Introduction

Period End Processing - Summary

The following displays:
← a summary of the period-end procedures for each of the Financials applications detailed
in the other "Period-End Processing" HOWTO entries
← an indication of the order in which the steps should be undertaken

Steps
Payables

1. Complete All Transactions for the Period Being Closed

2. Run the Payables Auto Approval Process for All Invoices / Invoice Batches
3. Review & Resolve Amounts to Post to the General Ledger
4. Reconcile Payments to Bank Statement Activity for the Period
5. Transfer All Approved Invoices Payments, Reconciled Payments to the General Ledger
6. Review the Payables to General Ledger Posting Process After Completion
7. Submit the Unaccounted Transactions Sweep Program
8. Close the Current Oracle Payables Period
9. Accrue Uninvoiced Receipts
10. Reconcile Oracle Payables Activity for the Period
11. Run Mass Additions Transfer to Oracle Assets
12. Open the Next Payables Period
13. Run Reports for Tax Reporting Purposes (Optional)
14. Run the Key Indicators Report (Optional)
15. Purge Transactions (Optional)

Purchasing

1. Complete All Transactions for the Period Being Closed

2. Review the Current and Future Commitments (Optional)
3. Review the Outstanding and Overdue Purchase Orders (Optional)
4. Follow up Receipts-Check with Suppliers
5. Identify and Review Un-invoiced Receipts (Period End Accruals)
6. Follow Up Outstanding Invoices
7. Complete the Oracle Payables- Period End Process
8. Run Receipt Accruals - Period End Process
9. Reconcile Accounts - Perpetual Accruals
10. Perform Year End Encumbrance Processing (Optional)
11. Close the Current Purchasing Period
12. Open the Next Purchasing Period
13. Run Standard Period End Reports (Optional)

Inventory/WIP

1. Complete All Transactions for the Period Being Closed

2. Check Inventory and Work In Process Transaction Interfaces
3. Check Oracle Order Management Transaction Process
4. Review Inventory Transactions
5. Balance the Perpetual Inventory
6. Validate Work In Process Inventory
 7. Transfer Summary or Detail Transactions
8. Close the Current Oracle Payables and Oracle Purchasing Periods
9. Close the Current Inventory Period
10. Open the Next Inventory Period
11. Run Standard Period End Reports (Optional)

Order Management

1. Complete All Transactions for the Period Being Closed

2. Ensure all Interfaces are Completed for the Period (Optional)
3. Review Open Orders and Check the Workflow Status
4. Review Held Orders
5. Review Discounts
6. Review Backorders
7. Review and Correct Order Exceptions
8. Reconcile to Inventory
9. Reconcile to Receivables (Optional)
10. Run Standard Period End Reports

Receivables

1. Complete All Transactions for the Period Being Closed

2. Reconcile Transaction Activity for the Period
3. Reconcile Outstanding Customer Balances
4. Review the Unapplied Receipts Register
5. Reconcile receipts
6. Reconcile Receipts to Bank Statement Activity for the Period
7. Post to the General Ledger
8. Reconcile the General Ledger Transfer Process
9. Reconcile the Journal Import Process
10. Print Invoices
11. Print Statements (Optional)
12. Print Dunning (Reminder) Letters (Optional)
13. Close the Current Oracle Receivables Period
14. Reconcile Posted Journal Entries
15. Review Unposted Items Report
16. Open the Next Oracle Receivables Period
17. Run Reports for Tax Reporting Purposes (Optional)
18. Run Archive and Purge programs (Optional)

Assets

1. Complete All Transactions for the Period Being Closed

2. Assign All Assets to Distribution Lines
3. Run Calculate Gains and Losses (Optional)
4. Run Depreciation
5. Create Journal Entries
6. Rollback Depreciation and/or Rollback Journal Entries (Optional)
7. Create Deferred Depreciation Journal Entries (Optional)
8. Depreciation Projections(Optional)
9. Review and Post Journal Entries
10. Reconcile Oracle Assets to Oracle General Ledger Using Reports
11. Run Responsibility Reports (Optional)
12. Archive and Purge Transactions (Optional)
Projects

1. Change the Current Oracle Projects Period Status from Open to Pending Close
2. Open the Next Oracle Projects Period
3. Complete All Maintenance Activities
4. Run Maintenance Processes
5. Complete All Transaction Entry for the Period Being Closed
6. Run the Final Cost Distribution Processes
7. Interface Transactions to Other Applications (AP, GL, FA)
8. Generate Draft Revenue for All Projects
9. Generate Invoices
10. Run Final Project Costing and Revenue Management Reports
11. Transfer Invoices to Oracle Receivables
12. Interface Revenue to General ledger (Project Billing Only)
13. Run Period Close Exception and Tieback Reports
14. Change the Current Period Oracle Projects Status from Pending Close to Closed
15. Advance the PA Reporting Period (Optional)
16. Update Project Summary Amounts
17. Restore Access to User Maintenance Activities
18. Permanently Close the Oracle Projects Period (Optional)
19. Reconcile Cost Distribution Lines with General Ledger (Optional)

Cash Management

1. Load Bank Statements

2. Reconcile Bank Statements
3. Create Miscellaneous Transactions
4. Review Auto Reconciliation Execution Report
5. Resolve Exceptions on the AutoReceonciliation Execution Report
6. Run Bank Statement Detail Report
7. Run Transactions Available for Reconcilaition Report
8. Resolve Un-reconciled Statement Lines
9. Run the GL Reconciliation Report
10. Run the Account Analysis Report for the General Ledger Cash Account
11. Review the Account Analysis Report
12. Correct any Invalid Entries to the General Ledger Cash Account (Optional)
13. Perform the Bank Reconciliation

General Ledger

1. Ensure the Next Accounting Period Status is Set to Future Entry

2. Complete Oracle Sub-ledger Interfaces to Oracle General Ledger
3. Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger
4. Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional)
5. Generate Reversal Journals (Optional)
6. Generate Recurring Journals (Optional)
7. Generate Mass Allocation Journals (Optional)
8. Review and Verify Journal Details of Unposted Journal Entries
9. Post All Journal Batches
10. Run General Ledger Trial Balances and Preliminary Financial Statement Generator
Reports (FSGs)
11. Revalue Balances (Optional)
12. Translate Balances (Optional)
13. Consolidate Sets of Books (Optional)
 14. Review and Correct Balances (Perform Reconciliations)
15. Enter Adjustments and / or Accruals and Post
16. Perform Final Adjustments
17. Close the Current Oracle Gneral Ledger Period
18. Open the Next Oracle General Ledger Period
19. Run Financial Reports for the Closed Period
20. Run Reports for Tax Reporting Purposes (Optional)
21. Perform Encumbrance Year End Procedures (Optional)

Introduction
The procedures for performing period-end processing in Oracle General Ledger Release 11i
Note: The Period-End and Year-End processes are the same if Encumbrances are Not Used
Special steps are required for Encumbrances

Business Requirements

Period End Close

In Oracle General Ledger, an accounting period is closed after all the accounting transactions
have been completed for the period A closed period can be re-opened, providing it has not
been permanently closed, if it is necessary to enter or modify accounting transactions for that
period
For most modules you can view and select one of the following:
← Never Opened - the period has never been used
← Future Enterable - the period is open to accept transactions from other modules Usually
used where modules are maintained in different periods, and transactions are likely to be
posted across modules
← Open - Period is available for data entry
← Closed - Period is closed for processing, but can re re-opened if required
← Permanently Closed - No further processing is possible

Managers have the discretion to immediately close a period to prevent unauthorised

processing, but be able to re-open periods for post processing adjustments The periods can
then be permanently closed as required, independent of the period/year end process
Suggestion: Periods are usually only ‘finally closed’ when all adjustments and reporting
requirements for the prior financial year are finalised

Combined Basis Accounting

If you have installed combined basis accounting, then the steps detailed below will need to be
completed for both your accrual and cash sets of books This will mean that you will need to
select the responsibility relevant to both sets of books when completing these tasks

Steps
Procedures

The following steps are taken in performing period-end processing for Oracle General Ledger
Ensure the Next Accounting Period Status is Set to Future Entry
Set the status of the next accounting period to ‘Future Entry’ if it is not already, except at year-
end
At year end, it is recommended that you complete all period end processing, prior to opening
the first period of the new financial year

Complete Oracle Sub-ledger Interfaces to Oracle General Ledger

Journals are created to enter accounting information into Oracle General Ledger Journals are
comprised of batch level, journal entry level, and journal entry line level, information
Ensure that the accounting information from the sub-ledgers (Oracle Payables, Purchasing,
Inventory, Receivables, Assets and Projects) have been transferred to Oracle General Ledger
Run all interfaces from the sub-ledgers into Oracle General Ledger Apart from Assets, which
creates journal entries at the time of transfer, the Payables, Purchasing, Inventory, Receivables
and Projects modules transfer data to the GL_INTERFACE table The Journal Import Process
populates the GL_JE_BATCHES, GL_JE_HEADERS, and GL_JE_LINES tables, and is either
run automatically from the sub-ledger modules, or manually from Oracle General Ledger at a
later time
Attention: ‘Posting’ from the sub-ledger systems does not actually update the general ledger
balances, but transfers data to the general ledger interface and journal entry tables The journal
posting process, run in Oracle General Ledger, actually updates the GL_BALANCES table
Journal Import
← After running Journal Import, if not automatically completed, review the Journal Import
Execution Report to identify which journal entry batches were not successfully imported
← Delete any error journal entry batches Determine the source(s) for these error batches,
and retrieve the run ID from the Journal Import Execution Report
← Make necessary corrections - in the GL_INTERFACE table, via the Correct Journal
Import Data window
← Re-import these corrected journal entry batches from the GL_INTERFACE table Simply
re-enter the source from which journal entry batches are to be imported

Attention: Leave sufficient time to re-import any journal entries not successfully imported from
the feeder systems Then update and post them

Upload Journals from ADI (Applications Desktop Integrator) to Oracle General Ledger
(Optional)
Journals information can also be imported from spreadsheet into Oracle General Ledger using
ADI (Application Desktop Integrator)

Complete Non-Oracle Sub-ledger Interfaces to Oracle General Ledger (Optional)

Following the same procedures as for Step 2 (Complete Oracle Sub-ledger Interfaces to Oracle
General Ledger)
Ensure that the accounting information from any site specific, non-Oracle sub-ledgers has been
transferred to Oracle General Ledger Run the Journal Import process for these sources and
ensure the resulting Journal Entries are Posted either automatically by AutoPost or manually

Generate Reversal Journals (Optional)

Select all the Journals required to be reversed Submit the process to generate the Reversal
Journals
Generate Recurring Journals (Optional)
Select all the Recurring Journals that require generation for the current period Submit the
process to generate the Recurring Journals

Generate Mass Allocation Journals (Optional)

Select the Mass Allocation Journals that require generation for the current period
Ensure that all entries to the source accounting flexfields used in the MassAllocation Journal
definitions are finalised for the current period, prior to generating the journal
Post step-down allocations in the correct order (ie perform the calculation and post, for each
successive level of allocation entry

Review and Verify Journal Details of Unposted Journal Entries

← Review any remaining unposted journal entries for the current period
← Update journal entries as appropriate

Attention: Journal entries can be reviewed on-line, or via reports Reviewing journal entries prior
to posting minimises the number of corrections and changes after posting Following review of
journal entry batches, perform any journal entry updates, including any adjusting entries, before
posting
Standard Journal reports available included:
← Journals- Batch Summary Report
← Journals - Dual Currency Report
← Journals - Foreign Currency Reports
← Publish Journals - General Reports
← General Journals Report
← Journals - Entry Report
← Journals - Line Report
← Journals- Tax Report
← Journals- Document Number Report (when document sequencing is used)

Post All Journal Batches

← Post all journal entries for the current period, including reversal, recurring and allocation
journals
← Review the results of the post

The Posting Execution Report facilitates review of the results of journal entry posting Oracle
General Ledger generates this report every time posting of journal entry batches occurs This
report indicates any errors in journal entries or journal entry lines were discovered during the
posting process
Run the General Journals Report with a Posting Status of Error Journals to review error journal
entry batches and their journal entries:
← Update unpostable journal entries:

Locate the problems with unpostable journal entry batches using the following information:
1. Control Total
1. When using a control total, ensure that the debits and credits equal the
control total
2. Period Status
 1. Post Actual batches to open periods
2. Post Budget batches to any period in an open budget year
3. Post Encumbrance batches to any period up to the last period in the latest
open encumbrance year
3. Batch Status
1. Oracle General Ledger describes the problems with unpostable batches
2. Common reasons for unpostable batches are:
1. Control total violations
2. Posting to unopened periods
3. Unbalanced journal entries

Attention :All errors in the journal entry batches must be fixed, and the corrected journal entries
re-submitted for posting
← Post updated journal entries

[.] Run General Ledger Trial Balances and Preliminary Financial Statement Generator
Reports (FSGs)
To maintain a consistent audit trail, it is advisable to create a standard period-end accounting
report set that can be run at each period end
← Custom accounting reports can be created by using the Financial Statement Generator:

