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1 D49193GC10 Edition 1.0 June 2007 D51345 R12 Oracle General Ledger Management Fundamentals - Demos and Practices Activity Guide

2 Copyright 2007, Oracle. All rights reserved. This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California USA. This document is not warranted to be error-free. If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Government s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Oracle, JD Edwards, PeopleSoft, and Siebel are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. Author Brent Bosin, Marilyn Crawford Technical Contributors and Reviewers Theresa Hickman, Mei Siauw, Cynthia Prier, Ivy Farren, Joe Gum, Kathy Wohnoutka, Pam Rietz, Suzanne Miller This book was published using: oracletutor

3 Table of Contents R12 Oracle General Ledger Management Fundamentals Guided Demonstration - Create Accounting Setup Guided Demonstration - View Ledger Set Guided Demonstration - Ledger Set Processing Guided Demonstration - FSG Reporting Using Ledger Sets Guided Demonstration - Create Data Access Sets with Read/Write Access Guided Demonstration - Enter Journals Using Different Balancing Segment Values (BSVs) Guided Demonstration - Define Definition Access Sets and Secure Definitions Practice - Create a New User Solution - Create a New User Practice - Define Value Sets Solution - Define Value Sets Practice - Define an Accounting Key Flexfield Structure Solution - Define an Accounting Key Flexfield Structure Practice - Enter Values Solution Enter Values Practice - Define an Accounting Calendar Solution - Define an Accounting Calendar Practice - Verify Functional Currencies are Enabled Solution - Verify Functional Currencies are Enabled Practice - Define a Ledger (Required) Practice - Create a Responsibility for the Controller (Required) Practice - View account combinations Created with Dynamic Insertion Solution - View account combinations Created with Dynamic Insertion Practice - Define Security Rule Solution Define Security Rule Practice - Define Cross Validation Rules (Required) Practice - Define and Test Shorthand Aliases (Required) Practice - Open the First Accounting Period (Required) Practice - Run General Ledger Reports Solution - Run General Ledger Reports Practice - Set up Journal Sources Solution - Set up Journal Sources Practice - Set up a Journal Category (Required) Practice - Create a Journal Batch (Required) Practice - Create a Journal Batch (Required) Practice - Create a Single Journal (Required) Practice - Post Journals (Required) Practice - Review Journal Entries and Account Balances (Required) Practice - Reverse a Journal Entry (Required) Practice - Schedule a Journal to Reverse then Generate the Reversal (Required) Practice - Set up Automatic Journal Reversal (Required) Practice - Set up Suspense Accounts (Required) Practice - Create a STAT Journal (Required) Practice - Define Statistical Units of Measure (Optional) Practice - Define Summary Accounts (Required) Practice - Create Recurring Journals (Required) Practice - Create a Journal Entry for Your Mass Allocation (Required) Practice - Create Budgets and Budget Organizations (Required) Practice - Define Currencies (Required) Practice - Define Rate Types (Required) Table of Contents i

4 Practice - Define Daily Conversion Rates (Required) Practice - Enter a Foreign Currency Journal (Required) Practice - Enter a Journal with Conversion Rounding Differences (Required) Practice - Define a Row Set (Required) Practice - Define a Column Set (Required) Practice - Define a Report (Required) Table of Contents ii

5 Preface Profile Prerequisites Navigating Oracle Applications How This Course Is Organized R12 Oracle General Ledger Management Fundamentals, Edition 1.0 is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced. Table of Contents iii

6 Related Publications Oracle Publications System release bulletins Installation and user s guides Read-me files International Oracle User s Group (IOUG) articles Oracle Magazine Table of Contents iv

7 Typographic Conventions Typographic Conventions in Text Convention Element Example Bold italic Caps and lowercase Courier new, case sensitive (default is lowercase) Initial cap Italic Quotation marks Uppercase Glossary term (if there is a glossary) Buttons, check boxes, triggers, windows Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames Graphics labels (unless the term is a proper noun) Emphasized words and phrases, titles of books and courses, variables Interface elements with long names that have only initial caps; lesson and chapter titles in crossreferences SQL column names, commands, functions, schemas, table names The algorithm inserts the new key. Click the Executable button. Select the Can t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window. Code output: debug.set ( I, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to User input: Enter 300 Username: Log on as scott Customer address (but Oracle Payables) Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter user_id@us.oracle.com, where user_id is the name of the user. Select Include a reusable module component and click Finish. This subject is covered in Unit II, Lesson 3, Working with Objects. Use the SELECT command to view information stored in the LAST_NAME column of the EMP table. Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time: [Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del] Table of Contents v

8 Typographic Conventions in Code Convention Element Example Caps and Oracle Forms When-Validate-Item lowercase triggers Lowercase Column names, table names SELECT last_name FROM s_emp; Passwords PL/SQL objects DROP USER scott IDENTIFIED BY tiger; OG_ACTIVATE_LAYER (OG_GET_LAYER ( prod_pie_layer )) Lowercase italic Uppercase Syntax variables SQL commands and functions CREATE ROLE role SELECT userid FROM emp; Typographic Conventions in Oracle Application Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications. (N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve This simplified path translates to the following: 1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary. 2. (M) From the menu, select Query then Find. 3. (B) Click the Approve button. Notations: (N) = Navigator (M) = Menu (T) = Tab (B) = Button (I) = Icon (H) = Hyperlink (ST) = Sub Tab Table of Contents vi

9 Typographical Conventions in Oracle Application Help System Paths This course uses a navigation path convention to represent actions you perform to find pertinent information in the Oracle Applications Help System. The following help navigation path, for example (Help) General Ledger > Journals > Enter Journals represents the following sequence of actions: 1. In the navigation frame of the help system window, expand the General Ledger entry. 2. Under the General Ledger entry, expand Journals. 3. Under Journals, select Enter Journals. 4. Review the Enter Journals topic that appears in the document frame of the help system window. Table of Contents vii

10 Table of Contents viii

11 Chapter 1 - Page 1 R12 Oracle General Ledger Management Fundamentals - Demos and Practices Chapter 1

12 Chapter 1 - Page 2

13 R12 Oracle General Ledger Management Fundamentals Chapter 1 - Page 3

14 Guided Demonstration - Create Accounting Setup Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide This demonstration will show you how to use the Accounting Setup Manager to perform the accounting setup for a newly acquired company in France. You will the create entities, operating units, and the ledgers and reporting currencies needed to meet different reporting requirements. Scenario SSC US, a US-based company, currently has operations in both the US and Italy. Here is a graphical representation of how the legal entities and ledgers are currently defined for both the parent company and Italian subsidiary: SSC US has just acquired a Company in France called <Your initials> SSC France, a non-profit organization. You must set up the accounting for this newly acquired company in France. The following depicts how the parent company would like their French subsidiary set up: Chapter 1 - Page 4

15 There is one legal entity and one operating unit. The primary ledger represents the corporate representation that uses the same ledger attributes as the parent, except the currency is the local currency in Euros. A subledger level reporting currency in US Dollars is assigned to the primary ledger for corporate reporting and consolidation needs. To meet statutory reporting requirements for the local French authorities, a subledger level secondary ledger is assigned that uses a different chart of accounts and accounting method. Create the French Legal Entity (N) Setup > Financials > Accounting Setup Manager > Accounting Setups > (T) Legal Entity (B) Create Legal Entity Note: Only the required attributes are listed here to quickly create a legal entity. Territory France Legal Entity Name <Your Initials> SSC France Organization Name <Your Initials> SSC France Legal Entity Identifier <Your Initials> F SIREN <Your Initials> F SIRET <Your Initials> F Transacting Entity Yes Address 96, Avenue Francois Arago, 92000, Naterre, France Chapter 1 - Page 5

