Implementation and User Guide of GL Module

(General Ledger) Basic Setups and Basic User Interface

1.

Defining Flex-field
A. Value and Value Set B. Defining Accounting Flex-field Segment Structure. C. Defining Accounting Segment Values.

2. 3. 4.

Defining Calenders. Defining Currencies Accounting Setup Entering Journal : Types of Journal, Posting Shorthand Aliases Defining Document Sequence Data Access Set validation Rule Summary Accounts

5. Entering Journal : Prerequisites (System Administration, Open Periods) 6. 7. 8. 9.

10. Cross

11. Security 12. Defining 13. Budget

14. Journal Approval 15. Consolidation 16. Ledger

Set Statement Generator (FSG)

17. Financial

Open Oracle and enter user id and password. A window similar to below image will appear.

Select General Ledger, Vision operations (USA) from the left hand available options . A list of options will appear in the middle of the page select Enter it will launch Oracle Applications Program.

Oracle applications page will appear similar to above image on the right hand, the navigation window will be below the enter journals and find journals window, one can close these and start navigating as per requirement.

1.

Defining Flex-field

A flex-field is a field made up of subfields, or segments. A flex-field appears on your form as a popup window that contains a prompt for each segment. Each segment has a name and a set of valid values. There are two types of flex-fields: key flex-fields and descriptive flex-fields.

A. Value & Value Set Setup > Financials > Flex-fields > Validation > Sets.

Enter Value Set Name and Description Use only letters, numbers, and underscores (_) in your value set name. You should not include any spaces, quotes, or other special characters in your value set name. Do not use the string $FLEX$ as part of your value set name. List Type: Choose List of Values if your value set should not provide the Long List feature in Oracle Forms applications. A user will not see a pop list in Oracle SelfService applications. Choose Long List of Values if your value set should provide the Long List feature in Oracle Forms Applications. The Long List feature requires a user to enter a partial segment value before the list of values retrieves all available values.
Long List of Values more than 200 values expected Pop-list fewer than 10 values expected List of Values between 10 and 200 values expected

Security Type No Security All security is disabled for this value set.

Hierarchical Security With this feature any security rule that applies to a parent value also its child values.

applies to

Non-Hierarchical Security Security is enabled, but the rules of hierarchical security do not apply. That is, a security rule that applies to a parent value does not cascade down to its child values. Format Type Char Char lets you enter any character values, including letters, numbers,and special characters . If you choose this format type but enter values that appear to be numbers, such as100 or 20, you should be aware that these values will still behave as character values. If you want such values to behave more like numeric values, you should check the Rightjustify and Zerofill Numbers check box. Date Date enforces a date format such as DDMONYY or DDMONYYYY, depending on the maximum size for this value set. Maximum Size Date Format 9 DDMONYY 11 DDMONYYYY Date Time Date Time enforces a date format such as DDMONYY HH24:MI, depending on the maximum size for this value set. These are the supported datetime formats and value set maximum sizes you can use for Date Time: Maximum Size Date Format 15 DDMONYY HH24:MI 18 DDMONYY HH24:MI:SS Number Number lets you ensure that users enter a numeric value. The numeric format allows a decimal point and a minus sign. All leading zeros and plus signs are suppressed, and entered data behaves as in a NUMBER field in Oracle Forms or a NUMBER column in the database. Note that this format behaves differently than a Numbers Only format, which is actually a character format. Once you have chosen a Number format, you can enter a value in the Precision field. Precision indicates the number of places that should appear after the decimal point in a number value. For example, to display 18.758, you choose a precision of 3. To display an integer such as 7, you choose a precision of 0. Standard Date Standard Date enforces the current NLS date format, depending on the NLS date format setting for your installation. Users see the dates in the current NLS format while entering data, querying data and using the List of Values Standard Date Time Standard Date Time enforces the current NLS date format, depending on the NLS date format setting for your installation. Users see the dates in the current NLS format while entering data, querying data and using the List of Values Time Time enforces a time format such as HH24:MI, depending on the maximum size for this value set. Maximum Date Size Format 5 HH24:MI 8 HH24:MI:SS

Character Formatting Options Numbers Only (09) With the Numbers Only option, you may not enter the characters AZ, az, or special characters such as ! , @, or # , in the segment that uses this value set. You may enter only the values 09, minus signs, plus signs, commas, and periods in any segment or parameter that uses this value set. Uppercase Only Indicate whether any alphabetic characters you enter as values for a segment using this value set should automatically change to uppercase. Rightjustify and Zerofill Numbers Indicate whether your flex-field should automatically rightjustify and zerofill numbers when you enter values for this value set. This option affects values that include only the characters 09, regardless of whether you select the Numbers Only option. This option has no effect on values that contain alphabetic characters or special characters such as a period or a hyphen. Min Value Enter the minimum value a user can enter in a segment that uses this value set. Your minimum value may not violate formatting options such as the maximum value size you specify for this value set. Max Value Enter the maximum value a user can enter in a segment that uses this value set. Your maximum value may not be longer than the maximum size you specify for this value set.

Validation Type
None You use a None type value set when you want to allow users to enter any value so long as that value meets the value set formatting rules. That is, the value must not exceed the maximum length you define for your value set, and it must meet any format requirements for that value set. Independent An Independent value set provides a predefined list of values for a segment. These values can have an associated description. For example, the value 01 could have a description of Company 01. Table A tablevalidated value set provides a predefined list of values like an independent set, but its values are stored in an application table. You define which table you want to use, along with a WHERE cause to limit the values you want to use for your set. Dependent A dependent value set is similar to an independent value set, except that the available values in the list and the meaning of a given value depend on which independent value was selected in a prior segment of the flex-field structure. Eg. Computers is an Independent value set Monitor, Keyboard, Mouse are Dependent value set of Computers value set. Special and Pair Value Sets Special and pair value sets provide a mechanism to allow a flex-fieldwithinaflex-field. These value sets are primarily used for Standard Request Submission parameters. You do not generally use these value sets for normal flex-field segments.

Fill in like the above image and save by pressing Ctrl+S

Create Company Value Set (Open Sets window) Create Department Value Set (Open Sets window) Create Operating Unit Value Set (Open Sets window) Create Accounts Value Set(Open Sets window) Create Common Value Set(Open Sets window)

: : : : :

MI_COMPNAY (Then Save and Close Window) MI_DEPARTMENT (Then Save and Close Window) MI_OPERATING UNIT(Then Save and Close Window) MI_ACCOUNTS (Then Save and Close Window) MI_COMMON (Then Save and Close Window)

Create the other Value set similarly and Save And Close

B. Define Accounting Flex-field Segment Structure

This form is used to define the structure, or order, and the performance of the segments in your Accounting Flex-field. This is where you will establish the relationship between flex-field segments and the value sets.

Setup > Financials > Flex-field > Key > Segment

Press F11 to Query, after which all the options will show values. Select new from the options bar top left first option below file option in menu bar. Code: MI_ACCOUNTING flex-field \The code for a structure is a developer key and is used by loader programs. The value you specify for the code will default into the title field. Title: MI_ACCOUNTING flex-field In the Structures section of the window, you enter a title for your Accounting Flex-field structure. Oracle displays the titles of all other Accounting Flex-fields that have been already created. Description: VISSION ACC MI Enter a description for your Accounting Flex-field.

