Oracle Public Sector Financials (International)

Oracle Public Sector Financials (International)
Oracle® Public Sector Financials (International)
User Guide
Release 12.2
Part No. E48808-02
September 2015
Oracle Public Sector Financials (International) User Guide, Release 12.2
Part No. E48808-02
Copyright © 1996, 2015, Oracle and/or its affiliates. All rights reserved.
Primary Author: Leya William
Contributing Author: Ramasubramanian Balasundaram, Meet Antani, Martyn Arbon, Lesley Ayres, Zahi
Abdul Azeez, Melwyn Barretto, Mukesh Biyani, Craig Borchardt, Sonya Brewer, Hillary Davidson, Paul
Edwards, Melanie Featherstone, Martin Figg, Mohinder Garcha, Malini Hazarika, Helle Hennings, Narayanan
Iyer, Atul Kataria, Nawshad Kazi, Manoj Kunju, K. Lakshminarayan, Julianna Litwin, Paul Longhorn, Robert
MacIsaac, Deepak Mahajan, Sanjay Mall, Halina Matyla, Ron Savage, Rani Shergill, Bidisha Silveira, Lancy
Silveira, Michael Tibble, Hajnalka Vegh, Shawniqua Williams
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Contents
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Preface
1
Product Overview
Overview................................................................................................................................... 1-1
Products............................................................................................................................... 1-1
International Implications.................................................................................................... 1-4
Oracle Public Sector Financials (International) Features......................................................... 1-7
Budgeting Extensions.......................................................................................................... 1-7
Commitment Budgetary Control......................................................................................... 1-7
Construction Industry Scheme.............................................................................................1-7
Contract Commitment......................................................................................................... 1-8
Dossier................................................................................................................................. 1-9
Exchange Protocol................................................................................................................ 1-9
Generic Interface................................................................................................................ 1-10
Hierarchical Drill-Down Inquiry....................................................................................... 1-10
Inflation Accounting for Assets......................................................................................... 1-11
Installment Terms.............................................................................................................. 1-11
Internal Trading................................................................................................................. 1-11
Secondary Invoice Approval.............................................................................................. 1-11
Single Third Party.............................................................................................................. 1-12
Standing Charges............................................................................................................... 1-12
Subledger Security............................................................................................................. 1-13
Oracle Public Sector Financials (International) Features Removed...................................... 1-13
iii
2
Create Budget Journal Procedures
Overview................................................................................................................................... 2-1
Prerequisites.............................................................................................................................. 2-1
Create Balanced Budget Procedures......................................................................................... 2-2
Create Balanced Budget Batch............................................................................................. 2-4
Enter Balanced Budget Batch Journal Lines......................................................................... 2-5
View Balanced Budget Period Amounts.............................................................................. 2-6
Complete the Batch.............................................................................................................. 2-7
Balanced Budget Journals Window Description...................................................................... 2-7
Journals Window Description for Balanced Budget................................................................ 2-8
Periods Window Description for Balanced Budget................................................................2-10
Create Unbalanced Budget Procedures...................................................................................2-10
Create Unbalanced Budget Batch.......................................................................................2-11
Enter Unbalanced Budget Batch Journal Lines.................................................................. 2-12
Enter Unbalanced Period Amounts................................................................................... 2-13
Complete the Batch............................................................................................................ 2-14
Unbalanced Budget Journals Window Description............................................................... 2-14
Journals Window Description for Unbalanced Budget......................................................... 2-15
Periods Window Description for Unbalanced Budget........................................................... 2-17
3
Maintaining Budget Procedures
Overview................................................................................................................................... 3-1
Prerequisites.............................................................................................................................. 3-1
Reprofiling a Budget Procedure................................................................................................ 3-2
Submit Budget Reprofile Window Description....................................................................... 3-3
Applying Budget Indexation Procedure................................................................................... 3-5
Submit Budget Indexation Window Description..................................................................... 3-6
Creating a Next Year Budget Procedure....................................................................................3-8
Submit Budget Next Year Create Window Description........................................................... 3-9
Budget Impact Inquiry Procedure...........................................................................................3-11
Budget Process Impact Inquiry Window Description............................................................3-12
Impact Details Window Description...................................................................................... 3-12
4
Budgeting Extensions Process
Definition.................................................................................................................................. 4-1
Overview................................................................................................................................... 4-1
Budgeting Extensions Process Flow Diagram.......................................................................... 4-1
Setting Up Budgeting Extensions............................................................................................. 4-2
Enable Budgeting Extensions in the Application Object Library......................................... 4-2
iv
Define Profile Codes............................................................................................................ 4-3
Define Reason Codes........................................................................................................... 4-3
Define Accounting Combination Budget Control Settings.................................................. 4-4
Define Budget Extension Profile Options............................................................................ 4-4
Define Budget Range Codes................................................................................................ 4-4
Entering Budget Journals..................................................................................................... 4-5
Maintaining Budgets............................................................................................................ 4-6
Next Year Budgeting............................................................................................................ 4-6
5
Budget History Inquiry Procedures
Overview................................................................................................................................... 5-1
Budget History Inquiries......................................................................................................5-1
Public Sector Variance Inquiries.......................................................................................... 5-1
Prerequisites.............................................................................................................................. 5-2
Budget History Inquiry Procedures.......................................................................................... 5-2
Performing an Inquiry Using the Budget History Inquiry Window ...................................... 5-3
Performing a Variance Inquiry Using the Extended Account Inquiry Window .................... 5-5
Budget History Inquiry Window Description.......................................................................... 5-6
History Entries Window Description....................................................................................... 5-7
History Periods Window Description.......................................................................................5-8
Extended Account Inquiry Window Description..................................................................... 5-9
Variance Window Description................................................................................................ 5-10
6
Import Budget Spreadsheet Procedures
Overview................................................................................................................................... 6-1
Prerequisites.............................................................................................................................. 6-1
Feeder Files................................................................................................................................ 6-1
Sheet Headers...................................................................................................................... 6-2
Sheet Lines........................................................................................................................... 6-2
Feeder File Format Description............................................................................................ 6-2
Importing Budget Spreadsheet Procedure................................................................................6-8
Create a Data File................................................................................................................. 6-8
Load a Data File................................................................................................................... 6-9
Extract Data from File........................................................................................................ 6-10
Submit Budget Spreadsheet Extract Window Description.................................................... 6-11
7
Budget Reports
Overview................................................................................................................................... 7-1
Generating Budgeting Extensions: Balanced Budget Journal Input Proforma....................... 7-1
Generating Budgeting Extensions: Balanced Budget Journal Input Proforma Report
v
Description................................................................................................................................ 7-2
Generating Budgeting Extensions: Balanced Budget Journal Report......................................7-3
Generating Budgeting Extensions: Unbalanced Budget Journal Report................................. 7-3
Generating Budgeting Extensions: Process Impact Review and Budgeting Extensions: Process
Impact Review Summary Reports............................................................................................ 7-4
Generating Budgeting Extensions: Profile Code Listing Report............................................. 7-4
Generating Budgeting Extensions: Range Code Listing Report.............................................. 7-4
Generating Budgeting Extensions: Reason Code Listing Report............................................ 7-5
Generating Budgeting Extensions: Maintain Code Combination Budget Control Flag Report
.................................................................................................................................................... 7-5
Generating Budgeting Extensions: Balanced Budget History Report..................................... 7-5
Generating Budgeting Extensions: Unbalanced Budget History Report.................................7-5
8
Commitment Budgetary Control Process
Overview................................................................................................................................... 8-1
Commitment Budgetary Control Process Description............................................................. 8-2
9
Commitment Budgetary Control Procedures
Overview................................................................................................................................... 9-1
Funds Available................................................................................................................... 9-1
Account Inquiry................................................................................................................... 9-2
Journal Inquiry..................................................................................................................... 9-5
Review Results of Contract Commitment and Budgetary Transactions.............................. 9-5
Querying Funds Available Procedure...................................................................................... 9-6
Commitment Budgetary Control Funds Available Inquiry Window Description..................9-6
Querying Accounts Procedure.................................................................................................. 9-8
Commitment Budget Account Inquiry Window Description.................................................. 9-9
Summary Balances Window Description............................................................................... 9-10
Detail Balances Window Description..................................................................................... 9-11
Journals Window Description................................................................................................ 9-11
Journals Window, Full Window Description......................................................................... 9-12
Querying Journal Entry Procedure......................................................................................... 9-13
Commitment Budget Journal Inquiry Window Description................................................. 9-14
Commitment Budget Journal Lines Window Description..................................................... 9-14
10
Commitment Budgetary Control Integration with Oracle Purchasing
Definition................................................................................................................................ 10-1
Overview................................................................................................................................. 10-1
Accounting Date................................................................................................................ 10-1
Single Year Validation....................................................................................................... 10-2
vi
Funds Checking and Reservation...................................................................................... 10-2
Journal Creation................................................................................................................. 10-3
Year End Process................................................................................................................ 10-7
Prerequisites.......................................................................................................................... 10-12
Purchasing Window Modifications...................................................................................... 10-13
Approve Document......................................................................................................... 10-13
Approve Document Window Description....................................................................... 10-13
Purchasing Menu Modifications.......................................................................................... 10-14
Purchasing Process Modifications........................................................................................ 10-15
MassCancel...................................................................................................................... 10-15
Year End Process.............................................................................................................. 10-15
11
Construction Industry Scheme Process
Definition................................................................................................................................ 11-1
Process Flow Diagram............................................................................................................. 11-1
Process Description................................................................................................................. 11-2
12
Construction Industry Scheme Procedures
Definition................................................................................................................................ 12-1
Overview................................................................................................................................. 12-1
Legislation.......................................................................................................................... 12-1
Documentation.................................................................................................................. 12-2
Certificate Type Requirements........................................................................................... 12-3
Payments and Voucher Requirements............................................................................... 12-4
Features.............................................................................................................................. 12-6
Prerequisites............................................................................................................................ 12-7
Subcontractor Verification...................................................................................................... 12-8
Subcontractors Payments...................................................................................................... 12-12
Monthly Returns................................................................................................................... 12-12
Submitting Monthly Returns Online................................................................................12-13
Submitting Monthly Returns Manually........................................................................... 12-19
13
Construction Industry Scheme Report Procedures
Overview................................................................................................................................. 13-1
Construction Industry Scheme: Monthly Returns Report..................................................... 13-1
Construction Industry Scheme: Registered Supplier Listing Report.................................... 13-3
Construction Industry Scheme: Subcontractor Verification Status Report........................... 13-4
Construction Industry Scheme: Subcontractor Statement of Payment and Deductions Report
.................................................................................................................................................. 13-5
vii
14
Contract Commitment Process
Overview................................................................................................................................. 14-1
Set Up Contract Commitment............................................................................................ 14-1
Create and Maintain Contract Commitment......................................................................14-2
Execute Document Control................................................................................................ 14-2
Reporting Currency........................................................................................................... 14-2
Summarize Contract Commitment.................................................................................... 14-3
Internal Contract Commitment Matching..........................................................................14-3
Processes............................................................................................................................ 14-3
Reporting........................................................................................................................... 14-3
Matching Invoices to Internal Release Contract Commitments Process Flow Diagram.......14-3
Matching Contract Commitments to Invoices Process........................................................... 14-4
Enter, Encumber, and Approve Cover Contract Commitments for Internal Purpose....... 14-4
Enter Invoice Header Information into the Oracle Payables Invoice Workbench.............. 14-5
Create Internal Release Contract Commitments................................................................ 14-6
Match Invoices to Internal Release Contract Commitments.............................................. 14-6
Complete the Internal Contract Commitment Releases..................................................... 14-6
15
Contract Commitment Account Generator Process
Definition................................................................................................................................ 15-1
Overview................................................................................................................................. 15-1
Account Generator Features.............................................................................................. 15-1
Customizing the Account Generator in Contract Commitment.........................................15-1
Generate Default Account Process..................................................................................... 15-2
Subprocesses...................................................................................................................... 15-2
Contract Commitment Account Generator Workflow Item Type Attributes........................15-3
Generate Default Account Workflow Diagram...................................................................... 15-5
Generate Default Account Workflow Process........................................................................ 15-8
Start Generating Code Combination (Node 1)................................................................... 15-8
Is Charge Account CCID Null? (Node 2)........................................................................... 15-8
Generate Default Charge Account (Node 3)...................................................................... 15-8
Abort Generating Code Combination (Failure) (Node 4)...................................................15-8
Is Encumbrance On? (Node 5)........................................................................................... 15-8
Generate Default Budget Account (Node 6)...................................................................... 15-9
Abort Generating Code Combination (Failure) (Node 7)...................................................15-9
End Generating Code Combination (Success) (Node 8).....................................................15-9
Generate Default Charge Account Workflow Diagram......................................................... 15-9
Generate Default Charge Account Workflow Subprocess...................................................15-10
Start Generating Code Combination (Node 1)................................................................. 15-10
viii
Is Project Contract Related? (Node 2).............................................................................. 15-11
Generate Project Account (Node 3).................................................................................. 15-11
Abort Generating Code Combination (Failure) (Node 4).................................................15-11
End Generating Code Combination (Success) (Node 5)...................................................15-11
Abort Generating Code Combination (Node 6)............................................................... 15-11
Generate Default Budget Account or Project Account Workflow Diagram........................ 15-12
Generate Default Budget Account or Project Account Workflow Subprocess....................15-12
Start Generating Code Combination (Node 1)................................................................. 15-13
Dummy Default Account Generator (Node 2)................................................................. 15-13
Abort Generating Code Combination (Node 3)............................................................... 15-13
Validate Code Combination (Node 4).............................................................................. 15-13
End Generating Code Combination (Node 5).................................................................. 15-13
16
Contract Commitment Approval Workflow Process
Overview................................................................................................................................. 16-1
Contract Commitment Workflow Item Type Attributes........................................................ 16-2
Contract Commitment Approval Process Workflow Diagram.............................................. 16-5
Contract Commitment Approval Workflow Process..............................................................16-6
Start (Node 1)..................................................................................................................... 16-7
Select Approver (Node 2)...................................................................................................16-7
Notify Approver (Node 3)................................................................................................. 16-7
Check Approver Authority (Node 4)................................................................................. 16-7
Funds Reservation Required (Node 5)............................................................................... 16-7
Approve Contract (Node 6)............................................................................................... 16-8
Notify Preparer About Approval (Node 7)........................................................................ 16-8
Reject Contract (Node 8).................................................................................................... 16-8
Notify Preparer About Rejection (Node 9)......................................................................... 16-8
Execute BC (Node 10)........................................................................................................ 16-9
BC Failed (Node 11)........................................................................................................... 16-9
Notify Preparer BC Failed (Node 12)................................................................................. 16-9
Failed Process (Node 13).................................................................................................... 16-9
Notify Preparer About Error (Node 14)............................................................................. 16-9
End (Node 15).................................................................................................................. 16-10
Customizing Contract Commitment Approval Workflow...................................................16-10
Required Modifications................................................................................................... 16-10
Optional Customizations................................................................................................. 16-10
Creating a New Custom Process...................................................................................... 16-10
17
Maintain Contract Commitment Procedures
Overview................................................................................................................................. 17-1
ix
Contract Commitment Information................................................................................... 17-1
Execute Budgetary Control................................................................................................ 17-2
Guarantee Commitments................................................................................................... 17-3
Contract Commitment Approval....................................................................................... 17-3
Adjust Contract Commitment............................................................................................ 17-5
Version Control................................................................................................................ 17-12
Contract Commitment Actions........................................................................................ 17-13
Action History................................................................................................................. 17-14
Security............................................................................................................................ 17-14
Creating a New Contract Commitment from a Template................................................ 17-15
Summarize Contract Commitment.................................................................................. 17-15
Entering General Information Procedure............................................................................. 17-16
Contract Commitments Window Description, General Tab................................................17-17
Entering Accounting Information Procedure....................................................................... 17-23
Contract Commitments Window Description, Accounting Tab.......................................... 17-24
Entering and Viewing Payment Forecast Information Procedure....................................... 17-27
Contract Commitments Window Description...................................................................... 17-28
Execute Budgetary Control Procedure.................................................................................. 17-30
Encumbrance Window Description...................................................................................... 17-31
View Results Window Description...................................................................................... 17-31
Approving a Contract Commitment Procedure.................................................................... 17-32
Approval Window Description............................................................................................. 17-33
Approving Contract Commitment Workflow Procedure..................................................... 17-33
Transitioning a Contract Commitment Procedure............................................................... 17-33
Transition Window Description........................................................................................... 17-34
Changing a Contract Commitment's Control Status Procedure...........................................17-34
Control Window Description................................................................................................ 17-35
Creating a Contract Commitment from a Template............................................................. 17-36
Find Contract Commitment Window Description............................................................... 17-37
Copy Contract Commitment Window Description.............................................................. 17-39
Summarizing and Modifying a Contract Commitment Procedure......................................17-40
Contract Commitment Summary Window Description.......................................................17-41
Viewing Contract Commitments History Summary Information Procedure......................17-42
18
Internal Release Contract Commitment Procedures
Definition................................................................................................................................ 18-1
Overview................................................................................................................................. 18-1
Cover Contract Commitments........................................................................................... 18-1
Internal Release Contract Commitments........................................................................... 18-1
Creating an Internal Contract Commitment Release............................................................. 18-2
x
Internal Contract Commitment Releases Window Description............................................ 18-3
19
Contract Commitment Report Procedures
Definition................................................................................................................................ 19-1
Overview................................................................................................................................. 19-1
Internal Release Contract Commitments........................................................................... 19-1
Revaluing Contract Commitments.................................................................................... 19-1
Year-End Process............................................................................................................... 19-4
Mass Payment Forecast Shift Process.................................................................................19-8
Prerequisites.......................................................................................................................... 19-11
Running the Contract Commitment Complete Cover Commitment Program.................... 19-11
Running the Contract Commitment Revalue Process Procedure.........................................19-12
Running the Correct Revaluation Variances Process Procedure..........................................19-13
Generating the Contract Commitment Revaluation Fix Exception Report Procedure........ 19-14
Running the Year-End Process Procedure............................................................................ 19-14
Generating the Contract Commitment Mass Payment Forecast Shift Process Procedure
................................................................................................................................................ 19-15
20
Dossier Process
Definition................................................................................................................................ 20-1
Overview................................................................................................................................. 20-1
Dossier Process Flow Diagram................................................................................................20-2
Dossier Processes..................................................................................................................... 20-3
Set Up Approval Hierarchy............................................................................................... 20-3
Set Up General Ledger Budget...........................................................................................20-4
Set Up Dossier Numbering................................................................................................ 20-5
Set Up Dossier Types......................................................................................................... 20-5
Maintain Dossiers.............................................................................................................. 20-6
Dossier Relationships......................................................................................................... 20-7
21
Dossier Procedures
Definition................................................................................................................................ 21-1
Overview................................................................................................................................. 21-2
Transferring Funds in Dossiers.......................................................................................... 21-2
Dossier Approval Process.................................................................................................. 21-3
Recommendations............................................................................................................. 21-3
Prerequisites............................................................................................................................ 21-3
Checking and Reserving Funds.............................................................................................. 21-4
Dossier Window................................................................................................................ 21-5
Accepting or Rejecting Dossiers............................................................................................. 21-7
xi
Reassigning Dossiers ............................................................................................................. 21-8
Viewing Dossier History......................................................................................................... 21-9
Dossier History Window................................................................................................. 21-10
Viewing Dossier Transaction Hierarchies............................................................................ 21-11
Dossier Hierarchy Inquiry Window................................................................................ 21-12
22
Exchange Protocol Process
Definition................................................................................................................................ 22-1
Overview................................................................................................................................. 22-1
Exchange Protocol Process Flow Diagram.............................................................................. 22-3
Exchange Protocol Processes................................................................................................... 22-5
Define Hierarchies............................................................................................................. 22-5
Define Profiles for Exchange Protocol................................................................................22-6
Define Dialog Unit Types...................................................................................................22-7
Define Transmission Unit Types........................................................................................ 22-8
Define Exchange Protocol Numbering...............................................................................22-8
Exchange Protocol Approval Process.............................................................................. 22-10
Year End Process.............................................................................................................. 22-12
23
Exchange Protocol Procedures
Definition................................................................................................................................ 23-1
Overview................................................................................................................................. 23-1
Dialog Units....................................................................................................................... 23-1
Transmission Units............................................................................................................ 23-1
Approval Profiles and Workflow....................................................................................... 23-2
Working with Dialog and Transmission Units.................................................................. 23-2
Numbering Dialog and Transmission Units...................................................................... 23-4
Exchange Protocol Processes............................................................................................. 23-5
Prerequisites............................................................................................................................ 23-8
Creating Dialog Units............................................................................................................. 23-9
Find Dialog Units Window Description.......................................................................... 23-12
New Dialog Unit Window Description............................................................................23-13
Find Transactions Window Description.......................................................................... 23-15
Include In Dialog Unit Window Description................................................................... 23-16
Reviewing Dialog Units........................................................................................................ 23-17
Dialog Units Window Description................................................................................... 23-17
Generating Transmission Units From Dialog Units............................................................ 23-18
Creating Transmission Units................................................................................................ 23-19
Find Transmission Units Window Description................................................................ 23-22
New Transmission Unit Window Description................................................................. 23-23
xii
Find Dialog Units for Transmission Unit Window Description.......................................23-25
Dialog Units Available Window Description...................................................................23-26
Reviewing Transmission Units............................................................................................. 23-27
Transmission Units Window Description........................................................................ 23-28
Transmitting Transmission Units......................................................................................... 23-29
Dialog Unit Validation Procedure for Authorizing Users................................................... 23-29
24
Generic Interface Process
Definition................................................................................................................................ 24-1
Overview................................................................................................................................. 24-1
File Headers....................................................................................................................... 24-2
Journal Headers................................................................................................................. 24-2
Transaction Lines............................................................................................................... 24-2
File Footers......................................................................................................................... 24-2
Feeder System Data File Layout.........................................................................................24-3
Prerequisites............................................................................................................................ 24-3
Setting Up Generic Interface...................................................................................................24-4
Define New Journal Source................................................................................................ 24-5
Define Period Mappings.................................................................................................... 24-5
Define Ledger Mappings................................................................................................... 24-5
Define Feeder System Descriptors..................................................................................... 24-5
Define Generic Interface Profile Options........................................................................... 24-6
Loading Interface Files............................................................................................................ 24-6
Reloading Interface Files........................................................................................................ 24-7
Feeder Transaction Inquiry..................................................................................................... 24-7
File Header Record Specification............................................................................................24-7
Journal Header Record Specification......................................................................................24-8
Journal Lines Record Specification......................................................................................... 24-9
File Footer Record Specification........................................................................................... 24-12
25
Generic Interface Procedures
Definition................................................................................................................................ 25-1
Overview................................................................................................................................. 25-1
Prerequisites............................................................................................................................ 25-1
Loading, Validating, and Extracting Feeder File Transactions Procedure............................. 25-2
Load and Validate Feeder File........................................................................................... 25-2
Extract Feeder File Transactions........................................................................................ 25-3
Import and Post Feeder File Transactions.......................................................................... 25-4
Viewing Feeder System Detail Inquiry Procedure.................................................................25-5
From the Account Inquiry Window................................................................................... 25-6
xiii
From the Feeder System Detail Inquiry Window.............................................................. 25-8
Reloading Feeder File Procedure............................................................................................ 25-9
Archiving, Purging, or Restoring Feeder System Transactions Procedure.......................... 25-10
26
Hierarchical Drill-Down Inquiry Process
Overview................................................................................................................................. 26-1
Prerequisites............................................................................................................................ 26-2
Hierarchical Drill-Down Inquiry Process Flow Diagram...................................................... 26-3
Hierarchical Drill-Down Inquiry Process...............................................................................26-3
Determine Drill-Down Structure....................................................................................... 26-4
Set Up Drill-Down Structure..............................................................................................26-4
Interrogate Drill-Down Structure.......................................................................................26-4
Maintain Drill-Down Structure.......................................................................................... 26-4
Hierarchical Drill-Down Inquiry Business Rules.................................................................. 26-4
Drill-Down Mapping Business Rules................................................................................. 26-4
Drill-Down Inquiry Business Rules................................................................................... 26-5
Hierarchical Drill-Down Inquiry Example.............................................................................26-5
Set Up Drill-Down............................................................................................................. 26-6
27
Hierarchical Drill-Down Inquiry Procedure
Definition................................................................................................................................ 27-1
Overview................................................................................................................................. 27-1
To Date Drill-Down........................................................................................................... 27-1
Full Year Drill-Down......................................................................................................... 27-2
Projections Drill-Down...................................................................................................... 27-2
Prerequisites............................................................................................................................ 27-2
Hierarchical Drill-Down Inquiry Procedure.......................................................................... 27-3
Drill-Down Inquiry Window Description..........................................................................27-4
Journals Window Description............................................................................................ 27-7
28
Inflation Accounting for Assets Process
Definition................................................................................................................................ 28-1
Overview................................................................................................................................. 28-1
Prerequisites............................................................................................................................ 28-2
Inflation Accounting for Assets Processing........................................................................... 28-2
Occasional Revaluation Process......................................................................................... 28-2
Formulae Used in Occasional Revaluation Process........................................................... 28-4
Periodic Depreciation Revaluation Process........................................................................28-5
Formulae Used in Periodic Depreciation Revaluation Process.......................................... 28-6
Revaluation Catch-up Process........................................................................................... 28-7
xiv
Access to Inflation Accounting for Assets Information....................................................28-11
Limitations............................................................................................................................. 28-16
Inflation Accounting for Assets Setup................................................................................. 28-19
Price Indexes.................................................................................................................... 28-19
Inflation Accounting Options.......................................................................................... 28-20
Security.................................................................................................................................. 28-21
Inflation Accounting for Assets Implementation................................................................ 28-21
Continuous MHCA Use to Date of Implementation........................................................ 28-22
Gap in Use or No Previous Use of MHCA....................................................................... 28-22
Reporting......................................................................................................................... 28-23
Mass Upload of Asset Valuations......................................................................................... 28-24
Upload of Professional Valuations...................................................................................28-25
Validation of Professional Valuations.............................................................................. 28-26
Download of Validation Results...................................................................................... 28-26
Transfer to Revaluation Process....................................................................................... 28-26
29
Inflation Accounting for Assets Procedures
Definition................................................................................................................................ 29-1
30
Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures
Overview................................................................................................................................. 30-1
Uploading Assets............................................................................................................... 30-1
Web ADI............................................................................................................................ 30-1
Revaluation Upload Process Diagram............................................................................... 30-1
Revaluation Upload Process Description........................................................................... 30-3
Prerequisites............................................................................................................................ 30-4
Defining Layouts and Mapping..............................................................................................30-4
Uploading and Downloading Files.........................................................................................30-4
Inflation Accounting: New File Integrator......................................................................... 30-5
Inflation Accounting: Exception Errors Integrator............................................................. 30-6
Inflation Accounting: Tolerance Errors Integrator............................................................. 30-6
Inflation Accounting: Valid Assets Integrator....................................................................30-7
Inflation Accounting: Transferred File Integrator.............................................................. 30-7
Running the Inflation Accounting: Transfer Revaluation Upload Data Process.................. 30-7
31
Inflation Accounting for Assets Report Procedures
Definition................................................................................................................................ 31-1
xv
32
Installment Terms Process
Definition................................................................................................................................ 32-1
Overview................................................................................................................................. 32-1
Prerequisites............................................................................................................................ 32-2
Installment Terms Process Flow Diagram.............................................................................. 32-2
Installment Terms Setup......................................................................................................... 32-3
Installment Terms Reports...................................................................................................... 32-4
33
Installment Terms Procedure
Definition................................................................................................................................ 33-1
Overview................................................................................................................................. 33-1
Prerequisites............................................................................................................................ 33-2
Modifying and Creating Payment Terms Procedure..............................................................33-2
Modify Installment Transactions Summary Window........................................................ 33-4
Find Modify Installment Customers Window................................................................... 33-5
Account Details Window................................................................................................... 33-6
Audit Terms Window........................................................................................................ 33-7
Modify Installment Terms Window...................................................................................33-7
34
Installment Terms Report Procedure
Overview................................................................................................................................. 34-1
Generating Installment Terms: Installment Audit Report Procedure................................... 34-1
35
Internal Trading Process
Definition................................................................................................................................ 35-1
Internal Trading Process Flow Diagram................................................................................. 35-1
Workflow Process Flow Diagram........................................................................................... 35-2
Encumbrance and Budgetary Control Process Flow Diagram............................................... 35-3
Internal Trading Process Description..................................................................................... 35-4
Setting Up Internal Trading.................................................................................................... 35-5
Setup Options.................................................................................................................... 35-5
Charge Centers.................................................................................................................. 35-7
Internal Trading Procedures................................................................................................... 35-7
Cross Charge Entry............................................................................................................ 35-7
Cross Charge Approval or Rejection..................................................................................35-7
Cross Charge Resubmission or Cancellation..................................................................... 35-8
Journal Creation................................................................................................................. 35-8
Journal Entries Accounting Example...................................................................................... 35-9
xvi
Without Funds Reservation............................................................................................... 35-9
With Funds Reservation...................................................................................................35-10
Cross Charge Status Values.................................................................................................. 35-13
Raise Cross Charge with Three Service Lines.................................................................. 35-13
Reserve Funds.................................................................................................................. 35-13
Submit Cross Charge....................................................................................................... 35-14
Approve First Service Line...............................................................................................35-14
Creation Approval for First Service Line......................................................................... 35-15
Reject Second and Third Service Lines.............................................................................35-15
Second and Third Service Lines Rejected in Creation...................................................... 35-16
Resubmit Second Service Line......................................................................................... 35-16
Approve Second Service Line.......................................................................................... 35-17
Creation Approval for Second Service Line..................................................................... 35-17
Receiver Approval for First and Second Service Lines.................................................... 35-18
Cancel Third Service Line................................................................................................ 35-18
Automatic Posting to General Ledger................................................................................... 35-19
References.............................................................................................................................. 35-19
36
Internal Trading Procedures
Overview................................................................................................................................. 36-1
Prerequisites............................................................................................................................ 36-3
Creating Internal Charge Entries............................................................................................ 36-4
Creating an Internal Charge Header.................................................................................. 36-4
Creating Service Lines........................................................................................................36-4
Submitting Service Lines....................................................................................................36-5
Enter Charges Window Description.................................................................................. 36-6
Actions Window Description............................................................................................. 36-8
Approving Service Lines......................................................................................................... 36-9
Cross Charge Receiver Authorization Window Description........................................... 36-10
Viewing a Cross Charge Summary....................................................................................... 36-11
Resubmitting Service Lines Procedure................................................................................. 36-12
Canceling Service Lines........................................................................................................ 36-13
Tools Menu............................................................................................................................ 36-14
Find Cross Charges Window Description............................................................................ 36-15
Cross Charges Summary Window Description.................................................................... 36-16
Services Window Description............................................................................................... 36-17
37
Internal Trading Report Procedures
Definition................................................................................................................................ 37-1
Overview................................................................................................................................. 37-1
xvii
Internal Trading: Internal Charge Status Report................................................................37-1
Internal Trading: Automatic Approval of Service Lines.................................................... 37-1
Internal Trading: Create Actual Journals Report............................................................... 37-1
Generating Internal Trading: Internal Charge Status Report Procedure ..............................37-1
Generating Internal Trading: Automatic Approval of Service Lines Procedure .................. 37-2
Generating Internal Trading: Create Actual Journals Procedure...........................................37-3
38
Secondary Invoice Approval Process
Definition................................................................................................................................ 38-1
Setting Up Secondary Invoice Approval................................................................................ 38-1
Secondary Invoice Approval Process Diagram...................................................................... 38-3
Using Oracle Payables with Secondary Invoice Approval.................................................... 38-3
Using Secondary Approval Example...................................................................................... 38-5
References................................................................................................................................ 38-5
39
Secondary Invoice Approval Procedures
Definition................................................................................................................................ 39-1
Overview................................................................................................................................. 39-1
Approval Groups............................................................................................................... 39-1
Secondary Approval Holds................................................................................................39-1
Viewing and Authorizing Secondary Approvals............................................................... 39-2
View and Authorize Secondary Approvals Window........................................................ 39-2
Viewing and Authorizing Payment Holds........................................................................ 39-2
Prerequisites............................................................................................................................ 39-2
Viewing and Authorizing Secondary Approvals................................................................... 39-3
Viewing and Authorizing Payment Holds............................................................................. 39-4
View and Authorize Secondary Approvals Window Description.........................................39-5
40
Secondary Invoice Approval Report Procedures
Definition................................................................................................................................ 40-1
Overview................................................................................................................................. 40-1
Secondary Invoice Approval: Flexfield Assignments Report.............................................40-1
Secondary Invoice Approval: Secondary Approval of Invoices Report............................ 40-1
Generating Secondary Invoice Approval: Secondary Approval of Invoices Report.............40-1
Generating Secondary Invoice Approval: Flexfield Assignments Report.............................40-3
41
Single Third Party Process
Definition................................................................................................................................ 41-1
Single Third Party Process Flow Diagram.............................................................................. 41-1
xviii
Setting Up Single Third Party................................................................................................. 41-3
Enable Netting Transaction Types..................................................................................... 41-3
Set Profile Options for Single Third Party.......................................................................... 41-3
Creating Single Third Parties..................................................................................................41-5
Viewing Single Third Party Netting Balances....................................................................... 41-5
Creating Netting Transactions................................................................................................ 41-6
Adjust Receivables Balance Example................................................................................. 41-6
Adjust Payables Balance Example..................................................................................... 41-7
Objection to Payment Example.......................................................................................... 41-8
Assignment Example......................................................................................................... 41-8
Payment Excess Example................................................................................................... 41-9
Supplier Reimbursement Example.................................................................................... 41-9
42
Single Third Party Procedures
Definition................................................................................................................................ 42-1
Overview................................................................................................................................. 42-1
Netting Process.................................................................................................................. 42-2
Netting Transaction Types................................................................................................. 42-2
Netting Packages and Netting Batches.............................................................................. 42-3
Prerequisites............................................................................................................................ 42-4
Creating a Single Third Party................................................................................................. 42-4
Entering Customer Details................................................................................................. 42-5
Entering Supplier Details................................................................................................... 42-6
Single Third Party - Address Details Window Description...................................................42-6
Viewing Single Third Party Details and Outstanding Balance............................................. 42-7
Single Third Party Netting Balance Window Description.....................................................42-9
Creating Netting Transactions.............................................................................................. 42-11
Netting Transactions Window Description.......................................................................... 42-14
Create Netting Packages Window Description.................................................................... 42-15
Submitting Netting Batches.................................................................................................. 42-16
Submit Netting Batches Window Description..................................................................... 42-17
43
Standing Charges Process
Definition................................................................................................................................ 43-1
Standing Charges Process Flow Diagram............................................................................... 43-1
Setting Up Standing Charges.................................................................................................. 43-3
Set Extended System Options for Standing Charges..........................................................43-3
Set Up Billing and Charging Periods................................................................................. 43-3
Entering Standing Charges and Creating Periodic Invoices.................................................. 43-4
Enter Charge Items............................................................................................................ 43-4
xix
Enter Standing Charges..................................................................................................... 43-4
Run Standing Charges: Preliminary Invoice Register Report............................................ 43-5
Run Standing Charges: Generate Interface Data Program................................................. 43-6
Run AutoInvoice................................................................................................................ 43-6
Run Standing Charges: Synchronize Standing Charges Program......................................43-6
Price Update Considerations................................................................................................... 43-7
Standing Charges Item Price Update................................................................................. 43-7
Price Update using Standing Charge Details Window...................................................... 43-7
Price Update using Global Price Update Window............................................................. 43-7
44
Standing Charges Procedures
Definition................................................................................................................................ 44-1
Overview................................................................................................................................. 44-1
Prerequisites............................................................................................................................ 44-2
Defining Standing Charge Items............................................................................................ 44-2
Standing Charge Items Window Description.................................................................... 44-3
Viewing Charge Item Price History........................................................................................ 44-4
Item Price History Window Description............................................................................ 44-5
Viewing Standing Charges..................................................................................................... 44-5
Standing Charges Window Description.............................................................................44-6
Creating a Standing Charge Agreement................................................................................. 44-6
Standing Charge Window Description.............................................................................. 44-6
Setting Up Charge Lines....................................................................................................... 44-10
Charge Details Window Description, Main Tab.............................................................. 44-11
Charge Details Window Description, Price Tab...............................................................44-12
Charge Details Window Description, Accounting Tab.................................................... 44-13
Charge Details Window Description, Tax Tab................................................................. 44-14
Reviewing Invoice History................................................................................................... 44-14
Invoice History Window Description.............................................................................. 44-15
Viewing Price Update History.............................................................................................. 44-15
Price History Window Description.................................................................................. 44-16
Updating Global Price........................................................................................................... 44-17
Global Price Update Window Description....................................................................... 44-18
Run ID Window Description........................................................................................... 44-19
45
Standing Charges Report Procedures
Standing Charges Reports....................................................................................................... 45-1
46
Subledger Security Process
Definition................................................................................................................................ 46-1
xx
Overview................................................................................................................................. 46-1
Features.............................................................................................................................. 46-2
Supported Products........................................................................................................... 46-4
Prerequisites............................................................................................................................ 46-5
Subledger Security Setup........................................................................................................ 46-5
Determine Security Policy.................................................................................................. 46-6
Set Up Security................................................................................................................... 46-7
Apply Security................................................................................................................... 46-7
Maintain Security............................................................................................................... 46-7
Subledger Security Process Flow Diagram............................................................................. 46-7
Subledger Security Process..................................................................................................... 46-9
Set Application Level Profile Options................................................................................ 46-9
Set Site Level Profile Options............................................................................................. 46-9
Define Security Groups...................................................................................................... 46-9
Define Responsibilities..................................................................................................... 46-10
Set Responsibility Level Profile Options.......................................................................... 46-10
Define Users..................................................................................................................... 46-11
Define Secure Tables........................................................................................................ 46-11
Define Process Groups..................................................................................................... 46-12
Allocate Secure Tables and Process Groups.....................................................................46-13
Apply Security................................................................................................................. 46-14
Security Group Consolidation......................................................................................... 46-14
Secure Existing Data........................................................................................................ 46-15
Subledger Security Examples............................................................................................... 46-15
Basic Subledger Security Principles................................................................................. 46-16
Secure Update Access...................................................................................................... 46-20
Application Context......................................................................................................... 46-21
Security Group Consolidation......................................................................................... 46-21
Application Level Control................................................................................................46-24
47
Subledger Security Report Procedures
Definition................................................................................................................................ 47-1
Overview................................................................................................................................. 47-1
Subledger Security: Allocation Status Report.................................................................... 47-1
Subledger Security: Group Status Report.......................................................................... 47-1
Subledger Security: Grouped Secure Tables Report.......................................................... 47-2
Subledger Security: Object Status Report........................................................................... 47-2
Subledger Security: Secure Tables Status Report............................................................... 47-2
Subledger Security: Security Group Consolidations Report.............................................. 47-3
Subledger Security: User Allocation Status Report............................................................ 47-3
xxi
Subledger Security: Allocation Status Report........................................................................ 47-3
Subledger Security: Group Status Report.............................................................................. 47-4
Subledger Security: Grouped Secure Tables Report.............................................................. 47-4
Subledger Security: Object Status Report.............................................................................. 47-5
Subledger Security: Secure Tables Status Report.................................................................. 47-6
Subledger Security: Security Group Consolidations Report................................................. 47-6
Subledger Security: User Allocation Status Report............................................................... 47-7
A
Oracle Public Sector Financials (International) Navigation Paths
Navigation................................................................................................................................. A-1
B
Commitment Model
Definition.................................................................................................................................. B-1
Overview................................................................................................................................... B-1
Standard Budgetary Control............................................................................................... B-1
Commitment Budgetary Control......................................................................................... B-3
Dual Budgetary Control...................................................................................................... B-5
Contract Commitment Feature................................................................................................. B-8
Contract Commitment Module without Commitment Budgetary Control......................... B-8
Contract Commitment Module with Commitment Budgetary Control............................ B-12
C Reporting Currency Transactions to General Ledger and Commitment
Budgetary Control Process
Definition.................................................................................................................................. C-1
Overview................................................................................................................................... C-1
Creating Commitment Budgetary Control Journal Entry Lines in Reporting Currency........ C-2
D
Contract Commitment Legacy Conversion Procedures
Definition.................................................................................................................................. D-1
Overview................................................................................................................................... D-1
Legacy Conversion Process Flow Diagram......................................................................... D-2
Legacy Conversion to Contract Commitment Tables.......................................................... D-3
Legacy Conversion to Commitment Budgetary Control Tables.......................................... D-4
Legacy Conversion to Standard Budgetary Control (SBC), General Ledger....................... D-5
CC Headers Interface Table......................................................................................................D-5
CC Account Lines Interface Table.......................................................................................... D-14
CC Detail Payment Forecast Interface Table......................................................................... D-20
CBC Open Interface Table...................................................................................................... D-24
Running the Contract Commitment Legacy Open Interface Program Procedure.................D-28
xxii
Running the Contract Commitment Budgetary Control Legacy Open Interface Program
Procedure................................................................................................................................ D-29
E
Contract Commitment Open API
Definition.................................................................................................................................. E-1
Overview................................................................................................................................... E-1
Set API................................................................................................................................. E-1
Create API........................................................................................................................... E-1
Update API.......................................................................................................................... E-3
Select API............................................................................................................................. E-4
Link API.............................................................................................................................. E-4
SET API Parameters.................................................................................................................. E-4
Create API Parameters.............................................................................................................. E-5
Update API Parameters........................................................................................................... E-11
Select API Parameters............................................................................................................. E-12
Link API Parameters............................................................................................................... E-12
F
Contract Commitment and Oracle Payables Integration
Contract Commitment Invoice Matching................................................................................. F-1
Integrated Supplier and Contract Commitment Information..................................................F-2
Matching Purchase Order Tables............................................................................................. F-2
PO Default and QuickMatch Invoices..................................................................................... F-3
PO Default Invoice Type...................................................................................................... F-3
QuickMatch Invoice Type.................................................................................................... F-4
Using Encumbrance Accounting with Contract Commitment................................................ F-4
Glossary
Index
xxiii
Send Us Your Comments
Oracle Public Sector Financials (International) User Guide, Release 12.2
Part No. E48808-02
Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document.
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xxv
Preface
Intended Audience
Welcome to Release 12.2 of the Oracle Public Sector Financials (International) User Guide.
This guide assumes you have a working knowledge of the following:
•
The principles and customary practices of your business area.
•
Computer desktop application usage and terminology
If you have never used Oracle E-Business Suite, we suggest you attend one or more of
the Oracle E-Business Suite training classes available through Oracle University.
See Related Information Sources on page xxix for more Oracle E-Business Suite product
information.
Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle
Accessibility Program website at
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.
Access to Oracle Support
Oracle customers that have purchased support have access to electronic support
through My Oracle Support. For information, visit
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=info or visit
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=trs if you are hearing impaired.
Structure
1 Product Overview
2 Create Budget Journal Procedures
xxvii
3 Maintaining Budget Procedures
4 Budgeting Extensions Process
5 Budget History Inquiry Procedures
6 Import Budget Spreadsheet Procedures
7 Budget Reports
8 Commitment Budgetary Control Process
9 Commitment Budgetary Control Procedures
10 Commitment Budgetary Control Integration with Oracle Purchasing
11 Construction Industry Scheme Process
12 Construction Industry Scheme Procedures
13 Construction Industry Scheme Report Procedures
14 Contract Commitment Process
15 Contract Commitment Account Generator Process
16 Contract Commitment Approval Workflow Process
17 Maintain Contract Commitment Procedures
18 Internal Release Contract Commitment Procedures
19 Contract Commitment Report Procedures
20 Dossier Process
21 Dossier Procedures
22 Exchange Protocol Process
23 Exchange Protocol Procedures
24 Generic Interface Process
25 Generic Interface Procedures
26 Hierarchical Drill-Down Inquiry Process
27 Hierarchical Drill-Down Inquiry Procedure
28 Inflation Accounting for Assets Process
29 Inflation Accounting for Assets Procedures
30 Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures
31 Inflation Accounting for Assets Report Procedures
32 Installment Terms Process
33 Installment Terms Procedure
34 Installment Terms Report Procedure
35 Internal Trading Process
36 Internal Trading Procedures
37 Internal Trading Report Procedures
38 Secondary Invoice Approval Process
39 Secondary Invoice Approval Procedures
40 Secondary Invoice Approval Report Procedures
41 Single Third Party Process
42 Single Third Party Procedures
43 Standing Charges Process
44 Standing Charges Procedures
45 Standing Charges Report Procedures
46 Subledger Security Process
47 Subledger Security Report Procedures
A Oracle Public Sector Financials (International) Navigation Paths
B Commitment Model
C Reporting Currency Transactions to General Ledger and Commitment Budgetary
Control Process
D Contract Commitment Legacy Conversion Procedures
E Contract Commitment Open API
xxviii
F Contract Commitment and Oracle Payables Integration
Glossary
Related Information Sources
This book is included in the Oracle E-Business Suite Documentation Library, which is
supplied in the Release 12.2 Media Pack. If this guide refers you to other Oracle
E-Business Suite documentation, use only the latest Release 12.2 versions of those
guides.
Online Documentation
All Oracle E-Business Suite documentation is available online (HTML or PDF).
•
PDF - See the Oracle E-Business Suite Documentation Library for current PDF
documentation for your product with each release.
•
Online Help - Online help patches (HTML) are available on My Oracle Support.
•
My Oracle Support Knowledge Browser - The Oracle My Oracle Support
Knowledge Browser lets you browse the knowledge base, from a single product
page, to find all documents for that product area. Use the Knowledge Browser to
search for release-specific information, such as FAQs, recent patches, alerts, white
papers, troubleshooting tips, and other archived documents.
•
Oracle eBusiness Suite Electronic Technical Reference Manuals - The Oracle
Electronic Technical Reference Manual (eTRM) contains database diagrams and a
detailed description of database tables, forms, reports, and programs for each
Oracle E-Business Suite product. This information helps you convert data from
your existing applications and integrate Oracle E-Business Suite data with
non-Oracle applications, and write custom reports for Oracle E-Business Suite
products. The Oracle eTRM is available on My Oracle Support.
Related Guides
You should have the following related books on hand. Depending on the requirements
of your particular installation, you may also need additional manuals or guides.
Oracle Alert User's Guide:
This guide explains how to define periodic and event alerts to monitor the status of
your Oracle E-Business Suite data.
Oracle Application Framework Developer's Guide:
This guide contains the coding standards followed by the Oracle E- Business Suite
development staff to produce applications built with Oracle Application Framework.
This guide is available in PDF format on My Oracle Support and as online
documentation in JDeveloper 10g with Oracle Application Extension.
Oracle Application Framework Personalization Guide:
xxix
This guide covers the design-time and run-time aspects of personalizing applications
built with Oracle Application Framework.
Oracle Fusion Middleware Adapter for Oracle Applications User's Guide (Oracle
Application Server Adapter for Oracle Applications User's Guide):
This guide covers the use of Adapter for Oracle Applications in developing integrations
between Oracle E-Business Suite and trading partners.
Please note that the user's guide can be found in the following documentation libraries:
•
As part of the Oracle Fusion Middleware and SOA Suite in 11g, Oracle Fusion
Middleware Adapter for Oracle Applications User's Guide is available in the Oracle
Fusion Middleware 11g Documentation Library.
•
As part of the Oracle Application Server in 10g, Oracle Application Server Adapter for
Oracle Applications User's Guide is available in the Oracle Application Server 10g
Documentation Library.
Oracle Diagnostics Framework User's Guide:
This manual contains information on implementing and administering diagnostics tests
for Oracle E-Business Suite using the Oracle Diagnostics Framework.
Oracle E-Business Suite Concepts:
This book is intended for all those planning to deploy Oracle E- Business Suite Release
12.2, or contemplating significant changes to a configuration. After describing the
Oracle E-Business Suite architecture and technology stack, it focuses on strategic topics,
giving a broad outline of the actions needed to achieve a particular goal, plus the
installation and configuration choices that may be available.
Oracle E-Business Suite CRM System Administrator's Guide:
This manual describes how to implement the CRM Technology Foundation (JTT) and
use its System Administrator Console.
Oracle E-Business Suite Desktop Integration Framework Developer's Guide:
Oracle E-Business Suite Desktop Integration Framework is a development tool that lets
you define custom integrators for use with Oracle Web Applications Desktop
Integrator. This guide describes how to define and manage integrators and all
associated supporting objects, as well as how to download and upload integrator
definitions.
Oracle E-Business Suite Developer's Guide:
This guide contains the coding standards followed by the Oracle E- Business Suite
development staff. It describes the Oracle Application Object Library components
needed to implement the Oracle E-Business Suite user interface described in the Oracle
E-Business Suite User Interface Standards for Forms-Based Products. It provides information
to help you build your custom Oracle Forms Developer forms so that they integrate
with Oracle E-Business Suite. In addition, this guide has information for customizations
in features such as concurrent programs, flexfields, messages, and logging.
xxx
Oracle E-Business Suite Flexfields Guide:
This guide provides flexfields planning, setup, and reference information for the Oracle
E-Business Suite implementation team, as well as for users responsible for the ongoing
maintenance of Oracle E-Business Suite product data. This guide also provides
information on creating custom reports on flexfields data.
Oracle E-Business Suite Installation Guide: Using Rapid Install:
This book is intended for use by anyone who is responsible for installing or upgrading
Oracle E-Business Suite. It provides instructions for running Rapid Install either to carry
out a fresh installation of Oracle E-Business Suite Release 12.2, or as part of an upgrade
to Release 12.2.
Oracle E-Business Suite Integrated SOA Gateway User's Guide:
This guide describes the high level service enablement process, explaining how users
can browse and view the integration interface definitions and services residing in
Oracle Integration Repository.
Oracle E-Business Suite Integrated SOA Gateway Implementation Guide:
This guide explains how integration repository administrators can manage and
administer the Web service activities for integration interfaces including native
packaged integration interfaces, composite services (BPEL type), and custom
integration interfaces. It also describes how to invoke Web services from Oracle
E-Business Suite by employing the Oracle Workflow Business Event System, and how
to manage Web service security, configure logs, and monitor SOAP messages.
Oracle E-Business Suite Integrated SOA Gateway Developer's Guide:
This guide describes how system integration developers can perform end-to-end service
integration activities. These include orchestrating discrete Web services into meaningful
end-to-end business processes using business process execution language (BPEL), and
deploying BPEL processes at run time.
This guide also explains how to invoke Web services using the Service Invocation
Framework. This includes defining Web service invocation metadata, invoking Web
services, and testing the Web service invocation.
Oracle E-Business Suite Maintenance Guide:
This guide contains information about the strategies, tasks, and troubleshooting
activities that can be used to help ensure an Oracle E-Business Suite system keeps
running smoothly, together with a comprehensive description of the relevant tools and
utilities. It also describes how to patch a system, with recommendations for optimizing
typical patching operations and reducing downtime.
Oracle E-Business Suite Security Guide:
This guide contains information on a comprehensive range of security- related topics,
including access control, user management, function security, data security, and
auditing. It also describes how Oracle E-Business Suite can be integrated into a single
sign-on environment.
xxxi
Oracle E-Business Suite Setup Guide:
This guide contains information on system configuration tasks that are carried out
either after installation or whenever there is a significant change to the system. The
activities described include defining concurrent programs and managers, enabling
Oracle Applications Manager features, and setting up printers and online help.
Oracle E-Business Suite User's Guide:
This guide explains how to navigate, enter data, query, and run reports using the user
interface (UI) of Oracle E-Business Suite. This guide also includes information on setting
user profiles, as well as running and reviewing concurrent requests.
Oracle E-Business Suite User Interface Standards for Forms-Based Products:
This guide contains the user interface (UI) standards followed by the Oracle E-Business
Suite development staff. It describes the UI for the Oracle E- Business Suite products
and how to apply this UI to the design of an application built by using Oracle Forms.
Oracle e-Commerce Gateway User's Guide:
This guide describes the functionality of Oracle e-Commerce Gateway and the
necessary setup steps in order for Oracle E-Business Suite to conduct business with
trading partners through Electronic Data Interchange (EDI). It also describes how to run
extract programs for outbound transactions, import programs for inbound transactions,
and the relevant reports.
Oracle e-Commerce Gateway Implementation Guide:
This guide describes implementation details, highlighting additional setup steps needed
for trading partners, code conversion, and Oracle E-Business Suite. It also provides
architecture guidelines for transaction interface files, troubleshooting information, and a
description of how to customize EDI transactions.
Oracle iSetup Developer's Guide:
This manual describes how to build, test, and deploy Oracle iSetup Framework
interfaces.
Oracle iSetup User's Guide:
This guide describes how to use Oracle iSetup to migrate data between different
instances of the Oracle E-Business Suite and generate reports. It also includes
configuration information, instance mapping, and seeded templates used for data
migration.
Oracle Report Manager User's Guide:
Oracle Report Manager is an online report distribution system that provides a secure
and centralized location to produce and manage point-in-time reports. Oracle Report
Manager users can be either report producers or report consumers. Use this guide for
information on setting up and using Oracle Report Manager.
Oracle Web Applications Desktop Integrator Implementation and Administration
Guide:
xxxii
Oracle Web Applications Desktop Integrator brings Oracle E-Business Suite
functionality to a spreadsheet, where familiar data entry and modeling techniques can
be used to complete Oracle E-Business Suite tasks. You can create formatted
spreadsheets on your desktop that allow you to download, view, edit, and create Oracle
E- Business Suite data, which you can then upload. This guide describes how to
implement Oracle Web Applications Desktop Integrator and how to define mappings,
layouts, style sheets, and other setup options.
Oracle Workflow Administrator's Guide:
This guide explains how to complete the setup steps necessary for any product that
includes workflow-enabled processes. It also describes how to manage workflow
processes and business events using Oracle Applications Manager, how to monitor the
progress of runtime workflow processes, and how to administer notifications sent to
workflow users.
Oracle Workflow API Reference:
This guide describes the APIs provided for developers and administrators to access
Oracle Workflow.
Oracle Workflow Client Installation Guide
This guide describes how to install the Oracle Workflow Builder and Oracle XML
Gateway Message Designer client components for Oracle E-Business Suite.
Oracle Workflow Developer's Guide:
This guide explains how to define new workflow business processes and customize
existing Oracle E-Business Suite-embedded workflow processes. It also describes how
to define and customize business events and event subscriptions.
Oracle Workflow User's Guide:
This guide describes how users can view and respond to workflow notifications and
monitor the progress of their workflow processes.
Oracle XML Gateway User's Guide:
This guide describes Oracle XML Gateway functionality and each component of the
Oracle XML Gateway architecture, including Message Designer, Oracle XML Gateway
Setup, Execution Engine, Message Queues, and Oracle Transport Agent. It also explains
how to use Collaboration History that records all business transactions and messages
exchanged with trading partners.
The integrations with Oracle Workflow Business Event System, and the
Business-to-Business transactions are also addressed in this guide.
Oracle XML Publisher Report Designer's Guide:
Oracle XML Publisher is a template-based reporting solution that merges XML data
with templates in RTF or PDF format to produce a variety of outputs to meet a variety
of business needs. Using Microsoft Word or Adobe Acrobat as the design tool, you can
create pixel-perfect reports from the Oracle E-Business Suite. Use this guide to design
your report layouts.
xxxiii
This guide is available through the Oracle E-Business Suite online help.
Oracle XML Publisher Administration and Developer's Guide:
Oracle XML Publisher is a template- based reporting solution that merges XML data
with templates in RTF or PDF format to produce a variety of outputs to meet a variety
of business needs. Outputs include: PDF, HTML, Excel, RTF, and eText (for EDI and
EFT transactions). Oracle XML Publisher can be used to generate reports based on
existing Oracle E-Business Suite report data, or you can use Oracle XML Publisher's
data extraction engine to build your own queries. Oracle XML Publisher also provides a
robust set of APIs to manage delivery of your reports via e-mail, fax, secure FTP,
printer, WebDav, and more. This guide describes how to set up and administer Oracle
XML Publisher as well as how to use the Application Programming Interface to build
custom solutions.
This guide is available through the Oracle E-Business Suite online help.
Oracle E-Business Suite Upgrade Guide: Release 12.0 and 12.1 to 12.2:
This guide provides information for DBAs and Applications Specialists who are
responsible for upgrading Release 12.0 and 12.1 Oracle E-Business Suite system
(techstack and products) to Release 12.2. In addition to information about applying the
upgrade driver, it outlines pre-upgrade steps and post-upgrade steps, and provides
descriptions of product-specific functional changes and suggestions for verifying the
upgrade and reducing downtime.
Oracle E-Business Suite Multiple Organizations Implementation Guide:
This guide describes the multiple organizations concepts in Oracle E-Business Suite. It
describes in detail on setting up and working effectively with multiple organizations in
Oracle E-Business Suite.
Oracle Financials and Oracle Procurement Functional Upgrade Guide: Release 11i to
Release 12:
This guides provides detailed information about the functional impacts of upgrading
Oracle Financials and Oracle Procurement products from Release 11i to Release 12. This
guide supplements the Oracle E-Business Suite Upgrade Guide: Release 12.0 and 12.1 to 12.2
.
Oracle Financials Concepts Guide:
This guide describes the fundamental concepts of Oracle Financials. The guide is
intended to introduce readers to the concepts used in the applications, and help them
compare their real world business, organization, and processes to those used in the
applications.
Oracle Financials Glossary:
The glossary includes definitions of common terms that are shared by all Oracle
Financials products. In some cases, there may be different definitions of the same term
for different Financials products. If you are unsure of the meaning of a term you see in
an Oracle Financials guide, please refer to the glossary for clarification. You can find the
xxxiv
glossary in the online help or in the Oracle Financials Implementation Guide.
Oracle Financials Implementation Guide:
This guide provides information on how to implement the Oracle Financials E-Business
Suite. It guides you through setting up your organizations, including legal entities, and
their accounting, using the Accounting Setup Manager. It covers intercompany
accounting and sequencing of accounting entries, and it provides examples.
Oracle Advanced Global Intercompany System User's Guide:
This guide describes the self service application pages available for Intercompany users.
It includes information on setting up intercompany, entering intercompany
transactions, importing transactions from external sources and generating reports.
Oracle Advanced Collections User Guide:
This guide describes how to use the features of Oracle Advanced Collections to manage
your collections activities. It describes how collections agents and managers can use
Oracle Advanced Collections to identify delinquent customers, review payment history
and aging data, process payments, use strategies and dunning plans to automate the
collections process, manage work assignments, and handle later-stage delinquencies.
Oracle Advanced Collections Implementation Guide:
This guide describes how to configure Oracle Advanced Collections and its integrated
products. It contains the steps required to set up and verify your implementation of
Oracle Advanced Collections.
Oracle Assets User Guide:
This guide provides you with information on how to implement and use Oracle Assets.
Use this guide to understand the implementation steps required for application use,
including defining depreciation books, depreciation method, and asset categories. It
also contains information on setting up assets in the system, maintaining assets, retiring
and reinstating assets, depreciation, group depreciation, accounting and tax accounting,
budgeting, online inquiries, impairment processing, and Oracle Assets reporting. The
guide explains using Oracle Assets with Multiple Reporting Currencies (MRC). This
guide also includes a comprehensive list of profile options that you can set to customize
application behavior.
Oracle Bill Presentment Architecture User's Guide:
This guide provides you information on using Oracle Bill Presentment Architecture.
Consult this guide to create and customize billing templates, assign a template to a rule
and submit print requests. This guide also provides detailed information on page
references, seeded content items and template assignment attributes.
Oracle Cash Management User Guide:
This guide describes how to use Oracle Cash Management to clear your receipts, as well
as reconcile bank statements with your outstanding balances and transactions. This
manual also explains how to effectively manage and control your cash cycle. It provides
comprehensive bank reconciliation and flexible cash forecasting.
xxxv
Oracle Credit Management User Guide:
This guide provides you with information on how to use Oracle Credit Management.
This guide includes implementation steps, such as how to set up credit policies, as well
as details on how to use the credit review process to derive credit recommendations
that comply with your credit policies. This guide also includes detailed information
about the public application programming interfaces (APIs) that you can use to extend
Oracle Credit Management functionality.
Oracle Customer Data Librarian User Guide:
This guide describes how to use Oracle Customer Data Librarian to establish and
maintain the quality of the Trading Community Architecture Registry, focusing on
consolidation, cleanliness, and completeness. Oracle Customer Data Librarian has all of
the features in Oracle Customers Online, and is also part of the Oracle Customer Data
Management product family.
Oracle Customer Data Librarian Implementation Guide:
This guide describes how to implement Oracle Customer Data Librarian. As part of
implementing Oracle Customer Data Librarian, you must also complete all the
implementation steps for Oracle Customers Online.
Oracle Customers Online User Guide:
This guide describes how to use Oracle Customers Online to view, create, and maintain
your customer information. Oracle Customers Online is based on Oracle Trading
Community Architecture data model and functionality, and is also part of the Oracle
Customer Data Management product family.
Oracle Customers Online Implementation Guide:
This guide describes how to implement Oracle Customers Online.
Oracle E-Business Tax User Guide:
This guide describes the entire process of setting up and maintaining tax configuration
data, as well as applying tax data to the transaction line. It describes the entire
regime-to-rate setup flow of tax regimes, taxes, statuses, rates, recovery rates, tax
jurisdictions, and tax rules. It also describes setting up and maintaining tax reporting
codes, fiscal classifications, tax profiles, tax registrations, configuration options, and
third party service provider subscriptions. You also use this manual to maintain
migrated tax data for use with E-Business Tax.
Oracle E-Business Tax Implementation Guide:
This guide provides a conceptual overview of the E-Business Tax tax engine, and
describes the prerequisite implementation steps to complete in other applications in
order to set up and use E-Business Tax. The guide also includes extensive examples of
setting up country-specific tax requirements.
Oracle E-Business Tax Reporting Guide:
This guide explains how to run all tax reports that make use of the E-Business Tax data
extract. This includes the Tax Reporting Ledger and other core tax reports,
xxxvi
country-specific VAT reports, and Latin Tax Engine reports.
Oracle E-Business Tax: Vertex Q-Series and Taxware Sales/Use Tax System
Implementation Guide:
This guide explains how to setup and use the services of third party tax service
providers for US Sales and Use tax. The tax service providers are Vertex Q-Series and
Taxware Sales/Use Tax System. When implemented, the Oracle E-Business Tax service
subscription calls one of these tax service providers to return a tax rate or amount
whenever US Sales and Use tax is calculated by the Oracle E-Business Tax tax engine.
This guide provides setup steps, information about day-to-day business processes, and
a technical reference section.
Oracle Embedded Data Warehouse User Guide:
This guide describes how to use Embedded Data Warehouse reports and workbooks to
analyze performance.
Oracle Embedded Data Warehouse Implementation Guide:
This guide describes how to implement Embedded Data Warehouse, including how to
set up the intelligence areas.
Oracle Embedded Data Warehouse Install Guide:
This guide describes how to install Embedded Data Warehouse, including how to create
database links and create the end user layer (EUL).
Oracle Financial Accounting Hub Implementation Guide:
This guide provides detailed implementation information that leverages the features of
Oracle Subledger Accounting to generate accounting.
Oracle Financial Services Reference Guide:
This guide provides reference material for Oracle Financial Services applications in
Release 12, such as Oracle Transfer Pricing, and includes technical details about
application use as well as general concepts, equations, and calculations.
Oracle Financial Services Implementation Guide:
This guide describes how to set up Oracle Financial Services applications in Release 12.
Oracle Financial Services Reporting Administration Guide:
This guide describes the reporting architecture of Oracle Financial Services applications
in Release 12, and provides information on how to view these reports.
Oracle Financials Country-Specific Installation Supplement:
This guide provides general country information, such as responsibilities and report
security groups, as well as any post-install steps required by some countries.
Oracle Financials for the Americas User Guide:
This guide describes functionality developed to meet specific business practices in
countries belonging to the Americas region. Consult this user guide along with your
xxxvii
financial product user guides to effectively use Oracle Financials in your country.
Oracle Financials for Asia/Pacific User Guide:
This guide describes functionality developed to meet specific business practices in
countries belonging to the Asia/Pacific region. Consult this user guide along with your
financial product user guides to effectively use Oracle Financials in your country.
Oracle Financials for Europe User Guide:
This guide describes functionality developed to meet specific business practices in
countries belonging to the European region. Consult this user guide along with your
financial product user guides to effectively use Oracle Financials in your country.
Oracle Financials for India User's Guide:
This guide provides information on how to use Oracle Financials for India. Use this
guide to learn how to create and maintain setup related to India taxes, defaulting and
calculation of taxes on transactions. This guide also includes information about
accounting and reporting of taxes related to India.
Oracle Financials for India Implementation Guide:
This guide provides information on how to implement Oracle Financials for India. Use
this guide to understand the implementation steps required for application use,
including how to set up taxes, tax defaulting hierarchies, set up different tax regimes,
organization and transactions.
Oracle Financials RXi Reports Administration Tool User Guide:
This guide describes how to use the RXi reports administration tool to design the
content and layout of RXi reports. RXi reports let you order, edit, and present report
information to better meet your company's reporting needs.
Oracle General Ledger Implementation Guide:
This guide provides information on how to implement Oracle General Ledger. Use this
guide to understand the implementation steps required for application use, including
how to set up Accounting Flexfields, Accounts, and Calendars.
Oracle General Ledger Reference Guide
This guide provides detailed information about setting up General Ledger Profile
Options and Applications Desktop Integrator (ADI) Profile Options.
Oracle General Ledger User's Guide:
This guide provides information on how to use Oracle General Ledger. Use this guide
to learn how to create and maintain ledgers, ledger currencies, budgets, and journal
entries. This guide also includes information about running financial reports.
Oracle Incentive Compensation Implementation Guide:
This guide provides Compensation Administrators with guidance during
implementation of Oracle Incentive Compensation. The procedures are presented in the
recommended order that they should be performed for successful implementation.
xxxviii
Appendixes are included that describe system profiles, lookups, and other useful
information.
Oracle Incentive Compensation User Guide:
This guide helps Compensation Managers, Compensation Analysts, and Plan
administrators to manage Oracle Incentive Compensation on a day-to-day basis. Learn
how to create and manage rules hierarchies, create compensation plans, collect
transactions, calculate and pay commission, and use Sales Credit Allocation.
Oracle Internet Expenses Implementation and Administration Guide:
This book explains in detail how to configure Oracle Internet Expenses and describes its
integration with other applications in the E-Business Suite, such as Oracle Payables and
Oracle Projects. Use this guide to understand the implementation steps required for
application use, including how to set up policy and rate schedules, credit card policies,
audit automation, and the expenses spreadsheet. This guide also includes detailed
information about the client extensions that you can use to extend Oracle Internet
Expenses functionality.
Oracle iAssets User Guide:
This guide provides information on how to implement and use Oracle iAssets. Use this
guide to understand the implementation steps required for application use, including
setting up Oracle iAssets rules and related product setup steps. It explains how to
define approval rules to facilitate the approval process. It also includes information on
using the Oracle iAssets user interface to search for assets, create self-service transfer
requests and view notifications.
Oracle iProcurement Implementation and Administration Guide:
This manual describes how to set up and administer Oracle iProcurement. Oracle
iProcurement enables employees to requisition items through a self– service, Web
interface.
Oracle iReceivables Implementation Guide:
This guide provides information on how to implement Oracle iReceivables. Use this
guide to understand the implementation steps required for application use, including
how to set up and configure iReceivables, and how to set up the Credit Memo Request
workflow. There is also a chapter that provides an overview of major features available
in iReceivables.
Oracle iSupplier Portal User Guide:
This guide contains information on how to use Oracle iSupplier Portal to enable secure
transactions between buyers and suppliers using the Internet. Using Oracle iSupplier
Portal, suppliers can monitor and respond to events in the procure-to-pay cycle.
Oracle iSupplier Portal Implementation Guide:
This guide contains information on how to implement Oracle iSupplier Portal and
enable secure transactions between buyers and suppliers using the Internet.
Oracle Loans User Guide:
xxxix
This guide describes how to set up and use Oracle Loans. It includes information on
how to create, approve, fund, amortize, bill, and service extended repayment plan and
direct loans.
Oracle Partner Management Implementation and Administration Guide:
This guide helps Vendor administrators to set up and maintain relationships and
programs in the Partner Management application. The main areas include setting up
the partner and channel manager dashboards, partner setup, partner programs and
enrollment, opportunity and referral management, deal registration, special pricing
management, and partner fund management.
Oracle Partner Management Vendor User Guide:
This guide assists vendor users in using Partner Management on a daily basis. This
includes interaction with the partner and channel manager dashboards, working with
partners and partner programs, managing opportunities and referrals, registering deals,
and working with special pricing and partner funds.
Oracle Payables User's Guide:
This guide describes how to use Oracle Payables to create invoices and make payments.
In addition, it describes how to enter and manage suppliers, import invoices using the
Payables open interface, manage purchase order and receipt matching, apply holds to
invoices, and validate invoices. It contains information on managing expense reporting,
procurement cards, and credit cards. This guide also explains the accounting for
Payables transactions.
Oracle Payables Implementation Guide:
This guide provides you with information on how to implement Oracle Payables. Use
this guide to understand the implementation steps required for how to set up suppliers,
payments, accounting, and tax.
Oracle Payables Reference Guide:
This guide provides you with detailed information about the Oracle Payables open
interfaces, such as the Invoice open interface, which lets you import invoices. It also
includes reference information on purchase order matching and purging purchasing
information.
Oracle Payments Implementation Guide:
This guide describes how Oracle Payments, as the central payment engine for the
Oracle E-Business Suite, processes transactions, such as invoice payments from Oracle
Payables, bank account transfers from Oracle Cash Management, and settlements
against credit cards and bank accounts from Oracle Receivables. This guide also
describes how Oracle Payments is integrated with financial institutions and payment
systems for receipt and payment processing, known as funds capture and funds
disbursement, respectively. Additionally, the guide explains to the implementer how to
plan the implementation of Oracle Payments, how to configure it, set it up, test
transactions, and how use it with external payment systems.
xl
Oracle Payments User's Guide:
This guide describes how Oracle Payments, as the central payment engine for the
Oracle E-Business Suite, processes transactions, such as invoice payments from Oracle
Payables, bank account transfers from Oracle Cash Management, and settlements
against credit cards and bank accounts from Oracle Receivables. This guide also
describes to the Payment Administrator how to monitor the funds capture and funds
disbursement processes, as well as how to remedy any errors that may arise.
Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout:
This guide contains necessary information for customers implementing remote catalog
content on a supplier's Web site or on Oracle Exchange.
Oracle Procurement Contracts Online Help:
This guide is provided as online help only from the Oracle Procurement Contracts
application and includes information about creating and managing your contract terms
library.
Oracle Procurement Contracts Implementation and Administration Guide:
This guide describes how to set up and administer Oracle Procurement Contracts.
Oracle Procurement Contracts enables employees to author and maintain complex
contracts through a self–service, Web interface.
Oracle Public Sector Financials User Guide:
This guide describes how to set up and administer Oracle Public Sector Advanced
Features. It describes Encumbrance Reconciliation Reports, GASB 34/35 Asset
Accounting, and Funds Available Enhancements.
Oracle Purchasing User's Guide:
This guide describes how to create and approve purchasing documents, including
requisitions, different types of purchase orders, quotations, RFQs, and receipts. This
guide also describes how to manage your supply base through agreements, sourcing
rules, and approved supplier lists. In addition, this guide explains how you can
automatically create purchasing documents based on business rules through integration
with Oracle Workflow technology, which automates many of the key procurement
processes.
Oracle Receivables User Guide:
This guide provides you with information on how to use Oracle Receivables. Use this
guide to learn how to create and maintain transactions and bills receivable, enter and
apply receipts, enter customer information, and manage revenue. This guide also
includes information about accounting in Receivables. Use the Standard Navigation
Paths appendix to find out how to access each Receivables window.
Oracle Receivables Implementation Guide:
This guide provides you with information on how to implement Oracle Receivables.
Use this guide to understand the implementation steps required for application use,
including how to set up customers, transactions, receipts, accounting, tax, and
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collections. This guide also includes a comprehensive list of profile options that you can
set to customize application behavior.
Oracle Receivables Reference Guide:
This guide provides you with detailed information about all public application
programming interfaces (APIs) that you can use to extend Oracle Receivables
functionality. This guide also describes the Oracle Receivables open interfaces, such as
AutoLockbox which lets you create and apply receipts and AutoInvoice which you can
use to import and validate transactions from other systems. Archiving and purging
Receivables data is also discussed in this guide.
Oracle Sourcing Implementation and Administration Guide:
This guide contains information on how to implement Oracle Sourcing to enable
participants from multiple organizations to exchange information, conduct bid and
auction processes, and create and implement buying agreements. This allows
professional buyers, business experts, and suppliers to participate in a more agile and
accurate sourcing process.
Oracle Subledger Accounting Implementation Guide:
This guide provides setup information for Oracle Subledger Accounting features,
including the Accounting Methods Builder. You can use the Accounting Methods
Builder to create and modify the setup for subledger journal lines and application
accounting definitions for Oracle subledger applications. This guide also discusses the
reports available in Oracle Subledger Accounting and describes how to inquire on
subledger journal entries.
Oracle Supplier Scheduling User's Guide:
This guide describes how you can use Oracle Supplier Scheduling to calculate and
maintain planning and shipping schedules and communicate them to your suppliers.
Oracle iProcurement Implementation and Administration Guide:
This manual describes how to set up and administer Oracle iProcurement. Oracle
iProcurement enables employees to requisition items through a self–service, Web
interface.
Oracle Procurement Contracts Implementation and Administration Guide:
This manual describes how to set up and administer Oracle Procurement Contracts.
Oracle Procurement Contracts enables employees to author and maintain complex
contracts through a self–service, Web interface.
Oracle Trading Community Architecture User Guide:
This guide describes the Oracle Trading Community Architecture (TCA) and how to
use features from the Trading Community Manager responsibility to create, update,
enrich, and cleanse the data in the TCA Registry. It also describes how to use Resource
Manager to define and manage resources.
Oracle Trading Community Architecture Administration Guide:
xlii
This guide describes how to administer and implement Oracle Trading Community
Architecture (TCA). You set up, control, and manage functionality that affects data in
the TCA Registry. It also describes how to set up and use Resource Manager to manage
resources.
Oracle Trading Community Architecture Reference Guide:
This guide contains seeded relationship types, seeded Data Quality Management data,
D&B data elements, Bulk Import interface table fields and validations, and a
comprehensive glossary. This guide supplements the documentation for Oracle Trading
Community Architecture and all products in the Oracle Customer Data Management
family.
Oracle Trading Community Architecture Technical Implementation Guide:
This guide explains how to use the public Oracle Trading Community Architecture
application programming interfaces (APIs) and develop callouts based on Oracle
Workflow Business Events System (BES). For each API, this guide provides a
description of the API, the PL/SQL procedure, and the Java method, as well as a table of
the parameter descriptions and validations. For each BES callout, this guide provides
the name of the logical entity, its description, and the ID parameter name. Also
included are setup instructions and sample code.
Oracle U.S. Federal Financials User's Guide:
This guide describes the common concepts for an integrated financial management
solution for federal agencies to comply with the requirements of the U.S. Federal
government. It describes the product architecture and provides information on Budget
Execution, Prompt Payment, Treasury payments, Third party payments, Interagency
transactions, Receivables management, Federal reports, CCR Integration, and Year End
Closing.
Oracle U.S. Federal Financials Implementation Guide:
This guide describes the common concepts for an integrated financial management
solution for federal agencies. It includes a consolidated setup checklist by page and
provides detailed information on how to set up, maintain, and troubleshoot the Federal
Financial application for the following functional areas: Sub Ledger Accounting, Budget
Execution, Prompt Payment, Treasury payments, Third party payments, Interagency
transactions, Receivables management, Federal reports, CCR Integration, and Year End
Closing.
Integration Repository
The Oracle Integration Repository is a compilation of information about the service
endpoints exposed by the Oracle E-Business Suite of applications. It provides a
complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets
users easily discover and deploy the appropriate business service interface for
integration with any system, application, or business partner.
The Oracle Integration Repository is shipped as part of the Oracle E-Business Suite. As
xliii
your instance is patched, the repository is automatically updated with content
appropriate for the precise revisions of interfaces in your environment.
Do Not Use Database Tools to Modify Oracle E-Business Suite Data
Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data
Browser, database triggers, or any other tool to modify Oracle E-Business Suite data
unless otherwise instructed.
Oracle provides powerful tools you can use to create, store, change, retrieve, and
maintain information in an Oracle database. But if you use Oracle tools such as
SQL*Plus to modify Oracle E-Business Suite data, you risk destroying the integrity of
your data and you lose the ability to audit changes to your data.
Because Oracle E-Business Suite tables are interrelated, any change you make using an
Oracle E-Business Suite form can update many tables at once. But when you modify
Oracle E-Business Suite data using anything other than Oracle E-Business Suite, you
may change a row in one table without making corresponding changes in related tables.
If your tables get out of synchronization with each other, you risk retrieving erroneous
information and you risk unpredictable results throughout Oracle E-Business Suite.
When you use Oracle E-Business Suite to modify your data, Oracle E-Business Suite
automatically checks that your changes are valid. Oracle E-Business Suite also keeps
track of who changes information. If you enter information into database tables using
database tools, you may store invalid information. You also lose the ability to track who
has changed your information because SQL*Plus and other database tools do not keep a
record of changes.
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1
Product Overview
Overview
Oracle Public Sector Financials (International) extends Oracle Financials functionality
and provides the basis for an integrated financial management solution for public sector
agencies, providing features such as the following:
•
Budgeting Extensions
•
Construction Industry Scheme
•
Exchange Protocol
•
Dossier
•
Single Third Party
Setup windows are provided to enable the Oracle Public Sector Financials
(International) features described in this guide. Setup procedures for each of the
features are described in feature setup chapters.
Products
Oracle Public Sector Financials (International) provides extensions to the following
products:
•
Oracle General Ledger
•
Oracle Assets
•
Oracle Payables
•
Oracle Receivables
Product Overview 1-1
•
Oracle Purchasing
•
Application Object Library
Subledger Security is a security feature used in Payables, Receivables, and
Purchasing. Subledger Security is a tool rather than a product and is implemented
by the systems administrator.
Modules affected by or enhanced in Oracle Public Sector Financials (International) are
shown in the Oracle Financials Modules Affected by or Enhanced in Oracle Public
Sector Financials (International) diagram, page 1-3 .
The relationship of Oracle Public Sector Financials (International) features to Oracle
E-Business Suite is shown in the Oracle Public Sector Financials (International) Features
diagram, page 1-4.
The diagram below shows the Oracle Financials modules affected by or enhanced in
Oracle Public Sector Financials (International).
1-2 Oracle Public Sector Financials (International) User Guide
Oracle Financials Modules Affected by or Enhanced in Oracle Public Sector Financials
(International)
The diagram below shows the Oracle Public Sector Financials (International) features as
described in Oracle Public Sector Financials (International) Features, page 1-7.
Product Overview 1-3
Oracle Public Sector Financials (International) Features
International Implications
The features in Oracle Public Sector Financials (International) conform to worldwide
generally accepted accounting principles. However, some features are country specific
and might not be relevant or appropriate everywhere.
Globalizations
The following Oracle Public Sector Financials (International) features function with the
Global Accounting Engine:
•
Dossier
•
Exchange Protocol
1-4 Oracle Public Sector Financials (International) User Guide
•
Single Third Party
The remaining Oracle Public Sector Financials (International) features are not tested
with the global accounting engine.
Country or Government Specific Features, References, and Notes
The table below and the Country or Government Specific Features Reference Notes
table, page 1-6 list features that might not be relevant in every country. Oracle
recommends seeking advice from a qualified accountant about the implications of using
a country specific feature.
Country or Government Specific Features
Feature
Where Required
Reference Note
Applicable in Additional
Countries
Construction Industry
Scheme
UK
2
Yes; some reports may not
be appropriate
Dossier
France
3
Yes
Exchange Protocol
France
3
Yes
Modified Historic Cost
Accounting
UK
4
No
Inflation Accounting for
Assets
UK
5
No
Single Third Party
France
3
Yes
Subledger Security
UK
Yes
The table below describes the reference notes listed in the Country or Government
Specific Features table, page 1-5.
Product Overview 1-5
Country or Government Specific Features Reference Notes
Reference Note Number
References
1 Construction Industry Scheme
Oracle Public Sector Financials (International)
meets the UK Inland Revenue requirements
for construction industry scheme deductions.
However, the reports are not approved as
substitutes by the UK Inland Revenue. For
information about UK Inland Revenue
requirements for the construction industry,
see Construction Industry Tax Deduction Scheme,
External Communication Unit of the Inland
Revenue, Construction Industry Series IR14/15
(CIS), March 1999, including addendums CIS
Fact 1 and CIS Fact, 3 March 1999.
2 Exchange Protocol, Dossier, and Single
Third Party
Oracle Public Sector Financials (International)
meets the French government public sector
requirements for exchange protocol, dossier,
and single third party. For information on
French requirements, see Reglementation
comptable Etablissements Public
Administratifs et Nationaux M9.1, M14, M21
at the following website:
http://www.finances.gouv.fr/reglementation/i
nstructions_comptables.
3 Modified Historic Cost Accounting
This feature was the initial response to the UK
Government's requirement for the revaluation
of assets and associated depreciation. The
scope was limited to positive inflationary
index movements.
4 Inflation Accounting for Assets
This feature is the replacement for Modified
Historic Cost Accounting, and has been
enhanced to handle both positive and
negative movements. The requirement to
amortize the revaluation reserve has also been
included.
1-6 Oracle Public Sector Financials (International) User Guide
Oracle Public Sector Financials (International) Features
Budgeting Extensions
Budgeting Extensions provide an expansion of the standard budgeting features present
in General Ledger. Features include the following:
•
optional double entry enforced budgeting
•
budget spreadsheets import
•
budget history inquiry
•
next year budget creation, percentage changes to existing budgets, and budget
reprofiling for whole or partial years
•
budget reports
Commitment Budgetary Control
Commitment Budgetary Control enables users to check funds availability online for all
types of contract commitments, and encumber funds online. The Commitment Model
enables public sector organizations to manage their business using dual budgeting,
which includes standard budgetary control and commitment budgetary control. The
standard budget represents the amount an organization is willing to pay in a given
period. The commitment budget represents the amount of encumbrances an
organization is willing to commit itself to in a given period.
The following features are included in Commitment Budgetary Control:
•
set up commitment budgetary control check level
•
check and reserve funds online
•
commitment budgetary control online inquiry
Construction Industry Scheme
Construction Industry Scheme extends automatic withholding tax (AWT) features in
Payables and Purchasing to comply with UK Inland Revenue requirements for
collecting tax from construction subcontractors. The following features are included:
•
Registering with Inland Revenue to enable subcontractors setup Construction
Industry Scheme
•
Obtaining registration number from Inland Revenue
Product Overview 1-7
•
Process Construction Industry Scheme payments using the standard Payables
functionality
•
Contractors file the monthly returns online or manually
•
Generate the following reports required by subcontractors and Inland Revenue for
construction industry work:
•
Construction Industry Scheme: CI36 End of Year Returns Report
•
Construction Industry Scheme: Certificate Renewal Reminders Report
•
Construction Industry Scheme: Missing Vouchers Report
•
Construction Industry Scheme: Missing/Expired Certificates Report
•
Construction Industry Scheme: Missing/Expired Certificates with Pending
Payments Report
•
Construction Industry Scheme: Voucher Report
•
Construction Industry Scheme: Update Certificate Types/Percentages Process
•
Construction Industry Scheme: Monthly Returns Report
•
Construction Industry Scheme: Registered Supplier Listing Report
•
Construction Industry Scheme: Subcontractor Verification Status Report
•
Construction Industry Scheme: Subcontractor Statement of Payment and
Deductions Report
Contract Commitment
A contract commitment is the financial representation of a legally enforceable
agreement with a third party or an internal commitment of funds. Contract
Commitment provides organizations with the ability to encumber contract activity from
a financial perspective without the manufacturing type data required in Oracle
Purchasing. Contract Commitment supports the Commitment Model which focuses on
the encumbrance expenditure type.
Contract commitments usually extend over a period of years. This means that the
contract commitment created in a certain fiscal year is paid against different funding
budgets spread over multiple fiscal years. The amount that is expected to be paid in a
certain fiscal year is the payment forecast. The set of payment forecasts that belongs to a
contract commitment is the payment schedule.
Contract Commitment includes the following features:
1-8 Oracle Public Sector Financials (International) User Guide
•
create and maintain standard, cover, and release contract commitments
•
Year-End process
•
revaluation process
•
document control regulates the status of contract commitments during the contract
commitment life cycle
Contract Commitment uses Oracle Workflow to route contract commitments for
approval and to determine who has approval authority, who has access to contract
commitments, and what actions employees can take against these contract
commitments.
Dossier
Dossier extends the functionality of General Ledger to provide control over the amount
and timing of spending within an organization, which can be particularly important
when budgets for large projects must be maintained and used separately. In addition,
dossiers enable one or more persons to perform the following functions:
•
create budgetary transfers
•
approve budgetary transfers
•
manage funds in a structured and controlled manner
Exchange Protocol
Exchange Protocol provides public sector clients with a batched document approval
system. Exchange Protocol enables an organization to manage the separate tasks of
authorizing and paying the same set of expenses within the required legal framework at
the same time. These tasks usually fall to individuals known as the authorizer and the
accounts officer, which provide a secure approvals system.
In Exchange Protocol, the process of managing expenses involves creating, viewing,
and modifying exchange protocol documents, that is, dialog units and transmission
units, both of which are collections of financial documents.
Exchange Protocol enables users to do the following:
•
define an approval hierarchy
•
define specific numbering
•
view dialog units and transmission units
•
group subledger transactions by client into a dialog unit
Product Overview 1-9
•
batch dialog units into a transmission unit
•
modify dialog units and transmission units
•
submit units for approval
•
accept, reject, or put on hold dialog units or transmission units via a workflow
process
Generic Interface
Generic Interface allows flexible mapping of external feeder system books and periods
to General Ledger. The feature provided the ability to define and control feeder system
interfaces without programming. Typically, feeder systems encompass third-party
software such as payrolls.
Generic Interface enables users to do the following:
•
load and validate feeder files
•
extract transactions
•
import and post feeder file transactions
•
reload feeder files in case of error
•
archive, purge, and restore feeder file transactions
Hierarchical Drill-Down Inquiry
The Hierarchical Drill-Down Inquiry procedure enables online, top-down General
Ledger inquiries. Inquiry hierarchy levels can be defined, with segments of the chart of
accounts assigned to each level and balances summarized by segment at each level.
Balances can be viewed from the first to last segments of an inquiry hierarchy down to
specific journal lines.
The following types of inquiries can be made at each defined level in the hierarchy:
•
to date
•
full year
•
projections
Journal lines can be viewed beyond the lower level of the hierarchy.
1-10 Oracle Public Sector Financials (International) User Guide
Inflation Accounting for Assets
Inflation Accounting for Assets enables Oracle Assets users to revalue assets and create
accounting entries in line with the UK government's Resource Accounting and
Budgeting guidelines.
Inflation Accounting for Assets provides for the following:
•
revaluation of asset cost by either price index or professional valuation
•
revaluation of current and prior year depreciation
•
amortization of the revaluation reserve by a transfer to the general fund
•
negative revaluation below historical cost with a charge to a nominated operating
account
Installment Terms
Installment Terms enable adjustments to payment terms on invoices that have already
gone to customers. An audit trail is kept of changed invoices.
Internal Trading
The Internal Trading feature controls the raising and authorization of cross charges
between charge centers within the same organization. Budgetary control and
encumbrance accounting are supported. The following features are included:
•
charge center creation and maintenance
•
charge creation and progress tracking
•
cross charge authorization
•
ability to view and reassign notifications
•
ability to relay authorizer notes to the charge creator, users above and below in the
approval hierarchy, and to the receiving charge center
Secondary Invoice Approval
Secondary Invoice Approval provides a secure method of enforcing departmental
approval.
Secondary Invoice Approval provides two additional levels of approval for invoices
after they have passed Auto Approval. The invoices are approved by designated
secondary approvers within an organization's business unit and optionally passed on
Product Overview 1-11
for final approval, for example, by a final payments unit such as Central Finance. Only
after completing the approval process are invoices marked as ready for payment.
If additional control is required over who can approve which invoices, approvers can be
assigned flexfield ranges. Approvers drill down to the individual invoice lines and
approve them.
Single Third Party
Single Third Party is a single entry point to financial information when a third party is
both a customer and a supplier. A third party can be tracked as a single legal entity
within the application, which enables calculation of a net balance.
Note: Netting is legal only in certain countries.
In Receivables, a single third party is defined as a unique combination of a customer,
who is also a supplier, at a specific location. Similarly, in Payables a single third party is
defined as a supplier, who is also a customer, at a specific location.
Single Third Party enables the user to perform the following functions:
•
create, view, or modify a single third party using the Single Third Party - Main
window
•
view outstanding single third party balances using the Single Third Party Netting
Balance window
•
set up one or more netting types using the Netting Transaction Types window
•
create and post netted single third party documents using the Submit Netting
Batches window
For information on where netting is allowed, see International Implications, page 1-4.
Standing Charges
Also known as periodic payments, Standing Charges enables open-ended and fixed
length standing charge agreements with customers, calculated in advance or arrears.
The following features are included:
•
definable charge periods used in standing charge agreements
•
definable charge items for goods and services, used in standing charge agreements
•
automatically generated invoices from standing charges
•
price changes and price history for standing charge items
1-12 Oracle Public Sector Financials (International) User Guide
•
invoice history for each standing charge
Subledger Security
Subledger Security is an extension to Oracle Financials that enables the user to
selectively partition data within a single install of Oracle Financials.
Subledger Security provides a system where all business units can access their own
financial information only.
Oracle Public Sector Financials (International) Features Removed
The following Oracle Public Sector Financials (International) features have been
removed and replaced by core modules:
•
Gross Based VAT
For information on gross based VAT, see Payment Terms, Oracle Payables User Guide
•
HUL Numbering
•
Contract Encumbrancing
•
Extended Dunning Letter Charges
The Extended Dunning Letter Charges feature is obsolete in Oracle Public Sector
Financials (International) and replaced by Late Charges in Oracle Receivables.
For information on Late Charges, see Late Charges, Oracle Receivables User Guide.
•
Modified Historic Cost Accounting
Inflation Accounting for Assets (IAC) replaces Modified Historic Cost Accounting.
•
Combined Basis Accounting
•
Multi-Period Posting
•
Cash and Accruals Support
•
Enhanced Funds Checker
Product Overview 1-13
2
Create Budget Journal Procedures
Overview
The create budget journal procedures are used to create balanced and unbalanced
budgets. Budgets can also be uploaded from a spreadsheet.
The create budget journal procedures are used to perform the following tasks:
•
validate journal batch header information against the lines entered in the batch
•
check if enforced budget balancing is enabled; if yes, all entries must be double
entry
•
enter annual amounts and calculate individual period amounts using a profile code
and the start period for balanced budgets
•
enter annual amounts and calculate individual period amounts using a profile code,
or enter individual period amounts, depending on configuration, for unbalanced
budgets
•
enter next year budget amounts for journal lines
For information on uploading budgets from a spreadsheet, see Import Budget
Spreadsheet Procedures, page 6-1.
Prerequisites
•
Ledgers, budgets, and budget organizations must be defined in General Ledger.
For information on budgeting, see Overview of Budgeting, Oracle General Ledger
User's Guide.
•
Access to General Ledger is required to run any budgeting extension process.
Create Budget Journal Procedures 2-1
•
The Budgeting Extensions feature must be enabled on the Enable OPSF(I) Features
window.
To enable features, see 6. Enabling Oracle Public Sector Financials (International)
Features Procedure, Oracle Public Sector Financials (International) Implementation
Guide.
•
Budget range codes can be defined to reduce the impact of reprofiling, indexing,
and creating next year budgets.
To set up budget range codes, see Defining Budget Range Codes Procedure, Oracle
Public Sector Financials (International) Implementation Guide.
•
Budget profile codes must be defined to determine the spread of annual budget
figures over accounting periods.
To set up budget profile codes, see Defining Profile Codes Procedure, Oracle Public
Sector Financials (International) Implementation Guide.
•
The following profile options must be defined:
•
Budgeting: Average Non-Balance Enforced Account Values, to control entry of
unbalanced budget amounts in budget journals and how account inquiry
displays year-to-date figures for non-balance enforced accounting flexfields
•
Budgeting: Allow Prior Period Budgeting, to control budget transactions in
periods earlier than the oldest open period
•
Budgeting: Unbalanced Journal Total Checking, to control totals criteria during
unbalanced budget amount entry
•
Budgeting: Default Profile Code for unbalanced budget entry
For information on setting up profile options, see 3. Specify Site-Level and
Application-Level Profile Options Procedure, Oracle Public Sector Financials
(International) Implementation Guide.
•
Budget reason codes must be defined.
To set up budget reason codes, see Defining Reason Codes Procedure, Oracle Public
Sector Financials (International) Implementation Guide.
For information on budgeting, see Overview of Budgeting, Oracle General Ledger User's
Guide.
Create Balanced Budget Procedures
Balanced budget procedure consists of creating journals for balanced enforced
accounting flexfields.
2-2 Oracle Public Sector Financials (International) User Guide
Annual figures are entered in the journal lines with a start period and profile code. The
application automatically calculates the monthly budget amounts for each period in the
accounting calendar by taking the annual figure and spreading it across the periods
based on the profile in the profile code.
Balanced budgets can be created by:
•
Generating a Budgeting Extensions: Balanced Budget Journal Input Performance
•
Using the Budget Journals import worksheet to import budget journals
•
Using the Balanced Budget Journals menu
Note: To ensure journals are displayed correctly in the Balance Budget
Journals window, do not delete budget organizations.
To create unbalanced budgets, see Create Unbalanced Budget Procedures, page 2-10.
Note: For balanced budgets, annual amounts only must be entered.
Individual period amounts are calculated automatically according to
the budget journal's profile code and the start period.
Note: For journals to be displayed correctly in the Balanced Budget
Journals window, users must not delete budget organizations within
the General Ledger budgeting functionality.
Create Budget Journal Procedures 2-3
Create Balanced Budget Batch
1.
Navigate to the Balanced Budget Journals window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Journal - Extended Balanced
Journal
2.
In the Ledger Name field, select a ledger.
Note: The ledger name list is unique and displays the ledgers
within the responsibility's Data Access Set that have read or write
access on Full Ledger or Balancing and Management segment
values.
3.
In the Batch Name field, enter the budget journal batch name.
4.
In the Year field, select the fiscal year for batch transaction.
5.
In the Control Total field, enter the batch transaction total debit amount.
6.
To enter journal lines information, click Journals.
Note: The Complete check box must not be selected until all batch lines
are entered and the batch is ready to post.
•
Once the Complete check box is selected, you cannot make further
changes. This ensures that the journal entries are not un-balanced
and avoids duplicate General Ledger imports.
•
If you select the Complete check box and submit the General
2-4 Oracle Public Sector Financials (International) User Guide
Ledger import, you cannot make any further updates for that batch.
•
If you select the Complete check box but do not submit the General
Ledger import, you still cannot make any updates because the
batch validation has been done. You can re-query the batch in
another session and then update.
Enter Balanced Budget Batch Journal Lines
Use the Journals window to define the journal lines for the batch.
1.
In the Name field, enter the journal name.
2.
In the Reason field, select a reason code from the list of values.
3.
In the Category field, select a category from the list of values.
4.
In the Budget field, select a budget name from the list of values.
5.
In the Organization field, select a budget organization from the list of values.
6.
In the Currency field, select a currency type from the list of values.
Create Budget Journal Procedures 2-5
7.
Optionally, select the Autocopy check box.
8.
In the Line field, enter a line number.
9.
In the Account field, select an account from the list of values.
Note: The account is automatically completed if the Autocopy
check box is selected.
10. Optionally, in the Debit field, enter a journal line debit amount.
11. Optionally, in the Credit field, enter a journal line credit amount.
12. In the Start Period field, select a start period from the list of values.
13. In the Profile Code field, select a profile code from the list of values.
14. Optionally, if the entry is recurring, select the Recurring check box.
15. If the journal line is recurring, in the Full/Part Year field, select an amount from the
list of values.
16. If the journal line is recurring, in the Next Year field, select an amount from the list
of values.
17. Optionally, in the Reason Code field, select a reason code from the list of values.
18. Save or save and continue as follows:
File - Save or Save and Proceed
19. To view balanced budget period amounts go to View Balanced Budget Period
Amounts, page 2-6.
20. To complete the batch go to Complete the Batch, page 2-7.
View Balanced Budget Period Amounts
1.
To view the balanced budget period amounts created by General Ledger based on
the specified profile code and start period, click Periods.
2.
View data in the Periods window as described in the Periods Window Description
for Balanced Budget table, page 2-10.
2-6 Oracle Public Sector Financials (International) User Guide
Complete the Batch
1.
Close the Journals window.
The Balanced Budget Journals window reappears.
2.
In the Status region, select the Complete check box.
When the batch is complete, General Ledger automatically verifies that the control
total equals the appropriate total of entered debits or credits or sum of both debits
and credits.
Note: If the total amounts entered in the journal lines do not match
the control total, a warning is displayed and the batch cannot be
completed.
For information on posting the batch, see Posting Journal Batches, Oracle General
Ledger User's Guide.
3.
Save and close the window. On saving, the application automatically submits a
concurrent program to generate the budget journals for the period amounts in the
batch.
