Safexpress Oracle GL Do.070 Ver 1.0

Oracle ERP Implementation – Financials and
Supply Chain Modules

DO.070 USER GUIDE
General Ledger
Author: Arvind Varaganti
Creation Date: October 15, 2007
Last Updated: November 15, 2007
Version: 1.0
Approvals:
Submitted by:
Satyam Computer Services Limited
Enterprise Applications and Business Intelligence Solutions
Tel: +91-40-6316666, Fax: +91-40-6319990 - www.satyam.com
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DO.070 User Guide – General Ledger

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Preface
This document contains a brief overview of how various tasks are to be performed in
the General Ledger module of Oracle Applications. This document is not intended to
be a replacement of the Oracle Applications User Guide and shall have to be read in
conjunction with Oracle Applications User Guide for the module and the design
documents submitted as part of the Implementation Process.
This document has been organized as per the structure given in the Table of
Contents, providing procedures/information relevant to “SAFEXPRESS” Operations
as well as certain general information / guidance about the functions of Oracle
General Ledger.
Topics discussed are:
Entering Transactions
Administrative & Maintenance Activity
Generic Activity
Period End Activity

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How the Manual Is Organized
This manual is divided into 4 sections:

Section 1 – Entering Transactions
Section 2 – Administrative & Maintenance Activity
Section 3 – Generic Activity
Section 4 – Period End Activity
Audience
This manual is written for SAFEXPRESS users using Oracle General Ledger
Application.
Related Documents
General Ledger BP080 Future Process Model
General Ledger Configuration Document (BR100)
Oracle General Ledger User Guide

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Contents
Document Control ..................................................................................................................2
Preface 3
How the Manual Is Organized..............................................................................................4
Audience ...........................................................................................................................4
Related Documents..........................................................................................................4
SECTION 1 Entering Transactions ......................................................................................................................8

Topical Essay ...........................................................................................................................9
CHAPTER 1 Creating Journal Batches................................................................................................................11

Overview.........................................................................................................................11
Process .............................................................................................................................11
CHAPTER 2 Entering Journals ...........................................................................................................................13
CHAPTER 3 Reversing Journal Entry ...............................................................................................................16
CHAPTER 4 Changing a Batch Period ..............................................................................................................20
CHAPTER 5 Importing Journals ........................................................................................................................22
CHAPTER 6 Reversal Journal & Auto Reversal..............................................................................................25
CHAPTER 7 Journal Posting...............................................................................................................................28
CHAPTER 8 Journal Approval ..............................................................................................................................33

Approve Journals (By the Approver)..........................................................................34
CHAPTER 9 Journal Through ADI.......................................................................................................................37

Creating Journal Worksheets .......................................................................................38
Uploading Journal Entries from ADI to General Ledger .........................................42
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SECTION 2 Administrative and Maintenance Activity......................................................................45
Topical Essay .........................................................................................................................46
Chapter 1 Calendar ...............................................................................................................................................47
Chapter 2 COA Maintenance .............................................................................................................................49
Chapter 3 Define Set of Books...........................................................................................................................54
Chapter 4 Journal Approval Limits...............................................................................................................56
Chapter 5 Document Sequencing........................................................................................................................59
Chapter 6 Security Rules.....................................................................................................................................61

Defines Security Rules...................................................................................................61
Assign Security Rules....................................................................................................63
Chapter 7 Cross Validation Rules .....................................................................................................................65
Chapter 8 Journal Categories ..............................................................................................................................68
Chapter 9 Account Alias .....................................................................................................................................70
SECTION 3 Generic Activity ...................................................................................................................72

Topical Essay .........................................................................................................................73
Procedures ......................................................................................................................73
Scope................................................................................................................................73
Responsibility .................................................................................................................73
CHAPTER 1 Submit Standard Reports...................................................................................................................74
CHAPTER 2 Viewing Details Account Balances ................................................................................................77
CHAPTER 3 Viewing Journal T-Accounts .............................................................................................................80
SECTION 4 Period End Activity..............................................................................................................83

Topical Essay .........................................................................................................................84
Procedures ......................................................................................................................84
Scope................................................................................................................................84
Responsibility .................................................................................................................84
CHAPTER 1 Financial Statement Generator ........................................................................................................85

Row Set............................................................................................................................86
Column Set .....................................................................................................................90
Content Set......................................................................................................................93
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Reports ............................................................................................................................93
Report Set........................................................................................................................96
Navigation: Reports>Financials>Report set ..............................................................96
CHAPTER 2 Close Accounting Cycle....................................................................................................................99

Monthly Closing ..........................................................................................................102
Monthly Closing – Individual Modules ...................................................................103
Annual Closing ............................................................................................................104
CHAPTER 3 Standard Reports ............................................................................................................................106

Account Analysis Reports ..........................................................................................107
Chart of Accounts Reports and Listings ...................................................................109
Financial Statement Generator Reports and Listings..............................................110
General Ledger Reports ..............................................................................................111
Journals Reports...........................................................................................................112
Trial Balance Reports...................................................................................................114
Other Reports and Listings.........................................................................................115
Execution Reports ........................................................................................................115
Closed Issues for this Deliverable.....................................................................................118
Open Issues...................................................................................................................118
Closed Issues ................................................................................................................118

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SECTION
1 Entering Transactions
his Section will describe the Transaction flow as it will be done in

T Oracle General Ledger for the following activities in the General
Ledger Process .
Topical Essay
The User Guide is a role-based document that provides specific user

procedures to follow based on the user’s role.
Scope This procedure covers the following functional areas:
Creating Journal Batches.

Entering Journals
Reversing Journal Entries
Changing a Batch Period
Importing Journals
Generating Reverse Journals
Posting Journals
Responsibility
SFX General Ledger Super User is allowed to

Create Journal Batches.
Enter all kinds of Journals.
Create FSG Reports.
Create Segment Values.
Make changes in the existing setup.
SFX General Ledger User is allowed to

Create Journal Batches.
Enter all kinds of Journals.
Create FSG Reports.
SFX General Ledger Inquiry User is allowed to

Inquire Account Balances.
Inquire Journal Entries.

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Ownership
General Ledger Super User is responsible for ensuring this document
is necessary, reflects Actual practice, and supports Daily policy.

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CHAPTER
1 Creating Journal Batches
Overview
Oracle General Ledger provides for organizing journal entries with common attributes into batches.
For example, journal entries can be grouped by type, date, or preparer. There can be multiple journals
in one batch, or a separate batch for each journal entry.
All journal entries in a batch must share the same period. You can create a journal batch for any Open
or Future Enterable accounting period, but you can only post batches in open accounting periods.
Process
Navigation - Journals > Enter
To create a new batch with multiple journal entries:

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Navigate to the Enter Journals window.
Choose New Batch.
Enter Batch name to identify the batch on general ledger and journal entry reports –
Duplicate batch names in the same accounting period are not possible. If a batch name is not
entered, General Ledger will create a default name from the source, combined with a unique
batch ID and the system date.
Enter the accounting Period for which the entries in the journal batch are to be posted. General
Ledger defaults to the latest Open period.
.Enter a Control Total if you want to verify the total debits for the journal batch against the batch
control total. You can also enter a control total at the journal entry level.
Choose Journals to add journals to the batch.

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CHAPTER
2 Entering Journals
Overview
If batch information is not required to be entered, a journal can be directly entered. General Ledger
will create a batch for the entry automatically; using the source (Manual) combined with a unique
batch ID and the system date.
Transactions Covered
List of Processes covered
BP.080 Process Flow

S. No. Number Description
1 GL .100 – Manual Journal Journal Creation
Creation
Journal Creation Process

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Process
Navigation - Journals > Enter
Enter or query the batch for which you are entering journals. To enter a journal without entering
batch
Information, choose New Journal
- To enter journals for a new batch, choose New Batch and enter the batch information.
-To add journals to an existing batch, query the batch and choose Review Batch. Journals can be
added to an existing batch only if the batch is not posted.
Choose Journals.
Enter a unique Journal name for the entry. If you do not enter a journal name, General Ledger
automatically assigns a name using the following format: Source Journal ID Date. Journals
should be named according to the nature of the journal lines to be booked in the concerned
Journal.
Enter the Period for the journal entry. If you entered a period at the batch level, you must use the
same period for each journal entry in the batch. If you did not enter a period at the batch
level, choose any Open or Future Enterable period for the journal entry. Note that you can
only post journals in Open periods.

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Accept or change the default Effective Date for the journal entry.
Enter a Category to describe the purpose of the journal entry. All lines in a journal entry share the
same journal category. Please note that the Journal Category cannot be changed once the
Transaction is saved.
Note: - Select Journal Category “Bank Account Transfer” for Inter Bank Account Transfers.
Select Journal Category “Payroll-Safexpress” for Payroll related transactions. Select
Journal Category “Cash Collections Deposit” for depositing the cash collections
transactions. Select Journal Category “Revenue Recognition – AR” for transactions related
to AR Revenue Recognition.
Enter an optional Description for the journal entry. General Ledger uses this as the default
description for each journal entry line. You can change the journal entry description as
necessary.
Note:- Please enter Cheque Number in Journal Description Column. This is required to ensure
proper Automatic Reconciliation. Please do not enter any text except Cheque Number in
Journal Description column.
Enter a Control Total if you want to verify the total debits for the journal lines against the journal
control total. If the journal total does not match with the control total, then system will not
allow posting of the journal. It will allow the journal to be saved, after giving a warning
message.
Accept the default Currency (the functional currency for the set of books).
Save the work.
To enter journal lines:

Enter a Line number for each journal line to control the sequence in which the journal entry lines
appear online and in reports. After you enter the first journal entry line number, General
Ledger automatically increments the numbers for the following lines. You can change the line
numbers as necessary before committing the record.
Enter an Account for the journal line. Choose the account code from the list of values.
Enter the Debit or Credit amount for the designated account.
Save the work.
Press ‘Approve’ to forward this journal to the approver. Once journal is approved, it can be
posted.
Note:- Currently all the Journals entered manually in GL need to be posted after Approval by
Approver.
Once, the Journal is approved by the Approver, a Notification is sent to the person who has entered
the Journal.
Navigate to Others
Notifications and see the Notification.

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CHAPTER
3 Reversing Journal
Entry
Overview
Use reversing journal entries to reverse accruals, errors or temporary adjustments and
reclassifications.
Assign a reversal period to a journal entry if a reversing entry is desired to be generated from the
Enter Journals window, or later from the Reverse Journals form. One can enter a reversal period at any
time, even after the journal is posted. However, it is not possible to reverse batches and journals that
have already been reversed. One can also reverse a journal or batch from the Enter Journals window,
even if a reversal period and effective date has not been assigned.

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BP.080 Process Flow

Creation
Process
Navigation - Journals > Enter Journals
To assign a reversal period and effective date to a journal entry:
Query the batch and journal within the batch for which you want to assign a reversal period.
Choose Review Journal.
Choose More Details.
Enter the Period for the reversing entry.
Select a reversal Method:

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Switch Dr/Cr: General Ledger creates the reversing journal by switching the debit and credit amounts
of the original journal entry. This method is often used when reversing accruals/provisional Journals.
Once you enter the effective date, reversing period, and reversal method, the journal entry is marked
for reversal and will appear in the Reverse Journals window.
Generate the reversing entry from the Enter Journals window, or from the Reverse Journals window.