View Name: If you would like to generate a database view for your flex-field structure, enter its name here. The view name cannot contain spaces. It must begin with a letter and can contain only letters, numbers, or underscores.

Click On Segments: A Window Similar to below will appear.

This window is used to define your accounting flex-field segments.

Name: Enter a name for the Accounting Flex-field segment that you want to define. Your segment name can contain only letters, numbers, spaces or underscores (_). Your segment name should start with an alpha character.

Column: Enter the name of the column of the database table that you want to use for your segment. For the Accounting Flex-field, you may only use SEGMENT1 through SEGMENT30 and each column can only be used one time. Value Set: Use this field to associate the value set to the flex-field segment. Value sets for the Accounting Flex-field must use a validation type of either Independent, Dependent or Table. You may not use a validation set with a type of None for the Accounting Flex-field. Value sets may have a one to one relationship with segments of the flex-field, or they may be reused if segments are the same size and have the same attributes. Select Company option a window will pop up with the heading Segments similar to below image.

In the window click on Flex-field Qualifier another window similar to below image will pop up. This window is used to specify flex-field qualifiers for your flex-field segments. This window is not enabled if the flex-field has no qualifiers.

Enabled: Checking this box indicates to the system that this qualifier is turned on for a particular segment.

Natural Account Segment: One and only segment of your accounting flex-field MUST be specified as the natural account segment. By defining a segment as the natural account segment, you will be required to enter additional information for each value you define for that segment. This is the segment of the Accounting Flex-field that usually equates to your existing Chart of Accounts. Balancing Segment: One and only one segment of your accounting flex-field MUST be specified as the balancing segment. The balancing segment of the accounting flex-field is the segment at which all debits and credits must balance. Cost Center Segment: One and only one segment of the accounting flex-field may be specified as the Cost Center segment. Oracle Assets uses this segment to post monthly asset depreciation to the Cost Center level. Inter-company Segment: Check this box to designate a particular segment of the accounting flex-field to be the inter-company segment. Secondary Tracking Segment: A segment in the chart of accounts can be designated as a secondary tracking segment, in addition to the balancing segment, to perform more detailed analysis within Oracle General Ledger. The secondary tracking segment is used in the revaluation, translation, and fiscal year-end close processes. Management Segment: You can set Qualifier with any of the segment, The added benefit of using a management segment is that you can now secure management segment values using data access sets. So you can grant read only or read and write access to specific management segment values to prevent certain managers from viewing and updating data for cost centers, lines of business, or product lines outside of their management authority. In the same Window Select as Follows:-

For Company For Department Select For Accounts Select

: : :

Balancing Segment Cost Center segment Natural accounting segment.

(Repeat the Process of Closing and opening of Flex-field Qualifiers) (Repeat the Process of Closing and opening of Flex-field Qualifiers)

After Selecting the concerned Qualifiers Close the Window and come on the first Segments window shown below to check options and compile segment. Freeze flex-field Definition: Check this box to freeze the flex-field definition after you are finished with it. You cannot make changes to your flex-field structure while it is frozen. The flex-field structure must be frozen and compiled before you can use it. To make changes to flex-field that has been frozen, remove the check from this box to UNfreeze it, make your modifications, and then re-check the box to re-freeze the flex-field. You will need to recompile the flex-field, also. Segment Separator: Type in the character that you want to use to separate your flexfield segment values. The allowed characters are: (-) dash, (.) period, (|) pipe, and custom characters. The default value here is a (.) period.

Cross-Validate Segments: Check this box if you desire to cross-validate multiple segments using cross-validation rules. Crossvalidation rules are used to determine valid combinations of segment data. Freeze Roll-up Groups: Check this box if you want to freeze roll-up groups. If roll up groups are frozen, users will not be able to make changes to roll-up groups using the Define Segment Values form. This box may be UN-checked if you do elect to modify your roll-up groups. The default value for this box is blank or no value. Allow Dynamic Inserts: If this box is checked, new combinations of valid segment value data will be written into the GL_Code_Combinations table. Code combinations that get created using dynamic insertion must pass cross-validation rules and must be combinations of valid segment values.

Now Check The Freeze Flex-fields option, Freeze Roll-up Groups option and Allow Dynamic Inserts option. Click on Compile and Save.(Ctrl+S), A concurrent Request Will be Generated to view Request Click on VIEW > REQUEST > FIND

All Concurrent Request will be Available to view and also outputs, ERROR Msg if any and the Status of the Concurrent Request Weather in Pending Moide, Running Mode Completed ETC.

Close Window after Viewing The Details.

C. Define Accounting Flex-field Segment Values

For each segment that you have created for your Accounting Flex-field structure, it is necessary to enter valid segment values. These valid values appear in the List of Values pop-up window whenever a user enters data into a segment of the Accounting Flex-field.

Setup > Financials > Flex-fields > Key > Values

A window similar to above will appear.

To define valid segment values for a particular Application, Flex-field, Structure and Segment, it is necessary to enter and execute a query. You should run your query using the following criteria:

Application: Oracle General Ledger Title : Accounting Flex-field Structure : Your Accounting Flex-field structure name Segment : Select a segment in your : accounting flex-field or leave this field blank to view all.

In this eg. : General Ledger : Accounting Flex-field : MI_ACCOUNTING FLEX-FIELD COMPANY

Select as appropriate as shown in below images, after doing so click on find.

After clicking on find an window similar to below image will appear

Values Tab (1): Effective

Value: Enter a segment value that will be used to store data for this segment. The segment value must meet the format criteria for the value set that is assigned to the segment. Translated Value: If your value set has the type Translatable Independent or Translatable Dependent, the Translated Value field is enabled. The value from the previous step defaults in. You can update the Translated Value for all installed languages using the Translation icon in the Toolbar. Description: Enter a description for your value. This description appears on the List of Values pop-up window at the time of data entry into the segment. Enabled: Check this box to use this value for the segment. Removing the check mark disables the value. Effective From: Enter the date upon which you will allow the value to be used. Effective To: Enter the date upon which the value will no longer be used.

Values Tab (2) Hierarchy, Qualifiers

Parent: Check this box if you want your value to be a parent value. If you do not check this box, the value will be a child value. If you specify that a value is a parent value, you will be allowed to define and move child ranges for this value. You will also be able to assign the parent value to a roll-up group. The default value for this box does not contain a check mark.

Group: Enter the name of a predefined roll-up group, if you want to assign this value to one. The Freeze Roll-up Groups check box in the Define Key Segments form must be blank in order to do this. Roll-up groups are assigned here only. They are created in another Oracle General Ledger form called Define Roll-up Groups.

Level: A text field that is typically used to describe a level in the parent-child hierarchy. Qualifiers: Placing your cursor in the qualifier field will pop-up a window prompting you to enter additional information (known as flex-field qualifiers) for your segment value:

Allow Budgeting:YES or NO to indicate whether you want to allow budgeting to be used with this value.

Allow Posting

:Specify YES or NO to indicate whether you want to allow posting for this value.

