Release 12_Using WEB ADI to Upload Oracle Assets

Suzana Ferrari DARC Corporation

Introduction
The presentation will explain detailed solutions on how to use WEB ADI to convert legacy data to Oracle Assets. This papers focus is on best practices for preparing assets data for upload, creating documents and defining layouts, data upload and upload reconciliation.

WEB ADI Overview

WEB ADI is web based integration tool used with Microsoft Excel formatted spreadsheet to upload data to Oracle E-Business Suite. All data to be uploaded can be validated against Oracle valid values prior to the upload. WEB ADI has multiple integrators Fixed Assets, General Ledger, which determines product and functionalities provided. Assets Wizard functionality is provided by the Assets product.

WEB ADI and MS 2007

To use WEB ADI with Microsoft 2007, macro settings need to be enabled, and browser settings need to be modified. Enable macro settings (Metalink Note - 1077728.1): 1) Click the Office Button (top-left button in the window) 2) Click the Microsoft Excel Options button. 3) Click Trust Center in the menu on the left. 4) Click Trust Center Settings in the window on the right. 5) In the new window that opens click Macros in the menu on the left. 6) Under 'Macro Settings' check 'Disable all macros with notification'. 7) Under 'Developer Macro Settings' check 'Trust Access to the VBA project object model'. 8) Click 'OK' 9) Click 'OK'

Browser settings to be modified for Excel interface: 1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. 2) Select the appropriate zone i.e. 'Trusted Sites' -> 'Custom Level' (button) 3) Under the 'Downloads' section, ensure 'File download' is enabled.

ActiveX Controls and plug-ins Settings: - If you are running Web ADI version BNE.D or later, you do not need to perform this step. If you are running a version of Web ADI prior to version BNE.D, you must change your Internet Explorer security settings to allow a spreadsheet to be created on your desktop:

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1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. 2) Select the appropriate zone you are using i.e. 'Trusted Sites' -> 'Custom Level' (button) 3) Set the option 'Initialize and script Active X controls not marked as safe' to 'Prompt' or 'Enable' . In case document fails during upload - in Internet Explorer 7 or 8 enable the 'Allow status bar updates via script' option in the browser as follows: 1) Select 'Tools' -> 'Internet Options -> 'Security' (Tab) from the browser menu. 2) Select the appropriate zone you are using i.e. 'Trusted Sites' -> 'Custom Level' (button) 3) Set 'Allow Status bar updates via script' to 'Enable'.

WEB ADI_Defining Layout

Pre-Requisite: Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12 - Changing Macro Security Settings for Microsoft Excel 2007 - Microsoft Internet Explorer Required Settings for Excel Interface Defining Layout: 1. Access the Define Layout Page Flow by clicking on the Define Layout link in the Self Service Home Page. Contact your Oracle Applications System Administrator if you do not see this link after logging into Self Service and selecting a responsibility.

2. Select Define Layout 3. Select Integrator - Fixed Assets - Additions After selecting the Define Layout link, you will be prompted to select an Integrator. All Layouts are defined under an Integrator. An Integrator indicates the Oracle Applications task you will be performing on the desktop. The Integrator you choose in this screen determines the list of fields that can be included in your Layout. 4. Look for in LOV 5. Find Integrator

6. Click on

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7. Select the Layout From this screen, you can create, edit, view and delete Layouts for an Integrator.

8. Define Layout New Layouts can be created for the selected Integrator by pressing the Define Layout button in the main Layout page. Layout Name - A screen will appear prompting you for a name and key for the new Layout. The Layout name is what users will see in the Create Document Page Flow. The key is a unique value used internally to reference the Layout. Once you save the Layout, the key cannot be changed. There cannot be any spaces in the Layout Key; only uppercase English, numeric and underscore characters can be used. Set the Key to Layout Name_Your Initials. This serves as a standard for Layout Keys, and also assures what you enter is unique. You must also select a Column List. This determines the list of columns you will have to choose from when choosing the fields to include in your Layout. If you choose the first value in the Column List LOV, you will be able to upload values from your desktop to Oracle Applications when using the Layout. All other selections will create Layouts that do not allow upload. These read only Layouts can be used with Contents to generate documents for reporting purposes. 9. After you select the existing layout to modify, click on 10. Name the new layout

11. Click 12. Find the new Layout and Update 13. Select the Layout 14. Define Fields Use the following screen to determine the placement of fields, add optional fields, and set default values for fields.

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Default is:

15. Update to meet your company needs and standards 16. When complete, click on

WEB ADI_Creating a Document

Pre-Requisite: 1) Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12: a) Changing Macro Security Settings for Microsoft Excel 2007 b) Microsoft Internet Explorer Required Settings for Excel Interface 2) WEB ADI Layout is defined 3) You were instructed which layout to use to create a document

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Creating a Document: 1) Using Fixed Assets Integrator responsibility, navigate to Additions

2) Select a Corporate Book you want to upload The corporate depreciation book in which you want to create assets. NOTE: when using Security by Book, your list of values may be limited to set of books associated with your responsibility

3) Select Excel version from LOV

4) Select Layout you defined (or use seeded) Layout templates allow you to select the fields that should be included in the asset worksheet. They also control the order in which the data fields appear on your worksheet. You can create a new layout template, edit, view, copy, rename, or delete an existing layout template.