Suggestion: To prevent confusing different versions of accounting reports for a specific

accounting period, discard any obsolete versions of your report for that accounting period
Request financial reports such as:
← Balance Sheets eg Detail Trial Balance Report
← Income Statements
← Gross Margin Analyses

[.] Revalue Balances (Optional)

Revalue account balances to update functional currency equivalents

[.] Translate Balances (Optional)

← Define any new currencies to which accounting balances are to be translated
← Maintain period-end exchange rates for all foreign currencies to which you want to
translate
← Maintain average exchange rates for all foreign currencies to which you want to translate
← Maintain historical rates or amounts for any owner’s equity accounts to be translated
← Translate account balances to any defined currency

[.] Consolidate Sets of Books (Optional)

[.] Consolidate Within a Set of Books

← Enter consolidating journal entries

The following two methods can be used to create eliminating entries for multiple companies
using a single set of books:
← Automatic Eliminating Entries - define mapping rules to eliminated intercompany
receivables, payables, investments in subsidiaries, intercompany sales etc
← Recurring Journals- use formula’s
 ← Post consolidating journal entries
← Define a reporting hierarchy that consolidates all the companies
← Define financial statements with the reporting hierarchy

Suggestions:
← To automatically generate the amounts and accounts for consolidating and eliminating
journal entries, use recurring journal entry formulas
← To produce financial reports that reconcile your consolidating companies with the
consolidated totals, enter the consolidating entries to a separate company, and build
reports with a separate column for ‘consolidating entries’

[.] Consolidate Across Sets of Books using the Global Consolidation System (GCS)
← Define consolidations
← Perform revaluation and translation of foreign subsidiaries as required
← Run consolidations
← Enter consolidated and eliminating entries
← Report on this consolidated set of books using FSG’s
← Analyse results using drill-down capability from Parent SOB’s to Subsidiary SOB’s

[.] Review and Correct Balances (Perform Reconciliations)

Oracle General Ledger should be reconciled with all other modules Adjust journals to correct
any errors in the journals Create and post adjusting journals to correct errors in account
balances
1. Review Detail Account Balances On-line
2. Review Account Balances via Reports:
Request accounting reports such as general ledgers, general journals, trial balances,
and accounts analysis reports to facilitate reconciliation of Oracle General Ledger with
the other Financials and manufacturing modules
1. General Ledger Reports:
General Ledger Reports facilitate tracing back each transaction to the original
source These reports list beginning and ending account balances and all
journal entry lines affecting each account balance The report provides
detailed information on each journal entry line including source, category and
date
2. Accounts Analysis Reports:
These reports list the accumulated balances of a range of Accounting
Flexfields and all journal entries that affect that range Detailed information is
provided for each journal entry line which includes the source, batch name,
and description
3. Trial Balance Reports:
Use trial balance reports to review account balances and activity in summary
or detail
4. Journal Reports:
These reports print journal entry batches and include journal entry subtotals,
and descriptions and reference information for each journal entry line You can
report on foreign currency, posted, unposted or error journal entries and
report on a specific batch or on journal entries from a specific source
3. Clear Suspense Accounts
1. Examine the general ledger and account analysis reports to identify the
source of entries to the suspense accounts
 2. Determine the adjusting entries required to net these accounts to zero
Attention: If suspense accounting is not allowed, Oracle General Ledger will
not post out-of-balance batches
4. Reconcile Subsidiary Ledgers
1. Identify differences between subsidiary ledgers and the general ledger
2. Determine which differences are errors requiring adjustment to the general
ledger
5. Check other key system accounts have not been transacted by ad-hoc journals, for
example, Creditors Control, Debtors Control, Intercompany accounts, etc

[.] Enter Adjustments and / or Accruals and Post

To correct errors in account balances made by posting incorrect journals, create and post
adjusting and reversing journals
Attention: The details of posted journals cannot be changed, except to mark or unmark for
reversal An incorrectly entered posted journal must be reversed to back-out the accounting of
the original posted journal
Other journal entry adjustments, for example, write-offs (refer Accrual Write-Off Report), and
manual accruals can be entered into Oracle General Ledger at this point also

[.] Perform Final Adjustments

Enter and Post any final adjustments as required by the organisation

[.] Close the Current Oracle General Ledger Period

Close the current General Ledger accounting period in the Open and Close Periods window
The period can be ‘soft closed’, if later adjustments to the balances for that period may be
applicable, or ‘permanently closed’, which means that the period cannot be re-opened in the
future
This step will need to be repeated for each General Ledger Set of Books

[.] Open the Next Oracle General Ledger Period

Open the next General Ledger accounting period in the Open and Close Periods window
Choose status ‘Open’ to open a new accounting period, or to re-open a previously soft closed
period to enable adjustments to be made
Generate and post reversal journals that were entered in the prior period, For example any
Oracle Purchasing receipted accruals and manual accruals
Any Journals entered into this period while it had a status of Future Enterable, can now be
posted as the period now has a status of Open
This step will need to be repeated for each General Ledger Set of Books

[.] Run Financial Reports for the Closed Period

← Run a final Trial Balance Report
← Run final Financial Statement Generator Reports (FSGs) or Report Sets as required by
the organisation Including Income Statements and Balance Sheets FSGs can also be
published via the Application Desktop Integrator (ADI)
← Run any Financial Analyser Reports
[.] Run Reports for Tax Reporting Purposes (Optional)
A variety of standard reports can be used to provide tax information which is required to be
reported to the relevant Tax Authority, including withholding tax
The Financial Tax Register can be used to view the output from the Tax Reporting Ledger using
Reports Exchange and Application Desktop Integrator (ADI) Using these products you can
change the layout of the report, publish the report in different formats, and export the data to a
tab delimited or HTML file
The Tax Reporting Ledger consists of accounting information created in Oracle Receivables,
Oracle Payables, and Oracle General Ledger The Financial Tax Register uses this data to
generate Tax Register reports using the Rxi reporting tool
The following tax registers are available:
← Tax Register
← Interim Tax Register
← Nonrecoverable Tax Register

[.] Perform Encumbrance Year End Procedures (Optional)

Oracle Financials provides a number of facilities for the processing of outstanding
encumbrances as part of year end processing
The default processing for Oracle Financials at year end is to extinguish any outstanding
encumbrances/ unused funds when you close the last period of the Financial Year within the
General Ledger application
The carry forward process enables managers to perform any of the following:
← Carry forward encumbrances for existing transactions (purchases/requisitions)
← Carry forward encumbrances, and the encumbered budget
← Carry forward the funds available as at the end of the year

Other facilities available:

← Use mass allocations to bring forward part of the funds available
← Carry forward budgets into the current appropriation budget, or to a separate budget to
identify between current year and carry forward amounts if required Mass budget
processing also allows you to combine these budgets

To perform Encumbrance year end procedures, including CarryForward, you must complete
each of the following steps:
1. Open the next encumbrance year
1. Use the Open and Close Periods window to open the next encumbrance year
2. Open the next budget year
1. Use the Define Budget window to define a budget for the next budget period

Attention: Ensure that the budget that you use is inclusive of the periods for
the next budget year that you require

Attention: Ensure that the calendar periods for the next budget year have
been created prior to running this step

Verify that the next year budget figures have been entered If you define a new
budget for the purposes of the next year budgetary control, you may also
need to update the following:
 1. Define Budget Organisations, where you have attached the funding
budget to defined account ranges within this form
2. Define Summary Accounts, where summary templates are used as
the basis for the budgetary control procedures
3. Run Year End Carry Forward

This process enables you to determine the criteria that you want to use for carrying
forward your encumbrances

The year end carryforward is normally completed in two steps:

1. Perform the Year End CarryForward in Preview mode
2. Perform the Year End CarryForward without selecting the Preview option

Within the Year End CarryForward form, you can select a wide range of
criteria for carrying forward balances:
1. CarryForward Rule - this rule enables you to select Encumbrances
Only, Encumbrances and the Encumbered Budget, or Funds
Available as the basis for the Carry forward
2. Encumbrance Type - select All for all encumbrances, or select the
encumbrance type that you require ie Commitment, Obligation etc
3. From/To Budget and Budget Organisation- select the budgets
where they are different
4. Accounting Flexfield Ranges - select the range of relevant
accounting flexfields to be carried forward

PURCHASING

Introduction
The procedures for performing period-end processing in Oracle Purchasing Release 11i

[.] Business Requirements

We must reconcile the purchasing activity for the accounting period that is to be closed

[.] Steps
The following steps are taken in performing period-end processing for Oracle Purchasing

[.] Complete All Transactions for the Period Being Closed

Ensure that all transactions have been entered for the period being closed
Completing all transactions for Oracle Purchasing:
1. Complete Requisitions
2. Complete Purchase Orders and Releases
3. Complete Receipts and Returns

Submit the Confirm Receipts Workflow Select Orders process in Purchasing to send
notifications through the Web, e–mail, or Notification Details Web page (accessible through the
Notifications Summary menu in Purchasing) to requestors or buyers who create requisitions in
Purchasing or Oracle Self–Service Purchasing It lets people know they should have received an
item
The Confirm Receipts workflow sends notifications for items with a Destination or Deliver–To
Type of Expense, a Routing of Direct Delivery, and a Need–By date that is equal to or later than
today’s date
Requestors can create receipt transactions by responding to the notification
1. Print all new Purchase Orders
2. Respond to all Workflow Notifications

Notifications may either require action eg notify approver approval required, or are FYI
notifications only eg notify requestor requisition has been approved Users should close all FYI
notifications and respond to those that require a response

[.] Review the Current and Future Commitments (Optional)

Run the Purchase Order Commitment by Period Report

The Purchase Order Commitment By Period Report shows the monetary value of purchased
commitments for a specified period and the next five periods You can use the report sorted by
buyer to monitor buyer performance You can also use the report when negotiating with a
supplier by limiting the commitments to a specific supplier

[.] Review the Outstanding and Overdue Purchase Orders (Optional)

Run the following reports:

← Purchase Order Detail Report
← Open Purchase Orders (by Buyer) Report
← Open Purchase Orders (by Cost Center) Report

These reports can be used to review all, specific standard, or planned purchase orders The
quantity ordered and quantity received is displayed so the status of the purchase orders can be
monitored

[.] Follow Up Receipts - Check With Suppliers

From the details obtained from the Purchase Order Detail Report regarding un-receipted
purchase orders, the appropriate department can then follow up with the suppliers as to the
status of the ordered items
If the goods have been received, but the receipt has not entered into Oracle Purchasing, then
the receipt transaction needs to be actioned by the appropriate personnel
Attention: Where you have selected to accrue receipts at period end, make sure that all receipts
have been entered for a specific period before creating receipt accruals for that period It is not
necessary to enter all the receipts for a period prior to closing that period Simply backdate the
receipt date when entering receipts for a closed period
Warning: Where you have Oracle Inventory installed, it is not possible to process a receipt to a
closed Purchasing period

[.] Identify and Review Un-invoiced Receipts (Period-End Accruals)

By running the Un-invoiced Receipts Report, all or specific un-invoiced receipts that can be
accrued, can be reviewed These are items that have been received that the supplier has not
invoiced you for yet Receipt accruals can be reviewed by account and by item This report
indicates exactly what has to be accrued, and for what amount, and helps in the preparation of
accrual entries

[.] Follow Up Outstanding Invoices

For any items identified to have been received but not invoiced, the appropriate department can
then follow up the details from the Un-invoiced Receipts Report with the supplier Entering of
invoices, matching of unmatched invoices, and resolution of any invoice holds, where possible,
should be carried out at this point in the period-end process

[.] Complete the Oracle Payables Period-End Process

Complete the steps to close the Oracle Payables period, which corresponds to the Oracle
Purchasing period being closed, to enablecreation of receipts accrual entries Performing the
Oracle Payables Period-End process, effectively prevents any further invoices or payments
being entered into Oracle Payables for the closed period

[.] Run the Receipt Accruals - Period End Process

Run the Receipt Accruals - Period-End process to accrue receipts, as no journal entries are
created when receipt transactions are entered This process is used to create period-end
accruals for un-invoiced receipts for Expense distributions for a specific purchasing period Each
time the process is run, Oracle Purchasing creates an un-posted journal entry batch in the
General Ledger for the receipt accruals Journal entries are created for the amount of the receipt
liabilities, debiting the charge account and crediting the Receipt Accrual Liability Account
If encumbrance or budgetary control are being used, another journal entries batch is created,
corresponding to the encumbrance reversal entries for the un-invoiced receipts that were
accrued The accrual journal entries are then reversed out at the start of the new accounting
period when you open the next Purchasing period Oracle Purchasing creates accrual entries
only up to the quantity the supplier did not invoice for partially invoiced receipts
Attention: This step is only required if the Accrue Expense Items flag is set to Period End, on
the Accrual tabbed region of the Purchasing Options window for the current OrganisationWhen
the Accrue Expense Items flag is set to At Receipt, a reversal is not required
← If encumbrance or budgetary control is being used, Oracle Purchasing reverses the
encumbrance entry when creating the corresponding accrual entry
← Identify the purchasing period for the receipt accrual entries Oracle Purchasing creates
receipt accruals for all receipts entered up to the end of the nominated period
← This process can be run as many times as needed