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To reverse an entire journal batch:
1. Navigate to the Enter Journals window.
2. Query the batch you want to reverse.
3. Choose Review Batch.
4. Choose Reverse Batch to generate Unposted reversal batches for each entry.
If you did not assign a reversal period for one or more journal entries, General Ledger
prompts you for a default reversal period (and effective date).
5. Choose OK, then enter a reversal method:
Switch Dr/Cr: General Ledger creates the reversing journal by switching the debit and credit
amounts of the original journal entry. This method is often used when reversing accruals.
Change Sign: General Ledger creates the reversing journal by changing the sign of the original
journal amounts from positive to negative. This reversal method is often used when reversing
journals to correct data entry mistakes.
6. Post the reversing journal batches.

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CHAPTER
4 Changing a Batch
Period
Overview
If the period for an Unposted batch is changed, General Ledger updates the posting date for each
journal entry.
BP.080 Process Flow

Creation

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Process
Navigation - Enter > Journals
To change the period for a journal batch:
1. Navigate to the Enter Journals window
2. Query the batch you want to change.
4. Choose the More Actions button.
5. Choose Change Period.
6. Enter the new batch Period.

If the original creation date of the journal entry batch is within the new period, General Ledger
assigns the creation date as the new Effective Date. If the creation dates of the journal entry batch
is not in the same period as the new batch period, General Ledger assigns either the first or last
day of the new period as the new Effective Date, depending on which date is closer to the creation
date.
7. Choose OK to save the revised batch.

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CHAPTER
5 Importing Journals
Overview
This form is used to import accounting data from Oracle and non-Oracle feeder systems, and create
Unposted journal batches. Oracle applications, sub-systems will require journal import, only if the
‘import journals’ option is not enabled in the sub ledgers like Accounts Payable or Accounts
Receivable.
When the General Ledger Transfer programs are submitted from the Sub Ledgers with out submitting
for automatic Journal Import, the journals have to be imported to General Ledger through this
program. Journal Import creates journal entries from data in the GL_INTERFACE table. Oracle Sub
Ledgers automatically populate this table.
General Ledger validates all data in the interface table before creating journal entries.

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Process
Navigation - Journals > Import >Run
To import journal entries to General Ledger:
Navigate to the Import Journals window.
Enter the Source from which you want Journal Import to create journal entries.
1. Choose the selection criteria for the journal source to be imported. The criteria are:
No Group Id
Specific Group Id
All Group Ids
2. If ‘specific group id’ option is chosen, then the group id field is enabled and the value can
be chosen from List of Values. List of values displays only journals pending imports.
3. You can import data for the same or different sources in parallel by specifying a unique
Group ID for each request. General Ledger imports data with the journal entry source and

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group ID combination you specify. If you do not specify a group ID, General Ledger
imports data from the specified journal entry source with no corresponding group ID.
4. Define the Journal Import Run Options. Choose ‘create summary journals’ if the journals
are to be imported in summarized format.
5. Enter a Date Range to have General Ledger import only journals with accounting dates in
that range. If you do not specify a date range, General Ledger imports all journals data.
6. Choose Import to submit a concurrent process to import journals.
7. Review the Journal Import Execution Report from the concurrent request window, to
determine the number of errors in the import data. The report groups errors and gives the
details of errors and reasons for errors. Corrective actions can be taken based on this
report. If there are no errors, then the report prints without errors or error messages.
Note: For transfers from Oracle sub ledgers, the option ‘Import Journals’ would be enabled, so,
the process of running this as a separate process would not be required. System would initiate
the journal import automatically.

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CHAPTER
6 Reversal Journal &

Auto Reversal
Overview
You can generate reversing entries from the Enter Journals window, or you can use the Reverse
Journals window to reverse any unreversed journals. The unreversed journals must have an assigned
reversing period and reversal method.
You can reverse a single journal or an entire batch from the Enter Journals window. You can even
reverse a journal entry or batch if you have not assigned it a reversal period.
If you reverse a journal batch, General Ledger creates a reversing journal entry for each journal entry
in the batch. Note that this also generates a separate reversal batch for each reversed journal.
Process
Reversal from Reversal Window
Navigation - Journals > Generate >Reversal
Prerequisites

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Enter journals.
If you want to reverse journals from the Reverse Journals window, assign a reversing period to the
journals.
To generate reversing journals from the Reverse Journals window:
1. Navigate to the Reverse Journals window.
2. Query the journals to be reversed. For each journal see the Period Entered and Period
Reversing that indicate the accounting period of the original journal entry and the accounting
period specified as the reversing period.
3. Select each Journal Entry to be reversed. Note that even though a journal may have a
reversing period, it may not be reversible for several reasons, such as the reversal period or
effective date is closed.
4. Choose Reverse to generate an Unposted reversing batch for each selected journal.

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Enter the following information:
1. Select the journal to be reversed.
2. Click on the reverse button to create an Unposted journal reversal entry.
3. General Ledger names the reversal journal batch as follows: Reverses [Original Journal
Entry Name] [Date] [Time]

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CHAPTER
7 Journal Posting
Overview
This form is used to post journal batches that are entered, generated, or imported to update account
balances.
BP.080 Process Flow

Creation

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Process
Navigation – Journals > Post
This path will take you to the Find Journal Batches Window. Specify the search criteria and click the
Find button. This will take you to the Post Journals window.
Posting Journal Batches
1. Post journal batches to update the account balances of the detail and summary accounts.
2. You can select and post journal batches from the Post Journals window. In addition, you can
post a journal batch by choosing the Post button when you are entering or reviewing a journal
entry.
3. When you post to an earlier open period, actual balances roll forward through the latest open
period.
4. If you post a journal entry into a prior year, General Ledger adjusts the retained earnings
balance for the effect on the income and expense accounts.
5. Journal Posting can be automated by scheduling the Automatic Posting program to

periodically select and post batches.
Note:- We have Scheduled Automatic Posting Program to post all the transactions imported
from Accounts Payable, Accounts Receivable, Purchasing and Inventory.
Only the transactions entered manually in GL and the transactions imported from Fixed Assets
into GL (Once in a month) needs to be posted manually.

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To post journal batches:
Navigate to the Post Journals window.
Note: You can also post a journal batch by choosing the Post button when you are entering or
reviewing a journal entry. This will post the entire batch containing the journal you are entering
or reviewing.
6. Query the journal Batch you want to post. You can also query all Unposted journal batches.
You see the Batch name and the posting Period, Balance Type, Debit and Credit Amounts.
7. Review the Period Status and Post Status to determine if a batch is available for posting. You
can post actual batches to open periods.
8. Check the Control Total for the journal entry batch, if you entered one. If the control total
does not equal Total Entered Debits and Total Entered Credits, you cannot post the batch.
9. Select the journal batches you want to post by checking the box next to each batch. The record
is highlighted to indicate that it has been selected for posting
10. Choose Post to submit a concurrent request to post the selected journal batches.
After the concurrent process completes, review the Posting Execution Report to determine if there
were any Errors during posting.

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Canceling a Batch Posting
To cancel a journal batch posting request:
In the concurrent requests window, verify that the concurrent request for the batch has a Status of
standby or pending. Click on the ‘cancel’ button to cancel the concurrent request. The batch status
resets to Postable.
Reviewing the Batch Posting Status
1. Review the batch posting status to determine whether the batch has posted successfully.
If a batch is not posted, you can make changes to the batch and its entries.
2. Once a batch is posted, you cannot change any information that affects the balances, such
as accounts or debit and credit amounts. You can, however, change the reversal period
for entries in the batch.
To review the batch posting status:
1. Navigate to the Enter Journals window.
2. Query the batch whose status you want to review.
4. General Ledger automatically displays the Posting Status for the journal batch. Batches can
remain Unposted for a number of reasons, including control total violations and posting to
closed periods. General Ledger may also indicate that the batch is Processing, or has been
selected for posting but has not yet run.
5. The batch may not have posted due to an Error, such as an invalid journal entry line.
Journals – Auto Reversal
When a particular category or categories of journals are to be automatically marked for a reversal
based on the period rules and the reversal has to be performed automatically, the same could be
achieved through this configuration of Auto Reverse Criteria.
For each journal category you define in General Ledger, you can select journal reversal criteria to
control how and when your journals are reversed. You can also choose to enable auto Reverse and
auto Post to automatically generate and post your reversals.

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Navigation – Setup>Journals > Auto Reverse
1. Select the journal category for which automatic journal reversal has to be set.
2. The selected journal category will appear in this field.
3. Select a reversal method from the pop list.

• Switch DR/CR: reverses journals by changing the debits and credits of your originating
journals.
• Change sign: reverses journals by changing the sign of your originating journals.
4. Select a reversal period rule.
5. Mark the auto reverse check box for generating automatic reversal journals.
6. Mark the autopost check box for automatically posting the reversal journals.
7. Save your work.
Whenever a journal is entered with the category that has been configured for such Auto reversal as
mentioned above, the journal is automatically marked for reversal with the default period in which
the same has to be reversed. The reversal journal would be generated immediately when the next
period is opened and the reversal journal entry would also be posted automatically.

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CHAPTER
8 Journal Approval
Overview
All journals created manually in GL, will have to be first approved by an appropriate authority before
being posted. The appropriate authorities with approval limits have been defined as given in the Set-
up document. The Employee-Supervisor relationship has also been created to enable automatic
forwarding of various documents.
In Safexpress’s context, all journals created from the following sources have been set to be Postable
only after approval by an appropriate authority.
Sl No : Source
1 Manual (For Journals entered manually online)
2 Spreadsheet (For Journals uploaded through GL Desktop Integrator GLDI)
BP.080 Process Flow

Creation

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Process
To Approve Journals/Journal Batch
After completion of the Entry of Journal Lines, it has to be submitted for Approval. The journal will
be automatically forwarded to the approver with appropriate authority for approval purpose.
Click on Approve button from the Journal Entry Form.
The Journal will be forwarded to Approver for approval, the approval status of the Journal changes to
'In Process'. When a Journal approval is “In Process” status, no corrections can be performed on the
journal unless the journal is rejected by Approver. An approved journal can be corrected prior to
posting after unapproving the document.
Approve Journals (By the Approver)

All the Journals submitted for approval by the Preparer, will be forwarded to appropriate Approver
the System as discussed above. In order to approve the journal, the approver has to perform the
following activities
Navigate to the Notifications Window (Path: Others>Notifications). Notifications can also be
viewed once the user logs in the home page.
The web page with Query region would open and find search for all Open Notifications
All pending notifications will be listed in the window.

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Select the Journal to be approved
Choose 'Respond' button and select appropriate decision (Approved/Rejected). Comments if
any could be entered under the Comments region. These comments will be available to the
Preparer to view.
If you want to Review the Journal before approval, select the 'Enter Journals' button and
review the Journal.
Approver may ask for additional information by selecting ‘Request Information’ tab.
Pl. Note that Approver cannot modify the journal, which has been submitted for approval.
Any modifications can be performed on the journal only by the Preparer and only if the
journal is rejected.
On completion of any of the above action (Approval/Rejection) the document status changes
to Approved or Rejected after which the same is available for corrections.

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To correct an approved Journal
To correct an Approved Journal, first the Journal has to be Unapproved. The same can be
performed by the following action
1. Navigate to the Journal entry form and query the journal that has to be corrected.
2. Choose 'Unapprove ' button.
3. This action will change the approval status of the Journal to 'Required'.
Now the Journal can be corrected. After correction, the journal has to follow the process of Approval
before being posted.