16 Create Accounting Setup Structure (N) Setup > Financials> Accounting Setup Manager > Accounting Setups > (B) Create Accounting Setup 1. Create an accounting setup that includes the following setup components: Legal Entity: <Your Initials> SSC France You should assign the legal entity you just created. For the Primary Ledger, enter the following: Name Chart of Accounts Accounting Calendar/ Period Type <Your Initials> SSC France PL (Corp) Primary Ledger Flex Accounting13/ Month EUR Currency Subledger Accounting Method Standard Accrual For the Secondary Ledger, enter the following to define a Subledger level Secondary Ledger: Name <Your Initials> France SL Chart of Accounts SSC Secondary France Ledger Accounting Calendar/ Period Type Accounting13/ Month Currency EUR Chapter 1 - Page 6 Subledger Accounting Method FR Accrual with Encumbrance Accounting Data Conversion Level Subledger Assign a subledger level reporting currency to the primary ledger in the currency, USD: 2. Verify that your structure looks something like this before saving the structure:

17 3. Once you finish creating your structure, you will receive a confirmation message informing you that you can define your accounting options now or later. Choose to define your accounting options now. Assign Specific Balancing Segment Values (BSV) to your Legal Entity Assign balancing segment value "101" to your legal entity to easily identify and secure transactions by legal entity and use Advanced Global Intercompany System. Once you assign balancing segment values to your legal entity, you limit the balancing segment values that can be used for transaction processing and journal entry for this legal entity and its operating units and ledgers. 4. Update the balancing segment values and assign value 101 your legal entity. Hint: Click Update Balancing Segment Values icon for the Legal Entity. Chapter 1 - Page 7

18 Complete Primary Ledger Definition 5. Use the following information to completely define your primary ledger. For options not listed, accept the defaults. Name <Your Initial> SSC France PL (Corp) Short Name <Your Initials> Whatever you want First Opened Period Number of Future Enterable 1 Entered Currency Balancing Account Retained Earnings Default Period End Rate Type Period End875 Default Period Average Rate Type Period Average875 Cumulative Translation Adjustment Account Notice the status is now complete for this step. Complete Reporting Currency 6. Use the following to completely define your primary ledger's reporting currency. The name of the reporting currency is system-generated and named after the primary ledger with the currency of the reporting currency appended to the end of the name. 7. Change the name of the subledger level reporting currency to <Your Initials> France ALC (USD). Name <Your Initials> France ALC (USD) Short Name <Your Initials> SSC FR ALC (USD) Rounding Difference Tracking Account Default Rate Type Corporate Retain Transaction Type Yes 8. For the Journal Source and Category Conversion, leave the default to YES for the source and category "Other". This means you want to automatically convert all journals entered in GL to this reporting currency. Note: By default, the subledger sources are set to No. This is because it is a subledger level reporting currency resulting in Subledger Accounting (SLA) handling the currency conversion to the reporting currency NOT GL Posting. 9. When finished, select Apply and then Complete mark the step complete and return to Accounting Options page to continue with other steps. Chapter 1 - Page 8

19 Complete Secondary Ledger Definition 10. Use the following information to complete your secondary ledger: Name <Your Initials> SSC France SL (EUR) Short Name <Your Initials> Whatever you want First Opened Period Number of Future Enterable 1 Entered Currency Balancing Account Retained Earnings Enable Budgetary Control Yes Reserve for Encumbrance Account Complete Primary to Secondary Ledger Mapping Because the secondary ledger uses a different chart of accounts from the primary ledger, you need to provide instructions to the system on how to replicate journals entered in the primary ledger to the secondary ledger. Also, you can specify other options such as whether or not you want journals automatically posted in the secondary ledger 11. Use the following information to complete your secondary ledger: COA Mapping: PrimAccFlex to SSC Secondary FR Post Journals Automatically from Source Ledger: Yes Retain Journal Creator from Primary Ledger: Yes 12. For the Journal Source and Category Conversion, leave the default. Journals with the source and category "Other" should be transferred to this Secondary Ledger by the Posting program. 13. When finished, click Complete. Notice the status for this step is complete now. Create and Assign Operating Unit to Primary Ledger 14. Add an Operating Unit using the following information: Name: called <Your initials> SSC France OU. Short Code: <Your initials> France Business Group: Vision France Default Legal Context: <Your Initials> SSC France Chapter 1 - Page 9

20 15. When finished, click Apply and then Complete to return to Accounting Options page. Complete Your Accounting Setup 16. Now that you have completed the required set up steps, you can complete the accounting setup by clicking the Complete button. 17. This will submit the General Ledger Accounting Setup Program that will generate all of the system-generated data access sets for you. 18. Ensure your request completes successfully. Chapter 1 - Page 10

21 Guided Demonstration - View Ledger Set Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide SSC US wants to minimize the overhead of maintaining separate ledgers and would like to take advantage of processing and reporting efficiencies afforded by ledger sets, such as being able to open and close periods for multiple ledgers simultaneously and running reports across multiple ledgers in a single financial statement. SSC US is also a shared service center and performs many accounting functions across its subsidiaries and therefore wants to access multiple ledgers from a single responsibility. View Ledger Set (N) Setup > Financials > Ledger Sets 1. Query the ledger set called "SSC All". Notice the following 5 ledgers that are assigned: Note: The Secondary Ledgers for Italy and France cannot be included because they use a different chart of accounts. This ledger set is assigned to the responsibility General Ledger, SSC Worldwide. Chapter 1 - Page 11

22 Guided Demonstration - Ledger Set Processing Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide SSC US wants to minimize the overhead of maintaining separate ledgers and would like to take advantage of processing and reporting efficiencies afforded by ledger sets, such as being able to open and close periods for multiple ledgers simultaneously and running reports across multiple ledgers in a single financial statement. SSC US is also a shared service center and performs many accounting functions across its subsidiaries and therefore wants to access multiple ledgers from a single responsibility. Open Periods for a Ledger Set 1. Open the SRS window. (N) Reports > Request > Standard 2. Submit the Open Period program for: Ledger Set: SSC All Period Name: View your requests. You will notice that a separate Open Period programs are launched per ledger in the ledger set. Open Periods for SCC French Secondary Ledger 4. Switch responsibilities to General Ledger, SSC France (2ndary local COA). This responsibility has the SSC French Secondary Ledger assigned to it. 5. Open the same period for the SSC France SL (EUR) ledger. Access Multiple Ledgers from a Single Responsibility for Journal Entry 6. Open the Enter Journals form to see that you can access multiple ledgers assigned to your ledger set from a single responsibility. 7. See the effect of assigning specific balancing segment values to legal entities when entering journals. 8. Enter a journal for the SSC French primary ledger. 9. Switch responsibilities back to General Ledger, SSC Worldwide. This responsibility has the Ledger Set assigned to it. Chapter 1 - Page 12

23 10. Open the Enter Journals form (N) Journals > Enter 11. Select New Journal 12. Enter the Journal Name "<Your Initials> Exercise 3 Rent" 13. In the Ledger field, open the list of values and notice that al 5 ledgers assigned to your ledger set are available for selection. 14. Select the SSC France primary ledger for the period. 15. Enter the following journal line: Journal <Your Initials> Exercise 3 Rent Ledger SSC France Category Adjustment Period Currency EUR Line Account Debit Credit You should receive an error message because remember you assigned balancing segment value 101 to SSC France. Value 102 is incorrect because that belongs to Italy. 17. Change the journal lines as follows to correctly record Rent expense: Line Account Debit (EUR) Credit (EUR) ,000 SSC France. Division 100. Office Rent. None. Building. None. None ,000 SSC France.Division 100.Payable to Bank.None.Balance Sheet.None.None 18. Post this journal. Wait for the posting process to complete. View Replicated Reporting Currency Journal 19. From the Find Journals window enter the following search criteria: 20. Batch name: "<Your Initials> Exercise 3%" 21. Period: You should see 2 posted journals; one for the Primary Ledger and another for the Reporting Currency. 23. Use Folder Tools to insert the "Ledger" column so you can better view the ledger name of each journal. Chapter 1 - Page 13