[.] Reconcile Accrual Accounts - Perpetual Accruals

Identify the period-end balances of the following accounts in the General Ledger:
← Purchase Price Variance
← A/P Accrual Account
← Inventory Account - (Refer to Chapter 3 Period-End Procedures for Oracle Inventory)

Reconcile the balance of the Purchase Price Variance account using the Purchase Price
Variance Report
Manually remove the Invoice Price Variance amount from the A/P Accrual Account using your
General Ledger
Identify the Invoice Price Variances amount and Accrued Receipts amount in the A/P Accrual
Account Run the Invoice Price Variance Report for the current period Identify the invoice price
variance for all purchase orders charged to the Inventory A/P Accrual Account and compare it
with the balance of the Invoice Price Variance account in the General Ledger
At any given time, the balance of the A/P accrual accounts can account for the following
transactions:
← Uninvoiced Receipts
← Over-invoiced Receipts
← Errors(Invoices or inventory transactions charged to this Account by mistake)

You need to analyze the balance of the A/P accrual accounts, distinguish accrued receipts from
invoice price variances, and identify errors
The Accrual Reconciliation Report is used to analyse un-invoiced receipts and to reconcile the
balance of the Accounts Payable accrual accounts
This report enables you to identify the following problems in receiving, purchasing, inventory,
work in process, or accounts payable transactions:
← Quantities differ between receipts and invoices
← Incorrect purchase order or invoice unit prices
← Discrepancies in supplier billing
← Invoice matched to the wrong purchase order distribution
← Received against the wrong purchase order or order line
← Miscellaneous inventory or work in process transactions that do not belong to the accrual
accounts
← Payables entries for tax and freight that do not belong to the accrual accounts

The Purchasing Options can be set to accrue both Expense and Inventory purchases as they
are received When this happens, an Accounts Payable liability is temporarily recorded to the
Expense or Inventory Accounts Payable accrual accounts When the invoice is matched and
approved by Oracle Payables, the Accounts Payable accrual accounts are cleared, and the
liability is recorded from the supplier site
There are two versions of this report, detailed as follows:
← The Accrual Reconciliation Rebuild Report

This version of the report selects the accounting entries from the appropriate source (sub-
ledgers) This accounting information resides in a temporary table, and remains until this
information is rebuilt again Typically, this report is run at period end
← The Accrual Reconciliation Report

This version of the report uses the accrual information residing in the temporary tables that was
selected the most recent time the Accrual Reconciliation Rebuild Report was run This report is
typically run throughout the accounting period, providing interim reports, whereas the rebuild
report is used to select and report on current accrual information at period end
These reports can be used to identify any discrepancies between PO receipts and AP invoices
The report will also detail any miscellaneous transactions erroneously posted to the accrual
accounts
After researching the reported accrual balances, the Accrual Write-Offs window can be used to
indicate which entries are to be removed and written off from this report After writing off these
entries, the Accrual Write-Off Report can be used as supporting detail for the manual journal
entry in General Ledger
The Accrual Reconciliation Report can help in monitoring potential problems with purchasing
and receiving activities that can affect the accuracy of the AP accrual accounts
Ensure that prior to closing the period, quantity differences (ie, when the quantity received for a
purchase order shipment is smaller than the quantity invoiced) and price differences are
resolved
Prerequisites:
← Oracle Payables and Oracle Purchasing installed
← If expense purchases are accrued on receipt, this report enables reconciliation with the
accounts payable accrual account
← If expense purchases are accrued at period end, and inventory receipts are not
performed, no information will be available to report

Attention :Most commercial installations accrue expense receipts at period end, as the

information is not required as the receipt occurs If expense purchases are accrued on receipt,
more entries must be reconciled in the Accounts Payable accrual accounts If you also receive
inventory, the Receiving Value Report by Destination Account must be run to break out the
receiving/inspection value by asset and expense
Attention: The Accrual Reconciliation Report requires transactions to appear on the report prior
to creating records into the Oracle General Ledger interface tables
Attention: For Oracle Purchasing, all transactions are automatically transferred to the General
Ledger interface For Oracle Inventory, and Oracle Work In Progress, a GL transfer or period
close must first be performed for the transactions to appear on this report For Oracle Payables,
journal entries must be created for the invoices
The Accrual Reconciliation Report requires the transactions to be transferred to the General
Ledger interface to ensure the report balances to the General Ledger

[.] Perform Year End Encumbrance Processing (Optional)

Oracle Financials provides a number of facilities for the processing of outstanding

encumbrances as part of year end processing
The default processing for Oracle Financials at year end is to extinguish any outstanding
encumbrances/ unused funds when you close the last period of the Financial Year within Oracle
General Ledger
The carry forward process enables managers to perform any of the following:
← Carry forward encumbrances for existing transactions (purchases/requisitions)
← Carry forward encumbrances, and the encumbered budget
← Carry forward the funds available as at the end of the year

Other facilities available:

← Use mass allocations to bring forward part of the funds available
← Carry forward budgets into the current appropriation budget, or to a separate budget to
identify between current year and carry forward amounts if required Mass budget
processing also allows you to combine these budgets
Attention: You must complete the Year End Encumbrance processing in Oracle Purchasing
before commencing the year end Encumbrance processing in Oracle General Ledger
(Refer to Period-End Procedures for Oracle General Ledger)
The steps required to complete Year end Encumbrance processing in Oracle Purchasing are:

[.] Identify Outstanding Encumbrances

Print the Encumbrance Detail Report to review the requisition and purchase order
encumbrances, if the encumbrance option for requisitions or purchase orders has been
enabled, and requisitions and purchases have entered and approved Use this report to review
the accounts encumbered
The Encumbrance Detail Report reflects activity from General Ledger, not Purchasing or Oracle
Payables Therefore, use the Encumbrance Detail Report in a way that matches the accounting
method:
← Receipt accrual: Generate the Encumbrance Detail Report as needed when the Accrue
at Receipt option is used Upon entering receipt information, an automated process
transfers the receipt information to General Ledger using the Journal Import Process
← Period-end accrual: Generate the Encumbrance Detail Report at period-end During the
period, the encumbrance detail on the report is based on invoice matching information
from Payables, not on receiving information After the Receipt Accruals - Period-End
process is run, the Encumbrance Detail Report reflects the true period-end receipt
information
← Cash basis: If cash-basis accounting is used, the encumbrances on the Encumbrance
Detail Report remain until payment information from Payables is transferred to General
Ledger When cash-basis accounting is used and the Payables Transfer to General
Ledger process is submitted, Payables transfers only accounting information for paid
invoices to the General Ledger

Based on this report you can identify those transactions that you wish to carry forward into the
new financial year
Refer below for the steps required to cancel transactions that are not to be to carried forward

[.] Perform MassCancel in Oracle Purchasing (Optional)

MassCancel enable the cancellation of requisitions and purchase orders on the basis of user
selected criteria
← Define MassCancel

The Define MassCancel window is used to nominate a date range for transactions, as well as
any of the following:
← Document Type
← Supplier Name
← Accounting Flexfield Range

This process will automatically generate a MassCancel listing report identifying the following:
← Unable to Cancel Requisitions (reasons provided)
← Unable to Cancel Purchase Orders (reasons provided)
← Partially in range Documents
← Fully in Range Documents
← Run MassCancel
When this process is run, Oracle Purchasing creates journal entries to zero out the
encumbrances associated with the canceled requisitions and purchase orders
Attention: If you wish to cancel both purchase orders and requisitions, you must initiate
MassCancel twice Note that when canceling a purchase order, you have the option of canceling
the original requisition at the same time

[.] Close the Current Oracle Purchasing Period

Close the current Purchasing Period in the Control Purchasing Periods window Oracle
Purchasing automatically un-marks all the receipts previously accrued to ensure that these
receipts can be accrued again if they are still not invoiced in the next accounting period (where
you have selected to accrue receipts at period end)

[.] Open the Next Oracle Purchasing Period

Open the next purchasing period in the Control Purchasing Periods window

[.] Run Standard Period End Reports (Optional)

[.] Suppliers Quality and Performance Analysis Reports

← Suppliers Report:

Use the Suppliers Report to review detailed information entered for a supplier in the Suppliers
and Supplier Sites windows This report also shows if a supplier is on PO Hold
You have the option to include supplier site address and contact information Payables lists your
suppliers in alphabetical order, and you can additionally order the report by supplier number
← Suppliers Audit Report:

Use the Supplier Audit Report to help identify potential duplicate suppliers This report lists
active suppliers whose names are the same up to a specified number of characters The report
ignores case, spaces, special characters, etc
The report lists all site names and addresses of each potential duplicate supplier Payables
inserts a blank line between groups of possible duplicate suppliers After duplicate suppliers
have been identified, they can be combined using Supplier Merge If purchase order information
is merged, then any references to the supplier in blanket purchase orders, quotations, and
autosource rules are updated to the new supplier
← Supplier Quality Performance Analysis Report:

The Supplier Quality Performance Analysis Report can be used to review suppliers' quality
performance, for percents accepted, rejected, and returned This report is useful to identify
suppliers with quality performance issues
← Supplier Service Performance Analysis Report:

The Supplier Service Performance Analysis Report lists late shipments, early shipments,
rejected shipments, and shipments to wrong locations This report can be used to derive a
supplier service penalty by multiplying the days variance quantity by a percentage of the price
The % Open Current is the percentage of the ordered quantity not yet received, but within the
receipt tolerance days or not past due
The % Open Past Due is the percentage of the ordered quantity not received by the promise
date and beyond the receipt tolerance days
The % Received On Time is the percentage of the ordered quantity received on the promise
date or within the receipt tolerance days
The % Received Late is the percentage of the ordered quantity received after the promise date
and outside the receipt tolerance days
The % Received Early is the percentage of the ordered quantity received before the promise
date and outside the receipt tolerance days
The Days Variance is calculated as the summation of the date differential (transaction date
subtracted from promise date) multiplied by the corrected received quantity (the received
quantity plus or minus corrections) for each shipment, all divided by the total corrected received
quantity The result is the quantity per day the supplier is in variance
← Supplier Volume Analysis Report:

The Supplier Volume Analysis Report shows the dollar value of items purchased from a supplier
The report prints the items that are assigned sourcing rules Use the report to compare actual
purchase percentages with sourcing percentage
The Expenditure is the sum of the item line amounts for standard purchase orders for the
supplier
The Actual Percentage is the items expenditure as a percentage of the total expenditure for the
date range of the report
The Intended Commitment is the total expenditure multiplied by the split percentage entered in
the sourcing rules

[.] Analyse Requisitions

← Requisition Activity Register

The Requisition Activity Register shows requisition activity and monetary values Purchasing
prints the requisitions in order of creation date and prepared name

[.] Review Quotation, RFQ and Purchase Order Statuses

Purchase Order Statuses may optionally be reviewed early in the period close processing for
Oracle Purchasing
← Blanket and Planned PO Status Report:

The Blanket and Planned PO Status report can be used to review purchase order transactions
for items you buy, using blanket purchase agreements and planned purchase orders For each
blanket purchase agreement and planned purchase order created, Purchasing provides the
detail of the releases created against these orders Purchasing prints the blanket agreement or
planned purchase order header information, if no release exists

[.] Savings Analysis Reports

← Savings Analysis Report (by Category):

The Savings Analysis Report (By Category) shows buyer performance by category Use the
report to compare the market, quote, or list price to the actual price
The Negotiated Amount is the product of the price on the quotation and the quantity ordered If a
quote is not defined, Purchasing prints the product of the market price of the item ordered and
the quantity ordered If the market price is not defined, Purchasing uses the list price
The report includes a price type Legend at the bottom of each page for the price type If the line
price type is Q, the line price was from the Quote If the line price type is M, the line price was
from Market Price, and if the line price type is L, the line price was from List Price
The Actual Amount is the product of the actual price listed on the purchase order line and the
quantity ordered
The Amount Saved is the negotiated amount less the actual amount, with negative figures in
parentheses
← Savings Analysis Report (by Buyer):

The Savings Analysis Report (By Buyer) shows buyer performance by purchase order
The Negotiated Amount is the product of the price on the quotation and the quantity ordered If a
quote is not defined, Purchasing prints the product of the market price of the item ordered and
the quantity ordered If the market price is not defined, Purchasing uses the list price
The report includes a price type Legend at the bottom of each page for the price type If the line
price type is Q, the line price was from the Quote If the line price type is M, the line price was
from Market Price, and if the line price type is L, the line price was from List Price
The Actual Amount is the product of the actual price listed on the purchase order line and the
quantity ordered
The Amount Saved is the negotiated amount less the actual amount, with negative figures in
parentheses

[.] Encumbrance Accounting Reports

← Encumbrance Detail Report

The Encumbrance Detail Report can be used to review requisition and purchase order
encumbrances for a range of accounts if the encumbrance option for requisitions or purchase
orders has been enabled, and there are entered and approved requisitions and purchases Use
this report to review the accounts encumbered
← Cancelled Purchase Orders Report
← Cancelled Requisition Report

