Karen Brownfield

[email protected]
About the Speaker
 Oracle Ace
 Oracle Certified Specialist (EBS and Fusion)
 Over 35 years System Design and Support
 Over 20 years E-Business Suite support,
upgrade, implementation
 Former OAUG President
 Over 100 presentations at multiple venues
Agenda
 Definition of “Like for Like”
 Impact on
 Suppliers
 Invoices
 Payments
 Banks
 Subledger Accounting (SLA), Month End
 Tax
 Multi-org Access Control
DEFINITION OF LIKE FOR LIKE
Like for Like Functional Upgrade
 Upgrade application from current release to the most
current stable release (12.1.3)
 Minimize customization while continuing to support
unique business requirements
 Retire any where standard functionality suffices
 Thorough testing of all utilized functionality
 Keep current functionality and change only what
R12 requires to be changed
Change Only What R12 Requires
To Be Changed
 For Payables, that Includes
 Suppliers – New Form
 Invoices – Form Modified
 Payments – New Module, New Form
 Banks – New Forms, Banks now owned by LE
 Subledger Accounting (SLA), Month-end
 Taxes – New Module EBTax
 Multi-org Access Control (MOAC)
SUPPLIERS
Suppliers – New Structure

11i R12
Supplier Supplier

If Need to Use Site Address Key Once

Address for
Multiple Op Contains: Grant right to
Units, or need Address Op Unit use to Op Unit
2 sites with Op Unit (creates 1st site)
different Defaults
defaults, must Site Add 2nd site if
rekey op unit needs
multiple sets
of defaults
Suppliers – New Form
 R12 Opens to Search screen to minimize duplicates
 Query Lands Here

Supplier Details
Grouped by Page

Same Address
Multiple Op Units

Specify Ledger to see

sites for that ledger

Same Address
Same Op Unit
Same Address
Multiple Sites
Multiple Op Units
Dif Defaults
Add Lands ….

Here for Header

(and after
clicking Apply…)

Here to Create
Sites (but note..
There are no
addresses)
Suggested Add Process
 Search by Name, Search by TIN and/or Tax #
 Enter Header
 After Header created, DFF moves to Organization
page
 DFFs are “Additional Information” in OAF pages
 Enter Address (Address Book Tab)
 Click/Verify Purpose(s)
 Subscribe Op Unit(s)
 Add Additional Sites for Same Address/Op Unit
Suggested Add Process
 Enter Tax IDs on Initial Header page or Tax Details
page (and whether subject to 1099 tax)
 Tax IDs also on Organization page
 Remaining 1099 info and Transaction Tax info entered
on Tax and Reporting page
 Enter Suppliers bank account details for EFT on
Banking Details page
 Enter appropriate site defaults on Accounting,
Purchasing, Receiving, Payment Details, and Invoice
Management pages
Suggested Add Process
 Contact Directory is for contacts across all
addresses – only place for names – iSupplier users
for Supplier listed here
 Address Level – one phone, fax and/or email
 Address tab, click pencil
 Site Level – multiple phone, fax and/or emails
 Address tab, click Manage Sites, Communication tab

