Create and Setup Test Organization (Environment) in
Oracle Receivables (AR)
Hanne Riksheim Oracle Support Services Sr. Technical Analyst Gold Application Support Introduction This paper is meant as a guide to create a test environment or organization to model a customer environment or setup. It can also be used as a guide when you are creating a new organization in a multiorg environment when Recievables has already been set up. What setup steps should be completed when creating a new organization? To answer this question you need to understand that Oracle Applications is created to be flexible for companies that need to create several organizations. In 10.7, the introduction of an application that is multiorg compatible introduced a new partitioned table structure using a column called org_id. This new table structure is identified by the table name, i.e., name ends with a _ALL. Tables with the _ALL ending will separate information between the organizations. The intent of this paper is to go through all the setup steps necessary to create a fully functioning new organization. Why would you want to create your own test environment in AR? You might have a customer with a flexfield structure that is very different from what is used internally, and for the test case you will have to set up the customers flexfield structure to complete the test. You might have a customer that has a calendar that is different and you need to replicate this to complete a test case. You might have a customer that is not using the same location flexfield structure and you have to replicate the customers environment. You have an issue where the system option setup is different and you need to replicate. You might just want to have your own organization and responsibility to test in. Or you just feel like creating your own test environment for fun! You can set up your own test environment in AR, by creating and setting up your own organization (org). You will not have to go through all 52 AR setup steps outlined in the Users Guide, but there are some steps that will have to be completed. If AR has already been setup and there are other working organizations follow the steps below to create your own test environment. This document can also be used as a guide of what setup steps need to be completed when created a new organization in a multiorg environment. Create your Organization and Complete Setup for Oracle Receivables: Note: Some of the steps outlined in this paper do not go into extensive detail. It is assumed the reader of this paper already has a good working knowledge of Oracle Receivables. When creating a new organization, you can use an existing Accounting Flexfield or create your own. 1. Set up your GL Flexfield combination (Accounting Flexfield) Log into the application as System Administrator Menu: =>Application =>Flexfield =>Key =>Segments, This setup is just an example, it can be modified to fit individual needs. -Query 'Oracle General Ledger' Accounting Flexfield -Enter a new Flexfield (FF) title 'My FF' -Enter 6 segments (or as many segments that you would like) -Create value sets to fit the accounting FF structure of your organization* or you can use an existing value set Example of Accounting Flexfield structure: Seg: Name: Prompt: Column: Value Set: Size: --- ------- -------- --------- ------------ ----- 1 Company Company Segment1 Demo_Company 2 2 Region Region Segment2 Demo_Region 3 3 Cost Center CC Segment3 Demo_CostCenter 4 4 Account Account Segment4 Demo_Account 4 5 Product Product Segment5 Demo_Product 3 6 Sub Account SubAcct Segment6 Demo_SubAccount 4 *create a value set by clicking on Value Sets, enter Value Set Name and Description, Format Type, Maximum Size of the column, and Value Validation. At this point, you must decide which segment will be assigned to the Natural Account and which will be the Balancing Segment. To define these, you would click on Flexfield Qualifiers when you are defining the segment and select Natural Account or Balancing Segment. This is mandatory and you cannot compile the flexfield without this definition. 