Balanced Budget Journals Window Description
Balanced Budget Journals Window Description
Field Name
Description
Batch
budget journal batch unique name
Year
fiscal year for batch transactions
Control Total
batch transactions total debit amount
Entered Debits
journal line debits running total
Entered Credits
journal line credits running total
Date Created
date batch created
Date Completed
date batch completed
Create Budget Journal Procedures 2-7
Field Name
Description
Complete
indicates all transactions entered and batch
ready to post.
Note: Do not select the Complete check
box until all batch lines are entered and the
batch is ready to post. When the check box
is selected, the system verifies that the
control total equals the debit total and that
the total debits matches the total credits.
Journals
opens Journals window
Journals Window Description for Balanced Budget
Journals Window Description for Balanced Budget
Field Name
Description
Toggle Query Coordination
synchronizes journals with batches
Name
budget journal unique name
Reason
default reason code for all lines in journal
header
Description
defaults to reason code description
Category
user-defined category; can be used to group
budget journals for analysis purposes
Budget
budget name to apply these journal lines
Organization
budget organization for which budget journal
created
Control Total
total header amount; if entered, must match
totals for journal's lines
2-8 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Currency
functional currency or statistical currency
Autocopy
indicates if automatic completion of
accounting flexfields for journal lines enabled
Toggle Query Coordination
synchronizes lines with journals
Line
sequential line item numbers; user must enter
first number, subsequent numbers
automatically inserted
Account
accounting flexfield segments; automatically
completed if Autocopy selected
Debit
journal line debit amount
Credit
journal line credit amount
Start Period
start period from which annual amount
profiled; defaults to first valid period in fiscal
year
Profile Code
determines how individual period amounts
are calculated from annual amount; defaults
to last profile code used for this accounting
flexfield
Rec
recurring; indicates recurring entry
Full / Part Year
if journal line recurring, enter effect of annual
amount on budget; if Full Year, annual
amount relates to a full year's budget change;
if Part Year, annual amount relates to part
year's budget change
Next Year
next year budget amount for line; defaults to
current year's amount for full year budgets
Reason Code
reason code for journal line; defaults to reason
code in header
Description
defaults to reason code description
Create Budget Journal Procedures 2-9
Field Name
Description
Account Description
account code description
Periods
opens Periods window
Periods Window Description for Balanced Budget
Periods Window Description for Balanced Budget
Field Name
Description
Toggle Query Coordination
synchronizes periods with lines
Period
budget periods
Debit
debit amounts to be posted
Credit
credit amounts to be posted
Create Unbalanced Budget Procedures
Unbalanced budget procedure consists of creating journals for accounting flexfields not
balanced enforced.
Annual figures are entered in the journal lines with a start period and profile code or
entered in the default period amount. The application automatically calculates the
monthly budget amounts for each period in the accounting calendar by taking the
annual figure and spreading it across the periods based on the profile in the profile
code.
If the profile option, Budgeting: Average Non-Balance Enforced Account Values is set
to Yes, then the amount entered in the Debit or Credit field is used as a default amount
for each period in the accounting calendar and each period amount except for the last
period can be altered. The last period amount must be equal to the amount entered in
the Debit or Credit field.
If the profile option, Budgeting: Average Non-Balance Enforced Account Values is set
to No, then the amount entered is profiled using the profile code and start period to
create the period amounts and each period amount except for the last period amount
can be altered. The last period amount must be equal to the amount entered in the Debit
2-10 Oracle Public Sector Financials (International) User Guide
or Credit field.
When the batch completes and the Complete check box is enabled, Oracle General
Ledger verifies whether the control total equals the appropriate total of entered debits
or credits or sum of both debits and credits as defined by the profile option: Budgeting:
Unbalanced Journal Total Checking and submits a concurrent program that generates
the budget journals for each period amount.
Create Unbalanced Budget Batch
1.
Navigate to the Unbalanced Budget Journals window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Journal - Extended Unbalanced
Journal
2.
In the Ledger field, select a ledger.
Note: The ledger name list is unique and displays the ledgers
within the responsibility's Data Access Set that have read or write
access on Full Ledger or Balancing and Management segment
values.
3.
In the Batch Name field, enter the budget journal batch name.
4.
In the Year field, select the fiscal year for batch transaction from the list of values.
5.
Optionally, in the Control Total field, enter the batch transaction total debit amount.
6.
To enter journal lines information, click Journals.
Note: The Complete check box must not be selected until all batch lines
Create Budget Journal Procedures 2-11
are entered and the batch is ready to post.
Enter Unbalanced Budget Batch Journal Lines
1.
To enter journal line information, click Journals.
2.
In the Name field, enter the journal name.
3.
In the Reason field, select a reason code from the list of values.
4.
In the Category field, select a category from the list of values.
5.
In the Budget field, select a budget name from the list of values.
6.
In the Organization field, select a budget organization from the list of values.
7.
In the Currency field, select a currency type from the list of values.
8.
Optionally, select the Autocopy check box.
9.
In the Line field, enter a line number.
10. In the Account field, select an account from the list of values.
2-12 Oracle Public Sector Financials (International) User Guide
Note: This is automatically completed if the Autocopy check box is
selected.
11. Optionally, in the Debit field, enter a journal line debit amount.
12. Optionally, in the Credit field, enter a journal line credit amount.
13. In the Start Period field, select a start period from the list of values.
14. In the Profile Code field, select a profile code from the list of values.
15. Optionally, if the entry is recurring, select the Recurring check box.
16. If the journal line is recurring, in the Full/Part Year field, select an amount from the
list of values.
17. If the journal line is recurring, in the Next Year field, select an amount from the list
of values.
18. Optionally, in the Reason Code field, select a reason code from the list of values.
19. Save or save and continue as follows:
File - Save or Save and Proceed
20. To view unbalanced budget period amounts go to Enter Unbalanced Period
Amounts, page 2-13.
21. To complete the batch go to Complete the Batch, page 2-14.
Enter Unbalanced Period Amounts
1.
To enter the unbalanced budget period amounts created by General Ledger based
on the specified profile code and start period, click Periods.
2.
Enter data in each field of the Periods window as described in thePeriods Window
Description for Unbalanced Budget table, page 2-17.
If the profile option Budgeting: Average Non-Balance Enforced Account Values is
set to Yes, the figure entered in the Debit or Credit field is used as a default amount
for each period in the accounting calendar. Each period amount can then be altered,
except the last period, which must always equal the figure entered in the Debit or
Credit field.
If the profile option is set to No, the figure entered is profiled using the profile code
and start period to create period amounts. Each period amount can be altered,
except the last period, which must always equal the figure entered the Debit or
Create Budget Journal Procedures 2-13
Credit field.
For information on setting up profile options, see Specify Site-Level and
Application-Level Profile Options Procedure, Oracle Public Sector Financials
(International) Implementation Guide.
Complete the Batch
1.
Close the Journals window.
The Unbalanced Budget Journals window reappears.
2.
In the Status region, select the Complete check box.
When the batch is complete, General Ledger automatically verifies that the control
total equals the appropriate total of entered debits or credits or sum of both debits
and credits.
Note: If the total amounts entered in the journal lines do not match
the control total, a warning is displayed and the batch cannot be
completed.
For information on posting the batch, see Posting Journal Batches, Oracle General
Ledger User's Guide.
Unbalanced Budget Journals Window Description
Unbalanced Budget Journals Window Description
Field Name
Description
Batch
budget journal batch unique name
Year
fiscal year for batch transactions
Control Total
total of entries in current batch, depending on
Budgeting: Unbalanced Journal Total
Checking profile option setting; DEBIT, total
of debit amounts; CREDIT, total of credit
amounts; HASH TOTAL; sum of all debit and
credit amounts
Entered Debits
journal line debit running total
2-14 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Entered Credits
journal line credits running total
Date Created
batch creation date
Date Completed
batch completion date
Complete
indicates all transactions entered and batch
ready to post
Journals
opens Journals window
Journals Window Description for Unbalanced Budget
Journals Window Description for Unbalanced Budget
Field Name
Description
Toggle Query Coordination
synchronizes journals with batches
Name
budget journal header unique name
Reason
default reason code for all lines in journal
Description
reason description; defaults to reason code's
description
Category
user-defined category; for example, to group
budget journals for analysis
Budget
budget name to apply these journal lines
Control Total
total header amount, depending on how
Budgeting: Unbalanced Journal Total
Checking profile option is set. Values: DEBIT,
total of debit amounts; CREDIT, total of credit
amounts; HASH TOTAL, sum of all debit and
credit amounts
Create Budget Journal Procedures 2-15
Field Name
Description
Currency
functional currency or statistical currency
Autocopy
indicates automatic completion of accounting
flexfields for journal lines; a journal line is
automatically created for each unfrozen
accounting flexfield in budget organization,
user must enter other journal line details, such
as debit or credit
Toggle Query Coordination
synchronizes lines with journals
Line
sequential line item numbers; user must enter
first number, subsequent numbers
automatically inserted
Account
accounting flexfield segments; automatically
completed if Autocopy selected
Debit
journal line debit amount
Credit
journal line credit amount
Start Period
Budgeting, Average Non-Balance Enforced
Account profile option set to No, user enters
Start Period in fiscal year from which to
profile annual amount. Budget is profiled
starting in this period and through all
following periods in fiscal year; defaults to
first valid period in fiscal year
Profile Code
profiles annual budget across accounting
periods; defaults to last profile code used for
this accounting flexfield; input prohibited if
Budgeting: Average Non-Balance Enforced
Account Values profile option set to No
Rec
indicates recurring; entry
Full/Part year
if Rec check box selected, enter effect of
annual amount on budget: Full year, annual
amount relates to full year budget change;
Part year, annual amount relates to a part year
budget change.
2-16 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Next year
next year budget amount; defaults to current
year if budget for Full Year
Reason Code
budget reason code; defaults to code in header
Description
defaults to reason code description
Account Description
account code description
Periods
opens Periods window
Periods Window Description for Unbalanced Budget
Periods Window Description for Unbalanced Budget
Field Name
Description
Toggle Query Coordination
synchronizes periods with lines
Period
period name
Debit
debit amount for period
Credit
credit amount for period
Create Budget Journal Procedures 2-17
3
Maintaining Budget Procedures
Overview
The maintain budget procedure performs the following tasks:
•
reprofiling budgets; globally adjusting existing budgets by applying a new profile
code
•
budget indexation; globally adjusting existing budgets by applying a price index to
reflect, for example, cost of living or inflation changes
•
applies percentage changes to existing budgets for full or partial years
•
applies budget changes to single accounts or a range of accounting flexfields by
means of a user-defined budget range code, using a specified offset account
•
submits new or changed budgets for processing manually or automatically with the
option of importing immediately after processing to General Ledger
•
when budget journals are not immediately imported, users can preview the effect of
next year budgets, reprofiling, or indexation with the option of deleting or
accepting batches
Note: Budget journals generated using the Budgeting Extensions features next year
budget, reprofiling, and indexation must be imported using the Budget Process
Impact Inquiry window unless the immediate import option is chosen.
Prerequisites
The prerequisites for maintaining budgets procedures are the same as those for Create
Budget Journal Procedures, page 2-1.
Maintaining Budget Procedures 3-1
Reprofiling a Budget Procedure
Budget reprofiling enables the existing budget, for a selection of accounting flexfield
combinations, to be reprofiled across the periods in the accounting calendar. Reprofiling
allows global adjustment of existing budgets by apply a new profile code.
To reprofile an existing budget, perform the following steps.
1.
Navigate to the Submit Budget Reprofile window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Reprofile
2.
Enter data in each field of the Submit Budget Reprofile window as described in the
Submit Budget Reprofile Window Description table, page 3-3.
3.
Select a balance type, as described in the Submit Budget Reprofile Window
Description table, page 3-3.
4.
To import the reprofiled budget into the General Ledger automatically after
processing, select the Submit Journal Import check box.
5.
To review the new journals before importing using the Budget Process Impact
Inquiry window, deselect the Submit Journal Import check box.
6.
In the Budget Process Impact window, review, delete, or accept and import the
budget journals in to the General Ledger.
3-2 Oracle Public Sector Financials (International) User Guide
Note: Budget journals created by reprofiling cannot be imported
manually using standard journal import.
For information on reviewing, deleting, accepting, and importing budget changes,
see Budget Process Impact Inquiry Window Description, page 3-12.
7.
To schedule a specific date and time to submit the processing request, enter new
values in the Start Date and Start Time fields in the Submission region.
If specific dates and times are not entered, the request is automatically submitted to
the concurrent manager when the window is saved.
Submit Budget Reprofile Window Description
Submit Budget Reprofile Window Description
Field Name
Description
Ledger Name
Ledger name; ledger name list is unique and
displays the ledgers within the responsibility's
Data Access Set that have read or write access
on Full Ledger or Balancing and Management
segment values
Batch Name
unique batch name
Budget Name
existing budget to be reprofiled
Organization
organization
Currency
functional currency for reprofiled budget
Flexfield Range Code
user-defined budget range code
Flexfield Range
single account or low end of accounting
flexfield range; required if Flexfield Range
Code is blank
Profile Code
profile code to control how budget is
reprofiled
Start Period
start period for reprofiled budget
Maintaining Budget Procedures 3-3
Field Name
Description
Reason Code
budget reason code
Submit Journal Import
indicates automatic import to General Ledger
after processing; if deselected, batch can be
previewed and deleted before import
<Balancing Type>
balancing type; valid values: Balanced, to
process balanced accounts; Unbalanced, to
process unbalanced accounts; Both, to process
balanced and unbalanced accounts
Start Date
date to submit process to concurrent manager;
defaults to today; submitted when window
saved
Start Time
time to submit process to concurrent manager;
defaults to now; submitted when window
saved
3-4 Oracle Public Sector Financials (International) User Guide
Applying Budget Indexation Procedure
Budget indexation enables the existing budget, for a selection of accounting flexfield
combinations, to be increased or decreased by an entered percentage.
To apply indexation to an existing budget:
1.
Navigate to the Submit Budget Indexation window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Indexation
2.
Enter data in each field of the Submit Budget Indexation window as described in
Submit Budget Indexation Window Description table, page 3-6.
3.
Select a balance type, as described in Submit Budget Reprofile Window Description
table, page 3-3.
4.
To import the new budget into the General Ledger automatically after processing,
select the Submit Journal Import check box.
5.
To review the new journals before importing using the Budget Process Impact
Inquiry window, deselect the Submit Journal Import check box.
6.
In the Budget Process Impact window, review, delete, or accept and import the
budget journals in to the General Ledger.
Maintaining Budget Procedures 3-5
Note: Budget journals created by indexation cannot be imported
manually using standard journal import.
For information on reviewing, deleting, accepting, and importing budget changes,
see Budget Process Impact Inquiry Window Description, page 3-12.
7.
To schedule a specific date and time to submit the processing request, enter new
values in the Start Date and Start Time fields in the Submission region.
If specific dates and times are not entered, the request is automatically submitted to
the concurrent manager when the window is saved.
Submit Budget Indexation Window Description
Submit Budget Indexation Window Description
Field Name
Description
Ledger Name
Ledger name; ledger name list is unique and
displays the ledgers within the responsibility's Data
Access Set that have read or write access on Full
Ledger or Balancing and Management segment
values.
Note: Once you select the ledger, the chart of
accounts is set and the accounting flexfield is
limited to that chart of accounts set.
Batch Name
unique batch name
Budget Name
existing budget to which indexation is applied
Organization
organization
Currency
functional currency for new budget
Flexfield Range Code
user-defined budget range code
Flexfield Range
single account or low end of accounting flexfield
range; required if Flexfield Range Code is blank
3-6 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Offset Account
account to hold balancing entry for new budget; not
required if balance type is set to Unbalanced
Indexation Percent
adjustment percentage to apply to new budget
entered as a whole number. For example, for 3%,
enter 3.
Annual Precision
precision and display factor
Profile Code
profile code; if blank, each period is indexed
individually
Start Period
start period for new budget
Reason Code
budget reason code
Submit Journal Import
indicates automatic import to General Ledger after
processing; if deselected, batch can be previewed
and deleted before import
<Balancing Type>
balancing type; valid values: Balanced, to process
balanced accounts; Unbalanced, to process
unbalanced accounts; Both, to process balanced and
unbalanced accounts
Start Date
date to submit process to concurrent manager;
defaults to today; submitted when window is saved
Start Time
time to submit process to concurrent manager;
defaults to now; submitted when window is saved
Maintaining Budget Procedures 3-7
Creating a Next Year Budget Procedure
A next year budget is only created if next year budget amounts are supplied during
journal entry.
For information on creating budget journals, see Create Budget Journal Procedures,
page 2-1.
To create a next year budget from an existing budget:
1.
Navigate to the Submit Budget Next Year Create window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Next Year Create
2.
Enter data in each field of the Submit Budget Next Year Create window as
described in Submit Budget Next Year Create Window Description table, page 3-9
.
Warning: If the Default Profile Code field is blank, new budget
amounts for accounting flexfields with an invalid profile code are
created with the same profiling as the next year budget figures
currently held.
3.
Select a Profile Method as follows:
3-8 Oracle Public Sector Financials (International) User Guide
•
Latest, to use the profile code most recently assigned to the accounting flexfield
•
Primary, to use the profile code that was first assigned to the accounting
flexfield
•
Real, to ignore the profile code and use the raw next year budget period figures
for the accounting flexfield
4.
To import the next year budget into the General Ledger automatically after
processing, select the Submit Journal Import check box.
5.
To review the new journals before importing using the Budget Process Impact
Inquiry window, deselect the Submit Journal Import check box.
Use the Budget Process Impact Inquiry window to delete the batch, or accept and
import the budget journals into the General Ledger.
Note: Budget journals created by the next year budget process
cannot be imported manually using standard journal import.
For information on reviewing, deleting, accepting, and importing budget changes,
see Budget Process Impact Inquiry Window Description, page 3-12.
6.
To schedule a specific date and time to submit the processing request, enter new
values in the Start Date and Start Time fields in the Submission region. If specific
dates and times are not entered, the request is automatically submitted to the
concurrent manager when the window is saved.
7.
Save your work.
Submit Budget Next Year Create Window Description
Submit Budget Next Year Create Window Description
Field Name
Description
Ledger Name
ledger name, ledger name list is unique and
displays the ledgers within the responsibility's
Data Access Set that have read or write access
on Full Ledger or Balancing and Management
segment values
Batch Name
unique batch name
Maintaining Budget Procedures 3-9
Field Name
Description
Source Budget Name
existing budget to use as model for next year
budget
Source Fiscal Year
existing fiscal year to use as model for next
year budget
Target Budget Name
next year budget name
Target Fiscal Year
fiscal year for next year budget
Flexfield Range Code
flexfield range code
Offset Account
account to hold balancing entry for next year
budget
Default Profile Code
code to use if accounting flexfield's default
profile code is invalid
Reason Code
budget reason code
Submit Journal Import
indicates automatic import to General Ledger
after processing; if deselected, batch can be
previewed and deleted before import
<Profile Method>
profile method; valid values: Latest, Primary
or Real
Start Date
date to submit process to concurrent manager;
defaults to today; submitted when window
saved
Start Time
time to submit process to concurrent manager;
defaults to now; submitted when window
saved
3-10 Oracle Public Sector Financials (International) User Guide
Budget Impact Inquiry Procedure
To review period and fiscal year impact on individual accounts before processing a
budget change batch, print a summary or detail report for individual accounts, or delete
the batch before importing to General Ledger, perform the following steps.
1.
Navigate to the Budget Process Impact Inquiry window as follows:
IGI General Ledger, OPSFI, Standard - Enquiry - Budget Process Impact Enquiry
2.
In the Ledger Name field, enter a ledger name.
3.
In the Batch Name field, enter or select a batch from the list of values.
4.
In the Find Accounts window, enter or select accounting flexfields for one or more
accounts.
5.
Click OK.
Batch details appear on the Budget Process Impact Inquiry window, as described in
the Budget Process Impact Inquiry Window Description table, page 3-12.
6.
To navigate to the Impact Details window, select an account and click Impact
Details.
The Impact Details window appears showing details of the selected account, as
described in the Impact Details Window Description table, page 3-12.
7.
To print an impact report for the selected account, select the Summary or Detail
radio button in the Report Type region.
8.
To submit a print request to the concurrent manager, click Report.
9.
To delete the entire batch, click Delete.
Maintaining Budget Procedures 3-11
10. To accept all changes for all accounts in the batch and submit the entire batch for
import to the General Ledger, click Process.
Budget Process Impact Inquiry Window Description
Budget Process Impact Inquiry Window Description
Field Name
Description
Selection Criteria Region
Ledger Name
ledger name
The ledger name list is unique and displays
the ledgers within the responsibility's Data
Access Set that have read or write access on
Full Ledger or Balancing and Management
segment values.
Batch Name
batch name
Budget Name
budget name
Currency
currency
Accounting Flexfield
accounting flexfield; must be selected to
drill-down and to navigate to Impact Details
window
Description
account description
Impact Details Window
Impact Details Window Description
Impact Details Window Description
Impact Details Window Description
Field Name
Description
Period Name
period name
3-12 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Start Budget
start budget amount
Budget Change
budget change amount
Resulting Budget
resulting budget amount
<Fiscal Year>
fiscal year
<Start Budget>
start budget amount
<Budget Change>
budget change amount
<Resulting Budget>
resulting budget amount
<Report Type>
select summary or detail report type
Process
accepts changes for all accounts in batch and
submits entire batch for import to General
Ledger
Delete
deletes entire batch
Report
submits print request to concurrent manager
Maintaining Budget Procedures 3-13
4
Budgeting Extensions Process
Definition
The Oracle Public Sector Financials (International) Budgeting Extensions features are an
extension to the budgeting facilities provided in General Ledger and enable the
definition, entry, and maintenance of both balanced and unbalanced budgets.
Overview
Budgeting Extensions meet the following business requirements:
•
annual budget automatic profiling
•
enforcement of double entry budgets
•
maintenance of next year budget figures
Budgeting Extensions Process Flow Diagram
The diagram below shows the Budgeting Extensions Process Flow diagram, as
described in the accompanying text.
Budgeting Extensions Process 4-1
Budgeting Extensions Process Flow Diagram
Setting Up Budgeting Extensions
The Budgeting Extensions functionality is based on standard General Ledger
budgeting. Budgeting Extensions enhance the budget entry and budget maintenance
steps in the budgeting process.
Note: Only areas directly affected by the Budgeting Extensions are
described in this section.
Enable Budgeting Extensions in the Application Object Library
The system administrator enables the Budgeting Extensions using the Oracle Public
Sector Financials (International) functionality control window in Application Object
Library.
4-2 Oracle Public Sector Financials (International) User Guide
Define Profile Codes
The window enables profile codes to be defined for Budgeting Extensions. The profile
code defines how an annual budget amount is automatically spread across the periods
in the accounting calendar.
Profile Code Examples
Profile
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Oct
Nov
Dec
Flat
1
1
1
1
1
1
1
1
1
1
1
1
High
Summer
1
1
1
1
2
3
4
4
3
2
1
1
Quarter
0
0
1
0
0
1
0
0
1
0
0
1
The budget amount is proportionally distributed across the periods. For example, if the
annual budget is $24,000 then as shown in the above High Summer distribution, the
amount for every month is as follows:
Total Budget = $24000, Total of High Summer ratios = 24, Formula = (Ratio/Total of
ratios)*Total Budget
January to April = $1000
May = $2000
June = $3000
July to August = $4000
September = $3000
October = $2000
November to December = $1000
Define Reason Codes
The Reason Codes window helps you to define reason codes for Budgeting Extensions.
Reason codes describe the reason for each budget transaction and are only used for
reporting purposes.
Budgeting Extensions Process 4-3
Reason Code Examples
Reason Code
Description
Initial
Initial Budget
Pay
Annual Pay Rise
Special
Special Project Funding
Define Accounting Combination Budget Control Settings
The window enables budget control settings to be defined for each accounting flexfield
combination for budgeting extensions. The budget control settings for each combination
are defined as follows:
•
Enforce Balanced Budgeting set to Yes
Each budget entry must be matched by a balancing entry for account combinations
where balanced budgeting is enforced. In this way, budgeting extensions budget
journals enforce the same control as standard double entry accounting journals.
•
Enforce Balanced Budgeting set to No
For account combinations where balanced budgeting is not enforced each budget
entry is treated as a single entity and does not need to be matched by a balancing
entry.
Define Budget Extension Profile Options
Budgeting Extensions provides a number of profile options that enable the functionality
to be configured to meet each customer's requirements as follows:
•
Allow Prior Period Balancing
•
Average Unbalanced Budgets
•
Unbalanced Budget Control Total
•
Default Code for Unbalanced Budget Entry
Define Budget Range Codes
This procedure is optional.
4-4 Oracle Public Sector Financials (International) User Guide
Budget range codes are used to group ranges of accounting flexfield combinations for
easier budget maintenance using the budget maintenance procedures.
Budget Range Code Examples
Range Code
Account From
Account To
Salaries
1-000-5000-000
9-999-5010-000
1-000-6000-000
9-999-6999-999
Entering Budget Journals
Budget journals are the main method of entering budgets using Budgeting Extensions.
Budget journals follow the standard structure of other General Ledger journals with a
batch containing one or more journals and a journal containing one or more journal
lines. In addition, as budget journals are year based, budget journals also contain one or
more period entries for each journal line.
Two types of budget journals can be entered:
•
balanced budget journals
Balanced budget journals enable budget transactions to be entered against any
accounting flexfield combination defined as balance enforced.
Annual figures are entered in journal lines with a start period, the period from
which the annual amount should be profiled, and a profile code.
This information is used to automatically calculate the budget amount for each
period in the accounting calendar.
When the journal is complete, Oracle Public Sector Financials (International) checks
that the journal debits and credits balance and that the control total matches the
entered journal lines. Period budget journals are then automatically corrected.
•
unbalanced budget journals
Unbalanced budget journals enable budget transactions to be entered against any
accounting flexfield combination defined as balance not enforced.
Annual figures are entered in journal lines and are treated according to the setting
of the Average Unbalanced Budgets profile option. When the profile option is set to
No, unbalanced budget amounts are treated in the same way as balanced budget
journal lines. When the profile option is set to Yes, the entered amount is repeated
for each period in the accounting calendar.
When the journal is complete, Oracle Public Sector Financials (International) checks
that the control total matches the entered journal lines and automatically creates the
Budgeting Extensions Process 4-5
period budget journals.
Maintaining Budgets
Budgets can be maintained in a number of ways after they are entered. Additional
budget journals can be entered at any time to modify the budgets held, or one of the
budget maintenance procedures can be used as follows:
•
budget reprofiling
Budget reprofiling enables the existing budget, for a selection of accounting
flexfield combinations, to be reprofiled across the periods in the accounting
calendar.
•
budget indexation
Budget indexation enables the existing budget, for a selection of accounting
flexfield combinations, to be increased or decreased by an entered percentage.
Next Year Budgeting
The entry of budget journals also enables the budget effect and the next year amount of
each journal line to be entered. During entry, each journal line is defined as either
recurring or non-recurring. Recurring entries are entries that have an effect on the
budget for the following year, for example, pay increases.
Non-recurring entries are entries that are not repeated in the following year, for
example, a budget for car park resurfacing.
For recurring entries, the effect of the entry is entered. The effect can either be Full Year
or Part Year. Full Year effect is used when the amount entered reflects the total cost for
the year, for example, an annual payment for auditing fees. Part Year effect is used
when the entered amount reflects the cost for part of a year, for example, a pay increase
awarded in the middle of the year.
For Full Year entries, the entered amount is automatically entered as the next year
amount. The Next Year Amount must be entered manually for Part Year entries.
When budget maintenance procedures are run, the Next Year Amounts are
automatically updated in the same way as the current year figures.
When the budget for the next year is being set the Next Year Amounts can be used to
automatically create a starting budget using the Next Year Create Budget process.
4-6 Oracle Public Sector Financials (International) User Guide
5
Budget History Inquiry Procedures
Overview
Budget history inquiries procedures are performed to make inquiries on the history of
an account.
For information on the standard Account Inquiry windows, see Performing an Account
Inquiry, Oracle General Ledger User's Guide.
Budget History Inquiries
The Budget History Inquiry window displays or prints accounting flexfields according
to specified balance and amount types by accounting period.
The History Entries window automatically displays the date on which transactions
were posted with transaction type, current and next year budget amounts, and
recurring effect.
The History Periods window displays period-to-date and year-to-date figures of current
and next year budget amounts by accounting flexfield.
Public Sector Variance Inquiries
The Variance window is accessed from the Extended Account Inquiry window. It
displays the variance of each accounting flexfield by period. This information shows the
difference between selected balance types and amount types vary between periods. The
variance formula is as follows:
Variance = Option 1 - Option 2
Actual, budget, encumbrance, and variance are displayed for accounting flexfields for
each period in the period range for the following:
•
period-to-date
Budget History Inquiry Procedures 5-1
•
quarter-to-date
•
year-to-date
•
project-to-date
If the Budgeting: Average Non-Balanced Enforced Account Values profile option is set
to Yes, year-to-date figures are shown as a period average amount, calculated by taking
the ordinary year-to-date figure and dividing it by the period number.
Prerequisites
The prerequisites for budget history inquiry procedures are the same as those for Create
Budget Journal Procedures, page 2-1.
Budget History Inquiry Procedures
For online inquiries and for actual budget, encumbrance, and variance balances for
summary or detail accounts for any accounting flexfield in ledgers, perform one of the
following procedures:
•
Performing an Inquiry Using the Budget History Inquiry Window, page 5-3
•
Performing a Variance Inquiry Using the Extended Account Inquiry Window, page
5-5
For information on standard features of the Account Inquiry window, the Variance
window, and Drill-Down Inquiry windows, see: Performing an Account Inquiry, Oracle
General Ledger User's Guide.
5-2 Oracle Public Sector Financials (International) User Guide
Performing an Inquiry Using the Budget History Inquiry Window
To perform a budget history inquiry using the Budget History Inquiry window,
perform the following steps.
1.
Navigate to the Budget History Inquiry window as follows:
IGI General Ledger, OPSFI, Standard - Enquiry - History
2.
In the Selection Criteria region, enter criteria or select values from the list of values
as follows:
•
In the Ledger Name field, select a ledger.
The ledger name list is unique and displays the ledgers within the
responsibility's Data Access Set that have Full Ledger read or write access with
no restrictions on balancing segment values or management segment values.
•
In the Budget field, enter or select a budget name.
•
In the Fiscal Year field, enter or select a fiscal year.
•
In the Currency field, enter or select a currency.
•
In the Type field, enter or select Balanced or Unbalanced.
3.
Enter or select accounting flexfields for one or more accounts.
4.
Click OK.
Account details appear.
5.
To print a report for an account, select the Print Record check box for that account.
If Balanced is selected in the Type field, the Budgeting Extensions: Balanced Budget
History Report is generated.
If Unbalanced is selected in the Type field, the Budgeting Extensions: Unbalanced
Budget History Report is generated.
6.
Save or save and continue as follows:
File - Save or Save and Proceed
A concurrent request is automatically submitted for each account where the check
box is selected.
7.
Navigate to other inquiry windows by clicking the buttons listed in the table below.
Budget History Inquiry Procedures 5-3
Budget History Inquiry Navigation
Window Name
Button Name
Window Displayed
Budget History Inquiry
History Periods
History Periods window
Budget History Inquiry
History Entries
History Entries window
History Entries
Budget History Inquiry
Budget History Inquiry window
History Entries
History Periods
History Periods window
History Periods
Budget History Inquiry
Budget History Inquiry window
History Periods
History Entries
History Entries window
Extended Account Inquiry
Show Variance
Variance window
Extended Account Inquiry
Show Balances
Detail Balances window
Extended Account Inquiry
Show Journal Details
Journals window
5-4 Oracle Public Sector Financials (International) User Guide
Performing a Variance Inquiry Using the Extended Account Inquiry
Window
To perform a variance inquiry using the Extended Account Inquiry window, perform
the following steps.
1.
Navigate to the Extended Account Inquiry window as follows:
IGI General Ledger, OPSFI, Standard - Enquiry - Extended Account Enquiry
2.
In the Name field, select the ledger.
The ledger name list is unique and displays the ledgers within the responsibility's
Data Access Set that have Full Ledger read or write access with no restrictions on
balancing segment values or management segment values.
3.
In the From and To fields in the Accounting Periods region, select the range of dates
from the list of values.
4.
In the Currency region, select the Single Currency or All Currencies radio button.
5.
Select another currency if the default currency is not required.
6.
In the Currency Type region, select the Entered, Total, or Statistical.
7.
Select the Primary Balance Type tab or the Secondary Balance Type tab.
Budget History Inquiry Procedures 5-5
8.
9.
Select a balance type from the following:
•
Actual
•
Budget
•
Encumbrance
In the Budget field, if Budget is selected as a balance type, enter or select a budget
name from the list of values.
10. In the Encumbrance Type field, if Encumbrance is selected as a balance type, enter
or select an encumbrance type from the list of values.
11. In the Factor region, select a display and precision factor for rounding balances.
12. To select a summary template, click the list of values in the Summary Template
field.
13. Select a template.
14. Click OK.
15. To navigate to the Variance window, click Show Variance.
For information on the Variance window, see theVariance Window Description
table, page 5-9.
16. Navigate back to the Budget History Inquiry window as follows:
Tools - Budget History
17. To select an account, click on an accounts line in the Accounts region.
18. To perform a drill-down inquiry, click the drill-down button.
Budget History Inquiry Window Description
Budget History Inquiry Window Description
Field Name
Description
Budget
budget name
Fiscal Year
fiscal year
5-6 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Currency
currency
Type
balance type for balanced or unbalanced
budget accounting flexfield combinations
Accounting Flexfield
accounting flexfield
Current Year Budget
current year budget
Next Year Budget
next year budget
Print Record
when selected and selection criteria saved,
request automatically submitted to concurrent
manager
Description
accounting flexfield description
History Entries
opens History Entries window
History Periods
opens History Periods window
History Entries Window Description
History Entries Window Description
Field Name
Description
Posted Date
posted date
Trx Type
transaction type
Current Year Budget
current year budget total
Recurring Entry
recurring entry; valid values: yes for recurring
entries, no for single entries
Effect
full year or part year
Budget History Inquiry Procedures 5-7
Field Name
Description
Next Year Budget
next year budget amount
Profile Code
budget profile code
Start Period
start period
Reference Information
journal entry line reference
Reason Code
reason code
History Periods
opens History Periods window
Budget History Inquiry
opens Budget History Inquiry window
History Periods Window Description
History Periods Window Description
Field Name
Description
Period Name
period name
PTD
period-to-date; current year budget
period-to-date amounts
YTD
year-to-date; current year budget year-to-date
amounts
PTD
period-to-date; next year budget
period-to-date amounts
YTD
year-to-date; next year budget year-to-date
amounts
History Entries
opens History Entries window
Budget History Inquiry
opens Budget History Inquiry window
5-8 Oracle Public Sector Financials (International) User Guide
Extended Account Inquiry Window Description
Extended Account Inquiry Window Description
Field Name
Description
From
accounting period start date
To
accounting period end date
<currency>
select single currency or all currencies
Currency
default currency displayed; change as
required
<currency type>
Entered, Total, or Statistical currency type
<factor>
select precision and rounding factor; valid
values: Units, Thousands, Millions, or Billions
Summary Template
if summary template name entered, search
restricted to summary accounts associated
with that template
Accounts
account numbers
Description
account description
Show Balances
reviews balance for current account based on
inquiry criteria
Show Journal Details
shows journal entry activity for current
account based on inquiry criteria; not
available if inquiring on translated balances
Show Variance
shows variance calculation between primary
and secondary balance types; not available if
inquiring on all currencies
The following table describes the fields in the Primary and Secondary Balance Types
tabs of the Extended Account Inquiry window.
Budget History Inquiry Procedures 5-9
Extended Account Inquiry Window Description, Primary Balance Type Tab
Field Name
Description
<balance type>
select primary balance type; valid values:
Actual, Budget, or Encumbrance
Budget
enter budget name if Budget balance type
selected
Encumbrance Type
enter encumbrance type if Encumbrance
balance type selected
Variance Window Description
The following table describes the fields present in the Period to Date, Quarter to Date,
Year to Date and Project to Date tabs of the Variance Window.
Variance Window Description
Field Name
Description
Balance Type
balance type; valid values: actual, budget, or
encumbrance
Currency Type
currency type; valid values: Entered or
Translated; must be Entered to enable journal
detail drill-down
Factor
display and precision rounding factor
Period
range of accounting periods entered as
selection criteria
<primary balance type>
actual value, value of named budget, or value
of encumbrance type, depending on selection
criteria
<secondary balance type>
actual value, value of named budget, or value
of encumbrance type, depending on selection
criteria
5-10 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Variance
difference between primary and secondary
balance types
<primary balance>
button label assigned dynamically depending
on primary and secondary balance types
selected
<secondary balance>
button label assigned dynamically depending
on primary and secondary balance types
selected
Budget History Inquiry Procedures 5-11
6
Import Budget Spreadsheet Procedures
Overview
The import budget spreadsheet procedure enables users to:
•
create a data file
•
load a text data file created by any industry-standard spreadsheet software using
the correct file specification
•
extract data, automatically creating a ready-to-post budget journal batch
•
manually or automatically import batches into the General Ledger
Prerequisites
•
The spreadsheet software must be able to convert or export data to a
comma-delimited ASCII file.
•
A text editor, for example, Notepad in Windows or vi in UNIX is required to create
the data file.
•
To copy and load the data, access to the operating system command line and basic
knowledge of operating system commands is required.
The prerequisites for importing a budget spreadsheet are the same as those for creating
budget journals.
For information on prerequisites, see Create Budget Journal Procedures, page 2-1.
Feeder Files
The feeder file is an ASCII text file containing comma-delimited record types.
Import Budget Spreadsheet Procedures 6-1
Sheet Headers
Sheet Headers (SH), identify the spreadsheet to General Ledger. This record usually has
no corresponding row in the spreadsheet and is created by editing the file after
exporting data.
A file must have one spreadsheet header.
The following is an example spreadsheet header record:
SH,"Main Book",1995,"Plan 001","Catering","Initial Budget"
Sheet Lines
Sheet Lines (SL), contain details of individual transactions. Each line record corresponds
to one row; each field corresponds to one column in the spreadsheet.
A file must have one or more spreadsheet line records.
The following is an example spreadsheet line record, showing automatic profiling:
"SL","GBP",17000,"Full Spread","JAN - 95",17000,"01","1000","100","00"
The following is an example spreadsheet line record for manual profiling:
"SL","GBP",17000,"MANUAL","JAN 95",17000,"01","1000","100","00",500,1000,
1000,1000,1000,1000,1000,1000,1000,1000,1000,6500
Related Topics
Budgeting: Load Spreadsheet File in the Integration Repository
(http://www-apps.us.oracle.com:1100/irep/).
Feeder File Format Description
The tables below describe the feeder file format.
Feeder File Format Description , Spreadsheet Header SH Record
Field Title
Max Length
Description
Record Type
2
spreadsheet header (SH)
Ledger Name
30
ledger name
Fiscal Year
4
target fiscal year
Budget Name
30
target budget name
6-2 Oracle Public Sector Financials (International) User Guide
Field Title
Max Length
Description
Organization Name
30
target budget organization
Reason Code
30
budget reason code
Feeder File Format Description , Spreadsheet Lines SL Records
Field Title
Max Length
Description
Record Type
2
spreadsheet line (SL)
Currency Code
4
currency code
Annual Amount
15
annual amount with leading
sign and zero decimal places
Profile Code
30
budget profile code
Start Period
10
start period for new budget
Next Year Budget
15
next year amount with
leading sign and zero decimal
places
Reference1
15
accounting flexfield segment
or period budget amount
Reference2
15
accounting flexfield segment
or period budget amount
Reference3
15
accounting flexfield segment
or period budget amount
Reference4
15
accounting flexfield segment
or period budget amount
Reference5
15
accounting flexfield segment
or period budget amount
Import Budget Spreadsheet Procedures 6-3
Field Title
Max Length
Description
Reference6
15
accounting flexfield segment
or period budget amount
Reference7
15
accounting flexfield segment
or period budget amount
Reference8
15
accounting flexfield segment
or period budget amount
Reference9
15
accounting flexfield segment
or period budget amount
Reference10
15
accounting flexfield segment
or period budget amount
Reference11
15
accounting flexfield segment
or period budget amount
Reference12
15
accounting flexfield segment
or period budget amount
Reference13
15
accounting flexfield segment
or period budget amount
Reference14
15
accounting flexfield segment
or period budget amount
Reference15
15
accounting flexfield segment
or period budget amount
Reference16
15
accounting flexfield segment
or period budget amount
Reference17
15
accounting flexfield segment
or period budget amount
Reference18
15
accounting flexfield segment
or period budget amount
Reference19
15
accounting flexfield segment
or period budget amount
6-4 Oracle Public Sector Financials (International) User Guide
Field Title
Max Length
Description
Reference20
15
accounting flexfield segment
or period budget amount
Reference21
15
accounting flexfield segment
or period budget amount
Reference22
15
accounting flexfield segment
or period budget amount
Reference23
15
accounting flexfield segment
or period budget amount
Reference24
15
accounting flexfield segment
or period budget amount
Reference25
15
accounting flexfield segment
or period budget amount
Reference26
15
accounting flexfield segment
or period budget amount
Reference27
15
accounting flexfield segment
or period budget amount
Reference28
15
accounting flexfield segment
or period budget amount
Reference29
15
accounting flexfield segment
or period budget amount
Reference30
15
accounting flexfield segment
or period budget amount
Reference31
15
period budget amount
Reference32
15
period budget amount
Reference33
15
period budget amount
Reference34
15
period budget amount
Import Budget Spreadsheet Procedures 6-5
Field Title
Max Length
Description
Reference35
15
period budget amount
Reference36
15
period budget amount
Reference37
15
period budget amount
Reference38
15
period budget amount
Reference39
15
period budget amount
Reference40
15
period budget amount
Reference41
15
period budget amount
Reference41
15
period budget amount
Reference42
15
period budget amount
Reference43
15
period budget amount
Reference44
15
period budget amount
Reference45
15
period budget amount
Reference46
15
period budget amount
Reference47
15
period budget amount
Reference48
15
period budget amount
Reference49
15
period budget amount
Reference50
15
period budget amount
Reference51
15
period budget amount
Reference52
15
period budget amount
Reference53
15
period budget amount
6-6 Oracle Public Sector Financials (International) User Guide
Field Title
Max Length
Description
Reference54
15
period budget amount
Reference55
15
period budget amount
Reference56
15
period budget amount
Reference57
15
period budget amount
Reference58
15
period budget amount
Reference59
15
period budget amount
Reference60
15
period budget amount
Reference61
15
period budget amount
Reference62
15
period budget amount
Reference63
15
period budget amount
Reference64
15
period budget amount
Reference65
15
period budget amount
Reference66
15
period budget amount
Reference67
15
period budget amount
Reference68
15
period budget amount
Reference69
15
period budget amount
Reference70
15
period budget amount
Reference71
15
period budget amount
Reference72
15
period budget amount
Reference73
15
period budget amount
Import Budget Spreadsheet Procedures 6-7
Field Title
Max Length
Description
Reference74
15
period budget amount
Reference75
15
period budget amount
Reference76
15
period budget amount
Reference77
15
period budget amount
Reference78
15
period budget amount
Reference79
15
period budget amount
Reference80
15
period budget amount
Reference81
15
period budget amount
Reference82
15
period budget amount
Reference83
15
period budget amount
Reference84
15
period budget amount
Reference85
15
period budget amount
Reference86
15
period budget amount
Reference87
15
period budget amount
Reference88
15
period budget amount
Reference89
15
period budget amount
Reference90
15
period budget amount
Importing Budget Spreadsheet Procedure
Create a Data File
To create a data file, perform the following steps.
6-8 Oracle Public Sector Financials (International) User Guide
1.
Create a backup copy of the budget spreadsheet, matching columns in the
spreadsheet to the field layout for the spreadsheet lines record.
For information on the spreadsheet lines record field layout, see Feeder Files, page
6-1.
2.
Export the data rows from the spreadsheet as comma-delimited into an ASCII file.
For information on creating an ASCII file from a spreadsheet, see the user guide or
reference manual for the spreadsheet software.
3.
Use a text editor to open the ASCII file.
4.
Create a header record as the first line of the file for the spreadsheet header record.
For information on the spreadsheet header record field layout, see Feeder Files,
page 6-1.
Load a Data File
To load the feeder file, perform the following steps.
1.
Place the feeder file in a directory to which the concurrent manager has access
permissions.
The file should have a .dat extension.
2.
Navigate to the Submit Request window as follows:
IGI General Ledger, OPSFI, Standard - Reports
3.
Select the Single Request radio button.
4.
In the Name field, select Budgeting Extensions: Load Spreadsheet File from the list
of values.
5.
Click OK.
6.
In the Filename field, enter the feeder file's name.
Note: The system automatically adds a .dat extension while
loading.
7.
To apply the parameters, click OK.
8.
To send the request to the concurrent manager, click Submit.
9.
To submit another request, click Yes, or to continue, click No.
Import Budget Spreadsheet Procedures 6-9
10. View the request in the concurrent manager as follows:
View - Requests
Extract Data from File
To extract transactions from the feeder file, perform the following steps.
1.
Navigate to the Submit Budget Spreadsheet Extract window as follows:
IGI General Ledger, OPSFI, Standard - Enter - Spreadsheet
2.
Enter data in each field of the Submit Budget Spreadsheet Extract window as
described in the Submit Budget Spreadsheet Extract Window Description table.,
page 6-11
3.
To import the extracted budget into the General Ledger automatically after
processing, select the Submit Journal Import check box.
4.
To preview the new budget on the Budget Process Impact window before
processing, deselect the Submit Journal Import check box.
For information on previewing, accepting, and rejecting budget changes, see
Previewing Budget Process Impact Inquiry Procedure., page 3-11
5.
To schedule a specific date and time to submit the processing request, enter new
values in the Start Date field and Start Time field in the Submission region.
If specific dates and times are not entered, the request is automatically submitted to
the concurrent manager when the window is saved.
6-10 Oracle Public Sector Financials (International) User Guide
Submit Budget Spreadsheet Extract Window Description
Submit Budget Spreadsheet Extract Window Description
Field Name
Description
Ledger Name
Ledger name
The ledger name list is unique and displays
the ledgers within the responsibility's Data
Access Set that have read or write access on
Full Ledger or Balancing and Management
segment values.
Batch Name
unique batch name
Budget Name
existing budget name
Organization
budget organization
Spreadsheet Header ID
spreadsheet header identifier
Submit Journal Import
indicates automatic import to General Ledger
after processing; if deselected, batch can be
previewed and deleted before import
Start Date
date to submit process to concurrent manager;
defaults to today; submitted when window
saved
Start Time
time to submit process to concurrent manager;
defaults to current time; submitted when
window saved
Import Budget Spreadsheet Procedures 6-11
7
Budget Reports
Overview
Budget reports let you prepare and review budgets for current and subsequent years
and provide information about how the budgeting extensions in General Ledger are
defined.
Generating Budgeting Extensions: Balanced Budget Journal Input
Proforma
This report generates a worksheet to help prepare budget journals on paper.
Parameters
Ledger ID
Select a ledger.
Currency Code ID
Select a currency.
Budget Entity ID
Select a budget organization.
Budget Reports 7-1
Generating Budgeting Extensions: Balanced Budget Journal Input
Proforma Report Description
Budgeting Extensions: Balanced Budget Journal Input Proforma Report Description
Field
Description
Ledger Name
Ledger name
Batch Name
Unique batch name
Fiscal Year
Fiscal year
Control Total
Batch control total
Journal Name
Journal for all lines in batch
Currency
Functional currency
Reason Code
Default reason code for lines left blank
Description
Default reason code description
Category
Category for all lines in batch
Budget Name
New budget's name
Organization
Budget organization
Line
Sequential line numbers
Accounting Flexfield
Accounting flexfield
Debits (DR)
Debit amount for line
Credits (CR)
Credit amount for line
Profile Code
Default profile code for accounting flexfield
Start Period
Start period for line
7-2 Oracle Public Sector Financials (International) User Guide
Field
Description
Recurring
Yes indicates recurring line; no indicates
non-recurring line
Effect
Effect on budget for recurring lines only
Next Year Budget
Next year budget amount for line
Reason Code
Reason code for line
Description
Reason description for line
Generating Budgeting Extensions: Balanced Budget Journal Report
This report lists balanced journal transaction details. The Effect column indicates if the
line is a recurring budget item. If so, the Effect and Next Year Budget columns contain
data.
Parameters
Ledger ID
Select a ledger.
Batch Name
Enter or select a batch name.
Generating Budgeting Extensions: Unbalanced Budget Journal Report
This report lists unbalanced journal transaction details. The Effect column indicates if
the line is a recurring budget item. If so, the Effect and Next Year Budget columns
contain data.
Parameters
Ledger ID
Select a ledger.
Batch
Enter or select a batch name.
Budget Reports 7-3
Extensions: Process Impact Review Summary Reports
The Budgeting Extensions: Process Impact Review report displays a review of the
impact of next year budget planning and the Budgeting Extensions: Process Impact
Review Summary report displays an overall review of the impact of next year budget
planning. Both reports include the effect of reprofiling and indexation for a selected
account and show the total changes to the budget amount caused by:
•
budget recalculation
•
revised budget amount if the budget recalculation is accepted
•
change to the next year's budget amount caused by the recalculation
•
revised next year's budget amount if the recalculation is accepted
Parameters
Ledger ID
Select a ledger.
Currency Code
Select a currency.
Fiscal Year
Enter the fiscal year to be reviewed.
Group ID
Enter the group ID to be reviewed.
Budget Version ID
Enter a budget version identifier.
Generating Budgeting Extensions: Profile Code Listing Report
This report lists all profile codes in the available ledgers to use while preparing budgets.
A blank Start Date Active field indicates that the code is active until the end date. A
blank end date indicates that the code has no expiry date.
Generating Budgeting Extensions: Range Code Listing Report
This report lists all range codes in the current ledgers to use while preparing budgets. A
blank Start Date Active field indicates that the code is active until the end date. A blank
end date indicates that the code has no expiry date.
7-4 Oracle Public Sector Financials (International) User Guide
Generating Budgeting Extensions: Reason Code Listing Report
This report lists all reason codes in the available ledgers to use while preparing budgets.
A blank Start Date Active field indicates that the code is active until the end date. A
blank end date indicates that the code has no expiry date.
Generating Budgeting Extensions: Maintain Code Combination Budget
Control Flag Report
This report lists all combination codes in the available ledgers to use while preparing
budgets. A blank Start Date Active field indicates that the code is active until the end
date. A blank end date indicates that the code has no expiry date.
Parameters
Flexfield From
Enter a value in the accounting flexfield pop-up window.
Flexfield To
Enter a value in the accounting flexfield pop-up window.
Generating Budgeting Extensions: Balanced Budget History Report
This report is generated from the Budget History Inquiry window and generates a
history of balanced budget journals. The Effect column indicates if the line is a recurring
budget item. If so, the Effect and Next Year Budget columns contain data.
Ledger ID
Select a ledger.
Budget Version ID
Enter a budget version identifier.
Fiscal Year
Enter the fiscal year to be reviewed.
Currency Codes
Select a currency.
Code Combination ID
Enter the code combination ID to be reviewed.
Generating Budgeting Extensions: Unbalanced Budget History Report
This report is generated from the Budget History Inquiry window and generates a
Budget Reports 7-5
history of unbalanced budget journals. The Effect column indicates if the line is a
recurring budget item. If so, the Effect and Next Year Budget columns contain data.
Parameters
Ledger ID
Enter the name of the ledger to be used.
Budget Version ID
Enter a budget version identifier.
Fiscal Year
Enter the fiscal year to be reviewed.
Currency Code
Select a currency.
Code Combination ID
Enter the code combination ID to be reviewed.
Related Topics
Import Budget Spreadsheet Procedures, page 6-1
Enabling Enforced Balanced Budgeting Procedure, Oracle Public Sector Financials
(International) Implementation Guide
Defining Profile Codes Procedure, Oracle Public Sector Financials (International)
Implementation Guide
Defining Budget Range Codes Procedure, Oracle Public Sector Financials (International)
Implementation Guide
Defining Reason Codes Procedure, Oracle Public Sector Financials (International)
Implementation Guide
Using Standard Request Submission, Oracle E-Business Suite User's Guide
7-6 Oracle Public Sector Financials (International) User Guide
8
Commitment Budgetary Control Process
Overview
The purpose of this chapter is to provide an understanding of the Commitment
Budgetary Control process. A process flow diagram shows the interaction between the
different components in the Commitment Budgetary Control feature. Each function is
briefly explained and chapter references are provided for more information.
The Commitment Model enables public sector organizations to manage their business
using dual budgeting, which includes standard budgetary control and commitment
budgetary control. The standard budget represents the amount an organization is
willing to pay in a given period. The commitment budget represents the amount of
encumbrances an organization is willing to commit itself to in a given period.
For information on the Commitment Model, see Commitment Model, page B-1.
Encumbrance Component
Commitment Budgetary Control focuses on the encumbrance subcomponent of the
expenditure activity used by standard budgetary control. The commitment budget
represents the amount of encumbrances an organization is willing to enter into for a
given period. Subsequently, commitment budgetary control is attained by measuring
encumbrance activity against the commitment budget.
The purpose of Commitment Budgetary Control is to prevent overspending of the
commitment budget. Commitment Budgetary Control verifies whether sufficient funds
exist for a contract and if the funds do exist, commits the full amount of a contract into a
contract commitment.
Multiple One-Year Budgeting
Multiple one-year budgeting enables public sector organizations to do long range
planning even though budgets must be approved one year at a time for a project
spanning more than one year. The multiple one-year budgeting feature allows an
Commitment Budgetary Control Process 8-1
organization to use the same account or account range for multiple years into the future
while defining a separate funding budget for one year.
At the end of each budget year, the remaining funds lapse, and the next year's funding
is provided by the new funding budget. Any budgeting beyond the current year is a
projection into the future. These projections are necessary for large projects spanning
multiple funding years. Multiple one-year budgeting acknowledges that funding for
projects over a period of years can change and is not static.
Commitment Budgetary Control Process Description
Maintain Commitment Budgetary Control
Define Commitment Budget
Before budget data can be entered, a commitment budget must define estimated cost
and revenue amounts for a range of accounting periods. These estimated amounts can
be compared to these:
•
Actual balances with projected results
•
Control actual and anticipated expenditures
The commitment budget is defined in Oracle General Ledger. A budget is defined by
specifying these:
•
Budget name
•
Budget type
•
Period of activity range
For information on defining a budget, see Defining Budgets, Oracle General Ledger User
Guide.
Define Budgetary Control
Budgetary control refers to the level of funds checking desired for an account, range of
accounts, or a summary account. Budgetary control is defined in General Ledger. The
areas of budgetary control described in this section are:
Define Budget Organization
Budget organizations represent the departments, cost centers, division, or other groups
for which budget data is entered and maintained. One general budget organization that
includes all accounts or many budget organizations containing a set of accounts can be
defined depending on the organizational requirements.
When using budgetary control, the budgetary control requirements for an account are
8-2 Oracle Public Sector Financials (International) User Guide
set within its budget organization. The budgetary controls for a range of accounts, an
individual account, or a summary account are defined for both commitment and
standard accounts simultaneously. Not all budgets or accounts must be included in a
budget organization.
The functional requirements for defining budget organizations are:
•
The budgetary control options for the budget organization is defined using the
primary ledger and secondary ledger for the standard and commitment budgets
respectively.
•
When dual budgetary control is enabled, the Amount Type and Boundary Code
combinations supported by commitment budgetary control are as follows:
Amount Type and Boundary Code Scenarios
Amount Type
Boundary Code
Period-to-date
Period
Quarter-to-date
Quarter
Year-to-date
Year
The restricted selection of amount type and boundary prevents a negative funds
available when severity level is absolute.
For information on defining a budget organization, see Defining Budget Organizations,
Oracle General Ledger User Guide.
Define Summary Template
A summary template sets budgetary controls for a group of accounts. A summary
template can be defined for a number of standard and commitment budgets
simultaneously. Consistent rolling up of accounts, whether to an organizational level or
other suborganizational level, is achieved by defining the summary template and
associating applicable standard and commitment budgets with the particular summary
template.
The functional requirements for defining summary templates:
•
The budgetary control options for the summary templates are defined using the
primary ledger and secondary ledger for the standard and commitment budgets
respectively.
•
The same Amount Type restrictions applied to budget organization apply to
summary templates.
Commitment Budgetary Control Process 8-3
•
Multiple funding budgets can be assigned to the same summary template, provided
there are no overlaps or gaps in the funding budget periods.
•
Funding budgets can have different funds check levels to accommodate future
years.
For information on summary templates, see Detail Level Budgetary Control, Oracle
General Ledger User Guide and Summary Level Budgetary Control, Oracle General Ledger
User Guide.
Define Budgetary Control Groups
Budgetary control groups enable users to set budgetary controls for a specific module,
such as Contract Commitment, and to set budgetary controls for a specific transaction
or event, such as a confirmed contract. For commitment budgetary control, only
budgetary control groups for commitment budgetary control budget journals and
contract commitment transactions are supported. With dual budgetary control enabled,
override amount, tolerance percent, or tolerance amounts within budgetary control
groups are not supported by commitment budgetary control.
For information on budgetary control groups, see Creating a Budgetary Control Group,
Oracle General Ledger User Guide.
Execute Commitment Budgetary Control
Budgetary Control for Provisional and Confirmed Contract Commitment Process
A major reason for entering a provisional and confirmed contract commitment is to
monitor the available budget. A funds check verifies whether sufficient funds are
available for the contract commitment amount. The commitment budgetary control
process encumbers the funds and adjusts the funds available accordingly. When a
contract commitment is encumbered or approved, it automatically encumbers funds on
the commitment and standard budgets as:
•
A provisional contract commitment raises Commitment type encumbrances against
both the commitment budget and the standard budget.
•
A confirmed contract commitment raises Obligation type encumbrances against the
standard budget and commitment budget.
To encumber funds for a contract commitment, sufficient budget must be available for
all contract commitment accounts and related payment forecasts. Partial encumbering
or reserving is not allowed.
Funds Checking and Funds Reservation Rules
The table describes passing and failing rules that apply to funds checking and funds
reservation:
8-4 Oracle Public Sector Financials (International) User Guide
Funds Checking and Funds Reservation Rules
Pass or Fail Status
Rule Description
Funds Check Passing or Failing
Commitment budgetary control is called first
and then standard budgetary control is called.
Funds Reservation Passing
Commitment budgetary control is called first
and then standard budgetary control is called
to perform funds reservation.
Funds Reservation Failing
If commitment budgetary control is called to
funds check and funds fail, standard
budgetary control is not called.
If commitment budgetary control passes
funds checking and standard budgetary
control is called to do funds reservation and it
fails, entries in both the budgets are rolled
back.
Commitment Budgetary Control Example
A transaction has ten account lines and each account line must pass funds check. If nine
lines pass and one line fails, the whole transaction fails.
Standard Budgetary Control Example
A transaction has five payment forecast lines and these payment forecasts break down
as:
•
Year 1: one line
•
Year 2: one line
•
Year 3: one line
•
Year 4: one line
•
Year 5: one line
Each payment forecast line for each year must pass funds check. If any of the payment
forecast lines fail, then the whole transaction fails and no funds reservation occurs.
Execute Budgetary Control for Cover Contract Commitment and Releases Process
The cover contract commitment is subject to the same funds checking procedures and
Commitment Budgetary Control Process 8-5
encumbers funds on the appropriate accounts, standard and commitment, in the same
manner that individual contract commitments do. Releases to a cover contract
commitment are not subject to funds checking against any budget accounts. Instead,
they are checked against the available amount remaining within the cover contract
commitment. These checks are made simultaneously:
•
The amount on the release account line must be equal to or less than the available
amount of the corresponding cover contract commitment account line.
•
The amount of each release payment forecast line must be equal to or less than the
available amount of the corresponding cover contract commitment payment
forecast line.
Available amount of a cover contract commitment account information line is defined
as the total amount encumbered by the cover contract commitment account line minus
the amount encumbered by releases related to the cover contract commitment account
line. When one or more of these conditions are met, it is not possible to approve the
release.
Available amount of a cover contract commitment payment forecast line is defined as
the total amount encumbered by the cover contract commitment payment forecast lines
minus the amount encumbered by releases related to the cover contract commitment
payment forecast lines.
Releases do not encumber funds directly on the standard or commitment budget.
However, encumbering or approving a provisional or confirmed release against a cover
contract commitment encumbers funds on the cover contract commitment account line
and the appropriate payment forecast lines. Invoices are always matched against these
releases. Invoices cannot be matched against a cover contract commitment directly.
The encumbrance type that is created is not determined by the state of the release, but
that of the related cover contract commitment.
Reference
For information on the Executing Budgetary Control procedure, see Execute Budgetary
Control Procedure, page 17-30.
For information on commitment budgetary control and the Commitment Model, see
Commitment Model, page B-1.
Inquire Commitment Budgetary Control
Use Oracle General Ledger to inquire commitment budgetary control:
For more information on budget inquiry, see Budget Inquiry, Oracle General Ledger
User's Guide
For information on funds available, account inquiry, and journal inquiry, see
Commitment Budgetary Control Procedures, page 9-1.
8-6 Oracle Public Sector Financials (International) User Guide
9
Commitment Budgetary Control Procedures
Overview
Commitment Budgetary Control online inquiry procedures enable users to query
transactions that make up the balances within the Commitment Budgetary Control
systems.
Funds Available
Commitment Budgetary Control calculates funds available by subtracting the
encumbrances from the commitment budget. In the Commitment Budgetary Control
Funds Available Inquiry window, users can review funds available and compare
Provisional type encumbrances and Confirmed type encumbrances with the
commitment budget. In addition, users can review and track the following:
•
period-to-date (PTD), quarter-to-date (QTD), or year-to-date (YTD) budget,
encumbrances, and funds available for any accounting flexfield
•
difference between the amount the user is authorized to spend and the amount of
provisional and confirmed commitment contracts
•
available funds at a detailed level in the functional currency
•
available funds at a summary account level in the functional currency
Transactions that are waiting approval are not included in the funds available inquiry
results.
Cumulative Funds Available Totals
Users can review the cumulative funds available totals by selecting Year-To-Date
Extended in the Amount Type field of the Commitment Budgetary Control Funds
Available Inquiry window.
Commitment Budgetary Control Procedures 9-1
Example
If a user budgets $100 for January, and the encumbered amount is $60, the funds
available for January is $40. If a user views the funds available for the amount type PTD
for February, the February balances do not include the $40 available at the end of
January. When a user chooses an amount type of YTD, the display shows the
cumulative amounts so that the February balances include the $40 for January.
Note: To display the entire year's budget in the Funds Available budget
column, enter the last period of the funding budget in the Period field.
For example, if a budget has an account with $100 per month for twelve
periods, January through December, enter December in the Period
field.
Account Inquiry
The Commitment Budget Account Inquiry window displays budget and encumbrance
account balances for summary and detail accounts.
The Account Inquiry can be run for the following:
•
summary templates and accounts
•
specific range of periods
•
budget or encumbrance types in the set of books
Users can query summary accounts associated with a summary template or query
accounts associated with selected criteria. All posted balances are included in this
inquiry.
Commitment Budget Account Inquiry Window
In the Accounts region of the Commitment Budget Account Inquiry window, both
summary accounts and detailed accounts are represented as defined by users. From the
Commitment Budget Account Inquiry window, users can drill down to review balances
and journal entries that comprise the summary and detailed accounts. The table below
describes the drill-down windows.
Commitment Budget Account Inquiry Windows
Window Name
Description
Summary Balances
displays balances for selected account based on inquiry
criteria
9-2 Oracle Public Sector Financials (International) User Guide
Window Name
Description
Detail Balances
displays detail balances that roll up into the summary
balance
Journals
displays journal entry activity for selected account
based on inquiry criteria
Journals Full
displays all the journal's details
The diagrams below show how users can navigate to the drill-down windows from the
Commitment Budget Account Inquiry window using navigation buttons. These
navigation buttons are described in the window description table for each window.
Commitment Budgetary Control Procedures 9-3
Commitment Budget Account Inquiry Window Navigation from Summary Account Line
9-4 Oracle Public Sector Financials (International) User Guide
Commitment Budget Account Inquiry Window Navigation from Detailed Account Line
Journal Inquiry
The Commitment Budget Journal Inquiry window displays information about budget
or encumbrance journal entry batches for a particular set of books. Users can review
detailed information about a batch, a journal entry within that batch, and the detail lines
within the entry.
Review Results of Contract Commitment and Budgetary Transactions
The Commitment Budgetary Control Transactions window displays results related to a
contract commitment and payment forecasts related to transaction results. If
Commitment Budgetary Control is used to check or reserve funds while entering
budgets or encumbrances, the results of the funds check or funds reservation can be
viewed while the session is open. Once the session is closed, the display results are lost.
To keep a record of the results, the data displayed in the Commitment Budgetary
Commitment Budgetary Control Procedures 9-5
Control Transactions window can be printed.
Querying Funds Available Procedure
To query funds available, perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Commitment Budgetary
Control Funds Available Inquiry window as follows:
Inquiry - Funds Available
2.
In the Commitment Budget field, select a budget name from the list of values.
3.
From the Amount Type drop-down list, select an amount type.
4.
In the Period field, select a period from the list of values.
5.
Enter parameters as required.
6.
To apply the parameters, click OK.
7.
Review available funds.
Commitment Budgetary Control Funds Available Inquiry Window
Description
Commitment Budgetary Control Funds Available Inquiry Window Description
Field Name
Type
Features
Description
Period
required
list of values
period name based on
calendar of set of books
and budget start date and
end date
9-6 Oracle Public Sector Financials (International) User Guide
Field Name
Type
Features
Description
Amount Type
required
drop-down list
specifies how the system
calculates funds available
Period-to-Date calculates
funds available as the
budgeted amount for the
period, less actuals and
encumbrances for the
period.
Quarter-to-Date Extended
calculates funds available
as the budgeted amount to
date for the quarter, less
actuals and encumbrances
to date for the quarter.
Year-to-Date Extended
calculates funds available
as the budgeted amount to
date for the year, less
actuals and encumbrances
to date for the year.
Account
display only
account key flexfield value
Budget
display only
total budget for account
for the period; credit
transaction
Encumbrance
display only
displays commitments by
type, as defined in Oracle
General Ledger;
commitments can
represent provisional or
confirmed contract
commitments, or
commitment allocated as a
project budget
Funds Available
display only
total difference between
budget amount and
committed amount
[text box]
display only
account description
Commitment Budgetary Control Procedures 9-7
Querying Accounts Procedure
To query an account, perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Commitment Budget
Account Inquiry window as follows:
Inquiry - Accounts
2.
Enter data in the following sections of the Commitment Budget Account Inquiry
window as described in the Commitment Budget Account Inquiry Window
Description table, page 9-9.
•
Accounting Periods region
•
Balance Type tab
•
Factor region
•
In the Summary Template field, select a summary template from the list of
values.
3.
Place the cursor in the Accounts field.
4.
Enter parameters as required.
5.
To apply the parameters, click OK.
The Accounts region is populated with the accounts associated with the summary
template.
6.
To review balances for an account, place the cursor on an account line and click
Show Balances.
7.
To view the journal entry activity for the account selected, click Show Journal
Details.
8.
Continue navigating through the windows as desired using the navigation buttons.
For information on navigating to other windows from the Commitment Budget
Account Inquiry window, see the Commitment Budget Account Inquiry Window
Navigation diagrams, page 9-4.
9-8 Oracle Public Sector Financials (International) User Guide
Commitment Budget Account Inquiry Window Description
Commitment Budget Account Inquiry Window Description
Field Name
Type
Features
Description
From
required
list of values
General Ledger starting
period
To
required
list of values
General Ledger ending
period
Budget
optional
radio button
indicates budget balance
type
Encumbrance
optional
radio button
indicates encumbrance
balance type
Budget
conditionally required
list of values
budget name; enabled if
Budget balance type
selected
Encumbrance Type
conditionally required
list of values
encumbrance name;
enabled if Encumbrance
balance type selected
Summary Template
optional
list of values
summary template name
Units
optional
radio button
indicates that the entire
balance displayed or full
precision and rounds the
values to two decimals;
default setting
Thousands
optional
radio button
balances displayed,
divided by 1000 with three
decimal points
Millions
optional
radio button
balances displayed
divided by 1,000,000 with
three decimal places
Commitment Budgetary Control Procedures 9-9
Field Name
Type
Features
Description
Billions
optional
radio button
balances displayed
divided by 1,000,000,000
with three decimal places
[Accounts]
optional
list of values
accounting flexfield
[textbox]
display only
accounting flexfield
description
Summary Balances Window Description
Summary Balances Window Description
Field Name
Type
Features
Balance Type
display only
balance type; includes
Encumbrance or Budget
Encumbrance Type or
Budget
display only
encumbrance type or
budget name depending
upon balance type selected
Factor
display only
indicates how balances
displayed; includes Units,
Thousands, Millions, and
Billions
Period
display only
accounting period based
on selected criteria
Currency
display only
functional currency
Period to Date
display only
period-to-date balance for
account
Year to Date
display only
year-to-date balance for
account
9-10 Oracle Public Sector Financials (International) User Guide
Description
Detail Balances Window Description
Detail Balances Window Description
Field Name
Type
Features
Description
Balance Type
display only
balance type; includes
Encumbrance or Budget
Encumbrance Type or
Budget
display only
encumbrance type or
budget name depending
upon Balance Type
selected
Factor
display only
indicates how balances
displayed; includes Units,
Thousands, Millions, and
Billions
Period
display only
accounting period based
on selected criteria
Account
display only
account
Currency
display only
functional currency
Period to Date
display only
period-to-date balance for
account
Journals Window Description
Journals Window Description
Field Name
Type
Balance Type
display only
Features
Description
balance type; includes
Encumbrance or Budget
Commitment Budgetary Control Procedures 9-11
Field Name
Type
Features
Description
Encumbrance Type or
Budget
display only
encumbrance type or
budget name depending
upon Balance Type
selected
Batch
display only
batch name; includes all
batches within selected
period
Source
display only
batch source
Currency
display only
functional currency
Line
display only
line number in the batch
for selected record
Entered Debit
display only
debit amount for line
Entered Credit
display only
credit amount for line
Journals Window, Full Window Description
Journals Window, Full Window Description
Field Name
Type
Features
Batch
display only
batch name
Period
display only
accounting period
Balance Type
display only
balance type; includes B,
Budget or E, Encumbrance
Description
display only
batch description
Effective Date
display only
batch date
Source
display only
batch source
9-12 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Features
Description
Line
display only
account line number
Account
display only
account
Encumbrance Type
display only
encumbrance type
Debit
display only
debit amount
Credit
display only
credit amount
Descriptive Flexfield
optional
user-customizable field
Description
display only
account description
Querying Journal Entry Procedure
To query journal entry procedures, perform the following tasks.
1.
In the Contract Commitment responsibility, navigate to the Commitment Budget
Journal Inquiry window as follows:
Inquiry - Journal
2.
In the Batch field, select a batch name from the list of values.
3.
In the Source field, select a source from the list of values.
4.
In the Period field, select an account period from the list of values.
5.
Click Find.
6.
To review a journal entry, select a batch and click Review Journal.
Commitment Budgetary Control Procedures 9-13
Commitment Budget Journal Inquiry Window Description
Commitment Budget Journal Inquiry Window Description
Field Name
Type
Features
Description
Batch Status
display only
always shows Posted
status
Batch Name
display only
batch name
Period
display only
General Ledger period
Batch Debit
display only
batch total debit amount
Batch Credit
display only
batch total credit amount
Commitment Budget Journal Lines Window Description
Commitment Budget Journal Lines Window Description
Field Name
Type
Features
Batch
display only
batch name
Period
display only
period name
Balance Type
display only
balance type; values
include E, Encumbered or
B, Budget
Description
display only
batch description
Effective Date
display only
batch creation date
Source
display only
batch source
Line
display only
account line number
9-14 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Features
Description
Account
display only
account
Encumbrance Type
display only
encumbrance type
Debit
display only
debit amount
Credit
display only
credit amount
Descriptive Flexfield
optional
user-customizable field
Description
display only
account description
Commitment Budgetary Control Procedures 9-15
10
Commitment Budgetary Control Integration
with Oracle Purchasing
Definition
The integration of Commitment Budgetary Control with Oracle Purchasing enables
users to check, reserve, and release funds against the commitment budget for
requisitions, blanket and global agreements, purchase orders, and releases.
Overview
This chapter describes the modifications made to Oracle Purchasing for integration with
Commitment Budgetary Control.
Note: If dual budgetary control is not enabled for Oracle Purchasing,
there is no change to the standard Purchasing functionality.
Accounting Date
When dual budgetary control is enabled for Oracle Purchasing, an accounting date is
required when funds are reserved for requisitions or purchase orders. The accounting
date is used to determine the period against which funds are reserved for the
commitment budget.
The accounting date defaults to the system date. For requisitions, the accounting date
must be in an open purchasing period and an open or future entry general ledger
period. For purchase orders and releases, the accounting date must be in an open
purchasing period and an open general ledger period. The accounting date must also be
in the same year as the general ledger dates.
When a purchase order is created from requisitions, the accounting date defaults to the
latest date from the group of requisitions.
Commitment Budgetary Control Integration with Oracle Purchasing 10-1
When a requisition is sourced from blanket agreements which have been encumbered,
the accounting date defaults to the latest accounting date from the group of blanket
agreements.
When a purchase order is created from a combination of global agreements and
requisitions, or is sourced entirely from global agreements which have been
encumbered, the accounting date defaults to the latest accounting date from the group
of global agreements and requisitions.
When a blanket release is created from requisitions for a blanket agreement which has
been encumbered, the accounting date defaults to the latest accounting date from the
group of requisitions and blanket agreement.
If a document has an existing accounting date, but another funds checking is performed
on it, the new accounting date cannot be earlier than the existing one.
Users enter the accounting date in the Approve Document window.
When unreserving documents, the unreserve date is used as the accounting date.
Similarly, the action date is used as the accounting date when cancelling or closing
documents.
Single Year Validation
When dual budgetary control is enabled for Oracle Purchasing, all transactions must
contain distribution lines with general ledger dates in the same fiscal year. This avoids
inaccuracies when modifying a purchase order and a date is entered for unreserving
funds. The single year validation process checks the general ledger dates and returns an
error if multiple fiscal years are found.
If users unreserve individual lines using the general ledger date on the distributions,
that date is only used if it passes the validation process.
If general ledger dates fall in multiple fiscal years, the document can be saved, but is not
available for funds reservation or approval.
Funds Checking and Reservation
Users can check funds with or without reserving. Funds checking is performed against
both the standard and commitment budgets.
The View Results window is automatically displayed after funds check is performed
from the following windows in Oracle Purchasing:
•
Enter Requisitions
•
Enter Purchase Order
•
Enter Releases
For information on the View Results window, see View Results Window Description,
10-2 Oracle Public Sector Financials (International) User Guide
page 17-31.
Note: The funds override functionality provided by Oracle General
Ledger is not available when checking funds against the commitment
budget. This avoids a transaction failure if there are insufficient funds
in the commitment budget when the funds check mode is set to
Absolute.
Partial funds reservation is not available: funds are reserved in both the standard and
commitment budgets. If a single line fails funds reservation, the entire document is
rejected in both budgets.
Journal Creation
When funds are reserved, encumbrance journals are created for the standard and
commitment budgets. This section describes the commitment budget journals for the
following:
•
Requisition Journals, page 10-3
•
Purchase Order Journals, page 10-5
Note: Users can view journals by querying accounts. For information
on querying accounts, see Querying Accounts Procedure, page 9-8.
Requisition Journals
The table below describes the journal created when a requisition is entered and funds
are reserved.
Journal Description for New Requisition
Journal Line
Details
Period
derived from the accounting date
Journal Type
Encumbrance
Source
Purchasing
Account
account combinations derived from the
requisition distribution lines
Commitment Budgetary Control Integration with Oracle Purchasing 10-3
Journal Line
Details
Amount
corresponding amount with each account
code combination
Balance Type
Debit
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
When a requisition is adjusted, funds must be reserved again for the transaction. A new
accounting date is required.
The table below describes the journal created when a requisition is adjusted.
Journal Description for Adjusted Requisition
Journal Line
Details
Period
derived from the accounting date
Journal Type
Encumbrance
Source
Purchasing
Account
account combinations derived from the
requisition distribution lines
Amount
corresponding amount change with each
account code combination, positive if the
distribution line amount is increased, negative
if the distribution line amount is decreased
Balance Type
Debit
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
If a requisition is cancelled, a journal is created for the commitment budget to reflect the
changes in the available budget.
The table below describes the journal created when a requisition is cancelled.
10-4 Oracle Public Sector Financials (International) User Guide
Journal Description for Cancelled Requisitions
Journal Line
Details
Period
derived from the accounting date
Journal Type
Encumbrance
Source
Purchasing
Account
account combinations derived from the
requisition distribution lines
Amount
corresponding amount with each account
code combination
Balance Type
Debit with negative amounts
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
Purchase Order Journals
The table below describes the journal created when a purchase order is entered directly
on the Purchase Order window and funds are reserved.
Journal Description for Standard or Planned Purchase Order Entered Directly
Journal Line
Details
Period
derived from the accounting date
Journal Type
Encumbrance
Source
Purchasing
Account
account combinations derived from the
purchase order distribution lines
Amount
corresponding amount with each account
code combination
Commitment Budgetary Control Integration with Oracle Purchasing 10-5
Journal Line
Details
Balance Type
Debit
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
The table below describes the additional journal lines defined when a purchase order is
created fully or partially from requisitions.
Journal Description for Purchase Order Created from Requisitions
Journal Line
Details
Account
account combinations derived from the
purchase order distribution lines
Amount
corresponding amount with each account
code combination
Balance Type
Credit
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
The table below describes the journal created when a purchase order is adjusted or
cancelled and funds are unreserved.
Journal Description for Adjusted or Cancelled Purchase Order
Journal Line
Details
Period
derived from the accounting date entered for
unreserving funds
Journal Type
Encumbrance
Source
Purchasing
10-6 Oracle Public Sector Financials (International) User Guide
Journal Line
Details
Account
account combinations derived from the
purchase order distribution lines
Amount
corresponding amount with each account
code combination
Balance Type
Debit with negative amounts
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
The table below describes the journal created when an encumbered blanket purchase
order is entered directly in the Purchase Order window and funds are reserved.
Journal Description for Standard or Planned Purchase Order Entered Directly
Journal Line
Details
Period
derived from the accounting date
Journal Type
Encumbrance
Source
Purchasing
Account
account combination entered in the Budget
Account field on the Encumbrance tab of the
Terms and Conditions window
Amount
amount as entered in the Amount to
Encumber field on the Encumbrance tab of the
Terms and Conditions window
Balance Type
Debit
Encumbrance Type
as defined in subledger accounting for dual
budgetary control, provisional category
Year End Process
At the end of the fiscal year, the Purchasing Year End process adjusts the encumbrances
Commitment Budgetary Control Integration with Oracle Purchasing 10-7
reserved for requisitions, blanket and global agreements, purchase orders, and releases.
The process ensures that outstanding encumbrances for the last year are carried
forward to the next year, by unreserving the transactions for the old fiscal year and
reinstating the encumbrances for the new fiscal year. This carries forward the
encumbrance balance for the previous year at transaction level.
The Purchasing Year End process has no effect on the budget amounts.
Note: Users must not carry forward year end encumbrances in General
Ledger before running the Year End process in Purchasing. For
information on carrying forward encumbrances, see Carrying Forward
Year End Encumbrance and Budget Balances, Oracle General Ledger User
Guide.
Process Overview
The Purchasing Year End process is a concurrent process. Because of single year
validation, each outstanding requisition, purchase order, and release must be processed
to be used in the next year. Users can preview the process by running it in preliminary
mode; the process does not make adjustments until run in final mode.
After processing, two lines are added to the action history of a Purchasing document:
one for unreservation and one for the re-reservation of the transaction.
Purchasing documents that fail Year End processing appear on an exception list.
Encumbrance Accounting
If encumbrance accounting is enabled, the standard encumbrances must be liquidated
in the current fiscal year and re-encumbered in the next fiscal year. To trace the transfer
of each individual transaction, the existing General Ledger date is adjusted to the first
date within the new fiscal year for the distribution lines processed. This date is used to
encumber funds in the new fiscal year. The liquidation of encumbrances made in the
old fiscal year uses the last date of the last standard period, excluding any correction
periods.
Encumbrances in the commitment budget are only moved for the outstanding
requisitions. The accounting date of all processed transactions is also updated to the
first date of the fiscal year.
Purchasing Year End Processing Exception List
The exception list is a standard report generated after the completion of the Year End
process, containing Purchasing documents that failed the process.
Insufficient Available Budget Processing
If budgetary control is enabled, and funds in the commitment or standard budget are
10-8 Oracle Public Sector Financials (International) User Guide
insufficient in the next year for the transfer of a Purchasing document budget
reservation, the transaction is still processed for the end of the fiscal year. This occurs
regardless of the severity level. If the funds available are put into a deficit, users must
manually adjust the Purchasing documents to increase the funds available.
Year End Process Actions
The table below lists the actions taken by the Purchasing Year End process depending
on the document type and status.
Purchasing Year End Process Actions by Document Type
Document Type
Status
Internal Requisition
Any
Do not process
Requisition
Incomplete, Rejected,
Returned in Process,
Requires Reapproval, On
Hold
Place on exception list
Purchase Order
Condition
Action
Approved
Not matched to purchase
order
Process the document.
Encumbrance carried
forward in both the
standard and commitment
budgets.
Approved
Matched to purchase
order, purchase order
status is not Approved
Place on exception list
Approved
Matched to purchase
order, purchase order
status is Approved
Process all lines which are
not cancelled or finally
closed, and are not
matched
Finally Closed, Cancelled
Do not process
Incomplete, Rejected,
Returned in Process,
Requires Reapproval, On
Hold
Place on exception list
Commitment Budgetary Control Integration with Oracle Purchasing 10-9
Document Type
Purchase Order
Status
Condition
Action
Approved, Closed for
Invoice, Closed for
Receiving, Close
Standard and not matched
to invoice, or Planned but
not matched to release
Process all lines which are
not cancelled or finally
closed. Process full
amount. Encumbrance
carried forward only in
standard budget.
Approved, Closed for
Invoice, Closed for
Receiving, Close
Accrue at receipt and not
Received
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Accrue at receipt and
Received
Do not process
Frozen
User parameter to process
Frozen documents set to
No
Place on exception list
Frozen
User parameter to process
Frozen documents set to
Yes
Process the document
following rules of
Approved Purchase Order
Finally Closed, Cancelled
Purchase Order (Standard)
Do not process
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to either an
Approved, fully-paid
invoice where payments
have been posted, or
Cancelled invoice
Process lines which are not
cancelled or finally closed
and have unmatched
amount. Encumbrance
carried forward only in
standard budget.
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to an invoice
which is either not
approved, cancelled,
approved but not fully
paid, or paid without the
payment being posted
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to release with
Approved status
Place on exception list
10-10 Oracle Public Sector Financials (International) User Guide
Document Type
Status
Condition
Action
Purchase Order (Planned)
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to release, release
status not Approved
Place on exception list
Purchase Order (Planned)
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to release, with
Approved status
Process lines with
unmatched amount which
are not cancelled or closed.
Encumbrance carried
forward only in standard
budget.
Release
Incomplete, Rejected,
Returned, In Process,
Requires Re-approval, On
Hold
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to an Approved
fully-paid invoice, or
Cancelled invoice
Process unbilled amount.
Encumbrance carried
forward only in standard
budget.
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to an invoice
which is either not
Approved, Cancelled, or
Approved but not
fully-paid
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Matched to an over-billed
invoice
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Accrue at Receipt and not
Received
Place on exception list
Approved, Closed for
Invoice, Closed for
Receiving, Close
Accrue at Receipt and
Received
Do not process
Finally Closed, Cancelled
Do not process
Commitment Budgetary Control Integration with Oracle Purchasing 10-11
Document Type
Blanket Purchase
Agreement
Status
Condition
Action
Frozen
User parameter to process
Frozen documents set to
No
Place on exception list
Frozen
User parameter to process
Frozen documents set to
Yes
Process the document
following the rules of an
Approved Release
Approved, Closed
Matched to release(s) or
Standard purchase order,
release or Standard
purchase order status is
not Approved
Place on exception list
Approved, Closed
Matched to release or
Standard purchase order,
release or Standard
purchase order status is
Approved
Process the document.
Encumbrance carried
forward in both standard
and commitment budgets.
Frozen
User parameter to process
Frozen documents set to
No
Place on exception list
Frozen
User parameter to process
Frozen documents set to
Yes
Process the document
following the rules of an
Approved Blanket
Purchase Agreement
Finally Closed, Cancelled
Do not process
Prerequisites
•
Oracle Purchasing must be installed and set up.
To set up Oracle Purchasing, see Overview of Setting Up, Oracle Purchasing User
Guide.
•
Commitment Budgetary Control must be enabled.
To enable Commitment Budgetary Control, see 6. Enabling Oracle Public Sector
Financials (International) Features Procedure, Oracle Public Sector Financials
(International) Implementation Guide.
10-12 Oracle Public Sector Financials (International) User Guide
•
Dual budgetary control must be enabled for Oracle Purchasing.
To enable dual budgetary control, see Enabling Dual Budgetary Control Procedure,
Oracle Public Sector Financials (International) Implementation Guide.
Purchasing Window Modifications
Approve Document
The Approve Document window has the following modifications:
•
The Accounting Date field is added. The accounting date is used to determine the
period against which funds are reserved for the commitment budget.
•
The Use GL Override check box is disabled. The funds override functionality
provided by Oracle General Ledger is not available when checking funds against
the commitment budget.
Approve Document Window Description
For a full description of the Approve Document window, see Submitting a Document
for Approval, Oracle Purchasing User Guide.
Commitment Budgetary Control Integration with Oracle Purchasing 10-13
Approve Document Window Description
Field Name
Description
Accounting Date
document accounting date; default is current
system date; must be in same fiscal year as
General Ledger dates of transaction; cannot be
earlier than any previously entered
accounting date for the same transaction;
displayed only if dual budgetary control
enabled for Purchasing set of books used by
current operating unit
Note: For a standard purchase order or
blanket release created from a blanket
purchase agreement, the accounting date
defaults to the latest accounting date from
the blanket agreement.
Use GL Override
disabled when dual budgetary control is
enabled
Purchasing Menu Modifications
When entering requisitions, blanket and global agreements, releases, or purchase orders
in Purchasing, users can check funds by selecting Check Funds from the Tools menu.
For Commitment Budgetary Control, the Check Funds option on the Tools menu
enables users to enter an accounting date for checking funds against the commitment
budget.
When Check Funds is selected, the Dual Funds Check window appears.
The Check Funds menu option is available from the following Purchasing windows:
•
Requisitions
For information on the Requisitions window, see Entering Requisition Headers,
Oracle Purchasing User Guide.
•
Releases
For information on the Releases window, see Entering Release Headers, Oracle
Purchasing User Guide.
•
Purchase Orders
10-14 Oracle Public Sector Financials (International) User Guide
For information on the Purchase Orders window, see Entering Purchase Order
Headers, Oracle Purchasing User Guide.
Note: Sometimes users may need to enter the accounting date in the
Accounting page if Funds Checks are selected when updating a
purchase order. The Accounting Date page is used when calling the
Commitment Budgetary Control Funds Check for Commitment Budget
Lines. When updating a line in the purchase order for unreserving
funds, accounting date is labeled as Unreserve Date field to add the
unreserved amount to the appropriate period in the Commitment
Budgetary Control Budget.
Purchasing Process Modifications
MassCancel
The MassCancel process, which enables the user to define criteria for cancelling groups
of requisitions or purchase orders, is disabled if dual budgetary control is enabled for
Purchasing. This is because the action date entered as part of MassCancel is treated as
the accounting date, and affects all documents that satisfy the process filter criteria.
Dual budgetary control requires individual accounting dates for each cancelled
document.
Users can still cancel purchase orders and requisitions at an individual level.
Year End Process
To run the Purchasing Year End process in Contract Commitment, perform the
following steps.
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select the Single Request radio button.
3.
In the Name field, select Purchasing Year End Process from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Process Phase field, select one of the following process phases from the list of
values:
•
Preliminary to preview the year end process
Commitment Budgetary Control Integration with Oracle Purchasing 10-15
•
Final to make updates
6.
In the Year field, select the fiscal year to be processed.
7.
In the Process Frozen Documents field, select one of the following from the list of
values:
8.
9.
•
Yes to process documents with status set to Frozen
•
No to exclude frozen documents from the process
In the Clear Exception Table field, select one of the following from the list of values:
•
Yes to clear the exception table before proceeding
•
No to leave the exception table unchanged
In the Batch Size field, enter the number of records to be processed.
10. To apply the parameters, click OK.
11. To send the print request to the concurrent manager, click Submit Request.
12. To submit another request, click Yes or to continue, click No.
13. View the request in the concurrent manager as follows:
View - Requests
10-16 Oracle Public Sector Financials (International) User Guide
11
Construction Industry Scheme Process
Definition
The UK Inland Revenue's Construction Industry Scheme (CIS) governs the taxation of
certain payments made by contractors to subcontractors from August 1 1999 and the
new process to verify subcontractors and report monthly returns introduced from April
2007. The scheme applies to construction work carried out in the UK and also includes
jobs such as installation, demolition, repairs, and decorating. The Construction Industry
Tax (CIT) scheme preceded CIS and is no longer valid.
Note: CIT information can no longer be entered, but CIT reporting
information is included in CIS reports.
Process Flow Diagram
The diagram below shows the Construction Industry Scheme process as described in
the accompanying text.
Construction Industry Scheme Process 11-1
Process Flow for CIS Diagram
Process Description
The Construction Industry Scheme process is as follows:
1.
Setup: Setup tax authority, withholding tax codes, special calendar, define
contractors and subcontractors and keystore.
See: Construction Industry Scheme Setup Steps, Oracle Public Sector Financials
(International) Implementation Guide.
11-2 Oracle Public Sector Financials (International) User Guide
2.
Registration: Contractors and subcontractors must register with Inland Revenue
before. Refer to CIS340 Guidelines for additional information.
After registering with the Inland Revenue, contractors and subcontractors are
provided with information that populates the Extended Supplier and Reporting
Entity windows and to set up the electronic communications with the government
gateway.
3.
Subcontractor Verification: After the subcontractor registers, Inland Revenue
provides the subcontractor with the registration information that must be provided
to the hiring contractor who submits a request to Inland Revenue to verify whether
the subcontractor is registered Inland Revenue. Contractors can verify
subcontractors using the Internet (electronic) or over the telephone (non-electronic).
Inland Revenue replies to the contractor with the subcontractor tax treatment,
verification status, and verification number.
4.
Subcontractor Payments: Contractors use Oracle Payables to enter and pay invoices
to subcontractors.
See: Entering Invoices Overview, Oracle Payables User Guide.
See Paying Invoices From the Invoice Workbench, Oracle Payables User Guide.
5.
Monthly Returns: Contractors must file monthly returns to Inland Revenue. The
monthly returns specifies the gross payments to and deductions from the
subcontractors. Use the monthly returns user interface to generate the monthly
return submitted to Inland Revenue for the subcontractors.
6.
Reports: The following reports can be generated:
•
Construction Industry Scheme: Monthly Returns Report, page 13-1
•
Construction Industry Scheme: Registered Supplier Listing Report, page 13-3
•
Construction Industry Scheme: Subcontractor Verification Status Report, page
13-4
•
Construction Industry Scheme: Subcontractor Statement of Payment and
Deductions Report, page 13-5
Construction Industry Scheme Process 11-3
12
Construction Industry Scheme Procedures
Definition
The UK Inland Revenue's Construction Industry Scheme (CIS) governs the taxation of
certain payments made by contractors to subcontractors from August 1, 1999. The
scheme applies to construction work carried out in the UK and also includes jobs such
as installation, demolition, repairs, and decorating.
Note: The Construction Industry Tax (CIT) scheme preceded CIS and is
no longer valid.
Overview
Legislation
CIS legislation requires that any subcontracting company or person employed in the
construction industry holds a construction gross payment certificate, CIS5, or a
subcontractors gross payment certificate, CIS6. The holder of a CIS5 or CIS6 is entitled
to gross payment of the labor component of payments received.
If the subcontracting company or person does not meet the eligibility criteria for a gross
payment certificate, a subcontractors registration card, CIS4 is issued, that entitles them
to net payments.
It is mandatory for all subcontractors working within the definition of CIS to register
with the UK Inland Revenue. The contractor must determine the certificate status of the
subcontractor before trading with them. In particular, no payments can be made to
subcontractors until either a valid certificate or registration card is produced.
It is also mandatory for all payments made to subcontractors working within the
definition of CIS to be recorded on vouchers and returns made to UK Inland Revenue
regarding these payments. The payments made to CIS6 holders are recorded on a
Construction Industry Scheme Procedures 12-1
monthly gross payment voucher, CIS24, to CIS5 holders on a monthly company gross
payment voucher, CIS23 and to CIS4 holders on a monthly taxed payment voucher,
CIS25.
The diagram below shows an overview of CIS as described in the accompanying text.
CIS Overview
Documentation
The contractor must file end of year returns with the UK Inland Revenue detailing all
payments to and deductions from subcontractors.
The following table describes the Construction Industry Scheme documents.
CIS Document Names
Document Name
Description
CIS4P
Permanent Subcontractor Registration Card
CIS4T
Temporary Subcontractor Registration Card
12-2 Oracle Public Sector Financials (International) User Guide
Document Name
Description
CIS5
Company Gross Payment Certificate
CIS6
Subcontractor Gross Payment Certificate
CIS23
Company Gross Payment Voucher for
payments to CIS5
CIS24
Gross Payment Voucher for payments to CIS6
CIS25
Taxed Payment Voucher for payments to CIS4
Certificate Type Requirements
The subcontractor certificate types required for CIS are as follows:
•
CIS4 - Subcontractor Registration Cards
•
CIS5 - Construction Gross Payment Certificates
•
CIS6 - Subcontractor Gross Payment Certificates
The diagram below shows subcontractor certificate types as described in the
accompanying text.
Construction Industry Scheme Procedures 12-3
Subcontractor Certificate Types
Payments and Voucher Requirements
Payments and Voucher Requirements for CIS4 Subcontractors
The contractor makes payments to the subcontractor, after checking the appropriate
CIS4T or CIS4P and prepares a CIS25 payment voucher in triplicate. One copy is
retained by the contractor, the second copy is sent to the Inland Revenue and the third
copy is sent to the subcontractor, as shown in the Payments and Voucher Requirements
for CIS4 Subcontractors diagram, page 12-5.
The diagram below shows the payments and voucher requirements for CIS4
subcontractors as described in the accompanying text.
12-4 Oracle Public Sector Financials (International) User Guide
Payments and Voucher Requirements for CIS4 Subcontractors
Payments/Voucher Requirements for CIS5 Subcontractors
The contractor makes payments to the subcontractor, after checking the CIS5, and
prepares a CIS23 gross payment voucher in duplicate. One copy is retained by the
contractor and the second copy is sent to the Inland Revenue.
The diagram below shows the payments and voucher requirements for CIS5
subcontractors as described in the accompanying text.
Payment and Voucher Requirements for CIS5 Subcontractors
Payments and Voucher Requirements for CIS6 Subcontractors
The contractor makes payments to the subcontractor, after checking the CIS6, and the
subcontractor prepares a CIS24 gross payment voucher in triplicate and submits it to
the contractor. The contractor endorses it with the contractor's tax reference and then
retains one copy for the contractor's own records, sends a copy to the Inland Revenue,
Construction Industry Scheme Procedures 12-5
and another to the subcontractor.
The diagram below shows the payments and voucher requirements for CIS6
subcontractors as described in the accompanying text.
Payments and Voucher Requirements for CIS6 Subcontractors
For information on Construction Industry Scheme reports, see Construction Industry
Scheme Report Procedures, page 13-1.
For information on setting up subcontractors, see Construction Industry Scheme Setup,
Oracle Public Sector Financials (International) Implementation Guide.
Features
CIS Holds and Releases
Supplier site holds can be applied to invoices and released at a later date. A warning
message is displayed confirming the validation of the supplier site certificates. If a
certificate is invalid, the warning message directs the user to check the Hold
Unapproved Invoices check box on the Supplier Sites Window Control tab. To make the
payment when a valid certificate is in place, the supplier site hold must be released
manually and the invoice re-approved.
Note: This process is performed manually, not automatically.
For information on warning messages, see CIS Specific Warnings, page 12-7.
For information on releasing holds, see Releasing Holds, Oracle Payables User Guide.
12-6 Oracle Public Sector Financials (International) User Guide
For information on applying holds, see Applying Holds, Oracle Payables User Guide.
For information on entering suppliers, see Suppliers & Suppliers Sites Window
References, Oracle Payables User Guide.
For information on the standard features of the Maintain CIS Certificates window, see
Withholding Tax Certificates and Exceptions Window References, Oracle Payables User
Guide.
For information on the Enter Invoices and Enter Quick Invoices windows, see Payables
Workbench, Oracle Payables User Guide.
For information on the Enter Purchase Agreements and Enter Purchase Orders
windows, see Overview of Purchase Orders, Oracle Purchasing User Guide.