 Business Classification page stores EEOC info

Upgrade Considerations
 Sites Upgrade to Addresses and Sites
 Site name becomes Address name
 If multiple sites reference same address (whether due
to multiple operating units or due to multiple sites for
same address in same operating unit), the address
name becomes the first name alphabetically
 Example
 Site Names: PHILADELPHIA, OU1-PHILLY
 Resulting Address Name: OU1-PHILLY
 Two sites: PHILADELPHIA, OU1-PHILLY
Upgrade Considerations
 No “About this record” information
 Oracle considers this an enhancement request (ER
8518090)
 MOS Note 1484326.1 – R12: Unable To View Record
History In Supplier HTML Pages
 Patch 15325021 plus personalization detailed in note
 No seeded Inquiry form
 See MOS Notes 473346.1 (function to exclude),
1089925.1 (patches to fix exclusion bugs), 579496.1
(How To links)
 Script to validate whether responsibility has update or inquire
access – MOS Note 1385028.1 (patch, functions to
include/exclude, script)
 MOS Note 1545911.1 - R12: Suppliers and
iSuppliers: Quick Reference and Troubleshooting
Guide
Upgrade Considerations
 TINs are not upgraded for Suppliers with an
Organization Type Code of Individual, Partnership or
Foreign Partnership
 MOS Note 1271092.1 – R12: Generic Data Fix (GDF)
Patch 10635325 – GDF for Missing Supplier
COLUMNS INDIVIDUAL_1099/TAX_PAYER_ID,
JOB_TITLE, SERVICE_TOLERANCE_ID during 11i to
R12 Upgrade
 The script ap_inc_SuppUpg_fields_sel.sql selects
Individuals, but not Partnerships. Add
‘PARTNERSHIP’ to the values in the line ‘AND
s.organization_type_lookup_code IN’
Upgrade Considerations
 By Default, Employee Suppliers (Suppliers with
Vendor Type = Employee) not available in
View/Enter Supplier screen
 Entry / Updates done via HR screens
 Employee Supplier created with expense report
created
 Changes made in HR synced to Supplier via Employee
Update Program
 Inquiry and/or Update can be restored
 See MOS Notes 1377888.1 – White Paper: Understanding
and Working with Employee Suppliers in R12 and
1298696.1 – R12: Employee Type Suppliers Frequently
Asked Questions
New Features
 3rd Party Payments
 Set relationship on Relationship page
 Check written to party specified with method of that party
 1099 reporting stays with Invoice Supplier
 Click Primary flag to get relationship to default to invoice
 AP/AR Netting
 MOAC Access
 Consider using this form to test MOAC access as it
helps to have those who enter suppliers see all
addresses across entire instance
INVOICES
Invoices – Form Modified
 New Fields
 Reworked Areas
 New Tab – Lines
 New Buttons
Invoices – Form Modified
 New Lines Tab
 Distributions for Specific
Line
 All Distributions
Invoices – Form Modified
 Allocations
 11i – Multiple lines
 R12 – One line, multiple
distributions
New Form Impacts
 Tax
 Allocations
 Matching – POs, DR/CR memos, Prepayments
 CANNOT change Project Number – MOS Note
1320711.1
 Can change other PA fields
 PA: Allow Override of PA Distributions in AP/PO
 Payables Options, Allow Matching Account Override
New Form Impacts
 Changes
 If line involved in any type of match or allocation, must
Discard line to change
 Impact Increases at Validated, Accounting
 MOS Note 1300685.1
 Layout
 Strongly suggest use of folders
 Operating Unit MUST remain as first field on header
New Optional Features
 Tax Control Amount (Invoice Header)
 Forces tax calculation to match tax on invoice, i.e.
penny round-off errors
 Ability to add most asset fields during invoice entry
(Invoice Line)

 Expense Amortization (Invoice Line)

 MOS Note 1315106.1 – R12: Subledger
Accounting: White Paper on Multi Period
Accounting
Upgrade Considerations
 PATCH CURRENT!!
 MOS Note 954704.1 – EBS: R12.1 Oracle Financials
Recommended Patches
 Through start of each CRP, review again for updates (freeze
before final UAT)
 MOS Note 1397581.1 – R12.1: Payables
Recommended Patch Collection (AP RPC), March
2013
 Includes recommendations for related non-Financial
products
 Includes code (not a patch) for enabling AP Enhanced
Debugging for Cancel/Discard issues
Upgrade Considerations
 Pre-Upgrade Patches to AVOID GDFs
 MOS Note 1127593.1 – R12.1: Oracle Financials Pre-
Upgrade Patch – Supplemental List for EBS CUP
 Install Master GDF Diagnostic
 MOS Note 874903.1 – What is a Generic Datafix
Patch (GDF) and what GDFs are available for
Payables?
 Links to notes, video, analyzers, FAQs
 Verify running current version (MOS Note 1360390.1)
 MOS Note 1361255.1 – Register script as concurrent
program
 Implement Patch Wizard
 MOS Note 976188.1
Upgrade Considerations
 Looks like the least changes, but this form causes
the most issues
 TEST TEST TEST TEST TEST TEST
 Issues are with changing validated and/or accounted
invoices, esp those invoices with tax
 Discard, Cancel, re-calculate Tax
 Test changes to invoices entered in 11i as well as
those entered in R12
PAYMENTS
Payments – New Form

Counts shown are Totals reset

from all OUs daily
Payment Process Request (PPR)