CASH MANAGEMENT

Introduction
The procedures for performing period-end processing in Oracle Cash Management Release 11i

[.] Business Requirements

Oracle Cash Management is an enterprise cash management solution that helps you effectively
manage and control the cash cycle It provides comprehensive bank reconciliation and flexible
cash forecasting
The Bank Reconciliation process enables the verification of entries on the Bank Statement by
reconciling that information with system transactions in Oracle Payables, Oracle Receivables
and Oracle General Ledger
During the Bank Reconciliation process miscellaneous transactions can be created for bank-
originated entries, such as bank charges and interest
Cash forecasting is a planning tool that helps anticipate the flow of cash in and out of the
enterprise, allowing the projection of cash needs and evaluation of the company's liquidity
position

[.] Steps
[.] Procedures

The following steps are taken in performing period-end processing for Oracle Cash
Management:

[.] Load Bank Statements

Detailed information from each bank statement, including bank account information, deposits
received by the bank, and checks cleared needs to be entered to Cash Management Bank
statements can be either manual entered or loaded electronicly from information received
directly from your bank
For organisations with high transaction volumes Bank Statements should be loaded and
reconciled on a daily basis
Refer to: Entering Bank Statements Manually and Loading Bank Statement Open Interface

[.] Reconcile Bank Statements

Once detailed bank statement information has been entered into Cash Management, the
information must be reconciled with the accounting transactions
Cash Management provides two methods to undertake reconciliations:
← Automatic - Bank statement details are automatically matched and reconciled with
accounting transactions This method is ideally suited for bank accounts which have high
volumes of transactions
← Refer to: Reconciling Bank Statements Automatically
← Manual - This method requires a manual match of bank statement details with accounting
transactions The method is ideally suited to reconciling bank accounts which have a
small volume of monthly transactions The manual reconciliation method can also be used
to reconcile any bank statement details which couldn't be reconciled automatically
← Refer to: Reconciling Bank Statements Manually

[.] Create Miscellaneous Transactions

During the reconciliation process miscellaneous transactions for bank originated entries, such
as bank charges and errors can be created Oracle Payables payments or Oracle Receivables
receipts can also be manually created
Note: The automatic reconciliation process can be set up to create miscellaneous transactions
automatically
Attention: If you create transactions during the reconciliation process you will need to re-run
your GL posting routine from Oracle Receivables to ensure all information is transferred to the
General Ledger

[.] Review AutoReconciliation Execution Report

Once the reconciliation process has been completed, reviewing the reconciliation results is
recommended
This report shows import and reconciliation errors that occurred when running the
AutoReconciliation program Cash Management automatically produces this report during the
automatic reconciliation process You may also request it as needed from the Submit Request
window
This report includes either statement import errors, which prevented the automatic loading of
your bank statement, or your reconciliation exceptions found during the automatic reconciliation
process

[.] Resolve Exceptions on the AutoReconciliation Execution Report

Resolve the exceptions on the AutoReconciliation Execution report by either re-running the
import process or by manually reconciling the exceptions

[.] Run Bank Statement Detail Report

This report shows statement and transaction information for a specific bank account statement,
including bank statement header information, statement line detail, and reconciled transaction
detail This report lists any un-reconciled transactions separately with their current status, and
the statement totals for each type of transaction, including the amount entered, reconciled, un-
reconciled, over-reconciled and under-reconciled, and gives you the option to only select un-
reconciled statement lines

[.] Run Transactions Available for Reconciliation Report

This report shows all transactions available for reconciliation for a specific bank account It lists
detailed transaction information for your Available Receipts, Available Payment, and Available
Journal Entries for reconciliation Detailed information includes the Customer, Supplier or Batch
Name, Transaction Date, Payment Method, Transaction Number, Currency, and Amount
This report only lists void payments if the Show Void Payments option on the Systems
Parameters window is checked It does not list reversed receipts due to user error nor does it list
the associated original receipts that were not reconciled This report groups transactions by
status so that void or reversed transactions are separate from regular transactions

[.] Resolve Un-reconciled Statement Lines

Resolve the un-reconciled statement lines by manually reconciling the Statement lines to the
available transactions

[.] Run the GL Reconciliation Report

Use this report to reconcile the General Ledger cash account to a bank statement balance
This report lists a balance and an adjusted balance for the bank statement It also lists a
separate adjustment amount for un-reconciled receipts, payments, and journal entries, as well
as bank errors
Warning: To ensure that this report is accurate, you must first perform these tasks:
← Reconcile all statements in Cash Management
← Transfer journal entry transactions from Oracle Payables and Oracle Receivables to your
General Ledger
 ← Post journals in General Ledger

[.] Run the Account Analysis Report for the General Ledger Cash Account
Run the Account Analysis Report from General Ledger for the General Ledger Cash Account
Flexfield and sort by Source
Ensure that only bank account related transactions have been posted to this account by
checking the Source of the transactions Valid sources will include Payables and Receivables
Transactions entered directly via General Ledger will have a Source of Manual or possibly
Spreadsheet if ADI is used

[.] Review the Account Analysis Report

Review the Account Analysis Report to ensure that only bank account related transactions have
been posted to the General Ledger Cash Account by checking the Source of the transactions
Valid sources will include Payables and Receivables Transactions entered directly via General
Ledger will have a Source of Manual or possibly Spreadsheet if ADI is used

[.] Correct any Invalid Entries to the General Ledger Cash Account (Optional)
Reverse or amend any journals incorrectly posted to the General Ledger Cash Account, which
were highlighted during the review of the Account Analysis Report
To prevent invalid journal entries to the General Ledger Cash Account it should be protected by
enabling security rules in Oracle Financials

[.] Perform the Bank Reconciliation

PAYABLES

Introduction
The procedures for performing period-end processing in Oracle Payables Release 11i

[.] Business Requirements

We must reconcile the accounts payable activity for the accounting period that is to be closed
The following steps are taken in performing period-end processing for Oracle Payables The
posting level for Oracle Payables must be determined, when planning period-end procedures
Where detail level accounting transactions are required to be posted to the general ledger,
there may be technical constraints involved, relating to the physical data storage volume, and
posting and report processing speed degradation caused by the sheer volume of posted
transactions Functionally, however, detail posting to the general ledger provides enhanced
reporting opportunities in some cases

[.] Steps
1. Complete All Transactions for the Period Being Closed:
2. Keep on Running queries from Apatghealthchecksql which will tell you about Orphan
Records
3. Ensure that all transactions have been entered for the period being closed
4. Completing all transactions for Oracle Payables:
1. Complete Invoicing and Credits
2. Complete Prepayments
3. Complete Expense Reports
4. Complete Invoice Import
Note: If you import transactions from an external system, or you are using Internet Expenses or
Xpense Xpress, ensure you have imported all transactions, and reviewed all audit trails for
completeness

[.] Payables Approval Process

Run the Payables Approval Process(Invoice Validation Program in 11i) for All Invoices/Invoice
Batches
The Payables Approval process is run to try to approve all unapproved invoices in the system,
so that they can be paid and posted to the general ledger Invoice Validation Program will take
care of all the Validations

[.] General Ledger

Review and Resolve Amounts to Post to the General Ledger

[.] Review the Invoice on Hold Report

If there is any Hold on the Invoice it will not accounted So we need to remove all the holds on
the invoices
After Running Invoice Validation We need to run the Invoice on Hold report
This report enables review of any holds currently applied to invoices that would prevent the
payment and/or posting of these invoices The report details all invoices for which Oracle
Payables cannot select for posting and therefore cannot create journal entries Where possible
resolve any identified holds which will prevent posting to the general ledger, and re-run the
Payables Approval process to approve these invoices

[.] Review the Payables Accounting Entries Report

This report enables review and analysis of accounting entries in the Payables subledger You
can request the report for a specific run of the Payables Accounting Process or the Payables
Transfer to General Ledger program Using the report parameters, you can produce a detailed
or summary listing of the accounting information you want to review
The report also lists in detail any transactions that have been accounted with error and all
entries that could not be transferred to the general ledger interface When a transaction is
accounted with errors, use the Update Accounting Entries window to update any invalid
accounts
Payables groups the report by set of books, journal category, and bank accounts Data is then
sorted by accounting date, event type, supplier name, document number, and voucher number

[.] Review the Unaccounted Transactions Report

This report enables review of all unaccounted invoice and payment transactions and see the
reason that Payables cannot account for a transaction Payables sorts the report by transaction
type (invoice or payment), exception, supplier, transaction currency, and transaction number
Run this report after you have run the Payables Accounting Process The report will then show
only transactions that had problems that prevented accounting You can then correct the
problems and resubmit the accounting process
Note that this report does not include invoices that have no distributions
[.] Optionally Run a Month End Payment Batch
By running a month end payment batch, you may arrange a payment for as many due invoices
as possible

Run Updated Mature Dated Future Payments Program to Change the status of the Payments to
Negotiable so that we can account these Payments

[.] Confirm all Payment Batches

Optionally run the Final Payment Register for the period that is to be closed, or finalise any
outstanding payment batches Use the Payment Batches window to confirm any unconfirmed
payment batches
Note: The Final Payments Register lists each payment created for a payment batch Actual
payments can be compared against this register to verify that Oracle Payables has recorded
payments correctly The report lists each payment in a payment batch, including setup and
overflow payment documents, in ascending order, by payment number
Attention : Oracle Payables prevents the closing of a period in which all payment batches have
not been confirmed

[.] Optionally Run the Payments Registers

Optionally, run the Payment Register
This report details payments printed in a particular accounting period The report can be used to
review payment activity for each bank account used during the specified time period
Warning: The report total only shows the net (less discounts and voids) payment amount,
whereas the Posted Payment Register total is the total payment amount, including discounts If
only verifying report totals, these two reports would not balance Therefore it is necessary to
subtract the discounts taken from the report total and then compare this calculated amount to
the total displayed on the Payment Register Report

[.] Reconcile Payments

Reconcile Payments to Bank Statement Activity for the Period

(Refer to Period-End Procedures for Oracle Cash Management)
Attention: The Payables Accounting process must be re-run for any reconciliation accounting
entries generated to be Transferred to the General Ledger

[.] Transfer All Approved Invoices and Payments

Transfer All Approved Invoices and Payments to the General Ledger

The Request Submit window facilitates the transfer of Oracle Payables accounting entries to the
General Ledger and creates unposted journal entries
Oracle Payables creates detail or summary journal entries from the invoice and payment activity
when you post The journal entries are posted in Oracle General Ledger to update account
balances
Submit the Payables Accounting Process to transfer approved invoice and payment accounting
entries to the Oracle General Ledger interface tables
 ← Invoice journal entries, debit the expense or other account entered on an invoice
distribution line, and credit the liability account nominated on the invoice
← Payment journal entries, debit the liability account and credit the cash account of the
bank account used to pay and invoice

The Payables Accounting Process transfers data to the General Ledger interface tables,
creating journal entries for these invoice and payment transactions, if the option Submit
Transfer to GL is set to Yes in the Parameter window
The Payables Accounting Process will initiate the General Ledger Journal Import process, if the
option Submit Journal Import is set to Yes in the Parameter window
Attention :The generated journal batch needs to be posted from within Oracle General Ledger
The journal batch may be automatically posted in General Ledger if the Source of Payables has
been included in the Automatic Posting options established in General Ledger

[.] Review the Payables

Review the Payables to General Ledger Posting process After Completion

The following reports can optionally be run to review the invoices and payments that were
posted to Oracle General Ledger, from Oracle Payables, for the period that is to be closed, ie
the current accounting period

[.] Payables Accounting Process Report

Payables Accounting Process Report Use this report to review accounting entries created by
the Payables Accounting Process The report has two sections:
← Accounting Entries Audit Report The audit report provides, in detail or summary, a listing
of accounting entries created by the accounting process
← Accounting Entries Exception Report The exception report lists in detail all accounting
entries that were created with an error status and a description of that error The Entries
Exception Report is generated only when the accounting process encounters accounting
entries that fail validation

[.] The Posted Invoices Register

This report is used to review invoices for which information has been posted to Oracle General
Ledger to create journal entries, and can be used to verify that the total invoice amount equals
the total invoice distribution amount The report lists each Accounts Payable Liability Accounting
Flexfield and the invoices posted to the account

[.] The Posted Payments Register

This report is used to review the payments posted to Oracle General Ledger during a particular
accounting period, and can be used to review the payment activity for each bank account used
during that period