CIS Specific Warnings
Warnings appear automatically when supplier details are entered in the Invoices
window or the Purchase Orders window as shown in the table below.
CIS Warnings
Warning
Reason
Action required
Expired CIS Certificate
Supplier site has expired CIS
certificate
Apply manual CIS hold
Valid CIS Certificate
Supplier has valid CIS
certificate
For information purposes
only, no action required
No CIS Certificate
Supplier has no CIS certificate
or only has CIT certificates
Apply manual CIS hold
Prerequisites
•
Define Tax Authority, Oracle Public Sector Financials (International) Implementation
Guide
•
Define Withholding Tax Codes and Groups, Oracle Public Sector Financials
(International) Implementation Guide
•
Define Withholding Tax Special Calendar, Oracle Public Sector Financials
(International) Implementation Guide
•
Define Contractor Details (Reporting Entity), Oracle Public Sector Financials
(International) Implementation Guide
Construction Industry Scheme Procedures 12-7
•
Define Suppliers, Oracle Public Sector Financials (International) Implementation Guide
•
Define Keystore, Oracle Public Sector Financials (International) Implementation Guide
•
Set Profile Options, Oracle Public Sector Financials (International) Implementation Guide
Subcontractor Verification
Contractors can verify subcontractors manually over the phone, the Inland Revenue
web site or through an electronic submission request. The electronic verification request
is submitted as an XML file to Inland Revenue, which processes the file and sends a
response that contains the subcontractor's status and withholding tax treatment.
Important: According to CIS340, the contractor must verify and include
nominees in the verification process. The nominees must have the same
tax treatment as the assigning subcontractor. Contractors must validate
this with Inland Revenue's reply. You need not verify Debt Factors, but
must have the same tax treatment as the assigning subcontractor. After
verifying the assigning subcontractor, you must update the
subcontractor and the debt factor withholding group.
When verifying the subcontractor, the contractor assigns one of the following the tax
deductions to calculate the subcontractor's withholding tax:
•
Gross Payment (0%): Subcontractors meet the qualifying criteria, the subcontractors
are paid without any deductions (replaces the tax certificates under the old CIS).
•
Standard Rate Deduction (18%): Subcontractors are registered for CIS but does not
meet the criteria for gross payments (replaces the registration cards under the old
CIS).
•
Higher Rate Deduction (30%): The system is unable to verify if subcontractors are
registered for CIS because of lack of registration, incorrect details, or unmatched
records. Subcontractors incur high deductions until registration and verification.
The contractor receives a verification reference number as a record of contact. Record
this verification reference against the subcontractor's details to report the reference on
the monthly returns. This is important for unmatched subcontractors.
To send an online request to Inland Revenue:
1.
Navigate to the Subcontractor Verification page:
IGI CIS Payables - OPSF(I) Construction Industry Scheme 2007 - Subcontractor
Verification
2.
Search the subcontractor by specifying the search criteria.
12-8 Oracle Public Sector Financials (International) User Guide
3.
Click Go.
4.
Select the subcontractor to verify.
5.
Click Continue.
6.
Review the subcontractors selected for verification and click Submit to send a
verification request.
The verification request is sent as an XML file to Inland Revenue using the
concurrent manager to submit the request.
Note: Each submission has a limit of 100 subcontractors. Any
submission exceeding this limit is separated into batches of 100 and
results in multiple concurrent requests.
7.
Note the verification request number.
8.
Click Review to search for the submitted verification requests.
Note: You can also monitor the verification request submission
progress by using the concurrent manager. The advantage of
viewing the submission request from the Subcontractor Verification
Search page is the ability to drill down for additional information.
Subcontractor Verification Page Description
The following table describes the fields in the Subcontractor Verification page:
Construction Industry Scheme Procedures 12-9
Subcontractor Verification Page Description
Field
Description
Verification Process
•
Match - Indicates that Inland Revenue
does not return a record if the
subcontractor is not matched. The
contractor must search again and
resubmit the subcontractor for
verification.
•
Verify - Indicates that Inland Revenue
returns a record even if the subcontractor
is not matched. A verification number
appended with one or two letters and a
higher tax treatment is assigned to the
subcontractor. If the subcontractor wants
to be re-verified for the lower tax
treatment, the subcontractor must contact
Inland Revenue or sort out the issues
with the contractor and the contractor
resubmits the verification.
Vendor From
Vendor Name
Vendor To
Vendor Name
Re-Verification
Query subcontractors due for verification. All
subcontractors who are unpaid or not verified
for the last two years.
Never Verified
Query only subcontractors that are not
verified.
Go
Search subcontractors per the search criteria.
Clear
Erase the entered search criteria.
Review
Opens the Verification Requests page to
review the submitted verifications requests.
Continue
Click to navigate to step 2 page to submit the
vendors for verification request.
12-10 Oracle Public Sector Financials (International) User Guide
Field
Description
Submit
Submits the verification request to Inland
Revenue and generates a concurrent request
ID to track the request.
The following table describes the Verification Request page:
Verification Requests Page Description
Field
Description
Request ID
Search by the request ID.
Request Date
Search by request date
Request Status
Search by Completed, Error or Running
request statuses
Go
Search subcontractors per the search criteria.
Clear
Erase the entered search criteria.
Delete
Delete a request from the searched request list.
Failed Submission
When transmitting messages over the Internet there is no guarantee of delivery from
client to server or server to client over HTTP/HTTPS. The message can corrupt under
different situations, which include the following:
•
Concurrent managers can fail
•
Power failure
•
Connectivity is lost
•
Program terminated at client side
For verification, the simple solution is to resubmit the request. You can also follow the
procedures under Failed Submissions for Monthly Returns to ascertain the status of
your failed request and to retrieve a potential response from Inland Revenue. If Inland
Revenue's servers are unavailable, you can either try again or use the additional
Construction Industry Scheme Procedures 12-11
verification methods supported by Inland Revenue.
Manual Verification
Contractors can verify subcontractors manually, such as on the telephone, the Internet,
or EDI and also verify subcontractors using third party software. Contractors using
manual verification methods must update the following fields:
•
Withholding Tax Group in the Suppliers Window
•
Matched / Unmatched Status, Verification Number, CIS Verification Date, and
Verification Request ID in the Extended Suppliers Window
Subcontractors Payments
Invoices
Use Oracle Payables to enter CIS invoices. To ensure CIS labor distribution lines are
correctly reported, enter invoice distribution line type as Item and assign the
withholding tax group to the line. All invoice distributions of type item or accrual
which have withholding tax applied are treated as labour lines. For non-labor lines,
such as materials, remove the withholding tax group. To enter non-labor invoices that
are not part of a CIS contract, remove Item as the distribution line type.
See: Invoices, Oracle Payables User Guide.
Payments
Pay CIS invoices using Oracle Payables. However, quick payments are held to
subcontractors who are not paid or verified for the past two tax years. The payment is
released only after verifying the subcontractor. If an organization performs batch
processing of payments, you must hold back the invoice and warn that the
subcontractor is not paid or verified in the last 2 years
See: Payments, Oracle Payables User Guide.
Monthly Returns
Use the Monthly Return to report to Inland Revenue the amount paid to subcontractors
for the month including, their deductions. You can submit the Monthly Return to
Inland Revenue online, page 12-13 or manually, page 12-19.
The Submit Monthly Returns XML Request profile option setting indicates whether you
can submit the monthly returns as an XML file, or you must manually submit it. The
monthly return contains details of all Construction Industry Scheme subcontractor
payments for the period, regardless of the payments in gross or deductions. The
12-12 Oracle Public Sector Financials (International) User Guide
monthly return requires the contractor to confirm the following:
The monthly return requires the contractor to do and confirm the following:
•
Employment status of each individual in the return
•
Subcontractor is verified by Inland Revenue
•
Declare that the information on the return is correct and complete
•
Submit a Nil Return for the month when subcontractors are not paid
•
Submit a return with the Inactivity option set to Yes if not planning to pay any
subcontractors for the subsequent six months. This suspends the requirement to
submit returns for a maximum of six months, after which the contractor must
submit a new return (or when the payment status changes during the suspension).
The Monthly Return must reach Inland Revenue in 14 days of the related tax month.
The contractor cannot submit amendments to the Monthly Return electronically. As a
general principle, the return must always reflect what the contractor is paid or deducted
for that month. If a subcontractor is under or overpaid and this payment is reflected in a
balancing payment in another return, then the balancing amount must be mentioned in
the return for the month when the payment is corrected. If the monthly return contains
errors, such as transcription errors (omitting details of a payment to a subcontractor) or
includes payments that are outside the scope of the scheme then the contractor must
correct the return over the phone or in writing specifying the Monthly Return that
needs corrections and the nature of the error and not submit a new return. Inland
Revenue retrieves the return, generate a new version, and reprocesses it. Any
corrections to a Monthly Return must be recorded outside Oracle Public Sector
Financials (International).
Note: A contractor can only submit one Monthly Return per month and
cannot generate the Monthly Return report and Subcontractor
Statement of Payment and Deduction report until filing the Monthly
Return.
Submitting Monthly Returns Online
You can submit the monthly return online in an XML file that contains the monthly
return details in a specified format.
To submit the Monthly Returns online:
1.
Navigate to the Monthly Returns page:
IGI CIS Payables - OPSF(I) Construction Industry Scheme 2007 - Monthly
Returns
Construction Industry Scheme Procedures 12-13
2.
In the Operating Unit field, select the operating unit.
3.
Select the Nil Return check box to submit a nil return, else leave it as is.
4.
Select the Inactivity Indicator check box if not planning to pay any subcontractors
for the subsequent six months, else leave it as is.
5.
Select the period in Period Name field for which you want to submit monthly
returns.
6.
In Employment Status field, select Yes to specify if the subcontractor is employed
with the contractor, else select No.
7.
In the Subcontractor Verification field, enter Yes if the subcontractor is verified by
Inland Revenue, else select No.
8.
Click Continue to proceed to Step 2 of the submitting the monthly returns.
9.
Select one of the following options from the Monthly Returns Mode field:
•
Preliminary: Generates two reports: a detailed Monthly Returns report and a
summarized Monthly Returns report
•
Final: generates and submits the Monthly Returns as an XML file to Inland
Revenue
10. In the Information Correct field, enter Yes to confirm that the information entered is
correct, else select No.
11. Verify the information and Click Submit.
A confirmation message containing the concurrent request IDs appears.
Note: The IGI: CIS Submit Monthly Returns XML Request profile
option must be set to Yes.
You can monitor the process by either using the Concurrent Manager or the Monthly
Return Review page. The advantage of monitoring the request using the Monthly
Return Submission Status page is you can drill down to the details. Click Review to
search for the monthly returns.
When you submit the CIS Monthly Returns as an XML file, the submission may error
out due to connection failure between your machine and the Inland Revenue server.
Use the following concurrent programs for a failed submission:
•
IGI: CIS2007 Data Request Process, page 12-17
12-14 Oracle Public Sector Financials (International) User Guide
•
IGI: CIS2007 Poll Gateway Process, page 12-17
Follow these steps when a CIS Monthly Returns completes in Error:
1.
View the log for the failed request and note down the value for the header ID.
2.
If there is no header ID, then resubmit the Monthly Return. You can re-submit the
Monthly Return before the nineteenth of every month without any penalty.
3.
If there is a header ID, then navigate to the last occurrence of "XML Response:" in
the log file. The XML response entries describe the stages of the communication
between the user and the Inland Revenue server.
4.
•
If there is no XML response in the log file but a header ID is present, then
records are already saved to the database and you cannot resubmit the Monthly
Return and contact Oracle Support Services.
•
If there is an XML Response, then the status indicates the status of the
submission when the connection is lost.
Make a note of the Correlation ID, which is a unique identifier assigned by Inland
Revenue to each verification or monthly returns submission and is the same
throughout the entire transaction. The Correlation ID is recorded in the
<CorrelationID> element.
For example:
<CorrelationID>2F00373CD02BDF2617E9136FBBB98535</CorrelationID>
5.
Make a note of the qualifier and function values.
The following table describes the combinations of the qualifier and function elements in
the XML response:
Qualifier
Function
Description
Action Required
Acknowledgement
Submit
The submit request is
acknowledged.
Submit the IGI: CIS2007
Poll Gateway Process with
the Header ID and
Correlation ID derived
from the log file. This
program polls the Inland
Revenue gateway and
retrieves the
IRmarkReceipt.
Construction Industry Scheme Procedures 12-15
Qualifier
Function
Description
Action Required
Poll
Submit
You polling the Inland
Revenue Gateway.
Submit the IGI: CIS2007
Poll Gateway Process with
the Header ID and
Correlation ID derived
from the log file. This
program polls the Inland
Revenue gateway and
retrieves the
IRmarkReceipt.
Response
Submit
The Gateway processes the
message and finishes
processing the document.
Check the log file in the
XML Response. The
IRmarkReceipt is present
in the <IRmarkReceipt>
element.
To ensure that the
response is recorded in the
database, submit the IGI:
CIS2007 Poll Gateway
Process. If the header ID
present in the log file does
not appear in the list of
values, then the response
is saved and no further
action is required. If the
header ID does appear in
the list of values, then
resubmit the IGI: CIS2007
Poll Gateway Process.
Request
Delete
You request Inland
Revenue to delete the
transaction from the
gateway.
No action required. You
receive the IRmarkReceipt
and save the records to the
database.
Response
Delete
The transaction is deleted
from the gateway.
No action required. You
receive the IRmarkReceipt
and save the records to the
database.
•
You can also check the submission status by submitting the IGI: CIS2007 Data
Request Process, page 12-17 to send a data request to the gateway.
•
If Inland Revenue's servers are temporarily unavailable, try again or use the other
12-16 Oracle Public Sector Financials (International) User Guide
verification methods supported by Inland Revenue.
IGI: CIS2007 Data Request Process
The data Request Process is an utility to fetch any submissions that exist in the gateway.
The results are displayed in the log file. Use the IGI: CIS2007 Data Request Process in
the CIS: Processes and Reports to run the data request.
If no values are entered for start date and end date, then the gateway returns all the
records for the Sender ID (Contractor) that exists in the gateway. As per Inland
Revenue's protocol document, the gateway stores the submission status for 30 days
from the date of submission.
Data Request Log File
After the data request completes, a log file is generated, which contains the details of all
the submissions and their status on the Inland Revenue Gateway and the XML
messages sent by the contractor and the responses from Inland Revenue.
The log file describes the messages from failed submissions as all messages from
successful transactions are deleted from the Inland Revenue gateway.
The log file shows the correlation ID and the submission status for each correlation ID
and is received from Inland Revenue as follows:
<StatusReport>
<SenderID />
<StartTimeStamp>07/11/2006 00:00:00</StartTimeStamp>
<EndTimeStamp>08/11/2006 12:00:00</EndTimeStamp>
<StatusRecord>
<TimeStamp>07/11/2006 13:51:16</TimeStamp>
<CorrelationID>469B93D61AC88908EC76E3A43A3FB649</CorrelationID>
<Status>SUBMISSION_RESPONSE</Status>
</StatusRecord>
<StatusRecord>
<TimeStamp>07/11/2006 21:07:37</TimeStamp>
<CorrelationID>6AC681447C811B3D9109B9C5519B82E3</CorrelationID>
<Status>SUBMISSION_ACKNOWLEDGE</Status>
</StatusRecord>
<StatusRecord>
<StatusReport>
The above sample log file shows that the gateway contains two failed transactions:
•
For correlation id 469B93D61AC88908EC76E3A43A3FB649, the submission status
was SUBMISSION_RESPONSE
•
For correlation ID 6AC681447C811B3D9109B9C5519B82E3 the submission status
shows as SUBMISSION_ACKNOWLEDGE
IGI: CIS2007 Poll Gateway Process
The following table describes the information for the submission statuses.
Construction Industry Scheme Procedures 12-17
XML Response Message
Description
SUBMISSION_REQUEST
A request is submitted to the gateway to
verify the subcontractor or CIS monthly
returns. You send the request to the Inland
Revenue's server.
SUBMISSION_ACKNOWLEDGEMENT
An acknowledgement is received for the
submission request. You receive the
acknowledgement from the Inland Revenue's
server.
SUBMISSION_POLL
The submission status is displayed. you
request for the status to the Inland Revenue's
Server.
SUBMISSION_RESPONSE
The process gateway is processing the
message and the document. A response sent
to you from Inland Revenue's Server.
DELETE_REQUEST
The message is deleted from Gateway. You
send a request to the Inland Revenue's Server.
DELETE_RESPONSE
The message is deleted. A response sent to
you from Inland Revenue's Server.
Use the IGI: CIS2007 Poll Gateway Process in the Select CIS: Processes and Reports to
run the Poll Gateway Process.
Enter both header ID and correlation ID for Monthly Returns. The polling program
communicates with the Inland Revenue gateway and updates the records in the
database for the particular Header ID.
If the header ID does not appear in the Header ID list of values, it means the records are
saved to the database. The records are saved after the submission response is received
from the Gateway. A Submission Response indicates that the details are received and
processed by Inland Revenue and you need not poll again.
For subcontractor verification based on the correlation ID, the polling process returns
the XML message with details of subcontractors tax treatment status for the incomplete
request. The polling process does not automatically update the subcontractor
information. You must either update the records manually or run the verification
request again.
Poll Gateway Process Log File
The Poll Gateway Process log file is same as the log file that is created for a CIS Monthly
12-18 Oracle Public Sector Financials (International) User Guide
Returns except that it starts from the polling stage.
Submitting Monthly Returns Manually
To submit the Monthly Returns manually:
1.
Navigate to the Submit Request window as follows:
IGI CIS Payables - OPSF(I) Construction Industry Scheme 2007 - CIS: Processes
and Reports
2.
Select the Single Request radio button.
3.
In the Name field, select IGI: CIS 2007 Generate Monthly Return Process from the
list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Nil Return field, enter Yes to submit a nil return, else No.
6.
In the Information Correct field, enter Yes to confirm that the information entered is
correct, else No.
7.
In the Subcontractor Verification field, enter Yes if the subcontractor is verified by
Inland Revenue, else No.
8.
In Employment Status field, enter Yes to specify if the subcontractor is employed
with the contractor, else No.
9.
In the Inactivity Indicator field, enter Yes if not planning to pay any subcontractors
for the subsequent six months, else No.
10. In the Monthly Returns Mode field, select Preliminary or Final.
11. In the Format field, select the format of the report. The default format is PDF.
12. In the Sort By field, select from the following options to sort the report:
•
Company Registration Number
•
National Insurance Number
•
Supplier Name
•
Tax Treatment Status
•
Trading Name
•
Unique Taxpayer Reference
Construction Industry Scheme Procedures 12-19
•
Verification Number
13. To apply the parameters, click OK.
14. To send the print request to the concurrent manager, click Submit Request.
15. To submit another request, click Yes, or to continue click No.
16. View the request in the concurrent manager as follows:
View - Requests
Use the in the CIS Processes and Reports to run the monthly return.
You must first generate a preliminary monthly return, which spans two preliminary
reports: a detailed report and a summarized report. After reviewing the information,
submit the monthly return.
Handling Tax Treatment Change
You must handle open invoices in Payables that were not paid at the time of transition.
Apart from the transition, there are instances when Inland Revenue changes the tax
treatment for a subcontractor. In such cases, all the open invoices in payables should be
calculated based on the changed tax treatment.
Whenever there is a change in tax treatment by Inland Revenue or customer is
upgrading to the new CIS solution, a record is created in the payables with rate type as
certificate. The record created carries the old tax group name but has the new or
changed tax rate.
Every subcontractor has a tax treatment status. The tax treatment decides the
percentage of automatic withholding tax to be deducted for the subcontractor. The tax
treatment is decided by Inland Revenue and is subject to change. The change in tax
treatment status for a subcontractor is intimated by Inland Revenue. The change in tax
treatment can be made effective in the system by any of the following processes.
•
Run the subcontractor verification process
See: Subcontractor Verification, page 12-8.
•
Run the CD-ROM
•
Change the automatic withholding tax group name at supplier or supplier site
window manually
Updating the Tax Treatment
You can update the tax treatment for a supplier or supplier site. As per Inland Revenue,
the tax treatment is applicable to a subcontractor, hence, the tax treatment for a
subcontractor applies to all the sites of a specific subcontractor which are enabled with
12-20 Oracle Public Sector Financials (International) User Guide
the awt flag. Therefore, changing the supplier tax treatment overrides all individual tax
treatments set at the supplier sites and changing the tax treatment at the supplier site
only changes the tax treatment for the particular supplier site.
To change the tax treatment at the supplier level:
1.
Navigate to the Suppliers window.
2.
Query the supplier.
3.
Select the Withholding Tax tab.
At the supplier level, the value for both Invoice Withholding Tax Group and
Payment Withholding Tax Group should be same.
Note: The Construction Industry Scheme module does not support
the 'At Both Invoice and Payment Time' withholding tax option, so
you should not select this option while setting up the withholding
tax on the Payables Options window.
4.
Enter the new withholding tax group that must be associated with the supplier,
according to Inland Revenue requirements.
5.
The effective date is the system date.
Note: For the supplier, ensure that the tax treatment at supplier and
supplier site level are the same.
To check if a certificate was created with the highest priority, with the new tax rate and
old tax names with an effective date as the date specified, navigate to Certificates
window (Setup > Tax > Withholding > Certificates).
To change the tax treatment at the supplier site level:
1.
Navigate to the Suppliers window.
2.
Query the supplier.
3.
Select the Withholding Tax tab.
Note: The Construction Industry Scheme module does not support
the 'At Both Invoice and Payment Time' withholding tax option, so
you should not select this option while setting up the withholding
tax on the Payables Options window.
4.
Enter the new withholding tax group that must be associated with the supplier,
according to Inland Revenue requirements.
Construction Industry Scheme Procedures 12-21
5.
The effective date is the system date.
For more information on migrating certificates, see OracleMetalink Note ID: 430561.1.
IGI: CIS2007 Update Certificate Rates Concurrent Program.
IGI: CIS2007 Update Certificate Rates
Run the IGI: CIS2007 Update Certificate Rates concurrent program to update all open
invoices to the new tax rate for calculating the withholding tax. Run this program only
if the tax treatment status changes for a particular supplier or supplier site or there are
open invoices for the supplier or supplier site that still use the old tax treatment
(withholding tax group), and tax treatment is updated to the new withholding tax
group. This program accepts the following parameters:
•
Withholding Tax Code
•
Withholding Tax Group
This concurrent program takes the rate applicable to the supplier on the payment date.
Note: Run this concurrent program after changing the rate for the
withholding tax code (gross, net, unmatched) and when you execute
the verification program or the CD-ROM. Run this program also when
the withholding tax treatment is updated from supplier or supplier site
window and if the tax rate is updated due to Inland Revenue
notification. The rate change must be effective from the system date or
a future date and must be the system date or a future date for the tax
rate entered in the Payables Tax Codes window.
12-22 Oracle Public Sector Financials (International) User Guide
13
Construction Industry Scheme Report
Procedures
Overview
Use the following Construction Industry Scheme reports to generate the reports
required by subcontractors and Inland Revenue for construction industry work:
•
Construction Industry Scheme: Monthly Returns Report, page 13-1
•
Construction Industry Scheme: Registered Supplier Listing Report, page 13-3
•
Construction Industry Scheme: Subcontractor Verification Status Report, page 134
•
Construction Industry Scheme: Subcontractor Statement of Payment and
Deductions Report, page 13-5
Construction Industry Scheme: Monthly Returns Report
You can generate the following monthly returns reports:
•
Monthly Returns Report - Detail
•
Monthly Returns Report - Summary
To generate a Construction Industry Scheme: Monthly Returns Report:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Construction Industry Scheme - CIS: Processes and Reports
2.
Select the Single Request radio button.
Construction Industry Scheme Report Procedures 13-1
3.
In the Name field, select Construction Industry Scheme: Monthly Returns Report
from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Period field, enter the period details.
6.
In the Supplier From field, enter the supplier to start with to report.
7.
In the Supplier To field, enter the supplier to end with to report.
8.
In Original/Duplicate field, enter Original or Duplicate.
9.
In the Sort By field, select one of the following:
•
Company Registration Number
•
National Insurance Number
•
Supplier Name
•
Tax Treatment Status
•
Trading Name
•
Unique Taxpayer Reference
•
Verification Number
Note: The default value is Supplier Name.
10. In the Report Level field, select Summary or Detail. The default value is Summary.
11. In the Amount Type field, select Positive, Negative or All.
12. To apply the parameters, click OK.
13. To send the print request to the concurrent manager, click Submit Request.
14. To submit another request, click Yes, or to continue click No.
15. View the request in the concurrent manager as follows:
View - Requests
The detail report displays the following fields:
•
Supplier Name
13-2 Oracle Public Sector Financials (International) User Guide
•
Unique Taxpayer Reference
•
National Insurance Number
•
Company Registration Number
•
Tax Treatment Status
•
Verification Number
•
Invoice Number
•
Total Payments
•
•
•
•
(Labour Amount + Material Amount) for subcontractors registered for VAT
•
(Labour Amount + Material Amount) for subcontractors not registered for VAT
Materials
•
Material Amount (includes VAT) subcontractors not registered for VAT
•
Material Amount (excludes VAT) subcontractors registered for VAT
Taxable Amount
•
(Total Payment Material Amount VAT) subcontractors registered for VAT
•
(Total Payment Material Amount (inclusive of VAT)) for subcontractors not
registered for VAT
Tax Deducted
•
(Labour Amount * Tax Treatment)
Construction Industry Scheme: Registered Supplier Listing Report
Use the Registered Suppliers Listing report to display the CIS enabled suppliers on the
specified date.
To generate a Construction Industry Scheme: Registered Supplier Listing Report:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Construction Industry Scheme - CIS: Processes and Reports
2.
Select the Single Request radio button.
Construction Industry Scheme Report Procedures 13-3
3.
In the Name field, select Construction Industry Scheme: Registered Supplier Listing
Report from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Supplier From field, enter the supplier to start with to report.
6.
In the Supplier To field, enter the supplier to end with to report.
7.
In the Sort By field, select one of the following:
•
Supplier Name
•
Trading Name
•
Verification Number
•
Verification Status
•
WHT Group
8.
To apply the parameters, click OK.
9.
To send the print request to the concurrent manager, click Submit Request.
10. To submit another request, click Yes, or to continue click No.
11. View the request in the concurrent manager as follows:
View - Requests
Construction Industry Scheme: Subcontractor Verification Status Report
Use the Subcontractor Verification Status report to show the CIS Enabled suppliers on
the specified date. This report identifies the subcontractors due for re-verification
depending on the last payment date, highlights unmatched subcontractors and also
provides a summarized listing of the subcontractor's tax treatments.
To generate a Construction Industry Scheme: Subcontractor Verification Status
Report:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Construction Industry Scheme - CIS: Processes and Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Construction Industry Scheme: Subcontractor Verification
Status Report from the list of values.
13-4 Oracle Public Sector Financials (International) User Guide
4.
In the Operating Unit field, select the operating unit.
5.
In the Supplier From field, enter the supplier to start with to report.
6.
In the Supplier To field, enter the supplier to end with to report.
7.
In the Active/Inactive field, select either Active or Inactive subcontractors to report.
8.
In the Sort By field, select one of the following:
9.
•
Business Type
•
Last Payment Type
•
National Insurance Number
•
Supplier Name
•
Trading Name
•
Verification Date
•
Verification Status
•
WTR
To apply the parameters, click OK.
10. To send the print request to the concurrent manager, click Submit Request.
11. To submit another request, click Yes, or to continue click No.
12. View the request in the concurrent manager as follows:
View - Requests
Construction Industry Scheme: Subcontractor Statement of Payment and
Deductions Report
Use the Subcontractor Statement of Payment and Deductions report to show the
payments and deductions at the end of each month paid by the subcontractors. This
report is sent to the subcontractors and is generated for the month with an option to
either summarize the subcontractor payments (total) or generate a statement for each
payment made to the subcontractor (per payment).
To generate a Construction Industry Scheme: Subcontractor Statement of Payment
and Deductions Report:
Construction Industry Scheme Report Procedures 13-5
1.
Navigate to the Submit Request window as follows:
OPSF(I) Construction Industry Scheme - CIS: Processes and Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Construction Industry Scheme: Subcontractor Statement of
Payment and Deductions Report from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Period field, enter the period details.
6.
In the Supplier From field, enter the supplier to start with to report.
7.
In the Supplier To field, enter the supplier to end with to report.
8.
In the Total/Per Payment field, select either Per Payment or Total.
9.
In Original/Duplicate field, enter Original or Duplicate.
10. In the Print Zero Tax Deductions, enter Yes or No. The default is No.
11. To apply the parameters, click OK.
12. To send the print request to the concurrent manager, click Submit Request.
13. To submit another request, click Yes, or to continue click No.
14. View the request in the concurrent manager as follows:
View - Requests
13-6 Oracle Public Sector Financials (International) User Guide
14
Contract Commitment Process
Overview
Contract Commitment creates and maintains contract commitments. Contract
commitments usually extend over a period of years. This means that the contract
commitment created in a certain fiscal year is paid against different funding budgets
spread over multiple fiscal years. The amount that is expected to be paid in a certain
fiscal year is the payment forecast. The set of payment forecasts that belongs to a
contract commitment is the payment schedule.
Set Up Contract Commitment
System setup options define default values and controls for functions throughout
Contract Commitment. Some setup options are shared with other Oracle applications.
The main types of setup options are as follows:
•
accounting periods and accounting period status
•
Contract Commitment options including document numbering, exchange rate
defaults, and supplier holds
•
Contract commitment types
•
Security controls
•
Approval groups
•
Templates
•
Financial options that are shared with Oracle Payables and Oracle General Ledger
and include assigning ledger, defining a calendar, enabling standard budgetary
control, setting up General Ledger accounts, setting up encumbrance accounts,
defining encumbrance types, enabling encumbrance accounting, payment terms,
Contract Commitment Process 14-1
tax information, currency and rate information, and reporting currency
Create and Maintain Contract Commitment
Creating and maintaining contract commitments includes the following functions:
•
Maintain Supplier is shared with Purchasing and includes entering new suppliers,
updating current suppliers, merging current suppliers, and purging suppliers not
used.
•
Enter Contract Commitment includes entering general information, account
information, and payment forecast information.
Because a contract commitment can extend over a period of years, the contract
commitment is encumbered on the commitment budget in one year and
encumbered on the payment budgets over multiple years.
•
Adjust Contract Commitment enables users to make changes to a provisional or
confirmed contract commitment that may or may not change the commitment
amounts and that may or may not require a revision or addendum to the original
formal contract.
•
Copy templates to create new contract commitments.
Execute Document Control
Document control regulates the status of contract commitments during the contract
commitment life cycle.
Contract Commitment uses Oracle Workflow to route contract commitments for
approval and to determine who has approval authority, who has access to contract
commitments, and what actions employees can take against these contract
commitments.
Reporting Currency
Contract Commitment supports reporting currency. When transactions are entered into
Contract Commitment, the transactions are converted to the reporting currency at the
time of original entry if reporting currency is enabled.
The reporting currency is a currency other than the ledger currency that is required for
reporting accounting data. A secondary ledger for each reporting currency must be
defined.
Reporting currency is intended for organizations that must regularly report their
transactions and financial results in multiple currencies other than the ledger currency.
14-2 Oracle Public Sector Financials (International) User Guide
Summarize Contract Commitment
Contract Commitment enables users to query an entered contract commitment and to
view the following information:
•
general information
•
account information
•
payment schedule information
Internal Contract Commitment Matching
Contract Commitment enables users to create cover contract commitments without
specifying a supplier; create internal release contract commitments against these cover
contract commitments; and to match invoices to these internal release contract
commitments.
For information on internal contract commitment matching, see Matching Invoices to
Internal Release Contract Commitments Process Flow Diagram, page 14-3.
Processes
Contract Commitment includes the following processes:
•
Contract Commitment Revalue Process
•
Contract Commitment Year-End Process
•
Mass Payment Forecast Shift Process
Reporting
Contract Commitment provides business views and core business areas for generating
reports defined using Oracle Discoverer.
Matching Invoices to Internal Release Contract Commitments Process
Flow Diagram
The diagram below shows the Matching Invoices to Internal Release Contract
Commitments Process Flow that is described in the accompanying text.
Contract Commitment Process 14-3
Matching Invoices to Internal Release Contract Commitments Process Flow Diagram
Matching Contract Commitments to Invoices Process
Enter, Encumber, and Approve Cover Contract Commitments for Internal Purpose
The Enter, Encumber, and Approve Cover Contract Commitments for Internal Purpose
process includes the following steps.
1.
The preparer or owner enters the cover contract commitment like any other contract
commitment, except that there is no supplier. The cover contract commitment state
is Provisional.
2.
The contract commitment is routed through the normal encumber and approval
process.
3.
The cover contract commitment is transitioned to a Confirmed state.
4.
The confirmed cover contract commitment is routed through the normal encumber
and approval process.
14-4 Oracle Public Sector Financials (International) User Guide
Once approved, internal release contract commitments can be entered against the
cover.
Enter Invoice Header Information into the Oracle Payables Invoice Workbench
The Enter Invoice Header Information into the Oracle Payables Invoice Workbench
process includes the following steps.
1.
The user receives an invoice from a supplier.
2.
The user enters data into the following fields in the Payables Invoice Workbench.
Note: The distribution lines should not be entered prior to
matching. The invoice distributions are created when the contract
commitment is matched to the invoice. If the distribution lines are
entered, then the invoice will not show up in the Internal Contract
Commitment Releases window.
•
Supplier
•
Supplier Site
•
Invoice Date
•
Invoice Number
•
Invoice Currency, which defaults from Supplier Site
•
Invoice Amount
•
GL Date, default
•
Payment Currency, default
•
Payment Terms, which defaults from Supplier Site
•
Terms Date, default
•
Payment Method, default
•
Pay Group, default
•
Liability Account, default
•
Tax Code, optional
•
Descriptive Flexfield, optional
Contract Commitment Process 14-5
For information on entering invoices in the Invoice Workbench, see Entering Basic
Invoices in the Invoice Workbench, Oracle Payables User Guide.
Create Internal Release Contract Commitments
The Create Internal Release Contract Commitments process includes the following
steps.
1.
The user navigates to the Internal Contract Commitment Releases window.
2.
The user enters data in the Internal Contract Commitment Releases window.
For information on entering data in the Internal Contract Commitment Releases
window, see Internal Contract Commitment Releases Window Description, page
18-3.
3.
The user clicks OK to generate the release.
4.
The system validates that there is sufficient Available Amount on the cover
commitment to process the release.
5.
The system acknowledges that there is sufficient Available Amount on the cover
commitment and creates a commitment number.
Match Invoices to Internal Release Contract Commitments
Invoices are matched in Oracle Payables.
For information on matching in Payables, see Matching to Receipts in the Invoice
Workbench, Oracle Payables User Guide.
Complete the Internal Contract Commitment Releases
To complete the internal contract commitment releases, the user runs the Contract
Commitment Complete Cover Commitment Program process.
For information on the Internal Contract Commitment Completion process, see
Generating the Contract Commitment Complete Cover Commitment Program
Procedure, page 19-11.
14-6 Oracle Public Sector Financials (International) User Guide
15
Contract Commitment Account Generator
Process
Definition
All contract commitments require accounting distributions. The Account Generator
builds default accounts, charge accounts, and budget accounts. To generate budget
accounts, budgetary control must be enabled.
The Account Generator feature uses Oracle Workflow technology to construct key
flexfield combinations automatically using customized construction criteria.
Overview
Account Generator Features
The Account Generator provides the following features:
•
Automatic generation of account distributions improves data entry accuracy and
speed.
•
Generating charge accounts frees users from having to determine which accounts to
charge.
•
Each site can customize account generation rules to match the organization's
business rules.
Customizing the Account Generator in Contract Commitment
Contract Commitment provides default Account Generator processes. These default
processes can be customized according to an organization's accounting requirements to
generate the account.
Contract Commitment Account Generator Process 15-1
Use the Oracle Workflow Builder to customize workflows. When customizing a
workflow, only those documents created after customization are affected by the
customized workflow. The Account Generator process can be viewed in the Oracle
Workflow Monitor.
The following customized sample processes are available to show how the processes
can be customized:
•
Generate Default Charge Account with Constants
•
Generate Default Budget Account with Constants
•
Generate Default Project Account with Constants
References
For information on implementing and using Workflow, see Introduction to Oracle
Workflow, Oracle Workflow Guide.
For information on the generic features and functions of the Account Generator, see
Customizing the Account Generator, Oracle E-Business Suite Flexfields Guide.
Generate Default Account Process
The Generate Default Accounts process is the default workflow process in contract
commitment that builds the accounts. This process can be initiated as a top-level
process making calls to the Workflow Engine CreateProcess and the StartProcess APIs.
The Generate Default Accounts process has a result type of Flexfield Result that
indicates a result of Failure or Success when the process completes. These results
correspond to the lookup codes in the Flexfield Result lookup type in the Standard
Flexfield Workflow item type.
The Details property page of the process activity in Workflow Builder indicates that the
Generate Default Accounts process has an error process called DEFAULT_ERROR
associated with it, which is initiated only when an error is encountered in the process.
This error initiates DEFAULT_ERROR, which is associated with the System:Error item
type. The system executes the standard Default Error Notification activity to provide
information associated with the error. Users must customize the process to meet their
business needs.
Subprocesses
Generate Default Charge Account
The Generate Default Charge Account subprocess is a dummy process that allows users
to customize an account-building process. Users must provide their own rules in the
form of workflow process definitions to build the account.
15-2 Oracle Public Sector Financials (International) User Guide
This subprocess cannot be run as a top-level process. It is run as a subprocess when
called by a higher level process. The subprocess first determines whether the contract is
project-related. If it is, the subprocess, Generate Project Account, builds a project-related
account, which the user has customized. If the project is not project-related, the charge
account is generated using the customized set of rules.
Generate Default Budget Account
The Generate Default Budget Account subprocess has a result type of Flexfield Result
that indicates Failure or Success when the process completes. These results correspond
to the lookup codes in the Flexfield Result lookup type in the Standard Flexfield
Workflow item type.
For a contract, the budget account is derived from the charge account.
Generate Project Account
The Generate Project Account subprocess is a dummy process that allows users to
customize an account-building process. Users must provide their own rules in the form
of workflow process definitions to build the account.
The Generate Project Account subprocess has a result type of Flexfield Result that
indicates Failure or Success when the process completes. These results correspond to
the lookup codes in the Flexfield Result lookup type in the Standard Flexfield Workflow
item type.
Contract Commitment Account Generator Workflow Item Type Attributes
Several Workflow attributes are associated with the contract commitment Account
Generator item type that reference information in the application tables. The attributes
are used and maintained by function activities as well as notification activities
throughout the process.
The table below describes the attributes associated with the contract commitment
Account Generator.
Attributes Associated with Contract Commitment Account Generator Item Type
Display Name
Description
Type
Project Id
project identifier
number
Task Id
task identifier
number
Expenditure Type
expenditure type
text
Length, Format, or
Lookup Type
30
Contract Commitment Account Generator Process 15-3
Display Name
Description
Type
Expenditure Org Id
expenditure
organization
identifier
number
Incomplete Setup
Flag
indicates if the
Account Generator
process is being used
without proper
customization
text
Error Message
error message
text
Charge Account Id
charge account
identifier
number
Budget Account Id
budget account
identifier
number
CC Encumbrance
Flag
contract commitment
encumbrance flag
text
Expenditure Item
Date
expenditure item date
date
Chart of Accounts Id
chart of accounts
identifier
number
Project Class Code
project class code
text
30
Direct Flag
direct flag
text
1
Expenditure Category
expenditure category
text
30
Expenditure
Organization Name
expenditure
organization name
text
60
Project Number
project number
text
25
Project Organization
Name
project organization
name
text
60
15-4 Oracle Public Sector Financials (International) User Guide
Length, Format, or
Lookup Type
2000
Display Name
Description
Type
Length, Format, or
Lookup Type
Project Organization
Id
project organization
identifier
number
Project Type
project type
text
20
Public Sector Flag
public sector flag
text
1
Revenue Category
revenue category
text
30
Task Number
task number
text
25
Task Organization
Name
task organization
name
text
60
Task Service Type
task service type
text
30
Task Organization Id
task organization
identifier
number
Top Task Id
top task identifier
number
Top Task Number
top task number
text
25
Supplier Employee
Number
supplier employee
number
text
30
Supplier Person Id
supplier person
identifier
number
Supplier Type
supplier type
text
Temp Account Id
temporary account
identifier
number
25
Generate Default Account Workflow Diagram
The diagram below shows the Generate Default Account process nodes as described in
the following section, Generate Default Account Workflow Process, page 15-8.
Contract Commitment Account Generator Process 15-5
Generate Default Account Workflow Diagram
15-6 Oracle Public Sector Financials (International) User Guide
Contract Commitment Account Generator Process 15-7
Generate Default Account Workflow Process
This section describes the Generate Default Account Workflow process.
Start Generating Code Combination (Node 1)
This standard function activity marks the start of the account generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.START_GENERATION
•
Result Type: None
•
Prerequisite Activities: None
Is Charge Account CCID Null? (Node 2)
This function activity checks for a manually entered charge account.
•
Function: WF_STANDARD.COMPARE
•
Result Type: Comparison
•
Prerequisite Activities: Start Generating Code Combination
Generate Default Charge Account (Node 3)
This process generates a default charge account.
•
Result Type: Flexfield Result
•
Prerequisite Activities: Is Charge Account CCID NULL?
Abort Generating Code Combination (Failure) (Node 4)
This standard function activity aborts the account generation process when a fatal error
occurs.
•
Function: FND_FLEX_WORKFLOW_APIS.ABORT_GENERATION
•
Result Type: None
•
Prerequisite Activities: Generate Default Charge Account
Is Encumbrance On? (Node 5)
This function activity checks if budgetary control is enabled.
15-8 Oracle Public Sector Financials (International) User Guide
•
Function: IGC_CC_WF_ACCOUNTS_PKG.IS_ENCUMBRANCE_ON
•
Result Type: Flexfield Boolean
•
Prerequisite Activities: Generate Default Charge Account
Generate Default Budget Account (Node 6)
This process generates the default budget account.
•
Result Type: Flexfield Result
•
Prerequisite Activities: Is Encumbrance On?
Abort Generating Code Combination (Failure) (Node 7)
This standard function activity aborts the account generation process when a fatal error
occurs.
•
Function: FND_FLEX_WORKFLOW_APIS.ABORT_GENERATION
•
Result Type: None
•
Prerequisite Activities: Generate Default Budget Account
End Generating Code Combination (Success) (Node 8)
This standard function activity marks the end of the account generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.END_GENERATION
•
Result Type: None
•
Prerequisite Activities: Generate Default Budget Account
Generate Default Charge Account Workflow Diagram
The diagram below shows the Generate Default Charge Account subprocess nodes as
described in the following section, Generate Default Charge Account Workflow
Subprocess, page 15-10.
Contract Commitment Account Generator Process 15-9
Generate Default Charge Account Workflow Diagram
Generate Default Charge Account Workflow Subprocess
This section describes the Generate Default Charge Account Workflow subprocess.
Start Generating Code Combination (Node 1)
This standard function activity marks the start of the generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.START_GENERATION
•
Result Type: None
•
Prerequisite Activities: None
15-10 Oracle Public Sector Financials (International) User Guide
Is Project Contract Related? (Node 2)
This function activity checks if the contract is project related.
•
Function: IGC_CC_WF_ACCOUNTS_PKG.IS_CC_PROJECT_RELATED
•
Result Type: Flexfield Boolean
•
Prerequisite Activities: Start Generating Code Combination
Generate Project Account (Node 3)
This subprocess generates a project-related account.
•
Result Type: Flexfield Result
•
Prerequisite Activities: Is Project Contract Related?
Abort Generating Code Combination (Failure) (Node 4)
This standard function activity aborts the account generation process when a fatal error
occurs.
•
Function: FND_FLEX_WORKFLOW_APIS.ABORT_GENERATION
•
Result Type: None
•
Prerequisite Activities: Is Project Contract Related?
End Generating Code Combination (Success) (Node 5)
This standard function activity ends the account generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.END_GENERATION
•
Result Type: None
•
Prerequisite Activities: Generate Default Project Account
Abort Generating Code Combination (Node 6)
This standard function activity aborts the account generation process when a fatal error
occurs.
•
Function: FND_FLEX_WORKFLOW_APIS.ABORT_GENERATION
•
Result Type: None
Contract Commitment Account Generator Process 15-11
•
Prerequisite Activities: Generate Default Project Account
Generate Default Budget Account or Project Account Workflow Diagram
The diagram below shows the subprocess nodes for Generate Default Budget Account
and Generate Project Account, as described in the following section, Generate Default
Budget Account or Project Account Workflow Subprocess, page 15-12.
Generate Default Budget Account Workflow Diagram
Generate Default Budget Account or Project Account Workflow
Subprocess
This section describes the subprocess to be used for either Generate Default Budget
Account Workflow, or Generate Project Account Workflow.
15-12 Oracle Public Sector Financials (International) User Guide
Start Generating Code Combination (Node 1)
This standard function activity marks the start of the account generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.START_GENERATION
•
Result Type: None
•
Prerequisite Activities: None
Dummy Default Account Generator (Node 2)
This process must be replaced with a customized procedure for account generation.
This process has the following possible outcomes:
•
If the function fails, the process branches to Abort Generating Code Combination.
•
If the function succeeds, the process branches to Validate Code Combination.
Abort Generating Code Combination (Node 3)
This standard function activity aborts the account generation process when a fatal error
occurs.
•
Function: FND_FLEX_WORKFLOW_APIS.ABORT_GENERATION
•
Result Type: None
•
Prerequisite Activities: Dummy Default Account Generator
Validate Code Combination (Node 4)
This standard function activity validates the code combination generated.
•
Function: FND_FLEX_WORKFLOW_APIS.VALIDATE_COMBINATION
•
Result Type: None
•
Prerequisite Activities: Dummy Default Account Generator
End Generating Code Combination (Node 5)
This standard function activity marks the end of the account generation process.
•
Function: FND_FLEX_WORKFLOW_APIS.END_GENERATION
Contract Commitment Account Generator Process 15-13
•
Result Type: None
•
Prerequisite Activities: Validate Code Combination
15-14 Oracle Public Sector Financials (International) User Guide
16
Contract Commitment Approval Workflow
Process
Overview
Contract Commitment uses Oracle Workflow technology to route contract
commitments to authorized users for approval.
Documents are approved in the following ways:
•
by the preparer
•
by the owner
•
approval hierarchies
When the preparer is authorized to approve a contract, no workflow process is
activated.
When the owner is authorized to approve a contract, Workflow routes the contract to
the contract commitment owner for approval. The owner can approve or reject the
contract using the Worklist window. If a contract commitment is rejected, it is sent back
to the contract commitment preparer, or it can remain with the owner in its current state
and encumbrance status, if encumbered.
When approval hierarchies are used to approve a contract, the contract commitment
owner must be in the hierarchy and is the first approver to whom the contract
commitment is routed by Workflow. The contract commitment is forwarded through
the hierarchy to each approver until it finds an approver who has the authority to
approve a contract. If a contract commitment is rejected by the approver with the
authority to approve or by another approver in the hierarchy, it is sent back to the
contract commitment preparer, or it can remain with the owner in its current state and
encumbrance status, if encumbered.
For information on Workflow, see Introduction to Oracle Workflow, Oracle Workflow.
Contract Commitment Approval Workflow Process 16-1
Contract Commitment Workflow Item Type Attributes
Several Workflow attributes are associated with the Contract Commitment approval
item type that references information in the application tables. The attributes are used
and maintained by function activities, as well as notification activities throughout the
process.
The following table describes the attributes associated with contract commitment
approval.
Attributes Associated with Contract Commitment Approval Item Type
Display Name
Description
Type
Contract Header Id
contract commitment
header identifier
number
CC Version Number
contract commitment
version number
number
CC Number
contract commitment
number
text
CC Type
contract commitment
type
text
CC Type Meaning
specified contract
commitment type
text
CC Control Status
contract commitment
control status
text
CC Control Status
Meaning
specified contract
commitment control
status
text
CC Original State
contract commitment
original state
text
CC Original State
Meaning
specified contract
commitment original
state
text
16-2 Oracle Public Sector Financials (International) User Guide
Length, Format,
Lookup Type
Display Name
Description
Type
CC New State
contract commitment
new state
text
CC New State
Meaning
specified contract
commitment new
state
text
CC Original Status
contract commitment
original status
text
CC Original Status
Meaning
specified contract
commitment original
status meaning
text
CC New Status
contract commitment
new status
text
CC New Status
Meaning
specified contract
commitment new
status
text
CC Original
Encumbrance Status
contract commitment
original encumbrance
status
text
CC Original
Encumbrance Status
Meaning
specified contract
commitment original
encumbrance status
text
CC New
Encumbrance Status
contract commitment
new encumbrance
status
text
CC New
Encumbrance Status
Meaning
specified contract
commitment new
encumbrance status
text
Owner User Id
owner user identifier
number
Owner Name
owner name
role
Length, Format,
Lookup Type
Contract Commitment Approval Workflow Process 16-3
Display Name
Description
Type
Preparer User Id
preparer user
identifier
number
Preparer Name
preparer name
role
Approver Name
approver name
role
Old Approver Name
old approver name
role
Contract Description
contract description
text
Start Date
start date
date
End Date
end date
date
Note
note
text
Org Id
organization
identifier
number
Organization Name
organization name
text
Ledger Id
ledger identifier
number
Contract Accounting
Date
contract accounting
date
date
Rejection Notes
rejection notes
text
Error Text
error text
text
BC Failure Message
budgetary control
failure message
text
BC Required
budgetary control
required
text
BC Executed for the
Contract
budgetary control
executed for the
contract
text
16-4 Oracle Public Sector Financials (International) User Guide
Length, Format,
Lookup Type
240
Display Name
Description
Type
WF Process Version
workflow process
version
number
Owner Display Name
owner display name
text
Preparer Display
Name
preparer display
name
text
Approver User Id
approver user
identifier
number
Debug Mode
debug mode
text
Length, Format,
Lookup Type
Contract Commitment Approval Process Workflow Diagram
The diagram below shows the Contract Commitment approval process nodes described
in the following section, Contract Commitment Approval Workflow Process, page 166.
Contract Commitment Approval Workflow Process 16-5
Contract Commitment Approval Workflow Process Diagram
Contract Commitment Approval Workflow Process
This section describes the Contract Commitment Approval Workflow process.
16-6 Oracle Public Sector Financials (International) User Guide
Start (Node 1)
This standard function activity marks the start of the Contract Commitment Approval
Workflow process. It is initiated if the preparer is not authorized to approve a contract.
•
Function: WF_STANDARD.NOOP
•
Result Type: None
•
Prerequisite Activities: None
Select Approver (Node 2)
This function activity selects the approver based on the approval setup. It determines if
the Human Resources hierarchy is required in the process.
•
Function: IGC_CC_APPROVAL_WF_PKG.SELECT_APPROVER
•
Result Type: Success/Error
•
Prerequisite Activities: Start
Notify Approver (Node 3)
This activity notifies the approver that contract approval is required.
•
Message: Message for Approval
•
Result Type: Approval
•
Prerequisite Activities: Select Approver
Check Approver Authority (Node 4)
This function activity verifies that the current approver has the authority to approve the
contract commitment.
•
Function: IGC_CC_APPROVAL_WF_PKG.CHECK_AUTHORITY
•
Result Type: Yes/No/Error
•
Prerequisite Activities: Notify Approver
Funds Reservation Required (Node 5)
This function activity checks to see if funds reservation is required.
Contract Commitment Approval Workflow Process 16-7
•
Function: IGC_CC_APPROVAL_WF_PKG.FUNDS_REQUIRED
•
Result Type: Yes/No/Error
•
Prerequisite Activities: Check Approver Authority
Approve Contract (Node 6)
This function activity approves the contract.
•
Function: IGC_CC_APPROVAL_WF_PKG.APPROVE_CONTRACT
•
Result Type: Success/Error
•
Prerequisite Activities: Funds Reservation Required, or Execute BC
Notify Preparer About Approval (Node 7)
This activity notifies contract preparer that the contract is approved.
•
Message: CC Approved Messages
•
Result Type: None
•
Prerequisite Activities: Approve Contract
Reject Contract (Node 8)
This function activity rejects the contract.
•
Function: IGC_CC_APPROVAL_WF_PKG.REJECT_CONTRACT
•
Result Type: Success/Error
•
Prerequisite Activities: Notify Approver
Notify Preparer About Rejection (Node 9)
This activity notifies preparer that the contract is rejected.
•
Message: CC Rejected Message
•
Result Type: None
•
Prerequisite Activities: Reject Contract
16-8 Oracle Public Sector Financials (International) User Guide
Execute BC (Node 10)
This activity executes budgetary control.
•
Function: IGC_CC_WF_PKG.EXECUTE_BC
•
Result Type: Passed/Failed/Error
•
Prerequisite Activities: Funds Reservation Required
BC Failed (Node 11)
This activity performs all steps required by the BC Failed process.
•
Function: IGC_CC_WF_PKG.BC_FAILED
•
Result Type: None
•
Prerequisite Activities: Execute BC
Notify Preparer BC Failed (Node 12)
This activity notifies contract preparer that budgetary control failed.
•
Message: CC failed BC message
•
Result Type: None
•
Prerequisite Activities: BC Failed
Failed Process (Node 13)
This activity runs the Process_Request procedure in the Failed mode.
•
Function: IGC_CC_WF_PKG.FAILED_PROCESS
•
Result Type: None
•
Prerequisite Activities: Select Approver, or Reject Contract, or Check Approver
Authority, or Funds Reservation Required, or Execute BC, or Approve Contract, or
BC Failed
Notify Preparer About Error (Node 14)
This activity notifies preparer that an error occurred in the process.
•
Message: CC error message
Contract Commitment Approval Workflow Process 16-9
•
Result Type: None
•
Prerequisite Activities: Failed Process
End (Node 15)
This standard function activity marks the end of the process.
•
Function: WF_STANDARD.NOOP
•
Result Type: None
•
Prerequisite Activities: Notify Preparer about Error, or Notify Preparer about
Rejection, or Notify Preparer BC Failed, or Notify Approver about Approval
Customizing Contract Commitment Approval Workflow
Required Modifications
No modifications are required to run the Contract Commitment Approval Workflow
process.
Optional Customizations
Organizations can make the following optional customizations:
•
Organizations can create new messages. Messages are used for notification
activities in the Workflow process.
•
Organizations can create new notifications and notification activities and can
modify the Workflow process to accommodate these new activities.
Creating a New Custom Process
It is not recommended that organizations create their own custom process to replace the
Contract Commitment Approval Workflow process.
16-10 Oracle Public Sector Financials (International) User Guide
17
Maintain Contract Commitment Procedures
Overview
Maintain Contract Commitment creates and maintains a contract commitment.
Contract Commitment Information
A contract commitment includes the following:
•
general information
•
account information
•
payment forecast
General information pertains to the entire contract commitment.
Account information represents contract commitment lines containing the committed
amount that is charged. Project information is included at contract commitment line
level. The charge account is used for encumbering funds on the commitment budget
and the standard budget.
The payment forecast is the amount that is expected to be paid in a certain year. The
payment schedule represents a set of payment forecasts that corresponds to account
information for a contract commitment. A contract commitment can be made in one
year for a project expected to span several budget years. This means that if budgetary
control is enabled, the contract commitment is encumbered against the commitment
budget in one year, but the payment of the total amount is spread over multiple years.
Users enter payment forecast data in the Forecast tab of the Contract Commitments
window. Users can view the information at the year level in the Summary tab of the
Contract Commitments window.
Note: The summary of the payment forecast amounts for an accounting
Maintain Contract Commitment Procedures 17-1
line must equal the amount of the contract commitment line.
Execute Budgetary Control
The budgetary control feature controls actuals and anticipated expenditures against a
budget. In Contract Commitment, budgetary control includes the following online
processes:
•
funds check
•
funds reservation
If standard budgetary control is enabled, approving a contract commitment creates
encumbrances against the standard budget in Oracle General Ledger, which reduces the
standard budget funds available. Since a contract commitment can have multiple
payment forecasts, contract commitment assumes that multiple one-year budgets can be
open at the same time.
If dual budgetary control is enabled, standard budgetary control must be enabled to
provide funds checking and funds reservation. Encumbering or approving a contract
commitment creates encumbrances against the commitment budget, which reduces the
commitment budget funds available.
Enabling dual budgetary control activates the following functionality:
•
ability to check funds online for all types of contract commitment transactions
•
ability to reserve funds for all types of contract commitment transactions by
creating encumbrances
•
automatic calculation of funds available when attempting to reserve funds for a
contract commitment transaction
•
online notification of funds availability for a contract commitment transaction
Note: When project information is entered for a commitment line, and
the project has budgetary control enabled in Oracle Projects, budgetary
control actions such as funds checking and funds reservation are
executed against the project budget for this line, using budgetary
control settings defined in Oracle Projects. There is no budgetary
control action for this account line in Contract Commitment or in
General Ledger.
For information on entering project details, see Entering Accounting Information
Procedure, page 17-23.
17-2 Oracle Public Sector Financials (International) User Guide
Related Topics
Commitment Budgetary Control Process, page 8-1
Enabling Dual Budgetary Control Procedure, Oracle Public Sector Financials
(International) Implementation Guide
Commitment Budgetary Control Integration with Oracle Purchasing, page 10-1
Commitment Model, page B-1
Guarantee Commitments
A guarantee commitment is a contract commitment where the total liability values on
the payment schedule are not equal to the values on the commitment. The values
entered against this type of commitment are known as a withheld amount.
A guarantee commitment occurs when a user is required to underwrite the cost of a
contract, but does not expect to pay the party with whom the contract was made.
The guarantee commitment is a specific type of contract commitment, which is
identified when the contract commitment is entered. The withheld amount is entered as
part of the accounting distributions. The payment schedule value is entered in the
normal manner, but must be the net value of the accounting distribution less the
withheld amount entered against the commitment budget.
The withheld amount does not form part of the payment schedule, but the totals on the
payment schedule and the withheld amount must be equal to the total entered against
the commitment budget. It is not possible to enter negative values as withheld amounts.
The withheld amount does not form part of the funds checking or encumbrancing
against a payment budget, as it is solely used to record the potential liability. However,
the entries against the commitment budget are fully funds checked and encumbered.
The guarantee commitment functionality works only with standard commitment types.
It does not work with the cover or release commitment types.
The budgetary control, approval and adjustment rules, version control, contract
commitment actions, action history, and security for a guarantee commitment follow
the same rules as for standard contract commitment.
Contract Commitment Approval
Oracle Workflow is activated for Contract Commitment approval.
Routing Controls
Users determine routing controls for specified contract commitment types and states.
Contract Commitment approval is defined in the Assign Commitment Types setup
window.
For information on setting up contract commitment types and approval controls, see
Maintain Contract Commitment Procedures 17-3
Setting Up Contract Commitment Types Procedure, Oracle Public Sector Financials
(International) Implementation Guide.
Contract Commitment Approval Status
During the approval cycle of a contract commitment, the contract commitment always
has a current approval status. When entering a contract commitment, the contract
commitment always begins with an approval status of Incomplete, and the State is
always Provisional. The contract is automatically encumbered when users click
Approve in the Contract Commitments window, in case budgetary control is enabled.
The table below describes the possible approval statuses:
Approval Statuses
Status Options
Description
Incomplete
initial approval status when entering a
contract commitment
In Process
indicates contract commitment submitted to
approval process but not approved
Encumbered
indicates contract commitment encumbered
but not approved; valid only if budgetary
control enabled
Approved
indicates contract commitment approved;
valid only if budgetary control not enabled
Approved, Encumbered
indicates contract commitment encumbered
and approved; valid only if budgetary control
enabled
Requires Reapproval
indicates changes made to contract
commitment require reapproval
Rejected
indicates contract commitment rejected and
returned to contract commitment preparer
Rejected, Encumbered
indicates contract commitment rejected and
funds encumbered; contract commitment
returned to contract commitment preparer
Contract commitments cannot be approved for the following reasons:
17-4 Oracle Public Sector Financials (International) User Guide
•
supplier is on hold
•
date validations failed
•
Supplier and Supplier Site fields are blank for Standard or Release commitment
types
For information on the Workflow approval process, see Contract Commitment
Approval Workflow Process, page 16-1.
Adjust Contract Commitment
A contract commitment adjustment is a change to a provisional or confirmed contract
commitment. Adjustments can be made to general information, account information, or
payment schedule information.
Adjustments to standard and cover commitments are similar except that the account
information and the payment forecast information for cover commitments cannot
become less than the amount reserved on it for releases that are linked to the cover
commitment in their respective currencies.
Releases against cover contract commitments can also be adjusted. Since a release does
not reserve funds, an adjustment of a release does not cause an increase or decrease of
available funds for commitment and standard budgets. When adjusting a release, the
following rules apply if budgetary control is enabled:
•
The total of all release amounts against a cover contract commitment account line
must be less than or equal to the cover contract commitment account line.
•
The total of all release amounts against a cover contract commitment payment
forecast line must be less than or equal to the cover contract commitment payment
forecast lines.
An adjustment can create one of the following results:
•
Contract Commitment Increase, page 17-5
•
Contract Commitment Decrease, page 17-6
•
Payment Redistribution, page 17-6
•
Account Redistribution, page 17-6
•
Transition and Transition Rules, page 17-6
Contract Commitment Increase
An adjustment can increase the total contract commitment, which means that the funds
available for the applicable commitment budget and standard budget are decreased.
Maintain Contract Commitment Procedures 17-5
Users can make adjustments as follows:
•
adjust existing account lines and payment forecast
•
create additional account lines and payment forecast
Contract commitment validates that the total account line amounts equal the total
contract commitment amount at the payment forecast level to ensure that the contract
commitment remains balanced.
Contract Commitment Decrease
An adjustment can decrease the total contract commitment, which means that the funds
available for the applicable commitment budget and standard budget are increased.
Users can make adjustments as follows:
•
adjust existing account lines and payment forecast
•
create additional account lines and payment forecast
Contract Commitment validates that the total account line amounts equal the total
contract commitment amount at the payment forecast level to ensure that the payment
forecast remains balanced. In addition, a validation is performed to ensure that a
payment forecast adjustment decrease is not greater than the payment forecast minus
invoices or actuals applied against the payment forecast.
Payment Redistribution
An adjustment can leave the total contract commitment amount unchanged. One or
more payment forecasts related to the same account lines are increased and decreased
in balance. The payment redistribution for payment forecast lines must not be more
than the unbilled amount, which is the payment forecast minus invoices applied against
the payment forecast.
Contract Commitment validates whether the total payment forecast amounts equal the
total account line amounts and that the total payment forecast amounts equal the total
contract commitment amount to ensure that the contract commitment remains
balanced.
Account Redistribution
An adjustment can leave the total contract commitment amount unchanged while the
lines or the amounts of the account lines are changed. If new account lines are entered,
the amount in an existing account line is decreased to maintain the balance.
Transition and Transition Rules
A transition is a change to the contract commitment state. Each time a contract is
transitioned, it must be reapproved. A contract commitment state can change as
follows:
17-6 Oracle Public Sector Financials (International) User Guide
Provisional to Cancelled
Because of the tentative nature of provisional contract commitments, it may be
necessary to cancel them. Only provisional contract commitments can be cancelled. The
transition action changes the state from Provisional to Cancelled, which means that it
cannot be confirmed or completed. When the cancellation is approved, the encumbered
amounts are zeroed out.
If encumbrance accounting and budgetary control are enabled, encumbrance activity is
recorded against the appropriate budget. When the contract's cancellation is approved,
all encumbrances against the commitment budget and standard budget are liquidated.
When a release is cancelled, the amounts related to the release are made available to the
contract commitment owner so that a new release can be created.
Provisional to Confirmed
A provisional contract commitment is transitioned to Confirmed to signify that either
an obligation is entered into with a third party or an internal commitment is confirmed.
If encumbrance accounting and budgetary control are enabled, encumbrance
transaction activity is recorded against the appropriate budgetary control. The
encumbrance activity is created manually or automatically at approval. Based on
encumbrance or approval of the confirmed contract commitment, any previously
recorded commitment encumbrance activity against standard budgetary control and
commitment budgetary control is liquidated. Confirmed encumbrance activity is
recorded against standard budgetary control and the commitment budgetary control.
Although a release can be created if the cover is provisional and approved, releases can
only be confirmed if the cover is confirmed and approved at least once.
Confirmed to Completed
A confirmed contract commitment is transitioned to Completed to indicate that all
activity associated with the third party obligation or the internal commitment is
completed. The transition action changes the state from Confirmed to Completed. If
there are unpaid invoices, the contract commitment cannot be transitioned to the
Completed state.
When completed, a contract commitment is adjusted automatically to ensure that the
contract commitment equals the billed amount at approval. The payment forecast
amounts are adjusted to equal the billed amount, and the cumulative payment forecast
adjustments are used to adjust their respective account lines. Once a contract
commitment is completed, it is not possible to match invoices against the contract
commitment or modify it in any way.
If budgetary control is enabled, the outstanding encumbrances are liquidated, which
increases the funds available. The approval of the completion triggers the following
actions:
•
Confirmed encumbrance activity is liquidated when the payment forecasts do not
Maintain Contract Commitment Procedures 17-7
equal the billed amount. This liquidation increases standard funds available by the
difference between the encumbered amount and the billed amount.
Standard and cover contract commitments are reserved against the funds available.
Release contract commitments are made against the available cover contract
commitment, not against funds available. Therefore, completion of a release may result
in an increase to the available contract commitment amount and does not result in
encumbrance activity. Cover contract commitments cannot be completed until all
releases against the cover are completed or cancelled.
For information on contract commitment states, see Setting Up Contract Commitment
Types Procedure, Oracle Public Sector Financials (International) Implementation Guide.
The table below describes the Transition rules.
Transition Rules
Contract
Commitment
Type
Current
State
Approval
State
Budgetary
Control
Enabled
Transition
Options
Standard
Provisional
Encumbered
Yes
Cancel
Standard
Provisional
Incomplete
Yes
Cancel
Standard
Provisional
Incomplete
No
Cancel
Standard
Provisional
Rejected
Yes
Cancel
Standard
Provisional
Rejected
No
Cancel
Standard
Provisional
Rejected,
Encumbered
Yes
Cancel
Standard
Provisional
Approved,
Encumbered
Yes
Cancel,
Confirm
Standard
Provisional
Approved
No
Cancel,
Confirm
Standard
Confirmed
Approved,
Encumbered
Yes
Complete
Standard
Confirmed
Approved
No
Complete
17-8 Oracle Public Sector Financials (International) User Guide
Additional
Rule
Contract
Commitment
Type
Current
State
Approval
State
Budgetary
Control
Enabled
Transition
Options
Additional
Rule
Cover
Provisional
Encumbered
Yes
Cancel
Cover
Provisional
Incomplete
Yes
Cancel
Cover
Provisional
Incomplete
No
Cancel
Cover
Provisional
Rejected
Yes
Cancel
Cover
Provisional
Rejected
No
Cancel
Cover
Provisional
Rejected,
Encumbered
Yes
Cancel
Cover
Provisional
Approved,
Encumbered
Yes
Confirm
releases exist
in the
provisional
state
Cover
Provisional
Approved
No
Confirm
releases exist
in the
provisional
state
Cover
Provisional
Approved,
Encumbered
Yes
Cancel,
Confirm
all related
releases
cancelled and
approved or
no releases
exist
Cover
Provisional
Approved
No
Cancel,
Confirm
all related
releases
cancelled and
approved or
no releases
exist
Maintain Contract Commitment Procedures 17-9
Contract
Commitment
Type
Current
State
Approval
State
Budgetary
Control
Enabled
Transition
Options
Additional
Rule
Cover
Confirmed
Approved,
Encumbered
Yes
Complete
all related
releases
cancelled and
approved,
completed
and
approved, or
no releases
exist
Cover
Confirmed
Approved
Yes
Complete
all related
releases
cancelled and
approved,
completed
and
approved, or
no releases
exist
Release
Provisional
Incomplete
Yes
Cancel
Release
Provisional
Incomplete
No
Cancel
Release
Provisional
Rejected
Yes
Cancel
Release
Provisional
Rejected
No
Cancel
Release
Provisional
Approved,
Encumbered
Yes
Cancel,
Confirm
related cover
confirmed
and
approved
Release
Provisional
Approved
No
Cancel,
Confirm
related cover
confirmed
and
approved
Release
Confirmed
Approved,
Encumbered
Yes
Complete
Release
Confirmed
Approved
No
Complete
17-10 Oracle Public Sector Financials (International) User Guide
Note: If dates are for a future period, then the contract commitment
cannot be transitioned to Confirmed or Complete.
The table below describes transition rules that exist when a contract commitment is
rejected in the workflow approval process.
Transition Rules for Rejected Contract Commitments
Current State
Current Approval
Status
New State
New Approval
Status
Rule Description
Confirmed
Incomplete
Provisional
Requires Reapproval
If the approver
rejects the contract
commitment and the
contract
commitment is not
yet encumbered in
the confirmed state,
the contract
commitment reverts
to the provisional
state in which the
approval status is
Approved.
Adjustments made
to the contract
commitment within
the confirmed state
are not deleted. If
the current approval
status is encumbered
or requires
reapproval, the
contract
commitment does
not revert to the
provisional state.
Maintain Contract Commitment Procedures 17-11
Current State
Current Approval
Status
New State
New Approval
Status
Rule Description
Cancelled
Encumbered
Provisional
Incomplete,
Encumbered, or
Approved
If a contract
commitment is
rejected in the
cancelled state, it
always reverts to the
provisional state.
The new approval
status depends on
the approval status it
had in the
provisional state
when it was changed
to cancelled.
Completed
Encumbered
Confirmed
Approved
If a contract
commitment is
rejected in the
completed state, it
always reverts to the
confirmed state.
Version Control
When there is a change in the control information of a contract and the contract
commitment is saved, a new version of the contract commitment is created and the
version number is automatically updated. Control information includes the following:
•
Contract State
•
Owner
•
Start Date
•
End Date
•
Bill to Location
•
Exchange Rate
•
Supplier, if the State is Provisional and not Approved
•
Account Line
17-12 Oracle Public Sector Financials (International) User Guide
•
Payment Forecast Line
Version control information is viewed by entering a query for a contract commitment in
the Contract Commitments History window.
Contract Commitment Actions
The control status of a contract commitment identifies the actions users can perform. If
a contract commitment is confirmed and approved, users can change the status in the
Control window by selecting Commitment Actions from the Tools menu.
Control Statuses
The contract commitment control statuses are as follows:
Entered
Entered is the default status for a contract commitment. Invoices cannot be matched
against the contract commitment or the release.
Opened
Opened indicates that users can match invoices against standard confirmed contract
commitments and cover commitment releases.
Closed
A Closed status closes the contract commitment for invoicing. A contract commitment
can be closed at the general information level. A Closed status indicates that a
confirmed contract commitment is fully billed or not yet eligible for invoice matching.
On Hold
A contract commitment can be placed on Hold only at the general information level.
The On Hold status prevents changing, invoicing, or approving a contract commitment.
When the On Hold status is changed, the contract commitment must be reapproved.
When a Release On Hold is approved, the contract commitment's control status is
changed to Opened.
The table below describes the control status validation rules for any Commitment type
in a Confirmed state with an Approved approval status.
Control Status Validation Rules
Current Control Status
Radio Button Options Enabled
Resultant Control Status if Radio
Button Option Selected
Entered
Open
Opened
Maintain Contract Commitment Procedures 17-13
Current Control Status
Radio Button Options Enabled
Resultant Control Status if Radio
Button Option Selected
Entered
On Hold
On Hold
Opened
Close
Closed
Opened
On Hold
On Hold
Closed
Open
Opened
Closed
On Hold
On Hold
On Hold
Release On Hold
Opened
A contract commitment can be deleted only if it is in a provisional state and the
approval status is Incomplete.
Action History
Selecting the Action History tab in the Contract Commitments window displays the
details of different actions performed on a contract commitment. This includes actions
such as adjustments and transitions.
Security
Contract Commitment level security restricts access to specific contract commitments.
This restriction controls which users can see or update a contract commitment.
Access to a contract commitment can be granted to an individual or a group. Access is
granted by the preparer or owner of the contract commitment and can be granted when
a contract commitment is created or at a later time.
Access groups are defined in the Define Security Groups window. The security access
level is defined in the Contract Commitments window, Details tab that is described in
this chapter.
For information on the Define Security Groups window, see Setting Up Contract
Commitment Level Security Procedure, Oracle Public Sector Financials (International)
Implementation Guide.
Security Access Levels
The security access levels are Modify or Read-Only. Modify access allows users to read,
update, and delete the contract commitment. Read-Only access allows users to view the
contract commitment only.
17-14 Oracle Public Sector Financials (International) User Guide
If a contract commitment is On Hold, Cancelled, or In Process, access is read-only.
Users are assigned to access groups using the Define Security Groups window. Only
specified users can make assignments to access groups.
Access Groups Business Rules
The following business rules apply to access groups:
•
If a user has different access levels to the same contract commitment, the highest
level access, whether group or individual, is the access level used.
For example, if Employee A is a member of GROUP A and GROUP B, and GROUP
A has read-only access to Contract 1234 and GROUP B has modify access, the
Employee A has modify access to Contract 1234.
•
Access groups members can be added, modified, or deleted at any time.
Creating a New Contract Commitment from a Template
A contract commitment can be created by copying a template with the required contract
commitment information.
For information on creating a template, see Contract Commitment Template Setup,
Oracle Public Sector Financials (International) Implementation Guide.
Summarize Contract Commitment
An overview summary window displays the details of a selected contract commitment.
Users enter selected criteria to query the Contract Commitment Summary window for a
contract commitment. From this window, users can choose to view the contract
commitment, adjust it, or create a new contract commitment.
Maintain Contract Commitment Procedures 17-15
Entering General Information Procedure
To enter general information, perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Contract Commitments
window as follows:
Contract Commitments - Enter
2.
In the Operating Unit field, select an operating unit.
3.
In the Commitment Type field, select a contract commitment type from the list of
values.
4.
If this is a release against a cover contract commitment, in the Release Against field,
select Cover.
5.
If document numbering is manual, in the Number field, enter a unique contract
commitment number.
6.
If this is a guarantee contract commitment, select the Guarantee Commitment check
box.
7.
Enter data in each field of the Parties tab as described in the Contract Commitments
17-16 Oracle Public Sector Financials (International) User Guide
Window Description, General Tab table, page 17-17.
8.
To enter exchange rate information, click Currency....
Note: If the Guarantee Commitment check box is selected, a
warning appears. The check box cannot be deselected once
exchange rate information is entered.
9.
Enter exchange rate information as described in the Contract Commitments
Window Description, Currency Window table, page 17-21.
10. Select the Details tab.
11. Enter data in each field of the Details tab as described in the Contract Commitments
Window Description, General and Details Tab table, page 17-20.
12. To enter accounting information, select the Accounting Tab and go to the next
procedure section, Entering Accounting Information Procedure, page 17-23.
Contract Commitments Window Description, General Tab
Contract Commitments Window Description, Header Region and General and Parties Tabs
Field Name
Description
Commitment Type
contract commitment document type; includes
Standard, Cover, and Release
Number
system-generated or manually entered
contract commitment identification number;
numeric or alphanumeric; numeric if
automatically created unless defined
differently at setup
Operating Unit
Contract commitment operating unit.
Maintain Contract Commitment Procedures 17-17
Field Name
Description
Version
Control contract commitment version; certain
changes to the contract commitment generate
a new version; system-generated. All contract
commitments start with version number 0 and
increment by 1.
Note: Only the current version can be
queried from the General tab. Query
changes to older versions can be made
from the Contract Commitments History
window.
Release Against
release against cover; required if Commitment
Type is Release
Total Amount
Automatically calculated total sum of all
entered amounts of lines in the Accounting
tab
Currency
Currency code to be used in contract
commitment; defaults to functional currency.
Different currency codes can be entered on the
Currency window.
Guarantee Commitment
if selected, defines the contract commitment as
a guarantee commitment; defaults to
deselected; enabled if commitment type is
Standard
Descriptive Flexfield
User customizable field
State
Contract commitment state. Values include
Provisional, Cancelled, Confirmed, and
Completed.
Approval Status
Approval status for selected contract
commitment; updated automatically as
progresses through workflow process. Default
is Incomplete.
Control Status
Contract commitment control status
17-18 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Supplier
Supplier name; supplier with whom contract
commitment made; required when contract
confirmed, except for cover commitment
Note: A popup window informs users if
the supplier is on hold. This means that the
contract commitment cannot be approved.
Site
Supplier location; required when contract
confirmed, except for cover commitment
Contact
Supplier contact name and information
Number
Supplier number; populated when supplier is
selected
Preparer
Contract commitment administrator
responsible for entering and maintaining the
contract commitment; automatically displayed
as current user
Owner
Contract commitment owner user identifier
Employee
Preparer name; defaults from user login
Employee
Owner name; defaults from Owner field
Terms
Payment terms; indicates when payment due
Bill To Location
Bill-to location; not required for cover contract
commitments
Start Date
Effective contract commitment start date; if
contract commitment confirmed, becomes
display only
End Date
Effective contract commitment end date
The table below describes the Contract Commitments window General and Details tabs.
Maintain Contract Commitment Procedures 17-19
Contract Commitments Window Description, General and Details Tabs
Field Name
Description
Reference Number
Information pertaining to a contract
commitment imported from an external
source
Description
Additional contract commitment information
Type
Access type; group or individual
Group Or User Name
Group or user name
Level
Security access level; modify or read-only.
Note: The same access level cannot be
assigned to a group or user more than
once.
Note: Two different access levels cannot be
assigned to the same user or group.
The table below describes the Contract Commitments window General and Action
History tabs, and the footer region.
Contract Commitments Window Description, General and Action History Tabs and Footer
Region
Field Name
Description
Seq
Sequence number
Action Type
Action type
Version
Action version number
Modified By
Modifier's name
Date
Action date
17-20 Oracle Public Sector Financials (International) User Guide
Field Name
Description
State
Contract commitment state
Approval Status
Contract commitment approval status when
action performed
Control Status
Contract commitment control status when
action performed
Note
Action notes
Currency...
Opens Currency popup window; Currency
popup window described in this table
Transition
Opens Transition popup window; enabled
only when approval status is Approved;
disabled if contract commitment is in a
Provisional state, the encumbrance status is
No, the Approval status is Incomplete, and the
Control status is Entered; disabled if contract
is in a Provisional state and the Approval
status is Reapproval
Encumbrance
Opens Encumbrance popup window; disabled
if contract commitment type is Release or if
date validation fails
Approve...
Opens Approval popup window; disabled if
date validation fails
Note: A popup window informs users if
the supplier is on hold.
The table below describes the Currency window.
Contract Commitments Window Description, Currency Window
Field Name
Description
Currency
Currency code
Maintain Contract Commitment Procedures 17-21
Field Name
Description
Rate Type
Exchange rate type defaults from Rate Type
setup in Contract Commitment Options
window; enabled only if currency is different
than the functional currency or a European
Monetary Union (EMU) currency selected. If
rate type is User, users enter rate for the
Contract Commitment. If rate type is anything
else, rate is automatically displayed after Rate
Date entered.
Rate Date
Date currency conversion rate obtained
Rate
Conversion rate between the entered currency
and the functional currency; automatically
populated when rate type selected using the
General Ledger rate corresponding to rate
type; cannot be modified by users unless User
selected as rate type
Note: If rate type is User, enter the rate for
the contract commitment.
17-22 Oracle Public Sector Financials (International) User Guide
Entering Accounting Information Procedure
To enter contract commitment accounting information, perform the following steps.
1.
In the Accounting tab of the Contract Commitments window, select the
Distributions tab.
2.
Enter data in each field of the Distributions tab as described in the Contract
Commitments Window Description, Accounting Tab table, page 17-24.
3.
To enter project information, select the Projects tab.
4.
Enter data in each field of the Projects tab as described in the Contract
Commitments Window Description, Accounting Tab table, page 17-24.
5.
To enter charge and budget accounts, select the More tab.
6.
To activate the Account Generator to build the charge and budget accounts, place
the cursor in the Charge Account field and press the Tab key.
7.
To manually enter the charge and budget accounts, enter data in each field of the
More tab as described in the Contract Commitments Window Description,
Accounting Tab table, page 17-24.
Maintain Contract Commitment Procedures 17-23
8.
Perform a date validation as follows:
Tools - Date Validations
9.
Save or save and continue as follows:
File - Save or Save and Proceed
10. To enter payment forecast information, go to the next procedure section, Entering
and Viewing Payment Forecast Information Procedure, page 17-27 .
Contract Commitments Window Description, Accounting Tab
The table below describes the Contract Commitments window, Accounting and
Distributions tabs. For information on the header and footer regions, see the Contract
Commitments Window Description, General Tab table, page 17-17, and the Contract
Commitments Window Description, General and Action History Tabs and Footer
Region table, page 17-20.
Contract Commitments Window Description, Accounting and Distributions Tabs
Field Name
Description
Line
System-generated line number generated for
every new account
Cover Line
Field enabled only if commitment type is
Release; cover line number against which
release is matched and should be selected
Description
User-entered line description
Entered Amount
User-entered amount for each account line;
must be more than billed amount if doing an
adjustment. If currency entered is different
than functional currency, Contract
Commitment converts the amount to the
functional currency; if commitment type is
Release, amount must always be evaluated
against functional currency and must not
exceed available amount.
17-24 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Withheld Amount
Field enabled only if commitment type is
Standard; user-entered amount for the part of
the commitment which might not be paid;
must not exceed entered amount
Note: This field has no connection with the
Withheld Amount field on the Payables
Invoice Workbench.
Unencumbered Amount
Unencumbered amount against commitment
budget. Unencumbered amount is the
computed functional amount minus
encumbered amount.
Available Amount
Available amount for cover commitment
contracts; cover contract commitment amount
minus all releases against cover, excluding
cancelled and completed releases
Descriptive Flexfield
User-customizable field
Charge
Account description defaults from the charge
account entered in the Charge Account field of
the Accounting tab - More tab in the Contract
Commitments window
Budget
Account description defaults from the budget
account entered in the Budget Account field of
the Accounting tab - More tab in the Contract
Commitments window
Payment Schedule
Opens Contract Commitments, Forecast tab
window for selected contract commitment
account; enabled only if a charge account with
a value exists
The table below describes the Contract Commitments window Accounting and Projects
tabs.
Maintain Contract Commitment Procedures 17-25
Contract Commitments Window Description, Accounting and Projects Tabs
Field Name
Description
Project
Project identifier. If commitment type is
Release, project details of the cover contract
commitment are populated for display only.
Task
Task number related to selected project;
enabled only if Project field entered
Type
Expenditure type for selected project; enabled
only if Project field entered
Org
Expenditure organization; enabled only if
Project field entered
Date
Expenditure date; enabled only if Project field
entered
The table below describes the Contract Commitments window, Accounting and More
tabs.
Contract Commitments Window Description, Accounting and More Tabs
Field Name
Description
Charge Account
charge account accounting flexfield
Budget Account
budget account accounting flexfield; enabled
only if budgetary control enabled
Taxable
if selected, indicates if account is taxable; tax
default rules apply
Tax Name
tax name; tax default rules apply
17-26 Oracle Public Sector Financials (International) User Guide
Entering and Viewing Payment Forecast Information Procedure
To enter and view payment forecast information:
1.
To navigate to the Forecast tab, in the Accounting tab of the Contract Commitments
window, click Payment Schedule.
2.
Enter data in each field of the Forecast tab as described in the Contract
Commitments Window Description, Forecast Tab table, page 17-28.
3.
To view forecast information summarized by fiscal year, select the Summary tab.
4.
To view a list of invoices relating to the selected payment forecast line, click
Invoices Drilldown.
Note: The Invoices Drilldown button is disabled when a new
contract commitment is entered or if the amount in the Billed
Amount field is less than zero.
5.
To drill-down and review individual invoices in more detail, click View Invoice.
For information on the Invoices window, see Invoices Window Reference, Oracle
Payables User Guide.
Maintain Contract Commitment Procedures 17-27
Contract Commitments Window Description
The table below describes the Contract Commitments window Forecast tab.
TheContract Commitments Window Description, Summary Tab table, page 17-29
describes the Summary tab.
Contract Commitments Window Description, Forecast Tab
Field Name
Description
Line
system-generated payment forecast number
Note: Each account line has a separate set of
payment forecasts.
Cover Line
field enabled only if commitment type is
Release; cover line number against which
release is selected
Date
if standard budgetary control is enabled,
indicates date for reserving funds on the
appropriate standard budget. Default is
system date. If commitment type is Release,
date is display only and is the same as the
cover commitment payment forecast date.
Entered Amount
payment forecast value in the entered
currency. Sum of all payment forecasts must
be equal to the entered amount of the account
information plus the withheld amount, if
applicable.
Unencumbered Amount
Unencumbered amount is the computed
functional amount minus encumbered
amount. Computed amount is the entered
amount in functional currency.
Billed Amount
amount invoiced against payment forecast
Available Amount
cover contract commitment payment forecasts
minus all releases against cover payment
forecasts, excluding cancelled and completed
release functional amounts
Descriptive Flexfield
user-customizable field
17-28 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Close
closes Forecast window and returns to the
account line where Payment Schedule clicked
Contract Commitments Window Description, Summary Tab
Field Name
Description
Fiscal Year
current fiscal year defined; includes the
different years defined in the Forecast tab
Entered Amount
sum of all entered amounts in fiscal year;
payment forecast value in the entered
currency. Sum of all payment forecasts must
be equal to the entered amount of the account
information.
Unencumbered Amount
unencumbered amount in functional currency
Billed Amount
sum of invoice paid in fiscal year; amount
based on Account Payables matching
Close
closes Forecast window and returns to the
account line where the Payment Schedule
button clicked
Maintain Contract Commitment Procedures 17-29
Execute Budgetary Control Procedure
To execute budgetary control:
1.
In the Contract Commitments window, click Encumbrance.
2.
To run a funds check only, click OK.
3.
To run a funds check and to reserve funds, select the Reservation radio button.
4.
If dual budgetary control is enabled, in the Accounting Date field, enter the
accounting date.
5.
Optionally, in the Notes field, enter comments.
6.
Click OK.
A message appears stating whether the transaction passed or failed funds check.
The status Encumbered appears in the Approval Status field of the Contract
Commitments window, General tab.
7.
To view the results, from the Tools menu, select View Results.
8.
Select a transaction line to review transaction detail.
Results appear in the Result field.
9.
To print results, click one of the following:
•
Print All
•
Print Errors and Warnings
17-30 Oracle Public Sector Financials (International) User Guide
A window appears with the concurrent request identifier.
10. Click Done.
Encumbrance Window Description
Encumbrance Window Description
Field Name
Description
Checking
Default; always selected; indicates funds
checking process to be executed
Reservation
Indicates funds reservation process to be
executed
Accounting Date
Date for encumbering funds on appropriate
commitment budget; validated against start
and end dates; required if dual budgetary
control enabled; defaults to system date
Notes
User comments
View Results Window Description
View Results Window Description
Field Name
Description
Budget Type
Budget type; includes Standard or
Commitment
Period
Posting period
Account
Accounting flexfield
Encumbrance Type
Encumbrance type
Amount
Transaction amount
Maintain Contract Commitment Procedures 17-31
Field Name
Description
Status
Transaction status
Budget Name
Detail Level Budget Name; Field Does Not
Appear If Budgetary Control Not Enabled
Project Level
When selected, indicates funds check or
reservation error originated in oracle projects
Result
Selected transaction line result
[text box]
Displays account description
Approving a Contract Commitment Procedure
To approve a contract commitment:
1.
In the Contract Commitments window, click Approve.
2.
Enter data in each field of the Approval pop-up window as described in the
Approval Window Description table, page 17-33.
3.
Click OK.
Workflow determines if the preparer has the authority to approve the contract
commitment. If the preparer does not have the authority, the contract commitment
is routed through the approval hierarchy.
The new approval status appears in the Approval Status field of the Contract
Commitments window, General tab.
17-32 Oracle Public Sector Financials (International) User Guide
Approval Window Description
Approval Window Description
Field Name
Description
Accounting Date
Date used for encumbering funds on the
appropriate commitment budget; required if
dual budgetary control enabled; validated
against start and end dates for all contract
commitments; not enabled for releases;
defaults to system date
Notes
User comments
Approving Contract Commitment Workflow Procedure
To approve a contract commitment, perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Worklist window as
follows:
Workflow - Worklist
2.
In the Subject column, double-click on a notification link.
3.
To approve the contract commitment, click Approve.
4.
To reject the contract commitment, click Reject.
Note: If the preparer does not have the authority to approve the
document, it is forwarded to the owner for approval. If the owner
does not have the required authority, the document is sent to the
next person in the position hierarchy specified on the Contract
Commitment Assignments window. If there is more than one
person assigned to the next position in the hierarchy, the document
is sent to the person in alphabetical order. These steps are repeated
until the document reaches an approver with suitable authority.
Transitioning a Contract Commitment Procedure
To adjust the state of a contract commitment, perform the following steps.
Maintain Contract Commitment Procedures 17-33
1.
In the Contract Commitments window, click Transition.
2.
In the States region, select the appropriate radio button.
3.
In the Notes field, enter comments.
4.
Click OK.
The new state appears in the State field of the Contract Commitments window,
General tab.
Transition Window Description
Transition Window Description
Field Name
Description
Cancel
Cancels contract commitment
Confirm
Confirms contract commitment
Complete
Completes contract commitment
Notes
user comments
Changing a Contract Commitment's Control Status Procedure
To change a contract commitment's control status, perform the following steps.
1.
From the Tools menu in the Contract Commitments window, select Commitment
Actions.
Note: The Control pop-up window is enabled only if the contract
commitment state is Confirmed and the approval status is
Approved.
2.
In the Statuses region, select the appropriate radio button.
3.
In the Notes region, enter comments.
4.
Click OK.
The new status appears in the Control Status field of the Contract Commitments
17-34 Oracle Public Sector Financials (International) User Guide
window, General tab.
Control Window Description
Control Window Description
Field Name
Description
Open
Opens contract commitment
Close
Closes contract commitment
On Hold
Puts contract commitment on hold
Release On Hold
Puts release on hold. If selected, Approval
Status must be set to Requires Re-approval.
When hold status is released, control status
changes to Opened.
Notes
User comments
Maintain Contract Commitment Procedures 17-35
Creating a Contract Commitment from a Template
To create a contract commitment from a template, perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Contract Commitment
Summary window as follows:
Contract Commitments - Summary
2.
Select the operating unit.
3.
In the Type field, select Template from the list of values.
4.
To find all templates, click Find.
5.
To find a specific template, enter data as described in the Find Contract
Commitments Window Description table, page 17-37.
6.
In the Contract Commitment Summary window, select a template to copy and click
Copy-To.
7.
Enter data as described in the Copy Contract Commitment Window Description
table, page 17-39.
17-36 Oracle Public Sector Financials (International) User Guide
8.
Click OK.
Find Contract Commitment Window Description
The following table describes the Header region and Date Ranges tab in the Find
Contract Commitment window.
Find Contract Commitment Window Description, Header Region and Date Ranges Tab
Field Name
Description
Operating Unit
Contract commitment operating unit
Number
Contract commitment number
State
Contract commitment state
Supplier
Contract commitment supplier
Bill-to
Contract commitment bill-to location
Type
Contract commitment type
Currency
Contract commitment currency
Site
Contract commitment site
Preparer
Contract commitment preparer
Owner
Contract commitment owner
Start
Contract commitment start range
End
Contract commitment end range
The table below describes the Status tab in the Find Contract Commitment window.
Maintain Contract Commitment Procedures 17-37
Find Contract Commitment Window Description, Status Tab
Field Name
Description
Approval
Contract commitment approval status
Control
Contract commitment control status
The table below describes the Accounting tab in the Find Contract Commitment
window.
Find Contract Commitment Window Description, Accounting Tab
Field Name
Description
Period
General Ledger period range
Payment Forecast Date
Payment forecast date range
Accounting Date
Accounting date
Charge Account
Charge account
Budget Account
Budget account
The table below describes the Project tab and Footer region in the Find Contract
Commitment window.
Find Contract Commitment Window Description, Project Tab and Footer Region
Field Name
Description
Project
Project identifier
Task
Task
Type
Expenditure type
Organization
Project organization
17-38 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Date
Project dates
Copy Contract Commitment Window Description
Copy Contract Commitment Window Description
Field Name
Description
Selected Contract
Selected contract commitment to be copied
New Contract
Enabled only if numbering type is manual;
unique contract commitment name or number
New Contract Type
Contract commitment type
Note: Guarantee commitments can only be
copied to a standard commitment type.
Maintain Contract Commitment Procedures 17-39
Summarizing and Modifying a Contract Commitment Procedure
To summarize and modify a contract commitment:
1.
Navigate to the Find Contract Commitment window as follows:
Contract Commitments - Summary
2.
In the Operating Unit field, select the operating unit.
3.
In the Number field, select the contract from the list of values or enter the
appropriate criteria to find a contract commitment.
4.
Click Find.
5.
To view or modify the contract commitment, click Open.
If the access level of the user is Read-Only, the Contract Commitments window
appears in display only mode.
If the access level of the user is Modify, the Contract Commitments window is in
update mode.
6.
To enter a new contract commitment, click New in the Contract Commitment
Summary window.
7.
To copy a contract commitment, select the contract commitment and click Copy-To.
17-40 Oracle Public Sector Financials (International) User Guide
Contract Commitment Summary Window Description
Contract Commitment Summary Window Description
Field Name
Description
Operating Unit
Contract commitment operating unit
Number
Contract commitment number
Type
Contract commitment type; includes
Standard, Cover, Release, or Template
Description
Contract commitment description
State
Contract commitment state
Approval Status
Approval status
Control Status
Control status
Supplier
Supplier name
Bill-To Location
Bill-to location
Entered Amount
Entered amount
Owner Name
Owner's Name
Preparer Name
Preparer's name
Currency
Currency code for currency to be used in the
contract commitment
Conversion Type
Exchange rate type
Conversion Date
Date currency conversion rate obtained
Conversion Rate
Conversion rate between the entered currency
and the functional currency
Maintain Contract Commitment Procedures 17-41
Field Name
Description
Type
Security type
Group Or User Name
Security group or user name
Level
Security level
New
Opens a new Contract Commitments window
Copy-To
Copies selected template or contract
commitment and opens Contract
Commitments window
Open
Opens the Contract Commitments window for
selected contract
Viewing Contract Commitments History Summary Information Procedure
To view the history of a contract commitment:
1.
Navigate to the Contract Commitment History Summary window as follows:
Contract Commitments - History
2.
Optionally, enter an operating unit, a commitment type or contract commitment
number and click Find.
If all fields are left blank, the search results display all versions of all contract
commitments.
Note: The Version field is disabled until a contract commitment
number is entered.
Note: The contract commitments are displayed in date order
starting with the latest version of the most recent contract
commitment.
3.
To view a detailed history of the contract commitment currently selected, click
Open.
For information on the Contract Commitments History window, see Contract
Commitments Window Description, General Tab, page 17-17.
17-42 Oracle Public Sector Financials (International) User Guide
Note: The Contract Commitments History window displays the
same information as the Contract Commitments Window, General
Tab with the exception that the Contract Commitments History
window is read-only and no updates can be made.
Maintain Contract Commitment Procedures 17-43
18
Internal Release Contract Commitment
Procedures
Definition
An internal release contract commitment is a release created against a cover contract
commitment that is created to serve an internal purpose. These internal release contract
commitments are created based on invoice data solely to allow the matching of invoices
through Oracle Payables.
Overview
Cover Contract Commitments
Cover contract commitments enable an organization to set aside funds at a consolidated
level. These cover contract commitments are not available for invoice matching and
therefore do not require a supplier. Cover contract commitments are consumed through
the creation of release contract commitments. Release contract commitments require a
supplier and are used in the invoice matching process.
Cover contract commitments can be created to represent a consolidated agreement with
a third party or to support an internal decision to set aside funds for a special purpose,
such as expenditure category. The supplier is provided when a contract commitment is
created for consolidated third party agreements. No supplier is known for those cover
contract commitments created for internal purposes and therefore, the supplier is not
provided. Cover contract commitments used for internal purposes are identified as
cover contract commitments without a supplier.
Internal Release Contract Commitments
Internal release contract commitments are released against cover contract commitments
created to serve an internal purpose. To create an internal release contract commitment,
Internal Release Contract Commitment Procedures 18-1
the cover commitment must be in a confirmed state and approved. When the internal
contract commitment release is created, the supplier is based on invoice data and the
appropriate cover contract commitment is selected based on the internal purpose that it
serves. The result is an internal release contract commitment that is available for invoice
matching in Payables.
The Internal Contract Commitment Releases window can be directly accessed from the
Payables Invoice Workbench by clicking the Zoom button on the toolbar.
The numbering method for internal releases created in the Internal Contract
Commitment Releases window is always automatic even if the manual numbering
method is selected in the Contract Commitment Options window. The number is
unique within the operating unit.
The Contract Commitment Complete Cover Commitment Program is a concurrent
request that completes all internal release contract commitments for a given cover
contract commitment. An exception report is generated to list all internal releases that
do not complete.
For information on the Internal Contract Commitment Matching Process, see Contract
Commitment Process, page 14-1.
For information on entering invoices in the Invoice Workbench, see Entering Basic
Invoices in the Invoice Workbench, Oracle Payables User Guide.
For information on the Contract Commitment Complete Cover Commitment Program,
see Generating the Contract Commitment Complete Cover Commitment Program
Procedure, page 19-11.