Specify Bank and

Payment Doc

Specify Failure
Options

Specify process
stop points
Hint: Use PPPs and Templates
 PPP – Payment Process Profile
 Type Payment – Printed, Electronic, Pay Card
 Documents – which and what format
 “Check”, Positive Pay, Remittance Advice, Register
 Template
 Pay from/thru, Pay Group(s), Op Unit(s), LE(s), Priority
 Where to stop in process, error handling
 Either
 Payment Document, Method, Currency
PPP for Electronic
PPP for Printed

Click This If
Specifying Printer
Template

Restrict by
Supplier Type
Payment Method
Pay Group
Legal Entity
Currency
Op Unit
Upgrade Considerations
 All Payment Process Requests (PPRs) produce a
file, thus EVERYTHING except recording manual
payments requires a BI Publisher template
 Check, Electronic, etc
 Can specify multiple templates, i.e. layouts, but cannot
customize data extract
 Payment Documents Assigned to non-standard
formats (like Evergreen) will be deleted during
upgrade and must be recreated
 Note Last Used for each document
Upgrade Considerations
 Only Printed Documents have Check Number (now
called Paper Document Number)
 Defined by Payment Document
 All Payments have Payment Reference Number

 MOS Note 855097.1 describes patch to add

Document Number to Electronic
Upgrade Considerations
 Review current payment documents
 Determine number of different formats currently used
 New Name: Payment Instruction Format
 Each one will require at least one PPP
 Determine current payment batch parameters
 Each set can become a template
 Goal: Users specify template, PPR name,
review/adjust first page, submit
 MOS Note 7333537.1 – R12 Upgrade: Functional
Upgrade Impacts Document for Oracle Payments
Setup Order
 From Payment Administrator screen
 Register New XML Publisher Format Templates
 Define New Payment Formats
 Create Payment Process Profiles
 Adjust any other settings in the Payment Administrator
page and mark all steps complete
 From Bank Accounts screen (see next section)
 Clean up Bank Account Settings, Assign the Formats
to the Payment Documents
 Create Templates
Manual Payments
 Old 11i form for manual payments still exists
 MOS Note 1320497.1 – R12: Master Troubleshooting
Guide for the AP Payments Workbench
 New functionality – Record Refunds
 BUG!! – If using document for wire (or any non-
check method) and you wish to override auto-
generated number and vendor or vendor site
payment method is set to check and you navigate to
form from invoice (Actions | Pay in Full), form
overwrites entered number when you save
 If go to form from Navigator and then select invoice, it
works
BANKS
Banks
 Belong to Legal Entities
 New tables CE_
 Old tables still exist, but are empty
 Internal Banks only
 Account Number Can Be Masked
 Profile Option: CE: Mask Internal Bank Account
Numbers
 Security to View/Update controlled through User
Management Security – MOS Note 1457691.1
 MOS Note 1301702.1 – R12: Oracle Payments Bank
Account Setups ‘How To’ documents
 Links to appropriate MOS notes for various setups
Drilldown – Banks

• Acct Owner and Use

• Account Information

• Country, Bank, Branch, Account

 Drilldown – Banks

• Account Controls
• Set Minimum Payment
to avoid negative
checks

• Account Access
• Override Accounting
Direct – Bank Accounts

• Payment Document
Access
Upgrade Considerations
 Your banks and accounts are upgraded
 Definitions for bank merged if name matches
 Default masking is “Masking – last 4 visable”
 CE: Mask Internal Bank Account Numbers
 Payment Documents referencing custom formats are
deleted
 Evergreen is a custom format
 Note last numbers for all payment documents as part
of pre-upgrade
 Clean up old accounts, payment documents
 Verify Addresses, length of account numbers (esp if
will be printing account number on checks or using for
electronic formatting)
SUBLEDGER ACCOUNTING (SLA)
MONTH END
Subledger Accounting (SLA)
 New Module that provides single repository for
accounted subledger transactions
 Allows modification of JE Header/Line description
and/or attributes
 Allows accounting assigned at subledger level to be
altered as transaction is accounted and passed to
GL
 RECOMMENDATION: Use seeded definitions
11i – View Accounting Lines
SLA Inquiry – By JE Line

