Oracle 12i - How to create accounting and transfer JE's to GL using SLA
By Jag - August 29, 2012
I. Create Accounting Program:
The Create Accounting program processes eligible accounting events to create subledger journal entries. To create the subledger journal entries, the Create Accounting program applies application accounting definitions that are created in the Accounting Methods Builder (AMB).
The Create Accounting program:
•Validates and creates subledger journal entries
•Optionally transfers the journal entries to GL
•Optionally posts the journal entries in GL
•Generates the Subledger Accounting Program Report, which documents the results of the Create Accounting program
Draft Accounting:
When you select draft accounting, Subledger Accounting creates the relevant journal entries in draft mode. Draft entries are not posted to General Ledger. You can review the resulting entries, update the transactions, or update the accounting rules. Any changes will be reflected when the transaction is processed again for accounting.
Online Accounting (Final):
Final entries are ready to be transferred to General Ledger and cannot be modified. The transactions are considered as processed for accounting. Any changes to the rules will not impact final entries.
Straight-Through Accounting (Final - Post):
If you select Final Post, Subledger Accounting posts the journal entries all the way through to General Ledger. This means that you can update GL balances straight from the invoice entry (or any other transaction entry) window.
Create Accounting Program:
The Create Accounting program creates subledger journal entries. In general, the parameters described in the table above determine which accounting events are processed.
Navigation Paths (example Payables)
Payables: Other > Requests > Run
Receivables: View > Requests (B) Submit a New Request
Paramaters:
1. Ledger - Required; limits accounting events selected for processing to those of a particular ledger. This program is run for primary ledgers or valuation method enabled secondary ledgers. Any reporting currency or secondary ledger associated with the selected primary ledger is also processed; i.e. entries are generated for the selected primary as well as reporting currencies and non-valuation method secondaries.
2. Process Category - Optional; restricts the events selected for accounting to a particular process category. For example, Invoices.
3. End Date - Required; end date for the Create Accounting program; processes only those events with event dates on or before the end date
4. Mode (Draft/Final) - Required; determines whether the subledger journal entries are created in Draft or Final mode
5. Errors Only (Yes/No) - Required; limits the creation of accounting to those events for which accounting has previously failed
6. Report (Summary/Detail/No Report) - Required; determines whether to generate a report showing the results of the Subledger Accounting program in summary or detail format
7. Transfer to General Ledger (Yes/No) - Required if Mode is set to Final; determines whether to transfer the subledger journal entries to General Ledger
8. Post in General Ledger (Yes/No) - Required if Mode is set to Final; determines whether to post subledger journal entries in General Ledger
9. General Ledger Batch Name - Optional; user-entered batch name that appears on the transferred General Ledger subledger journal entries. Transfer to GL option must be set to Yes.
10. Include User Transaction Identifiers (Yes/No) - Required; controls whether the report displays user identifiers' names and values.
Create Accounting Program:
The Create Accounting program generates one or more accounting programs depending on the volume to be processed. The Subledger Accounting Program report is generated by the Create Accounting program and documents the results of the Create Accounting program. It lists the following:
•Successful events and the subledger journal entries created for those events
•Errors for failed events
You can run the report in summary, detail, or no report mode which are described as follows:
•Summary mode provides a summary of events processed and detailed information about their errors.
•Detail mode provides details of subledger journal entries generated from the processing of completed events and a detailed error report.
•No report mode will show an error count without actually generating the report.
II. Transfer Journal Entries to GL Program:
The Transfer Journal Entries to GL program enables you to transfer any eligible journal entries to General Ledger, including those from previous runs that have not yet been transferred to General Ledger.
Note: This program is used if you run accounting online in Final mode (not Final Post) or if you run the Create Accounting program and set the Transfer to GL parameter to No.
The only reason you would want to run the Create Accounting program and set the Transfer to GL parameter to No is if you want to run accounting at different intervals than the GL transfer, for example, you may run accounting every hour but only transfer to GL nightly.
The Transfer Journal Entries to GL program consists of a subset of parameters used in the Create Accounting program as listed below:
–Ledger
–Process Category
–End Date
–Post in General Ledger
–General Ledger Batch Name
III. Oracle Subledger Accounting Program Report:
The Subledger Accounting Program Report is generated by the Create Accounting program and lists the following:
•Successful events and the subledger journal entries created for those events
•Errors for failed events
You can run the report in summary or detail mode as follows:
•Summary mode provides a summary of events processed and detailed information about any errors.
•Detail mode provides details of subledger journal entries generated from the processing of completed events and a detailed error report.