Creating an Internal Contract Commitment Release
To create an internal release contract commitment, perform the following steps.
1.
In Payables, navigate to the Invoices window as follows:
Invoices - Entry - Invoices
2.
Select the operating unit.
3.
Enter an invoice or query appropriate data.
4.
On the toolbar, click the Zoom button.
The Internal Contract Commitment Releases window appears.
5.
Enter data in the Internal Contract Commitment Releases window as described in
the Internal Contract Commitment Releases Window Description table, page 18-3.
6.
Click OK.
A popup window appears, and the release number is displayed in the Release
18-2 Oracle Public Sector Financials (International) User Guide
Commitment Number field of the Internal Contract Commitment Releases window.
Internal Contract Commitment Releases Window Description
Internal Contract Commitment Releases Window Description
Field Name
Description
Operating Unit
Operating unit
Supplier
Supplier name
Invoice Number
Invoice number
Cover Commitment Number
Cover contract commitment number. Cover
contract commitments in list of values must be
Approved, Confirmed, have no supplier, and
have one account line and one payment
forecast.
OK
Validates that there is sufficient Available
Amount on the cover contract commitment;
creates a release number and a release
Note: Data in the Internal Contract
Commitment Releases window is cleared.
Cancel
Closes window without saving; no release
created
Internal Release Contract Commitment Procedures 18-3
19
Contract Commitment Report Procedures
Definition
The Contract Commitment reports and processes enable users to manage Contract
Commitment revaluations, year-end adjustments and payment forecast transfers.
Overview
Internal Release Contract Commitments
The Internal Release Contract Commitment Completion Process is a concurrent request
that completes all internal release contract commitments for a given cover contract
commitment. An exception report is generated to list all internal releases that do not
complete.
Revaluing Contract Commitments
Currency rate fluctuations and the impact of these fluctuations on current and future
budgets require functional currency revaluation of contract commitments. Contract
commitments must be revalued where there is a change in the exchange rate.
The Contract Commitment Revalue process supports commitment encumbrance
accounting and standard encumbrance accounting.
Contract Commitment Revaluation Process
Revaluation compares the current payment forecast for the functional currency with the
revalued payment forecast for the functional currency and calculates the variance. The
variance is the revalued functional currency minus the original functional currency
amount for the contract commitment.
The table below describes the variance types and explains the results for each variance.
Contract Commitment Report Procedures 19-1
Variance Description and Results
Variance Type
Description
Results
Positive
Revalued payment forecast
functional amount is greater
than the current payment
forecast functional amount.
An additional encumbrance
results from the payment
forecast revaluation. The
encumbrance adjustment
results in a decrease to the
standard budget funds
available for the year.
Negative
Revalued payment forecast
functional amount is less than
the current payment forecast
functional amount.
An encumbrance liquidation
adjustment results from the
payment forecast revaluation.
The encumbrance liquidation
adjustment results in an
increase to the standard
budget funds available for
that year.
A general rule is that if the rate date is greater than the payment forecast date, the rate
date overrides the payment forecast date and updates the payment forecast date.
After revaluation, the total commitment must be equal to the total of all related
payment forecast amounts. Since revaluation processes encumbrances only, not actuals,
the following processing occurs depending on the contract commitment type:
•
Provisional Contract Commitments
In the case of provisional contract commitments, the account line functional
amounts are always considered encumbrances for commitment encumbrance
accounting. Because there are no actuals, the account line functional amounts are
revalued along with the related payment forecast functional amounts.
•
Confirmed Contract Commitments
In the case of confirmed contract commitments, the account line functional amounts
are considered actuals for commitment encumbrance accounting and are not
revalued. With confirmed contract commitments, revaluation processes the related
payment forecasts unbilled amounts for the standard budget. The unbilled amount
is the payment forecast amount minus any invoices applied against it. The
adjustment needed for the payment forecast after revaluation is either an additional
encumbrance or a liquidation for standard encumbrance accounting. To keep the
payment forecast functional amounts reconciled with the related account line
functional amount, there is an adjustment to the account line functional amount.
This adjustment is reflected as an additional encumbrance or liquidation for
19-2 Oracle Public Sector Financials (International) User Guide
standard encumbrance accounting.
Contract Commitment Encumbrance Accounting Options
The tables below describe the encumbrance accounting options for revaluation. Users
can select an option from each set.
Contract Commitment Encumbrance Accounting Options, Set 1
Encumbrance Status
Description
No Encumbrance Accounting
Contract Commitment revaluation is
irrelevant and therefore not available.
Standard Encumbrance Accounting Only
Only the payment forecast revaluation can
result in encumbrance activity. The account
lines are only revalued to remain consistent
with their respective payment forecast lines.
No encumbrances are created for the
commitment budget.
Standard and Commitment Encumbrance
Accounting
The revaluation of account lines can result in
commitment encumbrance accounting
transactions and their related payment
forecast lines can result in standard
encumbrance accounting transactions.
Contract Commitment Encumbrance Accounting Options, Set 2
Encumbrance Status
Description
Encumbering Confirmed Contract Commitments Only
The revaluation process varies by contract commitment
state. Provisional contract commitments are revalued
without encumbrance transactions, and confirmed
contract commitments are revalued with encumbrance
transactions.
Encumbering Provisional and Confirmed Contract
Commitments
Provisional and confirmed contract commitments are
revalued with encumbrance transactions.
Date validation rules for Contract Commitment revaluation are as follows:
•
Rate date is used for the accounting date.
Contract Commitment Report Procedures 19-3
•
Payment forecast dates earlier than the rate date are changed to the rate date.
•
If payment forecast dates are greater than the date of revaluation, then the dates are
left unchanged.
Correct Revaluation Variances Resulting from Invoice Adjustments
The Contract Commitment Revalue process identifies contract commitments with an
invalid functional amount and places them on the exception list. These contract
commitments are not revalued.
Invalid functional amounts occur when invoice matching information is modified after
contract commitment revaluation is performed on a related contract commitment
because Oracle Payables uses the old exchange rate before revaluation when making
these adjustments. Because encumbrance amounts are adjusted using an exchange rate
different than the revalued one, the contract commitment encumbrance amount is
incorrect, as it consists of amounts with two different exchange rates. Incorrect
encumbrance amounts result in misstated funds available amounts.
The Correct Revaluation Variances process corrects the invalid functional amount. It
can be run only for a single contract commitment.
Year-End Process
At the end of the fiscal year, the Contract Commitment Year-End Process adjusts the
contract commitment payment forecasts to make them equal to the invoiced amount
against the standard budget account concerned. The unbilled payment forecasts must
be available in the next year. If the unbilled payment forecasts and related
encumbrances are not taken to the next year, it will not be possible to spend the whole
contract commitment amount since payments are checked against payment forecasts.
Payment forecasts in the new fiscal year are available for matching by running the
Year-End process.
In Contract Commitment, the balance must be carried forward to the next year on a
transactional level. This means that the total balance carried forward is made up of
various adjustments relating to various confirmed contract commitments. The budgets
and funds available are not transferred to the next year.
Process Overview
The Contract Commitment Year-End Process is a concurrent process. Each contract
commitment must be processed. Users can preview the year-end process by running it
in preliminary mode, but the process does not make adjustments until it is run in final
mode. A contract commitment that fails year-end processing appears on an exception
list. After a contract commitment is processed for year-end, a line is added to the action
history and the version number is increased by one. The action type is Year-End.
19-4 Oracle Public Sector Financials (International) User Guide
Encumbrance Accounting
If encumbrance accounting is enabled, the standard encumbrances must be liquidated
in the current fiscal year and re-encumbered in the next fiscal year. To trace the transfer
of each individual contract commitment, the existing payment forecast date is adjusted
to the first date within the new fiscal year. For example, if January 1 is the first day in
the fiscal year, all dates of the processed payment forecasts are adjusted to this date.
This date is used to encumber funds in the new fiscal year.
The liquidation of encumbrances made in the old fiscal year uses the last date of the last
standard period, excluding any correction periods. All payment forecasts of the old year
are processed for year-end, even if the year-end process puts the available funds into a
deficit.
Matching Invoices
The adjusted payment forecasts and the existing payment forecasts for the new fiscal
year must be available for matching because it is not possible to match invoices related
to the old fiscal year.
Contract Commitment Year-End Processing Exception List
If a contract commitment fails the year-end processing, it must be placed on an
exception list. The exception list is a standard report generated after the completion of
the year-end process. All exceptions must be corrected before running the year-end
process in final mode.
The table below describes causes and effects of year-end processing failure.
Cause and Effect of Year-End Processing Failure
Cause
Effect
Year-end processed contract commitment periods are
not closed except for the last period if the process is run
in final mode.
stops process in preliminary and final mode
Future contract commitment periods do not exist.
stops process in preliminary and final mode
First contract commitment period in new fiscal year is
not open.
stops process in preliminary and final mode
First General Ledger period in new fiscal year does not
have Open or Future Entry status.
stops process in preliminary and final mode
Contract Commitment Report Procedures 19-5
Cause
Effect
Accounting date does not fall in open contract
commitment period.
stops process in preliminary and final mode
All contract commitment types and contract
commitment statuses are Provisional, In Process.
continues process in preliminary mode; stops process in
final mode
All contract commitment types and contract
commitment statuses are Cancelled, In Process.
continues process in preliminary mode; stops process in
final mode
All contract commitment types and contract
commitment statuses are Confirmed, In Process.
continues process in preliminary mode; stops process in
final mode
All contract commitment types and contract
commitment statuses are Completed, In Process.
continues process in preliminary mode; stops process in
final mode
Cover-rejected releases are rejected.
continues process in preliminary mode; stops process in
final mode
Release rejected, Cover and Releases are rejected.
continues process in preliminary mode; stops process in
final mode
Overbilled amount.
continues process in preliminary mode; stops process in
final mode
Provisional Contract Commitment Year-End Process
When provisional contract commitments are encumbered, the year-end process
liquidates the commitment encumbrance amounts in the current fiscal year and
re-encumbers them in the next fiscal year.
Cover Commitment and Cover Commitment Releases Year-End Process
The Contract Commitment Year-End Process steps for a cover commitment and cover
commitment releases are as follows:
1.
The cover commitment is adjusted.
The amount to be rolled forward on the cover commitment is the total payment
forecast minus the total of all actuals against releases, also referred to as matched
invoices, for the same cover contract commitment account information in that year.
The total available payment forecast of the cover commitment, which is the unbilled
payment forecast, in future years must be kept equal.
19-6 Oracle Public Sector Financials (International) User Guide
2.
The related release lines or payment forecast lines are processed, which means that
the payment forecast date is adjusted.
If the release fails, the cover and all related releases fail.
Year-end processing of provisional releases with regard to the commitment budget
component is irrelevant since the total release amount must fit in the total cover
contract commitment amount. The available amount on the cover contract
commitment remains the same unless an increase or decrease adjustment is made
on the cover contract commitment. Therefore, the cover contract commitment
amount used for releases is independent of any budget period. The only change
made to the release contract commitment is adjusting the payment forecast date to
the first date of the fiscal year.
Insufficient Available Budget Processing
If funds in the commitment or standard budget are insufficient in the next year for the
transfer of the budget reservation of a contract commitment and budgetary control is
enabled, the contract commitment is still processed for the end of the fiscal year,
regardless of the severity level. Although the contract commitment is processed for the
year-end, the funds available can be put into a deficit. Users must manually adjust the
contract commitments to increase the funds available.
Year-End Processing Date Validations
Year-end processing date validations for provisional contract commitments are as
follows:
1.
Account line amounts are liquidated in the current fiscal year using the last day of
the current fiscal year as the accounting date. These account lines are
re-encumbered in the new fiscal year using the first day of the new fiscal year as the
accounting date.
2.
Payment forecast amounts with a current year fiscal date are liquidated in the
current fiscal year using the last day of the current fiscal year as the payment
forecast date. These payment forecast line amounts are re-encumbered in the new
fiscal year using the first day of the new fiscal year as the payment forecast date.
The Contract Commitment payment forecast date after the year-end process is
complete reflects the first date of the new fiscal year.
Year-end processing date validations for provisional contract commitments are as
follows:
1.
If the unbilled amount in a payment forecast line is 0, then there is no liquidation in
the current year or subsequent re-encumbrance in the new fiscal year, and the
payment forecast date is left unchanged.
2.
If the unbilled amount in a payment forecast line is greater than 0, then the
Contract Commitment Report Procedures 19-7
payment forecast date for the current year liquidation is the last day of the fiscal
year, and the payment forecast date used for the subsequent re-encumbrance in the
new fiscal year is the first day of the fiscal year. The Contract Commitment
payment forecast date after the year-end process is complete reflects the first date of
the new fiscal year.
Mass Payment Forecast Shift Process
The Contract Commitment Mass Payment Forecast Shift Process automates the transfer
of outstanding encumbrances from one payment forecast to another payment forecast
within a certain contract. The Contract Commitment Mass Payment Forecast Shift
Process enables users to perform these shifts for a range of contracts in a mass update
mode by entering the necessary parameters.
Parameters
The table below describes the parameters for the Contract Commitment Mass Payment
Forecast Shift Process.
Contract Commitment Mass Payment Forecast Shift Process Parameters
Parameter
Type
Description
Validation
Phase
required
can be run in
preliminary or final
mode to identify
contracts to be
processed. Payment
forecast shift
performed in final
mode.
Values include
Preliminary or Final.
Owner
optional
Contract
Commitments that
have an owner equal
to the entered owner
are processed. If no
owner is provided,
there is no validation
on the owner.
all possible userids
that have an
employee name
19-8 Oracle Public Sector Financials (International) User Guide
Parameter
Type
Description
Validation
Select Date Range
required
date range of lines to
be included in
automated mass
payment forecast shift
1. End date must be
later or equal to the
begin date of the date
range.
2. The entered range
is limited to only one
fiscal year. Only
payment forecasts
within the same fiscal
year can be selected.
Transfer Date
required
new payment forecast
date for the processed
lines if this date is
greater than the old
payment forecast
date. Liquidation of
encumbrances occurs
on this date, which is
the General Ledger
date.
1. If budgetary
control is enabled, the
General Ledger
period must be open
or have a status of
Future Entry.
2. If the transfer date
is earlier than the old
payment forecast
date, the old date is
used.
3. Transfer date must
fall in the same fiscal
year as the date
range; the fiscal year
is based on the old
payment forecast
date.
4. Transfer date
overwrites the old
payment forecast date
in case the old
payment forecast date
is earlier than the
transfer date.
Contract Commitment Report Procedures 19-9
Parameter
Type
Description
Validation
Target Date
required
identifies what the
target payment
forecast is to be. This
is the first line with
the closest payment
forecast dated after
the target date. If two
lines have the same
date, the target date is
the line with the
smallest line number.
must be later or equal
to the transfer date;
must be later than the
last date of the date
range
Functional Threshold
Amount
required
amount, expressed in
functional currency,
that identifies the
maximum payment
forecast sum to be
processed; threshold
amount validated at
the contract
commitment level. If
the payment forecast
sum of a contract
commitment is
beyond this amount,
the contract
commitment cannot
be processed.
Validation based on
the following
calculation:
(entered amount billed amount) x
exchange rate on
contract commitment
Validation Rules
The following validation rules apply to the Contract Commitment Mass Payment
Forecast Shift Process:
•
Only standard contract commitments that are confirmed can be processed.
•
If encumbrance accounting is enabled, the contract commitment must be fully
encumbered.
•
Funds check is not performed, but the necessary encumbrances are created in final
mode.
•
If one of the payment forecast lines fails a validation, no payment forecast lines for
the complete contract can be processed.
19-10 Oracle Public Sector Financials (International) User Guide
•
There is no validation on matched invoices.
•
Only positive amounts can be shifted. If an overbill exists, the payment forecast is
excluded from the shift.
•
The complete outstanding encumbrance is processed so that the entered amount of
a payment forecast is made equal to the billed amount.
•
The payment forecast sum of a certain account line must be within the specified
range to be within the amount threshold.
•
Action history is updated with the action type Adjust.
•
An exception report displays all contracts that fail and the reason for the failure.
•
No new lines are created in the target payment forecast. The line that receives the
additional amount must exist before the process is run. The amount that is added
must be equal to the sum of all processed lines.
•
The payment forecast date of the receiving payment forecast must fall within an
Open or Future Contract Commitment period. If encumbrance accounting is
enabled, the payment forecast date must fall within an Open or Future Entry
General Ledger period.
•
The transfer date must fall within an Open or Future Contract Commitment period.
If encumbrance accounting is enabled, the transfer date must fall within an Open or
Future Entry General Ledger period.
•
Contract Commitment periods and General Ledger periods that are included in the
shift must be open.
Prerequisites
•
All General Ledger calendar periods for the fiscal year must be permanently closed.
See: Opening and Closing Accounting Periods, Oracle General Ledger User Guide.
•
Ensure that previously archived data is exported to an operating system file and
that the file is saved to a tape.
Running the Contract Commitment Complete Cover Commitment Program
To submit the Contract Commitment Complete Cover Commitment Program:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Contract Commitment Report Procedures 19-11
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Contract Commitment Complete Cover Commitment
Program.
4.
In the Operating Unit field, select the operating unit.
5.
In the Cover Commitment Number field, select a cover contract commitment from
the list of values.
6.
In the Complete Unmatched Releases select Yes or No from the list of values.
7.
In the Complete Cover field, select Yes or No from the list of values.
8.
To apply the parameters, click OK.
9.
To send the request to the concurrent manager, click Submit.
10. View the request in the concurrent manager as follows:
View - Requests
Note: The Contract Commitment Complete Cover Commitment
Program also generates the Contract Commitment Complete Cover
Commitment Exception Report.
Running the Contract Commitment Revalue Process Procedure
To run the Contract Commitment Revalue process:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Contract Commitment Revalue process from the list of
values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Process Phase field, select a process type from the list of values.
19-12 Oracle Public Sector Financials (International) User Guide
Note: Preliminary mode can be run multiple times to view contract
commitments that pass and fail validation. In Final mode, contract
commitments are revalued and the necessary encumbrances
created and posted as a result of revaluation.
6.
In the Currency field, select a currency code from the list of values.
7.
In the Rate Type field, select a rate type from the list of values.
Note: In the case of rate types other than User, the exchange rate is
stored in the exchange rate table.
8.
If the rate type is User, in the RATE field, enter an exchange rate.
9.
Optionally, in the CC Num field, enter a contract commitment number from the list
of values.
Note: If a contract commitment is entered in this field, the process
revalues the selected contract commitment only. If the field is left
blank, the process revalues all contract commitments that match the
selected criteria.
10. To apply the parameters, click OK.
11. To send the request to the concurrent manager, click Submit.
12. View the request in the concurrent manager as follows:
View - Requests
Running the Correct Revaluation Variances Process Procedure
To run the Correct Revaluation Variances process:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Correct Revaluation Variances from the list of values.
4.
In the Operating Unit field, select the operating unit.
Contract Commitment Report Procedures 19-13
5.
In the CC NUM field, enter a contract commitment number from the list of values.
6.
In the Revaluation Fix Date field, enter the date of the revaluation fix.
7.
To apply the parameters, click OK.
8.
To send the request to the concurrent manager, click Submit.
9.
To view the request, select the appropriate Request ID and click View Output.
Generating the Contract Commitment Revaluation Fix Exception Report
Procedure
To generate the Contract Commitment Revaluation Fix Exception Report:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Contract Commitment Revaluation Fix Exception Report
from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Process Phase field, enter the process phase from the list of values.
6.
In the Process Type field, enter the process type.
7.
In the Request Id field, enter the request identification number for the Correct
Revaluation Variances request.
8.
To apply the parameters, click OK.
9.
To send the request to the concurrent manager, click Submit.
10. View the request in the concurrent manager as follows:
View - Requests
Running the Year-End Process Procedure
To run the Contract Commitment Year-End Process:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
19-14 Oracle Public Sector Financials (International) User Guide
window as follows:
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Contract Commitment Year-End Process from the list of
values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Process Phase field, select a process type from the list of values.
Note: Preliminary mode can be run multiple times to view contract
commitments that pass and fail validation. In final mode,
encumbrances are created for contract commitments passing
validations.
6.
In the Year field, select the fiscal year from the list of values.
7.
To apply the parameters, click OK.
8.
To send the request to the concurrent manager, click Submit.
9.
View the request in the concurrent manager as follows:
View - Requests
Generating the Contract Commitment Mass Payment Forecast Shift
Process Procedure
To run the Contract Commitment Mass Payment Forecast Shift Process:
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select Single Request.
3.
In the Name field, select Contract Commitment Mass Payment Forecast Shift
Process from the list of values.
4.
In the Operating Unit field, select the operating unit.
5.
In the Process Phase field, select a process type from the list of values.
Contract Commitment Report Procedures 19-15
6.
Optionally, in the Owner field, select an owner from the list of values.
7.
In the Range Start Date field, enter a begin date for the range of lines to be included
in the mass payment forecast shift.
8.
In the Range End Date field, enter an end date for the range of lines to be included
in the mass payment forecast shift.
9.
In the Transfer Date field, enter a new payment forecast date for the processed lines
if this date is greater than the old payment forecast date.
10. In the Target Date field, enter the target payment forecast date.
11. In the Threshold Value field, enter the maximum payment forecast sum to be
processed.
12. To apply the parameters, click OK.
13. To send the request to the concurrent manager, click Submit.
14. View the request in the concurrent manager as follows:
View - Requests
19-16 Oracle Public Sector Financials (International) User Guide
20
Dossier Process
Definition
In the public sector, the budgeting process involves various levels of government that
determine the amount to be spent on goods and services and when the money is
available to spend. Dossier provides the accounting processes required to support this
budgeting process.
Overview
The public sector uses dossiers to allocate accrual and payment budget funds to a lower
level of detail. For example, a dossier could be raised to register parliament's decision to
allocate funds to be committed to the Ministry of Education for constructing new
schools. The Ministry of Education meets to determine a more specific use of the
commitment funds and additional dossiers are used to allocate the funds for more
specific purposes. Therefore, a dossier is either a balanced or unbalanced budget journal
transfer.
The dossiers follow strict numbering regulations and a hierarchical approval process
before the transfer of funds can be processed.
To meet the needs of the public sector requirements for dossier, a structure of dossier
types is required to enable a strict control system to be set up as shown in the table
below.
Dossier Types
Dossier Types
Description
Parent
Parent dossiers relate to the parliamentary
vote, that is the initial assignment of budget.
Dossier Process 20-1
Dossier Types
Description
Child
Child dossiers enable various required levels
of budget allocation to be created.
Complementary
Complementary dossiers enable additional
funds to be allocated to or funds to be
subtracted from the related dossier.
Retirement
Retirement dossiers allow end-of-year
reallocation of unused budget amounts,
enabling the amounts to be returned to parent
dossiers to be reassigned for next year.
Dossier acts as a control system on the budgets allocated through the standard budget
allocation within General Ledger, using predefined French public sector rules and
numbering. Dossier maintenance is the transfer of funds within the defined budget
structure.
Dossier Process Flow Diagram
The diagram below shows the dossier process flow, as described in the accompanying
text.
20-2 Oracle Public Sector Financials (International) User Guide
Dossier Processes
Set Up Approval Hierarchy
Users can set up a hierarchical structure for the approval of dossier maintenance
transactions. Users can define a different hierarchy for each dossier type.
Within each hierarchical structure there must be at least one position defined as shown
in the following table.
Workflow Approval
Hierarchy 1
Director
Manager
Clerk
Each person in the hierarchy receives a notification requesting action to be taken
regarding the dossier transaction; for example, approve or reject the transaction. In the
Dossier Process 20-3
example, if the Clerk inputs the dossier transaction, the Manager receives the first
notification. If the dossier transaction is approved by the Manager, the Director receives
a notification to approve. If rejected, the transaction originator receives a workflow
notification.
Set Up General Ledger Budget
Users must set up a standard general ledger budget, a budget organization, and post
the initial budget journal in order to operate a set of dossiers.
The dossier system operates as a controlling mechanism for the transfer of general
ledger budget amounts within a specified range of accounts.
Defining a Budget
Defining and entering budgets are standard general ledger functions. An example of the
budget process is as follows:
•
Define a budget.
•
Enter the name; for example, Dossier - Ed.
•
Enter a description; for example, Dossier for the ministry of education.
•
Set the budget status to Open.
•
Set the required journals to Yes.
•
Enter the first and last budget periods.
Defining a Budget Organization
Budget organizations are defined as follows:
•
Enter the name of the organization.
•
Enter a description; for example, Dossier organization.
•
Enter the account range; for example, 1-0-6001-000 to 1-0-6010-010.
•
Enter the funding budget; for example, Dossier - Ed.
Entering a Budget Journal
•
Enter the budget organization; for example, Dossier Org.
•
Enter a budget; for example, Dossier - Ed.
•
Enter the accounting period; for example, Jan - 08.
20-4 Oracle Public Sector Financials (International) User Guide
•
Enter the budget worksheet account; for example, 1- 0-6001-000.
•
Enter a worksheet amount; for example, $40M.
For information on setting up and entering budgets, see Enter Budget Amounts
Window, Oracle General Ledger User Guide.
Set Up Dossier Numbering
Users must set up a numbering sequence for each dossier to be created. This number
prefixes a sequential count of all transactions entered against the individual dossier.
An example of dossier numbering is shown in the following table.
Dossier Numbering Example
Sequence
Description
Prefix
prefix to the number, for example, ME
Number
automatically generated sequential number,
for example, 1
Delimiter
delimits the number, for example, '-'
Fiscal year
4 digit number, for example, 2008
The example shown in Dossier Numbering table, page 20-5 creates the dossier number
ME1-2008. All transactions relating to that dossier are then sequentially numbered, for
example, ME1-2008-1, ME1-2008-2, and so on.
Set Up Dossier Types
The next stage is to define the dossier type. This process follows the standard
hierarchical structure where children can have children and so on. For each dossier type
in the structure, users must create a unique dossier numbering entry. The information
required to create a dossier is as follows:
•
dossier name
•
relationship
The type of dossier must be selected, for example, parent.
•
related dossier type
The related dossier must be defined for all except the parent dossier, for example,
Dossier Process 20-5
the name of the parent dossier.
•
numbering scheme
The defined numbering for the dossier must be selected.
•
approval hierarchy
The HR position hierarchy must be selected.
•
source information
Users can specify the budget organization, budget, and account code ranges used to
supply the source funding for the dossier.
•
destination information
Users can specify the budget organization, budget, and account code ranges used to
define the destination accounts for the dossier transfer of funds.
Maintain Dossiers
Maintaining dossiers is the process of creating budget transfers to allocate budget funds
to the appropriate accounts and years. The information required to create a dossier
transaction is as follows:
•
A dossier type must be selected.
•
A dossier name and description must be defined.
Users must define a unique reference and description for the maintenance
transaction, for example, School R-17 Reading.
•
A parent transaction number must be selected for child, complementary, and
retirement dossiers.
•
A transaction number must be allocated, for example, ME1-2008-6.
Note: The transaction number is automatically allocated.
Available source funds are displayed.
•
Amount to be allocated to the destination accounts is selected.
•
Funds must be checked and reserved.
•
Transaction must be sent for approval.
When approved, the budget funds are transferred to the selected budget accounts.
20-6 Oracle Public Sector Financials (International) User Guide
Dossier Relationships
Parent Dossier
Parent dossiers consist of sources and destinations set up by users. A parent dossier is
the top level of the dossier. The Dossier Types diagram, page 20-9 and the Dossier
Maintenance diagram, page 20-10, show examples of creating and maintaining a parent
dossier as follows:
•
set up the dossier type
•
first dossier transaction P/2008/001 moves 20 to cost center 100
The dossier type is set up as follows:
•
budget of 100 set up in January 2008 in account number 1-000-5000
•
destination cost center is 100
Child Dossier
A child dossier is related to a parent dossier. The source of the child dossier type must
be the destination of the parent dossier type. The destination is selected from the range
assigned to the child dossier type. The Dossier Types diagram, page 20-9 and the
Dossier Maintenance diagram, page 20-10 show examples of creating and maintaining
a child dossier as follows:
•
set up the dossier type
•
transaction moves 8 to cost center 110 by first selecting the associated parent
transaction and then moving the funds to cost center 110
The dossier type is set up as follows:
•
source range must be the same as parent's destination
•
destination cost center range is 100 to 199
Complementary Dossier
Complementary dossiers are created if additional funds need to be added to a dossier.
Complementary dossiers can be related to a parent or child dossier. Both sources and
destinations are automatically populated from the related dossier. The Dossier Types
diagram, page 20-9 and the Dossier Maintenance diagram, page 20-10 show
examples of creating and maintaining a complementary dossier as follows:
•
dossier setup
Dossier Process 20-7
•
dossier maintenance transaction, moving 10 to cost center 100 by first selecting the
associated parent transaction and then moving 10 from the funds
The dossier type is set up as follows:
•
this dossier is the transfer of additional budget funds added to the budget
•
destination range must be the same as the parent's destination
•
additional budget of 10 in January 2008 in account number 1-000-5000
Retirement Dossier
At the end of the year all unused destination funds are usually transferred back to the
sources using retirement dossiers. Retirement dossiers can be related to parent or child
dossiers. Related dossiers' destinations are populated as the source of the retirement
dossier and the source of the related dossier becomes the destination of the retirement
dossier. The Dossier Types diagram, page 20-9, and the Dossier Maintenance diagram,
page 20-10, show examples of creating and maintaining a retirement dossier as follows:
•
dossier maintenance transaction, retiring 2 by first selecting the associated parent
transaction and then moving 2 from the funds
The dossier type is set up as follows:
•
this dossier is the transfer of unallocated budget funds back to a central budget
•
source range must be the same as the parent's destination
•
destination range must be same as parent's source
•
final fund of 2 remains in January 2008 in account number 1-100-5000 and is
returned to the original account number 1-000-5000
•
when retiring a dossier, the entire source amount is transferred by default but users
can manually adjust the amount to be transferred. Funds can only be checked at
individual account level.
Dossier Type Setup and Maintenance Diagrams
The diagram below shows the dossier type setup for the parent, child, retirement, and
complementary dossiers.
20-8 Oracle Public Sector Financials (International) User Guide
Dossier Types Diagram
The diagram below shows an example of how dossiers are maintained.
Dossier Process 20-9
Dossier Maintenance Diagram
20-10 Oracle Public Sector Financials (International) User Guide
21
Dossier Procedures
Definition
Dossier controls the amount and timing of spending within an organization, which is
particularly important when budgets for large projects are maintained and used
separately. In addition, dossiers enable users to perform the following tasks:
•
create budgetary transfers
•
approve budgetary transfers
•
manage funds
For a given project, budget dossiers can either be payment category for managing funds
in a single fiscal year, or accrual category for projects covering several years. In both
categories, certain types of dossier fulfil specific budgetary needs. A project uses a
number of these dossier types in a set of relationships that define a hierarchy. The
dossier types are described in the table below.
Dossier Types
Dossier Type
Description
Parent
A single parent dossier is the source of all
other dossiers in the project.
Child
Any dossier that is below another in the
hierarchy is a child dossier. A child dossier
can only have one parent.
Dossier Procedures 21-1
Dossier Type
Description
Complementary
A complementary dossier adds funds to or
subtracts funds from an existing dossier, for
example, if a ministry assigns additional
funds after a parent dossier is created.
Retirement
A retirement dossier is created when a dossier
is canceled, for example, at the end of the
project. Also allows end-of-year reallocation of
unused budget amounts, enabling the
amounts to be returned to parent dossiers to
be reassigned for next year.
Overview
The procedures for using dossiers after they are set up as follows:
•
checking and reserving allotted funds in a dossier using the Dossier window
•
tracking the funds in a dossier and viewing the relationship between dossiers using
the Dossier Hierarchy Inquiry window
•
submitting a dossier for approval by an authorizer using the Dossier window
•
viewing all dossiers contained within a transaction using the Dossier History
window
•
approving changes to a dossier using the Worklist window
Transferring Funds in Dossiers
After setup, the budgets contained in a dossier can be modified using the Dossier
window.
Transferring funds between budgets is performed by selecting source and destination
budgets. For a given dossier, each funds transfer from source to destination budgets is
defined by a dossier transaction number.
After source and destination budgets are identified, the availability of funds can be
checked and, if they are available for use, funds can be reserved, depending on funds
check level.
For information on checking and reserving funds, see Checking and Reserving Funds
Procedure, page 21-4.
21-2 Oracle Public Sector Financials (International) User Guide
Dossier Approval Process
Before any financial changes to a dossier come into effect, the user seeks approval for
the change. The change request approval is automatically managed by Oracle
Workflow, which notifies an authorizer of dossiers that require approval. The
authorizer makes a decision on the change request and accepts or rejects the dossier.
A dossier or a dossier transaction has one of the following statuses depending on its
progress through the approval process; the statuses are as follows:
•
creating
•
in process
•
completed
•
rejected
Workflow sends users notifications if action is required or the dossier status changes.
The information in the Subject field and the notification message specifies the action or
status change.
For information on checking and reserving funds, see Checking and Reserving Funds
Procedure, page 21-4.
For information on accepting or rejecting dossiers, see Accepting or Rejecting Dossiers
Procedure, page 21-7.
Recommendations
It is recommended that an organization develops consistent naming conventions for
dossiers to aid financial management.
Prerequisites
•
Dossier setup must be completed.
During the dossier setup process, the source and destination budgets are defined
for dossiers, and each dossier is assigned a unique numbering scheme. Approved
authorizers are defined, that is, users are defined who are permitted to authorize
dossier changes.
The following must be set up in General Ledger:
•
ledger
•
budgets
•
budget organizations
Dossier Procedures 21-3
•
budget organization assignments
Related Topics
Setting Up Dossier Numbering Procedure, Oracle Public Sector Financials (International)
Implementation Guide
Setting Up Dossier Types Procedure, Oracle Public Sector Financials (International)
Implementation Guide
Overview of Budgeting, Oracle General Ledger User Guide
Defining Ledgers, Oracle General Ledger User Guide
Specify Site-Level and Application-Level Profile Options Procedure, Oracle Public Sector
Financials (International) Implementation Guide
Checking and Reserving Funds
This procedure enables Dossier transactions to be entered against dossier types. When
the transaction is entered, funds can be checked.
To check and reserve funds in a dossier:
1.
Navigate to the Dossier window as follows:
IGI Dossier, OPSFI - Dossier Maintenance
2.
Enter data in the Dossier window as described in the Dossier Window Description
table, page 21-5.
21-4 Oracle Public Sector Financials (International) User Guide
3.
To check if there are funds available for transfer between the selected budgets, click
Check Funds.
A message appears if sufficient funds exist.
4.
To provisionally transfer the funds, click Reserve Funds.
Note: Funds must be reserved by clicking Reserve Funds before
seeking approval through workflow.
5.
To confirm the funds reservation, click Yes.
6.
To confirm that the dossier is saved automatically, click Yes.
A message indicates if the provisional transfer is successful.
7.
To place the dossier in the workflow approval process, click Approve.
The dossier status changes to In Process.
A workflow notification is generated and sent to the user.
Note: The dossier type, transaction name, and transaction number
are included in the workflow notification to enable the approver to
easily identify the dossier.
Dossier Window
Dossier Window
Field Name
Description
Ledger Name
ledger name
Dossier Type
dossier type previously set up in Setup
Dossier Types window
Dossier Name
user defined unique dossier name
Parent Transaction Number
lists all transaction numbers entered for the
associated parent dossier type
Transaction Number
automatically assigned transaction number
Dossier Procedures 21-5
Field Name
Description
Updated Date
date when transaction was last updated
Status
status defaults to Creating; changes to In
Process when Approve clicked; during
approval process, indicates Complete if
changes accepted and Rejected if changes not
accepted
Amount Type
defaults to amount type previously set up in
Setup Dossier Types window
Description
user-defined dossier description
Descriptive Flexfield
field for user customization
Budget
budget name; only budget names assigned to
dossier type source in Setup Dossier Types
window displayed
Account
source account number as set up in Setup
Dossier Types window, Source region
Period Name
period name; displays month and year
Funds Available
amount displayed when value entered in Key
field; displays funds currently available in
selected account
New Balance
calculated as sum of funds available minus
sum of related Budget Amounts in
Destination region
Account Description
account description
Budget
budget name; only budget names assigned to
dossier type destination in Setup Dossier
Types window displayed
Account
destination account number; restricted to
those allocated in Setup Dossier Types
window, Destination region
21-6 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Period Name
period name; displays month and year
Budget Amount
budget amount; amount of source funds to be
allocated to destination budget; sum of budget
amounts cannot exceed source funds available
Funds Available
calculated when account number entered in
Key field; displays funds currently allocated
to Destination
New Balance
calculated when account number entered in
Key field; new balance calculated by adding
Budget Amount to available funds
Account Description
account description
View Results
displays funds check or reserve result; user
must check funds or reserve funds before
viewing results
Check Funds
checks whether funds are available for
transfer between the selected budgets
Reserve Funds
provisionally transfers funds
Approve
places dossier in workflow approval process
Accepting or Rejecting Dossiers
To validate dossiers:
1.
Navigate to the Worklist window as follows:
IGI Dossier, OPSFI - Workflow Monitor - Worklist
A new browser is launched displaying the worklist.
2.
Click on a Subject to display the Notification Details window.
3.
To accept the dossier, click Approved.
4.
To reject the dossier, click Rejected.
Dossier Procedures 21-7
5.
To reassign the dossier to another user, click Reassign.
If approved, the notification is sent to the next approver in the hierarchy. If rejected, the
dossier is canceled.
Reassigning Dossiers
This procedure enables authorizers to reassign dossiers.
To reassign dossiers:
1.
Navigate to the Worklist window as follows:
IGI Dossier, OPSFI - Workflow Monitor - Administrator Workflow Notifications
2.
Click on a Subject to display the Notification Details window.
3.
Click Reassign.
4.
In the Reassign To field, select the list icon.
5.
Enter search criteria in the Find field.
6.
Click Find.
7.
Click the relevant user's name.
8.
Select the Delegate Authority radio button to respond to this notification or the
Transfer Ownership radio button to transfer ownership.
9.
Enter comments if required.
10. Click OK.
The dossier is reassigned and the Worklist window appears.
21-8 Oracle Public Sector Financials (International) User Guide
Viewing Dossier History
To view the dossier transaction history, the relationship between dossiers, or the
dossier's source and destination budgets:
1.
Navigate to the Dossier History window as follows:
IGI Dossier, OPSFI - Dossier History
2.
Enter query mode as follows:
View - Query by Example - Enter
3.
Enter the ledger name, dossier name or description to be queried.
4.
Run the query as follows:
View - Query by Example - Run
The ledgers are displayed in the Ledger Name field.
Dossiers are displayed in the Dossier Name field and all related dossiers are
displayed in the Related Dossier fields.
Dossier transactions are displayed in the Transactions region. Source budgets are
displayed in the Source region. Destination budgets are displayed in the
Destination region.
Dossier Procedures 21-9
Dossier History Window
Dossier History Window
Field Name
Description
Ledger Name
ledger name
Dossier Name
dossier name
Description
dossier description
Related Dossier
related dossier name
Relationship
indicates relationship between dossier and
related dossier
Transaction Name
dossier transaction name
Description
dossier transaction description
Transaction Number
dossier transaction number; transactions
performed in dossier
Updated Date
date when dossier transaction last updated
Status
dossier transaction status; valid values:
Creating, In Process, Completed, or Rejected
Budget
source budget name
Key
source account number
Period Name
month and year
Funds Available
amount of funds currently available in source
account
New Balance
balance of source account, including new
debit
Budget
destination budget name
21-10 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Key
destination account number
Period Name
month and year
Budget Amount
budget amount; amount allocated in budget
for transaction
Funds Available
amount currently available for transaction
New Balance
balance of destination account including new
credit
Viewing Dossier Transaction Hierarchies
This procedure enables users to view dossier transaction hierarchies and all related
dossiers for a dossier transaction. The user can drill up or down to view details of any
related dossier.
To view dossier transaction hierarchies:
1.
Navigate to the Dossier Hierarchy Inquiry window as follows:
Dossier Procedures 21-11
IGI Dossier, OPSFI - Dossier Hierarchy Inquiry
2.
Select a ledger name and dossier type from the list of values.
3.
Optionally, select a transaction number from the list of values.
4.
Click Find.
The Related Dossiers region is automatically populated.
5.
To view child dossier details relating to the parent dossier currently selected, click
Drill Down.
6.
To view the parent dossier relating to the child dossier currently selected, click Drill
Up.
7.
To view the selected dossier in more detail, click Detail.
Note: The Dossier window appears in read-only mode.
Dossier Hierarchy Inquiry Window
Dossier Hierarchy Inquiry Window
Field Name
Description
Ledger Name
ledger name
Dossier Type
dossier type previously set up in Setup
Dossier Types window
Transaction Number
dossier transaction number; transactions
performed in dossier
Find
finds dossier information relating to Dossier
Type and Transaction Number selected;
automatically populates Related Dossiers
region
Clear
erases data from fields
Dossier Type
dossier type previously set up in Setup
Dossier Types window
21-12 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Transaction Number
dossier transaction number; transactions
performed in dossier
Transaction Name
dossier transaction name
Drill Up
displays parent dossier of selected child
dossier; enabled only when parent dossier
exists for current child dossier
Drill Down
displays next level of related dossiers; enabled
only when child dossier exists for current
parent dossier
Detail
displays Dossier window
Dossier Procedures 21-13
22
Exchange Protocol Process
Definition
Exchange Protocol is the process of approving Oracle Receivables and Payables
subledger transactions. Transactions are first grouped by a client, Payables supplier, or
Receivables customer in documents called dialog units. The dialog units are then
batched into a transmission unit, which is passed through a hierarchy of authorizers
until the batch is approved.
Overview
The Exchange Protocol system is designed as a generic solution to be used by public
sector clients using Oracle Financials where a sophisticated batch approval system is
required. Exchange Protocol ensures that all subledger transactions within Payables and
Receivables are carefully approved before being accounted for within Financials.
Exchange Protocol requires that all subledger transactions are batched for approval. The
transactions are first grouped into predefined dialog units and then the dialog units are
batched into transmission units. The process is as follows:
•
Dialog unit types are created for an operating unit, which define the transactions to
be included for the specific type. For example, the type DU-A may contain only
Payables standard invoices, and type DU-B Payables credit notes.
•
Transmission unit types are defined for an operating unit specifying which dialog
unit types to include and the approval hierarchy to be used.
•
A numbering system per operating unit is defined for each type of dialog unit and
transmission unit. Public sector users require these documents to be sequentially
numbered.
•
Dialog units are created containing subledger transactions for an operating unit.
Exchange Protocol Process 22-1
•
The dialog units of each operating unit are included in transmission units and the
batch is sent for approval using Oracle Workflow.
The Exchange Protocol workflow defines the approval process as follows:
•
Create one or more position hierarchies for use in the approval cycle.
•
Additional information is required to enhance the basic hierarchy definition. The
user can create a profile for the hierarchy defining the following:
•
•
If the final approver in the hierarchy is only allowed acceptance status, for
example, the approver is not able to reject the documents.
•
If legal numbering of documents is required. Many public sector users require a
new legal number to be assigned to the batch when the documents are
approved.
At any stage in the approval cycle, the following actions can be taken by the
approver:
•
Approve the transmission unit
All dialog units are Approved and the whole transmission unit is sent to the
next authorizer in the hierarchy.
•
Finally approve dialog units
All dialog units are Finally Approved and the transmission unit status is
Complete.
•
Reject the transmission unit
All the dialog units are Rejected. The rejected dialog units are released from the
transmission unit and the transactions within the dialog units are released. The
transactions can be altered and are available for inclusion in another dialog
unit. The status of the dialog units is set to Rejected and the transmission unit is
set to Complete.
•
Partially reject
Some dialog units are Rejected and some dialog units are Approved. The
rejected dialog units are released from the transmission unit and the
transactions within these dialog units are released. The transactions can then be
altered and are available to be included in another dialog unit. The
transmission unit, now containing only the approved dialog units, is sent to the
next authorizer in the hierarchy.
Note: If a legal number is generated, then the dialog units
remain with transmission unit even if the dialog units are
22-2 Oracle Public Sector Financials (International) User Guide
rejected, else the dialog unit is released from the transmission
unit.
•
Partially place on hold
Some dialog units are placed On Hold and some dialog units are Approved.
The dialog units on hold are released from the transmission unit but the
transactions stay within the dialog units. The transactions can then be altered
and included in other dialog units. The transmission unit, now containing only
the approved dialog units, is sent to the next authorizer in the hierarchy.
•
Return the transmission unit
The whole transmission unit can be returned to the previous approver.
•
When the final person in the approval cycle approves or accepts a transmission
unit, the following happens:
•
The status of the transmission unit is set to Complete and the status of the
dialog units within it are set to Complete.
•
The transactions within approved dialog units are set to Approved or
Completed.
Note: Subledger transactions can be posted without approval in the
Exchange Protocol workflow. To do this, navigate to the Invoice Hold
and Release Names window and deselect the Allow Accounting option
for the Core Holds. This ensures that unless the Exchange Protocol hold
is released through the approval process the invoice cannot be
accounted and posted.
Exchange Protocol Process Flow Diagram
The diagram below shows the Exchange Protocol process flow, described in the
accompanying text.
Exchange Protocol Process 22-3
Exchange Protocol Process Flow Diagram
22-4 Oracle Public Sector Financials (International) User Guide
Exchange Protocol Processes
Define Hierarchies
The approval process using Oracle Workflow requires that a positional hierarchy is
created to define the document flow within the client's approvers. This work structure
defines jobs, positions within the jobs, and a hierarchy of positions. The employees are
assigned to positions and a user identity is assigned to an employee.
The user must set up at least one positional hierarchy to be used as an approval cycle.
However, if documents require different approval cycles, then many hierarchies can be
created. For example, a batch of Payables invoices may need to be approved by several
levels of accounts managers, but a Receivables invoice may only need approval from a
single manager.
If the Oracle Human Resources system is installed, then the work structure that forms
the basis for creating positional hierarchies can be activated using this system, if not, the
Oracle Purchasing setup workflow structures system can be used.
The work structure is set up as follows:
•
Job window
Users must set up jobs to be used, for example, authorizer, and manager.
•
Positions window
Positions are defined as positions within the jobs, for example, Authorizer - Clerk
and Authorizer - Supervisor are within the job Authorizer, Manager within the job
Manager.
•
Employees window
Employees are defined within the positions, for example, employees A and B are
Authorizer - Clerks, employees C and D are Authorizer - Supervisors, and
employees E and F are Managers.
•
Position Hierarchies
The diagram below defines an example of a position hierarchy used by the
approval process.
Exchange Protocol Process 22-5
Position Hierarchies
The following step is required to create the work structure:
•
Associate the employees with user identities, for example, create a logon user
identity of USERB and assign employee B to USERB.
For information on creating job descriptions within work structures, see Enterprise
Modeling, Oracle Human Resources Management Systems User's Guide.
For information on creating position descriptions within work structures, see Enterprise
Modeling, Oracle Human Resources Management Systems User's Guide.
For information on creating position hierarchies within work structures, see Enterprise
Modeling, Oracle Human Resources Management Systems User's Guide.
Define Profiles for Exchange Protocol
Workflow profiles must be defined for each positional hierarchy.
This process adds the following additional features to the approval cycle:
•
The French public sector users require that an additional legal number is associated
with each dialog unit number and transmission unit number when the final or
principal authorizer has approved the batch.
•
In France and other European countries, if payment of invoices is actioned by a
central treasury department, then the final approver, called an account officer in
France, can only accept the transmission unit for payment, and can not approve or
22-6 Oracle Public Sector Financials (International) User Guide
reject the batch.
The information required to create a workflow profile is as follows:
•
profile name; for example, EXP-1
•
position hierarchy; selected from a list of the position hierarchies created
•
optional final approver position. To be defined if the last approver can only accept
the transmission unit previously approved by a principal authorizer.
•
optional legal document position. In some countries it is necessary to assign an
additional reference number to the exchange protocol documents. This legal
number is assigned at a pre-specified stage in the approval cycle. For example, in
France, the legal number is assigned after the principal authorizer has approved the
batch and before the batch is passed to the account officer.
•
view hierarchy; allowing drill-down to view the selected hierarchy
For example, using the hierarchy department A, the entries would be:
•
profile name, EXP-1
•
hierarchy, department A
•
final approver, Manager
•
legal document, Authorizer - Supervisor
For information on the workflow hierarchy, see the Workflow Hierarchy diagram, page
22-11.
For information on defining position hierarchies, see Define Hierarchies, page 22-5.
Define Dialog Unit Types
The user must define which subledger transactions are to be grouped together
belonging to an operating unit for a client. This process is the creation of dialog unit
types. When the Exchange Protocol functionality is used all subledger transactions
require approval using this requirement, therefore all transactions must be included in
at least one dialog unit type.
Dialog unit types are defined as follows:
•
dialog unit type; a descriptive name
•
transaction type; one or many selected from a list of all available transactions
The table below shows an example of how the dialog units are created.
Exchange Protocol Process 22-7
Dialog Units
Dialog Unit Name
Transactions
DU-A
Payables invoices
DU-B
Payables invoices, credit notes, and debit notes
DU-C
Receivables invoices, credit notes, and debit notes
Define Transmission Unit Types
The user must define each type of transmission unit to be used in the system for an
operating unit. This process defines which dialog units are batched together for
approval.
Transmission unit types are defined as follows:
•
transmission unit type; a descriptive name, for example, Mandate-Batch
•
dialog unit type; one or many selected from a list of all available dialog unit types
•
profile hierarchy; the approval hierarchy to be used with this type of transmission
unit, selected from a list of available positional hierarchies
The table below shows an example of how transmission units are created.
Transmission Units
Transmission Unit Name
Dialog Units
Hierarchy
TU-A
DU-A, DU-B
Department A
TU-B
DU-C
Department B
Define Exchange Protocol Numbering
Users can set up a numbering sequence for each type of document of an operating unit.
This number prefixes and suffixes a sequential count of all dialog units and
transmission units created during the Exchange Protocol process for the financial year.
Document numbers within Exchange Protocol are defined as follows:
22-8 Oracle Public Sector Financials (International) User Guide
•
exchange protocol type
There are two types of exchange protocol type: dialog unit or transmission unit.
•
class
Actual; at creation and during approval by authorizers.
Legal; optional, to be allocated after approval by the specified approver.
•
document type
The document type is linked to the predefined transmission unit and dialog unit
types.
The information required for exchange protocol numbering is as follows:
•
prefix
The prefix precedes the sequential number; for example, Def.
•
suffix
The suffix describes the documents; for example, Mandate.
All of the available document types within the dialog unit and transmission unit
structures must have a unique numbering system applied for each financial year.
The table below shows an example of Exchange Protocol numbering.
Exchange Protocol Numbering Example
Exchange
Protocol
Type
Class
Document
Type
Prefix
Suffix
Year
Numbering
Created
Dialog Unit
Actual
DU-A
ActDef
2001
Legal
DU-A
MandateMan
date
Act1Mandate
2001
2001
Def1Mandate
2001
Dialog Unit
Actual
DU-C
Legal
DU-C
ActDef
Payback
2001
Payback
2001
Act1Payback2
001
Def1Payback2
001
Exchange Protocol Process 22-9
Exchange
Protocol
Type
Class
Document
Type
Prefix
Suffix
Year
Numbering
Created
Transmission
Unit
Actual
TU-A
ActDef
Mandate
2001
Legal
TU-A
Mandate
2001
Act1Mandate
2001
Def1Mandate
2001
Exchange Protocol Approval Process
Transaction Entry
All transactions are usually entered in the subledger. When the user approves the
subledger transaction, a document hold is automatically applied to the transaction. This
hold can only be released by the Exchange Protocol approval process. The transaction is
then paid in Payables or completed in Receivables.
The transaction entry process applies to both Payables and Receivables; for example,
invoices and credit notes. The following in an example of the transaction entry process:
1.
Enter a Payables standard invoice for a supplier.
2.
Approve the invoice.
3.
Apply an exchange protocol hold to the invoice.
The hold cannot be manually cleared, it must be cleared by Exchange Protocol
approval.
For information on transactions, see Enter Transactions, Oracle Receivables User's Guide.
For information on invoices, see Entering Invoice Batches in the Invoice Workbench,
Oracle Payables User's Guide.
Dialog Unit Creation
The first stage in the Exchange Protocol process is to create a dialog unit. A dialog unit
is a collection of transactions requiring exchange protocol approval, for example, all
standard Payables invoices for a supplier. The process is as follows:
1.
Select the document type to be created. This predefines which transactions are to be
included in the dialog unit.
2.
Select a supplier or customer. All available transactions are then included in the
dialog unit.
22-10 Oracle Public Sector Financials (International) User Guide
3.
Exclude individual transactions before creating the dialog unit if desirable.
4.
Assign an actual number to the dialog unit.
Transmission Unit Creation
The second stage in the Exchange Protocol process is to create a transmission unit. A
transmission unit is a collection of dialog units requiring exchange protocol approval.
For example, all dialog units containing the document type, Mandate. The process is as
follows:
•
Select the document to be created. This predefines which dialog units are to be
included in the transmission unit.
•
Exclude individual dialog units before creating the transmission unit if desirable.
•
Optionally, amend the positional hierarchy to be used in the approval cycle.
•
Assign the transmission unit an actual number and transmit for approval.
Exchange Protocol Approval
Transmission units are approved through a workflow process. The transmission unit
enters the workflow at the point where the transmission unit user exists in the
hierarchy. The next user in the hierarchy is sent a notification to approve or reject the
transmission unit.
If rejected, a notification is sent to the user who raised the transmission unit. If
approved, a notification is sent to the next position in the hierarchy, if there is more
than one user defined for the position then a user must be selected, until all users in the
hierarchy have approved the transmission unit.
The approval process using the workflow hierarchy, including the special features for
the French public sector, is shown in the diagram below.
Workflow Hierarchy
The Workflow Hierarchy diagram, page 22-11, assumes that the profile defines the
Manager as the legal document numbering position and that Account Officer is a final
approver. The following actions describe the process:
1.
The Authorizer - Clerk creates a transmission unit numbered Act16Mandate2001
and submits it for approval.
Exchange Protocol Process 22-11
2.
A notification to approve is sent to the Authorizer - Supervisor, who drills down to
the transmission unit to view the details and approve the dialog units.
From the Notification Details window, the approver can drill-down to the
individual documents within the list of dialog units in the transmission unit.
If an individual dialog unit is rejected, all transactions within that dialog unit are
released and made available for inclusion in a future dialog unit.
3.
The Authorizer - Manager receives a notification and also approves the
transmission unit, the additional legal number is now assigned to the transmission
unit and all the approved dialog units; for example, Def16Mandate2001.
4.
A notification is sent to the Account Officer. This stage is called the point of
acceptance. The Account Officer can only accept the transmission unit, complete the
process and return a completed notification to the Authorizer - Clerk.
This notification can contain instructions to the originator if the Account Officer
requires changes to be made. For example, if an incorrect account has been used on
a Payables invoice, the Account Officer can request issuance of a credit note and a
new debit note created to correct the account.
5.
When the exchange protocol process for the transmission unit is complete and all
dialog units within the transmission unit have been approved, the status of all the
transactions within the approved dialog units is set to Approved or Completed.
Year End Process
Exchange Protocol Numbering
New numbering schemes should be created for all dialog unit and transmission unit
types for the new financial year.
Dialog Unit Creation
The financial year is specified when a dialog unit is created. The dialog unit can only
include transactions for the specified year. This ensures that transactions in different
years are kept separate at the change of financial year.
Transmission Unit Creation
A transmission unit can only contain dialog units for the same financial year.
Approved Documents
When documents have successfully completed the approval process, the General
Ledger effective date is updated.
For documents in the current year, the General Ledger date is set to the current date.
22-12 Oracle Public Sector Financials (International) User Guide
For documents in a previous year, the date is set to 31 December in the current year
minus 1. For example, in a transmission unit dated 2002 which completes the approval
process on 20 January 2003, the transaction dates are set to 31 December 2002, assuming
that the accounting period is still open.
Exchange Protocol Process 22-13
23
Exchange Protocol Procedures
Definition
Exchange Protocol manages the circulation of accounting documents such as invoices
and credit memos between authorizers by means of user-definable approval hierarchy
workflows. Workflow ensures that accounting transactions pass the required levels of
approval before they are paid.
In Exchange Protocol, the process of managing expenses involves creating, viewing,
and modifying dialog and transmission units, which are collections of financial
transactions.
Overview
Dialog Units
In Exchange Protocol, Payables or Receivables transactions are grouped into dialog
units. A dialog unit is a set of financial transactions that can be approved or rejected in
one step without handling each transaction individually. Each dialog unit within a
transmission unit can be processed individually.
Each dialog unit belongs to a dialog unit type. The dialog unit type defines transaction
types, which govern the type of financial transactions a dialog unit contains.
For information on dialog unit and transaction types, see Defining Dialog Unit Types,
Oracle Public Sector Financials (International) Implementation Guide.
Transmission Units
Several dialog units can be grouped into a transmission unit, which is used to transfer
dialog units through the approval process using Oracle Workflow.
Each transmission unit belongs to a transmission unit type. The transmission unit type
Exchange Protocol Procedures 23-1
define the dialog unit types, which govern the type of dialog units contained in a
transmission unit.
Approval Profiles and Workflow
Approval profiles identify legal and final approver positions in Human Resources
position hierarchies to be used for exchange protocol approval. These profiles are set up
using the exchange protocol setup procedures.
When setup is complete and exchange protocol transactions are created, the user places
transmission units into the approval workflow, which routes them through the
appropriate approval process and notifies authorizers of dialog units that require their
approval.
For information on setting up Exchange Protocol, see Exchange Protocol Setup
Checklist, Oracle Public Sector Financials (International) Implementation Guide.
Working with Dialog and Transmission Units
Dialog units can be created, viewed, and modified with the following windows:
•
Find Dialog Units
•
Dialog Units
•
New Dialog Unit
•
Review Dialog Unit
•
Find Transactions
•
Include in Dialog Unit
Note: The New Dialog Unit and Review Dialog Unit windows are identical except for
the title.
The diagram below illustrates the process flow for creating and modifying dialog units.
23-2 Oracle Public Sector Financials (International) User Guide
Process Flow for Creating and Modifying Dialog Units
Transmission units can be created, viewed, modified, and submitted to approval
workflow with the following windows:
•
Find Transmission Units
•
Transmission Units
•
New Transmission Unit
•
Review Transmission Unit
•
Find Dialog Units
•
Dialog Units Available
Note: The New Transmission Unit and Review Transmission Unit windows are
identical except for the title.
Exchange Protocol Procedures 23-3
The diagram below illustrates the process flow for creating and modifying dialog units.
Process Flow for Creating and Modifying Transmission Units
A transmission unit can also be generated for a single dialog unit from the New Dialog
Unit window.
Numbering Dialog and Transmission Units
Unique order numbers are automatically assigned to dialog units and transmission
units when they are created. Order numbers can have prefixes and suffixes to aid
identification. These are identified during the Exchange Protocol setup process.
In addition, legal numbers are automatically assigned to dialog units and transmission
units on approval by a user at the legal numbering position identified by the approval
profile. Legal numbers are only assigned when the Exchange Protocol: Legal
Numbering Required profile option is set to Yes.
At the start of a new financial year, the order and legal numbering sequences are reset.
23-4 Oracle Public Sector Financials (International) User Guide
For information on setting up exchange protocol numbering, see Exchange Protocol
Numbering, Oracle Public Sector Financials (International) Implementation Guide.
Exchange Protocol Processes
Using notifications, Workflow informs users of transmission units or dialog units that
have pending actions. The Exchange Protocol Process for Transmission Unit Creator
diagram, page 23-5 and the Exchange Protocol Process for Authorizing User Diagram,
page 23-7 illustrate the Exchange Protocol process for the transmission unit creator
and the hierarchy of authorizing users.
Exchange Protocol Process for Transmission Unit Creator Diagram
Exchange Protocol Procedures 23-5
23-6 Oracle Public Sector Financials (International) User Guide
Exchange Protocol Process for Authorizing User Diagram
Exchange Protocol Procedures 23-7
Recommendations
Oracle recommends the following:
•
System administrator privileges must be set up to enable the system administrator
to inspect Workflow processes and messages. This is useful if messages are not
being processed because an approver is absent, or if the approval workflow reports
missing setup criteria that need to be completed before a process can be expedited.
Prerequisites
•
Exchange Protocol must be set up.
To set up Exchange Protocol, see Exchange Protocol Setup Checklist, Oracle Public
Sector Financials (International) Implementation Guide.
•
Set up Oracle Subledger Accounting if used, to post all transactions in General
Ledger.
To set up Oracle Subledger Accounting, see Subledger Accounting Options Setup,
Oracle Subledger Accounting Implementation Guide.
•
Check if setup is completed for each operating unit in case of multiple
organizations.
23-8 Oracle Public Sector Financials (International) User Guide
Creating Dialog Units
Find Dialog Units Window
To create dialog units using the New Dialog Unit window:
1.
Navigate to the New Dialog Unit window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Dialog Units
The Find Dialog Units window appears.
2.
Click New.
The New Dialog Unit window appears.
Exchange Protocol Procedures 23-9
New Dialog Unit Window
3.
In the Operating Unit field, select an operating unit from the list of values.
4.
In the Dialog Unit Type field, select a dialog unit type from the list of values.
5.
In the Currency field, select a currency code from the list of values.
6.
In the Third Party field, if enabled, select a third party name from the list of values.
7.
In the Site field, if enabled, select a third party site from the list of values.
8.
In the Dialog Unit Date field, enter a date for the dialog unit.
9.
To add transactions to the dialog unit, click Add Transactions.
The Find Transactions window appears.
23-10 Oracle Public Sector Financials (International) User Guide
Find Transactions Window
For information on the Find Transactions window, see the Find Transactions
Window Description, page 23-15.
10. Enter appropriate search criteria as described in the Find Transactions Window
Description table, page 23-15.
11. Click Find.
The Include in Dialog Unit window appears.
Include In Dialog Unit Window
12. Select any transactions that are required in the dialog unit using the check boxes.
Note: All transactions are deselected by default.
13. Click Include Transactions.
The Include in Dialog Unit window closes.
Exchange Protocol Procedures 23-11
14. Save your work.
Find Dialog Units Window Description
The following table describes the fields in the Find Dialog Units Window.
Find Dialog Units Window Description
Field Name
Description
Operating Unit
operating unit of the dialog unit
From
start of dialog unit order number range to
search
To
end of dialog unit order number range to
search
From
start of dialog unit legal number range to
search
To
end of dialog unit legal number range to
search
Status
dialog unit status
Currency
dialog unit transaction currency
Dialog Unit type
dialog unit type
Fiscal Year
dialog unit fiscal year
Third Party Site
third party site; only active when third party
name selected
From
start of dialog unit creation date range
To
end of dialog unit creation date range
From
start of transmission unit order number range
To
end of transmission unit order number range
23-12 Oracle Public Sector Financials (International) User Guide
Field Name
Description
From
start of transmission unit legal number range
To
end of transmission unit legal number range
Clear
clears all fields
New
opens New Dialog Unit window to create a
new dialog unit
Find
starts search
New Dialog Unit Window Description
The following table describes the fields in the New Dialog Unit window.
Note: This window description also applies to the Review Dialog Unit
window.
New Dialog Unit Window Description
Field Name
Description
Operating Unit
operating unit of the dialog unit
Order Number
automatically generated unique number for
dialog unit when saved
Legal Number
automatically generated unique number for
dialog number when approved by user at
legal numbering position in approval
hierarchy
Status
dialog unit status in exchange protocol
process or Workflow; valid values: Available,
In a Transmission Unit, Transmitted,
Approved and Transmitted, Rejected, On
Hold, Returned, Deleted, Approved
Next Approver
user name of next approver in Workflow
Exchange Protocol Procedures 23-13
Field Name
Description
Amount
sum of amounts appearing in Transactions
region
Prepayment Amount
sum of prepayments attached to transactions
in Transactions region
Dialog Unit Type
dialog unit type; defined by user in exchange
protocol setup.
Currency
dialog unit transaction currency
Third Party
third party name; required when selected
dialog unit type is defined for a single third
party
Site
third party site; required when selected dialog
unit type is defined for a single third party site
Dialog Unit Date
date dialog unit created
Fiscal Year
fiscal year for dialog unit
Description
dialog unit description; maximum30
alphanumeric characters
Generate Transmission Unit
generates a transmission unit for this dialog
unit; available if there is at least one
transaction in Transactions Region of dialog
unit
View Transmission Unit
opens Review Transmission Unit window;
only available when dialog unit included in
transmission unit
Order Number
order number for transmission unit containing
this dialog unit
Legal Number
legal number for transmission unit containing
this dialog unit
Application
indicates which application transaction is part
of; valid values are Payables or Receivables
23-14 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Transaction Type
transaction type
Transaction Num
transaction number
Description
transaction description
GL Date
Transaction accounting date
Third Party
third party name
Site
third party site
Amount
transaction amount
Add Transactions
add new transaction to dialog unit
Find Transactions Window Description
The following table describes the fields in the Find Transactions window.
Find Transactions Window Description
Field Name
Description
Operating Unit
displays the transactions for the selected
operating unit.
Application
indicates which application transaction is part
of; valid values are: Payables or Receivables;
filtered based on dialog unit type definition
Transaction Type
transaction type; filtered based on dialog unit
type definition
Third Party
third party name
Third Party Site
third party site
Clear
clears all fields
Exchange Protocol Procedures 23-15
Field Name
Description
Find
starts search
From
start of transaction number range to search
To
end of transaction number range to search
From
start of transaction amount range to search
To
end of transaction amount range to search
From
start of General Ledger date range
To
end of General Ledger date range
Include In Dialog Unit Window Description
The following table describes the fields in the Include In Dialog Unit window.
Include In Dialog Unit Window Description
Field Name
Description
Include
includes the transaction in the dialog unit, if
selected.
Application
indicates which application transaction is part
of; valid values are: Payables or Receivables
Transaction Type
transaction type
Transaction Num
Transaction Num
Description
transaction description
GL Date
transaction accounting date
Third Party
third party name
23-16 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Site
third party site
Amount
transaction amount
View Transaction
drills down to selected transaction details
Include Transaction
adds selected transactions to dialog unit
Reviewing Dialog Units
To review dialog units using the Review Dialog Unit window:
1.
Navigate to the Review Dialog Unit window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Dialog Units
The Find Dialog Units window appears.
2.
Enter appropriate search criteria as described in the Find Dialog Units Window
Description table, page 23-12.
3.
Click Find.
The Dialog Units window appears.
4.
To view details of a dialog unit, select the dialog unit and click Review.
5.
Close the window.
Dialog Units Window Description
The following table describes the fields in the Dialog Units window.
Dialog Units Window Description
Field Name
Description
Operating Unit
operating unit of the dialog unit
Order Number
dialog unit order number
Exchange Protocol Procedures 23-17
Field Name
Description
Legal Number
dialog unit legal number
Dialog Unit Type
dialog unit type
Status
shows current status; valid values are:
Available, In a Transmission Unit,
Transmitted, Approved and Transmitted,
Rejected, On Hold, Returned, Deleted,
Approved
Currency
currency used in dialog unit transactions
Amount
total amount of dialog unit in selected
currency
Prepayment
total prepayments attached to transactions in
dialog units
Third Party
third party name
Site
third party site
Transmission Unit Order Number
transmission unit order number
Transmission Unit Legal Number
transmission unit legal number
Fiscal Year
dialog unit fiscal year
Dialog Unit Date
dialog unit creation date
Prepared By
username of dialog unit originator
New
opens New Dialog Unit window to create a
new dialog unit
Review
opens Review Dialog Unit window to review
selected dialog unit
Generating Transmission Units From Dialog Units
To generate a transmission unit from a dialog unit using the New Dialog Unit or
23-18 Oracle Public Sector Financials (International) User Guide
Review Dialog Unit window:
1.
Navigate to the Find Dialog Units window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Dialog Units
The Find Dialog Units window appears.
2.
Perform one of the following:
Create a new dialog unit as described in the Creating Dialog Units Procedure, page
23-9.
Review a dialog unit as described in the Reviewing Dialog Units Procedure, page
23-17.
3.
Click Generate Transmission Unit.
4.
To see the generated transmission unit, click View Transmission Unit.
5.
Close the window.
Creating Transmission Units
Find Transmission Units Window
To create transmission units using the New Transmission Unit window:
1.
Navigate to the New Transmission Unit window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Transmission Units
Exchange Protocol Procedures 23-19
The Find Transmission Units window appears.
2.
Click New.
The New Transmission Unit window appears.
New Transmission Unit Window
3.
In the Operating Unit field, select an operating unit from the list of values.
4.
Optionally, in the Description field, enter a transmission unit description.
5.
In the Date field, enter a date for the transmission unit.
6.
In the Type field, select a transmission unit type from the list of values.
7.
In the Approval Profile field, select an approval profile from the list of values.
Note: The Approval Profile field contains a default value based on
the selected transmission unit type, and is only enabled if the
transmission unit type allows override of the default.
8.
In the Fiscal Year field, select a year from the list of values.
9.
Click Add Dialog Unit.
The Find Dialog Units for Transmission Unit window appears.
23-20 Oracle Public Sector Financials (International) User Guide
Find Dialog Units for Transmission Unit Window
10. Enter appropriate search criteria as described in the Find Dialog Units Window
Description table, page 23-12.
11. Click Find.
The Dialog Units Available window appears.
Dialog Units Available Window
12. Select the dialog units that are required in the transmission unit using the check
boxes.
All dialog units are deselected by default.
13. Click Add.
Exchange Protocol Procedures 23-21
The Dialog Units Available window closes.
14. Save your work.
Find Transmission Units Window Description
The following table describes fields in the Find Transmission Units window.
Find Transmission Units Window Description
Field Name
Description
Operating Unit
Operating unit of the transmission type
Transmission Unit type
transmission unit type
Prepared By
name of transmission unit creator
Status
transmission unit status
Fiscal Year
transmission unit fiscal year
Currency
transmission unit currency
Clear
clears all fields
New
opens New Transmission Unit window to
create a new transmission unit
Find
starts search
From
start of transmission unit order number range
to search
To
end of transmission unit order number range
to search
From
start of transmission unit legal number range
to search
To
end of transmission unit legal number range
to search
23-22 Oracle Public Sector Financials (International) User Guide
Field Name
Description
From
start of transmission unit creation date range
To
end of transmission unit creation date range
New Transmission Unit Window Description
The following table describes fields in the New Transmission Unit window.
Note: This window description also applies to the Review Transmission
Unit window.
New Transmission Unit Window Description
Field Name
Description
Operating Unit
operating unit for the transmission unit
Description
transmission unit description
Date
transmission unit date
Type
transmission unit type
Approval Profile
approval profile for transmission unit type;
only available when transmission unit type
selected; defaults to approval profile
associated with transmission unit type
Fiscal Year
transmission unit fiscal year
Order Number
automatically generated unique number for
transmission unit when saved
Legal Number
automatically generated unique number for
transmission unit when approved
Exchange Protocol Procedures 23-23
Field Name
Description
Status
current status; valid values: Approved and
Transmitted, Available, Complete, Deleted,
Transmitted
Amount
dialog unit transaction total in selected
currency for selected dialog units only
Next Approver
user name of next transmission unit approver
Currency
transmission unit currency
Application
application dialog unit is part of; valid values
are Payables or Receivables
Order Number
dialog unit order number
Legal Number
dialog unit legal number
Description
text description
Currency
currency used in dialog unit transactions
Status
shows current status; valid values are:
Available, In a Transmission Unit,
Transmitted, Approved and Transmitted,
Rejected, On Hold, Returned, Deleted,
Approved
Dialog Unit Type
dialog unit type
Third Party
third party name
Third Party Site
third party site
Dialog Unit Date
dialog unit creation date
Amount
total amount of dialog unit in selected
currency
Prepayment
total prepayments attached to transactions in
dialog units
23-24 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Fiscal Year
dialog unit fiscal year
Prepared By
name of dialog unit originator
Transmit
submits transmission unit for approval
Add Dialog Unit
adds dialog units to transmission unit
Find Dialog Units for Transmission Unit Window Description
The following table describes fields in the Find Dialog Units for Transmission Unit
window.
Find Dialog Units for Transmission Unit Window Description
Field Name
Description
Operating Unit
operating unit for the dialog unit
From
start of dialog unit order number range to
search
To
end of dialog unit order number range to
search
From
start of dialog unit legal number range to
search
To
end of dialog unit legal number range to
search
Status
dialog unit status
Third Party
third party name
Third Party Site
third party site; only active when third party
name selected
Prepared By
name of dialog unit creator
Exchange Protocol Procedures 23-25
Field Name
Description
From
start of dialog unit creation date range
To
end of dialog unit creation date range
Application
indicates which application dialog unit is part
of; valid values are: Payables or Receivables;
filtered based on dialog unit type definition
Prepared By
user name of dialog unit creator
Fiscal Year
dialog unit fiscal year
Currency
dialog unit transaction currency
Clear
clears all fields
Find
starts search
Dialog Units Available Window Description
The following table describes fields in the Dialog Units Available window.
Dialog Units Available Window Description
Field Name
Description
Include
when selected, marks dialog unit to be
included in transmission unit; deselected by
default
Application
application dialog unit is part of; valid values
are: Payables or Receivables
Order Number
dialog unit order number
Legal Number
dialog unit legal number
Description
text description
23-26 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Currency
currency used in dialog unit transactions
Status
shows current status; valid values are:
Available, In a Transmission Unit,
Transmitted, Approved and Transmitted,
Rejected, On Hold, Returned, Deleted,
Approved
Dialog Unit Type
dialog unit type
Third Party
third party name
Third Party Site
third party site
Dialog Unit Date
dialog unit date
Amount
total amount of dialog unit in selected
currency
Prepayment
total prepayment amounts attached to
transactions in dialog unit
Fiscal Year
dialog unit fiscal year
Prepared By
name of dialog unit originator
Add
adds selected dialog units to transmission unit
Reviewing Transmission Units
To review transmission units using the Review Transmission Unit window:
1.
Navigate to the Review Transmission Unit window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Transmission Units
The Find Transmission Units window appears.
2.
Enter appropriate search criteria as described in the Find Transmission Units
Window Description table, page 23-22.
3.
Click Find.
Exchange Protocol Procedures 23-27
The Transmission Units window appears.
4.
To view details of a transmission unit, select the transmission unit and click Review
.
The Review Transmission Unit window appears.
Transmission Units Window Description
The following table describes fields in the Transmission Units window.
Transmission Units Window Description
Field Name
Description
Operating Unit
operating unit of the transmission unit
Order Number
transmission unit order number
Legal Number
transmission unit legal number
Description
description for transmission unit
Transmission Unit Type
transmission unit type
Amount
dialog unit transaction total in selected
currency for dialog units within transmission
unit
Currency
transmission unit currency
Fiscal Year
transmission unit fiscal year
Status
shows current status; valid values are:
Approved and Transmitted, Available,
Complete, Deleted, Transmitted
Transmission Unit Date
transmission unit date
Prepared By
user name of transmission unit originator
Transmit
submits selected transmission unit for
approval
23-28 Oracle Public Sector Financials (International) User Guide
Field Name
Description
New
opens New Transmission Unit window to
create a new transmission unit
Review
opens Review Transmission Unit window to
review the selected transmission unit
Transmitting Transmission Units
To place a transmission unit into approval workflow using the New Transmission Unit
or Review Transmission Unit window:
1.
Navigate to the Find Transmission Units window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Transmission Units
The Find Transmission Units window appears.
2.
Either:
Create a new transmission unit as described in the Creating Transmission Units
Procedure, page 23-19.
Review a transmission unit as described in the Reviewing Transmission Units
Procedure, page 23-27.
3.
Click Transmit.
Dialog Unit Validation Procedure for Authorizing Users
To validate dialog units, perform the following steps.
1.
Navigate to the Worklist window as follows:
IGI SLS Payables, OPSFI - OPSFI EXP - Workflow Monitor - Administrator
Workflow - Notifications
A new browser is launched, displaying the worklist.
2.
Click on a Subject to display the Notification Details window.
3.
In the References region, click Enter Transmission Unit.
For information on the New Transmission Unit window, see New Transmission
Unit Window Description, page 23-23.
Exchange Protocol Procedures 23-29
4.
To accept all dialog units, click Approve All.
5.
To reject all dialog units, click Reject All.
6.
To place all dialog units on hold, click Hold All.
7.
To work by exception and change the status of a dialog unit to approved, rejected,
or on hold, place the cursor in the Status field and select the appropriate value from
the list of values.
8.
Save your work.
9.
Return to the Notification Details window.
10. Click Finish.
If approved, the notification is sent to the next approver in the hierarchy.
If rejected, the transactions in the dialog unit may be reused at a later date.
23-30 Oracle Public Sector Financials (International) User Guide
24
Generic Interface Process
Definition
Generic Interface is an extension to the standard journal import interface and enables
feeder system files to be loaded without the need for additional programming or system
administrator support.
Feeder system data files are files in an ASCII text format containing comma-delimited
record types which are loaded into General Ledger.
Feeder system data files must have a certain format.
Overview
Generic Interface meets the following business requirements:
•
Simple loading of feeder system data files
•
Prevents invalid files from being loaded
•
Prevents duplicate files from being loaded
•
Creates summary general ledger transactions
•
Enables access to feeder system transaction details
•
Enables data archive, purge and restore
All files feeding into the General Ledger through Generic Interface must use the same
layout. The format for all feeder system data files is described in this chapter.
Accounting information can be created by many different software programs. Use the
format described in this chapter to access the accounting information in General Ledger.
The following record types are required in the file format:
Generic Interface Process 24-1
•
File Headers, page 24-2
•
Journal Headers, page 24-2
•
Transaction Lines, page 24-2
•
File Footers, page 24-2
File Headers
File Headers (FH), identify the spreadsheet to General Ledger. This record usually has
no corresponding row in the spreadsheet and is created by editing the file after
exporting data.
A file must have one spreadsheet header.
The following is an example of a spreadsheet file header record:
FH,"Payroll",0598,00123,001
Journal Headers
Journal Headers (JH), identify each group of transactions to be posted to the journal.
A file must have one or more journal headers.
The following is an example of a spreadsheet journal header:
JH,"Monthly",N,A,,GBP
Transaction Lines
Transaction Lines (TL), contain details of individual transactions. Each line record
corresponds to one row; each field corresponds to one column in the spreadsheet.
A file must have one or more transaction line records and each transaction line must be
contained within a journal header.
The following is an example of a spreadsheet transaction line:
"TL",120.15,"Primary Desc",180594,"Desc 1","Dec
2",,,,,,01,100,5960,1000,45
File Footers
File Footers (FF), summarize the information of the file.
A file must have one file footer.
The following is an example of a spreadsheet file footer:
24-2 Oracle Public Sector Financials (International) User Guide
"FF",120.15,45
Feeder System Data File Layout
The following is an example of a feeder system data file layout:
File Header
(FH)
Journal Header
(JH)
Transaction Line
(TL)
Transaction Line
(TL)
Transaction Line
(TL)
Journal Header
(JH)
Transaction Line
(TL)
Transaction Line
(TL)
Transaction Line
(TL)
File Footer
(FF)
If the feeder system is a spreadsheet program, each line record corresponds to one row
and each field in a record corresponds to one column in the spreadsheet.
Prerequisites
The feeder system software must convert or export data to a comma-delimited ASCII
file with variable length records. To eliminate the risk of incorrectly reading text
containing commas, all text values must be enclosed in double quotes (" ").
The following figure shows the Generic Interface process flow, as described in the
accompanying text.
Generic Interface Process 24-3
Generic Interface Process Flow Diagram
Setting Up Generic Interface
The Generic Interface functionality is based on the standard General Ledger journal
interface. Generic Interface enhances the file loading, data manipulation, and inquiry
steps in the import process.
Setting up Generic Interface consists of the following procedures:
•
Define New Journal Source, page 24-5
24-4 Oracle Public Sector Financials (International) User Guide
•
Define Period Mappings, page 24-5
•
Define Ledger Mappings, page 24-5
•
Define Feeder System Descriptors, page 24-5
•
Define Generic Interface Profile Options, page 24-6
Define New Journal Source
In the standard General Ledger Journal Source Maintenance window, define a new
source for the feeder system. Ensure that the Import References option is selected for
the new journal source.
Define Period Mappings
It is possible that the feeder system uses different period names to those defined in
General Ledger. To handle this situation a new window is provided enabling mappings
to be defined between Feeder System Period Names and General Ledger Period Names.
Define Ledger Mappings
If multiple ledgers are used, the feeder systems may use different book identifiers than
General Ledger. To handle this situation, a new window is provided to enable
mappings to be defined between feeder system book identifiers and ledger.
Define Feeder System Descriptors
There are three additional sections of information required for each journal source that
enable the Generic Interface to function. The information is defined in the Feeder
System Descriptors window as follows:
•
Secure source
If a feeder system is defined as a secure source, only users with the profile option
View Secure Sources set to Yes are able to view the feeder system transaction
details. This setting has no impact on standard General Ledger account or journal
inquiry which is controlled using the standard flexfield security functionality.
•
Date picture
It is possible that the date format used by the feeder system does not match the
standard Oracle date format. The date picture is used to describe the format used by
the feeder system.
•
Descriptors
Generic Interface enables the transfer of 10 items of data for each transaction line.
Generic Interface Process 24-5
The first three data items are system defined as the transaction date, the primary
description, and the amount. The remaining seven data items can be used to
transfer any information as required. The descriptors are used to provide a user
description for each piece of data passed from the feeder system.
Define Generic Interface Profile Options
Generic Interface provides one profile option that controls access to secure source
feeder system detail transactions.
•
View Secure Source
This profile option is set at Responsibility or User level and accepts either a Yes or
No value.
When the View Secure Source profile option is set to No, users are unable to view
feeder system transaction details for secure sources.
Loading Interface Files
When the feeder system file is available for loading, the file is processed using a number
of concurrent programs as shown in the following figure.
Loading Interface Files
All of the concurrent programs are submitted through the standard reports window.
•
Load and Validate Feeder File
Run the Generic Interface: Extract Feeder File report to load a file into Oracle Public
Sector Financials (International) Generic Interface tables and the Generic Interface:
Load and Validate Feeder File Report to ensure the following:
•
The file is valid
•
The file is of the correct format
•
The file control totals are correct
•
The file has not been loaded previously
•
The file refers to a correct journal source, ledger, and period name.
24-6 Oracle Public Sector Financials (International) User Guide
•
Extract Feeder File
Once the file passes validation it is available for extraction by executing the Generic
Interface: Extract Feeder File report. This process takes the loaded information and
passes it through period and ledger mapping, date conversion, accounting flexfield
technical structure conversion, and prepares it for importing into the General
Ledger by loading the data into the GL_INTERFACE table.
•
Journal Import and Post
Following extraction, the standard Journal Import and Journal Post routines are
executed to create and post the journals to the general ledger.
Reloading Interface Files
A feeder system file cannot be reloaded if the file is already loaded. However, it may be
necessary to reload a file for various reasons.
Before reloading a feeder file, you must mark the file as Reloadable by running a
concurrent program and then, reload the file using the Generic Interface: Extract Feeder
File and the Generic Interface: Load and Validate Feeder File Report.
Feeder Transaction Inquiry
Feeder transactions can be viewed depending on the setting of the Secure Source flag
and the View Secure Sources profile option, through the standard Account Inquiry
window. When viewing a journal line from a feeder system, the feeder system
transaction details can be viewed by selecting the option from the Tools menu. This
option displays the feeder system transactions used to create the summary General
Ledger journal line.
File Header Record Specification
The file header record passes journal source information to the General Ledger.
File Header Record Specification
Field Name
Max Width
Description
Type
Record Type
2
FH
required
Source Name
25
name of the feeder
system, for example,
"Payroll"
required
Generic Interface Process 24-7
Field Name
Max Width
Description
Type
Source Period Name
15
accounting period
name from feeder
system
required
Transmission
Number
50
unique file
identification number
required
Feeder Book ID
25
maps to ledger ID
required
Journal Header Record Specification
The journal header record passes journal header information to the General Ledger.
Journal Header Record Specification
Field Name
Max Width
Description
Type
Record Type
2
JH
required
Category Name
25
journal category
required
Reverse Flag
1
Is this a reversing
batch? Y if yes, N if
no
required
Reverse Period Offset
#
if Reverse Flag is Y,
offset period in which
the journal is
reversed; for
example, 1 for next
period, 3 for next
quarter
conditionally
required
Actual Flag
1
type of transaction; A
for actual or E for
encumbrance
required
Encumbrance Type
ID
#
if Actual Flag is E,
journal encumbrance
type, such as 1001
conditionally
required
24-8 Oracle Public Sector Financials (International) User Guide
Field Name
Max Width
Description
Type
Currency Code
10
journal currency code
required
Currency Conversion
Date
11
foreign currency
journal conversion
date; set up through
the feeder system
descriptors
optional
Currency Conversion
Type
15
foreign currency
journal conversion
type
optional
Currency Conversion
Rate
#
foreign currency
journal conversion
type
optional
Note: # symbol indicates numeric field, which can be any width.
Journal Lines Record Specification
Journal line records contain details of individual transactions and passes journal line
information to the General Ledger.
Transaction Lines Record Specification
Field Name
Max Width
Description
Type
Record Type
2
"JL"
required
Amount
#
transaction amount;
enter leading sign
and decimal point
required
Primary Description
240
primary transaction
description
optional
Transaction Date
240
transaction date
required
Generic Interface Process 24-9
Field Name
Max Width
Description
Type
Descriptor1
240
first transaction
descriptor
optional
Descriptor2
240
second transaction
descriptor
optional
Descriptor3
240
third transaction
descriptor
optional
Descriptor4
240
fourth transaction
descriptor
optional
Descriptor5
240
fifth transaction
descriptor
optional
Descriptor6
240
sixth transaction
descriptor
optional
Descriptor7
240
seventh transaction
descriptor
optional
Account Segment1
240
accounting flexfield
segment
optional
Account Segment2
240
accounting flexfield
segment
optional
Account Segment3
240
accounting flexfield
segment
optional
Account Segment4
240
accounting flexfield
segment
optional
Account Segment5
240
accounting flexfield
segment
optional
Account Segment6
240
accounting flexfield
segment
optional
Account Segment7
240
accounting flexfield
segment
optional
24-10 Oracle Public Sector Financials (International) User Guide
Field Name
Max Width
Description
Type
Account Segment8
240
accounting flexfield
segment
optional
Account Segment9
240
accounting flexfield
segment
optional
Account Segment10
240
accounting flexfield
segment
optional
Account Segment11
240
accounting flexfield
segment
optional
Account Segment12
240
accounting flexfield
segment
optional
Account Segment13
240
accounting flexfield
segment
optional
Account Segment14
240
accounting flexfield
segment
optional
Account Segment15
240
accounting flexfield
segment
optional
Account Segment16
240
accounting flexfield
segment
optional
Account Segment17
240
accounting flexfield
segment
optional
Account Segment18
240
accounting flexfield
segment
optional
Account Segment19
240
accounting flexfield
segment
optional
Account Segment20
240
accounting flexfield
segment
optional
Account Segment21
240
accounting flexfield
segment
optional
Generic Interface Process 24-11
Field Name
Max Width
Description
Type
Account Segment22
240
accounting flexfield
segment
optional
Account Segment23
240
accounting flexfield
segment
optional
Account Segment24
240
accounting flexfield
segment
optional
Account Segment25
240
accounting flexfield
segment
optional
Account Segment26
240
accounting flexfield
segment
optional
Account Segment27
240
accounting flexfield
segment
optional
Account Segment28
240
accounting flexfield
segment
optional
Account Segment29
240
accounting flexfield
segment
optional
Account Segment30
240
accounting flexfield
segment
optional
Note: # symbol indicates numeric field, which may be any width.
File Footer Record Specification
The file footer record passes summary information to the General Ledger and validates
the feeder file content.
24-12 Oracle Public Sector Financials (International) User Guide
File Footer Record Specification
Field Name
Max Width
Description
Type
Record Type
2
FF
required
Total Amount
#
total of all transaction
amounts, regardless
of currency
required
Record Count
240
total number of
transaction line, TL,
records
required
Note: # symbol indicates a numeric field, which may be any width.
Generic Interface Process 24-13
25
Generic Interface Procedures
Definition
The Generic Interface feeder management procedures map data files into specified
General Ledger periods and sets of books from feeder systems, such as third-party
spreadsheet software that generates transactions as ASCII files in the specified format.
Overview
The Generic Interface feeder management procedures are used to perform the following
tasks:
•
Loading and validating feeder system data files
•
Extracting feeder file transactions
•
Importing and posting feeder file transactions
•
Inquiring on feeder system transactions
•
Reloading feeder files
•
Archiving, purging, and restoring feeder file transactions
Prerequisites
Basic knowledge of operating system commands is required.
The feeder file must exist and be accessible to the user.
The filename must not include an extension when running the concurrent program. For
example, the feeder filename $IGI_TOP/payweek20.dat is entered as follows:
$IGI_TOP/payweek20
Generic Interface Procedures 25-1
The .dat extension is automatically appended to the filename when the file is processed.
For information on filenames and directory structure, contact the system administrator
or database administrator.
The following feeder system details must be set up:
The feeder book identifier must be mapped to a ledger name.
One or more feeder periods must be mapped to General Ledger accounting periods.
The feeder system descriptors must be registered.
To map feeder system details to corresponding General Ledger details, see Generic
Interface Setup, Oracle Public Sector Financials (International) Implementation Guide.
Loading, Validating, and Extracting Feeder File Transactions Procedure
The load, validate, and extract feeder file transactions procedure includes the following
tasks:
•
Load and Validate Feeder File, page 25-2
•
Extract Feeder File Transactions, page 25-3
•
Import and Post Feeder File Transactions, page 25-4
Load and Validate Feeder File
To load and validate the feeder file:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Generic Interface - Reports
The Submit a New Request window appears.
2.
Select the Request Set radio button.
3.
Click OK.
The Submit Request Set window appears.
4.
In the Request Set field, select INT: Load and Validate Feeder File.
5.
Click Parameters for the Generic Interface: Load External Feeder File program.
The Parameters window appears.
6.
In the Feeder File Name field, enter the full path and name of the feeder data file
without the extension, for example $IGI_TOP/payweek34.
Note: If the feeder file is not stored in the default directory $IGI_TOP, the full
25-2 Oracle Public Sector Financials (International) User Guide
directory path must be entered, overwriting the default directory path.
7.
Click OK
8.
Click Parameters for the Generic Interface: Validate Feeder File program.
The Parameters window appears.
9.
Select the ledger name.
10. Click OK
11. To send the request to the concurrent manager, click Submit.
The Decision window appears.
12. To submit another request, click Yes, or to continue, click No.
13. View the request in the concurrent manager as follows:
View - Requests
14. Review the Generic Interface: Interface File Validation Report and resolve any
errors.
Extract Feeder File Transactions
To extract transactions from the feeder file:
1.
When the Generic Interface: Interface File Validation Report has no errors, navigate
to the Submit Request window as follows:
OPSF(I) Generic Interface - Reports
The Submit a New Request window appears.
2.
Select the Single Request radio button.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, select Generic Interface: Extract Feeder File Report.
The Parameters window appears.
5.
In the Feeder Source Name field, accept the default All to extract transactions from
all journal sources, or enter the name of a specific journal source from which to
extract transactions, such as Payroll.
6.
In the Transmission Number field, accept the default All to extract transactions
Generic Interface Procedures 25-3
from all validated feeder files, or enter the transmission number for a specific file,
such as EA1007.
7.
In the Ledger Name field, select the ledger name.
8.
To apply the parameters, click OK.
9.
To send the request to the concurrent manager, click Submit.
The Decision window appears.
10. To submit another request, click Yes, or to continue, click No.
11. View the request in the concurrent manager as follows:
View - Requests
12. Review the Generic Interface: Extract Feeder File Report.
Note: The number at the top of the report is the group identifier,
which is used during the next step to identify this group of
transactions.
Import and Post Feeder File Transactions
To import and post feeder file transactions:
1.
After extracting transactions from the feeder file, import and post transactions
using the standard features of General Ledger.
For information on importing journal transactions and posting, see Importing
Journals, Oracle General Ledger User's Guide and Posting Journal Batches, Oracle
General Ledger User's Guide.
2.
In General Ledger, navigate to the Import Journals window as follows:
Journals - Import - Run
3.
In the Source field, select the journal source name.
4.
In the Group ID field, enter the group identifier from the Generic Interface: Extract
Feeder File Report.
Data can be imported for the same or different sources in parallel by specifying a
unique group identifier for each request. General Ledger imports data with the
journal entry source and group identifier combination specified. If a group
identifier is not specified, General Ledger imports data from the specified journal
entry source with no corresponding group identifier.
25-4 Oracle Public Sector Financials (International) User Guide
5.
Select the Create Summary Journals check box.
6.
In the Date Range fields, enter a start date and an end date.
Note: This field is optional and usually left blank.
7.
To submit a concurrent process to import journals, click Import.
The Decision window appears.
8.
To submit another request, click Yes, or to continue, click No.
9.
Close the window.
10. Review the Journal Import Execution Report to determine and correct any journal
import errors.
Viewing Feeder System Detail Inquiry Procedure
To view details of transactions imported from a feeder file, perform this procedure,
before or after posting, using one of the following methods:
•
From the Account Inquiry Window, page 25-6
•
From the Feeder System Detail Inquiry Window, page 25-8
Generic Interface Procedures 25-5
From the Account Inquiry Window
To view details of transactions imported from a feeder file from the Account Inquiry
Window:
1.
Navigate to the Extended Account Inquiry window as follows:
IGI General Ledger, OPSFI, Standard - Enquiry - Extended Account Enquiry
2.
In the Ledger/Ledger Set region, select the ledger name and currency.
3.
In the Accounting Periods region, enter start and end dates for an account with
transactions imported from a feeder file.
4.
Select the Single Currency or All Currencies radio button.
5.
In the Currency Type region, select another currency if the default currency is not
required.
6.
In the Currency Type region, select the Extended or Translated radio button.
Note: Translated Currency type is only available if All Currencies has been selected
in the Currency region.
7.
Select the Primary Balance Type tab or the Secondary Balance Type tab.
8.
Select a balance type from the following:
25-6 Oracle Public Sector Financials (International) User Guide
9.
•
Actual
•
Budget
•
Encumbrance
If Budget is selected as a balance type, in the Budget field, enter or select a budget
name.
10. If Encumbrance is selected as a balance type, in the Encumbrance Type field, enter
or select an encumbrance type.
11. In the Factor area, select a display and precision factor for rounding balances.
12. In the Summary Template field, select a summary template.
13. To select an account, click on an accounts line in the Accounts region.
The Find Accounts window appears.
14. Enter the low and high parameters.
15. Click Show Journal Details.
The Journals window appears.
16. From the Tools menu, select Feeder Transactions.
The Feeder System Detail Inquiry window appears. The Feeder System Detail
Inquiry window is automatically populated with data.
17. To review feeder details, click Review Feeder Details.
The Feeder Details window appears. The Feeder Details window is automatically
populated with data.
Generic Interface Procedures 25-7
From the Feeder System Detail Inquiry Window
Feeder System Detail Inquiry Window
To view details of transactions imported from a feeder file from the Feeder System
Detail Inquiry Window:
1.
Navigate to the Feeder System Detail Inquiry window as follows:
IGI Generic Interface, OPSFI - Enquire Feeder
2.
Select the ledger and enter the details required to query for an account with
transactions imported from a feeder file.
3.
Click Review Feeder Details.
The Feeder Details window appears. Use this window to view feeder file details for
the selected ledger account, journal, and line.
Feeder System Detail Inquiry Window Description
25-8 Oracle Public Sector Financials (International) User Guide
Field
Description
Ledger Name
Ledger name
Source
Source
Currency
Currency code
Period
Period to query
Batch
Batch to query
Journal
Journal to query
Posting
Posting status
Line
Line number
Line Amount Display
Line amount
Actual
Actual balance type
Encumbrance
Encumbrance balance type
Account
Account name
Description
Account description
Review Feeder Details
Opens the Feeder Details window
Reloading Feeder File Procedure
The following steps describe the procedure for reloading a feeder system file:
Note: It may be necessary to reload an invalid feeder system data file.
1.
Navigate to the Submit Request window as follows:
IGI Generic Interface, OPSFI - Reports
The Submit a New Request window appears.
Generic Interface Procedures 25-9
2.
Select the Single Request radio button.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, select Generic Interface: Allow File Reload.
The Parameters window appears.
5.
In the Feeder Source Name field, select the journal source name to be reloaded.
6.
In the Feeder Period Name field, select the period name to be reloaded.
7.
To apply the parameters, click OK.
8.
To send the request to the concurrent manager, click Submit.
The Decision window appears.
9.
To submit another request click Yes, or to continue, click No.
10. View the request in the concurrent manager as follows:
View - Requests
Archiving, Purging, or Restoring Feeder System Transactions Procedure
Feeder system data transactions remain in the system until they are manually removed.
Note: Archive transactions before purging them because transactions cannot be restored
later.
To use the Archive/Purge/Restore program:
1.
Navigate to the Submit Request window as follows:
IGI Generic Interface, OPSFI - Reports
The Submit a New Request window appears.
2.
Select the Single Request radio button.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, choose Generic Interface: Archive/Purge/Restore.
The Parameters window appears.
5.
In the Ledger Name field, select the ledger name to process.
25-10 Oracle Public Sector Financials (International) User Guide
6.
In the Journal Source Name field, select the journal source to process.
7.