And / Or

Can only specify

segments that are
tagged as qualifiers Can add
additional
criteria
SLA Inquiry – By Event Class / Type
Account Analysis Report
• Replaces Payables
Account Analysis
Report
• Internal Name
XLAAARPT (old
internal name
APXAAREP)
• Supports Accounting
combination ranges
New Accounting Process

Post adds
“Posting Single Ledger”

All Modes except Draft

Transfer to GL
All Modes
New Accounting Process
Upgrade Considerations
 Amount of History Moved to SLA tables
 Default – 6 months or current fiscal year, whichever is
greater, however ALL of AP is migrated
 Bringing over more requires patching 11i and running a
script (only method if using PA)
 As long as patch is applied, can bring over default and rest
later after upgrade
 MOS Note 604893.1 – R12.0 and R12.1: FAQ for the SLA
Upgrade: SLA Pre-Upgrade, Post-Upgrade, and Hot Patch”
 If not using PA, new program does not require 11i
patch, and upgrades by module instead of by month
 MOS Note 1376752.1 – SLA: Upgrade Historical Subledger
Transaction Accounting Program (XLAONDEUPG)
 For information on how to use SLA, OAUG paper
database, papers by Alyssa Johnson
Closing
* Highlights a changed process in R12

 Complete transactions, including imports

 Invoices On Hold Report
 Approve invoices
 Complete payments
 Reconcile payments / bank statements
 Resolve potential accounting issues *
 Create Accounting *
 Journal Entries Report
 Unaccounted Transactions Report

 From “Oracle Financials E-Business Suite Release 12 Period End Procedures” – MOS Note 961285.1
Closing
* Highlights a changed process in R12

 Run Transfer to General Ledger

 Run once before closing regardless of Create Accounting
parameter
 Post Payables transactions in General Ledger *
 Not required if Create Accounting Post option = Yes
unless above Transfer created a JE
 Review Accounting *
 Payables Accounting Process Report
 Payables Posted Invoices Register
 Payables Posted Payments Register
 Subledger Period Close Exceptions Report *

 From “Oracle Financials E-Business Suite Release 12 Period End Procedures” – MOS Note 961285.1
Closing
* Highlights a changed process in R12

 Unaccounted Transactions Sweep *

 Close Payables period
 Accrue un-invoiced receipts
 Reconcile Payables activity to GL
 Accounts Payable Trial Balance *
 Third Party Balances Report *
 Account Analysis Report *
 Tax reporting
 Mass addition transfer to Assets

 From “Oracle Financials E-Business Suite Release 12 Period End Procedures” – MOS Note 961285.1
TAX
Tax Code Upgrade from 11i to 12
 11i Tax codes become R12 Tax Classification Codes
 Tax classification codes are entered on the transaction
lines and the tax rate associated with the tax
classification code is then applied to the transaction
What does this look like in EBTax

 A tax regime is created for each operating unit defined

in 11i. Tax regimes are named as “2 digit country
code (from the Operating Unit Address) – TAX”,
(ex: US-TAX) and hold the tax setup that has been
upgraded
 Regimes created for use with integration partners
such as Taxware and Vertex have a slightly different
naming convention and are typically upgraded as "US-
Sales-Tax-101“
What does this look like in EBTax