24 24. Notice how both ledger journals are combined in the same batch. 25. Review the journal for the Reporting Currency. Notice the journal was converted to USD. View Replicated Secondary Ledger Journal 26. Switch responsibilities to General Ledger, SSC France(2ndary local COA). This responsibility has the SSC French Secondary Ledger assigned to it. 27. Open the Enter Journals form and find the same journal. 28. Review the journal. Notice how different accounts are used because the SL uses a different account segment. 29. If this journal is not posted, then post it now. (Note: The Post Journal Automatically flag may not be set to Yes for this Secondary Ledger). View Account Balance for Secondary Ledger and Drill Back to Primary Ledger Journal Prerequisite: Posting must be complete from the previous step. Instructions: Perform an account inquiry for the Secondary Ledger and drill back to the Primary Ledger. 30. From the General Ledger, SSC France (2ndary local COA) responsibility, open the Account Inquiry form. (N) Inquiry > Account 31. Enter the following search: Ledger: SSC France SL (EUR) Accounting Periods From/To: Account Low/High: Click Show Balance > Journal Details > Drilldown 33. You are now viewing the original that was entered in the SSC France Primary Ledger. Notice account value is shown. Note: For balances originating from subledgers, you can drill down to the original subledger transaction that was entered in the Primary Ledger as well. To see how drilling down from Secondary Ledgers to subledgers works, query the following: Ledger: SSC France SL (EUR) Chapter 1 - Page 14

25 Accounting Periods From/To: Account Low/High: When you get to the Subledger Accounting page, click the View Transaction button. View Account Balances across Ledgers in a Ledger Set Instructions: Perform an account inquiry using Account Analysis and Drilldown to view balances across ledgers in a ledger set. 35. Change responsibilities, to General ledger, SSC Worldwide. 36. Open the Account Analysis and Drilldown window. (N) Inquiry > Account Analysis and Drilldown 37. Perform an account inquiry using the following criteria: Field Value Field Value Ledger/Ledger Set SSC All Period From Ledger Currency All Currencies Period To Account From Display Summary Accounts Account To Display Accounts With No Activity Balance Type Currency Actual Total 38. Balances for all 5 ledgers should be returned to look something like this: Chapter 1 - Page 15 No Yes

26 Note: Balances for each ledger are being returned. We are not summarizing balances across ledgers. The only way to summarize balances across ledger is via FSG reports. Chapter 1 - Page 16

27 Guided Demonstration - FSG Reporting Using Ledger Sets Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide Instructions: Submit a Balance Sheet that contains data for ledgers in a ledger set. The columns in the report contain data for each ledger. The last column aggregates data across ledgers in a ledger set. Here is the report definition for the Balance Sheet: 1. Open the Submit Requests form. (N) Reports > Request > Standard 2. Submit the request called Program - Publish FSG Report. 3. In the parameters, enter the following: Ledger: SSC US (defaults) Report: Balance Sheet SSC WW PTD Period: Currency: USD Accept the remaining defaults. Chapter 1 - Page 17

28 4. Click on Options just to take a peek. 5. Submit your request and then view the output. Your report should look something like what is shown below. The first column retrieves balances from SSC US. The second and third columns retrieve balances from SSC France's USD Reporting Currency and SSC Italy's Journal level Reporting Currency, respectively. All three of these ledgers used the currency USD. The last column aggregates data from all USD ledgers in the ledger set. Chapter 1 - Page 18

29 Guided Demonstration - Create Data Access Sets with Read/Write Access Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide You want to enforce security and control the ledger data that certain users can access. The General Ledger Accountant at the US Headquarters should only have read access to France's balancing segment value 101 and no access to Italy's ledgers. He should have read and write access to all balancing segment values assigned to his own ledger, the SSC US ledger. Define Data Access Set Using Balancing Segment Value Access Set Type 1. Open the Data Access Sets window. (N) Setup > Financials > Data Access Sets 2. Create the following data access set: Data Access Set Name <Your Initials> SSC US Accountant BSV Description Read Only access to French ledgers Chart of Accounts Primary Ledger FLEX Accounting Calendar Accounting13 Access Set Type Balancing Segment Value Default Ledger SSC US Ledger Values Privilege SSC US All Values Read and Write SSC France 101 Read Only SSC France ALC (USD) 101 Read Only Chapter 1 - Page 19

30 Your screen should look like this: Define Responsibility and Assign Data Access Set to Responsibility 3. Change to the System Administrator responsibility. 4. Open the Responsibilities form. (N) Security > Responsibility > Define 5. Create a new responsibility for GL as follows: <Your Initials> US GL Accountant BSV Access The following screenshot will help you complete the fields: 6. Open the Find System Profiles form. (N) Profile > System 7. Query your Responsibility and the Profile: GL: Data Access Set. Chapter 1 - Page 20

31 8. Assign the data access set to your responsibility. 9. Open the Users form. (N) Security > User> Define 10. Query your user (Whichever one you have been working with, such as SSCNEWALL). 11. Assign the new responsibility to your user. 12. Now change responsibilities to this new responsibility. Chapter 1 - Page 21

32 Guided Demonstration - Enter Journals Using Different Balancing Segment Values (BSVs) Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide In this exercise, you will test the effects of entering and viewing journals when your data access set provides limited access to ledger data. Enter a Journal using BSVs with different read and write access 1. Select the responsibility "<Your Initials> US GL Accountant BSV Access". Remember, this responsibility can only read and write to the SSC US ledger, and only read balancing segment value 101 for the French primary ledger and its reporting currency. 2. Open the Enter Journals form. (N) Journals > Enter. 3. In the Find Journals window, place your cursor in the Ledger field and open the list of values. Notice that both the US ledger (SSC US) and the French ledgers (SSC France and SSC France ALC (USD) are available to allow you to choose any of the ledgers to VIEW journals. 4. Query the Journal Name "<Your Initials> Exercise 3 Rent". (You entered and posted this journal to the French ledger earlier in Exercise 3). 5. Because you have read only access to the French ledger, you can view journals and balances online and in reports. 6. Click New Journal to enter a new journal. 7. Open the Ledger list of values. 8. Notice that only the US ledger, SSC US, is available. That's because it is the only ledger with which you can update balances. Chapter 1 - Page 22

33 9. Enter the following journal line: Journal <Your Initials> Exercise 6 Sales Adjustment Ledger SSC US Category Adjustment Period Currency USD Line Account Debit Credit You should receive an error message that the Balancing Segment Value is not valid for the ledger. Even though your data access set provides read and write access to all balancing segment values for the SSC US Ledger, you can only access those values applicable for the ledger. This ledger is associated with two legal entities where the SSC US legal entity has values 001 and 003 assigned and the SSC US LE2 has value 004 assigned. Thus, you can only enter values 001, 003, and 004 when entering transactions and journals to this ledger. 11. Change the journal lines as follows to correctly adjust Sales: Line Account Description Debit (EUR) Credit (EUR) Revenue 10, Cash 10, Revenue Cash 5, Post this journal. Chapter 1 - Page 23

34 Guided Demonstration - Define Definition Access Sets and Secure Definitions Logon: SSCNEWALL/Welcome Responsibility: General Ledger, SSC Worldwide You want to prevent other users from modifying or using your FSG Report definition. You will however allow them to view it. Create a definition access set to give read-only access to the FSG report definition and assign it to the General Ledger, SSC France responsibility that is assigned to the SSCFR user and your current user. Also, to have the full ability to assign definition access set controls, assign the Super User Definition Access Set to your current responsibility, <Your Initials> US GL Accountant BSV Access. Assign Definition Access Set with View Only Access 1. From the responsibility Your Initials> US GL Accountant BSV Access, open the Definition Access Set window. (N) Setup > Financials > Definition Access Set > Define 2. Define a Definition Access Set called <Your Initials> View Only Access. Note: You are only defining a name for your definition access set. You are not securing definitions yet. 3. Navigate to the Definition Access Set Assignments form. (N) Setup > Financials > Definition Access Set >Assign 4. Assign the Definition Access Set to the responsibility General Ledger, SSC France. Select the AutoAssign and the View check boxes for Automatic Privileges. Chapter 1 - Page 24