In the Action field, select either Archive, Purge, or Restore.
8.
In the Period Name field, select the period to process.
9.
To apply the parameters, click OK.
10. To send the request to the concurrent manager, click Submit.
The Decision window appears.
11. To submit another request, click Yes, or to continue, click No.
12. View the request in the concurrent manager as follows:
View - Requests
The following table lists the results from the concurrent manager, depending on the
action selected.
Concurrent Manager Actions
Action
Result
Archive
Copy the Feeder System Details from
GL_IMPORT_REFERENCES to
IGI_INT_ARCH_REFS.
Note: After the archive program is run, the
IGI_INT_ARCH_REFS table must be
exported to tape or disk to allow later
restore. See the database administrator.
Purge
Delete the Feeder System Details from
GL_IMPORT_REFERENCES and
INI_INT_ARCH_REFS.
Generic Interface Procedures 25-11
Action
Result
Restore
Copy the Feeder System Details from
IGI_INT_ARCH_REFS to
GL_IMPORT_REFERENCES.
Note: Before the Restore program is run,
the IGI_INT_ARCH_REFS table must be
imported from the archive medium. See the
database administrator.
25-12 Oracle Public Sector Financials (International) User Guide
26
Hierarchical Drill-Down Inquiry Process
Overview
Hierarchical Drill-Down Inquiry is an extension to Oracle Financials that enables the
user to query budgets, actuals, commitments, and projections in a top-down approach
aggregated at a high organizational level and gradually drilling down to view figures
for specific areas and actual journal lines.
Hierarchical Drill-Down Inquiry requires a drill-down mapping structure for the
selected ledger. This structure determines the accounting segments and grouping order
for summarizing ledger balances.
Hierarchical Drill-Down Inquiry consists of a set of pre-determined mathematical
formulae that operate in a top-down, drill-down method on posted General Ledger
budget, encumbrance, and actual journals.
These drill-down mapping formulae are organized into the following sections:
•
Period-to-date
•
Year-to-date
•
Variances
•
Projections
The formula are shown in the following table:
Hierarchical Drill-Down Inquiry Process 26-1
Drill-Down Mapping Formulae
Calculation
Derivation
Period-to-Date Actuals
(Period-to-Date Actual Debits - Period-to-Date
Actual Credits)
Year-to-Date Actuals
(Year-to-Date Actual Debits - Year-to-Date
Actual Credits)
Period-to-Date Budget
(Period-to-Date Budget Debits Period-to-Date Budget Credits)
Year-to-Date Budget
(Year-to-Date Budget Debits - Year-to-Date
Budget Credits)
Full Year Budget
(Full Year Budget Debits - Full Year Budget
Credits)
Full Year Estimate
(Year-to-Date Actuals / Year-to-Date Budget) *
Full Year Budget
Period-to-Date Budget Variance
(Period-to-Date Budget - Period-to-Date
Actuals)
Year-to-Date Budget Variance
(Year-to-Date Budget - Year-to-Date Actuals)
Projection
(Full Year Budget - Year-to-Date Budget +
Year-to-Date Actuals)
Projected Variance
(Projection - Full Year Budget)
Percentage Variance
(Projection Variance / Full Year Budget) * 100
Overspend Indicator
(Set to'*' where Projection Variance > 0)
Prerequisites
Hierarchical Drill-Down Inquiry functionality does not impact any core Oracle
Financials modules. Hierarchical Drill-Down Inquiry is a standalone requirement and
an addition to the General Ledger module.
26-2 Oracle Public Sector Financials (International) User Guide
Hierarchical Drill-Down Inquiry Process Flow Diagram
The diagram below shows the process flow for implementing Hierarchical Drill-Down
Inquiry, as described in the accompanying text.
Hierarchical Drill-Down Inquiry Process Flow Diagram
Hierarchical Drill-Down Inquiry Process
Hierarchical Drill-Down Inquiry enhances standard General Ledger functionality.
Hierarchical Drill-Down Inquiry does not require altering any default or standard
Oracle Financials processing.
Hierarchical Drill-Down Inquiry interrogates existing posted General Ledger journals
that must be entered as standard using General Ledger functionality.
Hierarchical Drill-Down Inquiry Process 26-3
Determine Drill-Down Structure
The overall number of segments must be defined within the organization's chart of
accounts for the ledger in question, before interrogating General Ledger. This requires
an analysis of the organization's requirements and is not within the scope of this
document.
Set Up Drill-Down Structure
The physical implementation and setup of the predetermined drill-down policy must be
defined.
The required drill-down level structure must be mapped to the chart of accounts
segment.
For information on setting up the drill-down structure, see Setting Up Drill-Down
Levels, Oracle Public Sector Financials (International) Implementation Guide.
Interrogate Drill-Down Structure
This concerns the interrogation of General Ledger and use of the fixed formulae within
the drill-down structure.
The Drill-Down Inquiry window queries General Ledger according to the search criteria
entered and displays the calculated figures based on the fixed formula for each
drill-down line.
For information on interrogating the drill-down structure, see Hierarchical Drill-Down
Inquiry Procedure, page 27-3.
Maintain Drill-Down Structure
The drill-down structure can be changed at any time, but only one structure can exist at
a given time.
For information on maintaining the drill-down structure, see Setting Up Drill-Down
Levels, Oracle Public Sector Financials (International) Implementation Guide.
Hierarchical Drill-Down Inquiry Business Rules
Drill-Down Mapping Business Rules
The business rules for drill-down mapping are as follows:
•
Only one drill-down structure can exist at a given time.
•
The mapping view must be complete before running a query.
26-4 Oracle Public Sector Financials (International) User Guide
Drill-Down Inquiry Business Rules
The business rules for drill-down inquiry are as follows:
•
The user must be able to choose options as shown in the table below, at the outset of
an inquiry.
Inquiry Options
Inquiry Options
Description
Ledger
User must select the ledger to enquire about
the budgets related to the ledger.
Period
User must select any period: Future, Open,
or Closed
Budget
User must choose the budget to query.
Commitment
User must choose the commitments that are
included in the queried figures. Including
commitments means that the queried
actuals include outstanding commitments
to account for unpaid purchases.
•
All journals must be posted to be visible in the Hierarchical Drill-Down Inquiry
system.
•
Drill-down is provided for up to five levels only.
•
On drilling down to the lowest segment defined for the drill-down, the relevant
journal lines are displayed for actual balance types only.
Hierarchical Drill-Down Inquiry Example
Local government authorities require a method of tracking income and expenditure
against budgets for business reasons. Government moves towards a decentralized
approach and also the open book accounting concept made this an essential
requirement within the local government sector.
A top-down approach is required to ascertain the impact and expenditure on the
financial state of the company.
Although the Hierarchical Drill-Down Inquiry feature is primarily intended for the
public sector, it is a requirement that may be applicable to many organizations that use
Hierarchical Drill-Down Inquiry Process 26-5
budgetary control.
Set Up Drill-Down
The first stage of setting up drill-down is defining the segments of the customer's chart
of accounts that relate to each level of the drill-down structure using the Setup
Drill-Down Levels window.
The table below shows an example of mapping each drill-down level to a chart of
accounts segment.
Mapping Drill-Down Levels to Chart of Accounts Segments
Drill-Down Level
Chart of Accounts Segment
Level 1
Segment A
Level 2
Segment B
Level 3
Segment C
Level 4
Segment D
Level 5
Segment E
The drill-down structure shown in the Mapping Drill-Down Levels to Chart of
Accounts Segments table, page 26-6 is interrogated in the drill-down inquiry window as
shown in the table below.
Hierarchy Viewing Structure Example
Level
Segment
View Balances for
Combination
1
A
Not applicable
2
B
Not applicable
3
C
A, B, and C values
4
D
A, B, C, and D values
26-6 Oracle Public Sector Financials (International) User Guide
Level
Segment
View Balances for
Combination
5
E
A, B, C, D, and E values
Below level 5
display journal lines making
up level 5 balances
Hierarchical Drill-Down Inquiry Process 26-7
27
Hierarchical Drill-Down Inquiry Procedure
Definition
Hierarchical Drill-Down Inquiry provides online top-down inquiries, enabling users to
do the following:
•
Perform drill-down inquiries for period-to-date and year-to-date actual and budget
balances for a ledger, with the option to include commitments. Account access is
governed by restrictions, if any, defined in the GL: Data Access Set profile option
and any existing flexfield security rules.
•
Project future years' actual and budget balances.
Overview
A hierarchy is definable with segments of the chart of accounts assigned to each level
and balances summarized by segment at each level. Balances can be viewed from first
to last segments of the hierarchy down to specific journal lines.
For an example of a hierarchical balance structure, see Hierarchical Drill-Down
Example, Oracle Public Sector Financials (International) Implementation Guide.
To Date Drill-Down
To date drill-down displays the following:
•
Period-to-date actuals
•
Year-to-date actuals
•
Period-to-date budget
•
Year-to-date budget
Hierarchical Drill-Down Inquiry Procedure 27-1
•
Period-to-date budget variance
•
Year-to-date budget variance
Full Year Drill-Down
Full year drill-down displays the following:
•
Period-to-date actuals
•
Year-to-date actuals
•
period-to-date budget
•
Year-to-date budget
•
Full year budget
•
Full year estimate
Projections Drill-Down
Projections drill-down displays the following:
•
Full year budget
•
Year-to-date actuals
•
Projection
•
Projected variance
•
Percentage variance
•
Overspend indicator, if projection variance is more than zero
Prerequisites
•
Provide ledger access using the GL: Data Access Set profile option at the site or
responsibility level.
•
Drill-down mapping must be defined and generated for the ledger.
To use the Setup Drill-Down Levels window, see Setting Up Drill-Down Levels,
Oracle Public Sector Financials (International) Implementation Guide.
•
Hierarchical Drill-Down must be enabled in the Enable OPSF(I) Features window.
27-2 Oracle Public Sector Financials (International) User Guide
To enable features, see 6. Enabling Oracle Public Sector Financials (International)
Features Procedure, Oracle Public Sector Financials (International) Implementation
Guide.
Hierarchical Drill-Down Inquiry Procedure
To view balances for selected accounts:
1.
Navigate to the Drill-Down Inquiry window as follows:
IGI General Ledger, OPSFI, Standard - HDD - Drill-Down Inquiry
2.
In the Selection region, select a ledger name, period name, and budget name from
the list of values.
Note: The Ledger Name defaults to the ledger for which the
Hierarchical Drill-Down Setup is recently saved provided you are
provided access to this ledger using the GL: Data Access Set profile
option. To query on a different ledger, you must define and save a
new drill-down setup to create a mapping to the desired ledger.
The new setup overwrites the existing mapping.
3.
In the Factor field, select a display and precision factor from the drop-down list for
rounding balances.
Hierarchical Drill-Down Inquiry Procedure 27-3
4.
To include commitments in actuals balances, select the Commitment check box.
5.
In the Company and Department fields, select level descriptions from the list of
values.
To populate the remaining fields, click Drill Down.
6.
Select one of the following tabs:
•
To Date Drill-Down
•
Full Year Drill-Down
•
Projections Drill-Down
7.
Select a line item.
8.
Click one of the following:
•
Drill Down to display the following window in the hierarchy.
Note: The Journals window appears when drill-down is complete.
•
Drill Up to display the preceding window in the hierarchy.
Drill-Down Inquiry Window Description
The following table describes the Drill-Down Inquiry window.
Drill-Down Inquiry Window Description
Field Name
Description
Operating Unit
operating unit
Period Name
period name
Budget Name
budget name
Factor
display and precision factor
Commitment
indicates commitments included within
actuals balances
Company
level 1 description, as defined in set of books
27-4 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Department
level 2 description, as defined in set of books
Account
level 3 description, as defined in set of books
Sub-Account
level 4 description, as defined in set of books
Code
actuals code; user definable; one of key
accounting flexfields
Description
actuals description; user definable
Period-To-Date
actual period-to-date balance
Year-To-Date
actual year-to-date balance
Drill Down
displays the following window in the
hierarchy
Drill Up
displays the preceding window in the
hierarchy
The following table describes the To Date Drill-Down tab in the Drill-Down Inquiry
window.
Drill-Down Inquiry Window Description, To Date Drill-Down Tab
Field Name
Description
Budget Period To-Date
budget period-to-date balance
Budget Year To-Date
budget year-to-date balance
Variance Period To-Date
period-to-date budget variance; budget minus
period-to-date actuals
Variance Year To-Date
year-to-date budget variance; budget minus
year-to-date actuals
The following table describes the Full Year Drill-Down tab in the Drill-Down Inquiry
window.
Hierarchical Drill-Down Inquiry Procedure 27-5
Drill-Down Inquiry Window Description, Full Year Drill-Down Tab
Field Name
Description
Budget Period To-Date
budget period-to-date balance
Budget Year To-Date
budget year-to-date balance
Full Year Full Year
budget full year amount
Full Year Full Year Est
budget full year estimate; year-to-date actuals
divided by year-to-date budget, multiplied by
full year budget
The following table describes the Projections Drill-Down tab in the Drill-Down Inquiry
window.
Drill-Down Inquiry Window Description, Projections Drill-Down Tab
Field Name
Description
Budget
full year budget balance
Projection
full year budget minus year-to-date budget
plus year-to-date actuals
Projection Variance
projected variance; projection minus full year
budget
Projection%
projected percentage variance; projection
variance divided by full year budget
multiplied by 100
Overspend
indicates if overspend projected
27-6 Oracle Public Sector Financials (International) User Guide
Journals Window Description
Journals Window Description
Field Name
Description
Batch
batch name
Journal Entry
journal name
Source
journal source; for example, manual
Description
journal line description
Debit
journal line debit
Credit
journal line credit
Hierarchical Drill-Down Inquiry Procedure 27-7
28
Inflation Accounting for Assets Process
Definition
The Inflation Accounting for Assets process restates assets to their current value in
respect of cost and associated depreciation. Revaluation reserves generated by this
process are amortized over the useful life of the asset by transfers to the general fund.
Overview
From April 2000 UK central government departments, government agencies, and
non-departmental public bodies are required by law to produce accruals based accounts
in line with the UK Treasury's Resource Accounting and Budgeting (RAB) initiative. As
part of this initiative fixed assets must be revalued annually according to the rules of
Modified Historic Cost Accounting.
RAB aims to correctly attribute the resources consumed in achieving the aims of
government to calculate the true cost of government. This true cost needs to be stated in
current monetary terms particularly in relation to fixed assets, which may have been in
use for many years. The measure of the amount of resource consumed in respect of an
asset employed, is the charge for depreciation during the asset's use.
Assets are revalued in line with government issued price indexes and are required to be
professionally valued every few years.
Inflation Accounting for Assets works with Oracle Assets to help governmental bodies
with their regulatory requirements. All revaluation accounting entries are created in
Inflation Accounting for Assets while historic accounting entries are created in Oracle
Assets; both sets of entries are passed to the same set of books within the general ledger.
The Inflation Accounting for Assets process provides the capability to:
•
Revalue assets and their associated depreciation to reflect changing market values
as represented by government issued price indexes or manual professional
valuations.
Inflation Accounting for Assets Process 28-1
•
Record professional valuations one by one or via a mass upload function to bring in
valuations held in spreadsheets.
•
Load beginning revaluation balances via the Inflation Accounting for Assets
Implementation Toolkit.
•
Access the accounting effect of revaluation on each asset with a drill down to the
history of cost revaluations.
•
Create journal entries to reflect changes in asset values within the general ledger.
•
Support the revaluation process with a suite of operational and reconciliation
reports.
Prerequisites
•
Oracle Assets must be installed.
For information on installing Oracle Assets, see Setup Steps , Oracle Assets User's
Guide.
•
Oracle General Ledger must be installed.
For information on installing Oracle General Ledger, see General Ledger Setup
Steps, Oracle General Ledger User's Guide.
Inflation Accounting for Assets Processing
In normal operation Inflation Accounting for Assets processing starts where Oracle
Assets functionality stops, with the closure of the current period as part of the
depreciation procedure. When the historic accounting for assets is completed, the book
is ready to be revalued.
Occasional Revaluation Process
Assets need to be maintained at market values; this is determined by reference to
Government published price indexes or by professionally qualified valuers. The
Government indexes are held in the system and are linked to the asset category. All
assets within that category can be revalued by executing a simple process.
If necessary, users can revalue only certain assets and overwrite the proposed
revaluation with their own valuation. This process includes a mandatory preview stage
that gives the opportunity to verify the proposed revaluations before they are formally
updated within the system. During the preview stage assets are validated to confirm
they are appropriate for revaluation. For example, a negative asset may not be revalued
or the index for the period to be revalued may not have been entered; in these cases an
28-2 Oracle Public Sector Financials (International) User Guide
exception is raised to explain the reason. These exceptions can be viewed from the
revaluation form.
Professional valuations are performed cyclically and are often supplied in large
numbers and in computerized form, for example in a spreadsheet file. Accordingly
Inflation Accounting for Assets provides a mass upload process to support this
requirement.
Note: For information on this process, see Mass Upload of Asset Valuations, page 28-24
.
Before users can perform an asset cost revaluation for a particular period, it is necessary
to run depreciation with the Close Period check box selected. This process also performs
the periodic depreciation revaluation automatically. This revaluation is performed
using price indexes or manual professional valuations. In normal operation, this form of
revaluation is performed annually but users can perform this function as frequently as
is required. Within the same period, users can, if necessary, run an indexed revaluation
followed by a professional revaluation for the same asset. It is not possible to run an
indexed revaluation for an asset in a period that has already been revalued by indexed
or professional valuation.
Asset Cost Revaluation
Asset cost revaluation adjusts the cost by the change in the index from the time that it
was previously revalued to that of the last closed period. The change in value is
adjusted against the asset cost account and offset against the revaluation reserve. If the
asset revaluation takes the value below the depreciated historic cost, the offset
accounting entry is made to the operating expense account. Whenever a revaluation
switches from above to below the depreciated historic cost, or vice versa, the movement
is apportioned between the revaluation reserve account and the operating expense
account on a pro-rate basis.
Prior Year Accumulated Depreciation
Revaluation of the prior year accumulated depreciation uses the same revaluation level,
whether indexed or professional, as that used for the cost revaluation. The amount of
the revaluation is charged to the revaluation reserve and offset to the accumulated
backlog depreciation account. If the revaluation is below the depreciated historic cost,
the movement is charged to the operating expense account instead of the revaluation
reserve. If a particular revaluation moves the cost from above to below the depreciated
historic cost or vice versa, the cost movement is apportioned between the revaluation
reserve and the operating expense account.
Note: In arriving at the split of the total accumulated depreciation between prior years
and the current year, the system apportions depreciation on a linear basis according to
the elapsed life of the asset.
Inflation Accounting for Assets Process 28-3
Current Year Depreciation Expense
Periodic depreciation revaluation revalues the historic cost up to the price level of the
last asset cost revaluation. The current year depreciation expense must now be brought
up to the price level of the current revaluation. The accounting entries are a charge to
the depreciation expense account and offset to the accumulated depreciation account.
Note: In arriving at the split of the total accumulated depreciation between prior years
and the current year, the system apportions depreciation on a linear basis according to
the elapsed life of the asset.
Amortization of Revaluation Reserve
The revaluation reserve is amortized to the general fund over the life of the asset, so
that the revaluation reserve represents the difference between the revalued net book
value and the historic net book value. The amount of the amortization is the same as the
revaluation element of the current year's depreciation, and as it is the same value the
accounting entries are generated at the same time.
The accounting entries are a debit to the revaluation reserve and a credit to the general
fund. If the cost revaluation takes the value below the depreciated historic cost, no
transfer to the general fund is appropriate for the year and any entries generated from
the periodic depreciation revaluation are reversed.
Formulae Used in Occasional Revaluation Process
Change in Cost on Revaluation
•
Change in Cost on Revaluation = Historic Cost * (Current Cumulative Revaluation
Factor - Previous Cumulative Revaluation Factor)
•
Cumulative Revaluation Factor (Professional) = User-supplied Gross Cost /
Previous Revalued Gross Cost * Previous Cumulative Revaluation Factor
•
Cumulative Revaluation Factor (Indexed) = Current Revaluation Period Price Index
/ Previous Revaluation Period Price Index * Previous Cumulative Revaluation
Factor
Change in Depreciation on Revaluation
•
Current Year Revalued Depreciation Expense = Current Year Historic Depreciation
* (Current Cumulative Revaluation Factor - Previous Cumulative Revaluation
Factor)
•
Backlog Accumulated Depreciation = Prior Year Historic Depreciation * (Current
Cumulative Revaluation Factor - Previous Cumulative Revaluation Factor)
28-4 Oracle Public Sector Financials (International) User Guide
•
Amortization of Revaluation Reserve = Current Year Historic Depreciation *
(Current Cumulative Revaluation Factor - Previous Cumulative Revaluation Factor)
Linear Split of Historic Accumulated Depreciation in Occasional Revaluation
•
Period Historic Depreciation = Historic Accumulated Depreciation / Total Elapsed
Periods
•
Current Year Historic Depreciation = Historic Accumulated Depreciation * Elapsed
Periods in Current Year / Total Elapsed Periods
•
Prior Year Historic Depreciation = Historic Accumulated Depreciation * ((Total
Elapsed Periods - Elapsed Periods in Current Year) / Total Elapsed Periods)
Note: Elapsed periods include the last closed period.
Additional Formulae for Assets With a Salvage Value
•
Salvage Value Correction = (Historic Depreciation Amount / (Cost - Salvage Value))
* Salvage Value
•
Salvage Value-Corrected Depreciation Amount = Historic Depreciation Amount +
Salvage Value Correction
Periodic Depreciation Revaluation Process
Periodic depreciation is an Oracle Assets process which calculates depreciation at the
end of each period. Revaluation of depreciation under Inflation Accounting for Assets
rules is an extension of this process which is launched automatically when periodic
depreciation is run.
Depreciation is run after all transactions are entered into the corporate book for the
period. Oracle Assets' Periodic Depreciation process calculates historic depreciation and
performs the catch-up processes. Periodic revaluation of depreciation is performed as
part of the depreciation process only if the close period option is selected.
Revaluation of Periodic Depreciation Expense
This revaluation restates the current period historic depreciation to current terms by
reference to the index movement from the date the asset was placed in service (DPIS) to
the date of the last cost revaluation. It is not revalued to the current period index as
depreciation and asset cost must stay at the same revaluation level at all times.
The revaluation is debited to depreciation expense and credited to accumulated
depreciation. If the indexes are falling below cost, these entries are reversed.
Inflation Accounting for Assets Process 28-5
Amortization of Revaluation Reserve
The revaluation reserve is amortized to the general fund over the life of the asset, so
that the revaluation reserve represents the difference between the revalued net book
value and the historic net book value. The amount of the amortization is the same as the
revaluation element of the current year's depreciation and as it is the same value the
accounting entries are generated at the same time.
The amortization is debited to revaluation reserve and credited to backlog accumulated
depreciation. If the indexes are falling below cost no entries are generated.
Revaluation of Prior Year Depreciation
Under normal circumstances this is only required when an occasional revaluation is
performed. However, it will also occur when periodic depreciation is run in a period in
which an expensed cost, life or salvage value adjustment has been performed. In these
events the new accumulated depreciation is split linearly between current year and
prior years. The prior years' accumulated backlog depreciation portion is revalued to
the same level as the asset cost.
The difference between the new revalued accumulated backlog depreciation and the
value before the adjustment is created as an entry to the accumulated backlog
depreciation account and offset to the revaluation reserve or operating expense account.
Formulae Used in Periodic Depreciation Revaluation Process
Change in Periodic Depreciation on Revaluation
•
Current Period Depreciation Expense = Current Period Historic Depreciation *
(Current Cumulative Revaluation Factor - 1)
•
Amortization of Revaluation Reserve = Current Period Historic Depreciation *
(Current Cumulative Revaluation Factor - 1)
•
Backlog Accumulated Depreciation = Prior Year Historic Depreciation * (Current
Cumulative Revaluation Factor - Previous Cumulative Revaluation Factor)
Note: Backlog accumulated depreciation is only calculated in the periodic depreciation
revaluation process when an expensed adjustment has been performed in that period.
Additional Formulae for Assets With a Salvage Value
•
Salvage Value Correction = (Historic Depreciation Amount / (Cost - Salvage Value))
* Salvage Value
•
Salvage Value-Corrected Depreciation Amount = Historic Depreciation Amount +
Salvage Value Correction
28-6 Oracle Public Sector Financials (International) User Guide
Revaluation Catch-up Process
The catch-up process is required to:
•
bring assets up to date after being entered with a date placed in service belonging to
a prior period
•
recalculate the asset revaluation following an event such as reclassification to
another asset category where a different index is involved
The process is very closely linked to the periodic depreciation process, as this is
normally the launching pad for revaluation catch-up. Catch-up can be considered as a
collection of programs designed to respond to different lifetime events which an asset
may encounter. All of these programs are called automatically, without user
intervention. Some of them are triggered by the entry of the event into Oracle Assets,
for example, a reclassification is actioned at the point it is entered into Oracle Assets
whereas a prior period transfer is actioned when depreciation is run following entry of
the transfer transaction into Oracle Assets.
Note: Transactions other than adjustments cannot be entered against an asset which has
already had a cost, life, or salvage value adjustment performed against it within that
period. For example, a transfer must be entered before the adjustment or be held over to
the next period and backdated if necessary.
Prior Period Additions
When an asset is entered into the system with a Date Placed In Service (DPIS) in a prior
period or year, its cost and depreciation must be brought fully up to date before it can
be revalued in routine processing.
Catch-up is performed when depreciation is run. The catch-up process, which is
launched when depreciation is next run, brings assets up to date as at the end of the
period prior to the current period. The current period is then the first period that is
processed normally. For example, an asset is entered in May with a DPIS of the
previous February. When depreciation is run in May it launches a catch-up for the
periods of February through to April, and the same depreciation run also launches a
periodic depreciation revaluation that revalues the month of May as the first routine
period of processing.
•
Asset cost
Asset cost is revalued once in each year of catch-up using the default revaluation
period entered in the Inflation Accounting Options window. The revaluation
accounting entries generated are an adjustment to the asset cost account and an
offset to the revaluation reserve. If the revaluation is below the asset cost, the offset
is to the operating expense account.
•
Depreciation expense
Inflation Accounting for Assets Process 28-7
The historic charge calculated by Oracle Assets is a single catch-up charge entered
in the current period. In Inflation Accounting for Assets this value is broken down
into the value for each fiscal year of catch-up. Each year is then revalued in turn and
the sum of these values is entered into the current period. The historic depreciation
expense must be broken down into individual years to calculate the correct
revaluation reserve balance. The accounting entries generated are a debit to
depreciation expense and a credit to accumulated depreciation. If indexes are
falling, these entries are reversed.
•
Accumulated depreciation
This account receives the offset revaluation entries from each year's catch-up
depreciation expense. It does not include the revaluation of the prior years'
accumulated depreciation.
•
Accumulated backlog depreciation
When the addition of an asset is backdated into previous years it is necessary, at
each annual revaluation, to revalue the current year expense and the prior years'
accumulated depreciation independently and to derive different accounting entries.
The entries for the revaluation of accumulated backlog depreciation are a debit to
the revaluation reserve and a credit to the accumulated backlog depreciation
account. If the indexes are falling, these entries are reversed up to the point that the
revalued asset cost falls below the historic cost. In these circumstances the entries
are a debit to the accumulated backlog depreciation account and a credit to the
operating expense account.
Note: Special rules apply if users supply a legacy system-calculated year-to-date
and accumulated depreciation value when the asset is first entered. In this case it is
necessary to assume that the timing pattern of past years' depreciation charges is
linear, and to attribute an equal portion of depreciation to each prior year
accounting period.
•
Amortization of the revaluation reserve
The revaluation reserve needs to be reduced over the life of the asset by a transfer to
the general fund. The purpose of this amortization is to ensure that the revaluation
reserve is equal to the difference between the asset's revalued net book value and its
historic net book value.
The transfer is calculated as the difference between the revalued depreciation
expense and the historic depreciation expense for each year within the catch-up
time span. The accounting entries generated are a debit to the revaluation reserve
and a credit to the general fund.
•
Revaluation reserve
The revaluation reserve represents the extra worth to the organization from the
increase in an asset's value. During catch-up, the revaluation reserve receives the
offset entry from the revaluation of the asset cost, the prior year's accumulated
28-8 Oracle Public Sector Financials (International) User Guide
backlog depreciation, and the transfer to the general fund. When the asset is
revalued above its historic cost, at any time the revaluation reserve balance should
be equal to the difference between the asset's revalued net book value and its
historic net book value.
•
Operating account
If the index causes the asset to fall below the depreciated historic cost, the
revaluation reduction in cost and prior year accumulated depreciation are offset
against the operating account instead of the revaluation reserve.
Prior Period Transfers
When an asset is transferred from one cost center to another, the balances on the asset
cost, revaluation reserve, accumulated depreciation, accumulated backlog depreciation,
and general fund need to be transferred to the new owning cost center. The year-to-date
expense balances on depreciation and, if present, the operating account remain with the
old cost center representing the old cost center's expense of using that asset in the
current year. New year-to-date expense balances are accumulated for the new cost
center. With prior period transfers, all depreciation and revaluation expense
movements are rolled back to the effective transfer date.
Transfers of balance sheet balances are performed the next time depreciation is run.
Current Period Transfers
Current period transfers are the same as for prior period transfers without the rollback
to a prior period transfer date. Recalculation and transfer of balance sheet balances are
performed as the transaction is entered.
Reclassification to Another Category
Assets are reclassified to move an asset from one category to another. Reclassification
might be due to a restructuring of category codes or to correct a coding or input error.
The effect is that an asset might move to a category code with a different revaluation
index. If this happens, all balances must be recalculated from the date placed in service.
When the balances are recalculated, accounting entries are generated to do the
following:
•
negate the balance sheet balances of the old category
•
create the balance sheet balances of the new category
•
create the additional current year depreciation revaluation expense, if any, due to
the possible use of a different index
If the new category has the same index as the old category, it is only necessary to
transfer the balance sheet balances to the account codes of the new category.
Inflation Accounting for Assets Process 28-9
As with transfers, the year-to-date expense balances of depreciation and operating
expense account, if present, remain with the old category.
Transfers of balance sheet balances are performed as the transaction is entered.
Retirement
When an asset is sold or retired from use, historic balances are moved by Oracle Assets
to the gain or loss on sale of asset account. Inflation Accounting for Assets moves the
cost revaluation and depreciation revaluation to the gain or loss on sale of asset account.
The accounts will reflect the correct gain or loss on sale of the revalued net book value.
The balance on the revaluation reserve is transferred to the revaluation reserve retired
account and the balance on the general fund in respect of revaluation reserve
amortization is not transferred. If a retirement is effective from a period within the
current year but prior to the current period, any revaluation effect is rolled back to the
effective retirement date.
Calculation of retirement balance transfers are performed in the Calculate Gains and
Losses program. This program can be run independently or as part of the depreciation
procedure.
Reinstatement
Reinstatement of a previously retired asset brings an asset back into an active state as if
the retirement had never taken place. Inflation accounting reinstates all revaluation
balances in the same way. Periodic revaluation of current period depreciation and the
amortization of the revaluation reserve is calculated for the gap between retirement and
reinstatement. If a cost revaluation would normally have taken place in this gap, it must
be performed manually after the reinstatement takes place.
Reinstatement is calculated in the Calculate Gains and Losses program. This program
can be run independently or as part of the depreciation procedure.
Cost Adjustments
Cost adjustments reflect additional monies being spent on a particular asset. The
additional asset cost is revalued to the same revaluation level as the underlying asset.
This additional revaluation amount is debited to the asset cost account and offset to the
revaluation reserve. If the asset has been negatively revalued, the revaluation entries are
a credit to the asset account and an offset to the operating expense account.
Revaluation entries for cost adjustments are created when depreciation is next run. Any
additional depreciation due to the cost adjustment is calculated as part of the normal
depreciation process. No specific additional entries are required.
Cost adjustments can be amortized or expensed. An amortized adjustment means that
the asset's newly adjusted net book value is depreciated over its remaining life. An
expensed adjustment means that the newly adjusted cost is depreciated evenly over its
original life. In this case there is an over- or under-depreciation of the asset to date and
this is corrected by an amended depreciation charge in the current period.
28-10 Oracle Public Sector Financials (International) User Guide
Note: Cost adjustments can be backdated to a prior period but Inflation Accounting for
Assets limits the degree of backdating to a period within the current fiscal year.
Life Adjustments
Life adjustments reflect a reassessment of the expected useful life of a particular asset.
Any additional depreciation due to the life adjustment is calculated as part of the
normal depreciation process. No specific additional entries are required.
Life adjustments can be amortized or expensed. An amortized adjustment means that
the asset's net book value is depreciated over its new remaining life. An expensed
adjustment means that the cost is depreciated evenly over its new life. This means that
there is an over- or under-depreciation of the asset to date and this is corrected by an
amended depreciation charge in the current period.
Note: Life adjustments can be backdated to a prior period but Inflation Accounting for
Assets limits the degree of backdating to a period within the current fiscal year.
Salvage Value Adjustments
Salvage value adjustments reflect a reassessment of the expected residual value of a
particular asset at the end of its life. Any additional depreciation due to the salvage
value adjustment is calculated as part of the normal depreciation process. No specific
additional entries are required.
Salvage value adjustments can be amortized or expensed.
Note: Salvage value adjustments can be backdated to a prior period but Inflation
Accounting for Assets limits the degree of backdating to a period within the current
fiscal year.
The formula used for the adjustment of an asset with salvage value is as follows:
•
Salvage Value Adjustment Amount = ((Historic Depreciation Reserve Before
Adjustment / (New Cost - New Salvage Value)) * New Salvage Value) - ((Historic
Depreciation Reserve Before Adjustment / (Old Cost - Old Salvage Value)) * Old
Salvage Value)
Access to Inflation Accounting for Assets Information
Extension to Oracle Assets Financial Information Inquiry
This "zoom" is called from the View menu when enquiring on an inflation accounting
asset in the financial information enquiry. It enables users to move from the historic
position to the revalued position, with the option of viewing the revaluation cost
history. The zoom provides a view of the main inflation accounting balances of the
revaluation reserve, operating account and depreciation reserve. Each account is broken
down into its constituent elements, for example the revaluation reserve shows its
movement caused by cost revaluation, backlog revaluation and amortization to the
Inflation Accounting for Assets Process 28-11
general fund. Different tabs are provided for the accumulated, year-to-date, and period
positions.
Once the historic depreciation period is closed, it is advisable to only view this enquiry
once all inflation accounting processing is completed for that period. For example, a
previewed revaluation does not update this enquiry. The update is made only when the
revaluation is successfully completed in Run mode.
Inflation Accounting: Reconciliation Reports
These reports provide assistance with reconciling revalued asset figures to the General
Ledger. The reports show how an asset has changed within a range of periods.
Movements due to events such as transfer to another cost center and reclassification to
another asset category are shown in separate columns explaining the change between
the opening and closing balance. The summary reports display totals at cost center,
balancing segment, and report levels, and the detail reports display individual asset
details and totals at cost center, account, balancing segment, and report levels.
The following reports are generated:
•
Backlog detail
Displays values calculated for backlog depreciation; shows beginning balance,
additions, depreciation, adjustments, retirements, reclassifications, transfers, and
ending balance for each asset.
•
Backlog summary
Supports the reconciliation of backlog accumulated depreciation accounts with the
General Ledger; shows beginning balance, additions, depreciation, adjustments,
retirements, revaluation, reclassifications, transfers, and ending balance for each
backlog account. Totals are displayed for each balancing segment and cost center.
•
Cost detail
Displays historic cost accounting values and Inflation Accounting for Assets values
for each asset; shows beginning balance, additions, adjustments, retirements,
revaluation, reclassifications, transfers, and ending balance.
•
Cost summary
Reconciles asset cost accounts with the General Ledger; shows beginning balance,
additions, adjustments, retirements, reclassifications, transfers, and ending balance
for each asset account. Totals are displayed for each balancing segment and cost
center.
•
Operating expense detail
Displays transactions for assets revalued below the historic cost; shows additions,
depreciation, adjustments, revaluation, reclassifications, transfers, and total
movements column for each asset.
28-12 Oracle Public Sector Financials (International) User Guide
•
Operating expense summary
Reconciles asset operating expense accounts with the General Ledger; shows
additions, adjustments, revaluation, reclassifications, transfers, and a total
movements column for each asset account. Totals are displayed for each balancing
segment and cost center.
•
Reserve detail
Displays historic figures and Inflation Accounting for Assets figures for
depreciation reserve accounts; shows beginning balance, additions, depreciation,
adjustments, retirements, revaluation, reclassifications, transfers, and ending
balance for each asset.
•
Reserve summary
Reconciles asset depreciation reserve accounts with the General Ledger; shows
beginning balance, additions, depreciation, adjustments, retirements, revaluation,
reclassifications, transfers, and ending balance for each asset account. Totals are
displayed for each balancing segment and cost center.
•
Revaluation reserve detail
Displays historic figures and Inflation Accounting for Assets figures for revaluation
reserve accounts; shows beginning balance, additions, depreciation, adjustments,
retirements, reclassifications, transfers, and ending balance for each asset.
•
Revaluation reserve summary
Reconciles asset revaluation reserve accounts with the General Ledger; shows
beginning balance, additions, adjustments, retirements, reclassifications, transfers,
and ending balance for each asset account. Totals are displayed for each balancing
segment and cost center.
For information on the Inflation Accounting: Reconciliation Reports, see Inflation
Accounting for Assets Reconciliation Reports, page 31-1.
Inflation Accounting: Asset Balance Reports
These reports provide an analysis of all assets broken down by asset category, balancing
segment, and cost center. As an asset may be assigned to more than one cost center, the
assets appear in each relevant cost center according to the asset distributions. The
reports have been developed using Oracle's RXi technology which allows users to
customize the report content and publish reports in different forms such as printing,
posting to web pages, or downloading to a spreadsheet.
Although each of the reports is aimed at a particular revaluation topic it is also able to
provide a variety of other operational audit trail data. This is provided to allow users to
take advantage of the customization and downloading capability of RXi reports. Each
report is provided with a default layout, which shows the main information; this can be
Inflation Accounting for Assets Process 28-13
copied and amended to show the precise information required by the user from all the
information that is available from the report's data retrieval stage. These customized
reports can be named and stored for future use.
With the exception of the Depreciation Summary and Detail reports, all balances
represent the accounting entries generated by Oracle Assets and Inflation Accounting
for Assets processes.
The following reports are generated:
•
Summary
Shows a high level summary of the balances of groups of assets for a range of cost
centers or categories, including the revalued cost, net revaluation reserve,
accumulated backlog depreciation, accumulated depreciation, general fund, and the
net operating account. When an asset is transferred, the entire operating account is
reported on the destination cost center or company, although the actual accounting
entries are not transferred.
•
Detail
Shows an asset distribution line breakdown of the summary report as of a specified
period end.
•
Revaluation reserve summary
Shows a high level summary of the make-up of the revaluation reserve for a group
of assets in a range of cost centers or categories, including the revalued cost;
revaluation reserve movements caused by the following: cost revaluation,
accumulated backlog depreciation, and general fund. The net revaluation reserve
balance is the combined effect of revaluation reserve movements.
•
Revaluation reserve detail
Shows an asset distribution breakdown of the revaluation reserve summary report
as of a specified period end.
•
Depreciation summary
Shows a high level summary of the make-up of the depreciation position for a
group of assets in a range of cost centers or categories, including the period
depreciation charge, year-to-date depreciation charge, accumulated depreciation,
and accumulated backlog depreciation. The year-to-date depreciation figure for an
asset is calculated linearly and is prorated across the asset distribution lines based
on the number of units and number of periods the unit was assigned for each
distribution line.
•
Depreciation detail
Shows an asset distribution line breakdown of the depreciation summary report as
of a specified period end.
28-14 Oracle Public Sector Financials (International) User Guide
Note: To attain period and year-to-date depreciation balances which are not
distorted by exceptional transactions such as prior period additions and backdated
adjustments, these depreciation balances are calculated by reference to the formulae
described in Linear Split of Historic Accumulated Depreciation in Occasional
Revaluation, page 28-5. These values are then multiplied by the cumulative
revaluation factor.
•
Operating expense summary
Shows a high level summary of the make-up of the operating expense for a group of
assets in a range of cost centers or categories, including operating expense cost
adjustments and operating expense backlog adjustments. The net operating account
balance is the combined effect of operating expense movements.
•
Operating expense detail
Shows an asset distribution breakdown of the operating expense summary report
as of a specified period end.
For information on the Inflation Accounting: Asset Balance Reports, see Inflation
Accounting for Assets Operational Reports, page 31-6.
Inflation Accounting: Adjustments Report
This report provides details of the journal entries generated by Inflation Accounting for
Assets. The journal entries are broken down by asset category, company, and cost
center.
The report displays the asset category, asset number, accounting period, transaction
type, accounting flexfield, and the debit and credit amount. It can be run for a particular
transaction type or all transaction types.
The following transaction types are available:
•
additions
•
cost adjustments
•
revaluation, cost and depreciation during the occasional revaluation process
•
depreciation, during periodic depreciation revaluation
•
full retirements, on sale or end of useful life
•
partial retirements, on sale or end of useful life
•
reclassifications, to another asset category
•
reinstatements, following retirement
Inflation Accounting for Assets Process 28-15
•
transfers, to another cost center
For information on the Inflation Accounting: Adjustments Report, see Generating
Inflation Accounting: Adjustments Report Procedure, page 31-32.
Inflation Accounting: Projections Report
This report provides projections of depreciation charges based on revalued costs. The
report can be run for future periods if the appropriate projected price indexes are
entered in the system. If no future price index projections are entered, the report is
based on the latest revaluation information.
Note: Depreciation projections are based on the depreciation charge for the last closed
accounting period.
When a report is run, users can choose in which annual period the asset cost is
revalued. For example, users can run a projection report in August to project for the
next thirty periods' depreciation, choosing to revalue the assets' costs in each September
during these periods.
For information on the Inflation Accounting: Projections Report, see Running
Projections Procedure, page 29-13.
Limitations
Limitations have been imposed on the normal use of Oracle Assets to safeguard the
proper working of Inflation Accounting for Assets due to potential conflicts.
The table below describes the limitations imposed on Oracle Assets when using
Inflation Accounting for Assets.
Limitations
Limitation
Description
Oracle Assets Revaluation Processes
Oracle Assets' revaluation processes cannot be
performed for the corporate book after the book has
been defined in the Inflation Accounting Options
window. Other books can use Oracle Assets' revaluation
processes as usual.
Straight-Line Depreciation Method
Only straight-line depreciation methods are recognized
by inflation accounting, consistent with public sector
practice.
28-16 Oracle Public Sector Financials (International) User Guide
Limitation
Description
Current Period Pro-rate Convention
Only the current period pro-rate convention can be used
with inflation accounting, consistent with public sector
practice.
Depreciation Flag
To ensure consistent accounting treatment, an asset
cannot be changed from depreciating to
non-depreciating after revaluation.
Assets with Wrong Date Placed in Service
When an asset is revalued but has a wrong date placed
in service, the assets must be retired and re-entered.
Assets with Wrong Number of Units
When an asset has been revalued but has the wrong
number of units, the assets must be retired and
re-entered.
Revaluation Required after Reinstatement
If an asset is reinstated a few periods after retirement,
all periodic depreciation revaluations are caught up.
Any occasional revaluations performed against this
asset, if it was partially retired, or its category are not
caught up. In this case, users may carry out a
professional or indexed revaluation to bring the asset up
to date once the period of reinstatement is closed.
Additional Asset Cost Entered as Subcomponent
Additional asset costs which are entered as
sub-components should only be entered as positive
values.
Group Depreciation
Controls to prevent the use of Group Depreciation
functionality with Inflation Accounting for Assets are
enforced at Asset Book Level and in the Inflation
Accounting Options window. The 'Allow Group
Depreciation' check box on the Accounting Rules tab of
the Book Controls window cannot be updated once a
book has been selected for Inflation Accounting. This
validation also prevents the Inflation Accounting
Implementation and Revaluation Upload processes
from processing books that have Group Depreciation
enabled.
Inflation Accounting for Assets Process 28-17
Limitation
Description
Mass Property Assets
Categories assigned as Mass Property Eligible cannot be
revalued. Inflation Accounting for Assets allows the
assignment of a Mass Property Eligible category in the
Inflation Accounting Options window, but users cannot
enable the Allow Indexed Reval and Allow Prof Reval
flags when the Mass Property Eligible flag is enabled.
Once a category is assigned to an Inflation Accounting
book through the Inflation Accounting Options
window, a control is triggered that prevents the update
of the Mass Property Eligible flag. For example, a
category that was not previously eligible for Mass
Property cannot be flagged as eligible, and a category
that was previously flagged as eligible for Mass
Property cannot become ineligible.
Negative Assets
Standalone assets entered with a negative cost are
incompatible with Inflation Accounting for Assets, and
are reported as exceptions instead of being processed.
Any negative assets that are filtered out are displayed in
the Exceptions window.
Prior Period Amortized Adjustments
Prior period amortized adjustments (cost, life or salvage
value) cannot be backdated earlier than the beginning of
the current fiscal year.
Transactions in the Same Period as Adjustments
Asset transactions, such as transfers or reclassifications
cannot be performed against an asset that has already
been the subject of an adjustment (cost, life or salvage
value) within that period. Such transactions must be
performed prior to the adjustment. They may also be
performed in the following period and, if allowed,
backdated to the earlier period.
Amortized Salvage Value Adjustment
When an amortized salvage value adjustment is
performed, Inflation Accounting for Assets charges the
portion of the adjustment that relates to prior periods
immediately in the current period, with the remainder
spread evenly over the remaining life so as to leave the
historic salvage value as both the revalued and historic
net book value.
28-18 Oracle Public Sector Financials (International) User Guide
Limitation
Description
Occasional Revaluation Using a Linear Revaluation
Method
When depreciation is revalued as part of the occasional
revaluation process, Inflation Accounting for Assets
splits the accumulated depreciation between current
and prior years in a linear ratio of the number of
elapsed periods in the current year-to-date to prior year
periods.
Projection Report
The projected value of depreciation in the Inflation
Accounting for Assets Projection report is based solely
on the depreciation charge for the last closed period.
Inactive asset distributions created by partial unit
retirements, transfers, or reclassifications are not
processed by the Projection report.
Reinstatement of Partial Retirements
Users cannot reinstate an asset that has been partially
retired if the occasional revaluation process has been
run between the original partial retirement and the
reinstatement. the periodic depreciation process will fail
if it encounters a reinstatement of a partial retirement.
Inflation Accounting for Assets Setup
Oracle Assets and Oracle General Ledger must be installed and mandatory setup steps
completed before setting up Inflation Accounting for Assets.
Inflation Accounting for Assets requires little setup in addition to that for Oracle Assets.
Price indexes to be used to revalue assets must be defined, unless all assets are to be
revalued by reference to professional revaluations. It is also necessary to define specific
accounting flexfield combination values for posting general ledger entries as a result of
asset revaluation.
Price Indexes
Price indexes are held to represent the rate of change in the value of assets. Numerous
indexes can be held in the system and the index that best reflects the price movements
of a particular category of assets can be linked to that category of assets.
When an index is linked to an asset category it must cover the full time span of all assets
within that category from the earliest date placed in service onwards.
Price indexes can be updated as necessary. Estimates of anticipated price index values
can be entered and used in the Inflation Accounting: Projections Report. This report
enables users to view the future depreciation charges for assets based on the estimated
Inflation Accounting for Assets Process 28-19
price indexes.
Note: These estimates must be updated with the actual values before revaluations are
carried out in normal operation.
For information on price indexes, see Setting Up Calendar Price Indexes for Inflation
Accounting, Oracle Public Sector Financials (International) Implementation Guide.
For information on the Inflation Accounting: Projections Report, see Running
Projections Procedure, page 29-13.
Inflation Accounting Options
The corporate book is linked to Inflation Accounting for Assets processes in the
Inflation Accounting Options window. This enables users to do the following:
•
Select the journal source code to be associated with all journal entries created by
Inflation Accounting for Assets.
•
Select the journal categories to be used for accounting entries generated by Inflation
Accounting for Assets.
•
Specify the default month of asset cost revaluation and associated depreciation to
be used when adding an asset with a prior period date placed in service, or
reclassifying an asset to another category.
•
Select the additional accounts, category by category, that are specific to Inflation
Accounting for Assets as follows:
•
backlog accumulated depreciation
•
general fund
•
operating expense
•
revaluation reserve
•
revaluation reserve retired
•
Select the price index to be used in the revaluation of assets within that category.
•
Allow indexed revaluation of assets within that category.
•
Allow professional revaluation of assets within that category.
For information on the Inflation Accounting Options window, see Enabling Corporate
Books, Oracle Public Sector Financials (International) Implementation Guide.
28-20 Oracle Public Sector Financials (International) User Guide
Security
Inflation Accounting for Assets is compliant with the Oracle Assets Security by Book
feature. Security by book enables the implementation of organizations and security
hierarchies to determine which corporate books a user can access. For example, users
within an organization can access books in their own and subordinate organizations,
but cannot view books assigned to their parent organization.
For information on setting up security by book in Oracle Assets, see Setting Up Security
by Book, Oracle Assets User's Guide.
Inflation Accounting for Assets Implementation
The implementation process enables users to select the most appropriate course of
implementation, maximizing use of Modified Historic Cost Accounting (MHCA) data
from previous releases of Oracle Public Sector Financials (International)'s MHCA
functionality.
There are two types of Inflation Accounting for Assets users. The type of user is
determined by which system was in use immediately prior to implementing Inflation
Accounting for Assets. Users might need to move to Inflation Accounting for Assets
from a previous release of MHCA, to re-implement, or to move from a legacy system.
For example, the first type of user might have used a previous version of Oracle Public
Sector Financials (International)'s MHCA continuously to the date of migrating to
Inflation Accounting for Assets functionality. The second type of user might have either
never used a previous version of Oracle Public Sector Financials (International)'s
MHCA or have stopped using a previous version at some point before the
implementation date. A gap is therefore created in the MHCA history.
In either case, it is extremely important that the revalued balances being brought into
Inflation Accounting for Assets reconcile with the equivalent balances in General
Ledger. Inflation Accounting for Assets provides functionality to assist users in this
reconciliation process. Part of this process involves the ability, if necessary, to update
the proposed revalued costs and other accounting balances immediately prior to their
transfer to Inflation Accounting for Assets as the revalued start position.
Care should be taken with this update function, as if an error is made at this stage, that
error will be carried forward within Inflation Accounting for Assets and can only be
corrected in the following ways.
•
If an error is made in the revalued asset cost, depreciation, and backlog figures, it
will be corrected automatically when the asset cost is next revalued as part of the
occasional revaluation process. If this asset is not revalued prior to the end of its
life, it must be retired to bring any remaining net book value into the Profit and
Loss account.
•
If an error is made in the Net Operating Account or General Fund balance, it is not
Inflation Accounting for Assets Process 28-21
corrected by subsequent occasional revaluation processes and is carried forward
until the asset is either reclassified or retired.
Continuous MHCA Use to Date of Implementation
In this situation, users have used Oracle Public Sector Financials (International)'s
MHCA in a previous release and have a full MHCA history up to the date of
implementation.
Implementation of Inflation Accounting for Assets enables users to select the MHCA tax
book from which the data is to be extracted. This data includes the revaluation of asset
costs, revaluation reserve, and backlog depreciation. To reconcile, and if necessary
update, the extracted data, it is made available to users in the Inflation Accounting:
Implementation Reconciliation window or downloaded to a spreadsheet via Web ADI.
Regardless of the chosen method, users can then update Inflation Accounting for
Assets' MHCA balances to ensure agreement with their general ledger account
balances. Users can also manually input balances for the new Inflation Accounting for
Assets accounts of Operating Account and General Fund. Users cannot update any
historic or corporate book balances. After corrections are made, the balances can be
transferred to Inflation Accounting for Assets as the new system starting position.
Although the history is imported from the MHCA tax book, the non-Inflation
Accounting for Assets historic book values must agree with their corporate book
equivalents. This is important since all future Inflation Accounting for Assets
movements will be based on the corporate book. To ensure this, validation rules have
been built into the MHCA tax book extract program to check that the following values
agree:
•
Asset cost
•
Date placed in service
•
Asset life
•
Salvage value
If any of these values differ between the two books the assets are displayed in the
reconciliation window with an exception. They are also displayed in an exception
report. Users should correct the errors and restart the data preparation process.
Gap in Use or No Previous Use of MHCA
If no current MHCA history exists, Inflation Accounting for Assets extracts the historic
balances from the corporate book and applies the new Inflation Accounting for Assets
functionality to build the fully revalued starting position.
These asset balances are held in an implementation set of tables pending reconciliation
to their equivalent general ledger account balances. This information is made available
28-22 Oracle Public Sector Financials (International) User Guide
in the Inflation Accounting: Implementation Reconciliation window and can be
downloaded via Web ADI for users to work in a spreadsheet environment. The asset
balances should be reconciled to the general ledger.
The extracted information can then be corrected in the Inflation Accounting:
Implementation Reconciliation window or the spreadsheet. Although users can update
the revalued amounts, they cannot update Oracle Assets' corporate book values.
Once downloaded balances have been reconciled and if necessary amended, they can be
uploaded via Web ADI to the Inflation Accounting for Assets implementation tables.
Alternatively, if users have an existing file that meets the following criteria it may be
directly loaded into the implementation tables:
•
conforms to the implementation table format
•
covers all assets that were initially extracted
•
has historic asset balances that match those of the corporate book
After the balances held in the implementation tables are confirmed as correct, they can
be transferred to the Inflation Accounting for Assets system as the starting position.
The usual scenario, that of new users implementing Oracle Assets and Inflation
Accounting for Assets from a legacy system, means that assets are created in Oracle
Assets with supplied accumulated and year-to-date depreciation balances. When the
implementation process builds the new Inflation Accounting for Assets revalued
balances, it applies rules to determine how the supplied depreciation amounts are
spread over the asset's elapsed life, and how much of the depreciation revaluation
should be treated as depreciation expense and how much should be backlog
accumulated depreciation. These rules are as follows:
•
If an asset is added to the corporate book in the current fiscal year, the current
year-to-date balance is deducted from the accumulated depreciation and the
remaining balance is split linearly over all prior years.
•
If the asset is added in a prior year with or without a supplied depreciation balance,
the full accumulated depreciation is apportioned linearly over the elapsed life of the
asset.
For information on the Inflation Accounting: Implementation Reconciliation window,
see Reconciling Data, Oracle Public Sector Financials (International) Implementation Guide.
Reporting
As the implementation process generates the starting position for all future revaluations
of assets, it is important to ensure that this starting position is correct. To assist in this
process two reports are provided:
•
Inflation Accounting Asset Exceptions Report, page 28-24
Inflation Accounting for Assets Process 28-23
•
Inflation Accounting: Implementation Reconciliation Report, page 28-24
Inflation Accounting Asset Exceptions Report
The initial data preparation stage of extracting asset information from the corporate or
MHCA book requires that the information be validated. Any issues that are discovered
in the validation process are shown in this report as exceptions.
Exceptions cover differences between the MHCA and corporate book values for the
following:
•
asset cost
•
date placed in service
•
asset life
•
salvage value
These differences must be investigated and corrected. Once this is done, the data
preparation process can be restarted.
Specific asset circumstances that do not require correction are also reported as follows:
•
•
asset types that will not be processed by the revaluation process
•
fully retired assets
•
negative assets
asset types that will only have the cost revalued by the revaluation process
•
non-depreciating assets that have an accumulated depreciation balance
Note: This report is not restricted to the implementation process; it can be run at any
other time which might be useful to check for the listed specific asset circumstances.
Inflation Accounting: Implementation Reconciliation Report
This report shows details of all assets imported into Inflation Accounting for Assets. It
can be run at any point during the reconciliation process, for example, before formal
reconciliation is started, before export to the spreadsheet, or before final figures are
transferred to Inflation Accounting for Assets as the new starting position.
Mass Upload of Asset Valuations
Inflation Accounting for Assets includes the facility to upload, validate, and process
large quantities of existing assets that have been professionally revalued.
28-24 Oracle Public Sector Financials (International) User Guide
Upload of Professional Valuations
Users cut and paste professional valuation data from an existing spreadsheet into the
Oracle Web Applications Desktop Integrator (Web ADI) spreadsheet template.
Users can receive valuations in one of the following forms:
•
Gross Book Value
The revalued cost is listed before deduction of the revalued accumulated
depreciation. This is usually provided to users for smaller value items based on a
supplier catalogue.
•
Net Book Value
The revalued cost is listed after deduction of the revalued accumulated
depreciation. Such valuations are usually provided to users by professional valuers,
based on a current saleable value as a part-used asset.
Inflation Accounting for Assets requires the valuation in the form of a Gross Book Value
and to this end users are able to set a gross-up flag against each asset to translate any
valuations that are provided as a Net Book Value. The Mass Upload process then
performs the gross-up by reference to the ratio of the elapsed life to the full life.
The completed spreadsheet template is then uploaded to Inflation Accounting for
Assets for validation.
'No Change' Professional Revaluations
Users can include assets in the upload spreadsheet where the new gross cost is the same
as the previous gross cost. If the next revaluation is an indexed revaluation, the 'no
change' revaluation moves the calendar forward in terms of the base period from which
the indexed revaluation starts.
The table below shows an example professional revaluation followed by an indexed
revaluation with the impact from a 'no change' revaluation.
'No Change' Revaluation Example
Date
Revaluation Type
Description
September 2000
Cost
30,000 index = 100
September 2001
Professional Revaluation
36,000 index = 110 - not used,
depreciation revalued by a factor of
36000/30000, or 1.2.
Inflation Accounting for Assets Process 28-25
Date
Revaluation Type
Description
September 2002
Professional Revaluation
36,000 index = 120 - not used,
revaluation factor unchanged as
ratio is 36000/36000, or 1.0.
September 2003
Indexed Revaluation
index = 130 - previous cost of 36,000
is increased by a factor of 130/120 or
1.083, to 39,000.
In this example, when a 'no change' professional revaluation is followed by an indexed
revaluation, the September 2003 indexed revaluation starts from the last revaluation
period index of 120 in September 2002, rather than the last changing revaluation index
of 110 in September 2001.
Validation of Professional Valuations
Exception validations are performed to check that the asset is active and valid for
professional revaluation. Tolerance checks ensure that the revaluation is within selected
tolerance limits.
Download of Validation Results
Users must view and correct all exception check failures. Any assets that cannot be
corrected, for example if they were included wrongly, must be removed from the
spreadsheet. Tolerance check failures can be removed or accepted.
Transfer to Revaluation Process
Once the spreadsheet is fully validated and contains no exception or tolerance failures,
it is transferred to the occasional revaluation process for uploading into the Inflation
Accounting for Assets tables. Normal revaluation processing involves a Preview and a
Run mode of operation, with the Preview mode generating a report to allow users to
confirm that results are satisfactory. The transfer to the revaluation process can be
requested to automatically launch the Preview mode operation.
After the transfer, users can complete the process in the Revaluation window. The
revaluations are only fully updated into the system once the Revaluation process has
been successfully completed in Run mode.
For information on the Mass Upload of Revalued Assets process, see Inflation
Accounting for Assets Mass Upload of Asset Valuations Procedures, page 30-1.
For information on Web ADI, see Oracle Web Applications Desktop Integrator User's Guide.
28-26 Oracle Public Sector Financials (International) User Guide
29
Inflation Accounting for Assets Procedures
Definition
Inflation Accounting for Assets provides functionality to support the revaluation of
fixed assets and the associated accounting entries. This is part of the UK government's
initiative on resource accounting and budgeting.
Overview
UK Government departments are required to provide financial statements which
measure the resources consumed in achieving their objectives. All costs are included in
this requirement, including the cost of using capital assets. These costs must be stated in
current price terms to make them comparable across departments and properly reflect
the resources consumed. Inflation accounting is used in particular for fixed assets, for
example, buildings. The cost of all assets and their accumulated depreciation must be
revalued to current day terms by reference to published price indexes and professional
valuations.
The following types of occasional revaluation are available:
•
Indexed revaluations
These revaluations depend on a specific index value to calculate the revalued cost.
•
Professional revaluations
This revaluations require a new cost value to be provided.
The following windows are available in Inflation Accounting for Assets:
Indexed-Professional Revaluation Window
The Indexed - Professional Revaluation window enables users to enter the parameters
for a revaluation run. The user can also perform indexed, professional, or both types of
revaluations in one revaluation run.
Inflation Accounting for Assets Procedures 29-1
Revaluation Window
The Revaluation window enables users to view individual assets for the category
selected on the Indexed - Professional Revaluation window.
Indexed-Professional Revaluation Window
The Indexed - Professional Revaluation window enables users to enter the parameters
for a revaluation run. The user can also perform indexed, professional, or both types of
revaluations in one revaluation run.
Results - Revaluation Window
The Results - Revaluation window enables users to view the proposed effect of a
professional revaluation.
Exceptions Window
The Exceptions window lists any assets that will not be included in the revaluation
process, and provides explanations for the exclusions.
Inflation Accounting - Projection Window
The Inflation Accounting - Projection window enables users to run projections reports.
The Projections report is a variable format report and projects depreciation charges into
the future based on current assets and indexes. Revaluations are based on the revalued
costs as at the last closed period and are revalued in each of the selected revaluation
periods within the report range of periods. All active assets are available for projection,
including non-depreciating assets but excluding fully retired assets. This report enables
users to review future charges related to budgets and can be used in cash flow
projections as a non-cash adjustment from a profit forecast.
Variable Format Reports
The Projections report is available as a variable format report, which means users can
view and manipulate the report data in a number of desktop applications. For example,
the information can be downloaded into Microsoft Excel to be sorted and analyzed
using familiar spreadsheet features. The report can also be formatted as an HTML file
and placed on a Web server.
To create a variable format report, an attribute set that contains formatting instructions
is applied to the Projections report. In Oracle Applications, attribute sets are defined
using the RXi Reports Administration Tool. A default attribute set is available for the
Projections report, alternatively a user-defined attribute set can also be applied to the
report. The report can be published using one of the following options: CSV, HTML,
TEXT, or TAB.
For information on the RXi Reports Administration Tool, see Oracle Financials RXi
Reports Administration Tool User Guide.
29-2 Oracle Public Sector Financials (International) User Guide
Inflation Accounting Inquiry Window
The Inflation Accounting Inquiry window is accessed from the Oracle Assets View
Financial Information window. The View Financial Information window enables users
to view historic values for an asset, and the Inflation Accounting Inquiry window
displays the impact of inflation accounting on the values.
Revaluation History Window
The Revaluation History window is accessed from the Inflation Accounting Inquiry
window and enables users to view the full history of cost revaluations affecting a
particular asset. Cost revaluations resulting from occasional revaluation,
reclassifications, prior period additions, cost adjustments, and the implementation
toolkit are all displayed in the Revaluation History window. All revaluations identify
whether the revaluation type is indexed, professional, or as a result of the
implementation toolkit.
Prerequisites
•
Inflation Accounting for Assets setup must be completed.
For information on setting up Inflation Accounting for Assets, see Inflation
Accounting for Assets Setup, Oracle Public Sector Financials (International)
Implementation Guide.
Performing Indexed-Professional Revaluation
Inflation Accounting for Assets Procedures 29-3
Entering Parameters and Running Revaluations
To enter revaluation parameters and run a revaluation, perform the following steps.
1.
Navigate to the Indexed - Professional Revaluation window as follows:
IGI Fixed Asset Management, OPSFI - Inflation Accounting - Revaluation
2.
In the Book field, select a book from the list of values.
The Status, Revaluation ID, and Revaluation Date fields are automatically
populated. All available categories for the book are listed in the Categories region.
3.
In the Categories region, identify the asset categories to be revalued by selecting the
check boxes next to the Category ID field.
4.
For an indexed revaluation where there are no changes to the default indices for the
selected categories, proceed to the Submitting the Revaluation Request in Preview
Mode Procedure, page 29-6 to submit a revaluation preview. For a professional
revaluation, proceed to step 5 to create the revaluation candidates.
5.
To create asset revaluation records, click Create.
A concurrent process is run which creates the records.
6.
When the process is complete, requery the form as follows:
View - Query by Example - Enter
29-4 Oracle Public Sector Financials (International) User Guide
7.
Enter search criteria as required.
8.
Run the query as follows:
View - Query by Example - Run
Selecting Assets for Revaluation
1.
To view individual assets for the currently selected category, click Assets.
All assets are selected for revaluation by default.
2.
To reduce the list of selected assets, proceed to step 3. To use all assets in the
revaluation, proceed to step 7.
3.
Navigate to the Find Assets window as follows:
View - Find
4.
Enter search criteria as defined in the Find Assets Window Description.
5.
Click Find.
6.
To remove an asset from the revaluation process, deselect the Select check box next
to the asset details.
7.
To perform an indexed revaluation on an asset, select the Indexed radio button and
proceed to step 11.
Note: If both a professional and an indexed revaluation of an asset are performed in
the same month, the professional revaluation may override the indexed
revaluation. However, a professional revaluation cannot be overridden by an
indexed revaluation.
8.
To perform a professional revaluation, select the Professional radio button.
The New Cost field is enabled and the Select for Calculation check box is
automatically selected.
9.
In the New Cost field, enter the new asset cost.
Once the new cost is entered, the Reval Rate (%) field displays the cost change as a
percentage.
10. To view the accounting effect of a revaluation on the assets, click Calculate.
For information on the results displayed, see Results - Revaluation Window
Description, page 29-11.
11. To close the Results - Revaluation window and return to the Revaluation window,
click Done.
Inflation Accounting for Assets Procedures 29-5
12. Save or save and continue as follows:
File - Save or Save and Proceed
13. When the revaluation parameters for the assets are complete, close the Revaluation
window and return to the Indexed - Professional Revaluation window, by clicking
Done.
Submitting the Revaluation Request in Preview Mode
1.
To submit the revaluation as a preview, click Preview.
2.
View Inflation Accounting: Asset Revaluation Preview report generated by the
request as follows:
View - Requests
Note: If asset exceptions exist when a revaluation preview has completed, those
exceptions are visible in the Revaluation window. The assets with exceptions are
not included in the Revaluation Preview report.
3.
To save the revaluation changes, return to the Indexed-Professional Revaluation
window and proceed to the Viewing Exceptions Procedure.
Viewing Exceptions
1.
Following Preview mode, any assets which Inflation Accounting for Assets cannot
revalue are listed as exceptions. To view these assets, click Exceptions.
The table below lists the exception messages generated by the revaluation program.
Exceptions Generated by Revaluation Program
Number
Exception
1
Period entered is not the last closed period.
2
The Asset has cost adjustments against it.
3
The Asset has pending retirement or reinstatement
transactions.
4
New transactions have been processed prior to
running revaluation. You can run revaluation in the
next period only.
29-6 Oracle Public Sector Financials (International) User Guide
Number
Exception
5
You cannot perform multiple indexed revaluations in
one period for this asset or you cannot perform an
indexed revaluation on an asset professionally
revalued in the same period.
6
New asset cost is same as current asset cost.
2.
To close the window, click Done.
Submitting the Revaluation Request in Run Mode
1.
To submit the revaluation, click Run.
The concurrent request is submitted.
2.
View the request as follows:
View - Requests
Find Revaluations Window Description
Find Revaluations Window Description
Field Name
Type
Features
Description
Book
optional
list of values
book name
Revaluation ID
optional
list of values
revaluation identification
number
Clear
button
clears field currently
selected
New
button
opens Indexed Professional Revaluation
window
Inflation Accounting for Assets Procedures 29-7
Field Name
Type
Find
Features
Description
button
searches for revaluations
based on information
entered in Book and
Revaluation ID fields;
opens Indexed Professional Revaluation
window and displays
search results
Indexed - Professional Revaluation Window Description
Indexed - Professional Revaluation Window Description
Field Name
Type
Features
Status
display only
revaluation process status
as follows: New, when
revaluation criteria saved;
In Process, while preview
process running;
Previewed, when preview
process complete; Error, if
preview process fails;
Complete, when
revaluation process
successfully completed;
field updated when
revaluation requeried
Create Request
display only
automatically generated
ID; created when user
clicks Create or Preview
button
Revaluation ID
display only
unique ID generated for
revaluation record
Revaluation Date
display only
last date of current
depreciation period for
book
29-8 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Features
Description
Revaluation Request
display only
Obsolete Revaluation
optional
check box
if selected, revaluation
preview is obsoleted and
cannot be viewed; if
deselected revaluation
preview can be viewed;
action is irreversible once
selected and confirmed.
[check box]
optional
check box
if selected, category
selected for revaluation; if
deselected, category not
included in revaluation
Category ID
display only
category identification
Description
display only
category description
automatically generated
ID; created when user
clicks Preview or Run
button
Deselect
button
deselects all currently
selected categories and
enables user to select
individual categories as
required; when categories
deselected, button changes
to Select All and toggles
between Select All and
Deselect All to enable user
to select or deselect all
categories
Assets
button
opens Revaluation
window
Preview
button
submits revaluation
request in preview mode
Exceptions
button
opens Exceptions window
Inflation Accounting for Assets Procedures 29-9
Revaluation Window Description
Revaluation Window Description
Field Name
Type
Features
Description
Select for Calculation
conditionally required
check box
if selected, indicates that
effect of revaluation on
asset can be viewed
immediately by clicking
Calculate; check box
enabled only if
Professional radio button
selected
Allow Prof Update
check box
if selected, indicates that
professional revaluation
update allowed
Cancel
button
closes Revaluation
window without saving
changes and returns to
Indexed - Professional
Revaluation window
Deselect
button
deselects all currently
selected categories and
enables user to select
individual categories as
required; when categories
deselected, button changes
to Select All and toggles
between Select All and
Deselect All to enable user
to select or deselect all
categories
29-10 Oracle Public Sector Financials (International) User Guide
Find Assets Window Description
Find Assets Window Description
Field Name
Type
Features
Description
Asset Number
required
list of values
asset number range to be
included in search
Clear
button
erases data from all fields
Find
button
searches for assets based
on search criteria entered
Features
Description
Results - Revaluation Window Description
Results - Revaluation Window Description
Field Name
Type
Asset
display only
asset number
Old Cost
display only
asset cost before
revaluation
New Cost
display only
asset cost after revaluation
Old Depreciation Amount
display only
accumulated depreciation
before revaluation
New Depreciation
Amount
display only
accumulated depreciation
after revaluation
Old Depreciation Reserve
display only
depreciation reserve
before revaluation
New Depreciation Reserve
display only
depreciation reserve after
revaluation
Inflation Accounting for Assets Procedures 29-11
Field Name
Type
Features
Description
Old Backlog
display only
backlog reserve before
revaluation
New Backlog
display only
backlog reserve after
revaluation
Old General Fund
display only
general fund before
revaluation
New General Fund
display only
general fund after
revaluation
Old Revaluation Reserve
display only
revaluation reserve
amount before revaluation
New Revaluation Reserve
display only
revaluation reserve
amount after revaluation
Old Operating Account
display only
operating account before
revaluation
New Operating Account
display only
operating account after
revaluation
Exceptions Window Description
Exceptions Window Description
Field Name
Type
Features
Category
display only
asset category
Asset
display only
asset number
Exception
display only
exception message, as
listed in the Exceptions
Generated by Revaluation
Program table, page 29-6
29-12 Oracle Public Sector Financials (International) User Guide
Description
Running Projections
To run a projections report, perform the following steps.
1.
Navigate to the Inflation Accounting - Projection window as follows:
IGI Fixed Asset Management, OPSFI - Inflation Accounting - Projection
2.
In the Book field, select a book type code from the list of values.
3.
Optionally, in the Category field, select a category from the list of values.
4.
In the Major Category field, select a major asset category from the list of values.
5.
In the Minor Category field, select a subsidiary asset category from the list of
values.
6.
To select all categories, click Cancel.
7.
To close the Category Flexfield window, click OK.
8.
In the Revaluation Period field, select a revaluation period number from the list of
values.
9.
In the End Period field, select a projection end period from the list of values.
10. In the RXi Attribute Set field, select the Projections attribute set to be applied to the
report.
11. Click Run.
The projections report is submitted as a concurrent request.
12. To re-run the completed projections report, click View.
13. View the request as follows:
View - Requests
Inflation Accounting for Assets Procedures 29-13
Inflation Accounting - Projection Window Description
Inflation Accounting - Projection Window Description
Field Name
Type
Features
Projection ID
display only
projection ID code;
generated automatically
when the Run button is
clicked
Start Period
display only
current open depreciation
period; automatically
inserted when book name
selected
Output Format
optional
list of values
Description
default value is TEXT
which prints the report in
A4 landscape format;
alternatively, select the
required output format as
follows: CSV for
comma-separated values,
HTML, or TAB for
tab-delimited format
Projection Report Column Descriptions for Projections Attribute Set
Projection Report Column Descriptions for Projections Attribute Set
Column Heading
Description
Company
Balancing segment value from Chart of Accounts
definitions.
Cost Center
Cost center qualifier segment from Chart of Accounts
definitions.
Major Category
Asset Major Category qualifier segment from the Asset
Category Flexfield definition.
29-14 Oracle Public Sector Financials (International) User Guide
Column Heading
Description
Minor Category
Asset Minor Category qualifier segment from the Asset
Category Flexfield definition.
Asset Number
Asset number as defined in Oracle Assets.
Asset Desc
Asset description as defined in Oracle Assets.
Period
Standard format period, for example, JAN:02-03; runs
from start period to end period as selected in the report
input parameters.
Period Index
Index for specified period.
Reval Cost Index
Index for period in which asset cost was last revalued.
Cost
Revalued cost of asset. In the projections period prior to
the first projection report for cost revaluation, this value
will be as per the last user indexed or professional
revaluation.
Period Deprn
Based on last closed period revalued depreciation and
updated by revaluations in the selected revaluation
periods.
YTD Deprn
Accumulated depreciation figure for the year. If the
selected periods run over a year-end, the YTD figure in
the column will start again from zero.
Comments
Reports if a defined condition is encountered during
report processing, for example, if an asset becomes fully
reserved or this is a cost revaluation period.
Note: The following columns are available in the default RXi attribute set in addition to
those shown in the Projections attribute set in the Projection Report Column
Descriptions for Projections Attribute Set table, page 29-14:
•
Concatenated Category
•
Concatenated Category Description
•
Category ID
•
Fiscal Year
Inflation Accounting for Assets Procedures 29-15
•
Organization Name
•
Revaluation Period Name
Viewing Asset Revaluation Cost History
To use the Inflation Accounting for Assets zoom from Oracle Assets to show the effect
of inflation accounting on the record displayed, perform the following steps.
1.
In Oracle Assets, navigate to the Assets window as follows:
IGI Fixed Asset Management, OPSFI - Inquiry - Financial Information
2.
Enter search information relevant to the assets required.
3.
Click Find.
4.
Select the asset to be viewed.
5.
Click Books.
For information on the View Financial Information window, see Viewing Assets,
Oracle Assets User's Guide.
6.
Navigate to the Inflation Accounting Inquiry window as follows:
View - Zoom
Note: The Zoom menu option is only available if the current record belongs to an
Inflation Accounting for Assets book in the Oracle Assets View Financial
Information window.
7.
View data in the Inflation Accounting Inquiry window as described in the Inflation
Accounting Inquiry Window Description, page 29-17 table.
8.
To view the revaluation history of the asset, click Revaluation History.
9.
View data in the Revaluation History window as described in the Revaluation
History Window Description table, page 29-23.
Note: The impact of retirements, partial retirements, and transfers is not reflected in
the Revaluation History window.
29-16 Oracle Public Sector Financials (International) User Guide
Inflation Accounting Inquiry Window Description
Inflation Accounting Inquiry Window Description, Header Region and Accumulated Balance Tab
Field Name
Type
Features
Description
Asset Number
display only
selected asset number
Date Placed in Service
display only
date asset placed in service
Years
display only
number of years in asset
life, in addition to number
of months displayed in
Months field
Months
display only
number of months in asset
life, in addition to number
of years displayed in Years
field
Latest Cost Revaluation
display only
latest cost revaluation for
total accumulated balance
of asset
Historic Cost
display only
historic cost of asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
historic cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Transfer to General Fund
display only
amount transferred to
General Fund
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation and amount
transferred to General
Fund from surplus/deficit
amount
Inflation Accounting for Assets Procedures 29-17
Field Name
Type
Features
Latest Cost Revaluation
display only
latest cost revaluation for
total accumulated balance
of asset; values appear in
the Operating Account
fields if the asset has a
revaluation below the
depreciated historic cost;
in a period where a
revaluation crosses the
depreciated historic cost,
values appear in both the
Revaluation Reserve and
Operating Account fields
Historic Cost
display only
historic cost of asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
historic cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation amount from
surplus/deficit amount
Historic
display only
historic depreciation for
accumulated balance of
asset
Expensed Revaluation
display only
expensed revaluation
amount
Backlog
display only
backlog depreciation
provision
29-18 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Total Depreciation
display only
total depreciation for total
accumulated balance,
calculated by adding
historic depreciation,
expensed revaluation, and
backlog depreciation
Net Book Value
display only
net book value, calculated
by subtracting total
depreciation from latest
cost revaluation
Current Open Period
display only
open period for the asset
OK
Features
button
Description
closes Inflation
Accounting Inquiry
window and displays
View Financial
Information window
Inflation Accounting Inquiry Window Description, Year-to-date Balances Tab
Field Name
Type
Features
Description
Latest Cost Revaluation
display only
latest cost revaluation for
year-to-date balance of
asset
Previous Cost Revaluation
display only
previous cost revaluation
for asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
previous cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Transfer to General Fund
display only
amount transferred to
General Fund
Inflation Accounting for Assets Procedures 29-19
Field Name
Type
Features
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation and amount
transferred to General
Fund from surplus/deficit
amount
Latest Cost Revaluation
display only
latest cost revaluation for
year-to-date balance of
asset; values appear in the
Operating Account fields
if the asset has a
revaluation below the
depreciated historic cost;
in a period where a
revaluation crosses the
depreciated historic cost,
values appear in both the
Revaluation Reserve and
Operating Account fields
Previous Cost Revaluation
display only
previous cost revaluation
for asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
previous cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation amount from
surplus/deficit amount
Historic
display only
historic depreciation for
year-to-date balance of
asset
29-20 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Features
Description
Expensed Revaluation
display only
expensed revaluation
amount
Backlog
display only
backlog depreciation
provision
Total Depreciation
display only
total depreciation for
year-to-date balance,
calculated by adding
historic depreciation,
expensed revaluation, and
backlog depreciation
Current Open Period
display only
current open period for
the asset
Inflation Accounting Inquiry Window Description, Period Balances Tab
Field Name
Type
Features
Description
Latest Cost Revaluation
display only
latest cost revaluation for
current period balance of
asset
Previous Cost Revaluation
display only
previous cost revaluation
for asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
previous cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Transfer to General Fund
display only
amount transferred to
General Fund
Inflation Accounting for Assets Procedures 29-21
Field Name
Type
Features
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation and amount
transferred to General
Fund from surplus/deficit
amount
Latest Cost Revaluation
display only
latest cost revaluation for
current period balance of
asset; values appear in the
Operating Account fields
if the asset has a
revaluation below the
depreciated historic cost;
in a period where a
revaluation crosses the
depreciated historic cost,
values appear in both the
Revaluation Reserve and
Operating Account fields
Previous Cost Revaluation
display only
previous cost revaluation
for asset
Surplus/Deficit
display only
surplus or deficit amount;
calculated by subtracting
previous cost from latest
cost revaluation
Backlog Depreciation
display only
backlog depreciation
amount
Net
display only
net revaluation reserve
balance; calculated by
subtracting backlog
depreciation amount from
surplus/deficit amount
Historic
display only
historic depreciation for
the period balance of the
asset
29-22 Oracle Public Sector Financials (International) User Guide
Description
Field Name
Type
Features
Description
Expensed Revaluation
display only
expensed revaluation
amount
Backlog
display only
backlog depreciation
provision
Total Depreciation
display only
total depreciation for
period balance, calculated
by adding historic
depreciation, expensed
revaluation, and backlog
depreciation
Latest Closed Period
display only
most recently closed
period for the asset
Revaluation History Window Description
Revaluation History Window Description
Field Name
Type
Features
Description
Number
display only
asset number
Description
display only
asset description
Revaluation Type
display only
type of revaluation
performed on asset:
occasional, reclassification,
cost adjustment, prior
period addition, or
implementation
Revaluation Method
display only
type of revaluation
method used: indexed,
professional, or
implementation
Inflation Accounting for Assets Procedures 29-23
Field Name
Type
Effective Period
display only
period during which
catch-up routine took
place on a reclassification
or prior period addition
Period Entered
display only
period during which
transaction was performed
Previous
display only
revalued cost before
transaction took place
New
display only
current revalued cost
OK
Features
button
29-24 Oracle Public Sector Financials (International) User Guide
Description
closes Revaluation History
window and displays
Inflation Account Inquiry
window
30
Inflation Accounting for Assets Mass
Upload of Asset Valuations Procedures
Overview
Uploading Assets
The Revaluation Upload process enables users to transfer large quantities of
professional revaluation data relating to existing assets. The data is uploaded and
validated using a spreadsheet, and errors that occur during validation can be
downloaded and corrected. Once exception errors and tolerance errors have been
corrected, the final version of the data is transferred to the Inflation Accounting for
Assets revaluation tables. Optionally, revaluations can be transferred in Preview mode.
Web ADI
The Revaluation Upload process is accomplished using Oracle Web Applications
Desktop Integrator (Web ADI) functionality. Web ADI delivers Oracle Applications
functionality to desktop applications such as Microsoft Excel. Users can access Oracle
Applications through the Web from a familiar, more productive desktop environment.
For information on the Web ADI solution, see Oracle Web Applications Desktop Integrator
User Guide.
Note: The Web ADI integrators for Inflation Accounting do not support Oracle Assets
security profiles.
Revaluation Upload Process Diagram
The diagram below shows the revaluation upload process with Web ADI. This diagram
is described in Revaluation Upload Process Description, page 30-3.
Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures 30-1
Revaluation Upload Process
30-2 Oracle Public Sector Financials (International) User Guide
Revaluation Upload Process Description
Revaluation Upload includes the following steps.
1.
Create a new file for upload by downloading the Inflation Accounting: New File
Integrator. This file contains three columns: the asset number, the revalued cost,
and the grossing up flag.
2.
Cut and paste assets into the New File Integrator spreadsheet. Each spreadsheet
refers to a unique upload file name and contains the following information:
•
a unique, user-defined file name
•
the asset book to which the assets belong
•
tolerance limits, displayed as a percentage and an amount in the specified
currency
3.
Upload this file to the application. Assets are validated and any exception and
tolerance errors are logged.
4.
Download the Inflation Accounting: Exception Errors Integrator for review.
5.
Correct errors in the Exception Errors spreadsheet. Exceptions can be either deleted
or accepted.
6.
Upload the modifications for validation.
7.
Download the Inflation Accounting: Tolerance Errors Integrator for review.
8.
Correct errors in the Tolerance Errors spreadsheet. Tolerances can be deleted,
modified, or accepted.
9.
Upload the modified file for validation.
10. Download the Inflation Accounting: Valid Assets Integrator for review.
11. Modify asset values if necessary.
12. Upload the modified file for validation. If further tolerance or exception errors are
found, the appropriate integrators can be downloaded and modified again until the
file is free of errors.
13. Run the Inflation Accounting: Transfer Revaluation Upload Data process to transfer
the uploaded data to the Indexed-Professional Revaluation window. Optionally,
users can run the Revaluation Preview automatically after the transfer process is
complete.
Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures 30-3
Note: If security by book is enabled, the process only allows users to upload batch
files that are associated with books to which access is granted.
Once the data is transferred, use the Indexed-Professional Revaluation window to
continue processing the revaluation.
14. Optionally, download the Inflation Accounting: Transferred Assets Integrator to
view and confirm the transferred data.
Prerequisites
•
Inflation Accounting for Assets must be set up.
For information on setting up Inflation Accounting for Assets, see Inflation
Accounting for Assets Setup, Oracle Public Sector Financials (International)
Implementation Guide.
•
The Desktop Integration Menu must be attached to the Oracle Assets responsibility.
For information on implementing Web ADI, see Oracle Web Applications Desktop
Integrator Implementation Guide.
Defining Layouts and Mapping
The revaluation upload process is supplied with default mapping for importing text
files, and a defined layout for fields in the created spreadsheets.
For information on mapping and layouts in Web ADI, see the Oracle Web Applications
Desktop Integrator User Guide.
Uploading and Downloading Files
With the exception of the New File Integrator, all of the integrators display the status of
the upload. The table below shows the status options.
Status Options for Valid Asset Files
Status
Description
Validated, available for transfer to IAC
The file contains no assets with exceptions or tolerance
issues, and is available to be transferred to the Inflation
Accounting for Assets revaluation tables.
Exception errors encountered
The file has been validated and exceptions exist.
30-4 Oracle Public Sector Financials (International) User Guide
Status
Description
Tolerance errors encountered
The file has been validated and tolerance issues exist.
Transferred to IAC
The uploaded file has been transferred to the Inflation
Accounting for Assets revaluation tables.
For information on the general procedures and available parameters for creating,
uploading, and downloading documents in Web ADI, see Creating a Document, Oracle
Web Applications Desktop Integrator User Guide.
Inflation Accounting: New File Integrator
To create a new empty spreadsheet template for assets to be uploaded, specify settings
in the Inflation Accounting: New File Integrator as follows:
1.
Define a unique file name for the upload.
Note: The file name must be 15 characters or less.
2.
Specify the asset book for the file. Users can only select books set up for inflation
accounting.
3.
Specify the tolerance settings.
Note: Tolerance checking is optional. If tolerance checking is enabled, at least one of
the percentage and amount fields is mandatory. If both fields are defined, both are
used during validation: for example, if tolerances of 4% and GBP400 are set, the
difference between the previous and current revaluation must be less than 4% and
less than GBP400 for the asset to pass tolerance validation.
4.
Cut and paste assets and their new costs into the empty spreadsheet. For each asset,
choose whether or not to gross-up the cost.
If the Gross Up flag is set to Yes, the revaluation process automatically calculates
the revalued cost from the net book value entered in the New Cost column. The
revalued cost is calculated as follows:
(Net Book Value/Remaining Life in Months)*Total Life in Months
For example, a building was placed in service on 01-APR-1990 and has a useful life
of 60 years. In September 2005 the professional valuer reports a net book value of
GBP270,000. The revalued cost is therefore calculated as follows:
(270000 / 540 months)* 720 months = GBP360,000
This is the new revaluation figure that will be uploaded to the Indexed-Professional
Revaluation window when the upload is transferred to the inflation accounting
Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures 30-5
tables.
5.
Select Upload from the Oracle menu to upload the spreadsheet.
Inflation Accounting: Exception Errors Integrator
To download and review any exception errors encountered during file validation, use
the Inflation Accounting: Exception Errors Integrator. This integrator lists the following
types of errors:
•
Non-IAC category
•
Professional revaluation not allowed
•
Revaluation upload period is not the same as the latest closed period
•
Period not closed
•
Transactions pending
•
Fully retired asset
•
Duplicate asset
Users can modify the Exception Errors spreadsheet as follows:
1.
To remove assets from the upload, select Delete in the Action column.
2.
To retain assets in the upload, select Accept in the Action column. In all cases, this
action is only valid after the conditions causing the error are corrected.
3.
Select Upload from the Oracle menu to upload the spreadsheet.
Note: The Exception Errors integrator is only available if one or more of the listed
exception errors were found when validating the file on upload.
Inflation Accounting: Tolerance Errors Integrator
To download and review any assets that do not satisfy the tolerance limits set for the
upload, use the Inflation Accounting: Tolerance Errors Integrator. Users can modify the
Tolerance Errors spreadsheet as follows:
1.
To override the tolerance validation for individual assets, select Accept in the
Action column.
2.
To remove individual assets from the upload, select Delete in the Action column.
3.
To adjust the revaluation amounts for individual assets, update the New Cost
30-6 Oracle Public Sector Financials (International) User Guide
column and Gross Up flag.
Note: The New Cost that is automatically displayed on this downloaded
spreadsheet is the total revalued cost after any grossing-up is applied. To enter the
net book value, set the Gross Up flag to Yes.
4.
Select Upload from the Oracle menu to upload the spreadsheet.
Inflation Accounting: Valid Assets Integrator
To view assets without errors, select the Inflation Accounting: Valid Assets Integrator.
This option allows users to modify the new cost, delete individual assets from the
upload, or delete the entire set of uploaded assets.
Inflation Accounting: Transferred File Integrator
To view transferred assets, select the Inflation Accounting: Transferred File Integrator.
Because users cannot modify or upload data from this spreadsheet, it is only available
from Web ADI in Reporting mode.
Running the Inflation Accounting: Transfer Revaluation Upload Data
Process
To run the Inflation Accounting: Transfer Revaluation Upload Data process, perform
the following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Inflation Accounting: Transfer Revaluation Upload Data
from the list of values.
4.
In the File Name field, select the required file for upload from the list of values.
5.
In the Run Preview field, select one of the following options from the list of values:
•
Yes, to initiate the Revaluation Preview process
•
No, to upload data without running the Revaluation Preview process
6.
To apply the parameters, click OK.
7.
To send the request to the concurrent manager, click Submit.
Inflation Accounting for Assets Mass Upload of Asset Valuations Procedures 30-7
8.
To submit another request, click Yes, or to continue click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Related Topics
Inflation Accounting: Transfer Revaluation Upload Data in the Integration Repository
(http://www-apps.us.oracle.com:1100/irep/).
30-8 Oracle Public Sector Financials (International) User Guide
31
Inflation Accounting for Assets Report
Procedures
Definition
Inflation Accounting for Assets reports provide users with two types of reports,
reconciliation and operational, to allow for reconciliation of Inflation Accounting for
Assets balances with the General Ledger and control over the revaluation of the asset
base.
Overview
Inflation Accounting for Assets Reconciliation Reports
Reconciliation reports enable users to reconcile revalued asset figures to the General
Ledger.
Note: Reconciliation reports do not display revaluations that have been previewed and
subsequently obsoleted in the Indexed-Professional Revaluation window.
Inflation Accounting: Backlog Detail Report
The Inflation Accounting: Backlog Detail Report is used to reconcile the backlog
accumulated depreciation accounts within the General Ledger. The detail report
provides the reconciliation information at asset level. Backlog is the revaluation amount
calculated when prior year accumulated depreciation is revalued. The report is sorted
by balancing segment, asset account, cost center, and asset number and print totals for
each asset, account, cost center, and balancing segment.
The report shows the beginning balance, additions, depreciation, adjustments,
retirements, reclassifications, transfers, and ending balance for each asset. The Inflation
Accounting: Backlog Detail Report is consistent with the standard Asset Reserve
Summary Report in format and in displaying debits as negative amounts and credits as
positive amounts. Totals are displayed at cost center, account, company, and report
Inflation Accounting for Assets Report Procedures 31-1
levels.
Inflation Accounting: Backlog Summary Report
The Inflation Accounting: Backlog Summary Report is used to reconcile the backlog
accumulated depreciation accounts within the General Ledger. The summary report
provides the reconciliation information at account level. Backlog is the revaluation
amount calculated when prior year accumulated depreciation is revalued.
The report is sorted by, and prints totals for each balancing segment and backlog
accumulated depreciation account and cost center.
The report shows the beginning balance, additions, depreciation, adjustments,
retirements, revaluation, reclassifications, transfers, and ending balance for each
backlog account and cost center. The Inflation Accounting: Backlog Summary Report is
consistent with the standard Asset Reserve Summary Report in format and in
displaying debits as negative amounts and credits as positive amounts.
Totals are displayed at account, company, and report levels.
Inflation Accounting: Cost Detail Report
The Inflation Accounting: Cost Detail Report is used to reconcile the asset cost accounts
within the General Ledger. The detail report provides the reconciliation information at
asset level.
The report is sorted by balancing segment, asset account, cost center, and asset number
and print totals for each cost center, asset account, and balancing segment. Oracle
Assets historic values are shown separately from Inflation Accounting for Assets cost
revaluation for each account; a subtotal is shown afterwards. The report shows the
beginning balance, additions, adjustments, retirements, revaluation, reclassifications,
transfers, and ending balance for each asset. The Inflation Accounting: Cost Detail
Report is consistent with the standard Asset Cost Summary Report in displaying debits
as positive amounts and credits as negative amounts. Totals are displayed at cost center,
account, company, and report levels. The report displays two rows for each asset, one
for the historic values and one for the Inflation Accounting for Assets values. A
subtotal, which is the sum of the historic and Inflation Accounting for Assets values, is
shown as well.
Inflation Accounting: Cost Summary Report
The Inflation Accounting: Cost Summary Report is used to reconcile the asset cost
accounts within the General Ledger. The summary report provides the reconciliation
information at account level.
The report is sorted by balancing segment, asset cost account, and cost center, and
prints totals for each cost center, account, and balancing segment. The report shows the
beginning balance, additions, adjustments, retirements, revaluations, reclassifications,
transfers, and ending balance for each asset account and cost center. Two rows are
displayed for each cost center, one displays the historic values and the other displays
the inflation accounting for assets values. A subtotal, which is the sum of the historic
31-2 Oracle Public Sector Financials (International) User Guide
and inflation accounting for assets values, is also shown.
Totals are displayed at account, company, and report levels.
Inflation Accounting: Operating Expense Detail Report
The Inflation Accounting: Operating Expense Detail Report is used to reconcile the asset
operating expense accounts within the General Ledger. The detail report provides the
reconciliation information at asset level.
Unlike the other reconciliation reports which report on balance sheet accounts, this
report details information for Profit and Loss accounts. This means it can only be run
for the current fiscal year.
The report is sorted by balancing segment, asset account, cost center, and asset number
and prints totals for each asset number, asset account, cost center, and balancing
segment. In the same way as the Revaluation Reserve Summary and Detail reports
show account movements, the Cost and Backlog lines show the Inflation Accounting for
Assets amounts generated for each line type within that account, with a subtotal shown
afterwards.
The report shows the additions, adjustments, revaluation, reclassifications, transfers,
and total movements column for each asset. When an asset is retired, partially retired,
or reinstated the cost, depreciation, and revaluation reserves are reversed and posted to
a disposals gain or loss account. These transactions do not therefore appear in the
Inflation Accounting: Operating Expense Detail Report and to avoid any confusion the
Retirement column has been excluded from this report.
The Inflation Accounting: Operating Expense Detail Report displays credits and debits
as follows.
•
On the Operating Expense Cost line, debits are displayed as positive amounts and
credits as negative amounts
•
On the Operating Expense Backlog line, credits are displayed as positive amounts
and debits as negative amounts
•
On the Operating Expense Net line, debits are displayed as positive amounts and
credits as negative amounts
Totals are displayed at cost center, account, company, and report levels.
Inflation Accounting: Operating Expense Summary Report
The Inflation Accounting: Operating Expense Summary Report is used to reconcile the
asset operating accounts within the General Ledger. The summary report provides the
reconciliation information at account level.
Unlike the other reconciliation reports which report on balance sheet accounts, this
report details information for Profit and Loss accounts. This means it can only be run
for the current fiscal year.
Inflation Accounting for Assets Report Procedures 31-3
The report prints totals for operating account and balancing segment. The report is
sorted by balancing segment, operating account, and cost center. Similar to the way in
which the Revaluation Reserve Summary and Detail reports show account movements,
the Cost and Backlog lines show the Inflation Accounting for Assets amounts generated
for each line type within that account, with a subtotal shown afterwards.
The report shows additions, adjustments, revaluation, reclassifications, transfers, and a
total movements column for each asset account and cost center. When an asset is
retired, partially retired, or reinstated the cost, depreciation, and revaluation reserves
are reversed and posted to a disposals gain/loss account. These transactions do not
therefore appear in the Inflation Accounting: Operating Expense Summary Report and
to avoid any confusion the Retirement column has been excluded.
The Inflation Accounting: Operating Expense Summary Report displays credits and
debits as follows.
•
On the Operating Expense Cost line, debits are displayed as positive amounts and
credits as negative amounts
•
On the Operating Expense Backlog line, credits are displayed as positive amounts
and debits as negative amounts
•
On the Operating Expense Net line, debits are displayed as positive amounts and
credits as negative amounts
Totals are displayed at account, company, and report levels.
Inflation Accounting: Reserve Detail Report
The Inflation Accounting: Reserve Detail Report is used to reconcile the asset reserve
accounts within the General Ledger. The detail report provides the reconciliation
information at asset level. The report replicates and extends the Fixed Assets: Reserve
Detail Report in that the inflation accounting values are shown in addition to the
historic values. The report is sorted by balancing segment, asset account, cost center,
and asset number, and prints totals for each asset, account, cost center, and balancing
segment. Oracle Assets historic values are shown separately from Inflation Accounting
for Assets Expense amounts for each account, a subtotal is shown afterwards for each
Inflation Accounting for Assets balance type. The report shows the beginning balance,
additions, depreciation, adjustments, retirements, revaluation, reclassifications,
transfers, and ending balance for each asset. The Inflation Accounting: Reserve Detail
Report is consistent with the standard Asset Reserve Summary Report in displaying
debits as negative amounts and credits as positive amounts. Totals are displayed at cost
center, account, company, and report levels.
Inflation Accounting: Reserve Summary Report
The Inflation Accounting: Reserve Summary Report is used to reconcile the asset
reserve accounts within the General Ledger. The summary report provides the
reconciliation information at account level. The report replicates and extends the Fixed
Assets: Reserve Summary Report in that the inflation accounting values are shown in
31-4 Oracle Public Sector Financials (International) User Guide
addition to the historic values.