[.] Submit the Unaccounted Transactions

Submit the Unaccounted Transactions Sweep Program

The Unaccounted Transactions Sweep Program transfers unaccounted transactions from one
accounting period to another Because you cannot close a Payables period that has
unaccounted transactions in it, if your accounting practices permit it, you might want to use this
program to change the accounting date of the transactions to the next open period For
example, you have invoices for which you cannot resolve holds before the close, and your
accounting practices allow you to change invoice distribution GL dates Submit the program to
change invoice distribution GL dates to the first day of the next open period so you can close
the current period
The Unaccounted Transactions Sweep Program will not roll forward accounted transactions, or
accounted transactions with error To create successful accounting entries for accounted
transactions with error, correct any accounting errors and resubmit the Payables Accounting
Process
The program transfers unaccounted transactions to the period you specify by updating the GL
dates to the first day of the new period You can then close the accounting period from which
Payables moved the invoices and payments
In the Control Payables Periods window if you try to close a period and unaccounted
transactions exist, then Payables opens a window From the window you can submit the
Unaccounted Transactions Sweep Program or you can submit a report to review accounting
transactions that would be swept by the program When you submit the Unaccounted
Transactions Sweep Program, Payables automatically produces the Unaccounted Transactions
Sweep Report to identify transactions that were redated and identify any transactions that need
updating If you submit the report in preliminary sweep mode the Unaccounted Transactions
Sweep Review report shows which transactions will be redated if you submit the Unaccounted
Transactions Sweep Program

[.] Close the Current Oracle Payables Period

Close the accounting period by using the Control Payables Periods window to set the Period
Status to Closed

[.] Accrue Uninvoiced Receipts

(Refer to Period-End Procedures for Oracle Purchasing)

[.] Reconcile Oracle Payables Activity for the Period

[.] Run the Accounts Payables Trial Balance Report

This report is used to facilitate reconciliation of the total accounts payable liabilities in Oracle
Payables, with the Oracle General Ledger Creditors Control Account, for a specific accounting
period This report lists, and sub-totals, by vendor, all unpaid and partially paid invoices for
which Oracle Payables created journal entries (ie posted invoices) These invoices represent the
outstanding accounts payable liability for the organisation
To obtain the most up-to-date trial balance for a given period, journal entries should be posted
for the invoice and payment activity for the period, prior to running the report
For reconciliation of Oracle Payables and Oracle General Ledger when posting is only
performed at period end, the following reconciliation method can be used:
To the previous periods Accounts Payables Trial Balance, add the current period’s posted
invoices (total amount from the Posted Invoices Register) , and subtract the current period’s
posted payments (total cash plus discounts taken, from the Posted Payments Register) The
calculated amount should equal the balance for the current period’s Accounts Payables Trial
Balance
Attention: However, when posting to the general ledger from Oracle Payables is performed
multiple times throughout each accounting period, the Posted Invoices Register and Posted
Payments Register reports must be run after each posting run, for reconciliation of Oracle
Payables liabilities with Oracle General Ledger’s Creditor Control

[.] Run Mass Additions Transfer to Oracle Assets

After you have completed all Payables transaction entry, and confirmed all invoice holds, and
carry forwards, submit the Mass Additions Create progam to transfer capital invoice line
distributions from Oracle Payables to Oracle Assets
For foreign currency assets, Payables sends the invoice distribution amount in the converted
functional currency The mass addition line appears in Oracle Assets with the functional
currency amount Oracle Assets creates journal entries for the functional currency amount, so
you must clear the foreign currency amount in your general ledger manually
After you create mass additions, you can review them in the Prepare Mass Additions window in
Oracle Assets
It is recommended to do a final Mass Additions Create after the period close to ensure that all
Payables invoices are 1) included in the correct period; and 2) any additional invoicing will
become part of the next periods invoice and asset processing period
Suggestion: If the volume of transactions in Accounts Payable requiring Assets update is large,
you should consider running the Mass Additions Create process on a more regular basis

[.] Open the Next Oracle Payables Period

Open the next accounting period by using the Control Payables Periods window to set the
Period Status to Open

[.] Run Reports for Tax Reporting Purposes (Optional)

A variety of standard reports can be used to provide tax information which is required to be
reported to the relevant Tax Authority, including withholding tax
The Financial Tax Register can be used to view the output from the Tax Reporting Ledger using
Reports Exchange and Application Desktop Integrator (ADI) Using these products you can
change the layout of the report, publish the report in different formats, and export the data to a
tab delimited or HTML file
The Tax Reporting Ledger consists of accounting information created in Oracle Receivables,
Oracle Payables, and Oracle General Ledger The Financial Tax Register uses this data to
generate Tax Register reports using the Rxi reporting tool
The following tax registers are available:
← Tax Register
← Interim Tax Register
← Nonrecoverable Tax Register

The following summary levels are available within each Tax Register:
← Transaction Header
← Transaction Line
← Accounting Line

[.] Run the Key Indicators Report (Optional)

This report enables review of the Accounts Payables department’s productivity This statistical
information can be useful for cash flow analysis and forecasting purposes, when combined with
similar information from Oracle Accounts Receivables The Key Indicators Report generates the
following two reports:

[.] The Key Indicators Current Activity Report

Use the Key Indicators Report to review your accounts payable department's productivity The
Key Indicators Report provides current activity indicators that compare current period activity
with prior period activity in three major areas: suppliers, invoices, and payments Payables
further breaks down each category into basic items, exception items, and updates The report
provides the number of transactions for each indicator (such as number of automatic payments
printed during a period) and amount values where applicable to the Key Indicator (such as total
value of automatic payments written during a period)

[.] The Key Indicators State of the System Report

The Key Indicators State-of-the-System Report provides a period-end view of Payables, as well
as average values For example, the Key Indicators State-of-the-System Report includes:-
Suppliers:
← Suppliers Number of suppliers
← Sites Number of supplier sites
← Average sites per supplier Payables divides the number of sites by the number of
suppliers

Invoices:
← Invoices Number of invoices
← Distribution lines Number of invoice distributions
← Average lines per invoice Payables divides the number of invoices by the number of
distributions
← Scheduled payments Number of scheduled payments based on payment terms and
manual adjustments in the Scheduled Payments window of the Invoice Workbench
← Average payments per invoice Payables divides the number of invoices by the number of
scheduled payments

Payments:
← Checks Number of payments (both manual and computer generated) created and
recorded in Payables
← Invoice payments Number of invoice payments made by Payables A payment document
can pay multiple invoices
← Average invoices per payment Payables divides the number of payment documents by
the number of invoice payments

Matching Holds:
← Matching holds The number of matching holds in Payables
← Average matching holds per invoice on matching hold Payables divides the number of
matching holds by the number of invoices on matching hold

[.] Purge Transactions(Optional)

You can delete Oracle Payables or Oracle Purchasing records that you no longer need to
access on-line to free up space in your database You can purge invoices, purchase orders,
suppliers, and related records such as invoice payments and purchase receipts
Warning: After a record is purged, it is no longer queryable, and the record will no longer appear
on standard reports However, the system maintains summary information of deleted records to
prevent you from entering duplicate invoices or purchase orders
Suggestion: You should create a special responsibility for purging information from Oracle
Payables and Oracle Purchasing and assign this responsibility only to the person responsible
for purging information from your database

ASSETS

Introduction
The procedures for performing period-end processing in Oracle Assets Release 11i

[.] Business Requirements

In Oracle Assets, at period end, we require to run depreciation for each set of depreciation
books set up for the organisation, and to create journal entries for Oracle General Ledger
Oracle Assets has only a single open depreciation period in each depreciation book

[.] Steps
[.] Procedures

The following steps are taken in performing period-end processing for Oracle Assets:

[.] Complete All Transactions for the Period Being Closed

Ensure that all transactions have been entered for the period being closed Once a depreciation
period in Oracle Assets has been closed, it cannot be re-opened Check that no-one is entering
transactions as Oracle Assets prevents transaction data entry while the Depreciation Run
Process is running
Completing all transactions for Oracle Assets:
1. Prepare and Post Mass Additions
2. Complete Manual Additions
3. Complete Adjustments
4. Complete Retirements
5. Complete Transfers
6. Complete Reinstatements

[.] Assign All Assets to Distribution Lines

If an asset has not been assigned to a distribution line, the period end Depreciation Process will
not complete, and will not close the period Determine which assets have not been assigned to a
distribution line by running the following report:
Assets Not Assigned to Any Cost Centers Listing
[.] Run Calculate Gains and Losses (Optional)
The Calculate Gains and Losses program for retirements can be submitted prior to running
depreciation The Calculate Gains and Losses process is performed independently for each
depreciation book The book and depreciation period are nominated on the Submit Request
window
For books with a large volume of assets, the retirements process can be run several times
during the period to reduce the time for the depreciation process
Alternatively, the Calculate Gains and Losses program will be submitted as part of the Run
Depreciation process

[.] Run Depreciation

When you Run Depreciation, Oracle Assets gives you the option of closing the current period if
you check the Close Period check box on the Run Depreciation window If all of your assets
depreciate successfully, Oracle Assets automatically closes the period and opens the next
period for the book If you do not check the Close Period check box when you run depreciation,
Oracle Assets does not close the period
Once depreciation has been processed for an asset in the current open period, you cannot
perform any transactions on those assets unless depreciation is rolled back or the current
period is closed
Attention: Ensure that you have entered all transactions for the period before you run
depreciation Once the program closes the period, you cannot reopen it
The Run Depreciation process is performed independently for each depreciation book The book
and depreciation period are nominated on the Run Depreciation window
When the process is run, Oracle Assets automatically calculates depreciation for all assets,
calculates gains and losses for all retirements, and then runs the appropriate Reserve Ledger
Report
If an asset has not been assigned to a distribution line, the Run Depreciation process will end
with an error status By using the depreciation log file, you can determine which assets were
unassigned, or you can review the Depreciation Program Report via the Requests window The
unassigned assets can then be assigned to distribution lines and the Depreciation process
resubmitted The Depreciation process only processes assets that have not already been
processed
The Run Depreciation process will close the current depreciation period and open the next only
if the Close Period checkbox is selected
This process submits concurrent requests to run the calculate gains and losses, depreciation,
and reporting programs off-line
When the depreciation program is run for a Corporate Book, the Journal Entry Reserve Ledger
Report will be generated However, if the depreciation program is run for a Tax book, then the
Tax Reserve Ledger Report is generated Both Reserve Ledger Reports can also be run at any
time, using the Submit Requests window

[.] Create Journal Entries

Select Journal Entries > Standard to submit the Create Journal Entries process for a nominated
book and depreciation period
The depreciation expense journal entries can be created from a Corporate or Tax book and
transferred to the General Ledger
Before using this form, ensure that the Run Depreciation program for the specified depreciation
book and depreciation period has completed successfully For every transaction entered, Oracle
Assets automatically creates adjusting journal entries for the General Ledger, if the journal entry
category has been set up for that transaction type for that book
Warning: Journal entries cannot be created from budgeting books
Journal entries can be created for any period in the current fiscal year for which journal entries
have not already been created The General Ledger period for which journal entries are to be
created must be open
Oracle Assets uses the default FA Account Generator Workflow to derive Accounting Flexfield
combinations for the different classes of asset transactions These Accounting Flexfield
combinations are then utilised when creating journal entries in the General Ledger
For example, the default FA Account Generator Workflow for Oracle Assets creates full detail
journal entries for depreciation expense Oracle Assets creates journal entries for depreciation
expense using all the segments from the distribution line nominated for the asset in the
Transfers form
Attention: The FA Account Generator Workflow can be modified for a specific customer site to
derived Accounting Flexfield combinations for the different classes of asset transactions based
on specific business rules
The modified FA Account Generator Workflow is then called if it is nominated in the Account
Generator Process window

[.] Rollback Depreciation and / or Rollback Journal Entries (Optional)

If depreciation has been run for a particular period, the Rollback Depreciation functionality can
be used to restore assets to their state prior to running depreciation For example, if there are
outstanding adjustments or transactions that need to be processed for the current period
Roll back depreciation reverses the depreciation calculation for the current period, only if the
Close Period check box was not checked when depreciation was initially run It does not reverse
any transactions performed in the period
Depreciation must be run with the Close Period check box checked to open the next period
Upon completion of the additional transactions, the Run Depreciation process needs to be re-
done
If the Create Journal Entries process had also been run for a particular period, then the
Rollback Journal Entries process will also need to actioned

[.] Create Deferred Depreciation Journal Entries (Optional)

Deferred depreciation is the difference in depreciation expense taken for an asset between a
tax book and its associated corporate book This difference results from the use of accelerated
depreciation methods in the tax book
Choose Journal Entries > Deferred from the Navigator window

[.] Depreciation Projections (Optional)

You can project depreciation expense for any number of future periods, on as many as five
depreciation books at once Results can be summarised by year, quarter, month, or any
specified interval The results can be summarised also by cost centre or depreciation expense
account
[.] Review and Post Journal EntriesL
Review the unposted journal entries in the Enter Journals window, in Oracle General Ledger
Post each journal entry batch using the Post Journals window in Oracle General Ledger to
update the account balances
Optionally, use the More Actions button to Post each Journal individually or in the source of
Assets has been included in the AutoPost options, the Assets Journals will be posted
automatically in the next scheduled posting run

[.] Reconcile Oracle Assets to the General Ledger Using Reports

[.] Reserve Ledger Reports

← Journal Entry Reserve Ledger - reconcile with the Account Analysis with Payables Details
Report
← Tax Reserve Ledger Report
← Additionally, the Account Reconciliation Reserve Ledger Report can be run

[.] Balances Reports

← Cost Detail and Cost Summary Reports
← CIP Detail and CIP Summary Reports
← Reserve Detail and Reserve Summary Reports
← Revaluation Reserve Detail and Revaluation Reserve Summary Reports