35 Assign Super User Definition Access Set 5. To have the full ability to assign definition access set controls, assign Super User Definition Access Set to your current responsibility, <Your Initials> US GL Accountant BSV Access. Secure Definitions 6. Log out and log in as SSCFR/welcome. 7. Choose the responsibility General Ledger, SSC France. Open the Report page (N) Reports > Define > Report and query the FSG report definition you submitted earlier called "Balance Sheet SSC WW PTD" and enable security and immediately click the Assign Access button and notice how the report was automatically assigned with the View privilege. Note: Some may argue that this is a security breach, because the user could quickly change his privilege from View to Use and Modify. This is a technical limitation because the concurrent program has not been submitted yet. It gets submitted when you save your work. We provide function security on the Assign Access button so if you want to prevent users from changing their privileges, you can hide the button from those responsibilities. 8. Save your work and wait for the Compile Definition Access Set program to complete. 9. Re-query the definition to see that you can only view it now. Also notice the Generate button is disabled because you cannot use or submit this definition. 10. Log out and log back in as your username/password and select the responsibility General Ledger, SSC Worldwide. 11. Query the FSG Report Definition. Notice you have full use, view, and modify privileges even though the Super User Definition Access Set was not assigned to this responsibility (It Chapter 1 - Page 25

36 was assigned to<your Initials> US GL Accountant BSV Access). This is because the security is enforced at the user level, not at the responsibility level. Note: You have just secured the report definition, but you have not secured the column set and row set definition. Other users will not be able to modify the report definition, but they can modify the components (the row set, the column set, row order, etc.). You need to secure the individual FSG components if you want to prevent other users from modifying them. Chapter 1 - Page 26

37 Practice - Create a New User Overview In this practice, you will define a new user with access to all necessary responsibilities. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Sign on to the System 1. Sign on to the system User Name = operations Password = welcome Responsibility = System Administrator Add a New User 2. Add a New User (N) Security: User > Define User Name = XX_USER, where XX is your terminal ID. Password = welcome (tab, re-enter to verify) Person = Stock, Ms. Pat (choose from the list of values) (B) OK to ignore the message Assign Responsibilities to your User 3. Add responsibilities to your user according to the following table: Responsibility General Ledger, Vision Operations System Administrator 4. Save your work. 5. Exit Oracle Applications Security Group Standard Standard Chapter 1 - Page 27

38 Login as the New User 6. Log on using the user you created Login = XX_USER Password = welcome 7. (B) Connect System will prompt you to create a new Password: Old Password = welcome New Password = XX_USER (Tab, re-enter to verify) 8. (B) Apply 9. (L) General Ledger, Vision Operations Chapter 1 - Page 28

39 Solution - Create a New User 1. Sign on to the system User Name = operations Password = welcome Responsibility = System Administrator 2. Add a New User (N) Security > User > Define User Name = XX_USER, where XX is your terminal ID. Password = welcome (tab, re-enter to verify) Person = Stock, Ms. (choose from the list of values) (B) OK to ignore the message 3. Add responsibilities to your user according to the following table: 4. Save your work. 5. Exit Oracle Applications Chapter 1 - Page 29

40 Login as the New User 6. Log on using the user you created Login = XX_USER Password = welcome 7. (B) Connect System will prompt you to create a new Password: Old Password = welcome New Password = xxuser (Tab, re-enter to verify) 8. (B) Apply 9. (L) General Ledger, Vision Operations Chapter 1 - Page 30

41 Practice - Define Value Sets Overview In this practice, you will create value sets. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Create Value Sets 1. Responsibility = General Ledger, Vision Operations (USA) 2. Navigate to the Define Value Sets window (N) Setup > Financials > Validation > Sets 3. Create the following value sets. Be sure to save after you complete each one. Field Name Value Value Set Name XXCompany Description Company List Type List of Values Security Type Non-Hierarchical Security Format Char Max. Size 2 Uppercase Only Yes Right Justify/Zero Fill Yes Validation Type Independent 4. Save. Field Name Value Set Name Description Value XXDepartment Department Chapter 1 - Page 31

42 List Type Security Type Format Max. Size 3 Uppercase Only Right Justify/Zero Fill Validation Type 5. Save. Field Name Value Set Name Description List Type Security Type Format Max. Size 4 Uppercase Only Right Justify/Zero Fill Validation Type 6. Save. List of Values Non-Hierarchical Security Char Yes Yes Independent XXAccount Account List of Values Description Non-Hierarchical Security Char Yes Yes Independent Chapter 1 - Page 32

43 Solution - Define Value Sets Tasks Create Value Sets 1. Responsibility = General Ledger, Vision Operations (USA) 2. Navigate to the Define Value Sets window (N) Setup > Financials > Validation > Sets 3. Create the following value sets. Be sure to save after you complete each one. 4. Save. Chapter 1 - Page 33

44 5. Save. 6. Save. Chapter 1 - Page 34

45 Practice - Define an Accounting Key Flexfield Structure Overview In this practice, you will create an Accounting Key flexfield structure. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Responsibility = General Ledger, Vision Operations (USA) 1. Query the Accounting Key Flexfield 2. Create a new Accounting Key Flexfield structure by selecting any of the existing structures and selecting (I) New. Code Title Description Enabled Field Value XX_Accounting Flexfield XX_Accounting Flexfield XXChart of Accounts Checked Segment Separator Period (.) Cross Validate Segments Freeze Rollup Groups Allow Dynamic Inserts Checked Unchecked Checked Note: If you do not select Cross Validate Segments, you will not be able to assign cross validation rules to your flexfield structure. 3. Define the individual segments, the order in which they appear, which value sets they will use, and how the values will map to the GL_CODE_COMBINATIONS table, which holds all valid combinations of valid segment values. 4. (B) Segments 5. Create the structure based on the segment information in the following table: Chapter 1 - Page 35

46 No Name Window Prompt Column (LOV) Value Set (LOV) 1 Company Company SEGMENT1 XXCompany 2 Department Department SEGMENT2 XXDepartment 3 Account Account SEGMENT3 XXAccount 4 Interco Interco SEGMENT4 XXCompany 6. Save 7. (B) Open to add additional information to the segment definition. Field Value Description Company Required Checked Security Enabled Checked List of Values Prompt CO Concatenated Description Size (B) Flexfield Qualifiers Balancing Segment Enabled = Checked 9. (B) Open to add additional information to the segment definition. Field Value Description Department Required Checked Security Enabled Checked List of Values Prompt DE Concatenated Description Size (B) Flexfield Qualifiers Cost Center Segment Enabled = Checked Secondary Tracking Segment = Checked Chapter 1 - Page 36

47 11. (B) Open to add additional information to the segment definition. Field Value Description Account Required Checked Security Enabled Checked List of Values Prompt ACCT Concatenated Description Size (B) Flexfield Qualifiers Natural Account Segment Enabled = Checked 13. (B) Open to add additional information to the segment definition. Description Default Type Field Default Value 00 Required Security Enabled List of Values Prompt Interco Value Constant Checked Checked Chapter 1 - Page 37 IC Concatenated Description Size (B) Flexfield Qualifiers Intercompany Segment Enabled = Checked 15. Freeze the Flexfield definition. Freeze Flexfield Definition = Checked

