ERP – Assets Cloud Enterprise Structures - Key Considerations and Best Implementation Practices
ERP – Assets Cloud Enterprise Structures - Key Considerations and Best Implementation Practices
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Assets Cloud Enterprise Structures
Key Considerations and Best Implementation Practices
The following is intended to outline our general product direction. It is intended for information
purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any
material, code, or functionality, and should not be relied upon in making purchasing decisions. The
development, release, timing, and pricing of any features or functionality described for Oracle’s
products may change and remains at the sole discretion of Oracle Corporation.
1 Asset Books
2 Data Conversion and Migration
3 Use Cases - Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
Data Security
• Asset Data is secured by Asset Book. Users are assigned specific job roles via Security Console and granted explicit
data access to asset books as appropriate.
Reporting Currencies
• Identify any reporting currency GL ledgers that are required; these ledgers have the same chart of accounts and
accounting calendar as the primary ledgers, but usually have a different reporting ledger currency.
• Fusion Assets creates its own journal entries for the reporting currency ledger. This allows compliance with
requirements such as using a historical conversion rate for your non-monetary assets.
• It is important to ensure you define all your required reporting currency GL ledgers prior to any transaction activity
in Fusion Assets begins.
Corporate Books
• Minimize the number of Corporate Books linked to a primary ledger, which is especially valid if your enterprise has a
high volume of transfers across these corporate books.
• Only create multiple corporate books if you need to secure a subset of assets within a ledger.
Tax Books
• The main purpose of the tax book is to have secondary depreciation and accounting representation for the assets
associated with a corporate book.
• These tax books can be used for any purpose such as statutory, legal and/or management reporting within your
enterprise.
• Any tax book with asset leases for lessees must have the same currency and chart of accounts as the corporate
book.
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
Additional requirements to assess over and above the asset book considerations which were covered
in prior slides*:
• Do you need to support different types of calendars including 4/4/5 or 5/4/4, etc. ?
• Do you need the ability to allocate depreciation based upon the number of days in a period?
• Do you want to amortize or expense depreciation for life based assets?
• What pro-rate conventions do you need – current month, following month or other?
• What asset category structure is needed to track financial information for each asset classification?
• How do you track the assets by location?
• Is any other identifier needed to group and track assets for non-financial purposes?
* This is not an exhaustive list but merely meant to highlight some key requirements to validate prior to Data Conversion and Migration.
1. Ensure configuration of primary ledgers, secondary ledgers, reporting currency ledgers has been completed.
2. Define Asset Corporate and Tax books.
3. Depreciation Calendar and Prorate Calendar should be set up from the oldest DPIS (Date Placed in service) to the
last period of current fiscal year.
4. Prorate Convention should be set up to cover the current and following fiscal year at minimum.
5. Prorate calendar has to be defined carefully as per your depreciation calculation requirements. Example: Daily
prorate calendar for your actual day convention; 24 period prorate calendar for mid-month, etc. This should be
defined upfront based on your prorate convention requirements.
6. Category Assignment to Books: You should define all categories and ensure conversion data is assigned to
respective categories for each book before converting the legacy data.
7. Asset Clearing Accounts: To ensure that asset is automatically defaulted from your Payables invoice lines into
Assets to the correct category and book, create a unique clearing account for each category and book.
8. Locations: Define all locations in Assets for the conversion data or enable dynamic insertion.
9. Depreciation expense account: Define all expense accounts for conversion data or enable dynamic insertion.
10. Consider loading the asset identifier from your legacy system for conversion/ reconciliation purpose. You can
bring it as an Oracle asset number, tag number and/or as part of a descriptive flexfield.
11. If legacy asset numbers are coming from multiple systems, verify that there are no duplicates.
12. You may want an identifier to indicate source of asset, this will help not just with duplicates but also when you
reconcile your asset balances with the source system.
13. Use asset key flexfield for grouping assets for non-financial purpose.
◦ Use Mass Copy from Corporate Book to Tax Book and then use Adjustments FBDI to overlay YTD Depreciation/Depreciation Reserve when
there isn’t a significant divergence between the two books.