The report is sorted by, and prints totals for each balancing segment and depreciation
reserve account, and cost center. Oracle Assets historic values are shown separately
from Inflation Accounting for Assets amounts for each account, a subtotal is shown
afterwards for each Inflation Accounting for Assets balance type.
The report shows the beginning balance, additions, depreciation, adjustments,
retirements, revaluation, reclassifications, transfers, and ending balance for each asset
account and cost center. The Inflation Accounting: Reserve Summary Report is
consistent with the standard Asset Reserve Summary Report in displaying debits as
negative amounts and credits as positive amounts.
Totals are displayed at account, company, and report levels.
Inflation Accounting: Revaluation Reserve Detail Report
The Inflation Accounting: Revaluation Reserve Detail Report is used to reconcile the
asset revaluation reserve accounts within the General Ledger. The detail report
provides the reconciliation information at asset level. The report replicates and extends
the Fixed Assets: Revaluation Reserve Detail Report for users of Inflation Accounting
for Assets.
The report is sorted by balancing segment, asset account, cost center, and asset number
and prints totals for each asset, account, cost center, and balancing segment. Cost is the
sum of the revaluation reserve movements generated by the revaluation of the asset
cost. General Fund and Backlog show the Inflation Accounting for Assets revaluation
reserve movements generated by each type for each account; a subtotal is shown
afterwards.
The report shows the beginning balance, additions, depreciation, adjustments,
retirements, revaluations, reclassifications, transfers, and ending balance for each asset.
The Inflation Accounting: Revaluation Reserve Detail Report is consistent with the
standard Asset Reserve Summary Report in displaying debits as negative amounts and
credits as positive amounts. Totals are displayed at cost center, account, company, and
report levels.
Inflation Accounting: Revaluation Reserve Summary Report
The Inflation Accounting: Revaluation Reserve Summary Report is used to reconcile the
asset revaluation reserve accounts within the General Ledger. The summary report
provides the reconciliation information at account level. The report replicates and
extends the Fixed Assets: Revaluation Reserve Summary Report for users of Inflation
Accounting for Assets.
The report prints totals for the revaluation reserve account and balancing segment. The
report is sorted by balancing segment, revaluation reserve account, and cost center.
Cost is the sum of the revaluation reserve movements generated by the revaluation of
the asset cost. General Fund and Backlog show the Inflation Accounting for Assets
revaluation reserve movements generated by each type for each account; a subtotal is
shown afterwards.
Inflation Accounting for Assets Report Procedures 31-5
The report shows the beginning balance, additions, adjustments, retirements,
revaluations, reclassifications, transfers, and ending balance for each asset account and
cost center. The Inflation Accounting: Revaluation Reserve Summary Report is
consistent with the standard Asset Reserve Summary Report in displaying debits as
negative amounts and credits as positive amounts.
Totals are displayed at account, company, and report levels.
Inflation Accounting for Assets Operational Reports
The operational reports enable users to run revaluation previews, assess the state of
revalued assets, and obtain an overview of the revalued asset balances. The Inflation
Accounting Asset Balance Reports show the current state of the account balances in
respect of each asset. The Inflation Accounting Asset Balance Reports can be run at any
time in respect for any closed asset period. The report includes all assets within the
selected asset categories.
Note: Operational reports do not include revaluations that have been previewed and
subsequently obsoleted in the Indexed-Professional Revaluation window.
In the operational reports, if a figure is expected to be a debit balance and it is a debit
balance, it is shown positively. The same is true for credit balances, meaning that only
exceptions appear as negative figures.
RXi Reports Administration Tool
The RXi reporting tool enables users to change the display format of the reports, thus
allowing for a more generic reporting that can be used to cover a variety of business
needs. If there is no requirement for a fixed definition of a report's layout, RXi offers a
much more flexible approach to reporting needs.
The Oracle Financials RXi Reports Administration Tool gives users flexibility in
managing reporting requirements. The Oracle Financials RXi Reports Administration
Tool enables users to do the following:
•
choose the columns to be included in the report
•
format selected columns
•
order and group selected data
•
edit report and column headings
•
manage page size and other printing controls
•
generate reports in text, HTML, CSV, and tab-delimited formats
For information on the RXi Reports Administration Tool, see Oracle Financials RXi
Reports Administration Tool User Guide.
31-6 Oracle Public Sector Financials (International) User Guide
RX-i: Asset Balance Summary Report
The RX-i: Asset Balance Summary Report provides a high level summary of the
balances of groups of assets for a range of cost centers or categories.
The attribute set for the RX-i: Asset Balance Summary Report is as follows:
•
Number for the Request ID
•
Company
•
Book
•
Fiscal Year
•
Period
•
Cost Center
•
Major Category
•
Minor Category
•
Revalued Cost
•
Revaluation Reserve
•
General Fund
•
Operating Account
•
Depreciation Reserve
•
Backlog Depreciation Reserve
RX-i: Asset Balance Depreciation Summary Report
The RX-i: Asset Balance Depreciation Summary Report shows a high level summary of
the make-up of the depreciation position for a group of assets in a range of cost centers
or categories.
The attribute set for the RX-i: Asset Balance Depreciation Summary Report is as follows:
•
Number for the Request ID
•
Company
•
Book
Inflation Accounting for Assets Report Procedures 31-7
•
Fiscal Year
•
Period
•
Cost Center
•
Major Category
•
Minor Category
•
Revalued Cost
•
Period Depreciation
•
Year to Date Depreciation
•
Depreciation Reserve
•
Backlog Depreciation Reserve
•
Total Depreciation Reserve
RX-i: Asset Balance Revaluation Reserve Summary Report
The RX-i: Asset Balance Revaluation Reserve Summary Report shows a high level
summary of the make-up of the revaluation reserve for a group of assets in a range of
cost centers or categories.
The attribute set for the RX-i: Asset Balance Revaluation Reserve Summary Report is as
follows:
•
Number for the Request ID
•
Company
•
Book
•
Fiscal Year
•
Period
•
Cost Center
•
Major Category
•
Minor Category
•
Revalued Cost
31-8 Oracle Public Sector Financials (International) User Guide
•
Revaluation Reserve Cost
•
Revaluation Reserve Backlog
•
Revaluation Reserve General Fund
•
Revaluation Reserve Net
RX-i: Asset Balance Operating Expense Summary Report
The RX-i: Asset Balance Operating Expense Summary Report shows a high level
summary of the make-up of the operating expense for a group of assets in a range of
cost centers or categories.
The attribute set for the RX-i: Asset Balance Operating Expense Summary Report is as
follows:
•
Number
•
Company
•
Book
•
Fiscal Year
•
Period
•
Cost Center
•
Major Category
•
Minor Category
•
Revalued Cost
•
Operating Expense Cost
•
Operating Expense Backlog
•
Operating Expense Net
RX-i: Asset Balance Detail Report
The RX-i: Asset Balance Detail Report shows an asset distribution line breakdown of
asset balances as of a selected period end.
RX-i: Asset Balance Depreciation Detail Report
The RX-i: Asset Balance Depreciation Detail Report shows an asset distribution line
Inflation Accounting for Assets Report Procedures 31-9
breakdown of the depreciation position as of a selected period end.
RX-i: Asset Balance Revaluation Reserve Detail Report
The RX-i: Asset Balance Revaluation Reserve Detail Report shows an asset distribution
breakdown of the revaluation reserve as of a selected period end.
RX-i: Asset Balance Operating Expense Detail Report
The RX-i: Asset Balance Operating Expense Detail Report shows an asset distribution
breakdown of the operating expense as of a selected period end.
Default Attribute Set for RXi Asset Balance Reports
The default attribute set for RXi Asset Balance Reports is shown in the table below.
Default Attribute Set for RXi Asset Balance Reports
Column Name
Description
Number
number for the request ID
Company
company name as entered in Oracle Assets
Book Name
asset book name
Fiscal Year Name
Fiscal Year Name
Period
period
Cost Center
cost center
Asset Number
asset number
Asset Description
asset description
Major Category
major category qualifier value
Minor Category
minor category qualifier value
Revaluation Reserve Net
revaluation reserve net amount
Revaluation Reserve General Fund
revaluation reserve general fund amount
31-10 Oracle Public Sector Financials (International) User Guide
Column Name
Description
Revaluation Reserve Backlog
revaluation reserve backlog amount
Backlog
backlog amount
Depreciation Reserve
depreciation reserve amount
Operating Account
operating account amount
General Fund
general fund amount
Revaluation Reserve
revaluation reserve amount
Revaluation Cost
revaluation cost amount
Revaluation Reserve Cost
revaluation reserve cost amount
Depreciation Period
revalued period depreciation amount, which represents
a linear proration of the accumulated depreciation
amount stored in Oracle Assets and a linear proration of
the revaluation to match the period
Year to Date Depreciation
revalued year to date depreciation, which represents a
linear proration of the accumulated depreciation
amount stored in Oracle Assets and a linear proration of
the revaluation to match the appropriate periods of the
current fiscal year
Depreciation Backlog
depreciation backlog amount values
Depreciation Total
depreciation total amount values
Operating Expense
operating expense amount
Operating Expense Backlog
operating expense backlog amount
Operating Expense Net
operating expense net amount
Parent Asset No.
asset parent number
Current Revaluation Factor
current revaluation factor
Inflation Accounting for Assets Report Procedures 31-11
Column Name
Description
Cumulative Revaluation Factor
cumulative revaluation factor
Asset Tag
asset tag number
Balancing Segment
balancing segment account value
Serial Number
asset serial number
Date Placed in Service
date asset placed in service
Life in Months
asset life in months
Straightline Depreciation Rate
straightline depreciation rate
Depreciation Method
depreciation method
Concatenated Asset Key
concatenated asset key
Concatenated Location
concatenated location
Asset Cost Account
cost account value
IAC Revaluation Reserve Account
Inflation Accounting for Assets revaluation reserve
account value
Depreciation Reserve Account
depreciation reserve account value
Depreciation Backlog Account
depreciation backlog account value
General Fund Account
general fund account value
Depreciation Expense Account
depreciation expense account value
Operating Expense Account
operating expense account value
Concatenated Category
concatenated category description
Organization Name
organization name
Functional Currency Code
functional currency code
31-12 Oracle Public Sector Financials (International) User Guide
Note: As full selection for display of the default attributes cannot be printed on 180
characters landscape format, the columns which are selected as part of the default
attribute set have been restricted.
Inflation Accounting: Adjustments Report
This report displays the impact of transactions in Inflation Accounting for Assets.
The report can be run on a specific transaction type, or all transaction types. Displayed
journal entries are broken down by asset category, company, and cost center.
Inflation Accounting: Transfer to GL Program
This program transfers Inflation Accounting for Assets journals to General Ledger in
one of three modes: detail, summarized by transactions, or summarized by category.
Journals transferred to General Ledger in detail mode include additional information
such as the adjustment, asset, and distribution IDs.
Generating Inflation Accounting for Assets Reconciliation Reports Procedures
To generate the Inflation Accounting for Assets reconciliation reports, perform the
following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select one of the following reports from the list of values:
•
Inflation Accounting: Backlog Detail Report
•
Inflation Accounting: Backlog Summary Report
•
Inflation Accounting: Cost Detail Report
•
Inflation Accounting: Cost Summary Report
•
Inflation Accounting: Operating Expense Detail Report
•
Inflation Accounting: Operating Expense Summary Report
•
Inflation Accounting: Reserve Detail Report
•
Inflation Accounting: Reserve Summary Report
•
Inflation Accounting: Revaluation Reserve Detail Report
Inflation Accounting for Assets Report Procedures 31-13
•
Inflation Accounting: Revaluation Reserve Summary Report
The Parameters pop-up window appears.
4.
In the Book field, select the required inflation accounting book from the list of
values.
5.
In the Period From field, select the required starting period from the list of values.
6.
In the Period To field, select the required end period from the list of values.
7.
Optionally, enter the range of companies to be used in the report and click OK.
8.
Optionally, enter the range of cost centers to be used in the report and click OK.
9.
Optionally, enter the range of accounts to be used in the report and click OK.
Note: As steps 8 to 10 are not mandatory, users can click Cancel at any time to close
the pop-up dialog boxes.
10. To apply the parameters, click OK.
11. To send the request to the concurrent manager, click Submit.
12. To submit another request, click Yes, or to continue click No.
13. View the request in the concurrent manager as follows:
View - Requests
Inflation Accounting: Backlog Detail Report Column Descriptions
Inflation Accounting: Backlog Detail Report Column Descriptions
Column Heading
Description
Asset Number
asset number
Balance Type
balance type; historic or inflation accounting for asset
balances revalued.
Beginning Balance
The backlog account balance for each backlog account
and cost center at the beginning of the requested period
range. Beginning Balance is the sum of Backlog
Accumulated Depreciation at the beginning of the
period range.
31-14 Oracle Public Sector Financials (International) User Guide
Column Heading
Description
Additions
This column is included for consistency with the
Inflation Accounting for Assets Reserve Summary
report. Additions are included within the period
depreciation charge.
Depreciation
The change to the backlog accumulated depreciation
reserve account resulting from revaluation of prior year
accumulated depreciation that was calculated during
the period range.
Adjustments
This column is included for consistency with the
equivalent Oracle Assets reports. Life and Salvage value
adjustments are not reflected in this column. Such
adjustments are included within the period depreciation
charge as an amalgamated figure and shown in the
Depreciation column.
Retirements
The change to the backlog accumulated depreciation
reserve due to a retirement taking place within the
period range. Retirements are the sum of
backlog-accumulated depreciation that is to be
transferred to the Gain and Loss account. If a
reinstatement is processed, the backlog accumulated
depreciation revaluation to the date of original
retirement is included in the retirement column as a
cancellation of a retirement.
Revaluation
Displays revaluation of prior year accumulated
depreciation. This is the impact of the occasional
revaluation process on the backlog account.
Reclasses
The change to the backlog accumulated depreciation
reserve due to a reclassification of the asset, taking place
within the period range. Reclassification is the sum of
the backlog accumulated depreciation impact from
reclassification transactions. Same index; This is a
simple transfer between different accounts, not cost
centers, of backlog accumulated depreciation. Different
index; This is the net of the following: Negation of the
old category backlog accumulated depreciation. Rebuild
of the new category backlog accumulated depreciation.
Inflation Accounting for Assets Report Procedures 31-15
Column Heading
Description
Transfers
The change to the backlog accumulated depreciation
reserve due to a transfer of the asset, taking place within
the period range.
Ending Balance
The backlog account balance for asset number at the end
of the requested period range.
Inflation Accounting: Backlog Summary Report Column Descriptions
Inflation Accounting: Backlog Summary Report Column Descriptions
Column Heading
Description
Cost Center
cost center
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The backlog account balance for each backlog account
and cost center at the beginning of the requested period
range. Beginning Balance is the sum of Backlog
Accumulated Depreciation at the beginning of the
period range.
Additions
This column is included for consistency with the
Inflation Accounting for Assets Reserve Summary
report. Additions are included within the depreciation
charge.
Depreciation
The change to the backlog accumulated depreciation
reserve account resulting from revaluation of prior year
accumulated depreciation that was calculated during
the period range.
Adjustments
This column is included for consistency with the
equivalent Oracle Assets reports. Life and Salvage value
adjustments are not reflected in this column. Such
adjustments are included within the period depreciation
charge as an amalgamated figure and shown in the
Depreciation column.
31-16 Oracle Public Sector Financials (International) User Guide
Column Heading
Description
Retirements
The change to the backlog accumulated depreciation
reserve due to a retirement taking place within the
period range. Retirements are the sum of
backlog-accumulated depreciation that is to be
transferred to the Gain and Loss account. If a
reinstatement is processed, the backlog accumulated
depreciation revaluation to the date of original
retirement is included in the retirement column as a
cancellation of a retirement.
Revaluation
Displays revaluation of prior year accumulated
depreciation. This is the impact of the occasional
revaluation process on the backlog account.
Reclasses
The change to the backlog accumulated depreciation
reserve due to a reclassification of the asset, taking place
within the period range. Reclassification is the sum of
the backlog accumulated depreciation impact from
reclassification transactions. Same index; This is a
simple transfer between different accounts, not cost
centers, of backlog accumulated depreciation. Different
index; This is the net of the following: Negation of the
old category backlog accumulated depreciation. Rebuild
of the new category backlog accumulated depreciation.
Transfers
The change to the backlog accumulated depreciation
reserve due to a transfer of the asset, taking place within
the period range.
Ending Balance
The backlog account balance for cost center at the end of
the requested period range.
Inflation Accounting: Cost Detail Report Column Descriptions
Inflation Accounting: Cost Detail Report Column Descriptions
Column Name
Description
Asset Number
asset number
Inflation Accounting for Assets Report Procedures 31-17
Column Name
Description
Balance Type
balance type; historic or inflation accounting for asset
balances revalued
Beginning Balance
The asset account balance for each asset account and
cost center at the beginning of the requested period
range. The balance is the sum of the Inflation
Accounting for Assets asset cost and Inflation
Accounting for Assets revaluation at the beginning of
the period range.
Additions
The total asset cost for current period asset additions as
well as asset cost revaluation for prior period additions
entered during the range of periods.
Adjustments
The sum of cost adjustments entered either via the Asset
Workbench or the Prepare Mass Additions windows.
Retirements
The sum of revalued cost which is transferred to the
Gain & Loss account. If an asset is reinstated, the
revalued cost amount is included in the Retirement
column. It is a reduction of the normal retirement value
in this column and will cause the total asset cost value
to increase.
Revaluation
The sum of cost revaluations generated from the
Occasional Revaluation process.
Reclasses
The sum of cost reclassification transactions.
Transfer
The sum of cost transfer transactions.
Ending Balance
The balance carried forward at the end of the period
range. The sum of asset cost and the Inflation
Accounting for Assets revaluation at the end of the
period range.
31-18 Oracle Public Sector Financials (International) User Guide
Inflation Accounting: Cost Summary Report Column Description
Inflation Accounting: Cost Summary Report Column Descriptions
Column Name
Description
Cost Center
cost center
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The asset account balance for each asset account and
cost center at the beginning of the requested period
range. The balance is the sum of the Inflation
Accounting for Assets asset cost and Inflation
Accounting for Assets revaluation at the beginning of
the period range.
Additions
The total asset cost for current period asset additions as
well as asset cost revaluation for prior period additions
entered during the range of periods.
Adjustments
The sum of cost adjustments entered either via the Asset
Workbench or the Prepare Mass Additions windows.
Retirements
The sum of revalued cost which is transferred to the
Gain & Loss account. If an asset is reinstated, the
revalued cost amount is included in the Retirement
column. It is a reduction of the normal retirement value
in this column and will cause the total asset cost value
to increase.
Revaluation
The sum of cost revaluations generated from the
Occasional Revaluation process.
Reclasses
The sum of cost reclassification transactions.
Transfer
The sum of cost transfer transactions.
Ending Balance
The balance carried forward at the end of the period
range. The sum of asset cost and the Inflation
Accounting for Assets revaluation at the end of the
period range.
Inflation Accounting for Assets Report Procedures 31-19
Inflation Accounting: Reserve Detail Report Column Descriptions
Inflation Accounting: Reserve Detail Report Column Descriptions
Column Name
Description
Asset Number
asset number
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The asset account balance for each reserve account and
cost center at the beginning of the requested period
range. Beginning Balance is the sum of Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation
elements at the beginning of the period range.
Additions
This column is always blank. It is included for
consistency with the equivalent Oracle Assets reports.
Depreciation
The change to the depreciation reserve account resulting
from Inflation Accounting for Assets revaluation of
depreciation expense calculated during the period
range. Depreciation expense revaluation generated by
the prior period additions catch-up program is also
included.
Adjustments
This column is included for consistency with the
equivalent Oracle Asset reports. Life and Salvage value
adjustments are not reflected in this column. Such
adjustments are included within the period depreciation
charge as an amalgamated figure and shown in the
Depreciation column, following the same approach as
the standard Oracle Assets Reserve Report.
31-20 Oracle Public Sector Financials (International) User Guide
Column Name
Description
Retirements
This change to the depreciation reserve is due to a
retirement taking place within the period range.
Retirements are the sum of depreciation revaluation,
which is to be transferred to the Gain and Loss account.
If a prior period retirement is processed involving a roll
back of depreciation revaluation expense, this rollback
amount will be included in the retirement column as a
reduction of the depreciation element of the transfer to
the Gain or Loss account. If a reinstatement is
processed, the accumulated depreciation revaluation,
backlog and expense, to the date of original retirement
is included in the retirement column as a cancellation of
a retirement. Any reinstatement catch-up revaluation
depreciation expense that relates to the period from the
date of retirement to the date of reinstatement should
appear in the depreciation column.
Revaluation
Displays revaluation of current year-to-date
depreciation. This is the impact from the occasional
revaluation process.
Reclasses
This change to the depreciation reserve is due to a
reclassification of the asset, taking place within the
period range. Reclassifications are the sum of the
depreciation impact from reclassification transactions.
Same index; This is a simple transfer between different
accounts, not cost centers of Accumulated Depreciation
broken down into its historic and Inflation Accounting
for Assets depreciation revaluation.
Different index; This is the net of the following:
Negation of the old category Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation.
Rebuild of the new category Accumulated Depreciation,
broken down into its historic and Inflation Accounting
for Assets depreciation revaluation.
Transfer of the negation of the old category
Year-To-Date depreciation expense revaluation.
Inflation Accounting for Assets Report Procedures 31-21
Column Name
Description
Transfers
This change to the depreciation reserve is due to a
transfer of the asset, taking place within the period
range. Transfers are the sum of transfer transactions in
respect of the Accumulated Depreciation, broken down
into its historic and Inflation Accounting for Assets
depreciation revaluation.
Ending Balance
The asset account balance for each reserve account and
cost center at the end of the requested period range. The
balance carried forward is the sum of Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation
elements at the end of the period range.
Inflation Accounting: Reserve Summary Report Column Descriptions
Inflation Accounting: Reserve Summary Report Column Descriptions
Column Name
Description
Cost Center
cost center
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The asset account balance for each reserve account and
cost center at the beginning of the requested period
range. Beginning Balance is the sum of Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation
elements at the beginning of the period range.
Additions
This column is always blank. It is included for
consistency with the equivalent Oracle Assets reports.
Depreciation
The change to the depreciation reserve account resulting
from Inflation Accounting for Assets revaluation of
depreciation expense calculated during the period
range. Depreciation expense revaluation generated by
the prior period additions catch-up program is also
included.
31-22 Oracle Public Sector Financials (International) User Guide
Column Name
Description
Adjustments
This column is included for consistency with the
equivalent Oracle Asset reports. Life and Salvage value
adjustments are not reflected in this column. Such
adjustments are included within the period depreciation
charge as an amalgamated figure and shown in the
Depreciation column, following the same approach as
the standard Oracle Assets Reserve Report.
Retirements
This change to the depreciation reserve is due to a
retirement taking place within the period range.
Retirements are the sum of depreciation revaluation,
which is to be transferred to the Gain and Loss account.
If a prior period retirement is processed involving a roll
back of depreciation revaluation expense, this rollback
amount will be included in the retirement column as a
reduction of the depreciation element of the transfer to
the Gain or Loss account. If a reinstatement is
processed, the accumulated depreciation revaluation,
backlog and expense, to the date of original retirement
is included in the retirement column as a cancellation of
a retirement. Any reinstatement catch-up revaluation
depreciation expense that relates to the period from the
date of retirement to the date of reinstatement should
appear in the depreciation column.
Revaluation
Displays revaluation of current year-to-date
depreciation. This is the impact from the occasional
revaluation process.
Inflation Accounting for Assets Report Procedures 31-23
Column Name
Description
Reclasses
This change to the depreciation reserve is due to a
reclassification of the asset, taking place within the
period range. Reclassifications are the sum of the
depreciation impact from reclassification transactions.
Same index; This is a simple transfer between different
accounts, not cost centers of Accumulated Depreciation
broken down into its historic and Inflation Accounting
for Assets depreciation revaluation.
Different index; This is the net of the following:
Negation of the old category Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation.
Rebuild of the new category Accumulated Depreciation,
broken down into its historic and Inflation Accounting
for Assets depreciation revaluation.
Transfer of the negation of the old category
Year-To-Date depreciation expense revaluation.
Transfers
This change to the depreciation reserve is due to a
transfer of the asset, taking place within the period
range. Transfers are the sum of transfer transactions in
respect of the Accumulated Depreciation, broken down
into its historic and Inflation Accounting for Assets
depreciation revaluation.
Ending Balance
The asset account balance for each reserve account and
cost center at the end of the requested period range. The
balance carried forward is the sum of Accumulated
Depreciation, broken down into its historic and Inflation
Accounting for Assets depreciation revaluation
elements at the end of the period range.
Inflation Accounting: Operating Expense Detail Report Column Descriptions
Inflation Accounting: Operating Expense Detail Report Column Descriptions
Column Heading
Description
Asset Number
asset number
31-24 Oracle Public Sector Financials (International) User Guide
Column Heading
Description
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Additions
Additions is the total impact on the Operating Account
from prior period and prior year additions entered
during the range of periods.
Adjustments
Shows the movement due to the revaluation of the cost
element of cost adjustments. The depreciation elements
of cost adjustments and Life and Salvage value
adjustments are shown within the Revaluation column.
Revaluation
Displays revaluation of prior year depreciation and
revaluation of cost.
Reclasses
The change to the operating account amounts due to a
reclassification of the asset taking place within the
period range.
Transfers
The change to the operating account amounts due to a
transfer of the asset taking place within the period range
Total Movements
The total of movements which is the total of the
Additions, Adjustments, Revaluation, Reclasses, and
Transfers columns for each operating account and cost
center for the requested period range.
Inflation Accounting: Operating Expense Summary Report Column Descriptions
Inflation Accounting: Operating Expense Summary Report Column Descriptions
Column Heading
Description
Cost Center
cost center
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Inflation Accounting for Assets Report Procedures 31-25
Column Heading
Description
Additions
Additions is the total impact on the Operating Account
from prior period and prior year additions entered
during the range of periods.
Adjustments
Shows the movement due to the revaluation of the cost
element of cost adjustments. The depreciation elements
of cost adjustments and Life and Salvage value
adjustments are shown within the Revaluation column.
Revaluation
Displays revaluation of prior year depreciation and
revaluation of cost.
Reclasses
The change to the operating account amounts due to a
reclassification of the asset taking place within the
period range.
Transfers
The change to the operating account amounts due to a
transfer of the asset taking place within the period range
Total Movements
The total of movements which is the total of the
Additions, Adjustments, Revaluation, Reclasses, and
Transfers columns for each operating account and cost
center for the requested period range.
Inflation Accounting: Revaluation Reserve Detail Report Column Descriptions
Inflation Accounting: Revaluation Reserve Detail Report Column Descriptions
Column Name
Description
Asset Number
asset number
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The asset account balance for each revaluation reserve
account and cost center at the beginning of the
requested period range.
31-26 Oracle Public Sector Financials (International) User Guide
Column Name
Description
Additions
Additions is the total impact on the revaluation reserve
from prior period and prior year additions entered
during the range of periods.
Adjustments
Shows the movement due to the revaluation of the cost
element of cost adjustments. The depreciation elements
of cost adjustments and Life and Salvage value
adjustments are shown in the Revaluation column.
Retirements
A change to the revaluation reserve account can occur
due to a retirement taking place within the period
range. Retirements are the sum of revaluation reserve
that is transferred to the revaluation reserve retired
account. If an asset is reinstated, the general fund
calculation to the point of retirement is shown in the
Retirement column as a cancellation and the calculation
from retirement date to reinstatement date is shown in
the Retirement column under General Fund.
Revaluation
This column displays the revaluation of periodic
depreciation, revaluation of prior year depreciation, and
revaluation of cost.
Reclasses
A change to the revaluation reserve can occur due to a
reclassification of the asset taking place within the
period range.
Same index; This is a simple transfer between different
accounts, not cost centers, of Revaluation Reserve
broken down into its cost, general fund and backlog
elements.
Different index; This is the net of the following:
Negation of the old category Revaluation Reserve
movements broken down into its cost, general fund, and
backlog elements.
Rebuild of the new category Revaluation Reserve
movements broken down into its cost, general fund, and
backlog elements.
Transfers
A change to the revaluation reserve can occur due to a
transfer of the asset taking place within the period
range.
Inflation Accounting for Assets Report Procedures 31-27
Column Name
Description
Ending Balance
The asset account balance for each revaluation reserve
account and cost center at the end of the requested
period range.
Inflation Accounting: Revaluation Reserve Summary Report Column Descriptions
Inflation Accounting: Revaluation Reserve Summary Report Column Descriptions
Column Name
Description
Cost Center
cost center
Balance Type
balance type; historic or inflation accounting for assets
balances revalued
Beginning Balance
The asset account balance for each revaluation reserve
account and cost center at the beginning of the
requested period range.
Additions
Additions is the total impact on the revaluation reserve
from prior period and prior year additions entered
during the range of periods.
Adjustments
Shows the movement due to the revaluation of the cost
element of cost adjustments. The depreciation elements
of cost adjustments and Life and Salvage value
adjustments are shown in the Revaluation column.
Retirements
A change to the revaluation reserve account can occur
due to a retirement taking place within the period
range. Retirements are the sum of revaluation reserve
that is transferred to the revaluation reserve retired
account. If an asset is reinstated, the general fund
calculation to the point of retirement is shown in the
Retirement column as a cancellation and the calculation
from retirement date to reinstatement date is shown in
the Retirement column under General Fund.
Revaluation
This column displays the revaluation of periodic
depreciation, revaluation of prior year depreciation, and
revaluation of cost.
31-28 Oracle Public Sector Financials (International) User Guide
Column Name
Description
Reclasses
A change to the revaluation reserve can occur due to a
reclassification of the asset taking place within the
period range.
Same index; This is a simple transfer between different
accounts, not cost centers, of Revaluation Reserve
broken down into its cost, general fund and backlog
elements.
Different index; This is the net of the following:
Negation of the old category Revaluation Reserve
movements broken down into its cost, general fund, and
backlog elements.
Rebuild of the new category Revaluation Reserve
movements broken down into its cost, general fund, and
backlog elements.
Transfers
A change to the revaluation reserve can occur due to a
transfer of the asset taking place within the period
range.
Ending Balance
The asset account balance for each revaluation reserve
account and cost center at the end of the requested
period range.
Generating Inflation Accounting for Assets Operational Reports Procedures
Generating RXi Asset Balance Summary Report Set Procedure
To run the RXi Asset Balance Summary Report set, perform the following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select RXi Asset Balance Summary Report Set from the list of
values.
4.
In the Report Name 1 field, select a summary report from the list of values. The
following summary reports are available:
•
Asset Balance Depreciation Summary Report
Inflation Accounting for Assets Report Procedures 31-29
•
Asset Balance Operating Expense Summary Report
•
Asset Balance Revaluation Reserve Summary Report
•
Asset Balance Summary Report
5.
In the Attribute Set 1 for Report 1 field, select an attribute set for the selected report
from the list of values.
6.
Optionally, repeat step 5 in the Report Name 2, Report Name 3, and Report Name 4
fields to select as many of the Asset Balance Summary Report set as required, and
repeat step 6 to associate attribute sets with each selected report.
7.
In the Output Format field, select a report output format from the list of values.
8.
In the Book Name field, select an asset book from the list of values.
9.
In the Period field, select a period from the list of values.
10. Place the cursor in the Category field.
11. Optionally, in the Major Category field, select a major asset category from the list of
values.
12. Optionally, in the Minor Category field, select a subsidiary asset category from the
list of values.
13. To close the Category Flexfield pop-up window, click OK.
14. Optionally, enter the cost center range to be included in the reports.
15. Click OK.
Note: As steps 11 to 16 are not mandatory, users can click Cancel at any time to
close the pop-up dialog boxes.
16. To apply the parameters, click OK.
17. To send the request to the concurrent manager, click Submit.
18. To submit another request, click Yes, or to continue click No.
19. View the request in the concurrent manager as follows:
View - Requests
Generating RXi Asset Balance Detail Reports Set Procedure
To run the RXi Asset Balance Detail Reports set, perform the following steps.
31-30 Oracle Public Sector Financials (International) User Guide
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select RXi Asset Balance Detail Reports Set from the list of
values.
4.
In the Report Name 1 field, select a detail report from the list of values. The
following summary reports are available:
•
Asset Balance Depreciation Detail Report
•
Asset Balance Detail Report
•
Asset Balance Operating Expense Detail Report
•
Asset Balance Revaluation Reserve Detail Report
5.
In the Attribute Set 1 for Report 1 field, select an attribute set for the selected report
from the list of values.
6.
Optionally, repeat step 5 in the Report Name 2, Report Name 3, and Report Name 4
fields to select as many of the Asset Balance Summary Report set as required, and
repeat step 6 to associate attribute sets with each selected report.
7.
In the Output Format field, select a report output format from the list of values.
8.
In the Book Name field, select an asset book from the list of values.
9.
In the Period field, select a period from the list of values.
10. Place the cursor in the Category field.
11. Optionally, in the Major Category field, select a major asset category from the list of
values.
12. Optionally, in the Minor Category field, select a subsidiary asset category from the
list of values.
13. To close the Category Flexfield pop-up window, click OK.
14. Optionally, enter the cost center range to be included in the reports.
15. Click OK.
16. Optionally, in the From Asset field, select the lower end of the asset number range
Inflation Accounting for Assets Report Procedures 31-31
to be included in the reports.
17. Optionally, in the To Asset field, select the upper end of the asset number range to
be included in the reports.
Note: As steps 11 to 18 are not mandatory, users can click Cancel at any time to
close the pop-up dialog boxes.
18. To apply the parameters, click OK.
19. To send the request to the concurrent manager, click Submit.
20. To submit another request, click Yes, or to continue click No.
21. View the request in the concurrent manager as follows:
View - Requests
Generating Inflation Accounting: Adjustments Report Procedure
To run the Inflation Accounting: Adjustments Report, perform the following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Inflation Accounting: Adjustments Report from the list of
values.
4.
In the Book field, select the required inflation accounting book from the list of
values.
5.
In the Period From field, select the required starting period from the list of values.
6.
In the Period To field, select the required end period from the list of values.
7.
Select a major category from the list of values.
8.
Select a minor category from the list of values and click OK.
9.
Optionally, in the Transaction Type field, select a transaction type from the list of
values.
Note: Leaving the Transaction Type field blank runs the report on all transaction
types.
10. To apply the parameters, click OK.
31-32 Oracle Public Sector Financials (International) User Guide
11. To send the request to the concurrent manager, click Submit.
12. To submit another request, click Yes, or to continue click No.
13. View the request in the concurrent manager as follows:
View - Requests
Running Inflation Accounting: Transfer to GL Program Procedure
To run the Inflation Accounting: Transfer to GL program:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Inflation Accounting - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Inflation Accounting: Transfer to GL program from the list
of values.
4.
In the Book field, select the required inflation accounting book from the list of
values.
5.
In the Period Name field, select a period name from the list of values.
6.
In the Import Journals field, select Yes to import journals.
7.
In the Summarize Journal Entries field, select No for no summarization, Summarize
on Journal Category to summarize by journal categories, or Summarize on
Transaction Type to summarize by transaction type.
8.
To apply the parameters, click OK.
9.
To send the request to the concurrent manager, click Submit.
10. To submit another request, click Yes, or to continue click No.
11. View the request in the concurrent manager as follows:
View - Requests
Inflation Accounting for Assets Report Procedures 31-33
32
Installment Terms Process
Definition
The Installment Terms feature enables payment terms for transactions in Receivables to
be modified.
Overview
Installment Terms functionality enables the user to modify the transaction payment
terms for a particular transaction.
The user needs the Installment Terms functionality to change the current payment
terms defined for a transaction. The user can extend the original terms by changing the
terms from immediate payment to four equal monthly installments. This type of change
assists the user with the debt collection process.
The user can change the transaction terms as frequently as required. The Modify
Installment Terms functionality records and maintains an audit record of the changes
that are made to payment terms.
The original Receivables transactions are entered in the standard Receivables window.
The user can modify the invoice payment terms on a particular transaction in the Oracle
Public Sector Financials (International) menu options. The transactions entered in the
Receivables windows are immediately available to the user. There is no need to
populate the data for use by Oracle Public Sector Financials (International).
Installment Terms can be updated after a receipt is recorded against a particular
invoice. The balance displayed reflects the receipt against the transaction and new
installments are based on the revised figures rather than the original figures for the
transaction.
Limitations of Instalment Terms
•
Discounts associated with a payment term are not considered during the
Installment Terms Process 32-1
recalculation of the payment schedules. Therefore any new payment schedule will
not include discounts.
•
Finance charges are not considered or supported in anyway.
Prerequisites
You must enable the Installment Terms feature. For information, see Enabling Oracle
Public Sector Financials (International) Features Procedure, Oracle Public Sector
Financials (International) Implementation Guide.
Installment Terms Process Flow Diagram
The diagram below shows the Installment Terms process flow, as described in the
accompanying text.
32-2 Oracle Public Sector Financials (International) User Guide
Installment Terms Process Flow Diagram
Installment Terms Setup
No additional setup is required for Installment Terms.
Installment Terms Process 32-3
Installment Terms Reports
The Installment Terms: Installment Audit Report shows the changes made to
installment terms for each supplier invoice in a specified date range.
For information on the Installment Terms: Installment Audit Report, see Generating
Installment Terms: Installment Audit Report Procedure, page 34-1.
32-4 Oracle Public Sector Financials (International) User Guide
33
Installment Terms Procedure
Definition
The Installment Terms feature enables payment terms to be changed on a Receivables
invoice sent to a customer.
Changing payment terms in response to a customer request for easier terms is an
example of Installment Terms functionality.
Overview
The windows available for creating and altering payment terms are shown in the table
below.
Installment Terms Windows
Window Name
Description
Modify Installment Transactions Summary
Provides access to the Account Details
window for a specific invoice.
Find Modify Installment Customers
Used to query invoices by a range of dates,
range of transaction numbers, or by customer
name.
Account Details
Used to view detailed information about an
invoice and for displaying information about
existing payment schedules. Provides access
to the Modify Installment Terms window and
the Audit Terms window.
Installment Terms Procedure 33-1
Window Name
Description
Modify Installment Terms
Used to generate new payment schedules for
an invoice using one of the predefined
payment terms.
Audit Terms
Used to view installment terms history.
Payment Terms
Used to alter payment terms.
The Installment Terms: Installment Audit Report provides an audit trail of changes to
payment terms on invoices.
Note: Oracle Public Sector Financials (International) does not support
the discounts functionality.
For information on the Installment Terms: Installment Audit Report, see Generating
Installment Terms: Installment Audit Report Procedure, page 34-1.
For information on the Payment Terms window, see Payment Terms, Oracle Receivables
User's Guide.
Prerequisites
Installment terms can be offered to customers only under the following conditions:
•
Invoices may not have adjustments.
•
Accrual based accounting must be used.
Modifying and Creating Payment Terms Procedure
To modify or create payment terms on a fully or partially unpaid invoice:
1.
Navigate to the Modify Installment Transactions Summary window as follows:
IGI Receivables, OPSFI - OPSF(I) Installment Terms - Modify Installment Terms
Note: For information on fields shown on the Modify Installment
Transactions Summary window, see the Transactions Summary
window, Entering Transactions, Oracle Receivables User's Guide.
2.
To query specific customers or invoices, navigate to the Find Modify Installment
33-2 Oracle Public Sector Financials (International) User Guide
Customers window as follows:
View - Find
3.
Enter search criteria in one or more fields of the Find Modify Installment Customers
window.
Note: It is mandatory that you enter a search criteria in one of the
following fields: Transaction Numbers, Transaction Dates and
Name.
4.
Click Find.
Note: You can leave the Operating Unit field blank or select a
value. The list of values in this field depend on the operating unit
that are assigned to the MO: Security Profile profile option. If the
MO: Security Profile is not set and the MO: Operating Unit is set
then the single operating unit defaults in this field.
5.
Select the invoice to modify.
6.
Click Installments.
7.
To view installment term history for the invoice, click Audit Terms.
The Creation Date is the date when new installment terms were set up. The other
fields in the Audit Terms window are identical to those for the Modify Installment
Installment Terms Procedure 33-3
Terms window.
8.
To modify installment terms, click Modify Terms on the Account Details window.
9.
To make the required changes, select the Modify Installment Terms check box.
10. Enter data in each field of the Modify Installment Terms window. Click Save
Changes.
11. To modify payment terms, click Payment Terms.
For information on the Payment Terms window, see Payment Terms, Oracle
Receivables User's Guide.
After the update, the outstanding debt is recalculated to fit the new payment terms.
Modify Installment Transactions Summary Window
Modify Installment Transactions Summary Window Description
Field Name
Description
Operating Unit
operating unit of the installment terms
transactions
Source
batch source value
Number
invoice number
Bill To Customer
bill-to customer name
Class
invoice class
Complete
invoice status: if selected invoice complete; if
deselected invoice incomplete
Comments
comments
Currency
invoice currency code
Date
invoice date
GL Date
date invoice applied to General Ledger
33-4 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Reference
invoice number
Salesperson
salesperson
Ship To Customer
ship to customer name
Terms
payment terms
Type
transaction type
Flexfield
descriptive flexfield, not used
Installments
opens Account Details window
Find Modify Installment Customers Window
Find Modify Installment Customers Window Description
Field Name
Description
Operating Unit
operating unit of the installment terms
transactions
Transaction Numbers
transaction number, low to high range
Transaction Dates
transaction date, low to high range
Name
bill-to customer name
Clear
erases data from fields
Find
searches for data based on parameters entered
Installment Terms Procedure 33-5
Account Details Window
Account Details Window Description
Field Name
Description
Toggle Query Coordination
synchronizes detail records with master
records
Number
invoice number
Seq
payment terms sequence number
Class
class
Days Late
number of days invoice late
Due Date
invoice due date
Currency
currency type
Original
original invoice amount
Balance Due
invoice balance currently due
Status
invoice payment status
Dispute Amount
invoice amount in dispute
Dispute Date
date when customer raised dispute
Cumulative Balance Entered
cumulative balance in currency as entered
Cumulative Balance Functional
cumulative balance in functional currency
Total Balance Entered
total balance in currency as entered
Total Balance Functional
total balance in functional currency
Modify Terms
opens Modify Installment Terms window
33-6 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Audit Terms
opens Audit Terms window
Audit Terms Window
Audit Terms Window Description
Field Name
Description
Toggle Query Coordination
synchronizes detail records with master
records
Start Date
date on which new payment terms take effect
Terms
payment terms required for invoice
User Name
user name of person who approved payment
terms change
Modify Installment Terms Window
Modify Installment Terms Window Description
Field Name
Description
Modified By
user name of person who approved payment
terms changes
Start date
date on which new payment terms take effect
Terms
payment terms required for invoice
Installment Terms Procedure 33-7
34
Installment Terms Report Procedure
Overview
The Installment Terms: Installment Audit Report provides an audit trail of changes to
payment terms on invoices, showing the names of the users who approved and
changed the payment terms, the new installment terms, and the date on which the new
terms take effect. The report is ordered as follows:
•
Customer name
•
Customer number
•
Invoice number
•
Date changed
•
Approver
•
User
•
Revised terms
•
Start date
Note: The report can be restricted to a single customer.
Generating Installment Terms: Installment Audit Report Procedure
To generate the Installment Terms: Installment Audit Report:
1.
Navigate to the Submit Request window as follows:
Installment Terms Report Procedure 34-1
OPSF(I) Installment Terms - Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Installment Terms: Installment Audit Report from the list
of values.
Note: Dates entered in the From Date and To Date fields refer to the
date of change to an invoice and not the date when installment
terms start.
4.
Select the operating unit.
5.
In the From Date field, enter the earliest date to report on.
6.
In the To Date field, enter the latest date to report on.
7.
In the Customer Name field, select a customer's name from the list of values or
leave blank to report on all customers having transactions in the specified operating
unit.
8.
Click OK.
9.
Click Submit.
10. Click Yes to submit another request, else No.
11. View the request as follows:
View - Requests
34-2 Oracle Public Sector Financials (International) User Guide
35
Internal Trading Process
Definition
Internal Trading for Oracle Public Sector Financials (International) provides a
comprehensive and flexible financial system for raising charges from one part of an
organization to one or more parts of the same organization.
Internal Trading Process Flow Diagram
The diagram below shows the basic process flow for Internal Trading, as described in
the accompanying text.
Internal Trading Process 35-1
Internal Trading Process Flow Diagram
Workflow Process Flow Diagram
The diagram below shows the process flow when Workflow is enabled, as described in
the accompanying text.
35-2 Oracle Public Sector Financials (International) User Guide
Workflow Process Flow Diagram
Encumbrance and Budgetary Control Process Flow Diagram
The diagram below shows the process flow when encumbrancing is enabled.
Internal Trading Process 35-3
Encumbrance and Budgetary Control Process Flow Diagram
Internal Trading Process Description
Internal Trading consists of the following steps:
1.
The originator creates and submits an internal cross charge in the Enter Charges
window.
If encumbrancing is enabled, funds are reserved and the General Ledger Create
Journal routine creates an encumbrance journal entry for the internal charge.
35-4 Oracle Public Sector Financials (International) User Guide
2.
If Workflow is enabled, the service lines awaiting approval are sent for creation and
receiver approval, and Workflow notification informs authorizers of service lines
requiring attention.
If Workflow is disabled, the cross charges are displayed to the authorizer in the
Cross Charge Receiver Authorization window.
3.
If the authorizer accepts the service line, General Ledger creates an actual journal
for the amount accepted and posts the cross charge to General Ledger.
If encumbrancing is enabled, General Ledger creates an encumbrance journal to
reverse the funds reservation raised on submission.
4.
If the authorizer rejects the service line, the following occurs:
•
The service line status in the Enter Charges window is updated to Rejected.
•
The originator can make changes to the rejected service line with the amount
suggested by the authorizer or resubmit it for any amount.
•
The originator can also cancel the service line.
If encumbrancing is enabled, the funds reservation is updated to reflect changes to
the amount in the resubmitted service line.
5.
When all service lines are accepted or canceled, General Ledger updates the cross
charge header status in the Enter Charges window to Complete.
Note: If Workflow is disabled, the Internal Trading: Automatic
Approval of Service Lines Report can be run to automatically
accept any service lines that are not accepted or rejected within the
user-defined time limit.
Setting Up Internal Trading
Setup Options
Override Segment
This option defines one accounting flexfield segment and a user prompt for that
segment.
When a cross charge is entered, the cost center and the specified accounting flexfield
segment can be defined for each service line. These segments, combined with
information linked to the cross charge originator and the service type, automatically
generate the accounting flexfield code combinations to be used for the service line.
Internal Trading Process 35-5
Workflow
Internal Trading can be used either with or without Workflow.
If Workflow is enabled, newly created cross charges require both creation and receiver
approval. Creation approval ensures that cross charges are raised correctly before they
are forwarded to the receiver. Receiver approval allows the receiving charge center to
approve or reject the service lines before they are applied.
The Workflow approval hierarchies are controlled by the employee definitions entered
in either Human Resources or Purchasing.
For information on employee definitions, see Human Resources Financial Options,
Oracle Purchasing User's Guide.
The approval limits are controlled by the journal approval limits defined in General
Ledger.
For information on journal approval limits, see Setting Up Journal Approval, Oracle
General Ledger User's Guide.
When Workflow is disabled, only one level of approval is required.
Approval Options
If Workflow is enabled, a number of approval options can also be defined.
The user can specify one of the following approval methods:
•
Start at the lowest approver and move up the hierarchy until a suitable approval
limit is reached
•
Start at the lowest approver and then move directly to the required approval limit
•
Move directly to the employee with the required approval limit
The user can define if the cross charge originator can approve the service line, within
the defined approval limits, or if creation approval must be undertaken by someone
other than the originator.
The user can also define the time limit before automatic action is taken if a cross charge
is neither approved nor rejected by the designated approver.
Encumbrance Accounting
Internal Trading can be used with or without encumbrance accounting.
If encumbrance accounting is enabled, cross charges must pass funds reservation before
submission. Encumbrance journal entries are created to reflect the funds reservation.
These journal entries are then either reversed when the service line is approved, when
actual journals are created, or canceled when a service line is rejected.
If encumbrance accounting is disabled, no funds checking or funds reservation takes
35-6 Oracle Public Sector Financials (International) User Guide
place.
Charge Centers
Charge centers identify different departments within an organization that can raise or
receive cross charges. A charge center definition controls the following:
•
charge center name
•
accounting flexfield code combination ranges associated with the charge center
•
first approver for each code combination range
•
services provided and charged to other charge centers
•
employees who can raise cross charges for the charge center
Internal Trading Procedures
Cross Charge Entry
A cross charge is raised to charge a different charge center for a service or services
provided.
To enter a cross charge, the user must be defined as an employee and registered as an
originator for the charge center.
A service type is defined for each line within the cross charge. This provides the starting
point for the account generator to create the creation and receiving accounting flexfield
code combinations. Segments in the creation accounting flexfield are then overwritten
with values defined for the cross charge originator.
Values are entered for the creation and receiving cost centers, and for creation and
receiving entries in the defined override segment. From this information, the final
creation and receiver accounting flexfield codes are generated. The receiving accounting
flexfield is used to identify the initial approver for the receiving charge center.
Once all required service lines are entered, the cross charge can be submitted. If
encumbrance accounting is enabled, the cross charge must pass funds reservation
before being submitted for approval.
Cross Charge Approval or Rejection
Once a cross charge is submitted for approval, it enters the approval cycle. Each service
line is processed individually, as each service can require different levels of approval
and can apply to different receiving charge centers.
If Workflow is enabled, the service line is passed up the employee hierarchy, according
Internal Trading Process 35-7
to the Workflow approval setup, for creation approval. When creation approval is
received, the service line is passed to the receiver approval process. The first approver is
selected from the charge center definitions and the receiving accounting flexfield of the
service. Once receiver approval is entered, the service line is complete and a journal
entry can be created.
If Workflow is disabled, there is no creation approval process and the service line
passes directly to receiver approval. The approver is selected from the charge center
definition and the receiving accounting flexfield of the service. Only a single level of
approval is required, after which the service line is complete and a journal entry can be
created.
A rejection can be entered at any point in the approval cycle. If a service line is rejected,
it is returned to the cross charge originator for review.
Cross Charge Resubmission or Cancellation
If a service line is rejected, either during creation or receiver approval, it is returned to
the cross charge originator. The rejected service line can be either canceled or
resubmitted.
If a service line is canceled and encumbrance accounting is enabled, any funds reserved
by the cross charge line are released.
If a service line is resubmitted, the originator can change both the receiving account
flexfield and the charge amount as required. If encumbrance accounting is enabled, the
funds reservation for the service line is updated.
A service line can be rejected and resubmitted indefinitely.
Journal Creation
Encumbrance Journals
Encumbrance journal entries are created to update the funds reservations created by
internal trading. These journal entries are created in the same way as other funds
reservation journals, for example, Oracle Purchasing.
To create encumbrance journal entries, run the General Ledger Create Journals program
using the standard report submission. This routine can be run as frequently as required.
For information on the Create Journals program, see Running the Create Journals
Program, Oracle General Ledger User's Guide.
Actual Journals
Actual journal entries are created to reflect complete service lines. When the Create
Actual Journals routine is run, any approved service lines are selected for processing
and the appropriate actual journal entry is created. This routine can be run as frequently
as required.
35-8 Oracle Public Sector Financials (International) User Guide
Journal Entries Accounting Example
Without Funds Reservation
Raise Cross Charge with Three Service Lines
When a cross charge is created and submitted without encumbrance accounting, no
journal entries are made.
Approve Service 1 and Create Journals
When a service completes the approval cycle, the Internal Trading: Create Actual
Journals process can be run. This process creates an actual journal entry to transfer the
funds from the receiving charge center to the creation charge center.
The table below shows the created journal entries.
Approve Service 1 and Create Journals
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Service 1 - Creator
Account
Actual Credit
100.00
Service 1 - Receiver
Account
100.00
Reject Service 2, Update Amount, and Resubmit
When a service is rejected, no journal entries are created. Similarly, when a service is
resubmitted after a rejection, no journal entries are created.
Approve Service 2 and Create Journals
When a service completes the approval cycle following rejection and resubmission, the
Internal Trading: Create Actual Journals process can be run. This process creates an
actual journal entry to transfer the funds from the receiving charge center to the
creation charge center.
The table below shows the created journal entries.
Internal Trading Process 35-9
Approve Service 2 and Create Journals
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Service 2 - Creator
Account
Actual Credit
150.00
Service 2 - Receiver
Account
150.00
Reject Service 3 and Cancel
When a service is rejected, no journal entries are created. Similarly, when a service is
canceled after a rejection, no journal entries are created.
With Funds Reservation
Raise Cross Charge with Three Service Lines and Reserve Funds
When encumbrance accounting is enabled, a cross charge must reserve funds before it
can be submitted.
The table below shows the created entries when funds are reserved.
Raise Cross Charge with Three Service Lines and Reserve Funds
Description
Encumbrance Debit
Encumbrance
Credit
Service 1 - Creator
Account
Service 1 - Receiver
Account
100.00
Service 2 - Creator
Account
Service 2 - Receiver
Account
200.00
35-10 Oracle Public Sector Financials (International) User Guide
Actual Debit
Actual Credit
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Actual Credit
Service 3 - Creator
Account
Service 3 - Receiver
Account
300.00
These entries are converted into encumbrance journals when the General Ledger: Create
Journals process is run.
Approve Service 1 and Create Journals
When a service completes the approval cycle, the Internal Trading: Create Actual
Journals process can be run. This process creates an actual journal entry to transfer the
funds from the receiver to the creator.
Reversing entries are made to release the funds reservation. These are converted into
encumbrance journals when the General Ledger: Create Journals process is run.
The table below shows the created journal entries.
Approve Service 1 and Create Journals
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Service 1 - Creator
Account
Actual Credit
100.00
Service 1 - Receiver
Account
100.00
100.00
Reject Service 2, Update Amount, and Resubmit
When a service is rejected, no changes are made to the funds reservation and no journal
entries are created.
If a service is resubmitted without a change to the amount or receiving account, no
changes are made to the funds reservation and no journal entries are created.
If a service is resubmitted with a new amount, for example, 150 instead of 200, or the
receiving account is altered, the original funds reservation is reversed and a new funds
reservation is created. These reservations are converted into encumbrance journals
when the General Ledger: Create Journals process is run.
Internal Trading Process 35-11
The table below shows the created journal entries.
Reject Service 2, Update Amount, and Resubmit
Description
Encumbrance Debit
Encumbrance
Credit
150.00
200.00
Actual Debit
Actual Credit
Service 2 - Creator
Account
Service 2 - Receiver
Account
Approve Service 2 and Create Journals
When a resubmitted service completes the approval cycle, the Internal Trading: Create
Actual Journals process can be run. This process creates an actual journal entry to
transfer the funds from the receiver to the creator.
Reversing entries are made to release the funds reservation. These are converted into
encumbrance journals when the General Ledger: Create Journals process is run.
The table below shows the created journal entries.
Approve Service 2 and Create Journals
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Service 2 - Creator
Account
Actual Credit
150.00
Service 2 - Receiver
Account
150.00
150.00
Reject Service 3 and Cancel
When a rejected service is canceled, the funds reservation is reversed. This is converted
into an encumbrance journal when the General Ledger: Create Journals process is run.
The table below shows the created journal entries.
35-12 Oracle Public Sector Financials (International) User Guide
Reject Service 3 and Cancel
Description
Encumbrance Debit
Encumbrance
Credit
Actual Debit
Actual Credit
Service 3 - Creator
Account
Service 3 - Receiver
Account
300.00
Cross Charge Status Values
This section shows the header and individual service status flags assigned throughout
the Internal Trading process.
Raise Cross Charge with Three Service Lines
When a cross charge is entered, the header has a status of Partially Created.
The table below shows the cross charge and service line statuses at this stage.
Raise Cross Charge with Three Service Lines
Header or Service Line
Status if Workflow Enabled
Status if Workflow Disabled
Charge Header
Partially Created
Partially Created
Service Line 1
Service Line 2
Service Line 3
Reserve Funds
When funds are reserved for a cross charge, the header status is unchanged, but the
status of the service lines is updated to show the funds reservation.
The table below shows the cross charge and service line statuses at this stage.
Internal Trading Process 35-13
Reserve Funds
Header or Service Line
Status if Workflow Enabled
Status if Workflow Disabled
Charge Header
Partially Created
Partially Created
Service Line 1
Funds Reserved
Funds Reserved
Service Line 2
Funds Reserved
Funds Reserved
Service Line 3
Funds Reserved
Funds Reserved
Submit Cross Charge
When a cross charge is submitted, both the header and service statuses are updated. If
Workflow is enabled, the service lines are sent for creation approval.
The table below shows the cross charge and service line statuses at this stage.
Submit Cross Charge
Header or Service Line
Status if Workflow Enabled
Status if Workflow Disabled
Charge Header
Submitted
Submitted
Service Line 1
Awaiting Creation Approval
Awaiting Receiver Approval
Service Line 2
Awaiting Creation Approval
Awaiting Receiver Approval
Service Line 3
Awaiting Creation Approval
Awaiting Receiver Approval
Approve First Service Line
Note: This example applies only if Workflow is disabled.
When a service line is approved, the service status is updated. The header status is
unaffected.
The table below shows the cross charge and service line statuses at this stage.
35-14 Oracle Public Sector Financials (International) User Guide
Approve First Service Line
Header or Service Line
Status if Workflow Disabled
Charge Header
Submitted
Service Line 1
Approved
Service Line 2
Awaiting Receiver Approval
Service Line 3
Awaiting Receiver Approval
Creation Approval for First Service Line
Note: This example applies only if Workflow is enabled.
When a service line is creation approved, the service status is updated to Awaiting
Receiver Approval. The header status is unaffected.
The table below shows the cross charge and service line statuses at this stage.
Creation Approval for First Service Line
Header or Service Line
Status if Workflow Enabled
Charge Header
Submitted
Service Line 1
Awaiting Receiver Approval
Service Line 2
Awaiting Creation Approval
Service Line 3
Awaiting Creation Approval
Reject Second and Third Service Lines
Note: This example applies only if Workflow is disabled.
When a service line is rejected, the service status is updated. The header status is
unaffected.
The table below shows the cross charge and service line statuses at this stage.
Internal Trading Process 35-15
Reject Second and Third Service Lines
Header or Service Line
Status if Workflow Disabled
Charge Header
Submitted
Service Line 1
Approved
Service Line 2
Rejected by Receiver
Service Line 3
Rejected by Receiver
Second and Third Service Lines Rejected in Creation
Note: This example applies only if Workflow is enabled.
When a service line is rejected in creation, the service status is updated. The header
status is unaffected.
The table below shows the cross charge and service line statuses at this stage.
Second and Third Service Lines Rejected in Creation
Header or Service Line
Status if Workflow Enabled
Charge Header
Submitted
Service Line 1
Awaiting Receiver Approval
Service Line 2
Rejected in Creation
Service Line 3
Rejected in Creation
Resubmit Second Service Line
When a service line is resubmitted, the service status is updated. The Header status is
unaffected. If Workflow is enabled, the service line is again sent for creation approval.
The table below shows the cross charge and service line statuses at this stage.
35-16 Oracle Public Sector Financials (International) User Guide
Resubmit Second Service Line
Header or Service Line
Status if Workflow Enabled
Status if Workflow Disabled
Charge Header
Submitted
Submitted
Service Line 1
Awaiting Receiver Approval
Approved
Service Line 2
Awaiting Creation Approval
Awaiting Receiver Approval
Service Line 3
Rejected in Creation
Rejected by Receiver
Approve Second Service Line
Note: This example applies only if Workflow is disabled.
When a service line is approved, the service status is updated. The header status is
unaffected.
The table below shows the cross charge and service line statuses at this stage.
Approve Second Service Line
Header or Service Line
Status if Workflow Disabled
Charge Header
Submitted
Service Line 1
Approved
Service Line 2
Approved
Service Line 3
Rejected by Receiver
Creation Approval for Second Service Line
Note: This example applies only if Workflow is enabled.
When a service line is creation approved, the service status is updated to Awaiting
Receiver Approval. The header status is unaffected.
The table below shows the cross charge and service line statuses at this stage.
Internal Trading Process 35-17
Creation Approval for Second Service Line
Header or Service Line
Status if Workflow Enabled
Charge Header
Submitted
Service Line 1
Awaiting Receiver Approval
Service Line 2
Awaiting Receiver Approval
Service Line 3
Rejected in Creation
Receiver Approval for First and Second Service Lines
Note: This example applies only if Workflow is enabled.
When a service line is approved, the service status is updated. As this transaction
completes the processing for all service lines in this cross charge, the header status is
updated to Complete.
The table below shows the cross charge and service line statuses at this stage.
Receiver Approval for First and Second Service Lines
Header or Service Line
Status if Workflow Enabled
Charge Header
Submitted
Service Line 1
Approved
Service Line 2
Approved
Service Line 3
Rejected in Creation
Cancel Third Service Line
When a service line is canceled, the service status is updated. As this transaction
completes the processing for all service lines in this cross charge, the header status is
updated to Complete.
The table below shows the cross charge and service line statuses at this stage.
35-18 Oracle Public Sector Financials (International) User Guide
Cancel Third Service Line
Header or Service Line
Status if Workflow Enabled
Status if Workflow Disabled
Charge Header
Complete
Complete
Service Line 1
Approved
Approved
Service Line 2
Approved
Approved
Service Line 3
Canceled
Canceled
Automatic Posting to General Ledger
Approval of Internal Trading cross charges results in the creation of actual journals. To
ensure the creation of actual journals, it is recommended that the Internal Trading:
Create Actual Journals routine is submitted within the Concurrent Manager to run on a
regular basis, for example nightly.
To ensure the timely posting of internal charges, it is recommended that automatic
posting for the journal source Internal Trading is enabled in the AutoPost Criteria
window in General Ledger. Within this setup, encumbrance batches must be given a
higher priority than actual batches to ensure that encumbrance batches are posted
before the related actuals. This prevents unnecessary funds checking that could arise if
the actuals are posted first.
References
For information on setting up Internal Trading, see Internal Trading Setup, Oracle Public
Sector Financials (International) Implementation Guide.
For information on setting up encumbrance accounting, see User Profiles and Profile
Options in Oracle Application Object Library, Oracle E-Business Suite Setup Guide.
For information on setting up budgetary control, see Defining Ledgers, Oracle General
Ledger User's Guide.
Internal Trading Process 35-19
36
Internal Trading Procedures
Overview
The Internal Trading process enables users to perform the following tasks:
•
enter and submit internal cross charges to one or more charge centers within the
same organization
•
create encumbrance journals automatically for internal charge journals
•
reserve and unreserve funds for internal charge entries using budgetary control
•
view results of funds reservation
•
approve or reject service lines within the cross charge with recommendations for
modification
•
create and post internal charge encumbrance and actual journals
•
modify or resubmit service lines
Internal Trading features are detailed in the table below.
Internal Trading Features
Feature
Description
Maintain Charge Centers, Ranges, Authorizers,
Originators, and Services
Accounting flexfield ranges constitute the charge
centers. An authorizer is allocated to each accounting
flexfield range to approve service lines for that charge
center. Charge originators and service types are
associated with each charge center.
Internal Trading Procedures 36-1
Feature
Description
Enter and Submit Cross Charges
When a cross charge is submitted for approval, if
budgetary control and the Use Encumbrance setup
option are enabled, funds are reserved.
Notification
When Workflow is enabled, Workflow notification
informs authorizers of service lines requiring attention,
and informs originators when a service line is approved
or rejected.
When Workflow is disabled, authorizers are alerted if
there are service lines awaiting attention when the Cross
Charge Receiver Authorization window is invoked.
Originators can confirm if service lines have been
approved or rejected in the Charge Summary window.
Internal Charge Approval or Rejection
When rejecting a service line, authorizers are required to
enter a reason for the rejection and a suggested value
that is acceptable.
Resubmit Service Line
Originators can modify and resubmit service lines
rejected by authorizers. If Workflow is enabled,
originators can modify and resubmit service lines
rejected in creation or receiving. If the Use Encumbrance
setup option is enabled, the funds reservation changes
to reflect the changed amount of the service line.
Cancel Service Line
Originators can cancel service lines rejected by
authorizers. If Workflow is enabled, originators can
cancel service lines rejected in creation or receiving. If
the Use Encumbrance setup option is enabled, funds are
unreserved.
Authorization Time Limit
If a time limit is set for authorization, any service lines
that have not been accepted or rejected within that time
can be automatically accepted by running a concurrent
program.
If Workflow is enabled and there is no response to a
request for approval notification within the defined
time limit, the service line is automatically approved.
If the Use Double Timeout setup option is enabled, the
final approver is given an additional amount of time, as
defined in the setup options, and is informed with a
notification.
36-2 Oracle Public Sector Financials (International) User Guide
Prerequisites
•
Ledgers must be defined.
To define ledgers, see Defining Ledgers, Oracle General Ledger User's Guide.
•
Setup options must be defined.
To define setup options, see Setting Up Internal Trading Setup Options, Oracle
Public Sector Financials (International) Implementation Guide.
•
Charge centers, service types, and associated accounting ranges must be set up.
To set up service types, see Setting Up Internal Trading Service Types, Oracle Public
Sector Financials (International) Implementation Guide.
To set up charge centers, see Defining Charge Centers, Oracle Public Sector Financials
(International) Implementation Guide.
•
Authorizers for the charge center must be defined.
To define the account range for each authorizer, see Defining Charge Centers,
Oracle Public Sector Financials (International) Implementation Guide.
•
Originators for the charge center must be defined.
To link accounting segments with originators, see Defining Charge Centers, Oracle
Public Sector Financials (International) Implementation Guide.
Internal Trading Procedures 36-3
Creating Internal Charge Entries
Creating an Internal Charge Header
To create an internal charge header, perform the following steps.
1.
Navigate to the Enter Charges window as follows:
IGI General Ledger, OPSFI, Standard - ITR - Enter Cross Charges
2.
In the Charge Name field, enter a unique internal charge name.
3.
In the Charge Center field, select the charge center. Corresponding ledger name is
displayed automatically.
4.
In the GL Period field, select the accounting period for the internal charge from the
list of values.
Creating Service Lines
To create service lines, perform the following steps.
1.
Select the Main tab.
36-4 Oracle Public Sector Financials (International) User Guide
2.
In the Num field, enter the service line number.
3.
In the Service Description field, enter a description for the service line.
4.
In the Service Type field, select the appropriate service type from the list of values.
5.
In the Payment Type field, select either Payment or Charge from the drop-down
list.
6.
In the Amount field, enter a charge or payment amount.
7.
Select the Creation tab.
8.
In the Cost Center field, select the appropriate creation cost center for the internal
cross charge from the list of values.
9.
In the <configurable segment> field, if enabled, select the appropriate configurable
accounting flexfield segment from the list of values.
Note: The name of this field is defined when setting up internal trading. For
information on setting up internal trading, see Setting Up Internal Trading Setup
Options , Oracle Public Sector Financials (International) Implementation Guide.
The creation account code is automatically generated in the Account field.
10. Select the Receiving tab.
11. In the Cost Center field, select the appropriate receiving cost center for the internal
cross charge from the list of values.
12. In the <configurable segment> field, select the appropriate configurable accounting
flexfield segment from the list of values.
Note: The name of this field is defined when setting up internal trading. For
information on setting up internal trading, see Setting Up Internal Trading Setup
Options , Oracle Public Sector Financials (International) Implementation Guide.
The receiving account code is automatically generated in the Account field.
Submitting Service Lines
1.
When all service lines are entered, save or save and continue as follows:
File - Save or Save and Proceed
2.
Click Actions.
3.
If the Use Encumbrance setup option is enabled, perform the following tasks:
Internal Trading Procedures 36-5
•
Click Reserve Funds.
The required funds are reserved.
•
Click Actions.
•
Click View Results.
The Budgetary Control Transactions window appears. Details of the funds
reservation are displayed.
•
Click Done.
•
Click Actions.
4.
Click Submit for Approval.
5.
To confirm the action, click OK.
The new cross charge is submitted for approval.
Note: If the Use Encumbrance setup option is selected, the General Ledger Create
Journal routine creates encumbrance journals after the funds are reserved. If
Workflow is enabled, the charge is sent for creation approval; otherwise, the charge
is available to the authorizers in the Cross Charge Receiver Authorization window.
Enter Charges Window Description
Enter Charges Window Description, Header Region and Main Tab
Field Name
Description
Charge Center
originator's charge center
Raised By
user's name as originator
Currency
cross charge currency
Status
internal cross charge status; not set until cross
charge submitted
Service Status
service line status
Submit Date
date cross charge submitted
36-6 Oracle Public Sector Financials (International) User Guide
Enter Charges Window Description, Creation Tab
Field Name
Description
Num
service line number
Service Description
service line description
<configurable segment>
user-defined accounting flexfield segment;
defaults to segment from charge originator's
user flexfield segments; field name defined in
Setting Up Internal Trading Setup Options,
Oracle Public Sector Financials (International)
Implementation Guide; if not defined, segment
taken from creation account
Account
automatically generated creation account
flexfield
Account Description
accounting flexfield description
Enter Charges Window Description, Receiving Tab
Field Name
Description
Num
service line number
Service Description
service line description
Cost Center
service line accounting flexfield segment;
defaults to segment from receiving account of
selected service type; accounting flexfield
created using this segment must fall within a
valid range with an authorizer assigned to it
<configurable segment>
user-defined accounting flexfield segment;
defaults to segment from receiving account of
selected service type; accounting flexfield
created using this segment must fall within a
valid range with an authorizer assigned to it;
prompt defined in Setting Up Internal Trading
Setup Options Procedure, Oracle Public Sector
Financials (International) Implementation Guide
Internal Trading Procedures 36-7
Field Name
Description
Account
automatically generated receiving account
flexfield
Account Description
accounting flexfield description
Actions Window Description
Actions Window Description
Field Name
Description
Reserve Funds
reserves funds in cross charge encumbrance
journal
Unreserve Funds
removes cross charge funds reservation
View Results
displays results of funds reservation for
service lines
Submit for Approval
submits cross charge for approval
36-8 Oracle Public Sector Financials (International) User Guide
Approving Service Lines
Note: This procedure is only valid if Workflow is disabled. If Workflow
is enabled, the Cross Charge Receiver Authorization window is
unavailable.
To approve an internal cross charge service line:
1.
Navigate to the Cross Charge Receiver Authorization window as follows:
IGI General Ledger, OPSFI, Standard - ITR - Approve Cross Charges
2.
In the Ledger Name field, select a ledger.
3.
In the Authorize field, select Approve or Reject from the drop-down list.
4.
If the service line is rejected, perform the following tasks:
•
In the Rejection Note field, enter the reason for rejection.
•
In the Suggested Amount field, enter a suggested amount.
Internal Trading Procedures 36-9
•
Optionally, in the Suggested Receiving Account field, select an alternative
receiving account flexfield from the list of values.
Cross Charge Receiver Authorization Window Description
Cross Charge Receiver Authorization Window Description
Field Name
Description
Ledger Name
ledger name
Select
if selected, marks service line as approved or
rejected
Originator
originator who raised cross charge
Description
cross charge description as defined by
originator
Receiving Acct
service line receiving account flexfield
Payment Type
service line payment type
Amount
service line credit or debit amount
Rejection Note
authorizer's reason for rejecting service line
Suggested Amount
suggested amount for rejected service line
Suggested Receiving Account
suggested change to receiving account
flexfield
Receiving Account Description
receiving account flexfield description
Suggested Receiving Account Description
suggested receiving account flexfield
description
Charge Center
charge center against which cross charge
raised
36-10 Oracle Public Sector Financials (International) User Guide
Viewing a Cross Charge Summary
To view a cross charge summary:
1.
Navigate to the Find Cross Charges window as follows:
IGI General Ledger, OPSFI, Standard - ITR - Charge Summary
2.
In the Query Level region, select the Header radio button.
3.
Perform one or more of the following tasks:
4.
•
In the Charge Name field, select the cross charge name.
•
In the Originator field, select the cross charge originator.
•
In the Currency field, select the currency used in the cross charge.
•
In the Ledger Name field, select the ledger.
•
In the Charge Status field, select the cross charge status.
Click Find.
The Cross Charges Summary window appears.
5.
To view information on the selected cross charge, click Open.
Internal Trading Procedures 36-11
The Enter Charges window appears.
Resubmitting Service Lines Procedure
To resubmit a rejected service line:
1.
Navigate to the Find Cross Charges window as follows:
IGI General Ledger, OPSFI, Standard - ITR - Charge Summary
2.
In the Ledger Name field, select a ledger.
3.
In the Query Level region, select the Line radio button.
4.
Perform one or more of the following tasks:
5.
•
In the Service Status field, select the status of the individual service line from
the list of values.
•
In the Service Name field, select the service type name from the list of values.
Click Find.
The Services window appears.
36-12 Oracle Public Sector Financials (International) User Guide
6.
Optionally, in the Amount field, enter a new amount for the service line.
7.
Optionally, in the Receiving Account field, select a new receiving account from the
list of values.
8.
If encumbrance accounting is enabled, reserve funds as follows:
Tools - Reserve Funds
Note: This action changes the service line status to Reserved Not
Submitted. If the original service line query searched for service
lines with the status Rejected by Receiver, the selected service line
disappears from the Services window as it no longer meets the
query requirements. To retrieve the service line, perform a new
query and select Reserved Not Submitted from the list of values in
the Service Status field.
9.
Resubmit the service line as follows:
Tools - Resubmit
Canceling Service Lines
To cancel a rejected service line:
1.
Navigate to the Find Cross Charges window as follows:
Internal Trading Procedures 36-13
IGI General Ledger, OPSFI, Standard - ITR - Charge Summary
2.
In the Query Level region, select the Line radio button.
3.
Perform one or more of the following tasks:
4.
•
In the Ledger Name field, select the ledger.
•
In the Service Status field, select the status of the individual service line from
the list of values.
•
In the Service Name field, select the name of the service type from the list of
values.
Click Find.
The Services window appears.
5.
Cancel the service line as follows:
Tools - Cancel Services
Note: This menu option is only enabled if the service line is
rejected.
6.
Click OK.
Tools Menu
The following table shows the options available on the Tools menu when viewing a
cross charge summary or resubmitting rejected service lines.
Tools Menu Options
Menu Option
Description
View Services
opens Services window to display service
lines within selected cross charge; available in
Cross Charges Summary window
Cancel Services
cancels selected service line; available in
Services window if selected service line has
status Rejected by Receiver or Rejected in
Creation
36-14 Oracle Public Sector Financials (International) User Guide
Menu Option
Description
Approval History
displays approval history of selected cross
charge or service line; available in Cross
Charges Summary window and Services
window
Reserve Funds
reserves funds for cross charge service line;
available in Services window if
encumbrancing enabled and rejected service
line amount changed
Unreserve Funds
removes cross charge funds reservation;
available in Services window if
encumbrancing enabled and funds reserved
for selected service line
Resubmit
resubmits service line; available in Services
window; funds must be reserved before
resubmission if encumbrancing enabled and
rejected service line amount changed
View Results
displays results of funds reservation for
service lines; available in Services window if
encumbrancing enabled
Find Cross Charges Window Description
Find Cross Charges Window Description
Field Name
Description
Query Level
defines type of query; select Header to
activate Charge Name, Originator, Currency,
and Charge Status fields; select Line to
activate Service Status and Service name
fields; defaults to Header
Charge Name
cross charge name
Originator
cross charge originator
Internal Trading Procedures 36-15
Field Name
Description
Currency
cross charge currency
Charge Status
cross charge status; only displayed and active
when Header radio button selected
Service Status
cross charge service line status; only displayed
and active when Line radio button selected
Service Name
service line name
Clear
clears all fields and resets defaults
Find
activates query
Cross Charges Summary Window Description
Cross Charges Summary Window Description
Field Name
Description
Charge Name
cross charge name
Period
accounting period
Originator
cross charge originator
Currency
cross charge currency
Status
cross charge status
Services
opens Services window
New
opens Enter Charges window to enter a new cross
charge
36-16 Oracle Public Sector Financials (International) User Guide
Services Window Description
Services Window Description
Field Name
Description
Num
service line number
Ledger Name
ledger name
Service Name
service line name
Description
service line description
Payment Type
service line payment type
Status
service line status
Creation Account
service line creation account flexfield
Charge Name
name of cross charge containing service line
Originator
cross charge originator
Creation Account Description
creation account flexfield description
Receiving Account Description
receiving account flexfield description
Rejection Note
authorizer's reason for rejecting service line; only
displayed if rejected service line selected and Workflow
disabled
Suggested Amount
new service line amount suggested by authorizer; only
displayed if rejected service line selected and Workflow
disabled
Suggested Receiving Account
new receiving account flexfield suggested by authorizer;
only displayed if rejected service line selected and
Workflow disabled
Internal Trading Procedures 36-17
37
Internal Trading Report Procedures
Definition
Internal Trading reports provide information about internal cross charges.
Overview
Internal Trading: Internal Charge Status Report
This report provides a listing of cross charge journal activity sorted by charge center,
period, and payment type. The report can be filtered to include cross charges for a
subset of charge centers for a selected range of accounting periods or for a selected
status. Totals are generated for all cross charge lines and batches and for the charge
center, as well as grand totals for all credit and debit amounts present in the report.
Internal Trading: Automatic Approval of Service Lines
If Workflow is disabled, this report accepts all cross charges that are not accepted or
rejected within the system-defined time limit for each ledger.
Internal Trading: Create Actual Journals Report
This report creates actual journals for all cross charge lines which have been approved
but not converted to actual journal entries.
Generating Internal Trading: Internal Charge Status Report Procedure
To generate the Internal Trading: Internal Charge Status Report:
1.
Navigate to the Submit Request window as follows:
Internal Trading Report Procedures 37-1
OPSF(I) Internal Trading - Reports
The Submit a New Request window appears.
2.
Select Single Request.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, select Internal Trading: Internal Charge Status Report.
5.
In the Ledger Name field, select the ledger.
6.
In the Charge Center field, select the charge center.
7.
In the Start Period field, select the earliest accounting period.
8.
In the End Period field, select the latest accounting period.
9.
To apply the parameters, click OK.
10. To submit the request to the concurrent manager, click Submit.
11. View the request in the concurrent manager as follows:
View - Requests
Generating Internal Trading: Automatic Approval of Service Lines
Procedure
Note: This process does not generate any output.
To run the Internal Trading: Automatic Approval of Service Lines process:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Internal Trading - Reports
The Submit a New Request window appears.
2.
Select the Single Request radio button.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, select Internal Trading: Automatic Approval of Service Lines
from the list of values.
37-2 Oracle Public Sector Financials (International) User Guide
5.
Select a ledger. If you do not select a ledger, report will run for all ledgers in a Data
Access Set associated to the responsibility.
6.
To submit the request to the concurrent manager, click Submit.
7.
View the request in the concurrent manager as follows:
View - Requests
Generating Internal Trading: Create Actual Journals Procedure
Note: This process does not generate any output.
To run the Internal Trading: Create Actual Journals process:
1.
Navigate to the Submit Request window as follows:
OPSF(I) Internal Trading - Reports
The Submit a New Request pop-up window appears.
2.
Select the Single Request radio button.
3.
Click OK.
The Submit Request window appears.
4.
In the Name field, select Internal Trading: Create Actual Journals from the list of
values.
5.
In the Ledger Name field, select a ledger.
6.
In the Start Period, select the start period.
7.
In the End Period, select the end period.
8.
To submit the request to the concurrent manager, click Submit.
9.
View the request in the concurrent manager as follows:
View - Requests
Internal Trading Report Procedures 37-3
38
Secondary Invoice Approval Process
Definition
Secondary Invoice Approval provides Payables with two levels of approvals for
invoices. Invoices are first approved by individual business units, and then optionally
finally approved for payment by a central unit with access to all departments' invoices.
Setting Up Secondary Invoice Approval
The process for setting up Secondary Invoice Approval is as follows:
1.
The system administrator sets the payment approvals required profile option at
application level for Payables to determine if tertiary level approval is required by
the secondary approval process.
A Yes setting allows for a tertiary level of approval before an invoice is made
available for payment. This means that an invoice requires two stages of approval
after a successful AutoApproval before it can be paid.
A No setting allows only for the secondary level of approval before an invoice is
made available for payment. The invoice is ready for payment after one stage of
approval, namely, the secondary approval authorization.
Users can set the posting level of secondary approval holds to the General Ledger
as postable or non-postable.
2.
The database administrator uses the Maintain Secondary Approval Relationships
window to set up departmental groups, approvers, and invoice clerks. All
approvers and clerks must be valid users of Payables.
The diagram below shows the relationship between the departmental group and
the approvers and clerks as described in the accompanying text.
Secondary Invoice Approval Process 38-1
Setup Relationship in Secondary Approval
The departmental group enables a number of approvers to be assigned to a number
of invoice clerks, to avoid authorization problems if an approver is absent or
unavailable. In this way, it is possible to assign temporary approvers or have more
than one person authorizing invoices.
An approver can be part of more than one departmental group, in which case the
approver can authorize invoices for all those groups. Similarly, an invoice clerk can
be a member of different departmental groups. Where this is the case, approvers in
each of those groups can authorize that clerk's invoices.
It is important to keep the relationship of group approvers and invoice clerks
up-to-date. Otherwise, invoices can be entered without an approver to authorize
them. Users should run the Secondary Invoice Approval: Secondary Approval of
Invoices report to monitor invoices awaiting approval, or outside the exception
range.
For information on the Secondary Invoice Approval: Secondary Approval of
Invoices report, see Generating Secondary Invoice Approval: Secondary Approval
of Invoices Report Procedure, page 40-1.
Approvers can also be assigned flexfield ranges to restrict the invoice lines each
approver can approve. Approvers then drill-down to the individual invoice lines
and distributions and approve them.
3.
The database administrator sets up menus and responsibilities to determine who
has access to which windows.
It is recommended that invoice clerks have access only to windows that enter
invoices. Approvers must have access to all the approval windows authorizing
invoices and be able to remove all holds except the payment approval hold. This
hold can be removed only by users who have the central finance user profile option
set to Yes.
Note: Misuse of the standard View and Authorize Secondary Approvals window
releases secondary approval and payment approval holds, and bypasses secondary
38-2 Oracle Public Sector Financials (International) User Guide
approval completely. This window must be available to super users only.
Secondary Invoice Approval Process Diagram
The diagram below shows the Secondary Invoice Approval process diagram, as
described in the accompanying text.
Secondary Invoice Approval Process Diagram
Using Oracle Payables with Secondary Invoice Approval
This section describes the additional steps required to enforce subsequent levels of
approval prior to an invoice being selected for payment.
1.
Invoice clerks enter invoices using the Invoice Workbench in Payables.
Note: On the Invoice Actions window in Payables, the All option is not available in
Secondary Invoice Approval Process 38-3
the list of values in the Hold Name field. This is to prevent the release of secondary
approval holds that are placed when the Validate check box and the Release check
box are both selected.
For information on the Invoice Actions window, see Invoice Validation, Oracle
Payables User's Guide.
2.
The system automatically approves invoices as in Payables. In Payables, this is
usually the last entry against the invoice before final payment, unless further
modifications are made to the invoice lines.
If any approval holds are placed against an invoice, with the exception of secondary
approval holds, they are removed using the View Payment Holds tab of the View
and Authorize Secondary Approvals window. This allows removal of all
user-defined holds and most system-generated AutoApproval holds. It does not
allow for removal of secondary approval holds or payment approval holds.
3.
The secondary approval hold can be removed only by the appropriate secondary
approver using the View and Authorize Secondary Approvals window. If
necessary, the Secondary Invoice Approval: Secondary Approval of Invoices Report
is run to review details of invoices requiring secondary approval and of any
unassigned invoices.
If AutoApproval is not successful, for example, a distribution line does not match,
the invoice is not approved, and the secondary approval hold cannot be released.
If further modifications are made to an invoice, the secondary approval hold is
released. The invoice requires reapproval, and the process of secondary approval
starts again.
4.
Approvers approve invoices with a secondary approval hold using the View and
Authorize Secondary Approvals window and optionally drill-down to the invoice
lines and distributions.
Approvers release the secondary approval hold by selecting invoices and the
Authorization check box. If the payment approval profile option is set to Yes, the
system places a payment hold against the invoice after authorization; otherwise, the
invoice is available for payment.
If necessary, the Secondary Invoice Approval: Secondary Approval of Invoices
Report is run to review details of invoices that receive secondary approval. If
secondary approval is set up to require payment approvals, it is recommended that
the standard Invoice On Hold Report is run to track payment approvals.
5.
If invoices have a payment approval hold set, users with the central finance user
profile option set to Yes release these holds using the View Payment Holds tab of
the View and Authorize Secondary Approvals window.
6.
Invoices are selected for payment.
38-4 Oracle Public Sector Financials (International) User Guide
The payment process is unaffected by the secondary approval process and requires
all invoices to be approved before they are available for payment.
Using Secondary Approval Example
This example illustrates how to use secondary approval. It assumes that the HR
GROUP departmental group has one approver, JSMITH, and two invoice clerks,
TSCOTT and TJONES. Additionally, the payment approval profile option is set to Yes
so that a payment hold is placed on invoices after approval. JSMITH has the central
finance user profile option set to Yes and is able to remove holds of this type.
1.
Invoice INV 0310 is entered and successfully approved by invoice clerk TJONES.
The system issues the message no holds have been placed or released, indicating
that AutoApproval is successful. The Enter Invoices window places a secondary
approval hold against the invoice. The Status field of the Invoices Summary
window shows the text Needs Reapproval for this invoice.
2.
The group approver JSMITH uses the View and Authorize Secondary Approvals
window to list those invoices and authorizes INV 0310 for payment by selecting the
Authorize check box.
3.
The system places a payment approval hold on invoice INV 0310.
4.
JSMITH, who also has the central finance user profile option set to Yes, uses the
Invoice Holds window to view invoices with payment approval holds. The line for
invoice INV 0310 shows that the secondary approval hold is released and that the
payment approval hold is in place. JSMITH uses this window to release the hold.
5.
JSMITH runs the Secondary Invoice Approval: Secondary Approval of Invoices
Report. This provides details of the authorized invoices that receive secondary
approval. The report is ordered by status, approver name, group name, invoice
date, and invoice number.
References
For information on menus and responsibilities, see Defining a Responsibility, Oracle
E-Business Suite Security Guide.
For information on setting the posting level of secondary invoice holds, see Invoice
Approvals, Oracle Payables User's Guide.
For information on entering invoices in Payables, see Payables Workbench, Oracle
Payables User's Guide.
For information on the Invoice On Hold Report, see Invoice on Hold Report, Oracle
Payables User's Guide.
Secondary Invoice Approval Process 38-5
39
Secondary Invoice Approval Procedures
Definition
Secondary Invoice Approval in Payables provides two levels of approval for invoices.
After passing the standard Payables AutoApproval process, invoices are approved by
individual business units and can optionally be approved by a central unit with access
to all departments' invoices.
Business units can be further devolved by assigning flexfield ranges to approvers.
The secondary approval and payment approval holds placed by secondary invoice
approval can be set to either postable or non-postable to General Ledger, giving
Payables the ability to prevent or enable posting of expense distributions to the General
Ledger.
For information on approvals, see Approval, Oracle Payables User's Guide.
Overview
Approval Groups
Departmental groups, departmental approvers, and invoice clerks are set up as
approval groups. Each approval group can be assigned a number of invoice clerks and
approvers, and each approver can be assigned a flexfield range.
Secondary Approval Holds
When an invoice is approved using the AutoApproval process, it is marked with a
secondary approval hold. If the invoice is modified, the secondary approval hold is
released, and the invoice must pass through the AutoApproval process again.
Secondary Invoice Approval Procedures 39-1
Viewing and Authorizing Secondary Approvals
Departmental approvers are restricted to viewing and approving only invoices
belonging to their group and invoices within their flexfield range. They can also view
and approve individual invoice distribution lines assigned to them. Departmental
approvers can approve invoices that are placed on secondary approval hold.
View and Authorize Secondary Approvals Window
Departmental approvers use the View Secondary Holds tab in the View and Authorize
Secondary Approvals window to release secondary invoice approval holds and to
drill-down to approve individual invoice lines and distributions.
Viewing and Authorizing Payment Holds
A profile option enables a central finance user to be defined who can approve invoices
on which a payment hold is placed. If authorized, a central finance user with access to
all departments can release payment holds using the View Payment Holds tab of the
View and Authorize Secondary Approvals window. If the invoice is modified, both
holds are released, and the invoice must pass through the AutoApproval process again.
If an invoice has multiple lines or distributions assigned to an approver, then all lines
must be approved before a payment approval hold is placed on the invoice.
Prerequisites
•
Departmental groups must be set up.
•
Departmental approvers must be set up for each group.
•
Flexfield ranges can be assigned to approvers.
•
Invoice clerks must be set up for each group.
•
Invoices must be entered.
•
Invoices must pass AutoApproval.
•
The central finance user profile option for the releaser must be set to Yes if an
additional payment approval hold should be applied and if the payment approvals
profile option is set to Yes.
•
Secondary Invoice Approval holds must be set to postable or non-postable.
To set up secondary invoice approvals, see Approval, Oracle Payables User's Guide.
39-2 Oracle Public Sector Financials (International) User Guide
Viewing and Authorizing Secondary Approvals
To view and authorize secondary approvals:
1.
Navigate to the View and Authorize Secondary Approvals window as follows:
IGI Payables, OPSFI - OPSFI SIA - Authorize SIA
Note: The database is automatically queried and displays all
invoices awaiting approval.
2.
Select the View Secondary Holds tab.
3.
To further restrict the number of invoices displayed, query on any of the following:
•
Operating unit
•
Batch name
•
Supplier name
•
Invoice number
Secondary Invoice Approval Procedures 39-3
•
Invoice date
•
Amount
Invoices requiring Secondary Invoice Approval are displayed automatically.
4.
To view all invoices that have no approver assigned or that are partially or
completely excluded from an approval range, click View Exceptions.
Note: This information is for display only and cannot be updated.
Invoice exceptions can only be approved after the exception
problem is corrected.
5.
To view invoices lines for approval, click Lines.
6.
To view invoice distributions for approval, click Distributions in the Approve
Invoice Lines window.
7.
To approve an invoice line or distribution, select Authorize in the appropriate
window.
If the Payment Approvals Required profile option for the application is set to No,
the invoice is authorized for payment.
If the Payment Approvals Required profile option for the application is set to Yes, a
payment approval hold is set for the invoice.
8.
To view exceptions, click View Exceptions or run the Secondary Invoice Approval:
Secondary Approval of Invoices Report.
To run the Secondary Invoice Approval: Secondary Approval of Invoices Report, see
Generating Secondary Invoice Approval: Secondary Approval of Invoices Report
Procedure, page 40-1.
Viewing and Authorizing Payment Holds
To view and authorize payment holds:
1.
Navigate to the View and Authorize Secondary Approvals window as follows:
IGI Payables, OPSFI - OPSFI SIA - Authorize SIA
Note: The database is automatically queried and displays all
invoices awaiting approval.
2.
Select the View Payment Holds tab.
39-4 Oracle Public Sector Financials (International) User Guide
3.
To further restrict the number of invoices displayed, query on any of the following:
•
Operating Unit
•
Batch name
•
Supplier name
•
Invoice number
•
Invoice date
•
Amount
Invoices requiring payment approval are displayed automatically.
4.
Click View Invoice to view invoice details.
5.
To approve an invoice, select Authorize.
6.
Run the Invoice on Hold report to view payment holds.
For information on the Invoice on Hold report, see Invoice on Hold Report, Oracle
Payables User's Guide.
View and Authorize Secondary Approvals Window Description
The following table describes the View Secondary Holds tab in the View and Authorize
Secondary Approvals window.
View and Authorize Secondary Approvals Window Description, View Secondary Holds Tab
Field Name
Description
Batch Name
batch number or null
Supplier
supplier name
Invoice Number
invoice number
Invoice Date
invoice date
Amount
invoice amount
Entered By
invoice entry person
Secondary Invoice Approval Procedures 39-5
Field Name
Description
Authorize
select to approve invoice
View Exceptions
displays invoices that have no approver
assigned or that are partially or completely
excluded from an approval range
Distributions
displays invoice distributions for approval
The following table describes the View Payments Holds tab in the View and Authorize
Secondary Approvals window.
View and Authorize Secondary Approvals Window Description, View Payments Holds Tab
Field Name
Description
Batch Name
batch number or null
Supplier
supplier name
Invoice Number
invoice number
Invoice Date
invoice date
Amount
invoice amount
Entered By
invoice entry person
Authorize
select to approve invoice
View Invoice
displays invoices on payment hold
39-6 Oracle Public Sector Financials (International) User Guide
40
Secondary Invoice Approval Report
Procedures
Definition
Secondary Invoice Approval reports provide details of invoices that require or have
received secondary approval.
Note: If invoices that require secondary approvals also require payment approval, it is
recommended that the Invoice On Hold Report is used to track payment approvals.
For information on the Invoice on Hold Report, see Invoice on Hold Report, Oracle
Payables User's Guide.
Overview
Secondary Invoice Approval: Flexfield Assignments Report
This report lists the flexfield assignment of authorizers within an approval group.
Secondary Invoice Approval: Secondary Approval of Invoices Report
This report lists invoices that require or have received secondary approval or modified
invoice approval, those that have no approver assigned, or those that are partially or
completely outside of an approval range. The report is ordered by status, approver
name, group name, invoice date, and invoice number.
Generating Secondary Invoice Approval: Secondary Approval of Invoices
Report
To generate the Secondary Invoice Approval: Secondary Approval of Invoices report:
Secondary Invoice Approval Report Procedures 40-1
1.
Navigate to the Submit Request window as follows:
IGI Payables, OPSFI - OPSFI SIA - Reports
2.
Select the Single Request radio button.
The Submit a New Request window appears.
3.
In the Name field, select Secondary Invoice Approval: Secondary Approval of
Invoices Report.
4.
Select the operating unit and leave the parameter fields blank to submit a report for
all values or do the following:
•
To submit a report on status type, select Status.
•
To submit a report on a group name, select Group Name.
•
To submit a report on an approver user name, enter Approver User Name.
Note: The group name must be selected in the Group Name
field.
•
To submit a report on a vendor name, select Vendor Name.
•
To submit a report on a batch name, select Batch Name.
•
To submit a report on an invoice number, enter Invoice Number.
Note: The vendor name must be selected in the Vendor Name
field.
•
To submit a report on an invoice start date, enter Invoice Start Date.
•
To submit a report on an invoice end date, enter Invoice End Date.
5.
Click OK.
6.
Click Submit Request.
7.
Click Yes to submit another request, else No.
8.
View the request as follows:
View - Requests
40-2 Oracle Public Sector Financials (International) User Guide
Generating Secondary Invoice Approval: Flexfield Assignments Report
To generate the Secondary Invoice Approval: Flexfield Assignments report:
1.
Navigate to the Submit Request window as follows:
IGI Payables, OPSFI - OPSFI SIA - Reports
2.
Select the Single Request radio button.
The Submit a New Request window appears.
3.
In the Name field, select Secondary Invoice Approval: Flexfield Assignments
Report.
4.
Select the operating unit and do the following:
•
Optionally, select an approval group.
•
Optionally, enter the approver's name.
•
Select a flexfield from range.
•
Select a flexfield to range.
5.
Click OK.
6.
Click Submit Request.
7.
Click Yes to submit another request, else No.
8.
View the request as follows:
View - Requests
Secondary Invoice Approval Report Procedures 40-3
41
Single Third Party Process
Definition
The Single Third Party feature identifies the connection between a supplier and a
customer where it is the same entity. Creating a single third party enables the user to
perform the following types of netting transactions:
•
Objection to payment
•
Assignment
•
Payment excess
•
Supplier reimbursement
Netting transaction security is controlled by profile options.
Netting transactions are separated by a netting prefix that is inserted in each invoice
and transaction number created by the Single Third Party netting process.
Single Third Party Process Flow Diagram
The diagram below shows the Single Third Party process flow, as described in the
accompanying text.
Single Third Party Process 41-1
Single Third Party Process Flow Diagram
41-2 Oracle Public Sector Financials (International) User Guide
Setting Up Single Third Party
Enable Netting Transaction Types
Single third party supports the following netting types:
•
Objection to payment
•
Assignments
•
Supplier reimbursement
•
Payment excess
Each netting type requires an original transaction type and creates two netting
transactions in Payables and Receivables. The netting types are predefined and cannot
be modified.
Each netting type requires a netting control account. The netting control account must
be the same for both Payables and Receivables. The account defined on the Netting
Transaction Types window is used instead of the expense account in Payables and
revenue account in Receivables.
If sequence numbering is always or partially used, the document category assignments
must be set up before netting transaction types are set up. Document category
assignments must be entered for the document category fields. If sequence numbering
is not used, the document category field must be blank.
For information on document category assignments, see Sequence Assignments
Window, Oracle E-Business Suite Setup Guide.
Set Profile Options for Single Third Party
The profile options must be set before using the Single Third Party feature as shown in
the table below.
Single Third Party Process 41-3
Single Third Party Profile Options
Profile Options
Descriptions
Objecting STP Allowed
This profile option controls creation of
objecting third parties and objection to
payment netting transactions. As the
Objection to Payment netting type is allowed
only for specific account officers this profile
option can be assigned at user level.
Default Receivables Payment Term
The value assigned to this profile option is
used as the payment term for Receivables
netting transactions when imported by
AutoInvoice.