Control Account:Control accounts are General Ledger accounts accessed from Oracle Payables Receivables, and Inventory, for which the Global Accounting Engine automatically creates detailed balances. The control account segment qualifier lets you indicate which account segment values represent control accounts. You must define the control account segment qualifier before you can define accounting segments as control accounts. Account Type: Used ONLY for the Accounting Flex-field segment that you specified as the Natural Account Segment. For these segment values only, you must specify what type of account your value is. Valid proprietary account types are: Assets, Liability, Owner Equity, Revenue or Expense. For budgetary accounts only, you will specify Budgetary Debit or Budgetary Credit. Reconciliation: Indicates whether General Ledger should allow Flag reconciliation for natural accounts that should balance to zero. You can enable or disable reconciliation for an account segment value or for specific accounting code combinations. Define Child Ranges: Click this button to define individual child values, or ranges of child values to a parent value. Move Child Ranges: Click this button to move a range of child accounts from one parent value to another. View Hierarchies: Click this button to view the hierarchical structure of your selected account value. For this Eg. Value
01 02 03 10 00 Translated Effective Effective Value Description Enabled From To Parent Group Level 01 MI COMPANY YES -----02 MI COMPANY US YES -----03 MI COMPANY UK YES -----10 TOTAL COMPANIES YES --YES --00 COMMON YES -----Qualifiers YES/YES YES/YES YES/YES NO/NO YES/YES

BELOW IS THE IMAGE OF THE SAME EG.

Save Work (Ctrl+S) then click on Define Child Ranges ( Note: it will only be activated for values which are Parent Enabled in this case for Total Companies.) Then define child ranges as shown in below image From To Include : : : 01 03 Child Values Only

Save And Close Window Repeat the process by changing the Segment values and input data and child values. Details as per Eg.
Department Tranl. 000 001 002 003 004 100 Description Common Dept Finance Dept Hr Dept Marketing Dept R&D Dept Total Dept Eff. Eff. Enabled From To Parent Group Level YES -----YES -----YES -----YES -----YES -----YES --YES ---

Value Value
000 001 002 003 004 100

Qualifiers YES/YES YES/YES YES/YES YES/YES YES/YES NO/NO

Operating Unit

Value Value
TOU A B OO Future TOU A B OO

Tranl. Description Total Operating Units COMMON Vision Cvision Operations

Eff. Eff. Enabled From To Parent Group Level YES --YES --YES -----YES -----YES ------

Qualifiers NO/NO YES/YES YES/YES YES/YES

Value Value
000 000

Tranl. Description COMMON

Eff. Eff. Enabled From To Parent Group Level YES ------

Qualifiers YES/YES

Repeat the process by changing the Segment to Account and input below info.
Value Value
001 002 003 004 005 006 007 008 009 00T 010 011 012 013 014 015 016 017 018 019 020 021 OS 111 112 113 114 115 116 C CUM DIS EA EXP F G IP IR L LIA PG PL PRE R RAW RE S SAL T TCA TFA TOT TAX U UE 001 002 003 004 005 006 007 008 009 00T 010 011 012 013 014 015 016 017 018 019 020 021 OS 111 112 113 114 115 116 C CUM DIS EA EXP F G IP IR L LIA PG PL PRE R RAW RE S SAL T TCA TFA TOT TAX U UE Tranl. Description Salaries Rent Office Exp Telephone Exp Wages Advertisement Printing & Stationery Depreciation Exp Sales Total Liabilities Cost Of Goods Sold Cash Bank Inventory Investment Furniture Plant & Machinery Land & Building Retained Earnings Purchase Price Variance Invoice Price Variance Deferred Cog Suspense Account Share Holders Creditors Overdrafts Loans Inventory Ap Accrual Withholding Tax Clearing A/C Cumulative Translation Adjustment Discount Earned Discount Expenses Freight Unrealized Gain Payable Receivables Unrealized Loss Liability A/C Purchase Variance Gain Purchase Variance Loss Prepayments Reserve For Encumbrance Raw Material Revenue A/C Suspense A/C Sales Total Expenses Total Current Assets Total Fixed Assets Total Assets Tax Account Unbilled Receivables Unearned Discount Eff. Eff. Enabled From To Parent Group Level Qualifiers YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----No/ No/ Lia/ No/ No YES --YES --Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----No/ Yes/ Asset/ No/ No YES -----No/ Yes/ Asset/ No/ No YES -----No/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Owner/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----No/ Yes/ Lia/ No/ No YES -----No/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Owner/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Lia/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----No/ Yes/ Asset/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES --YES --No/ No/ Exp/ No/ No YES --YES --No/ No/ Asset/ No/ No YES --YES --No/ No/ Asset/ No/ No YES --YES --No/ No/ Asset/ No/ No YES -----Yes/ Yes/ Exp/ No/ No YES -----Yes/ Yes/ Rev/ No/ No YES -----Yes/ Yes/ Exp/ No/ No

Define child ranges as before

100 TOU 00T T

: : : :

Total Dept Total Operating Unit Total Liabilities Total Expenses

: : : :

001-004 A-B 112-114 001-006

Save(ctrl+s) and Close

2.

Defining Calender

You can define multiple calendars and assign a different calendar to each ledger. For example, you can use a monthly calendar for ledger, and a quarterly calendar for another. Period Types: You can define your own period types to use in addition to the General Ledger standard period types Month, Quarter and Year. You use these period types when you define the accounting calendar for your organization.

Setup > Financials > Calender > Type

Period Type: Enter a name for your calender in the period type heading. Period Per Year: Enter the number of accounting Periods per Year. For example, you could define a Week period type and specify 52 periods per year. You can assign up to 366 accounting periods per fiscal year for any period type, and maintain actual balances for those periods. However, for budgets you can only use the first 60 periods. Year Type: Enter the Year Type to specify whether the period is part of a fiscal or calendar year. General Ledger uses the year type to assign a year in the accounting period system name when you set up your calendar. Description: (Optional) Enter a Description for the period type.

As Per Eg. MI_FISCAL MI_CALENDER 13(12+1 for adjustment) 13(12+1 for adjustment)

Fiscal Calender

MI_FISCAL CALENDER YEAR MI_CALENDER

Save and Close window

Adding Periods to a Calendar: Setup > Financials > Calendars > Accounting

Calendar: Enter Calender Name in this option box Prefix:

MI_FISCAL

Enter a period Prefix for each accounting period. General Ledger combines this prefix with the year to create the period name. For example, you can enter Jan, Feb, Mar, etc. or Period1, Period2, Period3, etc. Type: Enter the period Type. Year: Enter the Year of the accounting period. This is the year in which your fiscal year ends. For example, if your fiscal year begins in 2005 and ends in 2006, enter 2006 for all periods in the fiscal year. Quarter: Enter a number to specify which Quarter of your fiscal year your accounting period is in. General Ledger uses this number to determine how your accounting periods roll up for quarter-to-date balances. Number: Enter the Number of the period within the fiscal year. Be sure to number your accounting periods sequentially, based on the period starting dates you specify in the From/To range. From-To: Enter the range of dates (From and To) when the accounting period begins and ends. General Ledger automatically creates and displays a period Name for each accounting period. The name consists of your period prefix and the last two digits of either your calendar year or your fiscal year. General Ledger displays the period name whenever you choose an accounting period. Adjusting: If you choose to make an accounting period an Adjusting period, it must overlap the dates of other accounting periods. For example, you can define a period called DEC-06 that includes 01-DEC-2006 through 31-DEC-2006. You can also define an adjusting period called DEC31-06 that includes only one day: 31-DEC-2006 through 31-DEC-2006. Both your adjusting and non-adjusting periods should have the same period type associated with your ledger.