Approach A: Current open period of Asset Book is the go-live period used for data conversion & migration*
1. Configure enterprise structures and Assets setup 6. Reconcile asset clearing accounts (should net to zero)
3. Load journal for beginning balance sheet and P&L balances 8. If difference to legacy system is identified update through
into General Ledger manual journal in GL. Do not reverse journals from Assets as
these maintain the audit trail between subledger and GL
* Simulate all the steps 1-9 in approach A in a test environment and test comprehensively prior to executing the steps in the Production environment
Browse Other topics
17 Copyright © 2020, Oracle and/or its affiliates
Best Practices: Data Conversion & Migration Steps
Approach B: Prior period to go-live period in Asset Book is used for data conversion & migration*
1. Configure enterprise structures and Assets setup 6. Run create accounting for assets, transfer and post to GL.
Assets will generate accounting for Asset Cost
(DR Asset Cost and CR Asset Clearing)
2. Set current open period = period prior to Go-Live period
7. Reconcile asset clearing accounts (should net to zero)
3. Load journal with end balance for balance sheet and P&L
YTD balances into General Ledger for period prior to Go-Live 8. Reconcile end balance for current period in General Ledger
period with legacy system
4. Migrate asset balances as with balance, including current 9. If difference to legacy system is identified update through
period depreciation, as at end current open period into Assets manual journal in GL. Do not reverse journals from Assets as
these maintain the audit trail between subledger and GL
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
• Scenario: French entity has to comply to IFRS and also comply with local French statutory regulations
• There are some differences between IFRS requirements and French local statutory regulations hence a secondary
ledger with a different accounting method and accounting rules is defined but the enterprise utilizes one corporate
chart of accounts and the same currency for both ledgers.
• Scenario: US entity has to comply to FASB but also needs to be able to process a different depreciation for US
corporation tax purpose.
• The asset corporate book and primary ledger is used to account for depreciation in accordance with FASB and the
asset tax book for depreciation for US corporation tax purpose.
• The COA, Calendar, Accounting Method and Currency are shared by the asset books and ledger. The depreciation
calculations at asset category/book level differ between the asset corporate and tax books, resulting in different
calculated deprecation amounts for management and tax reporting.
• Transfer of asset data from tax book to the General Ledger is suppressed (Post to GL set to ‘No’) to avoid double
counting the asset data.
US Mass Copy
Do Not Post
Future Corp US
Asset Tax Book
21 Copyright © 2020, Oracle and/or its affiliates Primary Ledgers Browse Other topics
Use Case 3: Fixed Assets – Addressing IFRS and Local Spanish Statutory
Regulations
• Scenario: Spanish entity has to comply to IFRS and also comply with local Spanish statutory regulations
• There are some differences between IFRS requirements and Spanish local statutory regulations hence a secondary
ledger with a different Chart of Accounts and accounting method and accounting rules are defined but both ledgers
have the same ledger currency.
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
Same Asset Lease – Finance Lease according to IFRS 16 but Operating Lease according to FASB ASC 842
Operating Lease ASC 842
• Scenario: US entity has to comply to FASB and on reporting to parent company in France has to comply to IFRS in
EUR currency.
• As the lease accounting guidance differs between FASB ASC 842 and IFRS 16 two asset books with two accounting
representations is required. In this case when asset leases for lessees are tracked in Fusion Assets there is a feature
limitation in that the same chart of accounts and currency must be applied to both books. In this use case the COA
matches but the ledger currency differs.
• To address currency exchange rate requirements, build a custom extract of reporting currency data and create
manual journals in GL in the secondary ledger accordingly.
• Plans to provide generic conversion functionality to convert from other sources (e.g. 3rd
party solutions, on-prem, FA)
Same Asset Lease – Finance Lease according to IFRS 16 but Operating Lease according to FASB ASC 842
Operating Lease ASC 842
• Scenario: US entity has to comply to FASB and on reporting to parent company in France has to comply to IFRS in
EUR currency.
• As the lease accounting guidance differs between FASB ASC 842 and IFRS 16 a primary ledger and a secondary ledger is used to
address the differences between the two accounting representations is required.
• In this use case the COA and the ledger currency differ between the two ledgers and the valuation method is applied to the
secondary ledger for transactions processed through Lease Accounting .
• Leases schedules can be generated in
multiple entered currencies (e.g. can differ
Future Corp US FASB from ledger currency)
US Corp COA
Corp Calendar
Corp Accounting Method
• Account for Monetary/Non Monetary items
USD Accounting Currency during translation as per IFRS16 and IAS 21,
for example:
Primary Ledger
Future Corp Inc • Interest Expense, apply month end
US Business Unit rate,
• Amortization expense apply initial rate
Future Corp US IFRS (Secondary Ledger)
IFRS COA for the life of the lease,
Corp Calendar
Valuation Method IFRS Accounting Method • Liability, monetary item, apply
EUR Accounting Currency
gain/loss calculation every
period end
Secondary Ledger
28 Copyright © 2020, Oracle and/or its affiliates
Why Move to Lease Accounting Cloud?