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CHAPTER
9 Journal Through ADI
Overview
Applications Desktop Integrator (ADI) is a spreadsheet-based extension to select Oracle Applications

modules that offers full cycle accounting and asset management within the comfort and familiarity of
a spreadsheet. ADI combines a spreadsheet’s ease of use with the power of Oracle Applications, to
provide true desktop integration during every phase of your accounting cycle.
ADI includes the Budget Wizard, Journal Wizard, Report Wizard, and Analysis Wizard to simplify
your work with General Ledger. To facilitate chart of account maintenance, use the Account Hierarchy
Editor. ADI also includes the Create Assets, Record Physical Inventory, and Import Text File features
to simplify your work with Oracle Assets.
BP.080 Process Flow

Creation

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Process
Use the Journal Wizard to design and automatically generate spreadsheet-based journal entry
worksheets. Enter your journal entries directly in this worksheet, where you can take advantage of the
spreadsheet’s many data entry shortcuts, such as copying and pasting cells, dragging and dropping
ranges of cells, or even using formulas to calculate journal line amounts.
ADI validates the data you enter against the accounts, security rules, and reference information you
defined in General Ledger. Once you’ve created your journal entries and ADI has validated the data,
you can automatically upload your journals to General Ledger. These journals can also be subjected to
approval like any other journals after uploading in GL.
With the Applications Desktop Integrator (ADI) Journal Wizard, you can create journal entries using
Microsoft Excel, and then automatically upload them to Oracle General Ledger. You make your
journal entries using journal worksheets that are created automatically by Journal Wizard. With
Journal Wizard you can:
Customize journal worksheets by adding supplemental journal entry information.

Use the powerful spreadsheet features of Excel. For example, you can use formulas to calculate journal
amounts.
Save a journal worksheet to a file, which can then be transferred to another PC for further changes,
even while disconnected from your General Ledger database.
==========================================================================
=======
Important Note: It is suggested that the GLDI journals be verified for their appropriateness, correct
data capture and quality prior to posting of them.
==========================================================================
=======
Creating Journal Worksheets
You use Journal Wizard to create customised journal worksheets in Microsoft Excel. From a
journal worksheet, you can enter journal entries, then upload and transfer them to General
Ledger.

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To create a journal worksheet:
1. Choose General Ledger from the ADI toolbar and select Enter Journals from list of values.
2. Select your journal worksheet options.
3. Choose the Journal Type to select the required journal worksheet.
4. (Optional) Choose the Edit Layout button to customize the journal worksheet.
5. Choose OK. ADI automatically creates your journal worksheet.
Note: Unprotect your worksheet to insert additional rows into the journal
template. Choose Tools > Protection > Unprotect from the Excel menu.
Journal Worksheet Options

Use the Create Journal Worksheet window to specify the journal type and number of journals you will
enter in your journal worksheet.

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Choose Journal Type
There are four types of journals you can enter from the Journal Wizard. When you select one, ADI
creates a corresponding journal worksheet in Excel:
Functional Actuals: Create actual journal entries in INR (The functional currency for
SAFEXPRESS)
Number of Journals
You can use a Journal Worksheet to enter one Journal Entry or a Journal Batch. You must specify the
number of Journal entries option before the Journal Wizard creates a journal worksheet.
Single: Use to prepare an individual journal entry. Information common to all lines in your
journal entry is reflected in the journal worksheet header. This includes Category, Source,
Currency, and Accounting Date. For each line of the actual entry, you enter information such
as Account, Debit amount, and Credit amount.
Multiple: Use to prepare multiple journal entries. All information pertaining to a journal
entry, even that which is common to more than one line, is entered on each line of a multiple
journal entry.
With multiple journal entries, you can combine journal entries that have different Journal categories
on a single journal worksheet. You can then upload these different journal entries at the same time.
When Oracle General Ledger imports the entries from the GL Interface table, it separates the lines into
appropriate entries and batches.
Create Worksheet in
New Workbook: Select this option to create your journal worksheet as a new Excel workbook.
Current Workbook: Select to create your journal worksheet as a new worksheet within the
current Excel workbook. This option is only available when you already have an Excel
workbook open.
To customise the journal worksheet and modify the columns available for entry of journals, please
refer to the ADI User guide.

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To create Functional Actual journal entries:
1. Enter the journal header information as requested on the worksheet. I.e. select Journal
Category . Journal source will “Spreadsheet” (By default, and this cannot be changed). Enter
Currency and Accounting Date (i.e. Journal Effective Date).
2. Enter an Account for each journal line by entering the account directly or by choosing from a
list of values. (The Segment Values can also be copied from any other excel sheet into this
ADI template).
3. Enter a Debit or Credit amount for each journal line. You can use Excel formulas to enter your
amounts. Enter Cheque Number in Journal Description Column for (Inter Bank Account
Transfers).
4. Enter information for any optional fields that you specified if you customized the journal
worksheet.
5. Upload your journals to General Ledger.

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Uploading Journal Entries from ADI to General Ledger
After creating journal entries in a journal worksheet, you must upload them to Oracle General Ledger
for posting. Uploading is a two-step process. First, you must upload your journal entries to the
interface table. Second, you must import the journal entries from the interface table to General Ledger.
To upload journal entries from a journal worksheet to the interface table:

While viewing your journal worksheet, choose General Ledger from the ADI toolbar and
select Upload to Interface from the list of values.
Enter your Journal Upload Options.

You can select three options to control uploading and importing:
Rows to Upload: Controls, which rows in the journal worksheet to upload.
Select:
Flagged Rows— to upload only those rows that are marked with a flag character
in the upload column of your worksheet.
All Rows — to upload all rows in your worksheet, regardless of whether changes
have been made.
Pre-Validation: You can pre-validate your journal data before you upload it to
General Ledger. Pre-validating can minimise the possibility that the General Ledger
journal import process will fail because of a validation error. Pre-validating is useful
when you expect that the journal import process to be quite lengthy or when you plan
to run it unattended, such as overnight. This would be always set to Full as the profile
option GLDI: Force Full Validation would be set to ‘YES’

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Start Journal Import: Check this box to start the journal import process automatically after the
upload completes. When this box is checked, you can select additional options for the journal
import process:
Create Summary Journals (Check this box unless you are entering a Journal having
Descriptive Flexfield information) — If this box is checked, General Ledger
summarises all transactions that share the same account, period, and currency. If you
don’t check this box, General Ledger creates a journal line for every row in your
journal worksheet. Leave this box unchecked to ensure that lines are created in the
same way as entered. This option cannot be selected when you are also importing
descriptive Flexfield information.
Descriptive Flex - Select ‘Without Validation’ to facilitate importing of all the
Descriptive Flexfield values entered.
Select OK to submit Journal Import or cancel to abandon.
If you choose to start the journal import process automatically after the upload completes, the
system will do the following:
Submit your journal import request
Submit a watch request to monitor your journal import request
Display a window showing:
Number of errors in the upload to the interface table
Journal Import Request ID
A message indicating that a watch request has been submitted for the Journal Import Request ID

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For rows that do not upload successfully, the system provides an explanation in the Messages section
of the journal worksheet. If you selected Show Upload Success Indicator from the general options
window, the system also displays status indicators in the Messages section for each journal line.

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SECTION
2 Administrative and
Maintenance Activity
his Section will be the Administrative & Maintenance Activity as it

T will be done in Oracle General Ledger for the following activities in
the General Ledger Process cycle.

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Topical Essay


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Chapter
1 Calendar
Overview
SAFEXPRESS would be following a financial calendar (Apr to Mar) of Type ‘SFX_MONTH with 16
Periods per year comprising of 12 months and 4 adjustment periods.
The calendar definition would be as per the format mentioned in the GL Setup document. To define
additional periods in the calendar, the steps given below need to be followed.
Process
Setup>Financials>Calendar>Accounting

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1. Query the calendar “SFX_CALENDAR”
2. Enter the first 3 letters period name in Initcaps.
3. Select SFX_MONTH as the calendar type.
4. Enter the Financial year.
5. Enter the Quarter to which the period belongs.
6. Enter the period number for the financial year.
7. Enter the From and To date for the period.
8. Mark this check box for the adjusting period.

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Chapter
2 COA Maintenance
Overview
The Chart of Accounts structure (known as Accounting Key Flexfield) for SAFEXPRESS consists of
Seven segments. All accounting distributions would have to capture values for all the segments. The
set-up related to Chart of Accounts has been included as part of the Set-up document. However, new
values may require to be added to the existing value sets and other activities may have to be
performed against the values in Chart of Accounts. The procedure for the same is discussed in detail
subsequently. Following are the possible activities that could be performed related to Chart of
Accounts
a. Creation/modification of Segment Values

b. Other Setups related to Chart of Accounts
Creation & Modification of Segment Values
1. Natural Account
Setup>Financials>Flexfields>Key>Values

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Enter the Structure name as “SFX_ACCOUNTING_FLEXFIELD” and enter the Segment name.
Click on the <Find> button.
1. Enter the value code and Description.

2. If the values are to be used for a specific duration, then enter the from and to dates.
3. Mark the parent check box in case of parents
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Important Note:-
Allow posting – Yes for child and No for parents
Allow Budgeting – Yes for child values and No for parents
4. For Account segment, enter the type of account as Expense, Revenue, Asset, Liability, and
Owner’s Equity.
5. Define child ranges for the Parent Values by clicking on “Define Child Ranges” button.
2. Branch Segment Values
Setup>Financials>Flexfields>Key>Values
Enter the Structure name as “SFX_ACCOUNTING_FLEXFIELD” and enter the Segment name.

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Note: - Do not forget to enter Additional Information for Branch Segment Values. This is very
important from AP and AR Interface perspective.

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Very Imp: - Whenever a new Branch Segment value is added, AR Team needs to be informed
so that they can create that they will create Branch as a Customer, Receipt Class for that branch,
Salesperson etc…
Similarly, add/modify other segment values.
Note: - When new segment values are added, wherever necessary, appropriate changes needs to
be made to FSG (Financial Statement Generator) Reports.

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Chapter
3 Define Set of Books
Overview
Set of Books is the identity which holds all valid Financial Transactions for an Organization in Oracle
Financials. In Safexpress’s context the Set of Books definition has already been completed as part of
initial configuration.
However, for any reason if additional set of book has to be defined (say for Rolling out to other
countries subject to the design); the steps to be followed are given below
Setup>Financials>Books>Define

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1. Enter the name of the Set of Book.
2. Enter the short name
3. Enter the description
4. Enter the Chart of Account structure’
5. Enter the Calendar Name
6. The Period Type
7. Select the Future Period
8. Enter the Retained Earnings Account & Translation Adjustment Account.

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Chapter
4 Journal Approval
Limits
Overview
Journal Approval is enabled by checking the checkbox “Journal Approval” in Set of Books Definition.
To disable the journal Approval, Journal Approval checkbox should be unchecked.
Setup>Financials>Books>Define. Press F11 and then Ctrl+F11

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Move the cursor to Journalling TAB Page
Uncheck the “Journal Approval” checkbox if Journal Approval needs to be disabled.

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Assigning Journal Approval Limits:-
Setup>Employees>Limits. Press F11 and then Ctrl+F11.
If Employee Approval limit needs to be assigned to any new employee, then, employee name
needs to be selected and appropriate Authorization Limit needs to be entered here.