Below are the Eg. Details .

Prefix Apr May Jun Jul Aug Sep Oct Nov DEV Jan Feb Mar ADJT_MAR Type MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL MI_FISCAL Year 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014 Quarter 1 1 1 2 2 2 3 3 3 4 4 4 4 Num 1 2 3 4 5 6 7 8 9 10 11 12 13 From 1. Apr. 2013 1. May. 2013 1. Jun. 2013 1. Jul. 2013 1. Aug. 2013 1. Sep. 2013 1. Oct. 2013 1. Nov. 2013 1. Dec. 2013 1. Jan. 2014 1. Feb. 2014 1. Mar. 2014 31. Mar. 2014 To 30. Apr. 2013 31. May. 2013 30. Jun. 2013 31. Jul. 2013 31. Aug. 2013 30. Sep. 2013 31. Oct. 2013 30. Nov. 2013 31. Dec. 2013 31. Jan. 2014 28. Feb. 2014 31. Mar. 2014 31. Mar. 2014 Name APR-13 MAY-13 JUN-13 JUL-13 AUG-13 SEP-13 OCT-13 NOV-13 DEC-13 JAN-14 FEB-14 MAR-14 ADJT_MAR-14 Adjusting ------------YES

Fill In the Details Save and Close.

3.

Defining Currencies:

Use the Currencies window to define non-ISO (International Standards Organization) currencies, and to enable/disable currencies. Oracle Applications has predefined all currencies specified in ISO standard . U.S. Dollars (USD) is the only currency that is enabled initially.

Setup > Currencies > Define.

Code: Enter a unique Code to represent your currency. Note: You cannot change a currency code after you enable the currency, even if you later disable that currency. Name Description: Enter the Name and Description of the currency. Issuing territory: (Optional) Select the name of the Issuing Territory. Oracle Applications has predefined the names of countries (per ISO) Symbol: Enter the Symbol for your currency. Note: Some Oracle Applications use currency symbols when displaying amounts. Others, like General Ledger, do not. Precision: Enter the Precision of the currency to designate the number of digits to the right of the decimal point used in regular currency transactions. Extended Precision:(Note:Some Applications use this. Others, like General Ledger, do not.) Enter the Extended Precision to designate the number of digits to the decimal point used in calculations. The extended precision must be greater than or equal to the standard precision. Minimum Accountable Unit: Enter the Minimum Accountable Unit to designate the smallest denomination used in this currency. Note that this might not correspond to the precision. Effective Dates: (Optional) Enter Effective Dates for your currency. You can only enter transactions denominated in this currency for dates within the range. If you dont enter a start date, the currency is valid immediately. If you

dont enter an end date, the currency is valid indefinitely. Details of Eg.
CURRENCY Minimum Issuing Extended Accountable Territory Symbol Precision Precision From To Enabled Unit INDIA -2 ------

Code INR_MI

Name INDIAN RUPEE MI

Description INDIAN RUPEE CURRENCY

Only the above shown field are to be filled rest to be left blank.

Save (Ctrl+s) and Close

4.

Accounting Setup: Setup>Financials>Accounting setup manger>Accounting setup

The Accounting Setup Manager streamlines the implementation of your Oracle Financial Applications by centralizing the setup steps that are shared across Oracle Financial Applications. Creating Legal Entity: If you plan to record accounting transactions for one or more legal entities, you can use Oracle Legal Entity Configurator or the Legal Entities tab in Accounting Setup Manager to define your legal entities.

Click on Create Accounting Setup then Click on Create Legal Entity

Enter Details: Name: India and other info as shown in above image. : Create New Address : Enter Address Details. Click on Apply Button. Click on Add Another Row.

A window similar to above will appear after clicking on add another row. Enter Legal entity name and click on the search option. A pop up window will appear similar to below image select the legal entity and click on select.

Click on next option in the window Primary and secondary ledgers: A primary ledger is defined as a ledger where all your day-to-day transactions are performed and you would typically have a secondary ledger to reflect these same transactions in one of the following probable scenarios: In a different Chart of Accounts In a different Accounting Basis In a different Currency (also called a Reporting Ledger) Fill in the details as shown in below image by completing the same process used above choosing from the list of values and searching through pop up window.

 Click on next and then finish button on the next step. Click on Define accounting options. Window similar to below image will appear.

Click on the update option on the extreme right hand shown in red box in the above image. Window similar to below image will appear.

Click on next Button on this window

(Check whether all info is filled up correctly or not.)

First Ever Opened Period: Opened Period First period that can be opened for this ledger. This cannot be changed after you open the first period. Number of Future Enter-able Periods: Number of future periods to allow for journal entry within this ledger. General Ledger automatically assigns a status of Future Entry to accounting periods following the latest open period in the calendar based on the number of future enter-able periods defined here. If you change the number of future enterable periods for the ledger, General Ledger does not change additional periods to the Future Enter-able status until a new period is opened. Retained Earnings Account: Net balance of all income and expense accounts from the prior year are posted against the retained earnings account when the first period of a fiscal year is opened in General Ledger. The balancing segment and the segment nominated as the secondary tracking segment act as placeholders for this account. General Ledger automatically inserts the appropriate value when calculating retained earnings Suspense Account: Allows suspense posting of out-of-balance journal entries. If you have multiple companies or balancing entities within a ledger, General Ledger automatically creates a suspense account for each balancing entity. You can also define additional suspense accounts to balance journal entries from specific sources and categories using the Suspense Accounts window. Note that if you update the suspense account for the ledger, the default suspense account is updated in the Suspense Accounts window. Likewise, if you update the default account in the Suspense Accounts window, the account will be updated for the ledger. If you do not enter a suspense account, you can only post journal entries that are balanced. Enable Intracompany Balancing: Posts out-of-balance intracompany journals (debits do not equal credits for a particular company or balancing segment value within the same ledger) If you enable this option, you must define Intracompany Balancing Rules when you complete your Accounting Options to provide instructions on how to automatically balance intracompany journals against balancing accounts you specify. If you do not choose to enable intracompany balancing, you can only post intracompany journals that balance by balancing segment. Require Budget Journals: Allows you to require budget journals for all budgets. If using budgetary control, General Ledger already requires you to create budget journals for your funding budget. If you want to require budget journals for all budgets, choose this option. Reserve for Encumbrance Account: Allows encumbrance accounting for the ledger; required for budgetary control. If you enter an out-ofbalance encumbrance entry, General Ledger automatically posts the difference against the account you specify here. If you have multiple companies or balancing entities within a ledger, General Ledger automatically creates a Reserve for Encumbrance account for each balancing entity. When you enter a Reserve for Encumbrance account without enabling budgetary control, you can still enter manual encumbrances via journal entry, but you cannot generate encumbrances from requisitions and purchase orders. Enable Journal: Approval Use General Ledger's Journal Approval feature for the ledger. When Journal Approval is enabled and a journal entry's journal source requires approval, the journal must be approved by the appropriate level of management before any further action can be taken, such as posting. If Journal Approval is not enabled, approval is not required, even if the journal source requires approval.