 A Tax is created for each tax code

 A Tax Status is created for each tax code
 A Tax Rate is created for each tax code
 A Tax "Rule" is then created as a "Direct rate
rule". This simple rule hard-codes the relationship
between the tax classification code and the tax, tax
status and tax rate. When a transaction is entered
and the user picks the tax classification code, the
direct rate rule automatically retrieves and associates
each of these items to the transaction and does the
tax calculation
What is the STCC?
 After the upgrade, the system will set "Configuration
Owner Tax Options" for each product and event class
(e.g. Invoices, Credit Memo, etc). This will be set as
"Standard Tax Classification Code" or STCC following
an upgrade
 Combined with the Direct Rate Rule that are created
during the 11i upgrade result in a unique branch of
code to be called when calculating taxes
Restrictions on Migrated Setups
 If the configuration owner tax options are set to
“STCC”, users CANNOT
 Create new tax rules
 Modify or add to existing tax rules
 Modify existing tax formulas
 Newly implement partner integrations such as Vertex or
Taxware
 Set up new tax groups
 Patch 9723745 allows users to add new tax rates to an
existing tax rate (not create new rules). For example if a
jurisdiction rate has changed from 5% to 6%, the old rate
could be end dated and create the new rate
Pro/Cons for Upgrading or Fresh
Implementation of Regimes
 Upgraded Regime
 Faster
 Exemptions are regime specific so a new regime
means all new exemptions must be defined
 Few changes for the end user
 Fresh Implementation
 More flexibility to add/remove tax codes
 11i PL*SQL rules do not migrate
 Able to automate many of the tax decisions through
the creation of tax rules
Tax – More Information
 MOS Note 1062897.1 – Case Study: How to Switch
From an Upgraded Tax Regime to a New Tax Regime
- Canada HST example
 MOS Note 464243.1 – E-Business Tax For Oracle
Purchasing
Tax Partners – More Information
 MOS Note 1335680.1 – Oracle E-Business Tax Now
Validated With Four Tax Partners
 Contains Advisor webcast explaining partner
integration
 Imbedded document “Oracle E-Business Tax: Vertex
Q-Series and Taxware Sales/use Tax System
Implementation Guide’
 MOS Note 465260.1 – What versions of Vertex,
ADP/Taxware and Thomson Reuters/Sabrix are
validated with E-Business Tax (EBTax)
MULTI-ORG ACCESS CONTROL
MOAC
Multi-Org Access Control (MOAC)
 See/Enter Data across multiple organizations without
switching responsibilities
 Run reports showing data from multiple OUs
Release 11i Release 12

 See “Implementing Multiple Organizations in Release 12” by Alyssa Johnson

Upgrade Considerations
 MOAC is optional
 Most useful for managing suppliers
 Oracle seeds single org security profiles
 If add security profiles, don’t forget to run “Security
List Maintenance”
 Custom Programs – new calls to set Org context
 MOS Note 436353.1 – How to Setup APPS Context In
Scope Of SQL/PL/SQL Session To Run API Or Code
For CRM Modules
 MO: Operating Unit must be set at site level
 New Profile options
 MO: Security Profile
 MO: Default Operating Unit
Upgrade Considerations
 Even if stick with one org per responsibility, ensure
reports properly defined
 <System Administrator> System Administration |
Concurrent | Program; Request Tab
 Operating Unit Mode must be Single / Multiple
 Check MULTI_ORG_CATEGORY field in
FND_CONCURRENT_PROGRAMS for null values

Single Op Unit Multiple Op Unit

SUMMARY
Where to Focus
 MOAC – It’s an access issue, choice won’t
significantly impact setup or testing
 Tax – Upgraded Regime
 New Regime will add time for setup / testing
 Install patches referenced in MOS Note 1448102.1 to
avoid corruption
 Banks – impacts setup time due to unfamiliar form
 Subledger Accounting – accept seeded SLAM
 Create Accounting in Final Post mode
Where to Focus
 Closing
 Consider Setting up Report Set to ensure parameters
specified correctly
 Payments
 Focus on Setups to gain ease of use
 Payment Templates
 Suppliers
 Most Confusing Form
 Develop procedure for Adding Supplier
 Use Personalization to Order Fields on pages to
ensure most used fields show w/o scrolling
Where to Focus
 Invoices
 Changes Easy to See, Understand
 Use Folders to Ease Data Entry
 Most prone to problems
 Test updates/changes to Transactions
 All Types – Standard, Debit, Credit, Prepayment…
 Allocations
 Matching, Unmatching
 Transactions with Tax
 Transactions Created Before Upgrade
 Transactions Created After Upgrade
 Various statuses – Not Validated, Validated, Accounted
 Discard / Reverse / Recalculate Tax
Potential Approach
 Prioritize Uptake of optional functionality
 CRP1
 Patch Current
 Learn New Forms
 Setup Payments for ease of use
 Test, Test, Test, Test, Test, Test Invoices
 Especially changes and especially if using Tax
 CRP2
 Make sure still patched current (review notes)
 WRICEP, CEMLI
 Payment Templates
 Work Prioritized Optional Functionality List
 Freeze and Finish Upgrade (UAT, Go-Live)
Where to Find Information
 Information Centers
 Master Troubleshooting Guides
 Search Helpers
 OAUG Paper Database

 See paper for list of MOS notes in each category

Questions?

Thank You !!

Karen Brownfield
[email protected]