1 Complex 2 Contract
Management
3 Accounting
Reporting
&
Leases
• Manage contracts with • Approvals for Booking and • Contract-level accounting
payments in different currencies Amendments* • Amortize Liability based on
• Support multi-national • Track Obligations & GL calendar (e.g. 4-4-5) or
organizations with different COA Milestones* periodically
in secondary ledger: • Manage Options & End of • Simple or Compound Interest
• Different COA, calendar, Term Decisions* calculations
SLAM, and values between • Maintain Contract Versions – • Actual days/30days, etc.
ledgers (e.g. IFRS and ASC) View Prior version • Out of box disclosure
• Calculate rent changes based on reporting*
an index (e.g. CPI)*
• Calculate rent changes based on
projected/actual sales/usage*
• Account separately for lease
payments (e.g. rent, maint.,
insurance, cleaning, CAM, etc.)
Copyright © 2020, Oracle and/or its affiliates. All rights reserved.
* Roadmap
Other Considerations in Moving to Lease Accounting Cloud?
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
• Post asset accounting entries for the Asset Corporate Books to Primary Ledgers in GL.
• Use Asset Tax Books to address multiple accounting representations needs, or to address tax
depreciation requirements.
• You may or may not decide to post asset accounting entries from Asset Tax Books to the Primary or
Secondary Ledgers in GL; it depends on the usage of the Asset Tax Books.
• Decide on how to process asset leases for lessees
• If you are already live on Oracle Financials Cloud, you can continue using Assets Cloud to process
your leases for lessees if that sufficiently meets your business needs.
• Live Financials Cloud customers or customers recently subscribed to Financials Cloud can
consider commencing their testing of the Lease Accounting Cloud solution for processing of
lease assets for lessees if long term that seems the better fit.
• Primary, Secondary and ALC Ledger Architecture and the Effects on the Assets Setup (Doc ID
1605031.1)
• Subledger Accounting Setup for Oracle Fusion Assets (Doc ID 1396942.1)
• Transaction Account Builder (TAB) - Enhanced Mass Additions Expense Account Defaulting in
Fusion Assets (Doc ID 2227193.1)
• White Paper: Oracle Fusion Asset Leases (Doc ID 2411222.1)
• Cloud Customer Connect Recording ERP – Simplify Lease Compliance with Oracle Lease
Accounting - available here: https://cloudcustomerconnect.oracle.com/posts/c44d477673
• Cloud Customer Connect Recording ERP – ERP – Oracle Assets Implementation Considerations -
available here: https://cloudcustomerconnect.oracle.com/posts/c63e828bd3
1 Asset Books
2 Data Conversion and Migration
3 Use Cases – Fixed Assets
4 Use Cases – Leased Assets
5 Summary
6 Appendices on Lease Assets for Lessees
• Specific setup is required for Asset leases for lessees at Asset Book and Asset Category Level.
• Specifying Payment Types to be excluded or included from Right Of Use Assets or Liability enables you to support
different accounting representations.
• Asset leases for lessees are created directly in Fusion Assets and such data is pushed into AP for invoice creation (as
opposed to normal asset flow Payables -> Assets, or Projects -> Assets).
• Load lease assets though Import Lease Asset file-based data import template for asset data migration.
• For subsequent periods you can use the Mass Additions file based data import template to load in assets or use the
Create Lease page to enter the lease asset.
• Generate lease payment invoices, transfer lease payment invoices to Payables for payment processing.
• Specific setup is required for Asset leases for lessees in Lease Accounting Cloud.
• Specifying Payment Types to be excluded or included from Right Of Use Assets or Liability enables you to support
different accounting representations.
• Provides capabilities to manage and process leases, helping you to comply with IFRS16, ASC842, or both these
accounting standards
• Asset leases for lessees are created directly in Lease Accounting UI
• Improve planning with a single repository of all lease contract obligations
• Generate calculations for balance sheet balances and expenses
Capture cash schedules needed Generate Right-Of-Use and Generate amortization schedules
Add Asset Lease via UI for generation of balances and Liability balances required as per using Daily Compounding
Invoices IFRS16/ASC842 guidelines Interest/Daily Amortizations