Click on Retained Earnings Search Option as shown in below Image.

A pop-up window will appear to fill in details of Retained Earnings A/C.

1. 2. 3. 4. 5. 6. 7. 8. 9.

Click on Search option, a pop-up will appear. Click on Search option of Company. Another pop-up will appear. Click on Go option available in new window. Select appropriate company Click on select. Repeat the process From 1 to 5 for rest of the Options. Click on search. Click on create. Select the created ACCOUNTS. Click On Select.

Repeat the process to Enter Suspense Account just below the retain earnings a/c. Tic mark on Enable Intracompany Balancing. As Per Eg.
Retained Earnings A/C. Suspence account : : 01.A.001.018.000: 01.A.001.OS.000

Click on Next.

1. 2. 3. 4.

Tick mark on Enable Budgetary Control & Require Budget Journals. Enter Reserve for Encumbrance A/C. Click on Next then Click on Finish. Click on Return to Accounting Setups.

 Click on Reporting Currency Update Option. (only need to update when the reporting currency is different from that of ledger currency.) Click on Complete Option.

Click on Update Balancing Segment Value. A pop-up will appear click on go Select as appropriate and click on select. Click on Apply.

Pop-up will be similar to the above image.

Click on Balancing Segment Value Assignments. Shown in above figure Click on Add Balancing Segment Value, a pop-up will appear click on go and Select as appropriate. Click on Select. Click on Complete. Click on Operating Units. Optional to fill in operating unit not necessary, Click on Complete

Click on complete in the bottom as shown in above figure. Confirm by Clicking on Yes. Click on Return to accounting Setup. Find the Ledger with ledger name as shown in below image. Click on Update accounting Options.

 Click on Intracompany Balancing Rules.

Intracompany Balancing Rules:

If you enabled the Intracompany Balancing option for your ledger, the Intracompany Balancing step will be displayed. The status for this step will be Not Started. Update the Intracompany Balancing step to define rules to balance journal entries between balancing segment values that are assigned to the same legal entity or ledger.

Click on Define Rules as shown in below image. Click on Create Rule Fill in the details as follows:
Source Category Debit Balancing Segment Value Credit Balancing Segment Value Debit Account Credit Account : : : : : : Other Other All Other All Other 01.A.001.IP.000 02.A.001.IR.000

Click on Options as shown in Below image.

Enter the Following Details. Level of Secularization :Detail Clearing Balancing Segment Value :Use for Many To Many Journal Only. Default Option :Default Clearing Balancing Segment Value Default Clearing Balancing Segment Value :01 (MI_COMPANY) Click on Apply and Then Click on Done Click on Return to accounting Setups and Close the Window.

5.

Entering Journal : Prerequisites (System Administrator, Open Periods)

Select SYSTEM ADMINISTRATOR From List.

A Window Similar to navigation will appear Navigate to the following.

Profile > System

Enter details as follows: Application : Responsibility : Profile : Click on Find. Enter Ledger Name.

General Ledger General Ledger, Vision Operations (USA) GL Ledger Name. As Per Eg. MI_LEDGER

(Note: In Search window enter % sign to see all values )

Save and Close, change the responsibility to General Ledger Vision Operations (USA)

Opening and Closing Accounting Periods:

Open and close accounting periods to control journal entry and journal posting, as well as compute periodend and year-end actual and budget account balances for reporting. Open: Journal entry and posting allowed. Closed: Journal entry and posting not allowed until accounting period is reopened. Reporting and inquiry allowed. Permanently Closed: Journal entry and posting not allowed. You cannot change this period status. Reporting and inquiry allowed. Never Opened: Journal entry and posting are not allowed. General Ledger assigns this status to any period preceding the first period ever opened in your calendar, or to any period that has been defined, but is not yet future-enterable. You cannot change this period status. Future-Entry: Journal entry is allowed, but posting is not. Your period is not yet open, but falls within the range of futureenter-able periods you designated when defining your Ledger. You cannot change this period status without using the concurrent process to open the period.

Setup > Open/Close

A window similar to below will appear.

Click on Status options and select Open Click on Period options and select first period of the fiscal /calender year Click on Find, another pop-up window will open. Click on Open in the pop-up window. Click on yes on Conformation window. A concurrent id will generate. Close the Window.
1. 2. 3. 4. 5.

6.

Entering Journals, Types of Journals & Posting.

This section discusses various topics related to entering journals, including journal batches, journal and journal lines, taxable journals, entered currency journals, statistical journals, automatically copying journals, checking or reserving funds, and approving journals.

Journals > Enter

Creating Journal Batches:

You can organize journal entries with common attributes into batches. You can have multiple journals in one batch, or you can have a separate batch for each journal entry. A batch can contain multiple journals, each of which can belong to a different ledger, but all of the ledgers within a batch must have the same calendar, period type, and chart of accounts. All journal entries in a batch must share the same period.

Click on New Batch

General:
Journal : Ledger : Balance Type : Journal Type : Effective Date : Tax : Conversion: Currency : Type : Share Capital MI_LEDGER Actual Standard 01-May-2013 Not Required INR_MI User Description : Period : Clearing Company: Category : Budget : Control Total : Date Share Capital Journal MAY-13 (if required) Adjustment (If Applicable) (If Applicable)

: 01-MAY-2013

Rate

: 1 : (As Applicable) : Not Reversed

Reverse: Date : (As Applicable) Period Method : Switch Dr/Cr Status Lines: Account : 01.A.001.111.000, 01.A.001.111.000 For Details See below Images.

Save (ctrl+s) and click on Post. Foreign currency Journal:

Currencies > Currency rate manager > Daily rates

Click on Create Daily Rates. Enter the Info as Shown In Below Image. Click on Apply & close Window.

Navigate to:

Journals > Enter > New Journal

Conversion: Currency Type : : USD Actual Average Date Rate : 01-MAY-2013 : 54

It displays the converted amt in the side column headed under Accounted.

Complete the Journal, Save it and Post it. Reverse Journals :

Use reversing journal entries to reverse accruals, estimates, errors, or temporary adjustments and reclassifications. Assign a reversal period and, if average balances is enabled, a reversal effective date to a journal entry if you want to generate a reversing entry from the Enter Journals window, or later from the Reverse Journals window. You can enter a reversal period and effective date at any time, even after the journal is posted. However, you cannot reverse batches and journals that you have already reversed.

Journal > Enter

Click on Find Click on Reverse Batch, Select Period Click on OK, a Concurrent Request will be Sent.

Re-query with the Journal and review Newly created Journal.

The Journal Entries will be Altered Meaning DR entry will be CR and CR entry will DR. Save, Post and Close Window.