Default Payables Payment Term
The value assigned to this profile option is
used as the payment term for Payables netting
documents when they are imported by
Payables Open Interface request.
Receivables Batch Source
The batch source assigned to this profile is
used for netting Receivables transactions
when imported by AutoInvoice. If the
multiple organizations feature is used and
single third party is enabled for more than one
operating unit, this profile option must be
assigned at responsibility level as the
Receivables batch source is an operating unit
specific element.
Payables Batch Source
This value is used by the Payables Open
Interface Report when importing Payables
invoices and credit memos into Payables.
Unit of Measure
This unit of measure is used by AutoInvoice
when importing Receivables transaction lines.
Interface Context
This profile option must be set to STP Netting.
This context is predefined and should not be
modified.
Netting Prefix
This profile option can be set only at site level.
The value of this field is inserted as a prefix
for each transaction number created by single
third party netting.
41-4 Oracle Public Sector Financials (International) User Guide
Related Topics
Profile Options, Oracle Public Sector Financials (International) Implementation Guide
Creating Single Third Parties
Single Third Party header and address information must be entered on the Single Third
Party - Main window. When saving a new single third party, a supplier and a customer
are created at the same time. The information entered on the Single Third Party - Main
window populates the corresponding fields on the standard supplier, supplier site
address, customer, or customer address windows, but can be updated only on the
Single Third Party - Main and Single Third Party - Address Details windows.
When creating addresses for a single third party all the addresses are inserted in the
supplier and customer database.
If an address is enabled as a supplier, but not enabled as a customer, the Active check
box remains deselected for the address on the standard customer addresses window
and no Receivables transaction can be entered.
If an address is enabled as a customer but not as a supplier, the Pay site and the
Purchasing site check boxes remain deselected on the standard Supplier Site window
and no invoices or purchase orders can be entered. If an address is created as a supplier
both the Pay site and Purchasing site check boxes are deselected, but updating the
Single Third Party - Main window does not change the status of the Purchasing site
check box. The Purchasing Site check box can be updated on the standard supplier site
window.
Information not entered in the Single Third Party - Main and Single Third Party Address Details windows for example, default payment term and bank account
assignments, must be entered on the standard supplier, supplier site, customer, or
customer address windows.
Single third parties cannot be set up from suppliers or customers created using the
standard Receivables and Payables windows. Single third parties are not displayed on
the Single Third Party Netting Balance window if created in the standard Payables or
Receivables windows, for example, if a new supplier site or customer address is added
to an existing single third party on the supplier site or customer address window.
Customer addresses and supplier sites created on the standard customer address or
supplier site windows are not displayed on the Single Third Party Netting Balance
window and any documents entered cannot be netted.
Viewing Single Third Party Netting Balances
The Single Third Party Netting Balance window is used to view the following:
•
outstanding Payables balance
Single Third Party Process 41-5
•
outstanding Receivables balance
•
net balance for third party
•
individual third party addresses
The user can drill-down to individual transactions to review subledger details.
The balances displayed are not necessarily the same as the current outstanding amount
for a given supplier or customer as the Single Third Party Netting Balance window
displays transactions that are already posted to the General Ledger in the entered
currency.
Only transactions that have class of invoice and credit memo are displayed on the
Receivables side, but all Payables documents are displayed on the Payables side.
Transactions with class guarantee, deposit, and chargeback are not displayed.
For each document the invoice number or transaction number and the outstanding
amount are displayed. For example, if a Payables invoice of 100 is posted, the amount
displayed is 100. If 30 is paid for that invoice the amount displayed is 70.
In Receivables, if an invoice of 100 is posted to the General Ledger, the amount
displayed is 100. If 60 is received from the customer and applied to the invoice the
amount displayed changes to 40. If a credit memo for 40 is issued for this invoice, the
outstanding amount is zero and the invoice does not appear on the Single Third Party
Netting Balance window.
Creating Netting Transactions
Netting transactions are initially displayed in the Single Third Party Netting Balance
window. Transactions that are displayed in this window can be netted.
Adjust Receivables Balance Example
Company A is a supplier and a customer with the following outstanding invoices:
•
Payables invoice of 100
•
Receivables invoice of 150
A net receivable balance is displayed. An agreement with the third party states that
only the net balance is paid.
Company A is queried on the Single Third Party Netting Balance window and the
Payables invoice of 100 and the Receivables invoice of 150 are displayed. The Adjust AR
Balance netting type is selected on the Netting Transactions window. When the Adjust
AR Balance netting type is selected, only documents with positive amounts are
available for selection in the Payables and Receivables regions on the Create Netting
Packages window. The documents for netting must be selected. The Create Batch
41-6 Oracle Public Sector Financials (International) User Guide
button is clicked to display the netting batch created, including the netting transactions.
The netting transaction numbers and amounts are reviewed. At this point the status of
the batch is Available.
A Payables credit memo for -100 and a Receivables credit memo for -100 are created.
Note that creating netting batches is irreversible and netting batches cannot be deleted.
When the netting batch is created but not submitted, the netting balance window
displays the amount of netting transactions in the Netting in Progress field next to the
original transaction.
The original Payables invoice still has 100 displayed in the Amount field and 100 in the
Netting in Progress field. The Receivables transaction displays 150 in the Amount field
and 100 in the Netting In Progress field.
When the netting batch is submitted, the netting transactions are imported into the
subledgers using the AutoInvoice concurrent program in Receivables and Payables
Open Interface concurrent program in Payables. The status of the netting batch changes
to Complete. Transactions can be reviewed in the Single Third Party Netting Balance
window. The Payables invoice is no longer displayed as it is netted. For the Receivables
invoice, 50 is displayed in the Amount field.
Netting transactions can be viewed on the Invoice Entry window or Transactions
window.
The Receivables credit memo is applied to the original Receivables invoice. The amount
displayed for this invoice on the Single Third Party Netting Balance window is not
affected as the amount of this credit memo is already deducted from the original
amount.
On receipt of 50 from the customer the receipt is applied to the original invoice and the
transaction is closed and does not appear on the Single Third Party Netting Balance
window.
In Payables, the credit memo cannot be applied to the original invoice. The original
invoice and the credit memo created by netting must be grouped and paid together.
Adjust Payables Balance Example
The Adjust Payables Balance example is similar to the Adjusting Receivables Balance
example, but there is a net Payables balance as follows:
•
Payables invoice of 200
•
Receivables invoice of 170
An agreement with the third party states that only the net balance is paid. An Adjust
AP Balance type netting batch is created. When Adjust AP Balance netting type is
selected, only documents with positive amounts are available for selection in Payables
and Receivables on the Create Netting Packages window.
The documents for netting are selected and the netting batch is created. The netting
Single Third Party Process 41-7
batch includes a Receivables credit memo for -170 and a Payables credit memo for -170.
The netting balance is reviewed before submitting the batch. The Amount field for the
Payables invoice displays 200 and the Netting In Progress field displays 170. The
Amount and the Netting In Progress fields display 170 for the Receivables invoice. After
the netting batch is submitted and completed, the Payables invoice displays 30 in the
Amount field and the Receivables invoice is no longer displayed as it is fully netted.
The Receivables credit memo created by netting must be applied to the original
transaction. The credit memo and invoice are closed after the credit memo is applied.
The Payables invoice and credit memo must be grouped together for payment ensuring
that only the net 30 is paid.
Objection to Payment Example
The Objection to Payment netting type is specific to French public sector organizations
and has a higher level of security as it can be performed only by specific users.
A third party submits an invoice for 400, but a notification is sent from a public sector
organization for example, the tax authority, stating that the same third party has an
outstanding balance of 300.
Both organizations must be entered in the Single Third Party - Main window. The
public sector organization must be entered as an objecting third party. Objecting third
parties are available only when the Objecting STP Allowed profile option is set to Yes.
On receipt of notification, users with the authority to deal with this type of netting can
process an Objection to Payment netting transaction. The invoice received from the first
third party must be queried on the Single Third Party Netting Balance window. The
Objection to Payment netting type is only available on the Netting Transactions
window if it is enabled on the Netting Transaction Types window and the Objecting
STP Allowed profile option is set to Yes.
Only Payables documents with positive amounts are displayed on the Create Netting
Packages window. The objecting third party must be selected from the list of values.
Only third parties created as objecting third parties are displayed in the list. The third
party must be enabled as a supplier so that a valid pay site is available.
The user enters 300 in the Amount field and selects the invoice by scrolling down. The
user creates a netting package and reviews the batch identifier, status, and netting
transactions to be imported into Payables. The netting transactions are a credit memo of
-300 for the original supplier and an invoice of 300 for the public sector organization.
After the netting batch is submitted there is a net outstanding balance of 100 for the
original supplier and 300 for the public sector organization.
Assignment Example
The Assignment netting type is identical to the Objection to Payment netting type, but is
available for all users with the authority to perform netting transactions.
41-8 Oracle Public Sector Financials (International) User Guide
Partial or full amounts of an outstanding invoice for a third party can be assigned to
another third party. The third party must be set up as a debt beneficiary single third
party type on the Single Third Party - Main window and have at least one valid pay
site.
After generating an assignment netting type from the original Payables invoice, a credit
memo is created for the first third party and an invoice is created for the debt
beneficiary.
Payment Excess Example
The Payment Excess netting type is used to return money to a customer. The customer
must be recorded as a single third party with a valid bill-to address on the customer
side and a valid pay site on the supplier side.
A Receivables credit memo must be recorded for the amount to be paid back. The
document must be queried on the Single Third Party Netting Balance window. Only
Receivables credit memos are displayed on the Create Netting Batches window after
selecting the Payment Excess netting type.
During netting batch creation the batch identifier, status, and netting transactions can
be reviewed.
The netting transactions created in the payment excess netting type are as follows:
•
Receivables debit memo
•
Payables invoice
The original Receivables credit memo must be applied to the debit memo to close both
transactions.
Money is returned to the third party when the Payables invoice is paid.
Supplier Reimbursement Example
The Supplier Reimbursement netting type is similar to the Payment Excess netting type
in Payables. A supplier reimbursement netting type is created to record money received
from a supplier.
A Payables credit memo must be entered for this amount. The credit memo must be
queried on the Single Third Party Netting Balance window, and the Supplier
Reimbursement netting type selected. Only Payables documents with a negative
amount appear on the Create Netting Packages window.
Submitting the netting batch creates an invoice in Payables and a debit memo in
Receivables for the same amount.
Single Third Party Process 41-9
42
Single Third Party Procedures
Definition
Single Third Party is a single entry point for creating, viewing, and deactivating a third
party that is both a customer and a supplier. Single Third Party also enables the third
party to be tracked as a single legal entity within the application, which enables the
calculation of a net balance.
WARNING: Netting is legal only in certain countries.
For information on where netting is allowed, see International Implications, page 1-4.
Overview
Calculating the net balance for a single third party involves the following tasks:
•
defining a customer and a supplier as a single third party using the Single Third
Party - Main and Single Third Party - Address Details windows
•
querying and viewing the single third party net balance using the Find STP and
Single Third Party Netting Balance windows
•
specifying the netting transaction type to be used in the netting calculation using
the Netting Transaction Types window
Netting single third party documents also involves the following:
•
grouping the netted invoices into netting packages using the Create Netting
Packages window
•
submitting invoices for netting, as netting batches, using the Submit Netting
Batches window
For information on setting up single third parties, see Single Third Party Setup, Oracle
Public Sector Financials (International) Implementation Guide.
Single Third Party Procedures 42-1
For information on netting transaction types, see Netting Transaction Types, page 422.
For information on netting packages and netting batches, see Netting Packages and
Netting Batches, page 42-3.
As part of the single third party posting process, all netting documents for the net
outstanding balance are automatically generated by the system.
Netting Process
The diagram below shows an overview of the netting process, as described in the
accompanying text.
Netting Process Overview
Note: Netting transactions can only be performed by the accounts officers.
Netting Transaction Types
The netting transaction type is determined by the net balance for a third party. The
netting transaction types available are described in the table below.
42-2 Oracle Public Sector Financials (International) User Guide
Netting Transaction Types
Netting Transaction Type
Description
Objections to Payment
The netting transaction is a Payables invoice. The
purpose of netting is to partially or fully assign this
invoice to another third party. The invoice amount is
specified on the Create Netting Packages window. The
assignee third party needs to be set up as an objecting
third party on the Single Third Party - Main window
and needs to have an active pay site in the given
operating unit. Netting creates a Payables credit memo
for the original third party and a Payables invoice for
the same amount for the objecting third party. This
option can be performed by authorized account officers
on receipt of a legal notification. This can be controlled
by the value of the Single Third Party: Objecting Third
Party Allowed profile option.
Payment Excesses
Nets a third party's Receivables invoices and
settlements. The original transaction needs to be a
Receivables credit memo. Netting creates a Receivables
debit memo and a Payables invoice for the same amount
as the original credit memo amount.
Assignments
This netting type is identical to the Objection to
Payment type except that it is available to all account
officers. In addition, the assignee must be set up as a
debt beneficiary type third party on the Single Third
Party - Main window.
Supplier Reimbursements
Nets a third party's Payables invoices and settlements
when a credit memo is received. The original
transaction must be a Payables credit memo. Netting
creates a Receivables debit memo and a Payables
invoice for the same amount as the original credit memo
amount.
Netting Packages and Netting Batches
The accounts officer creates netting packages using the Create Netting Packages
window. Netting packages are collections of Payables and Receivables transactions for a
single third party.
Netting batches are submitted using the Submit Netting Batches window. Submitting
netting batches rather than netting packages has the advantage that netting and posting
Single Third Party Procedures 42-3
can be performed independently. For example, the information that netting provides
can be useful at any time, but submitting can be convenient at the end of each day.
Prerequisites
•
If used, Oracle Subledger Accounting must be set up to post all transactions in
General Ledger for a ledger.
To set up the Oracle Subledger Accounting, see Subledger Accounting Options
Setup, Oracle Subledger Accounting Implementation Guide.
Creating a Single Third Party
To create a new single third party:
1.
Navigate to the Single Third Party - Main window as follows:
IGI Receivables, OPSFI - OPSF(I) Single Third Party - Single Third Party
Maintenance
2.
In the STP Name field, enter the name of the single third party.
Note: The Active check box must be selected. This enables the system to calculate
single third party balances. The Active check box is selected by default.
3.
In the STP Type field, select a single third party type.
The single third party type indicates that the third party is an objecting third party
if the Objection to Payment netting type is selected, or a debt beneficiary if the
Assignments netting type is selected.
42-4 Oracle Public Sector Financials (International) User Guide
4.
If the single third party must be under a threshold control, select the Enforce
Threshold check box.
5.
In the Address region, enter address references to distinguish between third party
addresses. The address reference is the site name, as defined in Payables.
6.
To define an address reference as a customer location, a supplier site, or both, select
the Customer or Supplier check box, or both.
Note: To perform netting on an address reference, it must be
defined as a customer, a supplier, or both and there must be a valid
bill-to location For more information, see Customers Overview,
Oracle Receivables User Guide.
7.
8.
Define an address for the single third party as follows:
•
Select an address reference and click Open.
•
Enter data in the Single Third Party - Address Details window as described in
the Single Third Party - Address Details Window Description table, page 42-6.
Close the Single Third Party - Address Details window.
The Single Third Party - Main window appears.
9.
Click New (B) to create another single third party.
Entering Customer Details
To view customer details and enter additional information, perform the following steps.
Single Third Party Procedures 42-5
1.
In Receivables, navigate to the Customers - Standard window as follows:
Customers - Standard
2.
Enter search criteria or leave the fields blank to retrieve all records.
3.
Click Find.
4.
Select a customer name from the list.
For information on the Customers - Standard window, seeCustomers Overview, Oracle
Receivables User Guide.
Entering Supplier Details
To view supplier details and enter additional information, perform the following steps.
1.
In Payables, navigate to the Suppliers window as follows:
Suppliers - Inquiry
2.
Enter search criteria or leave the fields blank to retrieve all records.
3.
Click Find.
For information on the Suppliers window, see Suppliers, Oracle Payables User's Guide.
Single Third Party - Address Details Window Description
Single Third Party - Address Details Window Description
Field Name
Description
Operating Unit
Operating unit of the single third party.
Address Reference
Address reference; automatically displayed
from Single Third Party - Main window
Country
Third party location; identical to Country in
Payables or Receivables
EDI Location
Electronic Data Interchange location; identical
to EDI Location in Receivables
42-6 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Address
Third party address; first line required;
identical to Address in Payables or
Receivables
Alternate Name
Alternate name to identify third party;
identical to Alternate Name in Payables or
Receivables
City
Third party location; identical to City in
Payables or Receivables
State
Third party location; identical to State in
Payables or Receivables
Postal Code
Third party postal code; identical to Postal
Code in Payables or Receivables
Province
Third party location; identical to Province in
Payables or Receivables
County
Third party location; identical to County in
Payables or Receivables
Reference
Third party reference; defines combination of
third party and address
Language
Language used by third party; identical to
Language in Payables or Receivables
Category
Identical to Address Category in Receivables;
used in analysis of customers
Alternate Address
Third party alternate address; identical to
Alternate Address in Payables
Viewing Single Third Party Details and Outstanding Balance
To review details such as the address and the net outstanding balance for an existing
single third party:
1.
Navigate to the Single Third Party Netting Balance window as follows:
Single Third Party Procedures 42-7
IGI Receivables, OPSFI - OPSF(I) Single Third Party - Netting Balance
2.
3.
Perform one of the following actions:
•
In the Operating Unit field, enter an operating unit.
•
In the Third Party Name field, enter or select a third party name or leave the
field blank.
Click Find.
The Single Third Party Netting Balance window appears. If the Third Party Name
field is left blank, all records are retrieved. The up and down arrow keys can be
used to scroll through all available single third parties.
4.
To examine an invoice in more depth, select an invoice and click the drill-down
button.
The standard Payables Invoices window or Receivables Transactions window
appears.
5.
In the Currencies Code field, select the currency code.
The functional currency is displayed by default. For example, in France the default
currency is FRF for French Francs or EUR for Euros.
6.
Select one or more of the single third party Site check boxes.
42-8 Oracle Public Sector Financials (International) User Guide
All Site check boxes are selected by default.
7.
Click OK.
Invoice details that are entered in the given currency and posted to General Ledger
as well as the outstanding third party balances are displayed in the Payables
Invoices and Receivables Invoices regions.
Single Third Party Netting Balance Window Description
Single Third Party Netting Balance Window Description
Field Name
Description
Operating Unit
Operating unit of the single third party.
Third Party Name
Third party name with associated address
references
Currency Code
Currency used to calculate netting balance;
default is functional currency
<address reference>
Single third party address reference
automatically displayed from Single Third
Party - Main window; by default, all address
references selected; address references used to
distinguish customer or supplier sites
Clear
Erases data from Payables Invoices and
Receivables Invoices regions
OK
Populates Payables Invoices and Receivables
Invoices regions with selected site data
Invoice Number
Invoices from selected third party site or sites.
Note: Rules for displaying Payables
invoices are as follows: General Ledger
date must be before today's date, amount
must be greater than zero, invoice must be
posted
Single Third Party Procedures 42-9
Field Name
Description
Amount
Outstanding invoice amount minus any
amount already netted
Netting in Progress
Netting in progress; invoice amount involved
in pending netting transaction
AP Balance
Balance in Payables for third party; Amount
fields sum shown in selected currency
Netting In Progress
Netting transactions total still being processed
in Payables; sum of Netting in Progress fields
Invoice Number
Billed invoices to selected third party sites.
Note: Rules for displaying Receivables
invoices are as follows: Receivables
document status is Posted, General Ledger
date must be before today's date, amount
must be greater than zero, valid value in
the bill-to location. For information, see
Customers Overview, Oracle Receivables
User Guide.
Amount
Outstanding invoice amount minus any
amount already netted
Netting in Progress
Netting in progress; invoice amount involved
in pending netting transaction
AR Balance
Balance in Receivables for third party, shown
in selected currency; sum of Amount fields
Netting In Progress
Netting transactions total still being processed
in Receivables; sum of Netting in Progress
fields
Balance (AP-AR)
Outstanding balance for selected third party
site or sites; Payables Balance minus
Receivables Balance
42-10 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Netting In Progress
Netting transactions balance still being
processed; Payables minus Receivables
transactions
Netting Transactions
Opens Netting Transactions window
Creating Netting Transactions
To create netting transactions:
1.
Navigate to the Single Third Party Netting Balance window as follows:
IGI Receivables, OPSFI - OPSF(I) Single Third Party - Netting Balance
2.
3.
Perform one of the following actions:
•
In the Operating Unit field, enter an operating unit.
•
In the Third Party Name field, enter or select a third party name or leave the
field blank.
Click Find.
The Single Third Party Netting Balance window appears. If the Third Party Name
field is left blank, all records are retrieved.
4.
Select the currency code.
The functional currency is displayed by default. For example, in France the default
currency is FRF for French Francs or EUR for Euros.
5.
Select one or more of the third party Site check boxes.
All check boxes are selected by default.
6.
Click OK.
Invoice details and the outstanding third party balance are shown in the selected
currency and are displayed in the Payables Invoices and Receivables Invoices
regions.
When adding or removing single third party sites, documents in the Payables and
Receivables regions are automatically cleared.
7.
To refresh the information, click OK.
Single Third Party Procedures 42-11
8.
To select a netting transaction type or to select invoices for netting, click Netting
Transactions.
The Objection to Payment option is only available when the Objection to Payment
netting type is selected, and the Single Third Party: Objecting STP Allowed profile
option is set to Yes.
9.
Enter data in the Netting Transactions window as described in the Netting
Transactions Window Description table, page 42-14.
42-12 Oracle Public Sector Financials (International) User Guide
10. Click Create Netting Packages.
The Create Netting Packages window appears with the list of third party
documents and amounts in both Payables and Receivables.
11. If the netting type is set to Objection to Payment, in the Objecting Third Party field,
enter the objecting single third party and specify the amount to be reassigned.
12. If the netting type is set to Assignments, in the Debt Beneficiary Third Party field,
enter the debt beneficiary single third party and specify the amount to be
reassigned.
13. Click the up and down arrows for Payables and Receivables documents.
The Package region displays a netting package with a package number.
To examine previous netting packages, click Previous.
The package number changes when Next and Previous are clicked.
14. To create a new netting package, click Next when the Package Number is equal to
the Number of Packages Defined.
15. When all required netting packages are defined, click Create Batch.
For information on the Submit Netting Batches window, see the Submit Netting
Batches Window Description, page 42-17.
Single Third Party Procedures 42-13
Netting Transactions Window Description
Netting Transactions Window Description
Field Name
Description
Objections to Payment
Nets Payables invoices for given third party
by creating Payables invoices for another third
party, called objecting third party
Payment Excesses
Nets third party's Receivables invoices and
settlements
Assignments
Identical to Objections to Payment option
except that it is available to all users, not only
accounts officers
Supplier Reimbursement
Nets third party's Payables invoices and
settlements when credit memo received
Trx Match
Transaction match; matches Payables invoice
number and Receivables transactions number;
selected as default
From
Available with Trx Match; beginning
transaction number for selecting Payables
documents; transaction number in Payables is
Payables invoice number
To
Available with Trx Match; ending transaction
number for selecting Payables documents
From
Available with Trx Match; beginning
transaction number for selecting Receivables
documents; transaction number in Receivables
is Receivables transaction number
To
Available with Trx Match; ending transaction
number for selecting Receivables documents
42-14 Oracle Public Sector Financials (International) User Guide
Field Name
Description
From
Available with Reference Match; beginning
reference number for selecting Payables and
Receivables documents; reference number in
Payables is Payables invoice description;
reference number in Receivables is
Receivables invoice reference number
To
Available with Reference Match; ending
reference number for selecting Payables and
Receivables documents; reference number in
Payables is Payables invoice description;
reference number in Receivables is
Receivables invoice reference number
Create Netting Packages Window Description
Create Netting Packages Window Description
Field Name
Description
Single Third Party
Displays single third party selected in Find
STP window
Currency
Displays currency selected in Single Third
Party Netting Balance window
Objecting Third Party
Required if Objection to Payment is selected in
the Netting Transactions window.
Amount
Required if Objection to Payment or
Assignments is selected in Netting
Transactions window
Debt Beneficiary Third Party
Required if Assignments is selected in the
Netting Transactions window.
Reference
Identical to Description on Invoice Entry
window in Payables
Single Third Party Procedures 42-15
Field Name
Description
Trx No
Transaction number; identical to invoice
number in Enter Invoice window
Amount
Transaction amount not currently being
netted
Netting Amount
Transaction amount currently being netted
Package Number
Package number for selected invoices
Reference
Identical to Reference on Transactions
window in Receivables
Trx No
Transaction number
Amount
Transaction amount not currently being
netted
Netting Amount
Transaction amount currently being netted
Number of Packages Defined
Total number of packages defined
Submitting Netting Batches
To submit netting batches:
1.
Navigate to the Submit Netting Batches window as follows:
IGI Receivables, OPSFI - OPSF(I) Single Third Party - Submit Netting Batches
2.
Query a netting batch.
3.
To display netting batch information, select the Details tab.
4.
To display currency information, select the Currency tab.
5.
Enter the exchange rate type, exchange date, and exchange rate for netting batches
created in non-functional currencies.
6.
To select a netting batch for submission, select the check box next to the netting
batch.
42-16 Oracle Public Sector Financials (International) User Guide
7.
To submit the selected netting batches, click Submit.
A Payables or Receivables document is generated for all the transactions in the
selected netting batch.
Submit Netting Batches Window Description
Submit Netting Batches Window Description, Header Region and Details Tab
Field Name
Description
Operating Unit
Operating unit of the single third party
Batch Id
Unique batch number; automatically
generated
Status
Batch status; valid values: Available or
Complete
Trx Type
Netting transaction type
For information on netting transaction types,
see Overview, page 42-1
Number
Package number
Application
Payables or Receivables
Customer Name
Single third party name
Site
Single third party address reference
Trx Number
Transaction number; same as Trx No in Create
Netting Packages window
Reference Num
Reference number; Payables document
description; Receivables document reference
number
Amount
Netting amount total for each package
Single Third Party Procedures 42-17
Submit Netting Batches Window Description, Currency Tab
Field Name
Description
Curr
Currency used in netting transaction
Rate Type
Currency conversion type; applicable to
foreign currency only; defaults from original
transaction; updateable only prior to
submission
Exchange Date
Currency conversion date; applicable to
foreign currency only; defaults from original
transaction; updateable only prior to
submission
Exchange Rate
Conversion rate; applicable to foreign
currency only; defaults from original
transaction; updateable only prior to
submission; required field if User selected as
conversion type
42-18 Oracle Public Sector Financials (International) User Guide
43
Standing Charges Process
Definition
Standing Charges in Oracle Public Sector Financials (International) is an extension to
standard Receivables that enables the user to enter standing charge agreements.
Standing charge agreements are used as a source to create and accurately control
periodic invoices. The Standing Charges functionality enables the user to charge
customers periodically and automatically create invoices without the need to enter
duplicate information. The user can also amend the standing charge agreements and
update the standing charge item prices.
Standing Charges Process Flow Diagram
The following diagram shows the Standing Charges process flow, as described in the
accompanying text.
Standing Charges Process 43-1
Standing Charges Process Flow Diagram
43-2 Oracle Public Sector Financials (International) User Guide
Setting Up Standing Charges
Set Extended System Options for Standing Charges
Extended system options control creation of the context and segments for the invoice
transaction flexfield and line transaction flexfield. If you implement multiple
organizations, then the context must be set up for each operating unit.
Receivables uses the transaction flexfields to uniquely identify each transaction and
transaction line created by standing charges. Transactions and transaction lines are
imported through AutoInvoice.
After entering data in the Extended System Options window, run the Receivables
Global: Populate Data program. Select the Standing Charges parameter before running
the program.
Set Up Billing and Charging Periods
Billing periods determine the frequency of standing charge invoice creation. Charge
periods determine how often items are charged to the customers.
Set up billing and charging periods before entering standing charge items and standing
charge agreements. There are four types of period component: Day, Week, Month and
Year. If using a combination of components for a standing charge, the relationship must
be set up in advance.
For example, there are three different periods set up as follows:
•
Monthly
Create a period for the component Month, entering the name as Monthly,
description as Monthly, Unit of Measure as Month, and the Factor is set to 1.
•
Quarterly
Create a period for the component Month, entering the name as Quarterly,
Description as Quarterly, Unit of Measure as Month, and the Factor is set to 3.
•
Annually
Create a period for component Annual, entering the name as Annually, Descriptor
as Annually, Unit of Measure as Year, and the Factor is set to 1.
For example, Company A agrees with Customer B that charges are applied annually
and bills issued quarterly. The relationship is set up as follows:
•
Billing Period: Quarterly
•
Charge Period: Annually
Standing Charges Process 43-3
If there is a standing charge for another customer that is charged monthly and billed
quarterly it is not necessary to set up the relationship between the two periods as they
have the same component.
The unit of measure entered for the period is used as the unit of measure for the invoice
lines created by Standing Charges.
Entering Standing Charges and Creating Periodic Invoices
Enter Charge Items
Creating standing charge items for each operating unit makes it easier to enter standing
charge lines as default values can be assigned to each item, for example, charge period,
tax code, revenue account, and price. The values are default values and are overridden
when standing charge lines are entered.
Enter Standing Charges
When there is an agreement with the customer that a charge is invoiced periodically the
details of the agreement can be entered in the system. You create items and assign them
to an operating unit and a legal entity. The operating unit is derived from the batch
source list of values which includes operating unit as display only.
Before entering a standing charge, the following information must be available:
•
Customer name
Define customers in the Customers window and enable bill-to and ship-to sites. For
more information, see Customers, Oracle Receivables User Guide.
•
Period when standing charge agreement is active
Enter the start and end dates of this period. Invoices are created only during the
active period for a given standing charge.
•
How often the customer is invoiced
Enter a value in the Frequency field. For example, if this value is three months, then
an invoice that includes all the charges for the period, is sent every three months to
the customer.
•
How often the customer is charged for a particular item
For example, if the value is monthly and the price of the charge item is 100, then the
customer is charged 100 every month. Per the previous example, if the billing
frequency is three months, the customer is billed 300 every quarter as the billing
period includes three charge periods.
•
Using invoicing rules
43-4 Oracle Public Sector Financials (International) User Guide
This is identical to the standard Receivables invoicing rule and is based on the same
logic. If using an invoicing rule, then the accounting rule and the first accounting
date must be assigned to the charge items.
•
Next Due Date
The Next Due Date is used to calculate the billing periods.
Note: This value cannot be modified after it is defined and invoices
are created for the standing charge agreement. This date is updated
by the Synchronize Standing Charges program that automatically
calculates and updates the Next Due Date field using the value
entered in the Frequency field.
•
Next GL Date
The Synchronize Standing Charges process updates the Next GL Date and the First
Date at charge line level if invoicing rules are used. The only difference is that the
Next GL Date and the First Date for the accounting rule can be updated and the
updated value is used for calculating the GL dates.
For example, if the Next Due Date and the Next GL Date are both 01-JAN-2000 and
the frequency is monthly, then after Receivables AutoInvoice creates the invoice for
01-JAN-2000, the Synchronize Standing Charges program updates the Next Due
Date and the Next GL Date to 01-FEB-2000.
If the Next GL Date is updated to 10-FEB-2000 and the invoice is created on
01-FEB-2000, then running the Synchronize Standing Charges program updates the
Next Due Date to 01-MAR-2000 and the Next GL Date to 10-MAR-2000.
Run Standing Charges: Preliminary Invoice Register Report
After entering the standing charge agreement in the system the Standing Charges:
Preliminary Invoice Register Report can be run to AutoInvoice. The following details
are listed as follows:
•
Charge reference
•
Customer
•
Billing period
•
Charge period
•
Item code
•
Price
Standing Charges Process 43-5
•
Tax code
Run Standing Charges: Generate Interface Data Program
This program populates standing charge invoice data in the AutoInvoice tables. Run the
Standing Charges: Preliminary Invoice Register Report with the same batch source and
date before submitting the Standing Charges: Generate Interface Data program. The
created invoices can be viewed and amended, ensuring that invoices are created with
the correct details.
Run AutoInvoice
AutoInvoice is a standard Receivables program to import invoices into Receivables
from feeder systems. Standing charges uses this program to import standing charge
invoices into Receivables. The imported invoices have the same features as standard
Receivables invoices and are included in customer accounts and can be listed by
standard Receivables reports.
Use the transaction workbench to review the transactions created by Standing Charges
and check that the invoices are created with the correct details. Standing charge invoices
can be amended before posting them.
Run Standing Charges: Synchronize Standing Charges Program
Run the Standing Charges: Synchronize Standing Charges program to update the Next
Due Date, Next GL Date at header level, and First Date at line level if invoicing rules are
used. Running the Standing Charges: Synchronize Standing Charges program ensures
that no duplicate invoices are created for the standing charges.
Note: One invoice can be created for each standing charge agreement in
a standing charge period cycle. For example, a standing charge
agreement has 01-JUN-2000 as the Next Due date and a weekly billing
cycle. If the Standing Charges: Generate Interface Data program is run
with the parameter Run Date: 01-JUL-2000 and the corresponding batch
source, only one invoice is created for the due date 01-JUN-2000 and no
invoices are created for subsequent due dates, for example,
08-JUN-2000, 15-JUN-2000.
No new invoices are created if an invoice is created for the standing charge in a period
cycle and the Standing Charges: Synchronize Standing Charges program is not run to
update the Next Due Date.
Note: The reports Preliminary Invoice Register Report, Generate
Interface Data, Auto Invoice and Synchronize Standing Charges Data
create data in Oracle Receivables.
43-6 Oracle Public Sector Financials (International) User Guide
Price Update Considerations
Standing Charges Item Price Update
Standing charge item prices can be amended at any time on the Standing Charge Items
window. The users must enter the new current price and effective date. A record to
track item price history is created each time an item price is modified.
Note: Modifying the item price on the Standing Charge Items window
only affects newly created standing charges and does not modify the
item prices on existing standing charge agreements.
Price Update using Standing Charge Details Window
Individual standing charge item prices can be modified on the Standing Charge Details
window. Entering a new current price and effective date only modifies the item price
for the current standing charge agreement and has no effect on the price of the same
item included in another standing charge agreement or the price of future agreements
using the same charge item.
The item price update does not modify item prices for the data already transferred to
the AutoInvoice tables by generating interface data or the prices of the invoices already
imported into Receivables.
Price Update using Global Price Update Window
Use the Global Price Update window to update the price of one or more items for each
accessible operating unit. This is useful when the price of more than one item requires
changing by the same amount or percentage or the price of one item must be modified
in more than one existing standing charge agreement.
When running the global price update program, there are a number of options that are
as follows:
•
None
Select None if updating item prices only. No standing charges are modified, the
new prices apply only to standing charges entered after the effective date.
•
All
Select All if all the item prices and standing charges including the specific item or
range of items require updating.
•
Default
Select Default if only standing charge lines with default charge item prices require
Standing Charges Process 43-7
updating.
Review the Preliminary Price Update Report before committing the changes. This
report is always submitted when changes are saved on the global price update window.
The changes made by the global price update can be viewed in advance using the
Global Price Update window, drilling down to review the standing charges affected.
43-8 Oracle Public Sector Financials (International) User Guide
44
Standing Charges Procedures
Definition
The Standing Charges procedures, also called periodic invoices, are used to define and
maintain details of standing charge agreements that Receivables AutoInvoice
functionality uses to periodically generate invoices.
Overview
The following Standing Charges features are available:
•
Standing charge items
•
Standing charge agreements
•
Price history
•
Invoice history
•
Global price update
•
Payment Instrument
•
Generating invoices periodically based on the interval and criteria specified for the
standing charge agreements
Use the Standing Charge Items window to define periodic items for goods and services
and to access the Price History window for a specific item.
Use the Standing Charge window to maintain details of a customer's standing charge
agreements. Details can be set up that are consistent with the batch source. These are
used for the automatic generation of periodic invoices for services that are charged on a
regular basis, for example, weekly or monthly. Users can select the standing charge
items predefined with the flexibility to override the charge item defaults.
Standing Charges Procedures 44-1
The Standing Charges window provides access to the Price History window, which
displays each standing charge detail line, and the Invoice History window, which
displays the invoices generated to date for each standing charge.
The Price History window displays information about item price changes and also
provides access to the standing charges summary window which displays information
about standing charges that use the item.
If a price update record selected in the Price History window is created by the global
price update process, then all affected standing charges that use the charge item
updated by the price update can be viewed.
The Invoice History window displays information about invoices generated for a
standing charge agreement.
Use the Global Price Update window to specify the global price update criteria and
view all the charge items and the standing charge lines affected by the update criteria.
When specifying the global update criteria, the user can preview the results and
optionally deselect any of the selected charge items before the final update is confirmed.
Note: Only one price break can be in effect during the current or future
periods.
Use the Payment Instrument window to define payment details for the standing charge
agreement. The fields here are the same as in the Oracle Receivables Workbench. This
allows uniformity in representing payment details across modules. This window allows
you to add security codes and voice authorization details; the information is stored in
an encrypted form, enhancing security for the application.
Prerequisites
•
Standing Charges must be enabled in the Enable OPSF(I) Features window.
To enable features, see step 6. Enabling Oracle Public Sector Financials
(International) Features Procedure, Oracle Public Sector Financials (International)
Implementation Guide.
•
Standing Charges setup must be complete.
To set up Standing Charges, see Standing Charges Setup, Oracle Public Sector
Financials (International) Implementation Guide.
Defining Standing Charge Items
To define a standing charge item:
1.
Navigate to the Standing Charge Items window as follows:
44-2 Oracle Public Sector Financials (International) User Guide
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Items
2.
Enter the operating unit to which the items must be assigned in the Standing
Charge Items window.
3.
Enter data in each field of the Standing Charge Items window as described in the
Standing Charge Items Window Description, page 44-3.
4.
Save your work.
Standing Charge Items Window Description
The following table describes the fields in the Standing Charge Items window.
Standing Charge Items Window Description
Field name
Description
Operating Unit
operating unit to which the standing items must be assigned to
Item Code
item identifier
Enabled
indicates if charge item can be selected for a standing charge
Note: Charge items can only be selected for a standing charge
when enabled.
Description
item description
Effective From
first date charge item is active
Note: Charge items can only be selected for a standing charge
if active for start date of standing charge.
To
last date charge item is active
Period Name
period name
Tax Code
tax code
Revenue Account
default revenue account
Standing Charges Procedures 44-3
Field name
Description
Current Price
item's current price
Effective From
date current price effective
Revised Price
item's revised price
Effective From
date revised price effective
Note: Date required only if revised price is defined. A revised
price earlier than the current price effective date cannot be
entered.
Revenue Account
Description
default revenue account description
Item Price History
opens Item Price History window
Viewing Charge Item Price History
To view the price update history of a charge item:
1.
Navigate to the Standing Charge Items window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Items
2.
Click Item Price History.
The Item Price History window appears.
3.
View data in the Item Price History window as described in the Item Price History
Window Description, page 44-5.
4.
Close the window.
44-4 Oracle Public Sector Financials (International) User Guide
Item Price History Window Description
Item Price History Window Description
Field Name
Description
Item Name
charge item identifier
Current Price
item's current price
Current Eff. Date
date current price effective
Revised Price
item's revised price
Revised Eff. Date
date revised price effective
Update Date
date price updated
Standing Charges
opens Standing Charges window
Viewing Standing Charges
To view standing charges that use the allocated charge item:
1.
Navigate to the Standing Charge Items window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Items
2.
Click Item Price History.
The Item Price History window appears.
3.
Click Standing Charges.
The Standing Charges window appears.
4.
View data in the Standing Charges window as described in the Standing Charges
Window Description , page 44-6.
Note: The Standing Charges window shows data only if changes to the
price are made globally. If the standing charge line details override the
price details, then the line details are displayed and audited separately.
Standing Charges Procedures 44-5
Standing Charges Window Description
Standing Charges Window Description
Field Name
Description
Item Name
charge item name
Standing Charge Reference
standing charge reference that uses charge
item
Current Price
item's price on standing charge
Current Eff. Date
date current price effective
Revised Price
item's price on standing charge
Revised Eff. Date
date revised price effective
Update Date
date standing charge item updated
Creating a Standing Charge Agreement
To set up a standing charge agreement:
1.
Navigate to the Standing Charge window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Standing Charges
2.
Enter data in each field of the Standing Charge window as described in the
Standing Charges Window Description, Main Tab, page 44-7, the Standing
Charges Window Description, Details Tab, page 44-9, and the Standing Charges
Window Description, Notes Tab, page 44-10.
3.
Save your work.
Standing Charge Window Description
The following tables describe the fields in the Standing Charge window.
44-6 Oracle Public Sector Financials (International) User Guide
Standing Charge Window Description, Main Tab
Field Name
Description
Reference
standing charge unique identifier
Status
standing charge status; valid values: INCOMPLETE, ACTIVE,
or CLOSED; INCOMPLETE indicates standing charge details
not completed or agreed to; ACTIVE indicates standing charge
active, invoices periodically generated; CLOSED indicates
standing charge closed, invoices not generated
Note: When entering a new standing charge, the status
defaults to INCOMPLETE. Invoices are only generated from
a standing charge when the status is set to ACTIVE. When
invoices are generated from a standing charge, the status
can never be returned to INCOMPLETE, but can be set to
CLOSED to indicate that the standing charge is no longer
active. The status can be changed from CLOSED to ACTIVE
or ACTIVE to CLOSED at any time.
Batch Source
import batch source used to group generated invoices; cannot
be modified after invoices generated from standing charge
Note: The Batch Source list of values includes the operating
unit associated with each batch source name. After selecting
a batch source, the Standing Charge window displays the
associated operating unit.
Legal Entity
defaults to the legal entity that is attached to a batch source;
can override the default legal entity.
Start Date
date standing charge agreement starts; cannot be modified
after invoices generated from standing charge
Type
transaction type used for invoices to be generated from a
standing charge; cannot be modified after invoices generated
from standing charge
Note: Standing charges only allows selection of transaction
types of the Class of Invoice.
Standing Charges Procedures 44-7
Field Name
Description
End Date
date standing charge agreement ends; no standing charge
invoices generated for periods after this date; can be modified
after invoices generated from standing charge
Name
ship-to customer name; can be modified following generation
of invoices from standing charge but only if the Name field is
blank
Number
ship-to customer number; can be modified following
generation of invoices from standing charge but only if the
Name field is blank
Address
ship-to customer address; details can be entered if Ship To field
is blank; can be modified following generation of invoices from
standing charge
Contact
contact name at ship-to address; can be modified following
generation of invoices from standing charge; if the Address
field is updated, the Contact field is automatically cleared,
enabling users to choose a new contact related to the new
address
Salesperson
salesperson; can be modified following generation of invoices
from standing charge
Name
bill-to customer name; can be modified following generation of
invoices from standing charge
Number
bill-to customer number; can be modified following generation
of invoices from standing charge
Address
bill-to customer address; can be modified following generation
of invoices from standing charge
Contact
contact name at bill-to address; can be modified following
generation of invoices from standing charge; if the Address
field is updated, the Contact field is automatically cleared,
enabling users to choose a new contact related to the new
address
44-8 Oracle Public Sector Financials (International) User Guide
Standing Charge Window Description, Details Tab
Field Name
Description
Invoicing Rule
cannot be modified after standing charge
saved
Next Due Date
date first standing charge invoice due; date
updated by Standing Charges: Synchronize
Standing Charges program; date that next
invoice due always displayed; cannot be
modified after invoices generated from
standing charge
Next GL Date
next invoice General Ledger date created by
standing charges; updated by Standing
Charges: Synchronize Standing Charges
concurrent program
Review Date
date standing charge to be reviewed;
displayed in the Standing Charges: Listing
Report as reminder that standing charge due
for review; can be modified after invoices
generated from standing charge
Frequency
billing period, interval at which standing
charge invoices generated; cannot be modified
after invoices generated from standing charge
Reminder Days
number of days before end date when
standing charge reported as nearing its end
date; displayed in Standing Charges: Listing
Report as reminder that standing charge is
about to end; can be modified after invoices
generated from standing charge
Print Invoices
indicates if standing charge invoices to be
printed; can be modified
Currency
displays functional currency
Payment Terms
payment term for invoices created by standing
charges
Standing Charges Procedures 44-9
Field Name
Description
Payment Method
invoice payment method; can be modified
after invoices generated from standing charge
Note: Only the payment method that is
defined for the bill-to address of the
customer can be chosen. Only payment
methods that are valid for the Next Due
Date are available.
Bank Name
bill-to customer's bank name
Branch
bill-to customer's bank branch
Account
bill-to customer's bank account number
Standing Charge Window Description, Notes Tab
Field Name
Description
Description
standing charge description; appears on
generated standing charge invoices with date
range invoiced; can be modified
Comments
standing charge comments; do not appear on
generated standing charge invoices and can be
used to record confidential information
unavailable to the customer
Invoice History
opens Invoice History window
Charge Lines
opens Charge Details window
Setting Up Charge Lines
To set up information for the goods or services in a standing charge agreement:
1.
Navigate to the Standing Charge window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Standing Charges
44-10 Oracle Public Sector Financials (International) User Guide
2.
Enter data in each field of the Standing Charge window as described in the
Standing Charge Window Description, Main Tab, page 44-7, the Standing Charge
Window Description, Details Tab, page 44-9, and the Standing Charge Window
Description, Notes Tab, page 44-10.
3.
Save your work.
4.
Click Charge Lines.
The Charge Details window appears.
5.
Enter data in each field of the Charge Details window as described in the Charge
Details Window Description, Main Tab, page 44-11, the Charge Details Window
Description, Price Tab, page 44-12, the Charge Details Window Description,
Accounting Tab, page 44-13 and the Charge Details Window Description, Tax Tab,
page 44-14.
6.
Save your work.
Charge Details Window Description, Main Tab
Charge Details Window Description, Main Tab
Field Name
Description
Seq.
unique sequential item number in standing charge agreement;
duplicate number for same standing charge not allowed; can enter
multiple charge lines against one standing charge; cannot be
modified after saving standing charge
Item
item name; items restricted to those that are active for standing
charge next due date; cannot be modified after invoices generated
from standing charge
Note: When a charge item is selected, the charge period,
current and revised price, effective dates, description, and
revenue account are set to the default values defined in the
Charge Items window. These defaults can be overridden.
Description
charge item description; appears on generated standing charge
invoices; can be modified after invoices generated from standing
charge
Standing Charges Procedures 44-11
Field Name
Description
Quantity
number of charge items in standing charge agreement; cannot be
modified after invoices generated from standing charge
Charge Period
charge item's charge period; cannot be modified after invoices
generated from standing charge
Price History
opens Price History window
Charge Details Window Description, Price Tab
Charge Details Window Description, Price Tab
Field Name
Description
Current Price
charge item's current price
Effective From
date current price effective; must be on or
before the standing charge date; current price
automatically updated using information
defined for new price
New Price
charge item's revised price; can be modified
after invoices generated from standing charge
Effective From
date revised price effective; can be modified
after invoices generated from standing charge
Previous Price
charge item's previous price
Price History
opens Price History window
44-12 Oracle Public Sector Financials (International) User Guide
Charge Details Window Description, Accounting Tab
Charge Details Window Description, Accounting Tab
Field Name
Description
Revenue Account
charge item's revenue account; defaults based
on charge item if account set up for charge
item; generated for invoices by
AutoAccounting if no account entered; can be
modified after invoices generated from
standing charge
Note: This is required if a receivables
account is entered.
Receivables Account
charge item's receivable account; defaults
based on transaction type if account set up for
transaction type; generated for invoices by
AutoAccounting if no account entered; can be
modified after invoices generated from
standing charge
Note: This is required if a revenue account
is entered.
Accounting Rule
accounting rule applied to invoices created by
standing charges
Note: This is required if an invoicing rule
is used for the standing charge.
Start Date
first date invoice created by standing charges
Note: This is required if an invoicing rule
is used for the standing charge.
Duration
duration of invoice created by standing
charges
Standing Charges Procedures 44-13
Field Name
Description
Price History
opens Price History window
Charge Details Window Description, Tax Tab
Charge Details Window Description, Tax Tab
Field Name
Description
Tax Code
charge item's tax code; cannot be modified
after invoices generated from standing charge
Note: Tax code must be entered if standing
charge requires tax to be calculated based
on tax code. The tax rate related to this tax
code is displayed.
Tax Rate
charge item's tax rate
Price History
opens Price History window
Reviewing Invoice History
To review the invoice history of a standing charge:
1.
Navigate to the Standing Charge window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Standing Charges
2.
Query a standing charge to review the invoice history.
3.
View the data in the Standing Charge window as described in the Standing Charge
Window Description, page 44-6.
4.
Click Invoice History.
The Invoice History window appears.
5.
View data in the Invoice History window as described in the Invoice History
Window Description, page 44-15.
44-14 Oracle Public Sector Financials (International) User Guide
Invoice History Window Description
Invoice History Window Description
Field Name
Description
Charge Reference
standing charge unique identifier
Invoice Date
invoice date
Invoice Number
invoice number
Amount
invoice amount
Comments
billing period included as part of invoice
description
Currency
invoice currency code
Viewing Price Update History
To view the price update history of a standing charge line item:
1.
Navigate to the Standing Charge window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Maintain Standing Charges
2.
Enter data in each field of the Standing Charge window as described in the
Standing Charge Window Description, page 44-6.
3.
Save your work.
4.
Click Charge Lines.
The Charge Details window appears.
5.
Enter data in each field of the Charge Details window as described in the Charge
Details Window Description, page 44-11.
6.
Click Price History.
The Price History window appears.
7.
View the price updates as described in the Price History Window Description, page
Standing Charges Procedures 44-15
44-16
Price History Window Description
Price History Window Description
Field Name
Description
Charge Reference
standing charge unique identifier
Description
item description
Item Code
item identifier
Current Price
charge item's current price
Current Eff. Date
date current price effective
Revised Price
charge item's revised price
Revised Eff. Date
date revised price effective
Update Date
date update occurred
44-16 Oracle Public Sector Financials (International) User Guide
Updating Global Price
To update an item's price throughout the system:
1.
Navigate to the Global Price Update window as follows:
IGI Receivables, OPSFI - OPSF(I) Standing Charges - Global Price Update
2.
Enter data in each field of the Global Price Update window as described in the
Global Price Update Window Description, page 44-18.
3.
Save your work.
4.
To run the global price update program, select the Run check box.
5.
Click Standing Charges.
The Run ID window appears.
6.
View data in the Run ID window as described in the Run ID Window Description,
page 44-19.
Standing Charges Procedures 44-17
Global Price Update Window Description
Global Price Update Window Description
Field Name
Description
Operating Unit
The items of the operating unit that need to be updated.
Item Code From
first item code included in global price update
Item Code To
last item code included in global price update
Run ID
run identifier for global price update
Effective Date
date price update effective; must be later than or same as
current system date
Change Amount
amount to change price of charge item
Change Percentage
percentage to change price of charge item
Option
indicates if standing charge line items that fall within update
criteria are updated: All, price update affects charge item and
all standing charge lines having that item; Default, price
update affects charge item and standing charge lines that
have the current price of the charge item; None, price update
affects charge item only and not standing charge lines
Status
displays status of global price update; valid values:
Completed, Error, New, Run
Run
indicates if global price update should run; only available if
Status is Error or New
Item Code
item code selected for global price update
Current Price
item's current price
Current Eff. Date
date current price effective
Revised Price
item's revised price
44-18 Oracle Public Sector Financials (International) User Guide
Field Name
Description
Revised Eff. Date
date revised price effective
Update Price
item's new price
Update
indicates if item included in final global price update
Standing Charges
opens Run ID window
Run ID Window Description
Run ID Window Description
Field Name
Description
Item Code
global price update item code
Charge Reference
standing charge using item code selected for
global price update
Current Price
standing charge line item's current price
Current Eff. Date
date current price effective
Revised Price
standing charge line item's revised price
Revised Eff. Date
date revised price effective
Update Price
standing charge line item's new price
Update
indicates if standing charge line item included
in final global price update
Standing Charges Procedures 44-19
45
Standing Charges Report Procedures
Standing Charges Reports
The following table describes the standing charges reports:
Standing Charges Reports
Report Name
Description
Standing Charges: Generate
Interface Data
Creates invoices for standing charges due for payment
until a specific date. This report is run whenever required
during a period.
AutoInvoice
Validates transaction data from other financial systems
from which invoices, debit memos, credit memos, and
on-account credits are created. Receivables rejects
transactions with invalid information to guarantee data
integrity. This report is run once at the end of each
period.
Note: Run this report in Oracle Receivables.
Standing Charges: Synchronize
Standing Charges
Prevents duplicate charges by synchronizing standing
charges with the AutoInvoice. This report is run once at
the end of each period and immediately after the
AutoInvoice Report is run.
Standing Charges: Charge Item
Price History Report
Lists all price updates made to charge line items of a
particular standing charge or range of standing charges.
Standing Charges Report Procedures 45-1
Report Name
Description
Standing Charges: Item Price
History
Lists price history details and related standing charge
lines, if the update is made by a global price update
request.
Standing Charges: Listing Report
Displays details of all standing charges, with options for
displaying standing charges that are nearing their due
date for invoice generation or are due for renewal.
Standing Charges: Transaction
History Report
Lists invoices generated for a general ledger period.
Standing Charges: Transaction
Displays details of invoices generated from one or more
standing charges.
Standing Charges: Preliminary
Invoice Register
The output will display agreements which won't generate
transaction in AR for some cases like : Tax Code has been
end-dated, Period is disabled, or Item end-dated. Use this
report to preview the results of a planned invoice run
before submitting the generate invoice program.
45-2 Oracle Public Sector Financials (International) User Guide
46
Subledger Security Process
Definition
Subledger Security is an extension to Oracle Applications that enables the user to
selectively partition data within a single install of Oracle Applications and provides a
central system where all business units can access their own financial information.
Subledger Security has been part of the Oracle Public Sector Financials (International)
product set since release 10.6 of Oracle Financials.
This release of Subledger Security has been significantly re-engineered both technically
and functionally. The fundamental concepts of Subledger Security have not been
altered.
Overview
Subledger Security is not to be associated with other products within the Oracle Public
Sector Financials (International) suite.
Subledger Security is designed to be used as a tool by the systems administrator or
database administrator, rather than as a standard end-user product. Subledger security
is a requirement that is primarily a technical implementation of a business security
policy.
WARNING: Subledger Security must be implemented and maintained only when
end-users are not using Oracle Applications, for example, during system downtime.
This is because Subledger Security works at the Oracle database table level. Subledger
Security is not supported if Subledger Security is implemented or maintained when
end-users are using an Oracle product.
Subledger Security is an addition to Oracle Applications and is transparent to the
end-user after implementation.
Standard Oracle Application features and processes are not altered or extended because
Subledger Security is implemented and maintained through a set of standalone
Subledger Security Process 46-1
windows and reports.
For information on using Subledger Security, see Subledger Security Process, page 469 and Subledger Security Examples, page 46-15.
Features
The following features are available in Subledger Security:
•
Data Management, page 46-2
•
Data Security, page 46-2
•
Data Security Auditing, page 46-3
•
Reports, page 46-3
Data management and data security are conceptually separate business requirements
but are closely related to, and are physically indistinguishable within the
implementation of Subledger Security.
Data Management
Subledger security facilitates management of transactions at a granular level using the
Oracle Applications multiple organizations architecture. Users can view transactions
belonging to their business units.
Data Security
Subledger Security enables transactions to be viewed by the business unit from which
they originated and not by any other business unit. Users belonging to a business unit
can view and modify transactions entered by users belonging to their business unit
only. There is also a top level central business unit that can view all business unit
transactions. Users belonging to this central business unit can view transactions
belonging to all business units.
The table below describes the data management and data security windows and
concurrent programs available in Subledger Security.
Data Management and Data Security Windows and Concurrent Programs
Object
Type
Purpose
Maintain Tables
Window
Specify all Oracle Financials
database tables that require security
and need allocating to security
groups.
46-2 Oracle Public Sector Financials (International) User Guide
Object
Type
Purpose
Maintain Groups
Window
Specify all required security groups
and process groups.
Maintain Allocations
Window
Allocate and maintain required
Oracle database tables and process
groups to a security group. Allocate
and maintain Oracle database tables
belonging to a process group.
Apply Security
Concurrent Program
Apply security policy as required.
Security Group Consolidations
Window
Consolidate or merge security
groups.
Data Security Auditing
Subledger Security provides an audited history of the major control actions that can be
performed on the main business entities as follows:
•
enable security
•
re-enable security
•
disable security
•
delete security
The audited history enables an organization's business analyst and systems
administrator to recognize and reconcile the history profile of secured database tables.
Auditing history is accessible through window or report based inquiry.
Reports
A comprehensive set of reports supports implementation and maintenance of Subledger
Security. The Subledger Security reports provide information on the current and
previous state of Subledger Security objects and the organization's security structure, as
shown in the table below.
Subledger Security Process 46-3
Subledger Security Reports
Report
Purpose
Subledger Security: Group Status Report
Provides a list of groups and descriptions.
Displays current enabled date.
Subledger Security: Secure Tables Status
Report
Lists all tables defined as secure by the user,
and displays the current status.
Subledger Security: Group Secure Tables
Report
Lists all tables currently secured for each
security group.
Subledger Security: Allocation Status Report
This report lists the following information:
process groups and the secure tables allocated
to them; security groups; allocated process
groups and secure tables with the enabled or
disabled status. This report shows all historic
data and can be run for a given subledger
security group, a process group, or a secure
table.
Subledger Security: Object Status Report
Displays status of subledger security objects
for each secure table. The report lists all
corresponding subledger security table names,
the policy on the secure table, the policy
function used by the policy, and the database
trigger on the secure table.
Subledger Security: User Allocation Status
Report
Lists security groups with associated
application users and responsibilities.
Subledger Security: Security Group
Consolidations Report
Provides information relating to security
group consolidations and enables an
organization to reconcile business unit
structure changes. Displays source security
groups consolidated in the parent security
group and historical information.
Supported Products
Subledger Security is supported for the following Oracle Supply Chain and Oracle
Financials modules:
•
Purchasing
46-4 Oracle Public Sector Financials (International) User Guide
•
Payables
•
Payments
•
Receivables
•
Subledger Accounting
Prerequisites
This version of Subledger Security requires Oracle Applications release 11.5.2 or higher
and Oracle database 8i (enterprise).
This version of Subledger Security cannot be implemented on previous versions of
Oracle Financials or the Oracle database.
Subledger Security does require the use of Oracle Applications features such as:
•
profile options
•
responsibilities
•
Oracle Applications users
Subledger Security does not require the alteration of any default or standard Oracle
Applications processing.
Subledger Security Setup
The diagram below shows the strategy for implementing Subledger Security as
described in the accompanying text.
Subledger Security Process 46-5
Subledger Security Implementation
Determine Security Policy
Business Analysis
The organization needs to conduct an analysis of their business requirements, and
determine how to structure data management and data security requirements.
Structuring data management and security requires the construction of a two level
hierarchy of central and secured business units. The organization must determine the
business entities in Oracle Applications that need to be secured instead of securing all
the entities in Oracle Applications. For example, the organization could secure
transactional entities such as purchase orders or business entities such as suppliers.
This business analysis is beyond the scope of this chapter.
46-6 Oracle Public Sector Financials (International) User Guide
Translation of Business Analysis to Subledger Security Structure
This process requires translation of the business analysis into a structure that may be
constructed through Subledger Security.
This involves definition of the following:
•
secured tables
•
security groups
•
process groups
This process also requires that the relationship is determined between secured tables,
security groups, and process groups.
Set Up Security
Security setup involves physical setup of the predetermined security policy.
For information on setting up security, see Subledger Security Setup, Oracle Public Sector
Financials (International) Implementation Guide.
Apply Security
A valid security structure may be determined and set up, but must be applied to Oracle
Applications to be effective.
For information on applying security, see Applying Security, Oracle Public Sector
Financials (International) Implementation Guide.
Maintain Security
Ongoing maintenance of the security structure is required. Security maintenance
enables the user to make changes to the business organization's requirements with
regard to data management and data security and the re-representation of that structure
within the subledger security system.
For information on maintaining security, see Consolidating Security Groups, Oracle
Public Sector Financials (International) Implementation Guide.
Subledger Security Process Flow Diagram
The diagram below shows the Subledger Security process, as described in the
accompanying text.
Subledger Security Process 46-7
Subledger Security Process Flow Diagram
46-8 Oracle Public Sector Financials (International) User Guide
Subledger Security Process
Set Application Level Profile Options
The application level profile option Initialization SQL statement - Custom must be set
up for each application that requires subledger security. The application value must be
set as follows:
begin igi_sls_context_pkg.set_sls_context; end;
Note: This is a mandatory step for subledger security. Therefore, users must seed this
profile option for all the subledger security supported modules used at the application
level.
Set Site Level Profile Options
The Subledger Security: Default Security Group profile option determines which
security group a user belongs to by default, if this has not been already defined at
responsibility level. If an Oracle Applications user is not assigned to a security group,
the site level profile option is used to determine access to all secured tables in Subledger
Security.
Note: The central security group is not defined in the Maintain Groups window, it is
provided as seeded data.
The Subledger Security: Maintain History profile option enables security to be
applicable when security is temporarily disabled for a database table. This profile
option can be changed at any time.
Note: If the profile is set to N and security is disabled, any data entered is not visible to
the user when security is re-enabled for the security group.
Define Security Groups
Subledger Security groups correspond to business units required by an organization.
Each security group corresponds to a required business unit as determined through
business analysis. Security groups are defined in the Maintain Groups window and are
set up using the Security type. Security groups do not breach operating unit security,
although logically security groups may exist across more than one operating unit. Each
security group name must be unique.
Central security group is not implemented through a physical entity, but is provided as
seeded data, and is used as a profile option value.
The main functions available for security groups are as follows:
•
add
•
remove
Subledger Security Process 46-9
•
enable
•
disable
•
history
For information on security groups, see Security Groups, page 46-16.
Define Responsibilities
Each responsibility must be defined as a Subledger Security responsibility in the
Subledger Security: SLS Responsibility profile option. Each responsibility must be
allocated to an applications user according to predefined business rules and is
associated with a security group through the Subledger Security: Security Group profile
option.
For information on responsibilities, see Responsibilities, page 46-17.
Set Responsibility Level Profile Options
The Subledger Security: SLS Responsibility profile option is the driving profile option of
the set of profile options belonging to Subledger Security when determining the access
privileges a user has when viewing secured data.
46-10 Oracle Public Sector Financials (International) User Guide
Subledger Security: Responsibility Profile Option
SLS Responsibility
Security Group Derivation
Y
1. Check the Subledger Security: Security Group profile
option.
If CEN, this responsibility is central and has full access
to all security groups data.
If security group x, this responsibility has access to data
belonging to security group x.
If NULL then:
2. Check the Subledger Security: Default Security Group
profile option.
If CEN, this responsibility is central and has full access
to security group x.
If security group x, this responsibility has access to data
belonging to security group x.
If NULL then:
3. No access; this responsibility does not have access to
any secure data.
N
This is not a subledger security responsibility and has
full access to all secure data.
NULL
This is not a subledger security responsibility and has
full access to all secure data.
Define Users
This procedure is optional as users may be defined already.
Defining users specifies the Oracle application users to be used within the subledger
secured system. A user is allocated Subledger Security enabled responsibilities for each
application.
For information on application users, see Basic Subledger Security Principles, page 4616.
Define Secure Tables
A list of database tables that can be allocated directly to security groups or indirectly
Subledger Security Process 46-11
through process groups must be defined. The list includes all Oracle Applications
database tables, comprising business entities that require security as determined
through business analysis. Security is only applied to tables included in this list.
Tables must be allocated to a security group, either directly or through a process group,
and security enabled for the table to be secure. The secure table can be selected from a
list of values or entered manually, but is validated against database tables for the
pre-determined owner. The user can optionally provide a description for the secure
table. The database owner of these tables is selected from predefined application
database schemas and is provided as a lookup value. The predefined application
database schemas are Payables, Receivables, and Purchasing. A corresponding
Subledger Security table name is automatically generated for each secure table.
The Applied flag indicates if the required security rules are physically applied to the
secure table. For each secure table a corresponding Subledger Security table name is
also automatically generated.
The main functions available in the Maintain Tables window are as follows:
•
add
•
remove
•
enable
•
disable
•
update access required
•
history
Define Process Groups
Process groups enable transactional business entities to be defined. Oracle Applications
database tables comprising the business entities can be grouped together and allocated
to security groups. Process groups are defined in the Maintain Groups window and are
specified as being of type Process.
Oracle recommends that process groups contain unique database table sets. Allocating
database tables to more than one process group, when allocated to the same security
group, complicates security policy maintenance.
Note: Process groups are optional.
The main functions available for process groups are as follows:
•
add
•
remove
46-12 Oracle Public Sector Financials (International) User Guide
•
enable security
•
disable security
•
history
For information on application level controls, see Application Level Control, page 4624.
Allocate Secure Tables and Process Groups
Allocating Tables to Security Groups
Before allocating a table to a security group, the table must be defined in the Maintain
Tables window. Tables can be allocated to more than one security group but can only be
allocated once to the same security group.
The main functions available for allocating secure tables to security groups are as
follows:
•
add
•
remove
•
enable security
•
disable security
•
copy security group
Allocating Process Groups to Security Groups
Before allocating a process group to a security group, the process group must be
predefined in the Maintain Groups window. Process groups can be allocated to more
than one security group but cannot be allocated to another process group. A process
group cannot be allocated more than once to the same security group. A process group
can be allocated to a security group if at least one secure table is allocated to the process
group. A database table can belong to more than one process group, but can only
belong to a security group once. The security status of the database tables belonging to
the process group determines the effective security when a process group is allocated to
a security group.
The main functions available for allocating process groups to security groups are as
follows:
•
add
•
remove
Subledger Security Process 46-13
•
enable security
•
disable security
Allocating Tables to Process Groups
When allocating tables to process groups, a table can be allocated once to a process
group. At least one table must be allocated to a process group, for the process group to
be available for allocation to a security group.
The main functions available when allocating secure tables to process groups are as
follows:
•
add
•
remove
Apply Security
Applying security affects definitions of the security system requirement as specified
within the definition forms. Security is not effective until applied and successful.
Reports can be generated to view the effective security policy, for example, the
Subledger Security: Group Secure Tables Report. Applying security generates and runs
all Oracle database scripts needed to implement the required security policy.
The main functions available when applying security are as follows:
•
create
•
refresh
Security Group Consolidation
Consolidating security groups enables a business to change requirements, by allowing
multiple security groups to be consolidated. Only one destination security group can be
specified but one or more source security groups can be merged into the destination
security group. All data belonging to the source security groups also belongs to the
destination security group. Security on the source security groups should be disabled
before the consolidation process. After consolidation takes place, the source security
groups are deleted and cannot be modified or reused. An audit history is maintained.
All process groups and secured tables belong to the destination security group.
Note: The destination security group must be predefined.
When consolidating tables, the following security rules apply:
•
If a table is already allocated to the destination security group, the status remains
unchanged.
46-14 Oracle Public Sector Financials (International) User Guide
•
If the table belongs to more than one source group, the table remains enabled unless
it is disabled in all of the source security groups.
•
If the table exists in only one source security group, the status remains the same as
the source security group.
Example
If security group A needs to be merged into security group B and security group B
merged into security group C, it should be merged as follows:
A to C
B to C
The merge should not be specified as follows:
A to B
B to C
Security must be applied before the new security policy takes effect.
WARNING: Consolidation is an irreversible process.
Secure Existing Data
The Secure Existing Data Procedure enables users to secure existing data by assigning it
to a security group. Once the data is assigned to a security group, only users with the
correct permissions can view the data within that security group. This procedure will
only look at the tables secured for the chosen security group. Only data that is not
already assigned to a security group will be assigned to the selected security group.
Subledger Security Examples
Subledger Security is an extension to Oracle Applications that enables the user to
selectively partition data in a single install of Oracle Applications.
Many medium-to-large organizations divide the business into profit centers. The
common requirement is a central system where each profit center has access to their
own financial information. This security is typically required to help business units
manage an increased proportion of their own affairs without affecting other business
units' information, as well as for confidentiality between business units.
Subledger Security is based on two principles as follows:
•
application context
•
fine grained security
For information on application context, see Application Context, page 46-21.
Subledger Security Process 46-15
Basic Subledger Security Principles
Security Groups
Security groups are the main building blocks of subledger security and represent an
organization's required business structure. Each security group's data must be
maintained separately.
There may be only one central security group that can view all other security groups'
data, as only a two level security hierarchy is allowed in Subledger Security.
Secure Tables
Subledger Security is based on securing database tables.
Transactions and data within Oracle Applications are sorted within the Oracle
relational database.
An organization must know which Oracle Applications database tables map to the
transactions that it wants to secure for a security policy to work.
Subledger Security stores an identifying record for every transaction that is secured in
Oracle Applications. This identifying record is stored in the corresponding Subledger
Security database table, associated with each Oracle Applications database table that is
part of the transaction.
A transaction may span more than one table. If a user removes security on one of the
tables in the transaction, security integrity may be compromised. For this reason,
Subledger Security introduces the process group concept for validation purposes only.
Process groups are not mandatory, and security and Subledger Security can be
implemented without using process group functionality.
Process groups are used to group together related database tables to ensure security
integrity. Subledger security implements an Oracle policy and policy function for each
secured database table. Policy functions and security can be disabled and re-enabled.
Note: Removing a secured database table from the system removes all subledger
transactions' identifying records and is irreversible.
Application Users
Oracle application users perform the daily work within Oracle Applications and belong
to or are associated with one or more security groups or business entities.
Users may leave and rejoin security groups depending on business requirements.
Transactions or data do not belong to a specific application user, but belong to the
security group. Application users may leave or join multiple security groups, but the
data remains with the security group.
46-16 Oracle Public Sector Financials (International) User Guide
Responsibilities
Responsibilities determine how to associate or access data belonging to different
security groups in Subledger Security.
Data cannot be directly associated with a specific application user as users may leave an
organization or be absent. Users must be able to view data belonging to another
application user in the same security group.
Access to data is achieved using individual responsibilities associated with a security
group through a profile option, that is, a responsibility provides the link between
application users and security groups.
Setting up responsibilities uses current Oracle Applications menus and function
security. A security policy requires a set of responsibilities, one for each security group
and Oracle Application, for example, Payables, Receivables, and also each operating
unit. An application user may belong to more than one security group by allocating a
responsibility crossing responsibility sets.
The table below demonstrates how an organization can implement a three security
group structure across a multiple organization structure in Purchasing.
Security Group Structure Example
Existing Responsibilities
Subledger Security Responsibilities
PO1 SuperUser
PO1 SuperUser security group 1
PO1 SuperUser security group 2
PO1 SuperUser security group 3
PO2 SuperUser
PO2 SuperUser security group 1
PO2 SuperUser security group 2
PO2 SuperUser security group 3
Note: The changes outlined in the Security Group Structure Example, page 46-17 imply
an alteration of the organization's existing responsibility structure.
Subledger Security Process 46-17
Security Groups, Users, and Responsibilities
The diagram illustrates an example of how Subledger Security might be set up for an
organization with three separate business units. In this example Central Purchasing is
divided into three security groups according to the three business units: Expense
Goods, Inventory, and Services. Each security group has its own set of responsibilities
that allows access to data contained only within the specific security group. Users with
access to only one business unit will have responsibilities assigned for that security
group, for example, User 2 or User 3. Users who have access to data in two business
units are assigned responsibilities for both security groups, for example, User 1 has
access to data from the Expense Goods business unit and the Services business unit. The
Central User has access to all business groups and security units across the operating
unit.
Allocating Database Tables to Security Groups, Full and Partial Security
The Central Purchasing department shown in the diagram below can be separated into
three security groups: Expense Goods, Inventory, and Services. The diagram below
shows how database tables are allocated to the three security groups.
46-18 Oracle Public Sector Financials (International) User Guide
Database Tables Allocated to Security Groups
The Database Tables Allocated to Security Groups diagram, page 46-19 may be
translated into the security policy structure shown in the table below.
Security Policy Structure Example
Table
Security Implication
T1 and T2
T1 and T2 belong to all three security groups. Both
tables are fully secure as any users belonging to any of
the security groups can see data belonging to their
security group only.
Subledger Security Process 46-19
Table
Security Implication
T3 and T4
T3 and T4 belong to only two of the three security
groups. Both tables are partially secure across the
security structure as users belonging to the Expense
Goods security group can view not only their own data
but also that of the other two security groups. This is
because the table has not been secured for this security
group. Users belonging to the Inventory and Services
security groups are able to view their data only.
T5 and T6
T5 and T6 belong to only one security group. Users
belonging to the Services security group can view only
their own data. Users belonging to the other two
security groups are not only able to view their own
data, but also that of the Services security group.
T1 to T6
Users belonging to the central security group can view
all data entered by users belonging to the hierarchically
lower security groups.
Note: Any data existing before implementing Subledger Security is invisible to
application users belonging to security groups. Application users can view and modify
data created after Subledger Security is implemented. A central user can view all data.
Secure Update Access
This functionality is implemented in this version of Subledger Security in response to
and in order to resolve a possible scenario as follows:
Example: Payables Transfer to General Ledger
Running the Payables transfer to General Ledger performs the following tasks:
•
Payments are transferred to General Ledger.
•
Invoices are transferred to General Ledger.
•
Invoices are updated to indicate they are posted in Payables.
If this process is run from a central responsibility, all invoices are posted regardless of
the security group to which they belong. However, if the Payables to General Ledger
transfer is run individually for each business group and security group through the
responsibility set belonging to a particular security group, the Secure Update flag needs
to be set to Yes for AP_INVOICE_DISTRIBUTIONS_ALL to enable only each security
groups invoices to be marked as posted.
46-20 Oracle Public Sector Financials (International) User Guide
If the Secure Update flag is not set to Yes, the first security group to run the Payables
transfer program marks all unposted invoices as posted. The Secure Update flag enables
all database update access codes to consider the security group when updating a
secured database table.
Note: The Secure Update flag defaults to No. The flag only needs to be set to Yes when
invoices need to be marked as posted.
Application Context
Application context is a feature of the Oracle 8i database that enables runtime database
variables to be stored in memory. This feature is used by Subledger Security to store the
Subledger Security: Security Group profile option value, and enables an application
user's security group to be determined at runtime.
Oracle Applications initializes the required Subledger Security application context as an
application user logs on or switches responsibility.
The application context can only be defined at the Oracle Application level, for
example, for Oracle Public Sector Applications (IGI). The application context is defined
during Subledger Security installation and implementation. If the end-user needs to use
Subledger Security for a different Oracle Application, for example, Receivables, the
Subledger Security application context initialization script must be run for Receivables.
This initial step depends on the Oracle Applications implementation at the end-user
site.
In a core Oracle Applications implementation of subledger security supported modules,
this step must be performed for:
•
Payables
•
Receivables
•
Purchasing
•
Subledger Accounting
•
Payments
Security Group Consolidation
Security group consolidation enables subledger security to be maintained according to
changes within the business environment. Consolidation enables multiple security
groups and associated secure data to be merged or consolidated into one destination
security group.
Note: All responsibility sets created before consolidation must be manually altered to
reflect the new structure. All valid application users must be set up to use the new
responsibilities.
Subledger Security Process 46-21
All secured data associated with the pre-consolidation security groups is changed to
reflect the new security group.
The destination security group must be an existing security group, although it may
have been newly created and may not have any associated secure data.
WARNING: Security group consolidation is irreversible.
Security Group Consolidation Example
The table below shows security groups 1 and 3 consolidating into group 2. A database
table is represented by T, for example, T1 and T2. A process group is represented by
PG, for example, PG1 and PG2.
Security Group Pre-Consolidation Example
Security
Group 1
Allocatio
n
Security
Group 1
Table
Security
Group 1
Security
T2
Disabled
T3
Enabled
PG1
Disabled
Security
Group 2
Allocatio
n
Security
Group 2
Table
Security
Group 2
Security
Security
Group 3
Allocatio
n
Security
Group 3
Table
Security
Group 3
Security
T1
Enabled
T1
Disabled
T2
Disabled
T2
Enabled
T3
Disabled
T3
T5
T4
Disabled
PG2
Disabled
T4
Enabled
T4
Disabled
T5
Disabled
T5
Enabled
T4
T5
T5
Disabled
PG3
Enabled
46-22 Oracle Public Sector Financials (International) User Guide
Security
Group 1
Allocatio
n
Security
Group 1
Table
Security
Group 1
Security
Security
Group 2
Allocatio
n
Security
Group 2
Table
T6
Security
Group 2
Security
Security
Group 3
Allocatio
n
Security
Group 3
Table
Security
Group 3
Security
T6
Disabled
PG4
Enabled
T7
T8
T9
Disabled
The table below shows security group 2 after consolidation takes place. A table is
represented by T, for example T1 and T2. A process group is represented by PG, for
example PG3 and PG4.
Post Consolidation Destination Security Group Structure
Security Group 2 Allocation
Security Group 2 Table
Security Group 2 Security
T1
Enabled
T2
Disabled
T3
Enabled
T4
Enabled
PG1
Disabled
T3
T5
PG2
Disabled
T4
T5
Subledger Security Process 46-23
Security Group 2 Allocation
Security Group 2 Table
Security Group 2 Security
T5
Disabled
PG3
Enabled
T6
T6
Disabled
PG4
Enabled
T7
T8
T9
Disabled
Application Level Control
This section describes the various control levels that are available through the
Subledger Security system, and indicates the impact of control actions on a security
structure, as shown in the table below.
Application Level Control
Object Level
Actions
Comments
Secure Tables
Enable
system wide control
Security Groups
Disable
Re-enable
Remove
Process Groups
Disable
Re-enable
Remove
46-24 Oracle Public Sector Financials (International) User Guide
Object Level
Actions
Comments
Allocations
Tables allocated directly to security
groups:
specific security group allocation
level control
Enable
Disable
Re-enable
Remove
Process groups allocated to security
groups:
Enable
Disable
Re-enable
Remove
Tables allocated directly to process
groups:
Enable
Remove
The table below outlines example scenarios that need to be considered within a
Subledger Security implementation when control actions are performed.
Subledger Security Implementation Example Scenarios
Scenario
Description
A
Table belonging to one security group and no process
groups.
B
Table belonging to more than one security group and no
process groups.
C
Table belonging to one security group and one process
group allocated to the security group.
Subledger Security Process 46-25
Scenario
Description
D
Table belonging to more than one security group and
one process group.
E
Table belonging to more than one security group and
more than one process group.
The table below shows example scenarios of process groups allocated to security
groups.
Process Group Allocated to Security Group Example Scenarios
Scenario
Description
F
Process groups belonging to one security group with
none of its associated tables directly within the security
group.
G
Process group belonging to one security group with one
or more of its associated tables directly within the
security group.
H
Process group belonging to more than one security
group with none of its associated tables directly within
the security group.
I
Process group belonging to more than one security
group with one or more of its associated tables directly
within the security group.
The table below shows example scenarios of tables allocated to process groups.
Table Allocated to Process Group Example Scenarios
Scenario
Description
J
Table belonging to one process group, that belongs to
one security group with that table not directly allocated
to the security group.
46-26 Oracle Public Sector Financials (International) User Guide
Scenario
Description
K
Table belonging to one process group, that belongs to
one security group with that table or more of the
process groups tables directly allocated to the security
group.
L
Table belonging to one or more process groups, that
belongs to one security group with that table not
directly allocated to the security group.
M
Table belonging to one or more process group, that
belongs to one or more security group with table not
directly allocated to the security group.
N
Table belonging to one or more process groups, that
belongs to one or more security groups with table not
directly allocated to the security group.
O
Table belonging to one or more process group, that
belongs to one or more security group with that table
directly allocated to the security group.
The table below outlines possible actions that may occur within the lifecycle of the
Subledger Security implementation and the consequences of each action.
The following assumptions have been made in this example:
•
All tables are populated with financials data.
•
Each action is not dependent on a previous action.
Please refer to table for the security policy.
Subledger Security Implementation Scenarios
Level
Action
Entity
Scenario Code
Result or Effect
Secure Table
Disable Security
T1
A
Security disabled for
T1 across the
subledger security
system.
Affects security
group 2.
Subledger Security Process 46-27
Level
Action
Entity
Scenario Code
Result or Effect
Remove Table
T1
A
All subledger
security data
removed for T1
across the subledger
security system.
Affects security
group 2 and is
irreversible.
Disable Security
T2
B
Security disabled for
T2 across the
subledger security
system.
Affects security
groups 1 and 2.
Disable Security
T3
C
Security disabled for
T3 across the
subledger security
system.
Affects security
group 1.
Affects T3 directly
allocated to security
group 1 and also
process group 1.
Disable Security
T4
D
Security disabled for
T4 across the
subledger security
system.
Affects security
groups 1 and 2.
Affects T4 directly
allocated to security
groups 1 and 2 and
security group 1
through process
group 2.
46-28 Oracle Public Sector Financials (International) User Guide
Level
Action
Entity
Scenario Code
Result or Effect
Disable Security
T5
E
Security disabled for
T5 across the
subledger security
system.
Affects security
groups 1 and 2.
Affects T5 directly
allocated to both
security groups and
also security group 1
through process
groups 1 and 2.
Process Group
Allocated to Security
Group
Disable process
groups security
PG3 and SG1
F
Disables process
group 3 for security
group 1.
Implies that any
tables allocated to
this process group
should also be
disabled, depending
on whether the
process group's
tables are already
associated with the
security group,
either directly or
through another
process group.
In this case T6
belongs to PG3 only,
security on T6 is
disabled for security
group 1.
As T6 is not
allocated to security
group 2 or security
group 1, this
effectively implies
that T6 is disabled
through the
subledger security
system.
Subledger Security Process 46-29
Level
Action
Entity
Scenario Code
Result or Effect
Disabled process
group security
PG2 and SG1
G
Disables process
group 2 through the
subledger security
system.
The actual effect is
null because:
T4 belongs directly
to security group 1
and 2 is enabled.
T5 belongs directly
to security group 1
and 2 and is enabled,
it also belongs to
security group 1
through process
group 1 and is
enabled.
46-30 Oracle Public Sector Financials (International) User Guide
Level
Action
Entity
Scenario Code
Result or Effect
Table Allocated to
Process Group
Remove tables from
process group
T6 and PG3
J
Removes T6 from
process group 3 and
removes security
and secured data on
T6 if possible.
In this case, T6 does
not belong to either
security group,
directly or through
another security
group. All secured
data is removed for
T6.
This process is
irreversible.
If the desired effect
was to disable
security on T6 for
process group 3,
rather than remove
all secured data, it
could have been
performed in two
ways as follows:
Disable process
group 3 system wide
or disable process
group 3 allocated to
security group 1.
Subledger Security Process 46-31
47
Subledger Security Report Procedures
Definition
The Subledger Security reports provide information on the current and previous state of
Subledger Security objects and organizations' security structure.
Overview
Subledger Security: Allocation Status Report
The Subledger Security: Allocation Status Report displays all group allocations. The
report is divided into the following sections:
•
secure tables allocated to Subledger Security groups
•
process groups allocated to Subledger Security groups
•
secure tables allocated to process groups
Each of the report sections provide historical data relating to when the allocations were
enabled or disabled.
The report can be generated for
a specific security group, process group, or secure table.
Note: The Subledger Security: Allocation Status Report maps to the Maintain
Allocations window.
Subledger Security: Group Status Report
The Subledger Security: Group Status Report displays information on all groups
defined in the Subledger Security system. This report maps to the Maintain Groups
window.
Subledger Security Report Procedures 47-1
The report provides the following information:
•
lists all security groups and process groups
•
description
•
indicates enabled or disabled state
•
deletion dates
•
security history of the group
Subledger Security: Grouped Secure Tables Report
The Subledger Security: Grouped Secure Tables Report displays all security groups
with currently secured tables. This report maps to the distinct table information in the
Maintain Allocations window.
Subledger Security: Object Status Report
The Subledger Security: Object Status Report displays the current status of all Subledger
Security objects required to implement security on a secured database table. The
Subledger Security: Object Status Report enables the system administrator to identify
and resolve security problems.
The Subledger Security: Object Status Report provides the following information:
•
corresponding Subledger Security table name for each secure database table
•
policy on the secure table
•
policy function used by the policy
•
database trigger on the secure table
•
index on secure table
•
synonym for secure table
•
grants required for secure table
Subledger Security: Secure Tables Status Report
The Subledger Security: Secure Tables Status Report lists all database tables that require
security. The Subledger Security: Secure Tables Status Report maps to the Maintain
Tables window.
The Subledger Security: Secure Tables Status Report lists all Oracle database table
47-2 Oracle Public Sector Financials (International) User Guide
names with the database table owner, descriptions, and the Subledger Security table
name. This report provides information on various security information states.
Historical information is also displayed.
Subledger Security: Security Group Consolidations Report
The Subledger Security: Security Group Consolidations Report provides information
relating to security group consolidations and enables an organization to reconcile
business unit structure changes.
The Subledger Security: Security Group Consolidations Report shows child security
groups consolidated in the parent security group. Historical information is also
provided, indicating when the consolidations took place.
Subledger Security: User Allocation Status Report
The Subledger Security: User Allocation Status Report enables an organization to view
the functional changes required and the impact of the changes when a security policy or
business change is required.
This report displays information relating to a security group, indicating the
responsibilities that are associated with the security group and application users who
are using those responsibilities.
Subledger Security: Allocation Status Report
To generate the Subledger Security: Allocation Status Report, perform the following
steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Allocation Status Report from the list
of values.
4.
In the SLS Security Group Name field, enter a security group name or leave blank
to report on all security groups.
5.
In the Process Group Name field, enter a process group name or leave blank to
report on all process groups.
6.
In the Secure Table Name field, enter a secure table name or leave blank to report
on all secure tables.
Subledger Security Report Procedures 47-3
7.
To apply the parameters, click OK.
8.
To send the print request to the concurrent manager, click Submit Request.
9.
To submit another request, click Yes or to continue, click No.
10. View the request in the concurrent manager as follows:
View - Requests
Subledger Security: Group Status Report
To generate the Subledger Security: Group Status Report, perform the following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Group Status Report from the list of
values.
4.
In the SLS Group Type field, select a group type from the list of values or leave
blank to display all group types.
5.
In the SLS Group Name field, enter a group name or leave blank to display all
group names.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security: Grouped Secure Tables Report
To generate the Subledger Security: Grouped Secure Tables Report, perform the
following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
47-4 Oracle Public Sector Financials (International) User Guide
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Grouped Secure Tables Report from
the list of values.
4.
In the SLS Group Name field, enter a group name or leave blank to report on all
group names.
5.
In the Table Name field, enter a table name or leave blank to report on all table
names.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security: Object Status Report
To generate the Subledger Security: Object Status Report, perform the following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Object Status Report from the list of
values.
4.
In the Owner field, select the owner from the list or leave blank to report on all
owners.
5.
In the Secure Table Name field, enter a secure table name or leave blank to report
on all secure tables.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
Subledger Security Report Procedures 47-5
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security: Secure Tables Status Report
To generate the Subledger Security: Secure Tables Status Report, perform the following
steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Secure Tables Status Report from the
list of values.
4.
In the Owner field, select the owner from the list or leave blank to report on all
owners.
5.
In the Secure Table Name field, enter a secure table name or leave blank to report
on all secure tables.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security: Security Group Consolidations Report
To generate the Subledger Security: Security Group Consolidations Report, perform the
following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administration - Subledger Security - Subledger Security
Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: Security Group Consolidations Report
47-6 Oracle Public Sector Financials (International) User Guide
from the list of values.
4.
In the Source Group field, enter a source group name or leave blank to display all
source groups.
5.
In the Destination Group field, enter a destination group name or leave blank to
display all destination groups.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security: User Allocation Status Report
To generate the Subledger Security: User Allocation Status Report, perform the
following steps.
1.
Navigate to the Submit Request window as follows:
OPSF(I) System Administrator - Subledger Security - Subledger Security Reports
2.
Select the Single Request radio button.
3.
In the Name field, select Subledger Security: User Allocation Status Report from the
list of values
4.
In the SLS Security Group Name field, enter the security group name or leave blank
to report on all security groups.
5.
In the User Id field, enter a user identifier for a particular user or leave blank to
report on all users.
6.
To apply the parameters, click OK.
7.
To send the print request to the concurrent manager, click Submit Request.
8.
To submit another request, click Yes or to continue, click No.
9.
View the request in the concurrent manager as follows:
View - Requests
Subledger Security Report Procedures 47-7
A
Oracle Public Sector Financials
(International) Navigation Paths
Navigation
Public Sector Financials (International) Navigation Paths
Window
Navigation Path
Responsibility
Action Assignments
OPSF(I) Exchange Protocol > Setup >
Position Action Assignments
Payables Manager
Balanced Budget
Journals
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enter > Journal >
Extended Balanced Journal
GL Accrual
Budget History
Inquiry
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enquiry > History
GL Accrual
Budget Process
Impact
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enquiry > Budget
Process Impact Inquiry
GL Accrual
Commitment
Budgetary Control
Account Inquiry
Inquiry > Accounts
Contract Commitment
Oracle Public Sector Financials (International) Navigation Paths A-1
Window
Navigation Path
Responsibility
Commitment
Budgetary Control
Funds Available
Inquiry
Inquiry > Funds Available
Contract Commitment
Commitment
Budgetary Control
Journal Inquiry
Inquiry > Journal
Contract Commitment
Contract
Commitments
History Summary
Contract Commitments > History
Contract Commitment
Contract
Commitment
Summary
Contract Commitments > Summary
Contract Commitment
Contract
Commitments
Contract Commitments > Enter
Contract Commitment
Cross Charge
Receiver
Authorization
OPSF(I) General Ledger > OPSF(I) Internal
Trading > Approve Cross Charges
GL Accrual
Dialog Units
OPSF(I) Payables > OPSF(I) Exchange
Protocol > Dialog Units
Payables Manager
Dossier
OPSF(I) General Ledger > OPSF(I) Dossier >
Dossier Maintenance
GL Dossier
Dossier Hierarchy
Inquiry
OPSF(I) General Ledger > OPSF(I) Dossier >
Dossier Hierarchy Inquiry
GL Dossier
Dossier History
OPSF(I) General Ledger > OPSF(I) Dossier >
Dossier History
GL Dossier
Drill-Down Inquiry
OPSF(I) General Ledger > OPSF(I)
Hierarchical Drill-Down > Drill-Down
Inquiry
GL Accrual
Enter Charges
OPSF(I) General Ledger > OPSF(I) Internal
Trading > Enter Cross Charge
GL Accrual
A-2 Oracle Public Sector Financials (International) User Guide
Window
Navigation Path
Responsibility
Enter/Maintain CIS
Payment Vouchers
OPSF(I) Payables > OPSF(I) Construction
Industry Scheme > Maintain Payment
Vouchers
Payables Manager
Extended Account
Inquiry
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enquiry >
Extended Account Inquiry
GL Accrual
Extended Asset
Category Setup
OPSF(I) Assets > Setup > Extended Asset
Category
Fixed Assets
Extended
Depreciation
Projection
MHCA > Extended Depreciation Projection
Fixed Assets
Extended Mass
Revaluations
MHCA > Extended Mass Revaluations
Fixed Assets
Find Assets
OPSF(I) Inflation Accounting > Revaluation
Fixed Assets
View - Find
Find Cross Charges
OPSF(I) General Ledger > OPSF(I) Internal
Trading > Charge Summary
GL Accrual
Global Price Update
OPSF(I) Receivables > OPSF(I) Standing
Charges > Global Price Update
Receivables
Impact Budget
Process
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enquiry > Budget
Process Impact Enquiry
GL Accrual
Click Impact Details
Indexed Professional
Revaluation
OPSF(I) Inflation Accounting for Assets >
Revaluation
Fixed Assets
Inflation Accounting
- Projection
OPSF(I) Inflation Accounting for Assets >
Projection
Fixed Assets
Inflation Accounting
Options
OPSF(I) Inflation Accounting for Assets >
Setup > Inflation Accounting Options
Fixed Assets
Oracle Public Sector Financials (International) Navigation Paths A-3
Window
Navigation Path
Responsibility
Inflation Accounting:
Implementation Data
Preparation
OPSF(I) Inflation Accounting for Assets >
OPSF(I) Inflation Accounting
Implementation > Data Preparation
Parameters
Fixed Assets
Internal Contract
Commitment
Releases
Contract Commitments > Internal Releases
Contract Commitment
Modify Installment
Transactions
Summary
OPSF(I) Receivables > OPSF(I) Installment
Terms > Modify Installment Terms
Receivables
Setup: Extended
Price Indexes
OPSF(I) Assets > Setup > Extended Price
Indexes
Fixed Assets
Single Third Party Main
OPSF(I) Receivables > OPSF(I) Single Third
Party > Single Third Party Maintenance
Receivables
Single Third Party
Netting Balance
OPSF(I) Receivables > OPSF(I) Single Third
Party > Netting Balance
Receivables
Standing Charge
OPSF(I) Receivables > OPSF(I) Standing
Charges > Maintain Standing Charges
Receivables
Standing Charge
Items
OPSF(I) Receivables > OPSF(I) Standing
Charges > Maintain Items
Receivables
Submit Budget
Indexation
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enter > Indexation
GL Accrual
Submit Budget Next
Year Create
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enter > Next Year
Create
GL Accrual
Submit Budget
Reprofile
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enter > Reprofile
GL Accrual
Submit Netting
Batches
OPSF(I) Receivables > OPSF(I) Single Third
Party > Submit Netting Batches
Receivables
A-4 Oracle Public Sector Financials (International) User Guide
Window
Navigation Path
Responsibility
Submit Budget
Spreadsheet Extract
OPSF(I) Budgeting Extensions > Enter >
Spreadsheet
Contract Commitment
Submit Request
Reports > Run
Contract Commitment
Transmission Units
OPSF(I) Payables > OPSF(I) Exchange
Protocol > Transmission Units
Payables Manager
Unbalanced Budget
Journals
OPSF(I) General Ledger > OPSF(I)
Budgeting Extensions > Enter > Journal >
Extended Unbalanced Journal
GL Accrual
View and Authorize
Secondary Approvals
OPSF(I) Payables > OPSF(I) Secondary
Invoice Approval > Authorize SIA
Payables Manager
Related Topics
General Ledger Navigator Paths, Oracle General Ledger User Guide
Payables Navigator Paths, Oracle Payables User Guide
Receivables Navigation Paths, Oracle Receivables User Guide
Oracle Assets Navigation Paths, Oracle Assets User Guide
Oracle Public Sector Financials (International) Navigation Paths A-5
B
Commitment Model
Definition
The Contract Commitment and Commitment Budgetary Control features in Oracle
Public Sector Financials (International) are based on the Commitment Model. This
appendix describes the Commitment Model and shows how the Commitment Model is
applied.
Overview
The Commitment Model enables public sector organizations to manage their business
using dual budgetary control. Therefore, the Commitment Model requires both
commitment budgetary control and standard budgetary control.
The commitment budget represents the amount of encumbrances an organization is
willing to enter into in a given period. The standard budget represents the amount an
organization is willing to pay in a given period.
Commitment budgetary control measures encumbrance expenditure activity against the
commitment budget. Standard budgetary control measures encumbrance expenditure
activity and actual expenditure activity, which includes invoice and payment, against
the standard budget.
A fundamental principle of the Commitment Model is that all expenditure activity must
be encumbered before being paid. However, in standard budgetary control, not all
expenditure activity must be encumbered before being paid.
To begin to understand dual budgetary control and the impact of the Commitment
Model on standard budgetary control, this section provides an overview of the
following:
Standard Budgetary Control
This section describes how standard budgetary control currently works in Oracle
Commitment Model B-1
Financials. A standard budget represents the estimated amount of anticipated or
encumbered expenditures and actual expenditures. Standard budgetary control is based
on measuring expenditure activity against the standard budget. The diagram below
illustrates standard budgetary control expenditure activity.
Standard Budgetary Control Expenditure Activity Diagram
The Standard Budgetary Control Expenditure Activity Diagram, page B-2 shows the
following Expenditure Types:
•
Encumbrance Types
•
Actuals
The Standard Budgetary Control Expenditure Activity Diagram, page B-2 shows that
encumbered expenditure activity can progress through two stages, Commitment and
Obligation. The Provisional encumbrance type is a provisional contract commitment
that is created to set funds aside internally without creating a formal obligation or
contract. An Obligation encumbrance type is created when a third party contract is
entered.
Activities represented in the Actuals stage in the Standard Budgetary Control
Expenditure Activity Diagram, page B-2 are Invoice and Payment.
The Standard Budgetary Control Expenditure Activity Diagram, page B-2 shows a
confirmed contract commitment representing a formal contract with a third party. It is
only when an Obligation encumbrance type is created that an invoice can be matched to
the obligation and paid. Matching an invoice to an Obligation encumbrance type
liquidates the encumbrance and records an actual. In standard budgetary control,
invoices can be paid without encumbering funds, and an invoice is not required for
payment.
The diagram below shows the scenarios possible in standard budgetary control.
B-2 Oracle Public Sector Financials (International) User Guide
Standard Budgetary Control Scenarios Diagram
The Standard Budgetary Control Scenarios Diagram, page B-3 illustrates the following
standard budgetary control scenarios:
•
Scenario 1 corresponds to the scenario shown in the Standard Budgetary Control
Expenditure Activity Diagram, page B-2 where payment is made with expenditure
activity progressing through Commitment and Obligation encumbrance types and
invoice matching to an encumbrance.
•
In Scenario 2, payment is made without a Commitment encumbrance type.
•
In Scenario 3, payment is made without any encumbrance.