[.] Transaction Reports

← Asset Additions Report
← Cost Adjustments Report
← Asset Reclassification Report
← Asset Transfers Report
← Asset Retirements Report
← Reinstated Assets Report
← Cost Clearing Reconciliation Report

[.] Drill Down Reports

← Drill Down Report - Reconcile the batch totals from this report with those of the General
Journals Report in Oracle General Ledger run for posting status = ‘Unposted’
← Account Drill Down Report - Reconcile journal entries to the General Ledger The report
enables detailed review of the account activity on a specific general ledger account The
report gives detailed information of the asset transactions represents by a journal entry
line

[.] General Ledger Reports

← Unposted Journals Report - run the General Journals Report for Posting Status =
Unposted to reconcile with the Drill Down reports
← Posted Journals Report - run the General Journals Report for Posting Status = Posted
← Account Analysis Report with Payables Detail - The ending balance of this report
reconciles with the Reserve Summary Report ending balance
← Financial Statements Generator - It is recommended that you create a detailed FSG for
all asset accounts This can be done at cost centre level for direct comparison with the
Asset Cost Summary and Reserve Summary reports
[.] Run Responsibility Reports (Optional)
It is also important to ensure that your asset inventory is accurate If the asset inventory is
inaccurate, then your financial statements will also be inaccurate The following reports can be
reviewed when assessing the accuracy of the asset inventory:
← Asset Additions By Cost Centre Report
← Asset Additions Responsibility Report
← Asset Disposals Responsibility Report
← Asset Inventory Report
← Asset Retirements by Cost Centre Report
← Responsibility Reserve Ledger Report

[.] Archive and Purge Transactions (Optional)

If you no longer need to run reports for previous fiscal years, you can archive and purge
historical data to free hardware resources You can only restore the most recently purged fiscal
year, so you must restore fiscal years in reverse chronological order Prerequisites
← If necessary, update the FA:Archive Table Sizing Factor profile option See: FA:Archive
Table Sizing Factor

← Allow Purge for the book in the Book Controls window before you perform the purge See:
Defining Depreciation Books

To archive and purge transaction and depreciation data:

1. Change Responsibilities to Fixed Assets Administrator
2. Open the Archive and Purge window
3. Enter the Book and Fiscal Year you want to archive You must archive and purge in
chronological order
4. Choose Archive to submit a concurrent request that changes the status from New to
Archived and creates temporary archive tables with the data to be purged
1. Oracle Assets automatically assigns an Archive Number when you save your
work
2. Note: The temporary table name includes a five-digit archive number
5. Export the archive tables to a storage device
6. Return to the Archive and Purge window and use the Archive Number to find the
archive you want to purge
7. Choose Purge to submit a concurrent request that changes the status from Archived to
Purged and removes the archived data from Oracle Assets tables Now your database
administrator can drop the temporary archive tables

RECEIVABLES

Introduction
The procedures for performing period-end processing in Oracle Assets Release 11i

[.] Business Requirements

In Oracle Assets, at period end, we require to run depreciation for each set of depreciation
books set up for the organisation, and to create journal entries for Oracle General Ledger
Oracle Assets has only a single open depreciation period in each depreciation book

[.] Steps
[.] Procedures

The following steps are taken in performing period-end processing for Oracle Assets:

[.] Complete All Transactions for the Period Being Closed

Ensure that all transactions have been entered for the period being closed Once a depreciation
period in Oracle Assets has been closed, it cannot be re-opened Check that no-one is entering
transactions as Oracle Assets prevents transaction data entry while the Depreciation Run
Process is running
Completing all transactions for Oracle Assets:
1. Prepare and Post Mass Additions
2. Complete Manual Additions
3. Complete Adjustments
4. Complete Retirements
5. Complete Transfers
6. Complete Reinstatements

[.] Assign All Assets to Distribution Lines

If an asset has not been assigned to a distribution line, the period end Depreciation Process will
not complete, and will not close the period Determine which assets have not been assigned to a
distribution line by running the following report:
Assets Not Assigned to Any Cost Centers Listing

[.] Run Calculate Gains and Losses (Optional)

The Calculate Gains and Losses program for retirements can be submitted prior to running
depreciation The Calculate Gains and Losses process is performed independently for each
depreciation book The book and depreciation period are nominated on the Submit Request
window
For books with a large volume of assets, the retirements process can be run several times
during the period to reduce the time for the depreciation process
Alternatively, the Calculate Gains and Losses program will be submitted as part of the Run
Depreciation process

[.] Run Depreciation

When you Run Depreciation, Oracle Assets gives you the option of closing the current period if
you check the Close Period check box on the Run Depreciation window If all of your assets
depreciate successfully, Oracle Assets automatically closes the period and opens the next
period for the book If you do not check the Close Period check box when you run depreciation,
Oracle Assets does not close the period
Once depreciation has been processed for an asset in the current open period, you cannot
perform any transactions on those assets unless depreciation is rolled back or the current
period is closed
Attention: Ensure that you have entered all transactions for the period before you run
depreciation Once the program closes the period, you cannot reopen it
The Run Depreciation process is performed independently for each depreciation book The book
and depreciation period are nominated on the Run Depreciation window
When the process is run, Oracle Assets automatically calculates depreciation for all assets,
calculates gains and losses for all retirements, and then runs the appropriate Reserve Ledger
Report
If an asset has not been assigned to a distribution line, the Run Depreciation process will end
with an error status By using the depreciation log file, you can determine which assets were
unassigned, or you can review the Depreciation Program Report via the Requests window The
unassigned assets can then be assigned to distribution lines and the Depreciation process
resubmitted The Depreciation process only processes assets that have not already been
processed
The Run Depreciation process will close the current depreciation period and open the next only
if the Close Period checkbox is selected
This process submits concurrent requests to run the calculate gains and losses, depreciation,
and reporting programs off-line
When the depreciation program is run for a Corporate Book, the Journal Entry Reserve Ledger
Report will be generated However, if the depreciation program is run for a Tax book, then the
Tax Reserve Ledger Report is generated Both Reserve Ledger Reports can also be run at any
time, using the Submit Requests window

[.] Create Journal Entries

Select Journal Entries > Standard to submit the Create Journal Entries process for a nominated
book and depreciation period
The depreciation expense journal entries can be created from a Corporate or Tax book and
transferred to the General Ledger
Before using this form, ensure that the Run Depreciation program for the specified depreciation
book and depreciation period has completed successfully For every transaction entered, Oracle
Assets automatically creates adjusting journal entries for the General Ledger, if the journal entry
category has been set up for that transaction type for that book
Warning: Journal entries cannot be created from budgeting books
Journal entries can be created for any period in the current fiscal year for which journal entries
have not already been created The General Ledger period for which journal entries are to be
created must be open
Oracle Assets uses the default FA Account Generator Workflow to derive Accounting Flexfield
combinations for the different classes of asset transactions These Accounting Flexfield
combinations are then utilised when creating journal entries in the General Ledger
For example, the default FA Account Generator Workflow for Oracle Assets creates full detail
journal entries for depreciation expense Oracle Assets creates journal entries for depreciation
expense using all the segments from the distribution line nominated for the asset in the
Transfers form
Attention: The FA Account Generator Workflow can be modified for a specific customer site to
derived Accounting Flexfield combinations for the different classes of asset transactions based
on specific business rules
The modified FA Account Generator Workflow is then called if it is nominated in the Account
Generator Process window

[.] Rollback Depreciation and / or Rollback Journal Entries (Optional)

If depreciation has been run for a particular period, the Rollback Depreciation functionality can
be used to restore assets to their state prior to running depreciation For example, if there are
outstanding adjustments or transactions that need to be processed for the current period
Roll back depreciation reverses the depreciation calculation for the current period, only if the
Close Period check box was not checked when depreciation was initially run It does not reverse
any transactions performed in the period
Depreciation must be run with the Close Period check box checked to open the next period
Upon completion of the additional transactions, the Run Depreciation process needs to be re-
done
If the Create Journal Entries process had also been run for a particular period, then the
Rollback Journal Entries process will also need to actioned

[.] Create Deferred Depreciation Journal Entries (Optional)

Deferred depreciation is the difference in depreciation expense taken for an asset between a
tax book and its associated corporate book This difference results from the use of accelerated
depreciation methods in the tax book
Choose Journal Entries > Deferred from the Navigator window

[.] Depreciation Projections (Optional)

You can project depreciation expense for any number of future periods, on as many as five
depreciation books at once Results can be summarised by year, quarter, month, or any
specified interval The results can be summarised also by cost centre or depreciation expense
account

[.] Review and Post Journal EntriesL

Review the unposted journal entries in the Enter Journals window, in Oracle General Ledger
Post each journal entry batch using the Post Journals window in Oracle General Ledger to
update the account balances
Optionally, use the More Actions button to Post each Journal individually or in the source of
Assets has been included in the AutoPost options, the Assets Journals will be posted
automatically in the next scheduled posting run

[.] Reconcile Oracle Assets to the General Ledger Using Reports

[.] Reserve Ledger Reports

← Journal Entry Reserve Ledger - reconcile with the Account Analysis with Payables Details
Report
← Tax Reserve Ledger Report
← Additionally, the Account Reconciliation Reserve Ledger Report can be run

[.] Balances Reports

← Cost Detail and Cost Summary Reports
← CIP Detail and CIP Summary Reports
← Reserve Detail and Reserve Summary Reports
← Revaluation Reserve Detail and Revaluation Reserve Summary Reports
[.] Transaction Reports
← Asset Additions Report
← Cost Adjustments Report
← Asset Reclassification Report
← Asset Transfers Report
← Asset Retirements Report
← Reinstated Assets Report
← Cost Clearing Reconciliation Report

[.] Drill Down Reports

← Drill Down Report - Reconcile the batch totals from this report with those of the General
Journals Report in Oracle General Ledger run for posting status = ‘Unposted’
← Account Drill Down Report - Reconcile journal entries to the General Ledger The report
enables detailed review of the account activity on a specific general ledger account The
report gives detailed information of the asset transactions represents by a journal entry
line

[.] General Ledger Reports

← Unposted Journals Report - run the General Journals Report for Posting Status =
Unposted to reconcile with the Drill Down reports
← Posted Journals Report - run the General Journals Report for Posting Status = Posted
← Account Analysis Report with Payables Detail - The ending balance of this report
reconciles with the Reserve Summary Report ending balance
← Financial Statements Generator - It is recommended that you create a detailed FSG for
all asset accounts This can be done at cost centre level for direct comparison with the
Asset Cost Summary and Reserve Summary reports

[.] Run Responsibility Reports (Optional)

It is also important to ensure that your asset inventory is accurate If the asset inventory is
inaccurate, then your financial statements will also be inaccurate The following reports can be
reviewed when assessing the accuracy of the asset inventory:
← Asset Additions By Cost Centre Report
← Asset Additions Responsibility Report
← Asset Disposals Responsibility Report
← Asset Inventory Report
← Asset Retirements by Cost Centre Report
← Responsibility Reserve Ledger Report

[.] Archive and Purge Transactions (Optional)

If you no longer need to run reports for previous fiscal years, you can archive and purge
historical data to free hardware resources You can only restore the most recently purged fiscal
year, so you must restore fiscal years in reverse chronological order Prerequisites
← If necessary, update the FA:Archive Table Sizing Factor profile option See: FA:Archive
Table Sizing Factor

← Allow Purge for the book in the Book Controls window before you perform the purge See:
Defining Depreciation Books

To archive and purge transaction and depreciation data:

 1. Change Responsibilities to Fixed Assets Administrator
2. Open the Archive and Purge window
3. Enter the Book and Fiscal Year you want to archive You must archive and purge in
chronological order
4. Choose Archive to submit a concurrent request that changes the status from New to
Archived and creates temporary archive tables with the data to be purged
1. Oracle Assets automatically assigns an Archive Number when you save your
work
2. Note: The temporary table name includes a five-digit archive number
5. Export the archive tables to a storage device
6. Return to the Archive and Purge window and use the Archive Number to find the
archive you want to purge
7. Choose Purge to submit a concurrent request that changes the status from Archived to
Purged and removes the archived data from Oracle Assets tables Now your database
administrator can drop the temporary archive tables

ORDER MANAGEMENT

[.] Introduction
The procedures for performing period-end processing in Oracle Order Management Release
11i

[.] Business Requirements

Open Sales Orders should be reviewed and where possible appropriate actions should be
undertaken to finalise the Order Workflows and close these Sales Orders

[.] Steps
[.] Procedures

The following steps are taken in performing period-end processing for Oracle Order
Management

[.] Complete All Transactions for the Period Being Closed

Ensure that all transactions have been entered for the period being closed:
← Enter all Orders
← Schedule Orders
← Enter Return Material Authorisations
← Confirm Shipments
← Sales Order Acknowledgments
← Cancel Backordered Included Items
← Respond to Workflow Approval Notifications
← Close Orders

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 you can limit your reporting to the active orders you want
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, closes the
status of the eligible order or lines Once an order is closed, no lines can be added
The order header close order process checks at the end of every month to see all the lines
associated with 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