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Chapter
5 Document Sequencing
Overview
Document Sequencing is enabled for General Ledger, Cash Management, Accounts Receivable and
Accounts Payable Module. At the end of the Year, new sequences need to be defined and assigned to
the corresponding Categories.
Setup>Financials>Sequences
Define
Press F11 and then Control +F11 to query the existing Document Sequences.
All the sequences defined here, needs to be redefined for every new financial year exactly in the
same manner in which they are existing now.
Note: - The Document Sequences “DATA CON INV - 01OCT07”, “DATA CON PMT -
01OCT07” and “DATA CONVERSIONOCT07” need not be defined for every financial year.
These are created for transactions relating to opening balances.

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After defining the sequences, they need to be assigned to different Categories.
Setup>Financials>Sequences
Assign
Press F11 and then Control +F11 to query the existing Document Sequences assignments. Assign
the document sequences to appropriate Categories for every new financial year exactly in the
same manner in which they are existing now.
Note: - The Document Sequences “DATA CON INV - 01OCT07”, “DATA CON PMT -
01OCT07” and “DATA CONVERSIONOCT07” need not be defined for every financial year
and hence these need not be assigned to any Categories.

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Chapter
6 Security Rules
Overview
Security Rules govern the access to certain segment values to certain responsibilities. Security Rules
would prevent the responsibilities to which they were assigned from using the controlled segment
values in both transaction entry and inquiry where the segment value is the driver for the query. Some
of the Standard Reports and also all the FSG Reports would include any restrictions placed by the
Security Rules.
While defining these security rules, care should be taken to ensure that a Global include (All values)
should be first declared and then specific exclusions are declared. A meaningful message should be
provided to ensure that the user get an appropriate message. Post definition, the security rule has to
be assigned to all the relevant responsibilities.
Defines Security Rules
Setup>Financials>Flexfields>Key>Security>Define

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1. Query with Structure “SFX_ACCOUNTING_FLEXFIELD”.
2. In the Security Rule region, enter a name for your security rule
3. Enter the description for the security rule
4. Enter a message for this security rule. This message appears automatically whenever a user
enters a segment value that violates your security rule.
5. In the Security Rule Elements block, select the type of security rule element. Valid types are:
Include: The accounts in the range could be accessed by the user
Exclude: The accounts in the range can not be accessed by the User.
6. Enter the low (From) and high (To) ends of this value range. Your value does not have to be a
valid segment value.
Assign Security Rules
Setup>Financials>Flexfields>Key>Security>Assign

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1. In the Security Rules block, enter the application and responsibility name that uniquely
identifies the responsibility to which you want to assign security rules.
2. Select the Security Rule names defined for this responsibility.
3. Save the work.
IMP: The security rules apply to the responsibilities to which they are assigned. So unless it is
assigned to the respective responsibilities the rules will not work.

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Chapter
7 Cross Validation Rules
Overview
Cross Validation Rules are defined to prevent creation of invalid combinations and are defined for
every chart of accounts structure. As in Security Rules, these cross validation rules should be defined
first with a global inclusion and then specific exclusions.
To keep the rules simple, it is suggested that these rules be defined only across two or maximum 3
segments of the accounting structure in a single rule. This would also help in any future modification
requirement and also for any verification process for error correction.
Process
Setup>Financials>Flexfields>Key>Rules

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1. Query the structure as “SFX_ACCOUNTING_FLEXFIELD”.
2. Enter a unique name and description for your cross-validation rule.
3. Enter your error message text for this cross-validation rule. Your Flexfield automatically
displays this error message on the message line whenever a new combination of segment
values violates your cross-validation rule. You should make your error messages as specific as
possible so that your users can correct any errors easily.
4. Enter the name of the segment most likely to have caused this cross-validation rule to fail.
Your Flexfield leaves the cursor in this segment whenever a new segment combination
violates this cross-validation rule to indicate where your user can probably correct the error. If
you do not specify an error segment name, your Flexfield leaves the cursor in the first
segment of the Flexfield window following a violation of this rule.
5. If you want to have the rule effective for a limited time, you can enter a start date and/or an
end date for the rule. The rule is valid for the time including the From and To dates.
6. Select Include/Exclude.
7. In the Cross Validations Rule Elements block, select the Cross Validation rule element. Valid
types are:
Include: The accounts in the range could be accessed by the user.
Exclude: The accounts in the range can not be accessed by the User.
8. Select the From and To Account Range.
Note: - After creating Cross Validation Rules/after making changes to the existing cross
validation rules, the Flexfield structure should be compiled.
Navigate:- Setup FinancialsFlexfieldsKey Segments
Press F11, and then enter “General Ledger” in ApplciationField”, then press Ctrl+F11, put your
cursor in the structure “SFX_ACCOUTING_FLEXFIELD”.

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Uncheck the check box “Freeze Flex filed Definition” and then again Check this checkbox and then
press the “Compile” button.

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Chapter
8 Journal Categories
Overview
Apart from the Seeded Journal categories as provided by Oracle Applications, additional categories
can be added to distinguish different Journal Entries.
Additional Journal Categories can be defined as may be required by following the steps given below.
Process
Setup>Journal>Categories

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1. Enter the name of the new category.
2. Enter the description.

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Chapter
9 Account Alias
Overview
Shorthand Account Aliases can be created to facilitate easy transaction entry.
Process
Setup>Financials>Flex fields>Key>Aliases

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1. Query the structure “SFX_ACCOUNTING_FLEXFIELD”
2. Enter the Max Alias Size and prompt.
3. Enter the alias name.
4. Enter the account code combination to which it applies.
5. Enter the Alias description

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SECTION
3 Generic Activity
his Section will be covering the Generic Activities as it will be done in

T Oracle General Ledger for the following activities in Oracle General
Ledger Cycle.

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Topical Essay

Procedures
Scope
This procedure covers the following functional areas:
Submitting Standard Reports

Reviewing Detail Account Balances
Viewing Journal T Accounts
Responsibility
General Ledger User, General Ledger Superuser and General Ledger

Inquiry User are allowed to
Submit Standard Reports
Review Detail Account Balances
View Journal T Accounts

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CHAPTER
1 Submit Standard Reports
Overview
Standard Request Submission gives you control over how you run the requests and request sets. This
section describes how you customize and submit a request using the Submit Requests window.
You can submit as many requests as you like from the Submit Requests window. You can even
submit a request more than once if you want to run the same request with different parameter values.
Attention:
Some applications provide access to the Submit Requests window from multiple menu choices.
However, the list of requests that you can run and the name of the window itself may vary depending
on the navigation path you use to access the window.
Process
Navigation - Reports > Request >Standard
This path will take you to the Submit Requests window. Use this window to run a request or request
set.
To submit a request:
1. Navigate to the Submit Requests window
2. Choose Request from the Type field to run a report or program.
3. Select the Name of the request (report or program) you want to run from the list of available
requests.

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Parameters Window
A Parameters window automatically appears if you select a request that requires parameter values.
The prompts in the Parameters window are specific to the request you select.
Some requests require you to enter parameter values so that you can specify the scope of information
you want in the request output. Some requests don't have parameters at all. Some parameter fields
also have a list of values available to ensure you choose a valid parameter value while other
parameters are optional and require no value. Choose List of Values from the Edit menu to display a
list of valid values for a parameter.
Note: Default values may be predefined for one or more of the parameters associated with the request.
The default values are automatically applied to these parameters when the parameters window is
opened. However; if you do not open the parameters window, default values will only be applied to
required parameters.
Once you enter the values in the required parameter fields and choose OK, the Parameters window
closes, and the parameter values are concatenated and displayed in the Parameters field.
Print Options Region
Specify the Printer and print Style you wish to use, the number of copies you wish to print, and
whether you want to save the output.

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Schedule Options Region
1. Use the Schedule Options region to define when you want the request to run.
2. Choose a Run the job value. You can choose once to specify resubmission at a specific time,
Periodically: to specify resubmission at a specific interval of time, or to submit the request on
specific days. When you choose once a special time field appears that lets you specify the time
of day you want to resubmit the request. The field accepts values based on a 24 hour clock
using the format HH:MI:SS.
3. When you are done with the Schedule Options region, choose Submit to submit the request.
Once you submit the request, the Submit Requests block clears and a summary and a request
ID assigned to the submitted request appears as a record in the Submission History block.
Oracle Applications assigns a request ID to each request submission so that you can identify
the results of the request when it is complete. You can use the request ID to query for the
request output in the Concurrent Requests window. Oracle Applications also assigns a new
request ID number to each resubmission of a request and displays the request ID in the log file
of the previous request.
4. If you wish to submit the same request again , then simply click on “Copy” button and select
the previously selected Concurrent request. All the requests that you submit for the current
session appear in the Submission History block.

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CHAPTER
2 Viewing Details Account

Balances
Overview
From General Ledger, it is possible to drill down to sub ledger details from the Account Inquiry, Enter
Journals, or Journal Entry Inquiry windows for journals that have specific journal sources assigned to
them. For example, if a journal source is Payables, one can drill down to the transaction details in
Oracle Payables.
Procedure
Navigation- Journals >Enter
1. Query the Journals source, where Oracle sub-ledger has been implemented and transactions
are transferred and imported to GL.
2. In the journals window, place cursor on the Journal Line where you want to drill down.
3. From the menu on top, click on ‘Tools’ and ‘Drill down’ or select ‘Line Drilldown’ button.

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4. Find the summary details of the transactions.
5. From this window, click on further drill down options provided in the summary screen, e.g.,
if the journal line is Accounts Payable related, then ‘drill down’ can be performed to the

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invoice details in AP or payment details in AP. If the journal line is Accounts Receivable
related, then ‘drill down’ can be performed to the ‘transaction’ (customer invoice) or ‘receipt’
as the case may be. The drill down windows open in ‘view’ only option, so the user can only
view the transactions, but not make any changes.
6. The feature provides ease of operation, in viewing sub-ledger details from one single screen.

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CHAPTER
3 Viewing Journal T-Accounts
Overview
T Accounts window is used to view General Ledger journals or sub ledger accounting entries in a
graphical T-account format, displayed in the T Accounts window. The system displays information
such as the account, the activity detail, the net activity for the entry, and the account balance.
Procedure
Navigation- Journals > Enter
1. Query the Journals source, where Oracle sub-ledger has been implemented and transactions
are transferred and imported to GL.
2. In the journals window and from the menu on top, click on ‘Tools’ and ‘T-Accounts’.
3. Choose the default window options from the list, as ‘options’, ‘T-Accounts’ or ‘Activity
Summary’.

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4. Choose the organize by option as ‘Account’ or ‘Segment’.
5. Choose the details you would like to view in the ‘show in T-Accounts’. The options available
are ‘Account Description’, ‘Balances’, ‘Entered Amounts’ and ‘Activity’.
6. Click on ‘T-Accounts’ to view the details.

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Click on ‘Options’ button to return to the ‘options’ window
Click on ‘Activity Summary’ button to go to the ‘Activity Summary’ window and view details.

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SECTION
4 Period End Activity
his Section will be covering the Period End Activities as it will be

T done in Oracle General Ledger for the following activities in the
General Ledger Cycle.