48 Solution - Define an Accounting Key Flexfield Structure Query the Accounting Key Flexfield Structure Responsibility = General Ledger, Vision Operations (USA) 1. Open the Key Flexfield Segments window (N) Setup > Financials > Flexfields > Key > Segments 2. In the Applications field, enter General Ledger. Create a New Accounting Key Flexfield Structure 3. Create a new Accounting Key Flexfield structure by selecting any of the existing structures and selecting (I) New. Note: If you do not select Cross Validate Segments, you will not be able to assign cross validation rules to your flexfield structure. Define the Accounting Key Flexfield Structure Define the individual segments, the order in which they appear, which value sets they will use, and how the values will map to the GL_CODE_COMBINATIONS table, which holds all valid combinations of valid segment values. 4. (B) Segments Chapter 1 - Page 38

49 As you define your segments, you will receive a warning message that your list of values prompt is longer than your segment size. Simply click on OK, and proceed. This will be discussed a little later. 5. In the Segments Summary window, create the structure based on the segment information in the tasks. 6. (B) Save 7. Position your cursor on line 1 (Company) 8. (B) Open to add additional information from task 7 table. 9. (B) Flexfield Qualifiers Balancing Segment Enabled = Checked 10. Close the Flexfield Qualifiers window 11. Save Chapter 1 - Page 39

50 12. Close the Segments window 13. In the Segments Summary window, position your cursor on line 2 (Department) 14. (B) Open to add additional information to the segment definition. Field Value Description Department Required Checked Security Enabled Checked List of Values Prompt DE Concatenated Description Size (B) Flexfield Qualifiers Cost Center Segment Enabled = Checked Secondary Tracking Segment = Checked 16. Close the Flexfield Qualifiers window 17. Save Chapter 1 - Page 40

51 18. Close the Segments window 19. In the Segments Summary window, position your cursor on line 3 (Account) 20. (B) Open to add additional information to the segment definition. Field Value Description Account Required Checked Security Enabled Checked List of Values Prompt ACCT Concatenated Description Size (B) Flexfield Qualifiers Natural Account Segment Enabled = Checked 22. Close the Flexfield Qualifiers window 23. (B) Save 24. Close the Segments window 25. In the Segments Summary window, position your cursor on line 4 (Interco) 26. (B) Open to add additional information to the segment definition. Chapter 1 - Page 41

52 Field Value Description Interco Default Type Constant Default Value 00 Required Checked Security Enabled Checked List of Values Prompt IC Concatenated Description Size (B) Flexfield Qualifiers Intercompany Segment Enabled = Checked 28. Close the Flexfield Qualifiers window 29. Save 30. Close the Segments window 31. Verify all information is correct as shown above. Very Important. 32. Close the Segments Summary window Freeze the flexfield definition 33. Freeze the Flexfield definition. Freeze Flexfield Definition = Checked 34. (B) OK in the Caution window 35. (B) Compile 36. (B) OK in the Note windows 37. Close windows until you are back at the Navigator. Chapter 1 - Page 42

53 Practice - Enter Values Overview In this practice, you will enter the valid values into your value sets. Note: You are not creating combinations, only the lists of individual values that will appear in the LOV of each segment. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Responsibility = General Ledger, Vision Operations Enter Values 1. Open the Values window (N) Setup > Financials > Flexfield > Key >Values 2. Find your XXCompany value set, enter the values and information for the segment. Note that for each value you must tab completely through the row to see both Effective Date information and Qualifier information. Value Description Enabled Parent Allow Budgeting/Posting 00 Corporate Yes No Yes, Yes 01 Domestic Ops Yes No Yes, Yes 02 Europe SA Yes No Yes, Yes 03 Foreign Ops Yes No Yes, Yes T Total All Companies Yes Yes No, No 3. Save 4. Find your XXDepartment value set, enter the values and information for the segment. Note that for each value you must tab completely through the row to see both Effective Date Information and Qualifier information. Chapter 1 - Page 43

54 Value Description Enabled Parent Allow Budgeting/Posting 000 Balance Sheet Yes No Yes, Yes 100 Administration Yes No Yes, Yes 150 Finance Yes No Yes, Yes 175 Advertising Yes No Yes, Yes 210 Production Yes No Yes, Yes 310 Sales & Marketing Yes No Yes, Yes 350 European Sales Yes No Yes, Yes 375 American Sales Yes No Yes, Yes 400 Corporate Yes No Yes, Yes 3XX 5. Save Mass Allocation Rollup Yes Yes No, No 6. Enter the values for the XXAccount segment. Note: For each value you must tab completely through the row to see both effective information and qualifier information. Since an account type of Expense is the default, make sure the account type is correct for each account as you tab through the fields. It would be an unpleasant surprise if the cash account was misclassified as Expense and closed to retained earnings at the end of the accounting year. Note: We will not be using the Control Account feature or the Reconciliation Flag, leave them both set to No for all values. Value Description Enabled Parent Allow Budgeting /Posting Account Type 1110 Cash Yes No Yes, Yes Asset 1210 Accounts Receivable Yes No Yes, Yes Asset 1260 Allowance for Bad Debt Yes No Yes, Yes Asset 1550 Vehicles Yes No Yes, Yes Asset 1560 Computer/Software Yes No Yes, Yes Asset 1570 Asset Clearing Yes No Yes, Yes Asset 2210 Accounts Payable Yes No Yes, Yes Liability 2225 Accrued Expenses Payable Yes No Yes, Yes Liability 2990 Suspense Yes No Yes, Yes Liability 3310 Retained Earnings Yes No Yes, Yes Ownership/Stock Chapter 1 - Page 44

55 Value Description Enabled Parent Allow Budgeting /Posting Chapter 1 - Page 45 Account Type 3500 Translation Adjust Yes No Yes, Yes Ownership/Stock 4100 Total Revenue Yes Yes No, No Revenue 4110 Hardware Sales Yes No Yes, Yes Revenue 4120 Support Contracts Yes No Yes, Yes Revenue 4130 Training Yes No Yes, Yes Revenue 5100 Total Expense Yes Yes No, No Expense 5105 Salaries Yes No Yes, Yes Expense 5150 Commission Yes No Yes, Yes Expense 5510 Telephone Yes No Yes, Yes Expense 5520 Postage Yes No Yes, Yes Expense 5650 Bad Debt Expense Yes No Yes, Yes Expense 5750 Health and Welfare Yes No Yes, Yes Expense 7640 Airfare Yes No Yes, Yes Expense 7690 Meals Yes No Yes, Yes Expense 7990 Rounding Difference Yes No Yes, Yes Expense 7999 Suspense - Manual Yes No Yes, Yes Expense 8100 Unrealized Gain/Loss Yes No Yes, Yes Expense 9110 Headcount -STAT Yes No Yes, Yes Expense 9930 Default Intercompany Receivable 9940 Default Intercompany Payable 7. Save. Define Parent Accounts Yes No Yes, Yes Asset Yes No Yes, Yes Liability 8. Responsibility = General Ledger, Vision Operations 9. Navigate to the Values window. (N) Setup > Financials > Flexfield > Key >Values

56 10. Find your Department value set and enter child range information for the MAR parent value. From To Include Child Values Only 11. Find your Account value set and enter child range information for the Total Revenue parent account. From To Include Child Values Only 12. Still on the Account value, enter the child range information for the Total Expense parent account. From To Include Child Values Only 13. Save. 14. Close the Child Ranges Window. 15. (B)View Hierarchies. Note the account values included by the parent definition. 16. Close windows until you are back at the Navigator. Chapter 1 - Page 46

57 Solution Enter Values Enter Values 1. Open the Values window (N) Setup > Financials > Flexfield > Key >Values 2. Find your XXCompany value set, enter the values and information for the segment. Note that for each value you must tab completely through the row to see both Effective Date information and Qualifier information. Value Description Enabled Parent Allow Budgeting/Posting 00 Corporate Yes No Yes, Yes 01 Domestic Ops Yes No Yes, Yes 02 Europe SA Yes No Yes, Yes 03 Foreign Ops Yes No Yes, Yes T Total All Companies Yes Yes No, No 3. (B) Save 4. Find your XXDepartment value set, enter the values and information for the segment. Note that for each value you must tab completely through the row to see both Effective Date Information and Qualifier information. Chapter 1 - Page 47

