmed shipped items in a delivery. If only a delivery name is specified when defining the parameters of this report, Shipping Execution prints one commercial invoice per delivery within the trip. b) Order/Invoice Detail Report: This report reviews detailed invoice information for orders that have invoiced. A variety of parameters can be used to print the invoice information for a specific order or group of orders. If there are no invoices for a particular order that meets the parameter criteria, Order Management prints in the report that no invoices exist for that order.

Close OM Orders
Closing the Period
When you attempt to update the period status to Closed for one ledger, the system checks for unposted transactions in all operating units within the ledger. If there are unposted transactions in any of the operating units, you will need to resolve the unposted transactions for those operating units before you can close the period for that ledger. See the referenced documents and diagnostics within this advisor to troubleshoot these types of issues.

Attention: Closing is always executed at a ledger level and not at operating unit. You can only execute close from the responsibility which has access to all operating units within a ledger.

Note: In Release 11i, GL automatically created the balancing lines for journals posted to GL when you closed your periods in each of the subledgers. In Release 12, subledger accounting creates the balancing lines at the time you account for the subledger transactions. The subledger accounting journal represents the actual accounting and the balancing lines are created as part of these subledger accounting journals.

Closing Orders Overview

Closing orders that are complete enhances performance, since many programs, windows and report queries retrieve open orders only. Orders marked as closed are not selected, increasing system speed

and efficiency. Closed orders are excluded from many of the standard reports available in Order Management, so reporting can be limited only to the active orders. Close lines and close orders are implemented using workflow. Order Management provides seeded close line and close order workflow sub-processes to close the order header and line, respectively. These processes, when included in the order header or line workflow, close the status of the eligible order or lines. Once an order is closed, no lines can be added or changed. The order header close order process checks at the end of every month to see if all the lines associated with it are closed. It closes the order header if it finds that all the lines are closed.

Attention: Be sure to include the standard sub-processes of close line and close order at the end of all your line and order flows to ensure that your orders and returns close once all prerequisites have been met.

Steps to Close Orders: 1. Close Order Lines

An order line is eligible to close when it completes all of the line-level activities within the workflow process. Order lines can close independent of each other. Once an order line is closed, no changes can be made to any fields except the descriptive flexfield, for which you can define processing constraints.

Document: 398822.1 Order Management Suite - Some Data Fix Patches and Scripts. There are generic datafixes in this note that will progress stuck orders/lines.

Attention: Holds Effect on Eligible Lines: The close order and close line workflow activities will close order or lines if only generic holds are present .If orders or lines have activity specific holds present, they will not be closed by workflow activity.

Attention: If MOAC is enabled for the Order Management responsibility, perform the above tasks for each operating unit.

2. Ensure all Interfaces are Completed for the Period (Optional)

Order Import from External Order Systems: If you are using external order processing systems for data entry of orders, use the Order Import to update Oracle Order Management from your external systems. Alternatively, if you are using the Order Management public API to create orders, ensure that the processes calling the public API have completed. Use the Order Import Correction window to examine the orders and optionally correct data if it fails the import process. Use the Error Message window to determine if your data failed to import.

3. Respond to workflow approval notifications

Diagnostic: 458665.1 How To Troubleshoot When Email Notification Responses Are Processed But The Approval Workflow Still Shows In Process

4. Transfer Invoices to Oracle Receivables

The AutoInvoice process imports external orders from the interface table. This ensures all shipped sales order information is transferred to Oracle Receivables when it reaches the appropriate point in the order workflow. The AutoInvoice Process updates Oracle Receivables for invoice and revenue information, as well as credit memos and credits on account created from returns.

Attention: This process is only applicable for Order Workflow Definitions that include the Invoice Interface or Invoice Line processes.

Attention: Order Management does not process internal sales order lines for the Invoice Interface, even if the Invoice Interface is an action in the order Workflow Definitions for the Internal Sales Order transaction type.

Note: Internal orders do not go through the Invoice interface/ AutoInvoice process.

Tip: Review the Receivables tab in this advisor for further details.

5. Review Held Orders

Run the following reports to assist with reviewing sales orders on hold: a) Orders on Credit Check Hold Report: This report identifies all of the credit holds currently outstanding for a customer within a date range, or identifies why a particular order is on hold. Order Management allows you to perform a credit check on customer orders and automatically places orders on hold that violate your credit checking rules. This report is automatically sorted by customer, currency code, credit check rule, and order number. All balances are calculated as they are using the online credit check rule, including the factor for shipments and receivables for a certain number of days. b) Hold Source Activity Report: This report reviews holds placed and removed under a hold source during the time period you specify and indicates the date and the type of activity for each hold transaction. c) Outstanding Holds Report: This report reviews order holds for the customer or customers you choose and displays the order number, order date, ordered items, and order amount for each order line on hold for each customer you select. It is automatically sorted by customer, order number, order line, and then order line detail.