[.] 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
Holds Effect on Eligible Lines:
The Close Line or Close Order workflow activities does not close orders or lines that have
unreleased generic holds or activity specific holds based on the Close Line or Close Order
activity respectively You must remove any such holds on orders or order lines that you want to
close

[.] Ensure all Interfaces are Completed for the Period (Optional)
Ensure that all interfaces for the current period have been processed:
← 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
← Order Import from Oracle Purchasing

If you are using Oracle Purchasing to process Internal Purchase Requisitions, the following
processes need to be actioned:
← Enter and approve all Internal Purchase Requisitions in Oracle Purchasing
← Run the Create Internal Sales Orders Process in Oracle Purchasing for all requisitions
within the current period

Use the Create Internal Sales Orders process to send requisition information from approved,
inventory-sourced requisition lines to the Order Management interface tables Then the
OrderImport process is run from within Order Management to generate the internal sales orders
The Create Internal Sales Orders and OrderImport processes can be scheduled to run
automatically at specified intervals
← Run Order Import to create Internal Sales Orders from Internal Requisitions
← Run the Internal Order and Purchasing Requisition Discrepancy Report

The Internal Order and Purchasing Requisition Discrepancy Report displays the differences
between the purchasing requisition entered and the actual items ordered during order entry This
report includes all open and closed orders, order numbers, order date ranges, order types,
requisition numbers, items, ship to information, scheduled dates, and internal requisition and
internal sales order hold discrepancies
 ← 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
← Invoice Interface / AutoInvoice

This process will ensure 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

[.] Review Open Orders and Check the Workflow Status

Use the Sales Orders Workbench window to review open orders using the Advanced Tabbed
Region to specify controls such as whether to find closed orders/lines and cancelled
orders/lines
The Sales Orders window displays the order header status in the Main tab of the Order
Information tabbed region The order line status is displayed in the Main tab of the Line Items
tabbed region
The Workflow Status option on the Sales Orders window Tools menu launches the workflow
status page The window shows in tabular format all the activities an order header or line has
completed and the corresponding results
From the status page, you can access the Workflow monitor to see the order or line status in a
more graphical format This is available through the View Diagram button

[.] Review Held Orders

Run the following reports to assist with reviewing Sales Orders on hold:
← Orders on Credit Check Hold Report:

The Orders On Credit Check Hold Report identifies all of the credit holds currently outstanding
for a customer within a date range, or identify 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
← Hold Source Activity Report:

The Hold Source Activity Report reviews holds placed and removed under a hold source during
the time period you specify This report indicates the date and the type of activity for each hold
transaction
← Outstanding Holds Report:

The Outstanding Holds Report reviews order holds for the customer or customers you choose
This report 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

[.] 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:
← Order Discount Detail Report:

The Order Discount Detail Report reviews discounts applied to orders by order line detail This
report provides detailed line pricing information, including price list price, selling price, and
discount information
← Order Discount Summary Report:

The Order Discount Summary Report reviews discounts applied to orders This report provides
order level pricing information, including agreement, salesperson and total order discount

[.] Review Backorders

Review backlogs and backorders to ensure that these items are current If required process
cancellations for items/lines which are no longer required
← Backorder Detail Report:

The Backorder Detail Report reviews all customer orders that have been backordered This
report 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
← Backorder Summary Report:

The Backorder Summary Report lists all unshipped orders This report 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 because the Backorder Summary Report does not account for
non-shippable items

[.] Review and Correct Order Exceptions

The following reports should be reviewed, and exceptions corrected, before completing the
Order Management/Receivables period end:
← Unbooked Orders Report:

Use this report to review orders entered but not booked They may indicated incomplete
processing, which needs to be corrected/completed, or deleted as appropriate

[.] Reconcile to Oracle Inventory

Run the following reports for reconciliation with Oracle Inventory:
← Backorder Detail Report:
The Backorder Detail Report reviews all customer orders that have been backordered This
report 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
← Returns by Reason Report:

The Returns by Reason Report reviews all return material authorizations for various return
reasons Order Management automatically sorts this report by currency, return reason, and then
item

[.] Reconcile to Oracle Receivables (Optional)

Run the following reports to assist in reconciliation of orders invoiced in the period:
← Commercial Invoice ( for all ship dates within the current Receivables period):

The Commercial Invoice Report lists all confirmed shipped items in a delivery If you specify only
a delivery name when defining the parameters of this report, Shipping Execution prints one
commercial invoice per delivery within the trip
← Order/Invoice Detail Report:

The Order/Invoice Detail 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

[.] Run Standard Period End Reports

The following reports should be run each period:
← Cancelled Orders Report:

The Cancelled Orders Report reviews all orders that have been cancelled This report 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 dollars cancelled in a specified time-frame, and allows
evaluation of the most common cancellation reasons, review cancellations by salesperson, or
review cancellations by customers
← Salesperson Order Summary Report:

The Salesperson Order Summary Report reviews orders for one or more salespeople This
report 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 This
report shows open orders, quantity ordered, shipped, cancelled, and invoiced and their potential
commission
The report displays all open and closed orders for a salesperson, customer or customer
number, agreements, order numbers, order date ranges, order types, line type, and detailed
sales credit information for lines in a selected range
INVENTORY

Introduction
The procedures for performing period-end processing in Oracle Inventory Release 11i

[.] Business Requirements

The period close process for Oracle Inventory enables summarising of costs related to
inventory and manufacturing for a given accounting period These costs are then transferred to
the General Ledger for posting

[.] Steps
Oracle Inventory and Oracle Cost Management provide the required features to effect the
necessary period-end procedures to:
← Reconcile the inventory and work in process costs and values
← Transfer inventory and manufacturing costs to the General Ledger
← Transfer summary or detail accounting information to the general ledger
← Independently open and close periods for each inventory organisation
← Perform interim transfers to the General Ledger without closing the period
← Maintain the same set of periods and fiscal calendar as for the General Ledger

Attention: For period-end adjustment purposes, it may be appropriate to hold more than one
period open per inventory organisation at the same time, although at other times, having only
one period open at a time ensures that transactions are correctly dated and posted to the
correct accounting period

[.] Procedures

The following steps are taken in performing period-end processing for Oracle Inventory:

[.] Complete All Transactions for the Period Being Closed

← Ensure that all issues, receipts, and adjustments have been entered and verify that no
hard copy records exist or are awaiting data entry, eg packing slips in receiving
← Optional Report - Cycle Count Report

This report will highlight any unconfirmed ad-hoc Stocktakes

[.] Check Inventory and Work in Process Transaction Interfaces

Check the Interface Managers window to ensure that there are no background or concurrent
programs unprocessed
Check all three selections, Transactions Interface, Internal Transactions, and Demand Interface,
and fix any rejected transactions
The interface managers that need to be run are as follows:
← Material Transaction Manager
← Material Cost Transaction
 ← Move Transaction Manager
← Resource Cost Transaction Manager
← Check the Reservation Managers window
← Demand Reservation Manager

[.] Check Oracle Order Management Transaction Processes

Ensure all sales order (Pick Release) issues through Oracle Order Management have been
completed and transferred successfully to Oracle Inventory
Attention : If orders have not been released, they do not have to be completed

[.] Review Inventory Transactions

Before closing a period, review all of the transactions for the period that have a high dollar value
and/or a high transaction quantity Verify that the correct accounts have been charged
Correcting incorrect account charges before closing the period is easier than writing manual
journal entries to resolve them later

[.] Balance the Perpetual Inventory

Check that the perpetual inventory value up to the end of the period being closed matches the
value reported in the General Ledger This balancing is usually effected automatically, but one of
the following three sources may create a problem:
← Other inventory journal entries

Journal entries from products other than Oracle Inventory, that update the inventory accounts
← Charges to improper accounts

For example, material issued from a sub-inventory to a miscellaneous account, but one of the
sub-inventory accounts was used as that miscellaneous account
← Transactions after period end reports

This occurs when the period-end inventory valuation reports are submitted before all
transactions for the period have been completed
Use the Historical Inventory Balance Report to obtain period valuation information before the
extra transactions
The following reports can be run to help with these reviews:
← Inventory Value Report

Use the Inventory Value Report to show quantity, valuation, and detailed item information for
the sub-inventories specified
← Period Close Value Summary Report

Use the Period Close Value Summary to see summary balances for sub-inventories If you run
this report for a closed accounting period, the report displays the sub-inventory values at the
end of that period If you run the report for an open period, the report displays the sub-inventory
value at the point in time you run the report You can see more sub-inventory balance detail by
running the Inventory Value Report, or the Elemental Inventory Value Report
← Material Account Distribution Detail Report
Use the Material Account Distribution Detail Report to view the accounts charged for inventory
transactions Review inventory transaction values transferred to the general ledger by GL batch
← Material Account Distribution Summary Report

Use the Material Account Distribution Summary report to review inventory accounting activity If
you detect unusual accounts or amounts, use the Material Account Distribution Detail report to
print the transaction in detail
Use the Material Account Distribution Summary Report to verify inventory account activity
against inventory valuation increases or decreases for the accounting period Finally, use this
report to reconcile an account across several periods

[.] Validate the Work in Process Inventory

If Oracle Work in Process is installed, check the work in process inventory balances against
transactions with the WIP Account Distribution Report, by summary or detail
The WIP Account Distribution Report details account information for work in process cost
transactions, including resource, overhead and outside processing charges, cost updates, and
period close and job close variances The system groups your transactions by job or schedule,
by transaction type, and orders your transactions by earliest transaction date You can list
detailed account information for specific accounts, general ledger batches, or both to help you
reconcile your general ledger
This report does not list material cost transactions such as issues, completions, and scrap You
can list this information using the Material Account Distribution reports in Oracle Inventory

[.] Transfer Summary or Detail Transactions

If time permits, run the Transfer transactions to GL process up to the period end date before
closing the period Closing a period automatically executes the general ledger transfer, but the
process can be run without closing the period, using the General Ledger Transfer window Since
a period, once closed, cannot be reopened, running this process prior to closing the period
facilitates proofing of the interfaces transactions, and any adjustments to the period can be
made via new inventory transactions as required
Attention: The Transfer transactions to GL Process must be run for each Inventory Organisation
Attention: If this step was by-passed, and the period was closed, a GL Transfer would
automatically be initiated, but no adjustments to that period could then be entered, since
transactions cannot be posted to a closed period, and a closed period cannot be re-opened
View the General Ledger Transfer History to ensure that all transactions have been successfully
transferred to the General Ledger Navigate to the General Ledger Transfer window and search
for all transfers with a status of Error

[.] Close the current Oracle Payables and Oracle Purchasing Periods
Complete all steps required to close Oracle Payables and Oracle Purchasing Oracle Payables
is closed prior to Oracle Purchasing to enable running of purchase accruals to accrue expenses
on un-invoiced receipts
If Oracle Purchasing or Oracle Inventory are closed, a receipt cannot be entered for that period
However, as a manual procedure, Oracle Purchasing should be closed before Oracle Inventory

[.] Close the Current Inventory Period

Closing the inventory period using the Inventory Accounting Periods window automatically
transfers summary transactions to the general ledger interface table
Attention: This process needs to be actioned for each Inventory Organisation defined
Prior to closing the inventory period, click on the Pending button to display pending transactions
This will display transactions under the following statuses:
Resolution Required: displays the number of unprocessed material transactions, uncosted
material transactions, and pending WIP costing transactions existing in this period These must
be resolved before the period is closed
Resolution Recommended: Displays the number of pending receiving transactions, pending
material transactions, and pending shop floor move transactions existing in this period You can
close the accounting period, however, after it is closed these transactions cannot be processed
The period close performs the following:
← Closes the open period for Oracle Inventory and Oracle Work in Process
← Creates summary or detail inventory accounting entries in the GL interface
← Creates summary or detail work in process accounting entries in the GL interface
← Calculates period-end sub-inventory balances

For each sub-inventory, the period close period adds the net transaction value for the current
period to the previous period’s ending value This creates the period-end value for the current
period The period-end values by sub-inventory can be viewed via the Period Close Enquiry
form, or reported with the Period Close Summary Report
The period close process automatically transfers all job costs and variances by general ledger
account Discrete jobs and certain non-standard jobs are closed separately Job close performs
the necessary accounting for each job, including variance calculations For expense non-
standard jobs, the period close process writes off any remaining balances and transfers any
period costs to the general ledger
Warning: Closing an inventory period permanently closes the period and no further transactions
can be charged to that period

[.] Open the Next Inventory Period

Open the next inventory period using the Inventory Accounting Periods window
Attention: This process needs to be actioned for each Inventory Organisation defined

[.] Run Standard Period-End Reports (Optional)

← Inventory Value Report

Reconcile Oracle Inventory with the General Ledger

PROJECTS

Introduction
The procedures for performing period-end processing in Oracle Projects Release 11i
[.] Business Requirements

Period end procedures for Oracle Projects has two main functions:
1. Changing the status of the current period to closed
2. To activate all the processes and controls necessary to produce reports that accurately
reflect the period activity, while allowing minimum interruption of transaction processing