58 Value Description Enabled Parent Allow Budgeting/Posting 000 Balance Sheet Yes No Yes, Yes 100 Administration Yes No Yes, Yes 150 Finance Yes No Yes, Yes 175 Advertising Yes No Yes, Yes 210 Production Yes No Yes, Yes 310 Sales & Marketing Yes No Yes, Yes 350 European Sales Yes No Yes, Yes 375 American Sales Yes No Yes, Yes 400 Corporate Yes No Yes, Yes 3XX 5. (B) Save Mass Allocation Rollup Yes Yes No, No 6. Enter the values for the XXAccount segment. Value Description Enabled Parent Allow Budgeting /Posting 1110 Cash Yes No Yes, Yes Asset 1210 Accounts Receivable Yes No Yes, Yes Asset 1260 Allowance for Bad Debt Yes No Yes, Yes Asset Chapter 1 - Page 48 Account Type

59 Value Description Enabled Parent Allow Budgeting /Posting 1550 Vehicles Yes No Yes, Yes Asset 1560 Computer/Software Yes No Yes, Yes Asset 1570 Asset Clearing Yes No Yes, Yes Asset 2210 Accounts Payable Yes No Yes, Yes Liability 2225 Accrued Expenses Payable Yes No Yes, Yes Liability 2990 Suspense Yes No Yes, Yes Liability Chapter 1 - Page 49 Account Type 3310 Retained Earnings Yes No Yes, Yes Ownership/Stock 3500 Translation Adjust Yes No Yes, Yes Ownership/Stock 4100 Total Revenue Yes Yes No, No Revenue 4110 Hardware Sales Yes No Yes, Yes Revenue 4120 Support Contracts Yes No Yes, Yes Revenue 4130 Training Yes No Yes, Yes Revenue 5100 Total Expense Yes Yes No, No Expense 5105 Salaries Yes No Yes, Yes Expense 5150 Commission Yes No Yes, Yes Expense 5510 Telephone Yes No Yes, Yes Expense 5520 Postage Yes No Yes, Yes Expense 5650 Bad Debt Expense Yes No Yes, Yes Expense 5750 Health and Welfare Yes No Yes, Yes Expense 7640 Airfare Yes No Yes, Yes Expense 7690 Meals Yes No Yes, Yes Expense 7990 Rounding Difference Yes No Yes, Yes Expense 7999 Suspense - Manual Yes No Yes, Yes Expense 8100 Unrealized Gain/Loss Yes No Yes, Yes Expense 9110 Headcount -STAT Yes No Yes, Yes Expense 9930 Default Intercompany Receivable 9940 Default Intercompany Payable 7. (B) Save. Yes No Yes, Yes Asset Yes No Yes, Yes Liability

60 Define Parent Accounts 8. Responsibility = General Ledger, Vision Operations 9. Navigate to the Values window. (N) Setup > Financials > Flexfield > Key >Values 10. Find your Department value set and enter child range information for the MAR parent value. From To Include Child Values Only Chapter 1 - Page 50

61 11. Find your Account value set and enter child range information for the Total Revenue parent account. From To Include Child Values Only 12. Still on the Account value, enter the child range information for the Total Expense parent account. From To Include Child Values Only 13. Save. 14. Close the Child Ranges Window. Chapter 1 - Page 51

62 15. (B)View Hierarchies. Note the account values included by the parent definition. 16. Close windows until you are back at the Navigator. Chapter 1 - Page 52

63 Practice - Define an Accounting Calendar Overview In this practice, you will create an accounting calendar. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Define a Period Type 1. Responsibility = General Ledger, Vision Operations 2. Navigate to the Types window (N) Setup > Financials > Calendars > Types Period Type = XXMonth Period per Year = 13 Year Type = Calendar Description = 12 Periods and 1 Adjusting 3. (I) Save 4. Close the Period Types window Define the Accounting Calendar You will be converting balances into the last period of the prior year. 5. Navigate to the Calendar definition window (N) Setup > Financials > Calendars > Accounting Name = XXAccounting Description = XXAccounting Calendar 6. Define periods according to the following table (Replace X with the last digit of the prior calendar year and replace Y with the last digit of the current year. Also, make sure February has the correct number of days): Chapter 1 - Page 53

64 Prefix Type Year Qtr Num From To Adj Dec XXMonth 200X Dec-200X 31-Dec-200X Adj XXMonth 200X Dec-200X 31-Dec-200X Yes Jan XXMonth 200Y Jan-200Y 31-Jan-200Y Feb XXMonth 200Y Feb-200Y 29-Feb-200Y Mar XXMonth 200Y Mar-200Y 31-Mar-200Y Apr XXMonth 200Y Apr-200Y 30-Apr-200Y May XXMonth 200Y May-200Y 31-May-200Y Jun XXMonth 200Y Jun-200Y 30-Jun-200Y Jul XXMonth 200Y Jul-200Y 31-Jul-200Y Aug XXMonth 200Y Aug-200Y 31-Aug-200Y Sep XXMonth 200Y Sep-200Y 30-Sep-200Y Oct XXMonth 200Y Oct-200Y 31-Oct-200Y Nov XXMonth 200Y Nov-200Y 30-Nov-200Y Dec XXMonth 200Y Dec-200Y 31-Dec-200Y Adj XXMonth 200Y Dec-200Y 31-Dec-200Y Yes 7. (I) Save 8. Close the Accounting Calendar window 9. Validate the current calendar, by selecting the (B) Current in the pop-up window. 10. Note your concurrent request ID. View Calendar Audit Report 11. (M) View > Requests 12. (B) Find 13. (B) Refresh Data until the request completes 14. Select the Other Calendar Validation request 15. (B) View Output 16. Verify No Violations are found Note: Once a calendar has been opened, you cannot amend the periods. If budgets are going to be defined for multiple years, then the calendar must exist for that number of years. All financial programs and sub-ledgers (except Fixed Assets) use the calendar created in Chapter 1 - Page 54

65 General Ledger, although the opening and closing of the periods is maintained within each application. Chapter 1 - Page 55

66 Solution - Define an Accounting Calendar Tasks Define a Period Type 1. Responsibility = General Ledger, Vision Operations 2. Navigate to the Types window (N) Setup > Financials > Calendars > Types Period Type = XXMonth Period per Year = 13 Year Type = Calendar Description = 12 Periods and 1 Adjusting 3. (I) Save 4. Close the Period Types window Define the Accounting Calendar You will be converting balances into the last period of the prior year. 5. Navigate to the Calendar definition window (N) Setup > Financials > Calendars > Accounting Name = XXAccounting Description = XXAccounting Calendar 6. Define periods according to the table above. 7. (I) Save Chapter 1 - Page 56

67 8. Close the Accounting Calendar window 9. Validate the current calendar, by selecting the (B) Current in the pop-up window. 10. Note your concurrent request ID. View Calendar Audit Report 11. (M) View > Requests 12. (B) Find 13. (B) Refresh Data until the request completes 14. Select the Other Calendar Validation request 15. (B) View Output 16. Verify No Violations are found Note: Once a calendar has been opened, you cannot amend the periods. If budgets are going to be defined for multiple years, then the calendar must exist for that number of years. All financial programs and sub-ledgers (except Fixed Assets) use the calendar created in General Ledger, although the opening and closing of the periods is maintained within each application. Chapter 1 - Page 57

68 Practice - Verify Functional Currencies are Enabled Overview In this practice, you will verify functional currencies are enabled. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Verify Functional Currencies are Enabled 1. Responsibility = General Ledger, Vision Operations 2. Navigate to the Define currencies window. (N) Setup > Currencies > Define 3. [F11] to enter query mode Scroll over to the far right and check the Enabled box 4. [Ctrl+F11] to execute the query 5. Verify the USD currency is enabled. 6. Ensure the following currencies are also available GBP, EUR and STAT. Chapter 1 - Page 58