Suspense Journal:
You can decide whether to allow posting of any journal entry when its total debits do not equal the total credits. If you enabled suspense posting when you defined the ledger or any time after the creation of the ledger, General Ledger automatically balances each out-of-balance journal entry against a suspense account you specify for your ledger.

Journal > Enter > New Journal Enter Journal with difference in Dr and CR amt and Post It

After posting is done it will add another line to journal as suspense a/c with the difference amt. Suspense a/c is the same a/c as entered while Accounting Setup Manager. i.e. 01.A.001.OS.000.

Auto-Copy Journals:
You can create a new journal batch by copying and modifying an existing journal batch. Use Autocopy to copy a journal batch from the Journals window, the Batch window or the Enter Journals window.

Journal > Enter

Query (By Pressing F11) Click and Select the Journal or Batch. 1. Click on Auto-copy 2. Enter Name of new batch and select Period 3. Click on OK, a Concurrent Request will be Generated and an UN-posted journal will be created.

Save and Close

Recurring Journals:
Define recurring journal formulas for transactions that you repeat every accounting period, such as accruals, depreciation charges, and allocations. Your formulas can be simple or complex. Each formula can use fixed amounts and/or account balances, including standard, end-of-day, or average balances, actual or budget amounts, statistics, and period-to-date or year-to-date balances from the current period, prior period, or same period last year. When you use account balances in your formulas, you can retrieve total balances, entered currency balances, or statistical balances. You can quickly create new recurring formulas by copying and modifying existing formulas. Skeleton Journal Entries: Skeleton entries affect the same accounts each period, but have different posting amounts. After you generate skeleton journal entries, you can edit the unposted journal batch using the Enter Journals form and enter the journal line amounts.

Journals > Define > Recurring

Fill In the Details Batch Name and Description Which will be common. Enter Journal Name, Ledger, Currency etc, can enter multiple Journals by using arrow keys Save the work Click on Lines. Fill in the details of Account Use arrow key to enter multiple Lines.(Keep the cursor on Line and use arrow Key) Save the Work and Close the Window Click on generate and Enter Batch Period Click on Submit. A concurrent request will be generated.

Navigate To Enter Journals Enter Recurring In Source Open The Generated Journal Fill in the amt as applicable, Save, Post and Close.

Standard Recurring Journal Entries: Standard recurring journal entries use the same accounts and amounts each period. Repeat the Process Of Recurring Journals and then Enter the Formula as Follows.

Enter Amt In Amount Column

Complete The Process as Normal To Generate the Recurring Journals And then View Them In Enter Journals Window TO Save and Post.

Recurring Journal Formula Entries: Formula entries use formulas to calculate journal amounts that vary from period to period.

Use the Formula Column to Define complicated and easy formulas. Do the Process as applicable and generate Recurring Journals.

More Complicated Formulas can be Applied Used in Raw Materials, Inventry and Other Business Processes.
(Note: Do not post the Journal as to learn using of POST Option in Navigation.)

IntraCompany Journals: Go to Enter New Journal and Enter the Details as Shown In Below Figure. Post the Journal to See Extra Lines added for balancing of Journal. Review Journal.

Post Journals:
Post journal batches to update the account balances of your detail and summary accounts. You can post actual, budget, or encumbrance journal batches. You can select and post journal batches from the Post Journals window. In addition, you can post a journal batch by choosing the Post button from the Enter Journals, Batch, or Journals window when you are entering or reviewing journal batches or journal entries. (Note: This options help in posting bulk number of journals at a same time)

Journals > Post

Enter the Query Details Click on Find (will only find UN-posted journals) Select the Journal For Posting By Clicking on Tick mark on Left. Click on Post

7.

Shorthand Alias

Shorthand flexfield entry lets you enter key flexfield data quickly by using shorthand aliases to represent valid flexfield combinations or patterns of valid segment values. A shorthand alias is a word or code that represents a complete or partial key flexfield combination.

Setup > Financials > Flexfields > Key > Aliases

Query And Find the Specific Ledger.(Query by pressing ctrl + F11and use arrow keys to slide between gl.)

Name the Aliases in Aliases Column. Enter the Codes Combination in Template Column. Provide Descriptions

Click On Enabled Enter Maximum Aliases Size Fill In Prompt. Recompile Segment (Setups > Financials > Flexfields > Key > Segment ) Enter a New Journal ( Journal > Enter > New Journal).

Shorthand Aliases Enables Pre Defined Lines as Shown In Above Figures.

8.

Defining Document Sequences:

Create a document sequence to uniquely number each document generated by an Oracle application. In General Ledger, you can use document sequences to number journal entries, enabling you to account for every journal entry.

Setup > Financials > Sequences > Documents > Define

.

Enter the Name and Application. Enter the Effective From and To dates for your document sequence. If there is no end date defined and there are no assignments for a sequence, you can disable the sequence by entering the current date as the end date. Once disabled, you cannot reactivate a sequence. Select the Type of numbering you want your documents to have from the following options: Automatic: General Ledger sequentially assigns a unique number to each document as it is created. Documents are numbered in order by date and time of creation. Gapless: General Ledger sequentially assigns a unique number for each document, but ensures that the document was successfully generated before assigning the number. With Gapless numbering, no sequence numbers are lost due to incomplete or failed document creation. Manual: The user must assign a number to each document when it is created. You must enter unique values. Sequential ordering and completeness are not enforced. For an automatic sequence, choose whether to display a Message to inform the user of the sequence name and number. For an automatic sequence, enter an Initial Value for the first document in your Sequnce.

Save & Close

Navigate to Following.

Setup > Financials > Sequences > Documents > Assign

Enter Following Details: Application : Category : Enter Dates : Sequence : Save And Close.

General Ledger Enter Category name for which Sequencing is required. Enter Dates Select Sequence Created Earlier.

Provide Profile Options. Change Responsibility to System Administrator Navigate to Profile > System Enter Responsibility and application Profile Option as Sequential Numbering Select Partially Used

Enter New Journal and Save

A Sequence number will be given to the Journal.

9.

Data Access Set

Data access sets control which ledgers can be accessed by different responsibilities. Data access sets can also limit a user from accessing certain balancing segment values or management segment values or grant readonly or read and write access to data in a ledger. The ledgers and ledger sets assigned to a data access set must share the same chart of accounts, calendar, and period type. Full Ledger: Grants access to all the data in a ledger. For example, in a data access set with two ledgers, A and B, you can grant read-only privileges to all the data in Ledger A and grant read and write privileges to all the data in Ledger B. Balancing Segment Value: Grants access to all or specific ledger/balancing segment value (BSV) combinations. For example, you can have a data access set with Ledger A, and grant read-only privileges to balancing segment value 01, grant read and write privileges to balancing segment value 02, and grant no access to balancing segment value 03 in the same ledger. This is useful for companies that use a small number of ledgers with a high number of balancing segment values to represent multiple companies or legal entities. Management Segment Value: Grants access to all or specific ledger/management segment value (MSV) combinations. For example, you can have a data access set with ledger A and grant read only privileges to management segment value 100, grant read and write privileges to management segment value 200, and grant noaccess to management segment value 300. This can only be used if you have specified a management segment in your chart of accounts

Setup > Financial s > Data Access Set

Enter The Details as Shown in Below Figure

Provide Profile Options

Save & Close

10.