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5) Review

6) Click on 7) Depending on your Internet Explorer setup, you might get a following message:

8) Click for Options and select Download File

9) You will receive Security Warning

10) Excel will open

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11) You will receive following message

Note do not click on Cancel 12) Once document created you will get message

13) Following excel sheet is created

14) Suggestion save the spreadsheet (as many spreadsheets as you have based on different layouts) on your Finance sheared drive NOTE: Document has to be saved as Excel Macro-Enabled Workbook

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Preparing Data for Upload: Legacy Data Clean Up

1) Gather GL Accounts balances per account combination a) Asset costs accounts b) Accumulated depreciation accounts c) Depreciation expense accounts 2) Data reconciliation to GL control accounts a) Reconcile asset cost accounts b) Reconcile accumulated depreciation accounts 3) Once step 2 completed, stop processing any asset transactions in GL a) Purchasing b) Payables c) GL Depreciation 4) Save existing asset (legacy data to upload) as a spreadsheet 5) Clean up the new saved file: a) Remove assets not to be uploaded b) Remove lines/grids/filters c) Remove formulas can only upload actual numbers d) Ensure Cost to be Uploaded and Accumulated Depreciation to date still balances to GL 6) Add columns to Upload Data excel file that you just created, as follow: i) ii) Assets Category Major

iii) Minor iv) As many Flexfields as you have b) After the last column add five columns i) ii) Province/Country-State City

iii) As many Flexfields as you have c) Also add columns you plan to upload i) ii) Units Expense Account

7) Map/Assign each asset to corresponding Oracle Assets Category a) Valid Categories Combinations are: i) List valid Categories Combinations

b) Assign assets to a valid category listed - add that category as a value for each asset where column Assets Category

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i) ii)

NOTE copy and paste the values do not use spaces after Once all categories assigned, use columns Major for the first flexfield value; and columns Minor for second flexifed value. Example: if category is OFFICE.FURN FIX & EQUIP, copy OFFICE to column Major and FIX & EQUIP to column Minor

8) Map/Assign each asset to corresponding Oracle Assets Location a) Valid Location Combinations are: i) List valid Location Combinations

b) Assign assets to a valid locations listed - add that location as a value for each asset where column Location i) ii) NOTE copy and paste the values do not use spaces after Once all categories assigned, use columns Province/Country-State, City, Building, Room to assign each flexfield value. Example:

9) Assign Asset Key to each Asset a) Valid Asset Key Values are: i) List Valid Asset Values

10) To each asset, assign valid depreciation account 11) To each asset, assign valid # of units 12) Upload Data 13) Reconcile Mass Addition Interface Table uploaded assets to the assets on ADI Template 14) Post the assets from Interface Table to Asset Workbench 15) Reconcile posted assets to ADI Template

WEB ADI_Populating Spreadsheet and Uploading Data to Oracle

Upload Pre-Requisite: 1) Settings required for Using Microsoft Office 2007 with Oracle E-Business Suite R12: a) Changing Macro Security Settings for Microsoft Excel 2007 b) Microsoft Internet Explorer Required Settings for Excel Interface 2) WEB ADI Layout is defined 3) WEB ADI Document was created 4) You were instructed which WEB ADI spreadsheet to use The previously saved blank spreadsheet may be used multiple times. Populate data to upload in the WEB ADI spreadsheet. Some of the values entered need to be exactly the same as defined in Oracle. You can use spreadsheet LOV to drill down to Oracle for valid values. Example Assets Categories:

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Ensure all data is populated:

1) Use Upload from Oracle Excel Menu to upload data (Use Add-Ins Button on the spreadsheet)

In Oracle Menu, use Upload Option

2) Select valid upload parameters

3) Document is uploaded to server

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4) You will receive confirmation once upload completed

5) If there are issues; list of issues will be listed and they need to be corrected in excel

Upload Summary and Reconciliation

6) Bring Oracle Assets to Desired Period 7) Define WEB ADI Layouts these depends on upload solution a) If uploading assets and depreciation b) If uploading assets only and let the system bring the depreciation to date c) If uploading assets that have no depreciation (NULL Depn; example Land) 8) Reconcile upload files to legacy data / TB balances 9) Create WEB ADI Document for layout 10) Unprotect sheet (s), insert rows and upload assets data 11) Upload Assets Data to Oracle 12) Run Report - Asset Additions Report 13) Reconcile total upload amounts with data provided 14) Reconcile by Category 15) Run: Create Accounting Assets; Do not Post to GL 16) JE Analysis 17) Reconcile JE to data uploaded 18) Run TB 19) Adjust JE 20) Run Depreciation a) Note known bug JE cannot be transferred to GL if depreciation is run prior to month end (12.0.4 and/or 12.0.5)

Note if you do not have Create Assets flag on during upload; Create Mass Addition process in Oracle Assets needs to be run

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Conclusion
WEB ADI is spreadsheet based application that can be used by functional users to upload data to Oracle E Business Suite applications. Oracle Assets uses Fixed Assets Integrator to automatically uploads data into Oracle Assets.

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