Commitment Budgetary Control
Commitment Budgetary Control focuses on the encumbrance expenditure activity. The
expenditure activity type Actuals does not factor into commitment budgetary control.
Commitment budgetary control is attained by measuring encumbrance activity against
the commitment budget.
The diagram below shows commitment budgetary control expenditure activity. The
encumbrance types include Commitment and Actuals. The Provisional Contract
Commitment is shown as a Commitment encumbrance type and the Confirmed
Contract Commitment is shown as an Obligation encumbrance type.
Commitment Model B-3
Commitment Budgetary Control Expenditure Activity Diagram
Within Commitment Budgetary Control, expenditure activity must progress through
the two encumbrance types, Commitment and Actual. The Commitment encumbrance
type includes encumbrances for the following:
•
third party contract commitments in negotiation
•
internal contract commitments in planning
The Actual encumbrance type includes encumbrances for the following:
•
third party contract commitments
•
confirmed internal contract commitments
The diagram below shows the scenario possible in Commitment Budgetary Control in
which the Commitment encumbrance type can be transitioned to an Actual
encumbrance type.
B-4 Oracle Public Sector Financials (International) User Guide
Commitment Budgetary Control Scenario Diagram
An Obligation encumbrance type in standard budgetary control encumbers only formal
contracts with a third party, whereas an Actual encumbrance type in commitment
budgetary control includes the third party obligation and a confirmed internal contract
commitment that covers an expenditure, such as office supplies, where no formal
contract with a supplier exists.
Dual Budgetary Control
Standard budgetary control provides complete budgetary control while commitment
budgetary control provides budgetary control solely on the encumbrance activity.
Therefore, both standard budgetary control and commitment budgetary control must
be enabled to support the commitment budget.
With the Commitment Model, all expenditure activity must be encumbered before
payment and all expenditure activity is checked against standard budgetary control and
commitment budgetary control. As a result, the definition for the secondary
encumbrance type in standard budgetary control, obligation, must be broadened.
The diagram below shows the standard budgetary control expenditure activity with the
Commitment Model.
Commitment Model B-5
Standard Budgetary Control Expenditure Activity, Commitment Model Diagram
In the Standard Budgetary Control Expenditure Activity, Commitment Model Diagram,
page B-6, the Commitment encumbrance type is unchanged. It continues to represent
third party contract commitments in negotiation and contract commitments in planning
that can be converted into a Confirmed encumbrance type without a formal obligation.
In the Standard Budgetary Control Expenditure Activity, Commitment Model Diagram,
page B-6, the Obligation encumbrance type referred to in the Standard Budgetary
Control Expenditure Activity Diagram, page B-2 has been broadened to a Confirmed
encumbrance type. In addition to representing third party contract commitments that
invoices can be matched against, this confirmed encumbrance type represents
confirmed internal contract commitments where there is no formal obligation with a
third party. The confirmed internal contract commitment represents internally
encumbered funds that invoices can be matched against.
In the Standard Budgetary Control Expenditure Activity, Commitment Model Diagram,
page B-6, the Invoice and Payment actuals remain the same as in regular standard
budgetary control.
The diagram below depicts the scenario in which standard budgetary control
encumbers all expenditure activity and can therefore be used with the Commitment
Model. It progresses from Encumbrance Provisional to Encumbrance Confirmed to
Invoice and ends with Payment.
B-6 Oracle Public Sector Financials (International) User Guide
Standard Budgetary Control Scenario, Commitment Model Diagram
The diagram below compares the Standard Model that includes standard budgetary
control with the Commitment Model that includes dual budgetary control.
Standard Model and Commitment Model Comparison
The Standard Model and Commitment Model Comparison diagram, page B-7 shows
the following:
•
Standard Model that includes the scenarios for standard budgetary control shown
in the Standard Budgetary Control Scenarios diagram, page B-3
•
Commitment Model that includes the scenario for standard budgetary control
Commitment Model B-7
shown in the Standard Budgetary Control Scenario, Commitment Model diagram,
page B-7 and the scenario for commitment budgetary control shown in the
Commitment Budgetary Control Scenario diagram, page B-5.
Contract Commitment Feature
The major objectives in the Contract Commitment feature design are as follows:
•
Contract Commitment supports the encumbrance of contract activity from a
contract perspective. Users can enter into contract commitment activity without the
manufacturing type data required in Oracle Purchasing.
•
Contract Commitment supports the Commitment Model, which means that it
supports dual budgetary control.
Contract Commitment Module without Commitment Budgetary Control
The Contract Commitment feature supports organizations that must encumber
contracts. Contract Commitment coexists with Purchasing giving organizations the
opportunity to use Purchasing for inventory-related activity while using Contract
Commitment for contract related activity.
The diagram below shows how the Contract Commitment feature without
Commitment Budgetary Control integrates with Oracle Financials, and the Contract
Commitment Module without Commitment Budgetary Control table, page B-10
describes the Contract Commitment feature without Commitment Budgetary Control
diagram.
B-8 Oracle Public Sector Financials (International) User Guide
Contract Commitment Module without Commitment Budgetary Control Diagram
Commitment Model B-9
Contract Commitment Module without Commitment Budgetary Control
Reference
Number
Name
Type
From
To
Description
1
Standard
Budgetary
Control (SBC)
Information
Interface
Oracle General
Ledger
Oracle Payables
standard
budgetary
control
information
resulting from
either a request
to check funds
available or the
recording of
invoice activity,
actuals
2
Standard Actual
Activity
Interface
Oracle Payables
Oracle General
Ledger
transfer of
invoice activity,
actuals
3
Check Funds
Interface
Oracle Payables
Oracle General
Ledger
perform funds
check against
standard budget
for invoice
activity, actuals
4
SBC Information
Interface
Oracle General
Ledger
Contract
commitment
standard
budgetary
control
information
resulting from
either a request
to check funds
available or the
reservation of
contract
commitment
activity,
encumbrances
5
Standard
Encumbrance
Activity
Interface
Contract
Commitment
Oracle General
Ledger
transfer of
contract
commitment
activity,
encumbrances
B-10 Oracle Public Sector Financials (International) User Guide
Reference
Number
Name
Type
From
To
Description
6
Check Funds
Interface
Contract
Commitment
Oracle General
Ledger
perform funds
check against
standard budget
for contract
commitments,
encumbrances
7
Matching
Integration
Oracle Payables
Contract
Commitment
matching of
prepayment or
invoices to
confirmed
contract
commitments
8
View Contract
Commitment
Data
Reference
Oracle Projects
Contract
Commitment
view of contract
commitment
data
9
Contract
Information
Interface
Oracle Contracts
Contract
Commitment
transfer of
contract
information,
future
10
SBC Information
Interface
Oracle General
Ledger
Oracle
Purchasing
standard
budgetary
control
information
resulting from
either a request
to check funds
available or the
reservation of
requisitions and
purchase orders,
encumbrances
11
Standard
Encumbrance
Activity
Interface
Oracle
Purchasing
Oracle General
Ledger
transfer of
requisition and
purchase order
activity,
encumbrances
Commitment Model B-11
Reference
Number
Name
Type
From
To
Description
12
Check Funds
Interface
Oracle
Purchasing
Oracle General
Ledger
perform funds
check against
standard budget
for requisitions
or purchase
orders,
encumbrances
13
View Purchasing
Data
Reference
Oracle Projects
Oracle
Purchasing
view of
purchasing data
14
Matching
Integration
Oracle Payables
Oracle
Purchasing
matching of
prepayments or
invoices to
purchase orders
Contract Commitment Module with Commitment Budgetary Control
The Commitment Budgetary Control feature is designed to maintain budgetary control
for the Commitment Model. Commitment Budgetary Control only addresses a
subcomponent of standard budgetary control. Therefore, if the Commitment Model is
implemented, complete budgetary control can only be accomplished with the
simultaneous use of standard budgetary control.
The diagram below shows how the Contract Commitment and Commitment Budgetary
Control features integrate with Oracle Financials, and the Contract Commitment
Module with Commitment Budgetary Control table, page B-13 describes the Contract
Commitment feature with Commitment Budgetary Control diagram. Note that process
steps 10 through 14 in the Contract Commitment Module without Commitment
Budgetary Control diagram, page B-9, do not exist in the Contract Commitment Module
with Commitment Budgetary Control diagram, page B-13.
B-12 Oracle Public Sector Financials (International) User Guide
Contract Commitment Module with Commitment Budgetary Control Diagram
Contract Commitment Module With Commitment Budgetary Control
Reference
Number
Name
Type
From
To
Description
1
Standard
Budgetary
Control (SBC)
Information
Interface
Oracle General
Ledger
Oracle Payables
standard
budgetary
control
information
resulting from a
request to check
funds available
or the recording
of invoice
activity, actuals
Commitment Model B-13
Reference
Number
Name
Type
From
To
Description
2
Standard Actual
Activity
Interface
Oracle Payables
Oracle General
Ledger
transfer of
invoice activity,
actuals
3
Check Funds
Interface
Oracle Payables
Oracle General
Ledger
perform funds
check against
standard budget
for invoice
activity, actuals
4
SBC Information
Interface
Oracle General
Ledger
Contract
Commitment
standard
budgetary
control
information
resulting from
either a request
to check funds
available or the
reservation of
contract
commitment
activity,
encumbrances
5
Standard
Encumbrance
Activity
Interface
Contract
Commitment
Oracle General
Ledger
transfer of
contract
commitment
activity,
encumbrances
6
Check Funds
Interface
Contract
Commitment
Oracle General
Ledger
perform funds
check against
standard budget
for contract
commitments,
encumbrances
7
Matching
Integration
Oracle Payables
Contract
Commitment
matching of
prepayment or
invoices to
confirmed
contract
commitments
B-14 Oracle Public Sector Financials (International) User Guide
Reference
Number
Name
Type
From
To
Description
8
View Contract
Commitment
Data
Reference
Oracle Projects
Contract
Commitment
view of contract
commitment
data
9
Contract
Information
Interface
Oracle Contracts
Contract
Commitment
transfer of
contract
information,
future
15
SBC Information
Interface
Oracle General
Ledger
Oracle Public
Sector Budgeting
standard
budgetary
control
information
resulting from
either a request
to check funds
available or the
recording of
standard budget
activity
16
Standard
Encumbrance
Activity
Interface
Oracle Public
Sector Budgeting
Oracle General
Ledger
transfer of
standard budget
activity
17
Check Funds
Interface
Oracle Public
Sector Budgeting
Oracle General
Ledger
perform funds
check against
standard budget
activity
18
Commitment
Budgetary
Control (CBC)
Information
Interface
Commitment
Budgetary
Control
Oracle Public
Sector Budgeting
commitment
budgetary
control
information
resulting from
either a request
to check funds
available or the
recording of
commitment
budget activity
Commitment Model B-15
Reference
Number
Name
Type
From
To
Description
19
Commitment
Budget Activity
Interface
Oracle Public
Sector Budgeting
Commitment
Budgetary
Control
transfer of
commitment
budget activity
20
Check Funds
Interface
Oracle Public
Sector Budgeting
Commitment
Budgetary
Control
perform funds
check against
commitment
budget activity
21
CBC Information
Interface
Commitment
Budgetary
Control
Contract
Commitment
commitment
budgetary
control
information
resulting from
either a request
to check funds
available or the
recording of
contract
commitment
activity,
encumbrances
and actuals
22
Commitment
Encumbrance
and Actual
Activity
Interface
Contract
Commitment
Commitment
Budgetary
Control
transfer of
contract
commitment
activity,
encumbrances
and actuals
23
Check Funds
Interface
Contract
Commitment
Commitment
Budgetary
Control
perform funds
check against
commitment
budget for
contract
commitments
B-16 Oracle Public Sector Financials (International) User Guide
C
Reporting Currency Transactions to General
Ledger and Commitment Budgetary Control
Process
Definition
This appendix addresses generation of reporting currency information for Commitment
Budgetary Control (CBC) and standard budgetary control (SBC) when reporting
currency is installed.
Overview
When Contract Commitment transactions are entered, the transactions are converted to
the reporting functional currency at the time of original entry if functional currency is
enabled. The ledger currency amounts and their associated reporting currency amounts
are stored together in Contract Commitment. The transactions are posted to General
Ledger in both the primary set of books and the reporting set of books.
The reporting currency is a currency other than the ledger currency for which report
accounting data is required. A ledger for each of the reporting currencies must be
defined.
For information on defining a ledger, see Defining Ledgers, Oracle General Ledger User's
Guide.
When a user enters transactions, reporting currency converts the transactions into
ledger currency and each of the user's reporting currencies as shown in the table below.
Reporting Currency Transactions to General Ledger and Commitment Budgetary Control Process C-1
Reporting Currency Transaction Conversion
Transaction Type
Description
Ledger Currency Transactions
All transactions denominated in the user's
ledger currency are recorded in this currency.
The transactions are also converted to each of
the user's reporting currency.
Foreign Currency Transactions
Transactions denominated in a foreign
currency are converted automatically to the
user's ledger currency and to each reporting
currency.
Creating Commitment Budgetary Control Journal Entry Lines in Reporting
Currency
The trigger for CBC to generate CBC Journal Entry (JE) lines in the reporting currency is
when the status of the ledger CBC JE lines changes from T for Temporary to P for
Permanent. The ledger CBC JE lines are now permanent records, which means that the
Funds Check for Funds Reservation passed in both CBC and SBC.
Based on General Ledger Conversion Rules, an API creates CBC JE Batches and CBC JE
Lines in the IGC_CBC_MC_JE_BATCHES and IGC_CBC_ME_JE_LINES tables,
respectively, for each reporting currency associated with the ledger.
C-2 Oracle Public Sector Financials (International) User Guide
D
Contract Commitment Legacy Conversion
Procedures
Definition
The Contract Commitment feature provides a one-time migration of legacy information
to Contract Commitment.
Overview
There are two phases to the migration process. In the first phase, users identify
requirements for converting legacy data into contract commitment tables. Converting
data into the contract commitment tables allows Contract Commitment to generate
Required information, such as the CC Header ID, which is a not null field in CBC JE
Lines and can be used later for audit purposes.
The second major conversion phase includes two subphases. In the first subphase,
legacy account line data is converted for CBC JE Batches and CBC JE Lines. The second
subphase includes converting all payment forecast legacy data into GL JE Batches, GL
JE Headers, and GL JE Lines and updating GL Balances.
Users define the amount of detail or summarization of detail to be converted. Users can
decide to convert data at the beginning of a new fiscal year or during the fiscal year.
Converting at the beginning of the fiscal year allows for a clean break from the legacy
application to the new application. Converting legacy data at the beginning of the fiscal
year allows users to enter any contract commitments from day one of the new fiscal
year.
Converting during the fiscal year may not provide a clean break, but by converting the
legacy periods to the same periods in the new application, the end result can be the
same as if conversion took place at the beginning of the fiscal year.
Contract Commitment Legacy Conversion Procedures D-1
Legacy Conversion Process Flow Diagram
The diagram below shows the Open Interface Table process, the Commitment
Budgetary Control Open Interface Table process, and the General Ledger Interface
Table process. These processes are described in the following sections.
D-2 Oracle Public Sector Financials (International) User Guide
Legacy Conversion Process Flow Diagram
Legacy Conversion to Contract Commitment Tables
The CC Open Interface includes the following tables:
•
CC Headers Interface Table
•
CC Account Lines Interface Table
Contract Commitment Legacy Conversion Procedures D-3
•
CC Detail Payment Forecast Interface Table
Legacy conversion to contract commitment tables includes the following tasks:
•
identify legacy data to be converted
•
identify any validation rules associated with the conversion of each state of the
contract
•
generate Conversion Exception Report to identify any exceptions due to validation
error or to let users know that no exceptions were found
•
update Oracle Purchasing tables for Confirmed and Approved legacy data.
•
call Oracle Projects API to create encumbrances for contract commitments linked to
projects.
CC API
The CC API performs the following tasks:
•
initiates the validation of the CC Headers Interface, CC Account Line Interface, and
CC Detail Payment Forecast Lines Interface tables
•
provides exception report
•
inserts records into CC Headers table, CC Account Lines table, CC Detail Payment
Forecast table, and CC Actions table
Note: If there are contract commitments linked to projects from Oracle Projects and
encumbrance accounting is enabled, the PRC: Maintain Budgetary Control Balances
process must be run to update the project budget. For information on this process, see
Oracle Projects User's Guide.
Legacy Conversion to Commitment Budgetary Control Tables
The CC Open Interface Table format provided the basis for the CBC Open Interface
table, which is used for converting legacy data to CBC JE Batches and CBC JE Lines. The
CC Open Interface table provides information for CBC JE Batches and CBC JE Lines for
all new contract information created in contract commitment.
The CBC Open Interface is used to convert Provisional and Confirmed contracts that
qualify based on the criteria described in the contract commitment tables.
An API is used to perform validations on data entered in the CBC Open Interface table
and insert converted legacy data into CBC JE Batches and CBC JE Lines table.
Before converting CBC legacy information, contract commitment legacy data must be
converted and recorded in the CC Headers table, the CC Account Line table, and the
Detail Payment Forecast table.
D-4 Oracle Public Sector Financials (International) User Guide
CBC API
The CBC API performs the following tasks:
•
validates data entered into the CBC Open Interface table
•
inserts records into CBC JE Batches and CBC JE Lines
•
creates a unique batch for each period of data entered into the CBC Open Interface
Table
Conversion records inserted into CBC JE Batches and CBC JE Lines with the status
Permanent must not be deleted from the table.
Reference fields 1 through 4 are reserved for CBC and SBC reference information to link
transaction information back to a particular contract. If additional reference information
is required by users beyond what is in reference fields 1 through 4, then reference fields
5 through 10 can be used for this purpose.
Legacy Conversion to Standard Budgetary Control (SBC), General Ledger
The GL Interface table format provides the basis for converting legacy data to General
Ledger. Through the GL Import process the GL Interface table data is validated.
The GL Interface Table format is the means for entering SBC legacy data into General
Ledger.
Related Topics
Contract Commitment Legacy Open Interface Program in the Integration Repository
(http://www-apps.us.oracle.com:1100/irep/).
Commitment Budgetary Control Legacy Open Interface Program in the Integration
Repository (http://www-apps.us.oracle.com:1100/irep/).
CC Headers Interface Table
CC Headers Interface Table
Columns
NULL
Type
INTERFACE_HEADER_I
D
NOT NULL
NUMBER
ORG_ID
NOT NULL
NUMBER(15)
Comments
Contract Commitment Legacy Conversion Procedures D-5
Columns
NULL
Type
Comments
CC_TYPE
NOT NULL
VARCHAR2(1)
Includes S for Standard, C
for Cover, and R for
Release
VARCHAR2(20)
User-entered unique
contract number. This can
be contract number
currently used in the
legacy.
NUMBER
User-entered contract
version number. If user
does not enter contract
version number, contract
commitment defaults to 1
as the contract version
number when converting.
NUMBER
User-derived number;
provides the link of Cover
to Releases
CC_NUM
CC_VERSION_NUM
NOT NULL
INTERFACE_PARENT_H
EADER_ID
CC_STATE
NOT NULL
VARCHAR2(2)
CC_CTRL_STATUS
NOT NULL
VARCHAR2(1)
CC_ENCMBRNC_STATU
S
CC_APPRVL_STATUS
VARCHAR2(1)
NOT NULL
VARCHAR2(2)
VENDOR_ID
NUMBER
Required if Confirmed;
optional if Provisional
VENDOR_SITE_ID
NUMBER
Required if Confirmed;
optional if Provisional
VENDOR_CONTACT_ID
NUMBER
Required if Confirmed;
optional if Provisional
TERM_ID
NUMBER(15)
Required if Confirmed;
optional if Provisional
D-6 Oracle Public Sector Financials (International) User Guide
Columns
NULL
LOCATION_ID
SET_OF_BOOKS_ID
NOT NULL
Type
Comments
NUMBER(15)
Required if Confirmed;
optional if Provisional
NUMBER(15)
CC_ACCT_DATE
DATE
CC_DESC
VARCHAR2(240)
CC_START_DATE
DATE
CC_END_DATE
DATE
CC_OWNER_USER_ID
NOT NULL
NUMBER(15)
CC_PREPARER_USER_ID
NOT NULL
NUMBER(15)
CURRENCY_CODE
VARCHAR2(15)
CONVERSION_TYPE
VARCHAR2(30)
CONVERSION_DATE
DATE
CONVERSION_RATE
NUMBER
LAST_UPDATE_DATE
DATE
LAST_UPDATED_BY
NUMBER
LAST_UPDATE_LOGIN
NUMBER
CREATED_BY
NUMBER
CREATION_DATE
DATE
CC_CURRENT_USER_ID
NUMBER(15)
WF_ITEM_TYPE
VARCHAR2(8)
WF_ITEM_KEY
VARCHAR2(240)
Contract Commitment Legacy Conversion Procedures D-7
Columns
NULL
Type
CONTEXT
VARCHAR2(30)
ATTRIBUTE1
VARCHAR2(150)
ATTRIBUTE2
VARCHAR2(150)
ATTRIBUTE3
VARCHAR2(150)
ATTRIBUTE4
VARCHAR2(150)
ATTRIBUTE5
VARCHAR2(150)
ATTRIBUTE6
VARCHAR2(150)
ATTRIBUTE7
VARCHAR2(150)
ATTRIBUTE8
VARCHAR2(150)
ATTRIBUTE9
VARCHAR2(150)
ATTRIBUTE10
VARCHAR2(150)
ATTRIBUTE11
VARCHAR2(150)
ATTRIBUTE12
VARCHAR2(150)
ATTRIBUTE13
VARCHAR2(150)
ATTRIBUTE14
VARCHAR2(150)
ATTRIBUTE15
VARCHAR2(150)
BATCH
PROCESS STATUS
NOT NULL
Comments
NUMBER
User-defined number
VARCHAR2(1)
New column; for future
use
D-8 Oracle Public Sector Financials (International) User Guide
CC Headers Column Validations and Destinations
Column
Validation
Destination
INTERFACE_HEADER_ID
INTERFACE_HEADER_ID is
unique in the table.
No destination
ORG_ID
Organization identifier must be the
same as the organization identifier
of the person logged on.
IGC_CC_HEADERS.ORG_ID
CC_TYPE
Valid contract commitment types
are C for Cover, S for Standard, and
R for Release.
IGC_CC_HEADERS.CC_TYPE
CC_NUM
CC_NUM is unique in table per
ORG_ID.
IGC_CC_HEADERS.CC_NUM
CC_VERSION_NUM
If CC_VERSION_NUM is NOT
NULL, then use
CC_VERSION_NUM NOT NULL
value and increment by 1. If
CC_VERSION_NUM is NULL, then
use 1 as default value for
CC_VERSION_NUM.
IGC_CC_HEADERS.CC_VERSION_
NUM
INTERFACE_PARENT_HEADER_I
D
If contract commitment type is R,
then Interface Parent Header ID
cannot be NULL. If CC type is C or
S, then Interface Parent Header ID
must be NULL.
No destination
CC_STATE
Valid states to be converted are PR
for Provisional, CM for Confirmed,
and CT for Completed.
IGC_CC_HEADERS.CC_STATE
CC_CTRL_STATUS
Valid control statuses are C for
Closed, E for Entered, or O for
Open. If contract commitment status
is O, then the contract commitment
state must be CM for Confirmed,
and the CC Approval Status must be
AP for Approved.
IGC_CC_HEADERS.CC_CTRL_STA
TUS
Contract Commitment Legacy Conversion Procedures D-9
Column
Validation
Destination
CC_ENCMBRNC_STATUS
Valid statuses are C for Confirmed
and Encumbered, N for Not
encumbered, and P for Provisional
and Encumbered.
IGC_CC_HEADERS.CC_ENCMBR
NC_STATUS
If Dual Budgetary Control is not
enabled and the contract
commitment state is PR, Provisional,
then valid encumbrance status is N.
If Dual Budgetary Control is enabled
and the contract commitment state is
PR, then valid encumbrance statuses
are N or P.
If Dual Budgetary Control is enabled
and the contract commitment state is
CM, then valid encumbrance
statuses are N or C.
If the contract commitment state is
CM and CC Approval Status is AP,
then the only valid encumbrance
status is C.
CC_APPRVL_STATUS
Valid statuses are IN for Incomplete
and AP for Approved.
IGC_CC_HEADERS.CC_APPRVL_S
TATUS
VENDOR_ID
Validate Vendor ID against the
PO_VENDORS table to ensure that
the Vendor ID exists in the table.
IGC_CC_HEADERS.VENDOR_ID
Validate Vendor ID is active.
ENABLED_FLAG = Y
If the contract commitment state is
CM for Confirmed, then Vendor ID
is Required.
D-10 Oracle Public Sector Financials (International) User Guide
Column
Validation
Destination
VENDOR_SITE_ID
Validate Vendor Site ID against the
PO_VENDOR_SITES_ALL table to
ensure that the Vendor site identifier
exists in the table.
IGC_CC_HEADERS.VENDOR_SITE
_ID
Validate Vendor Site ID is active.
PURCHASING_SITE_FLAG = Y
If the contract commitment state is
CM for Confirmed, then Vendor Site
ID is Required.
VENDOR_CONTACT_ID
Validate Vendor Contact ID against
the PO_VENDOR_CONTACTS
table to ensure that the Vendor
contact identifier exists in the table.
IGC_CC_HEADERS.VENDOR_CO
NTACT_ID
Validate Vendor Contact ID is
active.
If Vendor ID is NULL, then this field
must be NULL.
TERM_ID
Terms must be validated against the
AP_TERMS_VAL_V view.
IGC_CC_HEADERS.TERM_ID
LOCATION_ID
Validate Location ID against the
HR_LOCATIONS table to ensure
that the Location ID exists in the
table.
IGC_CC_HEADERS.LOCATION_I
D
Validate Location ID is active, where
BILL_TO_SITE_FLAG = Y.
If Vendor identifier is NULL, then
this field must be NULL.
SET_OF_BOOKS_ID
Validate the Set of Books identifier;
must be the Set of Books identifier of
the person logged on.
IGC_CC_HEADERS.SET_OF_BOOK
S_ID
Contract Commitment Legacy Conversion Procedures D-11
Column
Validation
Destination
CC_ACCT_DATE
Validate that Account Date is on or
between the State and End Date of
the Contract. Account Date must fall
within an open or future enterable
period.
IGC_CC_HEADERS.CC_ACCT_DA
TE
Validate that Account Date is within
the defined calendar.
CC_DESC
No validation.
IGC_CC_HEADERS.CC_DESC
CC_START_DATE
Start Date must be less than or equal
to End Date.
IGC_CC_HEADERS.CC_START_D
ATE
If commitment type is Release, then
the entered Start Date must be
within the start and end date for the
corresponding Cover commitment.
If commitment type is Cover, then
Start Date must be less than or equal
to the minimum start date of all its
releases.
CC_END_DATE
If commitment type is Release, then
the entered End Date must be within
the start and end date for the
corresponding Cover commitment.
If commitment type is Cover, then
the End Date must be greater than
or equal to the maximum end date
for all its releases.
IGC_CC_HEADERS.CC_END_DAT
E
CC_OWNER_USER_ID
Employee identification corresponds
to the owner or employee.
Mandatory. Employee must be
active.
IGC_CC_HEADERS.CC_OWNER_
USER_ID
CC_PREPARER_USER_ID
User identification corresponds to
the owner or employee. Mandatory.
Default value corresponds to
FND_PROFILE.USER_ID.
IGC_CC_HEADERS.CC_PREPARE
R_USER_ID
D-12 Oracle Public Sector Financials (International) User Guide
Column
Validation
Destination
CURRENCY_CODE
Validate that currency code is the
currency for the Set of Books
identifier.
IGC_CC_HEADERS.CURRENCY_C
ODE
If the cover contract commitment is
in nonfunctional currency, then all
related releases must be entered
using the same nonfunctional
currency.
CONVERSION_TYPE
NULL; no validation.
IGC_CC_HEADERS.CONVERSION
_TYPE
CONVERSION_DATE
NULL; no validation.
IGC_CC_HEADERS.CONVERSION
_DATE
CONVERSION_RATE
NULL; no validation.
IGC_CC_HEADERS.CONVERSION
_RATE
LAST_UPDATE_DATE
No validation.
IGC_CC_HEADERS.LAST_UPDAT
E_DATE
LAST_UPDATED_BY
No validation.
IGC_CC_HEADERS.LAST_UPDAT
ED_BY
LAST_UPDATE_LOGIN
No validation.
IGC_CC_HEADERS.LAST_UPDAT
E_LOGIN
CREATED_BY
Validate if creator is valid Oracle
user.
IGC_CC_HEADERS.CREATED_BY
CREATION_DATE
No validation.
IGC_CC_HEADERS.CREATION_D
ATE
CC_CURRENT_USER_ID
User identification corresponding to
the owner or employee. Mandatory.
Default value corresponds to
FND_PROFILE-USER_ID.
IGC_CC_HEADERS.CC_CURRENT
_USER_ID
WF_ITEM_TYPE
No validation.
IGC_CC_HEADERS.WF_ITEM_TYP
E
Contract Commitment Legacy Conversion Procedures D-13
Column
Validation
Destination
WF_ITEM_KEY
No validation.
IGC_CC_HEADERS.WF_ITEM_KE
Y
CONTEXT
No validation.
IGC_CC_HEADERS.CONTEXT
ATTRIBUTE1-ATTRIBUTE 15
No validation.
IGC_CC_HEADERS.ATTRIBUTE1 IGC_CC_HEADERS.ATTRIBUTE15
CC Account Lines Interface Table
CC Account Lines Interface Table
Columns
NULL
Type
Comments
INTERFACE_HEADER_I
D
NOT NULL
NUMBER
User-derived number
INTERFACE_ACCT_LINE
_ID
NOT NULL
NUMBER
User-derived number
INTERFACE_PARENT_H
EADER_ID
NUMBER
User-derived number;
provides the link of Cover
to Releases
INTERFACE_PARENT_A
CCT-LINE_ID
NUMBER
CC_CHARGE_CODE_CO
MBINATION_ID
NUMBER(15)
CC_ACCT_LINE_NUM
NOT NULL
NUMBER
CC_BUDGET_CODE_CO
MBINATION_ID
NUMBER(15)
CC_ACCT_ENTERED_A
MT
NUMBER
D-14 Oracle Public Sector Financials (International) User Guide
Columns
NULL
Type
CC_ACCT_FUNC_AMT
NUMBER
CC_ACCT_DESC
VARCHAR2(240)
CC_ACCT_BILLED_AMT
NUMBER
CC_ACCT_UNBILLED_A
MT
NUMBER
CC_ACCT_TAXABLE_FL
AG
VARCHAR2(1)
TAX_ID
NUMBER(15)
CC_ACCT_ENCMBRNC_
AMT
NUMBER
CC_ACCT_ENCMBRNC_
DATE
DATE
CC_ACCT_ENCMBRNC_
STATUS
VARCHAR2(1)
PROJECT_ID
NUMBER(15)
TASK_ID
NUMBER(15)
EXPENDITURE_TYPE
VARCHAR2(30)
EXPENDITURE_ORG_ID
NUMBER
EXPENDITURE_ITEM_D
ATE
VARCHAR2(150)
LAST_UPDATE_DATE
VARCHAR2(150)
LAST_UPDATED_BY
NUMBER
LAST_UPDATE_LOGIN
NUMBER
Comments
Recommend entering a
description
Contract Commitment Legacy Conversion Procedures D-15
Columns
NULL
Type
CREATION_DATE
VARCHAR2(150)
CREATED_BY
NUMBER
CONTEXT
VARCHAR2(30)
ATTRIBUTE1
VARCHAR2(150)
ATTRIBUTE2
VARCHAR2(150)
ATTRIBUTE3
VARCHAR2(150)
ATTRIBUTE4
VARCHAR2(150)
ATTRIBUTE5
VARCHAR2(150)
ATTRIBUTE6
VARCHAR2(150)
ATTRIBUTE7
VARCHAR2(150)
ATTRIBUTE8
VARCHAR2(150)
ATTRIBUTE9
VARCHAR2(150)
ATTRIBUTE10
VARCHAR2(150)
ATTRIBUTE11
VARCHAR2(150)
ATTRIBUTE12
VARCHAR2(150)
ATTRIBUTE13
VARCHAR2(150)
ATTRIBUTE14
VARCHAR2(150)
ATTRIBUTE15
VARCHAR2(150)
BATCH
PROCESS STATUS
NOT NULL
Comments
NUMBER
User-defined number
VARCHAR2(1)
New column; for future
use
D-16 Oracle Public Sector Financials (International) User Guide
CC Account Lines Column Validations and Destinations
Columns
Validation
Destination
INTERFACE_HEADER_ID
Validate that
INTERFACE_HEADER_ID exists in
the CC_HEADER_INTERFACE
table.
No destination
INTERFACE_ACCT_LINE_ID
Primary key for this table.
No destination
INTERFACE_PARENT_HEADER_I
D
If contract commitment type is R,
then Interface Parent Header cannot
be NULL.
No destination
If contract commitment type is C or
S, then Interface Parent Header must
be NULL.
INTERFACE_PARENT_ACCT-LIN
E_ID
If contract commitment type is R,
then Interface Account Line ID
cannot be NULL.
No destination
If contract commitment type is C or
S, then Interface Account Line ID
must be NULL.
CC_CHARGE_CODE_COMBINATI
ON_ID
Validate that Charge Code
Combination ID (CCID) exists in the
GL_CODE_COMBINATIONS table.
IGC_CC_ACCT_LINES.CC_CHAR
GE_CODE_COMBINATION_ID
Validate that the CCID is enabled.
If CCID End Date is not NULL, then
check Account Date against End
Date to ensure that it occurs on or
before the End Date. Account Dates
that occur after the End Date of the
CCID End Date must create an error
message.
CC_ACCT_LINE_NUM
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
LINE_NUM
Contract Commitment Legacy Conversion Procedures D-17
Columns
Validation
Destination
CC_BUDGET_CODE_COMBINATI
ON_ID
Validate that Budget Code
Combination ID (CCID) exists in the
GL_CODE_COMBINATIONS table.
IGC_CC_ACCT_LINES.CC_BUDGE
T_CODE_COMBINATION_ID
Validate that the CCID is enabled.
If CCID End Date is not NULL, then
check Account Date against End
Date to ensure that it occurs on or
before the End Date. Account Dates
that occur after the End Date of the
CCID End Date must create an error
message.
CC_ACCT_ENTERED_AMT
For cover type, must be greater than
or equal to the sum of
ACCT_ENTERED_AMT of related
releases.
IGC_CC_ACCT_LINES.CC_ACCT_
ENTERED_AMT
For cover type, must to equal to the
sum of DET_PF_ENTERED_AMT.
CC_ACCT_FUNC_AMT
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
FUNC_AMT
CC_ACCT_DESC
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
DESC
CC_ACCT_BILLED_AMT
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
BILLED_AMT
CC_ACCT_UNBILLED_AMT
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
UNBILLED_AMT
CC_ACCT_TAXABLE_FLAG
No validation.
IGC_CC_ACCT_LINES.CC_ACCT_
TAXABLE_FLAG
TAX_ID
No validation.
IGC_CC_ACCT_LINES.TAX_ID
CC_ACCT_ENCMBRNC_AMT
For encumbered contracts, this must
be equal to the ENTERED_AMT.
IGC_CC_ACCT_LINES.CC_ACCT_
ENCMBRNC_AMT
CC_ACCT_ENCMBRNC_DATE
Cannot be NULL for encumbered
contracts.
IGC_CC_ACCT_LINES.CC_ACCT_
ENCMBRNC_DATE
D-18 Oracle Public Sector Financials (International) User Guide
Columns
Validation
Destination
CC_ACCT_ENCMBRNC_STATUS
Must be the same as the header for
Cover and Standard.
IGC_CC_ACCT_LINES.CC_ACCT_
ENCMBRNC_STATUS
PROJECT_ID
Validated against
PA_PROJECTS_EXPEND_V.
IGC_CC_ACCT_LINES.PROJECT_I
D
TASK_ID
Validated against
PA_TASKS_ENPEND_V for the
entered PROJECT_ID.
IGC_CC_ACCT_LINES.TASK_ID
EXPENDITURE_TYPE
No validation.
IGC_CC_ACCT_LINES.EXPENDIT
URE_TYPE
EXPENDITURE_ORG_ID
No validation.
IGC_CC_ACCT_LINES.EXPENDIT
URE_ORG_ID
EXPENDITURE_ITEM_DATE
No validation.
IGC_CC_ACCT_LINES.EXPENDIT
URE_ITEM_DATE
LAST_UPDATE_DATE
No validation.
IGC_CC_ACCT_LINES.LAST_UPD
ATE_DATE
LAST_UPDATED_BY
No validation.
IGC_CC_ACCT_LINES.LAST_UPD
ATED_BY
LAST_UPDATE_LOGIN
No validation.
IGC_CC_ACCT_LINES.LAST_UPD
ATE_LOGIN
CREATION_DATE
No validation.
IGC_CC_ACCT_LINES.CREATION
_DATE
CREATED_BY
Valid USER_ID from FND_USER.
IGC_CC_ACCT_LINES.CREATED_
BY
CONTEXT
No validation.
IGC_CC_ACCT_LINES.CONTEXT
ATTRIBUTE1 - ATTRIBUTE15
No validation.
IGC_CC_ACCT_LINES.ATTRIBUTE
1IGC_CC_ACCT_LINES.ATTRIBUTE
15
Contract Commitment Legacy Conversion Procedures D-19
CC Detail Payment Forecast Interface Table
CC Detail Payment Forecast Interface Table
Columns
NULL
Type
Comments
INTERFACE_ACCT_LINE
_ID
NOT NULL
NUMBER
User-derived number
INTERFACE_DET_PF_LI
NE_ID
NOT NULL
NUMBER
User-derived number
CC_DET_PF_LINE_NUM
NOT NULL
NUMBER
User-derived number
INTERFACE_PARENT_A
CCOUNT_LINE_ID
NUMBER
Links cover to release
INTERFACE_PARENT_D
ET_PF_LINE_ID
NUMBER
Links cover to release
CC_DET_PF_ENTERED_
AMT
NUMBER
CC_DET_PF_FUNC_AMT
NUMBER
CC_DET_PF_DATE
DATE
CC_DET_PF_BILLED_AM
T
NUMBER
CC_DET_PF_UNBILLED_
AMT
NUMBER
CC_DET_PF_ENCMBRNC
_AMT
NUMBER
CC_DET_PF_ENCMBRNC
_STATUS
VARCHAR2(1)
ENCMBRNC_DATE
DATE
LAST_UPDATE_DATE
DATE
D-20 Oracle Public Sector Financials (International) User Guide
Functional currency
Columns
NULL
Type
LAST_UPDATED_BY
NUMBER
LAST_UPDATE_LOGIN
NUMBER
CREATION_DATE
DATE
CREATED_BY
NUMBER
CONTEXT
VARCHAR2(30)
ATTRIBUTE1
VARCHAR2(150)
ATTRIBUTE2
VARCHAR2(150)
ATTRIBUTE3
VARCHAR2(150)
ATTRIBUTE4
VARCHAR2(150)
ATTRIBUTE5
VARCHAR2(150)
ATTRIBUTE6
VARCHAR2(150)
ATTRIBUTE7
VARCHAR2(150)
ATTRIBUTE8
VARCHAR2(150)
ATTRIBUTE9
VARCHAR2(150)
ATTRIBUTE10
VARCHAR2(150)
ATTRIBUTE11
VARCHAR2(150)
ATTRIBUTE12
VARCHAR2(150)
ATTRIBUTE13
VARCHAR2(150)
ATTRIBUTE14
VARCHAR2(150)
ATTRIBUTE15
VARCHAR2(150)
Comments
Contract Commitment Legacy Conversion Procedures D-21
Columns
NULL
Type
Comments
BATCH
NUMBER
User-defined number
PROCESS STATUS
VARCHAR2(1)
New column; for future
use
CC Detail Payment Forecast Column Validations and Destinations
Columns
Validation
Destination
INTERFACE_ACCT_LINE_ID
Validate that
INTERFACE_ACCT_LINE_ID exists
in the
CC_ACCOUNT_LINE_INTERFACE
table.
No destination
INTERFACE_DET_PF_LINE_ID
Primary key for this table.
No destination
CC_DET_PF_LINE_NUM
No validation.
IGC_CC_DET_PF.CC_DET_PF_LIN
E_NUM
INTERFACE_PARENT_ACCOUNT
_LINE_ID
If contract commitment type is R,
then Interface Parent Account Line
ID cannot be NULL.
No destination
If contract commitment type is C or
S, then Interface Parent Account
Line ID must be NULL.
INTERFACE_PARENT_DET_PF_LI
NE_ID
If contract commitment type is R,
then Interface Parent Detail Payment
Forecast Line ID cannot be NULL.
No destination
If contract commitment type is C or
S, then Interface Parent Detail
Payment Forecast Line ID must be
NULL.
CC_DET_PF_ENTERED_AMT
In the case of cover contracts, it must
be greater than or equal to the sum
of ENTERED_AMT of related
releases.
D-22 Oracle Public Sector Financials (International) User Guide
IGC_CC_DET_PF.CC_DET_PF_ENT
ERED_AMT
Columns
Validation
Destination
CC_DET_PF_FUNC_AMT
No validation.
IGC_CC_DET_PF.CC_DET_PF_FU
NC_AMT
CC_DET_PF_DATE
Date must be for GL Open Period
and CC Open and Future Entry
periods.
IGC_CC_DET_PF.CC_DET_PF_DA
TE
If commitment type is Release, then
the entered date must be the same as
the Cover commitment; this is
mandatory.
If commitment type is not Release,
then the Detail Payment Forecast
Date is on or between the Start and
End Date of the contract.
CC_DET_PF_BILLED_AMT
No validation.
IGC_CC_DET_PF.CC_DET_PF_BIL
LED_AMT
CC_DET_PF_UNBILLED_AMT
No validation.
IGC_CC_DET_PF.CC_DET_PF_UN
BILLED_AMT
CC_DET_PF_ENCMBRNC_AMT
Must be the same as
ENTERED_AMT for encumbered
contracts.
IGC_CC_DET_PF.CC_DET_PF_EN
CMBRNC_AMT
CC_DET_PF_ENCMBRNC_STATUS
Must be the same as ACCT_LINES
in case of cover and standard
contracts.
IGC_CC_DET_PF.CC_DET_PF_EN
CMBRNC_STATUS
CC_DET_PF_ENCMBRNC_DATE
Date must be for GL Open Period
and CC Open and Future Entry
periods.
IGC_CC_DET_PF.CC_DET_PF_EN
CMBRNC_DATE
If commitment type is Release, then
the entered date must be the same as
the Cover commitment; this is
mandatory.
If commitment type is not Release,
then the Detail Payment Forecast
Encumbrance Date is on or between
the Start and End Date of the
contract.
Contract Commitment Legacy Conversion Procedures D-23
Columns
Validation
Destination
LAST_UPDATE_DATE
No validation.
IGC_CC_DET_PF.LAST_UPDATE_
DATE
LAST_UPDATED_BY
No validation.
IGC_CC_DET_PF.LAST_UPDATED
_BY
LAST_UPDATE_LOGIN
No validation.
IGC_CC_DET_PF.LAST_UPDATE_
LOGIN
CREATION_DATE
No validation.
IGC_CC_DET_PF.CREATION_DAT
E
CREATED_BY
Valid USER_ID from FND_USER.
IGC_CC_DET_PF.CREATED_BY
CONTEXT
No validation.
IGC_CC_DET_PF.CONTEXT
ATTRIBUTE1 - ATTRIBUTE15
No validation.
IGC_CC_DET_PF.ATTRIBUTE1 IGC_CC_DET_PF.ATTRIBUTE15
CBC Open Interface Table
CBC Open Interface Table
Columns
NULL
Type
CODE_COMBINATION_I
D
NOT NULL
NUMBER(15)
BATCH_LINE_NUM
NOT NULL
NUMBER(15)
CC_TRANSACTION_DA
TE
NOT NULL
DATE
CC_FUNC_DR_AMT
NUMBER(15)
CC_FUNC_CR_AMT
NUMBER
D-24 Oracle Public Sector Financials (International) User Guide
Comments
Columns
NULL
Type
Comments
JE_SOURCE_NAME
NOT NULL
VARCHAR2(25)
Seeded source name
within General Ledger.
Description is Historical
Data Conversion
JE_CATEGORY_NAME
NOT NULL
VARCHAR2(25)
Seeded category names in
General Ledger.
Provisional and
Confirmed category names
are seeded in General
Ledger.
SET_OF_BOOKS_ID
NOT NULL
NUMBER(15)
ENCUMBRANCE_TYPE_
D
NOT NULL
NUMBER(15)
Encumbrance Type ID is
based on what users
defined in Dual Budgetary
Control setup.
VARCHAR2(240)
Concatenate Contract
Number and Account Line
Description of
IGC_CC_HEADERS and
IGC_CC_ACCT_LINES
tables, respectively.
TRANSACTION_DESCRI
PTION
LAST_UPDATE_DATE
NOT NULL
DATE
LAST_UPDATED_BY
NOT NULL
NUMBER(15)
LAST_UPDATE_LOGIN
NUMBER(15)
CREATION_DATE
DATE
CREATED_BY
NUMBER(15)
Based on user login
information
Based on user login
information
Contract Commitment Legacy Conversion Procedures D-25
Columns
NULL
Type
Comments
REFERENCE_1
VARCHAR2(240)
If client requires converted
legacy data to be tied back
to a particular contract,
then this must be a
required field. Get
CC_HEADER_ID from
IGC_CC_HEADERS table.
REFERENCE_2
VARCHAR2(240)
If client requires converted
legacy data to be tied back
to a particular contract,
then this must be a
required field. Get
CC-VERSION_NUM from
IGC_CC_HEADERS table.
REFERENCE_3
VARCHAR2(240)
If client requires converted
legacy data to be tied back
to a particular contract,
then this must be a
required field. Get
CC_ACCT_LINE_ID from
IGC_CC_ACCT_LINES
table.
REFERENCE_4
VARCHAR2(240)
Reserved for SBC; do not
use.
REFERENCE_5
VARCHAR2(240)
REFERENCE_6
VARCHAR2(240)
REFERENCE_7
VARCHAR2(240)
REFERENCE_8
VARCHAR2(240)
REFERENCE_9
VARCHAR2(240)
REFERENCE_10
VARCHAR2(240)
D-26 Oracle Public Sector Financials (International) User Guide
CBC Open Interface Column Validations and Destinations
Columns
Validation
Destination
CODE_COMBINATION_ID
Validate that Charge Code
Combination ID (CCID) exists in the
GL_CODE_COMBINATIONS table.
Validate that the CCID is enabled. If
CCID End Date is not null, then
check Account Date against End
Date to ensure that date occurs
before or on the End Date. Account
Dates that occur after the End Date
of the CCID End Date create an
error message.
No destination
BATCH_LINE_NUM
Unique Batch Line Number per Set
of Books
IGC_CBC_JE_LINES.BATCH_LINE
_NUM
CC_TRANSACTION_DATE
If ENC_TYPE_ID is Provisional,
then CC Transaction Date must fall
within an open or future enterable
period.
IGC_CBC_JE_LINES.CC_TRANSAC
TION_DATE
If ENC_TYPE_ID is Confirmed, then
CC Transaction Date must fall
within an open period.
If the contract commitment
transaction date is not in the defined
calendar, then an error message is
displayed.
CC_FUNC_DR_AMT
No validation.
IGC_CBC_JE_LINES.CC_FUNC_DR
_AMT
CC_FUNC_CR_AMT
No validation.
IGC_CBC_JE_LINES.CC_FUNC_CR
_AMT
JE_SOURCE_NAME
Validate that source is Conversion.
IGC_CBC_JE_LINES.JE_SOURCE_N
AME
JE_CATEGORY_NAME
Validate that Category is Provisional
or Confirmed.
IGC_CBC_JE_LINES.JE_CATEGOR
Y_NAME
Contract Commitment Legacy Conversion Procedures D-27
Columns
Validation
Destination
SET_OF_BOOKS_ID
Validate that the Set of Books ID is a
valid ID value within the installed
application.
IGC_CBC_JE_LINES.SET_OF_BOO
KS_ID
ENCUMBRANCE_TYPE_D
Validate Encumbrance Type ID
against those defined in the Contract
Commitment Options window.
IGC_CBC_JE_LINES.ENCUMBRAN
CE_TYPE_D
TRANSACTION_DESCRIPTION
No validation.
IGC_CBC_JE_LINES.TRANSACTIO
N_DESCRIPTION
LAST_UPDATE_DATE
No validation.
IGC_CBC_JE_LINES.LAST_UPDAT
E_DATE
LAST_UPDATED_BY
No validation.
IGC_CBC_JE_LINES.LAST_UPDAT
ED_BY
LAST_UPDATE_LOGIN
No validation.
IGC_CBC_JE_LINES.LAST_UPDAT
E_LOGIN
CREATION_DATE
No validation.
IGC_CBC_JE_LINES.CREATION_D
ATE
CREATED_BY
No validation.
IGC_CBC_JE_LINES.CREATED_BY
REFERENCE_1 - REFERENCE_10
No validation.
IGC_CBC_JE_LINES.REFERENCE_1
IGC_CBC_JE_LINES.REFERENCE_1
0
Running the Contract Commitment Legacy Open Interface Program
Procedure
To run the Contract Commitment Legacy Open Interface Program, perform the
following steps.
1.
In Contract Commitment, navigate to the Submit Request window as follows:
Reports - Run
2.
Select the Single Request radio button.
D-28 Oracle Public Sector Financials (International) User Guide
3.
In the Name field, select Contract Commitment Legacy Open Interface Program
from the list of values.
4.
In the Process Phase field, select a process type from the list of values.
Note: Preliminary mode can be run multiple times to view contract commitments
that pass and fail validation. In Final mode, encumbrances are created for contract
commitments passing validations.
5.
In the Batch ID field, select a batch number from the list of values.
6.
To apply the parameters, click OK.
7.
To send the request to the concurrent manager, click Submit.
8.
View the request in the concurrent manager as follows:
View - Requests
Running the Contract Commitment Budgetary Control Legacy Open
Interface Program Procedure
To run the Contract Commitment Budgetary Control Legacy Open Interface Program,
perform the following steps.
1.
In the Contract Commitment responsibility, navigate to the Submit Request
window as follows:
Reports - Run
2.
Select the Single Request radio button.
3.
In the Name field, select Contract Commitment Budgetary Control Legacy Open
Interface Program from the list of values.
4.
To send the request to the concurrent manager, click Submit.
5.
View the request in the concurrent manager as follows:
View - Requests
Contract Commitment Legacy Conversion Procedures D-29
E
Contract Commitment Open API
Definition
The Contract Commitment Open API enables users to import contract commitment
information from external sources, such as Oracle Core Contract and other non-Oracle
systems.
Overview
Set API
Set API initializes the FND global variables and multiple organizations access control
(MOAC). This API validates the ORG_ID and checks whether the user can access the
ORG_ID based on the security profile. This API also sets the ORG context. The ORG
context specifies the operating unit access, which can be single or multiple.
For information on parameters for Set API, see the Set API Parameters table, page E-4.
Create API
Create API creates a new contract commitment by importing contract commitment data
from an external system. Only one contract commitment can be imported at a time.
Imported contract commitments must have the following combination of states and
statuses to be accepted by contract commitment :
•
Provisional state
•
Incomplete approval status
•
Entered control status
•
No encumbrance status
Contract Commitment Open API E-1
Create API imports Standard, Cover, and Release contract commitments, and it also
imports partial contract commitment information. However, a release contract
commitment can only be imported if its related cover commitment is approved. Internal
contract commitment releases cannot be imported using Create API.
The only data imported for a new contract commitment is header information. This
includes all fields in the CC header as follows:
•
Contract Commitment Type
•
Contract Commitment Number
•
Contract Reference Number that represents the external contract number
•
Parent Cover, if it is a Release
•
State
•
Control Status
•
Encumbrance Status
•
Approval Status
•
Start Date
•
Contract Owner
•
Contract Preparer
•
Currency Code
•
Set of Books
•
Organization Identification
The Create API enables users to query information in contract commitment that is
imported from an external system. Because only CC header information is imported,
users must query the contract commitment to add account line and detail payment
forecast information.
The Create API takes into account Multi-Organization and Multiple Reporting
Currencies functionality within Oracle applications.
The Create API provides a link between the external contract number and the contract
commitment number in contract commitment.
Contract Commitment Create API Process
The Contract Commitment Create API process consists of the following steps:
E-2 Oracle Public Sector Financials (International) User Guide
1.
The Contract Commitment Create API obtains data from the external system
through parameters.
For information on parameters for Create API, see the Create API Parameters table,
page E-5.
2.
The data passed from the external system is validated. If there are no errors, the
IGC_CC_HEADERS table is populated with the data creating a new contract
commitment.
Note: The Create API process takes into consideration only the contract
commitment Header information. The contract commitment from the external
system is imported as a new contract into contract commitment irrespective of the
commitment type. For Release commitment type, its related cover must exist in
Contract Commitment with an Approved or Approved Encumbered approval
status. Create API cannot import internal contract commitment releases.
3.
If Create API finds errors in the data or validation fails, the following occurs:
•
The details of the error are written to the message stack.
•
The import process rolls back the transaction.
•
The contract is not created in Contract Commitment.
Update API
Update API updates standard and release contract commitment types in an external
system and updates the Control Status of the associated contract commitment in
Contract Commitment. Updating the control status includes the following tasks:
•
opens a contract commitment for invoice matching
•
closes a contract commitment for invoice matching
•
places a contract commitment on hold
•
releases a contract commitment from hold
When the hold is released on the contract commitment, Update API initiates the
contract commitment approval process.
The Cover contract commitment type cannot be opened, closed, or put on hold.
To work with Update API, a contract commitment must meet the following conditions:
•
The contract commitment must be in a state of Confirmed with an approval status
of Approved or Approved Encumbered.
•
The contract commitment in contract commitment must be linked to a contract
Contract Commitment Open API E-3
reference number in the external system.
Update API updates the Action History with the appropriate action taken.
For information on Update API parameters, see the Update API Parameters table, page
E-11.
Select API
Select API retrieves the external reference number associated with a contract
commitment in Contract Commitment. If the API returns the external reference number,
it can be modified. If an external reference number does not exist, users can enter one.
For information on Select API parameters, see the Select API Parameters table, page E12.
Link API
Link API links a contract commitment in Contract Commitment with an external
contract. This API is used when a contract commitment exists in Contract Commitment
and users want to link it to a contract in an external system.
For information on Link API parameters, see the Link API Parameters table, page E-12.
Related Topics
Contract Commitment Operations API in the Integration Repository
(http://www-apps.us.oracle.com:1100/irep/).
SET API Parameters
Set API Parameters
Columns
Type
Comments
Validation
p_api_version_number
required
API version
Makes standard API check.
p_responsibility_id
required
Responsibility ID
To validate the ORG_ID
and to set the ORG context
based on the security
profile the responsibility
ID and the User ID are
required as input values.
p_user_id
required
User ID
E-4 Oracle Public Sector Financials (International) User Guide
Columns
Type
Comments
Validation
p_resp_appl_id
required
Application ID
p_operating_unit_id
required
ORG ID
Comments
Validation
Create API Parameters
Create API Parameters
Columns
Type
ORG_ID
required
CC_TYPE
required
S for Standard; C for
Cover; R for Release
The valid CC Types are
Standard, Cover, and
Release.
CC_REF_NUM
required
reference number from the
external system; must be
unique across
Organization and Set of
Books combination
no validation
CC_NUM
required
user-provided unique
contract number; can be
contract number currently
used in the external
system
Validate that CC_NUM is
unique in the table.
CC_HEADER_ID is
derived by the Open API.
Commitment Number is
unique across
Organization.
Validate that a cover
contract commitment
already exists in Contract
Commitment if the
commitment type is
Release.
Contract Commitment Open API E-5
Columns
Type
Comments
Validation
PARENT_HEADER_ID
required for Release
contract type only
user-derived number;
provides link of Cover to
Releases
If CC Type is Release, then
the Interface Parent
Header ID cannot be
NULL.
If CC Type is Cover or
Standard, then the
Interface Parent Header ID
must be NULL.
VENDOR_ID
optional
Validate the Vendor ID
against the PO_VENDORS
table to ensure that the
Vendor ID exists in the
table.
Validate that Vendor ID is
active and that the
PURCHASING_SITE_FLA
G is Y for Yes.
VENDOR_SITE_ID
optional
Validate the Vendor Site
ID against the
PO-VENDOR-SITES table
to ensure that the Vendor
Site ID exists in the table.
Validate that Vendor Site
ID is active and that the
PURCHASING_SITE_FLA
G is Y for Yes.
If Vendor ID is NULL,
then this field must also be
NULL.
VENDOR_CONTACT_ID
optional
E-6 Oracle Public Sector Financials (International) User Guide
no validation
Columns
Type
TERM_ID
optional
Comments
Validation
AP_TERMS_VAL_V.NAM
E must be used for
validation.
Terms are validated
against the
A_TERMS_VAL_V view.
The list of values should
contain the name,
description, and term
identification.
The term name
corresponds to the column
AP_TERMS_VAL_V.NAM
E.Active Payment Terms.
LOCATION_ID
optional
Validate Location ID
against the
HR_LOCATIONS table to
ensure that the Location
ID exists in the table.
Validate that Location ID
is active and that the
BILL_TO_SITE_FLAG is Y
for Yes.
If Vendor ID is NULL,
then this field must also be
NULL.
SET_OF_BOOKS_ID
required
The SET_OF_BOOKS_ID
must be the set of books
identifier of the person
logged in.
The SET_OF_BOOKS_ID
and the ORG_ID must be
checked as a valid
combination.
Validate that the
SET_OF_BOOKS_ID is a
valid identification value
within the installed
application.
Contract Commitment Open API E-7
Columns
Type
Comments
Validation
CC_DESC
optional
no validation
CC_START_DATE
required
Start Date must be less
than or equal to the End
Date.
If commitment type is
Release, then the entered
Start Date must be within
the start and end date for
the corresponding contract
commitment.
If commitment type is
Cover, then the Start Date
must be less than or equal
to the minimum start date
of all its releases.
CC_END_DATE
optional
If commitment type is
Release, then the entered
End Date must be within
the start and end date for
the corresponding contract
commitment.
If commitment type is
Cover, then the End Date
must be greater than or
equal to the maximum end
date for all its releases.
CC_OWNER_USER_ID
required
Employee Identification
corresponding to the
owner or employee name
must be stored in
IGC_CC_HEADERS.CC_O
WNER_USER_ID column.
mandatory
active employee
E-8 Oracle Public Sector Financials (International) User Guide
Columns
Type
CC_PREPARER_USER_ID
required
Comments
Validation
The User Identification
corresponding to the user
name must be stored in
the
IGC_CC_HEADERS.CC_P
REPARER_USER_ID
column.
Default value corresponds
to
FND_PROFILE.USER_ID.
Preparer User
Identification must also be
copied to the
IGC_CC_HEADERS_V.CC
_CURRENT_USER_ID
column.
mandatory
CURRENCY_CODE
required
Validate that the currency
code is the functional
currency for the Set of
Books ID.
CONVERSION_TYPE
optionally required
required if currency
nonfunctional
NULL; no validation
CONVERSION_DATE
optionally required
required if currency
nonfunctional
NULL; no validation
CONVERSION_RATE
optionally required
required if currency
nonfunctional
NULL; no validation
LAST_UPDATE_DATE
required
System date
LAST_UPDATED_BY
required
no validation
LAST_UPDATED_LOGIN
required
no validation
CREATED_BY
required
no validation
CREATION_DATE
required
no validation
Contract Commitment Open API E-9
Columns
Type
Comments
Validation
CC_CURRENT_USER_ID
required
same as
CC_PREPARER_USER_ID
The User Identification
corresponding to the user
name must be stored in
the
IGC_CC_HEADERS.CC_P
REPARER_USER_ID
column.
Default value corresponds
to
FND_PROFILE.USER_ID.
Preparer User
Identification must also be
copied to the
IGC_CC_HEADERS_V.CC
_CURRENT_USER_ID
column.
mandatory
WF_ITEM_TYPE
optional
no validation
WF_ITEM_KEY
optional
no validation
CONTEXT
optional
no validation
ATTRIBUTE1
optional
no validation
ATTRIBUTE2
optional
no validation
ATTRIBUTE3
optional
no validation
ATTRIBUTE4
optional
no validation
ATTRIBUTE5
optional
no validation
ATTRIBUTE6
optional
no validation
ATTRIBUTE7
optional
no validation
ATTRIBUTE8
optional
no validation
E-10 Oracle Public Sector Financials (International) User Guide
Columns
Type
Comments
Validation
ATTRIBUTE9
optional
no validation
ATTRIBUTE10
optional
no validation
ATTRIBUTE11
optional
no validation
ATTRIBUTE12
optional
no validation
ATTRIBUTE13
optional
no validation
ATTRIBUTE14
optional
no validation
ATTRIBUTE15
optional
no validation
Update API Parameters
Update API Parameters
Columns
Type
Comments
CC_NUM
required
contract commitment number
created through Create API
SET_OF_BOOKS_ID
required
ORG_ID
required
CONTROL_STATUS_CODE
required
LAST_LOGIN_ID
required
LAST_UPDATED_BY
required
OP indicates Open; CL indicates
Close; OH indicates On Hold; RH
indicates Release Hold.
Contract Commitment Open API E-11
Select API Parameters
Select API Parameters
Columns
Type
Comments
SET_OF_BOOKS_ID
required
contract commitment number
created through Create API
ORG_ID
required
CC_NUM
required
Link API Parameters
Link API Parameters
Columns
Type
Comments
CC_REF_NUM
required
reference number from external
system
ORG_ID
required
SET_OF_BOOKS_ID
required
CC_HEADER_ID
required
header identifier for contract
commitment number in Contract
Commitment
CC_NUM
required
contract commitment number in
Contract Commitment
E-12 Oracle Public Sector Financials (International) User Guide
F
Contract Commitment and Oracle Payables
Integration
Contract Commitment Invoice Matching
Payables shares contract commitment information from the Contract Commitment
module to match invoices online. This integration is established using Oracle
Purchasing tables. This ensures that only committed contracts are paid.
It is possible to match a single invoice to multiple contract commitments or to match
multiple invoices to a single contract commitment account line.
Payables ensures that invoices are matched only to contract commitments for the
supplier on the invoice and that the contract commitment and invoice currency match.
When matching an invoice to a contract commitment, Payables creates invoice
distributions using the contract commitment account and current year payment forecast
information. If an invoice is incorrectly matched to a contract commitment, the invoice
must be cancelled or the individual distributions reversed to cancel the match.
It is only possible to match invoices to Standard Contract Commitments and Release
Contract Commitments if all of the following conditions are valid:
•
State of the contract is Confirmed.
•
Approval status of the contract is Approved.
•
Document control status of the contract is Opened.
In all other cases, it is not possible to match an invoice to a contract commitment. An
additional limitation of matching an invoice is that it is only possible to match against
payment forecasts of the current fiscal year. It is not possible to match against a
payment forecast with a date in a future fiscal year.
The following conditions apply:
•
Users cannot cancel an invoice that is matched to a completed contract
Contract Commitment and Oracle Payables Integration F-1
commitment.
•
Users cannot void payments for invoices that are matched to completed contract
commitments.
Integrated Supplier and Contract Commitment Information
Integrated information in Payables and Contract Commitment ensures consistency of
information between applications and avoids the necessity of having to enter the
information more than once.
Contract Commitment shares suppliers with Payables. A supplier can be entered in
either application and used to create contract commitments. Within Payables, invoices
can be created for the same supplier and the invoices matched to one or more contract
commitment payment forecasts.
Payables shares the QuickCodes used during supplier entry. QuickCodes can be
entered for the following types in the Payables QuickCodes window:
•
Supplier Type
•
Ship Via
•
FOB
•
Pay Group
•
Minority Group
Although matching to contract commitments is based solely on amount, the same
matching functionality currently available with Purchasing is used. As there is no
material flow within Contract Commitment matching, an invoice to a contract
commitment is always based on two-way matching, which means that quantity ordered
is matched against quantity billed and invoice price is less than or equal to purchase
order price.
If the invoice and the contract commitment do not match within the tolerances, the
approval process places a matching hold on the invoice. The hold must be released
before the invoice can be paid. In Contract Commitment, a warning that the billed
amount exceeds the payment forecast is displayed unless the entered amount is greater
than or equal to the billed amount. It does not prevent users from making changes to
the contract commitment.
Matching Purchase Order Tables
Contract Commitment uses the Purchase Order tables to support online matching. The
table below describes the mapping of a contract commitment with a standard purchase
order:
F-2 Oracle Public Sector Financials (International) User Guide
Mapping Purchase Orders to Contract Commitments
Purchase Order
Contract Commitment
1
Purchase order header
Contract Commitment header
2
Purchase order PO line
Contract Commitment accounting
line
3
Purchase order shipment line
Contract Commitment accounting
line
4
Purchase order distribution line
Contract Commitment payment
forecast
If matching an invoice to a contract commitment, contract commitment information is
translated to Purchasing information. As shown in the table above, a contract
commitment accounting line is translated to a Purchase order shipment line. Current
year payment forecasts are translated to Purchase order distribution lines with the
approval flag set to Yes and future year payment forecasts are translated to Purchase
order distribution lines with the approval flag set to No. If users are billed for a portion
of an accounting line, they can distribute this amount to ensure that the correct
distribution line and payment forecasts are charged. If users choose to match at the
shipment line level, the amounts are distributed by ratio on the distribution line level.
The contract commitment matches can be reversed in the Distribution window of the
Invoice Workbench. Invoices matched to contract commitments can be cancelled in the
Actions window of the Invoice Workbench. If an invoice matched to a contract
commitment is cancelled in addition to creating reversing distributions, Payables
reduces the billed amount on the matched contract commitment payment forecast to
their original amounts. These contract commitment payment forecasts can be matched
to other invoices.
PO Default and QuickMatch Invoices
PO Default Invoice Type
If users know the contract commitment to match to but do not know which contract
commitment account lines or payment forecasts to match to, the PO default is entered
as the invoice type. When entering a PO default invoice type in the Invoice Workbench,
Payables prompts users to enter the contract commitment number and automatically
copies the supplier name, supplier number, supplier site, and currency from that
contract commitment to the invoice.
Contract Commitment and Oracle Payables Integration F-3
When Match is clicked, Payables retrieves all contract commitment account lines
associated with the specified contract commitment. Users can match to any account line
or payment forecast.
QuickMatch Invoice Type
If users want to match an invoice to all account lines on a contract commitment,
QuickMatch is entered as the invoice type. This is only possible if all payment forecasts
are entered in the current fiscal year. If there is a payment forecast with a date that
belongs to a future fiscal year, the contract commitment payment forecast is overbilled,
and the invoice is put on hold. When entering a QuickMatch invoice type in the Invoice
Workbench, Payables prompts users to enter the contract commitment number in the
Purchase Orders window and automatically enters the supplier name, supplier number,
supplier site, and the purchase order currency for the invoice currency.
When Match is clicked, Payables automatically navigates to the Match to Purchase
Orders window and selects all account lines and payment forecasts that have an
unbilled quantity. Users can choose to complete the match or override the matching
information.
Using Encumbrance Accounting with Contract Commitment
Payables supports encumbrance accounting with Contract Commitment. Standard
budgetary control is supported but commitment budgetary control is not. To use
encumbrance accounting, the encumbered amount for contract commitment to which
an invoice is mapped must initially be recorded. If there is a variance between the
invoice and its matched contract commitment within the tolerances defined when the
approval process approves the invoice, Payables automatically creates an encumbrance
journal entry for the amount of the variance. This is only created for standard budgetary
control. No encumbrance entries are created for commitment budgetary control if it is
enabled.
Note: The approval process uses the Payables table AP_TRANSFER_ENCUMBRANCE
if encumbrance accounting is enabled. Payables never drops this table but deletes the
appropriate lines from this table at the beginning of the program each time the approval
process is initiated. When posting the invoice to General Ledger, Payables relieves both
the original encumbrance journal entries created when encumbering the contract
commitment and the encumbrance journal entries automatically created for the
variance. Payables then creates actual journal entries for the invoice transaction. The
variance encumbrance journal entries and the actual journal entries update account
balances only when posting the journal entries in General Ledger.
For information, see Encumbrances in Payables, Oracle Payables User's Guide.
F-4 Oracle Public Sector Financials (International) User Guide
Glossary
account redistribution
Adjustment to account information of contract commitment. Total contract commitment
amount is unchanged, but the accounts are changed or new account information is
entered.
accrual dossier
Type of budget dossier for projects covering several years.
actual number
Automatically generated number when a dialog unit is created. An actual number is
used in exchange protocol. See dialog unit and legal number.
address reference
Reference name or number used to uniquely identify a single third party site. See single
third party.
adjusting the AP balance
Type of netting. Adjusting the Payables balance nets the Payables invoices with
Receivables invoices for a given third party. See netting.
adjusting the AR balance
Type of netting. Adjusting the Receivables balance nets the Receivables invoices with
Payables invoices for a given third party. See netting.
adjustment dossier
Expands the accounting flexfield range of a related dossier. The expansion must be
within the same budget and budget organization assigned to the related dossier. It is
also subject to any parent or child rules that are defined.
For example, if an adjustment dossier is related to a child dossier, the expansion must
be within the flexfield boundary of the related parent dossier. See dossier, child dossier,
and parent dossier.
Glossary-1
application wide features
Oracle Public Sector Financials (International) features related to General Ledger and
Oracle Assets. When enabled, these features apply to the entire application.
approval group
A hierarchy of approvers and invoice clerks for Secondary Invoice Approval.
approver
Used in Secondary Invoice Approval. See approval group.
assignments
Type of netting. Assignments net the Payables invoice for a given third party with the
Payables invoice of another third party, known as the debt beneficiary third party. See
netting.
authorizer
In Exchange Protocol, the authorizer manages expenditure, execution, and receipts. In
Internal Trading, the authorizer approves or rejects interdepartmental cross charges.
boundary
Determines the end point of the interval for which available funds are verified.
budget journal
Used to enter budgets with budgeting extensions. Budget journals follow the structure of
General Ledger journals, with the addition of one or more period entries for each
journal line.
budget reports
Lets you prepare and review budgets for the current and subsequent years and
provides information about how budgeting extensions in General Ledger are defined.
budgeting extensions
Public sector enhancements to budgeting in General Ledger.
cancel contract commitment
Applies to provisional contract commitments when contract commitment entries are
cancelled to reverse encumbrances on the commitment budget and unreserve funds for
commitment on standard budgets.
cancellation certificate
A specific type of dialog unit containing only Receivables credit memos. A cancellation
certificate is also known as a reduction certificate. See dialog unit.
Glossary-2
category
Type of transaction, such as a contract, used in the definition of a budgetary control
group. Users specify a category to set further budgetary control options for the specific
category.
central finance
In Subledger Security, this is a profit center that has full access to information belonging
to business units in the same hierarchy.
central finance user
In Secondary Invoice Approval, a user who can approve invoices that have a third level
of invoice approval placed on them. The central finance user has access to invoices
across all departments.
central security group
See super user security group.
child dossier
A dossier that is related to a parent dossier and is placed at a lower level of a dossier
hierarchy than that of its parent. The source of a child dossier type must be within the
destination of its parent. A child dossier can only have one parent. See dossier and parent
dossier.
collection certificate
A specific type of dialog unit containing only Receivable credit memos. See dialog unit.
commitment budget
Money available for closing contracts or other obligations.
Commitment Budgetary Control
Public sector functionality which lets you enter and maintain dual budgetary control
apart from the standard budgetary control available in General Ledger. Commitment
Budgetary Control lets you check availability of funds and reservation of funds against
both the standard and the commitment budget online for all types of contract
commitments.
commitment model
Enables public sector organizations to manage their business using dual budgeting,
which includes standard budgetary control and commitment budgetary control.
complementary dossier
Modifies a related dossier by adding to or subtracting from the original budget amount.
Glossary-3
See dossier.
completed contract commitment
Applies to confirmed contract commitments. Contract commitments are completed
when the matching of invoices to contract commitments is no longer possible. Unbilled
or unspent funds are released on the standard budget and any remaining funds for
commitment are returned to the commitment budget.
confirmed contract commitment
Represents a commitment with a legally enforceable agreement with a third party or
with a confirmed internal commitment.
construction industry scheme
Public sector enhancements to Purchasing and Payables that comply with UK
Government requirements for tracking and reporting construction subcontractor
payment and tax details.
construction in process
Assets which are being constructed and are not yet depreciated.
contract commitment
Legally enforceable claim upon financial resources arising from an agreement with a
natural person or legal entity.
contract commitment decrease
Adjustment to a contract commitment that decreases the contract commitment amount
and one or more account information amounts. Payment forecast amounts are
decreased accordingly.
contract commitment increase
Adjustment to a contract commitment that increases the contract commitment amount
and one or more account information amounts. Payment forecasts amount are increased
accordingly.
cover contract commitment
Contract commitment, arising from an agreement and therefore legally enforceable,
under which standard contract commitments are subsumed and payments are effected.
cross charge authorization
In Internal Trading, the procedure where cross charges are accepted or rejected by an
authorizer.
Glossary-4
dialog unit
A collection of one or more documents of the same type, belonging to the same third
party and site combination or the same third party if there is no site. Each dialog unit
has a unique name and number. The individual documents in a dialog unit can be
approved in one step.
document limit
A threshold for purchases or payments within a given financial year. A document limit
is used in dossier.
dossier
A framework for budgetary transfer. Dossiers can have the following relationships to
other dossiers: parent dossier, child dossier, complementary dossier, retirement dossier,
and adjustment dossier.
event
Any transaction that requires the encumbering of funds of a commitment budgetary
control account.
Exchange Protocol
Exchange Protocol is the approval cycle for both Payables and Receivables documents.
This protocol enables the authorizer department and the account officer department to
communicate documents within the required framework. See authorizer.
global price update
Updates an item price throughout the system. A global price update is used in Standing
Charges.
Hierarchical Drill-Down Inquiry
Public sector enhancements to account inquiry in General Ledger.
Inflation Accounting for Assets
Public sector enhancement to Assets which restates assets to their current value in
respect of cost and associated depreciation. This is an extension of the functionality
provided by Modified Historic Cost Accounting.
internal charge journal
A journal from one charge center to another charge center. An internal charge journal is
generated by Internal Trading.
Internal Trading
Public sector enhancements in General Ledger to improve control of departmental
Glossary-5
cross-charge authorization. Internal Trading tracks cross charges between charge
centers within the same organization.
invoice history
Invoice history is used in standing charges. Provides details of each of the invoices
generated to date for each standing charge.
legal number
Number generated automatically when a dialog unit reaches the point of acceptance.
Legal numbers are used in exchange protocol. See point of acceptance and Exchange
Protocol.
mandate
A specific type of dialog unit containing only Payables invoices that is also known as
ordonnance. See dialog unit.
MHCA
See Modified Historic Cost Accounting.
MHCA depreciation
Depreciation expense based on the portion of an asset's value resulting from
revaluation.
Modified Historic Cost Accounting
MHCA is a form of Current Cost Accounting (CCA) for fixed assets which revalues the
historic cost of the asset.
multiple year posting
When creating a provisional or confirmed contract commitment, it is possible to enter
multiple payment forecasts. A payment date forecast amount is an amount that is
expected to be paid on a future specified date.
netting
Netting is performed between Payables and Receivables for a single third party. Offsets
an outstanding amount by creating a document in either Payables or Receivables. This
function is available to accountants only. There are six types of netting transaction
defined. See adjusting the AR balance, adjusting the AP balance, objection to payment,
assignments, payment excesses/amounts overpaid, and supplier reimbursements.
netting batch
A collection of netting packages defined for netting at a later date. Netting batches are
used in Single Third Party. See netting.
Glossary-6
netting in progress
Documents, and their totals, that are defined for netting and are pending payment.
Netting in progress is used in Single Third Party. See netting.
netting package
Collection of single third party documents for netting. Netting packages are used in
Single Third Party. See netting.
objection to payment
Type of netting. Objection to payment nets the Payables invoice for a given third party
with a Payables invoice from another third party, known as the objecting third party.
See netting.
offering installment terms
Public sector enhancement to Receivables enabling customers of an organization to pay
invoices in periodic installments.
OPSF(I)
Oracle Public Sector Financials (International).
ordinary depreciation
Depreciation for revalued assets consists of ordinary, MHCA, and backlog depreciation.
Ordinary depreciation results from depreciation of the historic portion of the asset's
cost.
ordonnance
See mandate.
parent dossier
Dossier placed at the top of a dossier hierarchy that defines the original budget source
for children dossiers. See dossier and child dossier.
payback order
A specific type of dialog unit containing only Payables credit memos. See dialog unit.
payment dossier
Type of budget dossier for managing funds in a single fiscal year.
payment excesses/amounts overpaid
Type of netting that nets a third party's Receivables settlements or invoices. See netting.
Glossary-7
payment forecast
Encumbrance to the standard budget. Payment forecasts are linked to encumbered
provisional contract commitments or encumbered contract commitments. It represents
the amount that is expected to be paid in a certain year.
payment redistribution
Adjustment to one or more payment forecasts related to the same account or different
accounts. Payment forecasts are increased and decreased to maintain balance. The total
amount of the contract commitment is not changed. Payment forecast amounts are
changed within the payment schedule.
payment schedule
All payment forecasts related to the contract commitment account information. A
payment schedule shows how the total amount of one contract commitment account
information is allocated to the different budget years.
point of acceptance
Occurs when an accountant validates dialog units. Payment takes place when the
validation is complete. Point of acceptance is used in exchange protocol. See dialog unit.
position hierarchy
Defined profiles, each with a number of allowed actions, that model a business process
in a series of steps. Position hierarchies are used in the exchange protocol approval
cycle.
price history
Provides details of each standing charge detail line. Price history is used in Standing
Charges.
profile code
In Budgeting Extensions, a mechanism for spreading an annual budget figure over
multiple accounting periods. It also provides lists of values for data entry windows.
profile method
Profile methods are used in next year budget creation. The types of profile options are
latest, primary and real. Latest uses the profile code that is most recently assigned to the
accounting flexfield. Primary uses the profile code that was first assigned to the
accounting flexfield. Real ignores the profile code and uses the raw next year budget
period figures for the accounting flexfield.
provisional contract commitment
A contract commitment for which an agreement is not yet legally enforceable because
the contract is unsigned.
Glossary-8
range code
A group of accounts created by storing and naming a user-defined range of accounting
flexfields, accessed by the list of values on the budgeting extensions windows.
reallocation certificate
A specific type of dialog unit containing only Payables or Receivables mixed invoices.
See dialog unit.
reason code
User-defined budget reasons, accessed by the lists of values on the Budgeting
Extensions windows.
receipt certificate
A specific type of dialog unit containing only Receivables invoices. See dialog unit.
reduction certificate
A specific type of dialog unit containing only Receivables credit memos that is also
known as a cancellation certificate. See dialog unit.
releases of cover contract commitment
Individual contract commitments with different suppliers can be related to one single
contract commitment. These standard contract commitments are referred to as releases.
Releases represent the agreements with parties that perform the activities to reach goals
as agreed to in the agreement that relates to the cover contract commitment. Actual
payments are made to parties to whom the standard contract commitments or releases
are made.
repeated periodic payments
See standing charges.
reprofiling
A global adjustment to existing budgets by applying a new profile code. Used in
budgeting extensions.
reserve for encumbrance account
Account used to record the encumbrance liability. When an encumbrance is created by
a contract commitment that is not a release, General Ledger creates a balancing entry to
the encumbrance account when the encumbrance journal is posted. An encumbrance
journal is created for both the contract commitment budget and the standard budget.
retirement dossier
Dossier that cancels a related dossier. To cancel the related dossier, the original budget
Glossary-9
journals that result from the related dossier must be reversed. A dossier that is retired
cannot be associated to other dossiers. See dossier.
revaluation of contract commitment
Revaluation of contract commitment is performed when the entered currency for
contract commitments is different than the functional currency defined in the set of
books. Revaluation is concerned with currency fluctuation and its impact on current
and future budgets.
secondary approval holds
The second stage in approving an invoice for payment. After an invoice passes
AutoApproval, the invoice is marked with a secondary approval hold. A third level of
approval is possible. See central finance user.
Secondary Invoice Approval
Public sector enhancement to Payables that provides a secure method of enforcing
departmental approvals. See AutoApproval.
single occurrence table
A single occurrence of the secure table within the security group in subledger security.
For example, if a secure table is allocated to a security group directly, it is not allocated
to any subledger security process group for the same security group. If a secure table is
allocated to a subledger security process group, it is not allocated directly to the security
group to which the process group is allocated. The secure table is not allocated to any
other process group allocated to the same security group.
Single Third Party
Single third party (STP) provides a single entry point for the customer or supplier and
allows reconciliation of the outstanding balance that a single third party may have as a
customer or a supplier. The authorizing department and the accounts department
remain separated throughout the process.
standard charge items
Defines periodic items for goods and services.
standard contract commitment
Contract commitment for which an agreement is signed with a natural person or legal
entity and on the basis of which payments are made. A legal entity can also be part of
the national government.
standing charges
Public sector enhancement to Receivables. Standing charges are also known as repeated
periodic payments that define and maintain details of standing charge agreements that
Receivables uses to periodically generate invoices.
Glossary-10
status check
Set of tests that Contract Commitment performs on a contract commitment to ensure
that it is in a valid state before performing an approval action.
Subledger Security
Subledger Security is an extension to Oracle Financials that enables the user to
selectively partition data within a single install of Oracle Financials. Subledger Security
provides a system where all business units can access their own financial information
only.
Subledger Security extended table
Used by Subledger Security to hold security group information for a secured table. Each
Oracle Financials secured table has a corresponding subledger security extended table.
submission check
Set of tests on a contract commitment document to ensure that it is in an approvable
state and therefore ready to be submitted for processing.
super user security group
The Subledger Security implementation of the central finance concept. The super user
security group is not a physical security group, but is a profile option value associated
with a responsibility. See security group.
supplementary depreciation
Addition of an asset to a prior financial year in the MHCA register, where the difference
in prior year depreciation is based on historic and current costs. Supplementary
depreciation is charged to the revaluation reserve and not the operating account.
supplier reimbursements
Type of netting. Supplier reimbursements net Payables settlements or invoices of a third
party when a credit memo is received. See netting.
total payment forecast
The determined total value of a contract commitment is the expected total cost of the
purpose of the contract commitment and is encumbered in the year the contract is
confirmed or agreed upon.
transaction matching
Method of selecting Payables or Receivables documents for netting. Transaction
matching selects documents with matching Payables attribute voucher number and
Receivables attribute reference. Used in Single Third Party.
Glossary-11
transition
Changing state of contract commitment from provisional to confirmed, or from
provisional to cancelled, or from confirmed to completed.
transmission unit
Conveys dialog units between the authorizer and the accountant. The dialog units
within the transmission unit must be an identical type, but can contain multiple third
parties. A transmission unit has a unique numbering system and is used in exchange
protocol. See dialog unit.
unbilled
Amount of a contract commitment for which an invoice has not yet been received.
version
Particular version of a contract commitment. A new version is created due to changes in
controlled information.
year end process
Actions required to enable the correct processing of transactions through Exchange
Protocol approval at the end of a client's financial year.
year-end processing of a contract commitment
Process performed at year-end to adjust the contract commitment to make the payment
forecast equal to the actually invoiced amount against the standard budget. The
remainder is transferred to the next year's payment forecast, or in case of an overspent
situation, taken from the next year. In the case of a provisional contract commitment,
the encumbrance on the standard budget is transferred to the next year's standard
budget.
Glossary-12
Index
A
Account Details window
description, 33-6
example, 33-2
Account Generator
customizing, 15-1
default account process, 15-8
default budget account subprocess, 15-12
default charge account subprocess, 15-10
Generate Default Account Diagram, 15-5
Generate Default Budget Account Diagram,
15-12
Generate Default Charge Account Diagram,
15-9
Generate Project Account Diagram, 15-12
overview
default account process, 15-2
project account subprocess, 15-12
subprocesses, 15-2
account redistribution, Glossary-1
Actions window
description, 36-8
example, 36-5
Approval pop-up window
example, 17-32
Approval window
description, 17-33
Approve Document window
description, 10-13
example, 10-13
Audit Terms window
description, 33-7
example, 33-2
Automatic Acceptance of Lines Report
overview, 37-1
Automatic Approval of Service Lines Report
procedure, 37-2
B
Balanced Budget History Report
procedure, 7-5
boundary, Glossary-2
Budget History Inquiry Procedures
Budget History Inquiry window
description, 5-6
Budget History Inquiry Window
example, 5-2
Extended Account Inquiry window
description, 5-9
example, 5-2
History Entries window
description, 5-7
History Periods window
description, 5-8
example, 5-2
overview, 5-1
budget history inquiries, 5-1
public sector variance inquiries, 5-1
prerequisites, 5-2
procedures, 5-2
performing an inquiry using the budget
history inquiry window, 5-3
performing a variance using the
Index-1
extended account inquiry window, 5-5
Variance window
description, 5-10
example, 5-2
Budget History Inquiry window
description, 5-6
example, 5-2
Budgeting, Balanced Budget Input Journal
Proforma Report
procedure, 7-1
Budgeting, Balanced Budget Journal Input
Proforma Report
description, 7-2
Budgeting, Balanced Budget Journal Report
procedure, 7-3, 7-3
Budgeting Extensions Process
Budgeting Extensions Process Flow diagram,
4-1
definition, 4-1
overview, 4-1
setting up budgeting extensions, 4-2
define accounting combination budget
control settings, 4-4
define budget extension profile options,
4-4
define budget range codes, 4-4
define profile codes, 4-3
define reason codes, 4-3
enable budgeting extensions in the
application object library, 4-2
entering budget journals, 4-5
maintaining budgets, 4-6
next year budgeting, 4-6
Budgeting Extensions Process Flow diagram, 4-1
Budgeting Report Procedures
overview, 7-1
Budget Process Impact Review Report
procedure, 7-4
Budget Process Impact window
description, 3-12
example, 3-11
Budget Report Procedures
Balanced Budget History Report procedure, 75
Budgeting, Balanced Budget Journal Input
Proforma Report
description, 7-2
Index-2
procedure, 7-1
Budgeting, Balanced Budget Journal Report
procedure, 7-3
Budgeting, Unbalanced Budget Journal Report
procedure, 7-3
Budget Process Impact Review Report
procedure, 7-4
generating Budget Setup Reports procedure,
7-5
Unbalanced Budget History Report procedure,
7-5
Budget Setup Reports
procedure, 7-1
C
cancel contract commitment, Glossary-2
category, Glossary-3
Category Flexfield window
example, 29-13
Charge Details window
description, 44-11, 44-12, 44-13, 44-14
commitment budget, Glossary-3
Commitment Budget Account Inquiry window
description, 9-9
example, 9-8
Commitment Budgetary Control Funds
Available Inquiry window
description, 9-6
example, 9-6
Commitment Budgetary Control integration with
Oracle Purchasing
definition, 10-1
overview, 10-1
accounting date, 10-1
funds checking and validation, 10-2
journal creation, 10-3
single year validation, 10-2
year end process, 10-7
prerequisites, 10-12
Purchasing menu modifications, 10-14
Purchasing Process Modifications, 10-15
Purchasing window modifications, 10-13
window modifications
Approve Document, 10-13
Commitment Budgetary Control Procedures
overview, 9-1
account inquiry, 9-2
review results of contract commitment
and budgetary transactions, 9-5
querying accounts procedure, 9-8
querying funds available procedure, 9-6
querying journal entry procedure, 9-13
Commitment Budgetary Control Process
execute commitment budgetary control
budgetary control for cover contract
commitment and releases, 8-5
budgetary control for provisional and
confirmed contract commitment, 8-4
maintain commitment budgetary control
define budgetary control, 8-2
define commitment budget, 8-2
overview, 8-1
encumbrance, 8-1
features, 8-1
multiple one-year budgeting, 8-1
process description, 8-2
execute commitment budgetary control,
8-4
inquire commitment budgetary control,
8-6
Commitment Budget Journal Inquiry window
description, 9-14
example, 9-13
Commitment Budget Journal Lines window
description, 9-14
example, 9-13
Commitment Model
contract commitment feature, B-8
definition, B-1
overview, B-1
commitment budgetary control, B-3
dual budgetary control, B-5
standard budgetary control, B-1
completed contract commitment, Glossary-4
confirmed contract commitment, Glossary-4
Construction Industry Scheme
features, 12-6
overview, 12-1
Construction Industry Scheme Procedures
definition, 12-1
prerequisites, 12-7
Construction Industry Scheme Process
definition, 11-1
process description, 11-2
process flow diagram, 11-1
Construction Industry Scheme Reports
overview, 13-1
contract commitment, Glossary-4
Contract Commitment Account Generator
Process
account generator workflow item type
attributes, 15-3
definition, 15-1
overview, 15-1
Contract Commitment and Oracle Payables
Integration
contract commitment invoice matching, F-1
Contract Commitment and Payables Integration
integrated supplier and contract commitment
information, F-2
matching purchase order tables, F-2
po default and quickmatch invoices, F-3
po default invoice type, F-3
quickmatch invoice type, F-4
using encumbrance accounting with contract
commitment, F-4
Contract Commitment Approval Process
Diagram, 16-5
Contract Commitment Approval Workflow
Process
customizing, 16-10
item type attributes, 16-2
overview, 16-1
process diagram, 16-5
workflow process, 16-6
Contract Commitment Complete Cover
Commitment Program
procedure, 19-11
contract commitment decrease, Glossary-4
contract commitment increase, Glossary-4
Contract Commitment Legacy Conversion
CBC Open Interface Table, D-24
CC Account Lines Interface Table, D-14
CC Detail Payment Forecast Interface Table,
D-20
CC Headers Interface Table, D-5
contract commitment legacy open interface
program procedure, D-28
definition, D-1
legacy conversion process flow diagram, D-2
Index-3
overview, D-1
Contract Commitment Legacy Conversion
Procedures, D-1
CBC API, D-5
CC API, D-4
legacy conversion to commitment budgetary
control tables, D-4
legacy conversion to contract commitment
tables, D-3
legacy conversion to standard budgetary
control, D-5
Contract Commitment Legacy Conversion
Process
commitment budgetary control legacy open
interface program procedure, D-29
Contract Commitment Mass Payment Forecast
Shift Process
procedure, 19-15
Contract Commitment Open API
create API parameters, E-5
definition, E-1
link API parameters, E-12
overview, E-1
select API parameters, E-12
set API parameters, E-4
update API parameters, E-11
Contract Commitment Process
matching contract commitments to invoices
process, 14-4
complete internal contract commitment
releases, 14-6
create internal release contract
commitments, 14-6
enter, encumber and approve internal
contract commitments, 14-4
enter invoice header information, 14-5
match invoices to internal release
contract commitments, 14-6
Matching Contract Commitments to Invoices
Process Flow, 14-3
overview, 14-1
create and maintain contract
commitment, 14-2
execute document control, 14-2
internal contract commitment matching,
14-3
processes, 14-3
Index-4
reporting, 14-3
reporting currency, 14-2
set up contract commitment, 14-1
summarize contract commitment, 14-3
Contract Commitment Report Procedures
definition, 19-1
overview, 19-1
internal release contract commitments,
19-1
mass payment forecast shift process, 19-8
revaluing contract commitments, 19-1
year-end process, 19-4
prerequisites, 19-11
Contract Commitment Revaluation Fix Exception
Report
procedure, 19-14
Contract Commitment Revalue Process
procedure, 19-12
Contract Commitment Summary window
description, 17-41
example, 17-40
Contract Commitment window, Accounting and
Distributions tabs
description, 17-24
example, 17-23
Contract Commitment window, Accounting and
More tabs
description, 17-24
Contract Commitment window, Accounting and
Projects tabs
description, 17-24
Contract Commitment window, Forecast tab
description, 17-28
example, 17-27
Contract Commitment window, General and
Action History tabs
description, 17-17
Contract Commitment window, General and
Details tabs
description, 17-17
Contract Commitment window, General and
Parties tabs
description, 17-17
example, 17-16
Contract Commitment Window, Summary tab
description, 17-28
Control pop-up window
example, 17-34
Control window
description, 17-35
Copy Contract Commitment window
description, 17-39
example, 17-36
Correct Revaluation Variances Process
procedure, 19-13
cover contract commitment, Glossary-4
Create Actual Journals Report
procedure, 37-3
create balanced budget procedures, 2-2
Create Budget Journal Procedures
Balanced Budget Journals window
description, 2-7
example, 2-2
create balanced budget procedures, 2-2
complete the batch, 2-7
create balanced budget batch, 2-4
enter balanced budget batch journal
lines, 2-5
view balanced budget period amounts,
2-6
create unbalanced budget procedures, 2-10
complete the batch, 2-14
create unbalanced budget batch, 2-11
enter unbalanced budget batch journal
lines, 2-12
Journals window for balanced budget
description, 2-8
example, 2-2
Journals window for unbalanced budget
description, 2-15
example, 2-10
overview, 2-1
Periods window for balanced budget
description, 2-10
example, 2-2
Periods window for unbalanced budget
description, 2-17
example, 2-10
prerequisites, 2-1
Unbalanced Budget Journals window
description, 2-14
example, 2-10
Create Netting Packages window
description, 42-11, 42-15
create unbalanced budget procedures, 2-10
Creating a Single Third Party
entering customer details, 42-5
entering supplier details, 42-6
procedure, 42-4
Creating Netting Transactions
procedure, 42-11
cross charge authorization procedure, 36-9
Cross Charge Authorization window
description, 36-10
example, 36-9
Cross charge status values, 35-13
D
Detail Balances window
description, 9-11
example, 9-8
diagrams
Budgeting Extensions, 4-1
Construction Industry Scheme process flow,
11-1
Contract Commitment Approval Process, 16-5
Dossier, 20-2
Encumbrance and Budgetary Control Process
Flow, 35-3
exchange protocol process flow, 22-3
Generate Default Account, 15-5
Generate Default Budget Account, 15-12
Generate Default Charge Account, 15-9
Generate Project Account, 15-12
Generic Interface, 24-3
Hierarchical Drill-Down Inquiry, 26-3
Installment Terms, 32-2
Matching Contract Commitments to Invoices
Process Flow, 14-3
No Encumbrance or Workflow Process Flow,
35-1
Oracle Financials Modules Affected By or
Enhanced in Oracle Public Sector Financials
(International) , 1-3, 1-4
Oracle Public Sector Receivables
(International), 1-9
Secondary Invoice Approval Process, 38-3
Single Third Party, 41-1
Standing Charges Process Flow, 43-1
Subledger Security, 46-7
Index-5
Subledger Security Implementation, 46-5
Workflow Process Flow, 35-2
dialog units
numbering, 23-4
overview, 23-1
seeking approval for, 23-29
working with, 23-2
Dialog Units Available window
description, 23-26
example, 23-19
Dialog Units window
description , 23-17
example, 23-17
Dossier Hierarchy Inquiry window
example, 21-11
Dossier Inquiry window
description, 21-10, 21-12
example, 21-9
Dossier Procedures
accepting or rejecting dossiers procedure, 21-7
checking and reserving funds procedure, 21-4
definition, 21-1
dossier inquiry procedure, 21-9
introduction, 1-9
overview, 21-2
prerequisites, 21-3
reassigning dossiers procedure, 21-8
viewing dossier transaction hierarchies
procedure, 21-11
Dossier Process
definition, 20-1
description, 20-3
Dossier Process Flow diagram, 20-2
overview, 20-1
Dossier Process Flow diagram, 20-2
Dossier window
description, 21-5
example, 21-4
Drill-Down Inquiry window
description, 27-4
Dual Funds Check Pop-up window
example, 10-14
E
encumbrance accounting and revaluation rules,
19-3
Index-6
Encumbrance and Budgetary Control Process
Flow diagram, 35-3
Encumbrance window
description, 17-31
example, 17-30
Enter Charges window
description, 36-6
example, 36-4
event, Glossary-5
Exceptions window
description, 29-12
example, 29-6
Exchange Protocol Procedures
creating dialog units procedure, 23-9
creating transmission units procedure, 23-19
definition, 23-1
generating transmission units from dialog
units procedure, 23-18
introduction, 1-9
overview, 23-1
approval hierarchies, 23-2
dialog units, 23-1
numbering dialog units and
transmission units, 23-4
processes, 23-5
transmission units, 23-1
working with dialog units and
transmission units, 23-2
prerequisites, 23-8
recommendations, 23-8
reviewing dialog units procedure, 23-17
reviewing transmission units procedure, 23-27
seeking approval for dialog units, 23-29
transmitting transmission units procedure, 2329
Exchange Protocol Process
definition, 22-1
exchange protocol process flow diagram, 22-3
overview, 22-1
processes, 22-5
approval process, 22-10
define dialog unit types, 22-7
define exchange protocol numbering, 228
define hierarchies, 22-5
define profiles for exchange protocol, 226
define transmission unit types, 22-8
year end process, 22-12
exchange protocol process flow diagram, 22-3
Extended Account Inquiry window
description, 5-9
example, 5-2
extracting feeder file transactions, 25-3
F
feeder file format, 6-1
Find Assets window
description, 29-10
example, 29-5
Find Batches window
example, 9-13
Find Contract Commitment window
description, 17-37
example, 17-36
Find Cross Charges Window
description, 36-15
Find Dialog Units window
description, 23-12
example, 23-9
Find Modify Installment Customers window
description, 33-5
example, 33-2
Find Revaluations window
description, 29-7
example, 29-3
Fin