IV. Transfer Journal Entries to GL Report:
The Transfer Journal Entries to GL report is generated by the Transfer Journal Entries to GL program and lists the following:
•Transfer to GL Summary
•Errors
Setting Profile Options:
The profile options listed above relate to data access and security and impact how accounting is generated through SLA in R12.
1. SLA: Enable Subledger Transaction Security in GL
•Use this profile option to combine subledger transactions security with data access security for General Ledger responsibilities when drilling down to multi-organization enabled subledger application. Transaction security in the respective subledger application is always applied when drilling down from subledger transactions to subledger journal entries.
2. SLA: Enable Data Access Security in Subledger
•This profile option determines whether the General Ledger Access Set security mechanism is applied for a subledger application responsibility when viewing, reporting, or creating subledger journal entries associated with a given ledger. The General Ledger Access Set security mechanism is always applied for responsibilities associated with the General Ledger application.
•The profile option enables you to combine data access security with subledger transaction security and therefore control access to subledger journal entries depending on the ledger to which they belong. For example, you can implement a Multi-Org Security Profile that allows you to create Oracle Receivables Invoices for two different operating units each associated with different ledgers but restrict drill-down from the subledger transaction to the associated subledger journal entry based upon the destination ledger contained in the Access Set.
3. SLA: Additional Data Access Set
•The SLA: Additional Data Access Set profile option, in conjunction with the GL: Data Access Set profile option, controls which ledgers and balancing or management segment values you can access when logging onto a responsibility. If SLA: Enable Data Access Security in Subledgers is enabled for the responsibility, you have access only to the ledgers and balancing or management segment values included in the data access sets assigned to the SLA: Additional Data Access Set and GL: Data Access Set profile options.
4. SLA: Allow Reports Journal Source Override
•This profile option applies only to the following reports:
-Open Account Balances Listing
-Third Party Balances Report
•Enable this option to change the Journal Source parameter during report submission. If the option is set to No, then you cannot change the value defaulted during report submission.
For example:
•Should the general ledger data access set security be enforced when generating accounting? For example, should journal entries be created if the user does not have ledger clearance even if they may have multiorg access to the operating unit?
•Should the transaction security model be applied when drilling down from GL? For example, should the user be allowed to inquire on journal entries of certain operating units if they do not have MO access, but have ledger clearance?
•If there are secondary ledgers and data access set security is enforced in the subledger module, then an additional data access set needs to be assigned to the user to enable access to the secondary ledger.
•Should the user be able to run certain reports across data from multiple subledger applications?
The Create Accounting program processes eligible accounting events to create subledger journal entries. To create the subledger journal entries, the Create Accounting program applies application accounting definitions that are created in the Accounting Methods Builder (AMB).
The Create Accounting program:
•Validates and creates subledger journal entries
•Optionally transfers the journal entries to GL
•Optionally posts the journal entries in GL
•Generates the Subledger Accounting Program Report, which documents the results of the Create Accounting program
Draft Accounting:
When you select draft accounting, Subledger Accounting creates the relevant journal entries in draft mode. Draft entries are not posted to General Ledger. You can review the resulting entries, update the transactions, or update the accounting rules. Any changes will be reflected when the transaction is processed again for accounting.
Online Accounting (Final):
Final entries are ready to be transferred to General Ledger and cannot be modified. The transactions are considered as processed for accounting. Any changes to the rules will not impact final entries.
Straight-Through Accounting (Final - Post):
If you select Final Post, Subledger Accounting posts the journal entries all the way through to General Ledger. This means that you can update GL balances straight from the invoice entry (or any other transaction entry) window.
Create Accounting Program:
The Create Accounting program creates subledger journal entries. In general, the parameters described in the table above determine which accounting events are processed.
Navigation Paths (example Payables)
Payables: Other > Requests > Run
Receivables: View > Requests (B) Submit a New Request
Paramaters:
1. Ledger - Required; limits accounting events selected for processing to those of a particular ledger. This program is run for primary ledgers or valuation method enabled secondary ledgers. Any reporting currency or secondary ledger associated with the selected primary ledger is also processed; i.e. entries are generated for the selected primary as well as reporting currencies and non-valuation method secondaries.
2. Process Category - Optional; restricts the events selected for accounting to a particular process category. For example, Invoices.
3. End Date - Required; end date for the Create Accounting program; processes only those events with event dates on or before the end date
4. Mode (Draft/Final) - Required; determines whether the subledger journal entries are created in Draft or Final mode
5. Errors Only (Yes/No) - Required; limits the creation of accounting to those events for which accounting has previously failed
6. Report (Summary/Detail/No Report) - Required; determines whether to generate a report showing the results of the Subledger Accounting program in summary or detail format
7. Transfer to General Ledger (Yes/No) - Required if Mode is set to Final; determines whether to transfer the subledger journal entries to General Ledger
8. Post in General Ledger (Yes/No) - Required if Mode is set to Final; determines whether to post subledger journal entries in General Ledger
9. General Ledger Batch Name - Optional; user-entered batch name that appears on the transferred General Ledger subledger journal entries. Transfer to GL option must be set to Yes.