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Topical Essay

Procedures
Scope
This procedure covers the following functional areas:
Financial Statement Generators

Close Accounting Cycle
Standard Reports
Responsibility
General Ledger User, General Ledger Super User are allowed to

Run Financial Statement Generators
Run Standard Reports

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CHAPTER
1 Financial Statement
Generator
Overview
Financial Statement Generator is the embedded tool provided within the General Ledger module of
Oracle Applications, which can be used for creating Financial Reports e.g. Balance Sheet, P & L,
Comparison of Actual Balance against the Budgeted balance etc. Only that information which is stored
in the Accounting Flexfield can be captured by the FSG engine.
• Row Set
• Column Set
• Content Set
• Report
• Report Set
Row Set and Column set definitions are mandatory while using the FSG and the rest of the
components/objects are optional.

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BP.080 Process Flow

1 GL.170 FSG Report FSG Report Generation
Generation
Process
Row Set
Navigation : Reports>Define > Rowset
A Row Set defines the format and content of the rows in an FSG report. In FSG, the commonly
assumed attribute for a row definition is an account assignment.
To define a row set
1. Navigate to the Row Set window

2. Enter a Name, Description, and Report Title for the row set. The Report Title is what FSG
will print at the top of any report that uses the row set.
3. Choose Define Rows.
4. Enter a Line number for each row of the row set. The line number controls the order in which
rows appear in a report. You also use the line number when creating a row calculation.
5. Enter a Line Item description for each row. This appears as the row label on any report you
run using this row set.
6. To have the row generate account balances on the report, choose Account Assignments to
assign accounts to the row.
Note: A row definition can have account assignments or calculations, but not both.

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To assign account ranges to a Row
8. Define additional rows for the row set. (Follow steps 4 through 7)
9. Save the work.
When you define a row set, you can

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1. Assign accounts to indicate which general ledger account balances you want to include in the
row. You can assign an individual account or range of accounts to each row. In the account
assignment, the FSG will calculate balance of all the Account values between the ranges.
Instead of giving the range, it’s a good practice to include the Parent value in the range as it
will include all the child values assigned to the same.
2. Assign accounts to a row or column to print monetary or statistical account balances. You
assign accounts by entering one or more account ranges.
3. Typically you assign accounts to rows. However, if you enter accounts for both rows and
columns, FSG only reports on intersecting accounts.
Note: If you assign accounts to a row or column, you cannot define a calculation for that same row or
column. You can do one or the other, but not both.
To assign accounts to a row or column:
1. From the Rows or Columns window, choose Account Assignments.

2. Select a mathematical Sign ( + or - ) to tell FSG whether to cumulatively add or subtract the
balances for each account in the specified account range. To use this feature, each segment in
the range must be defined with a display type of T (Total). See step 4 below.
3. Enter a range of accounts by specifying the Low and High accounts in the range.
4. Additional Information
5. To specify just one account rather than a range, enter the same account as the Low and High.
If you leave a segment blank, FSG will process all values for that segment.
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6. Enter a Display type for each account segment. You can assign one of three display types to
the account segments in an account assignment. You can override these display types with a
content set.
E: (Expand) Expand the range and display all segment values, creating multiple rows from a single
row definition. If you enter a parent segment value for the range, FSG displays all child values for
that parent. Do not select summary reporting to display all the child values in the report.
Note: Use the profile option FSG: Expand Parent Value to control the expansion of parent values
when requesting summary balances. The above option would work only if this profile option is
enabled.
T: (Total) Total the range and display only a total balance for the segment values, limiting the number
of rows that appear on the report. If you enter a parent segment value for the range, FSG totals all of
the child values for that parent.
Note: If you assign accounts to a column, you must use a display type of T (Total) for each segment.
You must also specify a display type of T for each segment if you assign multiple account ranges to a
row and you want to total them. If you enter multiple account ranges for a row containing different
display types, FSG displays only the values for ranges with type E (Expand) and B (Both), with no
total.
B: (Both) Expand and total the range and display all segment values and a total balance for the
segment values. This option lets you display both detail rows and total rows. If you enter a parent
segment value for the range, FSG totals all of the child values for that parent. Do not select summary
reporting to display all the child values in the report.
Note: You must use a display type of T (Total) for each segment if you assign:
Accounts to a column.
Multiple account ranges to a row and you want to total them. See Display Types.
Check the Summary checkbox if you want to report only summary balances for the accounts in
the specified range
Note: The profile option, FSG: Expand Parent Value, controls the expansion of parent values
when requesting summary balances.
7. Select an Activity type (Dr, Cr or Net) to specify the types of balances to use for the accounts
in each account range.
For example, enter Dr or Cr if you want to define a cash flow report or a statement of changes
in financial position. For these types of reports, you may need separate rows or columns for
debit and credit amounts.
8. For each account range being assigned, enter a Set of Books from which FSG will derive
account balances. If you do not enter a value, FSG will use the current set of books (Optional).
You can enter a different set of books for each account assignment if the sets of books share
the same chart of accounts and calendar as the current set of books. When using different sets
of books you should use Net as the Activity type.
Save the work.

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Column Set
Navigation: Reports >Define > Columnset

A column set defines the format and content of the columns in an FSG report. In FSG, the commonly
assumed attribute for a column definition is a time period (amount type), whereas the attribute for a
row definition is an account assignment. Therefore, typical column sets include headings and
subheadings, amount types, format masks, currency assignments, and calculation columns for totals.
To define a column set:
1. Navigate to the Column Set window

2. Enter a Name and Description for the column set.
3. Enter an Override Segment (Optional)
Choose Define Columns.

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4. Enter the starting Position for each column. This is the number of characters from the left
edge of the page that marks where each column starts. Consider the following factors
when determining the starting positions of the columns:
- Total report width - FSG prints reports in landscape mode, with up to 132, 180, or 255 characters per
line, depending on the printers you have installed. Optionally, you can print reports in portrait mode
(80 characters) by first setting the profile option FSG:Allow Portrait Print Style to Yes.
Note: Columns with positions that exceed the total report width will not appear on the report.
- Number of columns in the column set.
- Width of each column determined by the format mask and expected size of numbers to be displayed
in the column.
- Starting position and width of previous columns.
- Currency profile options determine whether you are using thousands separators, as well as positive
and negative number formats. If these options are enabled, you must provide enough space in the
column width.
- Margins.
- Overall appearance - balance and uniformity of spacing.
Create the column headings.

You define the column headings for a report within the related column set. You can create custom
column headings or modify default headings to meet the specific reporting needs. The column
headings can be static, or you can use relative headings to create dynamic column headings whose
content changes depending on the period you specify when you run the report.

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To create column headings:
- Navigate to the Column Set window.
- Query a column set Name.
- Choose Create Heading.
Choose Create Default Heading to modify the default column headings. FSG builds default headings
based on the amount type and period offset defined for the columns. If no amount types or period
offsets are defined, the default heading displays the runtime period. Enter or change the heading for
each column, using the displayed ruler as a guide. If desired, you can enter relative headings to create
dynamic column headings.
Note: The ruler appears above the heading, displaying X's for allocated character positions and
spaces, 9's for number positions, and periods for the required minimum one space between each
column. These settings are determined automatically from the starting positions and format masks of
the column definitions.
- Choose Apply to save the heading and continue working in this window.
- Choose OK to save the work and close the column headings window.
- Save the work.
Note: A FSG definition is incomplete without defining the Amount Type or the Offset value. These
two options decide which balance type pertaining to which period, to be included in the report. These
two options can be defined either at Row level or at the Column level. It is recommended to define it
at the Column level. The following write up lists the various types of Amount Type provided by the
system. These Amount types neither can be customized nor new ones can be defined.
Amount Type
Defines the types of values to include in a row or column. General Ledger provides numerous amount
types, such as actual, end-of-day, average-to-date, budget, or encumbrance; or calculated amounts,
such as variances, for single or multiple periods. The amount type is typically assigned to column
definitions.
Notes: If you assign an amount type to a row or column, you must also assign an offset.
If you enter a budget, encumbrance, or variance amount type, you should enter a Control Value to
assign budgets and encumbrance types to the report definition.
Offset: Enter the relative Offset if you want to report on a period or effective date before or after the
runtime period or effective date. If the specified Amount Type refers to a period, such as PTD-Actual,
then the Offset will be in number of periods. However, if the specified Amount Type refers to days,
such as PATD, then the Offset will be in number of days.
FSG determines the amounts to display based on the offset and the period or effective date you enter
at runtime. For example, enter 0 (zero) to display amounts for the runtime effective date or enter -1 to
display amounts one day before the runtime effective date.

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Note: You must specify offsets at the same level (row or column) at which you specified amount types
and control value numbers.
Content Set
Navigation: Reports>Define>Content set
By assigning a content set to a report request, you can generate hundreds of similar reports in a single
run. The content set controls how the numerous reports differ from each other
Content sets are similar to row sets and actually work their magic by overriding the row set definition
of an existing report. The subtle report variations discussed in the previous paragraph are achieved
by the content set altering the row set account assignments and/or display options.
Note: A content set can be saved as part of a report definition, or can be added dynamically at the time
you request an FSG report.
To define a content set:
Navigate to the Content Set window

Enter the content set Name and Description.
Choose a processing Type for multiple reports:
- Parallel FSG processes multiple reports at the same time.
- Sequential FSG processes multiple reports in sequential order.
Enter a Sequence number for each account range.
Enter the Account Range Low and High if you want to override the segment value ranges specified in
the row set. If you enter a parent segment value for the flexfield low and high, FSG displays all child
values for that parent.
Note: Use the profile option FSG: Expand Parent Value to control the expansion of parent values
when requesting summary balances If you enter multiple account ranges, FSG produces a
separate report for each range. The ranges may overlap.
Enter a content set Display type if you want to override the row set display type.
Choose Yes from the Summary poplist if you want to report only Summary account balances in the
range. The parent segment values in the range must belong to a roll up group and the roll up group
must be used in a summary template. Choose No if you want to report only detail account balances in
the range. If you leave this field blank, the content set will inherit the summary account reporting
option from the row set or column set. If you set the option at both the row and column set level, FSG
will resolve any conflicts as noted in the Row and Column Overrides table.
Save the work.
Reports

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Navigation: Reports>Financial>Report
A report is defined by specifying the report objects FSG should use to build the report. The simplest
reports are defined by a row set and a standard column set. Optionally, you can specify the own
custom column set. Also, you can add a content set, row order, and/or display set to enhance the
report or refine the information in the report. You can also specify the budget, encumbrance types,
and currencies to include on a report.
Once you define and save a report, you can use it any time, to run the report, define a report set, or
copy and save it as a new report.
Note: You can also define ad hoc financial reports, as necessary, to meet one-time reporting needs.
You create ad hoc reports from the Run Financial Reports window.
Prerequisites
- Define a row set.
- Optionally, define column sets, row orders, content sets, and display sets.
To define a financial report:
1. Navigate to the Define Financial Report window.

2. Enter a Name and Description for the report.
3. Enter the Row Set and Column Set to use for the report.

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4. Enter the Content Set, Row Order, and/or Display Set to use for the report (optional)
5. Enter Segment Override values for the account segments you want to override. When you enter a
segment override value, FSG produces a report for the specific value you specify (Optional).
For example, assume you have a report definition, which produces a combined expenses report by
locations. If you modify the report definition to add a segment override for location 11, then FSG will
print an expenses for location 11 only.
Note: If a segment you override is subsequently disabled, the Segment Override definition becomes
invalid and you must redefine the report.
6. Enter a default Currency for the report. FSG uses this currency only for those rows and columns to
which you did not assign a currency when you defined row and column sets (Optional)
7. Select a Rounding Option to use for calculations in the report (Optional)
8. (Optional) Select a Level of Detail for the report. There are three options, which correspond to the
levels of detail you can assign to rows and columns. If you specify a level of detail for the report, FSG
will only print those rows and columns with matching levels of detail.
9. Enter an output option for the report:
Text: Produces a report without tab-delimited columns. If you download the report to a spreadsheet,
you must manually parse the report columns. The default is Text
Spreadsheet: Produces a report whose columns are delimited by tabs, making it easier to import the
report into a spreadsheet.
Note: If you plan to download this report in ADI or Spreadsheet, then ideally the output option
should be Spreadsheet.
10. If the row or column set has control values assigned, you can assign budgets, encumbrance types,
and currencies to those values.