69 Solution - Verify Functional Currencies are Enabled Tasks Verify Functional Currencies are Enabled 1. Responsibility = General Ledger, Vision Operations 2. Navigate to the Define currencies window. (N) Setup > Currencies > Define 3. [F11] to enter query mode Scroll over to the far right and check the Enabled box 4. [Ctrl+F11] to execute the query 5. Verify the USD currency is enabled. 6. Ensure the following currencies are also available GBP, EUR and STAT. Chapter 1 - Page 59

70 Practice - Define a Ledger (Required) Overview In this practice, you will define a ledger. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Define a Legal Entity 1. (N) Setup > Financials > Accounting Setup Manager > Accounting Setups. 2. (B) Create Accounting Setup 3. (B) Create Legal Entity Territory = You choose Legal Entity Name = XXVision Corporation Organization Name = XXVision Corporation Legal Entity Identifier = XXSYS1000 EIN/TIN = XX Registration Number = You choose Transaction Entity = Yes 4. Create a New Address = Selected You choose the address 5. (B) Apply Assign a Legal Entity 6. (B) Add Another Row Legal Entity = XXVision Corporation 7. (B) Next Chapter 1 - Page 60

71 Define a Ledger Name Chart of Accounts Accounting Calendar XXLedger XXAccounting Flexfield 8. (B) Next Set Up Ledger Options 9. (B) Define Accounting Options Currency Chapter 1 - Page 61 Subledger Accounting Method XXAccounting USD Standard Accrual 10. Locate the Ledger Options setup step and select the Pencil Icon to update First Ever Opened Period = Dec-XX (where XX is last year) Future Periods = (B) Next Retained Earnings = Suspense Account = Rounding Difference Tracking Account = Cumulative Translation Adjustment Account = (B) Next 13. (B) Next 14. (B) Finish 15. Ensure the status has a green checkmark indicating the setup step is complete. Set Up Reporting Currencies Locate the Reporting Currencies setup step and select the Pencil Icon to update 16. (B) Complete 17. Ensure the status has a green checkmark indicating the setup step is complete. 18. (B) Complete 19. (B) Yes to acknowledge the warning message 20. Close windows until you are back at the Navigator

72 Practice - Create a Responsibility for the Controller (Required) Overview In this practice, you will create a new responsibility that will be associated with the set of books you created. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Create a Responsibility 1. Responsibility = System Administrator 2. Navigate to the Responsibilities window (N) Security > Responsibility > Define Responsibility = XXGeneral Ledger Super User, XXBOOK Application = General Ledger Responsibility Key = XXBOOK Fill in Data Group Details 3. Fill in Data Group details Name = Standard Application = General Ledger Assign a Menu 4. Assign a menu. Menu = GL_SUPERUSER Fill in Request Group Details 5. Fill in request group details. Name = GL Concurrent Program Group Application = Oracle General Ledger 6. Save 7. Close windows until you are back at the Navigator. Chapter 1 - Page 62

73 Associate a Set of Books with the Responsibility 8. Navigate to the System Profile Options window (N) Profile > System Responsibility = XXGeneral Ledger Super User, XXBOOK Profile = GL Set of Books Name 9. (B) Find 10. Click in Responsibility field XXBOOK 11. Save Attach the Responsibility to Your User 12. Navigate to the Define Users window (N) Security > User > Define 13. Query your user 14. Add the XXGeneral Ledger Super User, XXBOOK responsibility with a security group of Standard 15. Save 16. Switch your responsibility. (M) File > Switch Responsibility Responsibility = XXGeneral Ledger Super User, XXBOOK Note: When you when you enter the new set of books, the Enter Journals screen ((N) Journals > Enter) will display the short name of the set of books in parentheses in the title bar. Chapter 1 - Page 63

74 Practice - View account combinations Created with Dynamic Insertion Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Responsibility = XXGeneral Ledger Super User, XXBOOK 1. View account combinations Created with Dynamic Insertion Note: If dynamic insertion is not enabled, you will have to define your account combinations prior to being able to use them. One option is to temporarily turn dynamic insertion on and load a 0 amount journal entry using ADI with all account combinations you plan to use. Dynamic insertion will create the account combinations for you; you can then turn dynamic insertion off. The journal entry can be deleted if desired. If you work with Oracle Applications that generate a lot of new account combinations (e.g. Oracle Assets), consider your decision to use (or not use) dynamic insertion carefully. Also, if you will be using Oracle Projects, dynamic insertion must be turned on. The Auto Accounting feature in Oracle Projects checks to verify that dynamic insertion is on. If it is not, you will not be able to create journal entries from PA. Chapter 1 - Page 64

75 Solution - View account combinations Created with Dynamic Insertion Tasks View account combinations Created with Dynamic Insertion 1. Open the Account Combinations window (N) Setup > Accounts > Combinations 2. [Ctrl + F11] to query all combinations. 3. Note account combinations were dynamically created. 4. Close the GL Accounts window. Chapter 1 - Page 65

76 Practice - Define Security Rule Overview Value Security restricts access to specific values based on the user s responsibility. Define a rule that removes the use of Department 210, and attach the rule to your XXGeneral Ledger Super User, XXBOOK responsibility. In this practice, you will create a security rule. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Responsibility = General Ledger, Vision Operations (USA) 1. Find the Department Segment in your AKF Structure 2. Define Security Rules Define a security rule Name = XXFFS Description = Department 210 restriction rule Message = XXFFS - Dept. 210 is not valid for this responsibility (I) Save 3. Define Rule Elements Define rule elements Include = ZZZ Exclude = (I) Save 4. Assign the Rule to the XX General Ledger Super User, XXBOOK Responsibility (B) Assign Application = General Ledger Responsibility = XX General Ledger Super User, XX BOOK Name = XXFFS (I) Save Chapter 1 - Page 66

77 Solution Define Security Rule Tasks Find the Department Segment in your AKF Structure 1. Open the Security Rules definition window (N) Setup > Financials > Flexfields > Key > Security > Define Find Values By = Value Set Value Set = XXDepartment 2. (B) Find Define Security Rules 3. Define a security rule Name = XXFFS Description = Department 210 restriction rule Message = XXFFS - Dept. 210 is not valid for this responsibility 4. (I) Save Define Rule Elements 5. Define rule elements Include = ZZZ Exclude = (I) Save Chapter 1 - Page 67

78 Assign the Rule to the XX General Ledger Super User, XXBOOK Responsibility 7. (B) Assign Application = General Ledger Responsibility = XX General Ledger Super User, XX BOOK Name = XXFFS 8. Save 9. Close windows until you are back at the Navigator. Chapter 1 - Page 68

79 Practice - Define Cross Validation Rules (Required) Overview Cross Validation Rules determine which combinations of valid segment values are invalid, regardless of the user's responsibility. It is a good idea to use combinations of several simple rules rather than a few "all encompassing" rules. Keep in mind that Cross Validation rules are linked to a flexfield structure; security rules are linked to a responsibility. In this practice, you will define cross validation rules. Example: Goal: Prevent balance sheet accounts ( ) from being used with anything but the balance sheet department (000). Allow 000 to be paired with 9930 to Include Exclude ZZ ZZZZ Exclude Exclude ZZ - ZZZ - ZZZZ - ZZZZ ZZ ZZZZ - ZZZZ ZZ - ZZZ ZZZZ You will implement three rules as a test to the system: Rule Commission Rule Balance Sheet Rule Revenue Rule Assumptions Purpose Prevent the Administration (100) and Finance (150) departments from receiving commission payments (Account 5150) Prevent balance sheet account codes from being used with anything but balance sheet departments (and similarly with P&L account codes and departments) Allow only sales departments (300 to 3ZZ) to be used with revenue account codes (4000 range) Replace XX with your terminal number or unique number. Chapter 1 - Page 69