Cross Validation

Through the List of Values feature, Oracle makes certain that the values entered in each segment of the Accounting Flex-field are valid segment values. However, Cross-Validation Rules are necessary to make sure that combinations of valid segment values are entered properly into the underlying GL_Code_Combinations table.

Setup > Financial s > Flex field > Key > Segment > Ctrl + F11
Select the appropriate Code. And Unfreeze it. Tick Mark on Cross Validate Segment, Tick mark on Freeze Flex-field Definition. Click on Compile. Save & Close the Window

Setup > Financials > Flexfields > Key > Rules > Ctrl + F11
(Use Arrow Keys to Find the Appropriate Structure)

Type: Enter the type of cross-validation rule element. Valid values here are Include or Exclude. Include includes all values in the specified flexfield range and Exclude excludes all values in the specified range. Your rulemust have at least one Include element. A rule automatically excludes all values unless you specifically include them. For this reason, you may choose to use what is referred to as a Global Include, which includes ALL values in all ranges, then create specific exclude elements for values that you dont want. Exclude elements are used here to override include elements. Name Description Enabled : Enter a name for your cross-validation rule. : Enter a description for your cross-validation rule.

: Check this box to be able to use the cross-validation rule. Removing the checkmark from this box disables your cross-validation rule. Error Message: Enter the error message that you would like displayed to your dataentry user when the cross-validation rule is violated. Error Segment: The data-entry users cursor is returned to the Accounting Flexfield segment specified here, so that the data entered in this segment can be corrected. From : Enter the date on which the cross-validation rule becomes valid. To : Enter the date on which the cross-validation rule becomes invalid. Enter New Journal To check the Given Rule.

If Entered the Correctly it will Display the Error Message.

11.

Security Rule.

The purpose of defining Flexfield Security Rules is to restrict inquiry and data entry access at the flexfield segment value level. Security rules restrict query access in the Account Inquiry, Summary Account Inquiry, and Funds Available forms. To setup and use flexfield security rules is actually a two-step process: You must DEFINE the security rule and then you must ASSIGN the rule(s) to a responsibility. NAVIGATE TO:-

Setup > Financials > Flexfields > Key > Segments > Ctrl + 11
Unfreeze the segment, Roll upgroup Click on Segments. Click on Value Set after choosing Company Change the security option to NON-Hierarchical Security. Save and close Window

Click on Open Tick mark on Security Enabled Save, Close Window & Refreeze and Compile the Segments.

Define Security Rules: In order to define security rules for a particular Application, Flex-field, Structure and Segment, it will be necessary to enter and execute a query. You should run your query using the following criteria: Application: Oracle General Ledger, Title: Accounting Flex-field, Structure: Your Accounting Flexfield structure name; and Segment: choose a segment in your accounting flexfield or leave this field blank to view all of the segments in your structure.

Setup > Financials > Flexfield > Key > Security > Define

Fill In The Info as Shown In above Image. Click On Find

Enter Details As Shown In Above Image. Save and Click on Assign Enter Application, Responsibility and Name. Save and Close.

Check It by Entering New Journal Other company Options are not available while entering Journal.

12.

Defining Summary Accounts

General Ledger uses summary templates to create summary accounts, whose balances are the sums of multiple detail accounts for a single ledger. Use summary accounts to perform online summary inquiries, as well as to speed the processing of financial reports, Mass Allocations, and recurring journal formulas.

Setup > Financials > Flexfields > key > Group

Enter Details Click on Find

Enter Details As Shown In Below Image

Defining Summary Account Template:

From the Summary Accounts window, enter the summary account Templateusing one of the following values for each segment: D: (Detail) Your template creates and maintains a summary account for every detail segment value. This value creates the most summary accounts of any template value. General Ledger will not allow you to define a summary account template using only D template values. T: (Total) Your template creates and maintains a summary account that sums balances of all detail segment values. This value creates the fewest summary accounts of any template value. Rollup Group Name: Your template creates and maintains a summary account for each parent segment value assigned to the rollup group you specify. The more parent segment values in a given rollup group, the more summary accounts your template creates.

Setup > Accounts > Summary

Enter Details As shown in Below Image Save, the Status will change to Adding, After Completion of Concurrent Request it will change to Current.

Inquiry > Accounts

Click on Summary Template for Selecting template for Inquiry. Every Value of your Segment Should have a value as T to denote total Department, accounts, company or any other value. Click OK and then on Show Balances

Click on Detail Balances

Click on Journal Details For Further Details and an Inquiry can be done in detail with similar options.

13.

Budget

Use budgeting to enter estimated account balances for a specified range of periods. You can use these estimated amounts to compare actual balances with projected results, or to control actual and anticipated expenditures. General Ledger gives you a variety of tools to create, maintain, and track your budgets, including the ability to upload budget amounts from your spreadsheet software.

Budgetary Control Options:

You can set various budgetary control options for a summary account template, such as the funds check level and the funding budget.

Budget > Define > controls

Enter Details as Shown IN Below Image.

Defining Budgets
Create a budget to represent a collection of estimated amounts for a range of accounting periods. You can use Auto-Copy to create a new budget from an existing budget. You can create budget hierarchies by assigning lower-level budgets to a master budget. This enables you to track budgeted amounts against your control budget.

Budget > Define > Budget

Enter a Name and Description for your budget. Select the ledger for this budget. If you use reporting currencies (journal or subledger level), you can select a reporting currency Enter the Status of your budget. Open: The budget is available for update and budget entry. Current: The budget is open, and it is the default budget when you use most budgeting and inquiry forms. You can have only one Current budget at a time for each ledger. Frozen: The budget is unavailable for update or budget entry. General Ledger displays the Created Date and Frozen Date, if applicable, for the budget. Choose whether to Require Budget Journals for your budget. If you enabled the Require Budget Journals flag for your ledger, this option will already be selected and cannot be changed. Enter the First and Last period for your budget. To open the first fiscal year of your budget, choose Open Next Year. General Ledger launches a concurrent request to open the next year.

Save And Close Defining Budget Organizations: Use this window to define budget organizations or update existing budget organizations. You can review, assign, delete or copy ranges of Accounting Flexfields to your budget organizations. You must define at least one budget organization before you can enter budget amounts. If you have one or more budget organizations defined already, you can define an "All" budget organization that contains all of the Accounting Flexfields from all of the budget organizations you define.

Budget > Define > Organization

Enter Unique Organization Name and Description. Select Ledger and Display Sequence. Enter Eff Dates. Click ON Ranges

Enter Details as Shown In Above Image\ Click on Budgetary Controls Enter Details As Shown Advisory: Check or reserve funds for the Accounting Flexfields in the range. General Ledger reserves funds whether or not there are funds available. If sufficient funds are not available, you will receive a warning message. Absolute: Check or reserve funds for the Accounting Flexfields in the range. General Ledger reserves funds only if sufficient funds are available.

Save and Close

Entering Budget Journals:

Enter budget journals to maintain an audit trail for your budget balances. You can use budget rules to calculate budget journal amounts automatically.