6. Review Customer Acceptances (Optional)

In Pre-Billing Customer Acceptance, once the goods are accepted, invoicing is carried out. In Post-Billing Acceptance, the revenue recognition process is deferred and linked to customers accepting the shipped goods.

Document: 863454.1 Detailed Functional Flow of Customer Acceptance feature in Release 12

7. Review Discounts
It is recommended that you review discounts processed as part of the order process to ensure appropriate discount policies have been followed, and exceptions are clearly identified and reviewed and/or followed up. Use the following reports: a) Order Discount Detail Report: This report reviews discounts applied to orders by order line detail and provides detailed line pricing information, including price list price, selling price, and discount information. b) Order Discount Summary Report: This report reviews discounts applied to orders and provides order level pricing information, including agreement, salesperson and total order discount.

8. Review Backorders
Review backlogs and backorders to ensure that these items are current. If necessary, process cancellations for items/lines which are no longer required. a) Backorder Detail Report: This report reviews all customer orders that have been backordered and provides details for each order including customer name, order number, order type of each order, all backordered items and their appropriate line numbers, total quantity both ordered and backordered, and monetary amounts of both ordered and backordered quantities. b) Backorder Summary Report: This report lists all unshipped orders and includes only open orders in an order cycle that includes pick release. It displays order information such as order number, customer name and number, order type, purchase order, order date, last shipped date, and the monetary amounts ordered, shipped and outstanding. This report also includes total amounts for customers and currencies. These amounts involve totals for shippable items only.

9. Review and Correct Order Exceptions

a) Unbooked Orders Report: Optional: Use this report to review orders entered but not booked. They may indicate incomplete processing, which needs to be corrected, completed, or deleted as appropriate. b) Retry Activities in Error: Run this report once in Execute Mode for OM Order Header and OM Order Line item types, preferably at the time of low order update activity. If, after running it, there still exist activities in error, use Workflow Status Monitor or diagnostic script bde_wf_err.sql to find orders/lines in error and investigate further the reason why they are in error. Scheduling a blind (i.e., no filtering by Order Number) Retry Activities in Error on a frequent basis (more than about once a week per item type) is not recommended unless you promptly investigate and remove the reason for a repeating workflow error. Otherwise, rather than resolving the error, the program will keep adding additional workflow status history records. It is recommended to run the Retry Activities in Error at least a week before period close deadline, so you have time to investigate any errors that the program could not resolve.

Navigate: Order Management > Reports, Requests > Requests > Single Request > Retry Activities in Error > To progress headers and lines in error, run for Item Types: OM Order Header & OM Order Line.

Diagnostic: 255045.1 bde_wf_err.sql - Profile of Workflow Activities in Error. This is a script to identify and assist in processing Activities that are in an errant state. c) Sales Order Workflow Status Report: Optional: This report enables Order Management users to locate orders that are not progressing through associated workflows as expected.

10. Create Service Contracts (Optional)

Run the Service Contracts Order Processing Concurrent request to create service contracts for extended warranties.

11. Purge Closed Workflows (Optional)

Document: 878032.1 How To Use The New Concurrent Program "Purge Order Management Workflow"

Tip: For any performance issues, see 751026.1 FNDWFPR - Purge Obsolete Workflow Runtime Data - OEOH / OEOL Performance issues

12. Run Standard Period End Reports

The following reports should be run each period: a) Cancelled Orders Report: This report reviews all orders that have been cancelled and provides a summary of each cancelled order, including order number, customer name, line number and item, the date and reason the order or order line was cancelled, the quantity ordered and the quantity cancelled, and who cancelled the order. This report can be used to report total amounts cancelled in a specified time-frame, and allows evaluation of the most common cancellation reasons, review cancellations by salesperson, or review cancellations by customers. b) Salesperson Order Summary Report: This report reviews orders for one or more salespeople and displays the order and each order line associated with each salesperson. Salespeople can use this report to see their current outstanding orders and their status. c) Customer Acceptance Report: Generate Pre-billing Acceptance Program for Pre-billing, Implicit Acceptance.