80 Tasks You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Query Your Flexfield Structure 1. Responsibility = XXGeneral Ledger Super User, XXLEDGER 2. Navigate to the Key Rules window (N) Setup > Financials > Flexfields > Key > Rules 3. Query your flexfield structure Define the Commission Rule 4. Define the commission rule Rule = XXCVR01 Description = Account 5150 is not valid with Administration (100) and Finance (150) Error Message = XXCVR01 - Account 5150 is not valid with the Administration (100) and Finance (150) departments Error Segment = Account From = 31-JAN-2001 Include/Exclude From To Include ZZ.ZZZ.ZZZZ.ZZ Exclude ZZ ZZ Exclude ZZ ZZ Define the Balance Sheet Rule 5. Create Rule XXCVR02 for the Balance Sheet Rule. Remember to include a description, error message, identify the segment name, start date, and use the following information. Rule = XXCVR02 Description = Balance sheet accounts and income statement accounts must be used with appropriate departments Error Message = XXCVR02 - Balance sheet and income statement accounts must be used with appropriate departments. Error Segment Name = Department From = 31-JAN-2001 Include/Exclude From To Include ZZ.ZZZ.ZZZZ.ZZ Chapter 1 - Page 70

81 Exclude ZZ ZZ Exclude ZZ.000.ZZZZ.ZZ Exclude ZZ.ZZZ.3ZZZ.ZZ Note: 9930 is not being excluded as it will be used with department 000 for the default balancing account. Define the Revenue Rule 6. Create Rule XXCVR03 for the Revenue Rule. Remember to include a description, error message, identify the segment name, start date, and use the following information. Rule = XXCVR03 Description = Allow only sales departments (300 to 3ZZ) to be used with revenue account codes (4000 range) Error Message = XXCVR03 - Only sales departments (300 to 3ZZ) may be used with revenue account codes (4000 range) Error Segment Name = Department From = 31-JAN-2001 Include/Exclude From To Include ZZ.ZZZ.ZZZZ.ZZ Exclude ZZ.299.4ZZZ.ZZ Exclude ZZ.ZZZ.4ZZZ.ZZ 7. Save and close windows until you are back at the Navigator Note: In 11i10 and prior, it was necessary to re-choose the responsibility to activate the cross validation rule. That is no longer necessary in R12. Test the Cross Validation Rules 8. Navigate to the Account Combinations window (N) Setup > Accounts > Combinations 9. To test your rule, attempt to add accounts according to the following table: Account Description Co 01.Administration.Cash.Default Co 01.Balance Sheet.Hardware Revenue.Default Co 01.Finance.Support Revenue.Default Co 01.Sales & Marketing.Training Revenue.Default 10. Disable your rules. Chapter 1 - Page 71

82 Practice - Define and Test Shorthand Aliases (Required) Overview In this practice, you will define and test shorthand aliases. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Verify the Shorthand Aliases Profile Option 1. Responsibility = XXGeneral Ledger Super User, XXBOOK 2. Navigate to the Profiles window (N) Other > Profile 3. Query the Flexfields: Shorthand Entry profile option User Value = Always 4. Save Query the Flexfield Structure 5. Navigate to the Shorthand Aliases window (N) Setup > Financials > Flexfields > Key > Aliases 6. Query your flexfield structure Define Shorthand Aliases 7. Define shorthand aliases. Enabled = Checked Max Alias Size = 20 For the prompt, type Shorthand Aliases 8. (T) Aliases, Descriptions 9. Enter full templates for the Bank account, the Accounts Payable account, and Accrued Expenses according to the following table: Chapter 1 - Page 72

83 Alias Template Alias Description Cash Cash Accounts Payable Trade Accounts Payable Accrued Expenses Accrued Expenses Payable 10. Enter partial templates for Salaries, Training Revenue and Bonuses according to the following table: Alias Template Alias Description Salaries Salaries Training Revenue Training Revenue Commissions Commissions 11. Save 12. Close windows until you are back at the Navigator Recompile the Flexfield 13. Navigate to the Key Segments window (N) Setup > Financials > Flexfields > Key > Segments 14. Query your XXAccounting Flexfield structure 15. Deselect the Freeze Flexfield definition checkbox 16. (B) OK in the Caution window 17. Save Freeze Flexfield Definition = Checked 18. (B) OK in the Caution window 19. (B) Compile 20. (B) OK in the Note windows 21. Close windows until you are back at the Navigator Test the Account Aliases 22. Navigate to the Account Combinations window (N) Setup > Accounts > Combinations Chapter 1 - Page 73

84 23. Place your cursor in the Account field and activate the List of Values. 24. The prompt for the Shorthand Alias should appear. 25. Activate the List of Values in the Shorthand Alias window. 26. View the templates you created. Disable Account Aliases for Your User 27. Responsibility = XXGeneral Ledger Super User, XXBOOK 28. Navigate to the Profiles window (N) Other > Profile 29. Query the Flexfields: Shorthand Entry profile option User Value = Not Enabled 30. Save Chapter 1 - Page 74

85 Practice - Open the First Accounting Period (Required) Overview In this practice, you will open the first accounting period for your ledger. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. Open the First Accounting Period You will convert summary balances into December of the prior accounting year and detail balances for each period until cutover. The cutover period will be the current calendar month. Open the appropriate periods. Note: Translation and revaluation cannot be completed in the first open period. 1. Responsibility = XXGeneral Ledger Super User, XXLEDGER 2. Navigate to the Open and Close Periods window (N) Setup > Open/Close Period = The first December in your calendar (There will be two. Be careful to choose the correct one.) 3. (B) Find 4. (B) Open 5. (B) Yes in the Decision window 6. Close the Open/Close periods window and monitor the concurrent request until it completes (Hint: Use (M) View/Requests). 7. Navigate back to the Open and Close Periods window 8. Click (B) Find to find all periods. Target Period = Current month Note: After specifying the Target Period and selecting (B) Open, all periods up to and including the Target Period will be open. This is a change from prior versions of Oracle Applications where each period had to be opened individually and consecutively. Chapter 1 - Page 75

86 9. (B) Open Note: You should limit the number of periods you have open in order to improve posting performance. This is particularly useful during implementations when you are uploading balances from a legacy system. Instead of having a year's worth of periods open as you are uploading and posting to each period, open a couple of periods and have a high number of future-enterable periods defined for your ledger. Note: The number of future-enterable periods can be changed at any time in the Ledger window. After you have uploaded the balances for all the periods, open each period to post the journal, then close older periods. Chapter 1 - Page 76

87 Practice - Run General Ledger Reports In this practice, you will run General Ledger reports. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. 1. Submit the Segment Values Listing Report. 2. View the output when your request completes. Chapter 1 - Page 77

88 Solution - Run General Ledger Reports Tasks Submit the Segment Values Listing Report 1. Navigate to the Standard Request Submission screen. (N) Reports > Request > Standard 2. Submit a single request. Name = Chart of Accounts - Segment Values Listing Segment Name = Account (B) Submit Note your Request ID 3. View the output when your request completes. Chapter 1 - Page 78

89 Practice - Set up Journal Sources Overview In this practice, you will set up journal sources. Assumptions Tasks Replace XX with your terminal number or unique number. You must have access to an Oracle Application Vision database or comparable training or test instance at your site on which to complete this practice. 1. Set Up a Journal Source (N) Setup> Journal > Sources Source = XXPurchasing Description = External purchasing accruals Import Journal references = Checked Freeze Journals = Checked Chapter 1 - Page 79

90 Solution - Set up Journal Sources Tasks Set Up a Journal Source 1. Open the Journal Sources window (N) Setup> Journal > Sources Source = XXPurchasing Description = External purchasing accruals Import Journal references = Checked Freeze Journals = Checked 2. (I) Save 3. Close windows until you are back at the Navigator. Chapter 1 - Page 80