Budget > Enter > Journal

Enter Details As Shown In Above Image. Click on Budget Rules Enter Details and Click on OK.

Click on Journal View Click on Create Journals... Enter Details.

Click on Check Funds Click on Reserve Funds Status Will be Change to Passed Click on Done

A concurrent ID Will be Generated Close Window.

14.

Journal Approval

Use General Ledger's Journal Approval feature to ensure that journal entries and batches are approved by appropriate management personnel before the journals can be posted to your account balances. The GL Journal Approval Process obtains the necessary management approvals for manual journal batches. The process validates the journal batch, determines if approval is required, submits the batch to approvers (if required), then notifies appropriate individuals of the approval results.

Setup > Financial > Accounting Setup Manager > Accounting Setup

Search Appropriate Ledger Click on Update Accounting Options Click on Update as shown in below image. Click on Next to go to Step 2 Tick mark on Journal approval Click on Finish Close the window

Setup > Journal > Sources

Import Using Key: If you enable this check-box, the Journal Import program uses the value entered in the Source Key field, instead of the Source field, when importing journals for a given source. The Source Key is a languageindependent and instance-independent key that helps you identify a particular journal source and category consistently across all languages and instances. You should check the check-box for custom sources if want to use the Source Key values instead of the Source values upon importing journals Effective Date Rule: Fail: Journal Import will reject transactions when the effective date is not a valid business day. No posting takes place. Leave Alone: Journal import will accept all transactions regardless of the effective date. Roll Date: Journal Import will accept the transaction, but roll the effective date back to the nearest valid business day within the same period. If there is no prior valid business day within the same period, the effective date is rolled forward.

15. Consolidation
You can use General Ledger's consolidation features to combine the financial results of multiple companies, even if their ledgers use different currencies, accounting calendars, and charts of accounts. General Ledger supports consolidating average balances using either the transactions or balances consolidation methods.

Setup > Financial > Accounting Setup Manager > Accounting Setup
Click on Add Secondary Ledger

Enter The Following Details

Click on Apply Update accounting options of newly created ledger. Click on Primary to Secondary ledger mapping update option

Click on Create Mapping Enter Details as shown in below image Click on Segment Rules

Enter Details As Shown In Below Image. Save and Close Window

Select the Mapping Created

Click on Complete and Close Window Change Responsibility to System Admin and Change GL to MI Consolidation GL (Repeat the Serial NO 5. i.e. Prerequisites System admin/open close period)

Define consolidation responsibility: Responsibility : System administration

Security > Responsibility > Define

Save and Close Window and Change Responsibility to GL

Define Consolidation: After defining a consolidation definition, you can group multiple consolidation definitions into a consolidation set. You can then transfer the consolidation set to your parent, rather than transferring each subsidiary's data separately.

Consolidation > Define > Consolidation

Enter Details as Shown in Below Image.

Click on Transfer Enter Details (Note: Standard Period Will not be Entered if Periods are not open for the Newly Created MI Consolidation Ledger) Click on Transfer, a concurrent Request will be generated.

Click on Find journal in enter journal

Post and Close Window.

16.

LEDGER SET

A ledger set is a group of ledgers that share the same chart of accounts and calendar/period type combination. Ledger sets allow you to run processes and reports for multiple ledgers simultaneously. For example, you can open/close periods for multiple ledgers at once, run recurring journals that update balances for multiple ledgers, or run consolidated financial reports that summarize balances across multiple ledgers in a ledger set.

Setup > Financials > Ledger Set

Enter name of ledger set and also a short name Enter description of ledger set Choose Chart Of Accounts, Calendar Year. Enter Default Ledger as which be the default ledger activated for the ledger set (Necessary for FSG) Enter Details of Ledger which you want to be in the ledger Set. Save and close the Window

17.

Translating Balances

You can translate your actual and budget account balances from your ledger currency to another currency. You can launch translation from the Translate Balances window or from the Standard Request Submission (SRS) window. Translated balances are stored in balance-level reporting currencies. Balance level reporting currencies are defined in the Accounting Configuration using the Accounting Setup Manager or automatically generated during translation. Define Rate Types: You enter daily conversion rates for specific combinations of foreign currency, date, and conversion rate type. When you enter a foreign currency journal, General Ledger automatically displays the predefined exchange rate based on the currency, rate type, and conversion date you enter. Period End Rate : Period Average Rate: Historical Rate: Period end rate used by assets & liabilities. Period average rate used by Expenses & Incomes. Historical used by Ownership equity rate.

Setup > Currencies > Rate > Type

Enter As Shown in Below Image Save and close Navigate to accounting Setup and the appropriate ledger

Setup > Financial > Accounting Setup Manager > Accounting Setup

Click on Update Click on Next moving to Step 2.

Enter Details as Shown In Above Figure i.e. Currency Translation Options Click on Finish Close Window

Setup > Currencies > Rate > Historical

Enter Details as Shown in Below Image Save and close and Navigate to

Setup > Currencies > Rate > Daily

Enter Details as Shown in above image.

Currency > Translation

Enter Details as shown in below image Click on transfer a concurrent Request will be generated Close the Window

Other > Report > Run

Click on Submit After entering Details A concurrent request will be generated and to see results Go to Request and click on View Output.

18.

Financial Statement Generator:

Financial Statement Generator (FSG) is a powerful report building tool for Oracle General Ledger. With FSG, you can: Generate financial reports, such as income statements and balance sheets, based upon data in your general ledger across a ledger set or a ledger.

Row Set: FSG further simplifies report building by allowing you to group multiple row or column definitions into "sets." For example, suppose that you've just defined a simple report which uses two columns with the attributes "Year Ended 12/31/95" and "Year Ended 12/31/96." You realize that you might want to use these two columns for many other reports besides the one you've just defined. With FSG, you can define and save a Column Set which consists of these two column definitions. Then, whenever you need a new report based on these two columns, you simply tell FSG to build a report using the column set. You can do the same thing with groups of row definitions, and create Row Sets.

Reports > Define > Row Set

Enter Details as shown in Above Image. Click on Define Rows Enter details as required in the Define Rows form. Click on Account Assignments Click on Low Enter details as shown in below images (In this case enter details for Salaries account) Save and Close the Window repeat the steps to define other rows in the same row set

Define other rows using this window eg. Salaries, total assets, totol expences, total liabilities etc

Difine Accounts for the specific Row using below window .

Column Set: A column set defines the format and content of the columns in an FSG report. In FSG, the commonly assumed attribute for a column definition is a time period (amount type), whereas the attribute for a row definition is an account assignment. Therefore, typical column sets include headings and subheadings, amount types, format masks, currency assignments, and calculation columns for totals.

Reports > Define > Column Set

Enter name and description for column set. Click on Define Columns Enter Details as required, save and Close the Window Click on Build Column Set

Enter Details as shown in below image, save and close.

Reports > Define > Report

Enter Details as shown in below Image Enter name, Title and Description Enter Predefined Row Set and Column Set and other Details Save and Close

Reports > Request > Financials

Enter Report name form the list other option will fill-in by default Click on Submit A concurrent Request will be generated Navigate to

View > Request > Find

Click on View Output of the Appropriate Request.

Close the window