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11. Save the work.
12.Choose Run Report.
Report Set
Navigation: Reports>Financials>Report set
Report Sets: Use financial report sets to group FSG reports that you run together frequently. You
can only assign predefined reports to a report set.
You can copy a financial report set, if you have already defined, then modify the new report set as
needed.
Note: If the Run Financial Statement Generator program is assigned to the responsibility, you can also
combine predefined FSG reports with standard reports, listings, and programs in request sets.
To define a report set:

Navigate to the Financial Report Set window.
Enter the Name and Description of the report set.
Enter a Sequence number for each report you assign to the report set to control the sequence in which
reports are submitted at runtime.
Enter the Name of each report you want to include in the report set.
Save the work.

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Reports>Financial
1. Navigate to the Run Financial Reports window.
2. Choose Single Report, a report Set from the quick pick.
3. Enter the Report Set name. Each report in the report set appears in the main reports region.
4. Optionally, change the default Report Parameters, Period, effective Date, and Currency, then
choose Apply. These defaults will appear for each report listing.
5. Select which reports you want to run by:
- Checking the checkbox to the left of each report's listing.
- Checking the Select All Reports checkbox to run all the reports.
Additional Information
To deselect individual reports, uncheck the checkbox to the left of the report listing.
Enter the report parameters you need for this run of the report set.
Choose Submit.
To run multiple report sets:

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1. Navigate to the Run Financial Reports window.
2. Choose Multiple Report Sets.
3. Enter the Report Set names.
Enter the report parameters you need for the report sets viz. The period for which you want to run
this
Report/Report set.
Choose Submit.

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CHAPTER
2 Close Accounting Cycle
Overview
Period Closing - General Ledger
The status of a Accounting Period (General Ledger Period) controls the processing of various
transactions in the books of accounts. The accounting Periods can have one of the following statuses.
Open
Journal entry and posting is allowed an a period with Open status.
Closed
Journal entry and posting activities are not allowed. However, a closed period can be re-
opened to process any further transactions. Reporting and inquiry allowed.
Permanently Closed
Journal entry and posting activities are not allowed. A Permanently Closed period can not be
re-opened. Reporting and inquiry allowed. A period should be permanently closed only after
the Final Statutory audit for the financial year is completed.
Never Opened

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Journal entry and posting are not allowed. General Ledger assigns this status to any period
proceeding the first period ever opened in the calendar, or to any period that has been
defined, but is not yet future-enterable. This period status cannot be changed manually.
Future-Entry
In a Future Entry period, Journal entry is allowed, but posting is not allowed. This period is
not yet open, but falls within the range of future-enterable periods designated in the Set of
Books window. This period status can not be changed manually without using the concurrent
process to open the period.
BP.080 Process Flow

1 GL.160 Period Close/Year Period Close/Year End Close Process
End Close Process
Process
Navigation - Setup > Open/Close
To open a new accounting period
1. Navigate to the Open and Close Periods window. General Ledger displays the Latest Open
accounting period. Note that while a period may be the most recently opened accounting
period, this period may have a current status of closed.
2. Choose Open Next Period. General Ledger calculates the ending account balances for the
current period, and launches a concurrent process to open the next period. The current period
remains Open.
3. Note: Although you can have several open accounting periods, to maximize the efficiency of
the General Ledger posting process, as well as to minimize the possibility of user error, not
more than 2 periods should be of open status at any given point of time.
4. Whenever the first period of a new fiscal year is opened, General Ledger automatically
updates the Retained Earnings account by the difference between Income Account balances
and Expense Account Balances.
5. Save the work.

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To close an accounting period
1. Navigate to the Open and Close Periods window. General Ledger displays all accounting
periods defined for the calendar with the period type of the set of books.
2. Select the open period that you want to close.
3. Enter a new status for the period. Enter Closed to prevent entering or posting journals to that
period. You can reopen a closed period at any time. Enter Permanently Closed to prevent
entering or posting journals to that period. You cannot reopen a permanently closed period.
However, A period should be marked as Permanently Closed only after the Statutory
Financial audit of the set of books for the given financial Year and after adoptation of the
audited results by the Board of Directors.
4. Save the work.
To reopen an accounting period
1. Periods with the status of ‘Closed’ can be re-opened.

2. Navigate to the Open and Close Periods window. General Ledger displays all accounting
periods defined for the calendar with the period type of the set of books.
3. Select the period that you want to reopen. You can reopen any closed period that is not
permanently closed.
4. Change the status to Open.
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5. Save the work.
Monthly Closing
In Oracle Applications, there is no difference in process between closing of an Accounting period or

closing of an accounting year. When all the periods in a financial year is closed, the year is considered
to be closed. When the first period of the next financial year is opened, system automatically rolls
forward all Assets, Liability and Owner's Equity account balances. The Income and Expenses account
balances are netted off and Retained Earnings account is affected with the net differential amount.
The various modules of Oracle Applications have their own view of the Accounting Calender, so
different periods can be opened or closed in different modules at the same time.. A brief overview of
General Ledger transactions from each of the modules and Pre-Closing activities for each of them are
given below for ease of understanding. Detailed explanations of the Period closing process has been
discussed in the Operating Procedures document for the respective modules. These modules are
organized in the same order in which they should be closed.
Oracle General Ledger
1. This will be the Last and final Module to be closed among all the modules. Before closing a
period in General Ledger ensure the following:-
2. Create Reversal entries for any provisional journals passed for the Previous period.
3. Enter Manual Journal entries for Provisions, Adjustments.
4. Run Journal Import to import any pending journals from Feeder Modules. Review the
imported Journals .
5. Post all pending journals for the concerned Period.
6. Generate the Trial balance - Detail report and analyze the account balance against various
account code combinations.
7. Wherever necessary generate the Account Analysis Reports (Various Versions of this report
are available) to analyze the transactions that has resulted in the account balance.
8. Ensure that the various clearing/control accounts do not hold any balances at the end of the
current period. (In case of balances, appropriate reconciliations to be performed.
9. Generate the Balance sheet, Profit and Loss report along with annexure and verify the same
for grouping and accuracy.
10. Change the Status of the Period to Closed.
11. Please note that the control accounts used for Posting from the Feeder modules should be
reconciled with the balance in the General Ledger before closing an accounting period.
12. Ask the system administrator to check if there are any records lying in “GL_INTEFACE”
table. This is very important. After closing the period, the records in GL_INTERFACE
cannot be imported unless you reopen the period.

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Monthly Closing – Individual Modules
Overview
As discussed earlier, monthly closing by each of the sections is achieved through the Feeder Modules
for which they are responsible. Each of the feeder modules has certain internal controls enforced prior
to closing of a period in the respective module. These controls are discussed in brief below
• The period closing is performed at the Set of Books level irrespective of the Operating unit
to which the individual section belongs.
• A detailed document on activities to be performed as part of the period closing for each of
the modules is mentioned in the Standard Operating Procedures (SOP).
Prerequisite
• All interfaces from the external systems to each of the sub-ledger modules should have
been completed for the period.
• The Period closing process should be centralized and should rest with a competent
authority to ensure effective control and co-ordination.
Activities
The activities to be performed by each of the section would vary depending on the module being
closed. A brief overview of the activities per module is given below.
• Inventory would be the first module to close. This would transfer all the inventory issues and
transfers entries to Oracle General Ledger.
• Payables would be the second module to close. This is necessary to ensure proper accrual by
PO, post AP period closing. The period closing in AP would follow activities as listed below
Complete all the pending activities (such as Invoice approval & Accounting, Payment run
and confirmation of payment batches etc) Perform the General Ledger transfer and also
Mass Additions Create to generate asset lines from AP.
Complete all the reconciliation activities, Sweep unapproved invoices and change the
period status.
• Purchasing module would be the next module to close. This would typically involve
ensuring that the monthly accruals are created in the system based on the receipt details
and nature of items and change the period status to closed.
• Fixed Assets would be the next modules to close. FA should complete all the asset
additions (both manual and from AP) and adjustments first and then generate
depreciation for the period along with period closing. On completion of the process,
generate accounting entries and transfer the same to General Ledger. FA would also have
to perform the necessary reconciliation where required.

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• Receivables modules would be closed in parallel to FA. Some of the activities involved in
Receivables closing are
Completion of all manual transactions viz. Invoices, Credit Notes etc.

Ensure all the transactions pertaining to the period are interfaced from FOXPRO/OPPS
system to Oracle.
Completion of all receipts entry (if any).
General Ledger transfer and changing of period status.
• Periods cannot be closed in Oracle Receivables until all transactions are transferred to GL.
However, to ensure that no new transactions are created in the Receivables module, a soft
closing could be performed by changing the period status to ‘Pending Close’ (this status is
available only in Accounts Receivable module).
• Each of the above modules has separate period control status though their calendar is
derived from the GL Accounting calendar (except Fixed Assets, which has its own
calendar) and hence can be closed independently with out any dependency on the other
feeder modules.
• All the sanity checks, exception verifications, account and transaction analysis would be
part of the month end process for the sections prior to closing the module for the period.
Similarly, the interface integrity checks from all feeders and error corrections would be a
manual activity.
Output
• The output of this process is the closing of the respective domain of activity by each of the
section that owns the module. This would facilitate final closing by the appropriate
sections and generation of Monthly Financial and Management Accounting Reports etc.
Process Controls
• In each of the feeder modules, no new transactions can be booked once a period is closed.
However a closed period can be reopened.
• Where there are pending transactions in a period, the same cannot be closed until all the
open/pending transactions are resolved. In AR a soft closing can be done to prevent new
transactions and in AP the pending invoices has to be swept to the next period before a
period can be closed. The new period can be opened even when a previous period is not
closed except in the case of Fixed Assets where a new period is opened automatically only
on closing of a previous period.
Annual Closing
Overview
In Oracle Applications, there are no major distinctions between a period closing and quarter/annual
closing. All the activities discussed in the earlier pages are to be performed for each of the period
closing with a couple of additional master set-up related activities for a new financial year.

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Prerequisite
• All interfaces from the external systems to each of the sub-ledger modules should be
completed for the period and also transfer from each of the sub-ledger modules to the
General Ledger should be completed.
• The periods in all the feeder modules should be closed after completion of their relevant
activities including quality checks and reconciliation for the accounts by various sections
and necessary adjustment entries from out of such reconciliation.
Activities
• Complete the period/year end activities such as incorporation of Provision entries for bad
and doubtful debts, Accrual for unrecorded expenses and revenues etc
• Incorporate any adjustment entries based on reconciliation and obtain necessary approval
where relevant.
• Complete the audit process and incorporate any of the resultant accounting entries.
• All the above adjustment entries would be passed in the last adjusting period, which
would not be available for other modules for transaction entry.
Output
• The output of this process is the closing of the last period of a Financial Year.
• Whenever the first period of a new financial year is opened, the system updates the
balance against the Retained earnings account combination based on the Revenue and
Expense type account combinations and the balances there on. This retained earnings
balance updation would be performed for each value in Company segment.
• Similarly, the YTD Balance of all the Revenue and Expense type accounts would be
automatically re-stated to Zero at the beginning of the New Year.
• Subsequent to annual closing, the Financial Statements will be generated and submitted
for analysis and finalization by the Management.