10. Include User Transaction Identifiers (Yes/No) - Required; controls whether the report displays user identifiers' names and values.
Create Accounting Program:
The Create Accounting program generates one or more accounting programs depending on the volume to be processed. The Subledger Accounting Program report is generated by the Create Accounting program and documents the results of the Create Accounting program. It lists the following:
•Successful events and the subledger journal entries created for those events
•Errors for failed events
You can run the report in summary, detail, or no report mode which are described as follows:
•Summary mode provides a summary of events processed and detailed information about their errors.
•Detail mode provides details of subledger journal entries generated from the processing of completed events and a detailed error report.
•No report mode will show an error count without actually generating the report.
II. Transfer Journal Entries to GL Program:
The Transfer Journal Entries to GL program enables you to transfer any eligible journal entries to General Ledger, including those from previous runs that have not yet been transferred to General Ledger.
Note: This program is used if you run accounting online in Final mode (not Final Post) or if you run the Create Accounting program and set the Transfer to GL parameter to No.
The only reason you would want to run the Create Accounting program and set the Transfer to GL parameter to No is if you want to run accounting at different intervals than the GL transfer, for example, you may run accounting every hour but only transfer to GL nightly.
The Transfer Journal Entries to GL program consists of a subset of parameters used in the Create Accounting program as listed below:
–Ledger
–Process Category
–End Date
–Post in General Ledger
–General Ledger Batch Name
III. Oracle Subledger Accounting Program Report:
The Subledger Accounting Program Report is generated by the Create Accounting program and lists the following:
•Successful events and the subledger journal entries created for those events
•Errors for failed events
You can run the report in summary or detail mode as follows:
•Summary mode provides a summary of events processed and detailed information about any errors.
•Detail mode provides details of subledger journal entries generated from the processing of completed events and a detailed error report.
IV. Transfer Journal Entries to GL Report:
The Transfer Journal Entries to GL report is generated by the Transfer Journal Entries to GL program and lists the following:
•Transfer to GL Summary
•Errors
Setting Profile Options:
The profile options listed above relate to data access and security and impact how accounting is generated through SLA in R12.
1. SLA: Enable Subledger Transaction Security in GL
•Use this profile option to combine subledger transactions security with data access security for General Ledger responsibilities when drilling down to multi-organization enabled subledger application. Transaction security in the respective subledger application is always applied when drilling down from subledger transactions to subledger journal entries.
2. SLA: Enable Data Access Security in Subledger
•This profile option determines whether the General Ledger Access Set security mechanism is applied for a subledger application responsibility when viewing, reporting, or creating subledger journal entries associated with a given ledger. The General Ledger Access Set security mechanism is always applied for responsibilities associated with the General Ledger application.
•The profile option enables you to combine data access security with subledger transaction security and therefore control access to subledger journal entries depending on the ledger to which they belong. For example, you can implement a Multi-Org Security Profile that allows you to create Oracle Receivables Invoices for two different operating units each associated with different ledgers but restrict drill-down from the subledger transaction to the associated subledger journal entry based upon the destination ledger contained in the Access Set.
3. SLA: Additional Data Access Set
•The SLA: Additional Data Access Set profile option, in conjunction with the GL: Data Access Set profile option, controls which ledgers and balancing or management segment values you can access when logging onto a responsibility. If SLA: Enable Data Access Security in Subledgers is enabled for the responsibility, you have access only to the ledgers and balancing or management segment values included in the data access sets assigned to the SLA: Additional Data Access Set and GL: Data Access Set profile options.
4. SLA: Allow Reports Journal Source Override
•This profile option applies only to the following reports:
-Open Account Balances Listing
-Third Party Balances Report
•Enable this option to change the Journal Source parameter during report submission. If the option is set to No, then you cannot change the value defaulted during report submission.
For example:
•Should the general ledger data access set security be enforced when generating accounting? For example, should journal entries be created if the user does not have ledger clearance even if they may have multiorg access to the operating unit?
•Should the transaction security model be applied when drilling down from GL? For example, should the user be allowed to inquire on journal entries of certain operating units if they do not have MO access, but have ledger clearance?
•If there are secondary ledgers and data access set security is enforced in the subledger module, then an additional data access set needs to be assigned to the user to enable access to the secondary ledger.
•Should the user be able to run certain reports across data from multiple subledger applications?
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