2. Enter valid values for the Value Set created above Under System Administrator responsibility Menu: =>Application => Flexfield =>Key =>Values -Click on value sets and enter the Flexfield value set name in the Name field -Create the valid list of values for the segments, make sure that the values you create are the same length as the segment. (If this is not a new value set the valid values may already be setup) NOTE: make sure that for the Natural Account qualifier there is one valid value that is 'Account Type' = Ownership/Stock See Note(Sure)2085535.6 3. Create a new Set of Books Under the General Ledger Manager responsibility Menu: =>Setup =>Financials =>Books, -Create a new set of books name: 'My Book' and enter Short Name -Chart of Accounts: 'My FF' (FF created above under #1) -Enter Functional Currency -Enter the calendar that will be used -Set up the following accounts using the My FF accounting FF: Retained Earnings Suspense Intercompany -Commit 4. Define a Responsibility Under the System Administrator responsibility Menu: =>Security =>Responsibility =>define Create a new responsibility 'My AR Resp': Application: Oracle Receivables Data Group: Name: Standard Application: Oracle Receivables Request Group: Name: Receivables All Application: Oracle receivables Menu: AR_NAVIGATE_GUI 5. Create a User Under the System Administrator responsibility Menu: =>Security =>User =>Define Create user and assign the responsibility created in step 4, or query existing an user and assign the responsibility created in step 4. 6. Enter Human Resources Profile Options Under the System Administrator responsibility Menu: =>Profile =>System -Check Responsibility and enter responsibility 'My AR Resp' -On the Profile line, enter - HR:User Type -Select value 'HR with Payroll User' under Responsibility column 7. Create the new organization Under the AR responsibility that you just setup Menu: =>Setup =>System =>Organization -Create a new Organization 'My Org' -Enter Location Addresses -Under Organization Classification: GRE / Legal Entity, click on Others, select Employer Identification and enter a number. Operating Unit, click on Others, enter My Org 8. Assign Organization to the Responsibility Under the System Administrator responsibility Menu: =>Profile =>System -Check Responsibility and enter responsibility 'My AR Resp' -Profile: MO: Operating Unit -Assign organization My Org to 'My AR Resp' responsibility for profile 'MO: Operating Unit' 9. Enter General Ledger Profile Options Under the System Administrator responsibility Menu: =>Profile =>System At responsibility level for 'My AR Resp' -Check Responsibility and enter responsibility 'My AR Resp' -Profile: GL Set of Books Name -Assigned 'GL Set of Books Name' My Book -Set Profile Option Sequential numbering to Not used (if you do not set Sequential numbering it will use the value that is set at site level.) 10. Replicate Seed Data Under the System Administrator responsibility Menu: =>Request =>Run -Run replicate seed data for organization just created -Verify the concurrent process completes successfully under View My Request You will need to Complete Basic AR Setup: Log into the application under the new responsibility, 'My AR Resp' and continue with the setup steps for Oracle Receivables. 11. Check Key Flexfields Menu: =>Setup =>Financials =>Flexfield =>Key =>Segment -Need to make sure territory FF is setup and compiled -Need to make sure sales tax location FF is set up and compiled (You may need to setup a new Sales Tax Location FF structure for each organization, Location FF structure can only be used by one organization) 12. Setup System Options Menu: =>Setup =>System =>System Options -Set up the system options using 'My Book' SOB -Set up the accounting information and all the accounts -Set up the tax information, and choose the location FF structure NOTE: make sure the location FF structure gets recompiled and all 5 concurrent requests complete successfully. -Set up Transaction and Customer information -Set up Miscellaneous Information 13. Enter Tax Codes Menu: =>Setup =>Tax =>Codes -Create tax codes -Create a Sales Tax, Exempt tax and a Location based tax. NOTE: if you are using location based taxes, this needs to be setup for all state, county, city and zip code ranges being used. 14. For customer setup, Menu: =>Customers =>Standard -Need to set up an address for the customer -Query up existing customer like 'My Co' -Go to alternate region addresses and enter a new address, -Make sure to create a bill to and a ship to address, -Assign a tax code to the customer at the Bill-to address use any tax code For Example: Exempt -Enter all the profiles for the customer at the address level if not it will use profiles entered at the customer level: Profile: Transaction Profile: Document Printing Profile: Amounts Complete setup steps for entering a transaction 15. Verify Batch Source Menu: =>Setup=>Transaction=>Sources -Create new Batch Source that you will use. -Replicate seeded data will give you some but batch sources should also be setup. 16. Setup Transaction Type Menu: =>Setup =>Transaction =>Transaction type -Enter a transaction type you will use for invoice, credit memo, debit memo, chargeback, deposit, and guarantee. 17. Setup Autoaccounting Menu: =>Setup =>Transaction =>Autoaccounting, - Enter the GL accounts that correspond to the Accounting FF being used in your organization -Set up the following accounts: Receivable Revenue Tax Freight AutoInvoice Clearing Unbilled Receivable Unearned Revenue 18. Setup Remit-To Address Menu: =>Setup =>Print =>remit-to addresses -Enter a remit-to address, -Country is set up as 'Default value' 19. Open Accounting Period Menu: =>Control =>Accounting =>Open/Close periods -Need to open the GL periods that you are going to enter transactions in. The calendar is created when setting up your set of books. 20. General Ledger Accounts Menu: =>Setup => Financial =>combinations -Verify the combinations that were used when setting up your transaction types are valid GL combinations. 21. Enter Salesreps Menu: =>Setup=>Transactions=>Salespersons -Enter salesreps that will be used. -Enter the GL accounts that will correspond to the particular salesreps NOTE: If you are not using salesreps or not requiring the salesrep information, this step is optional. NOTE: If you have your autoaccounting set to create accounts based on salesreps this is a mandatory setup step. Not mandatory setup steps for a new org, these steps are not org specific: -Setup Payment terms: Menu: =>Setup=>Transactions=>Payment Terms -Setup Accounting Rules: Menu: =>Setup=>Transctions=>Rules 22. Create an Invoice Transaction Menu: =>Transaction =>Transaction Now you can enter transactions For Example: Enter 3 invoices for the customer created in step 9 Invoice # - inv-1: $ 50.00 Invoice # - inv-2: $100.00 Invoice # - inv-3: $150.00 complete the invoices. Complete setup for entering a receipt: 23. Create AP Responsibility Under the System Administrator responsibility Menu: =>Security =>Responsibility =>Define -Create a new responsibility 'My AP Resp' 24. Assign Responsibility Under the System Administrator responsibility Menu: =>Security =>User =>Define -Query user created in step # 5 and assign responsibility created above in step #22. 25. Enter HR Profile Options Under the System Administrator responsibility Menu: =>Profile =>System -Check Responsibility and enter responsibility 'My AP Resp' -Profile: HR:User Type -Enter value 'HR with Payroll User' 26. Assign Organization to Responsibility Under the System Administrator responsibility Menu: =>Profile =>System -Check Responsibility and enter responsibility 'My AP Resp', -Profile: MO: Operating Unit -Assign organization My Org to 'My AP Resp' responsibility for profile: 'MO: Operating Unit' 27. Enter GL Profile Options Under the System Administrator responsibility Menu: =>Profile =>System At responsibility level for 'My AP Resp' -Check Responsibility and enter responsibility 'My AP Resp' -Profile: GL Set of Books Name -Assigned 'GL Set of Books Name' My Book 28. AP Set of Books Setup Log into the application using 'My AP Resp' Menu: =>Setup =>Set of books =>Choose -Assign your set of books (created in step 3) -Enter the calendar, functional currency, and GL account structure 29. Complete Remittance Bank Log into the application using 'My AR Resp' Menu: =>Setup =>Receipts =>Bank -Enter a Remittance Bank -Query up an existing bank like 'My Bank' -Click on 'bank accounts' -Enter all the GL account information -Enter the GL accounts in the 'Receivables Options' and 'More Receivables Options' region. 30. Create Receipt Class Menu: =>Setup =>Receipt =>Classes -Enter receipt class information, -Query up existing receipt source 'Manual Receipts' -Click on Bank Accounts, -Bank Name - 'My Bank' -Account Name - 'My Account', -Enter all the GL account information 31. Setup Receipt Source Menu: =>Setup => Receipts => Receipt Sources -Create receipt source 'My Source' Receipt Class - Manual Receipts Payment Method - check Bank Account My Account 32. Setup Receivables Activity Menu: =>Setup=>Receipts=>Receivables Activity -The seeded ones from replicate seeded data will need a gl account assigned -Create a any new Receivables activity that you will use -You will have to create a Finance Charge activity for the newly created org. 33. Setup Lockbox This step will need to be setup if you are going to import receipts through Lockbox Menu: =>Setup=>Receipts=>Lockbox=>Lockbox -Enter the lockbox that you will be using -Enter the Lockbox information like Batch Source Bank Account Bank Name Bank Origination Number Accounting Flexfield NOTE: The Transmission Format will not need to be setup, this will be the same for all the orgs 34. Enter and Apply Receipt Menu: =>Receipt =>Receipt Now you can enter and apply receipts For Example: Enter receipts and apply to invoices, Receipt #: 1-rcpt, $100.00, applied to invoice # 2-inv Receipt #: 2-rcpt, $200.00, applied to invoice # 1-inv and 3-inv. Conclusion It is the hope of this writer that after following these steps you will benefit by gaining better knowledge and understanding of what is involved in creating new organizations and how they are interpreted functionally.