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CHAPTER
3 Standard Reports
The standard reports in GL can be grouped under the following major classifications:
Account Analysis
These reports list the accumulated balances of a range of accounts and all journal entry lines
that affect that range. The same segment security rules defined for the chart of accounts
extend to account analysis reports.
Budget
These reports and listings contain information about the budgets and budget organizations,
including account assignments and budget hierarchies.
Chart of Accounts
These reports and listings provide information about the accounts in the chart of accounts,
including segment values, rollup ranges and suspense accounts.
Currency
These listings show the daily, period and historical rates you defined for foreign currencies.
Financial Statement Generator
These listings provide summary or detail information about the definitions of the Financial
Statement Generator report components, reports and report sets.

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General Ledger
These reports list beginning and ending account balances, and all journal entry lines affecting
each account balance.
Journals
These reports provide journal information including posted, Unposted and error journals.
You can also review journal activity for particular periods and balancing segments.
Trial Balance
These reports list account balances and activity for functional and foreign currencies, budgets
and actuals. You can request this information by currency, accounts, and so on. The same
segment security rules defined for the chart of accounts extend to account analysis reports.
Other
These reports and listings provide information about MassAllocation/MassBudget

definitions, actual or budget recurring journal formulas, statistical units of measure and
value– added taxes received and paid.
Execution: These reports are automatically generated when you submit and complete a
concurrent process.
To run a standard report, listing, or request set:
Navigate to the Submit Requests window.
Choose whether to run a request or request set, then choose the request or request set you want to run.
Enter the necessary request parameters.
Submit the request.
Review the status of the request.
You can review all of the requests at the same time, or you can review only certain requests,
based on the Request ID, phase or status you specify. General Ledger provides detailed
information about the request, including request time, start time, report options, priority,
status and much more.
Account Analysis Reports
These reports list the accumulated balances of a range of accounts and all journal entry lines
that affect that range. The same segment security rules defined for the chart of accounts
extend to these reports. These rules restrict user access to segment values in the accounting
flexfield to those authorized by their responsibility.

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Account Analysis Report
Review source, category and reference information to trace the functional currency or STAT
transactions back to their original source. You can run this report with entry, line or source
item reference information to help identify the origin of journals created by Journal Import.
This report prints the journal entry lines and beginning and ending balances of the accounts
you request. For each journal entry line, the report prints the source, category, batch name,
journal entry name, account, description, entry/line/source item reference information, and
the debit or credit amount.
Parameter
When you request this report, General Ledger prompts you to enter the following
Type
Choose Entry Item to generate a report showing EXTERNAL_REFERENCE from the

GL_JE_HEADERS table. This reference appears only if you provided one in the Enter
Journals form or if you used Journal Import. Choose Line Item to generate a report showing
REFERENCE_1 from the GL_JE_LINES table. Choose Source Item to generate a report
showing REFERENCE_4 from the GL_JE_LINES table. These references appear only if you
used Journal Import and included a journal voucher number, an invoice date and number, or
some other source document information that helps you to identify the origin of this journal
entry.
Currency
Choose either the functional currency for the set of books or STAT.
Balance Type
Choose to report on Actual, Budget, or Encumbrance balances. If you select budget balances,
you must choose the Budget Name on which to report. If you select encumbrance balances,
you must choose the Encumbrance Type on which to report. Starting/Ending Period: Choose
the accounting period range for the report. General Ledger starts a new page for every period
in the range.
Flexfield From/To
Enter the account range for the report.
Order By
Choose to sort the journal entry lines of the report by Account Segment, Balancing Segment, or
Source name.
Account Analysis Report with Payables Detail
Review functional currency or STAT balances and transactions for any account(s). You can
use this report to reconcile asset additions imported into General Ledger from Oracle
Payables. To run this report, you must have Oracle Payables installed on the system and you
must allow detail posting of invoices from Oracle Payables to General Ledger. If you have
installed multiple versions of Oracle Payables, General Ledger retrieves information for the

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report from the last version installed. The report prints the beginning balance, journal entry
lines, and ending balance of the accounts you request. For each journal entry line, the report
prints the batch name, journal entry name, account, line description, vendor name, invoice
number, and the debit or credit amount.
Account Analysis Report with Sub ledger Detail
Review the details of sub ledger activity that has been posted to the General Ledger accounts.
The report displays detail amounts for a specific journal source and category, in the functional
currency or STAT. This report prints the journal entry lines and beginning and ending
balances of the accounts you request. For each journal entry line, the report prints the
accounting date, category, journal batch name, header, sequence, number, line, description,
and amount. For each journal entry line, the report also prints sub ledger details, including the
vendor or customer name, transaction number, associated transaction, sequence, number, line,
and transaction type.
Chart of Accounts Reports and Listings
These reports and listings provide information about the Accounting Flexfield for the chart of
accounts, including segment values, rollup ranges, and suspense accounts.
Account Hierarchy Report
Review a list of the detail accounts that roll up into each summary account for all summary
templates. General Ledger creates a new page for each summary template you have defined
and displays the description of each account segment value for both the summary and detail
accounts.
Chart of Accounts Listing
.Review the chart of accounts for the current set of books, including detail and summary
accounts. General Ledger first prints the enabled detail accounts, then the disabled detail
accounts, and finally the summary accounts. Each of these three groups begins on a new page.
You can specify a range of accounts to include in the report. You may also sort the detail
accounts by segment.
Rollup Detail Listing
Review all valid child segment values for each parent segment value for a specific account
segment. This listing includes descriptions for both the parent and child segment values and
the rollup group (if any) to which the parent segment value belongs. General Ledger sorts this
listing in ascending order by account parent segment value. Within each parent segment
value, General Ledger sorts the child segment values in ascending order.
Rollup Range Listing.
Review a list of all parent segment values for an account segment. This listing includes
information about each parent segment value, such as the rollup group to which each parent
segment value belongs, whether each parent segment value is enabled and its range of child
segment values. General Ledger sorts this listing in ascending order by parent segment value.

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Inactive Accounts Listing.
Review a list of disabled and expired accounts. You can specify a date of interest and an
account range. Use this report to determine why particular accounts are no longer active.
Possible causes:
account has not been enabled
the effective start date is after the disabled date
the effective end date is before the disabled date
Financial Statement Generator Reports and Listings
These listings provide summary or detail information about the definitions of the Financial
Statement Generator report components, reports, and report sets.
Column Set Detail Listing
Review detailed information about a specific column set, or about all column sets defined in
the current set of books. General Ledger first prints the column set heading, then the details of
each column definition. Display options for each column appear in a box. Finally, General
Ledger prints the account assignments, and the calculation and exception definitions, if any.
Column Set Summary Listing
Review the names and descriptions of all column sets defined for the current set of books.
General Ledger displays the chart of accounts structure associated with each column set.
Content Set Detail Listing
Review detailed information about a specific content set, or about all content sets defined in
the current set of books. For each content set, this listing provides the processing type and the
account assignments. General Ledger also prints a concatenation of the display types for each
segment value range and whether you chose to report on summary balances only.
Content Set Summary Listing.
Review the names, descriptions, and processing types of all the content sets defined for the current set
of books.
Report Detail Listing.
Review detailed information about a specific report, or about all reports defined in the current
set of books. For each report, this listing prints the report components, report options and
report details.

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Report Set Detail Listing.
Review detailed information about a specific report set, or about every report set you have
defined in the current set of books. This listing prints the report components and report
options of each report assigned to the report set, including budget and encumbrance
information.
Report Set Summary Listing
Review the names and descriptions of the report sets you have defined.
Report Summary Listing
Review the report components and report options associated with each report defined in the
current set of books.
Row Order Detail Listing
Review detailed information about a specific row order, or about all row orders defined in the
current set of books. For each row order, this listing prints the ranking and display options.
Row Set Detail Listing
Review detailed information about a specific row set, or about all row sets defined in the
current set of books. General Ledger prints the details of each row definition, with display and
format options for each row appearing in a box. General Ledger also prints the account
assignments and the calculation definitions, if any.
Row Set Summary Listing
Review the names and descriptions of all row sets defined in the current set of books. General
Ledger displays the chart of accounts structure associated with each row set.
Where Used Report
Determine where specific segment values are used in the row sets, column sets and content
sets. This report prints each report component, sequence number, description and account
range that includes the segment value you request when you run the report.
General Ledger Reports
These reports list beginning and ending account balances and all journal entry lines affecting
each account balance in the functional and foreign currencies.
General Ledger Report
Review journal information to trace each transaction back to its original source. General
Ledger prints a separate page for each balancing segment value. For each journal line, the
report prints the account affected, the concatenated description, the journal line amount, and
the beginning and ending account balance. Additionally, for each journal line, the report

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prints journal details including source, category, journal name, and effective date. The report
lists accounts in ascending order by account segment value, and it prints a ” CR” next to credit
amounts.
Note: If you use the Enter Budget Amounts form to update budget balances, General Ledger
does not generate journal entries to reflect the changes. This will cause the General Ledger
Report to flag discrepancies between a budget balance and the budget journals for that period.
Journals Reports
Use Journal Reports to review information relevant to the journal entries for all currencies and
posting statuses.
General Journals Reports
The General Journals Report is available in three different formats. You can request a report of
Posted Journals, Unposted Journals or Error Journals. Each are described below. Review the
posted journal batches and the journals associated with each posted journal batch. This
information allows you to trace the transactions back to the original source. The report prints
the line number, account, transaction date, description, line/source item, the debit or credit
amount, and the statistical amount for each journal line. Totals are provided for all journal
lines within a journal, and all journals within a journal batch. In addition, totals are provided
for the journal source, and a grand total is provided for all of the debit and credit amounts
included in the report.
Journal Batch Summary Report
Review the posted journal batches for a particular balancing segment, currency and date
range. The report provides information on Actual balances for the journal batches, source,
batch and posting dates, total entered debits and credits and sorts the information by journal
batch within each journal entry category. In addition, totals are provided for each journal
category and a grand total for each balancing segment included in the report. This report does
not report of budget or encumbrance balances.
Journal Entry Report
Review journal activity for a given period or range of periods, balancing segment value,
currency, and range of account segment values. The report prints the accounting date,
category, journal name, reference, journal batch name, entered debit or credit amounts, net
balance, and account total for each journal. In addition, a total is provided for each balancing
segment included in the report and a grand total is provided for all the activity included in the
report.
Journal Line Report
Review all of the journals, grouped by batch, for a particular journal category, currency and
balancing segment value. For each journal line, the report prints the transaction date, account,
reference, journal line description, entered amounts, and accounted amounts. Totals are
provided for each journal and journal batch included in the report. In addition, totals are