Project Periods and General Ledger Periods:

In Oracle subledgers, such as Projects, transactions are summarised into periodic cycles for
reporting and reconciliation Most subledgers have a periodic cycle that parallels the General
ledger fiscal cycle
However, projects may be based on a different periodic cycle to that of the General ledger
Project periods may be based on a different period of time such as a week
If the two sets of periods overlap, then you may need to put in place special procedures for the
reconciliation of Projects to the General ledger, and other modules
Suggestion: If you have different periods in Projects, you may like to consider using one of the
alternate General ledger period conventions, such as a 5-4-4 period split This will enable you to
more easily align Projects with General ledger for reconciliation purposes
Another option is to split PA periods that would otherwise overlap your General ledger periods If
this is done you will need processes in place to ensure that transactions split over such periods
are processed into the correct PA partial period

[.] Period Statuses

Oracle Projects has available the standard period statuses as for other modules:
Never Opened - the period has never been used
Future Enterable - the period is open to accept transactions from other modules Usually used
where modules are maintained in different periods, and transactions are likely to be posted
across modules
Open - Period is available for data entry
Closed - Period is closed for processing, but can be re-opened if required
Permanently Closed - No further processing is possible
Pending Close - This status prevents transaction entry, and allows users to correct
unprocessed items prior to completing the period close

[.] Steps
[.] Procedures

[.] Change the Current Oracle Projects Period Status from Open to Pending Close
This is an interim status, which allows you to interface transactions in the period but does not
allow transaction entry
This process needs to be actioned for each Operating Unit defined

[.] Open the Next Oracle Projects Period

It is recommended that you open the next period to minimise interruption to users, who may
require the ability to enter transactions in the new period during the current period close
procedure
This process needs to be actioned for each Operating Unit defined

[.] Complete all Maintenance Activities

As there are a number of maintenance activities that can affect the period close procedure, you
should ensure that all the following maintenance activities have been completed:
← Project Maintenance
← Burden Schedules and burden schedule overrides
← Organisation overrides
← Project Classifications (if used for auto-accounting)
← Project Maintenance (revenue/billing based options)
← Billing burden schedules and burden schedule overrides
← Bill rate schedules and bill rate overrides
← Project labour multiplier changes
← Revenue budget changes
← Project/Task % complete
← Funding changes
← Changes in the task Ready to Accrue checkbox
← Implementation Maintenance
← Employee assignments
← Labour cost rates
← Standard costing burden schedule maintenance
← Other Maintenance
← Retroactive changes in employee assignments
← Retroactive changes in labour cost rates
← Changes in AutoAccounting Rules or Lookup Sets

Suggestion: You may need to implement workflow procedures, or use function and
responsibility restrictions to prevent access to these areas during the period close procedure

[.] Run Maintenance Processes

It is recommend that the following maintenance processes be run in preparation for the period
end:
1. Run Burden Schedule maintenance to assure that all burden schedules have been
compiled - Run PRC: Compile All Burden Schedule Revisions
2. Run organisation maintenance to ensure all organisations have been added to all
affected compiled burden schedules - Run PRC: Add New Organisation Compiled
Burden Multipliers
3. If changes or additions were made to pre-existing resource lists, update the project
summary amounts before, not during, the period close - Run PRC: Update Project
Summary Amounts After Resource List Change

[.] Complete All Transaction for the Period Being Closed

Enter and Approval all Timesheets for the PA Period
Import all timesheets entered via Self-Service Time
Run PRC: Transaction Import Transaction Source = Oracle Self-Service Time
Verify that all preapproved timesheet batches in the current PA period have been released and
approved
Attention: One rejected expenditure item will cause an entire expenditure to be rejected
If Oracle Projects is the direct data source for payroll or for reconciling labour costs to payroll,
verify that all timecards are entered or accounted for
Run the AUD: Missing Timecards Report
Interface Supplier Invoices from Oracle Payables
Before generating project revenue or running final cost distribution processes, import all eligible
supplier invoices from Oracle Payables
Warning: If your PA period matches a GL/AP month end, ensure that all new supplier invoice
processing for the current GL period has stopped
Run PRC: Interface Supplier Invoices from Payables
Interface Expense Reports from Oracle Payables
Before generating project revenue or running final cost distribution processes, import all eligible
expense reports from Oracle Payables to create pre-approved expense report batches These
expense reports may have been entered via Self-Service Expenses or Expense Reports in
Oracle Payables
Run PRC: Interface Expense Reports from Payables
Project Related Inventory Transactions
Note: the following processes must be completed within Oracle Inventory prior to importing
project related inventory transactions:
← Run the Cost Collector
← Project Cost Transfer

Run PRC: Transaction Import

The following transaction sources are pre-defined
← Source
← Description
← Inventory
← Manufacturing Material Costs
← Inventory Misc
← Inventory Issues and Receipts entered in the Miscellaneous Transactions window in
Oracle Inventory
← Work In Process
← Manufacturing Resource Costs

Attention: Entering new expenditures or adjusting existing expenditures during the final cost
distribution process may cause reconciliation problems Access to these activities should be
controlled, after verifying that all transactions for the period have been accounted for

[.] Run the Final Cost Distribution Processes

Run all cost distribution processes to cost all enabled expenditures that have an expenditure
item earlier than or equal to the current reporting PA period end date
← PRC: Distribute Labour Costs
 ← PRC: Distribute Usage & Miscellaneous Costs
← PRC: Distribute Expense Report Costs
← PRC: Distribute Supplier Invoice Adjustment Costs
← PRC: Distribute Borrowed and Lent Amounts
← PRC: Total Burdened Cost ( If using Project Burdening)
← PRC: Create and Distribute Burdened Transactions

[.] Interface Transactions to Other Applications

You must successfully interface all labour and usage costs to Oracle General ledger and Oracle
Payables before you can change the status of the current PA period to Closed
← Interface costs to General Ledger
← PRC: Interface Labour Costs to GL
← PRC: Interface Usage and Miscellaneous Costs to GL
← PRC: Interface Total Burdened Costs to GL

Once interfaced, these labor costs await further processing by

Oracle General Ledgers Journal Import process
← Interface costs to Payables
← PRC: Interface Invoice Adjustment Costs to Payables
← PRC: Interface Expense Reports to Payables

Warning: Make sure that Oracle Payables has not closed its period until all Oracle projects
expenditures have been interfaced to Oracle Payables
← Interface CIP Assets to Oracle Assets
← PRC: Interface Assets

This process requires that prior to interfacing, all asset lines have been generated, by running
the PRC: Generate Assets Lines for a range of projects process
Attention: You can interface asset lines to Oracle Assets only after you have interfaced the
underlying expenditure items to General Ledger
Note: Ensure that all interface transaction reports and exception reports are completed
successfully, and/or resolved prior to continuing with the period end
Suggestion: Some of the above reports and processes may be run using the Submit Streamline
Processes process This process ensures processes and reports are run and completed in the
correct order If you use the Streamline process, the order of some of the above steps may be
changed, or completed more succinctly

[.] Generate Draft Revenue for All Projects

After all the cost distributions processes have completed successfully and all supplier invoices
have been imported from Oracle Payables, run the mass project revenue generation process
← Run PRC: Generate Draft Revenue for a Range of Projects for all projects

Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for
the processes do not overlap

[.] Generate Invoices

← Run PRC: Generate Invoices to generate Draft Invoices ready for Interfacing to Oracle
Receivables
 ← Run PRC: Generate Intercompany Invoices for a Range of Projects for all projects

This process:
← Creates intercompany invoices from cross–charged transactions previously identified by
intercompany billing to be processed for cross charging
← Deletes unreleased intercompany invoices
← Creates intercompany credit memos and invoice cancellations

Attention: Concurrent Revenue processes can be run only if the ranges of projects specified for
the processes do not overlap

[.] Run Final Project Costing and Revenue Management Reports

Run all of the following project costing management reports:
← MGT: Revenue, Cost Budgets by Resources (Project Level)
← MGT: Task - Revenue, Cost, Budgets by Resources
← MGT: Revenue, Cost, Budgets by Work Breakdown Structure
← MGT: Employee Activity Report
← MGT: Invoice Review
← MGT: Unbilled Receivables Aging
← MGT: Agreement Status by Customergb

[.] Transfer Invoices to Oracle Receivables

← Run PRC: Interface Invoices to Receivables
← Run PRC: Interface Intercompany Invoices to Receivables

Warning: Make sure that Oracle Receivables has not closed its period until all Oracle projects
invoices have been interfaced to Oracle Receivables

[.] Interface Revenue to General ledger (Project Billing Only)

The final step before permanently closing the current PA period is to interface revenue to the
General Ledger
← Run PRC: Interface Revenue to GL

[.] Run Period Close Exception and Tieback Reports

Run the period close exception reports to identify transactions that have not been fully
processed, and that would prevent you from closing the PA period
← AUD: GL Cost Interface Audit
← AUD: GL Revenue Interface Audit
← AUD: Cross Charge GL Audit
← AUD: Missing Timecards
← EXC: Transaction Exception Details
← EXC: Transaction Exception Summary
← PRC: Tieback Expense Reports from Payables
← PRC: Tieback Invoices from Receivables
← PRC: Tieback Labour Costs from General Ledger
← PRC: Tieback Revenue from General Ledger
← PRC: Tieback Total Burdened Costs from General Ledger
← PRC: Tieback Usage Costs from General Ledger
← PRC: Tieback Cross Charge Distributions from GL
Review these reports and make all the indicated corrections After the corrections are made, run
the reports again until there are no exceptions
Suggestion: Some of the above reports and processes may be run using the Submit Streamline
Processes process This process ensures processes and reports are run and completed in the
correct order If you use the Streamline process, the order of some of the above steps may be
changed, or completed more succinctly

[.] Change the Current Oracle Projects Period Status from Pending Close to Closed
When changing the status to Closed, the system checks to see if any unprocessed items exist
in the period If unprocessed items exist, the change of status is not allowed
Re-run the Period close exception reports to identify the items
This process needs to be actioned for each Operating Unit defined

[.] Advance the PA Reporting Period (Optional)

When you are ready to view the updated summary amounts for the next PA period in the
Project Summary Inquiry window, advance the PA Reporting Period
Only one period can be designated as the current reporting period for Project Status Inquiry The
current reporting period does not have to be an open period

[.] Update Project Summary Amounts

To enable users to view the latest data in the Project Status Inquiry Window, you must run a
final project summary update for the current reporting (pending close) PA period
Attention: The update process cannot run concurrently with the interface processes
Warning: Do not run PRC: Update Project Summary Amounts After Resource List Change
during the closing or post-closing processes

[.] Restore Access to User Maintenance Activities

After the project summary amounts have been updated for the closed, current reporting period,
restore access to user maintenance activities

[.] Permanently Close the Oracle Projects Period (Optional)

When you are satisfied with the closing of the PA period and will not need to reopen the period,
change the status of the PA period to Permanently Closed
Warning: Once a period is permanently closed it can never be re-opened

[.] Reconcile Cost Distribution Lines with General Ledger (Optional)

The following Project Subledger Audit Reports print cost distribution lines related to projects
These reports enable you to drill down from a GL account balance in the trial balance to the
individual project–related transactions
← Run AUD: Project Subledger Summary
← Run AUD: Project Subledger Detail by Project
← Run AUD: Project Subledger Detail by Expenditure Type
Introduction
Setup steps for foreign currency payments (for foreign currency invoices) Foreign currency
payments can be made through
1Bank account maintained in functional currency but multi-currency enabled and relevent
payment document attached (In this case the payment transaction will be only in the foreign
currency though converted to functional currency for accounting purpose)
2Bank account maintained in foreign currency with relevent payment document attached

[.] Steps
1Enable use multi-currencies option at financial options of payables in the currencies region
2Create a payment format which has multiple currency radio button enabled
3Create a bank and bank accountEnable Multicurrency payments in the bank account at
payment options region
4Attach the format created in step2 at the documents screen of the bank account
5Create an invoice in a foreign currency,validate it and ensure there are no holds
6Pay the invoice through any of the three options:
aThrough invoice work bench
bquick payments
cBatch payments
7In any of the options,enter the bank account created in step 3 and enter the document created
in step4
8a invoice workbench
IF done through this,already payment is referenced to the invoice and so you need to enable
the format and print only and click ok
bquick payments
Here you may have to enter suppier name,site and click the invoices button and choose the
invoice created in step5,click ok,and then enable format and print
cpayment batches
In this case,system will pick up the invoice if all entered conditions in the batch are
satisfiedOtherwise you can force the invoice for paymentAfter formatting and printing the
batch,confirm the batch in order to release the document for future

[.] Examples
1 After doing setups upto step 4,create a foreign currency invoiceFor example vision operations
has USD as functional currency and so create an invoice in GBP/SGD
2When payment is done through any of the three options,it could be seen that payment
currency will always be GBP/SGDTry changing the payment currency as USD,system will not
permit

[.] Conclusion
In all the above three scenarios,you may find that the payment currency field will be showing
only the invoice currency and you cannot enter any other currency there(Euro could be an
exception) which substantiates the point that payment currency will always be same as invoice
currency