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provided for each journal category and for each balancing segment, with a grand total for all
of the activity included in the report.
Journals by Document Number Report
Review detailed information for each journal associated with a specific document sequence.
General Ledger prints the journals in ascending order by document number. For each journal,
the report prints the creation date, batch name, journal name, category, posting status, posted
date, currency, and journal amounts. The report also indicates which document numbers do
not have an associated journal.
Journals – General
Use this report to view data contained in each field for the journals. You can check manually
entered data or data imported to General Ledger from other sources. The information allows
you to trace the transactions back to the original source. The report prints the line number,
account, transaction date, description, line/source item, the debit or credit amount, and the
statistical amount for each journal line. Totals are provided for all journal lines within a
journal, and all journals within a journal batch. In addition, totals are provided for the journal
source, and a grand total is provided for all of the debit and credit amounts included in the
report. To run this report from the Standard Submission window, choose Publish Journals –
General
Note: This is a variable format report.
Journals – Day Book
Review posted journal entries and journal details chronologically by accounting date for a
specified range of dates, journal source, and journal category. General Ledger prints journal
entries in ascending order by accounting date. For each accounting date, journal entries are
sorted by document number. General Ledger prints the accounting date, document number,
journal entry name, journal source and category, sub ledger document name and number,
currency, and exchange rate. For each detail journal line, General Ledger prints the line
number, account segment value and description, functional debit and credit amounts,
description, and cost center segment value. To run this report from the Standard Submission
window, choose Publish Journals – Day Book
.Note: This is a variable format report.
Journals – Voucher
Use this report to produce output for journal vouchers: From a specified journal batch For all
posted, Unposted, or ” error” journals. With a specified journal source, journal category, and
document sequence. That fall within a specified range of starting and ending dates and
document numbers. For each matching detail journal, General Ledger produces a voucher
that includes header information such as batch name, period, journal entry name, document
number, journal source, description, journal category, currency, accounting date, sub ledger
document name, rate type, posting date, sub ledger document number, and exchange rate. For
each detail journal line, General Ledger produces the line number, account, account
description, entered debit or credit amount, and description. At the end of the voucher,
General Ledger prints the total entered debit and credit amounts. To run this report from the
Standard Submission window, choose Publish Journals – Voucher.
Prerequisites

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You must use document sequences in the Oracle sub ledger applications.
You must use the Detail method when importing journal entries from the sub ledgers to
General Ledger.
Note: This is a variable format report.
Journal Check Report
Use the Journal Check Report to check the data entry of manually entered journals prior to
posting. You can check, field-by-field, all data entered into the system or data imported from
external sources. In the parameters window, you can order the report by the Latest Updated Date.
To run this report from the Standard Submission window, choose Publish Journals – General.
Note: This is a variable format reports.
Trial Balance Reports
Use Trial Balance reports to review balances for the general ledger accounts for budgets, actuals
and encumbrances for any currency. The same segment security rules defined for the chart of
accounts extend to trial balance reports. These rules restrict user access to segment values in the
accounting flexfield to those authorized by their responsibility.
Detail Trial Balance Report
Review the general ledger actual account balances and activity in detail. You can run this report
for balances and activity entered in the functional currency or STAT, or translated to a foreign
currency. The report prints a line for each of the accounts and lists them in ascending order by
account segment value. For each account, the report prints the account segment value, account
segment value description, beginning balance, period activity, and ending balance for the period
you specify. General Ledger reports debits as positive amounts and credits as negative amounts.
Encumbrance Trial Balance Report Review the general ledger encumbrance account balances and
activity for a specific encumbrance type. General Ledger prints a page for each balancing segment
value and lists the accounts in ascending order by account segment value. General Ledger reports
debits as positive amounts and credits as negative amounts.
Expanded Trial Balance Report
Review the beginning, ending and net balances as well as period activity for a set of accounts.
View the actual balances and activity in the functional currency or translated to a foreign
currency. You can also use this report to review the statistical account balances and activity. The
report prints a line for each account segment value and sorts them in ascending order. For each
account segment value, the report prints the account description, beginning balances, period
activity, ending activity, and ending balances for the period you request.
Summary 1 Trial Balance Report
Review general ledger actual account balances and activity summarized by account segment
value. You can run this report for balances and activity entered in the functional currency or
STAT, or translated to a foreign currency. The report prints a line for each account segment value
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and lists them in ascending order. For each account segment value, the report prints the value,
description, beginning balance, net of all debit or credit transactions, and ending balance for the
period you request.
Summary 2 Trial Balance Report
Review general ledger account balances and activity for combinations of account segment values
with the values of a secondary segment you specify. You also specify a range of values for a third
segment, which are used to control report page breaks. General Ledger prints a line for each
combination and sorts the secondary segment values from the lowest to the highest. For each
secondary segment value, General Ledger sorts the account segment values from the lowest to the
highest. Totals are provided for both the secondary segment and the pagebreak segment. You can
run this report for actual, budget and encumbrance balances and activity in the functional
currency, a foreign currency, or statistical units.
Other Reports and Listings
These reports and listings provide information about MassAllocation/MassBudget definitions,

actual or budget recurring journal formulas,.
MassAllocation Formula Listing
Review the formulas you defined for any MassAllocation or Mass Budget batch. You can run this
listing for any defined MassAllocation or Mass Budget, whether it has been validated or not. The
listing prints a line for each factor of the formula, indicating the amount or account you chose for
each factor and the accounts that are updated when you generate and post this Mass Allocation or
Mass Budget batch. For each account, the listing prints additional information, including segment
types, relative period, and currency code.
Recurring Formula Listing
Review the formula lines for each journal line or budget formula line in a specific recurring
journal or budget formula batch or all recurring journal and budget formula batches. This report
lists the formula batch and formula name followed by the account for each formula line and the
corresponding formula steps for that line. For each account, the listing prints additional
information, including balance type, amount type, currency, period, and operator.
Execution Reports
General Ledger automatically creates execution reports when certain concurrent processes
complete. Use these reports to track the status of errors that occurred during the concurrent
processing, or to see the results of a successful concurrent process.

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Calendar Validation Execution Report
Segment Value Inheritance Execution Report
Autopost Execution Report
Review the journal batches selected for posting by the Automatic Posting Program. The report
prints the batch name, accounting period, and balance type for each selected journal batch.
General Ledger automatically creates this report when the Automatic Posting Program
completes successfully.
Calendar Validation Execution Report
The Calendar Validation Report is automatically generated when you exit the Accounting
Calendar window. Review this report to identify any calendar errors that would prevent
General Ledger from operating correctly.
Create Journal Entries Execution Report
Review the journal batches created from transactions that pass funds reservation from Oracle
Purchasing and Oracle Payables when you run the Create Journals program. General Ledger
also runs the Create Journals program when you enter budget journals or transfer budget
amounts using budgetary control. For each created batch, the report prints the source, balance
type, batch name, accounting period, and total debits and credits. General Ledger
automatically creates this report when the Create Journals program completes successfully.
Delete Journal Import Data Execution Report
Review the Journal Import accounting data deleted from the GL_INTERFACE table. The
report prints the source of the Journal Import accounting data deleted from the
GL_INTERFACE table, as well as the total number of deleted rows. General Ledger
automatically generates the report when you delete rows from the GL_INTERFACE table
using the Delete Journal Import Data window.
Journal Import Execution Report
Review the status of accounting data you import from external feeder systems, such as
accounts payable, purchasing and so on. The report prints a line for each journal entry source
from which you import accounting data. Each line includes the source name, the group ID,
whether the import was successful, the total number of journal lines, batches, and entries, the
number of unbalanced batches and entries, and the total number of errors. For each batch
created, the report prints the batch name, period name, total lines, total entries, and total
accounted debits and credits. The report prints similar information for batches posted to
suspense due to flexfield errors, unbalanced journals that were not imported, error journal
lines, and invalid accounts. Each line of these Exception sections includes an error code.
General Ledger automatically generates this report when the Journal Import process
completes. Note that in some cases you may not use the Import Journals form to explicitly
launch the Journal Import process. For example, when entering budget journals or
transferring budget amounts without budgetary control, General Ledger runs Journal Import.
You may also choose to have General Ledger run Journal Import after a consolidation run.

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Posting Execution Report
Review the results of the journal posting. The report tells you if posting discovered errors in
the journals or in the journal lines. You must fix all errors in the journal batches before
resubmitting them for posting. General Ledger automatically generates this report every time
you post journal batches.

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Closed Issues for this Deliverable
Open Issues
ID Issue Resolution Responsibility Target Date Impact Date
Closed Issues
ID Issue Resolution Responsibility Target Date Impact Date

Page 118 of 118

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Oracle ERP Implementation – Financials and

Supply Chain Modules

Date Author Version Change Reference

Oct 15, 2007 Arvind Varaganti 1 No Previous Document

Copy No. Name Location

1 Satyam’s Project Repository New Delhi, India

DO.070 User Guide – General Ledger

DO.070 User Guide – General Ledger

This manual is divided into 4 sections:

DO.070 User Guide – General Ledger

Document Control ..................................................................................................................2

SECTION 1 Entering Transactions ......................................................................................................................8

CHAPTER 1 Creating Journal Batches................................................................................................................11

CHAPTER 2 Entering Journals ...........................................................................................................................13

CHAPTER 3 Reversing Journal Entry ...............................................................................................................16

CHAPTER 4 Changing a Batch Period ..............................................................................................................20

CHAPTER 5 Importing Journals ........................................................................................................................22

CHAPTER 6 Reversal Journal & Auto Reversal..............................................................................................25

CHAPTER 7 Journal Posting...............................................................................................................................28

CHAPTER 8 Journal Approval ..............................................................................................................................33

CHAPTER 9 Journal Through ADI.......................................................................................................................37

Chapter 1 Calendar ...............................................................................................................................................47

Chapter 2 COA Maintenance .............................................................................................................................49

Chapter 3 Define Set of Books...........................................................................................................................54

Chapter 4 Journal Approval Limits...............................................................................................................56

Chapter 5 Document Sequencing........................................................................................................................59

Chapter 6 Security Rules.....................................................................................................................................61

Chapter 7 Cross Validation Rules .....................................................................................................................65

Chapter 8 Journal Categories ..............................................................................................................................68

Chapter 9 Account Alias .....................................................................................................................................70

SECTION 3 Generic Activity ...................................................................................................................72

CHAPTER 1 Submit Standard Reports...................................................................................................................74

CHAPTER 2 Viewing Details Account Balances ................................................................................................77

CHAPTER 3 Viewing Journal T-Accounts .............................................................................................................80

SECTION 4 Period End Activity..............................................................................................................83

CHAPTER 1 Financial Statement Generator ........................................................................................................85

CHAPTER 2 Close Accounting Cycle....................................................................................................................99

CHAPTER 3 Standard Reports ............................................................................................................................106

DO.070 User Guide – General Ledger

his Section will describe the Transaction flow as it will be done in

The User Guide is a role-based document that provides specific user

Scope This procedure covers the following functional areas:

Creating Journal Batches.

SFX General Ledger Super User is allowed to

SFX General Ledger User is allowed to

SFX General Ledger Inquiry User is allowed to

DO.070 User Guide – General Ledger

DO.070 User Guide – General Ledger

1 Creating Journal Batches

DO.070 User Guide – General Ledger

Choose New Batch.

Choose Journals to add journals to the batch.

DO.070 User Guide – General Ledger

List of Processes covered

BP.080 Process Flow

Journal Creation Process

DO.070 User Guide – General Ledger

Navigation - Journals > Enter

Navigate to the Enter Journals window.

DO.070 User Guide – General Ledger

Save the work.

To enter journal lines: